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03-16-1998 Parks and Recreation CommissionPLEASE NOTE CHANGE IN STARTING TIME Saratoga Parks and Recreation Commission Meeting Administrative Offices, City Hall 13777 Fruitvale Avenue, Saratoga Monday, March 16, 1998 7:OOpm AGENDA 1. 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 March 12, 1998 c) Approval of March 2, 1998 Minutes ii. ADMINISTRATION A) Interview Logistics- Structure and Questions III. OLD BUSINESS A) Parks and Recreation Development Fund Projects Update B) Recreation Cost Recovery Task Force - Update iv. NEW BUSINESS A) Project Manager Interviews B) Joint Meeting with City Council - March 24, 1998 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 Saratoga Parks and Recreation Commission Meeting Administrative Offices, 13777 F ruitvale Avenue, Saratoga March 2, 1998 7:30 p.m. Action Minutes Call to Order The meeting was called to order at 7:36 p.m. II. Roll Call Commissioners Present: Clabeaux ,Crotty, Friedrich, loannou, Olsen, Swan, Whitney Commissioners Absent: None Others Present: Joan Pisani, Irene Jacobs III. Report on Posting of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on February 25, 1998. IV. Approval of Minutes of January 26, 1998 Meeting: Commissioner Swan made a motion to approve the minutes of January 26, 1998 with minor corrections. Commissioner Crotty seconded the motion and the motion carried. (6/0) V. Administration : Staff member Jacobs reviewed the arrangements that had been made for those Commissioners that would be attending the CPRS Conference in Long Beach. VI. Old Business: A) Parks and Recreation Development Fund Projects Update Staff member Jacobs updated the Commission to the progress that had been made on various Park Development Fund Projects. Discussion revolved around the following issues: • Before the play equipment is replaced at either Kevin Moran Park or Gardiner Park, an opportunity should be arranged for public input; • Perhaps themes could be chosen for Parks and /or Play areas and improvements could be made with the theme in mind; Check to see if any A.D.A. funds can be used for the purchase of the play equipment since we are now required to comply; • Initial Drawings for the improvements to the Warner Hutton House are scheduled for completion at the end of March; The Commission is interested in hearing more about the Heritage Orchard and any new arrangements that are agreed upon regarding the care and maintenance of the orchard. B) Recreation Cost Recovery Task Force - Update The Recreation Cost Recovery Task Force reported to the City Council at their February 24th adjourned meeting. Commissioners Olsen and Ioannou, who serve on the Task Force, reported that they had shared with Council that Saratoga was ahead of most cities regarding cost recovery from their Recreation Departments. The Task Force conducted a survey of surrounding cities to see if their Recreation Departments were trying to recover indirect costs. The task force found that each of the other cities surveyed had a different understanding of what recovering costs meant. It was shared with Council that most cities surveyed considered recreation programs to be a quality of life issue rather than one of cost recovery. Commissioners serving on the Task Force were hoping that from the information that was shared, the Council would realize that too much is being requested of the Recreation Department in regards to cost recovery. The Finance Commission will further research this issue by defining what indirect costs really are and will conduct a salary survey of Recreation Staff salaries. VII. New Business: A) Prepare for Consultant Interviews Staff member Jacobs distributed a draft copy of a matrix to be used for interviews for project managers. There was feedback from the Commission and changes were made. Staff will make the initial changes and send out a draft to Commissioners. Commissioners will contact staff directly of any further changes. A Commission meeting was scheduled for Monday, March 16th at 7:00 p.m. to hold interviews for the project manager and to plan the joint meeting with council scheduled at the end of the month. VIII. Reports: Commissioner Reports: Commissioner Crotty, shared an experience that she had witnessed regarding the use of the playing fields at Argonaut schools and she shared with the Commission her frustration at the lack of playing fields in the city. Commissioner Iannou shared that she personally knew of many Saratoga mothers with young children that routinely went to other parks outside of the city since they felt that Saratoga parks could not compare with those parks in surrounding cities. City Hall Update: None Recreation Department Status Report: Recreation Director, Joan Pisani, updated the Commission to a wide array of programs that were currently taking place in the Recreation Department. She also shared with the Commission some difficulties that had arisen during negotiations with Little League and AYSO. There was discussion among the Commission and this issue will be reviewed at a later date. Park Maintenance Division Update: David Mooney, leadworker in the Parks Department had provided the Commission with a written update of the condition of the Parks after the recent storms. IX. Adjournment Commissioner Olsen made a motion to adjourn the meeting and Commissioner Clabeaux seconded the motion. The motion carried and the meeting was adjourned at 9:40 p.m. (6/0) Prepared By: ene M. Jacc s City Staff Representative e K �t � ' ��- �;,� .� ot A 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868 -1200 COUNCIL MEMBERS: Stan Bogosian Paul E. Jacobs Gillian Moran. Jim Shaw Donald L. Wolfe DATE:3 /4/98 TO: PARK AND RECREATION COMMISSION. FROM: DAVID MOONEY, PUBLIC WORKS LEADWORKER. Just a brief note to inform you all of our proposal to remove the old wooden play structure at the Foothill Park site. The structure itself is becoming unsafe due to the fact that the wood that it is made of is old and worn, and the drainage is inadequate causing the entire basin to fill with water during periods of moderate rainfall (please see photos). It is proposed that we remove the structure using city staff and equipment, and that fill dirt be supplied by one of the developers currently working on projects within the city. Then the area whole thing would be top dressed and overseeded to become part of the turf area. Children who wish to have a place to play could then use the existing play equipment recently installed on the Foothill school grounds. This project could be accomplished with few expenses, little to no impact on the community, and in turn would eliminate a potential liability to the city. If you have any concerns or questions give me a call at 868 -1247. Sincerely, David Mooney cc/ Larry Perlin Irene. Jacobs Printed on recycled paper.