HomeMy WebLinkAbout8D, City Administrator Onboarding ProcessEN HILLS
Re uest for Council Action
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Prepared By: Pat Klaers, City Administrator Council Meeting Date: June 14, 2010
City Administrator Onboarding Process
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Recommendation:
City Council Consensus to have Brimeyer Fursman move forward with the onboarding
process per the Executive Search contract
Supporting Documents:
1.. Memorandum dated June 14, 2010 from City Administrator Patrick Klaers
2. Fursman e-mail dated May 19, 2010
3. Fursman e-mail and Albert Lea attachment dated June 1, 2010
�.� EN HILLS
MEMORANDUM
DATE: June 14, 2010
TO: Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: Onboarding Process
Back�round
Part of the City Administrator Executive Search contract with Brimeyer Fursman
includes an onboarding process. Attached is some information from Richard Fursman on
this process. Please note that the Albert Lea survey is offered only as an example and that
the Arden Hills survey would be tailored to our situation and I have requested that a
question or two be included that deals with work priorities.
This onboarding process will include a discussion with the City Council and Richard
during a July work session to review the results of the survey.
Council Action Requested
Council consensus to have Brimeyer Fursman proceed with the onboarding program
Patrick Klaers
From: richard fursman [richardfursman@gmail.com]
Sent: Wednesday, May 19, 2010 3:31 PM
To: Patrick Klaers
Subject: Onboarding Process
Dear Patrick,
I am requesting that you advise the council that part of the search process available to the council
includes an onboarding session.
Onboarding is a process focused on the integration of the new administrator into the City. The goal is
to prepare managers to succeed in their jobs as quickly as possible. We will facilitate
meetings between key staff and the City Administrator and the Mayor and City Council and the City
Administrator. The purpose is to discuss and plan for the adjustments that naturally occur during
periods of transition. Items covered include effective communication, setting expectations,
clari� cation of roles and responsibilities, a review of the culture and other norms.
This session should be scheduled as quickly as practical if desired.
As a reminder, we will assist with a performance review sometime between 6 and 12 rnonths.
Thank you, I look forward to hearing from you,
Ric�ard
Brimeyer Fursman
Execut�'ue Consult�'ng
Cell: 651-338-2533
Office: 651-204-044�
f�: 651-493-3448
www.BrimArou�.com
Patrick Klaers
From: richard fursman [richardfursman@gmail.com]
Sent: Tuesday, June 01, 2010 11:31 PM
To: Patrick Klaers
Subject: onboarding process
Attachments: City of Albert Lea Onboarding Survey.docx
Hello Patrick,
I hope all is going well for you thus far. It certainly is a challenge going to a new j ob; regardless of the shape
the City is in. However, the absences you are dealing with certainly represent a rare event for someone starting
this position.
A little bit about onboarding. The process is fairly simple and strait forward. An e-survey is sent to the council
and head staff, The questions pertain to individuals and organization norms. Once the survey is complete, I
meet with you and the council, and again with the staff. The results are discussed and norms for performance.
We go over the answers and discuss each question. I have attached a sample report (City of Albert Lea) for
.
your review.
Thank you,
Let me know if you need anything else,
Richard
Richard Fursman
Brimeyer Fursman
Executive Consulting
Cell: 651-338-2533
Office: 651-204-0441
fax: 651-493-3448
.
www.Brim�rou�.com
City of Albert Lea Onboarding Survey
Apri I 23, 2010
What levei of influence should the City Council have in hiring Department
Heads and Consultants? (It is understood that this is a council-manager
form of government, and `the Manager makes nearly all hiring decisions.
. Response . Response
Answer Options Percent Count
Included, but don't force the issue. I'd like to
participate as a council member, but understand 83.3% 5
that it is the Manager's decision.
Strong, the Council should be able to influence the 0.0% 0
Manager's Cho�ce.
Weak, the City Manager should be expected to build o 1
his own team. 16.7 /o
Other (please specify) 0.0%0 0
answered question 6
skipped question 7
.
What is your preferred form of communication on :urgent matters?
. Response : Response
Answer Opt�ons Percent : Count
Phone 100.0% 6
Email 0.0% 0
Other (please specify) 0.0% 0
answered question 6
skipped question 7
Who should give the Manager direction?
. Response Response
Answer Opt�ons Percent Counfi
Mayor 0.0% 0
Anyone on the council at any time 20.0% 1
Majority of elected officials at official meetings 80.0% 4
Comments: 2
- answered question ' 5
skipped question 8
• I think the council can give their individual opinions, the manager is qualified and knows
enough to guide with the understanding to ask for assistance from all when required.
• it depends on subject. if it's small it could be any council at anytime.
(From the Manager's perspective) Is it OK to give the Mayor and/:or
certain council mernbers more attention than others?
. Response Response
Answer Opt�ons Percent Count
YES, any time is OK with me (as long as the 40.0% 2
Manager isn't �nfluenced)
Occasionally as needs warrant 40.0% 2
N0, we should all have about the same amount of o
time with the Ci Mana er 0.0 /0 0
tY 9
Other (please specify) 20.0% 1
answered question 5
skipped question 8
• Council including Mayor members need to respect the managers time.
