HomeMy WebLinkAboutCCP 03-10-2003
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Arden Hills City Council
REGULAR
MEETING
Monday, March 10,2003
Mayor:
Beverly Aplikowski
Councilmembers:
David Grant
Brenda Holden
Gregg Larson
Lois Rem
1245 W.llighway 96
Arden Hills, Minnesota
55112
651.634.5120
City Philosophy
uali services thrall h the innovative and
oseful use of resources.
The City Council will meet
with the TCAAP Development Team at 6:00 p.m.
Agenda
City Council Meeting Convenes 7:00 PM
Call to Order
PLEDGE OF ALLEGIANCE
1. AGENDA
2. MINUTES
A. February 18, 2003 Work Session
B. February 24, 2003 Council Meeting
3. CONSENT CALENDAR
A. Claims and Payroll
B. Resolution No. 03-24: Disapproving of
State Run Gaming Establishments
C. V isi - Sewer Change Order # I
D. Payment #5: Visi-Sewer
E. Resolution No. 03-27: Approving the
Annual Gambling P=it for Flaherty's
F. Resolution No. 03-28: Calling a Public
Hearing on Assessments for Karth Lake
East and Ingerson Neighborhoods/2003
PMP
Those ilems listed under lbe Consent Calendar are
considered to be routine by lbe City COlUlcil and will be
enacted by one motion under a Consent Calendar format.
There will be no separate discussion of these items,
unless a Council Member so requests. in which event, lbe
item will be removed from lbe general order of business
and considered separately in its normal sequence on lbe
agenda.
Arden Hills City Connci! Agenda
March 10, 2003
Page 2
4. PUBLIC INQUlRIESIINFORMATIONAL Public InquirieslInformationa! is an opportunity for
A. citizens to bring to the COUllci!' s attention any items not
currently on the agenda. In addressing the Connci!,
please state your name and address fm the record, and a
brief sununary of the specific item being addressed to the
Council. To allow adequate time for each perst!n wishing
to address the Connci!, we ask that individuals limit their
comments to three (3) minutes. Written documents may
be distributed to the Connci! prior to the meeting, or as
bench copies, to allow a more timely presentation.
5. PUBLIC HEARINGS NONE
6. COMMUNITY SERVICES Aaron Parrish
7. OPERATIONS & MAINTENANCE Thomas Moore
A. Maintenance Facility Task Force Thomas Moore
Recommendation (verbal report)
B. Highway 96 Update: Lighting, TCAAP Greg Brown and Peter Hellegers
Entrance, Irrigation
C. PTRC/Royal Hills Play Structure Thomas Moore
8. ADMINISTRATION Aaron Parrish
A. Interim City Accountant: Letter of Aaron Parrish
Understanding
B. Executive Search Firm - RFP's Cynthia Young
C. Appoint Planner
CITY COUNCIL REPORTS
A. Councilmember Holden
B. Council member Larson
B. Counci!member Rem
C. Councilmember Grant
D. Mayor Aplikowski
Arden Hills City Council Agenda
March 10, 2003
Page 3
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!LPcomin2 Meetin2s and Events
Saturday March 8
RCLLG
Little Canada 8:30 a.m. -
12:30 p.m.
Saturday March 8
Retreat Session II
City Hall 1 p.m. - 5 p.m.
Tuesday March 11 . TCAAP MP AP City Hall 6:30 p.m.
Wednesday March 19 NSCC Tech Advisory CTV-Roseville 1 :30 p.m.
Thursday March 20 City Event Committee City Hall 6:30 p.m.
Thursday March 20 RCSG North Oaks 7:30 a.m.
Country Club
.Wednesday March 26 1-35W Board New Brighton 5:30 p,m.
Family Service
Center
Saturday April 12 Town Hall Meeting City Hall
NSCC: North Suburban Communications Commission
TCAAP: Twin Cities Army Ammunition Plant
PMP: Pavement Management Plan
PTRC: Parks, Trails and Recreation Committee
RCPWF: Ramsey County Public Works Facility
MFTF: Maintenance Facility Task Force
TCAAP MP AP: TCAAP Master Planning Advisory Panel
RCLLG: Ramsey County League of Local Government
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MEETING MINUTES
DRAFT
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION
TUESDAY, FEBRUARY 18,2003,4:45 P.M.
CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96
CALL TO ORDER
Mayor Aplikowski called the meeting to order at 4:50 p.m. Present:
Councilmembers David Grant, Brenda Holden, Gregg Larson, and Lois Rem.
Also present: City Administrator, Joe Lynch; Director of Operations and
Maintenance, Tom Moore; Director of Community Services, Aaron Parrish;
Recreation Supervisor, Michelle Olson; Deputy Clerk/Human Resources Director,
Cynthia Young; and Recording Secretary, Pang Silseth.
2. A ROYAL HILLS PLAY STRUCTURE: PARK FUND OPTION
Director Moore indicated that due to potential budget cuts in the General Fund, he
requested authorization from the Council to use money from the Park Fund to
purchase a play structure for Royal Hills Park. He stated the play structure was
listed in the Capital Improvement Plan (CIP) as a General Fund item, but money
from the Park Fund would be used to purchase the structure now, and be
reimbursed from the General Fund at a later date. Director Moore stated the
balance in the Park Fund was $546,000. He also stated the cost for the play
structure was $38,000, including assembly and installation along with safety fiber.
Councilmember Holden stated there are many violations with the current
structure.
Councilmember Larson asked why not pay for the structure out of the General
Fund instead of the Park Fund, if the General Fund could cover the cost?
ARDEN HILLS CITY COUNCIL WORK SESSION MINUTES
TUESDAY, FEBRUARY l8, 2003
2
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Staff was directed to bring this item to the Council Meeting on March 10,2003.
The play structure would be purchased with money from the General Fund.
ISD #621 Update
1. District Update; Financial Issues
Superintendent Dr. Jan Witthuhn presented and explained demographic
information in the Mounds View School District.
Director John Maas presented and explained Financial Accountability.
Deputy CIerk Young asked if the school board expected an election this fall for a
special levy.
Superintendent Witthuhn stated there would be a levy, but the actual language
and amounts were not required to be made available to the public until September
2003. She further stated that the effects of a levy not being passed were serious. .
Those effects were listed on the back page of the financial forecast packet. She
added that vocational and technical programs would not be affected because the
high schools were part of a network of schools, and vocational and technical
programs were offered at those other schools.
Administrator Lynch asked ifD.A.R.E. funding would end in 2003.
Superintendent Witthuhn replied that the D.A.R.E. program was funded with
Crime Levy money, and to her knowledge, funding would not change. The only
possible change would be that the program would move to the middle schools. She
added that the Student Response Officer (SRO) would continue as they are now.
Councilmember Larson asked how the district could justify a levy with a drop in
enrollment.
Director Maas explained that at the peak of enrollment, which was beyond
capacity, the district was forced to lease buildings to accommodate the enrollment
size. He further eXplained that with the current reduction in enrollment, the
number of students is at a more manageable number, but programs were still being .
conducted in leased space. He then stated the district still needed to relocate those
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ARDEN HILLS CITY COUNCIL WORK SESSION MINUTES
TUESDAY, FEBRUARY 18,2003
3
programs from leased space back into district owned space, which would result in
additional savings. He indicated the district would dispose of the building on
Hamline Avenue.
Administrator Lynch asked ifthe district was still considering developing athletic
fields on TCAAP property.
2. Student Parking and Graffiti
Director Moore stated the issues of overflow parking at Mounds View High
School and increased graffiti generated an increase cost for the City. He stated
students have taken down "no parking" signs. lIe asked what the school district
could do to be proactive in preventing graffiti.
Superintendent Witthuhn stated the district sends out the Student Response
Officer to ticket vehicles illegally parked. She favored increasing parking fees to
an amount higher than bus fare to discourage students from driving to school. She
encouraged the City to post more "no parking" signs, if the City felt they were
needed.
Boardmember Grivna asked about parking on the telecommunication property.
Superintendent Witthuhn stated the district previously visited this idea, but was
discouraged because of the assessments.
Superintendent Witthuhn responded to the issue of graffiti by stating that the
worse incidents occurred during senior graduation. She stated Julie Wikel ius,
Mounds View High School Principal, would be willing to work on solutions. She
also stated the school could possibly revisit the idea of designating an area on
school property to be used by students for graffiti.
Councilmember Larson asked if it was possible to create a program that would
allow high school seniors to contribute to the community instead of drawing
graffiti. He indicated a similar program had been very successful in the City of
Cottage Grove.
ARDEN HILLS CITY COUNCIL WORK SESSION MINUTES
TUESDAY, FEBRUARY ]8,2003
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OPERATIONS AND MAINTENANCE UPDATE
Director Moore stated the City had eighteen 50th Anniversary banners up on
County Road that were three (3) years old. He asked if the banners should be
taken down and whether he should order new banners. He stated $2,500 would
cover the cost to take down the old banners, and design and install new banners.
He also stated that City street signs were of nine different designs. Surrounding
communities had updated their streets signs to include their city logo. The cost for
the design and installation of one street sign was $l75. It was recommended that
the street signs all be done at the same time.
He informed the Council that the Karth Lake gauge was installed. He stated he
had gotten feedback from residents who thought the installation of the gauge meant
the Council would take action again, meaning to pump or not to pump.
2003 PMP ASSESSMENT HEARING
Director Moore stated the 2003 PMP Assessment Hearing was scheduled for
March 10, 2003. If the City intended to keep that date, the City must provide
residents with ] 4 days notice. If the City Council extended the Assessment
Hearing to March 3], 2003, the notice letters would be mailed March 5, 2003,
giving residents a 24 day notice. Director Moore stated staff was ready to proceed
with the Assessment Hearing Notice mailing, to make the March 10, 2003,
Assessment Hearing date, but staff recommended postponing the hearing until
March 3l, 2003.
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Councilmember Rem asked that the assessment notice be easy to understand and
the process be clearly outlined.
Councilmember Larson stated that staff had to ensure the hearing was not open
for negotiation.
Mayor Aplikowski stated there were no objections to the Assessment Hearing
extension date of March 31, 2003.
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ARDEN HILLS CITY COUNCIL WORK SESSION MINUTES
TUESDAY, FEBRUARY l8, 2003
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TCAAP DISCUSSION
Director Parrish summarized the TCAAP meeting that took place this morning.
The main topics were Public Land Use Conveyance and the establishment of a
video that would be used as a public communications vehicle. Director Parrish
informed the Council that in regards to contaminates, the Development Team
would conduct a supplemental analysis for areas not covered in the Phase II
Environmental Site Assessment. On the issue of environmental insurance, the
Development Team would establish a policy that includes the City and future
property owners as additional insured.
Councilmember Grant asked which contaminates would be covered or not
covered in an insurance policy.
Dave Hammernick, Minnesota Army National Guard, commented that asbestos
and contaminates that were not released are not subject to the Phase II
Environmental Site Assessment. He stated a similar situation had a release of a
contaminate that was not previously discovered, and now was an environmental
issue. The City would most likely be responsible because the City caused the
release.
Councilmember Rem asked who the City would receive information from and
how that information would be verified. She suggested meeting with a City
Environmental Attorney to advise the City.
There was some confusion between the Vento Plan and the TCAAP Framework
Plan maps.
Director Parrish eXplained the two (2) maps were identical and the difference was
the text behind the maps; the TCAAP Framework Plan was more specific.
Administrator Lynch stated the City had adopted the TCAAP Framework Plan as
part of its Comprehensive Plan.
Mayor Aplikowski requested copies of the Vento Plan and TCAAP Framework
Plan.
ARDEN HILLS CITY COUNCIL WORK SESSION MINUTES
TUESDAY, FEBRUARY 18,2003
6
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Councilmember Larson stated Dahlgren, Shardlow, and Uban (DSU) needed to
be clearer in their communications. It had to be clear to everyone that we had no
intentions to develop the area designated for open area.
The general consensus of the Council was that they were fine with the
Development Team, but Councilmember Grant said he wished the Development
Team was not a Limited Liability Corporation (LLC).
Director Parrish said that the LLC issue had previously been brought forth to City
Attorney Jerry Filla, and the result of that discussion was that some assurances
must be in place before the Final Development Agreement was executed.
The Council continued to discuss the communication as to how the TCAAP area
was going to be developed. They said it was incumbent upon them to address a
greater sensitivity to the communication device and the information found therein.
Councilmember Larson asked Councilmember Rem how she responded to the
questions she received from concerned residents. She said she told residents to .
participate in the meetings.
Councilmember Grant asked that the City Council consider this question: How
do we define our success? He said, for the developer, it meant making money. He
asked the City Council to consider this question for further discussion.
Mayor Aplikowski suggested the City Council may be ambiguous in this regard at
this time, and suggested waiting to discuss this issue at a subsequent meeting.
Administrator Lynch said the Development Team suggested members of the City
Council may want to travel to other similar sites in the United States, which may
serve to help them visualize a successful project.
The City Council said they did not support the idea of traveling at the
Development Team's expense, but did support the idea of gaining some
information about the results.
Planner HelIegers said staff was in the process of planning a tour in May, 2003
for the City Council and Planning Commission to view several development sites .
in the Twin Cities area.
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ARDEN I-IlLLS CITY COUNCIL WORK SESSION MINUTES
TUESDAY, FEBRUARY 18,2003
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City Council Reports:
Councilmember Grant: NONE
Councilmember Holden: NONE
Councilmember Larson: NONE
Councilmember Rem suggested that there be a City Council contact list published
in the newsletter.
Mayor Aplikowski received a letter from Representative McCollum regarding the
Homeland Security issue, and wondered if coverage by Ramsey County was
enough protection for the City. She asked that this issue be brought forward at a
later meeting. She suggested discussing 2004 budgeting for the Northwest Youth
and Family Services.
Mayor Aplikowski recessed the meeting at 9:10 p.m. and reconvened in
EXECUTIVE SESSION at 9:15 p.m.
Mayor Beverly Aplikowski
Interim Administrator Aaron Parrish
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MEETING MINUTES
Draft
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
FEBRUARY 24, 2003, 7:00 P.M.
CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96
PLEDGE OF ALLEGIANCE
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to
order the Regular City Council meeting at 7:03 p.m.
Present:
Mayor Beverly Aplikowski, Councilmembers David Grant,
Brenda Holden, Gregg Larson, and Lois Rem.
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Absent:
None.
Also present were Interim City Administrator/Director of Community
Services, Aaron Parrish; City Attorney, Jerry Filla; Deputy Clerk/Human
Resources Director, Cynthia Young; Recreation Program Supervisor,
Michelle Olson; City Planner, Peter Hellegers; City Engineer, Greg Brown;
and Recording Secretary, Kathleen Altman.
1. APPROVAL OF MEETING AGENDA
Councilmember Holden requested the removal of Item 3.B from the Consent
Agenda and be added as Item 8.C under Administration, and move Item 8.C to
Item 8.D.
MOTION: Council member Grant moved and Councilmember Rem
seconded a motion to adopt the agenda for the February 24,
2003, Regular City Council meeting as amended. The motion
. carried unanimously (5-0).
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
2
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2. APPROVAL OF MINUTES
A. February 10, 2003, Council Meeting
Councilmember Larson requested the following changes: None.
Councilmember Grant requested the following changes: Page 3, under the first
motion, remove the words, as amended. and add the word, !Q, between the words,
and authorize.
Councilmember Rem requested the following changes: Page l, change
Allegience to Allegiance. Page 3, under Public Inquiries, in Doug Hartford's
comments, in the last sentence, remove the word, objecting. Page 3, in Linda
Swanson's comments, remove the word, appeals. from the first sentence. Page 9,
under Councilmember Rem's comments, first sentence, remove team and add to
youth.
Councilmember Holden requested the following changes: Page 7, first sentence
change Mr. Moore to Mr. Brown. Page 9, in the last paragraph, in the last
sentence before the adjournment, add the words: position description.
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Mayor Aplikowski requested the following changes: None.
MOTION: Councilmember Larson moved and Councilmember Rem
seconded a motion to approve the February 10, 2003, City
Council Meeting Minutes as amended. The motion carried
unanimously (5-0).
SPECIAL REPORT FROM THE CITY ATTORNEY - Personnel Actions
City Attorney, Jerry Filla, stated there were two actions that were taken by the
City Council at the Closed Executive Session meetings in February, 2003 which
needed to become part of the public record.
He noted the record needed to indicate:
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A. A closed meeting was held on February 6, 2003, pursuant to M.S. 13.D.05
Subd. 3, and pursuant to the City's Personnel Policy to consider an appeal
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ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
3
by Mr. Terry Post to the City Administrator's recommendation that his
employment be terminated due to unsatisfactory performance. The parties
present at this meeting were: City Administrator Joe Lynch, City
Accountant/Treasurer Post, Mayor and City Council, City Attorney Filla,
and Recording Secretary Altman. The City Administrator's
recommendation was reviewed by the City Council and the following action
was taken:
MOTION: Councilmember Larson moved and Councilmember Rem
seconded a motion to accept the City Administrator's
recommendation, and to direct that Mr. Post be considered as
an employee of the City leaving in good standing; therefore he
is entitled to the benefits as found in the Personnel Policy.
Motion Passed (3-1-1) (Opposed; Mayor Aplikowski,
Abstained; Councilmember Holden).
B.
A closed meeting was held on Tuesday, February 18, 2003, to consider a
performance evaluation of City Administrator Lynch. The parties present at
the meeting were the Mayor and City Council and Administrator Lynch.
MOTION: Councilmember Grant moved and Councilmember Rem
seconded to request the resignation of the City Administrator.
Motion Passed (3-1-1) (Opposed; Councilmember Larson,
Abstained; Councilmember Holden).
Subsequent to this meeting, the City Administrator met with the City
Attorney to review the City Administrator's contract and the provisions of a
proposed termination agreement. A draft of the termination agreement was
accepted by the City Administrator and needs to be ratified by the Mayor
and City Council.
Mayor Aplikowski stated if Mr. Lynch needed a letter of recommendation, the
City would provide such a letter.
MOTION: Councilmember Holden moved and Councilmember Grant
seconded a motion to direct the Recording Secretary to include
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
4
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paragraphs A and B of the City Attorney's February 24, 2003,
Memorandum to the Mayor and City Council. The motion
carried unanimously (4-0-1) (Councilmember Holden
abstained).
MOTION: Councilmember Holden moved and Councilmember Rem
seconded a motion to ratify the termination agreement signed
by the City Administrator and the Mayor on February 21,2003.
Councilmember Larson stated he was going to vote against the termination
agreement because he was not in agreement with the action the Council took at the
February 18, 2003, meeting. Therefore, he could not, in good faith, ratify a
termination agreement that would cost the City approximately $43,000. However,
he did believe Mr. Lynch was entitled to the money.
Councilmember Holden indicated if she were voting, she would be in favor of
this because these were the terms of the contract agreed to when Mr. Lynch was .
initially employed by the City.
The motion carried (3-1-1) (Councilmember Holden abstained.
Councilmember Larson opposed.)
Councilmember Holden stated as a newly elected official, she had abstained from
both votes.
3. CONSENT CALENDAR
a. Claims and Payroll
b. ResolutioB Nfl. 03 25: ,'\ppointing an Interim ,^.dministratoriClerk
MOTION: Councilmember Grant moved and Councilmember Larson
seconded a motion to approve the Consent Calendar, as
amended, and to authorize execution of all necessary
documents contained therein. The motion carried unanimously
(5-0).
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ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
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4. PUBLIC INQUIRIES/INFORMATIONAL
Robert Woodburn. 1220 Inl!:erson Court, stated he was here basically to
introduce the subject of the Ingerson Court cul-de-sac; to ask if there were any
questions; and to see if the Council wanted to take any action. He stated
historically there was some pertinence that this was the fifth time this area had
been looked at. He stated they were now faced with a situation that was no better
than 45 years ago. He indicated 45 years ago, it was decided not to put in a cul-
de-sac on Ingerson Court. He noted the cul-de-sac was a moving target and he did
not know where they were now. He stated he was surprised this was being
brought up again. As far as a necessity for a cul-de-sac, he noted there were minor
reasons for having one there, including fire department access. However, he
stated he had contacted the fire department and they did not require a cul-de-sac.
He stated the road had worked for over 40 years. He acknowledged the road, as it
was, might be a little difficult for snow plowing since the turnaround was too
small for major equipment. He indicated the cul-de-sac would impact his property
and his neighbor's in that it would be very close to his property line and would
take a considerable amount of grass from his neighbor's property. He stated he
had planted many trees along Ingerson Court and was concerned about the loss of
the trees if the cul-de-sac was put in. He stated there were problems with sloping
in his driveway, as well as elevation issues. He indicated the drainage issue had
been looked at many times by the City Engineer.
Mayor Aplikowski responded Mr. Moore was out ill today, but the Council
would bring this up with him upon his return.
Councilmember Grant asked if Mr. Woodburn favored a hammerhead design.
Mr. Woodburn replied the road worked as it was.
Councilmember Rem stated the Council had also heard comments from the
neighborhood about the design of the cul-de-sac. She stated she believed most
people would like to leave things as they were.
Mayor Aplikowski stated she had discussed this with Mr. Moore, and she
believed if it was not broken, not to fix it, but she noted they were still in
negotiations. Mr. Parrish stated he would pass these comments on to Mr. Moore
and Mr. Brown for their review and consideration.
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
6
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Mr. Woodburn requested his name be added to any mailing list and/or
notification list the City had regarding Ingerson Court.
Mali LaDl!:lie. 1653 Glenview Court, stated she was in sixth grade and had been
nominated to represent her school and community at the Junior National Leader's
Conference in Washington, DC. She noted this was a non-profit, educational
organization that brought middle school students from all over the country for a
six (6) day leadership conference. She noted they would be working on leadership
skills at that conference. She summarized for the Council the cost of her
participation in this conference. Through her parents, school, savings, and other
businesses, she had raised $500. She stated she hoped that Arden Hills City
Council would assist her with some of the cost of the conference. She noted this
conference would be good for her education and improve her leadership skills.
She stated she would appreciate support for her sponsorship request. She noted
the conference was March 8th through March 13th.
Councilmember Rem stated Miss Langlie was going through this presentation at .
her suggestion. She noted she had pledged her Council stipend for this
conference.
Mayor Aplikowski commended Miss Langlie for her actions and congratulated
her on her nomination. She stated the Council would see if they could come up
with a contribution for her.
Mr. Parrish noted staff would provide contact information for charitable
gambling organizations.
An unidentified resident stated he was here because his Boy Scout Merit Badge
required him to attend a City Council meeting and make a presentation at a Boy
Scout meeting.
5. PUBLIC HEARINGS
None.
6.
COMMUNITY SERVICES
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A. PLANNING
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ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
7
1. Guidant: Final AUAR
Mr. Parrish stated at the January 27, 2003, Council meeting, the Council
authorized distribution of the final Guidant Alternative Urban Areawide Review
and Mitigation Plan for comment and objections. The objection period ended
February 1 l, 2003. To date, the City had received no objections from any of the
agencies that submitted comments.
MOTION: Councilmember Larson moved and Councilmember Grant
seconded a motion to approve Resolution No. 03-26:
Approving the Final AUAR and Mitigation Plan. The motion
carried unanimously (5-0).
7. OPERATIONS AND MAINTENANCE
A.
Operations and Maintenance
None.
B. Recreation
A. 2003 Track Program
Ms. Olson stated at the Council's December 2, 2002, meeting, the Council
approved a reduction in funding for the Track Program based upon the
philosophical differences in who should sponsor this program. She noted the
Track Program was completely funded through participant registrations.
Therefore, should the City reinstate the program, there would be no net change to
the operating recreation budget. She recommended the Council reinstate funding
for the 2003 Track Program.
Mr. Otto stated he had taught at Snail Lake Elementary School for 32 years and
the school had coordinated the elementary track program for 35 years. He noted in
the early 1980' s, the school had dropped funding for this program. He stated for
the past 20 years, they had worked with various communities to coordinate the
track program. He summarized the track program and the number of students who
participated in it. He noted the program did not run in the red, therefore, he could
ARDEN I-IlLLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
8
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not understand why the program was dropped when they were not losing money.
He noted other City Park and Recreation Departments were in favor of this
program. He indicated they took a great deal of pride in this program and they all
worked hard for the children. He asked the Council to reconsider.
Councilmember Larson noted it was hard to pick and chose what programs the
City should get involved in. Mr. Otto asked what the objection was since they
were not losing money.
Ms. Olson noted there would be no net change to the budget if the Council
reinstated the Track Program.
MOTION: Councilmember Rem moved and Councilmember Holden
seconded a motion to reconsider funding the 2003 Track
Program. The motion carried unanimously (5-0).
Councilmember Larson stated because it appeared that this program did not cost .
the City any money and supported the children in the community he would support
reinstating this program.
MOTION: Council member Grant moved and Council member Larson
seconded a motion to approve reinstating funding for the after
school 2003 Track Program as presented to the Council. The
motion carried unanimously (5-0).
8. ADMINISTRATION
A. Administrator Vacancy
Mr. Parrish stated with the vacancy of the City Administrator position, the
Council needed to think about how to fill the vacancy. He noted the Council
could go through the standard hiring process or retain an executive search firm.
He asked the Council which option they wanted to proceed with.
Councilmember Grant and Councilmember Rem stated they would prefer .
using an executive search firm.
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ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
9
Councilmember Holden stated if the Council retained a search firm, she requests
that the deadline for retaining a City Administrator be included as part of the
proposal from the search firms.
Councilmember Larson noted because of the cost, he would prefer advertising
for this position. He stated while this would take more time on the Council and
staffs part, it would be less expensive. He believed the outcome would be just as
good.
Mayor Aplikowski noted it would take more time on the Council's part, but she
believed they would obtain a good result if they advertised for the position.
Ms. Young stated she could see the City accelerating hiring the process.
Councilmember Rem noted she wanted this done well. She indicated the City
Administrator's position was a key position, and the Council had a number of
other issues they would be working on in the near future. She questioned if the
Council would have the time to spend on a thorough search and interview process
for candidates.
Councilmember Larson clarified it was the responsibility of the Council and not
the staff to make the decision, so it would not take up more of staffs time and
resources. He stated his main concern was the cost of an executive search firm
and the time frame a search firm would need.
Mayor Aplikowski requested staff compile a list of search firms for the next
Council meeting on March lO, 2003. She indicated the Council would then
interview the search firms and at that time, make a decision whether or not to use a
search firm. She requested they discuss the City Administrator's job description at
the next work session.
B. Interim City Accountant Services
Mr. Parrish explained, with the City Administrator and City
Accountant/Treasurer pOSitIOns currently vacant, staff was requesting
authorization to pursue an agreement to retain temporary city accounting services
and authorize additional compensation for the Finance and Human Resources
Assistant.
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
10
.
MOTION: Councilmember Larson moved and Councilmember Holden
seconded a motion to authorize staff to pursue an agreement to
retain temporary city accounting services and for information
to be brought back at the March 10, 2003, Council Meeting;
also, to authorize additional compensation for the Finance and
Human Resources Assistant. The motion carried unanimously
(5-0).
C. Resolution No. 03-25: Appointing an Interim Administrator/Clerk
Mr. Parrish stated with the City Administrator position vacant, it was necessary
to appoint a staff member to serve in his capacity on an interim basis. He noted it
was fairly common practice to provide additional compensation when additional
duties were assumed. Based on the questionnaire sent to City Human Resource
Directors, a fairly typical approach was to provide a 15% salary increase over the
term of the appointment. He noted a car allowance was also provided for. .
Councilmember Holden requested an explanation for the car allowance. Mr.
Parrish noted they had looked at what other cities did in this type of situation and
also what the City had done in the past, with respect to salary and car allowance.
After discussion, the Council decided to waive the car allowance and reimburse
mileage under the current IRS guidelines.
MOTION: Councilmember Larson moved and Councilmember Holden
seconded a motion to approve Resolution No. 03-25:
Appointing Aaron Parrish as the Interim Administrator/Clerk
and approving a fifteen percent (15%) salary increase to the
current step in the Pay Plan for Director of Community
Services. Also, a car allowance was to be tied to actual
mileage reimbursement at the IRS rate. The motion carried
unanimously (5-0).
.
D. Highway 96 Discussion
.
.
.
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003
11
Mr. Parrish noted the Council needed to decide on the ground cover types and
landscaping along with sidewalks and trails on the north and south side of
Highway 96. The Council also needed to decide on irrigation, lighting, and
whether a gateway sign should be placed at Lexington Avenue.
Councilmember Rem requested staff investigate the cost for the City to put in
irrigation and lighting and to investigate the trail issues with the county.
CITY COUNCIL REPORTS
Councilmember Grant - stated there was an Open House for the Ramsey County
Public Works Facility on Wednesday, February 25, 2003, at 6:30 p.m. at City Hall.
He noted a Maintenance Facilities Task Force meeting was scheduled for
Thursday, February 27, 2003, at 7:00 p.m. at City HaiL On March 8,2003, the
Ramsey County League of Local Governments was sponsoring a session on the
budget crisis and requested the Councilmembers RSVP for that meeting if they
were planning on attending.
Councilmember Holden - requested the casino/gaming resolution be put on the
next Council Meeting agenda.
Councilmember Larson - noted the Lake Johanna Fire Department Board was
meeting on Wednesday, February 26, 2003, at Station No.2 at 7:00 p.m.
Councilmember Rem - asked if it was the Council's plan to have the TCAAP
Restoration Advisory Board at the next work session on March l7, 2003, as
originally planned. Mr. Parrish replied he believed they could be on the agenda
for that work session. She noted the Pioneer Press had stated the Arden Hills
Library was being proposed to be closed in January, 2004. She reminded the
Council the School Board was having a community forum at 7:00 p.m. next
Monday, March 3, 2003, at the Shoreview Community Center to discuss their
funding issues.
Mayor Aplikowski - stated the entrance sign by the Cleveland Bridge still had
old population numbers on it, and requested staff follow up with Minnesota
Department of Transportation (MNDOT) on getting this changed. She noted they
were looking to have to come up with a $50,000 difference due to the State budget
cuts and Council needed to discuss this in the near future. She requested they
ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES
FEBRUARY 24, 2003 12
.
have a future discussion regarding the Sheriffs Department's proposal to move to
the TCAAP property.
Mr. Parrish - asked the Council's comfort level with proceeding to Stage 2 ofthe
TCAAP planning.
Councilmembers Larson and Grant indicated they felt comfortable proceeding
to Stage 2 without the environmental study.
Mayor Aplikowski stated she would like to see the environmental study prior to
vlslOmng.
City Attorney Filla noted the City was not responsible for the clean up and
therefore, it would not hurt to do some visioning.
Councilmember Rem requested the Advisory Panel be notified of the Council's
decision. .
Mayor Aplikowski adjourned the Regular City Council Meeting at 9:30 p.m.
Beverly Aplikowski
Mayor
Aaron Parrish
Interim City Administrator
NOTICE OF MEETINGS
The next Council Meeting will be held Monday, March 10,2003, at 7:00 p.m. in
the Arden Hills Council Chambers.
.
f
.
.
.
~
EN HILLS
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
March 4, 2003
Agenda Item 3.A
Mayor Beverly Aplikowski
Council Member David Grant
Council Member Brenda Holden
Council Member Gregg Larson
Council Member Lois Rem
Sandy Berres, Finance & Human Resources Assistant ~
Claims & Payroll
Attached:
Claims
Payroll for period 02/08/03 - 02/21/03
.
.
.
.
CITY OF ARDEN HILLS
ACCOUNTS PAYABLE CLAIMS REPORT
TO BE APPROVED AT 03/10/03 COUNCIL MEETING
PAGE] OF3
CLAIMS PAID SINCE LAST COUNCIL MEETING (02/24/03)
. ... .. . . .. . .. . .. . .. . >>:>>>:>><<<<<<'):<Mi:<!MiV:U. ~~It~18<:'::<"" .
23234 02/24/03 Affinity Plus Federal Credit Union 3 963.87 Second Februarv Pavroll
23235 02/24/03 Met Council Environmental Svcs 2,450.25 SAC Charges-Dee 02/Jan 03
23236 02124/03 Stanton GrauD 1,760.00 2002 Medical/Davcare ReimbW'sement
23237 02/27103 Fortis Benefits 593.13 March SID/LID
23238 02127103 leMA Retirement Tmst-457 1,761.04 Second February Payroll
23239 02/27/03 Lvnch, Joseoh 2,764.74 lnsurance Reimbursement
23240 02/27/03 Mac Queen EqUip, Inc. 250.00 Vactor/Sweener Clinic-O&M
23241 02/27/03 Visu-Sewcr Clean & Seal,Inc. 28.701.40 Pav #4.2002 San Sewer Rehab
23242 03/04/03 10,000 Lakes. Chanter 175.00 March 2003 Seminar-Scherbel
23243 03/04103 Fire Marshals Assoc of MN 100.00 FMAM 2003 Seminar-Nordeen
23244 03/04/03 Twin,Citv: Catering, Inc. 3,532.07 Deposit-Cclebratin,g AH 6/28/03
I Subtotal - Paid Claims 46,051.50 I
Paid Claims From Above -
46,051.50
Add Unpaid Claims, Page 2-
60650.78
Total Accounts Payable Claims
for Council Approval, 03110/03-
106 702.28
Note; Checks for unpaid claims totaling $299,934.44 were mailed February2S, 2003
a:fter approval at the February 24, 2003 Council Meeting. They were check numbers
23183-23233.
~"po,..hl"_1
CITY OF ARDEN HILLS
ACCOUNTS PAYABLE CLAIMS REPORT
TO BE APPROVED AT 03/10/03 COUNCIL MEETING
PAGE20F3
.
UNPAID CLAIMS REGISTER:
;::::t'IIi.::#= .1..cl<.PATiiH.; liEli(i!d1i< ;'.';;;';;;';;;';;<<<>>;'>;<F 'j\M()liN'i'> ~
.. ... .-........
