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HomeMy WebLinkAboutAgenda Packet - PR - 2018.08.16• City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME BURLINGAME, CA 94010 F I� Meeting Agenda - Final Parks & Recreation Commission Thursday, August 16, 2018 7:00 PM Burlingame Recreation Center 850 Burlingame Avenue 1. Call to Order 2. Roll Call 3. Approval of Minutes a. Mav 17 & June 21. 2018 Minutes Attachments: 4. Correspondence 5. Public Comments Mav 17, 2018 Minutes June 21, 2018 Minutes 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. Summer 2018: Youth and Teen Proaram Report Attachments: Staff Report b. Committee Assignment Updates Attachments: Staff Report 8. Staff and Commissioner Reports 9. Future Agenda Items City of Burlingame Page 1 Printed on 811412019 Parks & Recreation Commission Meeting Agenda - Final August 16, 2018 10. Adjournment Next Meeting: September 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 811412019 CITY I O 9 gvorsar PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, May 17, 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 7:07 pm (Lewis arrived at 7:08pm) at the Burlingame Recreation Center, 850 Burlingame Ave, Burlingame. 2. ROLL CALL COMMISSIONERS PRESENT: Lewis, Malekos-Smith, Baum, Matthews, Schissler & Milne COMMISSIONERS ABSENT: Palacio STAFF PRESENT: Parks & Recreation Director Glomstad, Management Analyst Hager, Parks Supervisor Holtz & Recording Secretary Helley OTHERS PRESENT: Veronica Vostinak, The Sphere Institute; Ann & Paul Wallach, Burlingame; Al & Lula Ossipoff, Burlingame; Mark Haberecht, Burlingame; Jenny Keleher; Burlingame; Lisa Stoltz, Burlingame; Shaeda Urbani, Burlingame; Gretchen Kindberg, Burlingame; Ray Marshall, Burlingame & John Calahan, Consultant K�.A99tDIY:11 we) auII►11111Oky Commissioner Baum made a motion to approve the April 19, 2018 minutes. The motion was seconded by Commissioner Matthews and was approved. 5-1-1. (Palacio absent & Schissler abstained) 4. CORRESPONDENCE None 5. PUBLIC COMMENTS Veronika Vostinak, with The Sphere Institute, spoke about the Institute's vision for the State Land parcel located at 410 Airport Blvd. in Burlingame to develop the property into an open space preserve built around interaction with the Bay. The group will also be presenting at the June 4, 2018 City Council meeting. 6. OLD BUSINESS None 7. NEW BUSINESS a. Design Approval for the Ray Park Playground Renovation Project Parks & Recreation Commission DRAFT Minutes May 17, 2018 In the past several budget years, City Council has approved funds for the Capital Improvement Project to replace the Ray Park Playground. Due to the size, complexity and features offered at Ray Park, staff felt it was important to look at the playground design within the context of the overall features of Ray Park. The interest was to maximize the playable space and identify how the playground fit within the overall context of the park. Staff contracted with John Cahalan, Landscape Architect, to develop a Ray Park Master Plan and to serve as a consultant as the committee identified how the playground would fit in the overall context of Ray Park. To commence the Master Plan process, in September 2017 a letter was sent to the neighbors of Ray Park informing them of the Ray Park Master Plan effort and inviting neighbors to serve on the Ray Park Master Plan Committee. Staff received eleven applications and chose three neighbors from the committee. Staff also contacted Burlingame Girls Softball and Lincoln Elementary School to invite a member from each organization to serve on the committee. The Ray Park Committee included the following members: Shari Lewis — Parks & Recreation Commissioner Claire Schissler — Parks & Recreation Commissioner Christina Ahlers — Ray Park neighbor with small children & Landscape Architect Mark Haberecht — Ray Park neighbor with school aged children Lisa Stoltz — Ray Park neighbor and grandmother of small children Gretchen Kindberg — Lincoln PTA member Rich Holtz — Parks Supervisor, Certified Playground Inspector Nicole Rath — Recreation Coordinator John Cahalan — Landscape Architect Karen Hager — Management Analyst, Project Manager The Committee convened on several occasions. The first meeting on November 30, 2017 included reviewing the survey results, discussing the timeline of the project, reviewing the site plan identifying needs to provide input to John Cahalan, Landscape Architect to develop a preliminary bubble diagram. Subsequent meetings included refining the Master Plan based on the survey results and identifying the final selection of the playground equipment. A link to an online Ray Park Master Plan survey was included in the neighborhood letter to encourage broad participation. Additionally the survey was posted on the Parks & Recreation Department homepage, posted on the Parks & Recreation's Facebook page, on Nextdoor and included in the City of Burlingame eNews. There were 182 responses to the survey and the results were used to guide the Committee's decisions. The list below includes the playground elements that were considered high priority based on the community survey as well as feedback from the Ray Park Master Plan: 