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P&R 03-04-04 APPROVED PARKS AND RECREATION COMMISSION CITY OF CUPERTINO REGULAR MEETING THURSDAY, MARCH 4,2004 1. CALL TO ORDER Chairperson Brown called the regular meeting of the Parks and Recreation Commission to order at 7 p.m. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Commissioners present: Jeanne Bradford, Rod Brown, Frank Jelinch, Roger Peng, Cary Chien None Therese Ambrosi Smith, Director; Don McCarthy, Recreation Supervisor; Colleen Manning, Recreation Coordinator; Michael Bookspun, Recreation Coordinator; Marie Preston, Administrative Secretary Commissioners absent: Staff present: 4. MINUTES OF PREVIOUS MEETING A. The regular meeting of February 5, 2004, and the regular adjourned meeting of February 25, 2004. ACTION: The minutes of February 5 and February 25, 2004, were unanimously approved as written. 5. ORAL COMMUNICATIONS Deborah Jamison, Rumford Drive, spoke on her findings of the west side of the McClellan Ranch Park property being used as a construction site. She displayed several photographs of the area. She stated that the area is being used as a staging area with vehicles, construction materials, and debris for the building of the McNair house that is upslope from the Simms house. She reported that Mr. McNair has received permission from the city to build the house using public property, which is preserved land, in an open-ending way. She has found this situation very upsetting that the nature preserve is being treated in this fashion. She stated that the debris, some of it toxic, is within feet of the Stevens Creeks. She was concerned with the lack of concern for liability. She asked what compensation to the city for the restoration to the area is expected? She expressed alarm at the reseeding of the area with common grass, which is what a nature preserve would not want to happen because they are non-native grasses. She asked what Parks and Recreation Commission March 4, 2004 Page 2 of9 constraints, what restraints, what requirements, and what compensation could be imposed now. She cannot find out who permitted this situation. Chairman Brown stated that among the Commission there is a lot of interest in this issue and the details of the monitoring and restoration plans. The Commission agreed they wanted to "get to the bottom of this." They requested more information for the next meeting. Director Smith stated that she will ask Glenn Goepfert, Assistant Public Works Director, to come to the next meeting and give a report. Ed Hirshfield commended the Commission and staff on the way the entire renovation of the Sports Center was handled. He commented on the process that has disrupted everyone at the Sports Center, that he believes it is unwarranted. He believes it is time for the Commission to say, "let's put an end to this." Grace Tov, Crescent Road, distributed a packet of material: . Email string regarding Notice of No Show . Email string regarding Court #1 Reservation and Usage By Our Guests/Documentation for Team Tennis Policy from City Council Members She reported that she believes that those in authority are creating an opportunity to attack their integrity. They want to reach out to the pass-holders who have been misinformed and misled. She talked about a pass-holder who verbally assaulted her, management's investigation, and that management did not withdraw that person's membership as the policy states. She stated that this incident has tarnished the Sports Center. She stated that the recent survey had negative comments about her and her husband. She believes that the survey was invalid; she believes that they were set up. She does not like the new policy and believes that it does not allow for more equal opportunity to use Court One. Commission Comments Commission Chien asked if the person who verbally attacked Mrs. Toy was sent a letter reprimanding her action. Director Smith stated that a letter had been sent. 7. WRITTEN - None 8. UNFINISHED BUSINESS A. Review of Cupertino Sports Center policies and recommendation to City Council - Supervisor McCarthy highlighted the background on why the Sports Center policies were being reviewed, the Policy Evaluation Committee's input on policy changes, the customer satisfaction survey results, and the resulting proposed changes. Proposed policy changes covered cancellations, court one reservations during prime time, court one designated play times during prime time, day passes, Parks and Recreation Commission March 4, 2004 Page 3 of9 the Cupertino Tennis Club access to courts during prime time, pass-holders 16 years of age and younger, and signing off of policies. Staff answered clarifying questions from Commission. Commissioner Chien stated that one of the policies under fitness center and multipurpose room is that modern sports drinks are the only ones allowed; he thought he saw Coke in the fridge. He suggested if the policy states that, the soda should be removed. Chairman Brown asked if any information had been gathered about increased lighting of the courts. Supervisor McCarthy stated that he had met with an electrical contractor. Some of the discoveries from those meetings were that the transformer to the entire site was near capacity. The contractor did suggest that more contemporary lighting fixtures were more efficient and could spill better light; to retrofit current fixtures for five courts would cost at least $70,000. If the transformer has to be improved and or booster needs to be added, there could be an additional $50,000 added to this project. Supervisor McCarthy reminded the Commission that the current fixtures are over 30 years old and unforeseen conditions could be expected and repairs could be costly. At this time, due to the budgetary constraints, Supervisor McCarthy did not request it in the budget. Public Comments Tonv Tov, Crescent Road, stated that he supports the Court One once-per-week reservation policy. Staff recommended twice a week for CTC matches. He would like to see the week start on Monday. He stated that member's records of reservations couldn't be verified. He believes the cancellation policy is unreasonable. He stated that staff informed him that it had drizzled and he should not go to the Center to play tennis. He found out that the manager had determined that the courts were playable and his reservation was noted as a "no show." He believes this was not fair. Grace Tov. Crescent Road, believes the once-per-week reservation policy provides inequitable reservation opportunities. She would like Court One to be used as a walk-on court due to open slots on the reservation sheets. She does not agree with the policy sheet being covered because it has phone numbers on it- their reservation does not list their phone number, but other reservations do have phone numbers. She reported that on USTA evenings, there are a lot of unauthorized visitors; these people know there are no court monitors, and take advantage of this situation. Parks and Recreation Commission March 4, 2004 Page 4 of9 Commission Comments Chairman Brown asked about the archive policies and if the previous sheets are kept. In answer, Supervisor McCarthy stated that reservation data is kept for one month, the manager reviews them for summary purposes, and then they are destroyed. Data is kept for UST A leagues so that management knows from year- to-year how much access they have had, if they abiding by the rules, etc. Chairman Brown asked about the weather policy for cancellations. Supervisor McCarthy stated that regarding the specific date in question, it is staffs call. If the courts are safe to play, we will let people out there. Staff has the ultimate say in whether the courts are open or not. Staff Comments Supervisor McCarthy stated that in regard to the co-sponsored tennis club and Team Tennis, it is not only important, but it is essential, that when a league schedule is determined that the Center block those particular times for the league play; this policy has been supported by the Commission in the past. Regarding open times on Court One, as mentioned by Ms. Toy, Supervisor McCarthy stated that those times were due to inclement weather patterns. Once the fair weather months start, any open times on Court One, during prime time, are going to be minimal. Public Comments Grant Gower, Ridgeway Drive, president of the Cupertino Tennis Club, requested the Commission support their mission to increase participation and enjoyment of tennis in the community. He asked that the Commission continue the present priority system for court allocation to the City Council. He reported that the customer satisfaction survey reflected the general satisfaction with the current policies, delight with the facility, and their support of the management amongst the tennis playing pass-holders. He reported that CTC has promoted their club in creative ways to the Asian community to increase membership in their club, which will also increase membership in the Center, as club members are required to have one-year memberships in the Center. Deborah Jamison, Rumford Drive, stated there was a disconnect between the fitness activities that take place at the Sports Center and the fitness activities that take place at the Quinlan Community Center. She suggested that membership and revenues in the Sports Center could possibly be increased if a "deal" were developed where if a person became a member of the Sports Center, they could also sign up for other fitness activities in other parts of the city for some percentage off. Parks and Recreation Commission March 4, 2004 Page 5 of9 Commission Comments Commissioner Jelinch stated that the Sports Center staff spends a lot of time trying to accommodate people, and sometimes everyone cannot be accommodated. He commended staff for all their work in developing fair policies for the majority of members. He is pleased with the recommended policies. Commissioner Chien stated that all involved need to move on. He stated that the edited lines in the customer satisfaction survey should be removed all together in the spirit of reconciliation because it is good for the community. Commissioner Bradford requested that people should have the intention that they can peacefully co-exist with one another. This disagreement has gone on for two years and it is time to end it. She would rather there not be a policy on what day of the week is the beginning of the week. She recommended that staff not have any policy, which cannot be enforced. In general, she supported the revised policies. Commissioner Peng was pleased with the results of the customer satisfaction survey. He also supported the revised policies. He encouraged everyone to go along with the spirit of democracy and look at what is in the best interest of the whole community. Chairman Brown added comments in support of the Sports Center staff. He believes the process to air differences has been good, but it is now time to make decisions on the policies and move on to other topics. He stated that the Commission does not want to get involved in the micromanaging of the Sports Center policies that are put together by staff. ACTION: A motion was made, seconded, and unanimously passed to accept the staff recommendations for the policies. ACTION: A motion was made, seconded, and unanimously passed to reaffirm the USTA scheduling priority at the Cupertino Sports Center. 9. NEW BUSINESS A. Recommendation to City Council regarding charging field use fees for nonprofit youth sports groups - Recreation Coordinator, Michael Bookspun, presented research gathered on youth sports leagues. He listed the affected Cupertino leagues, the approximate amount of money the City spends on sport field maintenance, and an analysis of charges levied by other cities in the area of nonprofit sports field use. He recommended to the Commission that $11 per player per season be assessed to nonprofit youth sports organizations for an approximate annual revenue of $44,429. Parks and Recreation Commission March 4, 2004 Page 6 of9 Commissioner Comments Commissioner Jelinch asked to confirm that the money raised will be five percent of the real cost of maintaining the fields. Director Smith stated that this money would go to helping keep a person on the Public Works grounds keeping staff- Public Works is currently down five maintenance positions. Chairman Brown asked ifthere were any existing contracts with the leagues. Coordinator Bookspun stated that the contracts are in the form of Parks and Recreation permits that are approved annually or bi-annually, and which are of no cost. Commissioner Chien asked if adult leagues were a part of this recommendation. Coordinator Bookspun stated that the recommendation was strictly for nonprofit youth leagues, which were the only group that wasn't being charged for field use. He reported that nonprofit adult leagues are charged a minimum of $50 an hour to use the fields. Commissioner Peng stated that the recommendation seems reasonable. He asked ifhe knew why other cities chose to use another form (charge per hour) to charge fees. Coordinator Bookspun said that other cities were monitoring fees administratively similarly to a facility rental and they were systems that had been set up for some time and were labor intensive. Commissioner Jelinch asked how the money would be collected and administered. Supervisor McCarthy stated that the details still need to be ironed out; however, the city would have to establish how many kids were on their rosters, and once evaluated, the city would know the dollar amount. In terms of the mechanism for collection, this has not been determined. Supervisor McCarthy stated that the youth leagues are cooperative and supportive of this endeavor. Supervisor McCarthy stated that the $1 I per youth is an average of what other cities are currently charging and there will be increases annually. Chairman Brown asked if there was a target for this revenue generation. Supervisor McCarthy reported that the target is to help support the maintenance of the fields, but there is no single focus or target. Commissioner Bradford asked staff if they knew what Santa Clara and Gilroy were going to do next year, are they going to do per person or hour-based? Coordinator Bookspun stated that he didn't have that information. Director Smith reported that the City Council will be having its hearing on the fee schedule April 5, 2004. Because this was a new category of fee, it was presented Parks and Recreation Commission March 4, 2004 Page 7 of9 to the Commission so that people had an opportunity to speak. At that time, April 5, the City Council will be considering all fees. Public Comments Robert Jovce, Myer Place, De Anza Youth Soccer League, stated that the Cupertino fields have been the envy of the soccer community throughout northern California. He stated that they are concerned with the current budget crisis and can see that city hours are being cut for maintenance and code enforcement. Code enforcement has done a marvelous job of policing fields. He reported that Danville and Walnut Creek have fields that have surpassed Cupertino, but they also charge on the high end - $19 per player and $17 per hour respectively. He stated that the De Anza Youth Soccer League is in favor of charging $20 per player. Rob Wells, Rose Garden Lane, Cupertino National Little League, has found there has been little resistance with the idea of charging for field use. The only area of resistance has been the fairness issue. He asked ifthe fees raised would be directed to the specific benefits for the leagues; how would they see that the money was going back into the fields the revenue was being generated for; and are all users of facilities in the city being charged at a fair rate? He stated that Parks and Recreation staff have been very fair in the process. He announced that the fields are wonderful, they want to do their share, and want to see that a fair policy be applied to all. He reported that the league intends to put $15,000 into facilities this year; they want to be a good partner, and have an improved relationship with the city. He stated that he would like to see the resources of the volunteers applied more effectively to make the fields as safe and playable as possible. The city should be commended for the current state of the fields. Director Smith stated that volunteerism is valuable and our crew puts on clinics to help volunteers learn how to maintain the fields. She was unsure if it was possible to specifically challenge a certain number of dollars raised by fees from a group that uses a particular field back to that particular field; right now, we are trying to support positions that have been cut. David Guthrie, St. Joseph of Cupertino School, wanted the Commission to know that though they were not in the analysis, they do use the fields. He supports the program to raise money that contributes toward the maintenance ofthe fields. Kent Squarcia. S. Tantau Avenue, Cupertino National Little League, is more neutral than opposed to the fee charge. His main concern is that the fees raised are not used for other areas in the city unrelated to the fields. If the money raised were directly used toward field maintenance, he would be supportive of the charge. Parks and Recreation Commission March 4, 2004 Page 8 of9 Commission Comments Commissioner Bradford thanked the speakers. She stated that she couldn't remember a time when the public was supportive of the city raising fees. She commended the speakers for their support and stated that it showed a true partnership with the City. She was pleased that they acknowledged the quality of the fields they have had use of over the years and acknowledgement of the dilemma in trying to offset some of the lost revenue. She supports the flat fee charge and believes it is fair. Regarding directed funds, it was her understanding that the money would go back into Public Works, but there was no way to target certain dollars to go back to specific fields. Director Smith stated that the money could be directed toward field maintenance. Commissioner Peng also stated he preferred the per-play method because it would keep the process streamlined. Commissioner Chien thanked Coordinator Bookspun for his fine report that communicated the issue clearly. He thanked the speakers for understanding the city's position. Though he understands that families would be paying for this increase, he believes that $ I I is affordable. And with the money going back into the fields, families should see the benefits. He supports the fee charge. Commissioner Jelinch stated he sees it as a win-win for everyone. He believes that support of high quality fields is important. Chairman Brown echoed the same comments of the good works of the staff in keeping such quality fields going. He believes that how the money is raised should be up to staff to decide what is more workable for them. He stated that he would support higher fees. He asked staff if the quality of the fields would be able to be maintained as in the past by re-directing resources? Director Smith answered that this process should be evaluated in a year. She also stated that she would pass on the kudos regarding the condition of the fields to the park maintenance staff. Chairman Brown agreed to evaluate the process next year. Commissioner Bradford asked if it was the intention to complete the plan before going to the City Council. Director Smith stated that Council would be interested in the amount to be charged, the number of people affected, and what the revenue will be from the fees. ACTION: A motion was made, seconded and unanimously passed to recommend to City Council the $11 per player fee for the nonprofit youth sports groups. Parks and Recreation Commission March 4, 2004 Page 9 of9 10. MISCELLANEOUS - NO ACTION REQUIRED A. Staff Oral Reports: a. Budget update - Director Smith highlighted the proposed fee schedule for the new Community Hall, which will open with the library in September 2004. On April 5, the City Council will review co-sponsored club fees. In the past, the city has been able to allow them free use of facilities, but the charter they signed guarantees a reduced rate. What is going to be proposed with the fee schedule is that they will be charged at the nonprofit rate, which is a reduced rate. b. Community Contacts: a. Commissioner Jelinch announced the annual meeting of the California State Board of Parks and Recreation Commissioners in Anaheim. At this meeting, he is going to be sworn in as president. One of the charges of this commission is to lobby before Congress on national park issues. One of his goals as president is to enhance the park issue efforts. Commissioner Chien reported that he attended the Lunar New Year Unity Parade. He stated that the organizers are looking for volunteers and committee chairs for next year's parade. Chairman Brown said that he had heard the parade might include Sunnyvale. Commissioner Peng was a performer for the Lunar New Year Unity Parade. Chairman Brown reported that he has been getting email about fee schedules and requested staff to forward the agenda to them so they can inform people. Director Smith told the Commission that the Council would review the fee schedules on April 5; the Council packet and agenda will come out on April 1. B. c. d. 11. ADJOURNMENT Chairperson Brown adjourned the meeting at 9 p.m. Respectfully submitted À~~ Marie ~~ston, Administrative Secretary Televised Council meetings may be viewed live on Cable Channel 26, and may also be viewed live or on demand at www.cul7ertino.or!!. Videotapes o/the televised meetings are available at the Cupertino Library, or may be purchased from the Cupertino City Channel, 777-2364. Minutes approved at the April], 2004, regular meeting.