P&R 01-11-2024 (Special)
CITY OF CUPERTINO
PARKS AND RECREATION COMMISSION
10185 N Stelling Rd, Quinlan Social Room
Thursday, January 11, 2024
6:30 PM
SPECIAL MEETING
APPROVED MINUTES
CALL TO ORDER
Chair Stanek called the Parks and Recreation Commission special meeting to order at
6:34 p.m. in the Quinlan Community Center Social Room, 10185 N Stelling Rd.
ROLL CALL
Commissioners present: Carol Stanek, Jennifer Shearin, Seema Swamy (6:43 p.m.),
Hemant Buch
Commissioners absent: Sashikala Begur
Staff present: Jenny Koverman, Jessica Javier, Alex Greer, Amanda Hui,
Kris Garcia, Susan Michael
Guest speakers: None
CEREMONIAL MATTERS AND PRESENTATIONS
1. Subject: Cupertino Senior Center
Recommended Action: Receive a presentation on the Cupertino Senior Center.
Jenny Koverman, Recreation Manager, introduced the Cupertino Senior Center to
present on the item – Alex Greer (Recreation Manager), Amanda Hui (Recreation
Coordinator), and Kris Garcia (Recreation Coordinator) presented on the Cupertino
Senior Center including senior resources, enrichment classes, and a recap of holiday
programs.
Commissioner Buch requested clarification on whether there were classes or trainings
to help assist seniors with phone scams. Recreation Coordinator Hui clarified that they
do offer a cyber security class and sometimes partner with the Santa Clara Police
Department for a presentation on identifying scams.
Chair Stanek requested clarification on the marketing for the Health and Wellness Expo.
Recreation Coordinator Hui clarified that they market the event in the recreation
brochure, social media, paper flyers, email notifications, and on the City webpages.
Recreation Manager Greer added that they email the flyer to partnering organizations
and non-profits within the local area.
Commissioner Swamy requested clarification on the Season’s Greetings Cookie Box
holiday program. Recreation Coordinator Hui clarified that they sold 50 pre-ordered
boxes ($12 for senior center member, and $17 for non-member), the program was
profitable, and they hope to increase the number of boxes available this year due to
high demand.
APPROVAL OF MINUTES
2. Subject: October 5, 2023 Parks and Recreation Commission Meeting Minutes
Recommended Action: Review and approve the October 5, 2023 Parks and Recreation
Commission meeting minutes.
Vice Chair Shearin motioned to approve the October 5, 2023 Parks and Recreation
meeting minutes as submitted. Commissioner Buch seconded. Motion carried with 4
yes and 1 absent.
ORAL COMMUNICATIONS
Herve Marcy, Cupertino resident and representing Cupertino Little League, thanked
City staff for their collaboration in helping maintain the fields, raised awareness of the
organization to the Commission, and invited the Commissioners to opening day the
first weekend in March.
WRITTEN COMMUNICATIONS
None
NEW BUSINESS
3. Subject: Discuss City Council Work Program Items for 2024
Recommended Action: Recommend City Council Work Program Items for 2024
Recreation Manager Koverman introduced the item, reviewed the staff report, and
introduced Susan Michael, Capital Improvement Programs Manager, to clarify the
difference between the City Work Program (CWP) and the Capital Improvement
Program (CIP).
CIP Manager Michael clarified that the CWP is the list of projects and/or initiatives that
reflect the residents and the City Council’s priorities and stated policies – it provides the
opportunity to enact and advance the priorities with funding and thus action. Clarified
that CIP is a group of projects that arise out of the need to construct, maintain, and
improve the City’s infrastructure including facilities, properties, and parks. Added that
CIP projects undergo a separate evaluation process and are completed through different
processes than most CWP items.
Vice Chair Shearin recommended looking into public/private partnerships and
sponsorships to help fund events given the City’s financial constraints. Recreation
Manager Koverman clarified that item would be operational, and City staff have
already started to look into sponsorships for various events.
Chair Stanek recommended looking into increasing utilization of underutilized existing
facilities to help with revenue enhancements. Commissioner Buch supported.
Commissioner Swamy requested clarification on items listed under To Be Considered FY
2024-2025 City Work Program in Attachment A that are led by other City departments.
Recreation Manager Koverman clarified that staff does not have additional background
information on items listed that are not led by the Parks and Recreation Department.
Commissioner Buch recommended reviewing the Athletic Field Use Policy. Recreation
Manager Koverman clarified that the policy has been on the City Work Program two
times in the last five years, and that staff doesn’t recommend adding it back on the
work program so soon. Commissioner Buch requested to add increasing field usage to
Chair Stanek’s recommendation of increasing utilization of underutilized existing
facilities. Vice Chair Shearin commented that she would support the addition if the
underutilization still followed the Athletic Field Use Policy. Chair Stanek clarified that
she was referring to facilities such as the Quinlan Community Center, Senior Center,
Teen Center, etc.
Chair Stanek recommended looking into low-cost virtual streaming of Parks and
Recreation Commission meetings for accessibility.
Vice Chair Shearin motioned to recommend the following City Council Work Program
item:
- Project Title: Optimize Parks and Recreation Facilities
- Description: Review utilization of current facilities to determine where facilities
are underutilized for increased utilization and/or potential revenue
enhancement.
- Council Goal: Sustainability and Fiscal Strategy
Commissioner Swamy seconded. Motion carried with 4 yes and 1 absent.
Vice Chair Shearin motioned to recommend the following City Council Work Program
item:
- Project Title: Low-cost solution for virtual streaming of Parks and Recreation
Commission meetings
- Description: Investigate low-cost options for streaming and recording.
- Council Goal: Public Engagement and Transparency
Commissioner Swamy seconded. Motion carried with 4 yes and 1 absent.
Commissioner Swamy recommended adding a third City Council Work Program item
from the To Be Considered FY 2024-2025 City Work Program list in Attachment A –
specifically Pond Repurposing at Blackberry Farm. Chair Stanek requested clarification
on whether or not that item was referring to the Blackberry Farm Golf Course.
Recreation Manager Koverman clarified it is referring to the Blackberry Farm Golf
Course.
Commissioner Swamy motioned to recommend Pond Repurposing at Blackberry Farm
for the City Council Work Program. Commissioner Buch seconded. Motion failed with
2 yes, 2 no, and 1 absent.
4. Subject: Parks and Recreation Department Organizational Update
Recommended Action: Receive an organizational update on the Parks and Recreation
Department.
Written communications for this item included an email to the commission and is
included for the record.
Recreation Manager Koverman presented an overview of the Parks and Recreation
Department Organization Chart.
Commissioner Swamy requested clarification on whether or not the current
organization chart was different than previous years. Recreation Manager Koverman
clarified that the department now has four managers that they previously did not have
to help balance workload.
Vice Chair Shearin requested clarification on the Parks and Recreation Commission
being under the Sports Recreation Division when the Commission encompasses all of
the Parks and Recreation Department. Recreation Manager Koverman clarified that the
Commissions within the department are spread out amongst the managers and is also a
requirement of the manager job description.
STAFF AND COMMISSION REPORTS
Commissioner Buch reported on the evolving sports in India such as pickleball and box
cricket and reported on padel.
Commissioner Swamy reported on the parks and exceptional park maintenance, and
the various exercise equipment within parks in India.
Chair Stanek reported on the November Mayor’s Commissioners meeting, reminder for
cyber security training, annual tree lighting event, the new labyrinth sign at McClellan
Ranch Preserve, and the Commissioners appreciation dinner.
Recreation Manager Koverman, provided the Liaison’s update on the following:
- Blackberry Farm Golf Course Feasibility Study went to City Council on October
17. Council approved directing staff to proceed with minimal repairs to maintain
the Blackberry Farm Golf Course.
- The First Quarter Financial Report for FY 23-24 went to City Council on
November 21, and staff was seeking direction on potential service level
reductions for FY 24-25. Council approved:
o Defunding July 4 Event in FY 24-25, morning activities only.
o Defunding Community Funding Grant Program in FY 24-25, cap the
amount at $32,500
The City is now accepting applications for the 2024-2025
Community Funding Grant Program through February 1.
- In addition to the mandatory ethics training, City Council acted early last year
requiring City Commissions to also receive anti-harassment training per state
law. Commissioners should have received an email notification to complete the
anti-harassment training and ethics training (if renewal is due) via Vector
Solutions.
o If you have any additional questions, please refer to the City Clerk’s email
sent in December.
- Spelling Bee – Saturday, January 20 from 1 to 5:30 p.m. at Community Hall.
Participation in the event is sold out, but spectator registration is available
online.
- The @cupertino.gov e-mail address is now live for all Commissioners. Some key
things to note from our Innovation Technology Department:
o Continue using your @cupertino.org e-mail address for logging into your
accounts as this is still your username.
o Your signature will automatically update to .gov
o @cupertino.org will continue to work alongside @cupertino.gov
o No other action is necessary.
o All Commissioners should have received a message from IT in late
October. If you encounter any issues or need assistance, please contact
helpdesk@cupertino.gov.
- The new Cupertino website launch date has been pushed back.
- Applications for City Commissions that will have vacancies this January have
closed. Council will conduct interviews and make appointments in late January.
o The Parks and Recreation Commission will have two vacancies –
Commissioner Begur and Chair Stanek are ending their first term. Both
are eligible to re-apply for a second term. Thank you both for your
dedication and commitment to the Parks and Recreation Commission in
the current term.
Vice Chair Shearin requested a list of any incomplete trainings for Commissioners.
Jessica Javier, Administrative Assistant, will follow-up with the City Clerk’s office to see
what trainings, if any, Commissioners still need to complete.
COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS
Commissioners to attend the upcoming Mayor’s meeting as follows:
January 16 – Vice Chair Shearin
FUTURE AGENDA SETTING
Vice Chair Shearin requested a discussion of the Athletic Field Use Policy.
Commissioner Buch seconded.
Vice Chair Shearin requested an update on the sponsorship opportunities for parks and
recreation events. Chair Stanek seconded.
Vice Chair Shearin requested a review of park in-lieu fees, specifically how and what
they are being used for. Chair Stanek seconded.
Vice Chair Shearin requested an update at the February Parks and Recreation
Commission meeting on the City’s fee study results, specifically the parks and
recreation fees, that is planned to be presented to Council in February. Chair Stanek
seconded.
Commissioner Buch requested an impact report on the fee increases as part of the
Athletic Field Use Policy on the youth sports organizations (2019, 2021, 2022, 2023), and
a utilization report of athletic fields. Commissioner Swamy seconded.
Commissioner Buch requested to invite The Rise (formerly Vallco) Developers to
present on their green space plans. Vice Chair Shearin seconded.
ADJOURNMENT
Chair Stanek adjourned the meeting at 8:52 p.m. to the February 1, 2024 meeting at 7:00
p.m.
Respectfully Submitted by,
Jessica Javier, Administrative Assistant
Parks and Recreation Department
Minutes approved at the 02.01.24 regular meeting