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2007-26725 ResoRESOLUTION NO. 2007-26725 A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO REQUEST FOR LETTERS OF INTEREST (RFLI) FOR THE SELECTION OF AN EXECUTIVE SEARCH CONSULTANT FOR THE RECRUITMENT OF THE EXECUTIVE DIRECTOR OF THE BASS MUSEUM OF ART; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED FIRM OF MANAGEMENT CONSULTANTS FOR THE ARTS; AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED FIRM, AUTHORIZING NEGOTIATIONS WITH THE SECOND- RANKEDFIRM OFMUSEUM SEARCH 8~ REFERENCE; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, on November 6, 2007, Request for Letters of Interest (RFLI) was sent to thirteen (13) national recruitment firms with proven experience in executive management placement for cultural institutions, requesting proposals for conducting an executive search for the position of Executive Director of the Bass Museum of Art; and WHEREAS, five (5) of those firms responded with proposals outlining similar comprehensive approaches and methodologies; and WHEREAS, an Evaluation Committee appointed by the City Manager reviewed and rated these proposals, and was unanimous in ranking the top three firms as follows: 1. Management Consultants for the Arts; 2. Museum Search & Reference; 3. Heidrick 8~ Struggles; and WHEREAS, The Board of Trustees of the Bass Museum of Art, of which the City Manager is a member, also reviewed the ranked proposals at its December 4, 2007 meeting, and unanimously approved the Evaluation Committee's rankings; and WHEREAS, following his independent review of the proposals, and taking into consideration the Evaluation Committee's rankings and the Bass Board of Trustees' recommendation, the City Manager would recommend that the Mayor and City Commission authorize the Administration to negotiate with the top-ranked proposer, Management Consultants for the Arts, and if negotiations with Management Consultants for the Arts are unsuccessful, then to negotiate with the second ranked proposer, Museum Search & Reference. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager pursuant to Request for Letter of Interest for the selection of an Executive Search Consultant for the recruitment of the Executive Director of the Bass Museum of Art, and authorize the Administration to enter into negotiations with the top-ranked firm of Management Consultants for the Arts; and should the administration not be successful in negotiating an agreement with the top-ranked firm, authorizing negotiations with the second-ranked firm of Museum Search & Reference; and further authorizing the Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration. PASSED AND ADOPTED this 12th day of December , 2007. ATTEST: MAY R: Matti H. Bower CITY CLERK Robert Parcher JMG/HMF/MAS/gf T:(AGENDA\2007\dec1207\Consent\Bass Search Firm Commission Reso.doc APPROVED AS TO FORM & LANGUAGE ~ FOR EXECUTION 1 6 6 -~ at COMMISSION ITEM SUMMARY Condensed Title: A Resolution Accepting The Recommendation Of The City Manager Pertaining To The Ranking Of Proposals Pursuant To A Request For Letters Of Interest (RFLI), For The Selection Of An Executive Search Consultant For The Recruitment Of The Executive Director Of The Bass Museum Of Art; Authorizing The Administration To Enter Into Negotiations With The Top-Ranked Firm Of "Management Consultants For The Arts"; And Should The Administration Not Be Successful In Negotiating An Agreement With The Top-Ranked Firm, Authorizing Negotiations With The Second-Ranked Firm Of "Museum Search & Reference"; And Further Authorizing The Mayor And City Clerk To Execute An Agreement Upon Conclusion Of Successful Negotiations By The Administration. Ke Intended Outcome Su orted: Increase communit ratin of cultural activities Supporting Data (Surveys, Environmental Scan, etc.): The City's 2007 Community Satisfaction Survey shows that 62% of the Cit 's residents visited the Bass Museum at least once a month. Issue: Shall the Cit Commission a rove the resolution? Item SummarylKecommenaation: After several months of informal discussions with various executive search firms specializing in cultural institutions, a Request for Letters of Interest (RFLI) was sent via a-mail on November 6, 2007, to 13 national recruitment firms with proven experience in executive management placement for cultural institutions. Five of the 13 firms responded with proposals: Campbell & Company, Heidrick & Struggles, Management Consultants for the Arts, Museum Search & Reference, and Seiden Kreiger Associates. All five firms presented similar comprehensive approaches and methodologies, which included on-site visits and interviews with search committee members; preparation of the job description; sourcing and identifying of potential candidates; investigating, screening and interviewing these candidates; presenting the candidates to the selection committee; negotiating compensation; and monitoring the final placement. An Evaluation Committee, appointed by the City Manager, met on Tuesday, November 20, 2007, to review the proposals. The members of the Evaluation Committee were unanimous in ranking the top three firms in the following order: 1. Management Consultants for the Arts 2. Museum Search & Reference 3. Heidrick & Struggles The Adminstration recommends approving the resolution. Advisor r~Board Recommendation: The Trustees of the Bass Museum of Art also reviewed the proposals at their December 4, 2007 meeting and unanimously endorsed the Evaluation Co__mmittee's recommend__ation. Financial Information: Amount Account Approved 1 $40,000 - $65,000 011.0930.000111 Source of Funds: OBPI Total Cit Clerk's Office Legislative Trackin~_ __ Max Sklar Si n-Offs: De artment Director Assistant Ci n er Cit na er MS GL HF r JMG T:\AGENDA\2007\dec1207\Consent\Bass Search Firm Commission SuMM.doc \ // v ~! V `~ ~ E~~ H AGENDA fTEhA C 7 DATE ~a ~o2-U m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Matti H. Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: December 12, 2007 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO A REQUEST FOR LETTERS OF INTEREST (RFLI), FOR THE SELECTION OF AN EXECUTIVE SEARCH CONSULTANT FOR THE RECRUITMENT OF THE EXECUTIVE DIRECTOR OF THE BASS MUSEUM OF ART; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED FIRM OF "MANAGEMENT CONSULTANTS FOR THE ARTS"; AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED FIRM, AUTHORIZING NEGOTIATIONS WITH THE SECOND-RANKED FIRM OF "MUSEUM SEARCH & REFERENCE"; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. ADMINISTRATION RECOMMENDATION Approve the Resolution. FUNDING Funding for this project is available from salary savings from the Bass Museum of Art in account number 011.0930.000111. ANALYSIS The purpose of this Request for Letters of Interest (RFLI) was to select an executive search firm to assist the City in identifying a candidate to fill the Executive Director vacancy at the Bass Museum of Art resulting from the retirement of long time director Diane Camber. BACKGROUND After several months of informal discussions with various executive search firms specializing in cultural institutions, a Request for Letters of Interest (RFLI) was sent via a-mail on November 6, 2007, to 13 national recruitment firms with proven experience in executive management placement for cultural institutions. The RFLI included a brief description of the history of the Bass Museum; its location; a comprehensive description of its collections; and a summary of the museum's annual program of exhibitions, special events and education programs. The RFLI requested that responses should include the following specific information: Commission Memorandum Bass Museum Search Firm December 12, 2007 Page 2 of 5 • The firm's experience and qualifications, especially with regard to arts and cultural organizations • The firm's approach and methodology for this recruitment • The names and qualifications of the individual(s) assigned to work on this recruitment • The firm's proposed fee(s) • The firm's past performance (as evidenced by letters of reference, etc.) • Anticipated timeline for the process proposed Five of the 13 firms responded with proposals: Campbell & Company, Heidrick & Struggles, Management Consultants for the Arts, Museum Search & Reference, and Seiden Kreiger Associates. All five firms presented similar comprehensive approaches and methodologies, which included on-site visits and interviews with search committee members; preparation of the job description; sourcing and identifying of potential candidates; investigating, screening and interviewing these candidates; presenting the candidates to the selection committee; negotiating compensation; and monitoring the final placement. EVALUATION PROCESS An Evaluation Committee, appointed by the City Manager, met on Tuesday, November 20, 2007, to review the proposals. Members included Hilda Fernandez, Assistant City Manager; Grisette Roque-Marcos, Executive Director of the Miami Beach VCA; Jorge Fraga, Senior Management Consultant, CMB; Gus Lopez, Director of Procurement, CMB; and Gary Farmer, Cultural Affairs Program Manager, CMB, and Interim Administrator of the Bass Museum of Art. The Evaluation Committee used the following criteria to rate the proposals: • Firm's experience and qualifications (25 points) • Firm's approach and methodology (20 points) • Qualifications of individual(s) assigned to work on this recruitment (15 points) • Proposed fee(s) (25 points) • Past performance (15 points) The members of the Evaluation Committee were unanimous in ranking the top three firms in the following order: 1. Management Consultants for the Arts 2. Museum Search & Reference 3. Heidrick & Struggles EXPERIENCE AND QUALIFICATIONS Since 1983, Management Consultants for the Arts (MCA) has worked exclusively with cultural institutions, conducting more executive searches than any other firm. In addition to executive search, MCA services include consultations in planning, organizational analysis and development, board/staff development and retreat facilitation. The firm, with representation in Cos Cob, Connecticut, New York City, Dallas/Fort Worth, Minneapolis, and San Francisco, has reach both nationally and internationally. Partner