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HomeMy WebLinkAbout08-08-2023 PRC Special Meeting Packet1 City of Saratoga Parks and Recreation Commission Special Meeting Agenda DATE: Tuesday, August 8, 2023 TIME: 6:30 p.m. LOCATION: Linda Callon Conference Room 13777 Fruitvale Avenue, Saratoga, CA And Via Zoom Public Participation Information In accordance with Saratoga’s Remote Public Participation Policy, members of the public may participate in this meeting in person at the location listed above or via remote attendance using the Zoom information below. In the event that remote participation technology is unexpectedly unavailable, the meeting will proceed in person without remote participation. • 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. Public Comment Members of the public may comment on any item for up to three (3) minutes. The amount of time for public comment may be reduced by the Chair or by action of the Parks & Recreation Commission. Public Comment will begin with speakers attending in-person first followed by those attending via Zoom. 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. Call to Order Roll Call: Commissioner Jim Cargill, Commissioner Isabelle Gecils, Vice Chair Renee Paquier, Chair 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 August 4, 2023. 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. Approval of Parks and Recreation Commission Draft Minutes: 05-09-2023 PRC Draft Minuets Agenda: 1. Movie Night Recap Discussion Issue: Review June and July Movie Nights and discuss upcoming August Movie Night options Action: Actions if necessary 2023 Movie Night Schedule 2. El Quito Pickleball Court Project Issue: Discuss Ribbon Cutting event Action: Information only 3. Workplan & Community Engagement Brainstorming Issue: Discuss new project ideas or any project updates Action: Approve new project if necessary Staff Memo Work Plan 2023-2024 Community Engagement Discussion Sheet 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 Cargill Beauchamp, Foothill, Congress Springs Gecils Bellgrove, Gardiner Paquier Brookglen, El Quito Sridharan Azule, Kevin Moran, Quarry Wang Friendship, Ravenwood, Wildwood Agenda Items for Next Meeting September 12, 2023 • Adjournment 3 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 August 4, 2023, 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 05-09-2023 City of Saratoga Parks and Recreation Commission Regular Meeting Draft Minutes DATE: Tuesday, May 9, 2023 TIME: 6:30 p.m. LOCATION: Linda Callon Conference Room 13777 Fruitvale Avenue, Saratoga, CA And Via Zoom Call to Order: Chair Sridharan called the meeting to order at 6:30 p.m. Roll Call: Commissioner Jim Cargill, Commissioner Isabelle Gecils, Vice Chair Renee Paquier, Chair Badri Sridharan and Commissioner Michelle Wang Absent: Commissioner Gecils. Also in attendance was Kristin Borel, Staff Liaison. Report on Posting of the Agenda: Kristin Borel reported that the meeting was properly posted on May 3, 2023. 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 speakers Approval of Parks and Recreation Commission Draft Minutes: Commissioner Paquier/Cargill moved to Approve the Parks and Recreation Minutes for the Regular Meeting on January 10, 2023. Passed by the following vote: Ayes: Cargill, Paquier, Sridharan and Wang. Noes: None. Abstain: None. Absent: Gecils There were no speakers on this item. Agenda: 1. Movie Night Discussion Staff had contacted two food truck vendors for Movie Night and the Commission discussed possible options. There was also a discussion of the activities for the Commission resource table. Commissioner Paquier/Wang moved to Approve the selection of two food trucks for the June Movie Night event and to keep the existing activity for the resource table. Passed by the following vote: Ayes: Cargill, Paquier, Sridharan and Wang. Noes: None. Abstain: None. Absent: Gecils 2 Draft Minutes 05-09-2023 There were no speakers on this item. 2. El Quito Pickleball Court Project Update Staff updated the Commission on this project. The net poles for the courts were back ordered and upon receipt of the poles, they will be installed, and the surface poured. The project will be completed soon afterward. A ribbon cutting will be scheduled with the City Council for June or July. There were no speakers on this item. 3. Update on Historical Plaque Program This project is on hold because the Heritage Preservation Commission has not had a full membership to work on the project. The Park & Recreation Commission will also put this project on hold until further notice. There were no speakers on this item. 4. Workplan & Community Engagement Brainstorming Staff introduced a project suggested by Commissioner Gecils which would be to create a document identifying invasive species. This handout would help educate residents about invasive species, how to identify them and how to remove them. Chair Sridharan and Commissioner Cargill will work together to develop a project identifying potential hikes in the City and to plan hiking events. They will present more details at a future meeting. Commissioner