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P&R 09-07-2023 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION 10185 N Stelling Rd, Quinlan Social Room Thursday, September 7, 2023 7:00 PM APPROVED MINUTES CALL TO ORDER Chair Stanek called the Parks and Recreation Commission meeting to order at 7:08 p.m. in the Quinlan Community Center Social Room, 10185 N Stelling Rd. ROLL CALL Commissioners present: Carol Stanek, Jennifer Shearin, Sashikala Begur, Seema Swamy, Hemant Buch Commissioners absent: None Staff present: Jenny Koverman, Jessica Javier, Sonya Lee, Jacinta Liang Guest speakers: Sumedha Kumar, Dhruv Yadati, and Anika Karandikar CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: ElderAid App Presentation Recommended Action: Receive a presentation on the ElderAid App. Jenny Koverman, Recreation Manager, introduced the ElderAid App Team to present on the item. Sumedha Kumar, Dhruv Yadati, and Anika Karandikar (ElderAid team) presented a background and overview on the ElderAid app including a video demonstration and outreach done by the team. Commissioner Begur requested clarification on the timeline for the iOS and website. ElderAid team clarified that they are outsourcing the development, and it will take approximately three months for the iOS and four months for the website. Vice Chair Shearin requested clarification on safety – whether a senior could select a specific student to help assist in their home and how they vet the seniors who use the program. ElderAid team clarified that the app currently does not have the capability to select a specific student. Clarified that they are currently working on waivers with Venable LLP to ensure safety for all parties involved and would be requesting the City to verify the senior’s address. Vice Chair Shearin requested clarification on how they will determine if a task request is appropriate for the student. ElderAid team clarified that the seniors would select a specific category, and then proposed that City staff would determine if there were any issues with the request and could potentially dismiss it. Commissioner Swamy recommended that the seniors and students be able to interact to determine the best match, and requested clarification on whether this was already being done. ElderAid team clarified that the app currently does not have that capability. Commissioner Swamy requested clarification on the cost breakdown of the app. ElderAid team clarified that the iOS costs approximately $3,000 to $5,000. Commissioner Buch requested clarification on the feedback received from the Cupertino Senior Center. ElderAid team clarified that they started Alpha Testing with approximately 20 users (12 seniors and 8 volunteers), two of the seniors are from the Cupertino Senior Center, and the feedback received has been positive. Commissioner Buch requested clarification on the ask of the Commission. ElderAid team clarified that they need the City’s support for the Cupertino Senior Center to help promote and verify the seniors. Chair Stanek requested clarification on the program’s succession plan. ElderAid team clarified that two of the app developers are high school freshmen and one is a high school senior, and that they plan to bring on other people to help make improvements and continue developing the app. Chair Stanek requested clarification on whether they have heard about or met with Heart of Silicon Valley, and recommended they meet with the non-profit organization to see if they might have use for the app and share ideas. ElderAid team clarified that they have reached out to other non-profit organizations that do similar work such as West Valley Community Services. Chair Stanek requested clarification on the current funding and whether they plan to fundraise. ElderAid team clarified that current costs are minimal and funded, but they plan to apply for grants for future expenses including the iOS and website. Commissioner Begur requested clarification on whether the app was free for users. ElderAid team clarified the app is free for users. Commissioner Swamy requested clarification on whether the high school volunteers or their parents are signing a waiver. ElderAid team clarified that the parent of the high school volunteer is signing the waiver for them. Commissioner Begur requested clarification on the details of the verification process they are requesting from the City. ElderAid team clarified that the senior would enter their name, address, date of birth, and a photo ID that they would request the City to verify in their records. Clarified that the senior would have to go into their local Senior Center to verify. Also clarified that they are planning to acquire a third-party verification or automation. Commissioner Begur requested clarification on whether that third-party verification would then alleviate the City from having to be a part of that process. ElderAid team clarified that they would still need the City’s verification. Chair Stanek requested clarification from staff on the process moving forward for the City to take on additional work via the City Work Program. Recreation Manager Koverman clarified that there hasn’t been a direct ask from the ElderAid team to staff, and that currently just feedback is being provided by Commissions. Added that if there was a specific ask of City staff, then it would need to go through the City Attorney’s office and the Director of Parks and Recreation. Commissioner Swamy requested clarification on whether or not ElderAid considered an additional budget for outsourcing customer care. ElderAid team clarified that their user base is small right now but will take that feedback into future consideration. 