HomeMy WebLinkAbout03-07-18 PRC Agenda PacketCity of San Luis Obispo, Agenda, Parks and Recreation Commission
Regular Meeting on Wednesday, March 7, 2018 @ 5:30 p.m.
Parks and Recreation Conference Room, 1341 Nipomo Street
CALL TO ORDER: Chair Avakian
ROLL CALL: Commissioners Applegate, Olson, Schwab, Spector, Thurman and Whitener
Public Comment Period. At this time, you may address the Commission on items that are not on the agenda but are of interest to
the public and within the subject matter jurisdiction of the Parks and Recreation Commission. The Commission may not discuss or
take action on issues that are not on the agenda other than to briefly respond to statements made or questions raised, or to ask staff
to follow up on such issues.
PRC Meeting Agenda
1.Consideration of Minutes of Regular Meeting of February 7, 2018
2.Provide Feedback on Concept for Pilot Dog Off Leash Opportunity at Sinsheimer Park
(Hyfield– 30 minutes)
3.Presentation: Monthly Update Parks and Recreation Element and Master Plan Project
Review consultant contract. Review proposed Stakeholder Kick-off and Meeting
Schedule (Scott - 20 minutes)
4.Presentation: Funding the Future of SLO (Stanwyck – 20 minutes)
5.Presentation: Director’s Report (Stanwyck – 15 minutes)
6.Subcommittee Liaison Reports: (Avakian – 15 minutes)
Committee Liaison
Adult and Senior Programming Robert Spector
Active Transportation Committee Susan Olson
City Facilities (Damon, golf, pool, joint use) Greg Avakian
Jack House Committee Jeff Whitener
Tree Committee Rodney Thurman
Youth Sports Association Keri Schwab
7.Communications
Adjourn to Rescheduled Regular Meeting to April 11, 2018
APPEALS: Administrative decisions by the Parks and Recreation Commission may be appealed to the City Council in
accordance with the appeal procedure set forth in Chapter 1.20 of the San Luis Obispo Municipal Code.
The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities.
Please contact the Clerk or staff liaison prior to the meeting if you require assistance.
Minutes - DRAFT
PARKS AND RECREATION COMMISSION
07 February 2018
Regular Meeting of the Advisory Body Commission
CALL TO ORDER
A Regular Meeting of the Parks and Recreation Commission was called to order on the 7th day of
February 2018 at 5:32 p.m. in the Parks and Recreation Administration Conference Room
located at 1341 Nipomo Street, San Luis Obispo, California, by Chair Avakian.
ROLL CALL
Present: Chair Greg Avakian, Vice Chair Rodney Thurman and Commissioners Kari Applegate,
Susan Olson, Keri Schwab, Bob Spector, Jeff Whitener
Absent:
Staff: Parks and Recreation Director Shelly Stanwyck, Recreation Supervisor Facilities and
Aquatics Devin Hyfield, Recreation Coordinator Shawn Tucker
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
Heather Billing AYSO Commissioner – Heather thanked Park Maintenance and Parks and
Recreation staff for Damon-Garcia field conditions during the winter season. AYSO just finished
the annual Spring tournament and is grateful for City’s continued presence during the weekend
event.
Steve Davis commented on field conditions and challenges CCC Soccer player had been having.
CONSENT AGENDA AND CONSIDERATION OF MINUTES
ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE PARKS AND
RECREATION COMMISSION FOR DECEMBER 6, 2017.
1.Consideration of Minutes
CARRIED 7:0:0:0 to approve the minutes of the Parks and Recreation Advisory Body
for the regular meeting of 12/06/2017 as motioned by SCHWAB and second by
THURMAN.
AYES: APPLEGATE, AVAKIAN, OLSON, SCHWAB, SPECTOR, THURMAN,
WHITENER
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DRAFT Minutes – Parks and Recreation Commission Meeting of February 7, 2018 Page 2
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
2.Presentation. Monthly Update of Parks and Recreation Element and Master Plan
Project
Shawna Scott provided an update on the P&R Element and Master Plan. WRT was
chosen as the consultant services the P&R will use for the updated. Element interns have
been mapping parks for the community needs assessment data portion in preparation for
the consultants’ work. Phases will be introduced to the committee as the plan moves
forward. Community surveying will begin at toward the end of May and continue
throughout summer 2018. Next steps will consist of stakeholder interviews with the
consultants around an upcoming meeting.
Public Comment
Steve Davis asked if Final contracts will be available to the public upon request staff
responded affirmatively.
3.Presentation. SLO Swim Center 2018
Recreation Supervisor Devin Hyfield and Recreation Coordinator Shawn Tucker
provided an overview of the Aquatics division highlighting community programs,
trainings and what’s new at the SLO Swim Center.
Public Comment
None
Commission Comments followed
Commissioner Whitener had follow up questions on the combined budget for the SLO
Swim Center and the revenue off-set. Chair Avakian complemented the improvements
made to the SLO Swim Center over the past years.
COMMITTEE COMMUNICATIONS
4.Director’s Report
Director Stanwyck provided a brief update of current Parks and Recreation programming
and City updates.
•3rd Anniversary of the SLO Skate Park on February 24
•Mountain lions have been spotted in City Irish Hills this past January resulted in
closures in open space locations.
•Sinsheimer park playground was vandalized recently when the artificial grass slide
was burnt resulting in a section of the area needing replacement. The artificial
grass slide will be closed the week of February 12-16 to improve the landing area
at the bottom of the hill.
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DRAFT Minutes – Parks and Recreation Commission Meeting of February 7, 2018 Page 3
LIAISON REPORTS
5.Subcommittee Liaison Reports
•Adult and Senior Programming: Commissioner Spector reported on the Senior
Center board member recommendations to utilize Mitchell Park for senior
activities and the need for a variety of activities for multiple senior age groups.
