Meeting Type: BCC Regular Meeting
Meeting Date: 6/2/2020
Item Status: Addendum
From: Wayne Dyess, County Administrator
Submitted by: Anu Gary, Administrative Services Manager
______________________________________________________________________
ITEM TITLE
Title
Baldwin County Strategic Plan Conference, June 24-25, 2020, Gulf Shores, Alabama
Body
STAFF RECOMMENDATION
Recommendation
Approve the expenditure in the amount not to exceed $10,000.00 to pay for the costs associated with the Baldwin County Strategic Plan Conference on June 24-25, 2020 (meals, conference facility rental, event technology needs) and authorize the Chairman to execute the required reservation documentation including Group Sales Agreement and any related event orders with The Lodge at Gulf State Park in Gulf Shores, Alabama, for the same.
No over-night lodging or group transportation will be provided for the conference.
End
BACKGROUND INFORMATION
Previous Commission action/date: February 18, 2020 and March 17, 2020
Background: On February 18, 2020, the Commission approved for the Baldwin County Strategic Plan conference to be held in Montgomery, Alabama. On March 17, 2020, the Commission postponed the conference until further notice due to Covid-19 (Coronavirus) pandemic.
In order for County officials to not travel out of county for business at this time and for participants to be able to maintain proper social distancing during the conference, staff is proposing the conference be relocated locally in Baldwin County to The Lodge at Gulf State Park, in Gulf Shores, Alabama. With the relocation of the venue, no group transportation or over-night lodging will be necessary.
The conference will include facilitated focus group meetings with the County's Strategic Planning Consultant, Managing Results, LLC, with a purpose of obtaining input and perspective in the identification of strategic issues impacting Baldwin County currently and over the next 2-5 years.
Managing Results, LLC has held several focus group and individual interviews with various County elected officials, department heads, staff, county business leaders, Mayors, economic development and environmental groups, school officials and others, as part of the Strategic Planning process. Two public townhall meetings have been also been scheduled to gain input and ideas from the public.
FINANCIAL IMPACT
Total cost of recommendation: Not to exceed $10,000.00.
Budget line item(s) to be used: BCC Misc. Appropriation Contingency Fund 51990.5290
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up:
Administration, Anu Gary - Have contract executed and forward contract and associated necessary documents to The Lodge at Gulf State Park, Gulf Shores, Alabama. Finalize and confirm arrangements.
Allison McLaughlin, Catering and Convention Service Manager
The Lodge at Gulf State Park (A Hilton Hotel)
21196 East Beach Blvd.
Gulf Shores, Alabama 36542
Via email: amclaughlin@lodgegsp.com
251.923.2921
Finance/Accounting, Cian Harrison - Payment or any required deposits and payments for conference. Confirm with Anu Gary when done.
Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A
Additional instructions/notes: N/A