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HomeMy WebLinkAboutComp. Plan Update Minutes 8/8/89 COMPREHENSIVE PLAN UPDATE MEETING - AUGUST 8 , 1989 1 The Comprehensive Plan Update meeting was brought to order by Jeff Davis , Chairman on August 8 , 1989 at 7 : 38 P .M. Committee members present were : Lindley Myers , Will Wright, Greg Binder, George Sweet, Jim Dillon, Alan Potasnik, Sue McMullen, Bob Boone, Ila Badger and Jeff Davis . Staff members present were : Wes Bucher, Rick Brandau, Dave Cunningham, Terry Jones , Brad Buenig and Dorthy Neisler. Mr. Davis stated that the main concern for this evening is regarding the public input and surveys and where we are at the current time . Mr. Wes Bucher updated the committee and the public on the progress of the public questionnaire and regarding the research companies that had given bids on the polling project and to their cost and time frame . One company would be able to do the work within 3 weeks from the time they receive the final questions and have the results back to us and their cost is $7 , 350 . 00 . The second company wants 5 weeks and they range in cost from $4900 to $6800 and they also have a $1700 option on top of that . A third company has prices between $5000 and $9000 , depending on the number of completed surveys that they do and the time span would be 3 weeks from the time they receive the questionnaire . Mr. Bucher did speak to a fourth company and the prices were similar but they did not submit a quotation . All the companies are willing to work with us , and part of their pricing depends on how many of the questions they have to do. They would like the general questions that we have, then put them into proper wording so that the questions are not biased. Mr. Bucher stated that he had requested the companies come up with an area that we would be in a 5% + or - margin of error. That is with a 95 degree confidence rating, in that range it would run anywhere between 250 and 400 completed questions . Two of the companies that have given us a quote, have quoted on actual number of questions that you answer and another one quoted on the minute . Mr. Jeff Davis questioned what is the potential for getting this kind of money in the period of time we need from our budget to pay for this? Mr. Bucher stated there are several options to consider. Number one is the 1988 Plan Commission/BZA Budget, we encumbered those funds last year and are available for this project this year. In July 1988 we budgeted for $60, 000 for 1989 . We asked for special appropriation to start this project early. In 1989 we budgeted $60, 000 which is what our contract with HNTB is . As Mr. Bucher sees it, that $5 , 000 would be available for comprehensive plan work. Also, in the Plan Commission/BZA Budget Mr. Bucher feels there is a line item of $4500-$4700 to be used for professional COMPREHENSIVE PLAN UPDATE MEETING - AUGUST 8, 1989 2 services . In 1988 he recalls that we did spend some of that money in that category for traffic study. Mr. Bucher assumes that money would be available to use for something like this out of the Plan Commission/BZA Budget and doesn ' t think that any of that has been spent this year. It was discussed at last nights council meeting that there was a matter before the council about the Economic Development Commissions budget in the community and in what they are to do with their money. That money is not from taxes , it is from bond issues and things that were done with development and that would possibly be another source . There is probably between $40 and $45 , 000 in the EDC budget . That would take a request to the EDC Commission and the expenditure maximum they can make is $5 , 000 and whether or not that is considered as Economic Development effort or for promotion of the city. Funds would be mailable then at a relatively short term basis . It would not take council action for Plan Commission/Bza to use the professional services money, because that is a line budget item. Mr. Bucher stated that a contract that was entered into by one of these companies , would need the Board of Works approval as contracts do . EDC money would have to go before the EDC Commission but does not take Council action . The committee would have to meet and act upon the request . Mr. Davis requested that a couple members from this committee, work with the staff over a very short period of time to pick a company and this in motion. Mr. Potasnik stated the purpose of the funds for EDC are to be used for the City of Carmel . There are certain definitions that need to be clarified from Councils standpoint . Both Council and EDC are ready to sit down and clarify the purposes of the EDC . It would not be prudent for this group to be dependent upon those type of funds and we should look for other methods of financing this . In a competency rating that you addressed is that dependent upon the method of the media in which they choose to use to formulate the public input? Mr. Bucher stated that all of these that he has worked on is strictly a random sample, approximately 300 telephone calls survey. They would be asked all the same questions , numbers are selected at random by computer. The calls will cover the whole township. Two of the companies will provide you with an address or location of where the call was made and to whom the call was made so that you can check to see that you have a variety of homes within the township . We are basically looking at doing a telephone survey. We have discussed at earlier meetings the newspaper survey, or handouts in restaurants or for people to pick up or a mail out survey, etc . . Mr. Potasnik questioned if these groups that you have contacted, have seen these questions and have they made an opinion? COMPREHENSIVE PLAN UPDATE MEETING - AUGUST 8 , 1989 3 Mr. Bucher stated