October 5, 2004

SUBJECT:  Adoption of Work Plan for Update of Recreation and Open Space Sub-Elements (STUDY ISSUE)

REPORT IN BRIEF

The Recreation Sub-Element was last updated in 1993; the Open Space Sub-Element was last updated in 1992. Staff anticipates merging the two documents. The update of these documents provides an opportunity to review and revise as necessary the City’s goals, policies and action statements. This report provides a Work Plan for Council consideration, projecting completion of the revised Open Space/Recreation Sub-Element for October, 2005.

The Parks and Recreation Commission considered the matter at their September 22, 2004, meeting and recommended Alternative No. 1:  Adopt Work Plan for update of the Recreation and Open Space Sub-Elements as submitted.  (Motion carried unanimously 4-0, Commissioner Lawson absent.)

The Arts Commission considered this matter at their September 29, 2004, meeting and recommended Alternative No. 1:  Adopt Work Plan for update of the Recreation and Open Space Sub-Elements as submitted with the additional recommendation that if fees for outside professional services become more expensive than planned for, the matter should come back to the Commissions for consideration.  (Motion carried unanimously 5-0.)

Staff recommends Alternative 1:  Adopt Work Plan for update of Recreation and Open Space Sub-Elements as submitted.

BACKGROUND

The Recreation and Open Space Sub-Elements provide a policy basis for Sunnyvale’s decision-making and actions. The Sub-Element includes a description of community conditions, and identifies goals, policies and action statements addressing recreation and open space.

The Recreation Sub-Element was last updated in 1993; the Open Space Sub-Element was last updated in 1992. As a general practice, Sub-Elements are updated every five to ten years, depending on how much trends and other conditions in Sunnyvale have changed. In updating the Recreation Sub-Element and Open Space Sub-Element, staff will look at recent census data, trends; evaluate success in meeting existing Sub-Element goals, consider whether the goals are still relevant and what modifications might be needed; and check for consistency with other City planning and policy documents. Staff contemplates merging the two Sub-Elements into one comprehensive document.

When City Council identified the “Revision of the City’s Open Space and Recreation Sub-Elements” as a Study Issue it would like to see go forward in calendar year 2003, staff subsequently indicated it would be possible to begin this multi-year project in calendar 2003, with completion scheduled for 2004. It also identified the need for $50,000 to complete the project.

However, given the need for budget reductions, appropriations for this project were reduced from $50,000 to $40,000. (See Attachment A for a copy of the Study Issue paper.) At that same time, the timeline for this multi-year project was pushed out one year, with the work plan scheduled for 2004, and a completion year of 2005.

EXISTING POLICY

While there is no one goal, policy or action statement for either the Recreation Sub-Element or the Open Space Sub-Element which specifically calls for an update every 5 years, there are numerous statements calling for a review of data, needs and conditions.

Additionally, the Legislative Management Sub-Element calls for:

7.3A.1c Review and update each General Plan Sub-Element approximately every 5 years.

DISCUSSION

Scope and Timeline

The Recreation and Open Space Sub-Element will address current and future demands for recreation and open space facilities and services, along with what is needed to meet those needs. The Scope of Services includes several tasks and activities related to the Update. They can be broadly classified as follows:

·         Identification of community demographics (current

     and projected);

·         Development of a community vision for open

     space and recreation services;

·         Identification of open space and recreational

     needs

·         Catalogue of existing services and facilities;

·         Identification of governing philosophies and

     practices;

·         Identification of emerging issues; and

·         Development of strategies for meeting needs.

This work plan represents the beginning of the update process, and the work is anticipated to be completed in October 2005. All staff work and community and commission review will occur within this time frame. Attachment B is a copy of the full Work Plan with the associated timeline. Attachment C is a description of the roles and responsibilities of those involved in the process.

Process for Developing and Adopting the Recreation and Open Space Sub-element

In accordance with the City’s standard administrative guidelines, staff will follow a structured process for the revision of the General Plan Sub-Element, consisting of six phases:

1. Adoption of a work plan;

2. Identification of community conditions,

3. Identification of goals and policies;

4. Preparation of a draft Sub-Element;

5. Adoption of Sub-Element; and

6. Distribution of Sub-Element.

Citizen Participation

Citizen participation will involve the following outreach efforts:

·         Facilitated session to develop a community vision for open space and recreation services.

·         Parks and Recreation Commission and Arts Commission review of sections of the document, while in progress, as well as review of the final document with the public able to comment during the Public Hearings of these meetings.

·         Planning Commission review of the final draft document, with the public able to comment during the Public Hearing.

·         Distribution of approved draft document to a broad array of potentially affected individuals and organizations, including those who participate in the visioning session; and

·         Letters of invitation sent to individuals on the Department’s “Friends of Parks and Recreation” mailing list to participate in public hearings and/or to offer written comments on the full draft.

Staff Participation

Overall project management will be coordinated out of the Director’s office of the Department of Parks and Recreation. Project management includes the coordination of research and analysis activities, participation of staff in the public review process and overall responsibility for the preparation of the sub-element. Other Department managers will assist with data collection activities, issues identification, and needs assessment and review of the document. Staff will also coordinate citizen participation and distribution to other government entities. Input and comment will also be solicited from Department directors.

FISCAL IMPACT

No additional funding is required. Most costs are included in the approved Parks and Recreation budget, as the bulk of work will be completed by staff. Council has also approved up to $40,000 (Project #824090) for outside professional services, such as mapping, needs assessment, and publication costs.

Conclusion

The Recreation and Open Space Sub-Elements have not been revised since the early 1990’s. Doing so would provide an opportunity to review current and future demands for recreation and open space and to develop strategies to meet those demands. Guidelines for updating Sub-Elements call for public input and review, and the City Council’s existing Commission structure (in this case the Parks and Recreation and Arts Commissions) can be a mechanism for reaching out to the community. Other options include special community meetings, surveys and direct appeals to specific community members. The form of community input and involvement can affect timelines for completing a major revision such as is proposed in this report.

While staff generally take the lead in preparing Sub-Elements, consultants can also be used for all or part of the work. Council has already approved $40,000 for the update and printing of these documents.