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HomeMy WebLinkAboutItem 06.kAugust 15, 2013 Item No.— k Authorize Agreement with Springsted Inc. for Executive Search Consulting Services Proposed Action Staff recommends adoption of the following motion: Move to authorize a professional services agreement with Springsted Inc. for executive search consulting services associated with the recruitment of the position of Police Chief at a cost not to exceed $16,000. Passage of this motion will result in Mr. David Unmacht of Springsted assisting with the recruitment and selection of a new police chief. Chief Thomas Vonhof has announced his retirement effective at the end of September. The City Council has discussed and agreed upon a process of recruitment and selection of a new Chief of Police Staff solicited professional services proposals and received two proposals. After review of the proposals, Staff is recommending that David Unmacht of Springsted Inc. be selected. The fee for the services is not to exceed $14,000 plus expenses which are estimated to be no more than $2,000. Primary Issues to Consider What services will be performed by Mr. Unmacht? • What is the process for recruitment and selection of a new Chief? Supporting Information Staff analysis of issues Springsted Proposal –June 28, 2013 t Steven C Mieike City Administrator Financial Impact: $_16,000 Budgeted: Related Documents (CIP, FRP, etc.): Not es: _While not budgeted; the expenses Y/N _N Source: _General Fund - Police will be off-set by the Chief s position va Staff Analysis of Primary Issues • What services will be performed by Mr. Unmacht? Springsted will assist in the hiring of a new Chief by performing the following services: 1. Develop a position analysis and profile of the position. 2. Identify and recruit qualified candidates. 3. Screen Applications and provide a list of top candidates 4. Perform reference checks 5. Assist in the interview process 6. Perform background checks 7. Assist as necessary in the employment offer and establishment of initial goals Springsted also provides a guarantee if the candidate resigns or is dismissed within the first 24 months of employment, providing for another search at no cost to the City of Lakeville. + What is the City's process for recruitment and selection of a new Chief? The process for the recruitment and selection of the Police Chief is as follows: 1. A search consultant will be hired to assist in the recruitment and selection process. 2. A position analysis will be conducted and a position profile will be developed. 3. The consultant will assist in the identification and recruitment of qualified candidates. 4. The consultant will initially screen all applications and provide feedback on each applicant for the purpose of identifying top candidates. 5. A reference check will be performed on the top candidates to learn more about their skills and abilities. 6. A battery of interviews will be conducted on the top candidates including the City Council, members of the various divisions of the Department, and other key non - department staff. 7. Finalist(s) will then be scheduled for a psychological and managerial assessment with a qualified professional firm. 8. A candidate will then be recommended by the City Administrator to the City Council. The Personnel Committee of the City Council will provide guidance and input throughout the process. It will take 90 -120 days to complete the recruitment/selection process and have a police chief selected. Given Chief Vonhof's retirement date it will be necessary to select an Interim Chief to provide temporary leadership of the department. The selection of an Interim Chief has not been completed but will be completed prior to Chief Vonhof's retirement. Springsted Incorporated 380 Jackson Street, Suite 300 Saint Paul, MN 55101 -2887 Spring t Tel: 651 - 223 -3000 Fax: 651 - 223 -3002 www.springsted.com LETTER OF TRANSNIITTAL June 28, 2013 Ms. Cindi Joosten, Human Resources Manager City of Lakeville 20195 Holyoke Avenue West Lakeville, Minnesota 55044 Re: Request for Proposal to Provide Executive Search Consulting Services to Select a Police Chief Dear Ms. Joosten: Thank you very much for the opportunity to submit a proposal to assist in conducting an executive search and recruitment for the position of Police Chief. Hiring a Police Chief is one of the most important decisions a City will make. In our role as executive search consultants, Springsted is committed to working closely with all Lakeville officials to conduct a thorough, well - executed search that identifies qualified candidates with proven leadership and management experience. Springsted has extensive experience conducting local government executive searches for top administrators and department heads. Our model and business strategy is to provide you with a strong process while remaining flexible to adapt to the City's needs and desires. We approach each search by establishing positive and effective communication and trust with everyone. We will work hard to understand the City's issues, challenges and future goals. We will use this information to recommend best practices, prepare professional materials and administer effective recruitment strategies. Our work is supported by our guarantee that is outlined in the work plan. We understand our proposal is subject to review and discussion. We are willing to meet with you to discuss our proposal. We Iook forward to the next steps in the process and we would greatly appreciate the opportunity to work with you on this important decision. Please contact me at dunmacht @springsted.com or 651- 223 -3047 if you have any questions on our proposal. Respectfully submitted, avid . Unmacht Springsted Incorporated kmd Public Sector Advisors City of Lakeville, Minnesota Proposal to Provide Executive Search Consulting Services to Select a Police Chief Executive Search Philosophy Our executive search philosophy begins with a clear partnership objective, which is: To administer a participatory and interactive process that results in the best candidate for the Police Chiefposition. We will earn your trust from our initial meetings and retain it through the end of the search. We will work to create an excellent partnership between all City and community officials. This includes helping the City think strategically and deliberately throughout each critical step of the process. This will be an important component of the early stages, as City officials work to reach consensus on the qualities and characteristics you desire in the successful candidate. Springsted team members will remain unbiased and fair in all communications and interactions, and will build trust and confidence with everyone from the beginning to the end of the process. Mr. Unmacht will begin work immediately to understand the desired qualifications for this position, as well as understand the City's issues and priorities. We will arrange to meet with the City Council, City Administrator and staff to discuss the City's goals, expectations and needs. We will also meet with members of the Police Department and citizens and community stakeholders if that is desired. We believe this is a good idea, but respect and recognize that each community is different and we will want to explore your expectations before we finalize the process. In partnership with City officials, we will identify best practices in the overall search process, including compliance with applicable Minnesota laws, finalize a recruitment plan and a schedule of all activities. The Springsted team's experience, along with our organizational development background, will provide a solid foundation for the City of Lakeville. You will have the confidence that we will create a strong partnership to hire the best qualified candidate for the position. Springsted's search process is described below. We would be happy to refine this process as needed to meet the City's goals and objectives. 1. Trust and Working Relationship— Springsted commits to meeting and exceeding the expectations of the City from the beginning to the end of the process. We will create strong lines of communication, be open to ideas and develop a strong partnership with the City Council, staff and community members. Our work with the City is open and transparent. We have a strong working knowledge of Minnesota laws that must be observed throughout the hiring process. We make sure that the City and candidates understand how these laws affect the hiring process. Our strong regard for conducting a process that follows the requirements of the Data Practices Act and the Open Meeting laws is a critical aspect of our working relationship with the City. Springsted City of Lakeville, Minnesota. Proposal to Provide Executive Search Consulting Services to Select a Police Chief 0 2. Project Initiation --- Springsted meets with the City's representative to define working relationships, determine preferred methods of communications and refine the project schedule. The revised schedule is distributed to ensure that everyone involved with the search process understands the process and schedule. We will ask and learn what role the City Council, City Administrator and Human Resources Manager want to have and then integrate the expectations and objectives into the process. We will also ask if the City anticipates that there will be internal candidates; this fact may influence or shape the process. 3. Position Analysis and Profile Development — We meet individually (or collectively, if preferred) with the Mayor and City Council members to broaden our understanding of the position's leadership and management requirements, current issues, strategic priorities and to identify expectations for the next Police Chief. We also schedule a series of individual and/or team meetings with the City Administrator, and police department staff to increase our understanding of the organizational dimensions of the Police Chief position. If desired, public input is obtained by inviting community leaders to attend a meeting(s) to learn about the search process and offer their perspective on desired Police Chief qualities. These meetings can be done in one -on -one interviews or in small group