08-18-2026 Parks and Rec Committee Agenda Packet

Patty Dewes, Chair, Secretary TOWN OF PORTOLA VALLEY Karen Askey, Vice Chair David Bailey, Member Parks & Recreation Lindsay Bowen, Member Committee Meeting Steve Ericksen, Member August 18, 2026 Jon Myers, Member Cindy Rowe, Member 7:00 p.m. Minnie Sarwal, Member AGENDA REGULAR MEETING HISTORIC SCHOOLHOUSE– 765 PORTOLA RD. – PORTOLA VALLEY, CA REMOTE MEETING ADVISORY: On March 1, 2023, all committees in Portola Valley will return to conducting in- person meetings. A Zoom link will be provided for members of the public to participate remotely; however, the Town cannot guarantee there will be no technical issues with the software during the meeting. For best public participation results, attending the meeting in-person is advised. ASSISTANCE FOR PEOPLE WITH DISABILITIES In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (650) 851-1700 or by email at towncenter@portolavalley.net. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. VIRTUAL PARTICIPATION VIA ZOOM To access the meeting by computer: https://us06web.zoom.us/j/87327480986?pwd=CjXFaapdVAshadBAFiua5bW2oPn8er.1 Webinar ID: 873 2748 0986 Passcode: 805759 To access the meeting by phone: 1-669-900-6833 or 1-888-788-0099 (toll-free) Mute/Unmute – Press *6 / Raise Hand – Press *9 1. CALL TO ORDER & ROLL CALL 2. ORAL COMMUNICATIONS FOR ITEMS NOT ON THE AGENDA Speakers' time is limited to two minutes. 3. APPROVAL OF MINUTES: a. July 21, 2026 4. NEW BUSINESS: a. Cut down watering on Town Soccer Field? 5. OLD BUSINESS: a. Zott’s to Tots/Town Picnic: Date, Saturday, September 19 b. Next Game Night: Saturday, November 14 c. Discuss Town Court Outstanding Topics: i. Cleaning of storage shed ii. Slippery Courts d. Master Fee Schedule: Status and Next Steps e. Status of Proposal for Potential Replacement of Existing Portable Restrooms and Snack Shack at Dorothy Ford Park & Open Space i. Phase 1 Design Study ii. Fund Raising f. Status of Rossotti’s and Dorothy Ford Park Little League Field Parking 6. ITEMS TABLED FOR FUTURE CONSIDERATION a. Bocce Court Proposal Town of Portola Valley – Parks & Recreation Committee Agenda August 18, 2026 Page 2 of 2 b. Off-Leash Dog Area c. Request to Town Council for a study session on recreational facilities d. Discuss PV Recreational Facilities Opportunities Status e. Discuss Hawthorns Property Planning Status 7. ADJOURNMENT The next regularly scheduled meeting date is September 15, 2026, at 7:00 p.m. ************************************************************************************************************************************* Land Acknowledgement: The Town of Portola Valley acknowledges the colonial history of this land we dwell upon—the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair. Parks and Recreation Committee Meeting Minutes Call to Order: The meeting was called to order at 7:02 p.m. via Zoom Members present: Patty Dewes, Karen Askey, Jon Myers, Steve Ericksen Members absent: Lindsay Bowen, Cindy Rowe, David Bailey, Minnie Sarwal Oral Communications: None Approval of Minutes: The minutes of the June 16, 2026, meeting were approved unanimously without edits. New Business: None Old Business: a. Zott’s to Tots/Town Picnic: Saturday, September 19. • We are going to be keeping the registration fees the same: $25/individual, $40/two, $60/family • We discussed the issue of bikes at the finish line. Some participants (primarily teen riders) are going very fast and causing safety issues. It was suggested that perhaps we move the finish line for the bikes further up Portola Road. We will continue to discuss. • We still need to contact local businesses/other communities and let them know about the date and road closures. Patty has already contacted Springdown, she will also contact the Sequoia’s, Willow commons, the Priory. Karen has let Alpine Hills know. Last year we distributed a flyer to Roberts, the Hardware Store, etc. We will also plan to put out the sandwich boards as in prior years. • Patty will reach out to the BPT&S committee to make sure they are coordinating the Sheriff and volunteer effort and to ensure that we do not have any time billed by the Woodside Patrol this year. • Jon