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5053 - Planning Services, Contract Amendment Docusign City Council Transmittal Coversheet File Name Purchasing Contact City Council Target Date Granicus # Ordinance # DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 City of Denton Land Development Code Update 5053- Clarion AssociatesFile 12/13/16 Jody Word FILE 5053- Amendment #1 1 THE STATE OF TEXAS § § COUNTY OF DENTON § FIRST AMENDMENT TO CONTRACT BY AND BETWEEN THE CITY OF DENTON, TEXAS AND CLARION ASSOCIATES, LLC [FILE NO. 5053] THIS FIRST AMENDMENT TO CONTRACT (hereafter the “First Amendment”) to that certain Contract by and between the City of Denton, Texas and CLARION ASSOCIATES, LLC (hereafter the “Agreement”) in the original not-to-exceed amount of $150,000, which was heretofore executed on September 11, 2012, and was approved within the delegated authority of the City of Denton Purchasing Agent; and said Agreement was heretofore entered into by and between the City of Denton, Texas, a Texas Municipal Corporation with its offices at 215 East McKinney Street, Denton, Texas 76201 (hereafter the “CITY”); and the firm of Clarion Associates, LLC (hereafter “CONTRACTOR”) with its offices at 621 17th Street, Suite 2250, Denver, CO 80293; and The original Agreement provided for CONTRACTOR’s services related to the Denton Development Code Re-Write as is contained in Exhibit (A) of the original Agreement. The further services to be performed by CONTRACTOR are contained in Exhibit (D) of this First Amended Agreement. CONTRACTOR has completed some of the tasks of the previous contract. Phase 3, and Task 2.3 from the previous contract are still outstanding. The non-completion of the work was by request of the City of Denton. As a result of the non-completion, the City has reduced and amended the previous contract award, lower the total not to exceed as $99,877.35. In the new scope of work, the City will incorporate those previous non completed tasks and expand the scope to include a full re-write of the Denton Development code to include all development standards, not just the items that pertain to the Downtown Implementation Plan; the City has added a substantial amount of public outreach and coordination meetings; and we have included graphic design work as well. As such, the City now deems it necessary to further expand the services provided by CONTRACTOR to the CITY, and to provide an additional not-to-exceed amount $190,230, for an aggregate of $290,107.35. NOW THEREFORE, the CITY and CONTRACTOR (hereafter collectively referred to as the “Parties”), in consideration of their mutual promises and covenants, as well as for other good and valuable considerations, do hereby AGREE to the following First Amendment, which amends the following terms and conditions of the said Agreement, to wit: DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 FILE 5053- Amendment #1 2 The Project shall include, without limitation, that Clarion Associates will begin working with the Planning Division on a project to Denton Development Code Rewrite, to review and update the City’s land development code. Task 1: Project Initiation 1.1 Kick-Off Meetings The Clarion team will facilitate a project initiation meeting with city staff in Denton to discuss overall project goals and finalize the project work plan, schedule, and public participation strategy. As part of the same trip, Clarion will also meet with the Planning and Zoning Subcommittee to introduce the project, review the overall project scope, and discuss the subcommittee’s role. 1.2 Public Participation Strategy This work program proposes public involvement through regular meetings with the Planning & Zoning Commission Subcommittee during each of the incremental tasks of the update project, and periodically with other stakeholders and the general public on an as - needed basis; city staff conducts additional follow-up meetings as necessary. Specific tasks include: • Regular meetings with the Planning and Zoning Commission Subcommittee. Clarion will meet with the P&Z Subcommittee at the project kick-off trip, and to present each module as described in Task 2, and at the end of the project to present the consolidated new DDC. (Five meetings total). Regular reports to appointed and elected officials. To keep appointed and elected officials informed about the overall project status and specific proposed policy changes, Clarion will provide brief memorandums and/or “top-ten” lists of issues to the Planning and Zoning Commission and/or the City Council for each of the three modules of the draft DDC as described in Task 2. In addition, Clarion will be available to make brief presentations to these groups during the Task 2 drafting process if they are scheduled to coincide with trips to present to the P&Z Subcommittee. In addition, Clarion will present the draft DDC to both groups as part of the adoption meetings described in Task 3. (Five meetings total). • Project materials posted on the city’s website. Clarion will provide regular updates on upcoming meetings and as new draft materials become available for public review. Clarion will deliver these materials to staff for posting on the city’s website. PowerPoint presentations used at all public meetings will also be posted on the city’s website. Other social media platforms (e.g., Facebook, Twitter, LinkedIn, etc.) can be used at the city’s discretion to link to the city’s website when drafts are available for review and to advertise upcoming events related to the project. • [OPTIONAL] Additional public meetings at important milestones during the process. As an optional task at the city’s discretion, Clarion can prepare for and facilitate additional public meetings not included in this scope of work. This would include development of meeting materials (such as handouts summarizing changes from the current code to the new DDC, brief memorandums with proposed recommendations for each module, and PowerPoint presentations) for all other public meetings as indicated in this proposed scope of work. DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 FILE 5053- Amendment #1 3 Clarion will discuss this proposed public participation strategy with staff during the project kick-off meeting, and summarize the agreed-upon approach in a two- to three-page report following that meeting. Task 1 Deliverables: Kickoff Meetings; public participation strategy report Task 1 Trips: One two-day trip by Goebel and Wafaie Estimated completion time/date: February 28, 2017 weeks from notice of award. Total amount for this phase $7,110 Task 2: Draft New Denton Development Code Following the kick-off meetings, the Clarion team will begin drafting the new Denton Development Code. The drafts will be organized according to an outline to be provided by staff. The drafts will emphasize the use of graphics, tables, and charts to clearly explain zoning and land use concepts. Each draft will include commentary and footnotes to explain changes from the current DDC to the new draft regulations, including rationale behind new provisions. 2.1 Staff Draft Denton Development Code 2.1.A Administration and Procedures (led by staff; minimal Clarion review) Amendments to the administration and procedures are currently underway by staff and will not require significant substantive work by Clarion. Our understand is that these documents will build on and be consistent with the Microsoft Word files already developed by Clarion in the reorganized/reformatted DDC (in particular, consistent use of Word styles). At staff’s request, Clarion will review the proposed table of procedures and the respective decision-making roles and provide feedback to staff. A limited number of hours for Clarion review is included in the project budget for this task. We propose dividing the remainder of the drafting into two modules (described below). The specific order of the modules should be discussed during project kickoff and will be based on the outline to be provided by staff. 2.1.B Module 1 – Districts, Uses, and General Provisions This module will include drafts for a new lineup of zoning districts (new or existing, plus dimensional standards) and the uses allowed for each district. It also will address nonconformities and general provisions (e.g., the overall purpose and jurisdiction of the DDC). The new lineup of zoning districts will focus on implementation of the future land use map (in the Denton Plan 2030) and additional feedback from staff. In the earlier project phase, we provided a table of allowed uses for staff review. Staff feedback on that table will give Clarion and staff a head start on revisions, resulting in improved project efficiency and potential cost savings. Clarion will initiate this first module by preparing a brief (5 pages maximum) memorandum highlighting proposed changes to the districts, uses, and dimensions. As DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 FILE 5053- Amendment #1 4 background to assist in preparing this memo, we will review key background documents, such as the Denton Plan 2030, and identify specific policies and strategies that can be implemented through revisions to the districts and uses in the DDC. We will submit the memorandum to staff for review and schedule a conference call to discuss the memo. Staff will prepare one set of consolidated written comments identifying any additions or changes to the recommendations set forth in the memorandum. 