HomeMy WebLinkAbout03-08-2011 PRC Agenda Packet
City of Saratoga
Parks and Recreation Commission
AGENDA
DATE: Tuesday, March 8, 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 March 1, 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 January 11, 2011
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. Since then a PRC subcommittee,
including Commissioners Bruno and Wilson, has been working with the Youth Commission to
coordinate activities for Arbor Day.
Action: Continue Arbor Day coordination.
2. 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. Volunteer training was held on January 22, 2011 and placement of
the nesting boxes was planned for February.
Action: Share an update on the project and continue any necessary project coordination.
3. Wildwood Cinema Movie Night
Issue: In accordance with City Council direction given at the July 7, 2010 City Council meeting, the PRC
has been preparing a guide on how to organize Wildwood Cinema Movie Night and has been
looking for an organization or group to coordinate the event in the future. Commissioner Wilson
has been leading this effort.
Action: Finalize guide for Wildwood Cinema Movie Night and identify an organization(s) to manage
Wildwood Cinema Movie Night events.
4. Wildwood Park Creek Habitat Restoration Update
Issue: During recent PRC meetings, 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. During the January 2011 meeting, staff agreed to research available
grant opportunities for the project and will be presenting an update at the March meeting.
Action: Review and discuss information collected by staff.
New Business:
5. Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) Update
Issue: At the January 2011 meeting, the PRC requested an update on the PEBTAC.
Action: Informational only, no action required.
6. Let’s Move Cities Update
Issue: In February 2011, the City Council approved a resolution to become a Let’s Move City. The Let’s
Move Cities and Towns initiative is part of a nationwide initiate led by First Lady Michelle Obama
to reduce childhood obesity and help families make healthier choices.
Action: Informational only, no action required.
7. City Council Joint Meeting Agenda
Issue: The PRC and PEBTAC are scheduled to hold a joint meeting with the Saratoga City Council on May
18, 2011 at 6:00 p.m. in the Administrative Conference Room at City Hall. The purpose of the
annual meeting is to provide the Council with an update on the status of the Commission and
request approval of priorities and goals for the upcoming year. Because time is limited, it is
recommended that Commissions develop agendas for the Joint Meeting.
Action: Develop an agenda for the City Council Joint Meeting.
8. Election of Chair and Vice Chair
Issue: The terms of the current Chair and Vice Chair expire at the May 2011 meeting. Per the City of
Saratoga Municipal Code, the Commission is required to elect a new Chair and Vice Chair.
Action: The PRC will elect a new Chair and Vice Chair, whose terms will begin at the May 2011 PRC
meeting.
9. Form 700 Reporting Requirements
Issue: Every year, California elected officials and appointed officials are required to disclose economic
interests by filing a Form 700 with the Saratoga City Clerk. The deadline to submit the Form 700
is April 1, 2011. Late filings are subject to a fine of $10 per day up to $100. More information,
including electronic copies of the Form 700, is available on the Fair Political Practices
Commission website at http://www.fppc.ca.gov/index.php?id=500.
Action: Informational only, no action required.
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
‐ May 10, 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 March 1, 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
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Crystal Morrow, Administrative Analyst II
City of Saratoga
Date: March 8, 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 in 2011. 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 City has scheduled the 2011 Arbor Day Celebration for April 22, 2011 at 3:30 p.m. in
Foothill Park, which is located at 20654 Seaton Avenue. The event will include a ceremonial tree
planting, performance by the Skillet Likkers, poetry reading, tree blessing, and free gifts
(including saplings and compost).
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Crystal Morrow, Administrative Analyst II
City of Saratoga
Date: March 8, 2011 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. Volunteer
training was held on January 22, 2011 and nesting boxes were scheduled to be installed in
February 2011.
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Crystal Morrow, Administrative Analyst II
City of Saratoga
Date: March 8, 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 took place during the January 2011 meeting. Efforts to complete the guide and
select a group to continue organizing Wildwood Cinema Movie Night were expected to
continue following the January meeting.
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Crystal Morrow, Administrative Analyst II
City of Saratoga
Date: March 8, 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. Staff provided a list
of grant opportunities and organizations that conduct habitat restoration. 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.
Staff determined that the removal would require significant work and would consequently
require capital improvement funds. The Commission asked staff to continue research on grant
opportunities. Staff found that there may be grant funding available for the project through the
Santa Clara Valley Water District Clean, Safe Creeks and Natural Flood Protection Program. In
particular, the project appears to meet the requirements of the Water District’s Environmental
Enhancement Grant. This grant requires a City Council resolution to authorize application and a
25% matching contribution.
If the PRC would like to pursue this grant opportunity, staff recommends discussing the
proposal during the Commission’s joint meeting with the City Council on May 18, 2011. If the
Council authorizes the PRC to pursue grant funding, the Commission could then begin
developing project plans in preparation of the grant’s 2013 funding cycle.
Santa Clara Valley Water District Environmental Enhancement Grant:
http://www.valleywater.org/Services/EnhancementPlanGrants.aspx
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Crystal Morrow, Administrative Analyst II
City of Saratoga
Date: March 8, 2011 Parks and Recreation Commission Meeting
Subject: Let’s Move Cities Update
On February 16, 2011, the Saratoga City Council approved a resolution to join the Let’s Move
Cities initiative. Let’s Move is a nationwide campaign led by First Lady Michelle Obama and is
intended to engage governments, schools, health care professionals, faith and community‐
based organizations, and the private sector in finding solutions to the problem of childhood
obesity.
Cities and towns can participate in the Let’s Move campaign through Let’s Move Cities and
Towns, which is designed to encourage local governments to develop long‐term, sustainable
approaches to reducing childhood obesity. Local governments can take part in Let’s Move Cities
and Towns by submitting a twelve‐month plan that describes how the city or town will achieve
at least one significant action towards one or more of the following goals:
1. Help parents make healthy family choices
2. Create healthy schools
3. Provide access to healthy and affordable food
4. Promote physical activity
At the end of the one year plan, prospective Let’s Move Cities and Towns must provide a year‐
end report detailing progress towards achieving the goals of their initial plan. Cities that make
progress towards accomplishing at least one significant action towards one or more of the
above goals will be recognized as a Let’s Move City.
The Council suggested the PRC could play a part in the City’s effort to become a Let’s Move City,
since the PRC has already coordinated activities that are in line with objectives of the Let’s
Move Cities campaign. For example, last year the PRC coordinated the Move IT Saratoga
program to encourage the public to use Saratoga parks and trails to walk or ride bicycles. The
program could be slightly altered to include a greater focus on children and families to
accomplish the fourth Let’s Move Cities and Towns objective.
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Crystal Morrow, Administrative Analyst II
City of Saratoga
Date: March 8, 2011 Parks and Recreation Commission Meeting
Subject: City Council Joint Meeting Agenda
The Parks and Recreation Commission (PRC) and Pedestrian, Equestrian, and Bicycle Trails
Advisory Committee (PEBTAC) are scheduled to hold a joint meeting with the City Council on
Wednesday, May 18, 2011 at 6:00 p.m. in the Administrative Conference Room in the City
Manager’s Office. The City Council holds joint meetings with all the City Commissions to provide
the Commissions with the opportunity to share achievements over the past year and seek input
on proposed goals or priorities for the upcoming year. Because time is limited during the
meetings, the Council has asked that all Commissions develop an agenda for joint meetings.
The work plan below was prepared by the PRC in January 2010 and presented to the City
Council during the PRC’s joint meeting with the Council in March 2010.
Goal Definition Proposed Activities
One Saratoga To get Saratogans active in
the parks and recreation
system.
‐ Help coordinate activities for Arbor Day in
collaboration with Youth Commission
‐ Coordinate move in the park event
‐ Participate in and attend community events (Tree
Lighting, Mustard Faire, Independence Day
Celebration, etc.)
Celebrate Nature To raise awareness and
involvement in Saratoga’s
environment.
‐ Provide Public Works Director with suggestions for
tree planting locations
‐ Help coordinate activities for Arbor Day in
collaboration with Youth Commission
‐ Label tree species in parks
‐ Place bird nesting boxes in City parks with support of
Audubon Society
Healthy City To encourage a healthy
lifestyle in Saratoga
through parks and
recreation.
‐ Coordinate Move It Saratoga (track miles residents
walk, run, or bike between Memorial Day and Labor
Day)
‐ Coordinate a photo scavenger hunt using Saratoga
parks and trails
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Crystal Morrow, Administrative Analyst II
City of Saratoga
Date: March 8, 2011 Parks and Recreation Commission Meeting
Subject: Selection of Chair and Vice Chair
Per Municipal Code 2‐12.080, all City Commissions are required to select a Chair and Vice Chair.
Both positions have a term of 12 months and no Commissioner can serve as the Chair or Vice
Chair more than once during a single term.
Commissioners Eligible to Serve as Chair Commissioners Eligible to Serve as Vice Chair
Bruno
Soukup
Wilson
Bruno
Johnson
Soukup
The terms of the current Chair and Vice Chair expire in May 2011. Consequently, the new Chair
and Vice Chair selected at the March 2011 meeting will begin their terms at the May 2011
meeting.
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 fulfill the responsibilities
of the Chair.
Overview of Commission Chair Responsibilities:
− 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