9.b) Scope of Services for Development Code Update, TKDA Meeting Date: 12/15/2009
Agenda Item: �
l , �
City Council Agenda Report
City of Scandia
14727 209`h St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Approve the scope of services and authorize work by the City Planner
(TKDA) on the Development Code update.
Deadline/ Timeline: N/A
Background: • The new Comprehensive Plan was adopted in March of 2009.
State law requires codes to be consistent with the plan within nine
months of adoption of a comprehensive plan
• At the December 2, 2009 special joint meeting, the City Council
and Planning Commission met with staff and the consultant to
discuss a recommended approach to the Development Code update
and to give direction on several issues.
• For 2010, the draft budget includes $30,000 for professional
services for code updates. Updating the code will require a large
effort and require that the city accomplish as much as possible
with staff resources. A two-phased approach was recommended,
which would prioritize the major code changes needed to provide
basic consistency between the plan and the code.
• The proposed scope of services covers the first phase of the code
update and is within the limitations of the budget. It is consistent
with the approach discussed and directions given at the December
2 meeting.
• City Planner Sherri Buss will be present at the December 15
meeting to help answer any questions.
Recommendation: I recommend that the City Council accept the scope of services and
authorize the Mayor and Clerk to sign on behalf of the city.
Attachments/ • Scope of Services Dated December 7, 2009
Materials provided:
Contact(s): Sherri Buss, TKDA (651 292-4582)
Prepared by: Anne Hurlburt, Administrator
(planning services for development code update)
Page 1 of 1
12/l 0/09
T�D�A
� �.�_ '� 444 Cedar Street,Suite 1500
Saint Paul,MN 55101
The right time." �r right people.'I': �ight compt�
(651)292�400
(651)292-0083 Fau
www.tkda.com
December 7, 2009
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Ms. Anne Hurlburt ;
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City Administrator i t
City of Scandia �
14727 209th Street North CITY OF �.C,qNp�A �
P.O. Box 128
Scandia, Minnesota 55073
Re: Authorization for Planning Services
Zoning and Subdivision Ordinance Updates
City of Scandia, Minnesota
Dear Ms. Hurlburt:
In response to direction by the City, enclosed please find three originals of an Authorization to
provide Zoning and Subdivision Ordinance Updates. These are sent for review and approval by
the City. Please return two originals to this office for confirmation. A fully executed original
will be returned to you.
We look forward to serving the City of Scandia. Please feel free to call me at (651) 292-4582, if
you have any questions or desire additional information.
Sincerely,
'��i.�,,t� �,c� �
Sherri A. Buss, RLA hn (Jack) W. Griffin, P .
Project Manager ce President, Municipa ervices
SAB:JWG:mIc I
Enclosures
An fmployee Owned Company Promoting Affirmative Action and Equal Opportuniry
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CITY OF SCANDIA, MINNESOTA
AUTHORIZATION FOR PROFESSIONAL SERVICES
TO: Toltz, King, Duvall, Anderson
and Associates, Incorporated
444 Cedar Street, Suite 1500
St. Paul, Minnesota 55101
Pursuant to our agreement dated March 15, 1988, you are hereby authorized to proceed with the
professional services described as follows:
ZONING AND SUBDIVISION ORDINANCE UPDATES
I. PROJECT DESCRIPTION
The City of Scandia approved its new Comprehensive Plan in 2009. The plan includes
significant changes to the City's land use plan, zoning plan and districts, goals and policies that
impact its performance standards and other elements of its zoning and subdivision ordinances.
The ordinances require significant updates to reflect the Comprehensive Plan and the City's
incorporation.
The City requires updates of the zoning and subdivision ordinance. This work will be done in
close collaboration with the City Administrator. The City Administrator will update the
Administration Chapter of the ordinance, and will take the lead in completing much of the update
of the Subdivision Regulations. TKDA will take the lead on the following tasks:
• Update the Zoning Districts and Development Options, including Ordinance sections on
Districts, Uses, Overlay Districts, and Development Options.
• Update the Environmental and Surface Water Management elements of the Subdivision
Ordinance.
• Update the Zoning Map to reflect changes from the Comprehensive Plan and Planning
Commission and Council direction during this Project.
• Facilitate meetings with the Planning Commission and City Council for this Project.
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II. SERVICES TO BE PROVIDED
TKDA shall provide the following services:
A. UPDATE THE ZONING DISTRICTS AND DEVELOPMENT OPTIONS
1. Review the Future Land Use Areas and Development Options proposed in the
Comprehensive Plan; develop a verbal and graphic summary of relationship to
current Zoning Districts and facilitate discussions with the Planning Commission
and City Council to determine future Zoning Districts.
2. Develop draft sections of the Zoning Ordinance for each district, including
purpose, uses (primary, secondary, interim), lot requirements, and other standards.
3. Develop draft sections of the Zoning Ordinance for overlay districts, conservation
subdivisions, PUD's or similar special districts.
4. Facilitate meetings with the Planning Commission and City Council to review the
draft sections of the Zoning Ordinance, develop consensus, and finalize the
Zoning Ordinance based on the direction from the City.
B. UPDATE THE ENVIRONMENTAL AND SURFACE WATER MANAGEMENT
ELEMENTS OF THE SUBDIVISION ORDINANCE
1. Review the goals and policies of the Comprehensive Plan related to
environmental issues and surface water management, and the rules and standards
of the local Water Management Organizations related to local ordinances.
2. Develop the draft elements of the Subdivision Ordinance for envirorunental and
surface water management, and discuss the draft with the Planning Commission
and City Council.
3. Finalize the environmental and surface water elements of the Subdivision
Ordinance based on direction from the City, and integrate them with the updated
Ordinance.
C. UPDATE THE CITY'S ZONING MAP
1. Complete a draft Zoning Map based on the Comprehensive Plan Land Use Map.
2. Update the draft map as needed during the Project for discussion, and create the
official Zoning Map based on Council recommendations.
D. MEETINGS
I. Facilitate meetings with the Planning Commission and City Council for each of
the Tasks A-D to develop recommendations and consensus for each element of
the Zoning and Subdivision Ordinance. Present final recommendations on each
task to the City Council. Up to eight meetings assumed for this task.
2. Meet and coordinate with the City Administrator and other staff as needed to
develop the work products. Up to four meetings assumed for this task, and
additional coordination through telephone and e-mail communications.
3. Meet with the local watershed management organizations to develop the surface
water management elements of the ordinance to be consistent with the District and
WMO plans. Up to two meetings assumed for this task.
-2-
III. ADDITIONAL SERVICES
If authorized in writing by the City, furnish or obtain from others Additional Services of the types
listed below which are not considered as basic services under this Authorization. Additional
Services shall be billable on an Hourly Time and Materials basis and such billings shall be over
and above any maximum amounts set forth in this Authorization.
A. Additional meetings with the Planning Commission, Council, Watershed Organizations
and staff.
B. Completion of additional tasks, such as development of additional Performance Standards
for Land Uses.
C. Completion of additional maps or graphic materials not specified above.
IV. CITY'S RESPONSIBILITIES
These responsibilities shall be as set forth in our Agreement and as further described or clarified
hereinbelow:
A. Designate one individual to act as a representative with respect to the work to be
performed, and such person shall have complete authority to transmit instructions, receive
information, interpret and define policies, and make decisions with respect to critical
elements pertinent to the Project.
B. Provide the format for the Zoning and Subdivision Ordinance in Microsoft Word format.
C. The City Administrator will update the Administration Chapter of the ordinance, and will
take the lead in completing the update of the Subdivision Regulations, and incorporating
the environmental and surface water elements developed by TKDA into the Subdivision
Regulations.
D. Provide reviews of materials furnished by TKDA in a reasonable and prompt manner so
that the Project schedule can be maintained.
E. Coordinate all meetings of the Planning Commission and City Council, and mailings for
those meetings.
V. PERIOD OF SERVICE
TKDA shall begin services upon receipt of the executed Authorization and complete services
within nine months thereafter.
-3-
VI. COMPENSATION
Compensation to TKDA for services provided as described in SECTION II of this Authorization
shall be on an Hourly Time and Materials basis in an amount not to exceed $29,500. A detailed
Project Fee Estimate is attached.
Approved at a meeting of the City Council on , 2009.
By Attest
Consultant Acceptance by , , 2009.
Authorized TKDA Representative
-4-
TKDA Project Fee Estimate
Client: City of Scandia Date: � � "' 12/7/2009
P�ojeCt: Update Zoning and Subdivision Ordinance Prepared By: Buss
, , ate , ,,
Task • r�> � ., , ��
. Estim d W �
d Person Hours Re uire
No. Task Description _ . , Sr Planner - Planner • : To}��g` �'
��:
A Update Zonin Districts and Development Options
,. ,,�.,.. - :._:..
1 Develop raphic and verbal summa $ 4 �2
2 Develop draft sections of Zonin Ordinance--districts 40 24
3 Develop draft sections of Zonin Ordinance--overla s 24 24
4 FinalizeZonin Ordinance �2 $ 2�
B Update Environmental and Surtace Water Elements � '''�"f �`'�`+""''�`
, ;�; �at�,vat��-�cu.�*��
1 Review issues and WMO rules 4 4
2 Deveiop draft for Subdivision Ordinance 28 12 40
3 Finalize environmental and surtace water elements of ordinance g 8
C Update Zonin Map x:�, ; ��-��.�=r 8�s�
�.f+� .r.�„
1 Complete draft Zonin map 2 4 6
2 Complete final Zonin Map 4 2� 24
F Meetin s ;f , � "' ,, ",. `�,�.�:��.�^�°
� n i'• ::i ,v�acM.�i �+S �i�k.,� rc��,x�k t,.+a�;::
1 Meetin s with PC and Council(8 meetin s--preparation) 16 16
2 Meetin s and Coordination with Staff(4 meetin s ptus coordination) 24 24
3 Meetings with WMO's(2 meetings) $ 8
Total Person Hours ��$ 96 2�4
2009 Estimated Billin Rate/Hr x Muttiplier $ ��� $ 79 ��; . ;�
20
09 Total Billabie for Charged Time $ 19,758 $ 7,584 27,342
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Tnvel&Subsistencs(TS) $ s�0
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� Meetings(14�5105 fee) $ 1,470
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;, � +', Total Pro)ect Fees $ 29,412
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$ 29 500