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HomeMy WebLinkAbout01-13-2009 PRC Agenda Packet City of Saratoga Parks and Recreation Commission AGENDA DATE: Tuesday, January 13, 2009 TIME: 6:30 p.m. – 8:30 p.m. LOCATION: Saratoga City Hall Senior Center – Magnolia Room 19655 Allendale Avenue Saratoga, CA 95070 Call to Order Roll Call: Chair Thomas Soukup, Vice Chair Vita Bruno, Commissioners Katherine Forte, Denise Goldberg, Lerry Wilson Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on January 8, 2009. Accept Agenda Items: No additional items may be added pursuant to Government Code Section 54954.2. 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. Commissioner Announcements Approval of Draft Minutes: Draft Parks and Recreation Commission Minutes for November 18, 2008 Reports: (This section is informational only; no actions will be taken.) 1. Michael Taylor, Director of Recreation & Facilities 2. John Cherbone, Director of Public Works 3. Denise Goldberg, Pedestrian, Equestrian, and Bicycle Trails Advisory Committee 4. Crystal Morrow, Staff Liaison Old Business: 5. Park and Trail Use Subcommittee Report Issue: During the November 2008 meeting, the Parks and Recreation Commission (PRC) and Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) agreed to form a subcommittee of PRC, PEBTAC, and Youth Commission members that would explore no cost/low cost opportunities to promote use of Saratoga’s parks and trails. The Subcommittee met on December 17, 2008 to discuss opportunities to encourage residents to use the City’s parks and trails. Action: Accept report and determine if additional action is necessary. 6. Joint Meeting with the Saratoga Youth Commission Issue: During the May 2008 PRC meeting, the Commission agreed to hold a joint meeting with the Youth Commission in March 2009. Because both Commission’s meet on the same night, the meeting is currently scheduled to take place during the PRC’s regular meeting on March 10, 2009. Action: Develop a list of discussion items for the joint meeting with the Youth Commission on March 10, 2009. 7. North Campus Naming Process Issue: The Council has directed the PRC to lead a public process to name the North Campus. Action: PRC to continue planning the public process to name the North Campus. New Business: 8. Saratoga Little League Scoreboard at Congress Springs Park Issue: The Saratoga Little League is planning to replace the existing scoreboard at Congress Springs Park and has asked to have the PRC review the Little League’s proposal. Action: Accept report and concur or disagree with Saratoga Little League recommendation. 9. Parks and Recreation Commission 2009 Work Plan Issue: In May 2008, the PRC developed a work plan for the months between July 2008 and March 2009. With the work plan ending in March 2009, staff has recommended that the Commission update the work plan. Action: Prepare a work plan for March to December 2009. Agenda Items for Next Meeting—Tuesday, March 10, 2009 Adjournment In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability- related modification or accommodation to participate in this meeting, please contact the City Clerk’s Office at 408.868.1269 or ctclerk@saratoga.ca.us. Requests must be made as early as possible and at least one full business day before the start of the meeting. Parks and Recreation Commission Agenda Note: In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Parks and Recreation Commission by City staff in connection with this agenda are available at the office of the City Manager at 13777 Fruitvale Avenue, Saratoga, California 95070. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Manager at the time they are distributed to the Parks and Recreation Commission. Certificate of Posting of Agenda: I, Crystal Morrow, Administrative Analyst II for the City of Saratoga, declare that the foregoing agenda for the meeting of the Parks and Recreation Commission of the City of Saratoga was posted on January 8, 2009 at the office of the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us. City of Saratoga Joint Meeting Parks and Recreation Commission Pedestrian, Equestrian, and Bicycle Trails Committee ACTION MINUTES DATE: Tuesday, November 18, 2008 TIME: 6:30 p.m. – 8:00 p.m. LOCATION: North Campus Administration Building 19848 Prospect Road Saratoga, CA 95070 Commissioner Lerry Wilson participated by phone from the following location: SPG,LLC 400 7th St. N.W. Second Floor Washington, DC 20004 Call to Order – 6:30 p.m. Roll Call: Present: Chair Thomas Soukup, Vice Chair Vita Bruno, Commissioners Katherine Forte, Denise Goldberg, Lerry Wilson (participation by conference call) Absent: none Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC): Jim Stallman, Ann Waltonsmith, William Brooks Staff: Recreation & Facilities Director Michael Taylor, Public Works Director John Cherbone, Administrative Analyst II Crystal Morrow Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on November 14, 2008. Accept Agenda Items: No additional items may be added pursuant to Government Code Section 54954.2. - GOLDBERG: MOVED TO APPROVE - BRUNO: SECOND - APPROVED: 5-0 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. - No oral or written communication Approval of Draft Minutes: Draft Parks and Recreation Commission Minutes for September 9, 2008. - Waltonsmith, PEBTAC member, indicated that on page 2 of the minutes Glen Brae was spelled incorrectly - BRUNO: MOVED TO ACCEPT MINUTES WITH CORRECTION TO SPELLING OF GLEN BRAE - FORTE: SECOND - APPROVED: 5-0 Reports: (This section is informational only; no actions will be taken.) 1. Michael Taylor, Director of Recreation & Facilities - Taylor announced that the Recreation Department is in the middle of the fall programs and is in the final stages of preparing winter/spring activity guide and planning winter camps. - Taylor added that there will be more fitness activities offered by the Recreation Department, such as zoomba and Pilates. - Forte asked Taylor if enrollment in Recreation programs has decreased with the downturn in the economy. - Taylor said that enrollment is stable, but there has been a reduction in the youth dance program. Taylor was uncertain if that was a result of economic changes. - Wilson asked if participation by demographics, such as age group, is consistent with other years. - Taylor responded that the Department analyzed enrollment and compared participants by age. Taylor found that participation has remained relatively consistent. The majority of Recreation program participants are 9 years old and younger. There is also good representation among adults between 35 to 45 years of age who are mostly involved in yoga, aerobics, and other fitness classes. Taylor plans to create new programs geared towards children between 12 to 14 years of age. 2. John Cherbone, Director of Public Works - Cherbone announced that work at Kevin Moran Park is moving forward on schedule, thanks in part to the good weather. - Cherbone reported that the Public Works Department is going to be making improvements at El Quito Park to the frontage of park, picnic area in the back of the park near the community garden, and to the softball field. o Frontage improvements include repainting the fence and installation of new landscaping o Picnic area improvements will entail removal and replacement of existing picnic benches, removal of pavement, and installation of decomposed granite (DG) where asphalt in picnic area is now located. o The grass behind softball backstop will be taken out and replaced with DG, because grass grows poorly in this area due to high traffic and lack of sunlight. - Cherbone added that work on Joe’s Trail at Saratoga DeAnza can begin once the City receives all necessary approvals. - Forte asked about the latest information on the play equipment at Ravenwood Park. - Cherbone indicated that the project is currently unfunded. Work can proceed when money is available in the park development fund. If the project is over budget at that time, the budget will either be supplemented or the Parks and Recreation Commission will be asked to consider other design options. - Cherbone announced that the City recently discovered that 30 acres of open space, between Highway 9 and Tollgate, had been previously dedicated to the City. - Cherbone also announced that Monte Sereno has given Saratoga $40,000 from the Monte Sereno Park Bond. The money will be used to fund construction of a bocce ball court at Kevin Moran Park and a petanque court at Azule Park. 3. Crystal Morrow, Staff Liaison - Morrow announced that the Annual Tree Lighting Ceremony will take place on November 28, 2008 at 5:30 p.m. in Blaney Plaza and the Council Reorganization Meeting will be held on December 2, 2008 at 7:00 p.m. at the Civic Auditorium with a reception to follow. Old Business: - No old business New Business: 4. Report on Pedestrian, Equestrian, and Bicycle Trails Advisory Committee Issue: In May 2008, the Parks and Recreation Commission (PRC) agreed to conduct a joint meeting with the Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) to provide the PEBTAC and PRC with the opportunity to share information and explore partnership opportunities. Action: No action necessary. - Goldberg provided the PRC with updates on recent PEBTAC activity, including the bicycle circulation element. o Goldberg noted that the PEBTAC is not in favor of delisting any bicycle trails and explained the Traffic Safety Commission had recommended removing Pierce Road from the listing for safety reasons. - Stallman added that bike routes, lanes, or paths that are listed on VTA map of bike routes are eligible to receive money from VTA. - Cherbone mentioned that this item will be discussed again by the City Council in the future. - Waltonsmith shared that while in San Francisco she noticed some roads had bike symbols painted in the middle of car lanes. The symbols were used to indicate that both bicyclists and motorists use the full lane, as the shoulder is too narrow for bicyclists. - Bruno suggested that it might be helpful to educate drivers about the rules of the road related to bicyclists. - Wilson agreed with Bruno and added that education for bicyclists would also be helpful. - Goldberg reported that the PEBTAC has been working with the