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HomeMy WebLinkAboutAgenda Packet - PR - 2013.06.20BURLINGAME PARKS & RECREATION COMMISSION Regular Meeting Agenda 7:00pm, Thursday, June 20, 2013 Burlingame Recreation Center, 850 Burlingame Ave, Burlingame 1. Roll Call Baum, Bulotti, Griffith, Lau, Eaton, Martin, Hesselgren 2. Approval of Minutes Approve the minutes of the May 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. Burlingame Soccer Club Presentation B. Status of July Meeting C. Tennis Court Lessons 5. New Business A. Community Garden - Attachment 6. Reports / Hand -Outs A. Parks & Recreation Department Reports 1. Monthly Report a. Pet Parade 2013 2. Community Center Master Plan Update 3. Correspondence B. Commissioners Reports 7. Adjournment Next Meeting - Thursday, July 18 OR August 15, 2013 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. Complete agendas packets and minutes are also available on the City's website: wwiv.burlin ame.org. AGENDA.620113pmed 6113113 City of Burlingame t BURLINGAMEParks & Recreation Department850 Burlingame Avenue, Burlingame, CA 94010 Phone: (650) 558-7300 • Fax: (650) 696-7216 Staff Report Date: June 14, 2013 To: Parks and Recreation Commission From: Margaret Glomstad, Parks and Recreation Director Subject: Community Garden Location at Bayside Fields RECOMMENDATION It is recommended the Commission approve Bayside Fields as the location for the Burlingame Community Garden. BACKGROUND At the Council's February 7, 2011 meeting, staff provided results of a survey distributed to obtain public opinion on the concept of a community garden in Burlingame. The Council reviewed the results, discussed operational considerations, and directed staff to work with Burlingame Garden Club (BGC) to develop a location for a community garden. When looking for an appropriate site on City property the below items were taken into consideration: 1. Available space for approximately 26 beds (3250 sq ft.) 2. Adequate sun light 3. Current activities and the times of those activities (how busy is the area) 4. Parking 5. Americans with Disabilities Act compliance requirements 6. Would the area available allow for a 5' fence around the garden area with minimum impact? 7. Access to water for irrigation 8. Other obstacles that would make the park not practical for a community garden In searching for an appropriate location for the Community Garden, staff explored and ultimately rejected many locations within the city, including Victoria Park. The current proposed site is between the batting cage and storage sheds at Bayside Fields. The area is able to accommodate 22 4' x 8' raised wood planter beds, including accessible beds (Exhibits A and B). In order for this location to work, it is necessary to remove three young redwood trees. Three new redwood trees will be planted at Bayside Fields. In addition, fencing will be installed to better manage the Community Garden area. The program structure of the Burlingame Community Garden was designed with input from the BGC. The Community Garden will be managed by the Parks and Recreation Department and maintained by the members of the Community Garden (Exhibit C). The fee per planter box is expected to be $65 per year. The objective is to have the planter box fees cover the costs of water to the Community Garden. EXHIBITS A. Site Plan of Proposed Community Garden B. Pictures of Proposed Location C. Community Garden Policies, Rules & Waiver Eauesualn xawW lmuvRl I ( ( I I \ R'"ruw�OO°n ,mom mry :core � ro R*alo[6 1 % / \ MEIDEMI / AoecrosWvrtla6eNArt J ZR 1 1 ¢ ; 1 W 1 21Wy„ ® ' 1iwLE-Nixd[],Lf. 1 re I I M.7 ] 1 � °n xne rz t_- I / /+ (fJgt ', P (E)6ULLPEN B(p�Gf -CEII': I Iwww ' A'ITING I / \ ao�rymmimo,xW • ] ] - (E)CAGE PI„NYIE OpiFl1[E` A' 0.6 rerlN ,O 1I z1Ll lrmar,w ° LEGEND Rixmaxooel¢umeowtl,rl]xmui ® Rluxaeaw R]<anem[xeoErwersnanputmor[In NGE °lrePVm9 •°rC11'.4tCO �94IMMRgWW¢ Ml,vu,mlWwwx°womw oM,.�IWano,no�rn,µl]�,wml�,] Mlacaracwle°°wooerunu]evomr+u ®® MlavcpwRrvxa Pxutulova,Mu C °11MR3 xlolW¢ev TY V (,nV eN WGCMif9AbMM%Po V.W fF-XEI a r m 'r 1r North n i 5 N I CL GARDEN: City of Burlingame Department of Parks and Recreation Community Garden Program Plot Registration and Sign Up Form Term: January — December 2012 Read carefully the rules and procedures of the guidelines before signing it. Understand that failure to follow them may result in termination of this agreement and forfeiture of any payments that have been made. Payment is due with sigaup. Make check/ money order payable to: City of Burlingame Gardener(s) must attend workshops and orientation on the garden procedures, safety, and composting before working in the garden and receiving the gate combinations. List all Family Members that will be Gardeners: 5. Residence Address in Burlingame: Mailing Address (if different): Daytime Phone: E-mail Address: Emergency Contact: Name: Evening Phone: 2. a Phone: Cell: Information on this form will be used by the Garden Committee to communicate with gardeners. I give permission to include information on this registration form in the Gardener's Directory. I Do Not give permission to include information on this registration form in the Gardener's Directory. I have read, understood, agreed to and voluntarily signed the City of Burlingame Waiver, Liability Release and Indemnity agreement