settings. Information obtained from these meetings, our review of the position description and other City documents, is used to prepare a position and community profile. The City has experience in using executive recruitment firms and you may already have a template or format to use; we will adjust and modify our process and fee to be consistent with the City's expectations and desires. We review salary and benefit information for Police Chief s in similarly sized communities and in recent Police Chief placements to assist the City in determining any adjustments that may be required to the salary range and employment package to ensure the position is competitive with the marketplace. The completed profile and job announcement will be approved by the City before recruitment begins. The position and community profile will be central to our recruitment; as well as candidate outreach and conversations with prospective candidates about the professional opportunities of the Police Chief position in the City. 4. Identification and Recruitment of Qualified Candidates — In consultation with the City, we will develop a customized recruitment strategy for the Police Chief position that includes placing job ads with law enforcement associations, such as the International Police Chiefs Association and state chapters, particularly within our immediate region, the Police Executive Research Foundation (PERF), FBI- LEEDA, the League of Minnesota Cities and other law enforcement websites. We can also use LinkedIn and other sites and organizations we identify in concert with the City. To increase the national exposure of this position, we can strategically place the job announcement with other law enforcement agencies and associations in other states. Our recruitment outreach strategy emphasizes personal contacts with prospective candidates. We will contact targeted law enforcement officers and possible candidates who demonstrate skills and attributes desired by the City. Finally, we draw upon our knowledge of qualified Police Chief's from our database and from the professional network of our consultant team. Each member of Springsted's project team is involved in contacting qualified local, regional and national Chiefs many who are not actively seeking a new position, and encouraging them to apply for this position. We are confident that the notice of this position will be widely disseminated and well known in the marketplace. City of Lakeville, Minnesota, Proposal to Provide Executive Search Consulting Services to Select a Po,ice Chief Springsted sets up a special e-mail for each search and encourages an electronic submission of applications. Applications received by mail or by fax are scanned to ensure that we have an electronic record of all materials received. The City receives timely updates on the status of the search. We also maintain open and professional communication with the applicants to keep them informed about the status of the search and their candidacy for the position and to track developments in their job search activities. 5. Applicant Screening — Applicant screening is based on position requirements and hiring criteria established by the City in the position description and position profile. Once we have identified the top candidates, we ask them to complete a questionnaire that addresses their professional and personal qualities so we can assess their fit with the characteristics identified in the position profile. Along with substantive information provided in the answers to the questions, we evaluate the candidates' writing and comprehension skills. Once that is complete, we conduct telephone screening interviews with the top candidates to expand upon each candidate's background and experience, particularly in those areas important to the City. We determine the candidate's level of interest and motivation for seeking the position. We identify the candidate's management and leadership style and learn about their law enforcement career and professional expectations for the position. 6. List of Top Candidates — We meet with the City Administrator and City Council (if desired) to present the written candidate reports and a list of the top candidates. Each candidate report includes a summary of the screening interview and relevant information from an Internet search and the candidate's resume and completed questionnaire. The City selects the candidates who will be invited to interview. In a professional and respectful manner, Springsted informs all applicants of their status in the selection process, in particular those that are not moving forward to the interview stage. 7. Reference Checks — We contact references and provide a thorough reference outline for each candidate participating in the interviews. It is our practice to contact at least four references per candidate: an elected official, a professional peer, a direct report and a community member. We believe that a more comprehensive reference profile can be compiled if we seek input from a representative of each of these areas. 