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Home My WebLink About01-11-2011 PRC Agenda Packet City of Saratoga Parks and Recreation Commission AGENDA DATE: Tuesday, January 11, 2011 TIME: 6:30 p.m. – 8:30 p.m. LOCATION: Saratoga City Hall Warner Hutton House 13777 Fruitvale 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 January 4, 2011. 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. Approval of Draft Minutes: Draft Parks and Recreation Commission (PRC) Minutes for the November 9, 2010 meeting. Old Business: 1. Arbor Day Issue: At the November 2010 meeting, the PRC met with a Youth Commission subcommittee to discuss opportunities to support the City’s annual Arbor Day event. A PRC subcommittee, including Commissioners Bruno and Wilson, was formed to work with the Youth Commission and met with the Youth Commission in December 2010. Action: Continue Arbor Day coordination. 2. Saratoga Park Advertorials Issue: Commissioner Wilson has been working with Saratoga High School Media Arts Program students to produce advertorials of Saratoga Parks. The short videos are intended to inform residents about City parks and their amenities. The Commission has viewed the advertorials and is developing plans for distribution and continued production of Saratoga park videos. Action: Develop a distribution plan and discuss continued production of Saratoga park advertorials. 3. Nesting Box Project Issue: At the July 28, 2010 meeting, the Parks and Recreation Commission met with a representative of the Audubon Society to identify nesting box locations in Saratoga. Locations for the nesting boxes have been identified. Additionally, volunteer recruitment has started and volunteer training will be held on January 22, 2011. Action: Continue project planning, including volunteer recruitment, training, and placement of the nesting boxes. 4. Wildwood Cinema Movie Night Issue: During the June 2010 PRC meeting, the Commission agreed to move forward with plans to hold a movie night in Wildwood Park. At the July 7, 2010 City Council Meeting, the City Council allocated money to the event and authorized the Commission to seek funding and organizational support from outside organizations. The Council indicated that the Commission should establish a framework for the event so that it can be coordinated by a different organization in the future. Commissioner Wilson volunteered to put together a guide on the event, including notes and documents produced during the planning process. At the November 2010 meeting, the Commission also agreed to begin looking for an organization to manage future events. Action: Finalize guide for Wildwood Cinema Movie Night and identify an organization(s) to manage Wildwood Cinema Movie Night events. 5. Wildwood Park Creek Habitat Restoration Issue: During the last PRC meeting, the Commission discussed opportunities to restore the natural habitat of Saratoga Creek in Wildwood Park. The PRC indicated an interest in removing concrete slabs located in the creek and scheduled further discussion at the January 2011 meeting. Action: Review information collected by staff and discuss available opportunities. 6. Community Event Calendar Issue: At the November 2010 meeting, the PRC discussed regular community events and began identifying ways for the Commission to become involved or support these events. The group agreed to focus on Arbor Day during the first part of the year and Wildwood Cinema Movie Night during the second part of the year. The PRC scheduled additional discussion at the January 2011 meeting to begin planning additional event involvement during the second part of the year. Action: Discuss events held in the City that the PRC can support or become involved in. New Business: 7. Metropolitan Adult Education Program (MAEP) – “World Gardening” Classes Issue: The San Jose Unified School District is planning to make reductions to MAEP, the District’s adult education program. The cuts will most likely include elimination of gardening classes. This item has been added to the agenda by Commission Chair Johnson to provide the PRC with the chance to discuss development of gardening programs or classes in Saratoga. Action: Discuss potential development of gardening programs in Saratoga. 8. West Valley College Landscape Architecture Program Issue: Chair Johnson added this item to the agenda to explore opportunities for collaboration with the West Valley College Landscape Architecture Program. Council approval is required before any partnerships are initiated. Action: Discuss partnership opportunities with the West Valley College Landscape Architecture Program. 9. 