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HomeMy WebLinkAboutPlanning And Zoning Board - Minutes - 05/16/1995The Council of the City of Fort Collins Planning & Zoning Board Growth Management Lead Team May 16,1995 4:15 p.m. to 5:30 p.m. CBC - City Hall West Agenda: 1. Review of Minutes - May 2, 1995 2. Appeals Process Attendees: Council: Mayor Pro Tern Gina Janett Alan Apt Chris Kneeland P & Z: Chair Rene Clements Jennifer Fontane Gwen Bell Lead Greg Byrne Team: Bob Blanchard Minutes: 1. Review of Minutes May 2, 1995 Discussion - Steve Roy Bob McCluskey Will Smith Chuck Warmer Jan Cottier Gary Carnes Paul Eckman Chair Apt convened the meeting. The minutes from the May 2nd meeting were approved as written. 2. Appeals Process Discussion - Steve Roy City Attorney Steve Roy began the discussion by stating the memorandum included in the packet was not "confidential' information and apologized. Roy stated he would like to brainstorm ideas about the appeals process. He had with him information on how the appeal process works in other cities. He stated his goal for this meeting was to come up with alternatives that are worth exploring. Concerns: ❑ Taking months to get the Planning & Zoning Board minutes. City Clerk's office. Need to have the minutes within a week. verbatim minutes.) ❑ De -Novo Hearing Move the function to the (Bob will verify the cost of O Time consuming O Rules established by Chair O Why go to P/Z with best evidence O Lack of City Council expertise about planning documents and processes O Less legalistic O May raise basic policy issue, through specific example ❑ Acknowledge that some decisions are subjective, negotiated. E.g. -- does the plan meet the criterion. ❑ Hard to discuss issues; too narrowly focused. ❑ O.K. to focus narrowly on process and record. Time constraints are not realistic -- needs to be less legalistic. ❑ Provide outline at each meeting; announce appeal process option. ❑ What is correct staff role? Not as a representative of the developer; facilitate & explain. ❑ Two weeks too short a time for appellants. ❑ Lengthening process adds dollars to cost of housing (AHB point) ❑ Disagree. Restore "final" P & Z approval. ❑ There's a responsibility to applicant/developer too -- to be timely -- two weeks O.K. ❑ Citizen input time should be substantial and lenient. ❑ Developer's know more about process. The neighborhood liaison intended to help. It can appear that staff is too close to developer. Work closely together for a long period of time. ❑ Spend time on how to use neighborhood liaison to help citizens understand. ❑ Appeals can reflect lack of trust ❑ When to appeal can be confusing -- preliminary/final 0 i Coaching for staff so they don't appear to be working for developer. Neighborhoods not well organized, experienced. Need additional time. Cannot send back to P & Z is evidence is "insufficient". Cannot say it is false or misleading. Still may need more information. Be nice to remand for more work -- more information. Can we use mediators with neighborhoods? Mediation/compromise can stray from criteria we are bound by. Subjectivity of criteria leads to appeals. ❑ Mediation: applicant -- opponents staff -- mediator figure out how far apart they are. "Lay it out in front of the judges." ❑ Give neighborhoods too much authority ❑ Timing used to delay and wear people down. Use shorter time. ❑ Be very careful with mediation. Parties do not have authority to decide. Community not represented in mediation. ❑ Both parties should agree to mediate, agree to solution, or mediation off the table. ❑ Should "clock -in -- clock -out" plans between staff & private developer ❑ Make appeal rights known in printed form, not verbally. Sounds like inviting an appeal. ❑ Tell audience "what was decided here tonight" to make decision of appeal more clear. ❑ People need time to process, reflect and then decide whether to appeal. ❑ Lots of conditions means red flag to problems - subjective decision. ❑ P & Z is mediator ❑ Increase in workload. Value is going through. Complex. There will be slip-ups. ❑ Discover where system needs improvements. ❑ Councilmember should state reason for making an appeal. If not, has impact on P&Z and credibility of Board in the eyes of citizens. City Attorney Roy summarized: ✓ Clarify process - explain in brochure ✓ Clarify preliminary versus final ✓ City Council state reason for appeal ✓ No De -Novo hearing ✓ Consider lengthening time frame for filing an appeal. (Other cities are the same - 10 days) ✓ More flexibility in terms of "new evidence" ruling ✓ Council's ability to remand. ✓ Neighborhood mediation -- look at possibility ✓ Is there a middle ground between de novo hearing and appeal. ✓ New evidence rule - let you know what we know to make a decision. There was discussion if another meeting of this type is needed or should the Council proceed with a Work Session. It was agreed to have a Work Session and to invite the Planning & Zoning Board members for at least part of the Work Session. The meeting adjourned at 5:45 p.m. Fort Collins City Plan Draft Scope of Work Introduction The scope of services outlined below is the proposed approach to the Comprehensive Plan update. There are a number of considerations which will have an impact upon the manner in which we approach this project. For purposes of simplicity we have described our scope as consisting of a number of discreet tasks. In reality, many of the tasks, and the process by which the tasks will be undertaken, are inter -linked and overlapping. The following are considerations which should be kept in mind when reviewing the scope of work. Integrated Process - Our emphasis will be on integrating the various parts of the process towards a cohesive, rational whole. This will require very close coordination between all consultant team members, as well as City staff. Our efforts will be focussed on integrating plan elements that are already in place(such as the Natural Resources Plan), elements already underway (such as the Congestion Management Plan), as well as consideration of other parts of the plan that may be added or amended in the future. Action and Implementation Oriented - Certain aspects of our approach will follow fairly conventional planning methods and processes. Unlike a traditional plan approach, however, we do not anticipate that these tasks will occur in a linear sequence during the course of the planning process. Rather, we anticipate that the preparation of "City Plan" will occur on a more dynamic, interactive schedule, with certain aspects of the planning process leading to interim products or implementation steps during the course of the plan's preparation. We expect that the process and schedule will be dynamic and continue to evolve during the course of the project. Key members of our implementation team will actively participate in the analysis of issues and the development of policies throughout the process, thus we will be able to quickly respond to opportunities to bring portions of the plan into reality during the process on an as - needed basis. GIS Integration - Based upon our discussions with City staff, we understand that the City's GIS program is in its early stages as a pilot program. Certain of the datasets now under development, such as the land use coverage and census data, will be useful during the data gathering and analysis phase of our work. The configuration, coverage, and access to various City departments is still very much in discussion and development, and our understanding is that it is likely to be another 6-12 months until some of the coverage and additional datasets are complete. Our approach will be to work closely with the GIS