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P&R 11-02-00 APPROVED MINUTES PARKS AND RECREATION COMMISSION CITY OF CUPERTINO REGULAR MEETING THURSDAY, NOVEMBER 2, 2000 CALL TO ORDER Chairperson Wang called the regular meeting of the Parks and Recreation Commission to order at 7:05 p.m. PLEDGE OF ALLEGIANCE CEREMONIAL MATTERS - None ROLL CALL Commissioners present: Bradford, Jelinch, Peng, Wang Commissioners absent: Stein Staff Present: Carol Atwood, Director, Administrative Services Christine Hanel, Recreation Supervisor Marie Preston, Recording Secretary MINUTES OF PREVIOUS MEETING 1. Minutes of the September 7, 2000, meeting were approved as drafted. COMMUNICATIONS · ORAL-None · WRITTEN - None UNFINISHED BUSINESS - None NEW BUSINESS Portal Site as a Middle School and Joint Use Park Facility: Mrs. Hanel reported that Cupertino Union School District has approached the city about a joint venture to expand the Portal school site..This proposal would include the acquisition of two acres of Portal Park as a part of that expansion. Superintendent Dr. William Bragg will be attending the city council study session on Tuesday, November 7, at Blackberry Farm, where he will be discussing this proposal to council. Some of the concerns that staffhas are the giving up of two acres of park land and the elimination of a park building, which is currently used for four various programs throughout the school year. The proposal would also mean the demolition of restroom facilities. If this becomes a passive- recreational area, Parks and Recreation would also want to know who would incur the costs for building new rest rooms or putting in port-o-potties. Another concern is in the area of joint use of other facilities; these would need to be addressed with the school district. Mrs. Atwood explained that the school district's proposal is extensive. In July, the district proposed that the city pay for everything, which was basically the track, demolition of our park building and rest rooms for approximately $5.6 million, plus donating two acres of park land. There are still questions regarding who is going to pay for the demolition, who is going to maintain the park area, and Minutes - Parks and Recreation Commission - November 2, 2000 Page what are the reciprocal agreements. These questions will be addressed at the city council's November 7 meeting. At this time, staff is not recommending anything other than obtaining more information. Though Dr. Bragg has taken his proposal directly to the city council, Mrs. Atwood stated that she would like to take the proposal back to the commission to develop a recommendation to city council. The commission's recommendation would directly affect four programs, some of which have been in place for over 10 years and presently serve approximately 450 children. Public hearings for neighborhood input are expected. If council directs staff to look into this further, staff will come back to the commission with a full analysis of cost and what we gain/loose. Recommendations from the Parks and Recreation Commission would be given to Council, and Council could act on that recommendation in conjunction with the school district's proposal. It is expected that the school district will take a lead in notifying the neighborhood of public hearings; this will be addressed at the November 7 council meeting. ACTION: Information only, no action was taken. 1998 Cupertino Las Madres Group - Request for Co-sponsorship: Mrs. Hanel reported that this group is a parent/child play group designed for children bom in the same year. Planned activities are age-appropriate for that group. Parks and Recreation currently co-sponsors two other Las Madres groups. This group's request has met all of the guidelines for co-sponsorship, and requires the Commission's approval. Parks and Recreation advertises their information in the recreation schedule, gives out contact names and phone numbers, and provides a meeting space. There are no costs incurred for this service. Guidelines of a co-sponsored club are: they maintain a 51 percent Cupertino residency, be a nonprofit organization, include a roster of all of their members, provide information on their officers, and give club guidelines or constitution to show that they are a structured organization. The members need to maintain their residency. This information is checked on an annual basis along with submitting financial reports, roster, and waivers of liability. Mrs. Hanel oversees all of the co-sponsored clubs and checks their annual information. Mrs. Hanel listed the other 10 co-sponsored clubs that are supported. ACTION: Unanimously approved the request for co-sponsorship. MONTHLY REPORT 4. September Monthly