MINUTES
parks and Recreation Commission
SPECIAL MEETING
JULY 25, 2006

The Sunnyvale Parks and Recreation Commission met in special session in the West Conference Room, 456 W. Olive Avenue, Sunnyvale, CA at 7 p.m. with Chairperson Kinder presiding.

ROLL CALL

Commissioners Oliver and Lawson confirmed before the meeting that they would be unable to attend this special meeting.

PUBLIC ANNOUNCEMENTS

None

CONSENT CALENDAR

1.A.  No Items

STAFF RESPONSES TO PRIOR PUBLIC COMMENTS

None

PUBLIC COMMENTS

Mr. Scott Erwin, Sunnyvale resident for 23 years and Serra Little League board member, announced a successful little league season despite so much rain in March. He thanked the Commission for their support in the Serra Little League opening day ceremonies and the dedication of the Bob Bernhardt memorial field on March 25.

In response to Commissioner Harms, Mr. Erwin said that the Serra Little League maintains the scoreboard at Serra Park, noted the height of the scoreboard and discussed protection from potential vandalism. Mr. Erwin shared photos of the Bob Bernhardt Field scoreboard.

PUBLIC HEARINGS/GENERAL BUSINESS

2.      Study Issue: Consider Revisions to Council Policy 7.3.22 Recognition of Donations and Use and Layout of Plaques (Council Action 8/8/2006)

Assistant to the Director Merrill presented the staff report. She answered Commissioners’ questions regarding why staff did not recommend designating specific sizes of recognition plaques to recognize volunteer contributions of community members, maintenance of various plaques, and provided an explanation on what is meant by a donor wall.

Chairperson Kinder opened the Public Hearing.

Mr. Scott Erwin, Sunnyvale resident for 23 years and Serra Little League board member, believes that when staff makes recommendations on revising Council policies, they should provide more time for review than just 3 days prior to the Commission meeting to allow public input and promote more open exchange of ideas before finalizing the report. He thanked staff for sending him a copy of the report on Friday, July 21, which he noted was as soon as it was available to send.

Mr. Erwin supports Alternative 4 and also recommends the following additions: 1) include wording to note recognition to honor acts of heroism, 2) add recognition plaques first in the proposed revised policy, 3) include wording proposing the criteria that volunteers must meet to qualify for recognition, and 4) include contributions of volunteer hours. Mr. Erwin said he has had experience with recognition policies in Austin, Texas.

Chairperson Kinder thanked Mr. Erwin for his comments and closed the Public Hearing.

Chairperson Kinder asked if there was wording in the policy to include recognition of acts of heroism. Assistant to the Director Merrill responded that this wording is not specifically in the policy, but that it is not excluded either.

Chairperson Kinder stated his thoughts related to setting standards too tightly defined as it could make it too difficult to judge and provide appropriate recognition. He said the Commission’s recommendation and Council’s action at the time that recognition is brought forward would be sufficient.

Commissioner Harms shared he does not find the use of permanent long-term plaques that meaningful over time as people grow older or leave the City.

MOTION:  Vice Chairperson Chuck moved, Chairperson Kinder seconded, to recommend that Council accept staff’s recommendation:

·         Alternative No. 1:  Revise Council Policy 7.3.22 Recognition of Donations and Use and Layout of Plaques current wording that relates to donations of $20,001 and above to include the recognition of contributions of citizens who have made significant voluntary donations of time to the community, as noted under Alternative No. 1 on page 9 of this report.

·         Alternative No. 3:  Include additional wording on the maintenance and upkeep of plaques installed on City facilities as found on page 12 of this report.

·         Alternative No. 4:  Combine the wording of Council Policy 7.3.22 and Policy 7.3.20 into one policy on “Council Recognition of Individuals, Organizations and/or Events as noted in Attachment E of this report.

VOTE:  The motion passed 3-0, with Commissioners Oliver and Lawson absent.

NON-AGENDA ITEMS AND COMMENTS

COMMISSION

None

STAFF

Assistant to the Director Merrill thanked the Commissioners for attending this special meeting. She reminded them about the July 27 reception and orientation for new board and commission members and the board and commission recognition event scheduled for August 24.

INFORMATION ONLY ITEMS

·         Staff Liaison Written Report

ADJOURNMENT at 8 p.m.

Chairperson Kinder adjourned the meeting at 8 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

ks