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02.07.19_Full_AgendaCITY OF CUPERTINO AGENDA PARKS AND RECREATION COMMISSION 6:30 PM Cupertino Library, 10800 Torre Ave, 2nd Floor ThinkTank Thursday, February 7, 2019 Non-Televised Special Meeting 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, February 7, 2019, commencing at 6:30 p.m. at the Cupertino Library, Second Floor ThinkTank, 10800 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 CEREMONIAL MATTERS AND PRESENTATIONS 1.Subject: Chair/Vice Chair Selection APPROVAL OF MINUTES 2.Subject: Special Meeting of January 10, 2019 Draft Minutes 3.Subject: Special Meeting of January 24, 2019 Draft Minutes POSTPONEMENTS ORAL COMMUNICATIONS Page 1 February 7, 2019Parks 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 4.Subject: Survey on Improving Council-Commissions Communications Survey 5.Subject: Development of a Work Plan NEW BUSINESS STAFF AND COMMISSION REPORTS 6.Subject: Director's Report ADJOURNMENT Page 2 February 7, 2019Parks 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, January 10, 2019 7:00 PM SPECIAL MEETING DRAFT MINUTES CALL TO ORDER Chair Tambe called the meeting to order at 7:00 p.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, Kevin Khuu, Rachelle Sander, Karen Goss, Adrianna Stankovich Guest speakers: Jennifer E. Furlong APPROVAL OF MINUTES 1. Special Meeting on December 13, 2018 – The Commission asked to amend the agenda, and correct the minutes under Staff and Commission Reports, to say that Commissioner Davis, Commissioner Wilson, and Commissioner Stanek attended the Tree Lighting Ceremony. Commissioner Wilson motioned to approve the amended special meeting minutes of December 13, 2018. Commissioner Davis seconded. Motion passed unanimously. CEREMONIAL MATTERS AND PRESENTATIONS None POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS The Commission reviewed an email communication sent in regards to Agenda item number 6. OLD BUSINESS 2. 2018-2019 Draft Work Plan The Commission reviewed the work plan. Jeff Milkes, Director of Recreation and Community Services, asked to bring the Field Use Policy item to the March meeting. The Commission agreed to the addition. NEW BUSINESS 3. ActiveNet Presentation Rachelle Sander, Recreation Supervisor, presented to the Commission the new ActiveNet system used by the Recreation Department, from the customer’s standpoint, reviewing the new functions and capabilities. The Commission accepted the presentation. 4. Case Management Services at the Cupertino Senior Center Presentation Karen Goss and Adrianna Stankovich, Case Managers, presented to the Commission about the Case Management program at the Cupertino Senior Center. The Commission accepted the presentation and suggested building more community partnerships to aid in certain aspects of the program and increasing outreach efforts to gauge interest in the program. 5. Defining the Relationship between the City of Cupertino and the Cupertino Historical Society Jennifer Furlong, Director of the Cupertino Historical Society & Museum, spoke to the Commission about the services that they provide to the community, reviewing the society’s history, current exhibits, and asked for support from the Commission to establish the society as the City’s official archivist and become officially recognized as the City’s museum. Sandy James, Board Member of the Historical Society, clarified that the society’s goal is to formalize their relationship with the City. Chair Tambe asked for a motion, to recommend to City Council to formally designate the Cupertino Historical Society & Museum as the City’s official archivist, with the mission to preserve the history of the City, for the City of Cupertino. Commissioner Wilson motioned. Vice Chair Biyani seconded. Motion passed with 4 yes and 1 abstain. 6. Potential Priority Areas for the 2019 Recreation and Community Services Work Plan, Part of the City Council Approved City Work Plan Jeff Milkes reviewed with the Commission the potential work flow on the creation of the City’s, Recreation Department’s, and Commission’s future work plan and asked for feedback on what direction, priorities, or potential topics the Commission would like to include for next fiscal year. Rhoda Fry, Cupertino Resident, commented on the Stevens Creek Quarry and suggested several items to include in the work plan. Chair Tambe requested that the new Commissioners, if any, are caught up on all items discussed, by the Commission, in the previous year. Commissioner Wilson asked staff to bring the need for continuity to the attention of City Council. The Commission agreed to postpone this item until the special meeting on January 24 and to the February meeting, with the potential seating of the new Commission being a factor, to take their input as well. STAFF AND COMMISSION REPORTS 7. Director’s Report Jeff Milkes presented on the following: - Electronic Sign Board at the Cupertino Sports Center - Cupertino Spelling Bee on Saturday, January 12. - Staff had recently gone through a zero base budget process and will work on the Capital Improvement Projects list next. Commissioner Davis will attend the February Mayor’s meeting. Vice Chair Biyani attended the January Mayor’s meeting and reported on the following: the Library Commission reported on the Think Tank Room at the Cupertino Library, new grant funding for various potential programs at the Library, and are currently working on their work plan, TICC Commission is looking to fill two spots, and the Mayor had an idea of adding in adult equipment areas into parks in the Master Plan. Vice Chair Biyani and Chair Tambe will