12.13.18_Full_AgendaCITY OF CUPERTINO
AGENDA
PARKS AND RECREATION COMMISSION
7:00 PM
10350 Torre Avenue, Community Hall
Thursday, December 13, 2018
Amended. Televised Special Meeting
Amended on 12/11/18 to update "Attachment A" under New Business, item number 4: Report on
Senior Center Volunteer Advisory Council.
NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO PARKS AND
RECREATION COMMISSION
NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino Parks and
Recreation Commission is hereby called for Thursday, December 13, 2018, commencing
at 7:00 p.m. at Community Hall, 10350 Torre Ave, Cupertino, California 95014. Said
special meeting shall be for the purpose of conducting business on the subject matters
listed below under the heading, "Special Meeting".
SPECIAL MEETING
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
APPROVAL OF MINUTES
1.Subject: Special Meeting of November 1, 2018
Draft Minutes
CEREMONIAL MATTERS AND PRESENTATIONS
POSTPONEMENTS
ORAL COMMUNICATIONS
Page 1
December 13, 2018Parks and Recreation Commission AGENDA
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
2.Subject: Citywide Parks and Recreation System Master Plan - Prioritization Tools
Staff Report
A - Project Prioritization Tools, Draft, Nov 2018.pdf
B - CIP Ranking Criteria, Jan 2015.pdf
3.Subject: 2018-2019 Draft Work Plan
Work Plan
NEW BUSINESS
4.Subject: Report on Senior Center Volunteer Advisory Council
Staff Report
A - Volunteer Advisory Council By-Laws 11-20-17.docx
B - Staff Report 02-03-09.pdf
C - CC Minutes 02-03-09.pdf
5.Subject: Report on Organizational Changes in the Recreation and Community
Services Department
Staff Report
A - Recreation and Community Services Functional Org Chart.pdf
STAFF AND COMMISSION REPORTS
6.Subject: Director's Report
ADJOURNMENT
Page 2
December 13, 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, November 1, 2018
7:00 PM
SPECIAL MEETING
DRAFT MINUTES
CALL TO ORDER
Chair Tambe called the meeting to order at 7:01p.m. in the Community Hall, at 10350
Torre Ave, Cupertino, CA.
PLEDGE OF ALLEGIANCE
Commissioners present: Helene Davis, Meenakshi Biyani, Neesha Tambe, Carol
Stanek, Judy Wilson
Commissioners absent: None
Staff present: Jeff Milkes, Jacqueline Guzman, Gail Seeds, Kim Calame,
Kevin Khuu
APPROVAL OF MINUTES
1. Special Meeting on October 4, 2018 – Commissioner Stanek motioned to approve
the special meeting minutes of October 4, 2018. Vice Chair Biyani seconded.
Motion passed with 4 yes and 1 abstain.
CEREMONIAL MATTERS AND PRESENTATIONS
None
POSTPONEMENTS
None
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
None
OLD BUSINESS
2. Improving Efficiency and Communication of City Commissions
Jacqueline Guzman, Deputy City Manager, reviewed the history of the subject and
presented the results of the survey performed of surrounding cities in regards to
their best practices on Commission processes. Requested feedback from the
Commission.
For Council liaisons, the Commission didn’t agree with the idea, citing staff’s role
as the liaison. Vice Chair Biyani suggested designating a Council member for the
Commissioners to reach out to if they have questions. Chair Tambe suggested a
potential benefit for the other Commissions to have a Council liaison.
In regards to having work programs approved by Council, most of the
Commission agreed to the idea, but stressed having flexibility to change, add and
update it if needed.
For the Mayor’s monthly meetings, the Commission supported continuing them
and having a more formal structure for the meetings. Agreed the meeting is a
chance for the commissions to share what they’re working on, to possibly
collaborate if there’s overlap, and to get specific direction from the mayor.
In regards to protocol, staff recommended following Rosenberg’s Parliamentary
procedure. The Commission agreed to the recommendation, having audio
recordings and to have uniformity in procedures for all commissions.
Commissioner Stanek and Chair Tambe supports summary minutes over action
minutes. Commissioner Davis prefers the action minutes. Vice Chair Biyani
suggested having a training for newly appointed Commissioners. Commissioner
Stanek suggested also having a training for the mayor as well.
