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05.03.18_Full_AgendaCITY OF CUPERTINO AGENDA PARKS AND RECREATION COMMISSION 7:00 PM 10350 Torre Avenue, Community Hall Thursday, May 3, 2018 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1.Subject: Regular Meeting on April 5, 2018 Draft Minutes CEREMONIAL MATTERS AND PRESENTATIONS 2.Subject: CIP Presentation 3.Subject: Neighborhood Events 4.Subject: New Enterprise Software 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 May 3, 2018Parks and Recreation Commission AGENDA 5.Subject: Code of Conduct Staff Report A - Code of Conduct Revised 6.Subject: 2017-2018 Work Plan Work Plan NEW BUSINESS STAFF AND COMMISSION REPORTS 7.Subject: Director's Report ADJOURNMENT Page 2 May 3, 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 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Community Hall 10350 Torre Ave, Cupertino, CA Thursday, April 5, 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, Helene Davis, Judy Wilson Commissioners absent: None Staff present: Jeff Milkes, Kevin Khuu, Kim Calame, Alex Acenas APPROVAL OF MINUTES 1. Special Meeting on February 28, 2018 – Commissioner Davis motioned to approve the special meeting minutes of February 28, 2018. Commissioner Stanek seconded. Motion passed unanimously. 2. Regular Meeting on March 1, 2018 – Commissioner Stanek motioned to approve the minutes of March 1, 2018. Vice Chair Biyani seconded. Motion passed with 3 yes and 2 abstain. CEREMONIAL MATTERS AND PRESENTATIONS 1. Age Friendly Cities Presentation Richard Adler, Cupertino Resident, presented to the Commission about Age Friendly Cities, the history of how Cupertino obtained its designation, and the ongoing commitment from the City to be more age friendly. 2. Healing Garden Presentation Mahesh Pakala, from the Bhubaneswar Sister City Organization, presented the idea about building a healing garden in the City of Cupertino. Reviewed the garden that is currently built in Bhubaneswar, its benefits, and ideas they have for a garden in Cupertino. The Commission suggested adding this idea into the Citywide Parks and Recreation System Master Plan for consideration. Richard Adler, Cupertino Resident, suggested considering the human resources benefits of having the garden as well, such as teachers and docents, for educational purposes. Ahmed Dwidar, Cupertino Resident, suggested integrating other cultures into this idea. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS 3. 2017-2018 Commission Work Plan The Commission reviewed the work plan. Suggested correcting the date for the May meeting from the 5th to the 3rd and removing the Age Friendly Communities Designation item under items to schedule. NEW BUSINESS 4. McClellan Ranch – Community Garden Improvements – Conceptual Planning & Design Alex Acenas, project manager from Public Works, presented to the Commission the updated design for the Community Gardens. Original designs were revised based on feedback obtained from the gardners and the public. Kim Calame, Recreation Supervisor in charge of the garden, explained how this redesign would affect the current gardeners and answered questions from the Commission. Sharon Hall, Cupertino Resident, felt that the gardens shouldn’t be over developed and kept as rural as possible. Supports the original plot structure and not the revised proposal. Desires a water upgrade and perimeter upgrade and didn’t support the wire underlay. Wants to preserve the soil and is against concrete placing. Pamela Roper, the Advisory Board President for the Master Gardners of Santa Clara, for the University of California, supports the revision of the community gardens. Would utilize the revision to have workshops and teaching programs out at the garden. Believes this design would be an improvement for the entire garden. Ganesan Swaminathan, Cupertino Resident, supports preserving the rural environment of the gardens. Suggested looking more into solving the rodent issue. Ahmed Dwidar, Cupertino Resident, supports the improvement, but asks for more outreach to the current gardeners and ensure that all gardeners have been contacted for their feedback. Bob Austin, Cupertino Resident, suggests implementing the construction in phases. Believes the rodent issues won’t be resolved with the proposed designs. Believes improvements to the current gardens would be more cost efficient than the redesign. The Commission acknowledged the gardeners for coming out and addressed the issue of change and with improvements, there will be some new requirements that must be followed, such as safety and ADA requirements. Kim Calame reviewed the rodent issue and confirmed a plan is now being created to deal with it. Also reviewed things that staff are currently doing to help mitigate the problem. Commissioner Wilson motioned to approve the revised design. Commissioner Davis seconded. Motion passed unanimously. 