TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Discussion and Possible Action Regarding the Use of Commission Contingency Account for Commission Strategic Planning and Team Building Retreat
Recommended Action
Approve the use of Commission Contingency Account for the Commission Strategic Planning and Team Building Retreat.
Background Information
At its December 13, 2022 Commission meeting, the Commission directed the City Manager to schedule a Commission Retreat consisting of one day of strategic planning and a half day of team building. As Strategic Government Resources assisted the City in the development of the City’s current Strategic Plan and has experience with the City and the Commission, City Manager contacted Strategic Government Resources (SGR) for availability and pricing to provide facilitation services for this retreat.
SGR provided a scope of work and pricing for these services in the amount of $16,375.00 for retreat facilitation, advance interviews, preparation work, and a professional report, plus estimated travel expenses in the amount of $420.17, for an estimated total of $16,795.17. Last year’s Commission held a one day retreat which is what the budgeted amount of $14,510.00 was based on. As this year’s session will be a day and a half, the amount of the quote exceeds the budget amount by an estimated $2,285.17.
Authorization to use the Commission Contingency Account is requested to pay the difference between the budgeted amount and the final amount for the retreat services and estimated travel expenses.
Strategic Plan
Good Governance
Financial Impact
As the travel expenses are estimated and unknown until the retreat has been completed, this amount may adjust up or down accordingly per documentation provided by the consultant with final billing. If approved, the necessary amount for these services will be transferred from the Commission Contingency Account to the Commission Other Professional Services Account (001-0100-511.3105).
Procurement
Once the use of Commission Contingency funds is authorized, staff will proceed with appropriate procurement under administrative policy.
Attachments:
1. Strategic Planning & Team Building Retreat Scope
Prepared by: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
Department Director: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager