FOWLER CITY COUNCIL SPECIAL MEETING AGENDA (REVISED) OCTOBER 6, 2020 6:30 P.M. CITY COUNCIL CHAMBER 128 S. 5TH STREET FOWLER, CA 93625  This meeting will be conducted pursuant to the previsions of Paragraph 11 of the Governor's Executive Order N-25-20 which suspends certaln requlrements of the Ralph M. Brown Act, and as a response to mitigating the spread of COVID-19, the meeting will not be open to the public. The telephone number listed below will provide access to the City Council meeting via teleconference. Please note: when Joining the meeting you will be asked your name which will be used to identify  you during any public comment period. Telephone Number: 978-990-5175  Meeting ID:  494026#  Iti isr requested that any member of the public attending whlie on the teleconference to have his/her/their phone set on "mute" to eliminate background noise or other Interference from  telephonic participation.  1. 2. 3. 4. 5.  Meeting called to order Roll call  Discussion and Approval of updated City Manager Job Description  Approval of Proposal from William Avery & Associates, Inc. for City Manager  Recruitment Services Adjourn  CERTIFICATION: Corina Burrola, Deputy City Clerk of the City of Fowler, Califomia, hereby certify that  the foregoing agenda wasposted for public review on Monday, October 5, 2020.  Coru Burrola Corina Deputy City Clerk  Fat    PROPOSAL FOR THE CITY OF FOWLER FOR THE RECRUITMENT OF A CITY MANAGER  William Avery & Associates, Inc. - Our Profile  William Avery & Associates, Inc. (Avery Associates) is a successful and service focused Management Consulting firm based in Los Gatos, California. Incorporated in 1982, the firm specializes inl Executive Search, Labor Relations and Human Resources/Management Consulting. The firm currently includes two Principals and several key consultants. Bill Avery, the founder of Avery Associates, heads and manages the firm. He oversees the Labor Relations practice and is heavily involved in the search business including leading key searches. Paul Kimura focuses on and manages the Executive Search and Recruitment practice. Key staff members include Bill Lopez and Sam Avery, who support the search practice and the firm's administrative staff includes Tomi Ewing, Jackie Collins and Michelle Ross. Temporary staff as needed augments Mr. Avery, having served in the past as a City Manager, provides the firm with 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 high technology experience, provides the basis for many of the recruitment strategies and tactics utilized by the firm. Collectively and combined, the firms Principals offer exceptional expertise in the area of public  the team.  sector recruitment and consulting.  Firm Qualifications - What Differentiates Avery Associates  Exceptional service delivery and a very high-quality work product provide excellent results for our clients. This begins with the initial client meetings, which lead to detailed timelines for deliverables followed by weekly recruitment status updates following initiation of the search. Our candidate outreach efforts are professionally and confidentially conducted. The evaluation materials we provide clients are routinely characterized as accurate, comprehensive and of very high quality. We believe more sO than any other public sector recruitment firm. This is largely based on our interview system utilizing behavioral interview techniques. This leads to a quality The service element is based on two factors: The first is the collective service philosophy from all of our organizational team members. They are each dedicated to providing service and support to clients. The second factor is based on the high level of engagement and participation from the firm Principals in every search assignment. This hands-on involvement includes client interface, identifying and developing the ideal candidate profile and position specification, development of the search strategy, candidate Outreach,interviewing: and assessment, completion of reference interviews, candidate presentation, final interview facilitation and when desired,  product with excellent end results for our clients.  negotiation of employment terms with the successful candidate.    Recruitment Team for the City of Fowler  Bill Avery and Paul Kimura will serve as the Principals in charge of this project and will be assisted by Bill Lopez and Sam Avery. Mr.Avery and/or Mr. Kimura will be personally involved in the initial client meetings, development of the ideal candidate profile and search strategy, interviewing and assessment of candidates, the presentation of candidates, attendance at final interviews and will beavailable 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. Avery and/or Mr. Kimura will individually meet with the City Council, City Manager and other designated city stakeholders 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 Discuss the goals,objectives, deliverables, and challenges related to this position. Gain insight of the various organizational dynamics and departmental issues that  ideal candidate.  exist within the organization.  Identify the compelling aspects to this opportunity.  