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P&R 05-05-94cITY OF CUPERTINO, STATE OF CALIFORNIA 10300 Torte Avenue, Cupertino, CA 95014 Telephone (408) 777-3200 MINUTES OF THE REGULAR MEETING OF THE PARKS AND RECREATION COMMISSION Council Chambers May 5, 1994 PRC#I52 Approved 6/2/94 CALL TO ORDER 1. Regular meeting of the Parks and Recreation Commission called to order at 7:00 p.m. Call to order SALUTE TO THE FLAG Flag Salute ROLL CALL 3. Commissioners present: Commissioners absent: Staff present: Lohmiller, Hendrickson, Hopkins, Buhler, Quinlan (7:07pm) Stephen Dowling, Director of Parks and Recreation Linda Lagergren, Recording Secretary Roll Call INTRODUCTIONS 4. None. ORAL COMMUNICATIONS 5. None OLD BUSINESS 6. None NEW BUSINESS 7. Director said, "I would like to begin this report with a tremendous thank-you to the members of the Task Force committee. I think in very quick order they have come to some responsible recommendations regarding the short-term use of the Fremont Older site. As the Commission is aware, the City acquired this property a couple of years ago and in the middle of August we will take possession. We've owned it, but the school district will be moving on to their new school at Sedgewick. The task of this committee was to identify short term uses of this site as it exists. From the beginning there were two very prominent conditions that played heavily into the decision making of this committee. The first issue was, what is short-term? That was essentially defined by money. The interim use was defined as that period of time between when the city takes possession and when we have the resources to renovate the site under our Master Plan. When the committee first began meeting, that was uncertain, however, half-way through deliberations, City Council in reviewing their five-year Capital Improvements Program realized that in the fiscal year '96'-97 we would have funding available for renovation of the site. The second piece of information that was influencing this committee is that members were very cognizant of the reason the City purchased the property - to preserve the open space, to preserve recreational opportunities for youth sports and to provide for a Discussion regarding Older Task Force re¢ommell- dations family park. A critical thing to keep in mind for the Task Force was that we did not want to make any decisions that would preclude any long-term solution, plan or alternative." The Director reviewed the list often interim use recommendations. (Commissioner Quinlan arrived at 7:07pm as director was reviewing recommendation #6) After Director reviewed the ten interim use recommendations he stated, "The Commission tonight is being asked to act upon these ten interim recommendations. In addition to the interim uses, the Task Force identified some recommendations that they are suggesting be taken into consideration for the Master Plan phase, which would be the next phase in the evolution of this site. It is not necessary for you to act upon those long-term recommendations, but I will quickly run down those." Director reviewed the 14 long-term uses. "One final element, in your packet you received a letter from the principal at Fremont Older School. A lot of thought on the part of the district went into making this transition for the students as comfortable as possible. As part of this they are asking that the City receive a donated plaque from the school that remembers and recognizes that it was formerly a school site. Staff would recommend that Commission endorse receipt of that plaque." The Director turned it back to the Chair for questions from Commission on the report. Commissioner Buhler asked, "What will be the process to get public input on these recommendations between now and the time that they are adopted by the Council?" Director Dowling replied, "The interim recommendations input came via representation on the Task Force. There were committee members on the Task Force speaking for their neighborhoods. So these interim recommendations, which are more operational, won't go before any public forum. The second phase, the Long Term Master Plan phase clearly will have a well-defined public input process. Assuming the Commission wishes to keep this Task Force in place as a master planning body, that would probably begin sometime next Fall. The first meeting would more than likely be at the school as an open forum." Commissioner Lohmiller added, "The interim uses are the current uses." Director Dowling said, "Yes, it is not much different then what is going on there now. The significant difference is the demolition during the interim, if feasible. And what that means is does it make financial sense to knock down half of it, or is it better to wait and knock down all of it. And that has to be balanced against the potential for vandalism and liability if they are just sitting unused." Chairman Hendrickson opened it for public input. Resident, George Gerner (721 Stendahl Lane) said, "I am a representative of Fairgrove Neighbors and Ted Lavine has represented us very well on the Task Force and kept us well informed as to what was going on. We do a monthly newsletter and all the points that were presented to you tonight have been presented to the neighborhood. We are really pleased about the neighborhood park aspec. It was brought back to the Commission for comments. Commissioner Quinlan asked, "Are you pretty well locked into what buildings at this stage will be demolished?" Director Dowling replied, "Not at all. We haven't analyzed that yet. We know that we don't need all 47,000 square feet during the interim. The only thing we know for sure is that we are going to take those portables out right aw y. Commissioner Quinlan asked, Ca you get three soccer fields on the existing field?" Director Dowling said, "You definitely have to take out asphalt and buildings." Page 2 Discussion regarding Fremont Older Task Force recommen- dations (cont'd) George Gemer Commissioner Lohmiller added, "I was Chairman of this committee and the reason that the Planning Director and the Director of Public Works were part of the interim committee was to get the mind set thinking that maybe we need to do some land swapping. This has been done very successfully in other things and maybe there are some win-win opportunities here with the church. We have a building, and maybe