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Agenda PacketCITY OF CUPERTINO PARKS AND RECREATION COMMISSION AGENDA 10350 Torre Avenue, Community Hall and via Teleconference Thursday, June 1, 2023 7:00 PM This meeting will be televised IN-PERSON AND TELECONFERENCE / PUBLIC PARTICIPATION INFORMATION Members of the public wishing to observe the meeting may do so in one of the following ways: 1) Attend in person at Cupertino Community Hall, 10350 Torre Avenue. 2) Tune to Comcast Channel 26 and AT&T U-Verse Channel 99 on your TV. 3) The meeting will also be streamed live on and online at www.Cupertino.org/youtube and www.Cupertino.org/webcast Members of the public wishing to comment on an item on the agenda may do so in the following ways: 1) Appear in person at Cupertino Community Hall. Members of the audience who address the Commission must come to the lectern/microphone, and are requested to complete a Speaker Card and identify themselves. Completion of Speaker Cards and identifying yourself is voluntary and not required to attend the meeting or provide comments . 2) E-mail comments by 5:00 p.m. on Thursday, June 1 to the Commission at parksandrecreationcommission@cupertino.org. These e-mail comments will be received by the commission members before the meeting and posted to the City’s website after the meeting. Members of the public may provide oral public comments during the meeting as follows : Oral public comments will be accepted during the meeting. Comments may be made during “oral communications” for matters not on the agenda, and during the public comment period for each agenda item. Teleconferencing Instructions Page 1 1 Parks and Recreation Commission Agenda June 1, 2023 To address the Commission, click on the link below to register in advance and access the meeting: Online Register in advance for this webinar: https://cityofcupertino.zoom.us/webinar/register/WN_5q2fLwKGRfqmnN7AZmplOA Phone Dial: 669-900-6833 and enter Webinar ID: 937 5086 4174 (Type *9 to raise hand to speak, *6 to unmute yourself). Unregistered participants will be called on by the last four digits of their phone number. Or an H.323/SIP room system: H.323: 162.255.37.11 (US West) 162.255.36.11 (US East) Meeting ID: 937 5086 4174 SIP: 93750864174@zoomcrc.com After registering, you will receive a confirmation email containing information about joining the webinar. Please read the following instructions carefully: 1. You can directly download the teleconference software or connect to the meeting in your internet browser. If you are using your browser, make sure you are using a current and up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers, including Internet Explorer . 2. You will be asked to enter an email address and a name, followed by an email with instructions on how to connect to the meeting. Your email address will not be disclosed to the public. If you wish to make an oral public comment but do not wish to provide your name, you may enter “Cupertino Resident” or similar designation. 3. When the Chair calls for the item on which you wish to speak, click on “raise hand,” or, if you are calling in, press *9. Speakers will be notified shortly before they are called to speak . 4. When called, please limit your remarks to the time allotted and the specific agenda topic . In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this teleconference Commission meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at Page 2 2 Parks and Recreation Commission Agenda June 1, 2023 408-777-3223, at least 48 hours in advance of the Commission meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, Commission meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. CALL TO ORDER ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1.Subject: Parks and Recreation Department Summer Events Recommended Action: Receive a presentation on the Parks and Recreation Department summer events. APPROVAL OF MINUTES 2.Subject: May 4, 2023 Parks and Recreation Commission Meeting Minutes Recommended Action: Review and approve the May 4, 2023 Parks and Recreation Commission meeting minutes. A - Draft Minutes POSTPONEMENTS ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the Commission on any matter within the jurisdiction of the Commission and not on the agenda. Speakers are limited to three (3) minutes. In most cases, State law will prohibit the Commission from making any decisions with respect to a matter not on the agenda. WRITTEN COMMUNICATIONS OLD BUSINESS 3.Subject: Update on the community input and conceptual design progress of the Memorial Park Specific Plan project. Recommended Action: Receive an update on the community input and conceptual design progress of the Memorial Park Specific Plan project. Staff Report NEW BUSINESS STAFF AND COMMISSION REPORTS Page 3 3 Parks and Recreation Commission Agenda June 1, 2023 COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS FUTURE AGENDA SETTING ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Any writings or documents provided to a majority of the members after publication of the agenda will be made available for public inspection. Please contact the City Clerk’s Office in City Hall located at 10300 Torre Avenue, Cupertino, California 95014, during normal business hours. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section 2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City’s website and kept in packet archives. Do not include any personal or private information in written communications to the City that you do not wish to make public, as written communications are considered public records and will be made publicly available on the City website. Members of the public are entitled to address the members concerning any item that is described in the notice or agenda for this meeting, before or during consideration of that item. If you wish to address the members on any other item not on the agenda, you may do so during the public comment . Page 4 4 CITY OF CUPERTINO Agenda Item 23-12353 Agenda Date: 6/1/2023 Agenda #: 1. Subject: Parks and Recreation Department Summer Events Receive a presentation on the Parks and Recreation Department summer events. CITY OF CUPERTINO Printed on 5/26/2023Page 1 of 1 powered by Legistar™5 CITY OF CUPERTINO Agenda Item 23-12354 Agenda Date: 6/1/2023 Agenda #: 2. Subject: May 4, 2023 Parks and Recreation Commission Meeting Minutes Review and approve the May 4, 2023 Parks and Recreation Commission meeting minutes. CITY OF CUPERTINO Printed on 5/26/2023Page 1 of 1 powered by Legistar™6 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION 10350 Torre Avenue, Community Hall Thursday, May 4, 2023 7:00 PM DRAFT MINUTES CALL TO ORDER Chair Stanek called the Parks and Recreation Commission meeting to order at 7:00 p.m. in the Cupertino Community Hall, 10350 Torre Avenue and via teleconference. ROLL CALL Commissioners present: Carol Stanek, Jennifer Shearin, Sashikala Begur, Seema Swamy, Hemant Buch Commissioners absent: None Staff present: Rachelle Sander, Jessica Javier, Jenny Koverman, Alex Greer, Molly James, Jason Bisely, Evelyn Moran, Susan Michael Guest speakers: None CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Update on Fiscal Year 2022-23 City Work Program Item Intergenerational Engagement Recommended Action: Receive an update on the status of the Intergenerational Engagement Fiscal Year 22-23 work program item. Rachelle Sander, Director of Parks and Recreation, introduced Alex Greer, Recreation Supervisor, to present on the item. Presented on the background of the work program item, the Peace, Love, Unity Youth Art Exhibit, Closing the Gap: An Intergenerational Mixer, and the upcoming Disco at Dusk event. Commissioner Begur requested clarification on the budget breakdown of the allocated funds for the work program item. Recreation Supervisor Greer clarified that of the $20,000 budget allocated, staff have not spent more than $5,000 between the two intergenerational events. 2. Subject: Blackberry Farm Summer Updates Recommended Action: Receive a presentation on Blackberry Farm summer updates. Director Sander introduced Jason Bisely, Recreation Coordinator, to present on the item. 7 Presented on the 2023 Blackberry Farm Season including the park schedule, pool schedule, swim lessons, and upcoming Pooch Plunge event. APPROVAL OF MINUTES 3. Subject: April 6, 2023 Parks and Recreation Commission Meeting Minutes Recommended Action: Review and approve the April 6, 2023 Parks and Recreation Commission meeting minutes. Vice Chair Shearin motioned to approve the April 6, 2023 Parks and Recreation Commission meeting minutes as submitted. Commissioner Buch seconded. Motion carried with 4 yes and 1 abstain. POSTPONEMENTS None ORAL COMMUNICATIONS Jahnavi Kumar supported the Dog Off-Leash Area (DOLA) Trial at Linda Vista Park. WRITTEN COMMUNICATIONS None OLD BUSINESS 4. Subject: Update on the Playground Replacement Capital Improvement Project Recommended Action: Receive an update on the playground replacement capital improvement project and provide input on playground elements. Evelyn Moran, Public Works Project Manager, provided an update on the playground replacement project. She reviewed five inclusive panel options to include in the Creekside Park school age playground design and asked the Commission to select three inclusive panels. Commissioner Buch expressed concerns regarding a lack of multigenerational designs. Project Manager Moran clarified that the playground design is for school age and targeted for 5 to 12 years old. Commissioner Begur requested a breakdown of costs for the five inclusive panel options. Project Manager Moran clarified that there is no difference in cost and each panel is priced at $1,560. Given the cost, Commissioner Begur inquired about the reasoning for not including all five panels. Project Manager Moran clarified there are other playgrounds to upgrade, and they are trying not to expend all the budget. 