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Home My WebLink About08-16-2011 PRC Agenda Packet City of Saratoga Parks and Recreation Commission AGENDA DATE: Tuesday, August 16, 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 August 9, 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 Parks and Recreation Commission (PRC) Minutes: ‐ May 10, 2011 ‐ June 23, 2011 Old Business: 1. Wildwood Cinema Movie Night Issue: At the City Council July 6, 2011 meeting, Council authorized a resolution extending Wildwood Park hours till 10:00 p.m. on September 10, 2011 for Wildwood Cinema Movie Night and allocated up to $1800 towards the event. The Saratoga Monte Sereno Community Foundation has agreed to pay for half of the event cost up to $900. Action: Conduct any planning necessary for Wildwood Cinema Movie Night. 2. Let’s Move Cities/Move It Saratoga Issue: In February 2011, the City Council approved a resolution to become a Let’s Move City. In July, the Let’s Move City Ad Hoc prepared a draft Let’s Move City plan that is scheduled to go before the Council for approval at the August 17, 2011 City Council meeting. The draft plan includes the PRC’s Move It Saratoga program. Action: Discuss plans for the next Move It Saratoga program. 3. Nesting Box Project Issue: In early 2011, the PRC and Audubon Society worked together to place nesting boxes in the City’s parks and open spaces for Saratoga cavity nesting birds and train volunteers to monitor the boxes. Action: Share an update on the project and begin any necessary project coordination for the next nesting season. New Business 4. Daffodil Planting Project Issue: At the May 2011 meeting, the PRC discussed a daffodil bulb planting project that took place in Kevin Moran Park and decided to discuss the possibility of coordinating a daffodil bulb planting at a future meeting. Action: Discuss organizing a daffodil bulb planting project. 5. Public Works Update Issue: At the May 2011 meeting, the PRC requested an update on Public Works projects and tree planting efforts at the August meeting. Action: Informational only. 6. Congress Springs Property Acquisition Update Issue: At the June 2011 meeting, the PRC requested an update on the Congress Springs Property Acquisition at the August meeting. Action: Informational only. 7. Ravenwood Park Playground Improvement Project Update Issue: At the June 2011 meeting, the PRC requested an update on the Ravenwood Park Playground Improvement Project at the August meeting. Action: Informational only. 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 ‐ September 13, 2011 (New Meeting Location – City Hall Administrative Conference Room) 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 August 9, 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, May 10, 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 – 6:42 p.m. Roll Call Present: Goldberg, Johnson, Soukup Absent: Wilson Pedestrian, Equestrian, and Bicycle Trails Advisory Committee: Mary Anne Swan, Ray Cosyn Staff: Morrow Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly posted May 5, 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 March 8, 2011 meeting. ‐ BRUNO: MOVED TO APPROVE MINUTES FROM MARCH 8, 2011 MEETING ‐ JOHNSON: SECOND ‐ APPROVED 3‐0‐2 WITH GOLDBERG AND WILSON ABSENT Joint Meeting with the Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC): Discuss collaborating on Saratoga Creek projects and the joint meeting with the City Council on May 18, 2011. ‐ Soukup introduced the item and welcomed the members of the PEBTAC. Members of the PEBTAC introduced themselves. ‐ Goldberg shared that the PEBTAC would be recommending adding 5 new projects to the City’s Capital Improvement Plan (CIP) at the joint meeting with the City Council. The projects will be marked on a map. ‐ Soukup noted that the PRC was interested in seeking Council approval to develop a restoration project for Saratoga Creek near Wildwood Park. The project may be eligible for Santa Clara Valley Water District grant funding. ‐ The PRC agreed to request Council authorization to work on the project at the City Council joint meeting. If the PRC is authorized to work on the project, the PRC would be able to develop a project scope in 2012 then apply for grant funding in 2013. The Commission would also ask West Valley College to share insights into creek restoration projects and seeking Water District grant funds. Old Business: 1. 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: Finalize an agenda for the City Council Joint Meeting. ‐ Bruno asked the PRC if the Commission should review the focus and scope of the PRC with the Council during the joint meeting. ‐ Johnson suggested that the focus on the PRC could be expanded to include green spaces, like medians. ‐ Goldberg shared her experience planting daffodil bulbs in Kevin Moran Park and suggested the PRC do similar events in the future. ‐ Johnson added that the PRC’s scope could also include beautification as it relates to trees and plants. ‐ Goldberg suggested the Commission discuss Wildwood Cinema Movie Night with the Council to see how the Council wants to proceed with the event. ‐ The Commissioners discussed their interest in reaching out to Saratoga residents to get a better understanding of their park and recreation related interest. A variety of methods for obtaining community feedback on parks and recreation were discussed. The PRC decided to add community outreach to the joint meeting agenda. ‐ BRUNO: MOVED TO APPROVE A JOINT MEETING AGENDA THAT INCLUDED THE FOLLOWING ITEMS: o COMMUNITY OUTREACH o SARATOGA CREEK RESTORATION PROJECT o WEST VALLEY COLLEGE LANDSCAPE DESIGN PROJECT o MOVIE NIGHT o COMMISSION FOCUS BRAINSTORMING ‐ GOLDBERG: SECOND ‐ APPROVED 4‐0‐1 WITH WILSON ABSENT 2. Wildwood Cinema Movie Night Issue: In accordance with City Council direction given at the July 7, 2010 City Council meeting, the PRC has been looking for an organization or group to coordinate the Wildwood Cinema Movie Night in the future. Commissioner Wilson has been leading this effort. Action: Discuss transitioning management of Wildwood Cinema Movie Night to another organization(s). ‐ Goldberg provided an update on the current status of Wildwood Cinema Movie Night. She noted that it appears that the Saratoga‐Monte Sereno Community Foundation is interested in playing a role in the future of the event. ‐ Goldberg proposed that rather than holding the event at Wildwood Park, it could become a movie series held at other parks throughout the City. ‐ The Commission discussed the cost of the event, including the cost of renting movie equipment versus buying it. ‐ Soukup asked Morrow to get the latest information on the event from Wilson ‐ Goldberg noted that the Youth Commission is very interested in participating in the event or doing something in conjunction with the event. 3. Let’s Move Cities/Move It Saratoga 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. Council suggested the PRC’s Move It Saratoga program could be part of the City’s effort to become a Let’s Move City. Action: Discuss and finalize plans for the 2011 Move It Saratoga program. ‐ Morrow gave report on Let’s Move Cities and Towns initiative. ‐ The Commission discussed how Move It Saratoga could be expanded or altered to meet the objectives of the Let’s Move Cities and Towns initiative. The Commission suggested extending Let’s Move Saratoga to 1 year, reaching out to schools and families with children, and organizing guided hikes or bike rides. ‐ Further discussion on Move It Saratoga was added to the August agenda. 4. Saratoga Park Videos Issue: In September 2010, the Commission released videos produced by Saratoga High School Media Arts Program students to publicize City parks. Videos for Beauchamps, Congress Springs, Hakone Gardens, Kevin Moran, Ravenwood, and Wildwood were produced. The Commission indicated an interest in working with other Saratoga High School Media Arts Program students to create additional videos. Action: Develop plans to continue creating Saratoga park videos. ‐ Soukup introduced the item and asked if anyone on the Commission would be interested in working with Media Arts Program students to do another round of videos. ‐ The Commission discussed making videos of City trails and other nearby recreational resources, such as Montalvo, Garrod Farms, and Sanborn Park. ‐ Bruno volunteered to take the lead on the project. She’ll contact the Saratoga High School Media Arts Program to see if there is interest in the project and follow up with Wilson to get details about how the project worked last year. 5. Community Event Calendar Issue: At the January 2011 PRC meeting, the Commission reviewed upcoming community events that the PRC could participate and agreed to review opportunities to participate in community events again at the May 2011 meeting. Action: Review community event calendar. ‐ The Commission reviewed the community event calendar and decided to discuss participation in the Art and Wine Festival at the August meeting. Commissioner & Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) ‐ Goldberg noted that the petanque court at Azule Park looks good and asked that the Commission add discussing on a bulb planting project to the August agenda. ‐ Bruno reported that Foothill Park and Blaney Plaza look good. ‐ Johnson shared that Wildwood Park is in great shape, as is Bellgrove Park. Johnson suggested that the lampposts in Bellgrove could use a fresh coat of paint