8.2 SR 04-20-2020 - Laserfiche WebLink

Home Browse Search

3 1 Scope of Services The SRF team will work closely with City staff, partner agencies, and policy makers to integrate comment and feedback throughout the park design and decision -making process. Effective project management is the cornerstone of a successful project process when engaging all stakeholders in the design process. The included schedule identifies timelines for completing each identified work task and corresponding meetings to be held to review and discuss key decisions to be made on a timely basis to keep the project on schedule to be ready for construction. One of the most important project management functions is promoting communication. Project communication will be maintained through regular meetings, phone calls, e-mail, correspondence and site visits as necessary with the design team and City staff. SRF will maintain a high level of communication with city staff through weekly check -in calls and monthly project status reports to ensure all aspects of the project are tracking on the established schedule. To ensure clear communication is maintained throughout the project process, the SRF Team will prepare meeting notes for each design team meeting and distribute them to attendees. Notes will include meeting discussions, action items, party responsible for action and required action date. This will ensure all responsibilities for providing information and feedback to the design team can easily be understood and communicated between design team members and City staff. The following approach and associated tasks are proposed to be undertaken to guide the design process for completing the improvements at Orono Park and Youth Athletic Complex: 1. SITE SURVEY SRF will undertake the following survey work: • Prepare topographic and boundary survey for Orono Park. • Prepare topographic survey for building locations within Youth Athletic Complex. 2. MEETINGS Soliciting input from all project stakeholders in an open and transparent engagement process will ensure the best possible design outcomes will be achieved for all park improvements. SRF is anticipating the following meetings will be conducted with stakeholder groups for comment and feedback throughout the design process: • Up to eight City staff work session meetings including kick-off meeting. • Two meetings with the Parks & Recreation Commission Based on the current challenges of COVID-19, SRF recommends that some meetings be held on-line early in the project meeting process. SRF uses Zoom and can readily host meetings for small and large groups of people. 3. PROJECT START-UP A kick-off meeting with City staff and the consultant team is an important springboard to beginning the schematic design effort. SRF will initiate a project kick-off meeting that will provide the opportunity for all team members to become acquainted with project objectives and schedule and affirm communication and coordination protocol. A stakeholder engagement strategy will also be discussed to ensure there is a good understanding of how all comment and feedback will be solicited and integrated into the design process. We anticipate this meeting will occur in mid to late April. • Conduct one kick-off meeting • Gather all available background, base -mapping, and survey information for the park property • Conduct a site visit with City staff to assess preliminary issues and opportunities for the park properties. • Identify preliminary issues and opportunities to be addressed based on review of the existing park master plans. • Review schedule and budget requirements to be met for the project. CITY OF ELK RIVER H Active Elk River Park Improvements 4