City of Sunnyvale
Parks and Recreation Commission
january 14, 2004
MINUTES
COMMISSION MEETING
The Parks and Recreation Commission met in regular session in the City Council Chambers, 456 West Olive Avenue, Sunnyvale, CA, at 7 p.m. with Chair Arnett presiding.
Call to Order
Chair Arnett called the meeting to order at 7 p.m.
Salute To The Flag
Chair Arnett led the salute to the flag.
Roll Call
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Commissioners Present: |
Chair Jeff Arnett |
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Vice Chair Raymond Pole |
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Helen DeWolf |
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Robert Lawson |
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Joe Manfrey |
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Staff Present: |
Cathy Merrill, Assistant to the Director |
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Karen Smith, Administrative Secretary |
Approval of minutes
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Commissioner DeWolf moved, Commissioner Manfrey seconded, to approve the December 10, 2003, Parks and Recreation Commission meeting minutes. |
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Motion carried unanimously
Chair Arnett abstained |
Public Appearances
Chair Arnett opened the meeting for Public Appearances. There were none and the Public Appearances were closed.
General business
None
information Only Items
Staff Report
Ms. Merrill’s said her staff report would stand as submitted. Ms. Merrill provided an update on the following items and answered Commissioners’ questions.
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Reminder: 1/28/04, Commission Study Session, Senior Lunch Program, Annex Conference Room, 5:30 p.m.
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Commission’s Work Plan Calendar will be available at the next meeting. Commission will be reviewing two Study Issues:
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4/04, Exploration of Youth Rates for Recreation Programs and Activities
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9/04, Update Recreation Sub-Element and Open Space Sub-Element (Workplan Only)
Commissioner Pole asked for better guidelines for reviewing the budget and clearer expectations on what was expected of the Commission in regards to budget recommendations. Commissioner Lawson asked if the Commission would have an opportunity to provide budget input regarding the pending state budget cuts and their impact on the City. Ms. Merrill stated the charge of the Commission is to review and make recommendations to Council prior to Council adoption of the budget; due to Council’s tight budget timeline this year, those recommendations may be made at the Council Public Hearing. Chair Arnett polled the Commissioners, and it was agreed that staff would review Commission’s calendar and schedule a study session as soon as possible to review the Parks and Recreation current budget (FY 03/04) and budget process.
Chair Arnett requested that staff provide a list of capital projects that were deferred as a result of the 2003 budget reductions.
In response to Commissioner Lawson’s question, Ms. Merrill provided a clarification of the Arts Commission Study Issue “Provide for Greater Enforcement of Art in Private Development Requirements.”
Other Reports
None
Communications
Commissioner Pole requested that the Commission be copied on all correspondence from staff to the Senior Advisory Committee (rather than receive the information one month later in their packets, which makes the information irrelevant). Commissioner DeWolf asked that the Commissioners be copied on key communications to the Senior Advisory Committee that pertain to the Senior Lunch Program, until the Senior Lunch Program Study Session is completed. Ms. Merrill explained the item that was included in the Commissioners’ packet was an informational item only and that there was no action item for the Commissioners’ response. She also reminded the Commissioners that the Senior Advisory Committee operates at staff’s discretion and their role is very different than the Commission’s role. Commissioner Arnett noted that it is staff’s policy to keep each of the Commissioners equally informed and copying only Commissioner DeWolf on the correspondence in question could be a conflict. He said if staff sees the merit in copying Commissioner DeWolf, then all Commissioners should be copied so that they all receive the same information. Ms. Merrill apologized that only Commissioner DeWolf was copied on the correspondence in question and agreed that the all Commissioners should receive the same information.
Communications distributed at the meeting:
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Parks & Recreation Commission Roster, 1/8/04
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Memo to Parks & Recreation Commission, from Robert Walker, dated 1/13/04, regarding Color of Shed for Orchard Heritage Park
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Miscellaneous Items of Interest.
Commissioners’ packets contained the following communications:
- Memo to Arts and Parks & Recreation Commissions, from Cathy Merrill, Assistant to the Director, dated 1/7/04, regarding Council Ranking of Parks and Recreation Study Issues for 2004.
- Letter to Fall Foliage Trip Participants, from Tricia Lord, Recreation Supervisor, dated 12/29/03, regarding restitution for Fall Foliage Trip participants.
- Letter to Senior Advisory Committee, from Tricia Lord, Recreation Supervisor, dated 12/12/03, regarding updates on various issues.
- News Article: San Jose Mercury News, 12/22/03, “Budget ax looms for youth services; San Jose ponders future of about 20 programs.”
- Sunnyvale Gymnastics Club (SVGC) Newsletter, 12/03
- Miscellaneous Items of Interest
Non-agenda items & comments
Commissioner Comments
Commissioners had questions regarding the letter (which was included in their packets) to Fall Foliage trip participants. Ms. Merrill said she would take the questions back to staff and include the answers in her January 28, 2004, staff report.
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Commissioner Pole asked if the City has insurance coverage to reimburse the participants for the cost of the canceled trip?
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Commissioner DeWolf understands that this matter is going to be resolved through the courts and that this will probably take a very long time. Is there any other way that the participants can be paid?
Commissioner Manfrey asked to attend and observe the January 26, 2004, Senior Advisory Committee meeting. Ms. Merrill said she would confirm his invitation.
Commissioners had questions regarding what constitutes conflict of interest. Ms. Merrill said an upcoming Commission Study Session would be a good opportunity to address the role of the Commission and what may or may not be a conflict of interest.
Ms. Merrill answered Commissioners’ additional questions regarding the budget.
Chair Arnett thanked Vice Chair Pole for chairing the meeting on December 10, 2003.
Staff Comments
None
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Commissioner Manfrey moved, Vice Chair Pole seconded, to adjourn the meeting. |
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Motion carried unanimously |
Adjournment – 7:50 p.m.