03-26-07 Item 7G, City Comp Plan Update Consulting Services

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City of Arden Hills Comprehensive Plan Update March 19, 2007 Page 2 Role of Other Consultants Roseville City engineering staff (contract engineer for Arden Hills) and SEH will be responsible for completing the utility and transportation portions of the plan respectively. Both will operate under contracts directly with the City of Arden Hills. HKGi will help coordinate the work efforts of both Roseville's staff and SEH consistent with the overall project schedule and will supply both consultants with background information as needed during the process. Relationship of the Comprehensive Plan Update to TCAAP Current planning efforts to develop portions of the TCAAP property will be reflected in the Comprehensive Plan update. Information from the master plan, engineering studies and AUAR is collectively considered as a "drop in" component of the Comprehensive Plan. Accordingly, tasks included in this work program are focused primarily on the portion of Arden Hills that lies outside of the TCAAP property. At times throughout the process, the Comprehensive Plan and TCAAP may be on the same Planning Commission/City Council meeting agenda. At other times, the Comprehensive Plan discussions will require more time and attention and are likely to be stand alone meetings. Task 1 Organize the Effort The purpose of this task is to orient the various participants in the planning process and to begin the ongoing task of collecting, assembling and coordinating data. Organization will involve the following: 1.1 Prepare Project Manual. The project manual is a tool that HKGi uses to help coordinate project management and it is particularly beneficial in collaborative planning processes. The manual includes copies of the work scope with assigned responsibilities, project schedule, communication strategies, key contact information, lists of data needs and requests and other useful information that will be needed throughout the project. City Staff will be provided copies of the project manual. 1.2 Conduct Staff Kick-Off Meeting. This meeting will be guided by the project manual and will accomplish several key objectives including: . Introduce the planning team (City Staff - Consultants). . Review and finalize the work scope and project schedule (if necessary). Develop a communication strategy to seek public input and review of plan components. . Establish coordination and communication procedures between the City, HKGi, SEH and Roseville's engineering staff. . Begin the process of gathering data. 1.3 Kick-Off Meeting with the Planning Commission/City Council.