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HomeMy WebLinkAboutAgenda Packet - PR - 2018.10.18City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME F BURLINGAME, CA 94010 I� Meeting Agenda - Final Parks & Recreation Commission Thursday, October 18, 2018 7:00 PM Burlingame Recreation Center 850 Burlingame Avenue 1. Call to Order 2. Roll Call 3. Approval of Minutes a. September 20, 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. Burlingame Aquatic Club - Update Attachments: Staff Report 8. Staff and Commissioner Reports 9. Future Agenda Items 10. Adjournment Next Meeting: Thursday, November 15, 2018 City of Burlingame Page 1 Printed on 8/13/2019 Parks & Recreation Commission Meeting Agenda - Final October 18, 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, September 20, 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, Schissler, Ardito (arrived at 7:20 pm), Malekos-Smith, Palacio, & Milne COMMISSIONERS ABSENT: Matthews STAFF PRESENT: Parks & Recreation Director Glomstad, Recreation Supervisor Barry, Parks Supervisor Holtz, Recreation Supervisor Acquisti & Administrative Assistant Helley OTHERS PRESENT: Ellie Fiore, MIG; Leslie Holzman, Burlingame; Stephanie Lee, Burlingame; Markus Autrey, Burlingame High School - Assistant Principal 1 & John Philipopoluos, Burlingame High School Athletic Director 3. APPROVAL OF MINUTES Commissioner Milne made a motion to approve the August 16, 2018 minutes. The motion was seconded by Commission Schissler and was approved. 5-0-2 (Matthews absent; Ardito arrived after motion) 4. CORRESPONDENCE None 5. PUBLIC COMMENTS None 6. OLD BUSINESS None 7. NEW BUSINESS a. Community Center Update Dawn Merkes with Group 4 Architecture presented a power point presentation on the Community Center project. Highlighted areas included were the site package, parking, exterior design and the 1 Parks & Recreation Commission DRAFT Minutes September 20, 2018 updated project budget. The estimated date of construction is January 2020 to December 2022. Next steps are for the project team to ask City Council to provide direction and approval on the project budget and approve of the schematic design package. b. Parks Master Plan Update Ellie Fiore with MIG presented the survey results for the Parks Master Plan. The plan will help set the framework for decision makers in the planning, maintenance, development and/or rehabilitation of Burlingame's parks and recreation facilities. To date, approximately 800 Burlingame residents have contributed input and ideas. Key highlights are: Community members highly value nature and wildlife, running and biking trails and current recreation programs. Improvement priorities include addressing barriers, improving restrooms, park seating and shade and expanding off leash dog areas. Fiore noted the next steps are to supplement current input, research, mapping and analysis to ultimately provide recommendations for the Burlingame Parks Master Plan. c. Proposed Revisions to Field Use Policy Supervisor Barry reported the proposed revisions to the current policy to allow Burlingame High School to be eligible to be considered as a Tier 1 user organization. The proposed revisions are to: Edit #4 in Validated User Organization to include Burlingame High School; and add to the Residency language — "Burlingame High School for the purposes of validation and allocation only". After discussion the following motion was made. Commissioner Palacio made a motion to approve the following changes to the verbiage in the Field Use Policy: Approve all staff recommendations as noted in the staff report with the one addition to the section titled Residency to read: "A resident...... Players of the above organizations ... BHS will pay fees as set by City Council". The motion was seconded by Commission Milne and was approved. 6-0-1 (Matthews absent) d. Youth Field User Organization Validation — BYBA Supervisor Barry reported the submittal of BYBA's application to be a Tier 1 validated user group. The group meets the criteria and has included all the required documentation. Commissioner Milne made a motion to approve the validation of BYBA. The motion was seconded by Commission Malekos-Smith and was approved. 6-0-1 (Matthews absent) e. Youth Field User Organization Validation - BHS Supervisor Barry reported the submittal of BHS's application to be a Tier 1 validated user group. The group meets the criteria and has included all the required documentation. Markus Autrey, Assistance Principal 1 from BHS was present for any questions. Commissioner Palacio made a motion to approve the validation of BHS. The motion was seconded by Commission Ardito and was approved. 6-0-1 (Matthews absent) 2 Parks & Recreation Commission DRAFT Minutes September 20, 2018 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Director Glomstad reported on the following updates: The construction at the Burlingame High School pool has been delayed with hopes for completion in early 2019. The Department has hired a new Office Assistant and a new Athletic Director for BIS. The Murray Field Grand Opening is set for Friday, September 28th at 4pm and the Commissioner's training is scheduled for October 20, 2018 in Belmont. The Ray Park project will be going to bid next week. b. Commissioners Reports Commissioner Lewis shared that Commissioner Matthews asked her to share that the Foundation had a successful vending revenue season at the Music in the Park series over the summer and would start the Ray Park brick campaign in the near future. 9. FUTURE AGENDA ITEMS None 10. ADJOURNMENT There being no further business, the meeting was adjourned at 8:40pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, October 18, 2018 at 7:00 p.m. at the Burlingame Recreation Center. Respectfully submitted, Joleen Helley Recording Secretary Parks & Recreation Commission DRAFT Minutes September 20, 2018 BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: October 18, 2018 From: Nicole Acquisti, Recreation Supervisor Subject: Presentation by the Burlingame Aquatic Club RECOMMENDATION Staff recommends that the Parks and Recreation Commission receive the annual presentation by the Burlingame Aquatic Club (BAC). BACKGROUND In November 1997, the City and the San Mateo Union High School District (the District) entered into an agreement to jointly fund the construction and ongoing repair, improvements, and operations of a new 25-yard pool at Burlingame High School. The agreement included terms regarding scheduling of the facility, maintenance, record keeping, and the distribution of costs. In August 1999, after an anonymous donor agreed to provide funding to upgrade the 25-yard pool facility into a 50-meter pool, the City and the District approved a first amendment to the original agreement. The amended agreement expanded the hours that the facility (the Burlingame Aquatic Center) could be open and made various other changes. Between the time the pool opened (2000) and 2011, the City operated the community programs at the pool, including recreational swimming, lap swimming, swim lessons, and fitness classes, and managed the scheduling. In 2011, the City contracted with the BAC to operate these programs on the City's behalf. BAC was already managing competitive programs in adult and youth swimming and water polo at the pool. In 2016, the agreement was updated and includes as an exhibit a 2015 District -commissioned Aquatic Design Group facility audit of the aquatic center. The intent of the audit was to help the City and District jointly develop a capital replacement program. Among the items included in the five-year timeframe were removal and replacement of the pool deck and drainage and removal and replacement of the pool finish in the competition pool. Earlier this year, the District undertook the renovation of the aquatic center that included removal and replacement of the deck, removal and replacement of the pool finish, and the replacement of the interior lights to LED fixtures. Due to a variety of factors, including the need 1 Burlingame Aquatic Club Presentation October 18, 2018 to re -bid the project and delays getting approvals from the Division of the State Architect, which approves school construction projects, demolition of the deck actually began on July 2. In July, District staff notified City staff that the pool shell contained problems related to rebar and waterproofing, and that there were additional problems with the light fixtures and electrical work. The cost to make the repairs to the electrical exceeded the Public Contract Code limits that the District must follow, and the repair work needed to be formally bid, delaying any progress on the pool. Throughout August, the contractor uncovered additional problems with corrosion of the rebar at various locations, such as the lights, stairs, and floor inlets, and improper concrete coverage in many areas. (Per State Code, concrete coverage should extend at least three inches between the soil and the rebar to maintain structural integrity and at least three inches between the rebar and the pool shell to prevent water intrusion and subsequent corrosion. The current coverage is about one each on either side.) In early September, the District requested that its pool engineer produce an existing conditions report that highlighted the various challenges with the pool. The report, completed later in September, concluded that the pool shell is compromised and should be replaced, rather than repaired. The District and the City will be presenting to their Council and Board regarding the next steps. There are two options available: 1) continue repair as scheduled and address concerns as they are discovered, or 2) a complete reconstruction of the pool shell and pump room. While no solution has been agreed upon thus far, City staff will continue to work with the District staff and BAC to find pool time. DISCUSSION 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. City staff, District staff, and the BAC Executive Director 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. Due to the extended closure, BAC is struggling to remain fiscally sustainable. To date, they have laid off 80% of their staff and is restructuring their services provided. BAC is currently awaiting rental rates from the District and the City of San Mateo so they can decide their next steps. 2 Burlingame Aquatic Club Presentation October 18, 2018 Fiscal Impact Until the District determines the level of renovations, it is unknown what the total cost to the City will be but at a minimum, the City will be responsible for $1,269,203. The City's capital improvement budget already includes $600,000 as a placeholder. The remaining funds needed to pay the City's share will be appropriated from undesignated fund balance and brought to the City Council for approval with the mid -year budget review. The fiscal impact to BAC remains unseen. 3