8 Vice Chair Shearin expressed concerns regarding removal of the current bench in the play area and whether there are decibel measurements for the chimes given there are homes right across the creek. Project Manager Moran clarified there are no specific measurements, but that it would be contained within the play area. Commissioner Swamy expressed concerns regarding the older school age target of 12 years old with the inclusive panels and commented that the panels are more geared towards the younger school age, 5 to 7 years old, verses multigenerational. Project Manager Moran clarified that the inclusive panels by the manufacturer are targeted for ages 5 to 12 years old. Commissioner Begur requested clarification on the allocated budget. Project Manager Moran clarified that the original budget was $150,000 per playground, but due to costs associated with play equipment, installation, and ADA work, the budget has increased to $300,000 per playground. Chair Stanek supported the Chimes Reach Panel due to relaxation, Image Panel due to multigenerational, and the Braille and Clock Panel due to the educational component. Least supportive of the Bongo Panel due to the sound. Vice Chair Shearin requested clarification on the surface material of the playground. Project Manager Moran clarified there will be wood fiber throughout the play area and the inclusive corner will have rubberized surfacing. Vice Chair Shearin supported the Image Panel due to multigenerational, Braille and Clock Panel due to inclusivity, and the Marble Panel due to tactility. Least supportive of the Chimes Reach Panel due to the sound. Supported keeping the existing bench and relocating within the current play area. Commissioner Begur requested information on the sound level of the inclusive panels. Commented that there is likely reasoning behind the manufacturer recommending these five panels for inclusiveness, and if Commissioners were not to select some panels due to the noise component, would that take away from the inclusivity. Commissioner Swamy requested clarification on why only two manufacturers were taken into consideration and not more. Capital Improvement Programs (CIP) Manager, Susan Michael, clarified given the “Creek” theme of the playground, there were only a few vendors who could provide the theme. 9 CIP Manager Michael requested the Commissioners rank the inclusive panels, five being their favorite and one being their least favorite. Commissioner Swamy – 5.) Image Panel, 4.) Braille and Clock Panel, 3.) Bongo Panel, 2.) Chimes Reach Panel, 1.) Marble Panel Vice Chair Shearin – 5.) Image Panel, 4.) Braille and Clock Panel, 3.) Marble Panel, 2.) Bongo Panel, 1.) Chimes Reach Panel Chair Stanek – 5.) Image Panel, 4.) Marble Panel, 3.) Chimes Reach Panel, 2.) Braille and Clock Panel, 1.) Bongo Panel Commissioner Begur – 5.) Image Panel, 4.) Chimes Reach Panel, 3.) Bongo Panel, 2.) Braille and Clock Panel, 1.) Marble Panel Commissioner Buch – 5.) Bongo Panel, 4.) Image Panel, 3.) Chimes Reach Panel, 2.) Marble Panel, 1.) Braille and Clock Panel CIP Manager Michael shared the results with the Commission resulting in the following rank order from favorite to least favorite – Image Panel, Bongo Panel, Braille and Clock Panel Tied with Chimes Reach Panel, and Marble Panel. Commissioners then voted to break the tie for the final ranking between the Braille and Clock Panel and Chimes Reach Panel. Commissioner Swamy – Braille and Clock Panel Vice Chair Shearin – Braille and Clock Panel Chair Stanek – Chimes Reach Panel Commissioner Begur – Chimes Reach Panel Commissioner Buch – Chimes Reach Panel The final rank order for the Commission from favorite to least favorite was Image Panel, Bongo Panel, Chimes Reach Panel, Braille and Clock Panel, and Marble Panel. NEW BUSINESS None 10 STAFF AND COMMISSION REPORTS Vice Chair Shearin reported on the Cherry Blossom Festival, Mandatory Commissioners Training, and upcoming Bike Fest in September. Commissioner Swamy will email City staff an update on the March Mayor’s Commissioners Meeting to distribute to the Commission. Commissioner Buch reported on the Cherry Blossom Festival and commented that he was not able to attend the April Mayor’s Commissioners Meeting. Chair Stanek reported on the Earth and Arbor Day Festival, Labyrinth at McClellan Ranch Preserve, Monta