PUBLIC PARTICIPATION ROCESS...July 28, 2008 (Draft) ... • Final Draft Program Document Note: open...

PUBLIC PARTICIPATION PROCESS

Prepared by:

2M Associates

and

DESIGN COMMUNITY & ENVIRONMENT

July 28, 2008 (Draft)

MARTIAL COTTLE PARK MASTER PLAN SANTA CLARA COUNTY PARKS AND RECREATION SYSTEM Santa Clara County Parks and Recreation Department

1

I N T R O D U C T I O N

This report outlines the community outreach and public participation process for the Martial Cottle Park master planning process. Since project initiation, this collaborative planning project is referred to as the “Martial Cottle Park Master Plan;” however, the final outcomes for this planning process also include a State General Plan and Environmental Impact Report. As stipulated in the Joint Powers and Operating Agreement between the County and the State, the County Parks Department is the lead agency in developing the plans and facilitating the public outreach and agency review process for the development of the Master Plan and State General Plan. Thus, the project is often referred to as the Martial Cottle Park Master Plan. During the development of the Master Plan, a great number of people and organizations throughout the County have contributed to or been interested in the project’s progress. The following participation program outlines methods for continuing to keep interested stakeholders informed and, most importantly, involved. A main goal of the participation program is to afford numerous opportunities for parties with different interests to be involved. Other goals of the program are to focus product review in ways that emphasize the site-specific planning approach associated with the project, and to allow all participants the opportunity to understand what input has been given.

The participation program is composed of three parts: groups involved and level of involvement; decision making processes for product review; and an outline of the steps that remain to complete the Master Plan. The program structure below organizes the participants into distinct groups. As an existing structure has been established for the first phases of the Martial Cottle Park Master Plan, this document summarizes that structure and clarifies roles and processes. The participant groups, the number of meetings held to date, and number of remaining meetings are:

• Project Team (5 meetings to date; 5 remaining) • Technical Advisory Committee (TAC) (2 meetings to date; 2 remaining)

PARTICIPATION PROGRAM 1


PARTICIPATION PROGRAM DRAFT 7-28-08 2

• Task Force (3 meetings to date; 3 remaining) • State’s Planning, Policy and Programming Committee (PPPC) (1 meeting

to date; X remaining) • General Public (1 workshop to date; 3 workshops remaining; 1 scoping

meeting remaining) • Santa Clara County Parks and Recreation Commission (1 meeting to date;

2 remaining) • HLUET: Housing, Land Use, Environment, and Transportation Committee

of the Board of Supervisors (1 meeting remaining) • Board of Supervisors (1 hearing remaining) • State Parks and Recreation Commission (2 hearings remaining)

Chapter 2 identifies the following for each participant group: its composition; its role in the planning process; the type of input to be provided; frequency and timing of interaction; and potential communication methods to be used.

Figure 1 illustrates the overall coordination and work program. The groups identified above are listed in the top of the diagram. The correlation between the involvement of these groups and the technical steps in the overall work program can be read across the page. Table 1 provides an overview of the schedule and general agenda topics for each remaining group meeting.



Figure 1: Coordination and Work Program

County HLUET Committee

County Parks and Recreation Commission

County Board of Supervisors

General Public

Task Force

TAC

Project Team

State Parks and Recreation Commission

State PPPC

FIGURE 1: COORDINATION AND WORK PROGRAMPrepared by 2M Associates and DC&E

Draft September 18, 2008

Public Input

Public Input

Public Input

Public Input

Public Input

Public Input

PHASE 5: DESIGN DEVELOPMENTPreliminary Draft Master Plan Alternatives

Alternatives AnalysisDevelop and Revise Preferred Master Plan Alternative

Draft Preferred Master Plan AlternativeFinal Preferred Alternative

PHASE 6: STATE GENERAL PLAN and COUNTY PARK MASTER PLANPreliminary Administrative Draft General Plan/Master Plan Report

Administrative Draft General Plan/Master Plan ReportDraft General Plan/Master Plan Report

Draft Final General Plan/Master PlanFinal General Plan/Master Plan

PHASE 7: ENVIRONMENTAL REVIEWEIR Project Initiation

Develop Significance CriteriaPrepare Initial Study and Notice of Preparation

Public EIR ScopingSettings, Impact Assessment and Mitigation Measures

EIR Alternatives AnalysisPreliminary Administrative Draft EIR

Draft EIRFinal EIR

Meeting#6

Meeting#3

Meeting#4

Workshop #2

Meeting

Meeting

Hearing

Meeting#4

Meeting#5

Public Input

Workshop#3

Meeting#2

Meeting#10

Scoping Meeting

Workshop#4

Hearing

Meeting#3

Review Meeting

Hearing

Meeting#9

Meeting#8

Meeting#6

Meeting#7



TABLE 1: PARTICIPATION PROGRAM AND SCHEDULE

GROUP MEETING DATE AGENDA FOCUS PROJECT TEAM

#1 June 7, 2007

• Project Initiation and Overview • Project Committee Compositions and Schedule

#2 • Site visit of East Bay Regional Park District’s Ardenwood Historic Farm and City of San Jose’s Emma Prusch Farm Park

#3 October 31, 2007

• Draft Resources Inventory Report • Case Studies for Agricultural Park Models

#4 January 10, 2008

• Draft Opportunities and Constraints Analysis • Draft Vision, Goals and Objectives • Management, Funding and Implementation Goals • Draft Master Plan Program Elements • Proposed Parkland Classification

#5 February 13, 2008

• Draft Master Plan Program Document

#6

September, 2008

• Preliminary Draft Master Plan Alternatives • Evaluation Criteria

#7

November, 2008

• Preferred Master Plan Alternative • Alternatives Analysis

#8 Spring, 2009

• Administrative Draft Master Plan • Priority Criteria

#9 Spring, 2009

• Draft General Plan and Master Plan • Implementation Phasing, Costs and Partnerships

#10 Summer, 2009

• CEQA • Mitigation Measures • Mitigation Monitoring Program

TAC #1 September

6, 2007 • Project Overview • Perspectives from technical agencies and organizations



#3

October, 2008

• Preliminary Draft Master Plan Alternatives • Alternatives Analysis

#4 November, 2008

• Review of Draft Master Plan • Preferred Master Plan Alternative • Priority Criteria • Partnerships

TASK FORCE Note: open to the

public #1 October

16, 2007 • Project Background and Overview • Goals and Objectives for Park • Opportunities and Issues

Note: open to the public

#2 December 11, 2007

• Draft Opportunities and Constraints Analysis • Draft Vision, Goals and Objectives






TABLE 1: PARTICIPATION PROGRAM AND SCHEDULE GROUP MEETING DATE AGENDA FOCUS


#4 November, 2008

• Draft Master Plan Alternatives


#5 December, 2008

• Draft Preferred Master Plan Alternative • Priorities


#6 Summer, 2009

• Draft General Plan and Master Plan • Partnerships

STATE PPPC #1 • #2 •

GENERAL PUBLIC #1 November

15, 2008 • Donor’s Vision, Goals and Objectives • Draft Program Elements

#2 November, 2008

• Preliminary Draft Master Plan Alternatives • Alternatives Analysis

#3 December, 2008

• Draft Preferred Master Plan Alternative Review • Priorities • Partnerships

EIR SCOPING MEETING

Winter, 2009

• Potential Environmental Impacts

CEQA REVIEW PERIOD

Summer, 2009

• Environmental Impacts • Mitigation Measures

#4 Spring, 2009

• Review Draft General Plan and Master Plan and Draft EIR

COUNTY P&R COMMISSION


#1 April 2, 2008

• Final Draft Program Document


#2 December, 2008

• Alternatives Analysis • Preferred Master Plan Alternative Review


#3 Fall, 2009

• Draft General Plan and Master Plan

HLUET Note: open to the

public Meeting May 8,

2008 • Status Report on Master Plan • Final Draft Program Document


Meeting Fall, 2009

• Draft General Plan and Master Plan • Initial Implementation Activities

BOARD OF

SUPERVISORS


Meeting August 12, 2008

• Status Report on Master Plan • Final Draft Program Document



TABLE 1: PARTICIPATION PROGRAM AND SCHEDULE GROUP MEETING DATE AGENDA FOCUS


Hearing Fall, 2009

• General Plan and Master Plan Approval • Certification of Environmental Impact Report

