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HomeMy WebLinkAbout13-28 Resolution No. 13-28 RESOLUTION AUTHORIZING THE EXECUTION OF A MEMORANDUM OF UNDERSTANDING WITH THE CHICAGO METROPOLITAN AGENCY FOR PLANNING (CMAP) FOR PLANNING STAFF ASSISTANCE SERVICES (HOMES FOR A CHANGING REGION) WHEREAS, the City of Elgin (hereinafter referred to as "the City') has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals and welfare; and WHEREAS, the City applied, with the villages of Carpentersville, East Dundee, and West Dundee, for planning staff assistance services through the Chicago Metropolitan Agency for Planning (hereinafter referred to as "CMAP") to develop a Homes for a Changing Region plan that will analyze and recommend strategies to address current and projected housing market issues; and WHEREAS, the joint request for such assistance has been recommended by CMAP as a priority project; and WHEREAS, CMAP has adopted the GO TO 2040 Plan as the long-range regional comprehensive plan for the seven-county Chicago region, encompassing Cook, DuPage, Kane, Kendall, Lake, McHenry and Will counties, and is providing this planning staff assistance free- of-charge as a means of advancing the plan's implementation; and WHEREAS, the City will support CMAP's work with appropriate staff time, data files, outreach efforts to community stakeholders, and other necessary resources for the successful completion of this planning study; and WHEREAS, the City and CMAP have agreed on the general contents of a draft Memorandum of Understanding with an attached Scope of Services (all of which is attached hereto and hereinafter referred to as the "MOU") that will guide planning staff assistance services to be provided by CMAP in partnership with Kane County; and WHEREAS, the acceptance of the planning staff assistance services from CMAP relates to the public health, safety, and welfare and pertains to the government and affairs of the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS: Section 1. The City Council of the City of Elgin (hereinafter referred to as "the City Council") supports the Homes for a Changing Region project. Section 2. The City Council accepts the offer of staff assistance services by CMAP and recognizes that these services are provided for the purpose of advancing the implementation of GO TO 2040. Section 3. The City Council authorizes and directs Sean R. Stegall, City Manager, or his designee, to finalize and execute an MOU on behalf of the City with CMAP, the final form of which is subject to the approval of the City Corporation Counsel, and which shall be generally consistent with the document entitled "CMAP MOU Contents — Local Technical Assistance Program," dated December 13, 2012, and attached hereto. Section 4. The City Council recognizes that provisions that govern the administration of staff assistance services and, if necessary, the discontinuance of such services are included within the MOU. Section 5. This Resolution shall be in full force and effect immediately upon its passage and approval in a manner provided by law. David J. Kaptain, Mayor Presented: February 27, 2013 Adopted: Vote: Yeas Nays: Recorded: Attest: Kimberly A. Dewis, City Clerk - 2 - CMAP MOU Contents—Local Technical Assistance Program 12/13/12 Please note: "LTA staff" means CMAP staff assigned to work with local governments and community groups as part of the Local Technical Assistance program. 1. CMAP/applicant relationship • Scope of work for staff will be jointly determined by CMAP and applicant • All work performed by LTA staff must be related to work plan—the majority should be directly referenced within work plan,but some indirectly related activities are also permitted • Within overall scope of work, day-to-day reporting on activities will be to applicant (who should designate a lead person for this purpose)but LTA staff are CMAP employees and CMAP is responsible for evaluating their performance • Periodic check-ins(frequency to be determined based on need)between applicant and CMAP management—include discussion/evaluation of staff performance • CMAP will determine which of the relevant LTA staff will be assigned to work on the project(based on availability, skills, familiarity with the applicant community, and applicant preferences) 2. Access to resources • LTA staff will have full access to CMAP data and other resources, including specialized staff based at CMAP (for advanced mapping, data, outreach, communications, or topic-specific expertise) • The applicant will provide access to relevant staff who will need to be involved in the project, and will ensure that they allocate appropriate time • The applicant will provide access to all relevant internal data,reports, and other information • The applicant's leadership (key staff, planning commissioners,board members, other elected officials, other decision-makers)will commit to participate in the project and allocate sufficient time at meetings(Plan Commission meetings, council meetings, etc) to ensure a successful project 3. Demonstration of local support • Applicants will be required to pass a resolution supporting the project at their governing