HomeMy WebLinkAboutStaff Report 1855City of Palo Alto (ID # 1855)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 7/18/2011
July 18, 2011 Page 1 of 5
(ID # 1855)
Summary Title: Letter of Intent with Friends of Magical Bridge
Title: Approval of a Letter Of Intent with the Friends Of The Magical Bridge LLC
for the Design, Construction and Installation of Playground Equipment,
Pathways, Park Amenities and Other Improvements for a Universally Accessible
Children's Play Area at Mitchell Park -Capital Improvement Project (PE-12000)
From:City Manager
Lead Department: Community Services
Recommendation
Staff recommends that Council authorize the City Manager or designee to sign the attached
Letter of Intent with the Friends of the Magical Bridge for improvements located within
Mitchell Park, including the installation of children’s playground equipment, pathways, site
amenities and other improvements necessary to create a universally accessible playground.
Background
In June 2007, Friends Founder Olenka Villarreal approached staff about the need for a
universally accessible children’s playground. Ms. Villarreal pointed out that although some Palo
Alto playgrounds have rubber pathways that may allow some children to approach a play
structure, all of the play structures in Palo Alto have very little accommodation for persons
confined in wheel chairs. She showed staff that some children with developmental disabilities
are unable to use existing park swings because some kids with special needs are unable to grip
the support chains of a swing to maintain balance. She also informed staff that because of the
Palo Alto Unified School District has an excellent program for special needs, there are more
than 1,500 children in Palo Alto that have developmental, sight, hearing, balance or autistic
challenges that require special play equipment and access. Ms. Villarreal has shared the stories
of her own daughter, those of other local parents and even handicapped caregivers who are
unable to play with their children at playgrounds because of physical barriers.
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In April 2008, the Friends of the Magical Bridge made a presentation to the Parks and
Recreation Commission and asked the Commission to determine if the Commission felt that a
new children’s universally accessible playground at Mitchell Park would be compatible with the
Master Plan for the Park. On July 22, 2008, the Commission heard a second presentation from
Ms. Villarreal and the Commission concurred with staff that the project would be compatible
with Mitchell Park and would also well serve the special need students and participants at the
adjoining Achieve center and Abilities Unites.
On Jun 20, 2011, Council approved the allocation of $300,000 from the Infrastructure Reserve
Fund to Capital Improvement Project PE-12000 for design and construction services associated
with the construction of a new children’s playground at Mitchell Park (3800 Middlefield Road,
in the southwest corner of the park) as part of a public/private partnership with the Friends of
the Magical Bridge (“Friends”). The Friends intend to raise the balance of the funds necessary to
build the playground, conceptually estimated at $1,600,000.
The Friends have worked with landscape architects to create a conceptual plan for the
universally accessible playground that will make the playground inviting, family oriented, and
completely accessible to all children and their caregivers. The 20,000-square foot playground is
to be constructed in a rarely used and undeveloped area of Mitchell Park near two tennis courts
and a pathway that connects to Charleston Road. The original master plan called for the area to
be used as an archery range. In the distant past the sparsely landscaped area has been used for
scout camp fires.
Discussion
Staff has worked cooperatively with the Friends to develop a Letter of Intent (Attachment A)
that lays out the responsibilities and expectation of both parties. Similar to Letters of Intent
with the Friends of Heritage Park, the Friends of Lytton Plaza and the Palo Alto Art Foundation,
the letter describes the scope of the construction project, the amount of money that will be
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contributed by each partner, and the responsibilities for the on-going maintenance of the park
once it is improved.
Once the Letter of Intent is executed by both parties, the Friends will work with design
consultants to prepare conceptual design options for the project. The Friends will return to the
City with plans to be submitted for Planning Department, Architectural Review Board, and
Planning & Transportation Commission review. The Friends will then develop a budget for the
project, ensuring that there are adequate funds to successfully complete the project, a detailed
construction timeline and evidence of insurance. Staff will then return to Council with a Park
Improvement Ordinance, Budget Amendment Ordinance, and Agreement for the Design,
Construction and Installation documents for review and approval. The Agreement would
specify policy and procedural guidelines for the Friends to follow regarding construction, safety,
liability, and payment details. The agreement would follow similar public/private partnership
agreements that provide for authorized non-profits to manage the improvement of City
facilities. Other examples of such partnerships include the Friends of the Children’s Theatre for
the construction of the Magic Castle, and an agreement with Perry-Arrillaga for the
construction of a refreshment stand at the Baylands Athletic Center.
Timeline
Once the attached Letter of Intent is approved by Council, the Friends will have two years (until
July 1, 2013) in which to negotiate a contract and work with staff on the preparation of design
plans and specifications. These plans will include engineer’s estimates that will enable the
Friends to develop fundraising strategies to raise the $1,300,000 necessary for the project.
Resource Impact
Funds for the City’s share of this project are included in Capital Improvement Program Project –
PE-12000 (Magical Bridge Playground at Mitchell Park). Funds for this project will be matched
by the Friends of the Magical Bridge. The Friends estimates the total cost of the construction to
be $1,600,000. The Letter of Intent caps the City’s financial participation for design and
construction of improvements at $300,000.
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The current maintenance and utilities cost of this area of Mitchell Park is less than $5,000 per
year. The projected annual cost to the City for maintaining and operating the playground is
estimated at $10,000. This cost includes the maintenance of playground facilities and its
periodic inspection by staff field inspectors and replacement of play structure parts.
When the new project is completed will an additional $5,000 be needed in the parks budget to
maintain and inspect the playground.
Policy Implications
This project is consistent with the recently approved (Policies & Services Committee)
public/private partnership policy as a “joint partnership project.”
The proposed project is consistent with existing City policy, including C-26: Maintain and
enhance existing park facilities.
A Park Improvement Ordinance will be required for park development. The Ordinance will be
prepared and presented to the Council at the point when the actual project agreement is ready
for Council approval.
ENVIRONMENTAL REVIEW
Environmental review will be performed at the time the project is presented to Council for
approval.
Attachments:
·Attachment A -Letter of Intent (PDF)
Prepared By:Greg Betts, Director, Community Services
Department Head:Greg Betts, Director, Community Services
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City Manager Approval: James Keene, City Manager