23245 03/11103 Accurate Press, Inc. 732.72 Februarv Newsletter
23246 03/11/03 Amerioride ADDarcl & Paner 108.70 Jackets.Unifonns
23247 03111/03 Aramark Uniform Service 56.64 CH-Rug ClcaninQ 2/21 & 2/28/03
23248. 03/11103 Corporate EXDfCSS 15.92 Office Sunnlies
23249 03/11/03 Coverall of the Twin Cities 1,238.60 CH-Cleaninp" Service
23250 03/11103 Electro WatChman, Inc. 504.81 Alaim Servicc.311-5/3lJ03-O&M
2325] 03!] 1103 Frank Madden & Assoc. 120.00 Le\?al Services-HR
23252 03/11103 Grainli!:er, Inc. 32.59 Lamn
23253 03/11/03 Green Mill 89.58 Retreat Luncheon 2/21/03
23254 03/11103 Hellegers,Peter 12.24 Milcaoe Reimbursement
23255 03/11103 I.U.O.E. I.oca149 240.00 March Union Dues-Pavroll Deduction
23256 03/11103 Johnson Controls 7,468.00 HV AC System Renair-CH
23257 03111103 Leai!ue ofMN Cities 20.00 2003 Safety & Loss Control WS-Moore
23258 03111103 Metro Area Mf!TTlt Assoc. 2,830.00 Subscriber Service 3/03~3/04
.23259 03111103 :MN Counties Ins. Trust 125.00 2003 Member Dues
23260 031ll/03 Moundsview Public Schools 226.80 Bide: Suoervision-Set)t~Dec 2002
23261 03/] 1103 NCPERS Grouo Life 120.00 Mar-PERA Life Ins-PaVTTIlI Deduction
23262 03/]1103 North Metro Insoections 5,592.00 Febru~rv Electrical Insnections
23263 03/11103 Nosek. Marv 120.00 Febru:lrv Newsletter
23264 03/]]103 Peterson, Fram & BerlITTlan 6,408.81 December Legal Fees
23265 03111103 Pitnev Bowes 261.74 Posta2"e Meter-RentlReset
23266 03111103 Purchase Power 919.00 Postaee-Meter
23267 03/] ]103 Ramsev County 129.49 Haz Waste Generator Lie 03-04
23268 03111103 Roseville, City of 3,433.34 JanlFeb'-JPA-MIS
23269 03111103 Sandcreek Group LTD 1,600.00 EE Assistance Pro!:m1m 2003
23270 03/11103 Sehwaab,.Inc 92.89 Ink Stamn/Dater
23271 03/11103 Stanton Groun 565.00 FSA Administration Fees
23272 03/11103 URS 27586.91
I Subtotal - Unpaid Claims - Page 2 60,650.78 I
.
.
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March 10,2003 Council Meeting
CONSENT AGENDA ITEM No. 3.B
&;1/
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 03-24
A RESOLUTION DISAPPROVING OF
STATE RUN GAMING IN THE
CITY OF ARDEN HILLS
WHEREAS, the City Council recognizes that State run gaming establishments located
within the City limits of Arden Hills is not found to be in compliance with the vision and mission
of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden
Hills, Minnesota, that it disapproves of any State run gaming establishments located within its
City limits.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS
10th day of March, 2003.
Beverly Aplikowski, MAYOR
ATTEST:
Cynthia Young, Deputy City Clerk
.
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ADGENDA ITEM 3.C
CITY OF ARDEN HILLS
CONTRACT CHANGE ORDER
Project:
2002 Sanitary Sewer and Waterrnain Rehabilitation Project
Change Order Number:
Date:
Contractor:
1 (One)
March 10, 2003
Visu-Sewer Clean & Seal, Inc.
The additions, revisions and corrections contained herein shall be made to the contract documents
for the project and shall become a part of the Scope of Work.
Description of Changes:
As approved in the February 10' 2003 Council Meeting, additional testing and sealing
quantities are being added to this contract to take advantage of contract prices and complete
the testing and sealing in the south west region of the City.
SUMMARY
Current Contract Amount:
$ 246,435.50
Change Order No.1
Bid Schedule C - Test and Seal
No.
Item
Contract
Price
Additional
Contract
Quantity
2500.00 2465.00
480.00 1850.00
Change Order Number 1
Additional
Contract
Amount
$67,787.50
$17,205.00
$84,992.50
Contract
Quantity
2/2503.602
6/2503.602
Joint Test 8"
Joint Seal 8"
$27.50IEA
$9.30/GAL
Amended Contract Amount:
$ 331,428.00
APPROVALS
Arden Hills Citv Engineer Date: J/.s,0J
BY: Visu-Sewer Clean & Seal, Inc..
Title:
Date:
APPROVED BY: City of Arden Hills
By: Title:
'Date:
C01-l
,
.URS
BRW, Inc.
AGENDA ITEM 3.0
URS
Thresher Square
700 Third Street South
Miuueapolis. MN 55415
Phone: (612) 370-0700
Fax: (612) 370-1378
To:
Aaron Parrish! Arden Hills
Interim City Administrator
File: 37951-022-0101
From: Gregory S. Brown
Arden Hills City Engineer
Date: March 5, 2003
Subject: Pay Estimate #5
2002 Sanitary Sewer and Water Main Rehabilitation Project
.
Background
The City of Arden Hills awarded Visu-Sewer Clean & Seal of Fridley, MN the 2002 Sanitary
Sewer and Water Main Rehabilitation Project on August 12,2002 for a total contract amount of
$246,435.50. Pay Estimate #1 through #4 for a total of $193,882.89 was approved by the
Council.
Project Status
Water Main
The Contractor has completed the directional boring, connection of the watermain and all
associated items. The line is now functional.
Sanitary Sewer
The Contractor has completed the manhole adjustments and relining.
Sanitary Sewer Test and Seal
The Contractor is essentially complete with the original scope of work. Change Order
No.1 (One) if approved will expand the scope to substantially complete testing and
sealing in the southwest section of the City. The additional work would be completed by
late spring.
.
Recommendations
The Arden Hills City Engineer recommends the Council approve Pay Estimate #5 for Visu-
Sewer Clean & Seal of Fridley, MN in the amount of $25,914.97. A retainage of 5.00% is being
held for this project.
.
.
.
APPLICATION FOR PAYMENT
PAYMENT NO.5
j URS Copy
City Copy
Contractor COpy
I nspector Cop,
Project:
Owner:
Owner No.:
Contractor:
2002 Sanitary Sewer and Water Main Rehabilitation Project
City of Arden Hills
VISU-SEWER CLEAN &
SEAL, INC.
37951-022-0101
SRW Job No.:
Application Date:
For Period Ending:
3/10/03
2/28/03
Original Contract Amount:
Contract Amendments:
Contract Amount To Date:
Total Amount of Work Complete To Date:
Material Suitably Stored On-Site but not
Incorporated into Work:
Gross Amount Due To-Date:
Less 5.00% Retainage:
Amount Due To-Date:
Less Previous Payments:
Total Due This Application:
$246,435.50
$0.00
$246,435.50
$231,366.17
$0.00
$231,366.17
$11,568.31
$219,797.86
$193,882.89
$25,914.97
I hereby certify that all items and amounts shown are correct for the work completed to-
date.
Contractor: VISU-SEWER CLEAN & SEAL, INC.
By: Date:
The work on this project and the application for payment have been reviewed and the
amount shown is recommended for payment.
URS Corporation
By: Date:
APPROVED FOR PAYMENT
Owner: City of Arden Hills
By: Date:
Page 1 of 5
Payment History
Payment .
Payment Payment Application
No. End-Date Date Amount
1 9/30102 1 0/15102 $65,624.57
2 10/31/02 11/12/02 $49,865.50
3 12/30/02 1/3102 $49,691.42
4 1/31/03 2/1 0103 $28,701.40
Total Payments: $193,882.89
.
.
Page2of5
Application for Payment: Itemization
.hedule: A - WATER MAIN
Unit Contract Contract To-Date To-Date
No. Item Unit Price Quantity Amount Quantity Amount
1 MOBILIZATION LS $5.500.00 1.00 $5,500.00 1.00 $5,500.00
2021.501
2 ABANDON 8" DIP IN CASING LF $2.50 100.00 $250.00 0.00 $0.00
2104.501
3 REMOVE EXISTING 8' DIP WATER MAIN LF $2.50 1,260.00 $3,150.00 1,168.00 $2,920.00
2104.501
4 DIRECTIONAL BORE 8' PEP WATER MAIN LF $29.50 170.00 $5,015.00 149,16 $4.400.22
2503.541
5 314' PVC WATER SERVICE LF $31.50 60,00 $1,B90.00 5,00 $157.50
2503.603
6 314' PVC SERVICE WITH CURB STOP EA $1,575.00 1,00 $1.575,00 1.00 $1.575.00
2503.603
7 6' PVCWATERMAIN LF $50,00 10,00 $500.00 10.00 $500.00
2503.603
8 8' PVC WATER MAIN LF $29,50 1.120,00 $33.040,00 1.16B.00 $34,456.00
2503.603
9 DIP FITTINGSlWRAPPED LB $4,00 500,00 $2.000.00 500.00 $2.000,00
2504.602
10 INSTALL HYDRANT 16' GATE VALVE EA $4.200.00 1.00 $4.200.00 1.00 $4,200.00
2504.602
11 CONNECT TO EXISTING EA $2,625,00 2.00 $5.250.00 2.00 $5.250.00
2504.602
. TRAFFIC CONTROL LS $2.100.00 1,00 $2.100.00 1.00 $2,100,DO
,601
13 BALE CHECK EA $0.01 50.00 $0,50 0.00 $0,00
2573.501
14 SOD WITH 4' TOPSOIL SY $0.01 1,110.00 $11.10 1.110.00 $11.10
2575.501
15 SIL TFENCE LF $2.00 200.00 $400.00 0.00 $0.00
2575.502
16 SEEDING WITH MULCH AC $1.00 0.60 $0,60 0.60 $0.60
2575.505
Subtotal: $64,BB2.2O $63,070.42
Schedule: B - SANITARY SEWER RELINING
Unit Contract Contract To-Date To-Date
No. Item Unit Price Quantity Amount Quantity Amount
1 MOBILIZATION LS $1,330.00 1.00 $1.330.00 1.00 $1,330.00
2021.501
2 10' VCP RELINE LF $26.00 1,3BO.00 $35,BBO,00 1.37B.00 $35.82B.00
0000.000
3 12' VCP RHINE LF $26,00 600.00 $15,600.00 612.00 $15,912.00
0000.000
4 REMOVE MANHOLE STEPS EA $50,00 35.00 $1.750,00 45,00 $2,250.00
2104.509
5 INSTALL MANHOLE STEPS EA $81,00 35.00 $2.835.00 30.00 $2.430.00
2503.602
..602REBUILD MANHOLE INVERT EA $1.100,00 3.00 $3.300.00 0.00 $D.OO
7 ADJUST RINGS AND CASTING EA $525.00 9.00 $4.725.00 9,00 $4.725.00
2506.602
Page 3 of 5
Unit Contract Contract To-Date T o-"Date
No. Item Unit Price Quantity Amount Quantity Amount
8 CHIMNEY SEAL EA $485.00 9.00 $4.365.00 9.00 $4,365.00
2506.602
Subtotal: $69,785.00 $66,840.00 .
Schedule: C - TEST AND SEAL
Unit Contract Contract To-Date To-Date
No. Item Unit Price Quantity Amount Quantity Amount
1 M081L1ZA TION LS $3.000.00 1.00 $3.000.00 1.00 $3.000.00
2021.501
2 JOINT TEST 8' EA $27.50 2.500.00 $68.750.00 2,679.00 $73.672.50
2503.602
3 JOINTTEST 10' EA $35.00 25.00 $875.00 0.00 $0.00
2503.602
4 JOINT TEST 18' EA $55.00 275.00 $15,125.00 0.00 $0.00
2503.602
5 JOINT TEST 21' EA $65.00 185.00 $12.025.00 59.93 $3,895.45
2503.602
6 JOINT SEAL 8' GAL $9.30 480.00 $4,464.00 2,156.00 $20,050.80
2503.602
7 JOINT SEAL 10' GAL $9.30 10.00 $93.00 0.00 $0.00
2503.502
8 JOINT SEAL 18' GAL $9.30 207.00 $1.925.10 0.00 $0.00
2503.602
9 JOINT SEAL 21' GAL $9.30 184.00 $1,711.20 90.00 $837.00
2503.602
10 MANHOLE SEAL CHEMICAL GAL $38.00 100.00 $3.800.00 0.00 $0.00
2506.602
Subtotal: $111,768.30 $101,455.75.
Grand Total: $246,435.50 $231,366.17
.
Page 4 of 5
Application for Payment: Itemization Summary
Contract To-Date Amount of
. Schedule Amount Work Completed
A-WATER MAIN $64,882.20 $83,070.42
B. SANITARY SEWER RELINING $69,785.00 $66.640.00
C . TEST AND SEAL $111,768.30 $101,455.75
Grand Total: $246,435.50 $231,366.17
.
.
Page 5 of 5
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March 10,2003 Council Meeting
CONSENT AGENDA ITEM No. 3.E
~
CITY OF ARDEN HILLS
RAMSEY COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 03-27
A RESOLUTION GRANTING APPROVAL OF
CHARITABLE GAMBLING PREMISES PERMIT APPLICATION
FOR ABW A LADY SLIPPER CHAPTER AT FLAHERTYS ARDEN BOWL
WHEREAS, the City has received a renewal premises permit application from the ABW A
Lady Slipper Chapter for Class B charitable gambling activity at Flaherty's Arden Bowl, Inc. located
at 1273 West County Road E; and
WHEREAS, all City licensing and fee requirements have been met as required by City
Ordinance.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Arden Hills,
Minnesota:
That the City of Arden Hills hereby agrees to grant the premises permit renewal
application for ABW A Lady Slipper Chapter for Class B licensed charitable
gambling activity to be located at Flaherty's Arden Bowl, Inc., 1273 West County
Road E, Arden Hills, Minnesota, for a period from August I, 2003 to July 31, 2005.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS
10TH DAY OF MARCH, 2003.
Beverly Aplikowski, Mayor
ATTEST:
Cynthia Yonng, Deputy Clerk
.."
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March 10, 2003 Council Meeting
CONSENT AGENDA ffE~ 3.F
City of Arden Hills W
Ramsey County, Minnesota
Resolution 03-28
A RESOLUTION
FOR HEARING ON PROPOSED ASSESSMENT OF
KAR1'H LAKE EAS1' AND INGERSON NEIGHBORHOODS
WIIEREAS, the City Council directed the City Engineer to prepare a proposed
assessment of the cost of improving the streets in the Karth Lake East and Ingerson
neighborhoods, and
WHEREAS, the Deputy Clerk has notified the Council that such proposed
assessment has been completed aild filed in her office for public inspection,
NOW THEREFORE BE 11' RESOLVED BY THE CI1'Y COUNCIL OF
ARDEN HILLS, MINNES01'A:
L A Public Hearing shall be held ort the 31" day of March, 2003 at City Hall at 7:00
p.m. to pass such proposed assessment and at such time and place all persons
owning property affected by such improvements will be given an opportunity to be
heard with reference to such assessment.
2. The Deputy Clerk is hereby directed to cause a notice of the hearing on the
proposed assessment to be published three times in the official newspaper at least
two weeks prior to the hearing, and she shall state in the notice the total cost of the
improvement. She shall also cause mailed notice to be given to the owner of each
parcel described in the assessment roll not less than two weeks prior to the hearings.
3. The owner of any property so assessed may, at any time prior to certification of the
assessment to the county auditor, pay the whole of the assessment on such property,
with interest accrued to the date of payment, to the City Treasurer, except that no
interest shall be charged if the entire assessment is paid within 30 days from the
adoption of the assessment. He may, at any time thereafter, pay to the City Treasurer
the entire amount of the assessment remaining unpaid, with interest accrued to
December 31 of the year which such payment is made. Such payment must be made
before November 15 or interest will be charged through December 31 of the
succeeding year.
.'
. .
ADOPTED by the Council this 10th day of March, 2003.
ATTEST:
Beverly Aplikowski, MAYOR
Cynthia Young, DEPUTY CLERK
.
.
.
{
f
.
.
.
URS
Agenda Item 76
MEMORANDUM
Thresher Square
700 Third Street South
Miuneapolis, MN 55415
Phone: (612) 370-0700
Fax: (612) 370-1378
To:
Mr. Aaron Parrishl Copy: Nick LandwerlURS
City of Arden Hills Tom Moore/AH
Greg Brown (IDt.!
Arden Hills City Engine r ~.
613.
March 10, 2003
File:
379510057001
From:
Date:
Subject:
CSAH 96 Reconstruction Issues
Background
Ramsey County is currently in the process of getting final design documents approved for the
reconstruction of Highway 96 from Lexington Avenue to the North Heights Church Entrance.
The following are a list of key items of note related to the project and issues which the Council
may want to provide direction to staff and the County. I have attached a set of plan sheets for
your information regarding the proposed improvements.
Proiect Overview
Reconstruction of roadway with concrete pavement, curb and gutter and storm sewer to
essentially the same four lane configuration with shoulders and turn lanes. Full access will be
provided at the North Heights Church entrance, Snelling Avenue, Keithson Drive, Hamline
Avenue and the City Hall entrance. Hamline Avenue will receive a new signal and dual left turn
lanes from westbound 96 to southbound Hamline - this improvement will require some ROW
acquisition along the west side of Hamline Avenue. The proj ect includes the construction of a 10
foot wide bituminous trail along the south side of the roadway and a five foot wide concrete
sidewalk between Ham1ine Avenue and Lexington Avenue along the north side of the roadway.
Two regional storm water ponds will be constructed as a part of the improvements to treat runoff
from the roadway and adjacent properties. This project does not include streetlighting except for
the Hamline A venue intersection. Landscaping improvements are scheduled to be installed under
a separate contract to be let in 2004.
Design Issue
Jim Tolaas recently met with City staff and North Heights Church regarding their request to
relocate the main church entrance approximately 400 feet to the east as a part of their proposed
expansion plans. The new entrance will be designed as a full access intersection to serve the
TCAAP property in the future. Snelling A venue would become a Tee intersection and only serve
the neighborhoods to the south. City staff believes that this modification is in the city's best
'\
\
Memorandum
March 5, 2003
Page 2
.
interest as it will serve the TCAM area better than Snelling Avenue and will reduce the
likelihood of TCAM traffic heading south on Snelling Avenue and impacting the
neighborhoods. The access relocation is recommended to be included in the project by City staff
for these reasons.
Cost Issues
The project will require a limited amount of city funding for the following items:
· Off site Drainage: (MnDOT requires cities to pay for that portion of the storm sewer and pond
system which treats runoff from areas outside of the roadway ROW. MnDOT will make a
determination of this percentage as a part of their approval)
· EVP: MnDOT requires cities to pay for Emergency Vehicle Preemption equipment at
signalized intersections, this will cost approximately $10,000.
· Sidewalk: MnDOT may not participate (or partially participate) in funding the sidewalk on
the north side of the roadway between Hamline A venue and the Army Reserve driveway.
· Watermain: As a part ofthe project the City Engineer recommends the construction of a
watermain stub to the north to serve future TCAM development at the North Heights Church
intersection and a loop connection from City Hall across Highway 96 to the watermain on the
south side ofthe roadway. In addition, the City Engineer recommends that the watermain
between Hamline Avenue and Snelling Avenue be upgraded to 12" diameter per the City's .
watermain masterplan. The County improvements will require segments of this watermain to
be relocated to avoid storm sewer and therefor will assist in the relocation cost (but not the
upgrade cost). Our estimate of costs for the watermain stub and connection improvements are
$50,000. The watermain reconstruction between Hamline and Snelling Avenues is estimated
to cost $150,000 however we anticipate that the County project will fund a portion ofthis
amount (approximately 50%).
· lrrigation: lfthe Council desires to install irrigation stubs in the medians and other areas, this
work should be included with the roadway project. All costs associated with irrigation will be
borne by the City. We estimate irrigation taps to cost approximately $30,000. Additional
costs would be incurred in the future to construct an irrigation system in the medians
(sprinkler heads and piping, etc.).
· Streetlighting: The project does not include streetlighting however if the City council elects
to incorporate continuous streetlighting, approximately $415,000 offunding would need to be
provided by the City.
Funding Sources: The city may elect to use State Aid funds for storm sewer, EVP, and sidewalk
improvements. The Council may elect to use general funds or PMP funds to pay for these
improvements. City costs related to watermain improvements will be borne from the Watermain
Utility Fund.
.
.
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Memorandum
March 5, 2003
Page 3
Recommendations
. Recommend Council approve the relocation of North Heights Church Entrance
. Recommend Council direct staff whether State Aid Funds should be used for City costs.
. Recommend Council direct staff as to including or excluding irrigation taps
. Recommend Council direct staff as to the proposed watermain stubs/connection
. Recommend Council direct staff as to the proposed watermain upgrade to 12" between
Hamline and Snelling
. Recommend Council direct staff regarding continuous streetlighting
. Recommend Council authorize City Administrator to approve plans contingent on the above
inclusion of the above directives from Council.
PROJECTSIARDENI-IIL\37951 \GENERAL\Documents\Agenda Memo 3-10-03 Item 7Bdoc
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EN HILLS
MEMORANDUM
DATE:
Agenda Item 7.C
March 4, 2003
TO:
Aaron Parrish, Interim City Administrator
Thomas J. Moore, Operations & Maintenance Directo;-f~ j. ~
Replacement of Royal Hills Park Play Structure
FROM:
SUBJECT:
Background
The existing play structure at Royal Hills Park was installed in the summer of 1988. The wood
and steel structure shows signs of wear; the wood is in poor condition and the steel is rusting.
The play structure was originally scheduled for replacement in 2002, but due to budget
considerations, was not replaced.
City Staff and members of the Parks, Trails and Recreation Committee have received nwnerous
phone calls from area residents inquiring if the Royal Hills play structure would be replaced this
year. The play structure receives heavy use from the neighborhood.. In addition, because Royal
Hills Park is a T-Ball site, it tends to draw families with young children, who also use the play
structure.
2003 Budget
The 2003 Capital Improvement Plan allocated $ 38,000 for this project.
Parks, Trails and Recreation Committee Recommendation
At its February 25,2003, meeting, the Parks, Trails and Recreation Committee selected the bid
from Miracle Recreation Equipment Company. The total cost for the play structure, including
installation and sales tax, is $37,950.
Staff Recommendation
Staff recommends that the play structure at Royal Hills Park be replaced, and that Miracle
Recreation Equipment Company provide the new play structure and complete installation at a
total cost not to exceed $38,000.
.
.
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~
~
EN HILLS
MEMORANDUM
DATE:
March 5, 2003
Agenda Item 8.A
TO:
Mayor Beverly Aplikowski
Council Member David Grant
Council Member Brenda Holden
Council Member Gregg Larson
Council Member Lois Rem
FROM:
Aaron Parrish, Interim City Administrator / Community Services Director
pJ
SUBJECT:
Interim City Accountant Services
ENCLOSURES:
1. E-mail from Roseville Finance Director Chris Miller
2. Memorandum of Understanding between the City of Arden Hills
and Brenda Davitt
Overview
At the February 28, 2003 Council meeting, staff was authorized to pursue and agreement to
retain temporary finance and accounting services. Subsequent to that meeting, staff has been
working with the City of Roseville to provide this service.
After evaluating options with Roseville, it was determined that the appropriate approach would
be to retain the Assistant Finance Director, Brenda Davitt, on an independent basis. See the
attached e-mail from Chris Miller for additional information.
I am confident that Ms. Davitt will be able to effectively manage the City's finances until a new
City Accountant / City Treasurer can be hired. In addition, Ms. Davitt chairs the local
Springbrook users group. This will be an asset as the City completes its conversion to the
Springbrook finance software package.
The attached Memorandum of Understanding outlines the general nature of the relationship
between the City and Ms. Davitt. In general, Ms. Davitt will be compensated at a rate of $55 per
hour. By way of comparison, we currently charge $40 per hour for office support and $60 per
hour for professional positions. For example, work performed in conjunction with a planning
Memo to Mayor and Council
March 5, 2003
Page 2
case by the City Planner above and beyond what is contemplated in the land use application fee
may be charged back to the applicant at a rate of $60 per hour.
It is anticipated that the lack of salary associated with the current vacancy will offset this
expense. Additionally, depending on workload, we may not have to utilize a full ten hours per
week after the first month. To date, the necessary work has been effectively completed by
existing staff.
ReanestedAction
I. Authorize staff to execute the attached Memorandum of Understanding.
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Page 1 of2
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Parrish, Aaron
From: Miller, Chris
Sent: Monday. March 03, 2003 2:23 PM
To: Parrish, Aaron
Cc: Davitt, Brenda
Subject: Contract for Services
Aaron,
It was a pleasure to meet with you and Sandy last Friday to discuss the possibility of providing
temporary finance and accounting services. Based on our conversations, it is my understanding that you
are in need of approximately six (6) to nine (9) months of finance and accounting services in the
following areas:
o Investments and cash flow analysis
o Incorporating the 2002 financial data and supporting narrative in the 2003 Budget document
o Technical analysis, revenue forecasting, and general support in the 2004 Budget process
o State Auditor year end reports
o Building Permit report
o General support in the Springbrook accounting software package including various reports,
shortcuts, etc.
Utility Billing conversion to Springbrook
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It is further my understanding that Arden Hills' auditors will be in to perform the audit during the first
week of April, 2003, and that Ehlers and Associates will prepare your TIF Reports.
Based on the areas noted above, I am confident that Brenda Davitt, Roseville's Assistant Finance
Director will be able to provide these services in a professional and efficient manner. Brenda has over
15 years experience in governmental finance with expertise in all of the areas noted above, and is far
more familiar with Arden Hills' financial operations than other potential persons.
Given the temporary nature of this particular situation, as well as other reasons, I feel it is best if the City
of Arden Hills hires Brenda as an independent contractor. This will ensure easier record-keeping, and
will more accurately reflect the cost of outsourcing these duties. I would offer my services as needed
without a fee, as a 'professional courtesy' to a neighboring city.
I would suggest a fee of $60 per hour, although the final amount should be worked out between Arden
Hills and Brenda, if an independent contractor approach is used. This amount is roughly equivalent to I
V, times Brenda's current earnings rate, which reflects the 40+ hours she will now be working. In
addition, this rate is the same rate used in the existing Joint Powers Agreement for IT Support, and is
less than the amount Arden Hills would likely pay for contracting with Ehlers & Associates (Arden
Hills' financial advisor) or Abdo, Eick, & Meyers, LLP (Arden Hills' auditors). Contracting with either
of these entities would likely command an hourly rate of $75 or more for an on-going service contract.
Again, I would offer my services as needed without a fee.
.AS far as scheduling goes, Brenda would continue to work 40 hours per week for the City of Roseville,
but would add approximately 8-10 hours per week in the initial month. The amount of hours could
fluctuate thereafter depending on the particular needs. Brenda would be available to spend two (2)
3/5/2003
Page 2 of2
afternoons each week to help establish a greater understanding of the workflows and to interact with
Sandy and other Arden Hills Staff. All parties should agree that the hours of service provided to Arden .
Hills by either Brenda or me shall not interrupt or conflict with our duties here at the City of Roseville.
Although it may be 6-9 months before your position vacancy is filled, I would suggest that we establish
parameters and implement the work plan in 3-month segments. This will allow all parties greater
flexibility in managing their respective workflows.
I hope this gives you enough to get started in drafting a memo/letter of understanding. If you agree to
proceed under an independent contractor solution. then any letter of understanding should be between
the City of Arden Hills and Brenda Davitt. and the previous di.scussion points are to be considered
guidelines. If however, you wish to pursue an approach where the agreement is between the two cities,
then the above discussion points should be incorporated as our general understanding.
If you have any questions or concerns, please feel free to call me at 651 "490-2210.
Sincerely,
Christopher K. Miller
Finance Director
3/5/2003
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~HILLS
MEMORANDUM OF UNDERSTANDING
DATE:
March 4, 2003
TO:
Brenda Davitt
FROM:
Aaron Parrish, Interim City Administrator I Director of Community
Services
SUBJECT:
Memorandum of Understanding for Finance and Accounting Services
Based on our previous discussions, it is the City of Arden Ril1s' desire to have you provide
finance and accounting services including, but not necessarily limited to, the following:
~ Investments and cash flow analysis
~ Incorporating the 2002 financial data and supporting narrative in the 2003 Budget
document
~ Technical analysis, revenue forecasting, and general support in the 2004 Budget
process
~ Financial reporting currently not completed by existing consultants
~ General support in the Springbrook accounting software package including various
reports, shortcuts, etc.
~ Utility Billing conversion to Springbrook
Term and Scheduling
While schedule flexibility would be maintained, it is generally agreed that you would work
approximately 8-10 hours per week for the first month, or approximately two afternoons per
week. Thereafter, you would work depending on Arden Ril1s' project necessity and as workflow
associated with your employment with the City of Roseville allows.
Rate
For the services outlined above, you will be compensated at a flat rate of fifty-five dollars per
hour. You will invoice the City on a periodic basis for your services.
Aaron Parrish
Interim City Administrator
Brenda Davitt
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EN HILLS
MEMORANDUM
DATE:
March 7, 2003
AGENDA ITEM No. 8.B
Mayor and City Council
Cynthia Young . /J .A1ii/
Deputy Clerk/Human Resources D~-
Aaron Parrish, Interim City Administrator
Executive Search Firm Request For Proposals - Administrator
RFP's
. BACKGROUND:
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TO:
FROM:
CC:
SUBJECT:
ENC:
Staff sent Requests for Proposals to thirteen executive consulting firms, indicating a "deadline"
for submissions as Thursday, March 6, 2003 at 4:30 p.m. At this writing, the City has received
ten proposals.
For your review, following is a brief synopsis of the ten proposals:
CONSULTANT
*FEE
Brimeyer Group
DRI Consulting
LRA
MDA Consulting
PAA
POI
Sathe Executive Search
Springsted
Stone Murphy
The Wood Group
$14,000
10,950
18,192
42,000 - 55,000
6,000
20,750
20,000
8,500
28,700
27,000
*Indicates "base" proposal. In some cases, expenses, etc. may be additional, please refer to each
proposal for more specific information.
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PROPOSAL
Executive Search Services
City of Arden Hills
Tab I. Transmittal Letter
Tab II. Proposal/Timetable
Tab III. Biographies
Tab IV. Client List
Tab V. References
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The Brimeyer Group, Inc.
EXECUTIVE SEARCH CONSULTANTS
Fifty South Ninth Avenue, Suite #101
Hopkins, MN 55343
March 4, 2003
Mayor and City Council
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Dear Mayor and Councilmembers:
We appreciate the opportunity to submit a proposal to assist the City Council in selecting a City
Administrator for the City of Arden Hills, Responsibility for the search will be under the direction of
James Brimeyer, Jim has twenty years experience in public sector management and has been involved in
executive search since 1988.
We have included biographies, a client list, and references as part of this Proposal. Attached is a Position
Proftle from a past assignment as an example of the type of document we will develop for the City
Administrator position for the City of Arden Hills. Also included is a search timetable, that will be
revised after further discussion with the Mayor and City Council.
Thank you for your consideration, We very much look forward to working with you in what must be
considered a most challenging and exciting effort.
Very truly yours,
r~
James Brimeyer
President
(952) 945-0246 . fax (952) 945-0102
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City Administrator
of the
City of Arden Hills, 11innesota
A PROPOSAL SUBMITTED BY:
THE BRIMEYER GROUP, INC.
EXECUTIVE SEARCH CONSULTANTS
FIFTY SOUTH NINTH AVENUE, SUITE 101
HOPKINS, MN 55343
March 3, 2003
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City of Arden Hills
Page One
Introduction
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The Brimeyer Group is a full-service executive search and consulting firm 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 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.
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Our approach to executive search promotes maximum input from our client in the search process. The
client is the final authority in the selection of candidates.
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We maintain continual contact with the client throughout the search and keep the candidates informed as
the search progresses. In addition to our milestone meetings widl the City Council, we will provide
periodic updates to keep you informed of our progress.
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The Brimeyer Group, Inc. is committed to accurately portraying all candidates to the City. Likewise, we
strive to accurately represent the position to candidates to prevent unrealistic expectations.
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Consultant
James L. Brimeyer
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Jim has twenty years of experience in public sector management and has been involved in executive
search since 1988. Mr. Brimeyer served in public administration in four cities, three as City Manager,
including his last position in St. Louis Park, Minnesota (1980 to 1988), with a budget of $28 million and
230 employees. He also served in Worthington, Ohio (1974 to 1980) and Wood Dale, Illinois (1971 to
1974). He began his career as Assistant City Manager in Park Ridge, Illinois after obtaining a Master's
degree in Public Administration from Northem Illinois University. His Bachelor's degree is from Loras
College in Dubuque, Iowa.
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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 j\dministrators, and the
Minnesota Municipal Utilities Association. He is active in dle TwinWest Chamber of Commerce. He is
Past President of the St. Louis Park Rotary and Past President of the Rotary Foundation Board.
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In January 2000 Mr. Brimeyer began his second four-year term as City Councilmember at-large in St.
Louis Park, Minnesota,
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City of Arden Hills
Page Two
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The Search Process
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We anticipate the search for the City Administrator for the City of Arden Hills will take three to four
months from the time we are retained to the time the City makes an offer. This is somewhat dependent
upon the availability of the City Council to participate in Profile development, selection of finalists, and
the interview process. We have prepared a preliminary timetable, which corresponds to d,e various steps
in the process. After further discussions with the City we will refine the timetable and develop a target
date for the reporting of the new City Administrator.
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PHASE I
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Position Profile
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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 individually with the City
Council, and selected Department Heads 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; and management style.
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Also important to dle success of the search is identifying community priorities and the environment in
which the City Administrator must function. We would expect to meet with selected representatives from
the community to further assess d,e climate widlin which the selected candidate will most effectively
perform. This may be accomplished through individual interviews or through a public forum.
We will pay considerable attention to establishing organizational goals and priorities for the position. The
identification of priorities serves a two-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.
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Prior to our meetings we will supply an Ideal Candiciate Profile Survey to assist the interviewees in
assembling their ideas on what should be included in the Position Profile.
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As a result of dle 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. TI,e final Position Profile, after approval by the City Council, becomes the
document against which we evaluate prospective candidates.
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City of Arden Hills
Page Three
PHASE II
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Place Announcements - Recruit Candidates
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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 announce the position on appropriate web sites and the Profile will be featured
on The Brimeyer Group web site with a link to your web site. We will utilize our local, statewide, and
regional contacts to identify potential candidates. We will identify comparable 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. Because the most qualified candidates are often not in the job market
and do not respond to traditional advertising, we will directly recruit specific individuals with established
patterns of talent, stability, and success.
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Review Resumes and Screen Candidates
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Following t11e application deadline, we will screen each applicant's experience and background against the
Position Profile. After evaluating and comparing each application, we will compile a list of candidates for
further consideration. We will conduct one-an-one interviews with the most promising individuals_ Our
staff will make every effort to conduct face-to-face interviews with these candidates. 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
position. We will pay particular attention to behavior patterns and management style that most closely
reflect the needs of t11e Arden Hills community and the city organization.
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Progress Report
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From these interviews, we will select the most qualified individuals to present to t11e City. We will
prepare a Progress Report that will provide information on eight to ten candidates whose backgrounds
most closely meet the requirements of t1,e position. This Progress Report will provide specific
information on educational and work history, accomplishments and growth potential, strengths and
possible limitations. We will personally deliver and review this report with the City Council. On the basis
of this review, four to six candidates will be selected for furtl1er consideration. At this time we will
propose a schedule for interviewing t1,e candidates and discuss t11e compensation expectations of the City
for the new City Administrator.
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PHASE III
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Reference and Credential Checks
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Prior to t11e interviews, we will conduct discreet reference checks on the finalist candidates. We will talk
with peers and former associates of these candidates. We will speak with individuals who are, or have
been, in positions to directly evaluate the candidates' job perforn1ance. We will verify the finalist
candidates' credentials through educational, criminal, and credit checks. We may conduct a print/media
search of the candidates' local newspapers for specific recent articles.
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City of Arden Hills
Page Four
Assessment (No additional fee)
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The Brimeyer Group is authorized to administer the DiSC Behavioral Management System assessment
tool. The results will be provided to the City Council and the candidates and will cover the following
areas: motivation and behavior patterns, management strategies, identification and management of
conflict areas. The City will gain insights into the strengths, management style, and likelihood of surcess
for each finalist candidate. This assessment is available at the request of the City.
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Client Interview and Selection Process
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Resumes, cover letters, and reference reports will be provided on each candidate prior to the interview.
We will also provide the City Council wid, a list of suggested interview questions and evaluation forms.
We will discuss the proposed procedures to be used in the interview process. OUf suggested interview
schedule will allow the candidates to get acquainted with the community and community leaders and to
visit with the City Council and d1e staff in informal settings. We culminate the process with individual
and group interviews. 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.
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Selection
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After the interviews we will meet with the City 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 each time the candidate pool is narrowed down.
Negotiating Compensation Package
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The Brimeyer Group, Inc., will take great care L'ctat the City of Arden Hills secures 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 a third-
party intermediary we can resolve important details of d1e offer which may have significant bearing on its
final acceptance or rejection.
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Additional Services
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A. If requested by the City, The Brimeyer Group, Inc., will 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 d1e candidates who are not hired.
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B. Family issues and dual career households are factors that influence an individual's decision to change
jobs. We address circumstances arising from a job change including spouse careers, real estate
issues, family concerns, and relocation details.
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C. After the candidate is employed, we will follow up with both the City and the candidate to insure a
smooth transition and satisfactory completion of the assignment. This follow-up contact is intended
to identify potential issues early so that adjustments can be made, if necessary.
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City of Arden Hills
Page Five
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Six Month Performance Evaluation
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If requested by the City Council, we will assist the City Council and the City Administrator in conducting
a six month evaluation and developing a Work Program that will contain objectives for the City
Administrator to accomplish in the ensuing 6 to 12 months. The only cost incurred for this service
will be expenses. .
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Guarantee
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If the City utilizes the entire process, Phase I, Phase II, and Phase III, as described, The Brimeyer Group
offers an IS-month guarantee on dle effectiveness of the City Administrator. Should the City determine it
necessary to terminate the City Administrator 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.
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Should there be substantial changes in the political situation at the City of Arden Hills and a decision is
made to terminate the City Administrator for reasons other than failure to perform the duties as specified
in the Position Profile, this guarantee is subject to negotiations between the City and The Brimeyer
Group. The Brimeyer Group will not recruit candidates we have placed widl your organization.
Costs
EXPENSES
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The Brimeyer Group, Inc. will bill expenses direcdy related to the assignment. Necessary expenses
include announcements, travel, me:als, lodging, long distance telephone, printing, credential verification,
print media search, mailing. courier service, and administrative expenses. OUf expenses for this
assignment will not exceed $2,000. This estimate does not include costs associated with candidates'
expenses for the final interview. These expenses are influenced hy the following factors: numher
of candidates invited to interview, location of candidates, spouse and family attendance, meals
and hotel accommodations provided.
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FEE FOR SERVICE
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The Brimeyer Group will charge a flat fee of$14,000 to complete this assignment. The fee includes the
following services:
Phase I
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Meet individually with the City Council, Department Heads, key staff,
Meet with selected representatives from dle community and/or conduct public forum
Develop, present, and print Position Profile
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City of Arden Hills
Page Six
Phose II
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Place Announcements
Direct Recruiting
Review Resumes
Screen and evaluate candidates
Prepare and present Progress Report
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Phase lIT
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Reference checks/credential verification
DiSC Personal Profile assessment instrument (included in base fee)
Schedule and coordinate candidates' interviews with the assistance of the City
Participate in interviews
Develop compensation package
Participate in negotiations
Develop Work Program (six months after employment)
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PAYMENT
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Our payment policy 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. Tn the event the City terminates this agreement
during the search, we will retain the progress payments to that point.
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~;:f. e A~"~',y
I . es L. Brimeyer {
President
The Brimeyer Group, Inc.
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Date
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Mayor Beverly Apilkowski
City of Arden Hills
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The Brimeyer Group, Inc.
EXECUTIVE SEARCH CONSULTANTS
Fifty South Ninth Avenue, Suite #101
Hopkins. MN 55343
City of Arden Hills
City Administrator
Suggested Search Timetable
3/17/03
Authorization to Proceed
3/19 to 4/10/03
Profile Development
Interview City Council, Department Heads,
community representatives
Week of 4/14/03
Place Announcements
4/14/03
Aoorove Profile
4/21 to 5/16/03
Candidate Recruitment
5/19/03
Deadline for Application
5/22 to 6/12/03
Review and Screen Candidates
6/17103
Progress Report and Selection of Finalists
6/19 to 7/2/03
Credential and Reference Check
7/11 and 7/12/03
Interviews
August, 2003
Start Date
The meetings for which the City Council needs to be present are underlined in the above timetable.
(952) 945-0246 . fax (952) 945-0102
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The Brimeyer Group, Inc.
EXECUTIVE SEARCH CONSULTANTS
Fifty South Ninth Avenue, Suite #101
Hopkins. MN 55343
James L. Brimeyer
President
After twenty years in public sector management, Jim Brimeyer began his career in Executive Search in July, 1988. He
has conducted executive search assignments for City and County Managers/ Administrntors and senior level
management positions, and has worked with non-profit organizations, semi-public agencies and private sector
companies that have a relationship with municipalities, counties and other public sector agencies. SOffie
representative examples of searches include:
. City of Minneapolis - City Coordinator, Budget Director, and Corrununications Director
. City of Red Wing, MN - Council Administrator
. Lake Johanna Fire Department - Fire Chief
. City of Hopkins, MN - City Manager, Police Chief
. Consolidated Public Service Answering Point - Center Administrator
. City of Elk River, MN - Economic Development Director
. City of Mankato, MN - City Manager
. City of Minnetonka, MN - City Engineer, Director of Public Safety
. Environmental Consulting Firm - Director of Engineering
. Rice County, MN - County Administrator
. City of Moorhead, MN - City Manager
. City of Minnetris!a, 1'vfN - Council Administrator
. Elk River Municipal Utilities, MN - General Manager
. City of Baxter, MN - Manager ofPub!ic Services
. City of Brookings, SD - City Manager
. City of Fergus Falls, MN - City Administrator
. City of Sa uk Rapids, MN - Police Chief
. Sheriffs Youth Programs of Minnesota - President/CEO
. City of Stillwater, MN - City Administrator
In addition, Jim serves as a facilitator for public and private sector organizations for strategic planning, team building,
goal setting, and the Governance Model at both a policy-making and administrative stafflevel.
Previously, Jim served four cities: three as a City Manager including his last position as City Manager of S1. Louis
Park, Minnesota (population 45,000). 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. He received a B.A. Degree from Loras College in Dubuque, Iowa. Jim is a
member of the International City Management Association, the Minnesota City Management Association, and the
Minnesota Municipal Utilities Association. He is active in the corrununity serving the TwinWest Chamber of
Corruncrce and as a Past President of the St. Louis Park Rotary Club and the St. Louis Park Rotary Foundation. In
January 2000 he began his second four-ycar term as City Council Member at-large in St. Louis Park, Minnesota.
(952) 945-0246 . fax (952) 945-0102
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Pamela A. Carlson
Vice President
Ms. Carlson ;oinerl The Brimeyer Group, Inc. at the company founding in 1991 after serving for over
fourteen years in an administrative capacity for a nationally-recognized, locally-based executive search
finn. Pamela has experience in each phase of the executive search process. She contributes to the
success of executive search engagements at The Brimeyer Group through proposal and report
preparation; Position Profile development; candidate screening and interviews; and references. She
has played an active role in the recruitment of candidates and the final interview process for numerous
City Manager and other Administrative positions including:
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Farmington, MN - City Administrator
Pipestone, MN - City Manager
Storm Lake, IA - City Administrator
Carroll, IA - City Manager
Red Wing, MN - Council Administrator
Sheldon, IA - City Manager
BWER - Manager of Administrative Services
St Anthony, MN - City Manager
Northfield, MN - Community Development Director
Elk River, MN - Director of Economic Development
Metropolitan Library Services Agency, Executive Director
Saint Peter, MN - City Administrator
Cottage Grove, MN - City Administrator
Minnetrista, MN - City Administrator/Clerk
Mahtomedi, MN - City Administrator
Carver County Library Director
Eagan, MN - Director of Communication
Albert Lea Housing Authority - Executive Director
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Additionally, Pamela holds full responsibility for seeing that all administrative needs of cl1e company
are met.
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Robert W. Schaefer
Senior Associate
Bob Schaefer joined The Brimeyer Group, Inc. in 1992 after serving as City Administrator ofInver
Grove Heights, Minnesota for 20 years. His career in municipal government spans all areas of
management responsibility making him uniquely suited to provide consulting services to our clientele.
Bob received his undergraduate degree from the College of St. Thomas and his M.A. in Public
Administration from the University of Minnesota. He began his career as an Administrative Intern in
the City of Hopkins; served as Administrative Assistant in Bloomington and Richfield and became
Village Manager for New Brighton in 1964, where he served until beginning his tenure in 1972 in
Inver Grove Heights.
Since joining The Brimeyer Group, Inc., Bob has assisted in numerous executive search assignments:
. Minnetonka, MN - Operations and Maintenance Director and City Engineer
. Chisago County - Administrator
. Becker County - Administrator
. Albert Lea, MN - Waste Water Treatment Plant Manager
. Roseville, MN - Assistant Public Works Director
. Senior Engineer - Twin Cities engineering consulting firm
. St. Louis Park - Director of Public Works/City Engineer and Community Development Director
. Stillwater - Police Chief
. Freeborn County - County Assessor
. City of Baxter, MN - City Administrator and Manager of Public Services
. City of Lake City, MN - Public Works Director
Throughout his career, Bob has been active in professional associations and served as President of the
Metropolitan Area Managers Association, President of the Minnesota State Managers Association and
as a member of the International City Managers Association Planning Committee. He has lectured on
planning and zoning issues at lnver Hills Community College and made presentations on variances
and special use permits. Bob's breadth of experience as an educator, municipal manager and
professional association leader proves valuable to The Brimeyer Group, Inc.
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The Brimeyer Group, Inc.
EXECUTIVE SEARCH CONSULTANTS
Fifty South Ninth Avenue, Suite #101
Hopkins, MN 55343
Partial Listing of Assignments
CITI AND COUNTI l\1.A.NAGERSI ADMINISTRATORS
City Manager - Roseville, MN (pop. 36,000)
City Administrator - Lakeville, MN (pop. 23,000)
City Manager - New Brighton, MN (pop. 24,000)
City Administrator - Hastings, MN (pop. 15,000)
City Administrator - Cottage Grove, MN (pop. 24,000)
City Manager - St. James, MN (pop. 5,000)
City Manager - Brooklyn Park, MN (pop. 60,000)
City Administrator - Little Canada, MN (pop. 10,000)
City Manager - Hopkins, MN (pop. 16,000)
City Manager - Bemidji, MN (pop. 24,000)
City Administrator - Hibbing, MN (pop. 20,000)
City Administrator - Hermantown, MN (pop. 7,000)
Clerk/Administrator - Mounds View, MN (pop. 12,000)
City Administrator - Orono, MN (pop. 7,000)
City Administrator - South St. Paul, MN (pop. 24,000)
Village Manager - Village 'ofHazel Crest, IL (pop. 15,000)
City Manager - Robbinsdale, MN (pop. 15,000)
City Administrator - Becker, MN (pop. 1,000)
City Administrator - Arden Hills, MN (pop. 10,000)
City Administrator - Sandstone, MN (pop. 2,000)
County Administrator - Chis ago County, MN
City Manager - Prior Lake, MN (pop. 12,000)
City Administrator - Luveme, MN (pop. 4,400)
City Manager - Columbia Heights, MN (pop. 19,000)
City Manager - Webster City, IA (pop. 8,600)
City Coordinator - Minneapolis, MN (pop 370,000)
City Administrator - Pipestone, MN (4,500)
City Administrator - Marshall, MN (pop. 12,000)
City Administrator - Oak Park Heights, MN (pop. 3,700)
City Administrator - Rosemount, MN (pop. 10,000)
City Manager - St Anthony, MN (pop. 8,000)
City Manager - Carroll, IA (pop. 8,000)
City Administrator - Savage, MN (pop. 12,000)
City Manager - Sheldon, IA (pop. 5,000)
City Administrator - Emmetsburg, IA (pop. 4,000)
County Coordinator - Benton County, MN (pop. 30,000)
City Manager - Mankato, MN (pop. 31,500)
City Administrator - North Mankato, MN (pop. 11,000)
City Manager - Robbinsdale, MN (pop. 14,000)
(952) 945-0246 . fax (952) 945-0102
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City Administrator - Worthington, MN (pop. 10,000)
City Administrator - Farmington, MN (pop. 6,870)
City Administrator - Mounds View, MN (pop. 12,600)
Clerk! Administrator - Centerville, MN (pop. 2,000)
County Administrator, St. Louis County, MN (pop. 198,000)
City Administrator - Northfield, MN (pop. 15,200)
City Manager - Columbia Heights, MN (pop. 19,000)
City Manager - Benson, MN (pop. 3,500)
City Manager - Storm Lake, IA (pop. 9,000)
City Manager - West St. Paul, MN (pnp. 19,000)
Cnordinator - Bryant Neighborhood, Minneapolis
Council Administrator - Red Wing, MN (pop. 15,700)
City Manager - Maquoketa, TA (pop. 6,000)
City Manager - Spencer, IA (pop. 11,600)
City Administrator - Cottage Grove, MN (27,726)
City Administrator - St. Peter, MN (pop. 10,000)
City Administrator - Minnetrista, MN (pop. 3,900)
City Administrator - Mahtomedi, MN (pop. 6,800)
City Manager - Montevideo, MN (pop. 5,500)
City Administrator - Charles City, IA (pop. 8,000)
City Manager - West Liberty, IA (pop. 3,000)
City Administrator - Mora, MN (pop. 3,000)
City Administrator - Baxter, MN (pop. 4,800)
City Administrator - Waukee, IA (pop. 3,500)
Clerk! Administrator - St. Joseph, MN (pop. 4,500)
City Administrator - Sauk Rapids, MN (pop. 10,000)
City Administrator - Park Rapids, MN
City Administrator - Dyersville,IA (pop. 3,800)
City Administrator - Fergus Falls, MN (pop. 13,000)
City Manager - Brookings, SD (pop. 18,000)
City Administrator - West Burlington, IA (pop. 3,000)
City Administrator - Wayne, NE (pop 5,000)
County Administrator - Becker County, MN (pop. 30,000)
City Administrator - Sauk Centre, MN (pop. 3,800)
City Administrator - Mounds View, MN (pop. 12,900)
City Administrator - Shorewood, MN (pop. 7,000)
City Administrator - Andover, MN (pop. 25,000)
City Administrator - Waconia, MN (pop. 6,000)
City Manager - New Ulm, MN (pop. 14,000)
City Administrator - East Grand Forks, MN (pop. 8,000)
City Administrator - Stillwater, MN (pop. 16,000)
City Administrator - Farmington, MN (pop. 10,000)
City Administrator - Minnetrista, MN (pop. 4,400)
City Administrator - Lake City, MN (pop 5,000)
City Administrator - Sartell, MN (pop. 10,000)
City Manager - Moorhead, MN (pop. 32,000)
County Administrator - Rice County, MN (pop. 57,000)
City Administrator - Northfield, MN (pop. 17,500)
City Administrator - Austin, MN (pop. 23,000)
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DEPARTMENT HEADS
Finance Director - Minneapolis,MN
Fire Chief - Centennial Fire District
Police Chief - Orono, MN
Public Works Superintendent - New Hope, MN
Budget Director - Minneapolis, MN
Superintendent Wastewater Treatment - Albert Lea, MN
Public Works Director/City Engineer - Savage, MN
Finance Director - Austin, MN
City Engineer - Minnetonka, MN
Community Development Director - St. Louis Park, MN
Public Works Director/Engineer - St. Louis Park, MN
Community Development Director - Fairmont, MN
Community Development Director - Rosemount, MN
City Engineer/Director of Public Works - Marshall, MN
lAlmmunity Development Director - Northfield, MN
Economic Development Director - Elk River, MN
County Economic Development Director - Becker County, MN
Principal Planner, Minnetonka, MN
General Manager, Utilities Commission, Elk River, MN
Community Development Director - Farmington, MN
Communications Director - Minneapolis, MN
Director of Property, Records, and Revenue - Ramsey County, MN
Assessor - Freeborn County, MN
Police Chief - Stillwater, MN
Appraiser - Minnetonka, MN
Manager of Planning and Economic Development - Word,ington, MN
County Engineer - Chisago County
Manager of Public Services - Baxter, MN
Director of Public Safety - Minnetonka, MN
Director of Planning - Elk River
Assistant Director of Economic Development - Elk River
Park Superintendent - Minneapolis Park and Recreation Board, MN
Police Chief - Mounds View, MN
Police Chief - Eagan, MN
City Engineer - Fairmont, MN
Police Chief - Hopkins, MN
Police Chief - Sauk Rapids, MN
Police Chief - Crystal, MN
Police Chief - Grand Rapids, MN
Police Chief - Faribault, MN
Finance Director - Woodbury, MN
Police Chief - Apple Valley, MN
Finance Director - Woodbury, MN
Public Works Director - Lake City, MN
Finance Director - New Brighton, MN
Fire Chief - West Metro Fire District, New !-lope/Crystal, MN
Director of Communications - Eagan, lv1N
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Planning Director - Lake City, MN
Fire Chief - City of Apple Valley, MN
Fire Chief - Lake Johanna Fire Department
EDA Director - Sleepy Eye, MN
Police Chief - City of Mound, MN
I-lousing Authority Executive Director - City of Alhert Lea, MN
NON-PROFIT
Executive Director - Urban Concems Workshops
Executive Director - Minnesota State Council on Disability
Executive Director - Local Government Information Systems
Manager, LRT Development - Regional Transit Board - Twin Cities
Executive Director - Cold Weather Resource Center
Executive Director - Minnesota Chiefs afPolice Association
Executive Director - North Suburban Cable Commission and Access Corp.
Executive Director - League of Minnesota Cities
Executive Director - Family Violence Network
Executive Director - Southwest Minnesota Initiative Fund
Executive Director - PossAbilities of Soutllern Minnesota
Executive Director - Metropolitan Library Services Agency
Executive Director - Blue Earth Economic Development Authority
Executive Director - St. Cloud I-lousing and Redevelopment Authority
Executive Director - East Central Solid Waste Commission
District Administrator - Minnehaha Creek Watershed District
Library Director - Carver County
Center Administrator - Consolidated Public Safety Answering Point
Director of Finance and Administration - Lincoln Pipestone Rural Water Assoc.
President/CEO - Sheriffs YOUtl1 Programs of Minnesota
Executive Dit.ector - Rice Creek Watershed District
Assistant Finance Director, Detention Center - Steele County, MN
PRIVATE SECTOR
COO - sporting goods manufacturer
Senior Account lVfanager - government leasing corporation
Director, Sales and Marketing and Production Manager - optical lens company
Senior Design Engineer and Production Manager - sign manufacturing company
Transportation Engineer - engineering consulting finn
Urban Planner - engineering consulting finn
Senior Engineer - engineering consulting firm
Manager of Administrntive Services - architectural firm
Senior Associate - engineering consulting firm
Electrical Engineer - industrial engineering finn
Marketing Manager - architectural finn
Marketing Coordinator - architectural firm
Senior Transportation Engineer ~ engineering consul ting firm
General Manager - Minnesota Valley Country Club
Water Resources Engineer - environmental consulting and engineering firm
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The Brimeyer Group, Inc,
EXECUTIVE SEARCH CONSULTANTS
Fifty South Ninth Avenue, Suite #101
Hopkins. MN 55343
The Brimeyer Group, Inc
Executive Search References
City of Storm Lake
620 Erie
Storm Lake, IA 50588
Jon Kruse, Mayor
(712) 732-8000
City of Apple Valley
7100 West 147 Street
Apple Valley, MN 55124
Mal)' Hamann-Roland, Mayor
(952) 953-2500
City of Brookings
P.o. Box 270
Brookings, SD 57006
Virgil Herriott, Mayor
(605) 692-6907
Chisago County
313 North Main Street
Center City, MN 55012
Jim Thoreen, County Administrator
(651) 257-1300
City of Lake City
205 West Center Street
Lake City, MN 55041
Willard Bremer, Mayor
(651) 345-5383
Steele County
630 Florence Avenue
Owatonna, MN 5506056501
Dave Severson, County Coordinator
(507) 444-7400
City of Stillwater
216 North Fourth Street
Stillwater, MN 55082
Jay Kimble, Mayor
(651) 430-8800
City of Elk River
P.O. Box 490
Elk River, MN 55330
Patrick Khers, City Administrator
(612) 441-7420
Freeborn County
411 South Broadway
Albert Lea, MN 56007
Dave Mullenbacb, Board Chairman
(507) 377-5116
Sheriffs Youth Programs
of Minnesota
2925 Buckley Way
Inver Grove Heights, MN 55076
Steve Hubbard, President/CEO
(651) 552-9823
City of Sleepy Eye
200 Main Street Eas t
Sleepy Eye, MN 56085
James Broich, Mayor
(507) 794-5799
City of Northfteld
801 Washington St.
Northfteld, MN 55057
Keith Covey, Mayor
(507) 645-8832
(952) 945-0246 . fax (952) 945-0102
.
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DRI'Z'I'"
Consulting
2 Otter Lane. North Oaks, MN 55127-6436. USA
Phone: 651-415-1400
Fax: 651-415-9968
E-mail: dric(ivdric.colTI
Web site: www.dric.co11l
Cynthia Young
Deputy Clerk/Human Resources Director
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Dear Cynthia Young:
Thank you for your prompt delivery to us of the Request for Proposals for Executive Search
Consulting Services to Select a City Administrator for the City of Arden Hills Minnesota.
Enclosed please find ten printed copies of our response to this, per your request.
I became aware of your need a few hours ago while reading the cover story in the Arden
Hills/Shoreview Bulletin. We are a firm in the neighborhood that receives this publication.
Although a "firm in the neighborhood" with a strong commitment to working locally, we have
served city and other public and private sector clients throughout the United States and
internationally over the past 20 years.
Recently, we assisted the City of Minneapolis in its selection of the Director of Public Works.
Mayor Rybak and Ann Eilbracht, Director of Human Resources, were very pleased with the
outcome and our work. We have just completed an assessment center for Store Managers at
Target Corporation, providing work personality profiling on over 30 candidates. Some of the
cities and other public sector entities that I and the firm have served include: Minneapolis,
Rochester, Edina, Moscow, San Francisco, the University of Minnesota, US Army Corps, Rice
Creek Watershed District, Ramsey County.
We are excited about the opportunity to be considered. We provide high quality and timely work
to public and private sector clients in a cost effective way - through:
. our ability to collaborate closely with you in a way that adds greatest value to existing
capable internal resources you already possess and wili use on the project
. our expertise at search and selection, and
. through our technological advantage with web-based search and selection tools.
Please let me know if you need us to provide any further information. Thank you for your
consideration of our firm in this project.
.
.~ II.~
Dr. John Fennig
Managing Partner
DRI Consulting
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""i'f1i'''~ ,
DRI'11I'
Consulting
2 Olter Lane. Sl. Paul, MN 55127-6436. USA
Phone: 651-415-1400
Fax: 651-415-9968
E-Mail: dric(a)dric.com
Web site: www.dric.com
Proposal for Executive Search Consulting Services
to Select a City Administrator for
~
EN HILLS
DRI Consulting Project Staff:
John Fennig, Ph.D., L.P.
Keely Orchard, SA
March 5, 2003
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Table of Contents
Section 1: Statement of Work and Budget ................................................................................3
Section 2: Qualifications of Proposed Personnel........................................................................5
Section 3: References.............................................................. ._.... _...........................................9
~
DRI""
Conaulting
DRI Consutting LLC
March 2003
Proposal to the City of Arden Hills
page 2 of 11
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Section 1: Statement of Work and Budget
Your criteria for choosing an executive search consulting firm, as we understood them, includes:
. provides the most expertise at the lowest cost
. understands you and what you need in a new city administrator
. has a record of success doing the same or similar work for other cities and similar
organizations
. has the ability to deliver results quickly
We are confident that upon review of this proposal you will find that we meet these criteria. Dr.
John Fennig has done search and selection work for over 20 years. His hundreds of
organizational clients include cities, state and federal government organizations and private
sector companies of a similar size and situation as the City of Arden Hills. As a founder of 6
companies, Dr. Fennig knows first hand what organizations need to succeed, and how to find
and select the best people to make this happen. As an industrial psychologist, Dr. Fennig uses
proven work personality profiling tools to help clients get the best talent and the best fit for their
organization. He is also a pioneer in the use of the internet for consulting. As such, DRI
Consulting uses technological tools to maximize the quality and quantity of the candidate pool,
and to make the application process as easy and fast as possible for all involved.
Our preferred method of working is team-based and collaborative. Dr. John Fennig would serve
as our team lead and point of contact and accountability to you. We would also enlist the help
of our graduate intern, Keely Orchard and her successor, should this project extend into May.
Through an initial project meeting, we can review and finalize our mutual expectations, goals,
roles, resources, work plan, time table, and budget. Key for us is to identify how we can add the
most value to what you already have, know, do well already with regard to this project.
Use us for all or part of what we do well, either as your total search and selection solution or as
an "a la carte" adjunct to your internal expertise and resources.
SearchWorks(SM): Detail of Fees for Employee Search and Selection Services from DRI
Consulting
Pre-selection Evaluation
. Evaluate City's needs and expertise of new administrator
. Evaluate the Mayor's and City Council's expectations for position and
hiring process
. Confirm DRIC/City of Arden Hills team for search and selection, roles and
responsibilities
. Review/advise on/confirm project budget and timing of payment
. Review/advise on/confirm or write role description
. Review/advise on/confirm compensation package
. Review/advise on/confirm advertising for search
6 hours $150/hr. JF and 4 hours $100/hr. KO
$1300
iJ}}"
DRI~ DRl Consulting LLC
March 2003
Con.ulting
Proposal to the City of Arden Hills
page 3 of 11
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II Get candidates
. Identify targets for recruiting
. Produce and post ads and role description to website---ours, yours, others
. Place paid ads to targeted publications
. Recruit candidates to pool
9 hours @ $150/hr. JF and 4 hours @$100/hr. KO
Advertisin costs: about $2000
III Pre Screening/Pre Qualifying
. Accept and acknowledge applications
. Prescreen applicants
2 hours $150/hr. JF and 6 hours $100/hr. KO
IV Screening Battery which includes the following:
. Preliminary phone interview
. DRI Consulting Personal History Survey
. DRI Consulting Job Functions Survey
. California Psychological Inventory (CPI)
. Strong Interest Inventory (SII) & Skill Confidence Inventory (SCI)
. Myers-Briggs Type Indicator (MBTI)
. FIRO-B
. Thomas-Kilman Conflict Mode Instrument (TKI)
. Employee Aptitude Survey (EAS)
. Reference checks
We recommend assess in 6 to 8 finalists
V Interview Candidates with Hiring Team:
. Written report on methods and criteria for screening
. Written report recommending candidates for interview
. Advise on best methods for interviewing candidates
4 hours $150/hr. JF and 4 hours $100/hr. KO
$1750 +
$2000
$900
$500 per
candidate
$1000
Tenns: Total fees to us if we do all the things listed above will not exceed $10,950. It is likely
that this amount will be lower We bill incrementally every 30 to 45 days through the project as
we complete tasks to your satisfaction.
Again, should you prefer, please consider us as a compliment to resources the City already
possesses to realize greater cost savings on this project.
--,
DRI......~ DRI Consulting LLC
",., March 2003
Consulting
Proposal to the C~y of Arden Hills
page40f11
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Section 2: Qualifications of Proposed Personnel
John Patrick Fennig, Ph.D., LP.
Managing Partner DRI Consulting, LLC
651-308-8412 (Direct)
iohnlenniq@dric.com
www.dric.com/companv/bioipl.htm (his web Bio and video clip)
Dr ....P.,..,
Profile - Organizational Consulting Psychologist
Dr. Fennig is a capable executive level manager and consultant. His reputation is producing
significant, lasting and timely results through teams within and across organizational functions.
He has special skills and interests working with the giftedltalented and high potential leaders of
medium and large public and private organizations, family-owned companies, and
entrepreneurial start-ups. Industry interests include public sector/government, professional
services, healthcare, high technology, and education.
The firm's clients now benefit from his more than 20 years expertise that includes:
. Leadership Skills: Demonstrated record achieving results as founder and leader of
several businesses. Able to work closely with and through others to implement positive
change and accomplish objectives across strategy, people and technology. Good at and
enjoys sales/marketing.
. Consulting Skills: Effective advisor, facilitator, and expert resource who adds
measurable value for managers, teams and their projects.
. Thinking Skills: Exceptional individual contributor to and facilitator
of team-based strategic planning, problem solving, decision making and creative solution
generation.
. Technical Skills: Significant credentials and experience applying the science of
psychology, practice of business and PC computer technology. Implements "high end"
tools for:
o Selection and Staffing Systems
o Organization Development
o Change Management
o Human Resource Development
o Performance Management Systems
o Career Development Processes
o Assessment, Measurement and Analysis of people and their work
o Computer Softwarellnternet Applications
. Professional Supervision Skills: A nationally recognized "consultant to consultants"
for the last 10 years. Experienced supervisor of the professional consulting work of
nearly 100 pre and post licensure professionals in consulting psychology.
Professional Work
1991 to Present
Managing Partner. DRI Consulting, LLC, North Oaks, MN.
.-.,
DRI....." ORI Consu~ing LLC
", March 2003
Consulting
Proposal to the Coy of Arden Hills
page 5 of 11
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1994 to Present
1999 to Present
1987 - present
1998 - present
1982 to Present
1991 to 1995
Founder of an organization and human resource development consulting
firm. Delivers information-based organization development, executive
coaching and leadership training to organizations and individuals.
Specializes in integrating strategic planning, people factors and
technology. Provides comprehensive, intensive services to emerging and
entrepreneurial businesses and work teams. Firm offers professional
training to graduate, undergraduate and high school students in
organizational consulting psychology.
Board of Directors. Navitas and NAE Energy, Inc., Minneapolis, MN.
Provide Board level oversight to an independent power producer. NAE is
a developer and generator of electrical power through wind technology.
In this role, provides expertise in general business strategy, small
business start-up and human resource development.
Founder/Board Chair. feedbackshop.com, inc. St. Paul, MN.
Founder and Chair of Board of a web-based psychological testing store
(retail customers) and service (business customers).
Professional Practice Supervisor, Graduate students from: University
of Minnesota, University of St. Thomas, Minnesota School of Professional
Psychology (now Argosy University), Alliant University. Undergraduate
students from about 10 Minnesota colleges. High School students from
Edina and Moundsview.
Provide supervision to students in required field work for their degrees in
psychology and business. Dr. Fennig designed and offers one of the
country's only pre and post doctoral training in consulting psychology.
Adjunct "Community" Faculty. Metropolitan State University,
Minneapolis/St. Paul, MN.
Team with my teaching assistants in delivering HRM 330 - Personnel and
Industrial Psychology as a web-delivered independent study to nearly 60
students annually.
University Instructor. St. John's University, The Ohio State University,
University of St. Thomas, University of Minnesota, Minnesota School of
Professional Psychology (now Argosy), Metro State University.
Design and deliver presentations, lectures and courses in organizational
and consulting psychology, business processes, leadership, philosophy.
Chief Executive Officer, Developmental Resources, Inc., Edina, MN.
-;fII..... ,.
DRI--- DRI Consulting LLC
C I March 2003
onullt n9
Proposal to the City of Arden Hills
page 6 of 11
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Co-founder of a general business consulting firm and small business
incubator. Managed office operations, marketed services and products to
clients, advised each emerging business in the areas of strategy,
operations, marketing and professional skill development. Generated
over one million dollars in combined business activity in the first two years
of operation. Successfully launched several independent businesses that
are currently operating profitably.
1993 to 1997
Board of Directors. QualityCare ™ Inc., St. Paul, MN.
Founder and director of a psychological services and mental health care
network with over 200 providers and clinics.
Provided marketing, practice development, and research and evaluation
services to clinics.
Other Professional Experiences
. University instructor over 10 years to several thousand students
. Corporate workshop designer and presenter to hundreds of
organizations
. Researcher, writer and contributor to over 50 articles on topics of
management and organization development
. Website developer leveraging technology to optimize business and
customer service processes
. Board member and advisor to several community and professional
associations
Education
Ph,D,
The Ohio State University. Program in Counseling Psychology (APA
Approved). Licensed December 13,1991 (Minnesota License: LP 0397).
M,A.
The Ohio State University. Counseling Psychology (APA Approved).
March 1985.
Saint John's University. Psychology. (Minor degrees in Philosophy and
Spanish).
Professional Affiliations
B,A,
American Psychological Association, 1983 to present.
Divisions: 13 - Consulting Psychology
14 - Industrial/Organizational
17 - Counseling Psychology
American Society for Training and Development-Minnesota chapter, 1985 to present.
Minnesota Psychological Association, 1987 to present.
Minnesota 00 Network, 1996 to present.
Twin City Human Resource Association, 1998 to present.
j1~'
DRI'" DRI Consu~ing LLC
C March 2003
on.ulting
Proposal to the City of Arden Hills
page 7 of 11
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Keely Orchard, 8,A,
Consultant DRI Consulting, LLC
651-415-1400
keelvorchard@dric.com
Profile - Consulting Psychologist in Training
Keely is completing her Master's Degree in Psychology at the University of St. Thomas. While
in school, Keely worked in a variety of corporate settings and has observed and experienced the
effect of acquisitions and mergers as well as changes in organizational structure on employee
moral and performance. She has experience in experimental research and is interested in
group and individual performance. Keely is lead psychometrist for DRI Consulting, LLC. She
provides the firm's clients with individual and group needs assessment, psychological test
administration and evaluation, employee selection, psychological assessment for employment
screening, and career and personal development.
Education
M.A.
University of St. Thomas. Master's Program in Counseling Psychology
(APA Approved). Anticipated graduation in Spring 2003.
