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08.01.19_Full_AgendaCITY OF CUPERTINO PARKS AND RECREATION COMMISSION AGENDA 10350 Torre Avenue, Community Hall Thursday, August 1, 2019 7:00 PM This meeting will be televised. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1.Subject: Regular Meeting of June 6, 2019 Draft Minutes 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 2.Subject: Receive a Presentation on an Update on the Community Gardens Improvement Project Staff Report 3.Subject: Receive a Presentation and Update on the Dog Off Leash Area (DOLA) Trial at Jollyman Park 4.Subject: Parks and Recreation Commission Fiscal Year (FY) 2019-20 Work Program Staff Report A - Approved PRC Work Program 2019-20 Page 1 Page 1 of 17 Parks and Recreation Commission Agenda August 1, 2019 NEW BUSINESS 5.Subject: Receive a Presentation on the Inaugural Cupertino Campout Community Event Staff Report STAFF AND COMMISSION REPORTS 6.Subject: Receive Monthly Update Reports from: - Director - Commissioners ADJOURNMENT 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 2 Page 2 of 17 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Community Hall 10350 Torre Ave, Cupertino, CA Thursday, June 6, 2019 7:00 PM MEETING DRAFT MINUTES CALL TO ORDER Chair Tambe called the meeting to order at 7:00 p.m. in the Community Hall, at 10350 Torre Ave, Cupertino, CA. PLEDGE OF ALLEGIANCE Commissioners present: Xiangchen Xu, Gopal Kumarappan, Neesha Tambe, Helene Davis, Carol Stanek Commissioners absent: None Staff present: Jeff Milkes, Kevin Khuu, Roger Lee, David Stillman, Karen Levy, David Chen Guest speakers: None APPROVAL OF MINUTES 1.Regular Meeting of May 2, 2019 Commissioner Stanek amended the minutes to add in the word “not” to bullet point 5, under Old Business, item number 2. Commissioner Davis motioned to approve the draft minutes as amended. Vice Chair Gopal seconded. Motion passed with unanimously. CEREMONIAL MATTERS AND PRESENTATIONS None POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None Chair Tambe moved New Business, items number 3-6, to next on the agenda. Page 3 of 17 NEW BUSINESS 3.Receive a Presentation Regarding Proposed Wilson Park Ballfield Modifications Associated with the Regnart Creek Trail Project from the Public Works Department Roger Lee, Acting Public Works Director, presented to the Commission an update on the Regnart Creek Trail project, reviewing the history, general specifics of the plan, and possible impact on the Wilson Park ballfield. Reviewed the potential options with the Commission. The project design will go back to City Council on July 16th. Teresa Sutton, president of the Cupertino Little League, stressed the importance of the governing rules for running little league tournaments and the potential effects if the field is shortened. Dave Wykoff, former coach, had concerns about the potential moving of the fields and appreciated the City acknowledging the effect of moving/shortening the fields. Vigi, Cupertino Resident, requested that the Commission look into why the plan was rushed to City Council and no public comment was taken dur ing the early process in the creation of the plans. Jeonghee Yi, Cupertino Resident, lives next to proposed trail and brought photos to show that there is no space to create the trail and does not support the construction of the trail. The Commission supported the options that doesn’t impact the ballfield (if the overall trail is approved), but suggested having more public outreach performed and feedback gathered on both the trail and the proposed options to not affect the field before bringing the plan to City Council for consideration. 4.Receive a Presentation on the Current Cupertino Union School District Joint Use Agreement for Fields from the Parks & Recreation Department Jeff Milkes, Director of Parks & Recreation, introduced Karen Levy, Recreation Coordinator to speak about the current joint use agreement and its history, costs, and revenues. Commissioner Xu suggested adding basketball courts to the Joint Use Agreement and requested information on the current schools that allow public use of their courts. Page 4 of 17 5.Receive a Presentation on the 2019 Summer Events Program David Chen, Community Coordinator, and Cristina Lopez, Leisure Programs Specialist, presented to the Commission an overview of the upcoming Summer Events Program. The Commission provided the following suggestions for advertising: -Block Leader Program -Quad-folds available at all of the parks -Redirect visitors from the Neighborhood Events website to the City’s Events website -Reaching out to the Community Manager at Apple -Send a digital copy of the quad-fold to local housing complexes -Have the Commissioners themselves do outreach and pass out flyers. 6.Receive a Presentation on the Current/Proposed 2019-2020 Parks & Recreation CIP Projects from the Public Works Department Roger Lee presented to the Commission on the current, past, and future CIP projects from the City and a general overview of the process. Commissioners Stanek and Davis supported the Haul Road project and suggested re-discussing with local neighbors to potentially reduce the overall cost. Bicycle and Pedestrian CIP projects will be reviewed and brought to City Council on July 16th. Chair Tambe suggested adding a project for a parking structure with an artistic aspect and to review and consider the potential future plans for the Sports Center from the Citywide Parks and Recreation System Master Plan, before moving forward on the seismic retrofitting. Commissioner Stanek considered the EV Charger project as unnecessary, but supported the Carmen Road Feasibility Study. Chair Tambe supported the EV Charger project. Commissioner Davis supported the Haul Road and the Regnart Creek Trail projects. OLD BUSINESS 2.Review and Finalize the Draft 2019-2020 Parks and Recreation Commission Work Plan to Submit to City Council for Approval Staff reviewed the draft work plan with the Commission and requested feedback. Chair Tambe requested for the Cultural Events item to include a measurement on what external partnerships have been formed, and connect the community funding grantees to this item. Vice Chair Kumarappan suggested adding more info for the “driven by mandate” section (to highlight the 6 themes) and to add in an item for collaborations with Commissions, including the Bicycle Pedestrian Commission (State of the Trails connectivity item). Page 5 of 17 Commissioner Stanek motioned to approve the modifications to the draft Parks and Recreation Commission work plan, to submit to City Council for approval. Vice Chair Kumarappan seconded. Motion passed unanimously. STAFF AND COMMISSION REPORTS 7. Receive Monthly Update Reports from: - Director o Blackberry Farm has opened and repair on the fence behind the café has started. o 4th of July Fireworks is moving ahead. o On June 18th, there will be a City Council meeting to review the next year’s budget, including the Community Funding item, and requested the Commissioners attendance. Commissioner Stanek and Vice Chair Gopal confirmed to attend. - Commissioners o Commissioner Stanek attended the Carmen Road bridge outreach. On June 10th, the Foothill De Anza Board will discuss what to do the Flint Center, at Foothill College. o Commissioner Xu attended the Mayor’s meeting and reported on the following: the Fine Arts Commission will put up artwork at Blackberry Farm and the Quinlan Center, the Teen Commission suggested a joint venture with the Parks and Recreation and Bicycle and Pedestrian Commissions to talk about bike riding on sidewalks and safety. o Vice Chair Kumarappan had walked through Wilson Park with some residents to review the ballfield. ADJOURNMENT – Chair Tambe adjourned the meeting at 10:46 p.m. to the August 1, 2019 at 7:00 p.m. Respectfully submitted, Kevin Khuu, Management Analyst Parks & Recreation Department Minutes approved at the___ regular meeting Page 6 of 17 PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: August 1, 2019 Subject Receive a Presentation on an Update to the Community Gardens Improvement Project Recommended Action Receive a presentation on an update to the Community Gardens Project. Discussion The Community Gardens at McClellan Ranch Preserve were closed in October of 2018 because of various safety concerns. The Community Gardens Improvement project funding was originally approved in the 2018/19 Capital Improvement Project (CIP) budget but was unfunded in early 2019 as a result of Council Direction to prioritize city hall design. It was funded again in the 2019/2020 CIP budget for 1.5 million dollars. While the 1.5 million dollars is available for the project, Council’s direction was to allocate only 1,200,000 for the McClellan Ranch Garden and $300,000 for one or more satellite gardens in neighborhood parks. Council also asked that the city promote a sense of volunteerism to reduce the cost of the project. As a result, a number of changes are being considered to create a high quality community gardens program at McClellan Ranch Preserve that remains within the 1.2 million dollar budget. These changes include: Designing the gardens so that all beds are raised, constructed from kits that the gardens or other volunteer groups will install. Raised garden materials being considered are in Cedar or recycled plastic Less DG and more mulch used in walkways Phased project – Some of the pods not constructed until a later date Page 7 of 17  Smaller sized plots to ensure sufficient opportunity for as many gardeners as possible. Prior to closing, staff had the opportunity to rent up to 59 plots. The current design allows 88 plots. No action has been take to finalize locations of potential community gardens. Currently, space at Wilson and Creekside Parks are being considered. The list of potential sites will be brought to the Parks & Recreation Commission and City Council prior to final selection. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. ===================================== Prepared by: Jenny Koverman, Recreation Supervisor, Parks & Recreation Reviewed by: Jeff Milkes, Director of Parks & Recreation Approved for Submission by: Jeff Milkes, Director of Parks & Recreation. Page 8 of 17 PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: August 1, 2019 Subject Parks and Recreation Commission Fiscal Year (FY) 2019-20 Work Program Recommended Action Review the amended and approved Parks and Recreation Commission FY 2019-20 Work Program Discussion The Parks and Recreation Commission serves to advise City Council on important matters pertaining to Parks and Recreation issues and opportunities. The Commission consists of five members who serve four-year terms. Commission meetings are held at Community Hall, approximately 11 months each year (no July meeting in 2019) at 7:00 p.m. Meetings are recorded and televised. At the regular meeting of the Parks and Recreation Commission on June 6, 2019, the Commission proposed the FY 2019-20 Work Program below. On June 18, the City Council approved the work plan with the addition of items 14 and 15 below. Items from City FY 2019-20 City Work Program 1.Lawrence Mitty Property Acquisition 2.Citywide Parks and Recreation System Master Plan 3.Parks and Recreation Department Strategic Plan 4.Use of Athletic Fields in Parks 5.Teen Engagement 6.Arts and Cultural Festival and Programs 7.Parks and Recreation Department Marketing Plan and Program Review 8.Art in Unexpected Places Initiative 9.Policies on Nonprofit Support (Community Funding Policy) 10.All-Inclusive Playground 11.Disposition of the Rancho Rinconada Special Recreation District 12.Collaborations with Other Commissions 13.State of the Trails/Connectivity Page 9 of 17 Additional Work Program Items – Added by City Council: 14.Community Garden Improvements – Receive reports and make recommendations to City Council regarding the renovation of the community gardens at McClellan Ranch, and new process and procedures for a more effective, community-driven gardens program. The work plan item includes exploration of extending community gardens across other parks in the City. 15.Blackberry Farm Golf Course Review/Improvements – Revisit, review and make recommendations to City Council on conceptual plans for the Blackberry Farm Golf Course included in the Corridor Master Plan. The Commission will explore potential options for different levels of golf course renovation and the associated costs and make recommendations to City Council. The Commission will begin working on their FY 2020/2021 work plan in November, 2019 in order to provide input into the Council Work plan discussion to take place in early 2020. Many of the items on the current work plan are expected to carry over as this year’s work planning transitioned to come in line with the Council Work Plan, the City budget process and maintain consistency across all commissions. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. _____________________________________ Prepared by: Jeff Milkes, Director of Parks and Recreation Reviewed by: Jeff Milkes, Director of Parks and Recreation Approved for Submission by: Jeff Milkes, Director of Parks and Recreation Attachments: A – Approved PRC Work Program 2019-20 Page 10 of 17 Project/Task Project Objective Driven by mandate, law, or Council priority/direction? (If yes, please specify) Resources Needed (e.g. funding and # of staff hours) Estimated Completion Date Measurement Criteria (How will we know how we are doing?) Lawrence Mitty Acquire a parcel at Lawrence Expressway and Mitty Ave for trail expansion and park development. Council Priority - FY 2019-20 Work Program (Community Livability) 300 Staff Hours Oct-19 -Receive an update from staff on the property acquisition and provide feedback if requested. Citywide Parks and Recreation System Master Plan Create a 20+ year community- driven plan to meet future parks, open space, and recreation needs through establishing goals and priorities and enhancing or expanding facilities and programs. Completion of the System Master Plan will trigger preparation of the Department's three year Strategic Plan. Council Priority - FY 2019-20 Work Program (Community Livability) 150 Staff Hours Oct-19 -Review the final draft of the Master Plan and make a recommendation to City Council on the adoption of the plan. Parks and Recreation Department Strategic Plan Complete a three year strategic plan that serves to align the department with a common vision and values. The plan will be measurable, with specific goals, objectives and actions. Goals will revolve around action items in the Master Plan, department culture, and tools for successful implementation. Council Priority - FY 2019-20 Work Program (Community Livability) 500 Staff Hours Feb-20 -Review the adopted Citywide Parks and Recreation System Master Plan to prioritize projects for the 3 year strategic plan -Host public hearings, provide feedback and help staff prioritize themes, objectives, measures, performance indicators, initiatives, and action items within the three year Strategic plan. -Assign priorities to short term and long term items (Phase 1, 2, and 3) -Review the strategic plan and recommend the adoption of the plan to City Council Parks and Recreation Commission FY 2019-20 Work Program Page 11 of 17 Project/Task Project Objective Driven by mandate, law, or Council priority/direction? (If yes, please specify) Resources Needed (e.g. funding and # of staff hours) Estimated Completion Date Measurement Criteria (How will we know how we are doing?) Use of Athletic Fields in Parks Assess current Athletic Field Use policy, scheduling process, and fee schedule. Review field use policy, including Sunday reservation feasibility, scheduling, and program cost recovery. Review use of fields for use as a dog off leash area (DOLA) to include evaluation of the pilot DOLA trial at Jollyman Park (1019/20). Hold public hearings and make recommendation to City Council. Council Priority - FY 2019-20 Work Program (Community Livability) 2000 Staff Hours Jun-20 - Hold public hearings, recommend any changes to fees if necessary, and policy on cost recovery for athletic fields, and any changes and updates to the 2004 athletic fields policy - Recommend changes, if necessary to the current permit process - Recommend opportunities for Sunday use of athletic, permitted activities on fields - Evaluate and recommend policy on off leash dogs in parks and potential pop up dog parks. Teen Engagement Engage youth and teens in the community through recreation programming with the goal of empowering youth and improving mental health. Council Priority - FY 2019-20 Work Program (Community Livability) 200 Staff Hours Ongoing - Receive bi-annual updates from staff on recent teen stress events and provide feedback - Consider adding a nonvoting teen member on the Commission and hosting meetings with the Teen Commission as needed. Arts and Cultural Festival and Programs Bring arts & cultural programs to the summer events program to engage diverse Cupertino residents - from different ages, ethnicities, genders, abilities, etc. Council Priority - FY 2019-20 Work Program (Community Livability/Public and Private Partnerships) 80 Staff Hours September 2019 and Ongoing - Receive the recap and evaluation of the Summer Events Program for the year - Recommend to staff possible genres of music/movie titles for next year - Attend at least 5 events each and brand the Commission's relationship with the program - Consider, recommend, and establish external partnerships through the events and programs. Page 12 of 17 Project/Task Project Objective Driven by mandate, law, or Council priority/direction? (If yes, please specify) Resources Needed (e.g. funding and # of staff hours) Estimated Completion Date Measurement Criteria (How will we know how we are doing?) Parks and Recreation Department Marketing Plan and Program Review Review the completed Parks and Recreation Department's marketing plan and program review and recommend implementation or changes to staff. Council Priority - FY 2019-20 Work Program (Operational Efficiency) 150 Staff Hours Winter 2019 -Host a special meeting with the consultant hired to review current marketing procedures, program review and fee procedures for the Parks & Recreation Department. -Host public hearings, review and recommend implementation or changes to the Parks and Recreation Department's Marketing Plan to staff. Art in Unexpected Places To beautify public and/or private/donated spaces, surprise and delight passers-by, and encourage the community to reflect on themes and imagery that represent the heritage, natural beauty, diversity, and creativity of the City. Council Priority - FY 2019-20 Work Program (Public and Private Partnerships) 100 Staff Hours Summer 2020 -Host a Joint Special Meeting with the Fine Arts Commission to discuss and recommend possible City locations -Schedule and perform outreach to private property owners for potential locations Policies on Nonprofit Support Review and implement policies on funding and support for nonprofit organizations, including meeting room space and office space. Council Priority - FY 2019-20 Work Program (Public and Private Partnerships) 500 Staff Hours Fall 2020 -Review the current Community Funding Policy and recommend changes, if needed -Review other policies suggested from staff, provide feedback, and recommendations to City Council on the adoption of such policy -Incorporate into Parks and Recreation Department activities where relevant. All-Inclusive Playground Study, fundraise, and design an All-Inclusive Playground in a neighborhood park. Council Priority - FY 2019-20 Work Program (Community Livability) 2000 Staff Hours Jun-21 -Review and provide feedback on the draft all- inclusive playground design -Evaluate and provide a recommendation to City Council on the all-inclusive playground design. Page 13 of 17 Project/Task Project Objective Driven by mandate, law, or Council priority/direction? (If yes, please specify) Resources Needed (e.g. funding and # of staff hours) Estimated Completion Date Measurement Criteria (How will we know how we are doing?) Rancho Rinconada Special Recreation District Review & consider Santa Clara County Local Area Formation Commission (LAFCO) recommendations on potential consolidation options between the City and Rancho Rinconada Special Recreation District. Santa Clara County LAFCO Initiative (Public and Private Partnerships) 200 Staff Hours Jun-20 - Receive and evaluate presentation on LAFCO's report on the disposition of Rancho Rinconada Special Recreation District -Recommend course of action to City Council on options regarding the special district. Collaborations with Other Commissions Working together, create a connected and more effective resolution of issues by collaborating with applicable Commissions - Fine Arts, Bicycle/Pedestrian, Teen, etc. Commission Driven Priority (Operational Efficiency) 25 Staff Hours Jun-20 - Discuss and recommend projects to work on with other Commissions - Host a joint meeting with another Commission to discuss project work - Complete projects by June 30, 2020 State of the Trails/Connectivity Collaborate with the Bicycle Pedestrian Commission to evaluate and recommend quality of life improvements related to trails and transportation corridors, connecting residents to parks and recreation services and opportunities. Commission Driven Priority (Community Livability) 25 Staff Hours Jun-20 - Receive a presentation from the Bicycle Pedestrian Commission on the current Bicycle Transportation plan - Receive an update from the Cupertino Public Works department on the Community Shuttle Trial Program (Via) and provide support and feedback to staff on the program - Identify key locations on the East and West sides of Cupertino to create a fully connected city. Community Garden Improvements Renovate the community gardens at McClellan Ranch, and implement a new process and procedures for a more effective, community-driven gardens program. Explore extending community gardens across other parks in the City. Council Priority - FY 2019-20 Work Program (Community Livability); City Council Added Work Item 100 Staff Hours Jun-20 - Receive an updated presentation from Staff on the revised community gardens plan for McClellan Ranch - Receive a presentation and provide input on potential additional locations for a satellite community garden and recommend the most suitable location to City Council. Page 14 of 17 Project/Task Project Objective Driven by mandate, law, or Council priority/direction? (If yes, please specify) Resources Needed (e.g. funding and # of staff hours) Estimated Completion Date Measurement Criteria (How will we know how we are doing?) Blackberry Farm Golf Course Review/ Improvements Revisit and review the conceptual plans for the Blackberry Farm Golf Course included in the Corridor Master Plan. Explore potential options for different levels of golf course renovation and the associated costs. City Council Added Work Item (Operational Efficiency) 100 Staff Hours Mar-20 -Receive a presentation from Staff on the overall condition of the Blackberry Farm Golf Course -Consider, provide feedback, and recommend an action plan to City Council to renovate/improve the golf course. Page 15 of 17 PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: August 1, 2019 Subject Receive a presentation on the inaugural Cupertino Campout community event Recommended Action Receive a presentation on the inaugural Cupertino Campout community event. Discussion The Cupertino Campout was a new summer event which occurred on July 13, 2019 and overnight to July 14, 2019. For the first time, local families were invited to pitch a tent on the field at Creekside Park and connect with their neighbors while enjoying recreational activities such as lawn games, a mobile rock wall, and a make-your-own s’mores station. An air mattress inflation station was available for campers, and Parks and Recreation staff were on-hand to provide a camping attendant service which assisted families in transporting their belongings to their campsite and assisting with tent set-up. At sunset, families were invited to join all Campout participants to watch Mile…Mile and a Half, a documentary covering five friends who hiked the Jon Muir Trail. As a special treat the documentaries filmmakers visited the Campout, performed a concert for the crowd, and had a Q&A with the audience. The following morning, campers were provided with a breakfast and camping attendant service. An event survey showed that 94% of campers rated the event as good or excellent. Below are some comments from survey participants: “This is the first camping experience my 4-year old daughter had ever and it definitely made her summer. We also get a chance to enjoy the stargazing at night. We look forward to the campout next year in Creekside Park” “This idea itself is the BEST thing I like. I always wants to go camp and I lack experiences and don't want to go too far from home with little kids.” “The check-in was efficient. I like the teens helping bringing the stuff from the car to the camping spot. Also the set up and space provided for each spot was adequate. People available to help was Page 16 of 17 nice. The film was better than I expected. Rock climbing was fun for the kids. And above all I felt safe out there” Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. ===================================== Prepared by: Daniel Mestizo, Recreation Coordinator, Parks and Recreation Reviewed by: Kim Calame, Recreation Supervisor Approved for Submission by: Jeff Milkes, Director of Parks and Recreation. Page 17 of 17