City of Cotati
October 14, 2022
1 October 14, 2022
Mr. Damien O’Bid
City Manager
City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
Delivered electronically
Dear Mr. O’Bid:
Thank you for the opportunity to provide this proposal to facilitate your City Council retreat in the first quarter of 2023. We understand the value of allocating time for focusing on governance and establishing goals for the coming year. Rick Haydon will serve as facilitator, assisted by another member of our team.
The City of Cotati has complex operations and unique challenges. Based on our understanding of your needs, we will design a workshop to precisely meet your needs.
Approach
The Council workshop will be planned through a collaborative approach between our team and your staff to ensure the session is productive and meets Council members’ and your objectives. To optimize Council members’ and staffs’ time during the retreat, we are proposing that careful advance planning be done. This planning will include meeting with you and your team to discuss the retreat and your desired outcomes; conducting interviews with each Council member; preparing an agenda and other materials; and coordinating workshop logistics with your staff. Following the retreat, we will prepare a report that documents the direction provided by the Council.
Proposed plan of work
The plan of work anticipated for the engagement is described below. It will be conducted in one day. The retreat will be conducted in person, with all preparation done remotely.
Activity 1 – Gather Background Information and Conduct Interviews Rick will begin by meeting with you to learn about your objectives for the workshop and other background information, such as existing goals, context for the workshop, and financial information. He and our analyst assigned to the engagement will jointly interview each Council member to gather their input about expectations and priorities, and will ask questions such as:
What do you view as the City’s key accomplishments over the past year? What major challenges is Cotati facing?
What are your top priorities for the coming year?
What protocols or norms you would like to discuss?
What do you hope will be accomplished at the workshop? Following these interviews with the Council, we will consolidate the information, which will be an important part of planning the workshop.
Baker Tilly US, LLP
1730 Madison Road
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bakertilly.com
City of Cotati
October 14, 2022
2 Activity 2 – Design and Facilitate Workshop
We will carry out the following tasks in preparing for and facilitating the one-day workshop. Prepare a draft agenda, PowerPoint presentation, table containing the priorities listed by members of Council in their interviews, and summary of the Council interviews. Review the draft agenda with you and then finalize it along with other materials. Coordinate with your staff about workshop logistics.
Workshop discussions may include topics such as:
Status of current goals;
The work program currently in place;
Financial forecast;
Challenges, key trends, and issues affecting the City; Priorities and expectations identified through interviews with members of Council; Factors that will help the Council and staff collaboratively achieve priorities and expectations; Governance norms and protocols; and
Other issues that will have been identified through pre-meetings and interviews.
The workshop will be designed to highlight Council interests and provide significant interaction and discussion among Council and with staff. All participants will be able to collaboratively and productively discuss expectations and priorities. Rick will facilitate a process for the Council to reach consensus on direction, following a thorough discussion.
Prepare Workshop Report. After the workshop, we will prepare a report summarizing the results, priorities established and follow-up steps to be taken.
About Baker Tilly
Delivering specialized expertise to our public sector clients The City of Cotati will be working with knowledgeable professionals who understand the specific challenges you face and who will provide innovative solutions to help you overcome them. State and local government is a complex, unique environment shaped by fiscal, regulatory and operational considerations not found in other industries. Recognizing this complexity, and eager to serve as a truly valued advisor to the public sector. Nationwide, our state and local government practice serves more than 3,100 state and local governmental entities, including municipalities, special districts, counties, public utilities, school districts and transit.
Celebrating our recent combination with Management Partners.
In October 2022, Management Partners combined with Baker Tilly US, LLP (Baker Tilly) to create a premier public sector consulting practice. The fast pace of change in local government – from towns to cities to counties – is not slowing down. To continue serving and improving communities, local leaders need trusted consultants to help navigate change. This combination adds a unique and significant layer of experience to Baker Tilly’s robust public sector practice. Our project team members are former local government leaders and managers stemming from all operational facets. They have nearly three decades of fieldtested techniques and proven methodologies.
Our combined services include:
City of Cotati
October 14, 2022
3 Executive Recruitment
Executive Coaching
Executive Performance Assessment
Organization Assessments
Organization Development
Performance Management
Process Improvement
Strategic and Business Planning
Service Sharing and Service
Consolidation
Management Services
Financial Planning, Budgeting and
Analysis
References
We encourage you to connect with Management Partners’ clients (now Baker Tilly) below to learn more about the value of their relationship with our team. Each client will offer a different perspective as you consider your own needs.
CITY OF SEAL BEACH, CALIFORNIA
Name Ms. Jill Ingram Title City Manager
Phone 562-431-2527 Email [email protected]
Description City Council Workshops in 2021 and 2021
CITY OF NAPA, CALIFORNIA
Name Mr. Steve Potter Title City Manager
Phone 707-257-9501 Email [email protected]
Description City Council Workshop in 2022
Aligning key engagement team members with your goals
Your handpicked team of professionals offers a collaborative focus supported by the breadth and depth of our firm’s national resources. We believe in strong personal relationships, and this means a personal interest in the City of Cotati from some of our most experienced team members. The facilitator will be Rick Haydon, and his qualifications are provided below. Another member of our team will assist Rick with this project and serve as a recorder during the onsite workshop.
ENGAGEMENT TEAM FOR COTATI
Rick Haydon, Special
Project role: Facilitator
Has more than 30 years of municipal government experience, with an expertise in strategic planning, goal setting, organizational and policy analysis, project management, long-range forecasting, and budgeting.
Facilitates governing body workshops, including strategic planning, priority setting, teambuilding and development of norms and protocols.
City of Cotati
October 14, 2022
4 ENGAGEMENT TEAM FOR COTATI
Manages organization analysis and financial forecasting projects.
Served as City Manager for the California Central Coast cities of Santa Maria and Solvang.
Worked for five cities, a county and a joint powers authority over the course of his career.
In Santa Maria, oversaw a full-service city of more than 100,000 residents, a workforce of over 700 employees and an annual operating budget of $163 million; responsible for the day-to-day operations of the City and coordinated the budget process. Responsible for Santa Maria's 21 consecutive California Municipal Finance Officer’s (CSMFO) Excellence in Budgeting Awards and 10 consecutive biennial Government Finance Officers Association (GFOA) Distinguished Budget Presentation Awards.
Prior to joining Management Partners/Baker Tilly, operated his own management consulting firm that specialized in goal setting workshops for city councils, strategic planning, and organizational analysis.
Professional fee estimate
Baker Tilly will complete this plan of work for $15,900, which includes all fees and expenses. The ultimate test of a quality project is that the client is pleased with the results, and we are committed to achieving that goal.
Conclusion
Thank you for the opportunity to make tangible contributions to your success. Our team is excited to earn your trust, and we look forward to discussing your questions and feedback. If you have questions about our proposal, please contact Jan Perkins, Managing Director, at 949-202-8870.
Sincerely,
Carol Jacobs, Managing Director
Baker Tilly US, LLP
+1 (714) 287-1547 | [email protected]
Accepted for the City of Cotati by:
Name: _____________________________
Title: _____________________________
Date: _____________________________
City of Cotati
October 14, 2022
5 The information provided here is of a general nature and is not intended to address the specific circumstances of any individual or entity. In specific circumstances, the services of a professional should be sought. © 2022 Baker Tilly US, LLP.
Baker Tilly US, LLP, trading as Baker Tilly, is an independent member of Baker Tilly International. Baker Tilly International Limited is an English company. Baker Tilly International provides no professional services to clients. Each member firm is a separate and independent legal entity, and each describes itself as such. Baker Tilly US, LLP is not Baker Tilly International’s agent and does not have the authority to bind Baker Tilly International or act on Baker Tilly International’s behalf. None of Baker Tilly International, Baker Tilly US, LLP nor any of the other member firms of Baker Tilly International has any liability for each other’s acts or omissions. The name Baker Tilly and its associated logo is used under license from Baker Tilly International Limited.