15-0818_QUADRANT LAW GROUP LC_Agenda Report_E2aTO:
FROM:
DATE:
City of San Juan Capistrano
Agenda Report
Honorable Mayor and City Council
Tom Bokosky, Human Resources Manager
August 18, 2015
8/18/2015
E2a
SUBJECT: Consideration of an Agreement to Facilitate Alignment with the
City Council's Long-Range Goals and an Appropriation of Funds
RECOMMENDATION:
By motion, authorize the Mayor to execute an agreement with the City Council-preferred
professional firm to provide the City Council consulting services, and approve a
corresponding appropriation from the General Fund Reserve.
EXECUTIVE SUMMARY:
The City Council requested a proposed work plan from several professional firms to
provide strategic consulting to facilitate alignment of the City Manager selection process
with the City Council's Long-Range Goals. Three proposals were received, from
Management Partners, Mathis Consulting Group and Quadrant Law Group. In addition,
Ralph Andersen and Associates, the City's executive search firm for the City Manager
recruitment, includes in its work plan a facilitated two-hour workshop with the City
Council as follow-up to the one~on-one interviews previously conducted.
DISCUSSION/ANALYSIS:
The City Council has determined that it would benefit from a detailed analysis of the
ideal City Manager in view of the City Council's Long-Range Goals. The City Council
requested a proposed work plan from several firms to provide strategic consulting to
facilitate alignment of the City Manager selection process with the Council's Long-
Range Goals.
City Council Agenda Report
August 18, 2015
Page 2 of 2
The work plan as described by the City Council could include:
• A report suggesting process considerations and guidance for its search firm,
suggesting characteristics of an ideal City Manager for consideration by the City
Council and proposing a weighting system for scoring those characteristics.
• An open City Council workshop to discuss the characteristics, weighting system
and ideal City Manager description.
• A summary of the City Council's direction derived from the workshop in a final
report.
• Assist City Council at a regularly scheduled meeting in implementation of the
final report.
This process will create a tool for the search firm to use that will result in a predictable
narrowing of candidates, and will focus the search firm on the key areas the City
Council is concerned with for its Long-Range Goals.
FISCAL IMPACT:
The cost for the selected firm will be transferred from the General Fund Reserve, which
currently stands at 44.7%.
ENVIRONMENTAL IMPACT:
Not applicable.
PRIOR CITY COUNCIL REVIEW:
Not applicable.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
Not applicable.
NOTIFICATION:
Not applicable.
ATTACHMENTS:
Attachment 1 -Proposal from Management Partners
Attachment 2 -Proposal from Mathis Consulting Group
Attachment 3 -Quadrant Law Group
Managemen t
Pa rtn e rs
M s . Kare n Bru s t
City Manager
City of Sa n Juan Capistrano
32400 Paseo Adelan t o
San Juan C apis t rano, CA 92675
Dear M s . Bru s t:
Augus t "14, 2015
We are pl e ased to submit this proposal to facilitate a workshop wi th the San Juan Capis trano
City Counc il. Ba sed on your conve rs ation w ith Cath y Standiford, we unde rs tand that the C ity
Co unci l may b e inte reste d in a workshop that d e ve lops co n se n s u s around th e id e a l qualities for
a new city manager. T h e d esire d outcome is a li s t of desired s kill s, exper ie nce and abil ities and
th e ir re la tive pri o rity to info rm the executive recruitme nt process. M a n agement Parh1e rs va lu es
th e C ity o f Sa n Juan Capis trano as a client a nd would welcom e th e o ppo rtuni ty to assis t· th e
Ci ty C o uncil w ith this effo rt.
As you know, Manageme nt Pa rm e rs is a pro fessio nal managem e nt con s ultin g firm s p e cia li z in g
in h e lpin g local governme nt le ade rs. Our associates have served a s chief exec uti ves a nd
d e parhne nt directors with e xperie nce in all o f the ser v ices loca l governments prov ide . A s a
result, we unde rs tand w h a t it ta kes to bring exce ll e n ce to publi c ser v ice, a nd we are sen s iti ve to
the p o liti ca l conte xt of lead e rs hip in public agen cies. We be l ieve th a t management in th e publi c
se ctor s h o uld perform at th e same high standard achieved b y th e v e ry best of Ame ri ca's
compa nies.
