Fort Walton Beach Council agenda — 12-22-08 special agenda — reading text

decide to narrow the scope of this search, modification to this summary would be required. As an example, if the City Council decides to limit the search to the State of Florida, staff would not place the job announcement on the International City Managers Association website. D. Compensation It is anticipated that unless the job announcement includes a proposed salary range, applicants will inquire prior to their submittal of a letter of interest and resume. As such, we have proposed a salary range of $110,000 to $ 125, 000. We would also suggest the job announcement include the statement that benefits are competitive. This assumes that the new manager would be eligible for the benefits provided to all other employees including the pension benefit. E. Costs In addition to the cost of advertising, there are other costs involved in this process including travel and lodging for finalists and meals for both candidate and spouse and minor costs associated with conducting background investigations. It is difficult to estimate these costs not knowing at this point where the potential finalists currendy reside. 4- B. Appoint an Executive Search Firm This option would require the selection of a professional search firm. In this regard, Staff has contacted the following search firms and received quotes on fees, expenses and ciming: Slavin Management Consultants Norcross, Georgia Professional fees and expenses not to exceed $ 20, 797.50 60 days for selection, flnal report and recommendation. The Mercer Group, Inc. Boca Raton, Florida Professional fees and expenses not to exceed $ 22, 000. 90- days for selection. Colin Baenziger & Associates Wellington, Florida Mr. Baenzigar has submitted a letter to the Mayor and Council stating that he would perform the City Manager search at no cost to the City. This would include both fees and expenses. 1. Advantages Time frame for search is reduced because executive search firms are responsible for the entire process including the screening process where they submit a shortlist of the most qualified candidates for the City. Consulting firms have a pool of candidates on ftie. Consultant's ability to assess needs of City and recommend ideal candidates for interviews. 2. Disadvantages Cost. The City would incur costs which exceed internal recruitment. Decision Point- City Council move to direct staff to proceed with either an internal recruitment or authorize staff to execute an agreement with one of the above sear~h firms to conduct an executive search for the next City Manager for the City of F ort Walton Beach. SELECTION PROCESS The selection process would vary depending on City Council' s decision regarding utilizing an internal versus an external recruitment process as explained above. The distinctions are as follows: 5- A. External/Executive Search Firm Essentially, using this alternative the executive search flrm selected for the engagement would provide City Council with the resumes and background information for the candidates they believe meet the qualifications the City is seeking and are the best fit.The search firm would also arrange for and assist in the interview process. B. Internal Process If this option is decided, City Council will undertake a review of the resumes, qualifications and other information provided by the applicants. As well, it will be necessary for City Council to develop a methodology to short list the most promising candidates and select a first choice to proceed with contract negotiations. In this regard, staff suggests the following key points for City Council consideration: 1. Reviewing Applications - Staff will be prepared to deliver to City Council copies of the resumes submitted on weekly basis. In addition to the resumes, staff will prepare a summary of qualifications matrix which will enable City Council members to view a snapshot of the qualifications of each candidate. The candidates will be listed alphabetically by last name and assist City Council in determining if they meet or do not meet the minimum requirements. 2. Develop a Short List - To develop a short list of candidates for further consideration City Council will need to develop a methodology for this purpose. Staff suggests that each Council member select ten ( 10) applicants as their recommended f111alists. This list would be submitted to the City Clerk with those candidates named most frequently comprising the list of five ( 5) f111alists and perhaps one ( 1) alternate. A suggested form is attached for review and approval. C. Ranger Rider Review - Staff has been contacted by Mr. Richard Simmons who is a member of the FCCMA Range Rider program regarding their ability to receive a copy of the resumes of the candidates and upon their review make a recommendation to the City as to the top 10 candidates. There would be no cost to the City for this option. D. Community Selection Panel - Another alternative to the selection process is to involve members of the community to review and prepare a short list of the most qualified and best candidates for City Council' s consideration. Under this scenario Staff would provide Council and members of this community selection committee with copies of the resumes received and also a matrix summary of their qualifications. If this option is selected, City Council would need to appoint the members of this Committee.  INTERVIEWS AND RANKING 1. Interviews - Once the fmalists have been selected and the background investigations have been completed the interviewing process begins. Steps in this process include: Confirmation and congratulatory letter to fmalists Advise finalists as to date, time, location and nature of interview process ( i. e. public meeting with Mayor and City Council). In addition, remind fmalists that due to State public record laws confidentiality of their application submittal can not be maintained. Mail or E-Mail finalists package of information to include most recent Budget and Financial Report, Organizational Chart, Personnel Rules, list of the names of Council Members, local maps and similar items. Advise finalists that the City will reimburse for reasonable travel, lodging and meal expenses. During the interview, City Council asks questions regarding overall work experience, special accomplishments, career objectives, management style and similar matters. A list of potential questions for City Council members to consider will be provided well in advance of the interviews. The actual interview is, as well, the opportunity for City Council and the candidates to discuss their working relationship to ensure a clear understanding of roles and responsibilities. 2. Post Interview Activities - These activities include a tour of City facilities by a designated City representative, lunch with Department Directors and a community reception for interested citizens to meet the candidates. 3. Ranking - As to the process of ranking the finalists, it is suggested City Council initiate the written ballot method identifying their # 1 ranked candidate. This method will ultimately result in a motion for one of the candidates. Following this step the contract negotiations would commence with the number 1 ranked finalist. Decision Point- City Council move to confirm or amend the interview and ranking methodology. BACKGROUND INVESTIGATION As is typical with the recruitment for a professional position, a background investigation is essential to verify the qualifications and obtain additional insight regarding the candidate' s ability to meet City Council' s expectation for a City Manager. 7- The background investigations on short listed candidates should include, at a minimum, the following: Verification of Educational Credentials Employment Verification and Phone Interviews with Previous Employers with a List of Pre-Arranged Questions. ( e. g. Mayor, Council Members, Department Directors & Other Professional References) Credit Check Criminal History Internet search As toconducting the background investigations, alternatives include utilizing staff or securing the services of a consultant. These alternatives are explained as follows: 1. Staff - For this alternative staff would conduct the background investigations to include all of the above noted items and provide City Council with a capsule summary. The advantage of this alternative is cost. Although the City will incur minor costs to conduct credit and criminal background checks the cost of having a consultant accomplish the employment and reference investigations would be avoided. 2. Consultant - Staff has recendy contacted three consultants who could conduct the entire background investigation. The fltms and their associated fees for this servlce are: Colin Baenziger & Associates Wellington, FL Fee Structure - Consistent with this firm' s proposal for the entire executive search, there would be no charge for the background investigation unless are asked to undertake this effort for more than eight ( 8) candidates. they The Mercer Group, Inc. Winterhaven, FL Fee Structure - $ 800. 00 per candidate Slavin Management Group Norcross, GA Fee Structure - $ 500.00 per candidate plus $ 44 for each County the candidate lived in for the past 10 years to examine court records. Unless City Council accepts the proposal submitted by Colin Baenziger and Associates, the disadvantage of this alternative is cost. The advantages would include less staff hours and utilizing the expertise of a professional consultant to develop and complete a comprehensive background investigation for City Council review. In addition, I would submit that the consultants could complete the reviews in a timelier manner. Their experience and resources would offer City Council relevant information regarding candidate qualifications to ensure the best fit candidate is selected. 8-  Although staff stands ready to undertake the background investigations for the