HomeMy WebLinkAbout2000-07-11 - AGENDA REPORTS - VAL GP EIP ASSOC WORK (2)CITY OF SANTA CLARITA
AGENDA REPORT
NEW BUSINESS City Manager Approval:
Item to be presented by: Jeffrey Lambert
DATE: July 11, 2000
SUBJECT: JOINT CITY -COUNTY VALLEY WIDE GENERAL PLAN — ADOPT
SCOPE OF WORK AND AWARD CONTRACT TO EIP ASSOCIATES
DEPARTMENT: Planning and Building Services
RECOMMENDED ACTION
Receive staff presentation and award the contract to EIP Associates to prepare the Joint
City/County Valley Wide General Plan in an amount not to exceed $104,615.50. Also, authorize
the City Manager or a designee to execute all documents, subject to City Attorney approval.
BACKGROUND
On February 8, 2000 the City Council approved a memorandum of understanding (MOU) with
Los Angeles County Regional Planning defining the parameters to develop a joint Santa Clarita
Valley -Wide General Plan that would be adopted by both agencies. The MOU was adopted to
provide the Santa Clarita Valley with a unique opportunity to develop a common vision for its
future. The first, and most important, phase of this project is a comprehensive interactive public
outreach effort to identify each community's values. This will be accomplished through several
innovative techniques as outlined in the scope of work. City and County staff and EIP
Associates are expected to utilize these community values to organize the Joint General Plan
Amendment for adoption by both agencies. The County has agreed that the City would be the
lead agencies throughout this process.
Upon approval of the MOU, City and County staff completed a Request for Qualifications
process resulting in the selection of EIP Associates. City and County staff have since
participated in orientation meetings with the consultant to review potential outreach strategies
and to identify scope and format of initial project phases.
At tonight's meeting, staff will give a brief verbal update on the project, summarize the scope
of work, introduce the consultant team, and discuss the project's potential schedule. Staff will
also be able to answer questions regarding this project.
ALTERNATIVE ACTION
Other actions as determined by Council
aenda item:
Arplpqp Aete
Joint Valley Wide Generul Plan.
July 11, 2000
Page2of2
FISCAL IMPACT
The anticipated overall costs for the entire General Plan project is several hundred thousand
dollars. The City has earmarked $50,000.00 and appropriate staff time to manage the project's
initial phases. The County has committed $50,000.00 and additional staff resources to assist
the City with this project.. This $100,000 will go towards developing and implementing the joint
general plan's guiding principles. Staff will return during the next budget cycle to request
additional monies as needed to complete the project.
ATTACHMENT
Vision and Planning Principles Work Scope
Initial Phase Budget (last page of the above)
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S a n t a C I a r I t a V a I I a y w I d e G e n e r a I P I a n
Vision and Planning Princl�plesWork Scope
I
EIP ASSOCIATES a June 29, 2000 1
S a n t a C I a r I t a V a I I a y w I d a G a n e r a I P I a n
IntroducGon
It Is the objective of the City of Santa Clarfta and County of Los Angeles to formulate a unified
comprehensive General Plan for the greater Santa Clarita Valley. This will encompass the
existing jurisdictional lands within the City and surrounding unincorporated lands, extending north
to Castaic, west to the Ventura County boundary, and east to Ague Dulce.
The successful formulation of a unified General Plan Is dependent upon City and County
concurrence regarding a number of fundamental Issues. Examples Include the environmental
resources to be protected, balance of developed lands with open spaces, correlation of public
Infrastructure and services (e.g., schools and parks) with the timing of development quality of
development and standards, and similar topics. The ensuing work scope documents a series of
tasks to attain consensus regarding the framework of principles for which concurrence Is
necessary to guide the preparation of the detailed plan.
It is a comprehensive program that Integrates the public, City and County staffs, dedsion-makers,
and the multiplicity of jurisdictional and service agencies. its success would result In a framework
of "non-negotiable' principles that will have the *buy -in' of key Santa Clarita Valley stakeholders.
