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HomeMy WebLinkAboutAgenda Packet - PR - 2018.11.15City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME F BURLINGAME, CA 94010 I� Meeting Agenda - Final Parks & Recreation Commission Thursday, November 15, 2018 7:00 PM Burlingame Recreation Center 850 Burlingame Avenue 1. Call to Order 2. Roll Call 3. Approval of Minutes a. October 18, 2018 Minutes Attachments: Minutes 4. Correspondence 5. Public Comments Members of the public may speak about any item not on the agenda. The Ralph M. Brown Act (the State and local agency open meeting law) prohibits the Commission from acting on any matter that is not on the agenda. Speakers are asked to fill out a `request to speak' card located on the table by the door and hand it to staff, although provision of a name, address or other identifying information is optional. The Chairperson may limit speakers to three minutes each. 6. Old Business 7. New Business a. Family Camgout RecaD - Coodinator Sanchez Attachments: Staff Report & Exhibits b. Community Center Schematic Plan Update Attachments: Staff Report, Exhibit A, Exhibit B C. Chair Rotation & Welcome to New Commissioners Attachments: Staff Report, Exhibit A d. Status of December meeting 8. Staff and Commissioner Reports City of Burlingame Page 1 Printed on 8/13/2019 Parks & Recreation Commission Meeting Agenda - Final November 15, 2018 9. Future Agenda Items 10. Adjournment Next Meeting: December 20, 2018 NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Department at (650) 558-7323 at least 24 hours before the meeting. A copy of the agenda packet is available for review at the Recreation Center, 850 Burlingame Avenue, during normal office hours. The agendas and minutes are also available on the City's website: www.burlingame.org. City of Burlingame Page 2 Printed on 8/13/2019 CITY 0 s Poa« PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, October 18, 2018 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Lewis at 7:03 pm at the Burlingame Recreation Center, 850 Burlingame Ave, Burlingame. 2. ROLL CALL COMMISSIONERS PRESENT: Lewis, Matthews, Ardito, Malekos-Smith, Palacio & Milne COMMISSIONERS ABSENT: Schissler STAFF PRESENT: Parks & Recreation Director Glomstad, Recreation Supervisor Acquisti & Administrative Assistant Helley OTHERS PRESENT: Simon, BAC; Sylvia Lam, BAC; Stephanie Lee, Burlingame 3. APPROVAL OF MINUTES Commissioner Lewis noted a correction to Item Ta. in the third sentence to read ........January 2020 to December 2021". Commissioner Matthews made a motion to approve the September 20, 2018 minutes as amended. The motion was seconded by Commissioner Ardito and was approved 6-0-1. (Schissler absent) 4. CORRESPONDENCE None 5. PUBLIC COMMENTS None 6. OLD BUSINESS None 7. NEW BUSINESS a. Burlingame Aquatic Club Update Sylvia Lam, Director of the Burlingame Aquatics Club, presented the organizations current status while the aquatic center is closed for renovations. Because construction was scheduled to begin at the Burlingame High School pool on June 1, BAC has been running its program at alternate pools since the end of May. They have provided programming at Capuchino and San Mateo High Schools, Mercy High School, and the City of San Mateo's King and Joinville pools. 1 Parks & Recreation Commission DRAFT Minutes October 18, 2018 Lam reported that she, City staff and District staff are working together to find times for BAC at other District pools, primarily focusing on preserving the youth swim team, which is BAC's most successful program. The challenge for all parties is that the students at the other high schools use those pools for physical education classes, water polo teams (fall season), and swim teams (spring season). In addition, all of these pools are smaller, and therefore have significantly fewer lanes, than the BHS pool. Fitting all of the groups in is a challenge and will remain so throughout the reconstruction project. Lam stated that due to the extended closure, BAC is struggling to remain fiscally sustainable. To date, they have laid off 80% of their staff and they are restructuring the services provided. BAC is currently awaiting rental rates from the District and the City of San Mateo so they can decide their next steps. When the pool reopens, the Club hopes to come back and provide high quality programs for the community. 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Director Glomstad reported on the following updates: Fall Fest is Oct 27 & 28th on Howard Avenue. The Parks Master Plan community meeting is scheduled for November 7th. The Community Center schematic design is on schedule to be presented for approval by Council at the November 5th meeting. The Department has hired a new Program Coordinator, Maxx Sheehan and he is scheduled to start on November 19th. The Commissioner's Training is Saturday, October 20, 2018 in Belmont. b. Commissioners Reports None 9. FUTURE AGENDA ITEMS None 10. ADJOURNMENT There being no further business, the meeting was adjourned at 8:05pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, November 15, 2018 at 7:00 p.m. at the Burlingame Recreation Center. Respectfully submitted, Joleen Helley Recording Secretary 2 Parks & Recreation Commission DRAFT Minutes October 18, 2018 BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: November 15, 2018 From: Kevin Sanchez, Parks and Recreation Coordinator Subject: Review of the 2018 Burlingame Family Campout Event RECOMMENDATION Staff recommends that the Parks and Recreation Commission review the report of annual Burlingame Family Campout Event and provide any input for future events. BACKGROUND The Burlingame Parks and Recreation Department coordinates the annual Family Campout each August which takes place in Washington Park. The inaugural Family Campout was in 2013 with 200 participants and in 2018 the attendance has increased to 750 participants. The event begins 4:00pm on Friday and concludes around 10:00am Saturday morning. Registration for the event includes: overnight camping, gift bag, t-shirts, access to jump houses for kids, barbeque dinner, outdoor movie, s'mores and pancake breakfast in the morning. The cost of attendance is $20 per person. The Family Campout is a community event that includes collaboration between the Burlingame Parks and Recreation Department, Burlingame Lions Club, Burlingame Parks and Recreation Foundation, and Central County Fire Department. In addition, there have been various sponsors over the years, including The Bohnert Group, KJ Woods Construction, Burlingamer Sports Center, and Ranger Pipelines, Inc. supporting the event. The goal of this event is to create an atmosphere for the community to enjoy the experience of camping while staying close to home and it allows the participants the opportunity to connect with friends in the community. In 2016, the event was recognized by the California Parks and Recreation Society, receiving the prestigious Award of Excellence for Building Communities. DISCUSSION The Family Campout has kept the same timeline since its creation. In reviewing post event survey responses and in speaking with the public, the weekend and timeline of event are well received. Registration Process and Gift Bag Review of the 2018 Burlingame Family Campout November 15, 2018 Registration begins in April, with the release of the spring brochure. The registration cap is 750 attendees (approximately 200 families). Once the maximum is reached, a waitlist is created and utilized to fill spots when families withdraw from the event. At the event, check -in opens up at 4:OOpm, where each family receives a gift bag. The bag includes an event t-shirt for each person, meal tickets, event wrist bands and a participant gift. This year's gift was an LED lantern with the Department logo printed on it. This year to be more cost effective and environmentally friendly, staff reached out to Molly Stone's in Burlingame for a donation of paper bags, and Molly Stone's generously agreed. Staff noticed an additional benefit of the bags; the public used the bags to collect their trash at the end of the event. Dinner Dinner is served in shifts between 6:OOpm and 7:30pm. Recreation staff, Lions Club members and Central Country Fire staff prepare hotdogs, hamburgers and veggie burgers. Youth Activities Staff contracts with Cosmo Jump to provide an inflatable jump house area for kids to play while parents get their campsites set up. Additionally, as part of the sponsorship agreement, the Bohnart Group provides family friendly activities at their sponsor tent. Over the years, activities have included face painting, balloon making and arts and crafts projects. Supervision of the activities is by Recreation volunteers. Burlingame Parks and Recreation Foundation During the evening, the Burlingame Parks and Recreation Foundation provides the opportunity for attendees to purchase beer, wine, sodas and snacks. Additionally, the Foundation has an annual raffle, where the winner is announced before the start of the movie. Funds raised by the Foundation are used to support Burlingame Parks and Recreation facilities and programs. Movies in the Park/S'mores As the sun sets, staff shows a family friendly movie. This year the movie was Despicable Me 3. Both attendees of the Family Campout and the general public are invited to attend the movie. As the movie begins, City staff opens the s'more station, where Family Campout participants can make dessert over a gas fire pit on the Washington Small dirt infield. At the end of the movie, families head back to their tents for the rest of the evening, with quite hours beginning at 11:00pm. Breakfast/End of Event Starting at 6:30am Saturday morning, coffee is served and Lions Club and Recreation staff serve a pancake and sausage breakfast for Family Campout attendees. After breakfast, families begin to pack up and staff finalizes event clean up by 10:00am. Survey After the event, staff sends out a customer satisfaction survey. The survey focuses on ranking the quality of the event categories and providing feedback on areas for improvement. The survey is available in Exhibit A. When comparing the results of the 2016, 2017 and 2018 surveys, staff has received high marks in the organization and execution of the event. Customers are asked to rank 7 categories; 2 Review of the 2018 Burlingame Family Campout November 15, 2018 Location, Check -in Process, Gift Bag, Activities for Kids, Dinner, Movie and Breakfast, from "excellent" to "needs improvement". Over the past three years, 90% of respondents stated that all categories were either excellent or good. Additionally, 95% of respondents stated that they were adequately prepared based on the communication provided prior to the event. Over the three years, 92% of respondents stated that they would return the following year. The last section of the survey is a section for respondents to leave comments. Staff has noticed that this portion of the survey where attendees voice their concerns and point out areas for improvement. In reviewing the comments over the past three years, some common issues have come up that identify areas for improvement. This past year we received 49 comments. 13 of the 49, 26%, noted that stricter enforcement of quite time is needed. In 2018, 10% of 2018 respondents suggested increasing the quality and quantity of dinner options. In speaking with attendees, staff also heard comments that there should be more activities designed for older kids, such as a scavenger hunt or live, age appropriate music. Future Family Campouts With the. new Community Center set for construction in 2020, staff has begun to think of alternative locations for the Family Campout. Staff has identified two possible locations during construction, including staying in Washington Park but utilizing the West End, adjacent to the bocce courts and horseshoes pits, and Bayside Park. Both sites provide different opportunities, but also include unique challenges that will require further planning from staff. Additionally, staff believes that an increase in sponsorship funds would be an effective means to enhance the quality and quantity of food, increase the participant gifts and add entertainment options. Commission Input Considering the information provided and Commissioners previous knowledge of the event, staff seeks input on the following. 1. Possible locations for the 2020 and 2021 Family Campout. 2. Suggestions for potential sponsorships. 3. The value of the participant gift compared to quality and quantity of food. 4. Additional information Commissioners have received about the Family Campout. 5. Other suggestions. FISCAL IMPACT At $20 per person, the 2018 Family Campout generated $14,920 in revenue. An additional $1,500 was received from sponsors. The total cost of the 2018 Family Campout, not including staff time, was $10,620.43 3 Review of the 2018 Burlingame Family Campout November 15, 2018 2018 Burlingame Family Campout Expenses - $10,620.43 $35 ® Food ® T Shirts Supplies (Grill, Portable Restrooms, Propane) ® Jump House -, Lanterns Office Supplies Additional resources required include approximately 75 hours of volunteer time between Burlingame Lions Club, Burlingame Parks and Recreation Foundation, and Recreation Volunteers to assist with cooking, serving and monitoring of kids activities. Approximately 80 hours of Recreation staff time is dedicated to preparing for the event and an additional 120 hours of staff time is needed for the day of the event. In addition, Central County Fire contributed approximately 20 staff hours. EXHIBITS A. Burlingame family Campout Survey B. Burlingame Family Campout Welcome Letter C. Burlingame Family Campout Map 4 Exhih it- %� 5. If the participant gift bags (includes wristbands, t shirts and gift) were available for pick up the week of the event, would you pick it up ahead of time? i� Yes �J No 6. Do you plan on attending next year's event? Yes No 7. Please share any feedback or comments regarding your Family Campout experience. 2 :-z BURLINGAME PARKS & RECREATION DEPARTMENT 850 BURLINGAME AVE., BURLINGAME, CA 94010 '+VWW. BURLI NGAME.ORGI REC 650.558-7300 To: Family Campout Participants From: Burlingame Parks and Recreation Department RE: Family Campout Information THE BOHNERT GROUP July 16, 2018 Thank you for registering for the Burlingame Parks and Recreation Department's 2018 Family Campout! This event is a wonderful collaboration between the Parks and Recreation Department, Central County Fire Department and the Burlingame Lions Club. Below you will find information to help you prepare for this great event. We have attached the campout map with this packet to give you a preview of how the event is organized. Event Date/Location: Friday, August 24t' — Saturday, August 25th, Washington Park (850 Burlingame Ave Check -in: • Check -in begins at 5:00pm. There will be a welcome table in the outfield of the Washington Park small baseball field. (Check -in is mandatory to receive food tickets and t-shirts) Supplies: Suggested items to bring with you Tent Pillow Air Mattress/Sleep Pad Sleeping Bag Warm blankets Toiletries Clothes Camping Chairs Flashlight Water/Snacks Tents: • Tent area will be on the outfield of the Washington Park Main baseball field. We ask that no one camp in the infield of the baseball field. • There will not be assigned tent spaces within the tent area • Plastic tent stakes only — no metal stakes allowed • Please have tents set up by 7:30pm Air Station: • An air station will be located next to the check -in station for families to inflate air mattresses. Parking: • We have reserved parking Lot X for families participating in the campout. Parking Lot X is located at 990 Burlingame Ave, between the tennis courts and Lion's Hall. Additional parking will be located along Washington Main Baseball Field (right field line) on Carolan Ave at 1 Mangini Way. Please park along the fence of the baseball field. This is a shared lot with the Burlingame High School. • Overflow street parking is available on Carolan Ave. and Burlingame Ave. • When you check in, each family will be given one parking pass that must be displayed in the front window of your vehicle. • All parking is first come first serve (including handicap spaces). We encourage drop offs or walking when possible. Information continues on next page. Dinner: • Dinner will be served at the basketball courts. When you check in you will receive a dinner ticket with a time for your party to come to the basketball courts to pick up your dinner. Dinner times will be assigned according to the order that you check in for the event. We will be serving hamburgers, hotdogs, veggie burgers, chips, and drinks. You are welcome to bring additional food to enjoy at your campsite as well. Movie: • We partner Family Campout with our Movies in the Park series. Despicable Me 3 begins around sunset. After the movie is finished the field lights will be turned on for Recreation Dept. staff to pack up the movie equipment. Field lights will turn off at approximately 10:45pm. S'mores: • During the movie, we will have a small camp fire and s'mores available for campers and movie goers. (Do not bring your own fire rings or BBQ's) Quiet Time: • After 11:00pm, we ask that all campers who are still awake be respectful to those who have retired for the evening. Breakfast: We will begin to serve pancakes, sausages, juice, coffee, and fruit at 7:30am on Saturday. Meal tickets for breakfast will be distributed during check -in on Friday. Breakdown: • We ask that all tents be broken down by 9:00am. Restrooms: • Park restrooms, baseball grandstand restrooms, and portable restrooms will remain open all night. The Recreation Center bathrooms will be open until 11:00pm on Friday, and open again at 7:00am the following morning. Vendors • There will be vendors located in Washington Park to sell additional items. The Family Campout activities and food are included in the registration fee; however, vendor products are at additional cost. (All vendors are cash only) Pets: • We realize that pets are part of your family too, but we ask that all pets be left at home for this event. Please leave the following items at home: charcoal grills, fire rings, tent trailers, motor homes, alcohol, cigarettes, and glass containers. Recreation staff will be stationed on site throughout the evening if you need any assistance. Attached you will find a Campout Map for your convenience. We look forward to having you spend the night at Washington Park! Questions: Please contact Kevin Sanchez at (650) 558-7312 or by e-mail at ksanchez(_burlingame.org Event map on next page. Eati��C Burlingame Parks and Recreation Family Campout Map �� RESTROOMS O AIR STATION v CHECK IN A BOUNCE HOUSE CAMP FIRE *Parking is limited. Some participants will need to utilize street parking on Carolan Ave. & Burlingame Ave. BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: November 15, 2018 From: Margaret Glomstad, Parks and Recreation Director Subject: Update on the New Community Center Schematic Design and Phasing Plan RECOMMENDATION Staff recommends that the Parks and Recreation Commission receive an update about the new community center schematic design and phasing plan. BACKGROUND Since 2012, City staff, in collaboration with Group 4 Architecture, the Citizens' Advisory Committee (CAC), and community members, has been working on developing plans for a new community center in Washington Park. The work includes development of a Master Plan for the active areas of the park and identifies the site locations of the park amenities (Community Center Master Plan) and conceptual designs of the proposed building within the Master Plan. The City Council approved the Community Center Master Plan on July 7, 2014. Since that time, the City Council has held study sessions, and the City has gathered input through an Advisory Committee, at Planning Commission and Parks and Recreation Commission meetings, as well as at community meetings and public events. Information about the process and public outreach plan can be found at https://www.burlingame.org/parksandrec/facilities/projects/community center conceptu al plan.php At the July 2, 2018 Council meeting, the City Council chose to move forward with the pavilions style building, a 35,700 square foot community center with parking under and adjacent to the new center. The project also includes a new relocated playground, picnic area, and basketball court, and an indoor and outdoor stage. The tennis courts, Lions Club building, ballfields, and Parking Lot X will remain unchanged. At the September 17, 2018 City Council study session, staff and Group 4 presented a Schematic Design progress update and received input and direction on the project scope and budget, including add alternates, selection of the underground parking option, approval of the early site package, and approval of the exterior material palette. At the September 20, 2018 Parks & Recreation Commission meeting and the September 24, 2018 Planning Commission 1 Update on the New Community Center Schematic Design and Phasing Plan November 15, 2018 meeting, City staff and Group 4 presented a schematic design progress update, including relaying the input that the Council provided at its study session. DISCUSSION Since the update to the Commission on September 20, 2018, additional refinements have been made to the schematic plan and project costs and a phasing plan has been developed. The information is contained in Exhibit A. At the November 5, 2018 City Council meeting, the Council approved the schematic plan, project costs, and phasing plan. Work on the design development documents will begin immediately. EXHIBITS Exhibit A: November 5, 2018 City Council Meeting Staff Report Exhibit B: Proposed Community Center Presentation, November 5, 2018 Council Meeting 2 Exhibit A BURL- INGame AGENDA NO: 10d STAFF REPORT MEETING DATE: November 5, 2018 To: Honorable Mayor and City Council Date: November 5, 2018 From: Margaret Glomstad, Parks and Recreation Director — (650) 558-7307 Subject: Approval of the Schematic Design and Phasing Plan for the New Community Center RECOMMENDATION Staff recommends that the City Council approve the schematic design and phasing plan for the new community center. BACKGROUND Since 2012, City staff, in collaboration with Group 4 Architecture, the Citizens' Advisory Committee (CAC), and community members, has been working on developing plans for a new community center in Washington Park. The work includes development of a Master Plan for the active areas