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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 Monday, December 7, 2020 7:00 PM Televised Special Meeting 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 Monday, December 7th 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 December 7,2020 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_XbORkWf4TiCys5I6LOSAHw Phone Dial 888 788 0099, enter Webinar ID: 960 9640 0859 (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: 960 9640 0859 SIP: 96096400859@zoomcrc.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 December 7,2020 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. NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO PARKS AND RECREATION COMMISSION NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino Parks and Recreation Commission is hereby called for Monday, December 7, 2020, commencing at 7:00 p.m. In accordance with Governor Newsom's Executive Order No-29-20, this will be a teleconference meeting without a physical location. Said special meeting shall be for the purpose of conducting business on the subject matters listed below under the heading, "Special Meeting." SPECIAL MEETING CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1. Subject: Meeting Minutes for the November 16, 2020 Special Meeting. Recommended Action: Review and approve the minutes for the November 16, 2020 Parks and Recreation Commission special meeting. A-Draft Minutes POSTPONEMENTS 2. Subject: Project Evaluation Criteria and Process. Recommended Action: Discuss and adopt a process and criteria for project evaluations. Staff Report 3. Subject: Athletic Field Use Policy Youth Sports Organization Feedback and Next Steps. Page 3 Parks and Recreation Commission Agenda December 7,2020 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 Anal 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 OLD BUSINESS NEW BUSINESS 4. Subject: Status of the Fiscal Year 2020-21 Work Program and First Quarter Budget. Recommended Action: Receive a report on the status of the Fiscal Year 2020-21 Work Program and first quarter budget. Staff Report A-PRC FY 2020-21 Work Program Items B-PRC FY 2020-21 Work Program Items(Not Included In Dashboard) 5. Subject: Community Feedback Regarding Playground Equipment Replacement Options for Creekside Park and Varian Park Tot Lots. Recommended Action: Receive an update on community feedback regarding playground equipment replacement options for Creekside Park and Varian Park tot lots. Staff Report STAFF AND COMMISSION REPORTS 6. Subject: Monthly Update Reports. Recommended Action: Receive monthly update reports from the Director of Parks and Recreation and commissioners. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS FUTURE AGENDA SETTING ADJOURNMENT Page 4 Parks and Recreation Commission Agenda December 7,2020 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. 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 CITY OF CUPERTINO is PARKS AND RECREATION COMMISSION Teleconference Special Meeting CUPERTINO Monday, November 16, 2020 6:00 PM DRAFT MINUTES CALL TO ORDER Chair Kumarappan called the meeting to order at 6:00p.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, Rachelle Sander, Zach Korach, Toni Oasay-Anderson Guest speakers: None APPROVAL OF MINUTES 1. Subject: Meeting Minutes of November 5, 2020. Recommended Action: Review and approve the minutes for the November 5, 2020 Parks and Recreation Commission meeting. Vice Chair Stanek motioned to approve the draft minutes for the November 5, 2020 Parks and Recreation Commission meeting. Commissioner Tambe seconded the motion. Motion carried unanimously with five votes yes. POSTPONEMENTS No Postponements ORAL COMMUNICATIONS No Oral Communications were received WRITTEN COMMUNICATIONS No Written Communications were received OLD BUSINESS 2. Subject: Updated Administrative Procedures Within the Community Funding Grant Policy. Recommended Action: Review and provide feedback on updated administrative procedures within the Community Funding Grant Policy, including an earlier submission date for applications, clarification on how applications will be organized and reviewed, eligibility requirements, program funding cap, and affirmation that all qualified applicant materials will be brought to City Council. Recreation Supervisor, Rachelle Sander, provided a presentation on updated administrative procedures within the Community Funding Grant Policy. Commissioner Tambe commented that she approved of the new submission date for applications. She noted that she wants to make sure the Historical Society is not included in whatever cap is decided on, that she would like to see receipts for expenses prior to evaluating applications, and suggested a sliding scale for those organizations that receive funding for festivals to make it more sensitive to smaller or less funded organizations. Vice Chair Stanek commented that organizations may be relying on the fee waivers and added that she would like Council