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Home My WebLink About05-10-2016 Parks & Recreation Commission Minutes City of Saratoga Parks and Recreation Commission Regular Meeting Minutes DATE: Tuesday, May 10, 2016 TIME: 6:30 p.m. – 9:00 p.m. LOCATION: Administrative Conference Room 13777 Fruitvale Avenue Saratoga, CA 95070 Call to Order - 6:33 pm Present: Pearce, Sharma, Li, Paquier, Ward Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on May 4, 2016. Accept Agenda Items: No additional items may be added pursuant to Government Code Section 54954.2. Oral & Written Communication: No communications from the public Approval of Draft Parks and Recreation Commission (PRC) March 8 Minutes: • Commissioner Paquier gave motion to approve • Commissioner Ward gave second motion • Approved 5-0 Old Business: 1. Community Feedback/ survey Issue: Commissioners planned to conduct community surveys at the Blossom Festival on March 19th, and also discussed conducting survey at future events. Action: Discuss survey experience at Blossom Festival and next steps. As of tonight’s meeting, there are 159 responses to the PRC survey, including 17 that were collected from the Blossom Festival that have not been inputted yet. The commission decided to keep it open until after June’s “Movie Night,” where commissioners will seek more input from residents. Afterwards, Chair Pearce and Commissioner Sharma will enter the data, analyze the results, draft an executive summary, share it with the Commission at the July meeting and then, upon feedback, submit it to City Council. Commissioner Paquier suggested providing an incentive for filling out the survey, in hopes of increasing the number. Commissioner Pearce recommended bringing multiple clipboards (3 to 9), so participants can complete the survey before the movie begins. An extra table may be needed. 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 for April 9th, May 7th and June 4th. Events are dependent on weather. Action: Commissioner Li to discuss details of events. The April Let’s Work event was rained out. For the May event, no one showed up. Also, the tool shed was locked. Commissioner Li and other commissioners now have the lock code. Li would like the PRC to improve its promotion tactics for Let’s Work by advertising through various websites such as Nextdoor, Facebook, MeetUp, and Saratoga News. Also, Li plans to reach out to the Boy Scouts again. The next event is in June, followed by a hiatus until September. The PRC was informed that the Let’s Work banners will be paid for by Public Works in next FY year’s budget. The banners can be utilized in the city’s medians. Li plans to meet with the Recreation Intern to design the banner. 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 and the June event will be hosted by Intero. July and August may have other sponsors. Below are the movie details for this summer: • Cost for sponsors: $4500 - $1500/night • June 17th Minions (Pallavi/Ping/Renee/ Rick (maybe) • July 15th Star Wars (Terry) • August 19th Good Dinosaur (Renee) Action: PRC to discuss details of upcoming Summer Movie Night 2016—specifically, who will pick up donated items and which commissioners will be able to help at events. The lead sponsor for the June 17 Movie Night will be Intero. Also confirmed sponsors for June 17 are Gene’s Fine Foods, Primary Plus, and Rose’s Doughnuts (Pearce). Starbucks is expected to confirm (Paquier). As for lead sponsors for the other two movie nights, Paquier will look into PRTM and Pearce will seek out Bill Gorman. The Commission recommended a packet be created for potential sponsors and a certificate for past sponsors. The face painter/balloon lady is confirmed to appear at all three movie nights. Also, • Ask WVC and the Saratoga Library if they’d like to participate at Movie Night. PRC can provide tables. • PRC is seeking volunteers to assist with passing out food. 4. Event Updates Action: Discuss recent and upcoming events Delete from future agendas. 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 specific information to include in the brochure and the purpose of the brochure. Brochure can be placed on a City webpage as a pdf and anyone can upload the file for their distribution. The PRC tri-panel pamphlet should include upcoming PRC sponsored events (i.e., Movie Nights, Let’s Work!) and information about city parks. 6. Phase 2, Park Signage, & Reservation Policy at Quarry Park Issue: Commissioners requested more information about the status of park signage and reservation policy at Quarry Park. Action: Commissioners will receive an update from staff on phase 2 of Quarry Park and the reservation policy. Li and Paquier will schedule a meeting with Councilmember Miller to discuss Phase 2 of Quarry Park. 7. Joint Meeting with City Council/Work Plan Issue: The Commissioners met with City Council on March 16th to discuss the 2016 Work Plan. Action: Discuss 2016 Work Plan based on discussion at Joint Council Meeting. PRC would like an update about the West Valley College partnership with the Park Management department’s nesting boxes project. The last correspondence occurred in January 2016. Commissioner & Staff Reports The City Council will be honoring Parks and Recreation (P&R) Month at their July 6 meeting. Every year, P&R Month takes place in July. Council has asked PRC to be present and accept the proclamation (Pearce, Paquier, Ward expect to be there). Commissioner Park Li Wildwood, Foothill (Li noted that the tire swing at Wildwood was fixed; staff informed PRC that there was a hole in the stage (WW) caused by a fallen tree branch.) Paquier El Quito, Gardner (Paquier would like an assement of the impact of the grass from the rain) Pearce Bell Grove, Congress Springs, Ravenwood Sharma Beauchamp, Brookglen (water fountain was broken but now fixed) Ward Azule, Kevin Moran New Business - Agenda Items for Next Meeting Commission would like to add “Age Friendly Parks” to September agenda. Adjournment 8:20pm Respectfully Submitted: Adam Henig Recreation Supervisor