04/16/2019 Parks & Rec Commission - Regular Meeting Agenda Packet
CITY OF GILROY
PARKS AND RECREATION COMMISSION
REGULAR MEETING
APRIL 16, 2019
6:00 p.m.
City Council Chambers
7351 Rosanna Street
Gilroy, CA 95020
AGENDA
Page 1 of 4
KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE
Government's duty is to serve the public, reaching its decisions in full view of the public.
Commissions, task forces, councils and other agencies of the City exist to conduct the people's
business. This ordinance assures that deliberations are conducted before the people and that City
operations are open to the people's review.
FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT
ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A
VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT
COMMISSION STAFF AT (408) 846-0204/shawna.freels@cityofgilroy.org
PUBLIC COMMENT GUIDELINES:
During the PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA portion of the
meeting, each person wishing to speak should prepare a presentation of not more than three (3)
minutes. Persons wishing to address the Commission are requested, but not required, to complete
a Speaker’s Card located at the entrances. Completion of this speaker’s card is voluntary. All
persons may attend this meeting and speak, regardless if a card is completed or not. Speaker’s
slips should be submitted to the Secretary BEFORE this portion of the meeting begins. Anyone
wishing to address the Commission on any other item on this AGENDA is requested, but not
required, to fill out a speaker’s slip as well and submit it to the Secretary BEFORE the
Commission takes action on the item.
Materials related to an item on this agenda submitted to the City of Gilroy Arts & Culture
Commission after distribution of the agenda packet are available for public inspection with the
agenda packet in the Recreation Department 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”
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact the Recreation Department at (408) 846-0460.
Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements
to ensure accessibility to this meeting. (28CFR 35.102-35.104 ADA Title II)
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I. CALL TO ORDER
Chair: Patricia Bentson 12/20 Marcos Gonzalez 12/22
Terrie Berry 12/19 Theresa Graham 12/19
Robert Miller 12/21 Ermelindo Puente 12/19
Michelle Wexler 12/21
II. FLAG SALUTE
III. SECRETARY'S REPORT
IV. APPROVAL OF MINUTES
A. Meeting Minutes of February 19
V. APPROVAL OF AGENDA
VI. INTRODUCTIONS
A. Robert Miller
VII. AWARDS/RECOGNITIONS
A. Julie Garcia
VIII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
IX. PRESENATION TO COMMISSION
1. Presentation of the City of Gilroy Board, Commission & Committee
Member Handbook by City Clerk
X. NEW BUSINESS
A. Selection of Meeting Date and Site for Arbor Day
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
Motion to approve meeting date and site to host annual Arbor Day event.
XI. OLD BUSINESS
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A. Finalize and approve 2019 Parks and Recreation Commission
Work Plan
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
Approve 2019 Parks and Recreation Commission Work Plan that was
developed at annual commission retreat. Ensure it is in alignment with
City Council's priorities.
B. Fiscal Year 2019 Training Budget Expenditures
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
Receive an update on the Commission's training budget and motion to
approve allocation of funds for training.
XII. DEPARTMENT UPDATES
A. Recreation Department Report
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
Receive report.
B. Parks Report
1. Staff Report: Bill Headley, Parks Supervisor
2. Public Comment
3. Possible Action:
Receive report.
XIII. GPAC UPDATE
XIV. COMMISSIONER PARK REPORTS & COMMENTS
Park Assignments
· Pat Bentson: Christmas Hill Park, Cydney Casper, and Del Rey Park
· Terrie Berry: Carriage Hills Park, Los Arroyos Park, and Sunrise Park
· Marcos Gonzalez: Las Animas Veterans Park
· Theresa Graham: Miller Park and Rainbow Park
· Ermelindo Puente: Butcher Park, Forest Street Park, Renz Park, and San Ysidro Park
· Michelle Wexler: Hecker Pass Park
· Open: El Roble Park and Gilroy Sports Park (previously belonged to Julie Garcia)
A. CPRS Conference Debrief by Chair Pat Bentson
XV. STAFF COMMENTS
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XVI. NEXT MONTH AGENDA ITEMS
XVII. ADJOURNMENT
XVIII. FUTURE MEETINGS
CITY OF GILROY
PARKS AND RECREATION COMMISSION
REGULAR MEETING
FEBRUARY 19, 2019
6:00 p.m.
Police Department Community Room
7301 Hanna Street
Gilroy, CA 95020
MINUTES
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I. CALL TO ORDER
The regular meeting of the Parks and Recreation Commission was called to
order by Vice Chair Ermelindo Puente at 6:00 p.m.
II. FLAG SALUTE
Puentes led the pledge of allegiance.
III. SECRETARY'S REPORT
The packet was posted on the City's website on Friday, February 15, 2019
at 12:59 p.m.
ROLL CALL
Present: Vice Chair Ermelindo Puente, Commissioner Marcos Gonzalez,
Commissioner Michelle Wexler and Commissioner Theresa Graham.
Commissioner Terrie Berry (arrived at 6:11 p.m.)
Excused Absence: Chair Patricia Bentson.
Staff present: Recreation Manager Adam Henig and Parks Supervisor Bill
Headley
IV. APPROVAL OF MINUTES
There were two amendment requests: 1) Under item# XVI, the future
meeting date should have read February 19, 2019 (not February 12), and
under item #XIII, the second paragraph starting with 'Bentson..." was
mistakenly repeated under item #XII.
Motion was made by Commissioner Gonzalez; seconded by Commissioner
Wexler to approve the amended January 15, 2019 minutes as noted.
V. APPROVAL OF AGENDA
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Due to template issues, the original agenda read a start time of 9:00 p.m., it
was corrected to reflect 6:00 p.m.
Motion was made by Commissioner Gonzalez, seconded by Commissioner
Wexler and carried with a vote to approve the amended agenda as written
with a vote 5-0-0.
VI. INTRODUCTIONS
VII. AWARDS/RECOGNITIONS
None.
VIII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
None.
IX. NEW BUSINESS
A. Bicycle Friendly Community Public Survey Results & Report Card
Chair of the Bicycle Pedestrian Commission (BPC) Zachary Hilton informed the
League of American Bicyclist has awarded the City of Gilroy at the Bronze level
designation as a Bicycle Friendly Community. The Bronze designation is valid for
four years and will be up for renewal in 2022. Hilton stated there was an extensive
application process that took place and the BPC collaborated with Gilroy Police
Department and the Engineering Department to complete the application. He
referred the commissioners to the scorecard listed on page 11 of the meeting packet.
A public survey was conducted. Majority of residents wanted to see bike parking
infrastructure in shopping centers. New recreational adult riders would like to see
bike trail maps. Park Supervisor Headley asked if there will be a sign at the city
entry side. Hilton stated he hopes to order four signs and city staff could place them
at the respective sites. In addition, Wexler piggy backed on Hilton’s report, stating
that the “healthy city reports” has lots of information related to Hilton’s report that
the commission will find of interest. She suggested the commission take a look into
it in a future meeting.
B. Consider Proposal for Gateway Park Master Plan in the Hecker
Pass Specific Plan Area
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Headley referred the commissioners to pages 13-16 of the packet. The mini park
located at the southwest corner of Hecker Pass Highway and Santa Teresa
Boulevard will be presented to City Council next month. It has a proposed
monument curved sign at the corner with numerous amenities such as bike racks,
tables, a bike repair center and a multi-purpose water fountain. This is not a
destination park (which means there is no bathroom or a dedicated parking lot). The
name of it is Gateway Park and is part of the Hecker Pass Specific Plan. The City is
not paying for the construction of the park (developer will be), but the City will
maintain it. There will also be pedestrian directional signs used to locate other city
bike trails.
A motion to recommend City Council approval of the Gateway Park master plan
and park name was made by Commissioner Gonzalez; seconded by Commissioner
Berry and carried a vote of 5-0-0.
2. March 2019 Parks and Recreation Commission Meeting Date
As explained in the staff report, Henig provided three options for the March 2019
regular Parks and Recreation Commission meeting. The Commissioners decided to
support option B, which eliminated the regular meeting (scheduled for March 19) in
lieu of the March 23, 2019 retreat at the Willey Cultural Center.
Motion made by Berry; seconded by Gonzalez and carried a vote of 5-0-0.
X. OLD BUSINESS
A. Fiscal Year 2019 Training Budget Expenditures
Henig stated $585.38 has been spent from the $1,000.00 commission training
budget. He asked the commissioners if they had funding proposals. None did.
