Phase 1 – Initial Consultant Research & Kickoff Meeting • Consultant to review park user statistics, historical records, and other pertinent data provided by staff regarding Skatepark usage. • Consultant shall review a list of potential Skatepark upgrades and renovations from staff based on informal user feedback received and maintenance considerations. • Consultant and staff shall meet and discuss the following at the Kickoff Meeting (can be in-person or virtual): o Overall outreach strategy o Establish dates for public outreach meetings (two must be produced by Consultant) and how to advertise these meetings to the public to ensure adequate attendance o Utilization of the City’s Public Input electronic survey and feedback system • Within two weeks of the Kickoff Meeting, Consultant must send staff an updated project timeline that includes information discussed during the Kickoff Meeting. Phase 2 – Advertisement of Community Outreach Meetings • Consultant shall retrieve a list of Skatepark users from staff to create an emailing database. Consultant will produce an informational postcard or the like that advertises upcoming public outreach events and a summary of the outreach process. The list may be comprised of approximately 3,000 addresses that may be emailed. • Consultant shall establish survey questions and answer options to be used for an electronic survey to be administered by staff via QR link to the City’s Public Input survey system. Staff will share results with Consultant. • Consultant shall generate graphics and other materials to be used for advertising public outreach events on social media and other forms of electronic communication. • Consultant and staff shall meet at least one time in-person or over video conference to discuss advertisement plans, marketing graphics, and other logistics related to advertisement of public outreach meetings. • All marketing supplies and materials that may be needed will be at the cost to the consultant. Phase 3 – Community Outreach Meetings • Consultant must coordinate, plan, and facilitate two public Community Outreach meetings. • Initial Community Outreach Meeting shall include a presentation of the changes proposed by staff and other informal feedback received to this point. • Subsequent Community Outreach Meeting shall include a presentation of changes proposed by staff and feedback received through the outreach process, such as the survey results. • Consultant is responsible for producing all printed materials, PowerPoint presentation, etc. related to the proposed park changes. Costs of printed materials are the responsibility of the Consultant. • Consultant shall facilitate dialogue with the Skatepark Community related to all proposed changes, including the potential transition to a multi-wheel facility. • Consultant shall take detailed notes tracking the preferences expressed by the Skatepark Community at the Community Outreach Meetings. • Upon the conclusion of all Community Outreach Meetings, Consultant shall organize a debrief meeting with staff either in-person or via video conference) to summarize findings. Phase 4 – Comprehensive Report & Presentation • Consult shall produce a Comprehensive Report with the following components: o Summary of data gathering and outreach advertisement process o Summary of Community Outreach meetings o Summary of the findings based on Community Outreach meetings, electronic survey, and other methods utilized to gather feedback • Comprehensive Report must be submitted to staff in draft form within three weeks of concluding the final Community Outreach meeting for review. • Consultant shall present a PowerPoint version of the Comprehensive Report to the Lake Forest Community Services Commission and the Lake Forest City Council. Both of these presentations require in-person attendance.
