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Home My WebLink About07-08-2008 PRC Agenda Packet City of Saratoga Parks and Recreation Commission AGENDA DATE: Tuesday, July 8, 2008 TIME: 6:30 p.m. – 8:30 p.m. LOCATION: Saratoga City Hall Planning Conference Room 13777 Fruitvale Avenue Saratoga, CA 95070 Call to Order Roll Call: Chair Thomas Soukup, Vice Chair Vita Bruno, Commissioners Katherine Forte, Denise Goldberg, Lerry Wilson Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on July 1, 2008. Accept Agenda Items: No additional items may be added pursuant to Government Code Section 54954.2. Oral & Written Communication: Any member of the public may address the Commission about any matter not on the agenda for this meeting for up three minutes. Commissioners may not comment on the matter, but may choose to place the topic on a future agenda. Approval of Draft Minutes: Draft Parks and Recreation Commission Minutes for May 13, 2008. Reports: (This section is informational only; no actions will be taken.) 1. John Cherbone, Director of Public Works 2. Michael Taylor, Director of Recreation & Facilities 3. Denise Goldberg, Pedestrian, Equestrian, and Bicycle Trails Advisory Committee 4. Crystal Morrow, Staff Liaison Old Business: 5. FY 2008/09 Park & Trail Capital Improvement Plan Issue: Council has directed the Parks and Recreation Commission to provide a recommendation on the prioritization of FY 2008/09 park and trail capital improvement projects. Projects have been added since the last Parks and Recreation Commission meeting. Action: Parks and Recreation Commission will prioritize the list of FY 2008/09 park and trail projects and share recommendation with the City Council. New Business: 6. Ravenwood Park Playground Equipment Issue: The playground equipment at Ravenwood Park is scheduled to be replaced in the next year; the Parks and Recreation Commission has requested a review of the various designs and public comment on the design options. Action: Parks and Recreation Commission will review playground equipment designs and make a recommendation to staff on design selection. 7. Report on Recreation Strategic Plan Issue: During the May 2008 Parks and Recreation Commission meeting, the group requested more information regarding the Recreation Strategic Plan. Action: No action necessary. 8. Report on Quito Park Picnic Area Issue: During the May 2008 Parks and Recreation Commission meeting, the group requested more information regarding planned improvements to the Quito Park Picnic Area. Action: No action necessary. 9. North Campus Naming Process Issue: The Council has directed the Parks and Recreation Commission to lead a public process to name the North Campus. Action: Parks and Recreation Commission to begin planning the public process to name the North Campus. Agenda Items for Next Meeting—Tuesday, September 9, 2008 Adjournment In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability- related modification or accommodation to participate in this meeting, please contact the City Clerk’s Office at 408.868.1269 or ctclerk@saratoga.ca.us. Requests must be made as early as possible and at least one full business day before the start of the meeting. Certificate of Posting of Agenda: I, Crystal Morrow, Administrative Analyst II for the City of Saratoga, declare that the foregoing agenda for the meeting of the Parks and Recreation Commission of the City of Saratoga was posted on July 1, 2008 at the office of the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us. City of Saratoga Parks and Recreation Commission ACTION MINUTES DATE: Tuesday, May 13, 2008 TIME: 6:30 p.m. LOCATION: Saratoga City Hall Planning Conference Room 13777 Fruitvale Avenue Saratoga, CA 95070 Call to Order: Meeting called to order at 6:34 p.m. by Staff Liaison Crystal Morrow Roll Call: Commissioners Vita Bruno, Katherine Forte, Denise Goldberg, Thomas Soukup, Lerry Wilson Absent: None Staff: Public Works Director John Cherbone, Recreation Director Michael Taylor, Administrative Analyst Crystal Morrow Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on May 8, 2008. Oral & Written Communication: Any member of the public may address the Commission about any matter not on the agenda for this meeting for up three minutes. Commissioners may not comment on the matter, but may choose to place the topic on a future agenda. ~ No oral communications ~ - Commission reviewed written communication from Betty Peck and asked staff to contact Mrs. Peck to get more information about her request to have the Parks and Recreation Commission identify new locations for community gardens. - Bruno asked to have the matter added to a later agenda and also asked the Commission to discuss a survey done in 2005 Approval of Draft Minutes: Draft Parks and Recreation Commission Minutes for March 11, 2008. - SOUKUP: MOVED TO APPROVE - BRUNO: SECOND - APPROVED: 5-0 Reports: (This section is informational only; no actions will be taken.) 1. John Cherbone, Director of Public Works - Reported that there may be opportunities for the PRC to conduct public meetings on matters related to park improvements. Cherbone said he would confirm with the PRC on those opportunities. 2. Michael Taylor, Director of Recreation & Facilities - Recreation Coordinator position has been vacant for past 2 months and Account Clerk out on medical leave, which has left the Department shorthanded. - Recreation has been doing a lot of online surveys with positive results. - Council approved demolition of the 2 front buildings at North Campus (Sanctuary & Education buildings), because they are unusable. Buildings to be replaced with landscaping and grassy area. - Renovations at Fellowship Hall have started, expecting completion in mid-November. - Youth Commission meets same night as PRC, they have 13 members that are from the middle and high schools in the area. 3. Denise Goldberg, Pedestrian, Equestrian, and Bicycle Trails Advisory Committee - Parker Ranch work days are done, the volunteers were able to complete 95% of work intended to be completed. - The PEBTAC reviewed bicycle facilities map at the last meeting. The PEBTAC was opposed to removing Highway 9, Mt. Eden, and Pierce Road from bicycle trails map. - Cherbone commented that the City Attorney is reviewing liability issues and the issue may go to City Council Closed Session before any decisions are made. 4. Crystal Morrow, Staff Liaison - PRC workshop was on April 12, 2008 - Calabazas Creek Picnic Area opening held on May 6, 2008 - PRC parks tour on May 7, 2008 Old Business: No old business New Business: 5. Appoint Chair and Vice Chair Issue: Parks and Recreation Commission does not currently have a Chair or Vice Chair. According to the City of Saratoga Municipal Code, all Commissions are required to have a Chair. Action: Parks and Recreation Commission will select Chair and Vice Chair. - FORTE: MOVED TO ACCEPT SOUKUP AS CHAIR AND BRUNO AS VICE CHAIR - GOLDBERG: SECOND - APPROVED: 5-0 6. Naming Application for Saratoga Community Center Issue: On April 30, 2008, the City of Saratoga received an application from the Committee to Honor Joan Pisani to name the Saratoga Community Center the Joan Pisani Community Center. Per the City’s policy on facility naming, the PRC is to review the application and make a recommendation to the City Council. Action: Parks and Recreation Commission will make a recommendation. - Presentation from Committee to Honor Joan Pisani - GOLDBERG: MOVED TO RECOMMEND APPROVAL OF THE NAMING APPLICATION - BRUNO: SECOND - APPROVED: 5-0 7. FY 2008/09 Park & Trail Capital Improvement Plan Issue: Council has directed the Parks and Recreation Commission and Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) to provide a recommendation on the prioritization of FY 2008/09 park and trail capital improvement projects. Action: Parks and Recreation Commission and PEBTAC will prioritize the list of FY 2008/09 park and trail projects and share recommendation with the City Council. - Members of PRC ranked projects and staff calculated project rankings. RECOMMENDED PRIORITIZATION: 1. Park Restroom Improvement Work 2. Lower Tank Trail (Parker Ranch) Repair Project 3. Village Creek Trail 4. De Anza Trail Phase II 5. Petanque Court at Azule Park 6. Heritage Orchard Monument Sign 8. Development of Parks and Recreation Commission Work Plan Issue: Parks and Recreation Commission has been assigned a number of work items and does not currently have a timeline to address these items. Action: Parks and Recreation Commission will prepare and adopt a work plan for the next year. - Staff reviewed work items assigned by Council and those suggested at the Parks Tour and during the May 13, 2008 PRC meeting - Commission assigned work items to each meeting until March 2009. - GOLDBERG: MOVED TO APPROVE SCHEDULE SHOWN BELOW - FORTE: SECOND - APPROVED: 5-0 July 2008 Report on Recreation Master Plan - What role can PRC play in development & implementation of Master Plan? Report on Quito Park picnic area improvements Review Ravenwood Park play equipment designs Begin planning for North Campus naming process September 2008 Continue discussion on North Campus naming process Discuss community gardens & opportunities to develop new gardens Review and discuss 2005 Recreation Survey - Determine if new survey is needed - Identify opportunities for PRC to stay in touch with community Start discussion on Saratoga Parks Preservation and Field Use Initiative - PRC to identify process for addressing underlying issues in Saratoga Parks Preservation & Field Use Initiative November 2008 Meeting rescheduled to November 18, 2008. Joint Meeting with PEBTAC Discuss opportunities for a Fun Run Continue discussion on Saratoga Parks Preservation and Field Use Initiative Complete North Campus naming process Continue discussion on community gardens, if necessary January 2009 Continue discussion on Saratoga Parks Preservation and Field Use Initiative Continue discussion on 2005 Survey, if necessary March 2009 Joint Meeting with Youth Commission - Park and recreation priorities of Saratoga youth 9. Preparation for the City Council Joint Meeting Issue: Parks and Recreation Commission is scheduled for a Joint Meeting with the Council on June 4, 2008. Action: Parks and Recreation Commission will determine how the work plan will be presented and identify discussion topics for the Joint Meeting. - PRC discussed how work plan would be presented and questions the Commission wanted to ask during the City Council Joint Meeting - Main goals to be presented: Naming North Campus, Saratoga Parks Preservation and Field Use Initiative, continued improvements to Parks and Recreation - Questions for Council: Does the Council have an interest in having the PRC review and update the Parks & Trail Master Plan? - BRUNO: MOVED TO APPROVE PRESENTATION PLAN - GOLDBERG: SECOND - APPROVED: 5-0 Agenda Items for Next Meeting—Tuesday, July 8, 2008 Report on Recreation Master Plan - What role can PRC play in development & implementation of Master Plan? Report on Quito Park picnic area improvements Review Ravenwood Park play equipment designs - PRC to post signs at park before meeting Begin planning for North Campus naming process Adjournment: - FORTE: MOVED TO ADJOURN MEETING - BRUNO: SECOND - APPROVED: 5-0 Meeting adjourned at 9:11 p.m. Minutes submitted by: Crystal Morrow, Administrative Analyst II City Manager’s Office, City of Saratoga City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: July 8, 2008 Parks and Recreation Commission Meeting Subject: Item 5: FY 2008/09 Park & Trail Capital Improvement Plan On July 19, 2008, the Saratoga City Council will be holding a study session on capital improvements. The study session will take place from 10:00 a.m. to 4:00 p.m. at the North Campus located at 19848 Prospect Road in Saratoga. During the study session, the Council will be prioritizing parks and trail capital projects. At the last Parks and Recreation Commission Meeting in May 2008, the Commission made prioritization recommendations to the Council. Since that meeting, pending capital projects that have been unfunded in past years have been added to the list. The Council has requested that the Parks and Recreation Commission review the list again and make a recommendation that includes the added projects. -1 - City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: July 8, 2008 Parks and Recreation Commission Meeting Subject: Item 6: Ravenwood Park Playground Equipment During the May 2008 Parks and Recreation Commission Meeting, the Commission requested that staff report on plans to replace the playground equipment at Ravenwood Park. The Commission indicated an interest in reviewing the design options for the new equipment and allowing the public to share comments on these designs. Ravenwood Park is approximately half an acre in size and is located at 13830 Ravenwood Drive. The park features benches, a drinking fountain, and a small tot play area. The park is used primarily by the immediate neighborhood. This is one of the last parks to receive upgrades. Work on the park is anticipated to take place during the winter, when weather limits use of the park and funding is available for park improvements. Improvements will include new play equipment that fully complies with American Disabilities Act requirements, installation of a new sand pit, and replacement of sand around play equipment with fibar—blended wood fibers that help cushion the ground in outdoor play areas. Outside playground design companies have provided staff with several design options. These options received by staff will be presented during the Parks and Recreation Commission meeting. Staff will be seeking input from the Commission and public about preferred design elements and will use the input to finalize the design and associated costs for park renovations. -1 - City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: July 8, 2008 Parks and Recreation Commission Meeting Subject: Item 7: Report on Recreation Strategic Plan As part of the “Preparing the Next Generation” effort by the City Managers Department of the League of California Cities, the City Managers Associations of Santa Clara and San Mateo counties sponsor a Management Talent Exchange Program (MTEP) for aspiring managers. Program participants are placed in a talent pool and matched with positions in other local government agencies. Program participants work with another agency for three months while receiving their regular salary from their home agency. Last year, Saratoga enjoyed the services of John Berggren of the Santa Clara Valley Water District as a participant in the program. As his assignment through the MTEP, John assisted the Recreation Department with the development of a strategic plan. The goals and objectives for the effort were as follows: 1. Conduct an internal program assessment to evaluate current programs, activities and related departmental business practices. 2. Assist Director in development of organizational goals and objectives for the Department including Mission, Vision and Values. 3. Conduct an external program assessment to identify customer satisfaction and needs, stakeholder input, program offerings of comparator agencies and competitors, and potential partnering opportunities. 4. Compile observations and findings resulting from internal and external assessment. 5. Prepare a strategic planning document that outlines department programs and services, future goals and objectives, and action plans for accomplishing established goals. As part of the internal assessment work, each staff member from the department was interviewed regarding: their respective job responsibilities; understanding of the department Mission, Vision and Values; and personal insights on organizational Strengths, Weaknesses, Opportunities, and Threats (SWOT). Staff also completed a survey developed by the National Institute of Technology (NIST) to assess individual perceptions regarding the effectiveness of the organization. This information was used both for the current effort and as a base line measurement in determining the effectiveness of continuous improvement efforts that will -1 - be undertaken in the Department. Several improvement opportunities were identified and many are currently being pursued. Analysis of programs is also ongoing - evaluating the various classes and distribution of class types for the respective target groups, and the systems and processes currently in place to support department responsibilities. Draft Strategic Goals and Objectives for the department were developed based on the Mission, Vision and Values statements. The goals and objectives will serve as a guide for continuous improvement efforts in each service area of the department, including: Recreational Services, Teen Services, Community Facilities (rentals), and Facility Maintenance. -2 - City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: July 8, 2008 Parks and Recreation Commission Meeting Subject: Item 8: Report on Quito Park Picnic Area During the May 2008 Parks and Recreation Commission Meeting, the Commission asked staff to provide a report on anticipated improvements to the El Quito Park Picnic Area. El Quito Park is located at 12855 Paseo Presada. The park is 6.3 acres in size and features a picnic area with a barbeque that can be reserved, a children’s play area, a sand volleyball court, a baseball/soccer field, three horseshoe pits, community garden, and a par course. The picnic area is situated on the southwest side of the park, near the playground and horseshoe pits. Currently, several trees in the area are lifting the asphalt and have caused damage to the picnic area. Before improvements can be made, everything in the picnic area will be removed. Improvements will include new asphalt, benches made of recycled lumber, and an enhanced irrigation system. Additionally, new trees will be planted to replace those currently located in the picnic area. Work is expected to take place during the winter, when use of the park typically slows. -1 - City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: July 8, 2008 Parks and Recreation Commission Meeting Subject: Item 9: North Campus Naming Process Among the work items assigned to the Parks and Recreation Commission is the naming of the North Campus. The Council has directed the Commission to lead a public process to name this city facility. Formerly the Grace United Methodist Church, the North Campus, located at 19848 Prospect Road, was purchased by the City in 2002. There are currently four buildings on the 2.6 acre site. Two of the buildings, the Classroom Building and the Sanctuary Building, will be demolished later this year and replaced with park-like landscaping. The 2,760 square foot Administration Building has already been remodeled and is regularly used for recreational programs and public rentals. Fellowship Hall is also undergoing improvements and is expected to be completed by next year. Improvements to this 3,290 square foot multipurpose building will include a new floor, HVAC system, kitchen, fireplace, lighting, and fully accessible bathrooms. Earlier this year, the Council adopted a facility naming policy, Resolution 08-009, that serves as a guide in the naming of City parks or buildings. The criteria for naming City-owned land and facilities is attached. The Council has requested the Commission to develop a process to: 1. Solicit proposed names for the North Campus facility; 2. Establish criteria for evaluating naming proposals; 3. Select the top 3-5 names based on evaluation criteria; 4. Present recommended names to the City Council for final decision. Attachments: - Resolution 08-099, City Policy Pertaining to Naming City-owned Land and Facilities -1 - CITY OF SARATOGA REVIEW OF APPLICATION FOR NAMING OR RENAMING CITY-OWNED LAND(S) OR FACILITY(IES) Applicant’s Name: Mailing Address: Email: Phone: Naming/ Renaming Information for City-owned Land or Facility: Suggested Name: Location of Site or Facility: Does this pertain to only a portion of the site or facility? Yes No If yes, portion suggested for naming/ renaming: Please indicate which criteria below you feel were met in the application and provide a brief description of how the application meets this criteria (attach additional sheets if necessary): For Site(s) or Facility(ies) that DO NOT Currently Have a Name: Yes No The name preserves the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facility is located, or for the City as a whole. The land, facility, or the money for its purchase, construction, renovation or maintenance was donated by the individual, family or organization. An in-kind contribution or service of major and lasting significance was made to the acquisition of the land, facility, or the planning, development, construction, renovation or maintenance of a facility. The name recognizes a benefactor organization, group or business that contributed to the site or facility. The name recognizes a current or former employee who has: (check at least 3 criteria below) Made contributions over and above the normal duties required by his/her job; Had a positive impact on the past and future development of programs or facilities in the City of Saratoga; Made significant volunteer contributions to the community outside the scope of his/her job; Had exceptionally long tenure with the City of Saratoga (i.e. over 25 years); Significant public support for a memorial to the employee on the occasion of his/her death or retirement. For Site(s) or Facilit(ies) that Currently DO Have a Name: Yes No The individual, family or organization the applicant would like to name a site or facility after has made lasting and significant contributions to the protection of natural or cultural resources of the City. The individual, family or organization the applicant would like to name a site or facility after has made lasting and significant contributions to the protection of natural or cultural resources of the City. The individual, family or organization the applicant would like to name a site or facility after has made substantial contributions to the betterment of a specific facility or park consistent with the established standards for the facility. The individual, family or organization the applicant would like to name a site or facility after has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City. Please add comments related to this application. Reviewer ________________________________________ Date: _____________________ Please Print Name