1. Climbing Structures 2. Multiple slide options including a curly slide 3. Multiple bays of swings including both tot and strap 4. Horizontal bars (monkey bars) 5. Spinning element 2 Parks & Recreation Commission DRAFT Minutes May 17, 2018 The survey indicated that the equipment include a 2-5 year old play area and a 5-12 year old play area with the preferred color scheme being natural and the most popular theme choice being a nature theme. Over 2 1 % of the survey respondents wanted the sand area to be removed because it was unsanitary. The final Committee meeting took place on Wednesday, April 11, 2018. Committee members reviewed the revised design that was rendered based on the feedback from the previous meetings. The Committee approved the design as presented tonight. As part of the Master Plan and based on the survey results, the parking area adjacent to the Balboa entrance at Ray Park was considered difficult to maneuver and unsafe. The comments "more and safer parking" were a key identifier in the survey results. In addition, several survey respondents identified the need for a dog off leash area to be addressed within the context of the Master Plan. To maximize the play space, the playground design will require the removal of five trees including three eucalyptus and two medium sized oak trees. An additional small oak tree would be removed in the add - alternate parking lot redesign as well. Ray Park has over 65 mature trees. New trees will be planted elsewhere in the park, including four new trees in the revised parking lot. The proposed parking would shift the lot 30 feet towards the softball field to accommodate a new safety zone and sidewalk and addresses the safety concerns as well as adds two additional parking stalls. The anticipated timeline has the Ray Playground renovation project starting in fall 2018. If no construction delays occur, it is expected that the project will be completed by early spring 2019. Neighbors and Ray Park user groups will be notified of the project timeline when the contract is issued. City Council has authorized $850,000 for the Ray Park Playground renovation as part of City of Burlingame Capital Improvement Program. The estimated construction costs for the playground portion of the project falls within the budgeted amount. Due to the identified safety concerns with the parking, the parking portion of the plan will be listed as an add alternate for the current project. The other phases of the Ray Park Master plan are not part of the current budget and could be included in future Capital Improvement Plans as monies become available. Motion by Commissioner Milne (seconded by Schissler): Commission moved to approve the Ray Park plan with a change of the nature explorer panel to a gender neutral option and the recommendation that Council approve additional funding to add the additional parking option to increase safety. MOTION PASSED 6-0-1 (Palacio absent) 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Director Glomstad reported on the following updates: There are funds in the capital outlay budget for the purchase of a SMART Board for program use, the Parks Division has implemented a maintenance tracking program called CARTEGRAPH and will be purchasing a ball groomer machine and a real mower to replace old equipment. Funds were requested for the following Capital Improvement Projects: park pathway improvements, concrete the dugouts at Ray and Cuernavaca Parks, resurface tennis courts at Ray Park, replace the stairs at Heritage Park, replace the pergola at Pershing Park, fix the gate at J-Lot and fix an erosion problem at Ray on field two by the 3rd base line. Projects will be prioritized and completed as funds are available. Additional funds were requested for maintenance at Mills Canyon, the purchase and installation of exercise equipment stations on the Bay Trail, repair fencing at Bayside park, add double batting cages (softball and baseball) at Bayside Park, remove the playground at Murray and 3 Parks & Recreation Commission DRAFT Minutes May 17, 2018 install grass in that location, maintenance of resilient surfacing at J-lot, Laguna and Cuernavaca Parks, additional recycling containers at all parks and the replacement of old drinking fountains at several parks. b. Commissioners Reports None 9. FUTURE AGENDA ITEMS None 10. ADJOURNMENT There being no further business, the meeting was adjourned at 8:48 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, June 21, 2018 at 7:00 p.m. at the Burlingame Recreation Center. Respectfully submitted, Joleen Helley Recording Secretary 4 Parks & Recreation Commission DRAFT Minutes May 17, 2018 CITY O O 9 gvorsar PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, June 21, 2018 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Lewis at 7:08 pm at the Burlingame Recreation Center, 850 Burlingame Ave, Burlingame. 2. ROLL CALL COMMISSIONERS PRESENT: Lewis, Schissler & Palacio COMMISSIONERS ABSENT: Malekos-Smith, Baum, Matthews & Milne STAFF PRESENT: Parks & Recreation Director Glomstad, Management Analyst Hager, OTHERS PRESENT: K�.111 > > ZD1%1 WS) au M I ► I a I Oki Due to a lack of quorum, the May minutes will be on the July agenda for approval. 