HomeMy WebLinkAbout03-03-2003 Park and Recreation Commission AgendasSaratoga Parks and Recreation Commission 1Vleeting
North Campus Administration Meeting Room
19848 Prospect Road
Monday, March 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
February 28, 2003
3) Review February 3, 2003 Action Minutes
II. Administration
1) Update by Council Liaison Ann Waltonsmith
2) Update by Public Works Director John Cherbone
3) Update by Recreation Director Joan Pisani
III. Oral Written �ommunication
(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 placeinent on a future agenda.
N. Action Items
1) Trail policies
2) Indemnity statement
V. 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
-Generate written record of all meetings
-Determine status and record
3) Outline PRC 2003 Retreat
4) Outline C1P 2003+
VI. 1Vew Business
1. Joint meeting with City Council
VII. R,eports
1. Sub Committees
a. Trails
2. Commissioner Reports
VIII. VVrap-up
1) New Actions/ Items to place on future agenda
lX. Adiournment
Saratoga Parks and Itecreation �ommission 1l�Ieeting
Adult Daycare Center, 19655 Allendale Elvenue, Saratoga
February 3, 8003
7:30 p.m.
Action ld1[inutes
I. Call to Order
The meeting was called to order at 7:31 p.m.
�I. Ytoll 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 Agenda: Pursuant to Government Code 54954.2
the agenda was properly posted on January 30, 2003
N. Approval of Minutes of 1Vleeting: 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 V6�ritten Communication.
None
VII. Action Ytem
1) User Fees: Presentation by Fees Subcommittee. Commissioner Fronczak
commenced presentation by reviewing Saratoga Recreation Facilitv Fee
Evaluation. Goal is to maacimize revenues. Areas covered:
o Obj ectives
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
e Picnic Areas: $4,680.00
o Other Park Picnic Areas: $9,600.00-$52,800.00
o Other Park:
Tennis: $6,000.00
m Horseshoe: $2,400.00
Volleyball: $2,400.00
Alcohol Permits: $2,500.00
0 Jump Station Permits: $2,500.00
m Processing Fees: $25,000.00
o Summary of Revenue Estimates (annual basis):
o Fields: $4,263.00
o Stage: $585.00
o Picnic: $52,800.00
o Horseshoe/Volleyball: $4,800.00
o Tennis: $4,800.00
o Permits: $30,000.00
o TOTAL: $97,248.00
e 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
o Conclusion:
o Failure to complete recommendations is failure to realize
potential revenue
o PARK FACILITY USE POLICY RECOMIvIENDATIONS:
Presentation by Commissioner Frazier.
o Application Procedures:
o Reservations:
Advance booking requirements
FeeslDeposits
IndividuaUGroup use
ProfitlNon-profit
Min/Maac rental time
Posting of Reservation prior to event
o Cancellations:
e 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
m 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 IMPLEMENTATION RECOMMENDATIONS:
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 Department 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
administrative 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 time
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 for 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.
1V�otio_n b_y Commissioner Seroff, seconded bv Commissioner 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.
�I�I. Old �usiness
Deferred to next meeting
IX. 1Vew Business
None
X. Y�e orts
None
X][. VVrap-up New Actions (5 minutes)
Discuss PRC retreat date and location
XYg. 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
DRAFT
Saratoga Trail Rules
Be courteous.
Respect your neighbors' privacy.
Yield to equestrians.
Stay on designated trails.
Keep dogs on leash.
Fires prohibited at all times.
Do not disturb plants or wildlife.
No littering.
On any trails allowing bicyclists:
Helmets required for bicyclists at all times.
Speed limit: 5 mph while passing, 15 mph otherwise.
REV A 2/18/03
Proposed 4rail indemnity ordinance
The City shall indemnify all grantors of trail easements and other owners of lands
immediately adjoining County trails from liability for injuries suffered by users of
the adjoining trails. The indemnity shall not apply to injuries caused by a
landowner's willful or malicious conduct. The indemnity shall include the costs of
defending the landowner against all liability claims brought by users of City trails
as well as the costs of damage awards and other costs associated with such
claims.
Saratoga Parks and Recreation Commission
�ommissioner Assignments
02/06/2003
Sub-Committee List
Maximum of 3 commissioners is allowed on each. Responsibilities include reporting back to the
commission on the activities and any recommendations of the group. No official acrions taken at these
meetings.
Adopt-a-Park
One commissioner per park. Responsibilities 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 commission or are beneficial to their park.
Saratoga Parks and Recreation Commission 1Vleeting
North Campus Administration 1Vleeting Room
19848 Prospect Road
Monday, March 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 Gouernment Code 54954.2 the agenda was properly posted on
February 28, 2003
3) Review February 3, 2003 Action Minutes
II. Administration
1) Update by Council Liaison Ann Waltonsmith
2) Update by Public Works Director John Cherbone
3) Update by Recreation Director Joan Pisani
III. Oral Written Communicatioxi
(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 placeinent on a future agenda.
N. Action Items
1) Trail policies
2) Indemnity statement
V. 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
-Generate written record of all meetings
-Determine status and record
3) Outline PRC 2003 Retreat
4) Outline ClP 2003+