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05/16/2017 Parks and Recreation Commission Regular Meeting Adopted 06/20/20170 CITY OF GILROY DRAFT MINUTES OF THE REGULAR PARKS AND RECREATION COMMISSION MEETING 6:03 P.M. Tuesday, May 16, 2017 CALL TO ORDER The regular meeting of the Parks and Recreation Commission was called to order by Chair Julie Garcia at 6:03 p.m. SECRETARY'S REPORT Present: Chair Julie Garcia, Vice Chair Troy Trede, Commissioner Patricia Bentson, Commissioner Ermelindo Puente and Commissioner Vince Monroy Absent: Commissioner Terrie Berry and Commissioner John Almash. Staff present: Director of Recreation Maria De Leon, Recreation Manager Adam Henig and Parks Supervisor Bill Headley. APPROVAL OF MINUTES Motion was made by Commissioner Patricia Bentson, second by Commissioner Vince Monroy to approve the minutes from April 18, 2017 and carried with a vote to approve the amended April Minutes with a vote 5-0-0. APPROVAL OF AGENDA Motion was made by Commissioner Troy Trede, seconded by Commissioner Ermelindo Puente and carried with a vote to approve the agenda as written with a vote 5-0-0. INTRODUCTIONS None. AWARDS/RECOGNITIONS None. PUBLIC COMMENT None. OLD BUSINESS Staff Appreciation Breakfast, September 14 from 9:00-10:30 a.m. Recreation Manager Adam Henig confirmed the date and location of the upcoming appreciation breakfast provided by the PRC Commission. Chair Julie Garcia suggested sending a reminder email closer to the scheduled date. Great Garlic 5K Budget History 10 Recreation Manager Henig provided a budget analysis of prior Great Garlic 5K events, which were included in the packet. All commissioners were in agreement that the event brings the community together as well as support a worthy cause (youth programs for needy families). Chair Garcia requested this item to be on the agenda on an ongoing basis and come up with ways to receive feedback and determine if the event should be hosted again this coming fall. Recreation Director De Leon pointed out a correction on page 7, which should have stated "Total Revenue," not "Total Expenses." To help recover staffing costs, De Leon suggested increasing the registration fee by five dollars since it has not changed for years. Commissioner Puente suggested continuing the registration fee at $15, given the high costs for a family of four or five or more to attend. Commissioner Monroy concurred with Puente and suggested offering a family discount pack of three to be purchase at a lower price compared to individual fees. After much discussion, it was decided to schedule a vote to motion on whether to offer it in the fall on this item at next month's meeting. Disneyland Raffle Chair Garcia briefly discussed the donation process to purchase tickets to visit the Disneyland theme park. Garcia explained that Disneyland has a program where they provide tickets to non- profits to help raise community funds. Garcia also asked commissioners for suggestions on how to sell more tickets in hopes of generating more funds to give away. Vice Chair Trede suggested having the tickets available for purchase at this year's Breakfast with Santa. The prizes donated last year were: a 4-pack one day hopper pass to Disneyland, a Gilroy Garden season pass (by Commissioner Berry) and a two-day aquatic pass (Recreation Department). NEW BUSINESS Tree Emergency Maintenance Project Parks Supervisor Headley shared a brief overview of this project. Headley informed the commission that the City of Gilroy has approximately 19,000 trees. Among these trees, 200 were identified as either dead or diseased. Due to the potential danger to the public, Headley explained, the City contracted West Coast Arborist to remove those ailing trees because Staff does not have the manpower to take on the project. Since the budget for contract services had already been exhausted for the current fiscal year, he went on, staff recently asked Council for additional funds to cover the contract. Discussion followed. Public Comment Gilroy resident Camille McCormack submitted a public comment card and presented a letter she submitted to the City Council about potential legal action that may be taken. The deadline for the City to respond was 3:00 p.m. Wednesday, May 17, 2017. Broadcasting Commission Meetings Chair Garcia recently attended a California Association of Parks and Recreation Commission of Board Members meeting. Garcia reported the importance of broadcasting commission meetings, which promotes open government. Monroy concurred, citing that it would promote open dialogue and be of value to the community. Bentson questioned, however, how it would impact staff (who would need to be present during the taping). Henig explained that taping requires a staff member from the Public Information Office to be present for the broadcast. Due to all of the recent additional Council meetings involving the budget, Henig went on, the city administration staff was looking to contracting with CMAP to broadcast the meetings. De Leon said that it isn't so much whether or not the City wants to do it but it come down to budget, staff availability, and training. Commissioners asked staff to report back at the next meeting. DEPARTMENT UPDATES Recreation: Judy Mireles-Janisch/Adam Henig (see attached reports) Henig informed the Commission about the following past and upcoming recreation programs: For the first time, the 2017 Fall Activity Guide will feature all of its inside pages in color as well as add eight pages in Spanish; "Alice in Wonderland, Jr." just ended — almost every show was sold out; Auditions for Disney's "The Lion King, Jr." took place on Saturday, April 29; Annual Special Friends Golf Tournament, if interested or would like information to share, please contact Recreation Supervisor Judy Mireles-Janisch; Family service Day Uvas Creek 128 volunteers contributed 3,848 community service hours and cleaned up 4.2 miles and removed 1,195 pounds of garbage. Henig also followed up about Commissioner Monroy's previous meeting question about a possibility of having a Track & Field competitive team in Gilroy. Henig reported to the commission that the city had a program four or five years ago, but due to the high cost of maintaining insurance coverage it became too costly for contractors to continue the program De Leon closed the statement by informing that the Recreation Department's Public Service Announcement —which Monroy served as the voiceover—will be shown during the PRC meeting next month. De Leon thanked Commissioner Monroy for his help with this effort. Operations: Parks Supervisor Bill Headley (see attached reports) Headley updated the Commission about the status of the city's parks, which was included in the meeting packet. Headley announced the City is in the process of developing two new parks: Hecker Pass Park (located on Third Street and Santa Teresa) and Cydney Casper Park (located behind Las Animas Elementary School). Commissioner Monroy asked when both parks will be open for the public. Headley will report with an estimated date at the next PRC meeting and asked the commissioners to participate in upcoming Arbor Day festivities. COMMISSIONER PARK REPORTS & COMMENTS Commissioner Monroy mentioned he enjoyed the most recent Recreation Department production, Alice in Wonderland, Jr. Monroy also commented on the 5K Run in April, stating it was great to have the opportunity to participate in this activity and share new memories with his family. Monroy thanked the Recreation Director and her staff for the opportunity to perform the voice-over for the PSA. Commissioner Puente reported on items that needed repair such as new shed at the San Ysidro Park (large dent). Park Supervisor Headley stated this item was listed on the Tibits report and will remain on the list until it is repaired. Puente also noticed two electric outlets that needed to be covered for future rain storms. Headley stated since these outlets are not electrified unless there is a reservation or event and assured the Commission that the electricity is powered off when there is no reservation. Puente also commented on the Tennis Courts fence located at Las Animas Park that it appears to be bent and have open incisions. Headley is aware of the fence and stated it was caused by the wind during the storms that occurred in January 2017. Headley explained that it will cost approximately $3,500 to replace the old fabric and/or $7,000 to replace 10 bent poles. Commissioner Bentson mentioned she attended the 5K Run (collecting bags of compost and wood chips) and participated in this year's Uvas Creek Clean-up and spaghetti fundraiser. Bentson suggested adding the following items to a future agenda: an Arbor Day celebration (in conjunction with being a Tree City), revision of the Parks & Recreation Master Plan and the Trails Master Plan (last update was in 2010). She also recommended interested commissioners take a tour of the newest parks. Chair Garcia mentioned that she noticed vandalism at El Roble Park, reported it, and was impressed that the parks staff responded within minutes to remove it. She also mentioned that at a recent Parks & Recreation Commission Association of Board Members meeting, there was a discussion about using a recreation van with a hitched trailer filled with supplies to drive around the community and provide residents with activities. Garcia also encouraged commissioners to attend next week's city council meeting and express their support for a BMX track at the Sport Park. STAFF COMMENTS De Leon mentioned to the PRC commission that the park amenities report was shared with City Administrator Gabriel Gonzalez and once the staff report is completed, De Leon will be present it to the Council. ADJOURNMENT Chair Julie Garcia adjourned the meeting at 8:10 p.m. Christina Ruiz, Recording Secretary Recreation Department