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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 without a physical location Thursday,January 7, 2021 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, January 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 January 7,2021 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_YwkLZb7BS-WuWvoKm_uU8A Phone Dial 669-900-6833, enter Webinar ID: 939 0258 7896 (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: 939 0258 7896 SIP: 93902587896@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." Page 2 Parks and Recreation Commission Agenda January 7,2021 Speakers will be notified shortly before they are called to speak. 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 ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Presentation on Holiday Programs. Recommended Action: Receive a presentation on holiday programs. APPROVAL OF MINUTES 2. Subject: Meeting Minutes for the December 7, 2020 Parks and Recreation Commission Special Meeting. Recommended Action: Review and approve the minutes for the December 7, 2020 Parks and Recreation Commission special 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 January 7,2021 OLD BUSINESS 4. Subject: Community Funding Grant Program Evaluation Form. Recommended Action: Review and approve the Community Funding Grant Program evaluation form. Staff Report A-Current Evaluation Form B-Updated Evaluation Criteria C-Updated Community Funding Policy D-Updated Community Funding Grant Application 5. Subject: Update on the Parks and Recreation Strategic Plan Park Amenity Improvement Project and Selection of Meeting Dates and Times to Review Evaluations and Provide Feedback Regarding Prioritization. Recommended Action: Receive an update on the Parks and Recreation Strategic Plan Park Amenity Improvements Project and select meeting dates and times to review evaluations and provide feedback regarding prioritization. Staff Report 6. Subject: Update on the Memorial Park Master Plan Capital Improvement Project. Recommended Action: Receive an update on the Memorial Park Master Plan Capital Improvement Project. Staff Report A—Parks and Recreation System Master Plan Appendix E-13 to E-14 NEW BUSINESS 7. Subject: Commission Proposals for the Fiscal Year 2021-22 City Work Program. Recommended Action: Provide a list of proposed items for the Fiscal Year 2021-22 City Work Program, identifying the top 3 proposals, limited to no more than 5. Staff Report A-Guidance on Commission Proposals for City Work Program B-FY 2020-21 City Work Program(PRC Itemsl C-FY 2021-22 City Work Program Proposal Form D-Cupertino Municipal Code Chapter 2.36.080 STAFF AND COMMISSION REPORTS 8. 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 Page 4 Parks and Recreation Commission Agenda January 7,2021 FUTURE AGENDA SETTING 9. Subject: Schedule for Annual Items, Future Agenda Items, and Prioritization for the Parks and Recreation Commission Work Program Items. Recommended Action: Review and provide feedback on the schedule for annual items, future agenda items, and prioritization for the Parks and Recreation Commission Work Program items. Commission Annual Schedule Parks and Recreation Commission-Items TBD Work Program Proposed Schedule of Topics 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 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 20-8609, Version: 1 Subject: Presentation on Holiday Programs. Receive a presentation on holiday programs. CITY OF CUPERTINO Page 1 of 1 Printed on 1/6/2021 powered by LegistarTM Update on Holiday Programs January 7, 2021 CITY OF CUPERTINO Shine Bright Cupertino Driving tour of SXINF FRIGXI CUXFIIIING XGVOAY LIGNF MAP 2GM holiday lights in the Cupertino Community o UV.UPER,IMo .ew,.; ,_ Season's Greetings Cupertino Senior Center worked with local youth ., and Starbucks to write and mail � holiday cards Deck the Doors Holiday door . . ... ....:, decorating contest with1 14 entries First Second Third Holidays in Hawaii The Senior Center's Lei Nani . Hula dancers and Pilo Viz. Ho'okani band ' 1� Zoom with Santa Santa was able to visit homes live from The North Pole the North Pole via Zoom ; y PRC M eetmg 1 j7121 Item#1 Sonic, stop AN CaMM�NrTY CEN'IEii lhe • 1 ' s' • ,. ; • • OWN 4 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8610, Version: 1 Subject: Meeting Minutes for the December 7, 2020 Parks and Recreation Commission Special Meeting. Review and approve the minutes for the December 7, 2020 Parks and Recreation Commission special meeting. CITY OF CUPERTINO Page 1 of 1 Printed on 1/6/2021 powered by LegistarTM CITY OF CITY OF CUPERTINO is PARKS AND RECREATION COMMISSION Teleconference Special Meeting CUPERTINO Monday, December 7, 2020 7:00 PM DRAFT MINUTES CALL TO ORDER Chair Kumarappan called the meeting to order at 7:02 p.m. via remote teleconference. PLEDGE OF ALLEGIANCE ROLL CALL Commissioners present: Gopal Kumarappan, Carol Stanek, Neesha Tambe, Xiangchen Xu Commissioners absent: Sashikala Begur Staff present: Joanne Magrini, Whitney Zeller, Rachelle Sander, Jenny Koverman, Kevin Khuu Guest speakers: None 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. Vice Chair Stanek motioned to approve the draft minutes for the November 16, 2020 Parks and Recreation Commission special meeting. Commissioner Tambe seconded the motion. Motion carried with 4 votes yes and Commissioner Begur absent. POSTPONEMENTS 2. Subject: Project Evaluation Criteria and Process. Recommended Action: Discuss and adopt a process and criteria for project evaluations. Item was postponed to the next meeting. 3. 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. Recreation Supervisor,Jenny Koverman, provided an update on the Athletic Field Use Policy youth sports organization feedback and next steps. Commissioner Xu commented that the outreach method be flexible so the community can provide their input. Commissioner Tambe recognized that there is limited field availability for some sports versus others, such as cricket, and that we have not done anything to provide these sports additional space. Commissioner Tambe added that given the demographic of the City, we need to have spaces that people can go that will not be crowded. Commissioner Stanek commented that leaving some Sundays available for makeup games would be good because it is disruptive to leagues when games are rained out. ORAL COMMUNICATIONS No Oral Communications were received WRITTEN COMMUNICATIONS No Written Communications were received OLD BUSINESS No 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. Director of Parks and Recreation,Joanne Magrini, provided a report on the Fiscal Year 2020-21 Work Program and First Quarter Budget. Commissioner Tambe suggested to add to the February agenda,best practices regarding what the Commission would like to see incorporated in the Work Program dashboard. Chair Kumarappan added that it is good to have milestones set for each item and would also like to discuss in February ideas for the Work Program 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. Recreation Supervisor, Rachelle Sander, provided an update on community feedback regarding playground equipment replacement options for Creekside Park and Varian Park tot lots. Vice Chair Stanek shared that feedback in the Parks and Recreation System Master Plan included more natural looking play structures and nature play and would like to see this included. Commissioner Tambe recommended including fitness equipment in the budget and would like to make sure we are using all funds set for this fiscal year. Commissioner Tambe agreed with Vice Chair Stanek's comments on nature play and added that we should connect with other commissions such as bike ped and fine arts to collaborate with them. Commissioner Xu recommended to consider facilities for older kids. 