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HomeMy WebLinkAbout11-15-2016 Parks & Recreation Commission Agenda City of Saratoga Parks and Recreation Commission Regular Meeting Agenda DATE: Tuesday, November 15 , 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 November 8, 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: • September 13, 2016 (Regular Meeting) Old Business: 1. Age-friendly cities Issue: At the last meeting, during the topic’s discussion, Staff Liaison Henig recommended to the Commission that they invite SASSC Director Tyler Taylor, who could inform the commission about what’s already available and what is needed. Action: Mr. Taylor will present to the Commission about the latest happenings on age-friendly communities. 2. 60th Anniversary Parade Issue: The Commission participated in the 60th Anniversary parade on Saturday, September 17, 2016. Action: Discuss event, pros and cons of participating in future parades. 3. Work Plan Issue: Discuss updates to the work plan, which will be presented during City Council retreat in January. Action: Make proposed changes to the work plan to better reflect the current happenings of the Commission. See Exhibit A. 4. Parks and Recreation Commission tri-panel pamphlet Issue: Staff liaison Henig has copies of the pamphlet. 1 Action: Commission will discuss how to distribute and another print run to correct the pixelated images. 5. Community Feedback/ survey Issue: Commission will present its findings to the City Council at upcoming Joint Council meeting, Action: See Exhibit B. Set a date to meet with Council to share results. 6. Volunteer Work at Quarry Issue: Commissioner Li will update the Commission about the October and November Let’s Work events. Action: Discuss new ways to expand community participation of Let’s Work! 7. Quarry Park Update Issue: Henig will update the Commission about Quarry Park since the last regular meeting. Action: No action taken. 8. Nesting Box Project Issue: Commissioner Paquier and Henig received an update about the West Valley College partnership with the Park Management department’s nesting boxes project. Action: Paquier and Henig will provide an update. See Exhibit B. 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 January 10, 2017 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: 2 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 November 9, 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. 3 City of Saratoga Parks and Recreation Commission Regular Meeting Minutes DATE: Tuesday, September 13, 2016 TIME: 6:30 p.m. LOCATION: City Manager Office’s Conference Room 13777 Fruitvale Avenue Saratoga, CA 95070 Call to Order Roll Call Present: Ping Li, Rick Pearce, Pallavi Sharma, Terry Ward Absent: Renee Paquier Accept Agenda Items: No items added. Oral & Written Communication No communications from the public Approval of Draft July 12, 2016 (Regular Meeting) Parks and Recreation Commission (PRC) Minutes: • Commissioner Li motioned to approve July Minutes. • Chair Pearce seconded motion. • Motion passed 4-0. Approval of Draft August 19, 2016 (Special Meeting) Parks and Recreation Commission (PRC) Minutes: • Pearce motioned to approve May 10 Minutes. • Ward seconded motion. • Motion passed 4-0. 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. All five commissioners plan to attend the parade. Commissioner Li informed the group that the parade starts at 10:00 a.m. and that they need to be there at 9:00a.m. and meet at the corner gas station. Staff liaison Henig will confirm with Li that the karate and soccer instructors will attend the parade. 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. 4 Action: The Commission should create a list of ideas and/or a plan to make Saratoga age-friendlier. Commissioner Ward inquired how Saratoga’s parks can become more accessible to older adults. Pierce felt the parks are geared toward younger and/or more agile residents. Commissioner Sharma inqured what other cities do to make parks easier to use for seniors. Li mentioned in China that parks are often heavily used in the morning by seniors practicing Tai Chi. Pearce asked if it was possible to add additional symbols on the parks grid to denote if it is a senior friendly park or offers activities/amenities for older people. Li suggested providing transportation (e.g., shuttle) to pick-up and drop-off seniors at parks since that is one of the barriers. Ward mentioned looking into County-run transit such as Outreach. Henig suggested that the Commission should invite the director of SASSC who could provide a detailed list of what’s already offered as well as what other needs there are to improve park access. 