heart of our city committee agenda€¦ · wallie desruisseaux, downtown brz : jane edmundson,...

HEART OF OUR CITY COMMITTEE AGENDA

DATE: Wednesday, March 11, 2015 LOCATION: CITY COUNCIL BOARDROOM TIME: 4:00 p.m. – 6:00 p.m. (Regular Meeting)

1. Approval of Agenda

2. Adoption of Minutes a. February 11, 2015 (Attachment 1)

3. Business Arising from Minutes

a. Round Street Gateway Plans to Council as info for SAEA Tender b. LRPS Statistics & Dealing with Downtown Safety & Security c. Communication Department- Role in Advertizing & Promotion

4. Strategic a. Sub-Committee Reports:

i. Downtown Incentives: (Attachment 2) ii. Infrastructure & Parking: (Attachment 3)

iii. Regulatory Change: (Attachment 4) iv. Marketing: (Attachment 5) v. Common Initiatives: Full HOC Committee

b. Business Arising from Sub-committees i. “Mothball” Incentives committee

ii. “Redeploy” Incentive Committee members

5. Operational (program & budget)

a. 2015-2018 Fee-For Service Agreements (Update) b. HOCHIP & TRIP (Update) c. City Council Presentation – Strategic Directions (Attachment 6) d. Round Street Gateway (Update ) e. Activity Grant (Update) f. Set date for next Joint HOC-DBRZ meeting g. Review Galt Gardens Concept Plan Scope (Attachment 7) h. Protocol for Inviting Public into the conversation at HOC meetings (Attachment 8)

6. What’s Happening

a. Members of the Public b. Entity reports c. Director of Planning & Development d. Planning Initiatives Manager

7. Individual Reports

8. Next Meeting

April 8, 2015 in Culver City Room

9. Future meeting Topics a. Stakeholder consultation strategy/process b. Celebrating success

10. Adjournment

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MINUTES of a meeting of the HEART OF OUR CITY COMMITTEE, held on Wednesday, February 11th, 2015, at 4:00 p.m., City Hall, Culver Room with the following in attendance:

CHAIRMAN: Mark Bellamy, Urban Development Institute MEMBERS: Belinda Crowson, Lethbridge Historical Society Suzanne Lint, Allied Arts Council

Patricia Luu, Citizen-at-large Wallie Desruisseaux, Downtown BRZ

Jane Edmundson, Citizen-at-large OTHERS: George Kuhl, Planning Initiatives Manager

Jeff Greene, Director of Planning and Development Brittany Wickenheiser, Recorder REGRETS: Ryan Parker, Councillor Grace Duff, Chamber of Commerce

Heather McIntosh-Rivera, Economic Development Lethbridge (EDL) Marko Hilgersom, Citizen-at-large

Kate Connolly, Citizen-at-large John Pogorzelski, Southern AB Ethnic Association (SAEA)

_____________ ________________________________________________________________________ CALL TO ORDER: The meeting was called to order at 4:05 p.m. ADOPTION OF AGENDA: J. Edmundson moved that the agenda be approved.

CARRIED ADOPTION OF MINUTES: B. Crowson moved that the minutes of January 14th, 2015 be approved.

CARRIED STRATEGIC: Sub-Committee Reports:

• Downtown Incentives: o Changes in terms of reference:

To include a BRZ member and not a Chamber of Commerce member. P. Luu moved that the HOC endorse a change in the terms of reference to include

a BRZ member at the request of the Incentives Committee. CARRIED

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o New Housing Program: The Sub-committee suggests that if there is an insufficient number of applicants

from brand new builds, renovations to existing buildings converted to housing should be considered.

Names for new downtown housing areas will be suggested in the future. A messaging plan is being created for the New Housing Program. More discussion

to take place on how Council will be informed of the reporting. o Activity Grant:

Umami Shop has partnered with the College as a sponsor to put together a Night Food Market.

o Marketing: Sub-committee feels that more emphasis on “ambassadorial tasks” is needed for

the Summer Ambassadors; the cross over with the Clean Sweep Program could be reduced.

• Infrastructure and Parking: o Parkade:

Sub-committee will gather more information about cost, location, etc. o 3rd Avenue Build Canada Fund:

Reliance on 1/3 provincial funding may result in the project being put on hold. The grant is being re-written to focus more on the health and safety aspects of

replacing underground infrastructure, particularly water and sewer lines. o Transportation Department Parking Meter Replacement Study:

Corporate Communications to determine the process for receiving feedback from BRZ, Chamber of Commerce, HOC, and the public.

o Round Street Gateway Update: Tender package has come back at or under budget, project will most likely be

going ahead. Devin Huber and Kathryn Kitt are finalizing the site plan. Awarding of the contract for construction of the Southern Alberta Ethnic

Association renovation project will be at Council on Monday will include the Round Street Gateway Project.

G. Kuhl to speak to Devin about receiving the site plan before going to Council. • Regulatory Change:

o Discussion took place on the Land Use Bylaw including Form Based Code elements. o Jay Walking Streets By-Law is an ongoing discussion. o Food Truck Questionnaire has been completed by the group and submitted by G. Kuhl.

Redrafted based on input of the committee. o Future Use of Festival Square:

Changes suggested to be made: Add a front page. Add more information to make it a better marketing tool, such as

pictures, an event guide, etc. • Marketing:

o First meeting date for the Marketing Sub-committee is February 19, 2015. • Common Initiatives:

o Safety and Security Initiative: Viewing of “Where is home?” documentary film.

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HOC members encouraged to attend Think Tank for Daily Meaningful Activity Workshop on February 17th at CASA.

Discussion on sensitivity training for downtown businesses on dealing with individuals with social issues.

G. Kuhl to get statistics from the LRPS on crime by zone in Lethbridge, to be discussed at next meeting.

G. Kuhl to contact Sgt. Kevin Mortensen of the LRPS to join in on some of the HOC meetings to provide suggestions on how to deal with the issue of safety and security downtown.

o Business Arising from Sub-committees: Public washroom:

Too costly to be an HOC project, not extensive enough for a CIP project. G. Kuhl has spoken to Dianne Randell about a pooling of resources

among social service agencies, for the project. Discussion on how to fund the project. Some ideas: Crowd Funding or in

partnerships with Service Clubs. Better utilization of washrooms at Galt Gardens: Look into the possibility

of using the ambassadors, or the clean sweep program, to open and close the washrooms in order to extend the hours the washrooms are open.

Possible parking lot locations could be considered. Suggested that this project be incorporated into a parkade project in the

future. Costs for free-standing units are estimated to be about $200,000 per

unit. Request the Marketing Committee to generate a list of ideas of what the Summer

Ambassador duties could be. One idea is to hand out pamphlets that promote downtown activities. Another idea is to have Summer Ambassadors record footage of some of

the downtown activities which could be used as promotional videos. OPERATIONAL: Approved Budget:

• Approved 2015-2018 HOC Budget was attached for review.

2015-2018 Fee for Service Agreements: • City Solicitors’ office is finalizing the agreements.

o The main difference is that the actual services provided under each of these agreements will be attached as a schedule.

• First Friday: o B. Crowson moved that the First Friday agreement be approved subject to revisions from

the City Solicitor. CARRIED

• Community Futures: o Plan to add clauses that would allow loans that enhance accessibility to buildings for the

disabled.

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HOCHIP & TRIP: • TRIP (Targeted Redevelopment Incentive Policy)

o Month to be changed from “February” to “March.” o B. Crowson moved to approve the TRIP Program recommendation to City Council.

CARRIED • HOCHIP (Heart of Our City Housing incentive Program)

o Policy has been revised on the advice of the Senior Management Team (SMT): This includes lowering the dwelling unit size minimum down to 600 square feet. Also will include the repurposing of existing buildings to residential, to allow for

a broader scope of opportunities. o J. Edmundson moved to approve the recommendation to City Council of the revised

HOCHIP Program. CARRIED

WHAT’S HAPPENING: Members of the Public:

• Protocol for inviting the public into the conversation, could be similar to Council’s. • G. Kuhl and J. Greene to draft a protocol for the next meeting.

