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HomeMy WebLinkAboutAgenda Packet - PR - 2017.01.19• City of Burlingame BURLINGAME . F Meeting Agenda - Final Parks & Recreation Commission BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Thursday, January 19, 2017 7:00 PM Burlingame Recreation Center 850 Burlingame Avenue 1. Roll Call 2. Approval of Minutes a. Minutes December 15, 2016 Attachments: Minutes 3. Correspondence 4. 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. 5. Old Business a. Field Use Policv Revisions Attachments: Staff Report Exhibit A Exhibit B Exhibit C 6. New Business a. Youth Advisory Committee Update b. Parks & Recreation Department - Year in Review 2016 City of Burlingame Page 1 Printed on 111312017 Parks & Recreation Commission Meeting Agenda - Final January 19, 2017 C. Murray Field Synthetic Turf Attachments: Staff Report Exhibit A Exhibit B Exhibit D 7. Staff and Commissioner Reports 8. Future Agenda Items 9. Adjournment Next Meeting: February 16, 2017 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 111312017 PARKS & RECREATION COMMISSION Draft Meeting Minutes Regular Meeting on Thursday, December 15, 2016 CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Baum at 7:02 pm at the Burlingame Recreation Center, 850 Burlingame Ave, Burlingame. ROLL CALL COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: STAFF PRESENT: OTHERS PRESENT: Baum, Dito, Malekos-Smith, Lewis and Palacio Milne and Schissler Parks & Recreation Director Glomstad and Administrative Assistant Helley David Chai, Burlingame; Jennifer Pfaff, Burlingame; John Cahalan MINUTES Commissioner Lewis made a motion to approve the November 17, 2016 minutes. The motion was seconded by Commissioner Dito and was unanimously approved. 5-0-2 (Milne and Schissler absent) CORRESPONDENCE None PUBLIC COMMENTS None OLD BUSINESS None NEW BUSINESS Review Conceptual Plans for Burlingame Square (formerly known as SP circle) — Director Glomstad reported the City Council approved funds for fiscal year 16/17 in the Capital Improvement Project budget to complete conceptual plans for the beautification of Burlingame Square. Burlingame Square is located at the end of Burlingame Avenue in front of the Burlingame Train Station. The area, maintained by the Parks Division, currently has a circular landscaped area with a flag pole. The site is not ADA compliant and has poor lighting, manual irrigation, little protection from vehicles, limited practical uses, and restricts the view of the historical train station. A committee comprised of City staff Director Margaret Glomstad and Parks Superintendent Bob Disco and community members Jennifer Pfaff and Cathy Baylock worked with Landscape Architect John Cahalan and the Public Works Department staff to develop the proposed conceptual plan. Glomstad introduced John Cahalan, the architect on the project and Jennifer Pfaff, with the Burlingame Historical Society. Cahalan and Pfaff worked on the committee to determine the objectives of the renovation project. 1 Parks & Recreation Commission Draft Minutes December 15, 2016 Cahalan noted the main goals for the project: a) to provide ADA accessibility for the area; b) to create a focal point for Burlingame Ave and c) to keep the mission style aspect of the station while incorporating the more modern feel of the recent improvements to Burlingame Ave. The building and area is a State Historical site and also on the National Register of Historical Places. The large river rock with the plaque dedicating the site as a State Historic site that sits in the current circle will remain at the site. The committee's intent was to create a pedestrian -friendly gathering space that transitions the train station with the newly completed Burlingame Avenue Streetscape project. The introduction of seating with planter walls and two -person "conversation tables" and benches will allow for increased usage as a public space. The addition of building exterior and landscape lighting will provide a dramatic night- time effect for a significant focal point for Burlingame Avenue as well as increase the safety lighting at the train station. Other amenities such as the retaining wall colors, finishes, bollards and pots will be the same as Burlingame Avenue. Special Committee Assignments — Director Glomstad gave the background and purpose of each committee. The Dog Park Task Force, the Citizens Advisory Committee for a proposed community center and Washington Park Master Plan and the Recreation Committee were created by the City Council in order to address dog related matters and high level items concerning parks and recreation. The Ray Park Playground, Murray Field Synthetic Turf, and the Field Use Policy Committees were created by the Parks & Recreation Commission to address specific short term matters before the Parks and Recreation Commission. REPORTS / HAND-OUTS A) Parks & Recreation Department Reports - Director Glomstad noted the winter session registration has started and the Holiday Tree Lighting went well. B) Commissioners Reports — None NEXT MEETING The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, January 19, 2017 at 7:00 p.m. at the Burlingame Recreation Center. ADJOURNMENT There being no further business to come before the Commission, the meeting was adjourned at 8:10 pm. Respectfully submitted, Joleen Y elley Joleen Helley Recording Secretary 2 Parks & Recreation Commission Draft Minutes December 15, 2016 SLJF2LINGAME STAFF REPORT To: Parks and Recreation Commission Date: January 19, 2017 From: Tim Barry, Parks and Recreation Supervisor Subject: Field Use Policy Revisions RECOMMENDATION Staff recommends that the Commission review and approve the proposed modifications to the Field Use Policy. BACKGROUND At the October meeting Commission Chair Steve Baum requested a meeting of the Field Use Policy Ad Hoc Committee of Commissioners Joe Dito, Ian Milne and Steve Baum to review the Field Use Policy (Exhibit A) and propose amendments to the policy to be presented at a future meeting. The committee met on Thursday, November 9, 2016 to identify issues/concerns with the current Field Use Policy. To help guide the process, the Ad Hoc Committee first discussed the overall challenges to the policy and established the following broad goals: 1. To serve the community while giving priority to Burlingame based groups that serve the most residents and where the organization's mission is that everyone plays. 2. To maximize the use of limited field space in Burlingame while ensuring that we are conscientious in keeping athletic fields in a safe and playable condition. 3. To focus on organizations that have proven longevity in serving the Burlingame community. In addition, the City is in the process of purchasing field scheduling software and the Committee was mindful of the opportunities that would be presented with the added capabilities of the new software. With the goals in place and the new software in mind, the Committee reviewed the policy and made revisions to align the policy with the goals (Exhibit B). On Tuesday, December 6, 2016 and Wednesday December 7, 2016, the Field Use Policy Ad Hoc Committee met with the validated youth organizations and presented the proposed revisions. The organizations who attended the meetings were Eric Nuss and Mike Brunicardi (BYBA), Lawrence Viola (BSC), Curtis Cook and Deborah Crisp (Coyotes Lacrosse), Will Evans (BGS), Charlie Dougherty (Mercy), Robert Bierman (AYSO) and Rajiv Bhatnagar (OLA). Absent from the meeting was St Catherine's of Sienna. The organizations were asked for their input on how the revisions might affect their organizations and for other areas of the policy they 1 Field Use Policy Review and Approval January 19, 2017 felt needed improvement. They were also given several weeks to discuss the revisions with their organization's leadership and provide additional input to staff. By in large, the youth organizations understood and accepted the changes to the policy. However, the Burlingame Soccer Club expressed concerns with some of the proposed changes. Attached is a letter expressing those concerns from Lawrence Viola, BSC president (Exhibit C). DISCUSSION The proposed revisions include: 1. Modifying the validated user organizations into two tiers. The criteria are as follows: Tier 1: a. Be a registered 501© 3 non-profit, non -select youth organization located in the City of Burlingame. b. Be comprised of a minimum of 85% Burlingame residents. c. Offer teams for a minimum of three (3) age groups and open to all residents. d. Complete a Youth Field User Organization Validation and receive approval from the Parks and Recreation Commission every three (3) years. e. Have a governing board with at least 75% residents. f. Operate as a Burlingame youth organization for at least five (5) consecutive years. g. Provide a non -select program. Tier 2: a. Be a registered 501© 3 non-profit, non -select youth organization located in the City of Burlingame. b. Be comprised of a minimum of 51% Burlingame residents ("emerging" or 11underserved" sports can petition the Commission to be included in the allocation process.) c. Offer teams for a minimum of three (3) age groups and open to all residents. d. Complete a Youth Field User Organization Validation and receive approval from the Parks and Recreation Commission every year. e. Have a governing board with at least 75% residents. f. Operate as a Burlingame youth organization for at least five (5) consecutive years. g. Enrollment cannot exceed 500 participants. The reasoning behind the two tier validation is that the Committee wanted to ensure 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 increase of the percentage of residents required to be in Tier 1 allows City staff to ensure that high resident organizations have allocation priority. The additional requirement of having at least 3 age groups and a minimum of 5 years as an organization will make certain that groups applying to be validated are established organizations in the community that will likely continue to serve the community well into the future. The purpose of limiting Tier 2 to 500 participants will help guard 2 Field Use Policy Review and Approval January 19, 2017 against having an organization with a lower percentage of Burlingame residents increasing enrollment to a point that could adversely impact field access for higher residency organizations due to our limited field resources. 