Wexler asked if there was training specifically for parks and recreation
commissioners Henig explained there was a training in October 2018 in Belmont
(Bentson attended). He will keep commissioners abreast of future events. Wexler
informed the others that she will be attending a children and nature training in
Oakland this spring through her place of employment. If commissioners are
interested in attending, Henig can forward the information.
XI. DEPARTMENT UPDATES
A. Recreation Department Report
Henig provided a report (see attached report)
B. Parks Report
Headley referred commissioners to page 21 of the packet
XII. COMMISSIONER PARK REPORTS & COMMENTS
Park Assignments
Vice Chair Puente:
Butcher Park-looks clean;
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Wren Park: He mentioned an electrical cover issue.
Forest Street Park: The electrical cover was replaced, the street light
at the corner needs to be replaced;
San Ysidro Park: under the canopy, he spotted graffiti on tables. He
noticed the bathrooms are dirty and a fountain is not working.
Commissioner Berry-
Carriage Hill- the basketball back board needs fixing. The other parks
look fine.
Commissioner Wexler:
Hecker Pass Park looked fine;
Carriage Hill Park - received notification from a community member
that one of rock climbing elements is loose;
Downtown: on the corner of 6th street and Monterey, a city tree is
missing.
Commissioner Gonzalez:
Las Animas Park-nothing to report; He noticed the tennis courts are
being utilized by children and adults. In fact, much of the park was full
of family activity.
Commissioner Graham:
Rainbow Park - was being utilized by family members. She noticed
the side boards have graffiti on it;
Miller Park –she is concerned with the large visible homeless
population. She also noticed a branch was hanging over a tree and
swinging wildly about. Also, there are pine noodles dropped
throughout the grounds.
XIII. STAFF COMMENTS
Henig stated Julie Garcia has resigned from the Parks and Recreation
Commission.
XIV. ADJOURNMENT
Vice Chair Puentes adjourned the meeting at 7:07 p.m.
XV. FUTURE MEETINGS
The next regular meeting of the Parks and Recreation Commission will be
cancelled; in its replacement, the Parks and Recreation Commission will
host a retreat that is scheduled for 9:00 a.m., Saturday, March 23, 2019 at
the Willey Cultural Center.
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Zinnia Navarro
Recording Secretary
Recreation Department
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Produced by the Gilroy City Clerk’s Office
BOARD, COMMISSION
& COMMITTEE
MEMBER HANDBOOK
2019
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WELCOME AND ORIENTATION
Welcome and thank you for your willingness to serve as a member of a
City of Gilroy Board, Commission or Committee. Advisory bodies play an
important role in city governance by assisting the City Council in addressing
specific issues in detail, lending professional expertise, and facilitating
community decision-making.
The City of Gilroy has a number of advisory bodies, each with distinct
responsibilities. As a new advisory body member you will need to familiarize
yourself with the documents governing your particular body including the City
Charter and ordinances, bylaws, relevant element(s) of the General Plan, and
current work plan goals, all available from your staff liaison. Reviewing these
documents will help you get a sense of your responsibilities.
This Handbook is designed to serve as a reference of the basic
procedures that apply to all City advisory bodies. Your staff liaison will facilitate a
general orientation to familiarize you with your advisory body and go over current
issues that have been under consideration.
Learning your role and developing an effective voice takes time and
familiarity. We hope this Handbook will assist you towards a satisfying and
productive experience. Your participation is deeply appreciated by the City
Council, by city staff, and by your community.
The vitality and strength of our community comes from the willingness of
people like you who serve Gilroy.
Respectfully,
Gilroy City Council and City Staff
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Table of Contents
WELCOME AND ORIENTATION i
STRUCTURE OF CITY GOVERNMENT 1
Form of Government 2
City Council 2
Boards, Commissions and Committees 2
City Officers, Departments and Staff 3
BOARD, COMMISSION & COMMITTEE MEMBERSHIP 4
Appointments 5
Resignations and Removals 5
Attendance 5
Vacancies 5
Annual Recognition 5
Terms 6
BOARD, COMMISSION & COMMITTEE OFFICERS AND STAFF 7
Officers 8
Staff 8
Records 8
Expenses 8
PREPARATION FOR MEETINGS 9
Preparation 10
Action 10
Agenda Questions 10
Limits of Authority 10
Objectivity 10
Openness 10
Clarifications 11
Conflicts of Interests 11
Remote Participation 11
MEETINGS 12
Regular Meetings 13
Adjourned Meetings 13
Special Meetings 13
Subcommittees 13
Quorum 13
Agendas 14
Minutes 14
Procedure 15
Work Plan 15
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Table of Contents (Continued)
MEETING MANAGEMENT 16
Proceedings 17
Decorum at Meetings 19
Effective Conflict Management 19
Basis for Your Decision 20
Motions 20
Role and Responsibilities of the Chair 21
ROLES, RESPONSIBILITIES AND RELATIONSHIPS 23
Council-Advisory Body Relationship 24
Code of Ethics and Values 24
Staff-Advisory Body Relationship 25
Staff Responsibilities 25
Relations with other Advisory Bodies 26
City Clerk 26
City Attorney 26
IMPOSED RESTRAINTS 27
Conflict of Interest 28
Public Records Laws 28
The Brown Act & Gilroy Open Government Ordinance 28
Discrimination and Equal Protection 29
Due Process 29
Reasonableness 29
Use of Public Property 29
Conflict of Interest Code: Disclosure Requirements 29
USE OF CITY EMAIL 29
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THE STRUCTURE OF CITY
GOVERNMENT
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THE STRUCTURE OF CITY GOVERNMENT
A. FORM OF GOVERNMENT
Generally, there are two sources of authority by which California cities
govern themselves. General Law cities adhere to the provisions and
requirements established as general law by the state of California. Charter cities
use the election process to adopt a charter or constitution, which sets forth the
basis and authority for all future actions not in contradiction with pre-emptive
state law. Gilroy is a Charter City as are approximately 20% of California cities.
B. CITY COUNCIL
The City Council is a 7 member body consisting of 6 Council Members
elected at large in even numbered years to staggered four-year terms, and one
directly elected Mayor serving a four-year term.
The City Council is the governing body of the City, vested with the
regulatory and corporate power of the municipal corporation. The Council serves
as the City’s board of directors and legislative body. It sets goals and priorities
and establishes policies. The Mayor is the presiding officer of the Council, and
the official spokesperson and representative of the City.
It is not possible for each Council Member to know all pertinent facts of
every given situation. For counsel and advice on the practical application of
established policy, reliance is placed on the service of interested citizens
appointed to the various advisory bodies. For technical and administrative
assistance, both the Council and the advisory bodies refer to the City
Administrator and the City Administrator’s staff.
C. BOARDS, COMMISSIONS AND COMMITTEES
There are two types of advisory bodies. One is permanent with duties,
responsibilities, and scope of authority is set forth in an enabling ordinance or the
Charter. The other is ad hoc and typically created by action of the Council to
serve a particular function during a specified time.
In both instances, the primary purpose of these entities is to gather
information, weigh public input, and examine issues in depth to render a
recommendation to the Council and the City Administrator. Certain advisory
bodies also have decision-making authority in certain circumstances,
A brief description of the various advisory bodies and their primary
functions is available from the City Clerk’s office.
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D. CITY OFFICERS, DEPARTMENTS, AND STAFF
The City Council appoints the City Administrator, City Clerk and City
Attorney.
1. City Administrator
The City Administrator has complete responsibility and authority for
the administration of the City’s government. This individual is appointed
by, and serves at the pleasure of the Council, and is the appointing
authority for the City, selecting the department heads and other
employees.
2. City Clerk
The position of the City Clerk is established by state law, and has
responsibility for conducting all municipal elections, acting as legislative
support to the City Council, and maintaining all official city records. This
individual is appointed by, and serves at the pleasure of the City Council
3. City Attorney
The City Attorney is also appointed by, and serves at the pleasure
of the City Council, and is retained to advise the Council and staff on
questions of law, to represent the City in legal actions and other actions to
which the City is a party, or as otherwise may be requested by the City
Council.
4. Departments
The administration of Gilroy’s government is provided by the City
Administrator and the following departments: Administration, Community
Development, Finance, Fire, Human Resources, Police, Public Works and
Recreation. The heads of departments are appoin ted by the City
Administrator with the consent of the Council, and serve at his/her
pleasure. By virtue of their technical training and experience, they are
assigned by the City Administrator to provide staff assistance as needed
to the advisory body. However, the advisory bodies have no authority to
supervise or direct the work of city staff. This is done only through the City
Administrator.
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BOARD, COMMITTEE & COMMISSION
MEMBERSHIP
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BOARD, COMMITTEE & COMMISSION MEMBERSHIP
A. APPOINTMENTS
In order to be eligible for appointment to an advisory body (with the
exception of the Youth Commission), a person must be a qualified registered
voter of the City, and may not hold any paid office or employment in the City
government.
After application, interview and selection, board, committee and
commission appointments are made by majority vote of the Council for specified
terms, which are mostly four years in length. Each advisory body member must
be administered the oath of office by the City Clerk prior to being seated. In
some instances, disclosure of economic interests may be required by the city’s
Conflict of Interest Code under the regulations of the California Fair Political
Practices Commission.
B. RESIGNATIONS AND REMOVALS
If a member is unable to continue serving because of health, business
requirements or personal reasons, a letter or email of resignation should be
submitted to the staff liaison.
The position of any member is automatically vacated when the member
ceases to meet the qualifications for office, when Council accepts the member’s
resignation, or when the Council so declares.
C. ATTENDANCE
The City has attendance standards for all members of the City’s advisory
body’s. A member shall be automatically removed from an advisory body under
the following conditions:
1. A member has more than two excused absences and one
emergency absence from regular meetings in a calendar year.
(Resolution 2018-41)
2. A member absents themself from three consecutive regular meetings
without the approval of the body as expressed in its minutes.
D. VACANCIES
Vacancies are filled by appointment by the Council. Appointments made
in the middle of a term are for the unexpired portion of that term.
E. ANNUAL RECOGNITION
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Advisory body members are honored annually at the city volunteer
appreciation event.
F. TERMS
No person shall serve more than two consecutive full terms on the same
policy body. A member who has served two consecutive full terms shall not be
eligible for reappointment to the same policy body for four years.
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OFFICERS AND STAFF
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OFFICERS AND STAFF
A. OFFICERS
Each year, every advisory body will select from its membership a
chairperson and a vice chairperson who serve at the pleasure of the advisory
body. The term is for one year. It is the chairperson’s duty to preside over
meetings and to present such reports as are required or requested by the
Council, and to act as the formal representative in communications with the
Council. The vice chairperson acts in this capacity when the chairperson is not
available.
B. STAFF
The services of the city staff assigned to the advisory body are
coordinated by the City Administrator. The City Administrator shall provide a
secretary for the recording of the minutes of each advisory body who shall keep a
record of its proceedings and transactions.
C. RECORDS
The agenda, meeting reports, minutes, audio or video and other official
records of an advisory body are public records. Agendas, minutes and notices of
adjournment or special meetings must be posted as required by the Ralph M.
Brown Act and Gilroy Open Government Ordinance.
D. EXPENSES
Necessary meeting space and equipment will be made available to the
advisory body. If a budget is provided, the advisory body is required to operate
within budgetary limitations, with all expenditures requiring prior approval by the
advisory body. Mileage and personal expenditures associated with attendance
at approved conferences, hearings and other meetings will be reimbursed
according to city policy. In all instances, the purchasing procedures of the City
apply.
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PREPARATION FOR MEETINGS
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PREPARATION FOR MEETINGS
A. PREPARATION
Be prepared. Thoroughly review the agenda packet, including agenda
reports, and any other materials before the meeting. The issues that come
before advisory bodies are important to the community as a whole and demand
your consistent attention. In agreeing to serve on an advisory body, you make a
commitment to put in the time required to prepare fully for each meeting.
B. ACTION
Understand what action you are being called upon to take for each
particular agenda item. Your agenda will clearly identify the recommendation the
policy body is being asked to make.
C. AGENDA QUESTIONS
If you have questions about the agenda or agenda report, contact your
staff liaison before the meeting to clarify questions or request further information.
D. LIMITS OF AUTHORITY
Know the responsibilities of your advisory body, as well as the limitations
of your individual authority. As a member of an advisory body you will be asked
to provide recommendations to the City Council about specific issues through
your policy body as a whole. Keep in mind that your appointment does not
empower you to supervise or direct City staff.
E. OBJECTIVITY
Keep an open mind. An objective, balanced, and receptive approach will
help you assess the facets of a given issue, and evaluate new ideas. When
receiving written and oral public testimony it will be necessary to discern between
fact and opinion, as well as between those concerns which are relevant and
those which are secondary to the issue at hand. Keeping an open mind will
make it easier for you to understand all sides of an issue before you make a
judgment or take a position. You will need to ensure you’ve been provided with
all of the facts before taking action.
F. OPENNESS
Strive to appreciate differences in approach and point of view. Diversity of
ideas sustains a thoughtful dialogue and a vibrant community. Likewise, take
care to articulate your own ideas: remember that your individual voice is a critical
part of the whole dialogue. Again, furthering common goals takes cooperation,
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flexibility, and a broad-based view of the public interest. If in doubt, return to the
foundational documents to guide your understanding of the complexities of an
issue.
G. CLARIFICATIONS
If you are unsure about something before or during the meeting, ask for
clarification from you staff liaison to ensure your decisions are based on the facts
presented. On behalf of the public, your understanding of issues is important.
Each advisory body has a City staff liaison to provide information to assist the
members throughout the decision-making process.
H. CONFLICTS OF INTERESTS
Review each agenda item ahead of the meeting to determine if you may
have a conflict due to property or monetary interests. Speak with your staff
liaison before the meeting if you believe there is an item you must recuse from
deliberating on due to conflict of interest. Staff may need to consult with the City
Clerk or City Attorney You will be required to identify the reason for recusal and
must leave the dais of the body during the deliberation of the item.
I. REMOTE PARTICIPATION
If a member of the body wishes to participate in a meeting remotely, they
may be offered the opportunity to participate by teleconference or other means
under certain conditions. See you staff liaison well in advance to coordinate any
participation from a remote location as not all circumstances will afford you the
opportunity to participate remotely. The location must be freely accessible to the
public at all times during the meeting and shall be identified on the agenda which
will be posted at the remote location. At least a quorum of the members of the
body must participate from within the City boundaries.
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MEETINGS
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MEETINGS
A. REGULAR MEETINGS
Advisory bodies are required to hold regular meetings open to the public
as provided by the enabling ordinance or the City Charter. All such meetings are
held in City Hall or another City meeting facility, and may take place from time to
time elsewhere within the City limits for specific purposes. The agenda for these
meetings must be publically noticed on the City website and at City hall no less
than 72 hours prior to the meeting.
B. ADJOURNED MEETINGS
If the business to be considered at a regular meeting cannot be
completed, the advisory body then may designate a time and date for an
adjourned meeting. This must be announced to the members of the public who
are present at the time of adjournment, and so recorded in th e minutes. A Notice
of Adjournment must be posted within 24 hours of the adjournment.
C. SPECIAL MEETINGS
A special meeting may be called by the chairperson or a majority of the
members. A Special Meeting Notice must be delivered to all advisory body
members, the City Clerk, and any interested parties, including news media,
which have made a request for such notification. The notice must contain the
time and place for such a meeting and the subject matter to be considered, and
be delivered at least 24 hours prior to the meeting.
D. SUBCOMMITTEES
The advisory body may request to appoint special subcommittees of less
than a majority of the advisory body to address issues within their scope who
then may meet to carry out the purpose of the subcommit tee. Your staff liaison
can assist the body in determining the scope of proposed subcommittees. If the
subcommittee has a continuing subject matter or a regularly scheduled meeting
time, it may qualify as a Brown Act committee and public notice provisions will
apply.
E. QUORUM
A quorum consists of a majority of the total number of members of the
advisory body. A quorum is required to conduct business at any meeting whether
it is a regular, adjourned, or special meeting. Certain approvals require a majority
of the entire authorized membership. While it is expected that members be
present at all meetings, the staff liaison should be notified 72 hours in advance if
a member knows that he/she will be absent.
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F. AGENDAS
Each advisory body has a staff liaison responsible for preparing an
agenda in consultation with the Chair, and distributing the agenda and supporting
documents in the agenda packet prior to each meeting. Future items to be heard
before an advisory body should be identified by the policy body at an agendized
meeting to assure placement on the desired agenda. Each policy body may have
its own agenda format, but each agenda must adhere to the Brown Act and
Gilroy Open Government Ordinance.
The Title and possible action of each item on the agenda shall be
descriptive and understandable to the public. The posted agenda also shall
indicate when opportunity is provided for members of the public to address the
advisory body. If an advisory body member or staff intends to bring up an item
for discussion or action, the item must be included on the agenda. Members of
advisory bodies may request that an item within the purview of the advisory body
be placed on a future agenda by making such a request at a meeting of the body.
Information items placed on an agenda may not be acted upon at the meeting.
Any member may, however, request that the informational item be placed on a
future agenda for action. Regular meeting agenda shall be posted at least 72
hours prior to any meeting in the public notice case and on the city website. A
notice of adjournment shall be posted at the door of the meeting, within 24 hours
of the adjournment of a meeting if a quorum is not present. Staff shall maintain a
record of the agenda and notice of adjournment posting.
Only those items appearing on an agenda may be considered at each
meeting. However, in cases of extreme emergency unanimous consent of all
members present may allow other matters to be introduced and action taken, if
urgency exists and delay would be harmful to the public interest.
G. MINUTES
Minutes are taken at each meeting to provide a record of when and where
the meeting took place, who was present, the type of meeting and what was
considered, decided and agreed upon. Summary minutes will reflect action taken
and any input the body was given to enable it to make its decisions. Emphasis is
given on the body’s thought process, not individual members’ thought processes.
The minutes will summarize only the main points which arose in discussion if,
and only if, they are relevant to the decision. The minutes are submitted to the
body for approval and are posted on the City website for public access no less
than 10 business days following the meeting. While other avenues exist for
communication of interest or opinion, the minutes of the advisory body remain
the official document of record.
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H. PROCEDURE
Each advisory body may adopt such rules and procedures as it feels
necessary to accomplish its duties. Such rules are subject to Council approval
before becoming effective. In the absence of such rules, the guidelines on
parliamentary procedure contained in Roberts’ Rules of Order may be followed.
I. WORK PLAN
A work plan is the advisory body’s plan and statement of goals within the
purview of the advisory body for the year, prepared in coordination with staff. It
should reflect the goals, priorities and policies of the City Council. It identifies
important problems, challenges, and opportunities, offers a jointly developed plan
to address these over the course of the year, and furthers a sense of shared
purpose and responsibility among advisory body members. An adopted and
published work plan will:
Establish viable short-range objectives that further the long-range
goals of the advisory body
Provide group direction, and keep the advisory body on course
Provide a basis for measuring accomplishment
Assist in the allocation of time, energy, and resources
Promote continuity of action, and help keep the big picture focused
For example, a work program may include community outreach activity, a plan
for addressing critical community issues, an education component, or any other
tasks the advisory body identifies as key work challenges for the upcoming year.
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MEETING MANAGEMENT
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MEETING MANAGEMENT
The City of Gilroy is committed to conducting efficient, effective and
accessible government operations. The following material outlines techniques
you can use to ensure that your advisory body meetings are efficiently run and
give all residents an equal opportunity to address the issues.
A. PROCEEDINGS
1. Let the Chair run the meeting.
2. Start meetings on time. Keep the agenda in mind in order to give
each item the appropriate time.
3. Announce at the start of a meeting if the order of agenda items is to
be rearranged for convenience for those attending for certain items,
or for better pacing of the agenda.
4. Be fair, impartial, and respectful of the public, staff, and each other.
Give your full attention when others speak.
5. Remember that people may be attending a meeting for the first
time, and may be unfamiliar with your procedures. In your
discussion, either avoid or explain technical terms or verbal
shorthand.
6. Listen to audience concerns. Don’t engage in side conversations or
otherwise be distracted during public testimony. The opportunity for
public testimony is central to the strength of democracy, and is
therefore encouraged. Active listening, however, does not mean
engaging the public in debate. Your response is appropriately
saved for after the public testimony is closed. Recognize
differences of opinion and remain neutral when listening to
concerns.
7. Close the public testimony before you begin deliberation s on an
issue.
8. Sometimes questions can most effectively focus discussion and
direct decision-making. For example,
For staff:
What is the history behind this item?
What are the benefits and drawbacks?
What other alternatives did you consider?
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For other advisory body members:
What do you think about this item?
What have you heard from the residents?
For the public (at a hearing):
What are your concerns?
How will this proposal affect you?
What specific, constructive, alternatives can you recommend?
For yourself:
What are we trying to accomplish?
What are the long-range interests of the community?
What guidance can be found in our foundational documents?
Gilroy City Code
Budget
Capital Improvement Program
General Plan
Specific Plans
Park Master Plans
Council Goals
Brown Act
9. Often you must balance multiple views, neither favoring nor
ignoring one individual or group over another. Your obligation is to
represent a broad-based view of the community’s long-range
interests.
10. Remember that most of the actions of your advisory body will be to
make recommendations. It is not simply a discussion group or
debating society.
11. Endeavor to end meetings by 9:00 p.m. Short breaks may be
helpful during long meetings. Late meetings can reduce the quality
of the advisory body’s work.
12. Meeting Types
Advisory bodies may meet in different types of meeting formats
including the conventional public meeting, and study sessions.
Please contact your staff liaison for a detailed explanation of these
formats and when they are appropriate.
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B. DECORUM AT MEETINGS
1. Limit Speakers to your established speaking time. A suggested ten
minutes is recommended for a group or an applicant, and three
minutes for other members of the public.
2. Discourage outward signs of agreement or disagreement from the
audience such as applause or statements from the floor. Such
demonstrations can intimidate those with an opposing view and
unintentionally discourage open public discussion of all the issues
and points of view.
3. Limit your own comments to the issues before the advisory body.
Avoid the appearance of straying from the subject or
"grandstanding". Do not interrupt speakers during their comments
and save your qualifying questions for them until after they’ve
finished speaking.
C. EFFECTIVE CONFLICT MANAGEMENT
Public Hearings or citizen input can sometimes be difficult to manage.
Participants are sometimes highly motivated and often nervous. When there is a
group of potential adversaries in one room, the possibility of conflict is high. As
an advisory body member, your role is to guide opposing views to positive
results, not to eliminate them.
The following suggestions may help you manage conflict and
confrontation effectively:
Anticipate differences by learning about the topic beforehand so
you can concentrate on the meeting’s purposes
Set meeting rules early and make sure everyone abides by them
without exception.
Explain carefully the purpose of the Public Hearing and what action
is expected at the conclusion of the hearing. Insistence on playing
by the rules is your best tool for conflict management in Public
Hearings.
All persons speaking should be encouraged to clearly identify
themselves, not only for the record, but also so that you may
address them by name.
Set an acceptable time limit for testimony (generally three minutes)
and stick to it.
Make decisions as promptly as possible. Many bodies get so
bogged down in procedural distractions, petty details and endless
searches for more information that the issue never seems to get
resolved.
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Don’t overreact to inflammatory comments. Most are expressions of
frustration and do not require answers. Turn frustration to
constructive avenues. Ask questions. Be as specific as you can.
Refer to the speaker by name. Reinforce areas where you agree.
Do not return insult for insult. Very often, the primary audience for
your response is not the person who raised the issue.
Avoid speaker-to-audience conversation. The purpose of a hearing
is to help your advisory body arrive at a decision, not to engage in
audience debate.
If members have questions of the speaker, permit these questions
following the speaker’s time at the podium.
Be careful not to prejudge the action of the advisory body. Use the
hearing to gather necessary information about the proposal and
individual desires concerning the proposal. Members should not
express their views on the proposal until after testimony has ended.
Once testimony has ended, each member should be invited to
discuss individual views on it.
View the Public Hearing as an example of participatory government
in action at the local level. Make it your personal goal to make the
Public Hearing work and ensure that everyone is fairly heard.
D. BASIS FOR YOUR DECISION
1. Advisory body decisions should be based principally on the factual
information presented to you in the open public meeting process. If
you collect pertinent information outside of the public process
through a meeting with stake holders or site visits, you are required
to share that information with your fellow advisory body members in
the public meeting. This sharing of information will ensure that
other advisory body members and members of the public have a
better understanding of the rationale for your decision.
2. Advisory body members are free to meet or refuse to meet with
residents, resident groups, developers or prospective contractors or
any persons outside of the public meeting process concerning
issues before the advisory body. If you meet with any individuals
outside of the public meeting you are required to disclose the
content of that meeting in the public meeting to again ensure that
everybody is aware of the facts and have similar information up on
which to base their decision.
E. MOTIONS
When a member wishes to propose an idea for the body to consider, the
member must make a motion. This is the only way an idea or proposal from a
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member may be presented to the body for discussion and possible action. A
motion goes through the following steps:
1. The member asks to be recognized by the chair.
2. After being recognized, the member makes the motion (I move…).
3. Another member seconds the motion. No discussion should occur
until the chair determines whether there is a second to the motion
on the floor.
4. The chair states the motion and asks for discussion.
5. When the chair feels there has been sufficient discussion, the
debate is closed (i.e., “Are you ready for the question? or “Is there
any further discussion?”).
6. If no one asks for permission to speak, the chair puts the question
to vote through consensus or roll call vote.
7. After the vote, the chair announces the decision (“The motion is
carried” or “The motion fails”, as the case may be).
Phrasing a motion is often difficult and corrections may be necessary
before it is acted upon. Until the Chair states the motion (step 4), the member
making the motion may rephrase or withdraw it. After an amendment, the motion
as amended still must be seconded and then voted upon. It is particularly
important when a motion is amended that the Chair restate the motion in order
that members are clear as to what they are voting on.
In making a motion, members should try to avoid including more than one
proposal in the same motion. This is especially important when members are
likely to disagree. If a member would prefer to see proposals divided and voted
upon separately, the member should ask the chair to divide the motion. If other
members do not object, the chair may proceed to treat each proposal as a
distinct motion to be acted upon separately. The request to divide may also be
made by motion.
F. ROLE OF CHAIR
The Chair shall preserve order and decorum at all meetings of the
advisory body, announce the advisory body decisions, and decide questions of
order. The Chair is responsible for ensuring the effectiveness of the group
process. A good Chair balances moving the discussion forward with involving all
advisory body members and allowing for adequate public participation. In the
absence of the Chair the Vice chair shall act as presiding officer.
G. RESPONSIBILITIES OF CHAIR
Ensure that the public understands the nature of the issue being
discussed (for example, reason for discussion, process to be
followed, opportunities for public input, timeline for decision).
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Keep discussion focused on the issue at hand.
Solicit opinions from advisory body members. Encourage
evaluation of new, tentative, or incomplete ideas. Discourage
overly dominant advisory body members from having
disproportionate control over the discussion.
Protect advisory body members, staff, and the public from personal
attacks.
Provide structure for addressing complicated issues.
For major items, delay analysis and action until the full range of
alternatives is on the table.
Attempt to reach decisions expeditiously on action items . At those
times when action would be premature, guide discussion toward a
timeline or framework for responsible action.
Maintain order and ensure respect for all opinions.
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ROLES, RESPONSIBILITIES AND
RELATIONSHIPS
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ADVISORY BODY ROLES, RESPONSIBILITIES AND RELATIONSHIPS
A. COUNCIL-ADVISORY BODY RELATIONSHIP
The primary purpose of all advisory bodies is to provide thoughtful advice
to the City Council, the elected policy-making body of the City. The advisory
body’s role can include hearing public testimony on the Council’s behalf, building
community consensus for proposals or projects, reviewing written material,
facilitating study of critical issues, guiding the implementation of new or
regulating established programs, assessing the alternatives regarding issues of
community concern, and ultimately forwarding recommendations to the Council
for consideration. There are times when the advisory body’s recommendation will
not be sustained or will be modified by the City Council. It is important to
recognize this not as a rejection of the integrity of the recommendation, but as an
inevitable part of the process of community decision-making.
Throughout this process, the form and formality of the relationship
between advisory body members and Council Members will vary. Some advisory
body members will have regular contact with individual Council Members, while
others may serve solely in the group context. This relationship will depend on
your advisory body as much as on you and the Council. For example, there are
times when the Chair may address the Council formally on behalf of the advisory
body, and other times when an advisory body member may meet with a Council
Member individually. At all times it is important to aim for clarity and mutual
respect for the different responsibilities and roles.
Members should avoid discussing the recommendations of the advisory
body with individual Council Members once a vote is taken, if it is for the purpose
of exerting influence. Written communications from the advisory body to the City
Council in sufficient time to be placed on the agenda is the acceptable method of
making recommendations to the Council. It is sometimes appropriate for the chair
or duly assigned member to be prepared to address the Council, to answer
questions from Council pertaining to the recommendations, and to clarify
ambiguities. It must be remembered that final authority and responsibility for
public policy decision rests with the City Council. The Council has appointed
advisory body members as advisors to them. This underlying philosophy makes it
improper for an individual advisory body member to try to persuade the Council
into the acceptance of a recommendation other than that voted by the majority of
the body. The role of an advisory body is to assist the Council in the formation of
policy, having been created for the purpose of advising, being a guide to public
opinion, and promoting specific projects in the community at large.
B. CODE OF ETHICS AND VALUES
The City Code of Ethics and Values shall be followed by appointed policy
body members inside, and outside of meetings, as representatives of the City.
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C. STAFF-ADVISORY BODY RELATIONSHIP
Staff is assigned by the City Administrator to assist and act in a technical
advisory capacity to the advisory body. It is not expected that every staff
recommendation will be followed; however, because of the staff’s technical
knowledge, full consideration should be given to their recommendation. Just as
the advisory body is held accountable to the City Council, so is the staff to the
City Administrator. After the staff makes a report or recommendation to an
advisory body (which recommendation may or may not be followed), they are at
liberty to make the same recommendation to the City Council through the City
Administrator, even though the advisory body may have taken a different
position. The staff has been employed by the manager to provide technical
guidance. Staff members make objective recommendations without
consideration of personal or political consequences. Failure of a staff member to
provide service to the advisory body as directed by the City Administrator is basis
for complaint to be brought to the attention of the City Administrator. Since staff
personnel are directly responsible to the City Administrator, it is his/her
responsibility alone to allocate their time and resources in the interest of the total
city government.
The relationship of the advisory body and staff is an active and continuous
one. Both advisory body members and staff are motivated by the shared goal of
furthering the City’s best interests. Yet, while the goal is shared, there are times
when the approach and responsibility toward implementing the goal can be
different. Because the distinctions in responsibility are not always explicit,
cultivating a balanced understanding of your role is essential. The interaction
need never be adversarial, but rather can promote respect for different
perspectives, and appreciation for each other’s strengths.
Since the city staff works for and is accountable to the City Administrator,
advisory body members should not attempt to direct or decide the priority of work
for departments or individual staff persons. Advisory bodies should, however, set
priorities for their own agendas in order that staff may best use the time available
for the advisory body. An Advisory body’s goals and work programs must be
consistent with Council goals. If an advisory body wants to work on items other
than Council goals, the advisory body should seek Council concurrence first.
In contacting staff on official business, the proper channel is through the
advisory body Chair to the staff member assigned to the advisory body.
C. STAFF RESPONSIBILITIES
Important staff responsibilities include:
Being informed about the latest developments in their field.
Providing background and expressing views to the advisory body
on important issues.
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Providing administrative support, including agenda preparation and
taking of minutes at meetings.
Maintaining a professional position on all topics.
Helping the advisory body to stay on track and focused.
Interpreting City Council, City department, and relevant state,
federal, and international actions and policies.
Alerting advisory body members of possible detrimental actions.
Presenting advisory body recommendations to the City Council.
Describing precedents or operating procedures which affect the
decision.
D. RELATIONS WITH OTHER BOARDS, COMMISSIONS AND
COMMITTEES
In areas where there is overlap of jurisdiction between various advisory
bodies, it is important that the liaison be aware of the overlap to insure proper
consideration of the different viewpoints that may occur, and to minimize
duplications or conflicts. Further, joint meetings with the City Council and other
advisory bodies and committees may be mutually beneficial whenever two
bodies are simultaneously addressing the same topic. If a joint meeting is being
considered between advisory bodies, the staff liaisons will assist in logistical
considerations to coordinate such a joint meeting.
E. CITY CLERK
The City Clerk plays an important role for advisory bodies. The City Clerk
accepts and maintains applications, processes advisory body appointments,
updates membership rosters and bylaws, informational booklets, and yearly
attendance records. The City Clerk is also a resource with respect to the Brown
Act, Public Records Act, the City Charter, Gilroy Open Government Ordinance,
agenda and minutes processes, and meeting procedural questions. The City
Clerk is the filing officer for Statements of Economic Interests, and any other
required filing as identified by the City Council and the State.
F. CITY ATTORNEY
The City Attorney is a resource for understanding compliance with the
Brown Act, Public Records Act, the City Charter, the Gilroy Open Government
Ordinance, and agenda legality issues, meeting process questions, and conflict
of interest determinations. Staff liaisons will coordinate an assistance requested
of the City Attorney.
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IMPOSED RESTRAINTS
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IMPOSED RESTRAINTS
Certain limitations have been placed upon the powers of both the City
Council and its appointed advisory bodies by both statutory and case law. In
certain instances, application of these restraints may be crucial in the
governmental process. In instances of doubt, the City Attorney’s opinion should
be sought. Staff liaisons will coordinate an assistance requested of the City
Attorney.
A. CONFLICT OF INTEREST
As specified in state law, it is illegal for an advisory body member to have
an interest in any contract, sale, purchase, finding or transaction in which the
member is involved in an official capacity. Conflict of interest may disqualify the
advisory body member and invalidate any advisory body action where such
conflict exists. Any interest, whether personal, private or general that would tempt
an advisory body member to act in any manner other than the best public interest
should be examined and official action accordingly restricted. An interest that is
common to all similarly situated persons is not disqualifying to an action.
B. PUBLIC RECORDS LAWS
The Public Records Act found in the Government Code of the State of
California and the Gilroy Open Government Ordinance provides that categories
of official records of the city are open to inspection to any interested party at
reasonable times. Exceptions to this law are only tho se records specified in the
Act and Gilroy Open Government ordinance, such as records relative to legal
action in which the City is a party. All advisory body minutes, agenda, open
session audio records and supporting meeting documents, are public records
that must be disclosed.
C. THE BROWN ACT & GILROY OPEN GOVERNMENT ORDINANCE
The Ralph M. Brown Act is law which provides that no city advisory body
shall hold any meeting at which action is taken other than at a duly called and
regularly held meeting, notice of which is provided by agenda or by adjournment
of a prior meeting. A “Meeting” takes place whenever a quorum is present and
official business is considered. An agenda for each meeting must be posted at
least 72 hours in advance for regular advisory body meetings, and 24 hours for
special meetings. Advisory body members are permitted to socialize in a non-
meeting setting but must refrain from discussing any advisory body business.
Care should be taken to make sure that if a quorum of a n advisory body
is gathered at a public or private place, no public business is discussed and that
the gathering will not be interpreted as a meeting. If a member discusses a
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matter with a majority of other members, one at a time or in small groups, outside
of the public meeting, it will constitute a “Serial Meeting” and will violate the Act.
Care should also be taken with regard to emails. Never select “Reply All” to an
email to all advisory body members, or forward an email sent to you by one
advisory body member to another advisory body member as that could constitute
a quorum, and would violate the Act.
D. DISCRIMINATION AND EQUAL PROTECTION
All rules, regulations, laws, services and facilities must apply equally to all
persons, and not give favor to any segment of the community. Similarly, all laws
and ordinances of the city must afford equal protection to all facets of the
community, unless the purpose of a city action requires special classification of
the community.
E. DUE PROCESS
All governmental procedures and process must allow an affected party a
right to be heard, and to present controverting fact or testimony on the question
of right in the matter involved. Unfair determinations, such as bias,
predetermination, refusal to hear, etc., may invalidate actions.
F. REASONABLENESS
Every action of municipal government must be reasonable, or otherwise
stated, not arbitrary or capricious, or lacking in substantial evidence.
G. USE OF PUBLIC PROPERTY
Public property, equipment and facilities may not be used for private or
personal purposes. Facilities, equipment and supplies are provided by the city
but are limited to use in official functions only.
H. CONFLICT OF INTEREST CODE: DISCLOSURE REQUIREMENTS
Individuals serving on the Planning Commission, Building Board of
Appeals, Parks and Recreation Commission, Historic Heritage Committee and
the Physically Challenged Board of Appeals must file a Statement of Economic
Interest with the City Clerk to disclose personal interests in investments, real
property and income. This is done within 30 days of appointment date and
annually thereafter. The Conflict of Interest Code has been established and
adopted by the City Council pursuant to the California Fair Political Practices Act
(Government Code Section 87300 et seq.). Copies of the code are available
from the City Clerk.
I. USE OF CITY EMAIL
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All appointed City advisory body members will be assigned a City email
account to conduct all city related email communication . These communications
are public records, and as such must be maintained on the city servers. All City
emails are subject to the Public Records Act and you may only use your City
email to conduct City business as an advisory body member. Please do not
forward or reply to a City email from your personal email address. Once your
term on the advisory body is over, your City email will be terminated.
As noted under the Brown Act section of this handbook, care should be
taken with regard to emails. Never select “Reply All” to an email to all advisory
body members or forward an email sent to you by one advisory body member to
another advisory body member since that could constitute a quorum. All
questions and concerns should be directed to the Chair and staff liaison.
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PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Selection of Meeting Date and Site for Arbor Day
Meeting Date: April 16, 2019
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Motion to approve meeting date and site to host annual Arbor Day event.
Executive Summary
As part of maintaining a Tree City USA status, the Parks and Recreation Commission is
tasked with hosting the annual Arbor Day event at a city park. The Commission will
need to approve a date and a park to host the event.
In 2018, the Parks and Recreation Commission hosted Arbor Day at Carriage Hills
Park. In 2017, the commission hosted it at San Ysidro Park.
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PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Finalize and approve 2019 Parks and Recreation Commission
Work Plan
Meeting Date: April 16, 2019
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Approve 2019 Parks and Recreation Commission Work Plan that was developed at
annual commission retreat. Ensure it is in alignment with City Council's priorities.
Executive Summary
During the March 23, 2019 annual retreat, the Parks and Recreation Commission
generated a list of items to be considered for their 2019 commission work plan. Items
are listed below and are in no particular order. The Commission is tasked with
narrowing the list to ensure that the items can be completed in a timely basis and are
aligned with City Council’s goals.
Virtual park/facility tour/walking maps (digital)
Audio tour of parks
Adopt-A-Park
Surveillance Cameras of parks
Walking sign to park
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Participate in California Association of Park and Recreation Commissioners and
Board Members (CAPRCBM)
Continue to monitor park assignments
Ongoing commissioner training
Development of El Roble Tennis Court
Partner with GUSD on recreational field opportunities (e.g., Field at Brownell)
Continue to raise money for Youth Scholarship Fund (e.g. Kids Triathlon)
Study the possibility of making all city parks smoke-free
Look into possibility of creating a mural at the handball court at Las Animas
Veterans Park
Represent the commission at city-wide events
Participate with the City to acquire funds through Proposition 68 by the following:
o Community Engagement
o Identify park sites
San Ysidro
Miller
Las Animas Veterans Park
Forrest Street
Acquisition Development
Organize the annual Arbor Day
Below are the proposed City Council goals for 2019 (will be formally adopted on June 3,
2019 at Council meeting):
1. Ensure Financial Stability
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2. Enhance Public Safety Capabilities
3. Revitalize Downtown
4. Focus on Revenue Driven Economic Development
5. Retain Stability in the City’s Workforce
6. Provide Opportunities for Meaningful Public Engageme nt
7. Ensure Neighborhoods Benefit Equally from City Services
Attachments:
1. 2018 PRC Work Plan and 2019 template
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2018 Parks and Recreation Commission Work Plan Enhance park safetyResearch best practices in nearby comparable cities Provide a list of best practices for park safetyCity assignments have been sent to commissioners (Morgan Hill, Hollister, & Watsonville completed)Review usage of private security patrol of parks Discussed at November 2018 meeting Meet with police to share findings and discuss improvementsCaptain Svardal met with PRC at November 2018PRC mission statementCreate a mission statement that aligns with the city’s vision of parks and recreation Adopt a PRC mission statement Completed at September 2018 meetingRaise funds for Recreation Department Youth ScholarshipContinue to fundraise for Recreation Department Youth Scholarship Fund by participating in the Great Garlic 5K race, Disney Raffle and Breakfast with SantaReport how much is raised Ongoing: Raised over $2,000 in scholarshipsParticipate in downtown eventsSupport recreation department staff at existing public events to help revitalize downtown neighborhood Participate with recreation staff at two downtown eventsCompleted: Table at Downtown Live on July 12 & August 2 Monitor city parksCommissioners each visit two parks and report to staff during meetings about observations or recommended changes for improvement Commissioners provide feedback to staff about state of city parks Ongoing (list has been provided to commissioners)Street Tree Brochure and Tree City USA Monitor progress of Tree City application and provide input on the revised brochure Ensure staff has submitted the Tree City USA application before the deadline and brochure is completed and available for the public Tree City USA Application was submitted by Public Works in November 2018Capital Improvement Budget (CIB)Provide input on park and recreation related projects during the preparation process of CIB for the next budget cycle. Provide Council and staff with its recommendations of proposed CIB projects. Winter 2019Be active in opening of new city parks and trailsParticipate in ribbon cutting event of new city parks and trailsParticipate in ribbon cutting of Cydney Casper Park (August 23), Hecker Pass Park (July 20), and Ronan Channel Trail (TBA) Cydney and Hecker are completedProject Name Work Deliverable in 12 months Status11.A.aPacket Pg. 48Attachment: 2018 PRC Work Plan and 2019 template (2135 : Finalize and approve 2019 Parks and
Park and Recreation Commission Work Plan (continued)Items discussed at retreat but not listed: BMX Track at Gilroy Sports ParkTwo undeveloped park sitesSelf-guided or audio history of city parksMobile recreation vanExpand running/hiking trail and bike pathsLack of sports fieldsReview of downtown parkTelevise Commission meetingsCreating a Park Ranger positionBathroom Renovation at Las Animas Veterans ParkLocking basketball courts at Carriage Hills ParkThe Council’s top 5 priorities are:1. Focus on revenue driving new economic development2. Revitalize downtown including incentives3. Enhance public safety capabilities4. Become more customer friendly5. Prepare for the fiscal cliff/financial stability11.A.aPacket Pg. 49Attachment: 2018 PRC Work Plan and 2019 template (2135 : Finalize and approve 2019 Parks and
2019 Parks and Recreation Commission Work Plan Project Name Work Deliverable in 12 months Status11.A.aPacket Pg. 50Attachment: 2018 PRC Work Plan and 2019 template (2135 : Finalize and approve 2019 Parks and
PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Fiscal Year 2019 Training Budget Expenditures
Meeting Date: April 16, 2019
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Receive an update on the Commission's training budget and motion to approve
allocation of funds for training.
Executive Summary
The following funds have been spent from the Parks and Recreation Commission
training budget:
Expense Description
$19.69 Business cards for Chair Pat Bentson
$19.69 Business cards for Marcos Gonzalez
$490* CPRS Conference Registration for Pat Bentson
$31* CPRS Citizen Advocacy workshop for Pat Bentson
$25 commissioner training for Pat Bentson in Belmont
-$31 CPRS Citizen Advocacy workshop for Pat Bentson was
cancelled
$260 Lodging for Pat Bentson at CPRS conference ($260
was the difference remaining from $750 allocated to
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her)
$814.38 Total ($185.62 is the balance)
Notes
· *At the January 15 meeting, commission voted to allocate up to $750 for Pat
Bentson’s CPRS conference training, which included registration and lodging.
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PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Recreation Department Report
Meeting Date: April 16, 2019
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Receive report.
Recreation Department Highlights
Aquatics
· Staff led a Water Safety Instructor class during spring break.
· The Department is preparing for the upcoming swim season, which kicks off
June 1 at Christopher High School Aquatics Center. Admission fees for
recreation swim have increased to $8 during the week and $10 on the weekend.
Fees have not been raised since opening of the pool in 2012.
Adaptive
· A spaghetti dinner fundraiser to benefit the adaptive recreation program is taking
place on Friday, May 3 between 4:30-7:30pm at the Senior Center. Tickets are
only $10. Dine-in or take-out.
East Gilroy
· The annual Kids Discover Arts show will occur on Sunday, April 28 at San Ysidro
Park from 11:00-3:00 pm. The event is free and open to the public. Also, save
the date for Party in the Park, June 21 beginning at 5:00 p.m.
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Sports
· The Spring Youth Soccer League kicked off on March 30 at Christmas Hill Park
Ranch site. More than 400 boys and girls are participating in the league.
Recreation
· Online registration for late spring and summer programs was available on April 1.
The activity guide came out the week before.
Senior Center
· In March, the Senior Center hosted a Santa Clara County sponsored Fraud
Prevention seminar. It was led by County District 1 Supervisor Mike Wasserman
and the District Attorney’s office. On May 17, the Senior Center will host a health
resource fair.
Theater
· The Mary Poppins, Jr. performance occurred during the first and second
weekend of April. Auditions for Wizard of Oz are Saturday, April 27, 2019.
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PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Parks Report
Meeting Date: April 16, 2019
Submitted By: Bill Headley
Prepared By: Bill Headley
Recommendation:
Receive report.
Attachments:
1. PRC Park Operations Report_April_2019 - revision
2. Forest Street Park acquisition
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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: April 16, 2019
To: Parks and Recreation Commission
CC: Girum Awoke, Public Works Director, Damian Skinner, Deputy Director
From: Bill Headley, Park Operations Supervisor
Subject: Public Works Park Operations Report
RESPONSES TO COMMISSION -
1. Street Tree Brochure draft document will be prepared by PRC commissioner Pat Bentson who
volunteered to type a preliminary Street Tree Brochure update for the City Streets and Trees staff.
The Streets supervisor, Bill Avila, has welcomed the volunteer offer by Pat Bentson to type a draft
brochure document for City staff updating. Scan ned copies of the last Community Services
Department city Street Tree brochure have been forward to Pat. Status/ No Change
2. San Ysidro Park restroom door replacement is under consideration as a budget request for
the new City budget for full contract replace by Facilities with high grade door and frame. Cost
does not include demolition and staff replacement time and materials. Full contract cost
replacement including demolition of existing door and frame is $15,000 to $18,000. Status/ No
Change
3. Forest Street Park parcel acquisition status to complete park master plan is under Public Works
review. Funding for acquisition of parcel is being reviewed for the new budget. See approved
park master plan August 6, 2007 and current aerial of park site with needed parcel.
5. SCVWD Uvas Levee Trail rodent control project at Gilroy High section to the Sports Park has
resume work along the inboard section of the next levee section downstream from the high
school. Work on levee sections downstream of the Luchessa Ave. Bridge will follow completion
of upstream sections.
6. The City Engineer reports that the CIP budget is not being delayed. The budget focus this year
is the Operating budget. The Capital Improvement Program (CIP) will be the focus of the budget
next year when a 5-year CIP budget will be developed. The City does its budget in two-year
increments. One year it will do a two-year operating budget, and the next it will do a two year
update to it’s 5-year CIP. This approach alternates annually. One year the focus is on the
operating budget, and the next is on the CIP. Each operating budget is for a two -year increment,
and each CIP updates the next five years of the CIP. Next year the City will focus on the two
year CIP process.
Public Works has selected CIP projects for this budget cycle that are being carried over, such as
the Ronan Channel Class I Bike trail. Public Works is also proposing select projects be funded
that can be delivered successfully within the next fiscal year. These projects have funding
sources that are will not impact the General Fund. The bulk of the CIP projects are being
12.B.a
Packet Pg. 56 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
7351 Rosanna St. Gilroy, CA 95020-6197 www.ci.gilroy.ca.us (408) 846-0451
packaged for funding consideration in the next CIP budget cycle. City Commissions with specific
CIP repairs or improvement projects are asked to identify them so that cost estimates for the next
budget cycle can be prepared. It will be important for Commissions to prioritize projects with the
expectation that the top few projects from each commission may get funding consideration
7. City Staff propose Arbor Day to be Tuesday May 21, 2019 at Rainbow Park. Three
replacement trees are needed at this neighborhood park. Commission could hold its May
meeting at the park table area following the arbor day activities.
Parks / City Incident Reports
Public Works Operations
February 2019
DATE FACILITY NAME VANDALISM THEFT OTHER
2/1/2019 City Hall
Human waste deposit
on City Hall side walk
between dumpster
enclosure and
empolyee outside BBQ
area
2/1/2019
Human waste deposit
on City Hall side wall
between dumpster
enclosure near outside
BBQ
2/7/2019
Carriage Hills
Trail
Major drain clean out
on trail drain due to
storm damage
2/9/2019 Miller Park
Graffiti on all four walls
of the restroom
2/11/2019 Lions Creek Trail
Spray paint graffiti
taggings on the Lions
Creek trail under the
wren street bridge
2/15/2019
Christmas Hill
Park
Mud Slide above
amphitheater bleachers
up the hill
2/15/2019
Christmas Hill
Park
Tree fell over from
creek to creekside bbq
area and damaged
wood split rail fence
2/15/2019 LAVP
Turf Damage, vehicle
tire marks and tire
damage at the
endtrance of wayland
pakring lot
12.B.a
Packet Pg. 57 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
7351 Rosanna St. Gilroy, CA 95020-6197 www.ci.gilroy.ca.us (408) 846-0451
2/20/2019 Casper Park
Go kart accident
involving a child
running into fence. FD
had to come to cut
fence to release child
2/20/2019
Christmas Hill
Park
Bent doors in womens
ampither bathrooms
2/23/2019 Miller Park
Graffiti on all four walls
of the restroom and the
ceiling
2/26/2019 LAVP
Wheels taken
off Volleyball
standards at the
Oaks BBQ area
2/28/2019
Christmas Hill
Park
Major turf damage due
to individuals playing in
wet grass near
ampitheatre
Total Incidents 12
March 2019
DATE FACILITY NAME VANDALISM THEFT OTHER
3/1/2019 LAVP
Water faucet on
sink at Oaks BBQ
group was broken
3/2/2019 City Hall
Human waste deposit
behind dumpster
3/2/2019 LAVP
Drinking fountain
was kicked in and
dislodged at Wren
St. auxillary
ballfield
3/3/2019 Miller Park
Two front restroom
latches to the
bathrooms broken
3/9/2019 Miller Park
Graffiti in restroom
and light sensor
was broken
3/10/2019 Miller Park
Locking latch was
broken on the door
12.B.a
Packet Pg. 58 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
7351 Rosanna St. Gilroy, CA 95020-6197 www.ci.gilroy.ca.us (408) 846-0451
3/13/2019 LAVP
Sink faucet
vandalized at the
Oaks bbq area
3/16/2019 Christmas Hill Park
Truck 2401 got stuck in
the mud and needed a
tow truck to be pulled out
of the mud
3/18/2019 LAVP
Since faucet at
Oaks bbq area was
damaged and had
to be replaced
3/19/2019 LAVP
West prep table
burned and needs
to be repaired
3/25/2019 Christmas Hill Park
Graffiti on the park
side of CHP,
electrical box,
amphitheater
stage, old mulberry
restroom stalls,
and main park sign
3/26/2019 Gilroy Museum
Human waste at
basement access ramp
near the door
3/26/2019 LAVP
Sink faucet broken
- 5th time in 6
weeks
3/29/2019 Miller Park
Vehicle crashed
into fence on the
front side of CHP
on Miller Ave.
3/30/2019 Miller Park
Seat cover
dispenser in
restroom was
taken
3/31/2019 LAVP
Storage room
behind Oaks
restroom was
broken into.
Sliding bolt was
12.B.a
Packet Pg. 59 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
7351 Rosanna St. Gilroy, CA 95020-6197 www.ci.gilroy.ca.us (408) 846-0451
damaged and
lock was taken.
Total Incidents 16
PARK CAPITAL PROJECTS
Farrel Ave Park site is adjacent to Del Bono School. KB Homes is responsible for resuming turf grass park
improvements. PG&E power service installation to park site is unresolved. No completion date has been set. Probable
public use is delayed until FALL 2019. Status/ No Change
Ronan Class I Trial Project will run from Leavesley Road to 6th Street along the water district storm channel, also known
as the West Branch of the Llagas Creek. All regulatory permit issues are resolve. This new Class 1 bike trail project has
resumed work this month, April 2019.
Las Animas Veterans Park (LAVP) Trail Rehabilitation project (Phase I) work is completed. Funding for irrigation and
sod repairs along new concrete bike path ran out. Funding to complete pathway shoulder work will be requested in the
next City CIP budget cycle in 2020.
Gateway Park is a new mini park located at the southwest corner of Hecker Pass Highway and Santa Teresa Blvd. It is
part of the Hecker Pass Specific Plan public improvements. The City Council is expected to review and approved the
recommended park master, park name and corner monument sign shortly.
MAINTENANCE HIGHLIGHTS
Tidbits Parks and Landscape January 2, 2019
Parks Section Weekly Report February 7, 2019
Chime wall repair at Sunrise Park playground
Downtown Paseo contributor graphic sign repair and red wood chips installation to planters
LAVP major ballfield home plate replaced and plate areas rebuilt, two base pegs replaced, and pitching
plate replaced
Carriage Hills Park bike pathway storm channel cleared of storm debris at Long Meadow Ct. & Rancho
Hills Dr. with damaged pathway shoulder pending repairs
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Packet Pg. 60 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
7351 Rosanna St. Gilroy, CA 95020-6197 www.ci.gilroy.ca.us (408) 846-0451
Parks Section Weekly Report February 14, 2019
LAVP Wayland parking lot retaining wall at oak trees repaired
Storm drains at CHP protected by erosion waddles to reduce silt runoff in storm waters
Various playground repair parts replaced at Forest Street Playground
Graffiti painted on Miller Park restroom walls abated and reported to PD
Another human waste cleanup on northwest City Hall sidewalk
Cleanout of two storm drain grates along Carriage Hills bike trail near Rancho Hill Dr. and bike trail
shoulder repairs made
Stolen stainless steel seat holder replaced at Miller Park restroom.
Parks Section Weekly Report February 21, 2019
Joint weekly City-Jensen low limb pruning – Santa Teresa median landscaping
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Packet Pg. 61 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
7351 Rosanna St. Gilroy, CA 95020-6197 www.ci.gilroy.ca.us (408) 846-0451
Major eucalyptus tree limb removal blocking lower levee bike trail immediately downstream of Silva’s
Uvas Creek Crossing
San Ysidro restroom graffiti abatement
Casper Park Fire and PD response to serious go-carter operation accident along park pathway by 12 year
old female trapped under perimeter concrete fence railing needing Fire rescue
Storm caused eucalyptus tree failure at Christmas Hill Park creekside BBQ picnic area requiring tree
removal and fence repairs
Parks Section Weekly Report February 28, 2019
Park and Water Staff attended annual SCVWD Water Conservation Summit
Joint weekly City-Jensen low limb pruning – Planters on West side of Downtown Monterey St.
Christmas Hill Park erosion control wattles on steps to from lot to major ball field and old garlic festival
pedestrian entrance path at south of Milas Picnic Area.
Repair of vandalized concrete fence along bike path between Luchessa Ave and Riverview
New park staff practicing Class A Driver Training with Parks co-worker for final DMV Test
Sports Park A-4 backstop sun and windscreen re-secured after strong storms
12.B.a
Packet Pg. 62 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
7351 Rosanna St. Gilroy, CA 95020-6197 www.ci.gilroy.ca.us (408) 846-0451
Parks Section Weekly Report March 7, 2019
Vandalize sink faucet repaired at Oaks Group BBQ LAVP
Gilroy Little League installed outfield fences at Sports Park using Christopher High sports teams
Human waste cleanup on NW City Hall sidewalk
New Park staff member successfully completed his DMV Class A drivers test
Joint City-Jensen Landscape tree limb raising day at Gilroy Sports Park
Downtown Paseo walkway cleanup of human waste and bicycle parts
Parks Section Weekly Report March 14, 2019
SYP No Turf Play barricades removed
Playground panel replaced at Rainbow Park
Running Downtown Hanging Flower Basket irrigation automatic valve repaired
Joint City-Jensen Landscaping low limb pruning of downtown trees, eastside of Monterey Street
New PSP worker from sheriff department started 19 day service period
CHP had another Sister City street sign stolen from the Ranch Side driveway
Vandalized roll-up snack bar door at Sports Park replaced
LAVP third base dugout bench rebuilt at major ballfield
4X automatic irrigation valves rebuilt downtown and 1x at SYP by Jensen Landscaping
Parks Section Weekly Report March 21, 2019
Leaking backflow devise repaired by water section staff at Sunrise Park
Joint City-Jensen Landscaping low limb pruning of downtown trees, west side of Monterey St. 6th to 8th St.
Soap dispenser at Miller Park restroom vandalized
Park staff member attended regional CPRS Park Design and Operations Symposium day in Roseville
Malfunctioning digital numbers on two scoreboard repair with replacement parts completed at Sports Park
Carved graffiti in concrete inside restroom walls repaired at Miller Park
3rd Vandalized sink faucet repair made at LAVP Oaks Group BBQ Area in five week
Parks Section Weekly Report March 29, 2019
Homeless camp cleanup w/ PD support at new park site Santa Teresa Bridge & Third Street Circle
Horseshoe pits rebuilt at San Ysidro Park
Rainbow Park D Ring Bridge repaired
LAVP oaks group BBQ prep table boards repaired from arson fire
LAVP oaks group BBQ sink faucet heavily vandalized and replace for the fifth (5x) time in six weeks
LAVP playground panel replaced on the Hanna Street playground
12.B.a
Packet Pg. 63 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
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.
3rd Street detention basing concrete fence post repaired near Hecker Pass cause by vehicle damage
Septic tank at CHP amphitheater restroom pumped
CHP spray paint graffiti at on several park signs and fixtures abated
Always closed replacement master irrigation valve Downtown installed to help stop un-located water main
leak under downtown sidewalks
Seasonal broadleaf weed control spraying of turf grass started at several parks
To report graffiti, please call the
Graffiti Hotline @ (408) 846-0395
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Packet Pg. 64 Attachment: PRC Park Operations Report_April_2019 - revision (2134 : Parks Report)
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Packet Pg. 65 Attachment: Forest Street Park acquisition (2134 : Parks Report)
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Packet Pg. 66 Attachment: Forest Street Park acquisition (2134 : Parks Report)
