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HomeMy WebLinkAboutAgenda Packet - PR - 2014.02.20BURLINGAME PARKS & RECREATION COMMISSION Regular Meeting Agenda 7:00pm, Thursday, February 20th, 2014 Burlingame Recreation Center, 850 Burlingame Ave, Burlingame 1. Roll Call Lau, Eaton, Martin, Hesselgren, Baird, Colson Baum 2. Aimroval of Minutes Approve the minutes of the January 16, 2013 regular meeting 3. 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 infomation is optional. The Chairperson may limit speakers to three minutes each. 4. Old Business A. Field Use Policy 5. New Business A. Dog Off Leash Hours at Washington and Cuernavaca Park B. Community Center Master Plan -Presentation 6. Reports / Hand -Outs A. Parks & Recreation Department Reports 1. Monthly Report B. Correspondence C. Commissioners Reports 7. Future Agenda Items 8. Adioumment Next Meetine Thursday, March 20, 2014 NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Dept. at (650J 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: wwiv.burlinQame org. AGENDA. 2/20/14posted 02/13/14 UNAPPROVED MEETING MINUTES Regular Meeting of the Burlingame Parks & Recreation Commission Thursday, January 16, 2014 The regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Lau at 7:00 pm at the Burlingame Recreation Center, 850 Burlingame Ave., Burlingame. 1. ROLL CALL Commissioners Present: Lau, Eaton, Martin, Hesselgren, Baird, Baum Commissioners Absent: Colson Staff Present: Director Glomstad and Administrative Secretary Helley Others Present: Suze Gardner, Burlingame Aquatic Club, Roy Schnabel, Burlingame Soccer Club; Sofia Schnabel, Burlingame Soccer Club Player 2. MINUTES The Minutes of the December 19, 2013 regular meeting were approved. 3. PUBLIC COMMENTS None 4. OLD BUSINESS None 5. NEW BUSINESS a. Burlingame Aquatic Club Status Update — Suze Gardner, Executive Director of the Burlingame Aquatic Club, provided an overview of the status of the Burlingame Aquatics Club Community Programming. She stated the group took over the public swim programming at the pool about 2 years ago and continues to also run the competitive swim team and water polo program. BAC is continuing to develop and refine the Community Programming by adding adult private swim lessons, aqua aerobics and additional "pass" payment options. b. Adopt a Tree Program — Glomstad described the development of the Adopt a Tree Program for the City of Burlingame. The Parks Division plants approximately 300 city trees per year. Each tree requires approximately 5 gallons of water per week for the first two years to establish a deep root system and healthy tree. The City leaves information tags at the properties adjacent to the newly planted trees in the hopes of having the residents take care of the tree accordingly. Despite this effort and the number of trees that are planted in areas without adjacent properties, not all the trees survive due to lack of adequate watering and therefore need to be replaced. The Parks Division makes a concerted effort to water the trees, however, is unable to provide the proper amount of watering without assistance from residents. Glomstad was contacted by an interested citizen about developing an Adopt a Tree program with in the City. The Citizens Environmental Council Member Kathy Merriweather has been working with the Parks Division on the program points. The plan will be presented to the Beautification Commission and to City Council in February in the hope of rolling out the program on Arbor Day, March 7 s. MOTION by Hesseleren (seconded by Martin): Commission recommends the approval of the Adopt a Tree program by City Council. MOTION PASSED 6-0-1 (Colson absent) 6. REPORTS/HANDOUTS a. Parks & Recreation Reports Monthly Report — a. Dog Off Leash Update — Glomstad reported on a meeting at Cuernavaca Park on January 11, 2014. Approximately 20 community members attended the meeting. The residents preferred a fenced in area. Concerns were voiced of feces being left on the ball field. Comments were made about the pilot dog off leash program in San Mateo and how there has been a reduction of feces on the field since the program started. Hours would change with the school session as the field is being used differently whether school is in session or not. Those in attendance were excited about options being explored to provide off leash opportunities in the area. The current timeline is to take the proposal to Council and implemented for summer. b. Community Center Master Plan Update — Glomstad noted a meeting is scheduled of the Community Advisory Committee for February 12, 2014. b. Correspondence —None c. Commissioner Reports — None 7. ADJOURNMENT The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, February 20 at 7:00 p.m. at Burlingame Recreation Center. There being no further business, the meeting adjourned at 8:11 pm. Respectfully submitted, Joleen Helley Recording Secretary a STAFF REPORT To: Parks and Recreation Commission Date: February 20, 2014 From: Tim Barry, Parks and Recreation Supervisor Subject: Field Use Policy Review RECOMMENDATION Staff recommends Commission review the summary of the discussion with the youth user groups regarding modifications to the current field use policy, hear any additional input from community members and to review the proposed modifications to the existing policy. BACKGROUND At the December Commission meeting staff informed Commission they would inviting all of the youth user groups to a meeting to discuss the current Field Use Policy, how the past revisions to policy affected their organizations and give input on possible modifications or updates to the policy, On Tuesday, January 21 staff met with youth user groups to review the current policy. The groups who attend the meeting were Eric Nuss and Christine Ardito(BYBA), Ralph Richard(BSC), Bill Wolfenden(Coyotes Lacrosse) and Will Evans(AYSO). Absent from the meeting were OLA, St Catherine's, Mercy and BGS. Included with this staff report is the current field use policy (Exhibit A), notes from the meeting with the user groups on January 21 (Exhibit B) and proposed modifications to current Field User Policy (Exhibit C). FISCAL IMPACT None EXHIBITS A. Current Field Use Policy B. Notes from Youth User Group meeting on Tuesday, January 21, 2014 C. Proposed Modification to Field Use Policy �Zeia�ve� ��lr 1WIN, City of Burlingame Field Use Policy Foj•� wit �f 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 group 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 group needs to commit to the process and be flexible and able to modify their requests as needed to maximize field usage. Purpose o To strive to provide all Burlingame residents with an opportunity to participate in their activity of choice. m 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. o To ensure Burlingame residents have priority access to parks and playing fields. a 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. o 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. a To ensure that appropriate sports are permitted on appropriate fields. o 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 Groups 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 expand its program offerings during the year. 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 group's field coordinator. 4. Once all one-on-one meeting are completed, the City will conduct a joint user groups meeting to discuss field allocations and issues common to the User Groups. 5. Field Permits will be issued to each user group with approved allocation times. Permits will be on file in Parks and Recreation Department Office. Allocation Priori 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. Youth non-profit 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 group'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 group's Finalized overall participant numbers, a group's field allocation maybe changed if their overall residency numbers is significantly changed. Field Use Guidelines The City Field Use Coordinator will use the following guidelines to ensure that the available fields are used to their maximum capacity in order to provide as much of each organization's field use requests. Bayside Fields: 1125 Airport Blvd • Diamond # 1 & #2: Youth Baseball game/practice, Youth Softball game/practice, Youth Soccer game/practice, Youth Lacrosse practice only and Adult Softball games/practice. Diamond #3 & #4: Youth Baseball game/practice and Youth Softball game/practice. Fields #3/#4 Soccer. Youth Soccer game/practice and Youth Lacrosse game/practice. Murray Field: 250 Anza Blvd • Adult Soccer game/practice, Youth Soccer game/practice and Youth Lacrosse game/practice. Washington Park: 850 Burlingame Ave • Main Diamond: Youth Baseball game/practice, Youth Soccer game/practice Youth Lacrosse practice. Small Diamond: Youth Baseball game/practice, Youth Softball game/practice Youth Soccer game/practice. Franklin Field: 2385 Trousdale Dr. • Youth Softball game/practice, Youth Baseball game/practice, Youth Lacrosse game/practice and Youth Soccer game/practice. Osberg Field: 1715 Quesada Way • Youth Baseball game/practice, Youth Softball game/practice, Youth Lacrosse game/practice and Youth Soccer game/practice. Cuernavaca Park: 3075 Hunt at Alcazar • Youth Baseball game/practice, Youth Softball game/practice and Youth Soccer game/practice. Ray Park: 1525 Balboa Ave • Youth Baseball game/practice, Youth Softball game/practice and Youth Soccer game/practice. Village Park: 1535 California Drive • Youth Soccer game/practice and Youth Lacrosse practice Residency A resident shall be defined as anyone who has a permanent residential address within Burlingame. Any person owning and paying taxes on real properly 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). Fees 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. Youth user groups who have 51 % or more Burlingame Residents. a. $15/player/season for residents; $60/player/season/nonresidents plus a $1.00 per hour use of field time. 4. Youth user groups who have fewer than 51 % Burlingame Residents. a. $15/player/season for residents; $60/player/season/nonresidents plus a $3.00 per hour use of field time. 5. Outside field rentals. a. Refer to Facility Rental Schedule Youth User groups per player final numbers are due March 1" for the Spring Season and September 1" for Fall Season. Youth organizations will be invoiced by the city after those final numbers are submitted Youth User Groups per hour fees and lights fees will be invoiced monthly by city staff. Two or More Equally Eligible Groups Rearresting the Same Field • In the event that two or more field requests with equivalent residency overlap, the groups shall first work together to resolve the issue through compromise. If the issue cannot be resolved by the groups, the City's Field Coordinator will use good judgment in determining the field allocation for the season. Additional Considerations • The City reserves the right to cancel an allocation to accommodate the needs of any City sponsored/co-sponsored tournaments and/or special events. • All field users must have a copy of their Field Use Permit available for inspection. • Requests for additional use, programs or facilities not covered by the Athletic Field Use and Allocation 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 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 groups 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 groups and 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 or team that uses a closed field is subject to a one-year ban from using City facilities. Tournaments Applicants must complete a toumamem 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 • No subleasing of fields is allowed under any circumstance. Subleasing of fields will result in revocation of all permits. • No two non-resident teams may use Burlingame fields during league season without prior approval of the Parks and Recreation Department. • 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. • 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. • Games and practices are not to start before 8:O0am 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. • 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. • 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 field user group and will post a notice on the Field Condition Line: 650-558-7319. • Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. • No alcoholic beverages are allowed; violation will result in forfeiture of the permit and no fees will be returned. • No smoking is allowed at all times within twenty (20) feet of any bleachers, grandstands, playing fields or dugouts of any sports field. • No group shall enter an area posted as "closed to the public" or "field closed". No persons shall remove or alter such postings. • 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. • No group 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 • 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. Restrooms Some public parks have public restrooms which may be utilized. If a user group chooses to use portable restrooms, arrangements must be made with the City or School District. User groups must contact the City of Burlingame at least one week prior to the event for location approval. In addition, user groups 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. 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. • 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. • All groups 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. • 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. • 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. • 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. Anneals Process The Parks and Recreation Department staff will make interpretation of the language in this Field Use Policy. In the case of a dispute over the meaning, interpretation or intent of any portion of this Field Use Policy, User Groups may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Commission. Approved 6/28/12 Tim B --0 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 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 626.6, and the California vehicle code section 21113 are enforced. Field Policy Review Notes Tuesday, January 21, 2014 NOTES Comments from Youth Organizations 1. In calculating the total field hours available, should allocation time on fields where sports can't be played or are traditionally not played be calculated in the total hours available to those groups? 2. There should be a 2"d follow up meeting with all groups to resolve or fill in any holes in practice and game schedule. 3. Should younger age participants be given priority to the early morning practice/game slots? 4. What is the percentage of residents and non-residents who participate in the adult sports programs offered by the parks and recreation department? 5. What is the total number of field hours allocated to youth classes and sports offered by the parks and recreation department? 6. How do you address field density and over use of athletic fields? Suggestions 1. Youth user groups will have a follow up meeting, approximately one month, after initial field allocation. Groups will bring their detailed practice/game schedule to work together to fulfill all group's needs. 2. Youth user groups will submit a detailed practice and game schedule to the parks and recreation department. This will allow the recreation department to monitor the use of fields. 3. Staff will calculate the total number of hours used by all parks and recreation classes/sports that use athletic fields. 4. Staff will work with youth user groups to develop min and max standards for use of fields. 5. Staff will continue to research a cost effective and user friendly on- line field scheduling software. Groups who attended were: Eric Nuss and Christine Ardito(BYBA), Ralph Richard (BSC), Bill Wolfenden (Coyotes Lacrosse) and Will Evans (AYSO) aCity 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 group 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 group needs to commit to the process and be flexible and able to modify their requests as needed to maximize field usage. Pur ose • 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 Groups 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 expand its program offerings during the year. The Process 1. Field Use Allocation Fors will be available at the City Rec Department. 2. Fors 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 group's field coordinator. 4. Once all one-on-one meeting are completed, the City will conduct a joint user groups meeting to discuss field allocations and issues common to the User Groups. 5. Approximately one month after initial field allocation youth use roups will have a follow un meetrna to nrncanr fue A_, _.t_a ___ _'_--'_---- . -5-6-All Youth user groups will submit a detailed practice/tame schedule to the narks and recreation department pnor to start of practices to hell) staff monitor the use of fields 6-..Field Permits will be issued to each user group 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. Youth non-profit 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 group'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 group's finalized overall participant numbers, a group's field allocation maybe changed if their overall residency numbers is significantly changed. Field Use Guidelines The City Field Use Coordinator will use the following guidelines and field density matrixlAppendix B) to ensure that the available fields are used to their maximums capacity without causine Bayside Fields: 1125 Airport Blvd • Diamond # 1 & #2: Youth Baseball game/practice, Youth Softball game/practice, Youth Soccer game/practice, Youth Lacrosse practice only and Adult Softball games/practice. • Diamond #3 & #4: Youth Baseball game/practice and Youth Softball game/practice. • Fields #3/#4 Soccer: Youth Soccer game/practice and Youth Lacrosse game/practice. Murray Field: 250 Anza Blvd • Adult Soccer game/practice, Youth Soccer game/practice and Youth Lacrosse game/practice. Washington Park: 850 Burlingame Ave • Main Diamond: Youth Baseball game/practice, Youth Soccer game/practice Youth Lacrosse practice. • Small Diamond: Youth Baseball game/practice, Youth Softball game/practice Youth Soccer game/practice. Franklin Field: 2385 Trousdale Dr. Youth Softball game/practice, Youth Baseball game/practice, Youth Lacrosse game/practice and Youth Soccer game/practice. Osberg Field: 1715 Quesada Way Youth Baseball game/practice, Youth Softball game/practice, Youth Lacrosse game/practice and Youth Soccer gamelpractice. Cuernavaca Park: 3075 Hunt at Alcazar Youth Baseball game/practice, Youth Softball gamelpractice and Youth Soccer game/practice. Ray Park: 1525 Balboa Ave • Youth Baseball game/practice, Youth Softball game/practice and Youth Soccer game/practice. Village Park: 1535 California Drive • Youth Soccer game/practice and Youth Lacrosse practice 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). Fees 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. Youth user groups who have 51% or more Burlingame Residents. a. $15/player/season for residents; $60/player/season/nonresidents plus a $1.00 per hour use of field time. 4. Youth user groups who have fewer than 51 % Burlingame Residents. a. $15/player/season for residents; $60/player/semon/nonresidents plus a $3.00 per hour use of field time. 5. Outside field rentals. a. Refer to Facility Rental Schedule Youth User groups per player final numbers are due March 1" for the Spring Season and September I" for Fall Season. Youth organizations will be invoiced by the city after those final numbers are submitted. Youth User Groups per hour fees and lights fees will be invoiced monthly by city staff. Two or More Euuallv Eligible Groups ReauestinQ the Same Field • In the event that two or more field requests with equivalent residency overlap, the groups shall first work together to resolve the issue through compromise. If the issue cannot be resolved by the groups, the City's Field Coordinator will use good judgment in determining the field allocation for the season. Additional Considerations • The City reserves the right to cancel an allocation to accommodate the needs of any City sponsored/co-sponsored tournaments and/or special events. • All field users must have a copy of their Field Use Permit available for inspection. • Requests for additional use, programs or facilities not covered by the Athletic Field Use and Allocation Policy should be addressed in writing to the city. Cancellation Polic 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 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 groups 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 groups and 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 or team that uses a closed field is subject to a one-year ban from using City facilities. 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 • No subleasing of fields is allowed under any circumstance. Subleasing of fields will result in revocation of all permits. • No two non-resident teams may use Burlingame fields during league season without prior approval of the Parks and Recreation Department. • 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. • 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. • 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. • 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. • 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 field user group and will post a notice on the Field Condition Line: 650-558-7319. • Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. • No alcoholic beverages are allowed; violation will result in forfeiture of the permit and no fees will be returned. • No smoking is allowed at all times within twenty (20) feet of any bleachers, grandstands, playing fields or dugouts of any sports field • No group shall enter an area posted as "closed to the public" or "field closed". No persons shall remove or alter such postings. • 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. • No group 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. • 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. Restrooms Some public parks have public restrooms which may be utilized. If a user group chooses to use portable restrooms, arrangements must be made with the City or School District. User groups must contact the City of Burlingame at least one week prior to the event for location approval. In addition, user groups 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. 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 Neiahbor 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. • 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. • All groups 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. • No amplified music, use of musical instruments, radios, or Public Address system testing or use allowed before 9:OOam or after 8:00pm and is allowed by permit only. • 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. • 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. Anneals Process The Parks and Recreation Department staff will make interpretation of the language in this Field Use Policy. In the case of a dispute over the meaning, interpretation or intent of any portion of this Field Use Policy, User Groups may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Commission. Approved 6/28/12 Tim B Appendix B To be developed with user groups. aSTAFF REPORT To: Parks and Recreation Commission Date: February 20, 2014 From: Nicole Acquisti, Recreation Supervisor Subject Additional Dog Off -Leash Locations RECOMMENDATION Staff recommends Commission approve the pilot program for additional dog off -leash locations at Washington Ball Park Outfield and Cuernavaca Ball Park Outfield. BACKGROUND Over the past year Parks and Recreation Department staff has been gathering community input regarding possible locations within the City for additional off -leash locations and improvements to the Dog Exercise Park. Throughout this process, staff has received guidance from the Dog Park Task Force which is comprised of two Councilmembers, two Parks and Recreation Commissioners, Department Staff and a representative from the Peninsula Humane Society. Exhibit A outlines the feedback that has come from the community process. DISCUSSION The Dog Park Task Force last met on February 11, 2014 to review the progress over the last year and to determine future steps. After discussion and review of comments from the community, the Dog Park Task Force recommends to move forward with a pilot program to increase off -leash hours at Washington and Cuernavaca Bal Park outfields. The following program guidelines are below The additional hours would be from 7:30am when the existing off leash areas close until 3pm when the ball fields begin to be used by youth sports groups. The areas would be open from Monday through Friday during the school year. The pilot program is suggested to be evaluation for a year's duration. If, however, there is an increase in damage to the grass or an increase in dog feces during the pilot program, City staff reserve the right to revoke the off -leash pilot program at either location. At 3pm each day the off -leash program is open, the sprinklers will turn on to encourage any remain dogs and owners to leave as well as to refresh the grass outfield. Signage will be created and displayed for each location that clearly defines the area for off -leash use, states the hours of use and list the rules. Based on input from community members, the Department will also be providing plastic bag dispensers with bags and trash receptacles at both sites. FISCAL IMPACT It is anticipated that the cost will be $1,350 for five signs (at $150 per sign) and two waste dispensers ($300 per dispenser). The current CIP budget can accommodate these costs. The ongoing cost to replenish the bags for a year's period is approximately $1000. Funds should be available in the Park operating budget. EXHIBITS A. Community Process Feedback Overview 2 February 20, 2104 STAFF REPORT Additional Dog Off -Leash Locations Exhibit A: Community Process Feedback Overview Increase Off -leash Hours 1. Washington Park On February 23, 2013, the Parks and Recreation Department held a community meeting regarding Washington Park's off -leash area. The purpose of the meeting was to gather information from the off -leash area users and neighbors of Washington Park. Discussion topics • Current off -leash hours and location within Washington Park. • Possible addition of Washington Ballpark outfield location. • Community feedback re: Washington Ballpark as off -leash option: a. Proper disposing of dog waste b. Conflicting hours with sports c. Still no evening hours d. Bigger isn't always better e. Use of sprinklers can regulate closing time and help maintain grass f. Area would be fenced in g. Did not want to publicize a larger park for non-residents use • Community feedback re: existing off leash area in Washington Park: a. Builds community within neighborhood b. Need evening hours c. Adjust hours during daylight savings time d. Need weekend hours e. Posting of rules and map of off leash area f. Creating a fenced in area g. Fining people/calling Police for off -leash during non -off -leash hours h. Need to address fundamental dog park needs (it was mentioned that the current area is not a "dog park" but instead just an off -leash option) i. Open to off -leash for all hours of the day • Other topics of discussion a. Look around town for underutilized areas for additional off -leash space b. Rules for dogs in heat or not neutered c. Additional funding (ex. Spark Park) 2. Cuernavaca Park: On January 11, 2014, the Parks and Recreation Department staff held a community meeting at Cuernavaca Park to discuss the possibility of adding off -leash areas on the ball outfield. Discussion Topics • An