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HomeMy WebLinkAbout01-12-2016 Parks & Recreation Commission Minutes City of Saratoga Parks and Recreation Commission Regular Meeting MINUTES DATE: Tuesday, January 12, 2016 TIME: 6:30 p.m. – 9:00 p.m. LOCATION: Administrative Conference Room 13777 Fruitvale Avenue Saratoga, CA 95070 Call to Order Present: Ping Li, Renee Paquier, Rick Pearce, Pallavi Sharma, Terry Ward Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on January 6, 2016. 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. - No communications from the public Approval of Draft Parks and Recreation Commission (PRC) Minutes: November 10, 2015 -COMMISSIONER SHARMA GAVE MOTION TO APPROVE -COMMISSIONER WARD GAVE SECOND MOTION -APPROVED 4-0-1 Old Business: 1. Community Feedback/ survey Issue: Commissioners Pearce and Sharma recently completed their Community Feedback Survey that asks residents if they have attended PRC events, which ones they have enjoyed and what type of events they would like offered in the future. The community feedback/ survey will help the development of the future City Parks Welcome Packets/Brochures. The survey has been distributed via Facebook, Nextdoor, and City website news: https://www.surveymonkey.com/r/PRC2015Survey. According to Commissioner Pearce, the City received 53 responses immediately after the survey release. The City resent the survey to the general public and is hoping to receive at least 100 responses by January 31st. Action: Discuss sample already received and next steps. - The commissioners discussed the survey responses and future plans to obtain more responses. They agreed to hand out paper surveys at future events such as Let’s Work, the Blossom Festival, Movie Night and conducting surveys of park visitors at their designated parks. 2. Volunteer Work at Quarry Issue: Commissioner Ping Li worked closely with City staff to develop a volunteer program at the Quarry Park. The first event took place on May 9, 2015 at 9 a.m. City staff purchased tools, including 7 extractigators for volunteers to use during the event. Commissioner Li organized events on December 12th and January 9th. 65 Action: Commissioner Li to provide event summary. 3. Nesting Box Issue: In past years, the PRC and Audubon Society worked together to place nesting boxes in the City’s parks and open spaces for Saratoga cavity nesting birds and train volunteers to monitor the boxes. Beginning in 2013, the City started working with West Valley Parks Management Department to clean out the nesting boxes. The Commission should discuss whether they would like to continue working with the West Valley Parks Management team to continue monitoring the nesting boxes in the spring of 2016. Action: Discuss whether the PRC would like to continue the nesting box activity. - The commissioners discussed continuing to coordinate with West Valley Parks Management to check the nesting boxes. The commissioners may decide to engage community members in the future but will maintain status quo this year. 3. Reservation Policy for the Saratoga Quarry Issue: The City would like to allow the general public the ability to reserve picnic and/or recreational areas at the new Saratoga Quarry Park for private events in the near future. The Director of public works would like assistance from the Parks and Recreation Commission to draft a reservation policy that is comparable to other parks in Santa Clara County. At the November 2015 meeting, both Commissioner Paquier and Commissioner Ward volunteered to research policies used by other local agencies. Action: Discuss and determine next steps. - The commissioners suggested that public works install signs at the park that states where people can reserve for parties or events. The sign should also provide information about park rules and regulations. The commissioners noted that other parks do not require reserved parking because there is street parking available. Reservation process should inform registrants that there is limited parking. The upper level parking should also be available for large parties. 4. Event Updates: Action: Discuss recent and upcoming events - The commissioners discussed America in Bloom, the Blossom Festival and Movie Nights. New Business 5. Election of Chair and Vice Chair Issue: The terms of the current Chair and Vice Chair has expired and the Commission is required to elect a new Chair and Vice Chair. Action: The PRC will elect a new Chair and Vice Chair, whose terms will begin at the January 2016 PRC meeting. - Commissioner Paquier motioned Pearce as Chair and Ward gave 2nd - Commissioner Paquier motioned Sharma as Vice Chair and Ward gave 2nd -Commissioner approved 5-0 Commissioner & Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) Commissioner Park Li Wildwood, Foothill Paquier El Quito, Gardner Pearce Bell Grove, Congress Springs, Ravenwood Sharma Beauchamp, Brookglen Ward Azule, Kevin Moran Agenda Items for Next Meeting Recognize Recreation Group with all successful programs Saratoga Move Nights America in Bloom Welcome Packet- for Real Estate Agents? Adjournment Respectfully Submitted: Mainini Cabute Public Works- Management Analyst II