HomeMy WebLinkAbout01/21/1992, C-6 - STATUS REPORT AND REVISED OPEN SPACE ELEMENT SCHEDULE�Illu ^INll�lllllnll�Altl,lll f MEETING DATE:
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COUNCIL AGENDA REPORT I NUMBER: /
FROM: Arnold B. Jonas, Community Development
Director 0
PREPARED BY: Jeanette Di Iko Lon g Range a Planner
SUBJECT: Status Report and Revised Open Space
Element Schedule
:WI:
RECOMMENDATION: That the City Council receive and file
the January, 1992 Open Space Element
status report and the revised Element
schedule (see Exhibit 1).
BACKGROUND:
On October 29, 1991, the City Council reviewed a draft work
schedule for the Open Space Element. In general, the timelines
represented in the draft work schedule were supported by the
Council, with the direction that staff: (a) shorten the timelines
represented in the schedule where feasible, (b) add a specific
timeline for Planning Commission review, (c) provide for City
Council review starting and ending in December, 1992, and (d)
provide a progress report to the Council every three months.
This report provides a revised Open Space Element time table
(Exhibit 1) and a status report for the Open Space Element.
STATUS REPORT:
A. Open Space Element Advisory Committee
Accomplishments. On September 3, 1991, the City Council
referred the formation of the Open Space Element Advisory
Committee ( OSEAC) to the Park and Recreation Commission (PRC).
The PRC reviewed and approved the OSEAC's organization on
October 2, 1991. On November 14, 1991 notices and a fact sheet
were mailed to numerous members of the public informing them of
the formation of the OSEAC and requesting that they submit an
application prior to December 15, 1991. Applications were
reviewed by a staff committee on December 17th, and on December
19th the PRC held a special meeting to review and recommend
OSEAC appointments. These recommendations were forwarded to the
City Council. On January 7, 1992 the City Council appointed
individuals to the OSEAC as recommended by the PRC.
Next Steps. The first meeting of the OSEAC is planned for
February, 1992. Presently staff is working with the consultant
on workshop format, materials needed, facilities, etc. Workshop
notices will be mailed to the OSEAC and interested members of
the public in January, 1992.
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Status Report -- page 2
Schedule Changes. This section of the schedule has been changed
to reflect (1) a shorter duration for workshops (i.e., workshops
now extend from February to May, 1992 versus February to July,
1992), and (2) six workshops rather than the seven proposed in
the previous schedule. Under Exhibit 1, workshops have been
combined, the interval between workshops has been reduced (i.e.,
workshops are scheduled in two to three week intervals versus
one month intervals), and workshops will primarily be scheduled
on Saturdays versus weekday evenings. The Saturday scheduling
allows for longer sessions and also less workshop meetings.
B. Consultant Workshops
Accomplishments. In December, 1991 staff completed a work
program and consultant contract for Pete Dangermond and
Associates (i.e., the workshop facilitator). On January 7,
1992, the City Council approved the consultant contract for
workshop facilitation.
Nest Steps. Staff will continue working with Pete Dangermond
until workshops and the Administrative Draft Open Space Element
are completed.
Schedule Changes. The previous schedule had indicated that
Pete Dangermond's contract would be approved by late November,
1991. As noted by Exhibit 1, contract approval did not occur
until January 7, 1992. This portion of the schedule had allowed
for some flexibility. Since Pete Dangermond was not slated to
begin work until February, 1992 there was no need to complete
his contract by late November, 1991. Since there was
flexibility in the schedule, staff spent the time in November
working on the framework for the Open Space Element. No delay
to workshop timing or the overall schedule for the Open Space
Element resulted from staff's action. Another change to this
section of the schedule is that workshops are now scheduled to
end in May, 1992 (as noted in item A above).
C. Financial Study
Accomplishments. On November 22, 1991, the Financial Study
Request for Proposal was distributed to over 30 consultants.
On December 16, 1991 (the deadline for proposal submittal) , nine
proposals were received by the City Clerk's Office. Proposals
were distributed to the City's review panel on December 30,
1991. On the 7th and 14th of January the panel reviewed and
rated consultant proposals.
Nest Steps. During the month of January, 1992 staff will
finalize the work scope and consultant contract for the
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Status Report -- page 3
Financial Study. A recommended consultant and contract will be
brought to the City Council for review and approval on February
4, 1992. Work on the Financial study should begin in early
February, 1992.
Schedule Changes. The original schedule denoted that work on
the Financial Study would begin in late January, 1992. Due to
the time involved in reviewing nine proposals, negotiating with
a consultant, preparing a contract, and the two week lead time
for filing a City Council report, City Council approval of the
consultant is scheduled to occur in early February, 1992 versus
late January, 1992. The revised schedule reflects the
consultant starting work on the financial study in early
February, 1992 (versus late January) and a revised completion
date of late May, 1992 (versus middle May).
D. Open Space Element
Accomplishments. Staff has been preparing the framework for the
Open Space Element. This framework will help identify issues
and data that should be considered during the workshops. This
framework will be the basis for the Draft Open Space Element.
Neat Steps. Comments from the advisory committee will be
integrated into the Element's framework and, if necessary, the
format will be changed to accommodate committee concerns.
Schedule Changes. This section of the schedule has been changed
to incorporate the concerns of the City Council. The timing on
the workbook has been extended to show that editing and work on
the workbook will transpire while workshops are occurring. The
timeline for the OSEAC workshops has been shortened (as noted
in Item A above), and thus the timing for community input has
been shortened. Combining workshops has allowed for
environmental, PRC, and Planning Commission review to occur
earlier. As planned, environmental review would occur at the
same time as PRC review, and is expected to be completed prior
to or in the early stages of Planning Commission review. The
schedule now indicates a specific time for Planning Commission
and City Council review of the Open Space Element. As indicated,
the Planning Commission would review the Element. from August
through middle October, the City Council from middle October
through December, 1992.
STAFF COMMENTS:
In Exhibit 1 workshops and review schedules have been condensed to
Allow for adoption of the Open Space Element by December, 1992.
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COUNCIL AGENDA REPORT
Status Report -- page 4
This is a "best case" attempt to incorporate the City Council's
concerns and still allow for meaningful community input. As with
any best case representation problems may occur (such as
environmental review taking longer than anticipated, the need for
additional City meetings due to controversy, etc.). Such events
may result in scheduling delays. Through the status reports or
more immediate means staff will keep the Council informed of
potential or actual delays.
FISCAL IMPACT:
The costs associated with the proposed schedule have already been
incorporated into the budget for the Open Space Element. There are
no new costs associated with this schedule.
OTHER ALTERNATIVES:
1. Propose minor changes to the schedule.
2. Propose major changes to the schedule and have staff
return to the Council with these changes at the
earliest possible date.
Attachments:
cc. sts
Exhibit 1 - Revised Work Schedule for the Open Space Element
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