University of Minnesota Duluth. Psychology (French minor). May 2000.
8,A,
Professional Affiliations
American Psychological Association-student member
.--
DRI""
Con.ultlng
DRI Consulting LLC
March 2003
Proposal to the City of Arden Hills
page 8 of 11
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Section 3: References
DRI Consulting's staff have helped many public and private sector organizations with their
staffing needs. Here is a selected summary of our current and prior work in the last 3 years.
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Minneapolis, City of (2000 to present), In December, 2002 we
advised the Mayor and Human Resources department on the
hiring of its Director of Public Works. Provided expert evaluation
of finalists, participated in interview panel, recommended finalists
for personal interviews with Mayor R.T. Rybak.
DRI Consulting has also provided assessment and development
services for the City's new Executive Development Program
(EDP), co-designed by DRI Consulting and City staff. The
program identifies and trains current employees who will advance
to become the next generation of executives for the City of
Minneapolis.
We have also provided advisory services for election judge
training and for the inspections department.
Ann Eilbracht
Director of Human Resources
ann. eilbracht@ci.minneapolis.mn.us
612-673-2139
North Oaks (2000 to present), DRI Consulting provided
selection services for the large and very successful North Oaks
Tennis program, helping to hire its Tennis director. Personally,
Dr. John Fennig is active in several capacities for the community
of North Oaks - as a director/treasurer of the tennis program, as
a neighborhood watch board member, and as a volunteer to the
Community Policing effort. Previously he was an advisor to the
Edina Health Advisory Board.
Emily Douglas
Chair NOTC
mahhhh@aol.com
651-483-6207
,,--/
DRI"" DRI Consutting LLC
C March 2003
onsulting
Proposal to the City of Arden Hills
page 9 of 11
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NAVITAS
E;:r-.{:;:.G"
Navitas Energy (1999-2002) and Northern Alternative Energy
(1992 - present), Minneapolis, MN. DRI Consulting Managing
Partner Dr. John Fennig helped found in 1992 and continues to
serve on the Board of this renewable (wind) energy development
company. Advised on all major human resource aspects of
company performance - staffing, workflow and strategic issues
for the company. Spun Navitas out of NAE so each could
achieve different business objectives. Sold Navitas to Spanish
firm Gamesa in October 2002.
John Jaunich
President - Northern Alternative Energy
Past Mayor- City of Delano
iiaunich@windpower.com
612-370-1061
United States Army Corps of Engineers (2002 to 2005), South
Pacific Division and Rock Island (Il) District. Designing and
delivering year-long leadership Development Training and
individual coaching to middle level managers and engineering
professionals. Central to this program is facilitating staffing
decisions regarding selection of program participants
(assessment centers), and facilitating planning, decision making
and other real world work situations.
Mari Fournier
Workforce Development Specialist,
US Army Corps of Engineers, Rock Island District
mari .k. fou rnier@usace.army.mil
309-794-5510
Wells Fargo Bank (1996 - present) (previously Norwest Bank),
various locations nation-wide. Over the past 6 years DRI
Consulting has provided an extensive range of services to
measure, improve and sustain the success of entire business
units, teams, programs, projects and individual employees.
Provide Strategic Planning consulting, values and vision and
other team building services. Most recently, we:
. provided total search and selection services for the top
administrator for the Asset-backed Securities group. Fielded
200 applications and helped through final hire decision that
occurred within 2 weeks of our starting the project
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DRI~""'" DRI Consulting LLC
C I I March 2003
onau t ng
Proposal to the Ctty of Arden Hills
page 10 of 11
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. are conducting performance measurement of the entire
Corporate Trust operation via electronically-enabled nation-
wide customer surveys and operational reviews
William "Bill" Milbauer
(Small start-up within Norwest that has grown to over 10 MM
Revenue)
Was Business Manager - Asset Backed Securities, he is now
Saies Manager combined units
Wells Fargo Corporate Trust Services
wi Iliam. t. m ilbauer@weiI5faroo.com
612-667-6878
A few of the other search and selection projects we have done include:
. Rice Creek Watershed District Administrator
. North Carolina Subway Foods Development Agent General Manager
. Ramsey County Historical Society Executive Director
. Apollo Corporation General Manager
. Revolution Consulting Sales Professional
DRI.'
Con..ulting
DRI Consulting lLC
March 2003
Proposal to the City 01 Arden Hills
page 110111
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A PROPOSAL BY:
LABOR RELATIONS ASSOCIATES,INC,
TO:
THE CrTY OF ARDEN HILLS
RECRUITMENT AND SELECTION SERVICES FOR THE POSITION OF
CITY ADMINISTRATOR
March 3, 2003
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March 3, 2002
A PROPOSAL FOR RECRUITMENT AND SELECTION SERVICES FOR
THE CITY OF ARDEN HILLS
FROM LABOR RELATIONS ASSOCIATES, INC,
TO:
Cynthia Young
Deputy Clerk/Human Resources Director
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
FROM:
Bill Joynes, Consultant
Labor Relations Associates, Inc.
7501 Golden Valley Road
Golden Valley, MN 55427-4596
(763) 546-1470
Cyrus F. Smythe, Consultant
Labor Relations Associates, Inc.
7501 Golden Valley Road
Golden Valley, MN 55427-4596
(763) 546-1470
Labor Relations Associates, Inc. submits the following proposal to the City of Arden Hills for the
recruitment and selection services for the position of City Administrator.
A.
LABOR RELATIONS ASSOCIATES, INC. FIRM PROFILE
Labor Relations Associates, Inc. has served Minnesota public employers in labor relations since 1968.
The scope of services has included the following:
1. Representing public employers in various administrative hearings as needed and or/advising,
counseling, and making recommendations regarding: bargaining unit determinations regarding
the appropriate bargaining unit, and supervisory and confidential employees; disciplinary matters;
grievances; Unemployment Compensation; Workers' Compensation; and Veterans' Preference.
2. Representing public employers such as cities, counties, public utilities, and government agencies
in negotiations and mediation with bargaining units of professional, clerical, technical, public
safety, public works, semi-skilled and skilled trades, and supervisory personnel.
3. Representing employers or providing assistance and recommendations in grievance and interest
arbitration cases.
4. Designing, developing and implementing recruitment and selection procedures for management,
supervisory and non-exempt employees.
5. Developing, writing and assisting with the implementation of Equal Employment Opportunity and
Affirmative Action Programs and assisting employers responding to discrimination complaints.
6. Developing, writing. interpreting and providing recommendations regarding contract language for
bargaining unit employees.
7.
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8.
9.
10.
11.
Developing compensation programs and assisting with the implementation of pay equity
compliance under the State Loca[ Government Pay Equity Act and assisting with the
development of performance evaluation systems.
Assisting with the development and implementation of human resource management programs,
including personnel policies and employee advisory committees.
Working with public employers in the formation and implementation of labor management
committees to address problems of mutual concern on a continuing basis.
Participating as faculty in seminars and conferences conducted by educational and academic
institutions and professional associations.
Designing and developing labor relations and other human resource management training
programs and materials for public sector organizations.
B. QUALIFICATIONS OF CONSULTANTS
Professional assistance would be provided by a team of one principal consultant and two assistants.
Biographica[ summaries are presented below:
Bill Joynes - Principal Consultant
Bill Joynes' career in public service spans 32 years in executive level positions. The last 19 years he has
served as the City Manager/HRA Director for the City of Golden Valley, Minnesota. He is an Associate
Professor and Associate Dean at Hamlin University in the Graduate School of Public Administration and
Management where he teaches Human Resource Management and Public Sector Dispute Resolution
concentrating on negotiation, mediation and arbitration skills. He additionally serves on the faculty of the
University of Minnesota Employer Education Service, the Century College Management Certificate
Program, and the Southern Minnesota Public Safety Executive Deve[opment Program.
.
Bill joined Labor Relations Associates in the fall of 2002 and will serve clients in all areas dealing with
human resources as well as management advocacy in labor relations activities. Bi[[ holds a B.A. in
Psychology from the University of Minnesota, a Master's Degree in Public Administration from Occidental
College in Los Ange[es, California, and is a graduate of the Coro Foundation Nationa[ Public Affairs
Fellowship Program in SI. Louis, Missouri.
Ann Antonsen - Consultant
Ann Antonsen received a BA degree in Psychology from the University of Minnesota. Her responsibilities
include development/design of compensation systems under the State pay equity [egislation; contract
negotiations, mediation and arbitration; grievance arbitration; recruitment; and handling of complaints under
equal employment and Americans with Disabilities legislation.
Judy Skauae
Judy Skauge's human resource experience includes six years as the Personnel Director for the City of
Moorhead. personnel manager with a manufacturing company. and training and development coordinator
and work management analyst in the health insurance industry. Her present responsibilities include the
development of personnel policies and compensation systems, recruitment and contract negotiation and
arbitration.
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C. PROPOSED ACTIVITIES FOR PROVIDING SERVICES
1.
ASSISTANCE IN ESTABLISHING JOB-RELEVANT QUALIFICATIONS AND RECRUITMENT
Initially the City must estabiish qualifications that are consistent with the City's perceived needs and
job-relevant under Equai Employment Opportunity (EEO) standards. Qualifications should stipulate
minimal job-relevant requirements and also include additional desirable job-relevant qualifications. A
critical decision in establishing job-relevant qualifications is determining required and desirable levels
of experience and education concerning essential supervisory and administrative job functions. The
consultant is available to meet with City officials to provide assistance in developing job-relevant
minimal and desirable qualifications.
In order to encourage qualified applicants to apply the City should plan its recruitment strategy.
Recruitment at the Administrator level typically includes not only determining where to advertise the
notice of job opening and requirements, but also what information to provide. Additionally, contacts
may also be made with City Administrators and Managers concerning the job opportunity. The
consultant has broad contacts with other govemmental agencies and is available to assist the City in
the development and implementation of a recruitment strategy.
To provide pertinent information to the applicants regarding the City of Arden Hills' services and the
City Administrator position, the consultant will create a Community/Position profile. This profile will
be sent to the applicants along with all other application materials. The Community/Position profile
will provide an overview of the City's organizational structure and services as well as a brief overview
of the community. The profiie will also review the City Administrator's position description,
background and experience requirements, management capabilities, and position priorities.
Estirnated hours = 48 hours @$84.00/hr...................................... $4,032.00
'This does not include the costs of advertisements.
II.
ASSISTANCE IN SCREENING APPLICANTS
The consultant is available to assist the City in screening candidates to determine an appropriate
candidate pool for further consideration. The consultant will develop a supplemental questionnaire
for candidates to complete along with the City's regular application form. This supplemental
questionnaire will ask specific questions related to the position regarding experience and abilities.
The consultant should then review applications, supplemental questionnaires and resumes. The
consultant will prepare a Training and Experience evaluation form to be used to evaluate candidate
applications, supplemental questionnaires and resumes. A determination will be made as to which
candidates best meet the qualifications desired by the City. A list of candidates for further
consideration will be submitted to the City.
Estimated hours = 35 hours@$84.00/hr.......................................$2,940.00
III.
JOB-RELEVANT SELECTION TESTS
Development of the oral examination and written in-basket examination by the consultant will include
job-relevant material based in part on information provided by City officials and management, by
outside sources and also drawn from our knowledge and experience concerning city administration.
Both the oral and written examinations will be created specifically for the City of Arden Hills (Labor
Relations Associates, Inc. does not develop "off the shelf' exams for use in more than one
jurisdiction.) The oral examination will be consistent with Equal Employment Opportunity guidelines
and will be conducted by a panel to be selected by the consultant and the City. Panel members will
receive training provided by the consultant. The in-basket examination will be administered by the
City, since only a monitor is needed.
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a.
Estimated hours for Oral Test Development = 25 hrs.
@ $84.00/hr..,.,."...,.........,............,.,.......... ..$2, 1 00.00
b. Estimated hours for Test Development = 50 hrs.
@$84.00/hr. ...............................................$4,200.00
In-Basket Candidate Evaluation = Approximately $300.00 per candidate. The evaluation will include
scoring plus qualitative information regarding candidate administrative/management styles; estimate
8 candidates tested = ...,.....................................,........................................................,............ $2,400.00
IV. ASSISTANCE IN SCREENING FINALISTS
The consultant is availabie to assist the City in identifying finalists for interview by the City officials.
Estimated hours = 15 hours @$84.00/hr. ..........................................$1,260.00
V, BACKGROUND AND PREVIOUS EMPLOYER REFERENCE CHECKS
VI.
After finalists are identified, the consultant will conduct background checks and previous employer
reference checks. This process must be very thorough and will include information from both
previous and present (where possible) employers, professional associates and members of the
community. Written authorization from the candidates will be obtained prior to this process.
Estimated hours = 15 hours @ $84.00/hr............................................. $1,260,00
PSYCHOLOGICAL TESTING
This is an optional step, as the in-basket evaluation will provide some qualitative information
regarding candidate administrative/management styles. Additionally, previous employer
reference checks will provide considerable information regarding past performance. If desired,
the consultant can recommend to the City the names of several licensed psychologists who have
experience with evaluations of candidates for management positions.
VII, TOTAL ESTIMATES
A.
B.
C.
$4,032.00
$2,940,00
Qualifications and Recruitment
Screening
Test Development
Oral
In-Basket
In-Basket Evaluation
Screening Finalists
Background and Previous Employer
Reference Checks
D.
E,
F.
$2,100.00
$4,200.00
$2,400.00
$1,260.00
$1,260.00
TOTAL NOT TO EXCEED ESTIMATE:
$18,192,00
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If the council so desires the consultant will negotiate the employment contract with the selected candidate at
the hourly rate of $84.00. All rates for services are charged at the hourly subscriber rate currently existing in
the Metropolitan Area Management Association/Labor Relation Associates Subscriber Service to which
Arden Hills belongs.
50% of the fee due on presentation of finalist to the City Council. 50% due upon selection of candidate to fill
the position. This does not include the costs of advertisements or trips to the City of Arden Hills.
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VIII.
TIMETABLE ESTIMATES
April 4, 2003
May 9, 2003
May 23, 2003
June 13, 2003
July 2. 2003
July 15, 2003
August 1, 2003
September 2, 2003
(Timetable estimates based on availability of Council and Staff)
Job notice developed, classified advertisements prepared and placed,
and supplemental questionnaire developed.
Final date for submission of applications.
Applications screened. list of candidates submitted to City.
Oral and written examinations developed and candidates scheduled.
Evaluation of examinations completed, finalists Identified, and list presented
to City.
Additionai evaluation, if required, is completed.
Background investigation(s) completed.
Anticipated hire date.
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D.
RECRUITMENT AND SELECTION REFERENCES
City Administrator
City of Shako pee
City of Orono
City of Brainerd
City of Cloquet
City of Minnetrista
Deputy City Clerk
City of Kasson
Police Chief
City ofWayzata
City of Columbia Heights (2 x's)
City of North St. Paul (2 x's)
City of Hopkins
City of Roseville (2 x's)
City of South St. Paul
City of Brainerd (2 x's)
City of Cloquet
City of Crookston
City of Coon Rapids
City of West St. Paul
City of Mel rose
City of Buffalo
Director of Public Safety
City of Marshall
Fire Chief
City of North St. Paul (2 x's)
Metropolitan Airports Commission
City of South St. Paul
City of Brainerd (3 x's)
City of Cloquet
City of Edina
City of Fridley
City of West St. Paul
Mark McNeil, (952) 233-3800
Ronald Moorse, (952) 249-4600
Daniel Vogt, (218) 828-2307
Brian Fritsinger, (218) 879-3347
Dean Lotter, (952) 446-1660
Michael Rietz, (507) 634-7071
Allan Orsen, (952) 473-0234
Walter Fehst, (763) 706-3600
Wally Wysopal, (651) 770-4450
Steve Mielke, (952) 935-8474
Neal Beets, (651) 490-2200
Douglas Reeder, (651) 554-3200
Daniel Vogt. (218) 828-2307
Brian Fritsinger, (218) 879-3347
Raymond Ecklund, (218) 281-1232
Jerry Splinter, (763) 755-2880
Bob Larson, (651) 552-4100
Rose Ann Inderrieden, (320) 256-4278
Merton Auger, (763) 682-1181
Michael Johnson, (507) 537-6760
Wally Wysopal, (651) 770-4450
James Laurent, (612) 726-8105
Douglas Reeder, (651) 554-3200
Daniel Vogt, (218) 828-2307
Brian Fritsinger, (218) 879-3347
Gordon Hughs, (952) 927-8861
William Burns, (763) 571-3450
Bob Larson, (651) 552- 4100
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Public Works Director
City of Baxter
City of Coon Rapids
City of Winona
City of Melrose
Larry Kruse, (218) 855-5100
Jerry Splinter, (763) 755-2880
Eric Sorenson, (507) 457-8234
Rose Ann Inderrieden, (320) 256-4278
Other Department Heads
Park & Recreation Director for the City of Brainerd
City Engineer for the City of Brainerd
City Planner/Economic Developmenl Director for the City of Brainerd
City Planner/Economic Development Director for the City of Park Rapids
Police Captain
City of Brooklyn Center
City of Golden Valley (2 x's)
City of West Sl. Paul
City of South St. Paul
City of Roseville
.
Fire Captain
City of West St. Paul (2 x's)
City of Edina
City of South St. Paul
Other Assistant Department Heads
Assistant Director of Finance for the City of Edina
Deputy Police Chief for the City of Roseville
Assistant Director of Finance for the City of Brooklyn Center
Assistant Fire Chief for the City of West St. Paul
Supervisory
.
Police Sergeant for the City of Brooklyn Center (2 x's)
Maintenance Supervisor for the City of Brooklyn Center
Superintendent of Streets & Parks for the City of Brooklyn Center
Engineering Technician IV for the City of Brooklyn Center
Public Utilities Supervisor for the City of Brooklyn Center
Park Maintenance Foreman for the City of Edina
Police Sergeant for the City of North St. Paul
Police Sergeant for the City of Hopkins
Police Sergeant for the City of Moorhead
Police Sergeant for the City of Winona
Police Lieutenant for the City of Moorhead
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Police Officer
City of Buffalo
City of Kasson
City of Winona
Prepared by Labor Relations Associates, Inc.
March 3, 2003
(! -i e (i 'l.-
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~ MDA
. Consulting Group, Inc.
. Real-WOrld P<iyeholngy for LmJertJ
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March 6, 2003
Ms. Cynthia Young
Deputy Clerk/Human Resources Director
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Dear Ms. Young:
Attached please find MDA Consnlting Group's response to your RFP for consulting services to
assist with the search for a new City Administrator.
We are eager to discuss our proposal with you and the Mayor and City Council. We are prepared
. to adapt our proposal in any way that meets your needs.
I nnderstand that you intend to invite 3 consultant finalists to make a presentation to the Mayor and
City Council on March 17. I will be out of town from March 8-15. Should you wish to invite
MDA to make a presentation on March 17, please contact Ms. Karla Sovereign at MDA who could
assist with the scheduling. Karla can be reached directly at 612/259-4232.
Sincerely,
& (irMIWYf
Robert C. Barnett, Ph.D., L.P.
Executive Vice President
RCB/lb
.
150 South Fifth Street, Suite 3300
Minneapolis, Minnesota 55402
Phone 612.332.8182 Fax 612.334.3299
www.mdaeonsultinggroup.com
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Proposal to Provide Consultant Services to Assist with the Search for a
New City Administrator for the City Of Arden Hills
This proposal outlines the approach of MDA Consulting Group, Inc. to assisting the City of Arden
Hills with the search and selection of a new City Administrator. As we show in the materials that
follow, our experience with selection of senior public sector officials is extensive. Although we
have outlined a particular approach to respond to the RFP, our intention is always to work in
partnership with our clients, tailoring and adapting the services we provide based on current needs.
As will become obvious in the information that follows, MDA's approach is flexible and our
objective is to support the City of Arden Hills in designing and implementing the selection process
that the City, Mayor, and Council wants.
Description, Background, and Services Provided by MDA Consulting Group, Inc,
MDA Consulting Group was incorporated in the State of Minnesota in 1981 as an
industrial/organizational psychology consulting firm. The firm specializes in the application of
psychological and human resource practices in the development of organizations, groups, and
individuals. MOA's goal and business objective is to provide the highest quality of broad-based
consulting assistance and services to its clients to enhance organizational and individual
effeetiveness.
MOA Consulting Group, Inc. is a participant in the Minnesota Small Business Procurement
Program. MDA's State of Minnesota current vendor number is 015985-007. A letter eertifying
MOA's status as a woman-owned business is included in the appendix.
Ovcr the years, MOA has provided consulting services to several hundred client organizations
locally and regionally. MDA's services fall into the following categories:
. Talent Management: Selection strategies, assessment, and assistance for executives and
managers, retention strategies, and succession planning.
. Leadership Development: Executive coaching, action learning programs, team building,
and management and leadership training.
. Organizational Change: Change management, strategy implementation, merger
integration, and organizational culture building.
In 2002, MDA was actively involved in providing consulting services to over 100 client
organizations in a variety of industries and in both the public and private sectors. Client
organizations MDA worked with this past year include Cargill, General Mills, Ecolab, Lutheran
Brotherhood, Aid Association to Lutherans, ING Reliastar, Pentair, Polo Ralph Lauren, NRG,
Reliant Energy, Tennant, Marvin Windows, Big Brothers Big Sisters of Minneapolis and St. Paul,
and the City ofMimleapolis. Taleut Management services---especially assessment and selection of
managers and executives-represented over 50 percent of our revenues for these and tlle remainder
of our client list.
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Page Two
City of Arden Hills
Public Sector Executive Selection and Assessment is one ofMDA's strongest areas of expertise.
We believe we are particularly well acquainted with the workings of local government through our
work with tbe City of Minneapolis and other public agencies. The appendix to this proposal
presents a list of approximately 80 managerial and executive selection and assessment
engagements, and highlights our work. We feel that we have in-depth knowledge of the concerns
and requirements that public, governmental, and other non-profit officials and agencies have when
selecting senior leaders.
MDA Staff and Principals Assigned to This Project
Currently, MDA Cousulting Group employs 26 staff members consisting ofpsychologists,
consultants, and support staff. MDA Consulting Group is owned and managed by Dr. Sandra
Davis, CEO, and Dr. Robert Barnett, Executive Vice President.
Should MDA be selected as the City of Arden Hills' consultant, Dr. Robert C. Banlett would direct
the project. Dr. Barnett has extensive experience in public sector executive selection. He has led
all pnblic sector selection projects for MDA since 1986, including for positions such as Chief of
Police, Director of Human Resources, Convention & Visitor's Association CEO, City Engineer,
City Assessor, City Coordinator/Manager, and Director of Finance among others.
MDA has a full complement of experienced staff available to devote to this project. We anticipate
the project would require the efforts of approximately 2-4 MDA staff. A consultant team would be
composed from among the following individuals, based on their availability and workload at the
time the project is initiated. Each of the following individuals has substantial experience with
public sector selection work. Staff biographies are included for the senior consultants.
. Robert C. Barnett, Ph.D., L.P.
. Janice Mileo, J.D., Psy.D.
. Bill Handschin, Ph.D., L.P.
. Kurt Guidinger
. Mary Lund
. Karla Sovereign
MDA Consulting Group's Approach to the Project
The RFP requests consultant services that can be described in several steps or components. Each
project component is outlined below and presents in detail the process we propose for screening
and assessment. Our approach assumes active involvement by the City of Arden Hills. Throngh
discussion with the City, we would tailor the project and the associated costs to fit current needs
and circumstances.
Step One: Profile Development, If a current position profile is not available, MDA will work
with City of Arden Hills to update or develop one, based on an evaluation and understanding ofthe
City's needs and financial conditions. If the City desires a more inclusive process for developing
the position profile, MDA will meet with and interview key stakeholders. The desired goal would
be to prepare a complete prospectus for the position and all collateral materials and information
(advertising copy, letters, etc.) that would be used in a comprehensive recruiting process.
.
Page Three
City of Arden Hills
Step Two: Recruitment. MDA would develop and propose a comprehensive recruitment effort
for review and approval by the City of Arden Hills. The components of the recruiting plan could
include:
.
. Mailing the position prospectus to a targeted list to announce the position and selection
process.
. Mailing to professional associations and organizations identified with the help of City of
Arden Hills.
. Advertising in appropriate publications (newspapers, magazines, and journals), including
those targeted for senior public sector professionals and managers.
. Advertising in publications for and with appropriate associations/organizations of pubic
sector professionals who may be members of a protected class.
. Advertising in local newspapers and other publications as appropriate.
. Announcing the position opening through appropriate job lines, info lines, and other
sonrces, including those available through the Internet.
. Announcing the position at appropriate state or national conferences or association
meetings, depending on timing.
. Personal phone calls to recognized professionals and association execntives to solicit
candidate nominations.
. Annonncing or advertising the position opening in or through any other channels
recommended by the City of Arden Hills.
MDA would conduct all research necessary to provide detailed costs, deadlines, and other
information to the City for final approval before implementing any plans. In this step, it will be
important to incorporate the expertise and judgment of the City of Arden Hills to ensure that the
final recruitment plan is comprehensive, but cost effective.
Step Three: Initial Applicant Screening. Once applications have been received by MDA, the
resumes would be screened through a systematic rating process. Using a resume rating form
targeted to the position requirements, each resume would be evaluated and rated independently by
two MDA staff members. Additional ratings could be made by City of Arden Hills, should they
have the time and interest.
These ratings would lead to a tentative rank-ordered list of candidates, which would become the
basis for determining which and what number of applicants would be identified for further
consideration. MDA would recommend narrowing the applicant pool to a group of no more than
15 candidates who would be invited to participate in the next step ofthe process. Decisions
regarding selection of candidates to continue in the process would be made by the City of Arden
Hills after a careful review ofthe applicant pool and screening process conducted by MDA.
.
Step Four: Iu-Depth Screeuing. Following the initial screening process, MDA would work with
the City to determine the way to proceed to best meet their needs and interests at this step in the
process. In this step, the objective would be to assist the City to narrow the pool of candidates to
small pool of highly qualified and interested final candidates for the position. Depending on the
composition of the initial pool, how many candidates are selected by the City after the initial
screening process, and timing concems; the City may wish to pursue different options. Flexibility
for the City is critical at this point in the process.
Page Four
. City of Arden Hills
For example, if a larger number of candidates (e.g., 10-15) are selected after the initial screening,
the City may wish to use essay questions, preliminary phone interviews, or other cost effective
techniques to gather information that would help them make distinctions among candidates for
inclusion in a pool of 4-6 semi-finalists or finalists. If the initial screening process narrowed the
pool to a small group of highly qualified candidates, eliminating some or all of these steps and
moving directly to "Finalist Assessment and Interviews" could save time and expense.
Step Five: Finalist Assessment and Interviews. This step presumes the City has confidently
narrowed the pool of candidates to a small, manageable number (no more than 4-6) well qualified
final candidates. We propose three activities for this phase:
I. Baekground Cheeks: MDA would conduct background and reference checks for the
candidates remaining in the pool. The purpose ofthe background/reference checks wonld be to
verify information about the finalists to ensure that they could compete as legitimate candidates
for the position. The background checks would include verification of education, credit
history, employment, salary, etc., and reference checks of the candidates' work habits,
successes, and performance.
.
2. Exeeutive Assessment. During this step, MDA would conduct in-depth executive assessments
for the remaining candidates. MDA's objective in conducting candidate assessments is to gain
as clear a picture of an individnal's strengths as is possible along several dimensions of
executive leadership and management effectiveness. These typically include leadership style
and strengths, problem-solving and decision-making effectiveness, achievement orientation
and initiative, interpersonal style, planning and organizing, and personal adjustment and
adaptability. These dimensions would be further focused and refined by the job description
and required qualifications for the position.
The assessment process MDA uses is based on a multi-method, multi-observer approach. That
is, we ask individuals to participate in several different types of tests and exercises during their
assessment process with us. These include tests of intellectual ability; personality and interest
measures; a structured interview with a psychologist; and work simulation or "assessment
center" exercises such as an in-basket, role-play, or case study. More specifically, the tests and
exercises that comprise our assessment process are:
Paper-and-Pencil Testing. A series of psychological and problem-solving tests that are
standardized and well-validated. Personality and psychological tests are used to help
understand an individual's traits and characteristics related to interpersonal, occupational,
and managerial style; as well as an individual's motivational pattern and keys to job
satisfaction. The intellectnal ability tests are measnres of logical problem solving and
cover areas such as deductive and inductive logical reasoning, vocabulary, reasoning by
analogy, etc.
.
Workstyle Interview. Secondly, information about an individual is gained through an
interview conducted by an MDA psychologist with the candidate. The intcrview is
behaviorally based and focused on past career achievements and background, and the
candidate's experience, skills, and successes in the various dimensions related to
occupational success. It is not a clinical interview.
Page Five
. City of Arden Hills
Leadership Simulation Exercises. Leadership or work simulation exercises provide a
third source of information about an individual during MDA's executive assessment
process. These exercises are set in the context of a fictitious library organization.
Candidates are provided with background information, an organizational history, a
scenario, and information about their role in the organization. From this perspective, they
are asked to deal with a wide variety of common managerial problems and issues as if they
were that person in MDA's fictitious organization. By "common problems," we mean
those kinds of issues that most managers and professionals have familiarity with and face
on a day-to-day basis. This might include dealing with a dissatisfied customer or resolving
a problem with a staff member or coworker, for example.
The use of work simulation exercises allows MDA to see an individual's "skills in action."
This feature of our approach to assessment is unique to MDA and only a select group of
other management consulting organizations. This "work simulation" approach is the
distingnishing feature of "assessment center" experiences.
From these tests and exercises, MDA compiles a written report describing a candidate's style,
strengths, and limitations, which would be made available to the City as part of its final decision-
making process.
.
3. Interviews with the Mayor and Council. Simultaneous with the assessment process, MDA
recommends that the Mayor and Council conduct interviews with the finalists. MDA would
assist the City in designing an appropriate interview process and set of questions. If interviews
are conducted at this point, the City could achieve cost savings by eliminating the need for
separate return trips to Minneapolis for candidates who are not local.
Step Six: Decision-Makiug and Selection ofthe City Administrator. In this step, MDA would
meet with the Mayor and Council to help it select its new City Administrator. All information
collected for each candidate would be reviewed and discussed in a meeting facilitated by MDA.
This includes all relevant screening infonnation such as essay question responses, reference
reports, background check data, assessment data and reports, and Mayor/Council interview data.
Two general outcomes are possible from this meeting. One is that the City easily reaches
consensns about a clear choice for the new City Administrator. The other possibility is that the
City would want more information on one or more candidates before making a final selection. This
might include gathering additional reference information, or a second phone or in-person interview.
Should this occur, MDA will assist the City in any way they might find helpful to complete their
selection process.
Additional Options. The City could consider some additional options and whether or not it may
want consulting assistance from MDA with any ofthe following it might choose to incorporate in
its selection process. These might include:
.
. Assistance with constructing and offering the position to its preferred candidate.
. Planning or hosting a reception or other meeting where city staff or community members
could meet the Mayor/Council's final or preferred candidate(s).
. Hosting the final candidate during a trip to Minneapolis to investigate housing or other
aspects of the community.
.
.
.
Page Six
City of Arden Hills
MDA has performed these and other similar services in the various selection projects we have
undertaken. These can be discllssed with the City at the conclusion of the selection process, or
incorporated into the process earlier through discussion in an initial planning meeting. Fees for
these additional steps are not shown in the "Estimated Fees and Expenses" below, but would be
discussed and agreed to with the Board prior to approving any of these steps.
References
As mentioned, a record ofMDA's experience with public sector assessment and selection is
attached. Because the work spans a considerable period oftime, some of the individuals listed as
contacts may be difficult to reach.
Estimated Fees, Expenses, and Timeframe
The information that follows summarizes the project steps, and provi<!es cost estimates. Cost
estimates are developed based on past experience, and an assumed number of approximately 25-30
applicants. MDA stafffees range from $175-$375/hour for various members of the proposed
project team. The fees below are estimates only and can be adjusted to reflect the specific
approach we would take if selected for this project.
For its purposes, the City can assume that the lower end of any cost range is appropriate if they
believe substantial planning, development, or other preparation is not necessary. Whether the City
incurs costs closer to the minimum or maximum also depends on a number of its decisions and
choices, sllch as how many candidates to conduct reference checks and assessments for, etc. We
believe, however, that by capitalizing on our past experience, we can help the City complete the
City Administrator selection in an economical fashion, and very likely for less than the maximum
cost estimated. The April I start date is proposed only so that the Board can understand the relative
timing of subsequent steps.
Once MDA and the City design the details of the process, MDA could provide a more detailed and
realistic cost proposal and timeframe.
PROJECT STEPS AND ACTIVITIES TIME~'RAME COST ESTIMATE
.
1. Profile Development
. Initial planning meeting April I $2500-$5000
. Review and/or update of existing materials April 15
. Develop final job description and position prospectus, April 30
discuss with and gain City approval
2. Recruitment
. Research and propose advertising plan April 15 $7000-$10,000
. Place ads, conduct mailings, place announcements, April15-June 30
conduct personal phone calls, assemble candidate pool
.
.
.
Page Seven
City of Arden Hills
3. Initial Applicant Screening
. Resume rating (assume 50 applicants) May 15-June 30 $10,000
. Meeting with the Mayor/Council to narrow the July 15
candidate pool
4. In-Depth Screening
. Essay questions, phone interviews, and/or preliminary July 30 $6500-$11,000
reference checks if necessary or desired (assume 10-15
"semi-finalist" candidates)
. Meeting with City to select finalists July 30
5. Finalist Assessment and Interviews
. Backgronnd checks @$250/candidate (assume 5 August 1-15 $15,000-$17,500
finalists)
. Executive Assessment @$2800/candidate(assume 5 August 1-15
finalists)
. Design and support Mayor/Council Interviews August 1-15
6. Decision-Making and Selection
. Meet with Mayor/Council to facilitate final selection August 15-30 $1500
discussion and decision
Additional Options
. Develop offer letter, conduct offer September I TBD
. Host finalist reception
. Host finalist during trip to Minneapolis
Total $42,500-$55,000
The conservative "not-to-excecd" fee is $55,000 as shown above. However, MDA would expect
the City to cover additional expenses, including the costs of advertising, long-distance phone
calling, meeting rooms for receptions or Mayor/Council interviews (if necessary) and travel, meal,
and lodging expenses for out-of-town candidates, etc.
MDA typically bills on a monthly basis for work completed during that month.
Communication with the City
MDA will communicate and meet with the City as often as necessary or desired. This includes
providing progress reports to the City at regularly scheduled or special meetings, or individually
with the Mayor or Council as requested. The process outlined above implies approximately 6-7
meetings with the City and/or its designated staff. In addition, consultation time and
communication with designated City staff will be provided on an as-needed basis. MDA will also
.