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 Magrini provided a presentation on COVID updates, upcoming events, and other department announcements. Commissioner Tambe shared that she attended the meeting to discuss the Commissioner Handbook. The discussion included subcommittees and updates on work program items. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners discussed attendance at upcoming Mayor's meetings as follows: January—Chair Kumarappan February—Commissioner Xu March—Commissioner Tambe FUTURE AGENDA SETTING Commissioner Tambe requested the following agenda items: - Formal update on the strategic plan - Update on the inclusive playground - Specific agenda item on Memorial Park and the ponds Vice Chair Stanek requested the following: - Proposed dates for the next year and interim steps for all Commission Work Program items Commissioner Xu added that she would like to discuss Memorial Park. Chair Kumarappan requested to have a standard agenda item for the Work Program that can be provided as an update quarterly. ADJOURNMENT Chair Kumarappan adjourned the meeting at 8:58 p.m. to the January 7, 2021 meeting at 7:00 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 20-8611, 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 1/6/2021 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:January 7,2021 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 1/7/21 Item #3 Project Evaluation Criteria and Process January 7, 2021 is' CUPERTINO 1 Agenda • Overview and Examples • Suggested Topics Recommended Action • Questions and Discussion 2 1 PRC Meeting 1/7/21 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 1/7/21 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 1/7/21 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 1/7/21 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. Zo 5 PRC Meeting 1/7/21 Item #3 Questions and Discussion 11 6 CITY OF CUPERTINO CUPERTINO Legislation Text File M 20-8612, Version: 1 Subject: Community Funding Grant Program Evaluation Form. Review and approve the Community Funding Grant Program evaluation form. CITY OF CUPERTINO Page 1 of 1 Printed on 1/6/2021 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 CITY COUNCIL STAFF REPORT Meeting:January 7, 2021 Subject Community Funding Grant Program Evaluation Form Recommended Action Review and approve the Community Funding Grant Program evaluation form. Discussion The Community Funding Grant Policy updates were approved by City Council on December 1, 2020. The criteria have been updated on the evaluation form to match the policy and application. The former evaluation form included past performance of an organization. Five points were previously attached to these criteria. The proposed evaluation form changed the past criteria question to a yes or no whether they have met the qualifications. The five points that were previously awarded to past performance were added to the evaluation criteria, alignment with city mission and values. This change was made to create equity between the new and former applicants in the points awarded. Evaluation criteria changes made in the policy that were approved on December 1, 2020 are as follows: 1. Alignment with City Priorities was changed to Alignment with City Mission and Values 2. Qualifications and experience of the organization and its staff was changed to Qualifications and experience of the organization and its members The first change was made to create equity throughout the process of community funding. The City priorities change every year,but the mission and values stay the same. Lastly, a wording change was made from staff to members due to many organizations not having "staff." 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: A-Current Evaluation Form B-Updated Evaluation Criteria C-Updated Community Funding Policy D-Updated Community Funding Application Community Funding Program FY20/21-Evaluation Criteria Rating Sheet Applicant: Program/Project/Event: Total Program/Project Event Budget: Amount requested in current FY: If applicable,amount provided in prior FY adopted budget: Maximum Points Points Given* Criteria Notes Impact on and benefit to the Cupertino community • #of total residents served • #of Cupertino participants served 20 • Anticipated cost per Cupertino participant Community need for the program/project/event • Demonstrated community impact 20 • Is the program/project/event available to the entire community? Alignment with City priorities • Smart City • Financial Sustainability • Public Engagement and Transparency 15 • Community Livability and Sustainable Infrastructure • Operational Efficiency • Public and Private Partnerships—COVID Response Preparedness Uniqueness of the program/project/event • Unduplicated service 15 • Level of collaboration if a duplicated service Qualifications and experience of the organization and its staff 5 Reasonable cost 10 • How will the organization use the grant funds? Demonstrated effort to secure funding from other sources • Non-City funding sources 10 • Alternative forms of funding Application Impact • Past Performance and Program Efficacies 5 • Originality Total possible points 100 0 *Higher number =higher rating Community Funding Grant Evaluation Sheet Organization: Program/Project/Event: Total Budget Past performance(prior year grant recipients only) Yes or No Amount Requested Met qualifications: Funding from prior year(if applicable) *Higher numbers equal a higher rating. Evaluation Criteria Max Points Points Notes Awarded* Impact on and benefit to the Cupertino Community -Total number of participants -Number of Cupertino participants served 20 -Anticipated cost per Cupertino Resident -Availability of the event to the Cupertino Community Community Need for the program/project/event 20 -Demonstrated community impact Alignment with City Mission and Values -Exceptional Service -Education 20 -Innovation -Collaboration Uniqueness of the program/project/event -Unduplicated service/originality 15 -Level of collaboration if a duplicated service Reasonable Cost 10 -How will the organization use the grant funds Demonstrated effort to secure funding from other sources -Non-City funding sources or 10 -Established partnerships with other organizations Qualifications/experience of the organization/members 5 Total Points 100 Fiscal Policies - Community Funding Grant Policy PURPOSE The City of Cupertino currently provides funding to local non-profit organizations in the areas of social services, fine arts and other programs for the general public. The policy provides a framework for the City's Community Funding Grant Program and guides the administration of the program and decision-making process. It also provides guidance on key aspects of the City's Community