HomeMy WebLinkAbout2015_05_06 Written Communications - Amendment to Lease Agreement with Hakone Foundation
Written Communications for Item 10: Amendment to Lease Agreement with Hakone
Foundation
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CITY OF SARATOGA
Memorandum
To: Mayor Miller and Members of the City Council
From: Crystal Bothelio, City Clerk
Date: May 6, 2015
Subject: Written Communications for Item 10: Amendment to Lease Agreement with Hakone
Foundation
After the agenda packet for the May 6, 2015 City Council Meeting was prepared, the City received
the enclosed written communications regarding Item 10: Amendment to Lease Agreement with
Hakone Foundation.
Trustee comments to City Counsel
1. Intro:
a. I have visited Hakone Gardens repeatedly for more than 40 years
b. Currently on board of Sister City and Hakone Bylaws Committee as
well as representative for the public in the Hakone Master Plan
process
c. As part of the bylaw revision process, there was noted a discrepancy
of the number of trusees required by the bylaws and the lease
agreement with the City of Saratoga.. Namely the minimum in the
lease was 15 and bylaws 9.
d. You are hearing a request by the trustees to reduce the minimum to 9
e. I oppose such a large change for the following reasons
2. Hakone present status
a. Many excellent changes are becoming apparent
b. Change in focus from dominant single leader with passive Trustee
board to a trustee (bylaw change) led organization.
c. Putting in budget and financial reporting for the first time that allows
operation and program visibility and analysis
d. This new leadership structure will also require more, not less,
participation by the Trustees
e. Current Master Plan product will need extensive fund raising by the
Trustees
3. Portico Group findings during the Master Plan Process presented 7 Goals:
a. Of the 7 Goals, two highest ranked included:
i. Goal 1
1. Increase the role of Hakone Estate & Gardens as a
valued and active member of the community
2. Establish closer connections with the Saratoga business
community and public schools
3. Reinvigorate Foundation members, volunteers, docents
and donors
4. Expand the Gardens’ audience to address both the
growing retirement community and a younger generation
ii. Goal 7: Create a Sustainable Organization
1. Ensure financial survival by examining a range of new
revenue sources
2. Define and fulfill staffing needs for ongoing operations
and programming
3. Build a strong and dedicated volunteer pool
4. Identify support for capital renewal and building projects
5. Explore alternative uses for the apartment in the Cultural
Exchange Center
6. Highlight seasonality and the changing nature of the
Gardens
7. Explore rebranding and renaming possibilities
(HakoneJapanese Garden)
4. What is involved in running the Gardens?
a. Operations
i. Especially marketing analysis and program building
b. Finance and Audit
c. Fund raising
d. Trustee solicitation and nominations
e. Volunteer Program Operation and Promotion
f. Community Outreach
5. The proposal suggests 9 trustees, but 2 are annual appointments from the
city primarily for communication and awareness and have extensive time
commitments as City Counselpersons.
a. So you only have 7 Trustees to fulfill the more involved, pro-active role
envisioned by the new bylaws and needed by the Garden.
A QUARTER OF A MILLION DOLLARS ARE BEING SPENT ON THE
PROGRAM PLAN FOR A LONG TERM SOLUTION FOR THE FUTURE OF
HAKONE, MAKE SURE THERE IS SUFFICIENT HUMAN CAPITAL TO MAKE
IT HAPPEN.
Thank you,
Mike Story
6 May 2015