•Bicycle Advisory Committee: Commissioner Olson said the Bicycle Advisory
Committee (BAC) changed their name to Active Transportation Committee
(ATC). The goal of the ATC is to create an active transportation plan for bike
users. The council recently voted on the Anholm bikeway plan based on City
recommendations with modifications. Other bike improvements in conjunction
with private entities were approved.
•City Facilities (Damon Garcia, Golf, Pool & Joint Use Facilities): Chair Avakian
reported Sinsheimer Stadium is set to close in March for backstop replacement.
Netting will be replaced at the golf course driving range. 55 golfers participated in
January Night golf. Contract golf classes are beginning this month. Youth
Basketball began in January and adult softball and futsal registration has started.
Jr Giants training had started and the SLO Triathlon planning has begun for the
July 22 date.
•Jack House Committee. Commissioner Whitener reported on that the JHC
continued to update the project plan for the Jack House. The City is reviewing the
best practices with regard to historical properties. Commissioner Whitener will
be leaving the committee in February.
•Tree Committee: Vice Chair Thurman discussed the removal of eucalyptus trees
in the Laguna Lake open spaces due to fire hazards. Tree master plan has been
reviewed and updated.
•Youth Sports Association: Commissioner Schwab was not present for report.
6.Commission Communications
ADJOURNMENT
The meeting adjourned at 7:40 p.m. to the next Regular meeting of the Parks and Recreation
Commission held on March 7, 2018 at 5:30 p.m., in the Parks and Recreation Department
Conference Room located at 1341 Nipomo Street, San Luis Obispo, California.
APPROVED BY THE PARKS AND RECREATION COMMISSION: 3/07/18
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City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
Parks and Recreation Commission Agenda Report
Meeting: March 7, 2018
From: Shelly Stanwyck, Parks and Recreation Director
Prepared by: Devin Hyfield, Recreation Manager
SUBJECT: Conceptual Dog Off Leash Area at Sinsheimer Park
RECOMMENDATION
Work with self-identified volunteers to develop a plan and agreement to jointly establish a
temporary dog off leash area at Sinsheimer Park for a period of no more than three years.
DISCUSSION
Community Correspondence
Attached is a letter from residents who are interested in partnering with the City to establish a pilot
program for a dog off leash area at Sinsheimer Park. The letter outlines generally what the group
is willing to do to accomplish this concept. It also acknowledges that the use would be for a period
of two to three years while the Parks and Recreation Master Plan is underway. The group has
identified a very underutilized area of the Park for the purpose as shown in the attachment.
Initial Response
With the opening of the new playground at Sinsheimer Park, the park has seen unprecedented
numbers of users, with particularly high numbers of children. While dogs are to be on leash in all
City parks, the reality is that doesn’t always happen. Given the City’s resource limitations off
leash dog issues are responded to on a complaint basis. Sinsheimer Park has in the past
experienced higher numbers of dogs off leash in several areas including Stockton Field (which is
often damaging to the turf). Increased numbers of children in a park with a history of dogs
frequently off leash is problematic.
The area proposed for use is very underutilized and separate from much of the high traffic area of
the park. While there are a myriad of details that need to be identified and worked out, staff thinks
that this pilot program is worth trying. Given the list of items that the group has identified as
willing to undertake staff believes that entering into an agreement with them incorporating their
contributions and any others the PRC may have would result in an implementable program.
Questions for Discussion
Meeting Date: March 7, 2018
Item Number:_2________
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Pilot Dog Off Leash Area
1.Does this PRC want to support a pilot program at Sinsheimer Park for a dog off leash area
as proposed?
2.If yes, does the PRC want to add any additional items to be incorporated into a pilot
program volunteer agreement?
3.If yes are there any other concerns PRC members have?
4.If yes does the PRC agree that a three-year period while the Element and Master Plan are
being worked on is an appropriate length of time?
5.If yes are there any operational and implementation items, the PRC would like to discuss?
Next Steps
It the PRC supports this proposal staff would work with the self-identified volunteers to work out
the details and return to the PRC for consideration of the Agreement and an implem entation plan
including volunteer days as well as a promotional plan in support of the volunteer work days.
ATTACHMENT
Proposal for an Off Leash Dog Park at Sinsheimer Park
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Attachment 1
2-4
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Final City Manager Approval Approver Name Date Approved
City Administration GH for DJ 2/28/18
Reviewer Routing List Reviewer Name Date Reviewed
City Attorney JMA 2/20/18
Finance AF 2/28/2018
February 20, 2018
FROM: Shelly Stanwyck, Parks and Recreation Director Shelly
PREPARED BY: Lindsey Stephenson, Administrative Analyst
SUBJECT: Award of Contract for Consultant Services for preparation of the Parks and
Recreation Master Plan and Element Update
RECOMMENDATION
Award contract to WRT for preparation of the Parks and Recreation Master Plan and Element
Update for a not to exceed amount of $135,000.
DISCUSSION
Background
The development of an updated Parks and Recreation General Plan Element and Master Plan
has been identified as the top priority for the Parks and Recreation Commission, who will serve
as the project’s primary advisory body. The purpose of the update of the City’s Parks and
Recreation General Plan Element and Master Plan is to address current and future needs for the
City of San Luis Obispo’s parks, recreation facilities, programs and services. The program of
work will include a Community Needs Assessment, illustrative maps, and a prioritized action
plan to ensure the most effective use of future community resources. The public will be engaged
in a positive and creative way so that the results are representative of community values,
desires, and needs.
The Parks and Recreation General Plan Element and Master Plan update will be consistent with
the goals, policies and programs in the General Plan, including the Land Use, Circulation and
Conservation and Open Space Elements. In these times of fiscal constraints, a Council adopted
prioritized list of parks and recreational needs is critically important to the fiscal sustainability of
residents’ quality of life in San Luis Obispo.
In November 2017, the City Council approved and issued the Request for Proposal (RFP) for
consultant services associated with updating the Parks and Recreation General Plan Element and
Master Plan. Additionally, the Council authorized the City Manager to execute the agreement
with the selected consultant, if costs are within the budget.
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Consultant Agreement for Parks and Recreation Master Plan and Element Update Page 2
Consultant Selection Process
Staff advertised the RFP on November 8, 2017 and received four submittals. Proposals were
evaluated based on criteria published in the RFP and it was determined to interview three of the
four consultants; one exceeded the budget and was not selected. In preparation for the
interviews staff provided specific questions to each firm as well as presentation instructions.
An interview panel of City staff (from P&R, CDD, and Admin), a PRC Member and the
County’s Park Planner spent over an hour with each firm. After careful consideration and
reference checks the team unanimously chose the firm WRT to prepare the City’s updated Parks
and Recreation Master Plan and Element Update. The WRT team best addressed the complex
policy issues in San Luis Obispo while at the same tim e had an excellent plan for public
engagement as well as demographic and fiscal analysis.
Agreement
WRT has been recommended for selection as the consultant for the Parks and Recreation Master
Plan and Element Update Project. Staff and WRT have had a series of conversations resulting in a
refined scope of work. WRT has prepared this detailed scope of work based on the City RFP
Section C and has tailored tasks and involvement to best meet the budget allocated. The process
achieves the requested deliverables including:
•The Community Needs Assessment Report with statistically valid survey
•Updated Plan and Maps
•Environmental Review
•Updated General Plan Element
The scope of work describes services provided by WRT and the City as well as data needs.
Assumptions are noted that inform cost and scope.
FISCAL IMPACT
The total fee from WRT’s scope of work is not to exceed $135,000; and is within the budget set
forth by the City Council at budget adoption in June 2017 for the 2017-19 Financial Plan.
ATTACHMENT
1)Agreement
2)Scope of Work
3)Fee Schedule
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on
by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City,
and WRT, LLC., hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on [date], City requested proposals for an update to the Parks and Recreation Master
Plan and Parks and Recreation General Plan Element, per Specification No. 91635 (project); and
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City
for said project;
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1.TERM. The term of this Agreement shall be from the date this Agreement is made and
entered, as first written above, until acceptance or completion of said project.
2.INCORPORATION BY REFERENCE. City Specification No. 91635 and Consultant’s proposal
submitted December 6, 2017 and attached hereto, are hereby incorporated in and made a part of this
Agreement.
3.CITY'S OBLIGATIONS. For providing the services as specified in this Agreement, City will
pay and Contractor shall receive therefore compensation in a total sum not to exceed
$135,000.00. Consultant shall be eligible for compensation installments after completion of milestone
Tasks A-E as shown in the attached project schedule.
4.CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to
do everything required by this Agreement and the said specifications.
5.AMENDMENTS. Any amendment, modification or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by an authorized City agent.
6.COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto.
No oral agreement, understanding or representation not reduced to writing and specifically incorporated
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herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation
be binding upon the parties hereto.
7.NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City Shelly Stanwyck
Parks and Recreation Director
919 Palm Street
San Luis Obispo, CA 93401
Consultant John R. Gibbs, ASLA, LEED AP
Principal in Charge
478 Tehama Street, Suite 2B
San Francisco, CA 94103
(415)575-4722
JGibbs@wrtdesign.com
8.AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered
to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first above written.
CITY OF SAN LUIS OBISPO: CONSULTANT:
By:________________________________ By: ___________________________________
City Manager
APPROVED AS TO FORM:
________________________________
City Attorney
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
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SAN LUIS OBISPO PARKS + RECREATION MASTER PLAN AND GENERAL
PLAN ELEMENT UPDATE: SCOPE OF WORK
WRT has prepared this detailed scope of work based on the City RFP Section C. WRT has tailored tasks
and our involvement to best meet the budget allocated. The process achieves the requested
deliverables including:
The Community Needs Assessment Report with statistically valid survey
Updated plan and maps
Environmental review
Updated General Plan Element
The scope of work describes services provided by WRT and the City as well as data needs. Assumptions
are noted that inform cost and scope.
PHASE A. PROJECT PLANNING & INITIATION
Per the RFP, this phase occurs prior to the consultant being hired and includes negotiation of the
contract.
WRT and Team will support the City to revise the scope to best achieve the detail and level of
involvement in the project. WRT will test alternative approaches and budgets as needed.
PHASE A DELIVERABLES
WRT City
Revised Scope of Work, Budget and Schedule.
Scope of Work to provide deliverables by phase.
Contract
PHASE B. SETTING THE STAGE AND PLANNING FRAMEWORK
B1. Project Kick Off; Review of background information
WRT will lead a phone kick off meeting to review the final scope and schedule with the City and
Consultant Team. WRT will also discuss key milestones, challenges, and hidden opportunities.
The WRT team will review existing plans and documentation provided by the City. When available, this
will include the assessment of current park and recreation facilities, conditions. WRT and PROS will
request specific information related to operations, finance, and programming. Special attention will be
placed on the previous parks and recreation master plan (PMP), the general plan (LUCE and
Conservation and open Space Element), various specific plans, the ATP plan, and the Climate Action Plan.
