HomeMy WebLinkAbout0273.092I
'"""\ ~ Ita _i BUDG£[ 92-914 ~) !Je,lOI t ________ ___
May 28, 1992
HONORABLE CITY COu~CIL
Palo Alto, California
IMFORNITro, RESPONDING TO [INANe, co~ITTEZ QUESTIONS 0' KAY 14 •
• "2 -COQ)(CIL g,oInED Q1J'ICpC. UlFOP.KATICN R'£SOPRCE8, BUKAH
IBSOUBe'S, 'ZMAHCE AND POLICE DEPARTMEll'S
Attention: Finance Committee
MeD:Jbers of the CQuncil:
"port: i;, Brief
Attached is intocmatic~ responding to questions asked at the May 14
Finance Commit-tee hearing.
L Provide the total dollar amount budgeted for liability claims
citywide in 1992-93 an~ 199~-94.
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Budgeted General Liability Claims and Expenses:
199'2-93 budget
1993-94 budget
$1.7 million
$1. S lllillion
Liability expense is projected based on three factors:
reviev of current claims outstanding, payment history for
prior years-, and incl:'rreo but not reported losses as
estimated by the City's actuarial consultant, Coopers'
Lybrand. Anothp.r complete re.,,-iev of outstanding claims
and related reserves .. ill be unde:rtaken hy the City
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.J.t torney 1 s Of £ ice as part of the rea 1 ignment of risk.
management responsibilities, ~hich may result in changes
to the estimated cl~i~9 payments buogeted.
Provide details on 1992-9") overtime and temporary dollars for
all departments.
SEE ATTACliM"ENT 1
3. Ci tY"'ide, provide dollar and person-year equi valencies for
voluntee-r time.
SEE ATT~CHMENT 2
4. Provide an estimate of what it costs the Police Department to
provide support for special events at stanford.
The Police Depa~tment spends about $70,000 per year to
provide traffic control services for-stanford. football
games. Other Stanford special eveo~s, such as dignitar
ies and heads of state visits. require varying amounts of
police support. The cost !"or tbese lE!vents varies widely
from event to event~ so support costs have not heen
determined.
5. Provide an estimate of cost per page foY" City council minutes.
".on average cost per page. is $18.47 ~ This figure assu:mes
that the meeting aqenda does not includ.e lengthy or
technical items. The figure is based on the transcrip
tion, including perusing the appropriate background
materials, editing for content, pr~fing for grammar and
pl.lnctuation, and finalizing the document for ~acket
inclusion.
6. Provide a copy of the report done on the cost-henefit and
comparison to other cities of synopsis versus action min~tes.
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The report forwarded examples of action versus sense
minutes:. The discussion at the June 23, 1986 Council
Eeeting is attached ~hich indicates that approximately
$40,OO(J per year (includes contract services, hours and.
overtime, paper, mailing, and reproduction costs) ~ould
he saved. (Attachment J)
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7. Provide an explanation of why allocated revenU.e for Human
Resources ... ·ent up in 1992-93.
The :methodology to allocate administrative costs is
adjusted only every other year. Th3t m~ar.s that when new
prograros are added after the methodology is ~eveloped,
they are not captured in the budget until the next twc
ye~r budget. HUman Resoarces added dollars for citywide
training, a half-time Sa.fety Officer, and a Commute
Coordinator position in 1990-Sn, after the administrative
allocation was developed tor the i990-92 budget. Year
end actual costs are aajl.Osted for real spending, however.
Therefore, the act\la,l allocated revenue. fot' 1990-91 year
end for Human ~esDu~ces on page 60 of the proposed 1992-
94 budget is only 6.3 poaJ:"cent lower than the proposed
1992-93 figure.
a. Provide information on the cost and staffing impacts o"f
9.
cablecasti~g Architectural Review BoarG meetings.
The Architectural Revie~ Board (ARS) meets approximately
20 times a year, with the average meeting lasting three
hours. At $75 an hour, the contract with ~id-peninsula
Access Corporation (~JAC) would have to be increased by
$4,500.
Provide an estimate of th~ total cost
unbudg'eted, from the recommendations
analysis.
savings, budgeted and
in the Public Works
Most ~ecommendations cannot be directly quantified as to
cost savings. Examples include improving operations,
work order request records, develop a ~ality control
program at the ga~age, deveiop generic work classifica
tions for operations crews. The recommendations t.hat can
be quantifi~d are as fcllo~s:
Shift Public Works custodial
services through attrition.
$112,000
staff to contract custodial
poten~ial arUtual savings:
Monitor tree crew product.ive hours. Potential savings in
increased productivity: about 5, 000 hours, or about
$110,000.
Shift two pasi tions to Utilities that · ... ere previously
billed to Utilities for actual ~ork done. Cost savings
are those. Itnon-producti ve lt hours, i. e., vacation and sick
leave, that previously were 1.lnbilled to Utilities.
savings: about $18,000 annually.
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10. Provide ecp5 es of the previous staff report on the Chuck
Thompson sW'illl site.
SEE ATTACHMENT 4
Attachments
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"TTACHMENT 1; DEPARTMENT OVERTIME & TEMPOMARY BUDGETS
t !}92-93 Pr¢po$D{j Budget
General Fund;
Anorn5j
Cieri<
Finance
Fife
1n10 Resources
City Mana9ar
Human Rr360iJrOOS
Pmnning
POf"ICe
Publ:c WOrks
Community SeMce-S
'!"otal General FUM
Ent«prise Funds:
Utilities Administration
Water Fulld
_Fund
Gas Fund
Wastewater COfiection Fund
Subtoi8'. Utilities Dept.
Refuse Fund
Wastewater Tr98.tment Fund
Storm Drainage Fund
Subtptal Enterprise Funds
Vehicle Maintenance
Printing & Mailing
TOTAL crrv
Temporary
Do:lars
{Contract
.\ Payroll)
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37,984
21,860
44,489
23,534
1.250
12,955
20,415
69,052
170,550
19,853
1,347,464
12§.9,406
, ,a,700
173,250
166,800
70,500
12,000
54'250
26,756
74,400
1,600
644.00§:
26,200
2080
$2,441,692
Oven:ima
Salaries
8.273
51,97'9
629,&70
14,832
2,227
1,049
29,On
611 ,631
74,011
65,195
f,4S!~
28,627
164,000
394,565
142,.526
115,163
a.s 001
21,341
187,426
~8
$2.555.e89
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ATIACHMENT 2: VOLUNTEER EOUIVALENCIES
The informlitlon provided Is for 1991-92, 1992-93 hours IUB projeoted to be llimU&r. 001l0r8 IIro calculated al
at the hourly salary piUS beoefl18 fot an Office Assistilni and a Planner poBtiOO. These postUOIlS are representative
or tho pay scale for clerical and proftl6SiOnsi YOlutltusr 8sslstanoo rQ8pecti~)'. What Is included betow ar6 those
volunteer hours that 81"8 osed In lieu of staff. CltyCommlsalon volunteers and volunteers supporting City ron,ra.<:tors
(e.g, l"heatroworks) are excluded.
