HomeMy WebLinkAboutC2. PSA KLJCommission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Courtney Kramer, Historic Preservation Officer
SUBJECT: Approve the City Manager’s signature on the $60,000 Professional Services
Agreement with KLJ for the evaluation of the City’s Neighborhood Conservation
Overlay District
MEETING DATE: April 6, 2015
AGENDA ITEM TYPE: Consent RECOMMENDATION: Approve the City Manager’s signature on the $60,000 Professional Services
Agreement with KLJ for the evaluation of the City’s Neighborhood Conservation Overlay District.
SUGGESTED MOTION: I move to approve the City Manager’s signature on the $60,000 Professional Services Agreement with KLJ for the evaluation of the City’s Neighborhood Conservation Overlay District.
BACKGROUND: This is a consent item for the City Manager’s signature on a $60,000 Professional
Services Agreement with KLJ to evaluate the City of Bozeman’s Neighborhood Conservation Overlay District. The project’s Scope of Work is included as Attachment A of the contract.
The total project budget is $65,000. On July 7, 2014, the City Commission approved a grant application to
the Department of Commerce’s Community Development Block Grant program for $30,000 in funding to
assist with this project. The Department of Community Development received formal notice of award of the funding on October 6, 2014. The Commission authorized the City Manager’s signature of the grant contract with the Department of Commerce on January 26, 2015. The City Manager executed the contract
with the Department of Commerce on February 2, 2015.
The City of Bozeman published a Request for Proposals to hire a consultant to complete the project on December 9, 2014. A selection committee reviewed and scored the respondents and selected KLJ on February 27, 2015. Staff has worked to finalize a Scope of Work with the consultant.
The grant is City of Bozeman grant routing number 14-003, and has been reviewed by the Director of
Community Development and the Finance Department. UNRESOLVED ISSUES: None at this time.
ALTERNATIVES: N/A.
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Commission Memorandum
FISCAL EFFECTS: The total project budget is $65,000. The Department of Community Development
proposes to use $15,000 funding from the Certificate of Appropriateness fund as well as $20,000 in
residential infill funds from FY 14 as sources of matching funds. The consultant contract is $60,000, with $5,000 reserved by the City to fund related public meetings and public outreach.
Attachments: Signed Public Services Agreement, Contractor’s liability insurance, Attachment A “Scope
of Work” Report compiled on: March 25, 2015
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Scope of Services – Attachment A
KLJ will conduct the following tasks as outlined in their response to the RFP for Professional Services for
an Evaluation of Bozeman’s Neighborhood Conservation Overlay District and its Effect on Affordable
Housing, Urban Renewal, Historic Preservation and Residential Infill.
Task 1 – Project Initiation and Management
1.1 Kick-off Meeting
The kick-off meeting will finalize the project schedule, confirmation of work sessions and public
meetings, stakeholder interview list and the list of similar cities with successful historic preservation
districts. The meeting will also confirm the results of the recent rental housing survey as well as the
database used to inventory historic structures. This meeting will initiate the monthly invoice and
memos. It is understood that all documents developed by KLJ’s team will be provided to the City’s
designated representative at least 7 days before a public meeting and 14 days before a public hearing.
1.2 Project Management
KLJ’s project manager, John How, will schedule weekly updates with City staff and will prepare monthly
invoices with payment schedules attached. KLJ will also plan to attend a maximum of two meetings for
the each group including the zoning commission, city commission, the Community Affordable Housing
Board (CAHAB) and one meeting with Bozeman Historic Preservation Advisory Board (BHPAB).
1.3 Public Meeting Schedule and Community Outreach
A preliminary schedule of proposed public meeting dates and milestones is provided.
3/26/15 Kick-off meeting with City Staff; scope due as Attachment A
4/6/15 City Council consent for Contract Services with KLJ; due 3/26/15 for CC packets
4/14/15 First public meeting (City Hall Commission room)
4/23/15 Preservation Board meeting
5/14/15 Intra Neighborhood Council meeting
5/28/15 Second public meeting (Location TBD)
7/10/15 Draft report due to City Staff for initial review
7/31/15 Revised changes due back to KLJ from City Staff
8/18/15 Revised report due to Planning Board/Zoning Commission
8/27/15 Third public meeting (Location TBD)
8/27/15 Revised report due to BHPAB
9/4/15 All revisions due to KLJ for final editing
9/16/15 Final report due to City Staff for CC packet distribution
9/28/15 Presentation to City Commission on final recommendations
10/30/15 Project close out
The first public meeting is designed to provide an understanding of the project background, scope,
timeline and anticipated project deliverables. It is anticipated this meeting will be held in conjunction
with a regularly-scheduled BHPAB or CAHAB meeting. Rental Housing Survey results will be presented at
the first public meeting if available. If the results are not readily available prior to three weeks to the
meeting date, the results will be presented at the second meeting.
KLJ will hold two additional public input meetings (for a total of three meetings) throughout the process
and may combine public input meetings with scheduled zoning commission meetings. Input on what
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regulations/codes need to be revised will be collected at the second meeting. The third meeting will
outline proposed changes to design guidelines, development standards and NCOD regulations that City
staff deem appropriate. A public hearing to the City Commission regarding the evaluation of NCOD and
proposed changes to UDC will occur as the final step before project closeout.
Items associated with this task also include initial community outreach elements such as establishment
of media protocols and announcements. All project schedules and documents will be available on the
City’s website. City staff is responsible for reserving all meeting rooms for meetings and sending out
notices to appropriate media outlets. KLJ is responsible for preparing all media notices.
