MONROE CITY COUNCIL. Agenda Bill No Confirmation of Interim City Administrator Appointment/Authorize Mayor to Sign Contract

Transcription

1 MONROE CITY COUNCIL Agenda Bill No SUBJECT: Confirmation of Interim City Administrator Appointment/Authorize Mayor to Sign Contract DATE: DEPT: CONTACT: PRESENTER: ITEM: 12/13/2016 Administration Gene Brazel Geoffrey Thomas Announcement/ Human Resources Ben Warthan Presentations #2 Discussion: 12/06/2016; 12/13/2016 Attachments: Interim City Administrator Services Contract REQUESTED ACTION: Move to confirm the appointment of Mr. David Moseley as Interim City Administrator; and authorize the Mayor to sign the Contract with Prothman for Interim City Administrator Services, and expressly authorize further minor revisions as deemed necessary or appropriate. DESCRIPTION/BACKGROUND On December 6, 2016, City Council authorized the Mayor to sign the contract with Prothman to provide Interim City Administrator Services (see attachment 1). On December 9, 2016, three Interim City Administrator candidates provided by Prothman were interviewed. Upon deliberation of the Mayor and Staff, Mr. David Moseley has been selected to fill the position of Interim City Administrator. Mr. Moseley has forty years of municipal experience and is currently semi-retired operating his own consulting company and providing interim services through Prothman. Prior to retirement, he was Assistant Secretary for Washington State Department of Transportation Ferries Division; and his career has afforded him a variety of positions including City Manager of Federal Way, City of Ellensburg, and Town Administrator of the Town of Steilacoom. Mr. Moseley holds a Certificate from Harvard University, John F. Kennedy School of Government, A Masters of Divinity from Golden Gate Theological Seminary, and a Bachelor of Arts in Political Science from Willamette University. He also received the Governor s Award for Leadership in Management in Mr. Moseley is available and committed to filling this interim position through the recruitment, selection, and appointment process for a permanent City Administrator a process estimated to encompass approximately 90 to 120 days. The contract and scope of work for these services has been prepared and reviewed by the City Attorney s Office, and is presented for City Council s consideration (see attachment 2). In addition, per MMC , the Mayor is seeking confirmation of the appointment of Mr. David Moseley as the Interim City Administrator. IMPACT BUDGET Hourly wage -- $90.00; billed monthly. To be paid from the General Fund #001; 2017 Budget Administration Services/Charges Line Item. TIME CONSTRAINTS As soon as possible to begin providing Interim City Administrator Services. MCC Agenda 12/20/2016; Page 1 of 16

2 ATTACHMENT 1 MONROE CITY COUNCIL Agenda Bill No SUBJECT: Award RFP and Authorize the Mayor to Sign Contract for Interim/Permanent City Administrator Search Services DATE: DEPT: CONTACT: PRESENTER: ITEM: 12/06/2016 Administration Gene Brazel Geoffrey Thomas Human Resources Ben Warthan Discussion: 12/06/2016 First Reading: 12/06/2016 Attachments: 1. Prothman Proposal 2. Proposed Contract with Prothman REQUESTED ACTION: Move to award the Executive Search Services RFP to Prothman; and authorize the Mayor to sign the Contract with Prothman to provide Interim City Administrator services and City Administrator recruitment services for the City of Monroe, and expressly authorize further minor revisions to the contract as deemed necessary or appropriate. DESCRIPTION/BACKGROUND At the November 8, 2016, City Council Meeting, City Administrator Gene Brazel announced his resignation from the position of City of Monroe City Administrator. On November 9, 2016, a Request for Proposals was issued seeking Executive Search Services, with a closing deadline of Friday, November 18, 2016, 4pm PST. This RFP was noticed on the City s webpage, on-site, and published in the following periodicals: Daily Journal of Commerce, Seattle Times, and Everett Herald. The proposal solicited the interest of qualified firms to provide executive search services for an Interim City Administrator and executive search, recruitment, and selection of a City Administrator. Upon the closing deadline, three proposals were received and reviewed; and Prothman was selected as the most qualified firm for these services. The proposal includes providing Interim City Administrator services and City Administrator recruitment services for the City of Monroe; and proposes the following fees (see Attachment 1): City Administrator Salary and Benefits for an Interim City Administrator (Att1, page 5); $18,500 for conducting a City Administrator recruitment with a one-year guarantee (plus tax) (Att1, page 8); and Expenses (Att1, page 8). IMPACT BUDGET City Administrator Salary and Benefits for an Interim City Administrator; $18,500 for conducting a City Administrator recruitment with a one-year guarantee (plus tax); and expenses. TIME CONSTRAINTS As soon as possible to begin search services. Page 1 of 13 MCC Agenda 12/20/2016; Page 2 of 16

3 ATTACHMENT 1 Proposal to provide Interim City Administrator services and City Administrator recruitment services for the City of Monroe Presented by Contact: Greg Prothman - greg@prothman.com, cell phone 371 NE Gilman Blvd., Suite 310, Issaquah, WA Submittal Date: November 18, 2016 Greg Prothman President Page 2 of 13 MCC Agenda 12/20/2016; Page 3 of 16

4 STATEMENT OF QUALIFICATIONS ABOUT PROTHMAN Prothman Company is a Northwest based consulting firm that specializes in providing national and regional executive recruitment services to cities, counties, and other governmental agencies throughout the western United States. Founded and incorporated in Seattle in 2001, Prothman has quickly become an industry leader known and respected for outstanding customer service, quality candidate pools, and knowledge of local government. OUR EXPERTISE Recruitment Knowledge and Experience: The Prothman team has conducted over 450 recruitments and interim placements. We have read and screened over 15,000 resumes, and we have personally interviewed over 5,000 semifinalist candidates. We know how to read between the lines, filter the fluff, and drill down to the qualities and experiences required to be a good manager. Firsthand Knowledge of Local Government: Every Prothman team member has worked in local government. Our talented consultants have a cumulative 150 years in local government service, with expertise ranging from organization management, police and fire management, human resources, finance, public works and elected official public service. OUR PROVEN PROCESS Clients and candidates continually tell us that we have the best process and client service in the industry. The tenure of our placements is among the best in the industry because we understand that "fit" is the most important part of the process; not just fit within the organization, but fit within the community, as well. OUR GUARANTEE We are confident in our ability to recruit an experienced and qualified candidate who will be the perfect fit for your organization. Should the selected finalist leave the position or be terminated for cause within one year from the employment date, we will conduct a replacement search with no additional professional fee. REFERENCES City of Lake Stevens, WA City Administrator, Planning Director, Police Chief Contact - Mayor, John Spencer City of Snoqualmie, WA - Finance Director, Fire Chief, Community Development Director, Police Chief Contact - City Administrator, Bob Larson City of Snohomish, WA - Planning Director, Finance Director Contact - City Manager, Larry Bauman City of Shoreline, WA - City Manager, City Attorney, Parks & Recreation Director, Public Works Director Contact - HR Director, Paula Itaoka Page 3 of 13 MCC Agenda 12/20/2016; Page 4 of 16 2

