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01/18/2023 Parks and Recreation Commission Regular Agenda PacketJanuary 17, 2023 | 6:00 PM Page 1 of 2 Parks and Recreation Commission Regular Meeting Agenda PARKS AND RECREATION COMMISSION AGENDA REGULAR MEETING | 6:00 PM TUESDAY, JANUARY 17, 2023 CITY COUNCIL CHAMBERS, CITY HALL 7351 ROSANNA STREET, GILROY, CA 95020 Chair: Vacant Vice Chair: Vacant Commissioners: Eric Arredondo, Patricia Bentson, Theresa Graham, Sergio Patterson, Luis Ramirez, Ermelindo Puente, Angela Reinert Staff Liaison: Adam Henig, Recreation Manager In compliance with the Americans with Disabilities Act, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at least 72 hours prior to the meeting at (408) 846-0204 or cityclerk@cityofgilroy.org to help ensure that reasonable arrangements can be made. Materials related to an item on this agenda submitted to the City of Gilroy Parks and Recreation Commission after distribution of the agenda packet are available with the agenda packet on the City website at www.cityofgilroy.org subject to Staff’s ability to post the documents before the meeting. KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, task forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT (408) 846-0204 PUBLIC COMMENT GUIDELINES: During the PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA portion of the meeting, each person wishing to speak should prepare a presentation of not more than three (3) minutes. Persons wishing to address the Commission are requested, but not required, to complete a Speaker’s Card located at the entrances. Completion of this speaker’s card is voluntary. All persons may attend this meeting and speak, regardless if a card is completed or not. Speaker’s slips should be submitted to the Secretary BEFORE this portion of the meeting begins. Anyone wishing to address the Commission on any other item on this AGENDA is requested, but not required, to fill out a speaker’s slip as well and submit it to the Secretary BEFORE the Commission takes action on the item. The agenda for this regular meeting is as follows: 1.CALL TO ORDER Parks and Recreation Commission Regular Meeting Agenda Page 2 of 2 January 17, 2023 6:00 PM 2.ROLL CALL 3.FLAG SALUTE 4.SECRETARY'S REPORT 5.APPROVAL OF MINUTES 5.1. November 15, 2022 6.APPROVAL OF AGENDA 7.INTRODUCTIONS 8.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA 9.NEW BUSINESS 9.1. Selection of Chair and Vice-Chair of the Parks and Recreation Commission 9.2. Select Parks & Recreation Commission Retreat Meeting Date 9.3. Recommendation to the City Council to rename the Gilroy Senior Center’s Classroom One after Theodore “Ted” Carpenetti 9.4. Review Proposed Closing Hours at Las Animas Veterans Park 10.OLD BUSINESS 10.1. Review the 2022 Parks and Recreation Commission Work Plan 11.DEPARTMENT UPDATES 11.1. Recreation Division Update 11.2. Status of City Parks 12.BICYCLE & PEDESTRIAN ENCOURAGEMENT & EDUCATION 13.COMMISSIONER PARK REPORTS & COMMENTS 14.STAFF COMMENTS 15.FUTURE COMMISSIONER INITIATED ITEMS 16.ADJOURNMENT CITY OF GILROY PARKS AND RECREATION COMMISSION REGULAR MEETING NOVEMBER 15, 2022 6:00 p.m. City Council Chambers 7351 Rosanna Street Gilroy, CA 95020 MINUTES I.CALL TO ORDER – 6:04pm II.ROLL CALL Attendee Name Title Status Theresa Graham Chair Present Pat Bentson Vice Chair Present Ermelindo Puente Commissioner Absent Angela Reinert Commissioner Present Eric Arredondo Commissioner Present Sergio Patterson Commissioner Absent Luis Ramirez Commissioner Present III.FLAG SALUTE IV.SECRETARY'S REPORT - The Parks and Recreation Commission agenda was posted online on and posted in the City Hall kiosk on November 9, 2022. V.APPROVAL OF MINUTES A.Parks and Recreation Commission - Regular Meeting - Oct 18, 2022 - Vice Chair Bentson motioned to approve. Commissioner Reinert seconded. Motion passed 5-0-0. VI.APPROVAL OF AGENDA – Reinert motioned to approve. Commissioner Ramirez seconded. Motion passed 5-0-0. VII.PRESENTATIONS A.Bill Headley – Graham presented a certificate of appreciation for retired Parks Supervisor Mr. Headley. It was for his 44 years of public service. He was not present. VIII.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA – Miguel Ayala discussed disc golf. He is now operating under a local nonprofit of disc golf enthusiasts. He mentioned that there’s a new course that will be installed by the County in Morgan Hill (unincorporated). There are currently four courses in the County, but none are in Gilroy. He’s hoping Gilroy will develop a space. Course size ranges from 9-hole to 18-hole to 27 hole. Each hole is approximately 1 acre in size. IX.NEW BUSINESS A.Approval of the 2023 Parks & Recreation Commission Meeting Schedule – After discussion, Reinert motioned to approve the following 2023 meeting schedule: January 17, 2023 • February 28, 2023 • March 21, 2023 • April 18, 2023 • May 16, 2023 • June 20, 2023 • July 18, 2023 • September 19, 2023 • October 17, 2023 • November 21, 2023. This motion included a change to the February meeting since it coincided with the School District’s week-long break. December and August will go dark. Ramirez seconded. Motion passed 5-0-0. X.OLD BUSINESS A.Review the 2022 Parks and Recreation Commission Work Plan – These were the following updates: Arbor Day was scheduled for November 16, 2022 at Sunrise Park; Bentson and Graham attended the California Parks and Recreation Society District IV mini-conference in Morgan Hill on November 10; For citywide events, Ramirez led a walking group for seniors on the first Monday in November; the VTA Measure B Project proposal for FY23 was approved by VTA, which included Bike to Wherever Day and contracting a GIS consultant. XI.VTA BICYCLE & PEDESTRIAN ADVISORY COMMITTEE (BPAC) UPDATE – VTA BPAC Gilroy representative Eugene Bernosky did not have an update. XII.DEPARTMENT UPDATES A.Recreation Staff Report - Henig reported on the Recreation Division. See staff report. XIII.COMMISSIONER PARK REPORTS & COMMENTS Park Assignments o Chair Graham - El Roble quiet; Las Animas Veterans Park – a nonprofit was present serving meals; inquiry about the status of the swinging gate to block off parking lots; o Vice Chair Bentson - Cydney Casper – turf looks good; hop scotch needs touch up; Christmas Hill – noticed off-leash dogs, construction occurring on Miller; Del Rey – will send staff photos of concerns; o Commissioner Arredondo - Forest Street, Los Arroyos – both parks look fine and are in good shape. o Commissioner Reinert - Uvas/Gilroy Sports Park – doughnuts in the parking lot; unhoused hiding in bushes after hours. o Commissioner Ramirez - Farrell Avenue – lots of gopher holes; Miller – trees need trimming; lot of usage occurring in the middle of the field, which is why it’s just dirt (due to heavy soccer use). XIV. FUTURE COMMISSIONER INITIATED ITEMS Reinert proposed adding Disc Golf to a future agenda. Four commissioners were in support while one abstained. It will be added. Also, Reinert requested a discussion about the process of the determination of when future items get placed on an agenda. XV. STAFF COMMENTS – Henig reminded commissioners about Arbor Day, the Commissioner Appreciation Dinner and applications are due for an open seat on the commission XVI. ADJOURNMENT – 7:35p.m. AH Adam Henig Recording Secretary Recreation Division City of Gilroy STAFF REPORT Agenda Item Title:Recommendation to the City Council to rename the Gilroy Senior Center’s Classroom One after Theodore “Ted” Carpenetti Meeting Date:January 17, 2023 From:Adam Henig, Recreation Manager Department:Recreation Submitted By:Adam Henig, Recreation Manager Prepared By:Adam Henig, Recreation Manager STRATEGIC PLAN GOALS Not Applicable RECOMMENDATION Recommendation to the City Council to rename the Gilroy Senior Center’s Classroom One after Theodore “Ted” Carpenetti EXECUTIVE SUMMARY The Gilroy Senior Advisory Board is requesting the Parks and Recreation Commission motion to recommend to the City Council the renaming of Gilroy Senior Center’s Classroom One after the late Theodore “Ted” Carpenetti. BACKGROUND See letter from Gilroy Senior Advisory Board. ANALYSIS According to the “Parks or Recreation Facilities Naming, Community and Memorial Contribution, and Gift and Sponsorship Policy,” which was approved on May 19, 2014, the criteria to rename a facility after a person who has, or someone on their behalf, made Recommendation to City Council to rename Gilroy Senior Center’s Classroom One after Theodore “Ted” Carpenetti City of Gilroy Page 2 of 2 PRC Meeting January 17, 2023 a significant monetary contribution is based on one of the following characteristics (See Section IV. B, Gifts and Sponsorship Policy): •Demonstrating the individual’s good character •Personal achievements •Contributions to the community •Or efforts towards the enrichment of the City. Based on the information cited in the Advisory Board’s letter, the proposal to rename the Senior Center’s Classroom One to the Ted Carpenetti Room fulfills the renaming criteria. ALTERNATIVES The Commission can motion not to recommend the renaming of Classroom One. FISCAL IMPACT/FUNDING SOURCE There is no fiscal impact. If approved, the donation made by Mr. Carpenetti will cover the costs of a modest room sign and a legacy plaque that will be hung inside the classroom. PUBLIC OUTREACH Not applicable. NEXT STEPS If the Commission approves the recommendation, it will be be taken before the City Council, who will make the final decision. Attachments: 1. Letter from Gilroy Senior Advisory Board SENIOR ADVISORY BOARD To: City of Gilroy Parks and Recreation Commission From: Vince Sasso, Senior Advisory Board, President Subject: Renaming of Gilroy Senior Center Classroom One This past August, relatives of Theodore “Ted” Carpenetti visited the Gilroy Senior Center to deliver a generous donation of $4,000 on behalf of Mr. Carpenetti, who recently died at the age of 105 (1916-2022). Ted was an active participant of the Senior Center. He was well-known among fellow members of the Center. He was described by his peers as “warm, friendly, kind, and generous.” Personable and joyous, he was known to always greet newcomers to the Senior Center and participated in many of the senior programs, especially if it involved dancing. Ted has made previous contributions to the Senior Center, most recently when he turned 100 years old. Ted has a deep connection to Gilroy. A resident since the mid-1940s, following his service in the Navy during World War II, Ted and his wife, Elise, settled in Gilroy. Ted is a former City of Gilroy employee, having worked as the park maintenance manager. He was known as a fair and understanding supervisor to his employees and was dedicated to maintaining the City’s parks. Even after retirement, Ted continued to put his skills to good use as a gardener. Based on the “Parks or Recreation Facilities Naming, Community and Memorial Contribution, and Gift and Sponsorship Policy,” the Senior Advisory Board is requesting that Classroom One (formerly the Gift Shop) be renamed the Ted Carpenetti Room. Ted exemplified the policy’s criteria: an individual of good character who has had an impact—both personally and financially—that has enriched our community. The renaming of the room would involve the purchase of a plaque and photograph to be hung inside the classroom. There will also be a sign attached to the exterior. The sponsoring organization is the Gilroy Senior Advisory Board, whose primary purpose of the is to raise funds and partner with other community organizations and events to improve the welfare within the Gilroy Senior Center community. Sincerely, Vince Sasso Vince Sasso, President, Gilroy Senior Advisory Board CC: Sharon Holloway, Terrie Berry, Gilroy Senior Advisory Board Barbara Lemal, Gilroy Senior Center Member Page 1 of 12 CITY OF GILROY PARKS OR RECREATION FACILITIES NAMING, COMMUNITY AND MEMORIAL CONTRIBUTION, AND GIFT AND SPONSORSHIP POLICY DEFINITIONS AND METHODS OF RECOGNITION A) Definitions Donations/gifts: Funds, equipment, materials or services given to the City without expectation of a significant return or recognition. Memorial: A physical feature intended to honor a deceased person. The primary intent of a memorial is not to recognize social contributions, importance, or historic significance, though the person being memorialized may also have such significance. May take various forms such as: Site furnishings, benches, trees, drinking fountains Monuments Donations of significant improvements i.e. a picnic area in memory of an individual Recognitions, Tributes & Commemorations: Requests to honor or commemorate significant community contributions. Naming or dedication of a facility or distinct feature of a facility after a person or an event is a typical form of recognition, i.e. DeBell-Uvas Preserve. Corporate Sponsorship: The temporary or permanent naming of a facility or feature of a facility in exchange for significant donations from a for-profit corporation or business. Gifting Sponsorship: The temporary or permanent naming of a facility or feature of a facility in exchange for significant donations from individuals, groups, families or non-profit organizations. Historical Recognitions: A recognition or tribute that honors a person, place or event of historical nature. This includes: a.Identification of places that are registered or designated historical by the State of California; b.Commemorating an event that changed or influenced the course of history, i.e. a battle; c. Identification of places of local historic significant, though not registered or designated as historic by the State of California; d.Recognition of historically significant individuals. Page 2 of 12 B) Methods of Recognizing Donations and Memorials Commemorative Naming: A means of accomplishing memorial recognition, typically for the purpose of acknowledging extraordinary civic contributions and dedication. Naming of a park or recreation facility or building Naming of a distinct feature within a park or recreation or building (i.e. sports field, play area) Sponsorship Naming: Naming a facility or feature after an individual, business, organization or corporation in recognition of major donor contributions. Typically the sponsorship is done for a specified time period, such as 10 years, after which, the facility will be eligible for re-naming. Monuments: A physical structure that is erected as a memorial, recognition, or gift acknowledgement. Monuments are generally intended to be visible and obvious to draw the attention of visitors or passing individuals. Plaques: Size is no larger than 1 sq. ft., is typically placed on an object, or placed on a concrete base flush with ground or elevated no more than 4” above ground. Plaques are intended to be inconspicuous and to blend in seamlessly with the surrounding environment. Plaques placed above ground on concrete or on other pedestals, or that are otherwise conspicuous are considered monuments. Page 3 of 12 I.FUND RAISING AND SPONSORSHIP AGREEMENT POLICY The City may enter into agreements with non-profit organizations allowing the organization to solicit contributions towards construction and/or operations and maintenance of park or recreation facilities. The non-profit organization may propose to the City recognition of contributions through the naming of park or recreation facilities, or features of those facilities in honor of the organization, group or individual making the contribution. The non-profit organization soliciting the gift may assist in negotiating the terms of the gift and making recommendations to the Parks and Recreation Commission and the City Council on the terms of the gift agreement, consistent with Section IV of this policy, Gift and Sponsorship Policy. The City may also engage the assistance of City Task Forces or Commissions in fund raising efforts in accordance with Section IV Gift and Sponsorship Policy. Corporate or gifting sponsors will be required to enter into a sponsorship agreement with the City establishing the terms of the gift including the amount of the gift, the facility or program being offered the gift, the use of the gift, and the duration of any naming rights associated with the gift. Funds given under the sponsorship agreement will be held in the manner defined in the agreement and in trust for the sole purpose outlined in the agreement. Page 4 of 12 II.) PARK OR RECREATION FACILITY NAMING POLICY A) Naming, Renaming of Park or Recreation Facilities or Features Overview The use of names based upon distinguishing characteristics, location, or historical usage, is a long-standing practice for the official naming of public sites and facilities. At the national level, naming of federal sites is overseen by the U.S. Board on Geographic Names. Among the key factors considered by the Board is use of names based on established, historical, and local usage. Not surprisingly, many agencies have adopted policies that are generally similar to those of the Board on Geographic Names, and which give priority to names based on geography, location, historical usage, and distinguishing characteristics. At the same time, it is recognized that individuals and community organizations periodically wish to honor individuals or groups by naming park or recreation assets after them. The policy outlined below was developed to accommodate the desire for commemorative naming, where warranted, while still supporting the primary community values. Policy  It is the policy of the City to name park or recreation facilities in a manner that will provide an easy and recognizable reference for the City’s customers. Therefore, first priority in naming facilities shall be given to geographical location.  The geographic location may be based on the identification of the facility with a specific place, neighborhood, major street, or regional area of the City.  Facilities may also be named based on distinguishing, prominent, natural or geological features. This may be used in conjunction with a geographical location, for example, Three Rivers Peak.  