MINUTES
SUNNYVALE parks and Recreation Commission
MAY 26, 2004

The Parks and Recreation Commission met in regular session in City Council Chambers, 456 West Olive Avenue, Sunnyvale, CA at 7:04 p.m. with Chair Arnett presiding.

ROLL CALL

Present:	Chair Jeff Arnett
	Vice Chair Raymond Pole
	Commissioner Joe Manfrey
	Commissioner Robert Lawson
Absent:	Commissioner Helen DeWolf (excused)
Staff Present:	Robert Walker, Director
	Cathy Merrill, Assistant to the Director
	Nancy Bolgard Steward, Superintendent of Arts & youth Services
	Curtis Black, Superintendent of Parks

SCHEDULED PRESENTATION        None

PUBLIC ANNOUNCEMENTS     None

CONSENT CALENDAR

1.A. Approval of Draft Minutes (Regular Meeting of April 28, 2004)

Commissioner Pole moved, Commissioner Manfrey seconded, approval of the Consent Calendar.

Motion Carried Unanimously

CITIZENS TO BE HEARD

Chair Arnett opened the meeting for Public Appearances. There were none and the Public Appearances were closed

PUBLIC HEARINGS/GENERAL BUSINESS

2. Draft RTC – Agreement between City of Sunnyvale and Sunnyvale Historical Society and Museum Association for the Design, Development, Operation and Maintenance of a Heritage Museum at Sunnyvale Heritage Center at the Sunnyvale Community Center (Council Action 6/15/04)

Director Walker presented the staff report. Commissioners questions were answered regarding Proposition 40, provisions to meet public art requirement, meaning of “sole source” and “time is of the essence” wording in agreement, plan checks, signage requirements, and use of the proposed facility.

Chair Arnett opened the Public Hearing.

Ms. Laura Babcock, Museum Project Chairperson, and Board Member of the Sunnyvale Historical Society and Museum Association.

Ms. Babcock expressed her pleasure in presenting the agreement. She requested that the City consider paying utility bills for five years until the SHSMA has an opportunity to establish the endowment fund that would support the on-going museum operations. Ms. Babcock estimated the utility costs to be $3,500 to $4,000 per year. She also said that she hopes the Commission will consider the SHSMA’s cost to clean and restore the museum’s artwork as its contribution to the pubic artwork requirement. She explained the “sole source” requirement that will allow the museum to purchase any original or antique furnishings. She also explained the proposed use of the outdoor area. She thanked Director Walker and staff.

Chair Arnett closed the Public Hearing. 

Commissioner Pole moved, Commissioner Manfrey seconded, to recommend that Council approve staff recommendation Alternative No. 1:  Approve the Agreement between City of Sunnyvale and Sunnyvale Historical Society and Museum Association for the Design, Development, Operation and Maintenance of a Heritage Museum at Sunnyvale Heritage Center at the Sunnyvale Community Center and authorize the City manager to enter into the agreement, with the exception of SECTION 9 (b) and further recommended that the Sunnyvale Historical Society and Museum Association furnish utilities after 5 years.

Chair Arnett offered a friendly amendment to set maximum amount of $3,500 per year as the amount that the City would contribute to the utility costs.

The friendly amendment was not accepted by the maker of the motion.

Motion Failed 2-2 Ayes: Arnett & Pole No: Lawson & Manfrey DeWolf absent

Commissioner Lawson moved, Commissioner Manfrey seconded, to recommend that Council approve staff recommendation Alternative No. 1:  Approve the Agreement between City of Sunnyvale and Sunnyvale Historical Society and Museum Association for the Design, Development, Operation and Maintenance of a Heritage Museum at Sunnyvale Heritage Center at the Sunnyvale Community Center and authorize the City manager to enter into the agreement.

Motion Failed 2-2 DeWolf absent

Chair Arnett moved to recommend that Council approve staff recommendation Alternative No. 1: Approve the Agreement between City of Sunnyvale and Sunnyvale Historical Society and Museum Association for the Design, Development, Operation and Maintenance of a Heritage Museum at Sunnyvale Heritage Center at the Sunnyvale Community Center and authorize the City manager to enter into the agreement, with the following amendment to SECTION 9 (b): “Upon completion of the project and acceptance of it by CITY, the City pay all utility costs associated with the first five (5) years of the museum’s operation, at a maximum amount of $3,500 per year, with the Society assuming all related costs in subsequent years.  SOCIETY shall become responsible after 5 years for furnishing all utilities at no cost or expense to CITY. SOCIETY shall be responsible for the cost and expense of cable, computer and/or telephone bills.” The Commission felt that upon completion of the museum it would be fair to allow the Society an additional five years to prepare to assume annual utility costs.

Motion Passed 3-1 Ayes: Arnett, Pole, Manfrey No: Lawson DeWolf absent

3. Draft RTC – Naming of Downtown Plaza

Assistant to Director Merrill provided the staff report and noted one citizen who emailed three suggested names for the downtown plaza. Staff answered Commissioners’ questions regarding suggested names and name of first mayor of Sunnyvale.

Chair Arnett opened the Public Hearing. There were no appearances and the Public Hearing was closed. 

Commissioner Manfrey moved, Chair Arnett seconded and requested that the motion be kept open to receive any other names for consideration, to recommend that Council accept “Sunnyvale Downtown Plaza” as the name of the downtown plaza.   Commissioner Pole suggested the following names: Plaza Central Evelyn Plaza Downtown Plaza   Chair Arnett suggested the following names: Murphy Plaza Sunnyvale Plaza

Motion carried unanimously to consider above names DeWolf absent

Commissioner Manfrey moved to exclude Evelyn Plaza, Murphy Plaza, Plaza Central and keep Downtown Plaza and Sunnyvale Plaza.

Motion carried unanimously DeWolf absent

Commissioner Pole moved, Commissioner Lawson seconded, to recommend that Council accept “Sunnyvale Plaza” as the name of the downtown plaza.

Motion Passed 3-1 Ayes: Arnett, Lawson, Pole No: Manfrey DeWolf absent

4. Proposed FY 04/05 Budget and 10-Year Resource Allocation Plan

Director Walker gave an overview of the Proposed FY 04/05 Budget and 10-Year Resource Allocation Plan. He reviewed the City Manager’s Letter of Transmittal, including the Community Recreation Fund, Structural Imbalance, Park Dedication Fund, and Dorolou P. Swirsky Youth Opportunity Fund. Discussion followed and staff answered the Commissioners’ questions.

Chair Arnett opened the Public Hearing at 9:35 p.m.

Dane Andrew Beezley, Chairman, Sunnyvale Arts Commission, addressed the Commission in support of maintaining the Arts Commission and Parks & Recreation Commission as separate entities. He also spoke in support of dropping Budget Supplement DPR-25 Parks & Recreation Management from the budget.

Chair Arnett closed the Public hearing at 9:40 p.m. 

Commissioner Manfrey moved, Chair Arnett seconded, to recommend that Council approve the City Manager’s FY 04/05 Recommended Budget and Resource Allocation Plan with the exception of Budget Supplement #3 City Council Preliminary Policy Direction on Service and Service Level Reductions.

Motion Carried Unanimously 4-0 DeWolf absent

Chair Arnett moved, Commissioner Pole seconded, to recommend that Council approve City Manager’s Budget Supplement #3 City Council Preliminary Policy Direction on Service and Service Level Reductions, with the following exceptions:   DPR-16 Maintain Multi-Purpose Buildings DPR-23 Abate Litter DPR-25 Parks and Recreation Management DPR-38 Visual Arts, Theatre, Music and Dance Classes and Activities for Adults   Commissioner Pole added the following exception: DPR-26 Customer Service, Registration, Web Site and Publicity for Recreation Programs and Activities   Commissioner Manfrey added the following exception: DPR-27B Waive Park Building Use Fees for Non-Profit Groups

Motion Carried Unanimously 4-0 DeWolf absent

Commissioner Pole moved, Commissioner Arnett seconded, to recommend that Council not approve City Manager’s recommendation on DPR-16 Maintain Multi-Purpose Buildings and further recommended an increase from 5% reduction to 10% reduction.

Motion Failed 2-2 Ayes: Arnett & Pole Noes: Lawson & Manfrey DeWolf absent

Commissioner Lawson moved, Commissioner Manfrey seconded, to recommend that Council approve City Manager’s recommendation on DPR-16 Maintain Multi-Purpose Buildings.

Motion Passed 3-1 No: Pole DeWolf absent

Commissioner Pole moved to recommend that Council not approve City Manager’s recommendation on DPR-23 Abate Litter and further recommended an increase from 5% reduction to 10% reduction.

Motion Failed for lack of second

Chair Arnett moved, Commissioner Lawson seconded, to recommend that Council approve City Manager’s recommendation on DPR-23 Abate Litter, with the further recommendation to ask the community, through the Quarterly Report, to help manage their parks and assist with littler abatement

Motion Passed 4-0 DeWolf absent

Commissioner Lawson moved, Commissioner Manfrey seconded, to recommend that Council not approve City Manager’s recommendation on DPR-25 Parks and Recreation Management, with the further recommendation to not combine the Arts Commission and Parks & Recreation Commission and decrease the 5% reduction to reflect keeping the two commissions separate.

Motion Failed 2-2 Ayes: Lawson & Manfrey Noes: Arnett & Pole DeWolf absent

Commissioner Lawson moved to recommend that Council not approve City Manager’s recommendation on DPR-025 Parks and Recreation Management and recommended that reductions not include combining the Arts Commission and Parks & Recreation Commission.

Motion Failed for lack of a second

Chair Arnett moved, Commission Lawson seconded, to recommend that Council not approve City Manager’s recommendation on DPR-025 Parks and Recreation Management and not reduce this program by 5%.

Commissioner Pole offered a friendly amendment to consider a Study Issue regarding savings to combine the Arts Commission and Parks & Recreation Commission.

The friendly amendment was not accepted by the maker of the motion.

Commissioner Manfrey offered a friendly amendment to accept the 5% reduction without reducing staff and without merging the Arts Commission and Parks & Recreation Commission.

The friendly amendment was not accepted by the maker of the motion.

Motion Passed Unanimously 4-0 DeWolf absent

Chair Arnett moved, Commissioner Manfrey seconded, to recommend to Council that should they accept DPR-25 Park and Recreation Management, that they give consideration to having the Parks & Recreation Commission meet once per month and keep the Arts Commission and Parks & Recreation Commission separate.

Motion Passed Unanimously 4-0 DeWolf absent

Commissioner Lawson moved, Commissioner Manfrey seconded, to recommend that Council approve City Manager’s recommendation on DPR-26 Customer Service, Registration, Web Site and Publicity for Recreation Programs and Activities.

Motion Passed 3-1 No: Pole DeWolf absent

Commissioner Lawson moved, Commissioner Manfrey seconded, to recommend that Council not approve City Manager’s recommendation on DPR-27B Waive Park Building Use Fees for Non-Profit Groups.

Initially Motion Passed 3-1 (Lawson: No; DeWolf: absent) but it was followed by much discussion in an attempt to clarify the intent of the motion. It was decided to move on and return later to DPR-27B.

Chair Arnett moved, Commissioner Manfrey seconded, to recommend that Council not approve City Manager’s recommendation on DPR-38 Visual Arts, Theatre, Music and Dance Classes and Activities for Adults and not reduce this program by 5%, especially when people look to the City for recreational services.

Motion Passed Unanimously 4-0 DeWolf absent

Commissioners returned to DPR-27B Waive Park Building Use Fees for Non-Profit Groups. 

Commissioner Lawson moved, Chair Arnett seconded, to recommend that Council approve City Manager’s recommendation on DPR-27B Waive Park Building Use Fees for Non-Profit Groups as a one-year pilot project to encourage non-profits use of park buildings.

Chair Arnett agreed but asked why discriminate against those meetings with less than 20 people. He said this is counter-productive.

Motion Fails 1-3 Ayes: Lawson Noes: Arnett, Manfrey, Pole

Commissioner Manfrey moved, Commissioner Pole seconded, to recommend that Council not approve City Manager’s recommendation on DPR-27B Waive Park Building Use Fees for Non-Profit Groups and further recommended that a nominal fee be charged to non-profit groups with less than 20 people using park buildings.

Motion Passed 4-0 DeWolf absent

Commissioner Pole volunteered to speak on behalf of the Parks and Recreation Commission at the City Council Public Hearing on the FY04-05 Budget on June 1, 2004. Commissioners Lawson and Manfrey also hope to attend.

NON-AGENDA ITEMS AND COMMENTS

COMMISSIONERS ORAL COMMENTS

Commissioner Pole asked staff to prepare a written statement regarding Council’s action on RTC 04-170 Exploration of Youth Rates for Recreation Programs and Activities - Study Issue. Assistant to Director Merrill indicated she would include that in her next staff report. Director Walker gave a verbal overview of Council’s action.

Commissioner Pole said he would not be able to attend the June 23, 2004, Commission meeting.

Commissioner Manfrey thanked staff for all the work they have put in to prepare and present the budget information.

Commissioner Pole would like to further discuss and agendize a new Study Issue paper regarding the Central Nursery Project Concept.

Chair Arnett thanked the Commissioners for their patience in getting through the evening’s agenda.

STAFF ORAL COMMENTS

None

INFORMATION ONLY ITEMS

• Staff Liaison Written Report
• Letter to Mr. Agnew, from Director Walker, dated May 14, 2004, regarding Central Nursery Pilot Project Concept
• Memo to Board & Commission Members, from City Clerk Susan Ramos, dated April 30, 2004, titled “Changes to Agenda and Minutes”
• Letter to Ms. Kay, from Recreation Superintendent John Lawrence, dated May 20, 2004, regarding gymnastics program and facilities
• Letter to Mr. Neil Struthers, from Director Walker, dated May 25, 2004, regarding legal requirements related to projects funded with Proposition 40 money
• Miscellaneous Items of Interest 

Commissioner Manfrey moved, Chair Arnett seconded, to adjourn the meeting.

Motion Carried Unanimously DeWolf absent

ADJOURNMENT 10:50 p.m.

Respectfully submitted,


Cathy Merrill
Assistant to the Director
Parks and Recreation Department

Reviewed by,


Robert Walker
Director
Parks and Recreation Department