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Item M01 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: March 5.2004 Division: BOCC Bulk Item: Yes No~ Department: DISTRICT 5 AGENDA ITEM WORDING: Approval to instruct staffto select a firm to conduct a national search for a new County Administrator. ITEM BACKGROUND: On Friday, February 27, County Administrator Jim Roberts notified the Mayor that he was terminating his employment with Monroe County. With the upcoming DCA agreement and the budget process about to begin, Monroe County requires a professional County Administrator to be hired as soon as possible to provide a smooth transition to the new one. PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: TOTAL COST: BUDGETED: Yes No COST TO COUNTY: SOURCE OF FUNDS: REVENUE PRODUCING: Yes No AMOUNTPERMONTH_ Year APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_ DIVISION DIRECTOR APPROVAL: 'J11 ~ /7J? ~ ~.J c.. ~ . MAYORMU~YE.NELSON DOCUMENTATION: Included To Follow_ Not Required _ X_ DISPOSITION: AGENDA ITEM # }1/ MEMORANDUM TO: Board of County Cormnissioners FROM: James L. Roberts County Administrator DATE: March 11, 2004 SUBJECT: Selection of New County Administrator ~''''''''''''''''''''''''''';''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''f'''Iit.I''''''/'''''fIJJ''''''''''''''''''''''''''' ~'''''''',...,,,.,'''''''',...,,,.,'''',.,,,,,.,'''',..,,,,,.,,..,,,,,.,''''''''',...,,,.,,....,,,,,....,,,,''',....,,,,''''''''''''''',...,,,.,,...,,,.,''''''',..,,,,,.,,....,,,.,,..,,,,,.,,...,,,.,,,..,,,.,,..,,,,,.,,.,.,,,.,'''''''''',..,,,,,.,,.,.,,,., Upon notifying the County Cormnission of my decision not to request a new Contract when my current one expires, the Mayor and Mayor Pro Tern identified their desire for a professional consultant to assist with the selection process. Since that was the practice in Monroe County and has been utilized in other agencies and communities in the County, I solicited two proposals from well-known, experienced consultants with extensive background on behalf of public entities in Florida. I am enclosing copies of the submissions by The Mercer Group, Inc. and Colin Baenziger & Associates. I would suggest that you attach this to the agenda item submitted by Mayor Nelson, which is identified on the agenda for next week as Ml. I will be prepared to discuss these proposals with you at that time. 7~ James L. Roberts County Administrator JLR: dlf Att. Cc: Richard Collins Danny Kolhage Sheila Barker . STATEMENT OF QUALIFICA nONS AND PROPOSAL For COLIN BAENZIGER & ASSOCIATES i;) -,.~:, - NATIONWIDE SEARCH FOR A COUNTY ADMINISTRATOR FOR MONROE COUNTY, FL Colin Baenziger & Associates Contact Person: Colin Daenziaer Colin Daenzi&er a Associates 12970 Dartford Trail - Suite 8 Wellington, FL 33414 (S61) 793-2624 (561) 792-2137 Facsimile E-Mail: coliOOiilcb-asso.CODl Visit Our Website at: www.cb-asso.com . COUNTY MANAGER RECRUITMENT SERVICES TABLE OF CONTENTS LEITER OF TRANSMITIAL WHAT SETS COLIN BAENZIGER & ASSOCIATES APART Experience and Approach Results I. PROFILE OF THE FIRM The Firm Our Services Litigation Drug Free Work Place Insurance II. TECHNICAL APPROACH - OUfLINE III. TECHNICAL APPROACH - THE DETAILS IV. PROPOSED PROJECT SCHEDULE . V. PROJECT ORGANIZATION AND NEEDS Project Team and Involvement Support Required from County Staff VI. SIMILAR ENGAGEMENTS VII. FEE & WARRANTY APPENDIX A - Recent Governmental Searches APPENDIX B - Resumes of Key Project Team Members APPENDIX C - Resolution of the City of Marathon APPENDIX D - Resolution of the Village of Palmetto Bay APPENDIX E - Newspaper Clippings -- PAGE 1 3 6 14 17 23 24 27 30 31 35 40 43 46 3/' ~ /01- --yY\ . \ COLIN BAENZIGER & ASSOCIATES 12970 DARTFORD TRAIL. SUITE 8 (561) 793-2624 WELLINGTON, FL 33414 March 7, 2004 Mr. James Roberts County Administrator The Historic Gato Cigar Factory 1100 Simonton Street Room 2-205 Key West, FL 33040 RE: County Administrator Executive Search Services Dear Mr. Roberts: We would like to thank you for the opportunity to submit our credentials and a proposal to assist the County in finding its next County Administrator. While selecting key personnel is never easy, our firm, Colin Baenziger & Associates, utilizes a process that makes it as painless as possible. What we offer the County is outstanding service at a reasonable price and a focus on finding just the right person for your organization. Since beginning our executive recruiting practice approximately six years ago, we have become recognized as one of Florida's foremost recruiters for municipal positions. In fact, over the last year, we ." have conducted more city manager/governmental CEO searches in Florida than any other firm. Our success is based on our experience in the public sector, the quality of our work and the extremely strong emphasis we place on client service. Our focus is on exceeding our clients' expectations; delivering a product of the highest caliber and going the extra mile in terms of making certain our clients are satisfied. Needless to say, we would very much like to work with the County and believe we .can produce the same high quality results for it that our current clients have come to expect. In recognition of the level of effort we expend, in the last year, two of our municipal clients (the Village of Palmetto Bay and the City of Marathon) have passed resolutions thanking us for our outstanding efforts on their behalf. Historically, our practice has focused on Florida governments and we have, in fact, conducted a number of executive searches for entities in the Florida Keys. Specifically, we have worked for the Ocean Reef Community Association, Islamo~ Marathon and the Florida Keys Aqueduct Authority. We feel this experience is particularly important because we are already familiar with many of the issues facing the County and we understand the living environment. We believe that, unlike many other areas of the country that think they are unique, the Keys truly are different. It will take a special kind of individual (not to mention hislher family) to be successful managing and living in the Keys. It is thus critical that the recruiter understand the dynamics of the Keys. Further, he/she must be able to explain the situation to potential candidates so that both they and their families can make an informed decision concerning whether or not they would be comfortable over the long term in the Keys. Our success with our clients demonstrates we can do that. e With our experience, we can jump start the process and move quickly to find the right person for the County. It also saves the client money -- our fee to Monroe County for this search would be $18,500 (including all expenses), significantly less than our competitors. Having said all of the above, we would like to add that the Administrator's job in Monroe County sheuld be considered one of the plums in the profession. The position is not, however, without challenges and will require a special individual to be successful in the position. As such, we believe the County will need a very capable manager and one that we believe we can find. We do look forward to presenting our credentials formally and to working with you in the near future. Should you have any questions, please feel free to contact me at (561) 793-2624. Sincerely, ~~~~ Colin Baenziger Principal I. . t'~"": U1Jtat Sets Colin Baenziger & Associates Apart Colin Baenziger & Associates (CB&A or the Firm) is a sole proprietorship .located in Palm Beach County, Florida and has been in business since 1996. Over that period, it has developed an extensive municipal practice, the key element of which is executive search. Briefly stated, we believe that the County would be wise to select us because: Experience and Approach . We focus on Florida cites and are extremely knowledgeable in conducting recruitments for these cities. In fact, over the last year, we have conducted more city manager/governmental CEO searches in Florida than any other firm. . We have conducted a number of searches for organizations in the Florida Keys and as such, understand many of the issues as well as the dynamics of living and working in the Keys. . Our lead recruiter for this project would be Colin Baenziger, a former Florida municipal manager. As such, he is not just someone who is speculating on what it takes to be a governmental CEO here - he knows firsthand. He has also been an elected official in a community of 22,000 so he understands that perspective as well. In other words, he speaks the language of both the manager and the elected official. .. . Mr. Baenziger knows many of Florida's and the country's professional managers. He has an extraordinary talent for determining who fits well in which situation and who does not. He also knows which managers might be interested in Monroe County if approached. . Not only is our executive search function headquartered in Florida, our lead recruiter, Colin Baenziger, lives and works here. As such, he is familiar with the issues Florida's governments and managers face. . We tailor our approach to the needs of the community. We will look nationally or limit our search to Florida. We will do the screening for the County or work with a citizen's advisory committee or a subcommittee of the Commission. . Once we fully understand the Commission, the community and the issues, we aggressively seek the candidates who are right for the County. . We can move quickly. Utilizing a true executive search approach, as we did in Manalapan, we can have a short list of candidates within two to four weeks. Advertising normally adds two to five weeks to our work depending on whether we advertise nationally or limit the search to Florida. . The caliber of our work is better. Because we have not conducted hundreds of searches and because our practice is limited to Florida, we have to try harder. We depend on word of mouth advertising and so our reputation is critical to us. . 