HomeMy WebLinkAbout2001-03-13 - AGENDA REPORTS - VALLEY WIDE GP (2)CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
City Manager
Item to be prei
DATE: March 13, 2001
SUBJECT: JOINT Y C
CITOUNTY VALLEY WIDE GENERAL PLAN —
ADOPT SCOPE OF WORK AND AWARD CONTRACT TO RPHASE
ip 2
ASSOCIATES
DEPARTMENT: Planning and Building services
RECOMM�NDE�TM
Award contract to EIP Associates to complete Phase 2 of the Joint City/County Valley Wide
General Plan in an amount not to exceed $133,969.00. Also, authorize the City Manager, or a
designee to execute all documents, subject to City Attorney approval. A second recomm
action is to approve a transfer of $68,969.00 from the Coended
7401 to account 3120-8110. uncil Contingency Fund account 1240-
On February 8, 2000 the City Council approved a memorandumof understanding (M U) with
Los Angeles County Regional Planning defining the parameters to develop a joint Santa Clarity
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 City is well underway in a multi-year effort to update its General Plan jointly with the County.
The cost of the project is shared between the City and the County. This project was developed with
multiple phases in order to ensure concurrence between the City and the County throughout the
process.
Phase 1 of the project included stakeholder interviews and production of an SCV Snapshot and
a community survey. Phase 2 is anticipated to start in March 2001. Portions of the Phase 2
costs have been secured. The County of Los Angeles has agreed to commit $50,000.00 toward
Phase 2 costs.
• $ 90,138.33 — Balance of existing City and County contributed funds previously secured
for General Plan update
• $ 50,000-00— Additional amount County has agreed to contribute toward Phase 2 contract
• $140,138.33 — Total funds available for Phase 2
•
$133,969.00— Cost of Phase 2 consultant contract
• $ 75,000.00— Estimated amount of associated public outreach costs for Phase 2
• $208,969.00 — Total cost of Phase 2
• $ 68,969.00 — Total additional City funds requested for Phase 2
APO PO A.D no WFng Agenda Item: 3
Joins Valley Wide Gme,aPlan
Mamh 15, fool
Page f ojf
The $68,969.00 requested this evening would go toward y
These costs consist of graphic production, advertising, eeventscAordi and and th shed contract.
City is absorbing the majority of the project expenses as this General Plan update Printing. The
including, but not limited to, the fact that our General plan for the area is olderothan the
County's and that comprehensively updating this document remains a high priority for the
City.
Completion of
ase 2 (in November
adoptedy the County and the City to bas0e an upda of a General Plaresult in a set of n n�ples to be
Phase 3 will consist of beginning to comprehensively pol
amend the elements, goals, and icies
of the General Plan based on those guiding principles. That effort could start in January 2002.
Costs for future phases are undetermined, but will be significantly higher than the first two
phases. The City will ask the County to contribute funds to go toward future phases.
F�AI— rn2paCT
The anticipated overall costs for the entire General Plan project is several hundred thousand
dollars. The County has committed $50,000.00 and to assist the City with this phase of the
project. Approving these items will result in the transferring of $68,969.00 from the Council
Contingency Fund account 1240-7401 account 3120-8110. Staff will return during the next
budget cycle to request additional monies as needed to complete the project.
Al MEK T— IVE---A—CM—K
Other actions as determined by Council
ATTR— AQHUM
Phase 2 Work Scope, Budget and Timeline
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Santa C l a r i t a V a 1 1 e y w i d e
PHASE TWO IntroducUan
General P - Ian
This work scope Continues work begun under Phase One of the Santa Clarita Valleywide General
Plan Process undertaken with the City of Santa Clarlte and County of Los Angeles. The process
was undertaken to formulate a unified comprehensive General Plan for the greater Santa Clarke
Valley with the Intent to: 1) Establish a Valleywide vision; and 2) Define key principles to be used
In drafting a unified SOV General Pian to establishing Valley boundaries to enable joint
comprehensive planning.
The ensuing Phase Two work scope Identifies a series of tasks proposed to complete
consensus bunding activities. The following tasks are recommended to continue a successful
Public , education and hrvolvement program to create awareness and Interest in the General Plan
Process leading to a Phase Three work program to prepare the Valieywide General Plan.
E/P AssodStes/Jsnuery 2001
1
S a n t a C 1 a r I t a V a l l e
Work GOMPleted in Phase One
f. Identify scope of prInciplas that require
concurrence as ffameworkforthe
preparatlon of the SCV General Plan.
2. Prepare descdptive proAle of Santa
ClarRa Valley's existing cheractertstics
and condNons as the basis for the
klenf/ficatlon of communfly Issues and
vlslons.
3. A survey will be prepared and dlstiWed
to Santa Clarlta's residents and
businesses to escertafn their perceptions
regarding the key Issues affecting the
reglon today (for which policy direction
should be defined In the GP).
NOTE. tfnded/ned Items Indicate
work /n progress or work to be
completed by February f, 2009.
EIP Assocratealisauery 2001
m
2
Y w l d e G e n e r a l P I a n
1.1 Orientation meeting
1.2 MeeUngs with SC Clty Council
'members and County Supervisor
Representative
1.3 Interviews with community
stakeholders to Identify key planning
Issues.
• Design interview Instrument
• Review and approve with City/
County staff
■ Administer Interviews
■ Summarize results
1.4 Solicit general public input regarding
Issues from a Web Page.
• Design and Implement Web Page
• Maintain Web Page
2.1 Meeting to Identify scope and format
for the Valley Snapshot
2.2 Conduct meetings with City and
County department heads and service
agency representatives.
2.3 Design and publish Snapshot.
• Meeting with Cky/County staff
• Submit preliminary mock-up for
review and comments
' Prepare final artwork
■ Publfs�hot
3.1 Design community survey.
■ Meeting with CRY/County staff
' Prepare preliminary draft survey
• City/County review
■ Prepare end oubliah s rvev
3.2 Conduct community •coffees•
• Identity and confirm •coffee• hosts
■ Desicn factlitatorPoost raids
• Conduct facilRator/host tralninc
3.3 pistribut_ e��
3.4 Place eurvnv nn w h o
a
S a n t a C I a r i t a V a 1 1 e y w i d e G e n e r a I P l a n
4. A children^s program wdi be discussed to 4.1 Meetinc with �hool Dtetrtr4
Vertfy 2's usefulness In this process. Suoerintenderrts and PNndealc
S. The pertinent planning Issues will be
Identified.
& Preparation for the Issues and Wdons
Workshop to be held kr Phase z
NOTE. Underlined Items indicate
work In progress or work to be
Completed by February 1, 2001.
ErP Assoderes/ranusy 2001
3
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S a n t a C I a r I t a
Prase rn0
1 Children's and Youth
V a 1 1 e y w i d e G e n a r s I P i a n
An Activity Guide will be prepared for
use In Santa Ciarlta Valley's schools.
This will provide the opportunity for local
students to Indicate their visions for ft
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
solicft their Interest and discuss the
objectives for student input, forums by which
it can be accomplished, responsiblllties, and
e schedule of ectivitles.
An Activity guide will be prepared defining
three to four potential activities for K-3, 4-8,
and High School grade levels.
E/PAmclatea/January 2001
4
Guide
1.1 Formulation of Activity Guide. Meeting
with Superintendents and Principals to
review draft Guide
• Prepare Draft Guide
■ Finalize Guide to reflect input
1.2 Design and publication of Activity
Guide.
■ Print 40 Guides
1.3 Meeting with Superintendents
Assistants and/or Principals/Teachers
to train Implementation of Guide.
1.4 Provide workshop flyers and other
advertising for student distribution to .
their parents.
■ Prepare parent/guardian letter
Prepare workshop flyer
■ Coordinate newspaper publicity with
City PIO and update web site
Events section
1.5 Complle and document student input.
• Prepare summary memo of student
activities
o Activity Guide (Includes Original
Artwork and 40 Guides)
13 Outreach materials (Includes
Original Artwork for reproduction)
D Summary of student activities
Sa n t a C l a r l t a V a l l e'yw I d a G e n e r a l P l a n
2 Santa ciarita
Issues and Visions
Workshops will be conducted for public
Input confirming the key planning Issues
and visions for the future of the Santa
Clarks Valley. The Vision will be structured
to articulate a set of fundamental community
values ('what is Important about community,
environment, economy, society, and
govemance■) around which the General
Plan will be written.
