HomeMy WebLinkAboutAgenda 05-16-2023; 6-b - Approval of a Professional Services Contract with Clarion Associates to Develop a Comprehensive Land Use Plan, and Approval of Budget Amendment #9-A 1
ORD-2023-023
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 16, 2023
Action Agenda
Item No. 6-b
SUBJECT: Approval of a Professional Services Contract with Clarion Associates to Develop
a Comprehensive Land Use Plan, and Approval of Budget Amendment #9-A
DEPARTMENT: Planning and Inspections
ATTACHMENT(S): INFORMATION CONTACT:
1. Contract — Services Agreement Tom Altieri, 919-245-2579
2. Year-to-Date Budget Summary Cy Stober, 919-245-2592
PURPOSE: To receive a brief staff presentation to include an overview of the consultant selection
process and scope of services to develop a Comprehensive Land Use Plan (CLUP) for Orange
County, consider the approval of a professional services contract (Attachment 1) with Clarion
Associates, LLC, and approve Budget Amendment #9-A.
BACKGROUND: Orange County's existing 2030 Comprehensive Plan is an official public
document that provides a framework for long-range land use decision-making. The Board of
County Commissioners (BOCC) adopted the 2030 Comprehensive Plan in November 2008.
Although the plan has been reasonably maintained since adoption, the initiation of an update has
been approved by the BOCC to maintain the authority to enforce zoning regulations, consistent
with the requirements of NC General Statute (NCGS) 160D Article 5. Each of the municipalities
in Orange County also enforce zoning within their planning jurisdictions and similarly maintain
land use plans.
At its October 18, 2022 Business meeting, the BOCC adopted a Resolution of Intent
commissioning the development of an update to the CLUP, beginning with information obtained
through the Countywide strategic planning process.
The CLUP will serve as both a physical plan and policy guide developed through an analysis of
existing conditions and trends, evaluation of the existing 2030 Comprehensive Plan, and will
incorporate land use related aspects of other recent County planning initiatives in the areas of
transit, housing, climate, and Countywide strategic planning. The result of this new planning effort
will be an updated, long-range vision for the County, with corresponding policy recommendations
and guidance for implementation of the plan over the next 10-20 years. While the NCGS does
not require specific elements for comprehensive plans, it does list the typical topics that are
worthwhile to include in a CLUP. Orange County's CLUP update will address the following topics,
among others:
• Identification of existing conditions and trends:
• Issues and opportunities facing Orange County;
• Employment opportunities, economic development, and community development;
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• Public services and infrastructure;
• Housing and Transportation;
• Passive and active recreation sites and facilities;
• Identification of natural hazards such as flooding, winds, and wildfires;
• Protection of the environment and natural resources, including agricultural resources and
water and air quality;
• Protection of significant architectural, scenic, cultural, historical, or archaeological
resources;
• Recommendations that set a path for future County planning and identification of areas
where municipal coordination and partnerships are needed for implementation;
• Comprehensive land use goals and objectives that are concise and practicable; and
• A Land Use Plan and Future Land Use Map that identify and express the pattern of desired
growth and development, including the location, distribution, and characteristics of future
land uses.
Request For Proposals (RFP) Process of Evaluation
In February 2023, Orange County issued a Request for Proposals (RFP) to identify a qualified
consultant to develop a new CLUP for Orange County.
Two qualified proposals were received and evaluated by a review committee consisting of the
County's Chief Equity and Human Rights Officer; Planning Director; Deputy Planning Director,
Long-Range Planning & Administration; and Senior Planner. The committee evaluation was
based on the following criteria:
Maximum
Criteria Point
Value
1. Consultant experience as it relates to the scope of services of the 15
RFP and project deliverables
2. Technical approach to the project, proposed tasks, and timeline to 25
complete work
3. Project Organization 25
4. Consultant's capability and capacity to perform project 20
5. Total cost of proposed services 15
Total 100
Through the proposal evaluation process, the review committee has unanimously recommended
Clarion Associates for contract award. Clarion is a nationally recognized land planning and zoning
consulting firm with offices in Chapel Hill and Denver. The Clarion team is also joined by Equinox
and Tate Consulting. Equinox brings additional tools and expertise in the areas of land and water
resources protection, implementation of sustainable strategies, creation of healthy living
opportunities, and development of land in an environmentally responsible way. Tate Consulting
will provide additional facilitation expertise to the team and has led successful community
engagement efforts that address diversity, equity and inclusion, as well as environmental justice
issues.
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Key Principles and Components of the CLUP Project
The Plan will be grounded in the principles of social equity, and synthesize and build upon
previous outreach efforts and relevant aspects of recent County initiatives in the areas of transit,
housing, climate, and strategic planning. The following key principles and components have
informed the scope of services:
• Public Engagement: A synthesis of information obtained through other recently completed
County public outreach efforts, most specifically the Countywide Strategic Plan. That Plan's
land use survey questions will be used to help inform Orange County's future land use
goals. A project website will be used as a mechanism to keep the public informed during
the process, which will include a series of outreach waves (See the "Summary of Project
Scope and Approach" for additional information about outreach).
• Social Equity: The Plan will approach components through a social equity lens, consistent
with the One Orange County Racial Equity Plan. The lens will be specific to the needs,
communities, and populations of Orange County, with focused efforts made to engage
historically underserved or disenfranchised communities, and communities of color.
• Graphics, Length, and User Friendly: The Plan will be of a length that is conducive to user-
friendliness and written for the general public. Easy to read and informative charts, graphs,
and maps will be used throughout the Plan. Visualization techniques that graphically and
accurately depict pertinent information will be provided for each component of the Plan.
• Identification of Potential Partnerships and Regionalism: Identification of partnerships,
including other County departments, that may be leveraged more efficiently and effectively
to help implement the Plan. As a County that does not own/operate/maintain a public water
or sewer utility, partnerships with utility providers (municipal, water/sewer authority, and
non-profit) will need to be identified through the planning process to achieve shared goals
in the areas of social equity, housing affordability, and transit supportive development.
• Plan Recommendations: To include land use policies, future Small Area Plan needs, and
proposed Unified Development Ordinance (UDO) amendments that reflect a future land
use vision balancing stated interests obtained through the planning process; identification
of shared County and municipal goals (e.g. housing affordability); identification of land use
goals and objectives that are shared with other adopted County plans; and an
implementation strategy.
Summary of Project Scope and Approach
The project schedule spans a little over two years from kick-off to Plan adoption and includes the
following phases:
Phase 1: Launch Project
Phase 2: Identify New Issues and Opportunities (1St Outreach Window)
Phase 3: Evaluate Planning Influences
Phase 4: Develop the Plan (2nd and 3rd Outreach Windows)
Phase 5: Adopt the Plan (Public Hearing)
Public Outreach: A cumulative approach to public outreach will be utilized consisting of three-
waves:
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Wave 1: Confirming Community Aspirations -testing and confirming critical planning issues,
defining community aspirations for the County in 2045, and sharing data and
trends.
Wave 2: Paring data and trends analysis with related policy questions and present draft
conservation and growth framework.
Wave 3: Presentation of draft Comprehensive Land Use Plan.
Planning Board and BOCC: The project scope includes three rounds of meetings with the
Planning Board and BOCC to be held at strategic points in the planning process. Generally, these
meetings are to occur at the beginning, mid-point, and near the end of the process. The purpose
of these meetings is for the consultant to brief the boards on project status and findings and
engage members in discussion about the direction of the plan. The consultant will also provide
interview opportunities for Planning Board and BOCC members, among other key stakeholders,
during project kick-off. The boards will receive updates from staff throughout the process and,
ultimately, the Planning Board will provide a recommendation to the BOCC consistent with the
NCGS.
Project Steering: A Steering Committee comprised of staff representatives from multiple County
departments will review draft work products and provide feedback; provide reactions to the
consultant team on public engagement approaches and activities; and serve as ambassadors to
the planning effort, including a liaison role to respective staff and advisory boards, where
applicable. The Committee will meet monthly through most of the planning process.
A complete list of Project Deliverables and Fee Schedule are provided as Attachment "A" to the
Contract (Attachment 1).
FINANCIAL IMPACT: The consulting cost proposal to complete the Comprehensive Land Use
Plan is $188,204.
