HomeMy WebLinkAboutItem 5a. 2023-25 CHC Goal Setting and Financial Plan Process
CULTURAL HERITAGE COMMITTEE AGENDA REPORT
SUBJECT: 2023-2025 CULTURAL HERITAGE COMMITTEE GOAL SETTING AND
THE FINANCIAL PLAN/BUDGET PROCESS
BY: Brian Leveille, Senior Planner
Phone Number: 805-781-7166
Email: bleveille@slocity.org
1.0 RECOMMENDATION
Review the 2021-2023 Cultural Heritage Committee goals, take public testimony, and
identify Committee goals and work program items for the 2023 -2023 Financial Plan.
2.0 BACKGROUND
Every two years the City adopts a budget and financial plan. To prepare for the budget
process, all City departments and advisory bodies are asked to identify their goals and
major work programs for the next two years. The City Council then uses this information,
along with public comment and other input to set community priorities and allocate
resources to accomplish the most important City goals.
Advisory body members are involved in the goal setting process to provide important input
as representatives of the community, with special expertise and experience working
locally within their specific area of representation. Below are some key points to consider
as the City embarks on the goal-setting process:
1. The Council is seeking advisory body input focused on the purview of the advisory
body, but is also interested in input on other issues important to the community.
2. Advisory body input is highly valued by the Council and the staff.
3. Goals can include completing projects from a previous work program.
4. Identifying priorities implies recommending fewer rather than more goals to the
Council. The CHC should recommend only those activities that can reasonably be
accomplished in the two-year budget period and can reasonably be accomplished
with limited resources.
2.1 Objective
This is a public process and citizens are encouraged to contribute. Tonight’s meeting will
result in two items: 1) a list of CHC goals and implementation programs; and 2) a letter
from the CHC Chair to the City Council outlining recommended goals and programs, and
if necessary, requesting resources for specific activities (staff will prepare the letter for the
Chair’s signature).
Meeting Date: 10/24/2022
Item Number: 5a
Time Estimate: 45 minutes
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Item 5a
2023-2025 Budget Goal Setting Advisory Body Input
Cultural Heritage Committee Report – October 24, 2022
2.2 Current Recommended Goals: 2021-2023
Provided below are the goals the CHC recommended during the 2021-2023 budget cycle:
1. Contributing Historic Properties list - Evaluate the existing Contributing properties
list to determine if certain properties should be re -evaluated and potentially
removed from the historic properties list.
2. Historic Significance Criteria - Complete an update of the Historic Preservation
Ordinance historic property significance criteria to include considerations of
Diversity, Equity and Inclusivity.
3. Provide public information (website, publications, brochures, etc.) - to increase
public awareness of the Historic Preservation program and include information and
resources on the criteria and potential for a neighborhood to form a new historic
district and to add properties to the Contributing and Master List of Historic
resources. Information and resources will include guidance and supporting
documents from the City’s Historic Preservation Program.
3.0 DISCUSSION
In discussing goal setting for the upcoming financial plan, the CHC should consider the
current effort towards completion of the preliminary phase of an update to the City’s
Historic Resources Inventory update (Attachment A, RFP). Since this effort sets the future
direction for a potential comprehensive update of the City’s Historic Resources Inventory
which the CHC has previously requested in previous goal setting discussions, staff
recommends continuing the focus on the update of the City’s Historic Resources
Inventory. At the meeting, staff will provide an update on the selected consultant for the
preliminary phase and next steps in the project. Based on discussions at the September
26, 2022, CHC meeting, appointment of a subcommittee to participate in the preliminary
phase effort is also on the agenda.
3.1 Future Recommended Goals: 2023-2025
As the City begins the 2023-2025 financial planning and budget cycle, the CHC has the
opportunity to review their current goals, update them as necessary, and identify any new
goals, programs and/or project.
Goal Setting Process
At the meeting, staff will provide a brief presentation introducing the budget process,
advisory body role, and status of previous recommended goals. Staff, advisory bodies,
and Council members are now preparing for the next Financial Plan cycle: 2023 -2025.
During past goal-setting sessions, the CHC has generally followed the steps outlined
below.
1. Review and understand the goal-setting and Financial Plan/Budget process.
2. Evaluate previous goals and work programs. Determine which goals and programs
were accomplished and can be deleted or ones that no longer reflect the aims of
the CHC.
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Item 5a
2023-2025 Budget Goal Setting Advisory Body Input
Cultural Heritage Committee Report – October 24, 2022
3. Determine which goals or programs have not been completed and should be
carried forward.
4. Identify new goals or programs for possible inclusion in the work program.
5. Prioritize the goals and programs, based on the CHC’s goals, community needs
and input, opportunities, or special or urgent conditions; and
6. Identify activities which may require additional resources to accomplish, including
special funding for specific survey, tasks or consultant work (i.e. historic inventories
or research), construction or other implementation costs, additional staff time, etc.
This may include references to possible community partnerships or outside funding
sources.
The Committee will establish goals for the next two years and identify three to five key
tasks or programs it intends to complete in the period. The Committee should discuss
how these goals and activities relate to important Council goals and at the same time,
consider the fiscal context for the goal-setting process, including resources needed to
accomplish the task.
3.2 Next Steps
Advisory body goals are due by December 15, 2022. All advisory bodies will receive a
consolidated listing of all recommended advisory body goals. This provides an opportunity
to review what other advisory bodies see as high community priorities. The Council will
receive the final report with all advisory body recommendations before they begin the
goal-setting process in January 2023.