City to get symbols painted on the road to help guide hikers using the Parker Ranch trails. - Cherbone added that at all intersections with protected left turns bicycle stencils have been added to the left turn lane to show bicyclists where to position their bikes to trip the signal light. - Goldberg indicated an interest in marking trails and bike routes that are kid friendly, such as the pathways that travel through Kevin Moran Park and Azule Park. - Soukup suggested that these routes should include signage asking faster bicyclists to slow down for children using the routes. - Forte asked if maps of equestrian trails are available on the City website or at City Hall. - Brooks indicated that the City has a large map of the all the City trails, but there are no maps specifically for equestrian trails. - Soukup asked what trail maps are available to the public. - Waltonsmith said that there are only 2 pedestrian trail maps that have been published. - Soukup suggested that the PEBTAC work with City staff to publish more maps of the City’s trails. - Goldberg said the PEBTAC would look into the matter. 5. Discussion on Potential Organization of a Fun Run in the City of Saratoga Issue: During the May 2008 PRC meeting, the Commission agreed to discuss opportunities for organizing a fun run during the November 2008 joint meeting with the PEBTAC. Action: Discuss the possibility of coordinating a fun run in Saratoga and decide if the Commission should seek Council approval to organize a fun run. - After the staff report was given, Wilson said before moving forward with an event, the PRC and PEBTAC need to establish the purpose of such an event. Ideally, the event should promote the City’s parks. - Bruno agreed the event should be used to showcase trails or parks. - Goldberg added that the event would not have to be a standard run and suggested alternative options, such as a scavenger hunt. - Waltonsmith said a scavenger hunt with clues in a park or several parks would be a good way to highlight parks. - Wilson also proposed the objective of the event to be family fitness and instead of promoting just one day of exercise, the PRC and PEBTAC could promote existing recreation opportunities and unstructured use of the parks. - Waltonsmith suggested starting with a smaller event, like an open house or picnic in the parks that would showcase parks and trails, encourage use of the parks and trails, and would not have a cost. - Wilson also suggested starting small and creating a larger event from smaller park related events if there is sufficient interest. - Goldberg added that she was more interested in an event for residents rather than a regional event, like a 5k or 10k run. - Wilson noted that the Commission is scheduled to discuss opportunities to encourage park use during the January 2009 meeting and suggested that this discussion be included under that agenda topic. - Forte indicated an interest in involving the Youth Commission in the discussion. - Morrow recommended the formation of a sub-committee comprised of PRC, PEBTAC, and Youth Commission members to explore the topic and to report back to the PRC during the January 2009 meeting under the agenda item on encouraging park use. - Wilson, Bruno, Waltonsmith, and Brooks volunteered to serve on the sub-committee and agreed to report back to the PRC in January 2009. - Morrow added that she would contact sub-committee members to schedule a meeting and would seek sub-committee members from the Youth Commission. Agenda Items for Next Meeting—Tuesday, January 13, 2009 - Encouraging park use - North Campus naming process - Discuss scheduling a joint meeting with the Youth Commission Adjournment - BRUNO: MOVED TO ADJOURN - GOLDBERG: SECOND - APPROVED: 5-0 - Meeting adjourned at 8:15 p.m. Minutes submitted by: Crystal Morrow, Administrative Analyst II City of Saratoga, City Manager’s Office City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 13, 2009 Parks and Recreation Commission Meeting Subject: Parks and Trail Use Subcommittee Report During the Parks and Recreation Commission (PRC) and Pedestrian, Equestrian, and Bicycle Trails Committee (PEBTAC) joint meeting in November 2008, a subcommittee was formed to explore ideas to encourage residents to use the City’s parks and trails. The members of the Park and Trail Use Subcommittee included: - Vita Bruno, Parks and Recreation Commission - Lerry Wilson, Parks and Recreation Commission - Ann Waltonsmith, Pedestrian, Equestrian, and Bicycle Trails Committee - William Brooks, Pedestrian, Equestrian, and Bicycle Trails Committee - Corey Rateau, Youth Commission - Justin El-Diwany, Youth Commission The subcommittee met on December 17, 2008 to develop no cost or low cost strategies to increase the use of parks and trails. Some of the ideas that were discussed at length are below: Geocaching: This high-tech version of a scavenger hunt allows participants to use Global Positioning System (GPS) devices to locate hidden objects or containers, which are called geocaches. The contents and coordinates of the geocache are recorded and then posted on a website so that others can find the