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Home My WebLink About05-17-2002 Park and Recreation Commission AgendasA�enda for PRC Retreat Mav 17 12 noon to 5um y Administration Office Please bring lunch and drioks A�enda Topics Citv Wide Use Fees 1 hour 1.Agreements for Group Use of Outdoor Facilities 2. Agreements for Group Use of Indoor Facilities 3. Fee Schedules for all Parks 4. Fee Schedules for Community Center, Theater, etc. 5. Procedure for Future Facilities. Communitv Park Survev 30 minutes 1. Procedure for Mail Survey 2. Procedure for Commission Member Participation Survey 3. Procedure for Tally of Results FinancesBudget 30 minutes 1. Staff Report of Parks Fund 2. Staff Information on how funding for PRC requests take place. 3. Future expectations of fund. To Do List 45 minutes 1. Action Items 2. Procedure for tacking on-going items 3. Procedure for implementing progress A. Who B. How 4. Communication of Progress Park Development /Procurement 45 minutes 1. Process to name Parks 2. Process to procure parkland 3. Process to develop parkland 4. Park needs assessment, procurement, and implementation Update 30 minutes 1. Trails Master Plan 2. UPRR Corridor 3. Status of Central Park/Heritage Orchard PRC involvement, direction, responsibility on above three items General Direction of the PRC 1 hour 1. Subcommittees, How they should function and report 2. Task Forces, How they should function and report 3. Communication with City Council 4. Commission Meeting Agenda Input 5. Capitol Improvements/Community Center Gym, etc. 6. All other concerns not addressed. emo To: Parks and Recreation Commission From: Joan Pisani Date: March 7, 2002 Subject: Saratoga Facility Rental Information At your meeting on March 1 l�', Yvonne Lampshire, the City's Facility Coordinator, and I will make a presentation on Saratoga's Facility Rental Progam. Attached you will find information on the Community Center, Warner Hutton House, Senior Center and Civic Theater. For your review are cunent use policies, fee schedules, surveys and other relevant information. Please feel free to call me, if you have any questions before the meeting. RECREATION DEPARTMENT Memo To: From: Date: Joan Pisani, Director of Recreation Yvonne Lampshire, Facility Coordinator 3/7/02 Re: Community Center, Senior Center Wamer Hutton House rental information The following is a review of some interesting rental information and statistics from previous months. Month April May June July August September October November December January February March Rental Fee Rer�tals $7,675. $9,181. $10,804 $8,106. $6,551. $9,404. $7,672. $7,417. $8,719. $8,313. $5,173. $9,878. Residents Non-Profit 19 20 16 19 15 11 14 16 12 13 18 14 15 15 14 16 12 11 12 16 12 13 15 10 23 22 24 29 24 23 28 26 19 21 24 26 Total $98,893 289 187 161 Non-profits receive a 50°Ia discount the majority is Saratoga related, as shown below: AYSO Boy Scouts of America Girl Scouts of America League of Women Voters Leukemia Lymphoma Society National Charity League Saratoga Alliance Francaise Saratoga Chamber of Commerce Saratoga Drama Saratoga Fire District Saratoga Firefighters Saratoga Foursquare Church Saratoga High School Saratoga Las Madres Saratoga Libraries, Friends of Saratoga Little League Saratoga Newcomers Saratoga Rotary Saratoga Schools PTA Saratoga Sister Ciry Saratoga Union School District YMCA 3/7/02 WEEKEND BUILDING RENTAL FEE COMPARISONS Citv *RM 1 hr/rate **RM 2 hr/rate De�osit Campbell $100. $80. $200. No resident discount —Set-up time @50% discount. Events over 4 hrs attendance over 125 with alcohol charge $37 hr for Campbell Police security. Cupertino $225. $125. $750. Only rents to residents. With alcohol there is a$25. hr charge for security. Both rooms are much larger than ours. Staff does set up tear down this is included in the hourly fee. Foothill Club $150. N/A $300. Includes unlimited set-up time n/c Hakone $550. $350. $600. Includes 2.5 hours set-up clean-up time n/c Los Gatos $75. $50. $150. Both rooms are smaller than ours. No resident discount Santa Clara Has discontinued all rentals Use of facility for Recreation Dept. only. Sunnyvale $150. $100. $500. w/alcohol $350. w/o Includes first last hour n/c Saratoga $95. $80. $300. p[us $25. process fee Offer resident discount. Set up and tear down time at full rental fee. RM 1 is being compazed to the Saratoga Multipurpose Room RM 2 is being compazed to the Saratoga Senior Multipurpose Room CITY OF SARATOGA CIVIC THEATER USE POLICY THE FOLLOWING RULES REGULATIONS SHALL BE ADHERED TO BY ALL USER GROUPS OF THE SARATOGA CIVIC THEATRE The City-owned theater and equipment shall be properly respected. There should be no marks on floors, walls, or furniture or breakage of equipment. 2. All User Groups should review the heating and air conditioning operating instructions posted on the light dimmer control cabinet, located on the right side of the stage. No alcoholic beverages, intoxicants or controlled substances in any form shall be brought onto this property. EXCEPTION: champagne may be served during the User Group's Opening Night. 4. Construction of sets and props may be done on the stage or in the parking lot area outside the stage left of the theater, provided that the areas be cleaned of trash, nails, screws and any debris after the work is completed by the User Group. 5. Painting of sets, props and scenic drops may be done on the stage or in the parking lot area outside stage left of the theater double doors, using tarps, drop clothes or some form of covering to protect the stage floor and/or parking lot. NO PAINTING IS ALLOWED IN THE THEATER LOBBY AREA! 6. User Groups using the temporary dressing-room trailer, owned by SDG and located in back of the theater building, must keep the area outside stage right door and rear of theater free of papers and trash at all times. 7. The City-owned Stand CD80 Lighting System is available for User Group's use, provided they have qualified, trained personnel to operate it. The system consists of 96 permanently-installed circuit. dimmers located in a cabinet on stage right and provides the following iristruments, generally located in the stage left room under the floor: (9) 6 x 9 ellipsoidals, (15) theatrical fresnels, (10) 14" scoops and (3) strips lights. Also provided is a Genius Light Control Board and Monitor located in the overhead Light Booth. All instruments are to be installed with attached safety cables. NOTE: User Groups are responsible for replacement of burned-out lamps in the City-owned instruments. 8. User Groups may provide their own additional lighting instruments for use in their performances and are responsible for their maintenance and replacement of burned-out lamps. All instruments are to be installed with approved C-clamps and safety cables. 9. The following City-owned lighting instruments which are permanently installed for use by City Council and Planning meetings ONLY are NOT to be used by the User Groups: (6) black ETC Ellipsoidal Source Fours mounted above the tl:eater seating area and (5) gray, 14" Century scoops installed above the center-stage area. 10. The City-owned 2-piece main act curtain with matched border and additional stage masking draperies are available for User Group's performances. The main act 2-piece curtain is permanently installed on an overhead traveler track upstage of the stage proscenium and is NOT to be removed. Additional Gity-owned stage draperies are generally stored in the stage left room under the floor and consists of the following: (1) 2- piece 16'H x 25'W traveler, (4) 16'H x 8'W legs and (2) 3'H x 40'W borders. User Groups must return all City-owned draperies to storage when not in use. User Groups are responsible for repair or replacement of City-owned draperies damaged from misuse. 11. User Groups may provide their own additional stage masking draperies for use in their performances. 12. It is the responsibility of the User Groups requiring the use of RIGGING SYSTEMS on the theater stage for vertically raising and lowering or horizontally moving overhead items including, but not limited to, scenic drops, stage masking draperies, and set pieces to install and operate safely for their performances. All metal battens used shall be 1'/2" dia. Schedule 40 pipe, which is generally suspended from (7) 6" dia. building support pipes with the use of approved steel welded chain, hemp or synthetic fiber rope or galvanized aircraft cable. The stage left (4) manual counter weight system is available for User Group's use, provided they have qualified, trained personnel to operate it. For User Groups not familiar with approved rigging system requirements, it is recommended that they review the Stage Rigging Handbook by Jay O. Glerum, published by the Southern Illinois University Press. 13. User Groups are to provide their own sound system (microphones, amplifier, receiver, speakers, etc.) for their performances; however, may use City-owned speakers mounted on the stage proscenium wall. 14. The City Council Chambers, consisting of 5 special wood-castered tables, 3 display boards, stands and flags are NOT to be used by User Groups. (When not in use on the stage, left per posted diagram on the wall) User Groups are NOT permitted to store materials or equipment in this area. 15. NO food or drink is permitted in the theater seating area. User Groups shall remove all programs, brochures, tickets, etc. after corripletion of each performance. 16. Smoking is not allowed in the theater building, including the lobby area. 17. When leaving the theater building, User Groups must lock all exterior and interior doors, including the upstairs light booth and the storage room located on stage left under the floor. All ceiling lights, HVAC system, and stage lightning system must be turned off as well as electrical equipment (keyboards, audio and video recorders, fans, pressing iron, heaters, etc.) 18. User Groups shall not place obstructions in the aisles in the theater seating area and/or backstage during performances which will interfere or prohibit passage by occupants to the "exit" doors in case of an emergency building evacuation. 19. The Fire Marshal requires that no permanent items be placed within three feet of the front of the main electrical panel, located on stage left in the back near the double doors. 20. User Groups shall not install any decorative scenery or flats around the stage proscenium opening that will interfere with the operation of the City TV cameras, especially on the right side of the theater. 21. While using the theater, User Groups shall report all building maintenance problems (burnt-out light bulbs, faulty bathroom sinks, toilets, etc.) to the City Building Maintenance Department (408-868-1277). City to provide daily janitorial services to the building, including lobby and all rest rooms, 22. City to be responsible for posting and maintaining names and emergency telephone numbers on the inside wall of the ticket booth in the lobby, by the light dimmer cabinet located stage right and any other place which the User Groups can use in case of an emergency requiring assistance of the Sheriff, Fire Department, Paramedics, HVAC Services. 23. User Groups, upon the expiration of each rental period, as stated in their contract with the City, shall immediately vacate the premises and remove all personal property, equipment, debris, rubbish, boxes, sets, props, scenery, exhibits, booths, etc. and leave it in a clean and orderly condition and repair. February 5, 2001 J USE OF CIVIC THEATRE 2002 2003 AUGUST 25. 2002 JULY 27. 2003 CIVIC TFIEATRE SCHEDULE (Wednesdavs are not available� AUGUST 1— AUGUST 24 OPEN AUGUST 25 OCTOBER 13 SARATOGA DRAMA GROUP OCTOBER 13—DECEMBER 8 WEST VALLEY LIGHT OPERA DECEMBER 8— JANUARY 1'l OPEN JANUARY 12 FEBRUARY 23 SARATOGA DRAMA GROUP FEBRUARY 23 APRIL 13 WEST VALLEY LIGHT OPERA APRIL 13 APRIL 20 OPEN APRIL 20 -,TUNE 8 SARATOGA DRAMA GROUP JUNE 8— JULY 27 WEST VALLEY LIGHT OPERA SUNDAY, APRIL 20, 2003 EASTER SUNDAY SUNDAY MAY 11, 2003 MOTHER'S DAY SUNDAY JUNE 15, 2003 FATHER'S DAY 3 WEEKS 7 WEEKS 7 WEEKS 5 WEEKS 6 WEEKS 7 WEEKS 1 WEEK 7 WEEKS 7 WEEKS CIVIC TI�ATER PROPOSED FEE CHANGE Effective August 15, 2002 Performance Days Rehearsals Move in or Out Informal Rehearsals Ticket Surcharge Fee Current $260/day 85/day 40/day 25/day 1/per ticket sold Proposed $285/day 95/day 45/day 3 5/day 1/per ticket sold Civic Theater rental fees were last increased on September 1, 1993, although, the City Council did enact a surcharge fee of $1 per ticket sold beginning in late 1995. This surcharge did actually double the amount paid to the city by the theater user groups. March 9, 2001 THEATERSURVEY March, 2002 Saratoga Civic Theater (Seating capacity: 301 Prentice Brown Theater Los Gatos High School (Seating capacity: 450) Sunnyvale Community Theater (Seating capacity: 200) West Valley College Theater (Seating capacity: 392) $260 per day/performances 85 per day/rehearsals $25 per hr non profit/$40 per hr for profit groups $160 to 210 per hr $50 per hour: non-profit/rehearsals 75 per hour: non-profit/performances $100 per hour: for profit groups/rehearsals 150 per hour: for profit groups/performances t PUBLIC WORKS DEPARTMENT CITYWIDE PARK FEE SCHEDULE PARK FACILITY Wildwood Park FEE DESCItIPTION Refundable Security/Damange deposit: Processing Fee: Picnic Area with BBQ: Stage: Horseshoe Pit: Volleyball Court: Fundraisers: El Quito Park Refundable Security/Damage deposit: Processing Fee: Picnic Area: Community Garden Plot Blaney Plaza Banner Fee Field area with picnic rental: Adult Organized Sports Groups per hour field use: Youth Organized Sports Groups per hour field use: Water usage charge: Standard Fee: Senior Fee: FEE $50.00 $15.00 $55.00/Day per area $45.00/Day $10.00/Day $10.00/Day $500.00/Day(plus wages overhead for 1 staff person if more than 500 persons in attendance). $50.00 $15.00 $35.00(residents receive a 20% discount). Res. Non-Res. $10.00 $20.00 $15.00 $20.00 $5.00 $15.00 Res. Non-Res. $75.00 $75.00 $30.00 $35.00 $25.00 $35.00 $150.00/Week Tin acorns row into hu controversy Y g g Keep the oaks or cut them down—Saratoga council must decide By Kn� CnKrER eciding what to do with the Heritage Orchard's oak and silk oak trees is no walk in the park forthe city council, but on May 9 it seemed lilce one. That morning council members enjoyed the beautiful weather and sunoundings as they strolled through the orchard, joined by city staff inembers, arborists,�ecology specialists and orchard overseers Matt and George Novakovich. The trip was designed to provide the council with plenty of information to decide if some of the orchard's non–fruit pro- ducing trees should remain or be removed. It remains 10 be seen whether such complete information will lead the council to a consen- sus on how to best serve the orchard and,the trees. 'Tt�e council will make a finai decision about the trees at its June 5 meeting. What to do about the trees—in p�rticular six oaks among the fruit tree rows and two silk oaks near the place a future barn is planned for the site—has been a question for the council since the beginning of April. Without too much fanfare, the council voted April 3 to remove al! six oak trees that some say will kill aearby fruit trees. The silk oaks were also to be removed because of concerns they might be a safety hazard. Five oaks along Saratoga Avenue and another near Fruitvale Avenue were to be moved to other locations. After a public outcry and opposition by the Novakoviches to the decision, the council reconsidered it May 1, with one councilman, Stan Bogosian, recommending that all the trees be saved. Councilwoman Ann Walton- smith said she would rather a11 the trees were removed. The rest of the council membecs fell somewhere in the middle, and they decided to do some more research. May 9 was the day for that research, and city staff brought in all the experts: two arborists from Los Gatos to address concerns about tree health, two ecological consultants to offer per- spective about tree habitats for birds of prey, and the Novakoviches themselves. Matt Novakovich said he had always sup- Forted removing some of the oak trees among ¢he fruit trees and indicated to the council the ones that he thought would be most appropri- ate—[wo of the three nearer to Fruitvale Avenue, which stand very close to each other. "We just kind of want to strike a balance," he said. Los Gatos arborist Deborah Ellis said she would defer to Novakovich's opinion on keep- ing or removing the trees, as he is more famil- iar with the orchard, but said that it would be "reasonable" to remove a couple of the trees: She responded to some council members' questions about pruning the oaks, saying she would advise doing as little as possible. She also recommended that the orchardists avoid cultivating the ground near the oaks or water- ing in that area, to keep them healthy, and pos- sibly even moving some of the existing fruit trees near the oaks further away. "Keeping the oak trees will necessitate a change in practices," she said. Ellis also told the council that it would be very likely--even if healthy oak trees were removed with as much of their root systems as possible—that an oak root fungus would spread and infect nearby fruit trees. �"When you take out trees, expect that you will see some of this problem," she said. As for the silk oak trees, Ellis said that the trees had probably been damaged by frost about 12 years ago and that some of the branches would likely fall. She recommended removing the trees unless there was some rea- son not to. Ecologists from San Jose's H.T. Harvey and Associates, however, pointed out that the silk oaks serve as perches for red-tailed hawks and Please turn �o page 12 MAYIS, 2001 SARATOGA NE�VS 9 Interested individuals joined city council members, arborists, ecoiogy specialists and city staff in a morning tour of the Heritage Orchard May 9, trying to decide what to do with the orchard's oak and silk oak frees. T'he council will make a final decision June 5. Heritage Oak �ontinued from page 9 other pest-eating birds. T'hey added, though, that artificial perches coutd be installed throughout the orchard to attract birds of prey. Eilis said that the five oak trees planted along Saratoga Avenue in 1993 as a beau- tification project could easily be moved to other locations, which could allow for another row of fruit trees and a better view ofthe orchard. After all the opinions were in, though, ic was still unclear what the counc'sl would decide. In a message to the SnRnrocn News, City Councilwoman Ann Walton- smith pointed out that the Novakoviches said they would have removed the oaks years ago when they were small, but were told not to by the then-city council. How- ever, at the orchard, some council mem- bers were mulling over the possibility of accommodating some of the oaks. Ivlatt Novakovich summed up che dilemma best: "A long time ago we want- ed to take all the trees out," he said. "But they're here now. And they're big." Photograph by George Sakkatad r ro 4 �.elt�.e�'i�� r�.e 9� Endl�aa �o REC�� National Recreation and Park Association Commissioner-Board Member CODE OF ETHICS As a Park and Recreation Commissioner- Board Member, representing all of the 1 residents, I recognize that: 1. I have been entrusted to provide park and recreation services to my community. 2. These services should be available to all residents regardless of age, sex, race, religion, national origin, physical or mental limitation. 3. While honest differences of opinion may develop, I will work harmoniously with other Board Members to assure residents the services they require. 4. I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make them based solely upon facts available to me. I �vill support the final decision of the Board. ff 5. I must devote the time, study and thought necessary to carry out my duties. 6. The Board members establish the policy and the staff is responsible for administering the policies of the Board. 7. I have no authority outside of the proper meetings of the Board. 8. All Board meetings should be open to the public except as provided by law. k Clip nnd plr�ce this in your Commissiofi/Bonrd Hnndbook