A single workshop agenda and format will
be designed to be replicated In each of four
locations within the Santa Clartle Valley.
The workshops will be structured as highly
interactive events that may Involve color -
dotting exercises (placement of dots to
indicate level of concurrence), large-scale
mapping, slide visual preference surveys,
and/or small group discussion sessions.
Children's activities will be provided to
facilitate attendance by the entire family.
One of these workshops will be structured
as an electronic town meeting, following the
structure and content of the previous.
meetings, but modified to facilitate real-time,
remote and electronic participation.
Residents will have the opportunity to
Participate In this meeting through a variety
of non-traditional methods such as (Internet,
fax and phone). .
EIP will work with the City and County to
determine the outreach methods that would
be most effecflve in soliciting 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 will emphastm the gun- nature
of the event.
Results of the workshop will be documented
as the "Santa Clarlta Valley Vision' It will
be published as a memo and made
available to the public via the project Web
Page.
EIP Assoc/ates/January goof
2.1 Prepare outreach materials (design
and confirm with City/County staff;
CIVCounty responsible for distribution)
■ Press kMnedia package
■ Flyers and posters
• Newspaper advertisements, notices
■ Web Page text/gtaphkx
■ Cable television scroll copy
■ Telephonelpersonal contact "scripr
2.2 Workshop facilitator training
• Identify workshop facilitators (with
Clty/County staff)
■ Prepare facilitator guide (100
guides)
■ Conduct facilitator training
2.3 Conduct Visioning Workshops
■ Workshop set-up/taka-down
• Conduct workshop
■ Summarize Workshop Input
2.4 Meeting with Cky/County staff to draft
Preliminary vision based on public input
■ Prepare Santa Clarlta Valley Vision
Statement
2.5 EIP prepare draft Vision Statement
• Presentation of Vision Statement to
SC City Council and County Board
of Supervisors (or representative) to
review and confirm Vision
Statement
2.6 Document Vision Statement as a
memo.
• Place on Web Page
O Outreach materials (Includes
Original Artwork for reproduction)
o Facilitator training guide (100
copies)
c Workshop content, materials,
graphics, and summary
o Santa Clarlta Valley Vision
memo
S e n 1 a C I a r I t a
3
V a 1 1 e y w I d e G e n e r a I P I a n
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-negotiable' rules/standards
for the Pian and be organized around the
core values about community, environment,
economy, society, and governance defined
by the Vision Statement. They will address
the specific Issues/areas of concern for
which Cfty/County consensus Is necessary
to facilitate preparation of a unified
Vslleywide General Plan.
It is anticipated that two rounds of
Workshops will be conducted In four
locations within the Santa Clerita Valley. A
single format and agenda wilt be developed
for use In each location. 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, identiticetion of areas of
consensus and differences, and
facilitated reconciliation of conflicts (or
continued polarization).
Similar to the Visions Workshops, 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 will 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
Visions 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 of
principles that will be used in the
subsequent workshops.
EIP Anoeratealianuery 2001
3.1 Meeting with City/County staff to
design the Planning Principles
Workshops (objectives, anticipated
outcomes, agenda
locations,
schedule, logistics, facility
requirements, and responsibilities).
• A memo will be prepared
documenting the design.
3.2 Work with 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 responsibllities
■ Monitor logistics
3.3 Prepare outreach materials (design,
confirm with City/County staff, and
distribute)
■ Press kit/media package
• Flyers and posters
• Newspaper advertisements,
notices
• Web Page text/graphics
• Cable television scroll copy
■ Telephone/personal contact
`script -
3.4 Workshop facilitator training
■ Identify workshop facilitators (with
City/County staff)
■ Prepare facilitator guide (I OC)
copies)
• Conduct facilitator training
3." Conduct Planning Principles
Workshops (rounds one & two)
• Workshop set -uptake -doom
■ Conduct workshop
■ Summarize Workshop Input
EaQQ-UC-M-
.0 Workshop logistics memo
C1 Outreach materials (Includes
Original Artwork for reproduction)
O Facilltator guide (100 copies)
O Workshop content, materials,
graphics, and summary
S a n t a C l a r i t a V a l 1 e y w i d e G e n e r a l P l a n
4 City and County Planning Principles Staff Charmttes/
Documentation
Concurrent with the public workshops,
charrettes will be conducted with City
and County staff to cqn irm 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 CNy/County discusslons
will address a diversity of Muss/topics that
may have not been considered in the public
workshops (such as GP organization,
common land use categories, and other
technical and procedural components of the
Planning process).
The charrettes will Initially Identify areas of
consensus and divergence. For the latter,
EIP will facilitate a "negotiation" process
directed at the identification of strategies to
reconcile the defined differences. These
mey involve compromise of positions, an
alternative (or redefined) approach, and/or
education regarding the Intentions of each
Participant or Implications of the
recommended standard/stretegy.
In the event that there are unreconciiabie
differences, implications for the General
Plan process will be discussed. Those that
are fundamental and Inhibit the formulation
Of a untfonn Plan will be differentleted from
others that can be addressed later..
The outcome of the workshops will be the
final Be of Planning Principles to be used in
drafting the Valleywide GP.
EIP AssoclsfasJJanuary 2001
7
4.1 Conduct Cky/County staff charrettes to
define Planning Principles.
■ For the purposes of the budget it
Is -assumed that at least two staff
ftrrette sessions will be
conducted during the planning
process.
• Present results of charrettes/draft
Planning Principles to City
Council, Planning Commission
and Supervisors for concurrence,
4.2 'Prepare Draft Planning Principles
document.
o Draft Planning Principles
document
S a n t a C I a r I t a V a 1 1 e y w I d e G e n e r a l P l a n
5 Publish
General Plan
Defined Valleywlds 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 Livable and
Sustainable Santa Clarity Valley') to
Provoke public Interest. Essentially, the
Principles will constitute the consensus
'manteste that will guide the formal
Prebe structure acccording to the asaration of the General Plan. ic topics
pics
(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.
E/P AssOdstesManuary 2001
8
5.1 Design and publish Vision and
Planning Principles Document (as a
newsletter or poster).
■ Meeting with City/County staff to
confirm format, content, and list of
Persons/agencies 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).
5.2 Formal adoption of vision and
Planning Principles by the City
Council and Board of supervisors
■ Meeting to adopt.
5.3 Incorporate Vision and Planning
Principles on the Web Page.
;•.
v Vision and Planning Principles
document (Includes Original
Artwork for newsletter or poster
reproduction)
S a n t a C 1 a r i t a V &I 1 e y w i do Go n e r a l P l a n
6 Presentation of Vision and Planning Pfinciples--Celebration
A workshop will be conducted to present
the defined Vision and Planning
Principles. This will be structured as a
concluslon 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 'Vaileywide' and
consensus'manlfesto• 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 to'kIck off" the preparation of
the General Plan. To this and, 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
meximlze opportunities for the entire family's
participation.
E/P AssoclatesiJanuary zooi
H
6.1 Meeting with CIVCounty staff to design
the Celebration Workshop (objectives,
anticipated outcomes, agenda,
methodologies/processes, locations,
schedule, logistics, facility
requirements, and responsibilities).
■ A memo will be prepared
documenting the design.
62 Work with C VCounty 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
6.8 Prepare outreach materials (design and
confirm with City/County staff;
City/County responsible for distribution)
■ Press U/Imedia package
■ Flyers and posters
■ Newspaper advertisements, notion
■ Web Page text/graphics
■ Cable television scroll copy
■ Telephone/personal contad'scripr
6.4 Conduct Celebration Workshop
■ Workshop set -uptake -down
■ Conduct workshop
■ Summarize workshop
o Workshop logistics memo
o Outreach materials (Includes
Original Artwork for reproduction)
o Workshop content, materials,
graphics, and summary
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