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08-03-1998 Parks & Recreation agendaSaratoga Parks and Recreation Commission Meeting Administrative Offices, City Hall 13777 Fruitvale Avenue, Saratoga Monday, August 3, 1998 7:30pm AGENDA I. Oraanization A) Roll Call: Clabeaux, Crotty, Friedrich, Ioannou, Olsen, Swan, Whitney B) Report on Posting of the Agenda Pursuant to Government Code 54954.2 the agenda was properly posted on July 29, 1998 Q Approval of July 13, 1998 Minutes II. Administration III. Oral & Written Communication This section is for the Public to speak on any item Not on the agenda IV. Old Business A) Park Development Fund - Project Update 1) Warner Hutton House Improvements: Request from the Friends of the Warner Hutton House 2) Playfield Improvements - Task Force Update 3) Trail Grant Program - Review Format & Brochure V. New Business A) Park Development Fund Projects - Priorities for staff B) Election of New Commission Chair VI. Commissioner & Staff Reports A) Commissioner Reports B) City Hall Update - Irene Jacobs Q Recreation Department Status Report - Joan Pisani D) Park Maintenance Division Update VII. Adiournment Saratoga Parks and Recreation Commission Meeting Administrative Offices, 13777 Fruitvale Avenue, Saratoga July 13,1998 7:30 p.m. Action Minutes I. Call to Order The meeting was called to order at 7:37 p.m. II. Roll Call Commissioners Present:, Crotty, Friedrich, Ioannou, Olsen, Swan, Whitney Commissioners Absent: Clabeaux Others Present: James & Terri Baron, Sandy Nichols, Benjamin Pease, Darwin Barrett, Sheeva Ghassemi, Alex Scordelis, Joan Pisani, Irene Jacobs III. Report on Posting of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on July 8, 1998. IV. Approval of Minutes of June1.1998 Meeting Commissioner Olsen made a motion to approve the minutes of Junel, 1998. Commissioner Friedrich seconded the motion and the motion carried. (510) V. Oral & Written Communication: Sandy Nichols and Benjamin Pease from The Trail Center in Palo Alto addressed the Commission regarding their availability to assist the Commission with the creation a Trail Map and/or map updating. The Trail Center will be contacted at a later date when this need is addressed. No action was taken. VI. Old Business: A) Community Center Improvements: Last month, Recreation Director, Joan Pisani introduced Pamela Brulle who had come to address the Commission about the Community Center feasibility study. Joan reported that she had already met with Pam Brulle and other representatives from the Community Center to begin discussions necessary for the study to be completed. The Commission had requested that Ms. Brulle complete the study in order to provide the City Council with the information they had requested regarding the costs associated with a feasibility study of improvements to the Community Center. Ms. Pisani told the Commission that the consultant's proposal would not exceed $5,000. B) Playfield Task Force Update: Mr. Darwin Barrett, a Saratoga resident whose house is located near Marshall Lane School, came to speak to the Parks and Recreation Commission to inform them that certain residents from his neighborhood would not support any playfield development at the mentioned school site. The Commission assured him that if it came to pass that the task force recommend that the Marshall Lane school site be developed then he, in addition to the residents of that neighborhood, would be informed and they would have an opportunity to address this issue and have their concerns heard. Commissioner Olsen updated the Commission to the progress that was being made by the Playfield Task Force. The next Task Force Meeting is scheduled for July 28, 1998 from 4 -6 p.m. at City Hall. C. Effie Adamson Foundation Grant Request: The Commission explained to the Barons, who had submitted the proposal, that the Commission would be unable to address their proposal until they as a Commission first established the grant program criteria. This criteria would allow the Commission to evaluate their proposal and all subsequent proposals received by the Commission. The Barons were asked to return in September when the Commission had had an opportunity to establish the parameters of the Trail Grant Program. VII. New Business: A) Trail Grant Program/Establish Format- The Commission determined that the main reasoning behind the establishment of the Trails Grant Program was to address the need for trail improvements at a time when there are insufficient funds available to maintain existing trails and create new trails. In the past, volunteer groups have approached the City and volunteered their time to clean up certain portion of a trail. The City would then supply the volunteer group with the necessary materials for the improvement project. The Commission felt that by formalizing this process, it would encourage more residents to volunteer their time to make improvements to the trails that they most use. Interested parties could collect a brochure from City Hall or from a Commissioner containing all the pertinent information related to the program. The individual or group would then submit their proposal by the designated time and the Commission would review and address the proposal at their next scheduled meeting. Depending upon the amount of the grant would determine whether or not the recommendation would need to be forwarded to the City Council for approval. The Commission discussed the criteria that should be considered in evaluating the proposals in addition to the information that should be asked to be included in the proposal. Staff was asked to draft a brochure that included all this information that could then be reviewed for changes before final approval was made. B) Establish Project Sub - Committees: It was mentioned at the Commission's June regular meeting that perhaps several sub - committees should be formed in order to better address some of the issues and projects that the Commission has undertaken. As a result of this recommendation the following sub - committees were formed: Trail Sub - Committee: Marianne Swan & Sheila Iannou Playfield Sub - Committee: Barbara Olsen, Jennie Crotty & Frank Friedrich. C) Warner Hutton House Improvements: Youth Commissioners Alex Scordellis and Sheeva Ghassemi attended the meeting to request that the Park Development Funds be used to make the planned improvements to the Warner Hutton House. Joan Pisani explained that the project would cost somewhere between $70,000 to $100,000 to renovate the attic that the Youth Commission and the Friends of the Warner Hutton House hope to see converted in to a study area for youth from the community. The original intent of the Friends of the Warner Hutton House was to seek funding for this project via grant monies. The Friends have been unsuccessful in attaining these funds and are requesting that the project be funded by the Park Development Fund. The entire Commission recognized the value of the project yet, the discussion revolved around the precedence that had already been set when the Commission declined both the request from Saratoga High School for assistance with the aquatics center and the request to fund a skateboard park. Both requesting parties were told that the Commission first needed to complete some of the items on the priority list established by the Commission and approved by the City Council before they would then entertain assisting or undertaking any additional projects. There was discussion that Teens were listed on the original priority list but, the counter argument pointed out that the documented sum of $5,000 that had been agreed upon for the renovation of the Warner Hutton House had already paid. In addition, it was mentioned that the projects already listed on the priority list would also greatly benefit the entire teens community. At the end of the discussion Commissioners Friedrich made a motion to decline the request of the Friends of the Warner Hutton House to fund the expansion of the attic. Commissioner Swan seconded the motion and the motion carried. (511) VIII. Reports: Commissioner Reports: Commissioner Whitney reminded the Commission that elections for a new Commission chair are held in August and she asked Commissioners to consider who they would want to nominate. City Hall Update: Staff reported that Chris Fischer had been hired as the new Public Works Director and that she would be instrumental in helping to implement these Park Development projects. Recreation Department Status Report: Joan Pisani reported that the Recreation Department had brought in 42% additional revenue than expected this year to cover the department's indirect costs. Park Maintenance Division Update: No report at this time. IX. Adjournment Commissioner Friedrick made a motion to adjourn the meeting and Commissioner Olsen seconded the motion. The motion carried and the meeting was adjourned at 10:40 p.m. (6/0) Prepared By: ne M. Jacobs City Staff Repres tative Playfield Sub - Committee: Barbara Olsen, Jennie Crotty & Frank Friedrich. C) Warner Hutton House Improvements: Youth Commissioners Alex Scordellis and Sheeva Ghassemi attended the meeting to request that the Park Development Funds be used to make the planned improvements to the Warner Hutton House. Joan Pisani explained that the project would cost somewhere between $70,000 to $100,000 to renovate the attic that the Youth Commission and the Friends of the Warner Hutton House hope to see converted in to a study area for youth from the community. The original intent of the Friends of the Warner Hutton House was to seek funding for this project via grant monies. The Friends have been unsuccessful in attaining these funds and are requesting that the project be funded by the Park Development Fund. The entire Commission recognized the value of the project yet, the discussion revolved around the precedence that had already been set when the Commission declined both the request from Saratoga High School for assistance with the aquatics center and the request to fund a skateboard park. Both requesting parties were told that the Commission first needed to complete some of the items on the priority list established by the Commission and approved by the City Council before they would then entertain assisting or undertaking any additional projects. There was discussion that Teens were listed on the original priority list but, the counter argument pointed out that the documented sum of $5,000 that had been agreed upon for the renovation of the Warner Hutton House had already paid. In addition, it was mentioned that the projects already listed on the priority list would also greatly benefit the entire teens community. At the end of the discussion Commissioners Friedrich made a motion to decline the request of the Friends of the Warner Hutton House to fund the expansion of the attic. Commissioner Swan seconded the motion and the motion carried. (511) VIII. Reports: Commissioner Reports: Commissioner Whitney reminded the Commission that elections for a new Commission chair are held in August and she asked Commissioners to consider who they would want to nominate. City Hall Update: Staff reported that Chris Fischer had been hired as the new Public Works Director and that she would be instrumental in helping to implement these Park Development projects. Recreation Department Status Report: Joan Pisani reported that the Recreation Department had brought in 42% additional revenue than expected this year to cover the department's indirect costs. Park Maintenance Division Update: No report at this time. IX. Adjournment Commissioner Friedrick made a motion to adjourn the meeting and Commissioner Olsen seconded the motion. The motion carried and the meeting was adjourned at 10:40 p.m. (6/0) Prepared By: ne M. Jacobs City Staff Repres tative ME MORANDUM Date: July 29, 1998 To: Parks and Recreation Commission From: Irene Jacobs, Staff Liaison Re: Trails Grant Program Brochure -DRAFT I have attached for your review a very, very rough draft of the proposed brochure for the Trail Grant Program. Since last month's meeting was held a week later than usual, my month was cut short and I did not have as much time as I would have liked to prepare this draft. I literally threw some text together and asked a volunteer to word process it for me. I did want to share with you what I had so far as not to hinder progress. Please make any changes to the attached brochure and return it to me so that I can refer to it when drafting the final version of the brochure. I am most interested in recommended changes to the content of the brochure because the layout and wording can be easily cleaned up but, I want to make sure that the content of the brochure reflects that which was discussed by the Commission at the July 13th meeting. Contacts: City of Saratoga Staff Liaison: (408) 868 -1200 Parks and Recreation Commission 13777 Fruitvale Ave. Saratoga, CA 95070 CITY OF SARATOGA TRAIL IMPROVEMENT GRANT PROGRAM 14 1 1111 p ov What is the trail improvement grant program? Over the past eight years, the Saratoga Parks & Recreation Commission, appointed by the Saratoga City Council, has worked diligently toward the implementation of a Parks & Trails Master Plan which will serve the parks and recreational needs of our community. Our goal is to acquire, develop, and maintain a system of parks, trails, bicycle lanes, recreational facilities, and park- related community service facilities which meet the needs of Saratoga's residents. In 1990, the City of Saratoga commissioned a study for the preparation of a Parks & Trails Master Plan. This plan was completed by Wallace, Roberts & Todd in November 1991, and was subsequently approved by the City Council. This plan provides a framework for the City's actions in implementing a recreation system which will serve all ages and sections of the Saratoga's population. The very lengthy Master plan is available for all Saratogans to view at City Hall. The Parks & Trails Master plan is a comprehensive document which includes recommendations for active parks and play fields, passive parks, as well as pedestrian, equestrian, and bicycle trails and pathways. In June of 1996, the Commission held a very well attended community workshop to determine an updated priority list for the D-,, F A - F-F expenditure of the Park Development Fund. Trail improvements were one of the items that was on the priority list and that the Commission is dedicated to improving. Since the city is fiscally unable to fund on- going maintenance of existing trails, the Parks & Recreation Commission has established this grant program to allow those individuals, groups or agencies interested in renovating existing or creating new trails to do so. The grant program is designed to provide groups with materials and supplies necessary to make the requested improvements to the