The Commission agreed to facilitating collaboration between commissions. Chair
Tambe supported having a once a year meeting of the chairs of the commissions
to share work plans and see if collaborations are possible.
For the draft Code of Ethics and Conduct, staff asked for feedback by November
15th. The Commission supported having the Code. Chair Tambe had concerns on
#2 in the draft Code and suggested having a follow up protocol to support the
Code.
The Commission supports the municipal code clean up, to remove the library,
emergency services and senior services to avoid duplication. The Commission
suggested having one Parks and Recreation Commissioner attend the Senior
Advisory Council meetings or vice versa.
3. Neighborhood Events Update
Kim Calame, Recreation Supervisor, presented to the Commission an overview of
the trial Neighborhood Events program this past summer, survey results from the
participants, achievements from the program, and lessons learned for next year.
The Commission agreed to do a joint presentation with staff when this item goes
to Council for re-approval and showed full support for the program. Vice Chair
Biyani suggested having more, and earlier, advertising for the free fitness in the
park events.
Chair Tambe called a recess at 8:32pm. Called the meeting to order at 8:39pm.
4. Citywide Parks and Recreation System Master Plan – Planning Level Estimates
and Potential Funding
Gail Seeds, Park Improvement Manager, presented to the Commission a review of
the new major facilities that stemmed from the Master Plan and their potential
building and operating costs, as suggested by the Consultant, the costs for the
added recreation elements, and potential funding sources.
Venkateswar Bathula, Cupertino Resident, requested the City invest in a better
cricket facility for the kids to utilize.
Commissioner Stanek suggested adding the pop up dog parks to the costs. Chair
Tambe suggested having more concrete operating costs and to look at private
public partnerships first before building new facilities, to combine the Teen and
Senior center together into a multigenerational center and to add the on the road
approach for Teen services. Suggested adding the traffic and parking facts in
considering the major facilities and to highlight any potential functions in the
projects that can overlap. Commissioner Davis and Wilson supports the
presentation and providing the information to Council.
Staff requested comments and quotes from the Commission to incorporate into the
final version. Will follow up with an email.
5. 2018-2019 Draft Work Plan
The Commission reviewed the work plan. Staff inquired about finalizing the
January meeting date. The Commission agreed to January 10th and moved the
Organizational Structure item to December. Staff suggested moving the citywide
work plan item from December to January. Will remove the San Francisco Rooftop
Park from the special meetings to be scheduled.
NEW BUSINESS
6. Organizational Structure
Chair Tambe postponed this item to the December meeting.
STAFF AND COMMISSION REPORTS
7. Director’s Report
Jeff Milkes presented on the following:
- Due to the Vallco Project, several CIPs were deferred:
o Community Gardens (will push to Spring 2019)
o Park Monument Signs
o Turtle Habitat at the Environmental Education Center
o Sports Center Upgrades
- The Electronic Sign Board Project at the Cupertino Sports Center is moving
forward.
- Due to the ActiveNet system and to follow best practices, volunteers are no
longer cashiers at the Senior Center.
- Recent events:
o Monster Mash Dance for Parents and Children
o Pizza and Politics
o Harvest and Wildlife Festival
o Mobile Teen Center at Lawson Middle School
o Haunted House at the Teen Center
- Upcoming Events:
o Annual Tree Lighting on November 30th
- Staff brought to Council suggested changes to the Citywide Work Plan. Had
removed items and proposed adding the Strategic Plan and the Off-Leash
Dog Park Trial. The Dog Park item was denied, but Council requested an
official recommendation, from the Parks and Recreation Commission, to then
consider and possibly add back into the work plan. Staff will look into this
item.
- Code of Conduct is now posted in most facilities.
- Staff have started the strategic planning process and reviewed example items
that will be addressed.
Commissioner Stanek attended the Pooch Plunge and suggested broadening their
recommendation to Council to include pop up dog parks. Vice Chair Biyani attended
the Commissioner’s workshop by San Mateo County and attended the Lawson Middle
School Roaming Teen Center Trial and provided highlights.
ADJOURNMENT – Chair Tambe adjourned the meeting at 9:52 p.m.
