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09/19/2017 Parks and Recreation Commission Regular Meeting Adopted 10/17/20170 CITY OF GILROY DRAFT MINUTES OF THE REGULAR PARKS AND RECREATION COMMISSION MEETING 6:00 P.M. Tuesday, September 19, 2017 CALL TO ORDER The regular meeting of the Parks and Recreation Conunission was called to order by Chair Julie Garcia at 6:00 p.m. SECRETARY'S REPORT Present: Chair Julie Garcia, Vice Chair Troy Trede, Commissioner John Almash, Commissioner Ermelindo Puente, Commissioner Terrie Berry and Commissioner Patricia Bentsen Absent: Commissioner Vince Monroy Staff present: Recreation Manager Adam Henig and Parks Supervisor Bill Headley APPROVAL OF MINUTES Motion was made by Commissioner Terrie Berry, second by Ermelindo Puente to approve the minutes from July 18, 2017 and carried with a vote to approve the amended July Minutes with a vote 6-0-0. APPROVAL OF AGENDA Motion was made by Vice Chair Troy Trede, second by John Almash and carried with a vote to approve the agenda as written with a vote 6-0-0. INTRODUCTIONS None. AWARDS/RECOGNITIONS None. OLD BUSINESS Great Garlic 5K 2017 — Saturday, October 28, 2017 Recreation Manager Adam Henig informed the commission about the contents inside the enclosed envelopes —event flyers, sponsorship and exhibitor letters --provided during the meeting. The envelopes include information to help sponsor for the upcoming event. Henig provided an updated on the exhibitors, who plan to participate: Gilroy Gardens, SCCPH, Mathnasium and Gilroy Recreation. Henig asked the commission to connect with local businesses by distributing the contribution letter provided. Page 4 of 20 Commissioner Patricia Bentsen had distributed contribution letters to Dr. Vincent Van, DDS and the Sportsman's Warehouse. Commissioner Terrie Berry distributed contribution letters to Rockin' Jump, American Red Cross, and Gold's Gym and will connect with Fritter, Shultz- Zollinger and La Quinta Inn & Suites. Henig added to the discussion that CALRTA has donated $310.00 dollars; Gilroy Exchange Club will be contributing $300.00 dollars and tomorrow's rescheduled meeting (Wednesday, September 20) at 12:00 p.m. noon at Mama Mia's. Henig asked the commission for a commissioner to be present; Bentsen confirmed. Baskin Robins located next to Nob Hill had donated $300 in the past. Berry asked if a commissioner could look into a donation for this year's race; Garcia confirmed. Commissioner John Almash will connect with Crossfit Gilroy. Commissioner Ermelindo Puente informed the commission Gilroy Veterans have donated $500.00 dollars and will be picking up the donation this week. Henig informed the commission there are 18 participants currently enrolled and plans for advertisement will be implemented soon, which includes flyers distributed to Gilroy Unified School District students, Facebook posts, and email campaigns. Disneyland Raffle during Breakfast with Santa Chair Julie Garcia submitted the Disneyland Ticket request on Wednesday, August 30 and confirmed it was received and it is currently in review. When Henig asked about the cost of printing raffle tickets, Chair Garcia informed him that the Mayor had covered the cost last year and commissioners would approach him again. Garcia asked Henig if it was possible to have an exhibitor booth to promote the selling of raffle tickets. Henig will check with the Recreation Staff and confirm the exhibitor booth at the next meeting. GPAC Update Commissioner Bentson informed the Commission on the two panels that presented at the GPAC meeting on August 24, which included housing development and resources in Gilroy. Bentsen mentioned that one of the panelists was from Paso Robles and provided suggestions about revitalizing the Gilroy's downtown. Other items also included adding a High Speed Rail to run through Gilroy. GPAC reported and asked the panelist to return to the upcoming scheduled meeting on September 28 and the Housing Developers and Resources suggested in having an extra meeting in October to discuss and vote on the choices of land use. Arbor Day Chair Garcia asked the Commission if an Arbor Day celebration should be hosted as an annual event. Henig explained that Gilroy is not an official Tree City, partly because it doesn't abide by all of the requirements to retain the status which includes hosting an Arbor Day each year. The City of Gilroy previous was an official Tree City, but had stopped, staff believes, in 2012. Park Supervisor Bill Headley explained the process for the City of Gilroy to be recognized as a Tree City. The city would need to meet certain guidelines that include hosting Arbor Day annually and maintaining a city tree ordinance. Henig was asked by the Commission to report back at the next meeting and provide what is needed for Gilroy to become a Tree City. NEW BUSINESS City Council Presentation Chair Garcia provided a presentation of the Parks & Recreation