HomeMy WebLinkAbout01-26-1998 Parks and Recreation CommissionPLEASE NOTE CHANGE IN DATE AND LOCATION OF MEETING
Saratoga Parks and Recreation Commission Meeting
Chef Chaus, 14510 Big Basin Way, Saratoga
Monday, January 26, 1998
7:15pm
AGENDA
ORGANIZATION
A) Roll Call: Clabeaux, Crotty, Ioannou, Olsen, Swan, Whitney, Friedrich
B) Reporting of Agenda
Pursuant to Government Code 54954.2 the agenda was properly posted on
January 22, 1998
C) Approval of January 5, 1998 Minutes
u. ADMINISTRATION
A) Introduction and Welcome of newly appointed Commissioner Frank Friedrich
B) Introduction of New Staff Member Irene Jacobs
[[[. OLD BUSINESS
A) Parks and Recreation Development Fund Projects Update
1v. NEW BUSINESS
A) Response from City Manager regarding the status of hiring a Project Manager
and progress on other park related projects
v. COMMISSONER AND STAFF REPORTS
A) Commissioner Reports
B) City Hall Update - Irene Jacobs
C) Recreation Department Status Report - Joan Pisani
D) Park Maintenance Division Update - David Mooney
*This working meeting was scheduled in order to move forward on Park Development
Fund Projects. A regular Parks and Recreation Commission Meeting will be held in
February on the regularly scheduled day and location.
MINUTES
SARATOGA PARKS AND RECREATION COMMISSION
DATE /TIME: Monday, January 5, 1998, 7:30 p.m.
LOCATION: EOC Conference Room, City Hall
13777 Fruitvale Avenue, Saratoga, California
TYPE: Regular Meeting
I. ORGANIZATION
A) ROLL CALL Present: Clabeaux, Crotty, Ioannou, Swan,
Whitney
Staff: Reeve, Pisani, Jacobs
Guests: Frank Friedrich
B) REPORTING OF POSTING OF 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 December 31, 1997.
C) APPROVAL OF MINUTES
The minutes of the November 3, 1997, regular meeting were
approved as submitted.
Swan /Crotty 5/0
II. ADMINISTRATION
A) STATUS OF COMMISSIONER RECRUITMENTS
Frank Friedrich, who has applied for the vacant
Commissioner position, introduced himself to the group.
Mr. Friedrich explained that he would like to join the
Commission due to his concern for the condition of
Saratoga parks, and his interest in becoming more
involved in City politics.
B) OTHER ITEMS
The Commission agreed to hold a special meeting on
Monday, January 26 to prepare for the March 10 joint
meeting with the City Council.
Page 2 - January 5, 1998 Minutes
III. OLD BUSINESS
A) PARKS AND RECREATION DEVELOPMENT FUND PROJECTS
Staff Paula Reeve gave an overview of the progress on the
Heritage Orchard project. She explained that the
existing well in the orchard had been capped and staff
was looking into having a new well dug. The Navockovich
brothers are being paid for their contracted maintenance
and tree replacement expenses for the orchard.
The Community Development Block Grant (CDBG) funds have
been identified as an alternate source to pay for
rehabilitating the Senior wing of the Community Center,
rather than using Parks and Recreation Development Fund
monies. Since the rehabilitation project benefits low
income seniors, the County has given its approval for FY
1998/99 funds to be used for this purpose. Ms. Reeve
recently conducted a walk- through of the building with
County CDBG Rehab Specialist Bob Rathbun and SASCC
Executive Director Olga MacFarlane to identify necessary
and desired improvements. Mr. Rathbun submitted a cost
estimate for these improvements which SASCC will include
as part of its application request to the City during the
upcoming 1998/99 CDBG grant cycle.
The Commission reached a consensus that Chair Whitney
should write a letter to Mr. Perlin to inquire if and
when he intends to hire a project manager for the Parks
and Recreation Development Fund projects. A list of
recommended consultants will be submitted with the
letter.
