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P&R 04-04-13 APPROVED MINUTES PARKS AND RECREATION COMMISSION CITY OF CUPERTINO Regular Meeting April 4, 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 Fung called the meeting to order at 7:01 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, Geoff Paulsen Commissioners absent: Siva Bu daraju Staff present: Carol Atwood, Molly James, Tom Walters, Donna Henriques Note: Interim Parks and Recreation Director, Carol Atwood, asked the Chair if she could move Agenda Item 7A ahead of the staff oral reports and Commissioner contacts. It was agreed that Molly James would report first on the Blackberry Farm policies review. 4. MISCELLANEOUS -NO ACTION REQUIRED A. Staff oral reports Ms. Atwood showed the Commission a video taken by the Communications Department at the Big Bunny Fun Run on March 30. She reported there were 821 participants this year, which was the highest ever! She said the new tracking system they used for the runners this year worked out great and the runners were very happy to get their timed results immediately after crossing the finish line. She also reported that the Senior Center Volunteer Appreciation Luncheon will be on April 13 at the Senior Center. Ms. Atwood said she attended the Council meeting on April 2 and both policy items were moved from the Consent Calendar and both were approved with a few changes. The new "Community Events in Memorial Park Policy" has been sent to Tom Walters at Quinlan for immediate implementation. The policy for processing budget requests from non- profit organizations was approved but won't be implemented until after the new Fiscal Year. She updated the current Commission work plan and told the Commissioners how some of the items are subject to change. For example, the Audubon Society was scheduled to report at the May 2 meeting, but that is the night of their annual dinner which all of their staff members will be attending. She asked that their report be moved to June 6 and the Commission agreed. She said Public Works staff can present the proposed annual CIP budget for Parks and Recreation which is scheduled for the May 2 meeting. Commissioner Greenstein asked when the Commission could receive a copy of the CIP Budget and Ms. Atwood said after it is reviewed with the Council in May. Commissioner Paul asked if the Commission could receive an update on the Lawrence/Mitty Park. Ms. Atwood said that due to financial issues, no action has been taken since Director Linder's last report. The park is still on the five-year CIP budget so the Commission will receive an update when Timm Borden reviews the budget at the May 2 meeting. Commissioner Paulsen asked if any grants had been applied for regarding Lawrence/Mitty Park and Ms. Atwood said that she would get an answer and confirm that this will be addressed in the CIP budget report. B. Commissioner contacts Commissioner Paulsen reported h has been asked to join the Board of the Friends of Stevens Creek Trail and he will decide soon. Chair Fung reported that he attended the last two monthly Mayor's meetings and they discussed the Four Cities Joint Trail Committee that has been meeting to plan the route of the trail that will run through Mountain View along Stevens Creek. The trail will be parallel to Highway 85 and will come through Sunnyvale, Los Altos and will connect to our trail in Cupertino. He also reported the Planning Commission is reviewing and amending the current General Plan and they discussed the upcoming EIR on the proposed Apple Campus. He also reported the Distinguished and Emerging Artist's competitions are currently accepting applications and are due by May 17. He said they discussed the presentation by the City Attorney's Office regarding the Brown Act and it is okay for Commissioners from different Commissions to work together on a project as long as there is less than a quorum from each Commission present. Commissioner Paulsen said he attended the Four Cities Joint Trail Committee that took place in Cupertino and that the attendees in the audience were quite "animated" in their discussion of proposed trail placement. Commissioner Fung said some residents were concerned with the location of the trail along the creek and near their homes and possibly along City streets and through their neighborhoods. 5. MINUTES OF PREVIOUS MEETING A. Regular meeting of February 7, 2013 Action: Commissioner Greenst:ein made a motion to approve the minutes and Commissioner Paul seconded the motion. The motion carried 3 - 1 - 0 with Commissioner Paulsen abstaining and Commissioner Budaraju was absent. 6. ORAL COMMUNICATIONS - None 7. OLD BUSINESS A. Annual review of Blackberry Farm policies-verbal update Recreation Coordinator, Molly James, gave a brief overview of the last season and talked about some new offerings at Blackberry Farm. She 3 said the 2012 season was the most successful season so far. She reported 47% of the people that came to the park were Cupertino residents and 53% were non-residents. This was the highest rate of residents attending since the park re-opened. She said staff has been doing a lot of outreach to schools and local businesses to encourage them to have their end of school parties and company picnics at Blackberry. Ms. James reported there are no policy changes for 2013 because last season went so well, they will keep things the same. She said staff will be introducing a few new reni:al packages for the upcoming season such as lawn areas to rent for birthday parties, which includes a "pool- side canopy" for a shaded area near the pool. The party packages will also include cupcakes, banners,, and other food items. They are also offering a barbecue package where staff will provide the charcoal, utensils, etc., and do everything but the actual barbecuing. Staff is also planting an organic garden behind the concession stand and they plan to grow their own fruits and vegetables to be used in the foods sold at the concession stand. Ms. Atwood thanked Ms. James, Tom Walters, and Cupertino Rotary for providing the labor and funding for the planter boxes that will be used for the garden. Ms. James also thanked Public Works staff, Cindy Martinez, for her help with this project. Molly also reported that they will finally be receiving compost receptacles to be used at all picnic sites so that everyone throughout the park will be composting. She also said Cupertino Day will be on May 4 this year and invited the Commissioners and Cupertino residents to attend. The park will be open from 10:00 am to 6:00 pm and the barbecue for residents will be from noon to 1:00 pm. There will also be free swimming for residents until 5:30 pm. There will be several booths with information regarding all Parks and Recreation programs and day camp offerings this summer. Commissioner Greenstein asked if they will be offering any summer movie nights this year and Molly said yes, they will have a series of 4 three different movies after the Cinema at Sundown movie series ends at Memorial Park. All movies will be "family friendly". Commissioner Greenstein also asked how the catering was going since staff took over operating the concession stand. Molly said it was coming along and they have been steadily improving. This year they will not be selling any candy items but have added a shave ice machine and will also have frozen yogurt. Molly said the list of preferred caterers wasn't being utilized because groups were using their own caterers so staff is no longer asking groups to use a caterer off of the preferred list. Molly said people are being very conscious of taking care of "their" park and there have been no reported problems of dogs off-leash and dog walkers have stayed on the path. Commissioner Paulsen asked if they have had any problems with overcrowding at the park and Molly said only on the busiest days of the year which are Cupertino Day and the 4th of July. On regular summer days, they always ask the groups that have booked reservations, how many swimmers they are expecting so that they do not exceed the 252 capacity allowed for both pools combined. They only had to stop admitting swimmers into the pool area last year on the 4th of July. Commissioner Paul asked if they have had any traffic or parking problems and Molly said since they have changed the location of how people pay when they come into the park, they have had no problems with cars backing up in the driveway or parking. Now, the cars come into the parking area and pay at the kiosk after they have parked and are walking into the park. There is also overflow parking allowed at Monta Vista High School on busy days. Commissioner Paul asked if the construction of Phase 2 will cause any parking problems. Molly said they are concerned that after construction of Phase 2 is completed, they will no longer be allowed to have busses come down the driveway and park in the parking lot. She said that won't be an issue until 2014. 5 • Commissioner Fung asked if there were any problems since the opening of the Scenic Circle gate and Molly said the nearby neighbors have not reported any problems and seem to like walking their dogs in the area. The Park Rangers have been very diligent about opening and closing the gate at the correct times. Commissioner Paulsen asked i:f the policy prohibited the picking of wildflowers and Molly said she will add the verbiage to the current policy. B. Sports Center Pool Area—verbal update on Godbe Survey Ms. Atwood reported the Council will be revisiting this issue when they discuss the FY 2013/2014 CIP Budget and in the current budget there is money listed for a "Sports Court" project. In 2011, the old Sports Center pool was filled in and fenced in, primarily because of risk management factors. Also in 2011, the Sports Center staff did a survey of the members. There were 382 completed surveys: 252 people requested a sports court, 123 requested a tennis court, 3 people requested a pool, 2 requested .a free weight area, and 2 requested a bocce ball court. The recent Godbe Survey of Cupertino residents asked the question, "Which of three potential improvements to the Cupertino Sports Center would be best utilized by the community as a whole?" The survey results were as follows: 38.8% wanted the addition of a lap pool, 29.5 said a sports court and 9.6% asked for a tennis court. Ms. Atwood said those surveyed were not necessarily dues-paying Sports Center members and the survey did not ask them if they would pay to join the Sports Center in order to use the pool. However, the costs for putting in a new pool would also involve adding restrooms and amenities that would be substantially higher than the money allocated in the budget for a sports court. Since the fate of the old pool area has been discussed numerous times by the City Council, Ms. Atwood would like to see a decision made by Council this year so the Sports Center can be more marketable and welcoming for the members and encourage more residents to want to come to exercise and play. She would like to see the project completed 6 in order to improve the Sports Center and to help promote new membership. Commissioner Greenstein said he has sat through many discussions regarding what to do with the old pool area and there is not enough space to build a lap pool and it would have to be located across the parking lot from the facility. He also feels the question presented on the Godbe Survey is too general to represent the people's opinion. Ms. Atwood said it is her understanding that two or three tennis courts would have to be removed to accommodate a lap pool. Chair Fung asked if there are costs associated with each option and what the costs would be. Ms. Atwood said Timm Borden and Katy Jensen are currently working on those cost estimates and they will be included in the CIP budget process. Commissioner Paulsen said due to cutbacks by schools and agencies, it might be beneficial to share a pool with a school or other facility. Commissioner Paul agreed and said there is a nice pool facility at Fremont High School that has drop-in times for lap swimming. Ms. Atwood said we currently rent from Cupertino High School for pool use in the summer for our swimming lessons program. Commissioner Paulsen asked about expanding the cooperative agreement for the use of more school playing fields for afterschool activities. Ms. Atwood said she and other staff members will be meeting with Superintendents from Cupertino Union School District later in April and she will bring up this question. C. Signs along Stevens Creek Trail Ms. Atwood reported there is $75,000 in the current McClellan Ranch Master Plan budget to hire a consultant by June 30, to help design consistent signage around themes (historical, agricultural or environmental) and have a standard format. Signs would be made and installed by Public Works. Interested groups such as Audubon Society, Cupertino Historical Society and others, will be asked for their feedback and information on the design and planning process of the signage. Public Works Director, Timm Borden, has given his staff the 7 task of obtaining this feedback over the summer and fall. The goal is to have the signs installed by the end of the 2013/2014 Fiscal Year. Commissioner Paulsen said he attended the Friends of the Stevens Creek Trail meeting recently and they are working together on a inter- city "Stevens Creek Trail" logo. Ms. Atwood said she will work with Public Works staff to develop a list of all the interested groups to ask for their ideas and input on designing the signage. Also, there may be the possibility of offering donator plaques or signs to interested parties. Note: Ms. Atwood told the Commission a group called Village Harvest will harvest the Stocklmeir orange orchard on Saturday morning and will distribute the oranges to agencies like West Valley Community Services. This harvesting will be done annually from now on for distribution within the community. 9. ADJOURNMENT-Acting Chair Fling adjourned the meeting at 8:13 p.m. Respectfully submitted,W4/1/14-X- Donna Henriques, Administraticre Assistant Minutes approved at the May 2, 2013 regular meeting 8