sr-032012-3iD
City of
Santa Monica
City Council Report
City Council Meeting: March 20, 2012
Agenda Item: J Z
To: Mayor and City Council
From: Donna Peter, Human Resources Director
Subject: Agreement with Alliance Resource Consulting for Director of Records and
Election Services (City Clerk) Recruitment
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional services agreement with Alliance Resource Consulting LLC., a
California -based company, in the amount of $28,500, to provide executive recruitment
services in the search for a new Director of Records and Election Services (City Clerk).
Executive Summary
The City Clerk is relied upon by the Council, City departments, and the general public to
ensure transparency in local government process, hold elections, and maintain the
City's legislative history. It is a high - profile position that is appointed by the City Council.
As such, staff recommends engaging an executive recruitment firm to conduct a
nationwide search to identify candidates to fill the vacancy that will occur when the
sitting Clerk retires in May. Alliance Resource Consulting LLC. is recommended to
provide executive search and recruitment services for an amount not to exceed
$28,500.
Background
On February 28, 2012 the City's current Clerk, Maria M. Stewart, announced her
intention to retire in May 2012. Subsequently, the Council directed staff to engage in a
nationwide search to recruit candidates for the position.
Discussion
The City contracts with executive search firms to assist with identifying candidates for
high -level management vacancies that require customized recruitment strategies and
approaches. Executive search firms assist in the creation of a recruitment profile which
details the desired qualifications and characteristics for the position. The firm then uses
professional contacts, relationships, industry- specific and non - traditional outreach to
find qualified candidates. Once an applicant pool is created, the firm assesses and
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evaluates candidates, verifies degrees and certifications, monitors news sources,
conducts preliminary interviews, and checks references. A selection panel interviews a
group of candidates. The top qualified candidates are then interviewed by the hiring
authority that makes the final selection.
Staff is recommending engaging such a firm to assist with the recruitment of a new City
Clerk, a leadership position with a great diversity of responsibilities and significant public
profile. The firm would work with staff to develop a recruitment profile, implement the
recruitment methodology, and narrow the applicant pool to the top candidates. City
Council members would interview the top candidates and make the final selection.
Through the City's Charter, Section 702, the City Clerk is charged with:
• Attending all meetings of the City Council
• Recording and maintaining a full and true record of all of the proceedings of the
City Council
• Maintaining ordinance and resolution books
• Being the custodian of the seal of the City
• Administering oaths or affirmations
• Taking affidavits and depositions pertaining to the affairs and business of the City
and certifying copies of its official records
The significant amount of public participation and engagement in representative
democracy demonstrated in Santa Monica necessitates that the City Clerk also:
• Facilitate transparency in local government processes
• Make information readily and easily available to the public
• Increase public awareness about City government, the election process, and
candidates
• Conduct all elections according to City and State codes
• Manage applications to City Boards, Commissions, and Task Forces
While the City Clerk is appointed by and reports to the City Council, a high degree of
collaboration and creative problem - solving with the other members of the City's
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Executive Team and close partnership with the other Council- appointed staff, the City
Manager and City Attorney, is required. The building and maintaining of close and
trusting professional relationships with Council members and City staff is a key skill.
The Records and Election Services Department is an internal service department that
works with every other City department, as well as with the City's Boards and
Commissions. Managerial acumen, leadership, and an enterprising approach is also
part of the job. Staff are often asked to analyze existing practices and investigate and
recommend emerging technologies for cost - savings, efficiency, and improved customer
service.
Contractor /Consultant Selection
The City Manager has exercised his authority (SMMC 2.24.073(d)) to identify a firm that
is uniquely qualified to assist the City with the critical task of providing executive search
and recruitment services. Staff recommends entering into an agreement with Alliance
Resource Consulting for an amount not to exceed $28,500 ($20,000 for recruitment
services and up to $8,500 for expenses.) While this amount is under the threshold for
Council approval of professional services agreements, the importance of the Council -
appointed position and its high - profile and public role calls for consideration within a
public forum.
Alliance Resource Consulting has nationwide experience recruiting senior executives
for small to large local governments. The firm has recruited the City Clerks for the Cities
of Anaheim (partial recruitment), Long Beach, and West Hollywood. By drawing on past
experience recruiting both traditional and non - traditional candidates and proactive
recruitment of candidates who may not be seeking new employment and would not
normally respond to routine advertising, the process will likely result in a strong and
diverse candidate pool for Council to consider.
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Next Steps
Contingent on Council approval, the recruitment timeline would be:
• End of March — Early April: Development of candidate recruitment profile
• Early April — Early May: Active recruitment
• May: Alliance staff evaluate candidate pool and conduct preliminary interviews
• Early June: Selection panel interviews candidate pool
• Early June: Council interviews top candidates during a special Council meeting
Financial Impacts & Budget Actions
The agreement to be awarded to Alliance Resource Consulting, LLC will not exceed
$28,500. Funds in the amount of $28,500 are available in the FY11 -13 budget at
account number 01211.555010.
Prepared by: Donna Peter, Director, Human Resources
Approved:
Donna Peter
Director, Human Resources
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Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9561 (CCS).