Entity Reports: BRZ (W. Desruisseaux) :

• Working on website development, making it more accessible to people on the street. • Two Main Street rehabilitation projects are going on: Frank’s Grocery and the Rex Tenant

Building. Lethbridge Historical Society (B. Crowson):

• Heritage Canada the National Trust- “I Love My Main Street” Contest: o Take a picture of your favourite main street or downtown, send it in to win a $2000 Via

Rail travel voucher. • G. Kuhl to talk to Communications department to advertise on Facebook, Twitter, etc. • 7:00 PM on February 24th, Lethbridge Public Library, presentation on Mike Mountain Horse called

“A Man Caught Between Two Cultures.” Urban Development Institute (M. Bellamy):

• Encouraging group to think more strategically in the downtown. • Fundamental issue with parking and availability downtown to look at moving forward.

Allied Arts Council (S. Lint):

• Comprehensive calendar on AAC website updated regularly. • Show on the Digital Gallery at CASA featuring “Signs”. • Economic Impact study is bound and printed, copies to be brought to HOC meeting. • Lieutenant Governor Artist Awards are coming to Lethbridge on June 6th, 2015.

Planning Initiatives Manager (G. Kuhl):

• Activity Grant: o Received 19 applications on time, most received the amount they requested.

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o Applicants will be notified, and arrangements for advancing the funds will be made. o Review of successful applicants for the HOC Activity Grant. o Press release to announce activities.

• February 17th City Council Presentation: Strategic Directions for Downtown (overview) o G. Kuhl will include a copy of the presentation in next meeting’s agenda. o Committee members to attend Council Presentation if possible.

Citizen-at-large (J. Edmundson):

• Mag Pie Vintage Market will take place once a month downtown, starting in April.

ACTION:

ADMIN:

• Speak to Devin Huber about receiving the site plan before going to Council. • Acquire statistics from the LRPS on crime by zone in Lethbridge, to be discussed at next

meeting. • Contact Sgt. Kevin Mortensen to join in on some of the HOC meetings to provide

suggestions on how to deal with the issue of safety and security downtown. • Month to be changed from “February” to “March” on the HOCHIP and TRIP. • Draft a protocol for inviting the public into the conversation to be discussed at next

meeting. • Talk to Communications department about advertising the “I Love My Main Street”

Contest on Facebook, Twitter, etc. • Include Strategic Directions Presentation in next HOC agenda.

NEXT MEETING: The next regular meeting, will be held Wednesday, March 11, 2015 from 4:00 – 6:00 p.m. ADJOURNMENT: Meeting adjourned at 6:11 p.m.

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February 11, 2015

Heart of Our City Housing Incentive Program

Whereas the Heart of Our City Master Plan recognizes the importance of having a critical population

mass to help sustain the viability of Downtown Lethbridge; and

Whereas Lethbridge City Council has identified the enhancement of vibrancy and liveability of

Downtown as a Strategic Priority; and

Whereas the Integrated Community Sustainability Plan / Municipal Development Plan encourages an

increase in residential development in the Downtown; and

Whereas the Heart of Our City Committee has devised a housing incentive program to facilitate the

development of residential dwelling units in the Downtown;

Now therefore be it resolved:

that the Heart of Our City Housing Incentive Program be approved in accordance with the approved

City of Lethbridge Operating Budget.

Moved by: ____________Jane Edmundson__________________________________________

CARRIED

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MINUTES Incentives Sub-committee

Date: February 23, 2015 1. George did a recap of the 'summary of discussion' from our Jan Incentives meeting.

2. As we went through each point, we had further comments/discussion - especially around the housing incentive plan. We talked about the relative merits of new builds versus conversions. Majority would prefer a large 'landmark' new build, comprising all or most of the housing units, rather than many scattered, very small scale conversions - but all agreed that either way would bring the desired effect of increasing resident numbers in the downtown core.

Once again - our emphasis was on the quality design of the buildings, whether new or conversion. Need to be visionary, memorable - dare we say 'iconic'!

3. George reported on the awarding of all the Activity grants - to 19 different organizations. He told us about the upcoming 'Press conference' at CASA Thurs March 5, to which all recipients will be invited. (UPDATE - very good attendance March 5th - by both recipients and press/TV!)

4. Ambassadors: George reported that he and Wally had met with Ted Stilson to discuss more interaction between ambassadors and visitors to the downtown. This could involve handing out of leaflets/information about events downtown, along with meter-plugging.

