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11-02-1998 Parks & Recreation agendat Saratoga Parks and Recreation Commission Meeting Administrative Offices, City Hall 13777 Fruitvale Avenue, Saratoga Monday, November 2, 1998 7:30pm AGENDA I. Organization 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 October 28, 1998 C) Approval of October 5, 1998 Minutes II. Administration A) Park Development Fund - Financial Report B) Holiday Party - Arrangements III. Oral & Written Communication This section is for the Public to speak on any item Not on the agenda IV. Old Business A) Playfield Development Project: Public Input Meeting Update B) Trail Easement -Payne Property V. New Business VI. Commissioner & Staff Reports A) Commissioner Reports B) City Hall Update - Irene Jacobs C) Recreation Department Status Report - Joan Pisani VII. Adjournment 4 Saratoga Parks and Recreation Commission Meeting Administrative Offices, 13777 Fruitvale Avenue, Saratoga October 5, 1998 7:30 p.m. Action Minutes I. Call to Order The meeting was called to order at 7:40p.m. II. Roll Call Commissioners Present: Crotty, Friedrich, Olsen, Swan, Whitney Commissioners Absent: Clabeaux, Ioannou Others Present: Terri Baron, James Baron, Judy Alberts, James Walgren, Lisa Payne, John Cherbone, Joan Pisani, Irene Jacobs III. Report on Posting of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on September 30, 1998. IV. Approval of Minutes of September 8, and September 22 1998 Meetings: Commissioner Swan made a motion to approve the minutes of September 8, 1998 with corrections. Commissioner Swan pointed out that that under item V, the minutes currently read as, "Ms. Baron....the standards for this site were not completed to the standards that had been outlined in the Parks and Trails Master Plan." Commissioner Swan requested that the minutes be changed to reflect the fact that the trail that Ms. Baron is referring to in the minutes had never been started. Commissioner Crotty seconded the motion and the motion carried. (5/0) Commissioner Swan made a motion to approve the minutes of September 22, 1998 as read. Commissioner Crotty seconded the motion and the motion carried. (510) Administration: Staff passed out the most recent financial reports that had been compiled by the city's finance department that reflected the activity and balance of the Park Development Fund. Oral & Written Communication: The Chair informed the Commission that she had been copied on a letter sent to the city by Bill Brooks, former Parks and Recreation Commissioner and trail advocate. In his letter, Mr. Brooks explained his understanding of a situation that was discussed at the joint meeting with the PRC and the City Council on September 22, 1998 differed to what he understood to have been discussed. The discussion that Mr. Brooks referred to in his letter revolved around the abandonment of certain trails in the Mount Eden Estates area. Commissioner Freidrich made a motion to attend to New Business items first and then return to Old Business in order to accommodate those members of the public who had attended the meeting to discuss the items listed under New Business. Commissioner Whitney seconded the motion and the motion carried. (5/0) k VI. New Business: A)Trail Easement Request for Peck Prone!U: At last month's meeting, the Parks and Recreation Commission discussed a memo received from the Planning Department asking if the Commission had any modifications to make regarding Trail Improvements near the Peck Property located on Mount Eden Road. Last month, the Commission agreed with the Planning Department's recommendation to have the developer improve the existing trail which connects to Villa Oaks. In addition, the Commission approved to amend their previous recommendation to the Planning Department by requesting that this portion of trail be added to the City's Trails Master Plan and therefore require that these trails be developed to the standards outlined in the Trails Master Plan. James Walgren, Community Development Director, attended the meeting to share a little background of the request regarding the Payne's Property and to clarify any questions that the Commission might have regarding trails and the development process. There was discussion among the Commission, and those members of the public present, regarding the concerns that had been raised by Terri Baron about the trails behind lots 11, 18 and 23 (the Payne property is lot 18) that she reported as not having been developed. Discussion revolved around the history of the trail section and the limitations that the city has in requiring improvements since certain sections that property have already been developed and completed. Commissioner Friedrich made a motion to have the Parks and Recreation Commission receive input from the property owner, the equestrian and trails advocates and staff and come to an agreement outside of the meeting that was agreeable to all parties regarding width, length, materials that was ultimately acceptable to all parties. These recommendations would then need to be approved by the Parks and Recreation Commission. Commissioner Swan seconded