HomeMy WebLinkAbout01-05-1998 Parks and Rec Commission AgendaCity of Saratoga
PARKS AND RECREATION COMMISSION
Meeting Agenda
DATE/TIME: Monday, January 5, 1998, 7:30 p.m.
LOCATION: EOC Conference Room - 13777 Fruitvale Avenue
TYPE: Regular Meeting
ORGANIZATION
A) Roll Call: Clabeaux, Crotty, Ioannou, Olsen, Swan, Whitney
B) Reporting of Posting of Agenda
Pursuant to Government Code 54954.2, the agenda for this
meeting was posted on the City Hall Kiosk on December 31, 1997,
C) Approval of November 3, 1997 Minutes
II. ADMINISTRATION
A) Follow-up Items
1. Status of Commission Recruitments (Attachment A)
III. OLD BUSINESS
A) Parks and Recreation Development Fund Projects Update
IV. NEW BUSINESS
A) Kevin Skelly's Community Aquatic Center Proposal (Attachment B)
B) Improvements to Congress Springs Park (Joan Pisani)
C) Planning Dept. Trail Easement Review Request (Attachment C)
V. ~OMMISSLONER AND STAFF REPORTS
A) Commissioner Reports
B) City Hall Update -Paula Reeve
C) Recreation Department Status Report -Joan Pisani
D) Park Maintenance Division Update -David Mooney
In compliance with the Americans with Disabilities AcK, if you require special assistance to participate, please wntut the City staff at B66-1267 48 hours prior to the meeting to ensure thaz
reasonable arrangements to ensure acteuibility are met.
Minutes -Parks and Recreation - 1 1/3/97
Attaclnneut 1
SUB.IECT: Community Center Remodeling Priorities
DA"hE: November 3, 1997; Parlcs and Recreation Commission regular meeting.
-------------------------------------------------------------------------------------------------------------------
T•he Commission discussed priorities as listed below and will revisit the subject at the regular
meeting of the Commission on .Tvuiary 5, 1998.
I~'[RST PRIORITIES
1 . Replace or tix heating and air conditioning system.
2. Replace or fix front doors for safety.
3. Plumbing and case work:
A. Restrooms: plumbing and remodel restrooms.
B. Pre-school Room: plumbing, replace sinks, counters and cabinets.
C. Kitchen: plumbing, expand and remodel kitchen.
4. Main Office:
A. Rearrange space use.
B. Open cowrter to increase use of service area.
~. Multi Purpose Room:
A. Replace floor and drapes.
B. See needs of the City Council.
<. Cosmetic improvements:
A. Improve front entry way outside and inside.
B. Replace carpet.
C. Paint.
D. Blinds in children's dance center.
O'I'I-[ER DESIRES
1. Additional space: 1 small classroom, 1 office, more storage.
2. Multipurpose Room: enlarge and remodel space.
3. Enlarge Pre-school. (possibly add yard or porch in future)
4. Gymnasium:
-6-
Attachment A
I I. A
12/19/97
To: City Council
From: Deputy City Clerk
Subject: Status of Commission Recruitment
Parks and Recreation
Mr. Friedrich, the applicant interviewed on December 17, is
scheduled to attend the January 5 Parks and Recreation Commission
meeting. There is also another applicant who should be able to
attend that meeting. If so, you can interview him on January 7
before the regular meeting, and you will then be able to make your
decision on filling the last vacant seat.
Finance Commss__ion
At the moment we have one applicant who may be otherwise qualified
but does not have the management information qualifications we are
looking for now. Today I gave out another application to a person
who may have those qualifications. We are scheduling both of them
to attend the next commission meeting in January, and you can then
interview them.
When that last vacant seat is filled, it will be time to start the
recruitment process for the Heritage Commission and Public Safety
Commission. Those commissions have terms expiring in April 1998.
Let me know if you have any questions or comments.
Betsy
cc: Larry Perlin
Joan Pisani
vPaula Reeve
Deborah Larson
Heather Bradley
Jennie Loft
Attachment B_
IV A
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. AGENDA ITEM ~ ~- ~-
MEETING DATE: DECEMBER 19, 1997 CITY MANAGER:
ORIGINATING DEPT.: CITY MANAGER DEPT. HEAD:
SUBJECT: Letter from Principal Kevin Skelly, Saratoga High School, requesting $200,000
from the Park Development Fund for a community aquatics center
RECOMMENDED MOTION(S):
Refer request to the Parks & Recreation Commission.
REPORT SUMMARY:
Attached is a letter dated December 4 from Principal Kevin Skelly of Saratoga High School
requesting a pledge of $200,000 from the Park Development Fund to help fund a "community
aquatics center" to be built at the high school. The letter suggests that if within one year after the
funds are pledged the High School is unable to raise the remaining funding for the facility, then
the City's pledge of support could be withdrawn. Because the request is for an allocation of Park
Development funds for a recreational facility, the request should be referred to the Parks &
Recreation Commission which should be charged with developing a recommendation for the City
Council.
