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01/17/2017 Parks and Recreation Commission Regular Meeting Adopted 03/21/2017 CITY OF GILROY MINUTES OF THE REGULAR PARKS AND RECREATION COMMISSION MEETING 6:00 P.M. Tuesday, January 17, 2017 CALL TO ORDER The regular meeting of the Parks and Recreation Commission was called to order by Chair Julie Garcia at 6:00 p.m. SECRETARY'S REPORT Commissioners present: Commissioner Julie Garcia, Commissioner Terrie Berry, Commissioner Ermelindo Puente, Commissioner John Almash, Commissioner Troy Trede and Commissioner Rebecca Scheel Commissioners Excused: ALSO PRESENT: APPROVAL OF MINUTES Motion was made by Commissioner Terrie Berry to approve the minutes of October 18, 2016. The motion was seconded by Commissioner Ermelindo Puente. Motion passed unanimously (6-0-0). APPROVAL OF AGENDA Motion was made by Commissioner Troy Trede to approve the agenda as written. The motion was seconded by Commissioner John Almash. Motion passed unanimously(6-0-0). INTRODUCTIONS Bill Headley, Parks/Landscaping Supervisor Judy M. Janisch, Recreation Supervisor AWARDS/RECOGNITIONS None. I PUBLIC COMMENT None. I i OLD BUSINESS Great Garlic 5K—Update by Judy Mireles-Janisch Judy reported that there were 204 participants which brought in $3,230.00 in revenue. Donations received totaled $2,100.00, which included a $500.00 donation from the Veterans of Foreign War Post 6309. The $2,100.00 will be deposited in the Youth Scholarship Fund. The remaining funds generated were used to cover the costs to facilitate this event. 1 Chair Julie Garcia asked the Commission if they want to hold this event again next year. It was decided to wait until the retreat to discuss whether or not to have the Great Garlic 5K again next year. Disneyland Ticket Fundraiser—Update by Chair Julie Garcia Chair Julie Garcia reported that a total of 196 raffle tickets were sold equaling$1,960.00. Ermelindo Puente drew the winning tickets. • Bob Nunes won the 3`d prize of two (2) season passes to Gilroy Gardens. • Terrie Berry won the 2"d prize of two (2) season swim passes to the Gilroy Aquatics Center. • Randy Davis won the 15t prize of four(4) one-day Disneyland Hopper tickets. Following a discussion, it was decided that Chair Julie Garcia will write the thank you note to Kevin Heath of GAA, who made it possible for the Commission to obtain the Disneyland tickets. Chair Julie Garcia will write another note to thank Gilroy Gardens for the tickets they donated and send it directly to Kevin. List of Park Amenities—Update by Maria De Leon The list of amenities included in the packet was not the current list and so this item was tabled until the February meeting. Quarterly Report on Youth Scholarship Funds & Distribution (July,Aug., Sept.) Judy reported that as of September 30, 2016 there was $23,859.03 in the scholarship fund. Judy stated that at the next meeting she will report on Oct.,Nov., and Dec. 2016 activity. NEW BUSINESS Election of Chair and Vice Chair of 2017 Parks and Recreation Commission Commissioner John Almash nominated Chair Julie Garcia to continue as Chair. Chair Julie Garcia accepted the nomination for another term as Chair of the Parks and Recreation Commission. Commissioner Rebecca Scheel nominated Commissioner Ermelindo Puente for Chair. Commissioner John Almash seconded the nomination. Commissioner Ermelindo Puente declined the nomination. Motion was made by Commissioner John Almash to elect Commissioner Julie Garcia for another term as the Chair of the Parks and Recreation Commission. The motion was seconded by Commissioner Ermelindo Puente. Motion passed unanimously(6-0-0). 2 Commissioner Rebecca Scheel nominated Commissioner Troy Trede for the position of Vice Chair. Commissioner John Almash seconded the nomination. Commissioner Troy Trede accepted the nomination. Motion was made by Commissioner Rebecca Scheel to elect Commissioner Troy Trede as Vice Chair of the Parks and Recreation Commission. Commissioner John Almash seconded motion. Motion passed unanimously (6-0-0). As a result, Chair Julie Garcia will continue as Chair and Commissioner Troy Trede will take the position of Vice Chair. Agenda Review Process Maria De Leon asked the Commission to decide how they would like the Agenda to be reviewed. Following a discussion, it was decided by the Commission that the agenda would be sent via email to the Chair and Vice Chair for review. Parks and Recreation Meeting Dates for 2017 Following a discussion it was decided to accept the meeting dates as listed. Commissioner Ermelindo Puente made a motion to accept the meeting dates as written. Commissioner Terrie Berry seconded the motion. Motion passed unanimously(6-0-0). Scheduling of Parks and Recreation Commission Annual Retreat Following a discussion, it was decided to have Maria De Leon email the Commissioners several dates to choose from for the Annual Retreat. The date will be finalized at the February regular meeting. Thank you letter to Great Garlic 5K Sponsors—Chair Julie Garcia Following a discussion, it was decided that Chair Julie Garcia will proceed with sending out the Great Garlic 5K Sponsor's Thank You letter. Chair Julie Garcia will send each of the Commissioners a copy of letter via email. Commissioner John Almash made a motion to accept the Thank you Letter as written and to have Chair Julie Garcia mail the letter. Commissioner Ermelindo Puente seconded the motion. Motion passed unanimously (6-0-0). At 6:40 p.m. Commissioner Rebecca Scheel excused herself from the meeting to attend the City Council Study Session with the Planning Commission regarding the General Plan Action Committee. Rebecca Scheel stated that she will report back to the Parks and Recreation Commission at the February Meeting. 