GIS data will be necessary for completing our analysis scope. WRT will prepare a detailed list of data
needs.
B2. Community Engagement Plan + PRC Input
The Engagement Plan will identify goals and a preferred series of outreach activities to “inform”,
“consult” and “collaborate” with members of the community. Roles will be assigned to sync with the
scope of work and final budget. WRT and City Staff will work together to draft a community engagement
plan, which Staff will present to the PRC prior to stakeholder meetings.
B3. Initial Planning Framework + PRC Input (1)
WRT will make a brief presentation to the PRC to frame the opportunities and values of parks then lead
a discussion. WRT will conduct graphic note taking to create a meeting product. This occurs during the
same scheduled trip for Stakeholder Meetings. As a no cost option, the public can be invited to this
meeting and participate in the visioning discussion.
B4. Ongoing Coordination Calls.
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
WRT will participate in up to 20 coordination calls with City Staff. Calls may be scheduled weekly during
key periods, and less frequently at other times.
PHASE B DELIVERABLES
WRT City
Kickoff meeting agenda
List of data needs, including format specifications
Guidance on City-led parks inventory/analysis
Engagement Plan (in collaboration with Staff)
PRC meeting presentation and notes
Existing plans and documentation
Population and demographic information
Parks and facilities information (inventory and
analysis by GIS Manager and Cal Poly students)
Review of all preliminary WRT deliverables
PHASE C. COMMUNITY NEEDS ASSESSMENT
C1. Develop Focus Group Lists; Schedule; Develop Questions [City]
Staff will develop a Stakeholder List and materials to invite stakeholders.
C2. Stakeholder Focus Groups
WRT, with assistance from the Wallace Group, will engage stakeholders during a two day period. WRT
anticipates 4-5 small group meetings around topics (sports, open space/trails, dogs, maintenance, and
city council members). Additional meetings can be conducted over the phone as funded. Each meeting is
typically an hour, however a half hour has also been effective for other project and may work
adequately for city council members and maintenance staff.
C3. Survey Development
WRT, with support from ETC and PROS will collaborate with City Staff to draft survey questions. Questions
will be informed by feedback from PRC and stakeholders, and will be approved by the PRC.C4.
Pop-Up Outreach and/or Public Workshop - Project Kick off
WRT will develop a “tool box” to launch public engagement activities including an online survey. WRT
will provide templates and graphic support for outreach materials. Activities at this stage may also
include pop-up booths at community events, presentations to community groups, and/or a public
meeting to introduce the parks master plan (PMP).
Staff will develop promotional materials, and promote and lead pop-up outreach and/or the public
meeting.
C5. Online Survey
ETC Institute will prepare a sampling plan that will ensure the completion of a goal of 400 surveys of
resident households. The survey results will have a precision of at least ±4.9% at the 95% level of
confidence. The survey will be administered by a combination of mail and online platforms. (The web
component will only be able to be completed by those who are in the sampling to ensure the statistical
integrity of the survey results.) ETC Institute is sensitive to the importance of ensuring that non-English
populations are properly represented in the survey. And, their extensive experience with more than 400
parks and recreation systems will also allow for the comparison with other national providers, similar
size communities, and previous survey results.
Highlights of the scope includes:
ETC will provide sample questions from other communities to make the development of the
survey instrument as easy as possible. It is anticipated that 3-4 drafts of the survey will be
prepared before the survey is approved by the City.
Participating in meetings by phone to develop the survey.
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
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ETC Institute will mail the survey and a cover letter (on City letterhead) to a random sample of
households in the City. Only one survey per household will be sent. Postage-paid envelopes will
be provided by ETC Institute for each respondent. The City will provide a cover letter for the
mailed survey. The cover letter will contain a link to an online version of the survey. Residents
who receive the survey will have the option of returning the printed survey by mail or completing
it on-line.
ETC Institute will monitor the distribution of the sample to ensure that the sample reasonably
reflects the demographic composition of the City with regard to age, geographic dispersion,
gender, race/ethnicity and other factors.
ETC Institute will submit a final report to the City. At a minimum, this report will include the
following items:
Formal report that includes an executive summary of the survey methodology and a
description of major findings.
Charts and graphs that show the overall results of each question on the survey.
Benchmarking analysis showing how the City compares to residents in other communities.
Priority Investment Rating Analysis which will identity which programs and facilities should
be the top priorities for investment given the needs of the community.
Cross-tabulations that show the results for different demographic groups and other variables
as desired by the City
Tabular data that shows the results for each question on the survey, including open ended
questions.
A copy of the survey instrument
C6. Promote Survey and Pop-Up Events: intercept surveys, postcards, City activities, etc. [City]
Staff will promote survey participation for its duration, and lead pop-up outreach.
C7. Summary of Community Needs Assessment (CNA) with Engagement Focus + PRC Input
WRT will summarize community outreach feedback in memo form with inputs as appropriate from City
led outreach. This will be produced in draft form for one review by Staff . Following Staff review and
revision, Staff will provide complete report for PRC. The final version will be incorporated into the full
CNA under C22.
C8. Park and Facility Inventory and Assessment – Type, Number, and Condition + PRC Input [City]
This assessment will cover both the condition of park facilities and the amenities available at each
facility. The park condition assessment should identify key issues such as playground condition, ADA
accessibility, and lack of trees. The amenities assessment should include identifying all amenities present
in each park. The focus of the assessment will be on City of San Luis Obispo parks and recreation
facilities. If there are other facilities that are useful to understanding local access to recreational
opportunities, these should be identified and mapped. No condition assessment of these facilities is
needed.
This task will be led by City Staff, with support from students. WRT will provide input on data needs at
the project outset. The City will provide data in Excel and GIS formats.