the motion. When the chair opened the motion up to discussion, there was some concern shared that the proposed motion would hold up construction for the property owner who would appreciate no further delays. Commissioner Freidrich then modified his original proposal recommending that the Trials Sub - Committee be given the "blessing" of the Commission to outline the specific requirements for the Payne portion of the trail and these specifics, once decided upon by the sub- committee, would have the approval of the entire Parks and Recreation Commission. Commissioner Whitney seconded the motion and the motion carried. (510) B) Teen Task Force Representative: Commissioner Ioannou was unable to attend the meeting but on her behalf, staff reported that Ms. Ioannou had volunteered to be the Commission's representative on Teen matters. This issue was discussed because concerns were raised by some members of the community that the city was not sufficiently addressing teen issues and that a group of concerned parents were informally meeting to see if some joint efforts could be made to address their concerns. Commissioner Whitney made a motion to accept Commissioner Ioannou's offer and appoint her as the Commission's representative to any and all groups that L would meet within the community to discuss teen issues. Commissioner Swan seconded the motion and the motion passed. (510) VII. Old Business: A) Playfield Task Force Update: An update was given on the project by those present at the meeting that also served on the Playfield Task Force. Staff passed out the new scheduled of meetings that would take place now that the Beals Group's original scope of services had been modified and expanded. All Commissioners were encouraged to attend the Public Input Meetings that had been scheduled to share schematic plans with neighbors of the proposed development sites. B) Joint Meeting with City Council: On September 22, 1998, the commission had attended a joint meeting with the City Council to discuss various projects where the commission was currently focusing their efforts. There was general discussion among the commission members about the meeting and the overall sense was that the Council was supportive of their current efforts in all areas although the commission would like to continue working on improving relations with staff in all departments. Commissioner Friedrich reminded his colleagues that the commission needed to lead by example and that they should remember to abide by Robert's Rules of Order and not speak out of term. VIII. Reports: Commissioner Reports: There were general updates and comments made by all Commissioners on an array of various issues related to Parks and Recreation. Commissioner Freidrich recommended that the Commission make an effort to physically visit the sites that were to be discussed at Commission meetings in order to be able to better understand the issue at hand. It was decided that those members of the Commission who could, would meet on Saturday, October 17th to visit the Mount Eden Estate area and see the trails that were in question at tonight's meeting. The group would meet at Saratoga Bagels, located on Saratoga - Sunnyvale Road at 8:30 a.m. City Hall Update: Staff discussed some initial plans with the Commission regarding the traditional holiday party that was scheduled to take place in December. Recreation Department Status Report: Joan Pisani shared with the Commission the various unique and exciting trips that were available through the Recreation Department. She also reported to the Commission that work was in progress on the Community Center Needs Assessment and also, that she was now overseeing facilities city -wide. IX. Adjournment Commissioner Whitney made a motion to adjourn the meeting and Commissioner Friedrich seconded the motion. The motion carried and the meeting was adjourned at 9:50 p.m. (510) Prepared By: ne M.Jacobs City Staff Repre ntative MEMORANDUM Date: October 19, 1998 To: Lisa Payne From: Marianne Swan, SubcommittW Ch ' for City Trails, Saratoga Parks & Recreation Commission /*40j Re: Memo from Irene Jacobs, staff liaison to Parks & Recreation Commission, dated October 13, 1998, Payne Property, 21789 Villa Oaks Lane - Lot 18 As per our conversation last night, October 18, 1998, regarding the above mentioned memo and your letter to James Walgren, the following has been agreed upon between us: I . Improve the easement along the left side of the driveway from where the trail leaves the driveway (see site plan) with asphaltic chips firmly pressed into place or decomposed granite, and wood headers at a width of four feet (see master plan). 2. Beginning at the first front left corner, increase the 4 foot width gradually to an eight foot width by the first set of trees and continue to the end of the trail easement along the north property line. There shall be a curb cut at the point where the trail meets the driveway, if a curb is used. 3. Trail has to be put in place within the trail easement and not encroached upon by bushes or trees. 