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P&R 04-07-2022CITY OF CITY OF CUPERTINO [a PARKS AND RECREATION COMMISSION Teleconference Meeting CUPERTINO Thursday, April 7, 2022 7:00 PM MINUTES CALL TO ORDER Chair Xu called the meeting to order at 7:00 p.m. via remote teleconference. ROLL CALL Commissioners present: Xiangchen (Minna) Xu, Sashikala Begur, Carol Stanek (arrived at 7:10 p.m.), Gopal Kumarappan, Seema Swamy (arrived at 7:03 p.m.) Commissioners absent: None Staff present: Joanne Magrini, Rachelle Sander, Jessica Javier, Kevin Khuu, Susan Michael Guest speakers: None CEREMONIAL MATTERS AND PRESENTATIONS APPROVAL OF MINUTES 1. Subject: March 3, 2022 Parks and Recreation Commission Meeting Minutes Recommended Action: Review and approve the March 3, 2022 Parks and Recreation Commission meeting minutes. Vice Chair Begur motioned to approve the minutes as submitted. Commissioner Kumarappan seconded. Motion passed with 4 yes and 1 absent. Chair Xu moved item number three before item number two. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS None NEW BUSINESS 3. Subject: Fiscal Year 2022-23 Community Funding Application Evaluations and Recommendation to City Council Recommended Action: Receive staff report, allow for clarifying questions, receive public comment and close item, receive Commissioner scoring, consider evaluations, and decisions to provide funding recommendations to City Council for the Fiscal Year 2022-23 community funding applications. Rachelle Sander, Assistant Director, introduced the item. The Commission discussed the eligibility of the applicants. Mahesh Pakala, from the Bhubaneshwar Sister City, clarified about the Sister City organizations and confirmed that they are a non-profit organization, separate from the City. Asked the Commission to consider their organization for funding. Deepa Gopal, from Youngzine, clarified about charging participants and offered that funds received from the City could be used solely for granting scholarships to participants in the program. The Commission reviewed the following: - Eligibility if the applicant is part of the Cupertino Sister City program - Eligibility if the applicant charges participants to participate in the program - Discussed the eligibility of the application from Able2Shine Commissioner Stanek, Commissioner Kumarappan, and Vice Chair Begur suggested that the Commission should follow the eligibility requirements. If the decision is to waive the requirements, a reason should be stated. Six applicants were discussed regarding eligibility: - Cupertino Bhubaneswar Sister City Initiative - Able 2 Shine - STEMBoost - Youngzine - Monta Vista High School Speech Boosters Inc. - Silicon Valley Jewish Film Festival The Cupertino Bhubaneswar Sister City Initiative was left as eligible. Commissioner Kumarappan motioned to exclude Able 2 Shine from the funding discussion based on the pending eligibility. Commissioner Swamy seconded. Motion passed unanimously. Commissioner Stanek motioned to exclude STEMBoost based on eligibility of charging. Commissioner Kumarappan seconded. Motion passed with 4 yes and 1 abstain. Commissioner Stanek motioned to exclude Youngzine based on eligibility of charging. Vice Chair Begur seconded. Motion fails unanimously. Commissioner Stanek motioned to exclude the Silicon Valley Jewish Film Festival based on eligibility of charging. Commissioner Kumarappan seconded. Motion passed unanimously. Commissioner Stanek motioned to exclude the Monta Vista High School Speech Boosters Inc. due to eligibility of charging. Commissioner Swamy seconded. Motion passed with 4 yes and 1 no. The Commission moved on to scoring each of the applicants. Staff compiled the data for the Commission's reference. Commissioner Kumarappan recommended separating the four ineligible applicants when the list is taken to City Council. Commissioner Stanek motioned to recommend to City Council to fund the following applicants for the Community Funding Grant Program for Fiscal Year 2022-23, for a total of $96,460.46: - West Valley Community Services - $10,000 - Women SV - $20,000 - Senior Services - Heart of the Valley - $6,160.46 - Fremont Union School District - $20,000 - American Cancer Society - Relay for Life - $6,000 - Omniware Networks - $2,000 - Buddhist Tzu Chi Medical Foundation - $8,300 - Breathe California of the Bay Area - $4,000 - Cupertino Union School District - $20,000 Commissioner Swamy seconded. Motion passed unanimously. Commissioner Kumarappan motioned to recommend to City Council, if there are additional funds, to award the applicants based on the remaining rankings: - Youngzine - $6,000 - Tian Hong Foundation - $4,500 - Chinese American Coalition for Compassionate Care - $13,000 - Rotary Club of Cupertino - $12,000 - Cupertino Bhubaneswar Sister City Initiative - $15,000 - Euphrat Museum of Art — DeAnza College - $15,000 - Palisadoes Foundation - $3,750 - Cupertino Educational Endowment Foundation - $20,000 Commissioner Swamy seconded. Motion passed unanimously. Commissioner Kumarappan left the meeting and Chair Xu called for a five-minute break at 9:27 p.m. Chair Xu resumed the meeting at 9:33 p.m. 4. Subject: Proposed Fiscal Year 2022-23 Capital Improvement Programs Recommended Action: Receive and provide feedback on a presentation for the proposed Fiscal Year 2022-23 Capital Improvement Program (CIP). Joanne Magrini, Director of Parks and Recreation, introduced Susan Michael, Capital Improvement Program Manager, to present on this item. Susan reviewed the current, deferred, proposed, and future CIP projects. Chair Xu motioned for the Parks and Recreation Commission to support the Fiscal Year 2022-23 Capital Improvement Program projects. Commissioner Swamy seconded. Motion passed with 4 yes and 1 absent. 5.Subject: Consider Rescheduling of the May 2022 Parks and Recreation Commission Meeting Recommended Action: Discuss and reschedule the May 2022 Parks and Recreation Commission Meeting. Director Magrini presented on this item and proposed cancelling the May regular meeting and hosting a special meeting instead. The special meeting date is to be determined. Chair Xu motioned to cancel the regular meeting for the Parks and Recreation Commission in May. Commission Swamy seconded. Motion passed with 4 yes and 1 absent. STAFF AND COMMISSION REPORTS 6. Subject: Monthly Update Reports. Recommended Action: Receive monthly update reports from the Director of Parks and Recreation and commissioners. Director Magrini provided the Director's update on the following: - Big Bunny 5k on Saturday April 16 - Earth Day on Saturday, April 23 - The potential joint special meeting to discuss the Lawrence-Mitty Park project on Thursday, June 16. - Introduced Jessica Javier as the new Administrative Assistant for the Department. - Had filled three coordinator positions: Mariah Greene, Youth Coordinator, Robert Kaufman, Teen Coordinator, and Christina Lopez, Events Coordinator. - Currently, two live surveys available on Engagement Cupertino: Jollyman All - Inclusive Playground and Lawrence-Mitty Park and Trail. Chair Xu suggested adding a location on the City's website where all active surveys are listed and an option to subscribe for updates on all projects. Vice Chair Begur attended the March Mayor's meeting and reported on the following: - Had voted on the Crest Awards - Bicycle Pedestrian Commission has a vision zero subcommittee to focus on safety such as Safe Routes to School. - Housing Commission is working on the housing element. - Sustainability Commission is hosting the Earth Day celebration on April 23. - Had presented about the Parks and Recreation Commission's efforts on Community Funding. Commissioner Stanek had attended the City Council meeting for the ongoing work program discussion for next fiscal year and reported on the DOLA and labyrinth projects. The discussion and voting will continue on the April 19 meeting. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor's meetings as follows: - April 13: Chair Xu - May 11: Commissioner Kumarappan - June 8: Vice Chair Begur FUTURE AGENDA SETTING None ADJOURNMENT Chair Xu adjourned the meeting at 10:28 p.m. to the May 11, 2022 meeting at 7:00 p.m. Respectfully submitted, /�/-- /4 6 — - — Kevin Khuu, Management Analyst Parks and Recreation Department Minutes approved at the June 2, 2022 regular meeting