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HomeMy WebLinkAboutApril 22Los Altos Hills Parks and Recreation Committee Special Meeting Minutes April 22, 2013 Members Present: Co-Chairs Rebecca Hickman and Kit Gordon, Scott Vanderlip, Kathy Evans, Patty Radlo, Kavita Tankha, Julia Zarcone, Community Services Coordinator Sarah Gualtieri, Council Liaison Courtenay Corrigan Guests: Nancy Couperus Call to Order: 9:01 a.m. Approval of Minutes: March meeting minutes approved as written Motion Scott Vanderlip/second Kavita Tankha Public Comment Nancy Couperus reported to the PRC that Earth Day was very successful. Because of the lose of a tree however, there was less shade and the day was very hot. There was a new wildlife vendor this year. Nancy also gave the PRC a handout announcing an upcoming forum on “Shooting Wildlife in Los Altos Hills”, which instructs residents how to set up and use a motion sensor trail camera to capture wildlife activity. Dr. Rodney Jackson and Charlie Knowles will be guest speakers. The forum is May 15 from 7:00 – 9:00 p.m. in Council Chambers. Westwind Community Barn Subcommittee Update Julia Zarcone gave the PRC an update from the WWCB subcommittee and the Task Force meetings. The Task Force has met two times, and at the last meeting a presentation was given by FIC member Allan Epstein regarding financials at the Barn. Currently, the Task Force focus is on determining long-term financial solutions and for short-term cost reduction and increased usage. The goal is how to make WWCB economically stable. The Sub-Committee has met to discuss and make suggestions to the Task Force regarding these issues. Julia reports that the members are very frustrated however in their inability to obtain complete financial documents from the Town despite many requests. Julia also stated that the Town data is very difficult to understand and the Subcommittee would like clarification from the Town regarding some of the charges made against the Barn’s profits as well as certain revenues not included. One of the Subcommittee’s main concerns moving forward with a new management model is that it has not been determined where and when the current financial shortfalls at WWCB occurred. The Subcommittee questions moving forward until the actual financial issues are brought to light. The Subcommittee has sent a Statement of Recommendations letter to Council members. This letter outlines the Subcommittee’s concerns as well as containing both immediate and long-term recommendations. The letter is attached to these minutes. Lastly, the Subcommittee emphasized the desire to maintain the Park and Recreation Department’s relationship with Excursions Unlimited. This vendor has served the members of the community well by offering high quality instruction and developing future riders and WWCB future stakeholders in addition to creating much community good will. Sarah Gualtieri stated that Staff would be able to provide the Subcommittee information that is more accurately reflective of the financials. Discussion and comments: - Nancy Couperus stated that the number of occupied stalls at the Barn is off in relationship to the amount of contract labor. She stated 10 horses could be added to the Barn with the current (3 FTEs) level of labor. There are currently 40 horses on the property, but the Conditional Use permit allows 50. Nancy noted that there is stall space that is not being utilized. She stated that there is not a need for 4 inside grooming stalls, most area barns have fewer and many are not inside. She also stated that there are too many tack areas/rooms, space which could be used for immediate income. Also, 3 shelter paddocks could be rented out right now. - The community aspects of WWCB are not a part of the Task Force discussion and should be. - There is a value in the ability of the Town to have community events at the Barn. - Adding a new layer of management implies previous mismanagement. - Figure out current financial issues before bringing in new management. Val Metcalfe requested an additional member of the PRC join the Task Force. Julia Zarcone will join with Kit Gordon as alternate. Motion Kathy Evans/second Scott Vanderlip Summer Programs Update Sarah Gualtieri gave the PRC the following updates on classes: - the 2nd Babysitting class needs 4 more registrations to run - the Foothill College programs have not run. Sarah is looking for opportunities to showcase these classes to the community to generate registrations. Sarah had Todd Gieseler, instructor of the Fun with Ceramics class, come to Earth Day. This was very successful. It was also mentioned that the cost for this class might be prohibitive. - Summer Riding – one session is full, others are filling up - Ohlone – slow registration but typically registrations come closer to camp date - Lego Flix – very popular Pathways Run Update The large banner is now up over Main Street in downtown Los Altos. Sarah reported that this year’s run will have automatic timing. Sarah is also reaching out to area running clubs to generate registrations. There will be 4 owl boxes on display at the run so participants can see what their fees support. Patty Radlo reported that volunteer information went out to local schools last week. Julia Zarcone recommended that residents in the Run area be “noticed” as a courtesy. Residents should be notified in a timely manner of the run date and time. Earth Day Sarah Gualtieri stated the event went very well and is growing each year. In terms of set-up and key vendors, the event is becoming more turn-key. Sarah estimated approximately 400 attendees this year. Hoppin’ Hounds Rebecca Hickman told the PRC over 1500 biscuits were “hidden” in Byrne Preserve. She estimated there were 125 dogs this year, and that $700 was raised for Palo Alto Animal Services. Rebecca also reminded the PRC that Hoppin” Hounds is carefully done so there is no impact on open space. Youth Commission The Youth Commission Leadership Conference is coming up this weekend at Town Hall. The Youth Commission also participated in Earth Day and did a “great job”. New Business Julia Zarone reported several issues at WWCB and Byrne Preserve. - She reported seeing Search and Rescue teams coming approximately every 6 weeks to the Preserve to do training. - There is a tremendous amount of teenage activity in the teepee area of the Preserve. Teens are usually in the area around 1:00 am with lots of noise and drinking. - There was a dusk ride by over 30 mountain bikers in the preserve, with a tailgate after with BBQ’s The PRC discussed and felt that Staff should be notified of the above. The Sheriff can be contacted and asked for additional presence at the Preserve. Safety issues regarding use of BBQs and fire season need to be addressed. It was questioned if the Search and Rescue Teams and the mountain bikers were disturbing the habitat in the Preserve. Next meeting is Monday, May 13, 2013 at the Parks and Recreation Building. Meeting adjourned 10:30 a.m. Respectfully submitted, Patty Radlo Secretar