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Home My WebLink Aboutagenda.council.worksession.201907231 AGENDA CITY COUNCIL WORK SESSION July 23, 2019 4:00 PM, City Council Chambers 130 S Galena Street, Aspen I.COUNCIL ROUNDTABLE 4:00-4:10 II.WORK SESSION II.A.City Offices II: 3rd Floor Architecture and Programming Process II.B.2019 Citizen Survey Update 1 Page 1 of 1 MEMORANDUM TO:Mayor and City Council FROM:Robert Schober, Capital Asset Project Manger THROUGH:Jeff Pendarvis, Interim Capital Asset Manager DATE OF MEMO:July 19, 2019 MEETING DATE:July 23, 2019 RE:New City Offices Work Session REQUEST OF COUNCIL:The project team would like to inform Council where the new city offices programming is today and request direction on how Council would like to move forward. BACKGROUND: The programming for the building was completed and approved by the previous Council. The current building plans have been vetted and the square footage is appropriate for the verified program. DISCUSSION: Staff will present the current programming layout and discuss process for review in order to finalize. Staff would like to pose these questions to Council: 1.Where does Council envision ACRA and what is the future of the old powerhouse? 2.Is the Armory to remain the “seat”of city government and house Council Chambers? 3.Does Council wish to proceed with the current large meeting room programming? 4.Does Council agree with the direction of the Parks department for finalizing the Galena Plaza design? 5.Does Council want to make the parking spaces adjacent to the offices dedicated parking for the city offices? Staff plans to be back in front of Council with responses to this work session for review on August 26, 2019. FINANCIAL IMPACTS: Cost and schedule impacts will be revisited after the August 26th Council meeting pending decisions on final programming. RECOMMENDED ACTION:None. 2 NEW CITY OFFICES Programming Update & Path Forward City Council Work Session | July 23, 2019 3 TRA •Programming Update Review current verified programming Review department locations Review meeting spaces •Questions for Council •Path Forward Council Follow-up Programming Finalization AGENDA 4 TRA Programming Exercise Background •Programming tables developed based on each City departments current needs and projected future growth. •This data was used to develop the overall interior plan for City Staff which includes the new city offices building, the Armory (factoring in renovation) and Rio Building. •The new building design & interior space is a product of this extensive exercise. In addition building security requirements were considered. VERIFIED PROGRAMMING 5 TRA PROGRAMMING PROCESS 6 TRA ASF, NSF, GSF 7 INTERIOR PROGRAMMING 8 INTERIOR PROGRAMMING 9 INTERIOR PROGRAMMING 10 INTERIOR PROGRAMMING 11 INTERIOR PROGRAMMING 12 INTERIOR PROGRAMMING 13 INTERIOR PROGRAMMING 14 MEETING SPACES 15 QUESTIONS FOR COUNCIL 1. Where does Council envision ACRA and what is the future of the old powerhouse? 2. Is the Armory to remain the “seat” of city government and house Council Chambers? 3. Does Council wish to proceed with the current large meeting room programming?16 QUESTIONS FOR COUNCIL 4. Does Council agree with the direction of the Parks department for finalizing the Galena Plaza design? 5. Does Council want to make the parking spaces adjacent to the offices dedicated parking for city offices? 17 PATH FORWARD TRA • Based upon Council feedback from this work session, the project team will respond at the August 26th Council meeting. • Programming to be finalized at September 9th Council meeting. 18 Email: newcityoffices@cityofaspen.com Webpage: cityofaspen.com/newcityoffices 24-Hour Hotline: 970-429-1793 Thank you for your time 19 MEMORANDUM TO:City of Aspen Mayor and Council FROM:Karen Harrington, Quality Office Director THROUGH:Alissa Farrell, Interim Assistant City Manager/HRD MEETING DATE:July 23, 2019 RE:Update: 2019 Citizen Survey REQUEST OF COUNCIL: This is an update to Council on the status of the annual Citizen Survey. No action is requested. BACKGROUND: In 2019, staff selected a new vendor for the annual Citizen Survey: Elevated Insights. Elevated Insights (EI) was selected primarily because its proposed approach will reach more residents, provide more options for survey completion, and allow for improved data collection and analysis. This change should provide the city with an invigorated, engagement-oriented survey approach, designed to expand community input and provide more actionable information. DISCUSSION: How Is the Survey Being Developed Staff are formulating the new Citizen Survey to elicit feedback about the following: 20 State of the Community Service Quality & Results Policy & Program Preferences Council Strategic Areas 21 A core project team is composing the survey, informed by past practices, benchmark community surveys, and city and department priorities and needs. The Council Strategic Areas provide the organizing framework for the survey. Current sections of the survey include: Overall Impressions, Smart, Customer- focused Government, Protected Environment, Economic Environment, Fiscal Health, Safe-Lived-in Community and Community Engagement. A sampling of the draft survey questions shall be reviewed during the work session. In addition to the areas listed, this is also an opportunity for residents to provide feedback on how the City is communicating and engaging our residents. Who Will We Survey The original plan was to survey a random sample of 2500 registered voters in Aspen (up from 1700 in 2018). After conversations with the staff core project team and the vendor, we have determined that we are able to survey all registered voters and all residents in APCHA units within the city limits, for an economical price using existing budgeted funds and savings. This change allows us to engage a much broader base of residents than in the past in a statistically valid approach, increasing the breadth and value of the results. How Will Respondents Complete the Survey Included the Formal Survey All registered Aspen voters All APCHA residents within city limits NOT Included in the Formal Survey Businesses Part-time residents Visitors Residents outside of Aspen 22 Respondents to the formal survey will first receive a letter and then a reminder postcard explaining how to complete the survey. Instead of the electronic form of the survey, the vendor will provide a paper copy if requested. The City shall also provide a link on our website for those who are not in the survey sample to participate. While this data cannot be considered statistically valid, it can still provide an informative complement to the formal data. When Will the Survey Be in the Community The planned date of first arrival in the field is August 12. To gather a sufficient number of responses, the survey will be open for four to six weeks. When Will the Results be Available The final report is anticipated to be available in late October. The strategic results will be provided to Council in November. FINANCIAL/BUDGET IMPACTS: The Citizen Survey is an existing budgeted item. The cost for additions to the survey sample (at $5,500) can be accommodated within the existing project 23 budget with a small additional amount coming from existing savings. No new funds are requested. ALTERNATIVES: The City could delay the scheduled first arrival of survey information to the community, scheduled for August 12. However, when creating a revised timeline with the vendor and project team, other commitment and scheduling conflicts may significantly delay the roll out of a new survey. ENVIRONMENTAL IMPACTS: The new electronic survey nearly eliminates the need for paper, in comparison with prior year’s surveys. RECOMMENDED ACTION: This is an update only; no action is requested. 24