IV. NEW BUSINESS
A) KEVIN SKELLY'S AQUATIC CENTER PROPOSAL
A lengthy discussion took place regarding the benefits
and disadvantages of granting Principal Kevin Skelly's
December 4, 1997, request for $200,000 from the Parks and
Recreation Development Fund to support a community
aquatic center at Saratoga High School.
A motion was passed not to fund the request for the
following reasons:
1) The potential impact the aquatic center may have on
City resources is unknown.
2) The Commission is already obligated to the public
to proceed with the agreed upon Parks and
Recreation Development Fund project priority list
Page 3 - January 5, 1998 Minutes
New Business Continued
approved by Council in July 1997, at which time
Council simultaneously tabled the pool project.
3) Completion of the projects may require the entire
Fund, as the total cost of this endeavor is
presently unknown.
4) Although the Parks and Development Fund contains
the $200,000 mentioned in Mr. Skelly's letter, the
Commission is unwilling to commit to funding other
projects until the agreed upon priority list items
have been completed, particularly the park, and
piayfield improvements. The Commission' would be
happy to consider additional project proposals once
this goal has been met.
Olsen /Swan/ 5/0
Chair Kay Whitney will notify the City Council of
the Commission's recommendation on this matter.
B) IMPROVEMENTS TO CONGRESS SPRINGS PARK (Joan Pisani)
Staff Joan Pisani reported that Mr. Perlin has asked her
to re- negotiate a contract with AYSO for the use of
Congress Springs Park. A per head fee based on the
number of registrants is being considered, rather than a
flat fee per year. If the fees are increased for AYSO,
the Commission agreed to make additional requested
improvements to the Park using the Parks and Recreation
Development Fund.
The Commission voted to give Ms. Pisani its endorsement
to negotiate with user groups and to report back on
improvement requests for Congress Springs Park from the
Saratoga Little League.
Swan /Ioannou 5/0
C) PLANNING DEPARTMENT TRAIL EASEMENT REVIEW REQUEST
The Commission deliberated on the Planning Department's
request for its comment on a proposed trail easement in
the Mt. Eden area, and whether the subdivider should be
required to make the trail improvements.
A motion, was passed to request a multi -use trail easement
on the proposed subdivision of the Ruth Peck Langwill
property, and that the trail should be fully improved by
the developer. Planning Department staff will be
directed to work with the County to situate the trail in
a location which is beneficial and safe for multiple user
groups. Swan /Crotty 5/0
Page 4 - January 5, 1998 Minutes
V. COMMISSIONER AND STAFF REPORTS
A) Commissioner Reports
Commissioner Crotty suggested scheduling a dinner on.
either January 26 or February 2 to thank Cathy Weiner for
her service to the Commission. Commissioner Crotty has
a copy of the minutes form the Saratoga Union School
District meeting for anyone who is interested:
Chair Whitney thanked everyone who assisted with making
the' holiday party a success.
B) City Hall Update - Paula Reeve
Staff Paula Reeve reported that, as everyone is aware,
Larry Perlin was recently hired as Saratoga's new City
Manager. In an effort to align staff Commission
assignments with the responsibilities of each Department,
Mr. Perlin has assigned Irene Jacobs from Community
Environment to staff the Parks and Recreation Commission.
For the present time, Ms. Reeve will continue her program
assignments in the Office of the City Manager.
C) Recreation Department Status Report - Joan Pisani
Staff Joan Pisani reported that revenue is on track for
the first six months of the fiscal year. Volunteers
coach the 260 children who are currently enrolled in 40
youth basketball teams. The holiday camp was very
successful, as was the youth theater production of Tom
Sawyer which was held on the Community Center stage. The
Recreation Department reaped the benefit from the ticket
sales, and volunteers assisted with auditions, directing
and choreographing for this presentation. Approximately
60 teens per day are attending the Warner Hutton House
after school program. The Friends of the Warner Hutton
House are looking into grants for the teen program.