board before work will begin • The community will be responsible for working with CMAP to identify a project steering committee • The applicant agrees to participate in public outreach and engagement efforts; including assisting in dissemination of project and meeting information, attending and assisting at public meetings, and providing key stakeholder contact information 4. Project management • Project scope of work(including LTA staff work plans, timelines, public engagement schedules, commitment of other non-staff resources by either CMAP or the applicant, and other elements)will be jointly determined by CMAP and applicant prior to beginning work • A full project scope of work must be attached to the MOU at the time it is signed • Changes to project scope or timelines must be jointly agreed to by CMAP and applicant; major expansions of scope may result in discontinuation of project • Allocation of LTA staff to each project will vary over time based on project timeline and work needs Scope of Work Fox Valley Homes for a Changing Region Study The following is a proposed outline of the steps to complete the Homes for a Changing Region phase of a commitment to the communities of Carpentersville, Elgin, East Dundee and West Dundee as part of the Chicago Metropolitan Planning Agency's(CMAP) Local Technical Assistance program. CMAP staff will work closely with the four communities to undertake the assignment. CMAP staff will work in partnership with the Metropolitan Mayors Caucus(MMC)and the Metropolitan Planning Council (MPC)to deliver a housing policy plan and all relevant information associated therewith to the four communities. Project Team CMAP's primary role on the project will be to provide all relevant data and technical analysis. CMAP will also provide policy development, project management, logistical,and outreach support wherever necessary. MMC's role will be that of overall project coordination,policy development, mayoral outreach and logistical support. MPC will play an overall advisory role and provide mayoral outreach,communications messaging and policy development support. Advisory Committee The CMAP Housing committee will play the role of the advisory committee.This will consist of receiving briefs and providing periodic input to the project. Kane County Kane County participation on this project is made possible through the Kane County Planning Cooperative, which was created as an implementation activity of the Kane County 2040 Plan to encourage education and information sharing related to planning and to assist with local planning activities, CMAP will be training the County to perform the technical,analysis and outreach tasks associated with Homes for a Changing Region. The County will also provide assistance to CMAP in data analysis and identifying outreach opportunities. As part of this role,the county may assign one staff member to observe various project meetings. Municipal Roles As an interjurisdictional project,actions are required by Carpentersville, Elgin, East Dundee and West Dundee both individually and together.The following subsections outline the work needed to undertake a project with this dual nature. Project Steering Committee To formalize the interjurisdictional aspects of this project,each municipality must assign one staff member and one elected official to sit on a project steering committee.'The assigned staff member must be the municipality's key staff contact for the project,whereas the assigned elected official should be either the DRAFT Scope Fox Valley Homes for a Changing Region Study mayor(preferably),village president or an engaged trustee. The role of the Project Steering Committee will be to vet sub-regional data analysis and inform any changes to the housing cost model. The Project Steering Committee will also inform,vet and approve the sub-regional analysis and policy recommendations (the plan). Because approval of the sub-regional analysis and policy development recommendations requires agreement by the leadership of each community, key staff contacts must have the ability to seek and receive feedback from municipal leadership, including elected officials,on all topics as.the project progresses. Staff representatives will be expected to meet together no more frequently than on a monthly basis. Elected representatives will be expected to meet together no more frequently than on a quarterly basis(every three months)for the purpose of final review and approval of subregional analysis and recommendations. Fox Valley Project Coordinator A representative of the Village of Carpentersville shall operate as the project coordinator; ideally this person will also be that municipality's key staff contact.This position requires the ability to understand the issues of all four towns. The coordinator will be responsible for facilitating the receipt of feedback on project deliverables from the municipalities. They will also facilitate and provide logistical support for meetings of the Project Steering Committee or any sub-regional workshops. Finally,the coordinator will play a coordinating,consensus building and advisory role on the development of