The Parks and Recreation Commission met in regular session in the Council Chambers, City Hall, 456 West Olive Avenue, Sunnyvale, California on May 14, 2003, at 7:02 p.m., with Acting Chair Arnett presiding.

Acting Chair Arnett called the meeting to order at 7:02 p.m.

Acting Chair Arnett led the salute to the flag.

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

Ms. Merrill said the Sunnyvale Stamp Society had been previously co-sponsored by the City; however, last year co-sponsorship was not granted. The club reapplied and submitted a new application. Ms. Merrill said that staff recommends full co-sponsorship.

Grant Brians, President, presented an overview of the Sunnyvale Stamp Society’s activities. He said the club has been providing a service to youth and adults in the community since 1965. He requested that the Commission approve reinstitution of the club’s co-sponsorship. Mr. Brians answered the Commissioners questions.

Ms. Merrill shared information that the City is developing a program that will allow co-sponsored clubs to purchase insurance at reduced rates. She said that the Commission would be provided a copy of the insurance flyer.

Director Walker said that priority scheduling of facilities after City use is a benefit of co-sponsorship; however, free use of facilities is not a benefit of co-sponsorship. In prior years, many co-sponsored groups have not paid a fee for facilities use; however, co-sponsored clubs have been notified that they will pay a fee reduced from the "basic" rate beginning July 1, 2003. The Commission will be provided a copy of the revised fee schedule when it is finalized.

Acting Chair Arnett opened the Public Hearing.

Donald Green and Richard Fox, Sunnyvale residents, spoke in support of the Commission granting co-sponsorship to the Sunnyvale Stamp Society.

Acting Chair Arnett thanked the citizens for their comments and closed the Public Hearing.

Curtis Black, Parks Superintendent, presented the new proposed Program 645 budget overview with assistance from Gary Carls, Golf Operations Manager, and Mark Petersen, Golf Services Manager. Mr. Black communicated that Program 645, Golf Course Operations and Services, is a separate program which includes golf only, that formerly golf was only one part of Program 644 in Recreation, that monies have been redistributed into Program 645 from former Program 644, and that Program 645 does not reflect any changes to planned expenditures in golf. Mr. Black said Program 645 has been separated into logical components and focuses on whether golf services and golf facilities are safe, attractive, and usable. Mr. Black reviewed Program 645 outcome statement, outcome measures, and service delivery plans. Mr. Black said that staff recommends adoption of proposed Program 645 into the City’s financial system.

Discussion followed and Commissioners’ questions were answered regarding how target percentages are obtained for outcome measures and how often changes can be proposed, clarification that recommendation of Program 645 would be for format, structure and methodology only and that other reports would show more detail. Director Walker explained that proposed Program 645 was a discrete program for golf only, that the dollar amounts have not changed but have just been redistributed into the new program, and that the framework is consistent with the City’s budget framework.

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

Commissioner Ringel thanked staff for the education. Commissioner Manfrey thanked staff for the explanation and presentation.

Ms. Merrill said her staff report would stand as submitted.

Ms. Merrill took a survey of upcoming special event attendance. She said that attendance was optional but that the Commissioners are encouraged to attend.

Staff and Commissioners discussed the proposed study session regarding FY 2003/2004 Recommended Budget and 10-Year Resource Allocation Plan.

Discussion followed. Commissioner Ringel was in favor of a study session so that the Commissioners could become more familiar with the budget before making recommendations to Council. Commissioner Manfrey also was in support of a study session so that the Commissioners can ask questions and make an educated decision.

Ms. Merrill reviewed the highlighted items on the Project/issues Status Update and answered Commissioners’ questions.

Communications distributed at the meeting:

Commissioner Ringel thanked Golf staff for cutting the dead tree at between fairways 5 and 6 at Sunken Gardens Golf Course.

Commissioner Ringel said he received questions from citizens at Ponderosa Park and asked staff to look into why summer camps start at 9 a.m. when parents have to be at work earlier. Director Walker said that staff would be happy to explore that issue and provide the information to the Commission. Mr. Walker further indicated that while this was an operational issue, staff would be happy to take under advisement any recommendation or thoughts the Commission might like to share.

In response to Commissioner Ringel's inquiry as to how many injuries there are to-date at the Fair Oaks Skate Park, Director Walker replied that he did not know but that he would follow up. He said staff is required to log all injury accidents at the Skate Park and that the Commissioners would be kept informed.

Commissioner Pole said he received a call from co-sponsored soccer club member who was upset that use of the soccer fields had been canceled without notice. Director Walker explained that staff has been in contact with the soccer club and that a series of events caused the miscommunication. He said that the soccer club has been informed to honor the (open/closed) signs at the fields (not the hotline) and that staff is looking into its own process and how operations can be improved.

Commissioner Manfrey said that illness prevented him from attending the Skate Park Grand Opening and CNC Health Faire.

Commissioner DeWolf thanked Nancy Steward, Arts and Recreation Superintendent, for the one-on-one overview of the proposed budget reductions for the youth services budget. Commissioner DeWolf said her fears were unfounded and the proposals were more suitable to the present needs of youth services.

Commissioner DeWolf said she worked in the blood pressure clinic at the CNC Health Fair.

Commissioner Pole shared that he attended the community outreach meeting on the budget on April 30, 2003, at Cherry Chase School.

In response to a query from Acting Chair Arnett, Ms. Merrill clarified that she was responsible for developing the application requesting funds for various Proposition 40 projects, including the Sunnyvale Historical Society Museum Project. She said that Proposition 40 had passed and there are several programs for which the City of Sunnyvale qualifies, but that the allocation of funds for the Per Capita Grant Program have not been allocated. It is anticipated that when the state budget is passed, then these funds will be allocated. She said that it has not been necessary to ask for additional Commission support, but if it should become beneficial to include a supporting letter from the Commission, then she would notify the Commission and do so.

Commissioner Manfrey thanked Acting Chair Arnett for doing an admirable job in chairing tonight’s meeting.

Director Walker stated he wanted to correct a statement he made at the last meeting as to when the Commissioners could revote on a particular item. He said that while an individual vote could not be changed, the Commission, as a body, can decide to revote or rescind something from a previous meeting.

Ms. Merrill reminded Commissioners of the May 22 and May 23, 2003, upcoming community meetings on the full City-wide FY 2003/2004 budget to inform the public and gather input in light of the City’s current financial situation.