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HomeMy WebLinkAboutAgenda 10-10-2023; 6 - Greene Tract Community Engagement Proposal 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 10, 2023 Action Agenda Item No. 6 SUBJECT: Greene Tract Community Engagement Proposal DEPARTMENT: County Manager ATTACHMENT(S): INFORMATION CONTACT: Travis Myren, 919-245-2308 Various Documents and Timeline Cy Stober, 919-245-2592 Information Referenced Below Available at: https://www.orange coun tyn c.go v/3070/ Greene-Tract AND https://storymaps.arcgis.com/stories/4e c6342dfOf64426912a 72a 786f26c63 PURPOSE: To provide a historical perspective on engagement activities related to the development of the Greene Tract and to discuss a new community engagement proposal to inform the site design process. BACKGROUND: The Greene Tract is located east of the Rogers Road community within the Town of Chapel Hill's extra-territorial jurisdiction (ETJ). Of the 164-acre parcel, 104 acres is jointly owned by Orange County/Chapel Hill/Carrboro, and 60 acres is owned by Orange County (Headwaters Preserve). Over the last 20+ years, the three jurisdictions have invested significant resources to identify and support the goals for the Greene Tract as a resource for the Rogers Road community and the residents of the two towns and Orange County, all of which can be found on the County's dedicated Greene Tract project page and dynamic StoryMap, but featuring the following: - In 2006, the Town of Chapel Hill initiated and led a Rogers Road Small Area Plan Task Force with the Greene Tract partners, resulting in a final report in March 2009; - In 2012, the Historic Rogers Road Neighborhood Task Force led its own small area planning efforts, resulting in a final report in September 2013; - In July 2015, the Jackson Center co-led the Mapping Our Community's Future Report with the Historic Rogers Road Community, which was completed in May 2016; - In June 2016, Orange County purchased 60 acres for preservation from the Solid Waste Enterprise Fund ("Headwaters Preserve"); - At the 2016 Assembly of Governments (AOG) Meeting, a suggestion was raised to ask the elected officials of the three jurisdictions to participate in discussions on the Greene Tract; 2 - In 2017, staff examined a potential reconfiguration of the jointly-owned tract and the County-owned tract for the purposes of environmental preservation, potential affordable housing development, and a possible school site; - Between 2018 and 2019, the three jurisdictions considered multiple iterations of a joint resolution for the development of the Greene Tract and accompanying Conceptual Plan; - Between 2019 and 2020, the three jurisdictions discussed and approved the Greene Tract Resolution for a Path Forward and Interlocal Agreement, identifying land use acreages for the Greene Tract, initiating staff to seek professional services to conduct an environmental assessment, and initiating the drafting of an Interlocal Agreement between the three jurisdictions to provide a decision-making process for the three jurisdictions moving forward; In April 2020, Orange County contracted with SynTerra to complete the Greene Tract Environmental Assessment, to be delivered in July; In 2021, the Interlocal Agreement (ILA) between Orange County and the Towns of Carrboro and Chapel Hill Regarding the Current and Future Use of the Jointly Owned Greene Tract was executed by all three parties. Among other commitments, it directed staff from all three jurisdictions to work in good faith to "develop a work plan that includes, among other things, a decision point timeline regarding development" of the Greene Tract; and In November 2021, the three local governments adopted a resolution approving a conceptual plan, which identified land uses and acreages to be used as schematic for future planning purposes, including the development of a Master Plan. The 45 acres with frontage on Purefoy Drive and Lizzie Lane were identified for "Development" and the 16 acres with frontage on Merin Road were identified as"Public School and Recreational Site". In January 2023, a staff work group operating at the direction of this ILA identified the need to separate the master planning needs for the Greene Tract into professional design services and community engagement services, allowing trained professionals to focus on the respective deliverables and allowing the planning staffs to coordinate their efforts. This will allow the community engagement efforts to focus on a shared vision and mission for the design professionals to utilize in their delivery of a master plan that recommends development footprints, designs, and intensities for this acreage, also as directed by the 2021 Greene Tract ILA. The staff is currently reviewing Statements of Qualifications for the design services, and anticipate an award of contract forthcoming. Request For Proposals (RFP) Process of Evaluation In June 2023, Orange County issued a Request for Proposals (RFP) to identify a qualified consultant to provide Community Engagement Services for the Greene Tract Master Plan on behalf of Orange County and the two Towns. Four qualified proposals were received and evaluated by the proposal review committee composed of Orange County, Town of Chapel Hill, and Town of Carrboro Planning staff. The committee evaluation was based on the following criteria: 3 Criteria Maximum Point Value 1. Consultant experience as it relates to the scope of services of 15 the RFP and project deliverables 2. Technical approach to the project, proposed tasks, and 20 timeline to complete work 3. Project Organization 15 4. Consultant's capability and capacity to perform project 10 5. Community Engagement Strategy 20 6. Total cost of proposed services 20 Total 100 Based on the proposal evaluation process, the review committee unanimously recommends Gensler for contract award. Gensler is a nationally-recognized land planning and community engagement consulting firm with a Raleigh