sub-regional recommendations. Key Municipal Staff Contact The Homes for a Changing Region methodology places the highest value on the expertise and experience of municipal officials and staff. Therefore,we expect that the representatives of Carpentersville, Elgin, East Dundee and West Dundee will participate as partners in the project.The Project Team will work with municipalities to encourage mayors,elected boards or councils and key staff to participate in meetings designed to solicit input and feedback at several project benchmarks. Each municipality must assign one key staff contact to be the primary contact for the project.As noted before,this person should be the municipal representative on the Project Steering Committee.This key staff contact will be responsible for the following: • Providing CMAP with the following data in an electronic format:zoning code and map(shapefile); comprehensive plan and associated maps(shapefiles);any relevant subarea plans and associated maps(shapefiles);environmental features maps(shapefiles);and sidewalk or bike lane maps (shapefiles). • Coordinating with the Project Team on outreach for the workshop, including conducting outreach to realtors,developers,chambers of commerce,clubs(Lions, Rotary, League of Women Voters, etc.), religious groups or other key community organizations(schools,veterans,COG,etc.); • Serving as liaison between the Project Team and municipal elected officials. As part of this role, contacts are expected to update elected officials as necessary, help the Project Team understand local housing issues,and coordinate timely document review by appropriate elected officials. • Working with municipal staff to ensure that at least one elected official(ideally the mayor or president, but could also be a trustee or council member)and one high level administrative staff member(manager,administrator,chief of staff or other executive level staff member)is present at 2 1 P a g e DRAFT Scope Fox Valley Homes for a Changing Region Study meetings with the Project Team that require feedback on data analysis,draft policy recommendations or plans;and • Collecting,assembling and delivering feedback to the Project Team on all draft and interim deliverables within two weeks of receipt. Timeline The following scope of work is designed to be completed in 12 months. Inherent in this timeline are the following assumptions:.1)the project will make use of readily available data,2)the Project Team will prioritize items as scoped herein before conducting additional work,and 3)the Project Team and the communities will schedule all meetings necessary to collect all input within the allotted timeline. 3 Page DRAFT Scope Fox Valley Homes for a Changing Region Study Preliminary Scope of Work SCOPE OF WORK Task 1: Current and Future Housing Analysis for the Village of Carpentersville,Village of East Dundee,City of Elgin, and Village of West Dundee(the four municipalities) individually and in the aggregate. CMAP will conduct a full spectrum analysis of the current and future housing needs for the four municipalities along with an analysis at the sub-regional level. Task 1.1: Gather data As a data driven project, kick-off will focus on data gathering by CMAP and each municipality. CMAP will get data from multiple sources, including the Census and American Community Survey, ESRI and other proprietary data,Cook and Kane county data,and regional data from CMAP.This data will include: • Population(existing and trends) • Racial and ethnic make-up • Household income • Housing value • Tenure(rental vs.owner) • Household size • Units in structure • Year built • Affordability for rental and owner-occupied housing We will use these data sources to describe the significant characteristics of the local housing markets,including supply,demand,condition and the cost of housing. Each community must supply CMAP with the following local data sources(if applicable): • Zoning ordinance(link to location on a website or other electronic format); • Zoning map, ideally as a shapefile(.shp,a common format used in GIS mapping software),though we can use CAD files(.dgn,for example), preferably converted to a geo-referenced shapefile before submission; • Current Comprehensive Plan(link to location on a website or other electronic format); • Current Comprehensive Plan maps(as a shapefile or geo-referenced CAD file); • Any recent sub-area plans(link to location on a website or other electronic format); • Environmental features maps(as a shapefile or geo-referenced CAD file);and • Sidewalk or bike lane maps(as a shapefile or geo-referenced CAD file). We will use these data sources to conduct the capacity analysis, better understand each community and ensure that our recommendations build on previous efforts where applicable. 