Respectfully submitted,
Kevin Khuu, Administrative Assistant
Recreation and Community Services Department
Minutes approved at the___ regular meeting
PARKS AND RECREATION COMMISSION STAFF REPORT
Meeting: December 13, 2018
Subject
Citywide Parks and Recreation System Master Plan – Prioritization Tools
Recommended Action
Receive information on tools for prioritization of park and recreation improvements for
the Citywide Parks and Recreation System Master Plan and provide feedback.
Discussion
The planning process for Cupertino’s Citywide Parks and Recreation System Master Plan
(“Master Plan”) has involved wide community input and identified a number of goals
and possible projects for implementation. The consultant team has prepared tools to assist
the City in considering the implementation of potential park and recreation
improvements. The tools include a checklist for alignment with the priorities identified in
the Master Plan and evaluation criteria (see Attachment A). The Commission and the
public are invited to provide feedback on these draft tools.
The Parks and Recreation Commission discussed and endorsed criteria for evaluating
capital projects several years ago, in January of 2015. The criteria endorsed at that time are
provided for reference as Attachment B.
Sustainability Impact
No sustainability impact.
Fiscal Impact
No fiscal impact.
_____________________________________
Prepared by: Gail Seeds, Park Improvement Manager
Reviewed by: Jeff Milkes, Director, Recreation and Community Services
Approved for Submission by: Jeff Milkes, Director, Recreation and Community Services
Attachments:
A – Project Prioritization Tools, Draft, Nov. 2018
B – CIP Ranking Criteria, Jan. 2015
Parks & Recreation System Master Plan | 1
PROJECT PRIORITIZATION TOOLS Draft, Nov. 2018
INTRODUCTION
The Master Plan recommends a number of park site and system enhancements that are intended to be
implemented through approximately the year 2040. The City of Cupertino will prioritize projects as part
of its annual process to update the Capital Improvement Program. Since recommended projects may
evolve and new project ideas may arise during the years to come, this document provides tools and
guidance to assist in prioritizing capital projects.
TOOL: GOAL AND COMMUNITY PRIORITY ALIGNMENT CHECKLIST
The Goal and Community Priority Alignment Checklist allows the City to evaluate new projects to
determine if they are consistent with the direction of the Master Plan.
Alignment with Master Plan Goals
The project in consideration must be clearly aligned with at least one of the following Master Plan goals.
If multiple goals are addressed, the project more strongly supports the direction of this master plan.
Does the project:
Protect nature, trees and natural areas in parks and throughout the city to support wildlife,
ecological functions and a stronger connection to Cupertino’s natural environment?
Create a walkable, bikeable and accessible city by providing an interconnected network of multi-
use trails, walkways and bikeways, close-to-home parks, and community destinations?
Distribute parks, facilities and recreation opportunities throughout the community for easy and
equitable access?
Reinvigorate and revitalize parks and recreation facilities and offerings to support broad and
inclusive recreation interests?
Support social gatherings, events, programs and activities for people of all ages, abilities,
cultures, and interests?
2 | Parks & Recreation System Master Plan
Prioritization Tools (Draft, November 2018)
Create high quality recreation experiences, places and services that are welcoming, responsive,
comfortable and reflective of Cupertino’s unique character?
Provide, manage and maintain high-quality parks, recreation facilities, programs and services for
Cupertino residents through sound management and stewardship, sustainable choices and wise
use of resources?
Total Goals Addressed
Alignment with Community Priorities
The following checklist includes twelve key priorities that emerged from Master Plan community
outreach. The project in consideration should be clearly aligned with at least one of the following key
priorities. If multiple priorities are addressed, the project strongly supports the direction of this master
plan.
Does the project:
Protect nature or support nature experiences?
Provide trail opportunities/improved connectivity?
Support park and facility access (geographic, ADA, bike/pedestrian entry)?
Increase the variety and diversity of recreation options?
Support social gatherings, special events or celebrations?
Provide unique or extraordinary play opportunities?
Empower teens or youth?
Reflect Cupertino’s unique character and identity?
Improve user comfort, increase ease of use or create welcoming places and services?
Support the Arts in our community?
Promote partnerships?
Support diverse cultural interests?
