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Home My WebLink Aboutbocc.con.026.2003 CHECK LIST FOR CONTIL~CTS SUBMITTED TO CLERK AND RECORDER FOR SCANNING/ARCItlVING Originating Department/Division:.~,t ~ ~-~-~_w/~?w-~- we.~% ~ ~q.~ ~? ~ Contact Person: ~,~:~,~ Phone ~: ~'7,~ ;5~¢5 CONTRACT gd - BOCC AGENDA ITEM (BOCC signature required) STAFF AUTHO~ZED SIGNATURE (as per Procurement Code) Check Contract Type: Dollar Amount: ~Ah? ~ ~ ~ Services fl~ ~ ~ ~ a ~ ~ o o ~ c~ Maintenance License/Use Lease Construction Purchase Employment ~lntergove~ental Agreement (Requires BOCC Action) Non Profit ~Quasi-Public Grant&greements (Requires BOCC Action) Signmures Required: Under 25K - Depa~ment Head 25-50K - Dep~ment Head (if approprime), Section Leader Over 50 K - Depa~ment Head (if approprime), Section Leader, Coumy Manager Contractor/Business (Complete Name): 5~ ~*~/r~ &~*~ ~gP$ Contract Sta~ Date: ~-/~-~ ~ Contract End Date: ~o&.~* < Automatic Renewal (Y~): No ~ All Contracts should be proofed for ~e following: No Pages Missing If a Page is Le~ Intentionally Blank - Note on Page Page numbered consecutively All Signatures Affixed All Dates Filled In All Other Blm~s Filled In All Exhibits A~ached All Legal Descriptions A~ached (if appropriate) - Notice of AwarWProceed Attached (if appropriate) Sent to Clerk ~d Recorder for Sca~ing/Archiving Date: ~,7~,65 Authorized Staff Person Signature of authorized staff person indicate that document has been prool~d and ready ~br scanning. Note: Clerk's Office will keep original documents in compliance with Colorado State Archives retainage schedule. pcjmj~ww~g~sca~ingX, county contracts~narrative~checklistsheet CONTRACT # AGREEMENT BETWEEN SNOWMASS/CAPITOL CAUCUS, AN INCORPORATED NON-PROFIT, AND PITKIN COUNTY REGARDING COMPLETION OF A LAND USE MASTER PLAN FOR THE SNOWMASS/CAPITOL CAUCUS BOUNDARY AREA September 30, 2002 A. BACKGROUND: At the request o£the Snowmass/Capitoi Caucus, an incorporated non-profit, tbe Pitkin County Board o£County Commissioners allocated $10,000 out o£the 2001 County supplemental budget to thcilitate the completion ol'a community survey and existing conditions report. This work was to constitute Phase I o£a Land Use Master Plan tbr the Snowmass/Capitol Valley. The existing conditions analysis and community survey were completed in Aprit, 2002. At the request of the Snowmass/Capitol Caucus, the BOCC allocated $50,000 in the 2002 long-range work program and budget for initiation and completion of Phase II of the Master Plan. Based on County budget constraints the Caucus modified the request ~br funding fi.om $50,000 to $40,000. The purpose of this document is to ensure that there is a common understanding and agreement between the Board of County Commissioners and the Snowmass/Capitol Creek Caucus regarding roles and expectations for this phase of the Master Plan work. The fbllowing paragraphs generally provide an outline of roles and expectations tbr Phase II of the Planning process. B. ROLES AND EXPECTATIONS FOR PHASE II OF THE PLANNING PROCESS, (TO INCLUDE GOALS, OBJECTIVES, IMPLEMENTING MEASURES AND FUTURE LAND USE PLAN) l. Expectation: Complete a caucus-initiated Land Use Master Plan for the Snowmass/Capitol Valley creating a document that is simple and inexpensive to reproduce (stapled-together without color photos or color graphics); Phase II will complete the Plan and include at a minimum, goals, objectives and implementation measures and a future land use plan. By State statute, the second phase of the P'lan must also address the Following elements at a minimum: Transportation · Growth · Housing/Affordable Housing · Recreation and Tourism · Commercial Mineral Extraction 2. Role of the Snowmass/Capitol Master Plan Taskforce Taskforce is responsible for the following tasks and products: a. Establishing a core group of caucus members who are specifically identilied and listed as voting members o1' the tasklbrce for purposes dralting the master plan content, incinding but not limited to, vision, goals, ol2jectives and implementing tneasures. While all meetings must be open to the public, voting members only will make decisions. This group must be established prior to the transfer of Pitkin County funds. b. Scheduling and facilitating Taskforce meetings, c. Preparing, copying and mailing out agendas and meeting minutes to tasktbrce members and those who ask to be on the master plan mailing list; d. Preparing minutes, e. Keeping caucus members inlbrmed of progress, fi Coordinating with Community Development Department; g. Conveying agenda information, meeting minutes and/or other pertinent intbrmation to the Community Development Department in a digital form fbr posting on the Pitkin County web site; h. Committee work to prepare a rough draft: of plan text including vision, goals, objectives and implementation measures; i. Presenting intbrmation to the Caucus and Planning and Zoning Commission and BOCC at worksessions to communicate progress and to check-in for feedback. At a minimum, worksessions must be scheduled with the Planning Commission upon completion ofdrafl: Goals and again upon completion of Objectives j. Presenting final dra~ plan to Caucus and P&Z fbr adoption 3. Role of the Community Development Department The Connnunity Development Department is responsible l:br the fbllowing tasks and products: a. Managing the project for the County; including the overall budget and advance approval of payment of fees for professional services fi.om outside consultants. b. Serving as a resource fbr Pitkin County land use code and policy information; c. Helping to coordinate outside experts; d. Attending meetings periodica~y to check in and help; e. Reviewing minutes and commenting if any red flags regarding contlicts with County policy are raised; f. Helping to edit plan text; g. Assisting with coordination with County GIS department regarding proposed Future Land Use map; h. Coordinating meetings with appointed and elected officials and assisting as necessary with any other public outreach-type meetings. 4. Role of Outside Experts 2 Outside and/or in-house (County or Caucus) experts may be brought in to assist the Tasklbrcc with the lbllowing types of inlbrmation and/or products: a. Explanation o t'Pitkin County Road Management Plan and how it may relate to capacity, potential ibr lhture road improvements, speed control, etc.; b. Presentation on land conservation techniques, approaches, tax implications, etc. c. Presentation from Division ol' Wildlilb and/or BLM on wildlilb status/issues within the valley, as they may relate to development patterns d. Presentation fi'om State Forest Service regarding wildland/urban interim[tee issues e. Help in drafting implementation measures; patting plan in order tbr linal draft; and working with the County GIS department to prepare a proposed Future land use map 5. Payment Advances The BOCC allocated $40,000 in the 2002 long-range work program and budget for completion of the Master Plan. In response to a request of the Caucus outlined in the attached letter dated March 13, 2002 (exhibit "A"), two invoices for a total of $3,852.32 have been paid out of the $40,000.00 dollars allocated tbr the master plan project. A total of $36,147.68 remains in the budget. Upon establishment of core voting members for the Master Plan task lrbrce, the County will advance $5,000.00 to the Caucus Treasurer for master plan incidental expenses, each to be evidenced by an invoice paid by the Caucus and delivered to the Community Development Department c/o Ellen Sassano on the 15th of each month. Invoices shall be accompanied by an explanation of expenditures. Upon depletion of the initial $5,000.00, another $5,000 will be advanced up to an amount not to exceed $36,147.68. In no event shall the total charges for services and reimbursements exceed thirty six thousand, one hundred and forty seven dollars and sixty-eight cents. In the event that Caucus expenditures come to a total of less than $36,147.68, the difference w/Ii be reimbursed to the County. 6. Reimbursable Expenses The following reimbursable expenses are eligible for payment: 1. Reproduction of reports, flyers or written information associated with taskforce committee work*; 2. Office supplies such as flip charts, markers and/or paper necessary to facilitate task force meetings*; 3. Mailings to the Caucus or tasldbrce members. Refi-eshments at meetings are not considered to be reimbursable expenses. *Where a vendor is used to obtain these services and products, please have invoices billed directly to Ellen Sassano at Pitkin County Development 130 S. Galena St. Aspen, Colorado 8161 I. In this way, the ounty s tax-exempt stares C ' may be utilized. 7. Fees Jbr Services Fees lbr services such as those listed in Section 4 of this document must be approved by the Community Development Department a minimum of two weeks in advance of services being rendered. 8. Timefi'ame The tasklbrce anticipates completing the Master Plan and submitting it to thc Community Development Department no later than July 3 l, 2003, tbr initiation of the public review process. BOARD OF COMMISSIONERS OF PIT ,.KI,)~ COUNTY SNOWMASS/CAPITOL CAUC~JS Patti-Kay CI~pper, Chair ~ch~el Kinsley, ~Ch[ir Date: 6'~--/~ O_,.) Date: I. ~Attorney Ellens/home/longrange/capitolsnowmass/master plan agreement.doc 4 f