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04.05.18_Full_AgendaCITY OF CUPERTINO AGENDA PARKS AND RECREATION COMMISSION 7:00 PM 10350 Torre Avenue, Community Hall Thursday, April 5, 2018 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1.Subject: Special Meeting on February 28, 2018 Approved Minutes 2.Subject: Regular Meeting on March 1, 2018 Draft Minutes CEREMONIAL MATTERS AND PRESENTATIONS 3.Subject: Age Friendly Cities Presentation 4.Subject: Healing Garden Presentation POSTPONEMENTS 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. In most cases, State law will prohibit the commission from making any decisions with respect to a matter not listed on the agenda WRITTEN COMMUNICATIONS OLD BUSINESS Page 1 April 5, 2018Parks and Recreation Commission AGENDA 5.Subject: 2017-2018 Work Plan Work Plan NEW BUSINESS 6.Subject: McClellan Ranch - Community Garden Improvements - Conceptual Planning & Design Staff Report A - Revised Concept, March 2018 7.Subject: Code of Conduct Staff Report A - Code of Conduct STAFF AND COMMISSION REPORTS 8.Subject: Director's Report ADJOURNMENT Page 2 April 5, 2018Parks and Recreation Commission AGENDA In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend the next meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, 48 hours in advance of the meeting to arrange for assistance. Upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Also upon request, in advance, an assistive listening device can be made available for use during the meeting. Any writings or documents provided to a majority of the members after publication of the agenda will be made available for public inspection. Please contact the City Clerk’s Office in City Hall located at 10300 Torre Avenue during normal business hours. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code 2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City’s website and kept in packet archives. You are hereby admonished not to include any personal or private information in written communications to the City that you do not wish to make public; doing so shall constitute a waiver of any privacy rights you may have on the information provided to the City. Members of the public are entitled to address the members concerning any item that is described in the notice or agenda for this meeting, before or during consideration of that item. If you wish to address the members on any other item not on the agenda, you may do so during the public comment. Page 3 APPROVED MINUTES CUPERTINO CITY COUNCIL Wednesday, February 28, 2018 SPECIAL JOINT CITY COUNCIL AND PARKS AND RECREATION COMMISSION MEETING ROLL CALL At 6:30 p.m. Mayor Darcy Paul called the Special Joint City Council / Parks and Recreation Commission meeting to order in the City Hall EOC, 10300 Torre Avenue, Cupertino, CA 95014. Present: Mayor Darcy Paul, Vice Mayor Rod Sinks, and Councilmembers Barry Chang (6:33 p.m.), and Steven Scharf. Absent: Councilmember Savita Vaidhyanathan. Present: Chair Neesha Tambe, Vice Chair Meenakshi Biyani, and Commissioners Helene Davis, Carol Stanek, and Judy Wilson. ORAL COMMUNICATIONS Ignatius Y. Ding (Cupertino resident) talked about designating a memorial site in Cupertino Memorial Park recognizing volunteerism and civilians in peacetime (distributed written comments). STUDY SESSION 1. Subject: Citywide Parks and Recreation System Master Plan Update Recommended Action: Accept update on the Citywide Parks and Recreation System Master Plan ("Master Plan") and provide direction Written communications for this item included hard copies of maps and a presentation. Director of Recreation and Community Services Jeff Milkes briefly explained the reason for the joint study session was to receive direction regarding the Master Plan, and introduced Park Improvement Manager Gail Seeds and the consultant, Senior Project Manager Cindy Mendoza from MIG, Inc. City Council Minutes February 28, 2018 2 The consultant reviewed the presentation on the Citywide Parks and Recreation System Master Plan. The consultant and staff answered questions from Councilmembers and Commissioners. The meeting recessed from 7:50 p.m. to 8:00 p.m. Mayor Paul opened public comment and the following individuals spoke: Chris Benchen talked about cricket field options and support for mixed-use facilities for neighborhood parks. Jennifer Griffin talked about repairing the ponds in Memorial Park, owning park land, and needing parks in Eastern Cupertino. Don Phillips (Cupertino resident) speaking on behalf of the Cupertino Little League talked about cricket field options. Gerhard Eschelbeck (Cupertino resident) talked about a Performing Arts Center being a high priority in Cupertino. Mayor Paul closed public comment. The consultant and staff answered questions brought up by the public during public comment. Commissioners and Councilmembers made comments regarding the following discussion points: o Neighborhood park land policies (1/2 mile distance to a park)? o What, if