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09/18/2018 Parks and Recreation Commission Regular Meeting Adopted 10/16/2018 Page 5 of 24 CITY OF GILROY DRAFT MINUTES OF THE REGULAR PARKS AND RECREATION COMMISSION MEETING Tuesday, September 18, 2018 CALL TO ORDER The regular meeting of the Parks and Recreation Commission was called to order by Chair Patricia Bentson at 6:02 p.m. SECRETARY’S REPORT The packet was posted on the City’s website on Thursday, September 13, 2018 at 1:30 p.m. and the agenda was posted in the Public Notice Cabinet on Thursday, July 14, 2018 at 1:40 p.m. ROLL CALL Present: Chair Patricia Bentson, Vice Chair Carol Marques, Commissioner Terrie Berry, Commissioner Julie Garcia and Commissioner Ermelindo Puente Absent: Commissioner John Almash Staff present: Recreation Manager Adam Henig and Park Supervisor Bill Headley APPROVAL OF MINUTES Motion was made by Commissioner Berry, seconded by Commissioner Puente to approve the July 17, 2018 minutes and written with a vote of 5-0-0. APPROVAL OF AGENDA Motion was made by Commissioner Garcia seconded by Vice Chair Marques and carried with a vote to approve the agenda and written with a vote 5-0-0. INTRODUCTIONS None AWARDS/RECOGNITIONS The Gilroy Tennis Club was recognized by the Parks & Recreation Commission in the completion of resurfacing two tennis courts at Las Animas Veterans Park. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None NEW BUSINESS Parks and Recreation Staff Appreciation Breakfast, 9:00 a.m. September 20 at City Hall Henig reminded Commissioners of the upcoming appreciation breakfast being held on Thursday between 9:00 a.m. -10:30 a.m. Each commissioner discussed the menu and the items they will be providing. Page 6 of 24 Renaming of Hecker Pass Park (see attached policy) Headley briefly reviewed the requirements and protocol of naming Hecker Pass Park. Discussion followed. Motion was made by Commissioner Puente, seconded by Commissioner Garcia to proceed with the official naming of Hecker Pass Park in a vote of 5-0-0. Parks and Recreation Commission proposed mission statement (see example) Commissioners discussed and brainstormed the importance of having a mission statement that reflected the value of parks and recreation. After much discussion and brainstorming the Parks & Recreation Commission have accepted to voice the following: “The Parks and Recreation Commission of the City of Gilroy is committed to enhancing the quality of life for its citizens by promoting planning, acquisition, development, and sustainability of parks, trails, cultural, historical and other recreational areas. The commission embraces wellness and recreation, park safety, and inclusiveness for all ages and abilities because Parks Make Life Better.” Motion was made by Commissioner Puente, seconded by Vice Chair Marques to accept the mission statement and written with a vote of 5-0-0. November Meeting Date Changed (currently scheduled for 11/20/2018) Commissioner Berry suggested rescheduling the upcoming November meeting due to the majority of commissioners scheduled to be out of town during the week of Thanksgiving. Commissioners agreed to reschedule the regular meeting to Tuesday, November 27 at 6:00 p.m. in the Administration Conference Room. Motion was made by Commissioner Berry, seconded by Commissioner Garcia to change the November Parks & Recreation Regular meeting from November 20, 2018 to November 27, 2018 and written with a vote of 5-0-0. Review of the Board, Commission and Committee Attendance Policy and Consideration of Adjusting the Frequency of Parks & Recreation Commission Meetings (report attached) Henig reported to the commission that the City Clerk has reviewed the attendance policy for City Boards, Commissions and Committees. Due to a high number of absences among commissioners citywide, action was taken and brought to Council to move forward with the creation of uniform attendance policy. Previously in a calendar year, if a member of the commission was absent from three consecutive regular meetings without permission, their office shall become vacant. Now if a commissioner is absent for three meetings in a calendar year, their seat shall become vacant. Henig advised the commission to discuss the options of meeting bi-monthly or quarterly to prevent from meetings being cancelled and/or removal of a commissioner. Discussion followed. Motion was made by Commissioner Berry, seconded by Commissioner Puente