moderator: celeste werner, aicp matrix design group – vice president michele parlett bexar...
TRANSCRIPT
Managing a Successful Multi-Jurisdictional Regional Project
ADC Winter ForumFebruary 16, 2011
Panel Members
Moderator: Celeste Werner, AICP Matrix Design Group – Vice President
Michele Parlett Bexar County, TX Project Manager for:
▪ Lackland AFB JLUS
Frank Sherman City of San Antonio, TX Project Manager for:
▪ Camp Bullis JLUS
Jeff Fanto Okaloosa County, FL Project Manager for:
▪ Eglin AFB JLUS▪ Tri-County Growth
Management Plan
Mike Hrapla Matrix Design Group Project Manager for:
▪ NSA Panama City, FL JLUS
▪ Camp Bullis JLUS▪ Malmstrom AFB JLUS
Project Manager’s Role
Laying the Foundation for a Successful Project Michele Parlett
A Full Time Job Frank Sherman
Engaging the Public Jeff Fanto
Partnering with Consultants Mike Hrapla
Managing a Successful Multi-Jurisdictional Regional Project
ADC Winter ForumFebruary 16, 2011
Laying the Foundation for a Success – Project Startup
Essential JLUS Elements
JLUS Purpose and Goals Assess development and compatible growth
OEA Partnership OEA partners with a community sponsor
Strong Executive Leadership Military and Civic
Community Technical Expertise Planners, Engineers, Landowners
Good Faith Commitment Collaborative effort and Consensus
What is a JLUS?
A cooperative land use planning effort between the military installations and their surrounding communities
It promotes compatible community development that supports military training and operational missions
A JLUS Identifies…
Actions that could and should be taken by various stakeholders to solve problems related to existing incompatible development and prevent future problems
JLUS Scope of Work
Clearly identify the major factors that adversely effect the installation’s operations
Clearly identify the installation’s operations that adversely impact quality of life for the community
Clearly identify the parameters of the study area
Budget for modifications
A JLUS Benefits…
The community by providing a forum for understanding the economic and physical impacts of a military installation’s operations.
It evaluates the impacts of the community’s development patterns on the viability of the installation’s mission.
A JLUS Produces…
A tool for application of compatible planning between the community and installation
A forum for bridging communication between the community and installation
OEA Partnership
Community Sponsor Municipality, County Government, State
Governments, Councils of Government (COGs), regional planning organizations
Sponsor role Provides non-federal match Provides project oversight Provides project facilitation Provides project implementation
Strong Executive LeadershipChampions and policy makers
Federal and State Agency Representation, Local and State Electeds, Senior Military Leadership, Senior Civic Leadership—Business and Real Estate
Executive Role Guide the direction of the project Promote and Encourage support for project Promote and Encourage support for
implementation of recommendations
Community Technical Expertise Subject Matter Experts as it relates to
project purpose Planners, Engineers, Landowners, Economic
Development Practitioners, Realtors, Builders, Legal expertise
Technical Role Know the community policies and issues Understand the problems Develop workable solutions Assist in implementation efforts Advise Executive Leadership as necessary
JLUS Organization…
CommunitySponsor
Executive/PolicyCommittee
Working/Advisory Committee
Technical Committee
Technical Committee
Technical Committee
RESPONSIBILITIES PARTICIPANTS
COORDINATION, ACCOUNTABILITYPROJECT/GRANT MANAGEMENT
MUNICIPALITY, COUNTY OR STATE GOVERNMENTS, COGs
Policy Direction; Study Design/ Oversight; Budget Approval; Monitoring; Report Adoption
City Officials; County OfficialsBase Leadership; Private Sector LeadersState Officials
Technical Issues; AlternativesReport Development;
Recommendations
Local and Base Planners; Community Staff; Business RepresentativesResidents
Good Faith Commitment
Commitment for project Active participation during process and
implementation efforts Collaboration Open to ideas Willingness to address controversial
issues Open to creative problem solving
Resources
OEA Compatible Growth http://www.oea.gov/
JLUS Project Websites http://www.campbullisjlus.com/; http://www.lacklandjlus.com; http://www.tri-countybrac.com; http://www.bcdcog.com/JLUS.htm
Social Media Websites Linked In; Facebook
Joint Land Use Study Project Manger
ADC Winter ForumFebruary 16, 2011
A Full-Time Job
Project Manager
Before JLUS After JLUS
Role of the Project Manager
(extracted from office description)
Ensure tasks in the SOW and consultant contract are completed on schedule
Coordinate the data collection
Serve as a focal point for all entities
Set up a schedule of events and monitor timeline
Role of the Project Manager (cont.)
Arrange one-on-one meetings between consultant and agencies
Schedule and coordinate key meetings with the Executive Committee and Advisory Com.
Coordinate Public Meetings▪ (time, location, agenda)
Role of the Project Manager (cont.)
At the outset: Write Statement of Work Write Grant Request Write Request for Proposal Evaluate Proposals Orchestrate Movement to City Council Write Resolutions authorizing grant or
support
JLUS Ready for Take-off
Camp Bullis JLUS Lackland AFB JLUS
Randolph AFB JLUS
OEA Grant…check. Committees formed…check. Publicity…check.
We’ve got County Clearance. Let’s get this baby off the ground!
Project Manager
Experience, Knowledge, and Qualifications
Project Manager “Experience”
Local Government government procedures, policies,
departmental functions, political realities
Management organize, plan, communicate,
coordinate, direct, and research
Military understand organization, possibly less
open with information, change is sometime difficult
Project Manager “Knowledge”
Military Operations Mission – training (train like you fight)
▪ Noise, light, dust, 24/7 Organization and Chain of Command
▪ Not run by committee, not open and transparent, sometimes little knowledge of local government processes
Local Government Operations Limits of authority, open meetings laws,
freedom of information act, records retention Police Powers – regulations/restrictions
Government Policies and Procedures
Project Manager “Knowledge”
Ability to Speak the Language
AICUZ APZ ANG ABW
BRAC ETJEIS GISMDP PUDNOE NVG
Zoning, Density, Vesting, Smart Growth
Project Manager “Qualities”
Responsive FlexibleDetail Oriented
CommunicativeAnticipatory PersistentSensitive Thick SkinnedAffable Sense of Humor
Ability to multi-task
Data Collection
Foundation for the Study
Time Consuming: possibly months Military, Government, and Agency
staffers▪ have other priorities
Persistence to get data▪ requires checking back – without being
irritating
Data Collection
Research Does Data Exist? Is it Current?
Operations Orders, Manuals, Letters of Agreement ▪ Example: Air Operations Manual at FAA Office at
Airport and Alamo Area Council of Governments LOA with Ft Sam Houston
Need Specifics and Statistics▪ 8 million rounds of ammunition fired in 2009 at
Camp Bullis
Military Personnel Rotation – civilians as continuity
Local Government – cultivate old timers
Meetings
Arrange and Attend Elected officials, get on calendar in advance,
avoiding conflicting meeting dates Minutes: writing and editing
With Consultants Military, government departments, and
stakeholders
Other Government Entities Federal, state, counties, agencies (U. S. Fish
and Wildlife, Commission on Environmental Quality, etc.)
JLUS Public Meeting
Miscellaneous
Community Outreach Rural difficult, lack of interest until property
identified
Publicity, Advertisement, Public Meetings
▪ Ex: High Schools, etc. (contracts, security, audio-visual, food)
Elected Officials: e-blasts and newsletters Postings Website Updating Draft Plan to Municipalities and Libraries
Project Manager as the“Local Go to Person”
Consultant: busy organizing data, analyzing it, formatting, and drafting the narrative, rationale, and recommendations-- does not have time to deal with every issue, department, stakeholder, or research all details
Consultant and Project Manager
act as a Team
Consultant / Project Manager Team
The Nexus
Military
Developers
Property Owners
GovernmentFederal, State, Local
Environmentalists
Supervisor
Elected Officials
Media
Citizens
Consultant
Real Estate Professionals
Project
Manager
Rapping it Up
Reading and editing drafts and revisions
Public Meetings and Comment Period▪ Consolidation of Public Comments
Government Process for Approval Memos/briefings to City Hall Briefing Council Members (Districts) Writing Resolution of Support
Project Manager
Nexus and Neutral
JLUS Project Manager
Full-Time Job – But Don’t Take It Home!
“It came with the job!”
Managing a Successful Multi-Jurisdictional Regional Project
ADC Winter ForumFebruary 16, 2011
Engaging the Public
Eglin AFB Tri-County Joint Land Use Study (JLUS)
Study area: 3 counties/10 municipalities in Northwest Florida
Eglin AFB Tri-County Joint Land Use Study (JLUS)
Region is “Military Friendly” Eglin – $6 billion annual economic generator Hurlburt Field (Okaloosa Co); NAS Whiting Field
(Santa Rosa Co); NAS Pensacola (Escambia Co); Tyndall AFB and NSA Panama City (Bay Co)
FL Statutes mandate military compatibility Community responsibility via Comprehensive
Plans/Land Development Codes
OEA supported JLUS w/financial & technical assistance
Eglin AFB Tri-County Joint Land Use Study (JLUS)
New BRAC missions 7th Special Forces Group (Airborne) F-35 Joint Strike Fighter Initial Training
Site▪ Pilot and Maintenance training
Environmental Impact Statement (EIS) Conducted concurrently with JLUS
Structure agreed upon via jurisdictional resolution
Eglin AFB Tri-County Joint Land Use Study (JLUS)
Meetings held “in the sunshine” Policy Committee noticed, open to public Technical Advisory Group “closed” but
open to interested citizens to participate in the process
www.tri-countybrac.com All minutes, presentations posted here
Local media – NWFDN, Bay Beacon, WFTW Editorial boards/outreach to staff
writers/on air
Eglin AFB Tri-County Joint Land Use Study (JLUS)
We were moving right along…..until JLUS originally scoped to use ‘06 AICUZ Local community (Valparaiso) push to use JSF data
▪ AF agreed to provide data at release times provided in NEPA▪ OEA provided additional resources for analysis
First EIS data released concurrent with DEIS▪ Blended Mix preferred alternative
Then came the FEIS▪ AF preferred alternative changed▪ Additional analysis required
Draft JLUS and recommendations▪ We were moving faster than NEPA▪ Concerns of JLUS recommendations “getting ahead” of EIS
Result: 8 month delay in JLUS completion
Eglin AFB Tri-County Joint Land Use Study (JLUS)
Keeping on message…”We are NOT the EIS!” JLUS and EIS were separate studies
▪ JLUS – Community-based study (open)▪ EIS – Air Force study (not open)
NEPA limitations on active public involvement▪ Public hearings not Q&A, merely opportunity to comment
JLUS had only story to tell (at times)▪ Not all good news (Valparaiso)▪ Mixing JLUS/EIS became common; everyone got the
blame Meetings…..bloody meetings
▪ 19 public meetings (most poorly attended)▪ 45 one-on-one’s
Eglin AFB Tri-County Joint Land Use Study (JLUS)
Other ways we engaged JLUS Policy Committee Chairman penned op ed
▪ Pledged to work together to solve emerging issues Eglin base commander supported JLUS process
▪ Vice chair of JLUS Policy Committee In the end, we may have lost the battle….