2.1.C Module 2 - Development and Design Standards This second and final module will include standards that address the layout, look, and feel of new development and redevelopment, such as landscaping, parking, building design, subdivision design, floodplain regulations, and lighting. We understand that Denton is leading several staff-initiated amendments to the development and design standards, including landscaping and tree-preservation; building material standards; parking and loading standards; and planned development district standards. Clarion’s work will include drafts of any remaining content areas based on the outline provided by staff. Clarion will coordinate the new lineup of zoning districts in the first module with any overlapping information for the planned development districts as it becomes available. As with the first module, Clarion will initiate this module by preparing a brief (5 pages maximum) memorandum highlighting the key issues related to development and design standards. We will also identify key policies and strategies from the Denton Plan 2030 to be implemented in this module. We expect that infill and redevelopment will play a key role in evaluating the performance of existing regulations and any new provisions proposed in the draft. The draft will also address neighborhood protection and compatibility as a key component. We will submit the memorandum to staff for review and schedule a conference call to discuss the memo. Staff will prepare one set of consolidated written comments identifying any additions or changes to the recommendations set forth in the memorandum. We recommend including applicable definitions in each module, building up to a final, consolidated list of definitions. Illustrations, tables, and other graphics will be included with the drafts. We have budgeted for approximately 50 graphics in this scope of work. Clarion can prepare additional graphics on a time-and-expenses basis. Often we will include placeholders for graphics in staff drafts so that we do not commit resources to preparing graphics that staff may not deem necessary or helpful. Some examples of Clarion’s graphics are included with this memo. For each module, the staff draft will be created and circulated for review by key staff to check the factual accuracy and feasibility of recommended changes. Each staff draft will be accompanied by a cover memorandum that summarizes the major new features of the draft, significant changes from current provisions, and explanations of the new material. While staff is reviewing the first module, the team will begin drafting the second module. Following this schedule, drafting and staff review proceeds in an efficient manner that maintains project momentum. 2.2 Public Draft Denton Development Code DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 FILE 5053- Amendment #1 5 Following one round of consolidated written staff comments on each module, the team will make revisions and prepare public review drafts of each module for distribution to the P&Z Subcommittee, key stakeholders, and the general public. Clarion will facilitate a work session with the Subcommittee to present each module of the Public Draft DDC and solicit feedback. We recommend one meeting per module with the P&Z Subcommittee (to which the general public is invited). The Clarion team will facilitate the meetings and prepare materials and presentations for such meetings, seeking staff review and input before finalizing them. We anticipate staff will attend and provide brief introductions and participate in the majority of the public meetings. 2.3 Consolidated Draft Denton Development Code Based on written feedback consolidated by staff from the P&Z Subcommittee, other stakeholders, and the general public, we will revise the two draft modules, as well as the administration materials prepared by staff, to create a Consolidated Draft Denton Development Code. We recommend two meetings on this draft, including one P&Z Subcommittee meeting and one general public meeting on the same trip. Meetings will focus on major changes from the prior draft modules. Our project budget assumes that Clarion representatives will lead the development of all meeting materials (including a PowerPoint presentation) and will present the materials in person at these meetings. 2.4 Adoption Draft Denton Development Code After receiving comments on the Consolidated Draft, the Clarion team will revise the document and create a final draft DDC to be carried forward into the adoption process. This draft will include final versions of all illustrations, charts, and tables. 2.5 Facilitate Additional Public Meetings In addition to the meetings identified above, Clarion will facilitate three public meetings and presentations on zoning-related issues throughout the course of the project at staff’s discretion. Should a particular topic generate substantial confusion or skepticism, we will address that issue by facilitating a special discussion dedicated to that topic. Examples might include affordable housing, building design standards, transit-oriented development, or parking standards. When the special topics are identified by staff, Clarion will prepare materials for presentation to the community. We will draft presentations for review by staff prior to finalizing them. We expect that staff will provide brief introductions during the public meetings, and will provide other key updates as necessary. Task 2 Deliverables: - Brief review of administration and procedures summary table - Staff draft of two modules; - Public draft of two modules; - Presentation of two public draft modules; - Consolidated draft of DDC; - Presentation of consolidated draft of DDC; - Adoption draft of DDC; - Three additional public meetings (topics at staff discretion) Task 2 Trips: Six two-day trips by Goebel and Wafaie Estimated completion time/date: December 29, 2017 weeks from notice of award. DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 FILE 5053- Amendment #1 6 Total amount for this phase $137,480 Task 3: Adoption 3.1 Executive Summary The team will provide the Planning and Zoning Commission and the City Council with the Final Draft Development Code in a form appropriate for their review and consideration for final adoption. To accompany the Final Drafts, Clarion will prepare an Executive Summary that describes the project and the final documents, compares the existing and proposed ordinances, and summarizes all major changes. 3.2 Final Draft Planning and Zoning Commission Work Session and Public Hearing Clarion will facilitate a work session with the Planning and Zoning Commission to present the Final Draft Development Code and solicit feedback. Following the work session, Clarion will make one round of edits to the draft code based on feedback received. Clarion will then prepare and present the revised document at a public hearing. Clarion will then make one additional round of edits based on feedback received at the public meeting, based on consolidated written direction provided by staff. 3.3 Final Draft City Council Work Session and Public Hearing Following the Planning and Zoning Commission public hearing and subsequent revisions, Clarion will facilitate a work session with the City Council to present the draft code and solicit feedback. Following the work session, Clarion will make one round of edits to the draft code based on feedback received. Clarion will then prepare and present the document at a public hearing. 