Agenda - Planning Commission - 08/01/2013

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of assistance from City Staff Benefits: This process balances an open, transparent, and collaborative process with a well defined structure that is developed by participants rather than the City or a facilitator. Following the initial Scoping Meeting, Staff can report back with a better estimate of time and costs based on an agenda prepared by the Study Group. With a slightly more structure approach to the Open Space Technology concept, Staff estimates that this process would be slightly shorter than said approach. Drawbacks: This process will require that the initial Scoping Meeting be completed before a more concrete estimation of costs and timelines when compared to a traditional, structured Study Group. It is estimated that this process will be a slightly longer timeframe that the traditional, structured process, consisting of possibly one (1) to two (2) additional meetings. Estimations: five (5) to seven (7) meetings, two (2) to three (3) months with a consultant (cost: $5,000, some Staff time), two (2) to three (3) months internally (cost: significant Staff time). Staff estimates that this cost could be reduced slightly if the balance of Staff time and consulting services were amended. A change to the estimated balance would require that the process is delayed to the winter months due to current service level demands for Staff time. Recommendation: Staff recommends a hybrid approach of a traditional, structured Study Group that includes certain elements that were included in the OST process for the 2030 Comprehensive Plan Update. Staff would also recommend approving a Work Order for consulting planning services to assist with the technical aspects of the process while allowing Staff to facilitate the process itself. Funding Source: If a consultant is utilized to assist with portions of the group, Staff would recommend the Economic Development Authority (EDA) Professional Services accounts 6249. Council Action: Motion to direct Staff to begin preparations for Study Group based on the suggested Hybrid Process -AND- to direct Staff to bring a list of participants for the Study Group at a future City Council Meeting. Traditional Structure Process Alternative Collaborative Open Space Technology Alternative Hybrid Alternative Alternative Comparison Matrix Site Concepts Cost Benefit Comparison Chart Copy of June 11, 2013 City Council Case Attachments Form Review Inbox Reviewed By Date Patrick Brama Patrick Brama 07/03/2013 01:59 PM Kurt Ulrich Kurt Ulrich 07/03/2013 02:16 PM Form Started By: Tim Gladhill Started On: 06/27/2013 09:59 AM Final Approval Date: 07/03/2013