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REV: 08-22-24 VR <br />Task 1 Summary of Anticipated Meetings, Hearings, and Community Outreach <br />Activities <br />The following will occur during Task 1, and are also summarized in Table 1: <br />Regular Coordination Meetings. <br />Task 2 – Project Initiation <br />2a – Kickoff Meeting with Preparation, Walking Tour & Summary <br />WRT will facilitate an in-person, half-day kick-off meeting with City staff and key <br />consultant team members to review the project description, scope of work, master <br />schedule, project objectives, and essential project outcomes. WRT will review important <br />project management topics such as project protocols and information requests including <br />relevant documents and datasets. The kickoff meeting will also include a walking tour of <br />the Plan Area to build a shared understanding of challenges and issues and to identify <br />opportunity areas, linkages, and consider the extent of the planning area and its <br />adjacencies. Consultants and City staff (“The Project Team”) will review an initial list of <br />relevant documents and data prepared by WRT. <br />DELIVERABLES: <br />meeting preparation by WRT’s team with input from City staff, including agenda, <br />tour map, master schedule, draft project objectives, requested documents and <br />data, and City coordination regarding meeting logistics; <br />meeting facilitation and attendance (see also Table 1: Anticipated Meeting <br />Attendance); <br />minutes prepared by WRT and DJP&A with site tour highlights and, as necessary, <br />revised project objectives. <br />2b – Information Gathering and Base Mapping <br />WRT will work with City staff to collect and analyze existing documents and data to <br />understand issues, opportunities, and challenges, as it creates an Existing Conditions <br />Report. A file sharing platform will be established and managed by WRT. <br />WRT and City staff will meet virtually to establish protocols for data sharing, preferred <br />platform(s), and graphic format as relates to project mapping needs. Prior to said meeting, <br />WRT will develop a comprehensive list of materials and data to be requested from City <br />staff and allow for City staff to evaluate availability. WRT will be responsible for <br />downloading and obtaining data that City staff identified as not readily available from the <br />City and/or can be downloaded from another data governing source. This applies to all <br />data, including GIS data. <br />WRT will develop base maps for the planning area, which will show parcel lines, historic <br />and other district boundaries, building footprints, open space, public plazas, parking lots, <br />ATTY/AGR.2024.139/Wallace Robers & Todd LLC (Downtown & Central RWC) (Page 14 of 60)