HomeMy WebLinkAbout06-28-1993 Parks and Recreation Commission AgendaAGENDA
SARATOGA PARKS AND RECREATION COMMISSION MEETING
TIME: MONDAY, JUNE 28, 1993 - 7:30 P.M.
PLACE: HAKONE GARDENS - CULTURAL E%CHANGE CENTER
21000 BIG BASIN WAY, SARATOGA, CALIFORNIA
TYPE: Regular Meeting
A G E N D A
I. ORGANIZATION
A. Roll Call
B. Minutes (Meeting of May 3, 1993)
C. Posting of Agenda (Agenda was posted on the City
Hall Kiosk on June 23, 1993)
II. OLD BUSINESS
A. None
III. NEW BUSINESS
A. Hakone Foundation - Bonsai Society - Future Plans
B. Wildwood Park Rentals - Weekend Staffing
C. E1 Quito Park - Proposed Reservation and Use Policy
D. Adopt-A-Park Program Proposal
IV. COMMISSION AND STAFF REPORTS
A. Commission Report on Previous Council Meetings
B. Recreation Department Status Report from Joan Pisani
C. Status of Hakone Irrigation System Installation
D. City Budget and Its Effect on Parks
V. COMMUNICATIONS
A. Helen Stanley Memo - Hakone Gardens
6/28/93
M E M O R A N D U M
T0: ~ Parks and Recreation Commission
FROM: Secretary, Parks and Recreation Commission
SUBJECT: MEETING OF MONDAY, JUNE 28, 1993
Please note that this Commission meetings will be held at Hakone Gardens.
III. NEW BUSINESS
A. Hakone Foundation - Bonsai Society Future Plans
The Bonsai Society has submitted plans for future changes
to the Garden. They are herewith attached for your review.
Recommendation:
It is recommended that the Commissioners approve the plans as
presented. This addition to the Gardens represents an extra
attraction and therefore income due to the increased exposure.
B. Wildwood Park Rentals - Weekend Staffing
Budget constraints are restricting overtime for Maintenance
personnel. As of July 1, future users of Wildwood Park will
be asked to clean the areas they use after their event,
thereby eliminating the need for park workers' overtime.
Recommendation:
It is recommended that the Commission approve this proposal.
C. E1 4uito Park - Reservation and Use Policy
In order to make E1 Quito Park more accessible to all those
wanting to use the facilities, staff is recommending a
reservation for a fee policy.
Recommendation:
It is recommended that the Commission approve this proposal.
Parks & Recreation Commission Memo
June 28, 1993
Page 2
D. Adopt-A-Park Program Proposal
With the budget restrictions imposed upon the City, it will
be necessary to solicit volunteers to assist in the
maintenance and care of our parks and landscaped areas.
Recommendation:
It is recommended that the Commission approve this proposal.
IV. COMMISSION AND STAFF REPORTS
A. Monthly Report on Council Meetinas
The member attending the previous month's council meetings
should be prepared to give a brief presentation to the other
Commissioners.
B. Recreation Department Status Re ort
Joan Pisani will update the Commission on the status of
recent Recreation Department activities.
C. Status of Hakone Irriaation System Installation
Bob Rizzo will update the Commissioners.
D. City Budget and Its Effect on Parks
Dan Trinidad will report and discuss this
topic with the Commission.
V. COMMUNICATIONS
A. Helen Stanley Memo - Hakone Gardens
The attached memo was sent to the City and to the Hakone
Foundation. It has been responded to by Don Miller.
Please let Marlene know if you will be un o ttend this meeting.
(867-3438)
Dan Trinidad
Secretary
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HAKONE BONSAI GARDEN
MASTER PLAN
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Peter D. Lockhart
Landscape Architect
California License ~ 1784
Jamcs B. Ran9oha~ Consultant
Landscape. Architect-CA. Lic. N1820
MASTER PLAN- HAKONE BONSAI GARDEN
What the Master Plan is:
This master plan provides a desisgn framework for the Bonsai Garden addition
to the Hakone Gardens. The design is intended to incorporate the Bonsai
Garden into the existing master plan of the garden. It specifies the building
locations, circulation walks, display benches and stands, seating benches for
the public, fences, gates and work areas required to maintain the bonsai.
This plan includes some preliminary cost estimates. These-costs will be refined
after the working drawings and specifications are completed for the entire
Bonsai Garden.
What the Master Plan Proposes:
This proposed garden is in no way to disturb the existing beauty of the garden,
but is to add another dimension for the public education and enjoyment. The
major improvements will include the following:
1. A secure section to protect the valuable bonsai which will .include a solid
Japanese fence and gates.
2. A dry waterfall, stream and pond, which in addition to adding
asthetics to the garden will also act as a drainage system.
3~. Sketches of display benches, display stands and benches for .
.public seating to enjoy viewing~the bonsai. Sketches of fences ~to be
done later after consultation with Japanese Landscape Architects.
4. A list of proposed trees; shrubs and ground covers fo be installed.
5. The circulation plan showing the gravel paths, which will match the
existing paths in the garden. These will be wide enough and solid
enough. for use by the handicapped.
6. While neither the security system or the irrigation system are shown on
the master plan, both are to be included in the working drawings. The
irrigation system shall be fully automatic and mostly drip or drip spray
variety.
Phasing:
The first requirement will be the removal of the existing asphaltic concrete and
after that the minor grading. Once this is accomplished the rest of the work can
procede with the planting to be the last item accomplished.
Soils and Geology:
The prior studies that were used by the Hakone Garden master plan as pre-
pared Kikuchi and Associates are su#ficient for the purposes of the Bonsai
Garden addition to the Hakone Gardens.
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PRELIMINARY COST ESTIMATES
The cost estimates on the following page are preliminary. As the
working drawings are finished and the amount of work to be
accomplished is determined, a more exact cost will be determined.
These cost estimates do not include 1) the removal of the existing
asphaltic concrete and the rough grading which Golden State Bonsai
Association has been told that this will be accomplished by either
the City of Saratoga or the Hakone Garden Association. 2) Any
repairs to the barn which will be used as indoor storage of tools and
some work on the bonsai, themselves.
The costs, as shown, were derived in consultation with landscape
contractors in the area. The costs will be less as a good portion of
the work will be done by members of Golden State-Nort~h,~ many of
- whom are contractor& and gardeners.' At this time, there is no way of
determining just how much will be done by. the members, and just
how much materials will bedonated.
PRELIMINARY COST ESTIMATES**
CARPENTRY
Solid Wood Fence(service area) 110 l.f. 2,200
Japanese Fence 390 1. f. 17,500
Gates Sea. 2,000
Planter Benches 1201.f. 4,800
Sitting Benches 301.f. 1,500
Bonsai Display Posts 20 ea. 400
28,400
LANDSCAPE CONSTRUCTION
Irrigation 5,000
Soil Preparation 5,000
Fine Grading 2,500
Drainage 4,000
Plants and Planting 15,000
Boulders 30 tons 4,500
Security 10,000
. 5' Wide Gravel Path & Sitting Areas 2,250 s.f. 7,200
. ~ ~ 53,200
SUB-TOTAL 81,600
CONTINGENCY 10°r6* 8,100
TOTAL 89,700
*. Includes $5,000 for asphaltic concrete removal and .rough grading
in the event the -City of Saratoga or the Hakone .Foundation do not
perform this function.
** Revised June 2, 1993
*** No estimate is given for the electronic security system as the
plan has not been devised as of this time.
SUGGESTED LIST OF .PLANTS FOR GSBF-NORTH BONSAI GARDEN
TREES
Acer Palmatum Japanese Maple
Pinus Thunbergii Japanese Black Pine
Prunus Serrulata 'Kwanzan' Japaanese Flowering Cherry-Kanzan
Chamaecyparis Ubtusa Hinoki False Cyparis
SHRUBS
Southern Indica Azaleas
Satsuki Azaleas
Ilex Cornuta 'Dazzle'
Nandina Domestica
Berberis Thunbergi
Pinus Mugo Mugo
Mahonia Aquifolium
Woodwardia Fimbriata
Polystichum Setosum
GRUUND COVIItS
A juga Reptans Purpurea
Ophiopogon Japonicus
Cotoneaster 'Lowfast'
Sun Azaleas
Japanese Azaleas
Chinese Bsush Holly
Heavenly Bamboo
Japanese Barberry
Muhgo Pine
Oregon Grape
Giant Chain Fern
Japanese Lace Fern
Carpet Bugle
Mondo Grass
"also common name"
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M E M O R A N D U M
T0: PARKS & RECREATION COMMISSION
FROM: Bob Rizzo
DATE:
June 3, 1993
Karen Anderson
Ann Marie Burger
Willem Kohler
Victor Monia
Karen Tucker
SUBJECT: WILDWOOD PARK RENTALS - WEEKEND STAFFING
The purpose of this memo is to inform you of the Maintenance
Department's new policy for weekend staffing at Wildwood Park.