3.4 Floating Meeting Clarion will facilitate an additional public meeting at staff’s discretion. This meeting may include an additional meeting or hearing with the Planning and Zoning Commission, City Council, or any other public meeting at the city’s request. Feedback from this floating meeting will be addressed in the final adopted draft in the next task. 3.5 Final Denton Development Code Based on comments and direction from the City Council, the public, and staff, as summarized in consolidated written direction provided by staff, we will create the final adopted draft of the new Denton Development Code for the city’s files. This final draft will be prepared to live on the City of Denton’s website in a user-friendly and searchable format. We can also discuss with staff other opportunities for developing an interactive web format for the new code. 3.6 Denton DDC Summary PowerPoint Following the final adopted draft of the new Denton Development Code, Clarion will prepare a PowerPoint presentation that walks through the changes from the old code to the new DDC and highlights some of the new features of the DDC. Clarion will walk through the presentation with staff using GoToMeeting or a similar platform as part of this proposed scope of work. Clarion will be available to facilitate additional in-person training for staff and/or other stakeholders upon request on a time-and-expenses basis. DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 FILE 5053- Amendment #1 7 Task 4 Deliverables: - Executive summary of DDC; - Presentations of final drafts of - Final DDC; - Summary PowerPoint; - [optional] in-person training at staff discretion Task 3 Trips: Five two-day trips by Goebel and Wafaie Estimated completion time/date: May 30, 2018 weeks from notice of award. Total amount for this phase $45,640 DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 FILE 5053- Amendment #1 8 The Parties hereto agree, that except as specifically provided for by this First Amendment, that all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligations of the Parties, set forth in both the Agreement and now the First Amendment shall be, and will remain in full force and effect. IN WITNESS WHEREOF, the City of Denton, Texas and the Clarion Associates, LLC, have each executed this First Amendment, by and through their respective duly authorized representatives and officers on this the _____ day of _______________, 2016. “CITY” CITY OF DENTON, TEXAS A Texas Municipal Corporation By: __________________________________ HOWARD MARTIN INTERIM CITY MANAGER ATTEST: JENNIFER WALTERS, CITY SECRETARY By: __________________________________ APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY By: ___________________________________ “CONTRACTOR” CLARION ASSOCIATES, L.L.C. A Texas Limited Liability Corporation By: _________________________________ AUTHORIZED SIGNATURE, TITLE DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 December13th Planning | Zoning & Land Use | Real Estate | Sustainability & Resiliency Clarion Associates 303.830.2890 621 17th Street, Suite 2250 Denver, CO 80293 www.clarionassociates.com MEMORANDUM TO: City of Denton FROM: Matt Goebel and Tareq Wafaie, Clarion Associates DATE: November 29, 2016 RE: PSA 6233: Denton Development Code Rewrite - Revised Scope of Work Background In early 2013, Clarion Associates began working with the City of Denton on a project to review and update the City’s Development Code. The project was designed to focus on targeted code improvements that could be completed while the City also focused on a separate project to develop a new citywide comprehensive plan. The expectation was that an improved development code ultimately would provide a strong foundation upon which to implement the new city plan. The code updates included a general reorganization and reformatting of the Development Code, as well as an assessment and update of the code in targeted areas, such as review procedures and barriers to infill development. The initial Assessment Report was completed in November 2013. In 2014, Clarion submitted two major deliverables: 1) A draft reorganized and reformatted Denton Development Code (DDC), and 2) a draft of the reformatted DDC with substantially revised procedures. Each of these documents was submitted as a “staff draft,” meaning that core staff would review the drafts and provide consolidated comments to Clarion, and Clarion would then make edits prior to issuing a public version of those documents. Staff comments were not received immediately, however, due to staff turnover and other City priorities, and public drafts were not prepared. In the spring of 2016, new planning staff reinitiated the code project by providing initial comments on both of the 2014 staff drafts. Clarion prepared a consolidated version of those two draft deliverables based on the initial staff feedback. In May 2016, the City directed Clarion to conclude work on the outstanding project and prepare a new scope for additional edits to the draft DDC. The goal of the new project is to undertake a broad range of substantive updates to address a variety of issues raised in the new comprehensive plan and other City policies. The project will build on Clarion’s earlier work by using the draft reorganized and reformatted DDC as a foundation for drafting, but the updates will address a broader range of issues than intended under the earlier project. This memorandum provides a draft scope for the City’s consideration. All elements are open to discussion and modification. EXHIBIT A DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Memo, Jarvis, p. 2 Task 1: Project Initiation 1.1 Kick-Off Meetings The Clarion team will facilitate a project initiation meeting with city staff in Denton to discuss overall project goals and finalize the project work plan, schedule, and public participation strategy. As part of the same trip, Clarion will also meet with the Planning and Zoning Subcommittee to introduce the project, review the overall project scope, and discuss the subcommittee’s role. 1.2 Public Participation Strategy This work program proposes public involvement through regular meetings with the Planning & Zoning Commission Subcommittee during each of the incremental tasks of the update project, and periodically with other stakeholders and the general public on an as-needed basis; city staff conducts additional follow-up meetings as necessary. Specific tasks include: • Regular meetings with the Planning and Zoning Commission Subcommittee. Clarion will meet with the P&Z Subcommittee at the project kick-off trip, and to present each module as described in Task 2, and at the end of the project to present the consolidated new DDC. (Five meetings total). • Regular reports to appointed and elected officials. To keep appointed and elected officials informed about the overall project status and specific proposed policy changes, Clarion will provide brief memorandums and/or “top-ten” lists of issues to the Planning and Zoning Commission and/or the City Council for each of the three modules of the draft DDC as described in Task 2. In addition, Clarion will be available to make brief presentations to these groups during the Task 2 drafting process if they are scheduled to coincide with trips to present to the P&Z Subcommittee. In addition, Clarion will present the draft DDC to both groups as part of the adoption meetings described in Task 3. (Five meetings total). • Project materials posted on the city’s website. Clarion will provide regular updates on upcoming meetings and as new draft materials become available for public review. Clarion will deliver these materials to staff for posting on the city’s website. PowerPoint presentations used at all public meetings will also be posted on the city’s website. Other social media platforms (e.g., Facebook, Twitter, LinkedIn, etc.) can be used at the city’s discretion to link to the city’s website when drafts are available for review and to advertise upcoming events related to the project. • [OPTIONAL] Additional public meetings at important milestones during the process. As an optional task at the city’s discretion, Clarion can prepare for and facilitate additional public meetings not included in this scope of work. This would include development of meeting materials (such as handouts summarizing changes from the current code to the new DDC, brief memorandums with proposed recommendations for each module, and PowerPoint presentations) for all other public meetings as indicated in this proposed scope of work. Clarion will discuss this proposed public participation strategy with staff during the project kick-off meeting, and summarize the agreed-upon approach in a two- to three-page report following that meeting. Task 1 Deliverables: Kickoff meetings; public participation strategy report Task 1 Trips: One two-day trip by Goebel and Wafaie EXHIBIT A DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Memo, Jarvis, p. 3 Task 2: Draft New Denton Development Code Following the kick-off meetings, the Clarion team will begin drafting the new Denton Development Code. The drafts will be organized according to an outline to be provided by staff. The drafts will emphasize the use of graphics, tables, and charts to clearly explain zoning and land use concepts. Each draft will include commentary and footnotes to explain changes from the current DDC to the new draft regulations, including rationale behind new provisions. 2.1 Staff Draft Denton Development Code 2.1.A Administration and Procedures (led by staff; minimal Clarion review) Amendments to the administration and procedures are currently underway by staff and will not require significant substantive work by Clarion. Our understand is that these documents will build on and be consistent with the Microsoft Word files already developed by Clarion in the reorganized/reformatted DDC (in particular, consistent use of Word styles). At staff’s request, Clarion will review the proposed table of procedures and the respective decision-making roles and provide feedback to staff. A limited number of hours for Clarion review is included in the project budget for this task. We propose dividing the remainder of the drafting into two modules (described below). The specific order of the modules should be discussed during project kickoff and will be based on the outline to be provided by staff. 