5. Code of Conduct Jeff Milkes, Director of Recreation and Community Services, reviewed the reasons to create the Code of Conduct. Goal is for compliance from patrons in City buildings. Kim Calame, Recreation Supervisor, reviewed the benefits of having the code displayed in each of the buildings and the draft version with the Commission. Asked for feedback on the code. Commissioner Stanek suggested to reword the “zero tolerance” verbiage at the bottom and to add “threatening” into the “Inflicting harm…” line. Chair Tambe suggested revising the line to say ”For your safety and ours, we will be enforcing these rules strictly.” Staff is looking into an internal monitoring system and creating criteria to submit to City Council for approval. Chair Tambe suggested changing “Being under the influence…” to “Being impaired under…” and asked removing the “Dress appropriately” line. Jeff Milkes confirmed that the item itself won’t be presented to City Council and be posted after Commission approval. Commissioner Stanek suggested adding the code as a hand out to new members of Sports Center or Senior Center or at least referencing it and rewriting the lines to be more consistent. Kim reviewed the suggested changes. Vice Chair Biyani suggested combining the “Respect” lines and reordering the items. The Commission requested seeing this item again next month. STAFF AND COMMISSION REPORTS 6. Director’s Report Jeff Milkes presented on the following: - ActiveNet transition has started and process will most likely be complete by the end of the Fall. Presentation will come next month. - The Fee Schedule will be presented to City Council soon and staff added verbiage to change to just 1 deposit, no matter how many locations reserved. - Marketing plan has started with LERN as the consultant. - Re-evaluated the Creekside Farmer’s Market and permit has been renewed. - Still working with the Public Affairs Department on the dog park survey. - Next month, will host the public workshop for the Citywide Parks and Recreation System Master Plan. Commissioner Davis attended the Senior Center Volunteer Luncheon and the Mayor’s Meeting. Reported from the Mayor’s meeting: Housing Commission processes grants to different organizations, Sustainability is also giving out grants to contribute to the Climate Action Plan and is partnering with the Library on a speaker series, on Thursday, April 12 from 6 to 8 and Earth Day on April 21, Safety Commission is running a disaster preparedness fair on June 23 and a safety forum on October 26, the TICC and Teen Commission Hackathon is on April 14 and, the Fine Arts Commission is also discussing art centers. Vice Chair Biyani attended the YAC Attack Conference with Chair Tambe and Teen Commission will come present to a high school PTA on April 24th. Commissioner Stanek also attended the Volunteer Lunch and the Big Bunny Fun Run. Commissioner Wilson was out on medical leave. Chair Tambe asked to circulate the list of events to decide who attends which event and had attended the previous Mayor’s meeting and voted on the CREST Award winners. ADJOURNMENT – Chair Tambe adjourned the meeting at 9:24 p.m. Respectfully submitted, Kevin Khuu, Administrative Assistant Recreation and Community Services Department Minutes approved at the___ regular meeting 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: May 3, 2018 Subject Recreation and Community Services Code of Conduct Recommended Action Review the revised Code of Conduct and provide advice to staff on further 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. As a result of our discussion with the Parks and Recreation Commission in April, we changed and updated the document to be more consistent and to better address how we react to issues in our facilities. We addressed the following concerns: 1. Remove/reword the “zero-tolerance” verbiage at the bottom and revise the line. 2. Add “threatening” to the “Inflicting harm…” line 3. Change “Being under the influence…” to “Being impaired under…” (add illegal before intoxicating) 4. Remove the “Dress appropriately” line. 5. Revised how the “City” is addressed 6. Combine the “Respect” lines and group them at the beginning. 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. Fiscal Impact There is no fiscal impact for publication of the code of conduct. _____________________________________ Prepared by: Kim Calame, Recreation Supervisor, 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. Respect: - People regardless of age, gender, religious, cultural background, or sexual orientation. -Privacy of participants, visitors, volunteers and employees. -Others, their personal belongings and their personal space. -Public facilities, their equipment, supplies and décor. Be a good role model for others. Be safe for the benefit of yourself and others. Observe program rules and regulations at all times. Cooperate with and assist City 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 on City property or parks. Graffiti, vandalism, or anything that damages City property. Being under the influence of any intoxicating substance. Profanity, teasing, threatening 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 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 the City’s programs and facilities. For your safety and ours, we will be enforcing these rules strictly. City staff may enforce immediate expulsion for violating certain aspects of this Code of Conduct. We thank you in advance for your cooperation and understanding. 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 4/23/18 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  CIP Presentation  Neighborhood Events  New Enterprise Software  Code of Conduct May 17, 2018 Special Meeting/Workshop  Citywide Parks and Recreation System Master Plan * June 7, 2018  Comprehensive Revenue Policy  Equity Plan  All-inclusive Playground  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  Sports Center Upgrades Presentation  Citywide Parks and Recreation System Master Plan * Special Meetings to Be Scheduled:  Splash Pad Field Trip Items to schedule: o Senior Center Repairs Presentation o Case Management Presentation o Recreation Staff Goals Presentation o Bicycle/Pedestrian Commission Presentation o Bee Apiary/Bee Guild Update o Emergency Services Update o Lawrence-Mitty Project Update o Connected or Smart City o Partnerships with CUSD/Sedgwick Property o One or Two Year Recreation Work Plan