07 Staff Report - Public Dialogue ConsortiumDATE:
TO:
FROM:
SUBJECT:
MEETING DATE:8/15/2005
ITEM NO.1
COUNCIL AGENDA REPORT
AUGUST 15,2005
MAYORANDTOWNCOUNC~~~
DEBRA J.FIGONE,TOWN MANAGE~~~""""A_
ADOPTION OF RESOLUTION AUTHORIZING TOWN MANAGER TO
EXECUTE AN AGREEMENT WITH PUBLIC DIALOGUE CONSORTIUM
TO PROVIDE FACILITA nON/COMMUNICATION CONSULTING
SERVICES NOT TO EXCEED $20,000
RECOMMENDATION:
Adopt resolution (Attachment No.1)authorizing the Town Manager to execute an agreement with
the Public Dialogue Consortium (PDC)to provide facilitation/communication consulting services
not to exceed $20,000.
BACKGROUND:
Public Dialogue Consortium (PDC)is a non-profit group of practitioners who work together to
improve the quality of public communication in local eommunities.In this capacity,PDC works
with public and non-profit sectors to develop processes and structures that promote constructive
communication.PDC's services include,but are not limited to designing and facilitating team
building meetings;offering communication skills training;organizing focus groups~assisting with
community planning efforts;and helping to resolve complex issues and problems.Some ofPDC's
clients include the City of Cupertino,San Jose,Mountain View,and San Carlos,public schools,
public utility agencies,Joint Venture:Silicon Valley Network,Santa Clara County Registrar of
Voters,and the Silicon Valley Commonwealth Club.
DISCUSSION:
Town Code provides the Town Manager with the authority to enter into agreements with a scope of
work not to exceed $25,000.Agreements requiring a scope of work in excess of $25,000 require
PREPARED BY:JENNY HARUYfiJ.VJ~~~-":..J6..~__-
Administrative Progr
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Reviewed by:~Assistant Town Manager ~Town Attorney __Clerk Administrator
~Finance __Community Development Revised:8/9/05 2:41 pm
Reformatted:5/30/02
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MAYOR AND TOWN COUNCIL
SUBJECT:ADOPTION OF RESOLUTION AUTHORIZING TOWN MANAGER TO
EXECUTE AN AGREEMENT WITH PUBLIC DIALOGUE CONSORTIUM TO
PROVIDE FACILITATION CONSULTANT SERVICES NOT TO EXCEED
$20,000
August 15,2005
Council approval.For the past four years,the Town has used the services ofPDC to assist the Town
Council and the Town Manager to plan,design,and facilitate a variety ofinteractive group processes
and training of strategic importance to the effective delivery of services to the community.These
processes have included retreats and team building for the Town Council,Executive Team,
department employee/management work groups,and Boards and Commissions;budget reduction
strategy sessions; service priority process planning;organizational development efforts within
departments,communication and meeting management skill building for Boards and Commissions
and their support staffs;change management and continuous improvement planning efforts;and
strategic goal setting.During this time,PDC has developed an excellent understanding of the
Town's governance,management,service delivery values,philosophies,and systems.This
understanding coupled with their expertise in public dialogue and communication have made their
.services invaluable to the Town's ongoing desire to provide r~sponsive,quality services to the
community.
Over the course of the last four years,the cost ofPDC's services has averaged just under $13,000
per year,and has been implemented through small purchase orders or contracts for unique scopes
of work,each within the Town Manager's authority.Considering the cumulative total over this
period oftime and the intent to continue to use PDC throughout FY 2005/66 and beyond for similar
types ofpriority services,it is recommended that Council adopt the attached resolution authorizing
the Town Manager to enter into an agreement with PDC for an amount noUo exceed $20,000.It is
anticipated that the contract would be,at a minimum,for at least one year and provide the flexibility
to define specific scopes ofwork and deliverables to meet the Town's needs on a case by case basis.
FISCAL IMPACT:
The FY 2005/06 budget reflects sufficient funds for organizational development/facilitation services.
It is anticipated that the contract with PDC will not exceed $20,000 .
.Attachments:
Attachment No.1:Resolution authorizing the Town Manager to execute an agreement with Public
Dialogue Consortium (PDC)to provide facilitation consulting services.
RESOLUTION NO.
RESOLUTION OF THE TOWN OF LOS GATOS
AUTHORIZING TOWN MANAGER TO EXECUTE AN AGREEMENT WITH
PUBLIC DIALOGUE CONSORTIUM TO PROVIDE FACILITATION CONSULTANT SERVICES .
NOT TO EXCEED $20,000
WHEREAS,the Public Dialogue Consortium (PDC)is a non-profit group of practitioners who work
together to improve the quality ofpublic communication in local communities;and
WHEREAS,over the past four fiscal years,the Town of Los Gatos has used the
facilitationlcommunicationservices ofPDC to consult,design,and facilitate a variety ofkey meetings,including Town
Council and Executive Team Retreats,service priority planning processes,and strategic goal setting;and
l
WHEREAS,Town Code provides the Town Manager with the authority to enter into agreements with
a scope of work not to exceed $25,000.Agreements requiring a scope of work in excess of $25,000 require Council
approval.
RESOLVED,by the Town Council ofthe Town ofLos Gatos,County ofSanta Clara,State ofCalifornia,
to·authorize the Town Manager to execute an agreement with Public Dialogue Consortium (pDC)to provide
facilitation/communication consulting services not to exceed $20,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos,
California,held on the 15th day ofAugust,2005 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
.MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS,CALIFORNIA
ATTEST:
CLERK OF TIIE TOWN OF LOS GATOS
LOS GATOS,CALIFORNIA
.N :\MGR\JHaruyama\Staff Reports\pdcreso.wpd
ATTACHMENT 1 .