Memorandum
05.02.13
Personnel Committee
May 6, 2013
Personnel Committee: Commissioners Avalos (Chair), Mar (Vice Chair), Campos, Cohen
and Wiener
Cynthia Fong – Deputy Director for Finance and Administration
Maria Lombardo – Interim Executive Director
– [CLOSED SESSION] Update on the Process for Public Employee
Appointment/Hiring: Executive Director
Pursuant to Government Code Section 54957 (b), the Authority will hold a closed session to discuss confidential details
regarding the Executive Director appointment.
[OPEN SESSION] After the closed session, the Chair shall report the vote taken on motion(s) made in the closed session,
if any.
On February 26, 2013, through Resolution 13-38, the Authority Board approved the process for selection of a permanent
Executive Director. The original Board-approved schedule for the Executive Director recruitment targeted a start date of
July 1, 2013 or sooner depending upon the particular circumstances of the recommended candidate. At its April 1 meeting,
the Personnel Committee provided additional input to The Hawkins Company that extended the active recruitment period
from four to six weeks and helped to finalize the recruitment materials for the Executive Director position. Attachment 1
details the Hawkins team’s revised recruitment strategy and timeline, along with associated deliverables. The active
recruitment period (e.g. resumes are being accepted) extends from April 11 to May 24, with interviews scheduled for June
13 and 14. At the May 6 Personnel Committee meeting, the Hawkins team will provide an update to the recruitment
process and present suggested interview questions for the Personnel Committee’s input and guidance. We are seeking
input and guidance from the Personnel Committee. This is an information item.
On February 26, 2013, through Resolution 13-38, the Authority Board approved the process for
selection of a permanent Executive Director, which directed staff to award an executive recruitment
services contract under the Interim Executive Director’s signature.
On March 11, 2013, we awarded a consultant contract to The Hawkins Company for a total amount not
to exceed $51,250 for executive recruitment services to support selection of a new Executive Director.
The purpose of this memorandum is to provide an update on the process for selection of a permanent
Executive Director and to seek input and guidance from the Personnel Committee.
The original Board-approved schedule for the Executive Director recruitment targeted a start date of
July 1, 2013 or sooner depending upon the particular circumstances of the recommended candidate. At
its April 1 meeting, the Personnel Committee provided additional input to The Hawkins Company that
extended the active recruitment period from four to six weeks and helped to finalize the recruitment
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materials for the Executive Director position. Attachment 1 details the Hawkins team’s revised
recruitment strategy and timeline, along with associated deliverables. The active recruitment period (e.g.
resumes are being accepted) extends from April 11 to May 24, with interviews scheduled for June 13
and 14. Consistent with Personnel Committee direction, the Hawkins Company is also continuing to
actively identify and recruit potential candidates.
The recruitment brochure is posted on the Authority’s website at www.sfcta.org/jobs and distributed to
the American Planning Association, the American Public Transportation Association, Association of
Metropolitan Planning Organizations, the Engineering News-Record, International City/County
Managers Association, Self-Help Counties Coalition, Transit Talent, and Women’s Transportation
Seminar, as well as to the Authority Board.
While the recruitment will remain opened until filled, first consideration will be given to individuals who
submit their letter of interest and résumé by May 24, 2013. The Hawkins Company will screen all
written materials received and present the most qualified candidates to the Personnel Committee, which
will select individual candidates for additional consideration. The Hawkins Company will conduct
further evaluation of these candidates before the Personnel Committee holds interviews (scheduled for
June 13 and 14) and recommends final candidates to the Authority Board, which will select the final
candidate to appoint.
The Hawkins Company will provide an update to the recruitment process and present suggested
interview questions for the Personnel Committee’s input and guidance at the May 6 Personnel
Committee meeting.
We are seeking input and guidance from the Personnel Committee. This is an information
item.
None. This is an information item.
None. The CAC does not take action on personnel matters.
None. This is an information item.
None. This is an information item.
Attachment: Overview of Proposed Tasks and Timeline (Revised 04.26.13)
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Attachment 1.
1
2
Overview of Proposed Tasks and Timeline
Revised 04.26.13
Proposed Tasks
Proposed Timeline1
Initial meetings with the SFCTA Board, Personnel Committee and staff leadership to
March 18-22, 2013
discuss the position and develop recruitment strategy. Interview other stakeholders
identified by the Personnel Committee. Typically there will be between 15 and 20
(Personnel Committee
stakeholder engagement interviews consisting of a combination of one-on-one and
meeting on March 18)
small group formats. Some interviews will be in person, and some will be by phone.
The structured stakeholder engagement meetings will last between 30 and 50 minutes
each. A review of organizational structures, backgrounds of executives, official and
unofficial lines of authority and responsibility, are conducted. The organization’s
future plans, programs, goals and objectives, perceived strengths and weaknesses, and
the political climate are discussed.
