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P&R 03-04-042. 3. 4. 5. o 10. 11. CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Regular Meeting Thursday, March 4, 2004, 7 p.m. City Hall Council Chambers AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL PRESENTATION MINUTES OF PREVIOUS MEETINGS A. Regular meeting of February 5, 2004 and regular adjourned meeting Of February 25, 2004 ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the commission on any matter not on the agenda. Speakers are limited to three (3) minutes a person. In most cases, state law will prohibit the commission from making any decisions with respect to a matter not listed on the agenda. WRITTEN COMMUNICATIONS UNFINISHED BUSINESS A. Review of Cupertino Sports Center policies and recommendation to City CounCil B. Recommendation to City Council regarding scheduling priority for Cupertino Tennis Club NEW BUSINESS A. Recommendation to City Council regarding charging field use fees for nonprofit youth sports groups STAFF REPORT - NO ACTION REQUIRED A. Budget update--partial fee schedule revisions: a. Proposed fee schedule for the new Community Hall Building (attached) ADJOURNMENT II1 compliance with tile Americans with Disabilities Act (ADA), tbe city of Cupertino will make reasonable efforts to accommodate persous with qualified disabilities. If you require special assistance, please contact the Parks and Recreation office at 777-3110 at least 48 hours in advance of the meeting. DRAFT PARKS AND RECREATION COMMISSION CITY OF CUPERTINO REGULAR MEETING THURSDAY, FEBRUARY 5, 2004 CALL TO ORDER Chair Bradford called the regular meeting of the Parks and Recreation Commission to order at 7 p.m. PLEDGE OF ALLEGIANCE INTRODUCTION OF APPOINTED COMMISSIONERS Chair Bradford introduced and congratulated reappointed commissioners Roger Peng and Rod Brown and newly appointed Cary Chien. ROLLCALL Commissioners present: Commissioners absent: Staff present: Jeanne Bradford, Rod Brown, Frank Jelinch, Cary Chien Roger Peng Therese Ambrosi Smith, Director; Barbara Banfield, Naturalist; Marie Preston, Administrative Secretary SELECTION OF OFFICERS FOR 2004 a. Chair: Commissioner Jelinch nominated Rod Brown; Commissioner Chien seconded the motion. ACTION: ACTION: The motion unanimously passed to select Commissioner Brown as the 2004 Commission Chair. Vice-chair: Commissioner Bradford nominated Commissioner Jelinch; Commissioner Chien seconded the motion. The motion unanimously passed to select Commissioner Jelinch as the 2004 Commission Vice-chair. PRESENTATION a. Barbara Banfield, Naturalist at McClellan Ranch Park, gave a PowerPoint presentation on the numerous activities at the park. The presentation outlined the park's history, Ordinance No. 710 designating the park a nature and rural preserve, habitat restoration projects, service groups and volunteers who help with habitat restoration, educational programs and classes, research projects, and other Parks and Recreation Commission February 5, 2004 Page 2 of 5 educational opportunities with nonprofit groups housed at the park. Naturalist Banfield acknowledged the many volunteers, both individuals and community groups, which have supported the park and its programs over the years. Commission Comments: Commissioner Bradford asked to have the PowerPoint presentation available on the City's website to better inform the community about McClellan Ranch Park. She also wanted a way the Commission could acknowledge the many volunteers who help the department. Chairman Brown agreed with this idea. Director Smith stated that she would investigate a way to do this. In response to Chairman Brown's question about what other programs are there that pull in people who are not part of an organized group, Naturalist Banfield stated that she meters her advertising because it is easy to be overwhelmed at that facility, as resources are limited. Public Comments: Deborah Jamison spoke in support of the expertise, knowledge, and resource the City has in Naturalist Barbara Banfield. She stated that she would be an excellent source in the planning of other City parks and building projects. She stated that the Naturalist should be involved in training of teachers and volunteers. Ms. Jamison asked that Commissioner Chien receive a copy of the McClellan Ranch Park ordinance, guidelines, and master plan. MINUTES OF PREVIOUS MEETING A. A motion was made and seconded to approve the minutes of December 4, 2003. ACTION: The minutes of the regular meeting of December 4, 2003, were unanimously approved as written. 8. ORAL COMMUNICATIONS Michael Zimmerman, member of the Sports Center and who sits on the Board of the Cupertino Tennis Club, congratulated all who were involved in the redesign and rebuilding of the Cupertino Sports Center building. Deborah Jamison congratulated the City on the newly remodeled Sports Center. She particularly enjoys her month-to-month membership. She also spoke about an adjacent property to the Simms house and Stevens Creek owned by Mr. Nair. She reported that it appeared he had used part of the nature preserve for storage of building materials - using part of the Simms property to build his house. She also reported about a gravel roadbed he put in from Scenic Circle into the area. She asked how a private party could have gotten permission to use a part of city property to build their home. She asked how Parks and Recreation Commission February 5, 2004 Page 3 of 5 permission was obtained, what are the provisions of the agreement, and how will the preserve be compensated. Director Smith clarified that Mr. McNair was denied access from the Simms property; the access he took was off Scenic Circle. The affected area is between his property and the creek. Grading did threaten to undermine McClellan Road. It was necessary to bring heavy equipment in to repair the slope and stabilize McClellan Road. Because Mr. Nair was denied access across the Simms property from McClellan Road to repair the damage, he came off Scenic Circle and crossed through the "panhandle" of the Simms property, which is a flat area between his house and the creek. He laid gravel for equipment to pass over. Mr. McNair will be required to remove the gravel when his project is complete. Grace m~d Tony Toy distributed a packet to each commissioner, the recording secretary, and the director. Grace Toy stated that the new Court #1 policy is inconsistent and unfair. She stated that reserving this court has become very complicated and allows Team Tennis to have more opportunities to play on court #1. She gave an example of how she could only reserve this court every 12 days, which she stmed is not the intention of the policy. Tony Toy stated that he had been asking for a fair reservation policy. To that end, a committee was put together and his name was drawn as the representative of the pass holders. He stated that he has been working hard via the committee to draft a fair policy. He stated that he had asked staff