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CITY OF WEST CHICAGO
FINANCE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEMNUMBER: _ 4-8. __
Resolution No. 24-R-0044 — Executive Coaching Proposal
FILE NUMBER:
COMMITTEE AGENDA DATE: 5/6/2024
COUNCIL AGENDA DATE: 5/6/2024
STAFF REVIEW: SIGNATURE
APPROVED BY CITY ADMINISTRATOR: SIGNATURE
ITEM SUMMARY:
One of our mutual goals for the organization is to create a program to ensure our current and future
managers have the skills they need to effectively lead their respective components of the organization.
As | shared last year, | was working to find a consultant to help with this program.
After an extensive search and a host of conversations, | believe we have found an executive coach who
will work extremely well with our team and greatly benefit our organization.
Please see the attached proposal from Sarah Schillerstrom, owner of SRSD Consulting, LLC.
STAFF RECOMMENDATION:
Staff recommends the approval of Resolution No. 24-R-0044.
COMMITTEE RECOMMENDATION:
The Finance Committee is reviewing this item prior to the City Council meeting, though the proposal was
provided to the elected officials several weeks in advance of the meetings.

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RESOLUTION NO. 24-R-0044
A RESOLUTION AUTHORZING THE CITY ADMINISTRATOR TO EXECUTE
AN AGREEMENT WITH SRSD CONSULTING, INC. -
LEADERSHIP DEVELOPMENT PROGRAM
BE IT RESOLVED by the City Council in regular session assembled that the City
Administrator is hereby authorized to execute an Agreement with SRSD Consulting Inc. to
implement a Leadership Development Program in an amount not to exceed $66,550, a copy of
which is attached hereto and incorporated herein as Exhibit “A”.
APPROVED this 6" day of May 2024.
AYES:
NAYES:
ABSTAIN:
ABSENT:
Mayor Ruben Pineda
ATTEST:
Executive Office Manager Valeria Perez

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City of West Chicago
Executive Coaching Proposal
April 11, 2024
CONS ULI G,
www.sarahschillerstrom.com
Primary Contact Person: Sarah Schillerstrom
sarah@sarahschillerstrom.com
773-453-5596

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Contents
Company Profile oo... ccesessssssesesessssssseeesesessssssseseeescscsesesesessesescscsesssseseseseseseseseseseeeceessscseseseeecarsteeeaseesearaces
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Approach to the Project ..........cccscscssesescsesesesessssesesesesesesssesestenseseseseseesesesesesessueesseseseseeceseseasseseeesacacacaceceeeeeees
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Tentative SCHEdUIe ....... cc ccsssssessesceesscsssssesesseesscesssssescsesesscenseseacucaesnsseeseacaceassssscseeeeaeeneeseaeeneess
Confidentiality and REPOrts............ccecssessseseessseeesesesesesceesscsesessscsceacsesesesesescscssscsesesceceacacacaceceesasateceeeeeeensese
Program COSt.....scccscssscssesssscsssscssssssscssescsesssssssescsseseseesssseaesenessesscseesseeesessesessesesesesaesaeseesesecsaceneeeeaeeacaeseeateaees
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Company Profile
SRSD is a management coaching and consulting firm that believes public servants deserve a workplace
where they have opportunities to grow and develop, are supported by strong leaders, and are valued for
their contributions.
SRSD supports public sector organizations in developing and implementing strategies to retain their best
people, cultivate strong leadership and future successors, and to intentionally create an organizational
culture that people want to embrace.
By utilizing a coaching approach and drawing on the principles of Energy Leadership™, SRSD identifies
the root causes and barriers to progress to guide individuals, teams, and organizations in effecting
incremental, consistent, and impactful change.
SRSD is owned and operated by Sarah Schillerstrom, who has 17 years of experience in local
government, including 10 years as a Human Resources Director, and is a certified professional coach.
Coach Bio
Sarah Schillerstrom
With a successful career in local government spanning nearly two decades,
Sarah quickly rose through the ranks and held multiple positions across
various departments, including Public Works, Administrative Services, Human
Resources, and the Village Manager’s Office. During her tenure, she served as
the Human Resources Director for almost a decade and concluded her service
as the Deputy Village Manager. She started her career as a L.P. Cookingham-
Noll Fellow and Budget Analyst with the City of Kansas City, MO.
Sarah founded SRSD Consulting, LLC because she believes public servants
deserve a workplace where they have opportunities to grow and develop, are
supported by strong leaders, and are valued for their contributions.
SRSD supports public sector organizations in developing and implementing
strategies to retain their best people, cultivate strong leadership and future successors,
and intentionally create an organizational culture that people want to embrace.
As a certified professional coach, Sarah utilizes a coaching approach and draws on the principles of
Energy Leadership™, to identify the root causes and barriers to progress, and guide individuals, teams,
and organizations in effecting incremental, consistent, and impactful change.
Understanding of the Project
SRSD Consulting, LLC is pleased to present a proposal to provide select members of the executive
leadership team a professional coaching program that utilizes the best practices in professional coaching
and creates an opportunity for participants to experience professional coaching in a group setting. This
group coaching program is intended to create an environment by which participants can learn to apply
practical concepts to their current duties, as well as provide an opportunity to further develop their

