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27 Fire Station RestaffingCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 11 /06/08 Council Date: 11/10/08 City Manager Kevin Carruth 21. RECOMMENDED MOTION: Move to approve an agreement with Consensus Planning to develop a strategic plan for the City of Paris, authorize the City Manager to negotiate and execute all necessary documents, and fund one-half of the project costs from fund balance and one-half from Paris Economic Development Corporation. POLICY ISSUE(S): Strategic plan; Council goals and objectives BACBGROUND: The City issued a request for qualifications at the end of July and received four responses by the September 8 deadline. The RFQ Review Committee (comprised of Will Biazd, Pike Burkhart, Kevin Carruth, Pete Kampfer, Kent McIlyar, Shawn 'Napier, and Lisa Wright) interviewed Consensus Planning and BWR Engineering on September 29. In addition to a 90 minute interview of each firm, the Committee also checked several references and reviewed examples of other strategic plans completed by the firms. The Review Committee recommends Consensus Planning based on the firm's capabilities, previous experience, approach to the project, and emphasis on community input. Consensus Planning will gave an abbreviated presentation of their proposal to a joint meeting of the City Council and the PEDC Board of Directors. Examples of the firm's work were sent to each Council Members at the beginning of November. Exhibits A, B, and C of the agreement detail the scope of work, timelines, and costs. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution; agreement ACTION: BUDGET INFO: ❑ Financial Report Z Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt. $ ❑ Presentation ❑ Ordinance ❑ P bli H i y'I'D Actual $ u c ear ng ❑ Other Acct. Name Acct. Number FISCAL NOTES: PEDC will provide funding for one-half of this project with the remainder coming from the City's reserves. REVIEWED AND APPROVED BY: Z Administrarion Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Urilities City of Paris Revised 2/04/08 - 000308 T - T T_ _.T.. DRAFT attorney\reswork\current\Consensus Planner-Owner Agreement Res 2008 RESOLUTION N0. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, APPROVING AND AUTHORIZING THE EXECUTION OF A PROFESSIONAL SERVICES CONTRACT WITH CONSEIVSUS PLANNING, INC. FOR STRATEGIC PLANNING CONSULTING SERVICES; MAKING OTHER FINDIIVGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City of Paris is in need of strategic planning consulting services and Consensus Planning, Inc., 302 8th Street NW, Albuquerque, NM 87102, has made a proposal for strategic planning/consulting services, a copy of which is attached hereto as Exhibit "A"; and, WHEREAS, the City Manager and the Director of Paris Economic Development Corporation has reviewed Consensus Planning's proposal and recommends that they be hired to provide strategic planning consulting services to the City of Paris and to the Paris Economic Development Corporation; and, WHEREAS, the City Council hereby finds that it is in the best interest of the City of Paris and its citizens that the City enter into a Professional Services Agreement with Consensus Planning, Inc. to provide strategic planning consulting services to the City and PEDC. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS THAT: Section 1. The findings set out in the preamble to this resolution are hereby in all things approved. Section 2. The proposal of Consensus Planning, Inc. for strategic planning/consulting services as set forth in Exhibit A attached hereto, be, and the same is hereby accepted; and, Section 3. The City Manager be, and he is hereby authorized and directed to execute on behalf of the City of Paris and the Paris Economic Development Corporation a Professional Services Contract with Consensus Planning, Inc. substantially in accordance with the form attached hereto as Exhibit A and any and all other necessary documents related thereto. Section 4. the Paris Economic Development Corporation will provide the funding for the strategic planning consulting services. M 000309 , . . _ T. . - T T__ - _T.. Section S. This resolution shall be effective immediately upon passage. PASSED A1VD ADOPTED this 10th day of November, 2008. jesse james Freelen, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney w U0OJ1U AGREEMENT FOR THE STRATEGIC PLANNING PROJECT FOR THE CITY OF PARIS, TEXAS THIS AGREEMENT is made and entered by and between the CITY OF PARIS, TEXAS, a Home-Rule Municipal Corporation, hereinafter referred to as "City", with offices located at 135 1St St. SE, Paris, TX 75460 and CONSENSUS PLANNING, INC., hereinafter referred to as "Consultant", with offices located at 302 8th Street NW, Albuquerque, NM 87102, to