STATE P&R

COMMISSION


Hearing October 31, 2008

• Park Unit Naming and Classification


Hearing Fall, 2009

• General Plan Approval



P A R T I C I P A T I O N P R O G R A M PROJECT TEAM The Project Team includes members of the County Parks Staff (Department

managers and key representatives from each Department unit) who will ultimately

implement the Master Plan. The key project partner for the Master Plan project is

the State of California Parks and Recreation Department (State Parks). State Parks

staff from both the Planning Division in Sacramento and from the Monterey

District Office are included on the Project Team. Other members of the Project

Team include the Santa Clara County Open Space Authority, a funding partner on

the project, the Office of Supervisor Don Gage, County Parks and Recreation

Commission liaisons, and the representative(s) of the Donor, Mr. Walter Cottle

Lester.

The planning process should empower the Project Team to execute the initial and

long-term actions necessary to make the Master Plan become a reality. The Project

Team is responsible for working directly with the Master Plan consultant team to

assist in plan development, review documents, and assist with public outreach. The

Project Team is also the source for much of the background information and

criteria needed to develop the Master Plan. The County Parks Project Manager

will be involved on a day-to-day basis with the consultant team. The Project Team

will be consulted at regular intervals and on an as-needed basis. All levels of Staff

will be convened as a group at key decision points throughout the process. These

meetings will serve as a field-truthing, check-and-balance arm of the overall Master

Plan direction, milestones, and products.

Structured meetings facilitated by the County Project Manager and the consultant

team.

2 Composition

Purpose

Format


Several Project Team meetings will be conducted on a roughly bimonthly basis. In

addition, all staff members will be updated on the Master Plan at the Department-

wide meetings and via the Director’s Newsletter. Meetings will include a

discussion of administrative draft work products and would occur during all steps

of the planning process.

Meetings will be held at Field Sports County Park and other Parks Department

facilities.

Dates

Location

STATE PLANNING, PROGRAMMING AND POLICY COMMITTEE (PPPC) Composition

The PPPC includes members of the State’s District Managers and Superintendents

who will ultimately review and make recommendations on the State General Plan.

The purpose of the PPC is to identify and provide input on technical and

operational issues that need to be addressed in the State General Plan and

environmental review process, and to keep their District staff apprised of the

project.

Purpose

Email and discussions with State Planning Division and Monterey District office staff will be used to keep the PPPC members apprised of the overall process. Mailings will include meeting summaries, upcoming meeting agendas, project updates, and technical reports as they are produced.

Format

The PPPC will be convened at key review and decision points throughout the process. The State Planning Division coordinates agenda items to forward to the PPPC for project discussions.

Dates

PPPC meetings take place at the State Offices in Sacramento.


Location


TECHNICAL ADVISORY COMMITTEE The Technical Advisory Committee (TAC) consists of representatives from the

many local, State and federal agencies that may be affected by or involved in the

development, regulation, and/or long-term operation of the park. TAC

representatives include:

Composition

• Representatives from Special Districts such as the Santa Clara Valley Water District

• Donor’s Agricultural Lessee • Santa Clara County Board of Supervisors • Santa Clara County Planning, Agriculture and Environmental Health • Caltrans • Santa Clara Valley Transportation Authority • University of California Cooperative Extension • Local Area Formation Commission • East Bay Regional Park District • City of San Jose Planning • City of San Jose Public Works Department

• City of San Jose Parks, Recreation and Neighborhood Service • Other State, County and City agencies and regional park providers • Local agricultural experts who will advise on the feasibility of the master

plan elements • Non-profit organizations such as San Francisco Estuary Institute, Our City

Forest, and others

The purpose of the TAC is to identify and provide input on technical and

operational issues that need to be addressed in the Master Plan, State General Plan

and environmental review process, and to keep their agencies apprised of the

project. The Technical Advisory Committee (TAC) was formed to provide

technical feedback to the Santa Clara County Parks and Recreation Department and

the California State Parks Department throughout the planning process.

Purpose

Goals for the TAC are to:

• Assure that baseline information upon which the Master Plan is built is as comprehensive and as accurate as possible;

• Identify common themes related to the delivery of use opportunities for the general public consistent with the Donor's vision for the park;

• Identify specific issues whose solutions require response from more than one agency or interest;



• Forge interagency and special-interest cooperation that will support a partnership approach to the Master Plan and State General Plan; and

• Develop strategic links for how facilities and programs can be provided in an efficient manner that complements rather than duplicates efforts.

