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HomeMy WebLinkAboutItem C: Report from City Council Subcommittee on City Manager Recruitment ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Work Session: Report from Council Subcommittee on City Manager Recruitment Meeting Date: August 13, 2007 Agenda Item Number: C Department: Central Services Staff Contact: Alana Holmes www.eugene-or.gov Contact Telephone Number: 682-5765 ISSUE STATEMENT This is a work session to provide information and recommendation on the designation of an executive recruitment firm to lead the City Manager recruitment process. BACKGROUND A subcommittee of the council first met on June 25 to discuss the process with which to select an executive recruitment firm for the selection of the next City Manager. Certain criteria were established for staff to use when researching potential firms. Initially, information on 12 firms was presented to the subcommittee for evaluation. On July 11, the subcommittee agreed to move forward with further review of three firms. On July 25, three firms were interviewed by phone and a unanimous decision was made to recommend Bennett Yarger Associates to assist the City with the City Manager recruitment and selection process. Bennett Yarger Associates is a qualified vendor in the City’s pool of Qualified Human Resource Consultants, Personnel Recruitment and Executive Search Consultants. Once a firm has been selected, additional meetings will need to be scheduled to continue work on the recruitment and selection process with the new recruiter. Items such as a timeline, review of the position description and the creation of a recruitment brochure will need to be addressed in the near future. RELATED CITY POLICIES This item is not directly related to a City policy. However, the hiring of a City Manager is related to the City Council value of an “Effective, Accountable Municipal Government.” COUNCIL OPTIONS Option 1: Approve recommendation from Subcommittee to hire Bennett Yarger Associate. Option 2: Direct subcommittee to do further research on additional firms. CITY MANAGER’S RECOMMENDATION The City Manager has no recommendation on this item. L:\CMO\2007 Council Agendas\M070813\S070813C.doc SUGGESTED MOTION Move to contract with Bennett Yarger Associates to provide services related to the recruitment and selection of the City Manager. ATTACHMENTS A. Interview Questions for Bennett Yarger Associates B. Executive Search Firm Questionnaire C. Bennett Yarger Associates Client List D. Reference information for Bennett Yarger Associates FOR MORE INFORMATION Staff Contact: Alana Holmes Telephone: 682-5765 Staff E-Mail: alana.m.holmes@ci.eugene.or.us L:\CMO\2007 Council Agendas\M070813\S070813C.doc ATTACHMENT A Interview Questions Contact Person: Robert Neher, Bennett Yarger Associates Time: 9:00 a.m. Date: Monday, July 16, 2007 1. When searching for a CM, what types of strategies do you utilize when working with larger cities than with smaller cities? What are the distinctions in terms of how you function or operate? Rather than differentiate between strategies based on the size of the City, Bennett Yarger Associates prefers to base their strategies on the individual needs of the organization. This customized approach includes: A. Spending about one and a half to two days in the organization to establish a strong understanding of the position and needs of the City and Council. B. Identifying scope, focus, needs, and issues of the position by meeting with Council, key players and stakeholders early on to develop a profile of what the organization is looking for. C. Networking calls to similar sized organizations, etc. to determine potential candidates and referrals to potential candidates. D. Developing an understanding of the community to appreciate what draws people to the community. Bennett Yarger believes it is not the size of an organization, but the scope of responsibility of an individual in an organization, that needs to be considered when looking for candidates. They may find a candidate who is a good fit with our needs, even though the candidate has worked for a smaller City. 2. What is your success rate with CMs having a good, effective, long lasting relationship with the city? (Looking for retention rate) Bennett Yarger has completed over 1100 searches with approximately 240 searches at the City Manager, Assistant City Manager, and County Executive levels. About 90-95% of their work is in the public sector. The Bennett Yarger, Page 1 firm has also placed candidates with utility and transportation companies, League of Cities, and ICMA. They guarantee every search for one year and have never had to replace a candidate within that first year. Robert Neher estimates the overall retention rate for their placements is about 4 - 4 ½ years. Some of the things that affect turnover at the City Manager level are changes in Council and policy direction. 