designated trails. What do I need to include in my grant proposal? The grant proposal submitted to the Parks & Recreation Commission should address the following items: • Description of who they are (background) • Highlight/describe area of trails that they would like to renovate * Experience in improving or creating trails * Why are they unique to this job? * Number of (trail) users that would benefit from the improvement * Proposed /itemized budget * Has this concern been addressed by the City's Parks & Trails Master plan? * Timeline for the proposed project Criteria for Evaluating Grants In evaluating the grant proposal, the Parks & Recreation Commission will take into consideration the following criteria: * Alignments & linkages of and to existing trails * Will it encourage additional bodies off busy city streets? * Does it improve the safety of the existing trail of trail area? * Does it keep equestrian paths open? * Does it provide additional signs identifying the trail? Submitting the Proposal The Parks and Recreation Commission meets the first Monday of the month at 7:30 am at the Saratoga City Hall Administrative Offices. All grant proposals submitted to the Commission will be agendized and discussed at a regular commission meeting. In order to have your grant proposal included in a commission packet, you must submit nine copies of your proposal to City Hall no later than 5:00 pm on the last Monday of the month. Since the Commission may have follow -up questions to the submitted proposal, we do ask that a member of your organization be present at the commission meeting when your proposal is discussed. Please allow two to three weeks time in order to receive a response to your proposal. Saratoga Parks and Recreation Commission Meeting Administrative Offices, 13777 Fruitvale Avenue, Saratoga July 13, 1998 7:30 p.m. Action Minutes I. Call to Order The meeting was called to order at 7:37 p.m. II. Roll Call Commissioners Present:, Crotty, Friedrich, Ioannou, Olsen, Swan, Whitney Commissioners Absent: Clabeaux Others Present: James & Terri Baron, Sandy Nichols, Benjamin Pease, Darwin Barrett, Sheeva Ghassemi, Alex Scordelis, Joan Pisani, Irene Jacobs III. Report on Posting of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on July 8, 1998. IV. Approval of Minutes of June1.1998 Meeting: Commissioner Olsen made a motion to approve the minutes of June 1, 1998. Commissioner Friedrich seconded the motion and the motion carried. (510) V. Oral & Written Communication: Sandy Nichols and Benjamin Pease from The Trail Center in Palo Alto addressed the Commission regarding their availability to assist the Commission with the creation a Trail Map and/or map updating. The Trail Center will be contacted at a later date when this need is addressed. No action was taken. VI. Old Business: Al Community Center Improvements• Last month, Recreation Director, Joan Pisani introduced Pamela Brulle who had come to address the Commission about the Community Center feasibility study. Joan reported that she had already met with Pam Brulle and other representatives from the Community Center to begin discussions necessary for the study to be completed. The Commission had requested that Ms. Brulle complete the study in order to provide the City Council with the information they had requested regarding the costs associated with a feasibility study of improvements to the Community Center. Ms. Pisani told the Commission that the consultant's proposal would not exceed $5,000. B) Playfield Task Force Update: Mr. Darwin Barrett, a Saratoga resident whose house is located near Marshall Lane School, came to speak to the Parks and Recreation Commission to inform them that certain residents from his neighborhood would not support any playfield development at the mentioned school site. The Commission assured him that if it came to pass that the task force recommend that the Marshall Lane school site be developed then he, in addition to the residents of that neighborhood, _would be informed and they would have an opportunity to address this issue and have their concerns heard. Commissioner Olsen updated the Commission to the progress that was being made by the Playfield Task Force. The next Task Force Meeting is scheduled for July 28, 1998 from 4 -6 p.m. at City Hall. C. Effie Adamson Foundation Grant Request: The Commission explained to the Barons, who had submitted the proposal, that the Commission would be unable to address their proposal until they as a Commission first established the grant program criteria. This criteria would allow the Commission to evaluate their proposal and all subsequent proposals received by the Commission. The Barons were asked to return in September when the Commission had had an opportunity to establish the parameters of the Trail Grant Program. VII. New Business: A) Trail Grant Program/Establish Format- The Commission determined that the main reasoning behind the establishment of the Trails Grant Program was to address the need for trail improvements at a time when there are insufficient funds available to maintain existing trails and create new trails. In the past, volunteer groups have approached the City and volunteered their time to clean up certain portion of a trail. The City would then supply the volunteer group with the necessary materials for the improvement project. The Commission felt that by formalizing this process, it would encourage more residents to volunteer their time to make improvements to the trails that they most use. Interested parties could collect a brochure from City Hall or from a Commissioner containing all the pertinent information related to the program. The individual or group would then submit their proposal by the designated time and the Commission would review and address the proposal at their next scheduled meeting. Depending upon the amount of the grant would determine whether or not the recommendation would need to be forwarded to the City Council for approval. The Commission discussed the criteria that should be considered in evaluating the proposals in addition to the information that should be asked to be included in the proposal. Staff was asked to draft a brochure that included all this information that could then be reviewed for changes before final approval was made. B) Establish Project Sub-Committees: It was mentioned at the Commission's June regular meeting that perhaps several sub - committees should be formed in order to better address some of the issues and projects that the Commission has undertaken. As a result of this recommendation the following sub - committees were formed: Trail Sub - Committee: Marianne Swan & Sheila Iannou ME MORANDUM Date: July 29, 1998 To: Parks and Recreation Commission From: Irene Jacobs, Staff Liaiso Re: Request from The Friends of the Warner Hutton House I wanted to quickly explain an item that is listed on your agenda for Monday's meeting. As you remember, representatives from the Youth Commission came to request that the Parks & Recreation Commission approve a request that Park Development Funds be used to build the addition that is being planned for the Warner Hutton House. In addition, the Commission received written correspondence from the President of the Board of the Friends of the Warner Hutton House, Kathy Weiner ,requesting that the project be funded as well. A vote was taken at last week's meeting and the Commission decided not to fund the project because only $5,000 had been allocated to that project from the Park Development Fund and any additional funding would have to wait for consideration just as was asked of the High School pool project and the Skateboard Park request. (Please refer to minutes for more details) Since that time, it has been requested that the Commission revisit the issue of funding the project because the Friends of the Warner Hutton House felt that some Commissioners, especially those who have served shorter terms, did not have enough documentation that reflected the true intent of the Commission when monies were allocated to the various projects. They believe that the documented amount of $5,000 was not set in stone and that it was the intention of the Commission to revisit the issue at a later date. They have provided me with the attached information and asked me to include it in you packet for your review. You will be asked to reconsider their request on Monday Night. File 92060 Adopted on: August 7, 1996 POLICY ON USE OF PARKS AND RECREATION DEVELOPMENT FUND BACKGROUND: In March, 1996, the Saratoga City Council requested that a Community Task Force be developed in order to recommend what needs should be addressed by the Parks and Recreation Development Fund. The task force was comprised of two Parks and Recreation Commissioners, Jenny Crotty (Chair), and Kay Whitney; one Council Member, Gillian Moran; two community members, Jack Mallory and Fran Franklin and one alternative member who served as secretary, Monique Drumm. In addition, Rich Hughes was contracted by the City of Saratoga as a consultant. On June 8, 1996, approximately 70 members from the community attended a workshop to help determine and prioritize the needs of the City. Based on the results of that meeting, the Task Force makes the following recommendations. RECOMMENDATIONS: 1. Community Center Expansion - $100,000 for the initial phase This expansion is based on a concept that there is a need to have a community hub which would meet the needs of all the community and would include a variety of facilities. Create a master plan for a Community Center Hub $100,000 to hire an architect /consultant to consider * A new or expanded Community Center and its location * Possible relocation of the corporation yard * Possibility of including an indoor sports center * Joint use /joint development of gym with Redwood School * Possibility of partnering with private organizations to develop joint use agreement for facility use for Seniors * "Just -for- Teens" facility * Method for funding the development or operation of this new facility (tax /bond issue). 2. The Community emphasized a strong interest in meeting the needs of _youth. This included a concern about teen programs, development of new fields and upgrade of- ex-1 'sting field usage,. at school sites. Although the workshop did not discuss location for these recomine.^.dations, the task force looked at existing resources and is making.% the 'following recommendation: Playing fields for youth sports: 3 new and 4 renovated - '$i„000,000 a. Joint use playing fields at school sites - $700,000 -(There are 7 fields for possible renovation listed alphabetically) * ?argonaut School l' renovated field - multi -use * Blue Hills Sch. /Azule Pk.l new, 1 renovated * Foothill School 2 renovated fields - softball * Marshall Lane School 1 or more field - multi -use * Saratoga School 1 renovated field - multi -use * McAuliffe School 1 renovated field - multi -use b. Sports fields at City parks - $300,000 This would expand the number of fields currently available * Azule Pk. /Blue Hills Sch. 1 - 2 new fields - multi -use C. Teen programs and needs were strongly emphasized by the Workshop. The City should continue to make the Warner Hutton House available for teen programs and find a way to fund low cost activities for teens. 3. Improvements to existing parks - $500,000 Because of possible development of sports fields at Blue Hills and Azule, special considerations should be given to those areas. a. Azule Park (undeveloped) * Trees, picnic tables, BBQ * playground area, paths * Landscaped, off - street parking area b. Kevin Moran Park * Trees and benches * Picnic benches, BBQ * Playground equipment for older children * Community garden or garden plots * Landscaped off - Street parking area (to support both Kevin Moran and Azule users) C. Gardiner Park * New Playground equipment d. Hakone Garden * Replace hand rails if existing are unsafe * Replace restrooms 4. Reserve Fund - $400,000 a. Use to complete projects 1 through 3 above (if under - funded) b. Create a long term plan for developing and funding parks, recreation areas, trails and open space. * Park and open space acquisition , e.g. Mountain Winery, school sites, etc. * Trail improvements. 5. The above projects are not stated in priority order. See attached minutes of 7/17/96 and 7/23/96 for discussion on priorities. 2 TO: City Council FROM: Parks and Recreation Commission DATE: May 9, 1997 SUBJECT: Priority Revision and Proposed Future Scheduling of the use of the Park and Recreation Development Fund. At the April 7, 1997 Saratoga Parks and Recreation Commission meeting, by direction of City Council to reorder the priorities and scheduling for use of the Park and Recreation Development Fund, the Commission considered all listed projects and new projects that were submitted as possible candidates to be funded by the Park and Recreation Development Fund. The Commission stated that first priority projects would be projects that did not increase current maintenance cost centers in the budget or would even reduce the current level of effort. The Commission recommends that the playfield improvements at existing school sites be given the highest priority and to direct staff to negotiate with the interested school districts and potential user groups of each improved school site. The purpose of these negotiations will be to determine and develop a maintenance and use agreement, in which all parties will agree to share in the cost of the annual maintenance of the improved playfield. The Commission recommends that a negotiated maintenance and use agreement be finalized before the City makes any request to have any site designed and developed. lA Community Center Facility Renovation $500,000 FY 97/98 A) Feasibility Study FY 97/98 A) 1. To determine and idenify the need for renovation and renovate play areas and play equipment and maintenance upgrades for this facility. 2. If this facility is meeting the leisure needs of the community now and in the future. 3. The study could determine if expansion of the facility will increase revenue for the City and pay for the expansion over a period of time. B) Design Phase as determined by study FY 97/98 C) Construction Documents FY 97/98 D) Construction FY 97/98 1B Kevin Moran Park /Gardiner Park $160,000 FY 97/98 A) Design and renovate play areas and play equipment at both park sites 1C Wildwood Park Restrooms $100,000 FY 97/98 A) Design and construct a new restroom facility to meet ADA standards. 1D lE 2. Heritage Orchard Improvements $ 50,000 FY 97/98 A) Installation of a water well system and planting of 500 to 600 new fruit trees. The purpose of this project is to reduce maintenance cost of the orchard and in time allow the contract orchardist to agree to take over the total maintenance operation, thus ending the annual $25,000 budget for maintenance of the orchard. Improvements to the Warner Hutton House $ 5,000 FY 97/98 The Commission is recommending that this is a whorthwhile project to service the teens of the community. Recommends $5,000 be spent for improvements to the Warner Hutton House Teen Center. Playfield Improvements at Existing School Sites $1,000,000 Determine in FY 97/98 if the schools and the user group of the facilities would enter into a long term maintenance agreement with the City to pay for the annual maintenance cost after the fields are improved and /or constructed by the City. Only after a completed maintenance agreement, then the City would proceed with the following: A) Design Phase for possible sites: PY97/98 Foothill School and /or Blue Hills School /Azule Park Site B) Construction Phase FY 98/99 C) Design Phase for possible sites: FY 98/99 Argonaut, Saratoga, Marshall Lane and McAuliffe Schools D) Construction FY 2000/2001 3. Trail Improvements $ 1001000 Over two years ago, the City ended funding for trail maintenance, currently all maintenance of the existing trail systems have been done through volunteer efforts. The Park and Recreation Commission considers use and maintenance of the existing trail system to be a valuable recreational asset to the community. The Commission feels there should be a level of effort to maintain existing trails segments and an attempt to construct new segments as listed in the Trails Master Plan, 4. especially segments that will link to County Park and Open Space Preserves. The Commission realizes that only means that this will be accomplished without additional financial burdens will be to continue with the volunteer efforts. To accomplish this, the Commission is proposing establishing a City Grant Program to aid volunteer groups to maintain existing trails segments and the possibility of constructing new segments. The program would consist of volunteer groups submitting applications to the Parks and Recreation Commission for review and final recommendations for funding be submitted to council for final approval. A) Have a consultant update the Trails Master Plan and develop a map to show all existing segments and proposed segments that will link to County Parks and Open Space Preserves. $ 100,000 FY 97/98 Projects that were listed on the Parks and Recreation Development Fund but are recommended to be tabled at this time for the following reasons: A. Civic Theater Improvements The Commission stated that the theater is in need of remodeling but felt that at this time the many needed improvements should be funded from the established ticket surcharge. B. Saratoga High School Swimmina Pool The Commission felt that although this may be a needed project, it was not ranked high on the priority list recommended by the community task force and the original use policy adopted by Council. SUMMARY OF RECOMMENDED PROJECTS 1. Community Center Facility Renovation $ 500,000 2. Kevin Moran Park /Gardiner Park Play Areas 160,000 3. Wildwood Park Restrooms 100,000 4. Heritage Orchard Improvements 50,000 5. Improvements to the Warner Hutton House 5,000 6. Playfield Improvements at Existing School Sits 11000,000 7. Trail Improvements 100,000 8. Hakone Restroom (currently in design phase) 100,000 9. Hakone Handrail System (under construction) 4,000 TOTAL $2,019,000 File 92060 Adopted on: July 22, 1997 (Supersedes policy adopted August 7, 1996) C-, POLICY ON USE OF PARKS AND RECREATION DEVELOPMENT FUND The following projects are listed in priority order: • Playfield Improvements at Existing School Site—Id 1 Wildwood Park Restrooms 4 Heritage Orchard Improvements Warner Hutton House Improvements • Kevin Moran Park /Gardiner Park Play Areas 1 Trail Improvements Community Center Facility Renovation Study JUL -16 -1998 17:11 CITY OF SAPATOGA /ADMIN, 408 868 1280 P.02/02 City Council minutes July 22, 1997 A. Discussion of US* of Interest frog Parks Development puns Mr. Perlin introduced Paula Reeve as the new staff liaison for the Parks and Recreation Commission, Mr. Fil explained the use of the Parks Development Fund interest for parks maintenance in the past and its expected use in the future. In response to Mayor Moran, he explained the increase in park maintenance costs, much of which was due to a revised procedure for allocating indirect costs. He and Mr. Perlin answered further questions from the Commissioners and Councilmembers. S. Discussion of Revised Park Priorities as recommended by the Commission Mr. Perlin reviewed the materials provided in the information packet. Darwin Barrett, 14050 Marilyn Lane, opposed spending money for a pool as proposed by Principal Skelly of Saratoga High School. A resident of McCullough Ave. objected to such a pool because presumably she would not get full access to it if it were restricted to use by those within the current boundaries of the school district. Phil Newlin, 12425 Woodside Dr., concurred. Debbie Lillo, 12054 Christie Lane, favored the recommendations