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HomeMy WebLinkAbout06-07-1999 Park and Recreation Commission Minutes Saratoga Parks and Recreation Commission Meeting Administrative Offices, 13777 Fruitvale Avenue, Saratoga June 7, 1999 7:30 p.m. Action Minutes I. Call to Order The meeting was called to order at 7:32 p.m. II. Roll Call Commissioners Present: Alberts, Clabeaux, Ioannou, Olsen, Whitney Commissioners Absent: Friedrich, Swan Others Present: Joan hsani, David Mooney, Irene Jacobs III. Report on Posting of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on June 4, 1999. IV. Approval of Minutes of May 3, 1999 Meeting: Commissioner Whitney made a motion to approve the minutes of May 3, 1999 with the following corrections. Item 7B should read," Dave Mooney stated that if the field was altered for cricket use at Quito, it would become unsafe for other uses." Item 7e should read Rosemary Woodward and Item 7I should read PG& E rather than PI&E. Commissioner Alberts seconded the motion and the motion carried. (4/0) Administration: · Dave Mooney of the Public Works Department distributed a revised report on the Parks after having prioritized the projects as had been requested by the Commission. · A financial report compiled by the Administrative Services Director, Mary Jo Walker, was distributed to Commissioners for clarification on the status of the Park Development Fund. There had been some question recently from A1 Roten, of the Finance Advisory Commission and member of the Azule Neighborhood Association, as to the time frame in which the City was able to spend the funds. In essence, the report showed that the City was not in any danger of loosing any of the funding at this time. Oral & Written Communication: All written communications were included in the packet. No oral communications at this time. VI. Old Business: Commissioner Clabeaux made a presentation to the rest of the Commission regarding the process that she and her colleague, Commissioner Ioannou had taken to assist in the selection of a vendor for the play equipment at Kevin Moran and Gardiner Parks. She reported that the equipment would cost the city $115,330 for both sites and that the cost for the surfacing materials that would consist of both "pour in Place" and a sand combination was being quoted as costing $27, 325 for both sites. Commissioners Clabeaux and Ioannou reviewed the visual displays of the equipment for the project with the Commission. There was discussion among the Commission regarding the project. Commissioner Alberts made a motion to accept the proposed plans and the proposed vendor. Staff should be instructed to request proposals from vendors for the architectural designs of the project prior to receiving input form the surrounding neighbors. Commissioner Whitney seconded the motion and the motion carried. (4/0) There was discussion regarding the Restrooms at Wildwood Park and the progress regarding the project. Staff reported to the Commission that the Public Works Department had gone to bid for the construction of the restrooms at the park but that the bids for the installation of the restrooms had come in higher than expected. The City's former Parks Superintendent had proposed that the city utilize a turn-key vendors for the replacement of the restrooms. It was decided at that time that this process would be taken because it would be the most cost affective way. What was discovered once the bids were received one week prior to the Parks and Recreation Commission meeting, was that the bids were higher than expected because normally the only profit that is accounted for in the bid is that if the contractor. With a turn-key operation, both the vendor and the contractor are accounting for their profits in the bid price. As a result, the Public Works staff and the City Manager had recommended to explore other opportunities. Their rational was that if the turn-key opportunities that had been explored earlier in order to reduce costs were not going to achieve that goal, then the city might as well look into traditional architectural designs and construction if the restrooms were going to cost the city the same amount of money. This way, the city would not have to settle for a less attractive product as would have been the case with the turn-key operation. The Commission was disappointed with the delay of the progress of the project and the increased costs associated with the project. Several Commissioners also voiced their anger and disappointment that City staff had decided to explore other opportunities without receiving the permission of the Parks and Recreation Commission. Staff reminded the Commission of their role as an advisory board and staff's role as implementing the project. Some Commissioners still voiced their disappointment and felt that the situation had been handled very poorly. VII. New Business: A. Commissioner Olsen recused herself from the discussion regarding the playfields. Commissioner Whitney was asked to chair the meeting. There was discussion among the Commission regarding the upcoming meeting with the City Council on the 8th of June where the civic hub idea would be discussed. The general consensus from Commissioners was that regardless of what happened with the civic hub, something needed to be done regarding the playfields situation and that it should not be delayed for any project. Commissioner Ioannou made a motion to recommend to the City Council to continue to allocate the original figure of one million dollars to playfield renovation. Commissioner Clabeaux seconded and the motion carried. (4/0) B. Commissioner Whitney then stepped down from her role as chair of the meeting and Commissioner Olsen resumed her role. The commission then heard from some residents who reside in the Mt. Eden Estates development area who were present at the meeting to share some concerns they had concerning the trails in the area. The neighbors present at the meeting submitted a memo to the Commission with several questions related to the trails. The majority of the neighbor's concerns revolved around the esthetic appearance of the trails and liability regarding the use of the trails. It was decided that staff return to the Commission with answers to some of the questions that had been asked by the residents since several of the individuals involved with trail work from the Commission and from staff were not present at the meeting. VIII. Reports: City Hall Update: The City Manager's Office will be recruiting for two new analysts to fill the positions that have been vacant for some time. We hope to get some new staff on board by late August or early September. Recreation Department Status Report: Joan gives update on various Recreation activities. In addition she had just received a cost analysis from Anderson Brule regarding the Community Center. The costs had come back much higher than expected. IX. Adjournment Commissioner Whitney made a motion to adjourn the meeting and Commissioner Alberts seconded the motion. The motion carried and the meeting was adjourned at 10:3 5 (4/0) Prepared By: