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Agenda Packet CITY OF CUPERTINO AGENDA lop C U P E RTI N O PARKS AND RECREATION COMMISSION This will be a Teleconference Meeting with no Physical Location Thursday, November 5, 2020 7:00 PM This Meeting Will Be Televised TELECONFERENCE/PUBLIC PARTICIPATION INFORMATION TO HELP STOP THE SPREAD OF COVID-19 In accordance with Governor Newsom's Executive Order No-29-20, this will be a teleconference meeting without a physical location to help stop the spread of COVID-19. Members of the public wishing to observe the meeting may do so in one of the following ways: 1) Tune to Comcast Channel 26 and AT&T U-Verse Channel 99 on your TV. 2) The meeting will also be streamed live on and online at www.Cupertino.org/youtube and www.Cupertino.org/webcast Members of the public wishing comment on an item on the agenda may do so in the following ways: 1) E-mail comments by 5:00 p.m. on Thursday, November 5th to the Commission at parksandrecreationcommission@cupertino.org. These e-mail comments will be received by the commission members before the meeting and posted to the City's website after the meeting. 2) E-mail comments during the times for public comment during the meeting to the Commission at parksandrecreationcommission@cupertino.org. The staff liaison will read the emails into the record, and display any attachments on the screen, for up to 3 minutes (subject to the Chair's discretion to shorten time for public comments). Members of the public that wish to share a document must email parksandrecreationcommission@cupertino.org prior to speaking. 3) Teleconferencing Instructions Members of the public may observe the teleconference meeting or provide oral public comments as follows: Page 1 Parks and Recreation Commission Agenda November 5,2020 Oral public comments will be accepted during the teleconference meeting. Comments may be made during "oral communications" for matters not on the agenda, and during the public comment period for each agenda item. To address the Commission, click on the link below to register in advance and access the meeting: Online Please click the link below to join the webinar: https:Hcityofcupertino.zoom.us/webinar/register/WN_nyBs4lMGSG2EuQBw5LH6mw Phone Dial 888 788 0099, enter Webinar ID: 927 9453 3903 (Type *9 to raise hand to speak) Unregistered participants will be called on by the last four digits of their phone number. Or an H.323/SIP room system: H.323: 162.255.37.11 (US West) 162.255.36.11 (US East) 213.19.144.110 (Amsterdam Netherlands) 213.244.140.110 (Germany) 103.122.166.55 (Australia) 69.174.57.160 (Canada) Meeting ID: 927 9453 3903 SIP: 927945339030zoomcrc.com After registering,you will receive a confirmation email containing information about joining the webinar. Please read the following instructions carefully: 1. You can directly download the teleconference software or connect to the meeting in your internet browser. If you are using your browser, make sure you are using a current and up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers, including Internet Explorer. 2. You will be asked to enter an email address and a name, followed by an email with instructions on how to connect to the meeting. Your email address will not be disclosed to the public. If you wish to make an oral public comment but do not wish to provide your name,you may enter "Cupertino Resident" or similar designation. 3. When the Chair calls for the item on which you wish to speak, click on "raise hand." Speakers will be notified shortly before they are called to speak. Page 2 Parks and Recreation Commission Agenda November 5,2020 4. When called,please limit your remarks to the time allotted and the specific agenda topic. In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this teleconference 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, at least 48 hours in advance of the meeting to arrange for assistance. In addition, 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. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Library Foundation Programs. Recommended Action: Receive a presentation from the Library Foundation on their Programming. APPROVAL OF MINUTES 2. Subject: Meeting Minutes for October 1, 2020. Recommended Action: Review and approve the minutes for the October 1, 2020 Parks and Recreation Commission meeting. Draft Minutes POSTPONEMENTS 3. Subject: Project Evaluation Criteria and Process. Recommended Action: Discuss and adopt a process and criteria for project evaluations. Staff Report ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the Commission on any matter within the jurisdiction of the Commission and 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 on the agenda. WRITTEN COMMUNICATIONS Page 3 Parks and Recreation Commission Agenda November 5,2020 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. Staff Report A-Heart of the Valley Community Funding Grant Program Application FY19-20 B-Heart of the Valley FY 19-20 Annual Project Report 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. Staff Report A-Youth Sports Organization Feedback B-Sunday Field Use Comparative Analysis 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. Staff Report A-Comparative Market Anal 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. STAFF AND COMMISSION REPORTS 8. Subject: Monthly Update Reports. Recommended Action: Receive monthly update reports form the Director of Parks and Recreation and commissioners. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this teleconference 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, at least 48 hours in advance of the Page 4 Parks and Recreation Commission Agenda November 5,2020 meeting to arrange for assistance. In addition, 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. 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 5 CITY OF CUPERTINO CUPERTINO Legislation Text File M 20-8338, Version: 1 Subject: Library Foundation Programs. Receive a presentation from the Library Foundation on their Programming. CITY OF CUPERTINO Page 1 of 1 Printed on 11/5/2020 powered by LegistarTM PRC Meeting 11.5.20 Item #1 Cupertino Library Foundation 2020-2021 Senior Strategy Nov 5th1 2020 Presentation to Cupertino Parks and Recreation Commission Seetha Lakshmi Henry Sang,Jr. _T. Board Member President • �X� • fir, CUPERTINo LIBRARY FOUNDATION 1 Cupertino Library Foundation - CUPERIINU LIBRARY FULTVUATIUN Advocate for the Library Advocate for the Cupertino Community • Mission To provide financial and creative support for multi-generational, multi-lingual educational and cultural programs in collaboration with the Cupertino Library. 1 • Vision A Cupertino Library prepared to provide the most advanced resources, programs, and events to meet the current and future educational and cultural needs of our residents. Today we come to advocate for our seniors PRC M eeting 11.5.20 Item #1 X-t Demographic Shift C[1PERPINo LIH•ARY FoumAnoN • Seniors increasingly large portion of the population Santa Clara County Youth&senior Population • Time as senior—time as adult in 30.00% Cupertino 25.00% • Typically in the community for much longer than children (25/18=1.39) 20.00% • Not a monolithic group 15.00% • Education 2025=150%of2010 �55+ 10.0091. • Involvement • Aging issues 5.00% • Language & Culture 0.00% • Acknowledge and plan programs 2010 2015 2020 2025 2030 2035 2040 2045 2050 accordingly 3 CLF Senior Strategy _ COPEHTINo LIBRmy FeumAnoN • Spent 6 months researching areas of importance for seniors • Identified several threads to Ta gCareo -. - Parents " pursue under 4 umbrellas 0yb•sa- Library c Housing o Technology • Education Senior Transition � —) • Arts&Entertainment senior Education Transition 2 • Wellness senior Stra e2 • Senior Transitions IMF Are Senior • Partnership though a hub-and- Wellness Tansltio 'tie r Film S� eries Wellness' r s Care A spoke model is a key element of - our strategy \C�tliinon� Laughtervoga ?? r � ?Iif;�irY 4 PRC Meeting 11.5.20 Item #1 Hub-and-Spoke Model CuFEBTINo LIH y FouN AnoN • Hub Partner Roles • Overall strategy • Program Lead—take lead on a spoke • Program definition • speaker recruiting • Financial support • Program promotion • Spoke • Event management • Program supporter • Specific focus area • Lead a specific event • Operational responsibility • Provide marketing support for an event, program,or spoke • Provide facilities,zoom license share, print service,etc. • Live stream events in partner channels • Sponsor • Provide financial support 5 2020 CLF Programs - Laughter Yoga UPERTiNo LIBRARY FoL mmoN • Pilot program offered in September as part of a Wellness Series • Partnership with Cupertino Library, Ilk Santa Clara County Library District • Cupertino Parks and Rec also publicized the event 3 • 6 Zoom sessions lead by Certified Laughter Yoga instructor • Number of registrants: 63— 161 per session • Number of attendees: 30—59 per session • Lots of positive feedback • Much appreciated during the pandemic Shelter-In-Place period 6 PRC M eeting 11.5.20 Item #1 2020 CLF Programs — Cyber Security SeriCN • New CLF series started in October • Zoom Webinars on several topics — • Fake News, Internet, Email and Phone Scams (2020) • Social Media, Payment Apps (2021) • Cupertino Parks and Rec publicized the 2020 events • Number of registrants: 80 — 90+ per event • Number of attendees: 40 - 50 per event • High interest and demand for more events Programs in the Pipeline: X Senior Transitions - Housing - COPEA'IINU LIHIWtY FULNUATIUN • Expert sessions to describe the various types of senior housing options being used today (may not be available in Cupertino) • What do people want/need • Transition strategies (when, how) • Need for amenities and services 4 • Continuing care • Finance sessions where various full, burdened costs are explained • Including