they need a building. They have a strip of ground about 50 feet along that area that if it were part of the park, soccer fields could be run in the east/west direction and could comfortably f~t three in that area. This is a very complicated issue to master plan." Commissioner Quinlan asked, "Did anyone talk to the church about this issue?" Director Dowling replied, "Yes, the church was represented on the Task Force and there has been alot of dialogue· The church has been a very good neighbor and they are open to alot of ideas. They want ample time to work through these issues with their membership and that is why they were a little reluctant to rush to conclusions during the interim. They said they are open to alot of different ideas." Commissioner Lohmiller said, "This is the tenth or eleventh site I have been involved with and the group of folks involved with this one is by far the best from the neighborhood representation. The community groups were very positive and brought good suggestions to the group along with the school community. This site is just a wonderful park. The acreage is great but it is tough to make things work. I think the Master Plan group will be challenged·" Commissioner Buhler added, "Has there been any feedback to general community residents in that area since the passing of Measure T? Director said, "Not really. The information that has been coming to us has been either through homeowner associations or representatives from organized groups and several phone calls from individual residents asking that certain things be considered but there haven't been community meetings about the interim uses." Commissioner Buhler said, "It seems to me that it might be useful to move up that first meeting and give the community and residents in that area the opportunity to hear the interim uses as well as the preliminary ideas on long-term uses and have an informational meeting before going to the Council· I · ut" don't see anything that is particularly controversial on the interim uses but I would toss that idea o . Chairman Hendrickson replied, "Between Ted Lavine and Wendy Armstrong (Task Force members) they have gone out to the community and have expressed what we are looking at. I think most of the community is aware of what is going on. Steve, would that be your impression?" Director Dowling answered, "Yes. I know Wendy has expressed some frustration that she does not have a specific homeowner's association, with a newsletter, such as Ted has with Fairgrove neighbors, but by the same token she has been very involved in the school and has a good pulse on what the neighborhood has talked about. My feeling is that certainly we can conduct an informational meeting and there is not any critical timeline on those recommendations that preclude us from doing that. My view is that we would probably get a small turnout and I'm not sure for the interim uses there would be significant issues raised that we haven't already addressed." Chairman Hendrickson asked, "Could the Task Force have that meeting at the site?" Director said, "That would be my recommendation that the Task Force hold a public information meeting and notice people and give them a chance to come over to the school and see what the list includes." Page 3 Discussion regarding Older Task Force recommend- dations (cont'd) Commissioner Lohmiller added, "Regarding the informational meetings, I personally think it is a waste of time. The Fairgrove Homeowners group has a monthly newsletter in which they have published these things. That is the 200+ homes that are on the east side. We are not recommending anything different than what exists on this site now. To open it up now, I don't see what it serves. It seems we are keeping the site as it is now except without the school children and the immediate neighbors are well informed. I don't know what it would serve by having a meeting." Chairman Hendrickson added, "Would the term informational meeting work better and only from the standpoint of communicating to the residents in that area." Director added, "I think the purpose is simply procedure. Before Council takes a final action on the interim uses there is some sort of public opportunity for comment." Page 4 Fremont Older Task Force (cont'd) Commissioner Lohmiller said, "But it's not input back into the interim committee?" Director said, "It would probably go forward as additional information for Council, if there were any objections or additional information. I would suggest that unless we get some significant revelations, that we simply go back to Council with it. The meeting is more informational than brainstorming." Commissioner Hopkins added, "Having it before the Commission tonight is a form of public information. This item has been posted 72 hours before we discuss it." Commissioner Quinlan asked, "Is it possible to get coverage in the weekly newspapers and get it on cable program before going to Council?" Chairman Hendrickson said, "If I am hearing correctly, I think the majority of the Commissioners would prefer that this meeting take place with the Council at that point, rather than having a special meeting. Is that a correct assumption? Bob how do you feel?" Commissioner Quinlan said, "I tend to agree with Dick, on the other hand I have no objection to information to the public." Commissioner Buhler asked, "What would the modification be?" Chairman Hendrickson said, "The modification would be to go ahead and publish this in advance, have the open forum actually take place when it goes to Council, that there would be information going out, there would be written communication and verbal going to the community. Rather than hold another separate meeting, we would go ahead and advertise this and then have it come before Council." Commissioner Buhler said, "That is fine with me. My point only is that there is some communication to the neighborhood and some opportunity to get feedback and whether that is in front of Council or at a meeting is ok." Chairman Hendrickson said, "Why don't we go ahead and let that take place at the Council, if that is agreeable." Commissioner Hopkins moved to follow staff recommendation to recommed to City Council the Fremont Older Interim Use Task Force recommendations. Commissioner Quinlan seconded the motion. All in favor. Motion carried. Commissioner Quinlan moved to keep the