anything, is off the table? o Locations for major facilities? o Priorities for park sites discussed during study session? Wilson: 1/2 mile distance to park unrealistic but good goal; supports community shuttle service; include on analysis map all park space opportunities around the City including trails and park space bordering other cities; international size cricket field off the table; supports multi-use facilities; add on rather than take anything away or change locations; supports partnerships (schools, YMCA, local businesses); include Memorial Park as part of City Council Minutes February 28, 2018 3 downtown corridor; supports Performing Arts Center at Memorial Park; supports two aquatic sites one on either side of the City. Stanek: Include a County parks map overlay; no need to create something already in existence; broaden the 3 recreation uses criteria for a park; supports multi-use facilities; supports partnerships especially for aquatics (schools, Rancho Rinconada); look at under- utilized areas like in Memorial Park; keep Stevens Creek Corridor natural; partner with developers to sponsor and build park space. Tambe: Supports variety and diversity and give attention to deficient areas across town; supports multi-use facilities and ability for people to interact across generations; supports partnerships both public and private; preserve public spaces and plan for the future; connectivity around the City important; supports connected trails; create more grey space areas, to think about future innovations since needs of the community will change; consider utilization of space at De Anza College like Kirsch Center; international size cricket field off the table but explore building a proper cricket pitch play area; put demands on developers before give authority to build. The meeting recessed from 9:18 p.m. to 9:23 p.m. Biyani: Include and consider all existing County facilities; international size cricket field off the table; supports partnerships with other cities and schools especially for community shuttle service; add trails near bus routes and train lines to help with connectivity; supports partnership with DACA at De Anza College for swimming; supports acquiring and using empty commercial space for parks or recreational facilities like for Teen Center; supports partnership with schools for teen facility (pilot project of Teen Center moving from school to school). Davis: Move away from traditional park that is just green space and be creative with using park space; look at Sedgewick property; need for larger swimming pools and supports partnership with De Anza College; supports multi-use facilities; look at Vallco as possible park site; theater important; consider Lawrence Mitty as a nature corridor; international size cricket field off the table and partner with other cities; make Memorial Park a main community and regional draw. Chang: Supports community shuttle bus that also connects to Caltrans; does not support 1/2 mile distance to park policy; supports high-tech Performing and Cultural Arts Center along with a movie theater; supports multi-use facilities like for Teen Center; supports location of Memorial Park or partner with developer of Vallco; international size cricket field off the table. City Council Minutes February 28, 2018 4 Paul: Supports Lawrence Mitty park as potential connector to other parts of the valley; consider property next to Sedgwick; supports partnership with Fremont Union High School District (FUHSD) for swimming, also Fremont High School and De Anza College for swimming and latter for theater space; supports multi-use facilities for efficiency of space and needs; consider Vallco as potential site; international size cricket field off the table and supports partnership with Sunnyvale (Ortega Park) for cricket field; supports clean energy like solar for facilities; supports goal of 1/2 mile distance to park as general policy; supports community shuttle service; supports idea of building tennis courts on roof. Scharf: 1/2 mile distance to park good goal but not practical; international size cricket field off the table; supports multi-use & cross generational facilities (combines teen, senior, sports, aquatic, fine arts etc.) at Memorial Park; supports community shuttle service; supports access to Montebello Open Space Preserve; incubator space good idea in theory but would need to be subsidized by City; supports partnership with schools but not with private developers. Sinks: Supports multi-use activity centers that aren’t age specific; supports a Performing Arts Center like one in Mountain View; supports activating a space by surrounding with restaurants, etc.; supports partnership with schools when makes sense; community shuttle service would need to be sustainable regarding cost and would rather have a park close by that could walk to; supports incentivizing property owners who are selling in future to allow City to buy property; include metric for rating park space at