Currently, when this site is rented on a weekend with back-to-back
large groups of 150 or more, overtime hours are assigned .for
general cleanup on Sunday mornings. This function includes
cleaning of the restrooms and trash collection. To reduce this
overtime cost, staff is proposing a new policy (see attached)
starting on July 1, 1993. The new policy will invite the users to
clean the restrooms and collect trash in the event they need
attention.
Last year, it was necessary to schedule overtime at least once per
month throughout the summer to clean up from large back-to-back
group rentals. Staff overtime was also assigned to larger events
such as the Arts & Wine Festival and the Blossom Festival. This
new policy will be a major change for these groups as they will now
be responsible for cleaning and trash collection during their
event.
If you have any questions or concerns, please contact me.
c/ Dan Trinidad
Attachment
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COUNCIL MEMBERS:
Printed on recycled paper.
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n~~~ ~ 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 867-3438
~~~~~~~~~ COUNCIL MEMBERS:
Karen Anderson
Ann Marie Burger
Willem Kohler
Victor Monia
Karen Tucker
Due to reductions in the Parks Maintenance budget for Fiscal Year
1993/94, all overtime work is now designated for emergency
situations only. Staffing of Wildwood Park by park personnel for
large group events has been eliminated.
In order to maintain the current park rental fee structure, the
City is requesting that each user group clean and maintain the
restrooms and collect trash at this parksite during their scheduled
event. Cleaning materials and trash can liners for your use are
kept in the locked storage room in the restroom facility. Please
place the full plastic bags behind the restroom facility for
collection by the parks staff on the following scheduled work day.
The rental fee provides for the reservation process and does not
cover personnel, maintenance or supplies. Thank you for your
cooperation and for assisting the City of Saratoga in maintaining
the current park rental fee structure.
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Printed on recycled paper.
R E P O R T
T0: Parks & Recreation Commission
FROM: Bob Rizzo ~'
DATE: June 3, 1993
SUBJECT: RESERVATION AND USE POLICY - EL QUITO PARK
RECOMMENDED MOTION:
The Parks and Recreation Commission should approve a reservation
and use policy for the E1 Quito Park picnic area.
REPORT SUMMARY:
Staff has been approached by a number of residents requesting that
the City establish a Reservation and Use Policy for the E1 Quito
Park picnic area. This small picnic area includes three tables and
a large barbecue and can accommodate groups of up to 24 people.
Presently, this area is on a first-come, first-service basis.
Staff recommends that this group area be available for reservations
on Saturdays and Sundays only. This new policy will not interfere
with any scheduled City Recreation Department programs such as
summer camps.
The proposed Reservation and Use Policy is as follows:
1) A reservation will secure the group picnic area only, which
includes three picnic tables and the large barbecue.
2) The group picnic area provides seating for up to 24 people.
3) No reservation will be accepted for Legal Holidays or special
community activity days.
4) Groups of minors must be supervised by one adult per twenty
minor children.
5) It is to be noted that the park is still open to the public.
A reservation is allowed for the group picnic area, but it
does not intend or mean exclusive use of the park.
REPORT - EL QUITO PARK RESERVATION & USE POLICY
PAGE 2
JUNE 3, 1993
6) No amplified sound will be allowed.
7) There is no parking allowed inside the park.
4
8) The City of Saratoga is in compliance with the Americans with
Disabilities Act and will make reasonable accomodations to
ensure that facilities, programs and services are accessible
to disabled individuals. Please contact the Parks
Superintendent to request accommodations.
Use of Alcoholic Beverages
Picnickers may bring and drink beer or wine, so long as they
conduct themselves in a orderly manner. No alcohol may be sold in
this park.
Fees
Reservations may be made up to one year in advance and on a first-
come, first-served basis. The individual reserving the area shall
be responsible for the cost of repair of any damage to that area
occurring during their use. The Parks Department may require that
an additional damage deposit be paid by any group or individual for
any function.
The entire rental fee is due with the signed application form.
Residents - $25.00
Non-residents - $40.00
Fund-raising events are not permitted at this park site.
Only one group rental reservation will be accepted for each
Saturday and Sunday. The Parks Department does not schedule staff
to work weekends, therefore, user groups are requested to clean and
collect trash after their event.
The fee collected is only to reserve the area. Staff cannot
guarantee the condition of this site and the user may have to clean
the site before use.
