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HomeMy WebLinkAboutSLO Solutions Program Agreement 7.1.2013 For More Information Contact: Creative Mediation Phone: 805-549-0442 Web: www.creativemediation.net 1 Creative Mediation’s “SLO Solutions Program” Providing real solutions to community challenges. July 1, 2013 – June 30, 2015 About The SLO Solutions Program Many of America’s communities struggle to address issues that are critical to their environmental, social and economic health. With shrinking resources it becomes increasingly difficult to manage the changing demands of civic administration and community involvement. To avoid adversarial and ineffective methods of confronting conflict, p ublic officials and civic- minded community leaders must find new forums that bring people together to seek common ground. In response to the need for non-adversarial processes that address a range of community conflict, Creative Mediation has developed a SLO Solutions Program for the City of San Luis Obispo. The SLO Solutions Program is a vehicle to address traditional community and civic disputes. W ith both non-student and student residents residing in San Luis Obispo, the SLO Solutions Program will open new windows of opportunity for resolving a wide range of conflict including landlord-tenant and neighbor-neighbor disputes. It will also alleviate the administrative burden on City Government by re-directing many inappropriate interactions with judicial and public officials to mediation, thus saving time and money. The SLO Solutions Program will be funded by the City of San Luis Obispo and Cal Poly State University. Each partner pays fees based on the number of residents they are allocated within the city. Residents living in the City of San Luis Obispo will have unlimited access to the program at no cost to those individuals. For 19 years, Creative Mediation has been serving San Luis Obispo County in this capacity. Our center has been best known as an alternative to the courts as small claims court judges refer cases for mediation. The SLO Solutions Program provides broad and convenient access to our services through sponsorship from the partner agencies. Why Use Mediation To Resolve Conflict? There are many social and economic costs associated with a failure to resolve community conflict in a proactive manner. Unresolved conflict leads to gridlock and impasse. The possibility of devising meaningful solutions fades as people take sides and hold their ground. Financial and social resources are spent fighting particular options rather than seeking common solutions. Most importantly, when common ground and understanding are not found, the community loses. In our community, unresolved conflict can create serious and varied consequences, which include: For More Information Contact: Creative Mediation Phone: 805-549-0442 Web: www.creativemediation.net 2  Public safety concerns  Student/Community unrest  Lack of trust with community members and public officials  Marginalizing student contributions in the community  Unclear communication and patterns of misunderstanding  Reduced productivity and collaboration  Increased administration overhead  Increased stress SLO Solutions is not a program designed to replace, augment or in any way impact the legal rights, policies, protocols, or programs of the agencies involved. This program is not a substitute for or a supplement to the intra-agency or inter-agency dispute resolution process. It is specifically for the residents of the City on a resident to resident basis. Examples of Community Solutions in Action The SLO Solutions Program primarily features mediation services. The processes used in mediation are needed in many different aspects of civic life; they are not always just about resolving disputes. The processes are also useful for consensus building among people who come to an issue from differing perspectives. Sometimes mediation can take the form of bringing people from different interest groups together to work on a particular project. At other times, it can help groups or individuals establish constructive dialogue to move past a point of conflict to address shared areas of disagreement. There are many appropriate situations where SLO Solutions can improve the civic health of our community, including the following:  Landlord/Tenant Disputes  Student/Non-Student Disputes  Neighbor to Neighbor Disputes  Facilitated Neighborhood Meetings  Community Agencies & Essential Services  Business to Business  Intra-business/Organization communication skills What Happens During Mediation? During mediation, a neutral mediator assists the parties in reducing the barriers to communication and helps them negotiate a mutually satisfactory agreement to settle the dispute. Here is the mediation process at a glance: 1. Gather background info/context 2. Identify and explore key issues 3. Explore options 4. Reach agreement For More Information Contact: Creative Mediation Phone: 805-549-0442 Web: www.creativemediation.net 3 How the SLO Solutions Program Works Creative Mediation arranges community mediation programs with cities and other entities on an annual basis. The baseline for fees is a reflection of the number of program users in a city. Services are provided free of charge to residents (both student and non-student) of these member cities/regions, as well as employees of the city. In non-member cities, clients pay standard Creative Mediation fees for services. The advantage of a SLO Solutions Program lies in the outreach and promotion work that is an ongoing effort of Creative Mediation. Creative Mediation provides access to multiple approaches to promoting the use of the service, thus enabling the city and other program partners to derive the greatest benefits. As residents make fuller use of the SLO Solutions Program, city services such as police, planning, and code enforcement tend to experience less demand for help in issues which are not really appropriate for them to address. In addition, residents will be able to shape solutions which meet their needs and result in a healthier community spirit. What Are the Benefits of the SLO Solutions Program? Unlike a formal court setting, the presence of a neutral third party can help reduce stress, allow for the active involvement of both parties, and move toward a more balanced result. Mediation is a voluntary, non-adversarial process where both parties fully participate and the mediator can facilitate the negotiation of a settlement. To ensure parties’ comfort and privacy, mediation sessions are held in an informal and confidential environment, where parties can address a range of private matters. Mediation can be beneficial to not only the parties involved, but to other members of the community as well. More benefits include:  Solve Problems Quickly – Mediation is an efficient way to solve a wide range of community and neighborhood issues. What is more, mediation saves time, saves money, is convenient and always confidential.  Community Empowerment – Community members increase their command of situations when they take personal responsibility for resolving their problems.  Neighborhood Safety – Community members and police have alternative ways of handling conflict. The community mediation center is a source for conflict management that can de-escalate disputes, create safer communities and reduce tensions.  Avoid Court Involvement and Save Taxpayer Dollars – Disputes that are resolved outside of court through mediation save taxpayer dollars and promote less adversarial outcomes and settlements.  Joint Ownership – Community members share responsibility with University and City officials and the local police for ensuring their community’s safety and well being.  Better Community Relations – Police, University officials and civic leaders model and provide a forum for productive dialogue and peaceful problem -solving. For More Information Contact: Creative Mediation Phone: 805-549-0442 Web: www.creativemediation.net 4 SLO Solutions Program Services & Fees: The SLO Solutions Program is funded by the sponsor agencies and is based on the total number of individuals served. Total Annual Program Cost: Number of San Luis Obispo Residents Served: 45,119 (x .483) = $21,792 Marketing Costs (such as posters, ads, flyers, and/or magnets) = $ 1,500 Total Annual Program Cost = $23,292 Breakout of Two Year Program Cost: July ’13 – June ’14 Number of San Luis Obispo Residents Served 45,119 (x .483) = $21,792 July ’14 – June ’15 Number of San Luis Obispo Residents Served 45,119 (x. 483) = $21,792 July ‘13 – June ’14 Marketing Costs = $ 1,500 July ‘14 – June ’15 Marketing Costs = $ 1,500 Total 24-Month Program Cost = = $46,584 24-Month Contract Fee Breakdown by charges by sponsor: CUESTA COLLEGE Marketing (designed by SCLC) 7.35% x $3000 = $ 221 SLO Solutions Program Fee - Cuesta College Students in San Luis Obispo: 7.35% x $43,584 = $3,203 Total Cuesta College (7.35% of Total SLO Solutions Contract based on population) = $3,424 CAL POLY Marketing (designed by SCLC) 27.7% x $3000 = $ 831 SLO Solutions Program Fee - Cal Poly Students In San Luis Obispo: 27.7% x $43,584 = $12,073 Total Cal Poly (27.7% of Total SLO Solutions Contract based on population) = $12,904 CITY OF SAN LUIS OBISPO Marketing (designed by SCLC) 64.95% x $3000 = $ 1,948 SLO Solutions Program Fee - Non-Student Residents in San Luis Obispo: 64.95% x $43,584 = $28,308 Total City of SLO (64.95% of Total SLO Solutions Contract based on population) = $30,256 Total Contract for SLO Solutions: = $46,584 The 2013– 15 SLO Solutions contract begins July 1st, 2013 and continues through June 30th, 2015. For More Information Contact: Creative Mediation Phone: 805-549-0442 Web: www.creativemediation.net 5 Program Services: The SLO Solutions Program offers residents the following unlimited services: A. Information, Referral & Assistance: A Conflict Resolution Specialist is available by telephone, to assist residents who have specific questions relating to a conflict. Through this conversation the resident may clarify issues of concern, be given specific information about common practices related to their specific dispute (e.g., landlord -tenant, neighbor v. neighbor, etc.) and receive a referral to an appropriate agency/resource or information about Creative Mediation. (Up to 15 minute contact) B. Conflict Coaching: A Conflict Resolution Specialist assists a caller to think through a conflict situation, including clarifying issues and interests of involved parties, exploring approaches to dealing with the situation and solution options and assisting with the selection of an approach to resolution. A follow-up call may be arranged to determine the outcome of the situation, with the understanding that mediation would be the next step if negotiation is unsuccessful. (25 min or more) C. Phone/Shuttle Mediation: Conciliation is the resolution of a conflict through the intervention of a neutral third party, without the disputing parties coming together in a face to face mediation. A Dispute Resolution Specialist works with a resident, clarifying issues of concern, explaining approaches to seeking resolution and gaining agreement by the party to pursue mediation and case intake. A case development process involving contacts with both/ all involved parties is initiated, and during that process a resolution o f concerns is achieved to the satisfaction of the involved parties. D. Mediation Services: Mediation through Creative Mediation involves a face to face meeting between disputing parties who call Creative Mediation directly or are referred by city staff or community agencies. With the assistance of a panel of trained volunteer mediators, parties work through a non-adversarial problem-solving process and attempt to develop a mutually acceptable resolution to the issues of concern. There is a two -fold focus: development of a satisfying and durable agreement and the preservation of an effective relationship in situations where the parties will continue to be in contact with each other. This service is provided free of charge to residents of member cities. E. Administration of a Community Mediation Program: In collaboration with the contracting city, Creative Mediation will administer a mediation Program responsive to the unique needs of the community. Creative Mediation may utilize a Program development advisory committee and solicit input from city staff to develop an understanding of (1) unique areas of concern in the city, (2) potential approaches to Program initiation