2. Subject: Parks and Recreation Department Summer Programs and Events Recommended Action: Receive a presentation on the Parks and Recreation Department summer programs and events. Recreation Manager Koverman introduced Sonya Lee, Recreation Manager, to present on the item. Presented an overview on the Parks and Recreation Department summer programs and camps, summer events and festivals, and upcoming events. Commissioner Begur requested clarification on whether or not Shakespeare in the Park was fully funded by the City. Recreation Manager Lee clarified that City Council approved full funding in the amount of $30,000 for 2023, and for 2024 Shakespeare in the Park has been asked to fundraise. Commissioner Begur requested clarification on the funding for festivals. Recreation Manager Lee clarified that all festivals apply in January for the next fiscal year, and then Council approves festival fee waivers in June. Clarified that for festivals in 2024 they will need to reapply in January 2024. Commissioner Swamy requested clarification on any learning outcomes from this past summer. Recreation Manager Lee clarified that they do assessments and evaluations following the various events. Commissioner Buch requested clarification on the breakdown of which events are self- funded through revenue and which events are City funded. Recreation Manager Lee clarified that the camps are part of the enterprise fund and self-sustaining, and events such as 4th of July, Shakespeare in the Park, and Movies in the Park are funded by the City. Clarified that festivals are free community events, there is an application process and specific criteria for non-profit organizations, and festival funding is approved by Council. Vice Chair Shearin requested clarification on the park lights being left off at Creekside Park following events. Recreation Manager Lee clarified that for certain events such as 4th of July the City requests the park lights off through Public Works but will make note of this for any future event schedules to ensure the park lights are turned back on. Commissioner Swamy requested clarification on the costs associated with 4th of July. Recreation Manager Lee clarified that the pyrotechnics are an estimated $42,000 and the total cost is estimated to be just over $100,000. Vice Chair Shearin requested clarification on the number of attendees for the 4th of July fireworks. Recreation Manager Koverman clarified an estimated 6,000 attendees across all the viewing sites. APPROVAL OF MINUTES 3. Subject: August 3, 2023 Parks and Recreation Commission Meeting Minutes Recommended Action: Review and approve the August 3, 2023 Parks and Recreation Commission meeting minutes. Commissioner Begur motioned to approve the August 3, 2023 Parks and Recreation Commission meeting minutes as submitted. Commissioner Swamy seconded. Motion carried unanimously. POSTPONEMENTS None ORAL COMMUNICATIONS Rhoda Fry, Cupertino resident, opposed the Parks and Recreation Commission meetings no longer being recorded. Expressed concerns surrounding the Blackberry Farm pools and picnic sites not having an enterprise fund anymore making it harder to determine costs and adjustments needed, and concerns regarding the Blackberry Farm Golf Course enterprise fund expenses such as the feasibility study. Lisa Warren, Cupertino resident, commended the Cupertino Campout, shared feedback that community members enjoyed the Summer Concerts that were on the Memorial Park grass field and not in the amphitheater, supported the ElderAid app, and opposed the Parks and Recreation Commission meetings no longer being recorded. Manuel Valerio (representing Cupertino Historical Society) shared upcoming events – Painless Parker Exhibit on September 15 from 5:30 to 7:30 p.m. at the Quinlan Community Center, and the Fall Jazz Fundraiser on Thursday, October 19 from 5:30 to 9 p.m. at the Cupertino Hotel. WRITTEN COMMUNICATIONS None OLD BUSINESS None NEW BUSINESS 4. Subject: Fiscal Year 2022-2023 Community Funding Grant Program Written Reports Recommended Action: Receive an update on the Fiscal Year 2022-23 Community Funding Grant Program Written Reports. Recreation Manager Koverman introduced Jacinta Liang, Management Analyst, to present on the item. Presented a summary of the FY 22-23 Community Funding Grant Program written reports. Commissioner Begur requested clarification on whether a comparison is looked at for the number of Cupertino residents served verses the proposed number in the application. Management Analyst Liang clarified that staff does look at the comparison, but the number provided in the application is just an estimate. Clarified that the community funding policy doesn’t state that the organization must serve a specific number of Cupertino residents. Commissioner Begur requested clarification on the geographics for the total number of individuals served through the grant. Management Analyst Liang clarified that the grant does not require organizations to provide that information. Commissioner Buch requested clarification on whether or not staff has considered reimbursement of expenses instead of providing the grant funds upfront. Chair Stanek clarified that the current procedure is to provide the grant funds upfront, but if this was something the commission wanted to consider they could make recommendations. Vice Chair Shearin requested clarification on the Women SV expenses, specifically the office expenses and staff computers. Also requested clarification on who reviews the written reports and receipts, and whether the City could request funds back if it wasn’t used in the manner stated in the application. Management Analyst Liang clarified that City staff reviews the written reports and receipts, and the City has previously asked for unused funds to be returned. Commissioner Swamy requested clarification on the procedure for organizations to submit receipts. Management Analyst Liang clarified that organizations submit their written reports, including receipts, on July 15 following the one-year agreement with the City. Commissioner Swamy requested clarification on whether or not staff sees any trends from the organizations in terms of spending the funds – are the funds typically spent throughout the year, front-loaded, or back-loaded. Chair Stanek clarified that it varies depending on whether it is a one-time event or ongoing program. Chair Stanek requested clarification on the Women SV expenses, specifically the equipment for Chromebooks and burner phones, and asked that staff reach out to the organization for more information. Management Analyst Liang responded that staff will reach out to the organization for more details on their expense breakdown. Chair Stanek opened public comment. Jeanne Wun (representing Chinese American Coalition for Compassionate Care) expressed many thanks for the support of their organization in the FY 22-23 Community Funding Grant Program. Chair Stanek closed public comment. Commissioner Begur recommended requiring organizations to meet a minimum percentage (for example one third) of Cupertino residents, requiring organizations to provide geographic metrics for the total number of individuals served through the grant, and consideration be given to West Valley Community Services and whether they should be funded through the Community Funding Grant Program verses an on- going budget line item similar to Cupertino Historical Society. Commissioner Buch recommended a process that would require organizations to submit expenses every two to three months. Commissioner Swamy supported Commissioner Begur’s comments regarding organizations meeting a minimum percentage of Cupertino residents, supported Commissioner Buch’s comments regarding a process for submitting expenses every two to three months, and requested that more visibility be given to the Commission as to when the organizations plan to spend the funds received throughout the year. Vice Chair Shearin supported Commissioner Begur’s comments regarding requiring organizations to meet a minimum percentage of Cupertino residents and requiring organizations to provide geographic metrics for the total number of individuals served through the grant. Requested for more information on the Women SV expense breakdown. Recommended a reimbursement-based process where organizations would submit their report and receipts before the City provides payment. Requested that when staff bring the Community Funding written reports to Commission, that they include the original applications for that respective funding cycle. Chair Stanek supported requiring organizations to meet a minimum percentage of Cupertino residents, but perhaps an internal benchmark amongst the Commission. Supported funding for West Valley Community Services, and if the City wanted to support on-going funding there could be consideration similar to Cupertino Historical Society. Expressed concerns surrounding follow-up with organizations throughout the year given the staff time that would be required, and the consideration that some organizations may not have the funds to front their program or event. Commissioner Begur reiterated her recommendation for general exposure and geographic metrics for total number of individuals served through the grant funding, and that consideration be given to West Valley Community Services as a separate on- going budget line item verses the Community Funding Grant Program. Commissioner Swamy recommended a quarterly report from organizations and that the geographic metrics be included in the original proposal. Vice Chair Shearin commented that it would be harder for a festival to collect geographic metrics verses some of the other organizations that might have the information readily available. Supported requiring those metrics for organizations that it is possible for. Supported Chair Stanek’s concerns regarding staff time required for follow-up of organizations throughout the year. Chair Stanek commended the organizations for their work including the American Cancer Society for reducing costs, Breathe California of the Bay Area for total number of Cupertino residents served, Buddhist Tzu Chi Medical Foundation for the number of services provided, and the Chinese American Coalition for Compassionate Cares for the total number of individuals served. STAFF AND COMMISSION REPORTS Commissioner Begur reported on a second inappropriate graffiti incident at the Wilson Park restrooms. Vice Chair Shearin reported on the San Jose Pride Parade and the RecycleTek (portable recycling facility) pop-up at Creekside Park on Mondays and Wednesdays from 11 a.m. to 7 p.m. Chair Stanek reported on the upcoming Pooch Plunge event. Recreation Manager Koverman, provided the Liaison’s update on the following: - Just a reminder to please make sure you are replying to Jessica’s agenda emails at least two days in advance to confirm whether or not you will be in attendance at the upcoming Commission meetings. It is important that you inform the Chair and staff so we can verify a quorum prior to meetings. - Memorial Park Specific Plan – The design team has incorporated City Council, Commissions, and community feedback to develop the final conceptual plan which can be found on Engage Cupertino. The public now has an opportunity through Thursday, September 14 to provide written comments to Capital Improvement Programs Manager, Susan Michael (susanm@cupertino.org) for the design team’s consideration. o Next Steps: Finalize the CEQA report and Specific Plan design, and City Council and Commission will have their final reviews in Spring 2024. - Last Movies in the Park (Jurassic World Dominion) – Friday, September 8 at 8 p.m. at Creekside Park - Pooch Plunge - Saturday, September 9 beginning at 9 a.m. at Blackberry Farm. Registration is sold out. - Senior Center 50+ Golf Tournament – Monday, September 25 at 10 a.m. at Blackberry Farm Golf Course. Advanced registration is required. - Bike Fest – Saturday, September 30 from 9 a.m. to 1 p.m. at Civic Center Plaza COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor’s meetings as follows: September 13 – Chair Stanek October 11 – Commissioner Swamy November 8 – Commissioner Buch December 13 – Commissioner Buch FUTURE AGENDA SETTING Commissioner Begur requested a Parks and Recreation Department overview including the budget and organizational chart. Commissioner Swamy seconded. Vice Chair Shearin requested a Park Amenities update. Commissioner Buch seconded. ADJOURNMENT Chair Stanek adjourned the meeting at 9:10 p.m. to the October 5, 2023 meeting at 7:00 p.m. Respectfully Submitted by, Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the 10.05.23 regular meeting