Names in common or historical usage have a secondary priority.  Names that honor a person who has made a distinct and significant contribution to the City of Gilroy will be considered in accordance with Section I.B.) Commemorative Dedications and Names.  Naming that is done in exchange for major contributions will be co nsidered in accordance with Section IV, Gift and Sponsorship Policy.  Conditions of property donation or deed shall be honored regarding name of facility, although a geographic or characteristic name is preferred.  Names that are similar to existing park or recreation facilities or properties in the Gilroy area should be avoided in order to minimize confusion.  Property type and intended use may be designated in the name.  Park or recreation facilities named after an individual should include the geographic, natural, or geological features as part of the name, i.e. DeBell-Uvas Park Preserve Page 5 of 12 B) Commemorative Dedications and Names Overview The selection of commemorative names must be done in a manner that insures that there is broad based support for the naming and general acknowledgement that t he contributions of the individual being honored are extraordinary, above and beyond the norm, and unique in quantity and quality of service. Extreme care and diligence must be exercised in the application of this policy to insure that the selection of ho norees will withstand the test of time. If the selection of individuals for commemorative naming or dedication is felt to be inconsistent or biased, then it could become a divisive force in the community and make future decisions on naming difficult and shrouded in controversy. It is the goal of this policy, therefore, to provide consistency in the evaluation of dedication and naming requests and to insure that this honor is bestowed to individuals in an equitable manner and based on common criteria. The dedication or commemorative naming of park or recreation facilities or features will be considered with the following guidelines: Guidelines:  Names or dedications that commemorate or may be construed to commemorate living persons will not be considered, except at the discretion of the City Council.  The person being honored must be deceased at least one year before a commemorative dedication or naming proposal will be considered.  The individual/organization must have demonstrated outstanding achievemen ts, contributions to the community, and enrichment of the City. The contribution of the person being honored must have been uncompensated, extraordinary, significant, and unique, setting this individual apart from others who contributed to the community. This may be evident by documented history such as articles in newspapers recognizing the individual’s contributions or previously received recognitions and awards.  The person being honored by the dedication or naming should have had a direct and long term association with the feature or facility.  Early or long-time settler –20 or more years  Developer of the designated feature  Restorer or maintainer of the feature  Donor of the land to the City of Gilroy  Person who played a large part in protecting the land or feature for public benefit  Person who played a large part in providing community services through the feature or facility  Contribution to the community was through our park or recreation system or programs.  Contributions to the park or recreation system were sustained over a long period of time. Page 6 of 12  The named resource is pertinent to, or representative of, the individual’s contribution.  The proposal to commemorate an individual should contain evidence of broad based local support for the proposed name and its application, such as letters, editorials, and petitions.  The costs of plaques, monuments, and replacement of signs resulting from, or done in conjunction with the dedication or commemorative naming will be borne by the individual, group, or organization sponsoring the request C) Procedure to Request Naming or Renaming or Commemorative Dedications of Park or Recreation Facilities 1. New Park or Recreation Facilities: Naming of new parks or recreation facilities will be done through a community outreach process that provides opportunity for Gilroy’s residents to provide suggestions and input. Citizens may suggest the commemorative naming of a new park through this process. a) Whenever possible, the naming of a new facility should occur in conjunction with the Master Plan process for that facility b) The City will publicize the naming opportunity broadly including posting on the Channel 17, the City’s web page, and in local newspapers. The opportunity to name the facility will also be discussed during the community meetings for design of the facility. c) Nominations for names will be submitted to Community Services Director on the Park Naming Nomination form d) The Director and staff will review the nominations for compliance with the Cit y’s Park or Recreation Facility Naming Policy e) Nominations that are found to be in compliance with the Park or Recreation Facility Naming Policy will be forwarded to Park and Recreation Commission for review and recommendation f) The Parks and Recreation Commission will make a recommendation to Council based on their review of the nominations. g) The recommended name will be forwarded to the City Council for their review and consideration. This may be done in conjunction with the approval of the facility Master Plan. Approval, modification, or denial of the proposed name is within the sole discretion of the City Council. 2. Re-naming of Existing Facilities and Features for Commemorative purposes a) Applicant will complete the Commemorative Dedication and Names Application and submit to the Community Services Director. b) Application shall include documentation of contributions of the person being honored c) Application shall include letters of support, articles, and similar documents which demonstrate broad based community support for re-naming d) The Director and staff will review the Commemorative Dedication and Names Application and determine if complies with the City’s Park or Recreation Facility Naming Policy. Page 7 of 12 e) If the application is found to be consistent with the City’s policy, it will be forwarded to the Parks and Recreation Commission for their review f) Applications that are determined by the Director to incomplete, without sufficient documentation, or otherwise inconsistent with the City’s policy will be returned to t he applicant with a letter explaining the reasons for rejection. The applicant may resubmit the name request with new or additional information that brings the request into compliance with the City’s policy. g) The Community Services Director will submit the commemorative re-naming request to the Parks and Recreation Commission for their review. h) The Parks and Recreation Commission will make a recommendation to Council based on their review of the application. i) The recommended name will be forwarded to the City Council for their review and consideration. j) All decisions with respect to facility naming will be at the sole discretion of the City Council, which may choose not to grant any naming rights or recognitions for facility or feature of a facility. Approval, modification, or denial of the proposed name is within the sole discretion of the City Council. Page 8 of 12 III.) COMMUNITY AND MEMORIAL CONTRIBUTIONS POLICY A) Community and Memorial Contributions Overview City parks are a scarce resource provided for active recreational use and passive enjoyment of natural beauty by the general public. Members of the public often wish to make contributions to the park system, sometimes as a memorial or tribute to deceased friends or relatives at, or in conjunction with a favorite park or recreational activity. The placement of donation plaques, memorials, monuments, or tributes to private individuals in City parks must be done in a manner that preserves a positive experience for the public in the park, and provides a net benefit to park users. The goal of this policy is to prevent proliferation of monuments, plaques and memorials that would eventually change the nature of the public’s experience of these spaces, which should celebrate their natural beauty, and not evoke a funeral or cemetery like experience. It is the goal of this policy to establish a Community and Memorial contributions policy that benefits the general public. Policy  The installation of freestanding plaques, monuments and similar memorials is generally discouraged so as to preserve the character of the park or facility and maintain a positive experience for users.  Contributions of trees, play equipment, and park furniture such as park benches will be recognized with a certificate from the Parks and Recreation Commission that will be provided to the donor, family or friends.  Contributions of significant, complex or complete park or facility elements, such as a playground, plaza, classroom or ball field may be recognized with a plaque not to exceed 8”x10” placed so as to blend into the feature and not be conspicuous, and the wording approved by the City.  Contributions or donations of land or other real estate will be recognized in the manner agreed upon in the deed.  Placement of free standing memorials, or monuments, in parks will, be considered only when the individual memorialized or a contribution is of extraordinary stature, and the memorial or monument is exceptional in design. Additionally, the contributions of the person being honored must have had a direct relationship to the site of the monument. The dedication of Uvas-DeBell Park preserve to Dennis DeBell who contributed one million dollars to the acquisition of the preserve is a good example of an extraordinary contribution. The criteria outlined for commemorative naming shall be used in evaluating and accepting requests for free standing monuments.  The City cannot guarantee the future condition of contributions, plaques or monuments. Replacement required by vandalism or other damage is the responsibility of the individual/group originally sponsoring the contribution, monument or plaque.  The City reserves the right to remove any contribution, monument or plaque as a result of vandalism, graffiti or other damage.  Contributions, plaques or monuments may need to be relocated to accommodate park improvements, or operational or maintenance needs at the City’s discretion. If the relocation can be accomplished with minimal cost, the City will handle the relocation. Page 9 of 12 More extensive projects, such as reconstructing a monument will be the responsibility of the individual or group sponsoring the original monument.  Any relocation will be done in a manner to preserve the original intent of the recognition to the greatest extent reasonably possible.  The City retains the right to accept or reject any proposed contribution.  Contributions where the donor request that a facility or feature be named in recognition of the donation are considered sponsorships and must follow Section IV) Gift and Sponsorship Policy.  Complex, formal or significant memorials must address needs identified in the Parks and Recreation System Master Plan.  If the complex, formal, or significant memorial donation is for a component or feature in a renovation or development already funded and planned by the City, and the applicant requests no other changes, modifications, special features, etc. The City will provide all technical drawings, specifications, etc. and will provide long-term maintenance of the item in accordance with current maintenance standards. B) Procedures for Community and Memorial Contributions in City Park or Recreation Facilities 1) Simple Landscape Element, Park Fixture or Facility Fixture: a) Applicant will complete the Community Contribution Application and submit to the Community Services Director. b) A list of available contributions is provided in the City’s Community Contribution Catalog. c) The Community Contribution Application will indicate the applicant’s preferences for the item to be donated, the desired location of the item, and whether it is a Memorial or Community contribution. d) The Community Services Director will review the request and determine if the item and location are suitable. Factors that will be considered include impact on maintenance and operations, compliance with facility Master Plan, impact on park or facility use or circulation, potential for damage or vandalism, need for item, future plans for the park or facility, overall appropriateness. e) The Director may suggest alternate contributions or locations if it is determined that the applicant’s request is not acceptable. f) Upon approval, applicant will provide the City with a check, cashier’s check, or money order for the total cost of the contribution as specified in the Community Contribution Catalog. g) City will purchase and install the contribution and will provide the applicant with two weeks notice prior to the installation so that they may arrange to be present during the installation. Installations will occurring during normal weekday work hours h) The City does not warranty the survival of any plant material. 2) Donation of Complex, Formal or Significant Contributions (Playground, Ball Field, Fountain, Plaza etc.) a) Applicant will complete the Community and Memorial Contributions Application, as well as the Complex Contribution supplemental, which includes a project, Page 10 of 12 funding, and maintenance proposal, and submit them to the Community Services Director. b) A list of available complex contributions is also provided in the City’s Community Contribution Catalog. c) The Community and Memorial Contributions Application will indicate the applicant’s preferences for the item to be donated, the desired location of the item, and whether it is a Memorial or Community contribution. d) The Community Services Director will review the applicant’s request and supplemental and determine if the contribution and location is suitable. Factors that will be considered include impact on maintenance and operations, compliance with facility master plan, impact on park or facility u se or circulation, potential for damage or vandalism, need for item, future plans for the park or facility, overall appropriateness. e) The Director may suggest alternate contributions, locations or proposal options if it is determined that the applicant’s request is not acceptable f) Upon the Director’s review of the request and supplemental the Director will mail the applicant a letter indicating whether the proposal has found to be in accordance with this policy, and if not, any changes that might bring the proposal into compliance with the policy. g) Once a proposal is determined by the Director to be in compliance with this policy, the applicant will then be required to submit to the Director detailed project plan including technical documents which at a minimum will include the items listed below. Additional documents may be required depending on the proposal: i) Schematic Design; ii) Actual dimensions; iii) Identification of colors and/or other special features; iv) Detailed site plan showing existing and proposed site improvements; v) Project timeline and budget; vi) Funding source(s); vii) Construction and maintenance agreement. h) The Director along with other City staff will review the drawings and documents to ensure that the project is appropriate for the selected facility, meets public facility design standards, has a reasonable budget and any outside agency approvals or permits that may be required i) Once approved by the Director, a final proposal will p resented to the Parks & Recreation Commission by the applicant. j) Once approved by the Parks & Recreation Commission, it will be forwarded to the City Council for review and acceptance. Approval, modification, or denial of the proposed improvement is within the sole discretion of the City Council. k) If the project is not a component of a planned park or facility development or renovation project, applicant will be required to provide funding for all costs including construction, design, permits and fees, plans and specifications, and all other costs associated with the design and construction of the project. Page 11 of 12 IV.) GIFT AND SPONSORSHIP POLICY A) Gift and Sponsorship Overview It is the intent of this policy to provide the o pportunity for businesses, corporations, organizations or individuals to make contributions to park or recreation facilities and receive appropriate recognition for that contribution. Often this recognition is in the form of naming a facility or feature in a facility in recognition of the contribution. However, there is also a local demand for commemorative naming, which is the naming of facilities in honor of people or organizations that have made outstanding contributions to the community. The relative benefits and need to provided recognition of significant monetary contributions by naming facilities must be balanced with the need to provide opportunities for commemorative naming. This policy sets forward guidelines for the allocation of naming rights to City park or recreation facilities or features and also for accepting and recognizing other good will contributions to these facilities. Policy  The City encourages the donations of funds, and/or involvement by civic organizations or groups to provide for the on-going maintenance, operations, and development of park or recreation facilities.  The City will designate properties for which the naming rights may be offered including the suggested donation and the duration of the naming rights.  Determinations on whether the naming rights will made available for newly planned facilities will be made during the planning process for that facility.  Facilities that have been given a commemorative name will not be available for naming rights.  Naming rights to entire facilities for living individuals is discouraged.  Naming rights carry no power of direction, or implied power of direction, to the City on matters of appointment of persons, City policy, or any other government process  Where park feature or building component is named, the name used should normally be the family name, or in the case of a corporate entity, the shortest name possible.  Where the naming rights purchased are for a corporate entity or business, the naming rights will be limited to not longer than the life of the corporate entity.  In the event of demolition or destruction of a structure, any naming rights will terminate.  The City reserves the right to reject any sponsorship request.  City Council reserves the right, as part of fund development, to make appropriate business arrangements in exchange for sponsorship of City facilities.  The applicant must enter into a sponsorship agreement with the City.  City Council reserves the right to terminate sponsorship agreements in accordance with the terms of the agreement which may include, but not be limited to, evidence of corruption, fraud, poor moral character, criminal activity, or other actions which would reflect poorly on the City. Page 12 of 12 B) Procedures for Gift and Sponsorship Policy 1) Applicant will complete the Gift and Sponsorship Application, and submit it to the Community Services Director. 2) Applicant must select from the list of available facilities for which sponsorship is available. 3) The Gift and Sponsorship Application will indicate the applicant’s preference for the item to be named, the proposed name, and background information on the individual, corporation, or organization after which the facility is to be named. 4) Background information shall include the organization’s purpose, mission , and community involvement supporting the sponsorship request. Background information for naming after an individual shall include information demonstrating the individual’s good character, personal achievements, contributions to the community, or effort s towards the enrichment of the City. 5) The Community Services Director will review the applicant’s request and determine if the application complies with the City’s adopted policies. 6) The Director may suggest alternate facility or name construction. 7) Once approved by the Director, the Gift and Sponsorship Application will be presented to the Parks & Recreation Commission for their review and consideration. 8) If the Commission recommends approval of the application, the applicant will complete a sponsorship agreement with the City. 9) The Gift and Sponsorship application and agreement will be forwarded to the City Council for their review and consideration. Approval, modification, or denial of the proposed name is within the sole discretion of the City Council. City of Gilroy STAFF REPORT Agenda Item Title:Review Proposed Closing Hours at Las Animas Veterans Park Meeting Date:January 17, 2023 From:Adam Henig, Recreation Manager Department:Recreation Submitted By:Adam Henig, Recreation Manager Prepared By:Adam Henig, Recreation Manager STRATEGIC PLAN GOALS Ensure Neighborhood Equity from City Services RECOMMENDATION Staff recommends the Commission motion to determine whether it will recommend an ordinance change to City Council that the hours of Las Animas Veterans Park shall close at 10:00 p.m. instead of 11:00 p.m. EXECUTIVE SUMMARY At the October 18, 2022 Parks & Recreation Commission meeting, a resident voiced concern about the evening curfew at Las Animas Veterans Park (LAVP). Currently, the park hours at LAVP are 6:00 a.m. – 11:00 p.m. The resident requested the curfew for closing be changed to 10:00 p.m. due to excessive noise and unruly behavior that is occurring during the final hour when the park is open. The Commission requested this item be added to a future meeting agenda. BACKGROUND At the October 18, 2022, Parks & Recreation Commission meeting, a resident spoke during public comments about the park hours at LAVP. Since the park does not close until 11:00 p.m., neighbors are forced to experience excessive noise late into the evening, when many may prefer to go to sleep. The noise is not just recreational activities occurring Review Proposed Closing Hours at Las Animas Veterans Park City of Gilroy Page 2 of 2 PRC Meeting January 17, 2023 at the park (such as tennis or basketball), but is often fights, fireworks, “doughnuts” in the parking lot, and loiterers shouting obscenities. The resident requested that the closure time at LAVP be changed from 11:00 p.m. to 10:00 p.m., with the hope that the park will be quieter during the late evening. ANALYSIS According to the City of Gilroy ordinance, Chapter 18.7 Park Hours, all “parks with night- lighted court facilities shall be closed all year from 11:00 p.m. to 6:00 a.m.” This applies only to two of the four lighted facilities, LAVP and San Ysidro Park (SYP). It does not apply to Gilroy Sports Park (GSP) or Christmas Hill Park (CHP), which both have lights. Years ago, a former Community Services Department Director requested that seasonal hours be instituted at GSP and CHP. The request was approved by the Parks & Recreation Commission. Below are the current seasonal hours for all other city parks: •November through February: 6:00 a.m. – 8:00 p.m. •March through October: 6:00 a.m. – 11:00 p.m. ALTERNATIVES The Commission can motion not to recommend the change to park hours at LAVP. FISCAL IMPACT/FUNDING SOURCE There are no budgetary impacts. Sign modifications or replacements at Las Animas Park, should the Commission recommend and Council approve, would be borne within the City's current operating budget. PUBLIC OUTREACH Not applicable. NEXT STEPS If motion is approved, the proposed ordinance change will be reviewed by the City Council, who will make the final decision. Attachments: 1. None. City of Gilroy STAFF REPORT Agenda Item Title:Review the 2022 Parks and Recreation Commission Work Plan Meeting Date:January 17, 2023 From:Adam Henig, Recreation Manager Department:Recreation Submitted By:Adam Henig, Recreation Manager Prepared By:Adam Henig, Recreation Manager STRATEGIC PLAN GOALS Ensure Neighborhood Equity from City Services Maintain and Improve City Infrastructure RECOMMENDATION Review and comment on the Work Plan. EXECUTIVE SUMMARY The Parks and Recreation Commission will review and update their 2022 Work Plan. BACKGROUND On April 19, 2022, the Parks and Recreation Commission held a retreat and adopted a new work plan, which reflects what the Commission will be working on during the calendar year. The Parks and Recreation Commission’s work plan should be aligned with the current City Council priorities: •Develop a Financially Resilient Organization that Relies on Local Revenues and Resources •Maintain and Improve City Infrastructure Including Streets, Facilities, and Incorporates Green Energy Practices •Promote Economic Development Activities that Create Opportunities for Quality Employment and Increase the City's Tax Base Review the 2022 Parks and Recreation Commission Work Plan City of Gilroy Page 2 of 2 PRC Meeting January 17, 2023 •Ensure Neighborhood Equity from City Services Including Public Safety, Streets, Parks, and Recreation •Promote Availability of Safe, Affordable Housing for all Gilroy Residents At each monthly meeting, the Commission will review its work plan to ensure the assignments are completed or in the process of being completed. ANALYSIS Not applicable ALTERNATIVES Not applicable FISCAL IMPACT/FUNDING SOURCE Not applicable PUBLIC OUTREACH Not applicable NEXT STEPS Not applicable Attachments: 1. None Project Name Work Lead Commissioner/ Staff Deliverable in 12 months City Council Priority Status Host Arbor Day Develop a community event around Arbor Day; Tout achievements (background on Arbor Day)Adam Host annual Arbor Day event Improve City Infrastructure COMPLETE: Sunrise Park - November 16 at 2:30 p.m. Training Opportunities for Commissioners Participate in parks and recreation training opportunities Pat COMPLETE: CPRS Mini- conference in Morgan Hill on November 10; Terry & Pat attended; Pat is attending CAPRCBM events. Complete Street Tree Brochure Complete public street tree brochure Pat/Bill Make available to public; update street tree list Improve City Infrastructure IN PROGRESS: Working on next draft; Our City Forest working with COG about demonstration garden at CHP Monitor City parks Continue to provide updates and share ideas with park staff about city’s parks; commissioners are responsible for reporting on their park assignments at monthly meetings All commissioners Keep staff abreast of state of parks Improve City Infrastructure IN PROGRESS: Commissioners will continue to monitor their assign parks and report findings to City staff Participate in Citywide Events Meet and greet residents at special events in the City; inform residents about the Commission & parks and recreation Angela/Sergio Participate in 2-3+ events COMPLETE: Participated in Bike to Wherever Day; Tabled at Downtown Live on July 7 and July 28. Senior Center Luau VTA Measure B Bicycle and Pedestrian Education and Encouragement Fund Submit project ideas to VTA for consideration of Measure B funds; eligible projects must be focused on pedestrian and bicycle education and encouragement Adam Host Bike to Wherever Day 2023 and follow through on other approved projects Ensure Neighborhood Equity from City Services COMPLETE: Staff submitted FY23 projects to VTA, which were approved. a) Increase advertising and # of participants for "Bike to Wherever Day" b) GIS consultant Understanding Community Sentiment at City Parks by obtaining User Feedback Survey users about park usage Sergio Determine a goal for number of residents to participate in survey Improve City Infrastructure INCOMPLETE: This has been put on pause. Commissioner may do a Coffee in the Park instead. Not On 2022 Work Plan but Discussed Promotion of recreational activities GIS/Park amenities Rev. December 23, 2022 Add Mile marker (complete extension) for trail More adult exercise equipment at city parks Special event (reading, arts, etc.) at a city park Coffee in the Park City of Gilroy Recreation Division 7171 Hanna Street | (408) 846-0460 Rec@cityofgilroy.org | www.cityofgilroy.org/recreation Here are the 2022 recreation participation statistics*: •Total number of registered activity participants: o 2021 > 3,747 o 2022 > 4,573 (22% increase) •Breakdown by program: o Adaptive – 320 participants; increased due to special events that were not offered year before o Camps – 610 participants (sports, science, dance, tech) o Older Adult – 504 participants (classes and trips only) o Seniors – Co-sponsored nutrition meal program where more than 20,000 meals were served to 340 participants. o Youth Enrichment – 298 participants (theater, robotics, etc.) o Youth Sports – 2,602 participants (soccer, basketball) *This data is produced from CivicRec and MySeniorCenter. In other happenings: •Seniors were treated to holiday celebrations that included raffles, special holiday meal, and the beautiful harp music playing of Arts and Culture Commissioner Alexandra Perdew. •On Friday, December 16, Adaptive held its first winter dance since 2019. The dance had nearly 100 participants and was held at the Senior Center. There was food, a live DJ, and great dance moves. •On Saturday, December 17, the annual Holiday Posada took place at San Ysidro Park. More than 700 people were in attendance for this free event. We had over 550 youth 0-11 years old registered with a passport and received a free toy. We hosted a flu & Covid-19 clinic, resource fair with agencies, raffles, holiday crafts, music, folklorico, mariachi, photo booth, food trucks, pan dulce, piñatas and games, and toy distribution. •The Winter Youth Basketball League, which began in November, will be wrapping up at the end of January. There are 120 participants who play on 12 teams every Saturday at Solorsano Middle School.