4.0 ATTACHMENTS
A – RFP for Preliminary Review and Recommendations for the Historic Inventory Update
project.
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Request for proposals for City of San Luis Obispo preliminary assessment and resource requirement
estimates in preparation for upcoming Historic Resource Inventory Update
The City of San Luis Obispo is requesting proposals for recommendations and estimated resource needs
for an anticipated comprehensive update of the City’s Historic Resource Inventory. Please provide
qualifications and a proposal via email to Senior Planner, Brian Leveille at: bleveille@slocity.org by 5:00
p.m. on October 14, 2022. Please email or contact by phone at 805-781-7166 with any questions.
Scope of Work
• Complete a review of the City’s current Historic Resource Inventory, Historic Context Statement,
and related provisions of the Historic Preservation Ordinance.
• Conduct meetings with City staff and the Cultural Heritage Committee ad hoc committee
• Provide a final report including recommendations for an improved process to identify the City’s
historic resources and prioritize their significance.
• The draft report should provide the following information from this review and evaluation:
- Major deficiencies with the current list and the most important priorities to examine
in the future work effort to bring the inventory and any related historic ordinance
provisions into consistency and up to date.
- Current best practices at other jurisdictions with historic lists and Certified Local
Government status and steps the City of SLO should take to be consistent.
- Assess and make recommendations on how the City should approach and consider
possible amendments to the program’s current two category resource designations
(Contributing and Master List) within the context of the City’s Historic Districts.
Provide recommendations on how the City could examine the meaning of the
Contributing designation within the City which are also classified as individual
resources versus how the Contributing designation is typically applied in other
jurisdictions (applied solely as contributors to Districts).
- Include recommendations for incorporation of new technologies (e.g., cell phone
app for window surveys, GIS, crowd sourcing).
- Include any recommendations on how the City can integrate tribal resources
- Identify opportunities and best practices for training and use of community
volunteers to assist with the effort and include recommendations on the
appropriate level of oversight and management that is anticipated to be needed by
qualified historic experts and City staff.
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- Based on all recommendations, provide an assessment of the resources needed and
anticipated cost of a future work effort to complete the Historic Resource Inventory
Update Project.
Staff and Cultural Heritage Committee collaboration
• As noted in the schedule below there is one anticipated public meeting (in person) with the
Cultural Heritage Committee and CHC ad hoc subcommittee meetings are anticipated (in person
or virtual option).
• Senior Planner Brian Leveille is the staff CHC liaison responsible for the project and will be the
main point of contact for the effort. Brian Leveille will be assisting in all phases of the effort
including ad hoc committee communication, consultant and City staff communication, meeting
preparation and presentation, providing resources for the effort, background, etc.
Public Hearings
• One public hearing with the Cultural Heritage Committee to discuss the draft recommendations.
This will be an opportunity to receive feedback and to make any needed revisions in the final
report.
Schedule
• Proposals due October 14, 2023 (A summary proposal, letter, or memorandum is acceptable as
the contract amount for this effort does not require a formal bid/proposal review and selection
process).
• Contract awarded October 21, 2023
• Initial meetings with City staff (virtual or in person) – week of Oct. 24-28, 2023. There is also
ongoing staff availability to provide resources and provide feedback. Additional meetings can
be arranged as needed and as budget allows.
• CHC subcommittee meeting (virtual or in person) – one to two meetings or as needed and as
budget allows.
• Draft report/recommendations by January 6, 2023, in advance of the January 23, 2023, CHC
meeting.
• Complete final report by February 24, 20231.
Budget
• The Community Development Department has allocated a budget of up to $40,000 for this
effort.
Deliverables/Final Work product
1 This is an estimated date intended to allow sufficient time for the City to complete the Budget Goal setting
process for the 23-25 Financial plan. The timeline for the draft and final reports may be extended and staff will
work with the consultant to arrive at estimated costs and resources which are needed within the budget goal
setting timeframe.
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• Final Report with assessment and recommendations described in Scope of Work and schedule
(above)
• Estimated cost and resources needed to complete the future effort including staff time, and
historic consultant work (This information will be used to resource a future effort as part of the
City’s 23-25 Budget Goal Setting process). Options will be helpful based on alternatives and
potential phasing options recommended to the City.
Qualifications/Experience/Proposal content:
Please include information on similar projects completed and provide references. Please include
information on the manager of the project and all personnel who would be working on the assignment
and include professional qualifications, and experience.
Government Code Section 1090 and the Fair Political Practices Commission (FPPC)
Please note that consultant recommendations are intended to provide general guidance to the City in
arriving at a project plan and approach for the main work effort anticipated to be included in the 23-25
Financial Plan. The proposal content, draft recommendations, and final deliverables shall include
recommendations that can be applied generally to any historic consultant. The selected consultant will
have no authority and will not be involved in the preparation of the scope of work and RFP for the
future work effort, will have no role in consultant selection for the main effort to update the Historic
Resources Inventory, and City staff will be solely responsible.
Resources:
City Historic Preservation website:
https://www.slocity.org/government/department-directory/community-development/historic-and-
archeological-preservation
City of San Luis Obispo Historic Preservation Ordinance and Guidelines:
https://www.slocity.org/government/department-directory/community-development/historic-and-
archeological-preservation/historic-preservation
Historic Context Statement:
https://www.slocity.org/home/showpublisheddocument/4042/635497615471370000
Master and Contributing Historic Properties list: https://www.slocity.org/government/department-
directory/community-development/historic-and-archeological-preservation
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