be effective from and after the date as provided herein. WITNESSETH: WHEREAS, the City desires to engage the services of the Consultant for strategic planning consulting services for the City of Paris and Paris Economic Development Corporation (hereinafter the "Project"); and WHEREAS, the Consultant desires to render such consulting services for the City under the terms and conditions provided herein. NOW, THEREFORE, for and in consideration of the covenants contained herein, and for the mutual benefits to be obtained hereby, the parties hereto agree as follows: I. Retention of the Consultant The City hereby agrees to retain the Consultant to provide professional planning and consulting services in connection with the development of a strategic plan for the City of Paris, Texas. Consultant agrees to perform such services in accordance with the terms and conditions of this Agreement. II. Scope of Work Consultant shall perform such services in accordance with the Scope of Work attached hereto and incorporated herein as Exhibit "A". The parties understand and agree that amendments or modifications to the Scope of Work may be authorized by the parties from time to time, but must be in writing and signed by both parties. III. Schedule of Work This Agreement shall become effective upon execution of the Agreement by City and Consultant and shall remain in force and effect for a period which may be reasonably required to complete the Scope of Services, including any revisions or amendments thereto, as it relates to the Project. Time is of the essence in this Agreement. Consultant shall make all reasonable efforts to complete the Scope of Work as set forth in Exhibit "A" as expeditiously as possible and on schedule in accordance with the schedule of work attached hereto and incorporated herein as Exhibit "B". CONSENSUS PLANNING, INC. CONSULTANT SERVICES AGREEMENT PAGE 1 ~ UOU31i . . . . . . . . . , T. . . . . T.._.....y,,....~~..... . . IV. Payment for Services The City agrees to compensate Consultant for all services provided pursuant to this Agreement in accordance with the hourly rates set forth in the Fee Schedule attached hereto and incorporated herein by reference as Exhibit "C". Consultant shall submit periodic requests for payment on a detailed invoice which breaks the project down into tasks and budget amounts. City shall pay Consultant for work completed and accepted in accordance with this Agreement. Provided, however, total compensation and costs under this Agreement shall not exceed the sum of $137,595.00 without prior written authorization from the City Manager of the City of Paris, Texas. V. REIMBURSABLE EXPENSES Reimbursable expenses are those above and beyond Basic Services compensation and are the actual expenditures made by the Planner or his employees in the interest of the Project Reimbursable expenses may include transportation when Consultant is travelling in connection with the Project. Mileage shall be reimbursed at the current IRS approved rate. Other travel expenses shall be reimbursed dollar for dollar. VI. Information to be Provided by the CitX The City agrees to cooperate with Consultant in this Project and shall furnish all that information requested by Consultant for performance of these services and which is available in City's files and records. VII. Insurance Consultant agrees to meet all insurance requirements set out below, and to require all sub-consultants who perform work for Consultant to meet these insurance requirements as well: Consultant shall maintain insurance with the following required coverages and limits, and upon request will provide insurance certificates to City: Worker's Compensation Employer's Liability Commercial General Liability Commercial Auto Liability Professional Liability Statutory U.S. $1,000,000 U.S. $1,000,000 per occurrence U.S. $1,000,000 aggregate U.S. $1,000,000 combined single limit U.S.$1,000,000 per claim and in the aggregate VIII. Indemnitv Consultant shall release, defend, indemnify and hold City and its officers, agents and employees harmless from and against all damages, injuries (including death), claims, property damages (including loss of use), losses, demands, suits, judgments and costs, including reasonable attorney's fees and expenses, in any way arising out of, related to, or resulting from the services provided by Consultant under this Agreement and to the extent CONSENSUS PLANNING, INC. CONSULTANT SERVICES AGREEMENT PAGE 2 . ooo3iG . . . . . , . . ..T. . . 1- _-T_. caused by the negligent act or omission or intentional wrongful act or omission of Consultant, its officers, agents, employees, subcontractors, licensees, invitees or any other third parties for whom Consultant is legally responsible (hereinafter "Claims"). Consultant is expressly required to defend City against all such Claims. In its sole discretion, City shall have the right to approve defense counsel to be retained by Consultant in fulfilling its obligation hereunder to defend and indemnify City, unless such right is expressly waived by City in writing. City reserves the right to provide a portion or all of its own defense; however, City is under no obligation to do so. Any such action by City is not to be construed as a waiver of Consultant's obligation to defend City or as a waiver of Consultant's obligation to indemnify City pursuant to this Agreement. Consultant shall retain City approved defense counsel within seven (7) business days of City's written notice that City is invoking its right to indemnification under this Agreement. If Consultant fails to retain counsel within such time period, City shall have the right to retain defense counsel on its own behalf, and Consultant shall be liable for all costs incurred by City. IX. Independent Contractor Consultant covenants and agrees that Consultant is an independent contractor and not an officer, agent, servant or employee of City; that Consultant shall have exclusive control of and exclusive right to control the details of the work performed hereunder and all persons performing same, and shall be responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants; that the doctrine of respondeat superior shall not apply as between City and Consultant, its officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Consultant. X. Assignment and Subletting The Consultant agrees that neither this Agreement nor the work to be performed hereunder will be assigned or sublet without the prior written consent of the City. The Consultant further agrees that the assignment or subletting of any portion or feature of the work or materials required in the performance of this Agreement shall not relieve the Consultant from its full obligations to the City as provided by this Agreement. XI. Audits and Records The Consultant agrees that at any time during normal business hours and as often as City may deem necessary, Consultant shall make available to representatives of the City for examination all of its records with respect to all matters covered by this Agreement, and will permit such representatives of the City to audit, examine, copy and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement, all for a period of one (1) year from the date of final settlement of this Agreement or for such other or longer period, if any, as may be required by applicable statute or other lawful requirement. CONSENSUS PLANNING, INC. CONSULTANT SERVICES AGREEMENT PAGE 3 . ooo3i3 . . . . . . _ _ _ . . . t. . . . T.. . . . ..,.._..~..T.. XII. Contract Termination Termination of Agreement for Cause - If, through any cause, Consultant shall fail to fulfill in timely and proper manner its obligations under this Agreement, or if Consultant shall violate any of the covenants, agreements, or stipulations of this Agreement, the City shall thereupon have the right to terminate this Agreement by giving written notice to Consultant of such termination and specifying the effective date thereof, at least five days before the effective date of such termination. In such event, City may make copies of all finished or unfinished documents, data, studies, drawings, maps, photographs, and reports prepared by Consultant under this Agreement. Termination for Convenience of the Owner - City may terminate this Agreement for convenience at any time by giving at least ten (10) days notice in writing to Consultant. If the Agreement is terminated by City for convenience as provided herein, Consultant will be paid for the time provided and expenses incurred up to the termination date. XIII. Work Product City shall have the unrestricted right to use the documents, reports, plans, analyses and other data prepared by Consultant under this Agreement ("Work Product"); provided, however City shall not rely on or use the Work Product for any purpose other than the purposes under this Agreement and the Work Product shall not be substantially changed without the prior written approval of (:onsultant. If City releases the Work Product to a third party without Consultant's prior written consent, or changes or uses the Work Product other than as intended hereunder, (a) City does so at its sole risk and discretion, (b) Consultant shall not be liable for any claims or damages resulting from the change or use or connected with the release or any third party's use of the Work Product and (c) City shall hold Consultant harmless from any and all claims or damages related to the City's wrongful release, change or third party use. XIV. Mailing of Notices Unless instructed otherwise in writing, Consultant agrees that all notices or communications to City permitted or required under this Agreement shall be addressed to City at the following address: City of Paris, Texas Community Development Department P.O. Box 9037 Paris, TX 75461-9037 With a copy to: City of Paris, Texas City Attorney's Office P. 0. Box 9037 Paris, TX 75461-9037 CONSENSUS PLANNING, INC. CONSULTANT SERVICES AGREEMENT PAGE 4 - OU031~t' . _ . .T. . ....T_ . . . T_.__...... ~.T.. City agrees that all notices or communications to Consultant permitted or required under this Agreement shall be addressed to Consultant at the following address: Consensus Planning, Inc. 302 8th Street NW Albuquerque, NM 87102 All notices or communications required to be given in writing by either party shall be considered as having been given if addressed in writing as set out above and delivered in person or three (3) days after mailing by first-class registered or certified mail, return receipt requested, postage prepaid. XV. Miscellaneous A. Paragraph Headings: The paragraph headings contained herein are for convenience only and are not intended to define or limit the scope of any provision in this Agreement. B. Contract Interpretation: Although this Agreement is drafted by the City, should any part be in dispute, the parties agree that the Agreement shall not be construed more favorably for either party. C. Non-Waiver: No waiver of either party's rights under this Agreement shall be deemed to have been made unless expressly waived in writing and signed by an authorized representative of that Party. D. Venue/Governing Law: The parties agree that the laws of the State of Texas shall govern this Agreement, and that the Agreement is performable in Lamar County, Texas. Exclusive venue shall lie in Lamar County, Texas. E. Successors and Assigns: City and Consultant, and their partners, successors, subcontractors, executors, legal representatives, and administrators are hereby bound to the terms and conditions of this Agreement. F. Severability: In the event any term, condition, or provision of this Agreement is determined to be void, unenforceable, or unlawful by a court of competent jurisdiction, then that term, condition, or provision, shall be deleted and the remainder of the Agreement shall remain in full force and effect. G. Effective Date: This Agreement shall be effective on the date last signed by the parties hereto. XVI. Comolete Contract This Agreement, including referenced Exhibits, constitutes the entire agreement by and between the parties regarding the subject matter hereof and supersedes all prior or CONSENSUS PLANNING, INC. CONSULTANT SERVICES AGREEMENT PAGE 5 M 000315 contemporaneous written or oral understandings. This Agreement may only be amended, supplemented, modified or canceled by a duly executed written instrument. SIGNED on the date indicated below. CONSENSUS PLANNING, INC. CONSULTANT Federal Tax ID No. 85-0389353 DATE: BY: NAME: TITLE: CITY OF PARIS, TEXAS DATE: BY: Kevin Carruth CITY MANAGER APPROVED AS TO FORM: W. Kent McIlyar CITY ATTORNEY CONSENSUS PLANNING, INC. CONSULTANT SERVICES AGREEMENT y 000316 PAGE 6 , ...T. . - ..f. ..T . . . g__._,._.._T.. EXHIBIT A SCOPE OF WORK The following scope of work identifies the specific tasks required to complete the Strategic Plan. TASK 1: PROJECT INITIATION (NOVEMBER - DECEMBER 2008) 1a. Kick-off meeting with the City of Paris The first step is to meet with the City of Paris to discuss overall project goals and milestones; products and deliverables; and schedule during our first trip to Paris. This meeting will also cover the approach to the public participation process and project management. Primary points of contact, communication, and the identification of key community leaders and stakeholders will be established. At this time, we anticipate that the City and PEDC will share copies of the previously written plans and reports that will need to be reviewed and utilized in the preparation of the Strategic Plan. 1 b. Community Tour City staff will lead Consensus Planning on a community tour during our first trip to Paris to get a feel for existing development patterns and trends in the community. New development areas and the areas that may be in need of redevelopment should be part of the tour. 1c. Steering Committee Meeting #1 Our goal is to have a steering committee established by the time the planning process is underway. The initial steering committee meeting, also during our first trip to Paris, will serve to kick-off the project and review the project scope, committee expectations, and schedule. A preliminary SWOT (Strengths, Weaknesses, Opportunities, and Threats) Analysis will be an interactive activity with the Steering Committee. 