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Home My WebLink About02-03-2003 Park and Recreation Commission AgendasSaratoga lParks and 12ecreation �ommission M[eeting Adult Daycare Centep, 19655 Allendale Avenue, Saratoga F'ebruary 3, 2003 7:30 �p.m. Actaon 1Vdinutes g. Call to Orde�- The meeting was called to order at 7:31 p.m. II. �toll Call Commissioners Present: Elaine Clabeaux, Sandra Dodge, Logan Deimler, Angela Frazier, Norbert Fronczak, Greg Gates, Nick Seroff Commissioners Absent: None Others Present: Council Liaison Ann Waltonsmith, Public Works Director John Cherbone, Staff Liaison Cary Bloomquist III. Report on Posting of the A�enda: Pursuant to Government Code 54954.2 the agenda was properly posted on January 30, 2003 N. Approval of 1VIinutes of li�Ieeting: Motion by Commissioner Logan Deimler, Seconded by Commissioner Sandra Dodge, to approve January 6, 2003 Action Minutes with corrections. Vote taken, action minutes approved 7-0 V. Administration: 1) Council member Ann Waltonsmith updated the Commission regarding the discussion at Council Retreat regarding the Union Pacific Rail Road Trail. Staff directed to hire a"neutral" consultant to hold a series of public meetings within the next couple of months. Council is steering the activity at this time. 2) Public Works Director John Cherbone gave a brief update regarding bicycle path between Blue Hills School and Azule Park. Should be installed within the next 2 months. VI. �ral and W�itten Communication. None VII. Action �tem 1) User Fees: Presentation by Fees Subcommittee. Commissioner Fronczak commenced presentation by reviewing Sarato�a Recreation Facilitv Fee Evaluation. Goal is to ma}cimize revenues. Areas covered: m Objectives o Facility Rental Fee Comparison o Indoor Facility Comparison Sununary o Specialty Parks: Congress Springs, Wildwood o Parks with Recreational Items-Current rental fees: o Azule-No Fee Schedule o Beauchamps-No Fee Schedule o Bellgrove-No Fee Schedule o Brookglen-No Fee Schedule o El Quito-$35 tableBBQ o Gardiner-No Fee Schedule o Kevin Moran-No Fee Schedule o Parks with Recreational Items: o Comparison Rental Fees-Picnic Areas: Palo Alto on low end is $10.00 residents /$15.00 non- residents Cupertino at high end is $55.00 residents /$75.00 non- residents o Parks with no Recreational Items: o Foothill, Heritage Orchard, Historical Ravenswood o Blaney Plaza-Banner Fee $150.00/week o Estimate of Revenue from Park Rentals: o Congress Springs Park Fields: $1,300.00-$2,132.00 o El Quito Park Fields: $1,300.00-$2,132.00 o Wildwood Park: Stage: $585.00 Picnic Areas: $4,680.00 o Other Park Picnic Areas: $9,600.00-$52,800.00 o Other Park: Tennis: $6,000.00 Horseshoe: $2,400.00 Volleyball: $2,400.00 Alcohol Pernuts: $2,500.00 Jump Station Permits: $2,500.00 Processing Fees: $25,000.00 Summary of Revenue Estimates (annual basis): o Fields: $4,263.00 o Stage: $585.00 o Picnic: $52,800.00 o HorseshoeNolleyball: $4,800.00 o Tennis: $4,800.00 o Permits: $30,000.00 o TOTAL: $97,248.00 Recommendations: o Administrative System for Indoor Facilities in place and working. o Unrealized revenue is available for Outdoor Park Facilities o Actions to realize potential revenue: Revise policies to rent outdoor facilities Improve accessibility of information Implement Revised Process Conclusion: o Failure to complete recommendations is failure to realize potential revenue o PARK FACILITY USE POLICY RECOMMENDATIONS: Presentation by Commissioner Frazier. o Application Procedures: o Reservations: Advance booking requirements Fees/Deposits IndividuaUGroup use Profit/Non-profit