HomeMy WebLinkAbout2006-0518 Continued Meeting Packet
CITY OF
ASHLAND
Council Communication
Downtown Plan - Phase 1
Council Update
Meeting Date: May 16, 2006
Department: Community Development
Contributing Departments: None
Approval: Lee Tuneberg ~'if
Primary Staff Contact: Bill Molnar, 552-2042~ "\.
bill@ashland.or.us 'b
Secondary Staff Contact: None
Estimated Time: 20 minutes
Statement:
The revision of the Downtown Plan was identified in the 2005-2006 Council Goals. The planning process for the Downtown
Plan has been structured to take place in two steps. The initial effort, Phase 1, involves defining the process and creating a
work program for the production of a revised Downtown Plan. The work program will identify the public process used to
develop the Plan, as well as propose a variety of planning alternatives with a cost estimate for each alternative.
Phase 2, identified in the Request for Qualifications (RFQ), will culminate in contracting with the successful consultant
chosen for Phase 1 to perform the task of implementing the work program and selected alternative, ultimately producing a
document to be used as the City's Downtown Plan. A more formal and detailed scope of work and contract for Phase 2 will
be negotiated with the successful consultant chosen for Phase 1. At that time, if it wishes, the City still reserves the right to
solicit other consultants to implement Phase 2.
This item is intended to provide an informal update on the consultant's efforts to date with respect to defining the process
and creating a work program for the production of a revised Downtown Plan.
Background:
At the December 6th, 2005 meeting, the City Council accepted the recommendation of the Downtown Selection Committee
and entered into a contract with Crandall Arambula PC for planning services involving the preparation of Ashland's
Downtown Plan - Phase 1. Phase 1 is limited to defining the process and creating a work program for the production of a
revised Downtown Plan
On January 26th, 2006, a public workShop was conducted by George Crandall and Don Arambula in the "Grove" gymnasium,
located adjacent to the Civic Center on East Main Street. The meeting agenda for that workshop is attached. After that
meeting, Crandall-Arambula provided Staff and the Downtown Planning Committee with a preliminary Schedule, Scope of
Work and Budget for Phase II of the Downtown Planning Process. These documents are attached.
On April 25th and April 26th, George Crandall and Don Arambula hosted a series of public meetings to clarify and explain the
downtOwn planning process, as well as describe those elements commonly included within a new Downtown Plan
document. Community members attending the meetings were given Response Sheets requesting them to identify on a map
specific areas in the downtown that present special design opportunities, as well as identify areas of concern. Additionally,
community members were asked to list their three top issues and concerns. The consultants have provided a map and a
table summarizing the comments obtained through the various public meetings.
r.,
Related City Policies:
None
Fiscal Impact:
Approximately $15,000 was approved for carrying out Phase 1 of the Downtown Plan process. Currently, no funding has
been identified for Phase 2 of the Downtown planning process. Phase 2 would include implementing an adopted wor1<
program and producing the Plan document, as well as implementing ordinances, downtown design guidelines and
standards.
Council Options:
No action is requested from the Council. This item is for Council discussion only.
Staff Recommendation:
The information provided in the packet is for discussion purposes only. Staff does not have a recommendation at this time.
Potential Motions:
No action is requested on this item at this time.
Attachments:
· Response Summary from Ashland Meetings of April 25th and April 26th.
· April 25th and April 26th public meeting flyers
· Agenda for January 26th Phase I Wor1<shop
· Preliminary Schedule, Scope of Wor1< and Budget for Phase 2 - Downtown Plan
rA'
Ashland Meetings
Response Summary
City of Ashland
April 25th & 26th, 2006 DRAFT
Summary
Public meetingss were held in downtown Ashland on April
25th and 26th, 2006. Community members were given
Response Sheets (shown at right) requesting the following
information:
Special Areas
Please note areas (on the map) you believe:
. Present special design opponunities
. Are areas of concern
Issues and Concerns
. list your three top issues and concerns
A total of 110 response sheets were submitted. The follow-
ing page includes a summary of the Special Areas and a
tally of the top three Issues and Concerns.
II
Ashland Meetings
CIty oI_nd
_21126110._
o
&, ..\,.......
)+.;....;;;;~... ~.r,
r~ "~
'\ ~ l~ 1:~'"
. -~ '':l'! C - ,i .~~ *'
~ ~ % --'4i, C),,' ~""C""D"
., ,,'" <!l '>p
~ f!.~'" ~.
~~ -.... !
:.4 ..@ ,...
, I ,..~II ' ~it,. _.'
;.""". .....s,. ."ol~" II"
co, ';;'~ . -'j< I .
. . * ,;; <\( ~.. ~ . . -
~I' i", ..",oS) Ashland c,;...
N"~ St ....1 j; '...,. '.' . ~ ~l
i ':' .~, '. . I .
'OI........D. -i: l i
.; ;. 'ffi
r..dSl "'~"~ ii! ~~{jJ;
C..,."" i ~ ~
. .!"-.;
EH.....,S. i!tf
r
i~
i!
i:
.
:
II:
't'
, ........
.....
d
4,
On the mop above. please note aeos you beIeYe:
. Pntsent speckJI design Ol)pO!1unllias
. Ive areas 01 concem
.-,.....--..--...
lilli yow Itnetop luuesond concems:
,.______.______ -.---------------
2_
3.___.. ___..__ __ ______________
Name __;_______ _.___________________________
; v;.. '.-.,,'.:b...._'., ,,",,'''' Il:' .....1:;;.....,. '~3'''' .",<..-. i~~"; "~.........,, 1:'-
--
................,....
-- ....
c...I).""........'7.70
Response Shut
Special Areas/Issues & Concerns
Design Opportunities and Areas of Concern
Comments regarding special design opportunities and
areas of concern are mapped below
Top Three Issues and Concerns
The table below summarizes the top issues and concerns
mentioned in the 110 response sheets submitted at the
workshops. The issues and concerns were grouped under
overarching categories that suggest specific community
goals.
Categories TImes Mentioned
CharacterlPublic Gathering Places 61
Parking 50
Retail-Economy 44
Housing-Affordable Housing 39
Public Safety 26
Pedestrian Realm 25
Traffic 25
Railroad District . 12
Public Involvement 11
Arts-related 6
Sustainability 6
Grower's Market Downtown 4
Study Area Boundary 3
i:~n.,.j" ~I
Restrict
Oey't
Redesign
Parking
Structure
II
Special AlTas Map Summary
CITY OF
ASHLAND
Downtown Plan Outreach - Meetings Schedule - April 25 and 26
Prospective Downtown planning consultants, George Crandall and Don Arambuila, are coming
to town on April 25th and 26th to do outreach for the Downtown planning process.
They will be conducting focus groups for various stakeholders including Downtown developers
and property owners, the Chamber of Commerce Economic Development Committee and others.
They will also put on four meetings that will be open to the public. And they will arrange
meetings upon request with individuals and groups who feel their interests are not covered in the
sessions listed below.
The public sessions will be:
Tuesday, April 25th, 7 to 9PM - This is a Study Session of the Planning
Commission especially for individuals who speak, occasionally or often,
on behalf of the public interest on Planning Actions before the Commission
or Council.
Wednesday, April 26th, lOAM to Noon - This session is aimed at Downtown
business owners and merchants but open to the public as well.
Wednesday, April 26th, 1 to 3 PM - This session is for "architects and
land use professionals" but also open to the public.
Wednesday, April 26th, 7 to 9:00 PM - This session is for the general public,
wrapping up the two days' activities and presenting the consultants' specific
recommendations for how to move ahead with the planning process.
ALL SESSIONS ARE IN THE BALLROOM AT THE ASHLAND SPRINGS HOTEL
To arrange a separate stakeholder session contact Bill Molnar at: 552 2042.
For those who can't attend orwant to further discuss what they learn in the sessions on April 25
and 26 there will be a follow up meeting by the Downtown Plan Committee, which will be
publicly announced.
Community Development
20 E. Main Street.
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541/488-5305
Fax:541~~
TTY: 800/735-2900
rA'
CITY OF
A.SHLAND
Meet the Experts
On April 25th and 26th George Crandall, F AlA and Don Arambula, ASLA, principals of the
nationally-known urban consulting finn, Crandall Arambula, will be in town for briefings with
stakeholders and a general public meeting. The consultants were chosen by the City Council to
produce a scope of work that clearly identified the sequence of steps involved to produce a new
Downtown Master Plan.
