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01-05-1998 Parks and Recreation CommissionH City of Saratoga PARKS AND RECREATION COMMISSION Meeting Agenda DATE /TIME: Monday, January 5, 1998, 7:30 p.m. LOCATION: EOC Conference Room - 13777 Fruitvale Avenue TYPE: Regular Meeting I. ORGANIZATION A) Roll Call: Clabeaux, Crotty, Ioannou, Olsen, Swan, Whitney B) Reporting of Posting of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was posted on the City Hall Kiosk on December 31, 1997 C) Approval of November 3, 1997 Minutes II. ADMINISTRATION A) Follow -up Items 1. Status of Commission Recruitments (Attachment A) III. OLD BUSINESS A) Parks and Recreation Development Fund Projects Update IV. NEW BUSINESS A) Kevin Skelly's Community Aquatic Center Proposal (Attachment B) B) Improvements to Congress Springs Park (Joan Pisani) C) Planning Dept. Trail Easement Review Request (Attachment C) V. COMMISSIONER AND STAFF REPORTS A) Commissioner Reports B) City Hall Update - Paula Reeve C) Recreation Department Status Report - Joan Pisani D) Park Maintenance Division Update - David Mooney In compliance with the Americans with Disabilities Act, if you require special assistance to participate, please contact the City staff at 868 -1267 48 hours prior to the meeting to ensure that reasonable arrangements to ensure acice bility ate met. MINUTES SARATOGA PARKS AND RECREATION COMMISSION DATE /TIME: Monday, November 3, 1997, 7:35 p.m. LOCATION: EOC Conference Room 13777 Fruitvale Avenue, Saratoga, California TYPE: Regular Meeting I. ORGANIZATION A) ROLL CALL - Present: Crotty, Ioannou, Swan, Whitney Late: Clabeaux Absent: Olsen Staff: Pisani, Reeve B) REPORTING OF POSTING THE AGENDA Staff Paula Reeve reported that pursuant to Government Code 54954.2 the agenda for this meeting was posted on the City Hall Kiosk on October 31, 1997. C) APPROVAL OF MINUTES 1) Minutes of the September 8, 1997, regular meeting were approved as submitted. Swan /Crotty 4/0 2) Minutes of the October 6, 1997, regular meeting were amended and approved as follows: Amendment to II, B, 1: The Commissioners present expressed dismay about the $800,000 cost of the preliminary proposal and agreed that a cost of $300,000 to $400,000 was more in line with the Commission's thinking. Amendment to II, C, 5: The Commission recommends publicity to advertise such improvements in the community. Swan /Crotty 4/0 3) Minutes of the October 22, 1997, special meeting were amended to include an attachment of Joan Pisani's October 20, 1997, Community Center Remodeling Priorities and approved as amended. Swan / Clabeaux 5/0 -1- Minutes - Parks and Recreation - 11/3/97 II. III. ADMINISTRATION A) FOLLOW -UP ITEMS 1) OUTCOME OF COMMISSIONER INTERVIEWS Barbara Olsen has completed the interview process. One empty seat remains on the Commission. Advertisement will continue, but has not produced a lot of response to date. 2) RESOLUTIONS FOR OUTGOING COMMISSIONERS Kathryn Weiner, past Chair of the Commission, was very organized with good leadership qualities. She offered great presentation skills before City Council, worked hard on the community task force, presented a community workshop, and completed a four -year term on the Commission. Rick Bloomquist was a strong advocate of youth needs in the community, took an active role in supporting Commission positions, and served on the Commission for one year. �) PLAN HOLIDAY PARTY The Commission will host a holiday party on December 8, 1997, beginning at 7:00 p.m. at the Warner Hutton House. A discussion took place regarding invitations, decorations, and refreshments. There will be no regular meeting of the Commission in December 1997. OLD BUSINESS A) PARKS AND RECREATION DEVELOPMENT FUND PROJECTS UPDATE 1) PLAYFIELD IMPROVEMENTS - (later discussion) 2) WILDWOOD - (report last month) 3) HERITAGE ORCHARD Staff Paula Reeve reported that meetings have been held with well drillers and cappers, PG &E. and the Novakovich brothers. The additional orchard trees have already been planted. The current agreement with Mr. Novakovich will be reviewed regarding the annual maintenance fee and future cost to the city based on lower water bills. Each test drill hole to locate water will cost $3,000 to $4,000 and will eventually save the city money.. -2- 1 Minutes - Parks and Recreation - 11/3/97 A discussion took place regarding the annual budget, offsetting costs, and the need for accurate current figures for outstanding bills, bearing of fruit, crop value, maintenance, etc.. 4) WARNER HUTTON HOUSE .loan Pisani reported that the account is not yet set up from the Development Fund into the General Fund. The architect must be paid $500 before plans will be drawn. She will be meeting with the Interim Finance Director within a few days. 5) REDWOOD SCHOOL TRAIL Staff Paula Reeve reported that the trail has been paved from Shadow Oaks to Redwood School at a cost of $5,000 and was paid for using Community Development Block Grant Funds for ADA projects. The Commission expressed interest in promoting public relations by advertising this accomplishment which provides safer access for children in the community. 6) COMMUNITY CENTER RENOVATION -(see IV, A) IV. NEW BUSINESS A) OCTOBER 21, 1997, JOINT MEETING WITH THE MAYOR A discussion took place recapping the joint meeting with Mayor Gillian Moran, Acting City Manager Larry Perlin, Commissioner Whitney and Staff Paula Reeve. The subjects of the community center renovation, the parks, and the Parks and Recreation Development Fund projects were discussed. 13) OCTOBER 22, 1997, SPECIAL MEETING RE COMMUNITY CENTER Commissioner Whitney reported that proposed work to upgrade the multi purpose room should meet the needs of the City Council and should also benefit staff. A discussion took place regarding prioritizing of desired improvements to the Community Center and the potential of using CDBG funds to renovate the senior wing. Staff Paula Reeve will coordinate information for the Commission regarding the needs of City Council, the needs of the Parks and Recreation staff and the planning stage for this project. Staff Joan Pisani will obtain quotes from contractors regarding the discussed improvements. See attachment 1. -3- 4 Minutes - Parks and Recreation - 11/3/97 C) PROJECT MANAGER FOR PARKS AND RECREATION DEVELOPMENT FUND PROJECTS A discussion took place regarding hiring a project manager who will develop a master plan, meet with neighborhood focus groups, talk to school districts and manage the projects. A motion was made to request that staff look into the issue of hiring a project manager and give feed back on costs to the Commission at the January 1998 regular meeting. Clabcaux /Swan 4/0 V. COMMISSIONER AND STAFF REPORTS A) COMMISSIONER REPORTS 1. Commissioner Swan proposed Parks and Recreation Commission representation at City Council meetings. The Commission agreed to a schedule of alternating monthly attendance and proposed full representation at the December 9, 1997, City Council meeting to support Staff Joan Pisani regarding budget needs. 2. Commissioner Clabeaux reported the standing water puddle at Kevin Moran Park has been repaired. 3. Commissioner Whitney reported on attendance at the Finance Committee meeting where she addressed the Committee regarding the importance of the recreation program and the amount allocated for public safety, etc. B) CITY HALL UPDATE - PAULA REEVE (none) C) RECREATION DEPARTMENT STATUS REPORT Staff Joan Pisani reported that City Council wants Parks and Recreation Department to recover indirect costs by next year. She will present a study comparing other cities' costs and budgets at the December 9, 1997, City Council meeting. D) PARK MAINTENANCE DIVISION UPDATE - GARY ENRIQUEZ (none) -4- Minutes - Parks and Recreation - 11/3/97 The next regular meeting of the Commission will take place on January 5, 1998. ADJOURNED 10:07 P.M. Swan /Whitney 4/0 Submitted by: ^� Susan Friend Minutes Clerk n:v'RI197 Approved b Paula Reeve Staff -5- Minutes - Parks and Recreation - 11/3/97 Attachment 1 SUBJECT: Community Center Remodeling Priorities DATE: November'). 1997. Parks and Recreation Commission regular meeting. ------------------------------------------------------------------------------------------------------------------- The Commission discussed priorities as listed below and will revisit the subject at the regular meeting of the Commission on January 5, 1998. FIRST PRIORITIES I . Replace or fix heating and air conditioning system. 2. Replace or fix front doors for safety. 3. Plumbing and case work: A. Restrooms: plumbing and remodel restrooms. B. Pre - school Room: plumbing, replace sinks, counters and cabinets. C. Kitchen: plumbing, expand and remodel kitchen. 4. Main Office: A. Rearrange space use. B. Open counter to increase use of service area. 5. Multi Purpose Room: A. Replace floor and drapes. B. See needs of the City Council. 6. Cosmetic improvements: A. Improve front entry way outside and inside. B. Replace carpet. C. Paint. D. Blinds in children's dance center. OTHER DESIRES 1. Additional space: 1 small classroom, 1 office, more storage. 2. Multipurpose Room: enlarge and remodel space. 3. Enlarge Pre - school. (possibly add yard or porch in future) 4. Gymnasium: S .i' Attachment A II 12/19/97 To: City Council From: Deputy City Clerk Subject: Status of Commission Recruitment Parks and Recreation Mr. Friedrich, the applicant interviewed on December 17, is scheduled to attend the January 5 Parks and Recreation Commission meeting. There is also another applicant who should be able to attend that meeting. If so, you can interview him on January 7 before the regular meeting, and you will then be able to make your decision on filling the last vacant seat. Finance Commission At the moment we have one applicant who may be otherwise qualified but does not have the management information qualifications we are looking for now. Today I gave out another application to a person who may have those qualifications. We are scheduling both of them to attend the next commission meeting in January, and you can then interview them. When that last vacant seat is filled, it will be time to start the recruitment process for the Heritage Commission and Public Safety Commission. Those commissions have terms expiring in April 1998. Let me know if you have any questions or comments. Betsy cc: Larry Perlin Joan Pisani '-,Paula Reeve Deborah Larson Heather Bradley Jennie Loft Attachment IV A SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. AGENDA ITEM MEETING DATE: DECEMBER 19, 1997 CITY MANAGER: ORIGINATING DEPT.: CITY MANAGER DEPT. HEAD: SUBJECT: Letter from Principal Kevin Skelly, Saratoga High School, requesting $200,000 from the Park Development Fund for a community aquatics center RECOMMENDED MOTION(S): Refer request to the Parks & Recreation Commission. REPORT SUMMARY: Attached is a letter dated December 4 from Principal Kevin Skelly of Saratoga High School requesting a pledge of $200,000 from the Park Development Fund to help fund a "community aquatics center" to be built at the high school. The letter suggests that if within one year after the funds are pledged the High School is unable to raise the remaining funding for the facility, then the City's pledge of support could be withdrawn. Because the request is for an allocation of Park Development funds for a recreational facility, the request should be referred to the Parks & Recreation Commission which should be charged with developing a recommendation for the City Council. FISCAL IMPACTS: None at this time. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. SARATOGA HIGH SCHOOL Principal: Kevin Skelly, Ph.D. z Assistant Principals: Karen Hyde, Charles Krause 9 G 9 HI The Honorable Gillian Moran Members of the Saratoga Council 13777 Fruitvale Avenue Saratoga, CA 95070 December 4, 1997 Dear Mayor Moran and Members of the Saratoga City Council: 20300 Herriman Avenuc Saratoga, CA 95070 -4999 Phone 408 /867 -3411 Fax 408/867 -3577 I am writing to ask you to consider once again our request to join with us for the purpose of building a new community aquatics center at Saratoga High School. In July you made the decision to follow the recumniendations of the Parks and Recreation Committee regarding budgeting for the Parks and Recreation Development Fund. This money has been allocated for other recreation upgrades in Saratoga. It is my understanding, however, that roughly $200,000 beyond the budgeted amount has been generated through new home construction. We respectfully ask that you budget this money for the pool. We are now launching a major effort among our school community to renovate our aquatic facilities. To date, we have over $300,000 pledged toward this project. Our Annual Appeal will target a new pool. Our Annual Appeal asks parents to make contributions to our school for improvements on our campus and has raised over $300,000 over the past four years. Saratoga Athletic Booster Club funds and the facility rental money we raise will be devoted toward this upgrade. This letter asks that the City Council again consider devoting $200,000 in Parks and Recreation Development Funds toward this project. This money would be available to the school for one year for the purpose of building a pool. It would be our responsibility to raise the additional money from other sources. If, at the end of the year, we have not been successful in raising the additional money, the City Council could allocate this money for some other recreational use. We have previously outlined to you and the Parks and Recreation Committee the rationale for this program. While the details would have to be negotiated, we believe that, unlike other uses for Development Fund monies, this pool project would help the City's recreation department rinanciaiiy. Of the money that you allocated from the Parks and Recreation Fund in July, it is my understanding that none of it has yet been spent, in part because the City of Saratoga lacks the personnel to implement these projects. With the City's support, I am confident you will see prompt results from your investment in this important recreational facility for our city. Thank you for your attention. S' rely, Kevin S el ly Principal A DISTINGUISHED CALIFORNIA SCHOOL NATIONALLY RECOGNIZED FOR EXCELLENCE _ Attachment C IV C 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868 -1200 COUNCIL MEMBERS: Stan Bogosian Paul E. Jacobs MEMORANDUM Gillian Moran Jim Shaw Donald L. Wolfe DATE: December 15,1997 TO: Paula Reeve, Parks and Recreation Commission Chair FROM: Heather Bradley, Associate Planner SUBJECT: SD -97 -003 & UP -97 -018; Mt. Eden Rd. - Ruth Peck Langwill Project Description The applicant is requesting Subdivision approval to divide a 28+ acre parcel into seven residential lots. A Use Permit is also necessary to allow the lots to be clustered, making them smaller than the minimum standard parcel while creating a large private open space. Trails The City's Parks and Trails Master