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HomeMy WebLinkAbout09/20/17 JEO Agenda Packet Memorandum Date: September 20, 2016 Board of County Commissioners and Eugene City Council TO: DEPARTMENTS: County Administration City Manager’s Office PRESENTED BY: Greg Rikhoff, Lane County Operations Director Sarah Medary, Assistant City Manager REPORT/ UPDATE ON THE JOINT TASK FORCE ON AGENDA ITEM TITLE: COORDINATED DOWNTOWN DEVELOPMENT I.AGENDA ITEM SUMMARY This report is an update on the work of the Staff Task Force on Coordinated Downtown Development. II. BACKGROUND On July 14, 2016, the Board of County Commissioners and Eugene City Council held a joint session to provide an update on several planned projects in downtown Eugene and to discuss the potential for collaboration on the development of a renewed civic center. On July 18, 2016, the Eugene City Council approved a motion to direct the City Manager to work with the County and the Court to investigate the following possibilities: (1) a new City Hall on the Butterfly Lot and a Courthouse on the full City Hall block; (2) Phase 1 of a new City Hall as currently planned and a wrap-around Courthouse; (3) other options that may arise. The motion also cited factors to consider, including but not limited to parking, City Hall Phase 2 and farmer’s market. Further, Council directed that the work with the County and Court shall be completed by November 15, 2016. Following this action by the Council, the Board of County Commissioners provided similar direction to the County Administrator during its July 19, 2016 meeting. Since that time, City and County staff have been meeting to fulfill the direction of each of the elected bodies. III. WORK TO DATE County and City staff have been meeting regularly to identify the team and agreements necessary to fulfill the direction given by the Board and Council. The work began with Page 1 of 4 S160920-JEO.docx developing a charter document to aid the Staff Task Force in its charge. The signed charter document is attached. Key elements of the charter include the designation of the following roles and assigned parties: A.Elected Representatives Group (ERG) The City and County recognize the importance of ensuring the work of the task force is guided by the proper mix of technical expertise, government leadership and community perspective. For this reason, the City and County have agreed to the creation of an Elected Representatives Group (ERG), which will meet regularly to discuss and monitor the progress of the task force. The ERG will not make formal decisions; however, it will be tasked with reviewing information and providing input to the task force to help inform the work. The ERG group is composed of: Lane County: Commissioner Stewart, Commissioner Farr City of Eugene: Mayor Piercy, Councilor Poling, Councilor Evans State of Oregon: Presiding Judge Rasmussen B.Staff Task Force (STF) The joint Staff Task Force (STF) consists of appropriate City, County and State Court staff, an independent facilitator, and any technical consultants necessary to deliver the expected work product. It is anticipated that the STF members will meet at least weekly, and often more frequently, to meet the established deadline. The lead staff members for City, County, and State Courts are listed below: Lane County: Greg Rikhoff, Brian Craner City of Eugene: Sarah Medary, Kristie Hammitt State of Oregon: Liz Rambo C.Independent Facilitator The City and the County recognize the need for the Staff Task Force and Elected Representatives Group to be supported by an independent facilitator. Appointing an objective and technically skilled facilitator with the credibility necessary to help build consensus is important in ensuring the task force’s work is productive and completed expeditiously. Additionally, in an effort to ensure the information provided by the task force is objective and impartial, the City and the County agree that the facilitator will be the party primarily responsible for developing and delivering the end work product, with the support and assistance of City, County and State Court staff. To fill the role of independent facilitator, the city manager and county administrator have agreed to engage the services of Cameron McCarthy Landscape Architecture Page 2 of 4 S160920-JEO.docx and Planning. Cameron McCarthy – a local, award-winning landscape architecture and planning firm – was chosen for its proven methodology on similar local projects where it evaluated potential development scenarios and alternative locations on a short timeline, providing high-quality, technically sound analysis and information, which led to the creation of vibrant and inviting public spaces.The firm also has local knowledge and understanding of the projects’ community context and experience with related downtown projects. Cameron McCarthy’s ability to remain a neutral and independent facilitator for City Council and the Board of Commissioners will ensure each scenario considered is thoroughly vetted and analyzed. IV.PLANNED APPROACH/METHODOLOGY The Staff Task Force’s independent facilitator has proposed the following approach to analyzing potential coordinated development scenarios. The independent facilitator’s full scope of work proposal is attached, along with an initial project schedule. A.Task 1: Project Initiation Prepare Communications Plan identifying project team members and stakeholders, contact information, roles and responsibilities, format for information sharing, and procedures for internal and external communications. Conduct initial meeting with City/County staff to finalize work program, Communications Plan, and Project Schedule. Staff will review existing information and identify data collection needs. Deliverables: Communications Plan, Project Goals and Guiding Principles B.Task 2: Research and Data Gathering Gather and review relevant background information. Obtain and review data from various stakeholders that relates to programmatic considerations. Determine land use requirements for each site and the implications of the development of each facility on the sites. Prepare Existing Conditions maps and property summaries. Prepare Site Analysis and Opportunities and Constraints Diagrams for each proposed development. Deliverables: Land Use Requirements Memorandum, Existing Conditions Maps and Property Summaries, Site Analysis Diagrams, Opportunities and Constraints Diagrams C.Task 3: Facility Programming and Templates Assemble program summary for each facility. Based on facility program summaries, create building and site templates for each facility. Create 3D massing building options for each facility. Refine templates based on program requirements, site analysis, and opportunities and constraints for each building and site. Develop evaluation criteria for use in assessing development concepts based on adopted policies and accepted urban design guidelines. Page 3 of 4 S160920-JEO.docx Deliverables: Facility Program Summaries, Building and Site Templates, Development Concept Base Files, Evaluation Criteria D.Task 4: Coordinated Development Concepts Prepare preliminary coordinated development concepts. Concepts will detail proposed improvements, building and site relationships, functional relationships, open space, landscape/hardscape, access and parking. Supporting concept materials will include overview, key considerations and required agreements. Prepare refined coordinated development concepts based on input and feedback from the Elected Representatives Group and Staff Task Force. Prepare planning- level cost analysis for each concept. Analyze the project cost and advantages and disadvantages of each alternative. Conduct review of the concepts for consistency with land use requirements to ensure that significant elements of each concept plan can be implemented. Meet with project partners and stakeholders to present and review the program, design options, code compliance and cost estimates. Prepare preferred coordinated development concepts and associated cost analysis based on input and feedback from the Staff Task Force and Elected Representative Group. Deliverables: Preliminary Coordinated Development Concepts, Refined Coordinated Development Concepts and Cost Analysis, Preferred Coordinated Development Concepts and Cost Analysis E.Task 5: Final Report Prepare final coordinated development concepts and associated cost analysis based on input and feedback from the prior task. Prepare recommendations for how to proceed with the three development options including construction schedules. Prepare Draft and Final Coordinated Development Report document consisting of narrative descriptions of process and products. Report will include coordinated development concepts, cost analysis, evaluation criteria, program summaries, opportunities and constraints, site analyses, existing conditions, land use requirements, project goals and guiding principles. Deliverables: Draft Coordinated Development Report, Final Coordinated Development Report V. FOLLOW-UP The next joint elected officials meeting has been scheduled for October 19 at noon in Harris Hall, at which time staff will provide an update on the Staff Task Force’s work. VI.ATTACHMENT 1.Joint Staff Task Force on Coordinated Downtown Development Charter (5 pgs.) Page 4 of 4 S160920-JEO.docx ATTACHMENT1