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06-28-1993 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 mt ,~, ~. ',, HAKONE BONSAI GARDEN MASTER PLAN ~. ~~ 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. `' ,:: . CX. MAIM WTC w M Rn 1M1 R aI4 We 1JpQ /OQ n~rt ~ rrMr 1'J - ~ O ~...-~ X..r~.~~. o. ~.. Xoan M / / .~ R YR ~ O ~ ~ , 4V MR p ~~ ,~ ..~ . -- a nn. n. ~- ~~ ~XUr wrt O ~ ~X. M~ \ ~..,,« 11RCA \ [x. WM ~ N>t- . n .~ r.w. . av aie Ex A.C. PARKING v~u T2 o} as IV 5s~~; G~ ui J n si XA• 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" /"~ ST~A N I~ S NSAI I?ISpLD~Y ~~ `•, ~ -~R u N K -- ~ { ~a (~ (. r ~~a~ \\~ ;:"' ~. I~JON SCI i 5 ~~A~r -- - a-zK _ _2x~ ~O .i !ex(c ~N C I-E o ~~ O V n~~a ~ 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 867-3438 `~Q~~~ o ° ~4~ 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 mt COUNCIL MEMBERS: Printed on recycled paper. o~ ~ C~B~4 04 ~L~ ° BOO C~~ 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. mt 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 ----------------------------------------------------------------- ----------------------------------------------------------------- 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 ~ D ~~ ~4 • ~~ .~ ~ 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 mt 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, ~~ , / I .. ~C%c ~~'v