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. Tasked with figuring out how many brochures should be printed, Pierce asked the group where will the pamphlets be distributed? Pierce mentioned real estate offices. Ward and Li mentioned Blossom Festival, Movie Night and Chamber of Commerce office. Henig mentioned Farmer’s Market. Henig also briefed the commission on the price for printing costs. Ward motioned to approve the printing of 300 pamphlets at a cost of around $400. Sharma second. Motion passed 4-0. 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. Pierce passed out the executive summary to the Commission and went over the results from 157 respondents. Results showed that the biggest parks (i.e., Wildwood, KMP, EQ) were the most used while the smallest ones had the least use. Also, the most popular PRC activity was Movie Night. Pierce recommends incorporating social media more to obtain a higher participation rate. Other suggestions were to ask members of the Rotary Club, Lion’s Club and other organizations to complete it. Henig suggested tabling at the Farmer’s Market. Pierce suggested launching another survey using similar questions in order to expand the sample size. Henig suggested sharing the results and seek out more direction from Council at the annual retreat in January. 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 realistic marketing strategy to increase participation. 5 Commissioner Li proposed new dates for the program—the second Saturday of every month between October through May. She would like expand advertising the volunteer program and obtain more duties for the volunteers. Henig will inquire with the Cherbone. Henig will ask his staff to create a flyer and banner for the street medians, which could be placed by the library and Prospect & Saratoga-Sunnyvale roads. Li motioned to approve the purchase of two street median Let’s Work banners. Pearce seconded the motion. The motion passed 3-0 (Sharma left the meeting at 7:45 p.m.) 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. Ward proposed getting a food truck and coffee cart in lieu of obtaining donations and handing out the food and drinks themselves. Henig forewarned the commission by eliminating that task, the commission risks cutting off their direct communication with the public since there are no other duties that require direct contact with the public for movie night. Pierce also added it’s an opportunity for the commission to bond with one another. Ward suggested to have the food and drinks delivered and then pass it out themselves. Henig will look into getting a quote for the cost of bringing in a food truck. Since the attendance dropped for the third movie night because school had already started, Ward thinks the Commission should show a more adult preferred movie since there will be less children attending. Also, Pierce felt there should be more marketing for the third movie in hopes of improving attendance. However, he forewarned that he didn’t want the event to get to large. Ward and Pierce felt the pre-movie talk should be better coordinated with the Mayor about who says what. Overall, the commission is very pleased with this event. 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. Henig went over the updates provided by John Cherbone, Public Works Director: 1) done clearing the extended trail. After city park staff finishing clearing, boy scouts will come in and install benches, picnic areas, and stairways; 2) For ADA Access, park architecture design will begin in Spring 2017 3) there is a grant opportunity to secure funds to build the pond. The deadline is 10/3. 4) Parks staff is tearing out unnecessary sod in order to cut back on water usage. Also, park staff is using more drought tolerant plants. 5) For Lets Work, public works can provide more tools, but how many and which ones do you need? 6. Nesting Box Project 6 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. No action taken. Henig had not heard back from WVC Park Management’s department chair. Paquier will follow up at the next meeting. 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 – no report Paquier El Quito, Gardner - no report Pearce Bell Grove, Congress Springs, Ravenwood – Congress Springs had some minor issues such as graffiti and a rail from the fence missing. Henig would remind the parks manager to take care of it. Sharma Beauchamp, Brookglen – no report Ward Azule, Kevin Moran – noted the tennis courts are getting lots of use; also there seems to be a consistent morning walking group there. Park is well-maintained. Agenda Items for Next Meeting November 8, 2016 Due to the national election, the commission proposed changing the next meeting date to Tuesday, November 15. Li motioned to change the date. Ward seconded the motion. The motion passed 3-0. Adjournment – 8:44 p.m. Minutes completed by Adam Henig, Recreation Supervisor 7 Exhibit A – PRC Work Plan 8 9 10 Exhibit B –Executive Summary of Survey 11 ] Exhibit C – Nesting Box 12