3 . We are less costly -- not because we do less (in fact, we do more) -- but because we have focused our efforts on minimizing our overhead. We simply do not have the expenses other firms do and as a result, we can pass the savings on to you. . We continue to work with the County after the Administrator begins work. If issues arise six or twelve months later concerning the Administrator and the Commission, we will assist the County in working through them at no additional charge. . We maintain a data base of compensation packages for many Florida cities and counties so we will know what the administrators are paid and what is reasonable for the County to offer its next Administrator. . Finally, while we move quickly, we do not rush the process. We suggest that the interviews be held on a weekend and the Commission votes to select its next Administrator a few days later (in this case, at a special or regular meeting) after it has had time to "sleep on the decision." We also think it is important not to rush into a contract. We suggest that a Commissioner be designated to negotiate the contract with our assistance and the County Attorney; and that the contract be brought back to the Commission after it has had the appropriate amount of time to deliberate on it. Results: On the preceding page, we have outlined what sets us apart. The proof, however, is in the results we have achieved. Specifically, .. . Every single one of our searches has resulted in a successful placement and we have never had to repeat a search. Further, while we offer what we believe is the best guarantee in the industry, not one of our clients has ever been in a position where it could exercise its options under that guarantee. . All of our clients are extremely satisfied with our work. In fact two of them, Palmetto Bay and Marathon, have gone so far as to pass resolutions thanking us for our extraordinary efforts on their behaves in finding their manager. . In those rare situations where one of our managers has left the city we have placed them in, the cities have been so satisfied with our services that, if they use a recruiter, they have used us again. . We have become recognized as a leader (if not the leader) in Florida municipal recruiting and we are frequently called upon to speak at the conferences of the Florida League of Cities, the Florida CitylCounty Managers' Association and the Florida Public Personnel Association. Summary: Colin Baenziger & Associates is the firm you should select to do your County Administrator requirement because it is knowledgeable and effective; while also being less costly. We are extremely adept at determining who is a good fit for your County and will find the best person to serve as your next Administrator for the long term. -- 4 Our Newest Clients... City of Destin City Manager '. Village of North Palm Beach Village Manager . City of West Palm Beach Assistant City Administrator City of Miami Gardens City Manager 5 1. Profile of the Proposer The Firm Established seven years ago, Colin Baenziger & Associates (CB&A) is a strategic partnership of independent consultants that brings to bear the expertise necessary to satisfy a client's needs. Headquartered and licensed in Palm Beach County, Florida, many of its consultants live and work in other areas of the country converging on the location where the client's needs exists. With an operational plan developed prior to arrival and capable of moving swiftly because of their expertise, the team quickly studies the issues, identifies problems and opportunities, performs the necessary analysis, prepares reports and action plans and completes its assignment. The client receives prompt, professional service and its needs are addressed. While the consultants are available for follow-up work, their goal is to perform their assignments in such a way that existing staff can implement the action plans without additional outside assistance. Colin Baenziger & Associates has an outstanding reputation and this reputation has derived from our commitment to quality. Our work is not done until you, our client, is satisfied. That means we go the extra mile and, at times, expend more effort and energy than we originally anticipated. And that is fine with us because we firmly believe that when we sign a contract, we have an obligation to fulfill its requirements, and to fulfill those requirements with excellence, for the budgeted amount. .:Jf1 Our Services: Human Resources Executive Search The key to any organizations success is selecting the right people for its key positions. Good people will make a bad system work, but the reverse is not true. CB&A will assist your organization by searching the area for the best candidates, the ones who often do not respond to advertisements in the newspaper, and bringing them to you for interview. Background Checks Equally important, CB&A will conduct thorough background checks so the organization will know what it is getting before actually extending an offer to an applicant. Such checks will include contacting the applicant's references as well as others who are familiar with the applicant. These might include, assuming we were doing a municipal manager search, for example, the executive director the local chamber of commerce, local newspapers, elected officials not listed as references, community activists, the city attorney and staff. It Position Descriptions and Classification Studies Most organizations have a series of position descriptions which outline duties of the employees, the minimum requirements for being hired for the position as well as the knowledge, skills and abilities required to function properly in the position. Ideally, these descriptions are incorporated 6 in a classification scheme which relates the relative difficulty of the position in the organization. Ifnot reviewed regularly, both can become outdated and the organization's ability to attract competent personnel can be threatened. CB&A can assist organizations in either instituting or updating the position descriptions and classification schemes. Compensation Studies Just as position descriptions need to be kept up to date, so must the salary plan. Municipal employees are acutely aware of what employees with similar duties in other cities are paid and, again, if not kept up to date, employees will seek employment elsewhere. CB&A, with its background in analysis and audits is ideally suited to assist cites in evaluating the Compensation Plans. Evaluations In order to achieve maximum performance, employees must receive regular feedback concerning their performance. CB&A has worked with a number of evaluation systems over the years and can help cities develop an evaluation system which is fair and provides valuable feedback to the staff Personnel Policies and. Procedures Evaluations Municipal organizations must treat their employees fairly, consistently and in accordance with applicable law. CB&A can review the policies and procedures currently in place to determine if they are sensible, if they provide the desired incentives, and if they are in compliance with local, .. state and federal law. CB&A will make recommendations for improvement as appropriate. Employee Handbooks Having policies and procedures is unimportant if the employees are not aware of or do not understand them. CB&A's staff members are masters at distilling complicated operating procedures into user-friendly manuals which all employees can understand and use. Our Services: Operational Reviews Colin Baenziger & Associates offers a wide variety of services to its clients and these are described in the following paragraphs. Performance Improvement Of critical importance to any organization is that it operates efficiently and effectively. CB&A has conducted efficiency and effectiveness studies for numerous public and private sector organizations. In fact, it has adapted a proven private sector methodology to the public sector and is ready to bring this experience and expertise to bear in your organization. It will review operations, staffing, management structure and organizational processes. Whether you have vague concerns or see real issues in the organization, CB&A will conduct a review and develop recommendations for improvement. , 7 Contract Compliance Reviews From time to time, an agency may wish to have a third party expert review a contract prior to execution or to verify that a contract has been properly completed before issuing final payment to a contractor. CB&A has provided these services for several clients ranging from utility installations to software procurement efforts. Project Management: Just as with contract compliance, an organization may be faced with a project for which it does not have the in-house expertise necessary to oversee and monitor the execution of the effort. CB&A has the expertise necessary to ensure the project is completed on time and within budget. Special Projects Rather than a government hiring staff to conduct unusual or special projects (that is, projects ofa non-recurring nature), CB&A can bring its highly professional staff to bear on the effort. It has available staff of various types of expertise and at various levels. These people, plus other experts CB&A has access to, can be assembled into a project team that will quickly and cost effectively implement these special projects. Performance Measurement Systems Probably the greatest weakness in most governmental organizations is the lack of solid systems of measurement to determine the efficiency and effectiveness of their operations. For major projects, it is relatively easy to identify milestones and determine progress. Ongoing operations are much more difficult to develop measures for. CB&A has experienced staff, staff that can and has developed systems for measuring organizational efficiency and effectiveness. -, Standard Operating Procedures & Manuals One of the more difficult projects for an organization to perform is to prepare or review standard operating procedures (SOPs). There simply never seems to be enough time in the day. CB&A can bring the necessary resources either to prepare the SOPs or to coordinate the effort within the government and ensure it is completed within the requisite time frame. Our Services: Planning Strategic Planning For an organization to be successful in todayfs world, a key step is to determine what sort of organization it wants to be ten to twenty years in the future and then how to achieve that vision through a strategic plan. CB&A will assist an organization in developing a vision, in understanding its strengths and weaknesses and in analyzing how it fits in its environment. From that frame of reference, CB&A will assist in developing a long-term plan for achieving the organization's vision. This plan will include goals, tasks, milestones, resource requirements and responsible parties. It 8 Operational Planning Day-to-day planning is also critical. CB&A's staff members have experience in working with governments to determine priorities, resource requirements and timing and to develop effective operational plans. We will work with key staff to develop plans complete with goals, objectives, tasks and milestones so progress can be measured. We also believe that in order for a plan to be successful a person must be designated as responsible for each task. Project Planning: From time to time a government maybe faced with a major project, one that is beyond the capabilities and/or expertise of its staff resources to plan and implement. CB&A can assemble a team of experts that will insure the project is properly planned and executed. Our Services: Information Systems and Telecommunications Needs Assessments Before an automated system can be designed, programmed or purchased, an organization must first define its needs. Since processes may well and probably should change with a new automated system, these needs should be defined in terms of desired outcomes. CB&A has experienced personnel who can develop the needs assessment document. '}1 Software Design Once the needs have been outlined and if the organization decides to program its own system rather than to procure and modify off-the-shelf