Loading...
Full AgendaPage 1 of 12 CITY OF CUPERTINO AGENDA C U P E RTI N O PARKS AND RECREATION COMMISSION 10350 Torre Avenue, Community Hall Thursday, October 3, 2019 7:00 PM This meeting will be televised. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1. Subject: Regular Meeting of September 5, 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: McClellan Ranch - Community Garden Improvements - Update Staff Report 1►1XTA30101101_I6R 3. Subject: Receive presentation and provide feedback on the Department Performance Measures and Workload Indicators for FY 19/20. Staff Report 4. Subject: Receive a presentation on the second Bobateeno youth and teen event. Staff Report Page 1 Page 2 of 12 Parks and Recreation Commission Agenda October 3, 2019 5. Subject: Thumbs UP! STAFF AND COMMISSION REPORTS 6. Subject: Receive Monthly Update Reports from: - Director - Commissioners ADJOURNMENT 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 2 Page 3 of 12 CITY OF CITY OF CUPERTINO is PARKS AND RECREATION COMMISSION Community Hall CUPERTINO 10350 Torre Ave, Cupertino, CA Thursday, September 5, 2019 7:00 PM MEETING DRAFT MINUTES CALL TO ORDER Vice Chair Kumarappan called the meeting to order at 7:01 p.m. in the Community Hall, at 10350 Torre Ave, Cupertino, CA. PLEDGE OF ALLEGIANCE Commissioners present: Xiangchen Xu, Gopal Kumarappan, Neesha Tambe (arrived at 7:08pm), Helene Davis Commissioners absent: Carol Stanek Staff present: Jeff Milkes, Kevin Khuu, Jenny Koverman Guest speakers: None APPROVAL OF MINUTES 1. Regular Meeting of August 1, 2019 Commissioner Davis motioned to approve the draft minutes. Commissioner Xu seconded. Motion passed with 3 yes and 2 absent. CEREMONIAL MATTERS AND PRESENTATIONS None POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Received written communication that will be uploaded into public record. OLD BUSINESS 2. Jollyman Park Dog Off -Leash Area (DOLA) Trial Survey Results Jeff Milkes, Director of Parks and Recreation reviewed the history of the item and introduced Jenny Koverman, Recreation Supervisor, to review the results of the survey and requested a recommendation from the Commission on whether to Page 4 of 12 continue with the trial or not. Will bring the item back to the Commission in March and July of 2020 with trial updates. The following members of the public spoke on item: Carol Miller, Cupertino Resident Cecil Coe, Cupertino Resident, submitted several documents (written communications) Catherine Coe, Cupertino Resident Sameer Raheja, from the Jollyman Off Leash Dog Group Charlie Hanson, Cupertino Resident Deepa Mahendrakar, from the Jollyman Off Leash Dog Group Ardith West, Cupertino Resident Debashis Rao, from the Jollyman Off Leash Dog Group Leigh Anne Gillis, Cupertino Resident Raj Avasarala, Cupertino Resident Commissioner Xu mentioned concerns from residents on the timing of and short time frame of the survey, enforcement of program, separation of large and small dogs into different areas or weekdays and weekends, and the cleanliness issue at Jollyman Park that may affect the evaluation of the trial. Suggested granting only responsible dog owners access to the dog off leash area or create a registration system for the program. Vice Chair Kumarappan supports the trial, but voiced concerns on enforcement, ensuring that dogs are licensed, and suggested having mitigation plans in place to respond to all concerns and risks from residents. Suggested having an official monitoring system for the trial and a way to collect feedback from dog owners or non -dog owners. Also, to provide specific training to the part time staff assigned to the trial. Commissioner Davis commented on the benefits of the trial, citing the historical information on the dog off leash item, and supports the trial moving forward. Chair Tambe suggested adding on the sign, a form or open link, to gather public comment for those who are against the trial. Supports moving forward with the trial but suggested staff investigate other forms of a barrier. Also, to have very strict and formalized rules to protect residents and dogs in case something does happen. Suggested having a reference mechanism for licensed dog owners, penalizing unlicensed dog owners more than licensed dog owners, and looking into the utilization of the Mary Ave Dog Park. Page 5 of 12 NEW BUSINESS None STAFF AND COMMISSION REPORTS 3. Receive Monthly Update Reports from: - Director o Reviewed summer participation data of City programs and facilities o BBF Pool is only open on weekends and will have the Pooch Plunge event after that. o Hired a new Administrative Assistant, Whitney Zeller o The Commission will receive a study from LAFCO on Rancho Rinconada in the end of November and there will be a joint meeting with the City Council to review the consultant's finding. Commissioners o Commissioner Davis attended the Summer Events, Dog Off Leash Outreach session, and the Mayor's Meeting. Reported on the following: ■ The Library Commission has formed a task force to work on the Library Expansion ■ The Teen Commission will host a Bobateeno Event on the September 21 at City Hall. ■ Sustainability Committee will host a speaker series on September 23. ■ Fine Arts Commission is hosting a Young Artist Award and Art in Unexpected Places, including a wall at the Stevens Creek Corridor (potential