P&R 08-05-04
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CUPEIQ1NO
PARKS AND RECREATION COMMISSION
Regular Meeting
Thursday, August 5, 2004, 7 p.m.
City Hall Council Chambers
AGENDA
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
1.
MINUTES OF PREVIOUS MEETING - Regular Adjourned meeting of July 8, 2004
2.
PRESENTATION - Cupertino Sports Center
3.
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.
4.
NEW BUSINESS
A. Field Use Policy review
5.
MISCELLANEOUS - NO ACTION REQUIRED
A. Staff oral reports
a. Senior Center Case Manager
b. Water District partnership
c. 4th of July Neighborhood response
d. Special Events Policy
e. Blue Pheasant re-roofing
Commissioner contacts
B.
6.
ADJOURNMENT
In compliance with the Americans with Disabilities Act (ADA), the city of Cupertino will
make reasonable efforts to accommodate persons 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 ADJOURNED MEETING
THURSDAY, mL Y 8, 2004
CALL TO ORDER
Chairman Brown called the regular meeting of the Parks and Recreation Commission to
order at 7 p.m.
PLEDGE OF ALLEGIANCE
ROLL CALL
Commissioners present:
Jeanne Bradford, Rod Brown, Frank Jelinch, Roger Peng,
Cary Chien
None
Therese Ambrosi Smith, Director; Marie Preston,
Administrative Secretary
Commissioners absent:
Staff present:
I.
MINUTES OF PREVIOUS MEETING - Regular adjourned meeting of May 13,
2004.
ACTION:
A motion was made, seconded and unanimously moved to accept the
minutes as written.
2.
ORAL COMMUNICATIONS - None
3.
UNFINISHED BUSINESS
A. Stevens Creek Corridor -Water District partnership: Director Smith
reported on some of the details of an agreement with the Santa Clara
Valley Water District, which is currently being drafted:
- Total cost $230,000 - $125,000 to borne by the District; $105,000 to
be borne by the City
- She'll ask consultants to do additional work in the area of delineating
the boundary of the McClellan Ranch Park preserve, and what is
appropriate to take place in the preserve
- Money has already been budgeted; $60,000 was not spent ITom the
visioning process, and two state grants that can be used; there is
adequate funding to go ahead with the project
- Contract is for three years; if the project extends beyond that time,
there will need to be a renegotiation
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Parks and Recreation Commission
July 8, 2004
Page 2 of 4
- There is a clause in the drafted agreement that if the environmental
review uncovers unexpected issues and requires a lot more work and
funds, both parties would have to go back and re-look at the agreement
- The $105,000 is for the planning phase only
- The actual budget and who will pay for what will have to come out of
the planning phase, which will generate cost estimates, as well as an
environmental review.
- In the best case scenario, the overall time schedule is expected to be:
Submitted requests for grants would be approved in September
2004 - approximately $1,000,000
Get into contracts right away, by the end of this calendar year
Environmental review goes smoothly and is complete by summer
of2005
Break ground in spring of 2006
A more reasonable case scenario might be 2007
ACTION:
A motion was made, seconded and unanimously passed to recommend
the agreement as presented to City Council.
4.
NEW BUSINESS
A. 4th of July event evaluation - Director Smith briefly laid out the plans and
costs of 2004 4th of July event. The primary parking site was Vallco.
Budget of $60,000 was pretty much on target - security fencing was not
needed, so money was saved there and spent on the roving entertainers;
extra lighting was needed to help people exit the park and school sites.
The largest challenge was with street closures; some communications
were in conflict with each other; several phone calls were received ITom
concerned neighbors of Cupertino High School. A neighborhood
evaluation was being sent out. A follow-up meeting is scheduled with
public safety on July 21 for their evaluation. A recommendation will be
made to City Council about whether or not Cupertino should have this
event at this location again. There were approximately 2,000 people at
Creekside and 1,000 at Hyde and Sedgwick Schools. Ralph Qualls, Public
Works Director, reported he could see the fireworks from his home near
Three Oaks Park. Smith said she had also heard that viewing was good at
Wilson Park. Traffic flow went well; people with handicapped plaques
were served at Creekside Park.
