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HomeMy WebLinkAboutMin - PR - 2008.04.17MEETING MINUTES Regular Meeting of the Burlingame Parks & Recreation Commission Thursday, April 17, 2008 The regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chairman Dittman at 7:00 pm at Burlingame City Hall, 501 Primrose Road, Burlingame. ROLL CALL Commissioners Present: Hesselgren, Shanus, Castner-Paine, Carlton, La Mariana, Fisher Commissioners Absent: Comaroto Staff Present: Parks & Recreation Director Schwartz, Account Clerk III Butler Others Present: None MINUTES - The Minutes of the March 20, 2008 regular meeting were approved as amended (page 4, Section B, Item 2 - change "plans" to "equipment" and change "plan equipment" to "play equipment"). PUBLIC COMMENTS — (Chairperson Hesselgren moved this section until later in the meeting so a member of the public that previously requested to speak to Commission was able to arrive) OLD BUSINESS A. Arsenic Update — Director Schwartz reported that the installation of the synthetic grass field at Burlingame High School is scheduled to begin on April 18. B. Capital Improvement Projects — (Because items B & C are affected by each other, the discussions were combined) Director Schwartz reported that City staff met with the non-profit groups who use City fields. The groups unanimously agreed that improvements to Bayside Parks field #3 & 4 is the highest priority for field improvements within the City, including fields owned by the City, Burlingame School District and Burlingame High School. They have pledged $350,000 over 5 years for the synthetic turf field at Bayside Park contingent upon any fees charged by the San Mateo Union High School District for facility/field use. Lynn Mutto and Schwartz recently had a meeting with the High School District and a separate meeting with several local City Managers regarding the communities' use of facilities and fields. There is a series of meetings scheduled in the future to discuss the needs of all parties. Commissioner Fisher asked if the City had allocated funds to the BHS football field and aquatics center projects in the past and if there was a leasing agreement for use over a specified period of time. Fisher also asked how the Bayside Field would be funded if the groups were donating over a five-year period. Schwartz responded that the City does have agreements in place with the SMUHSD and these will be discussed in the upcoming meetings. For the Bayside project, Schwartz would ask the City Parks & Recreation Commission April 17, 2008 Minutes — page 2 Council to use money out of reserves to initially fund the project knowing there is an agreement in place. C. San Mateo Union High School District Fees — (see item B above) NEW BUSINESS A. Allowing Dogs Off -Leash in City Parks — Schwartz reported that the Commission's recommendation to allow dogs off leash in Washington and Cuernavaca Parks until 7:30am each day will be on the City Council agenda for Monday, April 21. B. Consideration of Allowing Businesses to Receive Resident Rate on Recreation Programs - Hesselgren, Shanus and La Mariana reported on the March meeting of the committee formed to discuss the issue. They identified the stakeholders, interests and options. The committee recommendation would be to allow Chamber members only to receive the resident rate via a coupon in the monthly Chamber newsletter. The coupon would be limited to classes and activities in the brochure and that copies would be accepted. La Mariana has contacted the Chamber and they are supportive of the concept. Commissioner Carlton felt that requiring a business to become a member of the Chamber, which costs approximately $250 a year, so they can get the resident rate on recreation classes would not create goodwill with the businesses. The City provides a list of new businesses in the Chamber that can be used to mail out a resident rate coupon. Castner-Paine agreed with this. Shanus said we are not requiring a business to be a member of the Chamber. Businesses can download the resident rate coupon off the website or get a copy to use. He said the Chamber was a way to distribute the coupon or perhaps the coupon could be sent out via the email list serve as a way to help the businesses get the resident rate. Schwartz thought the issue before the Commission is to determine whether or not business owners and their employees should receive the resident rate on recreation programs. The issue of finding the proper vehicle to distribute the coupons can be left to staff. MOTION by Carlton (seconded by LaMariana): For staff to develop a process to allow local business license holders and their employees to receive the resident rate for all Burlingame Parks & Recreation programs. MOTION PASSED 6-0 (1 absent). Parks & Recreation Commission April 17, 2008 Minutes — page 3 PUBLIC COMMENTS — Donna Colson, President of Burlingame Girls Softball, distributed a memo dated April 14, 2008 and addressed the Commission regarding the group's 2009 needs for the use Ray Park. She updated the Commission to the fact that currently there have been only two complaints of minor issue regarding their Sunday use of Ray Park. She reported that due to the good weather, the group has not had to use the park for makeup games on Sundays. The 2008 season for the group ends on May 15, 2008. Colson said that Ray Park is the safest field because of its restroom placement and the best maintained for the girls, even with the drop -in cricket team at Ray Park on Sunday mornings that has been roughing up the infield. Regarding their use of the Burlingame High School fields, the bathroom access was an issue in the beginning and has gotten better with construction being completed at the track. There was no electricity for the ball machine and the infield was not in the best condition. The group may have to raise their fees if the San Mateo Union High School District fees are imposed. If this is the case, Colson reports that the group could cut down on their field use if they were more efficient with their practice schedule. The group has committed to contributing $15 per child for the turfing of Bayside fields 3 & 4, contingent upon not paying the SMUHSD fees. Colson also mentioned that BGS is willing to move the Billy Sue tournament to Bayside, instead of Ray Park, if BYBA can rearrange one of their tournaments at Bayside Park so the dates do not conflict. La Mariana commented on the December meeting at Ray Park regarding the group's use of the park and the anxious neighbors who attended the meeting. He inquired as the whether there have been any complaints since the meeting. Schwartz reported that there have been no complaints against BGS' use of the park. Hesselgren asked if there had been complaints in the past