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HomeMy WebLinkAboutJanuary 25Parks and Recreation Committee Meeting Minutes January 25, 2010 Present: Co-chairs Julia Zarcone and Scott Vanderlip, Kathy Evans, Jaime Lucia, Rebecca Hickman, Val Metcalfe, Patty Radlo, Marketing Assistant Sarah Gualtieri, and Parks and Recreation Supervisor Eric Christensen Guests: Councilmember Breene Kerr, Councilmember Ginger Summit Meeting called to order at 6:03 pm. Approval of Minutes Meeting minutes from October and December were approved unanimously; November meeting minutes approved unanimously as amended. Run In The Oaks Update Scott Vanderlip reported to the PRC that the run is now listed and open for registration on Active.com. Sarah Gualtieri has been working on securing vendors for the event and so far has Hobee’s donating coffee cake, and Equinox supplying trainers and filtered water. Suggestions from the committee included the possibility of having an additional water station located at Hidden Villa. Also, due to the recent storms, the pathways need to be checked and cleared of any debris or downed trees. Councilmember Breene Kerr addressed the committee regarding this year’s pathways run and Westwind Barn. He told the committee that the budget for Westwind Barn is extremely tight at this point in time and that many items still needed funding. Councilmember Kerr proposed to the PRC that the Pathways Run be significantly increased in size and that funds from the run in excess of costs be dedicated to the Barn. Councilmember Kerr suggested that the run be increased to approximately 1200 runners or double previous participant numbers. He would also like to see an increase of sponsorship to offset costs. Councilmember Larsen currently sits on the board of the VTA, and they have offered free advertising for the Run, which would help increase participant numbers as well as provide advertising/acknowledgement of key sponsors. Councilmember Kerr would like to see $10k dedicated to the Barn. He also suggested that activities related to the re-opening of Westwind Barn could be running concurrently with the actual Pathways run. Motion: The members of the Los Altos Hills Parks and Recreation Committee voted unanimously to dedicate funds raised at the May 8, 2010 Pathways Run in excess of costs, to Westwind Barn for retrofits. Senior Center Update and Los Altos Groups for Seniors Julia Zarcone spoke to the PRC on the importance of activities and programming for seniors in Los Altos Hills. She noted the lack of current programming available for Hills seniors other than through the Los Altos Senior Center. She reported that she had met with Lynette Eng of the Los Altos Parks and Recreation Commission to discuss the proposed joint commission for seniors between the Towns of Los Altos and Los Altos Hills. The resolution to form the new commission goes before the Los Altos Town Council at their January 26, 2010 meeting. Rhus Ridge/Moody Park Update It was reported to the PRC that the Rhus Ridge property is under the jurisdiction of the Open Space Initiative and is for passive use only. No structures are allowed and the land must be kept in its natural state. Hiking, riding, and picnicking are allowed. The property also has additional covenants and deed restrictions with further restraints on use. Because there is a creek on the property, reparian corridors allowing 25 foot set-backs from the creek bed must be maintained. Clearing can only be done for fire prevention, trash clean-up, and removal of non-native plant species. Further discussion of this property and possible use will be agendized for the February PRC meeting. Change Of Committee Meeting Time Members of the PRC discussed changing the Committee meeting time back to daytime. The majority of members felt that the current evening time was not working. The PRC decided to have their meeting on the Wednesday morning one week before the monthly Town Council meeting. This will allow any motions, requests of Council, etc. to be done in a timely manner. Motion: The members of the Los Altos Hills Parks and Recreation Committee voted unanimously to change the regular Parks and Recreation Committee meeting time to the second Wednesday of every month at 9:00 am. Parks and Recreation Committee Definition And Scope Julia Zarcone addressed the PRC regarding the duties of the Committee set forth in their charter by the Town. The PRC charter states: The charges to and duties of this committee shall be: a. to serve as an advisory body to the Council on matters related to year round recreational programs and activities, including, but not limited to, recreational programs and activities to serve children and adults. b. To develop new recreational programs and activities and study all recreational facilities available within the Town and make recommendations regarding their status, consistent with the General Plan, and c. To work with the Board of Westwind Barn to develop recreational opportunities at Westwind Barn and Byrne Preserve. Julia questioned whether the PRC has become overly involved in planning and execution of Town events, and whether the Committee had gotten away from its original charter of developing programming. Committee members discussed this issue and how it could be handled. Two specific options were discussed: 1. formation of a separate Events Committee 2. have Associate Members to the Parks and Recreation Committee, with that member in charge of a specific Town event Discussion of the PRC structure will be agendized for the February meeting. Spring Activity Guide Val Metcalfe reported to the Committee hat she had noted an inconsistency in Resident versus Non-Resident fees. She stated that there did not appear to be any kind of a consistent formula being used. Parks and Recreation Supervisor Eric Christensen said that all programs except the YRRP have a 15% differential. Julia Zarcone said that more data was needed so the Committee could determine whether the Department continues with a percentage differential or possibly a flat fee. Additional information needed to make this assessment would include the number of residents versus non-residents in Parks and Rec programs, as well as how neighboring Towns handle their fee structures. Eric Christensen gave a hand-out to PRC members outlining the timeline for all aspects of the Fall/Winter Activity Guide. He also said that a Style Guide should be developed that would outline how content needs to be submitted, photo requirements, and how items are actually submitted. What Goes Into The Guide? Committee members discussed what listings should be placed in the Activity Guide, i.e. should the Guide be program based, community based, or a combination. It was felt items listed should be only Town activities and not activities based elsewhere. Also, certain listings would be more appropriate for the Town Newsletter, an example being one time events, as opposed to ongoing classes or programming. Concerning LAHHA events, Rebecca Hickman stated that she thought only events taking place in the Los Altos Hills riding ring should be included. Rebecca Hickman stated she would talk with Duffy Price to get information on how she sets up and structures the Town Newsletter to see what might translate to the structure and inclusion of events and programming in the Park and Rec Activity Guide. Meeting adjourned at 8:15 pm Next meeting, Wednesday, February 10, 9:00 am at the Parks and Recreation Building. Respectfully submitted, Patty Radlo secretary