Program Supervisor and the Lead Management Team to insure that any products that we produce during the course of the planning effort are in a compatible digital format, and can be readily incorporated into the GIS program. Depending upon the status and further development of the City's GIS program over the next 12 months, it may be appropriate to discuss development of an automated "City Plan" product at some point in the future. Staff Resources - The City is proposing to commit significant staff resources (4-5 FTEs) to this effort. We view this as an exceptional opportunity to harness a significant amount of knowledge, talent, and energy, and will allow a great deal more work to be accomplished within the schedule and budget requirements than if the project were to be conducted in a more typical client -consultant basis. This approach will require a considerable amount of planning and Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 1 coordination, which we are proposing to initiate during the first task of the project. Ben Herman and Joe Frank, serving as co -project managers, will need to continue this coordination on an on- going basis. Communications and Public Involvement Process: Infomung and involving community members will take place constantly and consistently throughout the course of the project. The goals of the communications and public involvement strategy will be: • Directly involve as many individuals as possible in the project. The hands-on participation of affected interests yields greater understanding of the project, and is essential for creating the "vision" and the foundation for consensus. The numerous workshops identified on the scope of work are the primary opportunities for direct citizen involvement. • Build consensus and commitment on key issues. This work must begin very early in the process, and be consistent throughout. The workshops and the Steering Committee program are the main avenues for building consensus, but work with interest groups and mediation of polarized issues will also be necessary. The public involvement process must be flexible enough to address these special circumstances as they arise. • Create a flow of information that is consistent and easily accessed. Information from the City to the community must be frequent, engaging, and credible. There must also be more than ample opportunity for input from citizens to the city. An effective public information strategy will be devised during task 1 - the critical factors shaping the strategy are the participation and availability of staff and resources. The bottom line for public involvement in complex projects is to tailor the strategy to address unique needs and circumstances. We've identified the major components of our general approach in the scope of work, but greater specificity can be added once the project start-up discussions with city staff commence. Plan Products - We would suggest that a range of parameters need to be addressed. First, all elements of the Comprehensive Plan must be consistent in style, and must be in a flexible format to allow for staggered completion of elements, future amendments and additions. Second, certain products must be developed that are visually -oriented and readily understood by members of the community. We are suggesting that two primary "families" of products be developed. The Plan Elements in a report format would be prepared for insertion in a loose-leaf binder. A format will be established early -on in the planning process, and each element will follow this format. This would allow for staged preparation of the elements, and would ultimately result in a "City Plan" that is accessible, coordinated, and physically integrated.The second "family" of products would be a Comprehensive Plan summary, prepared in a highly graphic format suitable for wide distribution. The ultimate format of the products of this effort are an important consideration, and will need to be discussed in detail during the initial stages in the planning process. Scope of Work We have organized our scope into nine primary tasks; Project Startup, Inventory and Analysis, Visual Preference Survey (optional task), Community Vision and Goals, City Structure Plan, Community Elements, Capital Improvements Element, Comprehensive Plan, and Implementation Assistance. Each of these tasks is described briefly below. Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 2 Task 1 Project Start-up Primary Objective: Finalize workplan and approach; start-up meetings with interdepartmental lead team and core team members; initiate Steering Committee and public information campaign. Discussion: As the initial step in the planning process, the project team will work closely with City staff to develop a detailed workplan and schedule, and a program for public process and communication. This detailed work program will serve as the basis for defining in more detail the steps needed to be taken in preparing the Comprehensive Plan and implementing regulations, determining priority actions and coordination and scheduling of requirements. The workplan will be completed after initial meetings with the City staff core team to review the scope, and discuss coordination with on -going planning efforts. City staff will be responsible for organizing the Steering Committee to provide input and guidance throughout the planning process. Subtasks: 1.1 Project Initiation An initial series of meetings will be held with City staff to identify concerns and issues, gather initial information, discuss the public outreach process, overall project schedule, project expectations, and other items as necessary to initiate the planning process. Time will also be spent with the core group in developing a project mandate for City Plan. 1.2 Detailed Workplan Based upon the initial discussions, review and analysis of existing information, and clarification of budget and schedule requirements, a detailed work plan and schedule will be developed. 1.3 Public Process Strategy and Initiation The consulting team will develop a public involvement and communications program to run for the duration of the project. As an initial step in the process, a Steering Committee will be organized to provide input and guidance throughout the planning process. The consulting team will assist in formulating the composition of the Committee in terms of discipline areas or geographic representation. Staff will be responsible for recruiting and selecting Committee members. An initial organizational meeting of the Committee will be held, to define the Committee's role and scope of involvement in the plan. Task Products: Project mandate, detailed workplan, detailed public information strategy, and Steering Committee formation. Key Personnel: Ben Herman, Kari Henderson, Jana Knezovich Task 2 Inventory and Analysis Primary Objective: Prepare inventory and analysis of information that will influence the planning process. Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 3 Discussion: In addition to reviewing all plans and policies that are currently in place, the team will prepare an inventory of written and graphic information, a market profile, and a review of the City's current regulatory framework. The composite planning influences analysis will provide a summary of influencing factors as well as trends that will serve as the basis for informing the planning process. Subtasks: 2.1 Existing Plan / Policy Review This task will involve a review of all existing planning and policy documents with the intent of identifying key issues, potential conflicts and inconsistencies, potential opportunities and/or new approaches to be incorporated into the planning process. In order to streamline this effort, staff are preparing a summary review of each of the several dozen documents which will need to be considered. A detailed memorandum will be prepared which summarizes the findings of this analysis. 2.2 Inventory Mapping and Data Gathering A series of inventory maps will be prepared in digital format, based upon the City's GIS base map. Map layers which will be prepared include: • Parks, open space, natural areas • Community and civic facilities, schools • Activity Centers • Transportation corridors • Regional considerations In addition to information inventoried in mapped format, relevant statistical information will be collected, such as community demographics, travel pattern and traffic volume information, housing stock information, and other similar forms of information useful to the planning process. 2.3 Market Profile and Analysis Clarion Associates will take the lead in analyzing current and future economic market demand and projecting future growth potential for each segment of the economy. This information will be critical in identifying and quantifying future land use requirements. As a first step, existing market studies and regional economic growth projections will be used to identify potential growth sectors in light of national development trends. This analysis will be augmented by interviews with local and regional agency officials, developers, and real estate experts. The area's strengths and weaknesses will be analyzed within a regional context that might put it at a comparative advantage or disadvantage over potential competitors (e.g., tax rates, regulatory climate, land prices, etc.). Finally, the likely physical needs and impacts of potential growth sectors will be examined, in addition to projecting total potential acreage requirements by business and residential sector. Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 4 • 2.4 Existing Regulatory Framework Review The City s existing regulatory framework will be reviewed to gain an understanding of existing legal and regulatory parameters. Key team members will meet with the City Attorney to coordinate and review findings. 2.5 Composite Planning Influences Analysis The team will prepare a composite influences analysis in written and graphic form, summarizing the various local and regional considerations and issues that will influence the preparation of the Plan elements. Special emphasis will be placed on local, regional, and national trends that may influence the future form and pattern of the plan for the City. 2.6 Steering Committee Review The team will coordinate a meeting with the Steering Committee to review the inventory information and analysis. It is envisioned that this meeting will take the form of a workshop to discuss and record observations. 2.7 Council / P&Z Review Meet with City Council and the Planning and Zoning Board to review the inventory, and discuss the findings and trends that will influence the planning process. Task Products: Existing Plan and Policies Review memorandum; Inventory maps; Market Analysis Report; Regulatory Review memorandum; and composite Planning Influences Analysis (written and graphic). Key Personnel: Ben Herman, Greg Potter, Bill Merrill, Chris Duerksen, Kari Henderson. Task 3 Visual Preference Survey (optional task - see separate proposal by A. Nelessen Associates) Subtasks: 3.1 VPS Fieldwork / Preparation • Start-up meeting with Steering Committee / other focus group meetings • Photo -documentation / fieldwork 3.2 Workshop #1- Mini-VPS / Model Workshop • One -day training workshop for staff, Steering Committee, others (up to 100) 3.3 Prepare and Administer VPS • Assemble initial survey images and questionnaire Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 5 • Present VPS and Questionnaire to Steering Committee • Preparation of Photo -simulations, Final VPS and Questionnaire • Conduct VPS in slide, cable access television, and video format (ANA to train staff to administer) 3.4 Process and Analyze Survey Forms and Questionnaires • Process and analyze VPS results • Process and analyze questionnaire results 3.5 VPS Focus Forum • Present findings of VPS / survey in public forum 3.6 Workshop #2 - Vision Implementation Workshop • Conduct workshop to explore the implications of VPS results in an interactive workshop format, and formulate a clear inventory of issues, concerns, goals, and objectives to be taken into consideration during the development of City Plan. (Note - this workshop could be combined with Workshop #3, subtask 4.1, based upon timing and further discussion) 3.7 Prepare Visual Preference Survey Report • Prepare report documenting the findings of the Visual Preference Survey process Task 4 Community Vision and Goals Primary Objective: Establish a overall vision and broad community goals to establish the direction for City Plan. Discussion: The establishment of an overall vision and broad planning goals are essential to the preparation of the Comprehensive Plan update. They will provide direction during the preparation of the various plan elements, and will determine the course of action to be taken in the future. It is also anticipated that the goals will serve as benchmark criteria against which future planning decisions can be evaluated. An important step to be taken during this task will be the identification of issues by City residents to be addressed during the planning process. A discussion of core issues relevant to the plan, such as plan horizon, density, potential growth models, and other significant "plan -shapers" will also begin during this task. Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 6 Subtasks: 4.1 Workshop #3 - Community Goals, Issues, and Suggestions At the workshop, we will present a slide lecture that illustrates basic principles for creating walkable, mixed -use neighborhoods and communities. Participants will also be asked to discuss their goals for the community and issues that should be incorporated into the plan. The workshop discussions should focus on qualitative aspects of future development, such as the role of the area in the context of the broader region, the appropriate mix of uses (residential, retail, office, and civic) in various neighborhoods and activity centers, the character of the community, pedestrian and open space amenities, and neighborhood design. Comments will be recorded on "butcher paper' for later use in the process. As part of the workshop exercise, participants will define perceived neighborhood boundaries and review them with the larger group. 4.2 Community Goals Based upon input received from review of existing policies, City Dialogue, the Issues workshop, and the visual preference survey findings, prepare a draft set of broad community goals and principles for review and discussion with City staff. The draft goals are expected to address such issues as: - The relationship between land use and transportation; - Parks, open space, and greenways; - Neighborhood forms and patterns; - Housing diversity; - Community and neighborhood edges; - Land use locational considerations; - Natural areas / built environment interface; - Neighborhoods and Activity Centers. 4.3 Implementation Team Input and Review Review Goals and Principles with project Implementation Team members and incorporate comments. Identify and consider potential near -term implementation actions. 4.4 Steering Committee Review Meet with Steering Committee to obtain input on Goals and Principles. 4.5 Council / P&Z Review Meet with City Council and the Planning and Zoning Board in a workshop format to review the proposed Community Goals and Principles. 4.6 Refine and Adopt Community Goals and Principles Refine and finalize the goals and principles based upon input received from the Steering Committee, Council, and P&Z. Present Goals and Principles element to Council for adoption. Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 7 Task Products: Community Goals and Principles element. Key Personnel: Ben Herman, Kari Henderson, Peter Calthorpe, Shelley Poticha, Bill Merrill Task 5 City Structure Plan Primary Objective: Prepare a City Structure Diagram and components. Discussion: The Structure Plan will reflect a strategy that integrates land uses and linkages in a way that permits the creation of meaningful neighborhoods and activity centers. It will build upon work to date during the Inventory and Analysis task and Community Goals and Principles element. The Structure Plan will include a City Structure Diagram, as well as supporting text and illustrations to clearly describe a planning framework for the City. The Structure Diagram will be diagrammatic in character, while providing sufficient detail to identify areas that might need special policies. Subtasks: 5.1 Draft City Structure Diagram Alternatives Prepare several alternative Draft City Structure maps and supporting components. The Structure Maps will identify the location of neighborhoods, activity centers, community facilities, open space corridors, and transportation links. 5.2 Evaluate Structure Plan Alternatives Draft Structure Plan Diagrams will be evaluated to determine possible impacts / potential effects and measures of success. Staff will model the alternatives using a process similar to that developed for the Congestion Management Plan, using land use information provided by the consulting team. 5.3 Steering Committee Review Meet with Steering Committee to review Draft Structure Plans and plan evaluation. 5.4 Workshop #4 - Critique Draft Structure Plans At the fourth workshop, teams of citizens will work together to critique the Draft City Structure Maps and supporting materials. This session will begin with a presentation of the purpose of the workshop, and a presentation of the Draft City Structure Diagram alternatives. Participants would then be grouped into teams of 6-12 persons representing a cross-section of local interests. Each team will be asked to collaboratively discuss, critique, and modify the Draft City Structure Diagrams. Following this working session, each team will present their recommendations to the entire group. This feedback will become the basis for further refinement of these draft materials. 5.5 Prepare Draft City Structure Plan Prepare Draft City Structure Plan, incorporating comments received from the community workshop and Steering Committee workgroups. Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 8 5.6 Steering Committee Workgroups The Steering Committee will be organized into workgroups by geographic area, and will conduct meetings at the sub -district or neighborhood level to define/discuss issues associated with the Draft Structure Plan. The project team will provide support to the Steering Committee workgroups as needed. 5.7 Implementation Review Provide input and overview by Project Implementation Team of potential implementation considerations for Draft Structure Plan. Identify and consider potential near -term implementation actions. 5.8 Travelling Storefront Set up public exhibition displays in 3 or 4 locations over several weeks to show the Draft Structure Plan, provide an opportunity for informal comments, and provide general public information about the project. Possible locations include the public library, EPIC, Senior Center, and the Foothills Fashion Mall. Staff will attend the public exhibitions and record comments. 5.9 Council / P&Z Review Meet with City Council and the Planning and Zoning Board in a workshop format to review the proposed Draft Structure Plan. 5.10 Refine and Adopt City Structure Plan Refine and finalize the Structure Plan based upon input received from the Steering Committee, Council, and P&Z. Present Plan element to Council for adoption. Task Products: Draft City Structure Plan. Key Personnel: Ben Herman, Shelley Poticha, Peter Calthorpe, Craig Richardson, Kari Henderson. Task 6 Community Principles and Policies Element Primary Objective: Prepare principles, policies, and guidelines to incorporate the location, mix, and intensity of uses, orientation and scale of streets, access to transit, and other important principles of the Structure Plan. Discussion: The purpose of this task is to provide direction and policies for the fundamental building blocks of the city. The desired community qualities explored in the community workshops and Structure Plan Diagram will be captured in the location, mix, and intensity of uses, orientation and scale of streets, nature of pedestrian amenities, access and orientation to transit, provision of public facilities and parks, and environmental strategies. Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 9 Subtasks: 6.1 Draft Community Principles and Policies Prepare a draft set of community principles and policies, in narrative and illustrative form, addressing the following community elements: • Neighborhoods • Special Districts (Commercial, Industrial, Activity Centers) • Corridors (Circulation, open space, rivers and streams) • Edges (Urban boundaries, Natural areas, mountain backdrops) • Parks and Open Space In addition, the project team will integrate existing element plans, including: • Natural Areas Plan • Corridor Plans (Harmony, Prospect, North College, etc.) • Neighborhood Plans • Downtown Plan • Other plans as appropriate 6.3 Implementation Recommendations Project team members will provide ongoing input and review of regulatory and implementation considerations during task 6. A summary memorandum outlining the measures necessary to implement the proposed principles and policies element will be prepared. 6.4 Steering Committee Review and Workgroups Meet with Steering Committee to review principles and policies. The Steering Committee will be organized into workgroups, to discuss and provide input on particular aspects of the principles and policies. 6.5 Workshop #5 - Community Principles and Policies. A community workshop will be conducted to provide for review and input to the community principles and policies. Participants will be given an opportunity to review and critique the Structure Plan Diagram and the principles and policies. 6.6 Council / P&Z Review Meet with City Council and the Planning and Zoning Board to review the proposed Principles and Policies Element. 