Reservations will be accepted at the City of Saratoga Corporation
Yard Office at 19700 Allendale Avenue, Monday through Friday, 7:30
to 12:OOpm or 12:30 to 4:OOpm.
REPORT - EL QUITO PARK RESERVATION & USE POLICY
PAGE 3
JUNE 3, 1993
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FISCAL IMPACTS:
Staff is estimating a small increase in the Park rental fees over
this next fiscal year. The total amount of fees collected will be
determined by the total number of reservations. Based upon recent
citizen requests for reservations, staff estimates approximately
two per month. Fees collected could be between $350 to $700.
FOLLOW-UP ACTIONS:
After approval by the Parks and Recreation Commission, this
reservation and use policy will be submitted for City Council
review and approval.
CONSEQUENCES OF NOT ACTING ON THE RECOMMENDED MOTIONS:
The consequences of not acting on staff's recommendation would mean
a continuation of the current policy of first-come, first-served
for the small picnic area at E1 Quito Park. The current policy is
claimed to be unfair by certain residents of the City of Saratoga.
R E P O R T
TO: Parks ~ Recreation Commission
FROM: Bob Rizzo
DATE: June 7, 1993
SUBJECT: ADOPT-A-PARK PROGRAM
RECOMMENDED MOTION:
The Parks and Recreation Commission should approve the Adopt-A-Park Program.
REPORT
Adopt-A-Park is a volunteer fun and valuable program to improve and develop
pride in the City's parks and landscape system. This program encourages
community involvement through active particpation in the maintenance and
improvement of the City's parks and landscaped areas. Adopt-A-Park is
designed to encourage residents, community organizations and businesses to
become directly involved in the maintenance and care of the City's parks
system and prominently recognizes them for their efforts.
The purpose of this program is to have every one of Saratoga's ten parks and
three facility landscape areas adopted by community organizations and
individuals.
Through participation in the Adopt-A-Park program, community organizations
and individuals can enrich themselves and greatly assist the community by
taking an active role in the maintenance and care of Saratoga's park and
landscape system. Adopting a park or landscape area can take many forms and
maintenance functions:
1) Providing presence in the park to look out for vandalism and maintenance
problems and reporting these concerns to the City.
2) Providing maintenance assistance in the form of general park clean-up,
litter collection, painting, planting, weeding and general care of the
landscape.
3) Providing monetary assistance for park enhancement and maintenance.
ADOPT-A-PARK - PAGE 2
The entire community is eligible, including service clubs, community groups,
fraternal organizations, schools, neighborhood groups, church groups, clubs,
youth groups, local businesses and individuals.
The City will recognize adopting groups or individuals by sending out news
releases announcing the adoption of the park and will inform the community of
the group's activities in the adopted park. Information regarding adopted
parks will also appear in "The Saratogan", the City government newspaper that
is mailed to every resident in Saratoga. Also, all participants will be
recognized with a Certificate of Appreciation by the City Council.
HOW TO APPLY
Any group or individual who wants to adopt a park or landscape area must
submit an application to the City of Saratoga Volunteer Coordinator. The
Volunteer Coordinator and a representative of the Parks Maintenance Division
will meet with the group or individuals to develop an adoption plan which
includes the maintenance activities in the park. An agreement will be
formulated between the City and the volunteer group for the period of at
least one year which could be extended by mutual consent between the City and
the volunteers. This agreement will list the responsibilities and comments
between the group and/or individuals and the City of Saratoga. Volunteers
will be required to keep a written record of activities and time spent at
each adopted site. If a park or landscape area is already adopted, a group
or individual waiting to adopt that site will have the option of being placed
on a waiting list.
Applications may be obtained from the City of Saratoga Community Center,
Volunteer Coordinator Office at 19655 Allendale Avenue, Saratoga, California
95070, or call 867-3438, extension 252.
SARATOGA PARKS AVAILABLE FOR ADOPTION
Beauchamps Park, Beauchamps Lane
Brookglen Park, 12734 Brookglen Drive
Congress Springs Park, 12970 Glen Brae Drive
E1 Quito Park, 12855 Paseo Presada
Foothill Park, 20654 Seaton Avenue
Gardiner Park, 19085 Portos Drive
Kevin Moran Park, 12415 Scully Avenue
Ravenwood Park, Ravenwood Drive
Wildwood Park, 20764 Fourth Street
LANDSCAPE AREAS AVAILABLE FOR ADOPTION
Historical Park, 20460 Saratoga-Los Gatos Road
Civic Center, 13777 Fruitvale Avenue
Community Center, 19655 Allendale Avenue
Warner Hutton House, 13777A Fruitvale Avenue
CJ Carrie Deane
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13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 867-343$
COUNCIL MEMBERS:
May 24, 1993
Ms. Helen Stanley
12655 Paseo Flores
Saratoga, California 95070
Dear Ms. Stanley:
Karen Anderson
Ann Marie Burger
Willem Kohler
Victor Monia
Karen Tucker
I have received your letter of May 19 and would like to thank you
for your interest in Hakone Gardens.