2.1.B Module 1 – Districts, Uses, and General Provisions This module will include drafts for a new lineup of zoning districts (new or existing, plus dimensional standards) and the uses allowed for each district. It also will address nonconformities and general provisions (e.g., the overall purpose and jurisdiction of the DDC). The new lineup of zoning districts will focus on implementation of the future land use map (in the Denton Plan 2030) and additional feedback from staff. In the earlier project phase, we provided a table of allowed uses for staff review. Staff feedback on that table will give Clarion and staff a head start on revisions, resulting in improved project efficiency and potential cost savings. Clarion will initiate this first module by preparing a brief (5 pages maximum) memorandum highlighting proposed changes to the districts, uses, and dimensions. As background to assist in preparing this memo, we will review key background documents, such as the Denton Plan 2030, and identify specific policies and strategies that can be implemented through revisions to the districts and uses in the DDC. We will submit the memorandum to staff for review and schedule a conference call to discuss the memo. Staff will prepare one set of consolidated written comments identifying any additions or changes to the recommendations set forth in the memorandum. 2.1.C Module 2 - Development and Design Standards This second and final module will include standards that address the layout, look, and feel of new development and redevelopment, such as landscaping, parking, building design, subdivision design, floodplain regulations, and lighting. We understand that Denton is leading several staff- initiated amendments to the development and design standards, including landscaping and tree- preservation; building material standards; parking and loading standards; and planned development district standards. Clarion’s work will include drafts of any remaining content areas based on the outline provided by staff. Clarion will coordinate the new lineup of zoning districts in the first module with any overlapping information for the planned development districts as it becomes available. EXHIBIT A DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Memo, Jarvis, p. 4 As with the first module, Clarion will initiate this module by preparing a brief (5 pages maximum) memorandum highlighting the key issues related to development and design standards. We will also identify key policies and strategies from the Denton Plan 2030 to be implemented in this module. We expect that infill and redevelopment will play a key role in evaluating the performance of existing regulations and any new provisions proposed in the draft. The draft will also address neighborhood protection and compatibility as a key component. We will submit the memorandum to staff for review and schedule a conference call to discuss the memo. Staff will prepare one set of consolidated written comments identifying any additions or changes to the recommendations set forth in the memorandum. We recommend including applicable definitions in each module, building up to a final, consolidated list of definitions. Illustrations, tables, and other graphics will be included with the drafts. We have budgeted for approximately 50 graphics in this scope of work. Clarion can prepare additional graphics on a time-and-expenses basis. Often we will include placeholders for graphics in staff drafts so that we do not commit resources to preparing graphics that staff may not deem necessary or helpful. Some examples of Clarion’s graphics are included with this memo. For each module, the staff draft will be created and circulated for review by key staff to check the factual accuracy and feasibility of recommended changes. Each staff draft will be accompanied by a cover memorandum that summarizes the major new features of the draft, significant changes from current provisions, and explanations of the new material. While staff is reviewing the first module, the team will begin drafting the second module. Following this schedule, drafting and staff review proceeds in an efficient manner that maintains project momentum. 2.2 Public Draft Denton Development Code Following one round of consolidated written staff comments on each module, the team will make revisions and prepare public review drafts of each module for distribution to the P&Z Subcommittee, key stakeholders, and the general public. Clarion will facilitate a work session with the Subcommittee to present each module of the Public Draft DDC and solicit feedback. We recommend one meeting per module with the P&Z Subcommittee (to which the general public is invited). The Clarion team will facilitate the meetings and prepare materials and presentations for such meetings, seeking staff review and input before finalizing them. We anticipate staff will attend and provide brief introductions and participate in the majority of the public meetings. 2.3 Consolidated Draft Denton Development Code Based on written feedback consolidated by staff from the P&Z Subcommittee, other stakeholders, and the general public, we will revise the two draft modules, as well as the administration materials prepared by staff, to create a Consolidated Draft Denton Development Code. We recommend two meetings on this draft, including one P&Z Subcommittee meeting and one general public meeting on the same trip. Meetings will focus on major changes from the prior draft modules. Our project budget assumes that Clarion representatives will lead the development of all meeting materials (including a PowerPoint presentation) and will present the materials in person at these meetings. 2.4 Adoption Draft Denton Development Code After receiving comments on the Consolidated Draft, the Clarion team will revise the document and create a final draft DDC to be carried forward into the adoption process. This draft will include final versions of all illustrations, charts, and tables. EXHIBIT A DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Memo, Jarvis, p. 5 2.5 Facilitate Additional Public Meetings In addition to the meetings identified above, Clarion will facilitate three public meetings and presentations on zoning-related issues throughout the course of the project at staff’s discretion. Should a particular topic generate substantial confusion or skepticism, we will address that issue by facilitating a special discussion dedicated to that topic. Examples might include affordable housing, building design standards, transit-oriented development, or parking standards. When the special topics are identified by staff, Clarion will prepare materials for presentation to the community. We will draft presentations for review by staff prior to finalizing them. We expect that staff will provide brief introductions during the public meetings, and will provide other key updates as necessary. Task 2 Deliverables: - Brief review of administration and procedures summary table; - Staff draft of two modules; - Public draft of two modules; - Presentation of two public draft modules; - Consolidated draft of DDC; - Presentation of consolidated draft of DDC; - Adoption draft of DDC; - Three additional public meetings (topics at staff discretion). Task 2 Trips: Six two-day trips by Goebel and Wafaie Task 3: Adoption 3.1 Executive Summary The team will provide the Planning and Zoning Commission and the City Council with the Final Draft Development Code in a form appropriate for their review and consideration for final adoption. To accompany the Final Drafts, Clarion will prepare an Executive Summary that describes the project and the final documents, compares the existing and proposed ordinances, and summarizes all major changes. 3.2 Final Draft Planning and Zoning Commission Work Session and Public Hearing Clarion will facilitate a work session with the Planning and Zoning Commission to present the Final Draft Development Code and solicit feedback. Following the work session, Clarion will make one round of edits to the draft code based on feedback received. Clarion will then prepare and present the revised document at a public hearing. Clarion will then make one additional round of edits based on feedback received at the public meeting, based on consolidated written direction provided by staff. 3.3 Final Draft City Council Work Session and Public Hearing Following the Planning and Zoning Commission public hearing and subsequent revisions, Clarion will facilitate a work session with the City Council to present the draft code and solicit feedback. Following the work session, Clarion will make one round of edits to the draft code based on feedback received. Clarion will then prepare and present the document at a public hearing. 3.4 Floating Meeting Clarion will facilitate an additional public meeting at staff’s discretion. This meeting may include an additional meeting or hearing with the Planning and Zoning Commission, City Council, or any other public meeting at the city’s request. Feedback from this floating meeting will be addressed in the final adopted draft in the next task. EXHIBIT A DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Memo, Jarvis, p. 6 3.5 Final Denton Development Code Based on comments and direction from the City Council, the public, and staff, as summarized in consolidated written direction provided by staff, we will create the final adopted draft of the new Denton Development Code for the city’s files. This final draft will be prepared to live on the City of Denton’s website in a user-friendly and searchable format. We can also discuss with staff other opportunities for developing an interactive web format for the new code. 3.6 Denton DDC Summary PowerPoint Following the final adopted draft of the new Denton Development Code, Clarion will prepare a PowerPoint presentation that walks through the changes from the old code to the new DDC and highlights some of the new features of the DDC. Clarion will walk through the presentation with staff using GoToMeeting or a similar platform as part of this proposed scope of work. Clarion will be available to facilitate additional in-person training for staff and/or other stakeholders upon request on a time- and-expenses basis. Task 4 Deliverables: - Executive summary of DDC; - Presentations of final drafts of the DDC; - Final DDC; - Summary PowerPoint; - [optional] in-person training at staff discretion Task 3 Trips: Five two-day trips by Goebel and Wafaie Budget A project budget, broken down by tasks, is summarized on the following page. It includes all professional fees, travel, and other reimbursable expenses. This cost estimate is based on the firm’s extensive experience with similar code rewrite projects. All numbers are preliminary and open to discussion and negotiation. We are flexible and committed to developing a work plan, division of labor, and budget consistent with the city’s resources and objectives. Resumes for Clarion staff are included with this memo. EXHIBIT A DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Memo, Jarvis, p. 7 Director (Goebel) Senior Associate (Wafaie)Associates Graphics TOTAL Hourly Rate $200 $95 $85 $65 Task 1. Project Initiation 1.1 Kick-off meetings (incl travel)16 16 $4,720 1.2 Public participation strategy (addl time in subsequent tasks)2 2 $590 Hours 18 18 0 0 36 Labor Costs $3,600 $1,710 $0 $0 $5,310 Expenses $1,000 $800 $0 $0 $1,800 Task Total $7,110 Task 2. Draft New Denton Development Code 2.1A Staff draft Denton Development Code 8 8 0 0 $2,360 2.1B Staff draft Denton Development Code 60 135 40 60 $32,125 2.1C Staff draft Denton Development Code 60 135 40 60 $32,125 2.2 Public draft Denton Development Code and 2 presentations 60 100 30 40 $26,650 2.3 Consolidated draft Denton Development Code 20 60 24 $11,260 2.4 Adoption draft Denton Development Code and presentations 24 24 16 $8,120 2.5 Facilitate three additional public meetings 36 72 $14,040 Hours 268 534 110 200 1,112 Labor Costs $53,600 $50,730 $9,350 $13,000 $126,680 Expenses $6,000 $4,800 $0 $0 $10,800 Task Total $137,480 Task 3. Denton Development Code Adoption 3.1 Executive summary 4 8 4 $1,820 3.2 Final draft P&Z work session and public hearing 32 40 8 $10,720 3.3 Final draft City Council work session and public hearing 32 40 $10,200 3.4 Floating meeting 16 20 $5,100 3.5 Final Denton Development Code 8 32 40 $7,240 3.6 DDC summary PowerPoint 4 8 $1,560 Hours 96 148 0 52 296 Labor Costs $19,200 $14,060 $0 $3,380 $36,640 Expenses $5,000 $4,000 $0 $0 $9,000 Task Total $45,640 TOTAL $190,230 City of Denton, Texas - Denton Development Code (DDC) Rewrite - November 2016 Clarion Associates EXHIBIT A DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Memo, Jarvis, p. 8 Project Schedule We have outlined a process timeline below that we believe works well for a project of this scale. We are happy to further discuss alternatives with you at the discretion of staff. Dates are based on a January 2017 start date; to be adjusted upon actual kick-off. 2017 2018 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Task 1 – Project Initiation 1.1 Kick-off meetings 1.2 Pubic participation strategy Task 2 – Draft New Denton Development Code 2.1 Staff draft DDC Administration and procedures (staff-led) Module one Module two 2.2 Public draft DDC Module one Module two 2.3 Consolidated draft DDC 2.4 Adoption draft DDC 2.5 Facilitate additional public meetings Task 3 – Adoption 3.1 Executive summary 3.2 Final draft P&Z work session and public hearing 3.3 Final draft City Council work session and public hearing 3.4 Floating meeting 3.5 Final DDC 3.6 DDC summary PowerPoint KEY: P&Z Subcommittee kickoff meeting P&Z Subcommittee meeting with public invited Public meeting(s)/hearing(s) Enc: • Resumes for Clarion staff • Sample graphics EXHIBIT A DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Clarion Associates 303.830.2890 621 17th Street, Suite 2250 Denver, CO 80293 www.clarionassociates.com MEMORANDUM TO: City of Denton FROM: Matt Goebel and Tareq Wafaie, Clarion Associates DATE: November 29, 2016 RE: PSA 6233: Denton Development Code Rewrite - Revised Scope of Work Background In early 2013, Clarion Associates began working with the City of Denton on a project to review and update the City’s Development Code. The project was designed to focus on targeted code improvements that could be completed while the City also focused on a separate project to develop a new citywide comprehensive plan. The expectation was that an improved development code ultimately would provide a strong foundation upon which to implement the new city plan. The code updates included a general reorganization and reformatting of the Development Code, as well as an assessment and update of the code in targeted areas, such as review procedures and barriers to infill development. The initial Assessment Report was completed in November 2013. In 2014, Clarion submitted two major deliverables: 1) A draft reorganized and reformatted Denton Development Code (DDC), and 2) a draft of the reformatted DDC with substantially revised procedures. Each of these documents was submitted as a “staff draft,” meaning that core staff would review the drafts and provide consolidated comments to Clarion, and Clarion would then make edits prior to issuing a public version of those documents. Staff comments were not received immediately, however, due to staff turnover and other City priorities, and public drafts were not prepared. In the spring of 2016, new planning staff reinitiated the code project by providing initial comments on both of the 2014 staff drafts. Clarion prepared a consolidated version of those two draft deliverables based on the initial staff feedback. In May 2016, the City directed Clarion to conclude work on the outstanding project and prepare a new scope for additional edits to the draft DDC. The goal of the new project is to undertake a broad range of substantive updates to address a variety of issues raised in the new comprehensive plan and other City policies. The project will build on Clarion’s earlier work by using the draft reorganized and reformatted DDC as a foundation for drafting, but the updates will address a broader range of issues than intended under the earlier project. This memorandum provides a draft scope for the City’s consideration. All elements are open to discussion and modification. EXHIBIT B DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Task 1: Project Initiation 1.1 Kick-Off Meetings The Clarion team will facilitate a project initiation meeting with city staff in Denton to discuss overall project goals and finalize the project work plan, schedule, and public participation strategy. As part of the same trip, Clarion will also meet with the Planning and Zoning Subcommittee to introduce the project, review the overall project scope, and discuss the subcommittee’s role. 1.2 Public Participation Strategy This work program proposes public involvement through regular meetings with the Planning & Zoning Commission Subcommittee during each of the incremental tasks of the update project, and periodically with other stakeholders and the general public on an as-needed basis; city staff conducts additional follow-up meetings as necessary. Specific tasks include: • Regular meetings with the Planning and Zoning Commission Subcommittee. Clarion will meet with the P&Z Subcommittee at the project kick-off trip, and to present each module as described in Task 2, and at the end of the project to present the consolidated