5 STATEMENT OF QUALIFICATIONS Current Recruitments City of Yelm, WA City Administrator City of Lake Stevens, WA City Administrator City of Troutdale, OR City Manager City of Drain, OR City Administrator City of Mountlake Terrace, WA PW Director Inyo County, CA IT Director City of Lincoln, NE Finance Director City of Port Angeles, WA City Engineer Maple Valley Fire & Safety, WA Fire Chief Vashon Fire & Rescue, WA Fire Chief City of Ferndale, WA Police Chief Manager/Administrator Recruitments City of Woodinville, WA - City Manager City of Puyallup, WA - City Manager City of Pasco, WA - City Manager City of Sultan, WA - City Administrator City of Riverton, WY - City Administrator City of Shoreline, WA - City Manager City of Gillette, WY - City Administrator City of Casper, WY - City Manager City of Stanwood, WA - City Administrator City of Issaquah, WA - Deputy City Admin. San Juan County, WA - County Manager City of Stevenson, WA - City Administrator City of Othello, WA - City Administrator City of Lynden, WA - City Administrator City of Lincoln City, OR - City Manager City of Covington, WA - City Manager WACO, WA - Executive Director City of Gladstone, OR - City Administrator City of Scappoose, OR - City Manager City of Bandon, OR - City Manager City of Canby, OR - City Administrator City of McMinnville, OR - City Manager City of Hood River, OR - City Manager City of Hermiston, OR - City Manager Lane County, OR - County Administrator City of Duvall, WA - City Administrator City of Kenmore, WA - City Manager City of Lake Forest Park, WA - City Admin. City of Chelan, WA - City Administrator Snohomish County, WA - Executive Director City of College Place, WA Police Chief Ben Franklin Transit, WA Operations Mgr. Ben Franklin Transit, WA Admin. Svcs. Mgr. City of West Linn, OR Cmty. Dev. Director City of Federal Way, WA Cmty. Dev. Director Jefferson County, WA Dep. Prosecuting Att. City of Bandon, OR Finance Director City of Issaquah, WA Finance Director City of Federal Way, WA City Attorney City of Bremerton, WA Finance Director City of Bremerton, WA Fire Chief City of Minot, ND - City Manager Summit County, UT - County Manager City Belgrade, MT - City Manager City of Lebanon, OR - City Manager City of Polson, MT - City Manager City of Fife, WA - City Manager City of Bothell, WA - Asst. City Manager City of Lakewood, WA - City Manager Grays Harbor Transit, WA - General Manager City of Newcastle, WA - City Manager City of Waldport, OR - City Manager City of Lake Oswego, OR - City Manager Deschutes County, OR - County Administrator SW Clean Air Agency, WA - Executive Director City of Issaquah, WA - City Administrator City of Sunnyside, WA - City Manager ecitygov Alliance, WA - Executive Director Paine Field, WA - Airport Director Intercity Transit, WA - General Manager Snohomish Health District, WA - Deputy Director CAM-PLEX, Gillette, WY- General Manager City of Ontario, OR - City Manager Clatsop County, OR - County Manager City of Port Angeles, WA - City Manager City of Ridgefield, WA - City Manager MRSC, WA - Executive Director City of White Salmon, WA - City Administrator City of Lewiston, ID - City Manager City of Milwaukie, OR - City Manager Page 4 of 13 MCC Agenda 12/20/2016; Page 5 of 16 3

6 STATEMENT OF QUALIFICATIONS - PROJECT TEAM MARY SWENSON - PROJECT LEAD Mary Swenson retired from the City of Marysville in March She has worked the entire 32-1/2 years of her public service career with the City of Marysville, progressing through a variety of administrative positions before attaining the post of City Administrator in January Prior to being promoted to City Administrator, Mary served nine years as Assistant to the City Administrator/City Clerk. Mary is Past-President of the Washington Cities Insurance Authority. She also served on the Board of Directors and Executive Committee for Allied Employers (a Puget Sound labor relations firm), Washington City/County Management Association board member, and the Greater Marysville Tulalip Chamber of Commerce Board of Directors. She is a member of the Marysville Noon Rotary Club, International City/County Managers Association (ICMA) and Washington City/County Management Association. Mary is a 1977 graduate of Griffin Business College. GREG PROTHMAN - PROJECT SUPPORT As President of the Prothman Company, Greg offers a unique combination of 20+ years of experience in various functions of government and 17 years of experience in public sector recruitment. Prior to forming the Prothman Company, Greg served as a police officer for the University of Washington and the City of Renton. He left police work after completing his Master of Public Administration degree and accepted an administrative position for the City of Des Moines, WA. He was quickly promoted to Assistant City Manager and then City Manager. After nine years in Des Moines, Greg left city management to become a partner in a local executive recruitment firm. A Seattle native, Greg completed his BA at Western Washington University and his Master of Public Administration degree from the University of Washington. Greg is a volunteer firefighter/emt at Snoqualmie Fire Department and is a member of SMR (Seattle Mountain Rescue). SONJA PROTHMAN - PROJECT SUPPORT As Vice-President of the Prothman Company, Sonja assists with recruitments and organizational assessments, and she manages the support staff and the "business" side of Prothman. Sonja is a former councilmember for the City of Normandy Park and brings to Prothman the elected official side of city government an invaluable perspective for understanding our clients needs. Sonja also brings private sector expertise having worked with the Boeing Company where she was on the start-up team as lead negotiator for schedules and deliverables for the first 777 composite empennages. A Seattle native, Sonja earned a bachelor s degree in Communications from the University of Washington. BARRY GASKINS - PROJECT SUPPORT Barry Gaskins is responsible for candidate management. His attention to detail and understanding of timeliness to the customer and candidates is remarkable. Barry works with the lead consultant in following through with scheduling interviews, arranging candidate travel, managing candidate application packets, and assembly of candidate information to give to the client. Barry came to us from the Bill & Melinda Gates Foundation where he served as a Program Assistant for four years in the US Library Program. Barry earned his bachelor s degree from California State University in Los Angeles. Page 5 of 13 MCC Agenda 12/20/2016; Page 6 of 16 4

7 Interim Placement Process Thank you for the opportunity to provide the City of Monroe with an Interim City Administrator services proposal. We are well positioned to provide this service as we are currently providing Interim City Administrator services to several Northwest communities, including the cities of Lake Stevens, Yelm and College Place. A Prothman Interim City Administrator would be a Prothman employee but will work under the direct supervision of the Mayor. We handle all payroll and related personnel taxes and provide the City with a bi-weekly invoice for services. The City is responsible only for those hours worked by the Interim City Administrator, thus avoiding the added costs and inefficiencies of sick leave, vacation time and other traditional employee benefits. The Interim City Administrator s hourly fee is competitive with the wages and benefits of your current City Administrator s present compensation. The hourly rate will depend on the required experience and qualifications needed for the Interim City Administrator to efficiently manage the City of Monroe. We propose the following process for placing an Interim City Administrator: Evaluate the current needs and expectations of the Mayor for the Interim City Administrator position From our knowledge of potential Interim City Administrator candidates, we will source and select candidates for the Mayor s review The Mayor selects the top candidates for interviews We will develop an interview schedule and make any required travel arrangements We will develop suggested interview questions We will facilitate the Mayor s interviews with the candidates We will discuss the candidates with the Mayor and facilitate the selection Once a candidate has been selected, we will work with Mayor to schedule a starting date and continue to serve as a point of contact to ensure that the selected candidate continues to meet performance expectations. Page 6 of 13 MCC Agenda 12/20/2016; Page 7 of 16 5

8 Recruitment Process Project Review 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 (Soliciting Input) We will travel to Monroe and spend as much time as it takes to learn everything we can about your organization. Our goal is to thoroughly understand the values and culture of the City of Monroe, as well as the preferred qualifications you desire in your next City Administrator. We will: Meet with the Mayor, staff, and other stakeholders as directed Review all documents related to the position Position Profile Development (Identifying the Ideal Candidate) We will develop a profile of your ideal candidate. Once the Position Profile is written and approved, it will serve as the foundation for our determination of a candidate s "fit" within the organization and community. Profiles include the following: A description of the ideal candidate s qualifications Organization-specific information Community-specific information Compensation package details Information on how to apply Recruitment and Advertising Strategy (Locating Qualified Candidates) 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 city/county management professionals who are not actively searching for a new position. Direct Contact Calls or s placed directly to city/county management professionals we know would be a good fit. Posting the Position Profile on the Prothman Website, which receives thousands of hits per month. Candidate Screening (Narrowing the Field) 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. 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. Page 7 of 13 MCC Agenda 12/20/2016; Page 8 of 16 6

9 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 and send to you a detailed summary report and a binder which includes each candidate's application materials and the results of the personal interviews and publication search. We will travel to Monroe 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 (Selecting the Right Candidate) 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 Identifying Interview Panel Participants & Panel Facilitators Background Checks We will conduct a background check on each of the finalist candidates. Background checks include the following: References We conduct 5-8 reference checks on each candidate. 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 We will help you identify which expenses your organization wishes to cover. 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 will travel to Monroe 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. Page 8 of 13 MCC Agenda 12/20/2016; Page 9 of 16 7

