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03.07.19_Full_Amended_AgendaCITY OF CUPERTINO AGENDA PARKS AND RECREATION COMMISSION 7:00 PM 10350 Torre Avenue, Community Hall Thursday, March 7, 2019 Amended. This meeting will be televised. Amended on 03/04/19 at 3:35 p.m. to rename items Nos. 2 - 5, rename attachments for items Nos. 2 and 3, update attachment for item No. 2, and to add item No. 7 - Commissioners' Reports. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1.Subject: Special Meeting of February 7, 2019 Draft Minutes 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 2.Subject: Prioritization of Items for 2019/2020 Parks and Recreation Commission Work Plan Potential Work Plan Items 2019/2020 Page 1 March 7, 2019Parks and Recreation Commission AGENDA 3.Subject: Review of Future Agenda Items and Additions/Prioritization for Parks and Recreation Commission Potential 2018/2019 Agenda Items NEW BUSINESS 4.Subject: Presentation and Discussion on Community Funding Grant Process 5.Subject: Presentation and Discussion on Department Name Change from Recreation and Community Services to the Department of Parks and Recreation Staff Report STAFF AND COMMISSION REPORTS 6.Subject: Director's Report 7.Subject: Commissioners' Reports ADJOURNMENT Page 2 March 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 Cupertino Library – 2nd Floor ThinkTank 10800 Torre Ave, Cupertino, CA Thursday, February 7, 2019 6:30 PM SPECIAL MEETING DRAFT MINUTES CALL TO ORDER Chair Tambe called the meeting to order at 6:30 p.m. in the Cupertino Library ThinkTank, at 10800 Torre Ave, Cupertino, CA. PLEDGE OF ALLEGIANCE Commissioners present: Helene Davis, Neesha Tambe, Judy Wilson, Gopal Kumarappan, Xiangchen Xu Commissioners absent: None Staff present: Jeff Milkes, Kevin Khuu, Timm Borden Guest speakers: None CEREMONIAL MATTERS AND PRESENTATIONS 1. Chair/ Vice Chair Selection Commissioner Wilson nominated Chair Tambe to continue as chair for the next year. Commissioner Davis seconded. Motion passed with 4 yes and 1 abstain. Commissioner Davis nominated for Commissioner Kumarappan as vice chair. Commissioner Wilson seconded. Motion passed unanimously. APPROVAL OF MINUTES 2. Special Meeting of January 10, 2019 Commissioner Wilson motioned to approve the minutes. Commissioner Davis seconded. Motion passed with 3 yes and 2 abstain. 3. Special Meeting of January 24, 2019 Vice Chair Kumarappan motioned to approve the minutes. Commissioner Wilson seconded. Motion passed with 3 yes and 2 abstain. POSTPONEMENTS None ORAL COMMUNICATIONS Liana Crabtree, Cupertino Resident, requested the Commission’s support in spreading outreach of the Santa Clara County Library District’s Tri-Annual Survey. Sophia Badillo, board member of the Rancho Riconada Parks and Rec District, suggested a partnership with the City to increase the overall programming at the pool and its cost efficiency. Shared her email contact information: sophiabadillo4cupertino@gmail.com. Sandra Yeaton, board member of the Rancho Riconada Parks and Rec District, also supported a potential partnership with the City to better utilize the pool. Invited the Parks and Rec Commissioners to attend their board meetings, on the second Thursday of the month at 6:30 p.m. Kitty Moore, Cupertino Resident, commented on the Planning Commission’s review of the parkland municipal code on February 26. Suggested increasing field use fees and considering park deficient areas when looking into revising the field use policy. Spoke about the use funds from Apple being used for the Library expansion instead of the Lawrence-Mitty acquisition. WRITTEN COMMUNICATIONS The Commission reviewed an email communication sent by email. Will be added as public record. OLD BUSINESS 4. Survey on Improving Council-Commissions Communications Timm Borden, Interim City Manager, reviewed a survey distributed to all Commissions, the history of the Code of Ethics item that was reviewed by City Council, and clarified future expectations. Requested responses from past and current Commissioners, within a week of the meeting. A revised work plan, creation flow chart was submitted to the Commission as a desk item and will be included as public record. Timm reviewed the flow chart and clarified that potential work plan ideas, that would consume significant staff time and City recourses to accomplish, will be collected between July to December and input into the next fiscal year’s work plan. There will be a work program study session on March 19 and City Council will adopt their work program on April 2. The Commission will create their work program based on the approved Council work program. Items of interest that require little staff time and City resources to accomplish can be added throughout the year. The model was created to realign the Commission’s work plan with City Council’s work program and the City’s budget cycle. Can be adjusted in the future and requested feedback from the Commission. Liang Chao, Cupertino Resident, reviewed the history of this new process and emphasized the goal of improving the working relationship between City Council and the Commissions. The process could be revised in the future. Confirmed that City Council can change the approved work plan if pressing matters arise during the year. Kitty Moore, Cupertino Resident, inquired how an item from the