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supervisory, managerial, and leadership skills. Participants will also learn professional coaching skills
that can be used as leaders.
Approach to the Project
This group coaching program aims to create a lasting impact on participants by fostering professional
and leadership development and encouraging the practical application of the concepts discussed.
What sets this group coaching program apart is the inclusion of ongoing pod coaching meetings
between monthly group coaching sessions, specifically designed to reinforce the application of acquired
concepts and insights gained. This approach ensures consistent and incremental progress over time.
Additionally, participants learn to establish personalized systems that help them remain accountable for
advancing toward their goals.
The benefit of the pod coaching meetings also includes creating an environment for participants to work
with colleagues in other departments, establish and build relationships, gain different perspectives, and
an opportunity to utilize the concepts to address current challenges. The pod assignments can also be
curated to deliberately build relationships across specific departments.
Energy Leadership Framework
The consultant will use the concept of Energy Leadership (explanatory video) as the foundation of which
to build support for the program and the coaching process.
Coaching Program Format
The group coaching program is intended to be 12 months and consists of the following components:
e Assessments and Information: Participants will complete three assessments and a “Client In-
take Form” prior to the start of the program.
o Energy Leadership Index: The Energy Leadership Index, also referred to as the E.L.I.,
assessment offers a unique reflection on a leader’s perceptions, attitudes, behaviors,
and leadership capabilities. Unlike personality assessments, the E.L.I. measures energy
based on attitudes, allowing for change. The assessment reveals energy levels in
catabolic-suppressing and anabolic-inspirational ranges, guiding them towards improved
performance. Explanatory Video.
o EQ-12.0 360: The EQ-i 2.0 360 assessment provides insights into an individual's
emotional intelligence skills, which can be valuable for enhancing interpersonal
relationships, managing stress, making effective decisions, and achieving personal and
professional success.
o CliftonStrengths: The CliftonStrengths assessment is a valuable tool for individuals and
organizations seeking to maximize potential by focusing on what individuals do best
naturally. It emphasizes a positive approach to personal and professional development
based on the philosophy that everyone has unique talents that can be cultivated for
greater effectiveness and fulfillment.