taxes (capital gains, property,...) • Family economics and inheritance • Models for making decisions • Panel of residents who have chosen various options 8 PRC M eeting 11.5.20 Item #1 Programs in the Pipeline: X Senior Transitions: Memory Care COPBRTINO LiB y FOOWOAT[ON • Expert presentations on types of memory issues • Diseases, stages, progressions • Services needed to support memory care patients • Caregiver support • Memory care finances • What do various services cost? What should one expect? • Typical scenarios • How to make your money work best. Other funding sources. • Panel of resident memory care patient family caregivers • Our stories, our path, future paths • What would we have done differently 9 Programs in the Pipeline: Senior Transitions: Taking Care of Parents CUPERTINO LIBRA&Y FouNDA7701V • Local parents • Mixed panels of professionals and families • Independence vs needing help • Handling anger and push back • Who to turn to for education, support, and counseling 5 • Training • Remote parents • How to support the local caregivers • Taking turns. Time vs money • How to work with your family and employer to provide caregiving • Support groups 10 PRC M eeting 11.5.20 Item #1 Partnering CupwmYo LIBRARY FourmArtON • CLF wishes to partner with multiple organizations • Extend existing program partnerships: Library,Cupertino Chamber of Commerce, Cupertino Senior Center • New programming partners • Partner roles • Program Lead—take lead on a spoke • Program supporter • Lead a specific event • Provide marketing support for an event,program,or spoke • Provide facilities,zoom license share,print service, etc. • Live stream events in partner channels • Financial sponsor How would Cupertino Parks and Recreation like to partner? 11 6 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8339, Version: 1 Subject: Meeting Minutes for October 1, 2020. Review and approve the minutes for the October 1, 2020 Parks and Recreation Commission meeting. CITY OF CUPERTINO Page 1 of 1 Printed on 11/5/2020 powered by LegistarTM CITY OF CITY OF CUPERTINO 11 PARKS AND RECREATION COMMISSION Teleconference Meeting CUPERTINO Thursday, October 1, 2020 7:00 PM DRAFT 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, Daniel Mestizo, Molly James Guest speakers: Kevin Davis, Rancho Rinconada Recreation and Park District General Manager CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Teen Programming. Recommended Action: Receive a presentation on teen programming. Recreation Coordinator, Daniel Mestizo, provided a presentation on teen Programming. Community Member Jennifer Griffin commented on the item and was happy to see the offerings available to Cupertino teens. Commissioner Tambe suggested offering resources to register to vote at the Pizza and Politics event. Commissioner Tambe and Chair Kumarappan congratulated Daniel on his efforts in continuing to innovate and create new programs for teens. APPROVAL OF MINUTES 2. Subject: Meeting of September 3, 2020. Recommended Action: Review and approve the minutes for the September 3, 2020 Parks and Recreation Commission meeting. Commissioner Begur motioned to approve the minutes for the September 3, 2020 Parks and Recreation Commission meeting. Commissioner Xu seconded the motion. Motion passed unanimously with five votes yes. ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Written communications were received for item 3 on the agenda, including emails to the Commission. POSTPONEMENTS None OLD BUSINESS 3. Subject: Rancho Rinconada Recreation and Park District Update. Recommended Action: Receive an update on the Rancho Rinconada Recreation and Park District and discuss next steps. Recreation Coordinator, Molly James, provided an update on the Rancho Rinconada Recreation and Park District (RRRPD) outlined in the staff report. Rancho Rinconada Recreation and Park District General Manager, Kevin Davis, was available to answer questions. Community member Jennifer Griffin spoke on the item, approved of the current operations of the Rancho Rinconada Recreation and Park District and shared that assets held by the special district need to be retained on site or given back to the special district residents if the special district is absorbed by the City. Commissioner Xu shared information on a public pathway connecting the neighborhood and RRRPD that has been fenced in. Commissioner Begur commented that access to the pathway is important in the evaluation process as well as its impacts to parking and access to the special district. Commissioner Tambe expressed apprehension around postponing a recommendation to Council with the understanding that only ten percent of special district residents who pay towards it actually utilize it. Vice Chair Stanek noted that LAFCO established that RRRPD has "zero sphere of influence", indicating that the district should eventually not exist as an independent special district. Vice Chair Stanek commented that the survey completed by the Parks and Recreation Department may have actually captured an accurate sample and that it will be a struggle to get a broader response since the majority of RRRPD users are not Cupertino residents. She added that the public pathway is not the Commission's issue and should be handled by the City and that the Commission should move forward and let the Council know what data has been collected regarding usage by residents, and base a decision on the information currently available. Commissioner Begur expressed concern that the survey results are inconsistent with the data provided by RRRPD regarding usage. Commissioner Xu commented that the public pathway is connected to the Commission's decision because residents in the survey had misinformation about the pool being public and not privately operated. Commissioner Tambe noted that statistically, RRRPD does not serve a purpose for its residents and would be served better under the City's operation. Commissioner Tambe expressed that waiting for the visioning process would not change the status of what the Commission needs to do. Chair Kumarappan agreed that the Commission should consider the data provided as well as discussions around the topic and provide a recommendation to the Council. Commissioner Xu recommended receiving more information on the cost to improve the facility and potential revenue before providing a recommendation. Commissioner Tambe motioned to recommend to the City Council Option 2: Merger of RRRPD with the City of Cupertino, as listed in the LAFCO report Special Study: RRRPD Governance Options. Option 2: Merger of RRRPD with the City of Cupertino: RRRPD would be dissolved and its functions, services, assets, and liabilities transferred to the City of Cupertino. The City would integrate RRRPD programs and facilities into current City operations and recreation planning. This option assumes that RRRPD's current property tax allocation would be entirely transferred to the City, and that all RRRPD services would be maintained at current levels (or better). Vice Chair Stanek seconded the motion. Commissioners discussed the motion. Chair Kumarappan proposed a friendly amendment to add a statement that the recommendation is based on data collected, which will be attached, including the LAFCO report, survey data and usage information. Commissioner Tambe accepted the friendly amendment. The amended motion passed unanimously with five votes yes. Chair Kumarappan added that the recommendation would not go to the Council immediately and that the Commission would review the data before moving forward. 4. Subject: Commissioner Park Amenity Evaluations and Next Steps. Recommended Action: Conduct a first review of the Commissioner's evaluations for park amenity improvements and discuss a timeline for next steps. Administrative Assistant, Whitney Zeller, reviewed the evaluations submitted by the commissioners and provided recommended next steps. Community member Jennifer Griffin commented on the item and expressed that the City needs to acquire additional parkland. Vice Chair Stanek shared that her understanding was not to provide an average for the evaluations,but to have a discussion and come to a group decision before having the Commission's recommendations be considered by staff. The commissioners clarified that in cases where multiple numbers are provided for a section, an average of the numbers is acceptable to use. Chair Kumarappan agreed with Vice Chair Stanek's comment that the data should not be averaged and considered but should be discussed and agreed on before being considered by staff. Vice Chair Stanek commented that information from all commissioners should be allowed for consideration. Commissioner Tambe noted that she would like to include data from all commissioners and that a special meeting should be held to discuss the evaluations. She added that her evaluations took into consideration long term needs. Chair Kumarappan reviewed the items for discussion including to clarify data points, submissions received after the deadline, and the timeline and process for providing combined data to the Commission. Commissioner Begur commented against allowing information from the commissioners that missed the deadline, noting that an extended deadline was not approved at the last commission meeting. Vice Chair Stanek shared that the Commission would be discussing and modifying the data and that it would not hurt the Commission and would improve the product by including the additional data. Chair Kumarappan commented that whether or not the late submittals are included, the commissioners will have the opportunity to participate in the discussion regarding prioritization. Commissioner Tambe noted that she had completed the work by the initial deadline but did miss the submission date and understood the commissioner's comments. Chair Kumarappan asked for clarification on when the two late submissions were received. Vice Chair Stanek motioned to accept all five commissioners' input on the issue to be included in the consolidation of the review for the priorities for the strategic planning. Commissioner Tambe seconded the motion. Chair Kumarappan abstained from the vote, Vice Chair Stanek and Commissioner Tambe voted yes, Commissioners Xu and Begur voted no. Chair Kumarappan broke the tie, voting no. The motion did not carry. Commissioner Tambe motioned that at a subsequent meeting, both Commissioner Xu and Commissioner Tambe's data be added to the discussion section. Vice Chair Stanek seconded the motion. Chair Kumarappan clarified that at a future meeting where the data is discussed and prioritized, there will be two separate points of data provided in the agenda packet. One including the combined data of the three evaluations submitted by the deadline, and one including staffs data with an attachment including Commissioner Xu and Commissioner Tambe's data as a reference. Commissioner Tambe confirmed that the motion is intended to include the additional data as an addendum. The motion passed unanimously with five votes yes. Commissioner Tambe summarized next steps stating that the Commission will have a special meeting dedicated to reviewing the evaluation data and will determine an accumulative Commission score. From there, utilizing what the staff has analyzed, the Commission will cross check their prioritizations with staff's prioritizations and will produce a list of the top items to address with the $200,000 for park amenity improvements. Director Joanne Magrini clarified staff's recommendation to have staff consolidate data from Parks and Recreation staff, Public Works staff and the commission and allow staff to provide a prioritization for the Commission to consider in their discussion to provide their recommendation. Chair Kumarappan commented that staff's evaluations and prioritizations will be one data point and the commissioner's evaluations will be a separate data point, all to be discussed and considered at a special meeting where the Commission will determine their recommendation for prioritization. NEW BUSINESS 5. Subject: Project Evaluation Criteria and Process Recommended Action: Discuss and establish a process and criteria for project evaluations. Chair Kumarappan motioned to postpone the item to the next Parks and Recreation Commission meeting. Commissioner Begur seconded the motion. Motion passed with four votes yes and one vote no from Commissioner Tambe. STAFF AND COMMISSION REPORTS 6. 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. Vice Chair Stanek attended the September Mayor's meeting and provided updates from the other commissions. Commissioner Tambe recommended a status update on department projects to be able to respond to public inquiries. Commissioner Begur agreed with Commissioner Tambe's request and added that an update should be provided at least on work program items with the current status of project budgets. Chair Kumarappan participated in the virtual Hack Cupertino event as a judge. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS The City Council has a special meeting scheduled the same day and time as the December 3rd Parks and Recreation Commission regular meeting. The Commissioners agreed to review scheduling options via email and post a cancellation notice once a new date is selected. Commissioners discussed the attendance for the Mayor's meeting as follows: October—Chair Kumarappan November—Commissioner Tambe December—Commissioner Begur ADJOURNMENT—Chair Kumarappan adjourned the meeting at 11:09 p.m. to the November 5, 2020 meeting at 7 p.m. Respectfully submitted, Whitney Zeller, Administrative Assistant Parks &Recreation Department Minutes approved at the regular meeting CITY OF CUPERTINO CUPERTINO Legislation Text File M 20-8340, Version: 1 Subject: Project Evaluation Criteria and Process. Discuss and adopt a process and criteria for project evaluations. CITY OF CUPERTINO Page 1 of 1 Printed on 11/5/2020 powered by LegistarTM CITY OF PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: November 5,2020 Subject Project Evaluation Criteria and Process. Recommended Action Discuss and adopt a process and criteria for project evaluations. Discussion The Parks and Recreation Commissioners are occasionally tasked with completing evaluations to provide input on City projects and programs. Recent evaluation projects such as park amenity improvements and community grant funding have highlighted a lack of standardization and clarity for completing, submitting, and distributing evaluations. Staff are recommending that the commissioners discuss and adopt a process and criteria for project evaluations to apply to projects and programs that come to the Commission moving forward. Suggested topics to discuss include the following: - Establishing due dates o Consider staff time needed to process data and staff schedules o Confirming with Commissioners when their evaluations are received - Guidelines for extensions o What be allowed and how will they be facilitated o How will extensions be communicated o Qualifications for extensions - Methods for submitting evaluations o Email vs shared folders o Methods must comply with the Brown Act and City policies - Transparency of when data and evaluations are submitted o Time stamping data o How and when data is published Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. Prepared by: Whitney Zeller,Administrative Assistant Reviewed bv:Joanne Magrini,Director of Parks and Recreation Approved for Submission by:Joanne Magrini,Director of Parks and Recreation Attachments: None PRC Meeting 11.5.20 Item #3 Project Evaluation Criteria and Process October 1 , 2020 is' CUPERTINO 1 Agenda • Overview and Examples • Suggested Topics Recommended Action • Questions and Discussion 2 1 PRC Meeting 11.5.20 Item #3 Overview and Examples Lack of standardization • Community Grant Funding Evaluations Park Amenity Improvements Evaluations Different methods used to submit data Data submitted in different formats Data submitted after set deadlines 3 Suggested Topics • Establishing due dates • Methods for submitting evaluations . Transparency of submitting data • Guidelines for extensions 4 2 PRC Meeting 11.5.20 Item #3 Suggested Topic Establishing due dates • Considering staff time needed to process the data received Deadline to be within regular work hours • Confirmation of receipt of evaluation 5 Suggested Topic Methods for submitting evaluations • Email • Shared Folder Brown Act • Commissioner Handbook . Technology Use Policy 6 3 PRC Meeting 11.5.20 Item #3 Community Funding Evaluations New Application • Commissioners will submit evaluations through an application portal Exception to other methods for submitting evaluations Suggested Topics Transparency of submitting data • Time stamp data submitted . Publishing data in commission agenda as an attachment s 4 PRC Meeting 11.5.20 Item #3 Suggested Topics Guidelines for extensions Will extensions be allowed Who will grant them (Director/Chair/Commission) How will extensions be communicated (via email or in public meeting) • Qualifications for an extension (Emergency situations) 9 Recommended Action Staff recommends that the commissioners discuss and establish a process and criteria for project evaluations, to be reviewed and adopted at an upcoming meeting. 10 5 PRC Meeting 11.5.20 Item #3 Questions and Discussion 11 6 Parks and Recreation Commission Meeting November 5, 2020 Written Communications Item #4 Heart of the Valley' s Request to Extend the Funding Period for Their Fiscal Year 2019-2020 Community Funding Grant Program Award PRC Meeting 11.5.20 Written Communications Item #1 =EYALL� 30 YLCPS COMPASSION Z-ACTION Cupertino Community Outreach Initiative 1 Introduction Identifying our Target Organizations Metrics Collection — How did we do? Heart of the Valley During COVID-19 Cupertino Community Outreach Budget Q and A r 2 1 INTRODUCTION Glenda Analyzed Cupertino Seniors Were Under Served Heart of the Valley got Determined that HOV the Grant from the City Needed to Spread the of Cupertino Word Thank You (YAYIII) Hired Sylvia Thank You (YAY!!!) Distributed some materials and Identified Target scheduled to Present Organization's and along with volunteers their Demographics Suzanne Dougan and Ken Becker—Continue upon return Social Media— upon return Government (7) High Schools/ Centers Trade Schools (5) /Colleges (16) Target Organizations Non-Profits (53) Clubs (2) (5) Medical Rehabilitation Churches (9) (9) PRC Meeting 11.5.20 Written Communications Item #1 CUPERTINO o be continued upon 00 Seniors Seniors 1 At At vI A . Volunteers Websites Volunteers Websites L 1 a; Heart of the Valley during COVID-19 Current Services Cupertino Volunteer Pool Reasons Seniors aren't reaching out Programs Se W �for Services and 5 Programs Friendly Caller 38 Heart of the Valley Living independently and have family (9 Cupertino support system. Volunteers) No Contact Yard Work 6 PayPal Moved to Facility. No Contact HHW 2 Oracle Moved in with family in area. Pickup*** Tech Support 1 Say Smile Students Moved in with family outside of area. Referral Program 5 Stanford Students Hard of hearing. Saratoga HS Students Can't match w/foreign speaker. Passed away. 'Houselhold Hazardous Waste Pickup 3 PRC Meeting 11.5.20 Written Communications Item #1 Cupertino TotalCategory Application Actual Expenditures -Of Budget r Admin Staff $600 $600 9% Printed Materials $1,800 $1,800 26% Outreach Manager $3,400 $0 49% Social Media $1,200 $0 17% Total $7,000 $2,400 100% Remaining Balance $4,600 7 I Q and A 4 PRC Meeting 11.5.20 Written Communications Item #1 =EVALL� 34+ YEARS COMPASSION FACTION Thanl< You Sylvia Abboud Cupertino Community Outreach Manager Cell: (408) 417—7867 sabboud@live.com 9 5 0 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8341, Version: 1 Sum: Heart of the Valley's Request to Extend the Funding Period for Their Fiscal Year 2019-2020 Community Funding Grant Program Award. 