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HomeMy WebLinkAbout09-22-1975 Parks and Recreation Commission Minutesr ~ • • SARATOGA PARKS AND RECREATION COMMISSION MINUTES 71ME: MONDAY, SEPTEMBER 22, 1975 - 7:30 P.M. PLACE: SARATOGA COMMUNITY CENTER MEETING ROOM, 19655 ALLENDALE AVENUE, SARATOGA, CA. TYPE: REGULAR 1. ORGANIZATION A. ROLL CALL PRESENT: Commissioners Buchan, Carlson, Flora, Konrad and Schaefer. ASSENT: Commissioners Gordon and Terry. OTHERS PRESENT: Roy Swanson, Park Foreman; Tanso Ishihara, Hakone Garden. Oriental Garden Specialist; and Rich Tominaga, student. B. MINUTES The minutes of the September 8, 1975 meeting were approved as corrected. 11. OLD BUSINESS A. FOOTHILL PARK DEVELOPMENT COST ESTIMATES • The Secretary included in the Commission's packet the Master Plan report and cost FOOTHILL PARK estimates of Foothill Park, prepared by the architectuai firm of Arutunian/Kinney DEVELOPMENT Associates. COST ESTIMATES Mr. Swanson presented the Commission with a cost comparison that showed a savings of $14,000 and explained the difference. Demolition was reduced $1,000 because the City can rerta ve the trees and possibly do the rough grading. Commissioner Buchan questioned whether any of the trees could be utilized, Mr. Swanson reported the trees are all fruit trees and will not survive in a turf area because of too much water. The soil preparation figure was eliminated completely as this would be included in the seeding and ground cover. Hydro seeding eliminated also because the soil preparation and seeding done as a unit of one. The ground cover reduced in half, providing the City buys the plants and does the planting. The irrigation figure cut by $8,000, In checking with R. V. Cloud Co., Mr, Swanson was quoted $6,000 for turf system irrigation which would include heads, electric valves, controller and installation. This was figured at 35G a square foot. On the 15 gallon and 5 gallon trees the cost estimate was too high, where on the shrubs the figure is too low, so these figures were adjusted accordingly. The cost estimates of the lighting and play structure were left as is. Mr. Swanson questioned the estimate on the finished grading, because normally it is included with the seeding and ground cover preparation, The Secretary stated that most architects now figure $1.00 a square foot for development, and since there are no construction drawings, the architect does not know the exact footage of various materials, and must come in with a high estimate Chairman Carlson stated if the City went ahead unilaterally, after receipt of the architect's plans, this project could end by costing about $35,000, including plans and total development, The Secretary felt this could be done, and that this amount would be less than planned in the Capital Improvement Program. ~~'' ~~~,.~ p-~u~ (~E (U~~a1~ '';"L. x'\,11 ~.~i~'r.`VwPFb- GU1.iST~ -1- PARKS l; RECREATION ~MISSIDN - MINUTES - SEPTEMBER 22, 19 continued y The Secretary reported she had a meeting with 3 members of the Foothill Family- Faculty Club and was brought up to date on the Club's status. The Foothill Family Faculty Club has already paid the architect $3,100, $375 paid to have the access road moved, they have $2,500 in a bank account, for a total of nearly $6,000 already raised by the Club. The School District has hired Dr. Stier on a con- sulting basis to do State and Federal grant applications applying for funds for the outdoor education area. The District Board of Trustees have supported every- thing the Foothill Family-Faculty Club has done and is doing, along with Foothill School Principal Dennis Paldi, and Dr. Glen McNicholas the Superintendent. There is a Frank Stearn memorial fund that is to be used for the outdoor education area. The School District through Dr. McNicholas has stated they will maintain the school area, and $4,800 has been allocated to the Foothill Family-Faculty Club for the drainage of the area. Jerry Lohr, owner of Saratoga Foothills Development Corporation has informed Foothill Family-Faculty Club that he will buy all materials wholesale for them, loan them equipment, and help in anyway possible at no cost . There are some people in the School District who are working with the Army Corp of Engineers to do all the staking and grading of the school and City property. Also, the President of Ferry-Morse Seed Company lives in the Foothill area and he wilt be approached regarding donation of seed for the entire area. Mr. Henry Clark, Maintenance Superintendent of the School District, is in favor of the project and planning on assisting wherever possible. Many individuals have volunteered their assistance. Frank Ousley, an engineer in the area has volunteered to work on sprinkler systems in any areas he can. Originally, the Foothill Family-Faculty Club wanted the play structure first, then they began leaning toward smaller projects, and now realize the importance of doing the grading and turfing first. The Secretary stated that if the Foothill Family-Faculty Club can get slot of the work and materials at no charge, then possibly the City can put together a Joint Powers Agreement with the School Dis- . trict and help with the sprinkler system and other trade-offs. Commissioner Konrad questioned the parking situation in connection with the ball diamond and open field area. This could be a potential problem because of the distance and adequate parking. The Secretary stated if the Army Corp of Engineers does the work and City staff helps in this project, this amount is deducted from the architect's contract. The City's agreement states the architect's fee shall not exceed $8,000. The agreement consists of four phases: Phase A - Master Plan concept; Phase B and C - construction and working drawings, complete cost estimates and information for bid process (specs); and Phase D - construction inspection. The Secretary stated she was interested in talking to Dr. McNicholas regarding what should be included in a Joint Powers Agreement. Once the entire area has been developed it might be best for the City to may the School District for the maintenance of the City's portion, since it is as small area. Possibly a mutual account set up between the City and School Oistr'ict so that trade-offs can be made between work performed and materials purchae~ed. It was the consensus of the Commission that work: :should progress toward co- development and the Commission would be interested in making reasonable value trade-offs with the School District and Foothill: IFamily-Faculty Club. Iii. NEW BUSINESS A. RECOMMENDATION TO CITY COUNCIL RE: CONTINUATION (C)FF ARCHITECTS CONTRACT FOR FOOTHILL PARK RECOMMENDATION TO Commissioner Buchan moved that a recommendation bxe sent to City Council from the COUNCIL RE: ARCHI- Commission, recommending continuation of the corr.K!ract for Foothill Park with the TECTS CONTRACT - firm of Arutunian/Kinney Associates. Commissiorn 'Schaefer seconded the motion, FOOTHILL PARK and it was passed unanimously. -2- ~ PARKS E RECREATION COFIMISSiON - MINUTES - SEPTEMBER 22 ,. 19~7~ continued • B. ESTABLISH DATES FOR COMMISSION TOUR OF TRAILS Commissioner Schaefer stated the Trails and Pathways Task Force had not met since DATES FOR COMMI- the last Commission meeting, but the Commission tould go ahead and set some dates SSION TOUR OF and she would O.K. them with the Task Force. TRAILS November 1st was set as the first tour at 8:15 a,m. Some trails would be done by car. November 15th was tentatively set for the second tour, however the Secretary would not be able to attend, because of a previous committment on this date. C. EL QUITO PARK DEVELOPMENT SCHEDULE The Secretary reviewed with the Commission the development schedule for E1 Quito EL QUITO PARK Park that was issued for the CDA funds. The final Notice of Completion on the DEVELOPMENT park is scheduled for November 1, 1976. SCHEDULE The Secretary reported a schedule would be done on Foothill Park also, as it is a good guide to go by, An architect for E1 Quito Park may not have to be hired, if the City may have the required expertise. A certain portion may have to go out to contract only. This is being investigated cost-wise and time-wise. Possibly by the October 6 Commi- ssion meeting, Randy Anderson of Planning would be able to give more input on this IV. COMMITTEE AND STAFF REPORTS A. COMMITTEE REPORTS - None 6. STAFF REPORTS 1) RE: HAKONE GARDENS The Secretary reported that Tanso Ishihara, Oriental Garden Specialist at Hakone Gardens, will be visiting Japan in October and attended the Commission • meeting to speak to the Commissioner's regarding his visit. Mr. Ishihara reported that he would be visiting with Dr. Nakamura and Mr. Yasuki, both of whom are assisting with the future design of Hakone. What he needed was a letter from the City giving him permission to speak with them on behalf of the City regarding plans for Hakone Gardens. Mr. Ishihara stated there are no architectual plans for any of the buildings at Hakone, but if a plan could be drawn of the lower house it would be very advantageous to take with him, as Or. Nakamura has been doing drawings by memory only. Commissioner Schaefer suggested calling Stanford University, as this might be a good project for an architectual student to do a thesis on. The Secre- tary stated this was a good idea except for the time factor involved. Commissioner Schaefer suggested contacting Jean Woodward as she is involved in the foreign exchange student program, and possibly starting a brotherhood program where the City could have a student with Japanese architectual experi- ence work at Hakone on an exchange program_ Chairman Carlson stated that for the first iiave the City has committed funds in the Capital Improvement Program for Hakone and this should be pointed out to Dr. Nakamura and Mr. Yasuki. The City recognizes the value of Hakone and is ready to start work. If a drawing can be done, it would be beneficial for Tanso to take to Japan and