Agenda - 03/31/08 Special MeetingCITY OF WOODBURN CITY COUNC[L KATHRYNFIGLEY,MAYOR
WALTER NICHOLS, COUNCILOR WARD ~
RICHARD BJELLAND, COUNCILOR WARD II
SPECIAL MEETING AGENDA PETER MCCALLUM, COUNCILOR WARD III
JAMES COX, COUNCILOR WARD IV
MARCH 31 , ZOOS ~ v.~O P.M. FRANK LONERGAN, COUNCILOR WARD V
ELIDA SIFUENTEZ, COUNCILOR WARD VI
CITY HALL COUNCIL CHAMBERS - 27O MONTGOMERY STREET
1. CALL TO aRDER AND FLAG SALUTE
~. Roll CAII
3. GENERAI BUSINESS -Members of the public wishing to comment on items of
general business must complete and submit a speaker's card to the City
Recorder prior to commencing this portion of the Council's agenda.
Comment time maybe limited by Mayoral prerogative.
A. Award of Contract for City Administrator Executive Search
Services
Recommended Action: Award a contract for the City 1
Administrator Executive Search Services to the Prothman
Company and authorize the Interim City Administrator to
execute an agreement for services in the amount of $17,504
plus related expenses.
B. Appointment of Administrator Pro Tem
Recommended Action: Appoint Assistant City Administrator 3
Terrie Stevens Administrator Pro Tem for the period of April $,
2048 t h ro u g h A p ri I~ 1, 2448.
4. ADJaURNMENT
"Habra interpretes aisponi~~es Para aque~~as personas que no ha6[an rng[es~ previo acuerc~o. comuniquese
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March 37, 2008 Councr~ Agenda Page i
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lncaryorn~ert 9889
March 31, 2008
T~: Honorable Mayor and City Council
FRAM: Terrie Stevens, Assistan# City Administrator
SUBJECT: Award of Contract for City Administrator Executive Search SeNices
RECOMMENDATIGN:
It is recommended the City Council award a contract for the City Administrator
Executive Search Services to the Prothrnan Company, and authorize the Interim
City Administrator to execute an agreement far services in the amount of $17,500,
plus related expenses.
BACKGROUND:
~n February 11, 2008, the City Council authorized the City Administrator to solicit
proposals from executive search firms to conduct a City Administrator recruitment.
A request for proposals ~RFPJ was prepared and distributed to seven firms. Five firms
responded to the RFP. The City Administrator and Assistant City Administrator rated
and ranked those proposals. Firms were ranked on, among other criteria,
experience, recruitment approach, capacity to provide services, and
responsiveness to the RFP. Based on that evaluation, representatives of the three
firms that appeared to best meet the City's needs were invited to interview.
Interviews were held by phone on March 24, 2008. Reference checks were
conducted immediately thereafter. Service fees factored marginally in the
preliminary evaluation, and were not used as initial selection criterion.
DISCUSSiGN:
The five firms responding to the RFP were:
League of Oregon Cities
Avery and Associates
Bob Murray and Associates
Prothman group
Waldron and Associates
Cf those, Murray and Associates, Prothman group and Waldron and Associates
were invited to interview with the Mayor, Councilor Bjelland and Assistant City
Agenda Item Review: City Administrato~~ City Attorney ®"~ '~~ Finance
1
Honorable Mayor and City Council
March 31, 2008
Page 2
Administrator Stevens. All three firms made strong showings in the interview process.
They each have significant experience conducting local government recruitments,
will tailor their approach to clients' needs, and have sufficient size and staffing
resources to complete the recruitment in a timely manner. All have conducted
hundreds of recruitments, including City Administrator positions in Oregon. The
Prothman Group, however, fared more favorably in the reference check process.
Additionally, Prothman Group agreed to match the fees of the lowest price
proposal.
Prothman will work with City staff and Council Members, to validate desirable
characteristics in a qualified candidate; develop recruitment materials; market the
position by advertising in general and focused locations and through personal and
network contacts; conduct qualifications screening and preliminary interviews;
recommend finalists to the Mayor and City Council for a hiring decision; complete
background checks; and assist as needed in negotiating an employment contract.
Prothman will provide these services for $17,500. Related expenses are estimated
from $5,500 -$8,000. It is estimated that the recruitment can be completed in
approximately 14-1 b weeks.
With your approval, a services agreement will be executed with Prothman Group.
Prothman will then commence this engagement immediately.
Pursuant to Public Contracting Law, each firm submitting a.proposal was provided
a copy of a Notice of Intent to Award Contract on March 28, 2008, related to this
selection process. As of this writing, no protests were received. Based on recent
communications with these firms, it is unlikely that any protests will be received.
FINANCIAL IMPACT:
As indicated, the costs for the Executive Search Services and associated expenses
are $23,000-$25,500.
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March 3I , 2005
TC: Honorable Mayor and City Council
FROM: Scott D. Russell, Interim City Administrator
SUBJECT: Appointment of Administrator Pro Tem
REC~MMENDATI~N:
It is recommended the City Council Appoint Assistant City Administrator Terrie
Stevens Administrator Pro Tem for the period of April 8, 2008 through April 1 i,
200$.
BACK~R~UND:
In order to fulfill Oregon Department of Safety Standards and Training
requirements to maintain my certification as a police officer 24 hours of annual
training is required in the area of executive training. This can be most efficiently
accomplished through my attendance of training at the annual Oregon
Association of Chief's of Police Conference which is this year held in Pendleton
from April 5th through April 1 lth, Pursuant to Section 21 ~e~ of the Woodburn
Charter, the City Council shall appoint an administrator pro tem whenever the
Administrator is absent from the City. The Pro Tem Administrator shall possess the
powers and duties of the Administrator, but may not appoint or remove a City
officer or employee except with approval of the majority of the Council.
Assistant City Administrator Stevens has the skills needed to successfully fulfill this
role and I will make myself available to her as needed to resolve any questions.
FINANCIAL IMPACT:
There is no financial impact associated with the recommended action,
Agenda Item Review: City Administrator City Attorney Finance
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