P&R 02-07-2019 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 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 03.07.19 regular meeting