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HomeMy WebLinkAbout1991-09-24; City Council; 11365; AGREEMENT TO COORDINATE AND FACILITATE THE PUBLILC REVIEW PROGRAM FOR THE CARLSBAD GENERAL PLAN UPDATEn w E & 3 z 0 F 0 a d - 0 z 3 0 0 i: d/ CITYF CARLSBAD - AGEND~LL : t AB # /I; 3 b 5 TITLE: AGREEMENT To COORDINATE AND FACILITATE DEF CIT MTG. 9-24-5l DEPT. PLN CIT RECOMMENDED ACTION; m PUBLIC REvlEw PROGRAM FOR THE CARLSBAD GENERAL PLAN UPDATE If Council concurs, ADOPT Resolution No. 9 / -Ja I , authorizing the Mayor to into an agreement with the consulting firm of Moore Iacofano Goltsman, 11 coordinate and facilitate the Public Review Program for the General Plan Update Update process as outlined in the Fiscal Impact. ITEM EXPJANATION On April 2,1991, the City Council approved the work plan for the comprehensive Gc Plan Update. The work plan included contracting with a Public Review Coordina maximize public knowledge and involvement in the Update process. The Coordinatc prepare programs to educate the public on the General Plan Update; publicize the U] conduct public workshops and surveys; summarize workshop/survey issues; and p these summaries to the City Council. Requests for proposals were sent to five firms. After thorough review and analysis proposals submitted, three firms were selected for interview by a selection corn Proposals from these firms included costs estimates ranging from $41,070. committee recommends that the firm of Moore Iacofano Goltsman, Inc. (MIG) be se to coordinate the Public Review Program for the General Plan Update. MIG’s contract was the highest proposal received; however, this firm had the comprehensive scope of work as well as the most extensive experience in condi public participation programs. Their proposal included additional programs not inc in other proposals to ensure that Carlsbad residents have the maximum opportun participate in the update of the General Plan. These additional programs include SI. of the community, community leaders, and City Council; children and youth out programs, and a portable information display. Also included were a second round of Hall Meetings (Phase 11) designed to respond to the issues raised in Phase I. In addition to the funds for consulting services, the Planning Department is requestj additional sum of $36,325 to conduct the public review program. This will cover thl of producing a video, printing and distributing informational newsletters, reforrr General Plans, special notices, press releases, newspaper ads, public st announcements, summaries of public surveys and other miscellaneous items to e maximum public input. Reproduction costs were not made a direct part of this cons1 contract as the City can realize a substantial reduction in costs by reproducing docui in-house or having documents printed by a vendor-of-choice. also recommended that the City Council authorize additional funding for the Gener; $95,790.00 Based on the proposals, interviews, and scope of work, the self 0 e PAGE 2 OF AGENDA BILL NO. 1/! 34 5 FISCAL MPACX The fiscal impact for this contract and the public review program totals $133,4 $215,000.00 is presently available in the Planning Department's FY 91-92 budget. General Plan Update. Funding for two studies (Noise and Geo-Technical) have a been requested totaling $160,693.00. Therefore, only partial funding for this part General Plan Update is available. Staff has estimated that the cost of the entire General Plan Update process v approximately $528,693. (This does not include staff time which will be substa The estimated costs are broken-down as follows: Based on the above actual and estimated costs to complete the entire general plan ul it will be necessary for the City Council to appropriate an additional $314,000.00 tc all phases of this project. Funding of the Noise and Safety elements has accomplished by using funds available in the Planning Department professional se budget. As the above table shows, there are now insufficient funds to support tk cost of the public review program. An appropriation of $79,000 is necessary to all03 portion of the General Plan Update to proceed. If Council decides to authorize the i of this contract, staff recommends that Council approve the appropriation of $7 from the general fund unappropriated fund balance to the Planning Depar professional services account to fund this portion of the update. EXHIBITS 1. City Council Resolution No. 5 I - "'?a / 2. Agreement with Moore Iacofano Goltsman, Inc. A 2 3 4 5 6 7 a 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 0 0 RESOLUTION NO. 91-321 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN AGREEMENT BETWEEN THE CITY OF CARLSBAD AND MOORE IACOFANO GOLTSMAN, INC. FOR CONSULTING SERVICES TO DESIGN AND COORDINATE A PUBLIC PARTICIPATION PROGRAM FOR THE UPDATE OF THE CARLSBAD GENERAL PLAN. The City Council of the City of Carlsbad, Califor does hereby resolve as follows: 1. That an agreement between the City of Carlsbad Moore Iacofano Goltsman, Inc., for consulting services to de and coordinate a public participation program for the Updatl the Carlsbad General Plan, is hereby approved. 