2020-11-17 Parks & Rec Commission Regular Meeting Agenda Packet CITY OF GILROY PARKS AND RECREATION COMMISSION REGULAR MEETING NOVEMBER 17, 2020 6:00 p.m. City Council Chambers 7351 Rosanna Street Gilroy, CA 95020 AGENDA Page 1 of 4 PUBLIC PARTICIPATION IN THIS MEETING WILL BE LIMITED. THIS MEETING WILL BE CONDUCTED PURSUANT TO THE PROVISIONS OF THE GOVERNOR’S EXECUTIVE ORDER N-29-20 MEETING MATERIAL IS AVAILABLE ON THE CITY WEBSITE www.cityofgilroy.org. In order to minimize the spread of the COVID 19 virus, the City will be offering telephone and email options for public comments at this meeting. The public is encouraged to participate in this meeting by as follows: VIEW THE MEETING LIVE ON FACEBOOK https://www.facebook.com/GilroyCityHallMeetings PUBLIC COMMENTS WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE PARKS & RECREATION COMMISSION. COMMENTS MAY BE EMAILED PRIOR TO OR DURING THE MEETING TO ADAM HENIG AT adam.henig@cityofgilroy.org AND MUST BE RECEIVED BEFORE THE CHAIRPERSON OPENS PUBLIC COMMENT FOR THE ITEM. ADDITIONALLY, COMMENTS MAY BE MADE BY LEAVING A VOICE MESSAGE AT (408) 846-0577, PRIOR TO 5:00 P.M. NOVEMBER 17, 2020. IMPORTANT: identify the Agenda Item Number or PUBLIC COMMENT in the subject line of your email. The Clerk will read the first three minutes of each email into the public record. In compliance with the Americans with Disabilities Act, and Governors Order N-29- 20, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City a minimum of 2 hours prior to the meeting at (408) 846-0577. Materials related to an item on this agenda submitted to the City of Gilroy Parks and Recreation Commission after distribution of the agenda packet are available for public inspection with the agenda packet in the Recreation Division at City Hall, 7351 Rosanna Street during normal business hours. These materials are also available with the agenda packet on the City website at www.cityofgilroy.org Page 2 of 4 I. CALL TO ORDER II. ROLL CALL Chair: Michelle Wexler 12/21 Vice Chair: Theresa Graham 12/23 Angela Reinert 12/23 Patricia Bentson 12/20 Robert Miller 12/21 Ermelindo Puente 12/23 III. FLAG SALUTE IV. SECRETARY'S REPORT V. APPROVAL OF MINUTES A. October 20, 2020 VI. APPROVAL OF AGENDA VII. INTRODUCTIONS VIII. AWARDS/RECOGNITIONS IX. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA X. NEW BUSINESS A. Meet Recreation Division Staff 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: No action taken. B. Exploration of a Futsal Court at a City Park 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Discussion of exploring the possibility of resurfacing an existing surface into a futsal court at a city park. C. Approval of the 2021 Schedule of Regular Parks & Recreation Commission Meetings 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Motion to approve the 2021 Schedule of Regular Parks & Recreation Commission Meetings XI. OLD BUSINESS A. Establishing a Parks and Recreation Foundation Page 3 of 4 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Comment and receive feedback on findings about forming a parks and recreation foundation. B. Review Parks and Recreation Commission 2020 Work Plan (report attached) 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Review and continue to update Parks and Recreation Commission's 2020 Work Plan. XII. DEPARTMENT UPDATES A. Recreation Department Updates 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Review department updates and provide comment. B. Status of City Parks (report attached) 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Receive parks report and comment. XIII. COMMISSIONER PARK REPORTS & COMMENTS Park Assignments · Pat Bentson: Cydney Casper Park, Del Rey Park, and Los Arroyos Park · Robert Miller: Uvas Creek/Gilroy Sports Park, El Roble Park, and Las Animas Veterans Park. · Theresa Graham: Hecker Pass Park, Miller Park, and Rainbow Park · Ermelindo Puente: Butcher Park, Forest Street Park, Renz Park, and San Ysidro Park. · Michelle Wexler: Carriage Hills Park, and Sunrise Park · Angela Reinert: Christmas Hill Park, Christmas Hill