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P&R 10-05-2023 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION 10185 N Stelling Rd, Quinlan Social Room Thursday, October 5, 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 Quinlan Community Center Social Room, 10185 N Stelling Rd. ROLL CALL Commissioners present: Carol Stanek, Jennifer Shearin, Seema Swamy, Hemant Buch Commissioners absent: Sashikala Begur Staff present: Rachelle Sander, Jessica Javier, Sonya Lee, Robert Kaufman, Susan Michael, Chad Mosley, Matt Morley Guest speakers: Rayna Shah, Joyce Cheung, Pranav Gupta, Aarushi Jain, Sonal Mane, Daniel Chu, Taarini Chopra CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Teen Programs Recommended Action: Receive a presentation from the Youth Activity Board and Teen Commissioners on teen programs. Rachelle Sander, Director of Parks and Recreation, introduced Sonya Lee, Recreation Manager, and Robert Kaufman, Recreation Coordinator, to present on the item. The Youth Activity Board (YAB) – Aarushi Jain, Sonal Mane, Daniel Chu, and Taarini Chopra, presented an overview of YAB, 2022-2023 debrief, and upcoming 2023-2024 programs and events. The Teen Commissioners – Rayna Shah, Joyce Cheung, and Pranav Gupta, presented an overview of the Teen Commission, 2022-2023 debrief, and upcoming 2023-2024 programs. Commissioner Buch requested clarification on whether the teens have collaborated with corporations for internship opportunities. Recreation Coordinator Kaufman clarified that they have started to discuss the idea of collaborating with more companies for Hack Cupertino and will take the feedback into consideration. Commissioner Swamy requested clarification on the Spelling Bee and the costs associated with the Window Painting. Recreation Coordinator Kaufman clarified that the Spelling Bee is a local event, exclusive to Cupertino youth, and that they are looking at ways to expand it. Recreation Manager Lee clarified that the Window Painting has minimal expenses such as paint and paint brushes. Vice Chair Shearin requested clarification on the difference of responsibilities for YAB verses Teen Commission, and whether they have considered a program called Furry Friends to help lower the stress levels of students. Recreation Coordinator Kaufman clarified that they have had something similar to Furry Friends at Bobateeno and will take the feedback into consideration. Recreation Manager Lee clarified that YAB takes the lead on planning teen events, and the Teen Commission is more advisory, helping with outreach of the teen events and spreading awareness of youth-led organizations. Chair Stanek requested clarification on the recruitment process for YAB members. Recreation Coordinator Kaufman clarified that YAB is a volunteer group and members apply online, interview, and are appointed by him for a one-year term. Clarified that YAB members are evaluated annually and can participate for multiple years. Chair Stanek asked the YAB members and Teen Commissioners what their favorite activity was. The teens responded with a variety events and programs including Bobateeno, Spelling Bee, Hack Cupertino, Cupertino Café, Window Painting, and the Teen Movie Night. Commissioner Buch recommended exploring options for expanding the Spelling Bee beyond a local event. Commissioner Swamy recommended expanding the scope of the Leader in Training program. APPROVAL OF MINUTES 2. Subject: September 7, 2023 Parks and Recreation Commission Meeting Minutes Recommended Action: Review and approve the September 7, 2023 Parks and Recreation Commission meeting minutes. Commissioner Swamy motioned to approve the September 7, 2023 Parks and Recreation meeting minutes as submitted. Commissioner Buch seconded. Motion carried with 4 yes and 1 absent. POSTPONEMENTS None ORAL COMMUNICATIONS MaryAnn Overton, Cupertino resident, supported pickleball. Albert Wu, Cupertino resident, supported pickleball and presented slides on Equitable Resource Allocation for Pickleball in Cupertino. Curtis Lee, Cupertino resident, supported pickleball and the addition of eight pickleball courts in the Memorial Park Specific Plan project design. Rajiv Pathik supported pickleball. WRITTEN COMMUNICATIONS Written communications were emailed to the commission and are included for the record. OLD BUSINESS None NEW BUSINESS 3. Subject: Park Amenity Improvements Project Update Recommended Action: Receive an update on the Capital Improvement Programs (CIP) Park Amenity Improvements project. Written communications for this item included emails to the commission and are included for the record. Director Sander introduced Susan Michael, CIP Manager, to present on the item. Presented an overview of the Park Amenities project, provided a status update, and proposals for next steps. Commissioner Swamy requested clarification on whether the shade structures were permanent or temporary, and how many they plan to fund. CIP Manager Michael clarified they are permanent, and the current plan includes three proposed locations. Commissioner Swamy requested clarification on the prioritization of amenities that contribute to cost recovery. CIP Manager Michael clarified that Parks and Recreation staff has noted the importance of increasing the usability of spaces, and that those amenities be prioritized due to the added benefit of a revenue generating opportunity for the City. Vice Chair Shearin requested clarification on the status spreadsheet. CIP Manager Michael clarified that the black columns are the generated list from 2021, and the red columns are amenities that have been installed. Vice Chair Shearin requested clarification on the Hoover Park newly installed amenities as the presentation image