2. The Mayor of the City of Carlsbad is he authorized and directed to execute said agreement for an( behalf of the City of Carlsbad. 3. The amount of $79,158.00 is hereby appropri from the unappropriated fund balance of the general fund to Plannhg Department professional services account to support costs of this study. PASSED, APPROVED AND ADOPTED at a regular meetin the City Council of the City of Carlsbad, California, on thc 24th day of September I 1991. AYES: Council Members Kulchin, Stanton and Nygaard NOES: None ABSENT: Council Members Lewis and Larson m D& LEWIS, Mayor ATTEST: HIN, Mayor Pro-Tem ALETHA L. RAU I 0 0' .. ". AGREEMENT THIS AGREEMENT, made and entered into as of the JdG day of 1 , 19 y/ , by and between the CITY OF CARLSBAD, a P municipal corporation, hereinafter referred to as "CITY", and MOORE IACOFANO GOLTSMAN, INC., hereinafter referred to as "CONSULTANT". RECITALS CITY requires the services of a Public Review Coordinator to design and manage a citizen participation and public information program for the General Plan Update; and CONSULTANT possesses the necessary skills and qualifications to provide the services required by the CITY; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, CITY and CONSULTANT agree as follows: 1. CONSULTANT'S OBLIGATIONS The Consultant shall assist CITY staff in designing and managing a citizen participation and public information program for the General Plan Update. Specific tasks shall include all items as outlined in Attachment A, attached and made a part hereof. 1 Rev. 11/8/90 0 0 2. CITY OBLIGATIONS The CITY shall make payment to the consultant as provided in paragraph 6, "Payment of Fees" of the Agreement. The CITY shall make available to the consultant all currently held plans, maps and background information. The CITY shall coordinate all meetings, including CITY hearings and associated noticing. The CITY shall provide the consultant with any goals, policies, standards, recommendations, or any other pertinent information deemed necessary to design and coordinate a public participation program for the Update of the General Plan. 3. PROGRESS AND COMPLETION The work under this contract will begin within five (5) days after receipt of notification to proceed by the CITY and be completed as agreed upon by both parties following the establishment of a schedule for completion of all tasks as outlined in Attachment A. The Planning Director will provide CONSULTANT with a Notice of Completion following the satisfactory completion of all tasks. Extensions of time may be granted if requested by the CONSULTANT and agreed to in writing by the Planning Director. The Planning Director will give allowance for documented and substantiated unforeseeable and unavoidable delays not caused by a lack of foresight on the part of the CONSULTANT, or delays caused by CITY inaction or other agencies' lack of timely action. 2 Rev. 11/8/90 0 0 4. FEES TO BE PAID TO CONSULTANT The total shall not exceed the fee payable according to Paragraph 6, "Payment of Fees," and shall be $95,790. No other compensation for services will be allowed except those items covered by supplemental agreements per Paragraph 8, "Changes in Work." 5. DURATION OF CONTRACX This agreement shall extend for a period of six (6) months from date thereof. The contract may be extended for one (1) additional one (1) year periods or parts thereof, based upon satisfactory performance and the CITY'S needs. 6. PAYMENT OF FEES Payment of fees shall be made within thirty (30) days after receipt and approval of a monthly invoice submitted by CONSULTANT to CITY. The CONSULTANT shall be paid for up to ninety percent of the compensable services for completion of the work as set forth in Paragraph 1, "Consultant Obligations". The final ten percent shall be paid, not to exceed the maximum amount provided for in Paragraph 4, "Fees to be Paid to Consultant", to CONSULTANT within thirty (30) days of the Planning Director issuing the Notice of Completion of the contract as outlined in Paragraph 3, "Progress and Completion". Monthly invoice shall bill CITY for each task completed and for the percentage of each task partially completed in the preceding month. All invoices shall be detailed and include a written description of the tasks completed and tasks 3 Rev. 11/8/90 e e partially completed, and the total amount of requested payment as set forth in the schedule of fees (Attachment B). 7. FINAL SUBMISSIONS No later than fifteen (15) days after completion and approval of the Phase 11 Final Report the CONSULTANT shall deliver to the CITY all items as outlined in Paragraph 1, "Consultant Obligation". 8. CHANGESINWORK If, in the course of the contract, changes seem merited by the CONSULTANT or the CITY, and informal consultations with the other party indicate that a change in the conditions of the contract is warranted, the CONSULTANT or the CITY may request a change in contract. Such changes shall be processed by the CITY in the following manner: A letter outlining the required changes shall be forwarded to the CITY by CONSULTANT to inform them of the proposed changes along with a statement of estimated changes in charges or time schedule. A supplement agreement shall be prepared by the CITY and approved by the CITY according to the procedures described in Carlsbad Municipal Code Section 3.28.1 72. Such supplemental agreement shall not render ineffective or invalidate unaffected portions of the agreement. 9. COVENANTS AGAINST CONTINGENT FEES The CONSULTANT warrants that their firm has not employed or retained any company or person, other a bona fide employee working for the CONSULTANT, to solicit or secure this agreement, and that CONSULTANT has not paid or agreed to 4 Rev. 11/8/90 e * pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, @, or any other consideration contingent upon, or resulting from, the award or making of this agreement. For breach or violation of this warranty, the CITY shall have the right to annul this agreement without liability, or, in its discretion, to deduct from the agreement price or consideration, or orhenvise recover, rhe full amount of such fee, commission, percentage, brokerage fees, gift, or contingent fee. 10. NONDISCRIMINATION CLAUSE The CONSULTANT shall comply with the state and federal laws regarding nondiscrimination. 11. TERMINATION OF CONTRACX In the event of the CONSULTANTS failure to prosecute, deliver, or perform the work as provided for in this contract, the CITY may terminate this contract for nonperformance by notifying the CONSULTANT by certified mail of the termination of the CONSULTANT. The CONSULTANT, thereupon, has five (5) working days to deliver said documents owned by the CITY and all work in progress to the Planning Director. The Planning Director shall make a determination of fact based upon the documents delivered to CITY of the percentage of work which the CONSULTANT has performed which is usable and of worth to the CITY in having the contract completed. Based upon that finding as reported to the City Manager, the Manager shall determine the final payment of the contract, 5 Rev. 11/8/90 e e 12. DISPUTES rf a dispute should arise regarding the performance of work under this agreement, the following procedure shall be used to resolve any question of fact or interpretation not otherwise settled by agreement between parties. Such questions, if they become identified as a part of a dispute among persons operating under the provisions of this contract, shall be reduced to writing by the principal of the CONSULTANT or the Planning Director. A copy of such documented dispute shall be forwarded to both parties involved along with recommended methods of resolution which would be of benefit to both parties. The Planning Director or principal receiving the letter shall reply to the letter along with a recommended method of resolution within ten (10) days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded to the City Council for their resolution through the Office of the City Manager. The City Council may then opt to consider the directed solution to the problem. In such cases, the action of the City Council shall be binding upon the parties involved, although nothing in this procedure shall prohibit the parties seeking remedies available to them at law. 13. SUSPENSION OR TERMINATION OF SERVICES This agreement may be terminated by either party upon tendering thirty (30) days written notice to the other party. In the event of such suspension or termination, upon request of the CITY, the CONSULTANT shall assemble the work product and put same in order for proper filing and closing and deliver said product 6 Rev. 11/8/90 0 e to CITY. In the event of termination, the CONSULTANT shall be paid for work performed to the termination date; however, the total shall not exceed the lump sum fee payable under paragraph 4, The CITY shall make the final determination as to the portions of tasks completed and the compensation to be made. 14. STATUS OF THE CONSULTANT The CONSULTANT shall perform the services provided for herein in CONSULTANTS own way as an independent contractor and in pursuit of CONSULTANTS independent calling, and not as an employee of the CITY. CONSULTANT shall be under control of the CITY only