Loading...
HomeMy WebLinkAbout05-12-2009 PRC Agenda Packet  City of Saratoga Parks and Recreation Commission  AGENDA   DATE: Tuesday, May 12, 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  Report on Posting of the Agenda:  Pursuant to Government Code Section 54954.2, this meeting  was properly posted on May 6, 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 March 10,  2009 meeting.   Reports:  (This section is informational only; no actions will be taken.)  1. John Cherbone, Director of Public Works  2. Denise Goldberg, Pedestrian, Equestrian, and Bicycle Trails Advisory Committee   3. Crystal Morrow, Staff Liaison  Old Business:  4. Selection of Commission Chair and Vice Chair  Issue: The terms of the current Chair and Vice Chair expire this May 2009. Per the City of  Saratoga Municipal Code, the Commission is required to select a new Chair and  Vice Chair.   Action: Parks and Recreation Commission (PRC) will select a new Chair and Vice Chair,  who will assume their positions immediately.     5. 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:  6. Informational Report on Field Use  Issue: In January 2009, the PRC established its work plan for the 2009 calendar year. The  Commission expressed an interest in learning more about field use and  scheduled an informational report on the matter for the May 2009 meeting.  Action: Informational item, no action necessary.  7. Preparation for Joint Meeting with Saratoga City Council  Issue:  The City Council conducts joint meetings with each Saratoga Commission. The  PRC is scheduled to meet with the Council on June 3, 2009.   Action: PRC will select and prepare several discussion items for the joint meeting.   Agenda Items for Next Meeting  ‐ June 6, 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 May 6, 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, 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 – 7:05 p.m. Roll Call: Present: Chair Thomas Soukup, Vice Chair Vita Bruno, Commissioners Denise Goldberg and Lerry Wilson Absent: none Staff: Crystal Morrow Members of the Public: Mark Johnson, Parks and Recreation Commission applicant 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. - No oral or written communications Commissioner Announcements - Goldberg announced that her photo submission to the Venz Fine Photo My Town Photo Contest made it to the top 5. Approval of Minutes: Draft Parks and Recreation Commission Minutes for January 13, 2009 meeting. - BRUNO MOVE TO APPROVE - GOLDBERG SECOND - APPROVED: 4-0 Reports: (This section is informational only; no actions will be taken.) 1. Denise Goldberg, Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) - Goldberg reported that the PEBTAC is considering various options for creating maps of Saratoga trail. - Goldberg added that the PEBTAC will be discussing the possibility of removing Pierce Road’s Class 3 bicycle route designation, which will mean that the road is no longer listed on the Valley Transit Authority’s bicycle route map or in the City’s General Plan or as a bicycle route. Because bicycles are allowed on all streets, bicyclists will still be able to use Pierce Road. The suggestion that Pierce Road’s Class 3 designation be removed resulted from concern that Pierce Road is unsafe for inexperienced bicyclists. - Soukup asked Goldberg if she was still in support of holding a site visit at the property dedicated to the City near Highway 9 and Tollgate. - Goldberg replied that she is still interested and will send an email to the Commission to coordinate a time and date to visit the site. 2. Crystal Morrow, Staff Liaison - Morrow reported on the recently adopted ordinance on Commission term staggering, which will allow the Council to appoint Commissioners to alternative term lengths for the purpose of realigning terms and distributing term endings. - Morrow noted that the term of the Chair and Vice Chair expire in May and the Commission will have to select a new Chair and Vice Chair. - Morrow informed the Commission that the City will be celebrating Arbor Day on April 24, 2009 and is working with Wilson to involve local youth. - Goldberg volunteered to see if the Lynbrook High School jazz band could perform at the event. 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. - Soukup introduced the item. - Wilson said that as soon as a date is set for the grand opening he can complete the communications strategy for the North Campus naming process and then he will give the group a draft of the strategy for feedback. After he receives and incorporates feedback, Wilson will create a list of communications action items to Morrow. Morrow will then coordinate with Commissioners to determine what action items are assigned to each Commissioner. - Goldberg noted that she has already drafted an announcement. - Wilson said he can handle working with KSAR. - Soukup suggested that the Commission establish a committee to develop rules for submission of naming proposals and evaluating proposals. The subcommittee will send proposed rules out in advance of the May meeting and the Commission can then discuss the suggested rules at the May meeting. - Goldberg and Soukup volunteered to be part of the naming proposal rule committee Agenda Items for Future Meetings - May 12, 2009 o Elect new chair and vice chair o North Campus naming proposal planning o Planning for joint meeting with the City Council o Informational report on field use o Status update on Kevin Moran Park, Joe’s Trail, and CIP and park maintenance budgets Adjournment - 8:07 p.m. - BRUNO MOVE ADJOURN - GOLDBERG SECOND - ALL IN FAVOR 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: May 12, 2009 Parks and Recreation Commission Meeting  Subject: Selection of Chair and Vice Chair      Per Municipal Code 2‐12.808, all City Commissions are required to select a Chair.  The terms of  the current Chair and Vice Chair expire in May 2009.  The Chair and Vice Chair are selected by  the members of the Parks and Recreation Commission.  Once selected, the new Chair and Vice  Chair will assume their positions immediately.    The term length for both the Chair and Vice Chair is 12 months.  No Commissioner can serve  more than one term as Chair during his or her term as Commissioner.      The Chair has special responsibilities and privileges, which are listed below.  In the event that  the Chair is unable to attend a meeting, the Vice Chair will be asked to carry out the  responsibilities of the Chair.       Overview of Responsibilities of Chair:  − Call Meeting to order  − Lead meeting and preserve order  − Call for the vote and announce decision   − Decide questions of order, in regards to Saratoga’s Rules of Parliamentary Procedure   − Declare opening and closing of public hearings      City of Saratoga  Memorandum    To: City of Saratoga Parks and Recreation Commission  From: Crystal Morrow, Administrative Analyst II  City of Saratoga  Date: May 12, 2009 Parks and Recreation Commission Meeting  Subject: North Campus Naming Process      Recommended Action:     Finalize the rules for submission and selection of name proposals and assign action items for  communications and outreach.     Background:     At the March 2009 PRC meeting, the Commission decided to establish a committee to develop  a list of rules to be used for submission of name proposals and evaluation of these suggestions.  The members of the naming proposal rule committee are Commissioners Goldberg and Soukup.  The committee agreed to report back to the Commission at the May meeting to discuss  suggested rules.     Additionally, Commissioner Wilson offered to create a communications strategy for the naming  process. The strategy would also include action items that Commissioners would volunteer to  take responsibility for.     Development of the North Campus Naming Process:    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.     At the following meeting (March 2009), the Commission decided to create a naming proposal  rule committee to determine rules for submittal and evaluation of proposals. Furthermore, the  Commission agreed to develop outreach action items based on the communications strategy.