will find a “celebrity” starter (other than himself!) • Patty will reach out to Darcy for two requests: 1) direct the Zott’s registration fees to the Park-in- lieu fund vs general revenue, 2) change registration process to make it simpler and less time- consuming for Zotts participants, the committee and Town staff. • We will work on developing a new logo (no cost). Suggestions included eliminating the year so we can use it for other purposes and making sure that it transfers well to whatever tchotchke we choose this year. • We discussed and decided on awards and medals. • We also discussed how to potentially use the colors of the bibs to help distinguish running categories (male/female, age. . . ). Karen will give this some thought. • We are considering a tote bag for this year. We discussed how to distribute (starting vs. finish line). No decision yet. . . • To eliminate the bottleneck, there will be NO ice cream at the finish line, we will direct everyone to the Friends of the Library booth which will have ice cream available. • Picnic: All major items are reserved, we are planning no major changes, but we have time for other ideas. . . Still need a band. • The Town has received a request to reserve the Town Center for an event on September 25. 2027. Since we have priority, we were asked if that would be a conflict w/ our 2027 picnic. We had not yet established a 2027 date but after discussion, we agreed to ask the Town to reserve the previous 2 Saturdays (September 11 and 18) for the Picnic and release the 25th for the requested event. b. Master Fee Schedule: Patty/Karen met w/ Darcy/Tony/Cindy (Town staff) to continue discussions on possible revision to the Recreation Fees. The Town staff then presented their recommendations to the Town Council with just a few changes; the Council approved the fee schedule. A few, but not all our recommendations were incorporated. The Town Council, however, requested that the Town continue to work with our committee on further changes. They requested a mid-year review, (probably in the January timeframe). We agreed that our limited resources are focused on Zotts/Town Picnic right now and that we should take this up again in October to look at next steps. It was also suggested that, at that time, we document and agree on what OUR committee objectives would be (cost recovery w/ some level of subsidy, competitiveness, priority of youth over adult fees, etc.) so that we can structure our recommendations accordingly. • It was also suggested that there be an option for our Leagues/Club/Youth organizations to contribute additional fees to the Town. This is done elsewhere. We could start w/ the PV Pickleball League as their fees were reduced by the Council. But we should also ensure that any additional fees collected are earmarked for Parks and Recreation use ONLY. c. Next Game Night: Saturday November 14. We agreed that it will be a trivia night, with further discussions at a future meeting closer to the date. d. Discuss Town Court Outstanding Topics: Jon indicated that he heard that Youth Soccer has been doing some work on cleaning out their portion of the shed. e. Status of Proposal for Potential Replacement of Existing Portable Restrooms and Snack Shack at Dorothy Ford Park & Open Space: The design firm (CALA) presented an update to a joint meeting of the ASCC/PC on Wednesday, June 17. The ASCC/PC agreed to remove the right field location from consideration. They also gave a recommendation to 1) complete the previously requested survey to validate the setback boundaries and 2) revisit the cost, which is significantly higher than the guidelines initially given to them. It’s not clear when the next review will be. f. Status of Rossotti’s and Little League Field Parking: Will be moved to Items tabled for future discussion. Items tabled for future discussion: • Bocce Court Proposal • Off-leash Dog Area • Status of request to Town Council for a study session on recreational facilities • PV Recreational Facilities Opportunities • Hawthorns Property Planning Status Next Meeting: Tuesday, August 18 at 7:00 p.m. The meeting was adjourned at 8:30 p.m. Respectfully submitted, Patty Dewes, Acting Secretary