Total Priorities Addressed
Parks & Recreation System Master Plan | 3
Prioritization Tools (Draft, November 2018)
TOOL: SEQUENCING CRITERIA & EVALUATION
Instructions: Evaluate the project on a 4-point scale of 0 to 3 points for each criterion, where completely
meets = 3 points; partially meets = 2 points; somewhat meets = 1 point; and not at all meets = 0 points.
Certain criteria that are critical for advancing the project are proposed to be weighted (e.g., have their
rated score multiplied by 2).
Criteria Score 1
Critical
Criteria Total
Alignment with Park and Recreation System Needs: Does the project address any of the
following identified system needs?
Repair/Improvement: Repair or improve an
existing site, asset or natural resource?
Access: Improve access to an existing site or
extend the trail network?
Service Level: Improve service to residents and
users, or improve the ability to provide high-
quality service?
Available Space: Be implemented using
existing park space or available space?
X 2
Multiple/Flexible Use: Support multiple or
flexible uses?
New Service or Opportunity: Provide an
opportunity or service not already available
(e.g., meet an unmet need, address a gap in
services)?
Equity: Serve an underserved group or
underserved geographic area?
Distribution: Improve the balance and
distribution of amenities in the system?
Usership: Benefit a large number of residents?
Sustainability & Efficiency: Increase
sustainability, reduce costs or increase
maintenance and operational efficiencies?
Resource Use: Use or leverage available
resources (staffing, funding, partnerships,
equipment)?
4 | Parks & Recreation System Master Plan
Prioritization Tools (Draft, November 2018)
Criteria Score 1
Critical
Criteria Total
Financial Strength: If for an enterprise facility,
increase the financial viability or sustainability of
the facility?
Safety and Use: Does it repair or replace
deficient or non-functioning amenities and
facilities to improve safety or restore use?
X 2
Diversity: Does the project diversify recreation
opportunities for people of different ethnicities
and/or cultures?
City Priority: Does the project coincide with or
support another City project, goal or City
Council initiative?
Timing: Does action need to be taken now
before the opportunity is lost? Is project
completion needed before another priority
project can be started?
X 2
Staffing/Operations: Are staff and resources
available to operate and maintain the
site/facility?
X 2
Funding Availability: Is funding available for the
project in the proposed time frame? X 2
Outside Funding/Partnerships: Does the project
significantly leverage outside resources?
Ease of Implementation: Can the project be
done quickly and easily? Have the necessary
advanced planning, feasibility studies and
permitting already been completed?
Public Support: Is there public support for the
project?
Value: Does the project deliver high value for
the cost or resources needed relative to other
projects?
TOTAL SCORE
1 completely meets = 3 points; partially meets = 2 points; somewhat meets = 1 point; not at all meets = 0
points
CITY OF CUPERTINO
Parks and Recreation Commission
Capital Improvement Project (CIP) Ranking Criteria
Project Information
Department:
Prepared by:
Project Number:
Project Name:
Legal Mandate or Statutory Requirement? [Yes/No-if yes, please describe]
Note: if the project is a result of a legal mandate or statutory requirement, there is no need to complete this ranking
criteria.
Please describe:
Instructions:
1. All criteria are rated on a point scale (see specific scale for each criterion below).
2. Describe reasons for rating given the point matrix descriptions.
3. Use whole numbers only.
Criteria
1. Funded by grants and/or outside funding sources - up to 15 points
CIP project contains grant funding and/or establishment of a CIP project is a prerequisite for
outside funding. Percentage of grants/outside funding and appropriateness of projects should be
considered.
Points Description and Reference of Grant
2. Mitigates community health and safety issues - up to 20 points
Safeguard and/or improves the health, welfare or safety of Cupertino residents
Improve Cupertino’s emergency preparedness/readiness
Points Justification for Points Awarded
3. Improves/maintains city facilities or infrastructure - up to 15 points
Develops, upgrades, and enhance City’s infrastructure
Provides preventive maintenance or current infrastructure (facility, building, roads)
Improve City’s IT tools and technology that improves access and organization, storage, analysis
and presentation of the City’s information
Points Justification for Points Awarded
4. Improve city operations/service delivery - up to 15 points
Improves cost/time efficiency of City’s operations
Improves response times and/or saves time/money for customers
Improves the City’s ability to provide high quality services
Enhance business processes, communication, and efficiency amongst City staff and between
external customers and the City
Enhances technical proficiency of City staff technology users and expertise of IT staff
Increases transparency of City government and access to information through better
communication with residents and other stakeholders
Improves the ability of staff to make decisions
Points Justification for Points Awarded
5. Supports and furthers City Council’s vision and adopted plans - up to 15 points
Recommended part of the Comprehensive Plan which contains City’s official policies on land use
and community design, transportation, natural environment, business and economics, and
community services
Points Justification for Points Awarded
6. Improves and Enhances Community Livability - up to 20 points
Benefits a large number of residents
Provides other benefits such as education, recreation, open space, community livability (e.g.
regional connector)
Reflects emerging community needs and changing demographics
Promotes sustainability
Points Justification for Points Awarded
Points Awarded:
Maximum possible points: 100
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 DRAFT WORK PLAN FISCAL YEAR 2018/19 Updated 12/07/18
August 2, 2018
• Vallco Specific Plan Presentation
• All Inclusive Playground Feasibility Study – Concept Plans
• Citywide Parks and Recreation System Master Plan - Goals, Objectives and
Actions
September 6, 2018
• Haul Road Trail Donation and Improvements
• Citywide Parks and Recreation System Master Plan – Park Recommendations,
New Park and Recreation Facilities, and Added Recreation Elements
October 4, 2018 – Special Meeting
• Teen Center and Teen Programs Presentation
• Jollyman Park Unfenced Dog Off-Leash Area Trial Survey
November 1, 2018
• Improving Efficiency and Communication of City Commissions
• Neighborhood Events Update
• Citywide Parks and Recreation System Master Plan Update
December 13, 2018 – Special Meeting
• Organizational Structure
• Senior Advisory Council
• Citywide Parks and Recreation System Master Plan*
January 10, 2019 – Special Meeting
• Active-Net Presentation and Demonstration
• Case Management
• Commission Priorities for the City Work Plan
• Sievert Property Presentation
• Electronic Sign Presentation
• Strategic Partnerships with Non Profits Work plan Item Update
• Citywide Parks and Recreation System Master Plan Draft Plan Presentation
February 7, 2019
• Citywide Parks and Recreation System Master Plan Update – Draft Plan with
Public Input
• Strategic Plan “Draft Plan” Review
• Recreation Department Budget Packages
• Connected or Smart City
• Citywide Parks and Recreation System Master Plan Update
March 7, 2019
• CUSD Joint Use Agreement for Facilities Presentation
• Citywide Parks and Recreation System Master Plan Update
• Corridor Master Plan Update
• Marketing Plan presentation by consultant
April 4, 2019
• Strategic Plan for Equity and Access to Recreation Programs – Update
• Jollyman Dog Park Update
• National Accreditation Update
• Citywide Parks and Recreation System Master Plan Update – Council Comments
May 2, 2019
• Sports Center Upgrades Presentation
June 6, 2019
• National Accreditation Visit Update
July 4, 2019 (No Meeting) August 1, 2019
Special Meetings to Be Scheduled
• Splash Pad Field Trip
• Amphitheatre Visit
• Code of Ethics & Rosenburg’s Rules (Study Session)
Items to schedule:
o Bicycle Pedestrian Commission Presentation
o Cupertino Shuttle Survey Results Presentation
o Community Gardens Construction Update
o State of the Trails Presentation
o Emergency Services Update
o Bee Apiary/Bee Guild Update (put into Master Plan)
o Lawrence-Mitty Project Update
o Comprehensive Revenue Policy
o Partnerships with CUSD/Sedgwick Property
PARKS & RECREATION COMMISSION STAFF REPORT
Meeting: December 13, 2018
Subject
Report on Senior Center Volunteer Advisory Council
Recommended Action
Accept and discuss report on the Senior Center Volunteer Advisory Council
Background
The Senior Center Supervisor coordinates program ideas and engagement with a
Volunteer Advisory Council. This Council serves to advise the Recreation Supervisor
(See Attachment A).
Discussion
The Council has been active for more than 50 years. They meet between 6 and 10 times
per year and are a registered 501(c).
The Council’s status allows the Senior Center to offer its popular Bingo program.
The Council has up to 4 members on the yearly-elected board. The Council is comprised
of at least one member from each of the social groups that make up the daily Senior
Center activities, including but not limited to: Bingo, Host/Hostess Committee, Karaoke,
Ping Pong, Tennis, The Better Part, Desk Volunteers, Kitchen, Rhythmaires, Needlecraft,
and Newsletter Collating.
In January 2009, the City’s Senior Citizen Commission voted unanimously to
recommend that City Council abolish the commission, due to the duplicative work being
done by the Commission and the Advisory Council. On February 3, 2009. City Council
voted unanimously to dissolve the Senior Citizen Commission, based on the
recommendations of the Senior Citizens Commission, Volunteer Advisory Council, and
City staff (See Attachments B & C).
Sustainability Impact
No sustainability impact.
Fiscal Impact
No fiscal impact.
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 – Volunteer Advisory Council By-Laws 11-20-17
B – Staff Report 02-03-09
C – City Council Minutes 02-03-09
BY-LAWS of the
VOLUNTEER ADVISORY COUNCIL
Cupertino Senior Center 21251 Stevens Creek Blvd. Cupertino CA 95014
1
PURPOSES of the COUNCIL
1. Be aware of and endeavor to meet the needs of all members of the Cupertino
Senior Center through representation on the council
2. Plan and evaluate activities
3. Sponsor projects that help other seniors in the community
4. Create a friendly environment for all who come to the center
5. Promote awareness of the positive contributions of seniors to the community at
large
OFFICERS
The four officers, referred to as the Board, shall include President, Vice-President,
Recording Secretary, and Corresponding Secretary/Treasurer.
Officers shall serve a maximum of two one-year terms in any one office. However, if no
new candidate is available, an officer may serve an additional term.
In the event of a resignation of an officer, a replacement may be appointed by the
remaining officers for the remainder of the term of the resigning officer.
DUTIES OF THE OFFICERS
President
Shall preside at all meetings and represent the council as needed.
Vice-President
Shall preside in the absence of the president and assist the president as requested.
Recording Secretary
Shall maintain all necessary records, keep a current list of members, and keep minutes of
all council meetings.
Corresponding Secretary/Treasurer
Shall serve in the absence of the recording secretary, handle correspondence for the
council, and handle any council funds as directed by the board and/or center director.
COUNCIL
Membership
Council membership shall include the board, past presidents, and representatives from
each standing committee. Additional memberships may be granted upon approval by a
simple majority of members present at a council meeting.
Meetings
Regular meetings of the advisory council shall be held at the call of the president with a
minimum of one meeting annually and shall be open to any members of the Cupertino
Senior Center. Normally meetings are held every other month.
Voting
Voting is restricted to members of the council.
BY-LAWS of the
VOLUNTEER ADVISORY COUNCIL
Cupertino Senior Center 21251 Stevens Creek Blvd. Cupertino CA 95014
2
STANDING COMMITTEES
For purposes of this document, the term standing committees refers to organizations,
activities, or functions at the center that are made up of, or performed by center members
who are volunteers and such organizations, activities or functions have been recognized
by the council.
Any new organization, activity, or function can be recognized as a standing committee if
its request for such recognition is approved by a simple majority at a meeting of the
council.
All standing committees shall provide for representatives to attend council meetings. If
no representative of a standing committee is present at six consecutive council meetings,
that standing committee will lose its recognition as a standing committee of the Advisory
council.
Representatives of the standing committees shall report their programs and plans at the
regular meetings of the council.
NOMINATING COMMITTEE
The president and vice-president shall appoint and announce a Nominating Committee in
July.
This committee will report to the council in September at which time nominations may be
made from the floor for prospects who have given their prior consent for such
nomination.
Any non-staff member of the senior center may be a nominee for a board officer position.
Nominating Committee members may not self-nominate.
Election of officers shall be held during the November Council Meeting and newly
elected officers shall be installed and at the following (January) regular council meeting.
They begin their duties immediately upon installation.
CHANGES TO THESE BY-LAWS
Proposed changes to the By-Laws shall be mailed to all voting members. At a regular
meeting, they shall be read. After discussion, the council members will vote on the
changed By-Laws, at least 60 % of the votes must be for the changes in order for them to
be approved.
