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03/19/2013 Parks and Recreation Commission Regular Meeting Adopted 04/16/2013CITY OF GILROY MINUTES OF THE REGULAR PARKS AND RECREATION COMMISSION MEETING 6:00 P.M. Tuesday, March 19, 2013 CALL ORDER The regular meeting of the Parks and Recreation Commission was called to order by Chair Berry at 6:01 p.m. at City Council Chambers, 7351 Rosanna Street, Gilroy, California. All Commissioners were present except Vice Chair Lehman who was excused. APPROVAL OF MINUTES Motion made by Commissioner Scheel to approve the minutes of February 19, 2013. Motion was seconded by Commissioner McHenry. Hearing no objections, it was so ordered. APPROVAL OF AGENDA Motion made by Commissioner Scheel to approve the agenda for March 19, 2013, with stated change of order. Motion was seconded by Commissioner Puente. Hearing no objections, it was so ordered. None. None, PUBLIC COMMENT None. OLD BUSINESS A. Follow -Up w /Gilroy PD Re; Miller Park Police Presence City of Gilroy Police Captain Svardal addressed the Commission and informed them of the police department's coverage of the city's parks. Questions followed. What is the protocol for patrolling the parks? Response: Christmas Hill Park is locked every evening by the police. The rest of the parks are patrolled "as time allows." The Police Department is short staffed as all City departments are at this time. Captain Svardal stressed that calling the non - emergency number if there is a concern is the best action to take. The calls are answered on a priority basis. Are the police trained to deal with mental health issues, etc? Response: There is a Crisis Intervention Team in Gilroy to deal with mental health issues, i.e. homeless. The training is a 40 -hour course. Question: Which park has the most issues? Response: Captain Svardal wasn't sure but stated that the bigger parks tend to have more calls likely due to the larger size— Christmas Hill Park and Las Animas Veterans Park. Question: What are the rules regarding drinking in the parks? There are only certain areas in the parks that alcohol is allowed. No drinking in vehicles is allowed. Question: Is there ever any foot patrol in the parks? Response: There are not a lot of bike patrols due to lack of staff and the fiscal impact. The mounted police usually patrol the parks and they try to do it once a month. Question: How many officers are on duty during the day and night shifts? Response: There are 3 uniformed officers and a supervisor during the day. At night there are 4 uniformed officers and a supervisor. Chair Berry thanked Captain Svardal for attending the meeting and enlightening the Commission. B. Follow -up on Flower Beds at Christmas Hill Park — Ranch Side Operations Manager David Stubchaer reported that some of the flower beds have been cleaned up but not all of them. They are being worked on. C. Planning for Great Garlic 5K Fundraiser — Saturday, October 26, 2013 Motion made by Commissioner Garcia that the Great Garlic 5K Fundraiser be held on Saturday, October 26, 2013. The motion was seconded by Commissioner Enriquez. Hearing no objections, it was so ordered. The first sub - committee meeting will be in April. D. Quarterly Report on Youth Scholarship Funds & Distribution Maria De Leon reported that the Youth Scholarship Fund currently has $39,603. In the month of December $379.50 was awarded in scholarships (dance classes, ECR, Kidz Love Soccer, BWS); in January, $1,413 was awarded in scholarships (Tae -Kwon Do, theater). The Commission requested that a hand out be provided to them with the most recent scholarship information. It should include the total amount of scholarship funds distributed for the past 3 months, the classes these scholarships were used for, along with total amount remaining in the scholarship fund. NEW BUSINESS A. Presentation of Gilroy Garlic Festival Association's Community and Memorial Contributions Application Operations Manager David Stubchaer began by thanking the Gilroy Garlic Festival Association (Brian Bowe) for all they have done for the City of Gilroy. Brian Bowe, Executive Director of the Gilroy Garlic Festival Association then addressed the Commission. He reviewed the report and application submitted by the Gilroy Garlic Festival. Christmas Hill Park - Mulberry Sections are the areas they are concentrating on. 2 The City's Operations staff has met with them and is in full agreement. The total cost for the improvements is $235,000. There are two phases to the project. Phase 1 is planting 25 mature trees on the Ranch side of the park (outside of the ball field area) May -June. Phase 2 is the Mulberry picnic area improvements (June until Garlic Festival weekend July 26th). Questions followed. Motion was made by Commissioner Scheel to approve the Application of the Gilroy Garlic Festival Association to gift the City of Gilroy with improvements at Christmas Hill Park. The motion was seconded by Commissioner McHenry. Hearing no objections, it was so ordered. B. Commissioners Individually Overseeing a City Park Commissioner Puente again reiterated that this was a program that the PRC has done in the past. If the Commissioners each oversee a park, and walk it, they can be another pair of eyes for the City and report any repairs that need to be done to the Parks and Landscape Division. Discussion followed. Motion was made by Commissioner Puente that each Commissioner choose a park to oversee (walk through it periodically) and report any repairs that need to be done. The motion was seconded by Commissioner McHenry. Hearing no objections, it was so ordered. Park assignments are as follows: Christmas Hill Park (Commissioners Enriquez & McHenry); El Roble Park (Commissioner Garcia); Rainbow Park (Commissioner Scheel) and San Ysidro Park (Commissioner Puente). Chair Berry visits all the parks and will report anything she sees is in need of repair at all of the parks she frequents. The Commission is requesting that the unmarked light poles in the parks be marked. David Stubchaer will look into this. C. Parks & Recreation Commissioner Business Cards Maria De Leon informed the Commissioners that there is a generic business card for that the Commissioners can use. These will be given to everyone except Commissioners Enriquez and Puente who elected to wait. D. Exchange Social w/Morgan Hill/Hollister /County Parks & Ree Commissioners Sondra Banks informed the Commission of the meeting times for each group. It was decided that a sub - committee would be formed (Terrie, Julie & Moe). They will meet and have a report to give at the April meeting. Motion was made by Commissioner McHenry that the Commission move forward with this project and that the Sub - Committee be made up of Chair Berry and Commissioners Garcia and McHenry). The motion was seconded by Commissioner Enriquez. Bearing no objections, it was so ordered. E. Discussion/Planning of Staff Appreciation Breakfast (Sept. 12t" or 19t) Motion was made by Commissioner Scheel that the Staff Appreciation Breakfast be held on September 12th beginning at 8:00 a. m. The motion was seconded by Commissioner McHenry. Hearing no objections, it was so ordered. PROGRAM UPDATES Recreation: See attached report. Operations: David Stubchaer reported the following: the CHEERS stands for Coastal Habitat Education & Environmental Rehabilitation Restoration- in response to the question asked at the March meeting regarding the bicycle signage on WA Street — it was done as part of the Master Plan; the difference on IOt" Street is that it was done for greater traffic safety. Chair Berrie reported that she received an email commending David Stubchaer and his staff regarding a Sunrise Park issue. She forwarded that email to him. Bicycle Pedestrian Commission None. Gang Task Force None. Library Commission None. Public Art Committee None. Senior Center Advisor None. Youth Commission Working on the Senior Ball and the Battle of the Arts. The Commissioners participated in CPRS Conference as well. COMMISSION COMMENTS Commissioner McHenry attended the CPRS Awards Banquet with the City Recreation staff. He was very proud of the City. He also directed a call about a tree problem to Maria De Leon and it was directed to the correct staff and taken care of. He thanked Ms. De Leon. Commissioner Scheel has her tickets for the Senior Ball and encouraged all the other Commissioners to her tickets and attend. Commended Commissioner Garcia for speaking out about Miller Park. One person can make a change. Commissioner Puente commended Commissioner Garcia as well. Chair Berry commended David Stubchaer and his staff for handling the Sunrise Park issue. She attended the OMG class with her granddaughters and was so impressed. Kids Discover Arts was so well organized and a wonderful event. She has her tickets for the Senior Ball. Chair Berrie congratulated the Recreation staff again on the CREAM award. STAFF COMMENTS Maria De Leon reviewed her follow -up items. Chair Berry adjourned the meeting at 7:20 p.m. FUTURE MEETING The next regular meeting of the Parks and Recreation Commission will be held on Tuesday, April 16, 2013 at 6:00 p.m. at City of Gilroy Council Chambers, 7350 Rosanna Street, Gilroy, CA. Sondra Banks, Administrative Secretary Recreation Department