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HomeMy WebLinkAbout11-08-2022 PRC Agenda Packet 1 City of Saratoga Parks and Recreation Commission Regular Meeting Agenda DATE: Tuesday, November 8, 2022 TIME: 6:30 p.m. LOCATION: Linda Callon Conference Room 13777 Fruitvale Avenue, Saratoga, CA And Via Zoom Participation Information The meeting will be held in-person and teleconference pursuant to rules of the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of emergency when local official have recommended social distancing. Members of the Parks & Recreation Commission may participate in this meeting in-person or remotely. The public may view and participate in this meeting at the above stated location or remotely using the following meeting access information: • Webinar URL: https://us02web.zoom.us/j/84091857373 • Webinar ID: 840 9185 7373 • Call In: 1.408.638.0968 or 1.669.900.6833 (enter the Webinar ID provided above when prompted) and pressing *9 to raise their hand to speak on an agenda item when directed by the Chair. 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: Commissioner Nimisha Mahuvakar, Commissioner Paquier, 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 November 3, 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: 09-13-2022 Draft Minutes Agenda: 1. El Quito Pickleball Court Project Update Issue: Project update Action: Information only Draft Plan - October 2022 2. Movie Night Food Truck Discussion Issue: Continue discussion of next steps Action: Information only 3. Update on Historical Plaque Program Issue: Update on progress of the Historical Plaque Program Action: No action, information only 4. Workplan & Community Engagement Brainstorming Issue: Discuss ideas on the current workplan Action: Make recommendation 2022-2023 PRC Workplan Event Planning Outline Commissioner and Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) Commissioner Park Sridharan Azule, Kevin Moran, Quarry Mahuvakar Bell Grove, Congress Springs, Foothill, Gardiner Paquier Beauchamp, Brookglen, El Quito (TBD) Wang Friendship, Ravenwood, Wildwood Vacant 3 Beauchamps Park Ribbon Cutting, Tuesday, November 15 at 3:30 pm Agenda Items for Next Meeting January 10, 2023 • Review 2023-2024 Workplan • Food truck information assignment for Move Night planning • Elect new Chair and Vice Chair 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 November 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, www.saratoga.ca.us/prc 1 Draft Minutes 09-13-2022 City of Saratoga Parks and Recreation Commission Regular Meeting Draft Minutes DATE: September 13, 2022 TIME: 6:30 p.m. LOCATION: Via Zoom Call to Order: Commissioner Wang called the virtual Regular Session to order at 6:40 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: Commissioner Mahuvakar, Commissioner Sridharan and Commissioner Wang. Absent: Commissioner Huang and Commissioner Paquier. 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 September 8, 2022 Oral & Written Communication No oral or written communication. Approval of Parks and Recreation Commission Draft Minutes: Commissioner Wang/Sridharan moved to Approve the Parks and Recreation Minutes for the Regular Meeting on March 8, 2022. Passed by a verbal roll call: Ayes: Mahuvakar, Sridharan and Wang. Noes: None. Abstain: None. Absent: Huang, Paquier 2 Draft Minutes 09-13-2022 Agenda: 1. Movie Night Follow-up Staff reviewed the comments from the Commissioners who were at the August 19 Movie Night event. Commissioner Mahuvakar noted that the event was well attended, and residents were enjoying themselves. She suggested more regular Movie Night events – like every Friday, all summer long. Commissioner Wang said that the “giving tree” was a great success. Commissioner Sridharan suggested that the resource table have snacks at each of the Movie Nights. Staff will pass these comments along to the event organizers. Commissioner Wang invited any public comments on this item. There were no speakers. 2. Food Trucks for Next Year’s Movie Night Discussion Staff presented food truck information from a company called “Moveable”. They are a centralized food truck coordination company. They schedule trucks, take care of permitting insurance and waste management for events. They have two tier of payment options – Profit Potential and Minimum Sales Options. The City is willing to have food trucks at one Movie Night as a trial, either at the first or last event. Commissioners will research costs and options in the early spring before the City plans next summer’s events. Commissioner Wang invited any public comments on this item. There were no speakers. 3. Beauchamps Park Playground Replacement Project Update Staff reported that construction fencing has been placed and construction began on August 25, 2022. The contractor that installed the existing playground is the same contractor who is now installing the new equipment. The project is expected to be completed in 5 weeks. The project will be completed before our next meeting. Staff showed an “in progress” photos of the construction. The City will plan a ribbon cutting and the commission will be invited. Commissioner Wang 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. Commissioner Wang invited any public comments on this item. There were no speakers. 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. Commissioner Mahuvakar wants to move forward and plan a Let’s Hike event. Commissioner Sridharan volunteered to work with her on this event. Commissioner Wang invited any public comments on this item. 3 Draft Minutes 09-13-2022 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 The commissioners requested some changes to the park assignments since Commissioner Huang’s term ended. The following are the new assignments: Commissioner Park Sridharan Azule, Kevin Moran, Quarry Mahuvakar Bell Grove, Congress Springs, Foothill, Gardiner Paquier Beauchamp, Brookglen, El Quito (TBD) Wang Friendship, Ravenwood, Wildwood Vacant Agenda Items for Next Meeting November 8, 2022 • Update on Historic Plaque program • Workplan Project Updates • Commission Elections • Commissioner Park Assignments • Pickleball Project Update Adjournment Commissioners Wang/Mahuvakar move to Adjourn the meeting at 7:40 p.m. Ayes: Mahuvakar, Sridharan and Wang. Noes: None. Abstain: None. Absent: Huang and Paquier 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 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. Parks & Recreation Commission Event Planning Outline SUGGESTED TIMELINE/APPROACH FOR EVENTS INCLUDED IN WORK PLAN o 4-5 Months Before Event: Commission considers and develops event concept that can be used later in event planning process to determine event logistics. ▪ Event Concept, Goals, and Objectives: What is the overall concept and purpose of the event? How does the event support the mission and purpose of the Commission? What distinguishes this event from others held in Saratoga? Does the event concept unnecessarily compete with other events? Are there opportunities for collaboration with other Commissions? What will the different components of the event be (will there be resource tables? Snacks? Food?)? ▪ Event Audience: Who is event intended to attract? For example, is the event intended for a certain age group or segment of the community? ▪ Work Plan Consistency: Is the event consistent with the Commission’s work plan? Does the work plan accurately reflect the event? Is City Council authorization required before event planning efforts proceed? ▪ City Resources: Based on the general concept of the event, will existing City resources be adequate? Will the Commission need to request additional resources from the City Council? ▪ Outside Resources: Based on the general concept of the event, will fundraising or sponsorships be needed? The City’s Fundraising Policy requires Commissions to present a proposed fundraising plan before requesting funds or seeking sponsorships. ▪ Tentative Details: What tentative date, time, and location does the Commission want to hold the event? o 3 Months Before Event: Commission decides on event details and critical event logistics. ▪ Event Location: Finalize the event location after confirming availability. ▪ Event Date and Time: Finalize event date and time after confirming there are no conflicts with other City events or meetings, holidays, or community partner events (to extent possible). ▪ Other Event Details: Confirm other event details, such as whether registration is needed and if there are any site-specific issues that need to be address (such as parking limitations or signage needs). ▪ Resources and Costs: Finalize and confirm event resources and costs. ▪ Commissioner Roles: Determine the roles and responsibilities of each Commissioner. o 2 Months Before Event: Staff begins preparing outreach material based on event concept and details that the Commission has decided upon. o 1 Month Before Event: Finalize event implementation. ▪ Outreach: Staff to begin public outreach. Commissioners can support this effort by sharing information about the event within their own networks. ▪ Logistics: Commissioners implement their various responsibilities related to the event.