The consulting service fees are recommended to be funded with $188,204 of the County Capital
Reserve Fund authorized in a prior budget amendment, and would transfer those funds to the
Multi-Year Grant Projects Fund. Budget Amendment #9-A will create the following Grant Project
Ordinance:
Orange County Comprehensive Land Use Plan ($188,204) - Project# 10086
Revenues for this project:
Current FY 2022-23 FY 2022-23
FY 2022-23 Amendment Revised
Transfer from General Fund $0 $188,204 $188,204
Total Project Funding $0 $188,204 $188,204
Appropriated for this project:
Current FY 2022-23 FY 2022-23
FY 2022-23 Amendment Revised
Project Expenditures $0 $188,204 $188,204
Total Costs $0 $188,204 $188,204
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SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are associated
with this item:
• FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY
The fair treatment and meaningful involvement of all people regardless of race or color;
religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic
background; age; military service; disability; and familial, residential or economic status.
• ENSURE ECONOMIC SELF-SUFFICIENCY
The creation and preservation of infrastructure, policies, programs and funding necessary
for residents to provide shelter, food, clothing and medical care for themselves and their
dependents.
• CREATE A SAFE COMMUNITY
The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang
activity, substance abuse and domestic violence.
• ESTABLISH SUSTAINABLE AND EQUITABLE LAND-USE AND ENVIRONMENTAL
POLICIES
The fair treatment and meaningful involvement of people of all races, cultures, incomes
and educational levels with respect to the development and enforcement of environmental
laws, regulations, policies, and decisions. Fair treatment means that no group of people
should bear a disproportionate share of the negative environmental consequences
resulting from industrial, governmental and commercial operations or policies.
• ENABLE FULL CIVIC PARTICIPATION
Ensure that Orange County residents are able to engage government through voting and
volunteering by eliminating disparities in participation and barriers to participation.
ENVIRONMENTAL IMPACT: The following Orange County Environmental Responsibility Goal
impacts are associated with this item.
• CLEAN OR AVOIDED TRANSPORTATION
Implement programs that monitor and improve local and regional air quality by: 1)
promoting public transportation options; 2) decreasing dependence on single-occupancy
vehicles, and 3) otherwise minimizing the need for travel.
• RESULTANT IMPACT ON NATURAL RESOURCES AND AIR QUALITY
Assess and where possible mitigate adverse impacts created to the natural resources of
the site and adjoining area. Minimize production of greenhouse gases.
RECOMMENDATION(S): The Manager recommends that the Board:
1. Authorize the expenditure of up to $188,204 for planning services to develop a
Comprehensive Land Use Plan;
2. Approve and authorize the County Manager to execute and sign the contract (Attachment
1); and
3. Approve Budget Amendment #9-A as detailed above.
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[Departmental Use Only]
TITLE Comprehensive Land
Use Plan
FY 2023-24
NORTH CAROLINA
CLARION SERVICES AGREEMENT RFP/RFQ
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement"), made and entered into this 22nd day
of May, 2023, ("Effective Date") by and between Orange County, North Carolina a political
subdivision of the State of North Carolina (hereinafter, the "County") and Clarion Associates,
LLC, (hereinafter, the "Provider").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Services Agreement ("Agreement") is for services to be rendered by
Provider to County with respect to (insert type of project): developing a
Comprehensive Land Use Plan.
ii) By executing this Agreement, the Provider represents and agrees that Provider is
qualified to perform and fully capable of performing and providing the services
required or necessary under this Agreement in a fully competent, professional and
timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic Services, as
described and designated in Section 3 hereof. Compensation to the Provider for
Basic Services under this Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 to satisfactorily complete the Project within the time limitations set
forth herein and in accordance with the highest professional standards.
b. Standard of Care.
i) The Provider shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with the highest generally accepted standards
of this type of Provider practice throughout the United States and in accordance
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with applicable federal, state and local laws and regulations applicable to the
performance of these services. Provider is solely responsible for the professional
quality, accuracy and timely completion and submission of all work related to the
Basic Services.
ii) Provider shall be responsible for all errors or omissions of its agents, contractors,
employees, or assigns in the performance of the Agreement. Provider shall
correct any and all errors, omissions, discrepancies, ambiguities, mistakes or
conflicts at no additional cost to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior
written permission of the County. No permission for subcontracting shall create,
between the County and the subcontractor, any contract or any other relationship.
iv) Provider is an independent contractor of County. Any and all employees of the
Provider engaged by the Provider in the performance of any work or services
required of the Provider under this Agreement, shall be considered employees or
agents of the Provider only and not of the County, and any and all claims that may
or might arise under any workers compensation or other law or contract on behalf
of said employees while so engaged shall be the sole obligation and responsibility
of the Provider.
v) If activities related to the performance of this Agreement require specific licenses,
certifications, or related credentials Provider represents that it or its employees,
agents and subcontractors engaged in such activities possess such licenses,
certifications, or credentials and that such licenses certifications, or credentials are
current, active, and not in a state of suspension or revocation.
3. Basic Services
a. Basic Services.
i) The Provider shall perform as Basic Services the work and services described
herein and as specified in the County's Request for Proposals or Request for
Qualifications (the "RFP") "RFP Number 367-OC 5378 for "Request for
Proposals to Develop a Comprehensive Land Use Plan" issued February 6, 2023,
and the Provider's proposal, which are fully incorporated and integrated herein by
reference together with Attachments A - Deliverable and Fee Schedule (designate
all attachments). In the event a term or condition in any referenced document or
attachment conflicts with a term or condition of this Agreement the term or
condition in this Agreement shall control. Should such conflict arise the priority
of documents shall be as follows: This Agreement, the County's RFP together
with attachments, Provider's Proposal together with attachments.
ii) The Basic Services will be performed by the Provider in accordance with the
schedule established in Attachment A.
4. Duration of Services
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a. Term. The term of this Agreement shall be from date of contract execution to September
30, 2025.
b. Scheduling of Services
i) The Provider shall schedule and perform its activities in a timely manner so as to
meet the Milestone Dates listed in Section 3.
ii) The Commencement Date for the Provider's Basic Services shall be June 30,
2023.
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services satisfactorily (as
determined by the County) performed pursuant to this Agreement. The maximum
amount payable for Basic Services is One hundred eighty eight thousand, two hundred
and four Dollars ($188,204). In the event the amount stated on an invoice is disputed by
the County, the County may withhold payment of all or a portion of the amount stated on
an invoice until the parties resolve the dispute. Payment for Basic Services shall become
due and payable in direct proportion to satisfactory services performed and work
accomplished. Payments will be made as Project milestones as set out in Section 3(a)(ii)
are achieved up to the corresponding milestone fee. (For example, Provider may invoice
for the amount listed as the milestone fee corresponding to the first milestone task upon
County's acknowledgement of the satisfactory completion of Task one. Upon the
County's acknowledgement that the second Task has been satisfactorily completed
Provider may invoice for that corresponding milestone fee.) Milestone fees shall be the
maximum amount payable for its corresponding milestone task which shall not be
altered except by written amendment.
b. Additional Services. County shall not be responsible for costs related to any services in
addition to the Basic Services performed by Provider unless County requests such
additional services in writing and such additional services are evidenced by a written
amendment to this Agreement.
6. Responsibilities of the County
a. Cooperation and Coordination. The County has designated (Cy Stober) to act as the
County's representative with respect to the Project who shall have the authority to render
decisions within guidelines established by the County Manager or the County Board of
Commissioners and who shall be available during working hours as often as may be
reasonably required to render decisions and to furnish information.
7. Insurance
a. General Requirements. Provider shall obtain, at its sole expense, Commercial General
Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any
additional insurance as may be required by County's Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
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County Minimum Insurance Coverage Requirements (each document is incorporated
herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing division/contracts.php.) If
County's Risk Manager determines additional insurance coverage is required such
additional insurance shall consist of N/A (if no additional insurance required mark N/A
as being not applicable). Provider shall not commence work until such insurance is in
effect and certification thereof has been received by the County's Risk Manager.
8. Indemnity
a. Indemnity. To the extent authorized by North Carolina law the Provider agrees, without
limitation, to defend, indemnify and hold harmless the County from all loss, liability,
claims or expense, including attorney's fees, arising out of or related to the Project and
arising from property damage or bodily injury including death to any person or persons
caused in whole or in part by the negligence or misconduct of the Provider except to the
extent same are caused by the negligence or willful misconduct of the County. It is the
intent of this provision to require the Provider to indemnify the County to the fullest
extent permitted under North Carolina law.
9. Amendments to the Agreement
a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The Provider
shall proceed to perform the Services required by the Amendment only after receiving a
fully executed Amendment from the County.
