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6A - Public hearing and consideration of a motion to amend the current workplan for partnership deveDO NOT REMOVE - PRAB File Mater~al ~~~ CITY OF BOULDER ~ PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM MEETING DATE: FEBRUARY 24, 2003 (Agenda Item Preparation Date: February 14, 2003) ~,"" ~... AGENDA TITLE: , Public Hearing and consideration of a motion to amend the current workplan for partnership development at Valmont City Pazk. REQUESTING DEPARTMENT: Jan Geden, CPRP, Director of Pazks and Recreation Jeff Lakey, Superintendent of Pazks and Recreation Planning and Development Kate Bemhazdt, Associate Pazks Planner Teresa Gnlls, APRP, and Jill Krantz, GreenPlay, LLC FISCAL IMPACT The proposed workplan will reduce expenditures for consultmg services for partnerslup development. The exact amouni of savings has not yet been identified. PURP'OSE: Staff requests that the Boazd make a recommendation and cons~der a mohon to amend the current Valmont City Pazk Workplan. The workplan proposes a change in the overall scope of services BACKGROUND: Revenue Proiections Over the past two yeats, the C~ty has adjusted work plans, reduced revenue projecrions, encouraged service efficiencies, and imtiated reductions in operating and capital funds to address reduced sales and development excise ta~c revenues. In 2002, the Pazks and Recreation Department reduced the Capital Improvement Budget (2002-2006) by over $4 9 million. Revised revenue forecasts m 2003 suggest that an additional $1.25 million reduchon will be required over the 2003-2007 Capital Improvement Plan (CIP) penod. In response to these projected budget reduchons, staff is considering how to allocate resources overall, and m tlus case for the development of Valmont City Pazk. Valmont Citv Pazk ~ The ciuzens of Boulder passed a.25 cent sales taac increase in 1995 for pazks and recreation projects which included acquisrtion of a lazge (100 acres mimmum per site) ciry park parcel AGENDA ITEM# VI-A, PAGE 1 "dnven by the need to provide additional acreage to meet the current standard for community pazk acreage and by the need for a location wluch is appropriate for the placement of active ~ recreation facilrties to meet current and future demand." The ballot issue provided $4 1 million for imdal plannmg and partial development of a first phase of the city park. The City purchased Valmont City Pazk and proceeded with planning, annexation, and Phase 1 construction to meet the commitment associated with the ballot issue Valmont City Park and Consultin~ Services It was determined, with PRAB support, that the City would seek public/pnvate or pubhc/pubhc partnerships as an option to fund futute development of recreahon facilihes at the new city pazk No specific hme frame £or the pazk build-out was identified m view of the unknown possibiliries ~cnthin this partrtership development model The CiTy retamed consultants, 1999 to date, to assist m the administration and support of the partnerslup development process. Consulting services were provided primarily by Diana Smith and Teresa Grills through different partnerships beriveen their consulting firms. The partriership process is currently managed by GreenFlay, LLC through a function called the Management and Plamm~g Assistance Team (MPAT). The consultants managed a comprehensive process for partnership development including the following tasks and performance indicators• • Prepazataon of a Partnerslup and Sponsorship Pohcy . Management of a partnership review and evaluarion process • Development of a financial models and agreements for partnership purposes, including ,~ reunbursement of consulting services and park mfrastructure ~^' • Provision of public relarions, mazketing, and associated commmvcahons required to promote and admmister the partnership development, mcluding prepazation of uiformahon for the City's websrte • CoordinaUon and commumcations with other public agencies, city staff, Parks and Recreation Advisory Board, and other boazds and counc~l as needed • Pro~ect admimstrahon, public relations, and fund raismg of approxunately $300,000 for a partnership and sponsorslup Pilot Project, the Scott Carpenter Skatepazk Total facility development cost roughly $870,000 • DistnbuUon of a Request for Proposal for potenrial partners w~th associated review, techmcal assistance, evaluahon, and issuance of Letters of Interest to six potential partners . Partnerslup proposal development s~xpport for mterested crtizens and special interest groups mcluding maintenance of a Partner Resource Library • Admimstration of inihal review of one Proposed Partnerslup Project (Boulder Ice) . Maintenance of a 1700 entity database