HomeMy WebLinkAbout02-05-2013 Parks & Recreation Commission - Special Meeting MINUTESDATE:
TIME:
LOCATION:
Call to Order
6:45 P.M.
Roll Call
City of Saratoga
Parks and Recreation Commission
Tuesday, February 5, 2013
6:30 p.m. — 8:30 p.m.
Saratoga City Hall
Administrative Conference Room
13777 Fruitvale Avenue
Saratoga, CA 95070
Present: Renee Paquier, Thomas Soukup, Cheryl Bailey (6:51 P.M.)
Not Present: Vita Bruno, Terry Ward
City Staff: Crystal Bothelio, Mainini Cabute and Michael Taylor
Special Meeting
MINUTES
Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly
posted January 30, 2013.
Accept Agenda Items: No additional items may be added pursuant to Government Code Section 54954.2.
- PAQUIER MOVED
- BAILEY SECONDED.
-3 -0 -0
Oral & Written Communication: Any member of the public may address the Commission about any matter not
on the agenda for this meeting for up three minutes. Commissioners may not comment on the matter,
but may choose to place the topic on a future agenda.
Old Business:
1. Wildwood Cinema Movie Night Series
Issue: At the September 19th City Council Meeting, the City Council deliberated on whether the City
should purchase outdoor movie equipment and directed staff to work with the Parks and
Recreation Commission to 1) come up with a plan to host more movie nights in the summer of
2013; and 2) recommend whether the City should continue renting, purchase the equipment, or
take a hybrid approach with the outdoor movie equipment.
Action: Review information on outdoor movie night equipment and make a recommendation to the City
Council on what approach would be most cost effective. Decide which Commissioner will attend
the February 20 City Council meeting to provide recommendation.
Cabute presented the information.
Paquier presented some cost analysis and recommended the following:
• That the city to continue to rent it for now.
• To review in the future once the events are successul, and decide to purchase if the city shows
more than five showings per year and if the events are well attended.
• If city decides to purchase, then city should purchase full outdoor movie equipment package and
does not recommend hybrid approach.
• do not purchase the equipment this fiscal year 12/13.
Paquier and Soukup met to discuss the movie night series and concluded the following:
• Obtain list of merchants or store owners to see who would be willing to sponsor some events.
• Take the city of Mountain View's lead and request for youth commission assistance to pass out
popcorn.
• Avista prices are reasonable compared to what West Valley College would charge for their
equipment.
• 3 events at Wildwood if working with Saratoga Village District Council.
• Paquier agreed contact Saratoga Village District Council.
- SOUKUP MOVED TO RECOMMEND CONTINUING RENTING MOVIE NIGHT EQUIPMENT THIS COMING
YEAR FOR 3 MOVIE NIGHTS IN SUMMER OF 2013. "SARATOGA SUMMER MOVIE NIGHTS 2013" OR "FREE
FRIDAY FLICKS"
BAILEY SECONDED THE MOTION.
3 -0 -0
New Business
2. Proposed Community Garden Rules and Regulations
Issue: The City of Saratoga Recreation and Facilities Department has prepared a proposed update to
the El Quito Garden Rules and Regulations and will be submitting the policy to the City Council in
March 2013 for adoption. The City Manager has asked that the Parks and Recreation
Commission review the draft Rules and Regulations and make a recommendation for Council to
consider.
Action: Review policy and make recommendation for City Council to consider.
Michael Taylor presented a slide presentation.
Taylor stated that City staff revised the rules due to a situation in 2012 to accomplish the following:
• Create quality garden plot
• Improve garden common areas so that there is an attractive common area.
• Ensure that community garden experience is a positive and happy place.
• Gardeners are lease holders/ one plot per household/ gardens are not shared or transferred/
fee has to be paid first and then gardeners can work their garden.
- Taylor explained that priority of community gardens goes to Saratoga residents and explained the
process:
• Priority 1- existing gardeners- Saratoga residents
• Priority 2- existing gardeners- non - residents (expires January 2016)
• Priority 3- empty plots go to Saratoga residents
• Priority 4- new gardeners —non residents
• After 2016, if there are no other Saratoga residents who want plots, non - residents can apply for
plots on seniority basis and approval by the administrator
- Taylor explained the following rules and consequences were presented to current gardeners and there
were no changes requested.
• Those who cause a disturbance with discouraged behavior will have two weeks to rectify
situation with director.
Prohibited behavior will result in immediate eviction.
PAQ•
UIER MOVED TO RECOMMEND THE CITY COUNCIL ADOPT THE REVISED COMMUNITY GARDEN
RULES AND REGULATIONS.
BAILEY SECONDED.
3 -0 -0
3. Proposed sale of unused City property located adjacent to Gardiner Park
Issue: Public Works Director John Cherbone will give an oral presentation regarding the proposed sale
of unused City property located near Gardiner Park. The City is proposing the sale of an existing
unimproved access parcel located on Harleigh Drive.
Action: Recommend sale of property and forward to Planning Commission for review.
Cherbone presented a report on the item and showed the map of the parcel proposed to be sold.
Cherbone provided the following details to the commissioners.
• Parcel was leased for 10 years to owner of adjacent property.
• Sale of property could result in revenue for parks improvements or other cip projects
• Silent bid with minimum price of $75,000. ($1.5 million per acre).
• Prc is first step of process.
• PAQUIER MADE MOTION TO APPROVE SALE AND FORWARD TO PLANNING COMMISSION.
• BAILEY SECONDED THE MOTION.
• 3 -0 -0
Commissioner & Staff Reports (This includes committee updates and park reports. This section is informational
only; no actions will be taken.)
- None
Agenda Items for Next Meeting
- None
Adjournment
- SOUKUP MOTIONED TO ADJOURN THE MEETING AT 7:50 P.M.
- PAQUIER SECOND THE MOTION.
- 3 -0 -0
Respectfully submitted,
Mainini Cabute, Administrative Analyst II