10. Termination
a. Termination for Convenience of the County. This Agreement may be terminated without
cause by the County and for its convenience upon seven (7) days prior written notice to
the Provider.
b. Other Termination. The Provider may terminate this Agreement based upon the County's
material breach of this Agreement; provided, the County has not taken all reasonable
actions to remedy the breach. The Provider shall give the County seven (7) days' prior
written notice of its intent to terminate this Agreement for cause. Either party may
terminate this Agreement upon notice to the other party that obligations pursuant to this
Agreement are made impractical due to declarations of emergency by Orange County or
by North Carolina due to events directly impacting Orange County. Both parties shall
remain responsible for all payment and performance due up to the receipt of such notice,
but shall have no further obligation or responsibility beyond that date provided the
terminating party has taken all reasonable steps to complete the performance of its
obligations.
c. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees and
expenses that it has earned to the date of termination, less any costs or expenses
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incurred or anticipated to be incurred by the County due to errors or omissions of
the Provider. Upon request of the County, the Provider shall submit to County all
relevant documentation, including but not limited to, job cost records, to support
its claims for final compensation.
ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) days, at no additional cost, all deliverables including any
electronic data or files relating to the Project.
d. Waiver. The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Provider with any provisions of this Agreement
or the waiver by the County of any breach of this Agreement shall not constitute a
waiver of any claim for damages by the County for any breach of this Agreement or a
waiver of any other required compliance with this Agreement.
e. Suspension. County may suspend the Basic Services and this Agreement at any time for
County's convenience and without penalty to County upon three (3) days' notice to
Provider. Upon any suspension by County, Provider shall discontinue the Basic
Services and shall not resume the Basic Services until notified to proceed by County.
11. Additional Provisions
a. Limitation and Assignment. The County and the Provider each bind themselves, their
successors, assigns and legal representatives to the terms of this Agreement. Neither the
County nor the Provider shall assign or transfer its interest in this Agreement without the
written consent of the other.
b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights
of respective parties hereunder shall be governed by the laws of the State of North
Carolina.
c. Compliance with Laws. Provider shall at all times remain in compliance with all
applicable local, state, and federal laws, rules, and regulations including but not limited
to all state and federal anti-discrimination laws, policies, rules, and regulations and the
Orange County Non-Discrimination Policy and Orange County Living Wage Policy
(each policy is incorporated herein by reference and may be viewed at
http://www.oran eg countync. ov�/departments/purchasing division/contracts.php.) Any
violation of this requirement is a breach of this Agreement and County may immediately
terminate this Agreement without further obligation on the part of the County. This
paragraph is not intended to limit and does not limit the definition of breach to
discrimination. By executing this Agreement Provider affirms that Provider and any
subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter
64 of the North Carolina General Statutes. By executing this Agreement Provider
certifies that Provider has not been identified, and has not utilized the services of any
agent or subcontractor identified, on the list created by the State Treasurer pursuant to
G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not
been identified, and has not utilized the services of any agent or subcontractor identified,
on the list created by the State Treasurer pursuant to G.S. 147-86.81.
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d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages
with respect to any provision of, or the performance or non-performance of, this
Agreement shall be brought in the General Court of Justice of North Carolina sitting in
Orange County, North Carolina. It is agreed by the parties that no other court shall have
jurisdiction or venue with respect to such suits or actions. Binding arbitration may not
be initiated by either Party, however, the Parties may agree to nonbinding mediation of
any dispute prior to the bringing of a suit or action.
e. Entire Agreement. This Agreement, together with the RFP and its attachments and the
Proposal and its attachments, represents the entire and integrated agreement between the
County and the Provider and supersedes all prior negotiations, representations or
agreements, either written or oral. This Agreement may be amended only by written
instrument signed by both parties. Modifications may be evidenced by facsimile
signatures.
f. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the
Parties.
g. Ownership of Work Product. Should Provider's performance of this Agreement generate
documents, items or things that are specific to this Project such documents, items or
things shall become the property of the County and may be used on any other project
without additional compensation to the Provider. The use of the documents, items or
things by the County or by any person or entity for any purpose other than the Project as
set forth in this Agreement shall be at the full risk of the County.
h. Non-Appropriation and Government Action. Provider acknowledges that County is a
governmental entity, and the validity of this Agreement is based upon the availability of
public funding under the authority of its statutory mandate.
In the event that public funds are unavailable or not appropriated for the performance of
County's obligations under this Agreement, then this Agreement shall automatically
expire without penalty to County immediately upon written notice to Provider of the
unavailability or non-appropriation of public funds. It is expressly agreed that County
shall not activate this non-appropriation provision for its convenience or to circumvent
the requirements of this Agreement.
In the event of a change in the County's statutory authority, mandate or mandated
functions, by state or federal legislative or regulatory action, which adversely affects
County's authority to continue its obligations under this Agreement, then this Agreement
shall automatically terminate without penalty to County upon written notice to Provider
of such limitation or change in County's legal authority.
i. Signatures. This Agreement together with any amendments or modifications may be
executed electronically. All electronic signatures affixed hereto evidence the consent of
the Parties to utilize electronic signatures and the intent of the Parties to comply with
Article 11A and Article 40 of North Carolina General Statute Chapter 66.
j. Notices. Any notice required by this Agreement shall be in writing and delivered by
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certified or registered mail, return receipt requested to the following:
Orange County Provider's Name &Address
Attention: Bonnie Hammersley Clarion Associates, LLC
P.O. Box 8181 101 Market Street, Ste.D
Hillsborough,NC 27278 Chapel Hill,NC 27516
IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder
set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER:
By: By:
Bonnie Hammersley, Orange County Leigh Anne King, Director, Clarion
Manager Associates, LLC
Printed Name and Title
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Attachment A: Deliverable and Fee Schedule
The Provider consultant team will be led by Clarion Associates and will include subconsultants Equinox,
Tate Consulting, and a license with the Konveio public engagement platform.The Orange County
Comprehensive Land Use Plan will be developed using a five phase process that incorporates the specific
services incorporated in the Comprehensive Plan RFP.
Phase 1: Launch Project
Phase 2: Identify New Issues&Opportunities
Phase 3: Evaluate Planning Influences
Phase 4: Develop the Plan
Phase 5:Adopt the Plan
-12 -7 ,3
5
Phase 2: Phase 3: Phase 4:
Phase 1: Identify New Evaluate Develop the Phase 5:
Launch Project Issues and Planning Plan Adopt the Plan
Opportunities
Month Months Months Months Months
P!, Meetings: Meetings: Meetings:
Staff Meeting I
1 2-6 3-8 9-20 21-26
.Committee Steering . Committee
Steering Com mittee Meetings#2-#5 #6 Meetings#7-15 Meeting#16
Meetings#1,in-person Cornmurnty CommunIty Public Adoption
Reconnaissance Ergagement Window Major Deliverables: Engagement Windows Hearings(2)
Tout 4ti Fact Book #2-#3 Major Deliverables:
Stakeholder Interviews Major
Deliverables: Deliveraleiies: .Draft
Steering,Major Detiverables: Current Policy Profile Staff,
Project Management Community PubEc Review. .
Stakeholderfts of Final Adopted
Plan Engagement Window Comprehensive Plan Comprehensive
ContLxt Mapping itl presentation and Public engagement Land J5e Plan and
Project Branding materials materials for Transmittal of Final
Summary of Summary of Community Source Files
., Window
Project Website 41 Results #2-#3
L Summary of New Issues Summary of Phise 4
.Opportunities
PHASE 1: LAUNCH PROJECT
In Phase 1, Clarion will gather information, establish the working relationship between the consultant
team and County staff(i.e., the "Project Team"), and engage the County's leaders, stakeholders, and
Steering Committee during the project kickoff week. The culmination of this phase is a summary of issues
and opportunities for the new plan to address.
Critical tasks will include development of the Project Management Plan, a Staff-Consultant Project Team
kickoff meeting; collection and review of relevant data, plans, and studies; a kickoff meeting with the
Steering Committee to confirm the objectives for the project and discuss the big opportunities and issues
1 Orange County Comprehensive Land Use Plan
14
this plan should explore and address. Stakeholder interviews will be conducted. The project identity,
branding, and project website will also be prepared during this phase.
Task 1.1: Kickoff Meeting with Staff
The project will be initiated with a weeklong series of kickoff meetings. First,the Clarion team will prepare
for and help facilitate an in-person project kickoff meeting with the County's project management team.
During this meeting,the project team (staff and consultants) will discuss the key components of the
Project Management Plan (Task 1.5), including the Public Engagement Plan, and make decisions about
meeting coordination, communication protocols, the project schedule, and general objectives for the
effort.The project team will conduct a mapping exercise to discuss the County's planning area and
identify specific geographic areas that are notable in terms of growth management, redevelopment, utility
infrastructure, transportation enhancements or challenges, environmentally sensitive areas, important
rural and farmland protection areas, intergovernmental agreements, and other future land use challenges
and opportunities.
Task 1.2: Kickoff Meeting with Steering Committee (in-person)
In coordination with the County's project manager and staff team,the Clarion team will facilitate a kickoff
meeting with the Orange County Comprehensive Land Use Plan (CLUP) Steering Committee. The focus of
this meeting is introduce the Steering Committee to the Project Team; discuss the overall approach and
schedule for the project; define the roles and responsibilities of different entities involved in the process;
explore the Steering Committee members' general objectives for the project, objectives for public
engagement, and the "big ideas"for the community's future.
Task 1.3: Stakeholder Interviews
During the kickoff week, the Clarion team will work with County Staff to facilitate individual or small group
structured interviews with the following stakeholders. The County will prepare the list of stakeholders and
contact information and send out an initial communication to stakeholders about the project and the
request for an interview.The Clarion team will schedule interviews directly with stakeholders. Interviews
can be topically focused allowing leadership, staff, and partners to join in discussions.
• County Leadership: County Commissioners, Planning Board members, and Advisory Board
members (including Affordable Housing,Agricultural Preservation, Commission for the
Environment, Economic Development, Historic Preservation, Parks and Recreation, Orange
Unified Transportation Board, and Solid Waste);
• County Staff: Leaders of County departments (County Manager; Community Relations;
Environment;Agriculture & Parks and Recreation; Economic Development; Emergency Services;
Health; Housing, Office of Equity and Inclusion, Planning and Inspections; Sheriff's Office; Solid
Waste;Visitors Bureau);
• County Partners: partner agencies, including Orange County Schools, Chapel-Hill Carrboro City
Schools, OWASA, Hillsborough Utility Department, Mebane Public Utilities Department,TJCOG,
TARPO, BGMPO, DCHC MPO; and
• Neighboring and Partner Jurisdictions: Representatives of neighboring municipalities and counties.
2 Orange County Comprehensive Land Use Plan
15
The purpose of the interviews is to prepare an early diagnosis of critical planning issues and opportunities
that will help guide plan development.Team members will meet individually with stakeholder groups to
provide maximum availability to meet interviewees and use a combination of in-person and virtual
meetings. Interview notes will be prepared, and a summary of interview themes will be prepared and
shared with the County's project management team.
Task 1.4: Reconnaissance Trip with County Staff Team
The Clarion team will tour the County's planning area. Prior to the tour, the Clarion team will work with
the County's project management team to identify critical areas to view in person and prioritize those
locations where change is expected, growth pressures exist, or areas that have strong support for
preservation.The Clarion team will take photographs of critical locations and begin to create a profile of
the patterns and growth trends in Orange County, specifically as it has changed since the last plan update.
Task 1.5: Develop Project Management Plan
Following the project kickoff week,the Clarion team will prepare a cloud-based tool available to all project
team members that will document all project management details. This tool will document the agreed
upon details of the project schedule, meeting schedule and location of project meeting summaries,
approach for project team communications, public engagement tracking and coordination, approach for
monthly management responsibilities, roles and responsibilities of all engaged parties, and process for
decision-making during the planning process.This includes scheduling, hosting, and preparing agendas for
monthly project management meetings with the County's project managers to provide status updates and
coordinate on preparation of upcoming deliverables and events.This online document will serve as a
project management working guide and will be updated throughout the process.
Task 1.6: Collect and Inventory ArcGIS Data, Policy Documents, and Relevant Studies
The Clarion team will partner with Orange County staff in the development of GIS analyses and maps.
First, Clarion will prepare a data request memorandum for all basic ArcGIS mapping data, plans, reports,
and studies (not available online)for the County staff to collect and share with the Clarion team. Orange
County will collect, organize, classify, and upload GIS layers and documents requested via a geodatabase
to a secure data sharing site provided by the Clarion team.Then Clarion team will then prepare a map
template and basemap that can be used by both the County and Clarion team throughout the project.
Task 1.7: Develop Public Engagement Branding
The Clarion team will work with Orange County Staff to develop project branding materials and a project
website.The public engagement branding strategy will include the following:
• Project Identity-The Clarion team, in coordination with County Staff, will develop a project
identity and brand (name, logo and tagline)that will generate interest in the planning process.
Inputs from the County's leadership and the Steering Committee on the project identity will be
requested during the kickoff meetings.
• Engagement Objectives—Building off the inputs provided by the Steering Committee at their
kickoff meeting (Task 1.2),the Clarion team will prepare a set of public engagement objectives
that can be placed on the project website and used to evaluate public engagement outcomes
during the process. Public engagement objectives could include community representation of
3 Orange County Comprehensive Land Use Plan
16
engagement participants, targets for diversity and inclusion, numeric targets for engagement,
transparency of the engagement process, and other objectives.
• Key Messages—Clarion can work with County Staff to develop a common set of key project
messages.These messages can be posted to the project website and used in presentations and
other engagement materials to consistently message the project.
• Branded Project Website-The Clarion team will prepare a branded project website that will
become the heart of the plan's communications.The site will contain presentation materials from
workshops and other engagement opportunities,the project schedule and process graphic,
information on engagement events and project meetings, a document inventory, and host drafts
of the plan. It could include project background, resources, news, and information about how to
get involved.
• Public Engagement Coordination-The Clarion team will leverage the cloud-based Project
Management Plan to document the public engagement and publicity approach for each
community engagement window.This will outline engagement objectives, engagement window
scheduling, engagement approach for each engagement window, and other details.This tool will
be a working guide to public engagement and will be updated throughout the process.
Summary. Project
Deliverables:
Clarion Team Responsibilities County Staff Responsibilities
• Project Management Plan • Participate in kick-off meetings and situation
• Context Mapping mapping
• Data Request Memo • Provide data and GIS
• Project Branding • Coordinate logistics for and scheduling of meetings
• Scheduling Stakeholder Interviews and preparing
for all but stakeholder interviews
summary of interviews • Affirm project branding materials and review
• Project Website
project website
• Monthly project management meeting
Committee• Staff Meeting
• Steering - •- •
Reconnaissance• •
• Stakeholder Interviews-• -
Duration:One month after project initiation
PHASE 2: IDENTIFY NEW ISSUES AND OPPORTUNITIES
Phase 2 focuses on understanding the guidance and community inputs in the County's new Strategic Plan
and other County plans and launching the project with greater public. The purpose of this phase is to
confirm the new issues and opportunities identified in Phase 1 and capture feedback from the Steering
Committee and the public on potential new policy directions for the Comprehensive Land Use Plan. Phase
2 will overlap with Phase 3 to provide opportunities to educate the public about the County's key trends
and planning influences.
4 Orange County Comprehensive Land Use Plan
17
Phase 2.1: Develop Current Policy Profile
The Clarion team will prepare an existing policy summary document that synthesizes the policy guidance
included in relevant County plans including the future Strategic Plan,the One Orange County Racial Equity
Plan, Orange County Transit Plan, Parks Master Plan, all existing land use and small area plans, and a
summary of recently adopted municipal plans.This policy profile will be organized to provide a concise
summary of policy guidance provided by planning topic. It will identify the general direction of policies on
different topics and the document providing this direction.This document will serve as the baseline of
County policies for developing the new plan's policies.The Clarion team will work with County Staff to
identify which policy documents or sections of documents are still relevant. A draft will be provided for
staff review and comment. It will be shared with the Steering Committee and will be posted to the project
website for viewing by community residents.The link to this policy profile can be distributed widely
through the community with the explanation that it summarizes the foundational adopted policies that
this planning process will build upon.