Funding Grant Program processes including: Eligibility, Evaluation Criteria, Restrictions/Guidelines, and Procedure. SCOPE All requests for funding must comply with this policy. POLICY The City has established the Community Funding Grant Program, subject to availability of funds,with a range of$70,000 to$90,000 in total funding available. Community Funding Grants shall not exceed$20,00 per applicant,per year. City Council will determine the organizations to be awarded funds through the Community Funding Grant Program. City Staff shall review applications for completeness and review the qualifications and accuracy based upon the eligibility criteria set forth below. In all cases, the City reserves the right to reject any and all applications in the event staff identifies a potential conflict of interest or the appearance of a conflict of interest.Submission of an application in no way obligates the City to award a grant and the City reserves the right to reject any or all applications, for any reason, at anytime. Eligibility To receive consideration for a Community Funding Grant, grant requests must: • Be made or sponsored by a 501(c)(3)non-profit organization with experienced members capable of implementing and managing the program/project/event. • Identify how the funds will be used to benefit the Cupertino community. • Be awarded only once per project • For specific needs,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 the application deadline. Evaluation Criteria • Impact on and benefit to the Cupertino community • Community need for the program/project/event • Alignment with City mission and values • Uniqueness of the program/project/event • Qualifications and experience of the organization and its members • Reasonable cost • Demonstrated effort to secure funding from other sources and/or establishing partnerships with other community or city organizations • Clarity, completeness, and accuracy of grant application • Past performance and compliance with requirements if a recurring applicant Applications will be sorted into two categories: • New applicants • Past recipients Applications in each category will be evaluated using a tiered structure based on the dollar amount requested for award as follows: • <$999.99 • $1,000.00-$4,999.99 • $5,000.00—$9,999.99 • $10,000.00-$20,000.00 Restrictions/Guidelines • An organization that is applying for multiple grants shall only submit one application. • Proceeds generated from the funded activity may only be used for the conducted activity. • If requested,recipients must provide full financial statements for the organization. • Admission to or participation in the event must be "free of charge"for Cupertino residents unless stated in the application and approved by Parks&Recreation Commission. • If an applicant makes a grant request directly to a member of the City Council,whether individually or as a group, the Council shall refer the applicant to the Parks and Recreation Department for a Grant application to be reviewed in accordance with this policy. • Grant recipients shall acknowledge the City contribution in formal promotional materials and efforts related to the funded activity. Any use of the City logo must be approved by the City's Communications Officer. Procedure 1. Applicants submit timely and complete grant applications by February 1. 2. City Staff reviews application for completeness and compliance eligibility. 3. Applications will then be forwarded to the Parks and Recreation Commission to be evaluated and sorted into the tiered funding structure. All applicants will be notified and invited to attend the Parks and Recreation Commission Meeting where their applications will be discussed. This meeting typically takes place in Spring. 4. City Council will make the final decision on grant amounts for each applicant as part of the budget adoption which typically happens in June. All applicants will be notified and invited to attend the City Council Meeting where their applications will be discussed. 5. Grant recipients shall submit a written report to the Parks and Recreation Department to show proof that the grant funds have been spent in the manner and for the purposes stated on the application,including information about the number of persons served and other results that benefit Cupertino. o Due by the 15f business day of July following the Fiscal Year in which grant funds are disbursed. o Failure to submit a written report by the July deadline could result in the loss of grant funding eligibility in the future. o Applicants will be expected to reimburse the City any funding awarded and not used for their program/project/event. COMMUNITY FUNDING GRANT APPLICATION PARKS AND RECREATION 1 408-777-3120 1 WWW.CUPERTINO.ORG CUPERTINO �INSTRUCTIONS Complete this application in full by February 1, 2021 to be considered for a Fiscal Year 2021-22 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. Funding is contingent upon the funding range for the program and funding is not guaranteed. Grant requests shall not exceed$20,000 per applicant,per year. 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 members capable of implementing and managing the program/project/event. • Identify how the funds will be used to benefit the Cupertino community. • Be awarded only once per project • For specific needs,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 the application deadline. Evaluation Criteria Evaluation criteria for grant requests include,but are not limited 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 mission and values • 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 members • Reasonable cost • Demonstrated effort to secure funding from other sources and/or establishing partnerships with other community or city organizations • Clarity, completeness, and accuracy of grant application • Past performance and compliance with requirements if a recurring applicant • Applications will be sorted into two categories: o New applicants o Past recipients • Applications in each category will be evaluated using a tiered structure based on the dollar amount requested for award as follows: o <$999.99 o $1,000.00-$4,999.99 o $5,000.00-$9,999.99 o $10,000.00-$20,000.00 Restrictions/Guidelines • An organization that is applying for multiple grants shall only submit one application. • Proceeds generated from the funded activity may only be used for the conducted activity. • If requested, recipients must provide full financial statements for the organization. • Admission to or participation in the event must be "free of charge"for Cupertino residents unless stated in the application and approved by Parks&Recreation Commission. • If an applicant makes a grant request directly to a member of the City Council, whether individually or as a group, the Council shall refer the applicant to the Parks and Recreation Department for a Grant application to be reviewed in accordance with this policy. • Grant recipients shall acknowledge the City contribution in formal promotional materials and efforts related to the funded activity. Any use of the City logo must be approved by the City's Communications Officer. Submission and Next Steps 1. Applicants submit timely and complete grant applications by February 1. 2. City Staff reviews application for completeness and compliance eligibility. 3. Applications will then be forwarded to the Parks and Recreation Commission to be evaluated and sorted into the tiered funding structure. All applicants will be notified and invited to attend the Parks and Recreation Commission Meeting where their applications will be discussed. This meeting typically takes place in Spring. 4. City Council will make the final decision on grant amounts for each applicant as part of the budget adoption which typically happens in June. All applicants will be notified and invited to attend the City Council Meeting where their applications will be discussed. 5. Grant recipients shall submit a written report to the Parks and Recreation Department to show proof that the grant funds have been spent in the manner and for the purposes stated on the application, including information about the number of persons served and other results that benefit Cupertino. a. Due by the 15th business day of July following the Fiscal Year in which grant funds are disbursed. b. Failure to submit a written report by the July deadline could result in the loss of grant funding eligibility in the future. c. Applicants will be expected to reimburse the City any funding awarded and not used for their program/project/event. -7 COMMUNITY FUNDING GRANT APPLICATION PARKS AND RECREATION 1 408-777-3120 1 WWW.CUPERTINO.ORG CUPERTINO SECTION • • ' • s If yes,when? Ye Have you ever received a City of Cupertino Community Funding Grant in the past? Ye NoEl Full Legal Organization Name: Website: Address: City: State:= Zip: Phone: Organization President/Executive Director Name and Title: Email:I Phone: Contact Name and Title: (If different) Email: Phone: SECTION 2: NON-PROFIT INFORMATION 501(c)(3)?: O Yes Year Established: O No Fiscal Sponsor Name: Fiscal Sponsor Address: City:I State: Zip: Phone: Federal Tax ID: (If your program is fiscally sponsored,enter the tax ID of your sponsoring organization) SECTION 3: ORGANIZATION INFORMATION ■Total Organization Budget: Total # of Board Members: ■ Total #of staff:I Total#of Volunteers: Mission Statement: Brief Description of Organization: Brief Description of Services Provided: SECTION - GRANT1. Program/Project/Event Name: 2. Date(s) and/or duration of program/project/event(if applicable): 3. Total program/project/event budget: $ 4. Requested Amount: $1 Percent of total program/project/event budget: % 5. What percentage of your organization's projected income does your funding request represent? o� 0 6. Ty e of Request: Capital improvement ❑ Program Support ❑ Event ❑ 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 beprovided: 9. Please provide a line item breakdown of how the funds will be used in the categories below. If a category is not applicable, put$0: a) Admin Staff b) Materials/Equipment c) Entertainment$ d) RoomNenue Rental e) Other Professional Services such as $ f) Other I I $ 10. Explain how the request aligns to City mission and values: 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? 12. Who will be served by this rant? a) Number of individuals total: b) Number of Cupertino residents: c) Particular community groups: d) Will the program/project/event be available to the entire community/public or are there any eligibility criteria? e) Will there be a charge or fee for the program/project/event(if applicable)? f) What outreach methods does your organization use to promote the program/project/event(if applicable)? 13. Describe how the funds will be used to benefit or impact the Cupertino community: 14. Demonstrate that the member implementing and managing the program/project/event have adequate experience: 15. How will success of the program/project/event be measured?: 16. More than 75% of the requested funds will go towards direct service costs versus administrative costs?: O Yes O No 17. Will you collaborate with other organizations to deliver the program/project/event funded by this grant? If so,which organizations? 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: 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: 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: 21. How would you fund the program/project/event if you do not receive the requested funding?: SECTION • ' FUNDING 1. If you received a Community Funding Grant in prior years,indicate the amounts for each year and lescribe how those funds were 2. If you received a Community Funding Grant last year: a. Please provide a line 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$0 ii. Materials/Equipment$� iii. Entertainment$ iv. RoomNenue Rental$0 v. Other Professional Services such as $ vi. Other $ b. Who was served by the grant last year? i. Number of individuals total: ii. Number of Cupertino residents: iii. Particular community groups: iv. Was the program/project/event be available to the entire community/public or are there any eligibility criteria? v. Was there a charge or fee for the program/project/event(if applicable)? vi. What outreach methods did 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 financial statement if available: I I hereby state that the information presented in this application is true and complete to the best of my knowledge. Name:I Title: Signature: Date: PRC Meeting 1/7/21 Item #4 Community Funding Grant Program Evaluation Form January 7, 2021 CITY OF CUPERTINO Prior Evaluation Form Proposed Evaluation Form ©� �. This form will be filled ©_ out in the community 0� funding portal Evaluation Form Current: Past performance (prior year grant recipients only) Worth 5 points Recommended: Past performance (prior year grant recipients only) Met qualifications: Yes or No PRC Meeting 1/7/21 Item #4 Evaluation • Current Proposed max max points points Impact on and benefit to the Cupertino Community 20 20 Community Need for the program/project/event 20 20 City Mission a �- Uniqueness of the program/project/event 15 15 Reasonable cost 10 10 Demonstrated effort to secure funding from other sources 10 10 Qualifications/Experience of the organization membersIIIIIIIIIIIIIIII 5 5 Questi 5 • 6 3 0 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8613, Version: 1 Sum: Update on the Parks and Recreation Strategic Plan Park Amenity Improvement Project and Selection of Meeting Dates and Times to Review Evaluations and Provide Feedback Regarding Prioritization. Receive an update on the Parks and Recreation Strategic Plan Park Amenity Improvements Project and select meeting dates and times to review evaluations and provide feedback regarding prioritization. CITY OF CUPERTINO Page 1 of 1 Printed on 1/6/2021 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:January 7, 2021 Subject Update on the Parks and Recreation Strategic Plan Park Amenity Improvement Project and Selection of Meeting Dates and Times to Review Evaluations and Provide Feedback Regarding Prioritizations. Recommended Action Receive an update on the Parks and Recreation Strategic Plan Park Amenity Improvement Project and select meeting dates and times to review evaluations and provide feedback regarding prioritizations. Discussion As part of the City and Commission's Work Program item to complete a Parks and Recreation Department strategic plan, the Commissioners were tasked with evaluating City parks for a variety of potential amenity improvements. This item is intended to address the immediate and short-term opportunities identified in the Parks and Recreation System Master Plan. The Commissioners completed their evaluation data and submitted it to staff on September 14,2020 for review and organization. In addition to the Commissioner's evaluation data, Parks and Recreation staff and Public Works staff submitted 24 sets of data evaluating 16 parks and two special use sites (Civic Center Plaza and Library Field). Following the completion of these evaluations, staff have conducted five meetings with Public Works parks maintenance staff, and 10 meetings with Parks and Recreation staff to further refine and prioritize amenity evaluations and feedback. In each meeting, a subset of parks was selected for discussion, and staff reviewed the rankings for each amenity, existing amenities, and suggested implementation of improvements for each park. For example, the first park in the subset may have ranked highly for implementation of hydration stations. The group would then review the existing hydration stations in the park, deliberate the appropriate quantities and locations for the hydration stations, and determine any considerations specific to the amenity(potable water availability, replacement of existing water dispenser or new installment,proximity to playgrounds, trails, and athletic fields). Other considerations made during this process included budget constraints, maintenance of amenities, and availability of amenity products. Deliberation of the prioritization process was documented to provide the Commission context to the recommendations. Staff recommendations have been organized with price estimates and mapping systems to form a holistic overview,illustrating the overall scope and cost of implementing the recommended amenities. Evaluation data, prioritization,pricing, and amenity information continue to be refined. Staff recommend that the Commission receive an update on the Parks and Recreation Strategic Plan Park Amenity Improvement Project and select meeting dates and times to review evaluations and provide feedback regarding prioritizations. The Commission should review the staff proposed prioritizations and recommendations over the course of three meetings to include the February 4 Parks and Recreation Commission meeting, as well as a special meeting in January and a special meeting in February,with dates to be determined. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. Prepared by: Alex Corbalis,Recreation Coordinator Reviewed by:Joanne Magrini,Director of Parks and Recreation Approved for Submission by:Joanne Magrini, Director of Parks and Recreation Attachments: None Strategic Plan Park Amenity Improvement Project Update SAV,7; 55.l91s CUPERTINO Agenda • Background • Prioritization Process • Example Park Prioritization • Recommended Action Background • Intended to address short-term opportunities for improvement identified in Master Plan • Commissioners, Parks and Recreation staff, and Public Works staff participated in amenity prioritization ratings for potential improvements to parks Prioritization Process 16 parks and 2 special use sites reviewed Evaluation data compiled • Meetings held to refine and prioritize feedback • Prioritization collated with estimated pricing information PRC Meeting 1/7/21 Item #5 Example • • • • •• Vista Park • '• • • Amenity • •• • • Pricing Estimates 5 Example Park Prioritization Amenity Average Rating Pickleball S}riping I Hydra ion Sta}ions 5 Garbage Cans/Recycling Bins 4 Benches/Picnic Tables 4 Shade frees/structures) 4 Outdoor Table Tennis 1 Exercise Equipment 1 Mile Markers 2 Rubber Play Surface I 6 3 PRC Meeting 1/7/21 Item #5 Example • • • • ®backstop p BBQ Park Name Sign ®Batting Cage 'r Bench Q Paver �a Bike Rack �Portable Backstop }.(Bridge {-Bleachers Lj Sink .Dugout ©Drinking Fountain ==Table Gazebo Informational Box ♦Playground / Memorial Plaque 13 Pump Shed ©Mutt Mitts Dispenser �Storage Shed �Waste Container 7 9� s: g 4 PRC Meeting 1/7/21 Item #5 �lfff M ( 5 9 - .. . Pickleball Striping 1 Hydration Stations 5 qdd I of upper playground and 1 of lowerwalk-in picnic area(playground is higher 2$ 9 000 prionty� Garbage Cans/ q qdd 2(one duos by upper playground I$ 2,000 Recycling Bins Benches/ q Adtl 3 near upper plOygrountl 3$ S,d00 Picnic Tables Shade(bees/structures) 4 Request shucture as ClPfor picnic area -$ - Outdoor Table Tennis I Exercise Equipment 1 Mile Markers 2 Adtlress Separately from sfrafegic plan tlue to low cost -$ Rubber Play SuAace 1 TOTAL $16.400 10 5 MeetingPRC Recommended Action Review and discuss amenity prioritizations over the course of three meetings Select meeting date and time for special meeting in January Wednesday, January 20, 6 p.m. Thursday, January 28, 6 p.m. CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8614, Version: 1 Subject: Update on the Memorial Park Master Plan Capital Improvement Project. Receive an update on the Memorial Park Master Plan Capital Improvement Project. CITY OF CUPERTINO Page 1 of 1 Printed on 1/6/2021 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: January 7, 2021 Subject Update on the Memorial Park Master Plan Capital Improvement Project. Recommended Action Receive an update on the Memorial Park Master Plan Capital Improvement Project. Background and Discussion In Fiscal Year 2016-17 the initial Memorial Park Master Plan and Parking Study was approved as a Capital Improvement Project(CIP) at an estimated cost of$150,000. This project was ultimately deferred awaiting approval of the Parks and Recreation System Master Plan,which was approved in February 2020. Staff have recently submitted a project initiation form for the FY 2021-22 CIP budget to reinstate the planning process for Memorial Park. The Parks and Recreation System Master Plan outlines immediate, short term, and long term opportunities for Memorial Park, to be considered in a conceptual design (Attachment A). Immediate and short term opportunities described include repurposing the inactive pond,renovating the amphitheater, adding walking path improvements, playable water feature, enhancing tree canopy, integrating natural features, and enhancing indoor and outdoor event and gathering space. The proposed CIP project would include the development of a conceptual design for phase one, incorporating findings in the master plan process, and building upon the considerable input provided by the community. Sustainability Impact No sustainability impact. Fiscal Impact The amount of funding being requested for this CIP project is$150,000. Prepared by:Joanne Magrini, Director of Parks and Recreation Reviewed by:Joanne Magrini, Director of Parks and Recreation Approved for Submission by:Joanne Magrini,Director of Parks and Recreation Attachments: A-Parks and Recreation System Master Plan Appendix E-13 to E-14 cupertino parks and recreation system master plan I APPENDIX E MEMORIAL PARK SPORTS kr V. �, w - I�I fryyIlI•I A. - r awT 5� COAM J CA `- ? s E } r CA kr ------------ Description the Park,Summer Concert series,and Cinema at Memorial Park was originally constructed in Sundown events. the early and mid 1970's.Additional elements FOCUS have been added since,such as the Veterans Memorial in 2007.Memorial Park is the city's Community hub and multi-use,civic-focused event space. largest park,with 22 acres(including the Senior and Quinlan Community centers).It offers 6 RECENT/PLANNED IMPROVEMENTS lighted tennis courts,a lighted baseball field,an The tennis courts were resurfaced in 2017. outdoor amphitheater and stage,walking paths, Landscaping in front of Quinlan was renovated reservable group picnicking,2 playgrounds, in 2018 with drought tolerant planting and drip restrooms,and lawn areas.Memorial Park hosts irrigation.A capital project to develop a master the city's large outdoor events such as the Cherry plan and design concept for Memorial Park Blossom,Kids'N Fun,and Diwali festivals.The improvements is funded. amphitheater is home to annual Shakespeare in �r k Ja' , ` i� a' I I -J _ t _ INC SITE ENHANCEMENT OPPORTUNITIES Short Term Immediate • Implement Phase 1 improvements • Engage the public in developing a in the pond/amphitheater area. site master plan for Memorial Park as - Consider nature integration, a community hub and multi-use, civic- shade, ADA accessibility, pathway focused event space. Include the and seating improvements, presence of the Quinlan Community, pond re-purposing, and other Senior, and Sports centers in planning elements consistent with the Memorial Park as a community space. site master plan process. • Consider repurposing the inactive Longer Term pond, renovating the amphitheater, - Phase in additional improvements, adding walking path improvements including improvements to existing and playable water feature, facilities, based on the site master enhancing the tree canopy, plan, and the addition of recreation integrating natural features, opportunities. Pending the site master and renovating, adding and/ plan, this may potentially include or expanding recreation facilities major facilities (such as an aquatic to enhance indoor and outdoor facility, gymnasium/recreation center, event space, community gathering senior center expansion and/or a space, active/healthy recreation potential performing/fine arts center) uses and play opportunities. at this site, or as an expansion of an • Clarify the role of memorials at this adjacent recreation building that site, addressing opportunities to make would affect this site (Sports Center, a community-building statement and/ Senior Center e.g.), as well as the or tribute to community cohesiveness. addition or repurposing of facilities. - Provide connections to proposed trails, bike lanes and bike routes. E-14 CITY OF CUPERTINO CUPERTINO Legislation Text File M 20-8615, Version: 1 Subject: Commission Proposals for the Fiscal Year 2021-22 City Work Program. Provide a list of proposed items for the Fiscal Year 2021-22 City Work Program, identifying the top 3 proposals, limited to no more than 5. CITY OF CUPERTINO Page 1 of 1 Printed on 1/6/2021 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 January 7,2021 Subject Commission Proposals for the Fiscal Year 2021-22 City Work Program. Recommended Action Provide a list of proposed items for the Fiscal Year 2021-22 City Work Program, identifying the top 3 proposals, limited to no more than 5. Background In the December to January timeframe, each Commission will submit proposed ideas for the City Work Program for the upcoming fiscal year (FY). These proposals will be taken into consideration by Department Heads and the City Manager when developing the proposed City Work Program for City Council's consideration. Commissions should identify their top 3 proposals and limit proposals to no more than 5. Each proposal should be within the purview of the commission and have a timeline of 12 months or less. When the proposed City Work Program is brought to City Council, the items submitted by Commissions will be provided as attachments.The item will indicate which of the Commission's proposals were recommended by Department Heads and the City Manager to be considered in the proposed City Work Program. Once the City Work Program is adopted by City Council, Commissions will be notified of any approved items within their purview. Prepared by: Whitney Zeller, Administrative Assistant Reviewed by: Joanne Magrini, Director of Parks and Recreation Approved by:Joanne Magrini, Director of Parks and Recreation Attachments: A- Guidance on Commission Proposals for City Work Program B - FY 2020-21 City Work Program (PRC Items) C - FY 2021-22 City Work Program Proposal Form D - Cupertino Municipal Code Chapter 2.36.080 GUIDANCE ON COMMISSION PROPOSALS FOR CITY WORK PROGRAM Overview of the Process Dec/Jan � -• � • •Commission •Proposals •City Council submits evaluated by approves City proposals for Dept Head Work City Work and City Program Program Manager In the December/January timeframe, each Commission will submit proposed ideas for the City Work Program for the upcoming fiscal year. These proposals will be taken into consideration by Department Heads and the City Manager when developing the proposed City Work Program for Council's consideration. When the proposed City Work Program is brought to Council in March, the proposals submitted by Commissions will be provided as attachments with indications as to which proposals are reflected in the proposed City Work Program. Guidance on Commission Proposals for the City Work Program Commission proposals for the City Work Program should be within the purview of the Commission, have timelines of 12 months or less, and identify projects or deliverables the Commission would be interested in addressing over the course of the next fiscal year. When developing proposals, consider constraints related to: • Staff resources, • Budget, and • Demands from routine business of the Commission. If there are existing City Work Program items that the Commission would like to propose continuing into the upcoming year, the Commission should include these items in their list of proposals. Please identify: • The Commission's top three proposals to aid in the prioritization process and • No more than 5 proposals total for submission. There is no minimum number of proposals required. Please note that not all proposals will be included in the proposed City Work Program. When the proposed City Work Program is brought to Council, the proposals submitted by Commissions will be provided as attachments with indications as to which proposals are reflected in the proposed City Work Program. GUIDANCE ON COMMISSION PROPOSALS FOR CITY WORK PROGRAM Suggested steps to develop Commission proposals for the City Work Program: 1. Review the purpose of the Commission as defined by the Cupertino Municipal Code in Chapter 2. 2. Discuss and outline any priorities established by Council such as from prior City Work Programs. 3. Brainstorm proposals relating to the Commission and determine the following: a. Identify potential projects and deliverables relevant to the Commission. b. Determine the benefit if the project or deliverable is completed. c. Is it mandated by State or local law or by Council direction/priority? d. Would the task or item require a policy change at the Council level? e. Identify resources needed for completion such as staff time or coordination with other Commissions etc. f. What is the timeline to completion? (1 year,2 year, or longer term?) i. Proposals should be completable within the upcoming fiscal year (within 12 months). If a project or deliverable will take more than a year, it should be broken up into phases and the proposal submission should only include what can be accomplished in the upcoming fiscal year. g. Determine measurement and evaluation criteria. How will you know you are on track? How will you determine success? 4. Prioritize projects from urgent to low priority. 5. Identify the top three proposals from the Commission that can reasonably be accomplished or worked on in the coming year. 6. Submit the Commission Proposals for City Work Program Form. FY 2020-21 City Work Program CITY OF Parks and Recreation Commission Items C U P E RT I N O Program,Driven by City Work .. - Project/Task Project Objective Council priority/direction? Performance Goals please s•- Blackberry Farm Golf Course Determine short-term and long-term Adopted in the FY 20/21 City Work Program Establish a plan to improve and fund the Blackberry Farm golf TBD pending COVID improvements to the golf course and (Quality of Life) course and amenities.The plan would include options for both amenities short-term and long-term improvements. M Dogs Off Leash Areas(DOLA) Identify additional areas suitable for Adopted in the FY 20/21 City Work Program Assuming no significant issues at Jollyman Park's DOLA,identify TBD pending COVID youth permitting dogs to be off leash and establish (Quality of Life) additional sites for appropriateness and establish other DOLAs. sports field use restrictions other areas,if the current trial period is successful Rancho Rinconada(RR) Begin operation of aquatics programs and Adopted in the FY 20/21 City Work Program If RR is absorbed by the City,the Department will need to provide TBD facility rentals,if RR is absorbed by City (Quality of Life) the same or better level of service as currently exists.Services include yearround private and group aquatics classes and facility i rentals. Parks and Recreation Dept. Complete a strategic plan that addresses the Adopted in the FY 20/21 City Work Program Identify projects for inclusion in the City's capital improvement Year 1 Implementation Strategic Plan immediate and short-term opportunities (Quality of Life) budget. Spring 2021 identified in the Master Plan Ongoing Parks and Recreation Commission Proposals for CITY OF Work Resources Needed Driven by mandate,law,or Council Estimated Completion Date e. fundin and#of staff hours Measurement Criteria Project/Task Project Objective priority/direction? � g' g ) May be updated by Dept as Maybe updated by Dept as (How will we know how we are doing?) (If yes,please specify) appropriate. appropriate. 2.36.080 Powers and Functions. The powers and functions of the City Park and Recreation Commission shall be as follows: A. To hold hearings on matters pertaining to planning and development of parks, cultural activities, historical resources, recreation, community services (including, but not limited to schools and senior services), and capital expenditures related to community activities and facilities; B. To conduct such other hearings as are necessary and in accordance with its own rules and regulations; C. To report its decisions and recommendations in writing to the City Council; D. To consider, formulate and propose programs, activities, resources, plans and development designed to provide for, regulate and direct the future growth and development of community activities, parks and a recreation system in order to secure to the City and its inhabitants better service; E. To make investigations and reports for future acquisition of park sites; F. To make, in its advisory capacity, any and all recommendations to the City Council relating to the above matters, including the extension of the parks, recreation system and community activities to outlying areas of the City; G. In cooperation with the Director of Recreation and Community Services, the Commission will consider, review, and evaluate parks, recreation programs, and community activities; H. To consider, formulate, and propose cultural activities and historical preservation for the City and its residents. (Ord. 18-2180, §2 (part), 2018; Ord. 15-2127, § 3, 2015; Ord. 739, (part), 1976; Ord. 497, § 1, 1971; Ord. 303, § 8.1, 1965) PRC Meeting 1/7/21 Item #7 Commission Proposals for the FY 2020-21 City Work Program January 7, 2021 is' CUPERTINO 1 Agenda • City Work Program Process • Proposal Guidance Extended Work Program Items Municipal Code Proposal Form • Questions and Discussion 2 1 PRC Meeting 1/7/21 Item #7 City Work Program Process • Commissions submit proposals Department Heads and City Manager review proposals Proposed City Work Program brought to City Council Items submitted by Commissions will be attached City Council adopts City Work Program Commissions are notified of any adopted items within their purview 3 Proposal Guidance • Within the purview of the Commission • Timeline of 12 months or less • Consider staff resources, budget, and routine business of the Commission • Top 3 proposals, with no more than 5 4 2 PRC Meeting 1/7/21 Item #7 Extended Work Program Items • Items in progress from previous FY work programs will be extended and do not need to be considered for the next FY proposals • FY 2019-20 Work Program Use of Athletic Fields in Parks • FY 2020-21 Work Program • BBF Golf Course • DOLAs • Rancho Rinconada • Parks and Recreation Strategic Plan 5 Municipal Code 2.36.080 Powers and Functions. The powers and functions of the City Park and Recreation Commission shall be as follows: A. To hold hearings on matters pertaining to planning and development of parks,cultural activities,historical resources, recreation,community services(including,but not limited to schools and senior services),and capital expenditures related to community activities and facilities; B. To conduct such other hearings as are necessary and in accordance with its own rules and regulations; C. To report its decisions and recommendations in writing to the City Council; D. To consider,formulate and propose programs,activities,resources,plans and development designed to provide for, regulate and direct the future growth and development of community activities,parks and a recreation system in order to secure to the City and its inhabitants better service; E. To make investigations and reports for future acquisition of park sites; F. To make,in its advisory capacity,any and all recommendations to the City Council relating to the above matters, including the extension of the parks,recreation system and community activities to outlying areas of the City; G. In cooperation with the Director of Recreation and Community Services,the Commission will consider,review,and evaluate parks,recreation programs,and community activities; H. To consider,formulate,and propose cultural activities and historical preservation for the City and its residents. (Ord.18-2180,§2(part),2018;Ord.15-2127,§3,2015;Ord.739,(part),1976;Ord.497,§1,1971;Ord.303,§8.1,1965) 6 3 PRC Meeting 1/7/21 Item #7 Proposal Form • Project/Task • Project Objective • Driven by mandate, law or Council priority/direction? • Estimated Completion Date • Measurement Criteria Recommended Action • Provide a list of proposed items for the Fiscal Year 2021 -22 City Work Program s 4 PRC Meeting 1/7/21 Item #7 Questions and Discussion 9 5 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 20-8616, Version: 1 Subject: Monthly Update Reports. Receive monthly update reports from the Director of Parks and Recreation and commissioners. CITY OF CUPERTINO Page 1 of 1 Printed on 1/6/2021 powered by LegistarTM Director's Update January 7, 2021 SAV,7; 55.l91s CUPERTINO COVID Updates • January 20 - Free COVID testing • Cupertino Senior Center • 9:30 a.m. to 3:45 p.m. • By appointment • sccfreetest.org D PRC Meeting 1/7/21 Item #8 COVID Updates Stay HomeOrder • • Purple • All indoor programs and activities have been canceled • Playgrounds and picnic sites open • Organized youth sports suspended until Stay at • • •e e• • Fields still open for single household use • • • • • • • Activities/Prog rams Participation Numbers Sports Center Tennis Courts 1410 Average Participants per Week Blackberry Farm Golf Course 745 Average Participants per Week Free Virtual Exercise Classes 271 Average Attendees per Week* Fee-Based Virtual Exercise 85 Currently Enrolled* Classes Lifetime Classes/Camps/ 315 Currently Enrolled Private Lessons/etc. 4 2 General Updates • Senior Center Median Improvements ,.¢: a General Updates • Sign installed at scenic circle gate - SCENIC CIRCLE GATE .°' K.. i gate is locked in the morning please call the following. M nday to Friday Weekends or Holidays .._ ,- Blackberry Form Golf Cou,e 40: PRC Meeting 1/7/21 Item #8 NON-PROFIT SUPPORT OPPORTUNITIES fe..R:r oe cs,a..am,,,w� •� . I,r.l Te.,save ro:pv,comm..�ry fnrn,.�fee w.l..n [org.n�:ars m[efaeutl�n noieing a rce[Iwi a[Memorl.l vea fne�itl km rr�ew,ne cy a Memon.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. 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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�pefountlonle nv ran Pgg mpege. yp�[psg Tabl wrk99e flieetiv(A kQ090 west vavryeprmresy SO^fRs 539,Ipe r,pnrm u«aenaam s,R,lna earawew ra,mT s9,R90 apersromn.yoee na000 (!FaourFbliRw Porm f1s,900 send aem weemn sm'�eq s�sm rnlneeaMerlmnCeeltlenM mnpmmneore skaa9 Fnwm�wawersssar ep n.s99 s:lt,.vaircyxw.m ram f.awtl ssolp w 59gRRo 7 General Updates Community Funding Grant Program • Applications available, due February 1 • Access the application portal through the community funding webpage m myomaparuno 9 .. Apply beginning January I Community Funding Grants 8 4 General Updates • Online Tennis Court Reservations • Tennis court reservations at the Sports Center are now online • Reg4rec.org • Demo will be provided at the February Commission meeting General Updates Teen Programming Drafting Cupertino's Future Th and 8t" grade Cupertino residents • Civic engagement essay contest MeetingPRC i Director's Update January 7, 2021 55.l91s CUPERTINO CITY OF CUPERTINO CUPERTINO Legislation Text File M 20-8617, Version: 1 Subject: Schedule for Annual Items, Future Agenda Items, and Prioritization for the Parks and Recreation Commission Work Program Items. Review and provide feedback on the schedule for annual items, future agenda items, and prioritization for the Parks and Recreation Commission Work Program items. CITY OF CUPERTINO Page 1 of 1 Printed on 1/6/2021 powered by LegistarTM COMMISSION ANNUAL SCHEDULE 2021 ANNUAL ITEMS/EVENTS This is a comprised list of items and events that the Parks and Recreation Commission address within an approximate PARKS AND RECREATION COMMISSION schedule every year. ITEM/EVENT START DUE NOTES SCHEDULE MAYOR'S December January Mayor's meetings are held the first Wednesday of the MEETING ATTENDANCE month at 5:30pm in City Hall Conference Room A. CITY WORK PROGRAM October/ January City Manager's Office will coordinate. Commissions will SUGGESTIONS November decide on proposals by their January meeting. COMMISSIONER TERMS January February Eligible Commissioners can reapply, new Commissioners END/CHAIR SELECTION may be appointed and begin at the February meeting. Commissioners will select a new Chair and Vice Chair COMMUNITY FUNDING March April Qualified applicants will attend the March meeting where GRANT PROGRAM the Commission will ask clarifying questions. Commissioners will evaluate applications and submit rankings to staff. Evaluations will be reviewed, and a recommendation will be made to Council at the April meeting. COMMISSION WORK March Ongoing Commission will establish their work program off of the PROGRAM City's Work program, which should be available by March. Quarterly updates will be provided to the Commission on the work program status. RECEIVE QUARTERLY Ongoing Ongoing Quarterly updates from each division should be UPDATES presented to the Commission every 4 months or as needed. CITY OF CUPERTINO Upcoming Draft Agenda Items CUPERTINO Parks and Recreation Commission Date to be Determined Requested/Motioned By (Date of Meeting) Tambe Subject: Prioritization of park amenity improvements for the Strategic Stanek Plan with two separate data points (combined data of evaluations (10/1/20) submitted by the deadline, and one including staff's data and Commissioner Xu and Tambe's data as a reference) Tambe Subject: Status update on Department and Work Program projects, Begur including project budgets (10/1/20) Tambe Subject: Standing item for future agenda items Stanek (11/16/20) Tambe Subject: Best practices regarding what the Commission would like to Kumarappan see incorporated in the Work Program dashboard. (Suggested for (12/3/20) February) Tambe Subject: Jollyman inclusive playground (12/3/20) Tambe Subject: Formal update on the strategic plan (12/3/20) Tambe Subject: Formal update on Memorial Park and the ponds Xu (12/3/20) Stanek Subject: Proposed dates for the next year and interim steps for all Kumarappan Commission Work Program items (proposed as a quarterly item) (12/3/20) Parks and Recreation Commission Work Program Proposed Schedule Fiscal Year 2020-21 Current Fiscal Year Commission Work Program Items (FY 2020-21) • Blackberry Farm Golf Course • Dog Off Leash Areas (DOLA) • Rancho Rinconada (RR) • Parks and Recreation Dept. Strategic Plan • Use of Athletic Fields in Parks • Community Gardens • State of the Trails January 7,2021 • Strategic Plan update (park amenity improvements) • Commission proposals for FY 2021-22 City Work Program January Special Meeting • Strategic Plan Update (commission prioritization of park amenity improvements) February 4,2021 • Satellite community gardens • Strategic Plan (commission prioritization of park amenity improvements) • Community garden policy • Blackberry Farm Golf Course • Regnart Creek Trail update • Commissioner Request: Provide feedback on Work Program Dashboard • Proposed DOLA sites February Special Meeting • Strategic Plan Update (commission prioritization of park amenity improvements) March 4,2021 • Design and Elements for Playground Replacement(Creekside and Varian) • Quarterly Work Program Update (review assigned City Work Program items) • Athletic Field Use Policy (community outreach feedback) April 1,2021 • Athletic Field Use Policy (review and feedback on policy) • Update on McClellan Ranch Community Garden May 6,2021 • Linda Vista Trail Update June 3,2021 • DOLA Update • Quarterly Work Program Update • Rancho Rinconada Update (draft application and plan for services review and present findings to City Council) *Items in blue correlate with the City Work Program dashboard due dates