Based on these discussions, a candidate profile and a formal recruitment brochure will be developed and presented for final approval.1 The ideal candidate profile would bei incorporated into the brochure. The brochure is also utilized as a marketing tool, in advertising copy, and  for other outreach announcements.  II. Development of the Search Strategy and Advertising  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 the search: Original research, which consists of identification and contact of current incumbents or other candidates who meet the profile but are not actively seeking other  2    employment. We heavily utilize Linkedin Recruiter in our research and outreach Development of a targeted candidate list based on our extensive database of key executive contacts, referrals and recommendations from key sources, and other current and former City Management personnel who have extensive contacts and Public information sources that include various membership listings such as the League of California Cities, ICMA and the various municipal organizations within An extensive mailing campaign to current city managers and select assistant Print advertising in ICMA Newsletter, Jobs Available and any other print Internet job postings on national public sector employment bulletin boards, City Management and Municipal association-based web: sites, and our company website.  efforts.  networks in this area.  the U.S.  managers throughout the U.S.  publications deemed appropriate by the City.  III. Candidate Assessment  Our assessment process involves several "tiers" of evaluation. All candidates responding to these positions will initially, be evaluated based on their resume and if appropriate, an extensive phone "screening" by a firm Consultant. Candidates who pass the initial "qualifying" criteria are then scheduled for a formal interview with Mr. Avery or Mr. Kimura. These extended personal interviews typically take one hour and a thorough discussion of their experience,a accomplishments, management philosophy and interpersonal In interviewing candidates, we utilize a methodology based on "behavioral" interview techniques. Fundamentally, this approach explores a candidate's past accomplishments and experiences. The philosophy here is that the best indicator of future performance is assessing past behavior. This methodology allows the firm to "project" how a candidate Those individuals who best fit the position requirements will have a Candidate Assessment Report developed by the Principal who conducted the interview. Additionally, two initial reference interviews are performed on these candidates. The reference interviews provide our clients with additional insights on the candidate's  style takes place.  would approach and address challenges in the new position.  "behavior" and style.  3    IV. Candidate Presentation  Upon completion of formal interviews and initial reference interviews, a selection of candidates for presentation is made. Typically, the number of final candidates requested by our clients range from five to seven. We feel our extensive screening, interview, and reference process; combined with 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 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. VI. Recruitment Closure and Follow-Up  Based on the firm's '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 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  process.  status with your office.  Consulting Fee  Based on the services described in our proposal, the professional services consulting fee for this recruitment will be $17,900. We would provide our first consulting invoice in the amount of $7,900 at the outset of the search. A second invoice of $5,000 would be billed with the presentation of candidate recommendations and the final invoice of $5,000 for the retainer will be submitted at the completion of the search. The consulting fee will be inclusive of all services In addition to the Professional Services Fee, normal and direct out-of-pocket expenses associated with the search are charged back to the client. Expenses for this assignment would not exceed $5,000 without the express consent of the City. These expenses include: advertising, clerical time, supplies, printing, telephone, postage, background checks and consultant travel for client  defined within this proposal unless otherwise stated.  4    discussions, meetings, local and out-of-area candidate interviews. All expense items are  reimbursed "at cost" and will be detailed and billed on a monthly basis.  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 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 any reason. In either case, we. invoice a client only for out-of-pocket expenses incurred ini identifying a replacement.  our search efforts until a successtul candidate is employed.  5    CITY OF FOWLER  CITY MANAGER - RECRUITMENT SCHEDULE  Description (Weeks) Initial meeting(s) Job announcement draft Advertising and marketing in Recruitment strategy finalized Approve and print job announcements Recruitment period C Candidate screening Candidate Interviews Complete references Preparation of candidate book Presentation of candidates Final interviews  1234  5678  9101112 13141516  2 2-3 3 3-4  place.  4-8  7-8 8-9  10 10 11  13  6