new DDC. (Five meetings total). • Regular reports to appointed and elected officials. To keep appointed and elected officials informed about the overall project status and specific proposed policy changes, Clarion will provide brief memorandums and/or “top-ten” lists of issues to the Planning and Zoning Commission and/or the City Council for each of the three modules of the draft DDC as described in Task 2. In addition, Clarion will be available to make brief presentations to these groups during the Task 2 drafting process if they are scheduled to coincide with trips to present to the P&Z Subcommittee. In addition, Clarion will present the draft DDC to both groups as part of the adoption meetings described in Task 3. (Five meetings total). • Project materials posted on the city’s website. Clarion will provide regular updates on upcoming meetings and as new draft materials become available for public review. Clarion will deliver these materials to staff for posting on the city’s website. PowerPoint presentations used at all public meetings will also be posted on the city’s website. Other social media platforms (e.g., Facebook, Twitter, LinkedIn, etc.) can be used at the city’s discretion to link to the city’s website when drafts are available for review and to advertise upcoming events related to the project. • [OPTIONAL] Additional public meetings at important milestones during the process. As an optional task at the city’s discretion, Clarion can prepare for and facilitate additional public meetings not included in this scope of work. This would include development of meeting materials (such as handouts summarizing changes from the current code to the new DDC, brief memorandums with proposed recommendations for each module, and PowerPoint presentations) for all other public meetings as indicated in this proposed scope of work. Clarion will discuss this proposed public participation strategy with staff during the project kick-off meeting, and summarize the agreed-upon approach in a two- to three-page report following that meeting. Task 1 Deliverables: Kickoff meetings; public participation strategy report Task 1 Trips: One two-day trip by Goebel and Wafaie EXHIBIT B DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Task 2: Draft New Denton Development Code Following the kick-off meetings, the Clarion team will begin drafting the new Denton Development Code. The drafts will be organized according to an outline to be provided by staff. The drafts will emphasize the use of graphics, tables, and charts to clearly explain zoning and land use concepts. Each draft will include commentary and footnotes to explain changes from the current DDC to the new draft regulations, including rationale behind new provisions. 2.1 Staff Draft Denton Development Code 2.1.A Administration and Procedures (led by staff; minimal Clarion review) Amendments to the administration and procedures are currently underway by staff and will not require significant substantive work by Clarion. Our understand is that these documents will build on and be consistent with the Microsoft Word files already developed by Clarion in the reorganized/reformatted DDC (in particular, consistent use of Word styles). At staff’s request, Clarion will review the proposed table of procedures and the respective decision-making roles and provide feedback to staff. A limited number of hours for Clarion review is included in the project budget for this task. We propose dividing the remainder of the drafting into two modules (described below). The specific order of the modules should be discussed during project kickoff and will be based on the outline to be provided by staff. 2.1.B Module 1 – Districts, Uses, and General Provisions This module will include drafts for a new lineup of zoning districts (new or existing, plus dimensional standards) and the uses allowed for each district. It also will address nonconformities and general provisions (e.g., the overall purpose and jurisdiction of the DDC). The new lineup of zoning districts will focus on implementation of the future land use map (in the Denton Plan 2030) and additional feedback from staff. In the earlier project phase, we provided a table of allowed uses for staff review. Staff feedback on that table will give Clarion and staff a head start on revisions, resulting in improved project efficiency and potential cost savings. Clarion will initiate this first module by preparing a brief (5 pages maximum) memorandum highlighting proposed changes to the districts, uses, and dimensions. As background to assist in preparing this memo, we will review key background documents, such as the Denton Plan 2030, and identify specific policies and strategies that can be implemented through revisions to the districts and uses in the DDC. We will submit the memorandum to staff for review and schedule a conference call to discuss the memo. Staff will prepare one set of consolidated written comments identifying any additions or changes to the recommendations set forth in the memorandum. 2.1.C Module 2 - Development and Design Standards This second and final module will include standards that address the layout, look, and feel of new development and redevelopment, such as landscaping, parking, building design, subdivision design, floodplain regulations, and lighting. We understand that Denton is leading several staff- initiated amendments to the development and design standards, including landscaping and tree- preservation; building material standards; parking and loading standards; and planned development district standards. Clarion’s work will include drafts of any remaining content areas based on the outline provided by staff. Clarion will coordinate the new lineup of zoning districts in the first module with any overlapping information for the planned development districts as it becomes available. EXHIBIT B DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 As with the first module, Clarion will initiate this module by preparing a brief (5 pages maximum) memorandum highlighting the key issues related to development and design standards. We will also identify key policies and strategies from the Denton Plan 2030 to be implemented in this module. We expect that infill and redevelopment will play a key role in evaluating the performance of existing regulations and any new provisions proposed in the draft. The draft will also address neighborhood protection and compatibility as a key component. We will submit the memorandum to staff for review and schedule a conference call to discuss the memo. Staff will prepare one set of consolidated written comments identifying any additions or changes to the recommendations set forth in the memorandum. We recommend including applicable definitions in each module, building up to a final, consolidated list of definitions. Illustrations, tables, and other graphics will be included with the drafts. We have budgeted for approximately 50 graphics in this scope of work. Clarion can prepare additional graphics on a time-and-expenses basis. Often we will include placeholders for graphics in staff drafts so that we do not commit resources to preparing graphics that staff may not deem necessary or helpful. Some examples of Clarion’s graphics are included with this memo. For each module, the staff draft will be created and circulated for review by key staff to check the factual accuracy and feasibility of recommended changes. Each staff draft will be accompanied by a cover memorandum that summarizes the major new features of the draft, significant changes from current provisions, and explanations of the new material. While staff is reviewing the first module, the team will begin drafting the second module. Following this schedule, drafting and staff review proceeds in an efficient manner that maintains project momentum. 2.2 Public Draft Denton Development Code Following one round of consolidated written staff comments on each module, the team will make revisions and prepare public review drafts of each module for distribution to the P&Z Subcommittee, key stakeholders, and the general public. Clarion will facilitate a work session with the Subcommittee to present each module of the Public Draft DDC and solicit feedback. We recommend one meeting per module with the P&Z Subcommittee (to which the general public is invited). The Clarion team will facilitate the meetings and prepare materials and presentations for such meetings, seeking staff review and input before finalizing them. We anticipate staff will attend and provide brief introductions and participate in the majority of the public meetings. 