which is attached and made part of this agreement. I HAVE READ THE ABOVE APPLICATION AND AGREEMENT AND FULLY UNDERSTAND THAT I (WE) ASSUME ALL RISKS FOR ANY INJURIES RECEIVED. I have also read the Community Garden Guidelines and Rules and agree to abide by them. Gardener(s) Signature(s) - those over 18 that will garden in the plot Date City of Burlingame Community Garden Cleaning Deposit New members are required to secure a cleaning deposit of $75. The cleaning deposit is refundable in the event that the plot is vacated and left clear of weeds and debris. (see Deposit Refunds for details) Registration Process All garden registrations are renewed annually in January. Registration materials are mailed to current gardeners at the end of each year for the next year. Along with the registration fee, each gardener must sign a copy of the Community Garden -Policy & Procedures gardening agreement and waiver annually. If a plot is not registered by the due date, one attempt will be made to contact the gardener to get registration. Plots for which registration has not been received will be made available to new gardeners on the waiting list. To register for a garden plot, please contact the Coordinator or the City of Burlingame Parks and Recreation Department 558-7300. Half Plots Half plots may occasionally be available. All garden rules apply to half plots, including weed, path, and reassignment policies. They are charged the same fee and deposit. Volunteer Garden Coordinator/Manager The Community Garden has a part-time no -paid Coordinator, whose duties include assisting with registration, garden inspection, policy enforcement, conflict resolution, organizing the maintenance of physical facilities, and other types of `hands-on' activities such as scheduling workshops, meetings, etc. Volunteer Garden Secretary The Community Garden has a part-time no -paid Secretary, who duties include keeping records, assists with registration, and sends out announcements. Volunteer Garden Treasurer The Community Garden has a part-time no -paid Treasurer, who duties include keeping the accounting and books for non-profit status, records of donations and paying bills for the non-profit. Garden Policies Gardening in the Community Garden is not exactly like gardening in your own backyard, because how you care for your plot impacts many neighbors. Hence we have policies on how and when certain things must be done. Garden policies are reviewed and updated as necessary by the Coordinator. They are then reviewed and updated as necessary by the Coordinator. They are then reviewed and approved by the Parks & Recreation Department and the Commission. Hours The garden is only open during daylight hours 7 days a week. Rules of Conduct 1. No alcohol, drugs or weapons. 2. No loud music or rowdy behavior. 3. No unsupervised guests or children. 4. Be courteous to all gardeners and neighbors. 5. No nighttime parking of vehicles as respect to our neighbors. Use and Care of Gardens 1. Gardens must be actively used for growing crops; and must be actively cared for throughout the year, including during the winter. Regular care includes wateringtharvesting when necessary, and the prompt removal of weeds and spent crop plants. Plots that are not used or cared for will be reassigned. 2. Plots may not be used to grow crops for sale. 3. There is a limit of one (1) plot per household. 4. Garden plots must be used by the gardeners to whom they are assigned. Plots may not be registered "in name only" while a friend or relative actually uses the plot and does most or all of the work. 5. Garden tenancy is transferable, with the permission of the Coordinator, to members of your immediate family or household, or to someone who has been registered with you as a co - gardener in the plot. With the exception of these individuals, you cannot transfer your plot when you leave. 6. Twice a year there will be a required BCG cleanup. 7. Garden gate must be kept locked when gardeners are not present. 8. No illegal plants. Weeds 1. All plots and adjacent walkways must be maintained weed -free throughout the year. Do not drop weeds in the walkways. Carry a bag or similar container with you when weeding. Plots in violation of this policy may be reassigned (see "policy enforcement" section). Please note that herbicides are NOT allowed (see "chemicals" section). Paths and Boundaries 1. You may not extend your garden beyond its official defined boundary. The boundaries of each garden plot are the raised wooden boxes. These wooden boxes should not be disturbed, altered or used as plant supports. Please report wooden boxes in poor condition to the Coordinator. 2. Paths must be kept clear, level, and free of all obstructions. This includes weeds, garden plants, tools and personal belongings. Items that are not practical to keep inside your plot need to be clearly marked with your name and stored in the building adjacent to the garden. 3. The paths adjacent to each plot are the joint responsibility of the gardeners on both sides of the path. Gardeners on the outside perimeter are responsible for maintaining a clear, walkable path to the adjacent fence. 