4. SR 06-27-2011TO: City of Elk River Mayor and Members of the City Council
FROM: Sharon Klumpp
DATE: June 23, 2011
SUBJECT: Appointment of an Interim Administrator
Springsted Incorporated
380 Jackson Street, Suite 300
Saint Paul, MN 55101 -2887
Tel: 651 - 223 -3000
Fax: 651- 223 -3002
www,springsted,com
On June 6, 2011, the Elk River City Council retained Springsted Incorporated to provide executive search services,
including assistance identifying qualified individuals interested in serving as interim city administrator until such time
as a new city administrator begins employment.
We contacted six individuals about the interim administrator position; all of whom have previous experience as city
managers or administrators and who have served in an interim capacity at some time in their career, Three of these
individuals expressed interest in the interim position with the understanding that they would not be considered for the
regular position, We also received inquiries from two individuals, one a former local government manager who
recently completed a local government consulting assignment and the other an Elk River resident who was formerly
employed in sales and managed real estate and commercial construction projects,
Three individuals have been scheduled to meet with you during the June 27 special meeting. They are identified
below with their assigned time and a brief description of their professional experience; resumes are attached,
Time
Name
Professional Experience
7:30 p.m.
Mark Nagel
Tenured business professor at Normandale Community College and adjunct professor
in public administration at Metropolitan State University; former Anoka City Manager;
extensive consulting to local governments including experience in interim positions,
8 :10 p, m.
Bob Thistle
Retired local government consultant with Springsted; former Coon Rapids City
Manager; serves as an ICMA Range Rider, a League of Minnesota Cities Ambassador;
member of the Anoka County Library Board
8:50 p.m,
Ron Moorse
Local government manager who is accepting consulting positions as he seeks a full -
time position; former city administrator for Orono and Arden Hills, He is currently a
finalist in two searches in which hiring decisions will be made in early July.
Public Sector Advisors
June 23, 2011
Page 2
As background information for their June 27 meeting with you, each person received the attached summary that
expands upon the organizational themes and expectations for the interim administrator discussed at the City
Council's June 13 work session,
The recommended format allots 40 minutes for each person to meet with the City Council, providing 30 -35 minutes
for discussion and a 5 -10 minute gap between each. Each person has been asked to arrive 10 minutes early in the
event meetings are completed ahead of schedule, We recognize that the City Council and each person who has
expressed an interest in the interim position will be assessing their fit for this assignment. Therefore we have
developed discussion questions which are intended to promote dialogue and allow ample time for questions and
answers. Proposed discussion questions are listed below,
1. We would like to get to know you so please begin with giving us a brief overview of your career and why
you are interested in serving as our interim administrator,
2. Please tell us what you see as the role of an interim administrator and the amount of time you can commit
to this role.
3, What steps will you take to support the City Council during this transition and what things will you need
from us?
4. How will you get to know the members of the City Council and City staff and how will you ensure consistent
and timely communications with the City Council, the management team and city staff in general?
5. As you know, the city administrator position currently has 18 direct reports, Would you recommend any
changes in the reporting structure and would you see those changes as being temporary or permanent?
6. Work has begun on the 2012 budget under the leadership of our Finance Director. We are expecting a 6%
reduction in our 2012 tax capacity, What do you see as the role of the interim administrator in helping the
City Council and staff determine funding priorities?
7. What questions do you have for us?
Assuming that the City Council wants to enter into an agreement with one of these individuals to provide interim
administrative services, I will share a template of the standard agreement we have previously used with the City
Attorney for legal review and comment. While I have not discussed the cost of services with any of these
individuals, hourly rates are expected to fall between $50 to $70 based on past experience and current trends,
City of Elk River
Current organizational themes
1. Appreciation of employees but...
a. Wages have been frozen for 2 -3 years
b, Attrition (mostly) and some layoffs -down about 20 positions, 15% of staff
c. Sense that employees are overwhelmed
d. Trust in management is lacking
2. Sustainability
a. Overall the city has a good financial position but expects a 6% reduction in tax capacity
for 2012
b. Ability to sustain program levels, services may be questioned
c, Long -term fiscal planning process in place
3, Staffing and organizational structure issues
a. Guidance needed on staffing levels without pre - empting the next city administrator
b. Departure of several department heads over the last two years
c. Establish appropriate span of control for the city administrator (currently 18 reports)
d. Push decision - making down into the organization
4. Teambuilding
a. Need to establish boundaries, clarify roles and responsibilities; there is not a shared
understanding of policy and operation boundaries
b. Build confidence and trust
c. Understand department role and how they fit into the entire organization
d. Strengthen supervisory skills
5. Strategic objectives
a. Recent adoption of strategic objectives and a desire to tie objectives to the budget
b, Use momentum to begin implementing strategic objectives, e.g. branding program
Roles and Expectations of the Interim City Administrator
1. Manage the transition
a. No big organizational changes
b. Pull the organization together; prepare the city council and staff for a new administrator
2, 2012 budget
a. Help reassess priorities; encourage creative problem- solving approach where possible
Provide stability and perspective
a. Serve as an internal consultant
b. Communications — thorough and consistent messages, ability to listen and be responsive
to employee concerns
c. Keep the momentum of strategic objectives going forward, the importance of the
branding program has been specifically mentioned
Expectations of the Interim City Administrator
1. Needed from beginning of July through early October or November 2011
2. Open as to number of hours a week, probably + or-30 hours
3. Willing to provide an interim employment agreement
4. Interviews on evening of June 27