04.04.19_Full_AgendaCITY OF CUPERTINO
AGENDA
CUPERTINO PARKS AND RECREATION COMMISSION
10350 Torre Avenue, Community Hall
Thursday, April 4, 2019
7:00 PM
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
APPROVAL OF MINUTES
1. Subject: Regular Meeting of March 7, 2019
Draft Minutes
CEREMONIAL MATTERS AND PRESENTATIONS
POSTPONEMENTS
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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: Receive the Update on the Citywide Parks and Recreation System Master
Plan
3. Subject: Discussion and recommendation to City Council on the priority of the
Community Funding Grant Applications received for FY 2019/2020
Staff Report
A - Final Evaluation Criteria.pdf
B - Evaluation Ranking SummM.pdf
Page 1
Parks and Recreation Commission AGENDA April 4, 2019
4. Subject: Review of Future Agenda Items and Additions/Prioritization for Parks
and Recreation Commission
Work Plan
NEW BUSINESS
5. Subject: Receive a Brown Act Presentation by the City Attorney
6. Subject: Receive a Cupertino Shuttle Survey Results Presentation by the Public
Works Department
STAFF AND COMMISSION REPORTS
7. Subject: Receive Monthly Update Reports from:
- Director
- Commissioners
F., lard I \ U D
Page 2
Parks and Recreation Commission AGENDA April 4, 2019
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
CITY OF CUPERTINO
is PARKS AND RECREATION COMMISSION
Community Hall
CUPERTINO 10350 Torre Ave, Cupertino, CA
Thursday, March 7, 2019
7:00 PM
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, Neesha Tambe, Judy Wilson, Gopal
Kumarappan, Xiangchen Xu
Commissioners absent: None
Staff present: Jeff Milkes, Kevin Khuu, Toni Oasay-Anderson
Guest speakers: None
APPROVAL OF MINUTES
1. Special Meeting of February 7, 2019
Commissioner Davis motioned to approve the draft minutes. Vice Chair
Kumarppan seconded. Motion passed unanimously.
POSTPONEMENTS
None
ORAL COMMUNICATIONS
Tejas Billa, Caroline Spencer, and Elena McPherson, representing the Rolling Hills
4-H Alpaca Project, separately requested support from the Commission for a fence
extension project at McClellan Ranch to host three alpacas and asked to place the
item on a future agenda.
Lisa Warren, Cupertino Resident, commented on the property next to Sedgwick
Elementary. Supported the City in negotiating a partnership with the Cupertino
Union School District for shared use.
Chris Nutter, 3rd grade teacher at Collin Elementary, commented against the use
of herbicides at Cupertino parks and schools. Reviewed the negative effects of
herbicide use and supported alternative methods.
WRITTEN COMMUNICATIONS
None
OLD BUSINESS
2. Prioritization of Items for 2019-2020 Parks and Recreation Commission
Jeff Milkes, Director of Recreation and Community Services, reviewed the history
of the item that was presented during the last meeting, updates made to the list
per Commission direction received, and requested feedback.
Vice Chair Kumarappan suggested categorizing the list, to separate out the long
term and short term items. Commissioner Xu added "Joint Use Agreement with
CUSD for Facilities" to the list. Staff requested feedback from the Commission on
which items to populate future agendas from July to June of FY 19-20.
Jennifer Griffin, Cupertino Resident, supported the alpaca extension at McClellan
Ranch. Prioritized the following items: Blesch House, acquiring more parkland,
owning more land and building ground parks, the property next to Sedgwick
Elementary, off -leash dog park item, Rancho Rinconada partnership, and
Lawrence-Mitty property.
The Commission reviewed the Draft Council Work Plan items and compared it to
their current proposed FY19-20 work plan. The Community Gardens, Strategic
Plan, All -Inclusive Playground, Athletic Field Policy, Teen Engagement and
Marketing Plan items were already scheduled. The Commission requested adding
a presentation to review the top 10 to 12 key elements that have risen from the
comments and feedback received during the Master Plan process and how it was
incorporated into the plan, scheduling a future presentation from Magical Bridge
about the program, and recommended a phased approach to working on the
Athletic Field Policy.
The Commission then reviewed their list of items and assigned them as short or
long-term projects and the corresponding priority level.