4. Do not use boards, plywood, carpet or cardboard for `mulch' in the paths — they present a tripping danger to people. We are advised that individual gardeners can be held legally liable for any injuries on a path adjacent to their plot caused by poor path maintenance. Your garden plants must not extend into or over the paths — plan for growth when planting near the edges of your garden, and when locating a trellis or fence near the garden edge. Any garden plant extending into a path may be trimmed, moved or removed by the Coordinator without notice. Tall Plants, Pest Plants 1. Please try to work with your neighbors when planting tall things such as sunflowers or bean trellises so you don't shade the adjacent gardens. 2. Trees and large perennials (shrubs, cacti, etc.) are not allowed, due to shading and root problems. 3. Plants that are invasive or are difficult to eradicate are not allowed except in isolated containers. Examples are mints, berry vines, horseradish, sunchokes, perennial clovers and morning glories. Don't let them get away, or they will be considered weeds. 4. No illegal plants. Pests and Diseases 1. Gardeners are encouraged to keep diseases, insects and other pests under control so they do not spread into other gardens. Whenever possible you are asked to dispose of diseased plants in a way that limits the spread of disease (such as removal from the garden area). Chemicals 1. Many people (maybe your garden neighbors) have allergies and sensitivities to chemical herbicides and insecticides 2. No herbicides are allowed in the gardens under any circumstances. Persons using chemical herbicides will be evicted. The convenience of using herbicides is not worth the risk of hazards to people, plants, and soil organisms. The use of "organic" herbicides is strongly discouraged. 3. Chemical insecticides are not allowed. Persistent or particularly harsh chemicals are not allowed. Natural methods of pest control such as traps, companion planting, good plant and soil health, beneficial insects and biological controls are encouraged. If you have any questions about what is allowed, contact the Coordinator. 4. Chemical fertilizers and pesticides are not permitted. Natural fertilizers such as compost, composted manure, kelp and cover crops provide a more balanced diet for the soil and a more favorable climate for the many organisms that make up healthy soil and disease resistant plants. Waste 1. Plant debris and weeds must be placed in the designated containers. These containers are for plant debris only: no rocks, no dirt. 2. All trash has to be removed daily. 3. Trash cans are not provided. Water 1. Hoses hookups are provided. Do not leave water running unattended. Do not leave hoses under pressure. This can cause flooding and cause hoses to rupture. Any water that is left on unattended will be turned off. 2. Do not run water outside of your garden plot, in the walkways, or in the common areas of the garden. This can adversely affect adjacent gardens and encourage weeds. The main water shutoff valve is located ????. This valve shuts off the water to the entire area. If there is an emergency such as a broken water line, turn off the water at the main then contact the Volunteer Garden Coordinator and the City Parks and Recreation Department. If you call the City please also leave a message for the Coordinator so he/she knows that the problem has been dealt with. 3. Please do not waste water. The City may require rationing to conserve water. Tools 1. We have a few basic tools in the Garden; shovels, rakes, wheelbarrows, sifters. These tools have been donated by individual gardeners for everyone to use. Please use them with care and return them to the common area promptly when you are through. Report missing or broken tools to the Volunteer Garden Coordinator. 2. Tools are used at the gardener's own risk. 3. Tools are not to be kept in the individual plots. Pets 1. Pets are not welcome in the Garden regardless of whether they are on a leash or within your control unless they are service animals. 2. Dogs that are repeat invaders should be identified and reported to the Volunteer Garden Coordinator or to Animal Control. Community Work All gardeners are required to participate in the maintenance and improvement of garden facilities and common areas for at least a few hours each month. You can contact the Volunteer Garden Coordinator for suggestions. Notices and Procedures Contacting You Notices of major significance (fee deadlines, etc.) will be emailed whenever possible. Notices to individual gardeners may be mailed to their address, attached to their plot, or made by phone. General notices may be posted in the common area of the Garden. Emailed notices go to the gardener's last known email address. Because mailed notices may include time critical items such as registration or weed compliance deadlines, it is important to keep the Volunteer Garden Coordinator informed of any changes of email address, home address or phone. Leaving / Deposit Refunds If you decide to give up your plot, please contact the City Recreation Coordinator so your garden can be reassigned quickly before it gets weedy and run down. When you have cleared your pot, ask the Volunteer Garden Coordinator to inspect it and see if it is in "refundable condition", which means: no weeds, plants, stakes, wire, trash, etc. — except for crop plants (and their supporting structures) that are healthy and within their normal growing season(the Coordinator may require even theses to be removed). If the plot is in refundable condition, the Volunteer Garden Coordinator will notify the Parks and Recreation Department Recreation Coordinator, who will issue you a refund check within about a month. Be sure the Recreation Coordinator has a valid forwarding address. If the garden does not pass inspection, you will have 1 week to clean it up. If it is then still not in shape, the deposit is forfeited. You may appeal a non -refund decision to the Parks and Recreation Department. Plots vacated due to eviction or abandonment are not eligible for a refund of deposit. Abandonment Any garden that is apparently abandoned may be reassigned with 2 weeks notice. If you are unable to care for your plot for an extended period, please consider giving it up so that someone else can use it. In special circumstances, where illness, injury or other commitments will only be for a few months and have a known ending date, other arrangements may be made if approved by the Volunteer Garden Coordinator. Vacations Vacationing gardeners are not exempt from weed and other maintenance rules, or compliance deadlines. Get to know your neighbors; ask for their assistance while you are away. If you have a substitute gardener, inform the Volunteer Garden Coordinator. It is wise to contact the Volunteer Garden Coordinator before you go no extended vacation so we know that you are not abandoning your plot. Policy Enforcement The Volunteer Garden Coordinator is responsible for interpreting and enforcing the policies. Most issues can be resolved in an informal manner, however experience has shown a need for a formal process to deal with some issues (weed policy enforcement, for example). The Volunteer Garden Coordinator will attempt to call or meet the gardener to discuss the problem. If the Volunteer Garden Coordinator determines that a plot or its owner is in a substantial violation of garden policies: 1. Written notice of the problem and a request for corrective action will be mailed. 2. If the problem remains unresolved 1 week after the written notice is sent, a one week deadline notice will be sent. 3. If the gardener does not comply within this 2 week period, he/she will be evicted. Gardeners are encouraged to discuss the situation with the Volunteer Garden Coordinator at any tie during this process. Special circumstances will always be taken into account and other arrangements may be made, at the discretion of the Volunteer Garden Coordinator. All notices including fmal evictions are reviewed by the City of Burlingame Parks and Recreation Coordinator, and appeals may be made to the Recreation Coordinator or the Recreation Supervisor. You are required to sign this form and return it to the Burlingame Parks and Recreation Department in order to complete registration. Community Garden — Policy & Procedures Gardening Agreement As a condition of membership in the Burlingame Community Garden I have read and agree to comply with the City of Burlingame Community Garden Policy and Procedures. Signature Date Signature Date Name Home Address Phone, Day Phone, Evening Phone Email Address CITY OF BURLINGAME DEPARTMENT OF PARKS AND RECREATION COMMUNITY GARDEN PROGRAM - 2013 DEFENSE, HOLD HARMLESS, AND INDEMNITY AGREEMENT Name(s) of all Family Member Participants: Address: Home Phone: COMMUNITY GARDEN LOCATION: Cell Phone: In consideration of my participation in the City of Burlingame ("City"), Department of Parks and Recreation Community Garden program, I agree to defend, hold harmless and indemnify the City, its officers, agents, employees and volunteers and each and every one of them, from and against any and all actions, damages, costs, liabilities, claims, demands, losses, judgments, penalties, costs and expenses of every type and description, including, but not limited to, any fees and/or costs reasonably incurred by the City's staff attorneys or outside attorneys and any other fees and expenses (hereafter collectively referred to as "Liabilities"), including but not limited to Liabilities arising from personal injury or death, damage to personal or real property, or the environment, contractual or other economic damages, or regulatory penalties, arising out of or in any way connected with my participation in the Community Garden program, whether or not (i) such Liabilities are caused in part by a party indemnified hereunder or (ii) such Liabilities are litigated, settled or reduced to judgment; provided that the foregoing indemnity does not apply to liability for any damage or expense for death or bodily injury to persons or damage to property to the extent arising from the sole negligence or willful misconduct of the City, its agents, servants, or independent contractors who are directly responsible to the City, except when such agents, servants, or independent contractors are under my direct supervision and control. I further agree for myself and my personal representatives, heirs and next of kin to waive, release and discharge the City, its officers and employees, and each and every one of them, from all Liabilities arising from my participation in the Community Garden program. I understand and voluntarily enter into this agreement. Signature of parent or legal guardian if participant is under the age of 18 years old. Signature: Date: Signature: Date: Signature: Date: