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HomeMy WebLinkAbout05-04-1998 Park and Recreation Commission Minutes Saratoga Parks and Recreation Commission Meeting Administrative Offices, 13777Fruitvale Avenue, Saratoga May 4, 1998 7:30 p.m. Action Minutes I. Call to Order The meeting was called to order at 7:31 p.m. II. Roll Call Commissioners Present: Clabeaux ,Crotty, Friedrich, Ioannou, Olsen, Swan, Whitney Commissioners Absent: None Others Present: James & Terri Baron, Jay Beals, Joan Pisani, Irene Jacobs III. Report on Posting of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on April 29, 1998. IV. Approval of Minutes of April 13, 1998 Meeting: Commissioner Ioannou made a motion to approve the minutes of April 13, 1998. Commissioner Olsen seconded the motion and the motion carried. (6/0) V. Administration: Saratoga residents, James and Terri Baron attended the Parks and Recreation Commission meeting to share their concern of the condition of the existing trials throughout Saratoga. Mr. and Mrs. Baron are avid horse riders and in the past, they have worked with the city organizing groups of volunteers to improve certain trials by abating weeds and laying down sod in addition to other improvements. They also shared concern that their had been encroachment on some of the existing trails by new housing developments and existing housing improvements. Although most residents are eager to cooperate with trail users, there are still those who resist because they are unaware that a trail has been designated close to or on their property. The Baron's requested that the Commission consider funding improvements to Saratoga trials. The Commission explained that the Trail Grant Program had been approved by the Commission and Council in concept yet, no format has been established. This issue will be agendized for next month's meeting so that the Commission will be able to consider how they would like to establish the program so that groups would be able to apply for trails grant monies funded from the Park Development Fund. The Commission Chair, Kay Whitney, asked the group if anyone was opposed to reversing the order of Old Business with New Business in order to better accommodate Jay Beals who had come to speak to the Commission regarding the Playfield Project listed under New Business. Commissioner Swam made a motion to reverse the order of the agendized items. Commissioner Friedrich seconded the motion and the motion carried. (6/0) VI. New Business: A) Play field Project Manager -,Scope of Services Commissioner Olsen shared with the Commission what had been discussed at the pre- planning meeting that had taken place on April 23, 1998 with Jay Beals of Beals Landscape Architecture, who had been selected as the project manager to oversee the playfield projects. The meeting had been an opportunity to answer questions, share information and better define the project manager's role in the process. The Commission had received a detailed proposal by Mr. Beals for consideration. The Commission took this opportunity to ask questions and share opinions. After the conclusion of the discussion, Commissioner Olsen made a motion to recommend to the Council that they approve the proposal submitted by Beals Landscape Architecture specifying in the contract that a limit of $1,000 would be established for reimbursable expenses. This recommendation would be presented at the May 12, 1998 Council Meeting with the date of completion reflected in the "anticipated schedule" outlined by Mr. Beals. Commissioner Swan seconded the motion and the motion carded. (6/0) B) Hakone Gardens- Reduced Rates for Residents The Commission chair explained that she had asked for this item to be placed on the agenda because she had wanted to approach the Hakone Board to see if they might consider establishing a special rate for residents since Commissioners have heard complaints from many residents about having to pay the increased fees. Commissioner Whitney asked that staff compose a letter to the Hakone Foundation asking that the item be placed on one of their board meeting agendas for consideration. VII. Old Business: A) Contract Negotiations - Playing Field User Groups Staff member Jacobs updated the Commission to the newest developments regarding the playfield expansion project in light of the most recent contract negotiations with AYSO and Little League for the use of Congress Springs Park. B) Parks & Recreation Development Fund - Project [Jr>date 1) Heritage Orchard: Commissioner Friedrich shared with the Commission that he had had some informal discussions with several individuals who would be willing to submit a proposal to the city to maintain and further develop the Heritage Orchard.. Commissioner Friedrich felt that if the City explored options other than the current arrangement, it would prove to be more advantageous to the City. 2) Takah. ashi Letter: The Commission had received correspondence from Mrs. Takahashi, a Saratoga resident whose house is located close to Kevin Moran Park. Mrs. Takahashi asked the Commission to consider adding some park benches in addition to possibly relocating the play equipment since it is not easily visible from all areas of the park. Staff was asked to write compose a letter to Mrs. Takahashi thanking her for her letter and letting her know that her concerns would be considered when the various play equipment options were presented to the Parks and Recreation Commission. 3) Community Center Improvements: In light of the most recent joint meeting with the City Council and the discussions revolving around Community 2 Center improvements, the Commission agreed that some new direction needed to be taken since their had been confusion earlier regarding Council's plans for the building. Recreation Director, Joan Pisani informed the Commission that she had already pursued some new leads on consultants would be able to complete the study that had been requested by Council; renovating the Community Center versus starting from scratch. The Commission chair asked staff to agendize this item for the May meeting so that it could be discussed further. VIII. Reports: Commissioner Reports: Commissioner Crotty reminded the Commission that May 16a was National River Clean- Up Day, and she was still looking for assistance from her fellow Commissioners to volunteer some time to help make this day a success. City Hall Update: No report at this time Recreation Department ~tatus Report: Joan Pisani, Recreation Director, proudly shared with the Commission that the artist whose painting had been selected for the Rotary Art Show took her very first water color class at the Community Center. She also announced that the Youth Commission was scheduled to have their joint meeting with the City Council next week and that they were working hard to raise money for the Teen Center. P~k Maintenance Divisio~ Update: No report at this time. IX. Adjournment Commissioner Crotty made a motion to adjourn the meeting and Commissioner Clabeaux seconded the motion. The motion carried and the meeting was adjourned at 9:50 p.m.(6/0) Prepared By: