City of Palo Alto (CA) Cubberley Center Advisory Committee Report: Volume 4 (2013)

7/29/2019 City of Palo Alto (CA) Cubberley Center Advisory Committee Report: Volume 4 (2013)

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education child care dance seniors softball

35 acres.

The last large piece of publicly owned land in Palo Alto.

What will its future be?

Cubberley CommunityAdvisory Committee

Report

Volume 4Appendices

culture bball art meetings music theater soccer


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VOLUME 4

Appendices Contents

CCAC Minutes

Cubberley Master Plan

Cubberley Site Option MapsMeeting No. 4, 7/11/2012

City of Palo Alto Financial Outlook PresentationMeeting No. 6, 8/8/2012

PAUSD Financial Outlook PresentationMeeting No. 6, 8/8/2012

City of Palo Alto Capital Budget PresentationMeeting No. 7, 8/22/2012

PAUSD Interests in Cubberley PresentationMeeting No. 7, 8/22/2012

PAUSD Capital Budget PresentationMeeting No. 7, 8/22/2012

CCAC Problem Statement MatrixCCAC Forum No. 1, 11/8/2012

CCAC Brieng Book11/21/2012

Cubberley Tenant and Long-Term Renters Survey PresentationMeeting No. 14, 11/28/2012

PAUSD Minutes6/28/2011

PAUSD Minutes9/4/2012

CCAC Forum #2 Power Point Presentations1/24/2013

Minority ReportBern Beecham, Mandy Lowell


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CCAC Minutes


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Cubberley Community Advisory Committee (CCAC)

Action Notes

Meeting # 1

June 13, 2012Room G-4

(See attached map-G referred to as GAR)6:00 PM

1. Welcome

2. Self-introductions (1-2 minutes each)

3. Cubberley History and Background

Steve Emslie of the City of Palo Alto gave a background informationpresentation on Cubberley including its history and past and presentfinancial information

Emslie noted that a wide variety of groups currently occupy the facilityincluding educational, cultural, early-childhood, artistic, health & wellness,and non-profit groups

Emslie noted the City of Palo Alto pays approximately $7.3M per year toPAUSD in both rent and for their Covenant Not to Develop. The City in turnreceives approximately $2.5M per year in rental income from the variousgroups that occupy the facility. Expenses to operate the facility for the Citytotal approximately $2.2M per year.

The Utility User's Tax which was passed to aid schools in 1987 after severalschool sites had been closed and sold, currently brings about $10 million tothe City.

Bob Golton of the PAUSD described PAUSD's increasing enrollment and howthe school population has grown 2% for nearly every year in the past 20years

4. Overview of Mission and Guiding Principles

Emslie explained the background on how the Cubberley CommunityAdvisory Committee (CCAC) was formed and its relationship to theCubberley Policy Advisory Committee (CPAC), a five member panel made-upof Palo Alto School Board and City Council members.

Emslie told the CCAC members that they were to operate under theconstraints outlined in the Cubberley Guiding Principles document, draftedby the CPAC, but that the document leaves them a high degree of latitude

Golton thanked everyone for participating and said the two priorities forPAUSD are (1) the continuation of the revenue stream from the Lease andCovenant; and (2) the provision for sites to accommodate the increasingPAUSD enrollment


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5. Staff support Emslie introduced the staff who would be working on the project and let the

group know they are a resource for assisting them in their decision making Emslie also noted that with such a large group staff would first focus on

responding to requests of the majority of the group before responding toindividual requests

6. Discussion of Meeting Logistics

Co-Chairs and Emslie facilitated a discussion of questions, requests, andthoughts that the group had on meeting logistics/next steps

CCAC Questions/Requests:o Meetings should focus more on Q & A than staff presentations, thus,

meeting packets should be out up to a week in advance so memberscan prepare on their own time (CMO)

o Provide information on PAUSD enrolment projections and whatschools will be needed in the future (PAUSD)

o Provide who, what, where, when, why, how information on thedifferent groups that use Cubberley (CSD)

o Provide who, what, where, when, why, how information on allPAUSD shared facilities (PAUSD/CSD)

o Provide walking tours of Cubberley (and other relevant sites) forCCAC members who would like to better orient themselves with thefacility (CMO)

o Provide a high-level presentation on City and PAUSD issues andquestions regarding a lease extension (i.e. Why is the lease not beingrenewed without question) (CMO)

o Provide information on other facilities in Palo Alto that providesimilar services to Cubberley? (PAUSD/City)

o Provide information on who the hourly renters of Cubberley are(CSD)

o Provide hard copies of the Cubberley scenario maps (CMO)o Provide copies of the Cubberley Guiding Principles document (CMO)o Provide as much information as possible on the website regarding

other similar community centers (CMO)o Provide information and/or a presentation on extraordinary

information such as what the adjoining properties are, seismicrequirements, etc. (PAUSD)

o Provide information on the City/PAUSD field use agreement(currently for the middle school sites) (CSD/PAUSD)

o Provide information on deferred maintenance needs at Cubberleyfrom the Citys Public Works department (PW)

7. Adjournment


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Action Notes

Meeting # 2

June 20, 2012

Cubberley Community Center

4000 Middlefield Road, Palo Alto, CA 94303

Room H-1

6:00 - 8:00 PM

1. Welcome and Call to Order2. Overview of high-level Cubberley issues, questions, and concerns

An open-floor, Q & A session occurred around things that were stillunclear to CCAC members.

Jim Schmidt, who was on the Infrastructure Blue Ribbon Commission(IBRC), conveyed to the CCAC that the IBRC recommended not to renew

the lease.

Ann Dunkin, the Chief Technology Officer for the PAUSD, told the CCACthat an elementary school and a middle school will be needed in 8 years.

A number of questions were then asked Question: Can the City create pin maps of population 10 years out? Question: What would joint use of the facility look like and what would

the parameters be?

Question: What horizon is the CCAC evaluating needs for? 10 years, 20years, 30 years?

Question: What are the uses, needs, and potential revenue opportunitiesat Cubberley?

Question: Does the Palo Alto City Council want to renew the lease? Question for PAUSD: What long term proposals can be taken off of the

table?

Question for CPAC: What is the timeframe for Cubberleyrecommendations?

Question for CPAC: What did the CPAC mean by the site? Is that theCubberley lease area only? Does that include Greendell and 525 San

Antonio Road? Question for CPAC: Should the CCAC consider Cubberley in the context of

the whole City or confine recommendations to the PAUSD lease and City

owned areas only?

Question for CPAC: Is the CCAC planning for Cubberley to eventually bereturned to school only uses or should on-going joint community/school

use be considered?


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Question for CPAC: Should Cubberley be used by the City in a way that thePAUSD can take it back later?

3. Discussion of possible Subcommittee structure CCAC members had an open floor discussion on subcommittees

including recommendations, opinions, and a vote on which groupingof subcommittees they preferred.

Winning groupingo School District Needso Community Needso Financeo Facilities

Losing grouping 1o Programso Population Growtho Finance & Tradeoffso Facilities

Losing grouping 2o What We Wanto What We Have

The CCAC then agreed that all members should submit via email his orher preferences ranked one through four to Richard Hackmann by

3:00pm on Friday, June 22 for tabulation

4. Oral Communications None

5. Adjournment


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CubberleyCommunityAdvisoryCommittee(CCAC)ActionNotes

Meeting#3June27,2012

CubberleyCommunityCenter4000MiddlefieldRoad,PaloAlto,CA94303

RoomH16:008:00PM

1. Welcomeandcalltoorder

2. Oralcommunications None

3. ApprovalofJune13andJune20meetingactionnotes Approved

4. ContinuationoftheoverviewofhighlevelCubberleyissues,questions,

andconcernsincludingdraftquestionsfortheCubberleyPolicyAdvisoryCommittee(seetheattachedrevisedlistofCCAChighlevelissues,questions,andconcerns,pages35)

1APAUSDcandothematacostforthecityona10yearhorizon

1BPAUSDsaidtheboardwillbemeetingonthisinthefallo BernBeechamsaidtofindoutwhattheschoolsdonotneednotjustwhentheywillneedcertainthings

o Questionswereaskedaboutwantingdetailedinformationonwhatthestraightlineprojectionsshowforwhenanewelementary,middle,andhighschoolwillbeneeded

o Whatistherelationshipbetweenthegrowthoftheschoolsandthegrowthofthecity?

2AFacilitiessubcommitteeshouldhandlethis 2BStaffshoulddistributeAppendixHandtheExecutiveSummaryofthe

IBRCFinalReport

3ARobDeGeussaidtoreferencethesheetdistributedlastweekonallofthedifferentservicesthatareofferedatCubberleyo Therearelimitedfacilitieselsewhereforwhereallofthefunctionsat

Cubberleycouldgoo Couldbecreativeandrelocatestuffelsewherebuttothinkthatwe

couldrelocateevenhalfofwhatishereitwouldbetougho SusanBaileyaskedwhatpercentageofusersareresidentsversus

nonresidentsofthedifferentusesatCubberley


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o Whatwouldhappenifthisfacilitywerenolongerhere?Whatwouldbelost,whatwouldmove,whatdontweknow?

o LookatwhathoursofthedayCubberleyfacilitiesareusedo Beechamsaidlooknotonlyattheusesbutalsoatthesquarefootage

andwhatmightbeabletobedoubledup

o PamRadinaskedifthereisamodelofafacilitylikethiselsewherethatcanbestudied 3BPolicydrivenquestionforthePCAC 3CYesbutthereisstillaneed 3DTherehasbeenprogressbutitshardtosaywhatthetruedemandis

becausethedemandissohighitcannotbefullyaccommodatedo Istheuseandsaturationpointduringafternoonandweekendhours,

duringtheday,oratalltimes?o Whatarethetimeswhenthefieldsareneededmost?o Currentlykidshavepriorityoveradultsandresidentshavepriority

overnonresidents

o EfficienciesarebeingdonewheretheycanbesuchastheElCaminoparkrenovation

o Getfiguresonresidentversusnonresidentpercentagesofuse 3EGymsanddancestudiosareuniqueusesthatcometomind 4AThisshouldbediscussedintheSchoolNeedsandCommunityNeeds

subcommitteeso SteveEmsliesaidthereareawidevarietyofprojectionsand

implicationswiththeABAGnumbersbutthoseshouldbediscussedinmoredetail

4BEvenwithouthousinggrowththereisahouseholdsizegrowthwhichimpactsschools

o Cityisseeingmorepeoplewithoutnecessarilyhousinggrowth 5ASchoolshaveanapproximately$160Mbudgetandtakingawaythe$7M

peryearwouldhaveseriousimpacts(thelossofabout85teachers) 5BUtilityuserstaxdiscussionincludingtheimplicationsofnolonger

payingthePAUSDpaymento WouldstoppingthePAUSDpaymenteliminatethetax?o WhataretheoddsitwouldbesubjecttoareferendumifthePAUSD

paymentisstopped?

