MINUTES
SUNNYVALE parks and Recreation Commission
MARCH 9, 2005
City Hall Council Chambers

SALUTE TO FLAG

Chair Arnett led the salute to the flag.

ROLL CALL

Present:	Chair Jeff Arnett
	Vice Chair Raymond Pole
	Commissioner Howard Chuck
	Commissioner Robert Lawson
	Commissioner Robert Locke
Staff Present:	Curtis Black, Interim Director of Parks and Recreation
	Cathy Merrill, Assistant to the Director
	Nancy Bolgard Steward, Arts & Recreation Superintendent

SCHEDULED PRESENTATION - None

PUBLIC ANNOUNCEMENTS - None

CONSENT CALENDAR

1.A. Approval of Draft Minutes from Regular Meeting of February 9, 2005

Vice Chair Pole moved, Commissioner Locke seconded, to approve the minutes from the regular meeting of February 9, 2005.   Motion carried unanimously 3-0 with Arnett & Lawson abstaining due to their absence on February 9, 2005

CITIZENS TO BE HEARD

There were no comments.

PUBLIC HEARINGS/GENERAL BUSINESS

2.  Draft RTC – Consideration of Community Gardens and Possible Locations

Interim Director Black presented the staff report.

Commissioners’ questions were answered regarding clarification of the alternatives and explanation of why staff did not give a specific recommendation but, instead, requested direction on areas to explore.

Chair Arnett opened the Public Hearing.

Josh Salans, co-founder, introduced members of the Sunnyvale Sustainable Gardening (SSG) group -- Marian Cochran, Kathleen Carey, Marline Brodeur. Laura Coatney, Starr Coatney, Julie Horne, Nicole Stachowicz, Masood Mokhtary, Jacques Nicole, Janet Hamma, Jacqueline Graham, and Art Giantermo.

SSG members spoke in support of community gardens and described their vision for organic gardening in Sunnyvale. It was clear that they would like to establish a community garden at the property located near Charles Street and Olive Avenue for a five-year minimum period. SSG surveyed 350 neighbors near Charles and Olive and said that 99% of the neighbors had no problem with a community garden at that location. They also considered the following properties for community gardens: Lakewood Village Fairwood Park and the existing cherry orchard located at 755 S. Mathilda Avenue. Mr. Salans answered Commissioners’ questions regarding Satterberg Grant, multiple garden sites, number of garden plots, 5-year minimum length of agreement and possibility of extensions to the agreement. Questions were also answered regarding the possibility of using the Charles and Olive location for community gardens and then having to move to another site in 5 years’ time, as well as the consideration of going forward with another site if the Olive and Charles location was not approved. Mr. Salans thanked Robert Walker, former Director of Parks and Recreation, and the Commissioners for their time.

Chair Arnett closed the Public Hearing and thanked the speakers for their presentation.

Vice Chair Pole moved to recommend that Council accept Alternatives No. 1 and No. 6.   Alternative No. 1: Further explore the possibility of an Agreement with Sustainable Gardening for the development of community gardens on City property under the assumption that capital and operating costs will not be the City’s responsibility.   Alternative No. 6: Further explore with residents and the affected neighborhood the possible development of community gardens on that 1.8 acre portion of property just west of Charles Street and just north of 505 West Olive Avenue.   Motion failed for lack of a second.

Commissioner Lawson moved, Vice Chair Pole seconded, to recommend that Council direct staff to return to Council with an Agreement with Sunnyvale Sustainable Gardening for the development of community gardens on City property at one of the following sites: John Christian Greenbelt; 755 S. Mathilda Avenue; Orchard Heritage Park; or Charles Street.

Commissioner Lawson spoke to his motion noting it was short because many items can be negotiated in the agreement. He said that “no cost to the City” should be part of the agreement’s terms; the wording in the Alternatives section of the report “further exploring the possibility” is too fuzzy; SSG would like the Charles and Olive site and he does not understand why it was excluded from staff’s recommendation; and this recommendation would allow staff an opportunity to explore with residents and the neighborhood the possible development of community gardens at each of these sites and feels this is the way to get it done.

Vice Chair Pole said he agrees with Commissioner Lawson and supports the idea of community gardens. Although it may be cumbersome for staff to explore each of the suggested sites, SSG might then have more than one location to choose from. He commended SSG for their forward thinking in exploring the variety of sites that may be available to them. He hopes that SSG will work with whatever site Council recommends.

Chair Arnett said that he grew up in Lakewood Village and many gardens that were once there are now gone.

The Commission also made it clear that they would eventually like to see community gardens on many sites in Sunnyvale.

Motion passed unanimously 5-0

3.  Draft RTC – Recommendations Regarding a Process for the Award of Swirsky Youth Opportunity Fund Grants to Agencies Supporting Disadvantaged Youth

Ms. Merrill presented the staff report. Commissioners’ questions were answered regarding the Mobile Recreation Program and number of children served versus number of children that could be served; concerns that the Swirsky Youth Opportunity Fund will be used to replace funds currently in the budget; outside agencies that only serve economically disadvantaged youth; definition and explanation of “disadvantaged youth.” Chair Arnett noted that the intended use of the Swirsky Youth Opportunity Fund would be identified in the budget transmittal letter and reviewed by the Commission each year. Chair Arnett suggested adding language to advertising and program flyers to promote the fact that the Swirsky Youth Opportunity Fund is supporting a particular program.

The Public Hearing was opened. There were no comments and the Public Hearing was closed.

Vice Chair Pole moved, Commissioner Chuck seconded, to recommend that Council accept Alternatives 3a and 5. Alternative 3a:  Approve the establishment of a “Swirsky Grant Review Committee” to review the grant applications. The Committee would be comprised of two members of both the Arts and Parks and Recreation Commission and a fifth member who is a representative of the City Council. Alternative 5:  The Commissions or the “Swirsky Grant Review Committee” would make the final decision on the grant award. City Council would take action only in cases of appeal.

Vice Chair Pole said he is nervous that the purpose of the fund would be lost if there is no grant program. He feels the small grant program at the Commission level is still acceptable.

Commissioner Chuck feels that having a grant program and the publicity it brings may encourage other citizens to donate monies which could be used for City programs in the future.

Commissioner Lawson feels the grant program is cumbersome for staff to implement for such a small amount of money.

Commissioner Locke feels there are good points on each side, noting that it is a small amount of money to implement a new program, but he is concerned that the money may get lost if there is no grant program.

Chair Arnett likes the Mobile Recreation Program and the idea that the money will go directly to add more children to the program. Chair Arnett said he appreciates the joint sessions with the Arts Commission hammering out the details of a grant program.

Staff responded to Vice Chair Pole’s request to know what the Arts Commission recommended.

Commissioner Lawson moved, Chair Arnett seconded, to recommend that Council accept staff’s recommendation Alternative 1 and, further, that publications advertising programs receiving these funds include a statement that the monies came from the Swirsky Youth Opportunity Fund. Alternative 1: Use proceeds from the Swirsky Youth Opportunity Fund to supplement the City’s Mobile Recreation Program or an equivalent City program rather than using the funds for grants to outside groups. The City Manager would include a recommendation for the use of funds (consistent with the Trust) with the budget submittal each year.

Commissioner Lawson finds it important to remind the public that the monies for certain City programs come from the Swirsky Youth Opportunity Fund. Ms. Swirsky made a considerable donation and it should be promoted.

Vice Chair Pole was opposed and reserved the right to put his objection in writing so Council will understand why he is against the motion.

Commissioner Locke clarified that the motion has no time limits. Chair Arnett feels a year (as suggested by the Arts Commission) is too soon and notes the Commission will review the budget each year.

4.  Fee Waiver Program – Budget Issue

Ms. Steward presented the staff report.

Commissioners’ questions were answered regarding definition of “budget” and “expenditures” and possibility of allocating fee waivers only to those citizens who are in the very very low-income group.

Commissioner Lawson moved to recommend that Council limit fee waivers to the very very low-income category and direct staff to maintain expenditures for the Recreation Fee Waiver Program within the existing budget of $113,022.   Motion failed for lack of a second.

Commissioner Locke moved, Vice Chair Pole seconded, to recommend that Council accept Alternative No. 2:  Direct staff to prepare a Budget Modification in the amount of $76,000 and adjust the General Fund subsidy to the Community Recreation Fund by the same amount.

Commissioner Locke said he has a difficult time seeing some of the children not being able to participate in enjoyable programs and sports.

Motion passed unanimously 4-1 with Chuck dissenting

Commissioner Chuck was opposed because he said staff should stay within the budget and is concerned with the precedent that might be set.

NON-AGENDA ITEMS AND COMMENTS

BOARDMEMBERS OR COMMISSIONERS ORAL COMMENTS

In response to Vice Chair Pole, Interim Director Black explained that it was necessary to prepare “RTC 05-050 Information Only Update: Cricket Play at Ortega Park” in order to explain which options would be implemented and allow the public an opportunity to comment, if they so desired.

Chair Arnett asked for volunteers to speak to Council and deliver Commission’s recommendation regarding a Process for the Award of Swirsky Youth Opportunity Fund Grants to Agencies Supporting Disadvantaged Youth. Commissioner Lawson asked staff to remind him to check his availability. Vice Chair Pole spoke to his desire to share with Council his own recommendation regarding the Swirsky Youth Opportunity Fund.

Chair Arnett thanked Vice Chair Pole for chairing the February 9, 2005, meeting during his absence.

Chair Arnett said he would not be unable to attend the Parks & Recreation Special Meeting on March 21, 2005.

STAFF ORAL COMMENTS

Ms. Merrill called Commissioners’ attention to an item in their packets: Friends of Parks and Recreation public meeting notices.

Ms. Merrill noted that the following Reports to Council would be going to Council on April 5, 2005 (not March 29, 2005).

Recommendations Regarding a Process for the Award of Swirsky Youth Opportunity Fund Grants to Agencies Supporting Disadvantaged Youth

Fee Waiver Program – Budget Issue

Ms. Steward noted that photos in the Activity Guide are updated each quarter with current photos.

INFORMATION ONLY ITEMS

• Staff Liaison Written Report
• Miscellaneous Items of Interest

ADJOURNMENT -10:35 p.m.

Respectfully submitted,

Cathy E. Merrill, Assistant to the Director

Parks and Recreation Department

Reviewed by:

Curtis Black, Interim Director

Parks and Recreation Department