The purpose of their visit is to explain the finn's planning methods and the positive effects a new
Downtown Plan will have on the Downtown economy, circulation, housing, urban design and
community facilities. Examples will be presented from revitalization projects Crandall
Arambula has conducted in other cities (such as Santa Fe, Racine, Knoxville, Oak Park,
Whitefish, etc.) as well as ideas that could apply to Ashland itself. According to Planning
Commission Chairman, John Fields, "TIus planning effort is absolutely critical to the rational
development of Downtown. "
Creating a Downtown Plan requires commitment and effort by both the City and stakeholders to
make our downtown "everything it could be". This is the opportunity for those who are most
affected and most interested to get a good idea of the coming process before it gets underway
and an occasion for the citizens of Ashland to see a hands on presentation by the consultants.
Public Meeting - April 26th - 7:00 to 9:30 PM
Grand Ballroom - The Ashland Springs Hotel
These outreach activities are sponsored by the Downtown Planning Committee that is comprised
of both elected and appointed officials plus citizen volunteers:
City Councilors Dave Chapman and Jack Hardesty; Planning Commissioners John Fields,
Michael Dawkins and John Stromberg; Citizens at Large Tracy Harding and Susan Powell.
More information:
www.ashland.or.us.
downtoWDnlanuuoriendoor.com
Susan Yates, Ashland Planning Division 552-2041
Crandall Arambula's work may be viewed at: www.ea-city.eom.
Community Development
20 E. MaIn Street
Ashland. Oregon 97520
www.ashland.or.us
Tel: 541/488-5305
Fax: 541-1488-6006
TTY: 8001735-2900
CRANDALL ARAMBULA
REVITAUZlNG
AMERICA'S CiTIES
ASHLAND .JANUARY 26 PHASE I WOKSBOP FORMAT (Draft)
Workshop Purpose
1) To discuss and establish an outline work program for the Phase n work
2) To discuss and identify an outline public participation program for the Phase n work
Workshop Agenda Who Time
1) Introductions and workshop purpose City 5 min
2) Presentation CA 30 min
The presentation will be in PowerPoint fonnat. A large screen or white wall
will be needed for the projection surface. Slides will illustrate:
· The typical work process (steps and purpose of each step)
· Typical work products
· Public participation options (basic and expanded programs)
· A typical schedule
3) Workshop
George and Don will lead a discussion based on the presentation. One slide
illustrating the discussion topic will be left upon the screen while workshop members discuss the
topic. Participants would respond to questions for each topic. Questions could include:
Work Process 20 min
· What are your thoughts about the illustrated outline work process
and its application in Ashland?
· Do you have suggestions on how the outline might be modified
to be most responsive to your needs?
Work Products 30 min
· Typical work products are illustrated on the screen. Will these products
need to be produced as part of your project?
· Are there other products that may be required?
Public Participation 30 min
· Public workshops will be required at the completion of major work phases.
Will additional public workshops be required?
· Small meetings with stakeholders and interest groups will be required.
When should those occur?
Schedule 10 min
· The typical schedule, allowing enough time for development of alternatives,
and public involvement is illustrated. How should this basic schedule be
adjusted to fit your needs?
During the workshop, Don will record the discussion responses. After the workshop, Crandall
Arambula would provide a draft work program, schedule and fee estimate for review.
CRANDAlLARAMBUlAPC. S20SWYAMHIlL. ROOFSUTrE4. f'OR1UNO,ORF..<Ja-l97204. ~S034J7.7879. FAXS03417.'7904
WWW.CA-aTY.roM
2
3
SCHEDULE - Ashland Downtown Plan
02/08/06 - Draft
PHASE
1
STARTING
1) Establish Project Procedures
2) Establish Public Participation Program
3) Collect & Review Existing Information
4) Establish Opportunities & Constraints
5) Public Meeting #1
6) Establish Project Objectives
DESIGNING
1) Develop Alternative Plans
2) Public Meeting #2
3) Refine Best Plans
4) Public Meeting #3
5) Prepare Final Plan
6) Public Meeting #4
IMPLEMENTING
1) Prepare Action Plan
ExhlbR A
1 2
Months
3 4 5 6 7
8 9 10
2) Identify Changes to Regulatory Documents
3) Public Meeting #5
5) Prepare Final Plan Document
4) Prepare Project Notebook
KEY MEETINGS
. Oversight Committee
. General Public
8
~
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
exhibit B
Phase
Activities
1
STARTING
1. Establish Project Procedures
2. Establish Public Participation Program
3. Collect & Review Existing Information
4. Establish Opportunities & Constraints
5. Public Meeting #1
6. Establish Project Objectives
1.1 Establish Project Procedures - Bill Molnar will manage the project for the City of
Ashland. George Crandall will manage the Crandall Arambula consulting team. George will attend
and lead presentations at all key meetings.