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o Client Intake Form: Each participant will be asked to complete a “client in-take” form via
Microsoft Forms. The purpose of this form is to collect background information about
each participant and to initiate the self-reflection process regarding what they want to
get out of the program and what is most important to them.
Get to Know You Sessions: Prior to the group coaching sessions, each participant will meet one
on one with the coach for approximately 1 hour to review and discuss career progression, life
circumstances, intentions for the program and review the assessment results.
Monthly Group Training: All participants will attend a series of twelve (12) two (2) hour monthly
training sessions. Below is a summary of the topics covered in each monthly group training
(note: these may be subject to change based on the needs of the group)
Month 1: Basic Leadership concepts
Month 2: Self Awareness and Values
Month 3: Energy Leadership
Month 4: Relationships and Power Dynamics
Month 5: Communication — A Leaders’s Role
Month 6: Engaging with Conflict
Month 7: Managing Performance
Month 8: Managing Relationships (EQ)
Month 9: Influencing Others
Month 10: Problem Solving
Month 11: Time Management and Productivity
Month 12: Personal Wellness
oo0o00o0o00000000
Pod Coaching: The participants will be assigned to a pod of 4-5 participants required to meet
between the monthly group coaching sessions for about 90 — 120 minutes. Participants will be
provided with homework assignments, topics of discussion, and tools to make progress towards
their individual goals. The pod coaching will be facilitated by the coach.
Individual Coaching: For various reasons, participants may be better suited for individual
coaching, as opposed to the pod coaching. In lieu of the pod coaching, these participants will
meet for one (1) hour one on one with the coach.
o It is recommended that the individual coaching engagements include an additional three
triad meetings with the person receiving coaching, their supervisor, and the coach. The
purpose of these triad meetings is to ensure alignment on the goals and desired
outcomes from the coaching engagement, discuss progress and identify ways the
supervisor can support the employee in their ongoing professional development.
Tentative Schedule
Group Training Session: First Wednesday of the month 9:00 a.m. - 11:00 a.m.
Pod Coaching Sessions: Third Wednesday of the month 9:00 a.m. — 11:00 a.m.
Individual Coaching Sessions: Third Wednesday of the month at 11:30 p.m., 1:00 p.m., and 2:30
p.m.

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e Triad meetings: 2"? Wednesday of the month at 9 a.m., 10 a.m. and 11 a.m. (July, December and
June)
Scheduling will be modified as needed based on the needs of the group and coach. However, a majority
of participants will need to be absent to justify rescheduling a group coaching or pod session.
The group training sessions, pod coaching and individual coaching sessions are intended to be in person
but may switch to virtual if agreed upon by coach and participants.
Month Program Component
May Coach attends department head meeting (include those that will TBD
be participating in the program) to introduce self, discuss the
| program and the role of the department head team
Participants take the assessments (ELI and EQ!) and complete
Client Intake form
June Conduct the “Get to Know You” sessions TBD
July 1* Group Training Session 7/3/2024
1* Triad meetings for 1:1 Coaching participants 7/10/2024
1% Pod Coaching and 1:1 Coaching Sessions 7/17/2024
August 2°4 Group Training Session 8/7/2024
2"4 Pod Coaching and 1:1 Coaching Sessions 8/21/2024
September | 3 Group Training Session 9/4/2024
3'@ Pod Coaching and 1:1 Coaching Sessions | 9/18/2024
October 4" Group Training Session 10/2/2024
4" Pod Coaching and 1:1 Coaching Sessions 10/16/2024
November 5 Group Training Session 11/6/2024
5™ Pod Coaching and 1:1 Coaching Sessions 11/20/2024
December | 6" Group Training Session 12/4/2024
2° Triad meetings for 1:1 Coaching participants 12/11/2024 Es
6" Pod Coaching and 1:1 Coaching Sessions 12/18/2024
January |_7" Group Training Session 1/8/2025
(modified dates) | 7% Pod Coaching and 1:1 Coaching Sessions 1/15/2025
February 8" Group Training Session 1/29/2025
(modified dates) |g Pod Coaching and 1:1 Coaching Sessions 2/19/2025
March [on Group Training Session 3/5/2025
9" Pod Coaching and 1:1 Coaching Sessions 3/19/2025
April 10" Group Training Session 4/2/2025
10" Pod Coaching and 1:1 Coaching Sessions 4/16/2025
May 11” Group Training Session 5/7/2025
11 Pod Coaching and 1:1 Coaching Sessions 5/21/2025
June 12" Group Training Session 6/3/2025
(modified dates) | 3°4 Triad meetings for 1:1 Coaching participants 6/11/2025
12" Pod Coaching and 1:1 Coaching Sessions 6/18/2025

