09/17/2019 Parks & Rec Commission - Regular Meeting Agenda Packet
CITY OF GILROY
PARKS AND RECREATION COMMISSION
REGULAR MEETING
SEPTEMBER 17, 2019
6:00 p.m.
Recreation Conference Room
7351 Rosanna Street
Gilroy, CA 95020
AGENDA
Page 1 of 3
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 St reet
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)
Page 2 of 3
I. CALL TO ORDER
II. ROLL CALL
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
III. FLAG SALUTE
IV. SECRETARY'S REPORT
V. APPROVAL OF MINUTES
A. July 16, 2019
VI. APPROVAL OF AGENDA
VII. INTRODUCTIONS
VIII. AW ARDS/RECOGNITIONS
IX. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
X. NEW BUSINESS
A. Parks and Recreation Commission Participate in Fundraising Raffle for
Youth Scholarship Fund
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
Commission can approve or not approve coordinating a raffle to
raise money for the Recreation Department's Youth Scholarship
Fund.
B. Parks and Recreation Staff Appreciation Breakfast by Parks and
Recreation Commission
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
The Commission can approve or not approve hosting the annual
parks and recreation staff appreciation breakfast.
XI. OLD BUSINESS
A. 2019 Parks and Recreation Commission Work Plan
Page 3 of 3
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
Receive and comment on items listed in 2019 Parks and
Recreation Commission Work Plan. Ensure goals are in
alignment with City Council's priorities.
B. Fiscal Year 2020 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 Updates
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
Receive and comment.
XIII. 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
· Robert Miller: El Roble Park and Gilroy Sports Park
XIV. GENERAL PLANNING ADVISORY COMMITTEE
XV. STAFF COMMENTS
XVI. NEXT MONTH AGENDA ITEMS
XVII. FUTURE MEETINGS October 15, 2019 at 6:00 P.M.
XVIII. ADJOURNMENT
CITY OF GILROY
PARKS AND RECREATION COMMISSION
REGULAR MEETING
JULY 16, 2019
6:00 p.m.
City Council Chambers
7351 Rosanna Street
Gilroy, CA 95020
MINUTES
Page 1 of 5
I. CALL TO ORDER
The regular meeting of the Parks and Recreation Commission was called to
order by Chair Bentson at 6:00 p.m.
II. FLAG SALUTE
Vice Chair Puente led the pledge of allegiance.
III. SECRETARY'S REPORT
The packet was posted on the City's website on July 9, 2019 at 12:30 p.m.
ROLL CALL
Present:
Chair Patricia Bentson, Vice Chair Ermelindo Puente, Commissioner
Michelle Wexler, Commissioner Theresa Graham, Commissioner Marcos
Gonzalez, and Commissioner Robert Miller.
Excused Absence: Commissioner Terrie Berry
Staff present: Recreation Manager Adam Henig, and Parks Supervisor Bill
Headley.
IV. APPROVAL OF MINUTES
Motion was made by Commissioner Gonzalez; seconded by Commissioner
Graham and carried with a vote to approve the June 18, 2019 min utes with
a vote of 6-0-0.
V. APPROVAL OF AGENDA
Motion was made by Vice Chair Puente; seconded by Commissioner Miller
and carried with a vote to approve the agenda as written with a vote 6 -0-0
VI. INTRODUCTIONS
None.
VII. AWARDS/RECOGNITIONS
On behalf of the Veterans from South Santa Clara Valley Memorial District,
5.A
Packet Pg. 4 Minutes Acceptance: Minutes of Jul 16, 2019 6:00 PM (APPROVAL OF MINUTES)
Page 2 of 5
Vice Chair Puente provided $500 to the Youth Scholarship Fund.
VIII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
None.
IX. NEW BUSINESS
A. Proposed Parks and Recreation Commission Meeting Date Changes
Recreational Manager Adam Henig stated he will be attending professional
development training in San Diego during the regular scheduled meeting
date of November 19, 2019. Because of the conflict, he proposed changing
the meeting date to Tuesday, November 26, 2019.
Upon further discussion, the commissioners agreed to go dark during the
month of November (instead of December) and rescheduled the November
19, 2019 meeting to December 3, 2019.
Motioned made by Puente; seconded by Gonzalez. Motion passed with a
vote 6-0-0.
X. OLD BUSINESS
A. Fiscal Year 2020 Training Budget Expenditures
Recreation Manager Henig stated City Council voted to continue fund the
Commission Training Budget at $1,000 for the new fiscal year.
Chair Bentson stated she recently had a conference call meeting with the
California Association of Parks and Recreation Commissioners and Board
Members (CAPRCBM). Bentson will share dates and locations of upcoming
training opportunities with the Parks & Recreation Commissioners once she
has additional information.
B. 2019 Parks and Recreation Commission Work Plan
Henig referred commissioners to packet page #12
Veterans from South Santa Clara Valley Memorial District donated $500 to
the Youth Scholarship Fund bringing the tota l to $1,350.
Chair Bentson, Commissioner Berry, and Commissioner Gonzalez will be
attending the July 18, 2019 Gilroy Downtown Live.
Commissioner Wexler is working on the application for the Proposition 68
grant, which is due on August 4, 2019. Wexler will be meeting with City Staff
members on July 17, 2019 for additional input.
Bentson, Wexler, Berry attended the Kids Triathlon on Saturday, July 13,
2019.
XI. DEPARTMENT UPDATES
5.A
Packet Pg. 5 Minutes Acceptance: Minutes of Jul 16, 2019 6:00 PM (APPROVAL OF MINUTES)
Page 3 of 5
A. Recreation Department Updates
Recreation Manager Henig stated The Wizard of Oz play had its first
performance on Friday, July 12, 2019 with over 52 cast members including
Vice Chair’s Puente, granddaughter.
The 'Party in the Park' event was held Friday, June 21, 2019 at San Ysidro
Park. It was a great success with close to 1,000 people in attendance.
The 2019 Fall Activity Guide is being mailed out to the residents of Gilroy
this week.
A new recreational software will be launched in the late fall.
Henig stated the City of Gilroy declared the month of July 2019 as “Par ks
make Life Better.” Chair Bentson accepted the proclamation, representing
the Parks & Recreation Commission. There were other commissioners
present to accept the award too.
In August, the YMCA and City of Gilroy management are serving on a
committee to interview two firms competing to be selected from a facility
needs assessment RFP. The selected firm will submit a report and make
recommendations on how best the City and YMCA can serve the recreation
and facility needs of the community.
Henig stated the City is currently working with the Downtown Business
Association and Gilroy Chamber of Commerce to lease the Willey Cultural
Center.
B. Status of City Parks
1. Staff Report: Bill Headley, Parks Supervisor
2. Public Comment
3. Possible Action:
Receive report and comment.
5.A
Packet Pg. 6 Minutes Acceptance: Minutes of Jul 16, 2019 6:00 PM (APPROVAL OF MINUTES)
Page 4 of 5
Parks Supervisor Headley directed the commissioners to packet pages 17 -
18.
Commissioner Graham asked who's responsible for the pavement on the
bike trail by the levee as there are numerous pot holes. Headley will
research and report back to the Commissioners at the next meeting.
Commissioner Miller asked who cuts the poison oak along the trail. Headley
stated trimming will take place in the fall.
Commissioner Graham stated the grass on Hecker Pass Park is in bad
condition; she was told the timers stopped working. Headley explained that
the grass is still under the control of the developer and they’re awaiting for
fixes to be made before the city takes over ownership.
XII. GENERAL PLANNING ADVISORY COMMITTEE
Chair Bentson stated the next General Plan Advisory meeting is scheduled
for August 22, 2019. Bentson is unable to attend and asked if someone can
sit in her place.
Commissioners Graham will be attending.
XIII. COMMISSIONER PARK REPORTS & COMMENTS
Park Assignments
Pat Bentson:
Christmas Hill Park - Some of the trees need trimming and the children play
area is fading and rubber is coming apart.
Cydney Casper- a buck was seen walking around; otherwise there was
nothing to report.
Del Rey Park- Noticed trampled vegetation.
Terrie Berry: Although not in attendance, Commissioner Berry provided an
update on the following:
Carriage Hills Park- Nothing to Report.
Grandparents Social Day is Friday Aug 9th at the Senior Center.
Raffle needed to raise more funds for the youth scholarship.
Marcos Gonzalez:
Las Animas Veterans Park- Noticed graffiti on eastern side of playground.
Theresa Graham:
Miller Park- Concerned with over hanging dead branches. The children’s
playground is well kept.
Rainbow Park - Believes it needs additional trees to provide shade.
Ermelindo Puente:
5.A
Packet Pg. 7 Minutes Acceptance: Minutes of Jul 16, 2019 6:00 PM (APPROVAL OF MINUTES)
Page 5 of 5
Butcher Park, There have been 4-5 cars parked over a month; loose
dripping water system, and a dead branch that had fallen.
Forest Street Park-planted an Oak Tree; graffiti on some of the doors kids
play. One of the trees on the street needs trimming (its blocking the light).
Renz Park-Nothing to report.
San Ysidro Park -the drain by the horse shoe pit doesn’t work; Graffiti on the
picnic tables. One of the screws on the basketball cou rt is loose. Concerned
with Christmas trees lights; a light cover is coming off.
Michelle Wexler:
Hecker Pass Park- Noticed dead grass. A tree on 6th street was planted
and it looks good.
Robert Miller:
El Roble Park - The south west area of the park doesn’t get any use;
Noticed quite a bit of litter. No lid on garbage can. Noticed a lot of
overgrown weeds.
Gilroy Sports Park- Nothing to report but asked about the hours of the
bathrooms. Headley stated they are on automatic timer that unlock at 6am
and lock at 11pm.
XIV. STAFF COMMENTS
Recreation Manager Henig stated there is a webinar named ‘Safe Routes to
Parks’ on July 29, 2019 at 11:00am; he will email commissioners log in
information.
XV. NEXT MONTH AGENDA ITEMS
The month of August is dark; the next meeting is scheduled September 17,
2019, the deadline for agenda items is September 10, 2019.
XVI. ADJOURNMENT
Chair Bentson adjourned the meeting at 6:55 p.m.
Bentson will like to change the title of ‘Call to Order’ to ‘Roll Call’ and move
item titled 'adjournment' to be the last item on the list.
XVII. FUTURE MEETINGS August 20, 2019 at 6:00 P.M.
The next regular Parks and Recreation meeting will be September 17, 2019
at 6:00 p.m. in City Councils Chamber.
Zinnia Navarro
Recording Secretary
Recreation Department
5.A
Packet Pg. 8 Minutes Acceptance: Minutes of Jul 16, 2019 6:00 PM (APPROVAL OF MINUTES)
PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Parks and Recreation Commission Participate in Fundraising Raffle
for Youth Scholarship Fund
Meeting Date: September 17, 2019
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Commission can approve or not approve coordinating a raffle to raise money for the
Recreation Department's Youth Scholarship Fund.
Executive Summary
In past years, the Parks and Recreation Commission has organized and coordinated a
raffle to raise funds for the Recreation Department’s Youth Scholarship Fund. Prizes
have included complimentary tickets to Gilroy Gardens, Disneyland and a season pass
to the Christopher High School Aquatics Center. Raffle tickets have sold for $10 apiece.
In 2017, 196 tickets were sold for $1,960. In 2018, 184 tickets were sold for $1,840.
This item was requested to be placed on the agenda by Commissioner Terrie Berry.
10.A
Packet Pg. 9
PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Parks and Recreation Staff Appreciation Breakfast by Parks and
Recreation Commission
Meeting Date: September 17, 2019
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
The Commission can approve or not approve hosting the annual parks and recreation
staff appreciation breakfast.
Executive Summary
Over the past few years, the Parks and Recreation Commission hosts an appreciation
breakfast buffet for the city’s parks and recreation staff. Last year it was held on
September 20 at City Hall. In 2017, it was held on September 14 at the Corporation
Yard. The City will provide plates and utensils. If the Commission plans to sponsor it
this year, since it has been rotating back and forth between City Hall and the
Corporation Yard, it should be held at the Yard. Typically, it runs between 9:00-
10:30am. Item was requested by Commissioner Terrie Berry.
10.B
Packet Pg. 10
PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: 2019 Parks and Recreation Commission Work Plan
Meeting Date: September 17, 2019
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Receive and comment on items listed in 2019 Parks and Recreation Commission Work
Plan. Ensure goals are 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. At the
April 16, 2019 regular meeting, commissioners finalized and approved the 2019 Work
Plan.
Below are the proposed City Council goals for 2019:
1. Ensure Financial Stability
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 Engagement
7. Ensure Neighborhoods Benefit Equally from City Services
11.A
Packet Pg. 11
Attachments:
1. PRC 2019 Work Plan
11.A
Packet Pg. 12
2019 Parks and Recreation Commission Work Plan
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 Raised $1,350 as of August 28, 2019
Participate in citywide events
Support recreation department staff at existing public
events to city's parks and recreation programs
Participate with recreation staff at two downtown
events and Kids Triathlon at Christopher HS on
July 13, 2019
Confirmed two dates to table at Downtown Live:
June 27 (completed) and July 18 (completed);
Volunteered at July 13 Kids Triathlon.
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
state of city parks Ongoing - occurs at monthy meeting
Participate in CAPRCBM and other
related trainings
Be involved with the California Association of Parks
and Recreation Commissioners and Board Members
(CAPRCBM) and attend related trainings
Commissioner Bentson attended the spring
meeting in Lake Forest in May; PRC will host
CAPRCBM in Gilroy in October 2019
Host Arbor Day
As part of the Tree City application, host Arbor Day
once a year
Scheduled for Rainbow Park on Tuesday, May 21
at 5:30 p.m.Completed
Involvement with Grant Application
for Proposition 68 Funding Assist staff with community outreach and research
Assist with community advocacy at least one
event for Cycle 3; Conduct research and
community outreach for Cycle 4 of the grant
Prop. 68 grant application was submitted. Team
contributors included members of Recreation,
Public Works (Parks, Engineering & Operations),
and Santa Clara County Public Health. Awaiting to
hear back
Directional signs to San Ysidro Park
Research and recommend the purchase of directional
signage to San Ysidro Park to promote walking
Identify and propose look and location of signs
that are meant to encourage walking to San
Ysidro Park
Expected in late fall/early winter; funding
provided by Parks Division
revised August 28, 2019
Project Name Work Deliverable in 12 months Status
11.A.a
Packet Pg. 13 Attachment: PRC 2019 Work Plan (2400 : 2019 Parks and Recreation Commission Work Plan)
Park and Recreation Commission Work Plan (continued)
Additional items that were suggested by the Parks and Recreation Commission:
Explore possibility of the following:
•Surveillance cameras at city parks
•Smoke-free policy at all city parks
•Redevelop tennis courts at El Roble
•Explore possibility of creating a mural at the handball courts at Las
Animas Veterans Park
•BMX Track at at Christmas Hill Park
•Self-guided or audio history of city parks Mobile recreation van
•Expand running/hiking trail and bike paths
•Lack of sports fields
•Review of downtown park
•Televise Commission meetings (no present funding)
•Creating a Park Ranger position
•Bathroom Renovation at Las Animas Veterans Park
11.A.a
Packet Pg. 14 Attachment: PRC 2019 Work Plan (2400 : 2019 Parks and Recreation Commission Work Plan)
PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Fiscal Year 2020 Training Budget Expenditures
Meeting Date: September 17, 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
With the new fiscal year resetting on July 1, 2019, no funds have been spent yet from
the current Parks and Recreation Commission training budget.
Expense Description
11.B
Packet Pg. 15
PARKS AND RECREATION COMMISSION
STAFF REPORT
Agenda Item Title: Recreation Department Updates
Meeting Date: September 17, 2019
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Receive and comment.
· Recreation and Parks staff played a pivotal role during the Garlic Festival
Incident. Recreation was in charge of overseeing the shelter that was
provided for those individuals who were stranded and unable to find a place
to stay in the days following incident. The department was also involved with
coordinating the logistics operation for the incident command post and the
emergency operation center. Parks supported Recreation in logistics as well
as repair Christmas Hill Park following the departure of the first responders.
· Rehearsals for the fall production, Peter Pan, directed by Hilary Little, is
underway at the Senior Center. The performances will run November 8-17 at
Gilroy High School Theater
· The Recreation Department is the midst of implementing its new software,
CivicRec, which will replace Active.Net. The new software will be launched on
December 10. However, it will be a soft launch as it occurs after the release
of the 2020 Winter/Spring Activity Guide. The hard launch will take place in
conjunction with the publication of the 2020 Summer Activity Guide, which will
be in March 2020.
· Recreation staff is finalizing its agreement with a consultant to conduct a joint
(City of Gilroy Recreation Department and Mt. Madonna YMCA) facility and
program needs assessment. It will specifically analyze space surpluses and
12.A
Packet Pg. 16
deficits; identify recreation trends; and make recommendations for optimal
space use. The needs assessment will include a community survey which will
illustrate program gaps and avoid duplication of services. A final report and
presentation to City Council will be in June 2020.
· Once the new school year began, many programs were rolled out early
childhood recreation, junior recreation leader training, Gilroy Youth Center
and the Solorsano After School Program.
· In late August, the Las Animas Veteran Parks Tennis Courts (#1 -#4) were
resurfaced. The $21,000 project was funded by the Gilroy Tennis Club.
.
12.A
Packet Pg. 17
