Okaloosa County BOCC — November 4, 2012 — Colin Baenziger — reading text

elected officials to discuss our findings and to confirm the five finalists. At this point, we will finalize the interview process with the Board. Task Seven: Notify All Candidates of Their Status We will notify the selected candidates by telephone and give them the opportunity to ask additional questions. CB&A will also contact those not selected to advise them of their status. Part of the notification will include advice concerning the candidates’ resume and/or cover letter so that, even though they were not selected to go forward, they will have gained something valuable from participating in the process. Phase IV: Coordinate the Interview Process and County Administrator Selection Task Eight: Coordinate the Candidate Assessment Process Prior to the interviews, we will recommend an assessment process including means to evaluate the candidates’ communication skills, interpersonal skills, and decision making skills. As part of the process, we believe the Commission should observe the finalists in a number of settings. -24- VI. Approach Methodology We also recommend you invite the finalists’ spouses so they can spend time in your community and evaluate the new community. As noted above, we will finalize this process with the Board to ensure it meets the Board’s needs. Day #1: The finalists are given a tour of the community and its facilities by a knowledgeable staff member. Later, senior staff members meet briefly with the candidates. This provides an opportunity for the finalists to ask questions and the senior staff to assess them. Later, that evening, the elected officials and their spouses host a reception for the candidates and spouses. The purpose is to observe how the finalists respond to a social situation. Your next County Administrator will, after all, represent your local government in numerous and a variety of venues. It is thus important to know how the individual will respond in a social setting. The reception also serves as an ice breaker whereby the elected officials and the candidates get to know one another informally. It should be noted that in some cases, confidentiality may preclude a reception. Day #2: Beginning at approximately 8:30 a.m., each candidate interviews individually with each elected official for approximately 40 minutes. These meetings provide the elected officials with an opportunity to assess how the candidates might interact with them on an individual basis. It is important to know if good chemistry exists. Ultimately managers succeed and fail based on their interaction with the elected officials and the one-on-ones are an excellent way to test this interaction. After lunch, the elected officials as a group, would interview each candidate so that they can assess the candidates in a formal meeting. Part of the interviews will include a PowerPoint presentation so the Commission can observe the candidates’ presentational skills. Formal Assessment Tools and Tests. Formal assessment tools (such as personality tests and management in-basket exercises) can be utilized either at this stage or earlier in the process if you desire. Typically our clients do not utilize them but rather depend on our expertise. Where such tests have been conducted, they have verified our recommendation in every case. Nonetheless, we will be happy to recommend tools that can be used should the County wish. The County, however, must bear the cost of these additional instruments. Task Nine: Debriefing and Selection Once the interviews have concluded, CB&A suggests the elected officials adjourn and hold a meeting a day or two later to select the next County Administrator. Although the selection can be made the same day as the interviews, this decision is quite important and we recommend you take a little time to consider what you have seen and heard. In terms of the final selection, we have a simple methodology we have developed that moves the elected body quickly and rationally to the desired outcome. -25- VI. Approach Methodology Once the selection has been made, CB&A will notify the finalists of their status. The candidates are eager to know their status and we feel it is important that they be kept informed. As your search consultant, they look to us for information and consequently we feel it is incumbent on us to keep them informed. Phase V: Negotiation and Continuing Assistance Task Ten: Notification, Contract Negotiations and Warranty Should the Commission wish, we will assist in the employment agreement negotiations. Generally a member of the elected body and the attorney conducts the actual negotiations while we provide advice and assistance concerning the compensation package and contract. If you request, we can also take the lead role in the negotiations. We also have a standard contract you are welcome to use. Your attorney, of course, will prepare the final contract. Since the basic parameters will have been discussed with the candidates and the candidates have been thoroughly