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HomeMy WebLinkAbout2026-01-27 Parks and Recreation Commission Summary MinutesMINUTES 1 PARKS & RECREATION Commission 2 Regular meeting 3 January 27, 2026 4 In-Person & Virtual Conference 5 Palo Alto, California 6 7 Start Time: 7:00 p.m. 8 Commissioners Present In Person: Chair Nellis Freeman, Vice Chair Bing Wei; Commissioners Vadim 9 Axelrod, Yudy Deng, Shani Kleinhaus, and Roger Smith 10 Commissioners Present Virtually: None 11 Commissioners Absent: Commissioner Amanda Brown 12 Others Present: Councilmember Lythcott-Haims 13 Staff Present: Sarah Robustelli, Ben Heistein, Lam Do, Peter Gollinger, Eric Vidal 14 CALL TO ORDER & ROLL CALL 15 Chair Freeman called the meeting to order at 7:00 p.m. 16 Eric Vidal, Recreation Program Coordinator, called the roll and 6 Commissioners were present. 17 PUBLIC COMMENT 18 None. 19 AGENDA CHANGES, ADDITIONS, AND DELETIONS 20 None. 21 APPROVAL OF MINUTES 22 1. Approval of Draft Minutes from the November 25, 2025, Parks and Recreation Commission 23 Regular Meeting 24 MOTION: Commissioner Smith moved, seconded by Commissioner Kleinhaus, to approve the 25 Parks and Recreation Commission draft summary meeting minutes of November 25, 2025. 26 MOTION PASSED: 5-1-1, Wei abstain, Brown absent 27 1. Approval of Draft Minutes from the December 16, 2025 Parks and Recreation Commission 28 Regular Meeting 29 MOTION: Commissioner Axelrod moved, seconded by Commissioner Smith, to approve the 30 Parks and Recreation Commission draft summary meeting minutes of December 16, 2025. 31 MOTION PASSED: 5-1-1, Deng abstain, Brown absent. 32 33 CITY OFFICIAL REPORTS 34 1. Council Liaison Report 35 Councilmember Lythcott-Haims, City Council liaison to the PRC, provided a brief update on City 36 efforts addressing oversized vehicles (OSVs). The Public Works Department has begun high-pressure 37 cleaning and regular sweeping on approximately 17 impacted streets and has increased enforcement 38 through towing, although there is limited tow-lot capacity for OSVs. Councilmember Lythcott-Haims 39 emphasized the importance of balancing enforcement with supportive strategies for individuals 40 dwelling in OSVs due to housing affordability challenges and expressed appreciation for the City’s 41 comprehensive and community-focused approach. Councilmember Lythcott-Haims highlighted 42 recent City Council actions and priorities. City Council approved replacement of synthetic turf at El 43 Camino Park consistent with the PRC recommendation and voted to pursue a natural grass pilot 44 program while continuing to explore alternatives to synthetic turf at Cubberley. Councilmember 45 Lythcott-Haims summarized results of the City’s biannual community survey, noting strong 46 performance relative to peer jurisdictions, with housing affordability identified as a primary 47 challenge. City Council had reviewed the Long-Range Financial Forecast, which reported a projected 48 $14.9M deficit in FY 2027. The newly adopted 2026 City Council priorities were described as 49 government efficiency, achieve near-term priority housing milestones, Cubberley acquisition and 50 renovation funding, and enhanced business vibrancy. Interviews for a new City Attorney are 51 underway following the retirement of Molly Stump. 52 53 Councilmember Lythcott-Haims previewed upcoming Council items. Council will prescreen a 54 proposal on February 2 for 158 housing units and 315 parking spaces in two 7-story buildings at 44 55 and 88 Encina Avenue, brought forward by the owners of Town & Country as part of a potential 56 rezoning effort to support housing goals. The Cubberley ad hoc committee will return to Council on 57 February 9 to review Poll #3 results and provide an update on partnership development efforts. 58 Chair Freeman thanked Councilmember Lythcott-Haims for the update and expressed appreciation 59 for the Council’s work and redefined priorities. Councilmember Lythcott-Haims stated that she has 60 requested reappointment as Council liaison to the PRC, noting that assignments are made annually 61 by the Mayor, and expressed appreciation for the opportunity to serve in the role. Chair Freeman 62 thanked Councilmember Lythcott-Haims for her service as liaison. 63 64 2. Department Report 65 66 Sarah Robustelli, Division Manager of Open Space, Parks, and Golf, presented the Parks and 67 Recreation Departmental Report. Ms. Robustelli recapped a January 19 community gathering at 68 Mitchell Park Community Center held in partnership with the City of East Palo Alto and Youth 69 Community Service to honor the life and legacy of Dr. Martin Luther King, Jr., noting strong 70 attendance with speakers, performers, prizes, and youth-led activities. Ms. Robustelli reported on 71 recent Cubberley activation programming, including a January 14 screening of The Smurfs Movie, 72 which concluded the 3-part winter movie series and attracted new visitors to Cubberley, with 73 attendance peaking at 75 during the Polar Express showing. Ms. Robustelli previewed upcoming 74 February events. The 5th annual Puzzle Hunt will kick off in February and celebrates friendship, 75 creativity, and community, and additional information is available on the City’s website and at 76 www.solvingfun.com/PaloAlto. The 2nd annual Hearts & Harmony Valentine’s Dance will take place 77 on February 13 from 5 to 7 p.m. at Mitchell Park Community Center and is open to all ages and 78 abilities. The Discover Your Path career exploration event will be held on February 28 from 10 a.m. to 79 1 p.m. at Mitchell Park Community Center, featuring panel speakers, interactive activities, 80 networking opportunities, and giveaways for teens and young adults. 