HomeMy WebLinkAbout09-13-2016 Parks & Recreation Commission Agenda
City of Saratoga
Parks and Recreation Commission
Regular Meeting
Agenda
DATE: Tuesday, September 13, 2016
TIME: 6:30 p.m.
LOCATION: Administrative Conference Room
13777 Fruitvale Avenue
Saratoga, CA 95070
Call to Order
Roll Call
Commissioners: Ping Li, Renee Paquier, Rick Pearce, Pallavi Sharma, Terry Ward
Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly
posted on September 6, 2016.
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:
• July 12, 2016 (Regular Meeting)
• August 19, 2016 (Special Meeting)
New Business:
1. 60th Anniversary Parade
Issue: The Commission plans to participate in the 60th Anniversary parade which will take place in the
Downtown Village on Saturday, September 17, 2016.
Action: Commissioners Ping and Paquier will update the commission on the parade’s current status and
the logistics that still need to be worked out.
2. Age-friendly cities
Issue: During the last regular meeting, the Commission mentioned it wanted to discuss ideas of how to
Incorporate more multi-generational parks and recreation resources into Saratoga.
Action: The Commission should create a list of ideas and/or a plan to make Saratoga age-friendlier.
Old Business:
1. Parks and Recreation Commission tri-panel pamphlet
Issue: Staff liaison Henig will present a draft of the Parks and Recreation Commission brochure that was
designed by Recreation Intern Edgardo Lopez.
Action: The Commission needs to determine if any changes need to be made and the budget that will be
set aside for printing costs. Henig will also provide update on usage of sponsors.
2. Community Feedback/ survey
Issue: Chair Pearce and Vice Chair Sharma will update the Commission on its survey findings.
Action: Using the data, Commission needs to develop a plan to present the data to City Council and how
it wants to move forward with collecting data in the future.
3. Volunteer Work at Quarry
Issue: Led by Li, Commission needs to create a plan for this year’s Let’s Work! program. At previous
meeting, Commission discussed offering the event on the first Saturday of each month from
October through May.
Action: Finalize dates of Let’s Work! and develop a marketing strategy to increase participation.
4. Movie Night
Issue: The Commission should evaluate the 2016 Movie Night series and discuss ways to increase
public turnout, movie selection process, and improving event logistics.
Action: Evaluate what worked, what didn’t, and how to improve the program next summer.
5. Quarry Park Update
Issue: The Commission will learn about any changes to Quarry Park that have been implemented or
discussed since the last regular meeting.
Action: Henig will inform Commission on updates to Quarry Park since the previous meeting.
6. Nesting Box Project
Issue: Commission requested an update about the West Valley College partnership
with the Park Management department’s nesting boxes project. The last correspondence
occurred in January 2016.
Action: Henig will provide an update and Commission can discuss ideas about moving forward.
Commissioner & Staff Reports (This includes committee updates and park reports. This section is informational
only; no actions will be taken.)
Commissioner Park
Li Wildwood, Foothill
Paquier El Quito, Gardner
Pearce Bell Grove, Congress Springs, Ravenwood
Sharma Beauchamp, Brookglen
Ward Azule, Kevin Moran
Agenda Items for Next Meeting November 8, 2016
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 Adam Henig at 408.868.1272
or ahenig@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, Adam Henig, Recreation Supervisor 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 September 6, 2016 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
Regular Meeting
Minutes
DATE: Tuesday, July 12, 2016
TIME: 6:30 p.m.
LOCATION: Administrative Conference Room
13777 Fruitvale Avenue
Saratoga, CA 95070
Call to Order - 6:37 p.m.
Present: Li, Pearce, Ward
Absent: Paquier, Sharma
Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this meeting was properly
posted on July 5, 2016.
Accept Agenda Items: No items added.
Oral & Written Communication No communications from the public
Approval of Draft May 10, 2016 Parks and Recreation Commission (PRC) Minutes:
• Commissioner Ward motioned to approve May 10 Minutes.
• Li seconded motion.
• Motion passed 3-0.
New Business:
1. Parks and Recreation Commission tri-panel pamphlet
Issue: At the previous meeting, the PRC expressed interest in creating a tri-panel pamphlet to inform
and promote the PRC, its sponsored events (i.e., Movie Nights, Let’s Work!), and information
about city parks.