invitation was sent to all residents within a two block radius around the park, and many replied with feedback via email. In attendance were 20 residents and users of the Cuernavaca off -leash area. • The Cuernavaca field is available throughout the school year from 8am-3pm Monday -Friday. This timeframe was suggested to be used as further off -leash hours. • City staff visited dog parks around the Peninsula. San Mateo has had positive feedback using ball fields to increase off -leash areas. One of the benefits to using a ball field is that it is a fenced in area. They also found when it is more official; people took better care of the field. • Community feedback on existing off -leash area in Cuernavaca Park: a. There needs to be a fenced for the off -leash area; in particular along Hunt and in between the grass and the blacktop. b. Owners are not picking up after their dogs; other dog owners are picking up after them. c. Extend morning hours to 8am (instead of the current 7:30am). • Community feedback regarding Cuernavaca Ball Fields as off -leash option: a. Good use of enclosed space. b. Still no evening hours. c. Users need to clean up after their dogs. Dog Exercise Park 1. As part of the effort to outreach to the dog community in Burlingame, the Parks and Recreation Department staff held two community meetings on August 3 and October 30, 2013 and staff has meet with park users on site. The first meeting served as an open forum for the community members and dog exercise park users to give input as to what improvements they'd like to see done to the park. The second meeting presented the "wish list" and improvement plan based on the feedback from the first meeting as well as many site visits and discussions with the human patrons of the park. 2. Based on the feedback from the community meetings and with the approval of the Dog Park Task Force and the Parks and Recreation Commission, the following is the priority list for the Dog Exercise Park improvements. a. Remove the wood strip that was previously used to separate the dirt and grass: COMPLETED b. Remove the 2 wooden planter boxes: COMPLETED c. Removing the small dog enclosure: Attendees stated that they like the enclosure, but suggested to use a latch gate so that it can be opened if necessary. Parks staff removed the lock so the gate can open when desired. d. Additional water fountain at the south park entry. Pet bowls were not recommended due to potential bacteria issues (ie: giardia). e. Replacement of existing water fountain. f. Adding a shade structure on the eastside of the park. g. Adding dog wash area at the south park entry. B"� STAFF REPORT To: Parks and Recreation Commission Date: February 20, 2014 From: Margaret Glomstad, Parks and Recreation Director Subject Community Center Master Design Plan Presentation Staff recommends the Commission hear the presentation about the Community Center Master Design Plan (MDP) and provide comments to City staff and the architectural team. BACKGROUND In January 2013, the Parks and Recreation Department began working with Group 4 Architects on a Master Design Plan for the Community Center. The process began with the formation of a Project Management Team which is comprised of City staff and the architectural team as well as a Community Advisory Committee (CAC) which is comprised of leaders and stakeholders from the community. After an initial meeting, the CAC toured four community centers to get an understanding of programming opportunities and floor plan options as well as view other community center designs. The process continued with focus group meetings and interviews with key stakeholders in the community. The focus group meetings included the following groups: 1. Seniors 2. Lion's Club 3. Teens 4. Neighbors 5. Families with pre-school aged children 6. School -age parents/PTA/School educators In addition to the focus group meetings, a community meeting was held on September 18. Information about the Master Design Process and input gathering was advertised through the ENews, community surveys (in person and online), school newsletters, City water bill inserts, in the Burlingame Patch and on the back cover of two Parks and Recreation (sent to all residences in the City of Burlingame). The Spring/Summer Brochure will also have information about the MDP on a half page color ad. The City website has a dedicated page to keep the community informed about the process and current status of the project. 1 Community Center Master Design Presentation February 20, 2014 Pictorial kiosks with information and surveys were provided at the following events: 1. Music in the Park - June 28, July 7, 14, 21 & 28 2. Movies in the Park - September 6 3. ArtzFest - August 3 & 4 4. Family Campout - August 23 5. Fresh Market - September 17 & October 13 For the past two months a guided tour of the pictorial kiosks showing site location options, program options and parking strategies has been open in the Recreation Center. Participants have the opportunity to provide suggestions and comments. Future opportunities for community input will be available at an upcoming Planning Commission meeting, a Fresh Market and a City Council meeting. Other possible meeting locations are being discussed. DISCUSSION The needs assessment, site analysis and program options portion of the Community Center Master Plan project is coming to a close. From the input gathered and research done, the site location options, programs options and parking strategies have been narrowed down to the information that is part of the Park and Recreation Commission presentation. 2