as to the result to be accomplished, but shall consult with the CITY as provided for in the request for proposal. The CONSULTANT is an independent contractor of the CITY. The payment made to the CONSULTANT pursuant to the contract shall be the full and complete compensation to which the CONSULTANT is entitled. The CITY shall not make any federal or state tax withholdings on behalf of the CONSULTANT. The CITY shall not be required to pay any workers' compensation insurance on behalf of the CONSULTANT. The CONSULTANT agrees to indemnify the CITY for any tax, retirement contribution, social security, overtime payment, or workers' compensation payment which the CITY may be required to make on behalf of the CONSULTANT or any employee of the CONSULTANT for work done under this agreement. The CONSULTANT shall be aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements, I 7 Rev. 11/8/90 0 0 including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants that are included in this agreement. 15. CONFORMITY TO WGAL REOUIREMENTS The CONSULTANT shall cause all drawings and specifications to conform to all applicable requirements of law: federal, state and local. CONSULTANT shall provide all necessary supporting documents, to be filed with any agencies whose approval is necessary. The CITY will provide copies of the approved plans to any other agencies. 16. OWNERSHIP OF DOCUMENTS All plans, studies, sketches, drawings, reports, and specifications as herein required are the property of the CITY, whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, specifications, drawings, reports, and studies shall be delivered forthwith to the CITY. CONSULTANT shall have the right to make one (1) copy of the plans for his/her records. 17. REPRODUCIION RIGHTS The CONSULTANT agrees that all copyrights which arise from creation of the work pursuant to this contract shall be vested in CITY and hereby agrees to relinquish all claims to such copyrights in favor of CITY. 18. HOLD HARMLESS AGREEMENT The CITY, its officers, and employees shall not be liable for any claims, liabilities, penalties, fines, or any damage to goods, properties, or effects of any 8 Rev. 11/8/90 e 0 person whatever, nor for personal injuries or death caused by, or resulting from, any intentional or negligent acts, errors or omissions of CONSULTANT or CONSULTANT'S agents, employees, or representatives. CONSULTANT agrees to defend, indemnify, and save free and harmless the CKTY and its officers and employees against any of the foregoing claims, liabilities, penalties or fines, including liabilities or claims by reason of alleged defects in any plans and specifications, and any cost, expense or attorney's fees which are incurred by the CITY on account of any of the foregoing. 19. ASSIGNMENT OF CONTRACX The CONSULTANT shall not assign this contract or any part thereof or any monies due thereunder without the prior written consent of the CITY. 20. SUBCONTRACIDJG If the CONSULTANT shall subcontract any of the work to be performed under this contract by the CONSULTANT, CONSULTANT shall be fully responsible to the CITY for the acts and omissions of CONSULTANT'S Subcontractor and of the persons either directly or indirectly employed by the subcontractor, as CONSULTANT is for the acts and omissions of persons directly employed by consultant. Nothing contained in this contract shall create any contractual relationship between any subcontractor of CONSULTANT and the CITY. The CONSULTANT shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to CONSULTANTS work unless specifically noted to the contrary in the subcontract in question approved in writing by the CITY. 9 Rev. 11/8/90 e 0 21. PROHIBITED INTEREST No official of the CITY who is authorized in such capacity on behalf of the CITY to negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving of this agreement, shall become directly or indirectly interested personally in this contract or in any part thereof. No officer or employee of the CITY who is authorized in such capacity and on behalf of the CITY to exercise any executive, supervisory, or similar functions in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof. 22. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the CITY, either before, during or after the execution of this contract, shall affect or modify any of the terms or obligations herein contained nor entitle the CONSULTANT to any additional payment whatsoever under the terms of this contract. 23. SUCCESSORS OR ASSIGNS Subject to the provisions of Paragraph 18, "Hold Harmless Agreement," all terms, conditions, and provisions hereof shall insure to and shall bind each of the parties hereto, and each of their respective heirs, executors, administrators, successors, and assigns. 