Pick all that apply to this statement: I would like to be kept up to date on
routine matters through .....
. Response Response
Answer Opt�ons Percent Count
Weekly memo 16.7% 1
Council packet 83.3%0 5
UVeekly phone call 16.7% 1
Daily e-mail updates 16.7%0 1
Weekly e-mail updates 50.0% 3
Daily phone call 0.0%0 0
Weekly face-to-face ta I k 66.7% 4
answered question ' 6
skipped question 7
If the City Manager is ha�ing a performance issue, how do you think it
should be handled by the Council and the City Manager?
. ReSponse' : Response '
Answer Opt�ons Percent Count
_ _ __ _-_ _
Use Personnel Committee 20.0% 1
Each council member meets with the Manager as 40.0% 2
�ssues arise
Conduct formal reviews with the entire Council 60.0% 3
Other (please specify) 2
answered question 5
skipped question 8
• Members of the council need to be included.
• Don't understand the question; does this mean with an employee or the manager? Manager is
reviewed by council as a group, manager deals with personnel.
What management/leadership principles work best with
Albert �ea?
. Res�onse
Answer Opt�ons
Count
3
_ _ _ _ _ _ __ __ _
answered question :3
skipped question : 10
• Situational Leadership style
• Not. Honest is what works with me.
• Open, communicative, listening.
If an empioyee disagrees with an honest and fair directive of the Manager,
they should: .
. Response Response
Answer Opt�ons Percent - Count :
Give their honest objection privately and publically o
su ort and work toward the ob'ective 100.0 /0 6
pp J
Go to the City Council with the issue 0.0%0 0
Drag their feet 0:0% 0
Other (please specify) 0.0% 0
answered question 6
skipped question 7
Should you as a council member go directly to employees if you see
something needs to be done?
. Response Response `
Answer Opt�ons ' Percent : Count
Sure, I should be able to express my thoughts 0.�% 0
No, I should inform the Manager and let him handle o
it the wa he thinks fit 66.7 /0 4
Y
Other (please specify) 33.3% 2
answered question 6
skipped question 7
• Talk with MC before approaching staff
• not to direct work but be able to look at problem
How should the Manager `react if given direction by a rnember that runs`
contrary to the majority?
. Response Response
Answer Opt�ons Percent : Count
Explain that he can only act on the majority vote 0.0% 0
Ask that the council member place the concern on o
the a enda 0.0 /0 0
9
Inform the other officials that he is being asked to 16.7% 1
do something against the wishes of the majority
All the obove 66.7% 4
Other (please specify) 16.7% 1
answered question 6
skipped question 7
• Remind the council member majority is the way.
Who are the top 5 people outside the organization that you think the Manager should get to
know now?
• State Senator, State Representitive,ALEDA Executive Director
• Dan Dorman,John Ford,Randy Kehr,Susie Peterson,John Kluever
• Dan Dorman, Jon Ford, Susie Peterson, Mike Moore,
• ALMC CEO staff, Jon Kluever, Mark Haried, Austin City Manager, Chris Shoff
• CountyAdministratorJohn Kluever, ALEDA Director Dan Dorman,Tribune PublisherScott
Schmeltzer, ALMC CEO Steve Waldhoff, Superintendent Mike Funk
• DAN DORMAN
Who should handle the press during an emerge:ncy?
. Response Resp�nse
Answer Opt�ons Percent Co:unt
Depends on the situation. 83.3% 5
Police Chief/Fire Chief 0.0% 0
Mayor 16.7% 1
City Manager 0.0% 0
answered question 6
skipped question 7
If there is a split vote at a council meeting on an important` issue, what
should the Manager do?
. Response Response
Answer Opt�ons . Percent Count
Act on the direction of the Majority 66.7% 4
Slow the process down and wait for a clear majority 33.3% 2
Bring the item back for further discussion 0.0%0 0
Other (please specify) 0.0% 0
answered question 6
skipped question 7 .
What is the responsibility of the minority elected on a close vote?
. Response Response :
Answer Options Percent : Count
Support the decision and the City Manager to ensure 100.0% 6
the best outcome possible
Take a neutral stance on the matter and
demonstrate understanding that the manager has a 0.0% 0
job to do
Try to derail the project/decision and hope for a o
better outcome when the olitical climate chan es 0.0 /0 0
P 9
Other (please specify) 0.0% 0
answered question 6
skipped question : 7
How free should the City Manager be to recomrnend replacing people if
they are not doing what he expects?
