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HomeMy WebLinkAboutAgenda - 08-21-2007-4vORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 21, 2007 Agenda Item No. ~"'-~~ SUBJECT: Comprehensive Plan Update -Amendments to Update Process DEPARTMENT: Planning & Inspections PUBLIC HEARING: (Y/N) ~~ ATTACHMENT(S): INFORMATION CONTACT: 1) Contractual Scope of Services (for reference) 2) Proposed Amendments Tom Altieri, Comprehensive Planning 3) Update Timetable Supervisor, 245-2579 PURPOSE: To consider amendments to Phase II of the adopted Update Process to incorporate Clarion Associates' contractual Scope of Services. BACKGROUND: At its October 3, 2006 meeting, the Board of Gounty Commissioners (BOCC) approved a process for updating the Comprehensive Plan as well as the various roles of County staff and advisory boards during the update. Furthermore, the BOCC compressed the proposed timetable for completion of the update and offered the use of a consultant, if necessary, to help complete the project. However, the process that was adopted did not address how a consultant might be used to partner with staff and advisory boards to complete the draft Plan. At its June 26, 2007 meeting, the BOCC authorized a contract with Clarion Associates to provide consulting services during Phase II. For reference, Attachment 1 provides the contractual Scope of Services that defines the work that Clarion is to perform. Staff and the Planning Board are proposing amendments (Attachment 2) to Phase II of the adopted Update Process to reflect the role of Clarion Associates as defined by the contractual Scope of Services. The revised process may be used as a reference for the BOCC, advisory boards, staff and the public to track the project and help understand what is to take place. Staff has coordinated with Clarion Associates and Comprehensive Plan Element Managers to prepare the proposed amendments. PLANNING BOARD - At its August 1, 2007 meeting, the Planning Board reviewed the proposed amendments and voted unanimously to authorize staff to recommend the proposed amendments to the BOCC for adoption. In general, during Planning Board discussion of the amendments, the following points were expressed: • Some concern that the schedule is tight but also support for the process and the need to complete the Update in a timely manner; and • Element Lead Advisory Boards need to remain involved in the development of their respective Element(s) to the greatest extent permissible. 2 Attachment 3, "Comprehensive Plan Update Timetable", has been revised only for consistency with proposed process amendments. This Timetable reflects no changes to the targeted outreach, public hearing, and adoption dates that were established by the timetable approved by the BOCC in November 2006. FINANCIAL IMPACT: There is no financial impact associated with this item. RECOMMENDATION(S): The Manager recommends that the Board adopt the proposed amendments to Phase II of the Update Process to incorporate Clarion Associates' contractual Scope of Services. Attachment 1 Contractual Scope of Services Task 1: Reconnaissance/Data Collection Contractor: A. INTERVIEW ELEMENT MANAGERS AND COLLECT DOCUMENTS FOR SYNTHESIZING (Maximum of 7 meetings) • Using the general Table of Contents (attached to Contract) as a general guideline, meet with Element Managers to review and collect pertinent documents for synthesizing. Comprehensive Planning Supervisor will also attend these meetings. • Receive any guidance that Element Managers may have to offer for synthesizing. B. IDENTIFY GAPS AND DEVELOP DETAILED TABLE OF CONTENTS FOR EACH ELEMENT (Maximum of 7 meetings) • Review documents that have been collected and identify any missing components that should be included in the draft Elements. • Meet a second time with respective Element Manager(s) and Project Management Team to develop recommendations on how to fill any identified gaps in data or information, not policy. • Draft detailed Tables of Contents for each individual Element. County Staff: • Collect pertinent documents for synthesizing, meet with Contractor and provide guidance. • With Contractor, develop recommendations to fill data and information gaps. Deliverables: • Detailed Table of Contents for 7 Elements. • Gaps identified