10 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 for the expenses. FEE, EXPENSES & GUARANTEE Professional Fee The fee for conducting a City Administrator recruitment with a one-year guarantee 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 Monroe 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 (approx. $1,200-1,800) Direct mail announcements (approx. $1,600 2,100) Final Interview Binders & printing of materials (approx. $ ) Delivery expenses for Interview Binders (approx. $75-150) Consultant travel current IRS rate, travel $50 per hour Background checks performed by Sterling (approx. $250 per candidate) Any client-required licenses, fees or taxes Candidate travel: We cannot approximate candidate travel expenses because they vary depending on the number of candidates, how far the candidates travel, length of stay, if spouses are included, etc. If you wish, 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 our City of Issaquah and State B&O tax obligations on every dollar we invoice for. 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 with a full recruitment 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, the only cost to you would be for the expenses; on the condition that 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. Page 9 of 13 MCC Agenda 12/20/2016; Page 10 of 16 8

11 ATTACHMENT 2 November 30, 2016 Mr. Geoffrey Thomas Mayor City of Monroe 806 West Main St. Monroe, WA Dear Mayor Thomas: Thank you for your confidence in Prothman to assist the City of Monroe in the recruitment of its next City Administrator. 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 We will travel to Monroe and spend as much time as it takes to learn everything we can about your organization. Our goal is to thoroughly understand the values and culture of the City of Monroe, as well as the preferred qualifications you desire in your next City Administrator. We will: Meet with the Mayor, staff, and other stakeholders as directed Review all documents related to the position Position Profile Development We will develop a profile of your ideal candidate. Once the Position Profile is written and approved, it will serve as the foundation for our determination of a candidate s "fit" within the organization and community. Profiles include the following: A description of the ideal candidate s qualifications Organization-specific information Community-specific information Compensation package details Information on how to apply 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. Page 10 of NE Gilman Blvd., Suite 310 Issaquah, WA MCC Agenda 12/20/2016; Page 11 of 16

12 Direct Mail Recruitment Brochures sent directly to hundreds of highly qualified city/county management professionals who are not actively searching for a new position. Direct Contact Calls or s placed directly to city/county management professionals we know would be a good fit. 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. 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 and send to you a detailed summary report and a binder which includes each candidate's application materials and the results of the personal interviews and publication search. We will travel to Monroe 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 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 Identifying Interview Panel Participants & Panel Facilitators Background Checks We will conduct a background check on each of the finalist candidates. Background checks include the following: References We conduct 5-8 reference checks on each candidate. 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 We will help you identify which expenses your organization wishes to cover. Page 11 of 13 MCC Agenda 12/20/2016; Page 12 of 16 2

13 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 will travel to Monroe 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 for the expenses. FEE, EXPENSES & GUARANTEE Professional Fee The fee for conducting a City Administrator recruitment with a one-year guarantee 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 Monroe 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 (approx. $1,200-1,800) Direct mail announcements (approx. $1,600 2,100) Final Interview Binders & printing of materials (approx. $ ) Delivery expenses for Interview Binders (approx. $75-150) Consultant travel current IRS rate, travel $50 per hour Background checks performed by Sterling (approx. $250 per candidate) Any client-required licenses, fees or taxes Page 12 of 13 MCC Agenda 12/20/2016; Page 13 of 16 3

14 Candidate travel: We cannot approximate candidate travel expenses because they vary depending on the number of candidates, how far the candidates travel, length of stay, if spouses are included, etc. If you wish, 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 our City of Issaquah and State B&O tax obligations on every dollar we invoice for. Professional fees are billed in three equal installments throughout the recruitment. Expenses are billed monthly. ADDITIONAL CANDIDATE SELECTION This contract provides that the client shall hire one (1) candidate from the applicant pool. Should the client wish to hire a second applicant identified by this search, there will be an additional fee. Prothman retains ownership of all application materials submitted by the applicants. GUARANTEE Our record of success in placing highly qualified candidates provides that Prothman will guarantee with a full recruitment 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, the only cost to you would be for the expenses; on the condition that 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 MONROE PROTHMAN 11/30/16 Geoffrey Thomas Date Greg Prothman Date Mayor President Page 13 of 13 MCC Agenda 12/20/2016; Page 14 of 16 4

