The URL can be used to link to this page

Home My WebLink About05-14-1998 Playfield Task ForceBEALS • Meeting Agenda Meeting Type: Task Force Pre-planning meeting Meeting Date: Thursday, May 14th, 1998 Time Allotment: 3:00-5:OOpm Project Name: Meeting Location: City offices Project Ref. No.: Facilitator: Jay Beals, BLAi Recorder: Allison Yamamoto, BLAi Time Keeper: Allison Yamamoto, BLAi LANDSCAPE ARCHITECTURE INC Consultation with the City of Saratoga 98-12 Meeting Context: Now that the contract has been approved by Council, we need to establish a strong foundation for the project. Meeting Purpose: Pre-planning for the Task Force Meeting to be held 6/17. Intended Results: 1. Establish a complete and update roster of key players. 2. Determine City protocols and processes; roles and responsibilities of project team, and ground rules. 3. Designed product and outcome of each Pre-planning Committee and Task Force Meeting. 4. Prepare for the 6/17 Task Force Meeting. • I. INTRODUCTION II. PROJECT STATUS A. Contract B. Identify information required for the sites: 1. Plans 2. Aerials, surveys 3. Record Drawings 4. Other Pertinent Information III. ROSTER IV. ROLES, RESPONSIBILITIES, PROTOCOLS, GROUND RULES A. City of Saratoga B. Consultant V. TIMELINE/ SCHEDULE/PRODUCTS AND OUTCOMES VI. TP A. B. C. D. ,SK FORCE MEETING #1 - 6/17 Time and Location Purpose Key Issues Action Items End of Agenda 11Server\projectsWobs98198-t2 Samtoga ConsullinglMeeling ItemslMtgAgenda Pre-planning 5-14-96.doc r'',Vi_l NORTH MARKET FIFTH FLOOR 3AN JOSE r;A 951' 3 PHONE -iC8-28' 4202 PA,! 108-'3i 0165 LiC NC 15~~'- BEALS • Meeting Report Date: May 18, 1998 LANDSCAPE ARCHITECTURE INC Meeting Type: Task Force Pre-Planning Project Name: Saratoga Consulting Meeting Date: May 14, 1998 Project Ref. No.: 98-12 Meeting Time: 3:30 - 5:15pm Meeting Location: City Offices From: Allison Yamamoto Attendees: Irene M. Jacobs, City of Saratoga Joan Pisani, City of Saratoga Jenny Crotty, City of Saratoga Copy to: ®Afl Attendees Jay Beals, BLAi File Allison Yamamoto, BLAi This report, if not corrected within seven (7) days after receipt by any party in attendance, shall be acknowledged as an accurate report of the events that took place at this meeting. Meeting Context: Now that the contract has been approved by Council, we need to establish a strong foundation for the project. Meeting Purpose: Pre-planning for the Task Force Meeting to be held 6117. Intended Results: 1. Establish a complete and update roster of key players. • 2. Determine City protocols and processes; roles and responsibilities of project team, and ground rules. 3. Designed product and outcome of each Pre-planning Committee and Task Force Meeting. 4. Prepare for the 6/17 Task Force Meeting Note: Action Items resulting from this meeting is listed at the end of this Meeting Report. INTRODUCTION 2. PROJECT STATUS a) Contract The Contract was approved by City Council on Tuesday, May 12"'. There are still a few revisions in regards to exhibit labels, etc. Irene will make the revisions and have the official contract signed by the City Manager and the Mayor, all by the 25~' of this month. b) Identify information required for the sites: Irene mentioned that the City has some aerials on file with the planning department. It was agreed that having new aerials would best avoid any possible problems or disagreements with user groups. Older aerials may not be 100% accurate to what the site looks like now. Irene and BLAi looked at the aerials on file at the end of the meeting, and found that Air Flight had flown aerials of the entire city in `90-'91. Irene and • Michelle Velasco (Planning) will sort through these aerials and pull out those \\Sen~er\pro~,ysl,lobs98198-12 Saratoga ConsuhnglMeeung ItemslMeeUng Reprxt 5-14-98 doc Meeting Minutes for: Task Force Pre-Planning Project Name: Saratoga Consulting Meeting Date: May 14, 1998 Project Ref. No.: 98-12 Meeting Location: Citv Offices • which contain any of the ten sites being studied- After getting prints made of these at San Jose Blue, Irene and Allison will go through and label the sites (Tuesday 5/19). With these aerials, the index and serial numbers for the negatives will be known. BLAi will call Air Flight to find out the most recent flight, and can specifically ask for certain sheets out of their library. (Typically, flights are made every two years for City aerials.) At that time, it can be determined which aerials will be best for this study. If library aerials are adequate, BLAi will call Air Flight to obtain enlarged 50 scale mylar aerials. If the library aerials are "too old," new aerials will need to be flown. This will be the least expensive option because the costs will only be the mylar, the negative processing and a library fee. ff the aerials are too old, new aerials will need to be flown. 3. ROSTER There will be two levels of rosters for this project. (1) The primary roster will be a short list of representatives from organizations listed as potentials to serve on the Task Force. Additional organizations may be added. (2) The other roster will include ALL interested parties -this is important information to have because it will be tell us the variety of interested people and groups in the community and adjacent counties. Joan and Jenny have rosters and names from various organizations and the previous efforts (their children have been very involved in sports.) Both will fax or call with any information they can provide. Jay brought up an idea to pass out surveys to find out all interested people. It is also a possibility to make one of the Task Force meetings open to the public for input. It is important that this process be inclusive, rather than exclusive. If we stay open to the community, it will lend a lot of credence to the process. 4. ROLES, RESPONSIBILITIES, PROTOCOLS, GROUND RULES Answers/comments to the attached "Processes and Protocols" list: 1. Written Communications a} Standard font for the City: Times Roman 12 point b) 1f the Consultant feels uncomfortable with any question, will direct to Staff/Irene prior to answering- c) Consultant is seen as an extension of City Staff. d) A custom letterhead/sheet will be designed for the project. At the top will be the City logo, and a children's drawing logo. Along the left side, names of City Council, PRC, Task Force and Staff members. Keep the graphics bright and eye-catching. People may be a little more reserved if they do not see the City logo on correspondence (i.e. if it were written on BLAi lettefiead), • or may feel pressured by a City Letterhead. Custom lettefiead will pull everyone together through a displayed sense of partnering. FUobs98198-12 Saratoga ConsuKing\Meeting ItemslMeeting Repot 5-14-98 doc 2 B E :1 L S L ~1 N O S C A P E A R C H I i' F C T U R F, I N C. Meeting Minutes for: Task Force Pre-Planning Project Name: Saratoga Consulting Meeting Date: May 14, 1998 Project Ref. No.: 98-12 Meeting Location: City Offices C7 The proposed letterhead will be reviewed at the Parks and Recreation Commission Meeting on June 1, 1998. 2. Mail Routing a) Routing: Consultant to use own judgement in determining whether a document should be reviewed by the City before sending. Other correspondence to be sent to Irene as "FYI." b) Irene will be listed as a "cc" on all documents. c) Paper trail: Keep a master file of everything for reference. 3. Meetings • a) BLAi will contact user groups. Need to first clear this with Irene. b) Meeting Agendas will be on the custom lettefiead. c) Meetings will be held at neutral site. Irene will look into using the Library. The facility must hold 20-25 people and have a large wall for posting flipchart pages and butcher paper for diagrams, sketches. d) Meeting materials: The City has an overhead projector for use. No computer ovefiead -too glitzy for meetings. Best to keep meetings low key. Sticky post-it flipcharts are best. e) Meeting Minutes: BLAi will do these. f) Meeting Minutes: Irene will review, then BLAi will revise if needed. . g} Minutes can be sent via the preferred methods of the members. BLAi will ask everyone their preference, i.e. a-mail, fax, mail... BLAi to distribute minutes. 4. Plan Graphics a) BLAi will need to get acopy-ready City of Saratoga logo to scan. The project logo will go on all correspondence and plans... 5. TIMELINE/ SCHEDULE/PRODUCTSRND OUTCOMES a} The schedule will follow the "Anticipated" column of dates in the Contract. The last two dates are tentatively set: Agendized Meeting Park and Recreation Commission Meeting 9/30/98 10/5/98 City Council 10/15/98 10/21/98 b) Timeline: Site walks will be pertormed Friday, May 29"'. The aerials must be ready for that day, so that prints can be taken for note-taking. c) Products: A list of products for each meeting will be developed by BLAi, using the contract as a guide and by thinking of the end product in mind. It was decided that for City Council, a Final Report will be submitted. A Final Draft will be submitted for PRC, and an Administrative Draft for the Task Force. Lease agreements will not be part of the report. The report will become a "Living Document." Jay recommended that from this, a single body can be established to administer all field agreements. This could be anon-profit organization or a continuing Task Force. F 1.bbs98198-12 Saratoga ConsulhnglMceong RemsWleeung Report 5-14-98.doc 3 R E :\ L S L. \ V D i C ~ P E A R C H I T E C T L' R E, [ N C. Meeting Minutes for: Task Force Pre-Planning Project Name: Saratoga Consulting Meeting Date: May 14, 1998 Project Ref. No.: 98-12 Meeting Location: City Offices 6. TASK FORCE MEETING #1 - 6/17 a) Time and Location: Wednesday, June 17, 1998. 4:00 - 6:OOpm (all meetings will be held at this time) Location TBD b) Purpose: The purpose of this meeting is to vent and let everyone share their input, feelings and concerns. If a person's discussion gets extensive, we will tell them to provide us a list of other interested people and we will contact them for their input. 7. ACTION ITEMS: The following is a recap of action items resulting from this meeting: Item Action Resp. Due 1. Contract Revise Contract -Exhibit labels, IJ 5/25 get necessary signatures 2. Aerials Sort through and get prints IJ, MV 5/19 made of aerials with sites on them. Identify sites on aerials. IJ, AY 5/19 Contact Air Flight to find out last AY 5/20 flight done for the City. If acceptable, order 50 scale enlargements. If old, order new flights. Obtain aerials at 50 scale AY 5/27 3. Roster Information Need to gather information from AY, JP, ASAP Joan and Jenny JC 4. Letterhead/Stationery Need logo design - by Jenny's JC 5/25 daughter? Need logo from City of Saratoga AY, IJ 5/19 Develop layout, colors, etc. AY 6/1 5. Meetings Need to determine locations. IJ ASAP • End of Report F1,bbs9819&12 Saratoga ConsulUnglMeefing flemsltuketing Report 5-14-98.doc B E \ L 5 L > N D S C A P E A R C H I T E C T L R E, l N C. 4