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HomeMy WebLinkAboutAgenda - 03-01-2005-5lORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 1, 2005 Action Agenda Item No. 5 - SUBJECT: Agreement for Consulting Services for OPC Director Search DEPARTMENT: Personnel PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Memorandum of Agreement INFORMATION CONTACT: Moses Carey, Chair, Board of Commissioners, Extension 2130 Elaine Holmes, Personnel Director, Extension 2550 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To approve the engagement of Developmental Management Associates to provide consulting services in support of the search process for OPC (Orange, Person, Chatham) Mental Health Director in a total amount not to exceed $9,000, to be funded in one third shares by Orange, Person and Chatham counties.. BACKGROUND: OPC Director Tom Maynard resigned in December 2004, OPC has initiated a recruitment and selection process to hire a new Director. On February 22, the LME and Area Boards appointed a seven person Search Committee to conduct the assessment and selection process., The Search Committee includes Orange County Board of Commissioners' Chair Moses Carey, County Manager John Link and Orange County Appointee Sandra Herring. The LME and OPC Area Boards will make the final selection decision.. Commissioner Moses Carey is a member of both the LME and Area Boards, Orange County volunteered the services of Orange County Personnel Director Elaine Holmes to organize and coordinate the candidate assessment and selection process, On January 25 the Personnel Director met with the LME (Local Management Entity) Board and OPC Area Board to discuss the candidate assessment and selection process and receive the Board members' feedback on the process desired, The members of the two Boards expressed a strong desire and need for a process that incorporates significant stakeholder involvement including the two Boards, OPC employees, mental health service providers and consumer and family service representatives. With the January feedback, the Personnel Director has developed a process that incorporates the desired stakeholder involvement.. On February 22 the LME and Area Boards reviewed the draft process and decided to adopt it. The County Commissioner representatives from Orange Person and Chatham reviewed the scope of work required by the planned process and determined that it requires additional staff support beyond that which can be provided by the Orange County Personnel Director. To provide the needed additional support, the Personnel Director has identified Dr. Stephen K. Straus and his firm of Developmental Management Associates.. Dr. Straus has extensive experience in the field of public management, including that in employee selection processes, Among other things, he has extensive consulting experience, teaches in the public administration program at NC State University and has taught in the past at the Institute of Government. In support to the candidate assessment and selection process and under the direction of the Orange County Personnel Director, the services of Developmental Management Associates will include: • Conducting stakeholder focus groups • From the focus group feedback, identifying key knowledge and skills to be assessed, designing the assessment process, identifying assessors and conducting the assessment process, including videotaping. • Completing reference checks, criminal history checks and credential verifications. • Reporting to the Search Committee and the LME and Area Boards on the process. Attached is a draft Memorandum of Agreement to provide for these consulting services. FINANCIAL IMPACT: As provided in the agreement, the cost of the consulting services is an amount up to but not to exceed a total of $9,000. Orange County's share would be one third of the cost in an amount up to but not to exceed $3,000. Person County's and Chatham County's share each would be one third of the cost in an amount not to exceed $3,000 each and this would be reimbursed to Orange County. For Orange County's share, it is recommended that the amount up to $3, 000 be provided from the Commissioners' Contingency Fund. With the Board's approval of the Manager's recommendation, Budget staff will include the action in a budget amendment on March 15, 2005 to budget for the receipt of $6,000 from Chatham and Person Counties and the appropriation of $3,000 from Commissioners' Contingency.. RECOMMENDATION(S): The Manager recommends that the Board: • Approve the engagement of Developmental Management Associates to provide consulting services in support of the OPC Director search process in an amount up to but not to exceed $9,000, with Orange County being reimbursed by up to $3,000 each from Person and Chatham Counties. • Authorize the Board Chair to sign the memorandum of agreement, subject to the review of staff and the County Attorney, and • Approve an amount up to $3,000 from the Commissioners' Contingency Fund for this purpose. Attachment Memorandum of Agreement Between Orange County and Developmental Management Associates This is an agreement between Orange County, North Carolina (the County) and Developmental Management Associates (the consultant) to provide consulting services as noted below in the candidate assessment and selection process for the LME Program Director/OPC Area Director. A. Design Of The Assessment Process 1$5,000) The consultant will design a candidate assessment process that will be based on a job analysis that will identify relevant exercises and rating criteria (knowledge and skills) as follows: Job Analysis The consultant will facilitate and perform a job analysis in focus groups with the following groups: • LME Board Members, OPC Area Board Members, Orange County Manager, Person County Manager, Chatham County Manager • OPC employees (up to 10) • Mental health service providers (up to 10) • Consumer and family services representatives (up to 10) Each focus group session will require about two hours. Each focus group will be asked questions about challenges OPC the agency during this critical transition