- Code of Ethics: short term and high priority, but based on City Council's
direction
- Lawrence-Mitty Update: to be scheduled
- Blesch House Update: to be scheduled (including the Barn)
- Cupertino Shuttle Survey: April, before the Strategic Plan Item
- State of the Trails: long term item and joint meeting with Bicycle Pedestrian
Commission for August
- Partnership with CUSD/Sedgwick Property: to be scheduled
- Partnership with Rancho Rinconada: to be scheduled, with some research,
update in May
- Dog Off Leash Park Trial: high priority, schedule earlier than next fiscal year,
recommended doing this now and then evaluate in February
- Collaboration with Other Commissions: long term, possibly a joint meeting or
update from the Bicycle Pedestrian Commission (talk about the Shuttle, Trails,
etc.), possible special joint meeting in June
- Outreach Method: possible collaboration with Technology, Information &
Communication Commission, scheduled for June
- Utilization data of Facilities at Parks: quarterly update in the Director's report,
to show the utilization trends of key facilities
- Accreditation: long term project, to be scheduled
- Property Acquisitions: standing item, as opportunities arise
- Parklets: long term, as opportunities arise
- Neighborhood Walk: remove from list, field trip item
- Welcome to the City Onboarding Process: long term project
- Department Web Page: presentation in August
- Joint Use Agreement with CUSD: presentation possibly in May
- Add in: Collaboration with FUHSD or any other school districts
In reviewing the Commission goals, staff requested feedback on the example goals
provided. Vice Chair Kumarappan requested postponing the decision to the next
meeting. Chair Tambe requested setting item number 5 into the May meeting, item
number 7 to the April meeting, and number 10 to the to be scheduled list. Also
requested bringing the alpaca farm and herbicide use item, mentioned during Oral
Communications, back to the Commission at the April meeting.
Chair Tambe moved item number 4 next on the Agenda.
NEW BUSINESS
4. Presentation and Discussion on Community Funding Grant Process
Commissioner Davis recused herself from the item, as she is a board member of
the Rotary Club and Cupertino Historical Society. Commissioner Wilson
commented that she is a member of the Rotary Club, but did not recuse herself.
Toni Oasay-Anderson, Management Analyst, presented to the Commission an
overview of the current community funding program, recent updates made to it
and the direction received from City Council. Requested feedback from the
Commissioners on the draft evaluation criteria and the ranking criteria for all of
the applications submitted, which will be ranked at a future meeting.
Chair Tambe called a recess at 8:59pm and called the meeting to order at 9:05pm.
The following groups reviewed their proposals and requested support from the
Commission:
- Jennifer Furlong, Cupertino Historical Society
- Orrin Mahoney, Rotary Club of Cupertino
- Meredith Smith, Cupertino Educational Endowment Foundation
- Liyan Zhao, Silicon Valley Community United
- Sujatha Venktraman, West Valley Community Services
- Agnes Yeung, Northern California Chinese Culture and Athletic Federation
- Sujuan Lai, Silicon Valley Community United
- Qiushuang Zhang, Silicon Valley Community United
- Alex Bennett, Heart of the Valley
- Kalpana Aroda, InAtalent
- Park Chamberlain, Friends of Deer Hollow Farm
- Eugene Wong, Bay Area Chrysanthemum Society
Jennifer Griffin, Cupertino Resident, recommended asking each speaker to
mention the name of their organization before they speak. Supported the Deer
Hallow Farm White Barn Renovation project.
In reviewing the draft criteria presented by staff, the Commission suggested
removing the "completeness" criteria from the points system. Chair Tambe
suggested adding criteria involving the applicants' engagement with City services
if the funds are granted. Also requested adding information on the diversity of
residents served. Commissioner Xu suggested expanding grants to just more than
five groups (based off last year's grants).
The Commission agreed to review the point system as an "add points" for benefits.
Agreed to the draft distribution of points, but moved 5 points from number 8 to 9,
removed the eighth criteria from the list and asked to add more clarity to certain
items.
Staff estimates the total funding possible from $30,000 to $75,000. Chair Tambe
suggests looking at the individual rankings, then the group rankings, and then
look at the overall top applications and distribute the funds accordingly based on
the natural applications that rise to the top. Asked for a list that shows the
applications and the associated costs as well as the response to community need.