Vista DOLA Trial, and the Cupertino Symphonic Band performance at Earth and Arbor Day. Director Sander introduced Jenny Koverman, Recreation Supervisor, who will be the backup Staff Liaison for the Parks and Recreation Commission. Recreation Supervisor Koverman provided the Liaison’s update on the following: - The community is invited to participate in the Community Budget Survey open now through Wednesday, May 31 at Cupertino.org. Preliminary responses submitted through May 16 will be shared during the City Council Special Meeting on the Fiscal Year 2023-2024 Proposed Budget Study Session on May 17. o In addition, there is a Budget Town Hall open to the community on Thursday, May 18 at 6:30 p.m. in-person at Community Hall and online via zoom webinar. - Due to the number of concerns and community feedback at Monta Vista over the trial period, the Monta Vista DOLA will conclude on Saturday, May 6. Staff are evaluating if there are other possibilities at that park. - Linda Vista DOLA Trial is still being evaluated and will remain as is for now. - Live Well Age Well Health Expo – Friday, May 19 from 10 a.m. to 2 p.m. at the Cupertino Senior Center - CREST Awards Ceremony – Thursday, May 25 at 5:30 p.m. at Community Hall Chair Stanek reminded Commissioners to complete the Mandatory Commissioners Training. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor’s meetings as follows: May 10 – Vice Chair Shearin 11 June 14 – Commissioner Begur July 12 – Chair Stanek August 9 – Commissioner Buch September 13 – Commissioner Swamy Director Sander informed the Commissioners that they will be asked to reply to the agenda email from Administrative Assistant, Jessica Javier, and confirm attendance to ensure a quorum prior to the meetings. FUTURE AGENDA SETTING None ADJOURNMENT Chair Stanek adjourned the meeting at 8:45 p.m. to the June 1, 2023 meeting at 7:00 p.m. Respectfully Submitted by, Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the _____ regular meeting 12 CITY OF CUPERTINO Agenda Item 23-12355 Agenda Date: 6/1/2023 Agenda #: 3. Subject:Update on the community input and conceptual design progress of the Memorial Park Specific Plan project. Receive an update on the community input and conceptual design progress of the Memorial Park Specific Plan project. CITY OF CUPERTINO Printed on 5/26/2023Page 1 of 1 powered by Legistar™13 PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: June 1, 2023 Subject Update on the community input and conceptual design progress of the Memorial Park Specific Plan project. Recommended Action Receive an update on the community input and conceptual design progress of the Memorial Park Specific Plan project. Reasons for Recommendation The Memorial Park Specific Plan project team shared the design concept drawings with the community in January and February via a number of public events, including an online survey which closed at the end of February. The project team has refined the design concept in response to the public input. We return to this commission to report on the design progress and to receive input prior to presenting to City Council to share the status of the project. City Council will be asked to provide feedback prior to the project team’s finalization of the design and environmental report. Design and Construction of the park improvements at the Memorial Park are dependent on future planning and City Council budget approvals. The phasing and duration of construction will be dependent on the requirements of the adopted/final design elements. Background Information: The purpose of the Memorial Park Specific Plan is to determine how to best meet the future recreation, community gathering, event, and open space needs of citizens through enhancement of the site, following the findings and recommendations of the City’s Parks and Recreation System Master Plan. In July 2022, Gates and Associates (Gates) was hired to develop the Memorial Park Specific Plan. The City worked with Gates to develop a process for implementation of the project. The project has been divided into phases, which include: 14 • Research and Analysis • Initial Community Engagement • Conceptual Design • Schematic Design • Environmental Assessment The Site Assessment and Outreach Summary was presented to the Parks and Recreation Commission on February 2, 2023. The project team has recently completed a second outreach engagement to determine the community preference on three conceptual design alternatives. Conceptual Design Phase The three alternatives were Concept A - Community Focus, Concept B – Nature Focus, and Concept C - Civic Focus. The project team conducted additional outreach activities to provide information and solicit feedback on the three conceptual design alternatives. Information