Middlesex Beach
Association
Preliminary Scope
of Basic Services
June 24, 2002
Project Approach
and Methodology
Andropogon Associates, Ltd. has twenty-seven years of experience in master planning and design to bring an ecological perspective to landscape architecture and planning. We plan, design and create successful landscapes that integrate an understanding of ecological principles while responding to the historical, natural, and cultural context of a place.
Andropogon’s approach is strategic, participatory and site-centered. Our team approach is based on a participatory planning process to achieve consensus throughout the project and to sift the focus from what cannot be done to what can and should be done to develop successful solutions. Interviews and workshops area means to achieving a growing, common understanding of the goals and objectives of the community. We believe that good ideas and successful solutions grow out of the involvement of a broad array of users and manager where decisions are based on real consensus and can be implemented because they meet multiple goals.
We understand that the Middlesex Beach Association (MBA) wishes to articulate a vision for this 122-acre private beach residential community that demonstrates a commitment to sustainable design. This commitment will include a wide range of concerns from the understanding of the impacts of flood regimes, creating appropriate stormwater management and water quality; to planning for the problems of traffic, parking and pedestrian safety; and ensuring the protection and preservation of native plant communities. We recommend that the MBA undergo a Master Planning process to help define this long term vision and to guide and address the short term needs of the Community.
The process of master planning has grown increasingly more complex over time. Many factors are responsible for this, including the multiplication of regulatory bodies and overlapping jurisdictions, the growing awareness of the need for greater public participation, problems associated with adverse environmental impacts, deferred maintenance, and deteriorating infrastructure. All too often the usefulness of a master plan is limited to the life of the contract, after which the document sits on a shelf gathering dust, unadaptable to the rapidly changing conditions that characterize today’s world.
Our objective at Andropogon is to be effective. Our standard of measure is what is actually implemented, not simply what visions might have been proposed. To this end, we have attempted to confront just why master planning fails in its mission and to develop a process that is, from the outset, linked to the realization of the plan. We have continuously refined the master planning process to reflect our two decades of commitment to eventual implementation. All of our work, regardless of the original scope, embraces a close working relationship with the Client, ongoing community participation, and a constant focus on how a recommendation will be followed through, who will do it, and how much it will cost.
This preliminary scope of basic services outlines the process that Andropogon recommends to develop a Master Plan for the MBA that will provide an integrated perspective to planning. It is organized into two phases, each with a series of subtasks as described below.
Representatives from the Andropogon team will meet with the appropriate representatives for the MBA to develop and negotiate the final scope, contract, planning strategy and fees for the project. This task may require two meetings. The first meeting should take place with the Planning Committee to review and refine this document. The second meeting would be a presentation of he final scope to the Board of Directors for approval.
Task 1.2 – Site Analysis ad Environmental Assessment:
Evaluate
Solutions in Terms of the Larger Context
The goal of this tasks is to provide an integrated perspective of the natural, historical, cultural and social values of the community that are relevant to planning. Site Analysis and Environmental Assessment Maps and diagrams will focus on natural patterns of the landscape, restoring and preserving natural drainage ways and flood retention areas, surface and ground water quality and vegetation.
This work will be structured to enable the community to evaluate solutions in terms of the larger context in order to seek solutions for both the short-term needs and the long-term planning decisions faced by the community.
Site Inventory and Environmental Assessment Maps and Diagrams will be prepared to illustrate the following issues:
Regional Context and Development Patterns
Land Use/Ownership of adjacent properties
Land Management and Conservation
Groundwater Recharge Capability
Topography
Hydrology and Drainage Patterns
FEMA Special Flood Hazard Area
Wetlands/Vegetation Classification
Impervious/Pervious Land Cover Analysis
Vehicular Circulation and Parking
Pedestrian Circulation/Destination and Trails
Hydrologic Soils
Existing Infrastructure Analysis (including an evaluation of sewer availability, electric service availability, parking, site access and other considerations that include, but are not limited to, zoning codes, ordinances and covenants)
Site information will be recorded in diagrammatic form using maps, aerial photography and as written summaries. The materials will be produced in color at a scale appropriate for public review and for use as workshop materials.
The Community Discovery Workshop is recommendd as a vital component to forge a direct link between the public input and the details of the plan. In order to capture a wide range of ideas and community concerns, it is proposed that the MBA host a half-day Discovery Workshop with the community. The Design Team will work with the MBA to determine the agenda for the workshop, and will facilitate the workshop activities.
It is anticipated that there will be considerable interest and participation in this first workshop. The MBA should plan to publicize the dates, an agenda and the goals for the workshop well in advance. All should be welcome to attend. However, the participants should be strongly encouraged to register for the workshop to ensure that the venue chosen can accommodate the number of participants.
The goal of the workshop is to air issues and concerns in order to achieve an accord on planning and design principles for the community. The workshop will be structured to begin with a presentation by the Design Team of the key findings of the Site Inventory and Environmental Assessment. Following this presentation, the participants will be given instructions and will be directed into smaller groups to discuss a select set of topics. Each group will elect a leader who will summarize the group’s discussion and will be responsible for presenting this summary to the other groups.
Topics to be discussed will be customized for the particular concerns of the community and could include:
Environmental values of the community
Long-term vision – establishing goals, needs and guiding principles for the community
Developing a Stormwater Management Plan and Program for the Community
Design of a new Guard House and possible relocation
How to manage and design parking areas
Maintaining the Oak/Pine Forest of the community – how to protect and preserve the character
How to create and manage a buffer screen for adjacent commercial areas
Management of perimeter area – vegetation and security fencing
Management of beach walkways
The product of this task will be a Summary Report that represents consensus views about the key issues and concerns facing the community. It will also document the findings from the inventory and site analysis and inventory efforts. At the end of Phase One, Andropogon will present the products of Phase One to the Planning Committee for its comments and review.
The work plan and schedule in this Phase, and subsequent phases, provide for continuous review and assessment of the work in progress to ensure that it is understood, agreed to and supported by its constituents.
For the purpose of this proposal, we assume that a site survey of the 122-acre area will be provided by the MBA to the Project Team in digital form for our use. We may recommend, if necessary, up-dates to the base map by professional surveyors.
We assume that the site survey will be prepared by a professional surveyor and will show, in sufficient detail, existing roadways, rights-of-way and metes and bounds, topography, and site planimetrics, as well as utility information.
The purpose of Phase Two is to clarify a unique vision and to establish planning guidelines that match the needs of the community. This part of the planning process will include the preparation of draft conceptual plans for specific projects. These projects will be presented at a second Community Workshop. Gaining community consensus at this stage in planning is critical before more detailed work is initiated.
Based on the outcome of the second Workshop, a detailed Master Plan will be developed that integrates the needs of the community with the physical resources of the place. This Master Plan can be used as a tool for gaining both public and political support. The Master Plan also provides the community with clear information for planning and fundraising, and for coordinating with other jurisdictions and agencies.
Building on the inventory and analysis work, meetings, and the workshop of Phase One, the Design Team will prepare schematic designs for discussion in the Community Design Workshop. The schematic designs will show proposed improvements to existing infrastructure.
Community Workshop #2 will be hosted by the MBA who will identify the meeting location, handle logistics, publicity and registration for the workshop attendance. The planning team will prepare the agenda and workshop materials, and facilitate the workshop. The workshop will begin with a brief summary of the process to date, informing those that have not been involved, and reinforcing consensus formed in earlier meetings.
This second workshop will be the forum for the community to review the inventory and Analysis work, collaborate on the planning goals, and participate in development plans. This discussion will allow the team to refine short-term implementation concepts and to propose actions and priorities to strategically implement important changes.
Based on the outcome of the workshops, interviews and meetings, the Design Team will develop a detailed Master Plan Report, and Opinion of Cost and a Phasing Plan for project implementation as necessary. The plan will be produced in color at a scale appropriate for presentation and for public review.
Products for Phase Two
1. Workshop Materials for a Community Workshop #2
2. Summary Report of Community Workshop #2
3. Concept Plans for identified projects
4. Master Plan Report
Andropogon’s Professional Service Fees based on this Scope of Basic Services for Phases One & Two:
Phase One $83,350
Phase Two $86,650
AA Professional Services Fee: $170,000
Opinion of Reimbursable Expenses $17,000
Total Fee & Opinion of Expenses: $187,000
The Design Team is prepared to undertake botht the Phase One and Phase Two components for this project withing a 12-month time frame.
Planning Schedule
October 2002-February 2003 Phase I: Site Inventory & Analysis
March 2003-August 2003 Phase II: Developing Concepts
Creating a Community-based Vision