software, CB&A's experts can develop the system's design document. Request for Proposal Development Should the organization decide to purchase their software through a bid process, CB&A can either prepare or review the Request for ProposaL Either way, the agency will have our assurance that the procurement document it plans to issue to potential vendors will provide the data processing system it needs. Off-the-Shelf Software Evaluation The trend recently has been to buy already developed systems and to modify them to meet the organization's needs. While this strategy is sound, more than one system probably exists that will serve the agency's needs. CB&A professionals can examine the various options and determine which system is the best fit for the organization. Contract Review Once the vendor has been selected to provide the system, a contract must be entered into. CB&A experts will review the contract and ensure the government's interests are properly protected. " 9 (- Software Implementation Software installations are where the rubber meets the road. CB&A software professionals and experts can monitor the implementation and ensure what has been promised is in fact delivered. User Documentation and Manuals Once a system has been delivered, it is important that it is properly documented and that good user manuals have been provided. Some organizations, in fact, prefer to have a third party, working with its staff, prepare a detailed, cookbook-style manual thoroughly describing how the system works and how to successfully perform processes. CB&A can either review the materials provided or prepare the necessary manuals. Equipment Assessment In today's world of local area networks, it is sometimes necessary to satisfy management or the governing body that the equipment the organization has, or wishes to procure, is appropriate for the purpose it is to serve. CB&A professionals can make these assessments. Disaster Recovery Plans Every organization, particularly those in Florida which is prone to hurricanes and other natural disasters, should have a plan for how it will recover from a situation where its data processing system and data is destroyed. CB&A can either prepare or review for sufficiency, an organization's disaster recovery plan. J' Staffing Assessments To many, the data processing function is a black box. Just as an organization may wish to review its equipment, it may also wish to review its staffing. Does the agency have the right number of people? The people with the right skills? CB&A experts can review the organization's staffing and make recommendations for improvement. Document Imaging More and more organizations are storing their paper records as computer images. In a world where technology changes on a daily basis, finding the right system for your organization can be difficult. CB&A can assist and find the system which best suits the organization's needs. Telephone Systems Most governmental entItIes now have telephone systems which incorporate, automated answering, voice mail, call sequencing and the like. Many, however, have overlooked some of their basic needs and purchased systems that were either inadequate from the beginning or which they quickly outgrew. CB&A can ensure the system you buy is one that meets your needs. Telephone Carriers and Plan Selection Just as we as individuals are faced with a variety of calling plans and carriers, so are governments. CB&A will review your present plan and, if appropriate, make recommendations for improving service and/or lowering costs. , 10 r-, r Our Services: Services to New Cities Starting up a new city can be a challenging and daunting task. Colin Baenziger & Associates can bring its expertise to bear providing a new city with the operational and financial expertise it needs so it becomes effective immediately. Most important, the new city must find it's first permanent manager. Having assisted four cities in recruiting their first manager as well as having served as the first manager in a newly incorporated city, Colin Baenziger is in a unique position to help you find the right person. Next the new Council needs to establish its goals and objectives for the first six months and first year. CB&A can conduct strategic planning workshops to formalize these. CB&A can also conduct a session for the community to define what its long-term vision is for the community. Still, the day-to-day cannot be ignored. A budget needs to be finalized and the creation of the new city leaves a void. The county no longer has jurisdiction over many matters within the city's boundaries and action needs to be taken to fill that void. Among other things, building codes, franchise agreements, utility taxes, cable television, traffic and pollution regulations need to be enacted. Additionally arrangements with the county need to be negotiated so services can continue until the new city can take them over. CB&A will work with the city's attorney to resolve these issues. 1p Internally, the new city will need an on-site professional manager to respond to residents and to oversee day-to-day operations and to perform the mundane tasks of applying for revenue sharing, establishing bank accounts, accounting for funds as they are spent, establishing temporary village offices and meeting space, acquire furniture, telephone service and other utilities; acquire office supplies and equipment such as a copier and computers; and to hire a core staff CB&A staff members have and will address all these needs in a way that provides the new city with a professional, polished operation immediately. Our Other Services Preparing Grant Applications Grant funding is a key component of many agencies' funding capital improvements and in some cases supporting daily operations. CB&A professionals can assist a city in developing grant applications so they can be submitted and accepted. Developing Grant Monitoring Systems, Procedures and Controls Once an organization receives a grant, it must meet a number of financial and reporting requirements. CB&A can formalize these requirements into a system which will, if adhered to, ensure the agency will meet the requirements of the grant while protecting it from potential embarrassment and loss of funds. , II Labor Negotiations Dealing with unions can be a time consuming and costly experience if the city is not well prepared. CB&A professionals can analyze the union's proposals, the municipality's options and assist it in developing a strategy. Litigation Colin Baenziger & Associates has never been involved in any litigation except to testify as an expert witness on behalf of one of the parties. Its performance has never been questioned. Drug Free Workplace Certification Colin Baenziger & Associates complies with the provisions of Florida Statutes Section 287.087 and informs all of its employees and subcontract.()rs that it is a drug-free workplace. These individuals are made aware of the dangers of drug abuse. of the firm's policies concerning drug abuse, of available counseling and the sanctions CB&A may utilize should the employee use drugs in the workplace. As a condition of employment as an employee or as a subcontractor, employees must abide by our policy and must notify us of any conviction or pleas of nolo contendere to drug charges. . Insurance In order to protect our clients, Colin Baenziger & Associates maintains the following insurance: (1) General Liability Insurance of $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damages; (2) Automobile Liability Insurance of $1,000,000 per accident and (3) Professional Liability Insurance of $1,000,000 per occurrence. As a small firm, with less than five employees, we are not normally subject to requirements for Workers Compensation and Employers' Liability insurance. If required by the City and if available to us, we will obtain Workers Compensation and Employers' Liability insurance prior to contract execution. It 12 (- Recent Searches by Colin Baenziger Florida Keys Aqueduct Authority Executive Director " P~~~A~TT<> 1 City of Palmetto Bay City Manager II City of Doral City Manager City of Stuart Operational Reviews of Vehicle Maintenance and of Administrative Services 13 TECHNICAL APPROACH II. Technical Approach -- Outline Colin Baenziger & Associates proposes to undertake a full-scale search that includes the following tasks. A more detailed description follows this summary in "Section ill: Technical Approach - the Details". . Meet individually with the County's elected officials to finalize the work plan and to develop a complete understanding of the position, the County and the issues the new Administrator will face. We will also develop a description of the ideal candidate, a target compensation package and we will confirm that our proposed project schedule (see Section V) works with the elected officials' other commitments. . Develop an advertisement and submit it to appropriate publications for a nationwide search. These would include publications of the National Association of Counties, Florida Association of Counties, the Florida League of Cities (including both the Datagram and Ken Small's CMs), the Florida City/County Management Association, the International City/County Management Association and the National Association of Counties. (., . Attend several Commission meetings in order to develop a feel for the group dynamics. Doing so, in conjunction with the individual meetings with the elected officials, will provide us with the information we need to determine who will be a good fit with the County as well as help us assist potential candidates in understanding the situation should they accept the position. . Actively search for, identify and recruit outstanding candidates who are best suitecl for the position. To do so, we will use our network and consult our data base of quality managers. From these two sources, we will develop a list of managers that we want to recruit for this position. . Receive resumes from applicants resulting from advertisements as well as from our recruitment efforts. We request candidates submit resumes via e-mail and as they arrive, we will forward copies to the. County. The County may select to whom the resumes are forwarded but typically it involves at least some members of the County Commission, the County Clerk of the Courts and anyone else the County designates (for example, a citizen's advisory committee or community activists). In that manner, the process is completely open to the public. . Evaluate the resumes submitted and narrow the list of finalists to the ten to fifteen whom we believe are most qualified. . Conduct in depth interviews in person with our top candidates to determine which candidates will be the best fit as Administrator for the County. . 