Loading...
HomeMy WebLinkAboutOrdinance No. 00-1254 ORIGINAL CITY OF THE COLONY, TEXAS ORDINANCE NO..~~ AN ORDINANCE OF THE CITY OF THE COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH DAVID K. WASSON MANAGEMENT CONSULTING FOR RECRUITING SERVICES; ATTACHING THE APPROVED FORM OF CONTRACT AS EXHIBIT "A"; AND PROVIDING AN EFFECTIVE DATE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS: SECTION 1. That the City Manager of the City of The Colony, Texas is hereby authorized to execute on behalf of the City a contract with David K. Wasson Management Consulting for recruiting services. The approved form of contract is attached hereto as Exhibit "A", and made a part hereof for such purposes. SECTION 2. This Ordinance shall take effect immediately from and after its passage by the City Council of the City of The Colony, Texas. DULY PASSED AND APPROVED by the City Council of the City of The Colony, Texas this 4th day of December 2000. .ROVED: ,,~ ,,~11 I ~ ,L William W. Manning, Mayor ATTEST: Patti A. Hicks, TRMC, City Secretary APPROVED AS TO FORM: /(ttomey ~'~' ' AGREEMENT FOR PROFESSIONAL SERVICES This Agreement is made by and between the City of The Colony, a Texas Home Rule Municipality (the "City"), and David K. Wasson Management Consulting ("Consultant"). WHEREAS, the city is a duly organized home rule municipal corporation engaged in the administration of a municipality and related services and desires the services, advice, and consultation of Consultant to assist in the recruiting of a city manager for the City of The Colony; and WHEREAS, David K. Wasson Management Consulting is a professional proprietorship, acting by and through its duly authorized and designated representatives, desires to render professional services for the City as provided in the proposal submitted to the City of The Colony on November 2, 2000 attached as Exhibit ..... A , and NOW, THEREFORE, the "City" hereby engages the services of the "Consultant", and in consideration of mutual promises herein contained, the parties hereto agree and understand as follows: 1. SCOPE OF SERVICES: Scope of services shall include all services as outlined in the attached Exhibit "A", the proposal. 2. FEES: Base Price $17,500.00 Expenses $13,500.00 (estimated) Psychological $ 500.00 each (Psychological testing will be done for 5 - 7 finalists) Interviews (Face to face interviews will be done with 10 - 12 semi-finalists) Expenses for final candidates to travel to the City of The Colony for interviews are not included in the attached Exhibit "A", the proposal. 3. PAYMENT: Payment shall be made in accordance with the standard payment procedures of the City of The Colony and in compliancet~?e attached proposal. EXECUTED on this ,~_,t day of December, 2000. ATT ES-J': THE CITY OF THE COLONY ~?'~:~::'~,'~-'~'-l'? a Texas Home Rule Municipality , ,.. ........ . .? ~' .;,, . ~a.m3 De.~iin ?.:" - ' ' Deputy City BecietarY Patti A. Hicks Interim City Manager '..~. ~,?:!}.ii>j;,i.::.~,/.."~- -'~ ... DAVID K. WASSONMANAGEMENT CONSULTING David K. W~s~on, 6wner DAVID IL WASSON .or o MANAGEMENT CONSULTING SINCE 19g0 By ~ P.O. BOX 752089 HOUSTON TX 77278-2089 281-485-8e (VOICE) 281-485-3666 (FACSIMILE) DavidWassonCd~compuserve.com (E-mail) 02 November 2000 Mr. Bob Sparkman Purchasing Agent The Colony 5151 N. Colony Blvd. The Colony, Texas 75056 Dear Mr. Sparkman: Thank you very much for taking the time to talk with me on Thursday, November 2, 2000, about your possible need for professional assistance in the recruitment of the next City Manager for The Colony. During our conversation, you requested additional information about our approach to public sector recruitment. In response to your request, we are submitting this letter of proposal to City Council, so that Council will have this information to consider at its meeting on Monday, November 13. We understand that Council will be considering its approach to the appointment of the next City Manager at that meeting. SCOPE OF SERVICES PROPOSED We propose a 4-phase recruitment process as follows: Phase 1 - Development of Recruiting Specillcalion and Recruiting Moferlab The first phase of this engagement would involve a series of interviews with the Members of City Council. A second series of interviews should include those Department Heads in the City Administration who report directly to the City Manager. A third possible series of interviews might include those community leaders and other persons that Council would want to have consulted in this phase of the Giry of The Colony Letter of Proposal Pa~e 2 of 11 search. Typically, such a series of interviews might include the leaders of community organizations, the leadership of the Independent School District(s) serving The Colony, major employers, and real estate developers active in your city. These interviews have three purposes: ]. The identification of the specific current job duties and responsibilities of the position of City Manager in The Colony; 2. The identification of the organizational climate within the City of The Colony within which the above job duties and responsibilities must be carded out; and 3. The identification of those interpersonal skills that will be critical to the ability of the new City Manager to build effective working relationships with the Mayor and Council, key members of City staff, and community leaders. The output of this first phase of the work program will be the following three documents: 1. A recruiting brochure which will be mailed to prospective candidates and persons in a position to refer possible candidates. This brochure contains a description of the City; a description of the position; a listing of desirable candidate characteristics including formal education, experience, management style and philosophy; and an account of the compensation and benefits potentially available to the successful candidate. These desired candidate characteristics become the selection criteria to which the actual characteristics of applicants may be compared. 2. A letter that will be mailed with the recruiting brochure. The purpose of this letter is to encourage the recipient to read the accompanying recruiting brochure thoroughly and completely. 3. Advertising copy to be placed in appropriate publications of the Intemational City/County Management Association (ICMA), the ICMA Hispanic Network, the National Forum for Black Public Administrators (NFBPA), the Texas City Management Association (TCMA), and the Texas Municipal League and on appropriate Internet World Wide Web sites likely to be visited by prospective candidates. All three documents will be submitted to Council (or, at their instruction, a Search Committee of Council) for review, modification, and approval prior to the mailing or the placement of advertising. A proposed advertising schedule and budget will also be presented for approval prior to the placement of any advertising. Ck-y of The Colony City Man r Let~ of Proposal Page 3 of 11 Phase 2 - Initial Screening of Responses and Presentation of Semi-Finalists A search of this nature typically attracts from 30 to 50 expressions of interest and resumes from potential candidates. We will acknowledge receipt of each and every resume. We will evaluate these resumes against the selection criteria defined in Phase I of the project and recommend those 10 to ! 5 candidates who appear to most closely meet the requirements of your community at this point in time. We will initiate telephone calls with these semi-finalists to collect additional information and to make sure that each of the semi-finalists remains willing to be considered as a candidate, understanding that any candidacy may be disclosed under the Texas Public Information Act. The output of this phase of the project will be a booklet containing the recruiting brochure and the resumes of the ]0 to ]5 recommended semi-finalists. We will also include a spreadsheet containing the semi-finalist names, contact information, current or most recent job title, population of the community served, size of budget, current or most recent compensation, educational credentials claimed, and a brief summary of career history. In addition to this booklet, We will bring copies of all of the other resumes received for review. The purpose of this review is to assure the City of The Colony that we have included everyone of potential interest in the semi-finalist list. The City would also be in a position to eliminate any semi-finalists that did not appear to meet the needs of The Colony. We will notify those candidates who do not become semi- finalists that they have been eliminated from the process. Phase 3 - Interviews, Reference Checks, and Degree Verification Once Council has agreed to a list of semi-finalists, we will prepare an estimate of the travel expenses needed to visit each semi-finalist in his or her home city. We will seek approval of this travel budget before making any travel arrangements. We believe strongly in the value of face-to-face, in-person interviews over telephone or videoconference interviews. We can be much more effective in accurately evaluating the extent to which candidates fit the organizational culture and key interpersonal