City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve the contract with William Avery and
Associates securing executive recruitment services for Risk Manager.
BACKGROUND / DISCUSSION:
Avery and Associates has provided recruitment services for the City of Culver City
for the past four years. They have proven to be consistently cooperative,
professional, and always able to complete their work on schedule and within the
agreed fee schedule. For these reasons, staff recommends securing Avery and
Associates for the recruitment of a Risk Manager.
The Risk Manager position was approved by City Council in the FY06/07 budget.
This vital position is responsible for the management and administration of the City’s
risk management program.
The attached standard proposal outlines the scope of services and fees for William
Avery and Associates to conduct the executive recruitment for the City for the
position of Risk Manager.
FISCAL ANALYSIS:
The total cost for this recruitment is not to exceed $15,400. Staff recommends to
fund this recruitment service by the General Fund appropriated reserve.
ATTACHMENTS:
1. Proposal from William Avery and Associates
Meeting Date: 8/14/06 Item Number: A-8
AGENDA ITEM: Approval of a Contract with William Avery and Associates to
Secure Executive Recruitment Services for Risk Manager
Contact Person/Dept.: Serena Wright Phone Number: (310) 253-5640
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master Notification List (08/09/2006)
Department Approval:
Serena Wright (08/03/06)
City Manager Approval: Jerry B. Fulwood
(08/09/2006)
City Controller Approval:
Marlee Chang (08/09/06)City of Culver City, California
City Council Agenda Item Report
MOTION:
That the City Council:
1. Authorize a budget appropriation in the amount of $15,400 from the
General Fund Appropriated Reserve to Account Number 10116100.; and,
2. Approve the contract with William Avery and Associates securing
executive recruitment services for Risk Manager; and,
3. Authorize the City Attorney to prepare the proper documents and
authorize the City Manager to execute the Agreement on behalf of the
City.
MEETING DATE: 8/14/06
AGENDA ITEM: Approval of a Contract with William Avery and Associates
to secure Executive Recruitment Services for Risk Manager
ATTACHMENTS
PAGE
1. Proposal from William Avery and Associates
1-6PROPOSAL FOR THE CITY OF CULVER CITY
RECRUITMENT FOR THE NEW RISK MANAGER
Avery Associates - Profile
Avery Associates is a Los Gatos, California based Management Consulting firm incorporated in
1982. We specialize in Executive Search and Human Resources/Management Consulting. Our
firm currently has two Principals and several key Consultants. Bill Avery heads the Firm and the
Management/Labor Relations practice in addition to participating in key searches. Paul Kimura
is the Principal who oversees the Search and Recruitment practice. Ann Slate, Cris Piasecki and
Gary Rogers form the core recruitment team for the firm. Jackie Collins and Leah Jakusovszky
handle administrative support.
We offer a unique recruitment service as the background and capabilities of our firm Consultants
gives us the ability to provide recruitment services that positively differentiates us from other
strictly public sector search firms. We do so by incorporating private sector search
methodologies into our public sector recruitment process, and combining "best" practices from
each of the sectors in which we operate.
Firm Qualifications
The majority of the recruitment activity is completed by our firm Principals. This hands-on
involvement includes client interface, candidate identification and qualification, interviewing and
assessment, presentation of candidates, participation in final interviews, and support in bringing
successful closure with the selected candidate. We're pleased that each of our recruitments has
resulted in a successful closure within the projected timeframe. More importantly, our clients
have expressed a high degree of satisfaction in the quality and depth of our service.
Mr. Avery, having served in the past as a City Manager, provides the direct experience and
knowledge of local government. 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, the
firms Principals offer exceptional expertise in the area of executive recruitment. Their profiles
are included as part of this proposal.
Recruitment Team for the City of Culver City
Paul Kimura will serve as the Principal in charge of this project and will be assisted by Gary
Rogers. Mr. Kimura will be personally involved in client meetings, interview and assessment of
candidates, and will be available throughout the search process to provide other related
consulting services.
ra
IRecruitment Plan and Services Provided
Position Profile and Organizational Assessment
The initial assessment phase is a critical component of the search process. Mr Kimura
will meet with the key decision makers to discuss the organizational needs and position
requirements. 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
announcement. The candidate profile is also utilized in various other means as a
marketing tool, for advertising copy, postings, and for other announcements.