Phase 2.2: Steering Committee Meetings#2-#5
The Clarion team will facilitate a series of Steering Committee meetings as follows:
• Meeting#2(virtual): Report on key findings from stakeholder interviews, provide update on
Current Policy Profile, and discuss approached for Community Engagement Window (CEW)#1
• Meeting#3 (virtual): Present final approach for CEW#1, discuss roles for Steering Committee
members at CEW#1, and provide early snapshot of trends and planning influences data
• Meeting#4(virtual): Present Current Policy Profile and provide preliminary CEW#1 findings
• Meeting#5 (virtual): Present final CEW#1 report, present New Issues and Opportunities Report,
share plan for briefing Planning Board and Board of County Commissioners
Task 2.3: Prepare Equity Database
Tate Consulting will work with Orange County Staff, and potentially the Office of Equity and Inclusion to
develop an "equity database"to include leaders, nonprofits, and allies in the underserved community that
have a stake in Orange County's future.These members of the community will be important allies in the
planning process and strategic outreach approaches can be taken to engage these community members
to ensure that the process is engaging the hardest to reach populations, including Black/African
American, Hispanic/Latino, LGBTQIA+, persons with disabilities, persons suffering from homelessness, and
other community members that have been historically disadvantaged.
Task 2.4: Community Engagement Window#1 (CEW#1)—Confirming Community Aspirations
The Confirming Community Aspirations community engagement window is focused on accomplishing
three objectives: testing and confirming critical planning issues to address in the plan, defining community
aspirations for Orange County in 2045, and sharing preliminary data and trends that have an impact on
the County's future. We recommend a two-phase community engagement approach that launches the
project with an in-person workshop and follows the workshop with virtual engagement analogous to the
workshop for a period of weeks. In addition, our proposed approach includes an optional series of
targeted meetings that can be used on an as needed basis throughout the project engagement windows
5 Orange County Comprehensive Land Use Plan
18
to engage harder to reach community members.These meetings would be led by Tate Consulting.
Steering Committee members can play a role as plan ambassadors at the workshop.
There are many tested activities that our team can leverage for this milestone.These include asset
mapping, individual or small group discussions to respond to key policy direction questions, places to
protect and change mapping activity, ranking aspects of community planning, "Did You Know?"trivia
questions about the County, idea walls, and other fun activities.Activities would be developed to ensure
that all learning from previous planning activities, namely the Strategic Plan, are considered and efforts
are not duplicated.
The Clarion team can provide advertising and publicity guidance to the County during this period to
maximize responses and track respondents to make sure targeted community members are participating.
This can include prepared social media content, a press release, and email content, as well as leveraging
the equity database through targeted eblasts and mailings.The team can also prepare a "meeting-in-a-
box" set of materials that would allow Steering Committee members, County leaders, and Staff to host or
present the materials at smaller community meetings and engage residents using a decentralized
approach.
Once the engagement window has closed,the Clarion team will prepare a report on the results of the
engagement window, including an assessment of how well community engagement objectives were
achieved.This report will include a summary of responses and verbatim documentation to provide a clear
and transparent report of the inputs received.This will build trust in the process and serve as an
important report for guiding development of the plan.
Task 2.5: Summary of New Issues and Opportunities
The Clarion team will prepare a succinct summary of new issues and opportunities based on vision and
policy themes generated from stakeholder interviews, Steering Committee discussions, and inputs
received through public engagement.This document will serve as the foundation for policy discussions
with County Staff, the Steering Committee,the Planning Board, and the BOCC that will guide development
of the new CLUP. First a County Staff review draft will be prepared and then a Steering Committee review
draft. Following these reviews,the Clarion team will finalize the document for sharing with the Planning
Board, Board of County Commissioners, and posting to the project website.
Task 2.6: Briefings to Planning Board and Board of County Commissioners
A briefing presentation will be prepared to share with the Planning Board and Board of County
Commissioners that summarizes the engagement efforts, analysis, and summary of new issues and
opportunities completed through Phases 1 and 2. Key findings from Phase 3 work,that is occurring
concurrently with Phase 2, will also be presented at this briefing.The Clarion team will coordinate with
County Staff to present these briefings at regularly scheduled meetings of the boards.The purpose of
these presentations is to brief the boards on the project status and findings and engage members in
discussion about the direction of the plan.
6 Orange County Comprehensive Land Use Plan
19
Summary of . Opportunities
Deliverables:
Clarion Team Respo7sibilities
• Current Policy Profile • Review and provide consolidated comments
• Materials for Steering Committee meetings on Current Policy Profile
• Community Engagement Window#1 • Review and provide consolidated comments
presentation and materials on meeting materials
• Summary of Engagement Window#1 Results • Coordinate logistics for meetings and events
• Summary of New Issues and Opportunities and distribution of materials
• Briefings to BOCC and Planning Board briefings • Publicize launch of project and Community
Engagement Window#1 opportunity
• Update project website • Monthly project management meeting
Committee• Steering
Community• ••
0 Planning Board and Board of County Commissioner Briefings
Schedule
Duration Months 2-6
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PHASE 3: EVALUATE PLANNING INFLUENCES
Concurrent with Phase 2, Phase 3 will evaluate the planning influences facing Orange County, including
documentation of how the community has changed since the 2030 Comprehensive Plan was developed
and projections for future population and growth.This assessment will build off the analysis conducted for
the Orange County Strategic Plan and other relevant County or partner agency analysis produced in the
last few years.The product will be a compendium "Fact Book"that will address the full range of planning
topics and can be used throughout the process.The Clarion Team and County Staff will work in
partnership to develop the Fact Book. Clarion will prepare the annotated outline for the report, strategy
for analysis, document drafting and formatting, and GIS analysis assistance as needed. County Staff will
prepare GIS maps and GIS analyses as guided by the Clarion team and review the staff review draft.The
Steering Committee will be briefed at monthly meetings on the outcomes of these analyses. Finally, a
community open house will share the findings of the Fact Book and solicit feedback on related policy
questions.
Task 3.1 Develop the Fact Book
This task documents the trends and conditions for a broad array of community planning topics along with
analyzing future planning influences that are important considerations for developing plan policies.This
"Fact Book"will include maps, charts, and tables of data that paint a complete picture of Orange County
and will leverage recent analyses prepared by the County and regional partners, including the Triangle J
Council of Governments.This Fact Book can either be prepared as a traditional technical report with
multiple sections or built as an ESRI Storymap organized to be more accessible to the broader community.
It will be presented to the Steering Committee and made available to the public through the project
website.This Fact Book will be developed as a series of specialized subtasks lead by Clarion team topic
experts.
Task 3.1.1:Analyze Sociodemographic Trends
The Clarion team will work with County Staff to identify and analyze the critical sociodemographic trends
that tell the story of the County's residents over time and will leverage other data analyses included in
7 Orange County Comprehensive Land Use Plan
20
other County plans. Racial, ethnic, age, and national origin diversity; household profiles including cost-
burdened status, household income by census tract, and poverty levels; and other data will be assessed
and depicted through easy to read charts and infographics.The H+T Index prepared by the Center for
Neighborhood Technology will be leveraged to show the combined effects of housing and transportation
costs on households in Orange County.
A map of"equity opportunity areas" will be identified that depict vulnerable communities that are low-
income, communities of color, are cost-burdened or have other equity challenges.The U.S. Center for
Disease Control's Social Vulnerability Index (SVI) can be leveraged to identify equity opportunity areas.
This map can be used in other assessments to identify overlapping conditions where equity plays a role in
determining future policy direction. Issues related to providing services to an aging population driven by
retirees and aging baby boomers will be addressed in this analysis.The Clarion team will prepare
population projections by evaluating multiple projection sources and will coordinate with County Staff to
ensure data used align with statistics provided in other County documents.
Task 3.1.2:Analyze Built Environment Conditions and Trends
Clarion and County Staff will work collaboratively to identify and analyze the critical built environment
conditions and trends.This includes map-based and tabular assessments of existing land use, zoning, and
building permit trends by type of use.This will address joint planning areas where the County shares or
has conveyed development review authority to the municipalities and identify "hot spot"future land use
areas that are receiving growth pressures or are targets for change.
Housing will be evaluated to identify patterns with respect to housing value,type of unit, and housing
asset mapping that shows areas that with and without proximate access to employment, shopping,
healthcare, and transit accessibility. Deed restricted affordable housing units will also be documented, if
data is available.
The analysis will also include future development suitability that identifies places that are not limited by
physical or regulatory constraints to development. An evaluation of buildout capacity under current
zoning regulations will be conducted to identify the County's development potential. Using the annual
development trends, an assessment of supply and demand of land for future types of development will be
assessed.This will serve as the basis for evaluating land use alternatives in Phase 4.
The Clarion team will work with the County's project manager and Director of Economic Development and
others identified by the County to identify employment opportunity sites within suitable areas for
development. If data is available, broadband service areas will be mapped to identify areas that are
underserved and will be considered in relation to equity opportunity areas.
