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P&R 11-07-97CITY OF CUPERTINO, STATE OF CALIFORNIA 103~0 Torte Avenue, Cupertino, CA 95014 Telephone (408) 777-3200 MINUTES OF THE REGULAR MEET1NG OF THE PARKS AND RECREATION COMMISSION City Hall November 7, 1996 CALL TO ORDER 1. Regular meeting of the Parks and Recreation Commission called to order at 7:04 p.m. SALUTE TO THE FLAG 2. ROLL CALL 3. Commissioners present: Commissioners absent: Staff present: Buhler, Hopkins, Lohmiller, Shukis, James Stephen Dowling, Director of Parks and Recreation Linda Lagergren, Recording Secretary Bert Viskovich, Director of Public Works ORAL COMMUNICATIONS 4. None UNFINISHED BUSINESS 5. None NEW BUSINESS 6. Director mentioned that this is an opportunity for commission, following the two park tours to review observations and make any comments they feel are appropriate. Bert Viskovich began by giving his observations and his follow-up and subsequent courses of action. He mentioned that staff did take notes and staff has begun implementing things that were discussed on the tours. Jollyman park needed the most work. That work has begun and we have received the report indicating which trees have died and which ones are going to die due to the turpentine beetle and a replacement program for the trees is inplace. The turf was another area of concern at Jollyman as well as at Lincoln school. We have now set up a program to go through our sprinkler system and modify nozzles to make sure we have even coverage. There is some revamping that is taking place at Jollyman as we indicated out at the tour. Linda Vista park is programmed to have some asphalt revamped and that is scheduled for the spring. Lincoln school turf needs some care and some modifcation to the sprinkler system. Varian park had some safety items to be taken care of. Memorial park ghost house is being modified for structural reinforcement. The city has made reassignments in the staff to perform an audit of our maintenance activities. In the parks we have set out this whole year to accomplish that and by June have a system in place. Commissioner Hopkins asked if there were measures in place to measure the end results. Bert stated that except for the goosegrass, the plan to get Jollyman back in a level of service that we expect, should be done by next spring. We are setting these levels of service so then if levels of service are to be raised, then we have a way to measure how much it will cost. PRC # 183 Approved 12/5/96 Call to order Salute to Flag Roll Call Review & discuss results of park tour Commlssloner I-Iopklns asked If these programs are being started today, gert stated that they have been started but they just haven't been formalized. We are going to do a handbook so the employee knows what is expected of him. Commissioner Shukis thought that the work order process should be reviewed so that it can be measured. He felt that there should be a sign at each park with a telephone number that the public can call if they see a problem. Bert stated that we keep records of our service orders but we rarely get calls on the parks. Bert concurred that there should be a sign with a telephone number that the public could call for maintenance issues. Commissioner James mentioned that Portal park may be a park that could be adapted to a rollerblading area and she would like to hear from staff the pros and cons of doing it there. Director Bert Viskovich stated that in the five year capital improvements program because this is such a large project and such a large cost that they would want to evaluate the merits of doing it and then look at the costs and then it would compete with other projects in the program. Director Dowling stated that he thought a blading facility is going to be an immediate subcommittee of the Teen Task Force. Some of the existing concrete areas provide a good starting point for that kind of facility. Commissioner James mentioned that she has received a lot of comments about the Kennedy fields. Some of them are serious problems with the drainage that belong back with the developer. Director Dowling said he had not heard of this. Commissioner James said that she would get this information to Steve for staff follow-up. Chair Buhler highlighted the things he noted as he listened to the interaction on the tours. ! would like to ask for help from staff on how we turn some of the general discussion into concrete action. The number one item I heard was a development of a measurement system that sets a standard of what everyone expects of the condition of our parks. Is there a way to see the visual standards? Bert said that by the end of the fiscal year a booklet will be provided for commission. Chair Buhler stated that the second item he heard, that Kazys also mentioned, came up at the mayor's breakfast and that is the idea of a phone number, like a park hotline that the public could phone in maintenance issues. Is that something that you think would be a good idea? Bert stated that it is a great idea and we should implement it. The third item is what is going to happen at Jollyman. I think it would be useful to have a written response to the public who were there in attendance at the tours and let them know what is going to happen as a result of the tour. Bert mentioned that staff is following up and staff has spoken with them. Commissioner Buhler asked Bert if the comments that he has mentioned regarding the plan could be put into a document and sent to the neighbors and also provide a copy to commission. Bert said that he would handle that. Commissioner Lohmiller stated that part of the confusion in the public is that the city is handling the city's fields and there is a loss of ownership and people don't know who is responsible for the maintenance, so I think the phone number idea is a great idea. Commissioner Shukis said that there should be some ownership with the individual staff who maintain the parks. Bert mentioned that it is important that the individuals take pride in their park. Page ~ Review & discuss results of park tour (continued) Chair Buhler commented that in the mayor's breakfast, he reported on the park tour and summarized .what we had found and that was that there was a range of conditions in the parks. It initiated a discussion with the mayor in which he relayed a conversation he had with Bert about the need for additional staff to manage the sprinkler system. I said that this solution may have budget implications, and the mayor said right now our expenses are below budget and our revenue is above plan so we have a surplus. We are absolutely prepared to deal with the budget implications of this type of issue. Bert stated that it may not take any more staff, but it may take redirecting staff to certain areas for a more even balance. Chair and commission thanked Bert Viskovich and his staff for the tour and their time. MINUTES OF PREVIOUS MEETING 7. Commissioner Lohmiller moved and Commissioner James seconded the motion to approve the minutes of the September 5, 1996 Parks and Recreation Commission meeting as submitted. All in favor. Motion carried. Commissioner Lohmiller moved and Commissioner Hopkins seconded the motion to approve the minutes of the September 18, 1996 Parks and Recreation Commission meeting as submitted. All in favor. Motion carried. Commissioner HoPkins moved and Commissioner Shukis seconded the motion to approve the minutes of the October 16, 1996 Parks and Recreation Commission meeting as submitted. Commissioner James abstained. All other commissioners in favor. Motion carried. WRITTEN COMMUNICATIONS 10. Several letters were included in commissions packet from residents complementing the staff at the Senior Center. MONTHLY REPORTS 11. Director reported on the success of the annual Ghostwalk. He also reported that the office area at the Quinlan Community Center is under construction and should be completed by November 14, 1996. 12. There were no community contacts. MISCELLANEOUS 13. There was no legislative update. 14. Chair Buhler reported earlier about the Mayor's breakfast meeting. 15. There were no staff reports 16. Commissioner James reported that letters had gone out to the advisory group of the Teen Task Force and that she had been in contact with the principals of the schools and many other people in the business community. 17. Director gave a short report on the Stevens Creek Trail. He showed on a map the proposed route and commented on the feasibility study that staff is doing. Page ~ Review & discuss results of park tour (continued) Approval of minutes 9/5/96 Approval of minutes 9/18/96 Approval of minutes 10/16/96 Monthly reports ADJOURNMENT lit.. Commissioner ttopkins moved and Commissioner James seconded the motion to adjourn at ~1:20 p.m. to the regular meeting of the Parks and Recreation Commission on Thursday, December 5, 1996, 7:00 p.m. Council Chambers. All in favor. Motion passed. Respectfully submitted, Linda M. Lagergre~,~ ATTEST: City Clerk (~ -- APPROVED: Page 4 MOTION