of potential partners and associated commwucations and support for all mterested partners • Management of a technical consulting team to complete Geographic Informahon Systems (GIS} - based mapping with detailed park infrastructure cost estimates and planrung information • Assistance m the management of additional design process issues includmg. prairie dog preservation, wildlife habitat and comdor plamm~g, mission statement refinement ,.,,~ • Assistance with the Parks and Recreahon Needs Assessment Request for Proposal and review , AGENDA ITEM# VI-A, PAGE 2 ,,.. process to identify stahshcs useful for partnerstvp development at Valmont City pazk „v • Facilitation of volunteer efforts: Timberland Day-of-Service with associated cost savings to the City • • Provision of mont6ly updates to PRAB, study sessions, and tours as needed The above is a summazy intended to lughlight major projects and tasks. It is not mtended to reflect the full scope of work pmvided. A detailed summary that provides an m-depth context of contractual obligations, total accomplishments, challenges, constramts, and stakeholders can be obtained from Georgia Jackson, Boazd Secretary. Partnerstup Development Consultine Services Ex~enditures to date (1999-2003~ Valmont City Park (Royce Arbour, City Liaison, GreenPlay LLC) $441,924 Valmont City Park Techmcal Team (engmeenng, GIS mapping, landscape arch) $ 33,035 Skatepazk (Royce Arbour, C~ty Liazson, GreenPlay LLC) 91 972 Total: $566,931 Current Status: Request for Partnered Proiect (RPPI Of the 17Q0 stakeholders m the database and approximately 18-2Q wntten conceptual proposal submittals for partnered projects (RPP), the City has issued a Letter of Interest to: • Boulder Nordic Club • Communiry Loop (bicycleimulti-use track) • Boulder Community Velodrome • Boulder Ice ~ • The Tennis Center at Boulder-Valmont Crty Park • Boulder Valley School Distnct The Letter of Interest provided the partners wrth C~ty approval to prepaze a more detailed business plan and proposal called the Request for Partnered Project Proposal (PPP) It does not commit the City to accept the project. All of these potential Letter of Interest partners, with the exception of Boulder Nordic Club, have maintained achve contact with the paRnership consultants. Current Status: Reauest for Partnered Proiect Proposal (PPP) Boulder Ice has submitted a detailed business plan and formal proposal (PPP) which is currently bemg reviewed by the Management and Plamm~g Assistance Team (MPAT) The Boulder Ice and The Tennis Center at Boulder-Valmont City Pazk both propose development of Valmont City Pazk in the azea of the existmg lazge storage building (formerly egg processing plant) north of Valmont Road. The City has requested that these two partners consider joimng proposals mto one project for evaluahon. ~ AGENDA ITEM# VI-A, PAGE 3 ANALYSIS: PartnersluQ,Development Analvsis T'he Pazks and Recreauon Department has been workmg with the partnerslup development process since 1997. ImUal staff efforts to support the partnerslup development process were lumted due to resources available and a priontized commitment to expend bonded funds for properry acquisition, annexahon, initial planning, and infrastruchue development at Valmont City Pazk Consultmg services were contracted to provide a focus and to bring specific skills for tlus new and fairly complex approach to construcnon of multiple recreahon facilities within a city park site. Sigmficant progress has been made to create a partnership applicahon and review process and to attract and support potentially viable partners Addihonal efforts were invested m resolving design issues that azose after c,ompletion of the mrtial concept plan. To date, the City has supported all ofthe pioneenng work on trus partnership model with the understanding that it may require a good deal of time and effort to bring a partnered pro~ect to frurtion. In some cases, efforts may be expended on both the Ciry and the partner's side that may not produce a partnered pro~ect. PUBLIC COMMENT AND PROCESS: ~ ~~ Pubhc comment was obtamed m 40 pubhc meetmgs dunng the Valmont City Pazk planrung and design development process from January 1997 through January 2001, From January 2001 to date, public review of the on-going pazk and partnership development process has been provided at three Pazks and Recreation Advisory Boazd study sessions and at monthly Boazd meetmgs. ~ ,~.; RECOMMENDATION: In view of the current bixdget constramts, staff is recommending that the Valmont City Pazk partnerslup workplan be revised m both scope and focus as outlined below. At or pnor to the Apri128, 2003 PRAB meeUng, staff will refine a workplan including rtems listed below. Upon expirahon of the