Development of the Search Strategy
The search strategy is developed in conjunction with the organizational assessment. The
final approach is based on your input and considerations during the assessment activity.
For this assignment, we feel it is critical to develop a high level of visibility with a
comprehensive outreach program supplemented by a focused targeted recruitment
approach. We would incorporate the following elements into this search:
• Original research, which consists of the identification of names and contacts of
Personnel/Risk Managers in the municipal sector and in comparable agencies or
organizations. Those identified are contacted and developed as candidates (if they
meet the profile for the position) or as a source for additional candidates. This tactic,
commonly referred to as "sourcing" is designed to identify and recruit candidates who
are not actively seeking a new position.
• Sending out mailings to professional organizations such as PARMA (Public Agency
Risk Managers Associations), ARIA (America Risk and Insurance Association), and
The Public Entity Risk Institute.
2.• Advertising in WESTERN CITY magazine, JOBS AVAILABLE magazine, and
appropriate Risk Management publications or periodicals deemed appropriate for this
search.
• Listing the position on the Internet in the Public Sector employment bulletin boards
and on our corporate website (www.averyassoc.net).
•
Utilizing extensive contacts of appropriate personnel from our corporate database.
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 firm Consultant. Based on our previous recruitments
for your city, we also understand you may prefer a Council Subcommittee to identify the
candidates to formally interview. Extended personal interviews typically take one hour
and a thorough discussion of their experience, accomplishments, management philosophy
and interpersonal style takes place. Those individuals who best fit the position
requirements will have a Candidate Assessment Report developed by the Consultant who
conducted the interview. We also conduct initial, yet thorough reference interviews on
candidates selected for presentation to our clients.
IV. Candidate Presentation
Upon completion of formal interviews, a selection of candidates for presentation is made.
Typically, the number of final candidates requested by our clients range from four to
seven. 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.
The final candidates are presented in our candidate presentation "book". Each finalist
will have a file consisting of a candidate summary sheet, a resume, the Candidate
Assessment Report (based on the formal interview), and two initial candidate reference
interviews.
V. Selection Process
Once the final candidate interview group is identified, we will assist in the structuring of
the interview process. Our firm will also provide candidates with guidance related to
travel planning, hotel accommodations, as well as other interview planning issues.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.
Consulting Fee
Based on the services described in our proposal, the professional services consulting fee for this
recruitment will be $15,400. If awarded the search, we would provide our first consulting
invoice in the amount of $6,900 at the outset of the search. The final balance of $8,500 would be
invoiced at the completion of the search.
Normal and direct out-of-pocket expenses associated with the search are charged back to the
client. For this recruitment out-of-pocket expenses will have a not-to-exceed limit of $7,500.
These expenses include: advertising, clerical time, supplies, printing, telephone, postage, and
consultant travel for client discussions, meetings and in-state and out-of-state candidate
interviews. All expense items will be detailed and billed on a monthly basis or on a one-time
basis at the completion of the search.
The consulting fee will be inclusive of all services defined within this proposal unless otherwise
stated.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.
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 reasons which would
have precluded his/her employment had they been known at the time employment started. In
either case, we invoice a client only for out-of-pocket expenses incurred in identifying a
replacement.CITY OF CULVER CITY
RISK MANAGER - RECRUITMENT SCHEDULE
Description (Weeks) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Initial meeting(s) 1
- Job announcement draft 3
- Advertising and marketing in
place.
3 -4
- Recruitment strategy finalized 3 - 4
- Approve and print job
announcements 4 - 5
Recruitment period 4 - 10
- Candidate screening 6 - 10
Candidate Interviews 11 - 12
- Complete references 13
- Preparation of candidate book 13
Presentation of candidates 14
Final interviews 16