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Home My WebLink About07-15-1998 Playfield Agenda and Minutes• Meeting Agenda Meeting Type: Meeting Date: Time Allotment: Project Planning Committee Meeting #2 7.15.98 4:00-6:OOPM Project Name: Meeting Location: Facilitator: Recorder: Time Keeper: City Offices Project Ref. No.: Jay Beals, BLAi Jeff Kreps, BLAi Allison Yamamoto, BLAi BEALS LANDSCAPE ARCHITECTURE ~N~ City of Saratoga, Park Development 98-12 Meeting Context: Project framing is complete--and feedback has been received--leading to the need for strategic planning regarding how we will proceed for the remainder of the project. Meeting Purpose: 1) Review structure, tone, and feedback from Task Force Meeting #1; 2) Review request to have other parties present and additional sites included at TF#2; 3) Establish framework for Task Force Meeting #2--Tuesday, July 28, 1998; Intended Results: 1) Consensus regarding order /structure of future Task Force meetings; 2) Approved draft agenda for Task Force Meeting #2; • 3) Change in Project Scope. TASK FORCE MEETING #1 A. General response to "tone" of meeting; B. Review and discussion of information requested by Task Force members: 1. Revised Mission Statement; (BLAi) 2. Budget specifics, especially regarding maintenance/development-- Saratoga and other communities. 3. What are boundaries of project scope--which sites, why, and are there any existing plans or priorities? 4. Task Force's role, power, limitations. PROJECT DIRECTION A. How we're going to proceed from here: 1. Order in which information will be presented; a) Site by site "wish list," followed by maintenance issues. b) Prioritization of sites. 2. Manner in which information will be presented and dealt with; a) More group work/exercises and "homework." 3. Potential for change in project scope and schedule: a) Timeline 4. Define and agree on Task Force members' responsibilities; a) Responses to questionnaires--or lack thereof; • F 1Jobs9t3\9t)-12 Saratoga ConsuRing\Meeting ItemslMtgAgendaPPC#2.doc tW0 NORTH MARKET FIFTH FLOOR :;dN JOSE. CA 95' 13 PHONE -30$-28~ -1202 FAf ?,8-237-0165 LIC NO 153-1 Meeting Agenda For: PPC Meeting #2 Project Name: City of Saratoga, Park Development Meeting Date: 7.17.98 Project Ref. No.: 98-12 Meeting Location: City Offices • B. General issues: a) b) c) d) e) f) Proceed with Airflight? Logo/letterhead? WRT study---availability to TF members? Copies of aerials to TF members? Do we need adjustments to meeting schedule/length? What about venue? III. TASK FORCE MEETING #2 A. Information we still need; 6. Information we will provide to them prior to the meeting; C. Information we will provide them at the meeting; D. Information we want them to bring to the meeting; E. Group exercises to be accomplished; F. Draft Agenda; IV. CONCLUSION A. Review of information discussed and resulting action items. V. NEXT MEETING: A. Date/Time: Thursday, August 13, 1998 13. Location: City Offices End of Agenda • F IJobs98198-12 Saratoga ConsuAinglMeeting Items~MtgAgendaPPC#2.doc I; H; ~ L ti I. ~ ti n S (' A P E :~ R C Ft ( T H. L' T L R E:, I 'V C. 2 BEALS • Meeting Report Date: 7.27.98 LANDSCAPE ARCHITECTURE INC Meeting Type: Project Planning Mtg. Project Name: City of Saratoga, Park Development Meeting Date: 7.15.98 Project Ref. No.: 98-12 Meeting Time: 4:00-5:45 PM Meeting Location: City Offices From: Allison Yamamoto Attendees: Joan Pisani, City of Saratoga Frank Friedrich, PRC Irene Jacobs, City of Saratoga Sheila loannou, PRC Jenny Crotty, PRC Barbara Zeitman-Olsen, PRC Marianne Swan, PRC Copy to: ®All Attendees Stan Bogosian, City Council Saratoga City Council Jay Beals, BLAi Larry Perlin, City of Saratoga Jeff Kreps, 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: Project framing is complete--and feedback has been received--leading to the need for strategic planning regarding how we will proceed for the remainder of the project. Meeting Purpose: 1) Review structure, tone, and feedback from Task Force Meeting #1; 2) Review request to have other parties present and additional sites included at TF#2; 3) Establish framework for Task Force Meeting #2--Tuesday, July 28, 1998; Intended Results: 1) Consensus regarding order /structure of future Task Force meetings; 2) Approved draft agenda for Task Force Meeting #2; 3) Change in Project Scope. TASK FORCE MEETING #1 A. Reviewed the C-P-R B. Review and discussion of information requested by Task Force members: 1. Revised Mission Statement; (BLAi) - (a) The PPC reviewed the revised Mission Statement and agreed that it will work great for the remainder of the process. 2. Budget specifics, especially regarding maintenance/development--Saratoga and other communities. (a) Joan brought the budget. There are specific pages that address maintenance -approximately $800,000/year. 11ServerlprojectsUobs98198-12 Saratoga ConsuRinglMeeting ItemsIPPCMeeting ReporO-15-98.doc T.Vi : Ni R'H :v1:~RN' ~` ~ F-H _ .~~ F: .; a?! ~ ,.~~- _, . • ~~~ ~ • Sri ;Plt .li;n _ • ~.. , ~,_, • ~.. ,I~, ~., • • Meeting Minutes for: Meeting Date: Meeting Location: PPC, #2 Project Name: City of Saratoga, Park Dev. 7.15.98 Project Ref. No.: 98-12 City Offices (b) May be a good idea to examine the budget history -the amount 10 years ago, what it cost then; the costs and amounts now; and the same for the future. (c) How much do other participants in other use groups (outside of Saratoga) pay? I.e. CYSA - $100 + weekend tournament costs. (d) Maintenance information from other municipalities - in progress of compiling. 3. What are boundaries of project scope--which sites, why, and are there any existing plans or priorities? (a) 1990 Meetings, Master Plan, and WRT study: Needs assessment. (b) 1992-3: Future needs assessment. (c) Jenny Crotty (PRC) will be presenting a brief summary of WRT report,. It will be stated that the WRT study will be available for review from the City. 4. Task Force's role, power, limitations. (a) Commission -Makes decisions, advises to City Council. (b) Task Force -makes recommendations to the Commission. (c) This process allows everything to flow smoothly, and also the hierarchy of power acts as a safety valve for decision making. (d) Roles should be defined in writing so that everyone comes to the table knowing their specific role. It is important to reinforce the community that Commission is keeping them up-to-date. 5. Other items (a) It must be made clear to the Task Force that the $1 Million we're discussing is not for maintenance, and must be spent by a certain date (within 5 years of receipt). This money has been accumulated over a course of time, and must be spent similarly. (b) In response to the question brought up by the Task Force, there is no room at the other sites for additional development therefore, they will not be added into the Scopr. (i) We will start with the smaller sites (those that do not allow for expansion.) b) Prioritization of sites, needs and wants. (Without thinking about the budget.) c) Number of facilities: using the information from the User Groups, we will need to compile how many soccer, baseball, etc. fields are needed, vs. what we have. Then a number can be identified, indicating what is II. PROJECT DIRECTION A. How we're going to proceed from here: 1. Order in which information will be presented; a) Site by site "wish list." needed for current use 2. Manner in which information will be presented and dealt with; a) More group work/exercises and "homework." 3. Potential for change in project scope and schedule: a) Timeline - (i) Remain as best on schedule. 4. Define and agree on Task Force members' responsibilities; a) Responses to questionnaires--or lack thereof; 11ServerlprojectsUobs98198-12Saratoga ConsuRinglMeeting itemslPPCMeeting Report7-15-98.doc ti F. ~ [_ s L ,~ ti D S C A P E A R C H t T E c' C t' R E 1 ~ c'. 2 • Meeting Minutes for: PPC, #2 Meeting Date: 7.15.98 Meeting Location: City Offices Project Name: City of Saratoga, Park Dev. Project Ref. No.: 98-12 B. General issues: a) Proceed with Airflight? -Need to order the enlarged 50 scale photos for Foothill Park/School and Congress Springs. The City ohs aerials for Kevin Moran and Blue Hills/Azule. b) Logo/letterhead? - We will not produce a finalized project identity letterhead at this time. c) WRT study---availability to TF members? - We will not produce a finalized project identity letterhead at this d) Copies of aerials to TF members? -Copies will be made available to the Task Force Members at the City offices. e) What about venue? -The City will look into using the Theatre or Federated Church. III. TASK FORCE MEETING #2 A. Information we still need - BLAi updated the PPC on the status of information collection. Only a couple user questionnaires have been received. The list has been spilt up amongst PPC members to all those groups with delinquent questionnaires. B. Information we will provide to them prior to the meeting -packet -The packet will include a WRT summary (jenny Crotty), and 8-1/2 x 11 Xerox aerials of the sites. C. Information we will provide them at the meeting; D. Information we want them to bring to the meeting; E. Group exercises to be accomplished; F. Draft Agenda -the draft agenda we distributed and BLAi has asked the PPC to review and fax all comments and corrections back to their office. IV. CONCLUSION A. Review of information discussed and resulting action items. This final list of action items was distributed Friday, July 17th, (see attached). V. NEXT MEETING: A. Date/Time B. Location: PPC Meeting #3 Thursday, August 13, 1998 City Offices End of Agenda 11ServerlprojectsUobs98198-12 Saratoga ConsuRinglMeeting ItemsIPPCMeeting Report7-15-98.doc t3 E ~ I. S L ~ V D S C A P E A R C H f T E C T U R 1?, t V C 3 TASK FORCE#2, PRE-MEETING PACKET ITEM RESPONSIBLE PARTY 1) Draft meeting agenda-- BLAi 2) Task Force Rotes and Responsibilities-- BLAi 3) Xerox copies of site aerials (8.5x11)-- BLAi 4) List of sites and acreage-- BLAi 5) List of requested items still needed-- BLAi 6) Budget items including: Maintenance CITY/Irene Jacobs costs/projections/history; % of total City (has been received) budget; explanation of how much is cur- (we'll contact if more rently available, where it came from, what is required) it can be used for, etc.-- 7) Background on the Parks and any plans for PRC/Jenny Crotty development, including: WRT Plan exerpts; past Council resolutions etc.;-- • 8) General overview of rest of project, and what BLAi they can expect, including how the meetings will be structured-activities, "homework"-- NOTE: It is our understanding that the City will provide us the information from #'s 6 and 7 in a "raw" but usable form, and that we will forward the data "as received" as part of the packet. If this is not correct, please contact us. NOTE: The aerial photo blow-ups for Redwood Middle and Congress Springs will be ordered--@ 1 "=50'-0" SCALE--and, once received, will be presented at the next meeting. L~