Linda Sweet has worked out of the Cos Cob and New York locations and has headed the museum practice division since 1984, following more than a decade at the Museum of Fine Arts in Boston and the Brooklyn Museum in New York City. Diane Frankel, who is based in Commission Memorandum Bass Museum Search Firm December 12, 2007 Page 3 of 5 San Francisco, joined the firm two years ago, following a distinguished career as a museum professional with the San Francisco Museum of Modern Art, as director of the Bay Area Discovery Museum, and as head of the Institute of Museum & Library Services, a federal agency. MCA understands the complexities of art museums and of the changes they go through, and has the ability to identify individuals who can work well with varied constituencies (often with different concerns), including staff, trustees, funders, collectors, artists, scholars, representatives of local, state and federal agencies as well as the broad community. As the head of IMLS, Ms. Frankel was involved with the Association of Art Museum Directors and both she and and Ms. Sweet have been active with the American Association of Museums and the International Council of Museums. Adding to their ability to reach the top visual arts professionals in the country is the fact that Ms. Sweet is immediate past president of ArtTable, an organization with 1600 members in this country, a chapter in the Netherlands, and members elsewhere in Europe. Diane Frankel was president of the organization just prior to Ms. Sweet. In addition, they have specialized in working with regional museums that have strong ties to their communities, as well as significant national and even international impact, including the Telfair Museum of Art in Savannah, Georgia, the Tacoma Art Museum in Washington, the Delaware Art Museum in Wilmington, the Aspen Art Museum in Colorado, the Columbus Museum of Art in Ohio, the Ringling Museum of Art in Sarasota, Florida, the Columbus Museum in Georgia, the Arkansas Arts Center in Little Rock, and the Amon Carter Museum in Fort Worth and the Dallas Museum of Art, both in Texas. They have also worked with the Museum of Modern Art, the Brooklyn Museum, Dia, and the Noguchi Garden Museum in New York City, and are currently working with the Whitney Museum on a search for a Deputy Director. APPROACH AND METHODOLOGY MCA will work with the Bass Museum Board of Trustees and/or their designated Search Committee to create a profile of the Executive Director position. They will post the position where appropriate, elicit recommendations, and screen and respond to every application. They will then speak with the most talented prospects and energetically recruit candidates who are successful and content in their current posts. When the Search Committee chooses the candidates it wishes to meet, they will set up interviews, explore questions raised by the interviews, and shepherd the process to a successful conclusion. The following is a more detailed outline of the steps in the search process, which will be tailored to meet the Bass Museum of Art's specific needs: 1. On-site visit: Arrange to meet with key individuals to review and/or establish a job profile that accurately reflects current and future needs and expectations; to establish a time schedule and work program for the search; and to acquaint themselves with the museum's activities and the constituencies it serves. 2. Promotion: If advertising is determined to be useful, they would draft the copy and place it in appropriate publications and on Internet web sites. In addition, having prepared, based on their site visit, a written profile describing the museum, the position and the necessary qualifications, they will share the document with key arts and cultural professionals across the country. All responses would be screened and the necessary follow-up would be taken. Commission Memorandum Bass Museum Search Firm December 12, 2007 Page 4 of 5 3. Recruitment: For the search to succeed, it is essential to match this unique opportunity to the few individuals who are the strongest possible candidates to direct the museum. Using their files and their extensive network of professional contacts in the arts and humanities, higher education, business, public sector, and funding communities, they aggressively approach those persons who fit the position, whether or not they are seeking new employment. 4. Reference Checking: Having developed a list of candidates to review, they undertake extensive interviews and research into the backgrounds of each one. Through this process they determine the few best candidates who deserve consideration. 5. Client Interviewing: Only the most qualified candidates are presented, through written reports, resumes and supplementary materials. Their office assists in setting up on-site interviews and provide the objective counsel and any additional information that might be helpful during the interview process. 