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HomeMy WebLinkAboutSpecial 2014-07-29 COMPLETE AGENDA PACKET - Facilities Needs Assessment and Feasibility StudyTUKWILA FACILITY NEEDS ASSESSMENT AND FEASIBILITY STUDY MEETING PURPOSE COUNCIL CHECK -IN JULY 29, 2014 1 5:30 PM - 8:00 PM TUKWILA COUNCIL CHAMBERS • Overview of the facility alternatives being considered within the feasibility study, and the conclusions and recommendations coming forth from the consultant team. • Presentation of the consultant team's recommendations for communicating the status and direction of the feasibility study with the community, and the Council's concurrence on the strategies. AGENDA 5:30 pm 5:35 pm 5:45 pm 5:50 pm 6:00 pm 6:10 pm 6:20 pm 6:30 pm 6:40 pm 6:50 pm 7:00 pm 7:30 pm 8:00 pm MEETING MATERIALS 1. Documents presented to the Steering Committee on July 1, 2014, describing and depicting facility improvement options. 2. Communication Plan — Discussion Draft, prepared by BERK Consulting. Facility Assessment Overview and Status Phase 1 and 2 Refresher; Goals for Phase 3 Evaluation Criteria for Facility Alternatives Delivering city services from multiple facilities — departmental relationships City Hall Campus Law and Justice Center Public Works * Dinner break * Fire Department City Hall Communication and Community Engagement Strategies Council discussion and input Adjourn Dave Fergus Dave Fergus / Dawn Couch Dave Fergus Dave Fergus Dave Fergus Dave Fergus Dave Fergus All Dave Fergus Dave Fergus Dawn Couch R. RIC ergas TILLER. II NIFlIV I4i Poi All TUKWILA FACILITY NEEDS ASSESSMENT AND FEASIBILITY STUDY COMMUNICATIONS PLAN July 20th, 2014 DOISCUSSIII Community support is necessary for the long -term viability of the City's Facilities Plan and sustainability of the City's facility investments. This document outlines the communications approach to be executed as part of the Facilities Needs Assessment and Feasibility Study. Future planning phases will require new communications and outreach plans to inform the siting, design, and construction phases of new City facilities. The consulting team will work collaboratively with the City and its planning groups to identify and refine key messages for specific audiences and the public at large. C,,C,)IIMIIIMI „iIN III CAT IIC)II JS OBE EC, if IIVES • Ensure the plan process and analysis is transparent. • Demonstrate the City is conducting a thorough Needs Assessment. • Demonstrate how the Plan will deliver better public safety and optimize service delivery. • Improve awareness of the City's facility needs. • Cultivate public support for City facility investment. • Cultivate a shared vision between staff, City leadership, City Council, and the community at large. AU U EE) I. E `?J C ES • Tukwila Staff • Tukwila residents • Tukwila businesses • Institutional partners (school districts, service providers) II°,HrC IN ff S ;.,) II C .,) I N TACT Staff Contact: Bob Giberson, Public Works Director, 206- 433 -0179 (main), 206- 431 -2457 (desk), Bob.Giberson@TukwilaWA.gov Communications Contact: The new Communications Director will assume responsibility for the Communications Plan and contact with all media representatives. Until the Communications Director is in place, Stacia Norris, Graphic Designer, Stacia.Norris(TukwilaWA.gov will act as communications contact. Lead Architect: Dave Fergus, Senior Principal, Rice Fergus Miller, 360 - 377 -8773, dfergus@rfmarch.com July 20, 2014 1 2 This document establishes key messages about the Facilities Plan and preliminary findings to guide general communications. Project summaries and external media pieces will be approved by the Mayor's office and City Council. Key messages include: • The Facilities Needs Assessment is guided by the City's community supported Strategic Plan and the vision of Tukwila as the city of opportunity, the community of choice. • City facilities are for the benefit of Tukwila residents and businesses. They include buildings, workshops, and fire stations. • This is the first comprehensive study of all the City's major facilities. • The Facilities Needs Assessment will guide future investment in City facilities. • Some of the City's facilities