Park Ranch Site, and Christmas Hill Levee Trail. XIV. STAFF COMMENTS XV. NEXT MONTH AGENDA ITEMS XVI. FUTURE MEETINGS January 19, 2021 at 6:00 P.M. Page 4 of 4 XVII. ADJOURNMENT CITY OF GILROY PARKS AND RECREATION COMMISSION REGULAR MEETING OCTOBER 20, 2020 6:00 p.m. City Council Chambers 7351 Rosanna Street Gilroy, CA 95020 MINUTES Page 1 of 3 I. CALL TO ORDER Attendee Name Title Status Pat Bentson Commissioner Present Robert Miller Commissioner Present Theresa Graham Title Present Ermelindo Puente (late) Commissioner Present Michelle Wexler Title Present Angela Reinert Commissioner Absent II. ROLL CALL III. FLAG SALUTE IV. SECRETARY'S REPORT: The Parks and Recreation Commission agenda was posted online on and posted in the City Hall kiosk on October 16, 2020. V. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - September 15, 2020 6:00 PM. Commissioner Miller motioned to approve. Commissioner Bentson seconded. Motion passed 4-0-0. VI. APPROVAL OF AGENDA Commissioner Bentson motioned to approve. Commissioner Miller seconded. Motion passed 4-0-0. VII. INTRODUCTIONS - none VIII. AWARDS/RECOGNITIONS - none IX. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA – none. X. NEW BUSINESS A. Recreation and Facility Needs Assessment Presentation - PROS Consultants’ Neelay Bhratt shared the project findings from the Recreation and Facilities Needs Assessment that his firm conducted. Presentation was 5.A Packet Pg. 5 Minutes Acceptance: Minutes of Oct 20, 2020 6:00 PM (APPROVAL OF MINUTES) Page 2 of 3 attached. Questions and comments from commissioners ranged in topics about demographics polling, priority of special user groups, and high priority of paved and unpaved trails, and the need for a multi-generational community center. No action taken. B. Celebration of Arbor Day 2020 at Farrell Avenue Park on November 10, 2020 – Henig asked for a formal vote to host the annual Arbor Day celebration on November 10 at Farrell Ave. Park. Due to the shelter in place orders, the event will not be open to the public, but commissioners will be present along with staff, the Mayor, and members of West Coast Arborists, who will donate a tree. Commissioner Bentson motioned to approve. Vice Chair Graham seconded. Motion passed 5-0-1. XI. OLD BUSINESS A. Consideration of Options for Bringing Back Recreation Programs: The subcommittee—Commissioners Bentson and Reinert and Vice Chair Graham—provided an update to the commission about the possibility of forming a parks and recreation foundation. Graham and Bentson reached out to various cities who have them that included American Canyon, San Carlos, Campbell, among others, and learned more about the makeup of each nonprofit and their focuses. At this point, the committee is uncertain about next steps; may pause until they receive further direction from commission. No action taken. B. Review Parks and Recreation Commission 2020 Work Plan (report attached): Henig provided an updated on the work plan: Needs Assessment presentation completed; Arbor Day has been rescheduled; and smoke-free parks might appear on a future Council agenda. In addition, there was discussion about the Recreation Division’s youth scholarship fund. Questions included how much was spent annually; how much was currently in the account; and how long does it take to spend it down. No action taken. XII. DEPARTMENT UPDATES A. Recreation Department Updates – Henig reviewed his report, which was included in the meeting packet on pages 38-39. B. Status of City Parks (report attached): Headley reviewed his report, which was included in the meeting packet on pages 41 -45. He was pleased to report that the playgrounds were reopening this week and that the street tree brochure has been drafted by Commissioner Bentson and sent to City Staff for review. XIII. COMMISSIONER PARK REPORTS & COMMENTS Park Assignments Pat Bentson: Pleased to see playgrounds were reopen, but inquired about the status of the basketball rims. Noticed cracking of cement in some of the parks. Robert Miller: Parks looked good; noticed excess watering occurring at the Sports Park and graffiti at the tennis courts in El Roble. 