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2007-11-07 ARRA PacketCITY OF ALAMEDA • CALIFORNIA SPECIAL MEETING OF THE CITY COUNCIL WEDNESDAY - - - NOVEMBER 7, 2007 - - - 6:00 P.M. Time: Wednesday, November 7, 2007, 6:00 p.m. Place: City CouncilChaMbersConference Room, City Hall, corner of Santa Clara Avenue and Oak Street Agenda: 1. Roll Call - City Council 2. Public Comment on Agenda Items Only Anyone wishing to address the Council on agenda items only may speak for a maximum of 3 minutes per item Adjournment to Closed Session to consider: 3-A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (54957) Title: City Manager 3-B. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (54957) Title: City Attorney 4. Announcement of Action Taken in Closed Session, if any 5. Adjournment - City Council AGENDA Regular Meeting of the Governing Body of the Alameda Reuse and Redevelopment Authority Alameda City Hall Council Chamber, Room 390 2263 Santa Clara Avenue Alameda, CA 94501 1. ROLL CALL 2. CONSENT CALENDAR Wednesday, November 7, 2007 Meeting will begin at 7:00 p.m. Consent Calendar items are considered routine and will be enacted, approved or adopted by one motion unless a request for removal for discussion or explanation is received from the Board or a member of the public. 2 -A. Approve the minutes of the Regular Meeting of October 3, 2007. 2 -B. Approve the minutes of the Special Meeting of October 16, 2007. 2 -C. Approve a Five -Year Sublease with the Alameda Naval Air Museum (ANAM) at Alameda Point. 2 -D. Approval to Provide a Ground Lease at No Cost for Kids Chalk Art Project. 2 -E. Approve General Release and Compromise Agreement with The Reuse People of America, Inc. 3. REGULAR AGENDA ITEMS 3 -A. Proclamation for Ken Hansen 3 -B. Alameda Point Project Update — Oral Report 3 -C. Alameda Point Advisory Task Force: Clarification of Roles and Responsibilities. 4. ORAL REPORTS 4 -A. Oral report from Member Matarrese, Restoration Advisory Board (RAB) representative. 5. ORAL COMMUNICATIONS, NON - AGENDA (PUBLIC COMMENT) (Any person may address the governing body in regard to any matter over which the governing body has jurisdiction that is not on the agenda.) 6. COMMUNICATIONS FROM THE GOVERNING BODY 7. ADJOURNMENT ARRA Agenda — November 7, 2007 Page 2 This meeting will be cablecast live on channel 15. Notes: • Sign language interpreters will be available on request. Please contact the ARRA Secretary at 749 -5800 at least 72 hours before the meeting to request an interpreter. • Accessible seating for persons with disabilities (including those using wheelchairs) is available. • Minutes of the meeting are available in enlarged print. • Audio tapes of the meeting are available for review at the ARRA offices upon request. UNAPPROVED MINUTES OF THE REGULAR MEETING OF THE ALAMEDA REUSE AND REDEVELOPMENT AUTHORITY Wednesday, October 3, 2007 The meeting convened at 7:12 p.m. with Vice Chair Tam presiding. 1. ROLL CALL Present: Boardmember Doug deHaan Boardmember Frank Matarrese Boardmember Marie Gilmore Vice Chair Lena Tam Chair Johnson arrived at 7:52 p.m. (during item 3 -B). 2 -A 2. CONSENT CALENDAR 2 -A. Approve the minutes of the Special Meeting of September 4, 2007. 2 -B. Approve Three -Year Sublease for Sustainable Technologies at Alameda Point. 2 -C. Approve the Waiver of License Fee for Alameda Unified School District Student Activities. 2 -D. Authorize the Executive Director to Amend the Consultant Agreement with Trident Management, Inc. to Modify Exhibit C and Accommodate Technical Changes. Approval of the Consent Calendar was motioned by Member Matarrese, seconded by Member deHaan and passed by the following voice votes: 4 ayes, 0 noes, 0 abstentions. 3. REGULAR AGENDA ITEMS 3 -A. Presentation by Friends of the Wildlife Refuge - An Update of Their Activities at Alameda Point. A power point presentation was made by Leora Feeney, Chair of FAWR, and Eli Saddler, Conservation Director for Golden Gate Audubon, to update the Board and community on the resources at the Alameda proposed Wildlife Refuge to ensure the resources are protected while transfer negotiations continue. Eli Saddler thanked the Board for the opportunity to present the update and encouraged them to do whatever possible to protect the resource. He expressed concern about the current plans that have been proposed that are within the area that was considered in the Biological Opinion. They want to continue to work cooperatively with the VA to protect the resource and honor the veterans at the same time. Member deHaan commented on how nice it is to look at the maturity of the site, referring to the photos included in the presentation. He asked if the resources, the ponds and wildlife area, are getting to a better state. Ms. Feeney replied that the ponds are wonderful, but that Alameda Point and the breakwater is vulnerable. She discussed the increase in the Pelican numbers, and the use of the willows by migratory birds, including a hawk, one winter. Ms. Feeney also mentioned how far the recognition of the Alameda Wildlife Refuge stretches, explaining that two college students chose the Refuge site for their graduate work, one from Los Angeles, and the other from Toronto, Canada. Also, the first magazine issued by the National Wildlife Refuge Association included an segment on Alameda and asked the FAWR to be an affiliate of theirs. Member deHaan asked how successful the mating pairs have been up to this point. Ms. Feeney summarized the progress of the lease tem colony, explaining that Alameda has the sixth largest colony in the world, but that we are isolated from the other colonies (most in Southern Ca). Member Matarrese really enjoyed the pictures included in the presentation and appreciates the fragility of the ecosystem of the site. He discussed another upcoming item on the Agenda, Site 1, an uncharacterized waste pit which is adjacent to the Wildlife Refuge, and the importance of addressing the clean -up issues and how it relates to the water -borne life of the refuge. Mr. Saddler added that once construction begins at Alameda Point, it would inevitably impact how the clean -up is managed. Vice Chair Tam asked if they have seen some of the latest conceptual plans from the VA. Mr. Saddler said that he and Ms. Feeney met with the VA and were able to see three versions of proposed plans. They were concerned that the new concepts proposes the area between the proposed Golf course and the refuge site as a buffer zone, but also expressed their desire to stay engaged with the VA and keep things in perspective as to what's best for Alameda, what's best for the Veterans and what's best for the wildlife.. Member Matarrese clarified that the VA is a fed -to -fed transfer, and not the Alameda development. Member deHaan recommended the Board receive periodic updates of the VA's proposals and requested a briefing. Member Matarrese agreed and asked whether the updates can be obtained officially. Deputy Executive Director, David Brandt, stated that there is no official proposal available yet from the VA. Member Matarrese requested that when there is an official proposal, he would like the Board to see it. The Board agreed. 3 -B. Alameda Point Project Update - oral report Debbie Potter, Base Reuse and Community Development Manager, reported that the VA is currently engaged in informal Section 7 consultations with the USF &W and have a potential site plan, but there are no additional details beyond that. Member deHaan asked what role the ARRA would have, since the property would be a fed -to- fed transfer. Ms. Potter explained that it has been properly characterized as a fed -to -fed transfer, and, as such, the VA would work directly with the Navy on the conveyance of the property. This opportunity is one that the VA would be interested in exploring because the property would be conveyed to them for free; different than the conveyance we're involved in for the remainder of the property. ARRA and staff would be involved at an informal level, but because the development is adjacent, we have interest in some issues like the submerged lands adjacent to dry lands. Ms Potter stated that staff would continue to consult and work with the VA, the USF &W, and the Navy, but key issues are hammered out at the federal level. Member deHaan discussed his understanding that the USF &W made a claim to property, said that they would be the governing body and provide financially, but they could not fulfill their commitment and this is why the Navy is looking for a different avenue. Ms. Potter explained that, in the USF &W's own words, "the status of refuge is at an impasse "; that they are unable to reconcile their issues with the Navy regarding a fed -to -fed transfer, and that their key concern is future liability regarding environmental cleanup. They have not perfected the transfer arrangement, so the Navy has