5CWhatisthemarketvalueofthespaceatCubberleyifitwereopenedtothefreemarket?

oWherewouldonehavetogoifheorshecouldntgettheratesheorsheiscurrentlygettingatCubberley?EastBay,SanJose,nowhere,etc.

6QuestionfortheCPAC 7AThiswillbeaddressedinfutureconversations 7bTBDbasedonfuturedecisions 7CTheoreticallypossiblebutwewouldneedtolookintothismuchfurther

o Aretherestatepoliciesweshouldbeawareof?


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o LookattheMenloAthertontheatreandwhatthesharednatureofthatfacilityhasmeantforotherorganizations

7DAddressedbysubcommittee 7EAddressedbysubcommittee 8AQuestionforCPAC 8BGeneralpolicyquestion5. Appointmentofsubcommitteesanddiscussionofsubcommitteeprocess Subcommitteeassignmentsweredistributed(seeattachedlist,page5)

6. Schedulenextmeeting Doodletobesentout

7. Adjournment

CubberleyCommunityAdvisoryCommission(CCAC)

Revised

HighLevelIssuesandQuestions

1. SchoolEnrollment:A. WhatarePAUSDsprojectionsforschoolfacilityneedsshortmedium

and long term (including and understanding of uncertainty andvariabilityofassumptions)?

B. Whatarethetimeframesforanelementary,middle,andhighschool?

2. CapitalImprovementsandFinances:

A. WhatcapitalexpensesarerequiredforCubberleytoremainstatusquo?B. What are the Citys long term financial obligations for Citywideinfrastructuremaintenance?

3. CommunityServingUses:

A. What are the communityserving uses unique to Cubberley? Fromchildcaretothearts,whatarethealternatives(ornot)forrelocatingand/orprioritizingthoseservicesiftheyaren'tpartoftheCubberleyfuture?

B. ShouldtheCCACassumejointCity/PAUSDusesforthelongterm?C. ArethereprogramsandusesthatareduplicatedelsewhereintheCity?


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D. Whataretheplayingfieldsneedsanduses?E. WhatarethefacilitiesuniquetoCubberley(example,thegym)andthe

future of the services related to those facilities if displaced fromCubberley?

4. PopulationandHousingGrowth:

A. What are the Citys population and housing growth based on ABAGhousing mandates? Are there adequate Community facilities toaccommodateprojected

B. HowwillthedemographicprofileofPaloAltochange?Willtherebea

changeincommunityservicesprovided?

5. PAUSDFinances:A. WhatwouldtheimpactofreducingCityleaseandcovenantpayments

betoSchoolprogramsandservices?

B. HowcantheCityandPAUSDcollaboratetoensureschoolfinancesarestable and the City can catch up with its infrastructure obligations?

C. What is the market value of the subleases and what is the revenuepotential?

6. CityOwnershipandadjacentPAUSDproperties: What role if any would

theCitys8 acresandPAUSDsGreendaleand525SanAntonioSiteshaveinresolvinglongtermschoolandcommunityserviceneeds?

7. ReUseofCubberley:

A. What could a potential reuse or reconstruction of the Cubberleycampus offer in the way of additional community center and schoolfacilities?

B. Howcouldconstructionbephasedtominimizedisruptiontoschoolsorcommunityservices?

C. Would it be possible to share school facilities when not in use by

PAUSD?

D. How will visual or other construction impacts be made compatible

withtheadjoiningneighborhoods?E. How will site access from vehicles, bicycles and pedestrians be

facilitated to reduce traffic and traffic related impacts on thesurroundingcommunity?


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8. GeneralPolicy

A. DoestheCitywanttorenewtheCubberleyleasewithPAUSD?

B. WhatshouldthefutureofCubberleybe?

Name Subcommittee ChairMikeCobb CCACCoChair N/A

MandyLowell CCACCoChair N/A

DianeReklis CommunityNeeds YES

TomCrystal CommunityNeeds

SheriFurman CommunityNeedsRachelSamoff CommunityNeeds

TomVician CommunityNeedsJeanWilcox CommunityNeeds

SusieThom Facilities YES

JerryAugust Facilities

BrianCarilli FacilitiesDamianCono Facilities

PennyEllson Facilities

JenniferHetterly FacilitiesJimSchmidt Facilities

LanieWheeler Finance YES

KenAllen FinanceSusanBailey Finance

MichaelBein FinanceLessaBouchard Finance

WilliamRobinson

Finance

AnneWilson Finance

BernBeecham SchoolNeeds YES

ClaireKirner SchoolNeeds

JohnMarkevitch SchoolNeeds

PamRadin SchoolNeedsTracyStevens SchoolNeeds

GregTanaka SchoolNeeds


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CubberleyCommunityAdvisoryCommittee(CCAC)ActionNotesMeeting#4

July11,2012CubberleyCommunityCenter

4000MiddlefieldRoad,PaloAlto,CA94303

RoomH1

6:008:00PM1. Welcomeandcalltoorder

2. Oralcommunicationsa. None

3. ApprovalofJune27meetingactionnotesa. Approved

4. PresentationbyCubberleysiteplanarchitectsa. Noformalstudyofthesitehasbeendone

i. Thestudythatwasdonewastheoreticalandwasnotbasedonformalpolicydirection

b. ThepreviouslygeneratedCubberleysiteplanslookedatcapacityissuesandwhatcouldfitonthesite,again,itwasatheoreticalstudy

c. Perceivedneedsweredeterminedbytalkingtoalimitedgroupofindividuals,itwasnotanallencompassingevaluationasthecurrent

processis

d. TherearemanythingsatCubberleythatstillneedtobeevaluatedfurtherwhichiswhytheCPACandCCACwereformed

e. Themainobjectiveinthearchitectsoriginalexercisewastoseehowmanysquarefeetofspacetheycouldputonthelotwhilestillhaving

allofthenecessaryparkingandopenspaceneededfortheschools

andcommunityfacilities

f. City/schooljointuseoffacilitiesisthecurrenttrendaroundthecountryg. Byhavingfacilitiesforbothcityandschooluseslocatedonasinglesiteyougainbenefitsforeachofthemthatyouwouldnothave

otherwise

h. Middleschoolandhighschoolshavedifferentathleticfieldusesbutthefielddimensionsdonotchangesothesamelandareaisnecessary

regardlessofwhetheramiddleschoolorhighschoolisbuilt


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i. Therearealotofproblemswithmovingtheelementaryschoolbasedontheflowofchildrentothesiteandthenecessarycirculationtoget

toanelementaryschool

j. Question:AresharedfacilitiesconsideredasecuritythreatbyPAUSD?k. Thedifferentsiteplanoptionsgeneratedbythearchitectslookedat

scenariosthatrangedfromfewsharedfacilitiestomanysharedfacilitiesandwhattheimpactsofthatareintermsofsiteplanning

5. Briefsubcommitteestatusreportsa. TheSchoolNeedssubcommitteehadquestionsforthePAUSD

demographer

b. Request:Putsubcommitteemeetingsonthewebsitec. Request:Putanoteonthewebsitethatifsomeoneplansonattending

asubcommitteemeetingandisnotapartofthatsubcommitteethathe

orsheshouldcallthesubcommitteechairandlethimorherknowthat

heorsheiscoming

d. TheCommunityNeedssubcommitteeislookingatservicescitywideandseeingwhereservicesmightbeabletobelocatedelsewhere

6. Schedulenextmeeting(s)a. Wednesday,July25b. Wednesday,August8c. Wednesday,August22

7. Adjournment


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Action Notes

Meeting # 5

July 25, 2012

Cubberley Community Center

4000 Middlefield Road, Palo Alto, CA 94303

Room H1

6:00 8:00 PM

1. Welcome and call to order

2. Oral communications

None3. Approval of July 11th meeting action notes

Approved4. Discussion of 7/19/12 Policy Advisory Committee responses to questions from

CCAC

i. The CCAC should assume that the short-term of the scope is the renewal

periods, the medium term will be when the need arises for a middle/high

school, and the long-term will be the useful life of new structures.

i. The CCAC should consider in the short-term some form of lease renewalbut not be constrained by it, in the medium-term assume a need for at least

one additional school on the site but in a manner that makes it so community

needs can still be served there, and in the long-term understand that new

buildings will be needed (if they are not constructed sooner). The CCAC

should focus their efforts on the short, medium, and long term using a

50/40/10 ratio.

The CPAC advised the CCAC that they should take a 50/40/10 approach totheir Cubberley recommendation meaning that the focus of the CCACs work

should be 50% on the near-term needs, 40% on the middle-term needs, and

10% on the long-term needs.

Request: Confirm what the middle term of the 50/40/10 equation references.Is there an implication that a middle and/or high school will for sure beneeded or is that conclusion still yet to be made?

Cobb said the timeline for the CCACs recommendations has changed. Thedue date is no longer July 2013, it is now February 2013.

Cobb and Beecham said the CCAC has responded to that due date byproposing that a coarsegrain report be delivered in February 2013 and a

fine grain (or final) report be delivered in the summer of 2013.


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Cobb said driving the need to get the recommendations completed byFebruary 2013 is both the upcoming lease expiration and the potential of a

bond measure.

Question: What are the issues surrounding a joint City/PAUSD bond measuresince they have different geographic boundaries? Can it be done as one

ballot measure or does the City and PAUSD need separate, parallel measures?What would the passage requirement be?

o The Finance Committee said they are looking into this issueii. The Greendell and 525 San Antonio sites should be considered as part of

the CCAC scope, but will most likely be needed for an elementary school

given their location.

ii. The Greendell and 525 San Antonio sites can be considered as part of the

CCAC scope, but will most likely be needed for an elementary school given

their location an remain unchanged.

Staff/Cobb said the CPAC was theoretically open to the possibility ofrefiguring that site but based on the practical needs of an elementary schoolthe CPAC couldntsee any scenario where it could be moved from its current

location.

iii. In Considering Relocation of Community/non-profit uses, the CCAC should

not consider off-site locations

iii. In considering relocation of community/non-profit uses, the CCAC need

not find off-site locations

Beecham clarified, and staff agreed, that there was no edict from the CPACthat everything that is at Cubberley must stay at Cubberley. Rather he

understood the CPAC as saying that anything that the CCAC determined

should no longer be at Cubberley was not the CCACs responsibility torelocate. Relocation would ultimately be the responsibility of the City (and

possibly the PAUSD).

