HomeMy WebLinkAbout03-10-2009 PRC Agenda Packet
City of Saratoga
Parks and Recreation Commission
JOINT MEETING AGENDA
DATE: Tuesday, March 10, 2009
TIME: 6:00 p.m. – 7:00 p.m.
LOCATION: Joan Pisani Community Center
Patio Room
19655 Allendale Avenue
Saratoga, CA 95070
Call to Order
Roll Call
Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on
March 4, 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
Joint Meeting with Saratoga Youth Commission
Issue: The Parks and Recreation Commission (PRC) is interested in finding ways for the Youth Commission and PRC to
collaborate. Some opportunities to work together have been identified by the PRC, including after school youth
programs, youth concerts, geocaching activities in Saratoga parks, the Youth Commission film festival, and
renaming of the North Campus. The PRC hopes the joint meeting will allow the two Commissions to expand upon
these and new ideas for collaboration.
Action: Informational only, no action necessary.
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 March 4, 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
Parks and Recreation Commission
AGENDA
DATE: Tuesday, March 10, 2009
TIME: 7:00 p.m. – 8:00 p.m.
LOCATION: Joan Pisani Community Center
Patio Room
19655 Allendale Avenue
Saratoga, CA 95070
Call to Order
Roll Call: Chair Thomas Soukup, Vice Chair Vita Bruno, Commissioners Denise Goldberg, Lerry Wilson
Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was
properly posted on March 5, 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 Minutes: Draft Parks and Recreation Commission Minutes for January 13, 2009 meeting.
Reports: (This section is informational only; no actions will be taken.)
1. Denise Goldberg, Pedestrian, Equestrian, and Bicycle Trails Advisory Committee
2. Crystal Morrow, Staff Liaison
Old Business:
3. 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 by finalizing
plans for the naming process and identifying and assigning action items.
Agenda Items for Future Meetings
- May 12, 2009
- June 3, 2009 Joint Meeting with Saratoga City Council
- July 14, 2009
- September 8, 2009
- November 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 March 5, 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
Parks and Recreation Commission
MINUTES
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 – 6:30 p.m.
Roll Call:
Present: Chair Thomas Soukup, Vice Chair Vita Bruno, Commissioners Denise Goldberg, Lerry Wilson
Absent: Commissioner Katherine Forte
Staff: Recreation & Facilities Director Michael Taylor, Public Works Director John Cherbone, Park Lead
Worker Shawn Gardner, Administrative Analyst II Crystal Morrow
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.
- No oral or written communications
Commissioner Announcements
- Bruno announced that organizers of the Mustard Faire are looking for volunteers to
coordinate a recreational activity for the event. Anyone interested in helping in this manner
should contact Norm Koepernik at (408) 971-9636.
Approval of Draft Minutes: Draft Parks and Recreation Commission Minutes for November 18, 2008
- BRUNO MOVE TO APPORVE MINUTES
- WILSON SECOND
- APPROVED: 4-0
Reports: (This section is informational only; no actions will be taken.)
1. Michael Taylor, Director of Recreation & Facilities
- Taylor reported that the Recreation & Facilities Department is conducting a mid-year analysis
of revenues. The Department has found that class enrollment has declined somewhat, which
is being attributed to the downturn in the economy.
- Taylor added that he is looking for an alternate location for the Men’s Tuesday night drop-in
basketball program, which was meeting at Saratoga High School.
- Wilson suggested that Taylor speak with West Valley College, Sacred Heart School, and St.
Andrews to see if they have space available in their gym.
2. John Cherbone, Director of Public Works
- Cherbone noted that work progress at Kevin Moran Park is moving ahead smoothly. He added
that the modifications around the backstop of El Quito Park are complete and the
rehabilitation of the picnic area is nearly finished.
- Cherbone also mentioned that the City is waiting for funding before moving forward with
purchasing play equipment for Ravenwood Park.
3. Denise Goldberg, Pedestrian, Equestrian, and Bicycle Trails Advisory Committee
(PEBTAC)
- Goldberg reported that PEBTAC formed a subcommittee to determine what trail maps could
be created and then posted on the City website.
4. Crystal Morrow, Staff Liaison
- Morrow informed the Commission that the Council Retreat is scheduled for January 30, 2009
from 8:00 a.m. to 4:00 p.m.
- Morrow added that the City is asking residents to submit photos to the City for use on the City
website and asked the Commissioners if they wanted to volunteer to be part of the Website
Advisory Group.
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.