Director Smith thanked the many people involved in this event. There
were 16 donors who donated a totaled of$575. Fifteen names were listed
in the July Scene; May and Paul Koski (the 16th donors) were thanked. A
special thank you was given to Don McCarthy who has being doing this
event for 20 years.
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Parks and Recreation Commission
July 8, 2004
Page 3 of 4
Commissioner comments:
Commissioner Bradford thanked staff and stated that she has received
positive comments for both the morning and evening programs.
Commissioner Peng reported that he visited two sites, Creekside and
Hyde, and talked to many people. He stated that the general feeling he
picked up was that people liked the idea of the different viewing sites, and
they also liked the location better because it was closer to their homes. He
felt that traffic was not a problem and that he had no problems finding a
parking spot near either location. His one constructive comment related to
getting the fireworks higher in the air to improve visibility. He liked the
roving singers.
Commission Chien reported that a co-worker of his had told him how
much he enjoyed the event. He asked about the funding for 2005. Smith
reported that $66,000 for 4th of July is in the budget and this amount is not
enough to go back to De Anza College - $3,500 is spent on the morning
event and just under $60,000 for the evening program. Going back to De
Anza will also give another issue in that fireworks cannot be shot ITom
parking lot E, which limits the viewing sites at De Anza by two-thirds.
Commissioner Jelinch promoted the continuation of the fireworks shoot.
He mentioned that if the City goes back to De Anza, perhaps charging to
view the fireworks from the top of the parking garage could be set up,
much like was done five years ago.
Chairman Brown congratulated Parks and Recreation staff for a job well
done, and gave a special thank you to Don McCarthy.
5.
MISCELLANEOUS - NO ACTION REQUIRED
A. Staff oral reports:
a. Approved 2004/05 budget debriefing - Director Smith went over the
changes to the budget, as well as highlighting those changes to Parks
and Recreation's budget. She reported that the Senior Center case
manager position was re-instated with a fee increase for Senior Center
memberships. She also listed various other departmental fee increases.
She answered clarifying questions regarding the budget.
b. Director Smith briefly highlighted a new private park space being built
across from city hall and the library. It will be approximately Y:, acre.
City Council has concerns about the park in the areas of power and
recycle bins.
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Parks and Recreation Commission
July 8, 2004
Page 4 of 4
B.
Commissioner contacts and comments:
a. Commissioner Jelinch reported that he had been in Tracy with the
California Parks and Recreation Society picking courses for their
March conference in Sacramento. There will be six to eight courses
for commissioners.
6.
ADJOURNMENT
Chairman Brown adjourned the meeting.
Respectfully submitted
Marie Preston, Administrative Secretary
Minutes approved at the
, regular meeting.
Televised Council meetings may be viewed live on Cable Channel 26, and may also be viewed live or on
demand at www.cuvertino.orl!. Videotapes of the televised meetings are available at the Cupertino Library,
or may be purchasedfrom the Cupertino City Channel, 777-2364.
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Quinlan Community Center
IOI&S N. Stellilldd.
Cupertino, CA 95014
(408) 777-3120
PARKS AND RECREATION
FIELD USE POLICY
RESERVATIONS
. Permit Applicants must be completed and turned into the Parks arid Recreation office at least two
weeks before the' scheduled start date.
. To apply for an athletic field use permit, contact the Cupertino Parks and Recreation Department at
(408) 777-3120 for an application. All reservations must be made in person. No reservations. will be
taken over the phone. Reservation can be made at the Quinlan Community Center. .
. The permit holder must be a Cupertino resident and the permit organization must be composed of at
least 51 % Cupertino residents. Proof of Cupertino residency will be required.