I have transmitted a copy of your letter to the Parks and
Recreation Commission to be placed on the agenda for one of their
upcoming meetings. I have also sent copies to the City Manager and
the Hakone Foundation.
You will be notified in advance of the Parks and Recreation
Commission mee ng at ich your letter will be discussed.
Sincerel ,
Dan rinida
Director of Maintenance
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c/ Harry Peacock, City Manager
Hakone Foundation
12655 T'aseo Flores
Saratoga, Ca. 95070
May 19, 1993
City of Saratoga
Dept. of Parks and Recreation
13777 Fruitvale Ave.
Saratoga, Ca. 95070-0324
Attn: Mr. Dan Trinidad
Dear 14ir. Trinidad:
On May 14 I spoke with you on the phone concerning the funding a,nd
the maintenance of Saratoga's Parks.
Thru the years I have enjoyed Hakone Gardens. It is a beautiful
garden.
Recently I visited Hakone Gardens. I wish to state that since this
is a. City Park I am opposed to a shrine being placed in our park.
Also, a. few years ago I was at Hakone viewing the Kizuna-En: where
the stones are placed to represent Saratoga and Muko. ti°Te ~rere
informed that one of the stone images at the foot of that area was
"the Fire god" - I think a.ny such false god should. be removed.
Sincerely,
;~ a ~~~ti
May 26, 1993
Helen Stanley
12655 Paseo Flores
Saratoga, California 95070
Dear Ms. Stanley:
Thank you for your letter. I am pleased that you appreciate our unique and tranquil
Hakone Gardens. Those who put in many volunteer hours to raise funds for, to
preserve and improve our gazdens, treasure those who cherish them and especially
those who contribute. Frankly, managing them is a struggle and I am sure that we
cannot please everyone.
As a public garden we must be open to all religions. It is this feature that attracts
some of the weddings that provide support and the funds to pay the interest to the
City of Saratoga. The elements that you cite aze, in a Japanese Garden, considered
artistic elements. They aze not included as representations of a pazticulaz religion.
Every Japanese garden I know has elements that reflect Shinto and Buddhist
religions but which are included for authenticity as aze rocks and lanterns. For
example, the Huntington Japanese Garden has a statue of Buddha, the Hannah
Carter Garden at UCLA includes a scale model of a shrine, etc. The proposed
shrine for Hakone will be a scale model of the Muko (our Sister City) shrine. It is
included in the Master Plan developed by our mentor and architect Kiyoshi Yasui.
It may or may not ever be erected. When, and if it comes it will be a gift from our
Sister City. If included it will be an artistic element high on a hill, symbolizing the
friendship between our two communities. We did remove the Tori Gate at the
entrance both because it was a danger and because we felt, as an entrance, it
projected an image of a pazticulaz religion. The course we have to steer is rocky
and not easy, but we are mindful of the pros and cons and are committed to
maintaining the authenticity of our Japanese garden.
Again, thank you for your opinion and comments.
Sincerely,
Donald B. Miller
President, Boazd of Trustees
12655 P~.seo Flores
:ia.ra.tOFL'J,, 1: 0.. 95070
gay 19,193
Ha'cone Foundation
I'.0. Box 2324
Sar~.to-a., Ca.. 95070-03--'4
:1ttn: ~+tr. Don ?~:tiller, Chairr~a.n
'Phru t?ie years 1. have enjoyed iia.kone Gardens. It. is a. beautiful
harder: .
Recently 1 visited Hakone Gardens. 1 wish to state that since this
is a City ,~a.rk I a,m opposed. to a shrine being placed in our park.
Also, ~ti few ye,,.rs ago I wa.s at. IIakone viewing- the hizuna-Ln ;
where the scones are placed to represent oara.tofja and iuko. ';~e were
informc:•c ths.t one of the stone im2.~es s. t. the foot of 1:hat. area v;as
"the ''ire ~-od" - I think any such false F<od should be removed.
Sincerely,
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