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P&R 08-14-08 MINUTES PARKS AND RECREATION COMMISSION CITY OF CUPERTINO REGULAR MEETING Thursday, August 14, 2008 1. CALL TO ORDER Chair Greenstein called the meeting to order at 7:00 p.m. in Cupertino City Hall, 10300 Torre Avenue, Room 100, Cupertino, CA. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Commissioners present: David Greenstein, David Lee, Darcy Paul, Jeanne Bradford and Debbie Stephens Stauffer Staff present: Mark Linder, Donna Henriques, Jeff Ordway 4. MINUTES OF PREVIOUS MEETINGS A. Regular meeting of July 26, 2008 Action: Commissioner Paul made a motion to approve the minutes. Commissioner Stauffer seconded the motion. The motion carried unanimously. B. Special meeting of August 2, 2008 Action: Commissioner Bradford made a motion to approve the minutes. Commissioner Stauffer seconded the motion. The motion carried 4- 1 with Commissioner Lee abstaining, because he was not present at the meeting. 5. ORAL COMMUNICATIONS - None Note: Chair Greenstein moved Item 7A so that Recreation Coordinator, Jeff Ordway could present his program update on the Sports and Fitness Division. 7. NEW BUSINESS A. Program update by Recreation Coordinator, Jeff Ordway from the Sports and Fitness Division. Mr. Ordway gave a Power Point presentation to the Commission regarding his job responsibilities in the Sports and Fitness Division. His presentation included the following: The Sports and Fitness Division is comprised of four areas: • The Cupertino Sports Center • Blackberry Farm Golf Course • Fitness Division ~ Sports Division, which is the area that he oversees His responsibilities in the Sports Division include: • Contractual Programs • Athletic Field Use • Co-Sponsor Clubs • Facilities • Big Bunny Fun Run Mr. Ordway said that all contractual classes are full and that all facilities and athletic fields are being utilized. He also noted that this year's Big Bunny Fun Run had over 300 participants and that it has been nominated for the Governor's Council on Physical Fitness and Safety Spotlight Award and the winner will be announced in mid-September. 6. UNFINISHED BUSINESS A. Review of Parks and Recreation Commission work plan for FY 2008 - 2009. Commissioners reviewed and discussed the following draft work plan: August 14, 2008 • Approve Parks and Recreation Commission draft work plan • Parks and Recreation Program update - Sports and Fitness September (date to be determined) • Cost benefit analysis of special events • Update on Blue Pheasant negotiations and establish a work plan to look at the long-term use of the Blue Pheasant property • Consider actions needed to advance two community-building opportunities - a KaBoom playground project at Blackberry Farm and an Adopt -A- Park program • Parks and Recreation Program update • Brown Act and Robert's Rules Training (could not be scheduled for August) October 2, 2008 Dogs off-leash in one or more City parks policy community workshop November 4, 2008 • Recommendation on policy and actions on dogs off-leash in one or more City parks • Discuss and develop options for future use of Simms property • Discussion of draft policies and procedures for the use of Stevens Creek Corridor Trail • Parks and Recreation Program update December 4, 2008 • Discuss potential green policies in City parks including the Stevens Creek Corridor Trail and Blackberry Farm • Update on community building projects including KaBoom and Adopt-A-Park • Parks and Recreation Program update Januarv 8, 2009 • Consider options for future use of the Stocklmeir property • Continue consideration of policies and procedures for the Stevens Creek Corridor Trail and Blackberry Farm • Discussion of current and prospective partnerships between Cupertino and other institutions including school districts, non-profit organizations, and local corporations and businesses • Parks and Recreation Program update Februarv 5, 2009 • Review current festival application process and consider possible changes to the process • Consider options for future long-term use of the Blackberry Farm Retreat Center • Approve recommendations far green policies in City parks • Parks and Recreation Program update March 5, 2009 • Continue development of proposed policies and procedures for the Stevens Creek Corridor Trail and Blackberry Farm • Parks and Recreation Program update Auri12, 2009 • Approve recommended policies and procedures for the Stevens Creek Corridor Trail and Blackberry Farm • Progress report on the Stevens Creek Corridor Trail Project Phases lA and 1B • Parks and Recreation Program update • Approve recommendations on the future use of Simms, Stocklmeir, Blue Pheasant, and the Blackberry Farm Retreat Center Mav 7, 2009 • Update on KaBoom Project and Adopt-A-Park Program • Update on current and prospective partnerships • Parks and Recreation Program update June 4, 2009 • Update on implementation of the dogs off-leash policies • Set date for annual work plan development session • Parks and Recreation Program update Note: Commissioners discussed amending the November 4, 2008 meeting date to November 6, 2008. Action: Commissioner Bradford made a motion to approve the work plan for FY 2008 - 2009 with the amended November 6, 2008 meeting date. Commissioner Paul seconded the motion. The motion carried unanimously. Note: Chair Greenstein will present the approved work plan to the City Council at its regular meeting on August 19, 2008. B. Consider rescheduling Commission meeting of September 4, 2008. Action: Chair Greenstein made a motion to reschedule the September 4, 2008 regular Parks and Recreation Commission meeting to September 8, 2008. Commissioner Lee seconded the motion. The motion carried unanimously. 8. MISCELLANEOUS - NO ACTION REQUIRED A. Staff oral reports 1. Update on Brown Act and Robert's Rules training Parks and Recreation Director, Mark Linder, gave the Commissioners copies of Rosenberg's Rules of Order from the League California Cities publications and Chapter 3- Meetings from the Brown Act, and reviewed meetings and exceptions to meetings. He advised the Commissioners to review the handouts and let him know if they would like further training or discussion on the relevant meeting rules. B. Commissioners' contacts - Director Linder thanked Commissioner Stauffer for her complimentary letter to the Courier regarding the Parks and Recreation Department providing Summer Plaza Play at City Hall. Commissioner Bradford suggested that Director Linder work on drafting a presentation on the off-leash and/or dog park policy, to present at the October 2°d meeting. The Commission would like to review it at the September 8`" meeting. Director Linder will work with Commissioner Stauffer on the plan. 9. ADJOURNMENT - Chair Greenstein adjourned the meeting at 8:04 pm. Respectfully submitted, r ~'~SE~~~'I~.r~~ Donna Henri ues Administrative Assistan'~~ ~ q ~ Minutes approved at the September 8,- 2008 regular meetirig.