of the park and identifies the site locations of the park amenities (Community Center Master Plan) and conceptual designs of the proposed building within the Master Plan. The City Council approved the Community Center Master Plan on July 7, 2014. Since that time, the City Council has held study sessions, and the City has gathered input through an Advisory Committee, at Planning Commission and Parks and Recreation Commission meetings, as well as at community meetings and public events. Information about the process and public outreach plan can be found at httDs://www.burlinaame.ora/Darksandrec/facilities/Droiects/community center conceatual .. . . At the July 2, 2018 Council meeting, the City Council chose to move forward with the pavilions style building, a 35,700 square foot community center with parking under and adjacent to the new center. The project also includes a new relocated playground, picnic area, and basketball court, and an indoor and outdoor stage. The tennis courts, Lions Club building, ballfields, and Parking Lot X will remain unchanged. At the September 17, 2018 City Council study session, staff and Group 4 presented a Schematic Design progress update and received input and direction on the project scope and budget, including add alternates, selection of the underground parking option, approval of the early site package, and approval of the exterior material palette. At the September 20, 2018 Parks & Recreation Commission meeting and the September 24, 2018 Planning Commission meeting, 1 Approval of the Schematic Design for the New Community Center November 5, 2018 City staff and Group 4 presented a schematic design progress update, including relaying the input that the Council provided at its study session. DISCUSSION Project Updates Early Site Package With the goal of providing uninterrupted community access to the playground during the building construction, an early site package is being developed that will include the design and construction of the relocated children's playground and basketball court. As the playground is a well -utilized community amenity, staff issued a community survey soliciting input for playground equipment priorities. Staff also solicited volunteers to sit on a Washington Park Playground Committee for the playground equipment selection and design. On October 1, 2018, the Washington Park Playground Committee had its first meeting to review the project scope, timeline, and the community survey results. The community survey results indicated the public's priority to include a "variety" of playground equipment. The survey results also indicated that slides and climbing opportunities are always popular. Additional interests include strap swings and imaginative play spaces. Thematically, the public preferred nature elements in the design, although the Committee also values the train component of the current playground. The Committee has identified a list of specific wants and needs for the new playground, which will be used in generating the design concepts. The Committee will be meeting again on November 13, 2018 to review design options from two vendors, Landscape Structures and BCI Burke. During the playground development, staff and the consultants determined that swapping the locations of the playground and basketball court made more sense for the overall design of the park for the following reasons: 1. The size of the new play structure will not need to be reduced from the current play structure's size. 2. There is a reduced chance of baseballs being hit into the playground. 3. The new basketball court will not have a slope like the current basketball court has. 4. The noise from the playground will be farther away from the new stage and the indoor/outdoor area of the community hall. 5. The new playground will be closer to the Washington Park restrooms. The environmental consultant, LSA, has determined that the switch will not result in any new or more significant impacts than those already identified in the IS/MND (Exhibit A). The children's playground and basketball court site package will be completed independent of the construction of the building and remaining site work. One of the parameters for the building construction package will be a requirement that the contractor provide safe access for the community to the new playground and basketball court during construction of the building and its associated site work. The work plan for the playground and basketball project anticipates construction documents being completed in the winter of 2019, bid in late spring 2019, and 2 Approval of the Schematic Design for the New Community Center November 5, 2018 construction completed by the end of December 2019, prior to construction commencing on the building, underground parking, and remaining site work. Parking The new surface parking lot with vegetated landscape and trees will take the place of the existing facility location, while the new building will be located immediately to the west of the new lot, closer to the greater Washington Park and other civic amenities. The surface lot will provide a transitional buffer between the new building's activities and the single-family residences along the eastern edge of the park. A vegetated sound wall between the parking lot and residential homes will be built to mitigate vehicular noise impact from the surface lot. The parking lot will also include a designated pick-up and drop-off zone immediately adjacent to the entry plaza. To accommodate tour bus trips associated with recreation programming, the section of Burlingame Avenue directly in front of the community center may be zoned for bus loading and unloading during specific timeframes. The underground parking is located partially under the building and partially under the surface lot. There will be a lobby at the underground parking level that will allow visitors access from the parking garage up to the street level of the surface lot and into the community center lobby when the center is open. There are two options regarding the number of parking spaces that can be included in the garage: the first option provides 43 spaces (41 are needed in the garage), while the second option provides an additional 10 spaces, for a total of 53 spaces. The costs of the two options are included in the project budget section of this report. At the September study session, the Council expressed their preference for a total of 53 spaces. Exterior Building Design To ensure the design adheres to the City Council's direction and is sensitive to the community's vision, an Advisory Committee was formed to provide additional input into the development of the exterior and interior building design. On August 22, 2018, staff and Group 4 met with the Advisory Committee to review the exterior envelope design, focusing on the building's exterior materials, exterior elevations, and massing. The Advisory Committee reviewed several exterior material options. Each option included the primary exterior cladding material of EIFS (Exterior Insulation and Finish System), which has the look of stucco but is an integrated exterior envelope system that has high insulation performance. The EIFS is planned to be painted several colors: two neutral shades and one accent color for vibrancy. The Advisory Committee selected three accent materials: metal panels for the vertical pavilion elements, stone planks for a grounding base finish, and wood (phenolic panel) for the parapeted volumes that connect the three pavilions. The three pavilion butterfly roofs are planned to be standing seam metal, while the parapeted flat roofs are planned to be TPO roofing. An add alternate is being included in the project budget for a green roof on the Kids Town portion of the building, which is the one-story highly visible portion of the building on Burlingame Avenue in front of the first pavilion; the green roof would be visible from the street, the park, and the second -floor dance room. Wood and steel trellises will accent the building entry and outdoor program spaces. At the September 17, 2018 study session, staff and Group 4 presented the exterior envelope design and material palette, which were refined per input and direction provided by the Advisory 3 Approval of the Schematic Design for the New Community Center November 5, 2018 Committee during its first meeting held August 22, 2018. The City Council expressed support for the exterior materials selection, which was carefully curated with consideration to the project's unique park setting, desired project aesthetic, performance, and maintenance requirements. The development of the exterior envelope on the park -side view was well received by all Councilmembers. Councilmembers expressed the desire to continue refinement of the parapet/secondary volumes between the pavilions on the Burlingame Avenue fagade to allow the pavilions to be expressed more prominently, with the parapet/secondary volumes playing a supporting role. The second Advisory Committee meeting on September 19, 2018 focused on site design and landscape features, as well as interior feature elements for the lobby and Kids Town. The landscape consultant, RHAA, presented the overall site design concept including site features such as outdoor rooms, seat walls, trellises, and fire pits, and hardscape, softscape, and planting palettes. The committee recommended a focal tree as the centerpiece of the outdoor space that would be on -axis with the building entry and highly visible from the lobby. The Committee concurred with the landscape consultant's recommendation for primarily native and climate - appropriate low-water and low -maintenance plantings and requested that the landscape look lively and beautiful through all seasons. In this meeting, Group 4 also presented several thematic design concepts that inspired the overall architecture of the building and requested that the Committee select one of these themes to inspire special design features, including the lobby staircase, a feature wall in the Kids Town, interior finishes, lighting, and the reception desk. The Committee selected the theme "growlrooted" as it harkened to both the natural beauty of the trees in Washington Park, the primary inspiration for the building design, and the role of the community center as a vibrant and enriching place for gathering, learning, and branching out for all ages. The Committee also selected the primary paint colors for the building — two neutral tones and a blue accent color. During the third Advisory Committee meeting on October 10, 2018, the Committee reviewed updates to the building exterior, preliminary floor and ceiling finishes, interior and exterior lighting, and preliminary concepts for both the lobby stair design feature and the Kids Town feature wall. The Committee confirmed direction for the overall lighting design concepts and selected luminaire types for many of the spaces, both interior and exterior. The Committee also made recommendations for refinements to the lobby stair design feature, which will help activate the lobby with opportunities to gather, interact, and reflect with informal tiered seating next to and "under" the grand staircase. The Committee also reviewed the Kids Town feature wall, which will be an interactive focal point