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P&R 07-08-04 APPROVED PARKS AND RECREATION COMMISSION CITY OF CUPERTINO REGULAR ADJOURNED MEETING THURSDAY, JULY 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 from 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 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 fe-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 smootWy 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 from 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. 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 from parking lot E, which limits the viewing sites at De Anza by two-thirds. Commissioner Jeiinch promoted the continuation of the fireworks shoot. He mentioned that ifthe 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 stafffor ajob 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 Y2 acre. City Council has concerns about the park in the areas of power and recycle bins. 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 '77(~ ~~ Marie Preston, Administrative Secretary Minutes approved at the August 5, 2004, regular meeting. Televised Council meetings may be viewed live on Cable Channel 26, and may also be viewed live or on demand at www.cuoertino.or!!. Videotapes of the televised meetings are available at the Cupertino Library, or may be purchasedfrom the Cupertino City Channel, 777-2364.