state and the most important tasks and skills required for the position of Director. Secondly, during this job analysis the consultant will provide training on the hiring process to all of the board members. This training will enable all board members to understand and prepare for the process. Creating Exercises and Rating Criteria The consultant will premise the design of the assessment process on the findings of the focus group sessions and in consultation with the Search Committee. The specific exercises will include a panel interview and, potentially, skill-based demonstrations of proficiency in other critical areas, such as budgeting, program analysis, oral presentation, and group facilitation skills. The proposed exercises will be based on the key issues and tasks, and the criteria will reflect the key skills and knowledge requirements targeted by the focus groups. The consultant will provide an overview of the design and administration of the hiring process during the focus groups to ensure that all stakeholders understand and can support the process. He will design the assessment process collaboratively with the Search Committee.. The consultant will share the proposed selection guidebook to the designated members of the Search Committee for a final review, The consultant will then make revisions mutually agreed upon with those members. B. Conducting The Assessment Process ($1,500) The consultant will prepare both candidates and assessors to ensure a sound assessment process. The consultant also will coordinate the exercises and rating process during the actual assessment of the candidates. Candidate and Assessor Training Approximately 10 days before the assessment process is held, the consultant will provide information by email to prepare candidates for the exercises, The purpose of this information is to reduce candidate test anxiety, to enable them to prepare, and to enhance their ability to perform at full capacity during the process, This orientation information will include reviewing the general design of the selection process, distributing relevant preparatory information, and outlining the procedures to be followed during the administration of the process., Before candidates begin the assessment process, the consultant will train all assessors on the process.. He also will train each assessor team to administer and evaluate their individual exercises, such as interviews, and written exercises in a reliable, valid, and unbiased fashion, Conducting the Assessment Process The consultant will provide the schedule for candidates and coordinate the assessment process. (If the process requires a second day, there will be a $750 additional charge), The consultant will videotape exercises so that questions about candidates can be resolved and so that decision-makers not involved in the assessment process can review candidate performance. The consultant will ensure that assessors and candidates receive all necessary information, and that any unanticipated problems or questions are resolved in a fair, impartial, and legally defensible manner, The consultant also will coordinate the schedule for the day, facilitate the debriefing of all assessors at the end of the assessment, and compile and summarize the final ratings. C. Reference Checks And Background Investigation The consultant will conduct reference checks and background investigations on up to six finalists either before or after they complete the assessment process, The specific services and the associated costs per candidate are described below, Conduct Criminal History and Credential Verification Checks ($50 per candidate) The consultant will verify the criminal history and credentials of each finalist with respect to critical requirements, such as undergraduate and graduate degrees, professional memberships, and certifications, Complete Reference Checks _($150 per candidate) The consultant will interview a minimum of six references on each candidate who are knowledgeable about the professional history and the character of each candidate. References will only be checked after the finalists submit a release form consistent with the Fair Credit Reporting Act, In lieu of the above, the consultant could also travel to the community to conduct face-to- face interviews with persons who are knowledgeable about the professional history and the character of each candidate, (This intensive investigation will require an additional fee of $1000 plus expenses for travel and accommodations,) Report Findings to Search Committee ($500) The consultant will prepare a written report on the criminal history, credential verification, and references on each candidate. The consultant will present this report to the Search Committee and review the findings on each candidate, D. Providing Testimony In Grievances Or Lawsuits In the event of a grievance or lawsuit, each consultant will be available to provide testimony to defend the validity, reliability, and fairness of the process. (The cost will be $175 per hour for each consultant plus travel unless the consultants' actions are responsible for the loss of said grievance or lawsuit by the client, In such an event, the consultants will charge no fee.) E. Consultants The project consultants will be Dr. Stephen K. Straus, Ph.D. and Heather A, Lee, Ph.D, F. Direction The consultant will work under the direction of the Orange County Personnel Director, G. Timing The consultant is available to begin work the first week of March 2005, H. Termination of Agreement Either the County or the consultant may terminate this agreement with one week advance notice, with or without cause, If the event of termination the consultant will provide any deliverables for which the County has paid to the County and the County will pay for work completed to the termination date. I. Not to Exceed Amount The total amount the County pays the consultant under this agreement will be an amount up to but not to exceed $9,000. Agreed: Stephen K. Straus Developmental Management Associates Moses Carey, Chair Qrange County Board of Commissioners Date Date Date Attested By: Date