2.3 Consolidated Draft Denton Development Code Based on written feedback consolidated by staff from the P&Z Subcommittee, other stakeholders, and the general public, we will revise the two draft modules, as well as the administration materials prepared by staff, to create a Consolidated Draft Denton Development Code. We recommend two meetings on this draft, including one P&Z Subcommittee meeting and one general public meeting on the same trip. Meetings will focus on major changes from the prior draft modules. Our project budget assumes that Clarion representatives will lead the development of all meeting materials (including a PowerPoint presentation) and will present the materials in person at these meetings. 2.4 Adoption Draft Denton Development Code After receiving comments on the Consolidated Draft, the Clarion team will revise the document and create a final draft DDC to be carried forward into the adoption process. This draft will include final versions of all illustrations, charts, and tables. EXHIBIT B DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 2.5 Facilitate Additional Public Meetings In addition to the meetings identified above, Clarion will facilitate three public meetings and presentations on zoning-related issues throughout the course of the project at staff’s discretion. Should a particular topic generate substantial confusion or skepticism, we will address that issue by facilitating a special discussion dedicated to that topic. Examples might include affordable housing, building design standards, transit-oriented development, or parking standards. When the special topics are identified by staff, Clarion will prepare materials for presentation to the community. We will draft presentations for review by staff prior to finalizing them. We expect that staff will provide brief introductions during the public meetings, and will provide other key updates as necessary. Task 2 Deliverables: - Brief review of administration and procedures summary table; - Staff draft of two modules; - Public draft of two modules; - Presentation of two public draft modules; - Consolidated draft of DDC; - Presentation of consolidated draft of DDC; - Adoption draft of DDC; - Three additional public meetings (topics at staff discretion). Task 2 Trips: Six two-day trips by Goebel and Wafaie Task 3: Adoption 3.1 Executive Summary The team will provide the Planning and Zoning Commission and the City Council with the Final Draft Development Code in a form appropriate for their review and consideration for final adoption. To accompany the Final Drafts, Clarion will prepare an Executive Summary that describes the project and the final documents, compares the existing and proposed ordinances, and summarizes all major changes. 3.2 Final Draft Planning and Zoning Commission Work Session and Public Hearing Clarion will facilitate a work session with the Planning and Zoning Commission to present the Final Draft Development Code and solicit feedback. Following the work session, Clarion will make one round of edits to the draft code based on feedback received. Clarion will then prepare and present the revised document at a public hearing. Clarion will then make one additional round of edits based on feedback received at the public meeting, based on consolidated written direction provided by staff. 3.3 Final Draft City Council Work Session and Public Hearing Following the Planning and Zoning Commission public hearing and subsequent revisions, Clarion will facilitate a work session with the City Council to present the draft code and solicit feedback. Following the work session, Clarion will make one round of edits to the draft code based on feedback received. Clarion will then prepare and present the document at a public hearing. 3.4 Floating Meeting Clarion will facilitate an additional public meeting at staff’s discretion. This meeting may include an additional meeting or hearing with the Planning and Zoning Commission, City Council, or any other public meeting at the city’s request. Feedback from this floating meeting will be addressed in the final adopted draft in the next task. EXHIBIT B DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 3.5 Final Denton Development Code Based on comments and direction from the City Council, the public, and staff, as summarized in consolidated written direction provided by staff, we will create the final adopted draft of the new Denton Development Code for the city’s files. This final draft will be prepared to live on the City of Denton’s website in a user-friendly and searchable format. We can also discuss with staff other opportunities for developing an interactive web format for the new code. 3.6 Denton DDC Summary PowerPoint Following the final adopted draft of the new Denton Development Code, Clarion will prepare a PowerPoint presentation that walks through the changes from the old code to the new DDC and highlights some of the new features of the DDC. Clarion will walk through the presentation with staff using GoToMeeting or a similar platform as part of this proposed scope of work. Clarion will be available to facilitate additional in-person training for staff and/or other stakeholders upon request on a time- and-expenses basis. Task 4 Deliverables: - Executive summary of DDC; - Presentations of final drafts of the DDC; - Final DDC; - Summary PowerPoint; - [optional] in-person training at staff discretion Task 3 Trips: Five two-day trips by Goebel and Wafaie Budget A project budget, broken down by tasks, is summarized on the following page. It includes all professional fees, travel, and other reimbursable expenses. This cost estimate is based on the firm’s extensive experience with similar code rewrite projects. All numbers are preliminary and open to discussion and negotiation. We are flexible and committed to developing a work plan, division of labor, and budget consistent with the city’s resources and objectives. Resumes for Clarion staff are included with this memo. EXHIBIT B DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Director (Goebel) Senior Associate (Wafaie)Associates Graphics TOTAL Hourly Rate $200 $95 $85 $65 Task 1. Project Initiation 1.1 Kick-off meetings (incl travel)16 16 $4,720 1.2 Public participation strategy (addl time in subsequent tasks)2 2 $590 Hours 18 18 0 0 36 Labor Costs $3,600 $1,710 $0 $0 $5,310 Expenses $1,000 $800 $0 $0 $1,800 Task Total $7,110 Task 2. Draft New Denton Development Code 2.1A Staff draft Denton Development Code 8 8 0 0 $2,360 2.1B Staff draft Denton Development Code 60 135 40 60 $32,125 2.1C Staff draft Denton Development Code 60 135 40 60 $32,125 2.2 Public draft Denton Development Code and 2 presentations 60 100 30 40 $26,650 2.3 Consolidated draft Denton Development Code 20 60 24 $11,260 2.4 Adoption draft Denton Development Code and presentations 24 24 16 $8,120 2.5 Facilitate three additional public meetings 36 72 $14,040 Hours 268 534 110 200 1,112 Labor Costs $53,600 $50,730 $9,350 $13,000 $126,680 Expenses $6,000 $4,800 $0 $0 $10,800 Task Total $137,480 Task 3. Denton Development Code Adoption 3.1 Executive summary 4 8 4 $1,820 3.2 Final draft P&Z work session and public hearing 32 40 8 $10,720 3.3 Final draft City Council work session and public hearing 32 40 $10,200 3.4 Floating meeting 16 20 $5,100 3.5 Final Denton Development Code 8 32 40 $7,240 3.6 DDC summary PowerPoint 4 8 $1,560 Hours 96 148 0 52 296 Labor Costs $19,200 $14,060 $0 $3,380 $36,640 Expenses $5,000 $4,000 $0 $0 $9,000 Task Total $45,640 TOTAL $190,230 City of Denton, Texas - Denton Development Code (DDC) Rewrite - November 2016 Clarion Associates EXHIBIT B DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Project Schedule We have outlined a process timeline below that we believe works well for a project of this scale. We are happy to further discuss alternatives with you at the discretion of staff. Dates are based on a January 2017 start date; to be adjusted upon actual kick-off. 2017 2018 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Task 1 – Project Initiation 1.1 Kick-off meetings 1.2 Pubic participation strategy Task 2 – Draft New Denton Development Code 2.1 Staff draft DDC Administration and procedures (staff-led) Module one Module two 2.2 Public draft DDC Module one Module two 2.3 Consolidated draft DDC 2.4 Adoption draft DDC 2.5 Facilitate additional public meetings Task 3 – Adoption 3.1 Executive summary 3.2 Final draft P&Z work session and public hearing 3.3 Final draft City Council work session and public hearing 3.4 Floating meeting 3.5 Final DDC 3.6 DDC summary PowerPoint KEY: P&Z Subcommittee kickoff meeting P&Z Subcommittee meeting with public invited Public meeting(s)/hearing(s) Enc: • Resumes for Clarion staff • Sample graphics EXHIBIT B DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 Exhibit CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relat ionship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Sec tion 176.006(a). By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this s ection is a misdemeanor. 1 Name of vendor who has a business relationship with local governmental entity. 2 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 3 Name of local government officer about whom the information in this section is being disclosed. Name of Officer This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the vendor has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local gov ernment officer serves as an officer or director, or holds an ownership of one percent or more? Yes No D. Describe each employment or business and family relationship with the local government officer named in this section. 4 I have no Conflict of Interest to disclose. 5 Signature of vendor doing business with the governmental entity Date DocuSign Envelope ID: C02484DC-B344-4264-B40E-24A8B00F9DE8 C X 12/8/2016 X N/A X Clarion Associates X No business or family relationships to disclose, apart from Clarion Associates' existing contract with the City of Denton. Certificate Of Completion Envelope Id: C02484DCB3444264B40E24A8B00F9DE8 Status: Completed Subject: City Council Docusign Item - 5053-Amendment #1-Clarion Source Envelope: Document Pages: 26 Signatures: 5 Envelope Originator: Certificate Pages: 6 Initials: 0 Jody Word AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) jody.word@cityofdenton.com IP Address: 129.120.6.150 Record Tracking Status: Original 12/7/2016 10:40:22 AM Holder: Jody Word jody.word@cityofdenton.com Location: DocuSign Signer Events Signature Timestamp Jody Word jody.word@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (Optional) Completed Using IP Address: 129.120.6.150 Sent: 12/7/2016 10:50:25 AM Viewed: 12/7/2016 10:50:44 AM Signed: 12/7/2016 10:56:55 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Matt Goebel mgoebel@clarionassociates.com Security Level: Email, Account Authentication (Optional) Using IP Address: 38.140.32.78 Sent: 12/7/2016 10:56:57 AM Resent: 12/8/2016 8:05:57 AM Viewed: 12/7/2016 12:02:20 PM Signed: 12/8/2016 11:27:47 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: John Knight john.knight@cityofdenton.com Deputy City Attorney City of Denton Security Level: Email, Account Authentication (Optional) Using IP Address: 129.120.6.150 Sent: 12/8/2016 11:27:50 AM Resent: 12/19/2016 8:39:52 AM Viewed: 12/19/2016 8:40:30 AM Signed: 12/19/2016 8:40:43 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Julia Winkley julia.winkley@cityofdenton.com Contracts Administration Supervisor City of Denton Security Level: Email, Account Authentication (Optional) Completed Using IP Address: 129.120.6.150 Sent: 12/19/2016 8:40:45 AM Viewed: 12/20/2016 7:54:36 AM Signed: 12/20/2016 7:55:21 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Signer Events Signature Timestamp Howard Martin howard.martin@cityofdenton.com Interim City Manager City of Denton Security Level: Email, Account Authentication (Optional) Using IP Address: 129.120.6.150 Sent: 12/20/2016 7:55:24 AM Viewed: 12/20/2016 8:15:38 AM Signed: 12/20/2016 8:15:53 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Jennifer Walters jennifer.walters@cityofdenton.com City Secretary City of Denton Security Level: Email, Account Authentication (Optional) Using IP Address: 129.120.6.150 Sent: 12/20/2016 8:15:54 AM Viewed: 12/21/2016 7:36:20 AM Signed: 12/21/2016 7:36:43 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Julia Winkley julia.winkley@cityofdenton.com Contracts Administration Supervisor City of Denton Security Level: Email, Account Authentication (Optional) Sent: 12/8/2016 11:27:49 AM Viewed: 12/8/2016 11:49:42 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Sherri Thurman sherri.thurman@cityofdenton.com Security Level: Email, Account Authentication (Optional) Sent: 12/8/2016 11:27:49 AM Viewed: 12/21/2016 9:46:48 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Jane Richardson jane.richardson@cityofdenton.com Security Level: Email, Account Authentication (Optional) Sent: 12/20/2016 7:55:23 AM Viewed: 12/20/2016 8:47:20 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Robin Fox Robin.fox@cityofdenton.com Security Level: Email, Account Authentication (Optional) Sent: 12/20/2016 7:55:23 AM Carbon Copy Events Status Timestamp Electronic Record and Signature Disclosure: Accepted: 10/9/2015 11:39:51 AM ID: 04463961-03db-4c4d-9228-d660d6146ed6 Jennifer Bridges jennifer.bridges@cityofdenton.com Procurement Assistant City of Denton Security Level: Email, Account Authentication (Optional) Sent: 12/21/2016 7:36:45 AM Viewed: 12/29/2016 7:04:26 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Jane Richardson jane.richardson@cityofdenton.com Security Level: Email, Account Authentication (Optional) Sent: 12/21/2016 7:36:46 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Shandrian Jarvis Shandrian.Jarvis@cityofdenton.com Security Level: Email, Account Authentication (Optional) Sent: 12/21/2016 7:36:47 AM Viewed: 12/21/2016 7:58:20 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 12/21/2016 7:36:47 AM Certified Delivered Security Checked 12/21/2016 7:36:47 AM Signing Complete Security Checked 12/21/2016 7:36:47 AM Completed Security Checked 12/21/2016 7:36:47 AM Electronic Record and Signature Disclosure ELECTRONIC RECORD AND 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Described below are the terms and conditions for providing to you such notices and disclosures electronically through your DocuSign, Inc. (DocuSign) Express user account. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this document. Getting paper copies At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. For such copies, as long as you are an authorized user of the DocuSign system you will have the ability to download and print any documents we send to you through your DocuSign user account for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below. Withdrawing your consent If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below. Consequences of changing your mind If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. To indicate to us that you are changing your mind, you must withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your DocuSign account. This will indicate to us that you have withdrawn your consent to receive required notices and disclosures electronically from us and you will no longer be able to use your DocuSign Express user account to receive required notices and consents electronically from us or to sign electronically documents from us. All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through your DocuSign user account all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. Electronic Record and Signature Disclosure created on: 4/20/2015 7:25:38 AM Parties agreed to: Robin Fox How to contact City of Denton: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: kevin.gunn@cityofdenton.com To advise City of Denton of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at kevin.gunn@cityofdenton.com and in the body of such request you must state: your previous e-mail address, your new e-mail address. We do not require any other information from you to change your email address.. In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected in your DocuSign account by following the process for changing e-mail in DocuSign. To request paper copies from City of Denton To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an e-mail to kevin.gunn@cityofdenton.com and in the body of such request you must state your e-mail address, full name, US Postal address, and telephone number. We will bill you for any fees at that time, if any. To withdraw your consent with City of Denton To inform us that you no longer want to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your DocuSign account, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an e-mail to kevin.gunn@cityofdenton.com and in the body of such request you must state your e-mail, full name, IS Postal Address, telephone number, and account number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process.. Required hardware and software Operating Systems: Windows2000? or WindowsXP? Browsers (for SENDERS): Internet Explorer 6.0? or above Browsers (for SIGNERS): Internet Explorer 6.0?, Mozilla FireFox 1.0, NetScape 7.2 (or above) Email: Access to a valid email account Screen Resolution: 800 x 600 minimum Enabled Security Settings: •Allow per session cookies •Users accessing the internet behind a Proxy Server must enable HTTP 1.1 settings via proxy connection ** These minimum requirements are subject to change. If these requirements change, we will provide you with an email message at the email address we have on file for you at that time providing you with the revised hardware and software requirements, at which time you will have the right to withdraw your consent. Acknowledging your access and consent to receive materials electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the 'I agree' button below. By checking the 'I Agree' box, I confirm that: • I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and • I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and • Until or unless I notify City of Denton as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to me by City of Denton during the course of my relationship with you.