are nearing the end of their useful lives. Before investing in existing facilities, the City wishes to reassess its needs and the suitability of its current buildings. • Due to age and condition, the City's current facilities are expensive to occupy and maintain, and will require significant investment to remain functional in the coming years. Making investments to update facilities and infrastructure today is the most cost effective option. • The last major investment in facilities to support core city functions was almost 40 years ago. The City has grown substantially and the way it does business has changed over the last four decades. The City's current facilities are not flexible and are expensive to modify. • Staffing is the largest City expense. Some City departments are spread across multiple buildings, creating inefficiencies that require additional staff time to accomplish tasks. Updated facilities can create greater efficiencies in work processes and staffing needs. • Ensuring public safety is a primary goal of the City. Some key city facilities are at risk of failure in a major seismic event or other catastrophe. The Facilities Plan will prioritize the safety and response capabilities of the City. CEII0 ,ININ 0.,LIS A, IN0) (Cr)ILLfir,ff,,0..,IR A, IL IN fir,fr0..,IR III A, 0..,IS 0 Internal Communications City staff act as spokespersons for the City in their daily is critical that City staff are equipped with key messages the Facilities Needs Assessment and Feasibility Study. In addition to Internal Engagement activities conducted about the progress of the Facility Study through the City's internal newsletter The Grapevine. activities of serving the public. For this reason it to ensure consistent and clear representation of Contact: Stacia Norris, Communications Purpose: Project Update to Staff Publication date: Monthly until the remainder of the project July 20, 2014 as part of the Study, City staff will be updated 4 me.wrs liner for +a►ad about City of Tukwila employees 2 O Tukwila City Pages insert to Tukwila Reporter Lead: City, BERK Supporting Contact: Stacia Norris, Communications Messages: Messages will follow the topics of the project phases including: • Announcing the Study and its objectives • Announcing that some facilities have reached the end of their useful lifespan • Getting feedback on the criteria on which future facility decisions should be made • Identifying key decision points, presenting options, and soliciting feedback on preferred direction • Sharing the resulting facilities plan Target dates: • BERK provided draft content to City on June 10th, 2014 • Revised by city staff. Content vetted with Steering Committee on July 1, 2014 • First publication data July 14th, 2014 © Website Video A two- to three- minute message rich, visually engaging video featuring the Mayor. The video will be placed on the City's website, with links posted on both Twitter and Facebook. Lead: City Contact: Scott Kirby, Communications Target date: • Preview draft content at Steering Committee Meeting, July 1, 2014 • Preview edited content with Council • Release and post on City's website, early August O Facebook Lead: City Contact: Stacia Norris, Communications Message: Announcing video content Target date: TBD © Press Outreach Lead: City, support by BERK Contact: Stacia Norris, Communications Media target: Tukwila Reporter July 20, 2014 3 3 Published July 10th, 2014 I I u i u i u i" u u; u 1. .. i i J r l i i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l a i a l Z A TUKWILA FACILITY STUDY Have you heard about the City's facility study? Do you know what it's all about? In case you are only vaguely familiar with this project, these area couple of the important things to know. And if- some time back - you took part in the consultant's staff en- gagement event in the Council chambers where you were able to express your thoughts about the state of the City's facilities, the results of your feedback together with other input was presented at Council work session on May 12. The chart below provides an interesting glimpse at the results of the Facility Evaluation. Why a study? Several City facilities are nearing the