10 Rev. 11/8/90 0 0 24. EFFECTlVEDATE This agreement shall be effective on and from the day and year first above written. 25. CONFLICI' OF INTEREST The CONSULTANT shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The CONSULTANT shall report investments or interests in real property. 26. INSURANCE The CONSULTANT shall obtain and maintain policies of general liability insurance, automobile liability insurance, and a combined policy of worker's compensation and employers liability insurance from an insurance company authorized to do business in the State of California which meets the requirements of City Council Resolution No. 90-96 in an insurable amount of not less than one million dollars ($1,000,000) each, unless a lower amount is approved by the City Attorney or the City Manager. This insurance shall be in force during the life of this agreement and shall not be canceled without thirty (30) days prior written notice to the CITY sent by certified mail. .... .... .... .... .... 11 Rev. 11/8/90 0 0 The CITY shall be named as an additional insured on these policies. The CONSULTANT shall furnish certificates of insurance to the CITY before commencement of work. Executed by CONSULTANT this // day of %* CONS TANT: CITY OF CARLSBAD, a municipal corporation of the State of California v- lewd mwy, ->I9? t VLL. (name of Consultan B Mayor Pro-Tern ATTEST: 1 4 df7-k-r I 9 Jss STATE OF CALIFORNIA I [J COUNTY OF --____ Blame&_ before me, the undersigned, a Notary Publrc in and for On September 11, 1991 2 said State, Personally appeared s usanl;ol Bmanauan i-laco fa no 0 E 2 m 0 0 I- C m tached.) 4 c -.__ - , I sign for L; Personally known t0 me (or Proved to me on the basis of satis - - ___ . - __ - .. soh tion owering -_ - -____ a - - ---_ _____ G factory evidence) to be the person(s)whose name(s) is/aresub- D z scribed to the within instrument and acknowledged to me that k 6””1. CAROL LIMY E - 9 I WITNESS my hand and official seal ’ Signature he/she/they executed the same ALm?DA cmm ITf MWHSSION EXP FE8,26,I992 1 - cur duL+ (This area for officlal notarial seal) 2 Rev. 11/8/90 12 0 a ATTACHMENT “I MOORE IACOFANO GOLTSMAN. INC. SCOPE OF WORK Task 1: Research and Design of Public Review Program Task 1 .l Moore lacofano Goltsman (MIG) staff will join city staff in a citywide tour ( them in responding to questions and concerns of community membei throughout the Public Review Program. Task 1.2 Document Review MIG staff will review existing planning documents, socio-demographic data ar results from recent discussions regarding Carlsbad planning issues to gain better understanding of the issues being addressed in the General Plan Updatf This shall include the following, but not be limited to: Citvwide Tour with Staff Carlsbad to familiarize MIG staff with the Carlsbad community and to assi: 0 Staff discussions 0 General Pian 0 Meeting summaries of Growth Management Committee 0 Meeting summaries of Open Space Committee 0 Interim Open Space Ordinance 0 Report of the Citizens Committee to Study the Land Use 0 Demographic Data . Element Task 1.3 Detailed Workolan Development MIG will develop a detailed workplan for the Public Review Program outlinin- the tasks to be completed, identifying the responsibilities of each tean member, and providing detailed costs and schedule information. MIG wi incorporate any subsequent revisions into a final Workplan to be approved b city staff. Product to be delivered to City: a. Detailed Public Review Program Workplan 1 e e Task 2: Public Review of the Draft General Plan Task 2.1 Citv Council Interviews MIG will conduct informal interviews with members of the City Council to hc their ideas, opinions and concerns regarding the critical planning issues whi should be addressed in the General Plan Update process. The interviews c be conducted in person, using a standardized (staff-approved) intervic instrument. The interviews will be confidential and results will be reported aggregate in a summary memo, Product to be delivered to City: a. Summary memo Task 2.2 Communitv Leader/Commission Member Interviews MIG will conduct informal interviews with commission members and ott community leaders to hear their ideas, opinions and concerns regarding t critical planning issues which should be addressed in the General Plan Upd: process. The interviews will be conducted in person, using a standardized (a staff-approved) interview instrument. The interviews will be confidential a results will be reported in aggregate in a summary memo. Product to be delivered to City: a. Summary memo Task 2.3 Communitv Survev MIG will work with city staff to identify areas and issues, translate these ir questionnaire format and prepare a draft of the survey instrument for inil comment and review by staff. MIG will refine the survey instrument based ( staff review and prepare a revised instrument for approval. A pilot survey v then be conducted to test survey length, question phraseology and respon quality. MIG will analyze results of the pilot test and make appropriate chang to the survey instrument subject to staff approval. MIG will colk demographic data specific to the project area and design a stratified saml (based on socio-economic and geographic variables) to ensure balanc community representation and generalizability of survey findings. Sample SI will be calculated to ensure a margin of error not greater than plus or min 5%. 