HomeMy WebLinkAboutSeptember 12LOS ALTOS HILLS PARKS AND RECREATION COMMITTEE
MEETING MINUTES
WEDNESDAY, SEPTEMBER 12, 2012
Members Present: Co-Chairs Kit Gordon and Rebecca Hickman, Linda Smith, Scott Vanderlip, Patty Radlo, Val Metcalfe, Community Services Coordinator Sarah Gualtieri, Councilmember Jean Mordo Associate Members Present: Jane Kawasaki, Vileena Nagarai, Kavita Tanhka Guests: Carl Cahill, Debbie Pedro, Nancy Couperus, John Harpootlian, Margaret Mock, and Jennifer Carlson Call to Order: 9:00 a.m. Approval of August minutes approved as amended. Motion Val Metcalfe/Second Scott Vanderlip Donation to LAH Parks and Recreation Department City Manager Carl Cahill told the PRC that he had been contacted by Eric Edwards, who is representing a Los Altos Hills resident that would like to make a donation to the Parks and Recreation Department. This donation would be specifically for use at Westwind Barn or Byrne Preserve. In exchange for the donation, the donor would like a dedicated bench. At this point the amount of the donation is not known, however City Manager Cahill was told it would be in the low 5 digits. Cahill said that an aesthetic benefit for the Barn is what the donor is looking for. Cahill made the suggestion of landscaping the east side of the barn, carrying around to the arena side of the barn, plus a proper retaining wall. The bench was discussed, and one concern was having too many benches, and that perhaps a tree(s) with a plaque might be better. Additionally, bench placement would need to go through Open Space if it was placed in the Preserve. The PRC asked Cahill to get additional input from the donor. After discussion, it was decided that the PRC will come up with different projects for several different levels of gift monies to accommodate whatever amount the donor gifts to the Parks and Recreation Department. Request for Proposals Sarah Gualtieri gave PRC members a handout for the Operation and Maintenance of Westwind Barn. She stressed that this was a rough draft of a Concessionaire model for the management and operation of the barn. A group consisting of Crystal Petralli, Sarah Gualtieri, Debbie Pedro, and Richard Lee, met and formed this draft – they were asked to put this proposal together by City Manager Carl Cahill. Sarah stated that the pur- pose of this proposal is to gather information on the Concessionaire model of barn oper- ation. The group looked at other facilities that currently have this model, including Fremont Hills Country Club, Folger Barn, and various barns in southern California. Sarah again stated that the purpose of this is only to explore the option of this model. She said that this is more an attempt to decrease Town staff time at the barn, and that the Concessionaire model would accomplish this.
Resident Nancy Couperus commented that the word Concessionaire gives people the wrong connotation, and thinks it should be changed to “Professional Management” instead. She stated that she thought 90% of the barns in California operate with this model. She also stated that it was an issue that barn manager Crystal Petralli was a manager and trainer, and that her priorities are to training not management because it offsets her salary. Councilmember Jean Mordo refuted this misconception however, stating that Petralli has a fixed salary which is not offset by training. Councilmember Mordo requested that Debbie Pedro join the meeting – he questioned her as to why this proposal has come up. Pedro stated that the Town is just looking at this model as an option, and it is not because there is a problem at Westwind Barn. The model works by leasing Westwind Barn to the Concessionaire, so they are essentially paying the Town to run the barn. The Concessionaire is in charge of boarders, training, and could possibly develop a trail riding program. All current user groups and their use of barn facilities would be clearly defined. The main advantage for the Town is that it would not have the responsibility for the day to day running of the barn. Discussion: The PRC said that the proposal must have a very clear objective and a framework that was clearly defined to present to a Concessionaire. The PRC identified the following as issues at Westwind Barn: 1. Potential need for a person on site 24/7 2. Needs to be a separation of management and training responsibilites 3. Need to eliminate utilization of limited Town staff for relief at the barn
Motion: The members of the Los Altos Hills Parks and Recreation Committee at their
September 12, 2012 regular meeting, voted unanimously to recommend that the Town
table the RFP for the Concessionaire model at this time, and look at an alternative
model which has a person on site at Westwind Barn 24/7 with the possibility of
housing provided, and with a separation of management and training responsibilities.
Motion Scott Vanderlip/Second Kit Gordon LAHF Jennifer Carlson reported to the PRC that the 4th annual Los Altos Hills Family Pumpkin Carving Party will be held on Sunday, October 28, at Fremont Hills Country Club. LAHF will provide the pumpkins, decorations, and carving tools. FHCC is providing the venue and staff in exchange for a $200 stipend. Last year’s event drew between 150 and 200 people, half of which were children. Jennifer is requesting $1755 for the event, half of which is for pumpkins. Last year’s expenses were $1476.
Motion: The Los Altos Hills Parks and Recreation Committee at their Wednesday,
September 12, 2012 regular meeting, voted unanimously to grant funding to Los Altos
Hills Family for their Pumpkin Carving Party, to be held on October 28, 2012, in the
amount of $1755. Motion Scott Vanderlip/Second Kavita Tahnka
Jennifer additionally reported: - LAHF Easter Egg Hunt is scheduled for April 24, 2013 - LAHF has not decided if they will do another movie night - The group would like to do 4 events per year with one event coinciding with the
Town Picnic Pest Control Kit Gordon is still searching for a reputable company to provide pest control for Westwind Barn. She currently has two companies, but would like three companies to present bids to Richard Lee. The priorities defined by the PRC for a pest control company are that the eco system be maintained, that there is no second-kill, and waterways, etc. are protected. Council Meeting Update Councilmember Jean Mordo told the PRC that at the August Town Council Meeting, it was questioned whether facilities should be a part of the Parks and Recreation Committee’s charter. Councilmember Mordo said that he thought that facilities should be included. PRC members discussed briefly and agreed with Councilmember Mordo. Activity Guide Sarah Gualtieri spoke about several new course offerings: - Intro to Bone Building for Seniors; a class put on jointly with the Los Altos Parks and Rec Department; Sarah stated that a free orientation had been offered and she thought this helped to increase registration. - Yoga Walks - Plein Air Workshops – only the second workshop had registrations Hoedown Recap - It was discussed by the PRC that 3:00 – 8:00 p.m. was too long for the Hoedown, and it was recommended that the hours be changed to 4:00 to 7:30 p.m. - There was very good volunteer turnout - Over 600 people attended the Hoedown; people were well spread out throughout the venue due to the scheduling of the special events - Positive feedback was given by attendees on the music, - One problem was that the Port-a-Potty was not delivered. Meeting adjourned at 10:31 a.m. Next meeting is October 10, 2012 at 9:00 a.m. in the Parks and Recreation Building. Respectfully submitted, Patty Radlo Secretary