been in discussions with the VA in lieu of USF &W. Because there are endangered species on the property, Section 7 of the Endangered Species Act requires consultation to make sure that whatever the VA does, they cannot harm the endangered species. Ms. Potter clarified that the USF &W are not pursuing ownership of the property at this time and that if the Navy goes forward with the property transfer to the VA, the Navy will retain clean -up obligations for the property. Vice Chair Tam questioned what SunCal's follow -up with the VA has been to this point regarding the site, if their dialogue with the VA includes potential alternative sites. Ms Potter responded that SunCal has had one additional follow -up meeting with the VA and that SunCal is aware of their need ultimately, and that this issue is a key item on SunCal's Project Master Schedule. It is noted that Chair Johnson arrived at this point in the discussion (7:52 p.m.). Ms. Potter gave her update on SunCal, including that the first two community meetings have been scheduled, the first on 10/24 at Mastick Senior Center. The agenda for this meeting includes introduction of SunCal and their partners to the community, framing the project and their approach to the project, and site constraints. A second meeting is tentatively scheduled on 12/12 at the O'club to solicit feedback from community regarding the range of development scenarios, and their key focus to continue surveying property and preparing to do sampling — the technical work to support the land - planning effort. Member Matarrese asked if we're on track with zoning issues. Ms. Potter explained that she has prepared an off - agenda report discussing that the status of the public trust designation protects us more than locking in zoning, and recommends that staff not do anything ahead of the entitlement process. FM requested that this item be agendized. Chair Johnson asked if the mortgage crisis is a risk to SunCal. Ms. Potter said that SunCal has reassured they are not impacted by that crisis. Chair Johnson wants to be kept updated of SunCal's activities regarding the project. This report was for information only. No motion or action was required. 3 -C. Approve and Submit Comment Letter on the Draft Record of Decision for Installation Restoration Site 1 (1943-1956 Disposal Area). Ms. Potter summarized a letter sent to the EPA requesting additional investigative work be done at IR Site 1. She explained that trenching activities are concluded at the site and key concerns identified: no intact drums were found, but the waste had low -level radioactivity. The cost of digging up and hauling off the landfill is very expensive so staff's recommendation is to take the Navy's approach outlined in their draft ROD to cap the landfill. Member Matarrese had deep concerns about the radioactive and hazardous waste and groundwater migration of the contaminants out of the landfill. Dr. Peter Russell addressed the concerns and explained that the landfill was closed and no waste put in for 50 years, with a good deal of monitoring and investigation, it appears not to be any migration of contents. Dr. Russell further explained that 11 trenches were dug and there were no drums or containers whatsoever, except for one broken which was consistent with the Navy's supposition that what drums were placed in there were crushed. It is unlikely that there are many, if any, drums. Another issue was the volume of waste — the Navy over - estimated by a factor of two or three, so accordingly, they inflated the cost by two or three. Their feasibility study did not consider radioactivity in landfill, and now that there is, we do not have'an argument that the cost for the removal is at the Navy's estimate. Member Matarrese motioned to send a letter that is policy in nature requesting that the Navy excavate and remove the contents of the radioactive contaminated landfill, and dispense with institutional controls on surrounding properties that are deemed to be cleaned. The motion was seconded by Member Gilmore and passed by the following voice votes: 5 ayes, 0 noes, and 0 abstentions. 4. ORAL REPORTS 4 -A. Oral report from Member Matarrese, Restoration Advisory Board (RAB) representative. The RAB met regularly and again on Sept. 28th to discuss six alternatives for the draft feasibility study for IR Site 32. Their recommendation endorses a chemical oxidation and institutional controls for that site to alleviate groundwater contaminations. 5. ORAL COMMUNICATIONS, NON - AGENDA (PUBLIC COMMENT) none. 6. COMMUNICATIONS FROM THE GOVERNING BODY Member Matarrese was contacted by a member of boating industry regarding development in Jack London Square that will displace their annual boat show in 2009. The representatives are interested in another venue for the boat show and are looking at Alameda Point. Member Matarrese expressed that this would be a great thing to pursue a boat show of that magnitude, and that it would be an economic boom for our city. He requested a report when /if this can be done. Executive Director, Debra Kurita, said that ARRA staff has been in discussions with the representatives of the boat show and will update the Board with information. 7. ADJOURNMENT Meeting was adjourned at 8:29 p.m. by Chair Johnson. Respectfully submitted, AeotA a Glidden ARRA Secretary UNAPPROVED MINUTES OF THE SPECIAL MEETING OF THE ALAMEDA REUSE AND REDEVELOPMENT AUTHORITY Tuesday, October 16, 2007 The meeting convened at 7:45 p.m. with Chair Johnson presiding. 1. ROLL CALL Present: Chair Johnson Boardmember Doug deHaan Boardmember Frank Matarrese Boardmember Marie Gilmore Vice Chair Lena Tam 2. CONSENT CALENDAR None. 3. REGULAR AGENDA ITEMS 3 -A. Establish an Alameda Point Advisory Task Force Andrew Thomas, Planning Services Manager, gave an overview on his report establishing an Alameda Point Advisory Task Force. Discussion from the Board included requests to identify each chair of the boards and commissions, along with an alternate. Their role would be to represent the position of their board or commission, and that they provide feedback based on their board's position, and that they report back formally to their boards and commissions. It was agreed that other Stakeholders (non -Board or Commission) are a separate component. Member deHaan motioned to have one representative from each board and commission and have an alternate for each, which would be a seven - member Task Force. Vice Chair Tam seconded the motion, and it was passed by the following voice votes: 5 ayes, 0 noes, 0 abstentions. 4. ORAL COMMUNICATIONS, NON- AGENDA (PUBLIC COMMENT) One speaker, Bill Smith, spoke about various topics, including the representation of the residents at Harbor Island. 5. COMMUNICATIONS FROM THE GOVERNING BODY Member deHaan discussed his lunch meeting with Clif Bar who took their employees and had a work party at Alameda Community Gardens. He was impressed by their energy and camaraderie. 6. ADJOURNMENT Meeting was adjourned at 8:40 p.m. by Chair Johnson. Respectfully submitted, Irma Glidden ARRA Secretary Alameda Reuse and Redevelopment Authority Interoffice Memorandum November 7, 2007 TO: Honorable Chair and Members of the Alameda Reuse and Redevelopment Authority FROM: Debra Kurita Executive Director RE: Approve a Five -Year Sublease with the Alameda Naval Air Museum (ANAM) at Alameda Point BACKGROUND In June 2005, the Alameda Reuse and Redevelopment Authority (ARRA) considered a proposed sublease extension with the existing tenant of Building 77 at Alameda Point, the Alameda Naval Air Museum (ANAM), for a term of one year with a one -year renewal option. After discussing the proposed lease provisions, the ARRA Board directed staff to re -enter negotiations with ANAM in order to develop a long- term lease, with provisions that included performance measures (Attachment 1) that would be satisfactory to both parties and a Business Plan, which was submitted to staff in April 2007 (Attachment 2). DISCUSSION As a result of negotiations, the proposed sublease of the 21,136 square foot Building 77 provides for a term of five years. This sublease states that the property will be used as a museum and requires specific performance objectives that include maintaining museum artifacts, achieving minimum levels of attendance, and developing quality exhibits and programs. To monitor the museum's ability to meet its performance objectives, the agreement requires ANAM to measure attendance, quantify website patronage, develop special exhibits, conduct special events and engage in fundraising. During the initial months of the sublease, ANAM will be required to provide an action plan that identifies the goals, activities and programs that will produce the results. The terms of the agreement also require the museum to produce an annual report that outlines its accomplishments and provides the results of surveys designed to measure visitor, volunteer and member satisfaction. At the end of the five -year period, renewal negotiations will be contingent upon ANAM's ability to demonstrate that it has met these performance standards. As with every lease at Alameda Point, the ARRA's property manager, PM Realty, conducts annual inspections of the facilities with the tenant. The property manager notes repairs that need to be made, follows up with written evaluation and requests notification when the items are repaired. Upon execution of the lease, PM Realty will conduct an inspection of the facility. BUDGET CONSIDERATION/FINANCIAL IMPACT The proposed rent for the Alameda Naval Air Museum is $12 annually, with an additional annual Common Area Service Charge of $6,528. Honorable Chair and Members of the November 7, 2007 Alameda Reuse and Redevelopment Authority Page 2 of 2 RECOMMENDATION Approve a sublease with the Alameda Naval Air Museum for Building 77 at Alameda Point for $12 annually plus an annual Common Area Services Charge for a period of five years. By: DK/LAL/NB:dc Attachment: 1. Proposed Performance Metrics 2. ANAM Business Plan Respectfully submitted, Leslie Little Development Services Director Nanette Banks Finance & Administration Manager G: \Corndev \Base Reuse& Redevp\ARRA \STAFFREP\2007 \11 Nov \2 -C ANAM 5yr Sublease.doc F: Leasing Files /ANAM ATTACHMENT 1 Alameda Naval Air Museum Development October 2007 Following is a list of the Museum's accomplishments since the city turned over the building to the museum board of directors in 2004. All work has since been done by the core volunteers or by volunteers solicited by the staff for a specific project. Many minor projects and exhibits are being prepared while completed exhibits are being constantly improved. Other volunteer groups have included the Commemorative Air Force - Golden Gate Wing, the Hornet Squadron model fliers group, the nearby Naval Reserve group, the Western Aerospace Museum and on occasion the U.S.S. Hornet. We also get help from people "sentenced to public service" by the courts and by Encinal High School students performing credit work towards fulfillment of required community service. Prior to the City turning over the building to the museum, the City used $750,000 in grant money that had been secured by the museum board for the express purpose of bringing Bldg 77 up to code. The money raised was primarily from the office of Congresswoman Barbara Lee, through her then staff assistant Sandre Swanson, in order to reestablish the Naval Air Museum, which had been under the auspices of the Navy prior to base closure in 1997. The contract was administered by the city for an amount that, in the end, only allowed for the upgrading of the first and second floors of the building. Upgrades consisted of bringing the electrical, fire, safety and security systems up to code; calibrating the existing elevator and upgrading the handicapped ADA facilities. Originally it was suppose to include the roof but there was insufficient money to fully repair it. Plans for upgrading the third floor are partially complete and are awaiting approval of a long -term lease before further work is done. EXTERIOR FRONT YARD 1. Lawns are being maintained in a neat manner through frequent watering and mowing. 2. Front stairway has been scraped and repainted. 3. A flag pole has been salvaged and is pending painting and installation. 4. Design for flagpole area has been completed and include a compass rose and landscaping. 5. Plans for the flag pole foundation are pending. 6. Search is on for a volunteer to install (raise) the pole. 7. The twin 40MM gun has been placed on the ground. A search of its history found it to be from the Aircraft Carrier U.S.S. Franklin. 8. Landscaping was done but, with the exception of the Italian Cypress, has fallen prey to gophers. 1 WESTERLY SIDE YARD 1. Machinery left in yard has been or is in process of being cut up and removed. 2. The aircraft engine has been removed and is being restored for display. 3. Installation of perimeter fencing awaits finalization of lease. 4. Military vehicles are pending restoration and proper display after fencing. INTERIOR FIRST FLOOR — EAS'l'ERLY WING — Presently in use as office, work area, director's board room and docent's rest area. The cage area is in use for storage of materials pending their disposition. FIRST FLOOR — WESTERLY WING 1. Battle of Midway diorama exhibit has been completed. Exhibit was originally at the Treasure Island Museum and was subsequently given to the Alameda Naval Air Museum by the Oakland Airport Western Aero Space Museum. 2. Doolittle Exhibit is complete after being relocated to a more prominent position. 3. Link Trainer installed and is pending restoration to operational status, if possible. 4. Dispatch and luggage handling area has been removed to accommodate items 1 and 3. 5. Pearl Harbor exhibit (U.S. entry into WWII) pending improvement. SECOND FLOOR — EASTERLY WING 1. Dispensary — Completed. Work entirely done by a nurse, a museum volunteer. 2. Chapel — 80% complete. Opening pending roof repair. 3. Harold Hauge Aircraft display — Complete but undergoing constant improvement. 4. Ready Room — Undergoing rebuilding. Stage completed. A large screen Plasma TV has been purchased and installed; tapes of various relevant events are on continuous play during special events. Many other appropriate tapes are available on demand. Other accessory equipment is being installed. 5. History of Bay Area Naval aviation — in- progress; starting with Eugene Eli's first flight off a ship (1911) — outfitted with a wooden deck for test flight feasibility, followed by earlier Alameda airport history (Benton Field, San Francisco Airdrome, the Pan American Clipper era), the bay fill and NAS base construction. 6. Media room for veteran's interviews is complete and is being used to interview veterans and their war era remembrances. It is in 1940's decor. These interviews are to be archived in the Library of Congress and also provide a personal taped history for the veteran's family. 7. A recent contribution to the museum is a ten foot long model of the famous lighter- than-air airship, the "Macon." It was recently completed and was given to the museum by the builder. 2 SECOND FLOOR — WESTERLY WING 1. The dining area, known by the navy as the Crow's Nest, has been available for limited use since about June 2005 for meetings, catered affairs and "pot lucks." 2. Kitchen plumbing has been made functional. 3. Hot water heater was installed in the kitchen in 2006. 4. Curtains were put up in the Ready Room. 5. Existing navy furniture as well as other donated items is in use. 6. Dishwasher has been donated for future installation. THIRD FLOOR A serious problem now facing the museum is the lack of space. In addition to the materials left with the closure of the Naval Air Station the museum is the recipient of donations from many individuals wanting articles of historical and personal nature to be preserved for future generations to appreciate. Also there is no space available for the display and circulation of thousands of aircraft books of historical research value that are now stored on the third floor and elsewhere off the premises. The cost of bringing the third floor "up to code" would be modest except any expenditure should not be made without an extended lease. The museum has already expended monies and hours of labor with the promise of a lease which has not been forthcoming. The museum has had offers from corporations to sponsor the work but they would not consider a meaningful donation for a project not having at least a 5 -year lease, and preferably a 10 -year lease. HANGER 41 The museum's original plan was to include Hanger 41 for museum expansion and for the display of vintage aircraft. We have now, and have had in the past, offers of aircraft for display, either on loan or to own. The many spaces available within the hanger could be available for a host of public groups and projects such as for youth organizations which seem more and more to be pushed out of their spaces in favor of more economically favorable activities. The Museum with the Hanger and the nearby U.S.S. HORNET would make this area of the former Air Station a major tourist site of national importance. Unfortunately the value the city puts on the building for income and the cost of roof repair and other "updates" could prevent this best case scenario from becoming reality. It would seem to be to the advantage of the City, at no cost, to assist the museum in the hanger upgrade by making possible the financial resources that would become available if we had a long -term lease. FINANCES Since its reopening in 2005 the museum has been able to meet its financial obligations balancing its books monthly. Funds have been derived from membership dues, 3 donations, admission fees and most importantly, from the rental of storage space for museum related activities and from the rental of the Crow's Nest. The Commemorative Air Force has been meeting monthly in the Crow's Nest and the boardroom for almost three years. The radio - controlled modelers, the "Hornet Squadron," was another regular renter. The Museum has hosted two military swap meets, the "Friends of the Aces," the Sea Scouts, the Sea Cadets, a model "A" group, a tour by members of the Mastick Senior Center, the Association of American University Women, an Art Deco event (written up in the Alameda Magazine) and numerous birthdays and wedding celebrations. We also organize special events such as commemorating the famous Doolittle raid, Armed Forces Day, a Veteran's Day celebration and Fleet Week. The museum is an annual participant in the 4th of July Parade, using 1940's era and other vehicles for advertisement and display. The Museum experienced some unexpected financials setbacks not of our doing. Early on we were required to pay a very excessive electric bill ($10,000) to AP & T caused by their mis- metering or mis- billing for several months service. There was also a required payment for the removal of fire engines brought to and abandoned on our premises. The Museum is also faced with a leaking roof problem resulting from incomplete work done by the contractor for building upgrades. The claim is that $750,000 was not enough money to complete the contract requirements. 4 ATTACHMENT 2 Alameda Naval Air Museum Business Plan January 2007 Updated through September 30, 2007 Table of Contents I. Objectives A. Financial Table A, B Costs Table C Membership growth targets B. Strategic Table D Table E Table F Table G C. Operations D. Marketing II. Tactics A. Financial B. Strategic C. Operations D. Marketing III. Profile Number of Visitors Information, education, research Programs Fundraising a. Synopsis of Growth b. ANAM Development 2 Page 3 Page 3 Page 3 Page 3 Page 4 Page 4 Page 4 Page 4 Page 5 Page 5 Page 5 Page 6 Page 6 Page 6 -7 Page 8 -10 Page 11 Attachment 2 L OBJECTIVES The following section illustrates the Alameda Naval Air Museum's financial, strategic, operating, and marketing objectives over the next five -years as a 501(c)3 non - profit organization. A. Financial Objectives The Alameda Naval Air Museum expects to achieve sustained financial growth on an annual basis over the next five years. What it cost to run the Museum in 2006 Table A Year Monthly Expense ($) Annual Expense ($) EOY Reserve ($) 2006 1,500 18,000 19,800 (- $3,500 for ins.) What it will cost to run the Museum, while achieving its objectives over the next five years? Table B Year % Growth Expense ($) Reserve ($) Capital Requirement ($) 2007* 10 19,800 16,367 (- ins)** 1000 2008 20 23,760 19,640 TBD 2009 10 26,136 21.604 TBD 2010 10 28,750 23,764 TBD 2011 10 31.625 26,140 TBD *operating expenses through September 30 ANAM membership base growth targets Table C * *does not include imminent infusion from fund raising Year Annual Corporate / Sponsor Lifetime / TOTAL 2004 -2006 100 3 4 4 2007 thru 9/30 60 1 0 4 2008 +10% 2009 +10% 2010 +10% 2011 +10% B. Strategic Objectives Over the next five years, the Alameda Naval Air Museum plans to increase the number of annual visitors; grow its membership base; expand its program platform; expand fundraising efforts; upgrade and expand exhibits; renovate the third floor of Building 77 to enable expanded operations. 3 Increase the number of annual visitors to ANAM Table D Year Drop -In Visitors Groups / Nr Events / Nr Researchers 2010 2006 1200 +600 child. 3 150 9 600 0 Harold hauge 2007 (thru 9/30) *859 +450 child. 2 25 * *6 200 0 2008 + 20% % change (actual) baseline +15% TBD 2009 +10% TBD TBD 2011 TBD 2010 +10% $1,000 TBD 2011 +10% * temporary drop attributed to loss of incidental Antique Faire traffic ** does not include EOY events Increase Informational, Educational and Research Mandate* Table E Website 2006 (l o mo) 2007 (to 9125) 2008 2009 2010 Total Hits 293,000 337,000 Library / Student (long lease dep.) $10,000 Harold hauge Page Requests 61,667 73,738 2009 2010 TBD % change (actual) baseline +15% TBD TBD TBD *see attachment 1 Build program platform Add one new program annually over the next five years. Table F Year Program Cost Program Manager 2007 Book Project (Arcadia Publishing) 0 Marilyn York 2008 Library / Student (long lease dep.) $10,000 Harold hauge 2009 TBD TBD 2009 2010 TBD $1,000 TBD 2011 TBD $2000 $1 ,000 Expand fundraising efforts Table G Year Grants Events Donated for sale Endowments 2007 0 (need lease) $1000 $4,050 TBD 2008 $1 0,000 $2000 $1,000 TBD 2009 TBD $2000 $1,000 TBD 2010 TBD $2000 $1 ,000 TBD 2011 TBD $2000 $1,000 TBD 4 Upgrade and expand exhibits Building 77 Renovation Undertake one capital improvement project annually over the next five years Year Program Cost Est. Program Manager 2007 Dependent on lease 0 2008 Third Floor / Roof completion Need estimates Larry Pirack 2009 Painting exterior Need estimates Frank Musso 2010 Interior upgrades Need estimates TBD 2011 TBD 1BD TBD Operational Objectives Improve operational capabilities and expand hours of operation. Marketing Objectives Increase public awareness of ANAM and its value to the communities it serves. Intro tape available on request Ongoing Community TV ad Publicize events TACTICS To achieve its financial, strategic, operational, and marketing objectives, the Museum will implement the following tactics: A. Financial Objectives 1. Grow membership base • Establish Membership Committee and Chairperson • Conduct membership drives • Improve membership benefits 2. Expand fundraising efforts • Establish Fund Raising Chair and Committee (Project manager: Board) • Pursue experienced grant writer (Project manager: Committee Chair) • Establish annual fund raising and long -term fundraising plan (Project manager: Committee Chair) o Include individual funding targets by segment 5 • Host Military Collector Shows (Project manager: Sieg Wroebel) o ANAM currently hosts bi- annual show generating an average of $2,000 of revenue per event o Expand frequency of events to quarterly Develop a retail sales plan (Project manager: Nita Rosen) o Gift Shop and On -Line sales targets o Introduce new ANAM specific products o Revamp Gift Shop and point of sale strategy B. Strategic Objectives 1. Increase the number of visitors to ANAM 2. Increase website awareness (growth target 10% /year) C. Operational Objectives 1. Improve operational capabilities • Establish Volunteer Committee and Chairperson • Implement existing ANAM Volunteer Program plan • Install Internet access - (Project manager: David Balmer) o High speed internet access is needed on -site for communications, program support, research, and library functionality 2. Expand hours of operation • Dependant on volunteer program being in place and increased number of trained volunteers D. Marketing Objectives 1. Increase public awareness • Develop ANAM marketing plan - (Project manager: TBD) • Establish ANAM website as a robust and valued resource for historical research — (Project manager: David Balmer) • Hold unique special events (Project manager: TBD) o Plan events that are not in competition with U.S.S. Hornet to draw from the same pool of visitors o Aviation and naval symposiums in the Crows Nest o Speaker series in the Ready Room • Improve museum signage (Project manager: TBD) o ANAM does not qualify for state - funded highway signage under current CALTRANS guidelines for a facility of its kind. Primary issue relates to shortfall in volume of visitors on an annual basis visitors to ANAM must be considered. 6 o ANAM should continue efforts with the City to install signage at the two primary gate entrances to Alameda Point that identifies the facilities tenants. The value of this type of signage extends beyond just supporting ANAM, it benefits the City in its efforts to market Alameda Point as a desirable place of business to prospective tenants o ANAM should continue working with the City and Property Management to be allowed to install on building signage identifying Building 77 as the Alameda Naval Air Museum. This signage should be consistent with other on- building signage used by premier museums and compliant with recognized architectural guidelines. For example, the use of metallic letters adhered to the building is a tasteful and widely accepted practice for state and federal facilities that does not detract from the building, nor is it considered garish in nature. Placing "Alameda Naval Air Museum" above the main entrance to Building 77 would not only improve direction to the museum, it would also enhance the buildings appearance and value to the community. 7 MUSEUM PROFILE Status Non - Profit 501(c)3 Location Mailing address Building 77 Alameda Naval Air Museum 2151 Ferry Point P.O. Box 1769 Alameda Point, Alameda CA Alameda, CA 94501 Hours of Operation Saturday & Sunday: 10:00 a.m. to 4:00 p.m. Wednesday 12:00 p.m. to 5:00 p.m. by appointment Exhibits Permanent • Battle of Midway Diorama • Oak Knoll Naval Hospital • Col. James Doolittle Rotating • Pearl Harbor Archival Catalog • Over 1,500 video tapes in library Web -based Resources • Event advertisement • Archival photos • Newsletter • Personal Naval Air Station remembrances Programs • Veterans History Project Library • Project pending • Public access requires renovation of third floor Meeting Facility Crow's Nest, second floor, panoramic view Volunteers • Full time volunteers (20+ hours per month): 10 • Part time volunteers (10+ hours per month): 5 Markets Served • City of Alameda • Greater Bay Area • California • National Target Customers • Citizens • Elementary School students • High School students • Retired NAS & military personnel • Military personnel • Families of former military & NAS personnel • History buffs • Aviation and naval researchers Competitors Local • U.S.S. Hornet (Alameda) • Alameda Historical Museum (Alameda) • Western Aerospace Museum (Oakland) • S.S. Red Oak Victory (Richmond) • S.S. Jeremiah O'Brien (San Francisco) • U.S.S. Pompanito (San Francisco) • Hiller Aviation Museum (San Carlos) Regional • Castle Air Museum (Atwater) • Eagle Field (Dos Palos) • Palm Springs Air Museum (Palm Springs) • Planes of Fame Museum (Chino) • U.S.S. Midway (San Diego) Competitive Advantages • Facility - Historic NAS Air Terminal - Building 77 • Panoramic view of the U.S.S. Hornet & San Francisco Bay • Located in former NAS Alameda, adjacent to historic taxi way • Seaplane lagoon view of historic landing place for PBY's Board of Directors Marilyn York — President Carol Trotter — Secretary Billie Sites — Treasurer (+ membership — acting) Barbara Baack — Vice - President Frank Musso — Event Coordinator Larry Pirack - Curator Kin Robles — Public Relations (acting) Nita Rosen — Gift Shop Sieg Wroebel - Acquisitions • Directors meet monthly as required by Museum Charter and Bylaws. Staff Requirement • Staff Assistant • Historian • Archivist • Public Relations Manager • Project Managers • Membership Chair • Volunteer Coordinator Technology Requirements • On -site high speed Internet access • Computer stations • Catalog program • Video production equipment for Veterans History Project Synopsis of Growth to Date Due entirely to the diverse talents of our Board of Directors and volunteers, the Alameda Naval Air Museum has evolved from essentially a hollow shell to a coordinated organization with carefully crafted historical exhibits and items of historical interest from many NAS Alameda departments. From the early days of writing proposals, fund raising work progressed to hands -on carpenter work, display creation and design of two display galleries. Our growth has been steady - based on a pay -as- you -go policy. We should not be compared to large corporate or governmental entities but as a museum created by sweat equity and the careful payment of every bill owing. Visitors who saw the museum in its early days remark on the transformation which has taken place. We have done our own carpenter work, repaired the elevator, moved and catalogued exhibits, mowed the lawns, transported donated items, prepared lunch for volunteers, met and greeted countless visitors, hosted special events and participated in community events such as the 4th of July parade...to name but a few of the mechanics needed on a constant basis. In short, our growth is both real and measurable. Interest in the museum comes from all over the nation. We welcome the encouragement of our visitors and pledge ourselves to continue this important work in the future. Alameda Naval Air Museum Development See attachment 2 11 1 ra1u races . rlISLOly ES rag c 1 tit 1 Traffic Facts Version 4.4 About Log Out Logged in as: baimerd alamedanavalairmuseum.org 1140031,11700001111111”01,100.11111100111 History Reports: Yearly Request Summary Start Date: February 28 2006 -33' End Date: September 25 2007 —01 Print Derndea4 to Excel View Site Feedback Refresh View PDF Yearly 400,000 e240,000 q 8 1.6(:),000 t 8 04 Reqttests at Page Requests Year 2006 2007 Total Requests 292,990 337,234 630,224 Page Requests 61,667 73,738 135,405 Reports Summary Visitor Page LE11.6 Reimer Seruer lestory Copyright 2003 - 2007. All rights reserved. Pri-P1C-4 arT http://webappArafficfacts.comitable_history_yearly.php?startdate=07/27/2007&enddate=... 10/25/2007 Alameda Reuse and Redevelopment Authority Interoffice Memorandum November 7, 2007 TO: Honorable Chair and Members of the Alameda Reuse and Redevelopment Authority FROM: Debra Kurita, Executive Director SUBJ: Approve a Ground Lease for No Cost for the Kids Chalk Art Project BACKGROUND The Kids Chalk Art Project is an organization whose mission is to "Re- enchant the World through Art." The project in Alameda hopes to raise awareness and inspire the re- establishment of art education in public elementary schools, where young people are still open and eager to learn and be creative. DISCUSSION The Kid's Chalk Art Project seeks to create collaboration among the City of Alameda, the Alameda Education Foundation, the Alameda Unified School District, the Alameda PTA Council, and corporate sponsors to create a chalk mural event at Alameda Point. At the event, children and the community will create the world's largest chalk drawing to promote the importance of art and creativity in the public schools. The date for the proposed event is June 7, 2008, with work beginning two weeks prior to the scheduled date. The program is seeking advanced approval of the license fee waiver of a 252,521 square foot area located between Building 19 and Building 25 on Taxiway H at Alameda Point. The early approval will allow the organization to establish fundraising targets for the event. BUDGET CONSIDERATION / FINANCIAL IMPACT The regular License Fee for an event of this type would be $1,000 per day for set -up and $2,000 for the event day, totaling $3,000. Honorable Chair and Members of the November 7, 2007 Alameda Reuse and Redevelopment Authority Page 2 RECOMMENDATION Approve a ground lease at no cost for the Kids Chalk Art Project. Leslie Little Development Services Director By: Nanette Banks Finance & Administration Manager DK/LL/NB : do G: \Banks\ARRA Staff Reports \Chalkl007 Alameda Reuse and Redevelopment Authority Interoffice Memorandum November 7, 2007 TO: Honorable Chair and Members of the Alameda Reuse and Redevelopment Authority FROM: Debra Kurita, Executive Director SUBJ: Approve the General Release and Compromise Agreement with The Reuse People of America, Inc. BACKGROUND The Reuse People of America, Inc., was a tenant at Alameda Point from August 2002 until April 2006, occupying buildings 13 and 271. Upon their departure from Alameda Point, they agreed to pay the amount of rent owed of $19,161. The Alameda Reuse and Redevelopment Authority made repeated requests for payment and issued a final demand letter on August 30, 2007. DISCUSSION In a letter dated October 5, 2007, the President of the Reuse People agreed to pay the amount of rent owed, $19,161. The letter proposes a repayment plan consisting of: payment of $2,161 upon the execution of this agreement, $1,500 for the 10 months immediately following thereafter, and a final payment of $2,000 in the 11th' month. BUDGET CONSIDERATION/FINANCIAL IMPACT Revenues of $11,161 will be added to the ARRA fund in FY07 /08 and $8,000 in FY08 /09. RECOMMENDATION Approve the General Release and Compromise Agreement with The Reuse People of America, Inc. Res sect i` submitted Leslie Little Development Services Director Honorable Chair and Members of the November 7, 2007 Alameda Reuse and Redevelopment Authority Page 2 ‘72?--- By: Nanette Banks Finance & Administration Manager DK/LAL/NB:dc Attachment: General Release and Compromise Agreement G: \Comdev \Base Reuse& Redevp \ARRA\STAFFREP\2007 \11 Nov \2 -E. Reuse People.doc ATTACHMENT 1 GENERAL RELEASE AND COMPROMISE AGREEMENT THIS GENERAL RELEASE AND COMPROMISE AGREEMENT is made by THE REUSE PEOPLE OF AMERICA, INC. ( "THE REUSE PEOPLR, INC. ") with the ALAMEDA REUSE AND REDEVELOPMENT AUTHORITY, and any and all employees, independent contractors, contract employees, agents, personnel, officers or elected officials who are now or have been employed by or served for the ALAMEDA REUSE AND REDEVELOPMENT AUTHORITY, whether known or unknown and whether or not involved in this matter or otherwise potentially a defendant in any possible suit for damages as referred to below, all of which entities and persons are hereinafter referred to as the "ARRA." WHEREAS, "THE REUSE PEOPLE, INC." has previously asserted alleged damages against the ARRA in defense to the payment of rents due and owing for the rental of ARRA facilities; and WHEREAS, "THE REUSE PEOPLE, INC." and the ARRA now desire to resolve, terminate and end all further disputes between them; NOW, THEREFORE, in consideration of the reasonable payment schedule offered by the ARRA to satisfy the balance of due and owing upon a triple net lease upon ARRA buildings 13 and 271, "THE REUSE PEOPLE, INC." agrees as follows: 1 AGREEMENT. "THE REUSE PEOPLE, INC." agrees to pay the ARRA the sum of $19,160.55 in the following manner: Payment of $2,160.55 upon the execution of this agreement; $1,500.00 for the 10 months immediately following thereafter, and a final payment of $2,000 on the 11th month anniversary of the execution of this agreement. 2. RELEASE. "THE REUSE PEOPLE, INC." does herby and forever release and 1 discharges the ARRA and any and all employees, independent contractors, contract employees, agents, personnel, officers or elected officials who are now or have been employed by or served for the ARRA, from any and all claims, demands, causes of action, damages and liabilities of any nature whatsoever, whether or not now known, suspected or claimed, including but not limited to the arrest /hold, incarceration, claims for personal injuries, property damage and/or violations of civil rights which he ever had, now has, or claims to have against the ARRA arising out of the use, possession and rental by THE REUSE PEOPLE, INC. of certain premises at the Alameda Naval Air Station denominated as Building 13 and Building 271. 3. COVENANT NOT TO SUE. "THE REUSE PEOPLE, INC." hereby covenants and agrees never to commence, assist in any way, prosecute or cause, permit or advise to be commenced or prosecuted against the ARRA any action at law, suit in equity, or other proceeding based upon any claims, demands, causes of action, obligations, damages or liabilities of any nature whatsoever, including actions by insurance companies, whether or not now known, suspected or claimed, which he ever had, now has, or hereafter may have or claims to have against the ARRA arising out of the use, possession and rental of the Alameda Naval Air Station facilities referred to and described above. 4. WAIVER UNDER CIVIL CODE SECTION § 1542. "THE REUSE PEOPLE, INC." hereby waives the provisions of § 1542 of the Civil Code of the State of California, which reads as follows: "A general release does not extend to claims which the creditor does not know or suspect to exist in his favor at the time of executing the release, which if known by him must have materially affected his settlement with the debtor." 2 "THE REUSE PEOPT .F, INC." understands that it may have sustained damages which have not manifested themselves and which are presently unknown or unanticipated, but nevertheless, "THE REUSE PEOPLE, INC." in consideration of this settlement, deliberately intends to and does hereby release and waive these possible future claims arising out of the incident referred to and described in the allegations of the pleadings on file in the aforementioned legal action. 5. COMPROMISE. The liability for all claims and allegations that have been or may be set forth by "THE RESUE PEOPLE, INC." as a defense to the payment of rent is denied by ARRA, and this final compromise agreement shall never be treated as an admission of liability or responsibility at any time for any purpose. 6. "THE REUSE PEOPLE, INC." and their attorney of record, if any, hereby waives and relinquishes any and all rights or claims to attorneys' fees, court costs, expert fees and all other such costs and expenses to which he may have a claim under federal and/or state statutes, legislation and judicial decisions. Each of the parties hereto shall bear their own attorneys' fees and legal expenses/costs. 7. ENTIRE AGREEMENT. This Release And Compromise Agreement contains the entire agreement between the parties hereto. The terms of this Release are contractual and not a mere recital. None of the parties has made any statement, representation, or warranty in connection herewith, except as expressly set forth herein, which has been relied upon by the other parties or which acted as an inducement for the other parties to enter into this agreement. The undersigned has carefully read and understands the contents of this Release and signs the same as his own free act. 3 EXECUTED on this day of October, 2007, at , California. Ted C. Reiff, President "THE REUSE PEOPT .R OF AMERICA, INC." I am an attorney, licensed to practice law in the State of California, and am the attorney for the signing party herein. I represent and declare that I have fully explained the foregoing Release to the signing party, TED C. REIFF, PRESIDENT, "THE REUSE PEOPLE OF AMERICA, INC. ", and he acknowledged to me that he understands said document and the legal effect thereof, and the signature which appears above is his signature. Dated: - Attorney for "THE REUSE PEOPT E, INC." Approved as to Form: TERESA L. HIGHSMITH ARRA COUNSEL By: BYRON K. TOMA, ASSISTANT 4 Proclamation for Ken Hansen (attached) Original will be presented to Mr. Hansen by Chair Johnson PROCLAMATION WHEREAS, the Fleet Industrial Supply Center Oakland, Alameda Facility /Alameda Annex, referred to as " FISCA", Restoration Advisory Board (RAB) was established in March 1995 to review and ,comment on technical documents and activities associated with investigation and cleanup efforts at FISCA; and WHEREAS, Mr. Ken Hansen has been the Community Co -Chair of the FISCA RAB from the beginning; and WHEREAS, all 143 acres of FISCA, divided into 8 Installation Restoration sites, including the former warehouses, the screening lot and scrap yard area, the auto maintenance rack, the paint spray booth, the paint and material storage area, the underground storage tank and fuel dispensing system, the diesel fuel spill area, and the storm drain system were investigated, and the Navy has conducted or is conducting remediation as appropriate; and WHEREAS, in July 2000, all of FISCA was conveyed to the City of Alameda; and WHEREAS, the Navy, the California Department of Toxic Substances Control, and the San Francisco Bay Regional Water Quality Control Board signed a Remedial Action Plan /Record of Decision for marsh crust at FISCA and Alameda Point in February 2001; and WHEREAS, a Basewide Feasibility Study to address remaining PAHs (polycyclic aromatic hydrocarbons) in soil is nearly complete; and WHEREAS, the Navy has initiated remediation of the Operable Unit 5 and Installation Restoration Site 2 benzene and naphthalene groundwater plume beneath FISCA and Alameda Point; and WHEREAS, on October 4, 2007, the FISCA RAB was merged with the Alameda Point RAB for the former Naval Air Station Alameda; and WHEREAS, the Navy, the members of the RAB, the representatives of the California Department of Toxic Substances Control and the San Francisco Bay Regional Water Quality Control Board, and all of the FISCA environmental clean -up specialists thank Mr. Ken Hansen for his leadership and guidance during the 12 years that he has served as Community Co -Chair of the FISCA RAB. NOW, THEREFORE, BE IT RESOLVED, that I, BeverlyJ. Johnson, Chair of the Alameda Reuse and Redevelopment Authority of the City ofAlameda, do hereby proclaim November 7, 2007 as Ken Hansen Day in the City of Alameda and commend Mr. Ken Hansen for his exemplary and steadfast service, his invaluable contributions in leading the RAB, providing comments on technical documents, being a liaison to the community, and for his dedication to the investigation and cleanup process at FISCA. Beverly J. Johnson Chair Alameda Reuse and Redevelopment Authority Alameda Reuse and Redevelopment Authority Interoffice Memorandum November 7, 2007 TO: Honorable Chair and Members of the Alameda Reuse and Redevelopment Authority FROM: Debra Kurita, Executive Director RE: Alameda Point Advisory Task Force: Clarification of Roles and Responsibilities BACKGROUND On October 16, 2007, the Alameda Reuse and Redevelopment Authority (ARRA) established the Alameda Point Advisory Task Force. A verbatim transcript of the ARRA motion by ARRA Member deHaan and discussion on the motion is attached (Attachment 1). On October 17, 2007, staff prepared a memorandum (Attachment 2) to the Alameda Point Advisory Task Force members informing them of the ARRA's action and describing their roles and responsibilities as approved by the ARRA. On October 18, 2007, Member deHaan contacted staff with concerns that the October 17th memorandum did not accurately reflect the ARRA's action regarding the Task Force's responsibilities. Specifically, ARRA Member deHaan expressed concerns that the second and third bullets in the October 17th memorandum were inaccurate. On October 18th, staff contacted the Task Force members to inform them of the concerns about the October 17th memorandum, and advised their members to refrain from speaking at the October 24th SunCal public workshop until staff could confirm the roles and purpose of the Task Force with the ARRA on November 7th DISCUSSION Staff is requesting that the ARRA review and amend as necessary the following description of the Task Force's roles and purpose contained in the October 17th staff memorandum to the Task Force: "Roles and Purpose: The ARRA clarified and emphasized that the role and purpose of the Task Force is to: • Report back to their respective boards and commissions at their regularly scheduled meetings to keep these important advisory bodies up to date on the progress of the project in preparation for the entitlement process when Boards and Commissions will be asked to review and comment on the Master Plan and EIR for the project. • Advise and inform the SunCal /Calthorpe team on the appropriateness of various land use, transportation, historic preservation, and economic development strategies for Alameda Point. Advisory Task Force recommendations will be provided at the public workshops after Honorable Chair and Members of the November 7, 2007 Alameda Reuse and Redevelopment Authority Page 2 the development team presentations and input from the community. When giving this advice, the task force member should be representing the views and interests of his or her full Board or Commission. • Advise and inform the SunCal /Calthorpe team and staff on the types of materials and information that will be needed for each of the planned community workshops to ensure that the community is well informed and that the community is able to provide useful feedback to the design team. Advisory Task Force recommendations will be provided at the public workshops after the development team presentations and input from the community. When giving this advice, the task force member should be representing the views and interests of his or her full Board or Commission. • Assist the SunCal /Calthorpe Team in achieving the March 2008 Development Concept and May 2008 draft Master Plan mandatory milestones included in the ENA." BUDGET CONSIDERATION/FINANCIAL IMPACT SunCal is funding the planning process for Alameda Point, including the staff resources necessary to support the planning process. Establishing the Advisory Task Force has no impact on the City's General Fund. MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE The Advisory Task Force implements the ARRA's past direction to closely coordinate the community planning process for Alameda Point with the City of Alameda's Boards and Commissions. ENVIRONMENTAL REVIF,W The draft Master Plan will be subject to a complete review under the California Environmental Quality Act. The Task Force will not be taking any actions to approve or deny a draft Master Plan. RECOMMENDATION Review and revise as necessary the Roles and Purpose Statement from the October 17th Memorandum included above to accurately reflect the intended roles and responsibilities for the Advisory Task Force. Honorable Chair and Members of the November 7, 2007 Alameda Reuse and Redevelopment Authority Page 3 Respectfully Submitted, Cathy W • • • bury Plannin d Building Dir By: Andrew Thomas Planning Services Manager CW:AT:DP:sb Attachments 1) October 16, 2007, Special ARRA Minutes 2) October 17, 2007, APATF Memo Attachment 1 October 16, 2007 Special ARRA Meeting Verbatim transcript on item 3 -A. Establish Alameda Point Advisory Task Force, starting at Boardmember deHaan's motion: DD: I prefer that only one from each board, I feel very comfortable with that, I think it's useful — a backup person is normally what we did and that individual could attend the meetings and be well versed and could fill in but to have two voices, I think you're just overpowering one and one more important than the other — I don't believe that's the case. With that I'd make a motion. LT: what is your motion, I'm sorry? DD: my motion would be that we would have one representative from each board and commission and have an alternate that would be available and could attend. Likewise when we got to the roles and purpose the main thrust of it is reporting back to the respective Boards and Commissions, the other bullet points would be assisting and advising and with the addition of the Housing and Ikely and that would move it up to 7, I believe, and the ACP have input at the housing level. BJ — there's a motion FM — I second MG — can we have discussion about that? BJ — sure MG — Getting back to the housing collaborative, I have no problem with them having a say through the housing commission but the other thing that really concerns me is that we leave the school district out and I think the school district is really important because you can't have a successful development without input from the schools and given our affordable housing goals at Alameda Point, you can't have a successful development without that kind of input — I'm just not sure how to go about, I'm not sure I want to formalize, and I think that staff and the SunCal development team understands that they need to have input from those stakeholders and I don't want to start parsing out what I may perceive personally as two very important stakeholders and leave somebody else, some other group who feels like they're just as important of a stakeholder out of the mix, and so what I think I would prefer to see is give staff some direction and flexibility to include, not only those two stakeholders, but other important stakeholders, not necessarily as part of the task force, but to come up with some sort of mechanism where those entities could have some input, and at some point in time report back to us as to how that was done but I would like to ,preserve the flexibility and I'd like to give stakeholders who may not be here tonight speaking for themselves the opportunity to talk October 16, 2007 Special ARRA Meeting Minutes, Verbatim Page 2 to staff and say, hey we want to get involved, we don't want to sit on the committee but we want to make sure our voices are heard. DD: I'm not too sure how to wind it in, I'm willing to do that... MG: I don't either, this is why I want to give staff some flexibility along with SunCal to come up with some sort of mechanism for making sure that happens. DD: and the BRAG , when we put it together, the school district had a strong voice on it, and this is starting to parallel that, I `m sorry to say — I'm proud to say, really. AT: we can certainly put together a document that will explain to you how we are going to incorporate all the important stakeholders, and you're right, there're a lot of them, and it goes without saying, we know we have to go through this process and have to involve those stakeholders, there's no way we could go through this without talking to the school district, without talking to Doug and the Collaborative, it's just that in our minds, that is a process that is absolutely going to happen, and we can document how that's going to happen and I think we can prepare a report for you explaining how we plan to do that and integrate those stakeholders into this process. In my mind, they're just a little bit different than the advisory boards and commissions I mean, we can have meetings, with APCP we use to have regular meetings with APCP and the collaborative, we'd sit down and talk about alright — what are the issues we need to work through here, it's a little bit more difficult to do that with the advisory boards and commissions, so that's our thought. FM: I think going back to the purpose that I perceived for this, is to make sure the direction for assuring that the boards and commissions were kept up to speed so that when these plans came back to them, as boards and commissions, they weren't in the dark, and I think the motion accomplishes that. The other discussion talks about stakeholders that are not part of the city structure — boards and commissions, that is, and the school district is a very important stakeholder, as is the Collaborative, and perhaps we can give direction to come back with a formal strategy for involving the stakeholders, cataloguing and involving them to the purpose of how you gather their input because it's different from the goal of making sure the boards and commissions are up to speed. So maybe that's the direction that should come back, that there's an additional strategy for conducting these workshops that includes identifying and gathering, and making sure that there are representatives from each one Qf those stakeholders around the table during these workshops so that it's formalized, not depending on people to wander in when they see the notice. And I think we need to ask the school district to identify someone to attend these meetings as a stakeholder group so that we lay out some expectations that we're going to get some input from them as recognized. BJ: well, and there might be others, too, that we think of... FM: identifying is the first step... BJ: Alameda College, maybe...there are lots and so I just wanted to