Agenda packet — Atherton City Council, December 4, 2024

AGENDA
Town of Atherton
City Council
DECEMBER 04, 2024
SPECIAL MEETING – STUDY SESSION
4:00 PM
Council Chambers
80 Fair Oaks Lane
Atherton, CA 94027
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This Agenda may not reflect the actual order of items. The order of items is subject to change based on Council action. The public may participate and provide public comments in person or via Zoom Meeting. Please be advised that when all Council Members are attending the meeting in person, the teleconferencing option is provided as a courtesy to the public. If, for any reason, there are technical difficulties, the City Council meeting will continue in person, provided there is a quorum.

SPECIAL MEETING STUDY SESSION
ROLL CALL – DeGolia, Holland, Widmer, Vice Mayor Lewis , Mayor HawkinsManuelian PUBLIC COMMENT – Public Comments can be emailed directly to [email protected]
As a Special Meeting, Public Comment is limited to items that are on the Agenda. Speakers’ time is limited to three minutes. Speakers may also speak when the item comes up on the Agenda during the meeting.

ACTION ITEMS
STUDY SESSION

1. RECEIVE THE PRESENTATION FROM THE SENIOR TASK FORCE; AND PROVIDE FEEDBACK AND DIRECTION TO STAFF
Report: ANTHONY SUBER, DEPUTY CITY MANAGER/ CITY CLERK
Recommendation: It is recommended that the Council receive the Senior Task Force presentation and provide feedback and direction to staff.

Description: This item is a Council discussion on the next steps for the Senior Task Force

2. PROVIDE FEEDBACK AND DIRECTION REGARDING THE HOLBROOKPALMER PARK PLAYGROUND IMPROVEMENTS PROJECT Meeting Agenda
– December 04, 2024–

Page 1 of 3 ends

ACTION ITEMS
STUDY SESSION

Description: This item is a Council discussion on the next steps for the Senior Task Force

2. PROVIDE FEEDBACK AND DIRECTION REGARDING THE HOLBROOKPALMER PARK PLAYGROUND IMPROVEMENTS PROJECT Report: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
Recommendation: It is recommended that the Council provide feedback and direction to staff regarding the design direction for the HolbrookPalmer Park Playground Project.

Description: This item is discussion and direction from the Council on next steps related to the HolbrookPalmer Park Playground Renovation Project.

COUNCIL REPORTS/COMMENTS

ADJOURN
PLEASE NOTE THE FOLLOWING INFORMATION:

If you challenge a Town zoning, planning, or any other decision in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this agenda, or in written correspondence delivered to the Town at, or prior to, the public hearing. Judicial review of any Town administrative decision may be had only if a petition is filed with the court not later than the 90th day following the date upon which the decision becomes final. Judicial review of environmental determinations may be subject to a shorter time period.

Copies of all staff reports and documents subject to disclosure that relate to each item of business referred to on the agenda are available for public inspection by 5:00 p.m. the Friday before each regularly scheduled City Council meeting.

Pursuant to the Americans with Disabilities Act, if you need special assistance in this meeting, please contact the City Clerk’s Office at (650) 7520500. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (29 CRF

35.104 ADA Title II)
Public Comments:

The Town of Atherton Council and Committee or Commission meetings are a limited public forum, and all public comment must relate to something that is within the subject matter jurisdiction of the Council or Committees. If comments do not relate to the subject matter jurisdiction of the Council or Committee, we will stop the comment and a warning may be provided. If the comment continues to be outside of the subject matter jurisdiction the speaker will be stopped, and we will move on to the next speaker.

Speakers found in violation of this rule of procedure may be removed from the meeting.

Rules of Decorum:

Nopersonparticipatinginapublicmeetingshallengageindisorderlyorboisterousconductincluding Meeting Agenda
– December 04, 2024–

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35.104 ADA Title II)
Public Comments:

Speakers found in violation of this rule of procedure may be removed from the meeting.

Rules of Decorum:

No person participating in a public meeting shall engage in disorderly or boisterous conduct — including but not limited to applause, whistling, feet stamping, booing or making any loud, threatening, profane, abusive, personal, impertinent or slanderous uttering or comments. No person is allowed to disturb, disrupt, or otherwise impede the orderly conduct of the meeting.

If any person continues to breach the Rules of Decorum in a manner that disturbs, disrupts or otherwise impedes the orderly conduct of the meeting following an order from the Mayor, or Presiding Officer, to cease the offending conduct, the Mayor, or Presiding Officer, may order that person to leave the meeting.

Meeting Agenda
– December 04, 2024–

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Item No. 1
Town of Atherton
CITY COUNCIL STAFF REPORT – STUDY SESSION
TO: HONORABLE MAYOR AND CITY COUNCIL

GEORGE RODERICKS, CITY MANAGER
FROM: ANTHONY SUBER, DEPUTY CITY MANAGER/ CITY CLERK
DATE: DECEMBER 4, 2024
SUBJECT: RECEIVE THE PRESENTATION FROM THE SENIOR TASK
FORCE; AND PROVIDE FEEDBACK AND DIRECTION TO
STAFF

RECOMMENDATION
It is recommended that the Council receive the Senior Task Force presentation and provide feedback and direction to staff.

BACKGROUND
City Council received a report at the January 2024 Study Session discussing the Center for AgeFriendly Excellence focus groups and Senior Task Force recommendations. The Council considered recommendations from the Senior Task Force and City Council Standing Committee.

That report has been included as a link in Attachment 2. Council provided direction and support for a resident led senior committee of volunteers. That group has held a series of meetings over the last year including partnering on events specific to senior issues.

The Senior Task Force has prepared a presentation. Staff is seeking Council feedback and direction to guide the next steps.

FISCAL IMPACT
None at this time.

GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned Senior Task Force
DECEMBER 4, 2024

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POLICY FOCUS
The Policy Focus for Council discussion is to provide direction on the level of staff involvement and support moving forward.

PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.

COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission

ATTACHMENTS

1. January 10, 2024, Staff Report – Click Here

2. Senior Task Force Presentation
Atherton Senior Task Force 2025 Vision
- Joan Hagey Sanders, Jo-Ann Byrne Sockolov, Ken Frederick Note: #’s 1) -> 4) are really background. # 5) begins my proposed recommendation to the Town Council
Background: The all-volunteer Task Force was established in 2023 to determine IF the Town should create a specific focus on Seniors. After many focus groups, internal & external discussions and several public “Senior Focused Seminars”, our conclusions are:
1) The “Senior Community” description in Atherton:
a) Size: ~ 25% of residents are over 65 years old & >35% are over 55 years old - The % (and number) of seniors in Atherton is growing, while the % (and number) of children is decreasing
- The actual number of seniors is > three (3) times the number of children b) Segments: The Senior Market “Community” is actually a collection of market segments that vary by:

1. Age; (55->64, 65->74, 75>84 & 85+ segments have significantly different needs)

2. Financial resources: Some have enough financial resources for all their needs, while others may seek the support of outside agencies

3. Local Connections: Those with local children/relatives/very close friends require/desire fewer outside services

4. Need for “Social Connections”: Some have & seek many social connections, while others are more independent, self-reliant and have other priorities - Virtually all of our seniors are “busy with their life” and have a very hectic schedule (Thus scheduling “face to face” group meetings is problematic - Many seniors (see age segments) rely primarily on US Mail and other “non-technical” methods for communication (such as “Bulletin Boards at key locations”, word-of - mouth, etc..

5. Other segments?

2) What are the unmet needs & desires of Atherton’s Senior Community? a) Intensive research & “networking” with organizations, revealed that almost all identified needs already have providers – but they may not be known to our Seniors b) The Task Force believes that the Town should not duplicate any service/program that is local, readily available & delivers the appropriate service well c) Identifying any new “Unmet Needs” requires establishing a good communication & feedback system with seniors that identifies what is & what is not available 3) The Senior Task Force:
a) Started with ~ ten volunteers, but the extensive time commitment has led to attrition to now only three active members (Several others do join the meetings at times, and we need to expand our number of volunteers)
b) We need to “streamline” the volunteer’ time requirement & clarify the “Roles & Responsibilities” in order to recruit more volunteers
c) The “Stakeholders” in serving our seniors are:

1. The Seniors

2. The Task Force

3. The Town

4. San Mateo County Library

5. Others?
4) The Key Stakeholders: (Seniors are described earlier) & their proposed role; a) The San Mateo Library System (& Atherton Library in particular):

Role: Provide a “Senior Communications Center in the Library & sponsor key educational programs.

1. The library is interested in creating a “Senior Information Center”

2. It already has a range of educational sessions focused on Senior - The challenge is how to move forward with the “Information Center” and how to better coordinate & publicize their Senor educational programs b) The Atherton Town Staff:

Role: Administratively support the 2025 Senior Support Vision - It will primarily require database (names, addresses, contact details, etc.) management, mailings and very limited procurement of services & products for specific Senior Programs & Seminars
- c) The Senior Task Force:

Role: Work closely with the designated staff at the library & town to:

1. Support & publicize the Library’s Senior Initiative

2. Identify and propose initiatives that serve a currently “Unmet Need” of Atherton’s seniors (Again, if there is an existing service available in the library system, or elsewhere locally) the Task Force will publicize it & not duplicate it The following is the essence of the proposed report to the Town Council - But it will require some $$ Costs & Time required estimates before the report is made
5) The 2025 Senior Task Force Proposed Plan: (i.e. Our “ask” of the library & Town) a) The Library:

1. Senior Information Center:

Create a Center in the Atherton Library as an initial model in San Mateo County based on the Senior Centers established by Alain Kleiman in Edison NJ “ Consider a senior space in your library. Allan Kleiman has been active in establishing such spaces. The space can be of most any size as long as it is attractive, inviting, and easily accessible for customers to come and go.

Allan stresses the importance of using movable furnishings, including display/face out shelving on wheels to better promote the collection. Comfortable seating that’s easy to get up from and tables with wheels make this a flexible area that customers can arrange for different purposes. You’ll want to move the large print materials close by and include public computers, a gaming/program space, and a notice board to highlight volunteer opportunities and community events.”

2. Continue & expand the “Older Adults Programs & Services” presently offered by the library;
a. Recent programs have been:
- Tech Skill Building
- Draw Together Silver Series
- Gem Painting
- Safe Driver Course
- Author Talks
- Mahjong
- Maker (print Holiday cards, etc.)
- Memoir (writing workshops)
- Balance (avoiding falling)
b. The Task Force recommends that they assist the library in identifying, sourcing and publicizing these Programs & Services for Atherton b) The Town of Atherton:

1. Create and manage the database of all stakeholders:
- Residents, vendors, suppliers, etc.

2. Coordinate the “outreach”, communications & particularly the mailings

3. Create an administrative mechanism for the Task Force to obtain outside services that have been authorized “in principle & budget” by the Council, but NOT finally approved until the Town staff authorized the expenditure
Item No. 2
Town of Atherton
CITY COUNCIL STAFF REPORT – STUDY SESSION
TO: HONORABLE MAYOR AND CITY COUNCIL

GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: DECEMBER 4, 2024
SUBJECT: PROVIDE FEEDBACK AND DIRECTION REGARDING THE

HOLBROOK-PALMER PARK PLAYGROUND IMPROVEMENTS

PROJECT

RECOMMENDATION
It is recommended that the Council provide feedback and direction to staff regarding the design direction for the Holbrook-Palmer Park Playground Project.

BACKGROUND
The City Council approved funding for the design of the Holbrook-Palmer Park Playground Improvements Project as part of the FY23-24 Capital Improvement Program, and subsequently approved a Task Order with Interwest Consulting Group for the design, construction management and inspection services for the playground replacement at Holbrook-Palmer Park. Staff and the Park and Recreation Committee (Committee) created a public outreach survey to solicit input on desired playground elements. The survey was opened for public input in December 2023 through January 2024. Results from the survey were presented to the Committee at their February 7, 2024, meeting. Responses were received from 123 individuals providing preferences for the elements to be incorporated in the replaced playground. Following overall presentation to the Committee, the Playground Subcommittee of the Park and Recreation Committee (Subcommittee) reviewed the results and worked with Staff and Interwest on a variety of possible configurations for the new playground including how those would maintain the character of the Park and be delivered within the $1 million budget. The Committee then approved two conceptual design alternatives to be presented to the public for review and feedback. An open house meeting was held at the HolbrookPalmer Park Playground on May 29, 2024, to present the conceptual designs to the public and receive feedback regarding the designs so a preferred alternative could be recommended to the City Council for final design.

Approximately 35 residents and park visitors attended the open house. The conceptual design visuals were presented on display boards and allowed participants to identify their preferred alternative as well as to provide feedback on specific elements in each concept. General feedback Holbrook-Palmer Park Playground
DECEMBER 4, 2024

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received was positive, with a preference towards what was Concept #2. There were comments asking for additional rubberized surfacing, in lieu of the engineered wood fiber, adding the fallen log feature from concept #1 into concept #2, amongst other general feedback.

Also, in attendance at the open house was Olenka Villarreal, from the Magical Bridge Foundation, who expressed an interest in working with the Town to develop a more inclusive playground that includes consideration of children and others with special needs. Following the open house, additional comments were received from the public regarding a desire for a Magical Bridge playground in Atherton, including the creation of a change.org petition.

Following the open house and summarization of feedback on the playground, Interwest met with the Subcommittee on Thursday, June 20th to discuss the results and possible changes to make the playground more accessible and inclusive. Staff along with Interwest and members of the Subcommittee also reached out to the Magical Bridge Foundation to get more information about how they operate and the types of playgrounds they create. Though most of their playgrounds are larger in scale, including Mitchell Park in Palo Alto and Red Morton Park in Redwood City, Magical Bridge has started development of some smaller scale projects, including one in Portola Valley (currently under design) and at CuriOdyssey in San Mateo, which has been completed.

Members of the Subcommittee visited some of the Magical Bridge playgrounds and the design team coordinated a virtual meeting with staff, the Subcommittee and Olenka Villarreal, on Thursday, June 20, 2024, to review what they do, the types of features they incorporate into their parks, and how they accommodate various needs in the playground. The Magical Bridge Foundation expressed a desire to work with the Town to redevelop the playground at HolbrookPlamer Park. The Magical Bridge Foundation provided a quote in the amount of $40,000 to develop a conceptual design for an inclusive playground at Holbrook-Palmer Park. At their July 3, 2024, meeting, the Committee had the opportunity to review a revised concept design and consider a recommendation to the City Council regarding a playground layout, a potential recommendation regarding a partnership with the Magical Bridge Foundation for a more inclusive design. Several members of the public expressed support for a partnership with the Magical Bridge Foundation. The Magical Bridge Foundation advised that they received a generous donation ($40,000) to support the development of a concept design for the Holbrook-Palmer Park Playground. The Committee deferred a recommendation to allow development of a generalized concept by the Magical Bridge Foundation.

A generalized concept developed by the Magical Bridge Foundation was presented to the Subcommittee, which provided feedback on the conceptual design. The Magical Bridge Foundation presented their initial conceptual layout for the Holbrook-Palmer Park playground to the full Committe at its September 4, 2024, Committee meeting. The conceptual layout showed a larger expansion of the playground area than that of the conventional design option. The Magical Bridge Foundation also suggested a potential partnership with the Town to solicit donations to fund the design and construction of a more inclusive design, totaling $3.5 million (including design development and other soft costs), more than the $1 million the Town had funded as part of the Capital Improvement Program. The overall construction cost was proposed at $3.3 million, including the Town’s approved construction budget of $1 million. PlayCore, the parent company of GameTime which had provided the Town with the conceptual designs of a conventional Holbrook-Palmer Park Playground
DECEMBER 4, 2024

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playground and several modifications presented to the Subcommittee also made a presentation regarding additional inclusivity options associated with more conventional style playgrounds.

Both options presented by the Magical Bridge Foundation and PlayCore were significantly above the funding allocated by the Town for construction.

Public comments similar to those received previously were made in support of a further partnership with Magical Bridge Foundation to fund the more inclusive option. Deliberation of the Committee included consideration of design options, how the design alternatives address input previously received from the public, additional amenities outlined in the Magical Bridge concept, potential impacts to general park use, the need for shade over the playground, size of the playground and associated expansion, improvement costs. The Committee allotted additional time for Magical Bridge to further develop a proposal for a potential partnership on playground development and for the subcommittee to review how accessibility might be improved in the conventional design option as well as to review the proposal from the Magical Bridge Foundation, once received.

ANALYSIS
The Committee, at its November 6, 2024, meeting, received a report from staff regarding a revised conventional layout that addressed comments and recommendations from the Subcommittee, which aligned with the allotted Capital budget for construction, as well as an overview of the Magical Bridge Foundation Proposal.

The Subcommittee also made a brief presentation regarding their evaluation of options and recommendations (presentation attached). The Subcommittee recommended the conventional design option predominantly related to how it addressed public input received through the survey, prior to participation by Magical Bridge, delivery timelines and budget certainty and reduced risks in project delivery. The Magical Bridge Foundation also had an opportunity to provide additional clarification regarding their proposal.

The Committee had an opportunity to ask questions and public input was solicited. Public comments were again made in support of the Magical Bridge option and opined to the Committee that they were choosing between two different visions of the park – one more conventional (past) and more inclusive (future) and that residents shouldn’t have to travel to another town for a more inclusive play experience.

Summary of playground options presented:

Conventional (see attachment):
• Reversal of current layout, placing tot play area (fenced) on the left side and older playa area on right
• Expansion of the play area by approximately 2,200 sf
• Mix of poured-in-place rubber and engineered wood fiber surfacing o Additional play poured in place surfacing was desired to extend throughout the tot area, but would exceed the budget, and an additional allocation would be needed Holbrook-Palmer Park Playground
DECEMBER 4, 2024

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• Play elements include slides (stairs), climbing structures, playhouse, spinners, swings, musical elements and sand play
o Though ADA compliant, would not be fully inclusive
• Fully expends Town’s construction budget of $1M
Magical Bridge (see attachments)
• Fully inclusive/accessible
• Expansion of play area by approximately by more that 50% • Poured-in-place (rubberized and/or cork) throughout for accessibility • Play elements include: ramped slides, swings, playhouse/stage, spinners, quiet zine, water play, recognition area
o Committee advised that water play features are finicky, difficult to maintain, ad should be revised to an alternate feature
o Would include additional community engagement during design development • Expands the construction budget to approximately $3.5M, with anticipation of community donations in the amount of $2.5M. Additional donations to support Magical Bridge Foundation efforts including design and other soft costs • Offered alternative delivery partnership options
Following public comment, the Committee unanimously recommended that the Town proceed with the conventional option, due to how it provided the desired play options requested/preferred by residents that responded to the public input survey, delivery timelines and budget certainty and reduced risks in project delivery. The Committee further recommended that both options be presented to the City Council for consideration and direction on the final design.

Following the Park and Recreation Committee meeting, the Magical Bridge Foundation reached out to staff regarding an alternate proposal which would fully fund the cost of the playground installation. The Park and Recreation Committee has not had an opportunity to have a meeting following receipt. The revised proposal includes the following revisions from the initial concept:
• Size/ footprint: base plan – shows a smaller footprint than the initial concept, approximately 8,600 SF, which is slightly smaller than the conventional design option • Community courtyard (optional), approximately 2,200 SF (10,800 SF total) in the event that there is donor and community support for this addition scope • Water feature removed to appease any concerns regarding ongoing maintenance o Alternative multigenerational and maintenance friendly sensory experiences incorporated (i.e., stone abacus, pleasant sounding, durable instruments, etc.) • Multigenerational fitness experiences added
• Relocation of spin and swing zones; increased variety of swinging options • Vertical climbers/ balance: this is provided throughout, including through the net spinner and hill climbing loops and mounds
The proposal includes community outreach to gather feedback from the community on the conceptual design, completion of design and construction documents in coordination of the Town and construction of the playground. Upon completion and acceptance, the playground would be donated to the Town.

Holbrook-Palmer Park Playground
DECEMBER 4, 2024

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Direction feedback and direction is requested from the Council regarding the preferred option of a conventional playground, funded by the Town, or a Magical Bridge playground, funded by the Magical Bridge Foundation through community donations.

FISCAL IMPACT
None at this time. Fiscal impact would be dependent on the option chosen and would range from expenditure of the full Capital Improvement program budget for the playground construction ($1 million), or a savings of construction allocation in the Capital Improvement Program budget – a limited in-kind contribution associated with plan reviews, permitting, inspection and other soft costs associated with the project would be needed.

GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area A – Maintain Fiscal Responsibility
• Goal Area B – Preserve Small Town Character and Quality of Life • Goal Area E – Strengthen Community Engagement and Transparency • Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned

POLICY FOCUS
The policy focus for this item is regarding Council direction regarding the type of playground desired at Holbrook-Palmer Park, potential acceptance of a donation to cover the costs of improvement.

COMMISSION/COMMITTEE FEEDBACK/REFERRAL
Park and Recreation Committee (meets each month)

ATTACHMENTS
Holbrook-Palmer Park Playground
DECEMBER 4, 2024

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Attachment 1 – Conventional playground concept and renderings Attachment 2 – Original Magical Bridge concept and boards Attachment 3 – Original Magical Bridge Proposal
Attachment 4 – Park and Recreation Playground Subcommittee Presentation November 6, 2024 Attachment 5 – Updated Magical Bridge Concept and Boards Attachment 6 – Updated Magical Bridge Proposal
Gate C E R T I F I E D 150 PlayCore Drive SE Fort Payne, AL 35967 www.gametime.com 1 4 0 0 1 CERTIFIED Representative
This play
equipment is recommended for children ages This drawing can be scaled only when in an 36" x 48" format Minimum Area Required: Scale: Drawing Name: Drawn By: Date: IMPORTANT: Soft resilient surfacing should be placed in the use zones of all equipment, as specified for each type of equipment, and at depths to meet the critical fall heights as specified by the U.S. consumer Product Safety Commission, ASTM standard F 1487 and Canadian Standard CAN/CSA-Z-614 Holbrook Palmer Park Atherton CA MRC ls af 10.30.24 113314-01-16 2-5 and 5-12 1" = 5'-0" TREE

Holbrook Palmer Park : A Magical Bridge Playground AUGUST- 2024 Draft Concept Plan Atherton, CA
2 Slide and Climb Zone
6 Hideaway Huts™ 7 Imagination Zone
1 Kindness Corner 3 Spin Zone 4 Swing And Sway Zone 5 Innovation Zone Spinning allows users to experience shifts in their
weight, develop depth perception, balance, and the
cause and effects of motion. Plus it is fun! These two
spinners offers many ways to engage.

This swing offers engagement opportunities for
everyone. Solo or groups, sitting, standing or
laying. Swinging also improves brain health and
development for everyone.

A place of sensory experimentation. Music
instruments and accessible raised pools with falling
water create a variety of soothing and playful water
sensory experiences.

The custom hut with tactile interiors offer quiet places to retreat and observe the action. Located near the
more active Slide and Climb and Spin Zones, this hut
provides an area of quiet observation before jumping
into the action.

This custom playhouse stage and amphitheater seating
provides an unforgettable scene for self-expression,
collaboration, and letting the imagination soar!
This zone features a turf hill with climbing features
and a variety of slides. Different slopes provide access at different challenge levels.

As you enter the play area, you are greeted by messages of kindness and inclusion as well as a comfortable place to sit. Hop aboard the Kindness Train and admire the
custom art pieces made by community members.
8 Tot Zone
Designed for younger visitors, the Tot Zone mimics the
other play areas in a scaled down version
so smaller bodies can challenge themselves
appropriately.
9 Community Courtyard
This gathering space encourages multi-generational
connections and activities with gathering tables,
sway bench swings, and fun games, to host fun and
educational activities for all ages and abilities.
4 3
5 1
9 8
7 2
0’ 10’ 20’ 40’
N
6 MAGICAL BRIDGE PLAYGROUND
Play Zones™ are the foundation of Magical Bridge, with each zone offering a variety of accessible play equipment at multiple challenge levels with unique benefits for all ages and abilities.

Slide and Climb Zone Spin Zone Swing and Sway Zone Tot Zone Holbrook Palmer Park : A Magical Bridge Playground AUGUST- 2024 Draft Concept Plan Atherton, CA

MAGICAL BRIDGE PLAYGROUND
Play Zones™ are the foundation of Magical Bridge, with each zone offering a variety of accessible play equipment at multiple challenge levels with unique benefits for all ages and abilities.

Kindness Corner
Hideaway Huts™ Innovation Zone Imagination Zone
Holbrook Palmer Park : A Magical Bridge Playground AUGUST- 2024 Draft Concept Plan Atherton, CA

MAGICAL BRIDGE PLAYGROUND
As a Magical Playground, you join a growing movement that celebrates inclusion for all ages and abilities. Together, we are setting a new standard for public playgrounds where everyone can play, explore, learn, and connect.

Community Courtyard and Inclusive Site Features
Holbrook Palmer Park : A Magical Bridge Playground AUGUST- 2024 Draft Concept Plan Atherton, CA
To: Town of Atherton
From: Magical Bridge Foundation
Subject: Proposal for Neighborhood Format Magical Bridge Playground at Holbrook Palmer Park Date: October 16, 2024

PROJECT OVERVIEW
Magical Bridge Foundation is pleased to submit this proposal for the development of a neighborhood format Magical Bridge Playground at Holbrook Palmer Park. This project will create an inclusive, multigenerational, and engaging public space, benefiting families and community members of all ages and abilities.

The project will be funded through a combination of a Town of Atherton contribution of up to $1 million and a Community Donation goal of $2.5 million, for a total funding goal of $3.5 million.

Magical Bridge will provide community engagement, fundraising, design services, and construction management support to ensure the project's success.

SERVICES PROVIDED

1. Community Engagement
Magical Bridge will lead community outreach efforts to gather feedback and inspire excitement around the playground. Community meetings, focus groups, and outreach events will run in parallel with fundraising efforts to ensure broad community participation. Magical Bridge will providing opportunities for public feedback during the concept development process, insuring feedback is gathered from community members of all ages and abilities. Magical Bridge will also support the Town in providing updates during the construction process.

2. Fundraising
Magical Bridge will oversee the fundraising campaign to secure a minimum Community Donation of $2.5 million. This will include:
• Developing and executing a targeted fundraising campaign that includes outreach to individual donors, corporate sponsors, and philanthropic foundations. • Managing donor cultivation, solicitation, and recognition programs. • Tracking and reporting on the fundraising progress to the Town of Atherton.

3. Design Services
Magical Bridge will provide comprehensive design services for the project, ensuring that the final design meets the needs of the community, conforms with Magical Bridge’s guidelines, and aligns with the total funding available. The design will prioritize accessibility, inclusivity, and play value, in keeping with the Magical Bridge philosophy. Magical Bridge’s design services will include:
• Community outreach (per #1 above)
• Concept development and incorporation of community feedback into the design. • Complete draft, permit, and bid construction drawing set and specifications for Town Staff to review and make final comments.
• Detailed engineers estimate of total cost of project.

Magical Bridge assumes the Town, or its appointed affiliate, will be responsible for the following tasks:
• Providing existing survey for use in project design.
• Posting bid specifications and plans to the Town of Atherton preferred bidding account. • Managing bid process and execution of Contract Services Agreement with all required documentation.
• Filing all labor compliance paperwork, as necessary.

4. Construction Management Support Services
Magical Bridge Foundation will offer the following support during the bidding and construction phase:
• Responding to any questions during bidding and preparing any required clarifications or addenda.
• Attendance at one bid review meeting.
• Quality control, play value, and safety review.
• Coordinating and conducting on-site preconstruction meeting with Town staff or Town’s appointed affiliate.
• Reviewing RFIs and responding to design-based questions relayed by Town staff or Town’s appointed affiliate.
• Reviewing RFIs and responding to submittals relayed by Town staff or Town’s appointed affiliate.
• Reviewing construction notes and attend bi-weekly meetings digitally. • Conduct 3 site visits for layout, equipment review, and punch list development.

Magical Bridge assumes the Town, or its appointed affiliate, will be responsible for the following tasks:
• Day to day site review.
• Reviewing submittals and payment requests.
• Responding to any RFI’s, relaying design-based questions to Magical Bridge. • Processing potential change orders.
• Providing final close-out project documentation.

FUNDRAISING PROCESS AND TOWN COMMITMENT
Magical Bridge will collect pledges toward the Community Donation goal of $2.5 million through its established fundraising channels. However, the Town of Atherton will not be financially committed to the project until the total pledge hurdle of $2.5 million is reached. This ensures that the project is fully funded before any town funds are obligated for construction.

Pledge Collection Process
• Pledge Collection: Magical Bridge will secure written pledges from donors to meet or exceed the $2.5 million Community Donation goal. A donor tracking system will be used to monitor the total amount of pledges and contributions received, ensuring transparency and accuracy. • Pledges will be considered secured only when donors have committed in writing, with clear timelines for payment.
• Pledge Hurdle: The Town of Atherton's financial commitment will only take effect once the $2.5 million in Community Donations is fully pledged. Should the pledge hurdle not be met within the project timeline laid out below, both Magical Bridge and the Town of Atherton may mutually agree to either:
o Extend the pledge hurdle deadline.
o Implement value engineering measures to align the project’s design with the total funds pledged at the time.
• Final Commitment: Upon reaching the pledge hurdle, Magical Bridge will provide confirmation to the Town of Atherton and initiate the pledge fulfillment process.

Collection and Holding of Community Donation
• Pledge Fulfillment: Donors will be asked to fulfill their pledges in accordance with the terms outlined in their agreements. Magical Bridge will send reminders and follow up with donors to ensure timely collection of pledged amounts.
• Donation Methods: Magical Bridge will accept payments in various forms, including donation of stocks and donation from Donor Advised Funds, to facilitate ease of giving. • Magical Bridge will maintain its tax exempt 501(c)(3) status. • All funds raised by Magical Bridge for the Project will be deposited into a restricted account, solely designated for the project. Magical Bridge will manage the restricted account in compliance with all applicable legal and nonprofit financial management standards. • Funds from this account will be used exclusively for the playground design, construction, and associated costs.

Donor Information and Acknowledgements
Magical Bridge will establish a donor recognition system to acknowledge contributions at various levels, including potential naming rights or on-site Kindness Wall tiles subject to the Town’s approval. As a 501(c)(3) organization, Magical Bridge will provide tax receipts to donors for their contributions.

Fee Deductions and Transfer of Funds
Deduction of Fees: Upon reaching the $2.5 million donation goal, Magical Bridge will deduct the following fees from the total before transferring funds to the Town:
• Community Engagement, Trademark, Design Licensing, and Fundraising: $100,000 • Design Services and Construction Management: $200,000 Net Transfer: A minimum of $2.2 million will be transferred to the Town of Atherton for the construction of the playground prior to the award of any construction contracts. Magical Bridge will provide a clear record of all fees and transfers to ensure transparency.

Ongoing Pledge Management: Should there be any outstanding pledges still being fulfilled after the initial transfer of funds, Magical Bridge will continue to manage the collection of these funds and transfer them to the Town as they are received. The Town will restrict the use of these excess funds for maintaining and operating the project.

PROJECT TIMELINE
Below is the projected timeline for the project. Note that community engagement and fundraising efforts will run in parallel to ensure the efficient use of time and resources.

Milestone Estimated Timeline
Proposal Approval November 2024
Community Engagement Begins December 2024
Fundraising Campaign Launch December 2024
Design Concept Development January – March 2025
Fundraising Hurdle Reached April 2024
Town Commitment Confirmed June 2025
Pledge Fulfillment June – September 2025
Construction Documents and Permitting July – September 2025 Net Community Donation Transfer to Town September 2025
Bid Award/ Construction Commencement October 2025
Playground Opening Q1 2026
Excess Community Donation Transfer to
Town
Within 5 days of playground opening

FINANCIAL SUMMARY (ESTIMATED)
Total Project Cost: $3.5 million
Town Contribution: Not to exceed $1 million
Community Donation Goal: $2.5 million
Community Engagement, Trademark, Design Licensing, and Fundraising: $100,000 (deducted from Community Donation)
Design Services and Construction Management: $200,000 (deducted from Community Donation) Net Funds Transferred to Town from Community Donation: $2.2M (see Appendix for two options for managing the Community Donation funds and construction process) Magical Bridge Foundation is excited to partner with the Town of Atherton to create a unique, inclusive play space at Holbrook Palmer Park. Our experience in playground design, community engagement, and fundraising ensures that this project will be a success, fostering a space where everyone can experience the joy of play. We look forward to your consideration of this proposal and working together to bring this vision to life.

APPENDIX A: OPTIONS FOR MANAGING THE COMMUNITY DONATION FUNDS AND

CONSTRUCTION PROCESS FOR THE MAGICAL BRIDGE PLAYGROUND AT HOLBROOK-PALMER PARK
Option 1: Town Bids Full Construction
• The Town of Atherton would handle the entire construction process by bidding out all construction services under one contract.
• Once the construction contract is awarded, Magical Bridge will transfer the full net Community Donation (after deducting fees) to the Town.
• The Town will oversee and manage all aspects of construction using the transferred funds, ensuring the project is completed per the awarded contract.

