Book #80 #98-100 to #98-190 5-12-98 to 9-22-98

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Agenda Section: VIII-3 CITY OF NEW BRIGHTON Report Number: 9 8-18 8 REQUEST FOR COUNCIL CONSIDERATION 411, Report Date: Seatember 22. 1998 ITEM DESCRIPTION: Consideration of Revised Contract for Up-dating the Comprehensive Plan and Budget Amendment DEPT. HEAD'S APPROVAL: MANAGER'S REVIEW/RECOMMENDATION: No comments to supplement this report I`sr Comments attached EXPLANATION/SUMMARY (attach supplemental sheets as necessary) The Council action sought tonight is approval of a revised contract for profession services with the Hoisington Koegler Group(HKG)and amendment of the City's budget for preparation of our Comprehensive Plan update. Completion of a new Comp Plan is a state requirement. Hoisington Koegler Group was hired by the City earlier this year to assist the City in the preparation of its new Comprehensive Plan. Under the original contract, HKG was primarily responsible for the preparing a Vision Statement for the City.Much of the work needed to meet the Land Planning Act Comprehensive Plan requirements was to be done by City staff Specifically the City's Senior Planner,Erny Mattila was to orchestrate the completion of the Comp Plan update. With Erny's departure in August, HKG has been asked to modify its contract with the City and take on greater responsibility for completion of the Comp Plan. Attached is a proposed new scope of work and contract by and between the City and HKG. The new contract calls for the completion of the planning process in July of 1999. It includes an increased"fry HKG for almost all elements of the Comp Plan. It also includes two neighborhood planning events. The first has already been held. The original contract with HKG was for$21,000. It included$17,500 for basic services and an optional $3500 for traffic calming recommendations.A total of$ 12,400 has been spent under the original HKG contract as of July 31, 1998. The new contract total is for$44,600 in addition to the $12,400 already spent. The City originally budgeted $40,000 for preparation of the Comp Plan in 1998. The proposed budget amendment amount is $66,300. The project budget is attached. It includes funds for meeting expenses,traffic analysis needed to meet Met Council requirements, printing the plan report, and a contingency in addition to HKG's contracts. The increased budget for completing the Comp Plan will be partially off-set by the savings from Erny Mattila's departure. We do not intend to fill Erny's position in the Community Development Department until 1/1/99. The Finance Department has calculated that the City will save $14,500 from the vacancy of this position through the end of the year. This leaves $11,800 unfunded. In addition the original budget amount anticipated a$20,000 planning grant from the Met Council. The City actually received$8190. As a result$11,810 of the original budget is unfunded.A total of$23,610 will need to be carried forward and included in the budget financing for 1999. (Cont. Page 2) RECOMMENDATION: Motion to: APPROVE AND AUTHORIZE EXECUTION BY THE CITY MANAGER OF THE SEPTEMBER 17,1998 CONTRACT FOR COMPREHENSIVE PLANNING SERVICES WITH HOISINGTON KOEGLER GROUP,INC. AND TO AMEND THE 1998 CITY BUDGET FOR PREPARATION OF THE CITY'S COMPREHENSIVE PLAN TO THE AMOUNT OF $66,300. Kevin Locke,Directo Community Development 11C OMMD EV1CD138-CC\REPORTS\KEVIN1609HKG.WPD