City of Cupertino, CA Recent City of Cupertino Meetings, 1 Dec 2022

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From YouTube: Cupertino Parks and Recreation Commission Meeting - December 1, 2022 (Live Streamed Version)

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Coverage of the December 1, 2022 Cupertino Parks and Recreation Commission Teleconference Meeting.

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B

Hi good evening, everyone, it's seven o'clock on December, 2nd, 2022 and I call the park and the Recreation Commission meeting to order and okay, let's start with the roll call. Please.

C

Commissioner, kamarapan.

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C

Commissioner, Sanic.

E

Here, on December 1st.

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B

December, yes, well, thank you for reminding me.

E

Just clarifying.

C

And chair shoe here all right and we do have a quorum with Jess Vice, chair begor and commissioner Swami absent.

B

Okay thanks everyone and the first item is uh review the November 17th parks and the Recreation Commission special meeting minutes.

B

So if anyone have any comments for that.

F

So we will have to postpone this issue due to not having a quorum for approval.

B

Okay, so we are going to just postpone this item, but I have one comment for the Lawrence meeting Park. So in the meeting I remember I asked about the location of the restroom because in the survey a lot of people concerned about the restroom and it in our commission meeting is confirmed. There will be a restroom, but it turned out actually it's not located in the new park, but in the the Barnhart Sterling Park yeah I.

F

Just it hasn't been decided yet, but you can definitely email CIP. If you have any more questions about it. Oh.

B

So I just want to put the discussion in the meeting minutes. So so people may know this item. Okay,.

F

Go ahead and email Jess after the meeting, okay.

B

Got it? Thank you. Okay. We postpone the first item and now it's uh uh oral communication part for items not on to this agenda and we encourage community members uh to speak but looks like oh it's December now now so many important agenda items so yeah no community members online. Okay, so next is a written communication. Is there any written communication we got anyone can report if no okay?

B

Let's start the new business uh agenda item 2 suggestions for fiscal year, 2023 to 2024, Capital, Improvement program.

F

Okay, okay, so with this item, what we're doing is we're just asking for very easy feedback. We're not it's nothing like the work program where we go into full details on things that we want.

F

um I do want to remind everybody, as if you read the staff report, a CIP project is something that really restores or prolongs the life of something property, adapting property, making newer different uses, it's typically something that needs outside Consultants or something that is more than sixty thousand dollars. So when we're thinking about Capital Improvement projects, these aren't little things. These aren't. You know we just want to add a small something to a park, um but I will also let you know that.

F

Currently, this commission has the Memorial Park project, the Lawrence midi, Park project, the jollyman all-inclusive area and adult assistive restroom project. The annual playground replacement is a CIP. The Blackberry Farm pool improvements is a CIP, the city-wide satellite Community Gardens, the ones we're going to be putting at Wilson and possibly other places as a CIP.

F

The full-size basketball court- that's going out at Wilson and possibly other Parks, is a CIP Park amenity improvements is a CIP project and then there's two projects that right now are only on hold due to the fact that there's been some staffing flux in the CIP department, but they are still projects that will be done when there's availability and that's the Memorial Park Amphitheater improvements and the Quinlan multi-site sustainable infrastructure upgrade improvements.

F

So with that being said, I want everyone to remember that almost all of those are multi-year projects that are not going to be done like that. So when we're giving ideas, we are looking at ideas for the next five years. We're not just look looking for like next year and we're really looking for something that is either a safety concern or an issue that really needs to be addressed because, obviously, at this point our cap team is only about four or five project managers and I.

F

Just read three: four: five: six: seven, eight nine ten eleven twelve projects, and that's only us that doesn't include the bike ped projects that doesn't include every other cap side of things. Sidewalks, you know all the other infrastructure things so I just kind of want to lay that out there, but we do definitely still want to hear from you and I will take any ideas. You have back to our CIP team so that they can vet any of your ideas.

F

Mina you're on mute.

B

Oh, thank you for the information and anyone had some clarification question. Please raise your hand, uh commissioner commandment. Oh you.

D

No, no sorry, I erased the hand, but I didn't see it on it. It's coming and going I, don't know where it is so, but I did raise hands. So thank you. Okay, the clarification question so uh a couple of them so thanks Rachel, so I think I see that there is a staff limits and that's one of them and then you provided another point which is 60 000 Plus.

D

So my question two question: the first question is: is any of these projects what you listed out, 10 or 11? Are they falling under that above sixty thousand?

D

That's one or is it falling under since it's a multi-year, it will automatically be a CIP because even though it doesn't fall into sixty thousand, if it is multi-air, will that become a cap project or need an external Consulting.