.
.
Page Eight
City of Arden Hills
furnish the City with written reports and materials as requested or as necessary to keep them
informed and involved.
Intention to Comply with All General Requirements
MDA Consulting Group is committed to providing selection services that are valid, fair,
standardized, and nondiscriminatory. Further, we are committed to ensuring that women,
minorities, and other protected class candidates arc not harmed by adverse impact in selection
procedures. We comply with all conditions and provisions of all applicable federal, state, and local
statutes, ordinances, and regulations pertaining to human rights and nondiscrimination, and equal
opportunity and affirmative action. This includes Civil Rights legislation and the Americans with
Disabilities Act, as well as the relevant provisions of the Minnesota State Statutes.
Further, we are aware of the requirements ofthe Minnesota Data Practices Act as it pertains to the
privacy of applicant data. We always fully comply with the Minnesota Statutes Chapter 13 which
contains the relevant provisions goveming data privacy in selection processes.
MDA's Expectations of the City of Arden Hills
MDA's intention is to work in full cooperation and partnership with the City of Arden Hills. To
complete the project in a timely and responsive manner, we will need appropriate personnel from
the City to:
. Meet with MDA in an initial planning meeting to discuss options and design the process
that best serves the City's needs and interests
. Provide any additional written information, reports, or documentation that may be helpful
to MDA.
. Assure that the Mayor and Council are available for interviews and meetings.
. Designate a staffmember(s) to serve as a liaison to MDA and provide other assistance to
the project as appropriate.
. Assume responsibility for payment of expenses (e.g., advertising, postage, long-distance
phone, and candidate expenses, etc.).
. Be willing to resolve problems or concerns that arise from unanticipated events
collaboratively with MDA, including payment for additional services, if requested, that are
outside of the scope ofthe project as described above.
Summary and Conclusions
We believe that our outstandiug qualification is our knowledge and understanding of the
requirements of successful public sector leadership, particularly at the local or municipal level.
MDA is committed to designing and providing selection services that are valid (measuring what we
say they will measure), relevant (tied directly to the qualifications for the position), fair (treat all
candidates consistently), and standardized (will be experienced similarly by all candidates). We
take seriously our responsibility to provide the highest qnality of service and hold ourselves
accountable to tlle highest standards of professional conduct.
.
.
.
Page Nine
City of Arden Hills
We believe we have the background, resources, and expertise that can help the City of Arden Hills
to he certain that their City Administrator selection process will be comprehensive and successful.
We anticipate questions, suggestions, and the possible need for modifications to or clarification of
information in this proposal. We are happy to provide any additional information required and
look forward to an opportunity to discuss this proposal in further detail with the City.
. MDA's Experience with Public Sector and Non-Profit
Selection and Assessment Projects
Below is a representative list of public sector assessment projects in which MDA has been
involved.
Project Contact Phone
Minneapolis Parks
Director of Park Safety and Security, 2001 Norman Merrifield
Chrysalis
Executive Director, 2001 Sage Morrison
City of Minneapolis
Director of IT Architecture, 2000 Karl Kaiser
City of Lake vi lie Marcy Cordes 952/985-4491
Community and Economic Development
Director, 2000
City of Minneapolis Kathleen O'Brien 612/626-9279
Finance Director, 2000
. City of Minneapolis John Moir 612/673-3992
Director, Management Analysis Division, 2000
City of Minneapolis Kathleen O'Brien
ChiefInformation Officer, 2000
Scott County
Developmental Assessment Program, 2000 Gary Shelton 952/496-8105
Greater Mpls. Convention & Visitors Assn. Greg Ortale 612/661-4722
Vice President of Administration, 1999
City of Minneapolis Mayor Sharon Sayles Belton
Health Commissioner, 1999
City of Minneapolis Ann Eilbracht 612/673-2139
Director of Affirmative Action, 1999
Minneapolis Community Development Mayor Sharon Sayles Belton
Agency, Executive Director, 1999
City of Minneapolis Jay Heffern 612/673-3428
Deputy City Attorney, 1999
. City of Minneapolis Jol111 Moir
Budget Director, 1999
City of Minneapolis Chuck Bemardy 612/673-3103
Housing Inspections Administrator, 1999
Page Two
. Public Sector Selection and Assessment
City of Minneapolis John DeJung
ECC Operations Director, 1999
City of Minneapolis Kathleen O'Brien
Director of Empowennent Zone, 1999
City of Minneapolis Kathleen O'Brien
Director of Office of Cultural Affairs, 1999
Minneapo]is Youth Coordinating Board Mayor Sharon Sayles Belton
Executive Director, 1999
Concordia College, Fargo Carl Wall
President, 1999
City of Golden Valley Bill Joynes
Director of Public Safety, 1999
City of Mounds View Kari Schmidt 7631717-4008
Chief of Police, 1999
. City of Wilmar Michael Scll1l1idt 320/235-4913
Chief of Police, 1999
Children's Museum Eric Stevens 763/520-0242
President, 1999
City of West Des Moines Bill Maffucci 515/222-3617
Chief ot'Police, 1998
Minneapolis Parks Mpls. Park Board
Superintendent, 1998
New York State Health Department Richard Billera
Developmental Assessment Program, 1998
Minneapolis Public Schools David Dudycha 612/627-2009
Human Resources Director, 1998
Jeremiah Program Doyse Lambert
Executive Director, 1998
Courage Center Courage Center Board
Executive Director, 1998
. Better Business Bureau Dan Hagen 6]2/321-4913
President and Chief Financial Officer, 1998
Greater Mp]s. Convention & Visitors Assn. Greg Ortale
Vice President, 1998
Page Three
. Public Sector Selection and Assessment
City of Minneapolis Carol Rogers 612/673-3426
Director, Municipal Building Commission, 1998
Minneapolis Youth Coordinating Board Mayor Sharon Sayles Belton
Executive Director, 1998
City of Minneapolis Mayor Sharon Sayles Belton
Planning Director, 1998
City ofMilUleapolis Mayor Sharon Sayles Belton
Fire Chief, 1998
Minneapolis Urban League Willie Adams 612/673-5066
President/CEO, 1998
City of Minneapolis Kathleen O'Brien
Director of Communications, 1997
Minneapolis Emergency Communications Kathleen O'Brien
Director, ] 997
. Minneapolis Employees Retirement Fund Larry Brandts
Executive Director, 1996
City of Minneapolis Kathleen O'Brien
Director of Human Resources, 1995
City of Minneapolis Susan Young
Assistant Director of Solid Waste, 1995
City of Minneapolis Mayor Sharon Sayles Belton
Chief of Police, 1995
Mpls. Public Schools T amra Nelson
Developmental Assessment program, J 995
Minneapolis Community Development Mayor Sharon Sayles Belton
Agency, Executive Director, 1994
City of Minneapolis, Assistant City Kathleen O'Brien
Coordinator for Communications, 1994
Minneapolis Emergency Communications Kathleen O'Brien
Center Director, 1994
. Washington County Elmer Morris
HRA Executive Director, 1993
City of Wilmar Michael Schmidt
Chief of Police, 1993
Page Four
. Public Sector Selection and Assessment
City of Minneapolis James Wright
Quality Coordinator, 1993
City of Minneapolis James Wright
Budget Director, 1993
City of Minneapolis James Wright
ChiefInformation Officer, ] 993
City of Minneapolis Mayor Donald M. Fraser
City Assessor, 1993
Minnesota Historical Society Nina Archebal
Director of Finance and Administration, 1993
Owatonna Public Schools Barry Gillespie
Superintendent, 1993
Minneapolis Neighborhood Revitalization Mayor Donald M. Fraser
Program Director, 1992
. City of Brooklyn Park Jerry Splinter
Chief of Police, 1992
Minneapolis Urban League Bill McMoore
Chief Executive Officer, 1992 Charles Nichols, Sr.
Minneapolis Youth Coordinating Board Mayor Donald M. Fraser
Executive Director, ] 992
Mpls. Dept. of Public Work Richard Straub
Developmenatl Assessment Program, 1991-94
City of Minneapolis Mayor Donald M. Fraser
City Coordinator, 1991
City of Minneapol is Richard Straub
Director of Solid Waste, 1991
City of Minneapolis James Wright
City Finance Officer, 1991
Minneapolis Community Development Mayor Donald M. Fraser
Agency Executive Director, 1990
. Minneapolis Neighborhood Revitalization Deputy Mayor Rip Rapson
Program Director, 1990
Minneapolis Community Action Agency Donna Harris
Executive Director, 1990
Page Five
. Public Sector Selection and Assessment
Minneapolis Civilian Review Authority
Executive Director, 1990 Robert Boughton
University of Minnesota Neil Bakkenist
Assistant Vice President, Physical Plant, 1990
Minnesota Advanced Manufacturing Carolyn Hiatt
Technology Centers, Executive Director, 1989
City of Minneapolis Mayor Donald M. Fraser
City Engineer, 1989
University of Minnesota Rick Heydinger
Director, University Relations, 1989
Minneapolis Public Library and Information Diane Hofstede
Center, Director, 1990
City of Minneapolis Lyall A. Schwarzkopf
Convention Center Manager, 1988
. City of Minneapolis Mayor Donald M. Fraser
Chief of Police, 1988
MN State Department of Human Rights Earl Craig
Commisioner,1987
City of Minneapolis Lyall A. Schwarzkopf
Convention & Visitors Association CEO, 1987
City of Minneapolis Lyall A. Schwarzkopf
Director of Human Resonrces, 1987
City of Minneapolis Mayor Donald M. Fraser
City Assessor, 1986
MNDept. of Revenue James Caddy
Developmenatl Assessment Program, 1985-91
Hennepin County Park Reserve Judith Anderson
District Superintendent, 1984
Minnesota Wellspring Thomas A. Keller
Director, 1983
. Minneapolis Urban Coalition Earl Craig
Executive Director, 1983
Robbinsdale School District Fred Webber
Superintendent, 1982
.
MDA Biography
Robert C. Barnett, Ph.D., L.P.
Executive Vice President & Principal
Bob Barnett gets really jazzed about organizational change. He is a highly strategic,
deep thinking consultant who understands the significant twists and turns required to
create lasting change in dynamic organizations. His style works really well with
senior leaders - he asks pointed questions, observes with a keen eye and give
straightforward counsel in the moment. Clients have learned to count on his broad
perspective to help them build strategies that deliver real world results to their
organizations.
.
Bob's experience as an organizational change specialist and assessment psychologist
is shaped by more than over 25 years of experience. Significant engagements with
clients include Bemis, Novartis, Fairview Hospitals, The University of Minnesota,
Aid Association for Lutherans/Lutheran Brotherhood and The City of Minneapolis,
just to name a few. He is exceptionally skilled at succession planning, executive level
leadership assessment, team building and developing organizational change strategies.
Bob came to MDA in 1982 as an adjunct staff member, andjoined full time as senior
consultant in 1985. He is the managing partner of the fiml and one ofthe owners. He
is a graduate of the University of Mirmesota where he earned his B.A. and Ph.D.
degrees. In 1994 he ventured off to Pepperdine University and earned a Masters in
Organizational Development. Bob is the guy who really makes sure we know our
craft. He is a frequent presenter at the industry think tank SlOP (Society for Industrial
and Organizational Psychology) where he is active on the program committee. He is
a licensed psychologist in the State of Minnesota and adjunct associate professor of
management at St. Mary's University of Minnesota.
Away from the office, Bob is an avid concert-goer and audiophile. There's hardly a
band or a musical genre Bob can't appreciate and he's extremely fond of the Grateful
Dead. Ask Bob about his competitive sailing adventures and his latest techniques for
working on his golf game.
You can contact Bob at 612-259-4243 or bbarnett@mdaconsultinggroup.com
.
.
.
.
MDA Biography
Bill Handschin, Ph.D., L.P.
Senior Consultant
Bill Handschin brings out the best in people with his excellent listening skills and
ability to connect with managers and executives. His experience with research and
validation helps him understand and appreciate technical and analytical personalities.
Clients appreciate his patient, welcoming demeanor and his ability to give clear,
straightforward feedback in complicated situations.
Bill's expertise is shaped by years of real-world experience in working with people
who have technical minds. He started his career as a research scientist working on a
wide range of products from custard filled pastries to breast cancer medicines. He
made the leap into consulting after being fascinated with the difficult transition that
technical professionals faced when advancing into management. Today, Bill has
experience helping with talent management in a variety of organizations in financial
services, retail, manufacturing, public utilities, technology, education, and
government.
Bill co-authored the book Reinventing Yourself Life Planning After 50 with Sandra
Davis, and has completed numerous professional articles and presentations-too
many to mention here. He has also served on the board of the Minnesota Professional
for Psychology Applied to Work.
He completed his B.A. in Zoology and M.S. in Genetics and Cell Biology from the
University of Minnesota. He also earned a Ph.D. in Counseling and
Industrial/Organizational Psychology from the University of Minnesota. He is an
adjunct professor at St. Mary's University and an instructor in the Counseling
Psychology Training Program at the University of Mimlesota. He is a licensed
psychologist in the state of Minnesota.
Bill gets really excited about trains! He is a tireless volunteer and a member of the
Minnesota Transportation Museum's Board of Trustees. It's a good idea to ask Bill
about his collection of photographs of large-scale cement public animal scuJptures-
Paul Bunyan's companion, Babe the Blue Ox, isjust one of hundreds he's collected
over the years.
You can contact Bill at 612-259-4244 or bhands@mdaconsultinggroup.com
.
MDA Biography
Janice Mileo
Consultant
Janice Mileo loves to help leaders achieve their goals. She has a rare combination of
business savvy and knowledge of people that gives her an advantage in understanding
what's getting in the way for leaders and their teams. She is an excellent listener and
has a practical, down-to-earth nature that comes from her experience as a member of a
successful senior leadership team.
.
Janice's two decades of experience in both the business and legal professions gives
her broad real-world experience that she uses in her work with clients at MDA. Her
experience as a vice president and corporate counsel in an organization that
transitioned three CEO's during her 12-year tenure gave her an appreciation for the
crucial role of the "people side" of the business, propelling her to move from a
management role into leadership consulting.
Janice is new to MDA in 2002 and brings consulting expertise in executive coaching,
assessment, conflict resolution, and leadership development. Her experience includes
work for organizations including Harmon AutoGlass, the City of Minneapolis,
Ordway Center for the Performing Arts, Shalom Home, and the law firm of Balogh
Becker Ltd.
Currently, Janice is finalizing her Doctorate in Psychology from Argosy University
(formerly the Minnesota School of Professional Psychology). She holds her J.D. from
the University of Minnesota Law School and a B.A. from Carleton College.
When she's away from the office, Janice enjoys spending time with her two teenage
daughters and attending musicals, the latest of which was A Very Old Man with
Enormous Wings at the Children's Theater Company. She grew up in New Jersey and
now enjoys the splendor ofthe Minnesota outdoors.
You can contact Janice at 612-259-4255 or jmileo@mdaconsultinggroup.com
.
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Public Administration Associates, LLC
P.O. Box 282
Oshkosh WI 54903
Phone: 920-235-0279
Fox: 801-659-8673
Emai!: paassoc@ftorthnet.net
March 4, 2003
Ms. Cynthia Young
Deputy Clerk/Hurnan Resources Director
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Dear Ms. Young:
This letter is in response to your e-mail of this date transmitting an RFP to provide Executive Search Consulting
Services to select a City Administrator for your city.
I somewhat regret to inform you that we will not he submitting a proposal which conforms to the performance
specifications contained in the RFP. If that disqualifies us, that is certainly acceptable and understandable from our
. standpoint.
Dr. Steve Hintz, Professor of Public Affairs at UW-O; and Denise Frueh and I formed Public Administration
Associates in 1998. I am enclosing an explanation of our company and the benefits it has to offer governmental
entities. We formed the company mostly for the purpose of enhancing the City Administration profession. The
methods and practices we use in Executive Searches follow procedures that we have found to be most workable and
almost guarantee that our clients will he pleased. If we do not follow our procedures, we are not interested in doing the
work.
Our philosophy, (we have found from serving our other Minnesota client, Oak Park Heights), differs from other
consultants and apparently the method you outline in the RFP in that we helieve our mission and ouroose it so suoolv
the best oossible information to the governing bodv in order for them to make the best oossihle decision. We do not
feel comfortable in making those final decisions or "identifying 'top' candidates for personal interviews". Our only
individual recommendations come when the total field is narrowed to ten semi-finalists for the further checking of
references and the preparation of videotape interviews. We then depend on the governing body, through individual,
independent ratings, to determine the finalists to be interviewed. In other words, we rely on the governing body
making the decisions, not the consultant.
I am enclosing a copy of the municipalities we have assisted in their executive searches. Together, we have assisted
almost one hundred connnunities and counties in their searches for new administrators. As a result of that extensive
experience, we have almost 350 detailed reference files and over 250 videotapes of possible candidates. Our
experience is mostly in the State of Wisconsin, but from the standpoint of the number of Chief Executives placed, we
rank as one of the busiest firms in the United States.
. The partners have many years of leadership experience in both the Wisconsin City/County Management Association
and the Intemational City/County Management Association. We know many of the potential candidates and that
ability will give you access to a wide range of prospects to fill the position with the best possible person.
. Many studies have shown that those municipalities that utilize executive search firms select a person who more closely
fits the needs of the community and thus, they are more satisfied with their choice. We try to provide all the
infonnation possible to assist you in the selection process. We also handle all the paperwork of notifications,
negotiations, etc. .. thus saving your staff the additional workload and clerical work in this regard. In a nutshell, we
facilitate the process in a very effective and efficient manner.
Many times communities will feel they cannot afford the services of an executive search finn to assist them. One of
the reasons we created this finn is to overcome this detriment. Historically, the charges for our services are about one-
third of the charges of other executive search finns. It will typically cost approximately one month's salary of the
position being filled. The fees proposed in our proposal allow for three on-site meetings-the first to select the semi-
finalists; the second to select the finalists; and the third to select the person. Therefore we will not be present to make
a verbal presentation of our proposal at the March 17th meeting, unless the city wants to pay the expenses for such a
meeting. We would, of course, be available for a telephone interview on that date and would be happy to address any
questions. We also will not be preparing 10 copies of the reports or additional copies of our proposal.
Several times we have been asked why our fees are so much less than our competitors. We purposely keep the fees
low because we are dedicated to promoting the "best" in Public Administration. As we tell our clients, "please don't
hire us because we are the lowest cost, hire us because we provide the best service." I believe that if you contact the
officials ofany of the cities, villages and towns that we have served, they will agree with that assessment.
Our services do not end when you hire your administrator. At no cost, we stay in touch with you and the person you
hire throughout their tenure to offer whatever assistance and advice may be needed. We take a personal interest in
making your choice as successful as possible and we feel our lengthy experiences may be of assistance to your new
administrator.
. If you let us know as soon as possible, we can work with you in developing and placing the advertisement. In this
regard, it would be helpful to know the salary range for the position and some details or descriptive information about
both the position and the community for use in the advertisements. In our recent recruitment effort in Oak Park
Heights, MN, we worked with the local officials in developing a "Recruitment Profile" for the position.
I am enclosing a proposal that outlines the nature and extent of our services. I would draw your attention to the last
paragraph in the Proposal. In effect, we guarantee satisfaction with our work or we do it again at no cost to you but
direct expenses.
Please call if! can answer any questions or concerns you may have regarding this proposal.
Thank you for your consideration.
Sincerely,
William D. Frueh
Partner, Public Administration Associates
Attachments: Proposal-Arden Hills
What is P AA 2002
Administrator Job List
.
.
A PROPOSAL SUBMITTED TO THE CITY OF ARDEN HILLS
FOR THE RECRUITMENT OF THE POSITION OF
CITY ADMINISTRATOR
This proposal describes the activities to be performed by Public Administration Associates,
acting as a consultant for the City of Arden Hills in the recruitment and selection of a City
Administrator. It also lists the cost of these services and suggests time frame schedules for the
process.
The recruitment process outlined below has been designed to recruit the most qualified candidates
for consideration for appointment as the City Administrator.
1. Assist the City in the preparation and placement of advertisements for the position;
2. Review applications, prepare mini-resumes on each candidate, acknowledge receipt of
applications and sort into appropriate categories;
3. Review applications with the Mayor and City Council for selection of semi-finalists
(probably 8 to 10);
.
4. Contact semi-finalists, conduct background and reference checks while the semi-finalists
are preparing a six-minute videotape of themselves responding to six questions;
5. Review semi-finalists with the Mayor and City Council for selection of candidates to be
interviewed (probably 3 to 5);
6. Work with the Mayor and City Council, City staff, and candidates to arrange interviews;
7. Assist in the interview process, including arranging the schedule, coordinating plans with
candidates, providing sample interview questions, observing the interviews, facilitating the
selection of the first choice, and generally seeing that the interviews run smoothly;
8. Provide Negotiation Assistance by conveying terms to and from the candidate selected
until agreement is reached;
9. Prepare letters thanking all applicants and notifying them ofthe final result.
Cost
The project costs for professional services will be $6,000 plus reimbursement of actual out-of-
pocket expenses such as postage, copying, long distance phone calls, mileage, and other
miscellaneous items, which are estimated to be in the range of $800 to $1,200. Reimbursement
.' of our-of-pocket expenses will not exceed $1,500 under any circumstances.
Accepted:
. City of Arden Hills
.
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Time Schedule
The process can proceed at a pace approved by the Mayor and City Council. However, once
it has been started it is important to proceed in an expeditious manner. The following is a
suggested schedule:
Timeline
Action
Week 1
Prepare and Place Advertisements with International City Management
Association, Minnesota Municipal League Bulletin, Wisconsin League of
Municipalities web site, and on the Internet. We wonld also post the position
with six graduate schools of Public Administration, (three of which are in
Minnesota). All advertising costs will either be directly billed to the City of
Arden Hills or will be a reimbursable expense if paid by P AA.
Week 8
Closing Date for applicants (Approximately May 1, 2003)
Week 9
Meet with the Mayor and City Council, or committee, to review applicants and
select semi-finalists (Approximately May 7, 2003)
Week 11
Meet with the Mayor aud City Council, or committee, to review semi-finalists
and select finalists (Approximately May 21, 2003)
Week 13
Interview finalists, select first choice, and authorize consultant to
negotiate terms with final choice (Approximately May 30th & 131",2003)
Week 14
Make offer and execute employment agreement in open session (knowing that it
will be accepted)
Week 18
New Administrator arrives (assuming that the Administrator must give
approximately 30 days notice in present position-Approximately July 1, 2003)
In the unlikely event that none of the finalist candidates are chosen, we will continue the search on
your behalf at no added cost beyond direct expenses. In addition, if within the first year of
employment the City Administrator resigns or is dismissed for cause, we will conduct another
search for direct expense only. There will be no charge for our professional services.
Signed:
Partner, Public Administration Associates
Dated:
Dated:
.
.
.
Manager/Administrator Searches Conducted by Partners of
Public Administration Associates, LLC
State of Wisconsin (unless otherwise noted)
Cities
Adams (2)
Antigo (2)
Ashland
Baraboo (2)
Berlin
Brillion
CIintonville
Delavan (2)
DePere (3)
Elroy (2)
Evansville (3)
Fond du Lac
Fox Lake
Hartford
Hillsboro
Hudson
Jefferson
Lancaster (2)
Marshfield (2)
Mauston
Mequon
Milton
Monona
New Lisbon
New London (2)
Niagara
Oak Park Heights, MN
Oconto
Platteville (2)
Reedsburg
Rice Lake
St. Croix Falls
Sturgeon Bay (2)
Tomah
Verona
Washburn (2)
Waukesha
Waunakee
Waupaca
Wauwatosa
VilIae:es
Bayside (3)
Bellevue
Elm Grove
Fox Point (2)
Grafton
Greendale
Hartland
Howard (2)
Johnson Creek(2)
Little Chute (2)
Maple Bluff
New G1arus
North Fond du Lac
Oregon
Osceola
Palmyra
Pardeeville
Slinger
Spring Green
Thiensville (2)
Twin Lakes
Union Grove
Winneconne
Whitefish Bay
Towns
Cedarburg
Grand Chute
Greenville
Howard
La Pointe
Menasha (3)
Rib Mountain
Richfield
Weston
Counties
Shawano
Public Admiuistration Associates, LLC
.What is Public Administration Associates, LLC?
Public Administration Associates, LLC, is a consulting firm specializing in local government recruitment
and management studies. William Frueh, Denise Frueh, and Stephen Hintz, who are partners, formed it in
April 1998.
What expertise do the partners have in local government?
Denise Frueh has served as the deputy assessor for the City of Oshkosh. She received her Master of
Business Administration from the University of Wisconsin Oshkosh. She has been actively consulting
since 1996.
Dr. Stephen Hintz was been on the faculty of the University of Wisconsin Oshkosh since 1972 where he
taught personnel, budgeting, and municipal management in the Master of Public Administration program.
For twenty years, he served as executive secretary of the Wisconsin City/County Management Association.
Hintz holds a Ph.D. in political science from Yale University. He has been consulting with municipalities
on recruitment and management issues since 1980. In 1998, Hintz was elected to the Oshkosh Common
Council and is currently the Mayor of Oshkosh. In 2001, he received the prestigious Sweeney Academic
Award from the International City/County Managernent Association for his lifelong work in promoting
public administration.
William Frueh has 40 years of experience in local and state governments as a City Manager in Council
All Llffs, Iowa; Newton, New Jersey; Shawnee, Oklahoma and retired in 1996 after 20 years as the city
~anager of Oshkosh, Wisconsin. He also served as the Director of Economic and Community Affairs for
the State of Oklahoma. Recently, Oshkosh Citizens and the Oshkosh Northwestern newspaper named Bill
as one of the ten people in Oshkosh who most influenced the development of Oshkosh during the twentieth
century. Frueh received his bachelor's degree in Civil Engineering from Iowa State University and has
experience as a City Engineer and Public Works Director. He has been actively consulting since 1996 and
is a Life Member of both the International City/County Management Association and WCMA.
What is the range of activity of Public Administration Associates, LLC?
Public Administration Associates, LLC, concentrates exclusively on local government activities. Its
partners are very familiar with municipal government and have a wide network of contacts in local
government throughout the United States.
During the past 14 years, the partners have been responsible for the recruitment of more than 90 Managers
and Administrators, more than any other firm in the State of Wisconsin. The partners also conduct many
studies on municipal organization, management, public safety, personnel and budgeting.
Why is the cost of services performed by Public Administration Associates, LLC, likely to be less
than the cost of services from other consulting firms?
The partners do all work on the projects. It does not maintain separate office facilities, employ staff, or
.gage in advertising and promotion. In addition, although Public Administration Associates, LLC,
believes that its partners are fairly compensated, it is committed to fostering effective and efficient local
government and sensitive to the fact that public officials must be prudent in spending public money.
.
CORPORATE HEADQUARTERS
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$.\1-< t'R....NClSCO
Vi ASH1NCTON, DC
PERSON-lliL
DECISIONS
INTERNATIONAL
3 March 2003
2000 Plaza VII TOwer
45 South Seventh Streel
Minneapolis, A,firmesota 55402-1608
Phone 800 6334410 Fax 612 904 7120
WUJW. personneldedsions. com
MAX1MlZE POTEI'<TIAL. ACCELERATE SUCCESS
Cynthia Young
Deputy Clerk/Human Resources Dir.
City of Arden Hills
1245 West Highway 96
Arden Hills, lYfN 55112
Dear Ms. Young:
Thank you for the opportunity to help Arden Hills recruit and select its next city
administrator.
In addition to selecting the most qualified individual for the position, PDI's approach would
be characterized by the following:
. A process that brings together elected officials, city staff, and other key individuals
in the community.
. An in-depth understanding of Arden Hills' current and future needs.
. A process that treats all participants with the highest degree of respect.
. Professional expertise in assessing and predicting candidates' leadership style,
problem solving capability, and other key characteristics.
. Local presence and frequent, open communication Vlith both elected officials and
staff.
\"'fIe have just completed the city manager selection for Eden Prairie, Golden Valley, and
Brooklyn Park, and I was very impressed '\vith both the quality and number of candidates. I
would expect a comparable applicant pool for Arden Hills. We are currently completing
processes for Bumsville and Savage.
\'V'ould you please inform your mayor and council that I, as principal consultant, will be
presenting results of the Bumsville city manager selection process to Burnsvillc's
mayor/council from 6:00 p.m. to approximately 7:30 p.m. on Monday, March 17? Section
III of your Request for Proposals indicates that you ate expecting verbal presentation to
your mayor and city council at their work session on that date. I hope we can fmd a mutually
feasible time to meet.
Thank you for your continued interest in PDI. I very much look forward to assisting l\rden
Hills in making this important decision and helping city government be all it can possibly be.
Cordially,
~~/~
Harry Brull
Senior Vice President, Public Sector SerVICes
PERSONNEl DccrsJo:-,,'s INHRN.'\ nO",_'\L COHPOIUTfON
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City of Arden Hills
Search, Recruitment, and Selection of
City Administrator
3 March 2003
Harry Brull, Senior Vice President Public Sector Services
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STATEMENT OF CONFIDENTIALITY
I
This proposal is an unpublished copyrighted work containing trade secret and other proprietary
information afPersanoel Decisions lmernational Corporation. This copy has been provided on the basis
of suict confidentiality and the express undem,mding that it may not be reproduced except by City of
Arden Hills for use in evaluating rl1<' proposed project, and may not be revealed to any person,
organization. consultant, or vendor \vithom express written pennission from Personnel Decisions
International.
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Personnel Decisions International
2000 PlaZJ Vll Tower
45 South Seve-mh Sueet
Minneapolis, MN 55402-1608
612.339.0'127
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TABLE OF
CONTENTS
BACKGROUND
1
ApPROACH AND METHODOLOGY
3
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Activity One: Job Analysis/ Detem1ination of Position
Requirements
3
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Activity Two: Recruitment
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Activity Three: Screening
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Activity Four: Evaluation
4
Activity Five: Finalist Assessment
5
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Activity Six: Six-Month Performance Review
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DIVISION OF RESPONSIBILITY
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LONGEVITY GUARANTEE
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TIME FRAMES
9
PRICING (FOR EACH PROCESS)
10
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REFERENCES
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ApPENDIX A: PROJECT TEAM BIOGRAPHIES
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BACKGROUND
Personnel Decisions International (PO I) is a full-service
industrial/ organizational psychology consulting firn, headquartered in
Minneapolis. Our general expertise lies in the area of assessment and
development of both individuals and organizations. Since our
founding in 1967 by Drs. Marvin Dunnette of the University of
Minnesota and Wayne Kirchner of 3M, we have evaluated the
competence of over 10,000 applicants for managerial and executive
positions. Clients for these services include private industry, nonprofit
organizations, and agencies oflocal, state, and federal government.
As leaders in the field of work-related assessment, we have developed a
wide range of screening and assessment tools designed to provide
decision makers with accurate and powerful information regarding the
specific capabilities of each individual.
In the public and nonprofit arenas, we have extended our services to
include the identification and notification of candidates who meet the
necessary qualifications and may have interest in the position. These
"np-front" services are designed to effectively notify the largest possible
pool of qualified applicants, giving the hiring agency maximum choice
in the subsequent selection process. PD I has conducted these
procedures for a wide variety of positions including:
. County Administrator
. City Adrninistrator
. City Manager
. School Superintendent
. School Principal
. Library of Congress Professional Positions
. Federal Trade Commission Professional Positions
. U. S. Postal Service Executive Positions
. Police Chief
. Fire Chief
. Personnel Director
. City Clerk
. City Engineer
. State Nursing Association Director
. Youth Agency Executive Director
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PDI.is also a nationwide leader in the design and implementation of fair
employment practices. Weare frequently called upon to design
selection procedures under federal consent decrees and U.S.
Department of Justice auspices. We also have provided expert
testimony in both state and federal courts regarding race and gender
fairness of selection procedures. Our assessment procedures allow for
the accurate comparison of both internal and external candidates.
All procedures and processes for this project conform to applicable
state, federal, and professional guidelines including EEO, Affirmative
Action, Uniform Guidelines for Employee Selection, Minnesota
Human Rights, and POST.
The key staff for this project will be drawn from PDi's Public Sector
Division, which specializes in services to agencies of government. The
following individuals will serve as key staff members; all have had
extensive experience in recruitment and selection of top executive
public sector positions.
. Project Manager-Harry Brull
. Project Principal--Donna DiMenna
Please see Appendix A for a description of these individuals'
expenence.
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ApPROACH AND
METHODOLOGY
Activity One: Job Analysisl Determination of Position
Requirements
PDI would conduct interviews with the Council and other key
individuals to determine the mix of skills and abilities required in the
position. Input would be gathered from staff through the use of a
questionnaire. In addition, we would review relevant documentation
such as position descriptions, organizational charts, etc. This
information would be compiled into an updated position description
and position profile, and become the basis for advertisements and other
recruiting literature. These documents would also include details such
as minimal qualifications, desired experience, and other factors relevant
to recruitment and selection. As experts in the process of job analysis,
PDI would ensure that the resulting necessary qualifications meet all
legal guidelines and provide a blueprint against which to compare
subsequent candidate qualifications.
We estimate that this step could be completed within two weeks.
Activity Two: Recruitment
We would work with the City Council to determine the scope of the
recruitment (regional, national, etc.). During our conversations, PDI
would determine the location and current job responsibilities of
individuals most likely to meet the position requirements. We would
then designate a recruiting strategy including relevant publications,
broadcast letters, and a mechanism for nominations that would yield
the largest number of most qualified applicants for the position. We
could coordinate a survey effort to determine the competitiveness of
the salary package if necessary. Based upon past experience, we would
anticipate that the combination of advertisement and specific letter
writing would yield. at a minimum, 25 qualified applicants for the
position.
Depending upon publication schedules of any designated periodicals,
this step would begin (he timeline.
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Activity Three: Screening
Based upon the minimum qualifications and position profile, PDI
would screen applications to determine which individuals have the
highest likelihood of meeting the position requirements. Based upon
the job requirements and position profile, PDI would design the
following instruments and procedures to conduct a first screen of
resumes:
. Assessment of minimum qualifications-Resumes would be
checked to ensure that all minirnum qualifications are met.
. Resume scoring form and decision rules-Based upon the
position documentation, PDI would design a process whereby
resumes may be quantitatively evaluated and scored to yield
groupings of continuing candidates.
We would ensure that all procedures meet requirements for affirmative
action, EEOC, and federal and state law.
As part of this step, we would ensure that all candidates receive
information regarding the following:
. Procedures to alert them of their continuing status in the process
. Conditions regarding confidentiality
. Selection process timetable
Given the projected numbers of individuals who may apply, we would
recommend a follow-up screening process that would involve mailing
further requests for information to applicants. This will allow more
valid decisions regarding which individuals should achieve semi-finalist
status. Such requests for information may include:
. "Targeted" resumes--Response to specific questions regarding
the scope and extent of their experiences
. Responses to essay questions
. Documentation of specific accomplishments
Using this two-tier screening process, we would expect that the
screening effort would require approximately three to four weeks.
Activity Four: Evaluation
Depending upon the qualifications of candidates, we would expect to
present approximately six to ten candidates for further selection
procedures. Depending upon the wishes of the Council, we would
designate a set of information-gathering procedures designed to
produce more detailed infomlation about this smaller group of
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applicants. This set of techniques could include but not be limited to
the following:
. Oral interview panels-0ne or more formal interview procedures
conducted by designated individuals such as Council members,
staff members, etc. PDI has had considerable success using staff
interviews for input into the selection of the chief executive.
. Written testing-Based upon PDl's background in managerial
assessment, instruments designed to yield infomlation regarding
problem solving ability; faculty with words, nurnbers, and
concepts; leadership style; interpersonal style; ete.
. Assessment center activities--Simulations designed to assess the
candidates' capabilities regarding specific tasks required of the
position. These would include such experiences as In-basket
Exercises, Press Conferences, Meetings with Subordinates. etc.
The cornbination of approaches will yield the most accurate and stable
assessment of the individual candidate's skills and abilities. PDI would
compile information gathered in the form of confidential reports for
each viable applicant and submit them to the Council for discussion
and decisions regarding finalist status.
Depending upon the nature and extent of procedures used, this step
would require approximately 1:\'10 weeks.
Activity Five: Finalist Assessment
At this point, PDI would coordinate extensive information gathering
regarding the finalist candidates. These activities could include:
. In-depth appraisal
. Primary and secondary reference checking
. Computer press search
. Design and training of Council Interview
At this point, the Council would conduct interviews with finalist
applicants. PDI would be able to assist in final negotiations after the
Council has made its hiring decision.
Based upon the procedures required, we estimate that this step could be
accomplished in approximately two weeks.
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Activity Six: Six-Month Performance Review
As part ofPDl's responsibility, we would engineer a six-month
performance review of the new City Administrator, which includes the
following components:
. Input from each Council member
. Input from key staff
. Summary and collation of results
. Presentation of results to the Council
. Face-to-face session with the new Administrator and
Mayor/Council to discuss results
This process allows for early "course corrections" if needed, helping to
ensure success for the individual and the City.
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DIVISION OF
RESPONSIBILITY
As consultant to the City on this project, PD I is prepared to assume the
following responsibilities:
. Design of all job analysis and candidate evaluation procedures
. Provision to the Council of valid information regarding the
knowledge, skills, and abilities of each applicant
. Assistance in response to interested parties such as staff, the media,
etc.
. Assistance in contract negotiations with chosen candidate
We see the City's responsibility as follows:
. Approval of all documents and procedures
. Decision making or, at a minimum, approval of decisions
regarding the status of any and all individual applicants
. Securing of physical locations for job analysis sessions, interviews,
asseSSlllent center activities, ete.
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LONGEVITY
GUARANTEE
If the individual(s) selected through a PDI process leave voluntarily
during a two-year period or are tem1inated for cause during the time
period, PDI is prepared to replicate the search process with all labor
costs waived.
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TIME FRAMES
The following time frames can be used as estimates:
Weeks from
Activity Project Start
Activities 1-2: 1-4
Job Analysis and Recruitment
Activity 3: 5-7
Screening
Activity 4: 7-9
Evaluation
Activity 5: 9-12
Finalist Assessment
New Administrator Start 12+
Date
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PRICING (FOR
EACH PROCESS)
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Activitv One: lob Analvsis/Position Reauirements $3,000
Activity Two: Recruitment
. Consultation $1,500
. Implementation (design and mail ads, broadcast
letters, etc.)
Activity Three: Screening
. Design $2,000
. Evaluation of candidates
Activity Four: Evaluation
. Design and training of panel interview $3,000
. Design and training of staff interview
Activity Five: Finalist Assessment
. In-depth appraisal $7,000
. Prirnary and secondary reference checking
. Computer press search
. Design and training of Council interview
Activitv Six: Six-month Review $1,000*
Proiect rnanagernent $3,000
Labor subtotal (assuming no more than 3 finalists) $19,500
* Charge is waived if first five activities are utilized
Expenses
Out-of-pocket expenses such as advertising. telephone, etc., will be
billed at cost; estimates for each process are as follows:
. Advertising
$950
$200
$11J1J
. Postage
. Telephone
. Candidate travel costs (depends upon the number, location, etc.)
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Expense Totals
Maximum Labor
Maximum Expenses
Total
$19,500
1.250
$20,750
Anticipated Hours
Harold P. Brull: 36 hours @ $350 = $12,600
Donna DiMenna: 18 hours @ $250 = 4,500
Administrative Support: 2.400
(32 hrs. @ $75) $19.500
FEE
PAYMENT
SCHEDULE
PDI will submit monthly invoices for work perfomled and expenses
incurred. A "hold-back" percentage on the part of the city is
satisfactory .
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REFERENCES
The following individuals can attest to the quality ofPDI's services for
executive selection:
. Washington County, Minnesota
Jim Schug, County Administrator
(651) 439-3220
. Apple Valley, Minnesota
Annette Margarit, I-luman Resource Manager (former)
(763) 545-2525
. City ofLino Lakes, Minnesota
John Bergeson, Mayor
(651) 464-5562
. City ofLino Lakes, Minnesota
Linda Waite Smith, City Administrator
(651) 464-5562
. City of Minneapolis, Minnesota
Ann Eilbracht, Human Resource Director
(612) 673-3000
. City of Minnetonka, Minnesota
David Childs. City Manager (former)
(530) 542-6045
. City of New Hope
Dan Donahue, City Manager
(763) 531-5112
. City of North St. Paul
Wally Wysopal, City Manager
(651) 748-2532
. City of Oakdale
Craig Waldron, City Administrator
(651) 730-2705
. Scott County, Minnesota
Dave Kigin. Personnel Director
(952) 496-8703
. Dakota County, Minnesota
Will Volk, Employee Relations Director
(651) 438-4422
. Dakota County, Minnesota
Brandt Richardson, County Administrator
(651) 437-3191
. City of Shore view, Minnesota
Terry Schwerm, City Manager
(651) 490-4610
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~ . City of Plymouth, Minnesota
Dwight Johnson, City Manager
(952) 509-1681
. City of Shakopee, Minnesota
I Mark McNeill, City Administrator
(612) 445-3650
. City of Brooklyn Park
I Doug Reeder, City Administrator
(763) 424-8002
I . Anoka County
Melanie Ault, Human Resources Director
(763) 323-5525
I . City of Bloomington, Minnesota
Mark Bernhardson, City Manager
I (952) 948-8780
. City of Burns vi lie, Minnesota
I Jill Hansen, Human Resources Director
(952) 895-4471
. City of Chanhassen. Minnesota
.. Nancy Mancino, Mayor (former)
(952) 474-3861
I . City of Eagan, Minnesota
Tom Hedges, City Administrator
(651) 681-4613
I . City of Prior Lake, Minnesota
Frank Boyles, City Manager
I (763) 447-9801
. City of Rochester, Minnesota
Linda Gilsrud, Personnel Director
I (507) 285-8086
City of SI. Louis Park, Minnesota
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I Charlie Meyer, City Manager
(952) 924-2526
. City of Golden Valley, Minnesota
I Scott Grayson, Council Member
(952) 593-0515
I . City of Edina
Gordon Hughes, City Manager
, (952) 927-8861
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. City of Fridley, Minnesota
William Burns, City Manager
(763) 572-3500
. City of Hastings, Minnesota
Michael Werner, Mayor
(651) 437-4127
. City of Hastings, Minnesota
David Osberg, City Administrator
(651) 437-4127
. Hopkins Schools, Minnesota
Dennis Dahlman, Personnel Director
(952) 933-9101
. Edina Public Schools, Minnesota
Ken Dragseth, Superintendent
(952) 944-3613
. Metropolitan Airports Commission
]effHamiel, Executive Director
(612) 726-1892
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ApPENDIX A: PROJECT TEAM BIOGRAPHIES
Harold P. Brull
." is Senior Vice President, Public Sector Services of Personnel Decisions Intemational.
During his 25 years at PDI, he has designed selection procedures for over 1,000 local, state,
and federal agencies. He has had hands-on experience in the recruitment and selection of key
executives for local government throughout the United States as well as state and federal
projects. His first project with PDI was the 1978 selection of the City of Minneapolis' first
police chief from outside the agency.
Prior to joining PDI, he served as a Senior Probation Officer, educator, and general
contractor. He has taught at Cornell University, University of Minnesota, Minneapolis
Community College, Saint Olaf College, and the Southern Police Institute. He received his
M.S. from the State University of New York in 1973, and is a Ph.D. candidate in educational
psychology at the University of Minnesota. He is a licensed psychologist in the State of
Minnesota.
Donna DiMenna, Psy.D., L.P.
...is a Consultant at Personnel Decisions International (PDI). With a focus on assessment and
coaching, she conducts individual assessments to select and develop managers and executives,
and provides tailored individual training for skill enhancement. Dr. DiMenna also works as a
coach and trainer in PDl's Coaching programs, tailored programs that provide training and
feedback to professionals in areas causing perfomlance limitations or leadership derailment.
Prior to joining PD I, Dr. DiMenna had a private practice for 10 years offering counseling,
coaching, consulting, and team building to individuals and groups. She also authored a book
on bibliotherapy, a review of330 self-help books germane to mental health.
During her career, Dr. DiMenna has worked in health care and education. and has presented
workshops on a wide variety of topics.
Dr. DiMenno received her Bachelor of Arts in Political Science from the University of
Minnesota, and a Masters and Doctorate in Counseling Psychology from the University of St.
Thornas. She is a member of Minnesota Psychological Association, and Minnesota Women
Psychologists.
Copyright (f:' 2003 Personnel Decisions Imernation:.]
All Righrs Res~rv\'d
3/3/2003
.
.
.
Sathe Executive Search
March 3,2003
Ms. Cynthia Young
Deputy Clerk/Hurnan Resources Director
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Re: City Administrator Search
Dear Ms. Young:
Sathe Executive Search is honored to be invited to submit this proposal to help you recruit and hire a City
Administrator. If you select us we will not accept any similar metro area searches during this engagement
in order to concentrate on your search until your assignment is completed.
Sathe Executive Search was established in 1974. We have provided recruitment services for over 600
organizations and have filled nearly 2,700 positions. We have worked with many cities on numerous City
Administrator/City Manager searches over the years.
We are honored by the Greater Minneapolis Chamber of Commerce as the only search firm to receive
their Keystone A ward. This recognition is presented for community service. Each year since 1988, we
havc given at least 5% of our gross profits to support worthy community projects.
Our brochure provides an overview of our search process. In this proposal we will address the finer
points unique to the Arden Hills assignment.
STEPS WE WILL FOLLOW IN THE CITY OF ARDEN HILLS
CITY ADMINISTRATOR SEARCH
Survey, Consensus Building and Profile Development
When your search team assembles to make a unified hiring decision, it is important from the onset that
the goals and desired outcomes be clearly defined. For example, some team members may emphasize
skills in planning and economic development, while others may favor skills in finance, human resources,
communications skills, or community programming.
To achieve a consensus, Sathe Executive Search will craft a set of proprietary survey tools (sample
enclosed) to identify points of agreement and disagreement among the search team members.
Additionally, during our meetings, we will listen to all views of what is needed for success in the position.
With your approval, we would like to interview some city hall staff and active citizens to get their input
and hclp them feel included in the selection process.
The Sathe Building. 5821 Cedar Lake Road. Minneapolis. MN. 55416
Phone (952) 546-2100. Fax (952) 546-6930 . (800) 848-4912 ext. 3837. UJUJw.sathe.com
Building Better Teams Since 1974
Ms. Cynthia Young
City of Arden Hills
March 3. 2003
Page 2
.
The next step is to meet as a group to discuss areas of agreement and to reach a consensus on matters
where opinions may differ. After differences are resolved, we will draft a position profile for your
approval. The profile will clarify the scope ofthe position and the key attributes that you have agreed are
important. The profile also serves as an effective recruiting tool after our initial contact with candidates.
Targeted Custom Research aud Sourcing
After the survey, consensus building, and profile are completed, we will build a target list to begin our
research stage to identify and locate qualified candidates. We will initiate direct contact with targeted
individuals and invite them to consider your opportnnity. We also ask for referrals. We may place
tailored announcements in various media, including the Internet and our website at www.sathe.com.so
that additional candidates may contact us. Our previous searches and extensive database are often a
productive resource to generate qualified referrals, as well. It is likely that we will have contact with over
one hundred prospective candidates during this phase of the search process.
Methods to Identify Candidates
I. Direct recruiting from targeted cities.
2. The Sathe candidate database developed over 28 years.
3. The Internet, including our website at www.sathe.com.
4. References from colleagues in the search industry.
5. Position announcements in select media.
6. Referrals from Arden Hills and search committee.
.
Search Firm Iuterviews and Evaluations
Each candidate's background will be carefully reviewed to identify and select tbe most qualified
candidates from those we have contacted. You may suggest candidates to us who you may like us to
evaluate and include in our process.
As a representative the City of Arden Hills, of we assure you that all candidates will be given equal
consideration under the Title Seven Law and will not be discriminated against on the basis of age, race,
gender, religion, national origin, etc.
Progress Report and Meeting
After approximately four weeks, we recommend that we meet with you to review our progress.
We will prepare summary narratives on the most qualified candidates and present any additional useful
information uncovered during the course of our work. Using your feedback, we will recommend a short
list of candidates for your in depth interviews.
City of Arden Hills Search Committee Candidate Interviews
With your approval, the short list of candidates will be scheduled to meet with the City of Arden Hills
representatives from your search committee.
Sathe Executive Search will be onsite to assist with scheduling and logistic issues during these interviews
to ensure that the process goes smoothly. Needless to say, it is equally important that the City of Arden
Hills make a positive impression on all finalist candidates so they remain excited about the opportnnity
until your final selection is made. Prior to this meeting we will ofler to conduct an interview training
session so that all interviewers are comfortable with the kinds of questions that can and should be asked.
. We will suggest several interview formats keeping in mind the Open Meeting Law.
.
.
.
Ms. Cynthia Young
City of Arden Hills
March 3. 2003
Page3
3600 Reference Check
After you choose your finalists we will conduct thorough 360' reference checks respecting the fact that a
recruited candidate may be interviewing with us confidentially and cannot risk having their current
employer becoming aware of their interest in the City of Arden Hills City Administrator position.
We coined the phrase '3600' because we endeavor to contact subordinates, peers, supervisors, and other
individuals that may know the candidate from various perspectives. The reference checks will be
benchmarked against the initial survey results and the position profile that we developed together at the
beginning of the search to assure that we are on target.
Additionally, we can contract an outside service to verify academic credentials, past employment records,
driving records, education, credit standing, and potential legal findings.
Outside Testing
The final candidate may be evaluated further by an independent outside assessment organization to test
the candidate against your position profile and make comparisons to others in the city administration
field. The assessment organization can also analyze the candidate's interpersonal management style to
validate or challenge the opinions you formed during your interview process.
The Offer
With your guidance we will prepare and present an offer and negotiate any points of difference on your
behalf.
We are accustomed to dealing with family issues arising from ajob change: spouse's career, children in
school, real estate, etc. We will assist in every way to ensure a smooth transition from the candidate's
current position to the City Administrator position with the City of Arden Hills.
Follow-Up
After the hire, we will remain "on call" to assist you if new issues develop after the candidate has started.
We have a 95% success rate vs. an industry average of 77%.
Timetable
Searches of this kind typically take 60 to 90 days depending on your availability to schedule meetings and
interviews. We feel certain that qualified candidates can be presented within 30 days of commencing the
search.
Sathe Executive Search Team
The search team at Sathe Executive Search will be lead by Greg Albrecht and Mark Sathe. Greg and
Mark will be provided administration support by Vicki Walzer, Mariah Broz, and Annette Drieslein. The
Sathe firm has conducted dozens of searches for City Administrators throughout our history. References
are included in the brochure.
City of Arden Hills "Exclusive Client" Advantage
We think it is important to emphasize that Sathe Executive Search accepts only one search of a kind at a
time to ensure that you, the client do not have to compete with other clients for our resources or the best
candidates. Therefore, if we are hired by Arden Hills, we will not accept another search requiring a
. ~
Ms. Cynthia Young
City of Arden Hills
March 3. 2003
Page 4
.
similar pool of candidates until you have selected your City Administrator. We encourage you to ask
each search firm you are considering whether they will otTer you this same exclusive status.
Fees
Our fee structure offers flexibility which has enabled us to accommodate each client's preferences. Our
standard fee is based on one-third ofthe position's annual gross compensation. Or, some clients prefer a
negotiated set project fee. Our fee will be $20,000 for the Arden Hills search, including our expenses.
Sathe Executive Search accepts only retained assignments and we continue our efforts on each
assignment until it is completed to the cl ient's satisfaction.
Billing Cycle
Our fee is submitted in three installments. Upon your authorization to proceed, we will submit the first
invoice. A second invoice will follow mid-search, typically at 45 days, which reflects the work
completed plus expenses incurred on your behalf. The third invoice will be issued when the search is
concluded.
Guarautee
Our successful placement ratio is 95%, however, if the candidate you selected is not the right fit we will
reopen the search for up to one year for no additional charge except expenses.
The staff at Sathe Executive Search (hanks you for considering our search service. If selected, we pledge
to do our best for the City of Arden Hills by helping you clarify the ideal candidate profile, research aud
recruit the most suitable candidates, orchestrate the interviews and selection process, and achieve the
. ultimate hire for your community.
Respectfully submitted,
~o.-. J CtP1~t
Greg Albrec~
Partner
c '"' ~
rr1tJ;~ c~~/
Mark Sathe
Founding Partner
Accepted by:
Cynthia Young
Dcputy Clerk, Human Resources Director
City of Arden Hills
Date
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Sathe Executive Search
GREG ALBRECHT
PARTNER
Greg Albrecht is a Partner specializing in executive searches for Sathe Executive Search. Functional specialties
include accounting, finance, marketing and sales, manufacturing, materials management, IT management, and
non-profit. Mr. Albrecht has worked extensively in directing his searches with manufacturing companies,
construction and real estate companies, and professional services finns. Greg brings over 20 years experience
in human resource management to the executive search process.
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RECENT ASSIGNMENTS
City Manager - City of Bemidji
City Administrator - City of Carver
City Administrator - City of Silver Bay
Plant Manager - Hard Goods Manufacturer
Controller - Hard Goods Manufacturer
Vice President of Finance - Parts Distributor
Chief Inforrnation Officer - Travel Management Company
Vice President of Business Development - Professional Services Organization
Training Development Director - Industrial Manufacturer of Automotive Parts
Inforrnation Services Manager - Travel Management Company
Project Manager - Fortune 500 Hospitality Industry Company
Business Development Director - Plastics Manufacturer
Vice President of Sales - Metal Machining
National Account Director - Services Company
Director Field Service - Maintenance Contractor
LEADERSHIP
.Chairperson and Team Lead - Twin Cities Human Resource Association (TCHRA) Senior Management Team
.Board Member- TCHRA (1997 to Present)
. Member - Eden Prairie Chamber of Commerce Business Development Committee
.Member-Education & Workforce Committee Vice Chair
. Vice President - Housing Corporation of Alpha Kappa Psi Business Fraternity
.Regional Director- National Alpha Kappa Psi Fraternity Association
.Member - University of Minnesota Alumni Association
.Active Member - Big Brothers and Big Sisters of Greater Minneapolis and Junior Achievement
. Volunteer Member - Minnesota Special Olympics Association
.Active Member - Northwest Athletic Club's Club Run Organization and Master Swim Team
.Competitive Triathlete & Marathon Runner
EDUCATION
.Business Administration degree from the University of Minnesota
.MBA in Human Resources Management from Rosary College, Chicago, Illinois
The Sathe Building" 5821 Cedar Lake Road ~ Minneapolis, MN .55416
Phone (952) 546-2/00 . Fax (952) 546-6930 . (800) 848-4912 exl. 3837 . www.sathe.com
Building Better Teams Since 1974
.
Sathe Executive Search
MARK SAI'HE
J-<(}unding I\umcr
(952) 54(,-2100
msathc(fjJsl1thc.["(n!'i .. WUJw:J'iithe.com
5821 Cd",. Lake Road' lvIinneapolis, MN 55416
Pax (952) 546-6930 . (800) 848-49 i2 eXI.3837
Beue;" ji'd,(!IS Shicr 197"1
Sathe txecutive Search
.
GREG ALBRECHT
Partner
(952) 543-4437
e-mail: grdbrecht@sathe.com
5821 Cedill" lllRe RO(ld. .Minr/ff!polis. Af/V' 55116
hv.: (LYJ~;; 'j'i6-l/))O -, 8(0) r{ciR-19l2 ext 3837
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Sathe Executive Search
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MARK SATHE, CPC
FOUNDING PARTNER
Mark Sathe, Certified Personnel Consultant, founded Sathe & Associates in 1974 and has served as its president until 200 I.
Mr. Sathe has personally conducted or participated in over 2,000 engagements from trainees to Presidents in a variety of
industries. Mr. Sathe is rated as one of America's Best Recruiters in Rights afPassage at $100,000+ by John Lucht.
REPRESENTATIVE ASSIGNMENTS
. City Manager - City of Cbanhassen
. Community Development Director/Planner - City of Hugo
. City Administrator - City of Hugo
. President - Scanning Technology Company
. President - PubliclPrivate Partnership - Minnesota Technology
. President - Machine Tool Manufacturer
. Executive Director - TIES (non-profit consortium qf schools)
. City Manager-City ofBemidji
. Executive Director - Minnesota State Council on Disability
. Senior Electrical Engineer - Nano Technology
. Managing Director of International Sales & Marketing - Consumer Products Company
. Quality/Warranty Director - Industrial Component Manufacturer
. Multi Plant Manager - $200 million Food Division of$6 billion International Company - NYSE
. Vice President of Training & Development - Publicly Held Entertainment Company - NYSE
. CFO - Publicly Held Equipment Distributor - NASDAQ
. Vice President Engineering - Professional Engineering Consulting Firm
. President/COO - Cbicago based Manufacturing Company
. lD/CP A Tax Consultant - Big Five Public Accounting Firm
. Vice President of Operations - Telecom Provider
. Director of Corporate Communications - B to B Technology Company
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LEADERSHIP
. President - SI. Louis Park Rotary (2001 - 2002)
. St. Cloud State University School of Business Advisory Board (2000 - Present)
. Minnesota Board of Education for the State Academies (2000 - Present)
. Founder/Board Member - Minnesota Academy for tbe Blind Foundation (1994 - Present) now President
. Treasurer - Sunset Ridge Business Park (2000 - Present)
. Board Member -Boy Scouts Viking Council (2001- Present)
. Past Board Member- Methodist Hospital Foundation (1988 -1997)
. Past Board Member- Greater Minneapolis Chamber of Commerce (1991- 1995)
. Past Board Member- St. Louis Park Rotary Foundation (1991 -1994)
. Past Chainnan Special Olympics - Host Ambassador for Israel, Bahamas, Cayman Islands (1992)
. Past President - Minnesota Association of Personnel Consultants (1981 - 1983)
. Past President - Sunset Ridge Business Park (1985)
PROFESSIONAL HONORS
. White House Conference on Small Business - Minnesota Delegate (1995)
. Service Above Self Award - St. Louis Park Rotary (2000)
. Small Business of the Year- Community Service - Greater Mpls. Chamber of Commerce (1991)
. Distinguished Alumni Award - St. Cloud State University (1992)
. Entrepreneur of the Year - Twin West Chamber of Commerce (1987)
. Distinguished Service A ward - Minnesota Association of Personnel Consultants (1985)
. Minnesota Business Hall of Fame - Nominee (1982)
. Paul Harris Fellow - Rotary International (1986 - Present)
. Bravo Award - City of SI. Louis Park
. Making a Difference - Twin West Chamber of Commerce
EDUCATION
. St. Cloud State University, B.A. Industrial Psychology and Business. Magna Cum Laude - 1971
. CPC (Ccrtified Personnel Consultant) Certification - 1977
. University of S1. Thomas, Graduate Coursework in Human Resources - 1996
.
The Sathe Building fI 5821 Cedar Lake Road . Afinneapolb.., Ml\' JJ 55416
Phone (951) 546-1100 . Fax (951) ';46-6930 . (800) 848-4911 ex! 3837 . www.salhe.com
Building Better Teams Since 1974
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Sathe Executive Search
PUBLIC SECTOR REFERENCES
This list of references contains proprietary information. We are pleased to provide you with names,
titles, and phone numbers of these clients for reference checking. We respectfully request that this
data be used only for the purpose intended.
Client:
Contact:
Phone Number:
Contact:
Phone Number:
Contact:
Phone Number:
Search Assignment:
CITY OF HUGO, MINNESOTA
Mikc Ericson, City Administrator
(651) 4296676, ex!. 4
Chuck Haas, Council Member
(651) 481-1495
Wally Stoltzman, former Mayor
(651) 429-6159
City Administrator
Community Development Director/Planner
Client:
Contact:
Phone Number:
Search Assignment:
CITY OF CHANHASSEN, MINNESOTA
Nancy Mancino
(952) 474-3861
City Manager
Client:
Contact:
Phone Number:
Search Assignment:
CITY OF BEMIDJI
Richard Leman, Mayor
(218) 751-7721
City Manager
Client:
Contact:
Phone Number:
Contact:
Phone Number:
Search Assignment:
CITY OF CENTERVILLE
Tim Swedberg, Mayor
(651) 407 -6222
Mari Nelson, Council Person
(651) 407-0908
City Administrator
Client:
Contact:
Phone Number:
Contact:
Phone Number:
Search Assignment:
CITY OF SILVER BAY
Scott Johnson, Mayor
(218) 226-4444
Gary Brumberg, Retired Administrator
(218) 226-3364
City Administrator
The Sathe Building- 5821 Cedar Lake Road - Minneapolis, MN - 55416
Phone (952) 546-2100 - }{tx (952) 546-6930 - (800) 848-4912 exi. 3837 - www.sathe.com
Building Betta It'tUnJ Since 1974
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Public Sector References - Page 2
Client:
Contact:
Phone Number:
Search Assignment:
CITY OF CARVER
James Weygand, Mayor
(952) 361-8481
City Administrator
Client:
Contact:
Phone Numbcr:
Search Assignment:
CITY OF ROSEMOUNT
Paula Graff, Human Resources Coordinator
(651) 322-2002
City Administrator
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Would The Other 9,885
Minnesota Corporations
Please Join Us?
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The Ke)'staneAwam -SatheC;-JKwxiaks F..reculil/f Smrch thank,' tbe
(;reater Minneapolis. St.PaulArea & Minnesota Oxnnhers ofComme;,ce.for creati11J: this pl'op,ram.
In 1988, 115 of approximately 10,000 Minnesota Corporations
were recognized as giving at least 2% of their pre-tax profits to
charity. Were honored to be one of 12 new companies recognized for
reaching the 5% level in 1988. As your partners in business, we urge
you to join us in building a better community through the Keystone
Program. Please contact your Chamber of Commerce to participate.
Sathe & Associates, Inc.
EXECUTIVE SEARCH CONSULTANTS
.
Recognized Jor brellence in Recruiting Talented Executives
)Or Bw,iness, Government & Proftssional Practi1:es Since 1974.
(612) 546-2100 MInneapolis - (612) 224-7000 St.Paul
tJl'IK'l:dhe&A:;"rdne:;
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Minnesota Offices
Corporate Headquarters
85 East Seventh Place, Suite 100
St. Paul. MN 55101-2887
651.223.3000
651.223.3002 Fax
520 Marquette Avenue, Suite 900
Minneapolis, MN 55402-1122
612.333.9177
612.349.5230 Fax
Iowa Office
300 Walnut Street, Suite 215
Des Moines, lA 50309-2258
515.244.1358
515.244.1508 Fax
advisors@springsted.com
Proposal to the
City c1 Arden Hills
March 6, 2003
Prepared by:
Springsted Incorporated
85 East Seventh Place, Suite 100
Saint Paul, MN 55101
Kansas Office
7211 West 98th Terrace, Suite 100
Overland Park. KS 66212-2257
913.345.8062
913.341.8807 Fax
Virginia Offices
1206 Laskin Road, Suite 210
Virginia Beach, VA 23451-5263
757.422.1711
757.422.6617 Fax
32 Waterloo Street, Suite 101
Warrenton. VA 20186-3205
540.341.4290
540.349.4713 Fax
Washington D.C. Office
PMB 159
2121 K Street NW. Suite 800
Washington, D.C. 20037-1829
202.261.6505
202.261.3508 Fax
Wisconsin Office
1001 West Glen Oaks Lane, Suite 108
Mequon, WI 53092-3366
262.241.4422
262.241.4994 Fax
www.springsted.com
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Table of Contents
LETTER OF TRANSMITTAL
Paqe
A. UNDERSTANDING, APPROACH AND TIME TABLE
Understanding of the Work .............................................................................. 1
Executive Search Process ............................................................................... 2
1. Position Analysis ........................................................................................ 3
2. Recruitment and Preliminary Screening....................................................... 4
3. Identification of Semi-Finalists ..................................................................... 4
4. Selection of Finalists/Candidate Presentation .............................................. 5
5. Interview Coordination/Employment Negotiation .......................................... 5
Additional Benefits ............................................................................................ 6
Time Table...... ............. ....... ............................................................................. 7
B. ASSIGNED PERSONNEL .............................................................................. 8
C. REFERENCES...................................... ........................................................... 14
D. FEES ............................................................................................................... 16
Out-of-Pocket Expenses ...................................................................................... 18
Additional Work ................................................................................................ 18
E. FEE PAYMENT SCHEDULE ........................................................................... 19
Sample Position Profile .......................................................................
APPENDIX
~ SPRINGSTED
2003-03-06 - EXECUTIVE SEARCH
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85 SEVE'HH PLACE EAST, SUITE 100
SAINT PAUL, Mi\ ;;101-2887
651.221.3000 F;\X, 651.223.3002
E-.\1AIL; a([yisors@,~pringstcd.(:om
LETTER OF TRANSMITTAL
SPRINGSTED
Advisors to the Public Sector
March 6, 2003
$-
Ms. Cynthia Young
Deputy Clerk/Human Resources Director
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Re: Request for Proposal to Provide Executive Search Consulting Services
Dear Ms. Young:
We would like to thank the City of Arden Hills for allowing us to present this proposal to provide
executive search services for the City. We hope you will become familiar with the high quality
of professionalism that we bring to executive search services.
Most communities and professional staff people recognize the name Springsted as a financial
advisor and management consulting firm that delivers a wide range of financial and economical
development services to local governments. However, over the years we have assisted many
clients behind the scenes evaluating and selecting key management staff. That changed in
1999 when we acquired a firm on the east coast named Municipal Advisors Incorporated. They
were a smaller firm similar to Springsted in their service ethics and product mix; with one key
difference. an emphasis on executive search. They are known from the Midwest to the mid-
Atlantic for their quality executive search skills.
Though we have undertaken several successful executive searches in Minnesota, we are still
not a "household" name to most communities regarding executive recruitment and selection. In
order to become a known player in this specialty in Minnesota, we are prepared to showcase
our abilities to select clients.
The proposal includes a comprehensive executive search with several distinct process including
written reports and steps requiring slaff and/or Council involvement. Should the City of Arden
Hills wish to scale back any of the less critical processes, Springsted would adapt the process
as desired.
We are proposing a professional service fee of $8,500 plus out-of-pocket expenses as
described in our proposal. This is a substantial discount from our normal fee outlined in our
response in the Fees section, which is $15,355. We recognize providing first-class, quality
service to the City of Arden Hills we will enable us to enhance our recognition and reputation as
a provider of executive search services to local governments in the Midwest.
Respectfully submitted,
~~
Terri Heaton, Senior Vice President
Client Representative
kem
,; //L. ;/) ,,' '\
(/ (. ~{ 'C '" ~,\/l('.(,c~:::c~_,
.' /
Nick R. Dragisich, Senior Vice President
Client Representative
CORPORATE OFFICE: SAINT PAUL, MN . Visit our wcbsite at W\vw.springstcd.com
IOWA .. KANSAS ~ MINNESOTA ~ VIRGINIA .. WASHINGTON, DC .. WISCONSIN
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Understanding, A~roach and Time Table
Section A
Understanding of the Work
Springsted understands the City of Arden Hills is seeking professional
services to assist them in the recruitment of a new City Administrator. The
City would like the consultant selected to evaluate the City's unique needs
based on its financial condition, its existing program, its organization and
other relevant factors to determine the appropriate areas of expertise and
skills required by the candidates. The City would also like the consultant to
evaluate the Mayor's and City Council's expectations for the position and
the hiring process. Our approach to assisting the City in this endeavor is
outlined in detail on the following pages.
~ SPRINGSTED
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City of Arden Hills
Collect and
Analyze Data
Prepare
Profile
Recruit
Candidates
Executive
Search
Process
NO
Client
Approval
Place
Ads
NO
YES
..
Negotiate
Terms
Notify
Remaining
Candidates
~ SPRINGSTED
Page 2
YES
Notify
Professional
Associations
Acknowledge
and Screen
Applications
Evaluate
Candidates
Finalists
Report
Interview
Finalists
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City of Arden Hills
The following project approach and methodology is recommended for
recruiting and selecting a City Administrator for the City of Arden Hills. We
would be willing to modify our approach and time schedule as requested by
the City.
1. Position Analysis
Collect and Analvze Data
Springsted will meet with the Mayor and City Council to establish
working relationships, define and refine the project's scope, procedures
and timetable and to develop and review materials and details required
to successfully complete the project.
We will carefully review the existing position description for the City
Administrator position, the City current organizational chart, the
applicable sections of the City Code and any other relevant City policies.
Clarifying discussions will be held with the City of Arden Hills's City
Council and staff. Individual interviews will be conducted with the
Mayor and each member of the City Council and, as requested, key
staff, to determine the specific duties and responsibilities of the
position, as well as individual expectations concerning desirable
training. experience, professional and personal characteristics of
candidates. Additionally, participants in these initial meetings will be
asked to complete a Personnel Selection Profile questionnaire that will
provide specific information about their expectations of the successful
candidate.
If requested, Springsted will conduct up to two focus groups with City
officials. and those City residents identified in conjunction with the City
Council, to solicit input on community needs and desires and to secure
information to assist in formulating the position profile.
Prepare Profile
After the results of the interviews and questionnaires are analyzed and
summarized, Springsted will prepare and submit a position profile, job
criteria, employment conditions, and a City Profile to the Mayor, City
Council and key staff for review and comment. We will modify or change
the documents incorporating the City's comments into the final documents.