15 ATTACHMENT 2 December 12, 2016 Mr. Geoffrey Thomas Mayor City of Monroe 806 West Main St. Monroe, WA Dear Mayor Thomas: Thank you for your confidence in the Prothman Company. Below is our standard agreement for providing interim services. Would you please sign and return a copy to our offices. Please call me if you have any questions. Term. The term of this Agreement is ongoing, provided the City of Monroe may terminate this agreement at any time. Prothman Interim City Administrator. The Prothman Interim City Administrator serves as a Prothman Company employee assigned to the City of Monroe and shall perform such duties as assigned by the City. The City shall have the right to direct the Prothman Company to replace the Interim City Administrator at any time. Employer Duties of the Prothman Company. The Prothman Company shall provide a Prothman Company employee qualified to act as the City's Interim City Administrator during the term of the contract. The Prothman Company shall (1) pay all wages and other remuneration to its employee who is provided under this Agreement, (2) prepare and file all payroll tax returns and reports, (3) pay all amounts due and owing pursuant to the payroll tax returns and reports, (4) prepare, file, and furnish to the employee applicable employee tax forms, and (5) prepare and file, with a copy to the City, applicable employer tax forms. Duties of the City. When applicable, the City shall provide a work place for the Interim City Administrator and maintain the work place in accordance with applicable health and working standards, notify the Prothman Company immediately of all employee injuries and provide reimbursement to the Interim City Administrator for costs incurred as a result of performing City business such as mileage, travel expenses and other similar costs at the normal City rates and in accordance with the City's cost reimbursement policies applicable to City employees. Fees & Expenses. The Interim City Administrator s hourly rate is $90.00 for each hour worked by the Interim City Administrator. Invoices will be submitted to the City every two weeks and are due within twenty (20) days of receipt. A 3% charge will be added reflecting Prothman's City of Issaquah and Washington State B&O tax obligations. The City is also responsible for any clientrequired licenses, fees or taxes. Delinquent payments will be subject to a late payment charge of 12% (annual) and which will be applied to any unpaid balance owed commencing seven (7) days after the payment due date. If applicable, the City is responsible for reimbursing the Interim City Administrator directly for expenses incurred at normal city rates. Finder's Fee. If the City chooses to hire the Interim City Administrator as a regular City employee, the City agrees to pay the Prothman Company the percentage of the starting annual salary based upon the length of the assignment with the City as represented below: 0 to 12 months - 15% After 13 months - 10% NE Gilman Blvd., Suite 310 Issaquah, WA MCC Agenda 12/20/2016; Page 15 of 16

16 Indemnification. The Prothman Company shall indemnify, defend, and hold harmless the City for the purposes of all required payroll deductions and withholdings, legally required workers compensation insurance and other employee benefits. The City releases and agrees to indemnify, defend, and hold harmless the Prothman Company, the employees of the Prothman Company, and personnel, directors, and officers of the Prothman Company from any and all actions, claims, damages, or injuries to persons or property, penalties, obligations or liabilities arising out of or related to the services performed by the interim employee that are under the control of the City and are within the course and scope of City employment. The Prothman Company releases and agrees to indemnify, defend, and hold harmless the City, its officers, employees and consultants, from any and all actions, claims, damages, or injuries to persons or property, penalties, obligations or liabilities arising out of or related to the acts or omissions of the interim employee that are not under the control of the City or are not within the course and scope of City employment. If the City is notified or becomes aware of any alleged improper or illegal activities by the interim employee the City shall notify the Prothman Company immediately. Accepted by: CITY OF MONROE PROTHMAN 12/12/16 Geoffrey Thomas Date Greg Prothman Date Mayor President 2 MCC Agenda 12/20/2016; Page 16 of 16