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HomeMy WebLinkAbout06-07-2004 Parks and Rec commission agenda4 CITY OF SARATOGA PARKS AND RECREATION COMMISSION AGENDA DATE: June 7, 2004 TIME: 7:30 pm - 10:00 pm LOCATION: Administrative Conference Room, City of Saratoga 13777 Fruitvale Avenue, Saratoga, CA 95070 1. Call to Order 2. Roll Call: Bruno, Deimler, Gates, Soukup 3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on June 3, 2004. 4. Accept Agenda Items and Order: No additional items may be added pursuant to Government Code Section 54954.2. 5. Approval of Minutes: Meeting of May 3, 2004. 6. Staff and Council Reports: (information only, no actions to be taken) a. Council Liaison Kathleen King b. Public Works Director John Cherbone c. Recreation Director Joan Pisani d. Staff Liaison Cary Bloomquist 7. Oral and Written Communication: Any member of the public may address the Commission about any matter not on the agenda for this meeting for up to three minutes. Commissioners may not comment on the matter but may choose to place the topic on a future agenda. 8. New Business: a. Change of PRC meeting dates for July and September 2004 b. Update PRC Parks, Task Force, Subcommittee Assignments 9. Commission Reports: (information only, no actions to be taken) a. Trails Sub - Committee b. Dog Park Feasibility Task Force c. Celebration Task Force In compliance with you need a disabili meeting,, please.ro. i cboyer agsarat ©_gqc business day before d. El Quito Park Task Force e. Master Plan Task Force f. Commissioner Round Table 10. Suggestions about Items to be placed on future Agenda or Calendar 11. Adjournment to next Regularly Scheduled Meeting: Monday, July 12, 2004 at 7:30pm. Administrative Conference Room Certificate of Posting of Agenda. I, Cary Bloomquist, Administrative Analyst with the City of Saratoga, declare that the foregoing agenda for the meeting of the Parks and Recreation Commission of the City of Saratoga was posted on June 3, 2004 at the office of the City of Saratoga, 13777 Fruitvale Ave , Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City's website at www.saratoga.ca.us. Signed this 3rd day of June, 2004 at Saratoga, California Cary Bloomquist, Administrative Analyst 408.868.1258 cbloomquist @saratoga.ca.us e Ame ie9ns .with Disakilities Act y ifyvu.are a disabled person and teelnodif c xtion ir- accommodation,to participate in this i hC a ,Clerk's O f ice: at 408.868:.1269 or Bequests must be made as early as possible and at least one full gf'the meeting Saratoga Parks and Recreation Commission Meeting Planning Conference Room City of Saratoga 13777 Fruitvale Avenue, Saratoga Monday, May 3, 2004 8:00 p.m. Action Minutes 1. Call to Order The meeting was called to order at 8:08 p.m. 2. Roll Call Commissioners Present: Vita Bruno, Logan Deimler, Greg Gates, Anne Sanquini, Thomas Soukup Commissioners Absent: None Others Present: Council Liaison Kathleen King, Recreation Director Joan Pisani, Staff Liaison Cary Bloomquist. Public present: Ailen Kao 3. Report on Posting of the Agenda: Pursuant to Government Code 54954.2 the agenda was properly posted on April 30, 2004 4. Accept Agenda Items and Order: Accepted via group consensus. 5. Approval of Minutes of Meeting: Motion by Commissioner Anne Sanquini, Seconded by Commissioner Vita Bruno, to approve the April 5, 2004 Action Minutes as presented. Vote taken, action minutes approved 5 -0. 6. Staff and Council Reports Council Liaison Kathleen King, Recreation Director Joan Pisani, and Staff Liaison Cary Bloomquist each gave brief reports on current projects /events /activities. 7. Public Presentation: None. 8. Oral and Written Communication. None. 9. New Business: 1. a. City Parks Use Fee Change Review: Discuss removing deposit collection and moving from half -day to only full -day fees. Motion by Commissioner Logan Deimer, seconded by Commissioner Vita Bruno, to remove the deposit collection. Vote taken, discussion, motion approved 5- 0. Motion by Commissioner Tom Soukup and seconded by Commissioner Vita Bruno to eliminate the half -day park use fees and change to full day 10. Old Business: None park use fee keeping the fee structure intact. Vote taken, discussion, motion passed 5 -0. b. Joint Council Meeting and Work Plan review: Work Plan tasks briefly discussed, no formal action taken. c. Kevin Moran Park amenities and development process discussion: No formal actions taken. PRC supports use of professional facilitator for public meetings. 11. Commission Reports: No formal action taken. 12. Suggestions about future agenda items: 1. Review Tree Maintenance in Park (Tree Matrix) 2. Goal Safety (Soccer related) 13. Adjournment Commissioner Vita Bruno made a motion to adjourn the meeting. Commissioner Tom Soukup seconded the motion. Vote taken and motion carried 5 -0. The meeting was adjourned at 10:21 p.m. Prepared By: Cary Bloomquist, Staff Liaison Task Force: Commissioner: DeAnza Trail Tom Dog Park Tom Kevin Moran Park Vita / Greg Master Plan Greg / Logan Celebration Greg Park Azule Commissioner Tom Beauchamps Belgrove Vita Brookglen Logan Central Congress Springs Tom El Quito Greg Foothill Vita Gardiner Anne Historical Kevin Moran Ravenswood Logan Wildwood Anne Saratoga Parks and Recreation Commission Commissioner Assignments Updated 06/03/04 Sub - Committee List Maximum of 3 commissioners is allowed on each. Responsibilities include reporting back to the commission on the activities and any recommendations of the group. No official actions taken at these meetings. Sub-committee Chair Member Member Trails Creek Cleanup B.A.C. (Bicycle) Logan Vita Logan Active Active Active Monthly Bi- Annual Varies Park Liaison One commissioner per park. Responsibilities are to visit their park on a regular basis and report back to the commission any items such as required maintenance, user feedback, suggested improvements etc. that they feel are of interest to the commission or are beneficial to their park. Task Force Assignments SARATOGA CITY COUNCIL MEETING DATE: June 2, 2004 AGENDA ITEM: ORIGINATING DEPT: Public Works CITY MANAGER: PREPARED BY: Cary Bloomquist DEPT HEAD: SUBJECT: DeAnza Trail Project Consultant Selection for Phase I RECOMMENDED ACTION(S): 1. Select Design Studios West, Inc. as the consultant for Phase I of the DeAnza Trail Proj ect. 2. Authorize City Manager to enter into a Professional Service Agreement with Design Studios West, Inc. in the amount of $100,000. 3. Approve Budget Resolution amending the Fiscal Year 2003/2004 Budget. REPORT SUMMARY: Introduction: At their March 3, 2004 meeting City Council provided feedback and directed staff to move forward with the Public Process for the DeAnza Trail project by soliciting request for proposals (RFPs) from consulting firms for Phase I of this project. Staff went out to bid this past March and April by mailing the RFP to over 33 consulting firms and having it posted on seven exchange networks throughout the bay area and state. Discussion: Staff held a pre - proposal meeting in April that was attended by five consulting firms. Of these five firms, 3 submitted proposals by the RFP deadline. Upon extensive review, staff qualified 2 firms, Design Studios West and MPA Design, for interviews on May 17, 2004. Both firms, which the City is very familiar with, have recently done project work within the City and have excellent qualifications and experience. It should be noted the two firms were nearly equal in all qualifications and each has impressive skills and project experience. Staff feels confident either of these firms would do an excellent job in meeting the needs and demands of this project. After listening to presentations from each firm, the interview panel, in a close, difficult decision, chose Design Studios West, Inc. as the consultant for this project. The interview panel, consisting of the Mayor, one other Council member, and 2 staff, engaged in extensive deliberation in reaching this decision. Design Studios West, Inc. was chosen because they have a slight edge and more experience over MPA Design in conducting and facilitating controversial/difficult public meetings. In addition, their extensive experience with trail projects and excellent work history with the City in facilitating public meetings gave them an additional advantage over MPA Design. Conclusion: Staff recommends City Council: 1. Approve a Professional Services Agreement with Design Studios West, Inc. for Phase I of the DeAnza Trail Project. 2. Authorize City Manager to enter into a Professional Service Agreement with Design Studios West, Inc. in the amount of $100,000. FISCAL IMPACTS: Capital Improvement Funds in the amount of $100,000 will be appropriated for Phase I of the project. The City will then request reimbursement from the Valley Transportation Authority for 80% of this cost and reimbursement from the Anonymous Donor for the remaining 20 %. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): A consultant will not be selected and the project will not proceed forward. ALTERNATIVE ACTION(S): Choose a different consultant. FOLLOW UP ACTION(S): City Manager will enter into a Professional Service Agreement with Design Studios West, Inc. ADVERTISING, NOTICING AND PUBLIC CONTACT: None. ATTACHMENTS: Attachment A -Bids packets from Design Studios West, Inc. and MPA Design Attachment B- Budget Resolution SARATOGA CITY COUNCIL MEETING DATE: May 19, 2004 AGENDA ITEM: ORIGINATING DEPT: Public Works CITY MANAGER: PREPARED BY: Cary Bloomquist DEPT HEAD: SUBJECT: Presentation by City of Campbell staff requesting $25,000 contribution towards Regional Dog Park and presentation by City of Saratoga staff considering loan of portable skate park equipment to City Of Campbell Parks Department. RECOMMENDED ACTION(S): 1) Consider City of Campbell request for a $25,000 donation towards a Regional Dog Park located within Los Gatos Creek County Park. 2) Consider loaning City of Saratoga Portable Skate Park Equipment to the City of Campbell Parks Department. REPORT SUMMARY: Introduction This is a two part staff report dealing with two separate but related issues. Addressing the first issue, City of Saratoga staff will introduce staff from the City of Campbell, who will give a brief power point presentation and provide background information regarding development of a Regional Dog Park located within Los Gatos Creek County Park. Campbell staff is requesting City Council consider contributing $25,000 towards development of this park. The second part of this staff report addresses a request by the City of Campbell that City Council consider loaning City owned portable skate park equipment to the City of Campbell Parks Department for use in their permanent skatepark. Body Dog Park: The issue of placing a Dog Park in Saratoga has been introduced and discussed at the Parks and Recreation Commission meetings for the past several years without resolution. Results from the 2002 City of Saratoga Community Survey ranked Dog Parks at number 7 of desirable amenities to have in our City owned parks. No feasible sites within Saratoga have been identified for several reasons, among them space constraints at our existing parks, budget constraints, neighborhood issues, and other factors. Due to the nature of dog parks, which tend to be noisy and create additional neighborhood traffic, neighborhood issues and mitigation of these issues can be a major obstacle to the development of Dog Parks within the undeveloped areas in our City Parks. At their March 2004 meeting, the City of Campbell gave a power point presentation to the Parks and Recreation Commission explaining the proposed Regional Dog Park at Los Gatos Creek County Park. In attendance was staff from Campbell and from the County Parks Department. Listed below is a fact summary of the proposed dog park: • Inclusion of Regional Dog Park development in Los Gatos Creek County Parks Master Plan adopted by County Board of Supervisors during 2002. • County Board of Supervisors and Campbell City Council signed an agreement allowing the City to build a dog park on a one -acre site north of the casing ponds at Los Gatos Creek County Park. • City of Campbell has $250,000 in C.I.P funding approved for developing this park at a very basic level. Projected funding range for park completion is $250,000- $350,000, which is contingent upon level and number of park amenities included. • Contributions from neighboring Cities will enable additional amenities to be installed at the park, greatly improving the overall experience of park users. • County of Santa Clara will own, operate and maintain the park, which will be completely surrounded by a four to six foot tall fence and shall contain the following amenities if funding is received from neighboring cities: additional benches, water fountains, pooper scoopers, turf improvements, garbage receptacles, separate big and little dog areas and other amenities as indicated in the power point documentation (attachment A) • Supported by the City of Saratoga Parks and Recreation Commission at their May 3, 2004 meeting. • $25,000 donation request will be presented to Town of Los Gatos at their City Council meeting on Monday, May 17, 2004. • City of Saratoga recognition for donation via City name on a permanent plaque with other project donors. • Tentative project completion date of Summer 2005. Loan of Portable Skate Park Equipment: The City of Campbell has a permanent, operating skate park facility with equipment provided by Ball Hitch Ramps. This same company was used by the City of Saratoga when we purchased Portable Skatepark Equipment from them back in 2002. A need has been identified by the City of Campbell Community Center Staff in reference to their existing Skatepark and equipment requirements. Several large pieces of equipment presently exist in their skatepark, but smaller pieces of equipment, which help to balance out park usage, do not presently exist. The portable equipment owned by the City of Saratoga is a perfect match to meet Campbell's equipment needs and improve the quality of their skatepark. The City will benefit from this via joint programming efforts, run separately by each City, but promoting the usage of the facility for each community. Since Saratoga does not have a skatepark within City limits, this is an appropriate usage of the portable equipment owned by the City, which is presently not seeing any usage. The equipment would be on loan only, with the City of Campbell being fully liable for its usage, safekeeping and repair. It is likely some type of usage agreement will need to be entered into with Campbell if the equipment is loaned to them. FISCAL IMPACTS: Budget allocation of $25,000 for Regional Dog Park Contribution. At this time, staff has not identified the source of funds for the City's contribution to this project. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): • The City of Saratoga will not contribute $25,000 to the Regional Dog Park. • The City of Saratoga will not loan the Portable Skatepark Equipment to the City of Campbell. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): 1) City will forward $25,000 in funding to City of Campbell toward Regional Dog Park project. 2) City of Saratoga will draft and enter into a use agreement with the City of Campbell for use of the City's Portable Skatepark Equipment. ADVERTISING, NOTICING AND PUBLIC CONTACT: None ATTACHMENTS: Attachment A -City of Campbell Power Point Presentation Documentation June 3, 2004 Subject: Request for a Fee Proposal to provide professional planning and design services for the development of Kevin Moran Park. To Whom It May Concern: The City of Saratoga, pursuant to Municipal Code section 2- 45.140, is requesting fee proposals from qualified consulting professionals experienced in the planning and design of public park facilities. The successful consultant shall perform the tasks as listed in the Project Description, below. SUBMISSION DEADLINE In order for your proposal to be considered, submit eight (8) copies to: John Cherbone Public Works Director City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 (408) 868 -1241 (408) 868 -1281 Fax Submission deadline: June 30, 2004, 5:00 p.m. Page 1 INTRODUCTION The City of Saratoga proposes to develop Kevin Moran Park. The current project schedule calls for the revised Master Plan to be completed by December 2004, construction drawings completed by May 2005 and construction beginning June 2005. City Council recently approved $400,000 in Capital Improvement Project Funding for this project, and the first step is the development of an updated Park Master Plan. PROJECT DESCRIPTION Kevin Moran Park, located on Scully Avenue in Saratoga, is the City's second largest park, and encompasses 10.3 acres of land, with approximately 6.3 acres being developed back in the 1970's and 4.0 acres remaining undeveloped. The park, bordered by a residential neighborhood and Highway 85, consists of a recently improved and upgraded children's play area, a 2 -3 acre open turf area, a perimeter pedestrian/bicycle pathway connecting, via a pedestrian bridge which spans highway 85, to Azule Park (it serves as a linkage to the Azule neighborhood and the Blue Hills Elementary School, with a significant number of school children and parents utilizing the park and its pathways as a transportation corridor). Other park elements include a half basketball court, par course stations, picnic tables, benches, a water fountain and old fruit tree orchards on each side of the park. The early 1970's Master Plan was not fully realized due to lack of City funding, leaving 4.0 acres of unimproved land. Of this area, which is divided into two sections, the City is proposing development of the 3.0 acre northeast section and the 1 acre southwest section, both of which are covered with fruit orchard trees, many of which are in poor condition. City Council recently approved the public process for development of this park, and a task force will be formed consisting and facilitated by the Project Consultant, 2 City Council Members, 2 Parks and Recreation Commission (PRC) Members, 3 Citizen members, and City Staff as support. The City will require consultant services which include, but are not necessarily limited to, the preparation of: topographical, demolition, grading, drainage, field layout, irrigation, electrical, and general detail plans; assistance in public outreach and information including, but not limited to, facilitation of 9 Public Input Meetings and attendance at 3 City Council/PRC meetings; and construction administration and observation services. Page 2 PROPOSAL REQUIREMENTS 1. Background: Provide a description of your firm's background and relevant qualifications. This shall include a description of experience on any related projects. Also, provide the following information: a. The location of the offices where the work is to be performed. If the work is to be shared among firms and offices at different locations, indicate where each office is located and what work is to be performed in each office; and b. A summary of the work to be performed by each sub consultant firm proposed for the project. 2. Related Experience: Provide a list of similar projects that your firm has completed in the last five years. For each project, include the name and phone number of the Client. 3. Staff Experience: Provide resumes describing the qualifications of the staff that will be working on this project. The City is interested in similar type projects completed by staff in the past five years. 4. Organization Chart: Show the proposed relationships between the key personnel and support staff who are expected to participate on the project, showing which aspects of the work each person will be responsible for performing. 5. Listing of Sub consultants: List all sub consultants to be used for this project. The City reserves the right to approve or reject the use of any such sub consultants. 6. Proposal Format: The entire Proposal is to be limited to 50 pages (8 %2 X 11 ", single- sided) maximum. Where this Request for Proposal does not adequately define or include the tasks required providing complete professional services, then describe you're recommended additional services and programs. Page 3 CITY'S RESPONSIBILITIES 1. Provide the proposer with an opportunity to ask questions of City staff regarding this project and to gather and view pertinent data and information in the City's files. This opportunity will be provided to the proposer at a Non - Mandatory Pre - Proposal Conference held at the place and time noted below: Non Mandatory Pre - Proposal Conference Date: Wednesday, June 23, 2004 Time: 2:30 p.m. Location: Kevin Moran Park 12415 Scully Avenue Saratoga, CA 95070 2. Provide the proposer with any reference materials currently available within City files that are necessary to accomplish the project scope. CONSULTANT SELECTION PROCESS Following the submission deadline, the City will review all proposals. It is intended that a short list of consultants to be interviewed will be developed based upon the review of the proposals. A consultant will be selected following completion of the interviews. If you have any questions, please call me at: (408) 868 -1241. Very truly yours, John Cherbone Public Works Director Page 4