This may mean more 'advanced' training for some of the ambassadors.

5. We talked about Marketing:

• BRZ may be getting an electronic sign for downtown to promote special events

• After BRZ AGM (March?), then BRZ and HOC may form a joint 'Marketing Committee'

• The possibility of a monthly events and advertising guide - similar to the Old Strathcona one we looked at.

6. We concluded with discussion about how successful we and whole HOC have been in moving forward on many of the main Incentives initiatives. It was felt that, for the present, our work is done!

Suggestion is that our sub-committee might merge with the Marketing Committee - their next meeting is March 19th in the EDL boardroom.

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MINUTES Infrastructure & Parking Sub-committee

Date: February 24, 2015

1. Fee-for Service Agreements

• Agreements still with City Solicitors to incorporate schedules which delineate

“services to be provided”

2. Transportation Department Parking Meter Replacement Study

• Report has been submitted to Transportation Department for review

• There is no recommended preference indicated at this time – will be submitted to

Senior Management Team then public consultation needs to take place

3. 3rd Avenue Build Canada Fund

• Still on hold

4. Parking Discussion

• Committee to review agenda materials and start discussion in March

5. Round Street Gateway

• SAEA construction tender awarded

• Gateway added as part of package as a “cash allowance” and appears to be

doable

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MINUTES

Heart of Our City – Regulatory Change Sub-committee Meeting Minutes, February 24, 2015 In attendance: John Pogorzelski, Sub-committee Chair

Jane Edmundson, Sub-committee Member George Kuhl, Planning Initiatives Manager Start time: 4:30pm

1. Agenda adopted 2. Review/approval of minutes from January 27 meeting 3. Food truck update: George presents revised food truck vending permit

form • Explains the space boundaries between vendors and restaurants

and general rules around food trucks at events • John asks about permissions during events from the point-of-view

of an event coordinator – George will gather more information and clarify these points

4. Streets Bylaw review update: George explains that the review will be intensive, line-by-line, and time consuming, so further updates will be forthcoming

• Review will involve making sure there is consistency with other bylaw language and formatting, and that it includes current issues including rules around sidewalk patios, jaywalking, banners, etc.

• John asks about differences between administrative fees for non-profit organizations vs. commercial use

5. Future regulatory process matters: Discussion of Noise Bylaw as related to events in Festival Square – George will send out more information

• John mentions a feedback form for Festival Square event organizers to fill-out after their event

• George suggests that HOC also follow-up with grant recipients End time: 5:10pm

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Marketing Sub-Committee – First Meeting Brainstorming, February 19, 2015

Marketing Activities • Empty Store Fronts

o Art Work reflecting downtown

o Pop-up Stores • Art Walk • Ghost Walk • Banners/Flags/Pageantry • Web/Mobile/Ap -- One stop shop for

what’s happening downtown! – push to people

• Direct mail summer downtown activity guide (Idea from Incentives Committee)

Communications Activities • Announcements • Launches

o Press Releases o Media Advisory o Public Relations

• Press & Media Interviews (Radio/TV) • Key Messages for projects, materials

& presentations • Events Calendar • Bulletin on Downtown revitalization

metrics • Exhibiting at Tradeshows (Home &

Garden Show, etc.) to market programs, incentives and downtown activities as part of the City booths.

Promotion Activities • Events – downtown revitalization & vibrant

message • Ongoing strategic social media related to key

messages/visuals • Grants – announce and promote • Event of the week – Summer • Ambassadors = promotors

o What can they do o Help/guide/great o Hire strategic o Marketing/New media/Fine

Arts/communicators/ extroverts • Downtown Art/culture – in general

o Promote a guide to local art Permanent Opportunities Historic walk Ghost walk

Perception/Brand Enhancing Activities • Recognizing success of Downtown

revitalization programs & supports o Business awards for

downtown o Investment in renovations o Thanks for events o Etc. (ambassadors)

Partnership Opportunities • Chinook Country Tourist Association • Chamber of Commerce – Specific

Downtown focus • Building owners

Things to Change / Barriers to promotion • Plugging meters – (value for $?) Is this in line

with our Committees purpose/goals? o Activities need to be strategic o Planned o Ambassadors talking to

people/promotions/coupons/ guides/etc.

o Not just paying for employees parking • Barriers to businesses having outside areas

(tables, chairs, sidewalk signs, patios, etc.) o NO barriers o This adds to a vibrant and walkable

downtown. **Assign to Regulatory Sub-Committee.

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STRATEGIC DIRECTIONS for DOWNTOWN

Presentation to City Council

February 17, 2015

By: Heart of Our City Committee

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STRATEGIC DIRECTIONS for DOWNTOWN Presentation Outline

1. Where we have been

2. Where we are now

3. Where we want to be

4. How do we get there?

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WHERE WE HAVE BEEN 1950-2014

2025+

WHERE DO WE WANT TO BE?

2019

2018

WHERE WE ARE NOW 2015

VIBRANT EXCITING

SUSTAINABLE ACCESSIBLE

LIVABLE BEAUTIFUL

Current Heart of Our City Vision Downtown is a Place that will: • Enhance quality of life for all citizens • Be an open, safe, affordable, accessible &

welcoming place for people of all walks of life • Embrace & celebrate social diversity through

urban design, architecture & day-today functioning

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1950’s Burgess Report

• Recognition of importance of Downtown

• balance city development by expanding city development west of the river

• strengthening Downtown as the central & commercial heart

1960’s General Plan (1964)

– Strengthen Downtown avoid urban sprawl – Preserve Galt Gardens – Downtown ring-road – Non-profit parking corporation; parking

fund – Commercial floor space assessment-

reduce commercial over zoning – revitalization including select

redevelopment – Reduce/eliminate incompatible uses – Establish Downtown merchant group

Urban Renewal Study (1965-1966) – Conserve – Rehabilitate – Redevelop

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1970’s • Downtown Development

Schemes

• 6th Ave. Fire Station (1974)

• Lethbridge Centre (1975)

• Halmrast Manner (1975)

• Provincial Building (1976)

• Lethbridge Lodge (1978)

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1980’s • Court House (1980) • Haig Towers (1983) • 1980’s Railway relocation/Centre Site

– Emphasis on land assembly – New, large land base shopping centre – Re-enforce downtown as a strong

commercial center – Orientation towards/interface with

downtown – Pedestrian accessible – High standard of architecture &

materials

• Park Place Mall (1988) • Health Unit (1988) • DARP (1988)

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1990’s • Toys R Us (1992)

• Grandview(1993)

• Municipal Development Plan (1995)

• Rio Vista (1995)

• Garden View (1991 & 1995)

• AMA (1995)

• LRPS (1996)

• River Ridge (1997)

• Chapters (1999)

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Early to Mid-2000’s

• Holiday Inn Express (2000)

• Main Street Program Façade

improvements (2003)

• Downtown Revitalization

Steering committee (2003)

• McGill Study (2004)

• Rotary Fountain (2005)

• Downtown Social Issues Study

(2005)

• Downtown Revitalization

Manager (2005)

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Mid to late 2000’s • Award winning Heart of Our City Master

Plan (2007)

• Heart of Our City Revitalization Committee (2007)

• Coalbanks Inn Adaptive Reuse (2009)

• Paramount Theatre Adaptive Reuse (2009)

• Numerous small amenity projects 2004+

• Clean & Safe focus

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2010-2014 • SAAG (2010) • Business attraction promo with EDL (2010) • HOC Activity Grant (2011) • Pocket Park (2011) • Fire Headquarters (2011) • BILP partnership w/ Community Futures (2011) • CASA (2012) • First Friday (2012) • Award winning PRATS (2012) • Heritage street signs (2012) • U of L @ Penny Building (2013) • DARP (2013) • Festivals (2013) – FIFA Soccer, Jazz Festival, Shakespeare In The Park,

Oktoberfest

• New Operating Budget Initiatives (2014)