Plan does not indicate a proposed trail on this lot, but does indicate a proposed trail to the east along Via Regina to connect Mount Eden Road to Eden Crest. The County Trails Map indicates an on- street bicycle route within the road right of way of Mount Eden Road adjacent to the subject property. Request of Parks and Recreation Commission Please comment on the proposed plan and direct staff as to whether a trail easement should be dedicated on this property. If the Commission finds that a trail easement should be dedicated, then further direct staff as to whether trail improvements should be made by the subdivider. Printed on recycled paper. A Il ®�� 1377 7 FRUITVALE AVENUE - SARATOGA, CALIFORNIA 95070 - (408) 868-12o(i CN'N('II, NlEiNIBERti: Stan B000slar.; TRANSMITTAL co:)" Jade'. TO: ASSISTANT ENGINEER SARATOGA FIRE DIST. CITY GEOLOGIST S.C. CO. CENTRAL FIRE CITY ARBORIST SANTA CLARA VALLEY WATER DISTRICT FROM: Heather Bradley, Associate Planner DATE: November 20,1997 SAN JOSE WATER CO. OTHER �vxnM.tS5�6u- �n�,l�'��f Ste' APPLICATION # AND LOCATION: SD -97 -003 & UP -97 -018; Mount Eden Road (end of Vista Regina) OWNER'S NAME: Ruth Peck Langwill PROJECT DESCRIPTION: Request for Subdivision and Use Permit approval to divided a 28+ acre parcel into seven residential lots. Use Permit approval is necessary to cluster the proposed lots, making them smaller than the minimum standard parcel while creating a large private open space area. The site is located within the Hillside Residential zoning district. Your agency /department has been requested/invited to review and comment on this proposal. Please submit your comments by Monday January 6, 1997 to Heather Bradley in the Community Development Department. This will ensure that we can incorporate your concerns into the review process. Thank You. REPLY: Printed on recycled paper. 4 a� SA R,9 T U � 09151-lpilf Qq 0&M&19Q)(5& 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868 -1 200 Col "NCIL MEMBERS Stan Boansrar Paul- JacovS Gill ar, A4orar, Jim Shat., Donala L Wolfe January 14, 1998 Mr. Frank Friedrich 14220 Paul Avenue Saratoga CA 95070 Dear Mr. Friedrich: Congratulations! As you know if the Mayor has been able to contact you, the Saratoga City Council would like to appoint you to the Parks and Recreation Commission for a term expiring October 1999. If it is convenient for you, we would like to administer the oath of office to you at the January 21 Council meeting. Ceremonial items are near the beginning of the agenda, so we hope to see you at 7:30 p.m. at the Civic Theater. Please call to let me know whether you can attend. The staff liaison person for the Commission is Paula Reeve. She will contact you about an orientation session and notify you of the next Commission meeting. Any questions may be directed to her at 868 -1267. Participation by the citizens of Saratoga is a vital part of making local government responsive to the citizens' needs. Your willingness to give your time and energy to serve on this Commission is therefore much appreciated by the City Council. Sincerely, A a� � &7,-- Grace E. Cory Deputy City Clerk vxcc: Paula Reeve o.., ,, — . Jail > L c(-/Yv G!, t k i 1 , 1. a V cc UCCA-( "2 &o -- 3;� too -7 4t -c� - 73kt-) a �- %- ��.. c MEMORANDUM Date: January 15, 1998 To: Larry I. Perlin, City Manager From: Kay Whitney, Parks & Recreation Commission Chair Subject Park Development Fund -Hiring of a Project Manager At our regularly scheduled meeting of January 5, 1998, the Parks and Recreation Commission discussed, among other things, the progress of the projects that are to be developed from the Park Development Fund. We were informed by staff that a Project Manager would be hired to implement the projects since their was insufficient staff members to devote to the projects identified as priorities by the Parks and Recreation Commission. We are aware of the many changes that have taken place as a result of the loss of the Utility User's Tax and the subsequent reorganization to City Hall. We are also aware that the implementation of the Park Development Fund Projects is something that we as a Commission would like to see happen as soon as possible. We would therefore like to know when you would be able to bring on this new Project Manager and when progress will be made. A special Commission meeting has been scheduled for January 26, 1998 to discuss your response to this memo so that the Commission may be able to prepare for the new year and its upcoming joint meeting with the City Council in March. We would therefore appreciate hearing from you before the 26' informing us of the date by which a Project Manager will be hired to develop these projects. To assist in the search for this project manager, I have compiled and attached for your reference a of list of agencies and individuals who have worked with other cities in a similar capacity and who could be interested in assisting us with these projects. I look forward to hearing from you in the near future.