4. CORRESPONDENCE None 5. PUBLIC COMMENTS Randy Schwartz, with the Burlingame Parks & Recreation Foundation, spoke about the group's support of the Parks and Recreation Department by participating in special events and fundraisers such as the annual Bocce Tournament and Visits with Santa. The group will be presenting a $5,000 check for the Youth Scholarship Fund at the July 2, 2018 City Council meeting. Kenna Mar, a representative for the Relay for Life of the North Peninsula, requested some options to promote awareness of the event within the community. Director Glomstad offered to speak after the meeting. 6. OLD BUSINESS None 7. NEW BUSINESS a. Conceptual Plan Options for the New Community Center Director Glomstad reported that since 2012, City staff, in collaboration with Group 4 Architecture, the Citizens' Advisory Committee (CAC), and community members, has been working on developing plans 1 Parks & Recreation Commission DRAFT Minutes June 21, 2018 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. On August 17, 2015, the City Council held a study session on the community center. The City Council provided the following input on the conceptual plan: create a more active presence on Burlingame Avenue, strengthen the civic aspect of the design, and create more depth and detail in the facades. With this feedback, Group 4 continued to refine the conceptual plan for the building. On August 25, 2015, staff brought the conceptual plan to the Planning Commission to gather further input. On April 14, 2016, staff presented the completed traffic study to the Traffic, Safety & Parking Commission (TSPC) to seek additional input regarding parking options, the impact of construction on parking, and the phasing options for the project. TSPC Commissioners offered suggestions including exploring options for bike and pedestrian access. Overall, the Commission favored the under -the - community center building parking option. They also offered suggestions if both parking options (under the community center building and one-half level under the tennis courts) are considered, including looking at parking permits for the lot under the tennis courts and/or installing meters for the tennis court lot to offset the cost of added parking. Additionally, Commissioners expressed interest in using the tennis court parking area as an option for downtown parking. The CAC met again on April 20, 2016 to discuss the input from the City Council, Planning Commission, and TSPC. From the comments generated at the previous meetings and additional input from the CAC, Group 4 further refined the conceptual plans. Concurrently, funding options were being explored. At the March 19, 2018 Council meeting, staff and Group 4 presented the conceptual design for the Mission style building along with parking options, project budget, cost reduction strategies, sustainability options, and next steps. Staff and Group 4 also shared renderings of the conceptual design for the Pavilions style building, which was the other style favored by a number of members of the Citizens' Advisory Committee. After discussion, the City Council made a number of decisions relative to the project scope, the building's size, the location of parking, the maximum budget, and the sustainability features of the new building. The City Council also requested that staff gather input from the community on the Mission and Pavilions style building options prior to bringing the conceptual plan back to the City Council for approval before the summer recess. DISCUSSION Since the March 19 meeting, the project team has updated the project scope and design to incorporate: • the updated project scope and limits of work, which are now defined by the area of the park bounded by the east side of the Lions Club, the south side of the softball field, the existing picnic area east of the softball field, and the east boundary of the park. • an updated site plan that reflects the new boundaries and relocates the playground so as to accommodate the full -court basketball court 2 Parks & Recreation Commission DRAFT Minutes June 21, 2018 • design updates, design development, and presentation graphics for the two conceptual design options, the Mission and the Pavilions Both of the design options, the Mission and the Pavilions, have the same program spaces and adjacency opportunities. At this phase of design, the project cost models for the two design options are similar, they use similar exterior base materials, similar quantities of accent materials, and have similar massing and volumes. The exterior materials palette for the two designs both use stucco as an option for the base material but have different opportunities for the roof material and accent materials. The materials palette for the Mission design includes: stucco/plaster base wall material, concrete roof tile, terra cotta and wood accents, with wood and steel trellises. The material palette for the Pavilions design includes: stucco/plaster/polished concrete base wall materials, metal roof, metal/fiber cement panel and wood accents, with wood and steel trellises. Inherent with the massing of the design options, their respective roof lines, and roofing