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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.