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LIB 04-08-2021 (Special) CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Teleconference Special Meeting Thursday, April 8, 2021 5:30 PM MINUTES CALL TO ORDER Chair Stanek called the special meeting to order at 5:31p.m. via remote teleconference. ROLL CALL Commissioners present: Carol Stanek, Xiangchen Xu, Gopal Kumarappan, Neesha Tambe, Sashikala Begur Commissioners absent: None Staff present: Joanne Magrini, Susan Michael, Jenny Koverman, Katy Nomura, Karen Levy, Whitney Zeller CEREMONIAL MATTERS AND PRESENTATIONS APPROVAL OF MINUTES Minutes for the April 1, 2021 meeting will be reviewed for approval at the May 6 meeting. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Written communications were received for item 2. OLD BUSINESS NEW BUSINESS 1. Subject: Proposed Fiscal Year 2021-22 Capital Improvement Projects. Recommended Action: Receive and provide feedback on a presentation for the proposed fiscal Year 2021-22 Capital Improvement Projects (CIP). Capital Improvement Programs Manager, Susan Michael, and Recreation Coordinator, Alex Corbalis, provided a presentation on the item. Commissioner Kumarappan commented that some of the project costs seemed high, specifically noting the cost of the amphitheater improvements at Memorial Park. Commissioner Begur agreed that the costs seemed high, noting the cost of the proposed Blackberry Farm Pools project. Vice Chair Xu commented that if there is the possibility to only remove one of the ponds at Memorial Park, that some residents would like to keep the ponds or have a water feature. Commissioner Tambe commented on the proposed Memorial Park design project and recommended including a cultural element, such as a Zen walking path, and to have the Fine Arts Commission incorporate artwork. She added that she is excited to hear about the three proposed phases for the park. Chair Stanek commented recommended choosing an alternative name for the proposed Pond Renovations project, as the current name suggests that the ponds will be fixed, rather than removed. Commissioner Tambe agreed with the recommendation of Wilson Park as the site for a full-size outdoor basketball court. 2. Subject: Updated Athletic Field Use Policy. Recommended Action: Recommend that Council approve the updated Athletic Field Use Policy and provide any input. Recreation Coordinator Karen Levy and Recreation Supervisor, Jenny Koverman, provided a presentation on the item. Community member Amy Jasper provided public comment and inquired about the fees and how the hours will be tracked. Community member Michael Gong provided public comment and inquired about the cost recovery and addressing organizations of differing sizes. Commissioner Tambe commented that decreasing the resting periods for fields made sense, that she was ok with the four Sundays for makeup plan, and that she had some hesitation on the pricing. She recommended a phased approach or providing some assistance for groups and moderating use of the cricket field, as it is the only one available. Commissioner Tambe exited the meeting at 7:12 p.m. Commissioner Kumarappan expressed concern with increased use of the fields and managing Sunday field use. Vice Chair Xu agreed with Commissioner Kumarappan’s concerns and suggested limiting the time of the sports groups to use the fields in the late afternoon. Chair Stanek commented that not including a formal field closure in the policy would be appreciated by sports groups and would allow staff to close the fields due to rain or as needed. She added that she understands transitioning to an hourly rate and having fees that are in line with neighboring cities, but recommended phasing into the higher fees. Commissioner Kumarappan commented that residents want to use the fields and lower fees would encourage more organizations to utilize Cupertino fields. He noted the goal is to provide the fields to Cupertino residents, not cost recovery. He noted concern with changing from 2 to 4 days of Sunday use, as well as the lower fees increasing demand of field use by outside sports groups. Commissioner Kumarappan motioned to recommend for Sunday field use, Option 2, amended to allow each group to reserve fields on two Sundays a year from 10 a.m. to 2 p.m. Commissioner Begur seconded the motion. Motion carried with four votes yes and Commissioner Tambe absent. The Commission recommended reformatting the fee options with a focus on the hourly rate instead of cost recovery and rename them Options A and B. Commissioner Kumarappan motioned to recommend transitioning from a user-based fee structure to an hourly rate fee structure, with Option A ($20/hour/field for resident nonprofit youth organizations and $30/hour/field for non-resident, nonprofit youth organizations). Commissioner Begur seconded the motion. Chair Stanek made a friendly amendment to include a phased approach. Vice Chair Xu noted that more than one year will be needed to phase in the increased fees. Commissioner Kumarappan recommended to separate the fee structure and the fee amount into two separate motions and amended his original motion to remove the recommendation of Option A. Vice Chair Xu seconded the amended motion to recommend to transition from a user-based fee structure to an hourly rate fee structure. Motion carried with four votes yes and Commissioner Tambe absent. Commissioner Kumarappan motioned to recommend a starting hourly rate of $10/hour/field for residents and use a phased approach, as determined by staff and their experience in the first year, to reach a fee of $20/hour/field, and to set the fee for non- resident, nonprofit youth organizations at $30/hour/field. Commissioner Begur seconded the motion. Motion carried with four votes yes and Commissioner Tambe absent. Commissioner Kumarappan motioned to recommend the option to close the fields as needed for rest and maintenance. Commissioner Begur seconded the motion. Motion carried with four votes yes and Commissioner Tambe absent. Commissioner Kumarappan motioned to recommend that City Council approve the updated Athletic Field Use Policy. Vice Chair Xu seconded the motion. Motion carried with four votes yes and Commissioner Tambe absent. STAFF AND COMMISSION REPORTS 3. Subject: Monthly Update Reports. Recommended Action: Receive monthly update reports from the Director of Parks and Recreation and Commissioners. Parks and Recreation Director, Joanne Magrini, provided the Director’s update. Chair Stanek noted the completion of the mural at Blackberry Farm. She shared that she took the Cupertino pledge and thanked staff for putting the program together. Commissioner Xu commented that the second mailer was sent out from the Rancho Rinconada Recreation and Park District. Director Magrini noted that an update on Rancho Rinconada will be on the agenda for the May meeting to provide an update on community outreach. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS FUTURE AGENDA SETTING Director Magrini reviewed the tentative agenda items for the May meeting. ADJOURNMENT Chair Stanek adjourned the meeting at 8:10 p.m. to the May 6, 2021 regular meeting at 7:00 p.m. Respectfully submitted, Whitney Zeller, Administrative Assistant Parks & Recreation Department Minutes approved at the May 6, 2021 regular meeting