FISCAL IMPACTS:
None at this time.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
The request would not be referred to the Parks & Recreation Commission. The Council could
either act on the request without input from the Commission or deny the request at this time.
FOLLOW UP ACTIONS:
The request will be referred to the Parks & Recreation Commission.
ATTACHMENTS:
Letter dated December 4.
_ Attachment C
IV C
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13777 ERUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868-1200
COUNCIL MEMBERS:
Stan Bogoslan
Paul E. Jacobs
MEMORANDUM Gillian Moran
Jim Shaw
Donald L. Wolfe
DATE: December 15,1997
TO: Paula Reeve, Parks and Recreation Commission Chair
FROM: Heather Bradley, Associate Planner
SUBJECT: SD-97-003 & UP-97-018; Mt. Eden Rd. -Ruth Peck Langwill
Project Description
The applicant is requesting Subdivision approval to divide a 28+ acre parcel into seven residential
lots. A Use Permit is also necessary to allow the lots to be clustered, making them smaller than the
minimum standard parcel while creating a large private open space.
Trails
The City's Parks and Trails Master Plan does not indicate a proposed trail on this lot, but does
indicate a proposed trail to the east along Via Regina to connect Mount Eden Road to Eden Crest.
The County Trails Map indicates an on-street bicycle route within the road right of way of Mount
Eden Road adjacent to the subject properCy.
Request of Parks and Recreation Commission
Please comment on the proposed plan and direct staff as to whether a trail easement should be
dedicated on this property. If the Commission fvids that a trail easement should be dedicated, then
further direct staff as to whether trail improvements should be made by the subdivider.
Printed on recycled paper.
13717 FRUIT~~ALE AVENUE SARATOGA, CALIFORNIA f)~070 ~4U~) SGS-1°_I10
TO:
TRANSMITTAL
ASSISTANT ENGINEER
CITY GEOLOGIST
CITY ARBORIST
SANTA CLARA VALLEY WATER
DISTRICT
CQUV'CIL ~~Ili~{I3ER5
Stan 6ooosrar;
°aui ~. Jacoos
Gillian Morar;
Jrm Shaer
Donalc,' L. Ihrolie
SARATOGA FIRE DIST.
S.C. CO. CENTRAL FIRE
SAN JOSE WATER CO.
OTHER ~an.~ ~ ~2. ~gvx~vxisS~m~-
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:.
FROM: Heather Bradley, Associate Planner
DATE: November 20,1997
APPLICATION # AND LOCATION: SD-97-003 & UP-97-018; Mount Eden Road (end of
Vista Regina)
OWNER'S NAME: Ruth Peck Langwill
PROJECT DESCRIPTION: Request for Subdivision and Use Permit approval to divided a 28+
acre parcel into seven residential lots. Use Permit approval is necessary to cluster the proposed lots,
making them smaller than the minimum standard parcel while creating a large private open space
area. The site is located within the Hillside Residential zoning district.
Your agency/department has been requestedlinvited to review and comment on this proposal.
Please submit your comments by Monday January 6, 1997 to Heather Bradley in the Community
Development Department. This will ensure that we can incorporate your concerns into the review
process. Thank You.
REPLY:
Printed on recycled oa per.
C~~~~ o~ ~ ° ° `~OC~~
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868-1200
DATE: 12/31/97
TO: ALL PARK AND RECREATION COMMISSIONERS.
FROM: DAVID MOONEY, PARKS DMSION LEADWORKER
RE: CURRENT AND UPCOMING PROJECTS.
COUNCIL MEMBERS
Stan Bogosian
Paul E Jacobs
Gillian Moran
Jim Shaw
Donald L Wolfe
Following is a list of current and upcoming projects that the Parks Maintenance Division is
working on. The purpose of this letter is to help update the Commission on the status of
these projects.
1. New contracts between Saratoga Little League and AYSO. Current contracts with
both organizations expire May 6, 1998. The Recreation Director is currently
discussing renewal of the contracts with both organizations.
2. Removal of 6 trees from Hakone Gardens is scheduled to begin January 12, 1998 and
should take 3-4 days to complete (weather permitting).
3. The removal of the dead Live Oak in front of the City Hall complex is now complete
and replanting should occur within the next few weeks.
4. Due to the theft of bleacher seats at Congress Springs Park it has now become
necessary to replace them with anon-ahuninum seat material. This will begin after the
first of the year.
5. Currently we are working to replace the individual who did our evening and weekend
bathroom closures at El Quito and Congress Springs Parks. A suitable applicant has
been found and they should be working soon.
6. Now that we are at an end of the AYSO season, the rush is on to try to rejuvenate the
turf at Congress Springs Park before Little League starts their season. This involves
first removing the goals, then aerating, fertilizing, overseeding and topdressing the
fields.