materials, the Pavilions option is inherently more compatible with integrating roof -mounted photovoltaic (PV) arrays. The Pavilions design option has approximately 1/3 more capacity to accommodate PVs; the PVs on the Pavilions option are almost completely concealed within the butterfly roof; and the installation, mounting, and maintenance of the PVs on a metal roof is substantially easier. The exact calculation and quantity of PVs required to meet the zero net energy goal identified by the City Council will not be possible until the next phase of the project, the schematic design phase, when the building envelope, mechanical system, and integration of natural ventilation is further defined. The community's input on the two design options is being collected through intercept kiosks located at the Recreation Center, the Library, and at the June 11 Farmers Market; the June 21 Parks and Recreation Commission Meeting; and an online survey that was promoted to the community through social media and was available from June 5 through June 15. As of June 11, 2018, 1,222 community members have shared their design option preference, and initial response by the community has favored the Mission design option: Mission has 620 votes and Pavilion has 602 votes. The City Council received an update on June 18 and staff will be seeking direction on the preferred Conceptual Design option at the July 2, 2018 City Council meeting . Once the City Council has approved the conceptual design, the consultant team and staff can begin to complete the CEQA requirements and the construction document phase of the project. Staff anticipates that once the City Council accepts the conceptual design, the construction document phase and CEQA approvals will take approximately 18-20 months. FISCAL IMPACT In November 2017, the voters of Burlingame approved Measure I, a 1/4 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. (The City Council approved the recommendation on February 20, 2018.) An annual pledge of $1 million toward debt service on the issuance of lease revenue bonds for the project would yield bond proceeds of approximately $15 million. Therefore, in order to fund the 3 Parks & Recreation Commission DRAFT Minutes June 21, 2018 Community Center project, the City will need to rely on a combination of Measure I revenues plus ongoing General Fund revenues and/or monies from the Capital Investment Reserve. Staff thus recommended that the Council consider an additional $1 million annual General Fund transfer to allow for a lease revenue bond issuance of approximately $30 million, with the remaining financing for the Community Center project to be provided from the Capital Investment Reserve or some other source not yet determined. The recommended debt service funding from Measure I and other General Fund monies ($2 million in total) is included in the proposed budget for 2018-19, in anticipation of the bond issuance for the Community Center project sometime in the upcoming fiscal year. 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Director Glomstad reported on the following updates: Music in the Park series starts July 1 and there will be an update at July 2 Council meeting on Anson Burlingame project. b. Commissioners Reports None 9. FUTURE AGENDA ITEMS None 10. ADJOURNMENT There being no further business, the meeting was adjourned at 7:48pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, July 19, 2018 at 7:00 p.m. at the Burlingame Recreation Center. Respectfully submitted, Joleen Helley Recording Secretary 4 Parks & Recreation Commission DRAFT Minutes June 21, 2018 �a� CITV O� BURLING fkME iq d STAFF REPORT q ,�— To: Parks and Recreation Commission Date: August 16, 2018 From: Nicole Rath, Recreation Coordinator Christopher Roman, Recreation Coordinator Subject Summer 2018: Youth and Teen Program Report RECOMMENDATION Staff recommends the Commission review information regarding youth and teen programs offered by the Parks and Recreation Department during the 2018 summer session. BACKGROUND The Parks and Recreation Department offers a wide variety of programs for youth and teens throughout the summer session (June -August). Adventure Camp and the Leaders in Training programs are staffed by trained Recreation Leaders and overseen by Recreation Coordinators Rath and Roman. For the fourth year, summer enrichment camps were located at Kohl Mansion and offered a variety of camp selections that are taught by Department approved contracted instructors. DISCUSSION The Leaders in Training Program The Leaders in Training program is designed to provide youth entering 7th grade and higher the opportunity to volunteer, and develop leadership skills. For up to 5 weeks throughout the summer, participants have the option to volunteer either half or full day at Adventure Camp and Camp Tree House. The Leaders in Training participants (LITs) have the opportunity to assist staff in leading activities for campers including games, songs, and art projects. By working alongside the Recreation Leaders and Preschool Staff, LITs are learning how to work with groups of children, as well as creating personal connections with campers and their peers. The LITs also attend a weekly Lunch and Learn where they discuss a topic and have related activities. The goal of Lunch and Learn is to help them develop leadership competencies. The Lunch and Learn topics for 2018 included communication, personalities styles, teamwork, problem solving, resume introduction, safety, professionalism, and child development. Due to the success of Lunch and Learn, staff are working on offering similar trainings throughout the year. Summer 2018: Youth and Teen Program Report August 16, 2018 This summer, the Leaders in Training program had 99 participants, a 10 participant increase from last year's program. Overall, the Leaders in Training have volunteered for a total of 5,100 hours this summer. Summer Adventure Camp Summer Adventure Camp program's mission is "Creating an enriching environment that fosters creativity, exploration and community." Campers participate in fun sports activities, crazy games, wacky craft projects, and sing silly songs designed to fit within the weekly theme. Some of the 2018 themes included Shark Tank, Stars and Stripes, Going Green, and Magic and Make Believe. Additionally, campers in Young Explorers (K-2nd) and Discovery Days (3rd-5t") take one field trip per week to exciting places throughout the Bay Area. Extreme Adventures (6t"-8t") go on two field trips per week; one together with the other two camps, and one within the county. Adventure Camp partners with local businesses, City staff, and contract instructors to provide demonstrations for the campers. This summer, Adventure Camp had storytelling and crafts by the Burlingame Library staff, a demonstration of equipment and a tree climb from the Parks Division, a discussion on recycling and a sorting game with Recology, a dig with Dinosaurs Rocks, Little Explorers Petting Zoo, as well as a visit from Burlingame Police Department. A great addition this year was clubs. Campers were able to pick a weekly club they wanted to participate in. Some clubs included: cooking, dance, lanyard making, science and garden club (where a garden bed was created in Washington Park for our campers to plant and maintain). Participation in Adventure Camp continues to be successful. To date, a total of 697 participants have registered to come to camp. Parent evaluations continue to be strong with sentiments like, "Thank you for all you do. My kids look forward to Great America and Santa Cruz boardwalk every year!!!" "My son loved this camp, asking to go back next year! Great field trips! Great staff! Made new friends and happy to be with his classmates from school! Great snacks!!!" Recreation staff is appreciative of the feedback for improvements as well. Additional evaluation comments have included "better snacks" and "higher quality art projects", all of which staff are working on improving. Also, there are a handful of parents who, despite receiving the emails, still request additional information regarding daily and weekly activities. Staff is continuing to work on promoting the website/blog that details the daily schedules. Summer Enrichment Camps Summer Enrichment camps were held at Kohl Mansion for the fourth consecutive summer. 2018 contracted companies included Play -Well Teknologies, Mad Science, Junior Chef Stars, Techsplosion!, Brainvyne, Brainopolis, Bay Area Chess, Berkeley Chess School, Chess Wizards, Rainbow Chefs, Dragonfly Designs, Gurus Education, Magic Jeanne, Suzette Odell, and Creative Corner. This summer, 78 camps were offered, 12 camps cancelled, and there were 771 participants. The most popular enrolled camps included: All but two Junior Chef Stars camps including: California Cuisine and Cupcake Masters, STEM and Jedi with LEGO camp, Public Speaking with Confidence and Debate, and Magic Camp with Magic Jeanne. Additionally, this is the third year of offering Lunch Adventures where Recreation staff provides coverage from 12-1 pm for transition from morning and afternoon camps. Feedback from parents regarding the enrichment camps and Lunch Adventures has been positive. Also, City 2 Summer 2018: Youth and Teen Program Report August 16, 2018 staff as well as Mercy High School staff continues to praise the productive partnership between the city and the school. FISCAL IMPACT As the summer has not yet ended, a completed fiscal impact report will be provided following the close of the season. EXHIBITS None 3 SUF2LINiGAME STAFF REPORT To: Parks and Recreation Commission Date: August 16, 2018 From: Margaret Glomstad, Parks and Recreation Director Subject: Appointment of Commissioner Assignments for the Remainder of 2018 RECOMMENDATION Staff recommends the Commission discuss the commissioner committee assignments in order to replace former Commissioner Baum's assignments and fill the openings for the new Washington Park Playground committee. BACKGROUND The current assignments are: Special Committee Dog Park Task Force Recreation Committee Parks Master Plan Washington Park Playground Non -Profit User Group Liaison P & R Foundation BYBA BGS AYS O Coyotes Lacrosse BSC OLA / St. Catherine Mercy Commissioners Palacio and Malekos-Smith and Matthews Matthews and Lewis and Commissioners Milne Palacio Milne Schissler Lewis Malekos-Smith Matthews 1