Loading...
01-26-1998 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