Loading...
09-08-1998 Parks & recreation agendaPLEASE NOTE DATE CHANGE DUE TO THE LABOR DAY HOLIDAY Saratoga Parks and Recreation Commission Meeting Administrative Offices, City Hall 13777 Fruitvale Avenue, Saratoga Tuesday, September 8, 1998 7:30pm I. Organization A) Roll Call: Clabeaux, Crotty, Friedrich, Ioannou, Olsen, Swan, Whitney B) Report on Posting of the Agenda Pursuant to Government Code 54954.2 the agenda was properly posted on September 2, 1998 C) Approval of August 3, 1998 Minutes II. Administration A) Commissioner Crotty status - possible extension B) CPRS Conference C) Park Development Fund - Financial Report III. Oral & Written Communication This section is for the Public to speak on any item Not on the agenda IV. Old Business A) Park Development Fund - Project Update 1) Playfield Improvements - Task Force Update 2) Trail Grant Program V. New Business .. A) Trail Easement Request for Peck Property - Planning Dept. request B) Beals Landscape Architecture - Request for change in scope of service C) Joint Meeting with Council - recommend agenda items to discuss VI. Commissioner & Staff Reports A) Commissioner Reports B) City Hall Update - Irene Jacobs C) Recreation Department Status Report - Joan Pisani VII. Adjournment Saratoga Parks and Recreation Commission Meeting Administrative Offices, 13777 Fruitvale Avenue, Saratoga August 3, 1998 7:30 p.m. Action Minutes I. Call to Order The meeting was called to order at 7:35 p.m. II. Roll Call Commissioners Present:, Crotty, Clabeaux, Friedrich, Ioannou, Olsen, Swan, Whitney Commissioners Absent: None Others Present: Sam Kendall, Mark Weiner, Maxine Cohn, Sydney Cohn, Tannaz Altafi, Sarah Adolphson, Ron Adolphson, Reiko Iwanaga, Kathy Weiner, Joan Pisani, Irene Jacobs III. Report on Posting of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on July 29, 1998. IV. Approval of Minutes of July 13.1998 Meeting_ Commissioner Swan made a motion to approve the minutes of July 13, 1998. Commissioner Olsen seconded the motion and the motion carried. (6/0) V. Oral & Written Communication: None VI. Old Business: A)Warner Hutton House Improvements: At last months commission meeting, Youth Commissioners attended to request that the Park Development Funds be used to make the improvements to the Warner Hutton House planned by the Friends of the Warner Hutton House. Joan Pisani explained that the project would cost somewhere between $70,000 to $100,000 to renovate the attic that the Youth Commission and the Friends of the Warner Hutton House hope to see converted in to a study area for youth from the community. The original intent of the Friends of the Warner Hutton House was to seek funding for this project via grant monies. The Friends have been unsuccessful in attaining these funds and requested that the project be funded by the Park Development Fund. The Commission decided at last month's meeting not to fund the new project because only $5,000 had originally been funded for Warner Hutton House renovations and it was the feeling of the Commission that any additional funding would have to wait for consideration just as had been asked of the High School pool project and the Skateboard park request. The Commission was asked to revisit the request at this month's meeting by the Friends of the Warner Hutton House. Members of both the Board of the Friends of the Warner Hutton House the Youth Commission were present to discuss the agenda item. Members of the Friends board passionately shared their request stating that they had been unable to secure funds as was the original intention because grant monies were difficult to come by when you are dealing with a City owned facility. The Commission recognized the value of the project yet, they explained to the board the precedence that had already been set when the Commission declined both the request from Saratoga High School for assistance with the aquatics center and the request to fund a skateboard park. Both requesting parties were told that the Commission first needed to complete some of the items on the priority list established by the Commission and approved by the City Council before they would then entertain assisting or undertaking any additional projects. At the end of the discussion Commissioners Friedrich made a motion to recommend to the Friends of the Warner Hutton House that they go to bid on the project so that they will be able to provide more reliable estimated costs for the project and then return to the Commission at a later date after the Commission