to not adjust the frequency of Parks and Recreation Commission meetings and written with a vote of 5- 0-0. Consideration of Bicycle Pedestrian Commission’s Recommendation to Council to Audio/Video Record Commission and Committee Meeting (report attached) Page 7 of 24 Henig asked the Commission to discuss the consideration of televising the commission meeting. Discussion followed. Motion was made by Commissioner Garcia, seconded by Chair Bentson to support the recommendation to Council to audio/video record Commission and Committee meetings and written with a vote of 4-1-0. (Puente dissented) OLD BUSINESS Parks and Recreation Commission 2018 Work Plan Henig briefly provided an update on the current commission work plan. Commissioners reviewed the work plan by referring to what other cities are doing to enhance park safety. Other nearby cities, are having similar issues. Discussion followed. Ribbon Cutting Park Event – Ronan Channel Refer to Department Updates - Operations, Bill Headley. Great Garlic 5K and Youth Scholarship Fundraising updates Henig informed the Commission that 25 participants have already enrolled, but he anticipates an increased number of participants will register as the date approaches. Henig asked the commission to find vendors that are willing to donate items: decorations, pumpkins, corn stocks and hay bells. Donations letters have been distributed at Costco, Safeway and Nob Hill. Parks and Recreation Commission Training Budget Henig reminded Commissioners of the approved allocated amount to use for training and mentioned the upcoming CPRS training in October 2018. Bentson requested business cards for herself and to attend the training in Belmont, CA. Motion was made by Commissioner Bentson, seconded by Puente for Chair Bentson to attend the workshop on October 20, 2018 and order a set of business cards and written with a vote of 5-0-0. Street Tree Brochure and Tree City USA status updates Refer to Department Updates - Operations, Bill Headley. General Plan Advisory Committee Update Bentson reported to the Commission currently no meeting has been scheduled and will provide an update when committee reconvenes. DEPARTMENT UPDATES Recreation: Adam Henig (See Attached Report) • Recreation Coordinator – Susan Voss will be retiring end of October 2018 • Recreation Supervisor – Cathy Mirelez will be retiring end of November 2018 following the Grease production. Operations: Bill Headley (See Attached Report) • Ribbon Cutting Park Event – has been postponed due to trail work pending further environmental site approvals. Completion and formal opening will be postponed to late 2018 or early 2019. • Street Tree Brochure and Tree City USA status updates – are under review. Page 8 of 24 Commissioner Park Reports & Comments • Commissioner Puente – Butcher Park, Forest Street Park, San Ysidro Park & Renz Park Notice plants need more water and a lot of graffiti at Renz Park; noticed two trees missing at Forest Street Park; noticed one of the fountains do not work at San Ysidro Park; Butcher Park looked good. • Commissioner Marques – Miller Park & Las Animas Veterans Park Concerned dead sequoia tree at Miller Park – Headley reported it is currently 75% dead and it will eventually be removed; LAVP – noticed bleachers were power washed. • Commissioner Berry – Carriage Hills Park, Los Arroyos Park & Sunrise Park All parks looked good. • Commissioner Almash – Rainbow Park Not present to report. • Commissioner Bentson – CHP & Del Rey Park & Cydney Casper Park Suggested another trash bin next to the Tiny Tot area at Cydney Casper Park; all other parks looked in good condition. • Commissioner Garcia – El Roble Park & Gilroy Sports Park Noticed the tables were washed at El Roble. COMMISSIONER COMMENTS Garcia reported to the Commission on the new application process to request Disneyland Tickets has changed. Garcia briefly reported in order to request tickets a family event needs to take place prior to submitting the request. Commissioners reported on recent volunteer events; Uvas Creek Clean Up and KDA. Garcia will follow-up on the requirements and if tickets will be issued prior to Breakfast with Santa. STAFF COMMENTS None NEXT MONTH AGENDA ITEMS – Next month agenda item submission deadline: Tuesday, October 16, 2018 at 12:00 p.m. ADJOURNMENT Chair Patricia Bentson adjourned the meeting at 8:36 p.m. ________________________________ Christina Ruiz, Recording Secretary Recreation Department