14 TECHNICAL APPROACH . Conduct thorough reference and background checks of the most qualified applicants. When we conduct our background checks, we tell the candidate to whom we want to speak and do not accept just "their" references. The people we ask for include all the elected officials from the candidates' current governing body, the County attorney, the County's external auditor, the director of the chamber of commerce, the local press, community activists and subordinate employees. We also conduct criminal, civil, driver's license, media and credit checks as well as verifying employment history and education. We believe these should be done at this time in order to avoid embarrassment after the County announces its finalists. . Finalize our recommendations concerning whom the Commission should interview, discuss the candidates with the Commission members individually and present our recommendation formally to the Commission at a scheduled Commission meeting. . Coordinate and attend the interview process. We recommend the elected officials see the candidates in three settings: informal (such as a cocktail reception on a Friday evening which would be typical of a function wherein they might be representing the County), one-on-one interviews with the Commission members (on Saturday morning) and formal interviews (one candidate at a time) before the full Commission in a public meeting (on Saturday afternoon). We also recommend, as part of the interview weekend, that the candidates' spouses be invited to attend the reception and that local realtors provide the candidates and spouses with a tour of the County (Friday afternoon prior to the reception). .. . Several days after the interviews are conducted, after the Commissioners have had the opportunity to consider their decision ("sleep on if'), we will coordinate the voting where the officials select the County's next Administrator. We have found a relatively simple approach that seems to avoid problems that complicating ranking systems can create. · Work with the designated County official and the County Attorney on an advisory basis to assure the County and the Administrator negotiate a fair and reasonable contract. We recommend that these negotiations proceed quickly but deliberately so that both parties can become comfortable with the contract and its terms. We do have a standard contract that we have developed over the years that we can offer if the County desires. . Notify those not selected. We typically contact everyone who applied by telephone to inform them of their status in the process. We also use e-mail and frequently offer suggestions to improve their resumes. Hence, even if they are not selected, they do receive some benefit from going through the process. . Stay in touch with the County and the Administrator on an on-going basis and provide any assistance necessary to ensure that the relationship between the Administrator and the Commission is a strong one. If requested, approximately six months later, we will perform, at no additional charge, a team building workshop between the Administrator and the Commission to strengthen that relationship. II 15 TECHNICAL APPROACH Communication with the County. We will provide bi-weekly reports to the County concerning the status of the search. These reports may be presented verbally and/or written and will be provided in person, via telephone, in a report form, bye-mail or fax, depending on what is the most effective means to communicate with the Commission. ..., -- 16 TECHNICAL APPROACH III. Technical Approach - The Details Task One: Develop a Profile of the Ideal Candidate and Compensation Package Our first task will be to meet with the County Commission members to finalize our work plan and schedule. We will also work with the Commissioners to outline the characteristics of the ideal candidate. While the standard factors such as education, demonstrated management ability, intelligence, excellent interpersonal and public relations skills and experience will be used, we would expect that the County would also like to find someone who has: . . . ~ . . . . . Served as a County Administrator or Assistant County Administrator in a full service County of at least 40,000 people, a budget of $50,000,000 and 150 employees (Board of County Commissioners only -- excluding employees reporting to the other constitutional officers); Demonstrated ability to motivate a governmental workforce; Experience in an historic, coastal county where not only tourism but quality of life is very important including providing services for children and seniors; Lived and worked in an area remote from the shopping, entertainment and service opportunities available in a typical metropolitan area; Demonstrated track record for bringing innovative solutions to County operational and organizational issues, particularly in the financial arena; Experience dealing with labor-management issues; Ideally has a life style that values activities on the water; and Preferably has worked in Florida and is familiar with Florida law. In addition to developing the candidate profile, during the interviews with the Commissioners and while attending Commission meetings, our lead consultant will develop a stronger sense of the Monroe County, its issues and its leadership. An important aspect of the recruiter's work, and one that should not be overlooked, is to sell the County to the very best candidates while also providing an accurate portrayal of the County and its environment. CB&A has, over the past few years, found this approach leads to finding and retaining the best candidates. Finally, our consultant will work with the Commission to determine an appropriate compensation package (salary, insurance, leave, car allowance, moving expenses, etc.) for the new Administrator and to determine the dates of the final interviews. As an aside, CB&A maintains a database of city and county manager salaries, benefits and contracts for many of Florida's and county managers. As such, the Commission will know what it should expect to pay the new Administrator. lit 17 TECHNICAL APPROACH Armed with this information, as we identify candidates, our recruiters will be able to tell them what to expect in terms of compensation and inform them when the interviews will take place. This approach minimizes the possibility of surprises. Should a candidate decide to apply, he or she will know what level of compensation to expect and when they need to be available for the formal interview. Task Two: Develop a List of Candidates CB&A firmly believes the best approach to identifying the top candidates is to search diligently for them, to approach them and to request that they apply. Many excellent candidates are reluctant to respond to advertisements because they know their applications will be a public record and that making application may alienate their current employers. By being approached, the candidate's credentials are enhanced, rather than diminished, in the eyes of their current employers. We also propose to move quickly as possible since some of the better candidates will find other jobs if the process lingers. (. In this particular situation, CB&A will utilize three approaches. First and most importantly, CB&A would use its contacts in the profession to identify the best and the brightest and ask them to apply. Second, we will consult our data base of quality managers and determine if any are a good fit for the Administrator's position. Finally, while we strongly feel that the best way to find the best candidate is to look for quality and for someone who is not necessarily in the market, we have also found that utilizing the trade press sometimes yields strong candidates. We intend to advertise in the trade press such as the publications of the Florida Association of Counties, the National Association of Counties, the Florida League of Cities (Datagram and Ken Small's CM's\ the Florida City/County Management Association Newsletter, and the International City/County Management Association Newsletter. We do not use newspapers or generic web sites or because we have not found them to be a productive source of candidates. Whatever the source, our consultant will discuss the opportunity with the best candidates and request they apply. Quite frankly, the Monroe County Administrator's position should be considered an excellent opportunity, one of the true plums in the profession, and one that should be attractive to many candidates if they are properly approached. In addition, one important benefit of actively seeking candidates is that only candidates who are recognized for their ability will be selected for the interview. Unlike what happens when selecting candidates based on their resumes, the candidate who is both inarticulate and -- I Ken Small is an employee of the Florida League of Cities who publishes a daily electronic newsletter containing articles from recent newspapers around the State. It is read by most .Florida (and many national) managers and is an excellent way to reach the managerial community. 18 TECHNICAL APPROACH incompetent will have been already screened out. The result is that when the Commission interviews the finalists, it will be very difficult to make a mistake - all the finalists will be well qualified and it then becomes a matter of determining the best fit. Task Three: Develop a List of Semi-Finalists Based on our experience, we believe we will identify between 10 and 15 excellent candidates through our search activities. We will then interview these candidates by in person or by telephone and conduct background checks to determine the best candidates for the County. Factors we will consider are: experience and longevity, education, personality and demeanor and achievements. We will also consider what our -contacts in the profession tell us. We should add that selecting a manager is more of an art than a science. As such, while we consider standard ranking factors, ultimately our sense of the Commissioners and who we believe would be a good fit with the County is the determining factor in terms of whom we recommend for interview. Our background and reference checks include in-depth research. Not only will we verify credentials and make inquiries of the references that the candidates provide, but we will also seek out others who are knowledgeable of the candidates' abilities (~uch as current and former , " Commissioners, staff members, members of the news media, the local chamber of commerce, the county attorney, other knowledgeable individuals and anyone else we can identify who has knowledge of the candidate). Additionally, our staff will conduct an Internet search for background information. Should any sensitive or potentially embarrassing items turn up in these checks, they will be thoroughly researched and a clear picture developed of what transpired. If our recruiter deems the situation to be questionable, the candidate will be dropped from further consideration. Finally, our staff will conduct credit, civil and driving records checks as well as verify education and employment. It should be noted that we do this before selecting the finalists so that the County is not embarrassed once the finalists are announced. One other note is that while interviewing the candidates, our consultant will make it perfectly clear that he expects the selected candidate will accept the position and the compensation package offered by the County. CB&A has found that this approach leads to smooth contract negotiations while avoiding bidding wars between the finalist's current organization and County. Task Four: Select Finalists It Once CB&A h3f completed the above research, it will conduct an in-depth interview with each of the top candidates. Based on that interview, we will determine who our top candidates are and determine whom we will recommend as finalists. It should be noted that the RFP suggested that 19 TECHNICAL APPROACH only three finalists. Based on our experience, we would suggest the Commission consider having four or five finalists. By adding these additional finalists, the Commission will have an opportunity to see a wider variety of people and management styles. The Commission will then be better able to determine what type of individual and management style will truly be the best fit for the County. Task Five: Notify the Selected Candidates and Those Not Selected Our consultant will notify the candidates who have been selected for an interview by telephone, which provides an opportunity for the candidates to ask additional questions. To the degree possible, CB&A will also notify those not selected by telephone and, as noted above, ask the County to follow up with a brief letter. Should the response be overwhelming, most of the notifications to the candidates not selected will be by letter. Task Six: Present Finalists to the Commission Once the finalists have been selected, we will present them to the Commission. We will do so in the form of an oral report and by providing a summary of our interviews, their resumes and other '. relevant. information. We will not include in the written material, the results of our background checks but will discuss them individually with the Commission members. We have found historically that we can be more candid in private meetings than in a public setting. Task Seven: Coordinate the Interview Process CB&A would coordinate the interview process. As noted, we do expect the County to make the necessary travel arrangements and pay for them. Specifically, we recommend that the County invite and pay for the finalists and their spouses to Monroe County for two days. CB&A believes that it is important for the spouse to be a participant in the process. While it is not common, situations have occurred where a manager has left after only a few months because his/her spouse was not comfortable in a new city or county. During that time, the Commission will have the opportunity to access the candidates in a variety of settings. Specifically, we suggest that: It · On a Friday evening, the County will host a reception that might include prominent members of the public who interact with the County, and perhaps County staff The purpose would be not only to get acquainted with the candidates and their spouses, but 20 TECHNICAL APPROACH also to observe how the candidates interact in a social situation similar to what one might find at a County function or a Chamber of Commerce event. As an aside, although these receptions probably should be treated as a public meeting, very few residents attend them unless they are invited. · Beginning Saturday at 9:00 a.m., each candidate will interview individually with each of the Commissioners for approximately 40 minutes. During these sessions, the Commissioners will have the opportunity to assess how the candidates might interact with them on an individual basis and to determine if good chemistry exists between them. · At noon, a break would be taken for lunch with the Commission and the candidates. Here again is an opportunity to observe how the candidates interact with others and the Commission in a social setting. · Beginning at approximately 1 :00 p.m. on Saturday, the Commissioners, meeting as a whole, will interview each candidate for 30 to 40 minutes. The Commission and the public will thus have an opportunity to judge how the candidates respond in the formal meeting setting. ''7 During the afternoon session, we also have the candidates perform a brief writing exercise since the County Manager is the last line of defense against poor writing. To assist the Commission, CB&A will prepare a booklet outlining how the interview process should be conducted and what to expect. The booklet will also include a list of sample questions that the Commission may wish to ask as well as a list of areas and questions that should be avoided. Task Eight: Debriefing and Selection Once the interviews have been completed, CB&A suggests that the Commission adjourn and hold a meeting the following Monday to decide whom the next Administrator should be. Although the vote could be taken the same day as the interviews, CB&A feels it is better if the Commission to take the time between Saturday and Monday to evaluate ("sleep on") this important decision. At the special meeting, our lead recruiter will conduct the balloting. Between the two meetings, CB&A will debrief the Commission and follow up on any concerns they may have. It Should the Commission not feel comfortable with selecting someone from the group of finalists we present (which has never happened with a search conducted by Colin Baenziger - in fact, 21 TECHNICAL APPROACH generally, the clients rave. over the quality of the candidates and have a difficult time choosing among the finalists), we will identify additional candidates and repeat the process. Task Nine: Assist in Contract Negotiations with the Selected Candidate CB&A will notify the top-rated candidate. As the County Attorney negotiates the contract, CB&A will be available to provide advice and assistance concerning Administrator's compensation package and contract. The Attorney will prepare the final contract document. Since the basic parameters will have been laid out in Task One and discussed with the candidates as part of Tasks Two and Three, CB&A expects relatively prompt agreement. As previously noted, CB&A maintains a database of compensation packages for Florida managers. We will augment our database to include counties comparable to Monroe County so that the County will know what compensation is common in this marketplace. Task Ten: Continuing Assistance We believe that our work is not done when the County signs a contract with its next County Administrator and as a consequence, we stay in touch with, the Administrator and the I " Commission. Our goal is to be there to assist in resolving any issues that may occur before they become intractable. Consequently, after the appointment of the manager, we communicate regularly with the County, the Administrator and the Commission, to be certain that as issues occur, they are resolved to the satisfaction of the County. In fact, if the County desires, after the Administrator has been with the County for approximately six months, we will conduct a team- building workshop with the Commission members and Administrator to resolve any issues that have arisen. This workshop will be conducted at no charge to the County because we feel it part of our job, not only to help you select an Administrator but to make certain the relationship is successful. Typically, there is no additional charge for this assistance. Progress Reports and Meetings , CB&A will provide reports to the Commission on an as needed basis but approximately bi- weekly concerning the status of the search, and also expect to be updating the Commission more frequently once the advertising period has closed. These will be either in written or oral form. We do anticipate attending at three to four Commission meetings during the process and making oral reports to the Commission and the community concerning the progress of the search. We request candidates submit resumes via e-mail and as they arrive will forward copies to the County. The County may select to whom the resumes are forwarded but typically it involves the some members of the Commission, Clerk and anyone else the County designates. In that manner, the process is completely open to the Commission and the public. 22 Project Time Table IV. Proposed Project Schedule The following outlines a proposed schedule for the search. It can be shortened by three weeks if the Commission desires to move more quickly or it can be lengthened if the Commission desires to move more slowly. . March 22, 2004 Begin meeting with Commissioners, developing advertisements, requirement schedule and draft compensation package. March 25th Place advertisement in the publications of the International City/County Management Association, National Association of Counties, the Florida Association of Counties, the Florida League of Cities, the Florida City/County Management Association and Ken Small's CM's. April 5th (approximately) Advertisements are all running April 23n1 Closing date for Applications !. May 18th-19th Consultant presents candidate information to Commission and Commission selects finalists June 4th - 5th Commission interview finalists June 9th Commission selects the County's next Administrator June 16th Commission approves contract during regularly scheduled meeting To Be Determined Administrator starts Note: Often another 30 to 45 days elapse between the time the contract is approved and the time the Administrator can start. It 23 Project Organization and Needs J/: Project Organization and Needs Project Team and Involvement CB&A is an experienced recruiting firm (see Appendix A for a list of its recent engagements) and strongly believes that the majority of the search work should be conducted by one knowledgeable person. Colin Baenziger will be that person and serve as project manager. Since he is based in Florida, he already has a fair degree of familiarity with the County, the environment and the requirements of the position. Further, having been a Florida municipal manager, he personally knows what it takes to do the job well. Mr. Baenziger will conduct the interviews with the Commissioners, search for strong candidates, discuss the position with those candidates, recruit them, conduct the interviews with the candidates and the background checks, oversee the interview process and assist with the contract negotiations. Mr. Baenziger holds a Bachelor of Arts degree from Carleton College and a Master of Public Administration with Distinction from Cornell University's Graduate School of Management. In addition to 15 years as a consultant, he has spent over ten years in government as a senior manager. I. Mr. C. Samuel Kissinger will serve as back-up to Mr. Baenziger and may assist in some of the tasks outlined. Mr. Kissinger is an experienced city manager and recruiter. He holds a Bachelor of Arts Degree from Albright College, a Master of Public Administration from the University of Pittsburgh and an Honorary Doctor of Laws from the College of New Rochelle. The work of other staff will be largely clerical and will relate to confirming educational credentials, employment and the like. Resumes for the key staff members are included in Appendix B. Colin Baenziger C. Samuel Kissinger Project Manager Assistant Project Manager Kathyrn Knutson Teresa Brower Timms Research Associate Research Associate -- 24 " . Project Organization and Needs Support Required from the County The County will be responsible for providing the facilities to be utilized during the interview process, coordinating and paying for the lodging for any candidates traveling from outside of the area and making the arrangements for the Friday evening reception. CB&A also expects the County to provide the following information to us and to each of the finalists: the FY 2003-2004 Budget, an organization chart, the latest completed audit and management letter, the County's current strategic and long range plans (if any), a copy of the County's Charter, any job descriptions and other materials that define the role and duties of the County Administrator and any evaluations of the organization or its parts done in the last year. Once the finalists have been selected, the County will mail this material to them as well as any other relevant material that CB&A and the County feel would be beneficial. Finally, while we would like to attend every meeting of the County Commission during our assignment, such regular attendance is probably not possible. Consequently, we would appreciate it if the staff could forward copies of any video or audio tapes of the meeting that we cannot attend. 