2. Modifying the allocations to in -season priority with a predetermined slot system. a. All validated user groups will receive the percentage of available slots in relation to the number of residents participating during that season. b. Tier 1 primary season c. Tier 2 primary season d. Tier 1 secondary season e. Tier 2 secondary season The reason behind the in -season priority and a predetermined slot system was to ensure that Tier 1 organizations in their primary season have the opportunity to pick practice and games slots that give them the most flexibility to accommodate a volunteer based organizations. The predetermined slot system was developed to maximize the available field space in Burlingame and eliminate short time frames that were unusable by organizations. 3. Requirement to notify City staff of organizations leadership changes. a. Organizations are required to notify City staff when there are changes to the leadership and/or when the organization faces significant changes, issues or challenges within the organization. These would include substantial enrollment changes, fluctuations in percentage of residents and changes to voting board members in an organization. The goal is to keep open communication between validated user organizations and City staff. When City staff is kept in the loop about organizational changes they are better able to anticipate the future needs of the organization and its impact on other organizations and can better address questions that might arise from the community and the Commission. 4. Failure to comply with The Field Use Policy. a. Organizations that violate any of these policies set by the City or the Parks and Recreation Commission may be subject to a reduction or cancellation of their current use and/or loss of their validation status for the upcoming season. The previous Field Use Policy was not clear on the ramifications of not following the policy. This section was added to ensure the policy is followed by organizations. 5. Clarification of residency for Burlingame private schools. a. Based on past practice and collaborations with the private schools, Mercy, OLA and St Catherine's of Sienna participants are considered residents for the purpose of validation and the policy now clearly reflects this. Other minor changes were made to the policy for the sake of clarity and were not substantive. 3 Field Use Policy Review and Approval January 19, 2017 FISCAL IMPACT None EXHIBITS A. Current Field Use Policy B. Proposed Revisions to Field Use Policy C. Letter of Concern from BSC Ell BURLINGAME The City of Burlingame Field Use Policy Introduction The City of Burlingame Parks and Recreation Department Field Use Policy has been established to ensure city -owned, maintained and managed park and athletic field facilities, including the fields owned by the Burlingame Elementary School District, are utilized to their maximum capacity for recreational, athletic, cultural, educational, social and community service functions that meet the needs and interests of the community, and that permitted users are fully informed as to the City's guidelines that govern their use of the park and athletic field facilities to preserve the fields in a good condition for all residents and future users. It is the responsibility of each user organization to assist the City of Burlingame in the process of ensuring fields are allocated in a fair and equitable manner. In order to do this, each user organization needs to commit to the process and be flexible and able to modify their requests as needed to maximize field usage. Purpose • To strive to provide all Burlingame residents with an opportunity to participate in their activity of choice. • To establish policies and procedures governing the use of city parks and fields and Burlingame School District playing fields managed by the City of Burlingame. • To ensure Burlingame residents have priority access to parks and playing fields. • To provide for a variety of activities reflecting the athletic preferences of Burlingame residents. • To collect fees for the use of fields, in support of their ongoing maintance. • To ensure that decisions regarding the use of City parks and athletic complexes and district sites are used in the best interests of the neighborhoods, sports organizations and residents of Burlingame. • To ensure that appropriate sports are permitted on appropriate fields. • To conduct an annual user group meeting to discuss all field issues. To be held in November each year. The Role of Parks and Recreation Department is to monitor the use of the fields and ensure that all user organizations adhere to the requirements of the City of Burlingame. The city has the need/responsibility to offer programs and realize revenues to offset administrative and parks maintenance costs. The City reserves the right to alter and or expand its program offerings during the year. Seasonal Use Dates Defined Fall: The first day of school (mid -August) through December 31 Winter/Spring: January 1 through the last day of school (mid -June) Summer: Mid June through mid -August 1 Validated User Organization 1. User organizations, once validated by the Park and Recreation Commission, can request field space for seasonal sports leagues and tournaments prior to general rental of fields. 2. Organizations offering programs competitive with City offerings and/or existing Validated User groups may be prohibited. 3. In order to be a validated user organization, the following criteria must be met: a. Bea registered 501(c)3 non-profit organization located in the City of Burlingame. b. Include a minimum of 30 Burlingame residents ("emerging" sports can petition the Commission to be included in the allocation process). c. Offer teams for a variety of age groups and open to all residents. d. Complete a Youth Field User Organization Validation Application and approval from the Parks and Recreation Commission. Organizations with more than 75% Burlingame residents must apply every three years. Organizations with less than 75% Burlingame resident must apply every year. e. Have a governing board with at least 75% residents. The Process 1. Validated User Group Forms will be available at the City Rec Department. 2. Forms are required to be submitted by the deadline as set by City staff for the upcoming season. Proof of Insurance is required at this time. 3. Following the deadline, individual meetings will be set up with each organization's field coordinator. a. Failure to submit field request by deadline may lead to an organization not receiving field time for the upcoming season. 4. Once all one-on-one meetings are completed, the City will conduct a joint user organization meeting to discuss field allocations and issues common to the user organizations. 5. Approximately one month after initial field allocation, youth user groups will have a follow up meeting to present their detailed practice/game schedule so organizations can work together to maximize the use of all fields. 6. Field time not needed by a validated user group must be turned in by the deadline set by the Field Use Coordinator. 7. All user organizations will submit a detailed practice/game schedule, including team name, age group and gender and number of teams, to the Parks and Recreation Department prior to start of practices to help staff monitor the use of fields. 8. Field Permits will be issued to each user organization with approved allocation times. Permits will be on file in Parks and Recreation Department office. Allocation Priority 1. Burlingame Parks and Recreation Department 2. All programs and activities offered/sponsored by a school district that has a joint use agreement with the City of Burlingame. 3. All validated user organizations with preference been given to in season sports as determined by the City of Burlingame's prevailing practice. a. The beginning allocation will be based on the percentage of each organization's residents from the previous year of the total residents applying for field use for the upcoming season. Once enrollment numbers are finalized, adjustments will be made to reconcile the percentage of allocated time. 4. Non-profit Burlingame organizations. 2 5. For -profit Burlingame groups. Outside field rentals. NOTE: Due to initial field allocations taking place prior to organization's finalized overall participant numbers, an organization's field allocation may be modified if their overall residency numbers change. Residency A resident shall be defined as anyone who has a permanent residential address within Burlingame. Any person owning and paying taxes on real property in Burlingame, but who is not living in the City, and any person having only a Burlingame business address are NOT considered a resident for field use application purposes. Mercy High School is considered a resident non-profit organization. Organizations are required to prove residency by submitting the name and address of all participants and board members. City staff will take appropriate actions to make sure all information is secure and only reviewed by Field Coordinator. Fees 2014-2015 — See Master Fee Schedule for current year's fees The fees and charges set forth here are not negotiable and set by City Council; City staff does not have the authority to waive or reduce fees. All fees are approved through the City Master Fee Schedule annually. As part of the youth non-profit allocation process all user groups are required to pay the per player/per hour fee for all participants in their organization. Per player fees are invoiced prior to the start of practices. The hourly fees will be invoiced at the end of the season. 1. Burlingame Parks and Recreation Department a. No Charge 2. All programs and activities offered/sponsored by a school district that has a joint use agreement with the City of Burlingame. a. No Charge 3. Validated user organizations who have 51 % or more Burlingame Residents. a. $16/player/season for residents; $85/player/season/nonresidents plus a $3.00 per hour use of field time. 4. Validated user organizations that have fewer than 51 % Burlingame Residents. a. $16/player/season for residents; $85/player/season/nonresidents plus a $9.00 per hour use of field time. 5. Outside field rentals. a. Refer to Facility Rental Schedule 6. Deposits a. A refundable deposit of $500.00 is required for all validated user organizations. The deposit will remain with the City until the organization is no longer a part of the Burlingame youth user organizations. b. The City reserves the right to deduct from the deposit all additional charges relating to, but not limited to, janitorial services, maintenance/repair services, staff time, or emergency services that were required as a result of your use. c. Refunds of deposit may be fully or partially withheld for any of the following reasons: i. Damage to or misuse of the facility. ii. Inadequate cleanup by organization, requiring additional staff time after your use. iii. If additional fees due exceed the amount of the deposit, organization will be billed for the balance. 