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P&R 05-04-2023 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION 10350 Torre Avenue, Community Hall Thursday, May 4, 2023 7:00 PM APPROVED 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. 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. 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. 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 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 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 06.01.23 regular meeting