TECHNICALJCLERICAL PROFESSIONAL
l!QlIH!> QQUAf§ l!QlIH!> I:!Q~!.A!§
COMMUNITY SEIWICES
HumanSery~ 3,746 $117,632
100 hours of the a.bOV8 is for volunl88r8 who B8ShU wllh the VOlJlh Council Rnd speCial
projects. The remaining 3,646 hOurs .fa ~tf(lrtB bY las" fo(oos to assist In policy and
planning for the Human Sorvleas DivisiOn. Included are Child Caff) Task Force, Youth Council.
Mediation Task FOI'ce Ilnl.1 Ois8bUity AwareM5~ Task Force,
Art88~1§:
Cullural Center(Childftln'!'I 11 ,200 $214,032 2,800
Includes technlcl'll, cterical Rnd professional 88rvlce at the Cultural Center and CllUdren's
Threa.tre.
RecreatiQn,~~Ce and Scien~
$67,926
Rocre8tlon Activitlos 49,500 $945,945 5,500 $172,711
Includes voluntoers for Senior ~rlEindshlp Ollyn, pat1iclpatlon In :.?5 special events during thfl
year, assistance In tho Therapeutic Recreation program, 8s81s18nC9 fOf teen events, voluntoor
junior lifeguards support for adult sports tournaments and c08ch~s for apons programs.
Open Space and SCiences 5,000 $95,550
Includes 8sI'IIstancQ with Baylande Marsh Cleanup, production of four major ovents at the
Junior MUSEtum, support for the Zoo oportlop.s, and miscellaneous cleanup activities In tho
natore p(osorves,
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5,000
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'117~ 1.80
'301,958 '-13
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$1,118,&58 26,44
195.550 2.40
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ATTACHM~NT 2: VOLUNTEER EQUIVALENCIES
TECHNICAUClERICAL
jjQJL,!~ p~
PROFESSIONAL
tllllIB§ DOLLARS
~ 5.800 $110,838
A.ctivitles include repairing books. helping 10 lJe!oCI new materlal$, assist with dally librHr'l
opening procedures, story timos for childnm, pian and execute book sal08 and select and
deliver library matoriuls to the homebound.
TOTAL COMMUNITY SERVICES 71,501.) $1,366,365 '2,046
POLICE DEPARTMENT
f'~l~ 3,360 $64,2'0 1,440
Includos providing clerical and related support provided at City Hall, h(.lme s8,my Inspections,
Assistance in school pre:mlltatlons and translators and inl6rprelers.
Afllmal Sefvlw 5,000 $£15,550
Includes aS81f:iMg with C8fe And 8xcercl8ing of animals, clerical duties, p(uparatlon 01
publiC relations matarials and fOster Yolunteers.
TOTAL POLICE DEPARTMENT 8,360 $159,760 1,440
TOTA.l GENERAL FUND DEPARTMENTS 79,660 $' ,526,125 13,486
UTILITIES DEPARTMENT
Enemy Sorvices Qivlsion 1.000 519,110 1,000
$378,268
$45,219
545,219
$423,487
$31,4Q;!
Volunteers work with the Energy Serviceo Division provl(llng B~sist8nce with specia! programs,
TOTAL UTilITIES DEPARTMENT 1,000 $19,110 1,000 S31,402 --------
TOTALOTILITIES AND GENI'ORAlFUND eo.oM $1,545,2.'6 14,488 $454.889
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5llOGi "1\Q'.8'ljll!.it'
'63.1>48 $1 ,744.63~
4,!JOO $10ll.A28
6,000 $95,550
9.BOO '204,97~
13.346 ",949.812
2,000 $50.512
2.000 $!so.$!2 ......... _-_.
9$,340 $2,000.124
4{j,110
2,31,
2.40
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44,88
0.911
0,98
45,84
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A1TACHMENT 3
COST-BENEfIT AND CO~{PARISON TO ornER CITIF.5
OF SYNOPSIS VERSUS ACTION ML"'LJTES
The following is excerpted from the City Council minutes of June 1:.3, 1986:
"Coun~Jmember Fletcher referre,d to Item I-L. condensed.sense minutes for City Council
meetings, and asked for cost figures in terms of s.aving~ involved ~1th ·;or-dc-nred sense
minutes.
Ms. Young estimated $7,000 to $10,000 in terms of the Staff Secretary JXlsition, and more if
one looked at the figures in terms of the entire staff time. Staff estimated $40,000 per year
to produce Council minutes.
Councilmember Fletcher asked about the time savings because when the issue was raised
before, the pw.;ous City Clerk believed conljensing the amount of wording ir.. the minutes
took as much time as not doing so. She asked whether condensed sense minutes were a time
saver.
Ms. Young. said yes. Most other cities in the stale prep.ared City Council minutes by the
City Clerx noting the indicator number on the mpe and the transcription cIerk only
transcnoing that portion of tile tape. Tapes were then maintained for two years rarher than
60 days as was presen~y l"e case.
Councilmember Fletcher was di ... -ided on the issu.e be.::a:use she beli~vcd it Wal a nice service
to pro"ide extensive minutes. On the other hand, s.he never saVIo' another jurisdiction have
such extensive minutes, and it seemed Palo Alto C<)uld at least try less paperwork. She did
not want action minutes. She was wilEng to go along with the proJX'sed mixture of
sen;e/action minu~ for a trial period because Palo Alto nee<!ed to try and cut back on
expenditures .•
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September 29. 1988
HONO~ABlE CITY COUNCIL
Palo Alto, California
A nACftl[~T 4
Attention: Policy and ProcediJres C'J!WTlittee
CURRENT STATUS AftO LONG-TER~ DEVELOPMENT OF THE 'WI~IER lODGE' AND FORMf.R CHUCK
THOMPsON swIM ANb I£NNls Slt£s
Members of the Council:
The p\Jrpo5e of this report is 'to provide Cf)l.>T1Cll witli a status report and' request
concurrence of the direction Haff is taking as to the lOrlg-term de .... elop11ent of
the "inter lod9~ end former Chuck l'l'ioopson Swim dnd Ter,"nis sites at 3009
Middlefield Road.