Action: Work with Recreation Intern Edgardo Lopez to incorporate as many of the Commission’s ideas
into the tri-pamphlet and figure out how to effectively distribute it (e.g., real estate agent’s
welcome packets)
The tri-panel brochure will be designed by the Recreation Department’s summer intern, Edgardo Lopez.
Lopez inquired about content, layout, and contact person from the commission. All three commissioners
agreed that Paquier would be the contact since she had expressed prior interest. Commissioners
explained that they want the brochure to be used to primarily focused on the city’s parks as well as
include information about the Commission and its sponsored events (e.g., Movie Night and Let’s Work!)
For the parks, commissioners were interested in using symbols to denote the amenities each park offered
(e.g., tennis racquet would mean there are tennis courts or a picnic bench to infer that there are picnic
tables). They would also like to include a map of the city with references to the parks location. Also,
commissioners would like to highlight a few of the city’s parks such as Hakone Gardens, Quarry Park, and
Historical Park. There should be information about how to reserve the parks too. On the backside, there
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will be information about the PRC (i.e., names of current commission, meeting time and location) and its
sponsored events. As for targeted audiences, Chair Pearce would like to see it included in the “Welcome
Packets” for new residents as well as to have them available at PRC events and the community center.
Pearce and Commissioners Ward and Li inquired about printing costs. Staff Liasion Henig mentioned that
a similar brochure with a print run of 250 costs more than $400. Pearce and Ward inquired about
sponsors. Henig responded that he would follow-up. Lopez will make contact with Paquier and begin
working on the brochure.
Old Business:
1. Community Feedback/ survey
Issue: Commissioners conducted community surveys at Movie Night.
Action: Chair Pearce and Commissioner Sharma will present the survey data and analysis to the
commission and will discuss next steps.
Since Sharma was absent and Pearce informed the group that a paid upgrade was necessary in order to
obtain the data from SurveyMonkey, there was no formal analysis presented. However, Pearce was able
to conduct a cursory review of the data and presented the following (see Exhibit A). Movie Night had
added an additional 20 to 30 surveys for a total of 142 responses. Pearce reported that PRC events need
more visibility. Ward suggested having articles included in the Saratoga News. Pearce also informed the
Commission about that there several respondents cited a lack of restrooms at city parks, not enough
shade, and more access to dog poop bags. Li recommended median banners be used for Let’s Work too
since they were effective in promoting Movie Night. Also, the commission believes the tri-panel brochure
will be effective too in getting the word out. The Commission would like to have the results, an analysis
and a draft of the executive summary to present to the Council at their next meeting.
2. Volunteer Work at Quarry
Issue: Commissioner Ping Li will report back about the June 4 Let’s Work! outing.
Action: Create a schedule following the summer hiatus and establish a plan for moving forward to
improve community outreach such as creating a street median banner and using social media.
Li reported that five volunteers showed up at the June 4 Let’s Work! event, which was a lot more
than the previous outing when no one showed up. She mentioned they were a “hard working and
handy” group of volunteers. They worked on two trails. Next time she would like to have a
method of collecting their names and emails so she can reach out to them again for future Let’s
Work outings, which is on hiatus until October. At the next meeting, the Commission will
formalize future dates (1st Saturdays) and outreach methods to expand the number of volunteers
who can help out. The Commission would like to invest in a street median banner to promote
Let’s Work as well as reach out to high school clubs, civic organizations and West Valley College
students (Parks Management). Also, the Commission would like to look into getting sponsors.
3. Movie Night
Issue: The Commission should evaluate the June 17 Movie Night and ways to be better prepared for
the next two:
July 15 Star Wars (Terry)
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August 19 Good Dinosaur (Renee)
Action: PRC to discuss the logistics (who’s doing what) for the next two Movie Nights.
Henig mentioned that many of the details for the next Movie Night have been taken care of.
However, food pickup is still needed. Ward has offered to pickup doughnut holes from Rose’s
while Li will pick up Starbuck’s and Gene’s. Pierce offered to send out reminders to the vendors.
There will be professional costumers at this Movie Night, dressed up in Star Wars themed outfits.
Also, the Mayor plans to attend.
4. Phase 2, Park Signage, & Reservation Policy at Quarry Park
Issue: Commissioners requested more information about the status of park signage and reservation
policy at Quarry Park. Commissioners Li and Paquier were scheduled to meet with Councilmember
Miller to discuss Phase 2 of Quarry Park.
Action: Staff will present an update to the Commission about phase 2 of Quarry Park and the reservation
policy. Commissioners Li and Paquier will update the Commission about their meeting with
Councilmember Miller.
Henig met with Public Works Director John Cherbone and received an update about Phase II of
Quarry Park:
See Exhibit B. A low-cost trail extension is in the works. Cherbone is hoping to gather a group of
volunteers (e.g., boy scouts, PRC, etc.) along with his own crew to make an existing trail that is
currently closed off to the public more habitable. Along with the clearing of brush, Cherbone is
hoping to add picnic tables, benches, and stairs, in hopes of offering sweeping views of Saratoga
and the Santa Clara Valley. Also, Cherbone said that the City has secured funding ($250k) for
additional ADA accessibility to reach the upper portion of Quarry Park. There is no funding for
the additional trail improvements ($250k) and restoration of a pond ($100k, which will be
implemented Spring 2017. Recreation Director Taylor informed Henig that the park does have
rental fees attached to it yet, but will soon once City Council approves the fees. Li was asked
about her meeting with Miller, which has not happened yet. She will continue to reach out. Li
inquired if more tools will be need for future Let’s Work projects.
5. Update on Work Plan
Issue: At the last meeting, the PRC requested an update about the West Valley College partnership
with the Park Management department’s nesting boxes project. The last correspondence
occurred in January 2016.
Henig explained he had not heard back from WVC Park Management. He will inquire again
before the next PRC meeting. Commission would like to get Park Management students involved
in Phase II of Quarry Park.
Action: Staff will provide an update.
Commissioner & Staff Reports
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Commissioner Park
Li Wildwood, Foothill – Parks looks good, stage is fixed.
Paquier El Quito, Gardner
Pearce Bell Grove, Congress Springs, Ravenwood - Everything looks good; No more
construction done at Bell Grove
Sharma Beauchamp, Brookglen
Ward Azule, Kevin Moran - Everything looks good
Agenda Items for Next Meeting September 13, 2016
• Li motioned to adjourn.
• Ward seconded motion.
• 3-0 to adjourn at 8:44 p.m.
Minutes completed by Adam Henig, Recreation Supervisor
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City of Saratoga
Parks and Recreation Commission
Special Meeting
Minutes
DATE: Friday August 19, 2016
TIME: 6:30 p.m.
LOCATION: El Quito Park
12855 Paseo Presada
Saratoga, CA 95070
Call to Order
Roll Call
• Present: Li, Paquier, Pearce, Terry Ward
• Absent: Sharma
Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, this special meeting was
properly posted on August 17, 2016.
Accept Agenda Items: No items added.
Oral & Written Communication: No communication from the public.
New Business:
1. City of Saratoga 60th Anniversary Parade
Issue: It was proposed by Commissioner Li that the Parks and Recreation Commission get involved in
the parade celebration of the City of Saratoga’s 60th anniversary on Saturday, September 17.
Action: Determine whether or not the commission will participate in the parade and, if so, what would it
entail.
Chair Pearce asked commissioners if they would like to participate in the Parade. Paquier, who is chairing
the 60th anniversary parade on September 17, motioned to approve participation. Pearce second the
motion. Motion passed 4-0. All four commissioners present are expected to participate. Commissioner Li
volunteered to serve as the liaison between the parade committee and the commission.
Commissioner Paquier asked if Recreation Department would be involved and Staff Liaison Henig said he
would follow up. He did mention that he will look into seeing if any independent contract instructors
were interested in participating.
Commissioner Li proposed purchasing a Parks and Recreation Commission banner to walk in the parade
with. She motioned for the commission to purchase the banner using Commission funds (about $100).
Chair Pearce seconded the motion. The motion passed 4-0. Henig and Commissioner Ward will work
together on the design of it.
Agenda Items for Next Meeting September 13, 2016
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• Pearce motioned to adjourn.
• Ward seconded motion.
• 4-0 to adjourn at 6:55 p.m.
Minutes completed by Adam Henig, Recreation Supervisor
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