HomeMy WebLinkAbout03-13-2012 PRC Agenda Packet
City of Saratoga
Parks and Recreation Commission
AGENDA
DATE: Tuesday, March 13, 2012
TIME: 6:30 p.m. – 8:30 p.m.
LOCATION: Saratoga Community Center
Patio 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 March 9, 2012.
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:
- January 12, 2012
Old Business:
1. Let’s Walk 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 was approved by the Council
at the August 17, 2011 City Council meeting. The draft plan includes direction to the PRC to
organize a program or activity that encourages physical activity. The Commission discussed this
Council directive at the September 2011 and November 2011 meetings. During the November
meeting, the PRC voted to move forward with Let’s Walk Saratoga and formed a subcommittee
to work on the project.
Action: Hear progress report from Let’s Walk Saratoga subcommittee and continue coordination of Let’s
Walk Saratoga.
2. 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. Volunteers were scheduled to receive training on January 2012.
Action: Share an update on the project, hear report on the January volunteer training, and continue
coordination for the next nesting season.
3. PRC Work Plan
Issue: At the January 2012 meeting, the Commission discussed the PRC’s 2012 work plan and
suggested to include the following projects into the work plan: Let’s Walk Saratoga, the Daffodil
Planting, the planning for the Village Creek Trail and Quarry property, and placing distance
markers on trails and park pathways.
Action: Discuss 2012 PRC work plan.
4. City Council Joint Meeting Agenda
Issue: The PRC and PEBTAC are scheduled to hold a joint meeting with the Saratoga City Council on
September 05, 2012 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.
Action: Develop an agenda for the City Council Joint Meeting.
5. Wildwood Cinema Movie Night
Issue: On September 10, 2011, the City, PRC, and Saratoga Monte Sereno Community Foundation
hosted Wildwood Cinema Movie Night. During the event, the movie Up was shown for free. The
PRC would like to host more movie events in the summer months of 2012.
Action: Organize next event.
6. 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. Arbor Day 2012 is scheduled for April 20 beginning at 3 p.m.
at Wildwood Park.
Action: Continue Arbor Day coordination.
New Business
7. Election of Chair and Vice Chair
Issue: The terms of the current Chair and Vice Chair expire at the May 2012 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 2012 PRC
meeting.
8. Establishing a Heritage Tree Inventory
Issue: The Heritage Preservation Commission (HPC) requests assistance from the Parks and Recreation
Commission (PRC) in helping to establish a Heritage Tree Inventory. The City Council has already
granted permission to the HPC to start the process, but the HPC would like to include the PRC in
developing recommendations about certain trees located within City Parks. Michael Fossati,
City Planner, will briefly give verbal presentation about this opportunity
Action: Hear presentation and discuss opportunity.
9. Developing Saratoga to the Sea Quarry Trail
Issue: City staff requests assistance from the PRC in taking the lead to make recommendations
regarding the development of the Saratoga to the Sea Quarry Trail. John Cherbone, City’s
Director of Public Works will briefly give verbal presentation about this opportunity.
Action: Hear presentation and discuss opportunity.
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 8, 2012
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, 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, Mainini Cabute, 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 9, 2012 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
MEETING MINUTES
DATE: Tuesday, January 10, 2012
TIME: 6:30 p.m. – 8:30 p.m.
LOCATION: Saratoga Community Center
Arts and Crafts Room
19655 Allendale Avenue
Saratoga, CA 95070
Call to Order – 6:36 p.m.
Roll Call
Present: Bruno, Johnson, Soukup, Ward, Zak
Absent: None
Staff: Morrow
Report on Posting of the Agenda: Morrow reported that pursuant to Government Code Section 54954.2, the
meeting was properly posted January 4, 2012.
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
Approval of Draft Parks and Recreation Commission (PRC) Minutes:
- November 8, 2011
- JOHNSON/BRUNO MOVED TO ACCEPT THE NOVEMBER 8, 2011 MINUTES. MOTION PASSED 4-0-1 WITH
WARD ABSENT.