1d. Public Meeting #1: SWOT Analysis The first public meeting/workshop will be conducted to introduce the Project Team to the community and explain what the project entails. Consensus Planning will lead the public in a preliminary SWOT (Strengths, Weaknesses, Opportunities, and Threats) Analysis, which will be an interactive activity with the participants. This gives the public an opportunity to discuss the issues that are most important to them and their community and help Consensus Planning gain a good understanding of the community. 1e. Grassroots Community Input In contrast to the traditional public meeting approach to public input, Consensus Planning proposes to offer a couple of innovative approaches. We will work with staff to find an appropriate location- i.e. a corner booth at a local coffee shop to be available (office hours) to discuss the plan, the community, etc., with anyone that wants to drop by. While one of the planners is at the coffee shop, the other will "drop in" and visit with local merchants and have informed chats about their business, community, etc. Task 1 Products and Meetings The Consensus Planning team shall prepare a technical memorandum (Community Briefing Report) summarizing the results of Task 1, which will be provided to City and PEDC staff, and the steering committee; and will hold the project kick-off meeting, first steering committee meeting, first public meeting, and be present for informal conversations at a community meeting place. TASK 2: RESEARCH and ANALYSES (NOVEMBER 2008 - MARCH 2009) -1- w DUU31,I _ - t. T T_ _ ,._._T 2a. Review of Existing Information Consensus Planning will require the help of the City to gather existing plans, studies, current development policies and regulations, department budgets, and maps. Additional demographic and socio-economic research will be conducted through the US Census Bureau, the Bureau of Labor Statistics, and ARKTEX Council of Government. Once these documents and information are compiled, Consensus Planning will thoroughly analyze and utilize them to create a community profile within the Strategic Plan. 2b. Livability and Sustainability Analysis Livability and Sustainability will primarily focus on the overall quality of life in Paris, now and in the future. Sustainability is an issue that balances three main topics: environment, economy, and community. The environmental scan will be an investigation of the natural and built environment within the City. Recommendations on how to enhance and sustain these elements will be included in the Strategic Plan. Consensus Planning will investigate and provide recommendation on how to enhance and sustain Main Street success for future generations. The community aspect of sustainability will include analysis of the growth trends and the current housing conditions, including the availability of workforce housing. Investigation into the different community resources will need to be done. Consensus Planning will analyze Paris' other social strengths and recommend what may be needed to continue to be "The Best Small Town in Texas." 2c. City Budget and Departmental Structures The City of Paris should provide available information and data on their budget and departmental structures. Consensus Planning will review this information in order to relate the City's budget and available human resources with a strategy to implement the Strategic Plan and to write departmental business plans. CP and BHI will set up telephone interviews or meetings with department representatives to discuss budget and operational issues, and challenges and opportunities related to providing City services. 2d. Infrastructure The City of Paris should provide information on existing infrastructure, including any existing infrastructure plans and maps. Infrastructure is the foundation for development and must be carefully planned to accommodate a growing community. Since the City has been experiencing growth, we will consider whether there is the potential for annexations, which would be based upon existing and expandable service lines. BHI will also gather information on planned infrastructure expansions, existing deficiencies, and programmed capital expenditures for infrastructure. 2e. Windshield Survey Consensus Planning will conduct a windshield survey of existing land uses during the second trip to Paris. A windshield survey is a driving tour of a community to note changes, land use interface issues, and provide an opportunity to photograph and document specific issues facing the community. The information gathered will be used to create an existing land use map that will be included in the Strategic Plan. 2f. Stakeholder Interviews The City of Paris will provide the names and contact information of key stakeholders. Consensus Planning will meet with stakeholders during the second trip to Paris. Consensus Planning will prepare questions that -2- . O0U31S ,C. _T - T.