7. Other Fees and Penalties a. The violation for subletting per season is a follows. 1. lst offense is a written warning and hearing before Commission. 2 2nd offense, hearing before Commission, probationary status of the organization and up to a $1,000 fine. 3. 3rd offense, hearing before Commission, loss of field time for the upcoming season and up to a $2,500 fine. b. The violation for leaving soccer goals on fields per season is as follows. 1. 1st offense is a written warning. 2 2nd offense is $100 per goal fee and a hearing before Commission. 3. 3rd offense is $200 per goal fee and loses of use of goals for practice for the remainder of the season. Validated user organizations per player numbers are due January 151h for the Spring Season and August 151h for Fall Season. User organizations will be invoiced by the city after those final numbers are submitted. User organizations per hour fees and lights fees will be invoiced at the end of the season by City staff. An end of season confirmation of final numbers will need to be submitted to the City to confirm enrollment. Two or More Eauallv Eligible Organizations Reauestin2 the Same Field In the event that two or more field requests with equivalent residency overlap, the organizations shall first work together to resolve the issue through compromise. If the issue cannot be resolved by the organizations, the City's Field Coordinator will use good judgment in determining the field allocation for the season. Additional Considerations 1. The City reserves the right to cancel an allocation to accommodate the needs of any City sponsored/co-sponsored tournaments and/or special events. 2. All field users must have a copy of their Field Use Permit available for inspection. 3. Requests for additional use, programs or facilities not covered by the Field Use Policy should be addressed in writing to the city. Cancellation Policy Organizations wanting to cancel or change a permit must submit it in writing by the first of each month. Permit modifications will only be accepted by the main or alternate contact listed on the application for Field Use Policy. Unused Time If you are not using time you have been allocated inform the City Field Use Coordinator so it can reallocated to other groups. The date by which unused time is turned back into the City will be determined by the City Field Use Coordinator at the time of time of submitting the Validated User Group form. 0 Time Reserved for Rainouts Time allocated for rainouts needs to be identified to the City Field Use Coordinator. This time may be offered for rental to a non -validated group with the condition the time may be revoked to be used by a validated user in the event of a rainout. Insurance General liability insurance coverage, in the amount of $2 million that covers the participant, must be acquired in order to receive a permit. The City of Burlingame requires all certificates of insurance to be submitted on a standard ACORD form, or on the insurance company's letterhead. The City of Burlingame must be listed as the certificate holder as well as an additional insured with respects to General Liability. An endorsement naming the "City of Burlingame", its officials, agents, employees and volunteers" must accompany the certificate of insurance. If an organization is using any school district facility they must also be listed as additional insured with respects to General Liability. Field Use Guidelines The City Field Use Coordinator will use the following guidelines and field density matrix (Appendix B) to ensure that the available fields are used to their maximum capacity without causing overuse in order to guarantee good field quality and safe conditions. Youth Youth Youth Youth Youth Youth Adult Adult Baseball/ Baseball/ Soccer Soccer Lacrosse Lacrosse Soccer Soccer Softball Softball practice Game Practice Game Game Practice Practice Game Bayside Fields 1125 Airport Blvd Diamond #1 & #2 X X X X X Diamond #3, #4 & #5 X X Diamond #3 & #4 X X X X X X Murray Field 250 Anza Blvd X X X X X X Washington Park 850 Burlingame Ave Main Diamond X X X X Small Diamond X X X X Franklin Field X X X X X X 2385 Trousdale Dr. Osberg Field X X X X X X 1715 Quesada Way Cuernavaca Park X X X X 3075 Hunt @ Alcazar Ray Park X X X X 1525 Balboa Ave Village Park X X X 1535 California Dr. Field Status Line The City reserves the right to close any field for safety reasons. Factors such as the moisture content of soil, potential for inclement weather, safe use and avoidance of injuries, as well as damage to the field if played upon are all taken into consideration in determining the status of play. In the event of such a closure the department will update the Field Condition Hotline at 650-558-7319. This line is updated daily after 2:OOpm for the current field conditions. There is no charge to the permitted organizations if the City closes fields for safety concerns. Field Closure An annual rest and renovation period is scheduled at all sites to maintain field sustainability. The City makes every effort to accommodate organizations, however, the health and safety of the user and the condition and playability of the fields takes precedence. During this time the City will work on park improvements, including fertilizing, aerating, over seeding and general rest. Any coach, team or league that uses a closed field may be subject to a reduction or cancellation of their current permit. Tournaments Applicants must complete a tournament request form for all tournaments. These applications must be completed and submitted with your season field request. Cancellation of a tournament request can be subject to fees if City is given less than 30 days notice. Final tournament schedules are due two weeks before the tournament. Field Rules & Regulations 1. No two non-resident teams may use Burlingame fields during league season without prior approval of the Parks and Recreation Department. 2. Park hours are from sunrise to one-half hour after sunset. Lighted fields are until 10:30pm. No person shall remain in a City park during non -operating hours. This schedule also applies to any/all school fields allocated by the city. 3. The City of Burlingame has an agreement with the Burlingame Elementary School District which allows the city to schedules all athletic events on Franklin and Osberg. These turf fields have specific rules that must be followed at all times. The rules are posted at the end of this document as Attachment A. 4. Games and practices are not to start before 8:OOam or extend past 10:30pm (unless otherwise stated). Organizations are responsible for making necessary changes/alterations to their rules and regulations regarding game times to reflect park/school hours. 5. It is the responsibility of the organization's president and the individual in charge of the permit to enforce the rules and regulations regarding the conduct of the group while on permitted facilities. They are also responsible for ensuring that coaches receive and understand that a permit must be on site during field use. 6. Fields must not be used when wet; permits are invalid on rainy days or after the ground is considered too saturated for play. In the event of closure, the Department will attempt to contact each user organizations and will post a notice on the Field Condition Line: 650-558-7319. 7. Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. Follow the guidelines set by the organization's governing policies. 8. No alcoholic beverages are allowed; violation will result in forfeiture of the permit and no fees will be returned. 9. No smoking is allowed any City parks or fields. 10. No organization shall enter an area posted as "closed to the public" or "field closed". No persons shall remove or alter such postings. 11. Selling food or other items is not allowed without City approval and must be noted on the permit. If approved by the City to sell food through a concession stand an organization must have a valid 3 health permit for the County of San Mateo. For more information on food service requirements please contact the San Mateo County Health Department at 650-372-6200. 12. No organization or individual is permitted to alter a field in any way (i.e. remove or change pitching rubbers, bases, fences, goals, etc.) without approval from the City of Burlingame Parks and Recreation Department. 13. No group or individual is permitted to maintain a storage unit (or similar object) on or around a field without prior approval from the City. Subletting Subletting is any organization found to be transferring, giving away, sharing or reserving field space for another organization without written approval/permission from the parks and recreation staff. If an organization no longer needs time that is allocated to them, City staff needs to be informed so the time can be reallocated to another organization or for rental. See Other Fees and Penalties. Restrooms Some public parks have public restrooms which may be utilized. If a user organization chooses to use portable restrooms, arrangements must be made with the City or School District. User organizations must contact the City of Burlingame at least one week prior to the event for location approval. In addition, user organizations must arrange for and pay all fees directly with the restroom vendor. Organization Leadership Changes Organizations are required to notify City staff immediately when there are changes to the leadership and significant issues or challenges occurring within the organizations. Soccer Goal Policy To prevent soccer goals from overturning and causing serious injury the City of Burlingame requires that all soccer goals on natural grass fields must be firmly secured to the ground during a practice or game. Goals at Franklin and Osberg must be anchored to the turf using sandbags provided by the district. At the end of youth sports event all goals must be put away and locked to the appropriate fence. All goals will be locked by combination lock or issued department keys. Failure to secure goals to their appropriate area can result in the loss of field space for an organization and loss of the organization's deposit. See Other Fees and Penalties. Vehicular Access Motorized vehicles on park property, lawns, turf, restricted roadway, bicycle/pedestrian pathway or athletic fields are prohibited. Roadways and parking areas are clearly marked and established. Driving beyond the designated boundaries to load and unload equipment or transport goods is prohibited. Vehicles will be ticketed and towed at the owner's expense. Golf Carts, scooters, and Cushman's are allowed on the field and pathways only when the fields are open. Good Neighbor Policy The Purpose of this policy is to ensure that decisions regarding the use of City fields, parks and athletics complexes and District sites are used in the best interests of the neighborhoods, sports organizations and citizens of Burlingame. The City has established the following rules and regulations to govern the use of the City's and the District facilities for the safe and pleasant enjoyment of participants and neighbors. Every person is expected to abide by these rules or be subject to forfeiture of the privilege of future use of the facilities and/or a fine. 1. All litter and debris that may occur as a result if your event must be picked up and deposited into trash receptacles, where provided, or removed from the premises. 7 2. All organizations are responsible for the condition in which they leave the facility. Any excessive clean-up required by the City or District crews following your use will be cause for forfeiture of field allocation and/or a fine. 3. No amplified music, use of musical instruments, radios, or Public Address system testing or use allowed before 9:00am or after 8:00pm and is allowed by permit only. 4. Complaints from surrounding neighborhood residents as to noise level, litter and debris, and disregard for use of parking regulations could result in cancellation of your field permit and possible denial of future facility requests. 5. No person shall park a motor vehicle in such a place or manner as would block or obstruct any gate, entrance or exit or resident driveway. Appeals Process The Parks and Recreation Department staff will make interpretation of the language in the Field Use Policy. In the case of a dispute over the meaning, interpretation or intent of any portion of this Field Use Policy, validated user organizations may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Commission. Approved July 2016 The City of Burlingame Field Use Policy Introduction The City of Burlingame Parks and Recreation Department Field Use Policy has been established to ensure city -owned, maintained and managed park and athletic field facilities, including the fields owned by the Burlingame Elementary School District, are utilized to their maximum capacity for recreational, athletic, cultural, educational, social and community service functions that meet the needs and interests of the community while ensuring the safety and quality of the fields, and that permitted users are fully informed as to the City's guidelines that govern their use of the park and athletic field facilities to preserve the fields in a good condition for all residents and future users. The goals of the policy are: 1. To serve Burlingame residents. 2. To focus on organizations that have shown longevity in serving the Burlingame community. 3. Priority to programs where everyone plays. 4. Due to limited resources, focus on policies that benefit the most residents. 5. To protect and preserve the fields. 6. To establish policies and procedures governing the use of city parks and fields and Burlingame School District playing fields managed by the City of Burlingame. 7. To collect fees for the use of fields, in support of their ongoing maintance. 8. To ensure that decisions regarding the use of City parks and athletic complexes and district sites are used in the best interests of the neighborhoods, sports organizations and residents of Burlingame. 9. To ensure that appropriate sports are permitted on appropriate fields. It is the responsibility of each user organization to assist the City of Burlingame in the process of ensuring fields are allocated in a fair and equitable manner. In order to do this, each user organization needs to commit to the process and be flexible and able to modify their requests as needed to maximize field usage. The Role of Parks and Recreation Department is to monitor the use of the fields and ensure that all user organizations adhere to the requirements of the City of Burlingame. The city has the need/responsibility to offer programs and realize revenues to offset administrative and parks maintenance costs. The City reserves the right to alter and or expand its program offerings during the year. Seasonal Use Dates Defined Fall: The first day of school (mid -August) through December 31 Winter/Spring: January 1 through the last day of school (mid -June) Summer: Mid June through mid -August 1 Validated User Organization 1. User organizations, once validated by the Park and Recreation Commission, can request field space for seasonal sports leagues and tournaments prior to general rental of fields. 2. Organizations offering programs competitive with City offerings and/or existing Validated User groups may be prohibited. 3. Validated organizations must be standalone organizations. Partnering or merging with other organizations without approval from the Burlingame Parks and Recreation Commission may cause the loss of validation status. 4. For validation purposes Mercy High School, Our Lady of Angles and St Catherine of Sienna will be recognized as Tier 1 user organizations. 5. In order to be a Tier 1 validated user organization, the following criteria must be met: a. Be a registered 501(c)3 non-profit, non -select youth organization located in the City of Burlingame. b. Be comprised of a minimum of 85% Burlingame residents. c. Offer teams for a minimum of three (3) age groups and open to all residents. d. Complete a Youth Field User Organization Validation Application and approval from the Parks and Recreation Commission every three (3) years. e. Have a governing board with at least 75% residents. f. Operate as a Burlingame youth organization for at least five (5) consecutive years. g. Provide a non -select program. 6. In order to be a Tier 2 validated user organization, the following criteria must be met: a. Bea registered 501(c)3 non-profit, youth organization located in the City of Burlingame. b. Be comprised of a minimum of 51 % Burlingame residents ("emerging" or "underserved" sports can petition the Commission to be included in the allocation process). c. Offer teams for a minimum of three (3) age groups and open to all residents. d. Complete a Youth Field User Organization Validation Application and approval from the Parks and Recreation Commission every year e. Have a governing board with at least 75% residents. f. Operate as a Burlingame youth organization for at least five (5) consecutive years. g. Enrollment cannot exceed 500 participants. Allocation Priority 1. Burlingame Parks and Recreation Department 2. All programs and activities offered/sponsored by a school district that has a joint use agreement with the City of Burlingame. 3. All validated user organizations with priority being given to sports in their primary season as determined by the City of Burlingame's prevailing practice and in Tier order. a. All validated user groups will receive the percentage of available slots in relation to the number of residents participating during that season. City staff has pre -designated time slots to help maximize the use of the fields. If a validated organization does not submit their request by the posted deadline, the organization will lose their priority. 4. Non-profit Burlingame organizations. 5. For -profit Burlingame groups. 6. Other field rentals. 2 The Process 1. The allocation of fields will follow the guidelines of this document. Fields will be allocated and permitted three times a year. 2. The Burlingame Parks and Recreation Department reserves the right to make adjustments in the field allocation process as needed to address needs or resolve conflicts. 3. The process for the allocation of fields begins with an e-mail being sent to all validated user groups from city staff. This e-mail will include each validated user groups primary season, timeline for selecting available field slots and a link to the master field slot matrix schedule. 4. Once the e-mail is received, all organizations will have a specified timeline to choose available field slots according to allocation priority. a. Tier 1 primary season b. Tier 2 primary season c. Tier 1 secondary season d. Tier 2 secondary season 5. After the specified time to choose available field slots has past, the Department staff will begin the field allocation process of assigning fields, dates and times to the validated user groups in order of approved allocation priority. The last step in the allocation process requires the validated user group to input their approved allotment of time through the on-line field scheduling software. 6. Once completed, the City will conduct a joint user organization meeting to discuss field allocations and issues common to the user organizations. 7. Approximately one month after initial field allocation, youth user groups will have a follow up meeting to present their detailed practice/game schedule so organizations can work together to maximize the use of all fields. 8. Field time not needed by a validated user group must be turned in by the deadline set by the Field Use Coordinator. 9. All user organizations will submit a detailed practice/game schedule, including team name, age group and gender and number of teams, to the Parks and Recreation Department prior to start of practices to help staff monitor the use of fields. 10. Field Permits will be issued to each user organization with approved allocation times. Permits invoices and insurance certificates can be accessed through the city on-line field scheduling software. NOTE: Due to initial field allocations taking place prior to organization's finalized overall participant numbers, an organization's field allocation may be modified if their overall residency numbers change. Residency A resident shall be defined as anyone who has a permanent residential address within Burlingame or attends Mercy, Our Lady of Angels and St Catherine of Sienna for the purposes of validation and allocation only. Players of the above organizations are required to pay the per player fees based on the residency of their players. Any person owning and paying taxes on real property in Burlingame, but who is not living in the City, and any person having only a Burlingame business address are NOT considered a resident for field use application purposes. Organizations are required to prove residency by submitting the name and address of all participants and board members each season. Fees 2015-2016 — See Master Fee Schedule for current year's fees The fees and charges set forth here are not negotiable and set by City Council; City staff does not have the authority to waive or reduce fees. All fees are approved through the City Master Fee Schedule annually. As part of the youth non-profit allocation process all user groups are required to pay the per player/per hour fee for all participants in their organization. Per player fees are invoiced prior to the start of practices. The hourly fees will be invoiced at the end of the season. 