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Confidentiality and Reports
Confidentiality in a coaching engagement is critical for the client to make progress towards their goals.
The terms and conditions of confidentiality will be discussed at the start of the engagement to ensure all
parties (client, supervisor, and sponsor) have a common understanding of confidentiality. The coach
may report to the supervisor and sponsor the number of sessions, the level of engagement of the client
and whether the client is completing their assignments between sessions.
Program Cost
The total cost of the program for eight (8) participants in the monthly group sessions, one (1) coaching
pod with five (5) participants, and three (3) individuals participating in the one-on-one coaching for 12-
months is $66,550.
Note: the Energy Leadership Index and EQI assessments are included in the costs below. The
CliftonStrength finder will be purchased directly by the organization and is approximately $60 per
assessment. There is no cost for the Client In-take Form.
Invoice Schedule
Month _| Invoice Amount
May $5,300
June $2,000
July $5,500
August $4,750
September $4,750
October $4,750
November $4,750
December | $5,500
January $4,750
February $4,750
March $4,750
April $4,750
May $4,750
June $5,500
Total $66,550
Attachments
A. Coaching Agreement (participants and sponsors)

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SRSD Consulting, LLC
Coaching Agreement with Sponsor
This agreement is between
Organization
(hereinafter “Sponsor”)
and
SRSD Consulting, LLC
Sarah Schillerstrom
Chicago, IL 60660
(hereinafter “Coach”)
Description: Coaching is a partnership (defined as an alliance, not a legal business partnership) between
the Coach and the Client in a thought-provoking and creative process that inspires the client to
maximize personal and professional potential.
Sponsor: The Sponsor is responsible for payment of all services and may provide background
information to the Coach.
Client: The Client is the person in direct receipt of the coaching services.
Responsibilities:
1. Coach agrees to maintain the ethics and standards of behavior set by the International Coach
Federation “(ICF)”.
2. Client is responsible for creating and implementing his/her own physical, mental and emotional
well-being, decisions, choices, actions and results. As such, the Sponsor and Client agree that the
Coach is not and will not be liable for any actions or inaction, or for any direct or indirect result
of any services provided by the Coach. Sponsor and Client understand coaching is not therapy
and does not substitute for therapy if needed, and does not prevent, cure, or treat any mental
disorder or medical disease.
3. Sponsor and Client understand that coaching is not to be used as a substitute for professional
advice by legal, mental, medical, financial or other qualified professionals and will seek
independent professional guidance for such matters. If the Client is under the care of a mental
health professional it is advised for the Client to inform the mental health care provider of the
nature of the agreed upon coaching relationship between Client and Coach.
4. Sponsor and Client understand that our work together as Certified Professional Coach-Client is
centered on a professional coaching methodology that is designed to deepen awareness and
facilitate Client's capacity to identify, develop and create unique personal, interpersonal,
spiritual, professional and business development intention and goals; illuminate internal and
external barriers, challenges, and blocks; develop practices and strategy to work with and

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through challenges, and create plans and action that allows Client to move in alignment toward
their self-defined meaningful outcomes.
Sponsor and Client understand that coaching is a comprehensive approach that may involve
various aspects of life including work, finances, relationships, spiritual connection, health and
wellness, recreation, and education. Client acknowledges that they are fully responsible for how
they incorporate and implement coaching principles and insights into areas of their life.
Sponsor and Client understand that coaching does not involve any diagnoses or treatment of
mental disorders as defined by the American Psychiatric Association and that coaching may be
used in conjunction with but is not to be used as a substitute for counseling, psychotherapy,
psychoanalysis, mental health care, or substance abuse treatment or other professional advice
by legal, medical or other qualified professionals and Client remains fully responsible for availing
myself of these services if they identify a need to do so.
Client agrees to communicate honestly, be open to feedback and assistance and create the time
and energy to participate fully in the program.
Services: The coaching services covered in this agreement will be performed via Zoom/virtual video, as
jointly agreed by Client and Coach. Coaching sessions will be 60-minutes long and will involve a
structure that includes:
Establishing the intention/goal of the session as set by the client.
Integrating observations, awareness, outcomes from any actions taken from prior sessions.
Coaching around the specific area the Client is working with.
Check-ins as needed to identify how aligned the session is progressing toward clients' needs,
goals, desire; acknowledging that initial intentions/goals often shift or get refined due to clarity
and insights in a session and the coach will work with the client to optimize these shifts and
insights.
Closing the session with reflections and awareness of what insights the client developed, what
steps/action the client would like to take in alignment with their insights, and what
support/accountability they need to move these insights forward in a way that is most
meaningful to the clients' unique desired outcome.
Coach will be available to Client by e-mail and voicemail in between scheduled meetings as
defined by the Coach.
"Coaching" is a structured yet adaptive and responsive approach that involves:
Asking open-ended questions designed to provide space for the client to reflect and surface
what is living for them currently, what underlying energy, thoughts, feelings are present in a
given circumstance or situation and what impact are they having, and what alternative,
expansive and/or simply different energy, thoughts, and feelings might be available to play and
work with in relation to the client's unique outcomes and goals.
Asking clarifying questions to better understand a situation, validating and championing