though. Improvements to El Quito just started, including tree planting and landscaping work. Johnson did notice that signage in El Quito on alcohol use and group use permits will need to be updated. Johnson added that some of the nesting boxes are being used by birds. ‐ Goldberg asked that the Commission review the City’s policy on alcohol use and group use permits at the March meeting in 2012. ‐ Soukup requested an update on Ravewood Park Playground Improvements at the August meeting. ‐ Morrow shared that the Azule Park Petanque Court Dedication is on May 21, 2011 and informed the Commission that the proposed fiscal year 2011/12 budget would be going to the Council at the May 18, 2011 meeting. Agenda Items for Next Meeting ‐ August 16, 2011 (July meeting rescheduled) o Nesting box project update and planning for the next nesting season o Ravenwood Park playground improvements update o Review the City Council joint meeting o Daffodil bulb planting project o Public Works Update, including report on recent projects and tree planting Adjournment – 8:50 p.m. Minutes submitted by: Crystal Morrow, Administrative Analyst II City of Saratoga – City Manager’s Office City of Saratoga Parks and Recreation Commission SPECIAL MEETING MINUTES 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 – 5:08 p.m. Roll Call Present: Goldberg, Johnson, Soukup Absent: Bruno Public: Jeff Barco Staff: Morrow 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. ‐ Morrow shared email communication from Ed Katz regarding off‐leash dogs in the Joe’s Trail area. ‐ Johnson suggested that the topic be added to a future agenda for discussion. ‐ Soukup requested additional information about signage around Joe’s Trail and agreed to add the topic to a future meeting ‐ Jeff Barco, an applicant to the PRC, introduced himself. 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. ‐ Morrow introduced the item. ‐ Goldberg indicated that in her conversations with Saratoga Monte Sereno Community Foundation members, the Foundation showed interest in paying for one movie night event. ‐ The Commission discussed holding a series of movie nights or a single movie night event. The Commission agreed to hold a single movie night event at Wildwood Park. ‐ Soukup shared that he felt the PRC could handle organizing the event if an outside organization could fund the event. ‐ The Commission discussed potential dates for a movie night event. The Commission agreed upon September 10, 2011. ‐ GOLDBERG MOVED TO RECOMMEND THAT THE CITY COUNCIL PASS A RESOLUTION EXTENDING WILDWOOD PARK HOURS ON SATURDAY, SEPTEMBER 10, 2011 UNTIL 10:00 P.M. FOR WILDWOOD CINEMA MOVIE NIGHT. ‐ JOHNSON SECONDED THE MOTION. ‐ APPROVED 3‐0‐1 WITH BRUNO ABSENT. ‐ The Commission discussed potential funding sources for the event. ‐ GOLDBERG MOVED TO RECOMMEND THAT THE CITY COUNCIL ALLOCATE UP TO $1800 TO PAY FOR THE COST OF THE EVENT, PENDING CONFIRMATION THAT THE SARATOGA MONTE SERENO COMMUNITY FOUNDATION WOULD CONTRIBUTE SOME FUNDING TOWARDS THE EVENT. ‐ JOHNSON SECONDED THE MOTION. ‐ APPROVED 3‐0‐1 WITH BRUNO ABSENT. ‐ Soukup asked if any members of the Commission wanted to form a subcommittee to start planning the movie night event. ‐ Goldberg and Soukup volunteered to be part of the subcommittee. ‐ SOUKUP MOVED TO FORM A SUBCOMMITTEE, INCLUDING GOLDBERG AND SOUKUP, TO BEGIN PLANNING WILDWOOD CINEMA MOVIE NIGHT. ‐ GOLDBERG SECONDED THE MOTION. ‐ APPROVED 3‐0‐1 WITH BRUNO ABSENT. ‐ The Commission discussed which movie to show at the movie night event. ‐ GOLDBERG MOVED TO SHOW UP AT THE WILDWOOD CINEMA MOVIE NIGHT EVENT. ‐ JOHNSON SECONDED THE MOTION. ‐ APPROVED 3‐0‐1 WITH BRUNO ABSENT. Commissioner & Staff Reports (This includes committee updates and park reports. This section is informational only; no actions will be taken.) ‐ Morrow shared public to notice of intent to adopt a negative declaration for the Congress Springs Property Acquisition and Conservation Easement. Agenda Items for Next Meeting ‐ Update on complaints related to off‐leash dogs ‐ Update on Congress Springs Property Acquisition Adjournment – 6:11 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: August 16, 2011 Parks and Recreation Commission (PRC) Meeting Subject: Wildwood Cinema Movie Night At the Commission’s joint meeting with the Saratoga City Council, the PRC was authorized to organize movie night events in Saratoga parks. Planning began at the June PRC special meeting. The PRC recommended that the Council pass a resolution extending Wildwood Park hours until 10:00 p.m. on September 10, 2011 for Wildwood Cinema Movie Night. Additionally, the PRC recommended that the Council allocate up to $1800 towards the event. During the June special meeting, the PRC also agreed to show