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HomeMy WebLinkAbout07-12-2022 PRC Agenda Packet 1 City of Saratoga Parks and Recreation Commission Regular Meeting Agenda DATE: Tuesday, July 12, 2022 TIME: 6:30 p.m. LOCATION: Via Zoom only Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19 This meeting will be entirely by teleconference. All Parks & Recreation Commission members, staff, and public will only participate via the Zoom platform using the process described below. The meeting is being conducted in compliance with the Governor’s Executive Order N‐29‐20 suspending certain teleconference rules required by the Ralph M. Brown Act. The purpose of this order was to provide the safest environment for the public, elected officials, and staff while allowing for continued operation of the government and public participation during the COVID‐19 pandemic. Members of the public can observe and participate in the meeting by: 1. Using the Zoom website at 2. https://us02web.zoom.us/j/84091857373 or App Webinar ID: 840 9185 7373 and using the tool to raise their hand in the Zoom platform when directed by the Chair to speak on an agenda item; OR 3. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID: 840 9185 7373 and pressing *9 to raise their hand to speak on an agenda item when directed by the Chair. The public will not be able to participate in the meeting in person. As always, members of the public can send written comments to the Commission prior to the meeting by commenting online at www.saratoga.ca.us/prc prior to the start of the meeting. These emails will be provided to the members of the Commission and will become part of the official record of the meeting. During the meeting the Chair will explain the process for members of the public to be recognized to offer public comment. In accordance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting due to a disability, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. 2 Call to Order Roll Call: Chair Renee Paquier, Commissioner Anna Huang, Commissioner Nimisha Mahuvakar, Commissioner Badri Sridharan and Commissioner Michelle Wang Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on July 7, 2022. 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 Parks and Recreation Commission Draft Minutes: 05-10-2022 Draft Minutes Agenda: 1. Movie Night and July 4th Follow-up Issue: Discuss events Action: Information only 2. Next Drone Video Project Issue: Choose a park for next video project Action: Recommend a park 3. Beauchamps Park Playground Replacement Project Update Issue: Project update Action: Information only 4. Update on Historical Plaque Program Issue: Update on progress of the Historical Plaque Program Action: No action, information only 5. Workplan & Community Engagement Brainstorming Issue: Discuss ideas on the current workplan Action: Make recommendation PRC Work Plan 2022-2023 Commissioner and Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) Commissioner Park Sridharan Wildwood, Foothill, Quarry Huang El Quito, Gardiner 3 Mahuvakar Bell Grove, Congress Springs, Ravenwood Paquier Beauchamp, Brookglen Wang Azule, Kevin Moran, Friendship Park Upcoming Dates • July Movie Night – Friday, July 15, 2022 • August Movie Night – Friday, August 19, 2022 Agenda Items for Next Meeting September 13, 2022 • 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, contact Kristin Borel at 408.868.1296 or kborel@saratoga.ca.us. Requests must be made as early as possible and at least one full business day before the start of the meeting. Parks and Recreation Commission Agenda Note: In accordance with the Ralph M. Brown Act, copies of the staff reports, and other materials provided to the Parks and Recreation Commission by City staff in connection with this agenda are available at the office of the City Manager at 13777 Fruitvale Avenue, Saratoga, California 95070. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Manager at the time they are distributed to the Parks and Recreation Commission. Certificate of Posting of Agenda: I, Kristin Borel, Public Works Analyst 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 7, 2022 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, www.saratoga.ca.us/prc 1 Draft Minutes 05-10-2022 City of Saratoga Parks and Recreation Commission Regular Meeting Draft Minutes DATE: Tuesday, May 10, 2022 TIME: 6:30 p.m. LOCATION: Via Zoom Call to Order: Chair Paquier called the virtual Regular Session to order at 6:35 p.m. via teleconferencing through Zoom. Prior to Roll Call, the Chair and Staff Liaison explained that the meeting was conducted pursuant to provisions of the Brown Act and a recent Executive Order issued by the Governor to facilitate teleconferencing to reduce the risk of COVID-19 transmission at public meetings. Ordinarily the Brown Act sets strict rules for teleconferencing. The Governor’s Executive Order has suspended those