Task 3.1.3 Analyze Natural Environment, Parks and Recreation, and Working Lands Conditions and Issues
Equinox will work to identify current environmental conditions and related issues that could include, but
would not be limited to, energy/sustainability initiatives, water quality, working lands/farmlands, parks
and recreation, and natural lands.An analysis of current policies, programs, plans, and mapping
information will tell the story of what conditions exist in Orange County and how the County is currently
addressing those conditions. An example of this analysis could include a review of the County's current
stormwater and flooding policies and ordinances to recommend improvements to best achieve the
intended results.Another example could be evaluating the County's prime farmlands and high-value
natural resource areas and analyzing the efficacy of the current level of land protection derived through
8 Orange County Comprehensive Land Use Plan
21
policy. These analyses will consider the equity opportunity areas (Task 3.1.1), which can be used as an
overlay upon environmentally sensitive areas and identify critical areas for focusing policy efforts.
Task 3.1.4: Identify Climate-related Vulnerabilities and Natural Hazards
Equinox will leverage the Orange County Climate Action Plan and the Eno-Haw Regional Hazard Mitigation
Plan to identify key acute and chronic climate-related vulnerabilities within the County.This includes
vulnerabilities to property, homes, emergency service facilities, hospitals, roads and transportation, and
community services. Near term, mid-term, and long-term potential climate changes using the NOAA
Climate Explorer Tool will be summarized.The results of the most recent Eno-Haw Regional Hazard
Mitigation Plan's critical facilities and loss estimations will be incorporated into this analysis.This will be
accomplished by pinpointing critical assets in the County and their vulnerabilities to threats from climate
change. It is important to identify indirect impacts as well, such as impacts due to interruption or loss of
services.These causes and indicators will be assessed and documented.
Task 3.1.5: Summarize Transportation Planning, Conditions, and Trends
The Clarion team will prepare a summary of relevant data and information pertaining to the County's
current and future transportation system.This effort will leverage transportation planning of the Triangle
Area Rural Planning Organization (TARPO), Burlington-Graham Metropolitan Planning Organization
(BGMPO), and the Durham-Chapel Hill Metropolitan Planning Organization (DHCH MPO) planning efforts.
The team will review existing plans, policies, and projects related to transportation, including the recently
completed 2022 Orange County Transit Plan.
Task 3.1.6: Evaluate Public Facilities and Services Conditions, and Trends
The Clarion Team will prepare an assessment of existing public facilities and services provided by the
County and partners (Orange County Schools and participating utilities). At a minimum,these services and
facilities will include public utilities, solid waste, public safety(Sheriff, fire, EMS), emergency management,
and libraries.This assessment will document existing facilities and services, capacities, and any plans for
enhancing or increasing levels of service. This will also include a mapped assessment of where facilities
exist in relationship to the equity opportunity areas identified in Task 3.1.1 and make initial
recommendations for future facilities and services needs to improve access to underserved populations.
Finally,this assessment will determine whether existing facilities and services are expected to adequately
support projected future growth.
Task 3.2:Steering Committee Meeting#6 (In-Person)
The Clarion team will facilitate a sixth in-person meeting of the Steering Committee to present the Fact
Book findings and identify related policy questions.
Deliverables:Summary of Phase 3: Evaluate Planning Influences
Clarion Team Responsibilities County Staff Responsibilities
• Materials for Steering Committee meetings • Prepare GIS analysis and maps for Fact Book
• Fact Book 0 Review and provide consolidated comments
• Update project website on Fact Book
• Review and provide consolidated comments
on meeting materials
9 Orange County Comprehensive Land Use Plan
22
Summary Phase 3:Evaluate Planning Influences
Deliverables: 7"JEW
Clarion Team Respo7sibilities County Staff Responsibilities
• Coordinate logistics for meetings and events
and distribution of materials
• Monthly project management meetings
. Steering Committee Meetings .4
Schedule
Duration Months 3-8
--------------------------------------------------------------------------------------------------------------------------
PHASE 4: DEVELOP PLAN
Phase 4 builds off the prior work completed and results in a new public review draft of the Orange
County Comprehensive Land Use Plan (CLUP).This new plan will include refined vision, goals, policies, and
implementation actions as well as a new Growth and Conservation Framework Map and categories to
guide development and conservation efforts. Community engagement windows#2 and#3 will engage
residents in discussions about policy choices and request reactions to the draft plan components.The
cumulative inputs from community engagement windows#142 along with the technical findings of Phase
3 will be the foundation for Plan development.
The specific chapters to be included in the Plan will be decided in partnership with County Staff and
Steering Committee to allow for development of the Plan concurrent with other work in Phases 2-4.The
Plan will address the full range of comprehensive plan topics,will include an executive summary, and will
also include historical background that explains the evolution of the County's cultural and policy context.
The Comprehensive Plan will be organized thematically and designed using a systems-based approach
that acknowledges and supports the linkages between planning topics, such as the importance of
environmental and rural character protection for economic development success. From the outset, the
Plan will be drafted to address equity in all aspects within the community, including environmental justice,
transportation access, access to affordable housing, access to jobs and job training, access to services and
shopping needs, and access to recreational and health amenities.
The Plan can also set out specific metrics for tracking Plan implementation over time. The
Implementation section can set out priorities for implementation or guide the Board of County
Commissioners as they make annual decisions for priority initiatives and projects to implement
considering available resources.
Task 4.1: Develop Draft Plan Framework,Vision, and Goals
The Clarion team will prepare a staff review draft of the draft Plan Framework(structure and organization
of plan) as well as new community vision themes and plan goals.The team will prepare revisions based on
staff feedback and prepare for review by the Steering Committee.
Task 4.2: Project Team Work Session—Growth and Conservation Framework
The County Staff team and the Clarion team will conduct a project team work session focused on the land
use framework for the County (i.e., the future land use map and classifications).This will be an in-person
full-day work session aimed at preparing 3-4 land use alternatives for project team consideration and
defining the future land use map and classifications that will guide future land development decisions.
10 Orange County Comprehensive Land Use Plan
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This collaborative effort will focus on the critical planning linkage between land use and transportation,
and will consider economic, resiliency, environmental, working lands, and equity issues that play a role in
shaping the community. Land use areas will be defined by placemaking priorities envisioned for each
unique area. Identification of new development standards needed or zoning changes required will be part
of the discussion. A SWOC (Strengths, Weaknesses, Opportunities, and Challenges) analysis will be
prepared for each of the 3-4 land use alternatives, with a particular emphasis on how equity is impacted
by land use alternatives and an evaluation of how well each alternative aligns with currently adopted
policies identified in Task 2.1.
Task 4.3: Development of Land Use& Development Recommendations Report
The Clarion team will compile the results of Task 4.2 into a report format for review by the project
Steering Committee.At Steering Committee meeting#8,the Committee will discuss the findings of the
report and be led through a facilitated full or small group discussion to identify the preferred aspects of
each alternative to include in the public review draft of the plan.
Task 4.4: Develop Plan Policies and Actions
The Clarion team will build off the previous tasks and develop a draft set of policies and implementation
actions for each plan chapter. We anticipate that this will include the full range of comprehensive planning
topics included in the RFP on pages 13-14.The organization of the policies, strategies, and actions will
follow the plan framework identified in Task 4.1.The Clarion team will evaluate the equity implications of
all policies and make recommendations to support vulnerable populations.Additional special policy
considerations are discussed below.
Task 4.4.1 Resiliency and Hazard Mitigation Policies, Strategies, and Actions
Equinox will identify policies, strategies, and actions that will be effective in reducing community
vulnerability to climate and non-climate related hazards. Strategies and actions related to land use are
especially relevant.These will guide recommended infrastructure investments and design standards,
community preparedness tactics, and emergency management and stormwater approaches.
Depending on the projected growth patterns throughout the County,there is a need to build resilience
into the growth strategy prior to new development occurring. Primary threats and types of considerations
also vary throughout geographic areas of the County so these may need to be tailored for specific areas.
As an example,the County may want to focus new affordable housing developments in areas that are less
exposed to hazards (such as flooding), while simultaneously locating in areas with other desirable
characteristics (such as access to transit and proximity to grocery stores). A series of policy statements and
implementation strategies and actions will be developed and located within each appropriate plan
chapter to reinforce these objectives.
Task 4.4.2 Transportation Policies, Strategies, and Actions
The Clarion team will develop transportation policies, strategies, and actions with a focus on the linkage
between transportation, land use, and equity, all of which is key to planning an accessible multi-modal
transportation network. Building from work in Task 3.2.5 and other tasks,the team will develop a set of
transportation policies, strategies, and actions to integrate land use and transportation, and future
community and economic development efforts.
11 Orange County Comprehensive Land Use Plan
24
Task 4.4.3 Environment, Recreation and Parks, Working Lands, and Open Spaces Policies, Strategies, and
Actions
Equinox will develop a series of policy statements, implementation strategies, and actions. Strategy and
action recommendations could include, but are not limited to: natural environment; working lands,
farmland, and food; sustainability; conservation; and parks and greenways/trails. Our team will work with
the County to ensure there is an equitable distribution of investments and strategies that serve all. If
strategies need to be communicated visually, maps may be employed to show future recreation,
conservation, and farmland strategies.An example of this could be a Farmland &Conservation Map
showing priority conservation areas and highlighting programs. Another example could be a Healthy
Community Map showing all existing and proposed recreation/greenway assets, highlighting regional
initiatives like the Mountains-to-Sea Trail, and indicating any new park and recreation strategies or
proposed investments.
Task 4.4.4 Land Use and Character Policies, Strategies, and Actions
The Land Use and Character policies, strategies, and actions will be developed to provide overall County
land use guidance as well as specific guidance to unique planning areas.The policies will describe land use
priorities that are supported by the community and identify strategies to support development of these
uses. Strategies and actions can also include incentives or new standards to support the development
forms envisioned for the County. Existing policy direction that is still relevant (identified in Task 2.1) will be
incorporated.
This section of the plan will also include the Growth and Conservation Framework map and categories
that will designate all lands within the County's planning and zoning jurisdiction.These categories will
define the general character, land uses, and general form of development envisioned in each area. Form
characteristics will be coordinated with transportation planning efforts to ensure that land use and
transportation policies are supporting the same character objectives.This will create a framework for any
necessary small area planning efforts that may be recommended for implementation through the plan,
including any updated needed to joint planning areas with municipalities.
This will be a collaborative team effort that will consider economic, environmental, and social equity
considerations to identify the most appropriate locations for different uses and types of character. Special
efforts will be taken to implement the guidance provided in the One Orange County Racial Equity Plan and
the County's Strategic Plan to respond to changing housing needs of BIPOC populations and persons
suffering from homelessness and those experiencing mental health conditions.This is also an opportunity
to support the County's current policies to promote development along existing public transportation
routes and support development of affordable housing near transportation facilities and jobs.
Opportunities to advance the County's economic development and tourism objectives will also be core
considerations for defining land use and character areas.
Language in the plan will link policy guidance to applicable zoning in the County's Unified Development
Ordinance. It will also include recommended updates to the ordinance that result from planning process
outcomes.
12 Orange County Comprehensive Land Use Plan
25
Task 4.4.5 Public Facilities and Services Policies,Strategies,and Actions
The Clarion Team will prepare a set of policies, strategies and actions for the public facilities and services
provided by the County and partners (Orange County Schools and utility partners).This plan direction will
address the need for additional public facilities and services to serve future populations,the equitable
geographic distribution of facilities and services, and other policy direction that is supported by the
community. Some of the policies, strategies, and actions will be suggested for the County's partners to
assist with achieving countywide goals.
Task 4.5:Steering Committee Meetings#7-15
The Clarion team will conduct a series of Steering Committee meetings to share and receive feedback on
the draft plan components and coordinate on public engagement efforts.The plan policies and actions will
be divided into separate modules to allow for easier review.These meetings include:
• Meeting#7(virtual): Discuss draft Plan Framework, Vision Themes, and Plan Goals
• Meeting#8(in-person): Discuss Land Use & Development Recommendations Report and
approach for sharing the preferred growth framework with the community
• Meeting#9: (virtual): Discuss module#1 of draft policies and actions
• Meeting#10(virtual): Discuss module#2 of draft policies and actions and role of Steering
Committee members at CEW#2
• Meeting#11 (virtual): Discuss module#3 of draft policies and actions
• Meeting#12 (virtual): Share results of CEW#2 and discuss related edits to plan content
• Meeting#13 (virtual): Share Public Review Draft of plan and discuss role of Steering Committee
members at CEW#3
• Meeting#14(virtual): Debrief on CEW#3 and discuss interim feedback
• Meeting#15 (virtual): Share final CEW#3 findings and discuss corresponding edits to the plan
Task 4.6: Community Engagement Window#2—Testing Growth and Conservation Framework
The Clarion team will prepare for and facilitate a public open house to present the draft Growth and
Conservation Framework and corresponding land use classifications and provide engagement activities to
seek responses to the draft approach. Steering Committee members can play a role in presenting the
Growth and Conservation Framework to participants.The public open house materials can be prepared to
circulate to different locations in the County during the two month window and collect responses through
an online portal. A presentation of the Growth and Conservation Framework can be recorded and placed
as a video on the County's website to showcase this information in a user-friendly format. Like CEW#1,
the Clarion team can provide publicity materials for the County to distribute to local media sources,
partner agencies, and listservs.
Task 4.7: Briefings to Planning Board and Board of County Commissioners
Two rounds of briefing presentations will be prepared to share with the Planning Board and Board of
County Commissioners to summarize community engagement efforts,the draft Growth and Conservation
13 Orange County Comprehensive Land Use Plan
26
Framework, and status report on drafting of the plan.The Clarion team will coordinate with County Staff
to present these briefings at regularly scheduled meetings of the boards.The purpose of these
presentations is to brief the boards on the project status and findings and engage members in discussion
about the direction of the plan.
Task 4.8: Prepare Public Review Draft of Comprehensive Land Use Plan
The Clarion team will prepare a professionally designed, highly graphic public review draft of the
Comprehensive Land Use Plan. Special focus will be made on highlighting key vision themes, such as
equity,that guided plan development.
Task 4.9: Community Engagement Window#3—Unveiling of Draft Plan
The Clarion team will prepare for and facilitate a public open house to present the draft Comprehensive
Land Use Plan. Engagement activities will provide opportunities for participants to provide feedback on
the draft plan goals and actions and the final Growth and Conservation Framework map. Steering
Committee members can play a role in presenting the draft plan to participants.The public open house
materials can be prepared to circulate to different locations in the County during the two month window
and collect responses through an online portal. A presentation of the Public Review Draft of the
Comprehensive Land Use Plan can be recorded and placed as a video on the County's website to
showcase this information in a user-friendly format. Similar to CEWs#1-#2,the Clarion team can provide
publicity materials for the County to distribute to local media sources, partner agencies, and listservs.
Summary of Phase 4: Plan Framework
Deliverabl
Clarion Team Responsfbirities County Staff Responsibilities
• Staff,Steering,and Public Review Drafts of • Review and provide feedback on draft plan
Comprehensive Plan elements
• Presentation materials for Steering Committee 0 Coordinate logistics for meetings and public
meetings events and distribute materials
• Public engagement materials for Community • Participate at public engagement events
Engagement Windows#2-#3 • Publicity and advertising for Community
• Summary of Phase 4 Public Input Results Engagement Window events
• Briefings to BOCC and Planning Board • Monthly project management meetings
• Updates to project website
• Steering Committee
• • - d •4
• Planning Board and Board of County Commissioner Briefings(2 sets of meetings)
Schedule
Duration:Months 9-20
PHASE 5: ADOPT PLAN
The final phase of work will support adoption of the updated Orange County Comprehensive Land Use
Plan.This includes two adoption hearings with the Planning Board and the Board of County
Commissioners to review, discuss, and adopt the Comprehensive Land Use Plan.
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Task 5.1: Finalize Public Hearing Draft of Comprehensive Land Use Plan
Following Task 4.9, the Clarion team will prepare a public hearing draft of the new Comprehensive Plan to
be shared with the Planning Board and Board of County Commissioners. This draft will be shared with staff
for review and comment prior to transmitting to the boards.
Task 5.2:Steering Committee Meeting#16(in-person)
The Clarion team will facilitate the final meeting of the Steering Committee to present the public hearing
draft of the Comprehensive Land Use Plan.This can be a celebratory event to show gratitude for all the
work and support the Steering Committee has provided.
Task 5.2: Public Hearings with Planning Board and Board of County Commissioners
The Clarion team will prepare materials for and facilitate up to two public hearings with the Planning
Board and/or Board of County Commissioner with the aim of plan adoption.
Task 5.3: Finalize the Adopted Comprehensive Plan and Transmit All Final Files to County Staff Team
Upon final adoption of the plan and transmittal of the final adopted changes by the County's Project
Manager, the Clarion team will finalize the adopted version of the plan and transmit all files to County
staff.