Adherence to and belief in these as core values would lessen the scope of participation and
outreach during the subsequent preparation of the Valleywide General Plan. To successfully
attain ownership of the planning principles, a fairly substantial effort needs to be expended up
front. The proposed work program has been design to meet these objectives.
In recognition that the proposed program contains a number of tasks that may be optional, It Is
recommended that a number of core tasks be Initiated to enable the entire program to be
completed within nine months. These are Indicated in bold Malics type on the following pages.
EJP AssodateslJune 26, 2000
S a n t a C I a r I t a V a I I a y w I d a G a n a r a I P I a n
I Establish Planning Fraimiework
Identify scope of principles that require
concurrence as framework for the
preparation of the SCV General Plan.
Valleywide public workshops will be
conducted to Identify the Issues and visions
that will serve as the basis for the definition
of General Plan principles (e.g., what are the
critical topics for which County/City and
public concurrence is necessary to facilitate
the preparation of the GP?).
It Is proposed that a series of
City/County/consultant meetings,
stakeholder and agency Interviews, and a
community survey be conducted to Identify
the scope of Issues and visions as Input for
the broader public discussion at the
workshops. The product of this phase will
be a list of Issuestvisions that will be
reviewed and confirmed by the SC City
Council and LA County Board of
Supervisors (or Regional Planning
Commission).
EIP Awodatesliune 26, 2000
1.1 Orientation meeting with County
and City staff to Identify work
program objectives (intended
outcomes, Products), key Issues,
process, schedule, and
responsibilities.
1.2 Meetings with SC City Council and
County Board (or RPQ to Ideniffy
Intended outcomes and Issues.
1.3 Interviews with community
stakeholders to identify key
planning Issues (groups to Include
Participants Idendfled by City
memo Including residents,
businesspersons, property owners,
agencies, service providers, efc.).
Individual meetings would be
conducted with each agency and
Interest party, or In groups
reflecting common Interest
Design Interview Instrument
Review and approve with Cityl
County staff
Administer Interviews
Summarizelfabulate results
1.4 Solicit general public Input
regarding Issues ftm a Web Page.
• Design and Implement Web
Page
• Maintain Web Page
S a n I a C I a r I I a V a I I a y w I d a
2 Prepare Santa Clarita Valley "Snapshot"
Prepare descriptive profile of Santa
Clarke Valley's eAstIng characteristics
and conditions as the basis for the
Identification of community Issues and
visions. The profile will be prepared
(concurrent with the preceding task) as a
highly graphic newsletter or poster that
provokes Interest and discussion. It would
be distributed to all households within the
planning area, as an Insert In local
newspapers, or have more limited
distribution (HOAs, business organizations,
interest groups, etc.).
Information would be made available to the
local media, who would be encouraged to
write articles about the GP visioning
process. It would also be placed on the
Web Page.
It Is proposed that the "Snapshote content
be based on readily available Information,
obtained from the City and County's
departments and pertinent agencies
(comprehensive data collection for the
General Plan would be deferred for the
Phase 11 planning program).
EIPAssodateslJune 26, 2000
3
G a n a r a I P I a n
11 Ideniffy scope and thnnat for the
Valley Snapshot with CitylCounty
staff (meeting).
22 Conduct facilitated charrette with
My and County department heads
and service agency representatives
to "brainstorm" the list of key
planning issues. Participants
would be requested to provide (at
the meeting or subsequently)
background Intbrmadon that can be
used In the Snapshot (&g.,
fistslinaps of blo resources,
Infrastructure capacidesl
deffalenclas, land use development'
maps, etc.).
Z3 Design and publish Snapshot.
• Meeting with CItylCounty staff
to confirm format, content, and
list of personslagencles to
whom it will be distributed.
• Submitprellminary mock-up for
review and comments.
• Prepare final artwork.
• Publish Snapshot
• Distribute (H Is assumed that
the CilylCounly will maintain a
list of recipients and be
responsible for labeling and
mailing).
S a n t a C I a r I t a V a I I a y w I d a G a n a r a I P I a n
3 Community Survey-4ssues and Arlsions Framework
A survey will be prepared and distributed
to Santa Clarita's residents and
businesses to ascertain their perceptions
regarding the key Issues affecting the
region today (for which policy direction
should be defined in the GP). The survey
will be designed In collaboration with
City/County staff (topics to be addressed,
key questions, other Information, etc.).
There are several approaches to its
distribution: (a) to all residents and
businesses; (b) to homeowner associations,
business organizations, and Interest groups;
(c) as a newspaper insert; (d) on the Web
Page; (a) at "neighborhood coffees (in which
residents are selected to host an 'evenr at
which participants fill out the survey); (f) at
public venues and events (e.g., booths at
fairs); and (g) through local schools.
Results of the survey will be tabulated and
documented on the Web Page.
EIPASSOCAltesIJune 26, 2000
4
3.1 Design community Survey.
0 Meeting with CitylCounty staff
to Idenilly topics and "general -
questions to be asked.
a Prepare preliminary draft
survey.
0 CitylCounty review of draft;
Input for final survey.
a Prepare and publish survey.
3.2 Conduct community "coffees"
• Identily and confirm "coffee"
hosts
• Design facilitatorlhost guide
a Conduct facilltatorlhost training
• (conduct coffees)
3.3 Distribute surveys to (choose) oil
residents and businesses or
selected stakeholders.
Identify recipients
Distribute survey (it is assumed
that distribution will be
responsibility of the
C41Counfy)
3. 4 Place survey an Web Page.
3 .5 DistOute surveys to local schools
• Meeting with School
Superintendent to ascertain
Interest and support
participation.
• Design of school curricula
guide
• Conduct school prindpalat
teachers training session
3.6 Distribute survey to local events.
ldenffi'Y event and contact
person,, and confirm
participation
Distribute surveys (CftylCournty)
Collect surveys
3.7 Distribute as Insert In local
newspapers
Contact newspapers to
determine willingness to
enclose survey
Distribute surveys
S a n t a C I a r I t a V a I I a y w I d a G a n a r a I R I a n
3.8 Tabulate survey responses
Input survey responses
Tabulate results
Prepare tables, bar charts, and
other graphics that display
results
3.9 Document survey responses (as
newsletter or other summety)
EIPASScdatesftne 26, 2000
5
S a n t a. C I a r I I a V a I I a y w I d 9 G a n a r a I P I a n
4 Children's and Youth Curricula
A curricula guide will be prepared for use
In Santa Clarita Valley's schools. This will
provide the opportunity for local students to
Indicate their visions for the future, as well
as serve as a conduit to solicit their parents
participation In the public workshops.
In collaboration with the City/County, we will
meet with the Superintendents and/or
Principals of the local school districts to
solicit their Interest and discuss the
objectives for student Input, forums by which
it can be accomplished, responsibilities, and
a schedule of activities.
4.1 Meeting with School District
Superintendents and Principals.
4.2 Formulation of curricula.
Meeting with Superintendents and
Principals to determine scope and
methodologies
Prepare draft curricula
Meeting with Superintendents and
Principals to review draft curricula
Finalize curricula to reflect input
4.3 Design and publication of curricula
guide.
A curricula guide will be prepared deffnIng
4.4 Meeting with Superintendents and
potential activities for each level of school
Principals to train Implementation of
(drawing or other Image -making exercises,
curricula.
essays, questIonnalres, etc.).
4.5 Compile and document student Input.
4.6 Provide workshop flyers and other
advertising for student distribution to
their parents.
EIP AssociatesIJune 26, 2000
S a n t a C I a r I t a V a I I e y w I d a G a n a r a I P I a n
5 Confirm Valleywide Planning Issues
The key planning issues Impacting Santa
Clarita Valley that necessitate the
formulation of principles to guide the GP
process will be Identified. These will be
based on the results of stakeholder
meetings and the community survey. The
Issues will serve as the framework of topics
around which the public Visioning
workshops will be conducted.
Issues applicable to the entire City/County
planning area for which common strategies
may be necessary will be differentlated from
those that are uniquely applicable to local
communities (e.g., neighborhood flooding
versus regional floodways).
EIP Assodate.Wune 26, 2000
7
a 1 Meeting with CitylCounty staff to
review Input ftm stakeholder
meetings, Web Page, and surveys
and Identify the list of key planning
issues.
5.2 Prepare list of planning Issues.
&.3 Study sessions with City Council
and Board of Supervisors (or RPQ
to review and confirm key planning
Issues.
14 Publish final list of issues (serve as
Input for visioning workshops).
8 a n t a C I a r I t a V a I I e y w I d a G e n e r a I P I a n
6 Santa Clarita Valley Issues and Visions Workshop
Workshops will be conducted for public
Input confirming the key planning Issues
and visions for the future of the Santa
Clarita Valley. The VIsion will be structured
to articulate a set of fundamental community
values ("what Is Important about community,
environment, economy, society, and
governance") around which the General
Plan will be written.
A single workshop agenda and format will
be designed to be replicated In each of the
City's four communities (Valencia, Saugus,
Canyon Country/Sand Canyon, and
Newhall) and unincorporated communities
(Stevenson Ranch, Val Verde/Castaic, and
Acton/Agua Dulce).
The workshops will be structured as highly
Interactive events that may Involve color
doffing exercises (placement of dots to
Indicate their level of concurrence), large
scale mapping, slide visual preference
surveys, and/or small group discussion
sessions. Children's activities would be
provided to facilitate attendance by the
entire family.
EIP will work With the City and County to
determine the outreach methods that would
be most effective In solicifing public Interest
and participation. At a minimum these may
Involve flyers, posters, newspaper ads,
cable television scroll listing, personal
contacts (networking), contacts with
community stakeholders and organizations,
and school children take-home flyers.
Advertising would emphasize the ftfun*
nature of the event
Results of the workshop will be documented
as the "Santa Clarita Valley Vision." It will
be published as a highly graphic document
to elicit public Interest. Study sessions will
be conducted with the SC City Council and
County Board of Supervisors (or RPC) to
review the Vision.
EIP Assoclafesliune 26, 2000
8
6.1 Meeting with CitylCounty staff to
design the Wslon Workshop
(objectives, anticipated outcomes,
agenda, methodologles1processes,
locations, schedule, logistics,
fadlItYrequirements, and
responsibilities). A memo will be
prepared documenting the design.
6.2 WOrk with CitylCounty staff for
workshop logistics (confirm
locational venues, Identify facilities,
Identify CilylCounty staff
Involvemen4 contact suppliers, and
so on).
• IdenWiogistics requirements
• Assign responsibilities
• Monitor logistics
6.3 Prepare outreach materials (design,
confirm with City/County staff, and
distribute)
• Flyers and posters
• Newspaper advertisements,
notices
• Press kitimedia package
• Web Page text1graphIcs
Cable television scroll copy
Telephone/personal contact
.script*
6.4 Workshop facilitator training
• Identify workshop facilitators (with
City/County staff)
• Prepare facilitator guide
• Conduct facilitator training
6.5 Conduct Visioning Workshops
• Workshop set-up
• Conduct workshop
Workshop take-down
Summarize Workshop input
6.6 Prepare Santa Clarita Valley Vision
Statement
• Meeting with CIty/County staff to
draft preliminary vision based on
publicinput
• EIP prepare draft Vision
Statement
• CIty/County comments on draft
Vision Statement
S a n t a C I a r I t a V a I I a y W I d a G a n 9 r a I P I a n I
Publish and distribute final Vision
Statement (as newsletter or
poster). Work with City and
County to Identify distribution.
