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01/16/2018 Parks and Recreation Commission Regular Meeting Adopted 02/20/2018CITY OF GILROY DRAFT MINUTES OF THE REGULAR PARKS AND RECREATION COMMISSION MEETING 5:59 P.M. Tuesday, January 16, 2018 CALL TO ORDER The regular meeting of the Parks and Recreation Commission was called to order by Chair Julie Garcia at 5:59 p.m. SECRETARY'S REPORT The packet was posted on the City's website on Thursday, January 11, 2018 at 9:45 a.m, and the agenda was posted in the Public Notice Cabinet on Thursday, January 11, 2018 at 10:05 a.m. ROLL CALL Present: Chair Julie Garcia, Vice Chair Troy Trede, Commissioner John Almash, Commissioner Patricia Bentson, Commissioner Terrie Berry, Commissioner Carol Marques and Commissioner Ermelindo Puente Staff present: Recreation Manager Adam Henig and Parks Supervisor Bill Headley APPROVAL OF MINUTES Motion was made by Commissioner Terrie Berry, seconded by Commissioner John Almash to approve the minutes with corrections —not Chair Garcia's last meeting on PRC, but her last meeting serving as chair —from November 14, 2017 and carried with a vote to approve the amended November Meeting Minutes with a vote 6-0-0. APPROVAL OF AGENDA Motion was made by Vice Chair Troy Trede, seconded by Commissioner Ermelindo Puente and carried with a vote to approve the agenda as written with a vote 6-0-0. Recreation Manager Adam Henig introduced new commissioner, Carol Marques. AWARDS/RECOGNITIONS None. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Activity at Carriage Hills Park Neighboring residents of nearby park, Carriage Hills spoke of the activity of the park usage that has escalated over the past two years. Residents shared their concerns of the use of recreational marijuana, late night basketball games and continuous parking in "No Parking" zones. Residents also shared with the commission that the Gilroy Police Department has been contacted repeatedly when these incidents occur. Residents expressed this was an ongoing issue and asked the Commission to help mitigate the situation. One proposal was to remove the basketball hoops. Page 4 of 28 Louis Oliveri, resident of Gilroy spoke on the issue at Carriage Hills Park and stated that he has established a direct line with the Gilroy Police Department (GPD) and is asking for more drive- bys from GPD. Dwight Holtkamp, resident of Gilroy added to Oliveri's comments and stated he has seen people desecrate the playground structure in various ways. Holtkamp's concern is when children use the play structure, they could contaminate themselves. Eric and Jenn Sims, residents of Gilroy asked the commission on what is needed from them to resolve the issue at Carriage Hills Park. Mrs. Sims asked if a petition is needed. Mrs. Sims proposed to the commission to conduct an investigation with GPD by requesting a call log for the past two years. Mr. Sims stated he has asked the participants politely to move their vehicles when parked illegally. Although they have moved their vehicles, it remains an ongoing issue. One proposal was to mark the curb red. After receiving the public comment, the commission provided their feedback, including a suggestion from Commissioner Bentson to attend a City Council meeting about the activity occurring. In addition, making a public request for a call log to the Gilroy Police Department and having Park Staff reset the light timer to turn off prior to sunset. The commission also suggested to the public audience to return to the February PRC meeting as the commission will have a representative of the Police Department present. More discussion followed. Motion was made by Vice Chair Troy Trede, seconded by Chair Julie Garcia to agendize the Activity at Carriage Hills Park for the February Parks and Recreation Commission Meeting with a vote of 7-0-0. NEW BUSINESS Selection of Chair and Vice -Chair to 2018 Parks and Recreation Commission Commissioner Almash nominated Vice Chair Trede for Chair; Trede politely declined the nomination. Commissioner Berry nominated Commissioner Bentson for Chair and accepted the nomination. Motion was made by Commissioner Berry, seconded by Commissioner Puente and carried with a vote to select Patricia Bentson as Chair of the Parks and Recreation Commission as written with a vote 7-0-0. Berry then nominated Trede for Vice Chair and he accepted the nomination. Motion was made by Commissioner Berry, seconded by Commissioner Almash and carried with a vote to reselect Trede as Vice Chair of the Parks and Recreation Commission as written with a vote 7-0-0. OLD BUSINESS Annual Retreat Date (after February 10) Henig reported to the commission in the previous PRC meeting held in November it was voted to have the Annual Retreat on Saturday, February 10. Henig received direction to move the retreat after the City Council's annual retreat. Henig recommended a few