schools; look at urban park models for mixed-use; supports partnership with De Anza College if possible. ADJOURNMENT At 10:15 p.m. Mayor Paul adjourned the meeting. _/s/Grace Schmidt ________ Grace Schmidt, City Clerk _/s/Kevin Khuu________________________ Kevin Khuu, Administrative Assistant Recreation and Community Services Department CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Community Hall 10350 Torre Ave, Cupertino, CA Thursday, March 1, 2018 7:00 PM MEETING DRAFT MINUTES CALL TO ORDER Chair Tambe called the meeting to order at 7:00pm in the Community Hall, at 10350 Torre Ave, Cupertino, CA. PLEDGE OF ALLEGIANCE Commissioners present: Meenakshi Biyani, Neesha Tambe, Carol Stanek Commissioners absent: Helene Davis, Judy Wilson Staff present: Jeff Milkes, Kevin Khuu, Rachelle Sander, Jason Bisely, Daniel Mestizo CEREMONIAL MATTERS AND PRESENTATIONS 1. Summer & Neighborhood Events Rachelle Sander, Recreation Supervisor, presented to the Commission an overview of the potential neighborhood programs planned in the future. Jason Bisely, Facility Attendant/Recreation Coordinator, reviewed the current events that are being planned this year. Chair Tambe suggested adding the neighborhood events survey results into the Parks and Recreation System Master Plan. 2. Teen Programs Update Daniel Mestizo, Recreation Coordinator, presented to the Commission about the Teen Services currently offered and potential programs and events coming up in the future. Highlighted upcoming events such as the YAC Attack Leadership Conference, scheduled for March 10th at the Quinlan Community Center and <hack> Cupertino on April 14th and 15th. Vice Chair Biyani suggested having a teen newsletter to publicize the teen programs and events and advertise through the local school newspapers. Suggested creating a collective list of volunteer opportunities to share with the volunteer clubs at the schools and hosting a book store and inviting authors to come and speak to teens. Chair Tambe suggested adding in different styles of education to the Budding Leaders program and reaching out to local community members to lead some of the sessions. Also suggested talking to the local Congress in regards to Youth Mental Health and Awareness. Is asking for feedback from the teens on the teen center and how to improve it. APPROVAL OF MINUTES 1. Regular Meeting of February 1, 2018 – Commissioner Stanek motioned to approve the minutes of February 1, 2018. Vice Chair Biyani seconded. Motion passed with 3 yes and 2 absent. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS 2. 2017-2018 Commission Work Plan The Commission reviewed the work plan and inquired about the Jollyman Park - Off Leash Hours item. Jeff Milkes confirmed that a survey will be conducted in the area nearest to the park. Item should come back to the Commission in May. After the survey is performed, will host public workshops then bring back to the Commission for guidance. Potential goal to have a July through November trial period. Community Garden’s item will come back in April and the Enterprise Software work will begin in April. NEW BUSINESS 3. Department/City Work Plan Jeff presented to the Commission the work plan proposed to City Council on initiatives and projects for staff. Will be presented to Council on March 6th. Requested guidance from the Commission on other goals for Recreation staff to work towards. For Smart Cities, Chair Tambe suggested for Emergency Services, to have a mesh network so mobile phones and apps can share info without being connected to data. For Public Engagement and Transparency, Chair Tambe suggested using the past year <hack> application to be incorporated into the Volunteer Fair. Also suggested putting together a welcome to Cupertino Parks and Rec packet for new residents of the City and add it to the website. Community Livability and Sustainability, Vice Chair Biyani suggested connecting with the schools on the Teen Stress item. The Commission suggested adding the Sedgwick property, Stocklmeir property, and bee guild as a priority. Also supported outdoor fitness with the neighborhood events. For Public and Private Partnerships, Chair Tambe supports increasing responsibilities on businesses and developers to create more recreation spaces for community members. Overall, asked for increased focus of the Master Plan to be sustainable and cost efficient and offering shared value, being fair in how we allocate our resources. STAFF AND COMMISSION REPORTS 4. Director’s Report Jeff Milkes presented on the following: - Summer hiring is underway - Budgeting for next year is also in process - Will have a kickoff meeting with Verde Design to study the possibility of having an all-inclusive playground - Jason Bisely received the Professional Merit Award from CPRS last week. The Commission had attended a joint meeting with City Council yesterday. ADJOURNMENT – Chair Tambe adjourned the meeting at 8:29 p.m. Respectfully submitted, Kevin Khuu, Administrative