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HomeMy WebLinkAboutAgenda Packet - PR - 2017.11.16City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME BURLINGAME, CA 94010 . F Meeting Agenda - Final Parks & Recreation Commission Thursday, November 16, 2017 7:00 PM Burlingame Recreation Center 850 Burlingame Avenue 1. Call to Order a. Swearing In of New Commissioner - Emily Matthews 2. Roll Call 3. Approval of Minutes a. October 19, 2017 Minutes Attachments: Minutes 4. Correspondence 5. Public Comments Members of the public may speak about any item not on the agenda. The Ralph M. Brown Act (the State and local agency open meeting law) prohibits the Commission from acting on any matter that is not on the agenda. Speakers are asked to fill out a `request to speak' card located on the table by the door and hand it to staff, although provision of a name, address or other identifying information is optional. The Chairperson may limit speakers to three minutes each. 6. Old Business a. Approval of Updated Plans of Proposed Dog Park on Skyline Blvd. Attachments: Staff Report Exhibit A Exhibit B Exhibit C Exhibit D Exhibit E r..1:1:a r Exhibit G 7. New Business City of Burlingame Page 1 Printed on 1111312017 Parks & Recreation Commission Meeting Agenda - Final November 16, 2017 a. Village Park Preschool Registration Procedures Review Attachments: Staff Report Exhibit A Exhibit B b. Burlingame Aquatic Club Presentation & Update Attachments: Staff Report 8. Staff and Commissioner Reports a. Chair Rotation 9. Future Agenda Items 10. Adjournment Next Meeting: December 21, 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 1111312017 CITY I O 9 gvorsar PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, October 19, 2017 1. 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. 2. ROLL CALL COMMISSIONERS PRESENT: Milne, Malekos-Smith (arrived 7:20), Lewis, Schissler, Baum & Palacio COMMISSIONERS ABSENT: Dito STAFF PRESENT: Parks & Recreation Director Glomstad, City Attorney Kane, Supervisor Barry, Coordinator Rath & Recording Secretary Helley OTHERS PRESENT: Robert Bierman, Kieran Saunders, Deb Crisp, Rob Wehmeyer, Lawrence Viola, Dusko Rosic, Emily Matthews and Namenda Colovic 3. APPROVAL OF MINUTES Commissioner Milne made a motion to approve the September 21, 2017 minutes. The motion was seconded by Commissioner Schissler and was approved. 6-0-1. (Dito absent) 4. CORRESPONDENCE None 5. PUBLIC COMMENTS Bob Bierman requested a future agenda item for Commission to consider — Request to adjust the closure of Washington Park outfield to off leash dogs from June through August to August through September. 6. OLD BUSINESS None 7. NEW BUSINESS Chair Baum requested a reorder of New Business item b to be place before New Business item a. Commission agreed to the change. a. Youth Advisory Committee Amendments to By -Laws and School Year Overview Parks & Recreation Commission DRAFT Minutes October 19, 2017 Coordinator Rath introduced the Committee and each member stated their name, school and grade. The committee presented the four proposed changes to their by-laws for the consideration of the Commission. The areas with proposed changes are Goals, Officers, Sub -Committees and Meetings. They also noted the events the group will be hosting or participating in during the upcoming year, including: baking cookies for a local food bank - Call Primrose, hosting an Elves Workshop for kids, assisting with the Holiday Tree Lighting event, assisting with the Valentine's Dance for Mature Adults, hosting May the 4th B with You for kids and hosting a booth at Streets Alive. Motion by Commissioner Schissler (seconded by Lewis): Commission moved to approve the proposed changes to the Youth Advisory Committee's by-laws. MOTION PASSED 5-0-2 (Dito absent/Malekos-Smith arrived late) b. Policy Discussion on Offsite Advertising on City Sports Fields Director Glomstad reported a request received from the youth sporting organizations for permission to hang sponsor banners on City athletic fields. She introduced the City Attorney, Kathleen Kane, who was present to explain policy and City sign ordinance restrictions as they currently stand. City Attorney Kathleen Kane explained to Commission that prior to a decision to allow sponsorship signs or banners to be displayed at City athletic fields, the City's sign ordinance would need to be amended while taking into consideration issues relating to government regulation of speech under the First Amendment. The current restrictions apply to any sign that can be seen from the public right of way. The City cannot allow signs to be placed that violate its own law banning off -site advertising, unless it amends the law. Public comments were made by Robert Bierman with AYSO, Rob Wehmeyer with BYBA and Lawrence Viola with BSC including the importance of the group(s) to have the opportunity to acknowledge the sponsors that help to provide quality programming and assist tremendously in providing scholarships to players. After much discussion including location(s), length of hang time, banner size, materials and content, management/monitoring and fair/equitable display, the following motion was made by Commission. Motion by Commissioner Malekos-Smith (seconded by Schissler): Commission moved to recommend Council approve a pilot program in respect to the current sign ordinance with a sunset clause to hang banners in designated areas with staff to manage the program. MOTION PASSED 6-0- 1 (Dito absent) c. Burlingame Coyotes Lacrosse Program Validation Supervisor Barry stated that an application has been submitted by Coyotes Lacrosse for Validation as a Tier 2 User Group. The group meets all the requirements to be a Tier 2 validated user group except requirement #2 — `Be comprised of a minimum of 51% Burlingame residents ("emerging" or "underserved" sports can petition the Commission to be included in the allocation process). Coyotes Lacrosse requests to be petitioned as an underserved sport per the criteria of Tier 2 #2. After a brief discussion, Commission approved the application. 