P&R 04-04-2024
CITY OF CUPERTINO
PARKS AND RECREATION COMMISSION
10185 N Stelling Rd, Quinlan Social Room
Thursday, April 4, 2024
7:00 PM
APPROVED MINUTES
CALL TO ORDER
Chair Shearin 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: Jennifer Shearin, Hemant Buch (7:32 p.m.), Carol Stanek,
Claudio Bono
Commissioners absent: Seema Swamy
Staff present: Jenny Koverman, Jessica Javier, Jacinta Liang
Guest speakers: None
APPROVAL OF MINUTES
1. Subject: March 7, 2024 Parks and Recreation Commission Meeting Minutes
Recommended Action: Review and approve the March 7, 2024 Parks and Recreation
Commission meeting minutes.
Commissioner Bono motioned to approve the March 7, 2024 Parks and Recreation
Commission meeting minutes as submitted. Commissioner Stanek seconded. Motion
carried with 3 yes (Shearin, Stanek, Bono) and 2 absent (Buch, Swamy).
POSTPONEMENTS
Chair Shearin motioned to re-order the agenda and hear Agenda Item #3 Fiscal Year
2024-25 Community Funding Application Evaluations and Recommendation to City
Council before Agenda Item #2 Commissioner Discussion on Fiscal Year 2023-25 City
Work Program Item Senior Services and Youth Engagement. Commissioner Bono
seconded. Motion carried with 3 yes (Shearin, Stanek, Bono) and 2 absent (Buch,
Swamy).
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
Written communications were emailed to the commission and are included for the
record.
OLD BUSINESS
None
NEW BUSINESS
2. Subject: Commissioner Discussion on Fiscal Year 2023-25 City Work Program Item
Senior Services and Youth Engagement
Recommended Action: Discussion of Commissioners on the Fiscal Year 2023-25 City
Work Program item Senior Services and Youth Engagement.
This item was discussed after agenda item #3.
Chair Shearin reviewed the survey results from the Community Assessment Survey for
Older Adults (CASOA) that were presented to City Council as an Informational
Memorandum for the Fiscal Year (FY) 2023-25 City Work Program.
Chair Shearin opened public comment.
Jean Bedord, Cupertino resident and President of Senior Advisory Council, expressed
concerns surrounding the results of the CASOA survey, and the communication and
outreach to the 50+ community for the City as a whole. Complimented the Senior
Center for the current programs, activities, and increasing membership.
Chair Shearin closed public comment.
Commissioner Bono requested clarification on the survey distribution and outreach.
Commissioner Stanek clarified that the Commission received a presentation from Polco
on the CASOA survey [in 2023] – it was a random sample throughout Cupertino.
Commissioner Stanek requested clarification on the City Work Program online
dashboard for the Senior Survey Assessment and Senior Services and Youth
Engagement items listed and why they are assigned to Teen Commission. Jessica Javier,
Administrative Assistant, clarified that the project title on the FY 23-25 City Work
Program is Senior Services and Youth Engagement, and that the description
encompasses both the survey assessment and intergenerational activities. Added that
listed on dashboard, the item descriptions are separated.
Commissioner Stanek requested clarification on whether or not the Parks and
Recreation Commission has any part in this City Work Program item. Recreation
Manager, Jenny Koverman, noted that staff will have to check and follow up.
Chair Shearin expressed concerns about the CASOA survey results – specifically some
results showing that older adults do not understand the services available, they do not
know there is a Senior Center in the community, and that they have poor knowledge of
daytime care options. Expressed concerns that the Commission does not get to provide
feedback on the work program item.
Commissioner Bono recommended promoting senior programs through social media to
help increase public engagement.
Commissioner Stanek commented that seniors on the higher end of the age range are
not engaged on social media.
Commissioner Stanek commented that the Senior Assessment Survey was meant to
engage with the Parks and Recreation Commission, separate from the Youth
Engagement.
Chair Shearin requested clarification from staff regarding next steps. Recreation
Manager Koverman clarified that staff will follow-up with more information.
