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10/16/2012 Parks and Recreation Commission Regular Meeting Adopted 01/15/2013CITY OF GILROY MINUTES OF THE REGULAR PARKS AND RECREATION COMMISSION MEETING 6:00 P.M. Tuesday, October 16, 2012 CALL ORDER The regular meeting of the Parks and Recreation Commission was called to order by Chair McHenry at 6:01 p.m. at San Ysidro Park/Gilroy Youth Center, 7700 Murray Avenue, Gilroy, California. SECRETARY'S REPORT All Commissioners were present except Commissioner Lehman who was excused. Commissioner Enriquez 6:52 p.m.) APPROVAL OF MINUTES Motion made by Commissioner Kloecker to approve the minutes of September 18, 2012. Motion was seconded by Commissioner Scheel. Hearing no objections, it was so ordered. APPROVAL OF AGENDA Motion made by Vice Chair Berry to approve the agenda for October 16, 2012. Motion was seconded by Commissioner Kloecker. Hearing no objections, it was so ordered. INTRODUCTIONS None. AWARDS /RECOGNITIONS None. PUBLIC COMMENT None. OLD BUSINESS A. Update on Great Garlic 5K FUNdraiser - October 27, 2012 Vice Chair Berry reported that everything was coming along great. Event is being advertised in the paper and there were 75 registrations as of the 16th. So far there are 14 vendors signed up. Job assignments for the day of the event were discussed. Commissioners and staff should be at the park no later than 7:00 a.m. Vice Chair Berry asked that thank you notes be sent to each department that participated in the scarecrow contest. The winners of the contest was the City Clerk/Public Information Departments —1't place; Senior Programs — 2nd place and Aquatics Programs 3 rd place. The 1" place winners will receive a pizza lunch as their prize, Commissioner Scheel also asked that Chair McHenry write the editor of the Dispatch requesting an article be done on the "fun run " highlighting the event prior to the 27th. Commissioners were asked to obtain 3 gift certificates each from local businesses to be given away as raffle prizes at the event. B. Thoughts on Staff Appreciation Event held on September 20, 2012 Chair McHenry read. a thank you note from Recreation Supervisor Cathy Mirelez thanking the Commission for letting staff know they are appreciated. Everyone agreed it turned out well and attendance was good. C. Update on Restaurant Fundraiser Vice Chair Berry reported that Black Bear says approximately $500 was raised from the fundraiser. They will be mailing the check soon, NEW BUSINESS A. Development of a Junior Derby League for Girls in Gilroy /Partnering with the City of Gilroy Recreation Department Judy Mireles- Janisch informed the Commission that she, Veronica Torres, Kimberly Merrill (and other Derby Girls) met with the Executive Director of MACSA, Michael Lopez at El Portal to try out the gymnasium as a possible site for the Junior Derby League for Girls to hold their classes /training. Ms. Merrill said it was a very workable location. Ms. Mireles- Janisch explained that Ms. Merrill has some follow -up with a few things to provide to the City but that things are moving along for this to be an activity that the City and Ms. Merrill partner on offering as a new sport. B. Selection of Sub - Committee Members (2) for Review of Facilities Memorial Recognition, Gift & Sponsorship Policy Chair McHenry reminded the Commission that 3 commissioners voiced interest in serving on this sub - committee (Brittany Lehman, Moe McHenry and Rebecca Scheel). It was proposed that Chair McHenry and Commissioner Scheel serve on the sub- committee and Commissioner Lehman be the alternate. Unanimous approval of proposal. C. Cancellation /Date Change for November 20, 2012 Parks & Recreation Commission Meeting Chair McHenry informed the Commission that November 201h is two (2) days before Thanksgiving and wanted to know if they wanted to meet on that day, reschedule the meeting or go dark for the month of November. Discussion followed. Motion made by Commissioner Kloeeker to go dark for the month of November. The motion was seconded by Commissioner Garcia. Hearing no objections, it was so ordered. PROGRAM UPDATES Recreation: See attached report. Operations: None. Maria De Leon informed the Commission of the following: Follow -up meeting with GAA/City Council on the Structural Upgrades Analysis on the Gilroy Interim Center for the Arts Building will be Thursday, October 25ffi at 6:00 p.m. at the Center She and Cultural Arts Supervisor Cathy Mirelez attended the Garlic Festival Association Board Meeting to thank them for their gift of $8,500 to Kids Discover Arts In late November or early December, Ms. De Leon will be giving a staff report at a City Council meeting on the three (3) assessments for the City to repair and run South Valley Middle School pool. She will let the Commission know the exact date when she does. COMMITTEE REPORTS Bicycle Pedestrian Commission Commissioner Scheel read the agenda items for the September 25' meeting. Don Dey is retiring and Teresa Mack will take over the staffing of the BPC. Mayor Pinheiro was there to give his annual address. Commissioner Scheel brought a container that had all the metal she collected on her walks so the Commission could see what is in the roadways and causes bicycle flats to occur. It made quite an impact. BPC will be giving their annual report to City Council on November 1901. Gang _Task Force None. Their retreat was today fiom 2:00 to 6:00 p.m. today, but he was not able to attend. Library Commission None. Public Art Committee None. Senior Center Advisory Board Commissioner Kloecker reported that the meeting's primary focus was the Catholic Charities' Nutrition Program. The spaghetti dinner fundraiser was not as successful as it was last year. Ticket sales were down. Youth Commission None. COMMISSION COMMENTS Vice Chair Berry and her family (she had an entire table) enjoyed the spaghetti dinner. She was also very pleased with the Staff Appreciation Brunch. Commissioner Scheel enjoyed the Staff Appreciation Brunch. She thinks it is a great idea and is looking forward to next year. She was not, however, impressed with the spaghetti dinner fundraiser this year. She thought it was poorly organized, volunteers were just walking around, food wasn't as good and portions were very small. She also had to go looking for silverware. She did win one of the raffle prizes. Commissioner Kloecker commented on the recent articles from candidates in the Dispatch which referenced the Recreation Department negatively. He wanted clarification on the several points the articles made. Mr. Kloecker wanted confirmation if the comments were accurate because he was disappointed in the way the article made the Recreation Department look. He wanted to be better informed in how to respond to someone in case he was asked about the Recreation Department, so staff was asked to inform the Commission on the following: The Recreation Scholarship Program — what is the balance, where the funds come from, the amount of each scholarship, how many are given out The fees for the different sports programs and how these are calculated Subsidized fees for toddlers /elderly participants Contracting out versus using City staff Maria De Leon addressed each of the concerns that Commissioner Kloecker expressed. The Commission was very appreciative of the information they received. It was also decided that a quarterly report would be given to the Commission on the funds in the Scholarship Fund. STAFF COMMENTS None. ADJOURNMENT Chair McHenry adjourned the meeting at 7 :44 p.m. FUTURE MEETING The next regular meeting of the Parks and Recreation Commission will be held on Tuesday, January 15, 2013 at 6:00 p.m. at City of Gilroy Council Chambers, 7350 Rosanna Street, Gilroy, CA. Sondra Banks, A inistrative Secretary Recreation Department 4