3. How will you work with the people at the City to make this hire? It depends on how Council wants to structure the search. Typically, Bennett Yarger prefers to meet with Council members individually, and then as a group, and then to meet with key department heads and any other Council-designated stakeholders. The goals during those meetings would be to listen and focus on specific strategies, issues, and projects that this position will need to be able to accomplish. Their research will also include reviewing documents, budgets, finances, organizational charts, etc. for the City and gathering input on the previous individual in this role and any shifts and changes in Council goals and objectives. Strategies to keep the Council informed of the search would include face- to-face meetings to start the search with verbal reports back on a weekly basis and more detailed written reports back every other week. The progress reports will give them a chance to keep Council updated on the search as the field of candidates is narrowed. When presenting the top 15-20 candidates, the firm will explain how they are the best fit and see if the Council concurs with the list, and who seems most prominent to take forward and further review backgrounds. Mr. Neher stressed that it is critical to get feedback and ensure we keep on track, also notifying the firm if there is a change in the direction the Council wants to proceed. 4. Process: How flexible are you in your process…when working with a City Council and Mayor that is hands on and very engaged in the process? Overall, the key is to work with the Council to make sure that the firm structures the search so that the Council is comfortable and give them what they need to make a good decision. This will include building flexibility into the process and ensuring that the process is a team effort. The search will change and shift based on the input from the Council, and that is an understood part of the process. Bennett Yarger will also share their experience and give advice on what works and what doesn’t work in a process. Any information from candidates who are recruited can be made available to Council. Typically, Bennett Yarger works to narrow the field and develop three tiers of candidates. Candidates can shift among these tiers based on input Bennett Yarger, Page 2 from council, reference checks, and any additional information gathered in the search process. These tiers include: A) Top Tier- these are well-suited candidates who are considered as potential finalists for the interview process. B) Strong candidates who might have a slightly different background and may potentially be from the private sector. C) Candidates who don’t quite match the criteria, but are interesting. 5. How much work do you do with the candidates in terms of familiarizing them with the community? Bennett Yarger gives everyone a copy of the general brochure material and perspectives of the job. The firm advises candidates that it is their responsibility to research the community and suggests individuals visit, look around the community, and talk to individuals within the organization and community. The candidate is interviewing us as well. Bennett Yarger feels it is important for the candidate to be informed and comfortable with the community as well as the role they are taking on. They also invite participation from spouses or significant others to make sure that the whole family is on board with the move or change. In addition, the firm would follow up on providing networking opportunities for the spouse/partner in their career field, if desired. They will also facilitate the contract negotiations with the finalist in order to maintain the feelings of goodwill about the position and the community. 6. Tell me more about how your firm digs deeper in looking for and recruiting for a CM instead of just placing an advertisement on your website. Some of the strategies that Bennett Yarger would use to get the word out about this position include: - Local and regional advertisements. - Networking within similar sized communities. - Extensive networking by calling individuals, sending materials, getting referrals to other individuals, etc. Sometimes it takes 3-6 calls to get to the right person. - Develop a brochure and materials, such as a job description, that can be distributed in hard copy as well as via e-mail. Note: Will provide due diligence for the short list of candidate(s). This includes checks for educational background, reviewing newspaper articles, licenses and preliminary references. The final candidate will have a more thorough background check, including a credit and criminal records check. No announcement should be made until all of these have cleared and there is a written acceptance by the finalist. Bennett Yarger, Page 3 Timeline: 90 days from contract signing to interviews to offer is about the timeline we are looking at. Informational Interview with Subcommittee on July 25 between 1:30 and 2:30. Available? Yes, Robert Neher will be