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11/21/2017 Parks and Recreation Commission Regular Meeting Adopted 01/16/20180 CITY OF GILROY DRAFT MINUTES OF THE REGULAR PARKS AND RECREATION COMMISSION MEETING 6:00 P.M. Tuesday, November 21, 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 Present: Chair Julie Garcia, Vice Chair Troy Trede, Commissioner Ermelindo Puente, Commissioner Terrie Berry and Commissioner Vince Monroy and Commissioner Patricia Bentson Absent: Commissioner John Almash (excused) Staff present: Recreation Manager Adam Henig and Parks Supervisor Bill Headley APPROVAL OF MINUTES Motion was made by Commissioner Terrie Berry, second by Commissioner Ermelindo Puente to approve the minutes from October 17, 2017 and Special Joint Meeting from November 1, 2017 and carried with a vote to approve the amended October and Special Joint Meeting Minutes with a vote 6-0-0. APPROVAL OF AGENDA Motion was made by Vice Chair Troy Trede, second by Commissioner Ermelindo Puente and carried with a vote to approve the agenda as written with a vote 6-0-0. None. None. 2018 PRC Calendar Henig presented the 2018 PRC Calendar to the Commission. Discussion followed. Motion was made by Commissioner Terrie Berry, second by Commissioner Ermelindo Puente and carried with a vote to approve the 2018 PRC Calendar as written with a vote 6-0-0. "Adopt A Spot:" PRC sign at Carriage Hills Park Page 4 of 18 Garcia brought to the Commissions attention the "Adopt A Spot" sign at Carriage Hills Park that states it was adopted by the "Parks and Recreation Commission." Garcia asked why the signs have not been removed if the group is no longer maintaining the park. Henig reported back to the Commission stating that the program was funded through a grant that has expired. The City no longer maintains the programs, however, City Administrator Gabe Gonzalez felt it was better to leave them as is and acknowledge the efforts of those groups and organizations than to use staff time and resources to remove them. Discussion followed. Annual Retreat Garcia had asked Henig if staff could identify potential dates to host the annual retreat. Henig advised the commission of two options: hold the regular meeting followed by the retreat or have the retreat on a Saturday morning. The available dates and location if option two were selected was Saturday, February 3 or Saturday, February 10 at the Willey House from 9:00 to 11:00am. Discussion followed. Motion was made by Vice Chair Troy Trede, second by Commissioner Patricia Bentson and carried with a vote to hold the Annual Retreat on February 10, 2018 at the Willey House as written with a vote 6-0-0. OLD BUSINESS Debrief Great Garlic 5K 2017 Henig debriefed the Commission of the 2017 Great Garlic race: there were 156 participants registered; $2,000 dollars was raised in donations; and the exhibitors did a great job interacting with participants. Henig also mentioned this year's event was not the highest in attendance, however, the donations raised was the second highest in recent years. Discussion followed. Disneyland Raffle Update Garcia briefly shared most raffle tickets have been distributed to Commissioners and asked those Commissioners that have not received the tickets to pick them up at the Recreation Department during business hours. Garcia had a few suggestions to promote the raffle rickets for 2018 and it was noted by Henig. Henig reminded the Commission to arrive at 7:00am on December 9, 2018 for the Breakfast with Santa at the Senior Center. Arbor Day Garcia asked Henig for clarification on dates when the City of Gilroy stopped being Tree City. Henig clarified in the past there has not been a traditional Arbor Day celebration, however, the City has formally acknowledged Arbor Day with a proclamation over the years (April 5, 2015, April 21, 2014, none in 2013, in 2012 and twice in 2011). Henig also clarified the requirements to be Tree City: City of Gilroy must be legally responsible for the care of all trees in the city by delegating tree care decisions to an arborist tree borne organizations and assured the commission this year's application for the city to regain its Tree City status will be submitted before the end of the calendar year. Discussion followed. GPAC Update At the October 26, 2017 meeting an overview of five proposed Citywide Land Use Alternatives were provided. The committee discussed and voted on three alternatives of which each focus has three areas of study. The consultants will reconvene with the committee at the upcoming meeting Page 5 of 18 in February 2018 and discuss the future changes if the City puts certain land use designations in identified areas in Gilroy. DEPARTMENT UPDATES Recreation: Adam Henig (see attached reports) Henig informed the Commission about the following programs: Adult Softball recently ended and the league will return in the Spring 2018; Into the Wood Jr. musical had its last performance on Sunday, November 19; Registration has begun for the new Winter/Spring 2018 activity guide; Chair Garcia suggested advertising the sale of Disney Raffle Tickets to help support the Youth Scholarship funds on next year's Winter/Spring activity guide with the current Breakfast with Santa advertisement. Henig will make the suggestion to Recreation Supervisor, Judy Janisch- Mireles. Operations: Parks Supervisor Bill Headley (see attached reports) Headley presented his report to the commission and brought to their attention of a second arson at San Ysidro Park that occurred within the past six weeks (men's restroom garbage pail and the planter). Henig added that with the addition of Community Coordinator Sandra Cruz, who has her office in the center, he hopes it will have a positive effect in the neighborhood, creating more programming which should deter vandalism and criminal behavior at the park. Headley also reported on park and maintenance related projects; see attached reports. Headley asked the Commission to tentatively select two dates to conduct the Park Tour. Discussion followed. The Commission tentatively selected January 27 or February 3 and will vote at the next PRC meeting on January 16, 2018. COMMISSIONER PARK REPORTS & COMMENTS Chair Garcia mentioned that this is her last PRC meeting; she thanked the Commissioners for their accomplishments and dedication while serving Parks and Recreation. Berry thanked the chair for her years of service and wished her well. Monroy also mentioned that this is his last PRC meeting and thanked the Commission for the opportunity to serve while his position became filled. The Commission thanked Monroy and wished him well on pursuing his Doctorate Degree. Berry reported that the lights at Miller Park are not turning on. Berry asked Park Supervisor Bill Headley if the lights are scheduled to be on and Headley reported they do turn on and will monitor the timer. STAFF COMMENTS None. ADJOURNMENT C,-fi,air Julie Gar 'a adjourned the meeting at 6:56 p.m. Christina Ruiz, Recor ing Secretary Page 6 of 18