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. CITY OF CUPERTINO Page 1 of 1 Printed on 11/5/2020 powered by LegistarTM CITY OF PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: November 5,2020 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. Discussion At their June 18,2019 meeting, the City Council approved a$7,000 Community Funding Grant Program award to Heart of the Valley (HOV) as part of the FY 19-20 operating budget. As outlined in their application(Attachment A), the award was intended to fund the organization's "Reaching Hearts at Home" program to increase awareness and educate Cupertino residents age 65+on the benefits and services available to them through HOV. Due to COVID-19 restrictions, Heart of the Valley closed their office on March 16, as they were preparing to start the presentation phase of their program. The organization has currently used$2,400 of their awarded funds, as shown in their Annual Project Report(Attachment B) and have a remaining$4,600 intended to cover the cost of their Outreach Manager and presentations. Heart of the Valley anticipates completing their project within Fiscal Year 2020-2021 and are requesting to extend the funding period for their FY 19-20 Community Grant Funding Program award to June 30,2021 to allow them to use their remaining funds. Staff recommend that the commission review the organization's request and provide a recommendation to the City Council. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. If the funding period is extended, Heart of the Valley will be responsible for providing documentation of how the remaining funds were spent. Prepared by: Whitney Zeller,Administrative Assistant Reviewed bv:Joanne Magrini,Director of Parks and Recreation Approved for Submission by:Joanne Magrini,Director of Parks and Recreation Attachments: A-Heart of the Valley Community Funding Grant Program Application FY 19-20 B-Heart of the Valley FY 19-20 Annual Project Report Ial GRANT . . ADMINISTRATIVE SERVICES 1 408 -777-3220 1 WWW.CUPERTINO.ORG CUPERTINO INSTRUCTIONS Complete this application in full by March la,2019 to be considered for a Fiscal Year 2019-20 Community Funding Grant. Please answer each question completely and concisely. If additional space is needed,you may continue your response in another document and submit it as an attachment to the application. As in prior years, funding is contingent upon the City Council's General Fund allocation to the program and funding is not guaranteed. Eligibility To be eligible for a Community Funding Grant, grant requests must: • Be made or sponsored by a 501(c)(3)non-profit organization with experienced staff capable of implementing and managing the program/project/event. • Identify how the funds will be used to benefit the Cupertino community. • Be for one-time,project specific needs and not ongoing, operational costs. • Have more than 75% of the requested funds allocated for direct service costs versus administrative costs. • Be complete and submitted by March 1, 2019. Evaluation Criteria Evaluation criteria for grant requests include,but are not hunted to, the following: • Impact on and benefit to the Cupertino community o Number of Cupertino residents served vs.number of non-Cupertino residents served o Cost per Cupertino resident served vs. cost per non-Cupertino resident served o Availability of the program/project/event to the entire Cupertino community • Community need for the program/project/event • Alignment with City priorities • Uniqueness of the program/project/event o Lack of duplication in service o Level of collaboration if a duplicated service • Qualifications and experience of the organization and its staff • Reasonable cost • Demonstrated effort to secure funding from other sources • Clarity, completeness, and accuracy of grant application • Past performance if a recurring applicant Submission Please submit your completed application by emailing it to manelar@cupertmo.org_Applications are due by March 1,2019.Applications not received by the due date will be ineligible for funding in Fiscal Year 2019-20. Isa GRANT . . ADMINISTRATIVE SERVICES 1 408-777-3220 1 WWW.CUPERTINO.ORG CUPERTINO SECTION • • ' • Full Legal Organization Name: Heart of the Valley, SERVICES FOR SENIORS, Inc. Website: vAvv✓sew resforseniors oro Address: PO Box 418 City: Santa Clara State: CA Zip: 95052 Phone: 408-241-1571 Organization President/Executive Director Name and Title: jGlenda Cresap, Executive Director Email: gIenda(rDservicesforseniors.ora I Phone: 408-373-6812 Contact Name and Title: (If different) Email: Phone: SECTION • " • • ' • 501(c)(3)?: *Yes Year Established: 1987 O No Fiscal Sponsor Name: Fiscal Sponsor Address: City:I State:= Zip: Phone: Federal Tax ID: 77-0154535 (If your program is fiscallv sponsored, enter the tax ID of your sponsoring organization) SECTIONORGANIZATION INFORMATION Total Organization Budget: $117,000 Total# of Board Members: 110 Total# of staff:11.5 FEE Total# of Volunteers:k5l Mission Statement Committed to facilitating, advocating, and supporting independent living for seniors residing inwest Santa Clara County. Brief Description of Organization: See attached Brief Description of Services Provided: See attached REQUESTSECTION 4: GRANT 1. Program/Project/Event Name: Reaching Hearts 2. Date(s) and/or duration of program/project/event (if applicable): 12 months from date of grant award 3. Total program/project/event budget: $7,000 4. Requested Amount: $7 000 Percent of total program/project/event budget: 100 % 5. What percentage of your organization's projected income does your funding request represent? E� b. Type of Request: Capital improvement ElProgram Support Event 0 One-time project Other,please describe: 7. This grant will fund a(n): OExisting program/project/event,established in (year) ONew program/project/event 8. Describe the purpose of requested funds and the services that will be provided: See attached 9. ease provide a line item bnsakdaivri of how the tunds will be used in the categories ow. It a category is not applicable, put$0: a)Admin Staff$ 00 b) Materials/Equipment 1800 c) Entertainment" d) Room/Venue Rental$� e) Other Professional Services such as Project manager I $400 f) Other Social media advertising I q1,200 10.Explain how the request aligns to Cityprionties: See attached 11. Describe how the program/project/event fills a community need.Who identified this need?What other similar project/program/event exists to serve Cupertino residents?How is your proposed project/program/event unique from similar projects/programs/events or how do you collaborate to avoid duplication? See attached 12. Who will be served by thisgrant? Residents of Cupertino age 65+ living independently a) Number of individuals total: 000 b) Number of Cupertino residents: 000 c) Particular community groups: Not applicable d)Will the program/project/event be available to the entire community/public or me there any eligibility criteria? Residents of Cupertino 65+ living independently, estimated between 1,500 and 2,500 people e)Will there be a charge or fee for the program/project/event(if applicable)? r f) What outreach methods does your organization use to promote the program/project/event (if applicable)? See attached 13. Describe how the funds will be used to benefit or impact the Cupertino community: See attached 14. Demonstrate that the staff implementing and managing the program/project/event have adequate experience: See attached 15. How will success of the program/project/event be measured?: See attached 16. More than 75%of the requested funds will go towards direct service costs versus administrative costs?: O Yes ONo 17. Will you collaborate with other organizations to deliver the program/project/event funded by this grant? If so, which organizations? We plan to continue our collaborations with RYDE, West Valley Community Services, the Cupertino Senior Center, and Rebuilding Together and hope to develop new relationships with Cupertino churches and service groups, as mentioned previously. Heart of the Valleyis also a referral agency for seniors who live outside our area — last year we were able to give over 500 seniors viable resources they could use in the areas in which they live. 18. If your organization has ever received financial or in-kind support from the City of Cupertino outside of Community Funding Grants,please describe this support: Not applicable 19. Does your organization anticipate receiving additional financial or in-kind support from the City of Cupertino outside of Community Funding Grants for this type of program/project/event (e.g.fee waivers)?If so,please describe this anticipated support: No 20. If you are a multi-jurisdictional organization, describe any funding requested from other agencies/organizations in regards to this program/project/event request.Indicate whether the funding was granted, denied, or is still pending: We are not at present requesting funding from any other sources for "Reaching Hearts at Home" We respect that many funders seek to benefit people of the entire geographies they serve to some nominal degree, and Heart of the Valley is not equipped to mount an outreach campaign to its entire service area. 21. How would you fund the program/project/event if you do not receive the requested funding?: Given the concerns expressed in our answer to question #20, we will not seek fundingfrom another source, unless we were to identify another Cupertino-specific opportunity. SECTION 1. If you received a Community Funding Grant in prior years,indicate the amounts for each year and describe how those funds were used: Not