1. Burlingame Parks and Recreation Department a. No Charge 2. All programs and activities offered/sponsored by a school district that has a joint use agreement with the City of Burlingame. a. No Charge 3. Tier 1 Validated user organizations. a. $16/player/season for residents; $85/player/season/nonresidents plus a $3.00 per hour use of field time. 4. Tier 2 Validated user organizations. a. $16/player/season for residents; $85/player/season/nonresidents plus a $9.00 per hour use of field time. 5. Outside field rentals. a. Refer to Facility Rental Schedule 6. Deposits a. A refundable deposit of $500.00 is required for all validated user organizations. The deposit will remain with the City until the organization is no longer a part of the Burlingame youth user organizations. b. The City reserves the right to deduct from the deposit all additional charges relating to, but not limited to, janitorial services, maintenance/repair services, staff time, or emergency services that were required as a result of your use. c. Refunds of deposit may be fully or partially withheld for any of the following reasons: i. Damage to or misuse of the facility. ii. Inadequate cleanup by organization, requiring additional staff time after your use. iii. If additional fees due exceed the amount of the deposit, organization will be billed for the balance. 7. Other Fees and Penalties a. The violation for subletting is as follows. 1. 1st offense is a written warning and hearing before Commission. 2 2nd offense is $1,000 fee, hearing before Commission and probationary status of the organization. 3. 3rd offense is $2,500 fee, hearing before Commission and loss of field time for the upcoming season. b. The violation for leaving soccer goals on fields is as follows. 1. I't offense is a written warning. 2 2nd offense is $100 per goal fee and a hearing before Commission. 3. 3rd offense is $200 per goal fee and lose of use of goals for practice for 4 the remainder of the season. Validated user organizations per player numbers are due January 151h for the Spring Season and August 151h for Fall Season. User organizations will be invoiced by the City after the numbers are submitted. User organizations per hour fees and lights fees will be invoiced at the end of the season by City staff. An end of season confirmation of final numbers will need to be submitted to the City to confirm enrollment and reconcile final numbers. Two or More Equally Eligible Organizations Requesting the Same Field In the event that two or more field requests with equivalent residency overlap, the organizations shall first work together to resolve the issue through compromise. If the issue cannot be resolved by the organizations, the City's Field Coordinator will use good judgment in determining the field allocation for the season. Additional Considerations 1. The City reserves the right to cancel an allocation to accommodate the needs of any City sponsored/co-sponsored tournaments and/or special events. 2. All field users must have a copy of their Field Use Permit available for inspection. 3. Requests for additional use, programs or facilities not covered by the Field Use Policy should be addressed in writing to the city. Cancellation Policy Organizations wanting to cancel or change a permit must submit it in writing by the first of each month. Permit modifications will only be accepted by the main or alternate contact listed on the application for Field Use Policy. Unused Time If you are not using time you have been allocated inform the City Field Use Coordinator so it can reallocated to other groups. The date by which unused time is turned back into the City will be determined by the City Field Use Coordinator at the time of time of submitting the Validated User Group form. Time Reserved for Rainouts Time allocated for rainouts needs to be identified to the City Field Use Coordinator. This time may be offered for rental to a non -validated group with the condition the time may be revoked to be used by a validated user in the event of a rainout. Annual Meeting An annual user group meeting to discuss all field issues will be held in November each year. A representative from all validated user organizations is required to be in attendance. Insurance General liability insurance coverage, in the amount of $2 million that covers the participant, must be acquired in order to receive a permit. The City of Burlingame requires all certificates of insurance to be submitted on a standard ACORD form, or on the insurance company's letterhead. The City of Burlingame must be listed as the certificate holder as well as an additional insured with respects to General Liability. An endorsement naming the "City of Burlingame", its officials, agents, employees and volunteers" must accompany the certificate of insurance. If an organization is using any school district facility they must also be listed as additional insured with respects to General Liability. Field Use Guidelines The City Field Use Coordinator will use the following guidelines and field density matrix (Appendix B) to ensure that the available fields are used to their maximum capacity without causing overuse in order to guarantee good field quality and safe conditions. Youth Youth Youth Youth Youth Youth Adult Adult Baseball/ Baseball/ Soccer Soccer Lacrosse Lacrosse Soccer Soccer Softball Softball Practice Game Practice Game Game Practice Practice Game Bayside Fields 1125 Airport Blvd Diamond #1 & #2 X X X X X Diamond #3, #4 & #5 X X Diamond #3 & #4 X X X X X X Murray Field 250 Anza Blvd X X X X X X Washington Park 850 Burlingame Ave Main Diamond X X X X Small Diamond X X X X Franklin Field X X X X X X 2385 Trousdale Dr. Osberg Field X X X X X X 1715 Quesada Way Cuernavaca Park X X X X 3075 Hunt @ Alcazar Ray Park X X X X 1525 Balboa Ave Village Park X X X 1535 California Dr. Field Status Line The City reserves the right to close any field for safety reasons. Factors such as the moisture content of soil, potential for inclement weather, safe use and avoidance of injuries, as well as damage to the field if played upon are all taken into consideration in determining the status of play. In the event of such a closure the department will update the Field Condition Hotline at 650-558-7319. This line is updated daily after 2:OOpm for the current field conditions. There is no charge to the permitted organizations if the City closes fields for safety concerns. Field Closure An annual rest and renovation period is scheduled at all sites to maintain field sustainability. The City makes every effort to accommodate organizations, however, the health and safety of the user and the condition and playability of the fields takes precedence. During this time the City will work on park improvements, including fertilizing, aerating, over seeding and general rest. Any coach, team or league that uses a closed field may be subject to a reduction or cancellation of their current use and loss of validation status. 3 Tournaments Applicants must complete a tournament request form for all tournaments. These applications must be completed and submitted with your season field request. Cancellation of a tournament request can be subject to fees if City is given less than 30 days notice. Final tournament schedules are due two weeks before the tournament. Field Rules & Regulations 1. No two non-resident teams may use Burlingame fields during league season without prior approval of the Parks and Recreation Department. 2. Park hours are from sunrise to one-half hour after sunset. Lighted fields are until 10:30pm. No person shall remain in a City park during non -operating hours. This schedule also applies to any/all school fields allocated by the city. 3. The City of Burlingame has an agreement with the Burlingame Elementary School District which allows the city to schedules all athletic events on Franklin and Osberg. These turf fields have specific rules that must be followed at all times. The rules are posted at the end of this document as Attachment A. 4. Games and practices are not to start before 8:OOam or extend past 10:30pm (unless otherwise stated). Organizations are responsible for making necessary changes/alterations to their rules and regulations regarding game times to reflect park/school hours. 5. It is the responsibility of the organization's president and the individual in charge of the permit to enforce the rules and regulations regarding the conduct of the group while on permitted facilities. They are also responsible for ensuring that coaches receive and understand that a permit must be on site during field use. 6. Fields must not be used when wet; permits are invalid on rainy days or after the ground is considered too saturated for play. In the event of closure, the Department will attempt to contact each user organizations and will post a notice on the Field Condition Line: 650-558-7319. 7. Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. Follow the guidelines set by the organization's governing policies. 8. No alcoholic beverages are allowed; violation will result in forfeiture of the permit and no fees will be returned. 9. No smoking is allowed any City parks or fields. 10. No organization shall enter an area posted as "closed to the public" or "field closed". No persons shall remove or alter such postings. 11. Selling food or other items is not allowed without City approval and must be noted on the permit. If approved by the City to sell food through a concession stand an organization must have a valid health permit for the County of San Mateo. For more information on food service requirements please contact the San Mateo County Health Department at 650-372-6200. 12. No organization or individual is permitted to alter a field in any way (i.e. remove or change pitching rubbers, bases, fences, goals, etc.) without approval from the City of Burlingame Parks and Recreation Department. 13. No group or individual is permitted to maintain a storage unit (or similar object) on or around a field without prior approval from the City. Subletting Subletting is any organization found to be transferring, giving away, sharing or reserving field space for another organization without written approval/permission from the parks and recreation staff. If 7 an organization no longer needs time that is allocated to them, City staff needs to be informed so the time can be reallocated to another organization or for rental. See Other Fees and Penalties. Restrooms Some public parks have public restrooms which may be utilized. If a user organization chooses to use portable restrooms, arrangements must be made with the City or School District. User organizations must contact the City of Burlingame at least one week prior to the event for location approval. In addition, user organizations must arrange for and pay all fees directly with the restroom vendor. Organization Leadership and/or other Changes Organizations are required to notify City staff immediately when there are changes to the leadership and/or other changes in the organization and when significant issues or challenges are occurring within the organization. These would include substantial enrollment changes, fluctuations in percentage of resident's and replacement of voting board members in an organization. Soccer Goal Policy To prevent soccer goals from overturning and causing serious injury the City of Burlingame requires that all soccer goals on natural grass fields must be firmly secured to the ground during a practice or game. Goals at Franklin and Osberg must be anchored to the turf using sandbags provided by the district. At the end of youth sports event all goals must be put away and locked to the appropriate fence. All goals will be locked by combination lock or issued department keys. Failure to secure goals to their appropriate area can result in the loss of field space for an organization and loss of the organization's deposit. See Other Fees and Penalties. Vehicular Access Motorized vehicles on park property, lawns, turf, restricted roadway, bicycle/pedestrian pathway or athletic fields are prohibited. Roadways and parking areas are clearly marked and established. Driving beyond the designated boundaries to load and unload equipment or transport goods is prohibited. Vehicles will be ticketed and towed at the owner's expense. Golf Carts, scooters, and Cushman's are allowed on the field and pathways only when the fields are open. Good Neighbor Policy The Purpose of this policy is to ensure that decisions regarding the use of City fields, parks and athletics complexes and District sites are used in the best interests of the neighborhoods, sports organizations and citizens of Burlingame. The City has established the following rules and regulations to govern the use of the City's and the District facilities for the safe and pleasant enjoyment of participants and neighbors. Every person is expected to abide by these rules or be subject to forfeiture of the privilege of future use of the facilities and/or a fine. 1. All litter and debris that may occur as a result if your event must be picked up and deposited into trash receptacles, where provided, or removed from the premises. 2. All organizations are responsible for the condition in which they leave the facility. Any excessive clean-up required by the City or District crews following your use will be cause for forfeiture of field allocation and/or a fine. 3. No amplified music, use of musical instruments, radios, or Public Address system testing or use allowed before 9:00am or after 8:00pm and is allowed by permit only. 4. Complaints from surrounding neighborhood residents as to noise level, litter and debris, and disregard for use of parking regulations could result in cancellation of your field permit and possible denial of future facility requests. 5. No person shall park a motor vehicle in such a place or manner as would block or obstruct any gate, entrance or exit or resident driveway. Failure to Comply with Field Use Policies Organizations that violate any of the policies set by the City or the Parks and Recreation Commission may be subject to a reduction or cancellation of their current use and/or loss of their validation status for upcoming seasons. Appeals Process The Parks and Recreation Department staff will make interpretation of the language in the Field Use Policy. In the case of a dispute over the meaning, interpretation or intent of any portion of this Field Use Policy, validated user organizations may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Commission. Draft January 2017 I January 3, 2017 Attn: Margaret Glomstad, Tim Barry &Kevin Sanchez Burlingame Parks and Recreation Department 850 Burlingame Avenue Burlingame, CA 94010 RE: Proposed Changes to Burlingame Field Use Policy Dear Margaret, Tim and Kevin: VIOLA LAW FIRM P.C. LAWRENCE S. VIOLA ROBERTJ. BRUENING LAUREN D. CIRLIN* PETER W. DANIEL KAYLEIGH R. WALSH DONNA J. VINCENT HON. KATHLEEN M. MCKENNA (RET.) * Certified Family Law Specialist State Bar of California Board of Legal Specialization Burlingame Soccer Club ("BSC") is very concerned about the proposed changes to the Burlingame Field Use Policy, As I mentioned during our recent meeting on December 7, 2016, the requirement that a Tier 2 organization such as BSC be limited to 500 participants would cause our organization and Burlingame residents to suffer in a number of ways. As well, we do not believe that the limitation of participants is tailored to what we understand to be the goals of the Parks and Recreation Department ("Parks & Rec"). As I have explained, as a competitive soccer club, BSC places participants on one of multiple teams within an age group. Some age groups have as many as four teams. The purpose in doing this is to place a player with equally skilled peers. If a player is placed on a team for which they are over or under developed, their own development will undoubtedly suffer. As the seasons progress, those players find that they move up or down depending upon their level of skill. However, the overriding goal is to insure that the player is properly placed in order to maximize that player's development. If Burlingame places a can on the number of players that participate in the club, the number of teams that can be recruited will be curtailed. This will necessarily result in some Burlingame residents having no team upon which to play. It is impossible to make up teams of only Burlingame residents with players of the same level of development in a competitive club. There are simply not enough residents of equal skill in each age group. As a matter of necessity, teams are made up of players from our surrounding communities to fill out teams upon which Burlingame residents play. If we restrict the number of players we may well be forcing Burlingame residents to go to clubs outside of Burlingame because the club is unable to accept additional players to form a team on which they are best suited considering their stage of development. In an effort to discover how limiting the club to 500 players would impact Burlingame residents, we have considered what policies might be implemented to comply with the proposed restriction. Given the necessity of grouping similarly situated and talented players, the solution to reducing players would be to eliminate whole teams. We have 441 FIRST AVENUE I P.O. BOX 1290 I SAN MATEU I CALIFORNIA I 94401 I T 650.343.6400 I F 650.342.6854 www.violaw.com Attn: Margaret Glomstad, Tim Barry & Kevin Sanchez Burlingame Parks and Recreation Department January 3, 2017 Page2of3 looked at the three most recent seasons when the club had over 500 players: Spring 2015, Fall 2015 and Spring 2016. In the Spring of 2015, the club had 591 players, 46% of which were Burlingame residents. Had the club eliminated the lowest team in each age group. The club would have shrunk by 166 players, 87 of which would have been Burlingame residents. In the Fall of 2015, the club had 536 players. Using the same formula, the club would have shrunk by 129 players, 71 of which would have been Burlingame residents. In the Spring of 2016, the club had 575 players, Again, applying the same criteria of eliminating the lowest team in each age group, 131 players would be cut, 65 of which would be Burlingame residents. In the Fall of 2016, the club had 435 players, of which 223 were Burlingame residents, or just more than 51%. These residents were playing on 36 teams, which had a high residency percentage of just over 80% and a median residency of about 52%. Proposing eliminating all lower level teams may be painting with a broad brush but the fact remains that no matter how any rule is applied to maintain a ceiling of 500 players, Burlingame residents will definitly be affected. Simply, they will be unable to play competitive club soccer for their hometown club and will be forced to either join other clubs or not play at all. As well, I understand that one of the primary reasons that this restriction is being considered is to reduce the impact on the Burlingame fields from overuse. As I pointed out at our meeting, it should be recoginized that unlike orginizations such as BYBA and AYSO, BSC plays at least 50% of their games "away" on fields outside of Burlingame. It is not a fair comparison between BSC and AYSO in that the latter plays all of their games on Burlingame fields. Also, BSC has recently entered into an agreement with The Burlingamer to use their facility for "off field" training. Again, this removes teams from the fields, which I understand is the goal of the participant restriction. In addition, BSC utilizes fields outside of Burlingame for training. Within this past year alone, we have used fields in Hillsborough, San Mateo, Redwood City and South San Francisco. In light of the fact that many practices and games take place off of Burlingame fields, there appears to be no rational relationship between the number of participants in the club and the impact on Bulringame fields. As I mentioned, BSC should be allowed to continue to explore options to practice on surrounding communities' fields as well as those of the San Mateo High School District. Obviously, we would prefer to have all of our practices on Burlingame fields but understand the concern of Parks and Recreation of over use. However, given the option of providing a high quality soccer experience to our residents with minimal travel versus artifically capping participation, we would always chose providing this experience to as many resident children as possible. Attn: Margaret Glomstad, Tim Barry & Kevin Sanchez Burlingame Parks and Recreation Department January 3, 2017 Page 3 of 3 It should also be acknowledged that BSC povides a significant economic benefit to both Parks & Rec, as well as the business community. BSC pays a significant fee to Parks & Rec for its use of fields. In addition, we have always stood ready to donate funds for the upkeep and improvement of our city fields. In addition to the substantial fees paid to the city, our soccer program brings to the city teams that particiapte in matches on many of the weekends throughout the spring and fall. These players and their families come to Burlingame to not only compete against our teams but also to shop and eat. The economic impact of these teams coming to Burlingame most weekends should not be underappreciated. Finally, as I mentioned, we believe that the Burlingame Soccer Club should be viewed as an asset to the city. The club, its players and coaches have a very respectable reputation in the Northern Californai soccer community. Our standing in the soccer community inures to the benefit of our city. For too long BSC has been at loggerheads with the city. In the very short period of time that I have been president, I have tried to address and repair the fisures in our relationship that have previously developed as a result of an erroded sense of trust. I believe that I have made inroads in this regard. However, this task has been made more difficult by the lack of esteem with which we are viewed by other user groups, whose opinion of BSC appears to be based upon an irrational belief that we provide a less than positive experience to the youth of our city. Our recent difficulties with Star Academy have not helped in this regard. Nevertheless, BSC remains committed to its players and the city alike. We believe that the restriction on participants in the club does not further the goals of Parks & Rec or the residents of the City of Burlingame. A much more narrowly tailored approach to achieve the objectives of mitigating overuse of the fields should be considered by the commission, such as a ceiling on the number of players on the fields as well as the number of hours that those fields are in use. Such an approach would allow BSC to continue to provide a quality soccer program to as many Burlingame residents as possible. Sincerely, Burlingame Soccer Club Lawrence S. Viola LSV:ea � CITY O l A SURL,INGAMEISTAFF REPORT To: Parks and Recreation Commission Date: January 19, 2017 From: Tim Barry, Parks and Recreation Supervisor Subject: Conversion of Murray Field to Synthetic Turf RECOMMENDATION Staff recommends that the Commission review and approve the proposed plan to convert Murray Field to synthetic turf. BACKGROUND At the October 20, 2016 meeting, Parks and Recreation Director Margaret Glomstad requested that Commission Chair Steve Baum appoint an Ad Hoc Committee to provide guidance to staff for the Murray Field Synthetic Turf Project. Chair Baum appointed Commissioners Bob Palacio, Ian Milne and Joe Dito to the Ad Hoc Committee. The rest of committee was comprised of City staff including Director Glomstad, Parks Superintendent Bob Disco, Parks Supervisor Rich Holtz, Recreation Supervisor Tim Barry and Recreation Coordinator Kevin Sanchez. Over the past few months the Committee worked with Derek McKee and Gary Hoover from Verde Design to assist in the design of synthetic turf at Murray Field. Verde Design provided the Committee a list of fields to visit that showcased different turf products, several type of infills and a variety of field marking layouts. The Committee visited fields in the Bay Area including: Foothill College (Los Altos), Bellarmine High School (San Jose), Santa Clara University (Santa Clara), Shoreline Lakes Athletic Fields (Mountain View), Beach Chalet Fields (San Francisco) and Minnie and Lovie Ward Fields (San Francisco). In addition, David Teter, PhD, a specialist who tests infill materials, presented the pros and cons of various infill materials to the Committee. DISCUSSION Fiber There are several different types of turf fiber synthetic products available. The Committee looked at Astro Turf, Field Turf, Sporturf, XGrass and ProPlay. The Committee determined that a specific Field Turf product called Vertex Prime was the best fit for Murray Field because it is comprised of specially designed slit -film fibers and high performance ridged monofilament Conversion of Murray Field to Synthetic Turf January 19, 2017 fibers. This combination of fibers is joined together for a superior aesthetic appearance and facilitates a grass -like ball roll. Infill One of the Committee's most vigorous discussions revolved around the infill material. The Committee had the opportunity to inspect a variety of infill options including Purefill (Cork), ECO Max (TPE/recycled turf and thermoplastics), ECO Green (TPE/virgin plastic), ECO Grind (post- industrial recycled products), Nike Grind (athletic shoes outsoles) and crumb rubber (Exhibit A). Based on extensive research, the consensus from the Committee was that Purefill (Cork) was the best option because it is superior in all major categories: environmentally, safety, performance, and durability. FieldTurf's Purefill cork infill is a natural infill that is 100% environmentally friendly, non -toxic and does not require watering. It is an organic, recyclable and sustainable product that is harvested from the cork oak tree. Field Lining The Committee closely examined the field linings at each facility and discussed with employees of other cities the pros and cons of their chosen field linings. It was clear that the fields were lined to optimize the available playing surface and to maximize the number of opportunities for use by local organizations. Some fields we excessively lined, which caused a confusing spider web of markings. Others had only one or two types of lines. The Committee looked at the historical use of Murray Field which has traditionally been used for soccer by AYSO, Burlingame Soccer Club, summer camps and private rentals. They also recognized the need for an additional lacrosse field, as the only fields in Burlingame lined for lacrosse are Franklin (both boys and girls) and Osberg (girls only), which both belong to the Burlingame School District. Coyotes Lacrosse and soccer would greatly benefit from a lighted synthetic turf field for practice and games. The Ad Hoc Committee recommends the following lining for Murray Field (Exhibit B). 1. One primary soccer field (75 x 120 yards in white) 2. Two (2) secondary soccer fields (50 X 75 yards in yellow) 3. One (1) men's lacrosse field (60 x 110 yards in grey) The Committee also recommends adding softball/baseball base distance markers in two opposite corners of the field at 50, 55 and 60 feet. This would allow softball/baseball groups to use these fields for practice and games for the 6U, 7U or 8U programs as they can use throw down bases and portable backstops. 2 Conversion of Murray Field to Synthetic Turf Turf Pad January 19, 2017 To help protect users of the field, the Committee recommends a Brock shock absorbing system pad to minimize the impact force when a player falls onto the turf. This system will last two replacement cycles of the artificial turf and is completely recyclable (Exhibit C). Project Timeline The options that would have the least impact on users would be to either install the synthetic turf between May and August or December and March. The summer construction dates are optimal for construction due to weather considerations. FISCAL IMPACT As of November 1, 2016, the current cost estimate for the project is $2,049,928. The alternative option of pads for bleachers includes an additional cost estimate of $157,872.60 (Exhibit D). For FY 2016-17, the City Council allocated funds in the Capital Improvement Project budget. The remaining balance is $457,175. To complete the Murray Synthetic Turf Project, additional funds ranging between $1,592,750 and $1,750,623 will be needed. EXHIBITS A. Synthetic Turf Infills B. Murray Synthetic Turf Layout C. Brock System D. Construction Cost Estimates 91 DATE: November 15, 2016 To: Margaret Golmstad, City of Burlingame FROM: Derek McKee CC: File PROJECT NAME: Murray Park — Soccer Field PROJECT NO.: 1507703 SUBJECT: Synthetic Turf lnfills VERDE DESIGN 2455 The Alameda, Suite 200 Santa Clara,CA 95050 t 408.985.7200 f 408.985.7260 www.verdedesigninc.com The vast majority of infill synthetic turf products utilize varying ratios of sand and SBR rubber (which typically comes from recycled car tires). This is what is currently in use in the vast majority of synthetic turf fields. Recently, the level of safety for the use of SBR rubber in sports fields and playgrounds has been called into question by a series of news reports from NBC news and others. Additionally, a California State Senate Bill, SB47, has been proposed by State Senator Jerry Hill. This bill is focused on public and private school fields and playgrounds. Currently, SB47 does not prohibit SBR fields, it just requires three items to be completed by the public entity: 1. The bid specification must contain at least one non -waste tire alternative 2. The owner must get at least one estimate from a non -waste tire company 3. A public hearing shall be held allowing for public comment. Please note that there have been numerous tests and published research on SBR rubber for use in sports fields, including by CalRecycle, a State of California Department. To date none of the tests have shown that the SBR rubber infill is unsafe to use in sports fields. There are seven basic alternative infills that can be used instead of SBR rubber and water dependent organic, depending on the brand of turf. They are the following: i . Thermoplastic Elastomer (TPE) 2. Ethylene Propylene Diene Monomer (EPDM) 3. Coated Silica Sand 4. Nike Grind 5. Organic lnfills (Proprietary blends) 6. Field Turf Eco-Max (Recycled Synthetic Turf and Backing) 7. Cool Play / Pure Fill (a proprietary infill product by FielclTurf) The following is an analysis of the pro's and con's of the above alternative infills: Thermoplastic iElastomer (TPE) Thermoplastic is a polyolefin elastomer product that consists of virgin raw materials and exhibits shared properties of rubber and plastics. LANDSCAPE ARCHITECTURE I CIVIL ENGINEERING I SPORT PLANNING & DESIGN Memo —City of Burlingame, Murray Park -Synthetic Turf Infill Comparison Page 2 Pro's • Virgin material • Consistent shape • Good compression/compaction characteristics • Typically green in color, which is oftentimes more positively received than the black SBR color • Slight heat reduction • Recyclable product Con's • Like Organic, all grades of TPE will break down over time. • There are different grades of TPE and getting anything less than the top grade will cause issues. • Typical system constructions likely would need a pad • Very expensive in comparison to the other products Ethylene Propylene Diene Monomer (EPDM) This is a rubber compound that has a cross -linked structure. EPDM can be made from recycled or virgin materials. Pro's • Virgin material • Consistent shape (a crumb material that settles like SBR rubber) • Fairly good compression/compaction characteristics • Typically black in color, but can be colored • Slight heat reduction Con's • Limited availability • Can exhibit limited life cycle span as it can break down over time. • There are different grades of EPDM and getting anything less than the top grade will cause issues. • Typical system constructions likely would need a pad • Very expensive in comparison to the other products Coated Silica Sand (Envirofill product) Pro's • Consistent particle size • Relatively