Parks and Recreation Master Plan or General Plan would be initiated and worked on sooner. To answer Kitty’s question, Timm confirmed that the public could attend the Parks and Recreation Commission or City Council meeting, to propose the prioritization of the project. It could then be placed in the Capital Improvement Plan process to be reviewed in May with the budget. If there is an urgency, then it will be prioritized higher and worked on instead of another project. Vice Chair Kumarappan suggested sharing the draft code of ethics with the new Commissioners. In regards to the flow chart, expressed concern that it would restrict the Commission’s ability to function. Supported alignment towards the City Council priorities and budget, but not limiting Commissions to City Council directives only and being rigid. Affirmed that funds can be reallocated between items within the same operational standpoint. Commissioner Wilson supported having the Commission work plans all in the same cycle that aligns to the budget and City Council work program, but preferred having more flexibility to respond to the community and add items and not be restrained. Affirmed that the budget can be readjusted during first quarter, mid- year, and third quarter to add in new projects. Commissioner Davis emphasized that the Commissions are advisory to the City Council and supports realigning the work plan to the City Council work plan. Supports the revised work plan creation process. Chair Tambe also supports the new work plan creation flow chart and the alignment of the work plan and programs between the Commissions and City Council. Suggested having at least a mid-year review of the work plans to allow some flexibility and ensure possible changes and updates. The Commission supported having a method for the various commissions to compare and share work plans to promote cooperation. The meeting recessed from 7:45 p.m. to 7:52 p.m. 5. Development of a Work Plan Jeff Milkes, Director, presented to the Commission a draft work plan list for the next fiscal year for their consideration and feedback. Kitty Moore, Cupertino Resident, spoke about a recent insect decline and suggested prioritizing the pollinator pathways item from the Master Plan and inserting it into the work plan, with the goal of having them all throughout City parks. Liang Chao, Cupertino Resident, suggested the Commissioners look at the City Council work program as an example for their work plan. Speaking on behalf of the Audubon Society, suggested reducing light pollution in the City, adding a small water feature at all of the parks, and planting more native oaks all throughout the City and native riparian vegetation along the creeks and trails. The Commission discussed and agreed to host a special meeting on July 11. Commissioner Davis suggested adding back in the Code of Ethics item in the future, all-inclusive playground design review, Lawrence-Mitty update, and the Blesch House (including the barn) to the list. Commissioner Wilson suggested adding in the Cupertino Shuttle Survey, state of trails update (have separate items: Regnart Creek, Junipero Serra, Haul Road, etc.), Lawrence-Mitty update, partnership with CUSD and the Sedgwick Property, and partnership with Rancho Rinconada. Vice Chair Kumarappan suggested prioritizing and discussing the dog off leash trial earlier in the year, an item to discuss a specific collaboration mechanism, program, or process with other Commissions from the Parks and Recreation Commission, what outreach methods are being used evaluate data driven decisions, and information on the utilization of all of the facilities at the parks and the partnership with CUSD. Commissioner Xu suggested adding more all-inclusive focused programs and services. Chair Tambe suggested working on the dog off leash trial item sooner if possible (group will present to City Council on March 5th), accreditation, CUSD joint use, property acquisitions (a recurring agenda item that reviews what’s currently being discussed and potential upcoming locations), moving forward the fee policy item (to Aug or Sept), state of the trails, parklets, Cupertino Shuttle (possible joint meeting with the Bicycle Pedestrian Commission), a Neighborhood Walk (for the Commissioners to flyer and perform outreach to the neighbors), and a “Welcome to the City” onboarding process (flyers or something for new residents). Jeff suggested moving the fee policy item towards December, after the LERN visitation in November. Commissioner Wilson suggested revisiting this document with the additions of the Commissioner’s ideas. Chair Tambe supported adding more info (such as an objective or project line) for each agenda item. Jeff confirmed postponing several items from upcoming agendas: - corridor master plan update - national accreditation update - field use policy - recreation department budget packages - connected or smart city NEW BUSINESS None STAFF AND COMMISSION REPORTS 6. Director’s Report Jeff Milkes presented on the following: - Community Gardens has come to the top of City Council Priorities - Outdoor Exercise Equipment at the Parks has also come to the top. Commissioner Davis attended the Mayor’s Meeting. Commissioner Wilson took insult to the Mayor’s State of the City Address about the lack of outreach to the community and disagreed with that