had had a chance to move further along with the prioritized projects and thus had a better idea of how much money remained for distribution to new projects. The Commission wanted to make it clear that there was no commitment being made to the project, simply a commitment to reconsidering the project once there was more information that could be shared with the Commission. Commissioner Olsen seconded the motion and the motion carried. (511) B) Playfield Task Force Update: Commissioner Olsen updated the Commission to the status of the Playfield Improvement Project. Their was consensus from the Commissioners who attended the meeting that the project was moving forward and that the Task Force was working together to make positive things happen. C) Trail Grant Program: At last month's Commission meeting the Commissioners discussed the criteria that should be considered in evaluating trail proposals in addition to the information that should be included in the proposal. Staff was asked to draft a brochure that included all this information that could then be reviewed for changes before a final approval was made. The Trails Grant Program is being established to address the need for trail improvements at a time when there are insufficient funds available to maintain existing trails and create new trails. The Commission felt that by formalizing this process, it would encourage more residents to volunteer their time to make improvements to the trails that they most use. Comments were shared with staff regarding the draft trail brochure that had been distributed for their review., Staff will make adjustments and provide the Commission with a final version at their next meeting. VII. New Business: A) Projects - Priorities for staff Irene Jacobs, staff liaison to the Parks and Recreation Commission, requested that the Commission give her some direction in prioritizing her limited time so that she could "work smart" to accomplish as many of the priorities established for the use of the Park Development Fund. Staff recommended and the Commission agreed that she should continue to focus on the playfield project, the restrooms at Wildwood Park and installing the new play equipment at Kevin Moran and Gardiner Parks. B) Election of a New Commission Chair: Kay Whitney made a motion to elect Barbara Olsen as the new Chair of the Parks and Recreation Commission. Commissioner Swan seconded the motion and the motion carried. (6/0) Marianne Swan made a motion to elect Frank Friedrich as the new Co -Chair of the Parks and Recreation Commission. Commissioner Crotty seconded the motion and the motion carried. (6/0) VIII. Reports: Commissioner Reports: Commissioner Crotty reminded the Commission that her term on the Commission is scheduled to end in October and she asked Commissioners to consider whom they would want to appoint to oversee the Adopt a Creek Program that she is currently overseeing. City Hall Update: None Recreation Department Status Report: None Park Maintenance Division Update: None IX. Adjournment Commissioner Whitney made a motion to adjourn the meeting and Commissioner Friedrich seconded the motion. The motion carried and the meeting was adjourned at 10:20 p.m. (6/0) Prepared By: I ne M. Jacobs City Staff Repre ntative 9-01-1998 9 : OOAM FROM BEALS LANDSCAPE d88 287 8165 P.2 BEALS LANDSCAPE ARCHITECTURE August 29, 1998 INC Irene Jacobs Administrative Analyst II City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Irene, I feel very positive about our Task Force Meeting on Wednesday, August 19, 1998. 1 believe we accomplished our goal in establishing the criteria for accountability, prioritization of the sites, level of development for each site, and direction for development of maintenance criteria with other stakeholders. However, as we discussed during and following the meeting, this project has taken a small turn of events. To enable completion of the original scope of work, the Task Force believes that the best way to present City Council with a proposal /report is to prepare a report that includes schematic designs, costs estimates for those schematic designs. Our contract does call for us to prepare conceptual site improvements programs to a costable level. This was completed with the data and base plans at 1" = 200 feet. This scale is not appropriate for developing costs to the level that can be taken forward to city council. This has been a topic of discussion throughout the entire project and it was agreed by all parties that until such time as we did receive consensus on prioritization of projects, and decide which projects, would go forward for the capital improvements, it would be inappropriate to get larger scale plans to develop schematic plans and costing. It was also unknown at the beginning of this project whether or not that would be required, it is apparent after the meeting on August 19th that this step will be necessary to provide adequate information and send it forward to the Parks and Recreation Commission and City Council. The Commission and Council representatives at the last Task Force meeting agreed with this modified approach, Therefore, responding to the request by attaching a proposal for additional services to bring this project to the level that is currently desired. It should also be noted that with this proposal there is also the need to modify the schedule. In accordance with our original contract we were supposed to move directly from the last task force meeting into preparation of maintenance agreements on a site -by -site basis. It is now apparent that there is potential that the user groups may shift in site locations through and as a result of developing of additional sites and fields. As is happens, these sites and fields are all on school district property. Until such time as a plan is completed it would be difficult, if not impossible, to meet with the school districts to discuss partnership agreements relating to land, availability and lease, participation in construction, and maintenance requirements and participation. Therefore, we will need to adjust the schedule, along with the scope of work to permit this to come out at an appropriate ending. The other element that will effect the timeline of this project is approval of our additional services and fees. We need to submit to you the changes contained in the attached scope, fee and timeline modification which need to agendized for to City Council approval, resulting in an amendment to our contract. We can then proceed with the additional work. Because of the timing at the end of summer including vacations and our workload, it was not possible for this information to be taken forward until the first week in September- Therefore, we will not assume that any approval from City Council would come prior to the third week in September. This is the tentative scheduled date for the next task force meeting. I understand that the City would like to get these issues resotved before November. However, it will take us some time, at least one F UOSSM9 &12 SARATOGA CONSULTINGILEfTERSUR UA005S 83198 DOC TWO NOPT!I MARKET • FIFTH FLOOR • SAN JOSE CA - '-05113 • PHONE 408.287 4202 • FAX 408 -287 -0165 - LC: N0. i534 9 -01 -1998 9:01AM FROM BEALS LANDSCAPE 408 287 0165 P.3 month, to prepare the schematics following receipt of upscale aerials and review those with the City in general and begin negotiations with the various school districts. I believe that the attached documentation clearly describes the scope of work that we have been requested to add to our contract as well as the time and fees associated with that work. Please let me know, upon your return from vacation, if you have any questions or need clarification in regards to these matters, or if you would like us to be present when it is preserited to the City Council for approval. Respectfully Submitted, William J. Is, Ill Principal WJBlthj FVO8S98198.12 SARATOGA CONSUITINGUTTERSUR UACOOS WI-9 .0OC 9 -01 -1998 9:01AM FROM BEALS LANDSCAPE 408 287 0165 P.4 CITY OF SARATOGA PARK DEVELOPMENT PROCESS ADDITIONAL SERVICES RESPONSE AUGUST 28, 1998 SCOPE OF SERVICES MODIFICATIONS Beals Landscape Architecture has been requested to provide services outside their current scope of work to enable a positive conclusion for the park development project planning process. These additional services have been requested because of a change in the process through development of improvements primarily located school district property, with the one exception with the Blue Hill Hills/Azule property, where it would be a joint venture project. Currently, there are no site plans at any enlarged scale available for the consultant to use in preparation of site plans and budget estimates. These are both required prior to approaching the school districts with participation agreements. Therefore, the scope of work will include the addition of enlarged aerials from stock/library photos from Air Flight Service for the sites that are going to required study. These include all ten sites with the