HomeMy WebLinkAboutMINUTES - 08142001 - C.120 TO:A_ Board of Supervisors �j�ilE9'
FROM: Finance Committee
DATE: August 14, 2001
SUBJECT: ACCEPT the Finance Committee status report on the Joint Use Program;APPROVE-District II Joint
Use Project in concept and;DIRECT staff to work with the applicant to address any maintenance and
operational concerns. (WO TX8370)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. Recommended Action:
A, ACCEPT the Finance Committee status report on the Joint Use Program.
B. APPROVE District II Joint Use Project in concept and DIRECT staff to work with the applicant to
address any maintenance and operational concerns.
II. Financial Impact:
One of the objectives of the pilot program is to determine the costs associated with a Joint Use project.
The Board allocated $5,000 from the General Fund to the pilot program to cover staff costs. The Board
approved this allocation when the Joint Use Program was approved on May 23, 2000.
Continued on Attachment: SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR
_RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATUREN:
:
ACTION OF BOARD ON APPROVED AS RECOMMENDED _OTHER
VOTE OF SUPERVISORS
_UNANIMOUS(ABSENT )
AYES: NOES:
ABSENT: ABSTAIN: I hereby certify that this is a true and correct copy of an
action taken and entered on the minutes of the Board of
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G:IGrpData'tAdntin\A1itch\boUOO)Voint Use BO S-14-01.doc Supervisors on the date shown.
Orig.Div: Public Works(Admin Svcs)
Contact: Mitch Avalon(313-2204)
e: L.Delaney,County Administrator's Office
T.Linea,County Adrrunistrator's Office
County Counsel ATTESTED:
M.Avalon,Deputy
-ag "rtg
D wenius,Real Property JOHN SWEETS, 60Cof the Board of Supervisors
G.Lane Application and Permit Center
B.Hendry,Application and Permit Center and County Administrator
R Harvey,Risk Management
C.Baltodano,Building Inspection
G.Kramer,Assessor's Office
B.Gilbert,General Services
D.Barry,Community Development
J.Kennedy,CorrvnunityDevelopment By , Deputy
Mike Argo,Consolidated Fire District,2010 Geary Road,Pleasant Hill,CA 94523
Peter Duncan,112 Roble Road,Walnut Creek,CA 94596
SUBJECT: ACCEPT the Finance Committee status report on the Joint Use Program;APPROVE District H Joint
Use Project in concept and;DIRECT staff to work with the applicant to address any maintenance and
operational concerns. (WO TX8370)
DATE: August 14, 2001
PAGE 2
III. Reasons for Recommendations and Background:
On May 23, 2000 the Board of Supervisors approved a pilot program to help fully explore the issues
associated with joint use of County properties.When the Board approved the concept of Joint Use,they also
asked staff to report on the status of the pilot program on an annual basis to the Finance Committee. This
was discussed at the June 18,2001 Finance Committee meeting.Under the pilot program each supervisorial
district has the option and opportunity to identify a community group that would be interested in pursuing a
joint use project.
Joint use means allowing the use of County owned property for landscaping, parks, or recreational use, as
long as it is compatible with the primary use of the County owned property. The primary use of the properly
is the use the County acquired the property for, such as a road, fire station, drainage channel, library and
regional trail. Attached is a handout that has been developed that describes the Joint Use pilot program, its
objectives, and the process involved. It also describes some of the issues the pilot program is intended to
explore and resolve.
STATUS
Application Process: Staff is currently developing an application form for joint use proposals.The form will
be kept as simple as possible. There are generally two types of joint use projects. One type is the simple,
small, straightforward projects that have few,if any,concerns for the County such as dispersing wildflower
seeds or planting low level landscaping. The other type of project is the more complex, larger projects that
may have liability and other concerns for the County such as installing a trail or planting a grove of Oak
trees. We are looking at developing a very simple license for small, simple projects and a more
comprehensive permit application fonn and review process for complex projects.
Requiring an application form may appear bureaucratic, but it will actually be helpful. Filling out an
application will help citizen groups to define and articulate their project.We also need to communicate any
proposed large or significant projects to neighboring property owners and give thein the opportunity to
comment on the proposal. We have found that if the project information is not complete, complaints will
arise when the neighbors see that the project being built is not what they understood it to be.
Pilot Projects: As of the date of this status report,there have been projects identified in three supervisorial
districts. One of the projects has been submitted to the Application and Permit Center for review.The project
submitted includes landscaping along the side of a major arterial and a trail between the major arterial and
the landscaping. Staff is currently reviewing the proposal for the long term needs of the road system and for
any safety and liability issues associated with the proposed joint use project.