the movie Up during the event. At the July 6, 2011 City Council meeting, the Council authorized the resolution extending park hours for Wildwood Cinema Movie Night and allocated funding towards the event. The Saratoga Monte Sereno Community Foundation has also agreed to fund half of the event cost up to $900. Since July, some event coordination has occurred. The equipment needed for the event has been reserved and the movie Up has been rented. The Commission still needs to: ‐ Prepare an event flyer and other outreach materials (i.e. press release) ‐ Notify Village businesses and nearby residents of the event ‐ Select Commissioners or recruit volunteers to act as ushers during the event Additionally, Councilmember Emily Lo has indicated an interest in selling illuminated lanterns for approximately $5‐10 in celebration of the Chinese Moon Festival (September 12). The funds raised from the sale would be donated to a local group. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: August 16, 2011 Parks and Recreation Commission Meeting Subject: Move It Saratoga 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 A draft Let’s Move City plan has been prepared by the Let’s Move City Council Ad Hoc Committee. The draft plan (below) will be taken to the Council on August 17, 2011 for approval. Let’s Move City Pillar Proposed Action to be Taken in Saratoga 1. Give parents and caregivers the tools they need to make healthy choices in early childhood - Improve food choices for children in public venues in your city by adopting a healthy vending machine policy - Encourage healthier food options during City meetings by adopting healthy meeting food and beverage guidelines 2. Improve nutrition in schools - Encourage schools to participate in Healthier US School Challenge through the School Ad Hoc Committee 3. Increase physical activity opportunities - Encourage Saratoga businesses to install bike racks for customers by amending City Code to reduce off‐street parking requirements for businesses that provide bicycle parking - Continue Move It Saratoga program 4. Make healthy food affordable and accessible - Support the sale of local foods in the community and encourage the establishment of farmers’ markets by extending Conditional Use Permit reimbursements for farmers’ markets Part of the draft City of Saratoga Let’s Move City plan includes the Move It Saratoga program that the PRC conducted last year to encourage the public to use Saratoga parks and trails for walking, running, or riding bicycles. Since the intent of the Let’s Move City program is to reduce childhood obesity, Move It Saratoga should include a greater focus on children and families. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: August 16, 2011 Parks and Recreation Commission Meeting Subject: Nesting Box Project During the summer of 2010, the PRC began working with the Santa Clara County Chapter of the Audubon Society to select locations to place nesting boxes in Saratoga. Locations were selected in parks and open space areas around the City with the help of Michael Azevedo from the Santa Clara County Chapter of the Audubon Society and Shawn Gardner with the Saratoga Public Works Department. In January 2011, the PRC and the Audubon Society conducted training for volunteers that would monitor the new nesting boxes in Saratoga. The following month, nesting boxes were placed in designated locations throughout Saratoga. At the March 2011 meeting, the PRC agreed to discuss the results of the 2011 nesting season and begin planning for the next nesting season at the August 2011 PRC meeting. City of Saratoga Memorandum To: City of Saratoga Parks and Recreation Commission From: Crystal Morrow, Administrative Analyst II City of Saratoga Date: August 16, 2011 Parks and Recreation Commission Meeting Subject: Daffodil Planting Project At the May 2011 PRC meeting, the Commission discussed a daffodil bulb planting project held in Kevin Moran Park. Approximately 1000 bulbs were purchased for $124 and planted in the park in early winter. The Commission agreed to further discuss the project and opportunities to coordinate similar projects in the future at the August 2011 meeting. A number of cities and community organizations around the county coordinate similar daffodil planting projects. A list of some of these daffodil planting programs is included below: Keep San Jose Beautiful Daffodil Planting Program: http://www.keepsjbeautiful.org/daffodil.html New York City Daffodil Project: http://www.ny4p.org/index.php?option=com_content&task=view&id=35&Itemid=60 Pittsburgh Parks Conservancy Daffodil Project: http://www.pittsburghparks.org/daffodilproject Westcott Neighborhood Bulb Project, Syracuse, New York: http://bulbproject.org/