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06-11-1998 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 ARCHITECTURE INC. 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 1 t& cy 174A C-e, ok- ' r--) 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 LANDSCAPE 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 n rwpsaa wrts.19"