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HomeMy WebLinkAboutAgenda Packet - PR - 2018.02.15City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME BURLINGAME, CA 94010 . F Meeting Agenda - Final Parks & Recreation Commission Thursday, February 15, 2018 7:00 PM Burlingame Recreation Center 850 Burlingame Avenue 1. Call to Order 2. Roll Call 3. Approval of Minutes a. January 18. 2018 Minutes Attachments: 4. Presentations & Correspondence a. Lime Bike Presentation - Megan Colford 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. Discussion Regarding Proposed Amendments to Bicycle Regulations in Parks Attachments: Staff Report b. City Attorney Report on Open Meetings and Conflicts 8. Staff and Commissioner Reports 9. Future Agenda Items 10. Adjournment City of Burlingame Page 1 Printed on 211212018 Parks & Recreation Commission Meeting Agenda - Final February 15, 2018 Next Meeting: March 15, 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 211212018 CITY I O 9 gvorsar PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, January 18, 2018 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Vice Chair Schissler at 7:02 pm at the Burlingame Recreation Center, 850 Burlingame Ave, Burlingame. 2. ROLL CALL COMMISSIONERS PRESENT: Milne, Malekos-Smith, Baum, Schissler & Matthews COMMISSIONERS ABSENT: Lewis & Palacio STAFF PRESENT: Parks & Recreation Director Glomstad, Supervisors Barry & Acquisti & Recording Secretary Helley OTHERS PRESENT: None 3. APPROVAL OF MINUTES Commissioner Baum made a motion to approve the November 16, 2017 minutes as amended. The motion was seconded by Commissioner Milne and was approved. 5-0-2. (Lewis & Palacio absent) 4. CORRESPONDENCE Director Glomstad read a card that was mailed to Parks & Recreation Department with compliments to the wonderful work being done to maintain the parks and what a pleasure it is to walk through them. Also noted was the appreciation from dog owners for the off leash area in Washington Park. 5. PUBLIC COMMENTS None 6. OLD BUSINESS a. Update on the Agreement for Joint Use between the City of Burlingame and the Burlingame School District Supervisor Acquisti provided background about the collaboration between the City and Burlingame School District to provide programming for the community on District school sites. The new agreement took effect July 1, 2017, and the City and BSD have been working within its guidelines for the past four months. Over the course of the fall 2017 session, there have been improvements in communication between both agencies, as well as challenges. 1 Parks & Recreation Commission DRAFT Minutes January 18, 2018 Expanding the 2-2-2 to a 3-3-2 has enabled Parks and Recreation Director Glomstad and Burlingame School District's staff Alison Bell to participate in the committee. Alison Bell being on the committee has increased communication between the City and District staff, and she has provided a more direct line to the schools for enrichment and sports on site placements. The agencies have also been able to effectively and efficiently resolve facility issues such as scheduling errors and school equipment usage. One of the challenges the City staff has experienced is the lack onsite specific marketing. The loss of the seasonal printed brochures to the students has made it more difficult to market classes and programs directly at the schools. As a solution, the committee approved the placement of a sign board in front of each school with the program offerings. The City staff purchased sign boards, designed posters, and were able to display them at the entrance to the school sites the week of registration and the first week of classes. As the year continues, staff will continue to monitor their effectiveness. With the District's interest in renting facilities for after school programming to other programs/organizations and the City's interest in not offering competing classes, the District will present those submissions to the 3-3-2 committee. Since the City is guaranteed a minimum of two classrooms at each school site, City staff will then program, with the feedback from the PTA liaisons, accordingly for each school. City staff work closely with the PTA liaisons to ensure the offerings are school specific however, some of the requested classes are not able to be offered at specific sites based on facility limitations (i.e. cooking classes). The updated agreement did not alter any of the scheduling field procedures, or the cost of revenue paid to the District from field rentals. Commission comments included a suggestion to have a link on the school's websites to the Department webpage for ease of registration. Commission expressed their support to the Department for their efforts in maintaining a good relationship with the District. 7. NEW BUSINESS a. Update on Field Use and User Organizations Supervisor Barry presented background of Field Use Policy and implementation of the changes made in 2017. In addition, he provided background on the purchase of the recently implemented field scheduling software system. Field Use Policy The implementation of the updated Field Use policy has been successful and has also raised new challenges. The Tier 1 and Tier 2 allocation priority accomplished the goal of ensuring that non -select validated organizations with a high percentage of residents would have the first opportunity to select their desired practice/game slots in their primary season. The development and application of the predetermined slot system has ensured that Tier 1 organizations in their primary season get maximum field space and offers the most flexibility to accommodate the volunteer based organizations. Included in the updated Field Use policy was the requirement to notify City staff of leadership changes in an organization. Over the past year the Burlingame Youth Baseball Association (BYBA) has had a significant turnover of board members. City staff has attended several board meetings over the past months to help facilitate discussions with the board regarding sponsorship banners, field allocation, field 2 Parks & Recreation Commission DRAFT Minutes January 18, 2018 closures and use agreements for snack shacks, batting cages and storage units. This has greatly improved the communication between BYBA and City staff. In reviewing the first year of the updated Field Policy, City staff has noticed issues that will need to be addressed in the near future. They include: 1. Allocation priority for Burlingame High School (BHS). BHS is currently outside of the allocation process and is not accounted for in any City policies for field allocation. 2. The length of time a sport can be considered underserved or emerging. 3. Tier 2 groups with specific needs were left with inadequate field space when Burlingame Girls Softball (BGS), a Tier 1 organization, picked their slots. MaxGalaxy During the deployment of MaxGalaxy staff spent many hours setting up the administrative components of the system including inputting all facilities, developing rate structures, creating accounts for users, training validated user organizations representatives and troubleshooting problems as they arose. The benefits of MaxGalaxy include: Allowing field users and the general public a real time look into the activities scheduled on the fields. 2. Ability to produce reports about field usage, generate permits and invoices for validated user organizations and the public. The largest obstacle for validated user organizations is that there isn't the option to book a reoccurring event for an extended period of time. This requires organizations to select slot by slot each day for the entire season. On the administrative side, City staff has the option of mass editing where staff can book multiple events at one time. Staff is continuing to work with MaxGalaxy support to resolve this issue. User Organization Agreements Throughout the years Burlingame youth organizations have been allowed to build, use and maintain various storage sheds, batting cages and snack shacks on City property. Some of organizations have agreements with the City for these facilities and some do not. In an interest to be fair and equitable and to adhere to current City insurance and liability requirements, staff has been reviewing the existing documents and has started with the BYBA agreements as they were the most outdated and numerous. Staff has been working with the BYBA Board to consolidate the old agreements for the batting cages, storage sheds and snack shacks into one agreement. The new agreement updates insurance requirements, defines responsibility for damage and maintenance for all facilities used by BYBA and outlines the procedures for future improvements proposed by BYBA. On January 2, 2018, the draft of the agreement was presented to the City Council. The Council raised many concerns. The concerns included: 1. Why BYBA had access to batting cages and BGS did not. 3 Parks & Recreation Commission DRAFT Minutes January 18, 2018 2. Why BGS did not have more access to lighted fields. 3. Why BHS had use of the batting cages over BGS. 4. Why the agreement did not give the City authority over the use all of the improvements made on City land. 5. Why BYBA still has exclusive use of batting cages that were built a long time ago. Their concerns, depending on the outcome, could impact all user organizations. Examples of the impacts could include: 1. The number of available slots for BYBA teams to use for batting cages for practice during the season. 2. Shifting the traditional user organization use of fields would result in more conflicts similar to the current challenge for Lacrosse. 3. The need to add additional storage sheds at field locations to store equipment. 4. The BHS baseball program would need to find another batting cage location for the freshman, JV and Varsity teams (however, this would open up time for BGS, OLA and St. Catherine of Sienna). Staff will be meeting with BYBA in January to discuss the concerns raised by the Council in order to develop possible solutions. In addition, a study session will be held in the future with the City Council to provide staff direction in order to finalize the agreement with BYBA and continue the process with the other organization agreements. Sponsor Banners on City Property After hearing from the user organizations regarding hanging sponsor banners on City fields at the October 19, 2017 meeting, the Parks and Recreation Commission recommended to the City Council to consider a pilot program to allow the hanging of sponsor banners. The City Council held a study session on November 20, 2017 to review the recommendation and discuss the feasibility of hanging sponsor banners on City property. In order to allow sponsors banners, the City sign ordinance would need to be modified to allow third parties to hang signs or advertisements. By doing so, it would limit the City's ability to control the content of the banners and who could hang banners on City property in order to comply with the government regulation of speech under the First Amendment. While the City Council understood the importance of raising money for the local non-profit youth organizations through the hanging of sponsor banners, the City Council decided to not amend the current sign ordinance to allow banners. Commission discussed the information presented and it was noted that negotiations with BHS should include City use of high school gym space in exchange for District use of City fields. 4 Parks & Recreation Commission DRAFT Minutes January 18, 2018 Commission also clarified the definition of the term "Underserved Sport" in the field use policy as "A sport that has less opportunity for team play with no competing program in the adjacent communities." 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Director Glomstad reported the upcoming events: Royal Dance on Jan. 20th, Burlingame Parks & Recreation Foundation Swap meet on Jan 27th, Paloma Park Opening on Jan 301h, Senior Valentines Dance on Feb. 8th and Muddy Mile at Murray on Feb. 1 oth b. Commissioners Reports Commissioner Schissler updated the Commission on the Ray Park Committee. Input for general layout has been received and include two dog off leash areas behind the tennis courts. Printed plans are to be presented at the next meeting. 9. FUTURE AGENDA ITEMS Glomstad noted an item "Bikes in Parks" will come before the Commission at the February meeting. Currently the City ordinance does not allow bikes in parks. City Attorney Kane will be at the meeting to present the item. 10. ADJOURNMENT There being no further business to come before the Commission, the meeting was adjourned at 8:15 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, February 15, 2018 at 7:00 p.m. at the Burlingame Recreation Center. Respectfully submitted, Joleen Helley Recording Secretary 5 Parks & Recreation Commission DRAFT Minutes January 18, 2018 BURLINGAME STAFF REPORT MEETING DATE: February 15, 2018 To: Parks and Recreation Commission Date: February 15, 2018 From: Kathleen Kane, City Attorney — (650) 558-7204 Subject: Revisions to Chapter 13.52 of the Burlingame Municipal Code :7x0101iyiI ,I=1ZU7_1% 1111Is] i!I Staff recommends that the Parks and Recreation Commission receive a staff report on revisions to the City's Municipal Code Chapter 13.52: Bicycles, and provide feedback. This is an informational item, and no action is required. BACKGROUND City staff and the Traffic, Safety and Parking Commission (TSPC) have recently reviewed Burlingame Municipal Code Chapter 13.52. That chapter was determined to be in need of updating in light of current State law and best practices for regional cities. While staff's recommendations initially focused on such issues as the requirement for a bicycle license, the discussion at the TSPC included a broader review of the chapter. One of the recommendations coming out of the TSPC was that the restriction on riding bicycles in parks be removed, and that riding be allowed subject to a speed limit and a requirement to yield to pedestrians. Because that recommendation relates to park regulations, staff determined that this Commission's input should be received before the combined recommended revisions are brought to Council for action. DISCUSSION Several portions of the existing Chapter 13.52 are recommended for removal. All requirements for a local City license would be deleted under staff's recommended amendment (Sections 13.52.010, 13.52.020, 13.52.030, 13.52.080, and a portion of 13.52.160). Other portions of the code would be removed or significantly modified, such as those relating to transfer of ownership (13.52.040, 13.52.050) and lost or stolen bikes (13.52.060). The TSPC reviewed the conflicts with the current California Vehicle Code and various safety issues in detail, and made recommendations which will be incorporated into the draft amendments that are presented to council. These relate to such issues as baby/child seats on bicycles, when bikes are allowed to ride two abreast, and other issues relating to traffic safety. 1 Revisions to Chapter 13.52 of the BMC February 15, 2018 The primary issue staff would like this Commission's input on is BMC Section 13.52.180. That section currently provides: 13.52.180 Riding on park or playground, It is unlawful for any person to ride, drive or operate a bicycle, motorcycle or motor scooter in or on any public park or playground within the city. (1941 Code § 1222.3, Ord. 483, (1949)) The TSPC recommended that bikes be allowed in parks, but that they should yield to pedestrians using park walkways. The TSPC also discussed whether a speed limit should be imposed for bikes in parks, with a majority of Commissioners appearing to favor that mechanism. One possibility is to omit enacting a single speed limit for parks and instead allow for posted speed limits to be adjusted based on the pathways in question by rule rather than ordinance. The Commission's feedback is requested on the issue of bikes in parks, so that its recommendation can be incorporated with that of the TSPC when the proposed amendments are brought to Council. 2