Ms. Pisani submitted a report to Council outlining the
history of recent Recreation Department program cut's. A
meeting will be held with the Finance Commission Task
Force to further discuss the impact of indirect costs on
Recreation Department Programs.
A loss of revenue occurred when the lighting project for
the theater did not occur as planned during a four week
interval.
D) Park Maintenance Division Update - David Mooney,
A written memo from David Mooney was presented to the
group for review and discussion. The memo outlined
current and upcoming projects that the Parks Maintenance
Page 5 - January 5, 1998 Minutes
Park Maintenance Division Update Continued
Division is working on. Although Mr. Mooney is unable to
attend the evening meetings, the Commission directed
staff to ask Mr. Mooney to continue providing the
informative, monthly Park Division updates.
The Meeting was adjourned at 9:20 p.m. Swan /Ioannou
Submitted by:
Paula Reeve
Staff to the Parks and Recreation Commission
12308 Walden Court
Saratoga, CA 95070
January 14, 1998
Saratoga City Council
13777 Fruitvale
Saratoga, CA 95070
Dear City Council:
10VA
In reference to Saratoga High School's request of the City of Saratoga to donate $200,000.00 in
order for their school to build a larger swimming pool, I believe that it would be absolutely
inappropriate for the City to make such a donation.
As you are well aware, the Santa Clara County Committee on School District Organization has
just denied the children in our neighborhood the right to attend the Saratoga school district..
Therefore, Saratoga High School should not be allowed to receive a donation of $200,000.00
which belongs to the community as a whole. And, Mayor Wolfe's and the Recreation
Department's reasoning that the swimming pool would be for the benefit of all Saratogans is a
myth; the pool will belong to the Saratoga High School and nobody else.
The $200,000.00 should be used only for the benefit of the Saratoga Community and not for the
benefit of the Saratoga High School District which does not serve all of.Saratoga's children.
I trust you will use good judgment when voting on whether the Saratoga High School should
receive a $200,00.00 donation from the City of Saratoga to help build a larger swimming pool or
that the money will be used in a more beneficial way for all Saratogans.
Sincerely,
rriag. A
Christina Gulrich
APPROVED: 12/17/97
REVISED: 1/7/98
CITY COUNCIL MEETING CALENDAR FOR 1998
1/7
Regular Meeting
1/13
Adjourned Meeting
1/21
Regular Meeting
1/27
Adjourned Meeting - Quarterly Program Review
2/4
Regular Meeting
2/10
Adjourned Meeting- Sheriff, Public Safety Commission,
6/6
(Saratoga Fire District ?)
2/18
Regular Meeting
2/24 Adjourned Meeting - Planning Commission, Heritage Commission
3/4 Regular Meeting
3/10 Adjourned Meeting -Parks & Rec. Commission /City Mgr.
Evaluation
3/14 Council Retreat
3/18 Regular Meeting
3/24 Adjourned Meeting- Library Commission /Hakone Foundation
4/1 Regular Meeting
4/7 Adjourned Meeting- Finance Commission /Chamber of Commerce,
SBDC, TEAM Saratoga
4/15 Regular Meeting
4/21 Adjourned Meeting - Quarterly Budget, Program and Project
Review
5/2
Town Hall Meeting
5/6
Regular Meeting
5/12
Adjourned Meeting -Youth Commission, Friends of WHH
5/20
Regular Meeting
5/26
Adjourned Meeting
6/3
Regular Meeting
6/6
Youth Commission Interviews (Saturday)
6/9
Adjourned Meeting
6/17
Regular Meeting
6/23
Adjourned Meeting
7/1
Regular Meeting
7/7
Adjourned Meeting
7/15
Regular Meeting
7/21
Adjourned Meeting - Quarterly Budget, Program and Project
Review /City Attorney Evaluation
8/5
Regular Meeting
8/11
Adjourned Meeting - Sheriff, Public Safety Commission
8/19
No Meeting - Summer Recess
8/25
No Meeting - Summer Recess
9/2 Regular Meeting
9/8 Adjourned Meeting - Planning Commission (and WVC Board ?)
9/12 Town Hall Meeting
9/16 Regular Meeting
9/22 Adjourned Meeting- Saratoga Union School District and Los
Gatos /Saratoga High School District /Parks & Rec. Commission
10/7
Regular Meeting
10/13
Adjourned Meeting- Finance Commission
10/21
10/27
Regular Meeting
Adjourned Meeting - Quarterly Budget, Program and Project
Review
11/3
Election Day (City Council)
11/4
Regular Meeting
11 /10
Adjourned Meeting
11/18
Regular Meeting
11/24
No Meeting- Thanksgiving Week
12/1
Adjourned Meeting - Election Results and City Council
Reorganization
12/2
Regular Meeting
12/8
Adjourned Meeting -SASCC
12 16
Regular Meeting
12/22
No Meeting - Christmas Week
Memorandum
Date: January 14, 1998
To: Larry Perlin, City Manager
From: Kay Whitney, Parks and Recreation Commission Chair
Re: Park Development Fund Projects - Hiring of a Project Manager
At our scheduled meeting of November 3, 1997, the Commission voted to use part of the Park
Development fund to hire a project manager to work on the planning and completion of the sports
fields at school sites and developing plans for Azule Park and Kevin Moran Park. Our vision was
for the City to hire someone who has knowledge and experience working on projects like these so
that this fund could begin to meet the community's park needs as defined by public input and the
City Council. In addition, this person would have the ability to meet with the school districts to
create joint use agreements (which would be reviewed by the City Attorney and approved by the
Council) as well as hold public meetings, if necessary, for the development and upgrades of the
parks.
While the Commission has been conservative about the use of this fund, we are anxious to get
started on and complete the high priority projects approved by the Council. After consideration of
the changes that have taken place in the City, and in particular, the loss of staff during the
reorganization, we felt that contracting for a project manager would be the most effective way of
accomplishing these goals.
To assist in the search for a project manager, I have compiled and attached for your reference a list
of agencies and individuals who have worked with other cities in a similar capacity. There maybe
others the City has worked with who you may also want to contact.
A special meeting has been scheduled for January 26, 1998 to discuss this issue. If you could
respond to this memo before that meeting, it would be helpful. We would like to know; your
position on using a project manager; would the Council need to authorize this request; is there a
designated process the City would have to follow to contract with this person; when do you think
this person could begin working on the projects (the time line); what costs would be associated with
contracting a project manager; and would the Commission be able to review or have input on the
person chosen? Obviously, we would like to move on this as soon as possible because we are
aware that this project will take tine and we feel the community has patiently waited long enough.
Thank you for your attention and please contact me if you have any questions.
CC: Parks and Recreation Commission
City Council
Irene Jacobs, Staff of the Parks and Recreation Commission
Joan Pisani, Director of Recreation
Possible Contacts for Program Managers/ Park Development Fund
Environmental Edges, San Jose
Contact: Susan Landry 260 -3900
Latterbaugh & Hill, Sunnyvale
Contact: Bruce Hill 745 -7380
Beals Landscaping, San Jose
(Completed masterplan for the City of Santa Clara) 287 -4202
Calendar & Associates, San Mateo
Contact: Peter Calendar (415) 375 -1313
01/26/1998 12:54 4088681278 SARATOGA CORP YARD PAGE 01
STATE OF CALIFORNIA — THE RESOURCES AGENCY PETE WILSON, Governor
DEPARTMENT OF PARKS AND RECREATION
P.O. BOX 942896
SACRAMENTO 94296 - 0001
p7
January 5, 1998
Prospective Applicant:
Subject: National Recreational Trails Program
The President recently signed legislation extending the National
Recreational Trails Program(NRTP), formerly the National Recreational Tails
Fund Act Program, for six months. California's allocation for the six month
period is approxiKately- $500,'000: About $350;000 is-Alv = ailable for non -
motorized projects and $150,000 . for motorized projects. Cities, counties,
districts, state agencies, and nonprofit organizations with management
responsibilities over public lands are eligible to apply. The' program provides
funds for acquisition, development, and maintenance of recreational trails and
trails related projects. The grants require a 50/50 match from a non - federal
source. The application deadline is March 15 1998.