relationships of your City when we have personal interviews with the applicants. Our interviews with 'candidates usually last between 4 and 5 hours. On the basis of our personal interviews, we will meet with Council again to recommend a finalist list of 5 to 7 candidates. Once Council has approved the finalist list, we will check references and verify the university degrees claimed by Cay of The Colony Letter of Proposal Page 4 of 11 each finalist. We will also notify the other semi-finalists that they have not been selected to go forward in the process. The output of this phase of the recruitment is another boolrJet. This booklet will contain a copy of the recruiting brochure and a presentation package for each finalist candidate. The presentation package will consist of a 6 to 10-page candidate description based on our interview findings. This description will discuss the current employment, previous employment, and the educational background of the candidate. We will also outline the extent to which the selection criteria established in the recruiting brochure are met or exceeded, areas where the candidate falls short of those criteria, and the overall management style and philosophy of the finalist. The presentation package will also include the candidate's resume, an organization chart of the candidate's current or most recent employer, a degree verification sheet showing the name and telephone number of the person verifying each college degree claimed by the finalist, and 2 to 3-page summary of the results of reference checking. If you elect to submit all 5 to 7 finalist candidates to psychological assessment of fitness for command, then a 2-page report of the results of this activity will also be found in each finalist presentation package. Psychological assessment of fitness for command is not intended to be a mental health evaluation, which would be illegal under the Americans with Disabilities Act if conducted on a pre-employment basis. Rather, the assessment of fitness for command emphasizes leadership style issues, identifies those circumstances that can produce stress, and describes the ways in which candidates can be expected to react to situations that they find to be stressful. Phase 4 - Client Intewlews and Negotiation Support The final stage of any search is a two-way process of persuasion. The finalist candidates must have the opportunity to persuade City Council of their ability to lead The Colony City Administration. The City of The Colony must have the opportunity to persuade the finalists of the value to them and their careers of accepting the offer to become City Manager, should it be forthcoming. Therefore, we recommend a 3-day final interview process. We further suggest that all finalist candidates be brought to The Colony as a group. This approach is most liken to result in fair and equal treatment of all candidates regardless of race, ethnicity, or gender and makes the most efficient use of staff time in the selection process. The first day of the process should be devoted to orientation of the candidates to the City of The Colony. The Key Department Heads should brief the finalist City of The Colony Letter of Proposal Page 5 of 11 group on the current activities and challenges in the City Administration. A tour the City should be offered. This tour should include visits to key City physical facilities. A member of the Finance Department should brief the finalists on City budget issues, processes and other key City issues. A member of the Personnel Department should brief the finalists on the employee benefits programs of the City. A real estate agent should be asked to brief candidates on available housing stock. Representatives of area public and private schools should be asked to describe the educational opportunities available to those candidates with school age children. The second day of the process should be devoted to interviews of the candidates. We strongly urge participation by the entire City Council in these interviews. As a quality control step the City of The Colony may also wish ask a City Manager from the Metroplex area or elsewhere in Texas to interview the final candidates. Another City Manager would be in a position to render a professional opinion as to the technical capabilities of the candidates. At the end of the second day, Council should be in a position to select the top two or three candidates. If Council opts for psychological assessment of fitness for command of only the final three candidates, then this would be the appropriate point to insert that activity. Psychological assessment of the