8. STAFF AND COMMISSIONER REPORTS 2 Parks & Recreation Commission DRAFT Minutes October 19, 2017 a. Parks & Recreation Department Reports Director Glomstad reported the Council has appointed a new commissioner, Emily Matthews, to replace outgoing Commissioner Dito. She also reported the upcoming events — Howard Ave Fall Fest (Oct 21-22), Murray Field Mud Run (Feb 2018), Winter Recreation program registration (Dec. 6th) and the Holiday Tree Lighting and Parade (Dec. 1 st). b. Commissioners Reports Commissioner Milne reported from the Burlingame Parks & Recreation Foundation is planning their 2018 goals and requested ideas and thoughts on goals to relay from the Commission. Commissioner Lewis reported from the Paloma Park Committee of Council's approval of the construction plans and groundbreaking goal of October 30th 9. FUTURE AGENDA ITEMS Discussion about adjusting the closure of Washington Park outfield to off leash dogs from June through August to August through September. 10. ADJOURNMENT There being no further business to come before the Commission, the meeting was adjourned at 9:00 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, November 16, 2017 at 7:00 p.m. at the Burlingame Recreation Center. Respectfully submitted, Joleen Helley Recording Secretary 3 Parks & Recreation Commission DRAFT Minutes October 19, 2017 6URLINGAME STAFF REPORT To: Parks and Recreation Commission Date: November 16, 2017 From: Nicole Acquisti, Recreation Supervisor Subject Additional Parking Space for the Proposed Skyline Off -lease Area RECOMMENDATION Staff recommends the Parks and Recreation Commission review the proposed additional parking spot added to the Commission approved plans for the proposed off -leash dog park on Skyline Blvd. BACKGROUND On June 15, 2017, the Parks and Recreation Commission approved the proposed plans for the Skyline Off -leash area (Exhibit A and B). Following the meeting, Recreation Supervisor Acquisti spoke with Parks and Recreation Director Glomstad, members of the Dog Parks Task Force, as well as community members regarding the approved plans and determined that it would be prudent to investigate the viability of and cost associated with adding an additional off-street parking space next to the accessible space. DISCUSSION Recreation Supervisor Acquisti met with Landscape Architect John Cahalan to discuss the possibility of adding an additional off-street space. Given the space allotted, Landscape Architect Cahalan was able to provide the option of an additional off-street parking space (Exhibit C). To accommodate the additional parking space, the ADA space and landing area would need to be shifted to the north by 10 feet. By pushing further into the hillside, a retaining wall would need to be added, which would result in a steeper slope and the need for either adding (1) concrete steps (Exhibit D) or (2) having a longer upslope into the park. The benefits of adding concrete steps are that it would allow easier access to the park open space and the steps would also decrease the impact and erosion to the slope; however, option 1 increases the project cost. Option 2 of a longer upslope will make it a steeper incline to enter at this access point. There is also the possibility of continued erosion due to the slope and may 1 Additional Parking Space for the Proposed Skyline Off -lease Area November 16, 2017 increase dirt washing over the bottom landing requirements. Fiscal Impact Both options are sufficient to comply with ADA The original cost estimate for this project was $276,135 (Exhibit E). To add another off-street parking space without stairs increases the cost by an estimated $64,715 for a total of $340,850 (Exhibit F). The addition of stairs increases the cost an estimated $8,200, for a total estimate of $349,050 (Exhibit G). The project is currently an unfunded Capital Improvement Project. EXHIBITS A. Approved Site Plans, June 15, 2017 B. Approved Enlarged Site Plan, June 15, 2017 C. Site Plan, November 16, 2017 D. Enlarged Site Plan, November 16, 2017 E. Approved Project Costs, June 15, 2017 F. Updated Project Costs, November 16, 2017 G. Updated Project Costs with Stairs, November 16, 2017 2 PIP APPP,OXIM,ATE (TYPICAL) OPEN GRASS AREAS EXISTING TREE & SHRUB CANOPY 6' HIGH PERIMETER CHAIN -LINK FENCE APPROXIMATE DRIPUNE ( tYP!CAL) ^ryM g^ VALLEY GUTTER 'L MID -LEVEL OVERLOOK WITH. BENCHES 9^ P� V « ff I' l o' '� �'•I i Y� � K v � ti7 4f K a W�hf,°ff* ff +" DESIGN OBJECTIVES • Sustainable approach: To the extent possible, the site will remain in its natural state with occasional landscape maintenance and a reliance on the good will of the park users to keep the park in an attractive condition. This approach will create a unique setting that will blend with the neighborhood and its beautiful surroundings. • Accessibility: While the park will maintain its natural state and rolling topography, accessibility is a top priority and is addressed with accessible parking, an unloading area and pedestrian gate access at the entry. • Pet freedom and safety: The site will be an off -leash park surrounded with a 6-foot high perimeter fence, a double -entry gate system and a watering station, all intended to provide for the comfort and safety of the pets and their owners/ visitors. HIGH—LEVEL OVERLOOK WITH BENCHES 6 I �a ,� � rlt�nr ti� , ���i ASS {;q .r• ^� a n :� _ ✓!" +8''�� 9� ` I '� e �-, rya •,,. � `' ""��••.