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HomeMy WebLinkAbout5A - City Liaison Update on Partnerships- -~~le. : Feb.a~~ ~~o ' ~ PK~ PARKS AND RECREATION DEPARTMENT /^ February 16, 2000 ~ MEMORANDUM To: Pazks and Recreanon Advisory Board From: Chns Dropinski, Director of Pazks and Recreauon Sazah DeSouza, Assistant to the Director and Pro~ect Manager Diana Royce Smith and Teresa Gnlls, City Liazson Re: Update on City I.iaison Function Diana Royce Smith, President of Royce Arbour, Inc., and Teresa Vielehr Gnlls, Pnncipal of FLOW Consulung, aze partnering as the consultants hired to fulfill the City Liaison Funchon for partnerslup development for the New Skatepazk at Scott Carpenter Park In addit~on, they aze acUng as the tntenm City Liazson for the development of Valmont City Pazk (VCP) until a permanent City Liuson contract has been implemented. The City Iaazson has been wodnng on partnerstups and sponsorstups to offset costs for the "w"~ development of the New Skatepazk at Scott Carpenter Pazk. The contract for this work began m July `"' 1999 and will be completed m August 2000. This pro~ect is a pilot pro~ect for the Partnerstup Pohcy and process. Attachment A outlines a mid-yeaz update regazding the portion of scope completed and accomplishments to date Attachment A Mid-Yeaz Skatepazk Update .~"'~ ti.. Attachment A r" °` Royce Arbour, Inc./FLOW Consulting ~-r Febmary 4, 2000 The recreation facilities developmem needs served by this project include • pilot-test public and private partnerstup policy and procedures and • amact resources sufficient to open the new Skatepark m summer 2000 The Skatepark City Lisison Pilot Test contract is scheduled to cover the August I5, 1999 - August 15, 2000, project period. We are not quite half-way through it. Elapsed hme 5 5 months Remaining tune 6 5 montl-s There are two Components to the scope of work • 2 1 develop and launch the City Liaison functioa and • 2 2 secure resources to o~en the new Skatepark m the summer of 2000 We present this status report by the tasks associated with each of these components, including deliverables associated with each task Following each task, we describe the lessons learned from unanticipated elements of the work There have been no changes, nor aze any changes expected, in the scope of work for the contract or the fees associated with the work ,+~b "'*r~ Z.1 I.sunch of the Citv Liaison Function 211 City of Boulder Sponso~ltip/Naming Policy An mterim sponsorship naming policy was drafted and reviewed with staff, PRAB, and City Council in September 1999 The policy was revised at the request of the City Attorney in November 1999 Although prospective changes aze being accumulated, no further actual changes are expected umil toward the end of the contract period, when the revised policy can be considered as "permanenY' for Parks and Recrearion uses and offered for the consideration of other City departments Deliverable Interim City of Bouider Pazks & Recreation Department Sponsorslvp/Naming Policy Unanricipated elements- First amendment rights issues related to on-site sponsorship recogmution City staff work group addressing "advertising" and links on City web site 2.1.2 Create aud Set up City Liaison Databases For the desired compatibility with the City's computer environment, the ACT ~ wmact ,,,,., management database was selected, a framework was developed for structunng database ....~ Royce Atbout, Inc /FLOW Coasultmg -1- content, and existing information about contacts for both the Skatepark and Valmont City Park was loaded. The database is updaxed as necessary on a daily basis, while the copies ~"^+ at FT.OW Consulting and Royce Arbour are synchronized monthly There are 423 contact names as of today DeGverable- Contact Managemeat Database design available on request Contacts printout, 43 pages contau~ing 423 contacts Unanticipated elemerns City computer system-level conflicts with commercial contact management software Z.1.3 Investigate and Refine FinanciallAccounting Arrangements Two paths for handling revenue receipt have been identiSed, one with revenue payable directly to the City and one with revenue payable to the Parks and Recreation Foundation, m cases where a contribution needs to be made to a 501(c 3) orgazvzarion Revenue is dehvered to the City Liaison and receipted by the revenue recipiem The City Liaison office handles contnbutor acknowledgement Complete documentaUon of the process is being drafted. In-ldnd partnered pro~ect contnbutions will not be handled for the Skatepark, but, depending on the results of GOCO grant applications, may be addressed under the interim City Ltaison function for VCP At the Skatepazk, project accounting has been the responsibility of the City's constnxction „~ project manager in Parks Planning & Construction. Greater coordination with the City Liaison will be necessary beginning at about the time of consrivction conuact award Budget projections aze changing until that time A City Liaison office comparison of current and former budget projections, including in-Idnd contributions offsetting costs, has not been reviewed with the PP&C construction project manager De6verable: Documentation for handling project accouming Budget/In-Kind Cornribution Projecdon Lessons leamed: Inability to test in-kuid partnering at the Skatepark Z.1.4 Create Frameworks for City Staff Resource Availability and Billing Rates City staff members have been asked to track their time on Skatepark and VCP-related work, so that information for the systems is available The problem of BP&R staff being fully committed has been recognized from the beginning of this work Preliminary feedback indicates that staff should be encouraged to state when they aze fiilly committed as early as possible, staff may accept responsibilit~es that they will have difficulty fulfilling t~y~.w~~, r~.