25 Some Recent Clients... City of Lake Worth City Manager ., Town of Lake Park Town Manager - Town of Bay Harbor Islands Town Manager Palm Beach County Water Utilities Database Audit and Verification 26 r Similar Engagements & References VI. Similar Engagements & References A complete list of similar municipal engagements is provided in Appendix A. Six have been selected for presentation herein. ], Ci(.l' l?f' Palm Bay In July 2002, Colin Baenziger was by the City of Palm Bay (population 84,000) to find its next City Manager. Mr. Baenziger was asked to complete the process in 60 days. Our work involved recruiting and advertising for candidates, conducting background checks, selecting the most qualified, recommending them for interview, coordinating the interview process and assisting in the contract negotiations, The finalists averaged seven years experience as a manager and were all highly qualified. Interviews took place 62 days after the notice to proceed and selection was made on the 64th day. Mr. Lee Feldman of North Miami was selected and he is still employed by the City, Contact Mayor John Mazzioti, City Clerk Alice Passmore or City Manager Lee Feldman at (321) 952-3414. 2, Ci(r (?(l'-111rathon IF In October 2002, Colin Baenziger was retained to recommend five candidates for the city manager position of Marathon (population 12,000) in the Florida Keys. The City requested a national search and Mr. Baenziger worked with a citizen's advisory committee. Our work involved recruiting and advertising for candidates, conducting background checks, selecting the most qualified, recommending them for interview, coordinating the interview process and assisting in the contract negotiations, The entire recruitment process was completed in approximately 75 days. In recognition of our efforts, the City Council passed a resolution recognizing and thanking us for our "extraordinary efforts" (see Appendix D) Scott Janke of Seward, Alaska, was selected and is still employed by the City. Contact Mayor Randy Mearns at (305) 743-5805 or former Mayor and current Council Member John Bartus at (305) 731-1177. 3. Villllge l?rNorth Palm Beach In July 2003, Colin Baenziger & Associates was retained to assist the Village of North Palm Beach in finding its next village manager. We utilized the process outlined in this proposal and in mid-September the Village hired Mr. Dennis Redmond (age 54) who had been the manager of Maysville, KY, for the past 31 years and was considered Kentucky's premier manager. Contact Mayor David Norris at (561) 844-3600, any of the other council members or the manager, Mr. Dennis Redmond, through Village Hall in North Palm Beach at (561) 841-3380. 4. Ocean Reef Communi~1' Association e In 2001, Ocean Reef Community Association (ORCA) asked Mr. Baenziger to find a Vice 27 Similar Engagements & References President for Public Works and Utilities. After an extensive search, we recommended Mr. Jeff Oltjen from Ohio and he remains with ORCA. For more information, contact Mr. David Ritz, President, Ocean Reef Community Association at (305) 367-7322. 5. eit.V (~(L(lke rVorth In January 2003, Colin Baenziger was retained to assist the City of Lake Worth (population 30,500) in finding its next manager. Important to this recruitment was to find an established manager with electric utility experience. The process was also complicated by the fact that a municipal election was to be held in mid-March with a run-off at the end of month. The effort involved advertising, recruiting candidates, conducting background checks, determining a list of finalists, coordinating the interview and selection process and assisting in the contract negotiations. The process took 60 days and. Mr. Paul Boyer of Oak Ridge, TN, was selected as manager after interviews at the end of March. He is still employed by the City. Contact Mayor Rodney Romano on his cell phone at (561) 818-0001 or Vice Mayor Mac MacKinnon at his home at (561) 582-6503. . 6. Village afPalmetto Bay ." Palmetto Bay (population 24,000) was incorporated in November 2002 and in December 2002 retained Colin Baenziger to assist in finding its first village manager. The process involved all the activities outlined in this proposal as well as working with a citizen's advisory committee to select finalists. Upon completion of his work, the Village Council passed a resolution thanking us for our "exceptional service" (see Appendix C). Mr. Charles SCUff of South Miami was selected and he is still employed by the City. To discuss our work, contact Mayor Eugene Flinn at (305) 302-3173 on his cell phone. . 28 Additional Selected Searches by Colin Baenziger: , "..",~ ~ - ~...'''''''.~-~.._...--......,~._< Village of Tequesta: Building Official Town of Mangonia Park Town Manager . Islamorada, Village of Islands Village Manager, Assistant Village Manager and Special Projects Coordinator Ocean Reef Community Association Vice President for Plant Operations " 29 Similar Engagements & References VII. Fee and Warranty Fee Colin Baenziger & Associates proposes to conduct the search for a firm, fixed fee of $18,500 including all expenses and costs. We should note that this dollar figure is lower than what most other experienced municipal government search firms charge (when expenses are factored in) and can be offered because the firm has focused on keeping its overhead low. Our clients benefit as a result. If the County requests our firm to perform work which is clearly beyond the scope of the RFP, it will be billed at a rate of $125 per hour. No such work will be performed without written authorization from the County. Services will be billed as rendered with payment due upon receipt of invoice. Final payment is due when the manager the County selects executes his/her contract with the County. We do agree to hold this proposal open for a period of 180 days and agree to be bound by the terms and conditions of the RFP and our response for that entire period. \ .". Warranty Before outlining the provisions of our warranty, it should be noted that we have never had a client who was in a position to exercise any provision of our warranty. Our work has been such that our clients have not had the opportunity to exercise the warrapty. Nonetheless, Colin Baenziger & Associates warrants the following: 1) It will not approach the selected candidate to consider any other position as long as the individual is employed by the County as its manager. 2) Should the manager leave the County for any reason other than an act of God within the first year, CB&A will repeat the search at no charge. Should the manager leave during the second year (again for any reason other than an act of God), we will repeat the search for the cost of our expenses only. 3) Should the County not be satisfied with any or the candidates presented (which has never happened), CB&A will repeat the search until the County is satisfied. . 30 ('C;C. Appendix A " Recent Governmental Searches . 31 Recent Governmental Search Engagements Pet:,formed by Colin Baenziger Village Manager, Assistant Village Manager and Special Projects Coordinator for Islamorada, Village of Islands (population 7,000): Contact the former Council Members and Mayors George Geisler at (305) 852-3018 or Frank Kulisky at (305) 664-0728. City Manager, City of Marathon (population 11,500): Working with a citizen's advisory committee, we completed a very successful search in approximately 75 days. In recognition of our efforts, the City Council passed a resolution recognizing and thanking us for our "extraordinary efforts" (see Appendix D). Contact Jeff Pinkus, who chaired the Citizen's Advisory Committee and who now serves on the Council at his home number (305) 743-2704 or on his cell phone at (305) 872-8495. Alternatively, contact Mayor Randy Mearns at (305) 743- 5805 and/or Council Member John Bartus on his cell phone at (305) 731-1177.- Vice President for Plant and Operations for the Ocean Reef Community Association in Key Largo: Contact Community Association President David Ritz at (305) 367-7322. 1i' Executive Director, Florida Keys Aqueduct Authority (FKAA): The FKAA provides water service to the Florida Keys (Monroe County) and is beginning to provide wastewater service as well. Contact Lynn Mapes, former board member, at (305) 743-2036. City Manager, City of Doral (population 23,000). Our contract was awarded on October 22, 2003 and the closing date for applications was November 24th. We interviewed candidates on January 3, 2004 and the manager, Yocelyn Galiano was confirmed on January 14th. Contact Mayor Juan Carlos Bermudez at (305) 639-2400. City Manager, City of Destin (population 12,000). Our contract was awarded on August 15, 2003 and the closing date for applications was September 26th. On November 3rd, the City Council selected Gregory Kisela, then an assistant city manager with the City of Fort Lauderdale, to be its next manager. Contact either Mayor Craig Barker at (850) 376-1400 or Human Resources Director Chuck Garcia at (850) 837-4242. Village Manager, Village of North Palm Beach (population 12,500). Contract was awarded in mid-July and the manager selected in mid-September. Mr. Dennis Redmond (age 54) who had been the city manager of Maysville, KY for the last 3 I years and was considered Kentucky's premier manager was selected. To discuss our work, contact Mayor David B. Norris at (561) 844-3600 or Mr. Redmond at (606) 564-9411. . 