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P&R 08-01-2024 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION 10185 N Stelling Rd, Quinlan Conference Room Thursday, August 1, 2024 7:00 PM APPROVED MINUTES CALL TO ORDER Chair Shearin called the Parks and Recreation Commission meeting to order at 7:04 p.m. in the Quinlan Community Center Conference Room, 10185 N Stelling Rd. ROLL CALL Commissioners present: Jennifer Shearin, Seema Swamy, Claudio Bono Commissioners absent: Hemant Buch, Carol Stanek Staff present: Jenny Koverman, Jessica Javier, Alex Greer, Kris Garcia Guest speakers: Manuel Valerio, Bruce Parsons CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Parks and Recreation Department Senior Wellness Division Recommended Action: Receive a presentation on the Parks and Recreation Department Senior Wellness Division. Jenny Koverman, Recreation Manager, introduced Alex Greer, Recreation Manager, and Kris Garcia, Recreation Coordinator, to present on the item. Presented on the Live Well Age Well Health Expo event recap, travel program, intergenerational engagement, enrichment classes, external rentals, and sponsorships. Commissioner Swamy requested clarification on expansion of intergenerational programs beyond technical support. Recreation Manager Greer clarified that the GenConnect event focused on interactions between teens and seniors. Added that there are challenges with scheduling, but they always try to be creative in bringing the groups together. Commissioner Swamy recommended a weekly or monthly intergenerational program, rather than a one-off event. Commissioner Bono requested clarification on how the Senior Center decided to partner with Collette Travel for extended and international trips. Recreation Manager Greer clarified that prior to COVID-19, the Senior Center had an existing partnership with Collette Travel so it allowed for an easy transition in bringing back extended and international trips. Added that Collette Travel is established and has been around for more than 100 years with nationwide reach. Commissioner Bono recommended that the City look into a higher commission percentage as bookings increase. Commissioner Bono requested clarification on the 2024 Senior Center sponsorship amounts. Recreation Manager Greer clarified that the Senior Center sponsorship opportunities range from $100 to $500 currently, and that this is the first year they have introduced sponsorships so there is opportunity for growth. Chair Shearin requested clarification on how they calculated the number of attendees for the Live Well Age Well Health Expo. Recreation Manager Greer clarified that they based it off the number of giveaways at the event. Chair Shearin requested clarification on the mechanism used to determine what classes seniors are looking for. Recreation Coordinator Garcia clarified that it is either seeking out volunteers and seeing what they can provide for a class, or through surveys and feedback from the seniors. Added that there are surveys for almost every program with a section that asks for new classes they would like to see at the Senior Center. Chair Shearin requested clarification on whether or not the sponsorships are for specific events or the Senior Center in general. Recreation Manager Greer clarified that the current application is for specific events (Live Well Age Well Health Expo, Disco at Dusk, Senior Center Open House, and 50+ Golf Tournament). Chair Shearin commented that local companies in the area do donation matching, and requested clarification on whether or not that was a possibility for the Senior Center. Recreation Manager Greer clarified that it could be in the future. Recreation Manager Koverman added that there is a Donation Policy separate from the Sponsorship Policy. Chair Shearin requested a brief overview of the specific sponsorship rules. Recreation Manager Koverman clarified the details are listed in the Sponsorship Policy that was sent out to the Commission. Recreation Manager Greer added that once a sponsorship opportunity hits a $500 threshold, an agreement and insurance is required in addition to the application. Commissioner Swamy requested clarification on the budget and revenue for external rentals and enrichment classes. Recreation Manager Greer clarified the revenue in the External Rentals presentation slide is gross revenue and doesn’t include part-time staffing costs, but nonetheless there is still a profit. Recreation Coordinator Garcia clarified that classes are budgeted prior to the new fiscal year. Recreation Manager Greer added that for classes it doesn’t really have to do with budget, more so finding those volunteer instructors based on demand. Commissioner Bono requested clarification on the outreach for extended and international trips through Collette Travel. Recreation Manager Greer clarified that the Senior Center promotes in the recreation brochure, within the facility, and will continue promotion at their upcoming events. Chair Shearin opened public comment. Bruce Parsons, Cupertino resident, commented on the Senior Center waiver. Chair Shearin closed public comment. Commissioners thanked the staff for all their efforts at the Senior Center. APPROVAL OF MINUTES 2. Subject: June 11, 2024 Parks and Recreation Commission Special Meeting Minutes Recommended Action: Review and approve the June 11, 2024 Parks and Recreation Commission special meeting minutes. Chair Shearin requested to update the meeting minutes with the following – “Chair Shearin thanked the project team for an excellent concept plan driven by the residents and the CEQA analysis. She added that the concrete pad [for the future restroom facilities] is an excellent compromise given there needs to be more discussion on both sides.” Commissioner Bono motioned to approve the June 11, 2024 Parks and Recreation Commission special meeting minutes as amended. Commissioner Swamy seconded. Motion carried with 3 yes (Shearin, Swamy, Bono) and 2 absent (Buch, Stanek). POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS None NEW BUSINESS 3. Subject: Cupertino Historical Society Annual Report Recommended Action: Receive a presentation on the Cupertino Historical Society annual report. Commissioner Bono informed the Commission that he serves on the Board of Directors for the Cupertino Historical Society and Museum [CHSM] for full transparency. Recreation Manager Koverman introduced Manuel Valerio, CHSM Executive Director, and Bruce Parsons, CHSM Treasurer, to present on the item. Presented the CHSM annual report summary including fundraising activities, projects, and programs. Commissioner Swamy requested clarification on the budget listed out in the Project & Programs – Estimated Funds presentation slide, specifically the Speaker Programs and Oral History Program. CHSM Executive Director Valerio clarified that the amounts listed are a guestimate for what they envision for the future. CHSM Treasurer Parsons clarified the Speaker Programs are estimated at $10,000 per year which includes a couple of speakers, video equipment to properly record, and advertising. Clarified that the Oral History Program needs portable electronic recording equipment in order to type up, digitize, and publish for their research files. Commissioner Swamy recommended AI transcription to potentially bring down costs for the Oral History Program. Commissioner Bono emphasized the importance of preserving Cupertino’s history. Commissioner Swamy thanked CHSM all the work they do for the City of Cupertino and emphasized the importance of archiving. Chair Shearin thanked CHSM for all the work they do and commended them for the Painless Parker Exhibit and is looking forward to future exhibits. STAFF AND COMMISSION REPORTS Recreation Manager Koverman presented the Liaison’s update as submitted. Commissioner Bono reported on Shakespeare in the Park and thank you emails received from residents for the dog off-leash area benches. Commissioner Swamy reported on Cupertino Parks and how well used they are by the community. Chair Shearin reported on Shakespeare in the Park and the July Mayor’s Commissioners meeting. FUTURE AGENDA SETTING None ADJOURNMENT Chair Shearin adjourned the meeting at 8:23 p.m. to the September 5, 2024 meeting at 7:00 p.m. Respectfully Submitted by, Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the 09.05.24 regular meeting