vetted, we expect a relatively prompt agreement. Task Eleven: Continuing Assistance Our work is not done when the contract is executed. We stay in touch with you and your new County Administrator. Our goal is to be there to assist in resolving any issues that arise before they become intractable. In fact, at your request, after the selected individual has been on board for approximately six months, we will conduct a team-building workshop, at no charge, to resolve any difficulties. We simply feel it is part of our job to assure a successful relationship. Communications: We will provide biweekly reports about the status of the search, in writing or by phone, depending upon your preference. At significant milestones we will make the reports in person. The County’s Obligations The County will be responsible for providing the facilities for the interview process, coordinating lodging for candidates from outside the area, and making arrangements for the evening reception. The County will also be responsible for reimbursing the candidates for all expenses associated with their travel, meals and incidentals for the interview weekend. CB&A also expects the County staff to mail the following information, if it is not available on the County’s website, to each of the finalists: the current year budget, an organizational chart, the latest completed audit and management letter, any current strategic and long range plans, a copy of the County Charter, any job descriptions and other materials defining the role and duties of the County Administrator, and any evaluations of the organization completed in the last year. -26- Suggested Project Schedule Proposed Project Schedule The following is the schedule we would suggest and assumes CB&A is selected to perform the search by January 11th. Of course, we can adjust the schedule to accommodate the County’s wishes. Further, we can shorten it by approximately two weeks if desired. Phase I: Needs Assessment / Information Gathering January 4th: CB&A begins discussions with the Commission Members and any other suggested stake holders to understand the job and its challenges. Specifically, the purposes of these interviews will be to: 1) get to know the elected officials, 2) understand the issues the next County Administrator will face, 3) understand the elements of the job, 4) develop a description of the ideal candidate, 5) determine the desired compensation and 6) finalize the project schedule. Colin Baenziger begins drafting the recruitment profile for publications and prospective candidates. January 8th: Colin Baenziger submits the draft of the full recruitment profile to the County for its review. Comments will be due back by January 14th. Phase II: Recruiting January 18th: CB&A posts the full recruitment profile on its website and submits it to the appropriate publications. It is also e-mailed to over 7,000 local government professionals. February 15th: Closing date for submission of applications. Phase III: Screening, Reference Checks and Credential Verification February 16th: CB&A begins screening the candidates March 18th: CB&A forwards its candidate report and materials to the County electronically. These will include the candidates’ resumes, a summary of our interviews with the candidates, the results of our background and reference checks, and Internet/newspaper archives results. March 21st: CB&A reviews the finalists and alternates with the County’s officials. -27 VI. Approach Methodology (continued) Phase IV: Interview Process Coordination and County Selection April 5th: County holds reception for the finalists. April 6th: Commission Members interview candidates one-on-one and as a group. April 8th: County selects its next Manager. Phase V: Negotiation, Warranty & Continuing Assistance Post Selection: If requested by the County, CB&A works with County officials on an employment agreement. Typically this process takes a week before a contract is ready to be ratified. Colin Baenziger will also stay in touch to ensure the elected officials’ relationship with the new County Administrator is a strong one. -28- COLIN BAENZIGER & ASSOCIATES – SOME OF OUR PLACEMENTS 2002 – Palm Bay, FL 2003 – Lauderdale Lakes, FL 2004 – Destin, FL Lee Feldman Anita Fain Taylor Greg Kisela 2004 – Cottonwood Heights, UT 2007 – St. Johns County, FL 2007 – Key Biscayne, FL Liane Stillman Michael Wanchick Chip Igelsias 2009 – Greensboro, NC 2009 – Roanoke, VA 2009 – North Miami, FL Rashad Young Chris Morrill Russell Benford -29-  Appendix A CB&A Comparable Governmental Searches  City/County Manager Search Assignments in 2012 2012 City / County Manager Searches Completed (in chronological order by completion date). Scheduled Agency Size: Position Client Population Search Note Placement Number of Timeframe Employees 1 City Manager Cape Coral, FL 154,300 100 Days (a) John Szerlag 1,300 2 City Manager Hallandale Beach, FL 37,100 106 Days (b) Renee Crichton 449 3 County Administrator Hernando County, FL 172,800 82 Days Leonard Sossamon 1,297 4 City Manager Yakima, WA