end of their useful lives in terms of their physical condition and the space available for city functions. Some City departments are spread across multiple buildings, creating inefficiencies that require addi- tional staff time to accomplish tasks. Also, the way we do business has changed - for example, attempt- ing to incorporate technology into older facilities. FACILITY EVALUATION MATRIX 2 U C Property arUcantaWit U4Y C7 CotyFf71l P y bttet 0 09 a Public & Staff Experience In the 36 years since Tukwila's government moved from the small building behind Fire Station #52 into the current City Hall, the make -up of the City has changed dramati- cally. Through general population growth, flourishing new communities, expansion through annexations, and ongoing development in the City's urban center, the level of critical services required by this city has risen substan- tially. Over the years more employees have been hired and equipment added, providing the needed support to keep Tukwila functioning. The facilities - buildings, workshops, and fire stations - which house the expand- ing service functions are often straining to accommodate the growing number of resources. Until now, an all - inclusive assessment of the City's facili- ties has never been conducted to determine what could work better and how we could most efficiently plan our long -term facility investments and actions in an appropri- ate and cost - effective sequence. This will help the Coun- cil plan for the long -term and proactively address facility deficiencies rather than react to a catastrophic failure. ao ▪ a E ▪ J J { n Facility SP a v U U U U U U U 6300 Building U U U U Community Center 0 U U U U U U 0 0 U Parks & Goff Maintenance U U U U U 0 U U 0 U Milkier Building U U U 0 U O Georg Long Shops Budding rt U U U U U 0 Fire Station 51 U U 0 U U U U U 0 IF Station 52 it 0 U 0 U 0 Fire Station 53 i U U U U U 0 U Fire Station 54 i 4 U 0 U 0 U O Evaluation Totals El Purpose As part of the needs assessment,, we have assessed the suitability and condition of these City facmliCi as This assessment will help determine the City "s plan for each of the facilities such as remodeling, selling, repurposincli, or redeveloping. Key U U 0 U Sui: CondirtUon Unsuitable C nd'itUcn ' uiuiui" uuuiu�uwiriririiaiaia isisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisi aiaiaiaiaiaiaiaiaiaiaiaiaiaiiai _ _ Iliu; Viu;" uuiu' uw iriririiaiaia isisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisisi aiaiaiaiaiaiaiaiaiaiaiaiaiaiani 11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111 3 rine: TukwilaWA.gov VILLAGE y at Tukwila VlllE rye g County Library System, t Associates, LLC, proudly t� ration of Tukwila Village, jI mixed -use development II .e yard. Please join these 1 breaking on tit 1, ,5r II >,, 'II lug County Library irce center; an out - combination with ntial space. eir IbiiIIlls on the way Dnth the City of Tukwila will out its semi - annual storm bills. The last billing was 1 January. ain utility (also called Storm ater) controls and manages ce water runoff, which in- prevention, erosion control, pollutants from entering lo- f water. The utility pays for ns and maintenance of the Dater system, as well as capi- ient projects within the City. s a flat fee for single - family vary for other types of prop- ig commercial and industrial sed on the property's size eloped surface percentage. formation about the utility, M6- 433 -0179. If you have out the bill itself, please call 9. MAYOR: Jim Haggerton COUNCIL PRESIDENT: De Sean Quinn Published July 14th, 2014 COUNCIL MEMBERS: Joe Duffle • Dennis Robertson • Allan Ekberg Verna Seal • Kathy Hougardy • Kate Kruller National Night Out Against Crime is Tuesday, August 5. Sign up now old an a or ma - • • • Jo you shop uCUU go iKeriies jinn Tuulkwiillo? Your yoke IanA er11 Recently, the City of Tukwila initiated the Grocery Store Project, with the purpose of ensuring that a quality, full- service grocery store would be able to sustainably operate near the intersection of Tuk- wila International Boulevard and S. 144th Street. The City is currently partnering with Saar's Super Saver Foods in Tukwila to better understand the grocery needs of Tukwila residents and shoppers at Saar's. To accomplish our goal, we have de- signed a survey to better understand the City's residents' demand for groceries and expectations of Saar's, as well as other major grocery stores that serve the community. Here's the link to the survey: www.SurveyMonkey.com/s/GroceryStoreProject The City is committed to bringing more healthy food options to all of our residents. Please take this quick survey; your voice will be highly valued in our ongoing efforts. For more information or if staff can answer any questions, please contact the City of Tukwila Economic Development Intern at Junpei.Guo @TukwilaWA.gov. We look forward to hearing from you Regional Animal Services of King County reminds you that nil Even on a mild day, the temperature inside a parked car can quickly rise to 100° or more. 70 75 80 85 90 14u NEVER leave your animal in a closed -up car. Every summer dogs die in hot cars, even with windows open. During this warm weather, be kind and LEAVE YOUR PETS AT HOME! uundertaIke5 to "Iliitiie5 study The City of Tukwila is currently engaged in an assessment of its facilities. The process in- cludes determining the facility needs for now and the future; evaluating the suitability and condition of the current facilities; examining plan alternatives and identifying the preferred plan; and figuring out how the plan can be ac- complished. In the past 40 years, the make -up of Tukwila has changed dramatically. Through general population growth, flourishing new communi- ties, expansion through annexations, and on- going development in the City's urban center, the level of critical services required by the City has risen substantially. Over the years more employees have been hired and equipment added, providing the needed support to keep Tukwila operating. The facilities - buildings, workshops, and fire stations - which house the expanding service functions are often straining to accommodate the growing number of resources. Several City facilities are nearing the end of their useful lives in terms of their physical condition and the space available for City functions. Until now, an all- inclusive assessment of the City's facilities has never been conducted to determine what could improve the efficiencies of work processes, and how we could most ef- ficiently plan our long -term facility investments and actions in an appropriate and cost - effective manner. In keeping with the City's adopted Strategic Plan, this study will help the Council make decisions regarding the City's future. ))J tnSl jrrr!'199Ynrr iii a ��fIF a' f �n �. dn.r:r- i IIIIIIIIIIIIIIIIIIIIII SPACE IS STILL AVAILABLE IN OUR 3- YEAR -OLD CLASS I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I III1117fn?;; i iif11710111 ill a .° or .apft-_.r LiIkWila',:,: 2115,11, a!! n ual Community Garage a E — August g ,m & SHOP! Beginning August 5, you can find a map and list of sale locations on the City of Tukwila's website at TukwilaWA.gov/YardSale.html. Ads with the list of sale locations will appear in the August 9 editions of the Kent Reporter and the Renton Reporter. You can also pick up a map and location list during business hours at: • Tukwila City Hall (6200 Southcenter Blvd) • Tukwila Community Center (12424- 42nd Ave S) • Tukwila Pool (4414 S 144th St) • Tukwila Library.(14475 59th Ave S) On August 9 & 10, drive around Tukwila looking for sales with bright yellow signs identifying Tukwila Community Garage Sale locations. SELL! There's still time to register (through July 20) to hold a sale! Your sale will get free publicity and you'll get a Yard Sale Kit with a small sign, tips for a great sale, and a list of reuse agencies that take donations. Online: TukwilaWA.gov /yardsale.html Email: recycle @TukwilaWA.gov Phone: 206- 433 -7178 Tukwila Office of Human Services Evie - 206- 433 -7180 HumanServices @TukwilaWA.gov Stacy - 206- 433 -7181 The Abriendo Puertas Project offers King County's only holistic legal assistance program providing sexual assault and immigration and family law expertise, all in a linguistically and culturally appropriate manner. Through a partnership with the Northwest Justice Project (NiP), King County Sexual Assault Resource Center (KCSARC) provides legal advocacy and assistance with sexual assault protection orders (a civil legal remedy that sometimes requires legal representation, espe- cially challenging for individuals with limited English proficiency), while NiP pro- vides direct legal consultation and representation. For sexual assault victims, no free legal representation exists at any step of the pro- cess for family law matters, presenting enormous challenges for someone who is traumatized, unfamiliar with the U.S. legal system, and not proficient in English. For information or assistance, email www.kcsarc.org, or call the KCSARC Resource Line at 888 - 998 -6423. Tukwila's Human Services Offices continues to have funding available for small housing repairs that don't disturb old painted surfaces. Funded by Housing and Urban Development Community Block Grant funds, the Tukwila Minor Home Repair program is perfect for low- and moderate - income homeowners who are having a difficult time keeping up with small repairs and preventive maintenance. Last year, seventeen Tukwila homeowners received assistance with jobs related to heating and hot water, small electrical, small carpentry, and plumbing. Funds are provided in the form of grants, with no financial contribution needed from the homeowner. There is a limitation as to the type of jobs and the cost; typically the homeowner can receive up to $2,000 annually (as funds are available) for work, with a maximum lifetime limit of $5,000. To apply for the program or to be screened, contact Evie at 206- 433 -7180. An online application is also available at the City's website - TukwilaWA.gov - under Human Services information. I 5 6 BERK Today's Presentation Process Refresher Phase 1 Refresher Phase 2 Refresher Phase 3 Up-date Alternatives and Recommendations Community Outreach and Engagement A look fo ard to Phases 4 and 5 Review Project Workplan/Timeline • Identid. • Estimate c e t space needs • Project tuture space needs • Assess suitais i t, ` use • Assess condition identify a :.rat e- ess to natives Phasing and Fund' Identify current use = Estimate current space needs (2014) Facilities Planning Target (2040) r\) rends !2 014 20 Space Needs Esumat.s. . 20'14 STAFFING -BASED ESTIMATES Finance p\\ Fire Admin Mayor Parks & Roc Adrnin PW Admin cuE ic „au\ Police o- PROGRAM-BASED ESTIMATES four Parks & Rec ch PW chops Coua *Current Need Future Neu 3 - Operational Flexibility vi Expansion Potential vi ADA Deficiencies vi Acoustics gagagagg gay,_ .nt, . _ _ nt . =nnn , 0, t.4- g Operating and Maintenance Costs Property Value Work Place Efficiency Facility Quality Location Public Image Customer Service Quality of Work Life Seismic Deficiencies 404,1 gagaa,41g. 4 444, ag-4,4,4 44 444,44,444 gag* agg, g4,44444,4 44, agagNa 4,44 alga _ nn, _ Fa,444,44,4a f City Ha 6300 Building Community Cente rks & Golf laintenance Minkler Building Evaluation ( i f epey Marketability operty Attributes 0 U 0 a 0 Property Va ee U 0 Public & Staff rience w — C 0 U ome Service Okla! of Work Defi UI Facility 5 C • u O ▪ 4V a p i 0 0 w E l El El El El E l El El El El El El U 0 U George Long Shops Building Fire Station 51 Fire Station 5 Fire Station 0 LJ 0 0 0 0 E U El E l El ▪ L L III E l is ▪ EI L 1 0 0 U 0 Evaluation Totals 1 5 7 Purpose As part of the needs assessmen we have assessed the suitability and condition of these City facilities, This assessment will help determine the City's plan for each of the facilities such as remodeling, selling, rep rpdsing, or redeveloping. Key U 0 Suitable Condition Unsuitable Condition q� are t ootage Reco c ential Government Services Fire, Police, Finance, Mayor's Office Council, Courts, City Clerk, DCD, HR, 1T, Public Works, City Attorney Community Supporting F chilies Cultural and Community Centers, Park Restrooms and Shelters, Golf Course Associated Structures, etc. dotal 10 Existing Sq. Ft. 2013 2040 Needs Needs 144,044 205,237 235,567 88,248 88,248 88,248 232,292 293,485 323,815 gage e ✓ Strategy • Drop -in workshops • On -line tools • Posted materials ✓ Staff comments and recommendations ✓ Additional feedback Tukwia Facilities Needs Assessment and Feasibility Study PHASE 3 CHECK -IN t,actigy hUprOvOnlent: Aherna Wan CI-1.-m ft-, 1' Public Safety N/ Customer Service 1' Development Cost N/ On-going Operating Expenses 1' Location 1' Efficient Delivery of City Services Relationship Diagrams • • • • • Relationship Diagrams Tukwia Facilities Needs Assessment and Feasibility Study PHASE 3 CHECK -IN Current City Hail 1� Tukwia Facilities Needs Assessment and Feasibility Study PHASE 3 CHECK -IN Alternatives City Hall Campus iU:: £4 • Pe* r- vam4^a +rY 4 t - ice8snnsn a44- i cj Kill Csrrip i, P+opw!y Recor�r�er�datio p r�s �it;� hall �ar�� Demolish 6300 Building Retain Current City Hall Building vi Construct a new Law & Justice Center on another property vi Relocate City Hall Services from 6300 to Current City Hall Building vi Construct modest additions to Current City Hall Building N Rea) e datlo us stice erg ter vi New Law & Justice Center to house: • Courts 5,000 sf • Police 33,100 sf • Emergency Operations Center 6,000 sf Criteria for locating a new Law & Justice Center: • Centrally located • Highly visible to community • Commercially zoned property • Relatively flat site, and 4 to 5 acres in size • Convenient access to a major arterial • Outside flood plains and soils subject to liquefaction P:bfIcri�'s Phase :oc:sIos vi Minkler and George Long Shops should both be replaced • Both are currently located in floodplains • Both are currently located on soil subject to liquefaction • Both are significantly undersized for today's needs • Both facilities have significant deferred maintenance issues ✓ Minkler and George Long Shops should be co- located • Co- locating affords higher efficiency • Co- locating likely less expensive to build • Co- locating likely less expensive to maintain N Pu bf Ic IrJorIis - *Ite es What might a new co- located facility look like? Hypotheti Site Diagram P bfic o s - Rea) e datio s Recommendation: Seek property for a new consolidated Public Works Center that would accommodate all of the City services currently located at the Minkler and George Long properties. Ideally, the new subject property would have the following characteristics: • Size of 15 to 20 acres • Outside any floodplains • Outside areas of liquefaction soils • 'Industrial' zoning designation • Centrally located with the City N Tukwia Facilities Needs Assessment and Feasibility Study PHASE 3 CHECK -IN tern cir tives — Fir Department • Reco e datlo s vi Fire Station 53 • Retain in current location • Minor improvements vi Fire Station 54 • Replace /Relocate — Northwesterly • Investigate partnership with City of Seatac vi Fire Station 52 • Replace /Relocate — Southeasterly • Administrative Headquarters vi Fire Station 51 • Replace /Relocate — South 180th St Rea) e d tio s vi Retain Current 24,000 sf City Hall Building vi Construct addition(s) over time to City Hall to eventually accommodate: • DCD 9,000 sf • Finance 3,900 sf • Human Resources 1,300 sf • Information Technology 2,600 sf • Mayor's Office 5,500 sf • City Council 4,400 sf • Public Works Admin 7,100 sf • Parks & Rec Admin 8,700 sf Total: 42,500 sf ✓ New Law & Justice Center on a new property. ✓ New Public Works Campus that consolidates Minkler and George Long Shops on a new property. ✓ Fire Station 51 to replaced on property already acquired by the City of Tukwila. Fire Station 52 to replaced on a new property south of the current location. Fire Station 54 to replaced on a new property northwest of the current location, potentially in partnership with City of Seatac Fire Station 47. City Hall services to remain on current City Hall Campus with modest additions to the current building. An informed public is a supportive public. A 0 to ensure consistent and effective messages about the Facilities Needs Assessment and Feasibility Study Consulting Team Communications Plan • Objectives • Messages • Points of Contact • Channels • Timeline Announce the project Describe purpose and objectives Communicates the benefits of a comprehensive assessment ...and for the next steps Share preliminary findings (which buildings are in most need of repair or replacement) Decision criteria for moving forward Long-term plan and priorities Questions?