Report: accepted as presented. Ms. Hanel added that the Parent/Tot pre-school program at Portal Park is a new concept and it is going very well. The deparhnent had seen a need for pre-school children to be involved in parent/tot type of programs. All classes are filled Tuesday through Friday. In the next recreation schedule, this program will be offered five days a week. Mrs. Hanel invited the commission to come out and visit the program. There have been two well received teen dances at the Quinlan Center. At each dance, there were over 500 middle school students (6~-8* grades). Mrs. Hanel invited the commission to attend one of these dances. Mrs. Atwood updated the commission on the status of the Senior Center project. The building should be completed in early March; they are hoping for a February opening date. Finishing carpenters were working on the interior and stucco color was expected to be put on next week. Furniture is being ordered. Minutes - Parks and Recreation Commission - November 2, 2000 Page Memorial Park Rest Rooms should be done by November 15. LEGISLATIVE - None STAFF ORAL REPORTS Skate Park: Mrs. Hanel updated the commission on the neighborhood meeting and the numerous correspondence received. The main concerns were noise, traffic, parking, graffiti, home values decreasing, and reducing the open space of the park. The Skate Park Committee decided to remove Wilson Park from the list of potential sites. The committee is moving forward to assess some of the other sites such as Compaq, Memorial Park, and Jollyman Park. In the meantime, Vallco has stepped forward with the idea of using the rosebowl parking lot as an interim location for a skate facility. Staff has been directed by the committee to obtain information as to the costs to open such a facility. Costs of renting port-o-potties, repaying the parking lot to make suitable for skating, portable fencing, and equipment is being investigated. The next Skate Park committee meeting is Wednesday, November 8. There is a three to six month timeline required to open such a facility. The park would be geared for the beginning to intermediate skater. Memorial and Jollyman Parks each have their individual problem areas that would need to be addressed in considering a skate park. Because of the Wilson Park neighborhood meetings, maintenance issues have been addressed and the park building will be re-opened soon after termite repairs are done; other improvements will be made in the next fiscal year. It is hoped that by summertime, there will be another building available for neighborhood rentals or for nonprofit groups that might want to have meeting space, and for use by youth and teen programs. Sports Center: Staff is still awaiting results by BSA Architects, who are performing an assessment of the building to find out what improvements might be required. Once this information is received, staff will forward information to the committee. Three options being considered by the committee are the construction of a new 10,000 sq. ft. sports center, remodeling the existing building, or demolishing the building and build a 1,500-2,000 sq. ft. building to accommodate staff. A report is expected by mid-November. DACA Lease Proposal: Staffis currently in negotiations with DACA. This should be wrapped up within the next month and a proposal to the Commission is expected for the December meeting. Parks and Recreation Director: On Monday, November 6, interviews will be held. There are seven applicants and they will be going through a series of interviews by the department heads, the city manager, the Parks and Recreation supervisors, and then the head hunter and outside panel. COMMUNITY CONTACTS Commissioner Bradford attended the Mayor's breakfast, which was hosted by the vice mayor, Sandra James. Commissioner Bradford encouraged everyone to attend Sandra James' swearing-in as Mayor on November 14, 6:00 p.m. 10. Commissioner Jelinch received a call from a woman who was very opposed to a skate park going - in; he directed the call to staff. Minutes - Parks and Recreation Commission - ]qovember 2, 2000 ])age ~ 11. Chairperson Wang attended the Community Congress. Mrs. Atwood described some of the topics addressed at this community meeting. Approximately 150 people attended the October 28 and 29 event. OTHER: 12. Commissioner Bradford raised the concern of the safety to young people who might climb the cement building at Portal Park. Mrs. Hanel stated that she will ask Public Works to look at the building. ADJOURNMENT 13. Meeting adjourned at 7:50 p.m. The next meeting will be Thursday, December 7, 2000, at the City Hall Council Chamber. Respectfully submitted Recording Secretary ATTEST: APPROVED: ChairP~7°n