HomeMy WebLinkAboutAgenda Packet - PR - 2014.04.17BURLINGAME PARKS & RECREATION COMMISSION
Regular Meeting Agenda
7:00pm, Thursday, April 17, 2014
Burlingame Recreation Center, 850 Burlingame Ave, Burlingame
COMMISSION PROCEDURES STUDY SESSION — 6:00 p.m. — Conference Room
Roll Call
Lau, Eaton, Martin, Hesselgren, Baird, Colson Baum
2. Approval of Minutes
Approve the minutes of the March 20th, 2014 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 infomation is optional. The Chairperson may limit speakers to three minutes each.
4. Old Business
A. Field Density Matrix
5. New Business
A. Community Needs Assessment for Capital Improvement Projects
6. Reports / Hand -Outs
A. Parks & Recreation Department Reports
1. Monthly Report
a. Community Center Master Plan Update
b. Foundation Update
c. Upcoming Events: YAC Spaghetti Dinner — April 30; Senior Fair — May 3;
Streets Alive — May 4
d. Adopt a Tree Info Link
B. Correspondence
C. Commissioners Reports
Future Agenda Items
Adjournment
Next Meetine
Thursday, May 15, 2014
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 av me.org.
AGENDA. 4/17/14posted 4/10/ l4
9UFL FG REPORT
To: Parks and Recreation Commission
Date: April 17, 2014
From: Tim Barry, Parks and Recreation Supervisor
Subject: Revised Field Density Matrix
RECOMMENDATION
Staffs recommends Commission review and approve the attached revised Field Density Matrix
that is to be included as Appendix B of the Field Use Policy.
BACKGROUND
At the February Commission meeting staff informed Commission they would inviting all of the
youth user groups to a meeting to develop a Field Density Matrix that would be included in the
revised Field Use Policy.
On Wednesday, March 5 staff met with youth user groups to discuss and develop a Field
Density Matrix. The groups who attend the meeting were Ralph Richard(BSC), Bob
Bierman(AYSO) and *Ian Milne(BGS). Absent from the meeting were BYBA, OLA, St
Catherine's, Mercy and Coyotes. Prior to the meeting, BYBA and Coyotes contacted staff
through e-mail to give input on the Field Density Matrix regarding their sport.
The Field Density Matrix that was developed by the Youth User Groups was e-mailed out for
review.
At the March Commission meeting staff was directed to add more detailed information
concerning the goal of the Field Density Matrix and that the numbers represented were based
on,practices not games.
Included with this staff report is the revised Field Density Matrix(Exhibit A) and Field Use
Policy(Exhibit B)
FISCAL IMPACT
None
EXHIBITS
A. Field Density Matrix
B. Field Use Policy
Soccer
US
U6
U7
US
U9
U10
U12
U14
U16
U18
Baseball
6U
7U
8U
IOU
12U
14U
16U
18U
Softball
6U
8U
IOU
12U
14U
16U/18U
Lacrosse
U9
U11
U13
U15
Field Density Matrix Guide Lines
rranKen rranKun Bayside Village Ray Ray Wash Wash
Stairs Softball Osberg Bayside #1 Bayside #2 Bayside #3 Bayside #4 Bayside #5 Soccer Murray Park Cuernavaca Park #1 Park #2 Park Main Park Small
40
40
50
60
60
NA
NA
NA
60
125
40
60
60
60
100
25
40
40
50
60
60
NA
NA
NA
60
125
40
60
60
60
100
25
40
40
so
60
40
NA
NA
NA
60
125
25
60
40
40
100
25
40
40
50
40
40
NA
NA
NA
60
125
25
60
40
40
100
25
25
25
45
40
40
NA
NA
NA
45
100
20
45
30
30
80
25
25
25
45
30
40
NA
NA
NA
45
100
20
45
25
20
80
25
25
25
45
30
40
NA
NA
NA
45
100
20
45
25
20
60
20
25
25
36
30
40
NA
NA
NA
45
80
NA
45
20
20
60
20
25
25
20
30
40
NA
NA
NA
45
80
NA
45
20
20
60
20
25
25
20
30
40
NA
NA
NA
45
80
NA
45
20
20
60
20
NA
. 10
10
10
10
10
10
10
NA
NA
.NA
10
10
10
NA
10
NA
10
10
10
10
10
10
10
NA
NA
NA
10
10
10
NA
10
NA
10
10
10
10
10
NA
NA
NA
NA
NA
10
10
10
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
18
NA
18
22
18
(PT)/ 2TM
22(PT)/2TM
18
18
18
NA
NA
NA
20(PT)/2TM
18
18
NA
18
24
(PT)/2TM
12(PT)/2TM
18
18
NA
NA
NA
20(PT)/2TM
18
18
NA
18
18
gie
(PT)/2TM
12(PT)/2TM
18
18
1818
18
(PT)/2 TM
12(PT)/2 TM
18
18
18
NA
NA
NA
12(PT)/Z TM
18
18
NA
18
NA
18
18
18
NA
NA
NAI
NA I
NA
18
NA I
NA
NA
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
20
20
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
20
20
NA
NA
40
NA
* This Field Density Matrix will be used to ensure that all fields are use to their maximum capacity without causing overuse in order to gurnatee good field quality and safe conditions.
* This Field Density Matrix is based on number of players/teams per field for practice.
BURLINGAME �
FiCity of Burlingame Field Use Policy
"r4.rb fnr:
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
• 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 alter and or expand its program offerings during the year.
The Process
I. 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 conducta 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 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 youth user groups will submit a detailed practice/game schedule to the parks and recreation
department prior to start of practices to help staff monitor the use of fields.
7. 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 rnatrix(Appendix B)
to ensure that [he available fields are used to their maximum capacity without causing overuse in order
to guarantee good field quality and safe conditions.
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
3
Residenev
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/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 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 Equally Eli¢ible Grouns Reguestine 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 2:00pm 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 forth 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 8:00am 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 (26) 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 Polic
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 Poliev
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.
- Alllitterand-debris-thatmay_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:OOpm and is showed 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.
Appeals 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 2/20/14 Tim B