regarding the groups use of the field. Schwartz responded that a minor complaint regarding trash being left in the park was lodged some time ago and that complaints come when the scope of the use of the park comes up for change. Fisher asked if there were complaints that perhaps did not come to the Parks & Recreation Department such as being called into the Police department and not being reported to the recreation department. Schwartz mentioned that this was possible, however, the Police Department is aware of the sensitive nature of BGS' use of Ray Park and usually informs him of any complaints. Shanus stated that he lives near that park and that BGS has been a good neighbor in the sense that they have maintained the park well and have been respectful. Fisher pointed out that the 500 hours alluded to in Colson's memo would have to be distributed to other City fields. He also asked what the status of the batting cage proposal was at Ray Park. Schwartz said he was unsure at the meeting of how many hours BGS uses District fields but pointed out that the league has two diamonds to use at BHS. Schwartz reported that BGS has access to the batting cage at BHS and therefore this issue has been resolved for the immediate future. He also stated that BGS' proposal was modified to include a portable batting cage that could be setup and taken down on a daily basis. Parks & Recreation Commission April 17, 2008 Minutes — page 4 Hesselgren stated that if the District fees go into effect, there will be a lot of teams displaced and allocated somewhere else. As an example, she stated that Ray Park fields 1 & 2 could be turned into a lacrosse field. She would like to wait until the District fees issue is resolved before proceeding. There is a bigger picture to consider here. Fisher asked if there is a date to act by for tournament schedules. Schwartz responded that the youth sports groups set their tournament schedules far in advance and pointed out that as of July 1st the District fees schedule goes into effect. There are a series of meetings scheduled with the District and other cities in hopes of reaching a solution. Hesselgren asked if BGS would be required to rent the batting cage at BHS and stated there is an agreement on the football field and Aquatics Center but not the softball field. BGS has contributed the batting cage to the District's property. Hesselgren stated that the BGS field space issue should be revisited in August after determining the direction on the District fees Castner-Paine suggested that the City or non-profit groups may want to have an accountant look at the proposed fees and the community's partnership with the District. Schwartz responded that this is an option that will be considered. Hesselgren then directed staff to place this item on the August or September meeting agenda when more information is available regarding the District fees. REPORTS/HANDOUTS A. Staff Reports 1. Monthly Report (see attached) 2. 2007-08 Revenue Report (see attached) B. Commissioners 1. Commissioner Shanus reported that the landscaping at Bayside Park around the snack shack has been completed and three picnic tables have been installed. BYBA partnered with the City of Burlingame to make safety improvements to Bayside (pitching area and paved areas). The non- profits groups have really taken care of the facilities. 2. Commissioner Castner-Paine noticed that the cinder paving in Washington Park has been replaced by asphalt. She likes the look of the cinder paving and feels it is more park like. She inquired if there was a maintenance cost involved that was cost prohibitive to keeping the cinder paving. 3. Castner-Paine also reported that she attended the Commissioners training and has a conversation with a Commissioner from Livermore who has had similar issues with their District. She mentioned that she would be in contact with that Commissioner to get more information as to how they achieved some peace. Parks & Recreation Commission April 17, 2008 Minutes — page 5 Carlton asked how we got to this point with the District and what agreements are currently in place. All groups should be able to sit down, talk about this and come to a conclusion. Schwartz responded that the increases for use of District facilities are due to the District's financial difficulties. The new Superintendent informed the cities last December that the fees for use of District facilities would be increased, but the amount was not disclosed until after the School Board meeting. Lynn Mutto, Recreation Supervisor, and Schwartz sat down and figured out the impacts of the fees on Recreation and non-profit programs. They have spoken to the District, who agreed to cut the fees in half for the first year and then go back to the proposed prices thereafter. Mutto and Schwartz met with the non -profits and discouraged them from going to litigation with the District over the issue, instead suggesting the negotiations as suggested by the Board. Schwartz noted that the new Superintendent was not aware of the City's previous donations of money and services to their fields. 4. Commissioner Fisher reported that Commissioners' training was well done and informative. 5. Fisher asked if City Council has approved the nominees for the Walk of Fame. Schwartz confirmed they had been approved and the honorees would be recognized at the Centennial Ball on June 6tn 6. Commissioner La Mariana reported on the April 1 field use meeting that was attended by himself, Shanus, Schwartz and Mutto. He commended Mutto and Schwartz for being outstanding facilitators. The consensus among the six organizations was a commitment to donate for the improvements to Bayside Park. They are looking for community wide support. La Mariana gave a presentation to the Burlingame Rotary Club Board regarding the positive impacts for the community as a whole from the improvements proposed and hopes to receive their financial support. La Mariana also supported Measure O, the Parks for the Future initiative on the June 3 ballot. He feels this measure is very important and encouraged the Commissioners to vote in favor on June 3. He mentioned there is a rally dinner for the measure on April 24 at 1700 El Camino in the Miller Room for those interested in attending. 7. Carlton reported on the Cuernavaca Park Playground renovation and that the deadline for the plans to be submitted is April 29. NEXT MEETING The next meeting of the Parks & Recreation Commission will be held on Thursday, May 15, 2008 at 7:OOpm in Conference Room "A" of Burlingame City Hall, 501 Primrose Road. Parks & Recreation Commission April 17, 2008 Minutes — page 6 There being no further business to come before the Commission, the meeting was adjourned at 8:40 pm. Respectfully submitted, Joleen Butler Account Clerk III