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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, February 4, 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, February 4th 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 February 4,2021 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_Ilr233HXQr2Iku-INLvRnA Phone Dial 669-900-6833, enter Webinar ID: 9519268 0023 (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) Meeting ID: 9519268 0023 SIP: 95192680023@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. 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 Page 2 Parks and Recreation Commission Agenda February 4,2021 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: Training on Commissioner Handbook Approved by City Council on January 19, 2021. Recommended Action: Conduct training on Commissioner Handbook. A-Commissioner Handbook(Tan.2021) 2. Subject: Chair and Vice Chair Selection. Recommended Action: Conduct the selection of the Chair and Vice Chair. APPROVAL OF MINUTES 3. Subject: Meeting Minutes for the January 20, 2021 Parks and Recreation Commission Special Meeting. Recommended Action: Review and approve the minutes for the January 20, 2021 Parks and Recreation Commission special meeting. Draft Minutes POSTPONEMENTS 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 4. Subject: Proposed Project Evaluation Criteria and Process. Recommended Action: Review and approve the proposed project evaluation criteria and process. Page 3 Parks and Recreation Commission Agenda February 4,2021 Staff Report A-Project Evaluation Criteria and Process-Commissioner Feedback 5. Subject: Review and Provide Feedback on the New Community Garden Guidelines. Recommended Action: Review and provide feedback on the new Community Garden Guidelines. Staff Report A—Community Garden Guidelines Draft 6. Subject: Second Session of the Parks and Recreation Strategic Plan Park Amenity Improvement Prioritization Process. Recommended Action: Execute the second session of the Parks and Recreation Strategic Plan park amenity improvement prioritization process. Staff Report A-Commissioner Evaluation Data B-Strategic Plan Recommendations-P&R,PW, and Commssioners Consolidated NEW BUSINESS STAFF AND COMMISSION REPORTS 7. Subject: Monthly Update Reports. Recommended Action: Receive monthly update reports from the Director of Parks and Recreation and Commissioners. FUTURE AGENDA SETTING 8. 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. A-Commission Annual Schedule B-Parks and Recreation Commission-Items TBD C-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. Page 4 Parks and Recreation Commission Agenda February 4,2021 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 21-8765, Version: 1 Subject: Training on Commissioner Handbook Approved by City Council on January 19, 2021. Conduct training on Commissioner Handbook. CITY OF CUPERTINO Page 1 of 1 Printed on 2/4/2021 powered by LegistarTM COMMISSIONER ' S HANDBOOK CUPERTINO 2021 WELCOME AND ORIENTATION Welcome and thank you for your willingness to serve as a member of a City of Cupertino Commission. Advisory bodies play an important role in City governance by assisting the City Council in addressing specific issues in detail and facilitating community decision-making. The City of Cupertino has a number of advisory bodies, each with distinct responsibilities. As a new advisory body member, you should familiarize yourself with the documents governing your particular body including City ordinances, City Council resolutions, relevant element(s) of the General Plan, and other documents, all available from your staff liaison. Reviewing these documents will help you get a sense of your responsibilities. This Handbook is designed to serve as a reference for the basic protocols that apply generally to all City advisory bodies.Orientation is necessarily an active process.As a new member you may want to meet with the Chair of your advisory body to get a better sense of your role and the business of the body, as well as with the staff liaison assigned to the body. Along with familiarizing yourself with your advisory body's foundational documents, you may want to review agendas and minutes from recent meetings to see what current issues have been under consideration, as well as the City Work Program to familiarize yourself with current goals. Learning your role and developing an effective voice takes time and familiarity. We hope this Handbook will assist you towards a satisfying and productive experience. Your participation is deeply appreciated by the City Council, by city staff, and by your community. The vitality and strength of our community results from the willingness of people like you to serve. Darcy Paul ay r City of Cuper no ii Table of Contents WELCOME AND ORIENTATION ii STRUCTURE OF GOVERNMENT 4 Form of Government 4 City Council 4 City Manager and Staff 4 Commissions 5 COMMISSION MEMBERSHIP 6 Quorum and Attendance 6 Vacancies 6 Resignations and Removals 6 MEETINGS 6 Regular Meetings 6 Adjourned Meetings 6 Special Meetings 7 Subcommittees 7 Agendas 7 Preparation for Meetings 7 Minutes 8 Procedure 8 Decorum at Meetings 8 Basis for your Decision 8 CITY WORK PROGRAM 9 COMMUNICATIONS 9 Staying Informed 9 Use of City Email 10 Resources 10 iii THE STRUCTURE OF GOVERNMENT A. FORM OF GOVERNMENT The City of Cupertino operates as a general law city with a City Council-City Manager form of government where the City Council sets policy and the City Manager manages the implementation and administration of those policies. B. CITY COUNCIL The City Council is the governing legislative body of the City, consisting of five members elected in odd numbered years to staggered four-year terms.These councilmembers then elect the mayor and vice mayor to one-year terms. It sets goals and priorities and establishes policies. The Mayor is the presiding officer of the Council, and the official spokesperson and representative of the City. C. CITY MANAGER AND STAFF Ci , Manager The City Manager has complete responsibility and authority for the administration of the City's government. This individual is appointed by and serves at the pleasure of the Council and is the appointing authority for the City, selecting the department heads and other employees.The City Manager coordinates and directs the services of the City staff, and commissioners should not attempt to direct or prioritize work for departments or individual staff. Ci Clerk The City Clerk plays an important role for advisory bodies. The City Clerk accepts and maintains applications,processes appointments,updates membership rosters, bylaws, informational booklets, and yearly attendance records. The City Clerk is the filing officer for Statements of Economic Interests,and any other required filing as identified by the City Council and the State. Staff When assigned by the City Manager, staff assist and act in a technical advisory capacity to the commissions. It is not expected that every staff recommendation will be followed; however, because of the staff's technical knowledge, full consideration should be given to their recommendation.Staff are at liberty to make their recommendation to the City Council through the City Manager,even though the commission may have taken a different position. However, in these cases, the commission recommendation will be made clear to the City Council. Staff Liaison A staff liaison is assigned to each commission. Their main duties include facilitating meetings, preparing agendas, advising commissioners, and writing 4 meeting minutes. Commissioners should reach out to their liaison if they have any questions regarding matters of the commission or if they would like to contact other staff regarding official business. D. COMMISSIONS The primary purpose of the City's commissions is to serve as advisory bodies to Council by weighing public input and rendering recommendations to the City Council. There are times when the advisory body's recommendation will not be sustained or will be modified by the City Council.It is important to recognize this not as a rejection of the integrity of the recommendation,but as an inevitable part of the process of community decision-making. The Council has appointed commissioners as advisors to them. This underlying philosophy makes it improper for an individual commissioner, acting in their official capacity, to try to persuade the Council into the acceptance of a recommendation other than that voted by the majority of the commission.The role of a commission is to assist the City Council in the formation of policy, having been created for the purpose of advising. The scope of work, purpose, and other primary functions for each commission can be found in the City Municipal Code Chapter 2. Chair and Vice Chair Each year,every commission will elect from its membership a Chairperson (Chair) and a vice Chairperson(Vice Chair) who serve at the pleasure of the commission for a one-year term. The Vice Chair acts in this capacity when the Chair is not available. The Chair should: • Maintain order of the meeting, ensure respect for all opinions, protect commissioners,staff, and the public from personal attacks. • Keep discussion focused on the issue at hand. • Solicit opinions from commissioners.Encourage evaluation of new,tentative, or incomplete ideas. Discourage overly dominant commissioners from having disproportionate control over the discussion. • Attempt to reach decisions expeditiously on action items. At those times when action would be premature, guide discussion toward a timeline or framework for responsible action. • Set meeting rules early and make sure everyone abides by them without exception. • Set an acceptable time limit for public testimony(generally three minutes per individual and 10 minutes per group)and stick to it.At the Chair's discretion, the public can interact with the members of the commission beyond the public-comment time limit in order to facilitate better communication of the agendized topic. • Provide periodic written updates, approved by the full body, to Council regarding the status of their activities at least every six months. 5 COMMISSION MEMBERSHIP A. QUORUM AND ATTENDANCE A quorum consists of a majority of the members of the commission. A quorum is required to conduct business at any meeting whether it is a regular, adjourned, or special meeting. While it is expected that members be present at all meetings, the Chair should be notified if a member knows in advance that he/she will be absent. A member shall be considered removed from an advisory body under the following conditions: • A member misses more than three consecutive meetings • A member misses more than 25% of the advisory body's meetings in a calendar year(Resolution 10-048) B. VACANCIES Vacancies are filled by appointment by the Council.Appointments made in the middle of a term are for the unexpired portion of that term. Council-appointed Alternates will automatically fill a vacancy. C. RESIGNATIONS AND REMOVALS If a member is unable to continue serving because of health, business requirements or personal reasons, a letter of resignation should be submitted to the City Council. The position of any member is automatically vacated when the member ceases to meet the qualifications for office, when Council accepts the member's resignation, or when the Council so declares. MEETINGS A. REGULAR MEETINGS Commissions are required to hold regular meetings open to the public as provided by the enabling ordinance. The agenda for this meeting must be posted at least 72 hours prior to the meeting. B. ADJOURNED MEETINGS If the business to be considered at a regular meeting cannot be completed,the commission then may designate a time and date for an adjourned meeting. 6 C. SPECIAL MEETINGS A special meeting may be called by the Chair or a majority of the members with coordination with the staff liaison. D. SUBCOMMITTEES The Chair may appoint special subcommittees of less than a quorum of the commission who then may meet at their convenience to carry out the purpose of the subcommittee. If the subcommittee has a continuing subject matter or a regularly scheduled meeting time, it may qualify as a Brown Act committee and public notice provisions will apply. E. AGENDAS Each commission has a staff liaison responsible for preparing agendas in consultation with the Chair. If a commissioner or staff member intends to bring up an item for discussion or action, the item must be included on the agenda in accordance with the Brown Act.For each meeting,a date should be scheduled for the Chair and staff liaison to set the agenda. Commissioners can propose agenda items within the purpose of the commission to the staff liaison prior to the agenda setting date. Future Agenda Setting The staff liaison will maintain a list of future agenda items that the commission plans to discuss.The Chair,the staff liaison, or any two commissioners can add an agenda item within their purpose to the future agenda item list and it will be scheduled at the discretion of the Chair and staff liaison. To provide commissioners an opportunity to discuss whether to add an item to the future agenda item list, each regularly-scheduled agenda will include a "Future Agenda Setting" item. Once an item is added to the future agenda item list, it cannot be removed until it is discussed for removal at a regularly scheduled meeting during the item for"Future Agenda Setting." In addition, the item will not be removed if the Chair or at least two commissioners wish for the item to remain on the future agenda item list. Staff Updates and Commissioner Activity Report Each regularly scheduled agenda will also include a "Staff Updates and Commissioner Activity Report" item for staff to report on updates and the members to report any activities they have taken part in related to the commission since the prior regularly scheduled meeting. F. PREPARATION FOR MEETINGS • Thoroughly review the agenda packet, including agenda reports,and any other materials before the meeting. Check if you may have a conflict of interest with any of the items due to property or monetary interests.If it is unclear,the commissioner 7 can explain the situation to the staff liaison who can seek legal counsel from the City Attorney.For more information on conflicts of interest,please review the Fair Political Practices Commission(FPPQ Conflicts of Interest Rules. • Understand what action you are being called upon to take for each particular agenda item. • Contact the Chair or your staff liaison before the meeting to clarify questions about the agenda or request further information. • Understand the responsibilities of your commission. As a member of an advisory body you will be asked to provide recommendations to the City Council about specific issues. Keep in mind that your appointment does not empower you to supervise or direct City staff. G. MINUTES The approved minutes are placed on file by the City Clerk for public access. Commissions should strive to keep summary minutes as opposed to action minutes. If automatic transcription is made available to supplement official minutes, action minutes may be sufficient. H. PROCEDURE Commissions follow the guidelines on parliamentary procedure contained in Rosenberg's Rules of Order (Rules). These Rules outline how motions are made and the basic format for an agenda item discussion. I. DECORUM AT MEETINGS • Discourage outward signs of agreement or disagreement from the audience such as cheering or clapping. Such demonstrations can intimidate those wishing to express alternate views and delay the meeting. Also see Conduct of Members in the Cupertino Ethics Policy. • Limit your own comments to the issues before the commission. Avoid the appearance of straying from the subject or"grandstanding". J. BASIS FOR YOUR DECISION Commission decisions should be based principally on the information presented to you in the open public meeting process. If you collect pertinent information outside of the public process through a meeting with stake holders or site visits,you should share that information with your fellow commissioners in the public meeting.This sharing of information will ensure that other commissioners and members of the public have a better understanding of the rationale for your decision. Commissioners are free to meet or refuse to meet with residents, resident groups, 8 developers or prospective contractors or any persons outside of the public meeting process concerning issues before the commission. If you meet with any individuals outside of the public meeting you should disclose the content of that meeting in the public meeting to again ensure that everybody is aware of the facts and have similar information upon which to base their decision;this disclosure is required for quasi- judicial matters'. All governmental procedures and process must follow due process and allow an affected party a right to be heard, and to present controverting fact or testimony on the question of right in the matter involved.Unfair determinations, such as bias, predetermination, refusal to hear, etc.,may invalidate actions. Keep an open mind. An objective,balanced, and receptive approach will help you assess the facets of a given issue and evaluate new ideas.When receiving written and oral public testimony it will be necessary to discern between fact and opinion, as well as between those concerns which are relevant and those which are secondary to the issue at hand. Keeping an open mind will make it easier for you to understand all sides of an issue before you make a judgment or take a position. CITY WORK PROGRAM The City Council approves an annual City Work Program to guide the work of the City. Prior to the first draft of the City Work Program each year, staff will reach out to the commissions to ask for recommendations of items to add. These recommendations will be provided to the City Council for consideration,but ultimately the City Council will determine the final items on the City Work Program. Commissions support City Work Program items within their scope by reviewing the items and making recommendations to City Council. Since the City Council sets the City Work Program to guide the priority efforts in the City, commission agendas should be aligned accordingly.By August 15, each commission should provide an annual report of all of the topics the commission has addressed in the prior year. COMMUNICATIONS A. STAYING INFORMED Commissioners should sign up for City email notifications to stay informed of various community events and public meetings. Council encourages commissioners to attend at least two community meetings or meetings of other commissions each year. The City uses social media outlets, surveys, email notifications, the Scene, and the City website to perform outreach for City business. For appropriate conduct on social media, 'More information on quasi-judicial proceedings can be found in the Imposed Restraints document in the Commission Resources folder. 9 see the City's Social Media Policv. For questions about City outreach, speak with your staff liaison. B. USE OF CITY EMAIL All newly appointed City commissioners will be assigned a mandatory City email address after reviewing and signing the Technology Use Policy. As noted under the Brown Act, care should be taken with regard to emails. Never select "Reply All" to an email to all commissioners or forward an email sent to you by one commissioner to another commissioner since that would constitute a quorum. All questions and concerns should be directed to the Chair and staff liaison. All City emails are subject to the Public Records Act and you should use your City email only to conduct City business as a commissioner.Please do not forward or reply to a City email from your personal email address.Once your term on the commission is over,your City email will be terminated. RESOURCES Commissioners should familiarize themselves with the following resources: City policies relating to ethics, social media, commissions, diversity, and technology, as well as the City organizational chart, a Rosenberg's Rules of Order cheat sheet, and guidance on imposed restraints, can be found online in the Commission Resources folder. League of California Cities Rosenberg's Rules of Order, Brown Act, Public Records Act, and other resources Institute for Local Government Parliamentary Procedure Simplified Ethics and Transparency 10 Commissioner' s Handbook Review Parks and Recreation Commission February 4, 2021 is.I CUPERTINO Commissioner' s Handbook • Structure of Government • Commission Purpose • Attendance • Public Meetings (Brown Act) • Conflict of Interest (Political Reform Act) • Parliamentary Procedure (Rosenberg's Rules) • Ethics • City Work Program • City Email Policy Citizens of Cupertino City Organization City Council Committees and Commissions City Treasurer City Attorney City Managers Office (oirertor of Ad.inistrati- Internal Auditor 5e i—) Economic Sustainability Community Outreach Office of Disaster Preparedness and Neighborhood City Clerk Communications Development Programs Watch Law Enforcement Administrative P=P= Innovation and Video (Santa Clam County Services on Public WL Technology Sheriffs-Contract) n andFinance and Budgeton Development Services Infrastructure GIS Human Resources Planning1H Sports,Safety,and Environmental Transportation Applications Outdoor Recreation Programs Code Enforcement]q Business and Service Center Community Services Housing Facilities and Fleet Trees and ROW Streets Grounds Council - Manager Structure of Government • City Council sets policy and vision • City Manager implements policy and directs day-to-day citywide administrative operations and staff • City staff has two primary roles: 1 . Develop policy alternatives/make professional recommendations 2. Implement Council direction Commission Purpose, CMC Ch. 2 A. To hold hearings on matters pertaining to planning and davalop rent of parks, cultural activities, historical resources_ recreation,community s$rvicAs(including, but not limited to.schools-and senior sarviogs)_and capital expenditures related to onmrnunity activitigs and facilitie&; 8_ To conduct such other hearings as are necessary and in accordance with its own rules and regulations_ C_ To report its decisions and recommendations in writing to the City i:ouncil; f]_ To consider.formulate and propose programs,activities,resources, plans and development designed to provide for, regulate and direct the future growth and development of community activities,parks and a raoreartion systern in order to securo to the City and its inhahita rills better service; E. To make investigations and reports for future acquisidon of park sires; F. To make, in its advisory capacity, any and all recommendations to the City Council rolating to the above matters, including the extension of tha parks_recreation system and cornmunity activities to outlying ansas of the City. G. In cooperation with the Director of Recreation and Community Services,the Commission will cor►sider,review_and evaluate parks,recreation programs,and community activities; H_ To consider_formulate,and propose cu Rural activities and historical preservaG n far Iha City and it$residents_ Attendance • 25% of regular meetings missed or three consecutive meetings missed in a calendar year results in removal May request a waiver of this provision to Council The Brown Act "All meetings of the legislative body of a local agency shall be open and public, and all persons shall be permitted to attend any meeting . . . except as otherwise provided in this chapter." Gov't. Code Sec. 54953(a) 3 key requirements: ( 1 ) conduct business and make decisions only in open public meetings; (2) publish and follow meeting agendas; and (3) provide an opportunity for public participation before making decisions Brown Act - Meetings • " . . . any congregation of a majority of the members of a legislative body at the same time and location. . . . to hear, discuss, deliberate, or take action on any item that is within the subject matter jurisdiction of the legislative body." Regular meetings • Special meetings called by Chair or majority of commission Brown Act - Action Taken • a collective decision made by a majority • a collective commitment or promise by a majority to make a positive or a negative decision; or • an actual vote by a majority when sitting as a body or entity, upon a motion, proposal, resolution, order or ordinance. Gov't. Code Sec. 54952.6 Brown Act - Serial Meetings • A majority of the members of a legislative body shall not, outside a meeting . . ., use a series of communications of any kind, directly or through intermediaries, to discuss, deliberate, or take action on any item of business that is within the subject matter jurisdiction of the legislative body. Gov't. Code Sec. 54952.2(b) ( 1 ) Brown Act - Serial Meetings • Daisy Chain: A to B, B to C, C to D C300000 • Wagon Wheel: A to B, A to C, A to D • Includes Email, Texting, Notes • Do not " Reply All" in emails • Limit risk by sending communications to commission liaison and not stating position outside of meetings Brown Act - Exceptions • Individual Contacts and Staff Briefings - less than quorum • Staff may have separate conversations or communications with members, outside of a meeting, in order to answer questions or provide information • Staff may not communicate the comments or position of any other member of the legislative body. Gov't. Code Sec. 54952.2(b) (2) Brown Act - Exceptions • Purely Social and Ceremonial Gatherings & Seminars • Open, Publicized Community Meetings • Meetings of Another Agency • Members should not discuss City business Brown Act - Agendas • Post 72 hours before regular meeting and 24 hours before special meeting • Scope of discussion and action is limited to agendized matters • Brief general description of items to be discussed - to inform interested members of public of the subject matter • May schedule future items, hear staff/commissioner announcements, have very brief clarifying questions/responses to public Brown Act - Public Participation • Public right to speak on ( 1 ) any item within the subject matter jurisdiction of the commission and (2) the specific items of business before or during the commission 's consideration • Comments may be anonymous • May impose reasonable time limits on public comment • Cannot prohibit public criticism of policies, procedures, programs, or services of the agency or the acts or omissions of the body itself • Public right to review communications distributed to a majority of the commission Political Reform Act, Gov Code 81000 et seq. • FPPC Statement of Economic Interests (Form 700) filing requirement • Disclosure of personal financial interests • Serves as a reminder in potential conflict situations • Filed when assuming office and annually thereafter Rosenberg 's Rules of Order • Simple rules for parliamentary procedure • How to establish order at meetings • How motions are made • How the chair runs the meeting Rosenberg ' s Rules of Order Agenda format handled by the Chair: 1 ) Announces the agenda item 2) Invites the staff report 3) Asks members for clarifying questions 4) Invites public comments s) Invites a motion 6) Invites a second to the motion 7) Ensures motion is understood 8) Invites discussion/deliberation 9) Takes a vote 1o) Announces the vote result City Work Program • Established by the City Council • Guides the work of the City • Commissions provide suggestions related to their purpose Nov/Dec Ethics • Cupertino Ethics Policy • Elected/appointed officials and staff receive regular training on ethics as required by state law (AB 1234) • Options to satisfy the requirement: • Online self-study • Training led by City Attorney's Office • Annual conference or seminar City Email Policy • Commissioners assigned City email address • Use your City email to conduct City business • Follow "netiquette" guidance set forth in Technology Use Policy • Do not use your personal email account for City business Questions? Contact the City Clerk's Office: Email: cityclerk@cupertino.orq Telephone: 408-777-3223 CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8766, Version: 1 Subject: Chair and Vice Chair Selection. Conduct the selection of the Chair and Vice Chair. CITY OF CUPERTINO Page 1 of 1 Printed on 2/4/2021 powered by LegistarTM CITY OF CUPERTINO CUPERTINO Legislation Text File#: 21-8768, Version: 1 Subject: Meeting Minutes for the January 20, 2021 Parks and Recreation Commission Special Meeting. Review and approve the minutes for the January 20, 2021 Parks and Recreation Commission special meeting. CITY OF CUPERTINO Page 1 of 1 Printed on 2/4/2021 powered by LegistarTM CITY OF CITY OF CUPERTINO is PARKS AND RECREATION COMMISSION Teleconference Special Meeting CUPERTINO Wednesday, January 20, 2021 6:00 PM DRAFT MINUTES CALL TO ORDER Chair Kumarappan called the special meeting to order at 6:02 p.m. via remote teleconference. ROLL CALL Commissioners present: Gopal Kumarappan, Carol Stanek, Neesha Tambe, Xiangchen Xu (joined at 6:40 p.m.), Sashikala Begur Commissioners absent: None Staff present: Joanne Magrini, Whitney Zeller, Alex Corbalis CEREMONIAL MATTERS AND PRESENTATIONS APPROVAL OF MINUTES 1. Subject: Meeting Minutes for the January 7, 2021 Parks and Recreation Commission Special Meeting. Recommended Action: Review and approve the minutes for the January 7, 2021 Parks and Recreation Commission special meeting. Commissioner Tambe amended item six to note that if it is decided that the ponds should be addressed, refinishing, or filling in the ponds should take place parallel to the design phase being executed. Commissioner Tambe motioned to approve the minutes with the amendment to item six. Vice Chair Stanek seconded the motion. Motion passed with 4 votes yes and Commissioner Xu absent. POSTPONEMENTS ORAL COMMUNICATIONS Community Member Lisa Warren commented on public noticing of the meeting. Staff clarified that the agenda had been noticed on Friday, January 15, and the notice they received prior to the meeting was an update to the teleconference information. WRITTEN COMMUNICATIONS None OLD BUSINESS 2. Subject: Parks and Recreation Strategic Plan Park Amenity Improvement Project Evaluation and Prioritization Review. Recommended Action: Provide feedback regarding prioritization for the Parks and Recreation Strategic Plan Park Amenity Improvement Project. Recreation Coordinator, Alex Corbalis, reviewed how the prioritization process would be facilitated. Community Member Sharon Blaine commented that the Cupertino Historical Society will be putting signs marking historical references throughout the Stevens Creek Corridor. They are working with the City to make sure the signs follow the branding guidelines. The first site discussed was the Stevens Creek Corridor Commissioner Tambe commented that a hydration station at McClellan Ranch is a good idea,but that the stocklmeir property area is narrow and has high traffic. She added that if a hydration station is placed at the top of the corridor, we need to make sure it doesn't become a gathering space that could block the trail. The Commissioners agreed that two hydration stations would be appropriate, one at McClellan Ranch and one at the top of the corridor accessible to those using the trail. The Commissioners agreed no changes to waste receptacles were needed in the Stevens Creek Corridor. The Commissioners agreed no additional benches or picnic tables were needed in the Stevens Creek Corridor. The Commissioners agreed with staff's recommendation for a shade structure for the bocce courts as a Capital Improvement Project. Commissioner Tambe commented that community feedback showed a high demand for outdoor table tennis and it would be a good addition near the bocce area in the corridor. Vice Chair Stanek shared concern with outdoor table tennis and recommended finding a location where it could be sheltered from wind, as well as what kind of maintenance and upkeep would be needed. Commissioners Tambe and Begur recommended looking at options for providing indoor table tennis, such as Monta Vista or Creekside Parks buildings. The Commissioners agreed with placing a bike rack in the Corridor, as long as there is no environmental impact. The second site discussed was Hoover Park. The Commissioners agreed with staff s recommendation to replace both water fountains at Hoover Park with hydration stations. The Commissioners agreed with staff s recommendation to add four trios at the soccer field (one on each sideline), and recommended adding a trio at both playgrounds, replacing the existing garbage cans. The Commissioners suggested adding benches near game areas as a low priority. The Commissioners agreed with staff suggestion to add six trees near the park sign. The third site discussed was Linda Vista Park. The Commissioners recommended one hydration station at the lower walk-in picnic area and a second at the upper playground as a lower priority. The Commissioners agreed with staff s recommendation to move the existing waste receptacles. The Commissioners agreed with staff's recommendation to add two benches near the upper playground and two at the northeast corner. They suggested instead of adding two along the eastern path to add two benches on the southern edge of the field in the shade. The Commissioners agreed with staff s recommendation to add a shade structure at the picnic area as a Capital Improvement Project. Commissioner Tambe highlighted that if there are any playground elements added to the parks, to make sure they have inclusive play elements. Parks and Recreation Director, Joanne Magrini, added that staff will look at the potential of adding inclusive swings to the existing swing set at Linda Vista Park. The fourth site discussed was Monta Vista Park and Recreation Center Vice Chair Stanek recommended adding pickleball striping where possible in neighborhood parks so that residents do not need to travel to access the amenity. Commissioner Tambe added that all tennis courts do not need to be restriped to include pickleball, we can choose to only stripe one of the two at Monta Vista. She shared that there is already high use of Memorial Park and adding another amenity there could be frustrating to neighbors by drawing more users. She recommended starting restriping at Monta Vista, and if successful, to add more at Memorial Park. The Commissioner added that there is a broader theme of singular use of facilities that needs to be addressed. Commissioner Xu agreed that more facilities and amenities should be placed in neighborhood parks, so residents do not need to travel to the larger parks. She added that Monta Vista can be crowded and did not recommend pickleball striping at the site. Chair Kumarappan recommended that staff revisit the topic at the final prioritization as an action item. The Commissioners agreed with staff s recommendation to replace the water fountain at the southwest softball field with a hydration station, as well as the water fountain at the tennis courts, and to add a hydration station at the northeast softball field on the third base line. The Commissioners agreed with staff s recommendation to replace the garbage cans at the northeast softball field and the southwest softball field with trios, remove the existing garbage cans at the northern BBQ area and add a trio near the building. They also recommended adding a trio at the path north of the southern BBQ area and to leave the existing receptacles for composting. The Commissioners agreed with staff's recommendation to add four benches near the preschool area. They noted it is not a high priority,but would be a good addition if funding is available. Commissioner Tambe commented that it would be nice to have exercise equipment at the larger playground. Vice Chair Stanek and Chair Kumarappan recommended adding inclusive swings to the playground, as it is near the preschool. The Commissioners recommended adding nature play. The fifth site discussed was Little Rancho Park. The Commissioners agreed with staff's recommendation to replace the existing waste receptacle with a duo. The Commissioners agreed with staff's recommendation to replace the existing benches with ones from Canyon Oak Park. The sixth site discussed was Somerset Park. The Commissioners agreed with staff's recommendation to replace the existing water fountain with a hydration station. The Commissioners agreed with staff's recommendation to add a trio waste receptacle at the BBQ area and remove two existing waste receptacles. They added the recommendation to include a duo at the basketball court. The Commissioners agreed with staff's recommendation to add two benches, one at the northeast and one at the southwest corner of the park. Vice Chair Stanek recommended the benches in the back corner of the park face the grass area, as it could be a potential dog off leash area site. Commissioner Tambe agreed with staff's suggestion that Somerset Park could be a good location for outdoor table tennis. Vice Chair Stanek commented that because it is close to highway 280, the airflow should be measured before moving with it as a site for outdoor table tennis. She added that if the area can be sheltered from a breeze or wind it would be a good location. The Commissioners recommended considering the total cost and evaluation of wind interception for implementing outdoor table tennis at this site. Commissioner Tambe recommended adding inclusive swings, interactive elements such as sculptures and pieces with tactile and auditory stimulation, as well as nature play. Vice Chair Stanek requested that at the next prioritization meeting, the Commissioner's averages be added as a column for each site. NEW BUSINESS STAFF AND COMMISSION REPORTS Commissioner Tambe shared that Kennedy Middle School is putting together a competition for their students to utilize the skills they have gained in their electives to create ideas to help address social isolation. Commissioner Tambe passed the information to Parks and Recreation Director,Joanne Magrini, and Recreation Coordinator, Daniel Mestizo, and suggested they could provide a good repository of potential projects and would be a good opportunity to engage with the program and provide any external support. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS FUTURE AGENDA SETTING ADJOURNMENT-Chair Kumarappan adjourned the meeting at 8:16 p.m. to the February 4, 2020 meeting at 7 p.m. Respectfully submitted, Whitney Zeller, Administrative Assistant Parks &Recreation Department Minutes approved at the regular meeting CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8770, Version: 1 Subject: Proposed Project Evaluation Criteria and Process. Review and approve the proposed project evaluation criteria and process. CITY OF CUPERTINO Page 1 of 1 Printed on 2/4/2021 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: February 4,2021 Subject Proposed Project Evaluation Criteria and Process Recommended Action Review and approve the proposed project evaluation criteria and process. Discussion At their January 7, 2021 meeting,the Parks and Recreation Commission discussed the criteria and process for providing evaluations regarding projects and programs that come to the Commission. The topics for discussion included the following: - Establishing due dates - Guidelines for extensions - Methods for submitting evaluations - Transparency of when data and evaluations are submitted Staff is recommending that the Commission review and approve the proposed project evaluation criteria and process (Attachment A),based on the feedback provided at the January 7 meeting. 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: A-Project Evaluation Criteria and Process-Commissioner Feedback Project Evaluation Criteria and Process—Commissioner Feedback TopicSub-topic Establishing Due Dates Considering staff time needed to Staff will communicate to the process the data received Commission the earliest and latest possible dates that data needs to be Deadline to be within regular submitted to staff. work hours Deadlines will be within the regular Confirmation of receipt of workday, set in the morning to allow time evaluation for troubleshooting. Methods for Email or Shared Folder Data will be submitted through a shared Submitting Evaluations folder system,which will be time Consideration of Brown Act, stamped, and staff will send an email to Commissioner Handbook, all Commissioners at the due date to let Technology Use Policy them know what data has been received. Staff will email Commissioners to confirm if their information was received or not. If the shared folder cannot be accessed, data can be sent to staff through email. Transparency of Time stamp data submitted Submitted data will be timestamped. Submitting Data Publishing data in the Extensions granted will be updated on a commission agenda as an calendar viewable to the public. attachment Guidelines for Will extensions be allowed The Commission will be responsible for Extensions granting deadline extensions, which can Who will grant extensions be requested and approved through (Director, Chair, or Commission) email and updated on a calendar viewable to the public. How will extensions be communicated (via email or in a public meeting) Qualifications for an extension (emergency situations) CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8771, Version: 1 Subject: Review and Provide Feedback on the New Community Garden Guidelines. Review and provide feedback on the new Community Garden Guidelines. CITY OF CUPERTINO Page 1 of 1 Printed on 2/4/2021 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: February 4,2021 Subject Review and Provide Feedback on the New Community Garden Guidelines Recommended Action Review and provide feedback on the new Community Garden Guidelines. Discussion The Cupertino Community Garden is a beautiful, safe, and peaceful refuge for Cupertino residents amidst the fast-paced life of Silicon Valley. The program goals are to: • Create a welcoming, attractive, and secure place where residents can experience the benefits of organic gardening and strengthen community bonds. • To promote healthy living through access to healthy food,low impact exercise, and social interaction opportunities. • Provide education to residents about the safe gardening practices necessary in a nature preserve and community parks to prevent damage to the land, groundwater, and natural environment. The Community Garden is open to all Cupertino residents who wish to apply.Upon re- opening, all current gardeners may select a garden bed. The gardeners on the existing waiting list may choose a garden bed.After the existing waiting list has been exhausted, the City will use a new waiting list with priority given those in high-density housing. Fees for the community garden include a$110 annual fee ($1.31/sq ft) and a$150 refundable deposit. The yearly fee represents a 40% cost recovery. It is developed based on estimated water use, tools, supplies, administrative fees, and staffing costs. Gardener Responsibilities 1. Follow all Community Garden guidelines, policies procedures,rules, and regulations. 2. Complete the Cupertino Community Gardening 101 class within 30 days of signing their agreement. 3. Attend all mandatory Community Garden Program meetings. 4. Complete all required annual volunteer hours during workdays, public hours, or special projects. Gardeners must also log their volunteer hours through the designated system. 5. Actively tend your crops and maintain your garden bed to the required standards. City Responsibilities 1. Assign garden beds as designated by the Community Garden Program Guidelines. 2. Provide garden bed water, trash receptacles,recycling receptacles, compost receptacles,fresh compost, and large community use tools. 3. Perform general maintenance. Notices regarding scheduled work will be posted in the garden whenever possible. The City of Cupertino participates in the Santa Clara County Healthy Cities Program. The program was founded to recognize the critical role that cities and towns play in promoting residents' and visitors' health. Cities must make a portion of city-owned property available to residents for gardening purposes. fifty percent of all crops grown from these gardens must come from edible plants. cities must waive or discount fees for residents who qualify for food assistance or other assistance programs. These requirements are incorporated into the guidelines. Staff recommends the Parks and Recreation Commision review and provide feedback on the new Community Garden Guidelines. Sustainability Impact The Community Garden strictly adheres to the principles, concepts, and practices of organic gardening.Products labeled "organic" or"natural" are not allowed unless they are approved by the U.S.Department of Agriculture's(USDA) National Organic Program or by the Organics Materials Review Institute (OMRI-https://www.omri.org). Following the Santa Clara County's Healthy Cities criteria, a minimum of 50% of all crops produced must be from edible plants. Fiscal Impact The community garden will generate between$10,835 and$11,110 in annual revenue from the collection of yearly user fees and the number of Santa Clara County Healthy City discount participants. There is no fee associated with the five garden beds designated for the Master Gardener program. Prepared by:Jeff Ordway, Recreation Coordinator Reviewed bv:Jenny Koverman, Recreation Supervisor Approved for Submission by:Joanne Magrini, Parks and Recreation,Director Attachments: A-Community Garden Guidelines Draft CUPERTINO Cupertino Community Garden Program Guidelines Draft Document CITY HALL • 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3200 • FAX: (408) 777-3366 TABLE OF CONTENTS Purpose........................................................................................................................................................4 CommunityGarden Location..................................................................................................................4 Eligibility.....................................................................................................................................................4 Termof Use.................................................................................................................................................4 Selection.......................................................................................................................................................4 Fees...............................................................................................................................................................5 GardenerResponsibilities.........................................................................................................................5 CityResponsibilities..................................................................................................................................5 Policies, Procedures, Rules, and Regulations.........................................................................................6 GeneralPolicies......................................................................................................................................6 OrganicGardening................................................................................................................................7 Approvedand Prohibited Crops.........................................................................................................8 Watering..................................................................................................................................................8 Animalsand Pests..................................................................................................................................9 Trash, Recycling, and Composting......................................................................................................9 GardeningTools and Equipment ........................................................................................................9 Materialsand Structures.....................................................................................................................10 Maintenance..........................................................................................................................................10 Security, Damage, and Vandalism ....................................................................................................10 Codeof Conduct......................................................................................................................................11 City of Cupertino Page 2 of 12 Community Garden Guidelines Draft Document Conflicts.....................................................................................................................................................11 Enforcement..............................................................................................................................................11 Notificationand Penalties.......................................................................................................................11 Appeals......................................................................................................................................................12 City of Cupertino Page 3 of 12 Community Garden Guidelines Draft Document PURPOSE The Cupertino Community Garden is a beautiful, safe, and peaceful refuge for Cupertino residents amidst the fast-paced life of Silicon Valley. The program goals are to: • Provide a welcoming, attractive, and secure place where residents can experience the benefits of organic gardening and strengthen community bonds. • To promote healthy living through access to healthy food,low impact exercise, and social interaction opportunities. • Provide education to residents about the safe gardening practices necessary in a nature preserve, community parks or home to prevent damage to the land, groundwater, and natural environment. COMMUNITY GARDEN LOCATION Community Garden Address Hours Beds McClellan Ranch Preserve 22221 McClellan Road Sunrise-Sunset 101 ELIGIBILITY The Community Garden is open to all Cupertino residents who wish to apply. To establish eligibility, interested parties must provide two forms of identification (government-issued photo ID and current utility bill) with the same Cupertino address. The program includes access to one raised garden bed filled with soil,use of water, and use of community tools for a period of three years. One garden bed is allowed per household. TERM OF USE Gardeners are limited to a term of three years. After a gardener's three-year term ends and their agreement is in good standing, gardeners or another household member may place their name on the waiting list no more than 30 days before the end of their current contract. If the waiting list is empty,they may immediately begin a new three-year term. SELECTION Upon opening, gardeners may begin a three-year agreement for a garden bed based on the following priority. First, all current gardeners may select a garden bed. Next,based on the order they were placed on the existing waiting list, Cupertino residents may choose a garden bed. After all the Cupertino residents on the existing waiting list have received a garden bed, they will be distributed based on the following process. City of Cupertino Page 4 of 12 Community Garden Guidelines Draft Document The City maintains a waiting list of interested residents. Garden beds are distributed as they become available,with priority given to those living in high-density housing. The City defines high-density housing as greater than 35 units per acre and will use the City's GIS system to verify whether the prospective gardener's address qualifies for priority. One waiting list spot is allowed per household. Households with a garden bed may not have another household member on the waiting list. American's with Disabilities Act(ADA) garden beds are available on a first-come, first-served basis when requested by a waitlisted participant requiring accommodation. FEES F_ Bed Size Deposit 6 ft x 14 ft (84 sq ft.) $150 $110 Gardeners receive a refund of their deposit at the end of the three-year term if their garden bed is cleared and returned to its original condition. If a gardener agreement ends early for any reason, they will not receive a refund of their annual fee,but they are eligible for a refund of their deposit. Cupertino residents who qualify for food assistance or other assistance programs through a recognized social services agency may be eligible to pay a 50%discounted rate for the deposit and annual fee. Interested participants must complete an SCC Healthy Cities Community Garden Participant form. This discount is limited to no more than five residents at one time. GARDENER RESPONSIBILITIES 1. Follow all Community Garden guidelines, policies procedures, rules, and regulations. 2. Complete the Cupertino Community Gardening 101 class within 30 days of signing their agreement. 3. Attend all mandatory Community Garden Program meetings. There will be a minimum of one meeting a year. 4. Complete ten annual volunteer hours during workdays, public hours, or special projects. Gardeners must also log their volunteer hours through the designated system. 5. Actively tend your crops and maintain your garden bed to the required standards. CITY RESPONSIBILITIES 1. Assign garden beds as designated by the Community Garden Program Guidelines. City of Cupertino Page 5 of 12 Community Garden Guidelines Draft Document 2. Provide garden bed water, trash receptacles, recycling receptacles, compost receptacles, fresh compost, and large community use tools. 3. Perform general maintenance. Notices regarding scheduled work will be posted in the garden whenever possible. POLICIES, PROCEDURES, RULES, AND REGULATIONS The City sets all policies, procedures, rules, and regulations for the Community Garden that gardeners must follow. Failure to comply with requirements may result in loss of gardening privileges without a refund. The City reserves the right to revise the Community Garden Guidelines whenever deemed necessary. General Policies The primary gardener listed on the Community Gardening Agreement is solely responsible for maintaining their garden bed and compliance with all policies, procedures, rules, and regulations. • Gardeners are responsible for maintaining their assigned garden bed and may only garden within their bed. They may not alter the boundaries of their allotted bed. • During the primary growing season (March-October), gardeners must actively tend their garden bed, including,but not limited to, preparing the soil for planting, growing crops, pulling weeds,harvesting ripe produce, and collecting seeds before they drop. • During the off-season(November-February), each gardener must keep their bed in good condition, including,but not limited to, pulling weeds and planting cover crops. • The primary gardener listed on the Community Gardening Agreement must complete at least 75% of all gardening work required to keep their garden in good condition. Friends and family may assist once they have submitted a City of Cupertino Liability Waiver. The primary gardener is responsible for ensuring any guests abide by all required policies, procedures, rules, and regulations. • Produce from the garden is only for personal use, shared with friends, or donated to local food banks. It may not be sold or traded for money or goods. Each gardener's produce belongs to the gardener of that bed. No one may pick from any garden bed other than their own without permission. a. No person may use a vacant bed or another area in the garden without the approval of the Community Garden Coordinator (CGC). b. No garden bed shall be traded, divided, sub-leased, or otherwise changed from the original bed assignment. City of Cupertino Page 6 of 12 Community Garden Guidelines Draft Document c. If change is desired, the primary gardener must contact the CGC. All requests will be reviewed and decided on an individual basis. • Any exchange of beds is an option but must be approved by the CGC before the trade occurs. Gardeners may not contract with any outside individual or entity to perform work in their garden bed. • If gardeners cannot tend their garden due to a vacation or other activity that exceeds two weeks, they must complete a Garden Absence Form. Absences may not exceed two months. • Gardeners must inform the City of any changes to their contact information, including home address, email address, and telephone number. • Gardeners vacating a bed for any reason are responsible for cleaning and removing any plants or materials and returning the garden bed to its original condition, or forfeit their deposit. Organic Gardening The Community Garden strictly adheres to the principles, concepts, and practices of organic gardening. Products labeled "organic" or"natural" are not allowed unless they are approved by the U.S. Department of Agriculture's National Organic Program (USDA- https://www.ams.usda.gov) or by the Organics Materials Review Institute (OMRI- https://www.omri.org). • Gardeners may not use containers that previously contained toxic chemicals for storage, watering, or other gardening purposes. Chemically treated wood products are prohibited in any garden site. Violating this rule is cause for termination loss of gardening privileges. Chemicals/Fertilizes Pest and Disease Control Fertilizers Cottonseed;Blood, Bone, Horn or Hoof Meals;Kelp; Neem Oil;Soap Sprays; Manure (not from humans, Allowed Sulphur;Wood Ashes;Pepper dogs, and cats);Compost; and Onion Spray;Tanglefoot; Liquid fish or seaweed; and and similar organic products similar fertilizers classified as "organic." Rotenone;Pyrethrate; Ammonium Sulfate or Pyrethroids;Nicotine Sulfate; Nitrate;Muriate of Potash; Malathion;Finale Diazinon, Prohibited Superphosphate;Highly Sevin;Roundup; soluble chemical fertilizers; Organophosphates;Dursban; human waste organ chlorides;chlorpyrifos City of Cupertino Page 7 of 12 Community Garden Guidelines Draft Document Approved and Prohibited Crops 1. Gardeners are responsible for supplying all seeds, seedlings, and plants. 2. A minimum of 50%of all crops produced must be from edible plants. 3. Approved and prohibited crops are listed below. The City reserves the right to amend this chart. Approved Common Vegetables,Flowers, Fruit, Berries, and Herbs Trees (Any Kind),Mint(Any Variety), Perennial and Woody Vines (Including Grapes),Rosemary,Lavender, Cannabis (Marijuana), Bermuda grass, Opium Poppy, Peyote, Salvia divinorum,Tobacco, Coca,Jimsonweed, Hemlock, and any other invasive,toxic,noxious, controlled plant, any invasive plant listed by the California Invasive Prohibited Plant Council (http://ipm.ucanr.edu/PMG/PESTNOTES/pn74139.html#INVASIVE) or any foreign plants listed by the United States Department of Agriculture's Animal and Plant Health Inspection Service (https://www.aphis.usda.gov/aphis/ourfo cus/planthealth/import- information/sa sitc). 4. Tall plants, such as corn, tomatoes,berries, and support structures,may not exceed 6 feet above the soil's top in the garden bed. They may not produce shade on adjacent beds or extend into pathways. 5. Gardeners must keep their bed free of noxious weeds, including,but not limited to, gopher spurge, poison hemlock, short-pod mustard,horseweed,bermudagrass, and thistles. Watering 1. Gardeners must supply their own garden hose. Hoses may not be longer than 25 feet, must be free of leaks, and must not block the walkways. Hoses must be coiled and stored neatly. 2. Report any system leaks or other maintenance issues using the Cupertino 311 app or website (www.cupertino.org/cul2ertino3ll). If it is an emergency,immediately report the problem to County Communications at (408)299-3233. 3. During declared droughts, the City may enact water restrictions. City of Cupertino Page 8 of 12 Community Garden Guidelines Draft Document Animals and Pests 1. The McClellan Ranch Community Garden is located in a nature preserve, and mitigation measures are incorporated to reduce pests. However, it is impossible to rid the garden of natural pests completely. Prospective gardeners should consider this before deciding to request a garden bed at this location. 2. Gardeners may not trap or kill vertebrates, including rodents or snakes. 3. Gardeners should avoid contact with any dangerous predatory animals such as mountain lions, coyotes, and rattlesnakes. Report any spotting or encounter with these animals in the community garden to the Parks and Recreation Department(408) 777-3120, or County Communications (408) 299-3233, or 911. 4. No one in the community garden may feed the 4-H animals. 5. Pets,except for documented ADA service animals, are not allowed in the garden. Trash, Recycling, and Composting 1. Gardeners must dispose of trash, recycling, and composting in the provided receptacles. 2. There is no onsite composting. Garden waste is composted offsite, and fresh compost is available in the provided receptacles. Do not place any items,trash,recycling, and composting in the containers for fresh compost. 3. Due to disease, DO NOT PUT ANY PORTION OF TOMATOES,PEPPERS, OR WEEDS in the compost bin.Weeds include bermudagrass, wild morning glory, oxalis,bindweed, and disease-infested plants. Place these items in the trash receptacle. 4. Gardeners may not place, store, or dump materials in other garden beds,paths, common areas, tools sheds, the 4H facility, or anywhere else in the McClellan Ranch Preserve. 5. Gardeners may not dispose of trash, recycling, and composting from their homes or workplace work in any community garden receptacles. Gardening Tools and Equipment 1. The City will provide a limited amount of community tools to be shared with all gardeners. These tools may include buckets, cultivators, clippers, scoops, trowels,hoes, rakes, shovels, utility carts, and wheelbarrows. Tools must be cleaned and returned to the garden shed after each use and may not be removed from the Community Garden. 2. Tools not provided by the City are the responsibility of each gardener. Except for one hose, gardeners may not store personal tools in the Community Garden. 3. Gas-powered equipment is prohibited.Any motorized equipment must be battery powered and not exceed any noise ordinances. There are no electrical outlets in the community garden;gardeners must charge and store equipment offsite. City of Cupertino Page 9 of 12 Community Garden Guidelines Draft Document Materials and Structures 1. Raised garden beds must have at least seven(7)inches of wood exposed above the mulched wood chips to prevent the raised bed's deterioration. 2. Gardeners may not make modifications above the top board of the garden bed to make the bed deeper. 3. The use of recycled and other materials not intended for gardening is prohibited unless approved by the CGC. 4. Gardeners wishing to create additional planting space structures above their bed must submit a plan for approval by the CGC. The City will remove unapproved structures at the gardener's expense. 5. No potted plants are allowed in the walkways. 6. No personal furniture and equipment such as tables, chairs, and barbecues are allowed in the community garden. 7. Gardeners may construct or purchase cloud covering and bird netting tents to protect their crops. Please see the City of Cupertino's Cloud Covering Bird Netting structures document for a list of approved designs. The City will remove unapproved structures at the gardener's expense. Maintenance 1. Gardeners are required to keep one-half of all walkways around their garden bed free of weeds, vegetation, debris, and trash. Plants cannot overgrow the garden bed,block the pathways, and create safety hazards. There are no exceptions. 2. Any maintenance issues that are the City's responsibility should be reported to the City using the Cupertino 311 app or website (www.cul2ertino.org/cupertino3ll). Security, Damage, and Vandalism 1. The City reserves the right to install security surveillance equipment to monitor the community garden to enforce its guidelines, policies, procedures, rules, and regulations. 2. Gardeners will receive any required access codes to open gates and tool sheds upon execution of their Community Garden Agreement. They may not provide access code information to anyone or will risk the loss of gardening privileges. 3. Gardeners must ensure they fully close the entrance gate and lock the storage shed after each use. 4. Report damage or vandalism to the CGC. City of Cupertino Page 10 of 12 Community Garden Guidelines Draft Document CODE OF CONDUCT All gardeners must follow the City's rules, regulations,policies, and procedures and cooperate and assist City staff in maintaining a safe environment. Gardeners are required to treat all other gardeners, staff,volunteers, and members of the public with courtesy and respect regardless of age, gender, religion, cultural background, or sexual orientation. Also, gardeners must respect other's privacy, personal belongings, equipment, supplies, and crops. Gardeners must refrain from the following. • Unsafe action and vandalism which may cause harm to yourself, any other person, or damage to personal or City property. • Disruptive or disorderly behavior. • Exhibiting inappropriate,threatening, aggressive, or bullying behavior, or any other form of harassment. • Using inappropriate, foul, or abusive language toward others. • Smoking,vaping,using tobacco products, or drinking alcohol on City property. • Entering City property while under the influence of any intoxicating substance. • Entering City property while in possession of dangerous or unauthorized materials such as firearms,illegal substances,weapons, or other similar items. Failure to abide by the Community Garden guidelines, policies, procedures, rules, and regulations may result in the loss of Community Garden privileges. CONFLICTS Gardeners must attempt to resolve conflicts between themselves before bringing them to the CGC. The CGC will evaluate both sides of the dispute before coming to a resolution. All resolutions will be final. ENFORCEMENT City staff will make periodic and random inspections of the Community Garden. Their good faith judgment is sufficient to enforce a violation of the community garden guidelines,policies, rules, and regulations. NOTIFICATION AND PENALTIES When a gardener violates the community garden guidelines, policies, procedures, rules, and regulations, the City will notify them of the violation(s). City of Cupertino Page 11 of 12 Community Garden Guidelines Draft Document • Notification#1:The City sends the first warning by postal mail and email. Gardeners have 15 days from the date of the message to bring their garden bed into compliance. • Notification#2:If, after 15 days, the garden bed remains in violation, the City sends a second and final notification by certified postal mail and email. Gardeners will have 15 days from the date of the notice to bring their garden bed into compliance and must pay a$25 fee. If the gardener fails to comply, rectify the violation, or pay any penalties, they will forfeit their garden bed and all associated fees with no refund. If a gardener receives three (3) separate notifications of violations within a one (1)year period, they will forfeit their garden bed and all associated fees with no refund. The City will not reimburse the Gardener for any expenses related to plants, supplies, or other materials used in their garden bed. The terminated gardener is responsible for returning all items belonging to the garden. All gardeners who forfeit their garden bed due to noncompliance with community garden policies,procedures, rules, and regulations are not permitted to join the community garden waiting list for a minimum of 36 months. Forfeitures due to a safety or security risk result in a lifetime ban from Cupertino community gardens. APPEALS Gardeners may appeal a termination to the Director of Parks and Recreation,whose decision will be final. Please send your request in writing to the Director of Parks and Recreation at recreation@cupertino.org or the following address. Director of Parks and Recreation City of Cupertino 10185 N Stelling Rd Cupertino, CA 95104 City of Cupertino Page 12 of 12 Community Garden Guidelines Draft Document New Community Garden Guidelines February 4, 2021 SAV,7; �55.l91s CUPERTINO Agenda Purpose and Goals Eligibility, Selection and Fees Gardener and City Responsibilities Santa Clara County Healthy Cities • Organic Gardening and Crops PRC Meeting 2.4.21 Item 5 Agenda Animals • • Pests •• - of Conduct Enforcement, Notifications, and Penalties Appeals Recommended • 3 Purpose The Cupertino Community Garden is a beautiful, safe, and peaceful refuge for Cupertino residents amidst the fast-paced life of Silicon Valley. 4 2 Goals Create • welcomingenvironment Promote healthy • Provide education Eligibility and Selection • Open to Cupertino residents At Initial opening, current gardeners have priority, then residents on the existing waiting list Future waitlist gives priority to residents living in high-density housing Fees $1 10 annual fee ($1 .31 /sq ft) $150 refundable deposit Gardener Responsibilities Follow all Community Garden guidelines • Complete the Community Gardening 101 class Attend all mandatory meetings Complete all required annual volunteer hours Actively tend your crops and maintain your garden bed Slide 7 KN1 You will want to mention the discounted fee Katy Nomura,2/4/2021 KN2 you can discuss that you will go into more depth on it later in the presentation but it is technically a fee so we should put it together Katy Nomura,2/4/2021 Slide 8 Al be prepared to answer "what types of things will be covered in the class" Jenny Koverman,2/1/2021 JOC2 it will be a review of the Community Garden guidelines and basics of gardening from the master gardeners Jeff Ordway,CPRP,2/2/2021 PRC Meeting 2.4.21 Item 5 City Responsibilities Assign garden •-• Provide garden bed water, trash receptacles, recycling receptacles, compost receptacles, fresh compost, and large community use tools. Perform general m• - • 9 Santa Clara County Healthy Cities • Makes city-owned property available to residents for gardening purposes • 50% of all garden produce from edible plants • Waives or discounts fees for residents that qualify for food assistance or other assistance programs Zo 5 PRC Meeting 2.4.21 Item 5 Santa Clara County Healthy Cities Discount Fee $55 annual fee ($0.66/sq ft) 20% cost recovery $75 refundable deposit Covers a portion of the cost to return garden bed to original condition and to replace materials damaged beyond normal wear and tear Limited to no more than 5 residents at one time 11 Organic G • • - • The Community Garden strictly adheres to the principles, concepts, and practices of organic gardening. Department of Agriculture's Organics(USDA) National Organic Program • • - • Review• 12 6 PRC Meeting 2.4.21 Item 5 Organic G • • - • Ch e mica Is/Fertilizes Pest Disease Control Fertilizers Cottonseed;Blood,Bone, Neem Oil;Soap Sprays; Horn or Hoof Meals;Kelp; Sulphur;Wood Ashes; Manure(not from humans, Allowed Pepper and Onion Spray; dogs,and cats);Compost; Tanglefoot;and similar Liquid fish or seaweed;and ' organic products similar fertilizers classified as"organic." Rotenone;Pyrethrate; Pyrethroids;Nicotine Ammonium Sulfate or Sulfate;Malathion;Finale Nitrate;Muriate of Potash; Prohibited Diazinon,Sevin;Roundup; Superphosphate;Highly Organophosphates; soluble chemical fertilizers; Dursban;organ chlorides; human waste chlorpyrifos 13 • • Crops Approved Common Vegetables,Flowers,Fruit, Berries,and Herbs Trees(Any Kind),Mint(Any Variety),Perennial and Woody Vines(Including Grapes),Rosemary, Lavender,Cannabis(Marijuana),Bermuda grass, Opium Poppy,Peyote,Salvia divinorum,Tobacco, Coca,Jimsonweed,Hemlock,and any other invasive, Prohlblted toxic,noxious,controlled plant,any invasive plant listed by the California Invasive Plant Council or any foreign plants listed by the United States Department of Agriculture's Animal and Plant Health Inspection Service 14 7 • • •• - • • Code of Conduct • All gardeners must follow the rules, regulations, policies, and procedures • Gardeners are required to treat all other others with courtesy and respect • Gardeners must respect other's privacy, personal belongings, equipment, supplies, and crops PRC Meeting 2.4.21 Item 5 Enforcement • City staff will make periodic and random inspections of the community garden • Their good faith judgment is sufficient to enforce a violation of the community garden guidelines 17 Enforcement Notifications Notification #1 Sent by postal mail and email 15 days to take corrective action Notification #2 After 15 days, the garden bed remains in violation Final notice sent by certified postal mail and email 15 days to take corrective action 18 9 PRC Meeting 2.4.21 Item 5 Penalties Gardener will forfeit their garden bed and all Joc1 associated fees with no refund if they fail to comply and rectify the violation receives three separate notifications of violations within a one-year period 19 Appeals Gardeners may appeal a termination to the Director of Parks and Recreation, whose decision will be final. 20 10 Slide 19 JK2 i thought we were changing this to a year? Jenny Koverman,2/1/2021 JOc1 correct, I missed this in updating all of the documents, I have since corrected. Jeff Ordway,CPRP,2/2/2021 PRC Meeting 2.4.21 Item 5 Recommended Action Review and provide feedback on the new Community Garden Guidelines. 21 11 CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8772, Version: 1 Subject: Second Session of the Parks and Recreation Strategic Plan Park Amenity Improvement Prioritization Process. Execute the second session of the Parks and Recreation Strategic Plan park amenity improvement prioritization process. CITY OF CUPERTINO Page 1 of 1 Printed on 2/4/2021 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: February 4,2021 Subject Second Session of the Parks and Recreation Strategic Plan Park Amenity Improvement Prioritization Process. Recommended Action Execute the second session of the Parks and Recreation Strategic Plan park amenity improvement prioritization process. 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,Parks and Recreation staff, and Public Works staff have completed and submitted evaluation data in order to assist in the prioritizing of park amenity improvements. Over the course of three meetings, 16 parks and two special use sites will be discussed. At the February 4,2021 meeting, a subset of 6 parks have been selected for discussion, to include Canyon Oak Park, Franco Park, Civic Center, Library Field, Creekside Park, and Memorial Park. The amenities to be reviewed include pickleball striping,hydration stations,waste containers,benches and picnic tables, and outdoor table tennis, in addition to miscellaneous suggestions made during the evaluation phase. For each park, the rankings for each amenity, existing amenities, and suggested implementation of improvements will be reviewed. Other considerations during this process include budget constraints, maintenance of amenities, and availability of amenity products, as well as the availability of potable water, and the necessity of referring selected amenities to be completed under the Capital Improvement Project plan. 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. Sustainability Impact Selected amenity improvements support the community solid waste diversion measures in the Climate Action Plan. Fiscal Impact The Parks and Recreation Strategic Plan Park Amenity Improvement Project is budgeted and approved for$200,000 per year beginning with Fiscal Year 2020-21 and continuing for four more years, for a total of five years and$1,000,000. Prepared by: Alex Corbalis,Recreation Coordinator Reviewed bv:Joanne Magrini,Director of Parks and Recreation Approved for Submission by:Joanne Magrini,Director of Parks and Recreation Attachments: A-Commissioner Evaluation Data B-Strategic Plan Recommendations-P&R,PW, and Commissioners Consolidated From: dal Kumararman To: Whitney Zeller Cc: Joanne Magrini Subject: Gopal"s Input-Strategic Plan Evaluations Date: Monday,September 14,2020 11:43:38 PM Attachments: imaae001.Dna image002.pnng imaae003.Dna image004.pnng imaae005.Dna image006.pnng imaae007.Dna image008.pnng GGo al-Strateaic Plan Evaluation Sheet-Final.xlsx Hello Joanne/Whitney, Here is my input and I thought of doing it exactly at 11.59 but wanted to give some buffer Quick summary: 1. Wherever there are two options (like Garbage/Recycle bins), I try to give score for both as there are two distinctive items but if you need a combined score, I have also provided it for your easy use. 2. Almost all the water fountains in every park needs repair (water not flowing), paint, remove/replace where it is fully rusted. 3. Hydration station : Only park has the latest one is Jollyman park and I would love to have the similar one in as many parks as we can especially with highly dense, used areas. 4. All the play structures have to be cleaned and painted. 5. Many benches in Portal park are in a real bad shape and need to be painted or maintained. 6. Tennis court was not in the optional area and so I have added them as I encountered few residents who were asking exactly the same in Creekside and Wilson parks. 7. Wherever there is a tennis court, there is a possibility of pickleball striping and so, only called out those thanks -Gopal From: Whitney Zeller<whitneyz@cupertino.org> Sent: Monday, September 14, 2020 5:05 PM Cc:Joanne Magrini <JoanneMa@cupertino.org> Subject: Due Today-Strategic Plan Evaluations Dear Commissioners(Bcc d), This is a reminder that per your discussion at September 3, 2020 Parks and Recreation Commission meeting, evaluation forms for the strategic plan implementation are due today by 11:59p.m. If you have not done all evaluations, please submit any that you have completed by tonight's deadline. I will respond to let you know your evaluations have been received and will keep record of when all items are received. Please let me know if you have any questions. Sincerely, upertino Logo Whitney Zeller Administrative Assistant Parks and Recreation ❑Y WhitneyZBcuperfino.org 40&777-3284 0000000 Evaluation-Commissioner Kumarappan Evaluation Form - Recreation Elements Garbage Hydration Benches/ Shade Outdoor Table Other(eg.Mile Markers,Inclusive Swings, Pickleball Striping Cans/Recycling Improved Comfort and Stations Picnic Tables (trees/structures) Tennis Cornhole,Exercise Equipment) Bins Amenities Master Plan Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Item Rating 1-5 • Memorial Park X 5 5 (1/5)or 3 (3/1)or 2 (1/3)or 2 1 Exercise equipment 4 Stevens Creek Corridor Park 1 3 (1/1)or 1 (1/1)or 1 (1/1)or 1 3 Mile markers 3 Creekside Park 1 5 (2/5)or 4 (4/1)or 3 (1/3)or 2 5 Tennis Court 5 Hoover Park 1 3 (1/5)or 3 (1/3)or 2 (1/4)or 3 1 Exercise equipment 3 Jollyman Park 1 1 (1/3)or 2 (1/3)or 2 (1/3)or 2 1 Exercise equipment 3 Linda Vista Park 1 5 (1/1)or 1 (1/1)or 1 (1/4)or 3 1 Mile Markers 4 Monta Vista Park&Rec Center X 4 3 (1/3)or 2 (1/1)or 1 (1/1)or 1 4 Exercise equipment 3 Portal Park 1 4 (1/4)or 3 (4/2)or 4 (2/4)or 3 1 Inclusive swings 4 Varian Park X 4 4 (1/3)or 2 (1/3)or 2 (1/3)or 2 1 None 1 Wilson Park 1 5 (2/5)or 4 (2/4)or 3 (2/5)or 4 5 ennis Court,Exercise equipme 5 Canyon Oak Park 1 2 (1/1)or 1 (1/1)or 1 (1/1)or 1 1 None 1 Franco Park 1 5 (1/5)or 3 (2/4)or 4 (1/4)or 3 1 Inclusive swings 3 Little Rancho Park 1 2 (1/3)or 3 (1/1)or 1 (1/1)or 1 1 None 1 Somerset Park 1 4 (1/5)or 4 (2/4)or 3 (1/3)or 2 1 Exercise Equipment 2 Sterling Barnhart Park 1 5 (1/3)or 2 (2/4)or 3 (1/4)or 3 1 None 1 Three Oaks Park 1 1 4 (1/5)or 3 (1/1)or 1 (1/1)or 1 1 Inclusive swings 3 SPECIAL USE SITES Civic Center Plaza 1 5 (1/1)or 1 (2/3)or 3 (2/5)or 4 1 Exercise Equipment 4 Library Field 1 5 (4/5)or 5 (5/3)or 4 (2/4)or 3 1 :ercise Equipment,Play structu 4 Items marked under master plan were recommended for that specific topic(reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) NOTE: Whereever there are two items,I have rated each separately but if you need a combined score,pl take the one I gave as(or#). Evaluation Form - DOLAs/Gardens Dog Park(s)/DOLA(s) Satellite Community Gardens Basketball Courts Master Plan Rating 1-5 Master Plan Rating 1-5 Master Plan Rating 1-5 COMMUNITY PARKS Memorial Park 1 3 2 Stevens Creek Corridor Park 1 X 5 2 Creekside Park X 5 X 4 X 4 Hoover Park X 4 X 1 X 1 Jollyman Park X 5 X 3 X 1(half court exists) Linda Vista Park X 4 X 1 1 Monta Vista Park&Rec Center X 3 X 2 X 3 Portal Park X 5 X 2 X 2 Varian Park X 4 X 1 X 1 Wilson Park X 5 X 4 X 4 SMALL NEIGHBORHOOD PARKS Canyon Oak Park 1 1 1 Franco Park 1 1 1 Little Rancho Park 1 1 1 Somerset Park X 1 X 3 X 1(half court exists) Sterling Barnhart Park 1 1 1 Three Oaks Park X 3 X 1 X 1 SPECIAL USE SITES Civic Center Plaza T 1 1 1 Library Field 1 1 5 Items marked under"Master Plan"were recommended for that specific topic (reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) From: Carol Stanek To: Whitney Zeller Subject: Strategic plan input Date: Friday,September 11,2020 3:55:49 PM Attachments: Strateaic Plan Evaluation Sheet-Final.cls.xlsx Hi Whitney, enclosed is my worksheet for the strategic plan. Let me know if you have any questions. thanks, Carol Evaluation-Commissioner Stanek Evaluation Form- Recreation Elements Garbage Hydration Benches/ Shade Outdoor Table Other(eg.Mile Markers,Inclusive Swings, Pickleball Striping Cans/Recycling Improved Comfort and Stations Picnic Tables (trees/structures) Tennis Cornhole,Exercise Equipment) Bins Amenities Master Plan Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Item Rating 1-5 Memorial Park X 4 1 1 1 1 1 Stevens Creek Corridor Park 1 1 1 1 1 Creekside Park 5 4 1 1 1 Mile markers,inclusive swings 3 Hoover Park 4 4 1 1 1 Mile markers 3 Jollyman Park 5 4 1 1 1 Linda Vista Park 1 1 1 1 1 Mile markers,inclusive swings 4 Monta Vista Park&Rec Center X 5 5 5 1 1 1 Inclusive swings,nature play 3 Portal Park 1 3 3 1 1 Inclusive swings 3 Varian Park X 3 1 5 1 1 1 Inclusive swings,nature play 5 Wilson Park 5 4 1 1 1 Mile markers 3 Canyon Oak Park 1 3 1 1 1 Franco Park 1 1 1 1 1 Little Rancho Park 1 3 1 1 1 Somerset Park 1 3 3 1 1 Inclusive swing 3 Sterling Barnhart Park 1 1 1 1 1 Three Oaks Park 2 3 1 1 1 Inclusive swing 3 Civic Center Plaza 5 1 1 1 1 Library Field 4 1 1 1 1 Mile markers w Regnart crk trail 3 Items marked under master plan were recommended for that specific topic(reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) Evaluation Form- DOLAs/Gardens Dog Park(s)/DOLA(s) Satellite Community Gardens Basketball Courts Master Plan Rating 1-5 Master Plan Rating 1-5 Master Plan Rating 1-5 COMMUNITY PARKS Memorial Park 11 5 1 5 Stevens Creek Corridor Park 5 X 1 1 Creekside Park X 1 X 1 X 4 Hoover Park X 5 X 1 X 1 Jollyman Park X 5 X 1 X 1 Linda Vista Park X S X 1 5 Monta Vista Park&Rec Center X 3 X 1 X 3 Portal Park X S X 5 X 5 Varian Park X 4 X 1 X 1 Wilson Park X S X 5 X 3 Canyon Oak Park 1 1 1 Franco Park 1 1 1 Little Rancho Park 1 1 1 Somerset Park X 4 X 4 X 3 Sterling Barnhart Park 1 1 1 Three Oaks Park X 4 X 1 X 1 1 5 Civic Center Plaza 1 1 1 Library Field 3 Items marked under"Master Plan"were recommended for that specific topic (reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) From: Sashi Begur To: Joanne Maarini;Whitney Zeller Subject: Strategic Plan Date: Monday,September 14,2020 11:01:50 PM Attachments: Strateaic Plan Evaluation Sheet-Final.xlsx Hi Joanne Please find attached my eval sheet. I have also provided below some explanations for the changes I have made to the sheet, more for documenting my thoughts so that when we have a discussion, it will help me remember why I scored it as such. regards Sashi I have made the following changes to the spreadsheet to ensure I can accurately capture my observations: • On the Rec & amenities tab o I changed the Hydration stations(column title to Hydration station/Water fountains o I have provided evals for garbage and recycle bins. So, in many places, we can just add recycle bins, or if the recycle bins are like those in the civic center areas, we might want to add only 13 bin structures in small parks and perhaps have 2 each in all the big parks close to the picnic areas. o I have rated benches separate from picnic tables, As I believe with a blanket and shade you can picnic on the grass as well. o Some parks need shade but not necessarily as trees, since there may not be space. Some small parks could use some umbrellas o Outdoor table tennis does not work in my opinion as the tables have to put away in the rainy season. But table tennis tables can be placed in rec rooms and therefore I have marked them as a number with a star associated only with those parks that have a rec room. o MM/IS/C/EE—stands for Mile Markers, Inclusive Swings, Cornhole, Exercise Equipment • On the DOLA gardens tab o On DOLA Monta vista Park, portal ad 3 oaks don't qualify for DOLA in my opinion as they have smaller grass areas and it is better for maintaining the parks for humans, even though, these are listed on the master plan. o Satellite gardens also cannot be in every park although it is listed in the master plan. All those on the west side can go to McClellan Ranch or Hoover and those on the east side of town can go to Creekside, Wilson, or Portal. o I changed the column title from basketball courts to Basketball hoop and tennis courts. We cannot have an entire basketball court in parks, but we can have hoops that are consistent with other parks that have them. We also must have tennis courts on the east side as there are no parks with tennis courts there. One person specifically asked for shade, DOLA, and tennis courts when I went to evaluate the park. Other observations: o If we are adding water fountains especially in those parks that have DOLA, we must add a water fountain similar to the one in Sterling Barnhart. o The playgrounds in the following parks could use a coat of paint—Creekside, Park Monta vista Park, and Portal park. o Franco does not even have 1 water fountain o Hoover has no BBQ pits o Somerset has a Basketball pole and but no hoop. Evaluation-Commissioner Begur Evaluation Form - Recreation Elements/ Hydration Garbage Benches/ Shade Outdoor Table Other(eg.Mile Markers, Picnic Tables (trees/structures) Tennis Improved Comfort and Pickleball Striping Station/Water Cans/Recycling Inclusive Swings,Cornhole, Fountains Bins Exercise Equipment) Amenities Master Plan Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Item Rating 1-5 COMMUNITY PARKS Memorial Park X 5 5/1 1/1 1/1 1/1 4* MM/IS/C/EE 5/1/5/5 Stevens Creek Corridor Park 5 5/1 1/1 1/1 1/1 1* 5/1/5/5 Creekside Park 5 5/1 3/5 1/1 1/1 4* 5/1/5/5 Hoover Park 1 5/3 1/5 1/1 1/5 1 5/1/1/5 Jollyman Park 1 1/1 1/5 1/1 1/1 1 5/1/1/1 Linda Vista Park 1 5/3 1/5 1/1 1/1 1 5/1/1/1 Monta Vista Park&Rec Center X 1 5/1 1/5 1/1 1/1 3* 5/1/1/1 Portal Park 1 5/1 1/5 2/2 1/1 1 5/1/1/5 Varian Park X 1 5/1 1/5 4/3 1/4 1 5/1/1/1 Wilson Park 5 5/1 1/5 1/1 4/3 3* 5/1/5/5 Canyon Oak Park 1 1/1 1/5 1/1 1/1 1/1/1/1 Franco Park 1 1/5 1/5 1/1 1/1 1 1/1/1/1 Little Rancho Park 1 1/1 1/5 1/1 1/3 1 1/1/1/1 Somerset Park 1 5/1 4/5 2/2 1/1 1 5/1/1/5 Sterling Barnhart Park 1 1/1 1/5 1/1 1/5 1 1/1/1/1 Three Oaks Park 1 5/1 1/5 1/1 1/1 1 5/1/1/1 SPECIAL USE SITES Civic Center Plaza 1 5/1 _ 1/1 _ 1/1 1 1/1/1/1 Library Field 1 5/1 1/1 1/1 1 1/1/1/1 Items marked under master plan were recommended for that specific topic(reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) Evaluation Form - DOLAs/Gardens Dog Park(s)/DOLA(s) Satellite Community Gardens Basketball Hoop/Tennis Courts Master Plan Rating 1-5 Master Plan Rating 1-5 Master Plan Rating 1-5 COMMUNITY PARKS Memorial Park 1 1 1 Stevens Creek Corridor Park 5 X 5 1 Creekside Park X 5 X 5 X 1/5 Hoover Park X 5 X 5 X 1/1 Jollyman Park X 5 X 1 X 1/1 Linda Vista Park X 5 X 1 5/1 Monta Vista Park&Rec Center X 1 X 1 X 1/1 Portal Park X 1 X 5 X 5/1 Varian Park X 5 X 1 X 1/1 Wilson Park X 5 X 5 X 5/5 SMALL NEIGHBORHOOD PARKS Canyon Oak Park 1 1 1/1 Franco Park 1 1 1/1 Little Rancho Park 1 1 1/1 Somerset Park X 5 X 1 X 3/1 Sterling Barnhart Park 1 1 1/1 Three Oaks Park X 1 X 1 X 1/1 SPECIAL USE SITES Civic Center Plaza T 1 1 1/1 Library Field 1 5 1/1 Items marked under"Master Plan"were recommended for that specific topic (reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) From: Neaha A Tambe To: Min"Zeller subject: Re: Due Today-Stm"K Plan Evaluations Date: Malay,September 14,2020 11_10:27 PM Attachments: maae001nno maae)02.aw mzaeD(3.an agr0M.nry maae)05.an maae)08.an aae)OTurn aae008.mn CAUTION:This email originated from outside of the organization.Do net click links or open attachments unless you recognize the sender and know the content is safe. Hi Whitney- Here is my review of the Cupertino Parks Systems. I also outlined the parks that I thought would be best for the long term strategic plan objectives as well. If it's confusing link and I'll add it as a separate attachment. Best, N Neesha A_ Tambe On Mon, Sep 14, 2020 at 5:06 PM Whitney Zeller<whitne z r cnoertino.org>wrote: Dear Commissioners (Bcc'd), This is a reminder that per your discussion at September 3, 2020 Parks and Recreation Commission meeting, evaluation forms for the strategic plan implementation are due today by 11:59p.m. If you have not done all evaluations, please submit any that you have completed by tonight's deadline. I will respond to let you know your evaluations have been received and will keep record of when all items are received. Please let me know if you have any questions. Sincerely, Whitney Zeller Administrative Assistant Parks and Recreation WhitneyZ@cupertino.orq 408-777-3284 CUPERTINO _..- Evaluation-Commissioner Tambe Evaluation Form- Recreation Elements/ Pickleball Striping Hydration Garbage Benches/ Shade Outdoor Table Other(eg.Mile Markers,Inclusive Swings,Cornhole,Exercise Equipment) Improved Comfort and Master Plan Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Item Rating 1-5 • Memorial Park X 5 3 2 3 4 4 Remove Ponds 5 Stevens Creek Corridor Park 1 1 1 1 1 Exercise Equipment 5 Creekside Park 1 4 3 4 4 4 Potential Meditation Garden 5 Hoover Park 2 3 2 5 5 4 Cricket Pitch,Badminton,Exercise Equipment 5 lollyman Park 2 5 3 4 4 3 All inclusive Play Ground,Parking 5 Linda Vista Park 2 3 1 5 5 2 Monta Vista Park&Rec Center X 4 2 1 3 3 4 Potential Meditation Garden 4 Portal Park 2 3 3 4 3 3 Cornhole,Nature Play,Workout equipment 4 Varian Park X 5 3 3 3 4 4 Exercise equipment 3 Wilson Park 1 3 3 4 5 5 Cricket pitch practice next to baseball, 4 Canyon Oak Park 1 2 2 4 3 3 Inclusive Swings 3 Franco Park 1 3 2 3 2 3 Exercise Equipment 3 Little Rancho Park 1 3 3 2 2 2 Somerset Park 1 2 2 3 3 3 Nature Play 3 Sterling Barnhart Park 1 4 3 2 5 3 Water Play,Connection to proposed LM park in future 4 Three Oaks Park 3 4 3 4 2 5 Potential Meditation Garden 5 Civic Center Plaza 1 2 1 3 5 3 _ Water play 5 Library Field 1 3 1 3 3 3 Designated cricket area 5 Items marked under master plan were recommended for that specific topic(reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) Evaluation-Commissioner Tambe Evaluation Form - DOLAs/Garden Dog Park(s)/DOLA(s) Satellite Community Gardens Basketball Courts Master Plan Rating 1-5 Master Plan Rating 1-5 aster Plan Rating 1-5 Memorial Park 2 1 3 Stevens Creek Corridor Park 1 X 5 already in ro 1 Creekside Park X 2 X 4 near schools X 1 near schools Hoover Park X 4 X 5 X 5 Mid Court Already) lollyman Park X 5(already in ro X 4 near activities X 5 Linda Vista Park X 5 X 2 1 Monta Vista Park&Rec Center X 5 X 1 X 2 Portal Park X 5 X 5 X 1 (Appears at the school near b ? Varian Park X 3 X 3 X 2 (Appears at the school near b ? Wilson Park X 5 X 5 X 4 half court Canyon Oak Park 1 1 1 Franco Park 4 5 1 Little Rancho Park 1 1 1 Somerset Park X 2 X 2 X 5(already exists Sterling Barnhart Park 2 5 1 Three Oaks Park X 5 X 5 X 4 Civic Center Plaza 2 3 4 Library Field 2 If no other cricket area is found Items marked under"Master Plan"were recommended for that specific topic (reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) From: Xiangchen Xu To: Whitney Zeller;Joanne Maarini Subject: Re: Due Today-Strategic Plan Evaluations Date: Tuesday,September 15,2020 7:01:09 PM Attachments: image009.png image010.png image011.png image012.png imaciee013.anq image014.png image015.png image016.png Strategic Plan Evaluation Sheet-Minna-20200915.xlsx My form is updated. For Stevens Creek corridor park, I saw some old picnic tables at the trail head by Mclleland. Not sure if they are usable. There's some construction there, maybe that area is not ready to use? For other benches and table, they are old but still ok. It seems the trail is long, and people may need more garbage cans are around the trail head. Maybe need extra one or two mid-way. The park was divided in to relatively isolated spaces by trees naturally. So, I guess some area in the park may be a good option for DOLA. Regards, Minna From:Whitney Zeller<whitneyz@cupertino.org> Sent:Tuesday, September 15, 2020 3:13 PM To:Xiangchen Xu <Xxu@cupertino.org> Subject: RE: Due Today-Strategic Plan Evaluations Thank you Minna. I received your evaluations. Best, Cupertino Logo Whitney Zeller Administrative Assistant Parks and Recreation B WhitneyZ@cupertino.org 408-777-3284 �o � o � 00000 From:Xiangchen Xu <Xxu@cu pert!no.org> Sent:Tuesday, September 15, 2020 2:51 PM To: Whitney Zeller<whitneyz@cupertino.org> Cc:Joanne Magrini <JoanneMa@cupertino.org> Subject: Re: Due Today-Strategic Plan Evaluations Sorry. FYI. --Minna Evaluation-Commissioner Xu Evaluation Form - Recreation Elements Hydration Benches/ Shade Outdoor Table Garbage Other(eg.Mile Markers,Inclusive Pickleball Striping Cans/Recycling Swings,Cornhole,Exercise Improved Comfort and Stations Picnic Tables (trees/structures) Tennis Bins Equipment) Amenities Master Plan Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Rating 1-5 Item Rating 1-5 Memorial Park X 1 1 1 2 5 3 Stevens Creek Corridor Park 1 2 4 3 1 2 Creekside Park 3 3 1 4 3 3 Hoover Park 3 2 1 2 2 3 Jollyman Park 1 3 5 1 1 1 Linda Vista Park 1 1 2 5 1 1 Monta Vista Park&Rec Center X 1 1 1 1 1 1 Portal Park 1 1 1 5 1 1 Varian Park X 1 1 1 1 4 1 Wilson Park 1 1 1 1 3 1 Canyon Oak Park 1 1 1 1 1 1 Franco Park 1 1 5 1 1 1 Little Rancho Park 1 1 1 1 1 1 Somerset Park 1 1 1 1 1 1 Sterling Barnhart Park 1 1 1 1 1 1 Three Oaks Park 1 1 1 1 1 1 Civic Center Plaza 1 2 1 1 4 1 Library Field 3 3 2 3 2 1 Items marked under master plan were recommended for that specific topic(reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) Evaluation-Commissioner Xu Evaluation Form - DOLAs/Gardens Dog Park(s)/DOLA(s) Satellite Community Gardens Basketball Courts Master Plan Rating 1-5 Master Plan Rating 1-5 Master Plan Rating 1-5 COMMUNITYPARKS Memorial Park 2 Stevens Creek Corridor Park X 3 Creekside Park X X X 1 Hoover Park X X X 4 Jollyman Park X X X 1 Linda Vista Park X X 4 Monta Vista Park&Rec Center X X X 2 Portal Park X X X 1 Varian Park X X X 3 Wilson Park X X X 1 SMALL NEIGHBORHOOD PARKS Canyon Oak Park 1 Franco Park 1 Little Rancho Park 1 Somerset Park X X X 1 Sterling Barnhart Park 1 Three Oaks Park X X X 1 SPECIAL USE SITES Civic Center Plaza _ 1 Library Field 2 Items marked under"Master Plan"were recommended for that specific topic (reference Key for details on each topic) Rating of 1-5(1=not recommended 5=highly recommended) Parks and Public Works Commissioners Recreation • •� Average Rating Average Rating Average Rating Recommendation Quantity Price (if applicable) Pickleball Striping 1 1 1 Hydration Stations 2 1 Not recommended $ Garbage Cans/ Recycling Bins -� 3 Replace existing single with 2(one duo) 2 $ 4,000 Benches/ 1 4 1 Move bench at south corner further north,remove one from north corner and Picnic Tables two in center and re-use at Little Rancho $ Shade(trees/structures) 3 2 1 Add 4 trees behind benches around the playground 4 $ 1,400 Outdoor Table Tennis 1 1 1 TOTAL $ 5,400 Parks and Public Works Commissioners Recreation • Average Rating Average Rating Average Rating Recommendation Quantity Price (if applicable) Hydration Stations 2 4 4 Not recommended at this time $ Garbage Cans/ Recycling BinsL 4 3 Change two cans to recycling or add 2 recycling cans to create two duos 2 $ 4,000 Recycling Bins PiBe c hes es 1 4 2 1 No additional needed Shade(trees/structures) 1 3 2 Outdoor Table Tennis 1 1 1 Mile Markers 1 - Inclusive Swings - 1 TOTAL $ 4,000 Parks and Public Works Commissioners Recreation Average Rating Average Rating Average Rating Recommendation Quantity Price (if applicable) Pickleball Striping 1 3 1 Hydration Stations ■ 4 5 Add 1 near entrance to picnic table area behind library Garbage Cans/ 2 4 1 Recycling Bins ` A Benches/ 1 2 Replace some benches with 4 picnic tables in dirt/gravel area in quad Charging Picnic Tables tables as CIP 4 $ 7,200 Shade(trees/structures) 2 2 Not recommended Outdoor Table Tennis 1 1 Exercise Equipment 1 1 Cornhole 1 TOTAL $ 11,700 Parks and Public Works Commissioners Recreation � Average Rating Average Rating Average Rating Recommendation Quantity Price (if applicable) Pickleball Striping 1 1 1 Hydration Stations ■ 4 6 'Addressed by adding one station behind library at Civic Center $ AL Garbage Cans/ 4 4 2 i No additional needed Recycling Bins ■ Benches/ 3 3 Add 2 along Torre 2 $ 3,600 Picnic Tables Now Shade(trees/structures) 1 3 2 Outdoor Table Tennis 1 3 1 Exercise Equipment - 1 1 Mile Markers 1 1 Volleyball 1 - TOTAL $ 3,600 Parks and Public Works Commissioners Recreation � Average Rating Average Rating Average Rating Recommendation Quantity Price (if applicable) Pickleball Striping 1 I 2 3 Replace 1 wall mount on building,1 at southwest corner of park,1 at Hydration Stations 5 5 3 $ 13,500 northeast corner of park Replace existing around Field 3 with 6(two trios)on sidelines;Replace existing+ at west picnic area with 6(two trios);Replace existing NW of parking lot/west Garbage Cans/ 6 4 4 walkway with 2(one duo),Replace existing single NE corner of parking lot Recycling Bins with 3(one trio);Replace existing single with 1 at bridge,NW corner of park; 24 $ 48,000 Replace duo and single NW of NE picnic area with 3(one trio);Replace single near NE bike rack with 3(one trio) Benches/ 1 2 Add 1 bench at bridge 1 $ 1,800 Picnic Tables Om Shade(trees/structures) 1 =4 1 Outdoor Table Tennis 3 iWil Exercise Equipment 2 Address as CIP Cornhole 1 1 Mile Markers 1 1 2 Inclusive Swings - - 1 Checkers Table 1 - Tennis Court - - 1 TOTAL $ 63,300 Parks and Public Works Commissioners Recreation MEMORIAL Quantity Average Rating Average Rating Average Rating Recommendation Price (if applicable) Pickleball Striping 4 2 5 Re-stripe Court 2 or 3 for pickleball and tennis 1 $ 6,000 Replace water fountain along northern pathway between QCC and Hydration Stations . 4 4 playground,at softball field,and wall mount at southern restrooms 3 $ 13,500 near playground Garbage Cans/ 3 2 Add 3(one trio)north of Alves parking lot,center;Replace with 3 6 $ 12,000 Recycling Bins (one trio)cans at softball field Benches/ Picnic Tables 2 4 1 Address during re-design $ - Replace existing crescent row of trees near QCC picnic area with 12, Shade(trees/structures)=I:4 1 address during re-design shade structures for amphitheater and 12 $ 4,200 group picnic area Outdoor Table Tennis 3 2 2 Not reccomended Exercise Equipment 1 2 Not reccomended Cornhole 1 2 1 Mile Markers 1 1 Inclusive Swings 2 - Checkers Table 1 - TOTAL $ 35,700 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 21-8773, 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 2/4/2021 powered by LegistarTM Director's Update February 4, 2021 SAV,7; 55.l91s CUPERTINO COVID Updates • February 17 - Free COVID testing Cupertino Senior Center , 9:30 a.m. to 3:45 p.m. By appointment sccfreetest.org COVID Updates • Stay at Home Order lifted • As of January 25 • Remains in Purple Tier • Outdoor gatherings allowed, limited to three households • Fields open • Also limited to three households • Youth Sports Organizations Spring Permits COVID Updates lCupertino Playgrounds The maximum number of children allowed at this playground is 10 Please remain in the designated waiting area if the maximum playground occupancy has ` � Play It N-1-1 DRINK Cupertino Play9rountls - Sot FIM 4 PRC Meeting 2.4.21 Item 7 COVID Updates • • • . .rams Participation . - Center Tennis Courts 1492 Average Participants per Week Blackberry Farm Golf Course 617 Average Participants per Week Free Virtual Exercise Classes 265 Average Attendees per Week Fee-Based Virtual Exercise 98 Currently Enrolled Classes Lifetime Classes/Camps/ 427 Currently Enrolled Private Lessons/etc. 5 General Update Dep• - Retirements lie zoo d_ ,,Kim Frey Barbara Banfield 6 3 General Updates • Blackberry Farm Picnic area �"MNW registration now open for 2021 summer season • cupertino.org/blackberryfarm General Updates Sports Center Seismic Retrofit Project is nearing completion � - • Stevens Creek Boulevard vehicle entrance is now accessible • Staff have transitioned back to the main building Indoor facilities still closed to the public General Updates Farmer's Market Update • January 19 City Council Meeting Pacific Coast Farmer's Market Association (PCFMA) to use Creekside Park north parking lot weekly on Fridays West Coast Farmer's Market Association (WCFMA) to temporarily use Senior Center/Memorial Park parking lot weekly on Sundays General Updates McClellan Ranch Community Garden Update . Increased construction contingency budget from $64,930 to $280,530 . Allows for contractor to build garden beds 1� General Updates Teen Programming • Infoteeno: Making Good Money Decisions . January 24 . 57 teens registered • Drafting Cupertino's Future Essay Contest Due Date is February 10 • Kindness Week . YAB . February 15 to 19 General Updates New Programs 0 - ft - • Activity Box ACTIVITY Beading B X • Chinese Calligraphy • Register online at reg4rec.org General Updates Virtual Recreation Website Update • Weekly themed ideas, activities and programs . This week's theme is: .. I ' • cupertino.org/virtualrecreation Director's Update February 4, 2021 r'(.l gas CUPERTINO CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8774, 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 2/4/2021 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: Best practices regarding what the Commission would like to Kumarappan see incorporated in the Work Program dashboard. (Suggested for (12/3/20) March) Tambe Subject: Jollyman inclusive playground (12/3/20) Items Scheduled Meeting Date (12/7/20) Subject: Status update on Department and Work Program projects, including project budgets (1/7/21) Subject: Prioritization of park amenity improvements for the Strategic Plan with two separate data points (combined data of evaluations submitted by the deadline, and one including staff's data and Commissioner Xu and Tambe's data as a reference) (1/7/21) Subject: Standing item for future agenda items (1/7/21) Subject: Formal update on the strategic plan (1/7/21) Subject: Formal update on Memorial Park and the ponds (1/7/21) Subject: Proposed dates for the next year and interim steps for all Commission Work Program items (proposed as a quarterly item) 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 February 4,2021 • Strategic Plan (commission prioritization of park amenity improvements) • Community garden policy February Special Meeting • Strategic Plan (commission prioritization of park amenity improvements) March 4,2021 • Satellite community gardens • Proposed DOLA sites • Regnart Creek Trail update • Commissioner Request: Provide feedback on Work Program Dashboard • 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) • Strategic Plan(finalize park amenity improvement recommendations) April 1,2021 • Athletic Field Use Policy (review and feedback on policy) • Update on McClellan Ranch Community Garden • Blackberry Farm Golf Course Update 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