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.