and recommendations to fill. Schedule: Upon contract execution, initiated immediately and completed by end of September 2007 Authorized by BOCC on June 26, 2007 Task 2: Advisory Board Meetings Contractor: A. JOINT ADVISORY BOARD MEETING • Participate in Joint Advisory Board meeting (October 2007) to "kick-ofP' the beginning of Phase II activities. (1 meeting) • Coordinate with the Dispute Settlement Center (consultant hired to facilitate some meetings) and Project Management Team to prepare for meeting and collect meeting notes/documentation following the Joint Advisory Board Meeting. (2 meetings) B. ELEMENT LEAD ADVISORY BOARD MEETINGS (Maximum of 7-meetings) • Meet once with each Lead Advisory Board to present a detailed draft Table of Contents for that Board's individual Element. • As a partner with Element Managers, convey gaps and recommendations for filling them. • Prepare a memorandum summarizing the feedback provided by each Advisory Board. • Revise draft Table of Contents for the Comprehensive Plan as directed by Element Managers, taking Advisory Board feedback into consideration. • Convey Advisory Board preference for filling gaps to Project Management Team. C. PLANNING BOARD MEETINGS (Maximum of 3-meetings) • Appear with staff to provide updates to the Board on the progress of the overall project and the Elements in which the Planning Board does not play a lead role. County Staff: • All arrangements and meeting materials for Joint Advisory Board Meeting. • Coordination between Dispute Settlement Center and Contractor. • Coordination of Lead Advisory Board Meetings. Deliverables: • Documented feedback from Advisory Boards • Final draft, detailed, Tables of Contents for 7 Elements. Schedule: Completed in October and November 2007. Authorized by BOCC on June 26, 2007 Task 3: FormattinglAssembling Comprehensive Plan Contractor: SYNTHESIZE DOCUMENTS • Coordinate with Element Managers to collect any material prepared by county staff to fill identified gaps, as directed by the Project Management Team. • Following standardized formatting guidelines (to be developed by Element Managers and approved by the Project Management Team) and the Table of Contents that were completed for each Element, synthesize documents into a draft Comprehensive Plan. • Adopted County Profile Element shall be inserted into the draft. County Staff: • Complete and convey any material required to fill gaps as instructed by the Project Management Team. • Provide formatting guidelines. • Provide, in agreed upon format, Sections I-V of the Comprehensive Plan, as described in Attachment 1. Deliverables: • 120 black-and-white copies of Draft Comprehensive Plan based on detailed Tables of Contents developed for each Element and .general Table of Contents (i.e. Intro., Planning Principles, Admin., and Monitoring) for overall Comprehensive Plan (Attachment 1). An electronic copy shall also be provided on CD. Schedule: Completed by end of February 2008. Authorized by BOCC on June 26, 2007 Task 4: Present Comprehensive Plan and Revise Contractor: PRESENT, WITH ELEMENT MANAGERS, DRAFT COMPREHENSIVE PLAN TO LEAD ADVISORY BOARDS (Maximum of 7 meetings) • Prepare a memorandum summarizing feedback provided by Advisory Boards. • Revise draft Elements as directed by Element Managers, taking Advisory Board feedback into consideration. • Revise any remaining sections of the Comprehensive Plan not contained within an Element, as directed by the Project Management Team, taking Advisory Board feedback into consideration. County Staff: • All required community outreach and notification. • Coordination of Lead Advisory Board Meetings. • Review draft Comprehensive Plan and provide a consolidated list of staff suggestions for revisions. Deliverables: • Memorandum summarizing feedback from Advisory Boards. • One revision of the Comprehensive Plan to reflect Board feedback and staff suggestions. • 40 color copies of Final Draft Comprehensive Plan for Public Hearing. An electronic copy shall also be provided on CD. Schedule: Completed by mid-April 2008 Authorized by BOCC on June 26, 2007 Task 5: Public Meetings Contractor: A. PUBLIC HEARING (1-meeting) • Attend Public Hearing and participate in the presentation. B. PLANNING BOARD MEETING (1-meeting) • Attend