available to be interviewed during that time. References – Councilor or Mayor who interfaced with firm in a CM search process…other references… Mr. Neher will e-mail Alana with a list of references. ? Please note that Mr. Neher never followed up with references. (amended ? August 6 to note that references have been forwarded to the subcommittee electronically in the past week.) Bennett Yarger, Page 4 ATTACHMENT B Executive Search Firm Questionnaire 1. Search Firm Summary Bennett Yarger Associates Name of Firm: www.bennettyarger.com Website: Bob Neher Person Potentially Assigned to Search: Extensive national experience Background: $20,000 fee & $5,000 expense cap. Includes 2. Cost of Basic City Manager Search: cost of advertising, brochure, pictures, meetings with council, stakeholders, progress report meeting. (Bold One) . Above $25,000 1. $25,000 or Below 2 3. Above $35,000 3. Placement Experience with City Managers: (Tenure, Org. Size, Community Population) Various size cities, small – large…several states. 1000 various Experience: placements. 95% public sector 4. Diversity Track Record: Placement of Candidates of Color and Females Build a targeted diverse pool. Out of all hires: 47% of Experience: placements are women and minorities. 5. Process Used and Timeline Extensive upfront work. Look at strategic impact of hire, Experience: specific accomplishments expected. Original networking, in depth comments from peers of candidates. Design a custom recruitment strategy. Pursue recruitment calendar 10 days from authorization. Regular progress reports. Concludes within . 90 days 6. Candidate Reach: Where actively recruiting, offices located, etc. East and West coasts. Experience: 7. How do you match the candidate to the community? Identify candidates whose strong management orientation Experience: and experience with civic organizations is coupled with a commitment to public service. 8. Other public sector services provided? (management development etc.) Percent of placements in public vs. private sector, non-profits, crossover placement etc. Focus is on public sector, non-profit, and higher education. Experience: Has 3 – 4 contact with candidate in the 1 year. Crossover is based on skill st set and background. Management consulting – organizational management, financial management, HR management, public works management, bargaining… Guarantee placement for 1 year. If doesn’t work out, will recruit next candidate for free except for expenses. 9. Education and Experience Levels Mr. Kobayashi – 25 years experience. Management and planning of ? municipal and regulatory, state and federal agencies. Robert Neher – Over 25 years of executive management and ? consulting experience. Ned Rightor – Over 30 years experience in executive search consulting. ? Other consultants have from 13 – 15 years experience in HR consulting. ? ATTACHMENT D References for Bennett Yarger Associates 1. Cedric Williams - Former Director of Human Resources for the City of Oakland, CA and City of Richmond, CA This reference is for multiple searches: City of Oakland included: Director, Office of Corporate Information Services; Library Director; and Finance Director City of Richmond included: City Manager; Assistant City Manager; Community Development Director; Planning Manager/Director; Assistant City Manager/Human Resources Director; Housing Authority Executive Director; and City Attorney Rest assured and rest easy that Bob and his company are outstanding in terms of delivering a package. He works extremely well with Council members and all people involved in a search. Bob has a good personality that just wins people over. He brings an excellent choice of candidates. Bob has recruited for just about every type of position for me. I must have used him for 30 – 40 searches and would give him an A+ rating. Matthew Hennessy - Chief of Staff for City of Hartford, CT 2. Our past experience is with Robert Neher who headed up our search for a new city manager when he was with a different firm. We had a bit of a unique situation when we retained Bob in that the Mayor had publicly stated that he was going to push for a charter change to a “strong mayor” form of government at the next election, and the newly elected council leadership was a coalition of Democrats, Republicans and a Green. This was not the ideal situation for attracting city manager candidates. Bob was very professional and sat down with council members to get their input and helped us assemble a very diverse and qualified group of city manager candidates from across the country. The individual who we selected is presently the city’s Chief Operating Officer today under the new strong mayor form of government. The experience was a positive one for the city and the Mayor. If you have any further questions, please do not hesitate to ask. Reference Check Bennett Yarger Associates William R. Hanauer Name: Mayor Position: Company: Village of Ossining, NY 1. Have you interfaced with Bennett Yarger Associates before? Yes. The Village Board of Trustees engaged BYA in October 2006 to conduct our nation-wide search for a Village Manager. 