Email and web postings will be used to keep the TAC members apprised of the overall process. Mailings will include meeting summaries, upcoming meeting agendas, project updates, and technical reports as they are produced.

Format

Local and jurisdictional representatives on the TAC will also be encouraged to attend the Task Force meetings and general public presentations to hear first hand about community ideas and concerns that affect their roles in providing recreation, interpretive programs, agriculture, public education and outreach within the County.

The TAC will be convened at key review and decision points throughout the process. However, it is likely that the implementation and mitigation programs associated with the Master Plan will emphasize a partnership approach. Therefore, additional TAC meetings are identified to ensure that the County and State have sought and received the valuable technical input necessary to facilitate implementation in a timely manner. The TAC will be invited and notified of all public meetings.

Dates

TAC meetings will be held at a County or City facility. Location

TASK FORCE The Task Force is an advisory group comprising citizens and staff from State and

local agencies whose purpose is to bring the diverse ideas and perspectives of the

community into the planning process. Members of the Task Force represent a

range of community, agricultural and recreational groups that have an interest in

the park’s development. Task Force members include:

Composition

• Donor’s Representative • Office of Supervisor Don Gage (District 1) • Santa Clara County Parks and Recreation Commission • Santa Clara County Historical Heritage Commission


• Office of Assemblymember Joe Coto


• Office of Assemblymember Jim Beall, Jr. • Santa Clara Open Space Authority Board of Directors • Santa Clara County Deputy Agricultural Commissioner • • Office of Councilmember Nancy Pyle, District 10 of San Jose City Council • City of San Jose Parks and Recreation Commission • • VEP Community Association • Five Members-at-large representing other community associations,

residents and stakeholders • Four Alternates

The purpose of the Task Force is to: Purpose • Bring diverse ideas and perspectives of the community to the process

• Represent a wide range of public interests • Work with the Project Team to develop park goals • Work toward a consensus plan that embodies community goals and

captures the Donor’s vision • Report back to the community and serve as a conduit for ideas and

concerns as the plan develops

The Task Force is truly a "sounding board" for the entire County. It is this group

that will set the pace of the work program; debate potential issues and seek

resolution; inform the formulation of policies; and make interim and final

recommendations about the content and intent of the Master Plan. These

recommendations will be forwarded to the Parks and Recreation Commission, the

Housing, Land Use, Environment, and Transportation Committee of the Board

(HLUET), and the Board of Supervisors. In addition, the Task Force’s

recommendations will be shared with the State’s Planning, Policy and

Programming Committee and State P&R Commission. As such, the majority of the

participation program is directed toward the Task Force’s activities. Goals of the

Task Force are to:

• Provide input and give feedback to Project Team at critical stages in the process

• Carefully consider and weigh all input against the goals and Donor’s vision • Acknowledge and respect all ideas, which are essential to the consensus-

building process



Task Force meetings are all open to the public. They will be organized around the

technical work steps of the project. The meetings will be facilitated by the County

Project Manager and the consultant team to assure that all Task Force members

participate in discussions and recommendations. Some of the methods proposed

for use during these meetings include consultant and staff presentations based on

the scope of work, discussions, and consensus-building exercises consistent with

established Task Force ground rules. Information packages with materials for each

upcoming Task Force meeting will be distributed at least one week prior to that

event.

Format

November and December, 2008; Summer, 2009 Dates

Task Force meetings will be held at Gunderson High School Media Room/ Library,

622 Gaundabert Lane San Jose, CA or a location within the County that is able to

accommodate a moderately-sized audience and encourage a wide public presence.

Location

Dates Information

DisseminationInformation packets that include an agenda, summary of previous meeting, and

other information for consideration by the Committee will be sent to the Task

Force electronically.



GENERAL PUBLIC The general public will have a variety of ways to be informed and involved in the

planning process. These include attendance at:

• Community workshops • All Task Force meetings • Environmental Review Scoping meeting • County Parks and Recreation Commission meetings, HLUET Committee

meetings, and Board of Supervisors hearings involving approval of the Master Plan.

• State Parks and Recreation Commission meetings involving approval of the General Plan

In addition, members of the public may voice their concerns and questions directly

to the County Project Manager through letters, public comment forms, phone

discussions and e-mails.