��� O°'4, � � n .! a xv. s / y •ks(o-•�T : a x F r,C � � �'•,n �' t ��mv.{il"�awf'."�u,. ... .. ,�'4`i2 A,�,. ,r.8�.✓s°eea,. �`'... ��'✓ vi -z t.: ,Ait � �f >4rk?'�ghhi�.�,"k Y� « A'�'3 T �<•r.r \ It ACCESSIBLE PARKING .: .. < ,,.r _.. .� �>ir . �,���� ,'"�„•..� �, j fl ;,-•.�.�` `a � .t.h �. 1 �.,�;; ti t-: _- ...: - � �. �78�' ' f '`^... ..d..,.:. ` "'r.^ r.:� �. •�..d/'r <,rqw s.,.. s ,5 �t�"A`^•,r� tc;s �'� }3J.:,.. o. AM1 q _.,/ ^, ' :+'r ,i 1 � ... ,, ,: .: - � S� ,r� .>. A.i.� ., s �''O! 'pJPJy, .tr r� . 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L I a 84.23TOP OF BOX ,T:. 79.091NV(24") e�. ,..':, 78.501NV(9 r Girt g2 ,. s3 ;, � �G>' s ^00'. a �.�•,. '.. \V ryh '�� _ Nay, 'b°'� :;; 36" . �x 0� ., , ; r- 4" „ ,. c' - ,.�`� ^^�� A CONCRETE CURB F MEDIAN 18'J 0 ' x 7.sslNv�-�' uti A PAVE J�h B �,6 A.C. FA S K Y L I N E. B. O U L E V A R D 84.99RIM x x ^^ ^ SSM'a - _ PARK Et�6TR 5516 -__ �S -S.— �w 6�_ 102.03R1M - c�-----_E --SS _____,SS 94.721NV V w __ _ _�.�° _— _ NEW LANDSCAPE SCGE-RE F"--c - c — ----c----- 2 c --------c- -z ALONG SKYNNE BLOULEVARD 1 _ TDMPORARY BENCHAAAR'! PEDESTRIAN ACCESS GATE WITH DOUBLE GATES FOR DOUBLE -ENTRY GATE SYSTEM MAINTENANCE ACCESS hrR / �PPROXlMA?E DRIP37NE (TYP{cAL.) 24:� IN 18;; IN T O IB f$(Ol� 0 n� YOr ry \ry x 127.85RIM 122.41!NV �it CB 127,30TC 123-701NY DOG PARK SITE PLAN ' 0 15' 30' 60' 120' North JOHN CAHALAN LANDSCAPE ARCHITECT 15559 Onion Avenue Suite 206 • Los Gatos LA 95032 T 408 358 5122 • R 408 358-5133 (A Reg. No. 2894 SKYLINE BOULEVARD DOG PARK, BURLINGAME, CA Prepared for: Parks & Recreation Department City of Burlingame, California October 6, 2016 H ACCESSIBLE PARKING SIGN (E) C.L.FENCE x CONCRETE CURB WALLS oA (VAN) ' 2% MAX. SLOP 8s;—— I SECTION VIEW - THIS SHEET ADA DRINKING FOUNTAIN WITH DRAIN �o 0 \ PG8AE EASEMENT sLoPE PLAN at. CORE AREA North Scale: 1/8" =1'-0" JOHN CAHALAN LANDSCAPE ARCHITECT 15559 Union Avenue Suite 206 • Los Gatos CA 95032 T 408-358-5122 • R 408-358-5133 CA Reg. No. 2894 9d, \ O O X�X 96 REMOVE (E) FENCE ALONG SKYLINE BLVD. —DOU;L`E- AT D ENTRY EDGE OF PAVEMENT / WMA FILL SITE FEATURES • Accessible parking (ADA conforming): There will be an accessible, van -size parking space with unloading area immediately adjacent to the park entry. • Perimeter fencing: The site will provide containment with a 6-foot high chain -link perimeter fence and gates. A shorter, 4- foot high chain -link fence will surround the parking area and pedestrian entry. • Watering station: A drinking fountain for pedestrians and a pet bowl and jug filler with potable water will be provided at the park entry. • Vista points and seating: Two view overlook areas with bench seating will be provided. • Landscape screen: Landscaping will be installed along the Skyline Boulevard perimeter fence to provide screening for the adjacent homes and neighborhood. DRIVEWAY/PARKING N) GATE SECTION at CORE AREA Scale: 1/4" =1'-0" PLAN and SECTION at CORE AREA SKYLINE BOULEVARD DOG PARK, BURLINGAME, CA (N) GRADE CONCRETE CURB WALLS LANDING. Prepared for: Parks & Recreation Department City of Burlingame, California October 6, 2016 r EXISTING TREE & SHRUB CANOPY DESIGN OBJECTIVES. • Sustainable approach: To the extent possible, the site will remain in its natural state with occasional landscape maintenance and a reliance on the good will of the park users to keep the park in an attractive condition. This approach will create a unique setting that will blend with the neighborhood and its beautiful surroundings. • Accessibility: While the park will maintain its natural state { :TSr�'¢u":x Y1A;. C 4 .' r, + ^�q>�`. F�Cf ^u.•` and rolling topography, accessibility is a top priority and is r. addressed with accessible parking an unloading area and 1 APPROXIMATE DRIPI.INc ` ` xa M�'aY ``., (TYPICAL) pedestrian gate access at the entry. L.T` � �ir — is r yt?J '� h ,� , 4 r _, �' , �^� ".+.� / �A� . �ikr •�:� ry 0 �\ Q w ro Pet freedom and safety:The site will be an off -leash ark MID -LEVEL OVERLOOK WITH. 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G PH x' �.._ _ ALONG SKYLINE BLOULEVARD . — T PORARY BENCHMAR'< PEDESTRIAN ACCESS GATE WITH DOUBLE GATES FOR DOUBLE -ENTRY GATE SYSTEM MAINTENANCE ACCESS DOG PARK SITE PLAN 0 15' 30, 60' 120' North SKYLINE BOULEVARD DOG PARK, BURLINGAME, CA Prepared for: Parks & Recreation Department S t b $ 2017 City of Burlingame, California (E) C.L.FENCE CONCRETE CURB W (1) ADA VAN AND (1) STANDARD PARKING SPACE _ ® 98 22°', 36" EUCS. AND GATES BEYOND 84 _ / • r RLWVE E FENCE ALONG i "SKYLINE BI,VD. SECTION VIEW - THIS SHEET 5' WIDE BIKE LANE PLAN at. CORE AREA North Scale: 1/8" =1'-0" 10HN CAHALAN LANDSCAPE ARCHITECT 15559 Union Avenue Suite 206 • Los Gatos CA 95032 i408-358-5122 R 408-358-5133 (A Reg. No. 2894 -- 2'-6" HIGH CONC. RETAINING WALL % WITH 3' WIDE VALLEY GUTTER (2) PARALLEL PARKING SPACES -11" X 23" EDGE OF (E) PAVEMENT SITE FEATURES • Accessible parking (ADA conforming): There will be art accessible, van -size parking space with unloading area immediately adjacent to the park entry. • Additional parking: In addition to the accessible space described above, there will also be one additional standard size parking space on site and two parallel parking spaces along the Skyline Boulevard. • Perimeter fencing: The site will provide containment with a 6-foot high chain -link perimeter fence and gates. A shorter, 4- foot high chain -link fence will surround the parking area and pedestrian entry. • Watering station: A drinking fountain for pedestrians and a pet bowl and jug filler with potable water will be provided at the park entry. Vista points and seating: Two view overlook areas with bench seating will be provided. Landscape screen: Landscaping will be installed along the Skyline Boulevard perimeter fence to provide screening for the adjacent homes and neighborhood. SECTION at CORE AREA Scale: 1/4" =1'-0" PLAN and SECTION at CORE AREA SKYLINE BOULEVARD DOG PARK, BURLINGAME, CA September 8, 2017 Prepared for: Parks & Recreation Department City of Burlingame, California N) GRADE SKYLINE BOULEVARD DOG PARK ESTIMATE OF PROBABLE CONSTRUCTION COSTS 6/9/2017 Prepared by: John Cahalan, Landscape Architect Item/Description Quantity Unit Cost Item Total Subtotal a. Mobilization/traffic control - 5% allow $12,500 b. Remove fence & gates and debris allow $7,500 C. Clearing, grubbing & off -haul 5,600 sf $0.60 $3,360 d. Excavation & grading (balance) 450 cy $35 $15,750 e. Concrete curb walls 275 If $120 $33,000 f. Concrete paving 50 sf $10 $500 g. Concrete valley gutter 175 sf $25 $4,375 h. Drain inlet, pipe and connection or daylight allow $5,000 i. Asphalt paving (4"/6") 1,450 sf $8 $11,600 j. Chain -link fence, 4'-6" high 150 If $45 $6,750 k. Chain -link gates, 4'-6" high allow $4,000 I. Parking/bike lane striping allow $10,000 M. Signage allow $2,000 n. Chain -link perimeter fence - 6'-0" high 1,080 If $60 $64,800 o. Chain -link gates, 6'-0" high allow $4,000 P. Water meter and connections allow $12,000 q. Drinking fountain and connections 1 ea allow $8,000 r. Benches 4 ea $2,000 $8,000 S. Soil prep., irrigation and planting 3,800 sf $10 $38,000 Subtotal $251,135 Contingency, 10% $25,000 Total estimated construction costs: $276,135 SKYLINE BOULEVARD DOG PARK ESTIMATE OF PROBABLE CONSTRUCTION COSTS 9/8/2017 Prepared by: John Cahalan, Landscape Architect Item/Description Quantity Unit Cost Item Total Subtotal a. Mobilization/traffic control - 5% allow $15,000 b. Remove fence & gates and debris allow $7,500 C. Clearing, grubbing & off -haul 5,600 sf $0.60 $3,360 d. Excavation & grading (balance) 650 cy $40 $26,000 e. Concrete retaining walls - avg. 3'-0" high 140 If $275 $38,500 f. Concrete curb walls - approx. 18" high 150 If $125 $18,750 g. Concrete paving 196 sf $15 $2,940 h. Concrete valley gutter 40 sf $35 $1,400 i. Drain inlet, pipe and connection or daylight allow $10,000 j. Asphalt paving (4"/6") 2,240 sf $10 $22,400 k. Chain -link fence, 4'-6" high 160 If $45 $7,200 I. Chain -link gates, 4'-6" high allow $4,000 M. Parking/bike lane striping allow $10,000 n. Signage allow $2,000 o. Chain -link perimeter fence - 6'-0" high 1,080 If $60 $64,800 P. Chain -link gates, 6'-0" high allow $4,000 q. Water meter and connections allow $12,000 r. Drinking fountain and connections 1 ea allow $10,000 S. Benches 4 ea $3,000 $12,000 t. Soil prep., irrigation and planting 3,800 sf $10 $38,000 Subtotal $309,850 Contingency, 10% $31,000 Total estimated construction costs: $340,850 SKYLINE BOULEVARD DOG PARK ESTIMATE OF PROBABLE CONSTRUCTION COSTS 9/8/2017 Prepared by: John Cahalan, Landscape Architect Item/Description Quantity Unit Cost Item Total Subtotal a. Mobilization/traffic control - 5% allow $15,000 b. Remove fence & gates and debris allow $7,500 C. Clearing, grubbing & off -haul 5,600 sf $0.60 $3,360 d. Excavation & grading (balance) 650 cy $40 $26,000 e. Concrete retaining walls - avg. 3'-0" high 140 If $275 $38,500 f. Concrete curb walls - approx. 18" high 150 If $125 $18,750 g. Concrete steps & walls (6' wide, 8 steps up) allow $7,500 h. Concrete paving 196 sf $15 $2,940 i. Concrete valley gutter 40 sf $35 $1,400 j. Drain inlet, pipe and connection or daylight allow $10,000 k. Asphalt paving (4"/6") 2,240 sf $10 $22,400 I. Chain -link fence, 4'-6" high 160 If $45 $7,200 M. Chain -link gates, 4'-6" high allow $4,000 n. Parking/bike lane striping allow $10,000 o. Signage allow $2,000 P. Chain -link perimeter fence - 6'-0" high 1,080 If $60 $64,800 q. Chain -link gates, 6'-0" high allow $4,000 r. Water meter and connections allow $12,000 S. Drinking fountain and connections 1 ea allow $10,000 t. Benches 4 ea $3,000 $12,000 U. Soil prep., irrigation and planting 3,800 sf $10 $38,000 Subtotal $317,350 Contingency, 10% $31,700 Total estimated construction costs: $349,050 BURL— iN�a[n� STAFF REPORT AGENDA NO: MEETING DATE: November 16, 2017 To: Parks & Recreation Commissioners Date: November 16, 2017 From: Karen Hager, Management Analyst (650) 558-7317 Subject: Village Park Preschool Enrollment Procedures for 2018-19 School Year RECOMMENDATION Staff recommends that Commission review the enrollment procedures for the Village Park Preschool program and approve the recommendation to increase the nonrefundable registration fee that