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P&R 09-06-12 APPROVED MINUTES PARKS AND RECREATION COMMISSION CITY OF CUPERTINO Regular Meeting September 6, 2012 at 7:00 p.m. Community Hall, 10350 Torre Avenue, Cupertino, CA Note: This meeting will be televised 1. CALL TO ORDER Chairperson David Greenstein called the meeting to order at 7:03 p.m. in the Community Hall Council Chamber, 10350 Torre Avenue, Cupertino, CA. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Commissioners present: David Fung, Darcy Paul, David Greenstein Commissioners absent: David Lee Staff present: Mark Linder, Donna Henriques, Katy Jensen, Gail Seeds 4. MISCELLANEOUS—NO ACTION REQUIRED A. Staff oral reports Director Mark Linder said the City Council voted at their September 4 meeting to fill the Commission seat, vacated by the resignation of Marcia St.Clair, by the end of this year. Applications for the Commission vacancy are due to the City Clerk's office by September 21 and interviews will be on October 2 beginning at 5:30 p.m. Blackberry Farm will show a free movie, The Big Miracle, this coming Saturday, September 8 at 8:30 p.m. The Fall Festival, which is organized by the Cupertino Rotary Club and The World Journal, is Saturday, September 22 beginning at 10:00 a.m. B. Commissioner contacts Commissioner Paul said he attended the Opening Night reception for SF Shakespeare of Henry V and said it was a very good performance. 1 Commissioner Greenstein said he attended the outdoor concert at Blackberry Farm and it was well-attended and the music was really good. He also said the neighbors were fine with the music and no noise issues were reported. Commissioner Greenstein also reported that he attended the Mayor's meeting in August and it was discussed that the City Council will be making a decision regarding water quality and thereby, adhering to the water quality standards, which means doing away with dispersing plastic bags in Cupertino. Commissioner Fung said he attended the Council Study Session regarding the plastic bag issue. He said the County of Santa Clara is trying to make this edict County-wide and eliminate all plastic waste that may get into the water system. The County is working with restaurants and stores to eliminate not only the plastic bags but also Styrofoam containers. 5. MINUTES OF PREVIOUS MEETING A. Regular meeting of May 3, 2012 Action: Commissioner Fung made a motion to approve the minutes and Commissioner Paul seconded the motion. The motion carried unanimously. B. Special meeting of July 14, 2012 Action: Commissioner Paul made a motion to approve the minutes and Commissioner Fung seconded the motion. The motion carried unanimously. 6. ORAL COMMUNICATIONS - None 7. NEW BUSINESS A. CIP Status Report—Katy Jensen, Capital Improvement Manager and Gail Seeds, Park Restoration and Improvement Manager Director Linder introduced Katy Jensen, the City's new CIP Manager, and Gail Seeds, who attended in place of Director Timm Borden. Katy gave a power point presentation to the Commission and said that it was basically, the same as the May 3 presentation, with the addition of the Quinlan Community Center Interior Upgrade. She said since May, two of the Capital projects have been completed: the Park path repairs and resurfacing at Varian, Creekside, Wilson, Portal, Somerset, and Three 2 Oaks Parks; and the parking lot repairs and resurfacing at Hoover, Somerset, Linda Vista, Varian, and Three Oaks parks. In addition, the trail resurfacing, at Faria, Lincoln, and Garden Gate Elementary Schools was recently completed. The Park CIP projects currently underway are the following: • Stevens Creek Corridor Park and Restoration—Phase 2 • Blackberry Farm Golf Course Irrigation Upgrade • Wilson Park Irrigation System Renovation • Fenced Dog Park • McClellan Ranch Environmental Education Center and Outdoor Gathering Shelter • Quinlan Community Center Interior Upgrade The documentation for bidding on the Stevens Creek Corridor Project— Phase 2 is currently underway and the project has been submitted to various regulatory agencies for permitting. They are planning to go to bid next spring and hope to begin construction the following summer. The Blackberry Farm Golf Course Irrigation upgrade is currently under site reconnaissance for information gathering on the existing irrigation system to prepare a request for qualifications to obtain a consultant. Commissioner Greenstein asked if this project will be done all at once or in phases. Katy said they have just begun preliminary meetings with staff to determine the best time of year to do this project in order to minimize the disruption of the golf course. They are thinking of taking down three golf holes at a time so the course can remain open and play can continue. She said the entire irrigation project shouldn't take longer than three months unless there are any unforeseen problems with the current 60-year old irrigation system. They are hoping to begin the project in October or November this year. Katy said they are hoping to have an item come before Council on October 2 regarding funding for the Environmental Education Center and Outdoor Gathering Shelter at McClellan Ranch Preserve. In the meantime, they will release some requests for