8. Interviews — We work with the designated staff to design and coordinate the interview process. We find that each City is different, so before we organize an interview process, we meet with the City to seek your expectations and desires. Based on City preferences, we develop a structured interview process that maximizes the input of all participants (elected officials, staff and community members) and we coordinate the interview schedule with the candidates. The interview process is structured in a way that helps the City assess the candidates' experience providing leadership and developing others' leadership skills, their ability to communicate, their approach to resolving conflicts and making decisions, their interpersonal skills and other preferred qualifications. We also provide a template to help the City evaluate the candidates on an equitable basis and provide a feedback form to other participants in the interview process so the City can consider these perspectives in its City of Lakeville, Minnesota. Proposal to Provide Executive Search ConsuRing Services to Select a Police Chief assessment of the candidates. We could also create a peer group interview by inviting three to five respected Police Chief s to participate in a panel to interview the top candidates as well; we can explore this idea in our discussions. Mr. Unmacht will be in attendance at the interviews to provide support as needed while the City narrows the field of candidates who could be invited to a second interview. For the second interview we will design a different candidate engagement process. 9. Background Check, Employment Offer and Goals — We retain Richard Setter and Associates to perform a thorough background records check, which includes state and national criminal and civil history, driver's license review, educational verification, a credit check and a review of social media activity. The timing is coordinated with the hiring decision and is typically completed prior to making an offer to a candidate. To date, there has not been an ethical issue with any Springsted placement. We work directly with the City Administrator, successful candidate and others as designated in the preparation of six month and one year goals. We receive input from each independently and then work with the incoming Police Chief to prepare a list that is adopted by the City as the six month and one year goals for the new Police Chief. We will assist the City if desired in developing an employment offer and, if requested, present the compensation package to the successful candidate in accordance with direction received. This step may be undertaken by the City Administrator or Human Resources Manager as well. Value Added Services Our commitment to the City does not stop after the appointment of the Police Chief. We are available throughout the first year to facilitate a discussion about performance issues (if they arise) and/or to assist in establishing longer term goals and objectives for the Police Chief. Short term goals are already included in the work plan. We will contact the City Administrator and Police Chief periodically to find out how he /she is performing and to check in to answer questions or provide information as requested in the transition. At the time of the hiring we will provide the City Administrator and incoming Chief with ideas on how to successfully transition to a new position. Experience shows that involvement and participation of the search consultant is a function of the experience, skills and background of the newly appointed Chief. Springsted will also perform another executive search it the new Police Chief voluntarily resigns or is dismissed for cause during the first 24 months of employment. The guarantee search and other ongoing services are provided at no additional cost to the City other than reimbursement for actual direct expenses we incur. There is only one additional step that you may want to consider and that is a psychological assessment. The City may have a practice to conduct these or you may have had success without using them. We can discuss their value in our early meetings. An assessment involves a battery of Springsted City of Lakeville, Minnesota. Proposal to Provide Executive Search Consulting Services to Select a Police Chief psychological tests to provide a detailed and validated profile of a candidate administered by a licensed professional. We work with a strong and reputable Minnesota -based psychological firm to conduct these assessments. Individual psychological assessments range in price from $2,000 to $5,000 depending upon the extent of the analysis. Timeline The timeline below is an illustration of a typical executive search process. The process generally takes between three and four months to complete. All final dates and schedules will be determined in conjunction with the City. City of Lakeville, Minnesota Illustration of a Timeline E Project Milestone - - - Cellverabies w Timetine. Notice to proceed Project initiation meeting. Assumes a July 15 start Position review and analysis Meet with city and community officials. July 15 — July 26 Position Profile approved Prepare Position profile. Week of July 26 Prepare job announcement. Placement of job announcement. Recruitment and candidate Contact with prospective candidates. outreach Acceptance 1 acknowledgement of July 29 — August 26 (4 week posting) applications. Ongoing communication with the City. Applicant screening Review resumes. August 26 — September 6 Written questionnaire to top candidates. On -site meeting with the City. Candidate presentation 1 selection Identify candidates for further screening. September 9 — September 13 Notification to applicants not advancing in the selection process. Detailed candidate screening Personal contacts; reference checks; social September 9 — September 20 media review. Prepare interview information Discuss interview details, times and process. September 9 — September 13 First and second interviews Candidate interviews, tours and open September 23 — October 4 house /meet and greet, if desired. Background check Candidate background report. Upon selection of final candidate S t I n ` d City of Lakeville, Minnesota. Proposal to Provide Executive Search Consulting Services to Meet a Police Chief Q _ Project Willestone -- __ D _ Tilmeline Job Offer` ._....�...,.I Employment agreement. _ - -� ��- --� Upon completion of interviews Projected start date I Identify start date. I First two weeks in November First year check -ins Ongoing follow -ups (informal and formal). I May 2014 and October 2014 Springsted's professional fee to provide the services in items 1 -9 above is $14,000. This is a not -to- exceed fee and will not change unless additional services are requested by the City, or you request an opportunity to discuss the fee and its individual components. Out of pocket costs for this project include such things as position advertising (estimated $1,000 to $1,500) and background records checks ($400 each). We work with the City to determine when to conduct the background checks; this decision will impact the total not -to- exceed out of pocket costs. Typical searches include only one background check and that is for the candidate that is receiving a job offer. The individual out of pocket costs vary per search and our intent is to keep them to a minimum. For example, we will not charge any mileage or transportation related fees from our offices to the City. If one background check is used, the total out of pocket costs is estimated to be less than $2,000 and the total project cost will be less than $16,000. These costs do not include the use of psychological assessments; these would be in addition to the base fee and general expenses. Springsted is one of the largest and most established independent public sector advisory firms in the United States. For more than 50 years, we have continually grown in the range of our client relationships, the comprehensiveness of our services and our prominence within the industry. Our managed growth is focused on providing municipal governments with a balance of national perspective and local expertise. Springsted is a women -owned business and is certified as a Women's Business Enterprise ( "WBE ") by the City of Saint Paul, Minnesota_ Three employee - owners lead Springsted and our 60 staff members. Our headquarters are located in Saint Paul, Minnesota, with additional offices located close to our clients throughout the Midwest and Mid - Atlantic states. Specifically, our regional offices include Milwaukee, Wisconsin; Des Moines, Iowa; Kansas City, Missouri; Richmond, Virginia; Denver, Colorado and Los Angeles, California. City of Lakeville, Minnesota. Proposal to Provide Executive Search Consulting Services to Select a Police Chief 0 Executive Search Qualifications In just over 4 years, Mr. Unmacht has been involved either as the lead search consultant or as a strategic advisor for over 30 executive searches. Mr. Unmacht brings an energetic perspective to the process. He is knowledgeable about Minnesota local government and more importantly, the City of Lakeville and the Dakota County law enforcement community. Springsted Suppo Team In addition to our corporate office in Saint Paul, Springsted has other upper Midwest regional offices in Milwaukee, Wisconsin; Des Moines, Iowa and Kansas City, Missouri. We will call upon the staff in these offices to assist in recruiting and identifying qualified candidates for the position. Our key staff members in these offices are former local government administrators and managers that are active in the profession, in their region and in assisting in search processes. This "bench strength" will ensure that our recruitment strategy and results are thorough and comprehensive. Knowledge of the City The Springsted team brings a strong and functional working knowledge of the City. We will work closely with city leaders to understand the City's value system and culture and commit to searching for candidates that match the desires of the City. The City has a proud tradition and we will want to promote and market the rich history, the present opportunities and the great potential that exists. We anticipate that there will be strong interest in this position. At the same time, we will work diligently to tell your story and advocate on your behalf in the marketplace of potential applicants. Knowledge of the Profession The Springsted team is very active in Minnesota and the Upper Midwest in executive searches. Collectively we have over 50 years of experience in local government. We are active in the Minnesota City /County Management Association, the League of Minnesota Cities, Association of Minnesota Counties and other Midwest based professional management associations. We have many contacts and colleagues in the law enforcement profession and have a strong degree of confidence that we will identify and recruit top candidates. We will target our recruitment to those candidates that match the needs of the City. David J. "Dave" Unmacht Senior Vice President and Direc of Organizational Management & Human Resources Mr. David Unmacht is Director of Springsted's Organizational Management/ Human Resources group. Mr. Unmacht will be the lead consultant with the City of Lakeville. He is a long time local government professional who brings a passion and commitment to excellence in his service and relationships. Mr. Unmacht brings more than 15 years of county administration experience, having worked for Scott (County Administrator) and Dakota (Deputy County Administrator) counties, Minnesota. He has also worked as City Manager in Prior Lake and City Administrator in Belle Plaine, Minnesota. He works closely with municipal and county governments in many different fields including organizational and leadership development, intergovernmental collaborations, organizational reviews, executive searches, facilitation services and strategic planning. He has a master's in Public Administration from Drake University in Iowa and a bachelor's degree in Business Administration and Political Science from Wartburg College in Iowa. Springsted C'.ty of Lakeville, Minnesota. Proposal to Provide Executive Search Consulting Services to Select a Police chief Mr. Unmacht was the recipient of the Minnesota Association of County Administrators (MACA) Joe Ries Excellence in County Management Award in 2000 and the Minnesota City /County Management Association (MCMA) Award for Management Excellence in 2006. Mr. Unmacht is also a Credentialed Manager with the International City /County Management Association (ICMA) and a community faculty member with Metropolitan State University in Saint Paul, Minnesota. Sharon G. Klumpp Senior Vice President and Consultant L Ms. Sharon Klumpp specializes in executive search and organizational and r r . �' management consulting for public agencies. Ms. Klumpp worked with the s City on the executive search for a Parks & Recreation Director in 2012. Ms. Klumpp has extensive government experience, having served as an Executive Director of the Metropolitan Council — the seven - county regional planning agency for the Twin Cities metropolitan area of Minnesota, as the Associate Executive Director for the League of Minnesota Cities, as a City Administrator and as an Assistant City Manager. Her private sector experience includes serving as the chief administrative officer for the Minneapolis office of a major global engineering and design firm. Ms. Klumpp also served as an adjunct instructor at Walden University, where she taught public administration and organizational change in the University's School of Management. She holds a master's in public administration from the University of Kansas and a bachelor's degree in political science from Miami University of Ohio. During the time our team is working with the City of Lakeville, we will not be involved in any search that would compete for candidates with the City. a L I t921, � City of Dyersville, Iowa Police Chief (2019) Mr. Mick Michel, City Administrator 563 -875 -7724 mmichel @cityofdyersville.com City of Burnsville, Minnesota City Manager (2093) Ms. Jill Hansen, Human Resources Director 952- 895 -4471 jill.hansen @ci.burnsville.mn.us Dakota County, Minnesota Employee Relations Director (2012) Mr. Brandt Richardson, County Administrator 651- 438 -4421 brandt.richardson @co.dakota.mn.us City of St. Anthony, Minnesota City Manager (2011) Mr. Jerry Faust, Mayor 612 - 789 -7684 Hennepin County, Minnesota County Administrator (2013) Mr. Mike Opat, County Board Chair 612- 348 -7881 mike.opat @co.hennepin.mn.us City of Racine, Wisconsin Chief of Police (2019) Mr. Scott Letteney, Deputy City Attorney 262 -636 -9115 jfaust @ci.saint- anthony.mn.us scott.letteney @cityofracine.org S p r i X14 s t e d City of Lakeville. Minnesota. Proposal to Provide Executive Search Consulting Services to Se;ect a Police Chief City of Minnetonka, Minnesota Fire Chief (2093) Mr. Perry Vetter, Assistant City Manager 952- 939 -8216 pvetter @eminnetonka.com A list of municipal searches in the last 24 months for both Mr. Umnacht and Ms. Klumpp are provided in Appendix I. This information includes names and phone numbers for contacts. VL Sample Work Product We can provide sample work products upon request. S, p r I ° b s ° e d City of Lakeville, Minnesota. 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