4. Trail marker can be as unobtrusive as the ones used on Mt Eden Road. 5. Regarding headers, asphaltic chips and shavings, headers and asphaltic chips are necessary in regards to Master Plan Guidelines. 6. The City may provide materials as available. Please contact John Cherbone at 868- 2443 cc: James Walgren Irene Jacobs Parks & Recreation Commission Terri Baron UVed.�n , DdvF�►'2►, i �1g Playfield plans on display at several upcoming meetings By SARAH LOMBARDO Residents will be able to get a first look at proposed play field plans for local school sites at a series of meetings sched- uled by the city. Jay Beals and members of Beals Land- scape will be on hand on Oct. 22 at Foothill Elementary. School, Oct. 27 at Marshall Lane School and Nov. 12 at Blue Hills Ele- mentary School to talk about plans for new or expanded play sites. Schematic drawings and estimated costs for each plan will also be displayed. All meetings will take place from 6:30 to 8 p.m. Public input and concerns about the plans will be taken at the meetings. "We want to incorporate and hopefully address the best we can those concerns before we take the plans before the Parks and Recre- ation Commission and the City Council," Irene Jacobs, city administrative analyst and staff member on the Playfield Devel- opment Task Force, said. The task force was created earlier this year after local youth sports organizations and parents told city staffers they wanted . to be more involved in the planning process for new facilities. Representatives from local and Cupertino schools, sports -lea- guers, parents and members of the city's Parks and Recreation. Commission have met several times over the past few months. The series of meetings is the latest in the city's move to create more playfield space for Little League, American youth Soccer Organization and other youth sports activ- ities. Funding for the projects will come from the city's more than $2 million Parks Development Fund, which is accumulated through a portion of developer fees and can only be used for the creation of new park or recreation- related activities. Jacobs said the plans include the devel- opment of fields at all three school sites. The city's Congress Springs Park is also slated for some changes, but Jacobs said that site will most likely be improved and that no new development is planned. "The biggest change you will probably see will be that the majority of play at Con- gress Springs will be Little League and maybe some tiny tot soccer," Jacobs said. i October 24, 1998 Mayor and City Council Members Park Development Task Force Members Saratoga Parks and Recreation Commission 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Task Force Members: Our family lives on Old Adobe Road, an easy bike ride or walk away from Marshall Lane School. While our home technically has a Los Gatos address, we certainly feel as much or more a part of the Saratoga community than Los Gatos, because of our distance from the two town centers. We shop at Saratoga landmarks such as Gene's Supermarket, regularly dine at the Village's many excellent restaurants, even go to Saratoga doctors. In addition, our children play in Quito Little League, which serves Saratoga, as well as portions of Los Gatos, Campbell and San Jose. When we heard that you might allocate funds to improve the playing fields at Marshall Lane School —we were thrilled! We regularly go there not just as part of organized baseball activities, but to enjoy recreational activities as a family. The fields are in desperate need of renovation. The gophers have created a veritable minefield of holes waiting to break the ankle of the unsuspecting soccer player, outfielder or jogger. We are amazed that so few school children seem to get injured there. Building baseball and soccer fields at the school would not only benefit the area's youth sports leagues, but would give children and families a positive, productive environment in which to spend evenings and weekends. (and keep our youth out of trouble!) We very enthusiastically support anything you could do here. Sincerely, i Francis Dickerson 155 Old Adobe Rod. Los Gatos, CA 95032 408 - 370 -3006 October 26, 1998 Saratoga Parks and Recreation Commission Play Fields Task Force Members City of Saratoga 1377 Fruitvale Ave. Saratoga, CA 95070 Dear Saratoga Parks and Recreation Commission, I am contacting you today in regards to the proposal of the multi - purpose fields being considered at Marshall Lane School. As an active member in this community I believe that the construction of these proposed fields would be a wonderful addition to this community. As you may know this area of Saratoga is lacking in safe baseball playing fields. Quito Little League services this area and is in desperate need of quality fields. As a Volunteer umpire with in Quito Little League I know first hand the importance of a reliable and consistant playing surface. Thank you for considering this site for use of Park Development Funds. Obviously the development of safe multi -use fields benefits not only our children but the community as well. Your effort to provide these fields would be appreciated by many. Sincerely, Thomas R. & Sylvia D. Davis 18613 McFarland Ave Saratoga, CA 95070