qualifications for CEQA services and design services. They hope to have a consultant on the project later in October or early November. Director Linder said the item coming before Council will be to move the project money from FY 2013/14 back to FY 2012/13. This money has already been received as Park fees from the Rose Bowl project. In order to meet the Grant schedule requirements, the project must be completed and opened by December of 2014. The public input previously received 3 on the concepts and programming will continue to be used in the planning of the Environmental Education Center and Outdoor Gathering Shelter. Commissioner Greenstein restated how important it is that the public input received on this project is what will be used as the basis for this project. Commissioner Fung asked what the approximate amount of funds is that they are seeking from Council is and Director Linder said it is roughly $1.4M. He said the Grant is $251K and it will not be available if the project is not completed by December 2014. This date is due to a request for extension from Gail Seeds, Park Restoration and Improvement Manager. Commissioner Fung also asked if the Commission could receive a report from Public Works on how the plan is shaping up and what it looks like going forward. Director Linder said that the next CIP status update in January 2013 would include what has been done on this project. Katy continued her presentation and said they are actively working on the fenced dog park project planned for the one-half acre site on Mary Avenue. The project will be separated into two contracts for bidding purposes: one contract will be for the remediation work at the site and the second contract would be for the construction. They are hoping to begin the remediation phase in April or May 2013 and construction would follow in summer 2013. Commissioner Paul asked about the pollution to the soil at the dog park site and if this soil contamination was due to the traffic on Highway 85. Katy said it was considered a"best assumption" and is often the case. Commissioner Paul asked if this soil pollution accumulation would be a recurring issue over the years after the dog park is constructed. Director Linder said the lead is what they need to remediate and now that lead is no longer in gasoline, it should not be a recurring problem. Katy said that was correct and that now there is less lead in fuel, it should not accumulate in the soil. The Wilson Park Irrigation System Renovation Project is currently being scoped out for a request for proposal, which is being developed at this time and she anticipates the release for bids before the end of the calendar year. They are hoping to begin construction over the winter so as to have the turf back for spring and early summer. Katy said they are currently talking to staff regarding what their highest priorities are for areas of improvement for the Quinlan Community Center Interior Upgrade. After the discussions with staff, they will develop the scope of work to be done on this project, mostly of which involves 4 "modernizing the character the facility," abating noise issues in the lobby area, and modifying the intense sunlight coming from the west side of the building. She said directional signage is also needed for visitors and possibly some display panels. They will compile the list and prioritize by order of most urgent needs. Commissioner Paul asked if the Lawrence/Mitty Park was part of the CIP and Director Linder said it is a part of the 5-year CIP plan and is slated for the FY 2013 -2014 timeframe and it is still an acquisition issue at this time. Commissioner Paul asked if the Commissioners could be taken on a tour of the CIP projects as they had previously requested in May. Of interest to the Commission are the Lawrence/Mitty Park acquisition area, McClellan Ranch Preserve, Stevens Creek Corridor Trail-Phase 2, Stocklmeir Orchard area, and possibly, the bridge area between McClellan and Linda Vista Park. Katy and Gail said they would facilitate the tour and work with staff to get it scheduled. B. Approve FY 2012 /2013 Work Plan Director Linder said after the Commission met on July 14 and decided what their work plan would include, he met with Donna to disperse the items over the upcoming Fiscal Year and this is what was presented as the draft work plan. He said the Interim City Manager asked that we cancel the next Commission meeting on October 4 so that the Commissioner's Dinner can be scheduled at Community Hall for the same evening and the Commissioners can attend. All items on the work plan could be subject to change depending on need of priority. He also said the Commission can add additional items during the year. Commissioner Greenstein suggested that a meeting in July 2013 be added as a date "to be determined" so the Commission can discuss their work plan for the Fiscal Year 2013 - 2014. Action: Commissioner Paul made a motion to approve the FY 2012/2013 Work Plan. Commissioner Fung seconded the motion. The motion carried unanimously. 8. ADJOURNMENT - Chair Greenstein adjourned the meeting at 7:55 p.m. Respectfully submitted, 5--&-01444.4e vie - Donna Henriques, Administrative • ssistant Minutes approved at the November 1, 2012 regular meeting 5