Place on Web Page
Contact local media (newspapers,
cable television, etc.) to
encourage to write articles on
Vision
6.7 Study sessions with SC City Council
and County Board of Supervisors (or
RPC) to review Vision Statement
EIP AssodateslJune 26, 2000
9
S a n t a C I a r I t a V a I I a Y w I d e G e n a r a I P I a n
7 Planning Principles Workshops
Workshops will be conducted for public
Input In the definition of the fundamental
principles that will be used as the
framework for the preparation of the
Valleywide General Plan. These will
constitute "non-negotlable!' rules/standards
for the Plan and be organized around the
core values about community, environment
economy, society,, and governance defined
by the Vision Statement. They will address
the specific Issueslareas of concern for
which City/Council consensus Is necessary
to facilitate preparation of a unified
Valleywide General Plan.
It Is anticipated that two rounds of
workshops will be conducted In each of the
City's four communities and three
unincorporated communities. A single
formal and agenda will be formatted for use
In each community. It is anticipated that the
rounds will encompass:
• Initial definition of planning principles for
each Vision topic (e.g., community,
environment, economy, society, and
governance).
• Review and comment on preliminary
draft principles, Identification of areas of
consensus and differences, and
facilitated reconciliation of conflicts (or
continued polarlization),
As the Visions Workshop, the Principles
Workshops will be structured as highly
Interactive events that may Involve color -
dotting exercises, large scale mapping, slide
visual preference surveys, and/or small
group discussion sessions. Children's
activities would be provided to facilitate
attendance by the entire family.
EIP will work with the City and County to
advertise and solicit public attendance and
Input Outreach methods used for the
MsIons Workshop will be reviewed for their
effectiveness and, where necessary, revised
or supplemented.
Results of each round of workshops will be
documented as input for the drafting or
principles that will be used In the
subsequent workshops.
EIP Amdate&Uune 26, 2000
10
7.1 Meeting with Clty/County staff to
design the Planning Principles
Workshops (objectives, anticipated
outcomes, agenda,
methodologies/processes, locations,
schedule, logistics, facility
requirementc. and responsibilities). A
memo will be prepared documenting
the design.
72 Work wfth'City/County staff for
workshop logistics (confirm locations/
venues, Identify facilities, Identify
City/County staff Involvement, contact
suppliers, and so on).
Identify logistics requirements
Assign responsibilities
Monitor logistics
7.3 Prepare outreach materials (design,
confirm with Clty/County staff, and
distribute)
Flyers and posters
Newspaper advertisements,
nollces
Press Idtfirriedla package
Web Page text/graphics
• Cable television scroll copy
• Telephonelpersonal contact
"script"
7.4 Workshop facilitator training
• Identify workshop facilitators (with
City/County staff)
• Prepare facilitator guide
• Conduct facilitator training
7.5 Conduct Planning Principles
Workshops
• Workshop set-up
• Conduct workshop
Workshop take-down
Summarize Workshop Input
S a n It a C I a r I t a V a I I e y w I d a G a n 9 r a I P I a n
8 City and County Planning Principles Workshopsl
Documentation
Concurrent with the public workshops,
charrattes will be conducted with City
and County staff to confirm the planning
principles. These sessions will be
structured to provide Input to and respond to
the public process and establish consensus
among both Jurisdictions as the basis for the
preparation of the Valleywide General Plan.
It Is likely that the City/County discussions
will address a diversity of Issues/topics that
may have not been considered In the public
workshops (such as GP organization,
common land use categories, and other
technical and procedure[ components of the
planning process).
The charreftes will Initially Identify areas of
consensus and divergence. For the letter,
EIP will facilitate a 'negotiation* process
directed at the Identillication of strategies to
reconcile the defined differences. These
may involve compromise of positions, an
alternative (or redefined) approach, and/or
education regarding the Intentions of each
participant or Implications of the
recommended standard/strategy.
In the event that there are unreconcilable
differences, Implications for the General
Plan process will be discussed. Those that
are fundamental and Inhibit the formulation
of a uniform Plan will be differentiated from
others that can be addressed later.
The outcome of the workshops will be the
final set of Planning Principles to be used In
drafting the Valleywide GP. Study sessions
will be conducted with the SC CC and
County Board of Supervisors (or RPC).
EIPAssodejesliune 26.2000
8.1 Conduct Cfty/County staff workshops
to define Planning Principles. For the
purposes of the budget it Is assumed
that five sessions will be conducted
during the planning process. -
8.2 Prepare Preliminary Planning
Principles document.
8.3 Conduct SC CC and County (Board or
RPC) study session.
S a n t a C 1, a r I t a V a I I e y w I d e G a n a r a I P I a n
9 Publish Valleywide General Plan Principles
Defined Valleywide General Plan Vision
and Planning Principles will be
documented and made available for
public review. These will be presented In a
newsletter or poster format, extensively
using graphics, and Incorporate a creative
title (e.g., "Principles for a Liable and
Sustainable Santa Clartta Valley") to
provoke public Interest. Essentially, the
Principles will constitute the consensus
omanifesto" that will guide the formal
preparation of the General Plan. They will
be structured according to the basic topics
(or sections) by which the Plan will be
organized (e.g., environment community,
economy, society, and governance).
The Principles will also be placed on the
Web Page.
EIPAssodates&une 26, 2000
12
9.1 Design and publish Vision and
Planning Principles Document.
• Meeting with City/County staff to
confirm format, content, and list of
Personslagencies to whom it will
be distributed.
• Submit preliminary mock-up for
review and comments.
• Prepare final artwork.
• Publish Vision and Planning
Principles.
• Distribute (it Is assumed that the
City/County will maintain a list of
recipients and be responsible for
labeling and mailing).
9.2 Incorporate Vision and Planning
Principles on the Web Page.
S a n t a C I a r I t a V a I I a y w I d a G a n a r a I P I a n
10 Presentation of Vision and Planning Principles—Celebration
- Workshop,
A workshop will be conducted to present
the defined Vision and Planning
Principles. This will be structured as a
conclusion of the first phase of the planning
process and segue Into the formal
preparation of the Valleywide General Plan.
It would be conducted at a single location, to
emphasize it as a "Valleywide" and
consensus "manifestdo to guide the future.
As earlier workshops, it will be structured as
a community event. Its agenda will center
on a presentation of the results (rather than
the earlier Interactive exercises) and elicit
enthusiasm that can be carried forward Into
the preparation of the Plan. To this end, it
may be useful to provide the opportunity for
the participants to sign up for focus groups
or other forums that will be Integrated Into
the General Planning process.
Children's activities will be provided to
maximize opportunities for the entire family's
participation.
EIP Astodate.Viune 26. 2000
13
10.1 Meeting with Cfty/County staff to
design the Celebration Workshop
(objectives, anticipated outcomes,
agenda, methodologiestprocesses,
locations, schedule, logistics, facility
requirements, and responsibilities). A
memo will be prepared documenting
the design.
10.2 Work with Cfty/County staff for
workshop logistics (confirm location/
venues, Identify facilities, Identify
City/County staff Involvement contact
suppliers, and so on).
• Identify logistics requirements
• Assign responsibilities
• Monitor logistics
10.3 Prepare outreach materials (design,
confirm with City/County staff, and
Istribute)
Flyers and posters
• Newspaper advertisements,
notices
• Press k1t/medla package
• Web Page text(graphics
• Cable television scroll copy
• Telephone/personal contact
scripr
10.4 Conduct Celebration Workshop
• Workshop set-up
• Conduct workshop
• Workshop take-down
9
a