Loading...
9.f Discussion on Modification to Bolton & Menk Comprehensive Planning proposalr -ti t SCAD11A Staff Report Date of Meeting: May 16, 2016 To: City Council From: Neil Soltis, Administrator Re: Proposal to modify the 2040 Comprehensive Planning Update process Background: The City Council accepted the proposal from Bolton & Menk for the 2040 Comprehensive Plan Update at its October 18, 2016 meeting. The proposal provided for a timeline and specific tasks to be performed. Additional meetings - At the April 20, 2017 Comprehensive Plan Steering Committee meeting, the Committee requested that another Steering Committee meeting be set to review the draft of the plan before the public hearing on the draft plan. At the meeting the issue was also raised as to whether the City Council should review the visions and goals in advance of work of drafting the plan in order to ensure that there was Council buy -in. Bolton & Menk has proposed an additional fee of $1,900 per meeting. The proposal that follows their report provides a revised timeline based on adding the 2 meetings. • Survey— Bolton & Menk's proposal included developing an online survey at a total cost of $580. That method was chosen because of the efficiency of an online format and in an attempt to keep costs down. At the Steering Committee meeting there was a discussion on utilizing a survey instrument that is mailed to all households in the City similar to the newsletter. The mailed survey would reach every household in the City and would likely get a higher response rate; however, this does add significantly to the cost of the survey. Hard copy surveys require manual effort which results in added costs for formatting the survey, creating the mailing list and labels, mailing the survey, and manually inputting responses. The estimated cost for this additional work is $3,750. The cost estimate is based on a recent Bolton & Menk comp plan survey in a similar sized community which resulted in 690 responses. The cost can be reduced if City staff is willing to take on some of the tasks, such as copying, folding and mailing the survey and inputting the responses. This would bring the cost down to about $600 for formatting the survey into a single 11' by 17" page. The other issue is whether the survey should be available both on-line and mailed and, if on-line, whether the responses should be limited to 1 response per IP address. The mail -only survey and the 1/IP address survey limit the ability of multi -person households from responding separately; however, without a limitation the survey results could be distorted by individuals completing multiple surveys. Issues: • Should funds be budgeted for additional Steering Committee or Council meetings on the Comprehensive Plan? • Should the on-line survey be replaced with a survey that is mailed to all households? • Should additional funds be budgeted in order to prepare, mail out, and record the results of the surveys? • Should there be a limit on the number of survey responses per household regardless of whether the survey is mailed or on-line? Proposal Details: The details regarding the additional meetins are addressed in the proposal which follows. Fiscal Impact: The original proposal from Bolton & Menk was at a cost of $51,920. For budgetary purposes that cost was spread over 2 years with $42,000 included in the 2017 budget. Additionally the City has received a Healthy Living SHIP grant that would cover a portion of the original costs and could be used for the additional services. Any additional costs would require either a budget amendment or reallocation of funds within the General Fund budget. Options: Additional meetings 1. Take no action on modifying the original proposal 2. Add an additional meeting with the City Council to review the vision and goals at the early stages of drafting the plan and before the public open house to review the plan concept 3. Add an additional meeting with the Steering Committee to review the draft plan before the Planning Commission public hearing Survey 1. Take no action on modifying the original proposal a. Restrict to 1 response per IP address b. Allow unlimited responses 2. Substitute the on-line survey with a survey that is mailed to each household a. Utilize Bolton & Menk to coordinate the distribution of the survey b. Utilize City staff to distribute the survey 3. Use both the on-line and mailed survey instruments a. Restrict to 1 response per IP address b. Allow unlimited responses Recommendation: Additional Meeting Option 2 —The Comprehensive ultimately needs to be approved by the City Council. Getting Council support for the vision and goals at an earlier stage will help to focus the efforts in drafting the plan and minimize any potential issues requiring redrafting. The timing of the process as proposed provides minimal opportunity for Council review until after the public hearing on the plan by the Planning Commission. The role of the Steering Committee in the original proposal was to gather input on issues, needs, and opportunities and to provide a recommendation on the goals, policies, and land use direction. Adding a meeting to review the draft plan changes that role of the Committee from focusing on the overview of the City to a more detailed review. The detailed review would also be somewhat redundant with the Planning Commission review of the plan. Further any changes made at this point could lead to delays in the process and additional costs if changes were made to the draft of the plan in advance of the public hearing. Survey Option 2b — Since the update of the comprehensive plan only occurs every 10 years, I feel that it is important to be certain that all resident have an opportunity to provide input. Utilizing the on-line survey as the sole means of getting public input places a greater emphasis on how to make residents aware of the survey and how to ensure that the responses are from a broad cross-section of the community. BOLTON & MENK Real People. Real Solutions. T WN Fel RKYN11 V U ll Date: April 28, 2017 To: Neil Soltis, City Administrator From: Jane Kansier RE: Additional Scandia Comprehensive Plan Public Involvement Background The original proposal for public engagement included the following: 12224 Nicollet Avenue Burnsville, MN 55337-1649 Ph: (952) 890-0509 Fax: (952) 890-8065 Bolton-Menk.com On April 20, 2017, the Comprehensive Plan Steering Committee met to discuss the upcoming community survey, as well as the next steps in the process. Several committee members expressed a belief about need for additional public participation, specifically involving the make-up of the focus groups, additional City Council review, and additional Steering Committee review. revised fee memo 04282017.docx Bolton & Menk is an equal opportunity employer. Meeting Groups/ Attended By Roles & Goals Activities __-- - -- - — - - - - - - - — - -_ ----------------------------------------------------- • Project strategy, coordination, and direction City Staff Frequency ------------------------- Project Initiation Meeting Bolton & Menk • Discuss status and deliverables 1 Meeting • Manage scope, budget, and schedule City Staff Periodically / As City Staff Coordination Bolton & Menk • Hear agency perspective, concerns Needed Meetings Internal/External Agencies and • Review key issues and opportunities (2 minimum) Partners City Staff i • Share the purpose of the project � Steering Committee Elected and Appointed Officials • i Provide background information3 Scheduled • Gather inputon issues, needs and opportunities Meetings Community Volunteers Meetings Bolton &Menk • Provide recommendations on community goals, policies and strategic land use direction Council/Appointed Officials• Listen and Understand Focus Groups Business Community • Educatewith information and insight 4 Focus Groups Agricultural & Residential Community- Identify issues and concerns Youth Groups __----------- _ _- Understand upcoming projects /visions /opportunities Public •Share the purpose ofthe projectwiththe public &stakeholders Public Open House Stakeholders i • Gather input on issues, needs and opportunities 1 Meetingt Bolton & Menk • Solicit inputon concept Concept Draft i ------------------------------ — Council/Appointed Officials At City Council � Ci Staff City •Public hearing to review draftComprhensivePlan completion of Draft Planning Commission • Make recommendations/decisions approve plan on &Menk 2 Meetings (1 each) Public at Community Events, Local —' Listen and Understand — Pop -Up Meetings Businesses, Library • Educatewith information and insight 2 Pop -Up Meetings Bolton & Menk • Gather input • Identify issues and concerns • Websitethat informs and provides access to plan products ------ Other Project • Project Facebook page Ongoing/ Prior to Communications General Public • Onlinesurvey of issues and comments Specific Events • Handouts, flyers and other informational material • Advertisements in local newspaper On April 20, 2017, the Comprehensive Plan Steering Committee met to discuss the upcoming community survey, as well as the next steps in the process. Several committee members expressed a belief about need for additional public participation, specifically involving the make-up of the focus groups, additional City Council review, and additional Steering Committee review. revised fee memo 04282017.docx Bolton & Menk is an equal opportunity employer. Based on the committee's discussion, I understand the following changes to the public participation plan are requested: Focus Groups — Combine the Agricultural and Business focus groups, and substitute an aging population or senior group for one of the other groups. City Council Review — Add a City Council workshop or meeting to discuss the vision and goals recommended by the Steering Committee. Steering Committee — Add a fourth Steering Committee meeting for final review of the draft plan prior to the formal Planning Commission public hearing on the Comprehensive Plan. Revised Scope and Fee Additional meetings, including preparation work, meeting time and follow-up work, will be done on an hourly basis. I've estimated each additional meeting will cost approximately $1,900. The estimated total for two additional meetings is $3,800. Additional meetings will impact not only the cost of the project, but the schedule. I've estimated the additional meetings will push the schedule out about one month. This means we would submit the final plan to affected jurisdictions in June, 2018. This still allows for the 6 -month review period, and submittal of the plan to the Metropolitan Council by December, 2018. A revised schedule is attached to this memorandum. revised fee memo 04282017.docx Bolton & Menk is an Timeline - Scandia Comprehensive Plan Update 2016 2017 2018 Contract Signed/Staff Kick-off/Finalize Timeline & Outreach Plan/ Data Acquisition, Analysis, and Projections —,Pop -Up Meeting #1 (Vinterfest) Steering Committee Meeting #1 Commission or Council Action !r Community Involvement and Input City Staff and Project Team Actions Completed Actions Updated 412612017 Steering Committee Meeting #2 i Focus Group Meetings (4) Community Survey Pop -Up Meeting #2 (Taco Daze) Staff Update Meeting Steering Committee #3 Website Updates I 0 City Council Review of Vision & Goals– NEW I Concept Review Open House Prepare/Deliver Draft Plan = Staff Review Period I Steering Committee #4 - NEW PBZ Pubic Hearing CC Review & Adoption Submit to Affected Jursidictions revised fee memo 04282017.docx 3 Bolton & Menk is an equal 000artunity emolover.