F

So everything that I um just read They're All CIP projects, mostly because most of them are going to need some kind of outside Consultants, but also because things like our annual playground, replacement that was 300 000 a year. So that's way over the 60 000., so yeah, the pricing and the fact that a lot of them need outside consultants make them CIP projects.

D

Got it and the second question is um out of these projects? I know we did as all Commissioners together for last year and then we put prioritization and stuff so do we asked to have the diva have to do if you can accommodate only one. Do we have that list so that we can review it because I forgot exactly what the priorities are when we discussed about it, do we have that still the priority all of those data right so that we can take a look at it?

D

I don't know today or whenever it is, do we have that.

F

So we've kept them in basically the priority that you guys had. Originally, the hard part has been with things like the annual playground replacement like Creekside, took way longer than it should have. I covid really threw a wrench in anything being delivered on time. So there are some timing constraints. There are some staffing constraints, but we are still trying to do them.

F

The way that we had we had talked about in that meeting, obviously Memorial, Lawrence and jollyman are the three that are they're rising to the top right, their work, program, items and CIP problem items, so they're really prioritized at the very top, but the other ones are still happening: um the basketball court and the satellite Community Gardens. Those are both at a phase where um I believe they're out for bid. So again, things are moving forward. They're, just unfortunately, moving slower than in a normal time got.

D

It no I totally understandable and the last question before I. Let the other Commissioners go. Is that, but is there a possibilities given that the cap, Staffing and other constraints, and all of them is a possibility we can revisit those prioritized product and projects to see that is there? Anything can be shrinked or like can be made into phased approach or which can be observed by park and rec team or others not necessarily to go to cap? Is that.

F

Well, once they're already designated a CIP project, they really stay as a CIP project.

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F

Other things that we're doing that could be possible.

D

I say: okay, that's all the questions I have now. So thank you.

B

uh Commissioner, stanik.

E

Thank you. um So when we talk about the park amenities, that's a big budget, that's going to be a piece here and a piece there and a piece somewhere else right. So it's not just in one place. So how would we like I know we're probably as we're going forward and um making we're having more dog trials, and we expect them to be successful, that we are going to want to do some improvements once those um hopefully become permanent?

E

And so how would we characterize those I mean if it's hard to say if we aggregate them all together, it may be more than sixty thousand dollars if we want to put a little barrier or a picket fence somewhere to keep the dogs out street or benches and and other things so I guess I'd like to start. You know, I, don't want to mix operational costs with CIP, but I want to make sure that that is front of Mind as we're looking at our budget.

F

Yeah I think you know most of what I talked about with the the Dola community group was trying to get the trials started and get them going before. We start picking out amenities for each place, um but I think what may happen is if the trials move as fast as they could if they go well, then there is a possibility. It could become a work program item and it's you know amenities for the dog parts and there's a budget attached to it, and then we work through it.

F

That way, um but again, like I said when we were all talking, they really just wanted the trials to start and they were very happy to get through those before we played the amenity game. But yes, we know amenities, yeah, no.

E

I completely understand that, but we're trying to take a longer term view here.

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D

Yeah well, I, don't I.

E

Don't want to get ahead of us, but if we're looking ahead, I I do want to just make sure that people are aware of that amenities, for those Parks will be needed and wanted.

F

Yeah I agree completely and I, don't necessarily for Steven being a CIP, though I'm hoping they they don't hit quite that level, but we'll.

E

See depends how much uh yeah.

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B

Oh yeah I see commissioner kumara Penn I have more question yeah.

D

One normal question since it's though, like I, cannot stop my excitement there. So thanks, uh commission, standings, so uh Rachel I think you and I would like to generally changing some emails and thanks for the update on one of the requests uh dollar folks asked so I'm trying to again it's a question on. If such a request, for example, I know, there is one for the bench on the side and the other one is the water on the side, because otherwise they have to go to the extreme and you you clarified it.

D

But now, if that request comes back on this I, don't I, don't know whether the bench will not go to cap, but the water line might go to CIP I'm, just trying to get a clarification on how big that would be if I have to lay the water line. So can you clarify please yeah.

F

Yeah, so that would be something that we would definitely have to look at, how much it's going to cost to lay a pipe that would actually take water over to the Dola area and then the cost of that and whether or not we would have to have outside Consultants do it would basically decide for us whether it would be a CIP project or an internal project.

D

Okay got it. Thank you.

B

Oh commissioner, where's the questions. Thank you. Yes,.

