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 Community Development
Director and revise the existing contract for Risk Manager executive recruitment
services.
BACKGROUND:
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 Community Development Director.
DISCUSSION:
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 Community Development Director.
In addition, on August 14, 2006 Council approved a contract to retain Avery and
Associates for the Risk Manager recruitment. This staff report erroneously stated the
cost at a not to exceed amount of $15,400. The additional out of pocket expenses of
$7,500 was mistakenly omitted from the report. The original proposal is attached for
your review.
Meeting Date: 9/25/06 Item Number: C-5
AGENDA ITEM: Approval of a Contract with William Avery and Associates to
Secure Executive Recruitment Services for Community Development Director and
Revise the Existing Contract for Risk Manager Executive Recruitment Services
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 on (09/20/2006).
Department Approval:
Serena Wright (09/18/2006)
City Manager Approval:
Jerry B. Fulwood (09/19/2006)
City Controller Approval:
Marlee Chang (09/19/2006)City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
The total cost for the Community Development Director recruitment is not to exceed
$22,900. The existing contract for the Risk Manager recruitment needs to be
adjusted by $7,500. Staff recommends to fund this recruitment service by the
General Fund appropriated reserve.
ATTACHMENTS:
1. Proposal from William Avery and Associates
MOTION:
That the City Council:
1. Authorize a budget appropriation in the amount of $30,400 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 Community Development Director; 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: September 25, 2006
AGENDA ITEM: Approval of a Contract with William Avery and
Associates to Secure Executive Recruitment Services for Community
Development Director and Revise the Existing Contract for Risk Manager
Executive Recruitment Services
ATTACHMENTS
Pages
1. Proposal by Avery and Associates
1-7a.s_social es
August 29, 2006
Serena Wright
City of Culver City
9770 Culver Blvd.
Culver City, CA 90232
Dear Serena,
Thank you for the opportunity to submit our proposal to recruit a new Community Development
Director for the City of Culver City. We truly value our on going relationship with your city.
We have the ideal background and experience to meet your needs in this assignment. We've
completed a number of related searches including Community Development Director/Planning
Director assignments for the cities of Los Angeles, Santa Clarita, Morgan HA Los Gatos,
Beverly Hills, West Hollywood, Saratoga, Gilroy, Los Altos, Lathrop, Vacaville and Paso Robles.
We are also currently engaged with the cities of San Jose, South San Francisco and Half Moon
Bay, and Burlingame for Director of Community Development/Planning and Principal Planner
searches. Our database of contacts in this discipline is extensive, current and would be highly
beneficial in this assignment. More importantly, our previous experience supporting your
executive recruitment needs gives us exceptional insights to your culture, working environment
and other factors that relate to organizational fit.
If awarded this search, we could begin immediately. Please know that Western City's lead-time
would necessitate a November edition advertisement and would probably result in a January final
interview process. We can discuss alternative means to accelerate the process if required.
The enclosed proposal contains the following information:
• Company Profile and Firm Qualifications
• Recruitment Work Plan for Partial Search Services
• Consulting Fee, and Billing Assignment
• Recruitment Timeline
William Avery & Associates
Management Consultants
34/2 N. Santa Cruz Ave., Suite A
Los Gatos, CA 95030
408.399A424
Fax: 408.399.4423Once again, thank you thr the opportunity to submit our proposal to assist you with your
recruitment. If you have any questions, please do not hesitate to call me at 408-399-4424.
Sincerely,
Paul Kimura
PK-jmc
2PROPOSAL FOR THE CITY OF CULVER CITY
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 Piasecld 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
Our firm's Principals complete the majority of the recruitment activity. This hands-on
involvement includes client interface, strategy development, candidate identification and
qualification, interviewing and assessment, candidate presentation and facilitation of final
interviews.
Mr. Avery, having served in the past as a City Manager, provides the 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 advanced technology experience,
provides the basis for many of the recruitment strategies and tactics utilized by the firm.
Collectively, the firm's Principals offer exceptional expertise in this area of public sector
recruitment. Attached are profiles on the Principals of the firm.
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. Enclosed you will find a set of our past recruitments.
Recruitment Team for the City of Culver City
Paul Kimura will serve as the Principal in charge of this project and will be assisted Gary Rogers.
Mr. Kimura will be personally involved in the interview and assessment of candidates and will be
available throughout the search process to provide other related consulting services.Recruitment Plan and Services Provided
I. 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 and departmental priorities for this position.
• Develop a clear understanding and consensus on the expertise, experience, education,
performance attributes, interpersonal skills 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.
Based on these discussions, a candidate profile will be presented for final approval. The
ideal candidate profile would be incorporated into the formal position announcement. The
candidate profile is also utilized in various other means as a marketing tool, an advertising
copy, and for other announcements.
H. Development of the Search Strategy
The search strategy is developed in conjunction with the organizational assessment. 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:
• Utilization of our current and extensive contacts in the development services field from
our recruitment database.
• Contacting current Community Development Directors, redevelopment and planning
executives in comparable agencies that may be interested or aware of potential
candidates.
• Active referral solicitation from various industry sources and other contacts developed
from our many years of public sector consulting.• Advertising in WESTERN CITY magazine, JOBS AVAILABLE magazine and other
publications or periodicals deemed appropriate for this search.
• Internet job postings on state or national public sector employment bulletin boards
including APA and CALAPA, related web sites, and our company website
(www.averyassoc.net).
• Development and distribution of the comprehensive position announcement to various
city, county, and state departments, as well as agencies throughout the state and
country.
Candidate Assessment
Initially, all candidates responding to this position will be evaluated based on their resume
and, if appropriate, an extensive phone "screening" by the firm. Candidates who pass this
initial "qualifying" criteria are then scheduled for a formal interview with Mr. Kimura.
These extended personal interviews consist of a thorough discussion of the candidate's
experience, accomplishments, management philosophy and interpersonal style. Those
individuals who best fit the position requirements will have an extensive Candidate
Assessment Report developed by Mr. Kimura. Additionally, two initial reference
interviews are performed on these candidates.
Candidate Presentation
Upon completion of formal interviews and initial reference interviews, a selection of
candidates for presentation is made.
The final candidates are presented in our candidate presentation "book." Each finalist will
have a fde consisting of a candidate summary sheet, a resume, the Candidate Assessment
Report (based on the formal interview), and two candidate reference reports.
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.
Upon request, our firm will also arrange for summary background evaluations on the
City's final one or two candidates. A copy of these confidential reports can be provided
for you. The costs for these evaluations are considered independent of the recruitment
expenses listed below and will be invoiced separately.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 the formulation of 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 after the City has
hired the individual, we will speak with that individual to ensure that an effective transition
has 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 $6,400 at the outset of the search. The final balance of $9,000 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 Expenses for this assignment would not exceed $7,500. These expenses include: research,
advertising, clerical time, supplies, printing, telephone, postage, and consultant travel for client
discussions, meetings and local and out-of-area 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 six months
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 six months 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
COMMUNITYDEVELOPMENT DIRECTOR - 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 5 - 6
Recruitment period 6 - 11
- Candidate screening R- 12
Candidate Interviews
12 14
- Complete references
15
- Preparation of candidate book
15
Presentation of candidates
16
Final interviews
18