rules. The Executive Order does require that public agencies continue to notice meetings in advance and provide members of the public an opportunity to observe the meeting and offer public comment. The Commission met all of the applicable notice requirements and the public is welcome to participate in this meeting. Information on how the public can observe the meeting and provide public comment was also shared. Additionally, the Chair explained that votes would be taken through roll call. Roll Call: Chair Renee Paquier, Vice Chair Huang, Commissioner Sridharan and Commissioner Wang. Absent: Commissioner Mahuvakar and Commissioner Wang. Also in attendance was Kristin Borel, Staff Liaison, and Crystal Bothelio, Assistant City Manager. (All appearing via Teleconference) Staff Liaison, Kristin Borel confirmed all the Commission members could hear the meeting proceedings and no doubts were expressed regarding the identities of the individuals representing themselves as Parks and Recreation Commissioners. Report on Posting of the Agenda: Kristin Borel reported that the Agenda for this meeting was properly posted on May 3, 2022 Oral & Written Communication No oral or written communication. Approval of Parks and Recreation Commission Draft Minutes: Commissioner /Sridharan/Huang moved to Approve the Parks and Recreation Minutes for the Regular Meeting on March 8, 2022. Passed by a verbal roll call: Ayes: Huang, Paquier and Sridharan. Noes: None. Abstain: None. Absent: Mahuvakar, Wang. 2 Draft Minutes 05-10-2022 Agenda: 1. Resource Table Discussion Crystal Bothelio, Assistant City Manager discussed the PRC Resource table for City events. The City has purchased tablecloths and materials for the resource table and asked for the Commission’s input on give aways. Choices included pens, coloring books, hacky sacs or sticky note pads. Commissioner /Sridharan/Huang moved to Recommend the coloring book for the PRC resource table. Passed by a verbal roll call: Ayes: Huang, Mahuvakar, Paquier and Sridharan. Noes: None. Abstain: None. Absent: Wang. Commissioner Mahuvakar arrived at the Zoom meeting at 6:45 Chair Paquier invited any public comments on this item. There were no speakers. 2. Drone Video Project for El Quito Park Adam Xu from Saratoga High School Video Club showed the second draft of the video he made for El Quito Park. At the January PRC meeting the Commissioners all made suggestions to the first draft which were addressed in this version. The Commission remarked that the video was professionally done. The only change to the draft video is to add a list of amenities available at El Quito Park. Commissioner /Paquier/Mahuvakar moved to Approve Draft video with the addition of a list of park amenities. Passed by a verbal roll call: Ayes: Huang, Mahuvakar, Paquier and Sridharan. Noes: None. Abstain: None. Absent: Wang. Chair Paquier invited any public comments on this item. There were no speakers. 3. Beauchamps Park Playground Replacement Project Staff gave a brief overview of the progress of this project to date. Neighbors of the project requested that the height of the equipment be lowered due to line-of-sight concerns. The colors of the project were also muted to blend into the surrounding area more naturally. The Commission reviewed the redesigned plan and was glad that the neighborhood was happy with the redesign. Commissioner /Huang/Mahuvakar moved to Approve the redesigned plan for the Beauchamps Park Playground Replacement Project. Passed by a verbal roll call: Ayes: Huang, Mahuvakar, Paquier and Sridharan. Noes: None. Abstain: None. Absent: Wang. Chair Paquier invited any public comments on this item. There were no speakers. 4. Oral Communications Letter for Discussion The Commission discussed the letter from the staff at “The Inn at Saratoga” requesting improvements at Wildwood Park. The listed items would be considered with the exception of lighting, when the Masterplan for Wildwood Park is developed. Staff will contact the Inn to see if they are interested in funding some of the project suggestions. 3 Draft Minutes 05-10-2022 Chair Paquier invited any public comments on this item. There were no speakers. 5. Update on Historical Plaque Program There is no update because the Heritage Preservation Commission has not started working on this project. Chair Paquier invited any public comments on this item. There were no speakers. 6. Workplan & Community Engagement Brainstorming The Commission reviewed the 2022-2023 PRC Workplan and made suggestions on moving forward. Commissioner Mahuvakar suggested looking into a planting event involving the Boy Scouts and Commissioner Sridaran indicated that he would also like to participate on this project. As part of the “Age Friendly Community”, Chair Paquier would like to coordinate with the Saratoga Senior Center to show movies this fall and highlight the new drone video of El Quito Park. Staff will work with the Commissioners on these projects and will report back at the next meeting. Chair Paquier invited any public comments on this item. There were no speakers. 