__.,.__T_ reflect the individual stakeholders' area of expertise and interests. The interviews will allow a more in-depth discussion with the Project Team in a different context from a large public meeting. 2g. Steering Committee Meeting #2 At the second Steering Committee meeting, Consensus Planning will update the group on the results of the finro SWOT analyses - highlighting the similarities and differences, research completed, and the results of the community input. Consensus Planning will also conduct a review of the upcoming visioning process and receive input from the Committee regarding goals and objectives that will be developed and refined as a part of the visioning exercise. Consensus Planning will then lead the group in a discussion designed to facilitate the development of the draft Mission Statement for the City. This draft will be discussed and validated at the public meeting to kick-off the visioning process. Task 2 Products and Meetings Consensus Planning will prepare a technical memorandum for the City and PEDC, summarizing the work that has been completed during this task; a newsletter; and will hold stakeholder interviews and the second steering committee meeting. TASK 3: VISIONING and STRATEGIC PLAN FORMULATION (FEBRUARY - APRIL 2009) 3a. Public Meeting #2: Visioning Meeting The purpose of the Visioning meeting will be to engage the citizens in an interactive process to develop goals and objectives. At the beginning of the meeting, the public will review and validate the Mission Statement that was developed by the Steering Committee. This will set the stage for the visioning discussion. The process will involve breaking up the participants into smaller, break-out groups. Each group will address a specific topic (or group of topics) and develop and organize goals and objectives. If time permits, each group will also go through a prioritization exercise. 3b. Steering Committee Meeting #3: Consensus Planning will review the results of the public visioning process and then lead a focused discussion to develop the metrics that will be associated with the objectives that were prepared. This discussion will help refine the objectives and ensure that they have measurable results that can be tracked over time. 3c. Stakeholder Interviews This round of stakeholder interviews will be used to meet with all of the stakeholders that were not interviewed during the first session. Sometimes it is difficult to coordinate schedules for a time to meet, Consensus Planning is aware of this and will make every effort to find a time to meet that works for the stakeholders. 3d. Youth Town Hall Selected student representatives from each school district (Paris ISD, North-Lamar ISD, and Chisum ISD) will participate in a Youth Town Hall meeting. This meeting will engage the youth of Paris and enhance civic pride. The Mayor, City Manager, key City staff, and PEDC staff will also be in attendance to help Consensus Planning lead the meeting and make it a memorable experience for all involved. The City Staff or steering committee will assist CP in setting up a time and place for the Youth Town Hall. -3- w 0O U 31 ~ . . . _ . .T. . _.1.. . . T_... _.,...__T.. Task 3 Products and Meetings Consensus Planning will prepare a technical memorandum for the City and PEDC, summarizing the work that has been completed during this task, and a newsletter; and will hold the second public meeting (visioning meeting), third steering committee meeting, stakeholder interviews, and a youth town hall. TASK 4: ADMINISTRATIVE DRAFT (MARCH - MAY 2009) Task 4 will be the culmination of all the tasks completed to date and will utilize the findings and results from our previous research and analysis, community vision and mission statement, and the goals, objectives and tactics created from the public meetings and interviews to produce the first draft of the Strategic Plan. The Administrative Draft is intended for internal review by the City, PEDC, and the Steering Committee. Consensus Planning will send the City, PEDC, and Steering Committee an administrative draft of the Strategic Plan for internal review only. Comments received from this draft Strategic Plan will be addressed prior to releasing the public review draft Strategic Plan produced under Task 5. The following are descriptions of each section to be covered in the Administrative Draft. Each section will include a set of goals, measurable objectives, and tactics that pertain to each section. The tactics created for each plan element will include a timeline and potential funding source. 