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Five-Year Strategic Plan Community Engagement Process September 16, 2013 Page 3 Management Partners will use the original format design with two facilitators per session and, using the notes from the forums, will provide a summary of themes, as was done following the August session. The themes will be incorporated into the online survey. (Note: Holding additional forums will cause the survey and the remaining activities to be delayed up to a month.) The City will be responsible for documenting the notes from all community forums, including translations. For this option, the total cost estimate is $67,000 which is composed of: 1. Management Partners Hours and Cost: To complete this assignment, 160 hours will be needed at a cost of $20,000. 2. City Staff Hours and Cost: a. Staffing the meetings: 5.5 hours will be required for the meeting for 18 employees for each of 5 meetings for an estimated total of $35,000 and b. Transcribing and in-house translation: 25 hours for the 10 employees involved in transcribing the 45 sheets (9 topic areas for each of the 5 meetings) for an estimated total of $10,000. 3. Advertising Costs: $2,000 Option 2: Convene a Community Meeting to Report Survey Results and Seek Additional Input This option involves convening a community meeting to report the survey results and seek additional community input. After the survey results are tabulated (estimated for mid-October), Management Partners would plan and facilitate an additional community meeting to report on community input received to date and solicit additional feedback to the survey results. Resource Needs: Management Partners would require two senior managers to plan and facilitate this forum and City staff would be used to assist with translation, recording, and management of participants. They are unable to fully estimate City staff support required until the survey results are in and the session can be designed. To be conservative, the City cost estimates assume that staff time would be similar to the August 10th community forum. For this option, the total cost estimate is $17,500 which is composed of: 1. Management Partners Hours and cost: To complete this assignment, 32 hours will be required at a cost of $6,500. 2. City Staff Hours and Cost: a. Staffing the meeting: 5.5 hours for 18 employees for an estimated total of $7,000 b. Transcribing and in-house Translation: 5 hours for 10 employees for an estimated total of $2,000 3. Advertising Costs: $2,000 65A-3