5.A Packet Pg. 6 Minutes Acceptance: Minutes of Oct 20, 2020 6:00 PM (APPROVAL OF MINUTES) Page 3 of 3 Theresa Graham: Noticed illegal activity occurring at Miller Park. Overall parks look fine. Ermelindo Puente: Butcher and Forest Street parks look good; Noticed at Renz that a tree was missing and grass needs more watering; San Ysidro Park was well-used Michelle Wexler: Noticed users were using the playground when it was roped off; observed that the fencing and caution tape were reinstalled the following day; Angela Reinert: no update XIV. STAFF COMMENTS - none XV. NEXT MONTH AGENDA ITEMS – due November 10. XVI. FUTURE MEETINGS November 17, 2020 at 6:00 P.M. XVII. ADJOURNMENT at 8:25 p.m. Adam Henig Recording Secretary Recreation Division 5.A Packet Pg. 7 Minutes Acceptance: Minutes of Oct 20, 2020 6:00 PM (APPROVAL OF MINUTES) PARKS AND RECREATION COMMISSION STAFF REPORT Agenda Item Title: Meet Recreation Division Staff Meeting Date: November 17, 2020 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: No action taken. Executive Summary Given the changes that have occurred over the past six months as well as the inability to host the annual parks and recreation commission-sponsored staff appreciation breakfast due to the pandemic, the Recreation Division leadership team will introduce themselves and share what their current responsibilities. The team comprises of:  Monica Gonzalez, Community Coordinator  Judy Mireles-Janisch, Recreation Coordinator  Monica Sendejas, Recreation Coordinator  Carina Baksa, Management Analyst  Adam Henig, Recreation Manager 10.A Packet Pg. 8 PARKS AND RECREATION COMMISSION STAFF REPORT Agenda Item Title: Exploration of a Futsal Court at a City Park Meeting Date: November 17, 2020 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Discussion of exploring the possibility of resurfacing an existing surface into a futsal court at a city park. Executive Summary At the September 2020 Parks and Recreation Commission meeting, resident Miguel Gutierrez during public comment voiced his support for the need of dedicated space for the game of futsal. It would require the creation of or resurfacing of an existing tennis or basketball court at a city park, Gutierrez explained. Following the meeting, Gutierrez met with city staff and Chair Wexler about next steps. Wexler recommended that the item be discussed at a future commission meeting, in hopes of identifying potential sites and determining the next steps in this process. Items to consider are:  Site Location  Project Costs  Impact on Surrounding Neighborhood  Funding Source(s)  City’s Operational Resources 10.B Packet Pg. 9 PARKS AND RECREATION COMMISSION STAFF REPORT Agenda Item Title: Approval of the 2021 Schedule of Regular Parks & Recreation Commission Meetings Meeting Date: November 17, 2020 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Motion to approve the 2021 Schedule of Regular Parks & Recreation Commission Meetings Executive Summary Toward the end of the calendar year, the Parks and Recreation Commission needs to approve the upcoming year’s meeting schedule. Historically, the Commission has gone dark (not held a meeting) on the months of August and December. In addition, the commission meets on the third Tuesday of every month and typically hosts a retreat in the early part of the calendar year. 2021 Parks & Recreation Commission Regular Meeting Schedule  January 19, 2021  February 16, 2021*  March 16, 2021  April 20, 2021  May 18, 2021  June 15, 2021 10.C Packet Pg. 10  July 20, 2021  August 17, 2021  September 21, 2021  October 19, 2021  November 16, 2021  December 21, 2021 *GUSD is closed that week (President’s Day is February 15). 10.C Packet Pg. 11 PARKS AND RECREATION COMMISSION STAFF REPORT Agenda Item Title: Establishing a Parks and Recreation Foundation Meeting Date: November 17, 2020 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Comment and receive feedback on findings about forming a parks and recreation foundation. Executive Summary At the October meeting, the committee (comprised of commissioners Bentson, Reinert, and Graham) updated the commission about their findings. They have contacted nearby parks and recreation foundations to find out how they were established and are managed, in hopes of creating a similar organization in Gilroy. On November 4, the committee followed-up with Staff Liaison Henig and discussed steps to move forward with the process. These included becoming a member of the Association of Park Foundations, a national advocacy group that can assist with the process of starting up the organization. In addition, as not to be confused with the Gilroy Foundation, the committee also recommended that this organization be known as Friends of Gilroy Parks and Recreation or something similar. 11.A Packet Pg. 12 PARKS AND RECREATION COMMISSION STAFF REPORT Agenda Item Title: Review Parks and Recreation Commission 2020 Work Plan (report attached) Meeting Date: November 17, 2020 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Review and continue to update Parks and Recreation Commission's 2020 Work Plan. Executive Summary On February 29, 2020, the Parks and Recreation Commission held a retreat and brainstormed topics for their 2020 work plan. Due to the Covid-19 crisis, the Commission did not approve the work plan until May 19, 2020. The adopted work plan will be a continued work in progress and should align with the current City Council priorities:  Ensure Financial Stability  Enhance Public Safety Capabilities  Revitalize Downtown  Focus on Revenue Driven Economic Development  Retain Stability in the City’s Workforce  Provide Opportunities for Meaningful Public Engagement  Ensure Neighborhoods Benefit Equally from City Services Attachments: 1. PRC 2020 Work Plan 11.10..20 11.B Packet Pg. 13 2020 Parks and Recreation Commission Work Plan Project Name Work Deliverable in 12 months City Council Priority Status Review Capitol Improvement Projects Provide input to city staff about parks and recreation related CIP projects Provide input COMPLETED - provided input on 5/19 commission meeting Participate in citywide events Support recreation department staff at existing public events to city's parks and recreation programs Participate with recreation staff at downtown events and recreation- led special events (if possible) Unable to do so because of Covid-19 Response to Recreation Services Needs Assessment Provide input to consultant-led facility needs assessment Provide input to consultant-led facility needs assessment and offer ideas to staff on how to implement recommendations Ensure Financial Stability COMPLETED: Report presented at Oct. 20 meeting Host Arbor Day As part of the Tree City application, host Arbor Day once a year Reschedule Arbor Day for fall COMPLETED: Rescheduled for November 10 at 2pm at Farrell Ave. Park. Raise funds for Recreation Department Youth Scholarship Continue to fundraise for Recreation Department Youth Scholarship Fund by participating in the Kids Triathlon and Breakfast with Santa Report how much is raised Ensure Financial Stability Unable to do so because of Covid-19 Monitor city parks Commissioners each visit assigned parks and report to staff during meetings about observations or recommended changes for improvement Commissioners provide feedback to staff about city parks Enhance Public Safety Capabilities Ongoing Promote Smoke-free park policy Develop best practices to promote not smoking in city parks Develop best practices Enhance Public Safety Capabilities ONGOING: A memo was approved to be at the Sept. meeting. Memo was sent to Council by Chair; Will be brought forth for a future Council agenda item on 11/16. Collaborate with other city commissions and boards Provide Opportunities for Meaningful Public Engagement ONGOING: Working with BPC on mapping; awaiting direction from city public works staff; working on coordinates 11.B.a Packet Pg. 14 Attachment: PRC 2020 Work Plan 11.10..20 (3111 : Review Parks and Recreation Commission 2020 Work Project Name Work Deliverable in 12 months City Council Priority Status Add mile markers to levee Recruit volunteers or Eagle Scouts to complete project Complete mile markers (both directions) between Gilroy Sports Park and Highway 152 (Hecker Pass) ONGOING: Commissioner Miller will work with Bill Headley to recruit volunteers to install mile markers Expand or promote running/hiking trails and bike paths in Gilroy through development of user-friendly map. Commissioner Reinert will take the lead and will collaborate with BPC Chair Hilton Recreate web-based GIS map on city website ONGOING: Commissioner Reinert is currently working with Bicycle Pedestrian Commission and Community Development Dept. staff. Monitor new construction projects related to park access and recreational opportunities No update revised November 10, 2020 Additional items that were suggested by the Parks and Recreation Commission: -Creating a Park Ranger position -Mark all parks accessible by foot or bike (i.e. Gilroy Sports Park) -ADA-focused park (e.g., Magical Playground) -Engaged with future of park-related projects at Gilroy Gardens -Collaboration with other commissions/boards such as Bike and Pedestrian Commission -Promotion of city’s parks and recreation programs -Prop. 68 follow-through -Expand or promote running/hiking trail and bike paths in Gilroy -Downtown Signage from Uvas Creek Levee Trail -Explore Grant Opportunities -Parks & Recreation Foundation -CAPRCBM awards -BMX Track in Gilroy -Field Trips -Explore possibility of creating a mural at the handball courts at Las Animas Veterans Park (with Arts & Culture Commission) -Audio history of city parks (ask Museum) -Bathroom Renovation at Las Animas Veterans Park -Stay engaged with Gilroy Sports Park -Improve Communication with Council 11.B.a Packet Pg. 15 Attachment: PRC 2020 Work Plan 11.10..20 (3111 : Review Parks and Recreation Commission 2020 Work PARKS AND RECREATION COMMISSION STAFF REPORT Agenda Item Title: Recreation Department Updates Meeting Date: November 17, 2020 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Review department updates and provide comment. Executive Summary As 2020 comes to an end, the Recreation Division has successfully been able to pivot from its normal day-to-day operations to shelter-in-place to its current state, modified programming in the age of Covid-19. Between virtual and in-person offerings, Recreation has registered over 375 participants. Whether it’s free or fee-based, the Recreation Division has offered a wide variety of classes to serve children, teens, adults, and seniors. These have included:  Virtual Yoga for Seniors  After School in the Park  Gilroy Youth Center Afterschool Program  Tae Kwon Do  Adaptive Classes (special needs)  Soccer  Polynesian Dance  Flag Football  Futsal 12.A Packet Pg. 16 In addition, Recreation staff has been managing meal distribution programs to residents (thousands) and, as of September 23, a Covid-19 testing site that has served more than 300 residents. Also, the Recreation office continues to manage the park picnic area reservation program. Currently, staff is working on the 2021 Winter/Spring Activity Guide, which will be available in January 2021. Notwithstanding unforeseen circumstances, staff is preparing to offer even more recreation programs to the community in 2021. 12.A Packet Pg. 17 PARKS AND RECREATION COMMISSION STAFF REPORT Agenda Item Title: Status of City Parks (report attached) Meeting Date: November 17, 2020 Submitted By: Bill Headley Prepared By: Adam Henig Recommendation: Receive parks report and comment. Executive Summary See attached report. Attachments: 1. PRC Park Operations Report_November_ 17_ 2020_ 12.B Packet Pg. 18 7351 Rosanna St. Gilroy, CA 95020 -6197 www.ci.gilroy.ca.us (408) 846-0451 City of Gilroy Public Works Department Parks and Landscape Division MEMORANDUM Date: November 17, 2020 To: Parks and Recreation Commission CC: Girum Awoke, Public Works Director From: Bill Headley, Park Operations Supervisor Subject: Public Works Park Operations Report REPORT TO COMMISSION for November 17, 2020 1. Street Tree Brochure draft text prepared by PRC commissioner Pat Bentson has been sent to City staff for review and comment. Following any updates the draft brochure will be forwarded to PRC Commission for review. The estimated timeline for PRC review of draft brochure is January 2021 commission meeting. 2. Glen Lomas development on the Christmas Hill Park west hillside will impact the park until adjacent residential development is completed. The west property line park pathway will be restored and a new brown concrete split fence will replac e the old park boundary fence. No change in status for park west property line trail closure. 12.B.a Packet Pg. 19 Attachment: PRC Park Operations Report_November_ 17_ 2020_ (3112 : Status of City Parks (report attached)) 7351 Rosanna St. Gilroy, CA 95020 -6197 www.ci.gilroy.ca.us (408) 846-0451 3. Arbor Day is scheduled for Tuesday November 10th, 2020 at 2:00 PM at Farrell Ave Park on the Wren Ave. frontage where six crepe myrtle trees will be planted. West Coast Arborists are donating the six 15 gallon trees for Arbor Day. 12.B.a Packet Pg. 20 Attachment: PRC Park Operations Report_November_ 17_ 2020_ (3112 : Status of City Parks (report attached)) 7351 Rosanna St. Gilroy, CA 95020 -6197 www.ci.gilroy.ca.us (408) 846-0451 Parks / City Incident Reports Public Works Operations (August, September, and October reports will be provided at January Mtg.) 12.B.a Packet Pg. 21 Attachment: PRC Park Operations Report_November_ 17_ 2020_ (3112 : Status of City Parks (report attached)) 7351 Rosanna St. Gilroy, CA 95020 -6197 www.ci.gilroy.ca.us (408) 846-0451 MAINTENANCE HIGHLIGHTS Parks Section Weekly Report October 8, 2020  2x turf sprinklers replace at Gilroy Sports Park  Replace stolen trash can from Downtown Paseo  Repaired locking pipe access gate at Gilroy Sports Park near siltation pond  Installed erosion control waddles around base of the dog park fence at LAVP Parks Section Weekly Report October 14, 2020  Miller Park restroom hand dryer repaired by Facilities staff  SYP low tree limb removals around south playground area  Replace three stolen Sports Park trash cans  Low limb removal in Miller Park playground and picnic area  Welding repair of Mulberry BBQ gazebo electrical panel box at Christmas Hill Park (CHP)  Removed 2x sofas, a sink, and bed from CHP Overflow dirt parking lot west end of 10th St. and Levee Trail  CHP Ranch automatic irrigation valve repired  Two Uvas Levee based fence posts with cable repaired along Uvas Park Dr. south of Miller Ave.  LAVP low oak tree limbs pruned  Miller Park restroom drinking fountain repaired Parks Section Weekly Report October 28, 2020  Public Works Director last day of work lunch BBQ  Gilroy Sports Park playground swing seat replacement  Repair and replacement of concrete retaining wall and 4x art tiles at SYP retaining wall for stairway  Replaced teeter tot anchor bolt with heavier duty anchor bolts in Sunrise Park playground  Mainline tee repair behind LAVP major ballfield  Fire arson of LAVP Tennis net with damage to tennis court surface. Fire department called.  Miller Park restroom storeroom burglarized. Dead bolt lock guard weld with steel plate reinforcement  Butcher Park irrigation drip line repaired  CHP creekside trash can theft replaced 12.B.a Packet Pg. 22 Attachment: PRC Park Operations Report_November_ 17_ 2020_ (3112 : Status of City Parks (report attached)) 7351 Rosanna St. Gilroy, CA 95020 -6197 www.ci.gilroy.ca.us (408) 846-0451 THANKS FOR HELPING TO KEEP OUR PARKS SAFE When you notice something that you feel is a safety hazard or that needs attention, no need to wait until the Parks & Recreation Commission meeting to report it. Please call (408) 846-0460 during regular business hours, or the non-emergency after-hours number, (408) 846-0350, to report.  Green metal trash can at oaks playground arson fire. Fire department called. Park staff rebuilt unit  Carriage Hills Park Nazi sidewalk etching ground clear with rental grinder To report graffiti, please call the Graffiti Hotline @ (408) 846-0395 12.B.a Packet Pg. 23 Attachment: PRC Park Operations Report_November_ 17_ 2020_ (3112 : Status of City Parks (report attached))