low product cost • Coated & colored material (typically green and tan) • Good heat reduction Con's • Due to low shock absorption properties, a shock pad is required • Very expensive due to pad and large amount of infill required Nike Grind Pro's LANDSCAPE ARCHITECTURE I CIVIL ENGINEERING I SPORT PLANNING & DESIGN Memo —City of Burlingame, Murray Park -Synthetic Turf Infill Comparison Page 3 • Plays more like a sand/rubber field • Recycled material (post -consumer product) • Not SBR rubber (so positive from a public perception) • No pad needed (fairly good compression/compaction characteristics) Con's • Still rubber, just not SBR fire rubber • Multi -color rubber (some people do not like all of the different colors in the field) • Limited supply • Minimal testing compared to SBR rubber • Unknown control over source and supply (QA/QC issue?) Organic (varying products available) Pro's • Fully Organic materials available — typically consisting of a combination of virgin cork, coconut husks and peat, rice husks. • Sand (not chemically produced) • Zeo-fill — A volcanic aggregate (Turface products and also developed as an infill for synthetic turf dog parks as a way to deodorize pet urine.) • Proven heat reduction • Can provide evaporative cooling properties • Similar playing characteristics to natural turf • Inf ill looks like natural soil (Not Zeofill) • Low density decreases the weight needed to fill the turf Con's • All organic products will break down over time. • Additional infill materials required over time. Extra cost. • Additional maintenance needed • Watering is required for certain organic infills • Zeo-fill initially testing by manufacturers indicates that under human traffic with cleats it breaks down and • Pad is mandatory • Higher Price • May have limited availability FieldTurf Eco-Max (Recycled synthetic turf backing and fiber with TPE) Pro's • Recycled Turf and Backing • Not as costly as some other infills • Not Rubber • No Water Required Con's • Not organic FieldTurf CoolPlav or PureFill LANDSCAPE ARCHITECTURE I CIVIL ENGINEERING I SPORT PLANNING & DESIGN Memo -City of Burlingame, Murray Park -Synthetic Turf Infill Comparison Page 4 Pro's • Partial or Fully Organic material • Good compression/compaction characteristics • Proven heat reduction • Natural UV Resistance • PureFill looks like natural soil • Fire -retardant Con's • All organic products will break down over time. • Additional maintenance needed • Some watering may be required - to control static • Pad is mandatory • Higher Price Please note that FielclTurf's CoolPlay infill option essentially replaces the top 1/a" of the infill profile with one of two alternative infill options listed below: 1. An organic virgin cork material (called VI in their terminology), or 2. A blended extruded TPE-Cork material (called V2 in their terminology). The remaining infill can consist of Eco-Max and Sand. The only difference between the CoolPlay and PureFill infill options is that the PureFill will replace all the SBR rubber with the alternative infill material (again either V1 or V2 can be used. If PureFill VI is used, then a pad will be required. Warranty The warranty will be the same length (8 years) for all the above infill options. The expected field life will not change much based on the infill type, though the organic infills will likely require some replacing over the lift of the turf, based on our experience with organic infills. Experience Verde Design has design and installed several fields with alternative infills. The market and demand for these infills is growing based on the community's disinterest in SBR rubber. One of the issues with this is that many of the products have not experienced a full term of use and going eight to ten years. Maintenance In terms of maintenance, the two rubber infills (the typical SBR and the Nike Grind) will be similar and have the least amount of needed maintenance. The TPE and EPDM will be similar in terms of maintenance to the rubber infills, but will be slightly higher as these materials tends to break down over time. The PureFill (V2) will largely have the same maintenance as the TPE infill. The CoolPlay / PureFill organic V I and the other organic infills will have more maintenance. Organic infills typically require some watering (it varies depending on the type of organic infill and its material composition). The SBR and Nike Grind rubbers do not require water, nor does the EPDM, TPE or LANDSCAPE ARCHITECTURE I CIVIL ENGINEERING I SPORT PLANNING & DESIGN Memo -City of Burlingame, Murray Park - Synthetic Turf Infill Comparison Page 5 the V2 versions of Cool Play or PureFill. VI infill also does not require water, but may be recommended depending on climate. The organic infills and FieldTurf VI PureFill / CoolPlay infill will be the coolest of the infills, with infill surface temperatures 20-30 degrees cooler than rubber. The coated sand (Envirofill), TPE or V2 PureFill / CoolPlay will be slightly warmer than V1, but still considerably cooler than rubber infills. End of Document LANDSCAPE ARCHITECTURE I CIVIL ENGINEERING I SPORT PLANNING & DESIGN _imp fi�1 1 EC >. 32.05 EL BOX 32.10 EC PC' 32.18 EC POC 1.97 31.9 C >;�St zZrG�c E 60 X 110 YARD MENDS LACROSSE FIELD PRIMARY 75 X 120 YARD ka SOCCER FIELD r_- kP SECONDARY 50 X 75 YARD F SOCCER FIELD APP i A(' 7� A 33.3z w_F_. a a A90F F-A CONC 33.2 EC POC ❑ ❑ ❑ ❑ ❑ ❑ ❑ 4 41?tt3l 31.4L .74 A33.43 X 33.66 i1x EP SET X 0 C ONC it LS 33.36CONC tS �JCON1C *L� L*. 33 31® 5 E 34.00 33.97 33.92 33.38 C X RTWL >. END RTWL >• SET MAG 33.65 CO CONC X 32.91 31.92 X 31.39 C C 30.72 .33 C 32.18 SSMH X C B B B B EC POC 7" 3.31 32.72 B O B SSMHX C B B O j B 8 X 3 C B , ROLL EL�BQ Conceptual Design Murray Park and Sports Center Burlingame, CA llI► SECONDARY 50 X 75 YARD SOCCER FIELD W 7' WIDE PATHWAY F_ 14 EXISTING BLEACHER TO REMAIN APPROXIMATE SEAT CAPACITY = 1 1 1 0 wal SYNTHETIC TURF FIELD 4 NORTH 0 10' 20' 40' 60' January 6, 2017 Project No: 1507700 IL VERDE DESIGN LANDSCAPE ARCHITECTURE CIVIL ENGINEERING SPORT PLANNING & DESIGN 2455 The Alameda, Ste. 200 Santa Clara, CA 95050 tel: 408.985.7200 fax: 408.985.7260 www.verdedesigninc.com L:\2015\1507700—Burlingame—Murrav Park Drivina Ranae\CAD\Murrav Graphic-1-6-17.DWG Jan 09, 2017 11:11am 5' - � 4 - �E. i_'_Y q,'. a -,W - r "�dta s- -�yr�- ._ �F"* 7;,��r?�`' --�T � C .!`.-��*a� '.t'� �r' ♦ 5 � f r- �.2� .. ���1"�r3i`g- } s- '.n ,., : -L�si.-ems ��:f��� '�yf�,` g.t'�. � 3a �:5 's� ,�i'.�-i��`.��"6.y��,. - - �or�_ -� , y • '� i .� -,;� - n;,,�-� .c _ 3 _ � a'P -�',F` � '. � � - s a � 5. •d $: "'� 6 _� � :, _ y�y w r; r� E h � Et ' �,� �* t 1 1 SS a:. � � �'8�``}�'�� �. Yam`` , "� a �. _ ; � ��•; °5,e• .. -- � � h sa�^ _ - �. � 1 .L-�_.� :l -� -- . � '� -+-" di w.; ��'i. �2�.�'v'J=. 'fat:-! . -a Murray Park Soccer Field City of Burlingame Schematic Level Estimate of Probable Construction Costs VERDE DESIGN PROJECT NO. 1507703 Soccer Field Item November 1, 2016 Verde Design Inc. Completed by: NT Reviewed by: DM Quantity Unit Unit Cost Base Estimate 1 Demolition $121,411.00 Clear and Grub 124,200 sf $0.40 $49,680.00 Hardscape 2,375 sf $3.00 $7,125.00 Sawcut Paving 202 If $5.00 $1,010.00 Existing Edgeband Demolition 202 If $20,00 $4,040.00 Fence Demolition 1 Is $1,500.00 $1,500.00 Subdrain Pipe & Cleanouts Removal 6,102 If $3.00 $18,306.00 Utility Demolition 1 Is $7,500.00 $7,500.00 Tree Removal 5 ea $1,750.00 $8,750.00 Tree Protection 8, Pruning 37 ea $500.00 $18,500.00 Misc. Demolition 1 Is $5,000.00 $5,000.00 2 Grading $390,703.00 Rough Grading and Grading _ _ 137,865 sf $1.00 $137,865.00 Base Leveling Course 137,865 Is $1.20 $165,438.00 Grass, Organics Off Haul 2,100 cy $38.00 $79,800.00 Cut Material Off Haul 200 cy $38.00 $7,600.00 3 Drainage J Utilities _ $130,740.00 18" Junction Box 1 ea $1,500.00 $1,500.00 12" Area Drain 8 ea $1,200.00 $9,600.00 6" Storm Drain Line (Area Drain Connections) 100 If $50.00 $5,000.00 Wall Drain 733 If $40.00 $29,320.00 8" Terminator Trench Drain 928 If $65.00 $60,320.00 C.3 Drainage Needs - TBD 1 Is $10,000.00 $10,000.00 Field Irrigation - Quick Coupler System 1 Is $15,000.00 $15,000.00 4 Main Soccer Field $804,245.00 2" FieldTurf Vertex Prime 104,325 sf $4.25 $443,381.25 Alternative Infill 104,325 sf $1.35 $140,838.75 Brock Pad 104,325 sf $1.80 $187,785.00 Field Striping 1 Is $15,000.00 $15,000.00 Recycled Header board for Synthetic Turf Connection 1,405 If $8.00 $11,240.00 Field Sweeper and Groomer 2 ea $3,000.00 $6,000.00 5 Paving $48,000.00 Concrete Paving - Pedestrian 2,000 sf $10.50 $21,000.00 6" Concrete Edgeband 196 If $30.00 $5,880.00 Concrete End Wall: 12" to 4' 96 ff $120.00 $11,520.00 Concrete Retaining Wall Footings 48 If $200.00 $9,600.00 6 Fencing $75,670.00 42" Chain Link Fence - Black Vinyl Clad 38 If $60.00 $2,280.00 8' Chain Link Fence - Black Vinyl Clad 113 If $80.00 $9,040.00 20' Protective Netting with 8' Chain Link Fence 143 If $250.00 $35,750.00 20' Tall Protective Netting 143 If $200.00 $28,600.00 7 Site Furnishings $6,200.00 Corner Flags 4 ea $300.00 $1,200.00 Soccer Goals (Set of two) 1 ea $5,000.00 $5,000.00 VERDE DESIGN 2455 The Alameda, Suite 200 Santa Clara, Ca€€tomin 95050 T. 408 985 7200 • K 408 985 7260 verdedesigninccom 8 Electrical $30,000.00 Electrical Sleeving - (Convenience Outlets & Scoreboard) 1 Is $30,000.00 $30,000.00 9 Landscape & Irrigation $26,440.00 Turf Replacement - Sod 6,300 sf $1.30 $8,190.00 Tree Replacement - 36" Box 5 Is $650.00 $3,250.00 Irrigation Repairs & Adjustments - Allowance 1 Is $10,000.00 $10,000.00 Landscape Maintenance - 60 Days 1 Is $5,000.00 $5,000.00 Subtotal Estimated Cost: $1,633,409.00 Survey, Permits, Traffic, SWPPP, etc. 2.5% $40,835.23 Bonding 2% $32,668.18 Mobilization & Project Management 8% $130,672.72 Design Contingency 5% $81,670.45 Construction Contingency 8% $130,672.72 Total Estimated Cost: $2,049,928.30 Add Alternate #1- West 10 Row Pad for Bleachers $127,600.00 Bleacher Pad Concrete Paving 11,600 sf $11.00 $127,600.00 Add Alternate #2 - East 7 Row Pad for Bleachers $125,260.00 Bleacher Pad Concrete Paving 5,660 sf $11.00 $62,260.00 Block Retaining Wall Modular Stacked Wall & 8" Base 1,500 if $42.00 $63,000.00 Add Alternate #3- North 7 Row Pad for Bleachers $107,800.00 Bleacher Pad Concrete Paving 5,600 sf $11.00 $61,600.00 Block Retaining Wall Modular Stacked Wall & 8" Base 1,100 ff $42.00 $46,200.00 Add Alternate Subtotal Estimated Cost: $360,660.00 Survey, Permits, Traffic, SWPPP, etc. 3% $10,819.80 Bonding 2% Mobilization & Project Management 8% Design Contingency-5% Construction Contingency 8% $7,213.20 $28,852.80 $18,033.00 $28,852.80 Add Alternate Total Estimated Cost: $454,431.60 VERDE DESIGN 2455 The Alameda, Salle 200 Santa Clara, Callfomia 95050 T: 408 985 7200 • F: 408 985 7260 verdedesignlnccom