Cobb said the CCACs job is to figure out what services/needs should be atCubberley noting that the CCAC represents so many different Cubberley

stakeholders for just that reason.

Some thought providing no recommendations for potential relocation sitesmight unnecessarily raise fears among the Cubberley tenants

o Staff suggested a that if it is determined that a service should not behoused at Cubberley the CCAC suggest that it is relocated elsewhere in

the City just not get into the details of where

o Cobb believes there is a way to work around not raising those fearsand encouraged creativity in the recommendations

Beecham said the CPAC charged the CCAC with prioritizing the existing usesas one of its tasks


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iv. It should be assumed that there will always be a need for both school and

community uses on the site.

iv. It should be assumed that there will always be a need for both school and

community uses on the site but that doesnt mean atany single point in time

the entire site will be used for both school and community uses on the site.

That said, the CPAC is comfortable with the exploration of joint use. Staff said the role of the CCAC is to find creative uses for the site that meet

the needs of both the City and PAUSD

Beecham clarified that the CCAC should assume that there will always be aneed for City and PAUSD use at the site but that doesnt mean it has to reflect

the arrangements currently at the Cubberley site

Skelly clarified that if joint use does occur those facilities will be driven inpart by the architectural standards that the PAUSD has to adhere by

v. The CCAC should assume that the City and PAUSD intend to renew the

Cubberley lease, but that should not inhibit creativity.

v. The CCAC should assume that the City and PAUSD have a desire to keepsomething going at the Cubberley site but whether or not that is done

through the renewal of the existing lease is still TBD.

Beecham clarified saying that the Council would entertain a new leasearrangement and the PAUSD would entertain anything that maintains their

revenue stream.

Staff will notify the CCAC of when the next CPAC meeting is Beecham recommended staff further clarify and revise the summary

provided to the CCAC of the most recent CPAC meeting and staff agreed

Cobb also commented in response to a question that he believes the CCACinterim and final reports should be written by the CCAC members not staff,

and others agreed

5. Subcommittee reports (Formerly agenda item #6)

Subcommittee Chairs were invited to attend the Co-Chairs planningmeetings held the Monday prior to CCAC meetings

Subcommittee Chairs to email staff their subcommittee meeting minutes sothey can be posted to the web

School Needs Subcommitteeo PAUSD presented data on school projections/needso

The short term data was great but it became clear that the SchoolNeeds Subcommittee needs to find out from the CCAC what

information the CCAC needs from them

Facilities Subcommitteeo Developing their approach for facility needs around what if

scenarios

o Identified six categories of facilities relevant to Cubberley1. School


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2. Community3. Joint use4. Recreation5. Site support (parking, pedestrian ways, etc.)6. Child care

o Discussed exploration of the Sobrato non-profit model in San Jose,Milpitas, and Redwood Cityo Also looking at a portion of the site as possibly revenue generating

Finance Subcommitteeo Planning to show revenue opportunitieso First exploring the history of revenue flow, bonds, timelines, and

other financing mechanisms currently being considered to

understand possibilities

o Will study other communities joint-use examples from a financialperspective to determine how they work

o Will valuate private revenue generation optionso Will explore new lease scenario possibilitieso Will explore a joint powers district

Community Needs Subcommitteeo Four questions will drive their subcommittees process

1. What programs/services are currently offered at Cubberleyand who is using them (age, residency, etc.)?

2. Are these programs/services provided elsewhere in town?3. Is there a demand for more of these programs/services?4. What other community needs exist that are not currently

offered? How will population growth impact these

program/service needs?

o Will also evaluate the Palo Alto Comprehensive Plan amendment thataddresses future community needs

6. Discussion of Subcommittee timeline and milestones (Formerly agenda item #5)

CPAC has condensed the timeline for when they would like arecommendation from the CCAC so staff asked the subcommittees to keep

that in mind when working on their deliverables

Beecham proposed that each subcommittee have their intended deliverablesprepared by the CCAC meeting on August 8th

CCAC then discussed the final report and what it entailso The 50/40/10 approach was identified as a significant policy

constraint given to them by the CPAC

Many felt the long-term needs are more important and that thelong-term should drive the short-term but that is not how it

stands now based on the CPAC policy direction given

Beecham noted the CCAC needs to understand what is needed in the long-term so the City Council and PAUSD can make a lease decision in the short-

term


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Cobb would like to take what has been discussed at this meeting back to theCPAC and see what can be agreed upon

Cobb proposed that at the August 8th CCAC meeting that CCAC milestones arediscussed including proposals from each subcommittee about when they can

complete their assignments

CCAC members reiterated frustrations with the time constraints given tothem by the CPAC Cobb reiterated his vision that the CCAC give the CPAC an interim report in

February 2013 and then continue working until they can finish a more

detailed, final report

A discussion then ensued on what the subcommittees had worked on so farand thoughts people had on each of them

Schmidt said that the work of the Finance Subcommittee made him a littleuneasy because he felt its one thing to take a scenario and assign cost

estimates to it but its another thing to say having estimated it to cost x

dollars here is the way we propose to pay for it those are very different

things Beecham said regarding the Finance Subcommittee that he would like the

subcommittee to as much as possible put themselves in the shoes of the

PAUSD and City Council and consider their current financial situation when

making recommendations so any recommended proposal has the best

chance of working

Member said when thinking about the lease and a possible renewal the CCACshould consider what lease variations are out there that might work for all

involved parties aside from the lease that currently exists

Member asked what the total square foot cost of any improvements would bebeyond just the construction cost (example: loss of revenue during

construction, etc.)

It was reiterated that the current Cubberley site plans are only intended toaid the CCAC in their thinking, the CCAC is not limited by those site plans

Request: Have Cobb create a draft project timeline for the CCAC final reportand present it at a future meeting

Cobb suggested that the Community Needs Subcommittee should be the oneto do an initial evaluation of what services are currently at Cubberley and

which should stay and which might be located elsewhere

Shared facilities require staff so it must be determined who will staff anyshared facilities that are recommended

School Needs Subcommittee wants to know if PAUSD can dedicate any landat this point to certain school uses or if all of the land needs to remain flexibleto a variety of different possible school uses

School Needs and Community Needs subcommittees should identify needsthey both have that could be served through shared facilities


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7. Schedule next meeting(s)

Once the school year starts a Doodle poll will be done of the CCAC todetermine the optimum meeting date and time factoring in school year

commitments

Next meetingso August 8o August 22

8. Adjournment


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August8,2012CubberleyCommunityCenter

4000MiddlefieldRoad,PaloAlto,CA94303RoomH1



3. ApprovalofJuly25meetingactionnotes Approved

4. HighleveldiscussionofCityandPAUSDfinances

CityFinancesDiscussion

CityofPaloAltoAdministrativeServicesDirectorLaloPerezpresentedonCityofPaloAltofinances(SEEATTACHEDPRESENTATION)

Perezexplainedalargecomponentofstructuralbudgetissuesissalariesandbenefits.Thosearebeingaddressedinmajorwaysthroughreformsinlaborcontractsbutmoreworkisneeded

Cityavoidstheuseofreservesforbudgetgaps Cityhasbeenveryluckytohavemaintainedhighpropertytaxratesthrough

theGreatRecessionbuttherewasasalestaxdiddipfromapprox.$22M/yeartoaslowas$18M/yearandonlynowinFY2013isitprojectedtobebacknearthat$22M/yearmark

Perezthenexplainedtheimpactofthegrowingpensionandmedicalliabilitiesandtheeffortstoincreaseemployeecontributions

PAUSDFinancesDiscussion

PAUSDChiefBusinessOfficialCathyMakpresentedonPAUSDfinances(SEEATTACHEDPRESENTATION) PAUSDisfacingmanyofthesameissuesastheCity PAUSDisfacingapotentialapprox.$5Mbudgetdeficitforthecoming

fiscalyear

StatefundingforPAUSDhasdramaticallydecreasedsinceFY2009goingfrom$17M/yeartolessthan$6M/year


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PAUSDhasbeenaveragingabout2%/yearenrollmentgrowth

5. SubcommitteereportsonmilestonesanddeliverablesFacilities

Presentedfourdeliverablesanddates:1. DoingadetailedanalysisofthetypesoffacilitiesatCubberleyandtheirusesincludingamatrixoutliningtypesofCubberleyfacilities,theircondition,andusebySeptember20

2. DeterminingvariousscenariosfortheCubberleysitewhenfacilitiesareaddedandthechallengesposedbyvariousscenariosincludingjointuse.WillevaluatepossiblescenariosforCubberleysiteintheshort,medium,andlongterm,includingjointuses,byOctober15

3. Evaluatingafacilityrebuildvs.remodelincludingwiderangingestimatedcostsofmaintainingthestatusquo,remodelingthefacility,orrebuildingitbyNovember15

4. ThinkingdifferentlyabouthowthesitecanbeusedincludingoutsidetheboxalternativesbyDecember1

SchoolNeeds

Presentedsevendeliverablesanddates:1. ListingallPAUSDpropertiesandtheirrelevantcharacteristics/limitations

bySeptember222. IdentifyingthetypesofsharedfacilitiesPAUSDwouldneed/beinterested

inbyOctober63. Obtainingcriticalassumptionsregardingdemographics,ABAG

projections,CityresponsetoABAGprojections,etc.byOctober13

4. WantstoknowthetotalacreageatCubberleythatPAUSDlikelywilluseforfutureschoolusebyOctober13

5. WantstoknowthetotalacreageatCubberleyforwhichPAUSDcangiverightstoforbyOctober20

6. WantstoknowthetermsforturnoverofCitybuiltfacilitiestoPAUSDatleaseterminationbyNovember3

7. WantsPAUSDpolicydecisionsonwillaschoolfacilitybebuiltonStanfordlands,whatanewhighschoolatCubberleywouldlooklike,whatshouldbeexpectedona2030yeartimehorizon,anypossiblechangesinstudentdensityateachlevel,anddesiredlimitationsontheCity'suseofits8acresbyNovember10

Finance

EvaluatingthetermsofthecurrentCubberleyleaseandcovenantnottodevelop

ExaminingpotentialfundingmechanismsthatcouldbeusedtoconstructnewfacilitiesontheCubberleysite


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Doingextensiveresearchofexistingjointusefacilitiesinothercommunitiesincludinghowtheycameaboutandhowtheyaregoverned

