HomeMy WebLinkAbout20151177.tiff RESOLUTION
RE: APPROVE LETTER OF UNDERSTANDING AND AUTHORIZE CHAIR TO SIGN -
MANAGEMENT ADVISORS,INC.
WHEREAS,the Board of County Commissioners of Weld County,Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County,Colorado,and
WHEREAS,the Board of County Commissioners of Weld County,Colorado,has selected
Management Advisors, Inc.,to conduct a performance audit of the Weld County Department of
Human Services,and
WHEREAS,the Board has been presented with a Letter of Understanding between the
County of Weld,State of Colorado,by and through the Board of County Commissioners of Weld
County, and Management Advisors, Inc., which outlines the terms and conditions under which
services will be provided,commencing April 27,2015,and
WHEREAS, after review, the Board deems it advisable to approve said Letter of
Understanding,a copy of which is attached hereto and incorporated herein by reference.
NOW,THEREFORE,BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Letter of Understanding between the County of Weld, State of
Colorado,by and through the Board of County Commissioners of Weld County,and Management
Advisors, Inc.,be,and hereby is,approved.
BE IT FURTHER RESOLVED by the Board that the Chair be,and hereby is,authorized to
sign said Letter of Understanding.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 27th day of April,A.D.,2015.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY COLORADO
ATTEST: '....:itiftet) `t` �h_; rbara Kirkmey@r,Chair
Weld County Clerk to the Board' '
^_nq QQ Mi<e Freeman, Pro-Tem
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Date of signature:
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Jr laa 2015-1177
HR0086
4
Mana ementAd i orsg inc.
MANAGEMENT CONSULTANTS
April 21,2015
Mr. Donald D. Warden
Director of Finance and Administration
Weld County Government Offices
1150 O Street
Greeley, CO 80632
Dear Mr. Warden:
In response to your request, we are pleased to provide this proposal describing how we can perform
an organizational climate review of Weld County's Department of Human Services(HS).
Management Advisors,Inc
Management Advisors, Inc. is a management consulting firm founded in suburban Denver in
1983. We provide professional assistance and advice to a broad range of for-profit and non-profit
organizations including state, county and local governments. As you know, we performed several
engagements for Weld County over the years, principally operational and performance audits, and
organization reviews, some of which were for the County Council.
Engagement Objectives
We understand that Weld County wishes to have an overall climate review of HS mainly at the
management and supervisory levels. The review will include evaluation of the organizational
structure, reporting relationships, lines of authority, delegation, accountability, the work
environment and employee attitudes and morale. All seven divisions of HS will be included in the
review with major emphasis on the largest divisions,Assistance Payments, Child Welfare and Child
Support.
Engagement Approach
In order to meet Weld County's objectives, we will perform the following work steps:
1. Conduct an initial discussion by telephone with you, and any others you might invite,
to verify the project scope, your expectations, our work plan, the project schedule and
target dates.
2. Review relevant background documentation and materials including an organization
chart, position descriptions and departmental policies and procedures.
8045 S.Krameria Way,Centennial,Colorado 80112-3041 phone 303.796.8040
www.ManagementAdvisors.com
2015-1177
Mr. Donald D. Warden
April 21, 2015
Page 2
3. Conduct a meeting with one or more Commissioners in attendance to obtain their
input, opinions and desires for the engagement.
4. Conduct individual confidential personnel interviews on-site to determine current
attitudes, how the staff interacts with each other, whether there are any dysfunctional
relationships, and whether there are any obstacles that may be interfering with the
staff's ability to be as efficient and effective as possible. These individual interviews
will be conducted mainly with managers and supervisors, but we will go deeper in the
divisions as necessary.
5. Conduct group interviews similar to focus groups with some individuals in fairly
comparable positions or distinct operational units. This will primarily encompass
individuals under the manager and supervisor level, but many HS department
employees below this level will not be included.
6. From the individual and group interviews, assess the overall climate and the health of
the work environment by ascertaining any impediments to accomplishing work and
fostering a healthy workplace. We will also make an overall assessment as to whether
employees are treated properly, respected, encouraged to excel, suitably empowered,
utilized appropriately and held accountable.
7. Assimilate all data collected, organize our findings, develop our conclusions and
recommendations, and issue a written report to the County.
8. Attend a single meeting with County officials to discuss our report.
Engagement Staffing
I will be responsible for the organizational climate review. Both Alan Browning, CEO of
Management Advisors, and I will conduct the on-site interviews and meetings. Alan and I have
performed many engagements of this type, individually and together.
Schedule
We can begin the engagement during the first week in May if we receive your approval to proceed
by April 27. We can deliver our report by the first week in July if County personnel are reasonably
available for interviews and meetings. Since we will be traveling from suburban Denver, we will
need to fill our days on-site with scheduled interviews and meetings in order to conduct the
engagement efficiently and within budget.
Engagement Fees
Our professional fees for the above scope of work will not exceed $39,500. This includes all
administrative and travel expenses to conduct about 45 individual interviews and 15 group
interviews. The group interviews will involve about 80 people. Therefore, we expect to have input
from about 125 of the HS staff.These numbers might change a little after we get into the review and
Mr. Donald D. Warden
April 21, 2015
Page 3
become more familiar with the HS department. We have budgeted for one final meeting with
County officials.
We will present invoices for our services every three weeks. No retainer is required. Payment is due
within fifteen days of invoice. Amounts past due are subject to a late charge of 11/2 percent per
month until paid.
Thank you for the opportunity to present this proposal. If it meets with your approval, please sign
below as our authorization to proceed with the engagement. If you have any questions, please give
me a call at 720-988-8040 to discuss it at your convenience.
Sincerely,
A/V
Stephen ,I. Yanoviak. President
Certified Management Consultant
SJY//Weld County HS.pOI.doc
WELD COUNTY COLORADO
4ptedpkvpr ved
Barbara Kirkmeyer
Printed Name
Chair, Board of Weld
County Commissioners APR 2 7 2015
Title Date
020)5- - // 7
LETTER OF UNDERSTANDING - MANAGEMENT ADVISORS, INC.
ATTEST: G/ G• 'A BOARD OF COUNTY COMMISSIONERS
Weld sun Clerk to the ;oard, WELD COUNTY, C• ORADO
BY: i'�, ra_ ♦ L/.a_. �, _ - . '
Deputy rk to the Bo l t /I) :arbara Kirkmeye , Chair pR 2 7 2015
A RO D S T F N G a. ' PPROVED AS TO UBSTANCE:
Director of Finance `t ��'E I ed Off I or artme ead
APPR D AS TO
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