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From Idea to Realisation •••• BGCI’s Manual on Planning, Developing and Managing Botanic Gardens From Idea to Realisation – A Bringing a Big Idea to Life From Idea to Realisation •••• BGCI’s Manual on Planning, Developing and Managing Botanic Gardens Part A: From Idea to Realisation – Bringing a Big Idea to Life Contents CHAPTER 1: PLANNING AND IMPLEMENTING BOTANIC GARDEN DESIGN PROJECTS 1.0 Definitions . .3 1.1 Introduction . .3 1.2 The Foundation: The Big Idea . .5 1.2.1 Envisioning the Botanic Garden . .5 1.2.2 Directing the Project – The Steering Group . .6 1.2.3 Managing the Development – The Project Manager . .6 1.2.4 Defining the Purpose – Vision and Mission Statements . .6 1.3 Establishment of a Design Programme . .7 1.4 Site Selection and Feasibility Study . .8 1.4.1 Selecting the Botanic Garden Project Site . .8 1.4.2 Conducting a Feasibility Study . .8 1.4.3 Projecting and Valuing the Investment – the Business Case . .11 1.5 The Design Process: From Creative Ideas to Technical Solutions . .12 1.5.1 Design Team Composition and Design Process Options . .12 1.5.2 Request for Proposals and Scope of Work . .12 1.5.3 Design Brief . .13 1.5.4 Master Plan . .14 1.5.5 Detailed Design . .17 1.5.6 Tender Documents . .18 1.6 Construction: Bringing the Design to Life . .18 1.6.1 Procurement . .18 1.6.2 Construction Documents . .19 1.6.3 Construction . .19 1.7 Pre-Operations: The Earlier the Better! . .21 1.7.1 Expert Advice During the Design and Construction . .23 1.7.2 Governance and Organisational Structure . .23 1.7.3 Development of a Strategic Framework . .23 1.7.4 Staff Recruitment and Professional Training . .24 1.7.5 Developing the Plant Collection . .24 1.7.6 Initiating Research Activities . .25 1.7.7 Developing Education, Interpretation and Communication Activities . .25 1.7.8 Preparing a Marketing Strategy . .25 1.8 Conclusion: Critical Success Factors to Establishing or Redeveloping Botanic Gardens . .26 1.9 Bibliography and References . .26 Part A • Chapter 1 2 From Idea to Realisation •••• BGCI’s Manual on Planning, Developing and Managing Botanic Gardens Chapter 1: Planning and Implementing Botanic Garden Design Projects Annette Patzelt and Andrew Anderson, Oman Botanic Garden 1.0 DEFINITIONS Request for proposals (RFP): A comprehensive document that outlines the aims of the project and allows bidders to produce a Business case: A compelling justification of the added value of the proposal. proposed action and resources needed for the investment, intended to convince decision makers to approve a proposed action. Scope of work: Most critical component of the Request for Proposal (RFP). It provides comprehensive information about the Business plan: A document outlining how an institution will be project and defines the expertise and experience required. governed, marketed and funded to successfully achieve its goals and objectives. Depending on the context, the business plan may Strategic plan: Description of the overarching direction or either be short-term or long-term. directions during a specified period, often over three to five years. Strategic plans set the tone and targets for the entire organisation Design brief: A document containing very detailed information and identify the highest programme priorities. about the project to guide the design process. It is a more exhaustive expansion of the scope of work. Tender documents: Provide the highest level of detail for all technical construction specifications. Detailed design: Development phase that comprises the production of detailed information and construction specifications. Vision: The long-term aspiration(s) of an institution. Feasibility study: Evaluation and analysis of the potential of a proposed project which is based on extensive investigation and 1.1 INTRODUCTION research to support the process of decision making. Master plan: An essential document of any botanic garden KEY MESSAGE development that identifies activities, opportunities and facilities Time and resources are often that need to be considered to deliver the vision and mission of the organisation. It can be used to translate the requirements defined underestimated – botanic gardens do not in the scope of work and design brief into a concept design happen overnight but are long-term solution. It may comprise to-scale plan drawings, illustrations and sketches, as well as cost estimates of the construction work. endeavours with considerable ongoing operational requirements. Mission: Concise statement articulating an institution’s fundamental purpose. Pre-operations: A vital component during the planning and design phases of the botanic garden which establishes the The conceptualisation, design, renovation, transformation or preliminary governance and organisational structure, the plant expansion of a botanic garden or any of its parts is a unique and collection and initial programmatic activities including research, rewarding experience, with ecological, cultural, educational and outreach and education. economic benefits that may last for generations. Comparatively few resources exist to date to guide the development process of a botanic garden. This chapter is intended to provide an outline of the steps and strategic thinking recommended for the planning, design and construction of a botanic garden project of any scale or complexity. Time and resources are often underestimated – the development of a botanic garden is a long-term endeavour with considerable ongoing maintenance requirements. Appropriate allocation of time and resources during the preliminary planning will maximise the chances of the project meeting its budgetary and scheduling needs in the ensuing phases. This will also help attract further support and funding at a later stage, as illustrated in Case study 1.1. Assessing project site suitability in Madagascar. (Image: Paul Smith) Part A • Chapter 1 3 From Idea to Realisation •••• BGCI’s Manual on Planning, Developing and Managing Botanic Gardens CASE STUDY 1.1 contributed and, after more than 12 years, AUD 1.2 million was How to establish a botanic garden? available to develop the botanic garden. Its first permanent worker The example of the Australian Arid Lands commenced work in 1994 which greatly advanced site progress, Botanic Garden, Port Augusta aided considerably by Friends volunteers. John Zwar, Port Augusta, Australia In February 1996, a Board of Management reporting to the Council met for the first time replacing the Advisory Committee. Stage 1 of The Australian Arid Lands Botanic Garden opened in September How do you establish a botanic garden? The short answer is: with 1996. The City Council operates and funds the botanic garden difficulty and extreme persistence in the case of The Australian Arid which continues to develop on a low budget with a small number Lands Botanic Garden at Port Augusta in South Australia. of paid staff. Up until 2004, WMC resources provided a total of almost AUD 1 million. State and federal governments have had little My horticultural training was undertaken at the Botanic Gardens of further input. Friends’ volunteers with appropriate skills assist Adelaide. Following an overseas study tour looking at amenity substantially with the development and maintenance, plant horticulture in arid regions, I proposed to the Port Augusta City propagation, tour guiding and working with visiting students. The Council in 1981 that a botanic garden featuring arid zone plants, Friends have provided close to AUD 1 million for the botanic garden both for its scientific and educational value and as a tourist since its inception. attraction, should be established. Although not enthusiastic, the Council gave approval to investigate the proposal. There was no The development of The Australian Arid Lands Botanic Garden has budget and the help of some keen local supporters of the idea was been difficult, slow and drawn out and would not have happened enlisted. The concept was publicised using local and state media, without the dogged persistence of the Friends group, wider letters to politicians, by talking to interested groups and mounting community support and substantial input from a corporate sponsor public displays over many years. There was considerable interest (WMC). The botanic garden now has an impressive plant collection, and support in the wider community. visitor interpretive centre, meeting room and nursery facility, as well as a research area looked after by a small number of paid staff and A site of more than 250 ha of Crown land at Port Augusta West a group of dedicated volunteers. It plays an increasingly important was identified. It included the best remaining natural vegetation role in the scientific and cultural life of the region and the state. close to the city with a range of soil types and access from a national highway. In 1984, a ‘Friends’ support group was formed. This group became incorporated and, with an active committee, vigorously promoted the project and commenced fundraising. Regular meetings were held and a newsletter produced. Petitions were prepared and more than 30000 signatures of people supporting the development of the botanic garden were presented to both state and federal parliaments. Assisted by volunteers, a site clean-up and fencing were initiated, funded by the Friends group, City Council and government unemployment relief schemes. After further investigation by a state government committee, support for the concept came from the state, but without financial commitment. There were occasional meetings held by the City Council to discuss the proposal with interested parties but progress was slow and little happened for long periods. Eventually the state government commissioned a plan for.