statement, citing the numerous efforts and surveys that have been done over the years. Chair Tambe also watched the State of the City Address and was disappointed by the speech. Asked for specific direction from City Council on how to diversify the Commission’s outreach strategies. Also welcomed the new Commission members. ADJOURNMENT – Chair Tambe adjourned the meeting at 8:57 p.m. Respectfully submitted, Kevin Khuu, Administrative Assistant Recreation and Community Services Department Minutes approved at the___ regular meeting Items for possible inclusion in the Parks and Recreation Commission Work Plan FISCAL YEAR 2019/2020 Current Fiscal Year Items (FY18/19) • Naming the Department (March) • Brown Act Training Opportunity (March) • Master Plan Standing Item (April, and TBD) • Strategic Plan Priorities – Themes (April) • Neighborhood Events Schedule Brief (May) • Community Gardens Project (June) July 11, 2019 Special Meeting • Exclusion Policy • Performance Measures Briefing • 4th of July Recap • Teen Stress Events – Quarterly Update August 1, 2019 • Dog Off Leash Park Trial • Strategic Plan Prioritization • Athletic Fields Scheduling Discussion September 5, 2019 • Sports Center Renovation Update • Commissioner Training at NRPA October 3, 2019 • Teen Stress Events – Quarterly Update • Strategic Plan Discussion and Prioritization • Update on Aquatics Activities November 7, 2019 • Neighborhood Events Recap and Evaluation November 18, 2019 – Tentative Special Meeting • Marketing Plan Outbrief December 5, 2019 • Community Gardens Project January 2, 2020 • Teen Stress Events – Quarterly Update February 6, 2020 • Chair/ Vice Chair Selection • Dog Off Leash Park Trial Evaluation March 5, 2020 April 2, 2020 • Teen Stress Events – Quarterly Update May 7, 2020 • Neighborhood Events Schedule Brief June 4, 2020 Things to Schedule: • Athletic Fees Discussion • Athletic Permits Discussion • Senior Center Presentation/Update List from Commissioners: • Code of Ethics • All-Inclusive Playground Design Review • All-Inclusive Focused Programs/Services • Lawrence-Mitty Update (2 Commissioners) • Blesch House • Cupertino Shuttle Survey (2 Commissioners) • State of the Trails Update (2 Commissioners) • Partnership with CUSD/Sedgwick Property (3 Commissioners) • Partnership with Rancho Rinconada • Discuss Dog Off Leash Park Trial Sooner (2 Commissioners) • Collaboration with Other Commissions (Bicycle Ped for Shuttle Item – 2 Commissioners) • Outreach Methods • Utilization Data of Facilities at Parks • Accreditation • Property Acquisitions (standing item) • Parklets • Neighborhood Walk (outreach effort) • Welcome to the City Onboarding Process • Update to the Department Web Page Items on the Draft Council Work Plan • Complete renovation of and open the Community Gardens • Adopt the System Master Plan • Serve to prioritize themes and action items within the three year Strategic Plan • Complete plans to build an All-Inclusive Playground • Evaluate and if necessary, update the Athletic Field Policy considering Permitting, Sunday Use, Fees for Permits and consideration of multiple uses of Athletic Fields • Direct a series of programs and activities to maintain Teen Engagement • Complete a department Marketing Plan Ideas for Commission Goals: 1. Support and review plans and objectives for the new Community Gardens at McClellan Ranch. Action Items: Recommend priorities for operation Recommend priorities for a grand opening celebration 2. Support and recommend actions on Athletic Fields Permitting, related fees, Sunday use of fields, etc. Action Items: Recommend to City Council fee changes if necessary and policy on cost recovery for athletic fields Recommend changes, if necessary to current permit process. Recommend opportunities for Sunday use of Athletic, permitted activities on fields Evaluate and recommend policy on off leash dogs in parks 3. Support and recommend actions related to the Neighborhood Events Program Action Items: Recommend genres of music/movie titles Attend events, brand council relationship with program 4. Support and recommend changes and updates to the All-Inclusive Playground Design Action Items: Review and provide feedback on the draft all-inclusive playground design Evaluate and provide a recommendation to City Council on the all- inclusive playground design 5. Support staff in recommendations on department policies that include an Exclusion Policy, in relation to the Code of Conduct and others. Action Items: Review and provide feedback/recommendations on the draft Exclusion Policy Recommend to City Council the approval of the draft Exclusion Policy 6. Recommend actions related to the Dog Off Leash Park Trial Action Items: Review the results of the Dog Off Leash Park Trial on quarterly intervals Host 2 public input sessions for community members to comment on the trial Review and provide feedback on the implementation of an off leash dog area, including changes to the municipal code Make a recommendation to City Council on continuing the program, with the consideration of expanding to other parks 7. Aid the City in creating new or strengthening current Public/Private Partnerships Action Items: Invite and provide a recommendation to staff on establishing a partnership with a private entity. Invite and provide a recommendation to staff on establishing a partnership with a public entity. Provide input and a recommendation to City Council on establishing a new partnership each year. 8. Improve and strengthen Collaborations with Other Commissions Action Items: Attend the Mayor’s meetings and report back with meeting notes. Attend at least 1 other Commission meetings each month Host a joint meeting with another Commission at least once each fiscal year. 9. Increase Public Engagement opportunities Action Items: Attend recreation events throughout the year Attend the farmer’s market and man the City Booth at least once a quarter. 