C9. Existing Conditions Analysis - Demographic profile, planning area, existing resources
Based on information provided by the City from its park and facility inventory and assessment, and on
high-level population and demographic information, WRT will prepare maps and graphics summarizing
existing conditions. Maps will describe the existing park and facility inventory, population density, race
and age. Projections will be matched to the general plan or another City determined planning horizon.
C10. Park and Facility Classifications and Definitions
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
WRT and PROS will review current classifications with Staff. The WRT Team will prepare 2-3 benchmarks
(comparison Cities identified by Staff). This task will occur in conjunction with C11, after existing parks
are mapped in draft form by category and evaluated with population density.
C11. Park and Facility Standards Analysis / Level of Service Recommendations + PRC Input
WRT will analyze the level of service (LOS) of the existing park system using park categories, park
planning areas, access, and population. WRT will prepare a table identifying the existing park acreage,
population, and gaps. WRT will test alternative categories and LOS standards such as a lower acreage per
population target and a different breakdown of park categories (i.e. neighborhood / community; joint
use, open space, urban spaces / plazas; regional parks). Our mapping to support this task is described
under D2.
C12. Geographic / Density Analysis - Existing resources and underserved areas + PRC Input
The City will provide GIS data to WRT for inclusion in its analysis of the park system. WRT’s mapping to
support this task is described under C9.
C13. Summary of Park and Facility Analysis Findings + PRC Input
WRT will summarize in memo form park and facility analysis with inputs as appropriate from City led
park assessments including the ADA Inventory, and Facilities assessment. This will be produced in draft
form for review by Staff and the PRC. The final version will be incorporated into the full CNA under C22.
C14. Data Collection of Recreation Programs and Services; National Trends
Data will be collected by the City and PROS as described under C15. Population demographics will be
used to establish the Market Potential Index (MPI), an established national benchmark for active
recreational programming.
C15. Analysis of Recreation Programs with Recreation Use Findings from Public Engagement
PROS will lead the high level evaluation of the City’s recreation programs including gener al active
recreation trends (i.e. soccer, disc golf) and programs (i.e. theater, sports, after school activities). The
MPI will be prepared in graph and table form. Programming and service recommendations will be
generated in a collaborative meeting with Staff based on City collected user response survey and use
data. The statistically valid survey will also likely inform this discussion. The discussion will include the
City’s desire for cost recovery in its programs.
C16. Data Collection and Analysis of Cost of Operating Parks, Open Spaces, and Facilities
PROS will analyze and document the financial situation of the Department. The financial analysis will
look at the budget, pricing policy, user fees, current and other revenue generating opportunities, grant
opportunities, and the revenue forecast. This analysis will identify the financial situation of the
Department with three primary goals:
Understand the financial dynamics to further advance the understanding of operations gained
through the work described above
Review funding and accounting practices with an objective of accurate financial fund tracking and
the ability of the Department to have more useful financial information for strategic decision-
making
Seek opportunities to improve the financial sustainability of the Department including evaluating
expenditures and increasing current and new sources of revenue
This review will include comparison of current policies with national standards of best practice agencies.
The WRT Team will recommend policies and adjustments to current policies where enhancements may
be needed or gaps are identified.
City Staff will provide cost of services information; fee study information; budgetary information; and
adopted fiscal policies regarding cost recovery for all recreation programs.
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
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C17. Development of Administrative and Public Draft of Community Needs Assessment
WRT will prepare a comprehensive CNA incorporating the work described under the above tasks and
summarized in memos. WRT will prepare the results as a draft chapter to be incorporated into the final
plan.
C18. Public Workshop - Draft Community Needs Assessment
WRT will conduct a community workshop to present the needs assessment and foster dialogue to
determine priorities. The visioning information and the statistically valid survey will be used as the basis
of the discussion, allowing us to move farther into the issue prioritization process. The presentation will
be provided to the City for posting on the project web page. City Staff will coordinate public engagement
and outreach for attendance.
C19. PRC Study Session on Draft Community Needs Assessment (2)
As part of the same trip as C18, WRT will present the draft CNA and community workshop #2 feedback
to the PRC for confirmation.
C20. PC Study Session on Draft Community Needs Assessment (Optional) [City]
Staff will present the draft CNA to the Planning Commission, if needed.
C21. CC Study Session on Draft Community Needs Assessment [City]
Staff will present the draft CNA to the City Council.
C22. Finalize Community Needs Assessment Report
WRT will incorporate comments received from the City in a single, consolidated format.
PHASE C DELIVERABLES
WRT City
“Toolbox” for Community Engagement
Online Survey
Summary of Community Feedback
Existing Conditions Analysis (Demographics)
Summary of Park and Facility Analysis Findings
Administrative Draft of Community Needs
Assessment
Public Draft of Community Needs Assessment
Public Workshop #2 Materials
PRC Study Session Materials
Stakeholder List
Stakeholder invitations
Marketing materials (project logo and collateral
material)
Pop-up Outreach and/or Public Workshop
materials
Park and Facility Inventory and Assessment:
written, tabular and GIS data
ADA and Facilities Assessments by Public Works
List of Benchmark Cities for parks standards
Cost of services, fee study, and budgetary
information
Adopted fiscal policies regarding cost recovery for
all recreation programs
Presentation materials for Planning Commission
(optional) and City Council
Review of all preliminary WRT deliverables
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
PHASE D. MASTER PLAN DEVELOPMENT AND ELEMENT / ENVIRONMENTAL REVIEW
D1. Update Goals, Policies, Programs based on CNA
Using a Word version of existing goals, policies and programs provided by City Staff, WRT will provide a
matrix of existing goals, policies, and programs, identifying those that should be retained, deleted, or
updated/revised. WRT will develop draft language in table and text format, tracking changes where
existing policies are proposed to be revised.
D2. Development of Draft Plan Maps (this task will be completed during the needs assessment)
WRT will prepare a number of analysis maps to readily communicate information in graphic form. The
City will provide GIS data (shape files, data tables) that is usable and requires little to no cleaning. WRT
will work directly with the City’s GIS specialist to determine the data sets that are available and advise
on Staff/student data collection and GIS development. Maps will be completed early in the process as
drafts and updated later for incorporation in to the plan document. GIS maps and compiled data will be
provided to the City for use after the project concludes.
Existing Parks and GP boundaries (i.e. by park, by facility types, non-City facilities, by condition, by
local serving amenity)
Demographics (i.e. race, age)
Health metrics (i.e. inactivity, obesity)
Population Density
Connectivity (i.e. bicycle network, streets and sidewalks, barriers)
Park LOS (with half-mile radius, with 10-15 minute walk based on connectivity)
City growth areas by GP and specific plan areas.
D3. Review of Draft Plan Components and Prioritization Exercise + PRC Study Session (3)
WRT will conduct a “Park by Park” discussion with Staff, documenting the types of improvements
needed and the opportunities envisioned by the group. Each park will be placed in a tier or bucket
(maintain/lifecycle, strategic improvements, complete renovation/new park).
WRT will lead a draft plan review with the PRC. The meeting will focus on recommendations (i.e. connect
people to parks by bicycle) and improvement projects (i.e. renovate playgrounds or build more
community gardens). Site specific information may also be appropriate to discuss if completed prior to
the meeting and is desired to use as a basis of the PRC prioritization. WRT anticipates this meeting may
attract a large public audience.
D4. Refinement of Draft Prioritized Implementation List + PRC Input
Based on the feedback from the RC and Staff, WRT will refine the Park by Park table and Tier categories.
D5. Development of Draft Capital Improvement Plan with Cost Estimates + PRC Input
Wallace Group will prepare rough order of magnitude costs for each park, based on data provided by the
City and on their understanding of the local bid climate. Most parks will be budgeted using a generalized
cost per acre (Tier 1) while others will have more specific costs developed for the recommended type of
enhancement (Tier 2 and 3).
D6. Development of Draft Operational Cost Estimates for Future Improvements
PROS will develop a high level operational cost estimate for the City based on acreage and park types.
The City will input data in the table WRT will provide. PROS will calculate the total asset value for the
system and the lifecycle replacement costs. Information required from the City includes the assets in
each park (i.e. number of benches, playgrounds, shade structures, sq. ft. of field, etc.). It is ideal to
complete this information earlier in the process so that it can inform the community workshop #2 and
the PRC meeting #3.
D7. Development of Admin Draft and Public Review Draft
WRT will prepare the draft Parks and Recreation Master Plan, including two internal review drafts
(Preliminary and Admin Drafts), and the Public Review Draft. WRT will provide a complete document in
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
7
In-design format. To facilitate City review, WRT will post a PDF file to a shared drive using software that
allows multiple people to edit a single document and see others' comments. This approach has been
effective for other plans requiring multiple reviewers and saves time by avoiding redundant and
conflicting comments.
The WRT team will develop an outline of the final Master Plan similar to the content below.
Executive Summary
Introduction & Vision
Engagement
Planning context, relationship to the other pans
Visioning
Needs Assessment
Park conditions
Demographics
Level of Service Gaps
Park Gap Analysis
Goals and Policies
Standards and Level of Service: Discussion and new standards
Operation and Management: Findings and recommendations
Park Programming: Findings, trends, and recommendations
Implementation
Park improvements and costs
Priorities by term
Funding options
D8. Public Workshop - Draft Plan
The City will notice and host a public meeting to unveil the draft PMP and answer questions. This
workshop can be held as a public launch with an overview and decidedly festive feel, inviting comments
online. Alternatively, it can be conducted to present the draft plan in some detail with questions and
answers provided by Staff. WRT will provide templates and content for outreach materials.
D9. CHC, Jack House, BAC, Tree Committee, PRC, PP, CC Review [City]
The City will attend these meetings and provide the update using materials prepared by WRT for
previous meetings.
D10. CEQA Review; Preparation of Programmatic IS and Final Env. Document
The tasks identified below comprise LSA’s work program for completing the Programmatic IS/MND and
associated MMRP for the proposed Parks and Recreation Master Plan and General Plan Element update.
The Draft Master Plan will serve as the IS/MND’s project description.
D10.1 Administrative Draft Initial Study/Mitigated Negative Declaration
LSA will prepare an Administrative Draft IS/MND that is consistent with the procedural and substantive
provisions of CEQA Guidelines Sections 15063 and 15070 through 15075. The Administrative Draft
IS/MND will include a Project Description based on conceptual plans and program information provided
by the City and WRT. The Project Description will be used by LSA to determine the potential
environmental effects of implementing the Parks and Recreation Plan and Element, including if project-
level documentation will be necessary for future actions. The methodology and criteria used for
determining the potential impacts of implementing the Parks and Recreation Plan and Element will be
clearly and explicitly described in the IS/MND, including any assumptions, models, or modeling
techniques used in the analysis. All 17 CEQA issue areas will be analyzed and/or addressed in the
Administrative Draft IS/MND. LSA is a full service environmental consulting firm with technical specialists
in the fields of CEQA and NEPA documentation, land use and community planning, biological resources
including arborist services and coastal ecology, architectural and historic resources, archaeology, Native
American consultation, paleontology, water quality, air quality, greenhouse gases and global climate
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
change, sea level rise, noise, regulatory permitting, transportation, geographic information systems, and
graphics; therefore, LSA will use its technical specialists to prepare the applicable topical sections of the
Administrative Draft IS/MND. Appropriate and feasible mitigation measures to address future actions
associated with implementation of the implementing the Parks and Recreation Plan and Element will be
included in the IS/MND and incorporated into the MMRP.
