HomeMy WebLinkAbout06-11-1998 Parks and Recreation CommissionMeeting Purpose: Framing of the 6/17/98 Task Force Meeting #1.
Intended Results: 1. Verify roster of key players and Task Force Members.
2. Review of material for meeting.
3. Identify additional information needed.
4. Designed product and outcome of the Task Force Meeting.
INTRODUCTION
II. MEETING OVERVIEW ;?- P" -
A. Ground Rules
B. Roles and Responsibilities 3•
1. Task Force
2. Consultant ��
C. Commitment and Accountability — sht�% YIDi'f CU,�77lv1
III. ROSTER
IV. T�
A.
B.
C.
D.
kSK FORCE MEETING #1
Product/Outcome
Review of Material
Key Issues
Action Items
V. TIMELINE/ SCHEDULE
VI. OTHER ITEMS
A. Project Identity
VII. NEXT MEETING: TASK FORCE MEETING #1
A. Date/Time: Wednesday, June 17, 1998 4:00 - 6:00pm
B. Location: City offices
End of Agenda
F:1Jobs98198 -12 Saratoga ConsurtingWeeting Items\MtgAgenda PPC #1 6- 11- 98.doc
TWO NORTH MARKET • FIFTH FLOOR • SAN JOSE, CA • 95113 • PHONE 408 -287 -4202 • FAX 408 -287 -0165 • LIC. NO. 1534
BEALS
Meeting Agenda
LANDSCAPE
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Meeting Type:
Project Planning Committee Meeting #1
Meeting Date:
Thursday, June 11th, 1998
Time Allotment:
4:00 - 6:00pm Project Name:
City of Saratoga Consulting
Meeting Location:
City offices Project Ref. No.:
98 -12
Facilitator:
Jay Beals, BLAi
Recorder:
Jeff Kreps, BLAi
Time Keeper:
Allison Yamamoto, BLAi
Meeting Context:
The beginning of the input process with the first Task Force Meeting as the
first step.
Meeting Purpose: Framing of the 6/17/98 Task Force Meeting #1.
Intended Results: 1. Verify roster of key players and Task Force Members.
2. Review of material for meeting.
3. Identify additional information needed.
4. Designed product and outcome of the Task Force Meeting.
INTRODUCTION
II. MEETING OVERVIEW ;?- P" -
A. Ground Rules
B. Roles and Responsibilities 3•
1. Task Force
2. Consultant ��
C. Commitment and Accountability — sht�% YIDi'f CU,�77lv1
III. ROSTER
IV. T�
A.
B.
C.
D.
kSK FORCE MEETING #1
Product/Outcome
Review of Material
Key Issues
Action Items
V. TIMELINE/ SCHEDULE
VI. OTHER ITEMS
A. Project Identity
VII. NEXT MEETING: TASK FORCE MEETING #1
A. Date/Time: Wednesday, June 17, 1998 4:00 - 6:00pm
B. Location: City offices
End of Agenda
F:1Jobs98198 -12 Saratoga ConsurtingWeeting Items\MtgAgenda PPC #1 6- 11- 98.doc
TWO NORTH MARKET • FIFTH FLOOR • SAN JOSE, CA • 95113 • PHONE 408 -287 -4202 • FAX 408 -287 -0165 • LIC. NO. 1534
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BEALS
LANDSCAPE
ARCHITECTURE
INC
Y u qe nvited, as a representative of your organization, to
d the first Task Force Meeting for the Pla ield
c � 9 yf
City a.
�evelo ment Project for the Ci of Saratoga.
.� p 1 9
• Task Force Meeting #1
Meeting Date:
Meeting Time:
Meeting Location:
Wednesday, June 17, 1998
4:00 - 6:00pm
City of Saratoga Offices
Conference Room, in the
Administration Building
13777 Fruitvale Avenue
Saratoga, CA 95070
The City of Saratoga initiated an effort to achieve satisfactory joint -use
agreements and contracts relating to park and school athletic field usage. The
purpose of the project is to build consensus between the City of Saratoga,
Saratoga Union School District, Campbell Union School District, Cupertino Union
School District, and various user groups leading to development of joint use
agreements and contracts, roles, responsibilities and obligations of each party.
This meeting will cover the following items:
• Introduction of all involved agencies and user groups.
• Project overview.
• Project/Process schedule.
• Identification of roles and responsibilities.
/ cldnta
We look forward to seeing you. If you have any questions a ct
Allison Yamamoto or Jeff Kreps at Beals Landscape A� i , Inc. at
(408)287 -4202.
TWO NORTH MARKET • FIFTH FLOOR • SAN JOSE, CA • 95113 • PHONE 408.287 -4202 • FAX 408 -287 -0165 • LIC NO 1`,34
City of Saratoga
ATHLETIC FIELD SURVEY
USER QUESTIONNAIRE
This questionnaire is being distributed to all of the groups (i.e.: baseball, softball, soccer,
football, etc) that use the athletic fields located on city park or school grounds in the City
of Saratoga. There are three main purposes for this survey: 1) to determine the age, size
and playing season of the above groups; 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.
School site(s) used ( if park adjacent to school, so state)
A. History, size and seasonal use:
1. Name of the organization:
2. Type of organization:
3. Date organization founded:
4. Previous names and dates:
5. Board of Directors:
Meeting times and schedule?
6. Names, phone /fax numbers, e-mail addresses of contact people, message lines,
league lines:
7. Are you a non -profit organization (i.e. 501 -6, 501 -c4):
8. Insurance coverage, policy limits:
9. Lease agreements (copies if possible) costs, duration, with who, where:
B E A L S LANDSCAPE ARCHITECTURE, I N C.
10. Any literature or mailers we can have copies of?
11. What areas (cities, neighborhoods, etc.) does your organization serve?
12
Size of organization:
Number of participants
Current
1997:
1996:
1995:
1990:
1985:
1980:
Age breakdowns and number of participants:
Number of teams by level (Ex: Little League — T -Ball, Farm, Minors,
Majors):
Current
1 997:
1996:
1995:
1990:
1985:
1980:
Dues/Fees, Costs per season to participate. What does this cover
(uniforms, etc.):
2
B E A L S LANDSCAPE ARCHITECTURE, l N C.
13. Have you experienced growth occurring in any specific areas of participation
(i.e.: certain age groups, etc) and to what would you attribute this growth?
14. Season of Play: Season begins for practice:
Season begins for league
Season ends for league
Post season play period
15. Special events held on a yearly basis (clinics, tournaments, etc.)
B. Playing condition of the Fields: Please rank the following on a scale of 5 -1 with five
(5) the highest based on a level of maintenance acceptable for specialized play such as
tournaments, three (3) being acceptable for recreational play and one (1) being
unacceptable.
1. Irrigation system for:
coverage (i.e. dry and wet areas)
condition of sprinklers:
dependability:
2. Turf condition for:
quality and thickness:
playability for your sport:
level for sport (i.e.: mowed at right height):
3. Grading of fields:
4. Drainage of fields:
5. Replacement of damaged areas:
6. Condition of existing equipment (i.e.: goals, bleachers, etc.):
7. Notes, comments:
C. Field quantity, size and orientation:
1. Please complete the following tables with regard to practice or league play.
Practice Play
Level Field Dates /Times
EX: Minors El Camino Pract. Fld. #2 2/10 - 5115: M -Th. 4:30pm -8pm
B E A L S LANDSCAPE ARCHITECTURE, I N C.
3
League Play
Other Events (workshops, clinics, etc.)
2. Are sizes and orientation of the field(s) correct for your sport? If not why not?
3. Do you have special requirements for use space? What amenities do you have?
What do you need? (i.e. batting cage, bullpen, etc.)
4. What are the fields that you prefer to use? If so, why?
5. Are there any fields that you feel do not work well? If so, why?
6. Do the current facilities provide sufficiently for you use? What would satisfy
your organization's needs? (i.e. number of fields, amenities, etc.)
7. Are your current parking needs met? What would satisfy your parking needs?
B E A L S LANDSCAPE ARCHITECTURE, I N C.
2
ADDITIONAL COMMENTS:
5
B E A L S LANDSCAPE ARCHITECTURE, I N C.
CITY OF SARATOGA, PARK DEVELOPMENT
PRE - PLANNING COMMITTEE ROSTER:
Individuals
Organization
CITY COUNCIL:
Contact Name
V" t&
Title
Phone /Fax
CITY MANAGER'S
OFFICE /CITY STAFF
LIASON:
Irene Jacobs
Administrative Analyst
tel. 868 -1215
fax. 868 -1281
PARKS AND
RECREATION
COMMISSION:
Jenny Crotty
Barbara Olson
tel. 866 -7024
CITY
MAINTENANCE:
IISERVERIPROJECTSUOBS98198 -12 SARATOGA CONSULT INGWEMOSIPPCROSTERI.DOC
CITY OF SARATOGA, PARK DEVELOPMENT
TASK FORCE MEMBERS:
AGENCIES
Organization
Contact Name
Title
Phone /Fax
CITY MANAGER'S
OFFICE /CITY STAFF
LIASON:
Irene Jacobs
Administrative Analyst
tel. 868 -1215
fax. 868 -1281
CITY COUNCIL:
aVl
PARKS AND
RECREATIONB�rbgra
COMMISSION
Jenny Crotty
Olson
N�in1�(MV1Q��W(,UV1
tel. 866 -7024
e
CITY
MAINTENANCE
SARATOGA UNION
SCHOOL DISTRICT
Mary Gardner
Paul Tipton
Superintendent
Maint. Director
tel. 867 -4060
fax. 868 -9522
CAMPBELL UNION
SCHOOL DISTRICT
Gerry Jensen
Maint. Director
tel. 341 -7200
fax. 41 -7222
CUPERTINO UNION
SCHOOL DISTRICT
IISERVERIPROJECTSUOBS98198 -12 SARATOGA CONSULTINGWEMOSIPPCROSTER1.DOC
fy m -ea C'(n
,P ���
CITY OF SARATOGA- -PARK DEVELOPMENT �°�VPi
G�YG�
LIST OF USER GROUPS and CONTACTS:
1) De Anza Youth Soccer League- -
League Hotline, 446 -3444
Heather Cumine, Field Coordinator, 255 -3296
2) Cupertino American Little League- -
3) Saratoga AYSO --
Roeland van Krieken, Commissioner, 867 -6454
Mike Reed, Fields Director, 741 -8030
Blaine Eisenberg, 252 -3624
Larry Fine, 867 -7910
Mark Linski, (president?), 741-1949(h), 720- 3814(w)
Paul Lavoi,
4) CYSA --
Roeland van Krieken, Coach, 867 -6454
Steve Tanton, 973 -1746
5) Quito Little League- -
Lynn Dickerson, President -QLL, 370 -3006
Patty Sipple, 370 -0888
6) Saratoga Girls Softball League- -
Steve Benzing,
7) Pop Warner Football- -
Celia ( ?), 741- 1185(w)
8) Los Gatos /Saratoga Dept. of Community Education and Recreation- -
Harley Crock, 354 -8700
9) Saratoga Little League- -
Susie Dymoke, Little League President, 997 -7773
10) Campbell Little League ( ?) --
11) Pony League- -
Ron Mosely, 741 -5863
12) City of Saratoga Dept. of Recreation Softball Leagues- -
Irene Jacobs
r
CITY OF SARATOGA, PARK DEVELOPMENT
PRE - PLANNING COMMITTEE ROSTER:
Individuals
Organization
CITY COUNCIL:
Contact Name
Title
Phone /Fax
CITY MANAGER'S I Irene Jacobs Administrative Analyst tel. 868 -1215
OFFICE /CITY STAFF fax. 868 -1281
LIASON:
PARKS AND Jenny Crotty tel. 866 -7024
RECREATION Barbara Olson
COMMISSION:
CITY
MAINTENANCE:
\\SERVER \PROJECTS\JOBS98 \98 -12 SARATOGA CONSULTING \MEMOS \PPCROSTERI.DOC
CITY OF SARATOGA, PARK DEVELOPMENT
TASK FORCE MEMBERS:
AGENCIES
Organization
Contact Name
Title
Phone /Fax
CITY MANAGER'S
OFFICE /CITY STAFF
LIASON:
Irene Jacobs
Administrative Analyst
tel. 868 -1215
fax. 868 -1281
CITY COUNCIL:
PARKS AND
RECREATION
COMMISSION
Jenny Crotty
Barbara Olson
tel. 866 -7024
CITY
MAINTENANCE
SARATOGA UNION
SCHOOL DISTRICT
Mary Gardner
Paul Tipton
Superintendent
Maint. Director
tel. 867 -4060
fax. 868 -9522
CAMPBELL UNION
SCHOOL DISTRICT
Gerry Jensen
Maint. Director
tel. 341 -7200
fax. 41 -7222
CUPERTINO UNION
SCHOOL DISTRICT
11 SERVEWROJECTSWOBS98198 -12 SARATOGA CONSULTINGWEMOSWCROSTERI.DOC
0
CITY OF SARATOGA- -PARK DEVELOPMENT
LIST OF USER GROUPS and CONTACTS:
1) De Anza Youth Soccer League- -
League Hotline, 446 -3444
Heather Cumine, Field Coordinator, 255 -3296
2) Cupertino American Little League-
3) Saratoga AYSO --
Roeland van Krieken, Commissioner, 867 -6454
Mike Reed, Fields Director, 741 -8030
Blaine Eisenberg, 252 -3624
Larry Fine, 867 -7910
Mark Linski, (president ?),741- 1949(h), 720- 3814(w)
Paul Lavoi,
4) CYSA --
Roeland van Krieken, Coach, 867 -6454
Steve Tanton, 973 -1746
5) Quito Little League- -
Lynn Dickerson, President -QLL, 370 -3006
Patty Sipple, 370 -0888
6) Saratoga Girls Softball League- -
Steve Benzing,
7) Pop Warner Football- -
Celia ( ?), 741- 1185(w)
8) Los Gatos /Saratoga Dept. of Community Education and Recreation- -
Harley Crock, 354 -8700
9) Saratoga Little League- -
Susie Dymoke, Little League President, 997 -7773
10) Campbell Little League ( ?) --
11) Pony League- -
Ron Mosely, 741 -5863
12) City of Saratoga Dept. of Recreation Softball Leagues- -
Irene Jacobs
V UU
Meeting Agenda
Meeting Type: Task Force Meeting
Meeting Date: 6.17.98
Time Allotment: 4:00 -6:00 PM Project Name:
Meeting Location: City Offices Project Ref. No.:
Facilitator:
Jay Beals
Recorder:
Jeff Kreps
Time Keeper:
Allison Yamamoto
BEALS
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ARCHITECTURE
INC.
City of Saratoga, Park Devel.
98 -12
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.
INTRODUCTION: History, Framing, Guiding Philosophy, Scope
II. PROJECT OVERVIEW:
A. Schedule -- Process Overview (Timeline)
B. Roles and responsibilities:
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.
11Serverlprojects\Jobs98198.12 Saratoga ConsuflingWeeting Items\TaskforceMtg1.doc
TWO NORTH MARKET • FIFTH FLOOR • SAN JOSE. CA • 95113 • PHONE 408- 287 -4202 • FAX 408- 287 -0165 • LIC. NO. 1534
1 Meeting Agenda For: Task Force Meeting Project Name: City of Saratoga, Park Dev.
Meeting Date: 6.17.98 Project Ref. No.: 98 -12
Meeting Location: City Offices
2. Project 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, CYSA, Little Leagues, De Anza Youth Soccer League,
Saratoga Girls Softball, Pop Warner Football, 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.
III. MEETING STRUCTURE
A. Establish Ground Rules.
IV. ESTABLISH STAKEHOLDER CONSENSUS ON A WORKING PROCESS:
A. Project Mission Statement
B. Goals and Objectives in support of Project Mission Statement.
1. Group exercise.
V. WHERE ARE WE NOW? WHY ARE WE HERE?
A. There is a lack of money with which to complete necessary projects.
1. Opportunities and Constraints of sites in Project.
B. Identification of realistic cost estimates and expectations.
C. Opportunities for partnering.
D. Opportunities for additional funding.
VI. CONCLUSION:
A. Review of points contained in CPR.
B. Re- confirmation of the Project Mission Statement.
C. Reiterate the importance of the survey.
D. Where do we go from here?
1. Next Meeting: TASK FORCE MEETING #2
Date: 7.15.98
Location: City Offices
Time: 4:00 -6:00 PM
Purpose: Review data gathered from TASK FORCE, 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
To be updatedlMtgAgenda.doc 2
13 E A L S L A :N D S C A P E A R C H
PLAYFIELD DEVELOPMENT PROJECT
SARA TOGA, CALIFORNIA
MISSION STATEMENT
"THE PURPOSE OF THIS PROCESS IS
TO DEVELOP A MUTUALLY INCLUSIVE
AND EQUITABLE PARTNERSHIP FOR
JOINT -USE DEVELOPMENT AND
MAINTENANCE OF SITES WITHIN
THE CITY OF SARATOGA."
PLAYFIELD DEVELOPMENT PROJECT
SARA TOGA, CALIFORNIA
MISSION STATEMENT
TITHE PURPOSE OF THIS PROCESS IS
TO DEVELOP A MUTUALLY INCLUSIVE
AND EQUITABLE PARTNERSHIP FOR
JOINT -USE DEVELOPMENT AND
MAINTENANCE OF SITES WITHIN
THE CITY OF SARATOGA."
Project Start-up
Meet w /Client
May 4, 1998
Notice to Establish [dentity Roles,
Proceed Preliminary Responsibilities
Schedule
Receive Data IS I Establish Files
Complete
Prepare for
Phone
Task Force
Interviews
Meeting #1
Utility Develop
Connec t non Strategic flan
Codomices Opp. &
Creek Needs Constraints
:Ntap
Task Force Staff \
Meeting #1 Meeting # 1
May 28, 1998 /18/9 'W
Review
Prepare Program Drainage &
Flooding
Use Analysis
Project Pre- Planning Process Design
3 1/2 Weeks 4 Weeks
Prepare for
Task Force
Meeting #2
Task Force
Meeting #2
(une 25, 1998
I V V I M 7ff�Vrz IAZP I- h
ALBANY I BERKELEY, CALIFORNIA
LANDSCAPE
ARCHITECTURE
a
m.0 wsaa ►ur ia. ,w
Project Start-up
Meet w /Client
May 4, 1998
Notice to Establish Identity Roles,
Proceed Preliminary Responsibilities
Schedule
Receive Data E I Establish Files
Complete Prepare for
Phone Task Force
Interviews Meeting #1
Task Force
Meeting #1
May 28, 1998
Utility Develop
Connection Strategic Plan
Codomices Opp. &
Creek Needs Constraints
Map
if I Review
Prepare Program Drainage &
Flooding
Use Analysis
Staff Task Force
:Meeting # I Meeting #2
�/ 18/9 June 25, 1998
Project Pre - Planning Process Design
31/2 Weeks 4 Weeks
Prepare for
Task Force
Meeting #2
I V V 1 1"i *�rVrz 14-A;p 1- 110%
ALBANY I BERKELEY, CALIFORNIA
LANDSCAPE
ARCHITECTURE
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