HomeMy WebLinkAbout01-06-2003 Park and Recreation Commission Agendasi
i
Saratoga Parks and Itecreation �ommission 1Vgeeting
Adult 1)aycare Cente� Allendale Avenue, Saratoga
.�anuary 6, 2003
7:30 p.m.
Action M[inutes
Call to Order
The meeting was called to order at 7:38 p.m.
Ig. Roll Call
Commissioners Present: Logan Deimler, Angela Frazier, Norbert Fronczak,
Greg Gates, Nick Seroff
Commissioners Absent: Elaine Clabeaux, Sandra Dodge
Others Present: Council Liaison Ann Waltonsmith, Public Works Director
John Cherbone, Recreation Director Joan Pisani, Gary Nagaoka, Sa�lta Clara
Valley Water District, Public attending: Patty Allen, Allan Chu, Lisa Estes,
Maureen Hill, Floyd Luckenbihl, David Mclntyre, Michael Schallop, Robert
and Shahin Smith, Jim Tucker, Staff Liaison Cary Bloomquist
III. Report on Postin� of the A�enda: Pursuant to Government Code 54954.2
the agenda was properly posted on December 27, 2002
N. Approval of 1VIinutes of 1Vgeetin�: Motion by Commissioner Logan Deimler,
Seconded by Commissioner Greg Gates, to approve December 27, 2002
Action Minutes as presented. Vote taken, action minutes approved 4-0-1
(Commissioner Nick Seroff abstained).
V. I2eview of �ity �ouncil Activities /�ecommendations from past month:
1) Oak Grove Park Recommendation: At a recent Council meeting staff was
directed not pursue the designation of two parcels located at the
intersection of Quito and Pollard Road as parkland. Council would like to
earmark these parcels for sale at some future date and utilize the proceeds
to acquire additional parkland if and when it becomes available.
2) Wildwood and Brookglen Park playground equipment improvement
projects budgets approved and design consultants retained. Public
meetings will be scheduled within the next month.
VI. Administration:
1) Council member Ann Waltonsmith was introduced as the new PRC
Council Liaison. Council member Waltonsmith interjected the
significance of the PRC presenting the city park facility fee schedule to
Council as soon as possible.
2) Public Works Director John Cherbone gave a brief report, mentioning the
success of the Azule Park dedication ceremony. The Grand Opening for
Azule Park should occur sometime late spring 2003.
J
3) Recreation Director Joan Pisani gave a brief update regarding the various
recreation programs, camps and activities. Director Pisani reported
enrollment in Camp Winter Wonderland down this year compared to
previous years. 300 participants in the "Teen" concert.
VII. �ral and Wri�ten Communication.
None
A�EI+�DA �AI�I�1 ��J� �Y�]][DER, IV�V6� �iTS�1VESS A��'ION
g'�'EM #1.
VIYI. New �usiness
Action Items:
1) Gardiner Park Wildcat Creek Trail: Received comments from various
residents in attendance. Comments summarized in order of speaker as
follows:
o Robert Smith- Does not support reopening of the trail. Expressed
concerns about security, privacy, safety, vandalism, theft. Noted an
injury of a youth riding his bicycle along the trail as support for
closing the trail. Lives along trail.
o Shahin Smith- Does not support reopening of the trail. Expressed
frustration regarding activities that have occurred in the past when the
trail was open, such as illegal cutting of vegetation in the creek
channel, burning wood in the creek channel, vandalism, privacy, and
safety issues. Lives along trail (same residence as Robert Smith).
o Pariy Allen- Supports reopening of trail. Uses trail on a daily basis
with her family. Feels trail is safe and believes fences partially
mitigate privacy concerns. Believes security issues are made worse by
closure of trail (legitimate users chase away "bad elements"). Does
not live along trail.
o Michael Schallop- Supports reopening of trail. Safety, privacy,
security issues should be addressed and mitigated to improve the
quality of the trail. Believes those who purchased homes along trial
were aware of the usage of the trail and their expectations should be
reflective of this. Does not live along the trail.
o Maureen Hill- Supports reopening of trail. Trail is convenient and
safe. Users of trail are all neighbors. Does not support the conflict
between the neighbors as a result of this issue. Does not live along
trail.
o Jim Tucker- Does not support reopening of trail. Very unhappy with
the process of public notification of the meetings (both Parks and
Recreation Commission and Council Meeting). Feels that decisions
were made "behind the back" and were "railroaded". Made reference
to 1991 City of Saratoga Master Plan, which does not support
placement of trails near Wildcat Creek or Gardiner Park. Mr. Tucker
believes the Master Plan should be followed. Lives along the trail.
