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HomeMy WebLinkAbout07-13-1998 Park and Recreation Commission Minutes Saratoga Parks and Recreation Commission Meeting Administrative Offices, 13777 Fruitvale Avenue, Saratoga July 13, 1998 7:30 p.m. Action Minutes Call to Order The meeting was called to order at 7:37 p.m. Roll Call Commissioners Present:, Crotty, Friedrich, Ioannou, Olsen, Swan, Whitney Commissioners Absent: Clabeaux Others Present: James & Terri Baron, Sandy Nichols, Benjamin Pease, Darwin Barrett, Sheeva Ghassemi, Alex Scotdells, Joan PisanJ, Irene Jacobs IH. Report on Posting of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on July 8, 1998. IV. Approval of Minutes of Junel. 1998 Meeting: Commissioner Olsen made a motion to approve the minutes o f June 1, 1998. Commissioner Friedrich seconded the motion and the motion carried. (5/0) V. Oral & Written Communication: Sandy Nichols and Benjamin Pease from The Trail Center in Palo Alto addressed the Commission regarding their availability to assist the Commission with the creation a Trail Map and/or map updating. The Trail Center will be contacted at a later date when this need is addressed. No action was taken. VI. Old Business: A) CommuniW Centor Improvements: Last month, Recreation Director, Joan Pisani introduced Pamela Brulle who had come to address the Commission about the Community Center feasibility study. Joan reported that she had already met with Pam BruUe and other representatives from the Community Center to begin discussions necessary for the study to be completed. The Commission had requested that Ms. Brulle complete the study in order to provide the City Council with the info,nation they had requested regarding the costs associated with a feasibility study of improvements to the Commtmity Center. Ms. Pisani told the Commission that the consultant's proposal would not exceed $5,000. B) Pl.ayfield Task Force Update: Mr. Darwin Barrett, a Saratoga resident whose house is located near Marshall Lane School, came to speak to the Parks and Recreation Commission to inform them that certain residents from his neighborhood would not support any playfield development at the mentioned school site. The Commission assured him that if it came to pass that the task force recommend that the Marshall Lane school site be developed then he, in addition to the residents of that neighborhood, would be informed and they would have an opportunity to address this issue and have their concerns heard. Commissioner Olsen updated the Commission to the progress that was being made by the Playfield Task Force. The next Task Force Meeting is scheduled for July 28, 1998 from 4-6 p.m. at City Hall. C. Effie Adamson Foundation Grant Request: The Commission explained to the Barons, who had submitted the proposal, that the Commission would be unable to address their proposal until they as a Commission first established the grant program criteria. This criteria would allow the Commission to evaluate their proposal and all subsequent proposals received by the Commission. The Barons were asked to return in September when the Commission had had an opportunity to establish the parameters of the Trail Grant Program. VII. New Business: A) Trail Grant Pro~stablish Format- The Commission determined that the main reasoning behind the establishment of the Trails Grant Program was to address the need for trail improvements at a time when there are insufficient funds available to maintain existing trails and create new trails. In the past, volunteer groups have approached the City and volunteered their time to clean up certain portion of a trail. The City would then supply the volunteer group with the necessary materials for the improvement project. The Commission felt that by formalizing this process, it would encourage more residents to volunteer their time to make improvements to the trails that they most use. Interested parties could collect a brochure from City Hall or from a Commissioner containing all the pertinent information related to the program. The individual or group would then submit their proposal by the designated time and the Commission would review and address the proposal at their next scheduled meeting. Depending upon the amount of the grant would determine whether or not the recommendation would need to be forwarded to the City Council for approval. The Commission discussed the criteria that should be considered in evaluating the proposals in addition to the information that should be asked to be included in the proposal. Staff was asked to draft a brochure that included all this information that could then be reviewed for changes before final approval was made. B) Establish Project Sub-Comttees: It was mentioned at the Commission's June regular meeting that perhaps several sub-committees should be formed in order to better address some of the issues and projects that the Commission has undertaken. As a result of this recommendation the following sub-committees were formed: Trail Sub-Committee: Marianne Swan & Sheila Iannou Playfield Sub-Committee: Barbara Olsen, Jennie Crotty & Frank Friedrich. C) Warner Hutton House Improvem.ents: Youth Commissioners Alex Scordellis and Sheeva Ghassemi attended the meeting to request that the Park Development Funds be used to make the planned improvements to the Warner Hutton House. Joan Pisani explained that the project would cost somewhere between $70,000 to $100,000 to renovate the attic that the Youth Commission and the Friends of the Warner Hutton House hope to see converted in to a study area for youth from the community. The original intent of the Friends of the Warner Hutton House was to seek funding for this project via grant monies. The Friends have been unsuccessful in attaining these funds and are requesting that the project be funded by the Park Development Fund. The entire Commission recognized the value of the project yet, the discussion revolved around the precedence that had already been set when the Commission declined both the request from Saratoga High School for assistance with the aquatics center and the request to fund a skateboard park. Both requesting parties were told that the Commission first needed to complete some of the items on the priority list established by the Commission and approved by the City Council before they would then entertain assisting or undertaking any additional projects. There was discussion that Teens were listed on the original priority list but, the counter argument pointed out that the documented sum of $5,000 that had been agreed upon for the renovation of the Warner Hutton House had already paid. In addition, it was mentioned that the projects already listed on the priority list would also greatly benefit the entire teens community. At the end of the discussion Commissioners Friedrich made a motion to decline the request of the Friends of the Warner Hutton House to fund the expansion of the attic. Commissioner Swan seconded the motion and the motion carded. (5/1) VIII. Reports: Commissioner Reports: Commissioner Whitney reminded the Commission that elections for a new Commission chair are held in August and she asked Commissioners to consider who they would want to nominate. City Hall Update: Staff reported that Chris Fischer had been hired as the new Public Works Director and that she would be instrumental in helping to implement these Park Development projects. Recreation Department Status Report: Joan Pisani reported that the Recreation Department had brought in 42% additional revenue than expected this year to cover the department's indirect costs. Park Majnte.n~ce Division Update: No report at this time. IX. Adjournment Commissioner Friedrick made a motion to adjourn the meeting and Commissioner Olsen seconded the motion. The motion carried and the meeting was adjourned at 10:40 p.m. (6/0) Prepared By: C ty RpbSs tati