Evaluatingwhetherajointpowersagreementcanfundandmanagethesite

CommunityNeeds

WouldliketoformaJointUsesubsubcommittee CreatingatableofcurrentCubberleyusersandwhattheyarepaying Lookingatpotentialnewusersandservicesbasedonothercommunitiesand

whatserviceshavebeenrequestedtherethatarenotcurrentlyprovidedatCubberley

Doingacommunitysurveythroughtheneighborhoodassociationstoseewhatservicesresidentswant

Evaluatingfutureusersandhowthespacecanbemaximized Evaluatingresidentvs.nonresidentuse Evaluatingwhatserviceshavewaitlists Lookingatthegeographiclocation(andbalance)ofCubberleyusers LookingatincreasingcrossculturalexperiencesatCubberleyandhow

increasedcommunityconnectionscanbefosteredatthesite

6. DiscussionoftheCCACFinalReportscheduleandtimeline CobbsaidatthenextCPACmeetingthattheCCACfinalreportduedate

willbefinalized

CobbexplainedtheexpectationsfortheCCACfinalreportandwhatwillberequiredtogetitdoneontime

7. Futuremeetings CobbsaidtheCCACwillcontinuemeetingeveryotherweek8. Adjournment


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August22,2012CubberleyCommunityCenter



2. Oralcommunications

3. ApprovaloftheAugust8meetingactionnotes Approved

4. IntroductionandQ&AwithCCACarchitectJohnNorthway Northwaytalkedabouttheimportanceofunderstandingtheproblemfirst

andworkingonthesolutiononlyaftertheproblemisthoroughlyunderstood

Northwayexplainedthatifthisevergoestoabondmeasurebeingabletoclearlyexplainwhattheproblemis,whatthesolutionshouldbe,andwhy

willbeveryimportant Northwaywantsthesubcommitteestobringbackwhattheirproblemis

tothenextmeetingtostartformingapictureofthelargerproblem

NorthwaysaidtofocusonCubberleyandnottoworrytoomuchaboutthelargerproblemsoftheCitysincetheCCACwasaskedtolimittheirrecommendationstothesite

5. CityofPaloAltoandPAUSDCapitalBudgetPresentation PhilBobeloftheCityofPaloAltoPublicWorksDepartmentpresenteda

PowerPointonthecapitalbudget(SEEATTACHED) BobelexplainedthebackgroundoftheInfrastructureBlueRibbon

Commission(IBRC)recommendationsandthesubsequentCouncildiscussionofthoserecommendations

HeexplainedhowCubberleyisandisntaccountedforcurrentlyinthebudgetplanningprocess.

BobelexplainedthatupkeepofCubberleyinalimitedmannerisincludedinthebudgetprocessbutnotfundingforlongtermrebuilding.


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BobelexplainedthatmostoftheCapitalImprovementProgram(CIP)expendituresinslide8oftheattachedPowerPointareinthenexttenyearseventhoughitreflectsa25yearhorizon

Bobelnotedthathebelievesthecostestimatesformaintainingthefacilityoverthenext25yearsisthinbeyond10yearsandwouldlikelyneed

additionalfunding BobGoltonofthePaloAltoUnifiedSchoolDistrict(PAUSD)presenteda

PowerPointonthePAUSDcapitalbudget(SEEATTACHED)

Goltonpresentedonthestatusofcurrentcapitalprojectsunderwayandthefundsallocatedforthem

GoltonsaidthatvoterapprovedbondfundsforPAUSDusehavealreadybeenallocatedtotheindividualschoolsiteseveniftheprojectshavenotyetbeenidentified

Approximately$33MoffundshavebeenreservedforconstructiontoaccommodatePAUSDgrowth

6. ReviewofthediscussionattheAugust21PAUSDBoardmeetingoftheCubberleyrelatedBoardenclosure

MandyLowellexplainedthatthePAUSDisinterestedinlookingforafourthmiddleschoolsitethatcouldorcouldnotbeatCubberley(SEEATTACHEDPOWERPOINT)

AbigissueisthatPAUSDwantsflexibilityandtheCity(andsomeofthecommunity)wantscertainty

o TheCityandPAUSDarealsoatdifferentphasesoftheirbondinterests

Question:IsthereanimpedimenttobuildingaCityonlyfacilityontheCitys8acres?

Amajorpartoftheproblemisthelackofclarity

7. DiscussionoftheCCACFinalReportscheduleandtimeline DeputyCityManagerSteveEmsliereportedoutonthestatusofthe

CubberleyPolicyAdvisoryCommittee(CPAC)timeline

EmsliesaidthattheCPACwantstheCCACinputinparttodecideifCubberleyshouldbeincludedinacitybondmeasureforinfrastructureneeds

EmsliereportedthattheCCACFinalReportmustbedonebyFebruary28,2012

TheCPACisinterestedintheforeseeableschooluses,communityuses,rangeofpriorities,andjointusescenariosatCubberley Frustrationsaboutthetimelineoftheprocesswereexpressedagainby

CCACmembers


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8. Futuremeetingsa. Discussionofexpectedfuturesubcommitteereports

EmsliementionedthattheCCACCoChairswouldlikeoneortwosubcommitteespresentingupdatesateachmeeting

9. Adjournment


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CubberleyCommunityAdvisoryCommittee(CCAC)

ActionNotesMeeting#8

September5,2012CubberleyCommunityCenter



2. Oralcommunications GeorgeBrowningspoke

o CCACmembersshouldmakesuretoreadwhattheIBRCwroteaboutCubberley

o TheCityshouldbecleareraboutwhatisexpectedoftheartistswhorentspaceatCubberleyincludinghowtheyexhibitandhowtheirrentedspaceisused

3. ApprovaloftheAugust22meetingactionnotes Approvedwiththechangeof2012to2013onpagetwoofthedraft

4. IntroductionbyCCACArchitectJohnNorthway ThinkstheworkoftheCCACisgoingwellandcommendseveryonefor

theirworksofar Wantseveryonetokeepworkingtowarddefiningtheproblemand

believesprogressonthisfronthasbeenmade

5. PresentationbytheSchoolNeedsSubcommitteefollowedbyagroupdiscussionandquestions

SchoolNeedsSubcommitteeChairBernBeechamleadthepresentationo BeechamreiteratedtheSchoolNeedsSubcommitteedeliverableso Presentedpreliminaryconclusionso SEEATTACHEDPOWERPOINTo Beechampresentedthespreadsheetthatshowstheacreageper

studentatallofthePAUSDschools Showedsignificantvariance Highschoolswereabout45acresonaveragevs.full

Cubberleysiteis35acres


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o PresentedwhathappenedattheSeptember4,2012PAUSDBoardmeetingincludingthePAUSDCubberleyinterests

CoChairLowelladdedthattheSchoolBoardpurposefullyleftthingsopenendedtoallowtheCCACtodoitswork

AnumberofclarifyingquestionswereaskedonPAUSDpositions PAUSDSuperintendentKevinSkellythenpresentedclarifyinginformation

o Needforamiddleschoolcouldariseby2020o PAUSDisevaluatingalloptionsforlanduseandrecognizesone

storyoptionsarenotthefutureo Alotofquestionswereaskedaboutwhatwasdrivingtheschool

boardspositionandSkellycommunicatedthatitisbasedonalonghistoryofenrollmentgrowthandBoardpositions

Problemstated:maximumflexibilitylimitswhatyoucandoonthesite Problemstated:thesometimesconflictingwantsandneedsofallparties

involvedwiththeCubberleysite

6. ResponsebytheFinance,Facilities,andCommunityNeedsSubcommitteeChairstotheSchoolNeedsSubcommitteepresentation

FinanceSubcommitteementionedafewproblems:o BoththeCityandPAUSDaredealingwithbudgetproblemso PAUSDwantstokeepthe$7MpaymentfromtheCityandtheCity

feelslikeitneedssomeorallofitforotherexpenses

AnumberofproblemstatementsaboutCubberleywerethenmade:o Prioritizationisdifficulto DeterminingwhatusestheCityshouldsubsidizeonthesiteis

difficulto Usingexistingfacilitiesischeapbutdoesnotallowasmuch

potentialdensityo CPACdirectiontofocusonlyontheCubberleysitedoesnotallow

forothersiteconsiderationo Uncertaintyaroundthequestionifanimportantcommunityuseisat

Cubberleyandthissitebecomesunavailablewilltheusebeabletocontinueelsewhere

o MaintainingmaximumflexibilityforPAUSDatthesitesignificantlyimpactswhattheCitycandowiththesiteincludingapotentialbondmeasure

o PAUSDwantstokeepthe$7MinrentalrevenuebuttheCitybudgetissuesmakethatpaymentdifficult

o CommunityacceptanceofabondmeasureforCubberleyisquestionable

o TheCityrushingto2014bondmeasuremayforceaneightacrecommunitycenterbondmeasurewithoutPAUSD

WouldPAUSD/thecommunitysupportthat?o JointbondforajointusefacilitywouldneedtobebuilttoState

Architectsstandardsandwouldbemoreexpensive


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o Theremaybeeffectsonoperatingbudgetsifchangesaremadetoprogramminguses

o Needsforthesitemayshiftovertimeo PAUSDandcommunityneedsaregrowinginparallelo HowtheusesatCubberleyshouldbedeterminedisdifficult

Anumberoffactswerealsoraisedinthecourseofdiscussion:o Maintenanceneedis$33Mtokeepdryintheshorttermo Additionally,currentlyunbudgetedfundsareneededfor

maintenanceinthemidtermatthesite

7. Futuremeetings

8. Adjournment


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September19,2012CubberleyCommunityCenter


Theater



3. ApprovaloftheSeptember5meetingactionnotes Approved

4. FinanceSubcommitteepresentation,definitionofproblem,anddiscussion PresentationgivenbyCCACFinanceSubcommitteeChairLanieWheeler SEEATTACHEDPOWERPOINTPRESENTATION Wheelerwentoverwhatthemainproblemsfromafinancialperspectiveare

thatthegroupshouldtryandsolve

Wheelernotedthehighnumberofchangesthathaveoccurredsincetheleaseandcovenantnottodevelopwereoriginallysignedandrecognizedsimilar

changeswerelikelytocontinueoccurring

Wheelernotedtheimplicationsthattheuncertaintyofthissitehasonoperations,maintenance,sitplanning,etc.

Fromafinancialperspective,anythingdoneonthesiteindependentlybytheCityorPAUSDimpactstheotherduetothefactthatpossibleusesdonein

tandemaremuchdifferentthanindependentsiteuse

Siteimprovementfundingundertakenintandemhasdifferentgeographicboundariesandvotingrequirementstobeawareof

Question:IstheCitysetona2014ballotmeasure? CouncilmemberSchmidtnotedthereareshortertermneedstheCityistrying

toaddressandhastargeted2014asthetimetodothatbutwithaconsultant

beinghiredmanydifferentprojectpackagescenarioswillbeconsidered

FinancesubcommitteewillconsiderunconventionalfundingavenuesbutwillleavemostofthepoliticalviabilitydiscussionstotheCCACasawhole

Question:WilltheFinancesubcommitteewritedownpoliticalviabilityquestionsthatariseinthecourseoftheirdiscussionsfordiscussionbythe

CCACasawhole?


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Question:WilltherebereluctancefromNorthPaloAltotofundCubberleyrenovationsinSouthPaloAlto?

5. CommunityNeedsSubcommitteedefinitionofproblem,staffupdateonCubberleytenantssurvey,anddiscussion

PresentationgivenbyCCACCommunityNeedsSubcommitteeChairDianeReklis SEEATTACHEDPOWERPOINTPRESENTATION Rekliswentoverthemainproblemsfacingtheirsubcommitteeincluding

overallproblemsandshort,medium,andlongtermproblems

Discussedtheneedsthatallofthedifferentusersatthefacilityhave Recognizedthatjointusewillnecessitatechange ReklisnotedthatCubberleyuseshaveebbedandflowedinthepastand

considerationofbuildingafacilitythatcandosointhefutureshouldbe

given

Considerationwillalsobegiventoneedsthatmighthavenorelocationalternativeandthosethatareconducivetojointuseversusthosethatarenot

CommunityServicesDivisionManagerRobDeGeusthenupdatedtheCCAContheCubberleysurveyoftenants

DeGeussaidstaffhadreceived40ofthe70surveysback Saidtheyhaveathreetierapproachtoresults:

o Alluserso Usersbycategory

Example:dancestudiosorartistso Individualusers

Saidofthe40surveyresponsesreceivedsofar50percentofuserssharespace

Manyusersneedspecializedfacilities Facilitiesareinusefromasearlyas6:00AMtoaslateas11:00PM 25percentofrespondentssaidtheywouldgooutofbusinesswithoutspace

atCubberleyandmanyotherssaidtheywouldhavetoleavePaloAlto

Question:Canprofessionalhelponthesurveyingbeobtained?

6. SchoolNeedsSubcommitteedefinitionofproblemanddiscussion Discussiononthissubjectdelayeduntillaterinthemeeting

7. Discussionofintersubcommitteecommunication CCACCoChairMikeCobbledabriefdiscussiononintersubcommittee

communication

Request:Makesurethatallreportsaresharedwiththeentirecommittee Subcommitteesagreedtoreachouttooneanotherwhenanopportunityto

collaboratepresentsitselforisnecessitated


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8. Discussionofpotentialjointusesitestovisitandtheprocessforvisiting DeputyCityManagerSteveEmsliesaidthatbasedonjointusefacility

intereststaffwillputtourstogetherofjointusefacilitiesbutaskedthat

CCACmembersworkthroughstafftohelpwithcoordination

Emsliesaidstaffwelcomessuggestionsforthosesitetours Request:ApresentationfromEmeryvilleontheirproposedjointusefacility6A.SchoolNeedsSubcommitteedefinitionofproblemanddiscussion

PresentationgivenbyCCACSchoolNeedsSubcommitteeChairBernBeecham

SaidthesubcommitteeislookingathowPAUSDmaywanttheeightacresusedinthefutureandhowtheymaybeaffectedbythem

LookingatapossibledevelopmentpatternfortheCubberleysiteastheschoolstartsbuildingoutprojects

Question:HowdoesABAGaffectprojections? Beechamreiteratedthatthesubcommitteedoesnthaveareasontouse

anythingdifferentthanthePAUSD2%enrollmentgrowthprojection

BeechamsaidtheSchoolNeedsSubcommitteeisalsolookingatnontraditionalsiteusesincludinghavingspecificfacilitiesforart,science,etc.

locatedatCubberleythatstudentsfrombothPALYandGunncoulduse

9. Futuremeetings StaffwillsendaDoodletotheCCACtofindanalternativemeetingdayforthe

currentlyscheduledOctober31stmeeting

CCACarchitecturalconsultantJohnNorthwaysaidhewasveryexcitedabouttheopportunityhereandthathethoughtitwastimetostartconcluding

workontheproblemidentificationstepoftheprocessandstartworkingonthesolutionsstep

Discussionoccurredofhowtoorganizethegroupbasedonafinalreportthatwillcontainalternativesbutnodecisionsweremade

CobbandEmslieproposedacommunityforuminOctober/Novembertosolicitinputfromallsegmentsofthecommunityonwhattheirvisionforthe

futureofCubberleyis

10.Adjournment


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October3,2012CubberleyCommunityCenter


RoomH1



3. ApprovaloftheSeptember19meetingactionnotes Unanimouslyapproved

4. DiscussionofCubberleyforum&volunteeridentificationa. ScheduledforNovember8,2012at7:00PM

CoChairMandyLowellsaidstaffwillprepareanadvertisementfortheCCACmembersthattheycandistributetothegroupstheyrepresent

Lowellaskedfordayofvolunteerstosignupandaclipboardwaspassedaround.Thevolunteerswhosigneduptoassistare:

o PamRadin(helpwithquestionasking)o BernBeechamo DianeRekliso ClaireKirner(canhelpfrom7:30PMon)o SheriFurman(helpplanthepresentation)o SteveEmslie(staff)o RobdeGeus(staff)o TommyFehrenbach(staff)

CoChairMikeCobbrecommendedpurchasingadvertisinginnewspapersbutLowelldidntagreesothatisstillTBD

ItwascommunicatedthattheforumwouldbeatCubberleybutithadnotbeendeterminedwhereatCubberley

AdiscussionthenensuedonwhereatCubberleytheforumshouldbeheldandwhetheritwouldbealargepresentationorsmallerbreakoutgroups

Membersalsobrainstormedideasaboutthecontentofwhatwouldbediscussed

BeechamsuggestedtheCCACpresenttheproblemstatementsandthedoQ&Aandseewhatpeoplethinktheyneedtoknow


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StaffwasdirectedtoseeiftheCubberleyTheaterorPavilionwasfreethatday

TheCCACconcludedthatfurtherdiscussionneedstooccuraboutwhatexactlywillbepresented/discussedattheforumandthataprogramfor

theeveningwouldhavetobeestablishedsotheobjectiveoftheeventcan

becommunicatedtoresidents TheCCACvotedtohavethefirstmeetingintheCubberleyTheatersostaff

wasdirectedtoreservethatroomforNovember8

CommunityServicesstaffmemberRobdeGeusexpressedconcernsaboutthetheaterideasohewilllookintootherlocationstohavethemeetingat

StaffwasalsodirectedtomakesureallCCACmeetingsareontheCitycalendarandtohaveJimKeeneincorporatetheCCACmeetingsinhisCity

ManagerscommentsatCouncilmeetings

5. PresentationbytheCommunityNeedsSubcommittee6. CCACCommunityNeedsSubcommitteeChairDianeReklis,withthe

assistanceofCommunityNeedsSubcommitteememberSheriFurman,gavethepresentation

SEEATTACHEDPOWERPOINT ReklissaidalotofpeoplethinkSouthPaloAltoisalreadygettinganew

communitycenterwiththeconstructionofMitchellParkLibrary

RekliscommunicatedthatthisisamuchsmallerfacilityinscaleandoperationwhencomparedtoCubberleyandwouldnotcomecloseto

meetingtheneedsofCubberley

Reklisthendiscussedtheuniquecommunityfacilitiesthatarealreadyinplace

CobbnotedthatCubberleyistheonlymajorcommunitycenterinPaloAltoandthatthisgroupneedstodefinecommunitycenteraspartoftheir

evaluationprocesssotheycanworkaroundthatdefinition

Reklisdiscussedcommunitycentersinothercommunitiesandsomeoftheservicestheyprovide

Furmanthendescribedthematrixofpublicandprivateserviceofferingstheyarecreatingincludingtheproviders

FurmanthendescribedtheirevaluationofthecommunityusersatCubberleybasedonthestaffsurveyresultsofCubberleytenants

CCACmemberPennyEllsonthendescribedtheoneyearSunnyvalestudythatwasdonetogaugecommunityneeds

StaffnotedthatacomprehensiveneedsanalysisofPaloAltowouldtakemoretimethantheCCAChasbutaboardbrushanalysiswasagreedupon deGeusnotedthatthestaffsurveywrittenresponseswerenotasdetailed

ashopedsoheandstaffaredoingfollowupcallswithindividualusers

BeechamaskedtheCCACthequestion,WhatdoweneedtohavetomakeaninformedrecommendationbyFebruary28?

Lowellwantstoknowwhatcanbedoneinxamountofsquarefeet ReklisexpandedonpotentialnewusesorservicesatCubberley


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7. PresentationbytheFacilitiesSubcommittee CCACFacilitiesSubcommitteememberBrianCarillipresented SEEATTACHEDPOWERPOINT Hesaidsincehewaslimitedontimehewouldnotreadthroughtheslidesandwouldinsteadshowamaphecreatedofwherecommunityservices

arelocatedinPaloAltoandthetremendousopportunity/valuethissite

presents

Carillireiteratedhisfeelingthatthisgroupreallyneedstothinkbigaboutwhatcanbedoneonthesite

Hereferencedhisprofessionalexperienceinsiteplanningandsaidthatabetterunderstandingofwhatshouldbe/isgoingtobebuiltonthesiteis

stillneeded

InresponsetosomequestionsCarilliexpressedhisfeelingthatusingtheexistingsiteasisinthemannerthePAUSDhassuggestedtheywould

considerisveryshortsitedandnotagooduseoftheland ThegroupdiscussedthelevelofdetailthattheCCACshouldgetintoand

whatisappropriateandwhatisntbutnoconsensusonthatwasreached

DeputyCityManagerSteveEmsliethenspokeandtriedtoclarifyafewpoints:

o HesaidCarilliwasgettingintoalevelofdetailhedidnthavetoinorderfortheCCACtogeneraterecommendationsthatwillhelp

informthediscussionthatisgoingtooccurbetweentheCityand

thePAUSDonwhattodowiththesite

o HealsosaidifthegroupfeelstheyneedstafftodoneedsassessmentworkthattheCitydoesnotcurrentlyhavestafftodo

thatbutconsultantscouldbehiredtoassistwiththatprocessona

casebycasebasis

EllsonsaidbeforeshegoesshewantstheCCACtolookattheshort,medium,andlongtermrecommendationstheCCACFacilities

SubcommitteehasintheirPowerPointpresentationandthatalthough

theywerenotreadthroughatthemeetingthoserecommendations,not

thesiteplanning,representedthemajorityoftheSubcommitteeswork

Emsliethenspokeandtriedtoclarifyafewmorepoints:o HenotedthatwhentheInfrastructureBlueRibbonCommission

(IBRC)madetheirrecommendationsfortheMunicipalServices

Center(MSC)theycreatedasoneoftheirdeliverablesascopeofstudythatcouldbeusedbyaconsultantforastudyofthesitein

thefuturebutdidnttrytodothestudythemselves

o HealsonotedwhentheIBRCdiscussedCubberleytheymadebroadrecommendationsaboutthesitenotspecific

recommendationsforwhatshouldhappenwiththeinfrastructure

there


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o Hereiteratedhisrecommendationtoletgoofsomeofthedetailandkeeptheanalysisatahigherlevel

CarillithenreiteratedhisfeelingthatuntiltheCCACdefineswhatshouldbebuiltonthesiteitisimpossibletoorganizethesite

Itwasagreeduponthatsomelevelofsiteuncertaintyneedstobeacceptedasapartofthisprocess

8. Discussionandbrainstormingofsubcommitteenextsteps Notdiscussedduetotimeconstraints

9. Futuremeetings ThenextCCACmeetingisOctober17

10.Adjournment


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October17,2012

CubberleyCommunityCenter


Theater

5:307:30PM

1. Welcomeandcalltoorder2. Oralcommunications GeorgeBrowningofPaloAltospoke3. ApprovaloftheOctober3meetingactionnotes Approved4. Discussionandbrainstormingofrecommendationsandalternativesfortheshort

term(5years)

TheCCACrandomlydividedintothreegroupsandcameupwiththefollowinganswerstothequestionsbelow:

ExerciseForOctober17CubberleyCommunityAdvisoryCommitteeDevelopmentofShortTerm(5years,20152019) IssuesSmallGroupDiscussions

AttheOctober17,2012meeting,theCCACSteeringCommitteesuggeststhatwehavea

discussionfocusedontheshorttermissuesassociatedwithCubberleysfuture. TheSteering

Committeeproposesstartingwiththeshorttermissuesinasmuchasmuchofthedataand

backgroundnecessarytoconsidermeaningfulrecommendations,alternativesand

commentshavesubstantiallybeenpresentedbytheSubcommittees. Future CCAC

discussionswill

address

medium

and

long

term

issues

after

all

Subcommittee

deliverables

areavailabletothefullCCAC.

TheproposedformatisfortheCCACtobreakupinto3 randomgroupsinsuringthateach

grouphasatleastonerepresentativefromeachSubcommittee. Thediscussionshouldtake

about30minutesfollowedbya5minutespresentationfromeachgrouptotheCCAC.

Comments,questions,recommendationsandalternativesandwillberecordedandavailable


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tothefullCCAC forourongoingdiscussionandasinputforthedevelopmentof thedraft

committeereport.

Thefollowingquestionsareprovidedtoframetheshorttermissuestofacilitate

conversationandbrainstorming:

1.ShouldtheCityRenewitsleasewithPAUSDforanadditional5years?a.IftheCityweretorenewitslease,underwhatconditions? Howwouldarevised

covenantaddressongoingneeds?

b.Whatarerecommendationsforchangestotenantsandrents?

c.ShouldPAUSDandtheCityshareinmaintainingCubberley?

d.Howshouldtheleasebestructuredtomaintainmaximumflexibilityforthefuture

usesofCubberley?

2. IsitfeasibletoincludeacommunityfacilityontheCitys8acresinthe2014

Bondmeasure? Isthisacommunityneed?

3.WhatactionsorplanningactivitiesshouldPAUSDandtheCityundertakeduringthenext5

yearstoadvancethedeterminationofthebestpossiblefutureofCubberley,andbuilda

consensusfor

that

future?

Group1 Question1 Renewaleasefor5years Question1B Transfer,insomeprocess,thecitys8acrestotheschooldistrict(VotedYes60) Removecovenantnottodevelopandrenegotiate$2M(VotedYes60) Sharemaintenancecostsandplanning(VotedYes60) FindawayformorechildcareatCubberleyandotherPAUSDsites(VotedNo51) Includeaccesstoand/orpreserveotherPAUSD fieldsandgymspace(VotedYes42) Citytoofferleasestotenantsforsame5years(VotedNo51) Question2 No,notfeasible(VotedNo15) Question3 DevelopMOUdefiningjointuseofsite

Group2

Question1

Yes,cityhaslotsofuses,schoolhasfewinshortterm Leasedoesnthavecontinuedutilityinpresentform Considerableissuesinrelationtoallcityinfrastructurechallenges(IBRCreference)but

wasonlylookedatfromfinancialpointofview

Is5yearleasetherightamountoftime?o Foothill3years


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Doescurrentcovenantlock5years?o Couldbeamendedonmutualagreement

Question1A Needtostartwithexistinglease,deletewhatdoesntwork Maintenanceissuesinshortterm

Under

what

conditions

would

it

be

renewed?

Termequalto3or5years?OrrelatedtodepartureofFoothill? Whatdoescitygetforcovenantnottodevelop? Hasbecomemeaninglessincurrenttime Couldamendleasetoeliminate/changetoothercitybenefit Newcovenantcouldmakesenseintodaystime Possibilityofschooldistrictassumingresponsesforsomeoftheimmediatecapital

improvements(someareonschoolownedbuildings)

SchoolDistrictcouldmakecommitmentstobuildfullsizefieldsormultiuseavailabletocityonnewbuildsoutsideCubberley(possibleshareduses)

Reasonablyaccessiblejointusesites(price,availability)

Use

joint

use

thinking

above

specific

to

Cubberley

shift

maintenance

and

upkeep

to

SchoolDistrict

Classroomsforprograms,fields,irrigation,etc. Childcare:makeanagreementtoexpandatothersitestooffsetcitysinvestmentat

Cubberley

Question1B Seriousreevaluationontenants Whoischosenandhow Charge Seriousgapthatcouldbeimproved Maximizeavailability/profit

Less

subsidy

Morepropertymanagermindset Betterutilizationofresource Doitgradually Maybedifferentwaystopusespace Question1C Yes Zoningmaybeprohibitive DepartureofFoothillmaybeopportunityfornewtenantstogeneratemoney

Rentsshouldcovermaintenanceforfacility(daytodayandcapital/deferred)o Shouldbecostneutralo Corrective,ongoing,preventative?o Timing/planisat

Question1D Whatcouldyouputinto5yearleasethatcouldbindflexibility? Whatformshouldtheleaserenewaltaketomaximizeopportunities?


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Leaseisntproblem,commonvisionbySchoolDistrictandcityneedstobedecidedandexecuted

Couldcovenantbeusedtoshapethevision?o Timelineforconcreteplanningo MOUtouse5yearsproductivelyo Continuediscussionsasdecisionsbecomeclearero Otherwise,lossofvaluabletimeo Isresolvingworthit?o Shouldwewait?o Someflexibilitytherenow,couldkeepstatusquo

Question2 Notoa2014bondmeasure

o Itisacommunityneedo Needtoknowcompetingneedsforbondmeasureo Couldbedesirabletokeepsomethingfor8acreson2014bondo Schoolhasmoresupportforbond

Cangotovoterswithlessdetailonprojects Cityneedsmoredetail

Doingbondforjust8acresmightbeproblematicinpublicperception/uncertainty Couldwe,throughlease/covenantbuildinobligationstocometoaffirmativeagreement

onsomeplanandforcepartiestoagree?

o Ifcitygoesaheadwithplantodevelop8acresonitsown,itmaynotbebestplanforCity/PAUSD/both

Dontwanttoconfinetocityvs.schoolonacreage Question3 SitdowningoodfaithandtalkaboutwhatSchoolDistrictandCityhaveincommon

o Professionalproctoringo Comewithspecificso Couldbuildcommonusespacesintheinterimo Neitherpartycurrentlyhasmoneyneedvoteso Couldgotovoterstogether

Possible(Financecommittee)o Educationalpurposesisbroadlydefined(55%bond)

Gothroughtenantsandanswerquestionsregardingherevs.somewhereelse Bigquestionisdoescityandschooldistrictwanttoworktogether? Puttogetherthedata/decisionmakerscanhavegoodfactualbasisfordiscussions Fullyinformedforproperjudgment Craftaffirmativeactionobligationforeacharty Ifenrollmentcontinuestoincrease,discussionaboutalternativetimetable

Group3 Question1 Keepopen?StatusQuo

o Planningwilltake5yearsandincrementalperiodstoallowforplanningo Strivetohonortenantbusinessplans


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Question1A Commitmentfromschooldistrictandcitytoworkcooperativelytoplanall35acres,the

wholesite:

o Districttosharefundingforplanningo Hardtoexpectschooldistricttodesignschoolo Clarifymaintenanceissueso Qualityconditions/forsubsequenttermsorextensionso Leaserenewals/andperiodextensions(35years/10years?)o Isthe8acresintherightplace(landconfiguration)?o What8acreswouldmeetcommunityneeds?o Dontlockintosomethingwewouldregret

Question1B Usesneedtoreflectintergenerational,multiculturalneeds(cultures=people)

o ImplementcitybikeplanforbetteraccesstoCubberleyo Withnewtenants,thetenantstoshareresponsibilityforimprovingthe

room/facility(refinishingdancefloorforexample)

o Tenantstochipinspecialassessmentforimprovements(likehomeownerassessment

or

fee

around

the

facility)

o Newtenantspayhigherrateso Nograndfatherclauseforlowrateso Weshouldlookatcriteriaforallrentersjustlikethereisforselectionofartists

Question1C CostsShouldbeshared,buthow?

o Bysquarefootageo Tenantfeestobecoveredbytenantso Ifschooldistrictissharingmaintenance,itshouldbeeasedinto

Question1D Tenantsneedsomesenseofcertainty(lease) Initiallease35yearsandatleastoneyearincrementsthereafter Yeartoyearleaseandtoughforrenters/tenants Needtohaveaclearlongtermoverallplansothatwedontprolongthecampus

uncertaintywithin2years

NeedtoconsideranewmodelforwhatthefuturehighschoolmaylooklikeNotsameoldmodel

Schooldesigntoreflectmodernteachingdesignandflexibilityasmuchaspossible Question2 Multiplesourcesofsiteassessmentthemoreanalysis/perspectivesthebetter Accesstootherhighschoolfieldsneedtobepartofthewholedeal(nottodevelop) Includegyms,pools,andchildcarespace Bondfor8acres?Toosoonin2016?