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2025+


2019

2018


VIBRANT EXCITING


LIVABLE BEAUTIFUL




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Planning & Legislation

• ICSP/MDP

• Heart of Our City Master Plan

• PRATS

• DARP

• Land Use Bylaw

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Financial

• Operating Budget

• HOC Budget

• CIP

• Joint Funding

• Potential Alternative Funding Opportunities

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Policies & Programs

• Expand Festival Program

• Main Street Program

• Clean Sweep

• Galt Gardens security

• Transition First Friday

• Roll-out new parking control system

• Enhance ambassador programs

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• HOCHIP

• TRIP

• Round Street Gateway

• Galt Gardens Concept Plan

• Safety & Security

• 3rd Ave. Reconstruction

Initiatives

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Land & Building Assets

1. LRPS - HQ

2. Lethbridge Health Unit

3. CASA

4. Galt Gardens

5. Fire Service – HQ

6. Galt Museum & Archives

7. Southern Alberta Ethnic Association

8. Lethbridge Public Library

9. Bowman Building

10. Oliver Building

11. Atrium Site

12. Parking Lots

13. River Valley

14. City Hall

15. Civic Ice Centre

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Other initiatives

o Round Street Gateway construction

o Marketing strategy

o Plan 5th Street reconstruction

o Public loos

Underway or Consideration

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• Strategic Partnerships

o Creative partnerships with the private sector & NFP sector

o Joint project parking facilities

o Social issues strategies

o Heritage building adaptive reuse

o Public art sites

o Business improvement loans

Underway or Consideration

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2018


2025+


2019 WHAT ACTIONS WILL INFLUENCE

THE PROGRESSION?

FROM

TO

VIBRANT EXCITING


LIVABLE BEAUTIFUL




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How Do We Get There?

General Considerations:

1. Maintain environment friendly to desirable change & development

2. Continue providing strategic leadership

3. Comprehensive, integrated & long-term thinking

4. Ensure alignment with City-wide strategic plans

5. Continue providing adequate funding

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General Considerations:

6. Ensure enabling legislation/policy is in place

7. Continue strategic land acquisitions

8. Create, manage & leverage assets

9. Identify critical success measures

10. Continue to champion Downtown

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Medium Term*

Focused Considerations

• Strategic partnerships

o Seek additional/new partners- private & public

o Stimulate business investment & employment

o Public/private art sites

• Planning & Legislation o Update ICSP/MDP; DARP; LUB

o Continue to streamline/rationalize regulatory environment

• Land & Buildings o Implement Galt Gardens

revitalization (include U/G parking facility?)

o Identify & acquire strategic properties

o New gateways & wayfinding features

o New pocket park(s)

*Subject to Funding 33



• Initiatives o 5th Street reconstruction

o Review revitalization entity alternatives

o Continuously improve u/g infrastructure

o Upgrade street furniture

o 2nd Avenue reconstruction planning

• Financial o Operating budget

o HOC budget

o CIP

o Grants from other levels of Government

o Community Revitalization Levy

o Local Improvement levies

Medium Term*



Longer Term*


• Strategic partnerships o New municipal downtown entity

o Expanded DLBRZ or new east side BRZ

o Public/private art sites

• Policies & Programs o Promote entrepreneurial environment

o Continue to strengthen specialized commercial & service sectors

o Ongoing building adaptive reuse efforts

o Enhanced heritage historic preservation

• Land & Building Assets o Strategic land acquisition/sale

o New park spaces

o Enhanced River Valley access

o Transit hub & bus stop locations

o Replace/repurpose LPL

• Planning & Legislation o Design review panel

o Promote universal design & access

o Strengthen connections with adjoining neighbourhoods through new Area redevelopment plans




• Initiatives o 2nd Avenue reconstruction

o Explore expanded downtown boundaries

o Expand cultural amenities

o Improve walkability & reduce reliance on automobile

o Urban forest renewal

o New gateways & expanded wayfinding

• Financial o Operating budget

o New Municipal Downtown entity budget

o CIP

o Grants from other levels of Government

o Community Revitalization Levy

o Local Improvement levies

o Continue to leverage funding

o Continue to provide tax friendly business environment

Longer Term*



QUESTIONS?

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Scoping Document Galt Gardens Master Plan Concept Design

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Project Name: Galt Gardens Master Plan Concept Design

Project Acronym or No.

Project Sponsor Jeff Greene

Target Project Completion Date 09/30/2016

Project Manager George Kuhl

Goals /Purpose Statement

Purpose: To prepare a concept plan for the north half of Galt Gardens as the first step in the next phase of park redevelopment (lifecycle) and to derive order of magnitude costing of the preferred plan, in order to identify financial requirements for the next Capital Improvement Program (CIP).

