HomeMy WebLinkAbout04a_Draft Minutes of May 29, 2019GP Update Steering Committee - September 12, 2019
Attachment 1
CITY OF NEWPORT BEACH
GENERAL PLAN UPDATE STEERING COMMITTEE MINUTES
CITY COUNCIL CHAMBERS — 100 CIVIC CENTER DRIVE
WEDNESDAY, MAY 29, 2019
REGULAR MEETING — 6:00 P.M.
CALL MEETING TO ORDER — 6:00 p.m.
WELCOME AND ROLL CALL
MEMBERS PRESENT: Chair Nancy Gardner, James Carlson, Catherine O'Hara, Ed Selich,
Debbie Stevens, Larry Tucker, Paul Watkins, (Ex Officio Member)
Mayor Diane Dixon
MEMBERS ABSENT: None
Staff Present: Community Development Director Seimone Jurjis, Deputy Community
Development Director Jim Campbell, Associate Planner Benjamin Zdeba, Administrative Support
Technician Amanda Lee
III. PUBLIC COMMENTS
Jim Mosher remarked that five responses to the Request for Proposals (RFP) are not unusual, as
evidenced by the responses received to similar RFPs in two other cities. He hoped staff will explain
the constraints and flexibility the Steering Committee has in recommending a scope of work to the
City Council.
Community Development Director Seimone Jurjis advised that the Steering Committee is following
the standard City process with respect to the RFP.
IV. CURRENT BUSINESS
a. Review Minutes of the May 15, 2019 Meeting
Recommended Action: Approve the minutes of May 15, 2019.
Motion by Committee Member Selich, seconded by Committee Member Watkins, to approve the
minutes of the May 15, 2019 meeting as presented. Motion passed 7-0.
b. Kearns & West Scope of Services, Fee Schedule and Recommendation
Recommended Action: Review and discuss the Scope of Services and Fee Schedule.
Provide direction on items needing to be revisited with the proposer, and if appropriate,
recommend City Council approval of a professional services agreement with Kearns &
West.
Deputy Community Development Director Jim Campbell reported staff has been working with
Kearns & West to refine the scope of work. Approximately $410,000 has been allocated for
outreach.
General Plan Update Steering Committee Minutes
May 29, 2019
Associate Planner Benjamin Zdeba advised that the scope of work includes Kearns & West
familiarizing themselves with the City's General Plan, meeting with the Steering Committee and
staff, preparing educational materials, developing the program, activating social media, and
facilitating community events.
Jenna Tourje, Kearns & West, demonstrated the Bang the Table or EngagementHQ platform and
its use by the City of Truckee as an example. Engagement tools used with Bang the Table can be
shared via social media and the City's website.
In response to questions from the Steering Committee, Ms. Tourje indicated Bang the Table will
moderate comments submitted to the website based on parameters set by staff and the Steering
Committee. Comments containing profanity or hate speech can be excluded. Comments posted
online and offered at public meetings can be categorized and posted on Bang the Table. Users'
IP addresses and email addresses will be reviewed to minimize attempts to bias results.
Associate Planner Zdeba continued the presentation, stating Kearns & West will prepare a Vision
Guide, which captures the community's desires and consensus. Kearns & West has provided a
cost per meeting and the estimated time devoted to each task. Staff anticipates presenting the
professional services agreement to Council on June 25, 2019. The kickoff could be start July with
the community launch event following in August. The culminating summit event could be held in
the spring of 2020.
Ms. Tourje clarified that the kickoff event would begin the project with preparation of educational
materials, the website, and online engagement and with creation of the community outreach
program.
Associate Planner Zdeba indicated staff anticipates a total cost of about $2.5 million for the entire
General Plan Update project. The estimated cost for the Listen and Learn Phase is $410,000 plus
a 10-percent contingency. The actual General Plan Update Phase is estimated to cost $1.25
million. Staff has budgeted $750,000 for preparation of the Environmental Impact Report and has
included $100,000 for miscellaneous costs.
In reply to queries, Associate Planner Zdeba advised that staff does not have an itemized list of
costs at this point in time. The amounts provided to the Steering Committee are general estimates.