to send out and post a flyer he had made stating the he represents all pass holders on the Reservation Policy Committee, but that staff printed and displayed a second flyer that stated that "Dear Passholders, the Court Reservation Committee will finish their work on 2/25/04 if you would like to provide any feedback or suggestions regarding court reservations your can contact: Tony (contact info) and/or Gram Gower (comact info)." He believes this flyer is misleading and confusing and he does not agree with this arrangement. He requested that staff display his flyer in public showing that only he represents all pass holders on the Reservation Policy Committee. He referred to emails on this subject that are in the packet he distributed. Mr. Toy asked the Commission to comment, but Chairman Brown stated that the Commission is prohibit by law from making any decisions with respect to a matter not listed on the agenda and thanked Mr. Toy for his comments. Staff Comments Director Smith added that a committee member objected to Mr. Toy's flyer because all Tennis Club members are required to buy annual passes and that the second flyer seemed a reasonable compromise. Sports Center staffwants as much input as possible - who ever it comes through - that's why flyer the second was posted and distributed. 9. WRITTEN Director Smith stated that in the commission packet was correspondence that City Council received from Mr. and Mrs. Toy regarding the Sports Center. 10. NEW BUSINESS Parks and Recreation Commission February 5, 2004 Page 4 of 5 A. Consider selecting a date in February to review a Community Congress exercise: Director Smith described a gmne that is being developed as an educational tool at the March 27 Community Congress. The purpose of the game is to understand the role of budgetary decision making that the City Council might face. She would like to test the game with the commission. She suggested that the commission meet an hour before the Commission's Reception, February 25. A motion was made and seconded for the commission meet on Wednesday, February 25, from 6 to 7 p.m. to test the budget game. ACTION: The motion unanimously passed to hold a Parks and Recreation Commission study session on Wednesday, February 25, from 6 to 7 p.m. to test a budget game for the Community Congress meeting being held on March 27. 11. MISCELLANEOUS - NO ACTION REQUIRED A. Staff Oral Reports: a. City Council Goals for 2004: Director Smith reviewed the Council goals pertaining to the Parks and Recreation Department. Budget Update: Director Smith displayed the department's budget, staffing levels, and explained that we are in a mode of decreased spending. She discussed the community hall and the civic plaza that will need to be staffed. C. 4th of July: Director Smith detailed the plan for the 2004 fireworks at Cupertino High School; the daytime program will remain at Memorial Park. Cupertino Historical Society: (in the Council goals) There is a lot of community interest in a Center for Living History. They want to begin their fundraising effort now. At the February 2 Council meeting, they gave the Historical Society a resolution of intent that said that if you do raise the money, we will enter into a long-term lease agreement for the Stockhneir house, the McClellan Ranch barn and blacksmith shop. Stevens Creek Corridor Grant Request: (in the Council goals) Director Smith reported that the master plan and the beginning of the environmental documents are still a few months off. She had wanted to have a completed environmental document for grant application purposes. However, a grant application was submitted to the State on January 15 via a program that did not require completed CEQA, and has requested some funding to begin the transformation of Blackberry Farm to a more natural area. Critical to all of this is working with the Santa Clara Valley Water District. We have pitched to them to do an opportunity to do a model restoration project and they are very excited about this "rehabilitation". They hope to have a proposal to their board by mid April. They have sent biologists out to the corridor to start evaluating what could be done. The work they intend to do is extensive and will need to Parks and Recreation Commission February 5, 2004 Page 5 of 5 budget it over a number of years. Hopefully, July 1, money will become available to do extensive geomorphology and hydrologic analysis of the creek between the bridges at McClellan Road and Stevens Creeks (the control points). What the Water District comes up with in terms of the Corridor for habitat is a finding that we need to know before we can complete the master plan. So the master plan is on hold for the moment. The submitted grant application hinges upon this partnership moving forward. Community Contacts: a. Commissioner Bradford reported that she attended the Mayor's Breakfast in January. She acknowledged staff's good works in connection with the Cupertino Sports Center grand opening. 12. ADJOURNMENT Chairman Brown adjourned the meeting at 8:50 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. Videotapes 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 ,2004, regular meeting. DRAFT PARKS AND RECREATION COMMISSION CITY OF CUPERTINO REGULAR ADJOURNED MEETING WEDNESDAY, FEBRUARY 25, 2004 CALL TO ORDER Chairperson Brown called the meeting of the Parks and Recreation Commission to order at 6 p.m. PLEDGE OF ALLEGIANCE ROLL CALL Commissioners present: Commissioners absent: Staff present: Rod Brown, Frank Jelinch, Roger Peng, Cary Chien Jeanne Bradford Therese Ambrosi Smith, Director; Marie Preston, Administrative Secretary ORAL COMMUNICATIONS - None STUDY SESSIONS A. The Commission tested a board game, Budget Buster Board Game, that is being prepared for the Community Congress event on Saturday, March 27, 2004. They offered suggestions to the game's design. ADJOURNMENT - Chairperson Brown adjourned the meeting at 6:50 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, or,g. Videotapes 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 ,2004, regular meeting. Cupertino Sports Center Policies New Member Packet Court reservation policies for all courts~ with the exception of Court One and designated teaching courts 1. The Cupertino Sports Center staff will begin taking reservations at 8 am and will alternate between phone reservations and pass holders in line at the front desk. One call equals one reservation, per day. 2. Pass holders reserving a court may do so for themselves only. 3. Pass holders can make a reservation up to seven days in advance; CSC does not take standing, ongoing reservations. 4. Pass holders can make one reservation per day per pass for 1.5 hours. Pass holders cannot make two separate reservations under two different names, back to back, for one match or for the same group of people. 5. Reservations are for a tennis court; CSC does not guarentee the assignment of a specific court. 6. Pass holders must check in at the front desk; CSC will hold court reservations for up to 15 minutes. 7. When a reservation is used up for the day pass holder may request use of an open court. Cancellations 1. All courts have a 24-hour cancellation policy. 2. The same group of players may not have 2 reservations, cancel one, and then immediately rebook it. 3. Pass holders who do not follow the cancellation policy may lose the right to reserve a court for a period up to 30 days. Court One Prime Time 1. Pass holders can make one prime time reservation seven days from their last reservation. 2. Pass holders can play on Court One for a maximum of 1.5 hours per day. 3. When a reservation is completed for the day and no other courts are available, a pass holder may request use of Court One. Policies For Pass Holders 16 Years Of Age And Younger 1. CSC requires proof of age when enrolling youths as pass holders. 2. An adult must accompany children who are dropped offfor a tennis program until the class has started and must pick up their child within 15 minutes of completion of program. 3. When supervised by an adult, children 4-12 years of age can use the tennis courts, racquetball courts, basketball, badminton, and table tennis. 4. Youth ages 13 - 18 may use the teen center. 5. Children ages 13 - 15 may participate in fitness classes, use the tennis courts unsupervised during their reservation time, may use the weight room, multipurpose room and racquetball courts with a parent or guardian, and they may use the free weights with a Cupertino Sports Center personal trainer. 6. Individuals who are 16 years of age may participate in all activities at the Sports Center, and may use the free weights after having an orientation with a Cupertino Sports Center personal trainer. Fitness Center & Multipurpose Room 1. Proper work out attire must be worn at all times: closed toed athletic shoes, shirt, and pants, no black soled shoes 2. Water and sports drinks are the only drinks allowed in the fitness center and multipurpose room. 3. Athletic bags are to be stored in the locker rooms. 4. Please return all equipment to its proper place, re-rack weights and dumbbells. 5. During prime time please limit time on equipment to 30 minutes. 6. Wipe down equipment after each use. 7. The multipurpose room can be used for basketball, badminton and table tennis when there are no fitness classes scheduled. Equipment can be checked out at the front desk with an ID card. Child Watch 1. The Cupertino Sports Center offers a drop in child watch program. 2. This program is for pass holders who have children between the ages of 6 months and I 0 years of age. 3. Parents can drop their children off at the center while they are using the facility or the tennis courts. 4. Please check with the front office regarding hours of operation and fees. I have read and received a copy of the Cupertino Sports Center Policies. I understand its meaning and voluntarily sign it. Signature: Date: Cupertino Sports Center Rentals 1. RentaI of rooms at the Sports Center is for community education or community social purposes, 2. There will be no rentals of the Sports Center rooms for commercial purposes. 3. The multipurpose room is available to rent for fitness related activities. 4. The conference room is available to rent for meetings. 5. City of Cupertino activities take precedence over rentals and standing rentals are not permitted. 6. Reservations must be made in person with proof of residency or nonprofit status. 7. A Cupertino based, nonprofit organization must have 51% Cupertino resident participation and submit a 501 c form. 8. Reservations will only be taken up to three (3) months in advance. 9. Cancellation of a reservation must be made in writing no later than one (1) week prior to the reservation for a refund to be issued. 10. Setup and cleanup is the responsibility of the renter and needs to be included in the reservation time. 11. The cost to rent rooms in the Cupertino Sports Center will be as follows: Room Cupertino Nonprofit Resident Nonresident Conference Room $1 O/hour $40/hour $48/hour Multipurpose Room $25/hour $60/hour $72/hour Multipurpose Room $300 $400 $500 Deposit Cupertino Sports Center Pass Holders Contract All Pass holders agree to the following: A. USE OF FACILITIES: During the period of the pass, the Cupertino Sports Center, hereafter referred to as CSC, agrees to allow pass holders access to tennis courts, racquetball courts, exercise equipment, aerobics classes, limited seasonal use of the swimming pool, whirlpool spa, sauna, locker room and shower facility in common with other pass holders during business hours. The facility or any part(s) thereof may be closed for service, repair, special events, private functions, lessons, tournaments, clinics, repair, holidays, etc., as need be, without recourse. B. PASS HOLDER DUES: Buyer hereby purchases a pass on the terms and conditions set forth and promises to pay for such pass before utilizing the facility. C. PASS HOLDER RENEWAL: A pass holder whose pass has expired must purchase a new pass before they can utilize the facility. Pass holders are not guaranteed any particular renewal rate, pass type, or promotion will be available at their time of renewal. D. This pass is personal to the holder and may not be used in conjunction when said person is participating in a private or organized group function. This applies to all CTC events including, but not limited to, Interclub, USTA Leagues, Senior Leagues and tournaments. Pass holder participating in private or organized group functions are subject to the same fees and rules as non-pass holders participating in private or organized group functions at the CSC. E. LOST CARD: lfa pass holder loses or misplaces their card, they must purchase a new card for $10.00. F. All rights and privileges of all CSC passes are issued for the sole use of the pass holder(s) m~d may not be shared or used by anyone other than the original pass holder. Pass holders will be required check in and provide proper identification to CSC staff to gain admittance into the CSC facilities. G. The City of Cupertino may revoke a pass holders' privilege to use the Cupertino Sports Center if the pass holder fails to comply with any of the present and future rules and regulations applicable to the facility and services described in CSC rules and regulations guide, which is made a part hereof. H. Pass holder agrees that this PASS HOLDER AGREEMENT constitutes the entire agreement between buyer and the City of Cupertino and no other conditions, representations or promises are applicable. I. Pass holder acknowledges that the City of Cupertino has neither made claims as to medical results nor suggested medical treatments. J. Pass holder agrees to pay extra charges for damages arising from any careless use of equipment and/or facility. K. Pass holder agrees not to market, sell or distribute any products, plans, services, sales brochures, or any material or thing to anyone on the CSC facilities or property. DRAFT MENTIONED PERSONS OR ENTITIES FROM THEIR FRAUDULENT OR INTENTIONAL ACTS OR THEIR NEGLIGENT VIOLATIONS OF STATUTORY LAW. Furthermore, I assume all responsibility and agree to indemnify the City of Cupertino for any loss, damage or injury to my property, or myself, which may have been caused by negligence, or any act, or any person connected in any way with the aforementioned event. I understand that the City of Cupertino does not guarantee the construction, condition, or safety of the facilities or the equipment and that this Release Agreement is to be binding on my heirs, their assigns and me. I have read the RELEASE AND ASSUMPTION OF RISK AGREEMENT, understand its meaning and voluntarily sign it. I have also read and understand the fee structure and accept responsibility for payment of any and all fees arising from this event. Date: Signature of Applicant: Date: Signature of Parent or Guardian: 21111 Stevens Creek Blvd. 408-777-3160 bay Pass $7 r~ & $1o 10 pack passes for' $60 P- or $90 NR 1 year Single $395 R & 425 NR 1 Month Single $55 ~ & $65 N~ 1 year Couple $780 ~ & $850 NR 1 Month Couple $75 I~ & $90 NP, 1 Year Family $875 ~ & $950 1 Month Family $95 R & $115 NR 1 Year Senior $350 R & $375 NR 1 Year ~Tunior $270 R & $300 CUPER,_TINO A Senior is considered 62 years and over, family is two adults and two children under 17 and a ,l'unior is under 17. Parks and Recreation Commission October 2, 2003 Page 2 of 5 ~ven to the C' and no trail as part of the environmental review. When the plans ommission and City Council in February or March 2004~r~ntal issues will review the alternatives such as'~y W~other experts. She stated that ~e sending out an email reiterat'mg what she has j~e residents who have been emailing their concerns. UNFINISHED BUSINESS A. Consider and formulate policies for tennis court reservations at the Cupertino Sports Center: Don McCarthy introduced Colleen Manning, new manager of the Sports Center. He then presented the current reservation policies for the tennis courts during prime time, as well as recommending new policies for the reserving of court number one during prime time. He also stated that new members would be getting policies in a new member packet. He answered clarifying questions of the Commission. Commissioner Brown asked what could be done to reduce or spread out the demand for court number one; what would be the cost to improve the lighting of another court? Supervisor McCarthy answered that staff would work with Public Works to determine the cost of lighting an additional court. He also stated that Lifetime Tennis has approached him about possibly assisting with lighting on COUrtS. Public Comments Michael Zimmerman, 870 E. E1 Camino Real #54, Mt. View, pass holder, Cupertino Tennis Club member, and member of the board, believes that the court reservation policies are adequate. He acknowledged that some people have taken advantage of the policies and abused it to their advantage and the disadvantage of other pass holders. He researched tennis court lighting and found that lighting needs of people age 50 and over are ten times more than the lighting needs of a 20-year-old person; the current lighting levels are substandard for the age level of the tennis playing community. He would like to see light maintenance improved. He stated that the Commission should not be dealing with policy issues, but they should make one policy that should state that the use of the courts should be equitable and fair and delegate the policy development to a committee inside the Sports Center to enforce it. Henry Chin, 3379 Amherst Lane, San Jose, stated that about three months ago he had submitted a petition to the Sports Center management with over 20 signatures stating that the rules that were governing the daytime play time was changed from what it had been for the last 15 years--in that afternoon play was usually on courts 2, 3, 4, and 5 from 1 to 4 p.m. He provided the Commission a copy of the petition minus signatures. He stated his disappointment that the petition had been misplaced. Parks and Recreation Commission October 2, 2003 Page 3 of 5 Tony and Grace Toy, 10130 Crescent Road, stated that Team Tennis has affected business opportunities at the Sports Center. They want to propose a marketing strategy to double the city's revenue. They believe that fees to play tennis by Team Tennis members should be increased. They believe there is an unfair Team Tennis reservation system and they would like it removed. They also stated that Team Tennis monopolizes prime time and that this had been allowed with the prior manager. They provided their research supporting this claim. They believe that Team Tennis takes away the business opportunity to serve more pass holders. They also believe that many members quit the center because they cannot get a court reservation due to Team Tennis's reservations. Grant Gower, 10158 Ridgeway Drive, current president of Cupertino Tennis Club, provided a presentation offering solutions for court allocations: defuse the conflict that exists by ruling that while court time can be reserved during prime time, courts will be randomly allocated amongst the aspiring candidates; upgrade the lights on all other courts. Mike Wilkens, 10631 Castine Avenue, stated he would like to see written policies, and he would like to see these policies made available for modification by a committee of staff and pass holders. He would like the allocation reservations for court number one be set up to allow each person to reserve it once within a period of time of approximately one month. Commission Comments Commissioner Jelinch stated that it was not the.}ob of the Commission to micromanage the Sports Center; that people are hired to manage. He would like to see flexible rules set up that prevent abuse of the system. He sees the Commission's role as setting policy and not the rules. Commissioner Wang agreed completely with Commissioner Jelinch. She stated that management should develop the rules as they manage the day-to-day operations; they know from their experience what works best. Commissioner Brown also agreed with prior comments. He does not believe the Commission wants to get involved with setting policies for every single facility that are overseen by Parks and Recreation - believes to leaving the majority of the decision making up to staff. He supports improving lighting conditions, establishing a committee of pass holders, moving away from the 24-hour advance sole reservation system, and perhaps limiting pass holders to reserving court number one to once a month/week. He suggested that staff look at comments and at long-term procedures. Commissioner Peng stated that policies should be developed that creates a fair environment. He stated that based on comments he heard, he suggested that pass holders Parks and Recreation Commission October 2, 2003 Page 4 of 5 be allowed to reserve court number one once per week. He would like to leave the