. Response : Response
Answer �pt�ons Percent Count
He should be free to recommend replacing people if
needed with an expectation that the Council will 100.0% 6
support
He should stick with the people who are here 0.0% 0
He should wait for the Council to bring an issue up 0.0%0 0
Other (please specify) 0.0% 0
: answered question 6
skipped question ` 7
How should the Manager handle himself during a council meeting: if it
appears a decision by the council will be made that will have a negative
impact
. Response Response '
Answer Options Percent Count
Keep to himself; the council has made a decision 0.0%0 0
Try to i nfl uence the outcome to go i n a"better" a
direction 0.0 /0 0
Quietly inform the council of the potential risks 16.7% 1
Inform the council of potential risks and openly o
advise a ainst the direction 83.3 /0 5
9
Other (please specify) � 0.0% 0
answered question 6
skipped question 7
Sta Res onses
p
_
I expect the Manager to have a: relationship with staff
. Response Response '
Answer Opt�ons Percent Count
Strictly professional with all levels 25.0% 2
Friends with everyone 0.0% 0
Relaxed and open with everyone, but not close 12.5% 1
friends
Friends with department directors but not first line 0.0%0 0
employees
Whatever he wants 50.0% 4
Other (please specify) 12.5% 1
answered question 8
skipped question 7
• Open w/directors, professional with first lines
Other depa�ments and/or consultants tend `to
. Response Response .
Answer Opt�ons ' Percent Count
Look out only for themselves 0:0% 0
Work, cooperate, and communicate together well 12:5% 1
It's a mixed bag 87.5% 7
Other (please specify) 0.0% 0
_ answered question 8
skipped question 5
If I disagree with the Manager I shouid
. Response Response
Answer Opt�ons Percent Co:unt
Drag my feet 0:0% 0 0
Inform privately my objections but support openly 87.5% 7
Go to the council or public 0.0%0 0
Other (please specify) 12.5%0 1
answered queStion 8
_ skipped question 5
• Depends upon the topic of disagreement and place of disagreement.
On politically sensitive issues facing my department, I shou:ld
. Response Response
Answer �pt�ons Percent : Count
_ _ _ _ __ _ __ _
Make the decision and inform the Manager 12.5% 1
Make the decision and keep to myself 0.0%0 0
Ask the Manager what I should do 37:5%0 3
Other (please specify) _ 50.0% 4
answered question ' : 8
skipped question 5
• Seek the City Manager's input and then make a decision
• IT will depend on the circumstances.
• If it is my decision, I should make it and inform. I would hope open communication would exist
before a decision like this needs to be made that allows a better understanding of why and what
decision is made.
• Make a decision and discuss reasons for position with Manager
City staff as a whole understands and shares the collecti�e �alues of the
organization.
. Response Respanse :
Answer Opt�ons Percent : Count
Most do 50:0% 4
Few do 25.0% 2
Hard to say, this was never really talked about 25.0% 2
answered question ' 8
skipped question 5
What are the three spoken or unspoken values of the
organization?
. Response
Answer Options
Count
8
answered question 8
skipped question ;5
• Who knows?
• Unknown.
•"Pride, Innovation, Need to respect each other"
• Caring, service-oriented, proressive
• "Protect your turf Cover your ass Look out for #1"
•"Work hard. Do what's best for the community. Treat people right"
• customer service first, cost containment, helping other departments
• I have no idea.
Can you think of one value that we es:pouse to but actually .
do something different?
. Response
Answer Options
' Count
8
answered question 8
skipped question 5
• Teamwork and support/respect
• No.
• At times, we do not provide quality service
• we work for the citizens - council tends to react to the "squeaky wheel" rather than consider the
silent majority
• Accountability
• No.
• Sometimes we forget the "big picture" while trying to make our department look good.
• No
If I am facing a difficult decision I should expect the Manager .to
. Response Response :
Answer Opt�ons Percent Count
Help me work it out if I ask 87.5% 7
Tell me I am on my own 0.0% 0
Take over for me
0.0% 0
Other (please specify) 12.5% 1
answered question 8
skipped question 5
• Be a sounding board and provide the occasional idea.
If I am' not doing what is expected of ine, the Manager should
. Response Response
Answer Options Percent : Count
Discuss it with me at my review 0.0% 0 0
Provide me with direction right away so I can make o
ad'ustments 87.5 /0 7
J
Other (please specify) 12.5% 1
answered question 8
skipped question 5
• Provide ongoing feedback and coaching.
As a whole, I think we should generally meet :
. Response Respon:se
Answer Options Percent Count
__ __ _ _ __ _ _ _
Once a week 25.0% 2
Twice a month 62.5% 0 5
Once a month 0.0% 0
As needed 12.5% 1
Other (please specify) 0.0% 0
_ _ _ _ ___ ___ _ _ _ _
answered question : 8 :
skipped question 5
Right now, there are department directors or consultants that have
greater influence than`others on how the City business is conducted
. Response Response
Answer Opt�ons Pe'rcent Count
All the time 0.0% 0
Sometimes 75.0% 6
Not really 25.0%0 2
Don't know 0:0% 0 0
_ _ _ _ ___ _ _ _ _
answered question 8
skipped question 5
I would say as department directors and consuitants we act
. Response Response
Answer Opt�ons Percent Count .
As a team most of the time 62.5%0 5
As separate units most of the time 37.5% 3
answered question 8
skipped question : 5
_ _ _
How should we accomplish tasks on behalf of the City?
. Response Response
Answer Opt�ons Percent Count
Use the collaborative team approach 84.6%0 11
Everyone does their own thing 0.0% 0
Other (please specify) 15.4% 2
answered question i3
skipped question : 0
• Stakeholders need to cooperate on task.
• The task will determine if it is best as a team or individual department