HomeMy WebLinkAbout11 - Selection of an Executive Search Firm to Assist in the Recruitment of a New City ManagerTO:
FROM:
CITY OF
NEWPORT BEACH
City Council Staff Report
April 24, 2018
Agenda Item No. 11
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
Leilani I. Brown, City Clerk - 949-644-3005,
(brown@newportbeachca.gov
PREPARED BY: Leilani I. Brown, City Clerk
TITLE: Selection of an Executive Search Firm to Assist in the Recruitment of
a New City Manager
ABSTRACT:
Due to the City Manager's recent retirement announcement, the City Council may hire an
executive search firm to assist in finding a new City Manager. At the City Council's
direction, the City Clerk conducted an RFQ process and solicited proposals from nine (9)
executive search firms and received three (3) responses.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Select an executive search firm to assist with the recruitment of a new City Manager.
If the City of Newport Beach does not already have an existing agreement with the
selected executive search firm, authorize the Mayor and City Clerk to sign an
agreement with the selected executive search firm.
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient appropriation for the recommendation
included in this staff report.
DISCUSSION:
The City Manager position is provided pursuant to Newport Beach City Charter Article V.
The City Manager is the chief administrative officer in the City and serves at the pleasure
of the City Council. Historically, the search for a new City Manager has been conducted
by an executive search firm. The recruitment process generally takes 12-16 weeks to
complete. The executive search firm prepares a recruitment brochure, conducts a
nationwide marketing campaign through a variety of mediums, screens applications,
conducts preliminary interviews and reference checks, and recommends qualified
candidates to the City Council.
Selection of an Executive Search Firm to Assist in the
Recruitment of a New City Manager
April 24, 2018
Page 2
As part of the action adopted by the City Council at the April 10, 2018 City Council
meeting, the City Council directed the City Clerk to conduct an RFQ process for an
executive search firm to facilitate the recruitment of the next City Manager. As part of this
process, the City Clerk, Leilani I. Brown, conducted an informal RFQ process and
contacted the following executive search firms:
(1) Alliance Resource Consulting LLC;
(2) Avery Associates, Inc. (William Avery & Associates);
(3) Bob Murray & Associates;
(4) Citygate Associates, LLC;
(5) CPS HR Consulting;
(6) Peckham & McKenney Executive Search;
(7) Ralph Andersen & Associates;
(8) Roberts Consulting Group Inc.; and
(9) Teri Black & Company, LLC.
All of the executive search firms identified in the list above have extensive experience
working with municipalities and in the recruitment of City Managers.
Of the nine firms, as of April 18, 2018, the three firms that responded were: (1) Avery
Associates; (2) CPS HR Consulting; and (3) Roberts Consulting Group, Inc. The following
chart summarizes each firm's proposed timeline and fees. A complete copy of each firm's
proposal is attached hereto as Attachments A -C.
FIRM
EXECUTIVE
TIMELINE
ASSIGNED
FEE
RECRUITMENT
RECRUITER
EXPERIENCE
CPS HR
15+ years
16 weeks to
Frank Rojas
$17,000+
Consulting
candidate
costs, not to
appointment
exceed
$23,000
Roberts
20+ years
13 weeks to
Norm Roberts
$25,000
Consulting
Council
Group
interviews of
finalists
Avery
Not disclosed
15 weeks to
Bill Avery
$19,900+
Associates
Council
costs, not to
interviews of
exceed
finalists
$27,900
11-2
Selection of an Executive Search Firm to Assist in the
Recruitment of a New City Manager
April 24, 2018
Page 3
The City Clerk recommends the City Council select an executive search firm from the
responsive executive search firms, and authorize the Mayor and City Clerk to enter into
an agreement with the executive search firm, if an agreement does not already exist. The
City has an existing agreement with William Avery & Associates.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Proposal for Executive Recruiting Services from CPS HR Consulting
Attachment B — Proposal for Executive Recruiting Services from Roberts Consulting
Group
Attachment C — Proposal for Executive Recruiting Services from Avery Associates
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ATTACHMENT A
PROPOSAL
City of Newport Beach
Executive Recruitment Services for City
Manager
Due Date: April 18, 2018
SUBMITTED BY:
MELISSA ASHER
Sr. Practice Leader, Products and Services
CPS HR Consulting
2450 Del Paso Rd, Suite 220
Sacramento, CA 95834
P: 916-471-3358
masher@cpshr.us
Tax ID: 68-0067209
www.cpshr.us Your Path to Performance
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April 16, 2018
Leilani Brown, City Clerk
City of Newport Beach
100 Civic Center Drive, Bay 2E
Newport Beach, CA 92660
Submitted via email to: (brown@newportbeachca.gov
Subject: Executive Recruitment Services for City Manager
Dear Ms. Brown:
CPS HR Consulting (CPS HR) is pleased to have the opportunity to submit a proposal to assist the
City of Newport Beach (City) with the recruitment of a new City Manager. We are uniquely
qualified to undertake this effort as we have vast experience in assisting public agencies with
executive search, screening, and placement.
We understand that each agency is unique, and our extensive experience allows us to tailor our
process to specifically meet your needs. Our work with local government agencies throughout
the United States gives us an in-depth understanding of government operations, programs, and
MikT IP41
Each recruitment is an opportunity to shape and prepare your organization for the future. We
understand how important this transition is for you and are perfectly placed to assist you in this
endeavor.
It is our commitment to work in partnership with your organization to a successful result.
Thank you for the opportunity to be considered for this assignment. Should you have questions
or comments about the information presented in this proposal, please contact Frank Rojas at
frojas@cpshr.us or (916) 471-3111.
Sincerely,
4&b9V-a
Melissa Asher
Senior Practice Leader, Products and Services
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Table of Contents
Background and Qualifications................................................................... 1
AboutCPS HR....................................................................................................1
Executive Recruitment Team........................................................................ 4
Resume.........................................................................................................4
References........................................................................................................ 7
Methodology.................................................................................................... 8
Key Stakeholder Involvement.........................................................................8
City's Needs.......................................................................................................8
Aggressive, Proactive, and Robust Recruitment.........................................9
Selection.............................................................................................................9
Three -Phase Project Approach for Success.................................................9
ProjectTasks....................................................................................................10
Phase I - Develop Candidate Profile and Recruitment Strategy ....... 10
Phase II - Aggressive, Proactive, and Robust Recruitment ................12
Phase III - Selection...................................................................................14
ProjectTimeline..............................................................................................15
Professional Fees, Expenses, & Guarantee..............................................16
Professional Services.......................................................................................16
Reimbursable Expenses..................................................................................16
TwoYear Guarantee......................................................................................17
Appendix A: Sample Brochure...................................................................18
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Background and Qualifications
About CPS HR
CPS HR Consulting has been assisting organizations with their
talent management needs since 1985. We have unique
expertise in delivering HR management and consulting services,
employment testing, and assessment services to government
agencies throughout North America. Our core competency is
our knowledge of and expertise in the public sector. As a public
agency, we understand the challenges and issues facing our client base. As a self-supporting
public entity, we also understand the need for innovative yet practical results. CPS HR can
provide expertise that is unique because we share with our clients a common perspective. There
is no competitor in the industry that can make this claim.
Recruitment Experts
CPS HR specializes in the recruitment and selection of key professionals for cities, counties,
special districts, and non -profits. Working in partnership with the governing body or selection
team, we develop customized search strategies that focus on locating and recruiting qualified
candidates who match the agency's unique needs. Our wealth of recruitment experience has
been gained through more than 15 years of placing top and mid-level executives in public
agencies throughout the United States.
■ Unmatched Recruitment Experience for Government Agencies. CPS HR has extensive
experience in recruiting executive -level professionals for public agencies across the
United States. As a public agency ourselves, we understand how to work with and within
government. Our understanding of public sector culture and policy uniquely sets us apart
from our competitors.
■ Seasoned Executive Recruiters. Our recruiters possess a high level of expertise in public
sector recruiting and placing executive -level professionals. Our staff of experts includes
an exceptional group of full-time employees as well as a full complement of subject
matter experts, intermittent employees, and part-time employees with a variety of public
and private sector experience.
■ Detailed Needs Assessments. We conduct a detailed needs assessment to identify 1)
future organizational direction; 2) challenges facing the position; 3) the working style
and organizational climate; and 4) required core and job specific competencies as well
as personal and professional characteristics.
CPS HR Ag,CONSULTINGa
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■ Vast Pool of Public Agency Contacts. CPS HR maintains a database of candidates and an
extensive network of external resources to leverage for executive -level positions. We
utilize our vast pool of public and non-profit contacts to deliver a strong list of competitive
candidates who will be well prepared to assist you in the accomplishment of your specific
mission and goals.
■ Success Recruiting Non -Job Seeking Talent. We recognize that the very best candidates
for some types of positions may not be looking for a career change, therefore, our
recruitment team takes a very aggressive approach to identify and recruit such
candidates.
■ Diversity Sensitivity. CPS HR encourages applicant diversity and incorporates a variety of
activities to attract the best available candidates. We have successfully recruited and
placed minority and female candidates for a variety of executive -level positions.
■ Cost Effective. The combination of CPS HR's seasoned recruitment management and
highly qualified staff enable us to reliably deliver successful results on time and on budget.
■ Satisfied Clients. Our executive search client satisfaction rating averages 4.6 on a scale
of 5. While many companies talk about client satisfaction, how many measure the impact
of that through assessing client satisfaction by distributing written surveys and tying the
results of these surveys to their performance management system? CPS HR Consulting
does. A client satisfaction survey is sent at the end of every engagement requesting
feedback on the quality of our staff, deliverables, and the overall consulting relationship.
■ Strong Base of Repeat Clients. We make sure we understand our client's challenges and
customize our process to fit their needs. As a result, we have a long and growing list of
returning clients who seek our services for multiple engagements.
■ Broad Experience with Similar Recruitments. A brief listing of recent similar recruitments
is provided in the following table:
Agency
Manitou Springs (CO), City of
City Manager
Current
Modesto (CA), City of
City Manager
Current
San Diego Association of Governments (CA)
Executive Director
Current
Churchill County (NV)
County Manager
Current
Sacramento (CA), City of
Assistant City Manager
2018
Glendale (CA), City of
City Manager
2018
Goodyear (AZ), City of
City Manager
2018
Imperial (CA), County of
County Executive Officer
2018
Merced County Association of Governments (CA)
Executive Director
2017
CPS HIR CONSULTING
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Agency
Title
Year Completed
Oro Valley (CA), Town of
Town Manager
2017
Los Gatos (CA), Town of
Assistant Town Manager
2017
San Marino (CA), City of
City Manager
2017
California Coastal Commission
Executive Director
2017
Sacramento Area Council of Governments, (CA)
Chief Executive Officer
2017
San Luis Obispo (CA), County of
County Administrative Officer
2017
Sutter (CA), County of
County Administrative Officer
2017
Trinity (CA), County of
County Administrative Officer
2017
Santa Ana (CA), City of
City Manager
2017
Avalon (CA), City of
City Manager
2016
Boulder (CO), City of
Deputy City Manager
2016
Santa Clara (CA), County of
Deputy County Executive
2016
Anaheim (CA), City of
City Manager
2015
East Palo Alto (CA), City of
City Manager
2015
Garden Grove (CA), City of
City Manager
2015
Our Executive Search Team is comprised of four, full-time and two, part-time recruiters with a
wealth of experience in local government executive recruitments. CPS HR has worked with more
than 1,200 government and public/non-profit clients throughout the United States and Canada.
CPS HR CONSULTING
11-9
Executive Recruitment Team
CPS HR has assembled a strong project team with each member possessing extensive recruiting
experience and a direct, in-depth understanding of local government. For this engagement, Mr.
Frank Rojas will serve as Project Manager and primary contact for this recruitment. Mr. Rojas will
leverage the knowledge and experience of our entire recruitment team in order to provide you
with the best possible recruitment experience. We will not utilize subcontractors for these
services. No staff members will be removed or replaced without the prior written concurrence
of the City.