2. What can you tell me about your experience with the firm? Who was your contact? At first, Dick Bennett was our contact, but, after his death, Bob Neher immediately replaced him. After an initial meeting and months of phone calls and emails, Mr. Neher prepared the Board, then joined us for interviews and remained with us for discussions after. He then negotiated a memorandum of agreement with our top candidate, who, after agreeing to all terms and signing the MOU, decided not to start work for the Village. Mr. Neher then reopened the search. We are again in the interview process at this moment. 3. What type of searches? Any City Manager or equivalent level searches? The search is for a Village Manager. Ossining has a very diverse population of over 24,000, an aging infrastructure, and the need for economic redevelopment. 4. How well did the firm work with members of the City or organization during the process? I act as the primary contact for Board members with Mr. Neher, who has been very responsive to all Trustees’ needs and questions. Can you give me some examples? He has supplied sample interview question – especially helpful to those unfamiliar with the process – and alternate interpretations of answers. 5. How flexible was the firm when working with your council or political body and staff? They are very flexible toward the Board and the candidates, and very helpful to an anxious staff who initially were still working under the previous manager and, now, work for an interim manger. 6. Would you use this firm again? Yes. 7. Is there anything else you would like to add? As in everything in government, everything takes longer than you think or hope it is going to do. The length of this process will pale once an excellent new manager takes office. I have faith that Bennett Yarger and Bob Neher will soon help make that happen. If I can be of any further service to you, please do not hesitate to call me at 914 980.6868. Bill Hanauer, Mayor Village of Ossining, NY Reference Check Bennett Yarger Associates Lawrence F. Davenport Name: Position: Interim President Company: Paragon Foundation 1. Have you interfaced with Bennett Yarger Associates before? Yes. 2. What can you tell me about your experience with the firm? Who was your contact? Bob Neher was my contact. I was first contacted by Bob about a search he was conducting for the University of California for the Vice Chancellor position. After talking and meeting with him, I decided to become a candidate, and also accepted the position he was representing through the University. I found Bob to be a man of integrity, someone that was forthright and serious on his intent in representing the University, and in recruiting me as a candidate. I did not feel, as I have with some search firms, that he was wasting my time, nor the time or resources of the University. He represented the University accurately and positively, and was also a good representative of his search firm. 3. What type of searches? Any City Manager or equivalent level searches? Vice Chancellor of University of California. I would say that yes, it’s equivalent to the level of a city manager. 4. How well did the firm work with members of the City or organization during the process? Bob (Neher) kept everyone informed throughout the process. Can you give me some examples? He was so informative about the University that even though I had other offers pending, I accepted the position with the University of California. 5. How flexible was the firm when working with your council or political body and staff? In this particular search, they kept everyone informed throughout the process, and adjusted to any changing timelines during the search. 6. Would you use this firm again? I have asked Bennett Yarger to assist in the search for the Paragon Foundation, where I am now serving as Interim President and am helping the Foundation in their start-up processes. 7. Is there anything else you would like to add? I have a unique perspective in working with Bob Neher and Bennett Yarger Associates, because I first met as a candidate. Since then, when other institutions have been looking for an executive search firm, I have recommended Bob Neher and Bennett Yarger. These other institutions/organizations have had the same great experience that I had as a candidate. At any time I’m entering into a search process, I always talk with Bob to obtain honest feedback, both about myself, and about any search process. And depending on which side of the search I’m on, I’ve felt very comfortable as a candidate in asking if he knows of either an institution/organization where I might fit in and apply, or from the employer’s perspective for a potential candidate that he would recommend either to me, or to a colleague who is conducting an executive search. I fully recommend them to you.