Planning Board meeting to receive their recommendation on the Comprehensive Plan. C. BOCC CONSIDERATION (1-meeting) • Attend the BOCC meeting for the consideration of the Comprehensive Plan Update. County Staff: • All required notification and advertisement. • Follow-up, additional revisions to the Comprehensive Plan as directed by the BOCC following the Public Hearing. • Preparation of materials and presentations related to BOCC action on the Comprehensive Plan following the Public Hearing. Deliverables: • PowerPoint Presentation for Public Hearing. Schedule: Task 5A completed May 2008; Task 5B completed June or July 2008; and Task 5C to be completed August 2008 Authorized by BOCC on June 26, 2007 Attachment 2 Comprehensive Plan Update Process Proposed ~4mendments to Phase II Note: The Comprehensive Plan Update Process that was approved by the Board of County Commissioners on October 3, 2006 did not address the use of .consulting services. The proposed amendments to Phase II of the Update Process incorporate the appropriate portions of Clarion Associates' contractual Scope of Services into the Update Process. Proposed amendments are "tracked" (AII underlined text is new). Phase ll, Remaining Elements Developed: 1) Consultant Reconnaissance/Data Collection (July-Seat. '07 a) Interview Element Managers and collect documents for synthesizing_ b) b~-Identify any gaps in data or information and develop detailed draft table of contents for each Element. c) Discuss and identify the specific roles and responsibilities of the. consultant and Element ManagerL) for the creation of each respective Plan element. This will include an understanding of how the consultant will partner with the Element Manager(s) to prepare each respective draft Element. ~-}ZZ Planning Board= a-r~d-Planning Staff= {Meeting Facilitator?}, and Consultant Conduct Joint Advisory Boards Meeting to "Kick-off" Phase II by Reviewing, Advisory Board Roles and Work Products to be Completed during this Phase. Oct. '07 3} Consultant Meetings with Element Lead Advisory Boards (Max. of 7-meetings, Oct.-Nov. '07}. The Consultant will: a) Present a detailed draft Table of Contents for each Board's respective Element. b~ As a partner with Element Managers, convey gaps and recommendations for filling them. c) Prepare a memorandum summarizing feedback provided by each Board and revise draft Tables of Contents as directed by Element Manager(s), taking advisory board feedback into consideration. d) Convey ELABs preferences for filling paps to Project Management Team. 4) Staff Check-in Point with BOCC (Dec. '07) 5) Consultant Meetings with Planning Board to provide updates, particularly on the Elements in which the Board does not play a lead role (Max. of 3-meetings, Oct.-Nov. '07). . Note: All underlined text is new. 7/11 /07 9 _}~. ~'~~;,eT;~Consultant Formats/Assembles and Drafts Comprehensive Plan with Element Managers (Completed by end of Feb. '08). a) Work with Element Managers to dBraft ~'~ the Comprehensive Plan, including all Elements. The drafting of the Elements, including ; o4bjectives to reach the adopted Goals, are prepared by the Consultant, or by the Element Manager and staff with assistance from the Consultant, working from adopted BOCC Principles, County Profile Element and Goals, detailed tables of contents (presented and revised during Ste~3), a~ previously identified studies and reports, and Element Lead Advisor Board discussions. b) Consultant delivers copies of the Draft Comprehensive Plan to Element Managers for delivery to Element Lead Advisory Boards, supporting staff, and Contributing Departments for their review. c) Within respective areas of expertise, Contributing Departments review pertinent sections of draft text for accuracy.. 7) With Element Managers. Consultant Presents Draft Comprehensive Plan to Element Lead Advisory Boards and makes revisions (Max. of 7-meetings, completed by mid-April 2008). k~-}_ , r~or+ir,orti+ antinnc of rJrof+ +ov+ fnr onnt irnn~i (note. moved to 6ri) c~_Advisory Boards will provide for appropriate public access and awareness using Comprehensive Plan website. ~}b) Each advisory board may review staff and advisory board reports and other pertinent documents such as Shaping Orange County's Future Report and Rural Character Study. o\~lomor,t I onrl ~rl~iionr~i Rnnrrlc °vnhor~rvo ~hr~ir 11r.