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P&R 02-07-13 APPROVED MINUTES PARKS AND RECREATION COMMISSION CITY OF CUPERTINO Regular Meeting February 7, 2013 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 7:00 p.m. in the Community Hall Council Chamber, 10350 Torre Avenue, Cupertino, CA. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Commissioners present: David Greenstein, Darcy Paul, David Fung Commissioners absent: Siva Budaraju, Geoff Paulsen Staff present: Mark Linder, Katy Jensen, John Bisely, Donna Henriques 4. SELECTION OF OFFICERS A. Chairperson Action: Commissioner Greenstein nominated Commissioner David Fung for Chairperson and Commissioner Paul seconded the motion. The motion carried unanimously with Commissioners Budaraju and Paulsen absent. B. Vice Chairperson Action: Commissioner Greenstein nominated Commissioner Darcy Paul for Vice Chairperson and Commissioner Fung seconded the 1 motion. The motion carried unanimously with Commissioners Budaraju and Paulsen absent. 5. MISCELLANEOUS-NO ACTION REQUIRED A. Staff oral reports Director Mark Linder reported he recently met with newly appointed Commissioner Geoff Paulsen, who said that he is very excited to be chosen to serve on the Parks and Recreation Commission. Mr. Paulsen previously served on the Bike and Pedestrian Commission. Director Linder said this would be his last Commission meeting because he has been chosen as the new City Manager at the City of Campbell. He thanked the Commissioners for their service and said it was a pleasure working with them. He said it had also been wonderful working with the Parks and Recreation Department. He said at the Tuesday, February 5 Council meeting that Council approved the Mary Avenue dog park and Mark said the dog park was the first project he worked on when he began here in 2008. Commissioner Greenstein thanked Director Linder for all his work on the Stevens Creek Corridor Project and complimented Mark on his connection to the community. Commissioner Paul congratulated Director Linder and thanked him for all his work and service to Cupertino. Commissioner Fung also thanked Mark for his continued work on the dog park process and complimented him on how he promoted public involvement in the issues within the City. B. Commissioner contacts Commissioner Paul said he has been participating in the Leadership 95014 program that was revived by Director Linder. The group recently toured Recology recycling plant and today, they toured Kaiser Hospital. He said if people are interested in participating in this Leadership program, they should try come to the next session as a guest. 2 Commissioner Fung reported he attended the last Council Meeting to observe the deliberations regarding the Mary Avenue dog park. He and Commissioner Greenstein attended the monthly Mayor's meeting with the various Commissions. 6. MINUTES OF PREVIOUS MEETING A. Regular meeting of January 3, 2013 Action: Commissioner Paul made a motion to approve the minutes and Commissioner Fung seconded the motion. The motion carried 2 -0 - 1 with Commissioner Greenstein abstaining and Commissioners Budaraju and Paulsen absent. 7. ORAL COMMUNICATIONS - None S. OLD BUSINESS A. Environmental Education Building update Director Linder introduced Katy Jensen, Capital Improvement Manager, who gave a presentation on the conceptual design of the new Environmental Education Building and the Outdoor Gathering Shelter in McClellan Ranch Preserve. Katy noted that in attendance in the audience are members of the design team: Project Manager, Carmen Lynaugh, Recreation Supervisor, Christine Hanel, City Naturalist, Barbara Banfield, Recreation Coordinator, David Jahns, and Architect, Henry Siegel, of Siegel and Strain Architects. Katy gave a brief background on the EE Building and said the Stevens Creek Corridor Master Plan and Restoration Plan, which was adopted in June 2006, includes the area of McClellan Ranch and identifies the general location and size for a future environmental education center. With Council approval of the FY 2012-13 CIP Budget in June 2012, Council funded the Outdoor Gathering Shelter project in the amount of$125,000. On October 2, 2012, Council appropriated funding in the amount of$1,149,000 for the Environmental Education Center and authorized staff to contract with an architect for the design of the 3 facility. The architectural firm of Siegel & Strain was selected to design the combined project as a single facility. Katy introduced Henry Siegel, who gave a Power Point Presentation of the project and the new conceptual design of the building and where it will be located in McClellan Ranch Preserve. Commissioner Greenstein asked what the size of the new building is in relation to the size of the Ranch House. Mr. Siegel said he does not know the actual square footage of the Ranch House is but the new building is 2,000 square feet. He said the size of the new building is very compatible with the existing buildings. Mr. Siegel said there is water access and power already on the site and there will be no gas used on site. He also said there will be a minimal amount of trenching needed on site. Commissioner Greenstein asked if any trees will be removed for the building construction. Mr. Siegel said the preliminary design plans show two palm trees and one small oak tree will possibly have to be removed. He said the grading of the area will determine if the two palm trees will need to be removed but it could turn out that they can remain. Commissioner Greenstein said Cupertino residents love their trees and the design/construction team should try to keep the trees in place. Commissioner Paul asked if the building would be LEED Certified. Katy said they are targeting for LEED Silver consistency, but they are not applying for LEED Certification because it is a budgetary concern as it is a very expensive process. She will be presenting to Council in two weeks and said they will highlight this certification so that it could possibly be considered. Commissioner Fung asked if there are any materials used in the project that will be sustainable. Mr. Siegel said they always use as many sustainable materials as possible on their projects. Katy said the project is on schedule to meet the following milestones: Bid the construction contract: August 2013 Council award of the construction contract September 2013 Start of construction October 2013 4 Completion of construction December 2014 Chair Fung received a speaker card and asked Todd Kubiak to come forward. Mr. Kubiak said he noticed that the building design showed the windows on the north side of the building and he asked why not have the windows on the south side of the building to have more allowance for sun for natural lighting and to help heat to the building. Mr. Siegel said there are many windows on the south side also but the rendering does not that side of the building . He said the classroom will have windows on all four sides and it is their intention to make the entire building as "day-lit" as possible. If the budget allows, they will install lights that will automatically go off when there is sufficient daylight in the building. He said all major spaces within the building will have windows facing north and south and the windows will be designed to keep the heat in during wintertime and deflect the sun during the summer months. Commissioner Greenstein said this building is a long time coming and he is happy that it will finally be built and he thinks it will be cherished by Cupertino residents and staff. Chair Fung commended the architects on the building design and commended the staff on their work on obtaining the grant and facilitating the building project. B. Parks maintenance and geese issue Public Works Supervisor, John Bisely reported on behalf of Roger Lee. John said they are beginning a pilot program at Memorial Park, this week or next, with Losee's Goose Control to try using controlled dogs to getting rid of the geese. He said they will try this method, as well as using a small laser, that they borrowed from the City of Campbell, to point near the geese. When they tried the laser, the geese immediately flew away. Commissioner Greenstein asked how often the maintenance crews will be deploying the laser method and John said the crews are instructed to wave the laser whenever they see any geese attempting to land. The Losee's dog method will be used Monday through Friday, two to three times per day. The Public Works Department will be posting signs at 5 Memorial Park to let the public know what the dogs are doing there. The number of times per week the dogs are used will taper off until there are no more geese and then the maintenance crews will only call Losee's as needed. However, the laser method will continue to be used as the geese begin to return to the park. Commissioner Paul asked if the laser method could be harmful to geese or humans and John said yes and that it why they don't shine it directly on the geese, but they only shine the beam within a 100 yards or so as to scare them away. John also said that only a few of the maintenance workers will be trained on using the laser so only they will be asked to use the laser method. 9. NEW BUSINESS A. Consider non-profits' grants policy and process Director Linder said there was a typo in his staff report and said the first sentence in the second paragraph, should refer to KMTV Channel 15, not Channel 65. He reported that Cupertino has a few processes in place that provide grants to non-profit organizations serving low income families, fine arts, and groups that provide services to the general public. But typically, a unique group will approach the Council at the first meeting in June, to ask for money to help their particular group or organization. There isn't an actual application or evaluation process for these unique groups to apply prior to coming to the Council meeting. Staff feels it is important to have an application process for these groups that are seeking funds from the City. This recommendation would go to Council for action during the budget process. The process would include the following elements: • Council establishes the amount of funding for non-profit organizations that serve the wider Cupertino community • A date is established when applications are available 6 • A date is set when applications are due • Applications include information about the organization, its budget, its purpose, and how the funds from Cupertino will be used, how the services align with City Council priorities, and how the funds will benefit the Cupertino community • Applications will go to the staff member whose Commission will review, evaluate, and prepare a recommendation for the City Council • Council will make the final decisions as part of the budget process Chair Fung said there should be a set amount of money by the Council that is available for these grants. Chair Fung also said that groups should have an up to date non-profit designation. He also said it could depend on how much money in a given budget year would be available for the Council to set aside for these grants. He suggested that groups who have been previous recipients, should have preference in applying and report how the money received was used. Action: Commission Greenstein made a motion to approve this recommendation and send to Council. Commissioner Paul seconded the motion. Note: Chair Fung suggested that the recommendation include the suggestion of having the groups and organizations that have received grant funding, submit a report as to how the money was used. The motion carried unanimously with Commissioners Budaraju and Paulsen absent. 10. ADJOURNMENT—Chair Fung adjourned the meeting at 8:15 p.m. 7 Respectfully submitted, .0-01/1/1/1/&V (4-` (/(-)7(.4717,1-, Donna Henriques, Administrative Assistant Minutes approved at the April 4, 2013 regular meeting 8