HomeMy WebLinkAboutAugust 17LOS ALTOS HILLS
PARKS AND RECREATION COMMITTEE
MEETING MINUTES
AUGUST 17, 2011
Members Present: Kathy Evans, Chair; Julia Zarcone, Kit Gordon, Scott Vanderlip
Staff Present: Community Services Coordinator, Sarah Gualtieri
Guests: Davena Gentry from Acterra
Call to Order: 9:20 AM
Approval of Minutes: July minutes approved-motion Scott/second Julia
Public Comments: Davena Gentry presented the High Energy Homes environmental
initiative sponsored by Acterra and supported by LAH. She would like help in spreading
the word about the program and enrolling residents.
Mayors Meeting: the charter for the PR committee was discussed. Kathy suggested
changing the language for the charter to reflect our current activities and goals. Part one
of the charter needs to expand to reflect all of the groups we serve. Julia suggested
forming a sub-committee to wordsmith the charter and then to bring this back to the
group. Scott suggested that each member work on some re-writes and then share them as
a group at the next meeting. We decided that Kathy and Scott would work together with
suggestions and bring them to the next meeting. The facilities discussion part of the
charter might include a list of all the properties in Town that would be desirable for the
Town to acquire should they become available to expand our PR facilities. These include
properties near other recreation facilities or Town Hall or near public transportation. Julia
suggested that we need substantive discussion at our next meeting about how we describe
the Barn facility and its management in relation to PR. The issue of the Barn as a
training facility rather than a Town resource was mentioned in the context of describing
the Barn for the Charter. Further discussion is needed.
Facilities and Parks update: Sarah shared information about updated WWBC guide that
has rules and procedures for users. There are now additional guides to give to specific
users: instructors/Coaches, facility users: boarders, 4H, pony club and visitors. Kathy
would like to add trail ride guidelines as well. Rodent control in the Barn was discussed.
This issue was raised by Kit and Julia after the Barn tour in April when we were told
rodent control was being used successfully at the barn. We want to make sure that poison
is not being used that impacts predatory birds and other species negatively. Kit
recommended that staff speak to Danny Hoyboyer of “the Hit Men” to see what he does.
Staff has not reported what poison is being used. 4H uses the hit men according to Nancy
Couperus. Whatever method is used needs to be communicated to Breene for LEED cert
documents and needs to comply with environmental standards. There was discussion
about why we could not also get some more cats back at the barn. Sarah will follow up
with Debbie and Crystal.
User Time Sharing update at WWBC: Sarah looked into meetings with 4H and pony
club. Sarah, Debbie and Crystal meet weekly. There is some committee input that other
barn users should join this meeting. There was discussion about how often they should
meet. Sarah reported that none of these groups has approached her for a meeting nor
have they formally asked for an arena users agreement. Julia suggested making a clearer
request and grievance policy as part of the barn policy guide. Scott suggested office
hours for Crystal.
Activity Guide: Lost one instructor because he was not willing to sign all of the contract
documents. He specifically objected to the open-ended time period on the first page of
the form, the need to look at financial information and a lack of a clear description of
where the information goes and how it is kept confidential. He objected to the fact that
he was required to buy liability insurance before knowing if the class was full-in effect
causing him to spend money before knowing if he would be paid. Julia would like the
committee to review the contract documents and see if there are places where we could
make adjustments. Sarah is doing a survey of the other cities’ contract documents to see
how ours compare.
Sarah is taking suggestions for the activity guide and is open to pursuing committee
input. We need suggestions for Spring guide by November. The Fall guide will be
mailed Friday and available on line.
Marketing: Council approved advertising in the TC for the Spring guide. Sarah has
updated our listings in the Chamber of Commerce guidebook and next year we may place
an ad there.
Hoe Down: Most of the planning is done and the event is ready to go. We discussed food
and decided that a buffet is not a good option and we would prefer the vendor to offer the
dinner meal ticket and a la carte option. We would like him to add corn to the meal.
There was discussion about what to do about beer-current plan is to have beer in bottles
but this may create a problem since it would be given away-cannot be sold. Some
suggested going back to a keg with cups for sale. There will be no wine at the Hoe
Down. Sarah and Kathy to follow up and decide what to do about beer.
There was discussion about available volunteers for the craft area. Need adults to work
some of the craft items, specifically the soap craft would need three people. Right now
there are no volunteers committed to doing this.
Next Parks and Recreation meeting will be September 14, 2011 at 9:00 AM in the Parks
and Recreation building.
Meeting adjourned at 11:00 AM
Respectfully submitted,
Julia Zarcone for Patty Radlo