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Executive Seach Services PROPOSAL FOR PROVIDING EXECUTIVE SEARCH SERVICES FOR THE CITY MANAGER POSITION FOR THE MAYOR AND CITY COMMISSIONERS FOR SALINA, KANSAS NOVEMBER 15, 2004 GENERAL INFORMATION FIRM NAME: THELEN CONSULTANTS ADDRESS: 2398 South Eldridge St. Lakewood, Colorado 80228 PHONE: 303-239-1220 E-MAIL: THELENCON@AOLCOM PROJECT MANAGER: AL THELEN 1. MISSION STATEMENT The Thelen Consultants objective is to provide the best consulting services available to local government; to carry out the work in a highly professional manner with results which are specifically applicable to, and workable for, each unit oflocal government that we serve. I strive to provide consulting services in an effective and efficient manner to each client. 2. RECRUITMENT PHILOSOPHY My philosophy in providing recruitment services is to rely on the job description and ideal city manager profile that is developed through discussions with elected officials as well as other information that will be obtained in my research to guide our search process. This process will provide me the data that we need to recruit and screen applicants so I can present my clients with five (5) to eight (8) candidates that meet their specific specifications and candidates who will match the environment and culture of the client's jurisdiction. The elected officials make the selection of the successful candidate. 3. ABOUT THE PERSONNEL ASSIGNED TO KEARNEY Al Thelen will serve as project manager and will handle the work performed in Salina. ALAN A. THELEN Alan A. Thelen formed the Thelen Consultants in 1997 after serving as a Vice President in the Carl S. Becker Company, Inc., a local government consulting company in Denver, Colorado from 1992-1997. Mr. Thelen has served as the project manager for the executive search in the following jurisdictions: Alliance, Kearney and Scottsbluff, Nebraska, Kalispell, Montana, Jefferson County and Central City, Fruita and Sterling, Colorado and East 2 Cherry Creek Valley Water and Sanitation District located in the Denver Area and Brookings, South Dakota. Mr. Thelen has extensive service as a city and county manager. He served as the City Manager in Atchison and Leavenworth, Kansas for ten (lO) years, Helena and Billings, Montana for eleven (11) years, Arapahoe County, Colorado for five (5) years and the City of Titusville and Lake County, Florida for five (5) years. He has served as Interim City Manager in the Cities of Alliance, Nebraska, Kalispell, Montana, Fruita, Central City and East Cherry Creek Valley Water and Sanitation District and Brookings, South Dakota while assisting with the executive search for these jurisdictions. Mr. Thelen has a Masters Degree in Public Administration from the University of Kansas and a Bachelor of Arts in Government from the State University of South Dakota. He was awarded a lifetime membership in the International City Managers Association in recognition of his service to local government. He serves as a "Range Rider" for ICMA in the State of Colorado. 3 4. ESTIMATED TIME TO PREPARE AND COMPLETE SEARCH PROCESS TASK MONTH I MONTH 2 MONTH 3 MONTH 4 I. Confer with officials, XXXXXXXX prepare city administrator profile II. Prepare position XXXXXXXX announcement, place ads, identify potential candidates III. Prepare community XXXX profile IV. Screen applicants, XXXXXXXXXXXXX resumes, interviews V. Reference checks, XXXXXXXXXXXXX semi-finalist candidates VI. Prepare candidate XXXXXXXXXXX XXXX report, prepare for interviews VII. Finalist interviews XXXXXXXXX VIII. Negotiations XXXXXXXX with final candidate IX. Administrative XXXXXXXXXXXXX XXXXXXXXXXXXXX XXXXXXXXXXXX assistance, media relations, status reports X. Follow-up XXXXXXXXXXXXX The timetable for completing the tasks identified in the proposal is shown on the bar chart. I can start within seven days from your notice to begin the work. The final 4 interviews by the Mayor and City Council can be completed in approximately 90 days from the date notice is given to initiate the project. Key dates, include the placement of the position announcement in the International City Management Association (ICMA) newsletter and firming up an early date for the final interviews. It is important for all of the elected officials to be available for this final interview session. The successful candidate's current employment obligations will determine the date that the city manager can be on the job in Salina. This has averaged 45 days in my recent searches. While there may be a desire to move more quickly with this process, the selection of a new city manager is one of the most significant decisions the Mayor and City Council have to make. It needs to be accomplished on a timely but not on a hurried basis. 5. DESCRIPTION OF PRICING STRUCTURE My proposed fees and reimbursement costs are as follows: Fixed Fee for Professional Services $10,500 Reimbursement for travel, food and Lodging, based on 4 trips to Salina Actual cost not to exceed Reimbursement for cost of advertising the position, actual cost not to exceed Printing, telephone, postage and other Office costs (fixed fee) TOTAL Not to exceed $ 2500 $ 700 $ 1200 $ 14,900 This includes costs for the consultant to travel to Salina, it does not include costs to bring the finalist for interviews with the Mayor and City Council. 5 6. PROPOSED SCOPE OF SERVICES I propose to carry out the recruitment to appointment process by performing the following tasks: TASK I. DEVELOP A JOB DESCRIPTION AND AN "IDEAL" CITY MANAGER PROFILE In order to develop a profile for the ideal candidate I will meet with the Mayor and each member of the City Council, key staff and community leaders, if desired, to develop information regarding specific issues and challenges facing the city. The desired education, experience and background of the "ideal" candidate will be determined. I will work with you to identify the management skill and style that is appropriate for the new manager. I will also collect information regarding salary guidelines and benefits. The job duties and responsibilities for the City Manager will be reviewed and a current job description will be prepared. Once I have gained the necessary information, I will prepare a draft recruitment profile and job description and review it with the Mayor and City Council in a group meeting and arrive at an agreement regarding the specifications and an ideal profile for the position. The profile will guide all subsequent recruitment efforts. 6 TASK II. PREPARE POSITION ANNOUNCEMENT AND IDENTIFY APPLICANTS: I will draft and place the position announcement in the ICMA Newsletter and other appropriate state and regional publications and newspapers. One of the critical steps in any recruitment is the effort to identify and recruit good candidates. In addition to placing ads in the appropriate identified publications. I will use my "data base" and "networking" to identify candidates who meet your specifications as identified in the profile and invite them to apply for the position in Salina. In addition to print advertising, Thelen Consultants proposes to take full advantage of the Information Age by advertising the position on the World Wide Web with five services: 1. Local Government Job Net (www.1gi.org) 2. Govtjobs.com (www.govtiobs.com) 3. Jobs in Government (www.iobsingovernmlent.com) 4. The Job Service office http://co.iobsearch.org 5. Greener Pastures rhummer@KUed Two of the services provide link capability whereby the prospective candidate can immediately "click" into the Salina Home Page. One of the services provides automatic e-mail notification to city manager candidates in their registry. Candidates will be able to file an application on the internet. I am confident that this recruitment process will generate from 35 to 50 applicants for Salina. 7 TASK III. PREPARE COMMUNITY PROFILE: This profile will include information about Salina, its history, and the city's cultural and community facilities, the city government and its functions, major issues to be faced by the city, the position and selection criteria established. The interviews with the Mayor, Council Members and staff will provide data regarding major issues. The data on Salina and the web sites mentioned in Task II and other publications available in the city will be used to develop the community profile. This community information will be included with the letter of invitation and to inform other candidates about the position in Salina. TASK IV. SCREEN APPLICATIONS AND RESUMES: I will acknowledge all applications and resumes received and screen all candidates against the criteria established by the Mayor and City Council. Applicants whose qualifications most closely match or exceed those identified in the job profile for the "ideal" candidate will be interviewed. The interviews will include an assessment of the applicant's strengths and weakness and ability to meet the expectations of the Salina Mayor and City Council. The candidate's skills, background, experience and interest in relocating to Salina will be pursued. Pursuant to this process, I will identify the top candidates for the position. (each ofthese will meet the job profile approved by the Mayor and City Council.) TASK V. REFERENCE CHECKS: Each of the (5-8) semi-finalist candidates will be subject to detailed professional and community reference checks. I will use some of the references provided by 8 the candidate as well as others that I will obtain through my "networking" so that I can thoroughly evaluate each