final three candidates might take place during the evening of the second day and the morning of the third day. Then, during the third day we recommend that Council proceed with negotiations with the top two candidates. If Council's first choice does not accept an offer of employment, then Council can proceed immediately to a second choice. Of course, we would be available to assist in and support the negotiation process to the extent that Council would like to have us involved. Once a final candidate has accepted an offer of employment, then we will notify the other finalists that the position has been filled and thank them for their Participation in The Colony search process. PROFESSIONAL FEES AND GUARANTEE Should Council elect to proceed with all 4 phases of this search, then our professional fee will be ,$17,500. The fee will be billed in three equal installments. The first third of the fee would be billed at the point when we are given approval to proceed. The second third of the fee would be billed at the point when the semi-finalist list has been presented to Council at the end of Phase 2. The third, and final, installment of the professional fee would be billed at the point when an offer of employment has been extended and accepted. If you decide to proceed with all 4 phases of the search and aty of The Colony Leu:er of Proposal Page 6 of 11 psychological assessment of fitness for command, then the additional professional fees for the psychological assessments would be $500 per case. If Council decided to subject all 5 to 7 finalists to this additional data gathering process then the additional professional fee would lie between $2,500 and $3,500. If Council chose to assess only the top 3 finalists, then the additional professional fee would be $! ,500. ,Should Council authorize all 4 of the search phases described in this letter, then we will guarantee that any candidate recommended by us will stay for at least 2 years. ,Should such a person resign voluntarily or be terminated for cause within the two year period, then we will conduct one additional search for a replacement without additional professional fees. However, we would expect to be reimbursed for any expenses incurred in the conduct of any replacement search. In order to take advantage of this guarantee, the City of The Colony must notify us in writing of the termination within 60 days of its occurrence. ,Should Council decide to authorize only the first 2 phases of this search, then our professional fee will be $10,000 billed in 2 equal installments. The first installment would be due at the beginning of the engagement. The second installment would be billed at the end of the second phase, at the point when you have received the semi-finalist list. Under the 2-phase option, psychological assessments would be performed at the rate of $!,000 per case with a briefing fee of $500. ,So, if the top 3 finalists were assessed, then the total professional additional professional fee for the assessments would be $3,500. We could not offer any guarantee of longevity, if retained to perform only the first two phases of the search process outlined in this letter. Billing of any fees for psychological assessments would be done upon completion of the assessment work and submission of reports to you. EXPENSES Expenses will be billed to the City monthly in addition to professional fees. Expenses for the 4 phases of this search process are estimated to total $13,500 broken down as follows: Brochure Graphic Design and Printing $ 1,700.00 Address Labels, Envelope Stuffing, Postage, and Delivery 1,150.00 Advertising Telecommunications 2,750.00 900.00 Travel (Air Fare, Hotels, Rent Cars, Meals, etc,) 6,500.00 Cay of The Colony Letter of Proposal Page 7 of 11 Misc. Supplies (Paper, Binders, Toner, etc.) 500.00 Total Expenses for all 4 Phases $ 13,500.00 Final candidate travel expenses incurred to come to The Colony for the final interview process in Phase 4 would be billed directly to the City by the candidates or the service providers (hotels, airlines, car rental companies, restaurants, etc.) Expenses for the first 2 phases of this search process are estimated to total $,5,900 broken down as follows: Brochure Graphic Design and Printing $ 1,700.00 Address Labels, Envelope Stuffing, Postage, and Delivery 750.00 Advertising Costs Telecommunications 2,750.00 450.00 Misc. Supplies (Paper, Binders, Toner, etc.) 25O.OO Total Expenses for first 2 Phases $ 5,900.00 The City could elect to design, pdnt, and mail the brochure itself or it could contract directly with another vendor to do this. The City could place the advertising directly. The City might find it financially advantageous to provide us with access to its own long distance carder for the duration of the assignment. If the City of The Colony paid other vendors directly for brochure production and mailing, advertising, and telecommunications costs, then we would agree not to bill the City for miscellaneous supplies used in the first two phases of this engagement. STATEMENT OF PROFESSIONAL QUALIFICATIONS David K. Wasson Ph.D., has been personally involved as a psychologist or search consultant in the selection of City Managers, AsssJstant City Managers, and key Department Heads and Assistant Department Heads for the Cities of Abilene TX, Arlington TX, Aurora CO, Austin TX, Beaumont TX, Calgary AB, Carrollton TX, College Station TX, Coppell TX, Corpus Christi TX, Dallas TX, Edmonton AB, Fort Worth TX, Freeport TX, Galveston TX, Grand Prairie TX, Houston TX, Irving TX, Kitchener~Waterloo ON, Longview TX, Los Angeles CA, Midland TX, St. Louis MO, San Antonio TX, Southlake TX, Stamford, CT and Thornton CO. In addition, Dr. Wasson has participated as a psychologist or search consultant in the selection of Commissioners of the Texas Departments of Human Services and Mental Health and Mental Retardation. Dr. Wasson has lived for the past 25 years in Houston. Dr. Wasson has participated in the selection process used by a major unit of government employing 10,000 persons. The quality of managers selected under this process has resulted in financial performance Giry of The Colony Letter of Proposal Page ~ of 11 improvements exceeding $20,000,000 in the first 33 months of operation. The total cost of the selection process was less than $!,000,000. Dr. Wasson holds a Ph.D. in Industrial/Organizational Psychology from Case Western Reserve University in Cleveland, Ohio. He has operated in independent practice in Houston, Texas, since November of ! 980. He is now entedng his 32nd year of experience in executive recruiting. His experience in public sector recruiting now spans almost 28 years. Terry Hatcher holds an M.S. in Guidance and Counseling. His career in human resources administration now spans 28 years. For the past 8 years he has been employed as Vice President Human Resources at Weatherford Global Compression Services, one of the nation's largest natural gas compression organizations. In this capacity, he recruited key personnel in manufacturing, engineering, sales, marketing, administration, and operations functions. PROFESSIONAL REFERENCES The following individuals will serve as professional references: Mr. Albert Haines Chief Administrative OffiCer City of Houston 713-247-2577 Dr. Wasson assisted Mr. Haines in the selection of Police Chiefs in Beaumont, where he was City Manager, and in Houston, where he is Chief Administrative Officer, reporting directly to Mayor Lee Brown. The process in Houston resulted in the appointment of the first woman to head o major city Police Deportment. Chief Betsy Watson subsequently went on to serve as Chief of Police in Austin and is now working os a consultant to the Federal Government. Fred Wichlep Executive Director Histodc Downtown Strand Partnership (Galveston) 409-763-7080 Mr. Wichlep was Chairman of the Board of Trustees of the Galveston Wharves when Dr. Wasson recruited Kay O'Neal as Port Director and Steve Cemak as Deputy Port Director. Billy Campbell City Manager C. try of The Colony Lev. er of Proposal Page 9 of 11 City of Southlake 817-481-5581 ext. 701 or Lauren Safranek Director of Human Resources City of Southlake 817-481-5581 ext. 836 Dr. Wasson has recently completed partial searches (Phases 1 and 2 only) for a Planning Director and for a Chief of Police Services for the City of Southlake, which is a rapidly growing and very affluent community of 20,500 located between Dallas and Fort Worth. TIMING We would be available to begin this search immediately. The entire 4-Phase project would take from 90 to 120 days. The first two phases only would require between 60 and 90 days. Should you or Council have any questions about this proposal, please leave voice mail for me at 940-321-8475. I check my voice mail daily and will return your call no later than 5 p.m. Central Time on the following business day. Sincerely, DAVID K. WASSON MANAGEMENT CONSULTING C. Terry Hatcher Metroplex Affiliate ~ of The Colony City Manager Search Letter of Proposal Page 10 of 11 In behalf of the City of The Colony, Texas, I accept Phases 1 through 4 as described in this letter of proposal. David K. Wasson Management Consulting is hereby authorized to begin work immediately on Phases 1 through 4. It is understood and accepted by the City of The Colony that the professional fee for this work will be $17,500. It is also understood that this fee does not include psychological assessment of finalists. Such assessments will be billed at the rate of $500 per case with a minimum of 3 cases. It is further understood that expenses for this project are estimated at $13,500. Photocopies of receipts will support all claims for reimbursement of expenses. Accepted for the CITY OF THE COLONY by Mayor Date of Acceptance Ci~ of The Colony Letter of Proposal Page 11 of 11 On behalf of the City of The Colony, Texas, I accept Phases I and 2 as described in this letter of proposal. David K. Wasson Management Consulting is hereby authorized to begin work immediately on Phases 1 and 2. It is understood and accepted by the City of The Colony that the professional fee for this work will be $10,1::)00. It is also understood that this fee does not include psychological assessment of finalists. Such assessments will be billed at the rate of $1,000 per case with a minimum of 3 cases. A briefing fee of $5(X) would also apply to the meeting in which the results of assessment are reported to you. David K. Wasson Management Consulting is instructed to have all vendors involved in brochure production and mailing and advertising invoice the City of The Colony directly for those expenses. The City of The Colony will provide access to its telecommunications services for the duration of this assignment. It is understood that David K. Wasson Management Consulting will complete Phases 3 and 4 of this search for an additional fee of $7,5(X) plus travel and delivery expenses estimated at $6,900 provided that the City of The Colony authorizes these phases prior to the presentation of the semi-finalist candidates at the end of Phase 2. Photocopies of receipts will support all claims for reimbursement of travel and delivery expenses. It is further understood that if the City of The Colony does not authorize Phases 3 and 4 until after the presentation of semi-finalists, then professional fees will be billed at the rate of $200 per hour. The City of The Colony acknowledges that such additional professional fees over and above the fees applying to Phases 1 and 2 would likely be in the range of $22,800 should Phases 3 and 4 be authorized at some point after the presentation of semi-finalist candidates. Accepted for the CITY OF THE COLONY by Mayor Date of Acceptance PUBLIC SECTOR SELECTION ENGAGEMENTS David K. Wasson Ph.D., has been personally involved as a psychologist or search consultant in the following public sector selection processes: Abilene TX Chief of Police Apple Valley MN Chief of Police Arlington TX Chief of Police Director, Convention & Visitor's Bureau Aurora CO Chief of Police Austin TX Assistant City Managers (3 different positions) Chief of Police (2 separate occasions) Director of Aviation Director of Building Inspection Services Director of Community Development Director of Economic Development Director of Finance Director of Human Resources Director of Parks and Recreation Director of Planning Director of Public Health Director of Public Libraries Director of Vehicle and Equipment Services Hospital Administrator Hospital Chief Financial Office Plus more than 20 Assistant Department Directors Beaumont TX City Manager Chief of Police Calgary AB Chief of Police College Station TX Chief of Police Fire Chief Coppell TX Chief of Police Corpus Christi TX City Manager (2 separate occasions) Chief of Police Dallas TX Chief of Police (2 separate occasions) Edmonton AB Chief of Police Fort Worth TX Assistant Director, Transportation & Public Works Fr~port TX Chief of Police Galveston TX Port Director Deputy Port Director, Sales & Marketing Deputy Port Director, Engineering & Facilities Senior Director, Sales & Marketing Grand Prairie TX Chief of Police Houston TX Chief of Police Irving TX Chief of Police Kitchener-Waterloo ON Chief of Police Longview TX Chief of Police Los Angeles CA Chief of Police Midland TX Chief of Police St. Louis MO Executive Director, Metropolitan Sewer Disctrict San Antonio TX Assistant Director, Convention & Visitors Bureau David K. Wasson Public Sector Selection Engagements Page 2 of 2 Southlake TX Director of Planning Director of Police Services Stamford CT Director of Public Health Thornton CO Director of Human Resources Director of Planning Tarrant County TX Director of Public Health State of Texas Commissioner of Human Services Commissioner of Mental Health and Mental Retardation (3 separate occasions)