Product:
· A list of all key client contacts with mailing and contact information
· A list of all consultants with mailing and contact information
1.2 Establish Public Participation Program - The program involves a process organized
around 5 general public meetings. In general, key meetings and related community meetings will be
held every 4 to 6 weeks and concentrated into one-day sessions. Crandall Arambula will meet with
the Ashland Steering Committee prior to each public meeting to preview what will be covered at the
meeting.
The typical Steering Committee meeting will include:
· A half-hour presentation by Crandall Arambula outlining potential alternatives responsive to the
study objectives
· A discussion of the presentation material
A typical public meeting will include:
· A half-hour presentation by Crandall Arambula outlining potential alternatives
· A 10- to 15-minute question period
· A 6O-minute workshop. During the first 30 minutes of the workshop, groups of up to 8 people
will discuss presentation alternatives. During the final 30 minutes, a spokesperson from each
group will report back to the larger group with a summary ofhis/her group's findings
· A completion of a ballot by each person indicating hislher preferences
Crandall Arambula will provide copy-ready public meeting announcement materials. Ashland
planning staff will distribute notices to local newspapers, media and other neighborhood
organizations. Ashland will also be responsible for organizing the meeting logistics, including
location/room, large projector screen and tables that will seat 6 to 8 individuals. The room must be
suitable for presentations, with a capacity of 150 and the ability to darken the room.
If a Steering Committee and public meeting are scheduled for the same day, the Steering Committee
meeting will be held in the morning, followed by the general public meeting in the early evening.
Products:
· Presentations
· Ballots
· Ballot and public meeting summaries
.
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
exhibit B
1.3 Collect & Review Existing Information - All materials prepared in the previous planning
studies will be collected and reviewed in detail by the project team. These materials will be used as
appropriate in the preparation of the Ashland Downtown Plan.
Prior to proceeding with the development of alternative framework plans, the project team will need
the City to provide infonnation on:
· Street and sidewalk dimensions on downtown streets
· Building locations, lot lines, property ownership and contours in the planning area
· Location of utility main lines
· Location of historic buildings
Products:
· Base map of the downtown area
1.4 Establish Opportunities & Constraints - Physical and market constraints to downtown
revitalization will be identified along with strategies for revitalization. The purpose of the work will
be to identify issues that need to be resolved as well as positive and unique features that should be
utilized.
The quality of the existing street environment on downtown streets will be evaluated using
evaluation criteria developed by Crandall Arambula. The evaluation will identify where street
frontage is pedestrian and retail friendly and where it is not.
Products:
· Opportunities and Constraints diagrams
· Street frontage evaluation diagrams
1.5 Public Meeting #1 - Develop and review Phase I findings with the Steering Committee
and public in Meeting #1. Ask the public to identify its top downtown issues and concerns. Results
will be combined with infonnation from previous public meetings to establish project objectives
(Task 1.6).
Product:
· PowerPoint presentation summarizing Phase I findings
· Meeting # 1
1.6 Establish Project Objectives - A list of project objectives will be identified. The
objectives will be organized in a checklist fonnat and used to develop and evaluate plan possibilities
during the planning process. Comments received from previous worlcshops will be combined with
findings from Public Meeting #1 to produce a list of objectives.
Product:
· Project objectives checklist
2
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
Exhibit B
Phase
Activities
2
DESIGNING
1. Develop Alternative Plans
2. Public Meeting #2
3. Refine Best Plans
4. Public Meeting #3
S. Prepare Final Plan
6. Public Meeting #4
During public meetings in 2005, Ashland residents identified a number of issues that a plan should
address. Some of their preliminary issues are listed below:
· Character - Maintain and enhance.Ashland's special character
· Public Realm - Expand and enhance the public realm (parks and open space) and connect to the
natural environment
· Transportation - Enhance bicycle and pedestrian circulation, develop public transit and reduce
downtown traffic volumes
· Economy and Employment - Promote economic development and vitality, create opportunities
for living-wage jobs and mixed-use development
· SustainabiJity - Develop opportunities for alternative energy sources- solar and wind
· Housing - Create opportunities for affordable housing
· Arts and Culture - Create a cultural Mecca for the Pacific Northwest and identify opportunities
for city-owned performance and activity spaces
· Retail - Keep healthy with opportunities for more locaJJy-owned businesses
· Parking - Manage parking, reduce number of parking lots and park underground
· Other - (To be developed)
These issues wiJJ be updated in Workshop # 1. A number of plan alternatives will be developed
based on the updated issues to illustrate plan possibilities as they relate to the public's concerns.
Alternatives may be illustrated in a number of different ways including:
· Framework Plans - System plans covering a large area
· Site Plans - Development plans for specific sites
· Sketch Perspectives - Illustrations of development concepts
· Aerial Photo Overlays
2.1 Develop Alternative Plans - Plans may include:
· A Fundamental Concept Diagram illustrating key land use and circulation concepts
· Land Use Framework Plans illustrating possible locations, types, densities and amount of:
Housing
Employment
Retail
Open space
Cultural and Public Uses
· Land use alternatives may illustrate additional detail for:
A retail shopping district and "Main Street"
Public open space or "Living Room"
Government facilities
3
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
Exhibit B
Lodging facilities
Core employment clusters such as office
Regional gathering places such as cultural/institutional
Potential.rail yard uses
· Circulation Framework Plans illustrating potential systems and locations for:
Transit
Autos
Bicycles
Pedestrians
Parking
Alternatives will identify the actions needed to improve the downtown circulation system for
pedestrians, bicycles, autos, transit and parking. Improvements will be suggested for key streets.
In addition, the project team will examine and evaluate in general tenns:
· The possibilities for improving the entry experience into downtown Ashland
· Connections to adjacent neighborhoods
Products:
· Sketch plans illustrating general land use and circulation alternatives
· A PowerPoint presentation summarizing alternatives
· A preference ballot for use at Public Meeting #2
2.2 Public Meeting #2 - Alternative plans will be presented to the Steering Committee and
public for review and comment. The consultant team will evaluate the alternatives in terms of their
response to the Project Objectives identified in the Starting Phase.
Product:
· Public Meeting #2
· A tabulation of ballots
2.3 Refine Best Plans - Public preference ballots from Meeting #2 will inform the consultant
team about preferred land use/circulation plans. Refined plans will be developed to allow a thorough
community review of proposals.
Products:
· Sketch plans illustrating refined land use and circulation alternatives
· Sketch sections illustrating potential right-of-way improvements
· PowerPoint presentations summarizing the refined alternatives
· Preference ballots for use at Public Meeting #3
2.4 Public Meeting #3 - Therefmed plans will be presented to the general public for review
and comment. The consultant team will evaluate the alternatives in tenns of their response to the
Project Objectives.
Product:
· Public Meeting #3
· A tabulation of ballots
4
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
exhibit B
2.5 Prepare Final Plan - Public preference ballots from Meeting #3 will inform the consultant
team about preferred land use/circulation plans. Final plans will be developed to allow a thorough
community review of proposals.
Products:
· Final framework plans, site plans and perspectives illustrating proposed limd use and circulation
alternatives
· Sketch sections illustrating potential right-of-way improvements
· Briefing papers summarizing the final plan
· PowerPoint presentations summarizing the fmal plan
· Preference ballots for use at Public Meeting #4
2.6 Public Meeting #4 - The final plans will be presented to the general public for review and
comment. 1he consultant team will evaluate the plans in terms of their response to the Project
Objectives. Estimated public investment costs and the value of stimulated private investment will be
discussed.