o Goalfor2014shouldbecompleteredevelopmentplano GoforcomprehensivebondjustforCubberleyo 2016maybeaffectedbyPresidentialelectioncycleo DontwrapCubberleywithsewerinfrastructurebondo Bondmeasuresformakeshiftcommunitycenterfacilitywontpassdoit

right

o Jointuseprogramstake510yearstodoright


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Question3 Alternatetransportationstrategies(bike,bus,shuttle,pedestrian) Maintenanceofbuildingshouldbebuiltinxtimeframe? Considergrantsforthesespecialethnostudies

Design

must

be

flexible

adaptive

to

changing

needs

Question4 Usethetimebeforethebondtodoadequateplanningandthoughtfuldesign Somethingwillbebuiltinxyears,butitneedstobedoneright(conditionofleasejoint

funded)

UseoffullsiteincludingSanAntonioshouldbeplannedbeforeanythingbuilt(Elementaryschoolneedstofitinwell,dontboxinoptions)

Needstobearealstrategy/mechanismforbroadcommunityinputondesignsnotjustcommittee

Thedesignteammuchincludeethnographicspecialistinsteadofstandardarchitectstounderstandtheproblem

Need

to

have

observational

planners

Fullculturalassessmenttomeetallculturalneeds Thedesignneedstobeuniquetoourcommunity/needs Regardlessofdesigncostsdoitright.Dontscrimp5. DiscussionofCubberleyforum

a. Thursday,November8,2012at7:00PMattheCubberleyTheater Timewaschangedto7:30PM6. Futuremeetings

a. NextCCACmeetingwillbeOctober30thorNovember1st7. Adjournment


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October30,2012CubberleyCommunityCenter




3. ApprovaloftheOctober17meetingactionnotes Approvedwithminorrevisionsincorporated

4. UpdateontheOctober18CPACmeeting CityofPaloAltoDeputyCityManagerSteveEmsliegaveabriefupdateof

themeeting

EmsliecommunicatedthattheCPAChadrequestedthingssuchas:o CCACshouldrewritetheirproblemstatementso Cityrevenuemeasurein2014isconsideringlotsofdifferentthings

andisnotfocusedonCubberleybuttheCitydoeswanttheretoberesolutiononwhatthefutureofCubberleywillbebythattimeo Citywantscleardirectiononwhetherornottheyshouldrenewthe

leaseandwhattheymightconstructo CitywantsCCACtoprioritizewhatservicesshouldbeprovidedat

Cubberleyo Supportiveofthecommunityforumo Thinkofitasanopportunitynotaproblemo ThinkofitashighestandbestuseforCubberley

5. Presentationonjointusefacilities PresentationmadebyCCACFinanceSubcommitteememberSusanBailey SEEATTACHEDPOWERPOINT Baileypresentedthreejointusefacilities Shelookedforcommonthreadsandlessonslearnedfromalloftheprojects


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1. EmeryvilleCenterforCommunityLife Approximately7.6acre/115,100SFfacility Cost=$80M Hasbeeninplansince2003 NowintheirthirdMOUbutarestartingsiteworksoon TherepeatedMOUsaretheresultoftheredesignefforts FacilityincludesK12educationfacilitiesfor750students,multipurpose

rooms,administrationspace,aschoolandcommunitylibrary,acommunitypool,andmore

ProjectisbeingdrivenbytheSuperintendentandMayortogether2. WadsworthCommunityCampus Approximately65acres/450,000SFfacility Cost=$105M Facilityincludesanewhighschoolfor1,629students,recreationfacility,

seniorcenter,indoorandoutdoorpools,andapubliclibrary.Amiddleschoolisnotincludedinthecostbutisalreadyonsite

3. LivermoreFacility Modernizingsevenof20schoolsanddoingcommunityenhancementsasa

partofthreeprojects

Facilitiesincludenewschools,ayouthcommunitycenter,andnewcommunitylibrary

Drivenbythesuperintendentoftheschooldistrict Hadtogetspeciallegislationforthejointuselibrarytobebuilt Theypasseditbydoingoneelectionthatcombinedmultiplecommunity

needs

Baileythenmentionedastudyofsevenstepstoeffectivejointusepartnerships.Theyinclude:

1. Identifyalocalneedthatajointusepartnershipmightaddress2. Identifyessentialjointusepartners3. Developapositive,trustingrelationshipwithpartners4. Buildpoliticalsupport5. Buildajointusepartnershipwithinthecontextofthelocal

community6. FormalizethepartnershipwithanMOU7. Fosterongoingcommunicationandmonitortheprogressandimpact

Anumberofquestionsandcommentsthenoccurred: Comment:JimSchmidtmentionedthatthedocumentsfortheMOUoftheSan

Joselibraryareavailableonline Request:Baileywasaskedtoprovideherfulllistofjointusefacilities Question:Clarifywhatamountofabuildinghastobeusedbyschoolsand

howthesaleandpassageofthebondswouldworkifdoneatthe55%voterapprovalthreshold


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6. DiscussionoftheCubberleyforumincludingthepublicoutreachplana. Thursday,November8,2012at7:30PMattheCubberleyTheater

Emsliegaveanoverviewofwhatcouldbeexpected Theforumwillstartwitha1520minutepresentationincludingthe

Cubberley101presentationbystafffollowedbyapresentationoftheCCAC

problemstatementsbyCCACarchitectJohnNorthway Writtenquestionswillthenbetakenandansweredfirsttobefollowedby

oralcommunications

SheriFurmanaskedstafftoexplainattheforumwhatisdifferentaboutCubberleyCommunityCenterwhencomparedtoMitchellParkLibrary&CommunityCenterandLucieSternCommunityCenter

CCACCoChairMikeCobbsaidthatadsfortheeventwillbegoingoutinthepapers

CobbalsoaskedallCCACmemberstosendtheadouttotheorganizationstheyareapartof

PAUSDstaffmemberRobertGoltonsaidPAUSDwillsendtheadtoalloftheparentsaswell

Cobbsaidhewillalsodoapressreleasefortheevent Cobbsaidaddaparagraphonyourownaboutwhythisisimportanttothe

specificgroupyourepresentwhenyousendtheadout

Apassiveinformationtablewillbesetupattheevent CCACCommunityNeedsSubcommitteeChairDianeReklisisgoingtoprovide

aonepagehandoutonwhatsspecialaboutCubberleythathersubcommitteecreated

CobbsaidtoletCityofPaloAltostaffmemberRichardHackmannknowifyouwouldliketohelpwiththeforum

7. Futuremeetings Lowellsaidifyouhaveagendaitemsyouwanttoseeatafuturemeetinglet

theCoChairsknow

8. Adjournment


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November14,2012CubberleyCommunityCenter


RoomH1


2. Oralcommunications LisaHendricksonfromAvenidasspokeonbehalfofanumberofhealth

andwellnessgroupswhoprovideservicesinthecommunityandtheir

desiretobuildastateoftheartcommunitycenterontheCubberleysite

AnunidentifiedmemberofGoodNeighborMontessorispokeinsupportofkeepingaMontessoriattheCubberleysite

3. ApprovaloftheOctober30meetingactionnotes Approved

4. DebriefoftheCubberleyCommunityForum

DeputyCityManagerSteveEmsliegaveanupdateonwhathappenedattheforum

CCACmemberSheriFurmansaidtheCCACwouldneedafuturecommunityforumtodiscusssiteoptions

CCACCoChairMikeCobbsaidtheCCACneedsatleastonefollowupforumthatbothpresentssiteoptionsandreachesouttoabroader

audience

CCACmemberRachelSamoffsaidthatnonresidentsusingtheCubberleysiteisnotabadthing

CCACmemberPennyEllsonsaidshewishedthatpossibilitiesofthesitewerepresentedattheforumintermsofwhatcanbedonewiththat

amountofacreage CCACmemberJenniferHetterlysaidthatshewishedtheforumhadbeena

littlemorethoughtprovoking


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5. FurtherdiscussionoftheOctober17breakoutgroupbrainstormingonCubberleyshorttermscenarios

CCACCoChairMandyLowellaskedpeopletodiscusstheOctober17breakoutgroupconclusionsbutalsobroughtupthemediumandlong

termscenariossopeoplewereawareofwhatsomeoftheproposalsare

SamoffmentionedadecisionmakingprocesswheretheCityandPAUSDworkonthelongtermsolutionduringtheshorttermwhilealsohavingadiscussionabouthowtheywillsharemaintenancecosts

CCACmemberSusanBaileysaidtheFinanceCommitteehasdiscussedrecalculatingtheannualleasepaymentstoalignwiththeUtilityUsersTax

revenuetrendratherthantheConsumerPriceIndextrendandbecause

thecurrentleaseincludesthingshavingtodowithPaloAltoCommunity

Childcare(PACC)increasetheamountofspaceleasedtoPACCon

elementaryschoolsitesandincreasetheirleasepayments

Furmansaidthatifthereisanotherfiveyearleasethereneedstobeanagreedupondesignuse,CCACmemberBrianCarilliagreed

CarilliagainadvocatedjointusewiththeCitymaintainingamajorpresenceatthesite

Lowellsaidthescenariosindicatewhatwasdiscussednotwhatwillbedecidedupon

BaileyaskedifthePAUSDcangetbeyonditsstatementsthatitneedsthewholesiteanddiscussjointuseoriftheywillbehunguponthat

CarillisaidthatboththeCityandPAUSDworkforthecitizensandthiscitizenadvisorycommitteeshouldsayjointusemustwork

CobbmentionedthatsomeservicesmightnothaveahomeifjointuseoccursandwhatcanbekeptatCubberleyandwhatcantshouldbe

studied

ThetopiccameupthatanassessmentofwhatisatCubberleystillhasnotbeenfinalizedbutareporthasbeenputtogetherthatsajumpingoff

pointforalargercommunityneedsassessment

ItwasconcludedthatmoreinformationisneededaboutwhatisatCubberleysuchaswhotherentersareincludinglongtermhourlyusers

CCACmemberBernBeechamsaidhethoughtthelongtermsiteneedsatCubberleyaretoouncertainatthistimetocreateaplanforsite

redevelopmentnordoestheCCAChavetheinformationnecessarytoraise

thepoliticalsupportforsuchanundertaking

ItwasrequestedthatatthenextCCACmeetingapresentationisdonebyRobDeGeusofCommunityServicesonwhatiscurrentlyatCubberley

Beechamsaidthatuntiloneofthesebuildingsistakendownwedonotneedmorespacebecausewehaveenoughspaceandontopofthat

FoothillCommunityCollegeisleavingmeaningthesitemeaning20%

morespacewillsoonbeavailableforleasetonewrenters

Beechamaskedtooutlineaprocessbywhichthecommunitycanevaluateitscommunityserviceneeds


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Hetterleyaskedtohaveallconclusionsforthefiveyearscenariolistedtogether

6. OutlineofthemediumtermandlongtermpotentialCubberleysitescenariosandrequestedinput

Thefollowingfivemediumandlongtermscenarioswerediscussed1. Cubberleyusedforacomprehensivehighschoolinthefutureusingall35acres.

