Agenda 10-10-2023; 6 - Greene Tract Community Engagement Proposal

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4 o Phase C: Synthesis & Initial Design Recommendations, featuring an Insights Summary and Guiding Principles and an Oral Histories Temporary Installation; and o Phase D: Design Alignment & Ongoing Outreach (in coordination with the design services consultant) featuring final design workshops, an open house, and a Final Recommendations Report and Master Plan Report 2021 Greene Tract ILA Community Engagement Commitments The 2021 Greene Tract ILA has a section on Community Engagement that makes the following commitments: • The public engagement contemplated in this Agreement shall occur jointly. The Parties shall not engage in individual staff or individual governing board public engagement. • The Parties' staffs shall consult with affordable housing stakeholders to seek input regarding preferred sites, special needs, connectivity, and any other information relevant to the ultimate selection of the site(s) for affordable and mixed income housing. • The Parties' staffs shall consult with school administration to seek input regarding preferred sites, special needs, and any other information regarding the ultimate selection and/or size of the site. Project Steering: The proposal includes a project steering committee but does not prescribe the composition of the Steering Committee. The parties would need to agree on the composition of the Steering Committee. The role of the Committee is to review draft work products and provide feedback; provide guidance to the consultant team on the community engagement strategy; and serve as a liaison between this consultant and the consultant selected for the Master Plan Design services. The Committee will meet with the consultant monthly through most of the planning process. Project Presentation: The consultant will be required to make in-person presentations on the Community Engagement Summary Report to the Greene Tract and Rogers Road community, the Managers, Mayor, and Chair(MMC) committee, and the Orange County Board of Commissioners, Carrboro Town Council, and Chapel Hill Town Council. The elected bodies will receive and review the report, in conjunction with the final design of the master plan, and may take action to receive or adopt the report and plan. Based on the cost of the initial proposal, staff asked the consultant to develop an lower cost option that does not include some of the direct engagement services identified in the initial scope of work, including eight (8) Listening Sessions, six (6) Community Walk and Talk sessions, Tabling and Participation at four (4) Locally-Held Community Events, and an Oral History Installation. These services are collectively valued at $39,900. Additionally, an optional $50,000 is proposed in the scope of work as stiped funds to support direct volunteer involvement by community members in the project, including participation in outreach events and on any committees required by the process. If all of those elements are eliminated, the savings totals $89,900. FINANCIAL IMPACT: Gensler's consulting cost proposal to complete the Greene Tract Master Plan Community Engagement Services as presented in the scope of work is $360,000. Pursuant to the 2021 Greene Tract ILA, Orange County shall be responsible for $154,800 (43%) of these costs, being reimbursed by the Town of Chapel Hill and the Town of Carrboro for $154,800 (43%) and $50,400 (14%), respectively, of the total associated costs with this project. The omission of the direct community engagement services and the community stipend budget results in a consulting cost of $270,100 to support the consultant in this reduced scope of work.