P&R 11-05-2020
CITY OF CUPERTINO
PARKS AND RECREATION COMMISSION
Teleconference Meeting
Thursday, November 5, 2020
7:00 PM
MINUTES
CALL TO ORDER
Chair Kumarappan called the meeting to order at 7:00p.m. via remote teleconference.
PLEDGE OF ALLEGIANCE
ROLL CALL
Commissioners present: Gopal Kumarappan, Carol Stanek, Neesha Tambe,
Xiangchen Xu, Sashikala Begur
Commissioners absent: None
Staff present: Joanne Magrini, Whitney Zeller, Jeff Ordway,
Toni Oasay‐Anderson
Guest speakers: Kiran Varshneya, Cupertino Library Foundation
Seetha Lakshmi, Cupertino Library Foundation
Sylvia Abboud, Heart of the Valley
CEREMONIAL MATTERS AND PRESENTATIONS
1. Subject: Library Foundation Programs.
Recommended Action: Receive a presentation from the Library Foundation on their
Programming.
Kiran Varshneya and Seetha Lakshmi of the Cupertino Library Foundation provided
a presentation on their programs with a focus on senior programming.
Commissioner Tambe commented that the City has partners that we may be able to
connect the Library Foundation with to help provide resources.
Commissioner Xu recommended having the Senior Center and other organizations
providing programs for seniors to combine their efforts and work together.
Vice Chair Stanek shared that there is a Senior Advisory Council within the City.
APPROVAL OF MINUTES
2. Subject: Meeting of October 1, 2020.
Recommended Action: Review and approve the minutes for the October 1, 2020
Parks and Recreation Commission meeting.
Vice Chair Stanek clarified and amended her comments on item 3, addressing the
public pathway, to read “She added that the public pathway should be handled by
the City…”
Commissioner Tambe clarified and amended her comments on item 4 to note that
she had believed her evaluation information had been attached when her email was
sent.
Chair Kumarappan clarified and amended his comments on item 3 to note that the
commission would like to review the final package, which would include additional
data from the city staff before presenting it to the Council.
Commissioner Begur motioned to approve the minutes for the October 1, 2020 Parks
and Recreation Commission meeting as amended. Vice Chair Stanek seconded the
motion. Motion passed unanimously with five votes yes.
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
Written communications were received for item 4 on the agenda.
POSTPONEMENTS
3. Subject: Project Evaluation Criteria and Process
Recommended Action: Discuss and establish a process and criteria for project
evaluations.
Chair Kumarappan postponed the item to the December meeting.
OLD BUSINESS
4. Subject: Heart of the Valley’s Request to Extend the Funding Period for Their Fiscal
Year 2019‐2020 Community Funding Grant Program Award.
Recommended Action: Review and provide a recommendation to the City Council
regarding Heart of the Valley’s request to extend the funding period for their FY 19‐
20 Community Funding Grant Program award.
Administrative Assistant Whitney Zeller provided a presentation on the item.
Sylvia Abboud, Executive Director for Heart of the Valley provided a presentation to
the Commission.
Commissioner Stanek commended Heart of the Valley for being responsible and
bringing their request to the City.
Commissioner Tambe commented that if we survey organizations who received
funding, we should ask if COVID impacted how their funds were spent in
comparison to what was submitted in their application.
Commissioner Xu acknowledged that the reports from grant recipients are due after
the applications are reviewed for the new fiscal year.
Commissioner Begur commented that it would be helpful to have a report on how
funds were used for any organizations who have already completed their funded
project.
Chair Kumarappan added that any data we could gather would be helpful.
Commissioner Tambe motioned to recommend to City Council that Heart of the
Valley have access to the same amount of the previously allocated funding for this
fiscal year. Commissioner Begur seconded the motion. Motion carried unanimously
with five votes yes.
5. Subject: Athletic Field Use Policy Youth Sports Organization Feedback and Next
Steps.
Recommended Action: Receive an Update on the Athletic Field Use Policy youth
sports organization feedback and next steps.
Chair Kumarappan postponed the item to the December meeting.
NEW BUSINESS
6. Subject: McClellan Ranch Community Garden Assignment Process, Term, and Bed
Fees.
Recommended Action: Receive an update and provide feedback on the McClellan
Ranch Community Garden assignment process, term, and bed fees.
Recreation Coordinator Jeff Ordway provided a presentation to the on the item.
Vice Chair Stanek suggested to include in the policy the ability to transfer a term to a
satellite garden, once they are open, if it is closer to their home.
Commissioner Tambe commented that option two is a good to consider high density
housing for the waitlist.
Vice Chair Stanek clarified information on gopher mitigation and commented that
gardeners make an investment, buying things for their gardens, and the three‐year
term provides enough time for the investment to be worthwhile. Vice Chair Stanek
noted that it is important for the gardens to be managed well and that she was ok
with option two to prioritize those in high density housing.
Commissioner Begur suggested to include language that will make gardeners aware
of potential gopher issues.
Chair Kumarappan commented that staff’s plan to assign the beds to the existing
waitlist and then continue with prioritizing those in high density housing made
sense. The Chair added that it would be good to add in the policy that when the
satellite gardens are built, those who live nearby should have preference, and the
option to transfer their garden.
Commissioner Tambe recommended that when staff review the existing waitlist, to
include a note that gardeners can apply for a West Valley Community Service fee
waiver. She shared that she does not want someone to feel like they can’t participate
because of the cost.
The Commission recommended that once the existing garden list is exhausted, to
follow option two (prioritizing those in high density housing), with a three‐year term
and the fees suggested by staff.
7. Subject: Parks and Recreation Commission Meeting for December 2020.
Recommended Action: Discuss and select the schedule for the December 2020 Parks
and Recreation Commission meeting.
Commissioners confirmed they were all available to attend a special meeting on
December 7, 2020 at 7:00 p.m.
STAFF AND COMMISSION REPORTS
8. Subject: Monthly Update Reports
Recommended Action: Receive monthly update reports from the Director of Parks
and Recreation and commissioners.
Director Joanne Magrini provided a presentation and updated the Commission on
department projects, COVID impacts to parks and recreation, and upcoming events.
Commissioner Stanek asked if the letter to Council from the City Manager regarding
Rancho Rinconada could be shared with the Commissioners and noted she would
contact Joanne with comments regarding the Community Funding Policy.
Commissioner Tambe provided a report on the Mayor’s meeting where the other
commissions provided updates and they discussed Rancho Rinconada, Lawrence
Mitty and the strategic plan meeting.
The commissioners noted that the work program update should be on the agenda
and they would like to have it as a standing item. They added that they would like to
have a standing item to discuss future agenda items and would like to move forward
with discussing the strategic plan.
COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS
Commissioner Begur will attend the December Mayor’s meeting.
ADJOURNMENT – Chair Kumarappan adjourned the meeting at 9:56 p.m. to the
December 7, 2020 meeting at 7 p.m.
Respectfully submitted,
Whitney Zeller, Administrative Assistant
Parks & Recreation Department
Minutes approved at the November 16, 2020 special meeting