3. Subject: Fiscal Year 2024-25 Community Funding Application Evaluations and
Recommendation to City Council.
Recommended Action: Receive staff report, allow for clarifying questions, receive
public comment, receive Commissioner scoring, consider evaluations, and decisions to
provide funding recommendation to City Council for the Fiscal Year 2024-25
Community Funding applications.
Recreation Manager Koverman introduced Jacinta Liang, Management Analyst, to
present on the item. Management Analyst Liang presented on the eligibility and
evaluation process for Community Funding.
The Commission scored each applicant, and staff compiled the data in Attachment D –
Evaluation Totals Form for the Commission’s reference and discussion. Before moving
forward, Commissioners had the opportunity to adjust any rankings. Staff reordered
the organizations by Commission average and ranking and Commissioners discussed.
Chair Shearin commented that given the limited amount of funding, the Commission
should take note of applicants who have a scalable request. For example, West Valley
Community Services (WVCS) Gift of Hope – if the organization was given partial
funding, they would still be able to serve several individuals. Noted that some requests
are not scalable such as Cupertino Little League, Rotary Club of Cupertino, and
STEMBoost as these organizations had a minimum funding amount listed.
Commissioner Stanek recommended the Commission look at either the top five or six
and discuss the amount of funding they would be willing to award. Chair Shearin
recommended discussing the top six. Commissioner Bono recommended discussing the
top five. The Commission decided to discuss the top six for funding consideration.
Vice Chair Buch joined the meeting at 7:32 p.m.
Commissioner Stanek motioned to recommend to City Council to fund the following
for the Community Funding Grant Program Fiscal Year 2024-25:
1.) Cupertino Symphonic Band – $4,000
2.) Cupertino Little League – $10,000
3.) West Valley Community Services – $8,000
4.) AINAK – $3,500
5.) STEMBoost – $3,000
6.) Rotary Club of Cupertino – $4,000
Chair Shearin seconded. The Commission did not vote on this motion.
Commissioner Bono made a substitute motion to recommend to City Council to fund
the following for the Community Funding Grant Program Fiscal Year 2024-25:
1.) Cupertino Symphonic Band – $3,000
2.) Cupertino Little League – $16,000
3.) West Valley Community Services – $2,750
4.) AINAK – $2,750
5.) STEMBoost – $4,000
6.) Rotary Club of Cupertino – $4,000
Chair Shearin seconded.
Vice Chair Buch commented that although low in the ranking, Bay Area Urban Eagles
was unique and free of charge. Added that Cupertino Little League charges fees, and
that it is not free meaning they have a source of income.
Chair Shearin explained that her low ranking for Bay Area Urban Eagles was because
they have never had any Cupertino students, they haven’t invested in Cupertino, and
that they are solely an Oakland based organization. Added that the reason she ranked
Cupertino Little League high is because the scoreboards will benefit Cupertino as a
whole.
Commissioner Bono supported Chair Shearin’s comments.
Commissioner Stanek explained that her low ranking for Bay Area Urban Eagles was
because the $20,000 amount requested was very high given the funding constraints.
Added that even if awarded a smaller funding amount, there are concerns surrounding
whether or not they would still be able to complete the program. Added that Cupertino
Little League has participation, and their request is an amenity for Cupertino. Noted the
difference between her motion and the substitute motion that WVCS could serve 80
people verses 27 people (at an estimated $100 per individual cost). Explained her
reasoning for supporting Rotary Club of Cupertino – even though it is a small number
of individuals served, the leverage in terms of the labor would amplify the awarded
amount. Added that Rotary Club of Cupertino also gives back to the community in
other ways.
Chair Shearin expressed concerns that giving too much to WVCS is the right thing to
do. Added that she attended Chefs of Compassion and there were several people
donating $5,000 to $15,000, and that the City of Cupertino does not have deep pockets
currently given the financial constraints. Added that $8,000 is a big deal to several of the
organizations, however, it is not a huge amount for WVCS based on the other funding
sources they have. Recommended lowering the awarded amount for WVCS. Added
that if they award Cupertino Little League the $16,000 there is a likelihood that they will
not have to come back and reapply.
Vice Chair Buch requested clarification for the low ranking of Omniware Networks.
Chair Shearin clarified that the Cupertino Senior Center does a lot of same things, it is
more of a duplicated effort.
Commissioner Bono emphasized the focus of Cupertino. Added that both WVCS and
Rotary Club of Cupertino can fundraise. Commented that although he would have
preferred to consider only the top five, the Commissioners agreed to focus on the top
six. Added that they should award funding to organizations who do not have it as easy
or who cannot fundraise as well.
Vice Chair Buch expressed concerns surrounding the amount proposed in the substitute
motion for Cupertino Little League and that it is too generous. Recommended lowering
the amount to $10,000 in the substitute motion for Cupertino Little League.
Chair Shearin made a friendly amendment to the substitute motion to adjust the
recommended funding for STEMBoost to $3,000. (Commissioner Bono accepted the
friendly amendment).
Commissioner Stanek noted that there are a group of high scores in looking at the
Commission averages and Rotary Club of Cupertino is in the group of lower scores.
Commissioner Stanek expressed that she would still like to fund Rotary Club of
Cupertino. Added that the Commission ranking is not reflective of the average of
Commissioner rankings.
Chair Shearin opened it up for a discussion on funding for Rotary Club of Cupertino
given the Commissioner scores.
Commissioner Bono supported funding Rotary Club of Cupertino and commented that
the amount requested for the work being done for the elderly is very important. Vice
Chair Buch and Commissioner Stanek agreed.
Chair Shearin moved the discussion to the top three organizations.
Commissioner Bono supported funding Cupertino Little League $16,000 in the hopes
that they would not have to come back next year if funded a higher amount this year.
Vice Chair Buch added that Cupertino Little League has other funding sources as they
do charge fees.
Chair Shearin made a second friendly amendment to the substitute motion to adjust the
recommended funding for West Valley Community Services to $3,750. (Commissioner
Bono accepted the second friendly amendment).
The substitute motion as amended to recommend to City Council to fund the following
for the Community Funding Grant Program Fiscal Year 2024-25:
1.) Cupertino Symphonic Band – $3,000
2.) Cupertino Little League – $16,000
3.) West Valley Community Services – $3,750
4.) AINAK – $2,750
5.) STEMBoost – $3,000
6.) Rotary Club of Cupertino – $4,000
Carried with 4 yes (Shearin, Buch, Stanek, Bono) and 1 absent (Swamy).
STAFF AND COMMISSION REPORTS
Commissioner Stanek reported on the April 3 City Council special meeting, an article
being written on the Jollyman All-Inclusive Playground, and Shakespeare in the Park
fundraising.
Vice Chair Buch reported on Library Field and solar panel locations at Eisenhower
Elementary School and Sedgwick Elementary School fields.
Commissioner Bono reported on the April 3 City Council special meeting and
upcoming Holi Festival on Sunday, April 7 in Memorial Park.
Chair Shearin reported on the March Mayor’s Commissioners meeting, April 3 City
Council special meeting, and the Creekside Park School Age Playground.
Recreation Manager Koverman presented the Liaison’s update as submitted.
- Informed the Commission that starting in May, all Commissions (except
Planning and Library) will be holding their meetings in the Quinlan Community
Center Conference Room. The room has the audio/video needed to support live
streaming so that residents can watch remotely, and the recordings will be
posted the next day. Meetings are not hybrid and remote viewers will not be able
to participate during the meeting.
COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS
None
FUTURE AGENDA SETTING
Vice Chair Buch requested a presentation on the Parks and Recreation social media and
marketing. Commissioner Bono seconded.
ADJOURNMENT
Chair Shearin adjourned the meeting at 8:41 p.m. to the May 2, 2024 meeting at 7:00
p.m.
Respectfully Submitted by,
Jessica Javier, Administrative Assistant
Parks and Recreation Department
Minutes approved at the 06.11.24 special meeting