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HomeMy WebLinkAboutAgenda Packet - PR - 2016.04.21BURLINGAME PARKS & RECREATION COMMISSION Regular Meeting Agenda 7:00pm, Thursday, April 21, 2016 Burlingame Recreation Center, 850 Burlingame Ave, Burlingame Roll Call Baird, Baum, Dito, Lewis, Schissler, Makelos Smith, Milne 2. Approval of Minutes Approve the minutes of the March 17, 2016 regular meeting 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 info nation is optional. The Chairperson may limit speakers to three minutes each. 4. Old Business 5. New Business A. Heritage Park Use — Follow up Report on Activity B. Field Use Policy Ad Hoc Committee 6. Reports / Hand -Outs A. Parks & Recreation Department Reports 1. Monthly Report a. Follow up Items b. Foundation Update B. Correspondence C. Commissioners Reports Future A¢enda Items 8. Adiournment Next Meetine Thursday, May 19, 2016 NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Dept. 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.burlin ag me.org. AGENDA 04/14/16posted 04/21/16 STAFF REPORT To: Parks and Recreation Commission Date: April 21, 2016 From: Margaret Glomstad, Parks and Recreation Director Subject: Update on Heritage Park Police Calls Staff recommends the Commission review the Burlingame Police Calls to Heritage Park. BACKGROUND In November, a resident spoke under Public Comment at the Commission meeting regarding her concerns about activities that were taking place at Heritage Park. The item was added to the January agenda for discussion. At the January meeting, staff reported that additional signage had been added to the park, the ivy covering the fence was removed and increased police patrols were requested. In addition to the work completed, the Commission requested staff to remove the bench down by the creek and to move the picnic table closer to the front of the park. The additional items were completed shortly after the January Commission meeting. As a follow up, the Commission requested an update on the number of police calls to Heritage Park at a future meeting. Attached as Exhibit A are the previous year's police calls to Heritage Park. DISCUSSION Staff requested an update from the Burlingame Police Department regarding the calls for Heritage Park. From January 1, 2016 through Monday, April 11, 2016 there have been two calls to Heritage Park. 1) 2/9/2016: Medical call in park. Seizure. Not juvenile or criminal related. 2) 2/29/2016: Report of adult male smoking marijuana in park. He was contacted by officers. No illegal drugs located. FISCAL IMPACT None 1 Update on Police Calls to Heritage Park April21, 2016 EXHIBITS A. Police Calls to Heritage Park 2015 Exhibit A Heritage Park Call Log 12/04/2015 Juveniles reported in creek area with flashlights. A group of approx. 6 juveniles ran from area upon police arrival. 11/13/2015 Loud subjects heard near creek. Gone on arrival. 10/31/2015 Teens reported drinking unknown beverages on bench near creek. Gone on arrival. 10/11/2015 Subjects with backpacks reported down in creek area. Gone on arrival. 6/18/2015 Three adult subjects contacted in park after hours. Sent on their way. 6/13/2015 Report of subject sleeping in park. Sent on his way. 3/23/2015 A group of juveniles reported in the creek area. Gone on arrival. 3/19/2015 Occupied parked vehicle in front of park. Sent on their way. 3/15/2015 Report of adult male smoking marijuana in park every day. Gone on arrival. a STAFF REPORT To: Parks and Recreation Commission Date: April 21, 2016 From: Margaret Glomstad, Parks and Recreation Director Subject: Appointment of Two Commissioners to the Field Use Policy Update Ad Hoc Committee RECOMMENDATION Staff recommends the Commission Chair appoint two commissioners to the Field Use Policy Update Ad Hoc Committee. The last revisions to the Field Use Policy were approved by the Commission on March 19, 2015. The revisions included (1) a definition of organization and Burlingame organization, (2) how residency percentage pertains to field priority, (3) a clear definition of subletting, and (4) options for subletting fees and consequences, I" offense - a written warning before the Commission, 2nd offense — issuance of a $1,000 penalty, hearing before Commission and probationary status of the organization, and 3'" offense — issuance of a $2,500 fee, hearing before Commission and loss of field time for the upcoming season. The subletting fees and consequences were later approved by the City Council at the April 20, 2016 Council meeting. DISCUSSION More recently, there have been new challenges that are not currently addressed in the Field Use Policy. These include: 1. Administrative changes to accredited user groups. 2. Soccer goals repetitively left on fields. 3. User groups submitting field requests after the deadline. 4. User groups submitting the practice schedule too late to be able to allocate field time to other user groups. 5. Field conditions require a reevaluation of the current field density. 6. User groups advising team members to not play on their high school team. 7. User groups have been using their allocated field time for clinics that require an additional fee. f Appointment of Two Commissioners to the Field Use Policy Update Ad Hoc Committee April21, 2016 Staff is requesting the formation of an Ad Hoc Committee. The Ad Hoc Committee would assist staff in working with the user groups to bring a proposed update to the policy to the Commission for approval. FISCAL IMPACT None EXHIBIT A. Field Use Policy 8 i `y' BURLINGA3 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 govem 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 Validated User Organization 1. User organizations, once validated by the Park and Recreation Commission, can request field space for seasonal sports leagues and tournaments. 2. In order to be a validated user organization, the following criteria must be met: a. Bea registered 501(c)3 non-profit organization. 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 50% residents. The Process 1. Field Use Allocation 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 organizations'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 meeting 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 use 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. All user organizations will submit a detailed practice/game schedule, including team name, age group and gender, to the parks and recreation department prior to start of practices to help staff monitor the use of fields. a. Any organization found to be reserving field use for any time period for another organization that has not paid the proper fees will be penalized by the revocation of its permit for the season for which the permit is issued. b. If any organization or team transfers or sublets field space without informing City staff their current permit maybe subject to cancellation or reduced. 7. Field Permits will be issued to each user organization with approved allocation times. Pen -nits will be on file in Parks and Recreation Department Office. Allocation Prioritv 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. 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. 4. Adult non-profit organizations. 5. For -profit groups or 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 changed if their overall residency numbers is significantly changed. 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. The City may require identification or documentation of proof of residency (i.e. current PG&E or home phone). Pees 2014-2015 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. 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 who 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. Other Fees and Penalties a. The violation for subletting is as follows. 1. l" offense is a written warning and hearing before Commission. 2. 21d offense is $1,000 fee, hearing before Commission and probationary status of the organization. 3. 3`d offense is $2,500 fee, hearing before Commission and loss of field time for the upcoming season. Validated user organizations per player final numbers are due March I" for the Spring Season and October 1" 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 monthly by city staff. 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 All permit cancellations or changes must be submitted 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. If you are not using time you have been allocated please inform the City Field Use Coordinator so it can reallocated to other groups. 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 Came 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 X X X X X X 250 Anza Blvd 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. 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. 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 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. 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, 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. 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 govem 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 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, user organizations may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Commission. Updated 4110115 TB 7 Burlingame School District Rules and Regulations Use during school hours is by permitted use only All visitors must sign in at the office when school is in session The school grounds are open for community use during daylight hours when school is not in session Use of the turf and other organized activities shall be by permit only All goals must be secured with adequate sand bags Prior approval by the Burlingame School District is required for all structures, including goals, tents, umbrellas and banners The following and similar ARE STRICTLY PROHIBITED: Illegal drugs Alcohol or any tobacco products Dogs and other pets Firearms Skating Model airplanes or rockets Cars, bicycles, scooters or any moving vehicle Golf, cricket or archery Metal cleats Fireworks Fires or barbeques Gum, food or beverages of any kind except water Sunflower seeds or any shelled nuts Glass containers Climbing on roof or backstops Anything which may make a spike or indentation into turf surface such as goals, tents, umbrellas, banners, etc Use of paint, chalk, flour or any marking substances Duct tape or any type of adhesive ORGANIZED SPORTS ACTIVITIES BY PERMIT ONLY Complex closed between the hours of 10:00pm and 6:00am All board of education policies, Burlingame municipal codes, the California Education Code, the California penal code section 626.8, and the California vehicle code section 21113 are enforced. ioccer US U6 U7 US U9 We U12 U14 1116 U18 Baseball 6U 7U 8U 101.1 22U 14U 16U i8U Softball 6U 8U 101.1 12U 14U 16U/18U Lacrosse U9 U11 U13 U15 Field Density Matrix Guidelines Appendix B Franklin Franklin Bayside village Ray Ray Wash Wash Osberg Bayside ill Bayside 42 Bayside N3 Bayside p4 Bayside NS soccer Murray Park Cuernavaca Park xi Park 92 Park Main Park Small 40 40 50 60 60 NA NA NA =160 85 40 60 60 60 100 25 40 40 50 60 60 NA NA NA 60 85 40 60 60 60 100 25 40 40 50 60 40 NA NA NA 60 85 1 25 60 1 40 40 300 25 40 40 50 40 40 NA NA NA 60 85 25 60 40 40 100 25 25 25 45 40 40 NA NA NA 45 60 20 45 30 30 50 25 25 25 45 30 40 NA NA NA 45 60 20 45 25 20 25 25 25 45 30 40 NA NA NA 45 60 20 45 25 20 50 20 25 25 35 30 40 NA NA NA 45 40 NA 45 20 20 SD 20 25 25 20 30 40 NA NA NA 45 40 NA 45 20 20 50 20 25 25 20 30 40 NA NA NA 45 40 NA 45 20 20 SD 20 NA 30 10 30 30 10 10 10 NA NA NA 10 10 30 NA 30 NA 10 30 10 10 30 30 30 NA NA NA 30 10 30 NA 30 NA 10 10 10 10 10 NA NA NA NA NA 30 10 30 NA 10 NA 12 12 12 12 12 NA NA NA NA. NA 12 12 12 NA 12 NA NA NA 12 12 NA NA NA NA NA NA 12 NA NA NA NA NA NA NA 12 12 NA NA NA NA NA NA 12 NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA 18 NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA 18 NA 20 20 20 20(PT)/2TM 20(PT)/2TM 20 18 18 NA NA NA 20(PT)/2TM 18 18WNANA 22 18 - 22 22(PT)/2TM 22(PT)/2TM 18 18 18 NA NA NA 20(PT)/2TM 18 18 24 18 24 12(PT)/2TM 12(PT)/2TM 18 18 18 NA NA NA 20(PT)/2TM 18 181818 1812(PT)/2TM 12(PT)/2TM 18 18 18 NA NA NA 12(PT)/2TM 18 IS18 18 18 12(PT)/2TM 12(PT)/2TM 18 18 18 NA NA NA 12(PT)/2TM 18 18NA 18 NA 18 18 18 NA NA NA NA NA 18 NA NA 25 1 25 1 40 20 20 NA NA NA 1 50 1 50 1 20 20 1 NA NA 40 NA 25 25 40 20 20 NA NA NA 50 50 20 20 NA NA 40 NA 25 25 40 20 20 NA NA NA 50 50 1 20 20 NA NA 40 NA 25 25 1 40 1 20 20 h NA NA 50 50 20 20 1 NA NA 40 NA 'This field Density M31n will he used to ensure that all fields are use to their maximum capacity without causing overuse in order to guarantee good field quality and safe conditions. This Field OenslN Matrix is based on number of players/teams per field for practice. Spa lelli ]DIrixeT Brought to you by the Youth Advisory Committee _'qW .1, Il ar.� !► Friday, Apro0 2 nd Join us for pasta, salad, drinks, music, raffle and MOREH Only at: PwThe Burlingame Rec Center BU�RLIINyG�A NNON.- Fueo e PARKSRECREOUNDATION $8 'Prreoame $5 Kids $�S'10 Door Drinks will be available for purchase through the Parks & Recreation Foundation!