candidate. These references and evaluations are combined to provide frank and objective appraisals ofthe top candidates. I will verify the college degrees of the candidates and arrange for criminal background checks. . TASK VI, CANDIDATE REPORT: Based upon the results of the preceding tasks, a detailed report will be prepared. The report will include information about each of the recommended finalist including: . Reference comments . Management style . Outstanding achievements . Current responsibilities . Candidates strengths as a manager . Candidates opportunities for improvement . Candidate salary history . Candidate resume The report will be placed in a booklet with other material to assist the Mayor and City Council in their final selection process. I will provide a comprehensive briefing on the (5-8) semi-finalist candidates upon delivery of the report and I will recommend a specific group of candidates for final consideration. These candidates will not be ranked because at this point they 9 will all be qualified and it will be a matter of "chemistry" between the Mayor, City Council and the candidate that would produce the final decision. TASK VII. FINALIST INTERVIEWS: Once the Mayor and City Council have selected the three (3) to five (5) finalists, I will assist in the development of a selection process that will insure fairness to the final candidates and facilitate the final interview process. At the option of the Mayor and City Council, we can facilitate the exposure of the candidates to such groups as the City staff, and/or citizens groups, but the final selection needs to be made by the Mayor and City Council. I recommend a city sponsored reception for community leaders and city staff to become acquainted with the candidates. I will provide suggested questions that the Mayor and Council members may wish to use. I will notify the finalist of their selection and work with your staff to arrange and schedule the final selection interviews. An advisory selection panel can be arranged if desired by the council. TASK VIII, NEGOTATIONS WITH FINAL CANDIDATE: Once the Council has selected their choice for the position, it is important to arrive at a contract that is mutually accepted by the new administrator and Council. I will represent the Council during these negotiations. TASK IX, ADMINISTRATIVE ASSISTANCE: It is my standard procedure to tell the media that we are working on behalf of the City of Salina and public statements should come directly from the Mayor. In Salina I will handle media relations as directed. Throughout the recruitment process I will provide the Mayor and City Council with status reports. The 10 finalist will be informed of their selection for an interview. Timely attention to communication with everyone involved will enhance the recruitment process. I will ask the Council to designate a staff person as a liaison for me to set up appointments and follow up on other details. T ASK X, FOLLOW - UP I will follow-up periodically with the Mayor, City Council and City Manager during the first year to monitor relationships and to suggest appropriate actions, if any are necessary. 7. EXECUTIVE SEARCHES AND REFERENCES Scottsbluff. Nebraska: Dave Boeckner, Mayor Phone: 308-635-0812 Ray Gonzolase, Councilman Phone: 308-635-3206 Alliance. Nebraska Mike Daffney, Mayor Phone: 308-762-5553 Dan Kusek, former Mayor Phone: 308-762-5802 Kearney. Nebraska Bruce Blankenship, Mayor Phone: 308-236-6903 (work) Galen Hadley, Councilman Phone: 308-865-8209 (work) 11 East Cherry Creek Valley Water and Sanitation District (Denver Metro Area) Alan Tanenbaum, Chairman Phone: 303-771-8210 Jean Solis, former Chairperson Phone: 303-680-5253 Sterling, Colorado: Dan Jones, Mayor 970-522-0652 Lee Roth, Mayor Pro-tem 970-522-2763 (work) Brookings, South Dakota Scott Munsterman, Mayor 605-692- 7222 (work) Tom Bozied, Mayor Pro-tem 605-692-1234 (work) 12 PROPOSAL FROM THELEN CONSULTANTS FOR RECRUITMENT SERVICES AND EXECUTIVE SEARCH FOR SALINA, KANSAS THE CITY OF SALINA, KANSAS hereafter called the PARTY OF THE FIRST PART agrees to employ THE THELEN CONSULTANTS, to perform the following described personal services for the PARTY OF THE FIRST PART, pursuant to the THELEN CONSULTANTS PROPOSAL WITH THE COVER LETTER OF November 15,2004 ENTITLED: EXECUTIVE SEARCH SERVICES FOR A CITY MANAGER For the said services the PARTY OF THE FIRST PART agrees to pay THELEN CONSULTANTS A FEE OF $11,700 and a reimbursement of expenses not to exceed $3,200 for a total sum not to exceed $14,900. Payable when the project is completed. In consideration of said payments and compensation, THELEN CONSUL T ANTS agree to perform said services and work and carry out the provisions of this contract in a good and workmanlike manner. .3r~ (l Dated this day of ~~ 200~ . ~ 13