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HomeMy WebLinkAbout03-17-1975 Parks and Recreation Commission Minutesn U r • SARATOGA PARKS AND RECREATION COMMISSION MINUTES TIME: MONDAY, MARCH 17, 1915 - 7:30 P.M. PLACE: CRISP MEMORIAL CONFERENCE ROOM, SARATOGA CITY OFFICES 13777 FRUITVALE AVENUE, SARATOGA, CALIFORNIA 95070 TYPE: REGULAR MEETING I. ORGANIZATION A. ROLL CALL. PRESENT: Commissioners Carlson, Clawson, Gordon, Rose and Terry. ABSENT: Commissioner Buchanan. OTHERS PF;ESENT: Mr. James Burian and Mr. Roy Swanson, Park Foreman. B. MINUTES The minutes of the February 18, 1975 meeting and March 3, 1975 study session were approved as corrected. • II. OLD BUSINESS A. EL QUITO PARK PROCESS FOR REVISION OF MASTER PLAN The Seere:tary reported that the best way for the Commission to go about re- EL QUITO PROCESS vising ttre Master Plan would be to hjre an architect to prepare plans for FOR REVISION OF additional development, taking into consideration the type of facility the MASTER PLAN City can afford at today's costs and the proper placement of additions. The total project is above the level of City staff and the Commission must have working drawings. The Director of Planning has recommended that the architect's fee be paid out of the $>5,000 from the Community Development funds, as this is a legal expendi• ture. Ttie Secretary suggested the Commission adding an amendment to the pro- gram than: a certain amount of money of the $55,000 be allocated to pay the architect's fee. Commissioner Carlson questioned whether there was not someone working for the City with the expertise to recreate the original plan to make working drawings. Roy Swam>on suggested having a student enrolled in Park Management at West Valley College attempt this. Commissioner Clawson questioned whether a student could do a plan such as this, and one that could be read, especially to be done . in such ,3 short period of time. • The Secr~:tary mentioned there are certain Federal rules and regulations that the Commission is going to have to comply with in regards to bids, contracts, etc. - Commissioner Clawson questioned what Jack Buktenica's fee was for Brookglen Park. Tl~e Secretary stated 17.4°6. The Master Design is a concept which the architect works on, and the labor part of it is making the working drawings. Commissioner Carlson though it would be worthwhile checking with West Valley College, however, on, their Park Management course. Commissioner Rose also suggested San Jose State fora more advanced student, possibly as a graduate project. The Secretary stated again this would only give the student 4 months, as the Community Development Funds could be here as soon as July, 1975. The Commission agreed that some architect's should be interviewed and question- ed as to what their fee would be for slight revisions and construction drawings Commissioner Gordon questioned whether another survey would have to be taken. The Secretary stated this was a possibility to get the residents ideas for the area. The Secretary reported that the architect's total fee includes design and preparation of working drawings, attendance of public meetings, time to commun- icate with staff, architectual inspections during construction, and final in- spections. PARKS AND RECREATION COMMISSION - MINUTES - MARCH 17, 1975 - continued The Secretary stated she would like to see some well prepared design and • working drawings, and from there see what can be done on a volunteer basis, in order to get the most from our money and what the Commission really wants in E1 Quito Park. Commissioner Carlson made a motion that the Commission hire an architect to prepare plans for the area to be developed in accordance with a modified Master Plan of E1 Quito Park, and build as funds are available. Commissioner Gordon seconded the motion, and it was passed unanimously. Roy Swanson. stated that in the development stage of the park, West Valley College students might be a good idea, as the college has asked him several times if there were any projects they could participate in. The Commission asked Mr. Swanson to investigate• this. The Secretary questioned the Commission as to what architect's they would like to consider. Jack Buktenica and Ken Arutunian were suggested. The Secretary stated she would talk to both architect's, and if she felt the Commission's need to assist with the interviews she would ask them. B. RECOMMENDATION OF HAKONE GARDENS REVIEW COMMITTEE The Secretary reported that she spoke with Mr. Otani regarding the City spend- RECOMMENDATION OF ing $8,000 and what most important areas of the garden should be repaired HAKONE GARDENS first. Mr. Otani felt that the combination of some beginning foundation repair REVIEW COMMITTEE on the Upper House and termite work and fumigation should be done first. The cost of termite and pest fumigation for all buildings will cost $2,000. Mr. Otani did state he would do the work on a time and materials basis, and would give the City a good rate and do as much as he could with the amount of money the City can spend. Commissioner Terry stated the Commission has $8,000 and questioned if there was not some way the Commission could get an additional $2,000 to at least get the foundation repair work done, and by that time it would be the next budget year where another $2,000 could be budgeted for the termite and pest fumigation. The Secretary reported that she was not sure the Commission still had the • $8,000 for Hakone Gardens. All Department Heads have been instructed to expend only 90~ of this years budget so it can be transferred into next years budget. A complete financial statement is being prepared as an outlook between now and July, 1976, and will be presented to Council, at which time all Commissioners will receive a copy. Commissioner Rose questioned if there was not some way the Commission could present the Hakone problem to City Council to make them aware how important ~ this project is, and the need for approval. The Secretary suggested the Commission prepare a report to give to Council showing the entire picture. Then take the Capital Improvement Program and how mucfi money is available and establish the Commission's priorities. Commissioner Terry made a motion that the Hakone Gardens Review Committee's • recommendation be rewritten with the recommendation that money be immediately 'spent to repair the foundation of the Upper House and submitted to City Council. Commissioner Clawson seconded the motion, and it was passed unanimously. I11. NEW BUSINESS A. REVIEW OF PROPOSALS FOR 1975'1980 CAPITAL IMPROVEMENT PROGRAM The Secretary and Commission completely reviewed each item on the Capital Im- REVIEW OF PROPOSALS provement Program, with the Secretary explaining each area and its present FOR 1975-19 0 CAPITAL status. IMPROVEMENT PROGRAM Commissioner Carlson suggested that if the $30,000 budgeted for Foothill Park in 1974-75 is available at this time that it be used for repair work at Hakone to try and preserve as much of the garden as possible. The Secretary reported that a portion of the $5,500 in 1974-75 for Argonaut Turf is going to be used to pay for the architect and master design of Foothill Park, as Argonaut School is not going to be able to come up with their half of the money, so the City will not be required to either at this time. The Secretary stated the City Manager has asked staff to submit a priority list • for this years budget and 1975-76 budget. After review, the City Manager will go over the list with the Commission. A figure of $10,000 was projected by the City Manager last year for trails and pathways in the 1975-76 Capital Improvement Program. -2- ~ !~ PARKS ANO RECREATION COMMISSION - MINUTES - MARCH 17, 1975 - continued Commissioner Terry made a motion that a recommendation be sent to the City • Manager stating that all available funds in the 1974-75 Capital Improvement Program be used for immediate repair at Hakone. The first prirn-ity being the foundation and termite control of the Upper House estimated at $10,500, by retaining the $8,500 remaining of the budgeted $9,000 and see if some trade- offs can be made for the other $2,000. The sooner this repair work can be done, the less costly it will be. Also, the main projects for the 1975-76 Program, not in order of priority - Congress Springs Acquisition $40,000; Foothill Development $40,000; Wildwood Watl $15,000; Lutheran Church Acquisi- tion $40,000; and Hakone $30,000, of which an actual total of 550,000 will be requested to complete the repair of Hakone during the next 2 years; this does not include the $10,500 requested from the 1974-75 Program. Commissioner Carlson seconded the motion, and it was passed unanimously. The Secretary stated she would send this recommendation to the City Manager for his review. B. RECOMMENDATION FOR FUNDS TO PAY FOR MASTER PLAN OF FOOTHILL PARK The Secretary reviewed the contract from Ken Arutunian to City Council, and RECOMMENDATION FOR stated the Commission has made the committment for co-development with Foothill FUNDS FOR MASTER Family-faculty Club, but a recommendation is needed to spend funds to hire an PLAN OF FOOTHILL architect. PARK Commissioner Gordon made a motion that $4,000 of the $5,500 budgeted for the Argonaut turf be spent for the payment of an architect to master plan the Foothill Park site. Commissioner Clawson seconded the motion, and it was pass- ed unanimously. Commissioner Carlson was concerned about Foothill Family-Faculty Club funds to actually develop. Commissioner Terry also expressed some concern about the Club backing down later and the City being left with a small one (1) acre park. The Secretary stated that as long as there is a Master Plan, it is to the City's advantage, and right now all the City is committed to is the design of the Master Plan. • tV. COMMITTEE AND STAFF REPORTS A. COMMITTEE REPORTS 1) RE: TRAfLS AND PATHWAYS TASK FORCE .Commissioner Terry reported that the Trails and Pathways Task Force is currently studying the trail from Saratoga Avenue to Quito Road, and have run into their first piece of private property along this trail. 8. STAFF REPORTS 1) RE: BROOKGLEN PARK PLANT DONATIONS The Secretary provided the Commission with a new.up-to-date list of plant donations totaling $397. She stated She would talk with the Park Foreman and select a "pla~5t'in" date, possibly for a Saturday in April. 2) RE: CANTECE551 PROPERTY The Secretary reported that City Council upheld the Cantacessi trail ease- . ment as requested by the Commission. 3) RE: RESOLUTION FOR TOM WILBERDING The Secretary reported that City Council will be approving a resolution commending Tom Wilberding for his service on the Parks and Recreation Commission at their March 19 meeting. The Commissioner's will be notified of the actual date of presentation so that they may attend the meeting. 4) RE: APPOINTMENT OF PARKS ~ RECREATION COMMISSIONER'S The Secretary reported that the Commission application deadline is March 20 and at Least i new Commissioner should be appointed by the April 2 Council meeting. Commissioner Clawson questioned the youth appointments and when they would be made. The Secretary stated she is working on the appointments and would like them to serve 2 year terms. • VI. ADJOURNMENT There being no further business before the Commission, the meeting adjourned at 10:)0 p.m. _ Respectfully submitted, ~ Barbara Sampson,~Secretary -3- --- ,A R %; °;~ ~` °\ ~~~ ~ i1 ~R ~Y OF SARATOG~ 13777 FRUITVALE AVENUE - SARATOGA, CALIFORNIA 95070 1408) 867-3438 ~~Oo ~3~~D~~ TO: Parks and Recreation Commission FROM: Barbara Sampson SUBJECT: March 17 Agenda DATE. March 13, 1975 The proposed Park Bond Issue will definitely go to Council at their March 19 meeting, and it will be suggested by the City Manager that a joint study session be held between the Council and Commission; date to be established. I feel this would be a good idea for it will give the Commission an opportunity to understand Council's thoughts on the matter. The agreement between City and the landscape architect's firm of Arutunian/ • Kinney Associates for the co-development design of Foothill School and Park will also be sent to Council for their March 19 meeting. I will review the cost factor with you at the meeting. In regards to El Quito Park development, I would suggest that the Commission plan on using some of the Community Development Funds for architects fee. The Director of Planning feels this expense is allowed, for although we have a Master Plan, we do not have any working construction drawings. He is going to check further into this for the Commission, pending final approval of the City's request. This of course will reduce the monies that can be_used for actual development, but the funds may not be available otherwise. After much thought about the matter, it is my recommendation to the Commission that a landscape architect be hired, prepare plans for additional development of E1 Quito, taking into consideration the type of facility we can afford at today's costs and the proper placement of additions. I really feel the scope of the total project is above the level of City staff and we will have to have working drawings prepared by a professional. If the Commission decides to go in this direction, then we must consider a second interest survey of the area, as well as what architectual firm to recommend for the job. It was suggested at the March 3 study session that the Commission take the opportunity to completely review the Hakone Gardens Committee report. In light of making recommendations for the Capital Improvement Program, it will be necessary that some basic decision be made. Copies of the report were sent to those Commissioners who were not present on March 3. Although there will most likely be very limited funds for Capital Improvement • next year, it is still necessary for the Commission to establish priorities of projects so if funds are available they may be used to the greatest advantage on immediate needs. I will review the basic financial projections with you at the meeting, but the picture does not-look very bright. ©s • • Parks & Recreation Commission March 13, 1975 • Page 2 2 have enclosed a copy of your final recommendation from last year with corrections made to show what was actually adopted in July. We will work from this to prepare 1975-76 through 1979-80. Barbara Sampson, Secretary • •