City of Alexandria, Virginia
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MEMORANDUM
DATE: APRIL 26, 2017
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: MARK B. JINKS, CITY MANAGER /s/
DOCKET TITLE:
TITLE
Consideration of a Resolution to Establish an Ad Hoc Joint City-Schools Facility Investment Task Force. [ROLL-CALL VOTE]
BODY
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ISSUE: Consideration of a resolution to establish the Ad Hoc Joint City-Schools Facility Investment Task Force to provide guidance and recommendations to City Council with regards to the Capital Improvement Program for FY 2019 to FY 2028 and beyond.
RECOMMENDATION: That City Council:
(1) Approve the attached resolution establishing an Ad Hoc Joint City-Schools Facility Investment Task Force (“Task Force”); and
(2) Authorize the City Manager to appoint nine members of the Task Force.
BACKGROUND: At its March 14, 2017 Legislative meeting, Council discussed a proposal to create a "Joint Ad Hoc Alexandria Facilities Plan Steering Committee" to (1) oversee the development of a Joint Facilities CIP for the City and Schools and (2) provide recommendations related to further capital project implementation. Council directed staff to come back with a detailed proposal which was discussed at its April 19 budget work session. The attached Ad Hoc Joint City-Schools Facility Investment Task Force Proposal (Attachment 1) outlining the Task Force’s charge and composition was prepared and subsequently utilized for Council discussion.
Composition:
The Task Force would be comprised of nine highly-qualified, disinterested persons who live, work or do business in Alexandria and who do not hold public office or are employed (directly or via contract) by either the City or ACPS, to be appointed by the City Manager. This would include three nominees to be proposed by the School Superintendent. The City Manager will designate one member to be the Chair. “Persons who do business in Alexandria” has been added to the criteria to clarify that an individual does not necessarily need to have an office inside the City to participate, thereby broadening the potential pool of participants.
Task Force Role:
The main purpose of the Task Force is to:
a. Develop a long-range joint municipal facilities Capital Improvement Plan (CIP) with prioritization of City and School facilities utilizing identified available funding;
b. Determine joint facility/site/co-location opportunities for City and School programs;
c. Review and recommend municipal facility planning and civic engagement principles, standards, and practices;
d. Review and recommend alternative capital project delivery methods and project management structures;
e. Review and recommend governance of the capital planning and project delivery; and
f. Review and recommend asset management (i.e., facility maintenance) practices.
Staff Support:
The Task Force will be staffed by City Department of Planning and Zoning with assistance from other City and ACPS departments. Consultants and outside experts would supplement staff as needed by providing additional insight, access to processes and principles used successfully elsewhere, project and deliverable management, and briefing the Task Force.
Sunset:
Pursuant to City Code Section 2-4-8, advisory groups shall meet on an ad hoc basis as needed for the period of eight months, with an additional four months, if needed for completion of their stated tasks as defined herein, unless otherwise extended by City Council. The intention is for this Task Force to complete the first phase of their work by mid-fall and the balance by the end of calendar year 2017.
FISCAL IMPACT: The fiscal impact of establishing the Task Force would involve an estimated $114,000 for added backfill staffing for Planning & Zoning and an estimated $300,000 for consultant services. Funding would derive from the three cent real estate tax rate increase derived revenues set aside in a City contingent for City and School Facility cash capital purposes.
ATTACHMENTS:
Attachment 1: Ad Hoc Joint City-Schools Facility Investment Task Force Proposal
Attachment 2: Resolution
Attachment 3: BFAAC Proposed Recommendations to Ad Hoc Joint-Schools
STAFF:
Emily A. Baker, Deputy City Manager
Karl Moritz, Director, Planning & Zoning