Approved By-Laws November 20, 2017
18 - 1
18 - 2
18 - 3
18 - 4
CUPERTINO
APPROVED P/IINUTES
CUPERTINO CITY COUNCIL
Regular Adjourned Meeting
Tuesday, February 3, 2009
ROLL CALL
At 5:32 p.m. Mayor Orrin Mahoney called the regular meeting to order in Conference Room A,
10300 Torre Avenue, Cupertino, California.
Present: Mayor Orrin Mahoney, Vice-Mayor Kris Wang, and Council members Dolly Sandoval,
Mark Santoro, and Gilbert Wong. Absent: none.
STUDY SESSION
A. Review the City Coninzission Process - An informal discussion to explore ways of
improving Council/commission integration., including, but not limited to:
1) Interview processes
2) Formation of new commissions
3) Retirement of existing commissions
4) Council/commission integration
5) Progress reporting of commission work and issues
Council members discussed the interview and appointment process for commissioners.
Council member Sandoval noted for the record that many times when the Council has an agenda
item and finds that the item has not been noticed, or the affected organization has not been
invited, the matter is postponed in order to send the notice and invitations. She said that in this
case, the commissioners were not notified or invited, and she felt that was a necessary step to
promote open and transparent government.
Sandoval moved to cancel the study session at this time, give notice to the commissions, and
reschedule the item to a 5:30 p.m. televised session. Mahoney seconded for purposes of
discussion. Wong called for the question, and the motion failed with Wang, Wong, and Santoro
voting no. Wong noted that tonight's study sessiori had been legally noticed.
Discussion continued regarding the interview process. Topics included: (1) Who is the
appropriate person to notify incumbents that wer<: not reappointed; (2) Consider extending the
interview length for more complex interviews; (3) Consider a Council discussion session after
the interviews but before the vote in order to analyze what the Council is looking for in certain
February 3, 2009 Cupertino City Council Page 12
18A. Consider recommendation from the Cupertino Senior Citizens' Commission to dissolve
the Commission.
The City Clerk distributed the agenda of the Cupertino Senior Center Volunteer Advisory
Council.
Director of Parks and Recreation Mark Linder reported that currently there were two city
organizations that were focused on senior issues. It was believed it would be a more
effective use of volunteer and staff time to have only one such group, and the Senior
Center Volunteer Advisory Committee had been in place for 44 years.
Wong moved and Mahoney seconded to dissolve the Senior Citizens' Commission based
on the recommendations of the Senior Citizens' Conin~ission and the city staff. The
motion carried unanimously.
18B. Report from the study session on commission review process.
Mayor Mahoney reported that Council had held a study session earlier in the evening and
had agreed on certain issues as follows: (1) If a commissioner was reappointed the Mayor
would contact that person first; (2) Council. had discussed changing the interview process
but no decision was made; (3) Include additional materials in applications about informal
orientation available from staff; (4) The Council would review commission attendance
every six months instead of annually; (5) Council members were encouraged to sit in on
some commission meetings to see how things were going; (5) Require annual status
reports from commission; and the Mayor will provide a template for that report.
Councilmember Sandoval stated for the record, that she was uncomfortable with having
such a briefly noticed public session at 5:30 on commission interviews and process
because the commissioners were not invited to attend. She said next time it should be on
camera, on the dais, and commissioners should be invited to attend to provide input.
Craig Lee, newly appointed Public Safety Commissioner, said he agreed with
Councilmember Sandoval's comments. He said he was surprised to see this study session
scheduled without any solicitation of input. He said he also believed that there needed to
be a clearer statement regarding what Council expected from commissioners in terms of
their scope of responsibility and their accoLmtability.
Councilmember Santoro said he believed this meeting had been properly noticed and
Council should continue the study session tonight after the regular session was finished.
Council discussed whether or not to continue with the study session this evening or set it
for another date. It was agreed to adjourn the meeting to the conference room and, due to
the lateness of the hour, to continue the study session for only an additional twenty
minutes.