Min/Max rental time Posting of Reservation prior to event o Cancellations: Advance notice Refunds Weather cancellations o Terms of Rentals: o Responsibility of damages o Insurance requirements o General rules: Park/facility hours Noise/Amplified sound FiresBBQs General conduct Animals Vehicles Structures Clean up o Priority of use: o Allow for park "down time" o Balance types of uses o Block our time for independent "casual" use o PRC METHOD OF IlVIPLEMENTATION RECOMIV�NDATIONS: o Building facility rental-Recommend they are processed through the Recreation Department with a full time employee handling reservations and fee collection. o Park facilities rental-Recommend they are processed through the Public Works Deparhnent utilizing one full time worker or utilizing one part time worker with volunteer assistance. Recommend keeping a master list of all parks and their pending rentals in addition to deposits with refundable data. Triplicate form would give copies to the renter, park maintenance reservation book or file. o A master map and /or guide to all Park and Recreation Facilities in Saratoga. o Maps of all parks. This would include identifiable designated areas available to rent (this would include maximum numbers for each given reservation area). o A non-refundable $25.00 processing fee. This fee is designed to cover adinin.istrative time required to process the application. o$50.00 refundable deposit for all groups of 75 persons or more. o$100.00 refundable fee for all field reservations. o Park request form to be filled out in person or via the web. Upon completion of paperwork and receipt of deposit, facility user given a permit number with park location, date of reservation and site location within park. This would be attached to a Park Facility Request Form. All paperwork would need to be in possession of the renter at the tune of use of facility. o Facility condition form returned only if the facility was not found clean and usable and is a means of monitoring park condition. Conclusion of presentation by Fees Subcommittee. Discussion ensued far approximately 70 minutes. Data thoroughly reviewed, discussion centered on Fee Schedule. Determined "method of implementation" and "changes in policies" should not be the focus of discussion and was not the direction of Council. Focus on "Fee schedule" and revisit other elements at a future meeting. Two motions were proposed and seconded, but did not pass. A third motion was proposed but did not receive a second. Discussion ensued among Commissioners for approximately 60 minutes regarding the Fee Schedule and how to structure resident vs. non-resident fees. The Commission decided not to change the fees collected and administered by the Recreation Department because Recreation Director Joan Pisani was not present to bring forward her views. After considerable discussion, Commission Consensus was reached. Motion by Commissioner Seroff, seconded bv �ommissioner F� to approve chan�es to the Fee Schedule as reflected on the document itself (document will be provided for reference). Vote taken, motion carrier (6-1) with Commissioner Gates opposed. VIgI. Old Business Deferred to next meeting �X. New �usiness None X. Yt eports None X][. Wrap-up New Actions (5 minutes) a Discuss PRC retreat date and location XII. Adiournment Commissioner Logan Deimler made a motion to adjourn the meeting. Commissioner Angela Frazier seconded the motion. Vote taken and motion carried 7-0. The meeting was adjourned at 10:58 p.m. Prepared By: Cary Bloomquist, Staff Liaison Saratoga Parks and Recreation Commission Meeting City Managers Conference Room 13777 Fruitvale Avenue Monday, February 3, 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 Government Code 54954.2 the agenda was properly posted on January 30, 2003 3) Review January 6, 2003 Action Minutes II. Administration 1) Update by Council Liaison Ann Waltonsmith 2) Update by Public Works Director John Cherbone 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. Action Items 1) User Fees N. Old �usiness 1) Task Force Reports: i. Wildwood Park ii. Brookglen Park iii. Gardiner Park iv. El Quito Park 2) 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 3) Outline PRC 2003 Retreat 4) Outline CIP 2003+ 5) PRC utilization of North Campus Saratoga Parks and Recreation Commission Meeting City Managers Conference Room 13777 Fruitvale Avenue Monday, February 3, 2003 7:30 p.m. AGENDA I. Or�anization 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 January 30, 2003 3) Review January 6, 2003 Action Minutes II. Administration 1) Update by Council Liaison Ann Waltonsmith 2) Update by Public Works Director John Cherbone 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. Action Items 1) User Fees N. Old Business 1) Task Force Reports: i. Wildwood Park ii. Brookglen Park iii. Gardiner Park iv. El Quito Park 2) 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 3) Outline PRC 2003 Retreat 4) Outline CIP 2003+ 5) PRC utilization of North Campus V. 1Vew �usiness None. VI. R,eports 1. Sub Committees a. Trails 2. Commissioner Reports VII. l3�rap-up 1) New Actions/ Items to place on future agenda VIII. Adiournment ,C6T.Y �F SARA�'O�e4 FEE SCHED�L�C� PR�POSE� �Y �9�� ACILITY DESCRIPTION FEE Non-Profit Organizations Congress Springs Park Little League Diamond Pony League Diamond Soccer Field Concession Stand Picnic Area with Barbeque Y�on-Resideng $40/hr $40/hr $60/half day W ildwood Park Fundraisers 500/daily rate 600/daily rate plus wages overhead for one staff person if more than 500 persons Stage 45/day 55/day Picnic Area with Barbeque $45/half day $60/half day Sand Volleyball Court $10/hr $15/hr Horseshoe Pits $5/hr $15/hr EI Quito Park Softball Diamond Turf Field Picnic Area with Barbeque (L) Picnic Area with Barbeque (S) Sand Volteyball Court (1) Horseshoe Pits Kevin Moran Park Picnic Area with Barbeque Volleyball Court (1) 50% discount on hourly rates Rates are per available area Residen4 $25/hr $25/hr $45/half day $25/hr $25/hr $45/half day $35/half day $10/hr $5/hr $35/half day 10/hr Azule Park Tennis Court (1) $10/hr Picnic Area with Barbeque (3) $35/half day Sand Volleyball Court $10/hr Horseshoe Pits $5/hr Brookglen Park Gardiner Park Beauchamps Park Half Court Basketball Court Picnic Area with Barbeque (1) Picnic Area with Barbeque $10/hr $35/half day $35/half day $10/hr n/a n/a n/a n/a n/a $50/rental Bellgrove Heritage Orchard Foothill Park Ravenswood Park Historical Park Tennis Courts (2) Refundable Security/Damage Deposit (all parks) Processing Fee (all parks) $40/hr $40/hr $60/half day $50/half day $15/hr $15/hr $50/half day $15/hr $25/hr $50/half day $15/hr $15/hr $25/hr $50/half day $50/half day $25/hr n/a n/a n/a n/a n/a $75/rental Community Garden Plot Standard Fee (annual) 35/annual Resident Senior Fee (annual) 25/annual Rental Water Usage Charge (annual) 75/annual Only Future consideration based on working baseball/soccer agreements Future consideration to process paperwork �ITY O� SAI�TOG�1 �FE� ��I-I��f� �R��E� �OCATION DESCRIPTION FEE Residen� HouPly Ra4e Community Center Muiti-purpose Room w/ Kitchen $85.5/hour Senior Center Room w/ Kitchen $72/hour Patio Room $40.5/hour Arts Crafts Room $36/hour Dance Studio $36/hour Conference Room $18/hour Garden Patio $180/day (available only when renting a room with kitchen) Warner Hutton House House Garden, Patio Gazebo House Garden $54/hour $54/hour $85.5/hour Civic Theater Reservation Security Deposit Processing Fee Rehearsals Performances Partial use of stage Move in Move out Informal rehearsals Surcharge $300 $25 Daily Rafe $85.5/hour 265.5 $90/hr $40.5/hour $40.5/hour $31.50 1/Ticket sold �on-Ftesiden� $95/hour $80/hour $45/hour $40/hour $40/hour $20/hour $200/day $60/hour $60/hour $95/hour $300 $25 Daily Ra4e $95 285 $100/hr $45 45 35 1/Ticket sold liNeekly Ra4e liVeebcly F2a4e Blaney Plaza Banner 200 300 �RC �ransmittal to the City Council of Saratoga 1Vlethod of Implementation I�ecornmendations In addition to a fee schedule and policies regarding the reservation of city recreational properties it is very important to have a method of implementation. We have looked at other cities as well as the system used in Saratoga and would like to suggest the following ways to unprove the implementation of reservation and fee collection for the city. Building facility rental is processed through the Recreation Department with a full time employee taking care of both the reservation process and the deposit and fee collection. This seems to be working well. Anyone wishing to reserve any building facility has a contact person who will help them reserve a facility. The park facilities rentals are taken care of by the Public Works Department. There is one part time employee who takes reservations and collects fees in addition to other job responsibilities. The cities revenues could be further enhanced if there was a full time person, or perhaps volunteer workers under the direction of the part time employee, who would be available during city business office hours to take a11 reservation, deposits, collect fees and help the individual or group with the paperwork necessary. An important part of this process would be to keep a master list of all parks and their pending rentals in addition to deposits with refundable data. A triplicate form would give copies to the renter, park maintenance, reservation book or file Implementation would include: o A Master Map and/or guide to all Park and Recreation Facilities in Saratoga. o Maps of all parks. This would include identifiable designated areas available to rent. The park areas available to rent would include maximum numbers for each given reservation area o A non-refundable $25.00 processing fee. This fee is designed to cover administrative time required to process the application. o A$50.00 refundable deposit for all broups of 75 persons or more. o A$100.00 refundable fee for all field reservations. A Park Facility Request Form to be Eilled out in person or via the web site. Upon proper paperwork and deposit, renter would receive a pernut number with park, date and map designating area of park reserved. This would be attached to a Pazk Facility Request Form. These papers would need to be in possession of the renter at the time of use. Facility Condition Form. This form is to be returned only if the facility was not found clean and usable. Form would provide a means to monitor pazk conditions. �t�� S� �C�1d11tlA�1�11.�1 A ��l�l 2/03/03 Appliea�ion I�roced�ares: Reservations Advance booking requirements Fees/Deposit IndividuaUGroup Use ProfitlNon-profit 1VIin./1VIax. rental time Posting of Reservation prior to event o Cancellations Advance notice Refunds Weather cancellations �erms of �ental• o Responsibility of damages o Insurance Requirements General Rules Park/Facility Hours Noise/Amplified Sound Fires/BBQ's General Conduct Animals Vehicles Structure� (i.e. "bounce houses/jump houses") Clean up 1Pruori�� of �Jse: o Allow for Park "down time" o Balance types of uses o Block out time for independent "casual" use A 6 6 ��.t1011 ��.