Our consu ltan t s carry out a fu ll range of projects for local gove rnme nt le ade rs, including
s trategic p la nning and goal settin g, teambuilding, training, fea s ibility s tud ies, p e rf o rma n ce
evalu a ti o n s, project managem e nt, performance manage m e nt a nd managem e nt reviews. We
have a proven track record o f quality service to nume rous local gove rnments thro u g h o ut the
Unite d S tates. Each assig nme nt we unde rtake rece iv es careful, professio nal attention a nd we
take pride in the quality o f o ur work.
Plan of Work
Ba se d o n o ur ex p e ri e n ce w ith e lecte d le ade r facilita ti o n a nd o ur und e rs t and in g o f your need s,
we h ave prepared th e fo ll owin g plan of work, w hi ch Cathy S tandifo rd w ill comple te . T hi s
fram ework is amenable to re fin e ment, if n ecessa ry .
1730 MADI SO N ROAD • CiNC INNATI, OH 45206 • 513 861 5400 • FAX 513 8613480 MANAGEMENTPARTNE RS .COM
2107 NORTH FIRST STREET, SuiTE 470 • SAN J OSE, (1\UFORNII\ 95131 • 408 437 5400 • FAX 408 453 6191
3152 REO HIL L AV EN UE, SUITE 210 • COSTA M ESA, CALIFORNIA 92626 • 949 222 1082 • FAX 408 453 6191
ATIAC HM E NT 1
Ms. Karen Brust Page 2
Activity 1: Prepa re fo r t h e C i ty Cou n ci l Worksh op
Ca th y w ill b egin thi s pro ject by m ee tin g with you a nd th e Mayor to discu ss th e inte nde d
o utcomes o f the facilita t io n a nd to confirm the sch e du le. Cathy w ill th e n conduct in-p e rson
inte r v iews with the Mayor a nd each Counc il m e mbe r. S h e w ill ask abou t o bj ecti ves and issu es
to b e disc u ssed in th e worksh o p and the c harnc teri s ti cs and qualities th ey h o p e t o find in th e
n ew ci ty m a nager. She wi ll s ummarize the res ults o f these inte rv iews.
Ca th y w ill th e n d esig n the works h o p and prepa re a draft agenda. The agenda w ill be focused
o n the common themes and concern s iden tifi e d in the inte rv iews and w ill be d esigne d in a way
to build consensus <Ho und th e des i re d o utcom es. C athy wi ll rev iew the dra ft worksh o p agenda
w ith you C\nd th e Mayo r. Pri o r to th e v.rorks h o p, we will work w ith you a nd your s taff o n
logistic s, including any mate rial s that will b e n eeded.
Activity 2: Faci l itate the City Counci l Workshop
Cathy w ill faci lita te th e C it y Council worksh op, \vhich wi ll be he ld on a mutually agreeable
da te. It is anticipa ted that it w ill b e a pproxima te ly fo ur h o urs in le n gth . The sessio n w ill be
e n gaging a nd inte ra cti ve w ith a focu s o n th e qualities n ecessa ry for th e n ew c it y manager to be
s u ccessful in ac hi eving th e C ity Coun cil's visio n a nd establi s hed goa ls. In a ddition, time will be
allocated to prioritize the ide ntifi ed q u alities. T hi s prio riti z ati o n w ill prov id e g uidance t o the
exec uti ve recruitme nt process, and may a lso se rve as weigh te d c rite ria fo r eva lu atin g p o te nti a l
candida tes. The works h o p wil l b e fac ilitate d in a wny th at e nnbl es participilnts to productive ly
discuss th e ir p e rspec ti ves and rea ch agreement o n th e m ost impo rtant ch a ra c te ris ti cs th e next
San Juan Ca pis tra n o city m a nage r s ho uld possess .
After the works hop, we w ill prepare a re p ort s ummariz ing the results a n d a n y foll ow-up
a c tions to be ta ke n. If desired , Cathy w ill a tte n d a m ee tin g w ith th e Ci ty Counc il and executive
recruiter to brief parti cipnnts o n the worksh op o utcom es.