6.7 Refine and Adopt Principles and Policies Element Refine and finalize the Principles and Policies element based upon input received from the Steering Committee, Council, and P&Z. Present Plan element to Council for adoption. Task Products: Community Elements principles, policies and guidelines Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 10 • Key Personnel: Ben Herman, Shelley Poticha, Kari Henderson, Peter Calthorpe, Craig Richardson. Task 7 Capital Improvements Element (CIP) Primary Objective: Assist in the preparation of a Capital Facilities Plan Element of the Comprehensive Plan. Discussion: Even though it is understood that the breadth and nature of the CIP will be developed further after consultations with the City's Cost of Development Study Team once the planning process has commenced, a general work program has been outlined here. It is assumed that the CIP will include road, potable water, wastewater, and park facilities. The CIP should provide the framework for identifying the specific capital facility improvements for these facilities that are necessary to address the desired form and pattern of the City's neighborhoods and other areas. Subtasks: Task 7.1 Data Review And Analysis Subtask 7.1 shall consist of the Consultant's review of all relevant information compiled by City staff of materials and planning studies relevant to the City's provision of road, potable water, wastewater and park facilities. After the review of these materials and studies, the Consultant will identify any data deficiencies that are necessary to be provided to complete the work program effort. Task 7.2 Determination Of Level Of Service (Los) Standards For Public Facilities Task 7.2 shall consist of the Consultant and City staff reaching a written consensus on the level of service standard (LOS) for each public facility to be included in the CIP (roads, potable water, wastewater, and park facilities). If LOS standards have not been established by the City for these facilities, the Consultant shall provide City Staff through a Memorandum, alternative LOS standards for consideration. City staff shall be responsible for meeting with City officials for the purpose of reaching a consensus on the LOS standards. Once a consensus is reached, Consultant and the City shall enter into a Memorandum of Understanding on LOS. It will represent the LOS standards that will be used in the design of the CIP. Task 7.3 Establishment Of Development Scenario Task 7.3 shall consist of the Consultant and City staff reaching a consensus on the development scenario that will be used for determining the general demand for new capital facilities. The same development scenario should be used for evaluation of the demand on all the public facilities evaluated, as well as any land use analysis. The development scenario will identify growth for five (5), ten (10), and twenty (20) years. The development scenario to be used shall be established by City staff and reviewed and commented on by the Consultant. It shall be Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 11 consistent and in accord with the Land Use Policies and vision established in the planning effort. Upon reaching a consensus on the development scenario, the Consultant and City shall agree to a Memorandum of Understanding on the Development Scenario. It shall be the development scenario used to prepare the CIP. Task 7.4 Preparation Of Draft CIP After completion of both Tasks 7.2 and 7.3, the CIP will be prepared. It shall consist of an evaluation of existing conditions, a projection of future demand, a Capital Improvement Plan and Implementation Section for each public facility (roads, potable water, wastewater, and parks). To the extent components of the CIP for each public facility have been completed by City staff, they shall be folded into the general CIP. The existing conditions analysis will evaluate the existing conditions of the public facilities based upon the LOS established in the Memorandum of Understanding on LOS for each public facility. If any deficiencies exist, they will be identified. It shall also evaluate life cycle and operations/maintenance costs so that full long-term consequences of the CIP can be evaluated. The projection of future demand will involve an analysis on the demand that new growth and development will place on the public facilities over a five (5) year, and twenty (20) year planning horizon. New growth and development will be based upon the Memorandum of Understanding on the Development Scenario. The CIP will involve the preparation of a plan identifying the needed capital improvements for each public facility (roads, potable water, wastewater, and parks) over five (5) years and twenty (20) years. it will address life cycle and operation and maintenance costs. The program established will be the most practical and cost efficient. The Implementation Section shall involve the preparation of proposed mechanisms to fund the capital improvements identified in the:CIP to accommodate new growth and development. Upon completion of a draft CIP, it shall be forwarded to City staff for review and comment. The Consultant shall then meet with City staff to discuss any revisions. Consultant shall then make any mutually agreed upon revisions to the draft CIP. Task 7.5 Implementation To the extent necessary and desirable, the Consultant will be available to assist the City in the implementation of the CIP through revision of existing funding mechanisms like impact fees, or development of new implementation mechanisms like adequate public facility regulations. Key Personnel: Jim Duncan, Craig Richardson, Bill Merrill Task Products: Draft and Final Capital Facilities Element Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 12 Task 8 Comprehensive Plan Primary Objective: Integrate Community Vision and Goals, City Structure Plan, and Community Policies and Principles, into an overall Comprehensive Plan. Discussion: A final step in the Comprehensive Plan update process is to compile the plan elements into a coordinated "City Plan". A summary plan will be produced, suitable for widespread distribution. Subtasks: 8.1 Prepare Final Comprehensive Plan Integrate Elements into Comprehensive Plan, including the following elements: • Planning Influences and Trends • Plan Vision and Goals • City Structure Map • Community Policies and Principles 8.2 Community Open House and Meeting Conduct Community Open House and public forum to get general public comment and buy -off on the final plan. 8.3 Comprehensive Plan Summary Prepare Comprehensive Plan summary in poster or brochure format, suitable for printing and distribution to general public. Key Personnel: Ben Herman, Shelley Poticha, support staff. Task Products: Comprehensive Plan (loose-leaf format), Comprehensive Plan summary Task 9 Implementation Assistance Primary Objective: Provide assistance to the City on various aspects of implementing the plan. Discussion: Implementation support and assistance will be required once the various plan elements have been adopted. It is likely that amendments to the LDGS will be required, and additional approaches to development codes and policies may be necessary to support the plan. Some of this support may occur during Tasks 3, 4, and 5 of the planning process, other support may occur following adoption of the final plan document. ■X Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 13 Subtasks: 7.1 Reevaluation of Existing Development Codes and Policies Icard Merrill with support from Clarion Associates will review the LDGS and suggest adjustments so that it is in accord with the comprehensive plan. Our suggested approach will be to produce a "diagnosis" report that identifies areas that may need to be changed in the LDGS and discusses options for the city to consider. In the course of preparing this report, the team will conduct meetings with staff (including the city attorney), to get their sense of the strengths and weakness of the system. After options are considered by staff, the team will proceed to make specific recommendations for changes. While revisions to the LDGS will be essential, a workable implementation package will necessarily be more extensive. Annexation policies, intergovernmental agreements/urban growth boundaries, other development codes/policies, as well as supplements to regulation such as acquisition programs must also be considered. Clarion Associates will take the lead in examining Fort Collins' existing practices and policies in these areas and in making recommendations for changes necessary to have a "complete" implementation program. 