collaboration) ■ Bicycle Pedestrian Commission item, the Regnart Creek Trail, is going to City Council on September 17. o Vice Chair Kumarappan spoke about potential future topics of the Regnart Creek Trail and Rancho Rinconada swimming pool. o Commissioner Xu shared an upcoming community event at Memorial Park called Ride for Diabetes on Sunday, September 8. ADJOURNMENT - Chair Tambe adjourned the meeting at 8:34 p.m. to the October 3, 2019 at 7:00 p.m. Respectfully submitted, Kevin Khuu, Management Analyst Parks & Recreation Department Minutes approved at the regular meeting Page 6 of 12 CITY OF CUPERTINO PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: October 3, 2019 Subject McClellan Ranch - Community Garden Improvements - Update Recommended Action Review the proposed construction approach and revised design for the Community Garden, provide feedback, comments, and recommend staff to proceed with Design Development and preparation of Construction Documents for bidding. Discussion The Community Garden at McClellan Ranch Preserve was established in 1974 and was a popular and sought-after amenity in the City. However, over the years, the garden fell into a state of disrepair and the local wildlife, i.e. ground squirrels and other rodents, proliferated, forcing gardeners to take extensive measures, such as installing wire cages and screens, to protect their plots and their produce. The fence around the Community Garden was failing in many places and was unreliable as a secure enclosure. The impact of rodents on the garden produce was pervasive and persistent. The garden irrigation system was past its useful life, maintenance -intensive and insufficient to meet the needs of the garden. The existing garden plot sizing was variable and needed to be reconfigured for regular plot sizes. The purpose of this project is to develop a new vision for the garden which will include more regular -sized garden plots, new irrigation and new fencing. An earlier garden design, that was the result of several meetings with the gardener community between September 2017 and January 2018 and was presented before this Commission on April 5, 2018, was issued for bidding on August 31, 2018. On September 18, 2018, three bids were received, and all bids exceeded the construction budget. Staff then directed the design consultant, Callander Associates, Landscape Architects, to repackage the project and turn some of the work into bid alternates in order to bring the project to within budget, with the intention of re -bidding the project. However, at the October 18, 2018 City Council meeting, the project was de -funded and shelved to fund design services for a New City Hall. Page 7 of 12 Since the October 1811, meeting, the proposed New City Hall project was reprioritized and a number of CIP projects that were defunded , including the Community Garden, were proposed in this year's CIP budget. Staff proposed a budget of $1.5 million, based on the bids that were received in the previous year. At the June 18, 2019 City Council meeting, Council reduced the budget for the Community Garden at McClellan Ranch Preserve to $1.2 million and directed staff to allocate $300,000 to explore opportunities to build other community gardens at other locations within the City. Further, Council directed staff to engage (utilize) volunteer efforts to help build the community gardens in order to reduce cost. Given these parameters, staff directed the design consultant to revise the Community Garden layout to meet the new budget and consider where and how volunteer forces can be used during the construction phase. The current design goal is to provide a total of 80 plots consisting of six in -ground plots, four ADA raised beds, and seventy non- ADA raised beds. Construction is proposed to be sequenced as follows: Task By By By Contractor City Volunteers 1. Project startup/mobilization • 2. Demolition • 3. Erosion control • 4. Earthwork and grading• 5. Install underground hardware cloth • 6. Construct perimeter fence and • ate(s) 7. Install new irrigation controller, • lines and risers, including a hose bib at every other plot 8. Construct ADA raised beds • 9. Install decomposed granite (DG) • pathways 10. Stake the corners of in -ground and • non-ADA planter beds 11. Construct concrete pads and tool • sheds 12. Install sheet mulch underlayment • for wood chipped pathways 13. Procure lumber, fasteners, • hardware, top soil, wood chips, tool sheds (2) and ADA picnic tables (2) Page 8 of 12 14. Fabricate planter bed kits (pre-cut lumber and re -drill holes) • 15. Construct non-ADA raised beds • (assist) • 16. Fill planter beds with top soil • • (assist) 17. Place wood chips on pathways • 18. Assemble picnic tables • The construction budget for this revised garden design is $900,000. The remaining $300,000 will cover soft costs including fees for the landscape architect, biological monitoring and bird surveys, and staff time. To offset construction costs, individual volunteers and/or organizations will be sought to assist with construction of the gardens. Volunteers will assemble the non-ADA raised beds, and picnic tables. They will also assist with filling the beds with top soil, and spreading the wood chips on the garden pathways. Upon completion of the gardens, gardeners will be expected to volunteer a certain amount of time to keep the gardens organized and free of weeds in the pathways. As directed by City Council, staff will investigate the possibility of creating community gardens at other parks in the city. Wilson Park, Creekside Park, and Portal Park are currently under consideration for satellite gardens. Staff is researching this process in other communities, to develop the best option for implementation. Staff will give an update on this project at the City Council meeting on October 15, 2019. Construction is scheduled to begin in January 2020. Target completion date is Memorial Day 2020. Sustainability Impact The design phase of the Community Garden Improvement project does not have any sustainability impact. Fiscal Impact Funds for the redesign and reconstruction of the Community Garden at McClellan Ranch Preserve are allocated in the FY20 Capital Improvement Program. Prepared by: Alex Acenas, Public Works Project Manager Jenny Koverman, Recreation Supervisor Reviewed bv: Jeff Milkes, Director Parks and Recreation Department Chad Mosley, Assistant Director Public Works Department Approved for Submission by: Jeff Milkes, Director of Parks and Recreation Page 9 of 12 CITY OF CUPERTINO PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: October 3, 2019 Subject Receive presentation and provide feedback on the Department Performance Measures and Workload Indicators for FY 19/20. Recommended Action Receive presentation and provide feedback on the Department Performance Measures and Workload Indicators for FY 19/20. Discussion The Parks and Recreation Department developed the current performance measures in 2017 for the purpose of establishing department wide measures to benchmark in the coming years as well as to align with the city's fiscal year budget. Prior years contained service objectives that were specific to each division within the department. The fiscal year 19/20 performance measures include: • Percentage of Parks and Recreation Department customers surveyed who rate services as good or excellent. • Percentage of programs maintaining minimum registration. • Percentage of the department's total cost recovery for all (direct and indirect) costs. • Number of new programs or events offered. • Percentage of change in participants. This year's budget document also includes work load indicators specific to each of the divisions within the department. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. Prepared by: Christine Hanel, Assistant Director of Parks & Recreation Reviewed by: Jeff Milkes, Director of Parks & Recreation Page 10 of 12 Approved for Submission by: Jeff Milkes, Director of Parks & Recreation Page 11 of 12 CITY OF CUPERTINO PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: October 3, 2019 Subject Receive a presentation on the second Bobateeno youth and teen event. Recommended Action Receive a presentation on the second Bobateeno youth and teen event. Discussion The second year of Bobateeno was hosted this past Saturday, September 21st at the Cupertino Civic Center. This was the second collaboration between the Teen Commission, the Youth Activity Board, and the Parks and Recreation Department. Over 600 teens enjoyed boba while connecting with valuable wellness and school resources such as Innovation Launchpad, MVHS Bring Change 2 Mind, Code this, MVHS GSA, the 'You Are' Art Collective, the Cupertino Sports Center, and the Safe Routes to School program. Improvements to this year included moving the event to a more centralized location, adding a passport which required teens to visit five booths, and included more school -oriented resources. An additional goal of this year's event was to connect attendees with the value of outdoor recreation and socialization. In order to meet this objective, City staff organized mobile recreation activities which included ping-pong, table tennis, giant Jenga, connect 4. The newest additions of volleyball, badminton, and slackline were well -received and saw continuous use throughout the event. This is the latest staff effort in helping supplement young adult development by having teens experience firsthand the intrinsic value of an active lifestyle and social recreation. The 2019/2020 City Council Work Plan includes an item is to engage youth and teens in the community through recreation programming with the goal of empowering youth and improving mental health. Cupertino teens experience a high level of stress related to academic and life pressures and as a result, the Parks and Recreation Commission has asked for periodic updates from staff. Staff, along with the Teen Commission and Youth Advisory Board have undertaken several activities and initiatives to introduce novel recreation experiences to teens to decrease stress. The Bobateeno event as well as the hackathon events, Cupertino Cafe Page 12 of 12 (spring study & recreation opportunities), and a recent renovation of the teen center focus on meeting this goal. The Youth Activity Board (YAB) was formed in January 2019 to assist staff to provide stress reducing events and activities. Sustainability Impact No sustainability impacts. Fiscal Impact No fiscal impact. Prepared by: Daniel Mestizo, Recreation Coordinator, Parks & Recreation Reviewed by: Kim Calame, Recreation Supervisor Approved for Submission by: Jeff Milkes, Director of Parks & Recreation