The URL can be used to link to this page

Home My WebLink About07-28-1998 Playfield Agenda and MinutesBEALS Meeting Agenda L A N D S C A P E ARCHITECTURE INC Meeting Type: Task Force Meeting #2 Meeting Date: Tuesday, July 28, 1998 Time Allotment: 4:00-6:00 PM Project Name: City of Saratoga, Park Development Meeting Location: City Offices Project Ref. No.: 98-12 Facilitator: Jay Beals, BLAi Recorder: Jeff Kreps, BLAi Time Keeper: Allison Yamamoto, BLAi Meeting Context: Establishing the foundation upon which future lease/maintenance agreements will be built. Meeting Purpose: 1) Review information contained in pre-meeting packet; 2) Re-present the project scope; 3) Review information gathered from User Questionnaires re: user needs; 4) Develop site "wish lists" and priorities; Intended Results: 1) Project "wish lists" by site; 2) Prioritized list of the project sites; 3) Prioritized list of the "wish list" items at each site; 4) Long-range development plan for the prioritized sites; • 5) Action items for the next meeting. INTRODUCTION A. Welcome B. Ground Rules C. Review meeting structure and revised agenda II. PROJECT OVERVIEW A. Revised Mission Statement; B. Discussion of project scope/history-Jenny Crotty, PRC; 1. Original seven: (Schools sites--Saratoga Elementary, Foothill Elementary, Blue Hills Elementary/Azule Park, Redwood Middle School, Marshall Lane Elementary, Macauliffe Elementary, Argonaut Elementary ) 2. Three added later: (City parks--Congress Springs, Kevin Moran, EI Quito) C. Definition of "park" as it relates to this project; D. Definition of the decision making process--Task Force responsibilities/limitations- Barbara Zeitman Olsen, PRC; E. Maintenance costs for the City of Saratoga and other cities; III. SITE BY SITE PRESENTATION A. Share existing plans and priorities, including site use and capacity-School Districts and City of Saratoga; • B. Group activity to identify opportunities and user needs at each site, and corresponding maintenance needs-User groups; F:Uobs98198-12 Saratoga ConsuRing\Meeting ItemslMtgAgendaTF2.doc :v, r1, N-ir-I ~~9~1-fN= . -Sri'-, ~ rf . ,,~, ;E ~, ~~, ',~1~..,a '~7; ~1~~;. • 1,~d _, „'65 • ~IC~ f~li~ ;3~t Meeting Agenda For: Task Force Meeting #3 Project Name: Saratoga, Park Development Meeting Date: Wednesday, August 19, 1998 Project Ref. No.: 98-12 Meeting Location: City Offices • C. Group activity to decide on site priority and development needs-Usergroups; D. Group activity to prioritize opportunities at each site--User groups. IV. NEXT STEPS A. To be undertaken before the next meeting- 1. BLAi will provide the following: a) Maintenance data for comparison; b) Summary of each site as defined by this meeting; c} Meeting minutes; d) Draft Agenda for Task Force Meeting #3. V. NEXT MEETING: TASK FORCE MEETING #3 A. Date: Wednesday, August 19, 1998 B. Time: 4:00-6:00 PM C. Location: City Library D. Purposes: 1. Discuss proposed modification/development of selected sites; 2. Present associated costs; 3. Review maintenance changes resulting from proposed modifications; 4. Review associated maintenance levels and costs. End of Agenda F:Uobs98198-12 Saratoga Consu~inglMeetirg ItemslMtgAgendaTF2.doc 2 H F. A L S 1. A N D S C A P E A R C H t T E C T U R E, f N C. . Meeting Report • Date: Meeting Type: Meeting Date: Meeting Time: Meeting Location: From: Copy to: 7.29.98 Task Force #2 7.28.98 4:00-6:00 PM City Offices Jeff Kreps ® All Attendees File BEALS LANDSCAPE ARCHITECTURE ~N~ Project Name: City of Saratoga Park Development Project Ref. No.: BLAi 98-12 Attendees: City Council Representatives, City Staff, User Group Repre- sentatives, BLAi Staff 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: Establishing the foundation upon which future lease/maintenance agreements will be built. Meeting Purpose: 1) Review information contained in pre-meeting packet; 2) Re-present the project scope; 3) Review information gathered from User Questionnaires re: user needs; 4) Develop site "wish lists" and priorities Intended Results: 1) Project "wish lists" by site; 2) Prioritized list of the project sites; 3) Prioritized list of the "wish list" items at each site; 4) Long-range development plan for the prioritized sites; 5) Action items for the next meeting. Note: Action items resulting from this meeting are /isfed at the end of this report. I. INTRODUCTION II. PROJECT OVERVIEW A. The revised Project Mission Statement was presented and approved. B. Jenny Crotty (City of Saratoga PRC) gave a presentation reviewing the information contained in the summary sent out in the pre-meeting packet. Briefly, the major issues discussed were: 1) The formation and role of the Parks and Recreation Com- mission; 2) The creation of the Parks and Trails Master Plan, and its role as a starting point for planning; 3) Play-fields as an important portion of the whole plan; • 4) Emphasis on current site inventory, with original focus on school sites; 5) Not all the recreation needs of the population are being met--which creates 11ServerlprojectsWObs98198-12Saratoga ConsuttinglTask Force Meeting ~21TF2MeetingReport.doc ,b~ i~.RTFt 1,1~H,1~~~ ~ ~ ~ ~ ~ _~_~R _.aCl ;r,~Sc ~•~ 'i51 "1('Plt l~A _'H~ i:' _=/ ~;N '~i' ,'~i l'C NC1 153- Meeting Minutes for: Task Force Meeting #2 Project Name: City of Saratoga Park Development Meeting Date: Tuesday, July 28, 1998 Project Ref. No.: BLAi 98-12 Meeting Location: City Offices the need for more fields and for more efficient use of the existing fields; 6) Park Development Fund comes from "in lieu" fees paid by developers, with a 5 yr. spending "window" per assessment-approx. $2,000,000 in fund. 7) Well-attended PRC workshop in 1996 which established a prioritized list of projects, and money from Park Development Fund allotted to each project-approximately $1,000,000 for park development; 8) It was adopted that, if the City and the various user groups couldn't come to an agreement concerning development and maintenance, then the fields (as an integral part of the prioritized list mentioned above) would not be built--which brings us to why we are all here. C. The revised project priority list-as adopted by City Council-was presented; D. PRC Commissioner Barbara Zeitman-Olsen reviewed the decision making process and Task Force members' roles, responsibilities and limitations. In summary: The responsibility of the Task Force is to agree on a prioritized list of development recommendations and associated maintenance agreements, and to then forward these recommendations to the City Council via the PRC. E. Maintenance issues were brought up and Task Force members were informed that a useful and accurate comparison of various Cities' maintenance costs could not be presented with the information currently on hand. Members were told that this information would be sent out in the Task Force #3 pre-meeting packet (see attached.) Mr. Fletcher asked if it would be possible to do a comparison of maintenance costs between "active," athletic parks and "passive" parks, in order to determine the excess burden created • by the athletic fields. Mr. Linsky also wanted to know if the presence of other park facilities-such as tennis courts- increased the cost of maintenance, and if so, how could the groups be assured that the money they were paying was being spent only on the fields. Did money for the maintenance of these facilities come from another fund? Concern was again voiced over the inclusion of indirect costs in the projected maintenance cost figures. How much does it cost to maintain the grass, with nothing else tacked on? Council member Shaw agreed to help provide a breakdown of costs in an effort to show that the City wasn't trying to simply increase its funds. Mr. Mighdoll requested information on City budget history: Why can't the City take care of the maintenance costs? Why is there a budget shortfall? How did the failure of the utility user's tax to be renewed affect the maintenance budget, specifically? It was explained that some of the cost breakdowns were not available in the detail requested but that the City would do what it could to present this information in the pre-meeting packet for Task Force meeting #3 (see attached.) III. SITE BY SITE PRESENTATION A. Each of the ten (10) project sites was presented for discussion of current use, desired use, facilities, etc. Fora summary of each site, please see the attached list. Task • Force members were given the opportunity to visualize the development potential and limitations of each site, and to provide the details of their needs and desires. IlServerlprojectslJobs98198-12 Saratoga ConsuttinglTask Force Meeting #21TF2MeetingReport.doc 2 ti !•. \ L ti I, \ V I) 5 C 4 P E .4 R C H I T E C T I: R E. 1 V C. Meeting Minutes for: Task Force Meeting #2 Project Name: City of Saratoga Park Development Meeting Date: Tuesday, July 28, 1998 Project Ref. No.: BLAi 98-12 Meeting Location: City Offices i• B. Discussion of development priorities took place wherein Task Force members seemed to be in general agreement that fields were the highest priority, with restroom facilities also highly desired. Projects with high costs-no matter how nice the intended outcome-were agreed to have a lower priority. Emphasis was placed on projects that would benefit the most people in the immediate future. It was also agreed by everyone present that a more efficient scheduling system be implemented in order to make better use of existing facilities. C: • IV. NEXT STEPS A. To be undertaken before the next meeting: 1. See table below- V. NEXT MEETING A. Date: Wednesday, August 19, 1998 B. Time: 4:00-6:00 PM C. Location: Saratoga Community Library D. Purposes: 1) Discuss proposed modification/development of selected sites; 2) Present associated costs; 3) Review maintenance changes resulting from proposed modifications; 4) Review associated maintenance costs; 5) Begin thinking about tentative lease/maintenance agreements. Item Action Responsible Pa-ty 1. Maintenance data for comparison- Provide before next mtg. BLAi/ City 2. Summary of each site as defined by this meeting- Provide before next mtg. BLAi 3. Meeting minutes- Provide before next mtg. BLAi 4. Draft Agenda for Task Force Meeting #3- Provide before next mtg. BLAi 5. Bring ideas and examples of lease/maintenance Bring to next meeting. All Task agreements and partnership opportunities Force members 6. Preliminary development/renovation costs for sites, Bring to next meeting BLAi based on information received at Task Force #2. End of Report 11ServerlprojectslJobs9819&12Saratoga ConsupinglTask Force Meeting g21TF2MeetingReport.doc F3 t' >, L. S L -~ N D S C A P E A R C H I T E C T l~ R F„ I V C. 3