HomeMy WebLinkAbout03-02-1998 Park and Recreation Commission MinutesSaratoga Parks and Recreation Commission Meeting
Administrative Offices, 13777 Fruitvale Avenue, Saratoga
March 2,1998
7:30 p.m.
Action Minutes
I. Call to Order
The meeting was called to order at 7:36 p.m.
II. Roll Call
Commissioners Present: Clabeaux ,Crotty, Friedrich, Ioannou, Olsen, Swan,
Whitney
Commissioners Absent: None
Others Present: Joan Pisani, Irene Jacobs
III. Rye ort on Posting of the Minutes: Pursuant to Government Code 54954.2 the
agenda was properly posted on February 25, 1998.
IV. Approval of Minutes of January 26. 1998 Meeting_•
Commissioner Swan made a motion to approve the minutes of January 26, 1998
with minor corrections. Commissioner Crotty seconded the motion and the
. motion carried . (6/0)
V. Administration :Staff member Jacobs reviewed the arrangements that had been
made for those Commissioners that would be attending the CPRS Conference in
Long Beach.
VI. Old Business:
A) Parks and Recreation Development Fund Projects Update
Staff member Jacobs updated the Commission to the progress that had been made
on various Park Development Fund Projects. Discussion revolved around the
following issues:
• Before the play equipment is replaced at either Kevin Moran Park or Gardiner
Park, an opportunity should be arranged for public input;
• Perhaps themes could be chosen for Parks and/or Play areas and
improvements could be made with the theme in mind;
• Check to see if any A.D.A. funds can be used for the purchase of the play
equipment since we are now required to comply;
• Initial Drawings for the improvements to the Warner Hutton House are
. scheduled for completion at the end of March;
• The Commission is interested in hearing more about the Heritage Orchard and
any new arrangements that are agreed upon regarding the care and
maintenance of the orchard.
B) Recreation Cost Recovery Task Force -Update
The Recreation Cost Recovery Task Force reported to the City Council at their
February 24th adjourned meeting. Commissioners Olsen and Ioannou, who serve
on the Task Force, reported that they had shared with Council that Saratoga was
ahead of most cities regarding cost recovery from their Recreation Departments.
The Task Force conducted a survey of surrounding cities to see if their Recreation
Departments were trying to recover indirect costs. The task force found that each
of the other cities surveyed had a different understanding of what recovering costs
meant. It was shared with Council that most cities surveyed considered recreation
programs to be a quality of life issue rather than one of cost recovery.
Commissioners serving on the Task Force were hoping that from the information
that was shared, the Council would realize that too much is being requested of the
Recreation Department in regards to cost recovery. The Finance Commission will
further research this issue by defining what indirect costs really are and will
conduct a salary survey of Recreation Staff salaries.
VII. New Business:
A) Prepare for Consultant Interviews
Staff member Jacobs distributed a draft copy of a matrix to be used for interviews
for project managers. There was feedback from the Commission and changes
were made. Staff will make the initial changes and send out a draft to
Commissioners. Commissioners will contact staff directly of any further changes.
A Commission meeting was scheduled for Monday, March 16"' at 7:00 p.m. to
hold interviews for the project manager and to plan the joint meeting with council
scheduled at the end of the month.
VIII. Reports•
Commissioner Reports:
Commissioner Crotty, shared an experience that she had witnessed regarding the
use of the playing fields at Argonaut schools and she shared with the Commission
her frustration at the lack of playing fields in the city. Commissioner Iannou
shared that she personally knew of many Saratoga mothers with young children
that routinely went to other parks outside of the city since they felt that Saratoga
parks could not compare with those parks in surrounding cities.
City Hall Update: None
• Recreation Department Status Report: Recreation Director, Joan Pisani, updated
the Commission to a wide array of programs that were currently taking place in
the Recreation Department. She also shared with the Commission some
difficulties that had arisen during negotiations with Little League and AYSO.
There was discussion among the Commission and this issue will be reviewed at a
later date.
Park Maintenance Division Update: David Mooney, leadworker in the Parks
Department had provided the Commission with a written update of the condition
of the Parks after the recent storms.
•
IX. Adjournment
Commissioner Olsen made a motion to adjourn the meeting and Commissioner
Clabeaux seconded the motion. The motion carried and the meeting was
adjourned at 9:40 p.m. (6/0)
Prepared By:
Irene M. Jacobs
City Staff Representative
• Saratoga Parks and Recreation Commission Meeting
Administrative Offices, 13777 Fruitvale Avenue, Saratoga
March 16,1998
7:00 p.m.
Action Minutes
Call to Order
The meeting was called to order at 7:06 p.m.
II. Roll Call
Commissioners Present: Clabeaux ,Crotty, Friedrich, Ioannou, Olsen, Swan,
Whitney
Commissioners Absent: None
Others Present: Irene Jacobs, Eileen Goodwin, Jay Beals
III. Resort on Posting of the Minutes• Pursuant to Government Code 54954.2 the
agenda was properly posted on March 12, 1998.
IV. Aparoval of Minutes of March 2 1998 Meeting_•
Commissioner Swan made a motion to approve the minutes of March 2, 1998 as
prepared. Commissioner Crotty seconded the motion and the motion carried .
• (6/0)
V. Administration :The Commission utilized this portion of the meeting to prepare
a format and questions for the interviews listed under New Business for the
Project Manager.
Commissioner Friedrich made a motion to reverse the order of Old Business with
New Business in order to better accommodate the candidates for the Project
Manager position who were in the lobby waiting to interview with the
Commission. Commissioner Clabeaux seconded the motion and the motion
carried. (6/0)
VI. New Business:
A) Project Manager Interviews
The Commission interviewed two different firms Apex Strategies and Beals
Landscape Architecture. After the interviews there was discussion among the
Commission about the qualifications of each firm and their appropriateness for the
project.
After the conclusion of the discussion, Commissioner Swan made a motion to
recommend to the Council that Beals Landscape Architecture be retained to serve
• as the Project Manager to coordinate and plan the development of identified
playfield improvements at existing school sites. Beals would be responsible for 1)
the establishment of joint use agreements with appropriate schools, school
districts and playfield user groups before any site is designed and developed and
2) for submitting a strategic plan and timeline for implementing the projects once
the agreements have been established. If the City Council does not agree with the
Commission's recommendation to retain Beals' services then the Commission's
recommendation to the Council is that the City publicize, requesting further
proposals for the project. Commissioner Olsen seconded the motion and the
motion carried. (6/0)
B) Joint Meeting with City Council -March 24, 1998
The Commission brainstormed and decided upon issues that needed to be
agendized for the Joint Meeting with the City Council scheduled for March 24"'.
Staff was asked to list the following items for discussion at the meeting:
• Park Development Fund Project Update
• Selection of Beals Landscape Architecture as the Project Manager
• Requesting Council support of the Commission to complete the
prioritized projects that had been agreed upon by Council and
Commission before any additional projects are considered
• Kevin Skelly's request for funding for an aquatics center at Saratoga
High (this item was listed per staff's request)
• Commendation Letter to Dave Mooney for his assistance and valued
internal customer service
• VII. Old Business:
A) Parks and Recreation Development Fund Projects Update
Staff member Jacobs gave an abbreviated summary of the progress that had
been made with Park Development Fund Projects. The only project that was
highlighted was the Trail Development Project. While attending the CPRS
Conference, the attending Commissioners and staff made a joint effort to
submit a proposal for the National Recreational Trails Fund Act Program.
Although it was a humble entry due to time constraints, the proposal was
submitted and completed on time.
B) Recreation Cost Recovery Task Force -Update
There was nothing to report at this time.
VIII. Reports:
Commissioner Reports:
Commissioner Whitney shared that several Commissioners had attended the
CPRS Conference in Long Beach and although the Conference was informative,
she proposed that it be agendized in April since March had been such an active
month for the Commission.
Commissioner Friedrich shared that he would like to agendize, at a later date, the
• current agreement with the Novakavich Brothers related to the Heritage Orchard
• in order to discuss some other options that have not been explored and that could
be more beneficial to the City.
Commissioner Friedrich and Commissioner Ioannou shared their concern with the
poor condition of some of the city parks specifically mentioning Wildwood Park
since it is located downtown. Commissioner Olsen recommended that the
Chamber and any additional business associations in addition to Rotary be
contacted to participate in any proposed rehabilitation of the park since Wildwood
Park is a central attraction to the downtown business area.
City Hall Update: No report at this time
Recreation Department Status Report: No report at this time
Park Maintenance Division Update: David Mooney, leadworker in the Parks
Division had provided the Commission with a written report regarding the
condition of the play structure located at the Foothill Park site and the reason that
its removal was being proposed.
IX. Adjournment
Commissioner Swan made a motion to adjourn the meeting and Commissioner
• Olsen seconded the motion. The motion carried and the meeting was adjourned at
9:27 p.m. (6/0)
Prepared By:
Irene M. Jacobs
City Staff Representative