Old Business:
1. Let’s Walk 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 was approved by the Council
at the August 17, 2011 City Council meeting. The draft plan includes direction to the PRC to
organize a program or activity that encourages physical activity. The Commission discussed this
Council directive at the September 2011 and November 2011 meetings. During the November
meeting, the PRC voted to move forward with Let’s Walk Saratoga and formed a subcommittee
to work on the project.
Action: Hear progress report from Let’s Walk Saratoga subcommittee and continue coordination of Let’s
Walk Saratoga.
- Bruno introduced the item and provided an update on the Let’s Walk Saratoga subcommittee’s
progress. The subcommittee plans to coordinate 4 walks per year starting in May 2012, to highlight
walking routes in the City, educate residents about the benefits of walking, and working Saratoga High
School Media Arts Program students to prepare videos on walking routes and health benefits of walking.
- Bruno and Zak sought feedback from the Commission on locations of guided walks. The Commission
agreed upon Joe’s Trail at Saratoga DeAnza, the Tank Trail, and Villa Montalvo. The fourth walk will take
place at Sanborn or Fremont Older Space, depending on the season of the walk.
- Bruno and Zak indicated an interest in presenting information on Let’s Walk Saratoga at an upcoming
Council meeting.
2. 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. Training for volunteers is scheduled for January 2012.
Action: Share an update on the project and continue coordination for the next nesting season.
- Johnson updated the Commission on the status of the Nesting Box Project and said an update following
volunteer training would be provided at the March meeting.
3. 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. The project was further discussed at the September and November
meetings. At the November meeting, a subcommittee was formed to lead the daffodil planting.
Action: Hear update from daffodil planting subcommittee and continue coordination of project.
- Zak provided an update on the progress of the subcommittee and suggested that the Commission wait
until the fall to conduct the planting.
- The Commission agreed to postpone planting until fall and scheduled an update on the project for the
May meeting.
4. Saratoga Monte Sereno Community Foundation and City of Monte Sereno Recognition
Issue: At the September 2011 and November 2011 PRC meetings, the Commission agreed to schedule
discussion on how to recognize the Saratoga Monte Sereno Community Foundation and the City
of Monte Sereno. During the November meeting, the PRC authorized Vice Chair Johnson to draft
letters of recognition for both organizations and present the letters to the Mayor for signing.
Action: Hear status of Saratoga Monte Sereno Community Foundation and the City of Monte Sereno
recognition letters.
- Johnson presented a letter to the Mayor requesting recognition of the Saratoga Monte Sereno
Community Foundation and City of Monte Sereno.
- Commissioners signed the letter and directed Morrow to give the letter to the Mayor.
New Business
5. PRC Work Plan
Issue: At the November 2011 meeting, the Commission scheduled discussion on the PRC’s work plan.
Action: Review and update PRC work plan.
- Morrow introduced the item and asked for Commission updates to the work plan.
- Soukup suggested that Let’s Walk Saratoga and the daffodil planting project be added.
- Johnson requested that planning for the Village Creek Trail and Quarry property be added to the work
plan.
- Johnson also recommended that the PRC add a project to place distance markers on trails and park
pathways.
- ZAK/WARD MOVED TO FORM WORK PLAN SUBCOMMITTEE, COMPRISED WARD AND SOUKUP, TO
UPDATE AND FINALIZE THE 2012 PRC WORK PLAN. MOTION PASSED 5-0-0.
6. City Budget Input
Issue: Every year, the City Council adopts the annual budget in June. In the past, the PRC has indicated
an interest in providing budget recommendations to the Council. Consequently, this item has
been added to the agenda to provide the PRC with the opportunity to formulate
recommendations.
Action: Discuss budget recommendations.
- Morrow introduced the item.
- The Commission discussed recommended additions to the capital budget, including
o Resurfacing Beauchamps Park tennis/basketball court
o Addition of distance markers on City trails and along park pathways
o Addition of signage of trail and park maps with distance information to trails and parks
o Installation of kiosks in parks where City information can be displayed
- Soukup asked Commissioners to visit their assigned parks to identify potential capital improvements and
to send Morrow proposed projects before the March meeting.
7. Commissioner Training
Issue: At the November 2011 meeting, the Commission scheduled a presentation for the January 2012
meeting on the Brown Act, Fair Political Practices Commission, and other topics relevant to
Commissioners.
Action: Informational only, no action required.
- Morrow provided a brief presentation on the Brown Act, Fair Political Practices Commission, and
Commission obligations.
Commissioner & Staff Reports (This includes committee updates and park reports. This section is informational
only; no actions will be taken.)
- Johnson reported that Bellgrove is in excellent shape, as is Congress Springs and El Quito Parks. Johnson
noted that it appears that there was some sort of vine in place on the wall at Congress Springs Park that
runs along Highway 85 and suggested that the area be replanted with another vine. Some of the
planting beds at El Quito have not survived recent freezes in past few months at El Quito Park.
Additionally, some of the bender boards in the park have popped up.
- Bruno reported that construction near the Calabazas Picnic Area is almost complete. Blaney Plaza looks
really good, as does the Heritage Orchard.
- Zak shared that Kevin Moran Park looks beautiful and observed that there were some dogs off leash in
the park. Foothill Park looks good, but it appears that someone drove a vehicle over the turf. The
electronic gates on 4th Street at Wildwood Park are in, but not active.
- Ward reported that Brookglen Park is in excellent shape, but water was collecting on the basketball
court. Azule Park is in good shape.
- Soukup shared that Beauchamps is in good shape, aside from the court. Ravenwood Park is in good
condition, as is Gardner Park.
Agenda Items for Next Meeting
- March 13, 2012
o Let’s Walk Saratoga
o Nesting Box Project Update
o Work Plan
o Budget Recommendations
o City Council Joint Meeting Agenda
o Movie in the Park
o Arbor Day
o Selection of New Chair and Vice Chair
o Community Outreach
Adjournment – 8:39 p.m.
Minutes submitted by:
Crystal Morrow, City Clerk
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Mainini Cabute, Administrative Analyst II
City of Saratoga
Date: March 13, 2012 Parks and Recreation Commission Meeting
Subject: Let’s Walk Saratoga
On February 16, 2011, the Saratoga City Council approved a resolution to join the Let’s Move
Cities initiative, a nationwide campaign led by First Lady Michelle Obama to engage government
agencies, and public and private institutions to address and find solutions to the problem of
childhood obesity.
On August 17, 2011, the City Council approved the Let’s Move City proposal, which meets the
provisions of the Let’s Move nationwide program and includes action items to complete by
August 2012 that seek to achieve the following four goals:
Let’s Move City Goals
1. Help parents make healthy family choices
2. Create healthy schools
3. Provide access to healthy and affordable food
4. Promote physical activity
City Action Items to Meet Let’s Move City Goals
1. Create Healthy Vending Machine Policy and Healthy Food Options at City Meetings Guidelines.
2. Encourage schools to participate in Healthier US School Challenges via School Ad Hoc Committee.
3. Create fee incentives for farmers’ markets to sell in Saratoga.
4. Create bike parking ordinance and implement Let’s Walk Saratoga program.
In September 2012, the PRC brainstormed on many ideas to implement the physical component
of the goals and at its November 2011 meeting, the PRC approved Commissioner Bruno’s
proposal to coordinate the Let’s Walk Saratoga program. Commissioners Bruno and Zak stated
that they would work together as a subcommittee and implement the following activities:
• Coordinate 4 walks per year starting in May 2012, to highlight walking routes in the City
and educate residents about the benefits of walking.
• Collaborate with Saratoga High School Media Arts Program students to prepare videos
on walking routes and health benefits of walking.
• Present information on Let’s Walk Saratoga at an upcoming Council meeting.
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Mainini Cabute, Administrative Analyst II
City of Saratoga
Date: March 13, 2012 Parks and Recreation Commission Meeting
Subject: Nesting Box Project Status
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. With the help of
Michael Azevedo, from the Santa Clara County Chapter of the Audubon Society, and Shawn
Gardner, from the Saratoga Public Works Department, locations were selected in parks and
open space areas around the City.
In January 2011, the PRC and the Audubon Society conducted training for volunteers who
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 a meeting in the summer or fall. The first
discussion for the 2012 nesting season was held at the September 2011 meeting. Commissioner
Johnson provided a summary of the nesting box project, reporting that 60-70% of the nesting
boxes installed at the 3 locations identified by the PRC were used during the nesting season. At
that time, the Commission discussed the possibility of adding 10-15 more nesting boxes in City
parks and open spaces. Since the September meeting, a volunteer training was scheduled for
January 21, 2011 in the Arts and Crafts Room of the Joan Pisani Community Center.
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Mainini Cabute, Administrative Analyst II
City of Saratoga
Date: March 13, 2012 Parks and Recreation Commission (PRC) Meeting
Subject: Work Plan Update
At its January 2012 Commission meeting, the PRC reviewed the March 2010 work plan and
suggested that the 2012 work plan should include the following goals:
LET’S WALK SARATOGA
DAFFODIL PLANTING PROJECT
VILLAGE CREEK TRAIL AND QUARRY PLANNING
TRAILS AND PARK PATHWAYS DISTANCE MARKERS
This item is on the agenda to give commissioners plenty of lead time to discuss the new goals
and to develop clear and reasonable objectives and tasks before the September 5, 2012 joint
meeting with the Saratoga City Council.
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Mainini Cabute, Administrative Analyst II
City of Saratoga
Date: March 13, 2012 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, September 5, 2012 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.
At its May 10, 2011 PRC meeting, the Commissioners approved a joint meeting agenda that
included the following items to present at the May 18, 2011 joint meeting with the City Council:
1. COMMUNITY OUTREACH
2. SARATOGA CREEK RESTORATION PROJECT
3. WEST VALLEY COLLEGE LANDSCAPE DESIGN PROJECT
4. MOVIE NIGHT
5. COMMISSION FOCUS BRAINSTORMING
This item is on the agenda to give commissioners plenty of lead time to discuss the new goals
and to develop clear and reasonable objectives and tasks before the September 5, 2012 joint
meeting with the Saratoga City Council.
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Mainini Cabute, Administrative Analyst II
City of Saratoga
Date: March 13, 2012 Parks and Recreation Commission (PRC) Meeting
Subject: Wildwood Cinema Movie Night
At the Commission’s May 2011 joint meeting with the Saratoga City Council, the City Council
authorized the PRC to organize movie night events in Saratoga parks. During the planning of
the event, the PRC recommended that the Council pass a resolution extending Wildwood Park
hours until 10:00 p.m. on the day of the event, September 10, 2011, and allocate up to $1800
for Wildwood Cinema Movie Night. At the July 6, 2011 City Council meeting, the Council
authorized the resolution extending park hours on the event day and allocated funding towards
the event. The Saratoga Monte Sereno Community Foundation agreed to fund half of the event
cost up to $900.
At its September 13, 2011 regular meeting, the Commissioners stated that the event went well
and expressed an interest in organizing more movie events in 2012 during the summer months.
Commissioners also expressed an interest in working with local restaurants to provide food
samples for event participants and attendees.
This item has been added to the agenda to discuss a work plan for 2012 movie events.
City of Saratoga
Memorandum
To: City of Saratoga Parks and Recreation Commission
From: Mainini Cabute, Administrative Analyst II
City of Saratoga
Date: March 13, 2012 Parks and Recreation Commission Meeting
Subject: Arbor Day Event 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, collaborating 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 held its 2011 Arbor Day Celebration on April 22, 2011 at 3:30 p.m. in Foothill Park. This
year, the City plans to host the 2012 Arbor Day Celebration on April 20, 2012 at Wildwood Park
located at 20764 4th Street beginning at 3:00 p.m.
This item is on the agenda so that the commissioners have an opportunity to discuss its level of
participation at the 2012 Arbor Day event and begin coordinating with the Youth Group.