- Morrow reported on the Park and Trail Use Subcommittee meeting on December 17, 2008,
including a summary of the main ideas developed during the meeting. These included:
o Geocaching in Saratoga parks
o Weekend in Saratoga – a guide for the perfect weekend in Saratoga, which would
highlight Saratoga parks and trails
o Photo contest of Saratoga’s parks and trails
o Parks and trails programming on KSAR and in partnership with Saratoga High School’s
Media Arts Program
- Wilson added that there is no cost to have programs played on KSAR. The Commission would
need to provide content to the Saratoga High School Media Arts Program. Wilson said he
would continue talking to Saratoga High School to see if the idea would work out.
- Wilson also mentioned that he was looking for programs similar to “Weekend in Saratoga” that
could be emulated.
- The Commission agreed to propose to the Youth Commission to manage geocaching in
Saratoga parks at the joint meeting in March.
- The Commission also decided to propose that the PEBTAC manage the photo contest of
Saratoga parks.
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.
- The Commission agreed to discuss the following items at the joint meeting with the Youth
Commission:
o After school program update
o Concerts
o Geocaching in Saratoga parks
o Local school music group performances in City parks
o Renaming of the North Campus
o Youth Commission film festival
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.
- Morrow gave a brief report on what the Commission has done so far in the North Campus
naming process.
- The Commission discussed how long it would be appropriate to accept proposals and decided
to keep submissions open from April to May.
- The Commission discussed marketing the contents and agreed to notify the Saratoga News,
ask staff to include information on the City website and in City’s quarterly newsletter, place
signage up at the North Campus, placing an announcement on KSAR, send an announcement
to school email lists, attend Recreation Department classes to see if participants have
suggestions, insert an announcement in the Recreation Activity Guide, and place a flyer at the
senior center.
- Goldberg added that the Commission would need to put together an article for the Saratoga
News, City newsletter, draft an announcement for the website, and make a slide for KSAR.
- Morrow added that a flyer with a submission form on the bottom would be helpful.
- Soukup suggested that the Commission determine several locations where members of the
public could drop off their proposals.
- Soukup asked Morrow if the City had any photos of the North Campus that could be used.
- Morrow said she would check and Goldberg added that she might have files that could be
used.
- Bruno proposed asking the Youth Commission to participate in the naming process during the
Joint Meeting in March.
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.
- Staff member Shawn Gardner introduced Brent Plesse representing the Saratoga Little
League.
- Gardner explained that the Saratoga Little League has made a lot of positive improvements at
Congress Springs Parks, such as installing shade covers for the bleachers and an extra batting
cage.
- Plesse explained that all expenses associated with the new scoreboard will be covered by the
Little League. He added that while the existing scoreboard still works, the League is looking to
purchase a scoreboard that displays the pitch count along with the standard scoreboard
features (score, innings, balls, strikes, and outs).
- Plesse noted a new League rule requires that coaches limit the number of pitches thrown by a
single play in any given game or week. Adding a pitch count to the scoreboard will make it
easier for coaches to track the number of pitches thrown by a single player.
- Plesse shared photos of a scoreboard similar to the one the Saratoga Little League hopes to
purchase. The new board is 8 feet tall by 9 feet wide. The existing scoreboard is 3 feet by 9
feet. Additionally, the scoreboard will include signage along the bottom that reads “Home of
Saratoga Little League”.
- GOLDBERG: MOVE TO SUPPORT SARATOGA LITTLE LEAGUE PROPOSAL TO REPLACE EXISTING
SCOREBOARD AT CONGRESS SPRINGS PARK AND RECOMMEND THE LEAGUE EVALUATE THE
POSSIBILITY OF ADDING A CITY SEAL OR OAK TREE TO THE SIGNAGE.
- BRUNO SECOND
- APPROVED: 4-0
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.
- Morrow indicated that the Commission’s current work plan ends in March 2009 and the
Commission has the chance in January to update the work plan for the next year.
- After discussion on existing and potential work items, the Commission agreed on the
following work plan:
March 2009 Joint Meeting with Youth Commission
- After school program update
- Concerts
- Geocaching in Saratoga parks
- Local school music group performances in City parks
- Renaming of the North Campus
- Youth Commission film festival
May 2009 - Increasing Recreation Department class enrollment
- Planning for joint meeting with City Council
- Informational report on field use
June 3, 2009 Joint Meeting with Saratoga City Council
- New City property near Tollgate
July 2009 - Discussion on Joe’s Trail
- Goldberg added that she felt it would be helpful to form a subcommittee to discuss
opportunities to develop educational activities or programs for the Heritage Orchard with the
Heritage Preservation Commission.
- Goldberg volunteered to be part of the subcommittee and Morrow said she would ask Forte if
she would like to participate in the subcommittee.
- Soukup asked if the City had any upcoming tree planting events in the City parks, as it might
be a good opportunity for the PRC to get involved.
- Morrow said the City celebrates Arbor Day annually and each year a tree is planted. Morrow
offered to involve the PRC in the planning of the event.
- Wilson said he would be interested in helping.
Agenda Items for Next Meeting—Tuesday, March 10, 2009
Adjournment
- BRUNO: MOVED TO ADJOURN
- GOLDBERG: SECOND
- APPROVED: 4-0
- Meeting adjourned at 9:11 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: March 10, 2009 Parks and Recreation Commission Meeting
Subject: North Campus Naming Process
Recommended Action:
Finalize important aspects of the naming process, including:
- Further development (if necessary) and finalization of an outreach strategy
- Plan for selecting the top five proposals that are in compliance with City’s naming
policy and presenting those to Council for selection
- Rules based on the City’s naming policy for evaluating submittals
- Rules for submission (i.e. number of submittals that will be accepted per person,
meeting City’s naming policy requirements)
- Timeline of naming process
Identify and distribute action items among Commission members for the naming process to
ensure that Commissioners have equivalent outreach responsibilities. Action items that have
already been identified by the Commission include:
- Creating a flyer and submission form
- Creating an announcement for KSAR’s community bulletin board
- Determining how proposals will be submitted, including locations where proposals
can be dropped off
- Distributing flyers
- Inviting Recreation Department class participants to submit names
- Preparing an announcement for the City website
- Preparing an announcement for the Recreation Activity Guide
- Sending an announcement to school email distribution lists
- Writing an article about the North Campus renaming process to send to the Saratoga
News
- Writing an article to be included in the City’s quarterly newsletter, The Saratogan
Background:
During the September 2008 meeting, the Parks and Recreation Commission (PRC) agreed to
use 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 requires 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. North Campus is expected to
accommodate a wide range of activities. It will become a flexible facility that can be used for
meetings, recreation classes, summer camps, and elegant events. This adaptability makes it
possible for the City’s Recreation and Facilities Department to meet a diverse range of facility
needs.
In November 2008, Commissioners had the chance to view progress on Fellowship Hall at the
North Campus. Recreation Director Michael Taylor reviewed 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.
At the January 2009 Commission meeting, discussion on the naming process continued. The
Commission agreed to accept proposals for two months. Additionally, the Commission talked
about an outreach strategy and several action items were developed. These action items have
been listed under “Recommended Action”.
North Campus History:
The North Campus, located at 19848 Prospect Road, was purchased in 2002 when the City
seized the opportunity to purchase the 2.6 acre site from Grace United Methodist Church for
$4.5 million—significantly below the market value. Within months of purchasing the
property, the City made minor improvements and began renting the Administration Building
and using it for recreation programs.
Although the North Campus was being used on a regular basis, it soon became clear that the
City lacked the funding to fully develop the site. Several years after the North Campus was
purchased, the Council agreed to sell it to a housing developer for $6.75 million in 2006.
However, local organizers filed a referendum to stop the sale of the North Campus. Measure J
to save North Campus received overwhelming support from residents and the City
terminated the deal to sell the North Campus.
Appreciating the strong resident interest in keeping the North Campus for public use, the
Council moved forward with more comprehensive improvement plans. Just a year after
Measure J passed, the 2,760 square foot Administration Building was renovated and
reopened in May 2007. Construction included new paint, flooring, ceiling repairs,
installation of a kitchenette, fireplace, lighting and electrical repairs, and a new HVAC
system. Since then, the building has been used regularly for recreational programs and is
available for rental. The Santa Clara County Sheriff also maintains a field office at the
location in one of the offices.
During the February 20, 2008 Council Meeting, members of the Council agreed to move
forward with improvements to the North Campus and to accept a large donation from
The House Family Foundation to cover some of the construction expenses.
Although there are four buildings (Administration, Fellowship Hall, Classroom, and Sanctuary)
located at the North Campus, Council has decided not to renovate the Classroom and
Sanctuary Buildings. These two buildings require extensive improvements, which have
proven to be too costly. Plans have been made to demolish the Classroom and Sanctuary
Buildings and replace them with landscaping.