members of the Interim Use Task Force on as members of the Fremont Older Long Term Use Task Force. Commissioner Buhler seconded the motion. All in favor. Motion carried. Motion Motion Commissioner Hopkins moved to accept the commemorative plaque and display it within the park. Commissioner Quinlan seconded the motion. All in favor. Motion carried. Director said, "As the Commission is aware there is currently a city ordinance in place that prohibits concession sales in our public parks. In your packet was a letter from John Hagen. He is a local vendor and resident who is suggesting that we allow ice cream concessions in Memorial Park this summer. I've outlined some of what those issues are. Tonight rather than deciding whether or not we want to do this, what I need from you is some direction. Is this an issue you would like to have investigated? Is this an issue we want to pursue?" John Hagen, resident and vendor (10106 Santa Clara Street, Cupertino) "I do concessions for Parks and Recreation for the County. They have a viable plan that works. I would like to get into Memorial Park. There aren't any concessions there. I'm trying to target children who are there with their parents. I know there is a baseball field over there. There are no beverages unless you cross over to the Oaks. My concession I would hope would not interfere with anyone at the Oaks. It would stay in the park. It's a mobile ice cream stand. It's attractive and small. I would hope you would agree to it. It's for the kids. It would just be one stand. I would offer a pementage to the city." Commissioner Quinlan said, "What is staff's recommendation? And secondly, once in awhile we have events in the parks where civic clubs have food and be.verage stands to make money for the civic club to put back into the community. How would that work in conjunction with this if the city would allow a concession operation in the parks. How would you work that?" Director said, "My initial reaction is that if we were to go out for an R.F.P. for an exclusive franchise there would have to be some exclusions in the contract that stated certain days are community events and there would have to be an allowance for the local non-profit organizations to continue what they have done. Staff has some reservations about the concept. I think what Council did in the 70's has merit. On the other hand, I would like to have the opportunity to investigate the potential both in terms of revenue and the downsides or consequences of something like this. There are some cities in the bay area that do have in their parks these kinds of concession operations. My recommendation is, unless Commission suggests that the idea is simply unacceptable, that you allow staff time to develop a strategy. I would want Mr. Hagen to know that we are not going to rush into this. We are going to take our time and it may not happen this summer. The merchants at the Oaks would certainly have to have an opportunity to comment as well as research what other cities have experienced." Commissioner Hopkins stated, "My concem is for the Oaks Center. That Center has been struggling for a long time. My other concern is liter in the park. I tend to lean toward trying to keep the park in a natural state as much as possible and not have any commercial activity in the park. But I think it is still worth looking into. I would not preclude us looking into what the issues are and if it is feasible and whether it will bring significant revenue into the city." There was consensus by Commission to have staff look into some of the issues of having concessions in the park and then bring it back to Commission. Director stated, "The issue before you tonight is the parking lot configuration at McClellan Ranch Park. You will recall that last summer we were inbroiled in a controversy on the compost issue at McClellan Ranch and some modifications were done in anticipation of the compost program. However, the compost program did not materialize at McClellan Ranch Park. The first task of our McClellan Ranch Task Force was to review the parking lot arrangement and come up with some recommendations for reconfiguration. The Task Force has done that." Commissioner Quinlan interjected, "As I understand your recommendation is the one that comes closest to bringing the parking lot back to where it was before." Page 5 Status report C.S.C. (cont'd) Motion in Memorial Park John Hagen McClellan Ranch parking lot configuration Director replied, "Correct." Commissioner Quinlan moved to recommend to City Council implementation of option number four in two stages for improvement for the design of the McClellan Ranch parking lot. Commissioner Lohmiller seconded the motion. All in favor. Motion carried. MINUTES OF PREVIOUS MEETING 10. Commissioner Buhler moved and Commissioner Hopkins seconded a motion to approve the minutes of the April 7, 1994 Parks and Recreation Commission meeting. All in favor. Motion passed. WRITTEN COMMUNICATIONS 11. Letter from Mrs. Connie Kobayashi and Jack Miller, Activities Coordinator, at Kennedy Junior High School. MONTHLY REPORTS 12. Director reported on upcoming Park Dedication at Eaton School. We conducted our first-ever Junior High School Dance at the Quinlan Center. We were very pleased with the turn out and the behavior of the kids. We are going to be doing more of these. 13. There were no Community Contact reports. Commissioner Hopkins mentioned that the Octagon Club, a special education class at Cupertino High School, is interested in doing some work with the city, helping clean up parks or some other kinds of things. MISCELLANEOUS 14. There was no legislative update. 15. Chairman Hendrickson reported on the Mayors luncheon. 16. Director announced that Commissioner Lohmiller is a recipient of a CREST award. Commissioner Buhler volunteered to be the Commission's representative on the Stevens Creek Trail Task Force. Chairman Hendrickson and Commissioner Buhler will not be in attendance at the next Commission meeting. ADJOURNMENT 17. Commissioner Buhler moved and Commissioner Lohmiller seconded the motion to adjourn at 8:23 p.m. to the regularly scheduled meeting of Parks and Recreation Commission on June 2, 1994, 7:00 p.m., Council Chambers. agergren, Recqt l ng, ecretary Page 6 McClellan Ranch parking lot configuration Motion Written Communication Motion ATTEST: City Clerk Chairperson