7. Equity in Parks It was decided by the Commission to table this item until the City Council gives the Commission direction on this topic. They will continue to consider equity when evaluating projects and ideas. Chair Paquier invited any public comments on this item. There were no speakers. 8. Lets Work! Update Commissioner Huang reported on the success of this years “Let’s Work!” project. The event runs from November to April and has had over 70 volunteers who have removed invasive species from Quarry Park. Chair Paquier invited any public comments on this item. There were no speakers. 9. Next Meeting Date The Commission discussed possibly changing the date of the next PRC meeting because one of the commissioners cannot attend the meeting. Since the rest of the Commission will be available, it was decided to keep the July 12 meeting schedule. Chair Paquier invited any public comments on this item. There were no speakers. 4 Draft Minutes 05-10-2022 Commissioner and Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) Commissioner Park Sridharan Wildwood, Foothill, Quarry Huang El Quito, Gardiner Mahuvakar Bell Grove, Congress Springs, Ravenwood Paquier Beauchamp, Brookglen Wang Azule, Kevin Moran, Friendship Park Agenda Items for Next Meeting July 12, 2022 • Beauchamps Park playground replacement project update • Update on Historic Plaque program • Work Plan Project Updates • June Movie Night Update • Next Drone Video Project Adjournment Commissioners Mahuvakar/Huang move to Adjourn the meeting at 8:17p.m. Ayes: Huang, Mahuvakar, Paquier and Sridharan. Noes: None. Abstain: None. Absent: Wang. 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, contact Kristin Borel at 408.868.1296 or kborel@saratoga.ca.us. Requests must be made as early as possible and at least one full business day before the start of the meeting. Parks and Recreation Commission Agenda Note: In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Parks and Recreation Commission by City staff in connection with this agenda are available at the office of the City Manager at 13777 Fruitvale Avenue, Saratoga, California 95070. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Manager at the time they are distributed to the Parks and Recreation Commission. Certificate of Posting of Agenda: I, Kristin Borel, Public Works Analyst 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 May 3, 2022 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. FISCAL YEAR 2022/2023 PARKS & RECREATION COMMISSION WORK PLAN 1. Movie Night The goal is to build stronger community relations between the City of Saratoga and the community and gathering residents by hosting events at City parks. The Commission will continue to support outdoor the Movie Night series by hosting a resource table to engage with residents and promote City objectives. 2. Age Friendly Communities The goal is to provide inclusive, age-friendly opportunities for equitable access to parks. This is accomplished by creating virtual park drone videos for less mobile residents, and by organizing afternoon movies at the Civic Theater (the movies have been on hold due to Covid). 3. Let’s Work Volunteer Program The goal is to continue promoting a healthy lifestyle and engage community members about parks and trails in Saratoga. This is accomplished by organizing a volunteer program at Quarry Park which removes invasive species and helps the City advance its effort to promote and extend the existing trail system. 4. Historic Plaque Program for City Parks The goal of this program is to create plaques for City parks which describes local history or relevant information of the area. The Commission will work with the Historical Preservation Commission to research park locations and local history. 5. Let’s Walk and Let’s Hike The goal is to continue promoting a healthy lifestyle and engaging community members about new parks and trails in Saratoga. The Commission will organize walks and hikes in parks and on city trails. 6. Let’s Create The goal is to promote and highlight our city parks and trails through creative opportunities. Possible ideas include sponsoring a photo contest or art project relating to city parks. The Commission would like to partner with other Commissions or groups such as the Youth Commission, Art Commission, Senior Center, or Library. 7. Community Outreach Attend and volunteer for City of Saratoga events, share information about City effort and activities with friends and family in the community, encourage the community to engage with the City, encourage fellow residents to serve on a City Commission, which provides the City staff with insights about community concerns or interests to help shape City outreach and engagement efforts.