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01-05-1998 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 ~~~'~ o~ ~ ~ ~ ~ ~OC~~ 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~- ';~,~p,vrs~- :. 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 /~ ~~-y <~ ~ ~~~L~~~ ~^ r ., , / ~ Lin./~ ~~J /i"'~" iii /~ ~~1N-...~~..:,.,....: 7 6r`r-ri s' %7~N~` -a TREE CHART VICINITY MAP TAG \O. TREE SIZE TREE "PE DISPOSI71O1 1 3611 UVE OAK 2 24" IT n 3 52" If .. 4 28f1 of n / 5 2211 It If (i 419n if n 7 1411 VALLEY OAK a 30" X -1011' LIVE OAK 9 g Ir ti 11 10 15" " n l l 12° n rf 12 12" TV 13 13" t I•I 14n rf 1f � � 4• 15 10" n 911 `' . 1p 17 `h �u n If �•. Pto I I f. " 19 DBt- 140 n n 20 10" VALLEY OAK J n ,, CO 21­ rr tJVE OAK l ' 22 I1. VALLEY OAK 23 DBL. 15" 2 a LIVE OAK — REMOVE ;�. r 2511 26 Ion n " - REMOVE /• !'- x'.� �. EXIST 'G. . PUMP STATION- a � ; �^ VN D I . P. MT. EDEN MUTUAL x WATER Co_ All r f MATCH EXIST. GROUND 'ALOMINO WAY JOB 4010 PROPOSED BUILDING 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. 12. GAS AND ELECTRICITY BY PACIFIC GAS AND ELECTRIC FROM FACILITIES ADJACENT TO SITE ON. MT. ED E N ROAD. 1 �o R­/W_____.____.__� MATCH EXIST. GROUND AT P.L. 2$� 13' 13' 30 EXIST. GROUND LANDSCAPED SHOULDER VARIES 2:1 to 3 :1 TO FIT FIELD CONDITIONS. PCC CURB CONST. RET. WALL a GUTTER STANDARD LOCATION IF NECESSARY PUBLIC STREET TO FIT FIELD CONDITIONS. WITHIN 60' R /W. (I o king southerly) J; — t i F 9 'N� 22* c.F _ HNSON j, a X40 � f ti� `, .•. / d t , k R 32 1:7 r � t t v l=d. Ste' µJ I �✓ {, ti, T `� j 00 r !- f� rW t EXISTIG. Is It SAN. SEWER lV U �' • ' SEE Itt= 501 ENLARGEMENT' CONSTRUCT ,�� PROPOSED , AND LOT FOOTPRINT. CUL - DE - SAC Pe�+ �+ RETAINING WALL r SECTION ABOVE (TYPICAL) AND EXTEND TO MT EDEN RD HOUSE ELEVATION AND SLOPE TABLE LOT NO. GARAGE FLOOR FINISH FLR. A 1 ST 2ND TREE CHART VICINITY MAP TAG \O. TREE SIZE TREE "PE DISPOSI71O1 1 3611 UVE OAK 2 24" IT n 3 52" If .. 4 28f1 of n / 5 2211 It If (i 419n if n 7 1411 VALLEY OAK a 30" X -1011' LIVE OAK 9 g Ir ti 11 10 15" " n l l 12° n rf 12 12" TV 13 13" t I•I 14n rf 1f � � 4• 15 10" n 911 `' . 1p 17 `h �u n If �•. Pto I I f. " 19 DBt- 140 n n 20 10" VALLEY OAK J n ,, CO 21­ rr tJVE OAK l ' 22 I1. VALLEY OAK 23 DBL. 15" 2 a LIVE OAK — REMOVE ;�. r 2511 26 Ion n " - REMOVE /• !'- x'.� �. EXIST 'G. . PUMP STATION- a � ; �^ VN D I . P. MT. EDEN MUTUAL x WATER Co_ All r f MATCH EXIST. GROUND 'ALOMINO WAY JOB 4010 PROPOSED BUILDING 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. 12. GAS AND ELECTRICITY BY PACIFIC GAS AND ELECTRIC FROM FACILITIES ADJACENT TO SITE ON. MT. ED E N ROAD. 1 �o R­/W_____.____.__� MATCH EXIST. GROUND AT P.L. 2$� 13' 13' 30 EXIST. GROUND LANDSCAPED SHOULDER VARIES 2:1 to 3 :1 TO FIT FIELD CONDITIONS. PCC CURB CONST. RET. WALL a GUTTER STANDARD LOCATION IF NECESSARY PUBLIC STREET TO FIT FIELD CONDITIONS. WITHIN 60' R /W. (I o king southerly) J; — t i F 9 'N� 22* c.F _ HNSON j, a X40 � f ti� `, .•. / d t , k R 32 1:7 r � t t v l=d. Ste' µJ I �✓ {, ti, T `� j 00 r !- f� rW t EXISTIG. Is It SAN. SEWER lV U �' • ' SEE Itt= 501 ENLARGEMENT' CONSTRUCT ,�� PROPOSED , AND LOT FOOTPRINT. CUL - DE - SAC Pe�+ �+ RETAINING WALL r SECTION ABOVE (TYPICAL) AND EXTEND TO MT EDEN RD HOUSE ELEVATION AND SLOPE TABLE LOT NO. GARAGE FLOOR FINISH FLR. A 1 ST 2ND FINISH FLR. B 1 ST 2ND SLCIE @ EXDING 1 743 734 744 N/A .250, 2 742 733 743 '729 -..739 200y 3 740 727 737 731 741 19; 4 741 732 742. -.728 738 1911/ 5 729 720 730- 718 .728 25 °1 S 719 709 719 705 715 30ci 7 724.5 720 729 N/A 18 1) Ov , :EXIST'G. GROUND •� F ray,' KOCSIS S EXf T f•_. 1� nt1 L \r. ~J III N A `� t1 T,1 Q PIERCE * = i Y . Y r 0 A D -y- �1 TAK I I 1 1 I I ftC W x F"' w E- F, a G z a ` w a CIS 0 a w w an E- a w ca 3 A a- W w. � <1 C) a O as E-- � V V W a ^a s N Z+ W to W ? w y 04 � Cd a w x m F C-2 a4 r a EXIST Q N AND W Z 05 0 INGRESS $ r0 cn "- EGRESS / Q EASEMENT U U. 0 0::� TO PIERCE RD. 0 (,r) rb z C� W Z N LIL O .a �ZO� ��Z >mm °z a �- � V EXIST 60' -P U. E. AND • INGRESS $ r0 "- EGRESS / 3 EASEMENT TO PIERCE RD. cl- 700 �— �,�____��_ 6-7 EXIST. TREE _ i (TYPICAL) 1 710-- SEE TRE= CHAR] APPROX. \ \\ 1� 12 TREE 1 UJI CANOPY 1 1 r 0 720 — �5_IJ3 13 009 8 1 ' / 21 20 �I OJ 4 r 0 / %+_ 25 23 �C- coNSr. •...• 0 DRIVEWAY �t1 ��•.� 24 �� �j. Q f / W WITH PEF pOuS ' �y PAVEMENT o �� ` . N / �1 �. / ' Q 1..L A.P.N. 503 - 13 - G7 � • jam' ": 3 , / / C) . % 00 1 / { REA �.B. ZONING • NHR w •J / 0/ / z CLEAR GROSS AREA - 28.24 AC.GR. c '• � � � � � � � � . 12. �-� —��� 2793 AC. NET (RECORD) LLJ < :z) CL 5 CONTOUR LENGTH - 58,200 RET.WA1� / / �� AVERAGE SLOPE = 24 /o S • M .r- A,. / / � 1 4'-MAX. I N F RO!I.X Y A R � �� � , _ SCALE:. 1" = 100, DATE • OCT. ' 97 p 0 � � `� _� � � M � � ': 100 7 f /. 1" -100" 0 100 200 SHEET 2 OF scale feet H J.M.H. 4 0 16 • r0 / U z . Ec c ) .a cl- 700 �— �,�____��_ 6-7 EXIST. TREE _ i (TYPICAL) 1 710-- SEE TRE= CHAR] APPROX. \ \\ 1� 12 TREE 1 UJI CANOPY 1 1 r 0 720 — �5_IJ3 13 009 8 1 ' / 21 20 �I OJ 4 r 0 / %+_ 25 23 �C- coNSr. •...• 0 DRIVEWAY �t1 ��•.� 24 �� �j. Q f / W WITH PEF pOuS ' �y PAVEMENT o �� ` . N / �1 �. / ' Q 1..L A.P.N. 503 - 13 - G7 � • jam' ": 3 , / / C) . % 00 1 / { REA �.B. ZONING • NHR w •J / 0/ / z CLEAR GROSS AREA - 28.24 AC.GR. c '• � � � � � � � � . 12. �-� —��� 2793 AC. NET (RECORD) LLJ < :z) CL 5 CONTOUR LENGTH - 58,200 RET.WA1� / / �� AVERAGE SLOPE = 24 /o S • M .r- A,. / / � 1 4'-MAX. I N F RO!I.X Y A R � �� � , _ SCALE:. 1" = 100, DATE • OCT. ' 97 p 0 � � `� _� � � M � � ': 100 7 f /. 1" -100" 0 100 200 SHEET 2 OF scale feet H J.M.H. 4 0 16 .~ 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 ~rQL~ ~/uL ~~lZ,e/ ~J YJIJ 1 9 .S~~J Gee.: ~ , .8 ~ S-ez ~.a-~ '~ ~`2 w~-~ C- ~` 7~«,~~r ~~ ~¢~-~c.. ~ asst C~.~ ~ ~ Cv~3-, 9 5~~- G /6 soon 4~0 ~~°i~'' . l/ . _.. ., _ .,..T- - I 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~ s Date: /~-/~~`~S7 FAX TRANSMISSION ' ~'~ ~`c~~L iie~n:ri:~ Time: S" /y •~•~ . ... ..^....wwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwww•...........a.. a^aa DEPARTMENT: AGENCY: ~~,." ~~/'~' `-~~ FAX: (~i•~~ ~~f9-C~6~-~ •...•w.wwwwrwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwswww.wwww............r FROM: / ~ ~-~ ~~~~~ DEPARTMENT:.. 1J5~/-c~~ o,~ j~~.- ~~/~' y/A-,~y/~~ FAX: (408) 868-1280 ••wwwwwwwwwwwwwwwwwwtwwtwwwwwwwwwwwtwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwl••.ww••.ww• Total number of paga Batt: ~ including cover sheet. Uyou do not receive aD of this transotission. please cap (~Oa) a68- /~.~ "/