Item No. 7
Town of Atherton
CITY COUNCIL STAFF REPORT - REGULAR AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: FEBRUARY 19, 2025
SUBJECT: PROVIDE FEEDBACK AND DIRECTION REGARDING THE
ATHERTON LIBRARY CHILDREN’S GARDEN PROJECT
RECOMMENDATION
It is recommended that the Council provide feedback and direction to staff regarding the Atheron Library Children’s Garden design and the potential for the Town to provide assistance through construction including management and oversight of the bidding process and construction management and inspection services for the project.
BACKGROUND
The Town and the San Mateo County Libraries (SMCL) Governing Board approved the use of restricted library funds for an Atherton Library Children’s Garden and project management in 2024. SMCL contracted with Miller Company Landscape Architects (Miller) to reimagine the space behind the Atherton Library to provide a developmentally appropriate outdoor learning environment for young children and their families to connect with and explore nature through open-ended play.
The garden design was developed after a community engagement process, which included input from the Atherton community and the Friends of the Atherton Library. Input was gathered by holding a series of public workshops and collecting comments on-site by leaving the design presentation boards up in the library so that people who weren’t present at the community meetings could leave feedback.
In addition to the public workshops and feedback, SMCL coordinated with the Friends of the Atherton Library (Friends) and adjacent property owners regarding the input received and improvement concepts and ideas. Through this engagement process, Miller developed conceptual designs that incorporated the feedback and input from the Friends, neighbors, and community stakeholders.
ANALYSIS
Atherton Library Children’s Garden
February 19, 2025
The reimagined 6,500 square foot garden will complement the existing mature redwood trees, incorporating a whimsical willow hut, boulder mound, natural branch tunnel, and an accessible tree house structure that will invite social interaction and imaginative play. The design provides for full accessibility throughout. A new ramp with handrails connects the existing northwest paved pathway to the existing deck area. New paving will provide an extended area adjacent to the library staff room and replace the existing decomposed granite paving that is currently degrading the building’s siding. Community members will navigate through the ground level garden area on an accessible engineered wood fiber pathway system that connects the various elements. The garden will have native plantings throughout, adapted to grow in the context of the existing Redwood trees and be placed away from existing Oak trees. All new plants will be irrigated with a drip system.
The design is approximately 90% complete and prior to finalization, SMCL is seeking Council feedback on the project design and layout. Following Council feedback, the design team will prepare plans for submittal to Planning for review and for any variances (fence height, structure location [setbacks from property lines and existing buildings], height, etc.) that may be required for project approval, then to the Building Department for any required building permits. The design team and SMCL are finalizing some details regarding operational aspects, including hours, security (with PD), and fence height and access type from the Ashfield Road side of the garden.
Under the Library JPA Agreement, San Mateo County Libraries is responsible for library operations including staffing, services and programs, collections, furniture, fixtures and equipment, etc. Member cities are responsible for maintenance and repair, which includes utilities, janitorial, facility improvement costs including capital projects, etc. Library restricted funds may be used for these items.
The preliminary construction cost estimate for the project is approximately $415,000, not including contingencies, construction management and inspection services. Actual prices will be determined based on contractor bids obtained through a competitive process. Funds for the project are allocated through the Library JPA as part of the restricted funds approval process.
SMCL is seeking Town support to assist in bidding the project and for construction management and inspection (CM&I) services. Staff solicited a proposal from Interwest Consulting Group for CM&I services for the project. The estimated cost of CM&I services is approximately $60,000.
Restricted funds would support these services.
FISCAL IMPACT
None at this time, however, next steps would incur additional costs.
Project construction costs, including CM&I would be funded through SMCL library restricted funds as noted above – approximately $415k for construction (market dependent) and $60k for construction management and inspection.
Atherton Library Children’s Garden
February 19, 2025
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area B – Preserve Small Town Character and Quality of Life • Goal Area C – Create and Expand the Town Center/Library • Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned
POLICY ISSUES
The policy focus for this item is regarding Council direction regarding the proposed children’s garden at the Atherton Library and Town assistance in implementation.
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 item 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 District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item ____ has or X has not been before a Town Committee or Commission. ____ Audit/Finance Committee (meets every other month)
____ Bicycle/Pedestrian Committee (meets as needed)
____ Civic Center Advisory Committee (meets as needed)
____ Environmental Programs Committee (meets every other month) ____ Park and Recreation Committee (meets each month)
____ Planning Commission (meets each month)
____ Rail Committee (meets every other month)
____ Transportation Committee (meets every other month)
ATTACHMENT
Attachment 1 – Project Layout and images
Attachment 2 – Construction cost estimate