Background
In accordance with a vot€1'" inaiative passed or. NO\lBllber 5~ 1985. the CHy
acquired the 3.74 acre parcel of land at 3009 Middlefield Road on April 28. 1987
(see Exhibit A attached). This site is made up of five distinct areas:
1) It swim center -one building and an outdoor 5wi,rening pool;
~) Four tennts cou~ts;
3) An outdo-c.H' ice rin\( and €nclose(j practice stuIHc<:.;
4} A 13,670 s.q. ft. 'iacant 10t (fo~er Sr.e11 s;:>:f'iice 'Station site); an~
5) P4rking and dri~eway for the entire site.
Prior to the City acq~isitionl the te~nfs courts w~re leased to the YMCA and the
Winter Lodge was leased to CmmHJnity Skating, Inc. (CSI). Tn 1985, City staff
investigated the concept of the CHy's Recreation Di,ision running the entire
site. Several proposaTs were 5otJ::!ied including a f.:rnily membership fitness
center. HOWrte'ier. giveil tlie nlJTlber' and variety of recreation ser~ices already
provided in this area~ t~is project was nat pursued. It was about this time that
the YMCA indicated an interest in leasing the entire site. repairing t~e facility
and continuing the lee skating progr~. revital iZlng and upgrading the swim
center. repairing the tennis courts, dna developing a satellite {lffice for their
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existlng Ros.s RDad facility. Ir1 earl,. 1987, the City ac:qLiiT'"e,j the sitE' and
continued to lease t."H' f;;lci1it.ies to the two 2f;);JyS or. SiHrrt-term O!'1c-yc~r
leasE'S. The y~c." and (51 t:;iscussed 11. co11C1b0r~t;ve agreement over development of
the entire site. [S1 felt the YMCft would ~ot be sensitive to the1r n~ed5 a~d di~
not want t.o be part of the YMC.1i. deve1cpment. rn J:.Jne of this year, the ,(MC,~
withdrew their offer. C'sr is no~' eager to prOCeed with a ~Cliig.term 1ease for th"e
Winter lodge site. They pian to raise funds for-the rerrode~ing Df the ledge
(estImated at OVEr SSOO,OOO). T~e YMCA ls curreflt'J ""e-evalu~ting its position
to see if its nee,js Cdi1 be met en the remdi~irlg acrE:.~ge. Pari'.i:"lg will be a Jt.ey
i'S.'SUE in any future j-e\le~opm.:!'!t ')f the s'1ti2.
ether S1te lssw~s
The. Santa Clara Val1ey '\.i"dter D15.trict ~5. clJr'renUy im~ro .. ing !olata.1ero CreeK. on
the mrthwesterly edge of the City pr-op-erty. District plans include usin9 a
portion cf tM driv(!"way adj<lcent to tt1e Matadero creek as a means of ingress and
egress dOlf'rl ir.to the creek (see attact1f:d EKhibit A). This will cause a loss of
parking and a r.eed to reposition the ingress a'ld egress from th2' site .
.e.. second issu~ involves the vacant lot (fonner Snen servir;€ station site) adja~
cent to "Iiddlefield Road. Prior to (icquirirg the site, tt;e City took g"ound~
water tests of the site. Thi! t-est revealed low 1evels of cissolved hyclrOCaT"bQns
11'] the gr{)undwat.er beneath the site. tn March of 1987, Dr-ior to the aCQuisitinn
of the site, th~ CitY' entered into a fiv€-year agr~mer~t with Shell Oil ComparlY.
St:eli agl'"eed tc clean the gr~\,l~,d,"ater at the site to an acceptabie 1evel. The
City anticipated the State or the Sarrtd Clara Valley \rjateT" l)istrict would set
ac.c.eptable lEvels, of cleM-~)l :or '/fat-e\'" contamir,ation~ but the State and the
District have chosen to deal with each site on a case-by-~dse basis. The subject
site is not a Sta!S! at District higr; priority itE'l"n. and it may be years before
they arE able to set a site specific accept<!ble level. The Ma,(~ 1987 agr€e'Tlent
requires Shell to continue to rtlonitor the Slte ~ntn the le~'e'1 has beer. set.
Once the level has been set, Shell will be instructed to clean groundwater to the
minhn.,n €staolished level.
A gasol ine lE-ak: was al so d j st.Qvered during th~ e);Cdvat ion wQr-ic for ~d.tadero
creek. Tne gascline: leal( wao; tra.:ed to the aGj(!c€~~ Area station. (onta11':1at i 0'1
is believed to ste'1'i fror.; (!r'! o1d tank: ~het was. recently :--ep1aced by' 3: rew dJwb~e
liTied tanK. A!'co is C\.ll"Texltly c1~an"ng the ~::'r'( 3red and will be r€qJ~reo to
clean the adjacent City owned property.
A th~r,j issue is loning. Cl1rr-er.tlj, the site is zoned RM-2 10 ... density muTti
family resid.~fltia.l. If the 'E!:.:isting Llses dre to 1"~ain. staff recorrrnendl) th~
property be rezorled as PubliC Facilities (PF).
Discussion of the Is.su~~
Lorlq-tenT! lease of the "'~nt~'C Lodge site to Comm~ __ nity Skating, Inc.: CSI has
suhmltted to (Tty staff a preliminary renova:ti,~n and expansion pTar; far HIt'
winter lDdge faci1it1es (see Exhibit S). [51 estimates it w;11 co<;t approxi-
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mate:), ~500,OOO to compl€te the proJE'ct. In order' to ra.is-e the necess".ry
funds, they feel a need to estdb'1Sr. a IOrlg-tenn ccmr11tmerlt froo the: C1ty.
CSI hd5 requested the City grant a 20-year lease for the Winter lodge sitE.
Staff rec~er1ds. the City elit~r into a two-year" optlo~ per-i.;;d with CS1 ;'Iri\)'"
tD entering into a 20-y€ar lease. CST ',.il1 nan~ tlll(O year:; to rai'$e fr.mds and
finalize and obtain approvais for thei,. pians. Tnis proposal W'JIJld he simi1~r
to the Gamble G«rdens 1l.:!dSE and wcu1d also c{)11p1y with the NovE"mbf'r 5, 1985
voter ini"Clative. During the Gpt~on period. staff a'so reccm11ends. tnat tf1€
City ,o~tfnue to lease the site to CST on a year-to-year bdSis.
Parking: The entire site currently h3S 97 parking spaces. The current uses
Df the site l,lTider the City cede p'1;ki!"!9 req\jire'TIents for t0~1";r1U'f1\ty: faciliUe$
require the fallowing !illllher of parKll1g sPdces.
Tennis Courts 4 spaces 4 courts mal. -imllrTT use 16 ~eople,
1 space pel" every 4 people.
S ... im Center 50 SPdces -Based on max irnum use 200 people,
1 space per Every 4 peopie.
ice Rink -190 spaces -Based on sq. ft. of ll,43a,
1 space for e\i'ery 60 sq. ft.
The Winter lodge plans will expand the existing office~ restroOO! ,:;;nd locker
area (700 sq. ft.) and the ir1door rink (2,3GO sq. ft.). The e;(pa(1s'i'Jn wO'.Jld
require an additional 40 parking spaces: t,..o for the office, restroom and
1oC'Kers and U:16€r the one space for every 60 sq. ft .. requirenent 38 for the
indoor ice rink expanSiO{l. ihe totaT parkin9 requjrernents for the lrJir;ter
Lodge Site, if1clutHng the e;(.pansion , wou1d be 2:30 s.paces. iYjo hundred thirty
spaces is unrealistic for this type of fac11ity. Staff suggests a max:imum
nanber of peop1e 'Jsing the faei lit)' b.e "?stablished a.nd the pari(i!'\9
requirements be based orr one spaCE for ev€ry four people~ In previous
discussions with the Winter Ladge 400 people appedrs to b€ an ifrIple maxim.1.lil
occiJpancy nlll1b*!r to set. Th-;s would mean 100 parking ~Pdces .. The on!y area
on the site to expand' parking is the vacant lot between tn€ lodge ~nd
."IiddlefieTd Roa.d. Based on 350 sq. f1. per pi'rking space, the 13.670 sq.
ft. lot could accOOITlodate 39 additional parking spaces_ Tne vacant lot 150
.also tl1e area 'fMC.1\ propo5oes to use as office space. C5I als(1 p1ans to add
bleachers for specific per'fomances (one or two times per 'year). csr plans to
continue thp.1r arrangefT'ent ,..ith a chu.cll for use of the churcl1's par~ing 101:
during those s~ecial perfCnTldnces.
To date. the parking needs na ... 'e been met T argely becaus.e of the compatibh:
uses of the entire ~ite~ i.e •• '/i'hen the Jj;nte~ l.od'ge 1'S open. the swim center
is closed, and vice-versa. Staff recorrmends thdt CSI be requireo to maintain
the 41 park~n9 'Spaces as j)art of their 1ea'Sefloic il1t~i"est. Staff aisc
recoornends that the additionaT par;dng rleeds of the flinter Lodge be incTuded
in. the develQ~ent of the rerr.,ainde.r of the site and that CSt and arty future
lessee Cof the adjacent site be required to ente:-1nto a compatible PJ!'Ic.ing
agreement. The property sr.ould also be Dosted to discourdge overnight
parking and parking associ~ted ~ith the adja~e~t Area station.
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YMCA, Pr~s,~l: r"e YMC~ is s~11i \o'Qr~'ng 0" a lor;g-te·"'TI ~roposal for the
~Ger or~he sHoe. Staff reccmr.€Ms. t~,at V,e C,ty CC,,':\!\IJ€: t,,) lease the
tennis courts an\] swifll C'?Mt~r t'J tne Y~CA on a: year-tO~fear basis.
Access to the Mat~dero Creek: Acce:;s at ~iddlef;€'ld is es.senUa1 tc the s:)c
cess of the f1001 c{)'ntrC;I-DrQj~ct. Tile Sant~ C1 ara Vdlley water Di Soulet
project is ..... ithirt the E":(isting ea~e:Trent ~{lundary and stitH feels conf1rje1t
that t~e few parking spaces Jost here t3 the MatadEro Creek acc@ss can be mdde
up on other arEd5 of the site.
Sl1ell Oil Agr€~e!lt: Tl1ere are appr,::,xima!:eiy tl1r,:,e years r~afning in the
"C1ty'S tHe-year' ag"cement W'ith S~€ll Oil CO"1pany. It is imperati'le that a
standard be set to estab1i'Sh an accept:Jb1e le.'el of grQundwatH cl€anline~s
for this site. Staff pldns to instruct Shell Oil Company to c1ean the site to
drinking water standards; and if t~is is ~ot ecceptahle to S~ell. that Shell
be required at t~ei'" exp~nse to ret~:rr a consu1taflt acceptable to Dotn
parties. Tl'1~ conSl;ltant would set the mjr1i"llJ11 acceptabre level. Shell on
\IIill then be required to clean the site to tr,e establisr,ed level.
2onin~: The subje-ct prap-erty is ctJrrently zoned ~-15. Staff rec{)rTJPel'Jds, if
COUne1) jjecidet; to proceed: Wrnth tne long-term "lease to Corrrnunity SKating, Inc.
for tl1€ Winter Lodge site, tho1r. City staff he directed to rezone tnis j:'0rtion
of 'the site to Pub1ic Facil~ties. (PF). Staff aiso rec(jllJl\erld~ that the
!"'et1ainder of the site remain i!'i its current lor.ing until 11 use for this por
t'Oi\ of the site ~,as been est-ao"shect. Under the PF ZOi1.ir,g. th~ winter" lodge
would b~ requir€d to obtain 11 conditional LIse penn it .
ReCOOlTlendat ions
1) Staff be directed to continue negotlations wlth COrTlfH.mity Skatil'l9. rnc. for a
two-yea!"" opt1on and 20-year if'lIs€ of the \rrfinter lodge sHe and durina the
option perioo the City contfnue to lease the winter lodg,,, to (SIan a yea-r-to
year basis.
2) Staff be directed to set 11 ma.xi~um occupancy !e ... el fo.'-the IIJinter" Lodge as
ttle basis for tr'l~ pa.rKing requirelTIe~ts. Sta~f t.e dlrected to incrude 41
par"king spaces wHhin the aft~"'~enticner:! C51 lease boundaries and that a
condition of any future use of the ddj~cent portion of the site be
conSideration of the parking needs of tn€ winter Lodge site. ]n addition (51
and any future 1essee woulc:1 be required to:) enter intc, a c.ompatib1e parking
agreement.
3) Staff be directed to continue to lease the tennis Courts and swim cent.;!r' to
tne 'YMCA. on a ye:ar-to-ye-a'l" basis. Stet'f sfllJ' ... id aisc be dir~cted to contii'H.l'2:
negotiatiorls with the YMCA for de'l2~{};:nler;t ot' tne rernalncler of the: site.
4.1 Staff be directed to forW'ard to the P-Ianning COmmis,S10n tne ;1idtter of rezoning
the lIirlter lodge s.ite to Putl1ic. Fdd1it~€S lCI",e (pF) sllhject to COyrl(.i'i
approval of a two-yea.r option al1d leong-term 1ease witt'l CSL
CMR:456 :8 -4-
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Pespectf'.Jlly submi tted,
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~:LLIAM W. FELLMAN
Real Property ~anager
~.lk.-c,-<-dV ['ill: HARRISON
Directcr of finance
)Y'illm1i'\ %. (V\\\)'"" WILLlA.~ ZANER ('\
City Man~ger ~
AttaclYnents:
Exhibit A Site Map
Exhibit B Winter Lodge Preliminary Re~o .... ation and hpansion Plans
(c:Bill Rosenberg -CQr!Iilunity Skating, Inc.
Da~id Thorton -PalD Alto V.M.C.~~
Robert OWa 11 Fi re Ch i ef
Nancy Lytle -Zcni~g Administratcr, Planning
CMR:466:8 -5-
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Proposed Re:"1oY2.tion and Expansion
T,,:,day the ilVinter l-::>dge, oper.ated by Commwr'lty Sk.2itJng, Inc., is a tenant of the
City 04" Pa(o Alto. ·With :hls status, the st:-'Jct\.,;r~s m",st be br')'Jght up to (urre'l":
code piompt!y. Si-c!'iific.sr"it code cn.:tl1ges h.ave occurred Slnc€, orjgl!'i,ar COr"lStrUC::ICfi
in 1955. Major areas for upgrade :ndude efeC!rical Wiring, l'",a'1dlcapped access.,
jntfr~al '5afe:y features, 2nd re~roofing.
In recent Y'2'ar'i r.he(e has bee." gr'1'atJy i:1creased a'Narene~:; of nOIse in Palo Aha
Moreo'o/er, a new condcminiLirri development overico;C;s the o'Jtdoor ice, sor-ne of
the machir-:ery, and the par\(ing lot. \n :he 103'51" year selieral proJects were
undertaken to aHeviate noise .and I igntlng concerns These: p!oje'ts incl wee
replaci:;g the Z.a:"11boni (ice s:uriac;ng IT1Jd1!'!e) '.'Vith a quieter ene, rE-;:;racing part of
the refrigeration equipment with qUI€tEr a~d more effrcref"!t units, ,"e-plac;ng some
of the OiJtdoor :igh~mg, repiac.ing the outdcor p\,;blic address s~s'tem sp~ake('i, arc
adding an automatic Ifoiume c<:Introl to 'the mws~, 5y~tem. Flnarwng was, partfarJy
r:-cm noise mltjgatron funds provided by 'the ce'oIeloper Of the cor:c'orn:np.Jmi and
partia!ly from operatmg re-.... enue-s. Other ar€as of conc€rn remam, A chal!enge IS t~
cO:'lt.ain noise generated by ,ka.ters white (T',au·ltafnlr,g the outdoor and open
atmosphere unique to the VVinter Lodge.
The three largest o::.omponents o~ the skating programs are public. sessions, gro'.Jp
lessons, ar'1d dedjcat€d Ice tjme. An of thes~ areas have grow;", sjgndicantly jn the
last few years, to the point of straining capacrty. The fesson demand Qunng t!1e
peak season after De-cember is greatei than the rink can 'r-tandie. On·sjte parking is
frequently inadequate, and areas for seating as we(i as group an<:l family barbecut!s
are limited. Expansion of the sm.a~lei rr"door rink wili inc.rease alleora!l capaCity and
scneciul;ng flEXibility while retai~1ing the otigiral ambience cftJ-.e outdoor ice.
The proposed reno'.larjon and e.x:par,sion projects fall into sill: areas and address the
above i'Ssues Eac.h of the areas is rerative~y se:~-conta:ned ~nd can be completed
separately from the others. BUclcet estirnate'.i may be fou:"1d in the r"le);t section • .arid
sketche-s ar-a in an Appendix. -
1. Bathroorrrs_ (ode, office, T~€ firH project ::'lvoll.i€s itE!ms wr:,,:h !leed to be com ..
pJeted to br,ng the ciubhouse bwild'!ng up to City standards: An extension o~ t'r:-e
west er,d oft-he dubhuIJse is. necessary In orde, te, provide s.pace en the ground floor
for an add:tlona! bathrcom for handicapped persons The Jetig-.:h of the exte-nsion,
i4 feet,. is determined by the size of the sections i,., the origll"la! ioof. The second
floor contains a small office aild the: skate and dress shop; the exist;lig areas 'Nill
need to be refurbIshed tr"l order to properly integrate with the nEW area. The
original roof needs to be renovated. The e;€C!riccJ , ..... iring needs to be brcwght up to
code with prov1sions for expa,'i5JOr"1, a fire spr:"\(ler sys-::em .'leeds. ~o be :ns-c.3'led, and
the dubhcuse needs -;'0 be prop~rl't heated.
2. EXDanslon ofi1dcor lesso."i ,1"ink Thrs pr('\;e~t wll: ir.C€J5e ov€:rarJ ca;:acity .9:"10
scheduling fieAJbjiitj, especial)]' rega:"ai!i~ t,1e Interplay of puo!ic seS510r:s,
dedicatp.:d Ic.e time, ard lessons. In addition, ~ne skat:ng season (an be ex.tended it
is proposed that the indoor rink be ~englhe~ed to 42 :( 90 h, trrpie the current si,ze.
The (eilinq wourd b€-ra!sed to preserve an open atmosphere. The r1rg~er roof~lne
would be extended to ac(oTi1modat~ a sec.and level \Ilewing area abo'Je tr.,e e,.,fst'lng
walkway be1.:ween the indoOi and cutdoor r:n;':s, and would also pro .... rde s.ome no:~e
abatemen!:. ~, nell'J gr01.H1d·le .... el wa I~'i!·,"a'y at thf other s.de of the jndoar rrnk ,.'.'ouJd
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connect with the c!ubholJse ac!dl"t!vr: T~e refj;ge"atJof"1 pq'l:1g would b€ ex;:J~nd€d
and tied in!o ":~€ exis'tmg system
3 Addir:iona! a,..kina area Th-e existing a'w'airabre parkir'(j area is rnadeql.:ate
dUr'ing or e ore ane a,iter) certam pOp I . .;rd r p~.:bliC sesslc~s e.nd othE-! large eVE':""'1ts
Street parking js becomrng Jt'SS 311adable dt;,e to the :n(rea-SE: of r_ou'Slng 1"J rn.; In the
neighborhood. Therercre the parking jot In frC:1t of the nnk woujd be €J::tencec
toward Middlefield Road. Th.'2 exi5t:lng parki("9 area would be re-~a .... ec, ~r.d
appropriate land.scaping and :rrigat:or: would be added
4. 501.md wai'l and bleachers A soujjd wal: wouid be bu i:t at t~€ east side of the
outdoor rink., t':r prol,J,de addltjO~a! noise-abdte~r,e-nt for the C01iCo ...... "!::,riiL;mS next
door. This WOuld be d€'sign~d so as to r~tair"1 the open feerjng c,f the o .... tdoor ice,
including the nearby e:.;calyptws trees. The addit:Or1 of breachers fac:r.g ~!le r1r',k
would accommodate mo""€ spectators fer the (!"n!Jal end--of·5eeSO~ sh(lv.'s (wh;,:'"
.are standing room only) and mere seat1ilg far popwia! publ:c. _sessio .. ,s .and large
groups. The SOUr'1d and lighting sy':i~ems wO'.Jjri reOIJ,re iT1od~fl,atlon and expanSion
The Zambonl "'garage" ne<eds to be '.Jpg:aced 'r~ order to protect the reCe;"H:Y
repiaced lambo;"':1 from the woe-ather di(ld e.ne-nd its usefwllife
5. Machine room The exis.ting machine room, which hour;es refriger-5tiOr"'l
equipment. WOuld be exter:dr:od toward the parking lot, to Ijne up with the front of
the existing structurE-. ThiS would en(iose the CO_O~if"1g tower:; for no~s.,e ab.atemer.!
purpos.es. The S~2e and design WOL!ld be coordinated with the exrsting budding,
The eiectrical wiring in the machi"e room needs to be upgrad~d, V-'as·t~ heat frcm
the machine;y wowid bE-more effectp,eiy used to me!t the snow pde of ice s.:.rap;ngs
6. 8drbe(ue area upgrade. This worJ!d allow expanded and more ,pleasant ar2!S for
famIly barbecue nlg~ ts and 'arge groups. Addlt!o'lal area is needed for s.katers to
walk safety whiJe off the r!:e and with the-jnkates on. Modifications wouid rmp:r-o\'/e
traffic flow, and area separat:ons wouid p(Ql/lde fje)tiblr;t~ for grou?
a.ccommodations. Lands.caping and adaitionallightmg ' .. \lould be r.eeded.
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Budg.t
1, Bathrooms, code. office
A. E.llte~d west e:1d .... vall of cfubhouse b'Jddrr9
B Rebwild bathrooms and add r-~.andrcao fa(llltles
C. Reno .... ate existing roof and tie in to new :ooffine OV~" ado:tlon
O. Remodel seco •. d fJoor oifree, s)(~'te and dress shop
E. Fire sprinkle:s for dubhous€'
F. Elpctrka! rew'lring, including pro .... rsion for expanS'Oil
G. Furnace and dwtt<Nork
Estimated total cos'!
2. Expansion of lndccr rink
A. Rink: e.xpans1on a.-,(j noise abatement, jnc!udin 9 5jop~d
roof; new ground ,lever waikwa~ anc viewing piatform
above ex,st!ng wa~!(way
S, Tie-in to e.ll~sting refrigeration .5jrtem
estimated total cost
3. Addit!onai parl.:.ing area
A. Level front lot and jj-3-.. ,€
8. landscapir,g and ir!"igatlo(1
E5t~mated total cost
4. Sound wall and blea::h~rs
A. Sound barri~dor noise abatement
B. Zambonr room
C. Bleacher5
O. SOi:Jnd and lighting
i:stlmated total cost
s. Machine rcom
A. Extend corner of existing str;,J cture to e-,"close cool in 9
towers, tor noise abatem€nt
8. UP9jade e-iectric.a~ wiring
Estimated total cost
6. Barbecue area
A. Ground co ... e~ and s:k~te prctection
B. Improlled traffic flew and landscaping
C. Are-a separat:ons for pa."ty accomrncdat'.on
D. Additiortar tJghting
Estimated total cost
Est:rnated total project cost
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The six proposed rencvat:or:-and e,~PdnSjOr1 pro;-e-,;",s are f.:llr!), lf1dec~.,d€r.t of each
other and w,l! be compieted separat.ely or i€q: .. !€f''';:atl, a'S fu"'d!~g IS )~'ured
The goal js to begin constn..:r:tJon in SumMer 1988 S,nce most cf the WOI'ic:: wi!: be
done m "the off-season betv-.:een Apni and August. operation; of -::he ril"lk showld n,:)t
be affe(ted. indeed, t~e facfifty shcuid re~al:'" vpe~ ,,"'"Ith !Jtti~ char'1ge in the
program until the indoor rink expansion phasE i-s co(O"\piE'~ed, er.3b~lr.g additions to
the s;":atln~ p7c~ram.
As has. been the case thro'...Jgnout the if.."inte:o Lodge"s h,story. ~ohn·l".:-ers wili
partiCipate as ~"':-H ... ,l1 as is practi.car. The first pr:ase to bO? begul"'I wiJi in,luce r~
roofrr.g, bathrooms, Ca<l€'. ar.c! Qffic.e-re .... O'O',;ItEons b~:!"1gir'!g the clubhc:.; .. ~ up to
current safety and other standards. The other phases -3·e ;:;iar;--'ed m tne cree" t:""'!ey
are described jn the previous :·ectr('lrs, However, aor;-!rcei!se In ~.olse <ompia:nts
from neighborho-Jd re"ident5 :A'Quld <3ccejera!:e p!~ ~S for c).,aSES re'ated to ~,06e
mitjgatior:. !t is r,oped that the entire prOjEct (an !::::e co!'""piet€'d :r. 2·3 ye.:Hs-
Funding Sovr<~s
Under the terl'T'lS of the City's acquisition of ::f':~ 'N''',er Lodge 'and parcef. city
subsidy is forbidden for operation, capital impro>,ements, ,.,.,aintenance, repair, or
rehabilitation of the facility. Therefore aji of the projectS descnbed in this proposal
must be "funded through the private sector. It should b-e noted that. as required by
Mea~llre A. the Winter lodge has been frnan(.iail, seif-sufficient; indeed, some
initial upgrades (see p. 4) halle been funded from op€ratmg revenues. Howe .... er. as
is the case for most non~profjt .or9aniz~tjons, projecti of this magnitude must be
funded through a combination of program reve,-;ues .and fund raisir:g. Tn'!!' Trust for
Community Skatmg anticipo1e~ that S2S,aOD per year of skati:""lg program revenues
,an be applied toward the renovation and expansIon projec+..s deso:rrbed he1'"€'.
Fund raising efforts wil! inc!l.Jd-e individual contnbwtrons., spec:al p.'Jents, and gr<3n!$
A:-! 3flnwaf drrve i5 p!3nned, targetn"'g customers sl1d other '"inends" of the rlilk, A
kickoff ellent:n Oaob~r ,9<37 ra'ised S2,SOO and sen/ed;35 !~itlal p~bijcjt)l t);.3t fund
raising efforts are ur.deriIVay_ Grants a.-e being so ... ght irem a ,,~riet)' of found;;,trons
and other organizatrot1s intereste-d m different aspects of the W~nter Lodge's,
programs.
4 of 13
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WINTER LODGE PROPOSED IMPROVEMENTS
CD LODGE EXTENSION
CD INDOOR RINK EXPANSION
® PARKING AREA EXPANSION
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CD MACHINE ROOM UPGRADE
® BAR s-o AREA UPGRADE
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CURRENT FACILmES
31)09 MIDDlEFIELD ROAD
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PROPOSED IMPROVEMENTS
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SL.EACHERS
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Palo Alto Area YMCA
O:tooer 27. 1988
FI'a;:
?oliC}-.& Procec'iu res CorTmi ttE'e
Palo Alto Clty COIJf'Cll
~ Enard of Dir~tors
Future 5lte Pla-ming Carrnittee
'l'tle Palo Alto Acea YMCA is '\o'e'll known to the mer:be-rs of the City COUncil.
In 1989 we will celebrate oor 50th anniversary of ser,,-ing the Palo JoJ.to
CCftTr.\.J1 i ty with Yfr'ICA prog rams.
Even as the city has experienced considerable growth and expa..:ding
~lexity over this pE"r.loo of time. so has the Falc Alto YMCA. BegiMing
wit.'1 a srrell program for OOys and young men cut of a house on For-est
Avpnue. W"C expanded to our site on Ross .Road in 1956. ~ Y n;.'W has t.'iree
program faC'Hities in tile mid-pe..l"Jinsula area tl'.at we sen~e: t~ in Palo
Alt-o and one in Mountain View_ In 1987 we road ~.ce than lS-~OO{) rnerrbers
and participants in 'YMCA. prog:-ams. the majority of 'Wbich live or 'WOrk in
Palo Alto.
'!he a~d for increaseG servicE's through our main branch on P.css R.0ad~
coupled 'Aritr, inadequate space for our CLlrrent. pro;rarrs .3:: that facil:ity~
has presentee the Y with a qrOlo.'ing prograrr. ae::'ive-q.· problen:. In fact~ for
more tha~ 20 yea~s the Palo Alto YMCA has be€n seeki~~ a solution to its
space r.~e:is for i:nprov~ ~..('rvice dE-livery in P"'"d}o "!'~to.
We have sought to expand rur current facility at Ross Road. but have been
discouraged by 200ing constraints. We have vigorously p..1rsued a nu.7ber of
Palo ,,~to land site options for relocation. but have continually rUTI into
roadblocks from ~~ city. neighborhood groups, or single focused inte=est
groups.
'!he chances for sol .... ing this problem 'become even fewer as available Palo
Alto land diminishes a~ the cost of real estate gr~ ~t of reach for
the YMCA.. In order to remain a vital and viablE: part of the Palo Alt.o
ccmrunity. our YMCA rust resolve its space prcblems in the next few yearS.
IT HAS BEXOoIE = TO CUR BG'.RD 'lllAT IF WE AP.E ro SATISFllC'IffiILY RESeXNE
mrs DILEMro!A WE NEED BOn! 'mE SUPPOBT AND 'lliE ~ Ji'MLVE>1!W' CF CIrr
S"I'l\FF AID nIE CITY OlUOCIL IN WIS ISSUE.
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'n¥:-YMCA's interest 1fl the Midcllefie-1c P~d pro-::-erty """hich C1Jrren~ly
hcu!"·e5 tht-Win<:er u;::~e a""ld the cld o.'cJ..:k 'rt!V~"",,;)\1. s.-i"" and '!'£>~i5 Club is
'Well knDWn. We believe that tr.is se:ting ... w1d nicely acco~ate a
cOff1jrehensive np."." YMCA cOl1mu."'1ity facility. 1:5 visibility ax ea.sy
accessibility rrake at'} excell:e:"lt !,xation for a 1'lf.'\;i Palo .~to y"
'IWo recent d('veJor-n:nt5 have deCte~seG tr;e viability of t.he .,.'jo.31efie-1d
Fo.:"ld site for the ~"MC .. B.. 'The first is the City Coc::ncil's decision to
re-z.one the NCO station. The ;se;:a:yJ is t~e u.."'1 .... ill.ingne~~s of CoillT""..1rdty
S<et';'ng, Inc. to join in dlscl1ssL"Jns ..... ,itn t.,~2 Y!-lC"A U:.'I' ... "ard develcpin,; a."1
m.'erall lcog ra"1ge collaborative plarJ for ~he use of ttle property.
