HomeMy WebLinkAboutExecuted SGR Proposal 20230113 SGR RECEIVED
STRATEGIC GOVERNMENT RESOURCES By • .teague at 12:54 pm, Jan 17, 2023
January 13, 2023
Mr.Todd Morley
City Manager
City of Cape Canaveral
100 Polk Ave
Cape Canaveral, FL 32920
RE: Revised 2023 City Council Strategic Planning Project
Via email:T.Morlev@cityofcapecanaveral.ori;
M.Thomas@cityofcapecanaveral.org
Dear Mr. Morley,
Thank you for discussing your continued interest in utilizing Strategic Government
Resources (SGR) to assist the City of Cape Canaveral in the facilitation of your 2023
Strategic Planning Retreat! Based upon our conversations, this revised proposal is
intended to memorialize the scope of services for various services in advance of the
Retreat, at the Retreat, and post-Retreat.
Annual City Council Retreat Project:
It is my understanding that the proposed full-day Retreat is scheduled for Wednesday,
March 29th at the Radisson Resort at the Port in Cape Canaveral, and will focus on the
new Cape Canaveral Vision, Mission, and Goals, coupled with a review of current major
initiatives and projects and the presentation of proposed new strategic initiatives and
projects by the Senior Staff and/or advanced by the City Council. As you know from our
previous work with the City, SGR's model for Governing Body Retreats is very interactive
and engaging, and we will build upon our previous work with the City as we plan for the
2023 session.
Proposed Approach:
Based on Lisa Day's previous email, we have tentatively set the Senior Staff Pre-Retreat
half-day Workshop on January 23rd (starting with a working lunch at 11:00 AM),followed
by Advance City Council Member meetings on January 24th. The Senior Staff Pre-Retreat
Workshop will be facilitated by me and include a review of the results of the 2022 Re-
Envision Cape Canaveral Outcomes and the City's current Mission, Vision, and Values;
undertake a SWOT Analysis; receive an update on Departmental progress on current
PO Box 1642 Keller, Texas 76244 817-337-8581 www.GovernmentResource.com
significant initiatives/projects in the City's 2022 Strategic Plan; discuss emerging
Departmental issues coupled with recommended response strategies that staff believes
may impact the future of the City; and solicit input on possible new initiatives and/or
projects Senior Staff may want to present at the upcoming Council Strategic Planning
Retreat.
Advance preparation will also involve on-site interviews with each member of the City
Council and City Manager to secure feedback from each of them prior to the Retreat. As
done previously, the questions asked of the City Council Members will be generally open
ended and designed to solicit high level insights regarding their views on the progress on
current initiatives and projects, potential new initiatives that should be considered for
Cape Canaveral's Strategic Plan, and their general thoughts on how the City Council
operates as a governing body. Additionally, I will develop some proposed Advance
Thought Material that each City Council Member will be asked to complete prior to the
Retreat to solicit greater input into their understanding and/or changes to Cape
Canaveral's Mission, Goals, and related statements. SGR will review this material with
you prior to meeting with and providing it to the City Council Members. For planning
purposes, I would envision each City Council Advance Interview to take approximately 45-
60 minutes which Lisa has already scheduled throughout the day on January 24th at City
Hall.
At the Council Retreat on March 29th (starting with guest arrival at 9:30 AM with a start
time of 10:00 AM), I will provide an introductory overview of the changing landscape and
emerging issues currently facing local government operations and present the overall
framework for the City's Strategic Planning process. The presentation will highlight the
importance of organizational Vision, Mission, and Values, as well as the need for both
staff and the City Council to be creative and think broadly about how they can identify
emerging operational and community issues and develop progressive and innovative
response strategies utilizing an interdepartmental focus. The process will involve an
outreach to solicit input from the Council into the Strategic Planning process and build
upon our previous work with the City to continue the transition of the City's Strategic Plan
to include more initiatives/programs, in contrast to a staff-driven list of proposed capital
projects.