development of policies and rules to the discretion of staff. Chairperson Bradford supports Team Tennis, and because they represent Cupertino, they should be able to use court number one, which has the best lighting. She was supportive of the staff recommended policy for use of court number one. She agreed that staff knows best how to make the business run. She stated that the rules have been generated in such a way so as to put a Band-Aid on current problems. She would like to see the rules with a "cai do" message approached instead of"can't do." She is glad the policies will be documented and there should be more effort to have a clear understanding of what the policies are. She asked about the cost of improving the lighting of an additional court, and she suggested developing a proactive way to allocate time to court number one so that it has abuse resistance to it. Director Smith itemized the Commission's thoughts: · Allocation of court number of one · Address the importance of USTA or other league play · Amount of time that should be reserved for walk-on, without reservation informal play · How will this process get evaluated - by committee? Commissioner Jelinch stated that lie doesn't hear complaints about the present system; what he hears are about a few people who may be abusing the system. He believes that staff should have discretion to handle problems expeditiously so that people don't come to the COlnmission time and time again complaining. Supervisor McCarthy asked what the commission thought of offering court number one reservations to once a week and this would offer access to this court to more pass holders. The Commission was in joint agreement with this thought and that staff should decide the time period that is appropriate. Director Smith offered the following recommendation: · Provide fair allocation of court number one with the time period per reservation being once per week, while retaining the USTA scheduling priority. This would be provisional for a three-month period, after which staff woutd return back to the Commission with a report. At that time, the policies would be separated out and the Commission would be asked to evaluate. The policies and procedures would then be provided to all new pass holders with their new membership packet m~d would also be sent to existing pass holders. The process would then be developed with an internal evaluation procedure. Supervisor McCarthy was asked to return with the cost of lighting an additional court. Mr. McCarthy stated he would meet with Public Works and get some costs to do this work. Cupertino Sports Center Customer Satisfaction Survey Results 2/26/04 1 ) Are the current tennis court reservation policies working for you? Yes No N/A undecided 120 7 35 3 Comments · Do to work passbolder does not have time to call in · Rules are too rigid on USTA players X 2 · It seems a sbame that 2 people have caused tbe need for tennis police · and will find a way to abuse the system · 2 hours for doubles and 1.5 hours for singles · More drop in courts · Post a schedule of wben courts are in beavy demand · Team tennis reserves too many prime time courts · CTC should be restricted to 2 hours per night. Back to back bookings happen every night, will you assign court monitors X 2 · Reservation policy is fine · Your policies are as equal as possible · Appreciate teams being able to play in prime time 2) What improvements would you make to the current te~mis court reservation policies? Comments · Open playM, W, F2-5 pm · Assign courts on a random basis X 2 · Eliminate walk on court · Standing reservations M, W, F 8 am aud lpm X 2 · Extend court time to 2 bouts X 3 · Allow back to back bookings · Advanced reservations should be 3 days not 7 · Two ball courts · Court one should be used for all USTA matches X 2 · Keep it simple · Take a # for walk on courts and wait iuside · Random drawling for Sat and Sun reservations · Constraint the · Offer online reservations X 2 · Designate team tennis to weekend afternoons. Do not allow team tennis to use court one. Open up all courts to all passholders. Uncover reservation sheet. · Track court usage, analyze, and post · Not everyone follows the rules · Randomize the allocation of court one · Stop accommodating the complaining ones · Bauning aud would be great · Hold courts for 10 miuutes not 15 minutes · No one should be able to cancel your court but your self X 2 · Seems fair · Works fine X 2 · They work for me X 2 · All is cool · Cancellation policy for all courts X 12 -- 3) Are you typically able to reserve a tennis court on the day and time of your choice? Always Most of the time Sometimes Rarely Never N/A U/D 15 76 22 3 0 41 8 Comments · Difficult to get court when lessons are going on X 2 · Can't get through · Its called dialing for dollars, sometimes you get m · Weekend mornings are very hard to get · Hard to get through in the am · Difficult to reserve a court during primetime less than 7 days ahead · Understandably during adult season it is more difficult but cant complain because 1 play in leagues · 1 can get a court ifl call at 8 am X 5 · Courts are easy to get off peak time X 2 · It is easy when you call when your suppose to · For prime time you must call 7 days in advance at 8 am · Have staff tell you what is available if your first choice is not open · No problems ever getting a court when 1 want 4) Do the oew prime time court one policies improve access to court one? Yes No N/A undecided 79 12 38 36 Comments · New policies limit access, not improve but something had to be done · Cour~ one policies are a joke · We are not concerned with what court we get · The times could be bevter · Not really, 1 don't need court I, just a good court · Too drastic · Prefer the same reservation policy for all courts, do not like the new court one policies. CTC should be limited to one reservation every seven days. Policy should state CTC can play longer than 1.5 hours. How do you handle the 24 hour cancellation policy. Friday 7-10 pm is for Friday Night Social X 2 · Staff has made mistakes which has cost us opportunities to reserve court one, courts were cancelled without notification · The have wasted lots of people's time · The only members who care are tbe (2 people) why should 2 people dictate to all other members · The new rules had to be formulated because of the which has inconvienenced the rest of the tennis population · A Iittle too much change still hard to get court l regardless of the · It's a shame we had to resort to it because of the domination of that court previously · If the were not passholders these rules would not be needed · Do not let 2 people dictate policy and procedure it takes up too much time and energy, let staff do their jobs, all members should be given equal attention · Eliminate new court one policies · It balances the use by individual users but tbe times are not so convenient,_prefer 5 pm start · Prefer 6 or 6:30 start X2 · Prefer 9am start · Have court one be reservable