HomeMy WebLinkAbout06-30-1998 Playfield Agenda and Minutes• Meeting Agenda
Meeting Type: Task Force Meeting #1
Meeting Date: 6.30.98
Time Allotment: 4:00-6:00 PM Project Name:
Meeting Location: City Offices Project Ref. No.:
BEALS
LANDSCAPE
ARCHITECTURE
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City of Saratoga, Park Development
98-12
Facilitator: Jay Beals
Recorder: Jeff Kreps
Time Keeper: Allison Yamamoto
Meeting Context: The first step in gathering input, interacting, and building relationships.
Meeting Purpose: 1) Introduce project background perspective/context.
2) Establish an open forum for discussion.
Intended Results: 1) Establish ground rules for the interaction process.
2) Review and approve the Project Mission Statement.
3) Establish goals and objectives to support the Project Mission Statement.
4) Identify opportunities for partnering.
5) Build consensus about group/individual responsibilities within the
context of these new relationships.
I. INTRODUCTION: (15 min)
A. Welcome
B. Broad-brush introduction to project scope
C. Introductions
MEETING STRUCTURE: (5 min)
A. Establish Ground Rules
III. PROJECT FRAMING: (15 min)
A. Project history/background
B. Project name/Project Identity
C. Building the case... Painting a realistic picture
1. Revocation of utility user's tax
2. Cost issues
3. City cut-backs
4. Etc.
D. Our guiding philosophy for the project:
1. Kids and Community, Commitment and Accountability
IV. ESTABLISH STAKEHOLDER CONSENSUS ON A WORKING PROCESS: (15min)
A. Go through first 5 definitions
B. Project Mission Statement
C. Goals and Objectives in support of Project Mission Statement.
1. Group exercise.
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Meeting Agenda For: Task Force Meeting #1 Project Name: City of Saratoga, Park Development
Meeting Date: 6.30.98 Project Ref. No.: 98-12
Meeting Location: City Offices
• V. PROJECT OVERVIEW: (5-10 min)
A. Go through last 3 definitions
B. Roles and responsibilities: Provide handout of this section
1. Consultant--BLAi:
a) Gather pertinent information regarding: user groups, permitting
process, fees, maintenance costs, agreements, land value, funding
sources, needs and desires, financial incentives, history of fund
allotment for recreational facilities, etc. via phone calls,
questionnaires, site visits, meetings;
b) Analyze said information;
c) Make recommendations for: mutually beneficial lease/maintenance
agreements between the various parties; possible sources of
additional funding; organizational arrangements to facilitate the
smooth operation of the new agreements; prioritized list of playfield
improvements; a timeline for implementing the playfield projects once
the agreements have been established.
2. Proiect Planning Committee (PPC)--BLAi, City:
a) Provide full commitment to the project and assist in providing the
above information when possible;
b) Be willing to "partner" with other groups to work toward building a
consensus on new arrangements for use and funding.
3. Task Force--PPC, School Districts (Saratoga, Campbell, Cupertino), User
Groups [AYSO, Little Leagues (Saratoga, Quito, Cupertino) De Anza Youth
Soccer League, Los Gatos/Saratoga Girls Softball, Pony League, Los
Gatos/Saratoga Dept. of Community Education and Recreation, City of
Saratoga Dept. of Recreation Softball League]
a) Provide full commitment to the project and assist in providing
information when possible;
b) Be willing to "partner" with other groups to work toward building a
consensus on new arrangements for use and funding.
VI. MILESTONE TIMELINE: (10 min) Provide a handout of the timeline
A. Discuss project flow and anticipated schedule/deadlines.
VII. WHERE ARE WE NOW and SETTING THE COURSE: (20 min)
A. There is a lack of money with which to complete necessary projects.
B. Identification of realistic cost estimates and expectations.
C. Opportunities for partnering.
D. Formation of a governing body to manage funds and maintenance.
E. Opportunities for additional funding.
F. Questions/discussion.
VIII. ACTION ITEMS: (5 min)
A. User group questionnaire. (provide questionnaire)
B. Discuss items needed from each group which are not accounted for in the user
questionnaire. (provide each representative with a list of needs)
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B E \ L S I. A ~! O ti C ~ P E ~ R {' H I (' E (' f [.' R E, l N C
Meeting Agenda For: Task Force Meeting #1 Project Name: City of Saratoga, Park Development
Meeting Date: 6.30.98 Project Ref. No.: 98-12
Meeting Location: City Offices
• IX. CO
A.
