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Proposed Master Plan for Monroe, Ohio
Wednesday, October 24, 2007 11:43:45 AM - Monroe Ohio

by Michael Atherine, Principal Owner PDG

Poggemeyer Design Group, Inc. (PDG) is providing the below
 for review and execution. PDG proposes to provide professional planning services to assist the City with developing its Comprehensive Plan Update.



scope of services

City of Monroe, Ohio

Comprehensive Plan Update

Project Work Plan

PDG will assist the City with the preparation of an update to the City’s 1997

Comprehensive Plan, including extensive public input measures and potential future

land use scenarios for key development areas within the planning area. These

planning services will provide the City with a consensus regarding immediate and

short-term development issues, as well as a long-term vision for the community. PDG

will review and refer to the Ohio-Kentucky-Indiana Regional Council of Government’s

“Elements of an Effective Local Comprehensive Plan” as a reference to elements to

be included in the City of Monroe’s Comprehensive Plan.

Steering Committee

To facilitate the completion of this project, we propose that the City appoint a Steering

Committee made up of stakeholder representatives from the local government,

business, institutional, non-profit, and real estate development sectors. This

committee should have between 10 and 12 individuals.

PDG will meet with the Steering Committee for eight (8) total meetings including any

and all workshops and/ or public forums deemed necessary throughout the process to

review findings, brainstorm development strategies and to report on the progress of

the project. PDG will finalize procedures for public input and the framework for public

workshops, public exhibits, press releases, and mechanisms for public input.

PDG will attend and make presentations at the following public review and approval


$ One (1) joint meeting of City Council and Planning Commission to present final

draft document.

Phase I - Kick-Off (Meeting #1)

An initial meeting with the Steering Committee will be held to:

$ Introduce the study team and identify key points of contact.

$ Refine the project scope, quantify project deliverables and address time frames.

$ Discuss citizen participation mechanisms.

$ Discuss individual expectations and preliminary visioning.

$ Review a preliminary list of key development issues.

$ Discuss media involvement and utilization of the City web site for dissemination of


Phase II - Community Analysis

PDG will update and/or analyze the following information, as relevant:

$ Demographic & Socio-Economic Characteristics. Utilizing updated 2000 U.S.

Census data and information from Steering Committee members, PDG will develop

a summary narrative of the significant changes and trends that have occurred in the

community since the previous plan.

$ Existing Land Use Patterns. PDG, with assistance from the City, will review the

existing land use map for accuracy (shall include areas in adjacent Townships and

Cities, as well as regional plans, that are relevant to the future growth of the City).

$ Pedestrian and Vehicle Transportation Patterns. PDG will review the existing

parking, pedestrian and vehicle patterns to denote conflicts, congested areas and

identify heavily-traveled corridors. With the City’s help, PDG will obtain the most

current thoroughfare plan, and traffic pattern data to compare them with previous

plans and recommendations.

$ Visible Streetscape and Design Related Issues. PDG will assess major

intersections, the corridors, and major public gathering places citywide for design

elements and community character definition.

$ Economic Development Patterns. PDG will review the recent economic

development trends and address any shifts occurring since 1997. Areas for

potential future economic development will also be identified. Existing infrastructure

and supportive land uses will be examined for adequacy and conformance with


projected growth.

$ Public Infrastructure Issues. PDG will review water, sanitary sewer, storm drainage,

streets, sidewalks, and other public infrastructure for adequacy.

$ Natural Systems. PDG will review the natural systems and identify the natural

resources within the community such as rivers, lakes, and groundwater; floodplains;

wetlands; watershed boundaries; sources of commercially valuable minerals; steep

hillsides; areas prone to erosion; and locations of recreationally and commercially

important fish, wildlife, and vegetation. For each natural resource, the existing

commercial, recreational, or conservation use, and any known pollution problems

should be identified. The potential for use, conservation, or protection should also

be identified, based on analyzing the intrinsic and economic values of the natural


$ Other. Many of the elements of the City’s 1997 Comprehensive Plan may remain

relevant and the information need not be updated. However, other elements may

have changed over the past few years and should be reviewed in the context of the

community’s current needs.

“Think Tank” Visioning Session 1

This “brainstorming” work session will facilitate development of consensus regarding

the existing conditions and trends within the community. PDG will work with the

Steering Committee to review issues such as land use, economic development,

housing, zoning, signage, design standards, development themes, infrastructure,

financing, and other key areas of concern to the community. PDG will then

incorporate this input into the definition of the community’s values and future direction.

(Meeting #2)

Phase III - Grassroots Guidance

The key to any successful planning project is “ownership” of the plan by residents and

officials of the community. PDG feels strongly, that a citizen participation effort should

promote ownership and have buy-in; meaningful participation in the planning process

is a must. With the help of the Steering Committee, these consensus building efforts

will be organized and implemented.