Facilitator
Ca th y S tandiford, P a rtne r h as d eveloped h e r ex p e rti se in s tra tegic m anngcm c nt, o rg aniz atio nal
development, team building, o p e ratio n s analys is, and problem solv in g during 27 yea rs of
public secto r experi e n ce. Befo re joining Man agem e nt Partners s h e he ld execu ti ve level
position s in three Califo rni a communities, in cl uding assistan t c ity maMger fo r the C it y o f Sa nta
Ana, city manager for the C ity of La Palma, and d e puty c ity manager for the C ity o f Ga rde n
G rove, w h e re s h e served as a fo unding m e mbe r o f th e Garden Grove Community Foundation.
An ICMA C redential ed Mnnager s ince 2004, Ca th y is recogni zed fo r h e r knowledge of
munic ipa l governme nt ope ra tion s and p o li cy issu es. Sh e is a s ki ll ed facilitator and tra in e r, and
se rves a s a n adjunct pro fes s or fo r Ca lifornia State Uni ver s it y Full e rton's Public Sector
Lendershi p in the 21 •' Century progra m . Som e of th e c li e nts Ca th y h as a ssis ted include th e ci ti es
o f A nahe im, El Monte, Fu ll e rto n, Fremont, Hunting to n Beach, Long Bench, Sea l Beac h, Mission
Vie jo, Manhattan Beach, New port Beach , Place ntia, Ro hne rt Park, Santa Monica, Sacramento,
G le ndale a nd G le ndora; the Cambria Community Health Ca re District; Ven tura County; the
Ms . K11 rc n Bru st
Sa nta Ba rbara C o unty A ssociation o f Go ve rnme nts; and C hrysa li s Ente rprises, a n o n -pro fit
o rg aniza ti o n based in Los A n geles.
Fee Proposal
Pnge3
Manage m e nt P a rtne rs antici p a te s th a t 15 h o urs w ill b e re quire d to comple te thi s project. The
t o tal cost of thi s worksh op is $3,000, which includes all fees a nd expe n ses.
Thank you for th e o pportunity to provide thi s propo sal. We look fo r ward to assis tin g yo u w ith
this w o rks hop. lf you h ave any que s tion s, p lease co ntact Ca thy Standiford at 714-222-0141.
S in ce re ly,
Lj sd-v
A ndy Be lknap
Regional Vic e Preside nt
Acce pte d fo r th e City o f San Juan Capis trano b y :
Name :. __________________________ __
T i ti e:, ____________________________ _
Da te :, ____________________________ _
~Mathis Consulting Group
August 14, 2015
TO:
FROM:
Keith Till, Interim City Manager
City of San Juan Capistrano
Dr. Bill Mathis
Management Consultant
RE: Council Retreat on City Manager Recruitment
A Mathis Company
Thank you for the call to facilitate an effort with City Council to arrive at a clear profile,
compensation and background for the next City Manager. It is understood that Council
and Interim CM desire a comprehensive but fast track for moving recruitment and
selection of their next City Manager.
I recommend the following process that would guide the Council and newly selected
recruitment team in moving the process forward:
a) Do some backgrounding with Interim, Staff and Karen Burst to identify issues in
the Community; 4 hrs.
b) Set individual meetings dates with City Council to prepare them for a workshop
on outlining CM traits and background desired (within next two weeks); 6 hrs.
c) Workshop with all Council members; 4hrs.
d) Prepare written document of the results in order that Council would formally
approve the profile and provide the recruiters clear direction and timelines to
meet their objectives; 4 hrs.
Cost: $6,ooo, plus expenses (mileage)
Keith Till, Interim City Manager
City of San Juan Capistrano
Dr. "B.tll
Dr. Bill Mathis
Management Consultant
www.MathlsGroup.net 1
AITACHMENT 2
QUADRANT
LAW GROUP
Right people. Right tasks. Right approach.
City of San Juan Capistrano
City Manager Selection Process
Strategic Facilitation Consulting
Scope of Work
August 13, 2015
www .quadrantla\'.'grflUp.com
(949) 396-0452
Orange County ft Chicago 0 New
ATTACHMENT 3
I. Introd u ctio n
The City of Sa n Ju an Cap istra n o (the "Ci t y") i s in a period of tra ns ition and h as beg un the
proce ss of searchin g for and se le ctin g a new City M anager. The City would benefit from a
d etai led ana lys is of t h e id e al City Manag er in vie w of the Counc il 's lon g r ange goa ls.
I I. Pr oposa l
Qu ad r ant Law Gro u p ("Quadrant") proposes to provi de strat egic consult ing to faci litate
ali g nment of the city manager selection process with th e council's lon g-range goals , as follow s:
• Produce a report suggested process consi d erations and guidance for its search firm,
su gge stin g characte r i stics of an id eal City M an age r for consid e rat ion by the counc il and
pro po sin g a wei ghting rubric for scoring those ch aract e ri stics .
• Attend and fa ci litate an ope n co u nci l w o r ks h op to discuss t h e ch ar acter istics, weig hti ng
ru b ri c and ideal City Manage r d esc ription .
• Summarize the council's direct ion derived fro m the worksh o p in a fin al r eport.
• Atte nd the meeting when the coun cil adopts th e fram ework and provid e any supporting
information or testimony as n ecessa r y.
Thi s proce ss will create a tool for the sea r ch f irm to use that will r esu lt in a predictable
narrowing of cand idates and will focu s the searc h firm on the key area s t h e council is
con ce rned with for its lon g term strategic g rowth.
Ill. ProjectStaffi ng
Thi s assi gnment will be se rviced primarily throug h th e efforts of Robert Min g, our Foundin g
Partner. Mr. M i ng h as a u niq ue sk ill set and ex p eri e n ce wh ich ma ke him p art icula rl y well su it ed
to working with cities to h e lp build con se nsus and address is sue s in a collaborative w ay. Ot h e r
Qu ad r ant staff m ay participat e as needed.
Robert Ming, Founding Partner
• Fo u nding President of the Associat i on of Ca l ifornia Cities
• Form e r Pre sid e nt of the California Leagu e of Citi es -Orange County
Divis ion.
• Former Mana ging Director and Associate Gen era l Counsel at Jefferies
• Fo r mer Ge n era l Coun sel at BeXcom, a B2B e-comme r ce proc urement
provide r
• Two t i me Former Mayor of La gun a Ni gu el, counci l member for eight years,
www .qUJlirant l ,t\'. !JI\)llp.~t1ITI
(949) 396-045 2
Los Angele s C Chicago C New Yo rk
board member of the Transportation Corridor Agency, the Orange County Vector
Control District, and the California Joint Powers Insurance Authority.
• Former Chair of the ACC-OC Economic Development Best Practices Committee,
during which time the committee developed best practice guidelines for cities
seeking to encourage local economic development, public collaboration and
enhanced customer service.
• Former Chair of the ACC-OC Pension Reform Committee, during which time the
committee developed best practice guidelines for pension reform that were
unanimously adopted by member cities.
• 2013 Collaborative Policymaker of the Year Award
IV. Fees
Quadrant proposes a fixed fee for this process based on the following assumptions:
A. Research and Presentation of Report 15-20 hours
B. Facilitate an Open Meeting Council Workshop 2-5 hours
c. Prepare Final Report 6-8 hours
D. Council Adoption of the Goal or Objective 2 hours
Total 25-35 hours
Quadrant will perform each issue analysis for a fixed ·fee of $12,000, payable 50% upon
commencement of the issue analysis and 50% upon presentation of the Final Report to the City.
Actual out of pocket expenses will be billed at cost.
V. Term and Termination
The council may terminate this SOW at any time, and in such event, shall pay Quadrant its
normal hourly rates for hours expended prior to the termination date.
If this SOW accurately reflects your understanding of our agreement, please sign in the space
provided below.
City of San Juan Capistrano Quadrant Law Group LC
By:, ____________ _ By:. _____________ __
Name: Derek Reeve
Title: Mayor
Name: Robert Ming
Title: Founding Partner
www.quadrantlawgn,up.com
(949) 396-0452
Orange County G Chicago 8 New York