applicable 2. If you received a Community Funding Grant last year. a. Please provide aline item breakdown of how the Community Funding Grant was used last year in the categories below.If a category is not applicable, put$0: i.Admin Staff$ ii. Materials/Equipment$F----1 Entertainment$ iv. Room/Venue Rental$ v. Other Professional Services such as $� vi. Other b.Who was served by the grant lastyear? f. Number of individuals total: ii. Number of Cupertino residents: iii. Particular community graups: iv. V Tas the program project event be available to the entire counnunity/public or me there any eligibility criteria? v.Was there a charge or fee for the program/project/event (if applicable)? vi. at outrea me o sdid your organization use to promote the program/project/ event(if applicable)? c. Was the program/project/event successful? Please indicate how success was measured: 3. Please indicate any additional funding received last year from other sources and provide your finandal statement if available: SECTIONCERTIFICATION I hereby state that the information presented in this application is true and complete to the best of my knowledge. Name: Glenda Cresap Title:lExecutive Director Signature:IGienda Cresap Date: IMarch 1, 2019 Attachment, Heart of the Valley, Community Funding Grant Application, March 2019 Brief Description of Organization For over 32 years, Heart of the Valley (HOV) has been serving seniors (65+) living independently in Cupertino.The services we provide are those you can imagine a senior requesting when asking for help from a family member or a friend. When a senior calls us, the help comes from one of our 251 volunteers, who comes to the senior's home as a "friendly neighbor."There are no applications to fill out, no registration fees and no waiting lists.This friendly neighbor spirit is core to everything we do. When neighbors help neighbors, we reduce isolation and build community. Sometimes it's little things, physical or emotional,that are obstacles to independent living for seniors. They might be embarrassed to ask for help, or not know who to call.They trust their familiar HOV volunteers, so they keep our number close to their phones.They gain confidence living independently,feeling they are part of the community. Because of the wide diversity of our volunteers, one client happily told us, "HOV brings the world to my home." Many of our clients are referred to us by local hospitals, churches, senior centers, social workers, doctors and nurses. HOV is a major advocate of, contributor to, and resource for a long list of senior service initiatives and agencies in Santa Clara County. In addition to Cupertino, Heart of the Valley (HOV) serves independently living residents ages 65+of Sunnyvale, Santa Clara, Saratoga, Monte Sereno, Los Gatos, Campbell, and the six western zip codes of San Jose. Brief Description of Services Provided Seniors phone in their service requests, ideally a week in advance,to our little office in Santa Clara. A part-time paid staff of three, along with a team of 15 office volunteers, performs intake and posts the requests to our online Volunteer Management Software.There, our volunteers review the service requests and then directly schedule with our clients.There are never any charges for our services. Of the service requests we receive, 90%are for escorted transportation, with about 80% being medically oriented.Volunteers also transport clients for veterinarian visits, shopping and errands, business and social events,visits to the cemetery, to the airport and other needs and requests. Escorted transportation is a "door through door" service, meaning volunteers accompany and assist clients throughout their trip and then return them home. Our volunteers also come to our seniors' homes to provide minor household repairs, maintenance and projects, garden and light yard work, errands and shopping trips,friendly visits, assistance with computers,technology and paperwork. Volunteers also pick up household hazardous waste and old, unused or expired pharmaceuticals to take them to be properly disposed. In 2018 we received 3,583 calls for services from 523 clients. Our 251 caring volunteers responded by donating over 22,000 hours of service in 2018, providing 8,000 services, including collectively driving seniors over 30,000 miles. City of Cupertino Community Funding Grant Application, March 1, 2019 Page 1 of 5 Attachment, Heart of the Valley, Community Funding Grant Application, March 2019 8. Describe the purpose of requested funds and the services that will be provided: This grant will fund "Reaching Hearts at Home."This outreach project conducted by Heart of the Valley (HOV) will exclusively target all senior residents (65+) of Cupertino living independently, as well as the family members, caregivers, and organizations who are a key part of their lives. HOV's overarching goal is to increase the number of seniors and volunteers who know of the services and opportunities we offer. Our specific objectives are to: (1) make our target audience aware of the services HOV provides (2) educate seniors on the ease of use and benefits of our services (3) communicate to the target audience how HOV's services supplement existing senior services, improving the quality of life for seniors living independently in the City of Cupertino At HOV,we have been long concerned that not enough Cupertino residents are aware that HOV exists and how we can benefit them.There are currently 48 HOV clients in Cupertino, which is roughly 1 out of 200 seniors. Compare this with Santa Clara, where HOV is physically located,where roughly 1 out of 100 seniors use our services.The reason usage is higher in Santa Clara is because HOV is better known in its home town, rather than because needs there are proportionally greater. (For instance, poverty is not higher enough in Santa Clara to account for the usage being roughly double.) In 2018, Cupertino seniors received 1,920 hours of volunteer service to meet their 288 requests and were driven a collective total of 2,700 miles at no cost to them. It is our belief that there are many more seniors we could help if they only knew we were available to them. HOV would also like to become more visible to interested volunteers as well. We currently have 39 volunteers who reside in the City of Cupertino, and another 52 who live outside the city who provide services to seniors residing in Cupertino. 10. Explain how the request aligns to City priorities HOV's services, which "Reaching Hearts at Home" will promote, align primarily with the City priority of Community Livability by increasing the quality of life for senior residents, because these services: (1) often make the difference between a senior living independently and requiring assisted living (2) support a more active life, increasing their well-being and health (3) engage them with HOV volunteers as "friendly neighbors" increasing the benefits of social engagement for seniors(and for the currently 37 volunteers who are Cupertino residents) Because HOV's services are free to the City and its senior residents, and because these services complement and add to existing senior services in Cupertino, HOV also aligns with Operational Efficiency and Sustainable Infrastructure, bringing no negative impact in these areas, and conceivably having a modest positive impact. City of Cupertino Community Funding Grant Application, March 1, 2019 Page 2 of 5 Attachment, Heart of the Valley, Community Funding Grant Application, March 2019 11. Describe how the project fills a community need. Who identified this need? What other similar project exists to serve Cupertino residents? How is your proposed project unique from similar projects or how do you collaborate to avoid duplication? Life in Silicon Valley can be difficult for seniors living independently,from getting across town for medical care,to a culture that can marginalize seniors within the community. Heart of the Valley (HOV) addresses these difficulties by encouraging seniors to communicate their needs and helping meet those needs through "friendly neighbors"—socially engaged volunteers. The most similar service to HOV's escorted transportation service is RYDE. HOV and RYDE address different transportation needs—the two organizations frequently refer clients to each other. (One of HOV's volunteers also volunteers for RYDE on Wednesdays.) RYDE is more suited to routine regularly scheduled trips,which HOV doesn't provide. RYDE's clientele aren't in need of an escorted service; HOV is more suited to single services, for often frail or disabled seniors or special-occasion trips, in which the senior values being escorted for the entire trip. Further specific differences are: (1) HOV is no cost; RYDE uses a sliding scale to determine cost (2) HOV is door through door; RYDE is curb to curb (3) HOV transports one senior at a time; RYDE can transport 2-3 on any given trip (4) HOV transports seniors 7 days a week from 9am-9pm; RYDE is available 8-4 M-F (5) HOV's riders must be 65+; RYDE's riders start at 55+ Rebuilding Together Silicon Valley also provides some home repairs for seniors as does HOV, but theirs are mostly on a larger scale. However,we do have a close relationship with them and refer clients to one another. Overall, Heart of the Valley is a unique agency in that we act as friendly neighbors would and there is no cost for any of our services.There is no other agency like Heart of the Valley in the County of Santa Clara. 12f) What outreach methods does your organization use to promote the project? 1) Presentations/meetings with City staff/volunteers, organizations such as service clubs, retiree groups, senior-related businesses, Cupertino churches, and events/venues where seniors gather. 2) Press meetings/communications (Courier, SJMN/Cupertino, etc). In the above two activities,when possible, we will engage Heart of the Valley (HOV) clients, volunteers and donors to share their experiences and thoughts regarding their commitment to HOV. 3) Flyers will be printed (along with tabletop/wall holders).These will identify on the front as a senior services solution and provide complete usage/contact information inside. Flyers will be placed in appropriate locations (e.g., lobbies,fairs, etc) and distributed to social services staff for their own reference. We will also evaluate postal mailings of these flyers or of postcards or other materials. 4)A social media campaign will target family members to encourage them as advocates for their senior relatives. We will consider extending the campaign with a "contest"for younger residents, creatively and appropriately themed,to promote taking and posting selfies with their older relations. City of Cupertino Community Funding Grant Application, March 1, 2019 Page 3 of 5 Attachment, Heart of the Valley, Community Funding Grant Application, March 2019 13. Describe how the funds will be used to benefit or impact the Cupertino community? The purpose of the funding will be to promote awareness and increase visibility of Heart of the Valley (HOV) among Cupertino residents. For 32 years, HOV volunteers have been helping seniors,yet only a small number of Cupertino seniors know they can utilize our services. HOV has no funding or time to promote our service—we are just too busy performing the services and recruiting volunteers. We come to you hoping for a helping hand that will benefit Cupertino seniors as well as those who love and care for them, and the City of Cupertino as part of its Aging in Place initiative. Further, by engaging with HOV we believe we can reduce stress on Cupertino residents who provide care to seniors. HOV's involvement might also reduce pressure on existing City services and/or reduce the cost of these services to the City.And it will promote if not increase intergenerational interaction and community. Simply put,this one-time grant, by building awareness of HOV services, will bring thousands of dollars more of value every year to increase the well-being of Cupertino seniors in need. HOV also seeks to increase volunteerism in the City of Cupertino.There are currently 37 HOV volunteers who reside in Cupertino, and 52 volunteers who are not Cupertino residents, but have been coming into Cupertino to serve HOV clients who are Cupertino residents. (Also, 22 HOV donors are Cupertino residents or businesses.) We plan to encourage our current volunteers who reside in Cupertino to try to recruit their friends,family and co-workers.The Project Manager can work with them to find a way to do this that is advantageous to them. Increased awareness will result from "Reaching Hearts at Home" communications,from possibly meeting HOV clients or close family members, and from meeting HOV volunteers (sometimes in the course of their volunteer work). Neighbors helping neighbors nourishes the spirits of those who are part of it,those who witness it, and those who are lifted by other feeling a more neighborly spirit. City of Cupertino Community Funding Grant Application, March 1, 2019 Page 4 of 5 Attachment, Heart of the Valley, Community Funding Grant Application, March 2019 14. Demonstrate the staff implementing and managing the project have adequate experience Heart of the Valley (HOV) is listed as a senior services resource in the Outreach List in the 2015 City Plan, and as a transportation resource in the 50+ Membership Guide and the Senior Center website. We participated in the Cupertino Volunteer Fair 2018, earning from the City: "Thank you for your efforts to promote volunteerism and services in our community by providing resources and opportunities for Cupertino volunteers." HOV has been serving Cupertino and west Santa Clara County for 32 years. Glenda Cresap has been executive director 29 years. We have periodically developed and implemented special projects. One was a program to safely and legally dispose of prescription drugs and household hazardous wastes (HHW) in seniors' homes. We educated seniors and coordinated with police and county agencies. HOV volunteers bridged the gap between senior capabilities and existing services. In 3 months,we removed over 1 ton of HHW from seniors' homes, earning a commendation from the Recycling and Waste Reduction Commission of Santa Clara County. Board of Supervisor's Commendation, 2019: "The Board of Supervisors of the County of Santa Clara does hereby recognize and commend Heart of the Valley for remaining steadfast in providing no-cost volunteer services to seniors in order to increase their well-being and independent living in West Santa Clara County." California Legislative Assembly Certificate of Recognition, 2018: "Congratulations on your outstanding service to our community.Thank you for the opportunities you have created and the time and volunteer services you have dedicated in bettering our society." California Senate Certificate of Recognition,2018: "For the commitment and dedication to serving the senior community and always going above and beyond." 15. How will success of the project be measured? We will measure success by increases in the number of clients and volunteers who reside within Cupertino.The top-level objective of"Reaching Hearts at Home" is to increase the number of Heart of the Valley clients in Cupertino from 48 to 96 in 12 months from the launch of the project. This measurement is already incorporated in our operations. Client names are maintained in our database, so we can readily pull a dated service history at any time for each Cupertino resident using our services. We always ask new clients how they learned about us and we have a place on our intake form for this information. While there is no clear way to attribute new clients to "Reaching Hearts at Home," our ongoing client growth (which is at about 10%annually without outreach) will be a small component of the target increase. In the same way,we can measure an increase in the number of Cupertino-residing volunteers, as well as non-residents fulfilling service requests originating in Cupertino. During the course of the project,we will make specific plans (for numbers of presentations, for example) and track performance. We will share community feedback we receive with the City. Our relationships with City staff will be carefully developed and maintained as a source of feedback. City of Cupertino Community Funding Grant Application, March 1, 2019 Page 5 of 5 Program: Reaching Hearts at Home: Agency: Heart Of The Valley City of Cupertino Community Funding Grant Annual Project Report Agency/Organization Heart Of The Valley Project Reaching Hearts at Home: Contact Person Glenda Cresap Title Executive Director Phone 408241-1571 E-Mail genda@servicesforseniors.org Grant Received $7,000 A. Project Results: as your program/project/event affected by COVID-19?Yes Do you have unu ed grant fund a a re ult of COVID 19? Ye as the program/project/event successful? Please indicate how success was measured: Our project is not complete due to Covid 19 restrictions. We have requested an extension. We were about to enter our Is t pha a which wa our pre entation and Social Media pha a Our Cupertino Outreach Manager had i organizations scheduled to receive in person presentations at the time of our closing with another 17 to be scheduled on her list. Those were postponed until we were able to return to work. We conducted mailings and in- person visits which will be reflected in our attachments prepared by our Outreach Manager. Although we are not able to offer our u ual ervice , we are providing ome No Contact ervice We have had 39 Cupertino Re ident nvolved in our Friendly Caller Program, 8 Cupertino Residents have used our Telephone Tech Assistance, 5 have used our yard work services so far(we just opened this service up on 8/1) and 6 have used our Household Hazardous Waste Pick up Program (which was just offered on 8/1). At the time of our application we had 48 Cupertino Re ident u ing our ervice , by the time we clo ed in March,we had a total of 72 client from Cupertino. We had an increase in volunteers helping Cupertino residents as well. At the time of the application,we had 40 volunteers helping Cupertino residents and at the time of our closing we had 49. We know our Program is orking because of this increase in participation. We also know these numbers will grow further with our upcoming pre entation and Social Media effort B. Clients Served: Please report the number of clients served as a result of this grant: Proposed in Application Actual from Event otal Number of Individual Cupertino Residents 4 7 Particular community groups served: see attachments as the program/project/event available to the entire community/public or were there any eligibility criteria? This project was available to Cupertino Residents age 65+ as there a charge or fee for the program/project/event? No hat outreach methods did your organization use to promote the program/project/event? Refer to Attachment C. Budget: Please enter your proposed budget from your application, and your actual expenses accrued from this grant: Category Application Budget Actual Expenditures % of Total dmin Staff $600 $600 9% Materials/Equipment $1,800 $1,800 26% Entertainment 0% Room/Venue Rental 0% Professional Services $3,400 $0 49% (describe)Outreach Manager Other: Social Media to be used $1,200 $0 17% upon return Other: 0% Total $7,000 $2,400 100% Remaining Balance $4,600 Do you intend to apply for Community Funding next year? No If yes, how much to you intend to apply for? Please list any additional funding received last year from other sources for this program: Heart of the Valley funded the additional Staff time and postage involved in this project. Uploaded Documents: Please upload all receipts for your program/project/event. Provide your financial statement if available. Cup Org Presentation Sites.xlsx Final list of Cup OrgaAM HOV Friendly Caller Program COVID-19.docx Cup Com Outreach Plan and Statistics 1.xlsx Cupertino Seniors Postcard - Blue 1.pdf Cupertino Volunteer Postcard.pdf HOV Facts Sheet.pdf Cup Com Outreach Introductory_ppt to HOV board 3.pptx Lightning Press invoices May 2019 - March 2020 1.pdf Person who Prepared Form Glenda Cresap Title Executive Director Phone Number 408 241-1571 Date: 09/01/2020 Program Manager Signature Glenda Cresap Date Signed 09/01/2020 Initially submitted:Sep 1,2020-11:03:54 PRC Meeting 11.5.20 Item #4 Heart of the Valley Request to Extend the Funding Period for Their Fiscal Year 2019-2020 Community Funding Grant Program Award is' CUPERTINO 1 Agenda • Background • COVID-19Impacts • Current Status of Funds • Heart of the Valley's Request • Recommended Action • Questions 2 1 PRC Meeting 11.5.20 Item #4 Background • City Council approved $7,000 to HOV for FY 19-20 • Intended to fund "Reaching Hearts at Home" 3 COVID- 19 Impacts • HOV closed their office on March 16 • Were preparing to start the presentation phase of their program 4 2 PRC Meeting 11.5.20 Item #4 Current Status of Funds • $2,400 of funds used Administrative staff ($600) Materials and equipment ($1 ,800) • $4,600 of funds remain • Outreach Manager ($3,400) • Social Media ($1 ,200) 5 Heart of the Valley's Request • Anticipated completion within FY 20-21 • Requesting to extend the funding period for their FY 19-20 Community Grant Funding Program award to June 30, 2021 to allow them to use their remaining funds. 6 3 PRC Meeting 11.5.20 Item #4 Recommended Action Staff recommend that the commission review the organization's request and provide a recommendation to the City Council Questions Toni Oasay-Anderson Senior Management Analyst Sylvia Abboud Heart of the Valley Executive Director CITY 4F CUPERTINO s 4 CITY OF CUPERTINO CUPERTINO Legislation Text File M 20-8342, Version: 1 Subject: Athletic Field Use Policy Youth Sports Organization Feedback and Next Steps. Receive an update on the Athletic Field Use Policy youth sports organization feedback and next steps. CITY OF CUPERTINO Page 1 of 1 Printed on 11/5/2020 powered by LegistarTM CITY OF PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: November 5,2020 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. Discussion In January 2020, staff conducted outreach to the youth sports organizations (YSO's) who utilize the City of Cupertino sports fields,yielding minimal feedback. In September, staff reengaged the YSO's via Zoom and telephone, and were able to gather information from all nine organizations regarding their interest in Sunday field use (Attachment A). Under the current policy,YSO's may be granted two Sundays per calendar year to accommodate special tournaments or events. This does not include regularly scheduled league play. The information received from the YSO's revealed that most are interested in minimal Sunday league play, including opportunities for rescheduling due to rainouts. Staff conducted a comparative analysis of 11 cities surrounding Cupertino regarding Sunday field use (Attachment B).The information gathered revealed that the surrounding cities allow regular field use on Sundays. Taking into consideration feedback received from the YSO's and the comparative analysis, staff will determine the next steps with the policy regarding Sunday field use and move forward with community outreach. Sustainability Impact No sustainability impacts. Fiscal Impact No fiscal impact. Prepared by:Jenny Koverman, Recreation Supervisor Reviewed bv:Joanne Magrini, Director, Parks and Recreation Approved for Submission by: Joanne Magrini,Director, Parks and Recreation Attachments: A-Youth Sports Organization Feedback B-Sunday Field Use Comparative Analysis Youth Sport Organization Sunday Field Use Feedback Requested Requested Requested Current Practices Games Tournaments Tournament Use American Youth Soccer- 35 0 4 4 2 Make-Up American Youth Soccer- 64 0 0 2 2 California Cricket Academy 0 All 2 2 Cupertino Football Club (Soccer) 0 0 4 2 Cupertino Girls Softball 0 7 1 1 Cupertino Little League 0 4-6 0 0 De Anza Youth Soccer 0 20 2 2 Golden Triangle Soccer All All 0 0 US Youth Volleyball League 0 3-6 0 0 Make-Up Current Policy Provision The following City Council-approved provision is included in the current field policy. "An organization providing a unique recreational opportunity, such as one serving special needs individuals may be assigned a special priority status following review of their offering by the Parks and Recreation Commission." AYSO-64 VIP Soccer adaptive needs program • Creekside Park only • 1-2 Fields, after noon • 20 Sundays per year Little League Challenger Baseball adaptive needs program • Wilson Park only • After noon • Four Sundays per year Sunday Field Use Comparative Analysis Cupertino and Surrounding Cities City Sunday Field Use Restricted? Campbell No Cupertino Yes Los Altos No Menlo Park No Morgan Hill No Mountain View No Palo Alto No Redwood City No San Jose No Santa Clara No Santa Cruz No Sunnyvale No PRC Meeting 11.5.20 Item #5 Athletic Field Use Policy Feedback from Youth Sports Organizations, and Next Steps November CUPERTINO Agenda . Youth Sports Organization (YSO) Outreach and Feedback • Current Policy:Sunday Field Use Sunday Field Use: Comparative Analysis Next Steps 2 1 PRC Meeting 11.5.20 Item #5 Current ®®® Tournament Use Golden Triangle Soccer Cupertino Football Club(Soccer) Current Policy Sunday Field Use • Two Sunday permit dates per year, per organization may be granted by staff to accommodate special tournaments or events (not regularly scheduled league play). • An organization providing a unique recreational opportunity,such as one serving special needs youth, may be assigned a special priority status following review of their offering by the Parks and Recreation Commission, including use of fields on Sunday. -AYSO-64 VIP (soccer adaptive needs program) -Little League Challenger (baseball adaptive needs program) 4 2 PRC Meeting 11.5.20 Item #5 Sunday Field Use Comparative Analysis Sunday play allowed: • Campbell • Redwood City • Los Altos • San Jose • Menlo Park • Santa Clara • Morgan Hill • Santa Cruz • Mountain View • Sunnyvale • Palo Alto Sunday play restricted: • Cupertino 5 Next Steps • Community outreach • Return to Parks and Recreation Commission for review of proposed policy • Present policy to City Council 6 3 MeetingPRC 11.5.20 Item #5 Questions? Jenny Koverman Recreation Supervisor CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8343, Version: 1 Subject: McClellan Ranch Community Garden Assignment Process, Term, and Bed Fees. Receive an update and provide feedback on the McClellan Ranch Community Garden assignment process, term, and bed fees. CITY OF CUPERTINO Page 1 of 1 Printed on 11/5/2020 powered by LegistarTM CITY OF PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: November 5,2020 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. Discussion The new community garden at McClellan Ranch Preserve will have 106 garden beds size 6 feet by 14 feet (84 square feet). These garden beds include 87 raised garden beds, six inground beds, five master gardeners'beds, and eight American with Disabilities Act (ADA) compliant raised beds. Currently, there are 29 existing gardeners and 95 Cupertino residents on the waiting list. The Community Garden is open to all Cupertino residents who wish to apply. To establish eligibility, interested parties must provide two forms of identification (government-issued photo ID and current utility bill) with the same Cupertino address. The program includes access to one garden bed filled with soil, use of water, and use of community tools for a period of three years. One garden bed is allowed per household. Upon opening, garden beds will first be distributed to all existing gardeners. Next, based on the order they were placed on the existing waiting list, residents will be offered the remaining garden plots. After the current waiting list has been exhausted, the following options are being considered. Option 1 The City maintains a waiting list of interested residents and distributes garden beds as they become available. One waiting list spot is allowed per household.Households with a garden plot may not have another household member on the waiting list. Option 2 The City maintains a waiting list of interested residents. Garden beds are distributed as they become available,with priority given to those living in high-density housing. The City defines high-density housing as greater than 35 units per acre. The City's GIS system will be used to verify whether the prospective gardener's address qualifies for priority. One waiting list spot is allowed per household. Households with a garden plot may not have another household member on the waiting list. Upon opening, gardeners would enter into a new three-year agreement for a garden bed, a change from the previous lifetime term. The shortened period will provide more residents with gardening opportunities while giving gardeners enough time to learn the best practices and cultivate multi-year crops. After a gardener's three year term ends, and if they have maintained their agreement in good standing, gardeners or another household member may place their name on the waiting list no more than 30 days before the end of their current contract. If the waiting list is empty, they may immediately begin a new year term. Fees for the community garden include a$110 annual fee ($1.31/sq ft) and a$150 refundable deposit. The yearly fee represents a 40% cost recovery. It is developed based on estimated water use, tools, supplies, administrative fees, and staffing costs. The refundable damage deposit is returned at the end of the three-year term if the garden bed is vacated in good condition. Deposit fees may be retained to cover costs needed to return a vacated garden bed to its original condition.This includes,but is not limited to, clearing the garden bed of any items other than the soil and replacing materials damaged beyond normal wear and tear. Staff conducted several comparative analyses with neighboring cities (Attachment A) to assist in determining the garden fees, term, and potential assignment process. Staff is recommending that the commission provide feedback on the McClellan Ranch Community Garden bed fees,term, and assignment process. Sustainability Impact No sustainability impacts. Fiscal Impact The community garden will generate approximately$11,110 in annual revenue from the collection of annual$110 user fees for 101 garden beds. There is no fee associated with the five master gardener beds. User fees are calculated to achieve a 40% cost recovery based on estimated water use, tools, supplies, administrative fees, and staffing costs. At a 40%cost recovery,the annual fee of$110 can be broken down to$22 for water use based on historical data, $3 for tools and supplies based on the amortization schedule, $10 for administrative fees, and$75 for staffing costs based on 15% of the compensation of a Recreation Coordinator position. Prepared by:Jeff Ordway, Recreation Coordinator Reviewed bv:Jenny Koverman, Recreation Supervisor Approved for Submission by:Joanne Magrini, Director of Parks and Recreation Attachments: A-Comparative Market Analysis Comparative Market Analysis Garden Bed Assignment Process Residency Requirement Prioritized High Density Housing Campbell Yes No Cupertino Yes TBD Milpitas Yes No Morgan Hill Yes No Mountain View Yes No Palo Alto Yes No San Jose Yes No Santa Clara Yes No* Saratoga Yes No Sunnyvale Yes No * Santa Clara gives priority if you live% mile or less from its garden. Due to the garden's location it includes many high-density housing complexes. Term of Use Waiting Period Morgan Hill 1 Year 2 Years San Jose 1 Year 6 Years Saratoga 2 Years 1 Years Santa Clara 3 Years 3 Years Cupertino 3 Years TBD Campbell 5 Years 4 Years Milpitas Lifetime 8 Years Palo Alto Lifetime 2 Years Sunnyvale Lifetime 4 Years Mountain View Lifetime (10-One Year Plots) 4 Years User Fee SquareAnnualFee Annual Fee Per Foot Milpitas $60 $0.08 $100 Campbell $72 $0.36 $72 Sunnyvale $95 $0.42 $95 Saratoga $235 $0.42 Morgan Hill $75 $0.75 Palo Alto $200 $0.86 $100 Mountain View $150 $0.93 $150 Cupertino $110 $1.31 $150 San Jose $175 $1.75 Santa Clara $75 $1.79 $50 McClellan Ranch Community Garden Assignment Process, Term, and Bed Fees November 5, 2020 SAV,7; �55.l91s CUPERTINO Agenda • Community Garden Data Eligibility Garden Bed Assignments Term of Use • Garden Bed Fees Recommended Actions Community Garden Data Garden Beds - 106 garden beds (84 sq feet) 87 raised garden beds 6 inground beds 5 master gardeners' beds 8 ADA raised beds Current Gardener List -29 existing gardeners - 95 residents on the waiting list Eligibility Open to all Cupertino residents Two forms of identification with the same Cupertino address. • Government-issued photo ID • Current utility bill Garden Bed Assignments Initial Assignments • All existing gardeners, defined as those with a garden plot at the time the old gardens closed • Cupertino residents on the current waiting list based on the order they joined the waiting list Garden Bed Assignment Options Two Options after all "Current" Gardeners and those on the current waiting list have received a garden plot. • Option 1: The City maintains a waiting list and distributes garden beds in the order of those on the waiting list. • Option 2: The City maintains a waiting list. The City distributes garden beds, with priority given to those living in high-density housing. The City defines high-density housing as greater than 35 units per acre and will use the City's GIS system to verify eligibility. Assignment Process Comparative Market Analysis City Residency Requirement Prioritized High Density Housing Campbell Yes No Cupertino Yes TBD Milpitas Yes No Morgan Hill Yes No mountain View r Yes No Palo Alto Yes No San Jose Ye: No Santa Clara Ye No Saratoga les No Sunnyvale es No Santa Clara gives priority if you live'/2 mile or less from its garden.Due to the garden's location it includes many high-density housing complexes. Term of Use Transition from lifetime to three-year term Provides gardening opportunities to more residents Provides suitable time for learning, failures, and development of multi-year crops After a gardener's three-year term ends and they are in good standing, they may join the waiting list or renew if no waiting list exists Term of Use Comparative Market Analysis City Term of Use Waiting Period Morgan Hill I YearYears San Jose I Year -• Santa Clara 3 YearsYears Cupertino 3 Years :D Campbell 5 YearsYears Milpitas Lifetime 8 Years YearsPalo Alto Lifetime 2 Years Lifetime 4 Mountain View Lifetime • • -Year Plots) User Fees $1 10 annual fee ($1.31/sq ft) • 40%cost recovery • Based on estimated water use, tools, supplies, administrative fees, and staffing costs $150 refundable deposit • Covers cost to return garden bed to original condition • Covers cost to replace materials damaged beyond normal wear and tear • User Fee Comparative Market Analysis City Annual Fee Annual Fee Per Deposit Square Foot Campbell $72 $0.36 Sunnyvale 1 Saratoga 1 .42 Morgan Hill $75 $0.75 Mountain View1 $0.93 $150 Cupertino r $1.31 $150 San Jose • • Clara $75 $1.79 $50 Recommended Action Receive an update and provide feedback on the McClellan Ranch Community Garden assignment process, term, and bed fees. PRC Meeting 11.5.20 Item #6 Questions 13 7 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8344, Version: 1 Subject: Parks and Recreation Commission Meeting for December 2020. Discuss and select the schedule for the December 2020 Parks and Recreation Commission meeting. CITY OF CUPERTINO Page 1 of 1 Printed on 11/5/2020 powered by LegistarTM CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8345, Version: 1 Subject: Monthly Update Reports. Receive monthly update reports form the Director of Parks and Recreation and commissioners. CITY OF CUPERTINO Page 1 of 1 Printed on 11/5/2020 powered by LegistarTM V date ! s p vlveclOver 5 2023 Noy emb G dates V t� up and c� ber 1$ Fgee > Gov e� er 2 , cemb �ete� pe s�\09 Gen Ov\D o Sen\oC . . C Gvpert�n 3.45 p•�- to 9'•31 a• o\00-\eot ov o 9 By op p � Sccg rt�ps.11,0 COVID Updates • Orange Tier • Reopened picnic site rentals on October 21 • Can reserve online at www.reg4rec.org y; a,�.a his, ,t •:. w kin 1, *Memorial Park *Linda Vista Park *Portal Park COVID Updates COVID Updates • Blackberry Farm Group Picnic Rentals for 2021 now open for reservations • Reserve online at www.reg4rec.orga ��• . COVID Updates • Signs posted at playgrounds with capacities and safety protocols 4 r .- upertno Playgrounds A - fe- I .,; .'I PRC Meeting 11.5.20 Item #8 COVID Updates • • • . .rams Participation . - Virtual Exercise Classes 277 Average Attendees per Week Sports Center Tennis Courts 1403 Average Participants per Week Blackberry Farm Golf Course 851 Average Participants per Week Fee-Based Virtual Exercise 54 Currently Enrolled Classes Lifetime Classes/Camps/ 439 Currently Enrolled Private Lessons/etc. 7 General Updates Sports - - Seismic Retrofit Indoor• - - classes/camps • ' • ' to ma.mk gJ , • All tennis courts willr remain • • - 8. f 8 4 General Updates Holiday Hours • Golf Course • November 26 - Closes 12 p.m. • Sports Center • November 26 - Closed All Day General Updates Blackberry Farm Golf Course • First tee time at 7:00 a.m. • Last tee time at 3:45 p.m. • Nets/Poles at the 9t" hole fell • General Updates Info-Teeno . _�� INFO-TEENO � � Financial Preparedness: October 18 Th,6,,i°sofM-y • i ; � Management • Over 50 registrants • Over 100 views Next Sessions • Understanding Credit • Making Good Money Decisions General Updates Pizza and Politics 2020 " • October 9 Ip . Tri-City collaboration -� • Over 500 views Pizza a renries p P 4 Pnmrc,- General Updates • Halloween Spooktacular a Giveaway • October 22 to October 24 = - • Delivered/Passed out 1400 buckets f General Updates Wildlife and Harvest Day 2020 • October 24 to November 29 • scvas.org/wildlife-harvest Wildlife & Harvest Day T 2020 General Updates • Halloween Drive-In Movie BBF Parking Lot • October 30 and 31 HOTELTWSYLVANIA Update to Municipal Code • City Council adopted an amendment to Section 13.04. 190 concerning activities in City Parks • The amendment grants Parks and Recreation Director discretion to allow city-sponsored programs during park curfew hours Rancho Rinconada Memo to Council • The City Manager provided a memo to the City Council with the Commission's recommendation • Staff are working with LAFCO on next steps and additional community outreach Community Funding Updates • Staff are working to streamline the administrative processes of the policy • Earlier application due date to allow more time for processing and review • Will be presented to City Council Themed Playground Equipment Community Outreach • Collecting feedback November 9 to December 4 Project website: Cupertino.org/playgroundequipment What are Your Thoughison Playground Equipment?- �epw�mepinre „�..,a��� eeae^mpw�m�na�romem el vewnS9k. .. rb cln,wl pee n�nw oomm Nnleeau«Rrvom xoamee�v"IF` eeem ,en mme dnyvo�na lneme w�vnuweMpm. _ TRICE iXF SURVEY®ep�nbwnM1all.cem/99IX1 ro see mee aewl nn pmlec•ml cu9wxw.aR/goyaaunmyupm.M ItkMaM�&9l86TAffi#RW�mA£46!£TE®WPS&4sE8N. e onSnWCmFa0a4n09ElIE�Y1L�FS:tEatffifl@IbtCSE � /Y 4EIW®� &fiR1All9s9¥iRRCBfiE2ri@RAWffifi'�B4i.NA'.F.b£EINEA .8GlFR965MCI7t9N:epanlewnM1an.com/99N .........84Sffi.ils+i@@45: eupmno.wg/pgygrounapulpmm Director's Update November 5, 2020 CUPERTINO I 1