$ Stakeholder Interviews. The Steering Committee will be asked to identify up to 15

key stakeholders in the community for PDG to interview as part of the planning

process. These stakeholders should be representatives of the overall community

who are knowledgeable about local economic and physical conditions, challenges,

and opportunities. Considerable insight can be gained from open-ended, yet

structured discussions with key people. Some suggested interview candidates

might include:

$ Local Government Leaders.

$ Business and Institutional Leaders.

$ School Officials.

$ Civic groups.

$ Students.

$ Other stakeholders and community leaders identified by the Steering


These interviews can also be used to verify or confirm issues raised thus far in the

process. A principal aim of these interviews will be to focus on:

$ General perceptions about the current state of the community.

$ Critical issues to be addressed to ensure that the community reaches its full


$ Current economic and quality of life conditions.

$ Important trends that are now shaping and will continue to impact the


City representatives would be asked to schedule or otherwise coordinate the

interviews. PDG will conduct all interviews by telephone.

$ “Community By Choice” Workshop. Images of places throughout the community, or

other select locations, are collected and reviewed for preference. These images

may be gathered by Steering Committee members who take photographs of areas

and elements of the community that they like and dislike.

Participants will be asked to score the images based on initial or 'gut' reactions, and

choose whether or not the image represents a desirable condition for their

community. There is no “right” or “wrong” answer, and the chosen desirable images

are then used in the visioning and scenario building processes.

The images shown and a questionnaire based on the format and discussion of the

workshop will be posted online for those in the community who might be unable to


EXHIBIT D (cont’d)

PDG will use this input to further develop the overall vision for the community

regarding how the residents and businesses want Monroe to look and feel in the years

to come. PDG will compile the comments and summarize them in a report to the

Steering Committee. (Meeting #3)

“Think Tank” Visioning Session 2

This consensus-building work session will facilitate the development of a clearer vision

for the future of the community. PDG will work with the Steering Committee to refine

issues and the overall vision for the community based on the Phase III activities

regarding the emergent key areas of concern to the community. This session should

clarify the direction of how future development should occur and look. (Meeting #4)

Phase IV - Visioning and Design

These efforts integrate the visceral elements of visioning with technical information, to

effectively produce a clear image of how residents view a desired future for their

community, and to foster consensus on future land uses, goals, objectives, strategies,

and design alternatives.

Planning and design solutions should flow from the community’s renewed vision.

PDG strives to develop dynamic and realistic solutions through innovative partnering

with community leaders, effective visioning, and consensus building. PDG works with

communities to develop action plans which meld community desires into a singular

community vision.

PDG will review the 1997 Comprehensive Plan, and identify development

opportunities and scenarios for viable redevelopment areas. These scenarios will be

formulated and update utilizing the information compiled from Phase I - Phase III.

Combined, these areas will define an economically feasible future land use plan for

the City.

“Think Tank” Visioning Session 3

PDG will engage members of the Steering Committee in a scenario building workshop

(Meeting #5) aimed at creating alternative development and redevelopment

scenarios. These scenarios will include graphic illustrations of urban design concepts,

as well as related policies, goals, and objectives that support those concepts.

Opportunities for development and/or redevelopment will be presented and discussed

in anticipation of a future public scenario building session. These could include:

$ Neighborhood or downtown redevelopment scenarios.

$ Industrial, commercial, office, retail developments.

$ Potential locations for new urbanism design concepts.

$ Opportunities for conservation design concepts.

$ Guidance for urban design elements such as pedestrian connectors, wayfinding

signage systems, common design elements, gateways, overlay

zones for historic or other key areas, etc.

$ New economic development initiatives.

$ Strategies for increasing homeownership.

$ Transportation and infrastructure improvements.

$ Development capacity limitations.

$ Community facility opportunities.

$ Innovative growth policies.

$ Creative changes to development regulations.

Scenario Building Workshop

After review and input from the Steering Committee, draft strategies and development

scenarios will be refined for public review. PDG will conduct a public scenario building

workshop to obtain additional input regarding the draft scenarios. Participants will be

asked to visit various stations (divided by policy/future growth area) to review ideas

developed by the Steering Committee and PDG, and to provide feedback. Residents

can visit any or all stations and have one-on-one discussions with PDG and/or the

Steering Committee representatives. The focus of the workshops is to review

alternative scenarios for key developing growth or redevelopment areas of the

community. Options such as alternative growth patterns, mixed-use developments

using smart growth principles, alternative road networks, streetscaping designs,

access management standards, and related design issues, may be displayed in a

compelling way to serve as a basis for constructive and interactive discussion.

(Meeting #6)

Phase V - Draft Plan

After the public Scenario Building Session, PDG will again review the 1997

Comprehensive Plan, and assess the relevance and status of the policies identified in

that plan. PDG will prepare draft narrative for the Steering Committee to review.

The updated plan will, at a minimum, include the following elements:

$ A renewed vision for future land use and development in the City of Monroe.

$ An updated data inventory and analysis of conditions and trends.

$ Locations for future land uses and growth areas.

$ Urban design concepts (e.g. Conservation Design and/or Traditional

Neighborhood Design).

$ A summary of the public input process and outcomes.

EXHIBIT D (cont’d)

$ Policies, goals, and objectives.

$ Immediate, short-term, and long-term action items.

PDG will provide up to sixteen (16) copies of the draft report for review and input from

the Steering Committee and City personnel.

“Think Tank” Visioning Session 4

PDG will meet with the Steering Committee to review and to refine the draft based

upon the previous phases of the planning process. (Meeting #7)

Phase VI - Final Comprehensive Plan Update

Based on review by the Steering Committee, Planning Commission, and City Council,

one (1) final red-lined copy of the recommended changes of the community will be

provided to PDG. PDG will review and incorporate these changes into a final


PDG will provide up to sixteen (16) copies of the final plan and one (1) CD Rom copy.

PDG will provide 16 copies of a large format executive summary document. The

executive summary document will be a minimum 24”x36” fold out sheet.

PDG will make a final presentation at a joint meeting of City Council and Planning

Commission to present final draft document.

Additional Options

Commercial/Industrial Marketing Assessment

PDG would contract with Boulevard Strategies to assess the current and future

commercial/industrial market environment in Monroe and identify opportunities for

increased promotion and development.

Boulevard Strategies is a Columbus-based economic development and retail

consulting firm that specializes in market and fiscal analysis for commercial and

industrial areas. Its Principal, Christopher Boring, has completed dozens of such

assignments over the past 20 years throughout the United States, as well as

overseas. His recent work includes a retail feasibility study for a property in Carlisle,

PA, a repositioning strategy for an older mall in York, PA, in addition to more than 20

downtown market studies in Ohio and West Virginia over the past five years. Mr.

Boring tracks urban planning and retail development trends in markets across the U.

S. and Europe and is frequently invited to speak about these development trendrelated

topics in the media (Business Week, USA Today, National Public Radio) and

in public forums (Urban Land Institute, International Council of Shopping Centers,

Downtown Ohio).

PDG and Boulevard Strategies can provide services such as industrial marketing

research, media marketing research, market research, retail market research, brand

market research, product packaging research, and value added services. We would

need to meet with City officials prior to determining a specific work plan to discuss in

greater detail the requirements and the depth of the desired scope that the City has in

mind for this project. Additional information would be required to provide an accurate

cost estimate for the work. A wide cost range is provided in Fee Proposal.

Community Needs Assessment Survey

With the help of the Steering Committee, PDG could conduct a written survey of all or

a statistically significant portion of City households. PDG would prepare a survey for

Steering Committee review with questions that can be crafted to allow for crosstabulation

of survey results to determine prevailing thoughts on each issue by

neighborhood areas or other demographic.

The City would be responsible for delivery of the survey to all property owners and to

collect and deliver the completed surveys to PDG, which will compile the results and

issue an analysis for Steering Committee review. The proposed fee assumes that not

more than 50% of all residents respond to the survey and that surveys minimize openended

questions. The benefit of an all-household mailing is that everyone feels invited

to participate, but in practice, less than 50% typically respond. This type of survey

does not meet the random standards to generate a margin of error in the results, but it

does allow those who want to participate to have a voice in the process and provide a

better understanding of how the community feels about living in Monroe, traveling in

the area, and otherwise comparing their community to their desired quality of life.

The survey will also be made available on-line for a period of time to reach the optimal

number of residents. We have found that this also helps to capture a significant

portion of the student population.

Alternatively, the extent of this survey could be expanded to a statistically valid format

upon request at an additional cost. Should the City choose to add this alternative,

PDG would enlist the assistance of Stan Odesky in preparing and conducting this


EXHIBIT D (cont’d)

Stanford H. Odesky’s experience in the field of marketing research spans more than

35 years. In 1985, he started Stanford H. Odesky & Associates (SHOA). SHOA has a

long heritage of providing a full range of quantitative and qualitative marketing

research services. SHOA’s clients include a mix of local, regional, and national

organizations involved in industrial, consumer service, scholastic, and nonprofit

sectors. Prior to that, Mr. Odesky was an executive with NFO Research, one of the

nations’ ten largest marketing research firms and America’s largest mail panel survey

operation, for twenty-five years. He holds a bachelor’s degree in business

administration with a major in advertising and a master’s degree with a major in

marketing, both from The University of Toledo.

Both options provide the community with information to aide in the understanding of

the needs of the community and public perception of Monroe. Cost estimates are

provided for both options in the Fee Proposal.

Parks & Recreation Master Plan

PDG can prepare a Parks & Recreation Master Plan for the City of Monroe that will

outline current and future community open space and recreational infrastructure and

facility needs. This document will provide the community with a road map for

recreation investment decisions over the next several years. Elements of the plan

might include:

$ the creation of a parkland and recreational facility resource inventory;

$ engaging in early citizen participation;

$ identifying deficiencies in the community’s current parks and recreation system;


$ developing strategies that reflect the community’s goals and objectives outlined

in the Comprehensive Plan Update.

Additional elements may be required by the City. To be responsive to the needs of

the community, we would need to meet with City officials and other organizations

involved in open space, parks and recreation prior to determining a specific work plan.

Greater detail regarding the requirements and the depth of the desired scope that the

City has in mind for this project would be required to provide an accurate cost estimate

for the work. A wide cost range for this work element is also provided in the Cost


Should additional work activities be required which are not included in the basic

services described above (additional meetings, supplemental reports, et cetera), PDG

can provide these based on its current hourly rate schedule.


cost proposal

City of Monroe, Ohio

Comprehensive Plan Update

Hours Cost

Phase I - Kick-off Meeting .............................20-25 ........................... $2,500


< Successful Kick-off Meeting that generates excitement and commitment

among the Steering Committee members for the project.

< A project website linked to the City’s website.

Timeframe: Month 1

Phase II - Community Analysis.....................60-85 ........................... $8,500


< A written report containing a general description and overview of the

City’s current conditions and trends, and relevant issues impacting the

community will be identified.

< Major elements of information will be obtained and compiled with

analysis of future land use, transportation, housing, environmental

issues, downtown and neighborhoods, et al.

< Maps may be provided in color 24" x 36" format as appropriate to

illustrate these general conditions and key issues. All data shall be

created in ArcGIS formatted files and made available on CD-Rom.

< The report will be made available in .pdf format on the project website.

Timeframe: Months 2-3

Phase III - Grassroots Guidance ............... 120-150 ......................... $25,000

Stakeholder Interviews .................................. $6,000

Statistically Valid Survey .............................. $10,000


< Assets and liabilities identified from a broad spectrum of the community

along with key issues.

< A written report summarizing the stakeholder interviews.

< The report will be made available in .pdf format on the project website.

< A written report based on a statistically valid opinion survey

Timeframe: Month 4

“Community by Choice” Workshop ................ $9,000


< An interactive public presentation where PDG will facilitate participants

definition of design preferences for Monroe.

< Comments summarized in a written report that provides an overview of

community design preferences for future development.

< The report will be made available in .pdf format on the project website.

Timeframe: Months 5-6

EXHIBIT E (Cont’d)

Phase IV - Visioning & Design ............................... 100-130 ............ $13,000


< Draft alternative development scenarios for specific geographic areas

and general urban design concepts summarized in graphic format for


< A public scenario building session to gather input on proposed draft


< A written report containing detailed concepts and scenarios expanding

on the ideas represented in the graphics prepared for the presentation.

< Graphics and the report will be made available in .pdf format on the

project website.

Timeframe: Months 7-9

Phase V - Draft Plan ................................................ 120-140 ............ $14,000


< A written draft compiling all work products to date, as well as preliminary

goals, policies and initiatives.

< A draft of a large format executive summary sheet.

< Maps and graphics will be included in the report in 11" x 17" format as


< The report will be made available in .pdf format on the project website.

< Five photo enhancements regarding design issues

Timeframe: Months 10-11

Phase VI - Final Draft .............................................. 60-70 .................. $7,000


< A final draft of the City’s Comprehensive Plan Update.

< A final draft of a large format executive summary sheet.

< Required copies of the Plan detailed in the scope, maps (including

electronic copies of all ArcGIS formatted files and MS Word files of all

text documents) and supporting documents along with electronic media

for use on the City’s website.

< The report will also be made available in .pdf format on the project


Timeframe: Month 12-15

TOTAL, NOT TO EXCEED ................................................................ $70,000

Additional Options

Commercial/Industrial Marketing Assessment ........................ $5,000-$25,000

Community Survey ............................................................................... $8,000

Parks & Recreation Master Plan ............................................. $8,000-$20,000


< These reports can be made available in .pdf format on the project


Timeframe: Can be conducted concurrently with other elements of the plan.

Depending on scope, the length of time to complete the survey may vary.

Should additional work activities be required which are not included in the

basic services described above (additional meetings, supplemental reports,

EXHIBIT E (Cont’d)

et cetera), PDG can provide these based on its current hourly rate schedule.

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