that at least one of these companies are accustomed to doing this type of work. Mr. Bucher would encourage the committee to assist in selecting the company to do this survey. Mr.Jeff Davis questioned if the company will be able to develope the type of questions needed in regards to the traffic and land use? Mr. Bucher stated the three companies that bids have been received from are : American Marketmetrics , Walker Research and Emmis Research. Mr. Alan Potasnik, Mr. George Sweet and Mr. Wes Bucher will be the committee for the polling and will select the company to use . Mr. Davis requested the committee respond to the questions handed out by staff , after reviewing them for their opinion, be answered by Friday, August 11, 1989 and turned into the polling committee . Mr.Randy Schultz stated that the telephone survey would get only the people that are at home at that time and that is not a very accurate survey. You may be interviewing with people who are not familiar with the Master Plan . An alternative would be to have a written survey, maybe we could advertise a telephone number that people could call in and get a written survey sent to them, one survey per household. So the people that are aware of some of the issues can be involved in this survey. Some people have Zionsville phone number, will they be excluded from this survey? Mr.Wes Bucher stated that a written survey is probably the best, even though you don' t get a true bias opinion. A survey is a reflection of peoples attitudes at the time it is taken . The survey will be taken within two weeks, a week for the data to be accumulated and the survey will be taken at different times of the day. Mr.Jeff Davis stated that there are problems with all forms of survey. Phone surveys seem to be more complicated. We do want the random sample survey. We will do other areas of survey for public input . Mr. Horace Hadley at 141st Ave . N.W. questioned who is going to be asked to complete the survey? Mr. Hadley stated his concern of getting a cross section of peoples opinion rather than only people that live in $200, 000 and up homes . We should at least consider mailing out questionnaires . Mr. Bucher stated that the number of questions would be determined by the final price of the survey. The questions are designed to cover all of Clay Township. The people in the COMPREHENSIVE PLAN UPDATE MEETING - AUGUST 8 , 1989 4 Zionsville area will not be excluded. Mr. Bucher feels the random sample phone survey is the fairest way to reach the cross section of people . Dr. Jim Dillon stated his concern about the telephone survey, we should publish the survey in the newspaper. We want all the peoples opinions now, not when the survey is complete . We need to do it in a variety of ways . A gentleman from the audience suggested that a public announcement should be made to tell the public that a telephone survey will be taken and if you do not get called, call City Hall and get a questionnaire to complete . At what time will we have a program ready in map form for the public to look at? Mr.Jeff Davis stated the more input we get the better it will be . It will be late in the process before we have a map for anyone to look at . Ms .Joanne Green stated they hope to have a conceptual land use plan at the end of October. It will not be in a final form. Mr.Jeff Davis stated that this process is just like a funnel, you collect all the information and public input in the early stages and as it progresses it will be narrowed down into a plan . Ms . Sue Dillon suggested a mail out system, by mailing a survey out with the school newsletters or in a utilities bill . It could be mailed by routes . If you can include it in a mailing, you could have the resident complete a grid stating where they reside. Mr. Jeff Davis stated that we do anticipate a better return from undeveloped areas . We would like to get a plan so that people moving into the new areas will know what to expect in the surrounding area. Mrs . Ila Badger questioned if there is any reason why we couldn' t or should not ask the township to participate in the financial aspect of this study? She felt that the township did participate the first time in the Comprehensive Plan financially. A woman living in the main part of Carmel spoke in concern that their area would be more effected by the plan update, and felt that they should be considered in how the survey is conducted. Mr.Wes Bucher commented that if we did a written type of mail out survey or just one that would be available to interested people to hand out, either through their neighborhoods or through the association would be helpful on more specific guidance in their own local areas . COMPREHENSIVE PLAN UPDATE MEETING - AUGUST 8, 1989 5 Mr.Greg Binder commented that once the plan for growth and traffic is updated to cover the next 10-40 years , how will that plan be implemented? Mr.Jeff Davis stated that we want a plan that does what we want it to. Rezones will be more and more difficult . With a good comprehensive plan update, the Plan Commission and Board of Zoning Appeals can be more responsive . We are sensitive to the communities concerns . Mr.Will Wright stated that with this update we will produce a better Comprehensive Plan for the future of Clay Township, it will not be perfect . The plan will have to be improved in the future and we will keep improving it until the community is completely developed. Ms . Sue Dillon stated that we should send one survey to each address so they can ' t be stacked. She feels that the ordinances should be updated to go along with the Comprehensive Plan . Ms . Green stated the next meeting scheduled for August 22 will be devoted to only the traffic study. If we don ' t have the counts by then the meeting would be cancelled. The meeting was adjourned at 9 : 07 P .M. . 4-