Printed on recycled paper.
" f
Briefly a couple of things that may soon get off the ground,
1. Reinstatement of a broadleaf spray program in the parks.
2. Replacement of the final three pressure vacuum breakers in the Parks system with the
required reduced pressure backflow prevention devices.
3. Work on a irrigation conversion/swap program to replace older, high maintenance
heads in the parks.
It is my hope that this helps the members of the Commission to know what current
maintenance projects are in the works, as well as some of the things to look forward to in
the upcoming year.
Lf any of you have any further questions, or would like more info on any of the above
projects don't hesitate to give me a call at 868-1247,
Sincerely,
David Mooney
cc/ Paula Reeve
SARATOGA HIGH SCHOOL
j~ ;J ~ ~~ Principal: Kevin Skelly, Ph.D.
9rJ Assistant Principals: Karen Hyde, Charles Krause
~'9 H tG~'
The Honorable Gillian Moran
Members of the Saratoga Council
13777 Fruitvale Avenue
Saratoga, CA 95070
December 4, 1997
Dear Mayor Moran and Members of the Sazatoga City Council:
20300 Herriman Avenue
Saratoga, CA 95070-4999
Phone 408/867-3411
Fax 408/867-3577
I am writing to ask you to consider once again our request to join with us for the purpose
of building a new community aquatics center at Saratoga High School. In July you made
the decision to foilaw the recomruendations of the Pazks anu Recreation committee
regarding budgeting for the Parks and Recreation Development Fund. This money has
been allocated for other recreation upgrades in Saratoga. It is my understanding, however,
that roughly $200,000 beyond the budgeted amount has been generated through new home
construction. We respectfully ask that you budget this money for the pool.
We are now launching a major effort among our school community to renovate our aquatic
facilities. To date, we have over $300,000 pledged toward this project. Our Annual
Appeal will target a new pool. Our Annual Appeal asks parents to make contributions to
our school for improvements on our campus and has raised over $300,000 over the past
four years. Saratoga Athletic Booster Club funds and the facility rental money we raise
will be devoted toward this upgrade.
This letter asks that the City Council again consider devoting $200,000 in Parks and
Recreation Development Funds toward this project. This money would be available to the
school for one year for the purpose of building a pool. It would be our responsibility to
raise the additional money from other sources. If, at the end of the year, we have not been
successful in raising the additional money, the City Council could allocate this money for
some other recreational use.
We have previously outlined to you and the Parks and Recreation Committee the rationale
for this program. While the details would have to be negotiated, we believe that, unlike
other uses for Development Fund monies, this pool project would help the City's recreation
department financiaiiy.
Of the money that you allocated from the Parks and Recreation Fund in July, it is my
understanding that none of it has yet been spent, in part because the City of Saratoga lacks
the personnel to implement these projects. With the City's support, I am confident you will
see prompt results from your investment in this important recreational facility for our city.
Thank you for your attention.
`rely,
Kevin S elly
Principal
A DISTINGUISHED CALIFORNIA SCHOOL NATIONALLY RECOGNIZED FOR EXCELLENCE
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I 2. CIVIL ENGINEER: JMH WEISS, INC CITY OF SARATOGA. NO ORDINANCE SIZE TREE REMOVAL EXCEPT AS
950 S. BASCOM AVENUE SUITE 21 It NOTED. SEE TREE CHART.
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FREMONT, CA 94539 TO CITY STANDARDS PER DETAIL NOTED HEREON.
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4. MINIMUM LOT SIZE: 0.75 ACRES
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PROPOSED
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I. OWNER RUTH. PECK LANGW I LL ENVELOPE (TYPICAL 1
PO BOX 626
SARATOGA, CA 95071
(4081 741 -5 174
13. STREET TREE PLANTING TO BE PROVIDED AS REQUIRED BY THE
I 2. CIVIL ENGINEER: JMH WEISS, INC CITY OF SARATOGA. NO ORDINANCE SIZE TREE REMOVAL EXCEPT AS
950 S. BASCOM AVENUE SUITE 21 It NOTED. SEE TREE CHART.
SAN JOSE CA 95128
(408} 286 -4555 14. THE PROJECT ENCOMPASSES 28.24 ACRES GROSS AND IS DESIGNATED.
AS APN 503 -13 -67
3. GEOTECHNICAL CONSULTANTS: EARTH SYSTEMS CONSULTANTS
47853 WARM - SPRINGS BLVD IS. ON SITE CUL -DE -SAC IS TO BE PUBLIC STREET AND TO BE IMPROVED
FREMONT, CA 94539 TO CITY STANDARDS PER DETAIL NOTED HEREON.
(510) 353 -0344 , IMPROVEMENT WORK TO COMMENCE IN SPRING OF 98' AND BE
COM?LETED BY WINTER 98'
4. MINIMUM LOT SIZE: 0.75 ACRES
16. SITE IS NOT SUBJECT TO INUNDATION EXCEPT FOR AREA WITHIN
5. EXISTING LAND USE: VACANT NATURAL SWALE.
PROPOSED LAND USE: SINGLE FAMILY RESIDENTIAL
17. TOPOGRAPHY BASED ON AERIAL PHOTOGOMETRIC MAP BY
6. EXISTING ZONING: NHR CARTWRIGHT AERIAL SURVEY SUPPLEMENTED BY FIELD SURVEY FOR
PROPOSED ZONING: NHR WITH CLUSTER USE PERMIT TREE LOCATIONS.
7_ EXISTING BUILDINGS ON SITE TO BE REMOVED I8. NO STREET LIGHTING PROPOSED
8. EASEMENTS FOR ACCE , DRAINAGE, SEWAGE AND PUBLIC UTILITIES
19. EXISTING WELL ON THE SITE TO HE SEALED AS D BY HEALTH
ALTH
TO BE PROVIDED AS REQUIRED BY THE CITY OF SARATOGA AND DEPT.
AFFECTED.PUBLIC UTILITIES.
20. PARCEL.`A' TO BE COMMON AREA ENCUMBERED BYOPEN SPACE
9. WATER TO BE PROVIDED BY SAN JOSE WATER COMPANY FROM EASEMENT WITH DEVELOPMENT LIMITED AND CONTROLED BY PROPOSED
EXISTING FACILITIES ADJACENT TO SITE Q N M T. E D E N R OA D. CC&R'S' AND OPEN SPACE AGREEMENT.
10. SEWAGE DISPOSAL, SHALL BE TO EXISTING CUPERTINO SANITARY
DISTRICT. SANITARY SEWERS ADJACENT TO SITE ON MT. EDEN ROAD BY
WAY OF LOW PRESSURE SYSTEM WITH INDIVIDUAL GRINDER PUMPS.
I I. STORM DRAINAGE SHALL BE AS REQUIRED BY THE CITY OF
SARATOGA TO EXISTING ON SITE SWALE AND ADJACENT. ROADS.
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FACILITIES ADJACENT TO SITE ON. MT. ED E N ROAD.
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TO FIT FIELD CONDITIONS.
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a GUTTER STANDARD LOCATION IF NECESSARY
PUBLIC STREET TO FIT FIELD CONDITIONS.
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TO: Mayor and City Council
FROM: Director of Recreation
SUBJECT: History of Recent Recreation Department Program Cuts
DATE: December 5, 1997
Listed below is a history of program cuts experienced by the
Recreation Department over the past two and one-half years.
PROGRAM CUTS FY 1995-96
The Recreation Department experienced its first major program cut
in FY 95-96 when one full-time Recreation Program Coordinator was
eliminated from the budget, and because of this a permanent
employee was laid off. Some of the programs cut were the Warner
Hutton House afterschool teen program, the Saratoga Fun Run, the
Breakfast With Santa event and Santa home visits. Job
responsibilities were shifted and divided up between the two
remaining Recreation Supervisors.
BUDGET CHANGES FY 1996-97
At a joint meeting with the Youth Commission in July, 1996, the
City Council decided to reinstate the Warner Hutton House
afterschool program. The Council agreed to fund $8500, with a
challenge to the Youth Commission to fundraise the remainder. A
part-time temporary employee was hired to supervise the program and
his hours were limited to 999 per year at a cost of $14,000.
PROGRAM CUTS FY 1997-98
Teen programs were cut from the FY 1997-98 budget including the
Music Fest held during Celebrate Saratoga, the Boneyard (a Saturday
night high school program at the Warner Hutton House), Togapoloozas
(band concerts at the Community Center), co-sponsorship of the
Saturday night Open Gym program at Saratoga High School, and all
family and teen ski trips. With the elimination of these programs
the part time Teen Coordinator's hours were cut by 25$, 250 hours
per year. Program cuts in Teen Services were approximately
$12,000.
Staff additionally reviewed all line items in the Recreation budget
and made numerous further expenditure reductions. For example, the
32 page quarterly brochure costs were reduced by eliminating color
on 75$ of the inside pages, saving approximately $1400 per year.
The $500 advertising budget was cut completely. The supplies
budget was reduced by 16~ ($3100). One cost saving measure in this
1
urea was to reduce paper usage and list 4-6 senior citizen and
family rips per ;page .instead of one. Winners in the adult
basketball leagues now receive less expensive awards instead of the
usual trophies. Every expenditure was scrutinized even down to the
.whistles that are provided to the youth basketball league referees.
It-was decided to have the referees provide their own whistles!
Another -area targeted for cuts was the City's support for the
Redwood Middle School after school sports program. During FY 1996-
97 the Recreation Department collected $24,000 in fees for this
program. On the expenditure side, this program costs the
City $21,700 for coaches salaries. When I informed the school that
funding the sports. program. was being considered for elimination,
the Athletic Boosters Board. agreed to contribute a larger amount of
funding. Because the City's support was continued, expenditures
remained the same. However, on the revenue side, if the same
number of students participate, the City's share of the funds will
increase from approximately $2100 to $3800.
RECREATION SERVICES PROGRAMS FY 1997-98
Listed below are most of `the programs currently being offered by
the Recreation Department and the division of responsibilities
between the remaining two Recreation Supervisors as directed and
assisted by the Director of Recreation.
Supervisor #1
*175-250 classes per quarter
this involves supervision of approximately 75 independent
contractors
*25-30 .senior citizen and family trips per year
*summer sports camp program
*Shakespeare in Wildwood Park summer program
Saratoga Children's Musical Theatre
*the 32 page recreation brochure: 4 times per year mailed to all
Saratoga residents
.Supervisor.#2
*staffs 12 member Youth Commission
*teen programs: Warner Hutton House afterschool program, dances,
fundraising
*adult sports: coed and men's softball, men over 35 years
basketball, men over 45 years basketball
youth basketball leagues
*summer nature day camp program and holiday camps
~.
2
OPPORTUNITIES FOR FURTHER PROGRAM CUTS
If the City Council wants to see further program cuts and the
elimination of another permanent position, then decisions would
need to be made about which programs should be reduced or
eliminated. One-half of the programs listed above would be
affected if a full-time position was eliminated. While cutting a
few programs here and there would reduce expenditures, revenues
would correspondingly reduce as well. For example, if the senior
citizen and family trips were eliminated, expenses would decrease
by $55,000, however revenues would decrease by $75,000. Cutting
expenditures will reduce revenue by an even greater amount. The
Recreation Department is successful because of the high volume of
programs offered and the large number of participants. Every
program, with the exception of teen programs, brings in greater
revenues than the costs to run the programs. The more activities
which can be planned by existing staff means greater cast recovery
for the Department. Currently, for every dollar spent on
Recreation programs, the department generates $1.03 in revenue!
This year, budgeted expenditures for personnel is $254,000 or 37$
of the total Recreation Services budget. 75$ of this is for full-
time staff and 25$ for part-time staff. When the new computer
system is fully up and running at the Community Center and staff
trained, I feel there is potential for the current level of part-
time clerical office support to be reduced. This could save
approximately $5,000 per year.
The budget for Supplies and Services is $265,150 or 38g of the
total Recreation Services budget. $168,000, or 62~ of this amount,
is for salaries paid to independent contractors from the fees
collected for the classes or programs they are offering. $57,000,
or 21$, of the total is paid to outside vendors for tickets, buses
and meals for senior citizen trips. In all cases the Recreation
Department charges participants more than what is paid to the
vendors or instuctors.
The 32 page quarterly brochure and postage costs are approximately
$24,000 per year which leaves $16,500 for department supplies. For
comparison, $19,500 was budgeted last year. Some of the larger
expense items from this account are camp t-shirts and snacks. If
the department is going to run a summer day camp program and charge
$94 per person, each participant should be provided with a camp
shirt and a daily snack. If we run a youth basketball program, we
need to be able to replace old basketballs and purchase team t-
shirts. For the adult softball program, we need to provide a new
softball for each game and new scorebooks every year. In short,
supplies are necessary if we are to continue to offer quality
recreation programs.
In summary, the Recreation Services budget is very lean and does
not include discretionary items that can easily be cut such as new
3
equipment, memberships in professional organizations, or office
furniture. All expenditures in the current budget relate directly
to the programs and activities offered to the residents of this
community and the participants in the programs. Currently in
Recreation Services all direct program costs are recovered thru
fees, as are a portion of the indirect costs. I do not have
control over the indirect cost allocation billed to the Recreation
Department,. but do have a plan to recover all these costs within a
few years.
if you have any questions, or would like to meet with me to discuss
this further, please feel free to contact me.
4
To: Mayor and City Council
From: Director of Recreation
Subject: Program Fee Survey and Full Cost Recovery
Date: December 5, 1997
-------------------------------------------------------------------
At the October 21, 1997 City Council meeting I was asked to come
back to you with a completed program fee survey of other cities and
a refined cost recovery program for Recreation Services. Attached
is the survey and as you can see from the cities surveyed,
Saratoga's programs in most cases are the most expensive.
This fiscal year, in the area of Recreation Services, expenses were
reduced and all fees were increased. After just a five months it
is hard to tell what kind of fallout will be experienced. For
example, last year the youth basketball program was $75 per person
and this year the fee was increased to $94. The season begins in
one month and to date 190 children have registered. The goal is to
have the same number of participants as last year which was 255.
If this goal is achieved, revenue will increase by $4800. If only
204 children register, then the same revenue as last year will be
generated with fewer people participating. We hope this does not
happen and that the fee increase will not be a deterrent for some
residents.
Compared to last year, the revenue projection for Recreation
Services this fiscal year is an increase of $61,178, or
approximately 12.50 In the approved 1997-98 budget, it is
estimated that the Recreation Services area will recover 100% of
the direct expense and 11~ of the indirect expense. This 11$
was based on the expenses that would go away if the Recreation
Department was eliminated. The remaining indirect allocation that
is billed to the Recreation Services include the expenses from the
City Managers and Administrative Services Departments which would
remain with the city even if this program was cut.
FULL COST RECOVERY IN ONE YEAR
In budget year 1998-99, fees will need to increase by $133,555 to
achieve full cost recovery of the indirect allocation billed to
Recreation Services. Fees for programs here in Saratoga are
currently the highest in most cases compared to surrounding cities.
If 100$ of the indirect expense needs to be recovered in one year,
I feel most programs would be hurt. I am sure there are some
people who would pay more money for the quality programs offered,
but I also feel there are many people in this community who would
not sign up for activities if fees were increased next year by 24%
The Recreation Department does so well now because of the high
volumn of programs offered and the large number of people
participating. If the number of registrants dropped, overall
revenue would decrease and the department would definitely not
achieve full cost recovery. The Recreation Department could end up
bringing in the same amount of revenue as previous years, but the
number of community members participanting in programs would be
lower.
If the City Council wants the Recreation Department to continue to
provide the current programs, my recommendation would be to
increase fees by 8o per year and strive to be full cost recovery in
3 to 4 years. I feel if the fees increase gradually, the department
will keep be able to keep the large clientele and still recover all
indirect costs within a few years.
The Recreation Department is of value and benefit to this
community. Our youth programs help build self esteem in children
and promote sensitivity to cultural diversity. We add more balance
to the lives of our residents and provide opportunities for social
interaction. We have classes that help reduce stress and promote
physical fitness. There are activities that allow people to
enhance skills and the programs provide a safe place for our
children to play. The senior adult trips help eliminate loneliness
in our older citizens. We allow all residents to participate in
all our programs regardless of school district lines or sport
league boundaries. Our Recreation Department programs and
activities provide the residents a sense of community and the
benefits are endless.
Attachment: Program Fee Survey
2
.~
{
PROGRAM FEE SURVEY
DECEMBER 1997
Youth Basketball
(per person, per season)
Saratoga $94 (last year: $75)
Campbell 60
*Los Gatos 65
San Jose 30
Sunnyvale 64
Preschool
(per month, 3 days per week)
Saratoga $160 (last year: $145)
Campbell 126
Cupertino 153
Children's Dance
(per month, one lesson per week)
Saratoga $35 (last year: $31)
Campbell 26
Cupertino 15
*Los Gatos 25
Adult Basketball
(per team, per season)
Saratoga $575 (last year: $495)
Campbell 450
Los Altos 450
*Los Gatos 550
Adult Softball
(per team, per season)
Saratoga $620 (last year: $554)
Campbell 540
Cupertino 495
Los Altos 466
*Los Gatos 615
Tennis
Saratoga $49 (last year: $44)
Campbell 43
Cupertino 33
*Los Gatos 27
Soccer Class
Saratoga $49 (last year: $44)
Cupertino 42
*Los Gatos 61
*Los Gatos/saratoga Department of Community Education & Recreation
Memo
To: Parks and Recreation Commission/Finance Advisory Committee
From: Joan Pisani, Director of Recreation
Date: October 6, 1997
Re: Recreation Department Fee Increases & Two to Four
Years Full Cost Recovery Program
During the budget process the City Council requested that I return in October with
a report on anticipated program fee increases and a plan to achieve full cost
recovery in up to four years.
RECREATION SERVICES:
The Recreation Services program area includes 800-1000 classes per year, 45
summer camps, 24-30 senior citizen and family trips, a summer coed and men's
softball program, a winter coed youth basketball league, a preschool program, an
adult women, men over 35 years and men over 45 years basketball leagues,
special holiday programs and the Shakespeare in Wildwood Park program.
In the area of Recreation Services the City Council directed staff to increase fees
and recover 100% of the direct costs and to also recover the indirect expenses
that would go away if the Recreation Department was eliminated. The revenue
estimates approved in the budget were based on this formula and are listed below.
Approved Expenditures
1997-98 1998-99
$518,879 $523,910 Direct Costs
172,389: 147,464 Indirect Allocation
$691,268 $671,374 Total
• Page 1
Revenues
Actual 1996-97 Estimated 1997-98 Estimated 1998-99
$476,639 $553,951
Current Yea"r Fee Increases
For the Recreation Department to achieve the budget goals during this fiscal year,
revenue will need to be increased by $73,776, which is.approximately 14%.