consultant conhact on Mazch 31, 2003, consulhng services will be retazned at the reduced level needed to assist with refuung the work plan and to support the proposed Pilot Pro~ect (Boulder Ice and The Tennis Center) Staff w~ll provide the Boazd with an update on the proposed workplan and$ cost eshmate for consultang services at or pnor to the April meeting. A key component of the amended workplan will include performance indicators The PRAB will need to consider potential performance indicators and measurements for the plan. Staff will discuss the recommended performance indicators with the PRAB at the Apnl meeting and work to actueve agreement on measures that can assist staff and the PRAB's evaluations of the process and resources used to bnng a staged-development partnership project like Valmont City Pazk to fruihon. $ in AGENDA ITEM# VI-A, PAGE 4 ~ Proposed Valmont Crty Pazk Partnership Development Workplan (February 24, 2003) ~ Curreut: A. Consultant support is provided, with staff overview, for all potent~al partners Proposed:2003 A. Focus consultant and staff support on the only current formal proposal, (Boulder Ice and The Tennis Center at Boulder-Valmont) as a pilot pro~ect. Idennfy clear "golno go" points for the pilot project. Document staff and consultant work efforts and expenditures invested m the p~lot project. Project impacts if pilot pro~ect moves forwazd quickly, slowly, or not at all Suspend suppoft for all other existmg and new partnerslups. Commiuucate revised workplan with existing and future proposmg partners Develop critena for future partnership proposal considerahon. B. Consultant contract is renewed yeazly with ,,„„ a broad base scope of work ~ B. Re-new consultant contract for a specific period of hme based on identified goals, scope of work, and evaluation measures for the Pilot Project review Idenhfy funding for Pilot Pro~ect and any unpacts to existing pnorihzed 2003 CIP projects. C Consultant manages all techmcal team C Consultant conhnues to manage technical work to support partnered pro~ects team work on the Pilot Project. Staff assumes management of techmcal assistance for other potential partnered and non-partnered pro~ects. D Consultant provides full support for public relations, educahon and promot~on of the partnership development model D. Suspend all work on acUve promotaon of new partnership submittals or partnership proposals. Communicate revised workplan with existmg and fuhue proposing partners Relocate public relarions activities to staff with defined scope of work. Action on any partnership proposals will be based on the 2003 budget process and priorihzahon of projects forthe CIP n"'~ '+rr AGENDA ITEM# VI-A, PAGE 5 E. Consultant ptovides full support for Letter of Interest partners to prepaze Partnered Project Proposals (PPP) F Boulder Valley School Distnct (BVSD) E. Suspend consulhng support fot Letter of Interest partners, with the exceptton of the Pilot Project (Boulder Ice and T'he Tennis Center) and Boulder Valley School Distnct. See below. Commumcate revised workplan with existing Letter of Interest partners Future action on any partnership proposals will be based on developed critena and the 2003 budget process and pnorirization of projects for the CIP F Proceed with future City Council acrion on support of use of Educatton Excise Tax for school site play field synthehc turf, BVSD Recreahon Facility Needs Assessment (2003), and re-design considerahons wrth full public process for play fields at Valmont City Pazk (2004). Pla~eld re-design project will be managed by staff and BVSD m con~unction with a public process. G. City fully funds staff and consultants to consider, evaluate, and assist in support and development of all proposed partnerslup pro~ects G. Limrt City mveshnent to one identified Pilot Project. Evaluate process and value of city mvestment at specific points of Pilot Project Suspend other partnershtp proposal work with understandmg that achon on any partnerslvp proposals w~ll be based on the developed criteria, 2003 budget process and pnorihzarion of pro~ecu for the CIP. Create options for funding of the parmership process administration. One ophon will identify a "pay as you go" process, w~th each partner covenng full costs of review of proposed partnerstups H. Consultant manages process for review of addiuonal Valmont City Pazk planrung or design issues outside of Phase 1 construction, the raw water infrastructure system, and Benjamm site procurement H Staff will manage process for review of addirional Valmont Crty Pazk planning or design issues for the overall pazk Re- consideration of pazk design will be based on pnoritization of staff work plan and approved CIP ~ ~ ~ AGENDA ITEM# VI-A, PAGE 6