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as well as the roles of the parties. Based on feedback received at that meeting, we will adjust the process as needed. We will then meet with you and your executive team. During this meeting we will review the project process and schedule, explain how they and others will be involved, answer questions, and hear their input about what will help the overall process be successful. This meeting will be conducted remotely. This project start-up activity will form the basis of the partnership between Baker Tilly's team and your team. These initial planning meetings will afford the opportunity to share information, establish communication protocols and refine the schedule and work plan so that it is comfortably integrated with staffs other work demands during the project. Activity 2 — Gather Information Next, we will gather information from a variety of sources as described below. • Review Documents. We will review a variety of background materials, such as the City's budget, status reports on existing Council priorities and various projects, and relevant planning documents that will help inform the strategic planning process. • Conduct Council Interviews. We will interview each member of the City Council individually. These interviews will be conducted early in the process to inform the overall strategic planning engagement. We will ask questions about vision, mission, values, strengths, challenges, opportunities, threats, goals and priorities. • Design and Administer Gap/SWOT Analysis Questionnaire.We will design a questionnaire to be completed by each department. Through this questionnaire we will learn about strengths, challenges, opportunities and threats (SCOT); City needs; future plans and major projects; and priorities. We will review a draft with you before finalizing it and send the questionnaire to you to distribute to your team. Each of these will be returned to our team for analysis. • Gather Input from Mid-Managers. We will gather input from the City's mid-managers, of which there are approximately 50. We will create an opportunity as part of one of their regular meetings to provide input about accomplishments, challenges, opportunities, and key priorities. This meeting will be conducted remotely and will involve breakout sessions to optimize participation by all staff. • Design and Administer Employee Survey. It is useful to gather input from City staff. We will create a confidential, online survey to be distributed to all City staff. The City will send a link to all employees. We recommend that arrangements be made for employees who may not have regular access to a computer, so they have an opportunity during the regular course of their work to complete the survey. When the survey closes, we will analyze and summarize the results. ■ Guide In-person Community Input Sessions. To meet the City's interest in gathering community input in a way that is cost effective for this project, we propose to provide advice and guidance to City staff. Key tasks are listed below. c Meet with City staff to determine the number, type and sequencing of community input sessions. These may include focus groups, one or more community workshops and town hall sessions. and "pop up" events at community events (such as the Farmers' Market). c Prepare guidelines for staff to use in facilitating these meetings. c Create templates for staff to use to record the input received so that consistent methods of preparing notes from the sessions can be used. c Conduct training with City staff who will be facilitating the community input sessions. Training will include facilitation techniques, questions to be asked and how to ask them, how to use the templates, meeting logistics for successful input sessions and other issues. • Community Survey. Our team will design, administer and analyze the results of a confidential online community survey. While this will not be a scientific survey that a polling firm would conduct, it can nonetheless provide valuable input. Key tasks are: c Meet with City staff to determine the topics to be incorporated into the survey and the timing of the survey. c Create questions and place the survey into an online portal. P&J,- 10 of 1