Without the availability of the .lu:cc propr:rtji Q:: the ~rtu!"::.i.ty to
inccr)Xlrate oLltdoor ice :::k::.t inq into .'.'l luger land use plan, t..'le re:T\3inin;
PJrtion of the Middl~field sit'? is not adequate fN a ':orrprehensi'.'e )"MCA.
facility. Alt..~oug'h the l."MCA board re!l'Oi~. coomitteO to t..J.;e effort of
building a full 5er'/ice YW'..A at OI'1e loca:iort. we wish to keep open a,~
clternative opti1:Jn invoh-ing th€ ~iddle£ield Road prC::":lecty.
A YK>_ facility consultaTlt }-..as de':!:f"]T1i~Pd that thE-O1iJ("'~ 'Th()1'!"!pS0fl j:"DrUr:--:l
of the M.iddlefi~ld Read site would be l".!:rge enough to hold ai1 all-season
satellite YM""...A aquatics and exercise center. II'1 this r€-gad, :!-~~~JongJ.Y
~XJ;_~_t~ ____ ~it~t.Pl.L§... .Le;'£9~-m_C1li9D~ntr!£J ____ t;_1'l_.?_ Q}_ld.cJt; ______ ~son_ .P9.f t ion 0091
the PLogertv be l.~_as81 Qr! . ..£...j'~;8,_r ~·::L_Ye.:::r bf-.E.lS.. to the ~. "n-.is ..... -:':'Dlo
allo..' us ti.~ to rrore tooroughly expJore the :sat.ellite fa::H:ty option.
Building a sate1Ute center is far le-ss attracti .... e to us t.han building a
corrpr.ehensi'Ve facility at one locatior.. It could, nevert..'l)eless provide
needed progra'll r:~cel should OO[ first priority !HOVe not possible~
:Elowev~r. OOr .ability to consider bJ..;ijdir!q on th:s p.:ope:-ty at all wO":.Jl-j
be thro=3:ter:ed sigmflcantly by the City s~.aff's :€,,<--"""',)I1TTI?r-.datioo rE'ga.:-aing
the resol~tion of parking needs or: the M:iddlefiela Road site. We "believe
the recorrmendation on pagE! 3, paragraph 4/ .... hich Sti9gests e: "cc::;;tpatibility
parking agre~ment· betwe-en CSI and the YMr...A at tht? site. is not a ~rl(able
idea. R>thinq in Oll[ previous experience "-'U.lld lead i..l..:::; to tbink that t..."l-e
needs or interl:"sts of the 1'1-lCA ""ottld bE"~ in a..'"ly way consicered by CS! in
such negotiations 4
Alt.'-.ough t.."I-te YMO. ;-.as a 100g history of slE~ce5sful collaboration .. 'ith m"'Jly
groups in the comrunity. iI'1·.:::i.uaing tbe city of Palo Alto~ "we have come tD
the conclusion t..~t it is r.at Ctirre.r'ttly feasible to enter a tr'..lly
cooperative an=:.ngement with <:51 req:ardir.q pa.r"king 501utions. ~_.1l~ thfJ:.1
thf....y.lli_~en'_<Wl ___ ~s::t~.i..Y~_n9[ld detennini.ns..._.rqJ~ ~r. am' dec:Jsiorl? ___ 1"._~_ardirE
~ha r~~I!cJnsL _9(". tbl'L~J.l&'~
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'!be tllCA .... wld alr.-..o like dar-ificatio:1 [E'?erdir:g 5vr,E it~..s left
unanswered in t~le staff r€'c-onrnencations. For e'X;:rrnpl.e~ if C51 is 1.:nable to
\"'eet its fund raisi.~ and €'C:pdnsion gc.als within t~ yea:--s, !s the 20 year
] e.?!5e OPtion postponed? Shoula CSI be uLlSllccf'ssful at tlii5 goal. wocld
the-city entertein the possibility of ....... "10ther g=-oup or orga.'1izatior. (e.g.
the ~ taking over the ITi>JJaq9\-ent of tIle :'ce skating program? "'-'110 is
r(',~)()rl5ible for constructing and rrain':.ainino "the aooiticr,al parking nE'€ds
of the I,Iijinter !.t:xjge"?
P.s stated above. our primary targE't is ~o n.;;ve a cO!rorehensive Yl~.
facility in one locatbn. r.r·it.~ f~ suit:!ble sites s~il1 av.3ilable. ">e
finnly believe tbat O'Jr best option for tbe future is to b111!d the
facility we need on the la.'"lo .... -e C'IoIIl Dr, Ross Ro&.L J.. preliminary a'lalysls
shows sufficient room on the 4 acre parcel tc create L~ Expansion a~5ired
and to meet any additional parkin; requirE'TIlE'.nts,
'Ihe present YMCA building would either be completely renova":ed or totally
razed in favor of a.'1 entire new structure. In either case, t."JE: res'J1tins
facility woula provide a.'l entirely closed climate s.t'stern ...... i1ich wnuld
dramatically reduce the noise le",€l currently e>q:er ie-need by rJ""jgroors.
Mditiooal off street parbng ~ld also reduce the irrpact of cars pa[~ed
on Ro.=s Road.
Althougb ttl€' Ross Road 10Qllion is nat ideal fer visib.l.li.ty d..l)-j a~e-sS",
it is rapidly becoming ror last a'1d best ly..pe for wliling our space needs.
Recently t'io'O other locations have been rrentionecl as alternative soluti0!1s:
City owned u.'1deueloped lot adjacent to Greer ParI!; on Bay.soore Road and the
OJbberley High School propr:-rty. However. thE' financial i~feasibility of
OJbl::lerley and tr.e poor locati0r. of Greer neke these lesser options for the
Yo
SUitable ;;ites for a new Pale ,~tc YMO\. reve all but ,,'anished, in spite
of considerable effort by the YMCA to explore alternatives, CUr best
cotion 'f')(M is to build what 'We n~ at O..l[ site on Ross Road. srtOUld t.lJis
p'rove to be politir~ly infeasible. 1N'2 nay be forced to consider the
construction of a satellite facility on the !"dddlefield Rc.ad site~ This
last ~ion would be severely CDq:lroroised by rraking CS! the final arbiter
00 issues like shared parking on the site. We urge t.h€ cor.rn.ittee to
seriously consider ot:r.er ways of resolving parking issues on ti:-€
~~ddlefield Road site.
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