Deputy Community Development Director Campbell felt staff is aware of General Plan deficiencies,
but a review could be helpful. He preferred having the General Plan diagnostic occur early in the
process. Community Development Director Jurjis clarified that staff interprets the Listen and Learn
Phase as an opportunity for the community to comment regarding all components of the General
Plan. Joan Isaacson, Kearns & West, explained that online activities will mirror meeting activities
so that the community can respond either in person or online. Many of the Steering Committee's
questions will be answered during preparation of the community engagement plan. Deputy
Community Development Director Campbell felt the community engagement plan could be
structured so that release of the draft Regional Housing Needs Allocation (RHNA) numbers in
February 2020 will not require additional meetings. Ms. Tourje added that a brochure could be
prepared to explain RHNA numbers. The community engagement plan can include outreach
related to the RHNA numbers. The RHNA numbers should not drive the conversation but be
included in it. Community Development Director Jurjis reported the Steering Committee will control
the process and the speed of the process throughout the Listen and Learn Phase. Ms. Isaacson
explained that the cost per meeting is composed of preparing materials, working with staff, and
attending the meeting.
Page 2 of 3
General Plan Update Steering Committee Minutes
May 29, 2019
Committee Members Selich and Tucker remarked regarding the community's concerns about
zoning issues rather than General Plan issues.
Ms. Isaacson reported one of the first deliverables is the community engagement plan, which will
include a timeline for tasks. Ms. Tourje added that the kickoff meeting will occur after the Council
approves the contract. The projected 12 Steering Committee meetings will be spread throughout
the process. The General Plan diagnostic and materials and the outreach plan will be created
within the first month. Outreach will be structured and planned to elicit specific outcomes and
objectives, such as capturing community values. The stakeholder dialogs and interviews may be
frontloaded in order to understand their concerns. Unstructured engagement will occur throughout
the process. Deputy Community Development Director Campbell clarified that Steering Committee
meetings will be scheduled as deliverables come in and as staff needs guidance. The contract will
be a time and materials contract with a not -to -exceed amount based on the scope of work. The
cost breakdown is basically a budget. Staff can provide the Steering Committee with budget
updates.
Committee Member Tucker suggested the consultants review the 2014 revision of the General
Plan. Chair Gardner remarked that the 2014 revision was not adopted.
Charles Klobe encouraged the City to have a representative at Southern California Association of
Governments (SCAG) meetings regarding the RHNA numbers. The community needs to
understand that the State requires zoning for the RHNA numbers.
Jim Mosher noted differences between the cost breakdown and a prior version. He expressed his
belief that the consultant's work in San Jacinto appears to be rather weak. Ms. Tourje explained
that Kearns & West is a subcontractor for the General Plan Update in San Jacinto. The process,
outcomes, and objectives for San Jacinto are very different from those in Newport Beach.
Hoiyin Ip remarked that the community will be concerned about the RHNA numbers. Someone
could come to Newport Beach to comment on activities so that their IP address is registered in
Newport Beach.
Motion by Committee Member Selich, seconded by Committee Member Carlson, to recommend
City Council approval of a professional services agreement with Kearns & West. Motion passed
7-0.
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ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON -DISCUSSION ITEM)
Community Development Director Jurjis advised that the Steering Committee probably will not
need to meet again until July 10.
VI. ADJOURNMENT— 7:27 p.m.
Next Meeting: TBD
Page 3 of 3
General Plan Update Steering Committee - September 12, 2019
Item No. IV(a) Additional Materials Received
From: Zdeba, Benjamin
Sent: Tuesday, September 10, 2019 2:08 PM
To: Lee, Amanda
Cc: Rodriguez, Clarivel
Op
Subject: FW: Steering Committee Minutes May 29, 2019
Attachments: 20190909113458. pdf
Hi Amanda,
See below and attached received in reference to agenda item IV(a) on the Steering Committee agenda
for Thursday.
Thanks,
Ben Z.
BENJAMIN M. ZDEBA, AICP
Community Development Department
Associate Planner
bzdeba annewcortbeachca.00v
949-644-3253
From: Larry Tucker <tucker@etpcenters.com>
Sent: Tuesday, September 10, 2019 11:15 AM
To: Zdeba, Benjamin <bzdeba@newportbeachca.eov>
Cc: Campbell, Jim <1Campbell@newportbeachca.eov>
Subject: Steering Committee Minutes May 29, 2019
Hi Ben,
I would like to add the following to the Steering Committee Minutes of May 29 in the place noted in the
attached:
"Committee Member Tucker recommended delaying the launch of the Outreach Program until the
RHNA numbers are known as he prefers to have most of the Outreach budget available to address the
RHNA numbers. However, he supported getting the Outreach Program in place, ready to launch, while
awaiting the RHNA numbers."
Thank you.
Larry Tucker
General Plan Update Steering Committee - September 12, 2019
Item No. IV(a) Additional Materials Received
General Plan Update Steering Committee Minutes
May 29, 2019
6Committee Members Selich and Tucker remarked regarding the community's concerns about
zoning issues rather than General Plan issues.
Ms. Isaacson reported one of the first deliverables is the community engagement plan, which will
include a timeline for tasks. Ms. Tourje added that the kickoff meeting will occur after the Council
approves the contract. The projected 12 Steering Committee meetings will be spread throughout
the process. The General Plan diagnostic and materials and the outreach plan will be created
within the first month. Outreach will be structured and planned to elicit specific outcomes and
objectives, such as capturing community values. The stakeholder dialogs and interviews may be
frontloaded in order to understand their concerns. Unstructured engagement will occur throughout
the process. Deputy Community Development Director Campbell clarified that Steering Committee
meetings will be scheduled as deliverables come in and as staff needs guidance. The contract will
be a time and materials contract with a not -to -exceed amount based on the scope of work. The
cost breakdown is basically a budget. Staff can provide the Steering Committee with budget
updates.
Committee Member Tucker suggested the consultants review the 2014 revision of the General
Plan. Chair Gardner remarked that the 2014 revision was not adopted.
Charles Klobe encouraged the City to have a representative at Southern California Association of
Governments (SLAG) meetings regarding the RHNA numbers. The community needs to
understand that the State requires zoning for the RHNA numbers.
Jim Mosher noted differences between the cost breakdown and a prior version. He expressed his
belief that the consultant's work in San Jacinto appears to be rather weak. Ms. Tourje explained
that Kearns & West is a subcontractor for the General Plan Update in San Jacinto. The process,
outcomes, and objectives for San Jacinto are very different from those in Newport Beach.
Hoiyin Ip remarked that the community will be concerned about the RHNA numbers. Someone
could come to Newport Beach to comment on activities so that their IP address is registered in
Newport Beach.
Motion by Committee Member Selich, seconded by Committee Member Carlson, to recommend
City Council approval of a professional services agreement with Kearns & West. Motion passed
7-0.
V. COMMITTEE ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED
ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON -DISCUSSION ITEM)
Community Development Director Jurjis advised that the Steering Committee probably will not
need to meet again until July 10.
VI. ADJOURNMENT — 7:27 p.m.
Next Meeting: TBD
Page 3 of 3
General Plan Update Steering Committee - September 12, 2019
Item No. IV(a)2 Additional Materials Received After Deadline
From: Zdeba, Benjamin
Sent: Thursday, September 12, 2019 5:47 PM
To: 'Jim Mosher' <jimmosher@yahoo.com>
Subject: RE: Correction to GPU SC minutes
Hi Mr. Mosher,
Thank you for your note. I just let Chair Gardner know you had a correction related to the minutes.
All my best,
Ben Z.
BENJAMIN M. ZDEBA, AICP
Community Development Department
Associate Planner
bzdeba g newportbeachca.aov
949-644-3253
From: Jim Mosher <jimmosher(a@yahoo.com>
Sent: Thursday, September 12, 2019 4:45 PM
To: Zdeba, Benjamin <bzdeba(ZDnewportbeachca.gov>
Subject: Correction to GPU SC minutes
Ben,
In the General Plan Update Steering Committee draft minutes for May 29, 2019, it
looks like paragraph 4, sentence 4 was meant to read "The kickoff could be -start in
July with the community launch event following in August."
Yours sincerely,
Jim Mosher