office dedicated to the North Carolina Piedmont that supports 45 staff. Gensler features the Gensler Research Institute, which explores equitable design solutions to create diverse spaces for clients and communities. Gensler is being supported by VHB on this project, utilizing VHB's prior experiences in working with both towns and the county on varied planning projects, most recently a Traffic Impact Analysis for St. Paul's Village, located at the intersection of Rogers Road and Purefoy Drive. Summary of Project Scope and Approach The Gensler and VHB proposal is intended to assist Orange County, the Town of Carrboro, and the Town of Chapel Hill with community engagement services to coordinate and manage the community engagement strategy for the development of the Greene Tract Master Plan. Community engagement efforts will be a central component to the master planning process and will encompass innovative and inclusive community engagement initiatives, focusing on underserved communities and communities of color. All services on behalf of the Greene Tract must be consistent with the "mutual promises and obligations" for "Public Participation and Decision-Making" established by the 2021 Greene Tract ILA, including commitments to Public Engagement, Affordable and Mixed Income Housing and other uses, a School Site with Public Recreation, Connectivity, and a Development Agreement. The project features a 16-month timeline, with 12 months dedicated to direct public engagement. Over this timeline, Gensler and VHB will use a four-phased approach to provide these services to the Greene Tract partners: o Phase A: Planning & Strategy, featuring an Engagement Strategy and Communications Roadmap, and a Planning Report that includes Site Visit findings, a Community Asset Map, and initial interview findings; o Phase B: Engagement Implementation, featuring more in-depth interviews, listening sessions, a public survey, design workshops, community event tabling, and community walk and talks; 4 o Phase C: Synthesis & Initial Design Recommendations, featuring an Insights Summary and Guiding Principles and an Oral Histories Temporary Installation; and o Phase D: Design Alignment & Ongoing Outreach (in coordination with the design services consultant) featuring final design workshops, an open house, and a Final Recommendations Report and Master Plan Report 2021 Greene Tract ILA Community Engagement Commitments The 2021 Greene Tract ILA has a section on Community Engagement that makes the following commitments: • The public engagement contemplated in this Agreement shall occur jointly. The Parties shall not engage in individual staff or individual governing board public engagement. • The Parties' staffs shall consult with affordable housing stakeholders to seek input regarding preferred sites, special needs, connectivity, and any other information relevant to the ultimate selection of the site(s) for affordable and mixed income housing. • The Parties' staffs shall consult with school administration to seek input regarding preferred sites, special needs, and any other information regarding the ultimate selection and/or size of the site. Project Steering: The proposal includes a project steering committee but does not prescribe the composition of the Steering Committee. The parties would need to agree on the composition of the Steering Committee. The role of the Committee is to review draft work products and provide feedback; provide guidance to the consultant team on the community engagement strategy; and serve as a liaison between this consultant and the consultant selected for the Master Plan Design services. The Committee will meet with the consultant monthly through most of the planning process. Project Presentation: The consultant will be required to make in-person presentations on the Community Engagement Summary Report to the Greene Tract and Rogers Road community, the Managers, Mayor, and Chair(MMC) committee, and the Orange County Board of Commissioners, Carrboro Town Council, and Chapel Hill Town Council. The elected bodies will receive and review the report, in conjunction with the final design of the master plan, and may take action to receive or adopt the report and plan. Based on the cost of the initial proposal, staff asked the consultant to develop an lower cost option that does not include some of the direct engagement services identified in the initial scope of work, including eight (8) Listening Sessions, six (6) Community Walk and Talk sessions, Tabling and Participation at four (4) Locally-Held Community Events, and an Oral History Installation. These services are collectively valued at $39,900. Additionally, an optional $50,000 is proposed in the scope of work as stiped funds to support direct volunteer involvement by community members in the project, including participation in outreach events and on any committees required by the process. If all of those elements are eliminated, the savings totals $89,900. FINANCIAL IMPACT: Gensler's consulting cost proposal to complete the Greene Tract Master Plan Community Engagement Services as presented in the scope of work is $360,000. Pursuant to the 2021 Greene Tract ILA, Orange County shall be responsible for $154,800 (43%) of these costs, being reimbursed by the Town of Chapel Hill and the Town of Carrboro for $154,800 (43%) and $50,400 (14%), respectively, of the total associated costs with this project. The omission of the direct community engagement services and the community stipend budget results in a consulting cost of $270,100 to support the consultant in this reduced scope of work. 5 Pursuant to the 2021 Greene Tract ILA, Orange County shall be responsible for $116,143 (43%) of these costs, being reimbursed by the Town of Chapel Hill and the Town of Carrboro for $116,143 (43%) and $37,814 (14%), respectively, of the total associated costs with this project. 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 discuss the community engagement proposal.