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P&R 12-04-03 APPROVED PARKS AND RECREATION COMMISSION CITY OF CUPERTINO REGULAR MEETING THURSDAY, DECEMBER 4, 2003 CALL TO ORDER Chairperson Bradford called the regular meeting of the Parks and Recreation Commission to order at 7 p.m. PLEDGE OF ALLEGIANCE ROLL CALL Commissioners present: Commissioners absent: Staff present: Jeanne Bradford, Rod Brown, Frank Jelinch, Roger Peng None Therese Ambrosi Smith, Director; Don McCarthy, Recreation Supervisor; Colleen Manning, Recreation Coordinator; Marie Preston, Administrative Secretary MINUTES OF PREVIOUS MEETING A. Minutes of the Regular Meeting of November 6, 2003, were unanimously approved as written. 2. ORAL COMMUNICATIONS - None WRITTEN A. Commission acknowledged receiving the November 3, 2003, correspondence from Grace and Tony Toy. UNFINISHED BUSINESS A. Cupertino Sports Center policies - Supervisor McCarthy and Coordinator Manning gave a PowerPoint presentation outlining drafted policies for the soon- to-be-opened Cupertino Sports Center. They presented proposed policies on: membership fees, teen center, rules and regulations, hours of operation, multipurpose room and conference room scheduling and renting, tennis court rentals, and the child watch program. Public Comments Grace and Tony Toy, 10130 Crescent Road, distributed three emails pertaining to tennis court reservations and Team Tennis. They commented about Team Tennis's court usage. They also commented about the management practices as it pertains to the tennis court reservation policies. They feel that staff does not treat Parks and Recreation Commission December 5, 2003 Page 2 of 3 them fairly. They expressed their dissatisfaction with the three minutes (six minutes total) they have been allowed at each meeting to express their concerns. They stated that they would have liked to have a direct, face-to-face meeting with the whole commission, instead of behind the microphone. Supervisor McCarthy stated that the subcommittee to discuss the court reservation policies should be wrapping things up with two more meetings. The recommendations from those meetings will be brought back to the commission in Mhrch. Commissioner Jelinch commended staff on their hard work getting the Sports Center remodeled and stated they deserved the Commission's full support. Commissioner Bradford asked how the Teen Center was being marketed. Supervisor McCarthy stated that the Teen Commission has established goals to generate interest in the Teen Center via their respective schools, there is information on the Teen Commission's website, the center will be mentioned in the recreation brochures, plus he believes that word of mouth will encourage community interest. Commissioner Bradford stated that she would like to see the department more aggressively market the center to the school district, teens, and parents. Director Smith reported that one of the challenges of the teen center is defining the age group that they will serve. She stated that the Teen Commissioners are "older" teens and the teens coming to the Sports Center are younger (age range 11 to 13). The challenge may be in attracting the older teens, and there am challenges in developing appropriate activities for all ages. Commissioner Bradford agreed that them are two teen groups and stressed the importance of developing a clear forum and understanding the needs of the age groups being targeted. She asked for a copy of the Sports Center Rules and Regulations. She asked about the capacity of the Child Watch room. Supervisor McCarthy stated that it could accommodate 8 to 10 children. It is expected that this space could be fully utilized on any given day. Initially, this service will be offered during prime time to gauge the use of the program. Director Smith stated that staff could conceivably limit the amount of time children can be allowed to be watched to get everybody through, or possibly look at alternative rooms. Supervisor McCarthy stated that the industry standard for this type of service is 1- ½ hours per a child's stay. Commissioner Bradford commended staff on their hard work. Commissioner Peng asked what system was going to be used to provide proper allocation of the multipurpose room. Supervisor McCarthy answered that initially there will be experiments with use patterns. Based on that need, allocations will be established. Parks and Recreation Commission December 5, 2003 Page 3 of 3 Commissioner Peng asked about the proposed policy "management reserves the right to restrict youth access to certain specialized areas based on risk, safety and age." Supervisor McCarthy stated that using industry standards, age limits have been established for child watch and use of fitness equipment for the safety of the children and the protection of the center. Director Smith explained the reasoning behind the proposed policy not to have standing and ongoing rentals was because of the lack of available indoor recreational space in the community. Staff believes this policy would provide for maximum community use and flexibility. She stated that the Commission may hear complaints from time-to-time on this issue and wanted them to understand the staff's reasoning. B. Consider canceling the January 1, 2004, regular meeting. ACTION: Brown made a motion, Jelinch seconded it, and there was a unanimous decision to cancel the January 1, 2004, regular meeting. The next regular meeting of the Commission will be February 5, 2004. MISCELLANEOUS - NO ACTION REQUIRED A. Staff oral reports - Director Smith reported that Mayor James has called for a City Council study session on the Stevens Creek Corridor funding strategy on December 15, 5:30 p.m. Director Smith will report the outcome of that meeting at the February regular meeting. Community contacts - Commissioner Jelinch reminded the community of Breakfast With Santa on December 6 and the Tree Lighting on December 7. 6. ADJOURNMENT - The meeting was adjourned at 7:45 p.m. Respectfully submitted Marie Preston, Administrative Secretary Televised Council meetings may be viewed live on Cable Channel 26, and may also be viewed live or on demand at www. cupertino, org. k~ideotapes of the televised meetings are available at the Cupertino Library, or may be purchased from the Cupertino City Channel, 777-2364. Minutes approved at the February 4, 2004, regular meeting.