7.2 Implementing Ordinances After making recommendations for changes in the LDGS and other land use ordinances and policies, the project team will be available to assist the city in drafting changes or developing new ordinances or regulations as appropriate. Our suggested approach would include drafting annotated outlines of proposed changes or new regulations that would summarize on a section - by -section basis proposed new standards and regulations. The annotation would explain the rationale for the change or suggested new provisions. A workshop would then be held to discuss the annotated outline with staff who would sign off before ordinance drafting began. The team would also work closely with the City Attorney's office in this effort as appropriate. The type of regulations that could be considered include concurrency regulations, revisions to the City's impact fee regulations, or other implementing regulations as needed. Key Personnel: Craig Richardson, Bill Merrill, Chris Duerksen, Jim Duncan Task Products: Varies, depending upon need. Balloffet and Associates, Inc. May 25, 1995 City of Fort Collins Comprehensive Plan Update Page 14 • Fort Collins City Plan • Proposed Schedule 1 Project Start-up 2 Inventory and Analysis Plan/Policy Review Inventory mapping Market Profile/Analysis Regulatory Review Composite Influences 3 Visual Preference Survey 4 Community Vision And Gc Goals and principles Implementation Review Review/Adoption 5 Draft Structure Plan Structure Map Alternatives Evaluate Alternatives Steering Committee Workgroup Draft Structure Plan Implementation Review Review/Adoption 6 Community Principles and Draft Principles and Policies Integrate Existing Plans Implementation Reccommendad Steering Committee Workgroup: Review/Adoption 7 CIP Element Data Review / Analysis LOS standards Development Scenarios Draft CIP 8 Comprehensive Plan Finhl Comp Plan Comp Plan Summary 9 Implementation Assistance Workshops Steering Committee meetin Core Team Meetings Council / P&Z review meet 96 96 Balloffet and Associates May 24, 1995 O El P O �•n W O1 a CD cn 3 JR!a (0D (N n N O (D y a L7 O N d a f G R N Cl CD CD %/ CC y ffCn P1 G N s� ro m�y !yD N N a �• P .CD wCD Cio o cl a• H CD' y �l w .. '0 O � 0\ o a `� ro � C s Vyo1' � f+ H co ro A G p W 'b fMD N C N 0 ,Z! C]• �• �- ^ vn G 5 CD iF CD � M C .n• � IF y QHJ 41 fn y A � 69 69 � 69 8N gO 8O SO 8N O8� 0g0 N 8 N 8 8W p p O O O O O O O O O O N f�q.q �'j 8O O 8W O 8w O O 8O O 8v O 8 pA O O O O8NO fy.O�S r8 aQ� 08�. f/O9 Pp 8N 8W 8O 8J pA O O O O O O O O O O O O H A N P EA !A 5n 69 69 ('� V Apo t8o 5spq Q� 8 O O O O pA O 8O O O O O 8O O O ❑ vNi v8Ni in'' � ti 61 69 J J A tN W �p1 t4 J W tpo pp W W a 8 N O W N ry y �N C J 00 O �1 N to A R 5� Ln 00 W R K7 0 0 8 0 8 8 o o o o n R 11AY. -2t' 951SUN) 11:50 A. NELEEN ASSOC TEL:609-497-0105 P. 006 VISUAL PREFERENCE SURVEY - SCOPE OF SERVICES• SCOPE OF SERVICES TASK 1. Analysis of existin data, maps, plans In order to familiarize ourselves wi h the city and its planning history --the Biography of the Past--ANA would review all available information about the city that staff considers relevant priorto our initial visit. At a minimum this should include the existing comprehensive plan, zoning, special area plans, census data, engineering standards for road sections, parks plans, etc. I expect that this would be through discussion or memos from Balloffet & Associates. TASK 2. Kick-off Meetin Staff from A. Nelessen Associ&tes would travel to Fort Collins to meet with city planning staff, mayor and members of council, and representatives of neighborhood groups, builders developers, etc. to discuss the scope of the project. ANA would present some background material and past experiences using VPS, and the scope and timing of the process uniquely crafted for Fort Collins. We must define the locally -perceived conditions, threats and opportunities before we begin the photo- graphic fieldwork and image research. We will use a wide variety of information gathering techniques and a range of forums for discussion of problems and potentials. It is recognized that an understand- ing of the issues is best achieved through a combination of large and small group meeting and focus groups. To most efficiently achieve this understanding we suggest forming a Vision Advisory Committee (VAC). The VAC should include people from various community organizations to act as a sounding board and an overseer for the entire process. This group should remain in tact beyond completion of the process; they must ensure that the vision is appropriately incorporated into and implemented through the plans. The Vision Advisory Committee will be partially responsible for recruiting the local residents and property owners to participate in the survey. Our approach is to involve the largest possible number of participants in the planning and image evaluation process and to focus on issues generated by the early focus groups. Through the crafting of the actual VPS, every participant has a stake in generating opinions for the future visual and spatial form of the city. TASK 3. Fieldwork We will photograph the study area --on the ground and from the air --to capture the diversity of condi- tions. Major and minor streets and roads will be driven and walked. Prototypical land use conditions and development forms will be photographed in 35mm slide format using a standard vision lens. All images will be photographed from the public viewshed. Image collection will focus on the issues and categories discussed in Task 2. TASK 4. Hands -On Model Design Workshop During our initial visit we would conduct a training workshop for approximately 100 people, atten- dance would be determined by the Planning Staff. The workshop would begin with a modified VPS--80 images. After a discussion of the results, participants would explore the implications of three- and four- dimensional design. Participants might elect to work on such problems as retrofitting a strip mall, the design of a new neighborhood, or rehabilitating a neighborhood to be more transit -friendly. The results of the workshop will benefit both the client and consultant. Participants will gain a greater understanding of the implications of land use and planning decisions. And the workshop will help us to fine tune the public VPS specifically to the needs of the community. TASK S. Assist in the Creation of the Media Plan for Maximum Community Involvement The VPS provides an opportunity for unlimited public participation. The larger the number of partici- pants the better the results. One of the objectives of vision planning is to involve as many people in the planning process as possible, thereby giving them a stake in defining the vision, and, ultimately, in 2 MAY. -21` 95 (SUN) 11:51 A. NELESSEN -4SSOC TEL:6O9-497 9105 P. 007 defining the plan. The consultants act as facilitators of the vision, not as the "vision makers." However, the level of public participation is directly related to the project sponsor's public outreach effort. Maxi- mum public participation can be achieved through a public outreach process that relies upon both an aggressive media plan and an active "word of mouth" campaign. Elements of this media plan should include: contacting newspapers, television stations, cable networks, community organizations; pre- paring outreach announcements; preparing draft speeches or fact sheets for those being interviewed by the media; preparation of handouts or posters, etc. The costs of the media plan are not covered in this proposal, although ANA staff time has been allocated to assist and provide direction as well as to share our experiences from previous media campaigns. TASK 6. Assemble the Initial Survey Images and Questionnaire 240 slide images will be selected to compose the Initial Visual Preference Survey. Approximately half of the survey will include local Images, the remainder will be constructed from images illustrating alternative land use configurations, streetscapes, openspaces, transportation facilities and buildings from our extensive slide library which might be applicable in Fort Collins. Remember the VPS will tell us if participants think that an image is appropriate for the city. The slides will be supplemented with a written questionnaire containing a maximum of 100 questions. Demographic questions will give us a participant profile. Further specific questions can be asked about shopping patterns, traffic and commuting patterns, perceptions of crime, ratings of public facili- ties, etc. The final sheet may be a tear -off In order to contains space for write-in responses; these comments would be compiled into a book of comments. We suggest that one of the questions concern when it would be most convenient for people to return for a final presentation of the results; this ensures their understanding of the importance of their participation. TASK 7. Present the Initial VPS and Questionnaire to the Vision Advisory Committee ANA staff will return to Fort Collins to present and facilitate the meeting with the Vision Advisory Committee and City Council. This step is completed in a two to three hour session. The Vision Advi- sory Committee, City Council and any additional invited guests that the city feels to be appropriate, will take the survey and complete the questionnaire. After they have completed the survey we will ask for comments on the various images and the questionnaire to Insure that all the issues have been cov- ered, and that the various images are expansive enough to cover the range of solutions. What is critical about this step of the process is that ANA will get initial negative and/or positive responses to a series of test images before we complete the final image selection for the larger public surveys. TASK 8. Photosimulation and Preparation of Final VPS and Questionnaire ANA staff will return to Princeton to finalize the image set and questionnaire. We will create some totally new and unique images for the Fort Collins VPS. The numerical results of the focus group will guide cur selection of up to 10 images which received negative ratings. With these images as abase, we will create new images by incorporating the physical characteristics from one or more of the posi- tive images. This will be done on our computers which can scan slide images and, then, add or subtract desirable or undesirable components. For example, we can see what a street would look like with additional trees, different streetlights, sidewalks, or a change in the building's location, style or a decrease in width. The "before" and "after' Images will be then used in the final public VPS. This process allows us to efficiently test the validity and acceptability of alternative land use patterns, transportations options, and design scenarios. ANA will tray and duplicate the images for the public presentations 3 MAY. ,'_'' 95(SUN) 11:52 A. NELE4N ASSOC TEL:609 7-0105 P. 008 TASK 9. Conduct Vision Sessions Everyone can, and should, participate in the survey. We want to include a broad range of residents, literally everyone from seniors in high school to senior citizens; no one should be precluded from participating. The survey should be administered in three formats —slide presentations at public meet- ings, on cable or broadcast television and on video tape. ANA staff will conduct training sessions for city staff and other interested parties on how to properly conduct the survey, including demonstrations of the equipment, room lighting and directions to complete and collect the survey forms. TASK 9a. Public Meetings The public meetings should be conducted at key locations within in the city so as to maximize the opportunity for involvement. The survey can be completed in approximately 45 minutes. Images are projected from 35mm slides. Participant rate the slides on a grading scale from +10 (posi- tive) to -10 (negative). They are instructed to rate images that they find desirable and appropriate for the study area with a positive score, and those that are inappropriate or undesirable with a negative score. The more appropriate an image appears, the higher the score, and vice versa. Participants are provided with A. Nelessen Associates copyrighted, customized multiple choice survey sheets on which to record their responses to the slides images and to the questionnaire, a copy of the questionnaire, and a sheet of instructions. ANA will provide the response sheets and a master copy of the question- naire; the city will be responsible for reproducing the questionnaire, securing the rooms for the sur- veys, providing a screen, slide projector and the pencils necessary to complete the survey and arrang- ing the television production. TASK 91b. Production of Televised VPS To capture the largest resident participation, we employ television, typically the local cable network, to broadcast the VPS. In one city over 70% of the participants used television to complete the VPS. We have achieved outstanding participation using this media. because many people cannot find the time to come out to a public meeting, but will participate via television. This program is rerun several times to allow many people to tune in at a convenient time. To prepare a broadcast tape requires that the stations be contacted to understand their production capability. ANA will prepare the announcers script; specific attention must be given to the timing and sequencing of the slide images. Circulating the forms and the questionnaire to participants and their subsequent collection must be carefully orchestrated. ANA will offer guidance. A package including an instruction sheet, the VPS slide response forms, the questionnaire and response sheet, and a number two pencil with an eraser must be prepared. These materials are packaged in a large envelope which has been stamped, with a return address, or as an alternative to being sent via mail, they can be returned to several central locations and collected. ANA will advise the city but will not be responsible for packaging or distribution. The Vision Advisory Committee can'be instrumental in assuring the success of this phase. As an additional presentation option, some cities have made copies of the videotape available from the local library along with the forms and questionnaires; the tapes can be checked out for a day or two. They can then be viewed in schools, at club lunches, or at home. TASK 10. Process Survey Fors and Questionnaires, Analyze Results All of the image response and questionnaire forms must be returned to ANA for processing. We will check each form and scan them. For each image evaluated by these people an average rating is computed. The VPS ratings represent the collective opinion of the survey participants and serves as the basis for the evaluation and analysis of the images. Once the average ratings have been tabu- lated, the images are arrayed by score, and analyzed in detail to determine which design elements contribute to both positive and negative ratings. Visual, spatial, and functional characteristics are 0 MAY.