dates to host the retreat on a regular meeting date (February 20, 2018 or March 20, 2018) or on a Saturday, March 3, 2018 or March 24, 2018. Discussion followed. Page 5 of 28 Motion was made by Vice Chair Trede and seconded by Commissioner Almash to hold the annual commission retreat on Saturday, March 3, 2018 at 9:00 a.m. at the Willey House as written with a vote 7-0-0. Using only city email accounts Henig reminded the commission that effective following tonight's meeting all commission related correspondences will be sent via city -issued email addresses. Debrief Disneyland Raffle Henig debrief the commission by stating 184 tickets were sold and $1,840 dollars was raised for the Recreation Department Youth Scholarship Fund. Arbor Day Girum Awoke, Public Works Director was not able to make it to tonight's meeting to discuss the status of the Tree City application. On behalf of Awoke, Henig provided the commission with an update on the application. Unfortunately, the 2017 application for designation of Tree City status was not submitted by public works staff because a proclamation was never produced. It was an oversight by city staff. As a result, the City will not be recognized as a Tree City for 2017. Henig emphasized that Public Works is determined to regain Tree City status for 2018. Henig also followed up on the celebration of Arbor Day and asked the commission to firm up the location and date of celebration. Discussion followed. Vice Chair Trede suggested hosting Arbor Day on Earth Day at Carriage Hills Park in support of the recent public comment. Headley was asked to follow up with the commission on the feasibility of Carriage Hills Park and the commission will reconvene and vote at the next PRC meeting. GPAC Update Chair Bentsen stated there are no current updates as the committee has been dark since November 2017. Bentsen will report back to the commission once the committee reconvenes. DEPARTMENT UPDATES Recreation: Adam Henig Henig informed the commission about the following programs: • Aquatics held two (2) lifeguarding certification classes and one (1) water safety class; • Adaptive Christmas Dance and Breakfast with Santa had over 200 people in attendance; • Preparations are in the making for the Volunteer Appreciation Reception in March; • Gilroy Little League has conducted their annual try -outs and practices will begin in February; Henig reported to the commission that Recreation Coordinator Veronica Torrez will be resigning and starting a new job with a different city. Henig also reminded new elected Chair Bentsen to submit an updated letter that will be publicized in future activity guides. Operations: Parks Supervisor Bill Headley Headley reported back to the commission about the City-wide tree replacement project fund. He stated that city contractor, West Coast Arborists, planted ninety-seven 15-gallon trees in Page 6 of 28 December 2017. Sixty-seven trees were targeted for City street replacements and thirty seven replacements were targeted for parks. For further details refer to the attached report on page 10. Commissioner Almash asked about the maintenance plan of trees versus the efficiency of removal and replacement of City trees. Almash asked Headley to report back on the tree maintenance plan at the next PRC meeting. Headley also followed -up and asked the commission to vote on a park tour date: January 27 or February 3, 201 S. The commission decided to postpone the tour to either March or April. The commission will reconvene at the next PRC meeting with tentative dates to vote on. COMMISSIONER PARK REPORTS & COMMENTS Commissioner Marques reported on a few trees that need pruning at Miller Park. Commissioner Garcia requested Henig to include updates from Gilroy Gardens and had informed the commission that she will be absent at the next PRC meeting in February. Commissioner Puente reported on a few items: San Ysidro Park — Basketball Backboard is missing and the bench located by the creek side has been vandalized (i.e. graffiti); requested to add garbage bins along the levy near Hecker Pass; and fixing the fountain near the Downtown Business association. Headley noted the requests from the commission and clarified the trail closest to Hecker Pass is not a city park once it becomes established as a city park — garbage bins will be placed along the levy. Discussion followed. Motion was made by Commissioner Puente and seconded by Commissioner Almash to agendize the estimate cost fix of the Fountain near the Downtown Business Association for the next PRC meeting in February as written with a vote 7-0-0. STAFF COMMENTS Henig updated the commission that the PRC presentation to Council will be in March and the date will be announced once confirmed. ADJOURNMENT Chair Patricia Bentson adjourned the meeting at 7:39 p.m. Q Christina Ruiz, Rfecordir&Secretary Recreation Department Page 7 of 28