04.01.02-Selecting & Compensating facilitators
CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 04 Organizational & Strategic Development Policy No. 04.01.02 SECTION: 01 Organizational & Strategic Development
Policies Page: 1 of 3 SUBJECT: 02 Selecting & Compensating Facilitators PURPOSE: To provide a written guideline for selecting and compensating facilitators who will provide training
to City employees through the Professional Development Program. SCOPE: This policy applies to OSD, Human Resources, and Finance Departments. LIST OF RESPONSIBILITIES: 1. The Director,
OSD is responsible for identifying a pool of qualified facilitators to deliver training workshops to employees. 2. The Finance Department is responsible for processing checks to satisfy
invoices from approved facilitators. PROCEDURE: Selection: 1. Potential facilitators will be identified from the Florida Institute of Government, local universities, colleges, non-profit
organizations, industry sources, advertised programs, and specialized groups and is referred to as the source document (PDF. 014.). 2. An introductory letter is sent to the pool of candidates
inviting them to participate in the City’s educational program (PDF. 015). Invitees are requested to complete a “Statement of Information” (PDF. 016). The statement of Information focuses
on areas of expertise, fees and charges, identifies special programs, and details the inclusion of workshop materials. 3. Facilitators will be selected based on the requirements and
workshops developed from the needs analysis referenced in Policy PDP.001 Assessing Training Needs and Coordinating Training (Sec.4.4.2). The Primary source of facilitators will be through
the Florida Institute of Government, state and county community colleges and universities, state and county sponsored continuing education program providers,
and non-profit organizations. Secondary sources of facilitators include independent contract consultants and consulting companies specializing in facilitating training workshops. 4.
Facilitators will be selected based on areas of expertise, industry recommendation, evaluation of delivery based on observation and feedback collected at the end of each workshop, competitive
fees and charges, and availability. Confirmation: 1. Facilitators who meet the criteria will be informed by mail, phone, or e-mail and requested to facilitate one or more specific workshops.
Agreement for workshop dates, titles, times, fees and media requirements, room, and any other logistics necessary for the successful conduct of the workshop will be concluded. 2. Facilitators
will submit a letter of advisement specifying workshop title, times, dates, fees, and logistical requirements for each workshop. 3. A letter of confirmation (PDF. 017) will be sent to
each facilitator confirming the logistics of each workshop. The facilitator will sign, date, and return the letter acknowledging the conditions of the workshop delivery. 4. A database
of potential facilitators will be created, maintained, and updated by the Director, OSD. Professional Development Facilitators List (PDF): 1. The Director, OSD will create a list of
facilitators who match the curriculum and meet the standards criteria. The Facilitators List (PDF. 018) will be reviewed initially at six months and annually thereafter to ensure conformance
with curriculum requirements and stated criteria. 2. A memo which identifies the facilitators and their agreed upon fees will be submitted to the Finance Department at six (6) month
intervals for the first year and annually thereafter (PDF. 019). 3. The Facilitators List will be reviewed initially at six months and annually thereafter, and a new list will be submitted
to the Purchasing Department reflecting appropriate changes. Fees and Charges 1. Fees and charges agreed upon with approved facilitators will be shown in the list of Approved Facilitators.
Facilitators on the approved Facilitators List will be issued a Vendor Number. 2. Fees will exclude lunch, accommodation, and travel time and will be stated as agreed upon and represented
in the letter of acknowledgement and on the Facilitators List. 2
3 3. Facilitators will submit their invoices on completion of each workshop and will be compensated from approved budget funds using Form 121 (PDF.0020), which has been approved by the
Director, OSD. Special Topics Facilitators: 1. To meet specific requirements and needs not included in the planned workshops, the department will hire facilitators with specialized areas
of expertise on an as-needed basis. These requirements are unpredictable; therefore, these invoices will be honored using a Form 121, which has been approved by the Director, OSD. It
will be noted on the Form 121 that this request is for a “Special Topics” workshop, the name of the requesting department, and the individual making the request. Account number may include
other departments. REFERENCE DOCUMENTS 1. OSD.01 Assessing Training Needs and Coordinating Training 2. PDF. 014 Facilitator Source Document 3. PDF.0015 Letter of Invitation 4. PDF.016
Statement of Information 5. PDF.017 Facilitator Notifications and Confirmation Letter 6. PDF.018 Facilitators List 7. PDF.019 Purchasing Memo of Approved Facilitators 8. PDF.020 Form
121 Check Request for Facilitator Invoice Developed By: Organizational & Strategic Development Effective Date: December 28, 2001 Revised: July 24, 2003 Kurt Bressner Kurt Bressner City
Manager