The public input process will target and inform the interested residents of Santa Clara County about the Master Plan as it develops; facilitate an interactive process to gather opinions, ideas, to ensure that public concerns are heard; and build consensus and community support for the Master Plan.

Purpose

Workshops will be interactive, designed to present findings to date and solicit input. A combination of public facilitation methods will be used to communicate recommendations. These methods may include PowerPoint presentations, general comment sheets, targeted plans for comments, printed materials, wall graphics, and questionnaires.

Format

Two additional workshops will explore the public’s opinions and attitudes about the Master Plan Alternatives and Preferred Alternative. These will involve: (1) reviewing the alternatives within the context of the Donor’s vision for the park; (2) painting the program picture for the types of facilities and programs that would work well together in the park and would most support ongoing community involvement in park management and operations; and (3) reviewing the preferred Master Plan prior to it being considered as the basis for the Master Plan and the project description for CEQA review. The general public will also be invited to participate in a formal Scoping meeting to be conducted as the first step of the environmental review process for the Master Plan. In addition, interested parties will be encouraged to send in written



comments about the adequacy of the environmental analysis.

Workshops and public meetings are targeted for: Dates• October, 2008: Public Workshop #2: Review Master Plan Alternatives • December, 2008: Public Workshop #3: Review of Preferred Master Plan • Winter, 2009: EIR Scoping Meeting • Summer, 2009: Public Workshop #4: Review Draft General Plan and

Master Plan and Draft EIR

Public workshops will be conducted at thenearby libraries, community centers, schools or publicly-accessible facilities.

Location

Web based information will provide access to all planning documents, with updates provided on a monthly basis. In County Project Manager’s coordination with the Department’s Public Information Officer, regular updates on the Master Plan process and information will be developed and posted on the Parks and Recreation Department’s web page (www.parkhere.org). State Parks Department’s Planning Division will coordinate web-link from County Parks’ website to the State’s site.

InformationDissemination

All documents developed for the Task Force, Parks and Recreation Commission, HULET, and the Board of Supervisors, and information directly related to public workshops will be provided to the County Project Manager in electronic portable document format (PDF) or other appropriate format for direct use on the County’s web site. Tentatively, this section of the Department’s web page will be divided into six information groupings. These are:

• Project background information including project goals, sponsors and status;

• Task Force agendas, meeting summaries, and project updates; • Technical Advisory Committee agendas, meeting summaries, and project

updates; • Community workshop agendas, meeting summaries, and project updates; • Commission, Board Committee and Board of Supervisors’ agendas,

meeting summaries and project updates;



• Technical work products and reports; • Schedule of products, notification of meetings and events; and • Project Facts: Issue questions with e-mail responses requested.

SANTA CLARA COUNTY PARKS AND RECREATION COMMISSION The County Parks and Recreation Commission will be consulted for their advice and recommendations at key decision points including: a review of the Preferred Alternative; and a review of the Draft General Plan and Master Plan.

Purpose

Formal summary presentation of process and plans; Review meeting.

Location

Dates

Format

December 2008; Fall 2009

County Government Center, 70 West Hedding, San Jose.

HOUSING, LAND USE, ENVIRONMENT AND TRANSPORTATION (HLUET) COMMITTEE – BOARD OF SUPERVISORS The Board’s HLUET Committee will be consulted for their advice and recommendations to the entire Board of Supervisors.

Purpose

Formal presentation and review hearing on the Draft General Plan and Master Plan.

Location

Dates

Format

Fall 2009

County Government Center, 70 West Hedding, San Jose.

COUNTY BOARD OF SUPERVISORS

Purpose The entire County Board of Supervisors will only meet as a whole to discuss the Draft General Plan and Master Plan when it is presented for adoption, and to certify the Environmental Impact Report. However, the Board will be informed about the Plan and EIR as they moves along through Supervisor's aides and the Housing, Land Use, Environment, and Transportation Committee of the Board.

Formal summary presentation of process and plans; Hearing.


Format


Fall 2009

LocationDates

County Government Center, 70 West Hedding, San Jose. STATE PARKS AND RECREATION COMMISSION The State Parks and Recreation Commission will be consulted for their advice and recommendations at key decision points including the park unit naming and classification and State General Plan.

Purpose

Formal summary presentation of process and plans; Review meeting.

Location

Dates

Format

October 2008; Fall 2009

To be determined


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