Option 2: Magical Bridge Retains General Contractor
• Magical Bridge would retain a general contractor to manage the construction; all warranties would be assigned to the Town.
• The Town of Atherton would only be obligated for the procurement and funding for equipment and its installation.
• In this scenario, Magical Bridge would directly fund the general contractor's expenses from the Community Donation.
• After covering general contractor costs, Magical Bridge would transfer the remaining net amount of the Community Donation to the Town for equipment and installation procurement, which would be funded via a combination of the Town Contribution and a portion of the Community Donation.

Playground
Subcommittee Report
and Recommendation
Park and Recreation Committee
November 6, 2024
Current Playground Proposals
• Two Options Under Consideration
• Standard/Conventional
• Budget constrained and within budget ($1M)
• Meets ADA and general code requirements
• Conceptual design completed
• Slightly enlarges current playground footprint by 35% • Responsive to community survey priorities
• Magical Bridge
• Inclusive design
• Relies on donations for funding (Project Estimate +/- $3.5M) • Partially responsive to community survey priorities
• Initial proposal increases playground footprint by >50% • Community engagement/outreach needed to confirm features and layout • Well-known local brand
2 Concerns
• Standard/Conventional
• Accessible, but not all abilities • Increasing accessibility is higher cost and reduces equipment number and types • Magical Bridge
• Reinitiates public engagement in design
• Budget • Costs are less well known
• Specialized equipment is higher cost, takes longer to procure, and replacement parts may be difficult to obtain • Relies on donor support and fundraising
• Revenue • Ability to raise funds
• If bids are higher than $3.2M, additional funds are needed or design needs to be scaled back • Pledged donations may not be fulfilled, fundraising may fall short, and/or take longer than expected • All abilities playground requires trade-off with Atherton community preferences • Slides rated highest in “fun” - Fewer slide types – straight only, no spiral, no high slides • Sand play area rated third highest in “fun” – not compatible • Vertical climbers and balance features rated fourth and fifth, respectively – limited options • Overhead climbers rated sixth – not compatible
• Strong brand and larger playground
• Attracts more park visitors
3 Proposal Comparisons
4 Standard Magical Bridge
Within Budget Yes Yes (with private fundraising)
Expected Completion Time Summer 2025 1st Quarter 2026
Responsive to Community
Feedback
Yes Partial
All Abilities ADA compliant Yes
Project Risks Lower Higher
Playground area
(Existing: 6,800 sq ft)
9,175 sq ft 10,600 sq ft
Adds More Shade Yes Expected
Subcommittee Recommendations
• Subcommittee recommends standard proposal
• Proposal a better fit with resident and current park user preferences • More certainty in project funding and cost
• Expected to be completed sooner
• Adds accessibility improvements
• Select add alternate if more improvement desired
• Not expected to attract as many visitors as Magical Bridge brand • Current parking has limited capacity with little league and venue events • Lower ongoing maintenance with less specialized equipment 5 Holbrook Palmer Park : A Magical Bridge Playground DECEMBER 2024 Concept Plan Atherton, CA
0’ 10’ 20’ 40’
N
2 Slide and Climb Zone
6 Hideaway Huts™ 7 Imagination Zone
1 Kindness Corner 3 Spin Zone 4 Swing And Sway Zone 5 Sensory Zone The motion of spinning improves balance, depth
perception and offers critical feedback for those with
excessive energy needs (like ADD or ADHD). The two
(2) spinners proposed allow for group experiences
for children and adults alike.

Swinging benefits everyone and even reduces
memory loss in older adults. It offers profound
impact to our brains, no matter our age, which is
why we feature a variety of ways to swing in this
space: sitting, standing, solo and group.

Engage your senses with accessible musical
instruments and captivating visual displays. This
space invites soothing exploration through sound,
touch, and color for all ages and abilities.

These innovative custom huts are a hallmark of
Magical Bridge designs, in their recognition that
some guests benefit from places to retreat from
active play and spend some time in a sensory-free
area. Each wooden hut is hand crafted and created
to reflect the playground’s aesthetics.

A modest-size stage awaits all who wish to
experience pretend play, huddle to read stories or
enjoy community music and connections. A gathering
space to make new friends and meet your neighbors
too.

This zone features a turf hill with climbing features
and a variety of slides. Different slopes provide access at different challenge levels.

Slide & Climb Zone Spin Zone Swing and Sway Zone
Swing & Sway Zone
Holbrook Palmer Park : A Magical Bridge Playground DECEMBER 2024 Concept Images Atherton, CA

Imagination Zone Site Features
Fitness & Fun
Sensory Zone
Hideaway Huts TM
Kidness Corner
Holbrook Palmer Park : A Magical Bridge Playground DECEMBER 2024 Concept Plan Atherton, CA
0’ 10’ 20’ 40’
N
2 Slide and Climb Zone
6 Hideaway Huts™ 7 Imagination Zone
1 Kindness Corner 3 Spin Zone 4 Swing And Sway Zone 5 Sensory Zone The motion of spinning improves balance, depth
perception and offers critical feedback for those with
excessive energy needs (like ADD or ADHD). The two
(2) spinners proposed allow for group experiences
for children and adults alike.

Engage your senses with accessible musical
instruments and captivating visual displays. This
space invites soothing exploration through sound,
touch, and color for all ages and abilities.

A modest-size stage awaits all who wish to
experience pretend play, huddle to read stories or
enjoy community music and connections. A gathering
space to make new friends and meet your neighbors
too.