exception of Saratoga Elementary and Redwood Middle Schools, and 8 Quito Parts. At these three sites, the modifications are minimal so they do not require additional drawings beyond the 200 scale sketches and descriptions which are currently in our contract. Because of the modifications noted above, we propose the schedule change in organization from that previously proposed in the original agreement. We believe that the last phase of the contract, shown as roman number VI, entitled "Contract Development and Ratification ", should occur following preparation of schematic plans and cost estimates with the exception of the presentation to commission and City council. Further, we believe this should occur during the period between the Task Force meeting #3 and the final Task Force meeting #4. Not only are the plans and costs required for Task Force approval to go forward to commission and council but so are the tentative agreements that need to come out of this relating to partnerships responsibilities and accountabilities. Therefore, we are suggesting, in the attached schedule, that this phasing be modified to go from Task Force meeting #3 to a new work item for obtaining aerial photographs, preparation of schematic plans and associated budget analysis to the contract development stage, followed by the agreement on accountability with Task Force meeting #4 and ending with the presentations to the Parks and Recreation Commission and City council. ADDITIONAL SERVICES 1. One Meeting with the Staff liaison to determine project requests for additional services. 2. Re- scoping of project including services, timeline/schedule, change and site plan requirements. 3. Co- ordination with Air Flight Service to obtain pricing and aerial photographs. 1. The scale of 1" - 100' -0" for the following sites. • Marshall Lane Elementary Foothill Elementary • Congress Springs Park • Argonaut Elementary RUOSS9 A42 SAMTOGA CONSWINMCCNTRACRMDRIONAL SERVICES d.3 A DOC Pape 1 9 -01 -1998 9:02AM FROM BEALS LANDSCAPE 408 287 0165 • MacAuliff Elementary 2. We have in possession uprated aerials of Blue Hitls(Azule & Kevin Moran at 1" _ 50' -0" 3. No aerials or further design plans will be required for El Quito Park, Redwood Middle or Saratoga Elementary Schools. Reports and costing will be handled in text form only. 4. Preparation of schematic plans for the following sites based on Task Fore direction at the 8/19/98 meeting. Submittal of additional services request to City • Blue Hills School/Azule Park 1" = 50' -0" Marshall Lane Elementary 1" = 100' -0" • Foothill Elementary I"= 100' -0" Congress Springs 1" = 100' -0" • Argonaut Elementary 1" = 100' -0" MacAuliff 1" = 100' -0" • Kevin Moran Park I"= 50' -0" 5. Preparation of detailed budget analysis for each site noted: Area of land. • Development costs. Fee/permit costs. Anticipated maintenance costs. 6. Project Management Additional Compensation: We propose a fee of $17,942.50 to accomplish the additional scope items listed above. A detailed matrix of these costs are noted on the attached Exhibit A. 7. Project Schedule: We propose the attached modification tot he current organization of work items and schedule. Please note that the items in bold italics are additional scope items. The others are currently contained in our scope. 1. 8/31198 Submittal of additional services request to City 2. TBD Submittal of additional services to City Council for action 3. TBD City Council Approval 4. Week 1 Amendment to BLAi contract 5. Week 1 BLAi begins additional services 6. Week 1 Coordination & Ordering of Aerials 7. Weeks 2 -3 Preparation of Schematic Plans 8. Week 4 Preparation of Budget Analysis 9. Weeks 5-6 Contract Development: (Meeting dates TBD) Consultants will meet independently with all parties to review the specific site requirements and responsibilities included in F:UOBSWS&i2 MAMA CONSULTM0ONTPAC ADOMON& SER "S "S DOC Paps 2 P. 5 9 -01 -1998 9:02AM FROM BEALS LANDSCAPE 408 287 0165 P.6 the final document(s). A. Meeting with Staff and City Council Representative (2 total) B. Meetings with user groups (6 total) C. Meetings with the School Districts (3 total) 10. Weeks 7 -8 Agreement on Accountability The final job of the Task Force is to reach agreement on who will be held accountable for what items. The agreement will be based on a clear understanding of each stakeholdeft role and responsibility. This will include improvements and maintenance responsibilities with an understanding of real costs and cost burdens and methods of measurement. A, Consultant will develop a matrix on a site -by -site basis of the users, site impact, suggested improvements and maintenance cost parameters. 