Product:
· Public Meeting #4
· Conceptual Cost Estimate
· A tabulation of ballots
5
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
exhibit B
Phase Activities
3
IMPLEMENTING
1. Prepare Action Plan
2. Identify Changes to Regulatory Documents
3. Public Meeting #S
4. Prepare Final Plan Document
5. Prepare Project Notebook
3.1
Prepare Action Plan - The Action Plan identifies:
Catalyst Projects
Project Costs and Financial Strategies
Implementation Priorities
Responsibilities and TimeIines for Implementation
3.1.1 Identify Catalyst Projects -:- Potential public and private catalyst projects will be identified.
Catalyst projects should have the ability to:
· Be responsive to the project objectives
· Create development momentwn in the downtown
· Promote employment and increase the tax base
3.1.2 Identify Project Costs and Financial Strategies - Order of magnitude costs will be
developed for both public and private catalyst projects. Costs and benefits will be central in
discussions about project priorities. Public projects having the potential to stimulate substantial
private investment will be given the highest priority.
Potential financing mechanisms for proposed catalyst projects will be outlined. The ability to use
these mechanisms will be explored. Financing methods may include:
· Private sector financial resources
· Tax increment financing (TIF)
· Downtown business improvement district (BID)
· Revolving loan fund
· General fund
· Community development block grant funds
· Parking district funds
· Section 108
· Capital improvement program funds
· Other State and local government programs
3.1.3 Identify Implementation Priorities - Catalyst projects and cost information will be
reviewed to establish potential project priorities. Projects with the potential to stimulate the most
private investment will be given the highest priority. The list of projects will be reviewed with the
Steering Committee and appropriate agencies
3.1.4 Identify Responsibilities and TimeIines for Implementation - Agencies and individuals
responsible for implementing the catalyst projects will be identified. A schedule for implementing
the catalyst projects will be developed. The key schedule time periods will be for 120 days, I year
and 3 years.
6
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
Exhibit B
Action Plan Products:
The Action Plan will contain:
· Concept cost estimates for catalyst public and private projects
· Potential financing sources
· Graphic drawings illustrating the location and character of priority projects
· Project priorities and the potential benefits
· Responsibilities for implementation
· Implementation schedule
3.2 Identify Changes to Regulatory Documents - The consultant will identify
changes/additions to policies, codes and ordinances required to implement the downtown plan
concepts. The City will be responsible for developing, fmalizing and adopting code changes.
Product:
· Working paper identifying necessary changes to policies, codes and ordinances
3.3 Public Meeting #S - The Action Plan and proposed changes to regulatory documents will
be presented to the general public for review and comment.
Product:
· Public Meeting #5
· Draft Action Plan and proposed changes to regulatory documents
· A tabulation of ballots
3.4 Prepare Final Plan Document - The final plan will infonn the general public and
developers about the Ashland Downtown Plan. It could be in and 8 Y2" by 11" report fonnat.
Crandall Arambula will prepare a copy-ready/digital report suitable for printing by a separate
contractor. The number of copies to be produced and the cost of production will be a client decision
and expense.
First Draft - A first-draft report will be produced after consultation with the Ashland Steering
Committee about report content. The draft will be forwarded to the Steering Committee for review
and comment.
Product:
· One first-draft report with draft text and graphics
Second Draft - The report will be revised to include first-draft review comments. The draft will be
forwarded to the Steering Committee for review and comment
Product:
· One second-daft report with text and graphics
Final Draft - The report will be updated to include Steeririg Committee second-draft review
comments. The materials will be forwarded to the Steering Committee for a final review. After
receiving Steering Committee comments, the fonnat and graphic infonnation will be forwarded to
the printing contractor for production.
7
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
Exhibit B
Product:
· One final-draft copy-ready/digital report with text and graphics
· Copy-ready/digital graphic materials for the printer
Print & Distribute - Crandall Arambula will be available to consult with the printer on issues
related to the production of the final report. Crandall Arambula will review the printer's proof.
Distribution of the report will be the responsibility of the Steering Committee.
Product:
· Coordination with the printer on issues related to graphic content and color
3.5 Prepare Project Notebook - The notebook will provide a record of the materials produced
during the planning process. The 8 Y:z" by II" copy-ready notebook will be suitable for reproduction
and use as a reference document by the client and public agencies responsible for implementing the
plan. In addition, a CD-ROM will be provided with all of the products produced during the work
process.
Product:
· One three-ring binder notebook
· A CD-ROM with all final graphics and PowerPoint presentations
8
SCOPE OF WORK- Ashland Downtown Plan
02/08/06 - Draft
Exhibit B
Phase
Activities
4
ADDITIONAL SERVICES (OPTIONAL)
1. Design Guidelines
2. Public Improvement Standards
3. Additional Public Meetings
1) DESIGN GUIDELINES
Prepare Design Guidelines - Design Guidelines establish the design framework for implementing
the Ashland Downtown Plan. An effective design review process would also be identified.
Public Meeting #1- Kick-Off! Educational
· Prepare for and attend one meeting
· Facilitate a workshop-style meeting with a designated Downtown Design Guidelines Oversight
Committee (DGOC), property owners and other stakeholders
· Discuss the project process, including objectives and schedule With the DGOC
· Present framework concepts of the Ashland Downtown Plan
· Discuss the fundamental components necessary to create effective design guidelines. Discuss
how Natiomtl Register historic buildings would be evaluated
· Provide an opportunity for participants to express their view of "Ashland's Character"
Product:
· PowerPoint presentation and handout materials
· Record of participants' comments on unique qualities and characteristics that should ~ fostered
· A brief summary memorandum for distribution
Prepare Draft Design Guidelines - Develop text, graphics, photographs and evaluation checklist
materials that clearly describefimdamental and project specific design guidelines. Design guideline
elements should include, but are not limited to the following elements: fundamental "Ashland
Character" guidelines and architectural, sign, lighting and historic building guidelines.
Product:
· One copy ready 8-1/2" by II" or 8-1/2" by 14" draft document for review and comment by
Agency Staff and DGOC.
· A telephone conference call with DGOC and Agency staff to discuss comments and refinements
to the draft document prior to Meeting #2 with the DGOC.
Public Meeting # 2 - Draft Design Guidelines Presentation
Present and lead a discussion of the draft guidelines. Record comments, changes and additions
suggested by Committee members and the general public.
Product:
· PowerPointpresentation
· Meeting handout materials
· A record of both public and DGOC document comments
· A brief summary memorandum of comments for distribution by Agency Staff.
9
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
Exhibit B
Prepare Refined Design Guidelines - Refme the text, graphics, photographs and design review
checklist materials based upon input from the DGOC and Agency staff.
Product:
· One copy ready 8-112" by 11" or 8-112" by 14" of the refmed draft document for review and
comment by Agency Staff and DGOC
· A telephone conference call with Agency Staff to review document with the DGOC and
Planning Commission prior to Meeting #3
Public Meeting #3 - Refined Design Guidelines Presentation
Present and lead a discussion with DGOC and public on the refmed guidelines
Product:
· PowerPoint presentation and one workshop meeting
· Meeting comments in a brief memorandum
· One telephone conference call with DGOC and Agency staff
Prepare Final Design Guidelines
Prepare final draft text, graphics, photographs and design review materials.
Product:
· One copy ready 8-1/2" by 11" fmal draft document/compact disc for distribution by Agency
Staff
· One telephone conference call with DGOC and Agency Staff to discuss final draft documents
2). PUBLIC IMPROVEMENT STANDARDS
Develop Public Improvement Standards - The design and quality of public improvements such as
sidewalks, crosswalks, curb extensions, street furniture, lighting, signage and landscaping are
important elements in downtown planning efforts. The Standards document will provide design
details, standards, and requirements for all improvements within the public right-of-way.
The standards would be developed with assistance from City staff only. Stakeholders and interest
groups would be invited to provide comment on draft and final documents.
Project Team Meeting #1 (Kick-Oft/EducationallReview)
· Prepare for and attend one meeting
· Facilitate workshop with staff
· Discuss process including objectives and schedule
· Present/review plan circulation concepts
· Discuss relevant issues including character, maintenance and public vs. private development
responsibilities
Product:
· PowerPoint presentation
· Workshop briefing summary memo
· Record of comments
Prepare Draft Improvement Standards Document - Develop text, streetscape graphics, product
information, and design details
10
SCOPE OF WORK - Ashland Downtown Plan
02/08/06 - Draft
Exhibit B
Product:
· One copy ready 8 W' x II" draft document for review and comment
· Workshop briefing summary memo
· Product samples (if necessary)
· Telephone conference 'call with City staff to discuss comments and refinements prior to Meeting
#2
Project Team Meeting #2 (Draft Standards Document Review) - Present and lead a discussion on
the draft Improvement Standards Document. Record comments, changes, and additions suggested
by staff, stakeholders or interest groups.
