Agenda - 05-01-1995 - IX-D - Laserfiche WebLink

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5 4. Protect Budget-A realistic budget needs to be prepared by the Planning Department of the lead government.In addition to staff costs, the budget should reflect ample funding for logistics(meetings, advertisements, mailings, etc.), data gathering (with heavy use of GIS), and a generous printing allowance. Funding for video production would be highly desirable. Funds for professional facilitators at key points in the process may prove to be valuable. To develop a project budget, Attachment A was converted to Attachment B, Project.Calendar/Cost Estimates. Assumptions used are listed in Attachment B, and an attempt was made to pick up all potential costs identified in previous budget projections. Funding for a guest speaker, technical expertise, and a video presentation were not included, other than through contingency funds. Based on these calculations,the total project cost is estimated to be approximately$180,000,including a 10 percent contingency factor.While the figure may seem high, if the 2-1/2 year completion time is accepted, the use of the original one-year cost ($50,000) converts to approximately$125,000.Thus, a range of$125,000 to$180,000 for project completion appears likely. A major concern identified during the analysis involves the question of office space and equipment. Even if all jurisdictions accept the analysis and contribute their share to the effort, there is concern as to where are the people going to be housed, even on a temporary basis.There is no space available in the County Planning Department. Furthermore, if extensive use is to be made of GIS, there is concern that County staff will not be able to carry on with data collection and analysis related to other projects if the work station is constantly in use for this project. A similar concern exists about PC availability.These concerns will require considerable evaluation.Otherwise,the project will signifirantly impact the County Planning Department's ability to complete other project work and carry out day-to- day activities. 5. Cost Sharing-Based on the revised budget projection,the cost of the project to each jurisdiction has been calculated on a"population" and "sales tax" basis. These calculations are shown on Attachment C, Cost Sharing, and include estimates for the total project as well as individual fiscal years. 6. Other Considerations- During the preparation of this proposal, several issues were identified for the governing boards to address. These issues included the following. • Facilitator costs may be low, depending upon the need for such services in Steps 4, 5, and 6. • Material costs associated with GIS generated maps (paper, ink cartridges, etc.). • Fit between"Humanities Grant" visioning process and 15-step process. • Formula to use (sales tax vs. per capita) for cost distribution. • Indirect costs associated with project. Discussions with Andy Sachs of the Dispute Settlement Center indicated that facilitator costs could range as high as $10,000, depending upon the extent to which facilitation assistance was required. Funds earmarked for contingency appear to be sufficient to cover additional facilitation costs as well as GIS supplies/materials. Andy also informed staff that funds may be available through grants from the state and federal Humanities Councils to cover some or all facilitation costs. Application for such funds is a two-step process.First, a small grant ($750 or less) is made available to a'humanities scholar"to put together the larger grant proposal. Second, the formal grant application is prepared and submitted. Although the Humanities Councils are interested in an oral history approach,Andy has indicated that he would work with the"scholar"to develop the grant proposal,including funding for facilitation,if the governing boards are so inclined.