February 3, 2009 Cupertino City Council Page 14
ADJOURNMENT
At 1:40 a.m. on Wednesday, February 4, the meeting was adjourned to Monday, Feb 9, at 6:00
p.m.
f/or a`R/egular/Adjo~urn~ed~M~eeting
to consider dismissal of a Planning Commissioner.
Kimberly Smith, ity Clerk
Staff reports, backup materials, and items distribLited at the meeting are available for review at
the City Clerk's Office, 777-3223, and also on the Internet at www.cupertino.org. Click on
Online Services, then Watch City Meetings.
Most Council meetings are shown live on Cable Channel 26, and are available at your
convenience on the web site: Visit www.cupertino.ort~ ,then click Online Services and Watch
City Meetings. Videotapes are available at the Cupertino Library, or may be purchased from the
Cupertino City Channel, 777-2364.
PARKS AND RECREATION COMMISSION STAFF REPORT
Meeting: December 13, 2018
Subject
Report on Organizational Changes in the Recreation and Community Services
Department
Recommended Action
Accept report on organizational changes.
Discussion
In November 2018, the Interim City Manager approved organizational changes between
City departments that had a significant effect on the Recreation and Community
Services Department. As a result, responsibility for several community services that
were formerly part of the department have been shifted to other City departments.
Uniformed Code Enforcement has moved to the Community Development
Department
Emergency Management has moved to the City Manager’s Office
Public Safety, including Neighborhood Watch, animal services has moved to the
City Manager’s Office
Block Leaders Program has moved to Public Affairs in the City Manager’s Office
Parks Improvement and Planning has moved to Public Works
Leadership 95014 and the Leadership Academy have moved to Administrative
Services and the City Manager’s Office.
In addition, the Director of Recreation and Community Services restructured the
leadership of the department, reassigning the Assistant Director’s position from
Department operations to business functions, necessary given the department’s focus on
business functions.
A full functional organizational chart will be presented for the Commission’s
information and discussion.
Sustainability Impact
No sustainability impact.
Fiscal Impact
No Impact.
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 – Recreation and Community Services Functional Org Chart
RECREATION AND COMMUNITY SERVICES DEPARTMENT
FUNCTIONAL ORGANIZATION CHART
FY 2018-2019
Department
Administration
Parks and Recreation
Commission
Senior Services
Provides a welcoming and
friendly Senior Center for
everyone 50+, enhancing
a healthy lifestyle through
quality education,
recreation, services,
travel, socials, and
volunteer opportunities.
Sports & Fitness
Provides a variety of
fitness opportunities
through sports facilities/
programs, save lives
through swim lessons,
and educate others on
nature and wildlife.
Business
Administers the
department’s financial
management and budget
processes, policies and
procedures, training,
marketing, agreements and
human resource actions.
Quinlan Community
Center
Operates the Quinlan
Community Center,
rentals of city facilities/
picnic areas and large
community events.
Oversees permits and
support for large cultural
festivals.
Outdoor Recreation &
Youth Development
Provides a variety of
registered and drop-in
recreational, enrichment
and environmental
programs and events for
youth, teens, and families.
Festival Permits
and Events
Facility Permits/
Fee Waivers
Community Hall
Facility Use
City Hall Rentals/
Night Attendants
Picnic Site/ Park
Building Rentals
Quinlan Facility,
Events and Rentals
Front Line
Customer Service
Financial
Management
Budget
Process
Recreation
Marketing
Senior Tours &
Travel
Senior Classes &
Programs
Senior Case
Management
Senior Advisory
Council
Neighborhood
Events
Preschool
Youth Programs/
Summer Camps
Aquatics (Swim
Lessons)
Sports Field
Permits
Fitness Events
& Runs
Golf/ BBF Golf
Course
Senior Center
Rentals &
Memberships
Senior Volunteers
& Events
McClellan Ranch/
Community
Gardens
Environmental
Education
Center
Adult Recreation
and Education
Programs
Teen Center/
Programs, Teen
Commission
Blackberry Farm
Pool, Picnic
Rentals & Events
Park Ranger
and Corridor
Operations
Sports Center
Classes, Programs &
Fitness Opportunities
Youth/Adult
Sports, Leagues &
Classes
Library
Commission
Training &
Onboarding
Contracts &
Agreements
Policy
Development
Human Resources
Actions