E

I did have one more so you you mentioned the Blackberry Farm pool Improvement, but you didn't mention the golf course and is that just because it's not specifically a park but I mean we need to do we're probably going to be doing something with the golf course one way or another so I'm. Imagining that that's a CIP.

F

H yeah that one's just on hold right now, because we have no idea what council's going to decide. But.

E

Yes, one way or another, there.

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E

Project there there will be a project there and so I'm I, um to the extent that we do have a project there um I think we want to be looking at I'm. Guessing that there's going to be an eir, that's going to be required.

F

With that, oh I'm sure, depending on what happens that there's gonna have to be quite a few of those kinds of studies before anything can go forward.

E

And it included in that I'd just like to make the comment that, hopefully we can Rectify what we didn't do when um we did the trail and um which, which got us into the situation where we were limited to the hundred days, that we.

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An eir to review the um the traffic and all of that, and so I want to make sure that that scope, whatever it is, would include an eir to do that.

F

Yeah I think that's on everyone's radar. So thank you. Okay, good.

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B

Okay, so if there's no more clarification, question um yeah, we start about the discard discussion about this agenda item, looks like no community members attending this meeting so yeah. If any commissioner, have any comments about this agenda item, you can continue. No okay, uh commissioner kumara.

D

Yeah, so maybe now I think it's times I like to understand so the priority I, don't know whether it is a time to talk about those priorities or do you think that it will be in the next meeting or whatnot. So how do we know that out of those 10 11 listed, um at least from our perspective, even though there are in progress, many of the money said it's halfway through, but it's making slow.

D

Sometimes we may make a call that you know what, instead of doing it slowly for next three four years, maybe we have to take a pass on something, whereas we might Focus that effort the staff timing and on to something else kind of right. So uh do we have any such a way to prioritize again is an opportunity or no is it all Way Beyond, stopping or passing, and so we need to go so I, just I'd like to understand the state of the project.

F

So most of them are beyond that process. However, really with the CIP projects once they've been put in, and we've kind of done, our prioritizing it's really up to the CIP team and their ability and knowledge to decide what's going to move forward much and what might have to take a break.

F

um However, it's if we were to do something like actually put something on a major hold or defund something we would come back to you guys, but if it's just like this has to wait until a different Project's over then we would just keep going with it, because we know it's still going to get done.

F

um So any major changes to what you may have already talked about, we would bring back, but anything else would just keep moving forward at the pace we basically have and like I said, most of them are still moving forward um now, some of them that are different things so, like Park amenity improvements, I mean you guys already did a huge job with that, but we still probably once we get to the next level, need to come back and say hey. This is what we talked about.

F

Are we all still on the same page and then, of course, and you know a playground replacement like we did do two different parks that we talked about and so we'll keep going with that. But as soon as we get to having to choose new parks again, we'll have to come back to you um just like we did before. So there are certain projects that once the first one's done, we'll come back to you and talk again, I.

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F

Projects where you've done like the whole, we want it to happen now, like the basketball, Court's gonna keep moving forward. It's basically, you know in a space where, if we stopped it now, it wouldn't be smart.

D

Agree: okay and maybe one quick follow-up, question um I, don't know it's the all-inclusive part. We talked about it last meeting or last meeting of the before one. So obviously that falls under cap I believe um on it's such a big one. But what priority are is it the project? Managers are still there because I know the community wants it. We want to prioritize. Is it's still going to happen or it's going to slow down asphalt.

F

No, that one still has the same um calendar that you saw at the last meeting. They had kind of shown when they're going to do everything that hasn't changed. Okay,.

D

Got it okay, thank you. No.

F

B

Oh sorry, I muted, uh commissioner, aesthetic yeah. You can start.

E

Okay, thanks um and just one other thing again, it's I think we can incorporate it into our operating budgets or our Park amenities and that I don't want us to lose sight of incorporating Labyrinth into our our Parks as we're doing our upgrades to them. So I just want to put that in there again. I don't expect a particular Labyrinth to be big enough to be a CRP, but when we're doing other things make sure that that we're considering what we can do to make that happen agreed.

B

Okay yeah, thank you for all the information and all the suggestions, and if we yeah, if there's no, no further discussion yeah, we can because this item and go to the next one. The next one is about the community funding. So yeah. We are going to update the community funding ground program policy.

F

Yes, so as many of you know, and of course it was in the stock report, there was a subcommittee of city council to go over. The community funding policy and city council invited your chair and vice chair to be a part of that, and they did make a couple of changes and so I'll go ahead and share the staff report. Just so, you guys can kind of follow along with what I'm going to be saying.

