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HomeMy WebLinkAboutStaff Report 149-08City of Palo Alto City Manager’s Report TO: FROM: DATE: SUB3ECT: HONORABLE CITY COUNCIL CITY MANAGER February 19, 2008 REQUEST FOR DEPARTMENT: City Manager’s Office CMR: 149:08 AUTHORIZATION TO EXECUTIVE RECRUITING FIRM FOR SEARCH; AND FOR DIRECTION ON SERVICES/TIMELINE FOR RECRUITMENT ENGAGE AN CITY AUDITOR SCOPE OF 10 RECOMMENDATION Staff recommends that the Council review the proposed elements for a solicitation for an executive recruiting firm to conduct a search for a new city auditor, provide direction on the proposed process and authorize staff to issue the solicitation. DISCUSSION City Auditor Sharon Erickson has informed the City Council that she has accepted the position of City Auditor with the City of San Jose. Her last day with the City will be March 6, 2008. Executive recruitments can be anticipated to take 4-6 months so staff proposes to begin the process immediately to engage an executive recruiter. Attachment A is a scope of services which staff proposed to use, as was done with the current City Manager recruitment, for an email solicitation process. Consultants who responded would be asked to submit a proposal as shown below: The City of Palo Alto is seeking proposals for executive search services to hire a new city auditor. The City’s current city auditor has accepted the position of city auditor with another city and will be leaving the city effective _March 6, 2008. The City Council is interested in conducting and completing a full search as quickly as possible, in order to allow the new city auditor to be on board when Council returns fi’om its vacation on September8, 2008.. Please submit a proposal by March 10, 2008 to Emily Harrison, Assistant City Manager. Earlier proposals will be greatly appreciated. Emailed proposals are acceptable and, in fact, preferred In your proposal, please cover the following items: CMR 149:08 Page ! of 4 1.Outline of proposed process and timeline. Included in this outline, please be sure to note: a) specific options for when/how to gather input on the key attributes desirable for Palo Alto’s new auditor from the City Council, the executive staff and the public; and b) a summaty of your ~rms’ understanding of the city auditor hiring market and your jqrm’s approach and strengths in identifying candidates. 2.Summary of the services yourJirm will provide and what assistance you would expect from the City staff 3.Cost of proposed services. 4.Qualifications of your j~rm and the lead recruiter who wil! be working on the Palo Alto recruitment. 5. Your availability to participate in interviews with the city council in date to be determined). 6. Anything else you feel would be relevant for us to consider. If you have any questions, please feel free to contact Assistant City Manager Emily Harrison - contact i~formation provided). Request for Counci! Direction Staff is requesting Council direction on whether to structure the process for the recruitment for the city auditor to include the same milestones in the timeline, including the opportunity for public input on the key attributes for a successfu! candidate, as were required for the city manager? RESOURCE IMPACT Staff has already requested Council approval in the Midyear Budget process to place $50,000 in the Council’s budget for the city manager recruitment, and anticipates that this will be sufficient for both recruitments. POLICY IMPLICATIONS This recommendation is consistent with prior Council policy of using an executive recruiter for Council Appointed Office recruitments. ATTACHMEMTS Attachment A: Scope of Services PREPARED BY Emib2 Harrison, Assistant City Manager CITY MANAGER APPROVAL st, City Manager CMR 149:08 Page 2 of 4 ATTACHMENT A SCOPE OF SERVICES Executive Recruitment Services for the Position of City Auditor The City of Palo Alto is seeking proposals from well-qualified consulting firms to conduct executive recruitment search services for the position of City Auditor. The City’s current City Auditor will be leaving March 6, 2008. The City Council is interested in conducting and completing a full search as quickly as possible. The selected firm would also assist in developing a thorough assessment process of the candidates who are seeking to fill the position. The selected recruitment firm will work for the City Council. The Assistant City Manager will act as staff liaison. Listed below are the services to be completed during the term of the contract: 1.In conjunction with the City Council, develop a plan schedule and budget for the City Auditor recruitment. o Subject to the approval of the City Council, develop a candidate profile, position description and applicant qualifications. The candidate profile, position description and applicant qualifications will be developed by the selected consultant based on interviews with the City Council, staff, as well as input from the community. 3.Develop, recommend and place appropriate advertising and marketing materials for the position that targets qualified candidates. o Attract top candidates who have extensive kno~vledge of local government auditing who best satisfy the requirements and qualifications of the position through fair and effective solicitations. 5.Conduct personal outreach recruitment to ensure that competitive candidates from diverse back~ounds apply for the position. °Review- and screen applicants, including verification of credentials, qualifications and recommendations. Evaluate candidates against the approved candidate profile, position description and applicant applications; conduct preliminary interviews and background checks on selected candidates and recommend superior candidates to the appointing authority for review. Prepare profile of CMR 149:08 Page 3 of 4 experience, skills assessment and analysis of stren~hs and weaknesses for each candidate to be reviewed. 7.Coordinate, attend and facilitate the City’s interview process of selected candidates. Assist in preparing interview questions and other techniques to evaluate candidates. o Conduct background and reference checks on final candidates and prepare a confidenti!l reference report on each. Firm shall assist City with identifying former co-workers, supervisors, Council members and community members of top two (2) or three (3) candidates as part of completing the reference checks. Other Services: In addition, please provide information and costs related to all other reasonable and customary duties associated with an executive search. Also provide any guarantees your firm may provide regarding the appointment made as a result of this recruitment and any guarantees your firm may provide should the recruitment be unsuccessful during any stage of this process. CMR 149:08 Page 4 of 4