judge at the Cupertino Spelling Bee. Chair Tambe and Vice Chair Biyani suggested moving the Chair cycle to match up with fiscal year. ADJOURNMENT – Chair Tambe adjourned the meeting at 9:11 p.m. Respectfully submitted, Kevin Khuu, Administrative Assistant Recreation and Community Services Department Minutes approved at the___ regular meeting CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Community Hall 10350 Torre Ave, Cupertino, CA Thursday, January 24, 2019 7:00 PM SPECIAL MEETING DRAFT MINUTES CALL TO ORDER Chair Tambe called the meeting to order at 7:00 p.m. in the Community Hall, at 10350 Torre Ave, Cupertino, CA. PLEDGE OF ALLEGIANCE Commissioners present: Meenakshi Biyani, Neesha Tambe, Carol Stanek, Judy Wilson (arrived at 7:05pm), Helene Davis (arrived at 7:34pm) Commissioners absent: None Staff present: Jeff Milkes, Kevin Khuu, Gail Seeds Guest speakers: Cindy Mendoza APPROVAL OF MINUTES None CEREMONIAL MATTERS AND PRESENTATIONS None POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS 1. Citywide Parks and Recreation System Master Plan – Draft Master Plan Jeff Milkes, Director of Recreation and Community Services, introduced Gail Seeds, Park Improvement Manager, and Cindy Mendoza, Director of Parks and Recreation from MIG, to present to the Commission the draft Citywide Parks and Recreation System Master Plan, reviewing the history of the project, a general overview of the plan, outreach efforts, feedback received so far, and asked for feedback and comments from the Commission and the public on the draft master plan. The Commission received two documents, which included online comments and written comments taken at the public workshop on January 23, which were given to the Commission and will be uploaded as public records. Cathy Wang, Cupertino Resident, commented on the release time and outreach efforts for the draft plan, the decision making process, and the budget allocation for the performing arts center. Qin Pan, Cupertino Resident, inquired on the outreach efforts for the draft plan, commented on the cost estimates of the large projects, and questioned survey data taken and the foundation of the plan. Kitty Moore, Cupertino Resident, inquired about the all-inclusive playground and commented on the teen comments received, park availability measurements, not counting roofs as parks, gym space on the east side, no lights on the trails and maintain the ice rink and bowling alley. Rhoda Fry, Cupertino Resident, supports the conservation and partnerships goals, commented on water features at local parks and Blackberry Farm Golf Course and watering at the golf course, Blackberry Farm pool and parking area, and opening an entrance to Rancho San Antonio off Stevens Creek Boulevard/Permanente Road. Submitted written comments that will be uploaded as public records. Emily Shek, Cupertino Resident, suggested having more free and low cost programs, activities, and exercise available to community, Teen activities, and bringing people together and learning at low cost. Alicia Shober, Cupertino Resident, supported providing an all-inclusive playground. Commissioner Stanek commented on better clarifying the purpose of the Master Plan and the estimated cost values listed within, noting that it is an informational document and is not a budget, blueprint or recommendation. Suggested greater emphasis on programming in the parks to enhance community building. Commissioner Wilson summarized the goal of the Master Plan and suggested emphasizing the funding sources info gathered to City Council. Suggested more emphasis on recreation opportunities at the large parks, and creative solutions for providing park and recreation spaces due to the lack of park space in areas such as the east side. Chair Tambe addressed the questions and concerns asked during the public comments: - clarifying that the master plan is not a blueprint or decision on future projects, but an informative study and review of suggestions from the general public - outreach efforts and strategies done in the past several years and that the plan includes data from various surveys results and information gathered - the cost of facilities - water features - watering at the Blackberry Farm Golf Course - all-inclusive playground study and current status of the project Vice Chair Biyani suggested highlighting that feedback will be accepted until late February and supported the outreach to youth and teens. Commented on the ease to read the document and suggested highlighting that the goals listed are not set in any particular priority. Suggested more emphasis on the expansion of the neighborhood events and partnerships with the schools. Commissioner Davis reiterated the goal of the master plan. Supports the connectivity theme in the plan, including the emphasis on greater walking and biking, having more natural features at parks and making them less static, better programming and customer service, financial stability and safety, public-private partnerships, historical preservation, and aquatics. Chair Tambe suggested having emphasis on “grey” spaces, adequate parking, a citywide shuttle service, no international sized cricket field, connectivity and incorporating the Cupertino Loop trail into the plan, having more consistent trail head amenities, multiuse facilities, greater diversity, relooking at the golf course, and highlighting the benefits of greater investment in parks. The Commission suggested stronger emphasis on adult exercise features in the parks such as par courses and adult outdoor exercise equipment, the all-inclusive playground, Lawrence-Mitty acquisition, a healing garden, parklets or other small-space solutions, and off leash dog areas. Also suggested emphasizing the role of the prioritization tools for evaluating potential projects. 2. Potential Priority Areas for the 2019 Recreation and Community Services Work Plan, Part of the City Council Approved City Work Plan Jeff Milkes reviewed the item from the previous meeting, updated information learned since then, and asked for feedback from the Commissioners on potential priorities or to postpone to next month. Kitty Moore, Cupertino Resident, recommended waiting for more input and direction from the current City Council and commented on the Sunday field use, prioritization of groups, related fees, and permitting of the fields. Chair Tambe suggested adding a citywide grey water system, finding ways to engage with new community members, public private partnerships, such as with Deep Cliff Golf Course and De Anza College’s V-Pak, and citywide shuttle service. The Commission will discuss this item again in the February meeting. NEW BUSINESS None STAFF AND COMMISSION REPORTS Vice Chair Biyani and Chair Tambe attended the Cupertino Spelling Bee and suggested expanding the event next year. Vice Chair Biyani also attended the Youth & Teen Forum. Commissioner Stanek attended the Master Plan Workshop at the Cupertino Senior Center. Chair Tambe suggested collaborating with Whole Foods or Target to host events in their parking lot or a local 5k My Cupertino run. ADJOURNMENT – Chair Tambe adjourned the meeting at 9:18 p.m. Respectfully submitted, Kevin Khuu, Administrative Assistant Recreation and Community Services Department Minutes approved at the___ regular meeting Cupertino City Council  Sub‐Committee on Improving Council‐Commissions Communications  Survey Questions    In an effort to improve communications between City Council and our advisory Commissions, Council  has formed a subcommittee to reach out to the Commissions to receive feedback as to how to improve  the processes of our communications.  Thank you for taking the time to work with our Interim City  Manager on discussing and providing answers to the following questions.      1) How do you have the public interact with your Commission?  For example, is it formal and the public  is limited to a certain amount of time, or is it more informal and conversational with leave of the  chair?  Would you like to change your current format?  If so, in what manner?    2) Do you use rules of order to conduct your meetings? If so, which rules? If not, would rules of order  be useful from your perspective?     3) Do you feel your Commissioners communicate with the Councilmembers sufficiently to advise the  Council?  Do you feel that Commissioners’ communications with staff could be improved, and if so,  how?    4) This year, per decision of the prior Council, all Commissions will submit ideas regarding their annual  work program to their respective City departments. The City departments will then develop their  proposed work program, including Commission items, for Council consideration. Once Council  adopts the final work program, the items pertaining to each Commission will serve as priority  elements of their respective work programs.  What do you think of this new process of approving  work programs by City Council? Anything to improve?    5) What do you think of the current process, if any, of setting your regular meeting agendas?  Does any  member of your Commission meet with a staff member to set meeting agendas?  How do you wish  to improve the current process of determining how items are placed on your agenda?  For instance,  would you prefer a system where items that require minimal city staff resources but are not on your  annual work plan can be included on a regular meeting agenda?    6) With regard to the quality of your discussions, would you say that your conclusions are arrived at  through a collaborative and input‐based process or something more pre‐determined? If the latter,  what suggestions do you have for improving the qualitative nature of the process? Please be  considerate but candid.    7) Do you feel your Commissioners are representative of the residents? Why or why not?    8) It has been suggested that a code of ethics is needed in order to maintain ethical standards and  behavior. What are your thoughts on this proposition? If you support having a code of ethics, what  would you like to see included in it?    9) From the perspective of higher‐quality interaction between Council and Commissions, we would like  to consider any suggestions you have with regard to events, procedures, and formats. Outside of  formal updates at Council meetings and our annual appreciation dinner (and please feel free to  comment on those as well), are there any other types of interactions you would like to see  considered and delivered in order to improve our channels of communication?    Cupertino City Council  Sub‐Committee on Improving Council‐Commissions Communications  Survey Questions      10) Outreach to the community is critical to our efforts; what mechanisms of outreach to the  community would you suggest that we adopt or improve upon?    11) Does your Commission prefer action minutes or summary minutes and why?  How do you feel about  having action minutes accompanied by audio recordings?     12) Starting this year, Commissions will be submitting a 200‐300 word update of their current work to  Council every other month.  Do you have thoughts on this process?    Thank you again for taking the time to answer the above questions.  If you have any additional thoughts  or comments that you would like to share, please feel free.