6. Selection: They would continue to provide information and background assistance as required and help negotiate the compensation and benefit package, if desired. TIMELINE AND FEE While it is hard to predict the exact time that will be required, their experience has been that a minimum of four to six months is needed to successfully complete the steps outlined above for most searches. Their fee is based upon an estimation of the amount of time required to successfully execute each search and is agreed upon in advance. Their fees range from $40,000 to $65,000, plus expenses. MCA has indicated that they anticipate that the fee for this search to be at the lower end of the range. MCA expects the process to move forward as outlined below: 1. Engagement letter executed; 2. MCA consultant meets with Trustees, Friends, search committee, staff and other key people (two-three weeks); 3. Profile written and approved by Trustees (one-two weeks); 4. Candidates researched, screened and interviewed (four-eight weeks); 5. MCA consultant meets with Trustees and/or search committee, presents short list, committee confirms candidates to interview; 6. Interviews scheduled and conducted (two-four weeks); 7 2~d interviews scheduled and conducted, if required (one-three weeks); 8. Decision made; agreement negotiated with finalist (one-two weeks); 9. Announcement of new Executive Director. It is important to note, that the City's Agreement with the Bass family expressly gives the power for hiring of peronnel for the Bass Museum to the Board of Trustees. The City Manager is one of five full voting members of the Board of Trustees who has legal authority to operate and administer the Museum. The Board of Trustees of the Bass Museum of Art reviewed the proposals at their December 4, 2007 meeting and unanimously endorsed the Evaluation Committee's recommendation. Commission Memorandum Bass Museum Search Firm December 12, 2007 Page 5 of 5 CONCLUSION The Administration recommends that the Mayor and the City Commission authorize the Administration to begin negotiations with Management Consultants for the Arts to carry out the executive search recruitment for the Bass Museum, and to proceed to negotiate with Museum Search & Reference should the negotiations with the top-ranked firm prove unsuccessful; and, further, to authorize the execution of a Professional Services Agreement upon the conclusion of successful negotiations by the Administration. JMG/HMF/MAS/GF T:\AGENDA\2007\dec1207\Consent\Bass Search Firm Commission Memo.doc m MIAMIBEACH OFFICE OF THE CITY MANAGER NO. LTC # LETTER TO COMMISSION TO: Mayor Matti H. Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: December 7, 2007 SUBJECT: MBTV 77 Wins Florida Government Communicators' Awards MBTV 77, our government access TV station, has won four awards for excellence in government TV programming. The Florida Government Communicators Association (FGCA) announced the awards at its annual conference in Orlando on December 6, 2007. FGCA is Florida's association of communications professionals whose sole or major duty is to communicate information about municipal, county or state government. MBTV won a "Crystal Award," FGCA's highest honor, in the "Video (Occasional)" category for "25/7." The video introduced Miami Beach's new slogan "25/7, So much to do you need the extra hour" during the 2007 Super Bowl. MBTV filmed and edited this high energy, fast pace music video that featured rising Latin music star Jencarlos singing original music written by and donated to the City by Rudy Perez. Perez writes and produces some of the biggest names in Latin music and lives in Miami Beach. MBTV also won a "Second Place" Award in the "Video (Occasional)" category for "Plan & Prepare," a 30-minute video primer on how to protect life and property against losses from hurricanes. The video featured City of Miami Beach Emergency Management Coordinator Don Druitt and members of the National Hurricane Center's staff in Miami. "Plan & Prepare" ran on MBTV throughout the entire 2007 hurricane season. "CityVision," our monthly 30-minute TV news magazine won a "Second Place Award" in the "Video (Series)" category. "CityVision" is written, filmed and hosted by MBTV staff specifically to illustrate the City's progress in meeting the goals of our Strategic Plan, and to provide information to our residents on current events, programs and services that affect them. "Meet Me In The Parks" won a "Second Place Award" in the "Video (Public Service Announcement)" category. Parks & Recreation Department staff wrote and produced this Nickelodeon-style music video that featured boys and girls from our parks, and that was filmed throughout the City. This kids-talking-to-kids format promoted the City's parks as safe places to learn, exercise and have fun. In October, 2007, MBTV won four awards from The National Association of Telecommunications Officers and Advisors (NATOA). Among the awards was a Third Place in the overall "Excellence in Government Programming" category. NATOA is a national association that represents the communications needs and interests of local governments. If you would like a DVD copy of the winning MBTV programs, or any MBTV 77 program, please contact Jay Moore, MBTV 77, at extension 6940.