cache. Cache contents usually do not have a high monetary value and common prizes include coins, toys, or books. There are over 700,000 geocaches that have been recorded on geocaching websites, such as www.geocaching.com. The subcommittee suggested placing geocaches in Saratoga parks or along the City’s trails. These geocaches can be recorded on one of the geocaching websites or on the City’s website and then publicized. Alternatively, the subcommittee suggested a similar scavenger hunt for those who are unable to use GPS devices to find a hidden cache. Weekend in The subcommittee proposed creating a plan for the perfect weekend Saratoga: in Saratoga, which would highlight the City’s parks and trails. The subcommittee agreed that it would be best to develop several plans to accommodate different age groups and interests. The subcommittee hoped that this marketing piece might educate residents about the wonderful recreational resources in Saratoga. Photo Contest: The subcommittee discussed the possibility of holding a photo contest asking residents to send in photos of their favorite park or trail, similar to the “My Town” photo contest being held by Venz Fine Photography. The subcommittee felt that the contest would serve two purposes: to market the City’s parks and trails and encourage residents to visit them. Parks and Trails Programming: The subcommittee discussed creating a television program in partnership with KSAR and Saratoga High School’s Media Arts Program to showcase the City’s parks and trails. The primary purpose of the program would be to educate residents about the City’s parks and trails and introduce viewers to the many activities that can be conducted in the City’s parks and or along its trails (such as a demonstration on how to use a par course). It was suggested that a series of 6 30-minute episodes be produced to be aired on KSAR and streamed online through YouTube and the City’s website. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 13, 2009 Parks and Recreation Commission Meeting Subject: Joint Meeting with Saratoga Youth Commission At the May 2008 Parks and Recreation Commission (PRC) meeting, the Commission decided to conduct a joint meeting with the City of Saratoga’s Youth Commission. The meeting was then scheduled for March 10, 2009. During the January 2009 PRC meeting, the Commission has the opportunity to prepare for the joint meeting with the Youth Commission by creating a list of discussion topics that will be of interest to both Commissions. The Youth Commission is the City’s largest Commission, with a total of sixteen members representing a number of schools. These schools include Saratoga High School, Monte Vista High School, Redwood Middle School, Lynbrook High School, Bellarmine, Castilleja, and St. Francis. The Commission is open to any Saratoga resident in grades 7-12 while serving on the Youth Commission and members are appointed to two-year terms. The primary purpose of the Commission is to serve as the liaison between the teen community and the City Council. Consequently, there is a strong focus on acting as teen leaders in the community, communicating issues to the City Council, and coordinating educational and fun activities for Saratoga youth. One of the issues the Commission has been discussing recently is after-school programs for middle school students. Currently, the Youth Commission is organizing a number of activities for the upcoming year. The Commission is expected to hold a film festival at Wildwood Park in May, which will feature films produced by local teen filmmakers. Additionally, the Youth Commission has planned a snow trip to Northstar in January and is looking for ways to partner with Saratoga High School’s SAFE club that provides a “safe ride” for teens on weekend nights. The Commission is also considering holding a concert in February in the Joan Pisani Community Center. The Commission meets on the second Tuesday of every month at 7:00 p.m. in the City Hall Administrative Conference Room. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 13, 2009 Parks and Recreation Commission Meeting Subject: Saratoga Little League Scoreboard at Congress Springs Park The Saratoga Little League is planning to replace the scoreboard at Congress Springs Park and has asked to present the replacement proposal to the Parks and Recreation Commission (PRC). The League has already determined that the new sign must: - Be clearly visible from 270 feet away - Be installed on existing scoreboard poles with some modification - Not exceed 6’ by 13’ - Display a pitch count, if available - Display basic scoreboard features, like score, innings, balls, strikes, and outs - Employ 2008/2009 technology Based on these requirements, the League reviewed proposals from several vendors. When comparing the proposals, the Board considered cost, board size, display features, appearance, vendor production volume, and vendor location. Based on these factors, the League is recommending a sign produced by Fair Play. The proposed scoreboard is 8’ by 9’ and the total cost for the scoreboard will be approximately $10,800, which includes