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HomeMy WebLinkAboutAnn Macfarlane - Jurassic Parliament Jurassic Parliament P.O. Box 77553 Seattle WA 98177 Tel: 206-542-8422 www.jurassicparliament.com March 27, 2018 Ms. Shawn Campbell, MMC Deputy City Clerk City of Auburn 25 W. Main St. Auburn WA 98001 via email to scampbell@)auburnwa.gov Dear Shawn: This letter confirms our offer to provide training and consulting services to the City Council of the City of Auburn ("City"). PROPOSAL Part A. We offer to provide a training workshop,between 90 minutes and two hours, to Councilmembers and staff of the City on a date to be determined by mutual agreement. The title of the workshop will be"Using Robert's Rules of Order to Serve Your Community Better."The subject of the training will be best practices for council meetings using the principles of parliamentary procedure. Ann G. Macfarlane, a professional registered parliamentarian,will provide the training workshops(resume attached).The topics to be covered include: • Best practices for effective council meetings • Role, rights and responsibilities of chair and members • Guidelines for effective discussion and correct decorum • Making better decisions and decreasing groupthink • Inappropriate remarks and how to deal with them under Robert's Rules of Order • Public comment periods Part B.We offer to provide consulting services to assist the City Council in strengthening its functioning,by attending a council meeting if desired and coaching the participants. 2 TERMS Our fees will be as outlined below: e Two-hour in-person workshop for up to 20 people: $1450 • Consulting services: $17o/hour with a two-hour minimum for in-person meetings. Other work is billed in 15-minute increments. • Travel costs: Mileage at the Federal government rate and any tolls or parking fees. In addition, if it is determined that the workshop and a coaching session will be held on the same night, one night's lodging at an area motel, plus any housekeeping and baggage tips. Invoices are due and payable in 3o days. Checks should be made out to "Jurassic Parliament." IN-PERSON WORKSHOP DETAILS The in-person workshop will take the form of an interactive scenario modeling a city council meeting. The workshop is based upon adult learning principles and is fully engaging from beginning to end. It has proven both valuable and enjoyable to the participants.There will be a maximum of 20 people enrolled. The workshop will be open to members of the public who wish to observe. We will need a computer,projector and screen for the PowerPoint content, and a flip chart or whiteboard with markers.We should discuss the room setup in advance since the arrangement of the room makes a big impact on the success of the workshop. MATERIALS Jurassic Parliament will prepare the materials for this workshop. The City agrees to observe the Jurassic Parliament training plan,which requires that distribution of the materials will be carefully controlled. See below for details. The materials are: 1. A PowerPoint PRESENTATION FILE which will be provided in advance to be loaded to the display computer,but will not be distributed in any way. 2. A PAPER HANDOUT of about 20 pages that the City will photocopy for each participant, to be given out at the workshop. This will not be distributed in advance in any format. 3. A PDF NOTE-TAKING HANDOUT of the PowerPoint that may be printed by City, or distributed in advance to attendees who would like to print out a copy for themselves to take notes.This PDF contains three slides to a page and runs between 40 and 6o pages. 4. A PDF REFERENCE HANDOUT, six slides to a page,that can be distributed after the event to attendees for their reference. It will not be printed for the event. It runs between 20 and 3o pages. 5. Additional custom materials prepared by Jurassic Parliament. 3 Note that the workshop is structured in such a way that items 3 and 4,the PDF NOTE-TAKING HANDOUT and the PDF REFERENCE HANDOUT, are not necessary to participate. In addition, all participants in the workshop will receive a copy of our book, Mastering Council Meetings:A Guidebook for Elected Officials and Local Governments, as part of the materials.This book retails for $24.95,representing a value of up to $498 at no additional cost to the City. PUBLICITY The City agrees to use only Jurassic Parliament branding material supplied by Jurassic Parliament. No modifications will be made to logos or other branding items. For the sake of accuracy,Jurassic Parliament will be provided the opportunity to review all announcements of the event before they are published. (Note that the presenter's surname, "Macfarlane,"is often misspelled by accident.)The City agrees that Jurassic Parliament may use photographs taken at the event for publicity purposes. INVITATION TO MAILING LIST SIGNUP Jurassic Parliament will be provided the opportunity during the workshop to invite attendees to sign up for the Jurassic Parliament mailing list. ADVANCE PREPARATION You will be available for inquiries in order for Jurassic Parliament to customize the material for the attendees.You will provide Jurassic Parliament with all relevant background materials and a list of participants, including their email addresses,well in advance of the sessions.The email addresses will be used to verify the address spelling of those participants who sign up for our newsletter. No marketing will be done to anyone who has not requested to be included in the Jurassic Parliament email list. INTELLECTUAL PROPERTY The intellectual property,training material and documents prepared by Jurassic Parliament for these training sessions are and remain the property of Jurassic Parliament. However, the PowerPoint and other materials prepared for the session will be licensed to the City for training of its officials, citizens and staff for one year. The in-person session may not be recorded or broadcast. QUALIFICATIONS AND DISCLAIMER The presenter for this workshop,Ann G. Macfarlane, is a Professional Registered Parliamentarian who is credentialed by the National Association of Parliamentarians. Jurassic Parliament will use its best efforts to provide accurate and relevant information within the area of its professional expertise. Jurassic Parliament provides these services as an independent contractor and not as an employee of the City or any company affiliated with the City. Nothing in the presentation provided will constitute legal or business advice. Participants with legal or business questions will be advised to seek qualified counsel. 4 If there are any questions about these terms, please contact me so we can resolve them. If these terms are satisfactory, a signature will constitute acceptance.Thank you for the opportunity to provide this proposal. I look forward to working with your Council and you. Sincerely yours, Ateis/foredef"...c.,„ /J• 5 Ann G. Macfarlane Professional Registered Parliamentarian Principal,Jurassic Parliament EIN 91-1858072 UBI 601-816-428 ACCEPTED: J\6 ) Signature" 6i‘ Date NO Name(pleasetprint) tAckybir Title(plea a print)