81 82 Ms. Robustelli provided updates on the Cubberley Community Center. Staff will present Poll #3 83 results to City Council on February 9 and discuss next steps. A Cubberley update will return to the 84 PRC on February 24 for final Conceptual Master Plan review. Beginning March 2, Cubberley 85 Community Center will transition from walk-in service to an appointment-only model due to 86 citywide budget reductions and associated staffing adjustments. Staff will continue to provide 87 customer service via email and phone, and customers seeking in-person services may schedule 88 appointments using the contact information provided. Current customers have been notified of the 89 upcoming change. 90 91 Ms. Robustelli reported on updates on parks, preserves, and access programs. Recent improvements 92 at the Magical Bridge Playground at Mitchell Park included installation of a new spinner scheduled 93 for completion and reopening by February 2, along with bench repainting and hardware 94 replacement. Temporary restrooms were installed at Eleanor Pardee Park on January 26 in response 95 to community requests and feedback from a City survey conducted last year, which received 1,171 96 responses, with 82 percent of respondents supporting a permanent restroom project, including 75 97 percent of those living within walking distance. The interim installation includes 1 standard unit, 1 98 ADA-accessible unit, and a handwashing station, is fully funded by Friends of Palo Alto Parks, and will 99 remain in place while the permanent project advances, with community outreach planned for mid-100 2026. The transition of the Foothills Nature Preserve Library Pass to a 2-week reservable pass has 101 improved efficiency and access management, resulting in 1,273 checkouts in 2025 and 102 approximately 18,000 potential access days. Arastradero Preserve completed pile burns in 103 coordination with partner agencies, converting approximately 60 cubic yards of material to biochar 104 to reduce fire fuels, control invasive species, and support native purple needlegrass, with follow-up 105 monitoring planned. It was also reported that replanking of the bridge at Briones Park was 106 completed. Regarding the Horizontal Levee Pilot Project, Ms. Robustelli noted that the levee portion 107 is complete, with remaining work to include pipeline installation within the roadway and 108 connections to the wastewater treatment plant. The area between the levee and the road has been 109 hydroseeded with native seed mix and includes a stormwater bioretention area, and the project is 110 approximately one-third complete. 111 112 Chair Freeman thanked staff for the report and expressed appreciation for the collaboration with the 113 City of East Palo Alto for the MLK celebration, asking whether the event had been discussed at the 114 prior meeting. Ms. Robustelli responded that the update was provided through the City Manager’s 115 updates at the last meeting. 116 117 Vice Chair Wei praised the MLK event, commending Youth Community Service and noting continued 118 growth in participation, including strong attendance by East Palo Alto youth. Vice Chair Wei asked 119 about the timing of a soft launch for the downtown youth center. Ms. Robustelli responded that a 120 date has not yet been finalized, noted the event will be open to the public, and that additional 121 details will be provided in a future departmental report. Vice Chair Wei suggested coordinating 122 future events with nearby organizations, including Avenidas Senior Center, to encourage cross-123 generational engagement between youth and seniors, and expressed appreciation for the 124 department’s work. 125 126 Commissioner Smith asked whether La Comida will be operating at the downtown youth center. Ms. 127 Robustelli confirmed that La Comida will provide lunch service at the site, with service anticipated to 128 begin in February. Commissioner Smith wanted to know about the access to Foothills Nature 129 Preserve Library Pass program. Ms. Robustelli explained that access procedures were revised last 130 January following City Council direction, which enabled visitors to check out (similar to a library 131 book) a 2-week pass for access to the preserve, resulting in operational efficiencies. Commissioner 132 Smith also noted that many Foothills users are from Los Altos Hills and suggested that community 133 could represent a potential source of future financial support. 134 135 Chair Freeman asked whether the Foothills Nature Preserve Library Pass can be accessed online 136 through the library website, and Ms. Robustelli confirmed that the pass may be reserved online. 137 138 Commissioner Axelrod complimented recent programming and asked whether actual use of Foothills 139 Nature Preserve Library Passes is tracked beyond library checkout data. Ms. Robustelli responded 140 that utilization beyond checkout is not currently tracked, noting that the library maintains checkout 141 records and that she could consult with the ranger team regarding potential tracking. Commissioner 142 Axelrod suggested that utilizing that data could be a useful metric if feasible. Commissioner Axelrod 143 also asked whether the Lunar New Year event at Mitchell Park involved PRC participation. Ms. 144 Robustelli responded that the event was a library-led program and noted that Parks and Recreation 145 staff participated in the MLK, Jr. event. 146 147 Commissioner Deng thanked staff for the January updates and asked about the location of the 148 temporary restrooms at Eleanor Pardee Park and whether that site would also be used for the 149 permanent restrooms. Ms. Robustelli responded that the current location is temporary and was 150 selected to balance service access, visibility, and proximity to gardeners and the playground, noting 151 that locations for permanent restrooms will be discussed during community outreach planned for 152 mid-2026. Commissioner Deng expressed appreciation to Friends of Palo Alto Parks for funding the 153 temporary facilities. 