4
Commission discussion of Gardiner Park Wildcat Creek Trail:
o Commissioner Norbert Fronczak supports formation of Gardiner Park
Task Force and believes this group should handle trail issues.
o Commissioner Angela Frazier supports the formation of the Gardiner
Park Task Force and believes this is the appropriate venue to deal with
the various issues regarding the trail.
o Commissioner Logan Deimler, Chair of the Trails Subcommittee,
indicated the Gardiner Park Wildcat Creek trail issue is beyond the
scope of the subcommittee, and should be addressed at the
Commission level via the Gardiner Park Task Farce.
o Public Works Director John Cherbone indicated all sides of the issue
must be heard, and areas of concern worked through. Need to go
through the public process. A survey of the trail area will be done to
deternline property lines, and other variables must be worked through
prior to the issue going before Council.
o Council member Ann Waltonsmith indicated the Council wanted to
open the trail with safety issues addressed in conjunction with dialog
with the Santa Clara Valley Water District to determine the size and
location of the trail. Indicated the Gardiner Park Task Force needs to
deal with this issue.
o Motion by Commissioner Logan Deimler, seconded by Commissioner
Angela Frazier, to have the city survey the land in reference to the
Gardiner Park Wildcat Creek Trail and determine the legal
boundaries of the property in question. Discussion ensued, vote taken,
motion failed (0-5).
o Motion by Commissioner Nick Seroff to form Gardiner Park Task
Force comprised of 4 neighborhood residents (2 for each side of the
issue), 1 staff person, 1 Santa Clara Valley Water District staff person,
3 Commissioners, to address issues surrounding Gardiner Park as
directed by Council (including BMX issues). This task force will
report directly to the Commission. Motion seconded by Commissioner
Gregory Gates. Vote taken, motion carried (5-0). Commissioner
Gregory Gates will chair this task force. Task force kickoff ineeting
will be Thursday, January 23, 2003, time and location to be
determined.
�ACI�'T� O]LI) �iTS�I+�ESS
IX. �ld Business
1) Review of Commissioner assignments:
a. Sub Committee: Briefly reviewed by Commissioner Seroff, with
minor alterations. Need to set meeting dates and times for
Brookglen and Wildwood Park Task Forces. Commissioner
Angela Frazier indicated Fees for City Parks would be presented at
our next regular PRC meeting February 3, 2003.
2) Review of 2002 topics needing redress:
a. Off Leash hours at Parks.
b. Signage for Trails.
X. New Business
Administration:
1) Discuss date, time and duration of 2003 PRC retreat: Retreat should be in
study session format, located offsite and limited to one topic. Should also
have a team building component
2) Consider the change of PRC meeting location to North Campus: Not
centrally located, so not convenient for most citizens. Hold March
meeting at North Campus, but do not make this our permanent meeting
location. Located at 19848 Prospect Road.
XI. R eports
o Commissioner Gregory Gates gave a brief summary of the Trails
Subcommittee meeting he chaired.
o All other reports deferred until February PRC meeting. Requested in
written format.
o Public Works Director John Cherbone announced Teri Baron would
become the official trails consultant.
XIY. Wrap-up 1Vew Actions (5 minutes)
o Fee Schedule on next agenda
o Discuss C.P.R.S. conference at next meeting.
XIII. Adiournment
Commissioner Angela Frazier made a motion to adjourn the meeting.
Commissioner Logan Deimler seconded the motion. Vote taken and motion
carried 5-0. The meeting was adjourned at 9:35 p.m.
Prepared By:
Cary Bloomquist, Staff Liaison
Saratoga Parks and Recreation Commission Meeting
Adult Day Care Center
19655 Allendale Avenue, Saratoga
Monday, January 6, 2003
7:30 p.m.
AGENI7A
I. Organization
1) Roll Call: Clabeaux, Deimler, Dodge, Frazier, Fronczak, Gates, Seroff
2) Report on Posting of the Agenda:
Pursuant to Government Code 54954.2 the agenda was properly posted on
December 27., 2002
3) Review November 4, 2002 Action Minutes
4) Review of City Council activities/recommendations from past month
a. Oak Grove Park recommendation
b. Gardiner Park creek trail
c. Approval of budget for Wildwood and Brookglen Parks
II. Administration
1) Introduction of new Council Liaison Ann Waltonsmith
2) Update by Public Works Director John Cherbone
3) Update by Recreation Director Joan Pisani
III. Oral Written Communication
(This section is for the public to speak on any item not on the agenda-3 minute•limit per person)
Take items under advisement for possible placement on a future agenda.
N. Old Business
1) Review of Commissioner assignments:
a. Sub Committee
b. Task Force
c. Park Adoption
-Assess any changes or re-assignments
-Create goals and timelines for 2003 by February meeting
-Generate written record of all meetings
-Determine status and record
2) Review of 2002 topics needing redress
V. IVew �usiness
Administration:
1) Discuss date, time and duration of 2003 PRC retreat
2) CIP brainstorm list for 2003 (preliminary)
3) Consider the change of PRC meeting location to North Campus
Action Items:
1) Determine direction for Gardiner Park Wildcat Creek Trail
2) Formation of Gardiner Park BMX Course Task Force (pending
input from John and legal council regarding feasibility)
3) Consider park procurement task force
VI. �Zeports
Defened until February request written reports from all subcommittee and task
force chairs by end of January 2003 for inclusion in February packet.
VII. Wrap-up
1) New Actions/ Items to place on future agenda
VIII. Adiournment
Saratoga Parks and Recreation �ommission IVgeeting
Adult �aycare �enter 19655 Allendale Avenue, Saratoga
1�lovember 4, 8002
7:30 p.m.
Action I�Iinutes
g. �all to �rder
The meeting was called to order at 7:34 p.m.
Ig. 12011 �all
Commissioners Present: Elaine Clabeaux, Logan Deimler, Sandra Dodge,
Angela Frazier, Norbert Fronczak, Greg Gates
Commissioners Absent: Seroff
Others Present: Council Liaison Evan Baker, Public Works Director John
Cherbone, Recreatian Director Joan Pisani, City Planner Ann Welsh, Public
attending: Hemanth Ravi with A.Y.S.O., Gardiner Park Area ffesidents
Maureen Hill, Patty and Steve Allen, Kit Donnell, Kat George, John Leong,
Lynn Richards, Greg and Lisa Estes, Grady Riggle, Carolyn Tanner, Allen
and Gail Amstutz, Anne Rossman, Rita Brown, Debby Freeman, Staff Liaison
Cary Bloomquist
III. lteport on ]Postin� of the A�enda: Pursuant to Government Code 54�954.2
the agenda was properly posted on October 30, 2002
N. Approval of 1VIinutes of le'Yeetin�: Motion by Commissioner Angela Frazier,
Seconded by Commissioner Sandra Dodge, to approve October 7, 2002
Action minutes with conections. Vote taken, action minutes approved 5-0
(Commissioner Norbert Fronczak had not an and was not present for the
vote).
V. Administration
1) Public Works Director John Cherbone gave a brief update:
o Azule Park Project on schedule, on budget and running smooth.
Pathways installed and limited planting has commenced. Park
Dedication scheduled December 7, 2002.
o Preproposal meeting for Brookglen, Wildwood and El Quito parks
went well, with several design firms attending. Anticipated hiring of
consultant December 2002.
2) Recreation Director Joan Pisani gave a brief update:
Skatepark closed for winter. Any necessary repairs will be covered
under warranty.
3) City Planner Ann Welsh gave introduction to her assignment of assisting
the Parks and Recreation Commission in revising the Parks and Trails Master
Plan.
VI. �ral and dVritten �ommunication.
o Hemanth Ravi of A.Y.S.O. attended as the organizations liaison.
Council Liaison Evan Baker stated older participants are kicking ball
over the sound wall by the Freeway. Mr. Baker requested this be
brought to the attention of the A.Y.S.O. board and to lceep the kids
away from this end of the field until the safety netting is in place.
VId. Old Business
o Gardiner Park Fence Trail Issue pertainin� to Santa Clara Valley
Water District: Commissioner Angela Frazier read into the record a
letter from the Santa Clara Valley Water District which stated the
Fence Barrier needs to remain due to public safety. Council Liaison
Evan Baker gave a brief report summarizing a meeting with Greg
Slotnick of the Santa Clara Valley Water District. The issue has been
placed on Uistrict Directors meeting for November 5, 2002. Several
members of the public spoke on the issue, expressing concern over the
closure of the trail and requesting the fence be talcen down and the trail
reopened. Council Liaison Evan Baker stated he is going to request
the item be placed on the Council Agenda for the next meeting.
Gardiner Park BMX Course removal: Commissioner Angela Frazier
stated BMX Course was not constructed or authorized for usage as
such by the City. Injury occurred at site, and course was remcived by
the City per recommendation from the City Attorney. Comments
received from local residents indicating possible alternate usage, such
as a dog run or skateboard park. Suggestion to form a task force to
discuss this issue. Motion by Commissioner Greg Gates, seconded by
Commissioner Sandra Dodge, to form a task force to decide what to do
with the property at Gardiner Park. Discussion ensued, vote taken,
motion carried (6-0).
o Commissioner Pai•k Review for Website Update: Direct �all changes to
Commissioner Greg Gates for updates. All digital pictures can be
forwarded to Commissioner Gates for inclusion into Website.
VIII. New �usiness
o Formation of Parks and Trails Master Plan Task Force: Task force
members consist of Logan Deimler, Greg Gates, Ann Welsh and
members of the public.
o December meeting Holiday Party Sign up: List circulated. Will
occur on Monday, December 9, 2002 at 6:30 p.m. at the home of Chair
Elaine Clabeaux.
�X. �ommissioner and Staff Iltenorts
1) Subcommittee update:
o City Fees: Commissioner Angela Frazier gave update. Presentation
should be ready by January Meeting.
e
2) Task Force update:
o Azule Park: Fundraising efforts have yielded 3 potential donors. Forms
of recognition discussed, including recognition in Saratoga News.
3) Staff Report:
o Update given by Liaison Cary Bloomquist regarding placement of
Basketball Hoop at Kevin Moran Park, indicating the unit should be
installed sometime very soon.
4) Commissioner Reports:
o Norbert Fronczak-None.
o Angela Frazier-Cub Scouts will assist in planting over 400 bulbs at Azule
Park.
Greg Gates-Brief update on Parks Website Progress. Going very well.
a Logan Deimler: None
o Nick Seroff: None.
Sandra Dodge: None.
Elaine Clabeaux: None
X. W�ap-up IVew Actions (5 minutes)
o Term staggering clarification
o Items to agendize:
None.
Xg. Adiournment
Commissioner Sandra Dodge made a motion to adjourn the meeting.
Commissioner Logan Deimler seconded the motion. Vote taken and motion
carried 6-0. The meeting was adjourned at 10:25 p.m.