showed garbage cans installed. CIP Manager Michael clarified that was a mistake and Hoover Park did not have any garbage cans installed yet. Vice Chair Shearin requested clarification on whether the Commission should consider re-prioritizing. CIP Manager clarified that they are still following the direction from the Commission’s prioritization and Parks and Recreation staff for the installations. Director Sander added that a lot of what was prioritized will not change such as the benches, hydration stations, and garbage cans – until those are installed, staff likely won’t be re-looking into other options. Clarified that the dog off-leash area (DOLA) amenities are part of the City Work Program so those will be looked at in conjunction with the park amenity improvements funding. Commissioner Buch recommended the addition of multi-generational play structure equipment. CIP Manager Michael clarified that the priority is to replace any playground equipment that is aged out and unsafe. Director Sander added that the Memorial Park Specific Plan does include options for multi-generational activities. Chair Stanek clarified that the park amenity improvements are separate from the playground equipment. Vice Chair Shearin requested clarification on the funding for park amenities verses the playground equipment replacement. CIP Manager Michael clarified that the funding is separate, and they are two different projects. Chair Stanek requested clarification on the budget for park amenities and whether it was still $200,000 for five years. CIP Manager Michael clarified that the project is in its fourth year and given budget discussions, $200,000 was not allocated for this fiscal year. Chair Stanek noted that the project is behind and requested clarification on whether or not there was a plan to catch up and get back on track. CIP Manager Michael clarified that staff is on it and continues to keep the project active. Director Sander added that there were a lot of issues during COVID and new amenities were delayed in delivery. Chair Stanek recommended that on the 2023 Amenities Survey (Attachment C), the 2023 Park Amenities red text box include the word “existing,” and the April 2021 Amenities List orange text box include the word “recommended” to clarify between the two. Commissioner Swamy requested clarification on expected time frame of completion, whether or not the City is contracting out the installation of the park amenities, and if there were any penalties for contractors completing the work past the deadlines. CIP Manager Michael clarified that there isn’t an exact time frame for completion, a good number of the amenities were purchased and installed by City staff, and usually there is a penalty clause if contractors do not finish on time. Chair Stanek opened public comment. Suhas Patil, Cupertino resident, supported DOLA and commented that a fence was not needed at the DOLAs. Louise Saadati, Cupertino resident, supported DOLA amenities including a three-to- four-foot hedge with a temporary fence at Linda Vista, four benches and shade structures for both Linda Vista and Jollyman, and low lights at Jollyman. Ishi Chopra, Cupertino resident, supported DOLA amenities including benches and shade structures. Ansh Chopra, Cupertino resident, supported DOLA amenities including a three-to- four-foot hedge with a temporary fence at Linda Vista, benches and shade structures for both Linda Vista and Jollyman, and low lights at Jollyman. Chair Stanek closed public comment. Commissioner Buch recommended a collaboration between the City and DOLA supporters, adding that DOLA supporters could help fund some of the requested amenities given budget constraints. Commissioner Swamy thanked the DOLA supporters for sharing their passion and encouraged them to share any concerns they have with large dogs. Vice Chair Shearin supported the direction from City Council for the addition of DOLA amenities and thanked the public for their comments. Chair Stanek supported safety for all park users and commented that adding a hedge would not only be for the DOLA users, but also those who are walking and are fearful of dogs. Commissioner Buch requested a response from the DOLA community and staff on his collaboration suggestion between the City and DOLA supporters for funding of DOLA amenities. STAFF AND COMMISSION REPORTS Vice Chair Shearin reported on the Fall Fest and Cupertino Bike Fest. Commissioner Buch reported on the Linda Vista trail. Commissioner Swamy reported on the Saratoga Creek trail and Cupertino parks. Chair Stanek reported on the Fall Fest, Pooch Plunge, Labyrinth, upcoming Public Safety Forum, and the September Mayor’s Commissioners Meeting. Changes to the Mayor’s Meetings include: - Alternating between in-person and zoom, every other month - Length of meetings will be 90 minutes - Scheduled for the second Wednesday of the month - Attendance is limited to the Chair or Vice Chair, unless neither can attend - Structure will be more formalized, and attendees will need to submit three bullets of what their Commission is working on for distribution to all Director Sander provided the Liaison’s update on the following: - Hidden Treasures – Thursday, October 26 from 9 a.m. to 2 p.m. at the Senior Center - Monster Mash – Friday, October 27 from 5:30 to 8:30 p.m. at the Quinlan Community Center. Advanced registration required. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor’s meetings as follows: November 8 – Chair Stanek FUTURE AGENDA SETTING None ADJOURNMENT Chair Stanek adjourned the meeting at 8:34 p.m. to the November 2, 2023 meeting at 7:00 p.m. Respectfully Submitted by, Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the 01.11.24 special meeting