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P&R 10-07-04 APPROVED PARKS AND RECREATION COMMISSION CITY OF CUPERTINO REGULAR MEETING THURSDAY, OCTOBER 7, 2004 CALL TO ORDER Chainnan Brown called the regular meeting of the Parks and Recreation Commission to order at 7 p.m. PLEDGE OF ALLEGIANCE ROLL CALL Commissioners present: Commissioners absent: Staff present: Jeanne Bradford, Rod Brown, Frank Jelinch, Roger Peng, Cary Chien None Therese Ambrosi Smith, Director; Don McCarthy, Supervisor; Karen Levy, Recreation Coordinator; Michael Bookspun, Recreation Coordinator 1. MINUTES OF PREVIOUS MEETING - Regular meeting of August 5, 2004 ACTION: The minutes of August 5, 2004, were unanimously approved as written. 2. PRESENTATION - Aquatics Program, Karen Levy, Recreation Coordinator: Coordinator Levy provided details to the many programs that she oversees, which included youth dance and fitness classes, adult dance and fitness classes, adult softball leagues, and aquatics. 3. ORAL COMMUNICATIONS - None 4. UNFINISHED BUSINESS A. Field Use Policy Revisions - Public comment and recommendation to City Council Policy Review Subcommittee: Director Smith gave a PowerPoint presentation that highlighted the time1ine for revisions to the policy, assumptions that were discussed with the Council subcommittee, and the five significant differences from the old policy. Commissioner Comments and Ouestions Commissioner Bradford asked about how much additional staff time would be required to execute the proposed policy as opposed to the previous one. Supervisor McCarthy stated that there is no clear idea at this Parks and Recreation Commission October 7, 2004 Page 2 of 4 time; registration data from each organization would be received and validated, and invoices would be developed from that infonnation. He reported that one of their biggest challenges would be the enforcement of the policy. Commissioner Bradford asked if the leadership of the various organizations, as well as the councilmembers, provided input to the drafted policy. Supervisor Smith stated that staff met with the presidents and gave the infonnation to the subcommittee. Commissioner Peng believes that the policy is well thought out and written. He complimented staff on their good work. He asked for clarification of "downtime", which was explained as limited use of fields on Sundays. Commissioner Jelinch asked which organizations have paid staff and which have volunteer staff. Supervisor McCarthy reported there is one organization that has paid staff and two others that have some paid staff. Commissioner Chien asked for clarification for "master league roster" and if master means every player in the organization. Coordinator Bookspun stated master league roster means every player within the organization that is using city fields. Commissioner Chien requested this be stated under the fee payment protocol, that the way the city invoices them is for players that play on Cupertino fields. Coordinator Bookspun said that this would be added for clarification purposes. He asked if there was a distinction for groups of friends or co-workers who are using the fields recreationally. Coordinator Bookspun explained that those groups are welcomed to use the fields; it is only when groups become organized into leagues that pennits are required. Chainnan Brown stated that the policy specifies the amount of play per organization, but there doesn't seem to be an explicit limit on the amount of play that can happen on any field on Sundays - it doesn't seem that the downtime is guaranteed. Supervisor McCarthy stated that under Field Availability, first paragraph, the Sunday play is clearly stated. He further went on to explain that this policy on Sunday play is to accommodate larger tournaments, special fundraisers, all-stars, etc. Chainnan Brown then asked for further clarification on seasonal use day priority, eligible groups asking for the same field, and the fee structure, which staff detailed. Public Comments Jeff Heer, president of the De Anza Youth Soccer League, apologized for any confusion about the residency numbers the league reported. He said that the organization is focused to address this issue and is working with Parks and Recreation Commission October 7, 2004 Page 3 of4 the Parks and Recreation Department to remedy the issue. The league has passed a resolution that they will not turn Cupertino residents away. They have over doubled their recreation program to increase the residents participating in the league. The league is working with the city of Saratoga to get equal field use. Commissioner Bradford asked that a progress report on the revised policy come back to them in July. ACTION: A motion was made, seconded and unanimously passed 5-0 to take the comments that were taken tonight from the public and send this policy draft up to the City Council at their next meeting. 5. MISCELLANEOUS - NO ACTION REQUIRED A. Staff Oral Reports: a. Helen Putnam - the city was honored with two awards for excellence from the League of Cities. The Helen Putnam award is the highest award that the League of Cities bestows. The awards were given to the Stevens Creek Corridor - What's Your Vision and the Balance or Bust Board Game (grand prize winner). At the October 18 City Council meeting, the League will be presenting the award. b. Land and Water Conservation Grant Award - the city was successful in receiving one of the grants with one other still pending. c. Blue Pheasant remodeling update - remodeling work is being finalized and should be completed by October 15. The building has been re- roofed, HV AC system replaced, and minimal tennite damage repaired - the project will come in on time and under budget. d. Santa Clara Valley Water District partnership update - on September 21, SCVWD approved the partnership agreement for restoration of Stevens Creek and appropriated $161,000 toward the planning effort. Work will start next week. e. Blackberry Farm - included in the packet was a letter from Tim Mulligan, manager of Santa Clara County Vector Control, which acknowledges the efforts of Mike O'Dowd in meeting their requirements. B. Commissioner contacts: a. Commissioner Jelinch gave a reminder that the California Parks and Recreation Society has a website, WWW.CDrS.org, where legislative infonnation can be found. He urged support of park and recreation grants and environmental issues. Parks and Recreation Commission October 7, 2004 Page 4 of 4 b. Commissioner Chien announced that he attended an awards ceremony for youth at the Tennis Ball Cricket Association at Calabasas Park in San Jose. 6. ADJOURNMENT Chainnan Brown adjourned the meeting at 8 p.m. Respectfully submitted, /s/Marie Miller Marie Miller, Administrative Assistant Minutes approved at the December 7, 2004, regular adjourned meeting. Televised Council meetings may be viewed live on Cable Channel 26, and may also be viewed live or on demand at www.cuvertino.orll. Videotapes o/the televised meetings are available at the Cupertino Library, or may be purchased from the Cupertino City Channel, 777-2364.