Resume
Frank Rojas (resides in Riverside, CA)
Profile
Frank Rojas is a Senior Executive Recruiter with CPS HR Consulting. Frank brings more than 30
years of recruiting experience from the highly competitive direct placement and contract labor
industries as well as the corporate environment. Mr. Rojas has significant experience placing
corporate leaders, executive, professional, and technical staff including individual contributors
for government sector, non -profits, aerospace, architectural and engineering, information
technology, petroleum and chemical, energy, power, civil/structural, transportation and private
industry.
In addition to recently completing recruitments for City of Glendale, County of Imperial, City of
Long Beach, City of Redlands, City of Santa Ana, City of San Marino, and Desert Water Agency,
recent successful efforts include positions of City Manager, County Administrative Officer,
Director of Human Resources, Chief Executive Officer, Purchasing Officer, and Director -level hires
for Finance, Administrative Services, Engineering, Emergency Services, Regulatory Compliance,
and Division/Site General Managers.
Mr. Rojas began his career in Contract Labor and over the next 20+ years launched seven start-
up offices in several states and locations providing direct placement and contract support to
hundreds of clients in virtually all industries and levels of talent. He continued his career in the
non-profit environment managing and building talent acquisition support during significant
growth periods. Having been a speaker at several networking and career coaching venues, Frank
believes in utilizing traditional recruiting methodology with social media. He was named in the
top 1% viewed profiles on Linkedln. Mr. Rojas has established a strong client and customer base
through trust, effective recruiting, relationship building, and teamwork.
CPS HR CONSULTING
11-10
Employment History
■ Senior Executive Recruiter, CPS HR Consulting
■ Employment Director and Senior Recruiter, PRIDE Industries
■ Corporate Recruiter, EMF Broadcasting
■ Branch Manager and Acting Vice President, Fastek Technical Services
Professional Experience
■ Managed and led recruiting efforts including client interface to define and write position
descriptions, profiles, and goals. Responsible for creating marketing plans, screening and
selection strategies, conducting interviews and participating in final hire and post -hire
activities including reference and background checks.
■ Assisted in salary evaluation and competitive comparisons. This includes candidate
negotiations, travel and relocation (if appropriate), benefits, and confirmation and
acceptance of any requirements prior to the submittal process and acceptance of offer.
■ Managed in-house staff to ensure adherence of company policies and legal compliance.
Developed and maintained positive, team -building methodologies that increased
productivity, created a positive, productive staff, and maintained cooperativeness and
trust.
■ Recruited and identified senior -level management for several federal locations including
General Managers, Assistant General Managers, HR Directors, Site Controllers, Quality
Managers, T-4 Water and Environmental Director and Departmental Leadership at Fort
Bliss, EI Paso; Fort Polk, Louisiana; Joint Base McGuire-Dix-Lakehurst; New Jersey; Los
Angeles Air Force Base; Cape Canaveral, Florida; and the Lawrence Livermore National
Laboratory.
■ Set up staff procedures and office functions; negotiated service agreements, ensured
EEO, safety/OSHA quality, and all local, state, and federal compliance policies. Migrated
and implemented several Applicant Tracking Systems including participation as Systems
Administrator.
CPS HIR CONSULTING
■ Initiated effort to define the mission and business plans of expanding organizations.
Developed road maps to build client base, relevant labor pools, and resources to sustain
growth for the entire enterprise. Started corporate recruiting department and initiated
recruiting strategies, hiring processes, retention, and integrated cost-effective marketing
tools.
■ Hired and motivated in-house talent and created cross -functional business/sales and
recruiting process allowing for growth, skills development, and achievement to meet
customer needs and provide for an effective team -oriented environment.
Education
■ B.A., Political Science, University of California at Berkeley, Berkeley, CA
CPS HIR CONSULTING
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References
Provided below is a partial list of clients we have recently worked with in providing executive
recruitment services. We are confident that these public -sector clients will tout our
responsiveness and ability to successfully place candidates that were a good fit for their
organization's needs.
City of Glendale Michael Garcia, Office of the City Attorney
613 East Broadway (818) 548-2080
Glendale, CA 91206 mjgarcia@glendaleca.gov
City Manager (2018)
County of Imperial
Rodolfo Aguayo, Director of Human Resources
940 W. Main Street
(442) 265-1148
EI Centro, CA 92243
rodolfoaguayo@co.imperial.ca.us
County Executive Officer (2018)
City of San Marino
Mayor Richard Sun
2200 Huntington Drive
(626) 312-9533
San Marino, CA 91108
richrardsun99@gmail.com
City Manager (2017)
City of Santa Ana
Edward Raya, Director of HR & Risk
20 Civic Center Plaza
(951) 285-9325
Santa Ana, CA 92701
edwardraya@yahoo.com
City Manager (2017)
City of Avalon
Anni Marshall, Mayor
PO Box 707
(310) 510-0220
Avalon, CA 90704
amarshall@cityofavalon.com
City Manager (2016)
CPS HIR CONSULTING
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Methodology
Key Stakeholder Involvement
The City Council must be intimately involved in the search for a new City Manager. For this
reason, our approach assumes their direct participation in key phases of the search process.
Additionally, at the discretion of the City Council, other key stakeholders may also be invited to
participate in focus group sessions or round -table meetings to provide input for the development
of the candidate profile. Per the City's request, CPS HR Consulting will be prepared to coordinate
and facilitate community meetings in conjunction with the City's leadership team to solicit input
from the community on the critical elements it seeks in its new City Manager, as well as key
opportunities and priorities that will need to be addressed.
City's Needs
A critical first step in a successful executive search is for the City Council to define the professional
and personal qualities required of the City Manager. To be certain this occurs, we have
developed a very effective process that will permit the City Council to clarify the preferred future
direction for the City of Newport Beach (City); the specific challenges the City is likely to face in
achieving this future direction; the working style and organizational climate the City Council
wishes to establish with the City Manager; and ultimately, the professional and personal qualities
that will be required of the City Manager.
Commitment to Communication
Throughout the recruitment process, we are strongly committed to keeping you fully informed
of our progress. We will collaborate with you to provide candidate updates and other status of
the recruitment via your preferred method of communication (phone conference, email, etc.).
In addition, during each phase in the process, we are corresponding with candidates and advising
them of their status. We place the highest level of importance on customer service and
responding in a timely manner to all client and candidate inquiries. Our previous clients and
candidates have expressed a sincere appreciation for our level of service and responsiveness to
the management of the recruitment process; as a result, we have many long-term relationships
with clients that have resulted in the opportunity to assist them with multiple recruitments.
CPS HR's communication continues after you have selected a new City Manager. We will contact
both the City Council and the newly appointed City Manager within six months of appointment
to ensure an effective transition has occurred.
CPS HIR CONSULTING
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Aggressive, Proactive, and Robust Recruitment
We take an aggressive approach in identifying and recruiting the best available candidates. There
are those candidates who would gladly rise to the professional challenge and apply for this
position; however, some of the best candidates are often not actively seeking a new position and
may only consider a change once we present them with your opportunity. Evoking the sense of
vision and opportunity in qualified persons is among the responsibilities of CPS HR, and we pride
ourselves in our efforts to reach the best available potential candidates.
Selection
The selection of the best available candidate requires the use of tools specifically designed to
evaluate each candidate against the personal and professional qualities identified by the City
Council. For this reason, we tailor our selection techniques to the City's specific requirements.
In addition, we also assume responsibility for administering the selection process for the City.
Three -Phase Project Approach for Success
Our proposed executive search process is designed to provide the City with the full range of
services required to ensure the ultimate selection of a new City Manager who is uniquely suited
to the City's needs.
Develop
Candidate
Profile and
Recruitment
Strategy
Aggressive,
Proactive,
and Robust
Recruitment
Phase I: As desired by the City, our consultant will meet with the City Council and other City
representatives to ascertain the City's needs and ideal candidate attributes, to target our search
efforts, and maximize candidate fit with the City.
Phase II: The recruitment process is tailored to fit the City's specific wants and needs, with
targeted advertising, combined with personal contacts with qualified individuals from our
extensive database.
Phase III: The selection process is customized for the City. CPS HR will work with the City Council
to determine the process best suited to the City of Newport Beach.
CPS HIR CONSULTING
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Project Tasks
Phase I - Develop Candidate Profile and Recruitment Strategy
Task 1 - Review and Finalize Executive Search Process and Schedule
The first step in this engagement is a thorough review of the following with the City Council:
■ City's needs, culture, and goals
■ Executive search process
■ Schedule
This will ensure that the City's needs are met in the most complete manner possible.
Task 2 - Key Stakeholder Meetings
As desired by the City, CPS HR is prepared to meet with any
additional key stakeholders to obtain input in developing the
ideal candidate profile and to assist CPS HR in understanding key
issues and challenges that will face a new City Manager. The
specific nature of the involvement process would be developed
in consultation with the City. This would include, per the City's
request, facilitating community meetings to collect input from A,
members of the City of Newport Beach community. The results
of the above activities will be summarized by CPS HR and provided to the City as an additional
source of information for developing the candidate profile and selection criteria.
Task 3 - Candidate Profile and Recruitment Strategy Development
This task will be accomplished during a workshop session involving the City Council and CPS HR.
It will result in the identification of the personal and professional attributes required for the
position and will include the following activities:
■ The City Council will identify key priorities for the new City Manager.
■ CPS HR will assist him in identifying the conditions and challenges likely to be encountered
in achieving the priorities identified above.
■ The City Council will describe the type of working relationship he wishes to establish with
the City Manager.
■ CPS HR will assist the City in generating lists of specific competencies, experiences, and
personal attributes needed by the new City Manager in light of the analyses conducted
above.
CPS HR CONSULTING
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■ CPS HR will present several recruitment and selection strategies for the City's
consideration. The City will choose the recruitment and selection process most likely to
produce the intended results.
Task 4 — Develop Recruitment Brochure
Following the completion of the workshop session, CPS HR will work with a professional graphic
artist to design a recruitment brochure and present it to the City for review prior to printing.
Please refer to Appendix A for a sample brochure. Additional brochure examples are available
on our website at www.cpshr.us/search.
Task 5 — Place Advertisements
Advertisements (which will include a direct link to your brochure) will be prepared and placed for
publication in appropriate magazines, journals, newsletters, job bulletins, social media, and
websites to attract candidates on a nationwide, regional, local, or targeted basis, depending on
the preference of the City. CPS HR will present examples to the City for review and approval.
Examples may include:
• Jobs Available • League of CA Cities (on-line)
• ICMA • Linkedln
• MMA Nor Cal/So Cal • Public CEO
• Govern mentjobs.com • NACo
CPS HR will prepare an email distribution list containing prospective candidates and referral
sources. These individuals will receive a link to the City Manager brochure along with a personal
invitation to contact CPS HR should they have any questions about the position.
CPS HR is focused on reaching a diverse candidate pool and would recommend
publications/websites that are targeted to minority and female candidates. CPS HR will
specifically research other jurisdictions in which the demographics mirror those of the Orange
County area and target outreach to those individuals. In addition to placing ads on websites
aimed at minority candidates, we will contact leaders within appropriate associations to gain
their insight and referrals of possible candidates.
Within the past five years, we have successfully placed more than 170
minority and female candidates in executive level positions.
CPS HIR CONSULTING
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Phase 11- Aggressive, Proactive, and Robust Recruitment
Task 1 - Identify and Contact Potential Candidates
This very crucial task will include a variety of activities. CPS HR will:
■ Contact respected and experienced industry leaders to identify outstanding potential
candidates on a referral basis. CPS HR maintains a comprehensive, up-to-date database
of such professionals; however, we do not rely solely upon our current database. We also
conduct specific research to target individuals relevant to your specific needs and
expectations to ensure that we are thorough in our efforts to market this position to the
appropriate audience and to garner a diverse and quality pool of candidates. These
individuals, as well as other potential candidates, are typically contacted very soon after
they have received a recruitment brochure in order to maximize the impact of the
multiple contacts.