3 DEPARTMENT UPDATES Recreation: Judy Mireles-Janisch (see attached report) The Recreation Department is gearing up for the aquatics season beginning with lifeguard re- certification and certifications classes. The Senior Center will be having a Valentine's Sock Hop Dinner Dance from 5 p.m. to 9 p.m. on February 10, 2017. Theater auditions are coming up on Saturday, January 21, 2017 at the Senior Center for the production of Alice in Wonderland. Ribbons were awarded for the young artist poster contest and the winners will be presented at a February City Council Meeting. Three new dance instructors have been added for three new dance classes, American Tribal Style Belly Dance, Hip Hop Dance and Irish Dance. There will be a presentation at the Museum on January 28, 2017 at 2 p.m. by Betty Kelly about the days when she used to work as a telephone operator. Commissioner Ermelindo Puente suggested that students who attend our lifeguard classes and are hired on as lifeguards are given some recognition on the City's public television channel. Commissioner Ermelindo Puente feels this is an accomplishment that should be recognized. Judy is going to research this suggestion and report back at the regular February meeting. Judy reported that during the month of December 2016, 188 volunteers contributed 753.25 hours to the Recreation Department at various recreation related events. The summer 2017 activity guide is being worked on now. Operations: Parks Supervisor Bill Headley(see attached report) Park Supervisor Bill Headley shared a packet of pictures that showed the trees that were lost in Christmas Hill Park and in Las Animas Park. There was a lot of damage that was caused to the hillside inside of Christmas Hill Park. Supervisor Bill Headley reported that they have put some much needed base rock in as a temporary measure at San Ysidro Park and as soon as the budget allows there will be something more permanent put in place. Commissioner Ermelindo Puente asked Park Supervisor Bill Headley about the damage done to the turf at Carriage Hills Park. Bill Headley told the Commission that there was several thousands of dollar's worth of damage done to the turf and it will have to be replaced at some time in the future. 4 Supervisor Bill Headley gave the commission of brief report on issues happening with the new Miller Park unisex bathroom. There is a concern about people occupying the bathroom for long periods of time and keeping other people from using the rest room. Supervisor Bill Headley reported on storm damage at Lyon's Creek, Christmas Hill Park and the Sports Park. Supervisor Bill Headley stated that both Christmas Hill Park and Las Animas Park lost several trees. Supervisor Bill Headley told the Commission that at this time, he doesn't know how soon the fallen trees can be removed from the two parks. Supervisor Bill Headley reported to the Commission that 3 members of his parks and landscape crew retired at the end of December 2016, Rick Bryde, Eligio Parraz and Chris Weske. Currently,they are short staffed. Supervisor Bill Headley reported that there have been several attempts at stealing the vertical banners and in this attempt they damaged the mounting arms. Supervisor Bill Headley told the Commission that the Pasco graphics have been installed. COMMISSION PARK REPORTS & COMMENTS Commissioner Terrie Berry reported that she really enjoyed the Elf play and Santa's Breakfast. Commissioner Ermelindo Puente enjoyed working on the run with Judy Mireles-Janisch even though he did not receive a t-shirt. Commissioner Ermelindo Puente reported that two faucets at San Ysidro Park are not working. The faucet near the horse shoe area is leaking and the faucet near the handball court is not working. Commissioner Troy Trede reported that he and his wife really enjoyed working at the Santa's Breakfast event. Chair Julie Garcia thanked the Commissioners for working so hard on the 5K run and Santa's Breakfast. Chair Julie Garcia also thanked the Commission for electing her to Chair. STAFF COMMENTS Maria De Leon reported to the Commission that Carina Baksa was hired as the department's Budget Analyst and started on January 17, 2017. Maria De Leon reported that a Recreation Manager has been hired and he will start on February 1, 2017. Maria De Leon reported that there is still an Office Assistant position open for the Recreation Department. Recruitment for this position is currently in progress. NEXT MONTH AGENDA ITEMS — Submission Deadline for items for the February 21, 2017 regular meeting is Tuesday, February 14, 2017 by 12:00 p.m. 5 ADJOURNMENT Chair Julie Garcia adjourned the meeting at 7:16 p.m. FUTURE MEETING The next regular meeting of the Parks and Recreation Commission will be held on Tuesday, February 21, 2017 at 6:00 p.m. in the City Council Chambers at 7351 Rosanna Street, Gilroy, CA. 95020. Theresa Her andez, Recor ' g Secretary Recreation Department 6