HomeMy WebLinkAboutProthman - Finance Director 2016January 6, 2016
Mr. Dave Zabell
City Manager
City of Pasco
525 N Third Ave
Pasco, WA 99301
Dear Mr. Zabell:
Thank you for your confidence in Prothman to assist the City of Pasco in the recruitment for its
next Finance Manager. The following represents a scope of work for this search and associated
professional fees and expenses.
SCOPE OF SERVICES
Project Review
The first step will be to review the following topics:
♦ Review the scope of work and project schedule
♦ Identify the geographic scope of the search (local, regional or national)
♦ Review the compensation package and decide if a salary survey is needed
♦ Identify key stakeholders
Information Gathering and Research
Our goal is to thoroughly understand the values and culture of the City of Pasco, as well as
the preferred qualifications you desire in your next Finance Manager. We will travel to Pasco
and:
♦ Meet with the City Manager, Deputy City Manager, Administrative & Community
Services Director, Department Directors, Staff and others as directed
♦ Review all documents related to the position
Position Profile Development
Once we have a firm understanding of the preferred candidate qualifications and the values,
culture and challenges of your organization, we will develop a profile of your ideal candidate.
Profiles include the following:
♦ A description of the ideal candidate's qualifications
• Years of related experience and education required
• Ideal personality traits and work habits
♦ Organization -specific information
• Description of the organization, position and key responsibilities
• Priorities and challenges facing the organization
♦ Community -specific information
♦ Compensation package details
♦ Information on how to apply
206.368.0050 • 371 NE Gilman Blvd., Suite 350 Issaquah, WA 98027 • w .prothman.com @ ) �\
Recruitment and Advertising Strategy
We recognize that often the best candidates are not actively looking for a new position --this
is the person we want to reach and recruit. We have an aggressive recruitment strategy
which involves the following:
♦ Print and Internet -based Ads placed nationally in professional publications,
journals and on related websites.
♦ Direct Mail Recruitment Brochures sent directly to hundreds of highly qualified
finance professionals who are not actively searching.
♦ Posting the Position Profile on the Prothman website, which receives
thousands of hits per month.
Candidate Screening
Once the application deadline has passed, we will conduct an extensive candidate review
designed to gather detailed information on the leading candidates. The screening process
has 4 key steps:
1) Application Review: Using the Position Profile as our guide, we will screen the
candidates for qualifications based on the resumes, applications, and
supplemental questions (to determine a candidate's writing skills, analytical
abilities and communication style). After the initial screening, we take the yes's
and maybe's and complete a second screening where we take a much deeper
look into the training, work history and qualifications of each candidate.
2) Personal Interviews: We will conduct in-depth videoconference or in-person
interviews with the top 8 to 15 candidates. During the interviews, we ask the
technical questions to gauge their competency, and just as importantly, we
design our interviews to measure the candidate's fit within your organization.
3) Internet Publication Background Search: We conduct an internet publication
search on all semifinalist candidates prior to their interviews. If we find anything
out of the ordinary, we discuss this during the initial interview and bring this
information to you.
4) Work Session: We will prepare a detailed summary report which includes each
candidate's application materials and the results of the personal interviews and
publication search. We will travel to Pasco and advise you of the candidates
meeting the qualifications, our knowledge of them, and their strengths and
weaknesses relative to fit within your organization. We will give you our
recommendations and then work with you to identify the top 4 to 6 candidates to
invite to the final interviews. We will discuss the planning and design of the final
interview process during this meeting.
Final Interview Process
♦ Design of the Final Interviews
The design of the final interviews is an integral component towards making sure
that all stakeholders have the opportunity to learn as much as possible about
each candidate. Elements of the design process include:
• Deciding on the Structure of the Interviews
We will tailor the interview process to fit your needs. It may involve using
various interview panels or just one-on-one interviews with the decision
makers.
• Deciding on Candidate Travel Expenses
We will help you identify which expenses your organization wishes to cover.