This zone features a turf hill with climbing features
and a variety of slides. Different slopes provide access at different challenge levels.

Words of kindness and inclusion greet visitors as they
enter this playground. This space will offer a beautiful seating area with welcoming words and custom art,
which your community input will help shape (one idea:
“hop aboard the kindness train” as a way to honor
Atherton’s train heritage)
8 Fitness & Fun
Visitors can enjoy pull-up bars and other fitnessfocused equipment to encourage movement and healthy living for all ages
3 4
5 1
7 2
6 8
Holbrook Palmer Park : A Magical Bridge Playground DECEMBER 2024 Concept Plan Atherton, CA
2 Slide and Climb Zone
6 Hideaway Huts™ 7 Imagination Zone
1 Kindness Corner 3 Spin Zone 4 Swing And Sway Zone 5 Sensory Zone The motion of spinning improves balance, depth
perception and offers critical feedback for those with
excessive energy needs (like ADD or ADHD). The two
(2) spinners proposed allow for group experiences
for children and adults alike.

Engage your senses with accessible musical
instruments and captivating visual displays. This
space invites soothing exploration through sound,
touch, and color for all ages and abilities.

A modest-size stage awaits all who wish to
experience pretend play, huddle to read stories or
enjoy community music and connections. A gathering
space to make new friends and meet your neighbors
too.

This zone features a turf hill with climbing features
and a variety of slides. Different slopes provide access at different challenge levels.

Words of kindness and inclusion greet visitors as they
enter this playground. This space will offer a beautiful seating area with welcoming words and custom art,
which your community input will help shape (one idea:
“hop aboard the kindness train” as a way to honor
Atherton’s train heritage)
8 Fitness & Fun
Visitors can enjoy pull-up bars and other fitnessfocused equipment to encourage movement and healthy living for all ages
9 Community Courtyard
This gathering space encourages multi-generational
connections and activities with gathering tables,
sway bench swings, and fun games, to host fun and
educational activities for all ages and abilities.
3 4
5 1
9 7
2 0’ 10’ 20’ 40’
N
6 8
Holbrook Palmer Park : A Magical Bridge Playground DECEMBER 2024 Concept Images Atherton, CA

Community Courtyard Community Courtyard
Memorandum of Understanding Between the Town of Atherton and Magical Bridge Foundation for the Donation of a Small Format Magical Bridge Playground This Memorandum of Understanding (MOU) is entered into on this [Insert Date], by and between the Town of Atherton (hereinafter referred to as “Town”) and Magical Bridge Foundation (hereinafter referred to as “Magical Bridge”).

1. Purpose
This MOU outlines the responsibilities and commitments of the Town and Magical Bridge for community outreach, design, development, and delivery of a small-format Magical Bridge Playground (the “Project”) at Holbrook Palmer Park.

2. Overview of Responsibilities
Magical Bridge will be responsible for community outreach, design, engineering, construction, and installation of the Project, including all associated costs. The Project will:
• Be fully funded by donations raised by Magical Bridge, with an estimated total cost of $2.2 million.
• Comply with all applicable laws, regulations, and Town approval requirements. • Be donated as a gift to the Town upon completion of construction and acceptance by the Town.

3. Scope of Services by Magical Bridge
Magical Bridge will oversee the following aspects of the Project:

3.1 Design Process
A. Conceptual Design Development: A conceptual design plan has been prepared, reflecting community feedback and priorities.

B. Community Outreach: Magical Bridge – in collaboration with Town, will solicit and conduct public engagement on concept design, insuring feedback is gathered from community members of all ages and abilities.

C. Final Conceptual Plan and Cost Estimate: Magical Bridge will develop and submit a final conceptual design plan – incorporating community feedback, and a detailed cost estimate to the Town for review and approval.

D. Construction Document Development: Upon approval of the conceptual design, Magical Bridge will prepare construction documents for the Project. Construction documents will be submitted for Town review and approval at 30%, 60%, and 90% completion stages, along with updated cost estimates at each stage.

3.2 Project Development
A. Upon final approval of the construction documents, Magical Bridge will proceed with the construction and installation of the Project.

B. Magical Bridge will be responsible for construction and will select and secure all contractors and sub-contractors. The contractor making the improvements shall possess a valid Town business license during period of construction, and shall comply will all Town Municipal Codes and regulations relating to and governing construction within the Town.

3.3 Compliance and Oversight
A. Magical Bridge will ensure the Project complies with all applicable laws, codes, and regulations.

B. The Town will have the right to inspect the Project at any time during development to ensure conformance with the approved construction documents.

4. Town Responsibilities
The Town will review and approve all design submittals, including:
• Final conceptual plan and cost estimate.
• Construction documents at 30%, 60%, and 90% completion stages. • The Town will review and approve the selected construction team to ensure qualifications and compliance with applicable standards.
• The Town will have the right to conduct periodic inspections during construction to confirm alignment with the approved plans.

5. Funding
Magical Bridge will raise all funds necessary for the design, development, and delivery of the Project.
• Donations will be managed by Magical Bridge and used exclusively for the Project. • Magical Bridge will provide proof of funds for the completion of the project prior to the start of construction.
• The Town will not bear any financial responsibility for the Project.

6. Estimated Project Timeline
Magical Bridge and the Town will work collaboratively to establish a detailed timeline for the Project, with the goal of completing the playground by the end of 2025.

Town of Atherton
By: _______________________________
Name:

Title:

Date: _____________________________
Magical Bridge Foundation
By: _______________________________
Name:

Title:

Date: _____________________________

Atherton City CouncilDecember 4, 2024

Atherton City Council
December 4, 2024