~.ow c~t~ -2- A spreadsheet proforma has bcen built and BP&R payroll and benefit information has """" been provided. Refinemern of the res~-iting syscem is scheduled for March 2000. Review `-' is needed of what responsibilities and what City staff outside of BP&R, if any (Plaoning, Public Works, Legal, Finance, City Manager's Office), should be included m partnered project budgets for reimbursement. This information should become available through the VCP `~re-ap" scheduled tentatively for late February-eazly March 2000 2.1.5 Create City Sponso~ship/Parlnws6ip Muketing Materials A graptric ide~ity for the Skatepazk was created, using available grapluc art and predesigned papers. Skatepark mazketing materials and sponsorship packets were drafted. Prepared packets are stocked for unmediate use. Publicity got off to a slow start but with persistence, every local newspaper has carried at least one article referencing the need for Skatepark funding Each new article adds a potendal promotional and information item to the sponsor packet Press releases are issued regularly One newsletter issue has been mailed, and future issues will be o-mailed when possible A web presence for the Skatepark has been created at the Royce Arbow website and links &om the City and from other sponsor/donor websites will provide broader penetration The colorful and eye-catc}ung BP&R quarterly brochure featuring skateboarding for its first year 2000 issue generated a number of contacts and a heightened level of atternion to ,~,~., the project. Chanuel8 and Brothers Boards have made videotaped material available for +~,,,,, pmmotional use Ddiverables: Skatepazk sponsor packet press clippings www roycearbow com I.essons larned: Need for graphic-oriented laminated display materials for point-of-sale donarions at the current skatepark, community centers, etc Length of time to secure adequate press coverage Inability to develop a skatepark web presence on the City's website 2.1.6 Identify and Refine Partnership/Sponsorship Agreement Modeis After information and models were collected, formats for donations and sponsorship agreemerns have been drafted and aze in use Since partnered projects are unlikely to occur at ffie Skatepark, these forniats and models have not been drafted. They will be completed as the need to use them anses in spring 2000 ,.. xoy« a~, ~ ~,ow c~tm~ -~- Unanticipated dements: Offers of volunteer labor Offers to purchase currern skatepazk elements Need for releases of liability for volmrteers and for current skatepark elements to be sold 2.1.10 Operational specitications for t6e City Liaison function The partnerslrip management approaches were outLned for use for both the Skatepark and Valmom City Park Because the Skatepark was already designed, there aze no foreseeable facilities development partnerships for the Skatepark, oniy donors and sponsors. Therefore, there are ualikely to be Skatepark tests of the RPP and partnered development management database processes, except for a programming partnership proposed by the YMCA However, the interim City Liazson work for Valmont City Park has involved a limited-scope test of in-kind partnering, notably m relation to cross- country skiers. Partnered project conshuction management softwaze alternatrves have been identified but not yet tested All processes, files, formats, model documents, etc , aze being documented and organized for use in refining operational specifications for the City Liaison function Deliverable: paRnerslup management approach 2Z Secure Skatenark Develooment Resources and oversee narlnend FaciGtv Com~letion The need for early identificahon of opUons for in-kind contributions has been clarified Working wlth the original pro~echon of the £unding needed for the Skatepazk design and constructioq plus contingencies, and the fees for the City Liaison Pilot Test, here is the revenue summary as of 2/7/00 Project total, estimated Cash in hand, including BURA Cash pending, verbally promised In-kind contnbutions Total Contributions of in-land value-added Total resources secured: Actual Amount remaining to be secured Pending and unconfirmed contnbutions Poternial Amourn remaming to be secured. Royce Atbour, Inc /FLOW ConsulUng $500,000 39,598 35,3~0 21_410 $96,308 11 367 107 675 $403,692 215 000 $188,692 -0- ~~ ~e, Deliverable: ^° Skatepark Contdbutions Tally