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Presentations PRC Meeting February 4, 2021 Presentations Item 1 Training on Commissioner Handbook Approved by City Council on January 19, 2021 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 PRC Meeting February 4, 2021 Presentations Item 5 Review and Provide Feedback on the New Community Garden Guidelines 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 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 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 PRC Meeting 2.4.21 Item 5 Recommended Action Review and provide feedback on the new Community Garden Guidelines. 21 11 PRC Meeting February 4, 2021 Presentations Item 7 Monthly Update Reports 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