about the survey and future events is provided to residents using mailings, social media posts, Items of Interest, the City’s Engage Cupertino websites, and at the events themselves. The events to encourage public engagement were: • Online community survey January 25 - February 22, 2023 (1011 responses) • Community Open House at the Cupertino Senior Center on February 4, 2023 (approximately 50 participants) • Virtual community meeting on February 9, 2023 (approximately 16 participants) • Parks & Recreation Commission meeting on February 2, 2023 • Bicycle Pedestrian Commission Meeting on February 23, 2023 The focus of this meeting’s discussion will include updates on the latest public outreach, and next steps in the design process for the Memorial Park Specific Plan project. 2nd Round of Outreach The project team is looking for Commission’s input on the single design concept considering the responses from the second community outreach. The data from the online survey is attached as Attachment A. Some key findings are: • Concept A was the most preferred concept in all three outreach forums (Open House, Survey, Webinar) collecting 50% or more of the total votes in each. • Recreation, nature, and play are top priorities for the park. • Most Important/favorite features: Passive Garden walk, relocated/upgraded restrooms, dedicated pickleball courts, upgraded playground, relocated/expanded playground, picnic areas with shade, nature playground, upgraded amphitheater, educational garden zone. • Two distinct playgrounds are preferred (multi-age play area & nature playground). 15 • Separating tennis and pickleball is preferred. • Event lawn and expanded/integrated deck are preferred upgrades to the area next to the Senior Center. • Trees, shade, sustainability, native plants, and green space are important natural features of the park. Schematic Design Currently, the project team is applying the feedback from the public outreach efforts, as well as Commission comments, to develop a preferred singular design layout and park features that reflect the community’s priorities. These are being incorporated into an initial schematic design plan as presented. Once this is further developed and presented to City Council, this design will be used to initiate California Environmental Quality Act (CEQA) clearance. Preferred Singular Design Concept Taking Concept A as a base, the design team has added various attributes from the other concepts to put together a preferred singular design concept. Concept A removed the underutilized softball field and various amenities have been worked in. Some key elements to this plan are: • Multi-age play area with an open turf area near adjacent playgrounds for the different age groups. • Added individual Pickle ball courts • New basketball and bocce courts • A large area for passive garden walks with a nature play area nearby • Improved amphitheater with connected walkway • Enhanced bathrooms and an additional centrally located bathroom • Central emergency access • Better connections to the park from the Senior Center • Enhanced picnic areas and benches • Two open lawn areas preserved and enhanced for large community events. • Added parking lot off of Anton Way Next Steps: Environmental Assessment After the Schematic Design is approved, the project team will pursue CEQA Clearance. Depending on the design and the duration of the public circulation period for the final environmental document, the projected timeframe for CEQA clearance varies anywhere from six to twelve months. Once CEQA clearance is obtained, the project can continue with further development of the design and into construction documentation. Next Steps: Design and Construction Design and Construction of the park improvements at the Memorial Park are dependent on future planning and budget approvals. The phasing and duration of 16 construction will be dependent on the requirements of the adopted/final design elements. Sustainability Impact This project aligns with multiple objectives outlined City’s Climate Action Plan 2.0. In particular, development of the Memorial Park site will enhance bike and pedestrian paths (Measure TR-1), an opportunity to create new natural areas in existing parklands (Measure CS2.1). Fiscal Impact Receiving the Presentation does not incur fiscal impact. California Environmental Quality Act As noted in this report, CEQA review and clearance will be pursued once the schematic design is completed and before the City commits to undertaking a defined project. Prepared by: Susan Michael, Capital Improvement Programs Manager Reviewed by: Chad Mosley, Director of Public Works Approved for Submission by: Rachelle Sander, Director of Parks and Recreation A - MPSP Survey round 2 results 17