154 155 Chair Freeman noted familiarity with previous temporary restroom installations at the site and 156 commented on positive community feedback observed online. Ms. Robustelli added that the 157 restrooms were installed on January 26, with advance signage posted beginning January 9, and 158 noted that additional public comments received after the packet deadline will be included in the 159 next PRC meeting materials. 160 161 Commissioner Kleinhaus raised concerns regarding the timing and distribution of public comments, 162 noting that several individuals reported submitting comments that were not included in the meeting 163 packet, and asked whether issue-specific correspondence could be forwarded to Commissioners as it 164 is received. Ms. Robustelli responded that staff is reviewing public comment processing internally as 165 part of a broader City effort to standardize procedures across boards and commissions. 166 Commissioner Kleinhaus emphasized that delayed receipt of comments can limit Commissioners’ 167 ability to review questions raised after agenda publication. 168 169 Chair Freeman asked about the cutoff for public comments submitted to the PRC email address. Ms. 170 Robustelli explained that agendas are posted 1 week prior to meetings and that public comments 171 received through the Thursday before the meeting are included in the packet, with later submissions 172 not reflected. 173 174 Commissioner Kleinhaus noted continued difficulty locating certain submitted emails, and Ms. 175 Robustelli offered to follow up offline. 176 177 Chair Freeman asked whether the Cubberley movie series was successful and whether attendance 178 included new participants. Ms. Robustelli responded that the series attracted both repeat and first-179 time visitors to Cubberley and was considered successful, adding that she was not aware of a post-180 event survey. 181 182 3. Ad Hoc Committees and Liaison Updates 183 184 Vice Chair Wei shared updates on the courts policy and youth liaison activities. Vice Chair Wei 185 reported that discussions with staff are underway and that a more detailed courts policy is 186 anticipated for presentation in February. Vice Chair Wei also reported on a December visit with 187 youth representatives, noting discussion of 2026 priorities, interest in broader youth engagement 188 including East Palo Alto, and willingness to conduct outreach through new local spiritual leaders. 189 190 Chair Freeman, Park Dedication liaison, provided a follow-up on a request regarding parkland at 191 Ventura Community Center. Chair Freeman and Ms. Robustelli met with the requester to outline the 192 City’s dedication and naming processes. The requester was encouraged to attend the upcoming 193 Commission retreat, where the Commission may consider whether to add the matter to its workplan 194 for further analysis and community outreach. 195 196 Commissioner Kleinhaus gave an update on the Baylands Comprehensive Conservation Plan, 197 reporting that the Commission met with staff to review proposed guidelines for moving the project 198 forward and is continuing to evaluate next steps toward completion. 199 BUSINESS ITEMS 200 4. Fiscal Year 2025 Annual Report on Urban Forestry Section and Discussion of Great Oak Count 201 Study and Upcoming Tree and Landscape Technical Manual 202 203 Peter Gollinger, Urban Forester for the City of Palo Alto, presented the annual Urban Forestry update 204 to the PRC. Urban Forestry operates within the Public Services Division of the Public Works 205 Department and is responsible for maintenance, removal, and replacement of public trees; 206 emergency response to downed trees and limbs in the public right-of-way; vegetation clearance for 207 utility infrastructure; review of development plans for compliance with City tree policies, including 208 the Tree Ordinance and Tree Technical Manual; and response to resident service requests related to 209 public trees. The section is staffed with 15 full-time employees, including 6 tree trimmer/line 210 clearers, 2 contract inspectors, 3 project managers, and 1 vacant tree trimmer lead position. The City 211 maintains just under 40,000 public trees and trims approximately 30,000 additional trees annually 212 for electric line clearance, including both City-owned and private trees. Mr. Gollinger highlighted 213 staff qualifications, noting recent additions of Tree and Plant Appraisal Qualifications and 1 214 employee graduating from the Municipal Forestry Institute. Mr. Gollinger reported on Urban 215 Forestry activity for FY 2025, including inspections of over 1,000 City trees, more than 970 216 development plan reviews, pruning of over 8,000 trees for electric line clearance and nearly 3,000 217 public trees for maintenance, and planting of 466 new street trees. There was establishment of a 218 formal Tree Ordinance violation framework in coordination with Code Enforcement, participation in 219 regional urban forestry partnerships, and continued work with the Bay Area Invasive Shothole Borer 220 Working Group. It was also noted that street tree planting significantly exceeded the 15-year annual 221 average. 