July 2, 1999

To:Administration Committee

From:Chief Administrative Officer

Subject:Recruitment and Selection of Commissioners of Corporate Services and Urban Planning & Development Services

Purpose:

This report describes the process to recruit and select candidates for two vacant senior executive positions.

Funding Sources:

The costs associated with engaging external executive search services will be charged to the Corporate Services and Urban Planning & Developments Services departments. Funds are available within their 1999 approved budgets.

Recommendation:

It is recommended that:

the selection panel established by Council on June 9, 1999 be expanded to include the Chair of the Planning and Transportation Committee; and

the appropriate City Officials be authorized and directed to take the necessary action to give effect thereto.

Council Reference:

On June 9, 1999, Council approved an external and internal search, initiated by the Chief Administrative Officer, to fill the position of Commissioner of Corporate Services and established a selection panel of the members of the Administration Committee augmented by Councillors Disero, Jakobek, Layton and O'Brien. Council set the quorum of the selection panel at 50 percent of the membership of the Administration Committee. Council further directed that the recommendations of the selection panel be submitted to the Administration Committee and Council. On June 24, 1999, the Chief Administrative Officer advised the Mayor and Members of Council that the Commissioner of Urban Planning & Development Services had resigned her position, effective July5, 1999.

Background:

On February 4, 5 & 6, 1998, Council approved the City of Toronto Administrative Structure comprising the Chief Administrative Officer and six Commissioners reporting to the Chief Administrative Officer. This structure has provided the basis for the implementation of the new city's administrative organization and alignment of functions and services. The recruitment and selection process adopted by Council on June 9, 1999 will be expanded to include the position of Commissioner, Urban Planning & Development Services.

Recruitment and Selection Process:

We are currently identifying a number of executive search firms with the appropriate expertise and qualifications to assist the City in implementing a thorough and comprehensive process, open-to-scrutiny, fair and objective. The terms of reference for this assignment are designed to ensure the selection of the best candidates possible, to ensure a balanced senior management team, and to ensure Council and management have an opportunity to provide input and advice regarding the process. Specifically, the search firm will be required to undertake the following actions:

development of a position profile, core competencies and selection criteria, based on interviews with the Mayor, the selection panel, the Chief Administrative Officer, and member(s) of the senior management team;

initiate a concurrent internal/external (national) candidate search;

identify/contact potential best candidates using search experience;

undertake an initial screening of candidates, and prepare a preliminary list of candidates for review by the Chief Administrative Officer and an external expert panel who will identify an appropriate short list of candidates to be interviewed by the selection panel;

co-ordinate the interviews by the selection panel of the short list, ensuring fairness and consistency in the process; the same members of the selection panel will participate in the interviews of all candidates for each commissioner's position;

conduct the reference checks for the finalist candidates;

negotiate salary, terms and conditions of employment with selected candidates, based on the CAO's direction.

The Chief Administrative Officer will report the decision of the selection panel to Council for ratification and appointment of the successful candidates.

Conclusion:

In view of the fact that the selection committee approved by Council on June 9, 1999 had as its focus the selection of the Commissioner of Corporate Services, it is appropriate to now adjust the composition to include the chair of the Planning and Transportation Committee, to accommodate a process expanded to recruit two commissioners.

Michael R. Garrett

Chief Administrative Officer