During the fourth quarter last fiscal year, :the recreation staff evaluated all services
provided and reviewed all programs and activities. Fee increases have been
instituted in all areas. To get an idea of some of these changes, a few examples
are listed below:
Youth Basketball from $75 to $94 per person
Sports Camps from $81 to $94 per person
Nature/Day Camps from $79 to $94 per person
Redwood Afterschool Sports our share of fees collected from 10% to
16%
Non-resident Rate from 10% to 20% more
Additional Fee Increases to Recover Indirect Cost Allocation
In the approved 1998-99 budget; .it is estimated that the Recreation Department
will be recovering 100% of the direct expense of the Recreation Services budget
and 19% of the indirect cost allocation. If the department had to recover 100% of
the indirect cost allocation an additional $120,000 would need to be generated and
fees would need to be increased an additiona122%. Spread over 3 years this
would be increases in the range of 8% to 10% per year.
The other option to be explored i educe the indirect costs. This can be studied
by reviewing.all indirect expenses to see if there is a less expensive way to
achieve the same results. Can the Recreation Department operate without
support from other departments in the City? Can the services currently needed be s
contracted out and paid for directly by the Recreation Department? ,~~~ t ~°~~
TEEN SERVICES
This program_ncludes staffing the Youth..Commission, providing a comprehensive
afterschool teen program at the Wamer Hutton House, all city middle school
dances and a summer teen program. Teen programs will never recover their
• Page 2
costs. This is true in other cities and our teen program history of nine years here in
Saratoga reflects this.
The Friends of the Warner Hutton House non-profit was established in July, 1997,
and the Board of Directors have been working hard since. This very ambitious
group is working towards ensuring a stable financial base for new and existing
teen programs as well as improved facilities. They hope to meet with the City
Council soon to share their plans for the future.
Listed below is the approved budget for 1997-99 and the revenue projections.
Approved Expenditures
1997-98 1998-99
$74,686 $73,951 Direct Costs
54,529 47,543 Indirect Allocation
129,215
$121,494 Total
Revenues
Actual 1996-97 Estimated 1997-98 Estimated 1998-99
$35,028* $22,598 $23,276
*This reflects Youth Commission fundraising efforts and donations which are
currently being collected by the new non-profit board.
FACILITY OPERATION SERVICES
This program area is new this year and reflects the management and scheduling
of the Civic Theater, Community Center and Warner Hutton House for use by
private, community or city group. It also includes handling the reservations of
picnic areas of EI Quito and Wildwood Park. Staff provides information to the
public, markets availability, handles the reservation, completes contract confirming
usage, collection-of rental payment and return of deposit, establishment of
calendar and providing building attendants when needed.
Parks and Building Rentals
In July, 1995 the city's first Facility Coordinator was hired on a part-time basis to
build up the rental program and increase revenue. In her short tenure__with the city,
usage has increased dramatically. Listed below are the statistics.
• Page 3
J~
Fiscal Year One Time Building Rentals One Time Park Rentals
94/95 55 39
95/96 77 106
96/97 138 118
Fee Increases
Park Reservation no fee waivers for school picnics
Rotary Club Meetings fee increase from $55 to $95 per meeting
Community Center increase # of rentals per year
Civic Theater Rentals
Civic Theater rental fees were last increased in June, 1992 and became effective
in September, 1993. In September 1, 1995 the City Council levied a $1 per ticket
surcharge fee and dedicated this money to improvements to the theater. Saratoga
Drama Group and West Valley Light Opera, the two main users of the theater,
both had to raise ticket prices. If the Council feels the theater groups need to pay
a larger share of the indirect expense of the theater then rental rates can be
increased in the future.
Listed below is the Facility Operations Services budget:
Approved Expenditures
1997-98 1998-99
$77,439 $80,976
148,718 130,202
$226,157
Direct Costs
Indirect Allocation
11,178 Total
Actual 1996-97
$12,386
25,225
90,861
$128,472
__ Revenues
Estimated 1997-98
$11,863
26,000
94.836
$132,699
Estimated 1998-99
$12,219
26,000
97,621
Parks
Civic Theater
Community Center
$135,840 Total
• Page 4
1C/ 1 V 7f 10• l~-1 IYGLJUIY~ rClCLUV d LCC
SUSAN ~,. FR)CEND
t<649 Oak Street, #b
Saratoga, CA 95070
(40B) SGB-9929
~-7~ 7- Q 7 Via Facsimilie to (4081
Number of pages: ~
Paula Reeve, Staff
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
YJCI1
~` ~~
~h ~J G~~~%~ ~~
//~/*K~/' - /
~V
rG/1~(/7~( 1C: 1J NtLSUNr YtKLUV 2L Ltt VJYJG
l\Ainutes - Parks and Recreation - 1 I/3/97 -
SUBJECT: Community Center Remodeling Priorities
DATE: November 3, 1997, Parl<s and Recreation Cormnission regular meetinb.
-------------------------------------------------------------------------------------------------------------------
Tltc Comrnissiou discussed priorities as listed below and will zevisit the subject at the regular
rnccting of the Cotntnission on January 5, ] 998.
I'llZST PRIORITIES
1. Replace or fix heating and air conditioning system.
2. Replace or fix front doors for safety.
3. Plumbing and case work:
A. Restrooms: plwubing and remodel restrootns.
B. Pre-school Room; plumbing, replat:e sinks, counters and cabinets.
C. ICitchcn: plumbing, expand and remodel kitchen.
4. Main Office:
A, Rearrange space use.
B. Open counter to increase use of service area.
5, Multi Purpose Room:
A. Replace floor and drapes.
B. See needs of the City Council.
6. Cosmetic improvements:
A. Improve front entry way outside and inside.
B. Replace carpet.
C, Paint.
D. Blinds in children's dance cetttcr.
OTHER DCSIRES
i , Additional space: I small classroom, 1 office, more storage.
2. Multipurpose Room: enlarge and remodel space.
3. Crilargc; Pre-school. (possibly add yard or porch in future)
4. Gymnasium:
-G-
1G/10/7! 17:17 IYCLJUIY, 1'GRLUV d LCC
SUSAN L. FRIEND
IdGd9 Oak Street, N4
Saratoga, CA 95070
(d08) BGB-9919
/~ -/6 •97
Paula Reeve, Staff
City of Saratoga
] 3777 Fruitvale Avcnuc
Saratoga, CA 95070
~.ovz /~a~c~
~?ia Facsimilie to (,40$) 868-1280
Number of pages: 3
G~.e_ : T , C ~ .3
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1C/ LO/ J ( LJ• GCl IYCLJUIY+ rGRLVV pc LGC CJUC
'` (,~` TO: Parks and Recreation Commission
~ FROM: Joan Pisani
° ~ ti SUBJECT: Comm
unity Center Remodeling Priorities
,~ DATE:---^_october 20, 1997
Listed below are desired improvements to the Community Center based
on imput from Recreation Department staff. I have listed
~J improvement suggestions in three phases not knowing what expenses
would be and realizing there is a limited amount of money to be
spent on this project.
~l~ ~i~ FIRST PRIORITIES
~/ 1.
2.
4.
Replace or fix heating and air cond~i,,t~i~oning systeG~~h
~ Tmprove'• front entry' way~~y~t~ide nd'~in ide~
L • Restrooms : remodel/ ~1." .~ ~
Main Office: open counter so more than one person can be
helped at a time. ~Re Sf~fiC.s'JL~
~ Pre- h ~~
~3e~Kitchen • panel and remodel ~+;~rcvy~t01~-L'.A.~-t~y~" _ I~~~
~,C~'"'"
7. Multi Purpose Room: replace floor and drapes ~ j
~ 9 ',
®c ooi Room lace sinks, counters, and cabinets -~ ~'~
B. lace carp@•t C~~~s''
SECOND PRIOR~TY ~~C~ - ~ ~ ~ C~ ~~~ ~~~G
1. Additional space: 1 small classroom, 1 office, more storage
OTHER DESIRES ~_ ~`~-~-~~I^-° •
1. Multipurpose Room:
2. Enlargo Pre-school
3. gymnasium
~~ ~s
enlarge and remodel space
~~
~ s~Q~~ ~•e ~°~.~
1L~ uY~ J 1 11 J4 IYCL~VIY 1 rCfCLVV h LGC
SUSAN L. FRII+;ND
:,,:;,..
n~.:r'i~~-s':°•,. 14¢49 Onk 6freet, Ito
Serntogn, CA 95070
(408) 8f8-9929
December 4, 1997
Paula Reeve, Staff
City of Saratoga
13777 Fruitvalc Avcnuc
Saratoga, CA 95070
Re: Minutes -Parks ai d Recreatj~Qn ~n ttfL'~io~, pt in s
Dear Ms. Reeve:
C1Cl l
Via Facsimilie to (408) 868-1280
Number of pages:
Unclosed aa•e copies of the amended minutes for October and the first draft for November. I
will need to complete any revisions and get the i'ittal draft to you by Deeetuber ]9, 1997, as 1 will
be out of state for the Christmas and Now Xear holidays.
My phone number at work is (4~ ] 5) 9 14 616~fax nwnber at work des (415 ) 949-0695.
Thank you for your attention to this matter.
Very truly yours,
Susan 1,. Friend
Volunteer Minutes Clerl<
~~~~ O~ ° ~0~~~
13;" FRCIT~:~1LE at'E~['E • S~RATI~G~. C:~L1Fl~F.\la r~:•n;n • i~u.i .N..t_m~
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