MINUTES

JOINT MEETING

arts commission

parks and Recreation Commission

May 9, 2007

The Sunnyvale Arts Commission and Parks and Recreation Commission met in regular session in the City Hall Council Chambers, 456 W. Olive Avenue, Sunnyvale, CA at 7 p.m. with Chairperson Kinder presiding.

CALL TO ORDER

Chairperson Kinder called the meeting to order at 7 p.m.

SALUTE TO THE FLAG

ROLL CALL

PUBLIC ANNOUNCEMENTS - None

CONSENT CALENDAR

1.A.  Approval of Draft Minutes from Regular Meeting of Parks and Recreation Commission on April 11, 2007

MOTION:  Commissioner Harms moved, and Vice Chairperson Chuck seconded, to approve the minutes from the regular meeting of April 11, 2007.

VOTE:  Motion passed 5-0.

STAFF RESPONSES TO PRIOR PUBLIC COMMENTS - None

PUBLIC COMMENT - None

PUBLIC HEARINGS/GENERAL BUSINESS

2.  Review Rental Fees for Plaza del Sol (Study Issue) (Council Action 5/22/07)

John Lawrence, Recreation Supervisor, presented the staff report.

Commissioner Harper arrived at 7:05 p.m.

Staff responded to questions from both Commissions regarding planned Capital Improvement Projects (CIPs), Community Recreation Fund budget and what it covers to support the plaza, nearby cities that charge for similar plazas, fees for current use of the plaza and how fees were determined, capacity of underground garage, and capacity of plaza based on weight limits. Commissioners questioned as to why keep the rental fee if no one is reserving the plaza. Questions were answered regarding marketing the plaza and comparison of fees for various group types. Commissioners asked if the Sunnyvale Art and Wine festival is a non-profit group and inquired about impact from festivals near the plaza. Different uses of the plaza (large community gatherings vs. small user groups) were discussed, and Commissioners asked if the City Manager has the ability to control use with private groups and to decline renting the plaza to small groups.

Curtis Black, Superintendent of Parks, joined Supervisor Lawrence at the staff table to clarify policies and differentiate between fee policies for special events (both public and private) and exclusive use policies. Commissioner Lawson said Superintendent Black’s explanation helped to clarify and stated this topic may be an issue for future discussion.

Commissioner Harper said he has seen little activity at the plaza and it should be promoted. Commissioner Harms said he is in favor of no rental fees until the plaza is promoted.

Chairperson Kinder opened the public hearing. There were no appearances and the public hearing was closed.

ARTS COMMISION MOTION:  Commissioner Obrey moved, Commissioner Harper seconded, to recommend that Council accept staff’s recommendation, Alternative 1, City Council direct staff to implement a stepped rental fee structure, with damage deposits required as described in page 13 of this report. Future increases to the plaza rental fees will be handled administratively along with all other parks and recreation fees (except golf).

VOTE:  Motion passed 2-0.

PARKS AND RECREATION COMMISSION MOTION:  Commissioner Oliver moved, Commissioner Lawson seconded, to recommend that Council accept staff’s recommendation, Alternative 1, City Council direct staff to implement a stepped rental fee structure, with damage deposits required as described in page 13 of this report. Future increases to the plaza rental fees will be handled administratively along with all other parks and recreation fees (except golf).

Chairperson Kinder offered a friendly amendment to delay implementation of the proposed fee schedule until construction fencing is removed from the plaza and the plaza is ready to be used.

Commissioners Oliver and Lawson did not accept the friendly amendment.

Commissioner Lawson added that staff prepared a good report and researched options the best they could. The issue regarding (previous) high fees excluding groups is addressed in the report and proposed fee schedule.

VOTE:  Motion carried 3-2, with Commissioners Kinder and Harms dissenting.

Chairperson Kinder finds it a good staff report. However, he is opposed based on charging fees for something not used. There should be time to establish demand before rental fees are set and no fees should be charged until the area is fully developed.

Commissioner Harms agrees with Chairperson Kinder and suggests waiting until the plaza marketing program is in place and demand for the plaza increases.

The Arts Commissioners excused themselves from the remainder of the meeting.

3.  Study the Benefits and Impacts of Increasing Weekend Golf Fees $2 for Non-Resident Golfers (Study issue) (Council Action 5/22/07)

Mark Petersen, Golf Services Supervisor, presented the staff report.

Commissioners asked about level of rounds played at Shoreline and Santa Clara golf courses. Commissioner Lawson inquired if staff had knowledge of the “Game Theory,” which relates to how one comes to decisions when there are many factors. He noted that staff prepared an excellent report.

Chairperson Kinder also complimented staff on the report and liked how the issues were developed.

Supervisor Petersen said the golf survey response indicated that most residents expressed appreciation for discounts and indicated they expect a resident discount.

Chairperson Kinder opened the public hearing. There were no appearances and the public hearing was closed.

MOTION:  Commissioner Harms moved, Chairperson Kinder seconded, to recommend that Council accept staff’s recommendation Alternative 1, Increase proposed (April 1, 2008) weekend fees for non-resident golfers by $0.50 and reduce proposed weekend fees for resident golfers by $1.50 at both Sunnyvale and Sunken Gardens Golf Courses, thereby creating a $2.00 differential between weekend resident and non-resident golf fees.

VOTE:  Motion passed unanimously 5-0.

NON-AGENDA ITEMS AND COMMENTS

COMMISSION

Commissioner Lawson complimented staff on the quickness of their response to his questions.

Commissioner Harms noted folks who use the fitness room at the Senior Center were pleased to find out that some of the pieces of fitness equipment are scheduled to be replaced.

Commissioner Lawson asked Director Lewis about the promotion of the Plaza del Sol and use by community groups and organizations for events. Director Lewis said the goal is to enhance community events and noted the upcoming construction and impact on the downtown area. He said the Plaza del Sol Phase II Project is just beginning the design phase.

Chairperson Kinder said the two reports reviewed this evening go before City Council on May 22, 2007, and asked for volunteers to present the Commission’s recommendations. Since none of the Commissioners could attend, Chairperson Kinder agreed to present to the Council.

Commissioner Oliver volunteered to present the Commission’s recommendation to City Council on June 19, 2007, regarding the Agreement with California Sports Center for Operation of Fremont High School Swim Pool.

Commissioner Lawson volunteered to present Commission’s recommendation to City Council on June 5, 2007, regarding the Recommended FY 07/08 Budget and 10-Year Resource Allocation Plan. Commissioner Lawson will confirm this commitment on May 30, 2007.

STAFF

Assistant to the Director Merrill reminded Commissioners of the Hands on the Arts (HOTS) event on May 19, 2007, and the Special Joint Meeting with the Arts Commission on May 30, 2007, regarding the Recommended FY 07/08 Budget.

INFORMATION ONLY ITEMS

• Staff Liaison Report
• Miscellaneous Items of Interest

ADJOURNMENT at 8:35 p.m.

Chairperson Kinder adjourned the meeting at 8:35 p.m.

Respectfully submitted,


Cathy E. Merrill

Assistant to the Director
Parks and Recreation Department

Reviewed by,


David A. Lewis, Director
Parks and Recreation Department

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