as of 2J7/00 r.. 2Z.1 Consult on Schedule to Meet Desired Opening Dates Schedule coordination is an on-going activity The major schedule slippage thus far has been in the imermediate stages (60°/a and 90`/0) of refining construction documems While it seems at tLis point to have had limited effect on reaching 100% construction documeats, the momh-long delay at the 60% stage also delayed City L~aison efforts to shorten the bid cycle by using a prequalifications process, in hopes of A~a,*+~g a summer 2000 opening The prequalifications approach was therefore not used. Construction documents in intermediate stages are successive approanmations of accuracy, rather than focused to achieve fully accurate information on successive portions of the documents Because design standards were not de6ned in advance, significant changes were made on sesthetic grounds (vending shelter, retaining walls) as well as on the basis of the resuks of eagmeering work (dtainage, bowl height). Even 100% design documents will be subject to adjustmem after the bidding process has begun As the 100% design document stage was reached, decisions were tnade as to what portion of the work would be done in-house rather than being put out for bid (plant material installation) Rather than specify for public information an exact date for Skatepark opening in the face ~. of an unlmowa degrce of schedule uncertainty, the term "summer 2000" was used in ~,,,,,. publicity materials A very importarn issue has been learning the terminology employed by Parks Planning & Conshvction, notably "add/delete desig- elemeMs" but others as well. The tasks necessary to open the Skatepazk in the summer of 2000 have been fully defined However, there may have been some collateral goals that were not clarified, such as the nced to reimburse BP&R for Skatepark City Liaison costs at or by specified times during the contract period. Also, the need for early attenrion to VCP City Liaison work was not fiilly realized at the time Skatepark work began in August 1999 T}ris need became clear by November 1999 and the scope of work was amended to include effort as interim City Liaison, pending the selecdon of permanern City Lisison through a competitive process Lessonslearned: Preliminary Skatepazk construction documents could not be reLed on for accurate information on useful in-kmd donations Terminology is very important and can retard or advance mutual understanding of issues and concems 2.2.2 Initiation of a Sponsorship/Partuership Solicitatiou Process ~ ~.., ~yce a~, r~ ~.ow c~u~ -s- First steps included designing sponsorstrip recognition elements in accordance with the ^ framework established in the interim sponsorslrip/naming policy, identifying which ~ recognition elements could be part of an in-Idnd contribution, and accommodating recognition elemeirts m the Skatepazk design The interaction between the work of the Skatepark Gty Liazson function and work on related issues, such as sponsorship and Fust Amendmern rights, advertising, website links aad promotional activities between the City and other entities, was not ciear at the beginning It has been helpful to leam that the i~erest m and emphasis on partneting is ever more widely shared among City departmerns and policy-makers as its possibilities are explored through the City Liaison pilot test Adding work as interim City Liaison for Valmom City Pazk raised issues that were not part of the original scope of work, but also added opportumhes to pdot-test aspects of the City Lisison function that the Skatepark work alone would not have afforded. City Liaison working relationships aze being established with Parks Planning & Conshvction, the City Attomey, Planning Departmem, and Public Works Department 2.2.3 Connect with the Skateboarding Network Nationally and Locally Connections with boazders and skaters were established by vistring several skateparks and talking with skaters, reviewing skating and boazding publications, conducting an eactensive online search for related websites, identifying a local liaison with boards and ~,, skaters via the YMCA, sponsoring a local skateboazd competition, and joining the Colorado Parks and Recreation and Association's Skatepuk Crroup. The City Lisison also maintains regulaz contact with boarders and skaters through poshngs at the Skatepark, youth meetings, and the newsletter The local boazder connection has also been facilitated by vis~hng retail boarder shops and arranging with one thus far, Brothers Boazds, to collect donarions at thev retail and web sites ~deotaping the construction of the new Skatepark has been arranged through this wnnection The gaffiti wall serves a different segment of Boulder youth than the Skatepark, therefore, strategic alliances aze not desired by erther group 2.2.4 Connect with Business and Commercisl Interests Nationally and Locally The local business interest groups and govemment agencies including Boulder High School have been supportive from the uritiation of contact. The level of mterest from businesses that target boarders and skaters as their customers has varied more, dependent on their presence in the Boulder market. Larger skater/boarder business and Boulder busmesses have a}ugher level o£urterest than smaller and non-Boulder busmesses xoy~ a~~, ~ ~r.ow c~m,~ ~- Potential in-kind donors and sponsors have been geaerally receptive, weighing the benefit ~'~~ of participating at the very least. I~'igh levels of publicity facilitate donor and sponsor "' cornacts. Property owners and non-skater/boarder businesses are just beginning to be comacted, but have so far shown irnerest. Publicity about the Park has amacted several substantial offers of help to solicit donations within defined business and geographic areas Contacts with adult skateboazders have led to donarions of cash and volurneer effort Parents of boarders and skaters have been more supportive than expected in that several have made donations of more than $100 2.2.5 Ideatify and Recommend Options for Skateboard Park Maasgement So far, three complete skatepark operations manuals have been acquired for reference concerning niles, maintenance and operational standards and other details conceining skatepazk operauoas and maintenance The skater/boazder pubfications, the CPRA Skatepazk group, skater/boarder websites, and personal contact with boarders of all ages are providing valuable infotmation in this area. Two local aduh boarders who have served as managing staff at skateparks and skatecamps are offering their insights The Boulder Valley YMCA has submitted an RPP for Skatepazk programvung and is helpmg provide connections to the local skaters and boazders on a corninuing basis, loolong toward a coordinating and advisory group once the new Skatepark has opened ,,~+ The RPP is undergoing City Liaison and BP1~R staff review prior to presentation to the `~.- department Management Team Re6nement and completion of this parmership, culminating in a letter of agreemern, continues 2.2.6 Act as Liaison for Construction and Completiou of Facility The schedule laid out in the City Liaison scope of work was changed by Parks Plamm~g 8c Construction, wlrich assumed construction project management responsibility for the Skatepark. Bid documents were to be ready 1/31, the completion of the bid process is scheduled for the second half of March, and contracting with a conshvction company is targeted for about 4/1/00 Construction is still to take place in the April through June time penod City Liaison preparatory work has been largely advisory, with effort intensifying as bid documems for consUVCtion are nearing release Various complexities related largely to in-kind donahons and on-site recognition for contributions have been coordinated with Shapins & Associates,lVfichael McImyre, and with Pazks Placuung & Construction staff Lw4sons learned: City Liaison and Parks Planning & Construction staff coordination and communication concerning construction issues are critical Prionties can be difficult to communicate accurately across disciplines r~°~ xoy«.n~no~, ~.~.ow co~umg a- 2Z.7 Insure Appropriate Recoguition to the City of Boulder for Innovation in Funding ""*~ City Liaison staff made a well-attended preseatation in the fall at the CPRA state co~erence. Cornacts have beea received from Broomfield, Westminster and Aspen regarding the City of Boulder approach to Skatepark development. Requests for infom-atioa have been received based on NRPA and `9istser~' registrations. As the Skatepark nears completion, opportunities will be sought to nominate the City of Boulder for awards and other types of recogmtion An arts partnerslrip and competitive design process for a Skatepark entry gate aze underway V'ideotaping has begun couResy of Channel8 and will cominue under the auspices of Brothers Boards, as on-site construction activity at the Skatepazk takes place 2.2.8 Development snd Coordination of a Celebration Event for Skatepark Opening on July 4, 2000 Two major contributors to the opening event, the YMCA and Brothers Boards, have been idernified, as well as other wntributions of prizes and promotional items Individual volumee~s are being recorded in the databases for later contact. A detailed plan for work on the opening evem is being drafted in March As the opemng date becomes more clearly fixed, implementation planning will proceed 2.2.9 Evaluatiou of Partnership Policy ,_._ Tlris is an initiat evaluation report, focusing on activities as listed in the statement of work and on preliminary results from in-Idnd donation/cornribution activities and an imtial set of contacts for sponsorslrips A complete evaluation will be prepared at the end of the contract period. Some adjustments in the City Liaison funcnon descnphon have been proposed already, focused on the length of the RPP process, the importance of a design capability and funding for it in the City Liaison funchon, and imegation aad coordination between the City Lisison as the developer of re~xeation facilities aad the Parks Planning & Construction staff Suggestions for adjustment of policy guidelines and the City Liaison function description will be made by that time as well ~ Royce Acboia, I~ /FLOW C~suldng -8-