-,'" 951SUN) 11:52 A.NELESSEN ASSOC TEL:609-497-0105 P.009 analyzed in general and detail. Each Image Is reviewed and compared with other images in order to ascertain what elements contributed to the positive or negative rating. Since the VPS is concentrating on creating a consensus vision for specific planning and design issues, the image analysis will concentrate on those aspects which are directly relevant thereto: physical form; land use pattern; spatial structure; the circulation and transportation network; density and intensity of development; open space and its relationship to structural form; type and scale of development; architectural form and type; building massing, scale, and location; spatial definition and sense of enclosure; features and components of exterior spaces and pedestrian areas; basic design elements for roads and parking areas; and the essential qualities of the streetscape. The VPS ratings help to focus the planning and design issues, and define the most appropriate, as well as inappropriate, uses and appearances for the city's future. The results of the questionnaire are separately scanned analyzed and compared to the slide results. The copy written form allows each question to be cross tabulated with each image value. The clusters of positive images will clearly indicate the Vision of Fort Collins's future. It will also clearly indicate what types of images, and built forms, must be avoided in the future If the city wishes to maintain a positive image; there are correlations between deviant behavior and places which receive negative VPS ratings. Finally, the combination of the image evaluations and questionnaire responses are reviewed in rela- tionship to the existing comprehensive plan, land use plan and development regulations. Specific questions can then be answered such as, "Are the existing regulations. contributing to the positive or negative image values?" TASK 11. Conduct Focus Forum ANA staff would return to Fort Collins for the public presentation of the results, as well as the studio taping of the presentation for public broadcast. The VPS results are translated into a multi -screen slide (two projector side by side) format for presentation. This presentation must be reviewed first by the Vision Advisory Committee and specific interest groups, e.g. builders, and the Chamber of Com- merce, those constituents of Task 2. The results will be presented at one or more large public presen- tations. This presentation could be televised and taped for maximum exposure. The city will want to reveal its vision to as large a crowd as possible. The public presentation would be considered the kickoff event for the subsequent workshops. TASK 12. Conduct Vision Implementation Workshops The goal of the workshop will be twofold: first, to confirm that the Vision is appropriate and acceptable to the citizens; second to create a Vision -derived goals and objectives for the city. Participants would explore the implications of the results in an interactive workshop format, focusing on development of the appropriate development models for specific issue areas. The Vision Plan methodology will pro- vide the participants with broad guidelines to define the general character based on images and prototypes. It is intended that the Vision workshop carry the Vision Plan one step closer to the concept compre- hensive/development plan and design guidelines stages. Critical recommendations regarding streetscapes, networks, and distribution of uses could be made at this time. The exercise will provide the participants with an opportunity to make a contribution to the Comprehensive Plan, as well as to enhance the visual and environmental understanding of any future design decisions. The conceptual vision developed as a result of this exercise could later be used as a building block to structure the development of the overall concept development plan. The workshop is meant to achieve several objectives. It is an opportunity for a collaborative effort amongst the many and diverse parties with an interest in the process. The intention is to invest the interested community (broadly defined) in the planning and design concepts which will emerge. Fur- 5 MY, -,21' 951SUN 1 11:55 A. NELEJJN ASSOC TEL:609 97-0105 P. 010 thermore, it is meant to achieve consensus on a broad range of issues which are critical for the successful implementation of the comprehensive plan, By providing a preview of the desired vision, it is intended to facilitate both the planners' role and the publics' reaction to the final product. Finally, it is meant to provide a clear inventory of issues and concerns to be taken into consideration during the plan development, as well as a list of goals, objectives, principles, and policies to be pursued and followed. TASK 13. Prepare Vision Plan Document At the conclusion of the Vision Workshop we will produce a Vision Plan document. It will contain a short executive summary as well as the most important and characteristic images. The Vision Plan incorporates a selected number of key negative and positive VPS Images, along with'their scores for each of the issues flagged by the Initial workshops. The selected images are supplemented with descriptive captions that analyze an image based on key visual features and the rating it received. Descriptive diagrams are generated from many of these images. The final document will be delivered in draft form for your review. After it is reviewed and returned to us (one copy which is redlined and summarizes various comments) one copy of the Vision Document will be delivered along with a Syquest Disk(s). We will format this document as per direction from the city. The printing of the final report will be the responsibility of the City. VPS Images and the resulting diagrams derived therefrom can be instrumental in the development of the Goals and Objectives for the Comprehensive Plan and its related policies. Both the positive and negative images can, and should, be used for the various plans that comprise the Comprehensive Plan document. Because Fort Collins has generated these images through a public review process, the images have a strong legal base; they are not arbitrary. This process guarantees that the Compre- hensive Plan responds to the vision that the residents have helped to generate. The VPS process will generate images that visually articulate the goals and objectives of the plan, while the entire Vision Document will provide the city with a positive vision for its future. 0 2. Short Term Outside the Target All significant improvements in service, and some continuation of existing service, are outside the target budget. Needs and desires are summarized below. Please refer back to the CPES Budget Overview for descriptions. Budget Issue Ongoing One -Time Existing Staffing Development Review Planner 55,000 ('95 one-time) Planning Technician 35,000 ('95 one-time) GIS Salaries 29,000 Code Inspector Upgrade 6,000 Natural Resources Secretary Upgrade 10,000 Environmental Planner Upgrade 10,000 City Plan Consulting Contract 225,000 281 Space Needs Unknown Plan Implementation Package: Planner 55,000 5,000 Planning Technician 35,000 5,000 Secretary (0.5 FTE) 15,000 2,500 Environmental Compliance officer 55,000 5,000 Air Quality Planner (0.5 FTE) 25,000 2,500 GID (Oak and Mountain Intersection) 70,000 Historic Program Continuation 80,000 Technology Package: Building Department Document Conversion 20,000 GIS data layers for City Plan 20,000 GIS Equipment Replacement Reserves 35,000 LAN Support (0.5 FTE) 25,000 Policy and Special Projects Department Secretary 35,000 5,000 Council Support Contractual Services ******* 40,000 Contract Building Inspection 10,000 Affordable Housing Trust Fund 500,000 Water Treatment Plant #1 Redevelopment 60,000 Pool Car with replacement reserves 14,000 2 000 3. Long Range Issues First, most of the predictable long-range issues we face in CPES are tied to growth of existing products and services. As the population grows, we'll experience an increase in numbers of permits, inspections, map products, agenda items, and the like.