The Project Description must be complete prior to commencing preparation of the Administrative Draft
IS/MND. Any changes in the Project Description during the IS/MND preparation may result in revising
portions, if not all, of the IS/MND, with potential commensurate changes to the budget and schedule.
LSA will submit the Administrative Draft IS/MND to the City for review. LSA will respond to one round of
comments from the City on the Administrative Draft IS/MND, complete necessary revisions and submit a
Draft IS/MND to the City suitable for circulation for public review. According to the RFP, the City will be
responsible for circulating the Draft IS/MND for public review, including all required notices,
consultations, reproduction of hard copy documents, and related administrative work.
D10.2 Final Initial Study/Mitigated Negative Declaration
In an effort to propose cost saving measures, this scope of work assumes that City Staff will prepare
written responses to comments received on the Draft IS/MND. Should any public comments require
revisions to the Draft IS/MND, LSA will revise the IS/MND accordingly in cooperation with the City. All
changes to the Draft IS/MND will be shown in red line/strike out in the Final IS/MND, which will be
provided to the City for approval.
PHASE D DELIVERABLES
WRT City
Staff park-by-park meeting materials
PRC workshop materials
Admin Draft and Public Review Draft Parks +
Recreation Master Plan
Public Workshop #3 materials
Admin Draft Initial Study/Mitigated Negative
Declaration (IS/MND)
Final IS/MND
Data to support estimated park improvement,
maintenance and operations costs
CHC, Jack House, BAC, Tree Committee, PRC, PP,
CC meeting materials
Review of all preliminary WRT deliverables
PHASE E. MASTER PLAN AND ELEMENT ADOPTION
E1. Review / Refinement / Finalization of Updated Master Plan & Element
WRT will prepare the final PMP document, incorporating the final round of edits. It will be provided in
high resolution for printing and a lower resolution appropriate for screen viewing (website). WRT will
prepare the In-design files for transfer to the City, packaging all linked material.
This scope assumes only minor formatting changes to adapt the PMP to be the General Plan Element.
City Staff will provide specific and detailed guidance on which components of the PMP are to be
included in the General Plan Element.
E2. PRC, PP, CC Review [City]
The City will attend these meetings and provide the update. WRT will provide a presentation template.
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San Luis Obispo Parks + Recreation Master Plan and General Plan Element Update: Scope of Work
9
PHASE E DELIVERABLES
WRT City
Final Parks + Recreation Master Plan
InDesign package of Final Document
All GIS Files, packaged
Presentation template
Adaptation of the PMP to be used as the General
Plan Parks + Recreation Element
Materials for PRC, PC, CC review
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FSLO- Fee Proposal 2018-02-16.xlsx | 2/16/2018 | 1 of1
ETC
Survey
Job Classification John GibbsPICPeter WinchProject ManagerStaffPlanner / GIS AnalystProfessional Staff Outreach Support / Graphics/ DocumentHours by
Task Cost by Task
Mike SvetzPrincipal Staff AnalystHours by
Task Cost by Task
Brandon MedierosDirector of LAStaff Landscape Designer IIIHours by
Task Cost by Task Cost by Task
Ashley DavisPrincipal Env. PlannerPam ReadingProject ManagerStaff Environmental PlannerStaff Environmental PlannerHours by
Task Cost by Task
Hourly Rate 235.00$ 150.00$ 100.00$ 100.00$ 160.00$ 110.00$ 165.00$ 124.00$ 225.00$ 180.00$ 140.00$ 95.00$
Task B Setting the Stage and Planning Framework
Task B1 Project Kick Off; Review of background information 1 8 2 9 1,635.00$ 1 1 1 1 165.00$ -$ 0 -$
Task B2 Community Engagement Plan + PRC Input 2 4 6 1,070.00$ 0 1 1 165.00$ -$ 0 -$
Task B3 Initial Planning Framework + PRC Input (1)4 8 12 2,140.00$ 0 0 -$ -$ 0 -$
Task B4 On-Going Coordination Calls (20 Total)6 22 28 4,710.00$ 8 8 0 -$ -$ 0 -$
Sub-Total - 13 42 0 2 9 0 2 0 0 0 0 0
Sub-Total - Sub-Total - 55 9,555.00$ 9 -$ 2 330.00$ -$ Sub-Total - Sub-Total - 0 -$
Task C Community Needs Assessment
Task C1 Develop Focus Group Lists; Schedule; Develop Questions [City]0 -$ 0 -$ 0 -$ -$ 0 -$
Task C2 Stakeholder Focus Groups 12 12 24 4,620.00$ 0 -$ 8 8 1,320.00$ -$ 0 -$