to decide on a funding range rather than a funding cap. Chair Kumarappan questioned Sister Cities getting additional funding through the grant program and questioned limiting funding organizations that receive fee waivers. The Chair suggested having City Council determine a funding cap. Commissioner Begur commented that Commission should have knowledge of what funds are available for the grant program, so that the Commission can provide options to the City Council to consider. Commissioner Xu commented that a five-year funding history for the program is helpful in determining a potential cap. Commissioner Begur agreed that City Council makes the final decision for funding but would like to have a guideline from City Council on what budget should be designated to the grant program. Commissioner Tambe clarified the comments of the Commissioners, including that all commissioners agree with the earlier submission date, a preference for annual feedback from Council on what they are willing to spend on the program, agreeance that Council should receive all applicant information, and enforcing the portion of the application which requests information on other funding sources and their amounts. Chair Kumarappan agreed with Commissioner Tambe's comments and added that he agreed with Commissioner Begur's comments that it would be helpful to know what budget the City Council is willing to assign to the program before providing a recommendation. He added that the Commission would like to see funding for the Historical Society through the grant program, included in the budget. Vice Chair Stanek noted that the Commission seemed to agree on an earlier application date and removing restrictions for organizations that receive a fee waiver. Director of Parks and Recreation,Joanne Magrini, commented that a motion is not needed, but that staff are retaining the Commission's feedback and proposed a funding range of$70,000 to $90,000 based on the three-year average provided by Finance, to address the Commissioner's comments. She shared that the item would be brought to City Council at their December 1st meeting. NEW BUSINESS No new business STAFF AND COMMISSION REPORTS No staff or commission reports. ADJOURNMENT-Chair Kumarappan adjourned the meeting at 7:42 p.m. to the December 7, 2020 meeting at 7:00 p.m. Respectfully submitted, Whitney Zeller, Administrative Assistant Parks &Recreation Department Minutes approved at the regular meeting 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: December 7,2020 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 by:Joanne Magrini,Director of Parks and Recreation Approved for Submission by:Joanne Magrini,Director of Parks and Recreation Attachments: None PRC Meeting 12.7.20 Item #2 Project Evaluation Criteria and Process December 7, 2020 is' CUPERTINO 1 Agenda • Overview and Examples • Suggested Topics Recommended Action • Questions and Discussion 2 1 PRC Meeting 12.7.20 Item #2 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 12.7.20 Item #2 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 12.7.20 Item #2 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 12.7.20 Item #2 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 12.7.20 Item #2 Questions and Discussion 11 6 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: December 7,2020 Subject Update on the Athletic Field Use Policy, Including Feedback from Youth Sports Organizations and Next Steps. Recommended Action Receive an update on Athletic Field Use Policy, including feedback from Youth Sports Organizations 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 by: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 12.7.20 Item #3 Athletic Field Use Policy Feedback from Youth Sports Organizations, and Next Steps December 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 12.7.20 Item #3 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 12.7.20 Item #3 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 12.7.20 Item #3 Questions? Jenny Koverman Recreation Supervisor 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: December 7,2020 Subject Status of the Fiscal Year 2020-2021 Work Program and First Quarter Budget. Recommended Action Receive a report on the status of the Fiscal Year 2020-2021 Work Program and first quarter budget. Discussion This report intends to provide an update on the current status of the FY 2020-21 Parks and Recreation Commission Work Program and an overview of the department's first quarter revenue and expenditures. FY 2020-21 Parks and Recreation Commission Work Program The City recently launched a public dashboard for the FY 20-21 City Work Program to provide progress updates for the City Council, Commissions, and public. The dashboard will be updated quarterly and is hosted on the City's website. Four of the seven FY 20-21 Parks and Recreation Commission Work Program items can be found on the new dashboard and have been provided as a printout(Attachment A). The Athletic Field Use Policy item and the