Springsted would make its new decision-making tool "Option Finder"
available to the City Council at an additional fee. This is a software tool
with voting equipment that enables groups to make complex decisions
more effectively.
A City profile, a position profile, job criteria and employment conditions
and parameters will be discussed and developed. An example of a
position profile is included in the Appendix.
~ SPRINGSTED
Page 3
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City of Arden Hills
2. Recruitment and Preliminary Screening
Recruit Candidates
Based on our own experience, contacts and files, Springsted will identify
and actively seek individuals who meet or exceed the City's desired
qualifications and invite and encourage them to apply. Although the
position will be publicly advertised, many of the most qualified applicants
will not respond to a public announcement. Our knowledge of some of
the more qualified candidates will assist in the recruitment process
because these candidates will submit applications, if invited.
Springsted has established a reputation among local government
managers for handling searches discreetly and confidentially in order to
protect current employment arrangements. This reputation removes a
possible barrier for prospective candidates with good employment
situations. This is important because the City will want to attract those
individuals to the process.
Notify Professional Associations and Place Ads
Springsted will initiate a comprehensive search and recruitment
process based upon City Council direction. Announcements detailing
the position will be placed in appropriate publications, and in
professional journals, as selected by the City. We will also advise
appropriate professional associations regarding the position opening.
Springsted will also post the advertisement on our website at
www.springsted.com.
Acknowledae and Screen Aoolications
Springsted will receive, acknowledge, review and screen each
application we receive based on the criteria developed with the City.
The information contained in the applications and resumes, and our
knowledge of the organizations for which each applicant works, will
also be evaluated.
We will provide timely acknowledgment and periodic status reports by
personal letter to all applicants on behalf of the Mayor and City Council.
3. Identification of Semi-Finalists
Evaluate Candidates
Springsted will identify those candidate's whose qualifications most
closely match the criteria established by the City, analyze and assess
the professional and personal qualifications and achievements of each,
carefully matching their credentials with the selection guidelines and
the position specifications.
We will interview each of these candidates to verify and expand on
their written data and to ensure the candidates' real and continuing
interest in the position. Preliminary and discreet reference checks will
be made with individuals who are knowledgeable about the candidate.
Depending on the geographical location of the candidates, we may ask
the candidate to submit a videotape responding to questions in order to
~ SPRINGSTED
Page 4
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City of Arden Hills
save the travel expense of personal interviews for the semi-finalists.
Other clients have found reviewing these videos to be very helpful
when evaluating the final candidates.
If requested by the City, background checks will be conducted and will
include traffic, criminal, credit and credential verification. Personal and
professional reference checks from professional associates and others,
as appropriate, will confidentially be performed.
Springsted's team will carefully check the background of each semi-
finalist. To date, no candidate recommended by Springsted has been
the subject of a criminal or ethics violation investigation.
4. Selection of Finalists/Candidate Presentation
Based on our analysis and review of the semi-finalist candidates,
Springsted will develop a list of finalist candidates. A personal interview
will be conducted with each finalist and a detailed background and
reference check will be conducted. Springsted will speak directly with
individuals who are, or have been, in positions to evaluate the candidate's
performance on the job.
Finalist Reoort
A report covering the finalist candidates will be prepared and
Springsted will recommend, with written justification, the candidates
most aligned with the City's specifications. The report submitted to the
Mayor and City Council will include a professional profile of each
candidate's qualifications, an assessment of his/her background,
candidate biographies and references. Springsted will meet with the
Mayor and City Council to present and discuss the recommendations,
provide background information and assist in determining those
candidates best qualified for consideration for appointment to the
position of City Administrator.
5. Interview Coordination/Employment Negotiation
Interview Finalists
Springsted will assist the Mayor, City Council and Human Resource
Director in designing the interview and selection process. Interview
procedures will be recommended and sample interview questions
developed. The consultant will coordinate the scheduling of finalists for
interviews and will attend and participate in Ihe interviews, if requested.
At the request of the City, we will coordinate an assessment center of the
finalist candidates to determine the technical/managerial proficiency or
personality testing to determine the fit of the finalist(s).
~ SPRINGSTED
Page 5
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City of Arden Hills
Select Candidate and NeGotiate Terms
When the Mayor and City Council have identified the most desirable
candidate, Springsted will assist, as needed, in the negotiation of final
employment parameters, benefits and salary.
AcknowledGe Ar)Dlications
When a final offer has been made and accepted by the successful
candidate, Springsled will notify all other applicants by personal letter
of the Mayor and City Council's action.
Additional Benefits
Ongoing Services
Springsted has a continuing interest in the success of this selection
process. For that reason, we will return to the City, if requested,
approximately ninety (90) days after the selected candidate for
City Administrator begins working, to assist in the resolution of any
problems that may have surfaced between the governing body
and the new City Administrator.
Springsted also commits to performing another executive search if the new
City Administrator voluntarily resigns or is dismissed for cause during the
first year of employment.
Each of these services will be provided at no additional cost to the City,
other than reimbursement for direct expenses incurred by Springsted.
No Solicitation Policy
Springsted feels very strongly that, once a candidate has accepted a position,
that person has an obligation to be on the job for a good period of time.
Springsted will not actively recruit anyone whom we have placed with
a client during their employment with that client.
~ SPRINGSTED
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City of Arden Hills
Time Table
Springsted takes pride in meeting its time commitments. The schedule to
commence this project coincides with Springsted's completion of other
studies. This will ensure that the proposed staff members will be available
to concentrate on this project for the City of Arden Hills. Springsted is
prepared to initiate the searches within 15 days after receiving the official
notice to proceed. A proposed detailed project schedule is provided below.
There are factors that impact on meeting the schedule that are beyond the
consulting team's control. However, publication deadlines, videotaping and
interview-schedules and appropriate resignation notices to present
employers also impact the schedule. Springsted will make every effort to
meet the City's goal without compromising the quality of the search.
Task - City Administrator p.pril
Project Initiation/Position Analysis fi'ii:::in
Recruitment and Preliminary Screening
Identification of Semi-Finalists
Selection of Finalists/Candidate Presentation
Interview Coordinating/ Employment Negotiation
May
June July
~ SPRINGSTED
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Assigned Personnel
Section B
Springsted
maintains a staff of
over 60 employees.
Our slaffs breadth of experience and depth of expertise are two of our
most important characteristics in providing high-quality service to clients.
Many of our staff have backgrounds in municipal and county government,
education or with development firms and non-profit organizations, so they
share our clients' perspectives in developing solutions.
Each client draws on the talents of many members of our staff. We assign
a specific client service team to ensure primary responsibility for each
project. The teams are comprised of qualified individuals who are
experienced in the specific challenges confronting you. The teams are
free to draw upon the expertise of our entire staff.
Terri Y. Heaton, Senior Vice President and Client Representative, will be the
City's primary contact and will serve in a liaison role. Ms. Heaton has over
18 years of local government experience, including 5 years as the Chief
Financial Officer for the City of Bloomington, Minnesota. While in
Bloomington, she initiated several creative financing programs and supervised
30 staff members. She focuses on long-term entity-wide solutions.
Nicholas R. "Nick" Dragisich, Senior Vice President and Client
Representative, will be the chief on-site consultant. Mr. Dragisich is team
leader for Springsted's Management Consulting Services team. He has
over 20 years of management experience ranging from city administrator
to city engineer.
John T. Maxwell, Senior Vice President. will assist in recruiting
assessment and screening of candidates. Mr. Maxwell has 29 years of
experience in municipal government management and consulting. He holds
a bachelor's degree in industrial and labor relations and a master's degree in
public administration. He has been actively involved in many executive
recruitment engagements conducted by Springsted Incorporated.
Robert D. "Bob" Thistle, Executive Vice President and Client
Representative, will be the senior review officer. Mr. Thistle has over
30 years of management experience in local government. He currently
works with over 40 units of government, assisling them with all facets of
municipal finance, special studies and management support.
Annette Martell, Management Services Analyst, will assist in determining
candidate qualifications, advertising and report preparation. Ms. Martell
has over 15 years experience in consulting work. She has assisted and
advised clients on employee classification, compensation and benefit
issues and job evaluations. Ms. Martell graduated magna cum laude from
Tidewater Community College.
~ SPRINGSTED
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City of Arden Hills
Terri Heaton
Senior Vice President
Experience
Ms. Heaton joined Springsted Incorporated in May 2002 as a Senior Vice President,
concentrating her efforts as principal advisor to cities and counties. She is serving clients
in the Midwest, assisting them in attaining their financial goals through effective public finance
and economic development, managing operational and structural challenges and developing
strong human resource teams.
Ms. Heaton has over 19 years of experience in local government finance, most recently as the
Chief Financial Officer for the City of Bloomington, Minnesota, where she was instrumental in
improving the City's credit rating, ultimately earning an AaaJAAA bond rating with both Moody's
and Standard and Poor's. As a result of her efforts, the City's first popular report, the Corporate
Report to the Community, and its budget document continue to receive GFOA awards annually.
Ms. Heaton was also the Chief Financial Officer for the City's econornic development arm, the
Bloornington Port Authority. She negotiated and administered development contracts, including
the Mall of America tax increment financing project. She facilitated bond defeasances and
bond refundings, resulting in present value savings in excess of $30 million.
As the City's Treasurer, she had responsibility for the $150+ million combined portfolio of the
City, Port Authority and Housing Redevelopment Authority. She developed capital financing
plans for over $75 million in municipal public facilities.
Ms. Heaton served as an internal project manager, focusing on technology initiatives,
streamlining business processes and conducting several studies. Previously, she worked for
the Office of the State Auditor, conducting audits of schools, counties, cities, pension funds,
agencies, and non-profit corporations.
Education University of St. Thomas, Saint Paul, Minnesota
Master of Business Administration
Saint Cloud State University, Saint Cloud, Minnesota
Bachelor of Science in Accounting
Affiliations Government Finance Officers Association -
National and State Associations
League of Minnesota Cities -
Fiscal Futures Committee
Association of Metropolitan Municipalities
Association of Government Accountants -
Certified Government Financial Manager
Professional Certified Public Accountant
Certified Government Finance Manager
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City of Arden Hills
Nicholas R. Dragisich
Senior Vice President
Manager of Management Consulting Services
Experience
As a Client Representative and a Project Manager for Springsted, Mr. Dragisich pertorms
management seNices studies for clients. He assists clients in areas such as seNice delivery
systems, financial feasibility, financing options, capital improvement programming, and
debt management.
Prior to joining Springsted, Mr. Dragisich seNed in three government management positions.
Most recentiy for the City of Spokane, Washington. he seNed as Assistant City Manager where
he managed a staff of approximately 1,000 and a budget of approximately $176 million. While
in Spokane, Mr. Dragisich restructured the Operations Division to increase efficiency and
responsiveness to customers' needs. The Operations Division encompassed Capital
Programs Pianning/ G.I.S. Engineering SeNices, Building Codes, Environmental Programs,
General SeNices, Planning, Solid Waste Collection and Recycling, Transportation,
Wastewater, and Water and Hydroelectricity. He also seNed as City Administrator for the City
of Virginia, Minnesota for nine years where he managed all City seNices in addition to the
Virginia Regional Medical Center and the Department of Public Utilities and as Utility Engineer
for 13 years.
Not only does Mr. Dragisich have several years of public finance and management experience;
he also has over 20 years of experience in engineering. He has seNed as a Project Engineer
for a private firm in Northern Minnesota where he managed the design and construction of
projects for municipal and private sector clients.
Education University of St. Thomas, Minneapolis, Minnesota
Master of Business Administration
University of Minnesota, Minneapolis
Bachelor of Science Civil Engineering
Institute of Applied Management and Law
Employee Labor Relations Law Course
National Development Council
Economic Development Professional Course
Minnesota Board of Water and Soil Resources
Delineation of Wetlands in Minnesota
Professional International City/County Management Association
American Society of Civil Engineers
Registered Professional Engineer in Minnesota and Washington
~ SPRINGSTED Page 10
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City of Arden Hills
John T. Maxwell
Senior Vice President
Experience
Mr. Maxwell was named Senior Vice President upon the merger of Municipal Advisors
Incorporated and Springsted Incorporated in 2000. He serves as a client representative
on the firm's Management Consulting Services Team.
Mr. Maxwell joined Municipal Advisors Incorporated (MAl) as a vice president and became
a principal in the firm in 1985. His education and experience provides clients with an
outstanding understanding of organization, management, finance and human resources
programs. Mr. Maxwell had the unique experience of helping establish the largest new city to
be incorporated in the United States-Lakewood, Colorado. The City had an instant population
of 120.000 people. As a new Assistant City Manager, he, along with a five-person
management team, developed the organizational structure, staffing pattern, financial and data
processing systems, human resources program, purchasing procedure, land use, zoning and
development regulations and various policies, procedures and ordinances necessary to
establish and operate a new government agency.
Mr. Maxwell has an extensive background in governmental operations, human resources and
finance and management. He served as a Research and Budget Analyst in Kansas City,
Missouri; Director of Finance in Ames, Iowa; Assistant City Manager in Lakewood, Colorado
and SI. Petersburg, Florida; and City Manager of Chesapeake, Virginia before joining MAl.
In addition to his work in public management, Mr. Maxwell was a charter member of the Virginia
Innovation Group and served on several regional agencies and commissions. In 1984, as City
Manager of Chesapeake, he received the ICMA Management Innovation Award.
Education
Iowa State University, Ames, Iowa
Master of Arts in Public Administration
Rockhurst University, Kansas City, Missouri
Bachelor of Science in Industrial Relations
Affiliations
American Society of Public Administration
International City/County Management Association
Government Finance Officers Association
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City of Arden Hills
Robert D. Thistle
Executive Vice President
Experience
Mr. Thistle joined Springsted Incorporated in 1988. He was elected Senior Vice President in
1995 and Executive Vice President in 1999. In 1998, Mr. Thistie was selected to serve as the
Manager of Client Development. In this role, he oversees 17 client representatives, participates
in the strategic planning of the firm, and is responsible for overall client service.
Mr. Thistle has had a long and distinguished career in the public sector. He spent nine years as
City Manager of Coon Rapids, Minnesota, a northern suburb of Minneapolis/Saint Paul. Prior to
Coon Rapids, Mr. Thistle was Acting Manager of Sioux City, Iowa, Deputy City Manager for
community development of Sioux City, iowa, Deputy City Manager for Budget and Administration
in Flint, Michigan, and Deputy and Director of the Genesee County Model Cities program.
Mr. Thistle brings a wide range of experience to his task. He has been successful in the
maintenance and redevelopment of central cities and has directed the growth of a dynamic
developing suburban community. He has directed urban development, social programs,
installation of urban infrastructures and city growth planning. Mr. Thistle also has extensive
experience in developing cost-center-driven budgeting systems that interiace with municipal
accounting systems. He has supervised the extensive use of housing development revenue
bonds, industrial development bonds, tax increment financing for stimulating and encouraging
economic development, and general obligation debt for basic city infrastructure needs.
Mr. Thistle has played an active role in the metropolitan communities in which he has served.
He was president of the Association of Metropolitan Municipalities in the Twin Cities metro area,
as well as serving on the Board of Directors of the Minnesota League of Cities. He is respected
for his innovative programming and his ability to work with diverse groups to reach consensus.
Education Hubert H. Humphrey institute of Public Affairs
Effective Leadership Program
Wayne State University, Detroit
Bachelor of Arts in Public Administration
Affiliations International City Managers Association
Government Finance Officers Association of the United States and Canada
Minnesota Managers Association
National Association of Independent Public Finance Advisors
Professional Certified Independent Public Finance Advisor
International City Managers Association
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City of Arden Hills
Annette Martell
Management Services Analyst
Experience
Ms. Martell joined Municipal Advisors Incorporated in April 1985 as an office assistant and was
promoted to administrative assistant in July 1993. In January 1997, she was promoted to office
manager. Ms. Martell was named Management Services Analyst upon the merger of Municipal
Advisors Incorporated and Springsted Incorporated in October 2000.
As office manager, Ms. Martell coordinated and prepared project proposals and study
documents. She assisted with the analysis of financial options and fiscal impacts. She
assisted client representatives and clients with human resources, classification and
compensation needs. Her knowledge and skills in information services and project production
allowed her to provide insights necessary to work with company staff and clients on a wide
range of projects.
Ms. Martell has worked on numerous finance and refunding issues, human resources and
organization improvement projects.
Education
Tidewater Community College
A.S., General Studies
Specialization: Business Management
Magna cum laude
Affiliations
Phi Theta Kappa
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References
Section C
Springsted has conducted recruitment services similar to those sought by the City. The
following is a list of executive searches that Springsted has conducted recently. A detailed
listing of executive search projects is included on the following page.
1. City of Brooklyn Center, Minnesota 5. City of Kannapolis, North Carolina
Mr. Mike McCauley The Honorable Ray Moss
City Manager Mayor
6301 Shingle Creek Parkway P.O. Box 1199
Brooklyn Center, MN 55430 Kannapolis, NC 28082-1199
763.569.3300 704.938.6520
Executive Searches (2001-2002) Executive Searches (1997 and 2001)
Police Chief City Manager
Public Works Director
Assistant City Manager 6. Town of Hillsborough, North Carolina
The Honorable Horace Johnson, Sr.
2. City of Pipestone, Minnesota Mayor
Joan Schroeder P.O. Box 429
City Clerk Hillsborough, NC 27278-0429
119 20d Avenue SW 919.732.2104
Pipestone, MN 56164-1683 Executive Search (1999)
507.825.3324 Town Manager
Executive Searches (2002)
City Administrator 7. City of Bedford, Virginia
The Honorable G. Michael Shelton
3. City of Grand Rapids, Minnesota Mayor
Mr. Edward Treska 215 East Main Street
City Administrator Bedford, VA 24523
420 North Pokegamma Avenue 540.586.7101
Grand Rapids, MN 55744-2662 Executive Search (1998)
218.326.7625 City Manager
Executive Searches (2001)
City Administrator 8. County of Prince George, Virginia
Community Development Specialist Mr. Nathaniel Elliott
City Engineer Chairman, Board of Supervisors
P.O. Box 68
4. City of Hopewell, Virginia Prince George, VA 23875
Mr. Clinton Strong 804.733.2600
Former City Manager Executive Search (2002)
813 Smithfield Avenue County Administrator
Hopewell, VA 23860-4613
804.541.2243 9. Town of Warrenton, Virginia
Executive Searches (1980-2000) Mr. George B. Fitch
City Manager Mayor
Finance Director P.O. Box 341
City Engineer Warrenton, VA 20188
Environmental Manager 540.347.1101
Police Chief Executive Search (2002)
Recreation and Parks Director Town Manager
Assistant City Manager
~ SPRINGSTED Page 14
- - -- -----...- -------- -------- -------- ---------------------- ----------------
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City of Arden Hills
City Manager
City of Fayetteville. NC
City of Franklin. VA
City of Gaithersburg, MD
City of Grand Rapids. MN
City of Hopewell. VA
City of Kannapolis. NC
City of Lincolnton, NC
City of Manassas, VA
City of Manassas Park. VA
City of Milford, DE
City of Morganton, NC
City of Norfolk, VA
City of Petersburg. VA
City of Portsmouth. VA
City of Suffolk. VA
City of Waynesboro, VA
Miscellaneous Positions
Assistant City Manager
City of Brooklyn Center, MN
City of Hopewell, VA
Assistant County Administrator
Chestertield County. VA
City Administrator
City of College Park, MD
City of Pipestone. MN
City Attorney
City of Suffolk, VA
City Engineer
City of Grand Rapids. MN
City of Hopewell, VA
Community Development Director
City of Grand Rapids. MN
Director of Economic Development
Chestertield County. VA
Director of Finance
City of Hopewell , VA
Escambia County Utilities Authority, FL
Director of Parks and Recreation
City of Hopewell. VA
City of New Bern. NC
Director of Public Works
City of Brooklyn Center, MN
City of Hopewell. VA
Environmental Manager
City of Hopewell, VA
Executive Director
Central Virginia Waste Mgmt Authority
Petersburg Housing Authority, VA
Executive Officer
City of Salisbury, MD
Fire Chief
City of Waynesboro. VA
General Manager
Appomattox River Water Authority, VA
Human Resources Director
City of New Bern, NC
Jail Superintendent
Western Tidewater Regional
School Superintendent
City of Norfolk, VA
Town Manager
Town of Atlantic Beach. NC
Town of Ayden. NC
Town of Enfield. NC
Town of Hillsborough. NC
Town of Lake Lure, NC
Town of Morehead City. NC
Town of Warrenton, VA
County Manager
Chestertield County. VA
Hanover County, VA
York County, VA
County Administrator
Culpeper County, VA
Frederick County, VA
Greensville County. VA
Isle of Wight County. VA
James City County. VA
Prince George County. VA
City Assessor
City of Norfolk. VA
City of Petersburg , VA
City of Suffolk, VA
Police Chief
City of Brooklyn Center, MN
City of Hopewell, VA
City of Petersburg. VA
City of Suffolk, VA
James City County, VA
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Fees
Section D
Springsted Incorporated would normally perform all of the services
delineated in this proposal for a professionai fee not to exceed $15,355,
excluding out-of-pocket expenses. However, in order to improve our
recognition and reputation as a provider of executive search services to
local governments in the Midwest we are proposing to perform these
services for a professional fee not to exceed $8,500. Although our normal
fee for the Executive Search would be $15,355, we are discounting this fee
in order to gain exposure by providing first class service to the City of
Arden Hills. Not only will this provide value-added benefits for Arden Hills,
we anticipate that our credentials in performing executive searches in
Minnesota will be enhanced through performing them well for you. A
detailed work plan showing hours to be worked by category of personnel,
and hourly billing rates before the discount is shown below:
. _ .. Hourly Rates
Principal/Senior Officer
Officer/Project Manager
Associate
Support Staff
rH Hn ...
$180
150
110
50
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City of Arden Hills
Our full hourly rate as estimated below would be charged until the $8,500
not to exceed threshold is reached.
Senior Project Professional Support
Officer Mananer Staff Staff Total
Task I Position Analvsis
Initial meetin with Ma rand elt Council 3.0 - - 4.0 7.0
Review existina DOsition/or chart/other documents 0.5 2.0 - - 2.5
Discussion with individual elected officials 8.0 -
Develon Position nrofile/job criteria/emnlovment conditions 1.0 2.0 2.0
Review rofile with Citv and mod~as rer;-uested 4.0 1.0 - 5,0
Subtotal Hours Task I 16.5 4.0 - 4.0 24.5
Subtotal Fees for Task I $ 2,970 $ 600 $ - $ 200 $ 3,770
Task II Recruitment and Preliminarv Screenin'"
Develon and nlace advertisements 0.5 2.0 - 2.5
Recruit annronriate candidates 4.0 - 4.0
Review and screen annlications 1.0 6,0 2.0 9.0
Acknowled men! and neriodic status renorts - 1.0 1.0 2.0
Subtotal Hours Task II 5.5 6.0 5.0 1.0 17.5
Subtotal Fees for Task II $ 990 $ 900 $ 550 $ 50 $ 2,490
Task IIIldentifv Semi~finallst
ldentifv candidates most closelv matchinn criteria 4.0 - - - 4.0
I nterview candidates 4.0 - - 4.0
Reference checks 0.5 8.0
Prelimina back round checks - 2.0 - 2.0
Subtotal Hours Task III 8.5 10.0 - 18.5
Subtotal Fees for Task III $ 1530 $ - $ 1,100 $ $ 2,630
Task IV Selection of Finalists
Develon a list of finalist candidates 2.0 2,0 2,0 6.0
Interview each finalist 4.0 - 0.5 4.5
Detailed backnround check - 2.0 2.0
Pre are Renort 1,0 10.0 2.0
Meet with Ma or and Cit Council to review renort 3.0 - - - 3.0
Subtotal Hours Task IV 10.0 12.0 4.5 2.0 28.5
Subtotal Fees for Task IV $ 1800 $ 1,800 $ 495 $ 100 $ 4195
Task V Interview Coordinatlon/EmDJovment Ne"otiations
Assist in desinn of interview and selection nrocess 4.0 1,0 - 5.0
Develon interview nues!ions 1.0 - 1.0 0.5 2.5
Coordinate schedulinn of candidate interviews 2.0
Assist in ne otiation of em 10 ent arameters 4.0 - 1.0
Notifv other candidates - - 1.0 0.5
Subtotal Hours Task V 9.0 - 5.0 2.0 $ 16
Subtotal Fees for Task V $ 1.620 $ - $ 550 $ 100 $ 2,270
Total Hours 49.5 22.0 24.5 9.0 105.0
Standard Total Fees $ 8,910 $ 3,300 $ 2.695 $ 450 $ 15,355
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City of Arden Hills
Out-or-Pocket Expenses
The team would charge at cost for actual out-of-pocket expenses and
third-party expenses the City has requested us to pay, if any.
Out-of-pocket expenses include travel and sustenance, overnight
or messenger deliveries, conference calling beyond our internal
capabilities, cellular phone calls, photocopying, mailing and, in certain
instances, third party expenses. Examples of third-party expenses include,
but are not limited to, publication of position openings in newspapers and
trade journals, videotaping and other similar expenses.
We estimate the out- of pocket expenses required for this executive search
would be as follows:
Mileage
Advertisements
Detailed Background Investigations
Telephone
Printing.
Total Estimated Ex enses
$100
1,000
1,750
56
250
$3,156
Additional Work
Additional or expanded work requested by the City will be billed at a rate of
$150 per hour.
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Fee Payment Schedule
Section E
Springsted will invoice the City of Arden Hills on a monthly basis for service
provided and reimbursement of out-of-pocket expenses incurred.
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Sample
Position Profile
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City of
City Manager
Position Profile
Education and Experience
A bachelor's degree in business or public administration or related field required, a master's
degree preferred. A minimum of five years of public management experience is required,
with ten years preferred. Past local government experience of individual must show
performance in areas that include budgeting and finance, human resource management,
economic development strategies, understanding of state laws, and other related matters
including land use planning, zoning regulations, engineering and public works.
Skills and Past Performance
Administrative ability. Candidate must have demonstrated performance in human
resources and/or collective bargaining for a community having not less than 30 employees.
Good communication skills are a must, including the ability to listen, communicate with
various segments of the community and develop good relations with the business community.
Person must be willing to devote whatever time is necessary to achieve the goals and
guidelines established by the Council. Knowledge of how to organize departments and
demonstrated leadership qualities are desirable.
Council relations. Ability to take time and interest in working with Council members to keep
them informed and explain technical processes. Candidate should be able to adequately inform
the Council on a regular basis so there are no surprises. Both written and oral communications
with the Council are essential. The person must be able to accept constructive criticism and to
implemenl needed changes. Candidate must be open and honest with the Council and able to
present all sides of issues that affect the locality. The individual must be able to carry out the
intentions and directions of the Council enthusiastically.
Budget and finance. Candidate should have demonstrated prior experience in managing a
city or county budget.
Collective bargaining/human resource management. Candidate must have knowledge
of labor relations law, with preferred demonstrated ability in the collective bargaining process.
They must demonstrate a personality that can communicate the local government's goals
and needs to employees.
Community relations. Candidate must have demonstrated involvement in community
activities. Experience working with and understanding the needs of the business community
and non-profit agencies is highly desirable. Candidate should be able to present a confident
image of the local government to the community at large. They must be able to demonstrate
a positive. prOductive attitude to citizens of the community.
Intergovernmental relations. Candidate must be able to relate to and develop a good
working relationship with other local governments, county governments, community
organizations, schools, and state and federal agencies.
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City of
City Manager
Position Profile
Professional Skills and Management Style
. Develops and maintains good public relations with citizens, community groups, City staff,
City Council and the region
. Good analytical skills; an idea person
. Not afraid to think big and to risk failure
. Self-starter; hard working, producer
. "Servant-leader"
. Team builder; people person
. Clearly understands and supports the role of the City Administrator
. Ability to manage with confidence; backbone to do what's right, even in the face of adversity
. Strong, but quietly forceful
. Flexible; can adjust to changing leadership
Personal Traits
. Ethical
. Apolitical
. Honest
. Open and candid
. Mature
. Compassionate
. Self-Confident
. Discreet, diplomatic
. Service Oriented
Issues/Challenges
. Builds relationships with internal customers (staff and Council) and external customers
(citizens, community agencies)
. Annexation (growth)
. Protecting and strengthening of City's current financial position
. Economic development/diversity
Compensation and Benefits
The salary for the position is negotiable, based on qualifications and experience. Starting
salary is anticipated to be in the mid-$70s. Benefits include participation in the retirement
system, vacation and sick leave, group life insurance, family medical insurance, professional
dues and conference expenses. The City will reimburse moving expenses.
~ SPRINGSTED
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STONE · MURPHY
EXECUTIVE SEARCH & CONSULTANTS TO MANAGEMENT
.
March 4, 2003
Ms. Cynthia Young
Deputy Clerk/Human Resources Director
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Dear Cynthia:
Stone Murphy is pleased to be considered to conduct the City Administrator search for the City of Arden
Hills. This proposal is submitted for your further consideration, and outlines our search strategy and process,
an estimated timetable for completion. our professional fees and expenses and a list of public sector searches
in Addendum A.
SEARCH STRATEGY & PROCESS
In order to successfully complete this assignment, Stone Murphy will perform the following steps:
STEP ONE: INITIAL CONSULTATION
The initial client consultation is very important in developing a thorough understanding and definition of the
assignment as well as the specific search strategy for its implementation. Stone Murphy will conduct
meetings with the Mayor, City Council and other appropriate personnel to understand and define:
.
.
The culture of the City of Arden Hills.
The position requirements and qualifications.
The scope, goals and expectations of the position.
.
.
Important information to obtain in these meetings could include:
. Understanding of the structure and nature of the City of Arden Hills government.
. Recent history of the municipal offices and the scope of services.
. Strengths and weaknesses of the municipal offices and of the predecessor City Administrator.
. Various relationships maintained by the City Administrator.
. Political implications.
. Current issues.
. Prioritization of responsibilities.
. Prioritization of position requirements.
STEP TWO: POSITION DEVELOPMENT
Using the City of Arden Hills' position description and the information obtained in Step One, Stone Murphy
will develop a detailed position specification that will include:
. A description of the City of Arden Hills and its government.
. Position title.
. Reporting relationships.
. Other internal and external relationships.
. SU111111ary of responsibilities.
. . Specific accountabilities.
. Desired skills, experience and abilities.
. Educational requirements.
. Compensation.
5500 Wapata Blvd.
Suite] 020
Minneapolis, MN 55416
Tel 763.591.2300
Fax 763.591.2301
www.swnemurphy.com
.
.
.
,
Once the position specification has been developed and approved, it then serves as the document for which a
targeted search can be initiated and the guide used to evaluate each candidate's skills and abilities for the
position.
STEP THREE: RESEARCH AND CANDIDATE IDENTIFICATION
Stone Murphy will use a research strategy to identify the most qualified talent. We will target government
entities and other organizations as appropriate. Stone Murphy will directly recruit qualified personnel from
those targets. Other research tools utilized will include our internal computerized database, directories and
association lists, rosters and personal contacts from previously conducted searches.
Several of our past searches may be of interest because of a similar research component.
. City of Minneapolis, Finance Officer
. City of Minneapolis, Communications Director
. Minneapolis Public Schools, Director of Facilities
Please see Addendum A for additional information.
The experience of these searches gives us confidence that a research-driven strategy will yield both a broad
pool of potential candidates and a qualified" short list" of recommended candidates.
Stone Murphy will provide a research report at the time of Presentation and Recommendation of Candidates
(Step Five), allowing the City of Arden Hills to monitor our progress and ensure that an aggressive search is
being conducted.
Stone Murphy will recruit and present candidates for all searches without regard to race, color, religion, sex,
national origin, age, disability, Vietnam Era or disabled veteran starns, and ensure that the recruiting process
is administered in a nondiscriminatory fashion.
STEP FOUR: CANDIDATE ASSESSMENT
Stone Murphy will interview and assess candidates according to their professional and personal qualifications
in a lengthy personal interview . We assess candidates according to a demonstrated track record of
successfully meeting goals and objectives in their past work history. In the interview, we measure that work
history against the key professional and performance criteria, which is outlined in the position specification.
We evaluate the personal and culrnral fit, which is equally as important as the technical qualitications. We
also identify critical information such as compensation and career expectations.
STEP FIVE: PRESENTATION AND RECOMMENDATION OF CANDIDATES
We meet with the City of Arden Hills and present a report, roughly 30 days after initiating the search, that
outlines the backgrounds and qualifications of the recommended candidates. This" short list" typically
includes three to six candidates and summarizes our search strategy, findings and other issues relevant to the
assignment (please see Addendum B). An additional report also includes documentation of all individuals
contacted during the search. Stone Murphy will then facilitate arranging interviews for selected candidates.
There should be no surprises at this meeting, as regular updates will have been previously provided.
STEP SIX: REFERENCE AND BACKGROUND EVALUATION
Once a mutual interest is demonstrated between the City of Arden Hills and the candidate(s), reference
checking and background analysis are done. We personally conduct three to five references in addition to
issuing a background check that identifies criminal and credit risk, and verifies academic credentials.
2
.
.
.
Stone Murphy does not provide psychological assessment services.
facilitate the use of those services should the committee desire.
We would, however, be happy to
STEP SEVEN: NEGOTIATION OF OFFER AND CLOSING
Once a final candidate has been selected, we serve as an intermediary between the City of Arden Hills and the
candidate to ensure a successful conclusion to the search. We provide recommendations on compensation
structuring, offer presentation and negotiation strategies.
Unfortunately, there is no guarantee that once an offer is extended, a candidate will accept it. We try with
great aSSurance to minimize turndowns by direct and frank conversations before an individual becomes a
"true" candidate. We also try to provide notice early on in the process of any issues which need to be
addressed before a candidate gets to the offer stage. We recommend that candidates spend as much time as
possible with the City of Arden Hills employees, as this allows candidates to take themselves out of the search
process if they feel the job or culture is not a good fit.
Direct and frank conversations about compensation are critical to a successful outcome. Stone Murphy needs
to understand the parameters of available compensation and how it might play into acceptance of an offer.
We try to minimize surprises about compensation by discussing compensation with serious candidates at each
stage of the process to keep expectations in line.
STEP EIGHT: FOLLOW UP
We believe our commitment goes beyond the completion of the search. Stone Murphy will maintain
communication with the City of Arden Hills and the new employee during the transition and throughout the
first year.
CLIENT MANAGER
Al Giesen, Managing Director, will function as the Manager on this assignment and is accountable for
completion of the project. He will personally make initial contacts with potential candidates, interview and
assess all appropriate candidates and provide references thereafter.
Al joined Stone Murphy in 1996, and is responsible for managing national searches across a variety of
industries and functions. Searches conducted include senior management positions in operations, accounting
and finance, legal, human resources, sales and marketing. Al has performed all Stone Murphy public sector
searches since 1996, with the exception of the University of Minnesota Foundation. Please see Addendum A.
