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HomeMy WebLinkAbout1998-036RESOLUTION 98 - 36 APPROVAL OF AGREEMENT FOR RECRUITMENT SERVICES FOR POLICE CHIEF BETWEEN THE CITY OF STILLWATER AND BRIMEYER GROUP BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the Agreement for recruitment services for Police Chief, by and between the City of Stillwater and Brimeyer Group for an amount of $14,000, is hereby approved, and the appropriate city staff is authorized to sign said Agreement. Adopted by Council this 3°d day of February, 1998. y Kimble, Mayor ATTEST: ~~ Morli eldon, City Clerk ~C-~13'~~ The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS 904 Mainstreet Suite 205 Hopkins, MN 55343 January 19, 1998 Mayor Jay Kimble Members of the City Council City of Stillwater 216 N. 4th St. Stillwater, MN 55082 Deaz Mayor and Council: Thank you for inviting The Brimeyer Group to submit a proposal to work with City of - Stillwater in the recruitment and selection of a Police Chief, We aze confident you will find our firm qualified to assist you in this most important assignment. Responsibility for the assignment will be under the direction of James Brimeyer assisted by the staff of The Brimeyer Group. Information regarding The Brimeyer Group, our staff, a list of assignments, and client references are included with this proposal. We are able to structure our fee to meet your needs. We would be willing to meet with you to discuss our services and your expectations. Thank you for your consideration. We very much look forward to working with the City of Stillwater in what must be considered a most challenging and exciting effort. Very truly yours, ]amen Brimeyer President (612) 945-0246 fax j612) 945-0102 Police Chief of City of Stillwater, Minnesota A PROPOSAL SUBMITTED BY: THE BRIMEYER GROUP, INC. EXECUTIVE SEARCH CONSULTANTS 904 MAINSTREET, #205 HOPKINS, MN 55343 January 19, 1998 li ` . City of Stillwater Page One Introduction The Brimeyer Group is a full-service executive search and consulting fum working primarily in the public sector to assist boards, councils, and commissions in recruiting individuals for top management positions including managers, administrators, department heads, and other key staff positions. We also are experienced in recruiting administrative staff for non profit organizations and private corporations. In addition, we provide services in the areas of team building, strategic planning, goal setting, and organizational and management studies for selected clients. Our approach to executive search promotes maximum client input in the seazch process. The client is the final authority in the selection of candidates. In addition to our milestone meetings with the client, we will provide periodic updates to keep you informed of our progress. The Brimeyer Group, Inc., is committed to accurately portraying all candidates to the client so that the client's satisfaction may be assured. We also strive to accurately portray the position to the candidates to prevent unrealistic expectations. We maintain continual contact with fine client throughout the search and keep the candidates informed as the seazch progresses. We offer to perform a performance evaluation for the new Police Chief that is designed to assess the first 6 months on the job and to identify issues to work on over the next 12 months. This service is provided at no additional fee. Consultant James L. Brimeyer Jim has tweirty years of experience in public sector management and has been involved in executive seazch since July, 1988. Mr. Brimeyer served in public administration in four cities, three as City Manager, including his last position in St. Louis Park, Minnesota (pop. 45,000), with a budget of $28 million and 230 employees. He also served in Worthington, Ohio, and Wood Dale, Illinois. He began his career as Assistant City Manager in Park Ridge, Illinois after obtaining a Master's degree in Public Administration from Northern Illinois University. His Bachelor's degree is from Loras College in Dubuque, Iowa. Mr. Brimeyer is past President of the Ohio City Management Association. He belongs to the International City Management Association, the Metropolitan Area Management Association, the Minnesota City Management Association, the National Forum for Black Public Administrators, and the Minnesota Municipal Utilities Association. He is active in the TwinWest Chamber of Commerce. He is Past President of the St. Louis Park Rotary and Past President of the Rotary Foundation Board. In January, 1996 Mr. Brimeyer began afour-year term as City Council Member At-Large in Si. Louis Park, Minnesota. City of Stillwater Page Two The Search Process We anticipate the search for the Police Chief for the City of Stillwater will take from three to four months (90 to 120 days) from the time we are retained to the time the City Council makes an offer. This is somewhat dependent on the time required to screen candidates, and the availability of the City Council to review consultant reports and conduct final interviews. We have prepazed a preliminary timetable which corresponds to the various steps in the process. After further discussions with the City Council we will refine the timetable and develop a target date for the reporting of the new Police Chief. PHASE I Position Profile A successful search begins with a thorough definition and agreement by the City on each aspect of the position to be filled. During this initial phase our consultants will meet with the City Council, City Coordinator, Department Heads, and police department staff to learn more about your goals and objectives. Critical factors to be determined include position responsibility and authority; reporting relationships; educational and experience requirements; personal and leadership qualities; management style, and organizational priorities. The listing of priorities serves atwo-fold