DON CARUTH ASSOCIATES MANAGEMENT CONSULTANTS 310 Interstate 30, Suite M102A Gazland Tezas 75043 (214) 226-9915 April 8, 1992 ~-~z~ ~~~_ The Honorable Glenn K. Holekamp County Commissioner Precinct No. 3 Kerr County Courthouse 700 Main Street Kerrville, Texas 78028 Dear Commissioner Holekamp: Attached is our proposal for providing assistance to Kerr County in the areas of personnel classification review, job description audit, examination of employee salaries, review of personnel policies, and survey of salaries for elected officials. Resumes and references are also included in the proposal. We are prepared to begin work on this project the week of May 4. We would welcome the opportunity to work with you and the officials and employees of Kerr County. If you have any questions or need aditional information, please give me a call. Sincerely, Don Caruth, Ph.D., SPHR Dlanaging Principal DC/as PERSONNEL ASSISTANCE PROPOSAL Submitted to RERR COUNTY RERRVILLE, TEXAS by DON CARUTH ASSOCIATES Management Consultants 310 East I-30, Suite M102A Garland, Texas 75043 214-226-9915 April 8, 1992 This proposal outlines the assistance that Don Caruth Associates (DCA) will provide Kerr County relative to updating personnel classifications, revising job descriptions, adjusting salaries, assuring adequacy of personnel policies, determining appropriate salaries for elected county officials, and other related personnel matters. The role of DCA will be to review current practices, and based on this review, advise, suggest, and make recommendations so that Kerr County can up-date its personnel management program. PROJECT OBJECTIVES The major objectives of this project are to make specific recommendations so that Kerr County can: 1. Assure the accuracy and workability of present personnel classifications. 2. Revise job descriptions, as needed, to reflect current and realistic job content. 3. Adjust pay ranges, if necessary, to assure that neither underpayment or overpayment of salaries is occurring. 4. Revise personnel policies, if required, to assure completeness and compliance with present legislation and regulations. 5. Assure that salaries of elected county officials are comparable with those of officials in similar counties. 6. Address other personnel issues or concerns as required to up-date the county's personnel .-. management program. PROJECT TASKS Five specific tasks are involved in this project. These tasks are described below. Review of Current Personnel Classifications DCA will examine the current personnel classification system in order to determine: (i) accuracy of job descriptions, (2) appropriateness of job classifications, (3) sufficiency of current salaries, and (4) need for changes in job descriptions, job classifications, or salary levels. Review of Current Job Duties and Job Descriptions Through observation, discussions with officials, supervisors, and employees, and other approaches, DCA will briefly analyze job duties and assignments and compare them with current job descriptions. Changes in duties, assignments, job descriptions, and staffing will be recommended where appropriate. Review of Current Salary Structure The current salary structure will be examined with a view to determining its appropriateness. This review will be an informal one based largely on DCA's knowledge of comparable salaries. Analysis of Personnel Policies DCA will review Kerr County~s new personnel policy handbook _ for thoroughness, accuracy, relevancy, and compliance with current legislation and regulations. Recommendations for additional policies or policy revisions will flow from this analysis. Examination of Salaries of Elected Officials Salaries of elected officials of Kerr County will be examined to determined the need for any changes. This examination will be based on published data and/or a short survey of comparable counties. ^ Preparation and Presentation of Final Report At the conclusion of this project a report of all study. procedures, project findings, and recommendations will be compiled and orally presented. _ Performance of project tasks will require several days of on-site visitation to review data, interview appropriate individuals or groups, hold discussions with elected ^ officials, and observe work performance, staffing levels, office layout, and general working environment. Certain activities, such as personnel policy review, survey of elected officials salaries, report preparation, etc., will be performed off-site. ANTICIPATED RESULTS Due to the nature of this study, it is difficult to identify specific outcomes that may be produced. However, anticipated results for Kerr County will encompass the following: 1. An up-dated classification system. 2. More accurate job descriptions. 3. Determination of appropriate salary levels for both employees and elected officials. 3. A personnel policy handbook that is complete and in compliance with current personnel laws. 4. A degree of streamlining relative to job duties, job assignments, and staffing requirements. PROJECT SCHEDULE DCA is prepared to begin this project the week of May 4 and present its final report to Kerr County no later than July 1, 1992. This completion date is, of course, based on initiating the project as indicated. CLIENT-CONSULTANT RESPONSIBILITIES This proposed project is a joint effort between Kerr County '- and DCA that requires each entity to carry out certain actions, either independently or in concert. Kerr County will be responsible for the following project activities: 1. Providing clerical support. 2. Reproducing any forms or questionnaires required. 3. Scheduling meetings as needed. 4. Assuring availablity of personnel for interviews or meetings. DCA will be responsible for performing the following project activities: 1. Completing all tasks as previously described. 2. Formulating and presenting recommendations. PROJECT CONSULTANTS The consultants assigned to this project are: Don Caruth, Ph.D., SPHR Managing Principal Steven Austin Stovall, MBA, PHR Principal Individual resumes of the two assigned consultants are shown in Appendix A. COMPANY QUALIFICATION3 Don Caruth Associates specializes in personnel practices, compensation systems, performance appraisal, organization development, and customer service systems. DCA's clients have included a wide variety of organizations in approximately twenty-five industries from both the public and private sectors of the economy. A Capability Statement and a Partial Listing of Clients is shown in Appendix B. REFERENCES The following individuals are familiar with the work of Don Caruth Associates and should be contacted relative to DCA's performance and quality of work. Ed Thatcher City Manager City of Greenville 2821 Washington Greenville, Texas 75401 903-457-3116 ,_ William Eisen City Manager City of Rockwall 205 W. Rusk ^ Rockwall, Texas 75087 214-771-7700 ^ Charles Brown Senior Vice President Dallas Teachers Credit Union _ P. O. Box 64728 Dallas, Texas 75206 214-824-6371 ^ Andrew R. Charney Director of Human Resources ATE Management & Services Company, Inc. ^ 315 Continental Avenue Dallas, Texas 75207 214-655-8018 COST OF CONSULTING SERVICES ^ It is estimated that 10 consulting mandays will be required to complete this project. DCA's current billing rate for governmental entities and non-profit organizations is $500 ^ per day. Consequently, the estimated cost of consulting services is $5,000. DCA's current per diem rate (this rate includes all ^ transportation, meals, lodging, and out-of-pocket expenses} is $100. It is estimated that seven of the ten mandays required for this project will be spent on-site. Thus, per ^ diem costs of $700 are anticipated. Estimated total cost for this project is $5,700 ($5,000 ^ consulting cost, plus $700 per diem expenses). If the project is completed in fewer mandays or requires less per diem expense, Kerr County-will be billed only for ^ mandays actually expended or per diem actually involved. If for unforeseen reasons additional days are required, Kerr County will not be billed for these days or for the per diem ^ involved. In other words, the maximum cost of this project will not exceed $5,700, but could be less if fewer days are actually expended. Don Caruth Associates bills clients on a weekly basis for mandays expended and per diem incurred during the preceding week. APPENDIX A RESUMES OF CONSULTANTS DON CARUTH, Ph.D., SPHR r Don Caruth is Managing Principal of Don Caruth Associates, a - consulting firm specializing in human resource systems, management development, and customer service. He is also a Professor of Management in the College of Business and Technology at East Texas State University. His clients have included a wide variety of large and small private and public sector organizations in over twenty industries. - He holds a Ph.D. in management from the University of North Texas and a B.B.A. from Southern Methodist University. A native Texan, Dr. Caruth has held managerial positions in - consulting and construction. He has been a member of the faculty in the Graduate School of Management, University of Dallas; Adjunct Professor and Assistant Director of the Business Oral History - Project, the University of North Texas; and Visiting Professor, University of Hawaii. Dr. Caruth has twice been named an "Outstanding Educator of America." His teaching specialties are ,,. human resource management and business strategy. Dr. Caruth is a Senior Professional in Human Resources, an accreditation conferred by the American Society for Personnel "' Administration. He is a past president of the North Texas Chapter, Industrial Relations Research Association and the Dallas Chapter, Association for Systems Management. Caruth is the recipient of ,- ASM's Achievement and Merit Awards for "consistent service and contributions to the systems profession and the Association." He is the author of fourteen books. These include Staffing the - Contemporary Organization, Compensation Management or anks, Management Dynamics ~, Work Measurement in Banking, Management of Office Operations, Business Systems, Lexicon o~ American Business ~' Terms, and Office and Administrative Management. The latter book has also been published in one Indian and two Japanese editions. - Caruth has contributed almost fifty articles to such journals as Burroughs Clearing ouse, Business Studies, Executive, Journal of Systems Management, Magazine of Bank Administration, Management Services, Management Solutions, Management World, Michigan Business - ev'ew, Ooportunity Magazine, S•A•M• Advanced Management Journal, S 'n , Suoervisorv Management, and The Office. He has written on motivation, communication, delegation, discipline, decision making, - performance appraisal, salary administration, psychology, management consulting, work measurement, personal goal setting, and other topics. He is also a published poet. - A professional speaker who has appeared on television and radio, Dr. Caruth combines education with entertainment and facts with fun in his frequent addresses to national, regional, state, and local - business and professional groups. STEVEN AUSTIN STOVALL, MBA, PHR Steven Austin Stovall is a Principal with Don Caruth Associates, a management consulting firm specializing in customer service systems, human resource practices, and management development. He holds a M.B.A. from East Texas _ State University and a B.B.A. with Academic Distinction in Human Resource Management from the same institution. Mr. Stovall has successfully completed the Personnel Accreditation Institute's Professional in Human Resources exam. This is an accreditation conferred by the Society for Human Resource Management. He is also a member of the Texas Restaurant Association, Dallas Restaurant Association, and the National Forensic League. Mr. Stovall's consulting experience includes customer service evaluation, salary survey design and analysis, job descriptions, and other human resource _ management projects. He has conducted a wide variety of workshops on customer service, time management, stress management, supervision, computer applications, and numerous other topics. As a writer, Mr. Stovall has written several articles in national publications on such topics as dealing with difficult customers, effective techniques for handling _ complaints, and motivating customer-contact employees. Additionally, he is the editor of CQSS Reporter, a bi-monthly newsletter devoted to customer service _ and how to improve it. He is currently coauthoring a dictionary of contemporary business terms. A recognized authority on customer service, Mr. Stovall is the creator of Phantom Shopper, a tool used by firms to determine the effectiveness of their service quality. This involves sending specially trained "customers" to _ restaurants, retail stores, banks, and other businesses who evaluate the level of service encountered at the location. Phantoms actually buy a meal, rent a movie, _ and open a bank account. In addition to Mr. Stovall's business accomplishments, he is also a freelance artist and collector of antiquarian books. In his addresses to groups of all sizes, Mr. Stovall combines important facts with "" frequent audience pazticipation to make learning both enjoyable and rewazding. APPENDIX B CAPABILITY STATEMENT E PARTIAL LISTING OF CLIENT3 .-, DON CARUTH ASSOCIATES MANAGEMENT CONSULTAN3'S ~' 310 Inlecstate 30, Suite M102A Garland, Texas 75043 _ (214) 2269915 CAPABILITY STATEMENT DON CARUTH ASSOCIATES is a management consulting firm offering professional assistance in customer service systems, organization analysis, human resource management, compensation administration, and training and development programs. DCA~s clients have included a wide variety oP organizations in approximately twenty-five industries in both the private and public sectors 'of the economy. Specific services provided by DCA "' include the following: Customer service systems Employee Selection Instruments Phantom Shopper Services T Focus Groups Customer Comment Cards Service Support Systems Service Measurement and Evaluation ~- COSS Reporter Customer Service Training Programs ,_ Organization Analysis Operational Audits Systems and Procedures Development '- Job Design Work Standards Organization Structure Design Human Resource Management Job Analysis Job Specifications and Descriptions Personnel Policies Employee Handbooks Compensation Administration Salary Systems Incentive Pay Plans Performance Appraisal Management Development Training Needs Analysis Employee Seminars Management Workshops Management Dynamics II Detailed descriptions of services and programs, as well as a list of clients, are available upon request. DON CARUTH ASSOCIATES MANAGEMENT CONSULTANTS ^ 310 East I-30, Suite M102A Garland, Texas 75043 ,_ (214)226-9915 ^ PARTIAL LISTING OF CLIENTS - F1IIS~S1S1 Capital Bank Citibank, N.A. Dallas Teachers Credit Union '"' First American Savings First National Bank, Palestine Texas Bank, Denton ^ Texas Commerce Bank USAA Federal Credit Union U.S. Nadonal Bank Manufacturers/Processors ^ General Dynamics Corporation Gifford-Hill & Company, Inc. Lewis Screw Company Madix Store Fixtures ^ Mary Kay Cosmetics, Inc. Mrs. Baud's Bakery Wynn's Climate Systems ~11t1 Care ^ Glen Oaks Hospital Hunt County Memorial Hospital District Tarrant County Hospital District U.S. Department of Veterans Affairs "' Wadley Regional Medical Center ^ Associations American Bankers Association American Management Association ,.. American Pharmaceutical Association Bank Administration Institute Colorado Credit Union League t Credit Union Executives Society _ 1_~lunicipali i c City of Greenville, Texas City of Richardson, Texas City of Rockwall, Texas ^ City of Texarkana, Texas Retail/Services ASAP Office Products Howard J. Blender Company Employee Transfer Corporation LWFW Group McCmgor and White Montgomery Ward & Company Sears, Roebuck & Company Trailways Commuter Transit Wallpapers to Go pgtroleum/Chemicals Corpus Christi Petrochemical Company Diamond Shamrock Corporation Schlumberger Well Services Shenandoah Oil Company Weatherford-Lamb, U.S., Inc. Western Company of North America Western Oceanic Colleges iltltf~ Universities East Texas State University Grayson County College Trinity Valley Community College University of North Texas University of South Alabama Restaurants Al Vera's Mexican Restaurant Black-eyed Pea CiCi's Pizza Desperado's Grandy's, Inc. Highland Park Cafeterias Insurance Bankers Life and Casualiry Company Equitable General Insurance Company Sanus Texas Health Plan