222 223 Mr. Gollinger reviewed historical Urban Forestry maintenance outputs for Palo Alto, noting steady 224 increases in development reviews, inspections, and overall workload in recent years. The street tree 225 maintenance program was described as operating on a 7-year target pruning cycle, with contractor 226 resources reassigned in recent years to address service request backlogs and expectations to return 227 to the target cycle in the coming years. Current and emerging challenges were outlined, including 228 the anticipated arrival of the invasive shothole borer, which has been detected in San Jose but not 229 yet within Palo Alto or neighboring cities. Treatment protocols for this pest have been established, 230 early outreach is planned as detections move closer, and presence testing will begin in the coming 231 months. Ongoing recruitment for a tree trimmer/line clear lead following a recent retirement was 232 reported, along with staffing reductions resulting from FY 2026 budget balancing. Changing 233 homeowner insurance tree clearance requirements were also identified as a challenge, with industry 234 efforts underway to address unintended impacts to tree health. 235 236 Mr. Gollinger summarized information about the Great Oak Count, a long-term project conducted by 237 the City of Palo Alto in partnership with Canopy to field-verify the native oak population citywide, as 238 called for in the Urban Forest Master Plan. The survey, which builds on the 2001 Oakwell Survey, was 239 conducted between 2017 and 2025 using trained volunteers across 279 routes in 24 neighborhoods, 240 excluding open space areas, and collected data on species, trunk size, and geolocation. Results 241 showed nearly 11,000 live native oaks citywide, representing a 22 percent increase compared to just 242 under 9,000 recorded in 2001, with species composition consisting of approximately 79 percent 243 coast live oak, 18 percent valley oak, and smaller proportions of black oak and blue oak. Data 244 indicated that most oaks are located on residential single-family properties, with 23 percent on 245 commercial sites, and that the majority fall within smaller diameter classes, reflecting increased 246 planting of black oak and blue oak over the past decade. 247 248 Mr. Gollinger provided an update on the Tree and Landscape Technical Manual, explaining that the 249 document serves as the companion to the Tree Ordinance and establishes standards for tree 250 protection, replacement, maintenance, and tree report requirements. Mr. Gollinger reported that 251 the draft manual was released in early 2025 and reviewed by the PRC in February 2025, with public 252 and Commission feedback incorporated. Additional revisions were required following identification 253 of internal permit review processes that were not fully aligned with the ordinance. Completion of 254 the revised manual is anticipated by the end of February, with submittal to the City Manager for 255 review and approval expected in March. 256 257 Chair Freeman thanked Mr. Gollinger for the annual Urban Forestry report and commended the 258 City’s stewardship of its tree canopy, noting positive feedback from visitors regarding the abundance 259 of trees throughout Palo Alto. 260 261 Commissioner Axelrod asked about anticipated remediation strategies for the invasive shothole 262 borer and whether cities with existing infestations have been able to estimate the percentage of 263 trees requiring treatment or replacement. Mr. Gollinger responded that eradication is not feasible 264 and that management will focus on monitoring and damage mitigation, including treatment at 265 established infestation thresholds and removal and replacement of severely affected trees. Mr. 266 Gollinger explained that impacts are difficult to project due to climate differences from Southern 267 California, noting that the shothole borer has been present in San Jose for several years with limited 268 spread, affects a wide range of host species, and is currently concentrated in riparian corridors, 269 where monitoring efforts are focused. Commissioner Axelrod was curious as to why the Great Oak 270 Count focused on native oaks rather than other tree species. Mr. Gollinger explained that native oaks 271 provide significant ecological benefits, including habitat connectivity, and reflect the City’s historic 272 oak woodland landscape. The survey captures oaks on both public and private property, providing 273 valuable data beyond the City’s right-of-way inventory to help guide future oak planting and canopy 274 continuity efforts. 275 276 Vice Chair Wei commended the Urban Forestry report and asked about the minimum staffing 277 needed to maintain the 7-year street tree pruning cycle. Mr. Gollinger explained that the 7-year cycle 278 remains the target, but staffing shortages and contractor funding constraints have shifted resources 279 toward removals and service requests, temporarily reducing area pruning, with expectations to 280 return toward the target cycle beginning this year and next. Vice Chair Wei also asked about 281 potential causes of canopy decline in 7 neighborhoods and whether the Great Oak Count could be 282 used to prioritize equity-focused planting and outreach. Mr. Gollinger responded that additional 283 analysis is needed pending updated canopy data, noting likely influences from redevelopment and 284 removal of older oaks, and confirmed that the data can support targeted planting, protection, and 285 outreach efforts, including continued focus on increasing canopy in South Palo Alto. 286 287 Item 4 Public Comment 288 1. JP Renaud, Executive Director of Canopy, thanked Mr. Gollinger for the Great Oak Count 289 presentation and emphasized the importance of community partnership in long-term urban 290 forestry stewardship. Mr. Renaud highlighted the role of more than 350 volunteers in conducting 291 the survey, noted that community engagement supports tree survival and canopy resilience, and 292 stated that trees function as critical infrastructure requiring sustained care. Mr. Renaud 293 encouraged continued support for community-centered forestry partnerships to protect long-294 term public investment and environmental benefits. 295 296 2. Penny Proctor spoke regarding the Eleanor Pardee Community Garden, raising concerns about 297 several leaning trees, including a large Celtis australis that previously dropped a major limb and 298 poses a potential safety risk to gardeners. Ms. Proctor also expressed concern about invasive and 299 nonnative trees contributing to excessive shade, noted additional leaning oaks, and requested 300 more proactive pruning to address safety issues. Ms. Proctor further raised concerns about an 301 overgrown hedge shading multiple garden plots and thanked staff for installation of the 302 temporary restrooms. 303 304 Commissioner Deng asked about the composition of Palo Alto’s urban forest, the age and location of 305 the City’s oldest oak trees, and staffing challenges related to tree trimmers. Mr. Gollinger clarified 306 that the City’s inventory of just under 40,000 trees reflects public trees only and that the Great Oak 307 Count includes both public and private oaks, making a direct percentage comparison inaccurate, 308 while confirming that oaks represent the largest species group. Mr. Gollinger stated that some of the 309 oldest oaks are likely located at Rinconada Park and may be approximately 200 to 300 years old, 310 though precise ages are difficult to determine. Mr. Gollinger also reported that recruitment for tree 311 trimmer positions typically attracts multiple qualified applicants and that current delays are related 312 to the hiring process rather than applicant availability. 313 314 Commissioner Kleinhaus asked about tree species most susceptible to the invasive shothole borer, 315 City planting and removal practices, Canopy’s planting approach, and how the Great Oak Count data 316 is used. Mr. Gollinger responded that boxelder is the primary indicator species for the shothole 317 borer, with London plane trees also susceptible. Approximately 20 to 25 percent of recent street tree 318 plantings were native species, primarily native oaks. Use of Great Oak Count data was described as 319 supporting development review, identifying oak canopy gaps, and guiding future planting, with field 320 verification and arborist reports remaining standard practice. Commissioner Kleinhaus noted that a 321 significant share of park oaks are concentrated at Esther Clark Park, which is a nature preserve, and 322 raised concern about potential oak canopy deficiencies in other City parks. 323 324 Chair Freeman asked about proactive planting following tree removals due to disease or storm 325 damage and about ongoing maintenance to address unbalanced or leaning trees. Mr. Gollinger 326 explained that street tree planting is constrained by available sites in the public right-of-way, with 327 replanting generally occurring when removals take place unless utility conflicts render a site 328 obsolete, and noted that staff maintains an active backlog of planting locations, contributing to 329 increased planting activity in the past year. Evaluation of tree condition was described as occurring 330 during maintenance visits. Regarding the leaning trees in Eleanor Pardee Park discussed by a public 331 speaker, Mr. Gollinger clarified that the trees located in park settings have historically followed a 332 different maintenance approach and require further review. Sarah Robustelli, Division Manager of 333 Open Space, Parks, and Golf, added that pruning work at Eleanor Pardee Park is scheduled to occur 334 next week, which Eric Vidal, Recreation Program Coordinator, confirmed. 335 336 Vice Chair Wei asked how Commissioners could support expanded community and business 337 partnerships for urban forestry and suggested engagement through organizations such as the 338 Chamber of Commerce. Mr. Gollinger responded that staff could explore additional partnerships 339 with Canopy and through upcoming outreach opportunities, including a planned Arbor Day event. It 340 was explained that Great Oak Count data will be used to identify gaps in oak canopy corridors and 341 prioritize future right-of-way oak plantings. Vice Chair Wei thanked Mr. Gollinger for his work. 342 343 Commissioner Kleinhaus questioned the recent planting of 15 oak trees at the Baylands duck pond, 344 noting that only 3 were locally native and expressing concern that nonnative species were used in a 345 nature preserve setting. Ben Heistein, Assistant Director of Open Space, Parks, and Golf, explained 346 that Southern live oaks were selected due to site conditions, including poor drainage, shallow 347 groundwater, and seasonal flooding, noting that the species can tolerate both wet conditions and 348 drought and has stronger structure than some locally native alternatives. Coast live oaks were 349 planted in higher, mounded areas to balance native planting with site suitability and emphasized a 350 “right tree, right place” approach. Commissioner Kleinhaus expressed concern that aesthetic 351 considerations may have outweighed ecological priorities and stated that planting locally native 352 species should be emphasized to support biodiversity and considered as part of the Baylands 353 Comprehensive Conservation Plan. Commissioner Kleinhaus asked about prior discussions regarding 354 planting valley oaks along the road adjacent to the meadow at Foothills Park. Ms. Robustelli 355 responded that the specific project was not currently being pursued and explained that the Fire 356 Department concerns related to emergency access and firebreak needs have limited additional tree 357 planting in that area. Commissioner Kleinhaus suggested revisiting the issue, noting that sufficient 358 space may exist to accommodate both fire access and additional oak planting. 359 360 Commissioner Kleinhaus asked whether staff uses guidance from SFEI’s Re-Oaking Silicon Valley 361 report when identifying oak planting opportunities, including recommended spacing, density, and 362 canopy coverage targets. Mr. Gollinger responded that document is not used formally but aligns with 363 staff’s general approach to identifying canopy gaps. Commissioner Kleinhaus encouraged staff to 364 review the document, emphasized the ecological importance of locally native oaks for biodiversity 365 and food webs, and suggested greater integration of oak restoration into parks planning, including 366 potential collaboration with Canopy and alignment with emerging regional biodiversity and urban 367 forest planning efforts. 368 369 Commissioner Smith asked whether the City continues the tradition of planting a tree in honor of 370 the outgoing Mayor and when the planting typically occurs. Mr. Gollinger confirmed that the 371 planting usually takes place between January and March, with Canopy coordinating with the Mayor 372 and Parks staff on species and location, and noted that a date has not yet been set for this year. 373 Commissioner Smith encouraged maximizing public outreach around the event and commended 374 Canopy volunteers for their visible community involvement. 375 376 Chair Freeman also expressed appreciation for Canopy volunteers and asked what level of service 377 backlog is considered operationally unacceptable. Mr. Gollinger responded that for non-emergency 378 service requests such as tree removal, stump grinding, and replacement, the target turnaround time 379 is approximately 3 months, noting that historical backlogs ranged from 12 to 18 months but have 380 recently been reduced to approximately 3 to 5 months. 381 382 Commissioner Axelrod asked about the increase in application reviews and whether current staffing 383 levels can accommodate the workload without delays. Mr. Gollinger responded that review volume 384 has increased due to expansion of protected trees under the 2022 Tree Ordinance and refinements 385 to interdepartmental review processes, noting that staff is approaching capacity and that continued 386 growth in applications could create future staffing and processing constraints. 387 388 Chair Freeman thanked Mr. Gollinger for the presentation and expressed appreciation for his staff's 389 commitment to maintaining Palo Alto’s tree canopy. 390 391 The PRC took a 5-minute break. 392 393 5. Review of projects to be proposed in the Fiscal Year 2027-2031 Capital Improvement Program 394 Plan 395 396 Lam Do, Superintendent of Open Space, Parks, and Golf, reviewed the Capital Improvement Program 397 (CIP), noting that the discussion complements the staff report on proposed FY 2027–2031 projects, 398 with emphasis on FY 2027 priorities, recent changes, and projects completed or underway in FY 399 2026. The CIP is a 5-year rolling plan developed through a 7-month annual process involving 400 departmental review, Office of Management and Budget evaluation, Planning and Transportation 401 Commission review for Comprehensive Plan consistency, Finance Committee hearings, and City 402 Council approval. The City Council approves funding only for the upcoming fiscal year, with the 403 remaining years included for planning purposes. Mr. Do explained that Community Services 404 Department capital projects fall into 2 categories: ongoing or recurring CIPs addressing long-term 405 infrastructure needs, such as athletic court resurfacing and open space lake and pond maintenance, 406 and project- or site-specific CIPs that are closed out following design and construction, such as the 407 eucalyptus removal program and Mitchell Park Improvements. This presentation focused on projects 408 proposed for FY 2027. Mr. Do reported that staff anticipates closing out 10 capital projects in FY 409 2026, including 7 projects that are completed or substantially completed. The Boulware Park 410 Improvements and the Mayfield Turf Replacement projects were completed, and the remaining 411 projects are expected to be completed within the next few months. 412 413 Mr. Do reviewed projects proposed for FY 2027, noting 26 CIP projects consisting of recurring 414 projects, previously reviewed projects, and new projects introduced to the Commission. New FY 415 2027 proposals were highlighted in the report, including the Golf Course Net and Turf Replacement; 416 Hoover Park Improvements; Mitchell Park Improvements; park restroom installations at multiple 417 sites; Peers Park Improvements; Rinconada Pool starting block replacement; Robles Park 418 Improvements; and Werry Park Playground Improvements. It was emphasized that project scopes, 419 schedules, and budgets remain subject to change and noted that the CIP is a rolling 5-year plan 420 encompassing 38 total projects. Mr. Do referenced a chart in the staff report showing project timing 421 and budget years and noted that additional capital needs not previously identified may be addressed 422 through recurring CIPs, including site amenities, emergency repairs, and court resurfacing. These 423 funds allow staff to proactively address wear-and-tear, safety issues, and unanticipated repairs 424 across the park system. 425 426 Chair Freeman thanked Mr. Do for the in-depth presentation and the materials provided. 427 428 Vice Chair Wei asked for clarification on the scope of the Heritage Park Site Amenities Replacement 429 project. Sarah Robustelli, Division Manager of Open Space, Parks, and Golf, responded that most 430 work has been completed, including bench repairs, landscaping upgrades, and perimeter 431 improvements, with remaining items consisting of a new drinking fountain, waste receptacle, 432 drainage improvements on the side near the Palo Alto Museum, park signage updates, and 433 installation of a gate for restroom access. 434 435 Commissioner Axelrod asked whether the order of the listing of CIP projects reflects priority and 436 how many park projects can realistically be addressed in a fiscal year. Mr. Do responded that the list 437 is generally alphabetical rather than prioritized and explained that annual capacity varies based on 438 project size, with smaller projects allowing multiple efforts in parallel, while large, multiyear park 439 renovations significantly limit concurrent work. Commissioner Axelrod also asked about typical 440 project timelines. Mr. Do and Ms. Robustelli explained that projects generally sequence design in 441 one fiscal year and construction in the next, with timelines varying by project complexity, including 442 several months for design, bidding, and fabrication, followed by construction durations ranging from 443 a few months to a year. 444 445 Chair Freeman suggested that future CIP reports include clearer project timelines to help the 446 Commission better understand sequencing within and across fiscal years when evaluating proposed 447 projects. 448 449 Commissioner Smith asked why park restroom projects are typically scheduled every other year. Mr. 450 Do responded that timing is driven by limited funding, as the restroom CIP is largely supported by 451 development impact fees rather than the General Fund, as well as staff capacity to manage projects. 452 453 Item 5 Public Comment: None. 454 455 Commissioner Kleinhaus questioned CIP project sequence and the role of public outreach. Mr. Do 456 confirmed that public outreach occurs during the planning and design phase. Commissioner 457 Kleinhaus raised concerns about recent park projects where changes to playground surfacing were 458 not clearly communicated, noting public dissatisfaction with loss of sand at certain parks, and 459 emphasized the importance of explicitly identifying surface materials and replacements during 460 outreach to allow meaningful public input. 461 462 Commissioner Kleinhaus called attention to excessive nighttime lighting at Mitchell Park, noting that 463 fixtures remain illuminated after park hours and may not comply with the City’s dark sky ordinance. 464 Commissioner Kleinhaus requested that lighting be evaluated as part of the Mitchell Park 465 renovation, including potential reduction, shutoff after park closure, or replacement with compliant 466 pathway lighting. Chair Freeman noted potential safety considerations and stated that project details 467 are typically refined through community outreach and subsequent Commission review. Ben Heistein, 468 Assistant Director of Open Space, Parks, and Golf, explained that large park projects such as Mitchell 469 Park will include a robust public outreach and engagement process, return to the PRC for additional 470 comment, and allow opportunities for project-specific input. Commissioner Kleinhaus was 471 concerned that lighting is not currently included in the Mitchell Park project scope or budget and 472 emphasized that raising the issue at this stage is important given potential budget implications prior 473 to City Council review. Ms. Robustelli clarified that the Commission’s feedback is being sought to 474 identify missing elements and prioritization issues and acknowledged that raising the lighting 475 concern at this time is helpful. 476 477 Commissioner Kleinhaus asked for clarification regarding the Golf Course Net and Turf Replacement 478 project, noting that the referenced second-deck study has not yet been reviewed by the PRC, and 479 raised concerns about proposed synthetic turf and the height and proximity of netting to 480 Embarcadero Road and the Baylands. Commissioner Kleinhaus suggested that the project scope be 481 modified to address visual and ecological impacts and questioned whether the project should be 482 considered separately from other CIP items. Mr. Do confirmed that the study will be brought back to 483 the Commission in the spring. 484 485 Chair Freeman explained that the Commission was not being asked to vote that evening and 486 requested explanation of the Commission’s role at this stage. Ms. Robustelli explained that the 487 current discussion is intended to gather feedback on proposed FY 2027 projects, particularly those 488 entering design and community engagement, and outlined how and when individual projects would 489 return for outreach, Commission input, or ordinance review, depending on scope. Chair Freeman 490 asked when formal Commission input would occur during project development. Ms. Robustelli 491 responded that Commissioners may participate in community meetings as members of the public 492 and that formal Commission review typically occurs for park improvement ordinances, while routine 493 maintenance projects may not return for Commission action. 494 495 Commissioner Deng asked how staff determines the lifespan of park amenities and about the design 496 process for capital projects. Mr. Do explained that asset lifespans vary by material type and are 497 tracked using Public Works asset management software, and that project design may be completed 498 in-house with Public Works Engineering or outsourced through a third-party process depending on 499 project size, staffing availability, and complexity. 500 501 Vice Chair Wei suggested exploring the installation at Heritage Park of a small, raised platform with 502 basic power to support low-impact community and cultural programming, noting potential cost 503 efficiencies given ongoing renovations. Ms. Robustelli responded that coordination with the Palo 504 Alto Museum beside Heritage Park is underway and that most site amenity work is complete, with 505 limited remaining funds allocated to the project, while noting that future needs could potentially be 506 addressed through other recurring capital programs. 507 508 Chair Freeman asked how amenities at Heritage Park were selected and whether community 509 engagement informed those decisions. Ms. Robustelli responded that the site amenities were 510 identified through asset management and staff inspections, noting that the project was originally 511 intended as a temporary park and prioritized based on condition, funding availability, and need. The 512 project was funded in FY 2025 and is nearing completion. Ms. Robustelli reiterated that the current 513 discussion is focused on projects where Commission input is still being sought and work has not yet 514 begun. 515 516 Vice Chair Wei suggested discussing her idea of a small platform at Heritage Park offline with staff, 517 since they were already in discussions with Palo Alto Museum, and asked whether Commission 518 advocacy to City Council might be helpful. Vice Chair Wei appreciated staff highlighting specific 519 projects in the staff report for the proposed FY 2027 projects. 520 521 Commissioner Smith expressed concern about the pace of park restroom installations, citing the 522 long delay in providing a restroom at Eleanor Pardee Park, and urged consideration of moving to 523 annual restroom projects. Commissioner Smith suggested that public-private partnerships could help 524 accelerate delivery, noting successful examples at Heritage Park and Magical Bridge Playground, and 525 expressed willingness to assist in advancing that effort. 526 527 Commissioner Axelrod suggested that being able to review information in the asset management 528 database could help the Commission prioritize and give feedback on park and playground projects, 529 including facility age and renovation history by neighborhood. Mr. Heistein responded that staff is 530 exploring improvements to asset management systems, including better lifecycle tracking, inventory, 531 and condition assessments, and is evaluating software tools to support long-term planning and 532 reporting. Commissioner Axelrod encouraged making such information publicly accessible to 533 improve transparency and reduce the need for repeated inquiries. 534 535 Chair Freeman emphasized the importance of the Commission understanding project completion 536 status and timelines, particularly to support prioritization of safety-related projects, citing the 537 Baylands Levee Repair for Public Safety Access and the Foothills Nature Preserve Dam Seepage 538 Investigation as examples where risk mitigation should take precedence over amenities. Ms. 539 Robustelli responded that safety considerations are always prioritized and reported that progress has 540 been made on the Foothills dam seepage issue, including installation of a weir and ongoing 541 monitoring as part of the investigation. 542 543 Chair Freeman asked what input staff needs from the Commission to move the CIP Plan forward. Mr. 544 Do responded that staff will take the Commission’s feedback on specific projects back for internal 545 discussion and reminded the Commission that proposed project scopes remain subject to change 546 based on budget, community input, and Commission feedback. 547 548 Chair Freeman asked which CIP projects pose the greatest schedule risk given staff capacity 549 constraints and noted that several projects have been deferred across multiple years. Ms. Robustelli 550 responded that the CIP list is ambitious and that schedules have been affected by issues such as 551 post-COVID delays and recent staff turnover, with staff now actively catching up as positions have 552 been filled. Reprioritization was described as focusing first on safety risks, including deferral of 553 portions of the Johnson Park project after completing critical safety work, with continued steady 554 progress toward completing the overall project list. 555 556 Commissioner Kleinhaus suggested adding removal of obsolete infrastructure to future CIP 557 considerations, citing derelict antennas in the ITT area and unnecessary concrete in other locations, 558 and recommended including such items on the project list even if not addressed in the near term. 559 560 Vice Chair Wei echoed concerns about prioritization given the number of proposed projects, 561 emphasized the importance of addressing safety-related items first, and expressed appreciation for 562 staff’s work. 563 564 Chair Freeman expressed the Commission’s willingness to support staff, noting that the CIP will 565 inform upcoming retreat discussions on workplan priorities, potential ad hoc committees, and 566 alignment with City Council priorities. 567 568 Mr. Do thanked the Commission for its feedback and acknowledged the contributions of Ms. 569 Robustelli, Mr. Vidal, and Mr. Heistein in preparing the staff report and presentation materials. 570 571 COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE AGENDA ITEMS 572 573 Sarah Robustelli, Division Manager of Open Space, Parks, and Golf, previewed upcoming agenda 574 items, noting that February will include Cubberley updates, Youth Council, and pickleball, and 575 reminded Commissioners of the February 13 retreat at Mitchell Park, which will include staff norms 576 and Brown Act training. March agenda items are expected to include the Open Space report and the 577 San Antonio Area Plan. 578 Chair Freeman reminded Commissioners that retreat homework assignments are due by the end of 579 the week and encouraged completion of ad hoc and liaison meetings. 580 ADJOURNMENT 581 The meeting was adjourned at 10:01 p.m. 582