■ Select top quality candidates for consideration from past recruitments.
■ Provide each potential candidate with a copy of the recruitment brochure.
■ Contact potential candidates by telephone to explain the career opportunity, answer
questions, and encourage them to submit a resume. Oftentimes this component
necessitates multiple conversations with the same person to pique his/her interest and
to answer his/her questions sufficiently.
As a consulting firm that interacts with hundreds of public
sector executives during engagements, we have a cadre of
individuals who we inform of recruitments, both to increase
the visibility of the opening and to attract appropriate
individuals who fit the special needs of our client.
Communication with these professionals ensures that an
accurate picture of the requirements of the job is apparent
and proliferated throughout their professional networks.
The approach utilized by CPS HR employs the following
techniques:
■ Communicating to candidates, through advertising materials and verbal conversations, a
strong sense of the purpose and strategy of the City. For many talented individuals,
understanding these aspects is one of the key motivators to compete in such an
environment.
■ Providing guidance and resources to candidates regarding the area's cost of living, mean
and median housing prices, higher education opportunities, K-12 education information,
and other aspects of interest to those who are considering relocating to the area. We
have found that potential candidates sometimes make the decision not to apply based on
CPS HR CONSULTING
11-18
rumored information, rather than facts and research. It is our job to ensure the
candidates we are in communication with have accurate and helpful information.
■ Actively seeking individuals who are highly visible in the field —widely published, frequent
presenters and/or thought leaders — who are seemingly ready for the challenge. These
highly qualified candidates may be attracted by the prospect of collaboration with other
City departments, providing exceptional leadership to the City of Newport Beach, or
continuing to ensure the public confidence in the integrity of the City.
Task 2 — Resume Review and Screening Interviews
All resumes will be submitted directlyto CPS HR for initial screening.
This screening process is specifically designed to assess the personal
and professional attributes the City is seeking and will include:
■ A thorough review of each candidate's resume, and if
applicable, supplemental questionnaire responses and,EkFt;
other supporting materials. _R-t1Av,
■ Interviews with the candidates who appear to best meet the
City's needs. CPS HR will spend extensive time ascertaining
each candidate's long term career goals and reasons why
the candidate is seeking this opportunity, as well as gaining
a solid understanding of the candidate's technical
competence and management philosophy. We will also
gather data on any other unique aspects specific to this
recruitment based upon the candidate profile.
■ Internet research on each candidate interviewed.
Task 3 — City Council Selects Finalists
At the conclusion of the previous tasks, CPS HR will prepare a written report that summarizes the
results of the recruitment processes and recommends candidates for further consideration by
the City. Typically the report will recommend five to eight highly qualified candidates, and will
include resumes and a profile on each interviewee's background. CPS HR will meet with the City
Council to review this report and to assist the City in selecting a group of finalists for further
evaluation.
CPS HIR CONSULTING
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Phase 111- Selection
Task 1 - Design Selection Process
Based on the results of the meeting conducted in Phase I, CPS HR will design a draft selection
process. CPS HR will meet with the City to review this process and discuss the City's preferred
approach in assessing the final candidates. The selection process will typically include an in-depth
interview with each candidate, but may also include other selection assessments such as an oral
presentation, preparation of written materials, and/or problem -solving exercises.
Task 2 - Administer Selection Process
CPS HR will coordinate all aspects of the selection process
for the City. This includes preparing appropriate
materials such as interview questions, evaluation
manuals, and other assessment exercises; facilitating the
interviews; assisting the City with deliberation of the
results; and contacting both the successful and
unsuccessful candidates.
Task 3 — Final Preparation for Appointment
4r71
l
V
Following the completion of the selection process, CPS HR will be available to complete the
following components:
■ Arrange Follow-up Interviews/Final Assessment Process: Should the City wish to arrange
follow-up interviews and/or conduct a final assessment in order to make a selection, CPS
HR will coordinate this effort.
■ Conduct In -Depth Reference Checks: The in-depth reference checks are a comprehensive
360 evaluation process whereby we speak with current and previous supervisors, peers,
and direct reports. (It is our policy to not contact current supervisors until a job offer is
made contingent upon that reference being successfully completed so as not to
jeopardize the candidates' current employment situation.) The candidates are requested
to provide a minimum of six references sources. CPS HR is able to ascertain significant,
detailed information from reference sources due to our assurance and commitment to
each individual that their comments will remain confidential, which leads to a willingness
to have an open and candid discussion, resulting in the best appointment for the City. A
written (anonymous) summary of the reference checks is provided to the City.
■ Conduct Background Checks: We will arrange for a background records check of a
candidate's driving record, criminal and civil court, credit history, education, newspaper
article publishings, and other sensitive items. Should any negative or questionable
content appear during these checks, CPS HR will have a thorough discussion with the
finalist(s) and will present a full picture of the situation to the City for further review.
CPS HIR CONSULTING
11-20
Project Timeline
The project team CPS HR has selected is prepared to begin work upon receipt of a fully -executed
contractual agreement. All search activities up to and including the selection of a new City
Manager can be completed in 14 to 16 weeks. The precise schedule will depend on the
placement of advertising in the appropriate professional journals, and the ability to schedule, as
quickly as possible, the initial meeting. A proposed schedule of major milestones is presented
below.
CPS HIR CONSULTING
11-21
Professional Fees, Expenses, & Guarantee
Professional Services
Our professional fixed fee covers all CPS HR services associated with Phases I, II, and III of the
recruitment process, including the necessary field visits (up to three) to develop the candidate
profile and recruitment strategy, assist the City with finalist selection, and facilitate candidate
interviews.
Reimbursable Expenses
Actual out-of-pocket expenses for such items as consultant travel, advertising, marketing,
printing/copying, and postage/delivery charges are reimbursable at cost. There is no mark-up on
expenses and we will work proactively with the City to ensure that the dollars being spent for
expenses are in keeping with the City's expectations. Travel expenses for candidates who are
invited forward in the interview process are not included under our reimbursable range. The
listed reimbursable expenses range includes a background check on the selected finalist candidate.
Professional Fixed Fee & Reimbursable Expenses*
Professional Services Full Recruitment (Fixed Flat Fee)
$17,000
Reimbursable Expenses
Approximate recruitment costs include:
■ Brochure Design and Printing ($1,100)
■ Advertising ($3,000)
$5,550-$6,000
■ Background check for one candidate ($450)
■ Other recruitment expenses such as supplies, travel, and shipping
($1,000)
--.
000
*Professional fees and reimbursable expenses would be billed and paid monthly.
CPS HR Ag,CONSULTINGa
11-22
Optional: Recruitment Video
In addition to your customized recruitment brochure, CPS HR can develop a Recruitment Video
to attract a wider range of applicants. More than 60% of organizations are now using visual
media to attract the attention of job seekers, convey the culture of the organization, and
effectively expand the talent pool. For this approximately three-minute video, CPS HR will arrive
onsite to film footage of the work place and community, as well as conduct onsite interviews with
selected employees. This video is optional and costs $3,000, changing the Not -to -Exceed Total
to $26,000.
rwo Year Guarantee
If the employment of the candidate selected and appointed by the City, as a result of a full
executive recruitment (Phases 1, 11, and 111), comes to an end before the completion of the first
two years of service, CPS HR will provide the City with professional services to appoint a
replacement. Professional consulting services will be provided at no cost. The City would be
responsible only for reimbursable expenses. This guarantee does not apply to situations in
which the successful candidate is promoted or re -assigned within the organization during the
two-year period. Additionally, should the initial recruitment efforts not result in a successful
appointment, CPS HR will extend the aggressive recruiting efforts and screen qualified candidates
until an offer is made and accepted. CPS HR does not provide a guarantee for candidates placed
as a result of a partial recruitment effort.
CPS HIS CONSULTING
We thank you for your consideration of our proposal. We are committed to
providing high quality and expert solutions and look forward to partnering with
the City of Newport Beach in this important endeavor.
CPS HIR CONSULTING
11-23
Appendix A: Sample Brochure
mm
glend
a I e'01-0
California
CPS HR CONSULTING
11-24
To learn more about the
City of Glendale, please visit
www.glendaleca.gov
CPS HIR CONSULTING
THE COMMUNITY
With a population of approximately 202,000
residents, Glendale is the fourth largestcity
in Los Angeles County. It is located northeast
of Los Angeles in the foothills of the San
Gabriel Mountainsand is traversed Lytle
Golden State (5), Glendale (2), Ventura (134)
and Foothill 0110) ftteeways; the Hollywood
Bu riga n k Ai rpo rt is minutes away. Glendale is
noted for its excellent residential areas, schools,
shopping facilities, libraries, parks, hospitals and
business environment.TheCity enjoys a mild
climate with an average high temperature of 77
degrees and average rainfall ofalmost 18 inches
peryear.
Glendale is oneofthe mast Iivablecities
in Southern California, with beautiful welF
established suburbs, awalkabledowntown
residential district,a top-rated school system,
and numerous parkland recreational facilities
located all within the 315 square miles of the
City. The Americana at Brand is a one -of -a -kind
community gathering place and dynamic
shopping, dining, residential and entertainment
district, while the recently updated Glendale
Galleria provides over200 retail stores and
restaurants.Tbe Fxchangeand Marlketplace
shopping and entertainrrentcenters provide
a good complementcreating a vibrant and
thriving downtown.The Montrose Shopping
District, Adams Square, Kenneth Village, the
South Brand Boulevard auto dealerships and a
variety of othe r banking, financial and bus i nes s
institutions push Glendales daytime papulation
ID well over250,004.
The City is home to the Brand Library and
Art Center, the AlexTheatrre. the Museum of
Neon Art, the Glendale CentreTheave and
the future home of the Armen ian-America n
Museum & Cultural Center. Area attractions
include Universal Studios,the Hollywood Bawl,
the Los Angeles Zoo, Descanso Gardens, the
Autry Museum of Western Heritage,the Norton
Simon Museum,the Huntington Library&
Gardens, Forest Lawn Art Collections, Dodger
Stadium, StaplesCenter and the Rose Rawl.
Glendale experiences the benefits of a
culturally diverse community. Approximately
65 different languages arespDhen in the
City's sc hoo I s. G lenda le i s com pri sed of a
broad maofCaucasians, middle -Easterners,
Latinos and Asians. Glendale has the largest
Armenian -American papulation ofarrr city
in the United States.TheCity has strong
neighborhood identification, with a tota I of 20
active neighborhood associations. Glendale
has divers, -and affordable housing choices,
featuring an eclectic mix of styles and types.
Glendale is o ne of oxer 500 communities
designated as a"Keep America Beautiful"
AffiI iate, recog n ¢i ng a co mmitment to waste
reductionand litter prevention. In addition,
Glendale has received thedesignaton as a
"California HeakhyCity" and, since 1984,has
been designated a"Tree City, USA"for its
comm [merit to urban foresvy projects.
Public sc hoo I ed ucatio n is ava la ble through
theGlendale Unified School District the fifth
largestschool districtin Los Angeles County,
with an enrollment of26,000 students.There
are 20 elementary sc hoo I s, four middle schools
and threecomprehensive high schools.The
School District also operates one magnet high
school, one continuation high school, and a
devebpn-entcenterfordkabled students.
Students are also served by 15 parochial
and private schools. In addition to Glendale
Co mmu n ity Col lege, a tea co I leges and
universities include Pasadena City College,
Occidental College; California Stare University,
Los Angeles; California State University,
Northridge; UnieersityofCalifornia, Los Angeles;
and the University of Southern California.
11-25
pi,
NA -
Health care services available within the
immediate area are provided by thFee
outstanding institutions Glendale Memorial
Hospital and Health Gen ter (Dig nity Health),
USC Verdugo Hills Hospital, and Glendale
Adventist Medical Center.
CITY GOVERNMENT
Glendale was incorporated in 1906 and is a
ch a rw r city operating under a council-manager
form of government. The five Council members
are elected at large to four-year staggered
terms. The ✓tiiayot, a member of the Council, is
selected From among its own members, and
serves a one-year term Other elected officials
are the City Clerk and the City Treasurer. The City
Manager and the City Attorney are appointed
by the City Council.
The total City bud get for FY2017.18, including
all general government services, enterprise
operations and a water & power utility is about
$837 million {$215 million - General Fund only).
The City has approximately 3 ,585 full-time staff.
The City has identified eight Strategic Goals and
Objectives and each year, as part of the budget,
departments develop their key performance
indicators For contributing to these goals. They
include: Arts and Culture; Community Services
and Facilities; Economic vibrancy and Fiscal
Responsibility; Balanced, Quality Housing; Safe
and Healthy Community; Infrastructure and
Mobility; Informed and Engaged Community;
and Sustainability.
Glendale is a Full-service City that I%Iodes a
water and power department that services
over 33,099 water customers and 88p99
electric custorners In addition toobtafning
transmission from outside sources, the City
operates its own power plant. Water comes
pnmarily from the Metropolitan Water District,
along with a small portion from local wells. The
City also owns its own landfill, is half owner of
the area's sewage treatment plant, and provides
refuse collection far City residents.
CPS HIR CONSULTING
The Glendale Fire Department maintains a
Class 1 rating, indicating that it has exceptional
firefighting abilities, personnel, response times,
fire prevention efforts, water soWyavailability
and commu nica Ion s. I n addition, the City's
Police Department is committed to providing
proactive law enforcement and high-quality
police services, and this has contributed to
the City's low crime rate. Glendale has been
designated as one of the safest cities for a city
its size, ranking 3rd in the state and 6th in the
na tion.
In addition to Brain Library, th e C ity operates
the recentlyrepurposed and renovated Central
Library and six other library bra riches. II also
provides a wide variety of arts and cultural
programming in the City. Glen dales residents
enjoy 36 City parks and nearly 5A00 acres
of publicly owned open space. In addition
to parks, other Cily maintained facilities
and recreational activities are available For
the public's use and participation. Some of
the most popular facilities include the Civic
Auditorium, Pacific Park Pool and historical
buildings such as the Casa Adobe, Verdugo
Adobe, Tea House and the Doctor's House.
Glendale provides a variety of transportation
services.The City operates a pial -A -Ride service
for the elderly and disabled.The City also has
a City-wide bus service known as the Beeline.
The Glendale Railroad Depot was purchased
by the City of Glendale in 1989 and has been
preserved and listed on the National Historic
Register. It has been convened to the Larry
larian GI enda I e Tran sportatio n Center, which
serves as a connecting point for several modes
of trans partition, including raAThe City is also
part owner (as part of a joint powers association
with cities of Burbank and Pasadena} of
Hollywood BurbankAirport, located in the City
of Burbank.
THE POSITION
Under thedirection of City Councfl, the City
Manageracts as the Chief Executive Officer of
the City, directing, planning, and organizing all
administrative activities of the City. This includes
development of goal s,objectives, policies
and prccedu res, a, well as enforcing and
administering municipal code, the charte rand
ord i na nces govern ing the City.
OPPORTUNITIES AND
PRIORITIES TO ADDRESS
Economic Development a: id
I m plementation of Glenda le Tech Stra tegic
Plan
Completion of the South Glendale
Comm unity Plan
Addressing Affordable Housing Challenges
in the City
Balancfng Growth and Quality of Life Issues
Mufti -Modal Transportation, Connectivity,
and Traffic ImprovemenWNcgrams
Proposed Grayson Repowering Project
Proposed Biogas Renewable Generation
Project
THE IDEAL CANDIDATE
the ideal candidate will beari honest,
ethical, and dynamic leader with a record
of professional accomplishments that
demonstrate hiVber abiIityto effectively lead
a large and diverse public organization. A
proven record in project management, strategic
planning and sound fiscal management
skills are essential. This challenging position
requires a strong, visb na r y leader committed
to quality improvement customer service
and performance management. The qualified
candidate will be able to negotfatechaIIenging
political waters, whIle remaining focused
on organizational goals, managing a strong
executive team, and working with a passionate
and involved city council.
11-26
KEY COMPETENCIES
AND CHARACTERISTICS
Desirableattributes and characteristics for the
new CityManager include but are not limited
to t he fo I lowing:
A solid leader and rale model with a positive
presence who demonstrates initiative, is
action -oriented, etercises good judgment,
trey is others with respect, and is open and
approachable.
An individual who possesses the highest
level of personal and professional integrity.
A strong communicator with excellent
interpersonal skills; able to articulate ideas
to different audiences in a clear and direct
manner.
Establish a positive relationship with city
council based on honesty and respect,
while providing balanced information on
i ssues and programs, as well as solution
alternatives; be an advisor, notan advocate
Possess the ability to remain patient in
divisive situations,but still willing to stand
up for what's right.
A leader who inspires others to commit to
the organization's ideals and tocontribute
the best through effective management,
coaching,and leading by example.
The ability to anaIyzetrends and problems
to develop long range plans.
Able to establish and build effective
business relationships.
Faster a team -oriented working
environment.
An active listener.
MINIMUM
QUALIFICATIONS
Bachelor's degree in public administration,
business, public finance ora related field.
Five (5)years of highly responsible
administrative or executive experience in
public sector employment including principles
and procedures of municipal management
and budgeting for government programs.
Master's degree preferred.
The salary range' ;r this posltlon is $250,000
- $280,000 clepcndingon qualifications and
experience.
Retirement is prow ded through the California
Public Emplcyees'Retirement System (PERS) with
a 296at 55 retirement form uta for PERS classic"
mem ber em ployee% new PERS members have the
PEPRA formula of 2% it 62, Note the employee
pays the entire PERS employee contribution of 7%
(2% at 55 formula) or 5.7596 (2% at 62 formulal
plus 4% of the employer's contribution.
Vacation - Up to t60 hours per year, with carry-
overarid cash -out provisions.
Holidays - t06 hours peryear
Executive leave - l OD hours per year
Sick leave - 46 hours per year.
Medical Bene%li-ife Insurance: Medical
insurance (choice of four plans); executive medical
reimbursementPlan (EM RP), in which out -of•
pocket medical expenses are reimbursed up to
$10,000 annually; dental insurance (choice of
three plansk life insurance equal to 1.33 times
annual earnings to a maximum of 5500.008
voluntary life insurance, including spouse
and child coverage; long term disability (LTD)
insurance; and vision benefit plan.
Other henefirts include. PERS I"I four survivor
benefit; PERS preretirement option 2W death
benefit; retiree health savings plan (RHSPI
vduntary 451 deferred compensation program;
volu ntary 401 (a) defined contribution plan;
monthly auto allowance of $490 per month;
free parking, compensation for ca r -pooling and
va n -pooh ng; credit union; e m ployee ass stance
program (EAf%tuition reimbursement; executive
physical fit nesslcvicorganization membership;
flexible savings account SSA] for dependent rare.
APPLICATION PROCESS
AND RECRUITMENT
SCHEDULE
The final tiling date for this position is Friday,
January 12, 201a To be considered for this
exceptional career opportunity, please submit
your cover letter, resume, and six work-related
references (who will not be contacted in the early
stages of the recruitment.) Resumes must reflect
years and months of employment and positions
held. To apply, please visit our website:
htrosJlserurecosh ruslescandidatelJobDetail4D= 296
CPS HR Consulting
Tel;416.471.3111
Email resurn Ac mhrus
Website: wwwcpshr.uslsearch
Resumes will be screened on the criteria
outlined in this brochure. Candidates with
the most relevantqualfications will be given
preliminary interviews by the consultant.The
City will then select finalists to be interviewed.
Candidates deemed most qualified will be
invited to participate in a final interview process
that includes compreheoswe reference and
background checks. foradditional information
abola this opportunity please contact Frank Rajas.
CPS HIR CONSULTING
11-27
ATTACHMENT B
PROPOSAL TO RECRUIT
A CITY MANAGER
FOR THE CITY OF NEWPORT BEACH, CA
April 2018
11-28
ROBERTS
April 13, 2018
VIA EMAIL
CONFIDENTIAL
Mayor and Members of the City Council
c/o Ms. Leilani Roberts
City Clerk
City of Newport Beach
100 Civic Center Dr.
Newport Beach, CA 92660
Dear Mayor and Members of the City Council:
C
In response to your request, ROBERTS CONSULTING GROUP, INC. is pleased to submit this
proposal to assist the City of Newport Beach in recruiting and evaluating candidates for the
position of City Manager.
In this proposal we outline our general understanding of your requirements and present the
process we recommend to conduct this recruitment. It is a process we have successfully utilized
for more than 20 years. However, if you desire some modification, we would be pleased to
discuss this with you.
We look forward with great interest to working with you on this very important assignment.
Sincerely,
Valerie S. Roberts
VSR/sf
ox 1127, Rancho Mirage, CA 92270
one: 424.522.2251 Email: robertsrcg@msn.com web: www.robertsrcg.com
11-29
TABLE OF CONTENTS
Page
Why ROBERTS CONSULTING GROUP? ............................... 1
Statement of Work ............................................... 3
The Client's Role.................................................5
Proposed Time Schedule .......................................... 6
Fees and Expenses ............................................... 7
Exhibit A — Chief Executive Recruitments for General Purpose Local Governments
Managed and/or Conducted by Norman Roberts
Exhibit B — Our Consultants
Exhibit C — Sample Recruitment Brochure
11-30
WHY ROBERTS CONSULTING GROUP?
The primary objective of ROBERTS CONSULTING GROUP, INC. is to provide our clients with
unsurpassed excellence in executive recruitment. Accepting only a limited number of
recruitments, we are able to provide senior level, hands on service of the highest quality. From
ascertaining our client's needs, to identifying and recruiting qualified candidates, and extensively
verifying background information, the work is conducted by senior level consultants with
numerous years of experience and judgment. We are also skilled in negotiating final offers,
increasing the likelihood of successfully hiring the desired candidate.
Norm Roberts has been responsible for recruiting thousands of chief executives and senior level
executives for public agencies throughout the United States. We have assisted our clients in
finding highly talented individuals with a commitment to serving the public, and our placements
are some of the best and brightest in their fields. These individuals play a critical role in how
services are provided to the public and how local government, special district and not-for-profit
organization resources are utilized, and we take great pride in working with our clients to find the
best possible fit.
Norm Roberts has extensive experience recruiting chief executives for general purpose
local governments. He has managed/conducted chief executive recruitments for the
following California cities (some of which have been conducted multiple times over the
years): Albany, Arcadia, Bakersfield, Baldwin Park, Banning, Belmont, Berkeley, Beverly Hills,
Brea, Buellton, Burbank, Camarillo, Carson, Citrus Heights, Corte Madera, Covina, Culver City,
Cypress, Dana Point, Desert Hot Springs, Diamond Bar, East Palo Alto, Eastvale, El Segundo,
Encinitas, Fontana, Fresno, Glendale, Glendora, Hemet, Hercules, Hidden Hills, Huntington
Beach, King City, Laguna Niguel, Lawndale, Livermore, Lomita, Los Altos Hills, Malibu,
Marina, Martinez, Modesto, Monterey Park, Moreno Valley, Morgan Hill, Norco, Novato,
Oakland, Ontario, Oxnard, Palm Springs, Palo Alto, Piedmont, Pomona, Porterville, Rancho
Palos Verdes, Redding, Redlands, Redondo Beach, Redwood City, Riverside, Rolling Hills,
Salinas, San Buenaventura, San Diego, San Fernando, San Jacinto, San Jose, Santa Ana, Santa
Clarita, Santa Monica, Signal Hill, Solvang, Stanton, Sunnyvale, Tulare, Turlock, Vallejo,
Visalia, Vista, Walnut Creek, West Covina, West Hollywood, Whittier and Yorba Linda. We
have also recruited chief executives and senior level executives for many of the counties in
California. For example, over the last few years our firm recruited chief executives for the
counties of Butte, Contra Costa, Fresno, Riverside, Sacramento, Santa Clara and Sonoma. A list
of chief executive searches managed and/or conducted by Norm Roberts can be found in
Exhibit A. In addition, we are familiar with your area from numerous recruitments
conducted there (e.g., for Orange County, Irvine Ranch Water District, Moulton Niguel Water
District, and Laguna Woods Village, among others). We are also located nearby, being
headquartered in Southern California.