2011 PRC Meeting Schedule Issue: The PRC holds regular meetings every other month from 6:30 p.m. to 8:30 p.m. at Saratoga City Hall. Action: Review the 2011 meeting schedule and make any necessary changes. Commissioner & Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) Agenda Items for Next Meeting ‐ March 8, 2011 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 4, 2011 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, November 9, 2010 TIME: 6:30 p.m. – 8:30 p.m. LOCATION: Saratoga City Hall Warner Hutton House 13777 Fruitvale Avenue Saratoga, CA 95070 Call to Order – 6:34 p.m. Roll Call Present: Bruno, Johnson, Soukup, Wilson Late: Goldberg Staff: Henig, Taylor, Morrow Guests: Kia Fariba, Aditya Dev Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted on November 2, 2010. 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 communications from the public Approval of Draft Minutes: Draft Parks and Recreation Commission (PRC) Minutes for the September 14, 2010 meeting. ‐ Johnson requested an amendment to Item 5 in the minutes to note that the Commission requested status updates at every PRC meeting from Public Works on tree planting recommendations. ‐ BRUNO: MOVED TO APPROVE MINUTES FOR THE SEPTEMBER 14, 2010 WITH THE CHANGE SUGGESTED BY JOHNSON. ‐ SOUKUP: SECOND ‐ APPROVED: 4‐0‐1 WITH GOLDBERG ABSENT Old Business: 1. Youth Commission Collaboration Opportunities Issue: Over the past year, the PRC has met several times to discuss and coordinate collaborative projects with the Youth Commission. Earlier this year, the two groups worked together to plan an activity for Arbor Day. Action: Discuss and plan opportunities for collaboration between the Youth Commission and PRC. ‐ Youth Commissioners Kia Fariba and Aditya Dev proposed continuing the partnership between the PRC and Youth Commission by working together on Arbor Day and Wildwood Cinema Movie Night. ‐ The PRC agreed to partner with the Youth Commission on Arbor Day activities. o The two groups discussed Arbor Day ideas, including a series of small events culminating in a City Arbor Day ceremony. The two groups discussed the possibility of partnering with Saratoga schools. o A subcommittee, including Commissioners Bruno and Wilson, will meet with the Youth Commission in December to develop plans for Arbor Day and present event developments at the January PRC meeting. ‐ The PRC indicated that Wildwood Cinema Movie Night would be coordinated by another organization in future years. The PRC suggested that the Youth Commission offer to support the future event organizers. ‐ The PRC also asked the Youth Commission representatives if they would be interested in working with the PRC on the nesting box project. Fariba and Dev agreed to discuss the idea with the rest of the Commission. 2. Distribution of Saratoga Park Advertorials Issue: Commissioner Wilson has been working with Saratoga High School Media Arts Program students to produce advertorials of Saratoga Parks. The short videos are intended to inform residents about City parks and their amenities. At the September meeting, the Commission watched one of the advertorials and agendized discussion on distribution of the videos. Action: Develop a distribution plan for the advertorials. ‐ Wilson reported that the videos are up on the Saratoga Recreation & Facilities Facebook page and shared that he hopes the videos can be created on an annual basis, so that videos of all the parks and other recreational areas can be produced. ‐ The Commission agreed to try to have videos produced annually, decided to send the videos to KSAR to air 1 video per week, and asked to have the videos added to the PRC webpage. 3. Nesting Box Project Issue: At the July 28, 2010 meeting, the Parks and Recreation Commission met with a representative of the Audubon Society to identify nesting box locations in the Saratoga Heights Open Space and San Marcos Open Space. The group agreed to place a total of 11 boxes (including 1 owl box) in the Saratoga Heights Open Space and 5 boxes in the San Marcos Open Space. Since then, the Nesting Box subcommittee has been considering alternative locations. Action: Continue developing a plan for the project, including volunteer recruitment and placement of the nesting boxes at approved locations. ‐ Johnson shared his interest in including the Youth Commission in the nesting box project. He indicated that he will be working with the Audubon Society to identify alternative nesting box locations to the Saratoga Heights Open Space, now that it is clear that permission from the Homeowners Association is required to install and monitor nesting boxes. The site may be considered in the future, once the project is more established. Johnson noted he would be speaking with the Audubon Society to finalize project timelines and outreach plans. 