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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 1 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 2 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. 3 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 11 Forwarded to Council: Rod Gould City Manager Reference Contract No. 9561 (CCS).