• Identifying Interview Panel Participants & Panel Facilitators
We will work with you to identify the participants of different interview panels
to ensure that all stakeholders identified have been represented.
♦ Background Checks
Prior to the final interviews, we will conduct a background check on each of the
finalist candidates. Background checks include the following:
• References
We conduct 4-5 reference checks on each candidate. We ask each
candidate to provide names of their supervisors, subordinates and peers for
the last several years.
• Education Verification, Criminal History, Driving Record and Sex
Offender Check
We contract with Sterling for all driving record, education verification, criminal
history, and sex offender checks.
♦ Candidate Travel Coordination
For those candidates who will be traveling to the final interviews, we work with
the candidates to organize the most cost effective travel arrangements.
♦ Final Interview Binders
We will provide Final Interview Binders. They are the tool that keeps the final
interview process organized and ensures that all interviewers are "on the same
page' when it comes to evaluating each candidate.
♦ Final Interviews with Candidates
We travel to Pasco and facilitate the interviews. The interview process usually
begins with a morning briefing where schedule and process will be discussed
with all those involved in the interviews. Each candidate will then go through a
series of one hour interview sessions, with an hour break for lunch.
♦ Panelists & Decision Makers Debrief: After the interviews are complete, we
will facilitate a debrief with all panel participants where the panel facilitators will
report their panel's view of the strengths and weaknesses of each candidate
interviewed. The decision makers will also have an opportunity to ask panelists
questions.
♦ Candidate Evaluation Session: After the debrief we will facilitate the evaluation
process, help the decision makers come to consensus, discuss next steps, and
organize any additional candidate referencing or research if needed.
♦ Facilitate Employment Agreement: Once the top candidate has been selected,
we will offer any assistance needed in developing a letter of offer and negotiating
terms of the employment agreement.
Warranty
♦ Repeat the Recruitment: Should a top candidate not be chosen, we will repeat
the recruitment with no additional professional fee. The only cost to you would be
the cost of the expenses.
i ROTHMAN
FEE, EXPENSES & GUARANTEE
Professional Fee
The fee for conducting the Finance Manager recruitment is $18,500, plus expenses. The
professional fee covers all Prothman consultant and staff time required to conduct the
recruitment. This includes all correspondence and on-site meetings with the client, writing and
placing the recruitment ads, development of the candidate profile, creating and sending
invitation letters, reviewing resumes, coordinating and conducting semifinalist interviews,
coordinating and attending finalist interviews, coordinating candidate travel, professional
reference checks on the finalist candidates and all other search related tasks required to
successfully complete the recruitment.
Expenses
Expenses vary depending on the design of the recruitment. We work diligently to keep
expenses at a minimum and keep records of all expenditures. The City of Pasco will be
responsible for reimbursing expenses Prothman incurs on your behalf. Expense items include
but are not limited to:
♦ Newspaper, trade journal, websites and other advertising
♦ Direct mail announcements
♦ Final Interview Binders, printing of materials & delivery expenses
♦ Consultant travel and related expenses and travel time
♦ Background checks performed by Sterling
♦ Any client -required licenses, fees or taxes
♦ Candidate travel: expenses vary depending on the number of candidates, how far the
candidates travel, length of stay, if spouses are included, etc. We will coordinate and
forward to your organization the candidates' travel receipts for direct reimbursement to the
candidates.
A 3% charge will be added to all expenses which reflects City of Issaquah and State B&O tax
obligations. Professional fees are billed in three equal installments throughout the recruitment.
Expenses are billed monthly.
GUARANTEE
Our record of success in placing highly qualified candidates provides that Prothman will
guarantee that if the selected finalist is terminated or resigns within one year from the
employment date, we will conduct a replacement search with no additional professional fee; on
the conditions that Prothman has conducted a full recruitment process and the position has
been recruited at market rate salary.
CANCELLATION
You have the right to cancel the search at any time. Your only obligation would be the fees and
expenses incurred prior to cancellation.
Accepted by:
CITY OF PASCO
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City Manager
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