We believe the primary advantages in utilizing our firm, and what may differentiate us from
others, include:
■ Experience — Norm Roberts pioneered the field of public sector recruiting and has
managed/conducted more executive recruitments in this area than anyone else in the
business. He was a leader in setting professional standards for the industry and, while our
11-31
thoroughness and commitment to excellence have never changed, our approaches have
evolved with the times.
■ Focused — Accepting only a limited number of recruitments, we are able to provide senior
level, hands on service of the highest quality. From ascertaining our client's needs, to
identifying and recruiting qualified candidates, and extensively verifying background
information, the work is conducted by senior level consultants with numerous years of
experience and judgment.
Clients — Our consultants have worked for organizations of all sizes, both urban and rural,
and in virtually every state in the nation, including the District of Columbia. And, we have
conducted recruitments in all functional areas within the public sector. A substantial number
of our clients have hired us multiple times over a span of many years (including one
California county which hired us over 40 separate times). While at the present time our
clients are limited to California, we are capable of conducting local/regional, statewide or
nationwide recruitments.
■ Partnership — We work in conjunction with our clients to help find the right candidates. It is
very much a team effort. We work closely with boards/councils, chief executives, department
heads and human resources executives to ensure a successful outcome. And, we
communicate regularly with our clients and candidates throughout the process.
■ Industry Relations — Because of both the breadth and depth of our experience, we have
garnered a network of relationships with industry leaders. We are discreet, but thorough, in
sourcing potential candidates and verifying credentials.
Proactive — We do not want to overlook candidates who are not actively seeking a new
position and may not be looking at advertisements, or who come from non-traditional
sources. We have a database of many individuals who may be a good fit, but we also do new
research for every recruitment we undertake to ensure that we are targeting those people who
will best meet our client's needs. Not only do we send brochures with letters inviting
potential candidates to apply, we follow up by telephone to encourage their interest and to
make sure they have a clear understanding of the opportunity. We believe that there is no
substitute for personal contact.
■ Confuientiality — Many of the best qualified candidates are reluctant to apply for a potential
new opportunity due to concerns about confidentiality. We place great emphasis on this with
our clients, and do everything within our ability to keep candidate names confidential, where
allowed by law.
■ Divers — Since the beginning, our consultants have had a commitment to diversity in
recruiting. Norm Roberts placed the first person of color as City Manager of a large city, and
has continued to recruit and place well-qualified candidates in all areas of the public sector.
Thorough Evaluations — We do not ask for a blanket list of references from candidates. We
are very specific in asking for reference names to ensure that we get a complete picture about
a candidate's background. It is also important to know how and what to ask, and our
consultants have numerous years of experience in this area. Our background checks are very
thorough, including a review of news articles, degree/certification verifications and
credit/criminal/civil litigation/motor vehicle record checks.
Page 2 of 7
11-32
■ Fit — There is no one "right" candidate for any position. Our job is to identify candidates who
best match what our client is looking for, and who are available or will consider a career
change at this particular point in time. It is our mission to find someone who is a good match
with the culture of the organization.
■ Results — Whether it is delivering on time with candidates that meet the specifications
identified in the Recruitment Brochure, conducting background checks that are accurate and
thorough, or assisting with critical negotiations to hire the person desired, our consultants are
relentless in ensuring results. Our placement and retention rates are among the highest in the
industry, if not the highest.
■ Timing — A typical recruitment takes approximately 90 days from the first meeting with a
client until the date our client interviews leading candidates. We work with our client in
setting a schedule and meeting deadlines.
■ Pricing — We work on a fixed fee basis, including our firm's expenses. Our clients know
exactly how much to budget and there are no conflicts of interest in assisting with
compensation negotiations.
STATEMENT OF WORK
Our objective is to find the best qualified candidates for our clients. While notices in professional
journals may be helpful, many of the best candidates must be sought out and their interest
encouraged. Our familiarity with Newport Beach and the Orange County area, knowledge of the
field, and our relationships with professional organizations (e.g., we recruited the prior
Executive Directors for the League of California Cities and the California State Association
of Counties) make us well qualified to assist you.
Our clients have found that we are able to: 1) build consensus among those involved in the
hiring process; 2) develop the appropriate specifications for a position; 3) encourage the interest
of top-level people who would otherwise be reluctant to respond to an advertisement; 4) preserve
the confidentiality of inquiries, consistent with State public disclosure and open meeting laws;
5) save a considerable amount of time for client staff in developing and responding to candidates;
and 6) independently and objectively assess the qualifications and suitability of candidates for the
particular position for which we are recruiting.
Norm Roberts and Valerie Roberts will be the consultants on this assignment. Our background
information can be found in Exhibit B.
If selected to conduct this recruitment, we will do the following:
Information Gathering and Analysis
We will meet with the Mayor, Members of the City Council and other appropriate individuals to
obtain views of the position and expectations regarding desirable training, experience and
personal characteristics of candidates. We will also gather/review relevant information about the
City and the position.
Page 3 of 7
11-33
After summarizing our findings, we will submit a draft Recruitment Brochure with the desired
qualifications and characteristics for your approval. The Recruitment Brochure that will be sent
to potential candidates will include information about the City, the job and the criteria
established by you. A sample Recruitment Brochure can be found in Exhibit C.
Candidate Recruitment/Outreach
Once you have approved the Recruitment Brochure, we will proactively seek out individuals with
superior qualifications and invite and encourage their interest. Announcements will be placed on-
line and in professional journals. However, we will rely heavily on our own experience and
contacts.
We will npt discriminate against any applicant for employment on the basis of race, religion,
creed, age, color, marital status, sex, sexual preference, disabilities, medical condition, veteran
status or national origin. A substantial percentage of the placements made by us over the years
have been minority and/or female candidates.
Initial ScreeninP
We will review, acknowledge and evaluate all resumes received. Initial screening will be based
upon criteria contained in the Recruitment Brochure, information contained in the resumes
submitted to us, and our knowledge of the people and organizations in which they work.
Telephone screening will be conducted with the most promising candidates to gain a better
understanding of their backgrounds.
Interim Reportin
Upon completion of our initial screening, we will assemble and submit a report of the leading
candidates. This report will include summary resumes, supplemental information, and the
original resumes of those candidates we believe to be best qualified for the position.
Supplemental information on a candidate typically includes: the size of the organization for
which the person works, reporting relationships, budget responsibility, the number of people
supervised, related experience and reasons for interest in the position. Any other specific
information will be dictated by the criteria set forth in the Recruitment Brochure.
The purpose of our interim report is to allow our client an opportunity to review the candidates
prior to the conclusion of the search, and it allows us to receive feedback on the caliber of the
candidates recruited. In this way, you will not be surprised by the candidates, as you will have
seen their qualifications prior to the final interviews. Of course, we are flexible and may consider
other individuals as final candidates who are subsequently identified and were not included in the
interim report.
Candidate Assessment
We will interview (either in person or via video -conference) those candidates whose
qualifications most closely match the criteria established by you. We will examine their
qualifications and achievements in view of the selection criteria. Additionally, we will verify
degrees and certifications, and gather news articles via the internet.
Page 4 of 7
11-34
As part of our process in evaluating external candidates, we make telephone reference checks. In
conducting these references, it is our practice to speak directly with individuals who are, or have
been, in a position to evaluate the candidate's performance on the job. These references and our
evaluations provide you with a frank, objective appraisal of the candidates. Following interviews
by the City, we will conduct references for the top candidate and conduct credit/criminal/civil
litigation/motor vehicle record checks through an outside service (in compliance with the new
State law, criminal record checks will not be done until after a conditional offer of employment is
extended).
Client Interviewing
We will assist you in scheduling final candidates for interview with your organization. In
addition, we will prepare a brief written report for those candidates most nearly meeting your
specifications, and will provide you with interviewing/selection tips, suggested interview
questions, and rating forms for your use. Candidates will not be ranked, for we believe it will
then be a matter of chemistry between you and the candidates. We will conduct a "briefing
session" immediately preceding your interviews to make sure that the process flows smoothly,
and will assist you in a "debriefing" immediately following the interviews. Once we finalize
references on the top one or two candidates, we will provide you with a detailed, supplemental
written report.
Additional Consultant Assistance
Our efforts do not conclude with the presentation of the final report. We are committed to you
until a successful placement is made. Services that are routinely provided include:
■ Arranging the schedule of interviews and the associated logistics for final candidates.
■ Advising on starting salary, fringe benefits, relocation trends and employment packages.
■ Acting as a liaison between client and candidate in discussing offers and counter offers.
■ Conducting a final round of reference checking with current employers (if not previously
done for reasons of confidentiality).
■ Notifying unsuccessful candidates, who were not recommended for interview, of the
decision.
THE CLIENT'S ROLE
We work in partnership with our clients in conducting a search. While we may identify and
recommend qualified candidates, it is the client who must make the decision about which
candidate(s) to hire. In order to insure that the best candidates are available from which to
choose, our clients should be willing to do the following:
■ Clearly inform us about matters relevant to the search that you wish to keep confidential (e.g.,
salary, personnel issues, and other privileged information).
■ Supply us with the names of people you have previously interviewed/considered for this
position.
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11-35
■ Forward to us copies of the resumes you receive, to avoid duplication of effort.
■ Provide feedback regarding the information and recommendations provided by us.
■ Promptly decide upon and follow up in scheduling interviews with the most promising
candidates.
■ Assist in providing information to candidates that will enable them to make their career
decisions.
By doing the above, we will maximize the likelihood of mutual success.
Finally, please be reminded that the United States Immigration Reform and Control Act of 1986
requires that all employers verify an employee's eligibility to work in the United States. Since we
cannot serve as your agent in this matter, your hiring process should include this verification
procedure.
PROPOSED TIME SCHEDULE
The following is a typical schedule to conduct a thorough recruitment. However, we would be
pleased to discuss modifications to this to meet your needs:
Weeks 1 to 4 Meet with the Mayor, Members of the City Council and other
appropriate individuals to gather background information.
Develop and obtain approval for the Recruitment Brochure.
Develop a list of potential candidates to target.
Prepare and place advertisements.
Weeks 5 to 9 Proactive recruitment—solicit, receive and acknowledge resumes.
Evaluate resumes and gather supplemental information.
Conduct preliminary telephone interviews with leading candidates.
Week 10 Submit interim report and meet with you to review leading
candidates.
Weeks 11 and 12 Verify degrees and certifications, gather news articles via the
internet, and interview the best qualified candidates.
Week 13 Submit report on final candidates and initiate the interview process
with you.
Following Interviews Finalize references, conduct credit/criminal/civil litigation/motor
vehicle record checks, and assist with negotiations.
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FEES AND EXPENSES
We propose a total fixed fee of $25,000 for this recruitment, which includes our firm's expenses.
Our budget provides for the following three meetings with the client: 1) to develop the
Recruitment Brochure; 2) to present the Interim Report; and 3) to attend interviews of final
candidates. Please note that our budget does not include reimbursement of candidates who travel
to be interviewed by you. Unless you notify us to the contrary, we will assume that you will
handle these reimbursements directly. We will submit three equal invoices for fees, due and
payable within 30 days. Our first billing will be upon submission of the draft Recruitment
Brochure, the second at the deadline for receipt of resumes, and the third upon presentation of
our report on the day of interviews (or 90 days from the start of the recruitment, whichever
comes first).