. Cupertino sponsored Youth Sports Organizations have priority for field scheduling.
. Fees must be submitted within 2 working days of receiving your approved permit, or the permit is null
and void. Please make checks payable to the "City of Cupertino".
. A separate check must be made for the field deposit. Your deposit will be mailed back to you the
week after your final permit date, and after the condition of the field you permitted is determined to be
in reasonably good shape.
. To cancel a reservation, please notify the Recreation Coordinator. Fees are refundable if the
Coordinator is notified at least 3 working days prior to scheduled use.
" The Parks and Recreation Department may cancel, revise, or revoke any field permit.
FEES for CUPERTINO NON-PROFIT YOUTH SPORTS LEAGUES
Fall 2004 Season (September-December)
$lllplayer/season
Beginning 1/112005 for Spring Season (March-July)
$lllCupertino resident player/season
$22/non-resident player/season
Once the respective league player registration closes for the respective season, an accurate, computer
generated master league roster with names, addresses, and phone numbers, will be required after which tI:
City of Cupertino will send an invoice to be paid by each league. The City may require at any time,
certified league registration forms for all participants. Please plan yo.ur seasonal budget accordingly.
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FEES FOR GROUPS OTHER THAN LOCAL NON-PROFIT
. All fees must be submitted within 2 working days of receipt of your approved permit. Your permit
will be revoked if all fee" are not submitted on time.
. The following is the fee schedule for the use of Cupertino athletic fields:
ADULT NON-PROFIT and NON-SPONSORED YOUTII LEAGUES:
1) $600 field damage deposit (field damage deposit will be returned upon evaluation offield and at the
completion of your permit.)
2) $50 per hour with a two- hour minimum per day of use
ADULT FOR PROFIT and NON-SPONSORED YOUTH LEAGUES FOR PROFIT (Le. tournaments,
clinics, etc.):
I) $600 base facility rental fee (non-refundable)
2) $600 field damage deposit
3) $50 per hour use fee with a two- hour minimum per day of use
REGULATIONS
. You must have a copy of your approved permit with you when using the field. Observe all City 01
Cupertino Park Regulations.
. Field use is limited to the times and dates listed on your permit. Any changes are subject to
availability and approval by the Department.
. Fields must not be used when wet, and permits are canceled on rainy days or when grounds are too
wet. Call the Recreation Coordinator at the Cupertino Parks and Recreation Department Monday
through Friday, 8:00 a.m. to 5:00 p.m., to confinit reservations if there has been rain within 2 days
of the date of use.
. No alcoholic beverages are allowed. Violation will result in the forfeiture of the reservation and all
fees.
No group or person shall litter, soil or defile the field, restrooms, or any other area in the park.
. No group or person should use any system to amplify sourids, whether for speech or music or
otherwise.
. No group or person having the control or care of any dog shall enter or remain in a park unless
posted for such use, and then only if it is led by a leash of suitable strength.
.. No group or person shall make or kindle a fire for any pwpose, except at places designated for
such a purpose.
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. No group or person shall enter an area posted as "Closed to the Public" or "Field Closed", and no
person shall remove such postings.
. No group or person shall indulge in riotous, boisterous, threatening, or indecent conduct.
All private organizations or groups must show proof ofliability insurance with the City of
Cupertino named as additional insured. Liability insurance must be for minimum of one million
dollars. .
. It is the responsibility of the Permit Organization to notify CPRD when fields are not being used.
"Blanket Permits" are subject to change. .
CPRD has priority status on fields please check the brochure.
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Non-Profit Youth Sports Group Specs.(approximations)
t
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St. Joseph's
of
DYSL AYSO 35 AYSO 64 Tri-Cities CNLL CGSL USYVL CCA Cupertino
Residencv % 32% 100% 42% 95%+ 99% 55% 80% 65% 70%
Spring Spring
Season Totals
Kids-Sarino 800 kids 30 kids 20 kids 250 kids 325 kids 280 kids 100 kids 70 kids N/A 1,875 kids
Fields-Spring 10 fields 2 fields 2 fields 6 fields 7 fields 4 fields 1 field 1 field N/A 33 fields
Total Hrs. of
Field Use-
Spring(include
practices,games,t
ournaments,etc.) 1325 hrs. 108 hrs. 169 hrs. 1000 hrs?? 1500 hrs. 280 hrs. 50 hrs. ? N/A 4,432 hrs.
Fall
Season Fall Totals
Kids-Fall 1050 kids 800 kids 20 kids 200 N/A 50 kids 100 70 kids 15-30 kids 2,934 Kids
Fields Fall 13 fields 9 fields 2 fields 6 fields N/A 4 fields 1 Field 1 Field 1 field 37 fields
Total Hrs. of
Field Use-
Fall(include
practices,games,t
ournaments,etc.) 2239 hrs. 2170 hrs. 323 hrs. 500 hrs?? N/A 140 hrs. 50 hrs. ? 80 hrs. 5502 hrs.
Art Jose Linda David
President Jeff Heer Zimmerman Payne Tom Haley N/A Martino Gail Bacon Hemant Buch Guthrie
Revised 7/30/2004
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CUPElljlNO
Use Policy Comparisons
Policy Who can When can they
reserve? reserve?
Special Nonprofit or civic An application may be
organizations that submitted one year in
Events at provide services to advance and no later than
Memorial residents six months in advance
Park
Anyone Sponsored and resident
reservations can be made
as much as one year in
Facility Use* advance. Priority varies
from 13 months to 3
months.
Teen residents The center is available for
rentals on Sundays
Teen Center between 11:00 am and
9:00 pm, with a minimum
of 10 days advance
re is!ration.
Cupertino Parks and A permit application must
Recreation be submitted at least two
Department, weeks in advance.
Cupertino youth
sports organizations,
Field Use** resident groups
What is the cost?
No cost to use the park for an
event. With the adoption of
the 04/05 budget, festival
organizers pay all "out of
pocket" expenses for public
safet and staff overtime.
Varies by facility and group -
see policy.
$1501hr
With the adoption of the fiscal
year 04/05 budget, Council
levied field use fees for:
. Youth sports organizations
at the rate of
$Il/player/season/
Cupertino resident, and
. $22/player/season/non-
resident. Adult and for-
profit field use rate is $600
base + $50/hour use (2-hour
minimum
Fee waivers
available?
With the adoption of
the 04/05 budget,
Council waived
facility fees for
special events.
None except those
related to special
events acknowledged
by the City Council
during the budget
process or City
events.
None except the City
use
None except for City
use
The Facility Use Policy pertains to: the Quinlan Community Center, Monta Vista Rec. Center, Senior Center, buildings at
Portal, Creekside and Wilson Parks
.. Reservable picnic facilities are available at Portal, Monta Vista, and Memorial Parks per the current Council-adopted fee
schedule. The gazebo and amphitheater at Memorial Park are also reservable
g:lparks and recreation adminlpolicieslpolicy comparisons 072204.doc
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As promised, we sent evaluation forms to residents in the Cupertino High School
neighborhood asking them to comment on the 4th of July fireworks. Their remarks
will be considered during this year's event review and next year's planning should
the Council decide to keep the event at Cupertino High School.
. Evaluation requests mailed: approximately 1,450
. Evaluations returned: 158
. Percentage of returns: 11 %
. How many dissatisfied respondents? 3 (2%). Their comments:
0 "I would prefer the city spend the money in other ways; we did not watch."
0 "This should not be in a residential area."
0 "Very unhappy that our entire neighborhood was bombarded with people
and Hyde Ave. was the free-for-all street with unrestricted access; this event
was mild in its initial year - it will become a zoo when word gets out it's a
regular event"
. Number of respondents who were satisfied to extremely satisfied: 143 (98%)
NOTE: Although we did not ask participants how the Cupertino High School event
compared to the fireworks program at De Anza College, 6 respondents
chose to make a comparison. Of the 6,5 said this event was more
enjoyable than the event at De Anza; one respondent said nothing could
compare to the event at De Anza.
. How many evaluations where street closures and safety issues were raised: 13
1. Sign at Disney Lane entrance saying "no through street for Stendhal"
would have assisted motorists who drove to the junction off Stendhal and
Phil only to find they had to turn around in a narrow space and go back the
way they came, causing a great deal of backing and turning near parked
cars
On Stendhal Lane - too many cars that could not go in reverse - block off
Stendhal.
2.
Page 1 of3
July 22, 2004
s-,4, c.-I
Could have used some spotlights to gather items and walk home; many
wanted to buy the light sticks and were disappointed when the vendor was
sent away.
The traffic control people removed the barriers when the show was only
half over and cars started driving through not only posing a real safety
hazard, but also by keeping their lights on and shining right in our faces.
There were inconsistencies in security instructions. More places needed
for spectators. There were side streets that could have been used for
viewers but they weren't allowed. It was frustrating trying to find a place to
vie the fireworks. I wanted to watch near the high school, but one official
said OK, but the police wouldn't let me go to where others were watching -
the fireworks hadn't even started.
Other suggestions for improvements:
. Maybe you need to hear from those who didn't have the choice seats we had this
year.
. Clarity needed regarding vendors - people liked the light sticks.
. Work with local radio station to do a simulcast-something about music in the
background with fireworks is pretty neat.
. Maybe add band and food.
4.
5.
3.
We live on Tilson, six houses from Finch and we saw no firemen or
equipment, no police on Tilson. We should have seen someone other than
blue-shirted (staff).
Block off Tilson between Stern and Norette for safety reasons.
6.
Car blocking the school driveway on Tantau were removed when the
fireworks started. This created a hazard as cars pulled into the lot while a
number of people were sitting on the ground watching. Don't remove the
cones blocking access to the site until after the fireworks are over.
On Greenwood Dr., people began arriving in numbers around 9 p.m. and
parking everywhere. I think Greenwood should be closed.
Have signs put closer to Stevens Creek.
Stendhal Lane, between Shadygrove and Phil Lane, total
gridlocklunpassable. Closures did not seem effective. Block traffic after 6
p.m. at Stendhal Lane, intersection with Shadygrove. In future
communications, remind everyone that using the street as a parking lot is
a ticketable offense.
Block off more streets; headlights from cars severely hampered viewing;
bothered people standing in the street viewing fireworks - potential
hazards with tempers and/or injuries
Open (streets) faster after the fireworks ended.
7.
8.
9.
10.
11.
12.
13.
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Page 2 of3
July 22, 2004
Use fireworks that go higher.
Don't allow airplanes to circle the area so low - one plane circled the area
making lots of noise. More advance notice.
Information kept changing - next year will be smoother.
. Make it a fair with hot cocoa, food, festivities, sponsored blankets; friendlier
people.
. We heard several car alarm sirens; maybe remind neighbors to turn off car alarm
before the event.
In notification, ask residents to turn off their porch lights as they interfered with
viewing.
. Were restrooms open at sites?
Fliers before the event could remind people to bring flashlights for walking out
. Think of a way to allow our guests to walk to our house at or before 6 p.m.; be
sure all fire hydrants are not blocked off in case of emergency.
. Send flyers notifying residents in advance.
. Could be a good idea to clean the open space across the street (Stevens Creek)
in front of Finch Avenue. - nice and big place for a BBa and fireworks!!!
More activities for kids and adults - craft booths, food, etc.
. Creekside Park and Baptist Church should be open for parking. According to
"Police Blotter" in SJ Mercury, need more security at Vallco parking area.
mp
Page 300
July 22, 2004
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