�1 lt 0 V Ll �.tl O 1� 0��0� �0� i O J �Ct1V�S 0 �Z�� u�ent Indoor Faciliti�� and Parl� F�.��.:�.��v R�nta� F�� T��.�� F�� w�th N��.rb� 1��e� Fa�ilitie� I��ntal Polici�� I�� Method of Irnplementatio� I�� I��omr��ndat�� t� C�ty C�u�� a ��.Clll� Rental �e� Comparison a Sara��g�. Rental Fee obta�ned from City Web��te �.nd I�e��°�at�� I�epartmen� �o D�vel��e� ��o S�e��a�� P�.�k� 1�a�A�� vit1� recreationa� �tem� I�a.�k� vvith n� r��r�at��na� �t�m� �o C��pa�� Su�ary ba�ed o� t�� Cat�� o ��l�e F�.��e� I�e��a� ��c��de� Ind�� cilit Com ari�on ��rrr�rn�r Y p I�e�e�~ence I�eport frorn Yvonne dated �3/0� P�ese�ted to� th� I'1�C June 0� �o F�� s��°� w�� m�a�� e�o o ��ee�.x�� w�� 40 ��ven�.�.� ��°�.��1— �.p��.�� 0� a��u�.��y o l�To ��fi� reconlrriendationso �ees P��y ��p�en��.�� 1 S��o�lt Park Con re�� S ri� p Y g g o Or�a�i��d Sport �acilityo �o IJ�� °�u� A�reerrients recently s��ned o C��.�� w�� hbor�� 1��/�� L��.��/S o��° I��.s�k��.11/S�f�b�.�� 4� ��°/��1 ��°/f�� lZe��mend Establ�shrnent Rental �ee within th�s ran�� o e 1 1� t WOO y Fu��. I��.iser ��00/da Y Ot�� m� I��cr�� age �4�/��.� ��s��h��/V�Y��ba�� 10/ u C�t��°ent Re�tal Fee Structur� is IZeasonable, except chan�e I�orsesh�oe�olleyball to hourly e ar w�t. cr t�ona t m e ea e s u rre nt e nt� ee� 0 Includes the following Parks a AzLl�e I�� fee s��e�� eaucharnps �o �ee s�h�du1� ell gr�ve �1 ookglen �1 �uito ardlner �T� �e� s�h�c�u�� l�T� f�e s�h�dul� $3� tab�e with bbqu� l�T� fee� �ched��e I�evin I�oran I�o fee s�h�dul� e a� wot r i n t m to ec ea a e s Cor��.r�son�Rental Fees Pi�ni� Area� �n En� �55 Low Enc� I i i �n�� Rec��.�encl Rental �ee within this Ran�� 0 Prl� .111 a.. R r 1 n 1 t l�T� e� eat o a Iter�s Pa.r�s �nclud�e o �oothill I�erita�e Orchard I��.� �.nd �Z�.��n�w�od 1 Y r e n e a'e t�" �1 r a Y �'v �I V'/' O C C d S C ��1 1 I .�l d l �1 �1 x. l I I t i 1,:. 1 1 1 1 .s. l 3 I��mmencl Increase to 17��veel� a a Est��ate o Revenue rom Par Rn 1 e ta s 0 Co�� S p�in� s fields- 4 hour� 1� day ��5/hr� to �/h�� ►�ii(�� i �L��:�i� Il��!�!�� 1 ��i�•t� ��/h�� 414�� W��.w��d S�a�� day� ��/da y I 1 i i i i i 1Ii i ��i �1 i_ 1 �/i ��i t; i i.; 1 E f st ate o Revenue rom P rk a I�enta s Otl��nA ��.rk Picnic area� x 4� �960� �ennis x ��u�°s x $1 �/h�° �H[o�seshoe 3 x �ours x $1 ��40� �Tolleyball 3 x hou�s x $1 ��40� a 1-�lcohol per�ts x $250� �urrip statlon per�ts 50 x� �50 �250� 1P1 ocessi�g �ees 000 x�� 9�0� a 0 ur��ar o Revenue Estlmates y 0 annua asls Fie��ls Sta�� 1�.�.� u to �2132 x 2 $�263 u t� I�I��s��1��/�T�11� b�.l� �4��0� T��.�.�. s u t� 00 Pe��n�� u t� �30 p To��.� �97�24� m a 0 ��C01�1111�11 �.tlO1�lS Ad�n��trativ� Systern for Indoor Facilities i� �.nd� work�n� a i fa 2 1 t i i Z i �i e i I l�/� I I�` ��1 z� L i i I� ��l ��i i 1 ��l i�' I L 1 �/i ��x�� ar� F�.�iYiti�� A�� I��al�z� Pot�ntiaY I��nu�� Il�ev�� Po1�� Z�� Outdoo�° Fac�l�t�� prove Acce��ibility of inforrnatior� �n�� l��g�� P�� a 011C L1S1011 �'ai��°� to complete recommendations is fail��°� to r�alize potential revenu� PR� ��.dy t� a.��i�t A��n�� o Cu��nt S arato��. F�� a I�T�arb Cit Com �.�so� Y Y p Poli��y Outlin� 1`/Iethod of Implementatior� \L l �L L i��'I i i i,: ��.i i�/ii,`i� i�/�1 IL V. 1Vew Business None. VI. l�,eports 1. Sub Committees a. Trails 2. Commissioner Reports VII. V6�rap-up 1) New Actions/ Items to place on future agenda VIII. Ad journment