once per week, let week be defined as Mon-Sun · 8 am time slot should be 8:30 · Thank you for taking a stand on the · A good policy! I was sick of and always getting that court · Good idea · Anything that keeps the same 2 peopIe form monopolizing # 1 is a definite improvement tbis is at least 7 years overdue · Court one poIicy is a big improvement but a bit cumbersome for USTA · It is great to see so many groups using court one · Access better than previous method · Definitely better but should be waived for USTA matches · I stopped using court one because of the · Only needed from 5-9 weekdays and weekends · Clearly there are a wider number of different people playing on court 1 · They look like they addressed the problem · Court one policies are fair for all members · Before the new rule the __ ruled court one, now it is nice to be able to play on it occasionally · Seems to be working · Absolutely · I like the fact that a new policy was implemented for tbe use of court one · Only needed from 5:30-7 · I hour time slots · If court one is open and no other court is open passholders should be able to use it as a walk on court X 3 5) Does siguing itl on court one continue to be a good tool to educate passholders on court one policies? Yes No N/A undecided 69 21 39 36 Comnlents * Too bad all these policies and time have been spent because of 2 people. · What is the purpose of signing in? · Unnecessary bother · It is a little bit of a hassle · Seems silly, emphasizes ongoing conflict · 1 wish we did not need a policy · Unneeded now · There will be someone to contest it · Preveuts monopoly by inconsiderate few · Thought signing in was to track usage · It prevents the from monopolizing court oue, it's a hassle, but probably needs to be done · If it keeps the from hogging the court its necessary · Seems frivolous · Good idea · Lots of extra paper work for staff · Visibility, Accouutability, Nondenialbility · Members should not be punished to please 2 passholders * Dou't try to disguise tbe score keeping as education · ffthis is the only way to control I don't mind signing in · ! rarely get court one just happy to get a court · lsn't the passholder packet enough education · Think the policies needed because of the · Getting rid of __ and would work better 6) How would you rate your satisfaction with the CSC facility? Excellent Good Fair 57 90 1 I Commeots Poor undecided 3 5 · Heat lamps for the decks and near courts X 3 · Need carpet in locker rooms, wants access to pool table in teen center, wants volleyball · Great job on the remodel · We need an ice machine X 8 · Need tissues in bathroom · Water fountain only has room temp water · We need a water cooler by courts X 2 · Need a clock by tvs · More free weigbt equipment · Locker Rental · Allow people to wait in lobby on weekends before center opens X 2 · Need Jacuzzi X 15 · Need sauna X 11 · Poolside courts should be teacbing courts · Move exercise equipment back and put in tables and chairs · More racquetball courts · Convienent, like the equipment, need towels · Need better ligbts X 17 · Ligbts on all courts X 8 · Courts need to be resurfaced X 11 · Platform to view courts · Wash courts on a regular basis X 2 · Trash needs to be picked up at least once a day · Number light poles so courts can be identified better · Miss tables and cbairs inside upstairs X 2 · Fitness room is too open to lobby X 5 · hnprovements are great X 2 · New gym is good · Terrible job on men's Iocker room · Need tennis channel · Need large screen TV · Need more free weight and bench press · Need a gathering place upstairs for teams and groups X 4 · More shaded areas · Fix wall on court 17 X 2 · Install a backboard X 2 · Lose the electronic gate · Very happy the building is finished · Love the new fimess equipment X 5 · Would like a free orientation for fitness equipment · Needs maintenance and some upgrades · Increase water pressure in showers · Enjoys new deck area and tables · Have TV remotes on cardio equipment · The main entrance does not block rain · Larger lockers · Larger wastebaskets in batbrooms · Hot water in faucets · Different recmnbent for bikes · Benches & clothing hangers in fitness room RepIace burnt out lights in a timely manner · Add a rowing machine · Shelf in women's restroom · Bench for clothes in showers · Fix slope in women's shower · No flea market parking signs · The place looks great now · Wall Mat for behind basketball · Sweep multipurpose room more olden, floor is slippery · Poolside courts need to be cleaned on a regular basis · Shower still slippery, install indoor outdoor carpets · Its better than good but excellent is attainable · For the price it is excellent · The expanded fitness room is nice but the lack of lounge area is inconvenient · 9 ½outofl0 · Well lit and clean · Have not seen staffwipe down equipment · Need an area to sit in fitness room to cool down before shower · I love CSC · Make sure music is on in fitness room 7) How would you rate the customer service at tbe Cupertino Sports Center? Excellent Good Fair Poor undecided 88 63 8 3 3 · Susan is superb, very friendly · Susan is fantastic · Susan is efficient X 2 · Susan is fabulous · Susan is terrific · Susan is a real asset · Susan does agreatjob · Nick is excelIent · Megan & Kate are fabulous · All employees are courteous and attentive · Everyoue working is always very nice and helpful X 4 · Friendly staff X 3 · Nametags would be helpful · Everyone is great X 2 · Good staff, especially Susan · Keep up the good work · Front desk staff is terrific · Friendly, polite, and helpful people · Knowledgeable staff, very nice, helpful · Most personnel are helpful · Staff needs to put customers first and decrease socializing with each otber and on the phone · Staff needs to know info about ball machine rental · Don't refer cnstomers to flier rack show tbem or know the info X 3 · More classes with Anne Lorraine X2 · Manager never responded to reports of verbal abusiveness. Reservations sheets are covered up. Management covers up problems. · Front desk staff is friendly and helpful good job X 2 · The younger staff could be a little more attentive sometimes · Tile more experienced staff are more efficient · They are all very pleasant · Staff is neat · Happy with everyone at counter, reception area looks inviting, keep it up · Tbe people at the front desk are aot empowered to make decisions that are for the users benefit · Tbey do a great job at the front desk 8) What improvements would you suggest for the Cupertino Sports Center? · Bring back 2-way traffic in parking lot X 7 · More teen supervision at entrance, no hanging out on ramp · Control teens smoking in parking lot · Separate entrance for tennis players · ' Longer weekend hours X 12 · Member's board for finding partners · More socials · QCC classes should be free to annual passholders · Staff needs more training on heart rate monitors · Need chest strap for bikes to measure heart rate · Decrease rates and impose a tennis court fee · Lifetime tennis needs to carry more clothes and more brands · I free time personal trainer pass X 3 · hnprove gridlock with tennis parents dropping offand picking up X 2 · Mon & Wed yoga is exceptional, more yoga · Move camps to poolside · CSC should be 100% safe environment and should revoke any passholder who does not comply · Hire yoga sub, am yoga is for beginners, would like a harder challenge · More access to 2"a ball machine · More aerobics classes on weekends X 2 · Spinning class · Maintain the facility and all will be good X 2 · Wash courts 14-18 more o~en · Ball machine court is always full X 2 · Offer 3 or 6-month memberships X 2 · Upright bikes, stretch cords on free motion machines · USTA teams don't seem to be available for all members, need a super senior team next year · Better membership notification of specials · Only sell sports drinks and water · Provide courts for new players to meet and play each other during prime time · More drills and clinics · Too many handicapped parking spots · Rernove storage containers from parking lot · A guest should have the same privileges as a day pass user X 2. Day pass users should be able to reserve courts throe days in advance, once their fees am paid, prepaid fees are nonrefundable unless it rains. CTC court time should be defined by the hour not the match. CTC cannot schedule 2 teams on the same night. CTC needs to start at 6pm or 8pm. Implement a CTC visitor policy: passholder would be responsible for opponent, opponents can play on designated CTC courts during designated tirne, visitor cannot use any other court or the facility, visitor must leave facility when host leaves, the CTC member will not be able to use the facility for 30 days if they do not take responsibility of visitor. X 2 · I think everyone would sign a petition to ask and to leave, they are a thorn in the side of CSC Fees for Non-profit Youth Sports: Bay Area Survey Santa Mountain San Clara San Jose Los Altos View Palo Alto Gilroy Danville Ramon Sunnyvale $40/group/se $2.50/player/sea Fees SI/field/hr Fees begin ason $1/hour~ son begin ~5/hr/fiel Higher fees Field Fee 7/1/04 field $5/field/hr, None ~6.50/hour/field 7/1/04 $19/player d begin 7/1/04 ~ of Fields 20-25 20 or more 4 13 40-50 6 fields 23 30 50 Tony Hal Hilary Eric Brad Contact Stanley Spangenbergl Robert Acosta Holeman Christensen Judy Barbara Morris Scott Morton Heading in direction of fees per/hr/field due to Fee will Fees groups overbooking Fees begin increase .25 begin fields. Everything is Higher fees Comments 7/1/04 cents/yr 7/1/04 computerized in Class. begin 7/1/04 Redwood San City Foster City Saratoga Carlos Walnut Creek $5k~$10k flat No formal fee/group/yr. Depending on extra charge, work needed over and $17/hr/field. Groups above normal park after 45 donate maintenance ex. Xtra hrs/fld/season, approx. $3K mowing, sodding, field free of Field Fee No Charge annually fedil,etc. No Charge charge # of Fields 30 20 4 7 14 Eric Jonathan Tonya Contact Newby Korshage John Cherbone Booker Leo Hared Approx. 5500 field groups donate approx. $3,000 users. ea/year. Hours of Considering Fee per group Admin. Comments Fees next year negotiated annually. Work daily Revised 2/26/04 Non-Profit Youth Sports Group Specs.(approximations) St. Joseph's of DYSL AYSO 35 AYSO 64 Tri-Cities CNLL CGSL USYVL Cupertino Totals Kids-Spring 800 kids 30 kids 20 kids 250 kids 325 kids 280 kids 100 kids N/A 1,805 Kids Fields-Spring 10 fields 2 fields 2 fields 6 fields 7 fields 4 fields 1 field N/A 32 fields Total Hrs. of Field Use- Spring(include practices,games,t 1000 ournaments,etc.) 1325 hrs. 108 hrs. 159 hrs. hrs?? 1500 hrs. 280 hrs. 50 hrs. N/A 4,432 hrs. Kids-Fall 1050 kids 800 kids 20 kids 200 N/A 50 kids 100 15-30 kids 2,234 kids Fields Fall 13 fields 9 fields 2 fields 6 fields N/A 4 fields 1 1 field 36 fields Total Hrs. of Field Use- Fall(include practices,games,t 3urnaments,etc.) 2239 hrs. 2170 hrs. 323 hrs. 500 hrs?? N/A 140 hrs. 50 hrs. 80 hrs. 5502 hrs. Mike Art Jose Linda David President Whalen Zimmerman Payne Tom Haley N/A Martino Veronica Sanchez Guthrie Revis~ 27/04 gummary of Bay Ares City Fees ~ No Charge - 6 Cities Santa Clara (fees begin next year) Mountain View Gilroy (fees begin next year) Redwood City San Carlos Foster City Per Hr/Field Fees - 6 Cities $5.41 average/field/hr. San Jose - $1 (+$40/group/season) Los Altos - $6 Palo Alto - $6.50 (+$2.50/player) San Ramon - $5 Sunnyvale - $1 (higher fees 04-05) Walnut Creek - $17/hr. (up to 45 hrs, free thereafter/season.) Per Player - 2 Cities $11 average/player/season Palo Alto $2.50 (+$6.50/hr/field) Danville - $19 Cupertino Estimated Annual Revenue Based on $11/player/season Annually 4,039 Kids x $11/player = $44,429 total annual rev. Based on $5.41/hr/field Annually 9,934 hrs x $5.41/hr. = $53,743 total annual rev. Fees Per Hour/Field Pros ;9,314 more annual rev. than player/seas. Cons -Administratively very time consuming. Difficult for all parties involved to accurately assess thousands of hrs. used over an extended period of time. -CPRD administrative expenses would increase significantly. Research showed than an estimated 10 hrs./wk.,or 15% of a full- time Recreation Coordinator's time administering this approach, would be taken up. -The estimated administrative annual cost would be $9,750 Fees Per Player/Season Pros Cons -Significantly less administrative paperwork involved for all parties. $9,314 less annual rev than field/hr. -CPRD administrative expenses would be significantly less. -With less administrative expenses, revenue generated would be very similar to the "fees/hr/field" approach. L StaffRecommendation: Effective 7/1/04, an $11/player/season be assessed to Non-profit Youth Sports Organizations. Examples of field expenses: Jollyman and Creekside Irrigation - $50,000 annually Supplies/Materials - $70,000 annually CITY OF CUPERTINO Fees Schedule E - Recreation Community Hall Room ROOM RENTAL SCHEDULE PER HOUR Community Hall Room Monday - Thursday Friday - Sunday Group II $40 $90 Group III $40 $90 Group IV $150 $240 Group V $60 $150 Group VI $275 $275 Security Staff Security staffis required when alcohol is served at any City facility: $25 per hour Overtime Fee Functions exceeding the permitted reservation time shall be charged $150 for any time up to the first half hour, and $150 for every half hour thereafter. This charge will be deducted from the security deposit. This applies to all City facilities. Security Deposit A security deposit shall be required for Groups III, IV, V, and VI. Security deposit is due at time of reservation. The Department Director may also require a deposit based on the nature of an event. The security deposit will be refunded if no damage occurs, rooms are left in clean condition, and permits conclude on time Community Hall Groups IV, VI $750 Groups II, III, V $300 2/2004 Revisions to Sports Center Policies Parks and Recreation Commission ~ Background · Staff received complaints from two Sports Center pass-holders that could not be resolved and forwarded them to the Parks and Recreation Commission · On November 7, 2002, the Parks and Recreation Commission held the first public meeting with Sports Center members to take comment on the issues raised by the two pass-holders. - The Commission recommended that there be no policy change, that the present policy be continued allowing prime time use of court #1 for the tennis club--that the club be given reserYation priority for scheduling matches, and that staff look into improved court lighting. · On December 5,2002, February 6, March 6, May 1, June 5, July 10, and August 7, 2003, the two pass~holders made repeated presentations under the Oral Communications portion of the meetings regarding the tennis court policies, and other issues at the Sports Center. · October 2, 2003, the Parks and Recreation Commission reviewed proposed policy changes for tennis court reservations, took public comment and recommended that staff: - implement the proposed policies on a trial basis - Establish a Policy Evaluation Committee to work during the trial period - Return to the Commission with policies that achieve the fo[lowing goals: · On November 17, 2003, two pass-holders presented the City Council with a Sports Center marketing · On December 4, 2003, staff presented proposed general policies in advance of the January 10, 2004 grand opening of the Sports Center. · On January 5, 2004, two pass-holders distributed a packet of information to the City Council regarding their marketing proposal and commented on the business practices of the Sports Center - C~ty CouncJI took no action · On February 5, 2004, two pass-holders approached the Commission during Oral Communications regarding the proposed policies being inconsistent and unfair allowing Team Tennis more opportunities to play on court #1. The Policy Evaluation Committee · 5-member team: - Two Sports Center staff-~olleen Manning, Don McCarthy - A member representing the general Sports Center population-Tony Toy - A member representing the Cupertino Tennis Club (but also representing the general population as all tennis club members are required to have 1- year memberships)--Grant Gower - Lifetime Tennis representative-Dana Gill · The committee met 4 times between October 2003 and February 2004 Revised Polices The following changes were made to the Sports Center Policies and are recommended to be a part of the New Member Packet. These changes were formulated from input by the Evaluation Committee and from the customer satisfaction survey given to pass- holders. Revised Policies: Cancellations · All courts have a 24-hour cancellation policy. · The same group of players may not have 2 reservations, cancel one. and then immediately rebook it. · Pass- holders who do not follow the cancellation policy may lose the right to reserve a court for a period of up to 30 days. Revised Policies: Court One Prime Time · Pass-holders can make one prime time reservation seven (7~ days from their last reservation. · Pass-holders can play on Court One for a maximum of 1,5 hours per day. · When a reservation is completed for the day and no other courts are availabie, a pass- holder may request use of Court One. Revised Policies: Court One Designated play times during prime time: Mon-Thurs Friday Sat & Sun 5:30-7 pm 5:30-7 pm 8-9:30 am 7-8:30 pm 9:30-1 lam 8:30-10 pm 11am-12:30 pm 4 Revised Policies: Day Pass A day pass is good for the day the pass is bought. A day pass entitles you to use the: fitness room fitness classes same-day reservations for tennis and racquetball · locker room · Day passes can be bought individually or in books of 10. Tennis and racquetball reservations can only be made on the day the pass is punched by CCS staff. Revised Policies: Cupertino Tennis Club · Cupertino Tennis Club (CTC) will have access to Court One two nights per week during prime time. For pass-holders' convenience, a schedule will be in the flier rack. · During prime time, CTC will have access to 5 courts during the months of ApriJ through August, and 3 courts from September through February (of 17 total). 5 · For USTA CTC league matches, participants can play and complete one single match per court. · For prime time CTC league matches, one pass-holder will sign in on Court One; this will count as their one reservation in a seven-day period. Revised Policies: Policies for Pass-holders 16 Years of Age and Younger · Youths ages 13-18 may use the Teen Center. Revised Policies: Signing Off of Policies · Each member will be required to sign and acknowledge that: - "They have read and received a copy of the Cupertino Sports Center Policies"; and -"Understand its meaning and voluntarily sign it" 6 Revised Policies: Cupertino Sports Center Pass-holders Contract Pass-holders are expected to conduct themselves in a reasonable manner at all times while at the CSC. Pass-holders shall not physically or verbally abuse Center staff or users of the facility, nor willfully damage or alter facility properly or equipment. Any intentional act to discredit CSC staff, contractors, or patrons is stdctly prohibited. This includes, but is not limited to verbal, physical, and written abuse. · There are no alcoholic beverages allowed on the premises. Violation of this provision constitutes a basis for the revocation of pass- holder status. Such revocation, if ordered by the city, will result in a prorated refund to the pass-holder(s) of any unused time, calculated at the monthly rate, a $100 administrative fee will be retained. Commission Actions · Review the revised policies and pass- holders' survey results and make a recommendation to the City Council; and · Reaffirm USTA scheduling priority at the Cupertino Sports Center Proposed Fee for Field Use by Nonprofit Youth 5ports Leagues Porks and Recreation Commission March 4, 2004 The groups that will be affected by this proposed change include: De Anza Youth 5occer League - 1,850 kids American Youth 5occer 35 - 830 kids American Youth Soccer 64 o 40 kids Tri-Cities Little League - 450 kids Cupertino National Little League- 325 kids Cupertino ~irls 5oftba[I league - 330 kids U.S. Youth Volleyball League- 200 kids · The City spends approximately $784,000/year on sport field maintenance: - .$244,000 on city-owned fields - $540,000 on school district fields the City maintains as part of the Zoint Powers Agreement Examples of field expenses At ,Tollyman and Crcekside · ]~rrigation - $50,000 annually · Supplies/Materials - $70,000 annually Analysis - Charges Levied by Other Cities in the Area · Analysis: We compared a fee per player system with fees per hour of field use Cupertino Estimated Annuol Revenue Besed on $~l/pleye~/seeson: Annually 4,039 Kids x $11/player = $44.429 total annual ~ev. Based an $§.41/~/field: Annually 9,934 hfs x $§.41/hr. = $53,743 total annual r~v. Fees Per Hour/Field Fees Per Player/Season Con~s Staff Recommendation Effective 7/1/04: be ~ssessed to nonprofit youth sports organizations 4