purpose: It assists the hiring authority in developing a consensus on what is important for the organization and it alerts potential candidates to the important issues of the organization. Of equal importance to the success of the search is identifying the community priorities and environment in which the Police Chief must function. We would expect to meet with selected representatives from the community to further assess the climate within which the selected candidate will most effectively perform. This may be accomplished through individual interviews or through a public forum. Prior to our meetings we will supply an Ideal Candidate Profile Survev to assist the interviewees in assembling their ideas on what should be included in the Position Profile. As a result of the meetings we will reach an understanding of the critical specifications of the position and we will draft a Position Profile. A great deal of emphasis is placed on the agreement of this analysis. Without this information, it is difficult to determine how potential candidates will affect the City's plans and organizational team. The final Position Profile becomes the document against which we evaluate prospective candidates. During the meeting with the City Council agreement will be reached concerning the number of qualified candidates that will be interviewed before making a final decision. ................... $5,000.00 City of Stillwater Page Three PHASE II Place Announcements -Recruit Candidates After the Profile is approved, we will conduct a comprehensive program to contact candidates and determine sources of candidates. In addition to placing announcements in the appropriate professional and trade journals, we will identify potential candidates through personal contacts with public sector professionals and other members of similaz organizations. In addition, we will use our research staff to identify compazable organizations from which key individuals can be contacted. Often we are able to identify candidates from similar assignments who may be appropriate for the position. We will directly recruit specific individuals with established patterns of talent, stability, and success. Review Resumes and Screen Candidates Numerous prospects will be screened against the Position Profile. From these individuals we will compile a broad list of prospects for the job. An initial co~dentiat telephone contact will be made to promising candidates to determine their suitability and interest. After our research and sourcing is completed, several qualified candidates emerge for evaluation and comparison. Thorough, intensive, one-on-one interviews will be conducted with the leading candidates by our staff. Our in-depth evaluation and appraisal techniques will cover issues such as work experience,- education, professional development and achievement, career objectives, accomplishments, suitability, and specific interest in the Stillwater position. Progress Report '"" Following the screening and evaluation, we will prepare a Progress Report that will provide information on 10 to 12 candidates who have been judged to meet or exceed the requirements of the position. This Progress Report will provide specific information on the individuals' educational and work history; accomplishments and growth potential; strengths and possible limitations. We will personally deliver and review these reports with the City Council. On the basis of this review, four to six candidates will be selected for further consideration. At this time we will propose a schedule for interviewing the candidates. ...................................................... $4,000.00 PHASE III Background Checks Prior to the interviews, we will investigate the backgrounds of the finalist candidates through discreet telephone and personal reference checks. We will talk with peers and former associates of these candidates. It is our practice to speak directly with individuals who are, or have been, in positions to evaluate the candidates' job performance. We will verify the finalist candidates' credentials through an educational, criminal, and credit check. City of Stillwater Page Four Assessment (No additional fee) The Brimeyer Group has the authorization and the ability to administer an assessment tool entitled "The DISC Behavioral Management System" designed to assist individuals in understanding their style and to assess the environment in which they operate most effectively. The finalist candidates will be provided with a questionnaire from which an extensive computer report is generated. The report is very specific and covers the following areas: ""~ 1. Internal motivation 2. Self-management strategies 3. Identification and management of conflict The City will learn insights into the strengths, weaknesses, and likelihood of success for each final candidate before hiring and how to best manage and work effectively with each candidate. The above assessment is available at the option of the City. ..................................................... $3,000.00 Client Interview and Selection Process The interview schedule will allow the candidates to get acquainted with the community and community leaders and visit with the staff on an informal basis. We culminate the process with individuat and group interviews. Prior to the interviews we will provide the City Council with some helpful material on interviewing techniques and will discuss the proposed procedures to be used in the selection process including an evaluation form and a List of questions for possible use by the interviewers. Extensive material including background and reference checks will be provided on each candidate prior to the interview. If possible, all interviews will be scheduled within a period of one to two days depending upon the desire of the City Council. A consultant will be present at each interview. Selection After the interviews we will meet with the City Council to review the individual ratings and assist in determining the top candidate. The consultant will assist in this process to the extent requested by the City. We take responsibility for notifying all unsuccessful candidates at each stage of the process. Negotiating Compensation Package The Brimeyer Group, Inc., will take great care that the City of Stillwater secures an acceptance from the most desired individual. We will recommend a compensation package calculated to attract the finalist and will participate in the final negotiations. If any concerns arise in the final hour, by working as athird-party intermediary we can resolve important details of the offer which may have significant bearing on its final acceptance or rejection. ...................................................... $3,000.00 City of Stillwater Page Five -" Additional Services A. If requested by the City, The Brimeyer Group, Inc., can act as a spokesperson with the media, when appropriate, in order to maintain the integrity of the selection process as well as to protect the confidentiality and privacy of the candidates- who aze not hired. B. Lifestyles, personal values, and dual career households are factors that influence an individual's decision to change jobs. We pay cazeful attention to all circumstances arising from a-job change including adjustments in compensation and benefits, spouse careers, real estate issues, family concerns, and relocation details. C. After the candidate is employed, we will follow up with both the City Council and the candidate to insure a smooth transition and satisfactory completion of the assignment. We will make contact to assess the fit from both the City's and the candidate's points of view. In the unlikely event that unexpected concerns have developed, this follow-up contact is intended to identify potential issues early so that adjustments can be made, if necessary. Work Program (Performance Evaluation) If requested by the City Council, we agree to assist the City and the Administrator in developing a Work Program after asix-month period that outlines the expectations of the City and the Police Chief. The only cost incurred for this service will be any cost associated with a visit to Stillwater and other out-of-pocket expenses. The Work Program will contain objectives for the Police Chief to accomplish in the ensuing 12 to 18 months. ``; ..................... $2,000.00 Guarantee ~ If the City utilizes the entire process, Phase I, Phase II, and Phase III, as described, The Brimeyer Group offers an 18-month guarantee on the effectiveness of the Police Chief. Should - the City determine it necessary to terminate the Police Chief due to failure to adequately perform the duties as specified in the Profile and as represented by the process, we will refill the position at no additional fee and will charge expenses only. We offer this assurance because of our confidence in the thoroughness and accuracy of the process. Should there be substantial changes in the political situation at the City of Stillwater and a decision is made to terminate the Police Chief for reasons other than failure to perform the administrative duties as specified in the Position Profile, this guarantee is subject to negotiations between the City Council and The Brimeyer Group. .~... ~.~_ , City of Stillwater Page Six Costs EXPENSES The Brimeyer Group, Inc., will bill expenses directly related to the assignment with the City Council's prior approval. Necessary expenses include announcements, travel, meals and lodging; long distance telephone; printing; credential verifications; courier service; and administrative expenses. Our expenses for this assignment would be $2,000 to $3,000. This estimate does not include any costs associated with candidates' expenses for the final interview. FEE FOR SERVICE To complete the entire assignment, we propose a flat fee of $14,000. The fee includes the following services: Phase I Meet with City Council, City Coordinator, Department Heads, and police department staff Meet with selected representatives from the community Develop Position Profile Draft Position Profile Present Profile for approval Phase II I~ Place Announcements ~ Direct Recruiting Contact Sources '~ Review Resumes " Screen and evaluate candidates Prepare and present Progress Report Phase III Background/reference checks Administer assessment instrument (included in base fee) Schedule and coordinate candidates' interviews with the City Participate in interviews Develop compensation package Participate in negotiations Counseling Develop Work Program (six months after employment) City of Stillwater Page Seven - PAYMENT Our payment policy on searches is one-third of the fee due upon signing this agreement; one- third after presentation of the Progress Report; and the balance due 10 days after the search has successfully been completed, whether the agreement is oral or written. In the event the City terminates this agreement during the search we will retain the progress payments to that point. ~~~8 James L. Brimeyer Date President The Brimeyer Group, Inc. r/ did Ma r J i le Dat Ci S Twat ,~_ ~~ The Brimeyer G-roup, Inc. EXECUTIVE SEARCH CONSULTANTS 904 Mainstreet Suite 205 Hopkins, MN 55343 City of Stillwater Police Chief Suggested Search Timetable 2/3/98 Authorization to Proceed 2/5 to 2/18/98 Gather Information for Profile Interview City Council, staff, community, etc. 2/24/98 Place Announcement 3/3/98 Anurove Profile 3/4 to 3/31/98 Recruit Candidates 3/31/98 Deadline for Applications 4/1 to 4/16/98 Review and Screen Candidates 4/21/98 Progress Report and Selection of Finalists 4/22/98 to 4/30/98 Background and Reference Check Week of 5/1/98 Interviews June 1, 1998 Start Date The meetings for which City Councilmembers need to be present are underlined in the above timetable. (612) 945-0246 fax j612) 945-0102