Goals: 1. To continue improving the Downtown Public Realm; 2. To create a concept plan that comprehensively describes the actions required to

ensure that any improvements to Galt Gardens address recognized and emerging social gathering & recreation needs bearing in mind its historical and public realm aspects; and

3. To establish a process that ensures the appropriate level of community involvement so that any future redevelopment/revitalization of this City landmark is in alignment with community values.

Objectives & Performance Measures

Objectives/Deliverables Performance Measures

1. Establish exact plan boundaries 1. Plan area map created 2. Establish and document project

resources and Project Manager 2. Project Manager appointed and budget

created 3. Ensure alignment with Heart of our City

Campaign and community planning expectations

3. Project steering committee established, members appointed; internal & external stakeholders identified; respective roles identified

4. Establish target date for project completion

4. Project timetable established

5. Identify opportunities and issues 5. Opportunities/issues included in RFP

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6. Establish key deliverables including: a. project work plan; b. mapping; c. interim report including a maximum

of 2 alternative designs; and d. final report including;

i. an implementation strategy with high level budget;

ii. recommendations including identification of next steps

6. Create RFP to engage design consultant/design charette facilitator

7. Advertize RFP 7. Consultant selected, hired & project schedule finalized

8. Project started-up and carried out according to project work plan

8. Project manager to ensures project carried out on time and on budget according to approved work plan

9. Project Completion 9. Interim report received 10. Final report with recommendations

created and presented Scope

Consultant “IN” Scope Consultant “OUT” of Scope 1. Consultant Work Plan 1. Identification of the range of

uses/activities which the concept should consider

2. Community Consultation Plan (w/steercom)

2. Detailed construction budget

3. Community consultation according to approved Communication Plan

a. Multi-pronged consultation process b. Stakeholder Design Charette

4. Alternative concept designs 5. Order of magnitude costing 6. Implementation Strategy 7. Recommendations/next steps

High Level Milestones Target Completion Dates

1. RFP distribution and consultant hiring March 2016 2. Community consultation May 2016 3. Interim Report June 2016 4. Final Report August 2016

High Level Cost Estimates Category Total

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(Itemize as necessary) (for entire project)

Consultant Expenses (consultation, design concept, technical, etc.)

$45,000

In-house $ 5,000 Funding Source

Heart of Our City Fund $50,000 Core Team Members

Team Position

Role on Project

Effort (estimate in

days)

Duration (weeks)

Political Sponsors Steering committee Heart of Our City

Committee (3) City Council (1)

5 half days (2.5 in total)

Project duration (+/- 24 weeks)

Director of Planning & Development

Project Sponsor & Advisory 2.5 24

Planning Initiatives Manager

Project Manager 15 30 (includes time prior to project commencement & following completion)

Parks Manager Parks Planning Manager Recreation & Culture Program Manager

Project Team

10 including: meetings as the project team, meeting with the steering committee, meeting with the consultant & meeting with stakeholders

30 (includes time prior to project commencement & following completion)

Project Stakeholders Stakeholders Interests & Needs

1. City Council 1. Community Interests in alignment with Council’s strategic Plan

2. General Public 2. Major public amenity 3. Parkland Development Manager; Parks

Operation Manager, Facility Operations Manager; Facilities Planner

3. Parkland development; parks operations, maintenance & facility management

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4. Transportation Manager - staff 4. Parking issues/opportunities 5. LRPS 5. Safety & Security (CPTED) 6. Social & Community Development 6. Social issues 7. Community Planning 7. PRATS; MDP & ICSP linkages 8. Lethbridge Historical Society 8. Significant historic resource 9. DLBRZ Board & CEO 9. Major attraction and event space for

Downtown visitors 10. Rotary &/or other user groups 10. Potential users & sponsorship

partners

Assumptions & Constraints

Assumptions Constraints/Risks

1. That changes are desirable in the north ½ of Galt Gardens to enhance the people oriented aspect of the park

1. Budget estimate will not permit too much consultant work or an extensive public consultation effort

2. That the HOCRC should take the lead in developing a concept plan

2. Project likely to raise both public expectations and angst

3. Potential for underground parking facility should be considered

3. Reluctance from community

4. Design could utilize some recommendations in the Public Realm and Transportation Study

4. Design program may not consider opportunities such as: potential tourist info / shuttle bus centre; underground parking; relocation of train locomotive from Health Unit Site

