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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, December 2, 2021 7:00 PM This Meeting Will Be Televised TELECONFERENCE / PUBLIC PARTICIPATION INFORMATION TO HELP STOP THE SPREAD OF COVID-19 In accordance with Government Code 54953(e), 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, December 2 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 1 Parks and Recreation Commission Agenda December 2,2021 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_vH7HG8A2QPCUpgWjlS5CLQ Phone Dial 669-900-6833, enter Webinar ID: 917 2745 7324 (Type *9 to raise hand to speak) Unregistered participants will be called on by the last four digits of their phone number. Or an H.323/SIP room system: H.323: 162.255.37.11 (US West) 162.255.36.11 (US East) 213.19.144.110 (Amsterdam Netherlands) 213.244.140.110 (Germany) 103.122.166.55 (Australia Sydney) 103.122.167.55 (Australia Melbourne) 69.174.57.160 (Canada Toronto) 65.39.152.160 (Canada Vancouver) Meeting ID: 917 2745 7324 SIP: 91727457324@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. Page 2 2 Parks and Recreation Commission Agenda December 2,2021 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 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 APPROVAL OF MINUTES 1. Subject: Meeting Minutes for the November 4, 2021 Parks and Recreation Commission Meeting Recommended Action: Review and approve the minutes for the November 4, 2021 Parks and Recreation Commission meeting. A-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 NEW BUSINESS 2. Subject: Commission Proposals for the Fiscal Year 2022-2023 City Work Program Page 3 3 Parks and Recreation Commission Agenda December 2,2021 Recommended Action: Provide a list of proposed items for the Fiscal Year 2022-2023 City Work Program, identifying the top three proposals, limited to no more than five. Staff Report A-Commission Proposal Template 3. Subject: Consider Canceling the January 2022 Parks and Recreation Commission Meeting Recommended Action: Discuss and cancel the January 2022 Parks and Recreation Commission Meeting. STAFF AND COMMISSION REPORTS 4. Subject: Monthly Update Reports Recommended Action: Receive monthly update reports from the Director of Parks and Recreation and commissioners. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS FUTURE AGENDA SETTING ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this teleconference meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Any writings or documents provided to a majority of the members after publication of the agenda will be made available for public inspection. Please contact the City Clerk's Office in City Hall located at 10300 Torre Avenue, Cupertino, California 95014, during normal business hours. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section 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. Do not include any personal or private information in written communications to the City that you do not wish to make public, as written communications are considered public records and will be made publicly available on the City website. 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 Page 4 4 Parks and Recreation Commission Agenda December 2,2021 members on any other item not on the agenda, you may do so during the public comment. Page 5 5 12 CITY OF CUPERTINO CUPERTINO Agenda Item 21-10181 Agenda Date: 12/2/2021 Agenda #: 1. Subject: Meeting Minutes for the November 4, 2021 Parks and Recreation Commission Meeting Review and approve the minutes for the November 4, 2021 Parks and Recreation Commission meeting. CITY OF CUPERTINO Page 1 of 1 Printed on 12/2/2021 powered by LegistarTM 6 CITY OF CITY OF CUPERTINO 11 PARKS AND RECREATION COMMISSION Teleconference Meeting CUPERTINO Thursday, November 4, 2021 7:00 PM DRAFT MINUTES CALL TO ORDER Chair Stanek called the meeting to order at 7:01 p.m. via remote teleconference. ROLL CALL Commissioners present: Carol Stanek, Xiangchen (Minna) Xu (arrived at 7:07 p.m.), Sashikala Begur, Gopal Kumarappan, Neesha Tambe (arrived at 7:02 p.m.) Commissioners absent: None Staff present: Greg Larson,Joanne Magrini, Kevin Khuu, Rachelle Sander, Molly James, Susan Michael Guest speakers: Kevin Davis CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Capital Improvement Projects Update Recommended Action: Accept a presentation on the Capital Improvement Projects Update. Joanne Magrini, Director of Parks and Recreation, introduced Susan Michael, Capital Improvement Projects Manager, to provide an update on several CIP projects, including the Annual Playground Equipment Replacement, All-Inclusive Playground at Jollyman Park, Junipero Serra Trail-East Segment, and the Memorial Park Ponds Repurposing. Greg Larson, Interim City Manager, introduced himself to the Commission and thanked the Commission for their service. APPROVAL OF MINUTES 2. Subject: Meeting Minutes for the October 7, 2021 Parks and Recreation Commission Meeting Recommended Action: Review and approve the minutes for the October 7, 2021 Parks and Recreation Commission meeting. Commissioner Kumarappan motioned to approve the minutes as submitted. Commissioner Begur seconded. Motion carried unanimously. 7 POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Two written communications were sent to the Commission for item number 3 on the agenda and will be included for the record. OLD BUSINESS 3. Subject: Rancho Rinconada Recreation and Park District Update and Recommendation to the City Council Recommended Action: Receive an update on the Rancho Rinconada Work Program Item. Recommend not to proceed with the annexation of Rancho Rinconada Recreation and Park District (RRRPD) until such time that the RRRPD Board requests that the City annex the facility, or until LAFCO initiates a transfer of facilities management from the RRRPD Board to the City. Greg introduced the item, reviewed the recent history of the project, and reaffirmed the City's recommendation to not proceed with the annexation of Rancho Rinconada Recreation and Park District (RRRPD). Joanne presented the update on the item, summarizing the historical timeline of the project, RRRPD's Strategic Plan, annexation process, and current considerations if the City were to move forward with the acquisition. Staff recommends to not proceed with the annexation until the RRRPD Board requests the City annex the facility, or until LAFCO initiates the transfer of facilities to the City. Greg reaffirmed the City's recommendation for the RRRPD Board or LAFCO to lead the district. Jennifer Griffin, Cupertino Resident, praised the work performed towards the RRRPD Strategic Plan and supported the City's recommendation to not move forward with the annexation and acquisition of RRRPD. Commissioner Kumarappan commented that more outreach should be performed to garner a better response from the RRRPD community and if they are being served and agree with the RRRPD Board's oversight. Recommended that the RRRPD Board communicate more often to the community members to build more trust between the RRRPD Board and the community. Commissioner Tambe had concerns about making a recommendation without having the data to backup and support that the RRRPD residents, who pay tax dollars to the 8 special district, are utilizing the pool and being served. Would like to see the implementation of the strategic plan to also take into consideration. Chair Stanek reviewed comments made during the previous City Council meetings where this item was discussed and is considering those comments for the recommendation. Vice Chair Xu agreed with the Chair and other Commissioners. Suggested that there is not enough data to support moving forward with the annexation or not. Greg confirmed if the Commission decides to delay their recommendation, it would be communicated to City Council and considered during the work program development for Fiscal Year 2022-2023. Commissioner Kumarappan summarized the Commission's current discussion, which is to defer their recommendation and work with the current RRRPD Board to increase outreach and communication to the RRRPD community members and decide once feedback is gathered from more of the community members. Greg confirmed if the recommendation is for the City to work with RRRPD Board to perform more outreach to the RRRPD community, he would direct staff to only support the RRRPD Board in their outreach efforts, due to the current work program priorities set by City Council. Chair Stanek motioned for the City to work with the RRRPD Board and management staff to determine the best outcome for the district and perform additional outreach and education to the RRRPD residents to get a more accurate stance from the community and find a positive way forward. Commissioner Kumarappan seconded. Motion passed unanimously. Chair Stanek asked Joanne to keep the Commission informed of when this item will go to City Council for consideration. 4. Subject: Update from the Labyrinth Quest Discretionary Fund Subcommittee Recommended Action: Receive an update from the Labyrinth Quest Discretionary Fund subcommittee on the project status and implementation. Chair Stanek provided an update on this item, covering the beginning of the program, the total email responses and photo submissions, highlighted some public comments submitted, photo descriptions, questionnaire responses received, things to consider for the project moving forward, the winners, and thanked staff for their help. 9 Commissioner Kumarappan praised the project and suggested using this project as a template for future possible projects to create community connections. Commissioner Tambe visited the Creekside labyrinth and praised the project and hopes to see more of them out at other City parks. Vice Chair Xu also supports having more labyrinths at City parks. Commissioner Begur praised the idea and enjoyed being part of the project. Thanked the Commission and Chair Stanek for the idea and project. Chair Stanek commented that this was a rewarding program and enjoyed doing the project. NEW BUSINESS 5. Subject: Status of the Fiscal Year 2021-2022 City Work Program and First Quarter Budget Update. Recommended Action: Receive a report on the status of the Fiscal Year 2021-2022 City Work Program and first quarter budget. Kevin Khuu, Management Analyst, presented on this item. Noted a slight error in the staff report. The Department currently has four vacancies and not five. Jennifer Griffin, Cupertino Resident, commented about a park land donation from Mayor Lowenthal and reviewed the new housing bills discussed by City Council this past Tuesday. Commented that there's no provision for more parkland in the bills and suggested the City find a way to address the need for more parkland. Commissioner Tambe offered to help in connecting with Deep Cliff to create a relationship with the City and requested that all future presentations for projects that involves water usage or environmental impacts to include that information in the staff report for the Commission's consideration or if there are no impacts, to mention that as well. Commissioner Tambe left the meeting at 9:33 p.m. and confirmed her attendance at the December Mayor's meeting. STAFF AND COMMISSION REPORTS 6. Subject: Monthly Update Reports. Recommended Action: Receive monthly update reports from the Director of Parks and Recreation and Commissioners. 10 Joanne provided the Director's update. Commissioner Kumarappan suggested creating an award or something for the Parks and Recreation Commission to award. Commissioner Begur asked for an update when a decision is made about in-person or hybrid meetings. Commissioner Begur attended the October Mayor's meeting. Commented about discussions on cameras from the TICC commission. Will forward her notes to the Commission for reference. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor's meetings as follows: - November 10: Vice Chair Xu - December 8: Commissioner Tambe - January 12: Chair Stanek - February 9: Commissioner Kumarappan FUTURE AGENDA SETTING Joanne reviewed the upcoming items for the December meeting: - Commission Proposals for the Fiscal Year 2022-2023 City Work Program - Updates for the Community Funding Policy from the City Council Subcommittee - Consider the Cancellation of the January 6, 2022 Parks and Recreation Commission Meeting. ADJOURNMENT Chair Stanek adjourned the meeting at 9:49 p.m. to the December 2, 2021 meeting at 7:00 p.m. Respectfully submitted, Kevin Khuu, Management Analyst Parks and Recreation Department Minutes approved at the regular meeting 11 12 CITY OF CUPERTINO CUPERTINO Agenda Item 21-10182 Agenda Date: 12/2/2021 Agenda M 2. Subject: Commission Proposals for the Fiscal Year 2022-2023 City Work Program Provide a list of proposed items for the Fiscal Year 2022-2023 City Work Program, identifying the top three proposals, limited to no more than five. CITY OF CUPERTINO Page 1 of 1 Printed on 12/2/2021 powered by LegistarTM 12 PRC Meeting 12.02.21 -Item 2 Page 1 of 3 Commission for ' Fiscal Year Work Program Parks and Recreation Commission December 2, 2021 1 Proposal Guidance • Brainstorm Commission proposals for Fiscal Year 2022-2023 • Limit to no more than five • Within the purview of the Commission • Timeline of 12 months or less • Consider staff resources, budget, and routine business of the Commission. 2 PRC Meeting 12.02.21 -Item 2 Page 2 of 3 Proposal Template Library Commission Proposals for FY 2022-2023 City Work Program 3 Additional Considerations Existing City Work Program Items • Memorial Park Improvements • Lawrence Mitty 4 PRC Meeting 12.02.21 -Item 2 Page 3 of 3 Recommended Action • Provide a list of proposed items for the Fiscal Year 2022-23 City Work Program 5 Commission for the Fiscal Year Work • • • Parks and Recreation Commission December 2, 2021 6 CITY OF PARKS AND RECREATION DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305 CUPERTINO CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT December 2,2021 Subject Commission Proposals for the Fiscal Year 2022-2023 City Work Program. Recommended Action Provide a list of proposed items for the Fiscal Year 2022-2023 City Work Program, identifying the top three proposals,limited to no more than five. Background In the December to January timeframe, each Commission will submit proposed ideas for the City Work Program for the upcoming fiscal year (FY). These proposals will be taken into consideration by Department Heads and the City Manager when developing the proposed City Work Program for City Council's consideration. Commissions should identify their top three proposals and limit proposals to no more than five.Each proposal should be within the purview of the commission and have a timeline of 12 months or less. When the proposed City Work Program is brought to City Council, the items submitted by Commissions will be provided as attachments. The item will indicate which of the Commission's proposals were recommended by Department Heads and the City Manager to be considered in the proposed City Work Program. Once the City Work Program is adopted by City Council,Commissions will be notified of any approved items within their purview. Prepared by: Kevin Khuu, Management Analyst Reviewed bv:Joanne Magrini, Director of Parks and Recreation Approved by:Joanne Magrini, Director of Parks and Recreation Attachments: A-Commission Proposal Template 13 Parks and Recreation Commission Proposals for FY 2022-2023 City Work Program Project/Task Project Objective 14 12 CITY OF CUPERTINO CUPERTINO Agenda Item 21-10183 Agenda Date: 12/2/2021 Agenda #: 3. Subject: Consider Canceling the January 2022 Parks and Recreation Commission Meeting Discuss and cancel the January 2022 Parks and Recreation Commission Meeting. CITY OF CUPERTINO Page 1 of 1 Printed on 12/2/2021 powered by LegistarTM 15 12 CITY OF CUPERTINO CUPERTINO Agenda Item 21-10184 Agenda Date: 12/2/2021 Agenda #: 4. 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 12/2/2021 powered by LegistarTM 16 PRC Meeting 12.02.21 -Item 4 Page 1 of 12 Director's Parks and Recreation Commission December 2, 2021 1 COVID Updates Free COVID testing - December 6 and 20 • Cupertino Senior Center • 9:30 a.m. to 4:00 p.m. .. sccfreetest.org Vaccine Information • sccfreevax.org 2 PRC Meeting 12.02.21 -Item 4 Page 2 of 12 COVID Updates City Facilities - Reopening Details • cupertino.org/reopening CITY OF CUPERTINp •ury�aP���l 1 -)EN Cnne[uno Muneipal Catle l ` Ciryueus \\\ Welcome ulcem�o wa[rrservxe Awtlers u[o[Qm REOPENING r�.�a.n■ Oseaao�..�,..r �rsrera aeffi nrt pae}n meant[o inmrtn in pudiz o![r.e reoperongaf frt9«wn serxx prryyams ana eueMz.Ws[yea[, zaxofires RZCirytlosetl ns fazilltles so pr«mp�bllcnealxM1 tl[¢ing tlx[tlJl6t9 panaerrvc marry of znoze prog[amz. Cnrma IC-19V .ernrez,and ecemsare<oming Ysad In pnzonn[herortung momFs.Many mime zervizes All zon[in 4G&E pspS xoR o.:ezo san[a tlara mn«ing a ny bdn Vr}xmer wzunazeo o[ unw.ztcina[eG)niuzrrtea[a fsse cdxi�, nehrftgVm i P� IIb<updaoee regu�a�h vnm o�nen[iMmmmon_ Nousirg Pollry 1ryRwee_xo�eni6ut S0]I 3 Council Updates November 16 Regular Meeting: City Manager - ' Jim Throop 1 N � I� 4 PRC Meeting 12.02.21 -Item 4 Page 3 of 12 CouncilUpdates December 7 Regular Meeting: Retirement - Jd Roger Lee, Director S Of Public Works 5 General Updates Hydration Station Upgrades 6 PRC Meeting 12.02.21 -Item 4 Page 4 of 12 General Updates Hydration Station Upgrades N T f 7 General Updates Blackberry Farm Golf Course • First tee time at 7:00 a.m. • Last tee time at 3:00 p.m. �i V 8 PRC Meeting 12.02.21 -Item 4 Page 5 of 12 General Updates ; �. YAC Social • November 20 ,Ir-v • Memorial Parks .. `r • Youth Commission networking event • Over 90 teens across 12 Bay Area cities • Prepared for YAC Attack, youth leadership conference in March 2022 9 General Updates Virtual Community Meetings - Wilson Park • Community Garden • 24 total attendees • Full Size Basketball Court • 22 total attendees 10 PRC Meeting 12.02.21-Item 4 Page 6 of 12 General Updates Community Funding Grant Program • Applications will be available on January 1 , 2022 • Due by February 1 , 2022 • cupertino.org/communityfunding 11 General Updates Upcoming Closures and Holiday Hours • Most City facilities • December 23 through December 31 - Closed All Day • Cupertino Sports Center • December 24, 25, 31 and January 1 , 2022 - Closed All Day 12 PRC Meeting 12.02.21 -Item 4 Page 7 of 12 General Updates Upcoming Closures and Holiday Hours • Blackberry Farm Golf Course • December 25 - Closed All Day • December 24 and 31 , January 1 , 2022 - Open Until 2:45 p.m. • Quinlan Community Center • January 3, 2022 to January 7, 2022 - Closed All Day 13 General Updates Upcoming Events - 2021 Cupertino Holiday Light Map • Available for download on Friday, December 3 • cupertino.org/cupertinocares 14 PRC Meeting 12.02.21 -Item 4 Page S of 12 You're Invited. . . When: Friday, December 3 at 6 p.m. Where: Quinlan Community Center - Commissioners please gather next to the stage by 5:45 p.m. - cupertino.org/treelighting 15 General Updates Upcoming Events - Breakfast with Santa • Saturday, December 4 • 8:30 a.m. to 1 1 :30 a.m. • Sold out • Quinlan Community Center • Register at reg4rec.org 16 PRC Meeting 12.02.21 -Item 4 Page 9 of 12 General Updates Upcoming Events - Cupertino Cafe • Sunday, December 5 • 12:00 p.m. to 5:00 p.m. • Community Hall _ P.M. OECEMI3[R 5, NOON TO 5 • Registration required: Cupertino Cafe bit.ly/CupertinoCafe2021 17 General Updates Upcoming Events - Signing Santa • Saturday, December 1 1 • 2:00 p.m. to 4:00 p.m. r • $5 for residents TC, • $6 for non-residents } • Quinlan Community Center • Register at reg4rec.org 18 PRC Meeting 12.02.21 -Item 4 Page 10 of 12 General Updates Upcoming Events - Santa Visits • December 11 , 12, 17, 18, and 19 • 5:00 p.m. to 8:30 p.m. ► Registration Fee - $55 • Register in person at the Quinlan Community Center 19 General Updates Upcoming Events - Holidays in Hawaii • Wednesday, December 15 ri - • Live through Zoom y - • Register at reg4rec.org a' 20 PRC Meeting 12.02.21 -Item 4 Page 11 of 12 General Updates • December 5 - Senior Resource Availability Survey • engagecupertino.org/seniorresources 21 Budget and Dashboards Budget - cupertino.org/budget CIP Dashboard - cupertino.org/CIP City Work Program Dashboard - cupertino.org/cityworkprogram 22 PRC Meeting 12.02.21 -Item 4 Page 12 of 12 Upcoming Mayor'sMeetings December 8 Commissioner Tambe January 12 Chair Stanek 23 Director's Parks and Recreation Commission December 2, 2021 24