The NRTP is a federally funded program that is administered by the
California Department of Parks and Recreation. The non - motorized projects will
be administered by the Planning and Local Services Section and the motorized
projects by the Off - Highway Motorized Vehicle Recreation Division. If you wish
to apply for a grant, you may contact either office for a procedural guide, which
has program information and application materials. To do so, please write or
call the California Department of Parks and Recreation, P.O. Box 942896,
Sacramento, California 94296 -0001.
Non - motorized projects:
Attention: Planning and Local Services Section or call (916) 653 -7423
or FAX (91.6).053 -6511.
Motorized projects:
Attention: Off - Highway Motorized Vehicle Recreation Division, or call
(916) 324 -1573 or FAX (916) 324 -1610.
Sincerely,
�zl
Odel T. King Jr., Manager
Local Services Section
I
i
Memorandum
Date: January 14, 1998
To: Mayor Wolf & Members of the City Council
From: Kay Whitney, Parks and Recreation Commission Chai
Re: Response to Kevin Skelly, Principal at Saratoga High School,
Regarding Park Development Funds for an Aquatics Center.
Thank you for the opportunity to review the proposal made by Kevin Skelly. He has
requested $200,000 from the Park Development Funds to be used for the construction of an
aquatics center at Saratoga High School. This project has been previously reviewed by the
Commission (though the proposal was slightly different), and the very concept of a
community pool has been researched by the Commission in the past.
The Commission has asked three basic questions in examining this project:
Is there a community need for a pool? Past research has indicated that over 80% of
Saratoga homes have pools. In addition there are over 12 public and private swimming
pools available to our residents. Further, in public meetings and town hearings held to
determine Saratoga's needs, there was very little interest in having a community pool.
Based on these findings, the Commission did not feel that a community pool is a City
need.
2. What is the fiscal impact of operating an aquatics program? Aside from the additional
funds needed for any start up program, our research has shown that aquatics programs
are usually not profitable. This could be devastating on a recreation find which council
has asked to be full cost recovery in a year. Even if maintenance costs are shared (by
the high school), there are still other considerations (e.g. locker room facilities, parking,
scheduling, maintaining site staff, etc.), all these costs would have to be met. There is
the risk to consider. The City is self - insured and a claim could be devastating. We
have concluded that an aquatics program would have a negative fiscal impact on the
City.
Are there any secondary benefits that may be derived through an aquatics program? It
has been suggested that this may be a way to "build community ". The Commission
feels that the best way to build community is to build trust. We, the Council, the
Commission and the City Staff, have been entrusted by the residents of Saratoga to
complete the projects they have designated as high priority and the Council has
acknowledged through their vote. To provide funding for a project not on the approved
list, especially when the high priority projects haven't been started, would undermine
confidence and community.
There is a misconception that there are additional monies available which have not been
budgeted. If only....! About 2 million dollars has been loosely budgeted for the approved
project list, but these allocations have been based on estimated costs. It is not uncommon
that actual costs exceed what has been budgeted. Providing funding for other projects may
handicap the City's ability to complete the approved projects in the manner expected by the
citizens of Saratoga.
Despite all these sound reasons, the Commission is sympathetic with Mr. Skelly's request.
We understand what he is trying to accomplish for his school and we wish him every
success. He must answer to the high school community and we must be accountable to the
entire City.
The Commission's recommendation to the Council is that the entire fund be reserved for
the completion of the approved list of projects. When those immediate needs of the
Saratoga community are met, other projects may be considered.
CC: Parks and Recreation Commission
Larry Perlin, City Manager
Irene Jacobs, Staff to the Parks and Recreation Commission
Joan Pisani, Recreation Director
2