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CC - CONSENT ITEM: (1) Approval of a Professional Services Agreement with Center for New Democratic Processes to Develop and Conduct a Civic Assembly in an Amount Not-to-Exceed $230,000 as Recommended by the Civic Assembly Ad Hoc Subcommittee; and (2) Other Direction to the City Manager as Deemed Appropriate.
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Meeting Date: December 1, 2025
Contact Person/Dept: Elizabeth Shavelson/Finance Department
Phone Number: (310) 253-5865
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (Email) Meetings and Agendas - City Council (11/25/2025); (Email) Ongoing Topics - Fiscal and Budget Issues (11/25/2025)
Department Approval: Lisa Soghor, Chief Financial Officer (11/25/2025)
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RECOMMENDATION
Staff recommends the City Council (1) approve a professional services agreement with Center for New Democratic Processes to develop and conduct a civic assembly in an amount not-to-exceed $230,000 as recommended by the Civic Assembly Ad Hoc Subcommittee; and (2) provide other direction to the City Manager as deemed appropriate.
BACKGROUND
On May 19-20, 2025, the City Council received presentations on the Proposed Budget for Fiscal Year 2025-2026. During the discussion, Council Member Fish and Council Member McMorrin proposed and received Council consensus that a one-time funding enhancement in the amount of $250,000 be added to the Finance Department budget to create a new community-centered budget process through the potential use of a civic assembly process.
On June 9, 2025, the City Council approved the Adopted Budget for Fiscal Year 2025-2026 which included $250,000 for budget outreach consultant services and requested that staff return to Council for more direction regarding how the funding would be spent.
On October 27, 2025 the City Council considered conducting a civic assembly to develop strategies to increase public participation in the budget process. By majority vote, Council authorized conducting a civic assembly to consider how the public wants to be engaged or participate in the City’s budget process, placed a cap on the budget for the civic assembly of $250,000 to include all City costs and directed staff to solicit proposals from organizations to develop and conduct a civic assembly.
During the October 27 discussion, some members of the Council indicated that they would ideally like the civic assembly participants in place in time to observe the City’s existing budget process for the upcoming fiscal year and then convene the assembly for deliberation in summer 2026 so that the assembly could develop recommendations for Council consideration for the Fiscal Year 2027-2028 budget process.
On November 10, 2025, staff presented Council with an update on its efforts to solicit proposals from consultants. The City received responses from 5 organizations: Heathy Democracy, National Civic League, Deliberative Democracy Lab at Stanford University, Center for New Democratic Processes and Unify America. All the information received was provided to Council as attachments to the November 10 staff report. Due to the short turn around, staff was unable to evaluate the information received.
By majority vote, the City Council established a Civic Assembly Ad Hoc Subcommittee, composed of Vice Mayor Puza and Council Member Fish (Subcommittee), to evaluate the proposals received, conduct interviews and make a recommendation to the City Council to consider approval of an agreement at a special meeting to be held on December 1, 2025.
DISCUSSION
During the week of November 17, the Subcommittee met with 4 of the 5 organizations: Healthy Democracy, National Civic League, Deliberative Democracy Lab and Center for New Democratic Processes. Unify America declined to interview due to its current workload. Each organization was asked to provide a 10-minute presentation to be followed by a 20-minute question and answer period.
After careful review of the information received, the presentation provided, and the interviews conducted, the Subcommittee recommends that the City Council approve a professional services agreement with Center for New Democratic Processes (CNDP) due to their experience facilitating deliberations focused on governmental process improvements with actionable outcomes. CNDP has worked with the Government Finance Officers Association (GFOA) regarding efforts to improve public participation in the municipal budgeting process. Additionally, CNDP’s original proposal leaves room in the budget to increase the number of assembly participants from 20 to 30. The Subcommittee has asked staff to incorporate the increased number of participants into the agreement.
If approved, staff will work with CNDP to prepare the scope of work and finalize the professional services agreement. Staff will continue to work with the Subcommittee as the project develops. Staff will return to Council in January to discuss and approve the demographic criteria for the civic assembly participants and other aspects of the assembly scope.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2025-2026 includes sufficient funding for the proposed professional services agreement in the amount of $230,000 in Account No. 10114100.619800 (Finance Administration - Other Contractual Services). The remainder of the total budgeted amount of $250,000 is intended to cover the costs of the City’s other costs related to the civic assembly process such as third-party audio-visual services, advertising and part-time staffing at City’s facilities, which are estimated to be approximately $15,000 - $20,000. City staff time necessary to support the civic assembly is not included in the $250,000.
ATTACHMENTS
None.
recommended action
MOTION
That the City Council:
1. Approve a professional services agreement with Center for New Democratic Processes to develop and conduct a civic assembly in an amount not-to-exceed $230,000;
2. Authorize the City Attorney to review/prepare the necessary documents;
3. Authorize the City Manager to execute such documents on behalf of the City; and
4. Provide other direction to the City Manager as deemed appropriate.