2 0 0 MIG will administer the survey by telephone to a scientifically determinf random sample of community residents. Interviews will be conducted t trained and experienced interviewers, many from MIG’s permanent full-tin staff. MIG will monitor the data collection procedure to ensure consistency ar reliability. The survey instrument can also be translated and bi-lingual field st2 deployed to conduct survey interviews, as necessary. Completed surveys will be computer tabulated and descriptive statistics (i.c frequencies) computed and analyzed for each question. Cross-tabulations I the results by key demographic variables will also be made to allow for mo in-depth interpretation of the survey data set. The survey methodology, kt findings and detailed results will be presented in a summary report using tex graphs and tables. Products to be delivered to the City: a. b. Sampling plan c. Draft and final survey instruments Summary report (1 camera-ready original, 1 bound copy) Task 2.4 Town Hall Meetings MI6 staff will conduct and facilitate Town Hall Meetings which will be laq scale, highly visible events intended to initiate the Public Review Program. Tt- two meetings will be held in a single week but at different locations ar different times in order to ensure accessibility to a large audience. The meetings will take place in large, centrally-located facilities and will t widely advertised through the Publicity Campaign (Task 2.7). They will incluc presentation of the City’s video on the General Plan Update and additionl verbal presentation as necessary. The meetings will make use of the Citizen’ Guide developed in Task 2.6, using it to structure in-meeting review an comment periods. A substantial portion of each meeting will be dedicated to participar comments, which will be recorded on large wall graphics. Individual writte comments from audience members will also be collected on feedback form! the General Plan Update and planning issues facing the City. MIG will work closely with City staff in developing the meeting agenda, and WI be responsible for developing all session materials and for coordinating facilit logistics. MIG will also provide facilitation and graphic recording services fc both meetings, ensuring that all input and results are well documented fc providing every participant an opportunity to voice his or her concerns regardir 3 Q 0 future reference. Results of the Town Hall Meetings will be included in tt Phase I Summary Report. Products: ad Handouts, including agenda and feedback forms b. Wall graphic and written record of meeting results Task 2.5 Communitv WorkshoDs Four community workshops will be conducted following the initial Town H Meetings to provide opportunities for discussion and input at the local le1 (and in a more small-scale, informal atmosphere than that of the Town H Meetings). Each workshop will be held in a different area of the City and ai different time of day and week to encourage maximum participation. Publici for the workshops will be provided as part of the Publicity Campaign, Task 2. MIG will meet with City staff to identify and focus workshop objectives ai appropriate. MIG will prepare workshop materials (i.e., agenda, handou' presentation materials), obtain approval, and arrange workshop logistics su as facilities, videotaping or recording, and refreshments. MIG will facilitate ai graphically record participant discussion on large wall graphics, and v1 summarize the workshop results in a written report including photo-reductio of the wall graphics produced during the workshops. Workshops will be designed to meet stated objectives, with activities includir but not limited to, formal and informal presentations or progress reports; lar group or small group discussions; group brainstorming; individual or gro exercises; and prioritization or ranking of community visions. Each worksh participant will have an opportunity to record hidher responses on comme sheets which will later be analyzed and summarized in the workshop resu summary and Phase I Summary Report. Products: design the agenda accordingly. Workshop formats will be fixed or flexible, a. b. Workshop presentation materials c. Task 2.6 To make the Carlsbad General Plan Update process more accessible to