and implementation and (3) long term goals for the Program. Professional staff will manage and support the work of volunteers who provide the direct service to clients in most instances. F. Facilitation of Community/Neighborhood Meetings: Working with local representatives, Creative Mediation will provide facilitation of community meetings that bring multiple stakeholders together and seek common understanding for awareness and decision making. These meetings proactively reach out to community members in non- For More Information Contact: Creative Mediation Phone: 805-549-0442 Web: www.creativemediation.net 6 conflict situations, bringing them together to share feedback in a productive environment. (Up to two meetings are included with the SLO Solutions Program fee. Additional meetings can be scheduled as needed at Creative Mediation’s regular service fee rates.) G. Promotion and Use of Conflict Resolution Services: A member city will participate in Creative Mediation’s community outreach Program which is designed to familiarize city staff, students, community service providers and the public with the use of non - adversarial conflict resolution services in a variety of conflict situations. This effort involves both Creative Mediation staff and volunteers in making presentations, developing press releases and media coverage and identifying referral points where community members can receive information about Creative Mediation’s services. Member cities are also expected to promote the use of conflict resolution services. H. Recruitment and Training of Community Volunteers: Creative Mediation will develop and maintain a pool of trained volunteer mediators, case developers and f acilitators to serve the conflict resolution needs of the community. A portion of these volunteers will consist of trained student volunteers from Cal Poly, in order to represent the large student population in the city. As a result, a number of community members will become skillful in the interest-based approach to conflict resolution. Creative Mediation volunteers complete a minimum of 36 hours of training according to guidelines that govern Programs receiving support from Creative Mediation. I. Community Solutions Workshops: Creative Mediation will offer regular opportunities for community members, city employees and volunteers to improve and enhance their conflict resolution skills. There will be evening opportunities for learning and practicing the essential elements of mediation and collaborative decision-making. Creative Mediation will coordinate with student leaders to hold SLO Solutions Workshops on the Cal Poly campus. J. Discounted Conflict Mediation Services: If the City of SLO or Cal Poly wants to utilize additional conflict resolution services offered by Creative Mediation, they will receive a 20% discount. Marketing: Creative Mediation will work with the SCLC SLO Solutions sub-committee and the program partners to continue to market the SLO Solutions program to City residents, using such materials as posters, flyers, advertisements, and magnets. Information about Creative Mediation Creative Mediation is a public benefit corporation serving San Luis Obispo County since 1993. Our work is designed to facilitate effective communication and conflic t resolution for individuals, organizations and communities. To achieve this mission, Creative Mediation engages in three primary activities: mediation, facilitation and training. Creative Mediation endeavors to involve all sectors of the community in its efforts including, but not limited to individual community members, businesses and business leaders, government , education, public agencies and non- profit organizations. For More Information Contact: Creative Mediation Phone: 805-549-0442 Web: www.creativemediation.net 7 Other Services Available Through Creative Mediation Special conflict resolution training and professional services, available for a fee, through Creative Mediation, will be defined as requests for “specialized services” and are not included in the city’s SLO Solutions Program fee. Estimates of total charges for conflict resolution, facilitation or training services in a specific case will be provided by Creative Mediation when the service is being arranged. These charges will be based on the number of hours involved in providing the service. Other services include: Collaboration & Group Facilitation A neutral third party assists a group of people to achieve their goals within a structured meeting or meetings. These goals may include identification of concerns and underlying interests, clear communication of differing opinions and development of a systematic, interest -based approach to problem solving. Special Training Creative Mediation offers orientations to city staff about the mediation Program and its services as part of the basic SLO Solutions Program. In addition, there are training opportunities for supervisory personnel, public contact employees and department managers which include theory and practice of interest-based conflict resolution, negotiation and mediation skills, communication skills and meeting management. Linkage with Professional Conflict Resolution Resources Outside of County In some instances, Creative Mediation will offer assistance in retaining a professional mediator(s) to assist individuals or groups to resolve complex disputes. Community mediators are best utilized in situations in which resolutions can be developed in a relatively short period of time. When there are multiple parties, complex issues or the need for specialized knowledge, professional mediators from the Creative Mediation staff or outside consultants are needed. Creative Mediation develops and maintains strong relationships with local professionals who offer the services best-suited for some situations. On occasion, both volunteer and professional mediators may be needed in the same situation. Conflict Resolution System Design Creative Mediation can assist organizations in building internal conflict resolution capacity, i.e., the development of policies and procedures for interest -based dispute prevention and early resolution. This service is tailored to the unique needs of the individual group but is based on recognized and proven design principles.