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HomeMy WebLinkAbout04-07-1997 Park and Recreation Commission Minutes SARATOGA P~RKS ~ RECREATION COMMISSION TIME: Monday, April 7, 1997 7:39 p.m. PLACE: Administrative Conference Room - City Hall 13777 Fruitvale Avenue Saratoga, California TYPE: Regular Meeting I. ORGANIZATION A. ROLL CALL - Present: Clabeaux, Crotty, Olsen, Swan, Whitney Absent: Blomquist, Weiner Staff: Rizzo B. MINUTES Minutes of the March 3, 1997 meeting were approved with corrections noted by Commissioner Crotty. Swan/Olsen 5/0 C. POSTING OF THE AGENDA Secretary Rizzo reported that pursuant to Government Code 54954.2 the agenda for this meeting was posted on the City Hall Kiosk on April 3, 1997. II. OLD BUBINE$$ A. Priority revision and future scheduling of the use of the Park and Recreation Development Fund. The Commission reviewed the Parks and Recreation Program Analysis Matrix that listed proposed projects, estimated cost of projects and previous priority ranking. Secretary Rizzo discussed with the Commission anticipated maintenance cost after proposed projects were developed. Rizzo stated field maintenance cost may vary from $5,000 to $7,000 an acre per year. The cost will depend on the level of maintenance required for each site. Rizzo noted that the cost of maintenance could be reduced if the user groups contributed labor or paid for a portion of the overall field maintenance. Commissioner Clabeaux stated any negotiations with the school districts should include discussions of sharing the field maintenance cost between the school districts and the different user groups who will benefit from the improved play fields. Commissioner Clabeaux requested that we ask Council to direct staff to continue discussions with all school districts and user groups, in order to determine if funds are available for yearly maintenance of any new or improved play fields. The Commission discussed the possible renovation of the Community Center Facility as submitted by the Recreation Department which included remodeling of the restrooms, }IVAC system, kitchen, offices, preschool enlargement, front entrance and relandscaping patio area. Although the Commission stated that this project is necessary, they discussed enlarging the scope of the project which could include a complete remodel of the facility to meet the future needs of the community. The Commission discussed the possibility of first developing a feasibility study to determine, 1) what necessary improvements should be done immediately to upgrade the facility, (2) does the facility need to be enlarged to better serve the communities leisure needs. The Commission further stated that the study should address if any improvements made to the Community Center Facility would increase the overall revenue to the Recreation Department and determine if any increase in revenue due to improvements could be paid back to the City. The Commission then discussed and reordered the priorities of the Park and Recreation Development Fund. The Commission recommendations are as follows: 1A) Community Center Facility Renov~0n $500,000 FY 97/98 A) Feasibility Study 1. To determine and identify the need for renovation and maintenance upgrades for this facility. 2. If this facility is meeting the leisure needs of the community now and in the future. 3. The study could determine if expansion of the facility will increase revenue for the City and pay for the expansion over a period of time. B) Desiqn Phase ~determ~e4 bY study FY 97/98 C) Construction Documents FY 97/98 D) Constructio~ $160,000 FY 97/98 lB) Kevin Moran Park/G~rdiner Park $160,000 FY 97/98 A) Design and renovate play areas and play equipment at both park sites. 1C) Wildwood Park Restroom~ $100,000 FY 97/98 A) Design and construct a new restroom facility to meet ADA standards. 1D) Heritage OrchardImprovements $ 50,000 FY 97/98 A) Installation of a water well system and planting of 500 to 600 new fruit trees. The purpose of this project is to reduce maintenance cost of the orchard and in time allow the contract orchardist to agree to that over the total maintenance operation, thus ending the annual $25,000 budget for maintenance of the orchard. 2. Playfield I~prOWe~ents ar Existing School Sites $1,000,000 Determine in FY 97/98 if the schools and the user group of the facilities would enter into a long term maintenance agreement with the City to pay for the annual maintenance cost after the fields are improved and/or constructed by the City. Only after a completed maintenance agreement, then the City would proceed with the following: A) Design Phase for possible sites: FY 97/98 Foothill School and/or Blue Hills School/Azule Park Site B) Construction Phase FY 98/99 C) Design Phase for possible sites: FY 98/99 Argonaut, Saratoga, Marshall Lane and McAuliffe Schools D) Construction FY 2000/2001 3. Tra%l~mPrOVe~ents $ 100,000 Since the City ended funding for trail maintenance over two years ago, all maintenance of the existing trail system have been done by many different volunteer efforts. The Park and Recreation Commission considers use and maintenance of the existing trail system to be a valuable recreational asset to the community. The Commission feels there should be a level of effort to maintain existing trails segments and an attempt to construct new segments as listed in the Trails Master Plan especially segments that will link to County Park and Open Space Preserves. The Commission realizes that only means this will be accomplished without additional financial burdens will be to continue with volunteer efforts. To accomplish this, the Commission is proposing establishing a City Grant Program to aid volunteer groups to maintain existing trails segments and the possibility of constructing new segments. The program would consist of volunteer groups submitting applications to the Parks and Recreation Commission for review and final recommendations for funding be submitted to council for final approval. A) Have a consultant update the Trails Master Plan and develop a map to show all existing segments and proposed segments that will link to County Parks and Open Space Preserves. $ 10,000 FY 97/98 4. Projects that were listed on the Parks and Recreation Development Fund but are recommended to be tabled at this time for the following reasons: A) RenovatiQn of the warner ~tton House The Commission is recommending that this is a worthwhile project to service the teens of the community but funding for this project should be raised through private fund raising. B) Civic Theater Improvements The Commission stated that the theater is in need of remodeling but felt that at this time the many needed improvements should be fundedfrom the established ticket surcharge. C) Saratoga High School Swimming PoQ~ Again the Commission stated that this may be a needed project, it was not one that they felt was a high priority in the community. SUMMARY OF PRIORITIES 1. Community Center Facility Renovation $ 500,000 2. Kevin Moran Park/Gardiner Park Play Areas 160,000 3. Wildwood Park Restrooms 100,000 4. Heritage Orchard Improvements 50,000 5. Playfield Improvements at Existing 1,000,000 School Sites 6. Trail Improvements 100,000 TOTAL $ 1,910,000 Motion to approve revision, reordering priorities and future scheduling of the Park and Recreation Development Fund. Olsen/Clabeaux 5/0 III. NEW BUSINESS (None) IV. WRITTEN COMMUNICATION (None) V. COMMISS~QN AND STAFF REPORTS Commissioner Crotty reported that she would like to see the Recreation Department develop a presentation of how the Recreation Department plans to reach the goal of full cost recovery in FY 97/98 and make a formal presentation to City Council. A) The plan should include a description of how the department will recover all cost. B) Develop possible alternative revenue sources. C) List in detail any new or increased fees or charges anticipated in the future. Commissioners Whitney and Swan stated that they would be happy to assist the Recreation staff in developing a report. Commissioner Whitney added that the Commission should work to continue keeping this issue in the forefront of the community. Whitney requested that staff report back to the Commission at the next scheduled meeting on how the interest from the Park Development Fund is allocated. Commissioner Crotty reported on the recent Bicycle Advisory Committee meeting by updating the Commission on the recently installed signage for bicycle lanes. ADJOURNED 9:35 PM Swan/Crotty 5/0 Bob Rizzo, Secretary