citizens, a Citizen's Guide will be prepared by MIG. This guide will providc Draft and final workshop handoutdfeedback forms Workshop wall graphics and wall graphic reductions Citizen's Guide to the Carlsbad General Plan Process 4 e 0 b highly readable, easily understood "road map" to the General Plan proces: Through text, graphics and illustrations, the guide will help citizens understan the purposes, structure and content of the draft Plan document. It will als encourage them to give feedback on the Plan's various elements. These forn- can be used by citizens to take notes on the Plan as they review it as well i to transmit comments to City staff and consultants either through the mail ( at the meetings held as part of the Public Review Program. Two issues of the Guide (four pages in length and with ample graphics 1 ensure readability) will be produced, and will be distributed to a wide audienc of neighborhood groups, local media, relevant governmental agencies and Cii residents. The first issue will be prepared and distributed during Phase I; tt second issue will be prepared during Phase II after the identification of potenti available in Spanish. A distribution/mailing strategy and system will L developed in consultation with City staff. The Guide will also be made availabl at the Town Hall Meetings and Community Workshops, where it will be use as a key information piece and involvement tool. MIG will develop the overall concept and content outline for the Guide as WE as a preliminary distribution plan. MIG will write original copy and provid overall art direction for its preparation and production, including type stylc graphic conventions, etc. MIG will be responsible for producing the fin; camera-ready copy and coordinating production and distribution with tt- selected printer. Content of the Guide might include: issues, The information included in the Guide will also be translated and mat - Description of the General Plan Update process An overview of the Public Review Program An overview of past Carlsbad General Plans Articles by noted experts in key topic or issue areas Graphics to illustrate unfamiliar terms and concepts, such as Floor Arc - Summary of key issues addressed in the General Plan - - - Ratios. Products/Outcome to be delivered to City: a. Concept and Content Outline b. Draft versionls) c. Final. camera-ready copy d. Spanish translation e. Distribution plan .% 5 0 e Task 2.7. This task will help ensure a high level of participation to Public Review ProgrE activities, namely the Town Hall Meeting and Community Workshops. F maximum cost-effectiveness, the publicity campaign will concentrate ‘ distribution of information through local media channels. Through use of pre releases, newspaper advertisements and public service announcements, tl Program will be able to reach large numbers of people at limited cost. addition, special notices will be sent to targeted neighborhood groups and 0th civic organizations to ensure that key groups are aware of Public Revie such notifications in these groups’ newsletters, when they exist, there utilizing another low-cost, effective information channel. Products: Publicitv CamDaian (Press Releases and Ads) Program activities and encouraged to attend. It may also be possible to inclui a. Press releases b. Public service announcements c. Newspaper ads d. Special notices Task 2.8 Presentation GraDhics MIG will prepare a professional and eye-catching citizen‘s information displi to bring information about the General Plan Update to Carlsbad residents. Tt free-standing display will present General Plan information through graphics at- clear and accessible language. The display will be suitable for temporal installation at City Hall, libraries, festivals, schools, shopping centers, andh neighborhood and community centers. MIG will meet with City staff to discuss ideas for the display and Will subr a preliminary concept and drawing of the display for review and comment prii to delivering the display for final approval. The display will be designed * facilitate easy posting of updates and activity announcements. It can also b designed to provide take-away literature (e.g., the Citizen’s Guide) and to allo\ residents to submit feedback forms at the display site. In addition, MIG will design and produce posters, flyers, display board banners and other presentation graphic materials to support the Public Reviel Program. 