get clear on the October 16, 2007 Special ARRA Meeting Minutes, Verbatim Page 3 motion, was the motion to follow the recommendation of the chairs or presidents of each... DD: it can be either way, okay, and that's really up to the individual commissions and boards. It could help it by having the chair, at the same token, there could be someone else that could be more involved. BJ: the problem is that the first meeting is coming up and we don't have time for the boards to go through a selection process, and that's why I wanted to be clear if your motion is for the chairs... DD: we can initially do it with the chairs, and if they feel their alternate is who they want to send, then that's fine, I will accept the...do we have a .... MG: wait, wait — you had a second but I still need clarification...so the chair of the boards and commissions we've been talking about, how would the alternate be designated, and would the alternate be expected to attend each meeting also? Or only when the chair couldn't go? DD: these are community meetings and I'm sure the more the merrier out there, I would like them to attend if that's what they would like to but they fill in for their selected body when that individual is not there. MG: and would you leave the selection of the alternate up to whatever Board and Commission...? DD: yes, yes. BJ: Now I think what you have mentioned was the chair would select the alternate? AT: we do like the idea of identifying the chairs... BJ: that could get us through the first meeting... AT: because practically, we could contact those people and say, ok you're it, and if you can't make it, let's talk about how you're going to select an alternate... BJ: right, it's only 8 meetings? AT — yes, 8 meetings. BJ: so hopefully it won't be too burdensome... FM: just to be clear on the roles and responsibilities is that they represent the position of their board or commission, and that they provide feedback based on their board's position, and that they report back formally to their boards and commissions. October 16, 2007 Special ARRA Meeting Minutes, Verbatim Page 4 BJ: on a monthly basis. DD: that's the primary role FM: those are their primary roles (simultaneous with DD) — and I think the stakeholder roles are a little bit different and that's why I think it's a good idea to separate them, but do it formally so that they are invited and everything we can do to bring them to the table, they are there so we have that input that is necessary. BJ: now I think in terms of the role of the alternate, I think we ought to leave that to them and we shouldn't indicate that we expect them (the alternate) to go to every meeting... FM: but their roles are the same, they're supposed to represent their group and they're supposed to report back. DD: I would expect that the boards and commissions, even if the alternate can't go, they have someone there. BJ: it has to be somebody designated and they'll have the chair and they'll have the alternate. DD: I'd give them the flexibility, it's only 8 meetings... BJ (to AT): Would you let us know if any boards indicate that's a burden... AT: As I understand, if you pass this motion, I will contact the chairs of each of the boards and commissions and tell them you have been nominated, you are the chair, here are the meeting dates, and you'll have to have an alternate in case you miss these meetings, so let's talk about how you'll get that alternate designated, and we can certainly provide a version of this staff report which will be amended to reflect your priorities... BJ: I think one of the things we might want their report to their boards and commissions to be agendized, not only for the report, but for discussion in case members of the board want to provide input. AT: yes, absolutely DD: in case you have to come in and clarify... AT: yes, and I think there may be times when we have to come and provide some information. BJ: OK, so I think we have this sorted out now. DD: can we call for it? October 16, 2007 Special ARRA Meeting Minutes, Verbatim Page 5 BJ: yes. Okay, are we clear on the motion? LT: yes — 7 member task force, the boards and chairs. BJ: Okay, we have a motion and a second, all in favor? Board = 5 ayes FM: are we clear on the direction of the stakeholder component? AT: yes FM: and when will we expect that information coming back to us and the public? Is there a way we can get an off agenda that is posted on the City's website to let us know what the process is then we can agendize it to see how it'll work on the 6th and if we have to modify it, we can? DK: Yes, we can have an off agenda about how we're going to catalog and communicate with the stakeholders and have it on the ARRA meeting which will be the 7th Attachment 2 City of Alameda Memorandum October 17, 2007 TO: Planning Board President Anne Cook, Transportation Commission Chair John Knox White, Recreation and Parks Commission Chair Terry Ogden Economic Development Commission Chair Gail Wetzork Historic Advisory Board Chair, Nancy Anderson Climate Protection Task Force Chair, Stan Schiffman, and Housing Commission Chair, Nancy Gormley. FROM: Andrew Thomas, Planning Services Manager RE: Alameda Point Advisory Task Force On October 16, 2007, the Alameda Reuse and Redevelopment Authority (ARRA) established the Alameda Point Advisory Task Force. The composition, duration, role, and schedule for the Task Force are described in the attached ARRA staff report. The ARRA made a few important adjustments and clarifications to the composition and role of the Task Force described in the staff report, including: 1. Composition. The ARRA adjusted the composition of the Task Force to includes the Chairperson or President of the following Boards or Commissions: Planning Board, Transportation Commission, Recreation and Parks Commission, Economic Development Commission, Historic Advisory Board, Climate Protection Task Force, and Housing Commission. Each Chairperson/President may identify an alternate representative from their Board or Commission that can attend any of the meetings that the Chair/President is unavailable for the meeting. (The specific dates of al the planned meetings are included in the staff report.) 2. Roles and Purpose: The ARRA clarified and emphasized that the role and purpose of the Task Force is to: • Report back to their respective boards and commissions at their regularly scheduled meetings to keep these important advisory bodies up to date on the progress of the project in preparation for the entitlement process when Boards and Commissions will be asked to review and comment on the Master Plan and EIR for the project. • Advise and inform the SunCal/Calthorpe team on the appropriateness of various land use, transportation, historic preservation, and economic October 17, 2007 APATF, Memo Page 2 development strategies for Alameda Point. Advisory Task Force recommendations will be provided at the public workshops after the development team presentations and input from the community. When giving this advice, the task force member should be representing the views and interests of his or her full Board or Commission. • Advise and inform the SunCal /Calthorpe team and staff on the types of materials and information that will be needed for each of the planned community workshops to ensure that the community is well informed and that the community is able to provide useful feedback to the design team. Advisory Task Force recommendations will be provided at the public workshops after the development team presentations and input from the community. When giving this advice, the task force member should be representing the views and interests of his or her full Board or Commission. • Assist the SunCal /Calthorpe Team in achieving the March 2008 Development Concept and May 2008 draft Master Plan mandatory milestones included in the ENA. Schedule: The first of the public workshops will occur on October 24th at the Mastick Senior Center. We understand that this if very short notice for the Task Force members, and we understand that it may not be possible for all of the Task Force members to attend this first workshop with such short notice. The workshop is primarily an opportunity for SunCal and Calthorpe Associates to introduce themselves to the community and answer questions. SunCal will not be presenting any plans or proposals at this first workshop for community review and comment. We hope that you will be able to attend, but we understand that it may not be possible for all members to attend this first workshop due to the short notice. I look forward to working with each of you on this exciting and important project. If you have any questions, please do not hesitate to contact me at 747 -6881 or by email at athomas @ci.alameda.ca.us. I will try to give each of you a call in the next few days to introduce myself and answer any questions that you may have.