32 City Manager, City of Palm Bay (population 85,000): Search was completed in approximately 62 days. Contact Mayor John Mazzioti, City Clerk Alice Passmore or City Manager Lee Feldman at (321) 952-3414. Village Manager, Village of Palmetto Bay (population 24,000). We were asked to conduct the search for the Village's first manager as rapidly as possible and to work with a citizen's advisory committee. Upon completion of his work, the Council passed a resolution thanking us for our "exceptional service" (see Appendix C). To discuss our work, contact Mayor Eugene Flinn at (305) 302-3173 on his cell phone. Assistant City Manager, City of West Palm Beach (population 89,000). We were asked to step in after the City's efforts to find strong candidates failed. We began in late August 2003 and had a closing date of October 3rd. The City selected Mr. Terry Atherton, a former Public Utilities Director with Fort Wayne, Indiana in mid-November. Contact either City Administrator Ed Mitchell at (561) 659-8024 or Assistant Human Resources Director, Robert Anderson at (561) 659-8028. Town Manager for the Town of Bay Harbor Islands (population 5,200): Contact Mayor Linda Zilber at her home at (305) 866-1540 or on her cell phone at (305) 213-2610. City Manager, City of Miami Gardens (population 101,000). We began our work in mid- . September 2004 and had a manager selected on December 3rd. The process included a citizen's advisory committee. Ultimately, Danny Crew, formerly the manager of Gastonia, North Carolina was selected. Contact Mayor Shirley Gibson at (305) 653-3944 for more information. City Manager, Finance Director, City Clerk and Fire Chief for City of Lauderdale Lakes (population 32,000): Contact Mayor Samuel Brown at (954) 535-2730 or City Manager Anita Taylor at: (954) 535-2740. Assistant City Manager and Public Works Director, City of Tamarac (population 55,500): Identification of candidates and transmittal to the City took six weeks. Contact Jeff Miller, City Manager at his office at (954) 724-1230. City Manager for the City of Lake Worth (population 30,400): Contact Mayor Rodney Romano on his cell phone at (561) 818-00010r Vice Mayor Mac MacKinnon at his home at (561) 582-6503. City Manager for the City of Lake Park (population 8,700): Contact Mayor Paul Castro at his office at (561) 835-4614 or on his cell (561) 373-6216 or Town Manager Douglas Drymond at (561) 881-3300. e Town Manager for the Town of Manalapan (population 330): Contact Mayor William E. Benjamin, II, or Town Manager Greg Dunham (561) 585-9477. 33 Town Manager for the Town of Lantana (population 9,400): Contact Mayor David Stewart at (561) 540-5004 or Vice Mayor Louis Canter at (561) 585-3292. City Manager for the City of Palm Beac/, Gardens (population 35,000): Contact Mayor Eric Jablin at his office in City Hall at (561) 799-4112. Town Manager for the Town of Mangonia Park (population 1,400): Contact former Mayor Alan Palmer at Town Hall at the following number (561) 848-1235 or on his cell phone, (561) 719-8682. Executive Director, Northern Palm Beach County Improvement District: Northern is a governmental entity which assists in the funding and maintenance of infrastructure (drainage, roads, environmental services, etc.) to 128 square miles ofland in Northern Palm Beach County. Contact Pam Rauch, Board Member and past President at (561) 691-7114 or current Board President Hugo Unruh at (561) 835-8505. Personnel Director for the City of North Miami (population 56,000): Contact Lee Feldman, currently City Manager of Palm Bay at (321) 952-3499 or Anita Fain Taylor, currently City Manager of Lauderdale Lakes at (954) 535-2740. " . 34 Appendix B Resumes of Key ProJ"ect Team Members lJ1 II 35 Colin Baenziger, M.P.A. Colin Baenziger is a student of local government and responsible for the executive recruitment function at Colin Baenziger & Associates. Over the years, he has worked with a number of cities on recruitments and on management, operational and organizational issues. As a former manager and as someone who actively consults with governments in South and Central Florida, he understands what it takes to do the manager's job and to do it effectively. Further, since he is active in the Florida City/County Managers' Association and in the Broward and Palm Beach County's Leagues of Cities, he knows many of the state's managers on a first name basis. He has recently completed several significant executive search efforts for Florida local governments including the following: . The search for the City of Marathon's Manager. The process took approximately ten weeks and resulted in the Council being extremely satisfied with the process. . The search for Islamorada' s Village Manager. The entire process was completed in seven weeks and resulted in a candidate pool the Village Council raved about. He has also recruited the Village's Assistant Manager and the Assistant to the Village Manager. i. . Completed the executive search for the City of Lauderdale Lakes first city manager and, four years later, its second manager. He also assisted with a number of other senior level management positions and assignments ranging from an organizational review that led to the City changing the Council-Manager plan to a complete review of the City's compensation and classification system. Mr. Baenziger also worked with a citizen's advisory committee in drafting the necessary changes to the city charter. . Conducted the search for the City Manager for the City of Palm Bay. The process took approximately 60 days and resulted in the hiring of one of the state's best managers. Other recent efforts include conducting a strategic planning session for the Florida Association of Special Districts, an operational review of the City of Tamarac's water utility, a business practices review for a division of the Martin County Government, an operational reconciliation for Palm Beach County and a review of financial procedures for a division of the Marriott Corporation. . Mr. Baenziger has a Master's Degree with Distinction in Public Administration from Cornell University's Graduate School of Management and a Bachelor of Arts degree from Carleton College. He is also active in the International City Management Association, Leadership Palm Beach County, the Palm Beach and Broward County Leagues of Cities and Art Serve. With his expertise in recruiting managers, he has been called upon to speak at the conferences of the Florida League of Cities, the Florida City/County Managers' Association and the Florida Public Personnel Association. 36 C Samuel Kissinger, M.P.A. With more than 30 years experience in the municipal arena, Sam Kissinger brings a unique perspective to governmental issues and problems. His "been there, done that" (and often would not do that again) expertise can assist local cities and ,counties in avoiding mistakes that they might otherwise make. Over his career, he has assisted a number of cities in recruiting senior managers and in resolving policy, practice and organizational concerns. In fact, in recognition of his contribution to the profession, Sam received the International City/County Management Association's (ICMA) highest award, the Distinguished Service Award and was the only recipient in 2002. What Sam brings to the executive search function is that he knows the profession. When interviewing references and conducting background checks, he can read between the lines and identify potential problems or flaws that someone without his experience would miss. Of course, with his background and contacts, he can frequently make a few calls and get inside information not available to others. Over the years, in addition to selecting the key officials for his staff that made him the successful manager that he is, Sam has been involved in a number of significant recruitments, some of which follow: .. · The manager for Islamorada, Village of Islands, FL, · The manager of a Massachusetts city, · The public works director for Greenwich, CT, · The public works director for Windsor, CT, and · The police chieffor a New England city's police department. In addition to serving as the Village Manager of Key Biscayne, Mr. Kissinger has served as the City Manager for New Rochelle, NY, the Town Manager for Enfield, CT and the Township Manager for Whitehall Township, PA. Mr. Kissinger has a Bachelor of Arts Degree from Albright College, a Master of Public Administration from the University of Pittsburgh and an Honorary Doctor of Laws from the College of New Rochelle. II 37 Katllyrn Knutson Ms. Knutson is a skilled professional with a wealth of public and private sector experience. Her particular expertise is in special projects, compensation surveys and background checks for our executive search candidates. She feels that each client must be properly served and that can only be done by devoting her utmost attention to their particular concerns and by finding creative ways to solve their problems. In her book, the client comes first. Since beginning her working relationship as a subcontractor with Colin Baenziger & Associates, Ms. Knutson has been involved in virtually every executive search that the firm has conducted. Some of the more notable ones include: · City Manager, City of Marathon, · Town Manager, Town of Lake Park, · City Manager, City of Lauderdale Lakes, · Executive Director, Northern Palm Beach County Improvement District, · Village Manager, Village of Palmetto Bay, and · City Manager, City of Lake Worth. (~ As noted, a major part of Ms. Knutson's work has been on special projects. Two of the more significant ones that she has been involved in are: · The Firm's annual city manager compensation survey for South and Central Florida managers. Our goal is to develop and maintain a data base that will be the standard for city manager contract comparisons. We have already been successful in South Florida and will be expanding it as we widen the breadth of our search efforts. · A review of the billing data base for Palm Beach County Water Utilities. The concern the Utility had was that a number of its customers might be being under-billed and it retained our firms to conduct an analysis of the situation. This work involves reviewing the billing records for reasonableness and consistency as well as extensive field work. While the project is still in its early stages and far too early to determine what the ultimate outcome will be, our team has already found enough to pay its fee several times over. Ms. Knutson's prior employment includes stints with Palm Beach County's Department of Building, Planning and Zoning and with the County Health and Rehabilitative Services, with the State of Florida's Department of Corrections and with the State's Department of Employment Services as well as time with a number of private and non-profit concerns such as the Visiting Nurses Association and Oakwood Mental Health Center of the Palm Beaches. Ms. Knutson has an Associates Degree in Business Education from West Georgia College in Carrollton Georgia. - 38 Teresa Brower Timms With her keen eye for talent, since joining Colin Baenziger & Associates, Ms. Timms has become one of the Firm's leading interviewers and is frequently responsible for pre-screening candidates. She brings an enormous amount of experience in a wide