is assessed for withdrawals from $100 to $125. BACKGROUND The Recreation Division has offered a preschool program dating back more than 50 years. In September 1999 the remodeled Village Park Preschool opened to become the exclusive home of our preschool program. The attached exhibits include the processes and policies that are currently in place for Village Park Preschool registration comprising proof of residency, registration process (lottery), registrations for subsequent sessions, waiting lists, policies on siblings, transfers, withdrawals, entry dates and class specific birthdate requirements. DISCUSSION The Village Park Preschool is a "feeder" preschool to the Burlingame School District (BSD). The goal has always been to provide a seamless preschool opportunity for families to come to the Village with their 2-3 year old and continue in the corresponding class until they graduate the Playschool Villagers and go onto Kindergarten. To achieve that goal, we match the BSD age policy for entry. Because BSD does not accelerate children that do not meet the age qualifications, we follow the same strict guidelines. This provides clarity and direction for families as they know our policies and it ensures that all families are treated equally. When registering for the program the dates and age guidelines are clearly identified. (See exhibits A and B) To further clarify the procedures, we ask all parents to initial and sign our policy list as part of our registration procedures. (Exhibit C) In 2012 the State of California changed the birthdate cutoff for kindergarten admission and introduced Transitional Kindergarten (TK) for children born between 9/1-12/1. Subsequently Village Park Preschool adjusted the minimal birthdates for entry. 1 Subject here Council meeting date here TK has raised questions from some residents about the appropriate program for potential TK students. Entry dates for the Village Park Preschool are below: Lil' Sprouts (age 2 by 9/1/18, born between 9/2/15 & 9/1/16) Cottage Kids (age 3 by 9/1/18, born between 9/2/14 & 9/1/15) Playschool Villagers (Pre-K) (age 4 by 9/1/18, born between 9/2/13 & 9/1/14) Afternoon Owls (age 3 & 4 by 9/1/18, born between 9/2/13 & 9/1/15) TK is a State of California sponsored program that is similar to our Playschool Villagers Pre-K program for children born between 9/1-12/1. For clarification see a prospective student example below: Preschool Student Example Name Brooke Alexandra Date of Birth born 8/19/2016 born 11/25/15 preschool entry class Fall 2018 Lil' Sprouts Lil' Sprouts class Fall 2019 Cottage Kids Cottage Kids class Fall 2020 Playschool Villagers (Pre-K) District sponsored TK enroll in Kindergarten Fall 2021 enter Kindergarten enter Kindergarten Finally, as part of our preschool fees, we include a $100 registration fee which is embedded in the program fees. Because registering a child for preschool and/or replacing a vacant preschool spot requires a large amount of staff time, staff is proposing that this fee be increased. Adding the $25 additional fee also might provide a slight deterrent from a program participant "holding" a preschool enrollment spot during the priority enrollment period. FISCAL IMPACT The current non-refundable registration fee (which is included in the semester class fee) is $100. Staff is proposing that the non-refundable portion of the registration fee be increased to $125. This fee is only assessed if a participant withdraws from the program. There is no fee assessed to be on the waiting list. Each year the number of withdrawals from Village Park Preschool varies. In 2016-17 there were 15 withdrawals where the $100 fee was assessed. The $25 increase in the registration fee that is proposed would potentially generate $375 in additional revenue if the number of withdrawals is similar in the 2018-19 school year. Exhibits: • Exhibit A - Village Park Preschool 2018 registration page from the Winter 2018 brochure (Draft) • Exhibit B - Withdrawal and refund policy and re -enrollment procedures (Draft) • Exhibit C — Village Park Preschool policy checklist signature page 2 VILLAGE PARK PRESCHOOL Fall 2018 Registration Information: Registration for Village Park Preschool will be based on a lottery system for the 2018-19 school year. The lottery will take place on Tuesday, February 27 at 7:00pm at the Burlingame Rec. Center. You may pre -register for the lottery at www.burlingame.org/ village. Read carefully for the lottery procedures: 1. You (or your representative) must be present to participate in the lottery. You must be a Burlingame resident to participate in the lottery and need to bring the following items with you: • Proof of residency (parent's driver's license proving you are the parent of the child, and a current residential phone or PG&E bill with parent's name listed) • Your child's birth certificate (original + 1 copy for us to keep) You may not participate in the lottery if you do not have the above items. No exceptions will be made. (No mortgage payments or lease agreements will be allowed as proof of residency). Grandparents addresses do not qualify as residency, even if the grandparent is the caretaker of the child. 2. Only those arriving prior to 7:00pm will be included in the lottery. Please arrive by 6:15pm to show proof of residency and your child's birth certificate at which time you will receive your random lottery number. The doors will be shut promptly at 7:00pm and the lottery will begin. Non-residents and those arriving after 7:00pm will be served on a first come -first served basis Wednesday, February 28th. 3. When the lottery begins, random numbers will be drawn. Registrations will be taken in the order that the numbers are called. Only one number per family will be given and you may only register one child per number, siblings excepted. 4. All fees are due at the time of registration. A $125 fee will be charged for any registration transfers, refunds, credits, etc. for all preschool registrations. A pro -rated refund will only be issued if a replacement student can be found. If a pro -rated refund is issued, the $125 fee will still be assessed. There will be no exceptions to this policy. Any discrepancies in residency discovered after registration will result in the child/children being removed from the program without a refund. 5. Please note, currently enrolled students and siblings have priority to register, some classes may already be full. Please call 650-558-7310 after February 15 for availability. Lil' Sprouts (age 2 by 9/1/18, born between 9/2/15 & 9/1/16) The Lil' Sprouts program provides the opportunity for your 2 year olds to play and interact with other children their age in a safe, stimulating and relaxed environment. Age appropriate activities will be provided in arts, crafts, music, cooking, story time and outdoor play. We help your child to socialize with others in a polite and respectful way, to prepare our Lil' Sprouts for our Cottage Kids program. Children need not be potty trained; however, extra clothing and diapers should be brought to class. Proof of birth date is required at registration. Class size is limited to 14 children. Come let your sprouts grow with us at The Village! 30101.01 34 classes M/W 9:00-11:15am 8/27-1/16 Fee: $581R $695NR 30101.02 37 classes Tu/Th 9:15-11:30am 8/28-1/17 Fee: $657R $786NR Cottage Kids (age 3 by 9/1/18, born between 9/2/14 & 9/1/15) This recreational program helps to give your 3 year old the opportunity to cultivate their physical, social, and emotional growth in a child -centered environment. To prepare them for the next level, we expose your children to arts/crafts, story -telling, music, movement, listening skills, science, sensory, and outdoor activities. Village Park Preschool programs strive to create an environment inspiring each child's individual creativity and self-expression. Students must be toilet trained. Proof of birth date is required at registration. 30103.01 54 classes Tu/Th/F 9:00 am-12 noon 8/28-1/18 Fee: $1,268R $1,520NR Playschool Villagers (age 4 by 9/1/18, born between 9/2/13 & 9/1/14) This program helps prepare your Pre -Kindergartner for "real school" in a child -centered environment. In Villagers, we provide a well- rounded learning experience through arts/crafts, music, body movement, basic science, pre -math, creative/dramatic play, cooking, circle and story time, fine and gross motor skill building, and phonics awareness. Children also expand their social skills by learning to be considerate of others, to follow directions, to listen, and to cooperate. Village Park Preschool programs strive to create an environment inspiring each child's individual creativity and self-expression. We expose your child to new experiences through our field trips to places in our community. Students must be toilet trained. Proof of birth date is required at registration. 30104.01 51 classes M/W/F 8:40 am-12:40 pm 8/27-1/18 Fee: $1,59311 $1,910NR Afternoon OWIS (age 3 & 4 by 9/1/18, born between 9/2/13 & 9/1/15) Come join us in the afternoon! The Afternoon Owls is a combo class for your 3 & 4 year olds to thrive in an environment like our morning programs. The class structure will be similar to the Playschool Villagers and Cottage Kids programs with arts/crafts, story- telling, music, movement, listening skills, science, sensory, and outdoor activities. Students must be toilet trained. Proof of birth date is due at registration. 30105.01 51 classes M/W/F 12:45-3:15 pm 8/27-1/18 Fee: $1,000R $1,198NR *Fall Holiday Schedule - See bottom of page 10** Winter 2018 1 Register Online at https://registration.burlingame.org VILLAGE PARK PRESCHOOL Withdrawal & Refund Policy 41. VdlggE +pork WITHDRAWALS AND REFUNDS If it is determined by either the parents or Village Park Preschool that the placement of the child in Village Park Preschool is not in the best interest of the child or the school, the parent will be contacted to discuss appropriate action. If it is decided by either the parent or Village Park Preschool that the child be removed from the school, for any reason, a $125 registration fee will be forfeited and tuition will be prorated by the number of days attended by the child. A minimum of two weeks notice is required for withdrawal --prorated refunds will be based on this date or final class date if more than two weeks notice is given. Additionally, your tuition will only be refunded if another child from the waiting list can replace your child's spot. TOILET TRAINING Children enrolled in Lil' Sprouts (2 year old program) need not be toilet trained. However, all other children must be "potty trained" to attend school. No "Pull-ups" are allowed. If a registration fee is paid in the Spring for a child that is not competent in using the toilet independently by September, we will hold the spot for the child for a period of one month. The