AI has 23 years experience in the search business. This includes eight years managing a group of seven
Midwest offices. Al is a CPA and previously worked in public accounting for Arthur Andersen & Co. He is
active in the Minnesota Society of Certified Public Accountants and spent time on their Board of Directors.
He graduated from the University of South Dakota with a Bachelor of Science degree in Business
Administration.
TIMET ABLE
We estimate 30 days for the completion of steps three (Research and Candidate Identification) through five
(Presentation and Recommendation of Candidates). You will appreciate that once qualified candidates are
selected for the interview process, the timetable begins to fall within the availability of the search committee.
PROFESSIONAL FEES
Our fee is 30% of the first year's compensation, which includes base salary plus estimated bonus. We request
one-third of the estimated fee to initiate the search, one-third at the time of Presentation and Reconunendation
of Candidates (Step Five) and the balance of the actual fee upon completion of the search.
3
.
After discussions with the Mayor, City Council and other appropriate personnel, if the City of Arden Hills
prefers, Stone Murphy will be happy to establish a flat fee rather than a variable fee based on a percentage of
compensation. At this time, it is not possible to know the parameters of the search, and therefore it is not
possible to establish a flat fee.
In addition to our professional fees, we are reimbursed for direct and indirect expenses related to the search.
Direct expenses include travel expenses for interviewing and related items incurred by a potential candidate or
consultant assigned to the project, advertising, long distance telephone costs, messengers and other
miscellaneous items. Expenses will be billed monthly. All travel expenses will be approved by the City of
Arden Hills prior to being incurred.
Our fee plus expenses will not exceed $32,000, unless the City of Arden Hills prefers a geographic scope of
search beyond the Twin Cities Metropolitan area. The estimated breakdown of the $32,000 is as follows:
Expenses
Research
Advertising
Miscellaneous
Long Distance
Delivery
Administrative Support
(approx. 30 hours @ $35/hr)
Al Giesen (more than 175 hours)
.
$1,500
500
150
50
50
$2,250
$1,050
$28,700
We look forward to speaking with you and the committee further about our search services and learning more
about the po,~tion. Please feel free to contact me with questions.
/ ,
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AjiGiesen
Managing Director
Enclosure
.
4
STONE · MURPHY
EXECUTIVE SEARCH & (.'ONSULTANTS TO MANAGEMENT
ADDENDUM A
.
Public Sector Searches
City of Minneapolis
. Communications Director (2002)
. Space and Asset Manager (1999)
. Finance Officer (2000)
. Director, Managerial Accounting and Budget (2000)
. Director, Management Analysis Division (2000)
. Budget Director (1999)
. Director, Human Resources (1995)
. Director, Labor Relations (1996)
References:
)> Mr. John Moir, City Coordinator, (612) 673-3992
)> Ms. Tammy Omdal, Financial Planning and Budget Director, (612) 673-2918
)> Ms. Kathleen O'Brien, (Former City Coordinator), Vice President of University Services, University of
Minnesota (612) 625-6599
)> Ms. Ann Eilbracht, Director of Hnman Resources, (612) 673-2139
Minneapolis Publie Sehools
. Director of Facilities (200 I)
Reference:
)> Ms. Kerry Felt, Executive Director of Teacher & Instructional Services (former Executive Director, Human
Resources), (612) 668-0501
.
Minneapolis Employees Retirement Fund (MERF), Minneapolis, MN
. Executive Director/ChiefInvestment Officer (1996)
. Accounting Manager (2002)
Reference:
)> Ms. Judith Johnson, Executive Director (612) 335-5950
Minneapolis l'olice Relief Associatiou, Minneapolis, MN
. Pension Administrator (200 I)
Reference:
)> Mr. Scott Renne, Board Member, City Assessor, City of Minneapolis
The University of Miunesota, Minneapolis, MN
. Associate Vice President, Facilities Management (1996)
. Director, Energy Systems (1999)
. Director of Retirement Benefit Programs (2001)
. Director, Human Resources (2003)
.
References:
)> Mr. Tim Rich, Director of Human Resources, (612) 626-7546
)> Ms. Ann Durushia, Manager, Human Resources, (612) 626-0291
)> Ms. Carol Carrier, Vice President of Human Resources, (612) 624-4515
5500 Wayzata Blvd.
Suite 1020
Minneapolis, MN 554] 6
Tel 763.591.2300
Fax 763.591.2301
wv.'w.stonemurphy_com
University of Minnesota Foundation, Minneapolis, MN
... Director of Annual Giving (2000)
Investment Analyst (1996)
. Manager, Human Resources (1997)
. Chief Financial Officer (1998)
. Controller (2000)
References:
,.. Ms. Julie Pelzl, Director, Human Resources, (612) 626-1076
,.. Mr. Gerald Fischer, President, (612) 624-2087
,.. Ms. Judy Kirk, Executive Vice President, Development & Operations, (612) 624-3333
,.. Me. Charles Osborne, Chief Financial Officer, (612) 624-2854
.
.
-..
STONE · MURPHY
EXECUTIVE SEARCH & OJNSULTANTS TO MANAGEMENT
ADDENDUM B
.
June 19,2002
Mr. John Moir
City Coordinator
City of Minneapolis
350 South 5'" Street
Room #325M
Minneapolis, MN 55415
Dear John:
The following summarizes our progress to date for the search for the Communications Director.
PROCESS
Stone Murphy set out to identify individuals with communications experience in the public or institutional
sectors. Our efforts were then focused on those individuals with significant leadership capacity combined
with a breadth of communications skills and experiences.
.
OUTCOME
This process resulted in Stone Murphy contacting approximately 84 individuals within the local market. As a
result of this recruiting effort Stone Murphy interviewed 14 potential candidates and recommends the
following*:
xxxx
Co- Fonnder
Brickley O'Toole
XXXX
Director of Public Affairs
Metropolitan Airports Commission
XXXX
Client Services Director/Senior Counselor
New School Communications
XXXX
Vice President, Media Relations
Padilla Speer Beardsley, Inc.
XXXX
Director of Communications
Minnesota Department of Revenue
XXXX
Former Investigative Reporter
KSTP-TV
* Resumes for each candidate follow.
The following were noted during the search:
.
.
Candidates consistently had three questions for which I did not have an adequate response. What is the
budget for the communications group? What is the division of responsibilities with Laura Sether in the
Mayor's office? What kind of relationship can I expect with Laura?
5500 Wayzata Blvd.
Suite 1020
Minneapolis, MN 55416
Tel 763.591.2300
Fax 763.591.2301
lNww.stonemurphy.com
.
.
.
,
.
Compensation: Our starting salary of $89,000 is adequate for most, but not all, communications
professionals in the public and institutional sectors. Those professionals with appropriate experience and
currently in the corporate or agency sectors, were beyond our reach.
. Within the public and institutional sectors, it was difficult to find candidates who had experience managing
a large staff.
. Almost everyone who expressed an interest in the position asked if they would have to become a resident to
be considered. Obviously, Twin Cities residents do not know the law was changed years ago. In the
absence of a firm like Stone Murphy, one wonders how many qualified candidates have not applied for
positions with the City in the past because they assumed they would have to move within city limits.
We have identified a strong slate of candidates and recommend beginning the interview process.
Sincerely,
Al Giesen
Managing Director
Enclosures
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.
.
.
AL GlESEI\, Managing Director, joined Stone Murphy
in 1996, and is responsible for managing national
searches across a variety of industries. Searches
conducted include Director through Senior Vice
President levels in the functional areas of accounting,
finance, operations, legal, human resources, sales
and marketing.
Al has more than 20 years of experience in professional
recruitment, which includes managing a group of seven
midwest offices for a large national firm. AI is a CPA
and previously worked in public accounting for Arthur
Andersen and Co. He is active in the Minnesota
Society of Certified Public Accountants and has been
a member of the Board of Directors. He graduated from
the University of South Dakota with a Bachelor of
Science degree in Business Administration.
To inquire about Stone Murphy's executive search
services, contact Al Giesen_ Client references are
available upon request.
STONE ~ MURPHY
EXECUTIVE SEARCH & CONSULTANTS TO MANAGEMENT
AL GIESEN
!'v1(l11agiTl,~ Di1"ector
')')()O \I/ayz~r::a Ph'd.
Suite 1020
Minneapolis, 1'v1N '5'5416
Tcl763.'i91.2300
Fax 763.591.2'101
dl;iescn@SwneT\llJrphV-(()!l1
W\\.W,';COIWlllIlIThy,corn
GARY MURPHY, Partner and founder of Stone
. Murphy, has over 20 years of executive search experience.
Gary has achieved national recognition as a leading
recruiter of senior level human resource management
professionals. Searches completed include the functional
areas of national and international human resource
management, staffing, training, organizational design
and development, compensation and benefits,
executive developtnent, labor rclations and human
resource consulting.
Gary also recruits senior level marketing and general
managclncnt executives for a diverse regional and
national client base.
.
Prior to forming Stone Murphy, Gary servcd in a variety
of human resource management positions with a major
subsidiary of The Pillsbury Company. Gary graduated
from Lea College with a Bachelor of Arts degree.
To inquire about Stone Murphy's executive search
services, contact Gary Murphy. Client references are
available upon request.
.
.
TONI BARNUM, Partner, joined Scone Murphy in
1983, and is responsible for managing the firm's
Financial Services practice. She is recognized as an
expert in the recruitment of financial services
professionals. Clients served are investment management
firms, lllvestment banks, private investment and real
estate funds, insurance and trust companies, and
banking institutions headquartered in the Mtdwest.
Toni has conducted national searches in the functional
areas of portfolio management, investment research,
trading, corporate finance, marketing and sales for
both fixed income and equity products. Other
assignments include recruitment of senior level
professionals for corporate lending, operations, due
diligence, compliance, legal and product development.
. Toni also recruits financial professionals for corporations
within treasury, strategic planning, marketing, investor
relations, corporate development and finance functions.
Prior to Stone Murphy, Toni began her career at
KPMG Peat Marwick in their Audit Practice, and then
worked as Managcr of Corporatc Human Resource
Information Systems for General Mills. She graduated
from Northern Michigan Universlty with a Bachelor of
Science in Business Administration.
To inquire about Stone Murphy's executive search
services, contact Toni Barnum. Client references are
available upon request.
.
.
.
.
KATHY MATHIAS, Managing Director, joined Stone
Murphy in 1987, and manages national searches across
a variety of industries and functional areas. She has
conducted searches ar rhe Manager, Director, Vice
President and General Manager level for small
privarely held companies to Fortune 500 corporations.
Her clients include companies from the following
industries: high rechnology, banking and financial
services, printing and publishing, consumer and
industrial manufacruring, educarion and non-profit. She
recruits professionals for corporations within human
resources and organizational development, accounting
and finance, operations, and engineering.
Kathy is also responsible for managing the firm's Sales
and Marketing practice, where she has completed
searches in marketing, product ITwnagement, sales and
sales management. She has also been involved with a
number of assignments where specific diverse work
force goals were indicated by the client.
Kathy graduated from Bethel College with a Bachelor
of Arts degree in Psychology. Prior to joining Stone
Murphy, she worked for Bethel College in their Career
Development and Psychological Services departments,
and KPMG Peat Marwick in their National Human
Resource Consulting and Executive Search practice.
To inquire about Stone Murphy's executive search
services, contact Kathy Mathias. Client references are
available upon request.
.
.
.
KIRK GOVE, Managing Director, joined Stone Murphy
in 1998. He is responsible for managing searches across
a variety of industries with an emphasis in financial
services and technology. He has conducted searches in
the banking, investment management, insurance,
manufacturing and consulting industries for Fortune
500 companies, regional corporations and venture
capitalists. I lis experience includes recruitment at the
Manager, Director, Vice President and Senior Vice
President levels in the areas of corporate marketing,
product development, sales and sales management)
marketing communications, finance and strategic
planning.
AFf
Prior to joining Stone Murphy, Kirk worked as an
Associate for Kcnzcr Corporation, a national executive
search firm. He was previously a Vice President
of Marketing and Sales for Investment Advisers
Incorporated (lAt), a British owned investment
management firm) and a Vice President and Product
Manager for Oain Rauscher, one of the nations largest
regional securities finns. Kirk graduated from the
University of Minnesota with a Bachelor of Science
degree in Business Administration.
To inquire nbout Stone Murphy's executive semch
services, contact Kirk Gave. Client references are
available upon request.
HELEN GETZKIN, Managing Director, joined Stone Murphy
. in 2002, and manages national searches across a variety of
industries and functional areas. She has conducted searches at
the Chief Executive Officer, Chief Operating Officer, Chief
Financial Officer, Division President, General Manager, Vice
President and Director levels for small privately hcld
companies to Fortune 500 corporations. Her clients include
companies from the following industries: financial services,
consumer servicesj consumer goods, health care, industrial
manufacturing, technology, education and not-for~profiL In
addition, she has conducted searches for Directors through
Senior Vice Presidents in the functional areas of accounting,
finance, treasury, investor relations, strategic planning,
mergers and acquisitions, operations, human resources,
information technology, sales and marketing
. Hclcn graduated from the University of Minnesota with a
Bachelor of Arts degree in Psychology with an industrial
emphasis. She has over 24 years of management recruiting
experience, including almost 15 years with the executive
search practice of Korn/Ferry Internatlonal. Helen was
employed by Norwest Corporation, Minneapolis, (currently
Wells Fargo & Company) as Manager of Employment from
1979 to 1988, where she directed a team of recruiters
providing human resources support to a variety of banking,
investment and corporate divisions. In 1988 Helen joined
Kom/Ferry International where she participated in numerous
senior level executive search assignments. Helen has also
performed pro bono human resources consulting for two not~
for~profit organizations.
.
To inquire about Stone Murphyls executive search services,
plea,e contact Helen Getzkln. Client references are available
upon request.
.
.
.
KRISTIN PAPKE, Director of Research and
Administration, joined Stone Murphy in 1998. She is
responsible for supporting the executive search process
by conducting industry research, maintaining the
firm's database and updating periodicals, directories,
annual reports and professional association informa-
tion for the corporate library. Kristin coordinates can-
didate interviews and assists with travel arrangements
and relocation information. She is also responsible for
Stone Murphy's office administration.
Prior to joining Stone Murphy, Kristin worked as an
Operations Analyst for a multiple-location consumer
service company. Kristin graduated from the University
of Wisconsin - River Falls with a Bachelor of Science
degree in Business Administration,
To inquire about Stone Murphy's executive search
services, contact Kristin Papke.
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T H EcW 0 0 D G R 0 U P
March 6, 2003
Ms. Cynthia Young
Deputy Clerk/Human Resources Director
City of Arden Hills
1245 West Highway 96
Arden Hills, :MN 55112-5794
Dear Ms. Young,
In response to your Request for Proposal regarding Arden Hills' search for a City
Administrator, please find enclosed a proposal introducing you to The Wood
Group and our search practice. I have also included our client list, a sampling of
our leadership searches, and our public/nonprofit sector search experience.
A summary of these materials and their relevance to Arden Hills will include the
following:
Executive Summary of Proposal
A. Background on
The Wood Group
16 years search experience - seven
search consultants -175 clients
nationwide
B. Relevant Search Experience
Leadership Recruiting
Over 75 leadership searches
successfully completed - nearly 20 of
those within the past 18 months
Public/Nonprofit Sector
Recruiting
55 public/nonprofit sector searches
including a significant number of
senior level municipal! governmental
assignments
Search Committee
Assignments
More than 40 committee searches
completed, with 8 committee searches in
the past 18 months.
C. Approach and Procedures
A proven, disciplined process - average
timeline of 90 to 120 days
Assuming that the search is
conducted locally, a flat fee of
$27,000, inclusive of expenses
D. Fees
EXECUTIVE SEARCH. MANAGEMENT COUNSEL
1550 Utica Avenue South. Suite 425. Minneapolis. MN 55416. Phone 952"546-6997 Fax 952-546-6743
www.thewoodgroupinc.com
.
.
.
E. Guarantee
Replacement of any candidate who has
been terminated for cause or who has
resigned within six months of beginning
his or her new position
We would be delighted to answer any questions that you, your colleagues or
City Council Members may have. Please accept our thanks for your interest in
our firm.
Sincerely,
~~~
Libby Carrier Doran
Enclosures:
. The Wood Group Brochure
. Partial Client List
. Recent Executive Level Searches
. Recent Nonprofit/Public Sector Searches
. Reference List
. Sample Orientation Protocol
.2-
.
Detailed Proposal -
City Administrator,
City of Arden Hills
A. Background on The Wood Group
Our History
The Wood Group was established in 1985 as a Minnesota corporation, and
has since grown to be one of the Upper Midwest's largest full service
retained search firms. Our generalist approach to search, which focuses
on serving a diverse group of clients extremely well, has resulted in a
more than 80 percent "repeat rate" with our clients. This proud
achievement is a clear reflection of the satisfaction, loyalty and trust we
have earned over the years.
.
Our broad client base ranges from the Fortune 100 to the public and
nonprofit sector. Over 75 percent of our search work has been completed
on a national basis and has allowed us to build a quality, nationwide
network of individuals who possess the high level of skills and expertise
our clients require. In addition to developing extensive national
networks, we continue to maintain strong local ties, and have a significant
number of clients based in the Twin Cities Metropolitan Area. Our
ongoing commihnent to community involvement has enabled us to be
particularly successful in recruiting candidates to the Twin Cities who are
an excellent fit with the unique profile of this area.
The Wood Group's clients are served by a dynamic, seven-member team
of search consultants, and benefit from full in-house research and
database capabilities. The firm's search experience.is varied, ranging from
positions in senior general management to a broad cross-section of
functional skills.
Our Philosophy
.
The Wood Group has built a successful practice by focusing on consistent
commihnent to client service. We are dedicated to the principle of
uncomprornised professionalism, and undertake each search with the
view that our most important responsibility is to provide discreet,
insightful, highly professional representation for our clients.
Successful search relationships are based on trust. Toward this end, we
work to ensure that mutually agreed-upon objectives, values and methods
are met, while recognizing that "fit" is truly the key issue. We establish a
strong fit with our clients by understanding their needs and culture and
using this knowledge to identify highly compatible candidates. By
-3-
.
finding top-notch candidates who are an excellent fit, we provide positive
solutions to search needs.
As an experienced group of search professionals, we uphold a strong code
of ethics. We combine objectivity, expertise, confidentiality, and the
demonstrated ability to access a diverse group of key leaders. In addition,
The Wood Group emphasizes equal opportunity standards within the
search process.
Inherent in our philosophy is our unique approach to research and
candidate generation. Senior professionals are involved throughout all
phases of a search, including making the initial candidate contacts. The
value in this approach is that the person making the initial contact is
extremely knowledgeable about the client organization and position and
able to present the opportunity with uncompromised professionalism.
The Wood Group has invested heavily in this unique approach to search
by building a highly qualified team of search professionals.
Our People
.
The Wood Group team of recruiting professionals has broad-based
experience, including extensive line management in both large and small
companies, as well as public sector and nonprofit experience and
involvement. Our approach to search is based on team participation, with
each member of the group contributing his or her own networks to every
search assignment. We also assign a team of professionals to every search.
This leads to a deep pool of contacts and the ability to quickly conduct
fresh research, and also enhances our ability to pursue alternative avenues
to search solutions, speeding the search process overall.
The enclosed brochure includes short biographies of our search staff and
will acquaint you with their backgrounds. We are very proud of the
highly qualified team we have assembled, and feel it is one of the
strongest in the industry.
Two to three of the following professionals would be assigned to the City
Administrator search:
.
Michael Wood: Mike founded The Wood Group in 1985. Prior to his
search career, Mike spent fourteen years with The Pillsbury Company,
beginning in human resources and spending most of his career in
marketing and general management. His large company experience was
then complemented by five years as CEO of a privately-held manufacturer
of bio-organic consumer and commercial products. Mike has served on a
number of corporate and civic boards and is active in the community. He
received his MBA from the University of Michigan and his BA from
Kenyon College.
-4-
"
.
Libby Carrier Doran: Libby joined The Wood Group after almost five
years in management consulting, where she focused on business strategy
and organizational development. She began her career in Washington,
D.C., coordinating disaster relief programs for African countries. She has
also worked in the White House on disaster relief and preparedness
programs. She holds a Master's Degree in Public and International Affairs
from Princeton University and a BA from Dartmouth College. Her
volunteer work is dedicated to helping underprivileged youth and
includes board assignments with Youth Enterprise, a faith-based
nonprofit that helps youth develop economic life skills, and Admission
Possible, an organization that helps underprivileged high school students
in the college admissions process.
Meredith Olson: Prior to joining The Wood Group, Meredith gained
valuable experience in both the for-profit and nonprofit sectors. She
worked in production management in the publishing industry and held
management roles in the clothing design business. Her commitment to
the community at large keeps her involved in many social service
organizations, most recently as Executive Board President for The Bridge
for Runaway Youth, Inc. Meredith holds a BA in sociology from the
University of Colorado, Boulder.
.
Theresa Crane: Theresa joined The Wood Group after fourteen years in
marketing communications within the financial services, healthcare,
insurance and manufacturing industries. She has been involved in a wide
variety of search assignments, including nonprofit and technology
leadership searches. Theresa is currently working on a development
leadership search for a Twin Cities-based nonprofit organization. An avid
runner, she has run many charity-based races in the Twin Cities, including
the Minneapolis-St. Paul Komen Race for the Cure. She holds a BA from
St. Norbert College.
Karen Contag: Karen is a graduate of Princeton University's Woodrow
Wilson School of Public and International Affairs. She worked in a variety
of positions in the nonprofit arena, including youth program development
and fundraising. Karen has played a key role in building The Wood
Group's nonprofit search practice. In addition, she has worked in a wide
range of industries and across functions, focusing on industrial and
manufacturing companies. She remains active in the community through
social service, arts and educational organizations. Karen works exclusively
with The Wood Group on a project basis with our nonprofit team.
.
B. The Wood Grou.p's Relevant Search Ex.perience
Over the past 16 years, The Wood Group has served more than 175 clients in a
wide range of search assignments. We have particular expertise in senior level
management positions, and have done significant amounts of work in general
management, sales and marketing, finance, manufacturing, and human
-5-
resources. Our industry experience is purposefully very broad, ranging from
consumer package goods and financial services, to manufacturing and business-
to-business services. Our public/nonprofit sector search practice represents an
increasingly growing portion of our business and we have compiled an
impressive record in these segments.
.
Experience specifically relevant for the Oty of Arden Hills:
I. Extensive search experience at leadership levels. The Wood Group has
conducted more than 75 President, CEO, COO, Executive Director
and General Management searches in the last five years (list
attached).
II. Specific Experience with Municipal/Governmental searches. We have
conducted 12 governmental searches, many in the last three years.
The most recent searches we have done are with the Oty of
Minneapolis and the Workers Compensation Reinsurance
Association, and references for those are included in the attached
Reference list.
Completed searches include:
.
City of Minneapolis
City of Minneapolis
Oty of Minneapolis
Oty of Minneapolis
Oty of Minneapolis
District Energy of St. Paul
Hennepin County Medical
Center
State of Minnesota
State of Minnesota
State of Minnesota
State of Minnesota
Workers Compensation
Reinsurance Association
Commissioner of Health and
Family Support
Executive Director,
Minneapolis Community
Development Agency
Director, Empowerment Zone
Executive Director, Youth
Coordinating Board
Deputy Planning Director
President/CEO
Director of Patient
Accounting
Director of Compliance
Assistant State Auditor
Deputy State Auditor
Senior Administrative Officer
President/ CEO
III. Extensive experience in the public/nonprofit sector. We have conducted
over 35 public/nonprofit leadership searches in the past five years,
including several current ones. Examples of these involving
significant managerial/administrative elements include:
.
Abbott Northwestern Hospital Foundation
Board of Social Ministry
President
CEO
-6-
.
.
I
.'
Children's Hospital and Clinics Foundation
Hazelden Foundation
Minnesota Masonic Homes
EVP Development
President/ CEO
VP, Organizational
Advancement
Executive Director
Executive Director
President
CEO
Big Brothers Big Sisters
Minnesota Zoo
University of Minnesota Physicians
YMCA Metro Minneapolis
IV. Particular expertise working with Search Committees (40+ searches). In
addition to providing search committees with an excellent choice of
candidates, we have developed a number of tools to aid search
committees in their process. The Wood Group provides a detailed
position description, fully formatted resumes with narratives on
candidates to be interviewed by the committee, help in formulating
key interview questions and format, specially designed grids for
candidate rating, and more. Our goal is to handle all of the logistics
and details so that search committees can focus on the candidates.
v.
Commitment to diversity. In every search, The Wood Group is
committed to proactively providing the client with a slate of
qualified candidates, including representation from diverse
communities. We have extensive experience in proactively
sourcing in diverse communities, and have had numerous
successful candidates with diversity backgrounds.
C. Our Approach and Procedures
The timing and specifics of our search process are determined by our client's
needs and the nature of the search to be undertaken. While the basic process
remains the same, each search is approached with a fresh perspective, creative
planning and thorough primary research. Through our individualized process,
we seek to ensure that our clients see an appropriate selection of candidates, yet
avoid inundation from excessive resumes or unsuitable choices. Though
disciplined process is important to the integrity of the final result, we are always
mindful of the client's degree of urgency and will respond with the appropriate
resources of The Wood Group to ensure an expeditious timetable.
Phase One - Orientation
The objective of this phase is to arrive at a specific in-depth understanding of the
organization and the position in question as well as a solid grounding in the kind of
candidate personality and cultural fit necessary for successful integration into your
organization. Activities include stakeholder meetings and document review, as
agreed upon with the client. A sample protocol of Orientation Questions is
attached.
-7-
.
One tangible product of this phase is a written Position Description, which will be
submitted for your review and approval. This document will briefly describe your
organization, delineate the official scope/responsibilities of the open position, and
provide an ideal candidate profile with background requirements. In addition to
serving as a marketing document for potential candidates during the search process,
this document will confirm our common understanding of the search parameters.
We are usually able to complete this process within one week.
Phase Two - Research and Candidate Generation
The Wood Group believes that many of the best potential candidates are not actively
looking for a new employment opportunity. So, we focus our resources and efforts
beyond advertising and posting to identify candidates who are currently employed.
Utilizing our internal research resources and existing database, we will access our
broad network to identify those potential candidates. The precise focus of this phase
will be determined through information obtained during Orientation. Specific
industries or individuals may be targeted, as well as preferred organizations with a
track record of excellence, innovation or superiority.
.
During this phase, we will thoroughly research and contact potential candidates
within the designated parameters of the search. We will also expect to uncover
some alternative resources likely to provide individuals with the appropriate
background and profile. Throughout this extensive sourcing process, we will
professionally present the opportunity, assess resumes, and conduct in-depth phone
screens.
Completion time for the initial Research and Candidate Generation Phase is usually
two to four weeks following Orientation. However, interviewing begins
simultaneously, and original research continues throughout the search as we
continue to build depth in the candidate pool.
Please note that although the majority of our resources and efforts are focused on
sourcing candidates who may not be actively pursuing new employment
opportunities, we will advertise the position in appropriate publications and post it
with appropriate on-line recruiting sources as agreed upon with the client.
Phase Three - The Wood Group Interviews
Based on thorough phone screens of resumes culled from the Research and
Candidate Generation Phase, initial in-person interviews of qualified candidates will
be conducted by The Wood Group. The Interviewing Phase results in a roster of
previewed and interested candidates.
.
Approximately 30-45 days following the commencement of the search, we expect to
present a formal Candidate Review of potential prospects. The purpose of this
-8-
.
meeting is to review search progress, determine appropriateness of direction, and
receive feedback on preliminary candidates. This meeting also serves to reaffirm the
essential requirements of the position. During the Candidate Review, The Wood
Group presents summaries of potential candidates' backgrounds, including career
chronologies, educational credentials and compensation situations. Most of them
will have been personally interviewed by The Wood Group at this time.
From the Candidate Review meeting, we would expect to identify a subset of
candidates to schedule for initial client interviews, as well as others meriting
additional follow-up by us.
Phase Four - Client Interviews
.
The Wood Group provides full in-depth interview evaluations and resumes for all
candidates who will be proceeding to this phase. In addition, we will coordinate
scheduling of client interviews for initial and, if appropriate, subsequent rounds,
handling all logistics, travel arrangements, etc., in this process. In addition, we will
contact each finalist immediately following his or her interview to obtain feedback
from the candidate's perspective. .
For committee searches, The Wood Group also provides specially designed tools to
aid the committee in interviewing candidates and assessing the overall candidate
pool.
Please note that research and candidate generation activities continue throughout the
remainder of the search process, to augment the viable candidate group.
Phase Five - References, Offer Phase and Closure
From interviewed candidates, we will work with you to develop a short list of
finalists. These candidates' credentials will be verified, including academic, credit,
criminal and driving records, and their references reviewed, using our best efforts
gained from years of experience.
Referencing is a particularly important part of the search process. In addition to
verifying the facts of an employment record, our references will address pertinent
issues such as management ability, leadership style, and interpersonal skills. In
addition, we will fully explore any issues specific to the needs of the particular
search. We consider it important to check references on a variety of levels, including
superiors, subordinates and peers, to gain the most accurate composite of the
candidate under consideration.
.
When a final selection has been made, The Wood Group will participate in the offer
process, as desired by the client. We are skilled in offer acceptance negotiations and
can assist throughout the pre-employment process. Issues involving relocation, if
any, can be addressed at this juncture, including provision of necessary housing,
schooling and tax information.
-9-
.
.
.
Upon final offer acceptance, all considered candidates will be formally apprised of
the search's conclusion. Our goal with this closure, as throughout the search
process, will be to represent our clients in a professional and positive manner.
Typically, we will also maintain our relationship with successful candidates after
they begin work. The exchange of feedback is frequently helpful, and allows us,
when it is appropriate, to provide additional "transition" assistance.
D. Our Fees and Payment Schedule
We assume that the City Administrator search will be conducted on a local basis.
We will complete this assignment for a flat fee of $27,000, inclusive of our
expenses.
Our billing process is to invoice one-third of our expected fee upon agreement to
commence the search and a second one-third 30 days later. The final third is
billed only upon completion of the search. This approach represents a difference
from many search firms and illustrates our commitment to performance on
behalf of our clients. We do not bill in full until our services have been
completed in full.
E.
Our Guarantee
We include with our services a guarantee to replace any candidate who has been
terminated for cause or who has resigned within six months of beginning his or
her new position.
-lQ-
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THEWQQQ GROUP
References for The Wood Group, Inc.
1.
Senator Mark Dayton
U.s. Senator, State of Minnesota
612/727-5220 (Fort Snelling office)
Senator Dayton was our client for several searches conducted on behalf of
the State of Minnesota.
2. Peter Myers
Principal, Tandem Communications
651/224-6747
Mr. Myers is currently Chairman of the Board of Directors of the
Minnesota Zoo and was Chair of the Search Committee during the search
that The Wood Group conducted for President of the Minnesota Zoo in
2000.
3.
Michael Markman
Zurich Insurance Group
952/841-2300
Mr. Markman is Chairman of the Board of the Workers' Compensation
Reinsurance Association (WCRA) and was Chairman of the Search
Committee during the search for WCRA's President/CEO.
4. Chuck Ballentine
Director of Planning
City of Minneapolis
612/673-2616
Mr. Ballentine was the hiring manager and The Wood Group's client for
the Deputy Director of Planning search conducted by the City of
Minneapolis.
5. Joyce Rhyan
Deputy Director of Planning
City of Minneapolis
612/673-5404
Ms. Rhyan was the placed candidate for the City of Minneapolis' Deputy
Director of Planning search.
EXECUTIVE SEARCH' MANAGEMENT COUNSEL
1550 Utica Avenue South. Suite 425. Minneapolis, MN 55416, Phone 952-546-6997 Fax 952-546.6743
www.thewoodgroupinc.com
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THE W'OOD GROUP
City of Arden Hills
Orientation Questions
Organizational BacklP'ound
. Describe the City of Arden Hills' history and growth.
. Describe its organizational structure.
. What is the current state of the city?
. What key challenges has the City of Arden Hills faced in the past? What are the
challenges going forward?
· What are the city's strengths? What are its opportunities?
· Describe the city's employee base.
. Does the City of Arden Hills have a strategic plan? When was it last revised?
. Describe the revenue sources for the city.
Environment
. What current public sector and/ or municipal trends are impacting the City of Arden
Hills?
· What is the reputation of the city's departments in the community?
. What organizations are seen as stakeholders or collaborators for the city?
· Who are the organizations with whom you have established partnerships?
· What other cities and organizations does the City of Arden Hills most admire?
Culture and Leadership
· What drives culture for city employees?
· How do you see this change in leadership affecting the organization?
. What are personal qualities that "fit" with the culture?
Ci1;y Administrator
. What are the immediate priorities for this individual?
. What will performance metries be for this individual?
. What are the critical experiences that this person must possess?
. What are the critical skills and attributes that this person must possess?
Search Strate~
. What are the geographic parameters for this search?
. Are there specific cities or organizations that we should target and/ or avoid?
EXECUTIVE SEARCH. MANAGEMENT COUNSEL
1550 Utica Avenue South, Suite 425. Minneapolis, MN 55416. Phone 952-546-6997 Fax 952-546-6743
www.thewoodgroupinc.eom
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EN HILLS
MEMORANDUM
DATE:
AGENDA ITEM No. 8.C
March 5, 2003
TO: Mayor and City Council
FROM: Cynthia Young
Deputy Clerk/Hurnan Resources
SUBJECT: Appointment of Planner to Regular Employment Status
CC:
Peter Hellegers, Planner
Aaron Parrish, Interim City Administrator
Personnel File
BACKGROUND:
Peter Hellegers was employed by the City of Arden Hills as its Planner on September 3, 2002.
Mr. Hellegers has completed his six-month training period and, per the Personnel Policy was
evaluated at the end of that period, and his performance has been above average.
RECOMMENDATION:
Per the Personnel Policy of the City of Arden Hills, staff recommends the City Council appoint
Peter Hellegers to the position of Planner on a regular, full-time basis.
Silseth, Pang
.rom:
pent:
To:
Subject:
Silseth, Pang
Thursday, March 13, 2003 4:38 PM
'bulletinnews@qwest.net'; 'info@mnsunpub.com'; 'cboyd@pioneerpress.com';
'mlsmith@startribune.com'; 'cwilson@ctv15.org'; 'bob.fJetcher@co.ramsey.mn.us'
3-17-03 Worksession Agenda
Council Worksession Agenda for March 17, 2003.
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March 17 2003.doc
(82 K8)
Pang Silseth
Office Support Specialist
City of Arden Hills
Phone: 651.634.5120 Fax: 651.634.5137
Website: www.cLarden-hills.mn.us
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