2. Cubberleyusedforanoncomprehensivehighschoolinthefutureusingnomorethan27acres.

3. Cityretains8acres(possiblyinadifferentlocationonthesitethancurrentlyassigned)andthePAUSDretains27acreswitheach

determiningtheirrespectiveuses.

4. TheentireCubberleysitebecomesajointusefacility.5. Nodecisionaboutahighschoolismadeandthereisnohighschooluse

onthesitefora2025yeartimeperiod.

CCACmemberJerryAugustaskedtochangenumbertwofromnoncomprehensivehighschooltohighschooluse

LowellsaidthatstaffwillbesendingoutaCCACbriefingbookbeforeThanksgivingbreakcontainingfurtherinformationonwhateachofthe

subcommitteeshasconcludedandinformationdiscussingprosandconsof

eachofthefivescenarios

CCACmemberKenAllensaidweshouldchangefromreactivetoproactiveinourprocess

7. Futuremeetings

8. Adjournment


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November28,2012

CubberleyCommunityCenter


RoomH1

5:307:30PM

1. Welcomeandcalltoorder2. Oralcommunications AunidentifiedmemberofthepublicaskedtheCCAChowtheycanmake

recommendationsaboutthefutureuseofthesitewhentheydonotyetknowthe

futureofeducation

3. ApprovaloftheNovember14meetingactionnotes ApprovalpostponedattherequestofstaffuntiltheDecember12thmeeting4. PresentationontheCCACActionPlanMatrixbyCCACArchitectJohnNorthway

Prior

to

a

discussion

of

the

CCAC

Action

Plan

Matrix

City

of

Palo

Alto

Community

ServicesstaffmemberRobDeGeusmadeapresentationonCubberleytenantsand

longtermusers

o SEEDEGUESSATTACHEDPRESENTATION FollowingDeGuesspresentationanumberofclarifyingquestionswereaskedby

CCACmembers

5. PresentationonthegroundrulesfortheCCACmembersmallgroupdiscussionsoftheCCACActionPlanMatrix

CCACCoChairMandyLowellcommunicatedthatthegroupistobreakoutintosmallgroupsandbrainstormthoughtsandideasabouttheCCACActionPlanMatrix. All

ideaswere

to

be

captured

by

the

scribe

of

each

small

group

and

not

filtered

at

this

time


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6. CCACmembersmallgroupdiscussionsoftheCCACActionPlanMatrixincludingthebrainstormingofissues,questions,andconcerns

Issues,questions,andconcernsraisedbysmallgroupparticipantsarecapturedinredwiththeoriginaltextinblack

o SEEATTACHEDSUMMARIES7. ReportoutontheCCACmembersmallgroupdiscussionsoftheCCACActionPlan

Matrix

Eachgrouppresentedthestatementsthatweremadeduringtheirbrainstormingsessionsascapturedintheattachedsummaries

8. Futuremeetings DeputyCityManagerSteveEmsliesaidthatduetotheChristmasholidaytheCCAC

willbemeetingDecember12th

&19th

insteadofDecember12th

&26th

CCACCoChairMikeCobbandCCACmemberBrianCarillisaidthattheDecember12

th

meeting

would

be

held

at

Stanford

to

give

the

group

an

idea

of

what

can

be

built

oneightandahalfacres

CobbsaidthatattheaDecember19thmeetingthegroupshouldbepreparedtotakevotesonsomemajorissuesconcerningtheirultimaterecommendations

9. Adjournment


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www.danceconnectionpaloalto.com

Dear CCAC, PAUSD and City of Palo Alto Representatives,

The dance studios at Cubberley Community Center were asked to submit a description of our value to the

Palo Alto community. Dance Connection is currently both a lease and hourly rental tenant, and we hope

to remain in our current location in L5 and K5 (former lease) as well as L6 (hourly) as long as possible.

Here are some features which highlight the uniqueness of Dance Connection in the Palo Alto Community:

History: Dance Connection has been a tenant at Cubberley since 1988 --(the "oldest" danceschool still remaining at Cubberley) on an hourly rental basis, and a lease tenant since 1995.

We assumed a second leased space in 2005, and are hoping for a third room if one becomesavailable. We are renting space hourly in L6 for the maximum number of weekday rental

hours, and also rent space 3 afternoons per week from Zohar, and 5 afternoons per week at

Reach Fitness Center in downtown Palo Alto. Our wish would be to have a space, even a

shared space at Cubberley instead of renting elsewhere.

Who do we serve? 99% of our students are the youth in our community, ages 3 to 18 with avast majority from Palo Alto.

What do we offer? Dance instruction for regular classes and workshops. We bring inprofessional dancers and choreographers to work with our students on a regular basis.

Performing opportunities for all dance students in a formal theatre. Competitive and non-

competitive dance teams to perform for all community events and participate in instructional

dance conventions as well as attend professional performances and events.

1. Our DCDT (Dance Connection Dance Teams) include children who want to dance withoutcompeting. Anyone can join this dance club and be involved in extra community

performances and events.

2. Ballet Company serves our youth who love ballet. Professional choreographers visit PaloAlto to create choreography for our dancers to perform both classical and modern works.

3. The DCPC (Dance Connection Performing Company) is a competitive, highly skilled groupof serious dancers who dedicate their time to dancing. Palo Alto Dance Connection has been

a top award winner at regional competitions with some students attending nationals. This is

the SYTYCD (So You Think You Can Dance) of our Palo Alto Community. Though we

appreciate the talent, the award that our teachers and parents most appreciate winning is the"best studio" award for friendly, polite, and respectful dancers.

Community Events: Dance Connection has always been actively involved in our localcommunity events including:

1. May Fete Parade2. City of Palo Alto Toys for Kids program with an annual benefit performance from

the start of DC until 2002 with Dance Connection as a large provider of new toys for

our local youth including East Palo Alto and East Menlo Park as well as Palo Alto.


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3. Annual Breast Cancer Benefit which has been co-sponsored by the City of Palo Alto.This will be our 11th annual benefit at the Cubberley Theatre in 2013 with all

proceeds to benefit a breast cancer organization such as SF Komen for the Cure. The

City has donated the theatre rental for the performance, and Dance Connection pays

the theatre technical staffing and all other expenses.

4. We are holding our 14th Annual Nutcracker Ballet at the Spangenberg Theatre. Localtalent and homegrown community involvement at its finest where parents and

children can perform together. Please join us!

5. Annual Winter Showcase performance for M Company in San Jose to benefit acancer organization or other medical foundation.

6. Donations to all local schools and community organizations for several years. DanceConnection provides Nutcracker and other performance tickets (Cinderella, Coppelia,

and Sleeping Beauty Ballets) or Summer Dance Camp scholarships to our local youth

and community. DC also offers scholarships to students in financial need.

7. Los Altos Festival of Lights Parade8. Any other community event. We performed at the California Avenue Farmer's

Market Blossom Birth Halloween Carnival recently. A Halloween themed

performance which even included Nutcracker variations in pointe shoes on the

"street" stage! Next month, we will perform some Nutcracker pieces at the Fairmont

Hotel for the Christmas in the Park Breakfast with Santa. When we are asked to

perform for the community, we are there!

9. Nutcracker PJ Story Time: Each year, we have a story time the Friday night beforeour Nutcracker performance. Free to children ages 4-8 at our studio with children

wearing their pajamas to learn about the Nutcracker Ballet and see some of the

characters dance and visit with them.

Director/Founder: Cindy Ginanni, a third generation Palo Alto resident. My grandfather,Eugene Raffarin was the chef to Lucie Stern. We are honored to live in the home purchased

by Aunt Lucie for my grandparents, who came from France. My husband, Mark is a teacher

at Jordan Middle School along with our oldest son, Joe. Our daughter-in-law teaches at

Terman Middle School. Our youngest son manages a local restaurant, and our daughter is an

artist who lives in Steamboat Springs, CO. Growing up, our children enjoyed the benefits our

community has to offer--including education, recreation, and arts. We hope to pass this along

to the future of the Palo Alto children.

Goals: Palo Alto Dance Connection hopes to remain at Cubberley, and our plan is to stayuntil we are "kicked out." We will be happy with a 5 year lease, ecstatic with a 10 year lease,

and even glad to remain month to month. Sharing space with a PAUSD or private school or a

community center fits our youth-oriented values, and we welcome the opportunity to plan for

the future in a positive way.

Thank you for the time you dedicate in your efforts to promote the good of the community for everyone.

Sincerely,

Cindy Ginanni


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December

12,

2012

StanfordsY2E2Building

473,Stanford,CA94305

Room300

5:307:30PM

1. Welcomeandcalltoorder2. Oralcommunications None3. ApprovaloftheNovember14andNovember28meetingactionnotes Approvedasamended4. PresentationbytheCCACFacilitiesSubcommittee CCACFacilitiesSubcommitteeChairJenniferHetterlypresentedaPowerPointonhowco

locationmightworkfromaspaceperspective(ATTACHED)

Hetterlyexplainedthatwitharedesignedsitethatmaximizespotentialefficienciesthesquarefootageofthesitecanbegreatlyincreasedand,intheiropinion,canmeettheneeds

ofboththeCityandPAUSD

Hetterlycommunicatedthismessagebyshowingbothcurrentmapsofthesiteandpiecharts

that

show

the

break

down

of

how

land

at

Cubberley

is

currently

being

used

Hetterlyreiteratedhersubcommitteessupportforundergroundparking5. PresentationbytheCCACCommunityNeedsSubcommittee CCACCommunityNeedsSubcommitteeChairDianeReklispresentedaPowerPointonthe

demands,services,andne

Documents

City of Palo Alto (CA) Cubberley Center Advisory Committee Report: Volume 4 (2013)