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P&R 03-28-13 Special APPROVED MINUTES PARKS AND RECREATION COMMISSION CITY OF CUPERTINO Special Meeting March 28, 2013 at 5:00 p.m. Emergency Operations Center Conference Room, 10300 Torre Avenue, Cupertino, CA Note: This meeting will not be televised 1. CALL TO ORDER Chairperson David Fung called the meeting to order at 5:12 p.m. in the Emergency Operations Center Conference Room, 10300 Torre Avenue, Cupertino, CA. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Commissioners present: David Greenstein, Darcy Paul, David Fung, Geoff Paulsen, Siva Budaraju Commissioners absent: None Staff present: Carol Atwood, Donna Henriques 4. ORAL COMMUNICATIONS - None Note: Carol Atwood, Interim Parks and Recreation Director introduced herself to the Commission and said she is replacing Mark Linder for the remainder of this fiscal year. She has reviewed the two issues under Old Business and has asked to bring them back to the Commission for further review and consideration. 5. OLD BUSINESS A. Reconsider non-profits' grants policy and process 1 Ms. Atwood said that she has been involved in the budget process for several years and she would like the new policy to reflect more consistency with the budget process. Therefore, she would like all requests from non-profit organizations to be sent to Council before they complete the budget process so they will not have to entertain any last minute requests. Ms. Atwood gave the Commissioners a copy of an email request from Sue Gale, from Deer Hollow Farm. Ms. Gale referred to the requirement in the new policy that states that "funding cannot be used for operations." Ms. Atwood reviewed the current policy with the Commission and said that she added a bullet in the criteria section that states "Non-profit organizations which serve multi-jurisdictions should state what they have requested from other cities/organizations they service in regards to this program request." After discussion, Commissioner Paulsen asked staff to add "and how much they have received" to this policy requirement. Ms. Atwood said she will add this change as a redline and give it to Council at their April 2 meeting so it can be incorporated into the budget in a timely manner. Ms. Atwood said she would like to delete (redline) the bullet in the criteria section that states "Cupertino does not fund ongoing operational costs. Requests should be for one-time project-specific needs." Commissioner Paul asked if this document was considered to be a guideline or policy. Ms. Atwood said she considers this part of the policy rather than a guideline. She said that staff will review the applications and that Council will have the final decision on the amount of funding. Ms. Atwood said that all organizations should be held to the same standards and if their application does not meet these requirements, it would not be forwarded to Council for their consideration. Chair Fung suggested removing the $25,000 amount on the staff report under "Fiscal Impact". Ms. Atwood suggested changing the wording to: "Historically, these appropriations have ranged from $10,000 - $65,000. The Commission deferred to Council to set a limit on available funds." The Commissioners agreed to making this change in the Council staff report. 2 Chair Fung also suggested deleting ''(2013 applications will be received no later than April 8, 2013)" in the second to last bullet and leave the deadline as "March 1 of each year". Ms. Atwood said she will delete it from the Council staff report. Action: Commissioner Paulsen moved to accept the staff report with the proposed additions and corrections. Commissioner Greenstein seconded the motion. The motion carried unanimously. Ms. Atwood said she will make the redline changes and give to Council on Monday in their separate meetings and she will give them an additional copy on the dais at the April 2 Council meeting. Chair Fung asked for the item to be removed the Consent Calendar so that people can speak on this subject. Ms. Atwood said that there was no need to move it because they can fill out a speaker card and speak on the item. Commissioner Fung also asked M:s. Atwood, if she would contact the organizations that requested funding the previous year so they would be aware that this item will be heard by Council on April 2. B. Revise Special Events Criteria Ms. Atwood noted her proposed changes to the Commission and Council showing the redlined changes on a copy of the "Community Special Events in Memorial Park" policy document. As a result of discussion by the Commissioners, there were many suggested changes made to the document. Please see attached a final redline copy to this report which incorporates all the suggested changes from the Commission and forwarded to the City Council. Action: Commissioner Greenstein made a motion to approve the policy recommendation with the changes suggested by the Commission. Commissioner Paulsen seconded the motion. The motion carried unanimously. *Note: Commissioner Paul said he wanted to meet at the appointed meeting times in the future and asked staff not to cancel or change regular meeting times. He also asked for more notification regarding changing or moving the Commission's Work Plan items. Commissioner Greenstein 3 agreed. Chairperson Fung suggested that the Commission discuss this issue after they finish the discussion on this item. Chair Fung asked if the Commission wanted to discuss whether or not to keep the April 4 regular meeting on the schedule. Commissioner Greenstein said yes, and he would like to have the annual review of the Blackberry Farm policies and a report on the future use of the Sports Center Pool Area. Ms. Atwood said she could provide the Commission with a verbal report regarding the recent Godbe survey results and the results of the survey of the Sports Center members. Commissioner Paul said he would also like the "Signs along Stevens Creek Trail" to remain on the April 4 agenda. Staff said Molly James, Recreation Coordinator at Blackberry Farm, is involved with Lifeguard Training the first week in April and would not be available to give a report to the Commission on the policies at Blackberry Farm and she asked to move their item to the May meeting. The Commission agreed to receive the report at the May 2 meeting. 6. ADJOURNMENT—Chair Fung adjourned the meeting at 6:36 p.m. Respectfully submitted, 5 --6314.444 l Donna Henriques, Administrative Assistant Minutes approved at the May 2, 2013_regular meeting 4