41 Page DRAFT Scope Fox Valley Homes for a Changing Region Study Task 1.2:Analyze current housing CMAP will use the data gathered in Task 1.1 to establish the existing conditions for housing in each of the four municipalities.We will identify matches and mismatches between each community's existing housing stock and current needs: Housing affordability—analysis of current owner and rental households based on the definition of affordable housing costing less than 30%of gross household income. Severely cost burdened can be defined as housing cost in excess of 50%of gross household income. Housing+transportation(H+T)affordability—analysis of combined housing and transportation costs using Center for Neighborhood Technology(CNT)methodology. Housing condition—housing defined as lack of adequate kitchen,toilet, heat,or plumbing facilities. Previous county and non-profit efforts to describe the general condition of its structures would be used to supplement Census data. Overcrowding—housing which is overcrowded or severely overcrowded, based on Census data. MEETING-1 = 90 minute-Project Team overview presentations and discussion of;preliminary,data analysis -wit h5mumcipal representatives,90,minute,to_ur of each municipality accompanied by ,,. munici` al staff the same da as meeting 1 p ( Y 9 ) Task 1.3:Analyze capacity for new housing CMAP will use the municipal data gathered in Task 1.1,using Geographic Information Systems(GIS),to identify the amount of housing potential by assessing the capacity of zoning in each of the four communities.This analysis is conducted through a multi-step process. Land identified as residential,commercial or office is assumed to have some redevelopment potential. Then,estimates for future housing are created by assuming densities by zone.These calculations result in a capacity estimate for each zone on vacant and developed land. Task 1.4: Conduct workforce analysis CMAP will use U.S. Economic Census and other data sources to create a profile of the workforce in the sub-region and identify key employment centers, industry sectors and commuting patterns.We will use this analysis to tie in the housing recommendations with the workforce needs of the sub-regional economy. Task 1.5: Conduct future balanced housing analysis Based on population,demographic and employment forecasts, CMAP will create an age/income profile for each of the communities along with potential new populations. We will use the Envision Tomorrow Balanced Housing Model to estimate the housing need of this future population by price-point and tenure(rent or own). DRAFT Scope Fox Valley Homes for a Changing Region Study CMAP will also use psychographic profiles to estimate the housing preferences of the people who live in the draw area and comment on the potential market demand for certain housing types.This analysis will be used to'identify the housing types for which specific areas within the Fox Valley have an advantage over competing locations,and which groups are inclined to these housing types. Examples of psychographic segments include Generation Y, immigrants and their children,and Baby Boomers. Examples of the specific housing preferences within each of . these demographics may include: • Rental housing near universities and colleges, and near specialized employment areas,such as medical districts; • Traditional Neighborhood Development,the housing products that are similar to suburban housing but in a walkable mixed use environment; • A variety of ownership infill housing styles that are typically found in revitalizing neighborhoods • Housing for seniors that offer a more community-based housing style in neighborhoods. The analysis will include the potential market for these segments,and the potential of the Fox Valley to capture those segments,with an emphasis on the characteristics of the housing product that will most attract each segment. Task 1.6:Analyze carbon footprint CMAP will use the future balanced housing analysis to estimate the carbon impacts at the building level of a balanced housing strategy compared with a business as usual approach.We will qualitatively discuss the general carbon impacts of balanced housing on transportation emissions. MEETING'2:. Present"full data analysis to_municipal boardslcouncils for discussion and feedback Data • PowerPoint presentation of current housing conditions,capacity analysis,workforce housing analysis,future balanced housing analysis,and carbon footprint analysis for four municipalities and the Fox Valley sub-region. Task 2: Conduct Public Workshops in the four municipalities The Project Team's experience has taught us that great ideas and solid credentials are not enough to secure a community's support.The public must have a chance to assess and understand their options and then communicate their preferences—and then see those preferences reflected in housing plans. There are various methods for capturing the general public's best ideas through simulated decision making activities in a workshop format such as using instant polling and exercises that ask participants to make important trade-off decisions.The Project Team will provide a public workshop that utilizes the results of our housing research to bring each community's citizens in to give critical feedback in an engaging, and dynamic setting. 61 Page DRAFT Scope Fox Valley Homes for a Changing Region Study Each key staff contact will provide CMAP with email, mailing and telephone contact information for important organizations and stakeholders within his or her municipality for outreach purposes. CMAP will supplement municipally generated contacts with established CMAP contacts in the municipality. At a minimum,CMAP asks that municipal contacts provide contacts for the following local entities, as appropriate. • Realtors • Developers • Chambers of Commerce • Clubs • League of Women Voters • Lions Club • Rotary Club • Churches/Religious Institutions • Other key local community organizations • Local schools • Veterans groups • SSMMA CMAP outreach staff will develop print and digital communications materials(posters and flyers)for use in publicizing each workshop.While CMAP staff will conduct some email and telephone outreach, each key staff contact will be responsible for conducting the majority of the outreach to local organizations, including distributing flyers to prominent locations. CMAP, MPC and MMC will staff the workshops with support from each key staff contact. Each key staff contact will attend and help facilitate(if necessary)the public workshop held in his or her municipality. Each key staff contact will also send one additional municipal staff member or volunteer to serve to assist at the workshop. Each key staff contact will be responsible for ordering light refreshments to be provided at his or her municipality's public workshop. MMC will reimburse the expense for providing refreshments. CMAP will create all meeting materials. Key staff contacts will be responsible for reviewing and approving these materials. MEETIO 3: Public workshops for-each municipality, .P tY, Materials and staffing for one workshop in each of the four project communities Task 3: Develop Policy Recommendations In this task,the Project Team will create municipal and sub-regional policy recommendations. Task 3.1: Sub-regional Analysis and Recommendations The Project Team will look at the housing trends and projections for the Fox Valley sub-region along with the local needs discussed in previous meetings to identify common housing issues and policy recommendations on which the DRAFT Scope Fox Valley Homes for a Changing Region Study four communities can work together.This work will be drafted into a draft sub-regional report for inclusion in the final document. MEETING:4Present'draftsnb=regionai analysis and recommendation"s to the Project Steering rCommitteefor`- � t revieOnd comment: MEETINGs5: Present draft sub-regional;analysis.and recommendations 6-the Project Steering Committee; inclusive of one elected official'(ideally the mayor ,or'president,but could also be:'a trustee or council member)and bne;high level administrative staff member ,(manager administrator,chief of staff'or other executive level staff member),for review and comment: Task 3.2: Municipal Recommendations The Project Team will look at the housing trends and capacity for each municipality to determine its primary needs. We will also use the results of the public workshops to guide policy recommendations that will help each municipality meet their goals and achieve a strong housing future.We will also identify targeted goals that can be used to determine a community's future progress in implementing the plan.This analysis will be synthesized into a draft recommendations memo which will be circulated 1)to each key staff contact and 2)to senior staff and elected officials for review,comment and revision. OPTIONAL MEETING 6: Each.mumcipality may choose to have o_ne,'presentation of the draft municipal recommendations to the-board/council. Deliverable: Finalized draft sub-regional report for inclusion in the final document A memo for each municipality outlining proposed recommendations Task 4: Create 2D Visualizations While the plan itself focuses on housing policy recommendations that meet the market demand for housing across the income spectrum,visualizations illustrate some of those recommendations as they might be applied to a development.Visualizations are not site plans and the project team will carefully make this differentiation throughout the process.Municipal representatives are asked to do the same,especially when performing outreach tasks to increase attendance at public workshops. MMC will contract with a vendor to use 2D photorealistic visualization techniques to illustrate the potential look and feel of each community's policies for a smaller focus area within each community. Deliverables: 8 1 P a g e DRAFT Scope Fox Valley Homes for a Changing Region Study 2D visualizations illustrating the potential implementation of the strategies Task 5: Create Final Policy Plan and Presentation The Project Team will compile the work into a final easy-to-read and graphically rich report. MEETING 7: Present-final,analysis and,flnal recommendations to mayors(as a group),and boardslcouncils 'individually 0 PowerPoint presentation summarizing policy plans, recommendations and visualizations 0 Draft policy plan document 0 Final policy plan document DRAFT Scope Fox Va Ile Homes fo aChanging Region Study TIMELINE 22 32 +2 5/2 62 72 8/2 «a S/a 111 12/13 #i Task tCurrent and R%@ - . Housing Analysis for four communities and ? « <> 2»7323 . �\� �. 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