Though we are committed to working with you until a placement is made, our fees are not
contingent upon our success in placing a candidate with your organization. However, if the
selected candidate (if recommended by us for hire, and other than an internal candidate) should
be terminated within one year from the date of hire, we will redo the search for no additional
professional fee. We would, however, expect to be reimbursed for any expenses that might be
incurred.
You may discontinue this assignment at any time by written notification. In the unlikely event
that this occurs, you will be billed for fees based upon the time elapsed from the commencement
of the assignment to the date of cancellation. If a cancellation occurs within the first 30 days of
the assignment, following either verbal or written authorization to proceed, one-third of the
professional fee will be due. If a cancellation occurs thereafter, the fee beyond the first one-third
will be prorated based upon the number of calendar days which have elapsed. If a cancellation
occurs after 90 days, all professional fees will be due in full.
Our ability to carry out the work required is heavily dependent on our past experience in
providing similar services to others, and we expect to continue such work in the future. We will,
however, preserve the confidential nature of any information received from you or developed
during the work in accordance with our established professional standards.
We assure you that we will devote our best efforts to carrying out the work required. The results
obtained, our recommendations and any written material we provide will be our best judgment
based on the information available to us and our liability, if any, shall not be greater than the
amount paid to us for the services rendered.
Page 7 of 7
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EXHIBIT A
CHIEF EXECUTIVE RECRUITMENTS FOR
GENERAL PURPOSE LOCAL GOVERNMENTS
MANAGED AND/OR CONDUCTED BY NORMAN ROBERTS
ALABAMA, STATE OF
Anniston, City of City Manager
ALASKA, STATE OF
Ketchikan, City of City Manager
Ketchikan-Gateway, Borough of Borough Manager
Valdez, City of City Manager
ARIZONA, STATE OF
Coconino County
County Manager
Glendale, City of
City Manager
Maricopa County
County Administrative Officer
Mesa, City of
City Manager
Phoenix, City of
City Manager
Scottsdale, City of
City Manager
Tucson, City of
City Manager
CALIFORNIA, STATE OF
Alameda County
County Administrator
Albany, City of
City Administrator
Arcadia, City of
City Manager
Bakersfield, City of
City Manager
Baldwin Park, City of
City Manager
Banning, City of
City Manager
Belmont, City of
City Manager
Berkeley, City of
City Manager
Beverly Hills, City of
City Manager
Brea, City of
City Manager
Buellton, City of
City Manager
Burbank, City of
City Manager
Butte County
County Administrative Officer
Camarillo, City of
City Manager
Carson, City of
City Administrator
Citrus Heights, City of
City Manager
Contra Costa County
County Administrator
Corte Madera, Town of
Town Manager
Culver City, City of
Chief Administrative Officer
Cypress, City of
City Manager
Dana Point, City of
City Manager
Desert Hot Springs, City of
City Manager
11-38
Diamond Bar, City of
City Manager
East Palo Alto, City of
City Manager
Eastvale, City of
City Manager
El Dorado County
Chief Administrative Officer
El Segundo, City of
City Manager
Encinitas, City of
City Manager
Fontana, City of
City Manager
Fresno, City of
City Manager
Fresno County
County Administrative Officer
Glendale, City of
City Manager
Glendora, City of
City Manager
Hemet, City of
City Manager
Hercules, City of
City Manager
Hidden Hills, City of
City Manager
Humboldt County
Chief Administrative Officer
Huntington Beach, City of
City Administrator
King City, City of
City Manager
Laguna Niguel, City of
City Manager
Lawndale, City of
City Manager
Livermore, City of
City Manager
Lomita, City of
City Administrator
Los Altos Hills, Town of
City Manager
Los Angeles County
Chief Administrative Officer
Malibu, City of
City Manager
Marin County
County Administrator
Marina, City of
City Manager
Mariposa County
County Administrative Officer
Martinez, City of
City Manager
Millbrae, City of
City Manager
Modesto, City of
City Manager
Monterey County
County Administrator
Monterey Park, City of
City Manager
Moreno Valley, City of
City Manager
Morgan Hill, City of
City Manager
Norco, City of
City Manager
Novato, City of
City Manager
Oakland, City of
City Manager
Ontario, City of
City Manager
Oxnard, City of
City Manager
Palm Springs, City of
City Manager
Palo Alto, City of
City Manager
Piedmont, City of
City Administrator
Pomona, City of
City Manager
Porterville, City of
City Manager
Rancho Palos Verdes, City of
City Manager
Redding, City of
City Manager
Redlands, City of
City Manager
Page 2 of 6
11-39
Redondo Beach, City of
Redwood City, City of
Riverside, City of
Riverside County
Rolling Hills, City of
Sacramento County
Salinas, City of
San Buenaventura, City of
San Diego, City of
San Diego County
San Fernando, City of
San Jacinto, City of
San Joaquin County
San Jose, City of
San Luis Obispo County
San Mateo County
Santa Ana, City of
Santa Clara County
Santa Clarita, City of
Santa Monica, City of
Shasta County
Signal Hill, City of
Solvang, City of
Sonoma County
Stanton, City of
Sunnyvale, City of
Tulare, City of
Tulare County
Turlock, City of
Vallejo, City of
Ventura County
Visalia, City of
Vista, City of
Walnut Creek, City of
West Covina, City of
West Hollywood, City of
Whittier, City of
Yorba Linda, City of
COLORADO, STATE OF
Arapahoe County
Aurora, City of
Boulder, City of
Estes Park, Town of
Lakewood, City of
Northglenn, City of
City Manager
City Manager
City Manager
County Executive Officer
City Manager
County Executive
City Manager
City Manager
City Manager
County Manager
City Administrative Officer
City Manager
County Administrator
City Manager
County Administrative Officer
County Manager
City Manager
County Executive
City Manager
City Manager
County Administrative Officer
City Manager
City Administrative Officer
County Administrator
City Manager
City Manager
City Manager
County Executive
City Manager
City Manager
Chief Administrative Officer
City Manager
City Manager
City Manager
City Manager
City Manager
City Manager
City Manager
County Administrator
City Manager
City Manager
Town Administrator
City Administrative Officer
City Manager
Page 3 of 6
11-40
CONNECTICUT, STATE OF
Hartford, City of City Manager
Meriden, City of City Manager
West Hartford, Town of Town Manager
DISTRICT OF COLUMBIA
District of Columbia Financial Chief Management Officer
Responsibility & Management
Assistance Authority
FLORIDA, STATE OF
Clearwater, City of
City Manager
Gainesville, City of
City Manager
Hillsborough County
County Administrator
Lee County
County Administrator
Miami, City of
City Manager
Miami Beach, City of
City Manager
Miami -Dade County
County Manager
Naples, City of
City Manager
Pensacola, City of
City Manager
Sarasota County
County Administrator
St. Petersburg, City of
City Manager
GEORGIA, STATE OF
Albany, City of City Manager
Fulton County County Manager
ILLINOIS, STATE OF
Des Plaines, City of
City Manager
Downers Grove, Village of
Village Manager
DuPage County
County Administrator
Elgin, City of
City Manager
Flossmoor, Village of
Village Manager
Hazel Crest, Village of
Village Manager
Mount Prospect, Village of
Village Manager
Naperville, City of
City Manager
Peoria, City of
City Manager
Skokie, Village of
Village Manager
Wood River, City of
City Manager
IOWA, STATE OF
Ames, City of City Manager
Sioux City, City of City Manager
KANSAS, STATE OF
Sedgwick County County Administrator
Wichita, City of City Manager
Page 4 of 6
11-41
MARYLAND, STATE OF
Prince George's County
Rockville, City of
MICHIGAN, STATE OF
Ann Arbor, City of
Grand Rapids, City of
Kalamazoo, City of
Saginaw, City of
Washtenaw County
Ypsilanti, City of
MINNESOTA, STATE OF
Brooklyn Park, City of
Minneapolis, City of
Ramsey County
St. Louis Park, City of
MISSOURI, STATE OF
Columbia, City of
Kansas City, City of
St. Charles, City of
MONTANA, STATE OF
Great Falls, City of
NEVADA, STATE OF
Las Vegas, City of
NEW JERSEY, STATE OF
Plainsboro Township
NEW YORK, STATE OF
Garden City, Village of
Scarsdale, Village of
NORTH CAROLINA, STATE OF
Charlotte, City of
Winston-Salem, City of
OHIO, STATE OF
Cincinnati, City of
OKLAHOMA, STATE OF
Bartlesville, City of
Enid, City of
Mustang, City of
Chief Administrative Officer
City Manager
City Administrator
City Manager
City Manager
City Manager
County Administrator
City Manager
City Manager
City Coordinator
County Executive
City Manager
City Manager
City Manager
City Administrator
City Manager
City Manager
Village Administrator
Village Manager
Village Manager
City Manager
City Manager
City Manager
City Manager
City Manager
City Manager
Page 5 of 6
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OREGON, STATE OF
Lake Oswego, City of
Milwaukie, City of
SOUTH CAROLINA, STATE OF
Myrtle Beach, City of
TEXAS, STATE OF
Austin, City of
Bellaire, City of
Brownsville, City of
Bryan, City of
Carrollton, City of
Corpus Christi, City of
Dallas, City of
El Paso, City of
Gaston County
Grapevine, City of
Longview, City of
VIRGINIA, COMMONWEALTH OF
Alexandria, City of
Chesapeake, City of
Chesterfield County
Fairfax County
Richmond, City of
Virginia Beach, City of
WASHINGTON, STATE OF
Bellevue, City of
WYOMING, STATE OF
Casper, City of
Laramie, City of
City Manager
City Manager
City Manager
City Manager
City Manager
City Manager
City Manager
City Manager
City Manager
City Manager
Chief Administrative Officer
County Manager
City Manager
City Manager
City Manager
City Manager
County Administrator
County Executive
City Manager
City Manager
City Manager
City Manager
City Manager
Page 6 of 6
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EXHIBIT B
OUR CONSULTANTS
NORMAN ROBERTS
Norm Roberts pioneered the field of public sector recruitment over 35 years ago. During his
career, he has managed/conducted more than 3,000 chief executive and senior level recruitments.
Mr. Roberts started his career as a staff assistant to the City of Los Angeles' Board of Public
Works, served as an Assistant City Administrator for a newly incorporated city, and then became
a senior member of the Executive Director's staff of a $60 million federally funded program. He
was a senior consultant with Peat, Marwick, Mitchell & Co., during which time he managed
major consulting engagements for public agencies. He was also a consultant with Arthur D.
Little, Inc., where he conducted general consulting assignments and recruited executives for local
governments and associations.
Mr. Roberts was a Senior Vice President with Korn/Ferry International, and was founder and
manager of the firm's national public sector, not-for-profit, education and health care executive
search practices. Among the many placements made by Mr. Roberts was the President of the Los
Angeles Olympic Organizing Committee, Peter Ueberroth.
For eleven years, he was co-founder and President of Norman Roberts & Associates, Inc., then
the largest executive search firm in the U.S. specializing in nationwide public sector recruitment.
The firm was acquired by a Fortune 1000 company, and he continued with them until co-
founding ROBERTS CONSULTING GROUP, INC. in 2003 to provide executive recruitment
services to public agencies.
Mr. Roberts received a Bachelor of Arts degree in Political Science from the University of
California, Los Angeles, and a Master's degree in Public Administration from the University of
Southern California.
In the book The Career Makers, which profiled the top 150 executive recruiters in the nation,
Mr. Roberts was ranked as the leading recruiter for both Government Agencies/Municipalities
and Engineering. He was among the top ten for Transportation, MIS/Computer Operations, and
Women/Handicapped/Minorities, as well as being named a leader in several other areas,
including Associations/Societies/Non-Profit Organizations, Health Services/Hospitals,
Universities/Colleges/Schools, Public Relations/Government Affairs, Legal, Law/Accounting/
Consulting Firms, Construction and Retail.