5. North Regional Park surveys may provide some insight into public programming

6. ICSP/MDP – may provide insight into the role(s) of Galt Gardens

5. City staff will design and manage the community/stakeholder a consultation plan internally

6. City staff will identify an implementation strategy including recommendations and next steps

Acceptance & Sign-off Prepared By: Planning Initiatives

Manager, George Kuhl,

Title & Name Signature Date Approved By: Project Sponsor

Director of Planning & Development, Jeff Greene

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Title & Name Signature Date

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March 11, 2015

Whereas the Heart of Our City Committee, being a Standing Committee of Lethbridge City

Council; and

Whereas the purpose of the Heart of Our City Committee is to champion Downtown Lethbridge

through implementation of the Integrated Community Sustainability Plan/Municipal

Development Plan; the Heart of Our City Master Plan and the Downtown Area Redevelopment

Plan; and to provide strategic leadership in accordance with City Council’s Strategic Plan; and

Whereas the Heart of Our City Committee, in its role as Downtown Champion, wishes to engage

with and be as accessible as possible to members of the general public;

Now therefore be it resolved that:

The Procedures for Visiting Members of the Public indicated in Schedule 1 attached hereto be

approved.

Moved by: ________________________________________________________________

Date: _____________________________________________________________________

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SCHEDULE 1

HEART OF OUR CITY COMMITTEE

Procedures for Visiting Members of the Public

A. Statement of Purpose

The purpose of these procedures is to provide the Heart of Our City

Committee Chair and Members with a method to receive, acknowledge

and listen to members of the public who wish to speak with or otherwise

engage the Heart of Our City Committee.

B. Procedures

In the event of a member or members of the public attending a regular

Heart of Our City Committee meeting and wishing to speak with the

membership, any such person or persons will be requested to comply with

the following:

a. Scheduled Appointment

1. Provide notice to the Planning Initiatives Manager or Chair of the

Heart of Our City Committee 1 week prior to the meeting they wish

to attend;

2. State the purpose of their attendance and or the topic they wish to

address with the Heart of Our City Committee membership and the

expected amount of time required normally to a maximum of 15

minutes;

3. indicate if a decision is required of the Heart of Our City Committee

4. The topic will normally be added to the agenda for the next meeting

where possible;

5. If information about or research on the topic is required, there may

be a delay in presenting to the Heart of Our City Committee until

the required information is available;

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6. Upon arrival at the designated meeting the visiting member or

members of the public are asked to introduce themselves to the

Chair;

7. The Chair will advise the visiting delegation of the place on the

agenda where the delegation may address the Heart of Our City

membership and will call upon the delegation when that part of the

agenda is reached.

8. The delegation will be given the allotted time to address the Heart

of Our City membership and may be asked to respond to questions.

9. Upon completion of the presentation and question period, the

delegation will be thanked for the presentation and if a decision is

required, the delegation will be advised about when a decision

might be forthcoming from the Heart of Our City Committee.

b. Impromptu

1. Upon arrival at a regular meeting of the Heart of Our City

Committee a member or members of the public wishing to address

the membership are asked to introduce themselves to and provide

the Chair with information on the topic to be addressed.

2. At the discretion of the Chair, the member or members of the public

wishing to address the membership may be allowed to address the

membership at an appropriate time during the meeting.

3. Anyone allowed to address the Heart of Our City Committee will be

limited to five (5) minutes unless otherwise permitted by the Chair

or at the request of the membership.

4. Upon expiration of the allotted time, the delegation may be asked to

respond to questions from the membership.

5. Upon completion of the presentation and question period, the

delegation will be thanked for the presentation.

6. If members of the public require a decision of the Heart of Our City

Committee with regard to the matter presented, the membership

will normally refer such a matter to a future meeting in order to

allow time to research or otherwise consider the request.

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heart of our city committee agenda€¦ · wallie desruisseaux, downtown brz : jane edmundson,...

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