Loading...
11.02.17 - PRC Meeting AgendaCITY OF CUPERTINO AGENDA PARKS AND RECREATION COMMISSION 7:00 PM 10350 Torre Avenue, Community Hall Thursday, November 2, 2017 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1.Subject: Approval of Minutes of Regular Meeting on September 7, 2017 Draft Minutes CEREMONIAL MATTERS AND PRESENTATIONS 2.Subject: Age Friendly City Initiative 3.Subject: Community Gardens Presentation 4.Subject: Recreation Department Budget Performance FY 16/17 Staff Report Attach A - FY 16 17 Final Budget Performance POSTPONEMENTS ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the commission on any matter 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 listed on the agenda WRITTEN COMMUNICATIONS OLD BUSINESS Page 1 November 2, 2017Parks and Recreation Commission AGENDA 5.Subject: 2017-2018 Work Plan Work Plan NEW BUSINESS 6.Subject: Future Capital Improvement Projects (CIP) Priorities Staff Report Attach A - FY 2018-19 CIP Projects Summary STAFF AND COMMISSION REPORTS 7.Subject: Director's Report ADJOURNMENT Page 2 November 2, 2017Parks and Recreation Commission AGENDA In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend the next 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, 48 hours in advance of the meeting to arrange for assistance. 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. Also upon request, in advance, an assistive listening device can be made available for use during the meeting. 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 3 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Community Hall 10350 Torre Ave, Cupertino, CA Thursday, September 7, 2017 7:00 PM MEETING DRAFT MINUTES CALL TO ORDER Chair Davis called the meeting to order at 7:00 p.m. in the Community Hall, at 10350 Torre Ave, Cupertino, CA. PLEDGE OF ALLEGIANCE ROLL CALL Commissioners present: Helene Davis, Meenakshi Biyani, Neesha Tambe Commissioners absent: Judy Wilson, Carol Stanek Staff present: Jeff Milkes, Gail Seeds, Kevin Khuu, Katy Nomura, Alex Acenas APPROVAL OF MINUTES 1. Regular Meeting of August 3, 2017 – Vice Chair Tambe moved to approve the minutes of August 3, 2017. Commissioner Biyani seconded. Motion carried with 3 yes and 2 absent. 2. Special Meeting of August 23, 2017 – Vice Chair Tambe moved to approve the minutes of August 23, 2017. Commissioner Biyani seconded. Motion carried with 3 yes and 2 absent. CEREMONIAL MATTERS AND PRESENTATIONS 3. Godbe Survey Results Katy Nomura presented to the Commission about the Biannual Research Survey from Godbe. Top issues ranged from traffic, to controlling the City’s growth, and affordable housing. Based on a total of about 582 response, this year was the first to include online surveys. Chair Davis moved the McClellan Ranch Parking Lot Improvement item to next on the agenda. NEW BUSINESS 4. McClellan Ranch Parking Lot Improvement Alex Acenas, the Public Works CIP Manager, presented to the Commission the current and alternate designs for the McClellan Ranch West Parking Lot. Anne Ng, a resident of Cupertino, had sent an email to the Commission and asked them to consider her email in their deliberation. The Commission reviewed the notes from the stakeholder meeting on September 5th and emails from the public that were presented before the meeting. Inquired and stresssed the importance of an environmental study performed on the designs. Director Jeff Milkes confirmed that the environmental study was performed only for the current design. The Commission showed more support for the alternative plan, as the grassy area was placed closer to the creek. However, before making a decision, asked to see the environmental impact part of the study for both designs. Requested to have this item be brought to the Commission again to the October meeting, when the environmental impacts report are completed for the alternate plan and so they can review the results more thoughtfully. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS 5. Citywide Parks and Recreation System Master Plan – Vision & Goals, the Prioritzation Criteria, and the Preliminiary Opportunities Analysis Cindy Mendoza, from MIG, presented to the Commission an update on the Parks Master Plan. Reviewed the vision and goals questionnaire results and the feedback taken from the advisory board and asked for feedback on the draft document. Whitney Berry, from the Midpenninsula Regional Open Space District, expressed support for conections to currently existing open spaces near Cupertino (i.e. Rancho San Antonio) Discussion followed. The Commission supported the first mission statement, but suggested adding the words “restore”, “connectivity”, and “wildlife”. Director Milkes mentioned that the department tagline would be revisited in a future meeting. Cindy then reviewed the draft prioritization criteria, introducing a 2 step process to the Commission to prioritize projects for the Master Plan/CIP Projects. Asked for Commission feedback on this process. Discussion followed. The Commission requested to see the previous prioritization criteria created for the CIP projects. Staff will review the previous method and report back to the Commission on a future date. Vice Chair Tambe asked to add “diversity” and “connectivity” into the criterias. Cindy recommended to not focus on weighting and points and instead separate and focus on the critical criteria first. Cindy moved on to the preliminary opportunities analysis of the Master Plan, highlighting 4 specific opportunities and the current findings, to expand, connect, and foster natural systems and to diversify recreation facilities. Requested feedback from the Commission on the 4 subjects. Vice Chair Tambe suggested to add in the foster natural systems map to highlight areas where Cupertino’s ability to create parks end and where it’ll begin for surrounding cities. Jane Mark, from the Midpenninsula Regional Open Space Disctrict, suggested that the Master Plan should also focus on finding new parking areas near the county parks and open space (for those that can’t bike/walk there) and pointed out that in regards to connectivity, county parks often lead to regional open space as well. In response to the Park Land subject, Chair Davis agreed with General Plan to reach the 5 acres/1000 residents. Vice Chair Tambe also supported the increased acreage. Commissioner Biyani suggested to at least maintain the 3.6 acres/1000 residents, but to focus on filling the gap areas first. For the Connecting Trails question, the Commission agreed that the plan should emphasize more off-street paths in the maps that connect the trails and parks, For Natural Systems, the Commission agreed to protect nature but still have it accessible to the Community. In the subject of the Recreation Facilities, the Commission expressed the need for another park like Memorial Park. Vice Chair Tambe suggested greyspace, spaces that can be used for multiple things, and use of rooftops. Commissioner Biyani suggested to focus on flexible activities that can be relocated to different areas in Cupertino. Chair Davis agreed with the greyspace, but emphasized the idea of better utilizing current properties. 6. 2017-2018 Commission Work Plan The Commission reviewed the work plan and asked to revisit the McClellan Ranch Parking Lot item in the October meeting. The date is still to be determined. STAFF AND COMMISSION REPORTS 7. Director’s Report Jeff Milkes reported to the Commission on the following: - The youth theatre program with San Francisco Shakespeare will be showcasing Ramayana from October 13th to 15th. - In the recent heat wave, the Quinlan and Senior Center became cooling centers over the weekend and had about 50 visitors per day. - On the Library Field, a cricket cage was built, at a cost of $40,000. - Update to the Commission: o Age Friendly City – will have that presentation in the future. Mayor had sent a letter and haven’t heard back yet. o Joint Meeting with Bike and Pedestrian Commission – scheduling in progress. o Teen Hack – promises to contact Vice Chair Tambe about the planning process. Commissioner Biyani attended the mayor’s meeting and discussed the following: - The Fine Arts Commission had expressed interest in producing the City Signs. - Was introduced to Brian B., the City Public Informations Officer, who is responsible for the marketing of the City. Also responsible for the publications and the liaison for the sister and friendship cities. - Fine Arts Commission is emphasizing their Young Artists, trying to contact the businesses, along Stevens Creek, to draw on their buildings. Vice Chair Tambe suggested creating art for the parks. - Bicycle Pedestrian Commission is creating more wayfinding signs so people can see how far things are. - Library Commission is looking to find more ways to advertise to the community about their resources. ADJOURNMENT – Chair Davis adjourned the meeting at 9:56 p.m. Respectfully submitted, Kevin Khuu, Administrative Assistant Recreation and Community Services Department Minutes approved at the___ regular meeting RECREATION AND COMMUNITY SERVICES DEPARTMENT QUINLAN COMMUNITY CENTER 10 10185 NORTH STELLING RD • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3120 www.cupertino.org PARKS AND RECREATION COMMISSION STAFF REPORT Meeting Date: November 2, 2017 Subject Recreation Department Budget Performance FY 16/17 Recommended Action Accept the presentation of the Recreation and Community Services Department’s budget performance for FY 16/17 Background The Department’s operating budget funds salaries, benefits, materials, and contracts in support of facilities, programs and activities for Cupertino Residents’ recreation and leisure needs. In addition, the budget supports administrative, planning and business needs to operate efficiently and effectively. The budget is categorized by divisions that include: Administration, Business, Recreation and Education and Sports, Safety and Outdoor Recreation. There are separate budgets to support three commissions and Code Enforcement. Capital budgets for projects are approved and budgeted separately. Discussion In FY 16/17, the department was executed $14,840,830.00 at its operating budget, of which 53% was generated from fees and charges collected by the department ($7,883,784). This budget accounts for both direct costs and those allocated in support of the department for Human Resources, Public Works, etc. As a result of vacancies, contingencies and staff’s dedication to efficiency, the department finished the year in a strong manner, with a positive balance of $1,472,596. Certain budgets are supported by City general funds while some (i.e. golf, outdoor recreation and the Cupertino Sports Center) are enterprise or trust fund operations. Trust fund operations are intended to be self-sustaining. A recent audit suggests that both golf and the Sports Center should be brought into the general fund, therefore abolishing the respective trust funds. Several significant additions were acquired for the FY 17/18 budget. They included:  $259,601 to establish the Office of Emergency Services that includes a New Emergency Coordinator position (limited term 3 years) with an approximate budget of $39,000 for materials and supplies. It also funds parts of two other positions.  New Senior Center Coordinator, combining two vacant part time positions  $16,000 to support additional service training in customer service and other opportunities and the Recreation Department’s accreditation process  $61,000 annually to activate neighborhood parks. This includes the purchase of a mobile climbing wall, staffing for the wall and additional contract support for programs in neighborhood parks. Additional funds for a vehicle to pull the wall were appropriated into the Public Works budget.  $68,000 to support the ongoing work for the meadow and stream restoration at the McClellan Ranch Preserve Fiscal Impact None. ____________________________________ Prepared by: Jeff Milkes, Director of Recreation & Community Services Reviewed by: N/A Approved by: Jeff Milkes, Director of Recreation & Community Services Attachment A: FY 16/17 Final Budget Performance Revenue Expenses Budget Actuals Budget Actuals Variance 100-60-601 Director's Office 104,741.00$ 43,200.00$ 1,125,933.00$ 983,888.00$ 80,504.00$ 100-60-634 Planning and Park Improvements -$ -$ 248,444.00$ 238,471.00$ 9,973.00$ 100-60-636 Library Services -$ -$ 1,163,464.00$ 1,158,817.00$ 4,647.00$ 100-61-602 Business Division Administration -$ -$ 824,133.00$ 724,312.00$ 99,821.00$ 100-61-605 Cultural Events -$ -$ 399,458.00$ 250,447.00$ 149,011.00$ 100-61-630 Facilities 1,250,288.00$ 1,114,616.00$ 1,026,991.00$ 1,005,551.00$ (114,232.00)$ 100-61-632 Neighborhood Services -$ -$ 355,611.00$ 236,360.00$ 119,251.00$ 100-62-608 Rec/Ed Administration 19,000.00$ 11,392.00$ 1,216,614.00$ 1,152,866.00$ 56,140.00$ 100-62-623 Youth Teen Senior Services 715,750.00$ 577,095.00$ 2,056,602.00$ 1,620,316.00$ 297,631.00$ 100-63-612 Facilities 349,000.00$ 221,760.00$ 1,741,361.00$ 1,620,316.00$ (6,195.00)$ 100-63-615 Sports Safety Administration 276,924.00$ 237,865.00$ 39,059.00$ 100-63-633 Disaster/Emergency Services 10,500.00$ -$ 82,867.00$ 64,926.00$ 7,441.00$ 560-63-616 Golf Course 735,931.00$ 658,157.00$ 668,383.00$ 637,313.00$ (46,704.00)$ 570-63-621 Sports Center 2,442,245.00$ 2,289,795.00$ 2,355,202.00$ 1,974,024.00$ 228,728.00$ 580-61-606 Cultural Events Trust 1,498.00$ -$ -$ 1,498.00$ 580-62-613 Youth Teen Trust 1,844,957.00$ 1,890,352.00$ 1,966,764.00$ 1,770,844.00$ 241,315.00$ 580-62-629 Naturalist Recreation 24,241.00$ -$ -$ 24,241.00$ 580-63-620 Outdoor Recreation 1,046,855.00$ 1,051,678.00$ 1,288,422.00$ 1,055,248.00$ 237,997.00$ 100-11 Commissions 151,736.00$ 109,266.00$ 42,470.00$ Grand Total 1,472,596.00$ Recreation & Community Services: FY 16/17 Final Budget Performance Sheet \\CUPE-FS-1\City_Shares\Parks and Recreation Admin\P&R Commission\Work Plan\P & R FY17-18 Commission Workplan_draft_10.30.17.doc DEPARTMENT OF RECREATION & COMMUNITY SERVICES QUINLAN COMMUNITY CENTER 10185 N. STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3135 • FAX: (408) 777-3137 PARKS AND RECREATION COMMISSION WORK PLAN FISCAL YEAR 2017/18 Updated 10/30/17 August 3, 2017  Citywide Parks and Recreation System Master Plan * August 23, 2017  Discuss Commission’s Work Plan for FY 2017/2018 September 7, 2017  Godbe Survey Results  McClellan Ranch Parking Lot Improvement  Citywide Parks and Recreation System Master Plan - Vision and Goals, Prioritization Criteria, and Preliminary Opportunities Analysis September 19, 2017 – Work Plan presentation to City Council October 2017 - Cancelled November 2, 2017  Age Friendly City Initiative Presentation  2016/2017 Budget Presentation  Community Gardens Presentation  CIP Priorities November 2017 Special Meeting – TBD  McClellan Ranch Parking Lot Improvement  Citywide Parks and Recreation System Master Plan – Update and Draft Recreation Program Overview December 7, 2017  New Enterprise Software Presentation  Aquatics Programs and Activities for 2017/2018 Presentation \\CUPE-FS-1\City_Shares\Parks and Recreation Admin\P&R Commission\Work Plan\P & R FY17-18 Commission Workplan_draft_10.30.17.doc  Summer Events 2018 Presentation  San Francisco Shakespeare Presentation  McClellan Ranch Parking Lot Improvement  Neighborhood Special Events  Accreditation Update – Governance, Mission, and Vision  Citywide Parks and Recreation System Master Plan * January 4, 2018  Blackberry Farm Presentation  Senior Center Repairs Presentation  Lawrence-Mitty Project Update  Recreation & Community Services Budget Requests February 1, 2018  Festivals Update  Case Management Presentation  Sports Center Upgrades  Citywide Parks and Recreation System Master Plan * March 1, 2018  Teen Programs Update  Neighborhood Special Events Update  New Enterprise Software Implementation April 5, 2018  CIP Presentation  Accreditation Update – Public Info Policy and Involvement  All-inclusive Playground  Citywide Parks and Recreation System Master Plan * May 5, 2018  New Enterprise Software Implementation  Equity Plan  All-inclusive Playground  International Cricket Pitch Feasibility Study June 7, 2018  Comprehensive Revenue Policy  Work Plan 2018/2019  Citywide Parks and Recreation System Master Plan * \\CUPE-FS-1\City_Shares\Parks and Recreation Admin\P&R Commission\Work Plan\P & R FY17-18 Commission Workplan_draft_10.30.17.doc July 5, 2018  No meeting August 2, 2018  Citywide Parks and Recreation System Master Plan * Special Meetings to Be Scheduled:  Joint Meeting with Bike and Ped Commission – Improved Transportation  Splash Pad Field Trip Items to schedule: o Connected or Smart City o Age Friendly Communities Designation o Partnerships with CUSD/Sedgwick Property o Bee Apiary/Bee Guild Update o Emergency Services Update o Recreation Staff Goals Presentation o One or Two Year Recreation Work Plan RECREATION AND COMMUNITY SERVICES DEPARTMENT QUINLAN COMMUNITY CENTER 10 10185 NORTH STELLING RD • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3120 www.cupertino.org PARKS AND RECREATION COMMISSION STAFF REPORT Meeting Date: November 2, 2017 Subject Recreation and Community Services Future Capital Improvement Projects (CIP) Priorities Recommended Action Receive direction on prioritizing potential CIP projects to be requested for the FY 2018 CIP Budget. Background The Department provides potential Capital Improvement Projects for inclusion in the larger, City CIP program each year. Projects include work required to repair or add capacity to both indoor and outdoor facilities. Discussion Projects included in FY 18 Budget: Inclusive Play Study $30,000 Sports Center Upgrades $760,000 Cricket Feasibility Study $20,000 McClellan Parking Lot $950,000 Sr. Center Repairs $200,000 Tennis Court Resurfacing $1,103,000 Sr. Center Walkway $64,000 McClellan Trash Enclosure $154,000 Recreation Facility Signs $385,000 Memorial Park master plan $150,000 Community Gardens Improve. $100,000 Criteria for rating/ranking projects were approved by the Commission in January of 2015. The criteria approved were as follows:  Funded by grants and/or outside funding sources 15%  Mitigates community health and safety issue 20%  Improves/maintains city facilities or infrastructure 15%  Improve city operations/service delivery 15%  Supports and furthers City Council’s vision and adopted plans 15%  Improves and Enhances Community Livability 20% Attachment A includes a list of projects that staff have identified in four categories – safety, ADA requirements, projects that serve to improve service and projects that maintain current assets. Fiscal Impact None. ____________________________________ Prepared by: Jeff Milkes, Director of Recreation & Community Services Reviewed by: N/A Approved by: Jeff Milkes, Director of Recreation & Community Services Attachment A: FY 2018-19 CIP Projects Summary Column1 Ownership Location Project Scope Category Priority Recreation & Kim Calame Portal Park Improve signage & install additional lighting Safety Education McClellan Ranch/EEC Improve ventilation and cool staff office Safety & EEC classroom Recreation & Kim Frey Senior Center Level tree wells in main walkway Safety Education Sports, Safety Jenny Koverman Blackberry Farm Create safe pedestrian access at entrance Safety & Outdoor Blackberry Farm Rebuild deteriorated storage shed Safety Recreation Business & Rachelle Sander Quinlan Community Center Install ADA buttons for rear main entrance Meet ADA requirements Community doors & main lobby restrooms Services Sports, Safety Jenny Koverman Blackberry Farm Design & build wheelchair accessible restroom Meet ADA requirements & Outdoor Blackberry Farm Design & construct fully accessible playground Meet ADA requirements Recreation Blackberry Farm Remove swimming pool slide and construct an Meet ADA requirements accessible splash pad, seating and shade structure Administration Jeff Milkes TBD Complete feasibility study for pickleball court(s)Improve service Change out park & facility signage - Phase 1 Improve service Change out park & facility signage - Phase 2 Improve service Change out park & facility signage - Phase 3 Improve service Change out park & facility signage - Phase 4 Improve service Administration Gail Seeds Wilson Park Design & create walking path/trail Improve service Business & Rachelle Sander Linda Vista & Memorial Park Install shade structures over picnic areas Improve service Services Quinlan Community Center Reconfigure/redesign front office Improve service Recreation & Christine Hanel Creekside Park Reconfigure parking lot to create more parking Improve Service Education spaces & build accessible walkways Recreation & Kim Calame McClellan Ranch/EEC Create fenced program area/aquatic habitat Improve service Education McClellan Ranch Replace existing drinking fountain Improve service Monta Vista Rec. Center Upgrade preschool playground & provide shade Improve service Sports, Safety Jenny Koverman Blackberry Farm Construct permanent table tennis/ping pong tables Improve service & Outdoor Blackberry Farm Replace volleyball court with shaded area with Improve service Recreation seating area with tables & install shade structure over bocce ball courts Sports Center Reconfigure locker rooms to improve privacy & Improve service upgrade restrooms Sports Center Reconfigure front counter placement Improve service Sports Center Improve inadequate HVAC system Improve service Business & Rachelle Sander Quinlan Community Center Add window to staff office with no natural lighting Maintain current assets Community Quinlan Community Center Replace inadequate HVAC system Maintain current assets Services Recreation & Kim Calame McClellan Ranch Install/build additional storage sheds Maintain current assets Education Sports, Safety Jenny Koverman Blackberry Farm Replace non-functioning BBQ's in picnic areas Maintain current assets & Outdoor Recreation Recreation & Kim Frey Senior Center Convert interior storage space to office space & Maintain current assets Education build exterior storage space Approval Status Recreation & Community Services Department FY 2018-19 CIP Projects