4a. Existing Conditions and Trend Analysis This section will cover topics including the history of Paris, population and development trends, employment, housing, and other demographic and socioeconomic data researched under Task 2. The trend analysis will be framed in the context of an unplanned future for the City of Paris, without the adoption of a Strategic Plan. Resources for this information include the Bureau of Labor Statistics, US Census Bureau, and the ARKTEX Council of Governments. The recent growth trends in population and median household income levels will be analyzed and planned for accordingly. This section will also include a discussion of the unplanned future or the "trend analysis". This section will highlight the importance of planning and provide rationale for why this Strategic Plan is necessary and needs to be adopted and implemented. The final SWOT (Strengths, Weaknesses, Opportunities, and Threats) Analysis will also be included in this section. Topics that may be included are quality of life, recreation, public safety, environment, economic development, public schools, etc. 4b. Land Use The Land Use section is intended to guide future land uses via a preferred land use scenario, infill development, policies, elimination of zoning conflicts, historic preservation, and identification of appropriate growth areas. Consensus Planning will utilize the windshield survey covered under Task 2, which will have noted existing land uses, incompatible land uses, new development, and areas that would be appropriate for new growth, and create two maps - existing land use and preferred future land use scenario. This section will also include goals, measurable objectives, and tactics related to land use. Consensus Planning will provide recommendations for incentives that the City can use to promote logical growth and identify potential locations for new development, including infill sites and redevelopment. -4- • ~00320 . . . . . . . . ..T. _ . . ~.__.....y.,,_.~T. Consensus Planning will also make recommendations regarding historical preservation that expands from the existing historical sites and work done by the Lamar County Historical Society. 4c. Economic Development The Economic Development section will incorporate the previously written plans and studies on this subject completed by the PEDC, and close coordination and consultation with PEDC will be part of this process for completing this section. This section will cover the economic resources of the City, including the recommendations for capitalizing on the positive aspects, such as revenues from dining, entertainment, and recreation, and any negative aspects that may need improvement. Recommendations of future actions will be provided based upon the research conducted during Task 2 under Livability and Sustainability Analysis and infrastructure analysis. Opportunities to diversify the economic mix and capitalize on emerging new markets will be included. Also included will be a definition of an economic development strategy that includes the creation and retention of jobs, and suggestions on how to enhance the City's Main Street program. Typical Economic tools and incentives used by communities to attract new growth will also be discussed in this section (i.e., streamlined processes, tax increment financing, public utility districts). 4d. Infrastructure The infrastructure section will address issues related to the water, wastewater, and stormwater systems. BHI will analyze the data gathered in Task 2 and analyze the impact of the City's future growth on the existing water and wastewater systems and identify improvements (such as water and/or wastewater treatment plants) that may be required to support this growth. After the necessary assessments have been made, BHI will provide general recommendations on how to improve existing infrastructure systems. Goals, measurable objectives, and tactics will address utility systems. Detailed analysis and/or design of infrastructure is not inclusive with this study. 4e. Traffic and Transportation Bohannan Huston will take the lead on this section of the Strategic Plan. This section will include a qualitative analysis of current traffic and transportation conditions, an evaluation of carrying capacities, and provide recommendations on meeting future needs through multi-modal transportation. Goals, measurable objectives, and tactics will be recommended for various modes of transportation, including vehicular, pedestrian, transit, bicycle, and air. The section will address all types of transportation issues ranging from sidewalk and roadway enhancements to airport issues. A review of the volumes, future year projections, crash data, modal splits and any other information that is available from the City or other cooperating agencies will be used to identify ways to enhance the safety of roadways and will suggest areas for improvement or expansion of the community's roadway system. It may also include recommendations for the development of a pavement maintenance management program as a basis for identifying deficiencies, estimate maintenance costs, and prioritize improvements. 4f. City's Budget & Implementation Plan This section will be discussion of the relationship befinreen the City's budget and available human resources as they relate to the Strategic Plan. Also in this section, there will be a summary of the analysis completed under Task 2, recommendations for steps and policies that will help the City implement the Strategic Plan, contain a schedule that can be used as a perFormance assessment for periodic reviews and replanning, and include departmental business plans. This section may also include recommendations for consolidation of departments to increase efficiencies in service delivery. -5- « 0 UU32i 4g. Strategic Plan Maps The Strategic Plan will also include a series of maps and graphics covering: • Existing Land Use • Preferred Land Use Scenario • Road Classification System - Water Utility Plan • Wastewater Utility Plan Task 4 Products Consensus Planning will prepare a technical memorandum summarizing the comments received and our suggested changes to the Strategic Plan; and 20 copies of the administrative draft Strategic Plan for distribution. TASK 5: PUBLIC DRAFT (MAY - JUNE 2009) This task will involve the preparation of the public draft Strategic Plan based upon the comments received under Task 4 from the City, PEDC, and the Steering Committee, and presenting the draft to the public for comment. 5a. Public Draft Strategic Plan Consensus Planning will prepare the public draft Strategic Plan based on comments received under the previous task. Twenty copies of the Strategic Plan (formatted fo be compatib/e with Microsoft 2007) will be provided, along with a PDF version which can be put onto the City's web site, and therefore, be more accessible to the public for review. Consensus Planning's contact information should be provided on the web site, along with an area provided for comments. 5b. Steering Committee Meeting #4 The fourth Steering Committee meeting will be a presentation of the public draft Strategic Plan. Comments from the Committee will be gathered and added to the comment matrix described later in this section. 5c. Public Meeting #3 The third public meeting will be a presentation of the Strategic Plan. Comments from the community will be gathered and added to the comment matrix. 5d. Plan Comment Matrix A comment matrix will be created that will document all of the comments received and the response to each of the comments. The comment matrix will become a part of the permanent record of the public involvement process for the Strategic Plan. Task 5 Products and Meetings Consensus Planning will provide a matrix of comments and responses; 20 copies of the public draft Strategic Plan; a PDF version on CD; and will hold the fourth Steering Committee meeting and the third public meeting. TASK 6: FINAL STRATEGIC PLAN (JULY - AUGUST 2009) -6- m UOQ32~ . . . . , . T. . ._T_ . . . .,r_.._...y......~.T. Consensus Planning will present the final Strategic Plan to the Paris City Council to be officially adopted. This final draft will contain all pertinent changes suggested by the City, PEDC, Steering Committee, and the general public during Tasks 4 & 5. 6a. Presentation to the City Council Consensus Planning will present the final draft of the Strategic Plan to the City Council. Plan highlights will be discussed and the Project Team will be available to answer any questions. Once the plan is approved by City Council, the project will conclude. Task 6 Products Consensus Planning will provide 40 copies of the final Strategic Plan with supporting tables, graphics, charts, and maps in an electronic format that is compatible with Microsoft Office 2007; a reproducible Strategic Plan copy; and a PDF version on CD for the City's web site. -7- . . . . er .1.~_S.A.I ~ '~.1.~...~.~. . ~ . . . _.T. . f _T. . T... EXHIBIT B TASK 1) Project Initiation 2) Research and Analyses 3) Visioning & Strategic Plan Formulation 4) Administrative Draft 5) Public Draft 6) Final Plan Approval DATE/MONTH TO BE COMPLETED November - December 2008 November - March 2009 February - April 2009 March - May 2009 May - June 2009 July - August 2009 Pro'ect Timeline 2008-2009 8-Nov 8-Dec 9-Jan 9-Feb 9-Mar 9-A r 9-Ma 9-Jun 9-Jul 9-Au Project Initiation Research and Anal ses Visionin & Strate ic Plan Formulation Administrative Draft Public Draft Final Plan A roval . uou3~~ . .~..T.... . : . ~_u _ ..T. . . . T ~ ° ° ~Sel Aq u i li u M a ~C a O ~ , O. 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