Chair Tambe suggested being able to recommend to City Council potential
partnerships from the Community Funding Grant Program applicants for yearly
programs and events.
The Commissions decided on a potential televised special meeting to discuss the
results of their assessments, potentially at the last week of March.
3. Review of Future Agenda Items and Additions/Prioritization for Parks and
Recreation Commission
The Commission reviewed the future agenda items. Chair Tambe requested
adding back the Brown Act Training to a future agenda.
NEW BUSINESS
5. Presentation and Discussion on Department Name Change from Recreation and
Community Services to the Department of Parks and Recreation
Jeff Milkes reviewed with the Commission the history of the name change for the
Recreation department, along with the recent change in department services.
Requested feedback from the Commission on changing the department's name.
Commissioner Wilson moved to change the name back to the department of Parks
and Recreation. Commissioner Davis seconded. Motion passed unanimously.
STAFF AND COMMISSION REPORTS
6. Director's Report
Jeff Milkes presented on the following:
- Reminded the Commissioners about completing the survey on
Council/Commission relations mentioned by the City Manager's Office.
- Requested quotes from Commissioners to add to the Parks and Recreation
System Master Plan.
7. Commissioners' Reports
- Vice Chair Kumarappan attended the CPRS Awards Dinner. Recognized the
recipients from the City of Cupertino.
- Commissioner Xu attended the Mayor's meeting. Spoke about collaborations
across commissions and TICC/Fine Arts Commission proposed similar ideas.
The Bicycle Pedestrian Commission requested an update. Talked about a trip
to Magical Bridge with the Mayor and the Fine Arts Commission suggested
collaborating to fundraise for the project.
ADJOURNMENT- Chair Tambe adjourned the meeting at 10:54 p.m.
Respectfully submitted,
Kevin Khuu, Administrative Assistant
Recreation and Community Services Department
Minutes approved at the regular meeting
CITY OF
19
CUPERTINO
ADMINISTRATIVE SERVICES DEPARTMENT
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3220 • FAX: (408) 777-3109
CUPERTINO.ORG
PARKS AND RECREATION COMMISSION STAFF REPORT
Meeting: April 4, 2019
Subject
Discussion and recommendation to City Council on the priority of the Community
Funding Grant Applications received for FY 2019/2020.
Recommended Action
Provide recommendation to City Council on the priority of the Community Funding
Grant Applications received for FY 2019/2020.
Discussion
On March 7, 2019, staff introduced the revised Community Funding Program to the
Parks and Recreation Commission, which includes an updated application, updated
process, and newly developed evaluation criteria. The Commissioners finalized the
maximum amount of points allowed for each criteria, and developed a rating system for
those points. Staff asked Parks and Recreation Commissioners to evaluate all eligible
applications based on the new evaluation criteria (Attachment A).
Staff provided the Commissioners with the final rating sheets and grant applications for
their review and consideration. Each Commissioner evaluated the applications and
provided their rating sheets to staff. Staff then compiled all of the data for the
Commissioners to review at tonight's meeting. The combined total and average score of
all applications are presented in Attachment B in rank order of how they were scored.
Staff requests the Commission to review the results of the rating sheets, and discuss and
provide a recommendation to the City Council regarding grant approval and funding
amounts. Funding recommendations will be reviewed by City Council during the
budget study session on May 13. City Council will make the final decision on grant
amounts for each applicant as part of the budget adoption which typically happens in
June.
Sustainability Impact
No sustainability impact.
Fiscal Impact
Currently, there is no funding cap established in the Community Funding Policy. In
prior years, City Council has awarded Community Funding Grants between $30K- $75K
in total per fiscal year.
Prepared by: Toni Oasay-Anderson, Management Analyst
Kevin Khuu, Administrative Assistant
Reviewed bv: Kristina Alfaro, Director of Administrative Services
Jeff Milkes, Director of Recreation and Community Services
Approved for Submission by: Jeff Milkes, Director of Recreation and Community
Services
Attachments:
A - Final Evaluation Criteria
B - Evaluation Ranking Summary
Community Funding Program FY19/20- Evaluation Criteria Rating Sheet
Applicant:
Program/Project/Event:
Total Program/ Project Event Budget:
Amount requested in current FY:
If applicable, amount provided in prior FY adopted budget:
Criteria
Maximum Points
Points Given*
Notes
Impact on and benefit to the Cupertino community
• # of total residents served
• # of Cupertino participants served
20
• Anticipated cost per Cupertino participant
Community need for the program/project/event
• Demonstrated community impact
20
• Is the program/project/event available to the entire community?