Task C3 Survey Development 1 6 7 1,135.00$ 0 -$ 0 -$ -$ 0 -$
Task C4 Pop-Up Outreach and/or Public Workshop 1 2 8 3 1,335.00$ 0 -$ 4 4 660.00$ -$ 0 -$
Task C5 Online Survey 2 2 300.00$ 0 -$ 0 -$ 14,520.00$ 0 -$
Task C6 Promote Survey and Pop-Up Events [City]
Task C7 Summary of Community Needs Assessment (CNA) with Engagement Focus + PRC Input 1 6 7 1,135.00$ 0 -$ 0 -$ -$ 0 -$
Task C8 Park and Facility Inventory and Assessment [City]
TaskC9 Existing Conditions Analysis-Demographic profile, planning area, existing resources 5 16 21 2,350.00$ 0 -$ 0 -$ -$ 0 -$
Task C10 Park and Facility Classifications and Definitions 1 6 7 1,135.00$ 2 2 320.00$ 0 -$ -$ 0 -$
Task C11 Park and Facility Standards Analysis / Level of Service Recommendations + PRC Input 1 6 7 1,135.00$ 2 2 320.00$ 0 -$ -$ 0 -$
Task C12 Geographic / Density Analysis - Existing resources and underserved areas + PRC Input 1 8 9 950.00$ 0 -$ 0 -$ -$ 0 -$
Task C13 Summary of Park and Facility Analysis Findings + PRC Input 2 8 8 10 2,470.00$ 0 -$ 0 -$ -$ 0 -$
Task C14 Data Collection of Recreation Programs and Service; National Trends 1 1 150.00$ 6 10 16 2,060.00$ 0 -$ -$ 0 -$
Task C15 Analysis of Rec Programs with Rec Use Findings from Public Engagement 1 1 150.00$ 6 10 16 2,060.00$ 0 -$ -$ 0 -$
Task C16 Data Collection and Analysis of Cost of Operating Parks, Open Spaces, and Facilities 1 2 3 535.00$ 20 24 44 5,840.00$ 0 -$ -$ 0 -$
Task C17 Development of Administrative and Public Draft of Community Needs Assessment 4 14 16 18 4,640.00$ 2 2 320.00$ 0 -$ -$ 0 -$
Task C18 Public Workshop - Draft Community Needs Assessment 8 8 20 16 5,080.00$ 0 -$ 3 3 6 867.00$ -$ 0 -$
Task C19 PRC Study Session on Draft Community Needs Assessment (2)8 8 1,200.00$ 0 -$ 4 4 660.00$ -$ 0 -$
Task C20 PC & CC Joint Study Session on Draft Community Needs Assessment [City]0 -$ 0 -$ 0 -$ -$ 0 -$
Task C21 CC Study Session on Draft Community Needs Assessment [City]
Task C22 Finalize Community Needs Assessment Report 4 4 4 1,000.00$ 0 -$ 0 -$ -$ 0 -$
Sub-Total - 32 92 24 56 38 44 19 3 0 0 0 0
Sub-Total - Sub-Total - 148 29,320.00$ 82 10,920.00$ 22 3,507.00$ 14,520.00$ Sub-Total - Sub-Total - -$
Task D Master Plan Development and Element / Environmental Review
Task D1 Update Goals, Policies, Programs based on CNA 2 16 18 2,870.00$ 0 -$ 0 -$ -$ 0 -$
Task D2 Development of Draft Plan Maps (this task will be completed during the needs assessment)2 2 40 12 44 5,970.00$ 0 -$ 0 -$ -$ 0 -$
Task D3 Review of Draft Plan Components and Prioritization Exercise + PRC Study Session (3)8 10 8 2,200.00$ 0 -$ 0 -$ -$ 0 -$
Task D4 Refinement of Draft Prioritized Implementation List + PRC Input 2 8 10 1,670.00$ 0 -$ 0 -$ -$ 0 -$
Task D5 Development of Draft Capital Improvement Plan with Cost Estimates + PRC Input 0 -$ 0 -$ 6 40 46 5,950.00$ -$ 0 -$
Task D6 Development of Draft Operational Cost Estimates for Future Improvements 0 -$ 8 12 20 2,600.00$ 0 -$ -$ 0 -$
Task D7 Development of Admin Draft and Public Review Draft 4 40 40 32 84 14,140.00$ 0 -$ 0 -$ -$ 0 -$
Task D8 Public Workshop - Draft Plan 1 2 8 3 1,335.00$ 0 -$ 0 -$ -$ 0 -$
Task D9 PRC (7) PP / CC Joint Study Session [City]0 -$ 0 -$ 0 -$ -$ 0 -$
Task D10 CEQA Review; Preparation of Programmatic IS and Final Env Document (MND)2 2 300.00$ 0 -$ 0 -$ -$ 5 30 40 80 155 19,725.00$
Sub-Total - 11 78 80 62 8 12 6 40 5 30 40 80
Sub-Total - Sub-Total - 169 28,485.00$ 20 2,600.00$ 46 5,950.00$ -$ Sub-Total - Sub-Total - 155 19,725.00$
Task E Master Plan and Element Adoption
Task E1 Review / Refinement / Finalization of Updated Master Plan & Element 2 10 10 10 22 3,970.00$ 2 2 220.00$ 0 2 2 248.00$ -$ 0 0 0 0 -$
Task E2 PRC, PC, CC Review [City]0 -$ 0 -$ 0 -$ -$ 0 0 0 0 -$
Sub-Total - 2 10 10 10 0 2 0 2 0 0 0 0
Sub-Total - Sub-Total - 22 3,970.00$ 2 220.00$ 2 248.00$ -$ Sub-Total - Sub-Total - 0 -$
71,330$ Sub-Total - Labor 13,740$ 10,035$ 14,520$ 19,725$
1,827$ 824$ 301$ $197$
2,500$
73,157$ Total 14,564$ 10,336$ 14,520$ Total 22,422$
PROS Consulting
Sub-Total - Labor
Total -
Reimbursables (Travel / Printing)
Total Fee
135,000$
Management, Operations, FinancePrime Consultant / Parks Planning
Contingency
WRT, LLC LSAWallace Group
Environmental ReviewLocal Liason and Cost Estimating
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