Commission accomplishments. Garcia received clarification on the requirements of the presentation that will soon be presented to the Council in January 2018 one picture per slide, maximum of five slides presented in five minutes. Chair Garcia and Commissioner Berry plan to attend the upcoming City Council meeting on October 2"d to promote the Garlic 5K race and sponsorship opportunities. Page 5 of 20 Motion was made by Commissioner John Almash and second by Commissioner Ermelindo Puente and carried with a vote to use the current presentation created by Chair Julie Garcia with revisions as written with a vote 6-0-0. Annual Meeting in the Park Chair Garcia asked if the commission was interested in having an annual meeting in the park event. Commissioners thought it was best to combine it with Arbor Day. Henig suggested celebrating Arbor Day during the same month as Earth Day (April). The Commission will consider hosting both the Arbor Day with Earth Day in the month of April 2018. Motion was made by Chair Julie Garcia and second by John Almash to celebrate Arbor Day with Earth Day in the month of April during the Annual Meeting in the Park as written with a vote 6-0-0. Park Tour on Saturday, September 30 Headley asked the Commission to confirm attendees for the scheduled Park Tour for Saturday, September 30 at 9am. Due to the low attendance number, the Commission suggested to postpone the Park Tour tentatively to December 2. Chair Garcia asked Henig if the Park Tour needs to be published under public record. Henig assured the Commission if there is a quorum a recording secretary needs to present and when published under public record the details need to be provided. Chair Garcia asked if members of the Bicycle Pedestrian Commission could join the PRC in the tour. Henig will report back to the Commission on the meeting protocol for the park tour and whether the BPC can join the PRC on it. Commission Assessment Special Meeting Date (if needed) Henig reported to the Commission that at this time there is no special meeting date proposed. Once the report is completed, Henig will inform the Commission. DEPARTMENT UPDATES Recreation: Adam Henig (see attached reports) Henig informed the Commission about the following: • The Adaptive Program has two new vans that include wheelchair access. It was the result of 20 years of fundraising from the annual Special Friends Golf Tournament. • Softball League is in session, approximately 30 teams are playing throughout the week. • Kids Discover Arts event had approximately 300 participants between 5 and 11 years old. Participants had access to five hours of workshops held by local artists. Commissioner Berry and Puente were present. • The Winter/Spring activity guide letter written by Chair Julie Garcia is due Thursday, October 5a'. • Gilroy Youth Center after school program began on Tuesday, September 5. • Youth Soccer League reached up to 400 participants. Operations: Parks Supervisor Bill Headley Headley responded to the Commission's questions from the previous PRC meeting: Christmas Hill Park amphitheater flag pole repair was completed before the Garlic Festival by park staff; Commission park tour date is postponed to (tentatively) Saturday, December 2. Headley also reported on park and maintenance related projects; see attached reports. Page 6 of 20 COMMISSIONER PARK REPORTS & COMMENTS Commissioner Bentsen reported that she will be absent in the October PRC regular meeting. Commissioner Berry wanted to thank staff for attending the Parks and Recreation Staff Appreciation Breakfast; she had enjoyed. the KDA event too and provided Senior Center updates Vice Chair Trede wanted to thank Henig for picking up the items for the Appreciation Breakfast, Commissioner Puente reported on park related issues to Headley: San Ysidm Park water fountain is plugged by the hand ball courts and noticed that the air conditioning was left on in San Ysidro Building. Also, the horse shoe board at San Ysidm Park has been damaged. On the corner of Miller Ave and 6t" Street, two to three trees are lifted and are hanging low and need immediate attention. Across the street from Miller Ave and 6t" Street, there is a bench located under one large tree that needs maintenance as there is a large population of birds that have been dropping feces due to on top of the bench. Commissioner Almash asked about the process of tree removal and replanting and inquired if there is a replacement list. Headley assured Almash a replacement tree list is available and will provide it at the next PRC meeting. Chair Garcia reported a concern at El Roble Park, noticing the concrete by play equipment had been exposed and asked Headley to refill it with more sand to prevent any injuries. Headley will look into it. STAFF COMMENTS None. ADJOURNMENT Chair Julie Garcia adjourned the meeting at 7:22 p.m. C. KY-4/ (-?--/ Christina Ruiz, Recording Secretary Recreation Department Page 7 of 20