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F

Here but basically currently, the eligibility is um 501c, not 501c3, so they did change that which will help with the question about schools and and other groups that we aren't always sure about so staff will make sure that each organization is definitely a 501c3.

F

um We have also added a question asking whether or not they have an endowment fund, and if they do, we will need to check and make sure that they're not going to use that money by just pouring it into the endowment fund, and that has to do with the fact that they could basically just put it in the fund and then use it for something besides what they applied for foreign and then for evaluation criteria, we did remove the cost information.

F

um Basically, that was something that was pretty much confusing to most people anyway, how much it costs for non-residents versus residents and and a lot of times it didn't really matter, because it's not supposed to cost at all. So basically they turned it to it. Shouldn't cost at all. um It can't have a fee to it. So we removed that um and then we just changed the wording to it.

F

Just used to say, lack of duplication and now it's lack of duplication in Cupertino, just to help kind of make it clearer for the restrictions and guidelines um we did remove. The proceeds from the funded activity may only be used for the conducted activity because, again, very confusing, and not really something that was easy to go back and check. I mean it's it yeah, so that was removed to make it a little easier.

F

um They did add that if any festivals are currently receiving funding through the Festival fee waiver policy, they cannot apply for more funding through Community funding for the same Festival. Now, if they're applying for a different program, that's fine, but somebody like let's say well, I, don't want to pick on anybody.

D

F

Let's say one of our festivals basically is getting all their fees waived. They can't come into Community funding and ask for more money toward that same Festival.

F

F

Yeah, so this is where basically we're confirming that any uh admission or participation is free, so that will knock out some people very easily. Also. It helps, though, on the application side too, so that people aren't just applying that do have fees they know from the beginning. That's not something we're gonna fund and then on the evaluation form. We did replace the alignment with City missions and values to alignments with our 12 General plan principles. They do not have to align with all 12, but they need to fall under at least one.

F

um And then the community need we made the max points 15 and the alignment with the general plan principles 20, it basically used to be flipped. Community need was 20 and aligning with missions and values was 15., so we just flopped those two and Council approved it, and so we will be moving forward with the new policy.

F

um Our management analyst jacinta will be the one running the program this year. I will be helping her very closely, um but she will be the one presenting to you guys and working with the organizations, so we're updating the website, the policy and all the information so that we can still go live on January 1st.

F

Mina you're on mute, Mina, you're, muted, muted,.

B

Oh thank you for your update, yeah and I. Remember those long meetings and thank you for summarizing and make it clean and organized no problem, and commissioner kumarapan has some clarification. Questions.

D

Yeah I I know this is this is all done approved, so I totally understand, but I do have, because I was not part of any of those discussions when you say that it is, it should be free. So that means any non-profit organization comes and and ask for funding. If they're charging students I know that some other projects came in, that they charge ten dollars or 15 or whatever so looks like they will become ineligible. Is that right? They should not charge any of the service. The service should be completely free, yeah.

F

They cannot charge the participants at all.

D

Wow: okay, now that that helps um majority, but you're right, it might make many people fall out because that that's the biggest one, because people do uh qualify, okay and then the second one with the reality answer. So this is going in right now live with the current one. Whenever it is going in January for this year, all of them will be applicable, and then it will go. Okay, okay, that's good good, some, more clarity on it um understandable! Thank you.

B

Yeah and I I just don't want to make it clear so for the free of charge. So that means only for that event or program, not the whole organization and I. Remember yeah.

F

Just when they're applying for.

B

The money for yeah and in the previous version, there's also one item talking about, even if it's charged, if the Commissioners decided it can be qualified, it can still be qualified a lot of complicated rules. So we just make it simple, and our commissioner stanik has questioned.

E

Thank you chair, um so I guess I I wanted to hear from the chair about the conversations and were there other suggestions that you had for the council subcommittee that you discussed that maybe didn't get put in or there were there other ideas that were considered.

B

uh So which specific thing you are talking about, I think this summer, summaries yeah.

E

Okay, yeah, so I was wondering. I know that the council members had their ideas and they said they came to the chair and the vice chair and I was wondering what the input was from yourself and the vice chair on the suggestions that the council um put forward. Were there any changes? Did you have any additions or or did they did it was it basically, what they put forward is the way that you agreed with everything they did and there were no additions or deletions from what they suggested.

B

Oh and yeah, actually there were some long meetings, yeah people just exchanged ideas and for the new rules or warning, uh and everyone just discuss and share our ideas, and we did uh ask the council, because in the past, looks like the expectation of council and our the voting result looks different, but it turned out yeah we just want to use. The old example apply.

B

It use the new rule to apply to the old someone and try to make sure we won't give those those things that doesn't align with council's expectation woman gives them high score yeah. Just like the you know: five zero one C that case in the past. It's not clear so I think some organizations there uh 501c6 or something but now or maybe uh yeah.

B

When we talk about like um if some like church or some other organization is that qualified yeah, we did some research about those uh and for the and another thing is about how to align with the council's expectation. We use the word. The general plan thing yeah just make hope to make things clear.

E

Okay, so I guess the one. The question I have.

E

That would put together the their evaluation, but it was really up to the commission to decide if they were eligible is Staff now going to be the entity that will determine eligibility before it comes to us.

F

So staff will still go through and make sure that they meet these eligibility requirements and we'll do what we've done before, where we put like eligible, not eligible and pending, um but I do not feel there's going to be as many situations where it's pending, but we still want you guys to see everything and be able to have a conversation about it. However, there's not as much flexibility in the eligibility items at this time, so there won't be as much like hey.

F

We think these people actually should be eligible, because it's much more black and white.

E

Okay, I think another place where it was, it was difficult, was um in operating costs or administrative class, and sometimes their administrators are the ones who are actually doing the program. So that was another place. That I think we had difficulty understanding what was administrative costs versus operating costs? So so that was always a challenge. I think the.

F

Biggest yeah you.

E

Have any other questions.

F

I think the biggest thing to try to do for all of us is I agree with you completely that there are certain things like that that are a little harder and for us, administrative costs would be things that are basically keeping the company running, not keeping that specific event or program running.

F

um But if it's not clear, my hope would be that all the Commissioners have enough time and just and I will do our best to make sure you have enough time to really go through the applications and write down your questions. That is why you know we made two meetings so then in March you guys can really do what you can to understand exactly whether or not they fit into all of those things. So thank you for bringing that up. Carol.

E

I I did want to understand a little bit. There were um the previous grants. You would categorize them into into categories of Art and education and other are those categories we're supposed to use or.

F

Yeah, it was just a question professional commission, a council member that wanted to kind of know what had been done in the past. Okay.

E

Yeah, because one of my questions was, why would the? Why is the parks and rec commission evaluating uh requests for grants for art um projects and why wouldn't that be on the arts and culture? You know if we want to give money to art programs I think they are in a much better position to evaluate that, but it's all kind of lumped in one place. So um so those that's the kind of feedback, I guess I would have hoped we could give back to council.

E

But um it's kind of we are where we are, and maybe we can, you know, still modify it. We do have a new Council and we'll see.

A

E

They really want to do with this, but this is going to be coming up quickly. Temple's got a lot on their plate and I. Don't think this is going to be that high on their list, considering trying to get the housing element done.

B

Okay, yeah and thank you for all the information exchange and commissioner Comerica.

D

Yeah one other question is I know when you all share you and watch your discussed on it. um I think all these policies are clear, but when we make a decision or ranking and say that this is what we recommend to allocate to these organizations, we give a list, but still a council make a decision to fund to them or even to Beyond whatna, so is that anything was discussed. I know we got some contention, I won't understand about the right reason and say hey.

D

We wanted to give you to these, but I think uh because we put a lot of time in prioritizing it and the other uh the council kind of free will to allocate to others too. So is there anything discussed on it or whatever we do? Will it help to narrow down so that whatever the commission recommended Council will take and look at it and say yeah seems to be good to go or is Narrows down the gap or I do not know whether those things were discussed.

F

So we do have the 70 to 90 range still and Council definitely seems to want to stay within that range, um so that should help a little bit, but there's also part of the reason some of the eligibility would was changed was so that we are choosing the groups that they, you know want to give money to versus, don't want to give money to, but within saying that we obviously have a bit of a different Council starting so again, I think this is just a very fluid program that could change every year.

F

For all we know, um just you know, depending on the council, and what their hopes of giving money away is. Okay,.

D

And one last question: I just want my own clarification last time. If I remember, there is a the sister city programs uh also they applied, and and would they be still qualified or they would fall under the other festivals where they get the fee Canada, because I know, sister city programs also get funding from City. That means they will not become eligible in this case. Is that my right assumption, or not so.

F

If, let's say which cherry blossom never applies, but let's say, cherry blossom gets their fees waived through the Festival policy uh sister city. Toyukawa cannot apply for Community funding for Cherry Blossom Festival. They could apply for another program or event that they have I.

D

See: okay, if they don't use or they don't get any more dollars from City for any other reason on that particular program, still they're eligible, they can still apply. Yes,.

F

And truthfully it's pretty specific fee waiver program, it's not anything else. It could still receive funds for other things.

D

Got it okay, thank you.

B

Yeah and thank you for the clarification and commissioner stanik.

E

Thank you, I, don't know! If we're part of the discussion now we've kind of morphed into discussion. If is it okay to be having a discussion versus asking questions at this point, we still don't have any uh no.

B

Attend any participants.

E

From the public yeah no.

B

E

Okay with the chair, yeah sure, I I guess you know. My observation has been that um the commission has strived to stay within the policy much more and where the applicants were given grants that were outside the requirements that was done by Council and so Council was the one that was giving grants to applicants who were charging for their event. There were a couple of those um and and a couple other things. So it's really interesting to me that they seem to think oh well. The commission needs more guidelines, but it was canceled.

E

It was going outside of the guidelines and I know that for me personally, that has been a big source of frustration and um one of the things I feel that the changes to the policy do not address was the frustration on the part of the applicant where they felt removed from the final decision makers and where we're making the decisions and we're doing our our best to evaluate them under the entire program um and then and and they we can ask them questions and they can respond to us and we do our evaluation.

E

We send it over to council and the council has a whole different set of questions and the applicants were not given the opportunity to really present and address those questions. And so my concern is that the policy, as it's been amended, really doesn't address the concerns of the applicants, and we got some pretty uh strongly worded letters from the applicant criticizing the program and the way it um it was administered last year. Because of that so I guess. My hope is that with the new Council that um they will, they will use our recommendations.

E

They will take them more to heart, but I do think. That is an issue still with that. That level of distance between the applicants and the the council, because I do understand, Council may have questions, but I think we should be going to reduce bureaucracy, increase transparency wherever we can and I'm, not sure we got there with the changes to this program. Yet.

F

So that was brought up in the meetings. um It wasn't really something that fell into a certain place in the policy itself, but it is something staff is looking into in the way that we do all of the different meetings for this, because there are three to five meetings for Community funding every year.

F

um So we are trying to work through that because we've we've seen that same thing and obviously the organizations go through a lot to go through this program, and so we do understand that we've seen the commission concerns we've seen the organization concerns.

F

um I can't guarantee anything, but we did bring that up at the meeting and try and talk through that issue.

E

Yeah, just for full disclosure, when the council was discussing this um I joined that discussion, not as a member of the commission, but speaking for myself and suggested that they just do the evaluation themselves and because they have different ideas.

E

uh Even though we have the Matrix and it seemed like they were the ones that weren't thinking within the Matrix guidelines and I felt like if they actually had to do the evaluation as we had, they would have come much closer to where we ended up, and so I did suggest to them at that time that they just do it. It hasn't come back that way. At this point, yet, though,.

B

Yeah and I completely understand yeah the frustration, the misunderstanding so in the past and I think for this community funding program. Actually in last several years, I think the Council on the our park and rec commission.

B

We already tried to make Improvement every year, because several years ago, this community funding only in this I remember it's decided in council meeting and only there were only two meetings so and then the council decided to let our park and rec commission to get more chance, listen to the applicants and have more time working with them and look at the materials I think yeah.

B

Everyone just trying to improve the transparency of the whole program and uh and and I think the applicant number increased a lot in last several years, even during the pandemic and I assume after pandemic. Maybe we will have more and more new applicants and at that time maybe the policy we we can think of now maybe cannot apply for the new situation. So so anyway, the the council member changed the new situation pop up like the in the past. We never expected the school.

B

uh The school district apply for this program and I I told the council look: has the table you, you see yeah, we we knew our school district did a lot of good service. We, we cannot give them lower score for a lot of category, but they turned out. Council turned down their offers.

B

We have to make something very clear: do not let people have some wrong expectation for this program and then I think the five zero five zero one series as a policy yeah, make make things clear, yeah so just like that, maybe next year we'll have some new situation, but I uh I'm glad to see everyone just work together and trying to yeah help our community and make the program more transparent and efficient, and thank you so much for the suggestion. Yeah that really helpful thanks.

E

I had I had one other comment and it's just a it's just a clerical thing um in the community funding, historical funding report and I. Think in a couple other places where it refers to the Monte Vista High School boosters. It refers to the music boosters and they were not the music boosters. They were the speech, boosters and I. Think somewhere else.

E

It says speech, but here I think a couple places I I think we're also familiar with the music boosters, maybe that it just got it just snuck in there or something so I think we should just correct those historical things just to make sure we we have an accurate reflection of who the money was going to thanks. That's all I got hey.

B

Thank you yeah, any there's a discussion on this item. Okay, thank you. Everyone yeah, it's good to hear a lot of your valuable feedback for this program and I I believe in future. This program, yeah need more Improvement every year. I hope people can solve the problem together by working together. Okay, so this is the end of agenda items. Three. The next agenda item is consider canceling, the January 2023 Parks and Recreation Commission meeting okay.

B

F

Don't know if director I have any I, don't think it means much from me, I mean. Basically, we cancel January almost every year, it's very early in the month. We don't have a lot to bring to you at that time. February is going to be a little full. However, most of that has to do with the fact that we have to go through the rigmarole of new council member or commission members.

F

So you know it's not something we could move to January if we wanted to um so I mean it's still, of course, up to you guys, but our recommendation is to cancel January I know there was an email sent um and I do, encourage you all to look at the housing as a resident and go through the process that you can as a resident, but I will tell you that's not something that we would be bringing directly to the commission.

B

D

In this case, I can't even can I make a motion too. Is it the way it goes right.

B

D

Okay, I'll make a motion to cancel the January 2023 meeting to be canceled.

E

I could thicken that.

B

Okay, yeah I think we can start to vote.

C

Right, commissioner, kamarapon.

D

C

Commissioner Stanek yep in chair shoe, yes, motion passes with 3s and two absent.

B

Okay, so the next is mostly update, let's start with Commissioners and do you have any update to share? Oh commissioner, kumarapan.

D

Yeah, quick one and this apple just took two two three days back so I just wanted to make sure I. uh There's a direct ratio on so Rachel I will make sure that I get the emails from them. So one of the board members um was my ex colleague, so she called me she's of the on the Little League, uh copper.

D

You know little league I, think for the baseball and that's how they um she called and she talked about it and since, as a commissioner I listened to it, any Community member who, over taught and I, want to make sure that I listen to their ask like the dollar one so and she was talking about the the participants, um the field usage policy, the charges which we used to do for I think five dollars per hour. If I remember used to be now, it looks like it's a ten dollars per hour um this year.

D

If I remember correctly, that was my conversation and it looks like that's adding much more uh paint to the the the students or the participants overall, and it just has a very generic conversation and say what to proceed out to really bring it up, that's kind of, but since it happened so I, so the suggestion was I told them is that okay, they can share what their concerned or what they wanted.

D

It and stuff with the directly with the um you know, the the director and if they feel that they can write to me and then I can forward and I said, I can consider. They won't discuss a little more and give much more detail. I said sure, I'm happy to listen it. What it is, but I will again go back to the uh the park and rec department and then, if it has to be put on agenda at that time, then we will talk about it.

D

So I just had the conversation because they brought this as one of the concerns blooming kind of a concern given that late is doubled, which equals to I think 140 or 150 dollars per person per year or kind of so it's at some calculation, so I like to listen to it. I said.

D

Definitely: if there is a concern, we will bring it back, but the field research policy has gone through so many iterations and based on that only if it was decided so I didn't have all much details, but I I just had that conversation and I said I will bring it up at the commission and of course it looks like it's a valid concern. I want to listen to it and I want to hear their one and and bring that kinds and community members concerned back to the uh Department first and then we can agenda right.

D

That's a one conversation I had with them, so I thought I just want to share it here. Yeah.

F

Just to give you a quick update, so that is something that extensively went through city council, because it's fees and so city council determines all of those. um So it's not. You know up to the department but I'm happy to listen of course.

F

um However, just so you know, that is something that is on the agenda to go early next year back to city council. So that will be something that, of course we will keep in touch with all of our uh sports leagues so that they know when that's going to happen and that they can share their concerns.

D

Excellent, thank you because again as every Community member of the right to reach out and they are doing the right way so today it's quite usually do okay, but it is it's painful, it's hurting and then it may reduce the participation than it is so I it's important to hear from them and I said Okay, let's listen and then I'll bring it back. So that's all an update. I have thank.

C

B

Another update our director can share your update all.

F

Right well, the first one's uh kind of exciting, well I, guess they're all really kind of exciting, but the first one I got to meet with the Dola Community groups, and so um in you know, following our fiscal year City work program, we will be starting two new Dola trials, um they're gonna begin on December 9th the trials will be at Monte Vista and Linda Vista Parks.

F

um The signs have come in so we're gonna get those out there. They are morning and afternoon hours um and both trials are going to run at least through March.

F

Depending on how you know the community input is on those, um they are complaint based, so we will not be going out and you know watching them, but there is on the signs ways for people to send in and make information they may have about them um and then right now we are updating the website and stuff, but you will be able to find more information at cupertino.org Jola.

F

um It's still jollyman right now, but we are working on updating that so that all the trials are there. So that's exciting um and then event Updates. This Friday, you can all come out and freeze with me at tree lighting 6 p.m. At Quinlan, um it's open to everyone, no Advanced registration required. For that event.

F

um We do have a couple of registration required events coming up. Also, the next Saturday December 3rd is our breakfast with Santa I, believe that may be sold out. It's a wonderful event. We also have the Saturday after that December 10th. We have our signing with Santa, that is, for deaf and hard of hearing children.

F

It is a wonderful event um that is from 2 to 4 P.M at the Quinlan Center and then I believe they might be sold out or there might be still a couple spaces for our Santa visits that are 15, 15 minute visits to your home, uh Santa and his elf. So we're doing a great job this year, I'm so glad we've been able to re-offer things and people seem very excited to to come, join us and register for these programs. So that is very exciting and that's all I have.

B

Yeah good the holiday season is coming and thank you for the staff to prepare. You know a lot of fantastic programs. I'll, be there tomorrow to see the tree lighting, okay,.

D

Yeah I am quick. Quick question is that okay, I haven't raised my hand yet. Oh.

B

It's okay, yeah.

D

So uh Rachel, so is it the the one with the Santa with for the the hearing impaired the students or the people? When is that what the date.

F

Sorry about December 10th, Saturday, December, 10th.

D

What time is it? Is it uh 2.

F

P.M to 4 P.M.

D

Okay, and is it registration needed for us to come in if you need it.

F

Oh I should register, but that one does still have some spaces.

D

Okay, got it okay. Thank you.

B

Oh by the way, I forgot, uh update, I think in the email, uh some uh yeah boy scouts parents. They are asking if our city parks need some uh and our city, the holiday events or other events need uh like High, School, Middle, School, volunteers and I. Remember well. Two years ago, with other directors, I had I asked about the same question, but during pandemic we heard we don't have much opportunities like that. So I'm just wondering so in the future. Maybe after pandemic will there be more volunteer opportunities for kids living in Cupertino? We.

F

Actually use a lot of volunteers now, like our Monster Mash, because we don't have a lot of part-time staff. At the moment, our Monster Mash was uh three I think volunteer groups that helped with that.

C

B

F

All they really have to do is reach out and if they're specific, specific events that they can be at, then we can always send that to that coordinator and if they have space for volunteers, we'll have volunteers helping at the tree lighting, um so yeah volunteer opportunities are out there.

B

Oh okay, so who is uh we should contact so.

F

They can contact me and then I'll forward it on, but the best thing isn't, if they just say do you have volunteer opportunities, it's easier if they say hey, I'm available for this event and I'd love to volunteer, because then I can definitely direct them to the correct person and we'll know whether we need the volunteers or not. Oh.

B

So you mean, even after the event posted on City website, people can ask that that won't be late. No.

F

No, no and there most of them are on the calendar. um You know we have a lot of volunteers, also at big bunny, Fun Run. That is the one where we need a lot of volunteers.

C

F

If there's certain ones that they're interested in yeah just have them email me I'd love to work with them to find volunteer opportunities. Okay,.

B

Yeah and I I know actually Cupertino has enough funds for a lot of program, and actually foreign people complained their park as rely on volunteers, for some Park rely on volunteer for cleanup. If volunteer now, there's a park just yeah yeah.

F

We don't really see it for those kinds of things, but events, it's always nice to have the extra hands. Okay,.

B

Good to know, thank you so much.

A

B

So if no other discussion yeah uh now it's seven, oh.

A

C

Shoe if we could just also make sure that we look at the commissioner attendance for upcoming uh meetings and events, we do get to pick someone for the mayor's meeting in January. Yes,.

C

But December I have commissioner stanik down. um Is there anyone who would like to volunteer for January it would be January 11th at 5.

B

Oh I can make it January.

D

Okay, you can right that comes in the chair.

D

Excellent because I'm I'm traveling, so I will be in the east coast, uh really enjoying the Christmas kind of Kinds I'm heading out there for a week. So thank you.

C

So I have chair shoe down for January sure, okay, thank.

A

B

Okay, so if there's no further yeah for the tasks uh at 7, 56 I call the Cupertino parks and the Recreation Commission meeting and yeah. Thank you. Everyone. Thank you.

D

Enjoy yeah hope.

B

To see you tomorrow.

A

A