Community Gardens item were carried over to the FY 20-21 Parks and Recreation Work Program from the previous year's work program and therefore are not included on the new dashboard. Additionally, the Commission added the State of the Trails item to their work program, which is also not included in the dashboard. The status of these three items have been included as a separate attachment(Attachment B). Parks and Recreation Department Q1 Budget Review The first quarter budget review analyzes the Department's actual revenues and expenses from July 1 to September 30, compared to the adopted budget for the entire year. Using 25% as the baseline comparison, revenues are currently at 22%received while expenses are at 16% spent. The reductions in revenue are due to closures of all indoor and outdoor rental spaces, the Senior Center, and Blackberry Farm for the 2020 Summer, along with reduced programs, classes, and camp offerings. However, this is being partially offset by increased revenues at the Sports Center and Blackberry Farm Golf Course, since golf and tennis have continued to be allowed during most of the shelter in place. Expenses are also below projections, due to savings from the four vacant full-time employee positions (Assistant Director, Recreation Supervisor,Recreation Coordinator, and Case Manager), reduction in part-time salaries due to building closures, canceled summer events, reduced programs offered, and the related materials and contract services costs needed to run or produce the programs and events mentioned above. Considering the current challenges provided by COVID, staff are continuing to adapt, such as offering more virtual programs and events, and will continue monitoring both revenue and expense levels. The Department is within budget to continue operating as is, and as of first quarter,no additional funds were requested from City Council for this fiscal year. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. Prepared by:Whitney Zeller, Administrative Assistant, Kevin Khuu, Management Analyst Reviewed by:Joanne Magrini,Director of Parks and Recreation Approved for Submission by:Joanne Magrini,Director of Parks and Recreation Attachments: A-PRC FY 2020-21 Work Program Dashboard B-PRC FY 2020-21 Work Program Items (Not Included In Dashboard) ■ O Project Detail Blackberry Farm Golf Course Needs Assessment Budget Budget Expended Budget Remaining $50.00K $125.19 $49.87K Determine short-term and long-term improvements to the golf course and amenities. # Task Status Milestone Update Task Start Task Finish %Complete Last Updated 1.2 Planning Phase Q Complete Engaged previous consultant to perform a revised needs assessment of the golf course. 8/31/2020 9/4/2020 100.0 11/18/2020 1.3 Research In Progress Research performed on local,similarly sized municipal golf courses.Currently updating scope of 9/9/2020 11/20/2020 87.0 11/18/2020 work to provide to the consultant. 1.4 Procurement Future Will execute a contract with the consultant for the golf course feasibility study to include an updated 12/1/2020 1/8/2021 0.0 11/18/2020 scope of work. 1.5 Execution Phase Future Consultant will assess different options and financial impacts for golf course and present the draft 1/11/2021 5/26/2021 0.0 11/18/2020 study to the City for review and feedback. 1.6 Outreach Future Will facilitate outreach to key stakeholders about discussing future options of the golf course. 5/10/2021 7/20/2021 0.0 11/18/2020 Present draft study to Parks and Recreation Commission and City Council for feedback. 1.7 Closing Processes Future After receiving feedback and input from City Council on the draft study,resubmit for final approval 7/21/2021 8/17/2021 0.0 11/18/2020 and adoption.Expected completion by August of 2021. Microsoft Power BI Pages ,�' ■ O Project Detail Dogs Off Leash Area (DOLA) Budget Budget Expended Budget Remaining $0.00 $0.00 $0.00 Identify additional areas suitable for permitting dogs to be off leash and establish one such area,if the current trial period is successful. # Task Status Milestone Update Task Start Task Finish %Complete Last Updated 1.2 Research Q Complete Initial comparative analysis of neighboring cities with existing DOLAs completed. 7/1/2019 8/2/2019 100.0 11/18/2020 1.3 Outreach Complete Survey was administered to neighboring residents(within.25 miles)of Jollyman Park.618 responses 7/1/2019 9/5/2019 100.0 11/18/2020 with 78%in support of the trial.Parks and Recreation Commission approved initial trial. 1.4 Execution Phase In Progress Initial trial performed and extended until June 30,2021 or until sufficient data is collected for the co- 9/6/2019 8/5/2021 58.0 11/18/2020 existence of youth sports groups and the DOLA.Research other potential locations and present results to Parks and Recreation Commission. 1.5 Closing Processes Future Present trial results and recommend additional site to City Council.Determine if trial is successful, 8/6/2021 9/7/2021 0.0 11/18/2020 request approval and implement DOLAs. Microsoft Power BI Pages ,�' ■ O Project Detail Rancho Rinconada (RR) Budget Budget Expended Budget Remaining $0.00 $0.00 $0.00 Begin operations of aquatics programs and facility rentals,if RR is absorbed by City. # Task Status Milestone Update Task Start Task Finish %Complete Last Updated 1.2 Research Complete The Local Agency Formation Commission of Santa Clara County(LAFCO)completed a study of three 1/29/2020 2/17/2020 100.0 11/18/2020 future options for Rancho Rinconada(RR).Report was provided to staff for review. 1.3 Outreach In Progress City Council reviewed LAFCO report,recommended options 1 and 2.The City surveyed RR residents. 2/18/2020 5/31/2021 58.0 11/18/2020 50 households responded,with 65%in support of the merger.Parks and Recreation Commission recommended merger option.Staff will perform additional outreach. 1.4 Planning Phase In Progress Prepare application to LAFCO on the merger,including detailed operations plan to ensure status quo 10/27/2020 7/30/2021 1.0 11/18/2020 or improved level of service or determine other uses of the property.City Council to review and approve application. 1.5 Procurement Future Merger application will be submitted to LAFCO for the board to review. 8/2/2021 10/4/2021 0.0 11/18/2020 1.6 Execution Phase Future Pending approval of application from LAFCO,work on the annexation of RR into the City will begin. 10/4/2021 11/22/2021 0.0 11/18/2020 1.7 Closing Processes Future City takes ownership of RR and finalizes operations of the site. 11/23/2021 12/22/2021 0.0 11/18/2020 Microsoft Power BI Pages ,�' ■ O Project Detail Parks & Recreation Dept Strategic Plan Budget Budget Expended Budget Remaining $0.00 $0.00 $0.00 Complete a strategic plan that addresses the immediate and short-term opportunities identified in the Master Plan. # Task Status Milestone Update Task Start Task Finish %Complete Last Updated 1.2 Execution Phase IS In Progress Continue to engage with Public Works to identify ongoing routine park improvements that 7/1/2020 6/30/2021 40.0 11/18/2020 contribute to the strategic plan goals. 1.3 Research ®Complete Research performed on all 18 parks and amenities for potential improvements.Reviewed the tot 7/1/2020 11/20/2020 100.0 11/18/2020 playground equipment at Creekside and Varian for possible equipment replacement,focusing on themed equipment. 1.4 Outreach In Progress Utilizing results from the Parks and Recreation System Master Plan to guide prioritization of amenity 11/2/2020 12/4/2020 62.0 11/18/2020 improvements.Gather feedback from staff and stakeholders on playground replacement options. 1.5 Planning Phase Future Will present the park amenities improvements and playground equipment replacement 11/23/2020 2/1/2021 0.0 11/18/2020 recommedations to the Parks and Recreation Commission for feedback. 1.6 Closing Processes Future Finalize prioritization plans for park amenity improvements and playground replacements projects, 2/2/2021 2/15/2021 0.0 11/18/2020 submit to the City's CIP program for implementation for this fiscal year.Include prioritization for future projects in upcoming fiscal years. Microsoft Power BI Pages ,�' ObjectiveDriven by City Work-Piogram, Estimated Project/Task Project Use of Athletic Fields in Parks Access current Athletic Field Use Council Priority-FY2019/20 Work TBD pending $30K for field use analysis Staff surveyed Youth Sports Organizations(YSO)who policy,scheduling process,and fee Program(Community Livability) COVID and and community utilize the fields and are continuing with the public schedule.Review field use policy, potential for outreach outreach portion of the study.Staff brought an including Sunday reservation community update to the Parks and Recreation Commission at feasibility,scheduling,and program engagement their September 3,2020 meeting and will provide an cost recovery.Review use of fields for update on the YSO survey results at the December 7, use as a dog off leash area(DOLA) 2020 Parks and Recreation Commission meeting. to include evaluation of the pilot DOLA trial at Jollyman Park.Hold public hearings and make recommendation to City Council Community Garden Improvements Renovate the community gardens at Council Priority-FY2019/20 Work McClellan Ranch $1.2M for McClellan Construction on the McClellan Ranch Community McClellan Ranch,and implement a Program(Community Livability) Community Ranch Community Garden began in September and is scheduled to be new process and procedures for a Garden:Early 2021 Garden complete in early 2021.Volunteer efforts are pending more effective,community-driven COVID-19 restrictions. gardens program.Explore extending Satellite Garden: $300K for satellite community gardens across other TBD gardens Staff presented and received feedback on the parks in the City. proposed garden bed fees,term,and assignment process at the November 5,2020 Parks and Recreation Commission meeting. Staff have collected information as part of the strategic plan site analysis and are working to determine which parks would be best suited for satellite community gardens. State of the Trails Connectivity of the City. Council Priority-FY2019/20 Work TBD NA The City purchased the Lawrence-Mitty property in Recommendation of land purchases, Program(Lawrence Mitty) September,2020 and is now undertaking the park acquisition and understanding (Citywide Parks Recreation System annexation process.A planning process for this site of where the community is Master Plan) will be next,including assessing the opportunity to adequate/lacking.How,as a (Parks and Recreation Strategic extend the Saratoga Creek Trail. Commission,can we support trail Plan) growth and expansion. Linda Vista Trail-City Council approved funding for construction of the trail in November.It will link McClellan Ranch Preserve to Linda Vista Park. Construction is estimated to start in December or January(weather permitting),after execution of the construction contract.Completion is expected by May(weather permitting). Regnart Creek Trail-project is in progress and being prepared for bidding.The City Council authorized proceeding with construction as long as bids received are within budget. Junipero Serra Trail-This project is in the beginning stages,trail would extend from DeAnza Boulevard eastward to Calabazas Creek at Vallco Parkway. Work Program • • Budget Update December CITY OF CUPERTINO Agenda • Commission Work Program Update • Online Dashboard and Demonstration • Items Extended From FY 2019-20 • State of the Trails • First Quarter Budget Report PRC Meeting 12.7.20 Item #4 Commission Work Program Update ❑CITY Online Dashboard and Demonstration Q Projects s Budget Rem�nm g by Pr jeer sARive Projects by Progress nu.axPr/acts by Pr jeR Category P.j� P= Fmmh —Pl- mh -g- 3 Commission Work Program Update O CITY OF Pro act Detail Do s Off Leash Area(DOLA) Budget Budge[&pended Budg[Remaining Online Dashboard and Demonstration 2 Commission Work Program Update Blackberry Farm Golf Course Needs Assessment CUPERTINO rluject De'di, BLackberry Farm Gat Course Needs Assessment ,,, Commission Work Program Update Blackberry Farm Golf Course Feasibility Study Execute contract with Facilitate outreach to Engaged previous the consultant for the key stakeholders consultant to perform golf course feasibility about future options of a revised needs study to include an the golf course. assessment of the golf updated scope of Present draft study to course work PRC and City Council t t t Research performed Consultant will assess Resubmit for final on local,similarly sized options and financial approval and municipal golf courses. impacts for golf course adoption Currently updating and present draft scope of work to study to City for review provide to the and feedback consultant Commission Work Program Update Dog Off Leash Area (DOLA) ° CUPERTINO .- „ $1 1 1 $1 1 1 '.1 0d-y ftmgt. _. Commission Work Program Update Dog Off Leash Area (DOLA) Initial trial performed and Initial comparative analysis of extended.Research other neighboring cities with existing potential locations and present DOLAS completed results to the PRC t t Survey administered to Present trial results and neighboring residents of recommend additional sites to Jollyman Park.PRC approved City Council.Determine if trial is initial trial successful,request approval and implement DOLAs Commission Work Program Update Parks & Recreation Dept Strategic Plan © ProjectDetail CUPERTINO pl- Commission Work Program Update Parks & Recreation Dept Strategic Plan Finalize prioritization for Prioritization of amenity park amenity Engage with Public Works improvements.Gather improvements and to identify ongoing routine feedback from staff and playground replacement park improvements that stakeholders on projects,submit to City's contribute to strategic playground replacement CIP program for plan goals options implementation t t t Research performed on all Present park amenity 18 parks for potential improvements and amenity improvements. playground replacement Reviewed tot lot recommendations to PRC playground equipment at for feedback Creekside and Varian for replacement 1 Commission Work Program Update Rancho Rinconada (RR) Detail Budge Expended Budge Remaining Commission Work Program Update Rancho Rinconada (RR) LAFCO completed a Pending approval of study of three future Prepare application to application from options for RR.Report LAFCO.City Council to LAFCO,work on the was provided to staff review application for annexation of RR into for review approval the City will begin t t f City Council reviewed Merger application will City takes ownership LAFCO report, be submitted to of RR and finalizes recommended LAFCO for the board operations of the site options 1 and 2.City to review surveyed RR residents. PRC recommended option 2 PRC Meeting 12.7.20 Item #4 Commission Work Program Update Use of Athletic Fields - Extended From FY 2019-20 Estimated ® Project Objective ® Sta Date Parks and Recreation Commission ill Use of Athletic Access current Athletic Field TBD pending $30K for field Staff surveyed Youth Sports Fields in Parks Use policy,scheduling COVID and use analysis Organizations(YSO)who process,and fee schedule. potential for and utilize the fields and are Review field use policy, community community continuing with the public including Sunday reservation engagement outreach outreach portion of the study. feasibility,scheduling,and Staff brought an update to program cost recovery. the Parks and Recreation Review use of fields for use as Commission at their a dog off leash area(DOLA) September 3,2020 meeting to include evaluation of the and will provide an update pilot DOLA trial at Jollyman on the YSO survey results at Park.Hold public hearings the December 7,2020 Parks and make recommendation and Recreation Commission to City Council meeting. 13 ExtendedCommission Work Program Update Items From - of -tic Fields in P• Status Started gathering field Performed initial Presented an update use information from outreach to Youth on the status of the surrounding cities. Sports Organizations. project. The first draft of the Performed second Presented an update, revised policy. d of outreach to including feedback SportsYouth - the Youth Organizations and Sports Organizations local - about and surveySunday Sunday - use. 14 7 PRC Meeting 12.7.20 Item #4 Project Objective Parks and Recreation Commission Community Renovate the community McClellan Ranch$1.2M for Construction on the McClellan Garden gardens at McClellan Ranch, Community McClellan Ranch Community Garden Improvements and implement a new process Garden:Early Ranch began in September and is and procedures for a more 2021 Community scheduled to be complete in effective,community-driven Garden early 2021.Volunteer efforts are gardens program.Explore Satellite Garden: pending COVID-19 restrictions. extending community gardens TBD $300K for across other parks in the City. satellite gardens Staff presented and received feedback on the proposed garden bed fees,term,and assignment process at the November 5,2020 Parks and Recreation Commission meeting. Staff have collected information as part of the strategic plan site analysis and are working to determine which parks would be best suited for satellite community gardens. 15 ExtendedCommission Work Program Update Items From StaffCommunity Garden Improvement - Status presentedthe Commission . received feedback on public.Community Gardens City Council awarded the proposed garden were closed to the the construction bed fees,term,and . - process � • Original gardens were Construction started Volunteer efforts are dismantled and on the Community pending COVID-19 rem • -•. Gardens. restrictions. 16 8 PRC Meeting 12.7.20 Item #4 Parks and Recreation Commission Sfafe of the Trgils Connectivity of the City. TBD NA The City purchased the Lawrence-Mitty property in Recommendation of land September 2020 and is now undertaking the purchases,park acquisition annexation process.A planning process for this site and understanding of will be next,including assessing the opportunity to where the community is extend the Saratoga Creek Trail. adequate/lacking.How, as a Commission,can we Linda Vista Trail-City Council approved funding for support trail growth and construction of the trail in November.It will link expansion. McClellan Ranch Preserve to Linda Vista Park. Construction is estimated to start in December or January(weather permitting),after execution of the construction contract.Completion is expected by May(weather permitting). Regnarf Creek Trail-project is in progress and being prepared for bidding.The City Council authorized proceeding with construction as long as bids received are within budget. Junipero Serra Trail-This project is in the beginning stages;trail would extend from DeAnza Boulevard eastward to Calabazas Creek at Vallco Parkway. 17 Commission Work Program Update • - of - TrailsStatus •Purchased on September 2020.Staff is working on • - --Mitty Propertythe annexation process. •CC approved funding for construction in Lin •• Vista TrailNovember. •Project in progress and being prepared for Regnart Creek •Junibidding. •Initial stages. •- • Serra Trail 18 9 First Quarter Budget Overview Adopted Budget Year to Date Actuals Percentage (as of 09/30/20) Used/Received Revenues $3.2M 0. First Quarter uses 25% as a baseline for comparison Reductions in revenue are due to the following: Closure of all indoor and outdoor rental spaces Reduced programming/classes/camp offerings First Quarter Budget Overview Adopted Budget I Year to Date Actuals Percentage (as of 09/30/2 I Used/Received VI-1- Expenses ,• Savings in expenses are due to the following: Four vacant full-time employee positions Reductions in part-time salaries, materials, and contract services related to: • Building closures • Canceled summer events Reduced programs offered 1 PRC Meeting 12.7.20 Item #4 Work Program and Budget Update Questions? CITY OF CUPERTINO 21 11 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: December 7, 2020 Subject Community Feedback Regarding Playground Equipment Replacement Options for Creekside Park and Varian Park Tot Lots. Recommended Action Receive an update on community feedback regarding playground equipment replacement options for Creekside Park and Varian Park tots lots. Discussion The Annual Playground Equipment Replacement Project was established in the Fiscal Year 2020-21 Capital Improvement Program with the estimated project cost being$1,500,000 over five-years, $300,000 annually. The purpose of the project is to address the replacement of older playground equipment that is dated and worn, starting with the Creekside Park and Varian Park two-to-five-year-old playgrounds. In alignment with the Parks and Recreation System Master Plan, staff researched options for themed playground equipment. To engage the community on the playground equipment theme options, a survey was conducted. Signs were posted at Creekside and Varian Parks on Friday, November 6 with information about the playground equipment replacement survey. Postcards were mailed to over 1,800 homes within a quarter mile of both Creekside and Varian Parks. The survey went live through the Open City Hall webpage beginning on Friday, November 6 and closed on Friday, December 4. The public was provided two themes for each park to vote on: - Creekside Park: sports theme or creek theme - Varian Park: farm theme or nature theme Survey results and community feedback will be brought to the Parks and Recreation Commission for their review. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. Prepared by: Rachelle Sander, Recreation Supervisor Reviewed by: Joanne Magrini, Director of Parks and Recreation Approved for Submission by: Joanne Magrini, Director of Parks and Recreation Attachments: • 1 Update on Community Feedback Regarding Playground Equipment Replacement December 7, 2020 CITY OF CUPERTINO Agenda Background Parks and Recreation System Master Plan • Community Engagement • Community Feedback Recommended Action • 1 Background Annual Playground Equipment Replacement Project • Established FY 2020-21 • Projected cost $1 ,500,000 over five-years • $300,000 annually • Starting with Creekside and Varian Park Tot Lots Parks and Recreation System Master Plan • Researched themed playground equipment • Survey conducted on theme options • 1 Community Engagement • Signs posted at the parks November 6 Postcards mailed to over 1 ,800 homes • Survey went live through Open City Hall • Open November 6 • Closed December 4 Themes surveyed • Creekside Park: sports or creek theme • Varian Park: farm or nature theme Postcard s What are Your Thoughts on Playground Equtpmerif? The City of Cupertino is in the process of replacing playground equipment I throughout Cupertino based on age,wear,and funding available. This year,the two-to five-year-old playground equipment at Varian Park ` and Creekside Park have been identified as priorities. A f The City will be collecting community feedback from November 9 to December 4,on the desired playground theme for your local park. TAKE THE SURVEY Qa opentownhall.com/9903 To see more about this project,visit cupedino.org/playgroundequipment l�tt�ig��tffP1��1S3•�#m��R�A��'fii�s�l��r�,>�S�fA�]�fi;>;f�»ix6L�• tlF Varian'v�pCreeksideu�V4� � 1L Lyn# fi^L1tYc �K��vMl1A98�12A49i1E�7�Ch�nxliitt�iv��,*�dh;�fi.�n�i�9fJ�.Di. /^� —• *6FP4T9MIA23n it:opentownhall.com/9903 f� -- cupertino.org/playgroundequipment • 1 Community Feedback • Total Respondents: 94 • Cupertino Residents: 85 • Creekside Park Neighbors: 32 • Varian Park Neighbors: 42 Creekside Park Themes i Sports Theme Creek Theme • 1 Community Feedback Creekside Park Tot Lot • All survey responders • Sports Theme: 42 • Creek Theme: 52 • Creekside neighbors • Sports Theme: 14 • Creek Theme: 18 Varian Park Themes ,1k Farm Theme Nature Theme • 1 Community Feedback Varian Park Tot Lot • All survey responders • Farm Theme: 38 • Nature Theme: 56 • Creekside neighbors • Farm Theme: 16 • Nature Theme: 26 Recommended Action Receive an update on community feedback regarding playground equipment replacement options for Creekside Park and Varian Park tots lots. PRC Meeting 12.7.20 Item #5 Questions? 13 7 Director's Update December 7, 2020 SAV,7; l91s CUPERTINO COVID Updates • December 16 - Free COVID testing • Cupertino Senior Center • 9:30 a.m. to 3:45 p.m. • By appointment sccfreetest.org COVID Updates • Stay Home Order and Purple Tier • In effect until January 4, 2021 • Curfew from 10 p.m. to 5 a.m. • Sports Center closed at 9:30 p.m. on weekdays • All indoor programs and activities have been canceled • Refunds are currently in process COVID Updates • Stay Home Order and Purple Tier • Gatherings with other households prohibited • Outdoor gatherings for worship services or political expression allowed • Picnic sites use allowed • Playgrounds are closed cuo.mno.org(coronavhus • Hand sanitizers installed • Varian and Hoover Park is playgrounds COVID Updates • Stay Home Order and Purple Tier • Field use is still allowed (non-contact sports only) • Organized play is not allowed • All fields will be closed on December 21 and will reopen on January 31 , 2021 • Basketball courts are still open • Outdoor programs/activities allowed, but limited to 12 participants COVID Updates • Stay Home Order and Purple Tier McClellan Ranch Preserve Environmental Education Center closed ,µ RPM p PRC Meeting 12.7.20 Item #6 COVID Updates • Blackberry F• • • Picnic Rentals foropen for reservations • Reserve online at w www.reg4rec.org Activities/Prog rams Participation Numbers Sports Center Tennis Courts 1386 Average Participants per Week Blackberry Farm Golf Course 766 Average Participants per Week Free Virtual Exercise Classes 236 Average Attendees per Week Fee-Based Virtual Exercise 89 Currently Enrolled Classes Lifetime Classes/Camps/ 781 Currently Enrolled Private Lessons/etc. 8 4 General Updates • December 1 City Council Meeting • Approved updated part-time salary schedule, due to changes in minimum wage • Approved updates to the Community Funding Grant Program Policy General Updates • Updates to Community Funding Grant Program Policy • Applications available January 1 and due by February 1 • Program funding range of $70,000 to $90,000 PRC Meeting 12.7.20 Item #6 NON-PROFIT SUPPORT OPPORTUNITIES fe..R:r oe cs,a..am,,,w� •� . I,r.l Te.,save ro:pa_,comm..�ry fnrn,.�fee w.l..n [org.n�:ars m[efaeutl�n nuieing a rce[Iwi a[Memerl.l vea fne�itl km rr�ew,ne cy a Memen.i verk orgy,r� aspa.wl Eva�r:i�sormena�sapper,ia�.Mor.i�smm.e��ra� e FoVnO an m¢res[rve Info a[anpageem Non-profit tl NF f NI � � Ert mall Taal s un m e Pugum 9,M20 re entl Spar¢ SIe. Nlgnr Merkn �m3239Q9 ClwnMeraCamnerte SSAO'M• ell fevivei sepxmlxr t2, Cuperero Romry e,4�,• Support �.. pCvmer,],3DM Gryersrodmnera[emmeee ea6,fie2• nsRy ewrnpertl, CUPebry YeTan's MmrArel 9R13C N39 e139.3931 Cupearw CidMxra[mmince 5n,02t n lny wossom fevhel Rpnl2a]s,292t rgmkaaro SeterCy 533,866 — • — rie�oumacfnevei [kx rm woeekvmaucupemm rnnxse sewd ss,x29 n &MVsle Oe[<18D Cupemrro BlvWneswer5b[n Ciry 5]SS] Releyfw Ole lurm,9,30R1 NnnirenGnsrSuiery g3,3W s of Eenas Oex TBO fupemroTe✓nemmnaBanes s],ERO FFf 9g SrysnrlRer 26, Cuprero EWmuwlEMavarnrt 9],CW ernes Run ar>. VMC 9aegetlm 59.8R0 3930 IIRAI SF54939•• reel mriueev sun sepprevee mr ensrve¢mec were ceneeee eueroravlo_ Isml rear znR u mz,cemmuniry Eunnng crenz wegrem a,gnm �ney f�ne��y er sRregrem eery ac�pertine preraes n�ne�ngm lecelnen.preu ergeneenans inncne arcds a mcai samms,Rne ela,elm amer pregrems rer me Eupemna mmmunrty Mare nlormauomm�pefountl Vnle nv ran Pgg mpege. yp�[psg Tabl wrk99e flieetiv(A kQ090 west vavryeprmresy SO^fRs 539,Ipe r,pnrm u«aenaam s,o,lna earawew ra,mT s9,000 apersromn.yoee na000 (!FaourFbliow Porm f1s,900 send aem weemn sm'�eq s�sm rnlneeaMerlmnCeeltlenM mnpmmneore skaao Fnwm�wawersssar ep n.soo s:lt,.vaircyxw.m ram f.awtl ssolp w 59g000 11 General Updates Blackberry Farm Golf Course • First - - time • 00 • • Last tee time • 0 • -V4 12 6 nera� updates Holiday Hours Colf Co�rSe All Day ' er 25 _ Closed Decemb 4 and 31 � DeCember 2 January 1 - Open until 3 p.m• Sports Center 31 and • peCember 24, 25 Closed All January 1 , 2021- Day nera� updates sting Ge Pine Pla a Varian Park - Torrey Tree �� r i General Updates • Community Gardens n _ Volunteer Efforts a "" a • Due to COVID, currently on hold • Will re-evaluate options as the garden progresses Teen Program Updates . Info-Teeno: Understanding Credit • Sunday, November 15 • Part of the Financial Preparedness Series • Credit scores • Over 50 teens and parents registered The final webinar, Making Good Money Decisions, will be held on Sunday, January 24, 2021 at 1 p.m. Teen Program Updates • Virtual YAC Social Event • Friday, November 20 • Networking event, bringing together youth and teen commissioners from across the Bay Area • Over 140 teens across 17 Bay Area cities • Awarded the "Five Snaps" Award from the California Parks and Recreation Society (CPRS) Teen Program Updates . Innovative Entrepreneurs Program • November 21 , 22, 28 and 29 • Collaboration with the Cupertino High School's Future Business Leaders of America (FBLA) • Covered basics of entrepreneurship • 28 seventh and eighth graders participated Upcoming Programs • Shine Bright Cupertino • House or yard decorating showcase • Tour map posted on December 4 at cupertino.org/holidayevents • Total of 28 houses participating } Upcoming Programs • Deck the Doors • Holiday door decorating contest • Photo submissions due by December 16 to cupertinocares@cupertino.org • Winners announced on December 18 - ail 1 Upcoming Programs . Holidays in Hawai' i December 9, 1 :30 p.m. to 3 p.m. aE Performance by the Cupertino Senior Center's Lei Nani Hula Dancers and the Pilo Ho' okani band Upcoming Programs ._ • Zoom with Santa ,'£ • Streaming live from the North Pole • December 4 to 5 and 18 to 19, 4 p.m. to 8 p.m. • The Santa Stop • Drive-through to meet and greet Santa from safe distance • December 11 to 12, 5 p.m. to 7 p.m. • December 13, 2 p.m. to 4 p.m. • Reg4rec.org MeetingPRC 12.7.20 Item • • Director's Update 23 12 December 7, 2020 55.l91s CUPERTINO