for the room. The designs for both the lobby and Kids Town features were directly inspired by and support the theme of "growlrooted" selected in the previous meeting. City staff and Group 4 met with the Advisory Committee for a fourth session on October 22, 2018 to review the refined concept designs for the lobby and Kids Town feature elements as well as draft renderings of these interior spaces. In the lobby, the stair feature was refined to create improved seating opportunities both individuals and groups, and was re -shaped so as not to hinder circulation in and through the lobby. In addition, the seating element was revised to reinforce indoor -outdoor connections via a seat wall that continues from the interior to the outdoor landscape. In the Kids Town, the feature element was revised to include child -sized window El Approval of the Schematic Design for the New Community Center November 5, 2018 seats in and between "tree" elements and interactive play opportunities. The committee also reviewed refined lighting concepts based on input received from the previous meeting. Floor Plan and Building Systems The Integrated Design Workshop for the schematic design phase was held on Monday, August 27, 2018 with City staff, Group 4, and the subconsultant design team. Group 4 presented a project overview of the building, a refined floor plan, exterior materials, and initial interior floor finishes. The floor plan is currently being refined in conjunction with building systems, as well as staff area requirements. Staff has requested that an additional elevator be included as an add alternate in the project budget to provide additional access and flexibility for operations. The structural engineer gave an overview of the selected structural system, steel, its integration with the building floor plan, and lateral and seismic considerations. In addition, the recommended roof system is a concealed steel roof, and the second floor is concrete on metal deck. The food service consultant reviewed the layout, appliances, and flow for the commercial kitchen adjacent to the community room. While there is a desire to have the kitchen function as a demonstration kitchen, the primary purpose of the kitchen is to support the community room for catered rental events and community events. The mechanical, electrical, and plumbing engineers reviewed sustainable strategies for maximizing energy efficiency, including: operable windows, daylight and glare control, ceiling fans, heat recovery, and a decoupled and highly efficient HVAC system (variant refrigerant flow). City staff supported each of these sustainable strategies. Plumbing system options and fixture locations were also presented. The electrical engineer reviewed the building's power requirements, including electric vehicle charging, which is in high demand in Burlingame, and the request for an emergency generator or battery -supported microgrid (this will require additional study to determine feasibility) to provide support for limited operations during a power outage. The project budget currently breaks out the costs for the emergency generator/battery back up as a separate add alternate. The planned rooftop photovoltaic system is included as an add alternate in the project budget section because there are other options for procurement that the City may prefer, such as a low -interest loan from the State Energy Commission or a power purchase agreement. Interior and exterior lighting strategies, including sensitivity to neighbors at night, sensors, dimming controls, and emergency lighting were also discussed. The lighting fixtures for the project are planned to be LED. The civil engineer and landscape architect reviewed the site plan, access and egress, and vehicular circulation. It was determined that underground parking that is partially located under the building is preferred in order to leverage the slab and structure of the building above; this scheme is less costly than a detached underground parking scheme. The civil engineer presented utility locations and preliminary stormwater treatment strategies (required by California code) via bioswales located in key planting areas around the building. The landscape engineer reviewed the site features, including the entry plazas, outdoor rooms, pathways, basketball/multi- use court, playground, picnic area, and hardscape and planting strategies. 5 Approval of the Schematic Design for the New Community Center November 5, 2018 Environmental Review An Initial Study/Mitigated Negative Declaration (IS/MND) has been prepared to evaluate the potential environmental impacts of the proposed project. The draft IS/MND has determined that there would be no environmental impacts identified that could not be mitigated to less than significant levels. As mandated by State Law, the minimum public review comment period for this document is 20 days. During this public review period for the IS/MND (September 13, 2018 to October 3, 2018), no public comments were received. Since the community center is a municipal facility rather than a development project, City staff will be requesting that City Council take action to adopt the IS/MND and the Mitigated Monitoring Report Program (MMRP) at the November 19, 2018 City Council meeting. Project Budget At the March 19, 2018 Council meeting, staff and Group 4 presented the City Council with an estimated project budget of $38-$41.7M in March 2018 dollars (not including escalation). To accommodate the full-size basketball court that the City Council requested, the site plan needed to be expanded to relocate the playground to the picnic area to the east of the softball field. The following table summarizes the current project budget, which is broken down into the following categories: hard cost, soft cost, project contingency, and escalation. The project hard costs include local prevailing wage construction costs based on a design -bid -build procurement process with competitive bidding for all sub -trades of the construction work, general contractor's jobsite management costs, general contractor's insurance and bonding costs, and general contractor's profit. The project soft costs include allowances for engineering and design fees, construction management, permit fees, inspections, and testing. The project contingency allowance is calculated at 10% of the project hard cost and 5% of the project soft cost, and the escalation allowance is calculated at 5% per annum on the project hard cost estimated to the midpoint of construction. Construction is anticipated to be January 2020 to December 2022. Proiect Budget October 2018 Contingency Hard + Soft Project + Escalation Hard Cost Soft Cost Cost Subtotal Contingency Escalation Subtotal Total PACKAGEI: Playground, Multi - Court, Picnic Area $1,974,351 $189,000 $2,163,351 $184,519 $98,718 $283,236 $2,446,587 PACKAGE 2: Building, Associated Sitework, Parking $34,096,039 $8,892,000 $42,988,039 $3,186,546 $3,693,738 $6,880,283 $49,868,322 Building Sitework Underground Parking* $22,991,783 $3,683,778 $7,420,479 $6,327,000 $849,000 $1,716,000 $29,318,783 $4,532,778 $9,136,479 $2,148,765 $344,278 $693,503 $2,490,776 $399,076 $803,885 $4,639,541 $743,354 $1,497,388 $33,958,324 $5,276,132 $10,633,867 OTHER PACKAGES: Furniture, Equipment, Technology $1,376,000 $362,000 $1,738,000 $128,600 $154,938 $283,538 $2,021,538 FF&E Technology Signage $955,000 $268,000 $153,000 $252,000 $70,100 $39,900 $1,207,000 $338,100 $192,900 $89,300 $25,000 $14,300 $107,533 $30,177 $17,228 $196,833 $55,177 $31,528 $1,403,833 $393,277 $224,428 *Underground Parking= 41 spaces ADD ALTERNATES (incl. contingencies, escalation, soft costs): Photovoltaic Panel System (on building) $1,794,600 Green Roof on Kid's Town $170,200 0 Approval of the Schematic Design for the New Community Center November 5, 2018 Emergency Generator or Battery $292,000 Elevator #2 $471,400 Garage Parking- Additional 10 Spaces $674,251 BMS System and Energy Dashboard $442,115 Sprung Wood Floor in Community Room $106,900 FISCAL IMPACT In November 2017, the voters of Burlingame approved Measure I, a '/4 cent sales tax measure that will generate an estimated $1.75 million to $2 million annually. At the January 27, 2018 goal - setting session, the City Council discussed the City Manager's recommended expenditure plan for the Measure I funds, which included an annual pledge of $1 million toward debt service on the issuance of lease revenue bonds. The City Council approved the recommendation on February 20, 2018. An additional $1 million annual General Fund transfer was approved in the 2018-19 fiscal year budget, also intended to fund the debt service, to allow for a lease revenue bond issuance of approximately $30 million for the Community Center project. Staff will return with a recommendation for funding for construction of Package 1 (the playground, multi -court, and picnic area) as part of the mid -year budget review process. As the total costs of the entire project are expected to exceed $50 million, the City will need to rely on an additional combination of Measure I revenues plus ongoing General Fund revenues and/or monies from the Capital Investment Reserve. Exhibits: • LSA Memorandum • Community Center Renderings 7 BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: November 15, 2018 From: Joleen Helley, Administrative Assistant II Subject: Chair Rotation and Welcome New Commissioners RECOMMENDATION Staffs recommends that Commission review and approve the Rotation of Commission Chair, and welcome two newly appointed Commissioners. BACKGROUND Commission Rotation: Pursuant to the Rules of Procedure for the Officers of the Parks & Recreation Commission of the City of Burlingame (adopted October 20, 2005), Section II, C. Rotations of Officers: "Officers will be rotated at the Commission's first regular meeting in November of each year. The rotation order is as follows: 1. Vice Chair becomes Chair, 2. Commissioner who is not an officer, who has served the longest period of time on the Parks & Recreation Commission without or since serving as Chair becomes Vice Chair, 3. If two or more Commissioners have the same length of service on the Parks & Recreation Commission, then the Vice Chair shall be chosen from among them by a random draw, & 4. If a Commissioner, eligible under this subpart, declines to serve either office, an additional Commission rotation will take place." Welcome New Commissioners: In October 2018, two Commissioner's terms were expiring. The applicants were interviewed by the City Council on October 22, 2018 and at the November 5, 2018 Council meeting, the City Council appointed Stephanie Lee and Leslie Holzman to the Parks & Recreation Commission with their term expiring in October of 2021. DISCUSSION As there are no extenuating circumstances, this year's Commission rotation will be: Chair — Commissioner Ian Milne and Vice Chair — Bob Palacio. (Exhibit A) FISCAL IMPACT None EXHIBITS Commission Chair Rotation Exhibit A Park & Recreation Commission Rotation 2019 Position Commissioner Appointed Term Expires Terms Served Chair Ian Milne Mar-16 Oct-19 Vice Chair Bob Palacio Oct-16 Oct-19 Emily Matthews Nov-17 Oct-20 Christine Ardito Jun-18 Jun-21 Leslie Holzman Nov-18 Oct-21 Stephanie Lee Nov-18 Oct-21 Shari Lewis I Dec-14 Oct-20