get some expert Qpenions and suggestions. The Secretary reported that the City has a Design Draftsman who would possibly be able to do an architectual drawing of the lower house, but it depends on his time schedule. Even if the drawing could be sent to Tanso while in Japan, It would be beneficial. Chairman Carlson suggested that the City Manager write a letter of introduc- tion for Tanso Ishihara and possibly send a small gift for the Mayor of Kyoto. Also that Tanso investigate the idea of .a brother or sister garden while in Japan and bring this information back to the Commission to implement. Possi- bly this idea could tie in with the people exe.hange program to help each City. -3- PARKS ~ RECREATION ~M{$SIDN - MINUTES - SEPTEMBER 22, 1875 - continued The Secretary stated she would speak to the Director of Planning on a drawing being done, and see that a letter is drafted by the City Manager for Tanso Ishihara to take to Japan. 2) RE: 1975-78 CAPITAL IMPROVEMENT PROGRAM The Secretary reported that the City's Capital Improvement Program has been adopted, mainly for 1975-76, and reviewed some or' the approved projects. 3) RE: DUTCN ELM DISEASE The Secretary reported that the City has not received the results of the test taken on the suspect tree by the State Agriculture Department. 4) RE: VILLAGE BEAUTIFICATION Commissioner Schaefer asked if the Commission had anything to do with the Village Beautification project. The Secretary stated no, except for plant advise given by Roy Swanson. Commissioner Schaefer had a question regarding some walnut trees in the village area and was directed to see Rob Meyers in the Planning Department. 5) RE: MIDPENINSULA REGIONAL PARK OlSTR1CT Commissioner Konrad asked if any Commissioner's had attended the Park District meeting on Friday, September 1g. No one attended, but the Secretary reported the Fremont open space had been purchased and the meeting was to decide on land use.. The Secretary suggested having Kay Duffy of the Park District attend a Commission meeting and report on the District's projects. The Commission agreed. V. COMMUNICATIONS A. SARATOGA ROTARY CLUB - COMMUNITY PROJECT DONATION The Secretary distributed to the Commission a letter from the Saratoga Rotary Club donating $1,500 for the purchase of picnic tables and trash cans. Commissioner Buchan suggested the Commission send a letter to the Rotary Club thanking them for the donation. VI. ADJOURNMENT There being no further business before the Commission, the meeting adjourned at 9:50 p.m. Respectfully submitted, /,. ~..~ Barbara Sampson, Secretary BS:bh • -4- ,, ,: ,_< .~~ -~ r' z, rpR 1 CS'I' OF SARATOG~ 13777 FRUITVALE AVENUE - SARATOGA, CALIFORNIA 95070 (4081 867-3438 ~~~~~3~~Dt~1~ TO: Parks ~ Recreation Commission FROM: Barbara Sampson SUBJECT: September 22 Agenda DATE. September 18, 1975 We now have an approved 1975-76 Capital Improvement Program as of the September 17th City Council meeting. This includes the parks program as proposed to Council and the Commission's main priorities of Congress Springs Park acquisition, Foothill development, and Hakone improvements. Architect Ken Arutunian has completed the cost estimates for Foothill • Park development. I have enclosed the report which he submitted. The figures are higher than I would have anticipated, and it is difficult for me to accept the increase. But, I must also point out that we have not considered park development costs since prior to development of Brookglen, which was almost 18 months ago. The inflation factor the last 18 months has been severe. I would suggest that the Commission recommend to City Council the continuation of the contract with Arutunian/ Kinney Associates so that work on Phases B, C, and D may be initiated. This includes construction drawings, final estimates, bid process, and construction inspection. This should be sent to the City Council at their October 1st meeting. We will consider tour dates to review trails and I will review with you the anticipated development schedule for El Quito Park. ~ , It is my understanding that the City's Oriental Garden Specialist, Tanso Ishihara, wilt be traveling to his home in Japan before the end of the year. He would like to obtain the Commission's feelings regarding con- tacting Dr. Nakamura about the Hakone Plans. Tanso will be present at the meeting on Monday. If we have a report from the State Agricultural Department regarding the Dutch Elm Disease, it will be brought to you. On September 10th samples of one (1) tree were sent for lab tests as suspect as having D.E.D. Although not specifically mentioned on the agenda, I have enclosed for you a copy of a news article from the San Jose Mercury News last week. regarding the architectual firm of Royston, Hanamoto, Beck and Abey. The contents of this article may be of interest to this Commission, and it may be necessary for you to take this kind of item into consideration prior to selecting an architect for E1 Quito Park. Barbara Sampson, Secretary ®: