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Home My WebLink About03-08-2016 Parks & Recreation Commission Minutes City of Saratoga Parks and Recreation Commission Regular Meeting MINUTES DATE: Tuesday, March 8, 2016 TIME: 6:30 p.m. – 9:00 p.m. LOCATION: Administrative Conference Room 13777 Fruitvale Avenue Saratoga, CA 95070 Call to Order 6:35 Present: Ping Li, Renee Paquier, Rick Pearce, Terry Ward, Pallavi Sharma Absent : Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on March 3, 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: January 12, 2016 -COMMISSIONER PAQUIER GAVE MOTION TO APPROVE -COMMISSIONER WARD GAVE SECOND MOTION -APPROVED 4-0-1 (SHARMA ABSENT) 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 released in November. The City resent the survey to the general public in January and has received an additional 87 responses for a total of 140. Commissioners plan to provide hard copies of survey at Blossom Festival on March 19th, future Quarry events, and at assigned parks. Action: Discuss sample already received and next steps. - Commissioner Sharma arrived during the discussion of this item. She recommended that the Commission should end the survey by April. - Based on survey feedback about the effectiveness of median banners, Commissioners discussed the possibility of using the median banners to advertise the Let’s Work Volunteer Program beginning next fiscal year. Commissioners also explored the possibility of using West Valley College Electronic Banner - Also based on survey feedback, Commissioners discussed the need to create a reservation policy for the Quarry that is similar to the other City reservations for parks. Commissioners will work more closely with Recreation staff on this item. 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 will 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. The March 5th event was canceled due to weather. The next two events scheduled will take place on April 9th and June 7th. Action: Commissioner Li to discuss details of events. - Commissioner Li discussed that the next events will focus on new broom growth in the closed upper trail area of the park. 3. Movie Night Issue: In past years prior to 2013, the PRC hosted one outdoor movie per year that took place in September at Wildwood Park. In 2013, as a result of Council direction, the PRC piloted a 3- outdoor movie series at El Quito Park. The movie series attracted approximately 150 attendees at each event and Commissioner Paquier obtained donations from Gene’s Market, Starbucks, and Action Day Care. At its November 12, 2013 meeting, Commissioners Paquier, Pearce, and Ward volunteered to coordinate the Summer Movie Night series for 2014. The Summer Movie Night series in 2014 and 2015 included more public outreach, including median banners at the 7 designated sections in Saratoga. The movie series for both years was sponsored by Roku. This year the City will be hosting movie nights again in June, July and August. Roku has confirmed it will not be sponsoring Saratoga Movie Nights. The Commission will need to decide whether to solicit for new sponsors. Attached is the list of movies for summer 2016. Action: PRC to select movies for Summer Movie Night 2016. - Commissioners selected the following options for movies this summer: - June 17th Minions Peanuts Inside Out Shawn the Sheep (Terry/Pallavi) - July 15th Good Dinosaur (Rick) - August 19th Star Wars (Renee) Renee will help all months Potential Donors Intero PRTM Physical Therapy Fabrice Rockich Purchase from Gene’s Rose’s Donut Starbucks 4. Event Updates: Action: Discuss recent and upcoming events America in Bloom - Commissioner Sharma reported that Saratoga will be participating again this year. New Business 5. Welcome Packets for Real Estate Agents about City Parks Issue: The Commissioners would like to discuss the idea of providing brochures to real estate agents that contain information about City parks and recreational activities. Action: Discuss and determine next steps - Commissioners will talk to real estate agents about what they may need. Ideas include: o Parks information, City activities 6. Joint Meeting with City Council/Work Plan Issue: The Commissioners will be meeting with the City Council on March 16th to discuss the 2016 Workplan. The City Council will talk to Commissioners about what they would like the PRC to focus on this year and would like to hear from the Commissioner the future goals. Action: Discuss and determine Work Plan 2016 goals. - Commissioners discussed which topics to present at Joint Meeting with City Council. 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- not present Paquier El Quito, Gardner- fine but will revisit after storms Pearce Bell Grove, Congress Springs, Ravenwood- looks fine will look after storms Sharma Beauchamp, Brookglen- Ward Azule, Kevin Moran Agenda Items for May Meeting Park Signage/Reservation Policy at Quarry Brochure Finalize plans movie night Phase 2 for parks Council Joint Meeting Review Adjourned 8:00 p.m. - Commissioner Sharma motioned to adjourn. - Commissioner Ward gave second motion. - Approved 5-0-0 Respectfully Submitted: Mainini Cabute Public Works- Management Analyst II