Mr. Roberts is a Past President of both the Los Angeles and San Francisco chapters of the
American Society for Public Administration, and has been involved with numerous other public
sector and recruitment organizations. He also served on the Board of Children's Institute
International and is a Past President. Mr. Roberts has authored numerous articles and spoken
before national organizations on the subject of recruitment issues.
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VALERIE ROBERTS
Valerie Roberts has over 25 years of executive recruitment experience. She co-founded
ROBERTS CONSULTING GROUP, INC. in 2003 to provide executive recruitment services to
public agencies. Previously, she was co-founder and Executive Vice President of Norman
Roberts & Associates, Inc., then the largest executive search firm in the U.S. specializing in
nationwide public sector recruitment. The firm was acquired by a Fortune 1000 company, and
she continued with them for several years.
Ms. Roberts started her career in international banking, and then worked for Theodore Barry &
Associates and Management Systems Consulting Corporation, specializing in management
development, strategic planning and organizational development. She worked for Korn/Ferry
International, doing executive recruiting in the areas of financial services, the public sector and
within the general practice. She also held the position of Assistant to the President of the Arden
Group, a holding company with interests in supermarkets and telecommunications.
Ms. Roberts received a Bachelor of Arts degree from Colorado Women's College (now a part of
the University of Denver), where she was valedictorian and graduated summa cum laude. She
earned a Master of Business Administration degree from the University of California, Los
Angeles.
Page 2 of 2
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EXHIBIT C
SAMPLE RECRUITMENT BROCHURE
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COMMUNITY MANAGER,
LAGUNA WOODS VILLAGE
Village Management Services, Inc.
(Laguna Woods, CA)
For more than five decades, Laguna Woods Village has been Southern California's
premier active lifestyle community for people 55 and older. Just ten minutes from the
beautiful Laguna Beach coastline, the Village is nestled on 3.8 square miles of rolling
hillsides in Orange County, CA. The Village has countless activities, services, amenities
and social opportunities. Their 78,500 residents enjoy endless opportunities to explore,
connect and live life to the fullest in this picturesque South County community.
ROBERTS TING GRO CT
c5
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THE COMMUNITY
Laguna Woods Village is located in the City of Laguna Woods, CA.
The City is a general law, contract city and has the lowest crime
rate of any city in Orange County. About 90% of the City consists
of Laguna Woods Village, a retirement community formerly
known as Leisure World. The City is bordered by Laguna Hills on
the north and east, Aliso Viejo on the south, Laguna Beach on the
southwest, Crystal Cove State Park on the west, and Irvine on the
northwest. Laguna Woods is only ten minutes from the Pacific
Ocean and the area enjoys one of the world's finest climates.
Laguna Woods Village has approximately 18,500 residents and is
convenient to shopping, houses of worship and cinemas, and
complete recreation and social facilities. It is a gated community
for active adults, where one occupant is required to be 55 years of
age or older. A full-time staff of carpenters, plumbers, painters
and gardeners perform maintenance and landscaping, allowing
residents time to enjoy life.
The community offers numerous planned activities and over
250 community clubs and organizations. Residents have use of
the finest community facilities, including seven distinct
clubhouses, one of which contains an 814 -seat theater. The
clubhouses have hobby and game rooms, meeting and billiard
rooms, five large swimming pools, hot pools, lawn bowling greens,
shuffleboard courts and two fully -equipped fitness centers.
Clubhouse Four, the arts and crafts center, has professional
equipment for jewelry making, sewing, woodworking, painting,
photography, sculpturing and ceramics. Two garden centers
provide individual plots where residents can give full rein to their
`green thumb', and two recreational vehicle storage lots are
available for a fee.
Laguna Woods Village is a golfer's paradise. There are two
professional courses: a challenging championship 27 -hole course
and a nine -hole 3 par executive course. In addition, there is a golf
driving range, practice putting greens, and a chipping area. The
tennis complex is one of the most modern in all of Southern
California, with its own clubhouse. There are ten tennis courts, as
well as paddle tennis and pickleball courts. The equestrian center is
second to none in all of Los Angeles, Orange and San Diego counties.
Here residents can board a horse or rent one for a nominal fee.
The Community owns and operates its own cable television
network. Village Television provides daily local origination
programming to the Laguna Woods Village community, covering
community news, highlights of community events, feature stories,
and entertainment programs, as well as live broadcasts of
homeowner's association meetings and live broadcasts of the
Laguna Woods City Council meetings.
Laguna Woods Village's Easy Rider transportation system has
eight fixed routes and on -demand transportation to local retail,
dining, and world class medical facilities.
There are 94 floorplans within the Laguna Woods Village gated
community. Third Mutual has it all in terms of home ownership,
from single family homes to one, two and three-bedroom
condominiums, totaling 6,102 units. United Mutual is comprised of
6,323 co-ops, an alternative approach to condo living. The last
Mutual, a high-rise facility with 311 condos knows as "The Towers",
is currently managed by an organization other than Village
Management Services, Inc.
THE ORGANIZATION
Village Management Services, Inc. (VMS) is the self -owned
professional management company for Laguna Woods Village.
It is a mutual -benefit nonprofit corporation, recently established
to provide professional management services to the community.
VMS was created to benefit the residents of Laguna Woods
Village. The VMS mission and purpose is to serve the Golden
Rain Foundation (GRF) and the Housing Mutuals of The Village
(note: GRF is a California non-profit corporation that oversees
the management and maintenance of the common area
amenities within the community).
VMS is governed by a nine -member volunteer Board of
Directors, appointed equally by its members: United Mutual,
Third Mutual, and GRF. All Directors are resident owners and
cannot serve on any other Board of Laguna Woods Village. The
services provided by VMS are defined by a written management
agreement with the three housing mutuals.
The VMS Board appoints the CEO/General Manager, who
oversees about 1,000 employees in the areas of: Finance,
Maintenance Operations, General Services, Landscape/
Recreation, Security, Broadband/Community Relations,
Information Technology, Human Resources, and Legal and
Public Affairs. Many employees are members of a union.
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THE POSITION
Under direction from the CEO/General Manager, the Community
Manager provides leadership to ensure the property is maintained
and operated in accordance with rules, regulations, bylaws and
covenants of the association. This position performs work as
required to implement Board policy and directives, involving regular
interaction with Board members, onsite administrative staff,
residents, volunteers and the public.
This person will oversee Communications, Records Management
and the Corporate Secretary, and Department Heads will report to
the CEO/General Manager through the Community Manager, as
appropriate.
Duties and responsibilities include, but are not limited to:
* Attend monthly, special and annual Board meetings.
Coordinate with onsite staff and follow through on all action
items.
* Serve as liaison between the Board of Directors and the
CEO/General Manager in execution of established policies,
ensuring that members are informed of rules and regulations.
* Provide updates on new legislation and case law in California
pertinent to the association.
* Facilitate governance process for all members including, but
not limited to, annual meetings and elections; and participate
in various committee meetings and board meetings.
* Provide accurate and timely management reports to the Board
for all projects and operations. Assist the Board in establishing
priorities and communicating feedback for onsite management
staff.
* Evaluate specific Board and community issues and summarize
findings and conclusions. Develop specific recommendations
and review data and conclusions with others. Prepare and
present reports to committees, boards or others, as directed.
* Assist others in the office with priority projects that impact the
Division (e.g., enhance communication between the Board and
the community, and document administrative procedures).
THE CANDIDATE
Education and Experience
* Desire graduation from an accredited four-year college or
university with major course work in business or public
administration. A master's degree is preferred. Also desire
experience in public relations involving continuous public
contact. An equivalent combination of education and
experience which provides the knowledge, skills and abilities
listed below will also be considered.
* Senior level municipal management experience (e.g., as a City
Manager or Assistant/Deputy City Manager) or with a
comparable homeowners' association (HOA) overseeing the
same type of services, would be ideal.
* Must possess a valid California Driver's license, as it will be
necessary to drive a vehicle to meetings, workshops and other
job-related responsibilities.
Knowledge, Skills and Abilities
The selected candidate should have strong organizational,
analytical, numerical, research, reasoning and problem -solving
skills; and have well developed presentation, interpersonal and
communication skills (both oral and written). He/She should also
have knowledge of:
* Municipal or HOA community management processes.
* The principles of administrative management and sources of
authoritative information.
* Occupational hazards and safety precautions of the job.
* Computer and applicable software programs.
* Modern office equipment, practices and procedures.
* Research methods and techniques.
* Methods of report presentation.
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In addition, he/she should be able to:
* Provide professional leadership and make sound decisions.
* Design, conduct, analyze and interpret research findings.
* Conduct independent investigations, analysis and research on
social, economic, zoning and related problems; and present
conclusions and recommendations clearly and concisely.
* Gather, analyze and evaluate facts; and prepare and present
concise oral and written reports.
* Communicate effectively with various levels of management.
* Establish and maintain effective working relationships with
board members, residents, co-workers and the public.
* Get along with diverse personalities in a tactful and mature
manner.
* Work effectively with co-workers, customers and others by
sharing ideas in a constructive and positive manner; listen to
and objectively consider ideas and suggestions from others;
keep commitments; keep others informed of work progress,
timetables and issues; address problems and issues
constructively to find mutually acceptable and practical
business solutions; address others by name, title or other
respectful identifier; and respect the diversity of the workforce
in actions, words and deed.
Management Style and Personal Traits
The ideal candidate will be a self-starter, energetic, highly
organized, and a multi-tasker. He/She should be detail oriented,
hardworking and driven (a "Type A" personality), as well as
someone who gets things done. In addition, this person should
have a customer service orientation and be politically savvy.
COMPENSATION
The salary for this position is open, within an established range,
with hiring dependent upon the qualifications and experience of
the selected candidate. In addition, benefits are provided which
include: vacation, holidays and sick leave; medical, dental and
life/accidental death & dismemberment insurance (basic and
supplemental); vision plan; 401(k); long-term disability; flexible
spending accounts (healthcare and dependent care); and
voluntary supplemental insurance options.
HOW TO APPLY
Send resumes (email preferred) by February 5, 2018 to:
ROBERTS CONSULTING GROUP INC
PO Box 1127
Rancho Mirage, CA 92270
Telephone: 424.522.2251
Email: robertsrcg@msn.com
Web: www.robertsrcg.com
Equal Opportunity/ADA Employer
Additional information about VMS, Inc. and Laguna Woods Village
can be found on their website at www.lagunawoodsviIlage.com.
Village Management Services, Inc.
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ATTACHMENT C
AVERY
d i i O s i a l 4 5
Los Gatos
April 16, 2018
Leilani Brown, City Clerk
City of Newport Beach
100 Civic Center Dr.,
Newport Beach, CA 92660
Dear Ms. Brown:
Thank you for the opportunity to submit our recruitment proposal for the position of City
Manager for the City of Newport Beach. We value our past working relationship with the City
and would look forward to supporting your needs in this assignment.
We feel well suited to support your city in this assignment. Currently, we are conducting a City
Manager recruitment for the City of Anaheim and within the past three months completed City
Manager searches for the cities of Vallejo and Visalia. In the past 18 months, we've completed
City Manager searches for the cities of Fullerton (06/2017), Redding (06/2017), South El Monte
(06/2017), Monte Sereno (05/2017), Hermosa Beach (04/2017), Benicia (03/2017), Selma
(03/2017), Port Hueneme (12/2016) and Beaumont (09/2016). Overall, during the past three
years our firm has completed 24 city manager assignments. We feel these recently completed
assignments are highly complimentary to your recruitment needs.
Our extensive database of executives in municipal government provides an excellent foundation
for the outreach efforts we describe in our proposal. We've also had extensive interaction with
City Councils, City Managers and Assistant City Managers based on our labor relations practice.
All of these contacts would be an excellent resource in support of this recruitment.
Having served the City in a variety of Human Resource capacities along with the previous
recruitments we've done for your City have given us tremendous insights to the Newport Beach
environment. This background would be highly advantageous in presenting this opportunity to
potential candidates.
We also have an excellent knowledge of the Southern California area. Over half of our clients
are in southern California and I am there on virtually a weekly basis. This experience, combined
with our proven ability to understand the unique needs of our clients and a strong focus on
service, leads to exceptional results for our clients.
William Avery & Associates, Inc.
Consultants to Management
3-1/2 N. Santa Cruz Ave., Suite A
Los Gatos, CA 95030
408.399.4424
Fax: 408.399.4423
www.averyassoc.net
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Following review of our proposal, it is our hope that our past relationship with your City, our
history of successful recruitments, our professionalism and positive results we have delivered for
our clients will provide the basis for selection of our firm. This proposal of recruitment services
contains the following information:
• Company Overview
• Firm Qualifications/Experience
• Recruitment Team
• Recruitment Strategy
• Recruitment Schedule
• References
• Consulting Fee
• Guarantees & Ethics
Thank you for the opportunity to be considered for this recruitment. If you have any questions,
please do not hesitate to call me at 408-399-4424.
Sincerely,
William H. Avery
William H. Avery
WHA.jmc
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PROPOSAL FOR THE CITY OF NEWPORT BEACH
RECRUITMENT FOR CITY MANAGER
William Avery & Associates, Inc. — Overview
William Avery & Associates, Inc. (Avery Associates) is a successful and service focused
Management Consulting firm based in Los Gatos, California. Incorporated in 1982, the firm
specializes in Executive Search, Labor Relations and Human Resources/Management
Consulting.
The firm currently includes two Principals and several key consultants. Bill Avery, the founder of
Avery Associates, heads and manages the firm. He oversees the Labor Relations practice and is
heavily involved in the search business including leading key searches. Paul Kimura focuses on
and manages the Executive Search and Recruitment practice. Key staff members include Cris
Piasecki, Bill Lopez and Sam Avery, who support the search practice and the firm's
administrative staff includes Tomi Ewing, Jackie Collins and Michelle Ross. Temporary staff as
needed augments the team.
Mr. Avery, having served in the past as a City Manager, provides the firm with direct experience
and knowledge of city administration. Mr. Kimura's expertise in executive, technical and
business recruitment, which he gained during his nineteen years of high technology experience,
provides the basis for many of the recruitment strategies and tactics utilized by the firm.
Collectively and combined, the firms Principals offer exceptional expertise in the area of public
sector recruitment and consulting.
Firm Qualifications/Experience — What Differentiates Avery Associates
Exceptional service delivery and a very high quality work product provide excellent results for
our clients. This begins with the initial client meetings, which lead to detailed timelines for
deliverables followed by weekly recruitment status updates following initiation of the search.
Our candidate outreach efforts are professionally and confidentially conducted. The evaluation
materials we provide clients are routinely characterized as accurate, comprehensive and of very
high quality. We believe more so than any other public sector recruitment firm. This is largely
based on our interview system utilizing behavioral interview techniques, which we describe in
our recruitment plan. This leads to a quality product with excellent end results for our clients.
The service element is based on two factors: The first is the collective service philosophy from
all of our organizational team members. They are each dedicated to providing service and
support to clients. The second factor is based on the high level of engagement and participation
from the firm Principals in every search assignment. This hands-on involvement includes client
interface, identifying and developing the ideal candidate profile and position specification,
development of the search strategy, candidate outreach, interviewing and assessment, completion
of reference interviews, candidate presentation, final interview facilitation and when desired,
negotiation of employment terms with the successful candidate.
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Recruitment Team for the City of Newport Beach
Bill Avery will serve as the Project Lead for this assignment and will be assisted by Paul Kimura
and Bill Lopez. Mr. Avery will be personally involved in the initial client meetings, development
of the ideal candidate profile and search strategy, interviewing and assessment of candidates, the
presentation of candidates, attendance at final interviews and will be available throughout the
search process to provide other related consulting services.
Recruitment Plan
I. Position Profile and Organizational Assessment
The initial assessment phase is a critical component of the search process. Mr. Avery will
meet with the key decision makers to discuss the organizational needs and position
requirements and to formalize the job description.
In this assignment we would anticipate Mr. Avery having individual meetings with the
City Council and with key staff members to solicit their views on the ideal candidate. If
desired, the team would also meet with community groups and key stakeholders
identified by the City. Community/stakeholder input can occur in several ways. Most of
our clients utilize either one or a combination of the following approaches: (1) Creation
of an online survey that is accessible to the public through the City's website; (2)
Convening a community meeting to solicit input on the ideal qualifications and attributes
for the city manager; or (3) Council identifies representatives from the community who
would then be contacted and "interviewed" by the consulting firm.
Our goal for this aspect of the recruitment process is to:
• Understand the City priorities for this position.
• Develop a clear understanding and consensus on the expertise, experience,
education, performance attributes and operational style of the ideal candidate.
• Discuss the goals, objectives, deliverables, and challenges related to this
position.
• Gain insight of the various organizational dynamics and departmental issues that
exist within the organization.
• Identify the compelling aspects to this opportunity.
The formal position description and a subsequent ideal candidate profile would be
developed from the above discussions and incorporated into the formal position
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announcement. The candidate profile is also utilized in various other means as a
marketing tool, for advertising copy, postings, and for other announcements.
II. Development of the Search Strategy
Our search strategy will be developed in conjunction with the organizational assessment.
The final approach is based on your input and considerations during the assessment
activity. We would incorporate the following elements into this search:
• Original research, which consists of identification and contact of current incumbents
or other candidates who meet the profile, but are not actively seeking other
employment.
• Development of a targeted candidate list based on our extensive database of key
executive contacts, referrals and recommendations from key sources, and other
current and former City Management personnel who have extensive contacts and
networks in this area.
• Public information sources that include various membership listings such as the
League of California Cities, ICMA and the various municipal organizations within
the U.S.
• An extensive mailing campaign to current city managers and select assistant
managers throughout the U.S.
• Print advertising in ICMA Newsletter, Jobs Available and any other print
publications deemed appropriate by the City.
• Internet job postings on national public sector employment bulletin boards, City
Management and Municipal association -based web sites, and our company website.
III. Candidate Assessment
Our assessment process involves several "tiers" of evaluation. All candidates responding
to this position will initially be evaluated based on their resume and if appropriate, an
extensive phone "screening" by a member of the project team. Candidates who pass the
initial "qualifying" criteria are then scheduled for a formal interview with Mr. Avery.
These extended personal interviews typically take one hour and a thorough discussion of
their experience, accomplishments, management philosophy and interpersonal style takes
place.
In interviewing candidates, we utilize a methodology based on "behavioral" interview
techniques. Fundamentally, this approach explores a candidate's past accomplishments
and experiences that relate to the position being considered. The philosophy here is that
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the best indicator of future performance is to evaluate past behavior. This methodology
allows the firm to "project" how a candidate would approach and address the key
challenges in the new position.
Those individuals who best fit the position requirements will have a Candidate
Assessment Report developed by the Principal who conducted the interview.
Additionally, two initial reference interviews are performed on these candidates. The
reference interviews provide our clients with additional insights on the candidate's
"behavior" and style.
IV. Candidate Presentation
Upon completion of formal interviews, a selection of candidates for presentation is made.
We feel our extensive qualification, interview, and reference interviewing process and the
knowledge gained during our initial assessment period; enable our client to proceed with
fewer rather than more finalists. However, we will not restrict or limit the number of
candidates recommended as this decision is related to the overall strength and depth of
the candidate pool.
The final candidates are presented in our extensive candidate presentation "book". Each
finalist will have a file consisting of a candidate summary sheet, the submitted cover
letter and resume, the Candidate Assessment Report (based on the "behavioral"
interview), and two candidate reference interviews. This extensive profile on each
recommended candidate continually generates positive feedback from our clients as it
provides extensive detail beyond just a resume.
The Candidate book also identifies other candidates who were given secondary
consideration, which provides the client insight on others who were interviewed.
Candidate summary sheets are created for everyone who submitted a resume would also
be included. This provides the client an insight to the level and nature of response for
their position.
V. Selection Process
Once the final candidate interview group is identified, we will assist in the structuring of
the interview process and coordinate the interview scheduling activity. Our firm will also
provide candidates with guidance related to travel planning, hotel accommodations, as
well as other interview planning issues. Our firm will also develop potential interview
questions and be in attendance during final interviews to help facilitate the process and to
lead an end of day debrief and evaluation process.
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VI. Position Closure and Follow -Up
Based on the firm's experience in human resource management and executive search, we
are able to assist our clients in formulating appropriate compensation and other
employment arrangements. We will be available throughout our retention to assist in this
process.
As a matter of policy, Avery Associates monitors the transition and progress of any
executive we place with a client. Within the first three to six months following the hired
individual joining the City, we will speak with that individual to ensure the transition has
effectively occurred. During the same period we will also review the individual's status
with your office.
Recruitment Schedule
Task
Scheduled Dates
Search Initiation, Marketing & Advertising Development:
Weeks I - 4
■ Initial meetings with city manager and city staff to define the
ideal candidate profile
■ Develop draft of recruitment brochure for approval by client
■ Recruitment strategy finalized
■ Determination of advertising scope and placement deadlines
■ Brochure designed and printed
Marketing, Advertisement and Outreach Period:
Weeks 4 -10
Advertise in:
■ Mailing of brochures
■ Jobs Available
■ ICMA newsletter and website
Preliminary candidate screening
Candidate Review - Screening and Finalists Selection
Weeks 9-12
Development and finalization of Interview process and interview questions
Weeks 13-14
Interviews with City
Week 15
Final interviews and reference checks
Week 16
Appointment Offer/Acceptance
Week > 17
Report to Work Date
Week > 17
References
L City of Beaumont
Todd Parton, City Manager; 951.769.8520; email: tparton@ci.beaumont.ca.us
Lloyd White, Council Member; 951.769.8520; email: lwhite@ci.beaumont.ca.us
Mike Lara, Council Member; 951.769.8520; email: mlara@ci.beaumont.ca.us
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II. City of Fullerton
Bruce Whitaker, Mayor; 714.738.6311
email: bwwhitaker@live.com
III. City of Anaheim
Jason Motsick, Acting Human Resources Director; 714.765.4951
email: JMotsick@anaheim.net
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Consulting Fee
Based on the services described in our proposal, the professional services consulting fee for this
recruitment will be $19,900. We would provide our first consulting invoice in the amount of
$7,900 at the outset of the search. A second invoice of $6,000 would be billed with the
presentation of candidate recommendations and the final invoice of $6,000 for the retainer will
be submitted at the completion of the search. The consulting fee will be inclusive of all services
defined within this proposal unless otherwise stated.
In addition to the Professional Services Fee, normal and direct out-of-pocket expenses associated
with the search are charged back to the client. Expenses for this assignment would not exceed
$8,000 without the express consent of the City. These expenses include: advertising, clerical
time, supplies, printing, telephone, postage, background checks and consultant travel for client
discussions, meetings, local and out -of -area candidate interviews. All expense items are
reimbursed "at cost" and will be detailed and billed on a monthly basis.
Guarantees and Ethics
Whenever William Avery & Associates, Inc. is retained; we make several guarantees and
commitments to a client. Due to our experience, knowledge and success within the management -
consulting field, we assure a client that we will only present candidates who meet a substantial
majority of the ideal qualifications that you have outlined. We are also committed to continue
our search efforts until a successful candidate is employed.
During our placement efforts, we openly share any relationships, previous experience and
knowledge for any candidate we present for consideration. Our commitment and responsibility is
to our clients and their best interests.
It is also our practice to replace a candidate who may voluntarily resign during the first year of
his/her employment. This same commitment applies if the client finds it necessary to terminate
or to request the resignation of the selected individual in the first year for any reason. In either
case, we invoice a client only for out-of-pocket expenses incurred in identifying a replacement.
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