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movement in alignment with client's goals, brainstorming, reflecting back observations (only
with consent from the client to do so), and scaffolding processes for clients to develop
actionable strategy and plans where desired.
e Providing a generative space for clients to access and develop their inner "higher coach" that is
your guide. As a coach | do not "tell you what to do." | am direct and intentional and responsive
to your specific needs and | work as a catalyst and guide to help you move with and develop
your goals and outcomes in full alignment with your power and purpose in concrete and specific
ways that are unique to you.
Schedule & Fees: The Sponsor is responsible for all payments in accordance with the agreed upon fee
schedule.
Procedure: The time of the coaching meetings and/or location will be determined by Coach and Client
based on a mutually agreed upon time. The Coach will provide virtual meeting details in advance of each
session. Client is responsible for ensuring the internet connection is stable.
Confidentiality: This coaching relationship, as well as all information (documented or verbal) that the
Client shares with the Coach as part of this relationship, is bound to confidentiality by the ICF Code of
Ethics but is not considered a legally confidential relationship (like in Medicine or Law). The Coach
agrees not to disclose any information pertaining to the Client without the Client’s written consent. The
Coach will not disclose the Client’s name as a reference without the Client’s consent. Confidential
information does not include information that: (a) was in the Coach’s possession prior to its being
furnished by the Client; (b) is generally known to the public or in the Client’s industry; (c) is obtained by
the Coach from a third party, without breach of any obligation to the Client; (d) is independently
developed by the Coach without use of or reference to the Client’s confidential information; or (e) that
the Coach is required by law to disclose.
A Client participating in group coaching is bound by the confidentiality of information shared during
group sessions and shall not share any information regarding other group members.
Cancellation and Attendance Policy: The cancellation/rescheduling/lateness policy is strictly enforced.
Client can cancel or reschedule at no charge with at least 24 hours’ notice. Once inside the 24-hour
window before the appointment, if Client needs to cancel/reschedule, the session will still be invoiced.
If Client is late for the session, the session will still end on time. All Coaching sessions should occur
where both Client and Coach are in a very quiet place, with no distractions.
Termination: Either the Sponsor or the Coach may terminate this agreement at any time.
Limited Liability: Except as expressly provided in this agreement, the Coach makes no guarantees or
warranties, express or implied. In no event will the Coach be liable to the Client for consequential or
special damages. Notwithstanding any damages that the Client may incur, the Coach’s entire liability
under this agreement, and the Client’s exclusive remedy, will be limited to the amount paid by the Client
to the Coach under this agreement for all services rendered up until the termination date.
This is the entire agreement of the parties and reflects a complete understanding of the parties with
respect to the subject matter. This agreement supersedes all prior written and oral representations.
Please sign this Agreement prior to the first scheduled coaching meeting. Retain a copy for your records:
10

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Sponsor Representative Coach
Name: Sarah Schillerstrom
Signature: Signature:
Date: Date:
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SRSD Consulting, LLC
Client Acknowledgement and Disclosure
This agreement is between
Client Name
(hereinafter “Client”)
and
SRSD Consulting, LLC
Sarah Schillerstrom
Chicago, IL 60660
(hereinafter “Coach”)
Acknowledge: | hereby certify that | have read the Agreement between my Sponsor and Coach and
acknowledge | understand the terms and conditions of the Agreement.
Client: First name, Last name (Title)
Signature:
Date:
Disclosure: | hereby certify that | do not suffer from any physical or mental disability that might affect
my participation in the coaching process, and, if | have any substance abuse problem or mental illness, |
have consulted with my physical and other health care professional and been advised that | may
participate in the coaching process without risk. | agree that if there is any change in this representation,
| will promptly advise the coach.
Client: First name, Last name (Title)
Signature:
Date:
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