Prepared By:
Cary Bloomquist, Staff Liaison
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SUB,TEC'�: Congress Springs Park Improvements Amendment to Donation Agreement with
Saratoga Little League
�COM11�1�EH9 AC�'IO1V(�):
Approve First Amendment to D�nation Agreement with Saratoga Little League and authorize the
City Manager to execute the same.
.REPOlt'�' Sg.T1VIli�AItY:
Background:
In December of 2001, City Council approved a Donation Agreement with Saratoga Little League
in the amount of $90,000 for additional improvements to Congress Springs Park, which were not
included in the Congress Spri.ngs Park Improvement Project (Attachment 1). Sunsequently, a
General Fund Transfer in the amount of $90,000 was made to the project and the additional
improvements were incorporated into the park project.
The Agreement stipulates that Sazatoga Little League donate $30,000 per calendar yeaz for three
years to the Saratoga Youth Sports Fund, a fund established to accept tax-deductible donations to
the Congress Springs Park Project. The donation payments would then repay the City's General
Fund over the period of the loan.
Discussion:
Sazatoga Little League would like to restructure their donation agreement because of financial
hardship, which is spelled out in a letter to the City dated December 10�', 2002 (Attachment 2).
Their proposal is to extend the donation payment period from 3 years to 5 yeazs and change the
due date of the annual donation payments from December 31 to June 1.
If the agreement were amended, the City would see a reduction in repayment to the General Fund
in the amount of $36,000 over the original loan period of 3 years ($30K/year for 3 years vs.
$18K/yeaz for 5 years). However, there are no significant impacts to the City in regard to the
annual due date, because the payment would be received in the same fiscal yeaz.
Addidonally, the amendment-will have no impact on the separaYely executed Use Agreement
between the City and Saratoga Little League. The City has received for maintenance
fees per the stipulations of this agreement.
The City Attorney has drafted a First Amendment to the Donation Agreement, which would
restructure the repayment of the loan (Attachment_ 3).
F'ISCAL I1�A��'S:
The result of extending the payment schedule by 2 years is a reduction in repayment to the
General F�und in the amount of $36,000 over the original loan period of 3 years, which would be
received in years 4& 5 of the amended agreemen�
�ONSEQN�I�TCES OF 1�0�' �OI.ILOV�'�T� It8�C�1VIlV�EI�EID ���IOI�t(S):
The Donation Agreement between the City and Saratoga Little League would not be amended.
AI,�'ER1�1t��i� ACTIOIV(S):
None in addition to the above.
&'O�.]LOW N� �C�'IOl�(S):
The Fust Amendment to the Donation Agreement will be executed. t`.
AD�R'I'gSII�T�, I�10'�'ICIPTG 4Ia1gD PN�IL�� ��1�17CA��:
Nothing additional.
A'I'�'AC�HI�N'�'S:
1. Donation Agreement with Saratoga Little League.
2. Letter Proposal from Saratoga Little League dated December 10, 2002.
3. First Amendment to Donation Agreement.
2 of 2
ATTACHMENT9
��ItEEIVIEIoT�' �OI�T�IE�YI IL�'T�'�.E �L�AG�
DONATION TO SARATOGA YOUTH SPORTS FUIVI�
'��Y�S AGI2�ENiEI�TZ', dated �ps�� e E ooa by and between �'�lE
OF SARA�'OGA, a municipal corporation ("Cit}�'), and SAIY�Z'OGA L��"Il'L� H..IEA��JJIE
BASEB��., INC. ("Little Leagiie is made with reference to the following facts:
A. City owns and operates Congress Springs Pazk ("the Park"), and has, for the last
year been implementing various improvements to the Park to enhance opportunities for park use
by various organized youth sports groups and other users.
B. Little League has regulazly utilized the Pazk for the conduct of games and
practices during its season and will continue such use pursuant to a separate agreement with the
City.
C. City and Little League agree that in light of the City's limited tax revenues and
the substantial community benefits associated with the improvements to the Park it is appropriate
that a portion of the improvements to the Pazk be financed by private contributions rather than
City tax dollars and towards that end the City has established the Saratoga Youth Sports Fund to
accept tax-deductible contributions.
D. Since July 2000, the City has made investment commitments of approximately
$1,400,000 in improvements to the Park and other Pazk amenities have been financed by private
contributions to the Saratoga Youth Sports Fund. Little League has contributed to the Youth
Sports Fund since the fund was established.
E. In addition to the Pazk improvements to be developed with the investment
commitments already inade, Little League has identified various other improvements that would
enhance the Park and that in many cases could be implemented in a more cost-effective manner
if carried out in conjunction with the improvements already planned.
F. The cost of the additional improvements would exceed the funds available in the
Saratoga Youth Sports Fund.
IVO�Y, �'Y�EI�F'Ol�, B'I�E IP��'d]ES lH[E��'� A��� AS lFO1LIL�WS:
1. �ciditional Ianproverraeents to �onga�ess 5prangs Park. City agrees that it will
allocate an additional $90,000 to the Congress Springs Park Project for fiscal year
2001-2002 for use as follows:
1 each permanent AA backstop.
Ib) 6 each wooden structures to cover dugouts and cubby's for helmet storage.
c) 1 each Casey Pro pitching machine.
d) 2 each 20 ball feeders for Casey Pro pitching machines.
Page 1 of 3
e) 2 each batting cage net structures.
5 sets (10 total) of portable dugout benches, 16 seat for AA, Farm (4ea)
Tball (4ea).
g) 4 each scoreboazds with wireless remotes for Majors, A.A, AA Farm.
h) 4 each permanent scorekeepers tables for Pony, Majors, AAA AA.
i) 4 each backs top padding (4' x 12'), for Pony, Majors, AAA AA
j) 3 each super sopper water tools, for Pony, Majors AA.A.
9c) 1 each double door equipment shelter as designated by the little league.
I) 3 sets of temporary dugout safety fencing. Cyclone structure.
gn) 8 each home plate tarps as designated by little league.
n) 10 each pitchers traps as designated by little league.
o) Tax freight for above.
2. �o�ations by lLettle �eaga�e. In recognition of the additional improvements to be
financed by the City as described is section 1, above, Little League agrees that it will contribute a
minimum of $90,000 to the Saratoga Youth Sports Fund no later than December 31, 2004. Little
League shall use its best efforts to donate at least $30,000 during each calendar year. City shall
reduce its general fund contribution. to the Congress Springs Park Project by an amount
equivalent to each year's Little League donation pursuant to this agreement.
3. ]E�elationship go �arlc �,'se �ga�eeaale�t. City and Little League have entered a
separate agreement conceming the terms and conditions of Little League's use of the Park. This
donation agreement is entirely separate from the Park use agreement and shall have no effect on
either party's rights and obligations under that agreement. Apart from the specific items
referenced in section 1, above, nothing in this agreement shall limit City's discretion in making
budget allocations, expenditures, and decisions concerning Pazk improvements.
4. �ge AciYninistr�tion. This agreement shall be administered on behalf of City
by the Public Works Director or his or her designee. The Public Works Director has complete
authority to receive information, interpret and define City's policies consistent with this
Agreement, and communicate with Little League concerning this Agreement. All
correspondence and other communications shall be directed to or through the Public Works
Director or his or her designee.
5. P�rties �n gnterest. This Agreement is entered only for the benefit of the parties
executing this Agreement and not for the benefit of any other individual, entity or person.
6. Successors and assigns. This Agreement shall inure to the benefit of and shall be
binding upon the successors of the parties hereto by merger, consolidation, incorporation of an
existing unincorporated association or the formation of additional branches, divisions or regions.
But otherwise this Agreement is neither transferable nor assignable.
7. .�utbornty. Each signatory herefo hereby represents and warrants that he or she is
duly authorized to enter this Agreement on behalf of the entity to be bound by this Agreement.
Page 2 of 3
dIV !W�'g'I�TESS �EY��F, the parties have executed this Agreement the day and yeaz
first above written.
Saratoga Li le League B ball, Inc., a California Nonprofit Corporation:
By: Date: o
Print Name: i 'f'� c�ilyt��
Position: ��.s i �c�,,.�
CITY OF SARATOGA, a municipal corporation
By: Date:
Name: v-e. /�irc�-C�.io�g
Title: C
APPROVED AS TO FORM:
By.
City Attorney
ATTEST:
'1
i
Ca��hleen
yer, ��ify �,�e
�—�--Zo��
Date: Z '���Z--
DATE
Page 3 of 3
ATT�CHMENT 2
�7 1�
City of Saratoga
13777 Fruitvale Avenue
Saratoga, Ca 95070
Attn: Nick Streit,lVlayor
Ref: Saratoga Little League Loan
Dear Nick,
10 December 2002
I would like to take a moment to formclize our continuing conversation about the finnncinl
hurdle currently facing Sarato�n Litfile Lengue.
As you ure nwnre, Saratogn Litfle Lengue ovues the City of Saratogn �90,000 against the
loan we needed to fulfill the Little League portion of fhe Congress Springs Renovation. Just
in case no one ever did this, pleose nccept Snra4ogo Little League's "Thnnk You" for thnt
loan. Without that lonn, we would have experienced a very different senson thnn we
en joyed last year.
Our first of three $30,000 arnwal lonn payments is due this month. This payment is
presenting us with a rather Inrge financial hurdle that we unfortunntely did not think thru
adequately at the time the loan was structured. If we pay you fhe $30K in December, we
are fnced with n severe Inck of operating funds, which will impact either Uniforms or
Umpires for this senson.
Playing without Uniforms is not nn option. They are required by Little League and are
obviously part of whnt tnakes Little LP.ngue parf of our culture. We could opt for a lesser
quality Uniform but usually thnt option results in very�rngged looking bullplayers by yenr-
end.
Saratoga Little League as you know has n paid Junior Umpire program, which utili y outh
umpires almost exclusively in all divisions below the AAa jors. Our program starts our 11-
year-o d Umpires at Fcrm Level and progressively work them up thru fhe system until we
have seasoned High School Umpires working at the Ma jor level. We do fhis for several
reasons: The primary renson is fhat Kids (ove basebnll nnd wanf to be more involved in the
game. Being an Umpire is a BI6 denl to an 11 yenr old and gives them n real sense of
accomplishment. We've had more 4han a few Youth Umpires who hnve �►orked at Congress
Springs until they head off to college.
Another big reason we have c Junior Umpire program is to tench responsibility, judgenent,
stress management, etc. to our kids. This is a grent program within Little League to help
kids connect with the community in a very positive way. These Junior_ Umpires nre n real
feather in Saratogn's hat.
Sorry for the verbinge bufi fhe upcoming loan pcytnenf puts fihis program in jeopardy.
To that end:
The Snrctoga Little Lecgue Bocrd would like to propose a restructuring of the loan. llVe
would like to have the payment due on the lst of June nnd would like to extend the period
of the loan to 5 years rnther than the current 3. Our ena jor sources of income nre
registration nnd fundrnising with some help from sponsorships. Registration revenue has
put our finances in pince for Uniform cnd equipment purchases and will carry us until our
fundraisers kick in in April. If �►e enake the $30K pcyment to you in December, we will run
out of operating funds in the April/AAay tieneframe. This is the primary renson for nsking
the payment date be pushed into the lsf of June.
Restructuring the lonn will tnke the nlmost panic pressure we�are feeling obout fundraising
this year. As you know this Vol�ey is in a Depression and we sitnply don'f know if we wil) be
able to hit last years fundraising performance much less hit fhe stretch target mandnted
by the $30K lonn payment. That $30,000 nnnual payment is a fremendous hurdle for fihe
Sarntoga Little League program where nn $18,000 pnyment annually over 5 yenrs would
really remove the sense of financial panic we nre eacperiencing this year nnd would certainly
be within our fundruising nbility.
Thank you very much in advance for your considera4ion o¢ fhe proposal outlined nbove.
Please let me know if there is anything you need frorn the Little League Bonrd in order to
help the City Council make a favornble decision regarding this proposal.
Yours truly,
Dennis VI/. Farmer
President, Snratogn Little Leag�e
ATTACHMENT 3
]FIRS�' AI�P1I➢Ii�lY7C A�Yt�EIi'�I�17C
CONCEItNING ILITTLE LEAGUE
DONA'I'ION TO SARATOGA YOUTH SPORTS F'U1�TIID
'I'I�S �GItEENIEI�IT, dated by and between �'d�'�'
OF SARAZ'OGA, a municipal corporation ("Cit�'), and SA1tATOGA Y..dT�I.� ]L�AGN�
�ASEBAL]L, INC. ("Little League amends the AGREEMENT CONCERNING LIT'TLE
LEAGUE DONATION TO SARATOGA YOLJTH SPORTS FIJND between the City and Little
League dated
1V�W, '�'gIE1tEFOYtE, T� IP��'�� ��T� A�ItEE �YENBD '�'�3[E
AG�tEEMENT CONCERNING I.Y�'1'L� lLE�1�UE �Ol�1AT'I01�1 'g'O SARAT'�G.�
YOiJTH SPORT'S FUND AS FOLL�WS:
Paragraph 2 of that agreement ("Donations by Little League") is deleted and replaced with the
following:
2. ➢)on�tions iby Y,ittfle ILeag�n�e. In recognition of the additional improvements to be
financed by the City as described is section 1, above, Little League agrees that it will contribute
a minimum of $90,000 to the Saratoga Youth Sports Fund no later than June 1, 2007. Little
League shall use its best efforts ta donate at least $18,000 by June 1 of each yeaz begiruiing in
2003. City shall reduce its general fund contribution to the Congress Springs Park Project by an
amount equivalent to each year's Little League donation pursuant to this agreement.
�N �%'�'1V�SS �i2EOF, the parties have executed this Agreement the day and year
first above written.
Saratoga Little League Baseball, Inc., a California Nonprofit Corporation:
By:
Print Name:
Position:
CITY OF SAR.ATOGA, a municipal corporation
Date:
Date:
Name:
Title:
APPROVED AS TO FORM:
Date:
City Attorney
������5�
1VIEE�'ING Il➢A�'lE: �➢ecembe� 18, 2008 AGIEI�IlD�s ��'El�ii:
�RYG�NA��1�1� �DEP'�': lPublic Wo�ks ��77['�' I�%�1A�]EI�:
1P12EP�E�D �D���' IEiE�:
S�JB.➢EC'I': �rookglen, ]El Quito, Wildwoocl ]Parks —�warcl of IDesign �ontract
Y2E��MI�It]E1�1DE�D A��I�I�(S�):
1. Move to award a design contract to The Beals Group in the amount of $35,700.00 for the El
Quito Park Playground Equipment Replacement and El Quito Park Improvement Projects.
2. Move to award a design contract to Design Focus in the amount of $22,470.00 for the
Brookglen and Wildwood Park Playground Equipment Replacement Projects.
3. Authorize City Manager to execute contracts with The Beals Group and Design Focus.
��U12�' STJN�IVI��':
In direct response to Federally Mandated Playground Equipment Safety Standards, the City,
through the Parks and Recreation Commission, formed task forces and held kickoff ineetings this
past July, 2002, at Brookglen and Wildwood Parks to replace existing equipment that does not
meet the federal safety standards. The El Quito Park Task Force has been meeting on a regular
basis over the past year, with meetings focused on issues such as irrigation improvements, the
placement of a pedestrian/jogging path with par course around the park, play equipment
replacement, and other small infrastructure improvements. In order to proceed forward,
professional design services are required to ensure the proper placement of the new play
equipment and to ensure the aesthetic integrity of each park remains.
Staff solicited proposals from 34 Landscape Design firms for the Brookglen El Quito
Wildwood Park Improvement Projects. Proposals were received from 6 of the design firms by
the November 15, 2002 proposal deadline.
The qualifications and cost proposals for each Design firm were very competitive, as reflected in
the Comparison Fee Table (Attachment B). After detailed analysis, staff recommends hiring The
Beals Group to design the El Quito Park Projects because of their extensive experience with
medium to large size public projects and their competitive cost proposal.
a
Staff also recommends hiring Design Focus for the design of Brookglen and Wildwood Parks
because of their extensive experience in the Saratoga Community with smaller, unique projects
and their strong design skills and their competitive cost proposal.
Reference checks were performed for both design firms, with both receiving favorable feedback.
Attached are proposals (Attachment A) from The Beals Group and Design Focus.
&'ISC� �I'!'�PA��S:
Funding for these projects is programmed into the adopted budget in the City's Capital
Improvement Plan, which contains sufficient funds to cover the contract amounts and
reimbursables.
�ONSEQ�IV�IES �F 1��� ��LI.��'II1�1� ][�]E��li�'�1���D A�7C��1V(S):
Improvements to the parks will not be implemented and the City will not be,in compliance with
federally mandated Playground Equipment Safety Standards.
AI,TE1tP1A'lCg� AC�'�ON(S):
None.
�OI..Y.�W �J� A�'�'��I+�(S):
A contract will be executed with each design firm and task force meeting with the public will
commence within the next month.
��IDVEI�'g'dS�I�1G, I�O�'d�glV� �1�D lP�]Ld� ��1�1'd'A��:
Task force meeting with the public will �ommence upon execution of the contracts.
A�'TA�I�I�1V�'S:
Attachment A— Proposal packets from The Beals Group and Design Focus.
Attachment B— Comparison Fee Table
5���'�GA cC�����.
iVIEE'T�NG �DAT�:1Vovembe� 20, 2002
OR][GgNA�ING ➢�IEPT: Public �Vorks
I' '�Dl'7�:�D1`Il;:�
�.GE1Vl�A ��'�M[:
�I�'�' M[�IVA���2:
�D�+ I$IEE�:
SUBJEC'T: City lProperty lLocated at �uito lPollard ]Etoad
�C�NIIlMEN�DEI� A�TIOIV(S):
Receive report and provide direction to staff.
REPOItT SUIVIIVIAIZY:
At their recent meetings, the Parks and Recreation Commission and the Trails Subcommittee
have been discussing the disposition of two adjacent parcels of City-owned property located at
the Northeast intersection of Quito and Pollard Roads. The Parks and Recreation Commission
and the Trails Subcommittee are interested in designating these parcels as parkland (attachment
A), with the suggested name of "Oak Grove Park" due to the large number of Oak Trees on the
properties.
The Parks and Recreation Commission invited Arlie Middlebrook, native plant specialist, to their
April 2002 meeting and were given an informative presentation on the usage of native plants in
landscaping projects and gave information on how the City owned parcels at Quito and Pollard
Roads could be developed using native flora and fauna.
The Parks and Recreation Commission requested Staff determine the zoning of the parcels and if
the parcels are designated as parkland. After researching this, Staff determined the two parcels,
APN 403-22-027 and APN 403-22-004, are not designated as parkland and are
zoned R-1-40,000. These parcels were Quitclaim Deeded to the City from the County in 1979,
and appear to be related to a transportation easement and flood control area (attachment B).
Incorparated in this year's update of the Capital Improvement Plan is a line item for
improvements at these sites. Staff is requesting direction from Council on how to proceed
regarding the disposition of these parcels.
FISCA][., Ild][PAC'TS:
N/A.
CONSEQiJ]ENC�S �F 1VOT ]F�]L]L�W�1V� l[�C�1l9[I�I�IVYDE�D A�'d'�OIV(S):
N/A.
A�TE1tNA'Y'�� AC'g'I�1V(S):.
None
]F'�L]L�VV �JI' AC'�'g�IV(S):
None
ADV�RTISING, N�'I'�CIlVG �1�D lP�g.�� ��IV�A��':
None
AT�E4Cg3[1VglEN�'S:
Attachment A— Letter from Parks and Recreation Commission
Attachment B— Copy of Quitclaim Deed
Attachment C— Map of each parcel a
0
2 of 3
�E���'��u�
N�EET'�NG �A�IE: November 20, 2002 AGEI+�IDA ��El!'g:
OR][G�NA'�'ING �EPT': Public Works I�I+IA�EIZ:
PREPARE➢� �D]EIP�' H��:
SUB.TECT: Gardiner Park Access �rail E4djacent to Wildcat �reek
IltECOM1V%�N�EIl� AC'I'I�N(S):
Direct Staff to work with the Santa Clara Valley Water District to develop a Joint Use
Agreement to reopen the Gardiner Park Access Trail.
R�POI2'�' SU1VgM[ARX:
Local residents living in the Gardiner Park area have been utilizing an easement controlled by the
Santa Clara Valley Water District as an access trail to the Eastern end of Gardi,ner Park via
Springhill Court for many years. Staff was notified last August by residents living in the area
access to the trail had been blocked by placement of cyclone fences at the .Springhill Court and
Gardiner Park entry points and wanted to know why the access to the trail had been closed.
Research revealed the Santa Clara Valley Water District had erected the fences and closed the
trail in direct response to a privacy/safety complaint received from a resident who lives along the
trail whose back fence lies adjacent to the trail. When this information was conveyed to residents
who had previously contacted the City, their response was to request the City reopen the trail.
Staff explained the City is not able to reopen the trail because the trail is under the auspices of the
Santa Clara Valley Water District.
Staff explained Residents could circulate a petition to reopen the trail and bring this petition
forward to the Parks and Recreation Commission for review, which the residents did at the
November 4, 2002 Parks and Recreation Commission Meeting. During the interim, staff at the
Santa Clara Valley �Vater District expressed a willingness to explore options to reopen the trail if
the City would be willing to enter into a Joint Use Agreement.
As requested by Council, Staff is presenting this report and requesting permission to work with
the Santa Clara Valley Water District Staff and the City Attorney in an effort to develop a Joint
Use Agreement similar to the one contained in Attachment A.
J
Present this evening from the Santa Clara Valley Water District is Jennie Micko, who is prepared
to respond to questions from Council.
�'ISCAg, IM�'ACTS:
Unknown at this time. Future costs could include trail maintenance and improvements.
CONSEQ�J�NCES OF' N�� &'OILI.�VV�1VG Il2]E���EIV➢)E�D A��g�N(S):
Gardiner Park Access Trail will most likely remain closed.
ALTERNAT�VIE �C�'��N(S):
Continue dialog with the District to reopen the trail to its previous status.
�OLLOW �J� A�T�OIV(S):
Joint Use Agreement will be developed between the City and the Santa Clara Valley Water
District and submitted to the City Council for approval at a future City Councit Meeting.
AI)VER'I'ISgNG,1VOT��dNG AN�D ]P�I,IC ��IVTA�'�':
Meeting Notice mailed to area residents most likely affected by trail closure.
AT'g'ACgIIVIENTS:
Attachment A— Sample Joint UsE Agreement
Attachment B— Petition from Area Residents
I�
Saratoga Parks and �ecreation �oinmission
�ommissioner Assignrnents
07/10/2002
Sub-Committee List
Maximum of 3 commissioners is allowed on each. Responsibiliries include reporting back to the
commission on the activities and any recommendations of the group. No official acrions taken at these
meetings.
Trails Lo an
Brook len Renovation Nick
EI uito T.F. Nurb
Creek Cleanu Sandra
Wild►vood Re�iovation Sandra
Con:muni Center An ela
Youtli Gre
B.A. C. (Bicycle) Logan
Ci Use Fees Elaine
Park Patrol Loean
Nick Gre Acrive Monthl
Startin Monthl
An ela Acrive Monthl
Holdin Bi-Annual
Gre Startin Monthl
Elaine Startin As needed
Nick Inactive As needed
Active 1 ear c cles
An ela Norb Acrive On oin
2 As needed
One conunissioner per park. Responsibiliries are to visit their park on a regular basis and report back to the
commission any items such as required maintenance, user feedback, suggested improvements etc. that they
feel are of interest to the comrnission or are beneficial to their park.
J^
Saratoga Parks and Recreation Commission Meeting
Adult Day Care Center
19655 Allendale Avenue, Saratoga
Monday, January 6, 2003
7:30 p.m.
AGENDA
I. Organization
1) Roll Call: Clabeaux, Deimler, Dodge, Frazier, Fronczak, Gates, Seroff
2) Report on Posting of the Agenda:
Pursuant to Gouernment Code 54954.2 the agenda was properly posted on
December 27, 2002
3) Review November 4, 2002 Action Minutes
4) Review of City Council activities/recommendations from past month
a. Oak Grove Park recommendation
b. Gardiner Park creek trail
c. Approval of budget for Wildwood and Brookglen Parks
II. Administration
1) Introduction of new Council Liaison Ann Waltonsmith
2) Update by Public Works Director John Cherbone
3) Update by Recreation Director Joan Pisani
III. Oral Written Communication
(This section is for the public to speak on any item not on the agenda minute limit per person)
Take items under advisement for possible placement on a future agenda.
N. �ld �usiness
1) Review of Commissioner assignments:
a. Sub Committee
b. Task Force
c. Park Adoption
-Assess any changes or re-assignments
-Create goals and timelines for 2003 by February meeting
-Generate written record of all meetings
-Deternune status and record
2) Review of 2002 topics needing redress
V. New �usiness
Administration:
1) Discuss date, time and duration of 2003 PRC retreat
2) CIP brainstorm list for 2003 (preliminary)
3) Consider the change of PRC meeting location to North Campus
Action Items:
1) Determine direction for Gardiner Park Wildcat Creek Trail
2) Formation of Gardiner Park BMX Course Task Force (pending
input from John and legal council regarding feasibility)
3) Consider park procurement task force
VI. �,eports
Deferred until February request written reports from all subcommittee and task
force chairs by end of January 2003 for inclusion in February packet.
VII. Wrap
1) New Actions/ Items to place on future agenda
VIII. Adiournment