1. Complete preparation for the PPC meeting. 2. Review of provided material 3. Design of meeting and establish CPR 4. Establish agenda S. Prepare required materials B. Facilitate PPC meeting #4 1. Prepare for the Task Force meeting. 2. Review of provided material 3. Design of meeting and establish CPR 4. Establish agenda 5. Prepare required materials C. Facilitate Task Force meeting #4 1. Review maintenance general costs by level 2. Review roles, responsibilities of each group 3. Review general agreement and contract criteria 4. Review specific site -by -site agreement drafts 5. Obtain agreement of accountability for agreements to send forward to City Attorney and City Council 6. Celebrate the success of the work completed 11. Week 9 Contract Ratification The last phase of the project is to work with the Staff and City Attorney to develop a legal and binding document that is concurrent with the draft documents and presentation to Parks and Recreation Commission and City Council. OPTIONAL ADDITIONAL SERVICES BLAi will prepare a report containing a synopsis of the process at completion; milestones & recommendations for implementation and impacts on current City and school maintenance needs & costs. This would result in a final "shelf' document for use in implementation and could be sued as an attachment to the W.R.J. study already in place. F:UOBS9Mi2 SARATOGA OONSLLTING=NTRACIWDMOKAL SERVICES "I -K000 pap 3 9 -01 -1998 9:03AM FROM BEALS LANDSCAPE 408 287 0165 FEE ESTIMATE WORKSHEET CLIENT: City of Saratoga PROJECT: Saratoga Park Development BLAi JOB NO.: 9&12c1 P. 7 BEALS LANDSCAPE ARCHITECTURE, INC- Date: 8x29198 PREP. BY: Triria Task Deacription CTfD $60.00 JC $7000 PLA $50.00 PIN $10000 PIC $150A0 Taal Fees 1 M vAlh Staff 1.00 $60.00 $0.00 $0.00 $0.00 1,00 $150.00 $210.00 2 Pr ' t Rarging 1.00 $60.00 $0.00 $0.00 $0.00 2.00 00.00 $360.00 3 Coordination vath AFS 2.00 $120.00 $0.00 $0.00 $0.00 $0.00 $120.00 4 Schematic Plans $0.00 Blue HUWAz* 16.00 $9W.00 24.00 $1,650.00 4.00 $x20.00 $0.00 4.00 $600.00 $3.580.00 Marshall Lane 8.00 $480.00 16.00 $1,120.00 2.00 $160.00 $0.00 3.00 $450.00 $2,210.00 Foothill 6.00 $380.00 12.00 $840.00 2.00 $160.00 $0.00 2.00 $300.00 $1,660.00 spinp 6.01)1 $380.00 8.00 $660.00 2.00 $160.00 $0.00 1.00 $150.00 $1.230.00 6.00 $360.00 6.00 $420.00 1.00 $80.00 $0.00 1.00 $150.00 $1,010.00 MacAuli f 6.00 $360.00 6.00 1 $420.00 1,00 $80.00 $0.00 1,00 $150.00 $1,010.00 Kevin Moan 6.00 $480.00 16.00 $1,120.00 2.00 $160.00 $0.00 3.00 $450.00 $2,210.00 5 MWaralion of Bud9d An $0.00 Blue HilWAzule 6.001 $380.00 $0.00 2.00 $160.00 $0.00 0.25 $37.50 $667.50 Marshall Lane 4.00 $240.00 $0.00 1.00 $80.00 $0.00 0.25 $37.50 $357.50 Foo0r51 3.00 $180.00 $0.00 1.00 $80.00 30.00 0.251 $37.50 $297.50 222mspfinp 2.00 $120.00 $0.00 1.00 $80.00 $0.00 026 $3750 $237,50 kgww 2.00 $120.00 30.0 1.00 $80.00 $0.00 0.25 $37.50 $237.50 MacAulifl 2.00 $120.00 $0.00 1.00 $80.00 $0.00 025 $37.50 $237.50 Kevin Moran 4.0 $240.00 $0.00 2.00 $160.0 $0.00 026 $37.50 $437.50 6 Iftied Manapment $0.001 $0.00 $0.00 12.00 $1,20000 $0.00 $1.200.00 Raft seal* Expenses 1 1 119.751 $800.00 TOTALS 83.00 $ 1,980.00 1 69.04 $6,16000 23. $1,840.00 1Z $1,200.00 $2,98250 $17,942.50 Fes Esbm ft for MMonW Services831 -98.xw ft" 1 9 -01 -1998 9 :OOAM FROM BEALS LANDSCAPE 408 287 0165 Fax Transmittal Date: September 1, 1998 Time: No. of pages: 7 (Including Cover Page) P. 1 BEALS LANDSCAPE ARCHITECTURE INC, To: City of Saratoga From: Jay Beals Attn: Irene Jacobs Phone Number. 408.287.4202 Phone Number. 408 -868 -1281 Fax Number: 408.287.0165 Fax Number. 408-868 -1215 Project Name: Parks Development Subject: Additional Service Req. Project Ref. No.: 98 -12 X For Approval ❑ For Your Use ❑ Reply ASAP ❑ Please Comment X Hand Copy to Follow Remarks: Confidentiality Note: The information contained in this fax transmittal is legally privileged and confidential information intended only for the use of the individual or entity named above. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this fax transmittal is strictly prohibited. if you have received this fax transmittal in error, please immediately notify us by telephone and return the original message to me at the address above via United States Mail. To be updeh►dlFex TfnsmiWdW TWO NORTH MARKET - FIFTH FLOOR • SAN JOSE, CA • 96113 • PHONE 408 - 987 -4 202 • FAX 408 - 287 -0165 • LIC NO 1534