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Home My WebLink About06-2011 Special Meeting Agenda Packet City of Saratoga Parks and Recreation Commission REVISED SPECIAL MEETING AGENDA DATE: Thursday, June 23, 2011 TIME: 5:00 p.m. LOCATION: Saratoga City Hall Administrative Conference Room 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 June 20, 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. Old Business: 1. Movie Night Events Issue: During the PRC’s joint meeting with the City Council, the PRC was authorized to begin planning movie night events in City parks. To hold the events, the PRC will need to recommend that the City Council pass a resolution extending park hours for the events. Additionally, the PRC may want to request funding for the event. Action: Determine whether to recommend that the City Council adopt a resolution extending park hours for movie night events and allocate funding to the events. 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 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 June 20, 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: June 23, 2011 Parks and Recreation Commission (PRC) Meeting Subject: Movie Night Events At the Commission’s joint meeting with the Saratoga City Council, the PRC was authorized to hold smaller movie night events in Saratoga parks. To hold the events, the PRC will need to recommend that the City Council pass a resolution extending park hours for the events. For Wildwood Cinema Movie Night, park hours were temporarily extended until 10:00 p.m. Additionally, the Commission may want to request funding for the events. Last year, the PRC received $1300 for the event from the City of Saratoga and funding from the Saratoga Monte Sereno Community Foundation. The Saratoga Monte Sereno Community Foundation paid for the cost of the movie rental and licensing. The City covered the cost of: ‐ Equipment rental ‐ Marketing ‐ Special event permit ‐ Park rental ‐ Public Works staff at the event ‐ Sheriff’s Office deputy at the event ‐ Santa Clara County Fire Department Special Event permit The total cost of the event was approximately $1700. Below is a breakdown of the event expenses. Item Expense Equipment Rental $860 Marketing $0 City contributed City of Saratoga Special Event Permit $100 Wildwood Park Rental $45 Sheriff's Office Deputy On Site $150 Movie Rental/Licensing $271 City of Saratoga Public Works Staff On Site $195 Fire Department Special Event Permit $85 Total Event Cost $1706 Staff has started collecting pricing information for movie night equipment, as well as rental and licensing expenses. Movie rentals and licensing is $200‐300 per movie/showing. Equipment rental prices vary based on screen size. Pricing information is listed below. Equipment Rental Options 5' x 9' $295 7' x 11' $450 9' x 16' $750 9' x 16' screen was used for Wildwood Cinema Movie Night Generator $100 Generator is required, because power is not available in parks Depending on when the movie night events are scheduled, the Commission may also want to authorize a subcommittee to coordinate the events on behalf of the PRC as the next PRC meeting is currently scheduled for August 16, 2011. 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