Product:
· PowerPoint presentation
· Workshop handout summariziJig key issues
· Record of staff stakeholder and interest group comments
Prepare Refmed Improvement Standards Document - Refine the text, graphics, and design
details based on input from City staff.
Product:
· One copy ready 8 W' x II" refined draft document for review and comment by Staff
· Workshop briefing summary memo
· Telephone conference call with City staff to review document prior to Meeting # 3
Project Team Meeting #3 (Refined Improvements and Standards Presentation) - Present the refmed
Standards Document
Product:
· One copy ready 8 W' x 11" refined draft document
· One telephone conference call with City staff to discuss fmal draft document
· Meeting comments summarized in a brief memo
Prepare Final Improvement Standards Document - Prepare final text, graphics and design
details.
Product:
· One copy ready 8 W' x 11" fmal document/compact disc for distribution and use by the City
· One telephone conference call with City staff to discuss final documents
3) ADDITIONAL PUBLIC MEETINGS
Each additional meeting in Ashland requiring a separate visit to Ashland by the design team will be
billed at hourly rates plus reimbursables. An estimate of the meeting cost will be provided to the
Project Manager for approval prior to completing arrangements for the meeting.
11'
~------L.....-__.~_
BUDGET - Ashland Downtown Plan Exhibit C
2/812006 - Draft
Crandall Arambula
Managing Project
Principal Principal Coordina!. Staff Task
PHASE $145 $130 $65 $55 Total TOTAL
1 STARTING
1) Establish Project Procedures 4 0 4 0
2) Establish Public Participation Program 1 0 0 0
3) Collect and Review Existing Information 2 8 40 40
4) Establish Opportunities and Constraints 0 8 8 8
5) Public Meeting #1 28 30 28 40
6) Establish Project Objectives 4 0 2 0
Hours Phase 1 39 46 82 88
Cost Phase 1 5.6155 5.980 5.330 4.840 $21,805
2 DESIGNING
1) Develop Alternative Plans 40 80 120 160
2) Public Meeting #2 28 30 28 40
3) Refine Best Plans 24 40 120 160
4) Public Meeting #3 28 30 28 40
5) Prepare Final Plan 24 40 80 120
6) Public Meeting # 4 28 30 28 40
Hours Phase 2 172 250 404 560
Cost Phase 2 24.!MO 32.500 26.260 30.800 $114,500
3 IMPLEMENTING
1) Prepare Action Plan 20 16 40 80
2) Identify Changes to Regulatory Documents 4 16 24 8
3) Public Meeting # 5 28 30 28 40
4) Prepare Final Plan Document 16 40 80 120
5) Prepare Project Notebook 2 4 40 80
Hours Phase 3 70 106 212 328
Cost Phase 3 10.150 13.780 13.780 18.040 $55,750
TOTAL CA LABOR (Ph..e 1,2 &3) $192,055
Relmbursables
CA Travel & Per Diem (5 trips at 1.5(0) $7,500
CA Printing. telephone and related expenses at 5% of labor $9,603
Reimbursable multi ier at 10% $1 710
Total Relmbursables $18,813
TOTAL BASIC SERVICES (CA LABOR & REIMBURSABLES) $210,868
SUBCONSUL T ANT SERVICES (Estimated Allowance)
InfrastructurelUtility Assessment 0
Economic Analysis & Implementation Strategies $5,000
Cost Estimating $2,000
T ransportalion $8,500
Consultant Reimbursables at 10% of Labor $1,550
TotalSubconsuhantSenrices $17,050
ITotal Contract Amount $227,918
OPTIONAL ADDITIONAL SERVICES
1) Design Guidelines (Preliminary Estimate) $30.000
2) Public Improvements Standards (Preliminary Estimate) $30.000
3) Additional Public Meetings Timecard