~fl~ ~I°mon~~ Element Lead Advisory Boards ~y^~'„M° nr~~f* ~'°~°"~c and Planning Board Reviews Draft Plan in Preparation for Public Information Sessions (March-April '08) a) Element Managers, Planning Staff Liaisons, Planning Board Liaisons, and Element Lead Advisory Boards highlight and summarize any inconsistencies between and/or among Elements and forwards to Planning Board. b) Planning Board accepts and reviews ideas from Element Managers, Planning Staff Liaisons, and Element Lead Advisory Boards on reconciliation of any inconsistencies identified during the preceding step. Any minor inconsistencies that can be reconciled to the satisfaction of the Element Lead Advisory Board are addressed. c) Staff~Ccheck-in point with BOCCEearly-March '08) 4- 9 Planning Board --With Assistance from other Lead Advisory Boards -- Conducts Public Information Meeting(s) (April '08) -Planning Board drafts agenda with input from other Lead Advisory Boards_ Note: All underlined text is new. 9 7/11 /07 10 10) Staff Check-in Point with BOCG for Legal-Ad Approval (April '08) _ 11~Planning Board Develops Recommendations on Reconciliation of Any Remaining Inconsistencies between and/or among Elements and Forwards to BOCC,,and-Element Lead Advisory Boards, and Gonsultant (April-May '0$ . 12 _2"d Public Hearing and Plan Adoption a) BOCC holds public hearing1Ma~i '08 . b) BOCC may conveys any required changes, including reconciliation of any remaining inconsistencies, to Element Managers1 -Lead Advisory Boards, and Consultant for incorporation into their respective sections of the draft text. c) Planning Board provides recommendations to BOCC on entire Comprehensive Plan. d) BOCC may also invite additional county advisory boards to provide recommendations on their respective Element. e) Staff makes final revisions to Camprehensive Plan as directed by BOCC. e~fLBOCC adopts Comprehensive Plan. END OF COMPREHENSIVE PLAN UPDATE The following are to occur after completion of Comprehensive Plan Update: Implementation: Implementation, evaluation, and update consistent with process/guidelines a~e~ted-~1-$t-Pub-be~rit~ included in adopted Comprehensive Plan. °T "-„aye's-Part-,mod-l~te~adapted-by-B,~G. Note: All underlined text is new. 10 7/11 /07 Comprehensive Plan Update Timetable Attachment 3 Revised 11/06/06, 4/2/07, 7/30/07 (( Process 200 6 20 07 20 08 200 9 Task o n d j f m a m j j a s o n d j f m a m j j a s o n d j f Phase 7 ~. Adoption of Process X 2. Contract with Consultant ("Meeting Facilitator") X 3. Planning Board Framework and Guidelines X X X X X X a. Joint Board Mtg. X 5. Planning Board Evaluation and Appraisal of 1981 Plan X X s. Contract with Consultant ("Synthesizer") X X X X X X z. Preparation of County Profile Element X X X X X X s. Joint Board Mtg. X s. Preparation of Goals X X ~o Joint Board Mtg. X ~~ Approval of Legal Ad for Public Hearing X 72 Outreach -Open House X ~ 3 Outreach -Countywide Mtg. X 4 Qtr. Public Hearing- Evaluation & Appraisal of 1981 Plan, Goals, and County Profile Element X 15 Advisory Board(s) Recommendation(s) X ~s BOCC Adoption . X --------------------- -- --- -- -- -- -- -- -- --- -- -- -- -- -- -- -- -- -- -- -- -- -- -- --- -- -- -- -- -- Phase 2 ~~ Joint Board Mtg. X Clomont Dron~r~~inn ~s Consultant Data Collection X X X Consultant Meets With ~s Advisory Boards X X 20 Formating/Assembling Comprehensive Plan X_ X X X z~ Advisory Boards Receive Draft Comprehensive Plan X X Consultant Meets With 22 Advisory Boards ~ X Advisory Boards Review 2s Draft X X 24 Consultant Revises Draft ~ X Note: All underlined text is new. Comprehensive Plan Update Timetable Revised 11/06/06, 4/2/07, 7/30/07 Attachment 3 is Process 200 6 2007 2008 2009 Task o n d j f m a m j j a s o n d j f m a m j j a s o n d j f 2s Outreach X s Planning Board develops recommendations on any reconciliation X 27 Approval of Legal Ad for Public Hearing X 2s Expanded Advertisement X 29 Qtr. Public Hearing X 3o Advisory Board(s) Recommendation(s) X X s~ BOCC Adoption X --------------------- -- --- -- -- -- -- -- -- --- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- 32 Qtr. Public Hearing to Adopt Regulatory Policies and Programs X Note: All underlined text is new.