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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.