child may not attend school until he/she is potty trained and tuition will not be refunded for the time missed. Children do have accidents and parents are encouraged to send a change of clothes in a plastic bag with the child's name on it. If a child continues to have numerous accidents, they will be asked to withdraw until they are more consistent. The registration fee will be forfeited and tuition will be prorated by the number of days attended by the child. The parent has the choice of paying tuition while the child is not in school to hold their place, or go on the waiting list and wait for an opening when the child has become completely toilet trained. RESIDENCY Any discrepancies in residency, discovered after enrollment will result in removal from the program without a refund. RE-ENROLLMENT/PRIORITY REGISTRATION In order to reserve a place for the following year, parents of currently enrolled students are asked to submit a completed registration card and a non-refundable $125 registration fee by approximately February 15. Forms will be available on approximately February 1. Returning children will be given priority for enrollment, followed by siblings of currently enrolled children as per the policy stated below. To participate in priority enrollment, your child must have attended at least 75% of the classes at the Village. Students attending less than 75% of the school year will be able to register after the students who have attended more than 75% of the school year, but before any spaces are made available to the public at the Enrollment Lottery. Students may be allowed to repeat a class if both Village Park staff and the parents feel it is in the student's best interest. In late February enrollment will be open to the public to fill any remaining openings. Priority registration will be given to a sibling living in the same house and attending Lil' Sprouts, Cottage Kids, Villagers, or Afternoon Owls during the registration period after current students have re -enrolled, but before the spots are made available to the public at the Enrollment Lottery. This applies to Burlingame residents only. Non-residents can register after the Enrollment Lottery in late February at the Recreation Center. Lil' Sprouts (2 year olds) Priority registration will be given to a sibling living in the same house of a currently enrolled Lil' Sprout, Cottage Kid, Playschool Villager, and/or Afternoon Owl for the following Fall session. You must be a Burlingame resident to participate in priority registration. (over) Cottage Kids (3 year olds) At the time of registration, if your child is currently enrolled in Lil' Sprouts you will have priority to pre - register for Cottage Kids. You must be a Burlingame resident to participate in priority registration. If there are more students than spaces available, a lottery will be held for all the Burlingame residents enrolled in the Spring Lil' Sprouts program. Playschool Villagers (4 years old) At the time of registration, if your child is currently enrolled in Cottage Kids you will have priority to pre - register for Playschool Villagers. You must be a Burlingame resident to participate in priority registration. If there are more students than spaces available, a lottery will be held for all the Burlingame residents enrolled in the Spring Cottage Kids program. Afternoon Owls (3 & 4 year olds) At the time of registration, if your child is currently enrolled in the Afternoon Owls you will have priority to pre -register for Afternoon Owls. If you wish to enroll your child in the Playschool Villagers you will have priority after the Spring Cottage Kids have pre -registered. You must be a Burlingame resident to participate in priority registration. If there are more students than spaces available, a lottery will be held for all the Burlingame residents enrolled in the Spring Afternoon Owls program with priority given to students who attended the previous year's Lil' Sprouts program. ORIENTATION A brief orientation will be held for the children and parents in August of each year prior to the start of school for the Lil' Sprouts, Cottage Kids and Afternoon Owls classes. This gives new and continuing students a chance to meet the teachers and get familiar with the classroom. A notice will be sent home in August with orientation dates. TUITION -FEES -PAYMENT Village Park Preschool tuition is for a semester August- January and Februray - June. The first tuition payment is due at the time of registration. The other payment is due at the beginning of January to ensure you child's spot in the Spring semester. Full tuition is due for each semester even if children are away for vacation, sickness or holidays not observed by Village Park Preschool. VILLAGE PARK PRESCHOOL WAIT LIST POLICY 1. There is no cost to add your child's name to our class waiting lists. He/she will remain on the waitlist for the duration of the full school year you are seeking enrollment. 2. Please make sure Burlingame Parks and Recreation Department has a current phone number and email. We will call you only if a space becomes available. If your number changes please call the Burlingame Recreation Center to update your records at 650-558-7300. You may want to put your cell phone number in case you are out of town when/if the waiting list call comes. 3. If a space opens up and we contact a family on the waitlist, the price is based on the date when the phone call is first made; not when the family is able to start. 4. Families have 24 hours to respond to a waitlist opening and/or work out arrangements. If we don't hear back, Burlingame Parks and Recreation Department will move on to the next name on the list. 5. Families being offered a spot off the waitlist will not be given a private tour prior to enrolling. Parent Name Parent Signature Date City of Burlingame - piK 850 Burlingame A, INGAME BURLphone: (650) 558-7, recreatioY Parks & Recreation Dept. e., Burlingame, CA 94010 00 fax: (650) 696-7216 { ,kburlin ag me.org Vflloge Park Please read the following information carefully before signing. Initials are required after each statement: Village Park Preschool offers 3-4 tours a year from November -February, leading up to the Burlingame Lottery Night. Anyone registering for Village Park Preschool at the lottery night, or called off the waitlist throughout the school year will not be given a private tour. (Initial) I have read and signed the Withdrawal and Refund Policy and the Wait List Policy. I understand that if I withdraw from Village Park any time after registering I will forfeit the $125 registration/deposit fee. (Initial) If I choose to withdraw, a pro -rated refund will only be issued if my child's spot can be replaced from someone on the waiting list. (Initial) I understand that if I am on the waitlist and am called for a spot the pro -rated price is based on the date the phone call is first made by the Parks & Recreation Department and not when my child is able to start. (Initial) If it is revealed that false residency information was given, the child may be removed immediately from Village Park preschool and no refund of any kind will be given. (Initial) City of Burlingame may ask for proof of residency at any time. If any discrepancies in residency arise, City of Burlingame will investigate residency and may conduct a home visit. (Initial) I understand that children are placed in their age -eligible class based on their date of birth. There are no exceptions to this policy. (Initial) I have read and understand the toilet training policy (applicable to Cottage Kids, Afternoon Owls and Playschool Villagers) (Initial) Print Parent Name Parent Signature Date BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: November 16, 2017 From: Nicole Acquisti, Recreation Supervisor Subject Burlingame Aquatics Club Presentation and Proposed Modifications to the Reimbursement Payments to the City for Annual Maintenance Expenses RECOMMENDATION Staff recommends that the Parks and Recreation Commission review and approve the proposed plan to stabilize the Burlingame Aquatics Club (BAC) reimbursement payments for annual maintenance expenses for the Burlingame High School Pool. BACKGROUND The San Mateo Union High School District (SMUHSD) invoices the City quarterly for the City's share (78%) of the annual maintenance expenses for the Burlingame Aquatics Center located on the Burlingame High School campus. Per the contact between the City and BAC, the City receives quarterly reimbursement payments from the BAC to cover those expenses. The expenses include utilities, chemicals and supplies, chemical testing, and work orders pertaining to the pool house and locker rooms. Over the course of a year, the annual operational expenses can fluctuate due to a variety of variables; including but not limited to, weather, chemicals, and utility costs. This can cause financial unpredictability for the BAC and makes it challenging in determining appropriate fees for their programming. In order to assist the Burlingame Aquatic Club to budget more accurately for the fiscal year, City staff has worked out a process by which a fixed amount for annual maintenance expenses can be determined for a fiscal year while still allowing the BAC to pay the City the actual annual maintenance expenses. DISCUSSION To determine the annual maintenance expense reimbursement amount for use of the Burlingame Highs School pool, City staff reviewed the payments to the City from BAC based upon the expenses submitted by SMUHSD for the years ended March 31st 2015, 2016 and 2017. Taking the average of the prior three years of payments as the base and applying an annual growth rate, staff estimated the yearly cost for the next year. BAC staff, upon review of the estimated cost, agreed that $250,000, or $62,500 quarterly, would be an appropriate amount for the next year's payment to the City. City staff will review actual costs as of March 31 st each year and determine whether an underpayment or overpayment has occurred. In July of each year, City staff will also update the Burlingame Aquatic Club Fixed Yearly Payments November 16, 2017 calculation in order to have a more accurate quarterly payment going forward and incorporated plus or minus into the next year's payment schedule. These proposed changes to the reimbursement process will have benefits for the City and BAC. For the City, the payments will be made within the corresponding quarter, rather than three months after the invoices are received from SMUHSD. For BAC, this arrangement will provide increased predictability in fiscal budgeting, ease reconciliation, and improve financial management. This will eliminate seasonality and unforeseen anomalies in billing. BAC will continue to review and monitor expenses as they are currently doing. Fiscal Impact There would be no fiscal impact to the City. EXHIBITS None 2