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HomeMy WebLinkAbout09-13-2022 PRC Agenda Packet 1 City of Saratoga Parks and Recreation Commission Regular Meeting Agenda DATE: Tuesday, September 13, 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 September 8, 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: 07-12-2022 Draft Minutes Agenda: 1. Movie Night Recap Issue: Discuss events Action: Information only 2. Food Trucks for Next Year’s Movie Night Discussion Issue: Discuss events Action: Information only 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 2021-2022 Workplan 6. Future of Let’s Work Issue: Discuss the upcoming Let’s Work season Action: Make recommendation 3 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 November 8, 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 September 8, 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 Draftl Minutes 07-12-2022 City of Saratoga Parks and Recreation Commission Regular Meeting Draft Minutes DATE: July 12, 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 Mahuvakar, Commissioner Sridharan and Commissioner Wang. Absent: Commissioner Mahuvakar and Commissioner Sridharan. Also in attendance was Kristin Borel, Staff Liaison. (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 July 7, 2022 Oral & Written Communication No oral or written communication. Approval of Parks and Recreation Commission Draft Minutes: Commissioner Wang/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 Wang. Noes: None. Abstain: None. Absent: Mahuvakar, Sridharan. 2 Draftl Minutes 07-12-2022 Agenda: 1. Movie Night and July 4th Follow-up Staff reviewed the comments from the Commissioners who were at Movie Night and the July 4th events. All the Commissioners commented on how much fun it was and how excited the public was. Commissioner Wang said the “Giving Tree” was a big success. Commissioner Huang attended both the events and was said the PRC table was busy each time. Commissioner Sridharan emailed comments about parking, trash pickup and the addition of food trucks. The City will have staff clean up early on Saturday morning after each of the events and some of the Commissioners will look into adding food trucks to the next event. Chair Paquier invited any public comments on this item. There were no speakers. 2. Next Drone Video Project Staff outlined that the parks that already have completed drone videos are Kevin Moran Park, Quarry Park, El Quito Park and Wildwood Park. Chair Paquier stated that Hakone Gardens also as a video completed by Jason Louie. There was discussion about whether to do a collection of the smaller parks in one video or concentrate on a single park. Chair Paquier recommended that the next project be Friendship Park which could include some background history, and then continue on to Congress Springs Park. Commissioner Paquier/Wang moved to Recommend Friendship Park and then Congress Springs Park be the next parks selected for drone video projects. Passed by a verbal roll call: Ayes: Huang, Paquier and Wang. Noes: None. Abstain: None. Absent: Mahuvakar, Sridharan. Chair Paquier invited any public comments on this item. There were no speakers. 3. Beauchamps Park Playground Replacement Project Update Staff reported that the City Council approved the new design of the park at the June 15, 2022, City Council meeting. A bid was sent out in June for the construction of the project and three companies submitted bids. SPEC Play was the lowest bid and awarded the contract. They are the same company that designed the new play area. The order for the equipment was placed which has a 10-week lead time. It is anticipated that the project construction may begin in September. Chair Paquier invited any public comments on this item. There were no speakers. 4. 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. 3 Draftl Minutes 07-12-2022 5. Workplan & Community Engagement Brainstorming The Commission reviewed the workplan and staff asked if any of the Commissioners want to move forward with a project. Chair Paquier wants to work on the Age-Friendly Community project which includes showing movies to seniors in the Civic Theater. This would involve working with SASCC (Saratoga Area Senior Coordinating Council) to accomplish this goal. Commissioner Paquier/Huang moved to Move forward with the workplan item to create movies for seniors in the Civic Theater and coordinate with SASCC to accomplish it. Passed by a verbal roll call: Ayes: Huang, Paquier and Wang. Noes: None. Abstain: None. Absent: Mahuvakar, Sridharan. Chair Paquier invited any public comments on this item. There were no speakers. 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 September 13, 2022 • Beauchamps Park playground replacement project update • Update on Historic Plaque program • Work Plan Project Updates • June Movie Night Update Adjournment Commissioners Huang/Paquier move to Adjourn the meeting at 7:10 p.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 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 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.