Cargill wants to work on reducing pesticide use on City trails. Commissioner Paquier / Wang moved to Approve the new project recommended by Commissioner Gecils, and for Chair Sridharan to assist with this project; and for Commissioner Cargill to start investigating how pesticides can be reduced on City trails. Passed by the following vote: Ayes: Cargill, Paquier, Sridharan and Wang. Noes: None. Abstain: None. Absent: Gecils There were no speakers on this item. 5. Park Reassignment Discussion The Commissioners reassigned the park assignments due to a commission vacancy. Commissioner Paquier/Wang moved to Approve the new Commissioner Park Assignments (listed below). Passed by the following vote: Ayes: Cargill, Paquier, Sridharan and Wang. Noes: None. Abstain: None. Absent: Gecils There were no speakers on this item. 3 Draft Minutes 05-09-2023 Commissioner and Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) New assignments are as follows: Commissioner Park Cargill Beauchamp, Foothill, Congress Springs Gecils Bellgrove, Gardiner Paquier Brookglen, El Quito Sridharan Azule, Kevin Moran, Quarry Wang Friendship, Ravenwood, Wildwood Agenda Items for Next Meeting July 11, 2023 • June Movie Night recap • Pickleball Court Update • Workplan Updates and New Project Ideas Adjournment: Commissioner Paquier/Cargill move to adjourn the meeting at 7:35 p.m. Passed by the following vote: Ayes: Cargill, Paquier, Sridharan and Wang. Noes: None. Abstain: None. Absent: Gecils 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, 2023, 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 Saratoga Movie Nights 2023 About Saratoga Movie Nights For many years, movie nights have been hosted in El Quito Park on the 3rd Friday of June, July, and August. The family-friendly event is free and open to the public, featuring G or PG rated movies appropriate for all ages. In addition to the movie, the event usually includes activities and resources tables for attendees to enjoy prior to the start of the movie. PRC Role The PRC is welcome to host an activity and resource table at the beginning of the event as families arrive early to set up their blankets and chairs on the lawn. In 2022, the PRC hosted a resource table and Saratoga community tree activity as a creative way to interact with attendees. Movie Options Staff has made some movie selections that are rated G or PG. Date Event Program Movie Options June 16, 2023 • Activities/Resource Fair • Welcoming Remarks from Mayor • Remarks from PRC Chair • Movie Previews • Feature Program Feature: • DC League of Super Pets Movie Previews: • Park Videos • City Events • Pet Safety Video July 21, 2023 • Activities/Resource Fair • Welcoming Remarks from Mayor • Presentation of Parks Make Life Better Month! Proclamation • Remarks from PRC Chair • Movie Previews • Feature Program Feature: • WALL-E Movie Previews: • Park Videos • City Events August 18, 2023 • Activities/Resource Fair • Welcoming Remarks from Mayor • Remarks from PRC Chair • Movie Previews • Feature Program Feature: • Inside Out Movie Previews: • Park Videos • Back to School Message • City Events Parks & Recreation Commission Memorandum To: Parks & Recreation Commission From: Kristin Borel, Public Works Analyst Date: August 8, 2023 Subject: Item 3 – Workplan and Community Engagement Brainstorming Ideas The ideas below were suggested by Commissioner Cargill for discussion. • Ice Cream/popsicles at movie night. • QR signs in all parks – See something say something – Lets us know how we are doing – Something broken? Suggestions? • Reconfigure the parks info page. • Bikes on trails message in the city. • Establish safe means of bike travel – Coexist with pedestrians and vehicles. • Pesticide use on trails and parks verses mechanical methods. 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. Primary Goal How to get Community involved How to accomplish the goal Who do we partner with Get them outside Through education Make a plan with details Community Groups Get them moving Activities Who organizes Other Commissions Get fit Events Who supervises Non-profits Attend an event Projects Costs Businesses Learn something Social Media Website Religious Organizations Create something Publications Social Media Boys and Girl Scouts Experience something QR codes in Parks Library Reach a specific demographic Publications Fire and Sheriff Department Give out info at events Orchardkeepers Schools and Students Examples Previous examples Event opportunities Scavenger hunts "Let's Work"Arbor Day Docent walks "Let's Walk"Tree Lighting Clean up events Celebrate Nature Movie Night Organized hikes Healthy City initiative Blossom Festival Easter egg hunts Drone videos of Parks 4th of July Historical tours Planting Events State of the City Photo sharing on social media Movies for seniors Senior Center Health Fair Book/movie topic promotion Displays at the Library Youth Commission Events 09/01/21 PRC Community Engagement and Project Discussion All project and activities must be approved by the City Council before implementation 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.