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HomeMy WebLinkAbout2015_08_27 Agenda Packet - Hakone Study Session1 AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL AUGUST 27, 2015 ∙ 4:00 P.M. JOINT MEETING OF THE SARATOGA CITY COUNCIL & HAKONE FOUNDATION BOARD OF DIRECTORS SPECIAL MEETING – 4:00 P.M. – JOAN PISANI COMMUNITY CENTER, MULTIPURPOSE ROOM, 19655 ALLENDALE AVENUE, SARATOGA, CA I. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. II. HAKONE GARDENS MASTER PLAN PRESENTATION & DISCUSSION III. ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408/868-1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102- 35.104 ADA title II] Certificate of Posting of Agenda: I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for public review on August 21, 2015 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the City’s website at www.saratoga.ca.us. Signed this 21st day of August 2015 at Saratoga, California. Crystal Bothelio, City Clerk SARATOGA CITY COUNCIL MEETING DATE: August 27, 2015 DEPARTMENT: Public Works PREPARED BY: Mainini Cabute, Management Analyst II SUBJECT: Hakone Master Plan Study Session - Joint Meeting with City Council and Hakone Foundation RECOMMENDED ACTIONS: Accept presentation and authorize the start of the environmental review process. REPORT SUMMARY: In December 2014, the City entered into an agreement with the Portico Group to develop a Master Plan for Hakone Gardens, conduct a fiscal assessment of the current and future operations of the Gardens and complete the necessary CEQA documents for the Master Plan. At this study session, the Portico Group will show a slide presentation to the Council and the Hakone Foundation Board that will include a proposed site plan, financial information of internal operations, and estimated costs for future construction. The Portico Group has been working closely with City staff, the Hakone Gardens community, and the general public to arrive at this point. Between February and July 2015, the Portico Group conducted three (3) in-person study sessions, one (1) phone conference and two (2) public workshops. On February 10th, the Portico Group held its first study session during the daytime and met with the core Hakone Gardens community members, which included Hakone Board members, staff, nearby neighbors and those within the Japanese community. The meeting was focused on listening and gathering information about Hakone Garden’s past role in the community and possible future presence. The first public workshop took place in the evening and the general public participated in the process. On April 28th, the Portico Group convened its second daytime study session and evening public workshop. At both meetings, the Portico Group provided a summary of information gathered from the February meetings and shared the seven goals listed below that community members identified as priority areas. The following goals have been guiding the development of the Master Plan. 1: Connecting to the Community 2. Restoring the Legacy Gardens and Buildings 3. Expanding Interpretive and Educational Opportunities 4. Enhancing the Visitor Entry and Arrival Sequence 5. Providing Adequate Space for Staff 6. Improving Visitor Services and Amenities 7. Creating a Sustainable Organization At the April study session, the Portico Group presented three possible site alternatives that incorporated the seven goals. Each plan showed a different scheme for possible entry format, new gardens, path ways, and accessibility ramps. Each plan also showed repurposing of current structures and one showed constructing a new structure. The meeting participants unanimously selected the attached site plan (Attachment A) and provided feedback on how to improve the selected site plan by incorporating some aspects of the other plans. The selected plan with the recommended changes was presented at the July 13th study session and also discussed during a phone conference early in August. The consultant team estimates the total cost to implement the Master Plan at approximately $17.9 million. Attachment B of this report is a summary of the costs and associated phases for construction. The next phase of the Master Plan process will be to begin the Initial Study environmental review process which will address aesthetics, biological resources, water quality, noise during events, geotechnical hazards, and traffic and short term construction effects. The environmental review process will require different review phases and is anticipated to take approximately 4 months, of which one month will be dedicated toward public review of the document. ATTACHMENTS: Attachment A: Site Plan Attachment B: Cost of Proposed Site Plan in Phases Garden Core Illustrative Site Plan w / Ramp • Reconfigured Parking & Arrival for ADA Access & Safety • New Entry Courtyard • Repurposing of Existing Structures • New Retail/Orientation & Tea Room • New Entry Garden w/ Perimeter Path • Accessible Garden Pathways • New Garden Operations Lower Courtyard Upper Courtyard Mon Forecourt New Garden Garden Operations Entry Drive Parking Entry Courtyard Pond & Hill Garden Bamboo Garden Accessible Path Accessible Path Construction Cost Opinion Phase 1 Buildings & Structures $507,000 Totals Sitework 2,225,000 Water Systems for Pond 750,000 $3,482,000 Phase 2 Buildings & Structures $2,998,000 Sitework 2,535,000 $5,533,000 Phase 3 Buildings & Structures $1,967,000 Sitework 2,342,000 $4,309,000 Phase 4 Buildings & Structures $3,642,000 Sitework 892,000 $4,534,000 Total Construction Cost (excluding non-construction costs) $17,858,000 Alternative 3 Construction Cost Opinion w/ Phasing Plan Buildings & Structures $507,000 Sitework 2,225,000 Water Systems for Pond 750,000   Buildings & Structures $2,998,000 Sitework 2,535,000   Buildings & Structures $1,967,000 Sitework 2,342,000   Buildings & Structures $3,642,000 Sitework 892,000