March 25, 2013
3
Develop for the Personnel Committee’s approval the recruitment profile, work plan
(including an outreach strategy to ensure that the opening is well publicized and that
interested individuals are able to apply) and time schedule. The recruitment profile
includes a clear description of the position duties and responsibilities, skills,
competencies, key challenges, recruitment criteria, information regarding the Authority
and broader community and procedures for applying.
Personnel Committee Meeting2
4
Consultant finalizes recruitment materials (e.g. brochure) and recruitment strategy
April 2, 2013
M:\Adhoc\Personnel\Personnel Comm Memos\13\05 May 6\ATT 1 - Hawkins Scope of Work 04-26-13.docx
April 1, 2013, 10 AM,
Room 263, City Hall
Deliverable
Draft and final memo
summarizing input received
from stakeholder interviews and
detailing any refinements to the
recruitment strategy
Draft and final recruitment
materials, including, but not
limited to brochure describing
the open position and standard
text for any public
advertisements
Consultant presents summary
of Board interview input,
refined recruitment approach
and draft recruitment materials
(e.g. brochure) for input
Page 1 of 3
Attachment 1.
5
Overview of Proposed Tasks and Timeline
Revised 04.26.13
Candidate recruitment and evaluation (6 weeks). Identify appropriate candidates as
April 11 – May 24, 2013
well as establishing organizations to target as sources of candidate referrals such as the
Federal Highway Administration’s Office of Planning, Environment, and Research and
the Federal Transit Administration’s Office of Planning and Environment. The
Hawkins Company will use various targeted candidate solicitation methods, including
direct sourcing based upon industry research that includes social media, internet
searches, contacts with key professional leaders in the field, peer to peer referrals, our
candidate data bank, and contacts with appropriate professional associations including
the American Public Transportation Association, Fellows of the American Institute of
Certified Planners, Association of Metropolitan Planning Organizations, metropolitan
planning organizations across the country, and large urban transportation agencies who
are leaders in regional transit planning and congestion management. The Hawkins
Company conducts in-depth preliminary interviews to ascertain a comprehensive
understanding of their background, i.e., qualifications, pertinent accomplishments,
experience, ability to meet special needs of the position and their interest in being
considered. Additionally, candidates are evaluated to determine their overall suitability
as a member of the client’s leadership team, as well as their strengths and limitations.
Prepare comprehensive
candidate recruitment report
6
Personnel Committee meeting.2 The Hawkins Company will provide an update to the
recruitment process and present suggested interview questions. Committee will
determine interview questions. This would occur during a closed session.
May 6, 2013 , 10 A.M. –
1 P.M., Room 263, City
Hall
Consultant presents draft
interview questions.
7
The Hawkins Company will provide a recruitment report of the top (6-10) candidates.
The report will detail each candidate’s background, experience, education and
accomplishments. Reference summaries and The Hawkins Company’s professional
appraisals are also provided.
May 29, 2013
Comprehensive candidate
recruitment report – short list
of top-ranked candidates, with
resumes, from which the
Personnel Committee will select
candidates to interview.
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Attachment 1.
8
9
10
11
12
Overview of Proposed Tasks and Timeline
Revised 04.26.13
2
Personnel Committee meeting. Committee selects candidates to interview during a
June 4, 2013 , 9:30 A.M.
closed session, which may be held at an alternate location. The Hawkins Company will – 12:30 P.M., Room
work closely with the Authority and the top 3-5 final candidates to arrange personal
263, City Hall
interviews including coordinating travel and accommodations, if necessary. In
conjunction with the Authority, The Hawkins Company will finalize the interview
process, including a confidential location and interview schedule: prepare appropriate
interview questions and evaluation tools including rating forms and the interview panel
packet.
Personnel Committee meeting.2 Committee interviews final candidates during a closed June 13, 2013, 2 P.M. –
session, which may be held at an alternate location. To the extent possible, the
6 P.M., Location TBD
Hawkins Company will maintain the confidentiality of the candidates and maintain
transparency in the public sector search process through emphasizing to the Authority
the need to maintain the candidate’s privacy in order not to jeopardize the status of the
candidate’s current employment or to compromise a public sector selection process.
Personnel Committee meeting.2 Committee interviews final candidates during a closed June 14, 2013, 1 P.M. –
session, which may be held at an alternate location. To the extent possible, the
5 P.M., Location TBD
Hawkins Company will maintain the confidentiality of the candidates and maintain
transparency in the public sector search process through emphasizing to the Authority
the need to maintain the candidate’s privacy in order not to jeopardize the status of the
candidate’s current employment or to compromise a public sector selection process.
Authority Board meeting. Board appoints new Executive Director. This task
June 25, 2013, 11A.M.,
anticipates that the Board may wish to interview the top two candidates recommended Room 250, City Hall
by the Personnel Committee before making a recommendation. This would occur
during a closed session.
New Executive Director begins.
August 5, 2013
Confirmation of interview dates
and times for candidates
selected to be interviewed by
the Personnel Committee.
1Dates
for Authority Board and Personnel Committee meetings are tentative and subject to change. Please check Authority website for the most up-to-date
meeting information.
2Consultant
should plan to attend these Personnel Committee meetings.
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