10. Research, evaluate and recommend cost recovery model for department. Action Items: Develop and recommend criteria for subsidy based on community benefits Recommend prioritization of subsidy by activity Recommend overall cost recovery model and develop measurement tool 11. Recommend action items and themes for a 3-year strategic plan that will serve to implement and prioritize work plan items in the adopted system master plan. Action Items: Apply criteria in the master plan Assign priorities to short term and long term items (Phase 1, 2 and 3) Review Strategic Plan Recommend adoption of the Strategic Plan DEPARTMENT OF RECREATION AND 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 2/22/19 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 • Case Management Services at the Cupertino Senior Center Presentation • Defining the Relationship between the City of Cupertino and the Cupertino Historical Society • Potential Priority Areas for the 2019 Recreation and Community Services Work Plan, Part of the City Council Approved City Work Plan January 24, 2019 – Special Meeting • Citywide Parks and Recreation System Master Plan Draft Plan Presentation • Potential Priority Areas for the 2019 Recreation and Community Services Work Plan, Part of the City Council Approved City Work Plan February 7, 2019 – Special Meeting • Chair/Vice Chair Selection • Survey on Improving Council-Commissions Communications • Development of a Work Plan March 7, 2019 • Presentation and Discussion on Community Funding Grant Process • Prioritization of Items for 2019/2020 Parks and Recreation Commission Work Plan • Presentation and Discussion on Department Name Change from Recreation and Community Services to the Department of Parks and Recreation April 4, 2019 • Recreation Department Budget Packages • Strategic Plan Priorities – Themes • Jollyman Dog Park Update • Citywide Parks and Recreation System Master Plan Update May 2, 2019 • Sports Center Upgrades Presentation • Neighborhood Events Schedule Brief June 6, 2019 • Community Gardens Project July 11, 2019 – Special Meeting • 4th of July Recap • Teen Stress Events – Quarterly Update • Exclusion Policy • Performance Measures Briefing August 1, 2019 • Dog Off Leash Park Trial • Athletic Fields Scheduling Discussion Special Meetings to Be Scheduled • Splash Pad Field Trip • Amphitheatre Visit • Code of Ethics & Rosenburg’s Rules (Study Session) Items to schedule: o CUSD Joint Use Agreement for Facilities Presentation o Strategic Plan “Draft Plan” Review o Corridor Master Plan Update o Connected or Smart City o Field Use Policy o National Accreditation Visit Update o Marketing Plan Presentation by Consultant o Strategic Partnerships with Non Profits Work plan Item Update o Sievert Property Presentation 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 AND RECREATION COMMISSION STAFF REPORT Meeting: March 7, 2019 Subject Presentation and Discussion on Department Name Change from Recreation and Community Services to the Department of Parks and Recreation Recommended Action Receive presentation and provide recommendation to staff and City Council on changing the name from Recreation and Community Services to the Department of Parks and Recreation. Discussion In 2014, the City changed the name of the Department of Parks and Recreation to Recreation and Community Services. This change was a result of a reorganization that brought several community services under the Department’s responsibility. In 2018, responsibility for all of the community services, formerly assigned to the Recreation and Community Services Department, was transferred to other departments. These include Code Enforcement, the Block Leader Program, leadership training, and Emergency Management. While the Parks Improvement Manager’s function was transferred to the Public Works Department, the position and a shared responsibility for parks improvement continues to reside within the Recreation and Community Services. There has been, and continues to be, confusion over the current name. It does not brand well because people cannot remember it. Community members and public officials consistently get the name wrong in public presentations. In the Municipal Code, the name was never changed, resulting from the 2014 name change. The Parks & Recreation Commission remained with the original name, which also created some confusion. In order to be judicious with public funds, the transition will occur over time, as business cards, staff uniforms, etc. are currently being used and depleted. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. _____________________________________ Prepared by: Jeff Milkes, Director of Recreation and Community Services Approved for Submission by: Jeff Milkes, Director of Recreation and Community Services