of the Commission, as did Carolyn Drozdiak, 19353 Melinda Circle, who also urged that the money be spent for children's needs quickly. Rob Piper, 20901 Old Santa Cruz Highway, LOS Gatos, spoke as president Of a girls' softball association. He felt the playing fields needed work by the City and stated his association had done some maintenance work. Jill Hunter, 20606 Lomita, addressed the school district boundary question, saying that there were no cities in Santa Clara County whose boundaries coincided with school boundaries except Palo Alto, Commissioner Crotty stated it was difficult for Saratogans in the Campbell School District to work with and get the support they need from Campbell institutions. Councilmembers then discussed the park project priorities with the Commissioners. There was consensus to amend the priority list. in priority order, the projects will be Playfield Improvements at Existing School Sites, wildwood Park Restrooms, Heritage Orchard Improvements, Warner Hutton House Improvements, Kevin Moran Park /Gardiner Park Play Areas, Trail Improvements, and Community Center Facility Renovation. Hakone Restroom and Hakone Handrail System were removed from the list because they are already being done. Mayor Moran felt the list should be approved without specific dollar amounts. She noted that the Council may want to revisit the list later. Concerning the playfields, Mr. Perlin pointed out that the staff would have the resources to work on only one field at one site at one time. In response to Chairperson Whitney, Mayor Moran said that the Commission need not work on the pool proposed by Principal Skelly. Any work on the pool would be done by staff, and the Commission should work on the other priorities. C. Other - None. S. Discussion of Possible change of Location of City Council Meetings Mr. Perlin noted that using the Multi- Purpose Room of the Community TOTAL P.02 ,4 Mublt B CITY OF SARATOGA RECREATION SERVICES-PROGRAM BUDGET 1997-1998 TEENS SERVICES PROGRAM BUDGET 1997-1998 96-97 9797 =98 97, =98 P Total Ewes Revenue OverDlrcct Emm Revenue over FuH-thme Professional Rcvmue Revenue Indirect Revenue Revenue 96_97 Actual Projected Pro cted Salaries Ouarteriv Dlreet Proamm Program Salaries + Fuu -time Over Over (Under) ,Cod over Over (Under) Bendb BMSbUr* Direst C os All Cost COntMCtl Bff_enue Revenue Rqmue SUDDlies CGIMILMILS Prnnsm Cost - , Cast Bendib Erb Winder) Allocation . - (Under) ..__..._...,........... ...................._.._....._. C29 -bg ..._... ....._ _ .._.... :...._....... _....._ _ .............. ! �....._ ............................ .._._........_... _..._..._...................... ..._ .... ..9 ...._....._._.. .._........ _..._.....a.._..._........�. oea o ...(P ........_........ .._........... ..... Cost.......... ' e�.... Clessea / $3 470 $9 400 S39,976 . - -$28.976 $32228 J .15 B .25 1,204 $54 529 115,733 The". $250,000 $281,614 52% $15,000 $1.250 $85,000 $18,100 S1191350 $162,264 73% $94,396 J .28 K .65 B .05 $67.968 229% $72,403 $4,535 -3% Trips $76.000 $77,000 14% $1,500 $750 $57,000 $2;000 S61,250 $15,750 70% $20,652 J .06 K .18 2) -17% $27,592 2,484 -23% Youth 3 $16000 325,000 SX $3,500 $3700 $6,600 $10 00 $14,800 $10,200 5% $15,678 1.06B.14 5,478 -18% $10,343 15,821 -11% Adult S $28,900 $28,000 5% $3 800 $3,2 $10,700 $1,000 $1 0 $9,550 4% $20,986 1.06 B. 24 11,436 .39% S13,792, 5,22 -18% Camps - Conbact orts $42,000 SKOOO 10%l $1,000 $44,000 $750 S45.750 $8,250 4% $11;976 J.03 K.12 -13%1 $19,826 23,552 -17% Camps -All Others afar) 535,000 S46.200 9% $26,000 $8,900 $0 $750 S35,650 $10,550 5% $21,922 J .06 B .2T 11,372 -38% $19,924 $31,1 -22% Redwood School S $26,600 $5.000 5% $0 $0 $20,500 $0 $20 $4,5001 2 °/a $5,786 J.05 1,28 4% $8,619 ,905 -7% Total S476.5001 5636,814 100X $50,500 $17,9501 S223,8001 $23,600 $315J7501 $221,064 1000/0 $191,3961 J.60 K.95 B.701 $29,668 100% $172,389 142 721) 100% TEENS SERVICES PROGRAM BUDGET 1997-1998 (l) Includes salaries and benefits for professional and 'cal staff FTB Professional: 2.25 , , n FTE Clerical: 1.28 (2) Professional staff: 1 "" Indirect Joan; K= Kim; B= Beverly S (3) Cost Allocation based an pro -rate of Total Direct Cost Salaries 2.60 A, d Elass Revenue 96_97 97 -98 Part -time Total ov- Full ll-time Profmional Revenue dIn irat Revenue Actual Protected Saba 0& SUDD110 COntMCtl us Dbvd Di-d Salaries + Full -time Over ( UndeA Coat Over (Under) k.40, ... ......... ........... ................... Arac ° .. _ fired Cost... C29 -bg ..._... e...._. ru ._.. .......... t�ln G . ._.... Cost. B11M JU....... FAHWej (1) ._ .._................ oea o Teens $24 74 511000 $27106 $3 470 $9 400 S39,976 . - -$28.976 $32228 J .15 B .25 1,204 $54 529 115,733 (l) Includes salaries and benefits for professional and 'cal staff FTB Professional: 2.25 , , n FTE Clerical: 1.28 (2) Professional staff: 1 "" Indirect Joan; K= Kim; B= Beverly S (3) Cost Allocation based an pro -rate of Total Direct Cost Salaries 2.60 A, d