Assistant Recreation and Community Services Department Minutes approved at the___ regular meeting DEPARTMENT OF RECREATION & COMMUNITY SERVICES QUINLAN COMMUNITY CENTER 10185 N. STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3135 • FAX: (408) 777-3137 PARKS AND RECREATION COMMISSION WORK PLAN FISCAL YEAR 2017/18 Updated 3/30/18 August 3, 2017  Citywide Parks and Recreation System Master Plan * August 23, 2017  Discuss Commission’s Work Plan for FY 2017/2018 September 7, 2017  Godbe Survey Results  McClellan Ranch Parking Lot Improvement  Citywide Parks and Recreation System Master Plan - Vision and Goals, Prioritization Criteria, and Preliminary Opportunities Analysis September 19, 2017 – Work Plan presentation to City Council October 2017 - Cancelled November 2, 2017  Age Friendly City Initiative Presentation  2016/2017 Budget Presentation  Community Gardens Presentation  CIP Priorities November 9, 2017 Special Meeting  Citywide Parks and Recreation System Master Plan – Update and Draft Recreation Program Overview December 7, 2017  Citywide Pedestrian Plan Presentation  McClellan Ranch Parking Lot Improvement Update  Accreditation Update – Governance, Mission, and Vision  Citywide Parks and Recreation System Master Plan Update January 4, 2018  Blackberry Farm Presentation  Property Acquisition at 10301 Byrne Avenue  Citywide Parks and Recreation System Master Plan Update February 1, 2018  San Francisco Shakespeare Presentation  Jollyman Park – Off Leash Hours Presentation  Afterschool Enrichment Presentation  Cricket Feasibility Study February 28, 2018 Special Joint Meeting  Citywide Parks and Recreation System Master Plan * March 1, 2018  Summer & Neighborhood Events Presentation  Teen Programs Update  Department/City Work Plan April 5, 2018  Healing Gardens Presentation  McClellan Ranch – Community Garden Improvements – Conceptual Planning & Design  Code of Conduct May 5, 2018  New Enterprise Software  Sports Center Upgrades Presentation  CIP Presentation  Equity Plan  All-inclusive Playground  Citywide Parks and Recreation System Master Plan * June 7, 2018  Comprehensive Revenue Policy  Accreditation Update – Public Info Policy and Involvement  Work Plan 2018/2019  Citywide Parks and Recreation System Master Plan* July 5, 2018  No meeting August 2, 2018  Citywide Parks and Recreation System Master Plan * Special Meetings to Be Scheduled:  Splash Pad Field Trip Items to schedule: o Connected or Smart City o Join Meeting with Bike and Ped Commission – Improved Transportation o Age Friendly Communities Designation o Partnerships with CUSD/Sedgwick Property o Bee Apiary/Bee Guild Update o Emergency Services Update o Recreation Staff Goals Presentation o One or Two Year Recreation Work Plan o Lawrence-Mitty Project Update o 2017 Aquatics Programs and Activities Presentation o Recreation & Community Services Budget Requests o 2018 Events Concept Plan o Senior Center Repairs Presentation o Case Management Presentation RECREATION AND COMMUNITY SERVICES DEPARTMENT QUINLAN COMMUNITY CENTER 10 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • WWW.CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: April 5, 2018 Subject McClellan Ranch – Community Garden Improvements – Conceptual Planning & Design Recommended Action Review the Conceptual Design for the Community Garden, provide feedback or comments, and advise staff to proceed with Design Development and preparation of Construction Documents for bidding. Description The Community Garden at McClellan Ranch Preserve has been around since 1974 and has been a popular and sought-after amenity in the City. However, over the years, the garden has fallen into a state of disrepair and the local wildlife, i.e. ground squirrels and other rodents, have proliferated forcing gardeners to take extensive measures, such as installing wire cages and screens, to protect their plots and their produce. The existing fence around the Community Garden is failing in many places and is unreliable as a secure enclosure. The impact of rodents on the garden produce is pervasive and persistent. The garden irrigation system is old, maintenance-intensive and insufficient to meet the needs of the garden. The existing garden plot sizing is variable and should be reconfigured for regular plot sizes. Discussion The purpose of this project is to develop a new vision for the garden which will include more regular-sized garden plots, new irrigation, new fencing and other features such as vegetable and hand wash stations, education areas and composting demonstration areas. Staff met with the gardener community on several occasions between September 2017 and January 2018 to solicit input and feedback to determine what features in a new community garden are most important to the users. The resulting conceptual design (see Attachment A) represents a synthesis of the desired features that the community, current gardeners and staff wish to see in the garden, while maintaining the same footprint and square footage as the existing garden. A presentation regarding the process and the resulting proposed conceptual design will be provided at the Commission meeting. The current time line is to solicit bids for the construction of the improvements in or around October 2018 and to complete the project by the beginning of Spring 2019. Sustainability Impact The design phase of the Community Garden Improvement project does not have any sustainability impact. Fiscal Impact Funds for the redesign of the Community Garden are allocated in the FY18 Capital Improvement Program. Funds for the construction of improvements are proposed in the FY19 Capital Improvement Program. _____________________________________ Prepared by: Alex Acenas, Public Works Project Manager Reviewed by: Jeff Milkes, Director of Recreation and Community Services Approved for Submission by: Jeff Milkes, Director of Recreation and Community Services Attachments: A – Revised Concept, March 2018 Re v i s e d C o n c e p t , M a r c h 2 0 1 8 RECREATION AND COMMUNITY SERVICES DEPARTMENT QUINLAN COMMUNITY CENTER 10 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • WWW.CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: April 5, 2018 Subject Recreation and Community Services Code of Conduct Recommended Action Review the proposed Code of Conduct and advise staff on changes, improvements, and provide a recommended course of action. Description The Code of Conduct provides clear expectations on behavior and proper use of Recreation and Community Services facilities. This Code of Conduct provides a tool for staff to enforce rules, policies, and procedures during programs, activities, and daily interactions within facilities. Discussion Recently, behavioral issues have surfaced at both the Senior Center and Sports Center. Not uncommon to public spaces, at times staff require a mechanism for pointing out the need to ensure appropriate and safe conduct related to respect, program rules, and cooperation. In the municipal code 10.10.020, conduct in public buildings defines a penalty for unreasonably interfearing with or disrupting the normal municipal activities being carried on by employees or officers and includes special language around obscene, abusive, or insulting language. Penalties range from $100-$500 for 1st, 2nd, and repeat violations. The Director of Recreation and Community Services recommends a policy enforcement that includes a range from warnings to eventual temporary exclusions with an appropriate opportunity for review and appeal. The City’s Code Enforcement division will be entrusted with enforcement responsibilities. Based on recommendation from the Parks and Recreation Commission, the Director will propose adoption by the City Council. Fiscal Impact There is no fiscal impact for publication of the code of conduct. _____________________________________ Prepared by: Jeff Milkes, Director, Recreation and Community Services Reviewed by: Jeff Milkes, Director, Recreation and Community Services Approved for Submission by: Jeff Milkes, Director, Recreation and Community Services Attachments: A – Code of Conduct PLEASE REMEMBER: Follow all posted rules. Be respectful of all people regardless of age, gender, religious, cultural background, or sexual orientation. Be a good role model for others. Be safe for the benefit of yourself and others. Dress appropriately in all City facilities. Respect the privacy of participants, visitors, volunteers, and employees. Respect others: their personal belongings and their personal space. Respect public facilities: their equipment, supplies, and décor. Observe program rules and regulations at all times. Cooperate with and assist the Cupertino Staff in maintaining a safe environment. PLEASE REFRAIN FROM: Unsafe action by any individual that may cause harm to any other person or damage to personal or City property. Disruptive or disorderly behavior. All forms of harassment, bullying, or taking unfair advantage of anyone. Smoking and /or using tobacco products in City facilities or parks. Graffiti, vandalism, or anything that damages City property. Being under the influence of any intoxicating substance. Profanity, teasing, or ridiculing others. Inflicting harm on yourself or others. Violating any federal, state, or local statute or ordinance. Possession of dangerous or unauthorized materials such as firearms, illegal substances, weapons, or other similar items on City of Cupertino property. CODE OF CONDUCT The City of Cupertino is committed to creating programs and facilities that feel welcoming, comfortable, and safe. Respecting this Code of Conduct ensures that all customers and employees feel welcome, safe, and comfortable in all of Cupertino’s programs and facilities. For your safety and ours, we will be enforcing these rules with a strict zero-tolerance policy. City staff may enforce immediate expulsion for violating this Code of Conduct. We thank you in advance for your cooperation and understanding.