variety of industries ranging from retail to property management and landscaping. Through it all, her focus has been on finding the right people to get the job done and get it done right. She studies each client carefully and then matches client needs with what the candidates have to offer. After excelling in the screening process, Ms. Timms now also assists with background checks and interviews of references. Some of the searches that she has played a prominent role in are: .. · City Manager, City of Marathon, · Human Resources Director, City of Vero Beach, · Village Manager, Village of Palmetto Bay, · City Manager, City of Lake Worth, · Town Manager, Town of Bay Harbor Islands, · Town Manager, Town of Lake Park, · Public Works Director, City of Tamarac, · Executive Director, Florida Keys Aqueduct Authority, and · Executive Director, Northern PalmBeach County Improvement District Ms. Timms has studied at the university level in Caracas, Venezuela and Bogota, Columbia and has an associate's degree from Westtech College, Westlake Village, California. She is also a certified pre-school and elementary school teacher and administrator in the State of California. She is bi-lingual in English and Spanish and has traveled extensively in South America where her parents served as missionaries for the Church of Jesus Christ of the Latter Day Saints. Her volunteer activities, beyond church, have included the Boy Scouts of America and the Special Olympics. She is the mother of five children and is now a relatively new and active grandmother. t 39 '-' Appendix C Resolution for the City of Marathon t 40 (- RESOLUTION NO. 2003- 37 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MARATHON, FLORIDA, ACKNOWLEDGING THE EXTRAORDINARY EFFORTS OF MR. COLIN BAENZIGER AND IDS ORGANIZATION FOR PROVIDING ASSISTANCE IN THE SELECTION OF THE NEW CITY MANAGER FOR THE CITY OF MARA THON; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the success of a city such as the City of Marathon depends on the . dedication oUhe people who P'Wicipate in building the foundation which will affect the success of the City for years to come; ana . WHEREAS, the City Council hired Mr. Colin Baenziger and his company to assist in the search of qualified candidates for-the position of City Manager; and . . WHEREAS, the City Council wishes to acknowledge the extraordinary efforts of Mr. . ", Colin Baenziger and his company for the assistance provided in the selection of the new City Manager for the City of Marathon. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MARATHON, FLORIDA, AS FOLLOWS: Section 1. Recitals. The above recitals are true and correct and are incorporated herein bv this reference. Section 2. Acknowledgement. The City Council thanks Mr. Colin Baenziger for his extraordinary efforts in assisting the City with the process and ultimate selection of its City Manager. ') Section 3. Effective Date. This resolution shall take effect immediately upon adoption. . ).. PASSED AND ADOPTED this 4th day of February, 2003. ~ (- A ITEST: f(~ V,~ CITY CLERK APPROVED AS TO LEGAL SUFFICIENCY: ~~ c;::L CITY ATTORNEY #7136v l.ks.020403 '. i ';> It ).. Page 20f2 CERTIFICATION I CERTIFY nus TO BE A TRUE & CORRECT COPY OF THE ORIGINAL DOCUMENT ON FILE. WITNESS.ldY HAND AND OFFICIAL SEAL OF .fk ~"~ mO-A-~~ IN mE Yn tfYl/Lt:LL FLORIDA. THIS U, ~ DAY OF It' b rua..A'1 20 ~3. - cP{~,~ i). ~'--- CITY CLERK \" Appendix D Resolution of the Village of Palmetto Bay . 43 RESOLUTION NO. 03-l9 A RESOLUTION OF THE MAYOR AND VILLAGE COUNCIL OF THE VILLAGE OF PALMETTO BAY, FLORIDA, ACKNOWLEDGING THE EFFORTS OF COLIN BAENZIGER AND ASSOCIATES FOR PROVIDING EXCELLENT ASSISTANCE IN THE SELECTION OF THE FIRST VILLAGE MANAGER FOR THE VILLAGE OF PALMETTO BAY; PROVIDING AN EFFECTIVE DATE. WHEREAS, by resolution no. 02-20, the Village Council appointed Colin Baenziger & Associates to provide assistance to the Village Council and the Village Manager Advisory Committee in the search and selection of a Village Manager; and, WHEREAS, Colin Baenziger worked tirelessly and diligently throughout the selection process, reviewing resumes, contacting references, and providing timely updates and important background information on the finalists; and, WHEREAS, the Mayor and Village Council wishes to acknowledge the extraordinary efforts of Mr. Colin Baenziger. '. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND VILLAGE COUNCIL OF THE VILLAGE OF PALMETTO BAY, FLORIDA, AS FOLLOWS: Section 1. The Mayor and Village Council express its gratitude to Colin Baenziger and Associates for his exceptional service in the historical process of appointing the Village of Palmetto Bay's first Village Manager. Section 2. This resolution shall take effect immediately upon approval. PASSED and ADOPTED this 3rd day of March, 2003. , '- Attest: Page 1 of2 *' , APPROVED AS TO FORM: ~/b~~ Earl G. Gallop, Village Attorney FINAL VOTE AT ADOPTION: Council Member Ed Feller Council Member Paul Neidhart Council Member John Breder Vice-Mayor Linda Robinson Mayor Eugene P. Flinn, Jr. {J1 \M y Documents\Reso IUlions\Re"o Iu iion-BaenLiger Thanks *' II Aye Aye Aye Aye Aye Page 2 of2 '. Appendix E Newspaper Clippings lit 46 (" Destin Log, Front Section, Page 1, Saturday, September 27, 2003 Headhunter good match for Destin, cities say By Fraser Sherman Staff writer Customers of the recruiter who's hunting for Destin's next city manager say hiring Colin Baenziger was a smart move. 'We were really rather pleased with his services," Mayor Randy Mearns of Marathon, Fla., said in an interview. Baenziger found Marathon's present city manager last year. "He did a good job, not only in finding people but managing the selection process, walking us through that. Us being a new city, it was very helpful," Mearns said. This is the first time the Destin City Council has used a recruiter to find an employee - in this case, to replace City Manager Jill Silverboard, who resigned last week. She's moving with her family to the Atlanta area, where her husband, Reid Silverboard, relocated. 'Jll Mayor Craig Barker has said the city has found two of its four city managers by creating a search committee to review applicants and make recommendations to the City Council. More recently, after the council fired City Manager Larry Rubenstein last year, it promoted Silverboard, Rubenstein's deputy, to fill the job. Last month, Silverboard presented four alternatives to the city for replacing her: Promote another staffer; create a search commit tee; work with the Florida League of City/County Managers; or hire a recruiter. The council decided to hire Colin Baenziger and Associates for $17,500. City Human Resources Manager Chuck Garcia told the council Baenziger made the lowest bid and guaranteed he'll find a replacement, free, if his candidate leaves within a year. Baenziger has been receiving applications for the past several weeks. He has told the council he expects to bring the five top applicants to Destin at the end of October for the council to meet and evaluate, followed by selection in November with the new city manager starting work before the end of the year. With selection committees, Barker has said, it can take six to nine months to complete the process. Several of Baenziger's past clients - which include Palm Bay, Palm Beach Gardens, Lantana, Islamorada, Marathon and Lake Park - said the city had made a good choice. Mayor John Mazziotti of Palm Bay said he was very satisfied with the manager Baenziger found last year. -- 47 "I wouldn't get rid of this (manager) on a bet," Mazziotti said, adding he also liked Baenziger's working methods. "He did a great job with us. He worked well with all the council people; he doesn't try to ram (a candidate) through for the majority." Islamorada City Councilor George Geisler told a newspaper earlier this year that Baenziger found not only the city's manager but the deputy city manager and several other employees. Fraser Sherman can be reached at (850) 654-8442. I" It Palm Beach Post. com LAKE WORTH'S CANDID AD LURES 44 CITY MANAGER APPLICANTS BYLINE: ALEXANDRA NAVARRO CLIFTON, Palm Beach Post StaffWliter PUBLICATION: Palm Beach Post, The (FL) SECTION: LOCAL DATE: March 2, 2003 EDITION: FINAL PAGE: 7B If you like challenges, Lake Worth is the place for you. Unlike some cities that lure prospective city managers with promises of efficient employees and easygoing bosses, the city's executive search finn charged with replacing retiring City Manager Wendy Newmyer tried to paint an honest picture of this small seaside city. .. "Resources are limited, and the streets and water/sewer utility infrastructure will soon need to be upgraded," said the ad placed by Colin Baenziger & Associates. "On a positive note, the condition of the city has improved dramatically over the past six years." Still, 44 applicants responded to the ad: one city employee, four Floridians and govemment administrators from all over the East Coast. The application period ended Feb. 21. The job is expected to pay between $90,000 and $130,000 a year. Applicants include Coral Springs Planning and Engineering Director Wagner Almeida, Punta Gorda Assistant City Manager William Foster, Hallandale Beach Deputy City Manager Charity Good, Stuart Administrative Services Director William Underwood and Lake Worth municipal water systems supervisor Daniel Derringer. Newmyer's replacement will be selected March 28, two weeks after the election and just a few days after the expected runoff. So a new city commission and possibly a new mayor will make the final choice. The commission hired Colin Baenziger & Associates for $9,500 in January to conduct the search. The commission recently approved a plan to allow Baenziger and Newmyer to whittle down the list to a final five. They and their spouses will be flown to Lake Worth for two days of schmoozing and interviews. But a new commission could change the plan if it wants to, and at least one commission candidate questions the process. Fonner Commissioner Retha Lowe, who is running for the open District 1 seat, said the commission should have a more active role. "I want to see all the applications, not just the top five," she said. - Baenziger said most candidates want to know what the commissioners are like. He said he tries to be honest yet positive. "Politics in the town can be a little bit ugly," he said he tells job candidates. But the political candidates "seem to vent at each other rather than at the manager." alex_c1ifton@pbpost.com Copyright (c) 2003 Palm Beach Newspapers, Inc. Copyright @2003, The Palm Beach Post. All rights reserved. By using PalmBeachPost.com, you accept the tenns of our visitor agreement. Please read it. contact PalmBeachPost.com I Privacv Policy I Advertise with The Post CB&A Note: The Lake Worth City Council, including Ms. Lowe, selected Paul Boyer, formerly City Manager of Oak Ridge, Tennessee, to be its next City Manager on Aprill, 2003 '9 and he has been working in that capacity since late May, 2003. Both the City and Mr. Boyer remain excited to be working together as a team. II