Task 2 – Review Existing Documents, Historic Inventory, Census Data and Rental Housing Survey
2.1 On-site Evaluation of NCOD
KLJ will coordinate with City staff for the on-site evaluation of neighborhoods within NCOD and identify
best practices for attached and detached ADUs during a one-day tour. Our team will also take pictures of
ideal design elements and infill projects within NCOD as potential examples to include in our NCOD
evaluation.
2.2 Regulation Review
KLJ will review existing NCOD residential districts and related standards as identified in Chapter 38 of the
UDC. We will review staff files of approximately 20 infill projects and ADUs as well as review NCOD
census trends and historic inventory data. The data will be used to prepare an evaluation of NCOD and
will list items that have worked and those that hindered properties. We will objectively evaluate
whether NCOD is working to achieve its original goals and whether NCOD should continue as is, move
forward with modifications or cease altogether.
2.3 Review of City of Bozeman Rental Housing Study Results
KLJ will review the recently-completed Bozeman Rental Housing Survey and coordinate with staff on
other issues causing affordability to move outward from NCOD including data from the National Realtors
Association and other documents from a literature review. KLJ will compile up to three different
literature review articles on affordability in historic preservation districts for analysis.
2.4 GIS Analysis of Vacant Properties in NCOD
KLJ will conduct an infill analysis of a portion of vacant properties within the NCOD. KLJ will require
access to City of Bozeman GIS files for preparing such analysis and related property tax and valuation
information. A GIS map will be created showing the properties where the land is more valuable than the
structure that occupies the parcel as well as all vacant parcels within the NCOD and their associated
costs. It should be noted that not all properties will be mapped within the NCOD unless the City of
Bozeman has complete GIS files.
2.5 Census Data and Property Value Research
KLJ will utilize US Census data and ACS data to analyze housing trends within the NCOD. We will also
utilize information obtained from the National Association of Realtors, SWMBIA and Gallatin Association
of Realtors on housing and property valuation within the NCOD. A preliminary analysis will be prepared
on housing valuations and compared against the recent results of the City’s Housing Affordability Study.
Task 3 – Best Practices and Code Revisions
3.1 Best Practices – Comparable Communities
KLJ will review historic preservation and conservation overlay district regulations used in three (3)
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comparable communities. These may include incentive-driven regulations (e.g. density bonus) for
certain design elements used, a simpler COA process, inclusionary housing regulations (with multiple
levels), design characteristics and commonalities of character usually associated with formally
recognized districts, streetscape and massing elements (setbacks, landscaping, lot coverage)
Three best practice communities will be evaluated. Wherever practicable, local governments using the
best practices will be contacted directly, and a summary of best practices and pitfalls for administering a
historic district that encourages infill development will be provided.
3.2 Best Practice Evaluation
KLJ will test the performance of the best practice prototypes identified in 3.1, including the City of
Bozeman’s current regulations. Prior to Task 3.1, KLJ will meet with the City to confirm which practices
will be tested for applicability within NCOD. The results will be screened for a number of factors
including the ability to incentivize preservation of historic structures or renovations of deteriorating
homes, the simplicity or complication of the review, ease of implementation/enforcement and potential
to increase affordable housing.
3.3 Code Revisions
KLJ will compile a list of all proposed changes to UDC that will impact design guidelines, development
standards and incentives to stimulate infill redevelopment. Possible revisions include setback and
Federal Acquisition Regulation (FAR) standards, building heights, material selection,
streetscape/landscaping elements and neighborhood characteristics (steeple roofs, front porches,
cobbled front-door sidewalks and front yard fencing). The proposed changes will be formatted to fit into
UDC, Chapter 38, Article 16. We expect multiple drafts to be reviewed by the City to make sure our team
has captured all relevant changes to be incorporated into UDC.
3.4 Illustrative Examples
KLJ’s team will prepare illustrative examples via photos or drawings of successful projects and
implementation measures. We will prioritize examples from Bozeman followed by similar communities
in the Mountain West region. Our team will also update the historic buildings inventory forms and
related application materials including COA documents to make sure City staff are capturing information
from property owners and contractors on the intent of new code revisions. Illustrative examples will be
photos and computer generated drawings.
Task 4 – Findings and Draft Report
4.1 Draft Report
The draft report will provide recommendations regarding NCOD’s effectiveness, what alternatives might
exist for improving NCOD or striking it from UDC and recommended code changes and review
procedures that should be implemented if NCOD is to continue. The draft report will also contain
relevant changes for reviewing and processing infill and ADUs depending upon the zoning district,
property attributes and permitting processes (COA, by right, conditional uses). KLJ will prepare an
update to the historic inventory as well as include the mapping data from Task 2.
Once complete, KLJ will work with City staff to present the draft report for public review to the Historic
Preservation Board regarding the proposed code changes and implementation of the NCOD. Upon input,
KLJ will summarize comments and prepare a final document for approval. We will also provide
recommendations on alternatives to existing and potentially new or revised regulations and policies
addressing provision of affordable housing in NCOD.
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Task 5 – Final Report
5.1 Final Report
The final report will reflect input received during Task 4 and will be presented at one public meeting
before the City Commission. The public will be notified of the meeting and have access to related
documents through the City’s website. Media outlets will be notified well in advance.
5.2 Final Report Changes
Any changes made during the final public hearing will be incorporated into the document, and the Final
Report will be delivered to the City by October 30, 2015.
Deliverables
The KLJ team acknowledges that two hard copies and a PDF version of all preliminary and final drafts will
be provided to City planning staff, that all documents will be provided at least 14 working days prior to
any public hearing or meetings with the City Commission in an electronic format approved by the City;
and that all work submitted will become property of the City of Bozeman.
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