4. Wildwood Cinema Movie Night Guide Issue: During the June 2010 PRC meeting, the Commission agreed to move forward with plans to hold a movie night in Wildwood Park. At the July 7, 2010 City Council Meeting, the City Council allocated money to the event and authorized the Commission to seek funding and organizational support from outside organizations. The Council indicated that the Commission should establish a framework for the event so that it can be coordinated by a different organization in the future. Commissioner Wilson volunteered to put together a guide on the event, including notes and documents produced during the planning process. Action: Finalize guide for Wildwood Cinema Movie Night. ‐ Wilson indicated he would be putting together a one page summary describing pertinent event details, including vendors used, vendor contact info, event requirements (such as an event permit), and a list of things that worked or didn’t work. The summary will act as a template that can be used by future event organizers. Wilson will send the template to Morrow in the next couple of weeks. ‐ The Commission discussed community organizations that might be interested in holding the event in future years. ‐ Johnson noted that Wildwood Park is the only park in the City that would be appropriate for this event. 5. Tree Planting Recommendations Issue: During the June 14, 2010 meeting, the PRC finalized its tree planting recommendations. At that time, the Commission also decided to include the tree planting recommendations as a recurring item on the agenda. At the September 2010 meeting, the Parks and Recreation Commission asked staff to provide the Commission with recommendations for submitting tree planting suggestions. Action: Determine how the PRC will make planting recommendations to the City. ‐ Goldberg shared that she presented the map of recommended tree planting locations developed by the PRC to the Council ad hoc committee on trees. The ad hoc suggested creating a more detailed list of planting locations. The ad hoc asked that details, such as exact location, number of trees, desired tree type or effect (shade, flowering, etc.), and watering requirements be noted on the list. ‐ The Commission discussed some of the proposed tree planting locations and developed additional details for the list of recommended locations. Goldberg asked each Commissioner to collect additional details for the list. Additional details are needed for the parks, Fruitvale Avenue, and Saratoga Avenue. ‐ Johnson asked that Public Works provide a status report on the recommended tree plantings at every PRC meeting. New Business: 6. Community Events Calendar Issue: At the September 2010 meeting, the PRC decided to agendize discussion on regular community events and begin identifying ways for the Commission to become involved in or support these events. Action: Discuss annual events held in the City. ‐ The Commission discussed annual reoccurring events that take place in the City and identified events that the PRC could take a role in. The Commission agreed to focus on Arbor Day during the first half of the year and focus on Wildwood Cinema Movie Night the second half of the year, assuming that another organization takes ownership of the event and it becomes an annual event. ‐ The Commission agreed to discuss participation in community events again at the January meeting to develop plans for the second half of the year. 7. Wildwood Park Creek Habitat Restoration Issue: During the last PRC meeting, the Commission agreed to talk about opportunities to restore the natural habitat of Saratoga Creek in Wildwood Park. Action: Review information collected by staff and discuss available opportunities. ‐ Johnson noted that he proposed this item be added to the agenda, because he feels that the PRC can take a role in improving the condition of Saratoga Creek in Wildwood Park. West Valley College recently received a Santa Clara Valley Water District grant to restore the creek that runs through the college campus and the PRC may be able to do something similar for Saratoga Creek. ‐ Goldberg shared that the Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) applied for the same Santa Clara Valley Water District grant to develop plans for the Village creek trail, which would run along Saratoga Creek behind the Village. The grant was rejected. The PEBTAC is mapping out other trail opportunities, including a trail that runs from Saratoga‐Sunnyvale Road to Walnut. The General Plan includes plans for a trail that will run from 6th Street to Walnut. ‐ Johnson suggested that the concrete slabs in the creek be removed, if that’s possible. The Commission asked Morrow to speak with Public Works about this possibility. ‐ The Commission scheduled further discussion on this item for January. Commissioner & Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) ‐ Johnson reported that there are still some soccer net issues at El Quito. Bellgrove Park is in good condition, but some additional bark is needed in the par course area and one of the security lights is blocked by a tree. At Wildwood Park, there is some rusted sheet metal in the bank of the creek that may present a hazard and some additional trees are needed in the back of the park. ‐ Bruno reported that Foothill Park and Blaney Plaza both look good. Bruno asked that the Commission agendize discussion on conducting a public relations campaign on efforts being made to make Saratoga a healthy city. ‐ Soukup noted that Beauchamps is in good condition, though the tennis court and basketball court need to be resurfaced. Ravenwood and Gardiner are also in good condition. ‐ Wilson shared that Congress Springs is in good condition and encouraged the Commissioners to attend the Annual Tree Lighting. ‐ Morrow announced o Work on the Ravenwood playground equipment will start after the beginning of the new year o The ban on tobacco products in City parks and recreation areas is in effect o Planting for Susie’s Garden took place on October 23, 2010 o A ribbon cutting for Parker Ranch Trail will be held on November 19, 2010 at 3:00 p.m. o The Annual Tree Lighting is on November 26, 2010 at 5:30 p.m. in Blaney Plaza o Planning and development for Saratoga Heritage Garden and Farm project is still in progress o The Council Reorganization Meeting will be on November 30, 2010 at 7:00 p.m. in the Civic Theater o The Council Retreat is on January 28, 2010 at Saratoga Prospect Center ‐ The Commission requested a status report on the Azule Park petanque court. Agenda Items for Next Meeting ‐ January 11, 2011 o Move IT Saratoga o 2011 Recreation Department Report o Arbor Day Adjournment – 8:39 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 11, 2011 Parks and Recreation Commission Meeting Subject: Arbor Day Support In March 2009, the Parks and Recreation Commission (PRC) held a joint meeting with the Youth Commission. During the meeting, the two Commissions discussed ways in which they could work together. Some of the ideas developed during the March 2009 joint meeting included finding ways to encourage youth to use Saratoga parks, collaboration on the City’s annual Arbor Day event, and identifying ways in which to incorporate parks in the education of local students. Representatives from the Youth Commission attended the November 10, 2009 Parks and Recreation Commission Meeting to further discuss partnership opportunities. The two groups indicated an interest in working together to plan the City’s 2010 Arbor Day event. Following the November meeting, a subcommittee of PRC and Youth Commission members worked together to coordinate an activity for the City’s Arbor Day Celebration on April 22, 2010. In November 2010, several members of the Youth Commission met with the PRC to discuss opportunities to support the City’s annual Arbor Day event. The two groups discussed the possibility of holding an event at Saratoga High School or a series of small events culminating with a City Arbor Day ceremony. A subcommittee, including Commissioners Bruno and Wilson, was formed to develop further plans for Arbor Day. The subcommittee met with the Youth Commission in December 2010. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 11, 2011 Parks and Recreation Commission Meeting Subject: Saratoga Park Advertorials During the Parks and Recreation Commission meeting on September 14, 2010, the 6 videos produced by Saratoga High School Media Arts Program students, Arya Parhar, Alex Chan, and Abner Inzunza were unveiled. The videos feature some of the activities you can do in 6 of the City’s parks. Beauchamps Park: http://www.youtube.com/watch?v=IE‐dOzEgVO4 Congress Springs Park: http://www.youtube.com/watch?v=g5TVF0h‐xf4 Hakone Gardens: http://www.youtube.com/watch?v=sLKXuJJlv6c Kevin Moran Park: http://www.youtube.com/watch?v=pAHWFyx65js Ravenwood Park: http://www.youtube.com/watch?v=eWNg2YalSLo Wildwood Park: http://www.youtube.com/watch?v=CXEcOdahEPk At the September meeting, the Commission decided to discuss distribution of the videos at the November meeting. Videos have already been posted on the City of Saratoga’s Recreation Facebook page and on the City website. The Commission decided to air the videos on KSAR, Saratoga’s community access channel. During the November meeting, the PRC also agreed to work with Saratoga High School Media Arts Program students in the future to produce additional videos of Saratoga parks. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: November 9, 2010 Parks and Recreation Commission Meeting Subject: Nesting Box Project At the July 28, 2010 Special Meeting, the Commission toured the Saratoga Heights Open Space and San Marcos Open Space to identify locations for nesting boxes. Michael Azevedo attended on behalf of the Santa Clara County Chapter of the Audubon Society to help the Commission identify locations that would be appropriate for nesting boxes. Additionally, Shawn Gardner with the Public Works Department attended to approve proposed nesting box locations. The group agreed to place 10 nesting boxes in the Saratoga Heights Open Space and five boxes in the San Marcos Open Space. All of these boxes will be attached to existing trees. The Commission also agreed to consider addition of an owl box in the Saratoga Heights Open Space. The Commission decided to add discussion on the nesting box project to the September agenda to finalize project plans, including volunteer recruitment and a project timeline. During the September 2010 meeting, Chair Johnson presented a list of items that needed to be done to move forward with the project. This included outreach, placement of nesting boxes, volunteer training, and creating a volunteer schedule and assignments. During the November meeting, the Commission continued planning for the project. Since then, a training session for nesting box volunteers has been scheduled for January 22, 2011. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 11, 2011 Parks and Recreation Commission Meeting Subject: Wildwood Cinema Movie Night Recap During the June 2010 PRC meeting, the Commission agreed to move forward with plans to hold a movie night in Wildwood Park. At the July 7, 2010 City Council Meeting, the City Council allocated $1300 to the event, extended park hours for Wildwood Cinema Movie Night on September 11, 2010 to 10:00 p.m., and authorized the Commission to seek funding and organizational support from outside groups. During discussion at the City Council meeting, the Council indicated that they wanted the PRC to create a framework for the event so that a different organization would be able to easily coordinate the event in future years. Consequently, the Commission discussed plans to create a guide for the event during the September meeting. Commissioner Wilson volunteered to begin compiling notes and documents for the event as a foundation for the guide. At the November 2010 meeting, the PRC agreed to begin identifying an organization (or several organizations) to continue organizing Wildwood Cinema Movie Night events in the future. Discussion on the guide and identification of an organization to manage Wildwood Cinema Movie Night were scheduled for the January 2011 meeting. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 11, 2011 Parks and Recreation Commission Meeting Subject: Wildwood Park Creek Habitat Restoration At the September 2010 meeting, the Commission scheduled discussion on grants and other opportunities to improve the habitat of Saratoga Creek in Wildwood Park. Consequently, staff researched some of the available options. The list below was provided to the Commission during the November 2010 meeting. During the meeting, the Commission asked staff to determine if concrete slabs in the creek could be removed and scheduled further discussion for the January 11, 2011 meeting. Santa Clara Valley Water District Environmental Enhancement Grants: http://www.valleywater.org/Services/EnhancementPlanGrants.aspx Santa Clara County Creeks Coalition: http://www.sccreeks.org/ California Native Plant Society – Santa Clara Valley: http://www.cnps‐scv.org/ Midpeninsula Regional Open Space District Resource Management Program: http://www.openspace.org/plans_projects/resource_management.asp Acterra Stewardship Restoration Program: http://www.acterra.org/programs/stewardship/restoration_program.html Acterra Stewardship Restoration Annual Workshop: http://www.acterra.org/programs/stewardship/restoration_workshop.html Trail Center: http://www.trailcenter.org/ City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: January 11, 2011 Parks and Recreation Commission Meeting Subject: Community Event Calendar At the September 2010 meeting, the Commission agreed to discuss annual community events and opportunities to participate or have a presence at these events. During the November meeting, staff presented the list below of annual community events. At that time, the Commission decided to focus on Arbor Day during the first part of the year and then Wildwood Cinema Movie Night during the second half of the year. Additional discussion was scheduled for the January 2011 meeting. Community Event Date Mustard Faire February – March Saratoga Love Notes February SVDC St. Patty’s Day Party March Savor Saratoga: Wine & Wisteria April Arbor Day April Village Pet Parade May Memorial Day Celebration May Heritage Day June Independence Day Celebration July Citywide Garage Sale July‐August Bollywood August Art & Wine Festival September Witchy Walk‐A‐Bout October Annual Tree Lighting & Village Open House November