Valparaiso panned JLUS/EIS at every turn▪ Local headlines read: “Val’P scoffs at JLUS”, “Val’P decries JLUS”,
“Valparaiso mayor walks out of JLUS meeting”, “Valparaiso sues Air Force”
….but we’ll win the war! JLUS implementation continues
▪ Val’P did pass resolution of support (omitted any noise references, though)
▪ Working with City on Noise Attenuation Study RFP and other long-term strategies
Eglin AFB Tri-County Joint Land Use Study (JLUS)
Lessons Learned Active participation/involvement is
critical!▪ Keeping ambassadors is vital to forward
movement▪ You’re only as good as the staff/policy
makers JLUS concurrent with EIS –
extremely difficult▪ Constantly changing data compounded
difficulty Resolutions of support at the
beginning supportive communities at the end▪ Val’P on board until the issues came out
in print▪ Turned recommendations into “you’re
against us”▪ Lawsuits & settlement agreements
Managing a Successful Multi-Jurisdictional Regional Project
ADC Winter ForumFebruary 16, 2011
Partnering with Consultants
JLUS Experience
• Beale AFB – CA
• Edwards AFB – CA
• FT Irwin - CA
• NAWS China Lake – CA
• R2508 – CA
• Bay Co - FL
• Navy- AF Guam - GU
• Idaho – ID
• Malmstrom AFB – MT
• Camp Rilea – OR
• Camp Bullis - TX
• Del Rio – TX
• Kingsville – TX
• Camp Williams – UT
• Hampton/Langley – VA
• Fairchild AFB – WA
If you are considering a JLUS – Let’s talk about:
• Challenges • Inclusion• Discovery• Process• Public Outreach• Key Focus Items• Outcomes
Overview
Wide range of stakeholders
Broad spectrum of issues
Timeframe and Time Commitments
Strong property rights issues
Rural and Urban situations
Minimal authorities in rural areas
Challenges
Today’s Challenges
CommitteesStakeholdersConcern Citizens and GroupsOther Regulatory Agencies
Striving for: Buy in Acceptance Willingness to implement
Inclusion – Who and Why
Public Officials Local / County Other AgenciesMilitary RepresentativesOEA
JLUS Participants ResponsibilitiesSponsors OEA
City County
Policy Committee Policy DirectionStudy OversightMonitoringReport Adoption
Technical Committee Technical IssuesAlternativesReport DevelopmentRecommendations
CoordinationAccountabilityGrant ManagementFinancial Contribution
Planning StaffEngineering StaffTechnical SpecialistsSpecial Interests
Committees
Key Roles and Assignments
The JLUS is a Discovery Process
Known Issues
Broader
Factors
Future
Concerns
Solutions
Discovery – Looking for ?
Reminder Why Compatibility is CriticalDecember 8, 2008 – San Diego, CA
15.Cultural Sites16.Legislative Initiatives17.Interagency
Coordination
Natural 18.Water Quality /
Availability19.Threatened and
Endangered Species20.Marine Environments
Competition for:21.Scarce Resources22.Land or Airspace23.Frequency Spectrum24.Ground Transportation
Man-Made 1. Land Use2. Safety Zones3. Vertical Obstruction4. Housing Availability5. Infrastructure Extensions6. AT/FP7. Noise8. Vibration9. Dust / Smoke / Steam10.Light & Glare11.Alternative Energy
Development12.Air Quality13.Frequency Spectrum
Interference & Impedance14.Public Trespassing
Compatibility Factors
Number of committee meetings
Opportunities for review at phases points
Time for adequate review cycles
Process – It is Iterative
Striving for collaboration – Success
Many issues across wide range of concerns
Numerous stakeholder positions
Impacts to schedule
Process – It is Iterative
Public Information
Public Participation
Public Input
Public Outreach
Seek Active Engagement
Public - Outreach & Input
Increased Understanding of Range of
Issues
Geographic Awareness
Tool Box of Strategies or Actions
Formalize Cooperation &
Coordination
Prepared for next step -
IMPLEMENTATION
Key Focus Items
Report
Understanding
Awareness
Cooperation
Body of Knowledge that helps decision makers at all levels make better informed decisions
Outcomes
Questions…
Frank ShermanCity of San Antonio,
TX Military Affairs Office
Senior Manager Analyst
210-207-1337Frank.sherman@sanantoni
o.gov
Michele ParlettBexar County, TX
Economic Development
Senior Analyst210-335-0034
Jeff FantoOkaloosa County, FL
Growth Project Coordinator850-609-3014
Mike HraplaMatrix Design Group
Vice President602.288.8344