Alignment with City priorities
• Smart City
*Financial Sustainability
• Public Engagement and Transparency
15
*Community Livability and Sustainable Infrastructure
• Operational Efficiency
*Public and Private Partnerships
Uniqueness of the program/project/event
• Unduplicated service
15
• Level of collaboration if a duplicated service
Qualifications and experience of the organization and its staff
5
Reasonable cost
10
• How will the organization use the grant funds?
Demonstrated effort to secure funding from other sources
• Non -City funding sources
10
• Alternative forms of funding
Past performance and compliance with requirements if a recurring
applicant
5
• How were prior disbursed funds used?
Total possible points
100
0
*Higher number
= higher rating
Evaluation Ranking Summary
Applications
Cost
Tambe
Kumarappan
Wilson
Xu
Combined
Total
Average
Score
1
Friends of Deer Hollow Farm - White Barn Renovation*
$15,000
77
84
100
65
326
81.50
2
Rotary - Cupertino Fall Festival*
$12,000
90
68
85
60
303
75.75
3
Euphrat Museum of Art - Museum*
$10,000
74
66
90
70
300
75.00
4
Bay Area Chrysanthemum - Show
$1,300
73
77
80
63
293
73.25
5
Cupertino Symphonic Band - Equipment
$2,000
71
75
80
66
292
73.00
6
Santa Clara Audubon Society - Wildlife and Harvest Day
$10,000
75
71
85
60
291
72.75
7
Cupertino De Anza Lion's Charities Inc. - Ride4Diabetes
$10,000
73
75
75
63
286
71.50
8
Heart of the Valley - Reaching Hearts
$7,000
69
70
70
70
279
69.75
9
West Valley Community Services - Pantry Overhang
$20,000
77
83
45
68
273
68.25
10
Breathe CA - Seniors Breath
$2,500
67
91
40
73
271
67.75
11
Adolescent Counseling Services - Outlet Program
$15,000
68
77
60
60
265
66.25
12
AYSO South Bay VIP Soccer - Spring/Fall
$15,000
65
51
80
59
255
63.75
13
Cupertino Historical Society - Museum + Archive*
$20,000
76
34
90
43
243
60.75
14
InAtalent - Academy
$5,000
57
60
60
61
238
59.50
15
Northern California Chinese Culuture and Athletic Federation - Martial Arts Cultural Festival
$15,000
75
43
65
52
235
58.75
16
Silicon Valley Community United - Origami
$750
36
81
35
66
218
54.50
17
California Arts Association - Prabho Shivaji Raja
$5,000
69
26
55
67
217
54.25
18
Silicon Valley Jewish Film Festival - SVJFF
$10,000
72
45
25
46
188
47.00
19
Silicon Valley Community United - Drama
$3,000
62
45
30
46
183
45.75
20
Veteran's Sportsman Alliance - General
$25,000
62
30
20
44
156
39.00
21
Hindupedia Corporation - Textbook Reform
$5,000
71
38
0
47
156
39.00
22
AFS USA - Summer Study Abroad
$10,000
65
19
20
40
144
36.00
23
Line HH Dance Company - Nost Just Tutu
$8,0001
49
21
30
40
140
35.00
24
Silicon Valley Community United - Chinese New Year
$2,0001
56
1 25
19
38
138
34.50
Grand Total in Requests
$228,550
*Prior year applicants
CITY OF
CUPERTINO
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 3/22/19
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
• ChairNice 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
• Receive a Brown Act Presentation by the City Attorney
• Receive a Cupertino Shuttle Survey Results Presentation by the Public Works
Department
• Discussion and Recommendation to City Council on the Priority of the
Community Funding Grant Applications Received for FY 2019/2020
• Receive an Update on the Citywide Parks and Recreation System Master Plan
May 2, 2019
• Pest Management Program Presentation
• Sports Center Upgrades Presentation
• Strategic Plan Priorities - Themes
• Neighborhood Events Schedule Brief
June 6, 2019
• Community Gardens Project
July 11, 2019 - Special Meeting
• 4�h 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 Jollyman Dog Park Update
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