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RHRA_ cost sharing agreement (5-16-06) - Page 1 of 2 REQUEST FOR HRA ACTION Date: 5-16-06 Item No: 8.b. Staff Approval: Agenda Section: CB Action Item Description: Consideration of Co uncil Request to Support Cost Sharing of Visioning Process (HF0046) 1.0 Requested Action – This item was tabled at the April 18 th HRA meeting for reconsideration. New information added to the report from April is underlined. Approve, by motion, a cost sharing agreement w ith the Roseville City Council for a City visioning process. If approved, the HRA will need to make an amendment to their existing HRA budget to accommodate the City Council’s request for cost sharing. 2.0 Background 2.1 At the 3/27/06 City Council meeting, the Council requested that the HRA help participate financially in the City visioning process. Their proposal is to have the HRA pay for 60% of the costs up to $30,000, and for the City to pay 40% of the costs up to $20,000. The total amount of the visioning process would be no more than $50,000. The Roseville City Attorney recommended that the Council and the HRA formally approve an agreement that would outline the agreed-upon terms. A proposed agreement is attached which was approved by City Council on 4/10/06 along with a memo from Chris Miller, Roseville Finance Director. 2.2 The Council’s request is a result of the HRA’s recommendation and request to participate in the housing-related matters associated with the visioning process. 2.3 On March 27, the Council approved a motion to have city staff issue an RFP for community visioning consulting work. On Apr il 3, staff issued an RFP. Four proposals were received and sent to Council for its April 24 meeting. On April 24, the Council approved a motion to have the City Manager, Councilmember Pust and other Councilmembers interview two finalists: Carroll Franck and Associates; and Neu and Company. On May 8, the City Council approved the selection of Carroll Franck and Associates to assist with the visioning process. The proposal estimate is $33,000, However, according to City Manger Neal Beets the total amount for the visioning session is still in negotiation depending upon the level of use of the consultant. In addition, the consultant estimate does NOT include printing and distribution costs for any final report, advertising costs to publicize meetings, food and refreshment costs, or any costs associated with special electronic outreach and interaction. Therefore, Mr. Beet’s estimate is approximately $50k to get through the entire visioning process. 2.4 According to the City Finance Director the City did not budget for visioning in 2006. The City Council is proposing to use contingency funds for their portion of the visioning costs.