Summary of Phase 5:Adopt Plan
Deliverable
Clarion Team Responsibilities - ..
nsibilities
• Public Hearing Draft of Plan • Coordinate Scheduling of Public Hearings
• Final Adopted Comprehensive Land Use Plan • Publicity and advertising for adoption
and Transmittal of Final Source Files meetings
• Updates to project website • Monthly project management meetings
PublicAdoption
Schedule
Duration Months 21-26
--------------------------------------------------------------------------------------------------------------------------
Project Management Protocols
The following project management protocols will guide Project Team work.
1. A member(s) of the County Staff will be the main point of public contact for the project.The
Clarion Team will refer direct communications from the public, appointed or elected officials
to County Staff. Exceptions include communications regarding development of the Equity
Database and affiliated community engagement communications necessary to complete work
by the Clarion Team, and communications with stakeholders interviewed during Phase 1.
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2. The Clarion Team and County Staff will work as a team throughout the project. Project
management issues that arise during the project will be dealt with quickly through a
conference call or face-to-face meeting to keep the process moving.
3. Clarion Associates will provide project management for the overall project and will be
responsible for management of the consultant team. Leigh Anne King will be the Project
Director and Emily Gvino will be the Project Coordinator for the Clarion team. Both will attend
project management meetings.
4. County staff will be responsible for project coordination tasks throughout the process,
including: providing relevant reports, data, and documentation to the Clarion team; reviewing
and providing a consolidated set of comments for staff review drafts of work products;
publicizing and arranging public meetings; and scheduling/arranging workshops in
coordination with any local partner organizations.
5. The County and/or local partner organization will coordinate, arrange, advertise, and host all
public meetings, community group presentations, workshops, and study sessions.The Clarion
team will provide content and facilitate the meetings, workshops and events as noted in the
Scope of Services. Stakeholder interviews will be scheduled by the Clarion team. In-person
interviews will be conducted as part of the Phase 1 kickoff week and virtual interviews will be
provided for those that cannot attend in-person.
6. Public engagement reporting will leverage the quantifiable functionality of the online public
engagement software's dynamic reporting features. Efforts will be made to reduce open-
ended questions that require extensive review and theming. Extensive open-ended comment
review and theming may require additional budget.
7. The Clarion team will provide digital files of all documents and products to the County in the
format in which they were created and, if different, in a format suitable for posting on the
County website and for printing paper copies, such as Adobe PDF.
8. County staff will provide a single, consolidated set of comments in electronic format for all
staff review drafts of deliverables. All comments will be reviewed by County staff to resolve
any inconsistencies and provide clear direction. If possible, changes will be provided using
track-changes or similar digital comment format.Additional rounds of reviews will require
additional resources, not including minor adjustments to finalize the deliverable.
9. The Clarion team will review and theme work product comments provided by the Steering
Committee and prepare a record of Steering Committee meeting outcomes to document
project progress over time.The Clarion team will also prepare themes from public
engagement inputs and create summaries of these themes.
10. The project budget is an estimate of how project costs are allocated among phases of work.
The Clarion team will not exceed the total contract amount without the express approval of
the County.
11. Clarion will bill monthly for services rendered. The County's project manager will review and
approve Clarion Associate's monthly invoices,which will include all work covered by the
16 Orange County Comprehensive Land Use Plan
29
Clarion Associates team.Any questions or issues related to the monthly invoice will be dealt
with quickly through a conference call with Clarion Associates and the County's Project
Manager.The County will pay invoices within 30 days of receipt.
12. The County will not hold the Clarion Associates team responsible for schedule delays that are
the result of circumstances or events beyond the control of the Clarion Associates team.
Project Schedule
The Comprehensive Plan will be developed using the following project schedule.
2023 2024 2025
PROJECT MONTH 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26
Phase 1:Launch
Project
Phase 2:Identify
New Issues& VI VI CEW1 VI ;
Opportunities
Phase 3:Evaluate
Planning Influences
Phase 4:Develop 'A CEW2 IP \1 VI CEVV3 CVI VI VI CEVV4 VI VI
Plan PE PB
_.
SC16 CC
Phase 5:Adopt Plan ` "
Engagement Windows
CEW#2:Testing
ConservatIon
Fiamevvoilk
of Draft Plan
Steering Committee(In-Person)
Steering Committee(Virtual)
Steering Committee(CEW Attendance)
Planning Board
=• Board of County Commissioners
17 Orange County Comprehensive Land Use Plan
30
Project Cost
ORANGE COUNTY, NC PAY SCHEDULE
Phase 1 Launch Project (Month 1) Phase Total: $ 26,405
1.1 Nckoff Meeting with County Staff Planning Team $ 4,470
1.2 Kickoff Meeting with Steering Committee $ 4,395
1.3 Stakeholder Interviews $ 10,080
1.4 Reconnaissance Trip with County Staff Team $ 1,885
1.5 Develop Project Management Plan $ 2,515
1.6:Collect and Inventory ArcGIS Data,Policy Documents,and Relevant Studies $ 520
1.7:Develop Public Engagement Branding $ 870
Project Management Meetings $ 255
Total Travel $ 1,415
Phase 21 dent if y N ew I ssues and Opport u n it ies(M ont hs 2-6) Phase Total: $ 34,794
2.1 Develop Current Policy Profile $ 6,780
2.2 Steering Committee Meetings#245 $ 3,495
2.3 Prepare Equity Database $ 3,140
2.4:Com m unity Engagement Window#1:Conf irm ing Com m unity Aspirations $ 11,400
2.5 Summary of New Issues and Opportunities $ 2,895
2.6 Briefings to the Planning Board and Board of County Commissioners $ 5,160
Project Management Meetings $ 1,020
Total Travel $ 904
Phase 3:Eva IuatePlan ningInfIuences(Months3-8) Phase Total: $ 19,548
3.1 Develop the Factbook $ 15,440
3.2 Steering Committee Meeting#6 $ 1,035
3.3 Briefings to Planning Board and Board of County Commissioners $ 2,040
Project Management Meetings $ 765
Total Travel $ 268
Phase 4:Develop Plan (Months9-20) Phase Total: $ 75,807
4.1 Develop Draft Plan Framework,Vision,and Goals $ 4,790
4.2 Proejct Team Work Session-Growth and Conservation Framework $ 9,620
4.3 Development of Land Use&Development Recommendations Report $ 3,350
4.4 Develop Plan Policies and Actions $ 13,060
4.5 Steering Committee Meetings#7-15 $ 10,600
4.6 Community Engagement Window#2-Testing Growth and Conservation Framework $ 10,960
4.7 Briefings to Planning Board and Board of County Com missioners(2 briefings) $ 4,080
4.8 Prepare Public Review Draft of Comprehensive Land Use Plan $ 5,640
4.9 Community Engagement Window#3-Unveiling of Draft Plan $ 8,880
Project Management Meetings $ 3,060
Total Travel $ 1,767
Phase 5:Adopt Plan(Months 21-26) Phase Total: $ 16,379
5.1:Finalize Public Hearing Draft of Comprehensive Land Use Plan $ 4,440
5.2:Steering Committee Meeting#16 $ 2,475
5.3:Public Hearings with Planning Board and Board of County Commissioners $ 6,690
5.4:Finalize the Adopted Comprehensive Plan and Transmit All Final Files to County $ 850
Staff Team
Project Management Meetings $ 1,020
Total Travel $ 904
Konveio Public Engagement Platform License $ 2,270
Budget for Targeted Public Engagement Meetings $ 13,000
GRAN D TOTAL $ 188,204
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Year-To-Date Budget Summary
Fiscal Year 2022-23
Fund Budget Summary Grants Fund
Original Budget Revenue $474,802
Interfund Transfer Revenue $87,786
Fund Balance Appropiation
Total Original Budget $562,588
Additional Revenue Received Through
Budget Amendment#9-a (May 16, 2023)
Grant Funds $2,285,900
Non Grant Funds
Additional Interfund Transfer Revenue $238,204
Additional Fund Balance Appropriation
Total Amended Budget $3,086,692
Dollar Change in 2022-23 Approved Budget $2,524,104
% Change in 2022-23 Approved Budget 531.61
Authorized Full Time Equivalent Positions
Original Approved Full Time Equivalent Positions (includes
Permanent and Time Limited) 5.000
Changes to Full Time Equivalent Positions 0.000
Amended Approved General Fund Full Time Equivalent
Positions 5.000
Total Approved Full-Time-Equivalent Positions for Fiscal
Year 2022-23 5.000