B.
C.
D.
NCLUSION: (10 min)
Review of points contained in CPR.
Re-confirmation of the Project Mission Statement.
Reiterate the importance of commitment and accountability
Reiterate the importance of the user group questionnaire.
X. NEXT MEETING: TASK FORCE MEETING #2
Date: 7.28.98
Location: City Offices
Time: 4:00-6:00 PM
Purpose: Review data gathered from TASK FORCE members, including:
anticipated needs, development needs, current site use and
capacity, current and anticipated maintenance levels; agree on
accountability; action items for each member.
End of Agenda
•
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H F \ L 5 L A N D 5 C A P E A R C H I T E C T U R F.. I N C.
• PARK DEVELOPMENT PROJECT
SARATOGA, CALIFORNIA
TASK FORCE MEMBERS
ROLES AND RESPONSIBILITIES
^ MEMBERS TO INCLUDE:
• User Groups
AYSO Los Gatos/Saratoga Girls Softball League
Little Leagues- Los Gatos/Saratoga Community Education
Saratoga, Quito, Cupertino and Recreation Programs
Pony League City of Saratoga Recreation Programs
DeAnza Youth Soccer League School District Programs
^ GENERAL RESPONSIBILITIES
• Provide full commitment to the project and assist in providing information
when possible.
. • Be willing to "partner" with other groups to work toward building consensus
on new arrangements for use and maintenance.
^ DECISION MAKING AND ACCOUNTABILITY
• Assist in problem solving, leading to a recommendation which will move
forward--via the Parks and Recreation Commission--to the City Council.
• Provide feedback directly relating to the group each member represents.
• Problem solving and decision making:
1. Review needs of each park and school for implementation and
development.
2. Review and compare City of Saratoga's existing maintenance costs to
those of other Cities.
3. Consider maintenance options and sources to reduce the City's
maintenance obligations.
4. Develop criteria and methodology for participation of user groups,
school districts, and City in potential development/maintenance
partnerships.
5. Provide input for creation of draft agreements; review and provide
feedback on same.
•
BEALS
~ Meeting Report
Date:
7.1.98
Meeting Type: Task Force #1 Project Name:
Meeting Date: 6.30.98 Project Ref. No.:
Meeting Time: 4:00-6:OOPM
Meeting Location: City Offices
From: Jeff Kreps Attendees:
Copy to: ®All Attendees
File
LANDSCAPE
ARCHITECTURE
INC
City of Saratoga, Park Development
98-12
See Attached Roster
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: The first step in gathering input, interacting, and building relationships.
Meeting Purpose: 1) Introduce project background perspective/context.
2) Establish an open forum for discussion.
Intended Results: 1)
• 2)
3)
4)
5)
Establish ground rules for the interaction process.
Review and approve the Project Mission Statement.
Establish goals and objectives to support the Project Mission Statement
Identify opportunities for partnering.
Build consensus about group/individual responsibilities within the
context of these new relationships.
Note: Action items resulting from this meeting are listed at the end of this report.
INTRODUCTION
II. MEETING STRUCTURE:
A. Ground rules were discussed, and two new rules were added to the list that
originated at the first Project Planning Committee Meeting:
(7) Start/end meetings on time
(2) No interrupting
(3) Obtain recognition before speaking
(4) Keep the discussion focused on the task at hand
III. PROJECT FRAMING:
A. Jay Beals presented a brief overview of the project--genesis, scope, and
context--including a discussion of the general financial situation within the City of
Saratoga, why the City is in this financial situation, and how this influenced the
• organization of this project. Jay identified the ten (10) sites in the study, presented
the project logo, and four (4) design options were passed around. Emphasis was
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Meeting Minutes for: Task Force #1 Project Name: City of Saratoga, Park Development
Meeting Date: 6.30.98 Project Ref. No.: 98-12
Meeting Location: City Offices
placed on the ideas that kids are the primary reason we were all at this meeting,
and that if all the interested parties can work together to build partnerships, the
project will be a success.
A question was raised regarding the scope of the project, and whether the
development of new parks would be addressed. The Task Force was informed
that the City's maintenance department is having a difficult time maintaining the
existing facilities, and that new parks cannot be realistically considered until
funding and maintenance agreements are committed to beforehand. However,
should agreements develop which assure that future maintenance needs of current
parks will be met, and which provide a model for adequate maintenance of new
parks, then these new parks will be considered. The same principle applies to the
renovation of existing fields.
A question was raised regarding whether private schools, community colleges,
churches, and other large landholders ought to be brought into the discussion, as
many have large fields with play-field potential. It was agreed upon that this would
be looked into.
A presentation of all user groups was made. It was suggested that the "general
public" qualified as a user group, and that the City Council and Parks and
Recreation Commission representatives present at each meeting ought to be
identified as representing them.
IV. ESTABLISH STAKEHOLDER CONSENSUS ON A WORKING PROCESS:
A. The Project Mission Statement was presented for discussion, and several
suggestions for clarification were made:
1) Replace the word "process" with "project"
2) Insert "Park and Recreation" in front of "sites"
3) Consider adding the word "youth"
4) Try to integrate something about "the greater Saratoga community"
The revised Project Mission Statement reads as follows:
"The purpose of this project is to develop mutually inclusive and
equitable partnerships for developing and maintaining joint-use,
youth-oriented park and recreation sites within the City of Saratoga
and benefiting the greater community. "
V. PROJECT OVERVIEW:
A. The roles and responsibilities of the various parties were discussed, and handouts
were given detailing the same. Emphasis was placed on commitment and
accountability.
VI. MILESTONE TIMELINE:
A. The timeline for the project was presented along with a brief discussion of the
current standing and anticipated mileposts and deadlines. Though we are "half-
way" through the timeline, we are not 'halfway" through with the process; we will
receive a large amount of data following this meeting, and the workload and "pace"
• will accelerate for the remainder of the project.
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I3 E \ L S L \ V I) ti c' :~ P F. 4 R C' N I i' E C T 1, R I:. ( N C.
Meeting Minutes for: Task Force #1 Project Name: City of Saratoga, Park Development
Meeting Date: 6.30.98 Project Ref. No.: 98-12
Meeting Location: City Offices
• VII. WHERE ARE WE NOW and SETTING THE COURSE:
A. The financial foundation of the project was presented in greater detail, and
accompanied a brief presentation of realistic cost expectations for athletic field
construction and/or renovation. Typically, cost runs to about $150,000/acre to build
new fields, and $50-75,000/acre to renovate a field to a "maintainable" level. It was
made clear, and agreed upon by all, that the only way to succeed--given the current
situation--was for the user groups, school districts, and the City to consider
partnering whenever possible.
One example of partnering discussed was the creation of anot-for-profit 501-c (3)
organization to oversee fundraising, lease/maintenance agreements, etc. Jay also
reiterated that we are not only trying to determine how to spend funds currently
available, but also trying to focus on where to get additional funds in the future.
Richard McCann, Deputy Superintendent of the Cupertino School District, suggested
that we might use his school district as a model for partnering relationships as they
are a clear example of the possible synergy between user groups and schools--as
are some of the arrangements in the Campbell School District.
It was brought up that maintenance levels for school district fields differ from those
of public parks and public recreation facilities due to the differences in impact
resulting from the users. This is an issue that will have to be addressed as joint-use
agreements are developed.
• Abroad outline of possible funding alternatives was presented and the addition
of Park Bonds and City maintenance budget review were recommended. Larry Fine
also recommended looking into grant money opportunities.
It was suggested that the project title "Park Development Project" be revised along
the lines of "Park and Recreational Space Development Project."
VIII. ACTION ITEMS:
A. The User Group Questionnaires were passed around, as were lists of the
information we have requested from various organizations--information which we
are still waiting for. The need for quick responses to our requests "in general" was
emphasized, and a deadline for returning the questionnaires and requested
information was set for Tuesday, July 7, 1998.
IX. CONCLUSION
X. NEXT MEETING:
Date:
Location:
Time:
Purpose:
C]
TASK FORCE MEETING #2
7.28.98
City Offices
4:00-6:00 PM
Review data gathered from TASK FORCE members, including:
anticipated needs, development needs, current site use and capacity;
prioritization of needs by site; action items for each member.
11ServerlprojectsUobs98198-12Saratoga ConsuRinglMeeting ItemslTFlminutes.doc 3
t3 E \ L ti I. \ Y U S C ,\ P E \ R C' H I T f C' T U R F, t ti C.
Meeting Minutes for: Task Force #1 Project Name: City of Saratoga, Park Development
Meeting Date: 6.30.98 Project Ref. No.: 98-12
Meeting Location: City Offices
• Item Action Responsible Party
1) Mission Statement Revise and provide BLAi
before next mtg.
2) Budget Items/Details--including maintenance Provide specifics City, BLAi
costs/acre. before next mtg. As
feasible.
3) Budget Information from other Cities Provide details BLAi
before next mtg.
As feasible.
4) Task Force ResponsibilitieslLimitations Elaborate before BLAi
next mtg.
5) Project scope (sites, sizes, existing plans, Provide details City, BLAi
priorities)
6) Development Costs Provide specifics City, BLAi
before next mtg.
as feasible
7) User Group Questionnaires Fill out and return User groups
by Tuesday, July 7.
• 8} Positive partnership models and examples of Bring to next mtg. All
effective leaselmaintenance agreements
9) Requested information on handout Provide ASAP All
10) Name placards Bring to next mtg. BLAi
End of Report
•
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K H: .\ L S L A N D S C A P E A R C H I t E: l' T U R E, t N C.
CITY OF SA.RATOGA, PARK DEVELOPMENT PROJECT
Park/Athletic Field User Questionnaire
This questionnaire is being distributed to all groups (i.e.: baseball, softball, soccer, football,
etc) who currently use the athletic fields located on City park and/or school grounds in the
City of Saratoga. There are three main purposes for this survey: 1) to determine specific
group characteristics and any permit/lease/maintenance agreements; 2) to assess whether the
condition of the fields is safe and playable; 3) to find out whether the quantity, size and
orientation of the fields meet current and future needs of the user groups (i.e. regulation size,
practice only, etc.). At the end of the questionnaire is a space for additional comments. Please
feel free to use this space for any issues that are not addressed by the survey.
***Please return the questionnaire in the attached pre-stamped, pre-addressed envelope by
Tuesday, July 7, 1998! Thank you for your interest and participation. !
SchooUPark site(s) used (if park is adjacent to school, so state)
• 1. HISTORY, SIZE AND SEASONAL USE:
A. Name of the organization:
B. Type of organization:
C. Date organization founded:
D. Previous names and dates:
E. Board of Directors:
Meeting times and schedule?
F. Names, phone/fax numbers, a-mail addresses of contact people, message lines,
league lines:
G. Are you anon-profit organization (i.e. 501-c3, 501-c4):
H. Insurance coverage, policy limits:
B E A L S LANDSCAPE ARCHITECTURE I N C.
J. Please attach copies of lease agreements/permits detailing costs, duration of
contract, with whom, where:
K. Is there any literature about the group that we can have a copy of?
L. What azeas (cities, neighborhoods, etc.) does your organization serve? Please
attach amap--if you have one--showing the League/District boundaries.
M. Size of organization:
Number of participants
Current
1997:
1996:
1995:
1990:
1985:
1980:
Age breakdowns and number of participants:
• N. Of the above artici ants the number currentl livin in each of the folio '
P p Y g wmg
communities:
City of Saratoga City of Cupertino
City of Campbell City of San Jose Other
O. Do the rules of your organization differ from those set forth by the National
governing body--if there is one--regarding where a person has to live if he/she
wants to play on a certain team or in a certain league? If so, how?
P. Number of teams by level (Ex: Little League - T-Ball, Farm, Minors, Majors):
Current
1997:
1996:
1995:
•
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