installation, taxes, shipping, and the scoreboard controller. The Saratoga Little League is responsible for all expenses and oversight of the project. Attachments: - Existing Saratoga Little League scoreboard at Congress Springs Park - Sample Fair Play scoreboard City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 13, 2009 Parks and Recreation Commission Meeting Subject: North Campus Naming Process During the September 2008 meeting, the Parks and Recreation Commission (PRC) discussed a five step process for renaming the North Campus. The plan included: - Educating the public about the North Campus - Seeking proposals from the public - Reviewing proposals at a PRC meeting - Selecting the top five proposals - Presenting the top proposals to the City Council for final decision The Commission came to the consensus that leading the naming process would require a greater understanding of the North Campus. The Commission stressed the importance of using the name as a way to brand and also market the facility. Consequently, Recreation Director Michael Taylor held an open house of Fellowship Hall before the start of the November 2008 meeting to help familiarize the Commissioners with the facility. Commissioners had the chance to view progress on the building and learn about some of the improvements that will be part of the Fellowship Hall renovations, including a new kitchen, floor, HVAC system, lighting, and fully accessible bathrooms. Additionally, the Commission agreed that an important component of the naming process would be to educate the public about the City facility. Commissioner Goldberg volunteered to write an educational piece on the North Campus to share with the public. Commissioner Wilson also offered to put together a framework for reaching out to the City’s different constituencies that would help the Commission involve these different groups in the naming of the North Campus. Fa i r - P l a y B o a r d y d o n b o a r d . l b e p l a c e d o n t o p o f b e m e n t s w i l l f b o a r d v s A d v e r t i s e b o t t o m o f City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 13, 2009 Parks and Recreation Commission Meeting Subject: Parks and Recreation Commission 2009 Work Plan During the May 2008 Parks and Recreation Commission (PRC) meeting, the Commission created a work plan for July 2008 to March 2009. Since the work plan was established, the Commission has: - Started the naming process for the North Campus - Made a recommendation to staff on the new playground equipment for Ravenwood Park - Reviewed the 2005 Community Satisfaction Survey results - Discussed community gardens in the City - Evaluated and recommended approval of a proposal to change the name of the community center to the Joan Pisani Community Center - Held a joint meeting with the Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) - Discussed the feasibility of conducting a fun run in Saratoga - Formed a subcommittee of PRC, PEBTAC, and Youth Commission members to develop strategies to encourages residents to use Saratoga’s parks and trails - Received status updates on a number of City projects, including improvements to El Quito Park, Kevin Moran Park, the addition of a petanque court in Azule Park, and development of Joe’s Trail at Saratoga DeAnza With the work plan ending in March 2009, the Commission has the opportunity to update the work plan for the rest of the year. Items that have not yet been completed and should be scheduled for future meetings are listed below. - Naming of the North Campus - Review of Saratoga Parks Preservation and Field Use Initiative - Collaboration with the Heritage Preservation Commission to develop outreach and educational programs in the Heritage Orchard - Report on Saratoga High School Outdoor Courts - Collaboration with Youth Commission and Pedestrian, Equestrian, and Bicycle Trails Committee to encourage residents to use the City’s parks and trails - Develop discussion items for the PRC joint meeting with the City Council on June 3, 2009 Attachments: - 2009 Parks and Recreation Commission Calendar SMTWTFS SMTWTFS 123 1234567 45678910 891011121314 11 12 13 14 15 16 17 15 16 17 18 19 20 21 18 19 20 21 22 23 24 22 23 24 25 26 27 28 25 26 27 28 29 30 31 SMTWTFS SMTWTFS 1234567 1234 891011121314 567891011 15 16 17 18 19 20 21 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 29 30 31 26 27 28 29 30 SMTWTFS SMTWTFS 12 123456 3456789 78910111213 10 11 12 13 14 15 16 14 15 16 17 18 19 20 17 18 19 20 21 22 23 21 22 23 24 25 26 27 24 25 26 27 28 29 30 28 29 30 31 SMTWTFS SMTWTFS 1234 1 567891011 2345678 12 13 14 15 16 17 18 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 29 30 31 SMTWTFS SMTWTFS 12345 123 6789101112 45678910 13 14 15 16 17 18 19 11 12 13 14 15 16 17 20 21 22 23 24 25 26 18 19 20 21 22 23 24 27 28 29 30 25 26 27 28 29 30 31 SMTWTFS SMTWTFS 1234567 12345 891011121314 6789101112 15 16 17 18 19 20 21 13 14 15 16 17 18 19 22 23 24 25 26 27 28 20 21 22 23 24 25 26 29 30 27 28 29 30 31 PRC Meeting Joint Meeting with City Council NOVEMBER DECEMBER MAY JUNE JULY AUGUST 2009 PRC Calendar JANUARY FEBRUARY MARCH APRIL SEPTEMBER OCTOBER