City Council Members will then be engaged in a highly interactive exercise to solicit their
thoughts and perceptions on the City's current Vision, Mission, and Goals, what they
mean to them, with an eye towards any potential amendments/revisions that may be
necessary. Any changes to the City's Mission, Organizational Values,and Goal statements
(which will be word smithed post-Retreat)will become the foundation for the City's 2023
Strategic Plan. The statements will help achieve a common understanding of what the
Vision, Mission, Organizational Values, and each Goal means, in addition to providing a
basis to determine if progress is being made on attaining the City's Vision, Mission, and
Goals.
2
Following that exercise, high-level summaries will be provided by Senior Staff highlighting
the status of current projects and initiatives, in addition to the emerging issues and
recommended response strategies developed from the Senior Staff Pre-Retreat
Workshop. The City Council will review the progress made to date on the City's current
projects and initiatives, discuss the emerging issues and response strategies at a high
level,and advance any additional items they would like to propose for consideration going
forward.
Post-Retreat, SGR will develop a Summary Report of the Strategic Planning Retreat
including a list of priorities in a "Tally Sheet"format for the City Council to cast their votes
to help prioritize their initiatives for the upcoming year. The Summary Report and results
of the City Council Voting will be reviewed in a subsequent City Council Meeting which
SGR will participate remotely to facilitate the deliberations as needed with the goal of
having the City Council approve their final 2023 Strategic Plan.
If the above format generally meets with your approval, we can work collectively to
develop a more formalized agenda for the Council Retreat and develop standardized
PowerPoint slide templates to ensure the Senior Staff assembles its presentation
materials in a consistent format for use at the Retreat.
Cost of Services:
Based upon our discussions and your desire to utilize SGR to assist you in these projects,
please find below SGR's proposed rates for each anticipated Strategic Planning project
component:
City Council Strategic Visioning Retreat:
1. City Council Advance Interviews: Our standard fee is$275 per advance interview.
This includes advance work with you to ensure the goals of the Retreat will be
met. The fee covers the actual interview(s), all advance interpretation and
analysis, and preparation of feedback for inclusion in the Retreat. There will not
be any fees for any Advance meetings with you in preparation for the Retreat or
for any post-Retreat meetings.
2. Professional Retreat & Workshop Services: SGR's fee for a full day City Council
Retreat is$8,000 per day and$3,000 for the half-day Senior Staff Workshop. This
rate includes the professional fee for the Retreat & Workshop, the Post-Retreat
virtual Prioritization City Council Meeting, and all associated preparation by me
and other SGR staff.
3. SGR will provide a high-level summary report and Prioritization "Tally Sheet"
following the City Council Strategic Planning Retreat.
4. Travel & Transportation, Lodging, and Per Diem expenses for myself are in
addition to the above stated fees associated with the on-site facilitation services
provided. SGR's current rates for trips to/from Cape Canaveral are at the current
IRS rate, and any meals that are not included as part of the Retreat/Workshop
billed at$15 for breakfast,$20 for lunch and$30 for dinner. SGR understands that
3
the City of Cape Canaveral will arrange for a direct billing of the Facilitator's
lodging expenses associated with the Pre-Retreat Senior Staff Workshop and the
City Council Strategic Planning Retreat, therefore no lodging expenses will be
submitted by SGR for reimbursement.)
Logistical Requirements:
• The City will provide a meeting location for the City Council Retreat and Senior
Staff Pre-Retreat Workshop, including all associated meals,snacks, beverages,and
break coordination and related expenses for the participants.
• The City will provide all audio/visual and associated technology set up, including a
laptop and projector with PowerPoint capability, with adequate sound (if
necessary)for all participants to hear easily at all sessions.
• The City will provide associated "Post It" style chart pads with sticky backs,
markers,and other related materials typically used in the City Council Retreat,and
Senior Staff Pre-Retreat Workshop.
I trust the above information captures our discussions and arrangements for your 2023
Annual Strategic Planning Retreat and Pre-Retreat Senior Staff Workshop. If this proposal
fully meets your needs and desired outcomes, please sign your acceptance below in the
appropriate location:
Very truly yours,
Douglas B.Thomas
Executive Vice President
Strategic Government Resources, Inc.
CC: Mike Mowery, President, Leadership Development&Strategic Foresight
Approved By:
��6 \ )D„S
•dd i' •rley, City Manager Date
4