6 e 0 Products to be delivered to the City: a. b. Additional presentation graphic materials Portable informational display (draft sketch and final) and perioi display updates Task 2.9 Outreach to Children and Youth (Particioatorv Poster and Survc MIG will design and produce a curriculum and poster kit for use by Carlsb teachers in their classrooms. The curriculum will be designed for maximi ease of use by teachers to encourage children to imagine the future Carlsbad. The curriculum will provide brief, fun exercises that teachers can u to introduce children to planning issues in Carlsbad and help them think abo their city's future. Children may be asked to identify their favorite and lez favorite city places, brainstorm ideas for "Carlsbad in the Year 2050", or wri and share stories about Carlsbad. Children will also be invited to contribu their ideas for the General Plan Revision by drawing their visions for the futh of Carlsbad. These posters will be placed on public display in the city as Gallery of Children's Visions for Carlsbad. The Gallery will be a visible way fl young people to feel involved in the General Plan process and can also be valuable resource for older citizens who wish to see their city from a differe perspective. To reach Carlsbad's young adults, MIG will organize and facilitate a you' workshop. The workshop will be held at the high school as a forum in whic Carlsbad's teenagers can voice their opinions related to the General Pla Revision--identifying their concerns about the city as well as their ideas for tt future. The workshop will be designed to encourage active participation ar could potentially contribute to development of a youth entry (or entries) in tb Visions Gallery mentioned above. Results from both the curriculum/poster gallery and youth workshop will b summarized in memo form and included in the Phase I Report. Products to be delivered to the City: a. Curriculum and Poster Kit b. Youth Workshop c. d. Memo summary of Curriculum/Poster and Youth Workshop result Summary of children and youth input to the General Plan proces 7 0 e Task 2.10 Phase I ReDort Throughout the Public Review Program, MIG will document, in written i vhal form, the results of involvement activities, At the conclusion of Ph 1, a summary report document will be produced. This document will submitted prior to the City Council presentation and will summarize the rest of Phase I activities (namely, the Town Hall Meetings and Commur Workshops, as well as mailed-in feedback from the Citizen’s Guide). The rep will be widely distributed and made available at City Libraries for resid review. Process documentation will play a critical role in ensuring that resident idel discussions and decisions are permanently recorded and incorporated in 1 General Plan Update process. Residents will have visible proof that th opinions were heard and considered. The summary documents will also valuable in future involvement efforts, providing a foundation for neighborho cooperation and joint decision making on Carlsbad planning issues. Products to be delivered to the City: a. Summary report document (including text, graphics, photos, ai wall graphic reductions) Citv Council PresentationEtudv Session Task 2.1 1 At the conclusion of the Phase I activities, MIG will present a summary 4 results from the Public Review Program to the Carlsbad City Council. This ha\ hour presentation will include computer-generated color slide graphics and livc action shots taken at public meetings to quickly and effectively communical key points that will be useful to council members in reviewing the update General Plan. Planning Commissioners, as well as other relevant Board an Commission members, will also be invited to the presentation. Products to be delivered to the City: a. Half-hour slide and verbal presentation of Program results Task 3 Consultant/Staff Meetings MIG project staff will meet with the City of Carlsbad Planning staff at ke) points in the public review process to review Program results and progress These meetings will help ensure that any problems which arise during tht course of implementation are addressed. They will be an important supplemen 8 e e to the day-to-day phone and personal contact between the Project Manager ar City staff. Products to be delivered to the City: a. Meeting summary memos Phase II Activities (Town Hall Meetings; City Council PresentationlStui Session) Task 4 After completion of the technical studies, MIG will conduct a second round ( Town Hall Meetings designed to respond to the issues raised in Phase I. The: workshops should be conducted in similar manner to the first round (see Ta! 2.4) though they would be targeted and designed in response to the issue( at hand. Similar to Phase I, Phase II activities and results would be summarized in written report document and presented to City Council. Products: a. b. c. Phase II Summary Report d. Citizen's Guide, second issue 1. Concept and Content Outline 2. Draft version(s) 3. Final camera-ready copy 4. Spanish translation Two (2) Town Hall Meetings One (1 ) Council Presentation/Study Session 5, Distribution plan 9 W 1 z - i!! I I- W > !- a I- Z W F - +++e+ + + +++