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
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March 4, 2004
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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,
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March 4, 2004
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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.
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March 4, 2004
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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.
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March 4, 2004
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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.
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March 4, 2004
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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
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March 4, 2004
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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.
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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.
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March 4, 2004
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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.