SUBJECT: ACCEPT the Finance Committee status report on the Joint Use Program;APPROVE District H Joint
Use Project in concept and;DIRECT staff to work with the applicant to address any maintenance and
operational concerns. (WO TX8370)
DATE: August 14, 2001
PAGE 3
Committee Recommendations: There were several recommendations to staff from the committee. Staff will
work on the following items and report back on the next status report.
i. Explore the use of receiving corporate or other donations for maintenance through a program similar to
the"Adopt a Highway"program.Landscaping maintenance would be funded by businesses or private
entities in exchange for a discreet sign with the donors name located on the property. Staff will
research this "Adopt a Highway" concept and its applicability to the Joint Use program.
ii. Native plants should be used in Joint Use projects wherever possible. The use of native plants will
generally be more compatible with the surrounding area and will reduce maintenance costs.
iii. The pen-nit process and forms should be as user friendly as possible.
iv. Explore the possibility of establishing a trust fund where people can deposit money for future
maintenance costs of Joint Use projects. Staff will research the possibility of establishing such a trust
fund. Deposits would be kept in an interest bearing account.
District II Joint Use Project: Neighbors in the Gloria Terrace area are proposing to construct a fence and
some landscaping along Taylor Boulevard in the Lafayette area. This portion of Taylor Boulevard has an
extra wide shoulder on the north side of the road. The neighbors are proposing to install a fence along the top
of the bank at the outside edge of the shoulder with redwood trees in front of the fence. The project would
extend from Gloria Terrace to Withers Avenue.
Staff is currently reviewing the proposal to ensure a design that has minimum maintenance cost and is
compatible with the County's use of the property. The project would also border Brookwood Park at the
corner of Withers Avenue and Taylor Boulevard. The neighbors are looking for partners to assist in the
maintenance of the improvements.They would like to have Board approval of the project in concept so they
can approach the Pleasant Hill Park and Recreation District to ask for assistance in maintaining the
improvements. Pleasant Hill Park and Recreation District currently maintains Brookwood Park.
The Finance Committee felt that this-was a good Joint Use Project and asked staff to work with the applicant
to address any maintenance and operational concerns.
IV. Consequences of Negative Action:
Status report would not be accepted.
JOINT USE OF COUNTY PROPERTY
Joint use means allowing the use of County owned property for landscaping, parks, or
recreational use, as long as it is compatible with the primary use the County owns the property
for.
Joint use provides citizens the opportunity to improve and enhance a County owned parcel in
their neighborhood. This can add to the aesthetic value of the neighborhood. Some examples of
joint use include planting wildflowers on a vacant County parcel, planting shrubs along a trail, or
installing a soccer field in a County Flood Control detention basin. Each of these examples vary
in complexity, and the more complex the project the more staff review and project detail will be
required.
On May 23, 2000, the Board of Supervisors approved the concept of joint use of County owned
property. The Board also approved a pilot program to help identify the issues associated with the
joint use of County property. Some of the issues the pilot program will help to explore are
potential liability exposure, protecting the primary use of the property, and maintenance of the
proposed improvements.
The County acquires property for a specific purpose, such as a road, fire station, drainage
channel, library, etc. This is the primary use of the property. After these improvements are built,
there are sometimes portions of the property that are excess or "left over.'.' These portions of the
County property may be improved by the community to endiance their area.
Citizens who would like to propose the improvement of County property should call Bob Hendry
at the Application and Permit Center for information and an application. fonn. Bob can be
reached at (925) 335-1375. It will be necessary to fill out an application and submit a plan and
description of the proposed improvements. This information will be reviewed by staff to
determine the feasibility of the joint use proposal. If the proposal includes significant
improvements, then it will be sent to neighboring property owners who will have the opportunity
to comment on the proposal.
Staff will review the proposal for its impacts to the County. Does the project create a safety
hazard or security issue? Will it attract use to an inherently unsafe location? How will the
improvements be constructed and who will construct them? How will the improvements be
maintained, who will maintain them and how will the maintenance be assured. What are the
consequences of not maintaining the improvements? These are some of the questions that staff
will be considering.
The joint use proposal will be subject to environmental review in accordance with the California
Environmental Quality Act. Staff will also review the compatibility of each proposal with the
primary use of the property. A joint use proposal will not be allowed unless it is compatible with
the primary use. A passive use of the property, such as landscaping, has a low liability exposure
while an active use, such as a pedestrian trail, has a high liability exposure. All of these issues
will be considered with any joint use proposal.
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