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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