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HomeMy WebLinkAboutAgenda Packet - PR - 1999.01.21BURLINGAME PARK & RECREATION COMMISSION 7:00 P.M., Thursday, January 21, 1999 Conference Room A, City Hall, 501 Primrose Road, Burlingame 1. Roll Call Dittman, Heathcote, Larios, Minderman, Muller, Nilmeyer, Piccetti; Youth Commissioners Lip and Warden 2. Approval of Minutes - Approve the minutes of the December 17, 1998 Regular Meeting 3. Public Comments This is the opportunityfor members of the public to address the Commission regarding items not otherwise on the agenda. 4. Old Business A. Teen Blue Ribbon Study Committee Update B. Review Landfill Park Plans & Discuss Programs C. Review Aquatic Center & Discuss Agreement w/SMUHSD & Programs 1'%'" 5. New Business A. Discussion re Ralph M. Brown Act B. Discuss Commission Capital Project Priority List C. CPRS Conference Attendance - February 18-20 D. Burlingame Together Workshop - March 6 E. Commissioners Dinner - March 19 6. Reports A. Capital Improvement Projects Status 1) BYBA Batting Cage in Washington Park 2) Cuernavaca Shade Structure Demolition 3) J Lot & Laguna Park Playground Renovations 4) Village Park Cottage Remodel & Addition B. Parks & Recreation Department 2nd Quarter Report C. Parks Division D. Recreation Division E. Commissioners 7. Adjournment Next Regular Meeting: 7:00 p.m., Thursday, February 18, 1999 OR M E M O R A N D U M CITY OF BURLINGAME CITY ATTORNEY DATE: December 30, 1998 TO: All City Commissions and Boards VV) FROM: Larry E. Anderson, City Attorne RE : Ralph M. Brown Act (Local Agency Open Meeting Law) — Government Code § 54950 and following The new year provides an opportunity to send this memorandum regarding State requirements for conducting meetings of City commissions and boards. This memo is based on an earlier memo by former City Attorney, Jerry Coleman. If at any time, any commissioner or board member has any question regarding the requirements for conducting a City meeting, please do not hesitate to contact me (696-7207). Of course, this invitation applies to any legal question concerning the commission or board. What is the purpose of the Brown Act? Section 54950 puts it simply: "It is the intent of the law that their [public agencies'] actions be taken openly and that their deliberations be conducted openly." What is a meeting under the Brown Act? The Brown Act defines a "meeting" of a City board or commission as any time that a quorum of a board or commission discusses issues or matters that are within the jurisdiction of the board or commission. Such a discussion could take place on a conference telephone call or even serially by a series of meeting or conversations, as well as face-to-face. A purely social or ceremonial occasion is not a "meeting," so long as a quorum of the board members or commissioners in attendance do not discuss board or commission issues. Once a discussion is labeled a "meeting," important requirements attach to its conduct, as described below. City Boards and Commissions Re: Ralph M. Brown Act December 28, 1998 Page 2 What notice of a meeting is required (posting an agenda)? The first key step in compliance is the posting of an agenda of the upcoming meeting.' Generally, there are 3 types of meetings under the Brown Act: A) Regular meeting. This is the routine meeting that is scheduled on a monthly or bimonthly basis. Sometimes the meeting day and time is established by the City Council or by ordinance; for some boards and commissions, the day and time is set by an annual calendar by the board or commission. The agenda for the meeting must be posted at least 72 hours before the start of the meeting. B) Special meeting. This meeting is called to conduct additional business or because the board or commission was unable to meet on a regular day and time. The agenda must be posted at least 24 hours before the start of the meeting, and advance notice of at least 24 hours must also be given to board/commission members, and newspapers, radio, and television stations that have requested notice of meetings. C) Adjourned meeting. This meeting is adjourned from a regular or special meeting, so in effect, the regular or special meeting continues at the adjourned meeting. Notice of the adjournment must be posted within 24 hours of the adjournment, and advance notice of at least 24 hours must be given to newspapers, radio, and television stations that have requested notice of meetings. The posting of the agenda declares for the public exactly what will be considered and discussed at the upcoming meeting. The agenda item description should be complete and clear enough that a citizen can decide whether the item affects or interest that citizen and whether the citizen might wish to attend to either hear the discussion or present information. 'While many City boards and commissions have additional notice requirements that may involve publication in a newspaper or mailing to neighbors, those requirements are not found in the Brown Act. City Boards and Commissions Re: Ralph M. Brown Act December 28, 1998 Page 3 The Brown Act provides only an extremely limited exemption to add an issue to the agenda that comes up after the agenda -posting time limit has passed. Please contact this office for legal advice if such an occasion arises. What rights do the public have to be present at a "meeting"? The right of the public to witness the proceedings at a board or commission meeting are paramount. Members of the public cannot be required to "sign in" or other special requirements (such as purchasing a meal or a ticket) to attend the meeting, and they have to be provided with adequate room to be reasonably comfortable. Most City boards and commissions cannot hold a "closed session." The right to meet without the public being present is extremely limited, and usually only the City Council and the Civil Service Commission review matters that fall within those limitations. If a question about a possible "closed session" arises, please contact this office. What right does the public have to participate in a "meeting"? The Brown Act has 2 basic requirements for public participation: A. First, the public must be allowed to speak on an issue or question that is on the board or commission's agenda before action is taken on that item. B. Second, the public must be allowed to address the board or commission on any issue or matterthat is within the board or commission's jurisdiction at some point during the meeting, whether or not the issue or matter is on the meeting agenda. To meet these 2 requirements, the board or commission can provide for public testimony during a single comment period at the beginning of the meeting allowing testimony on both agendized and non-agendized matters. The board or commission can also separate items in different ways — for example, there can be items highlighted as "public hearings;" then, a public comment period on other times, both agendized and non-agendized. Finally, it is important to note that the board or commission cannot discuss non-agendized items raised during the "public comment period." The board or commission is limited to asking questions and briefly responding to the comments on those non-agendized items and can only discuss whether to seek further information or to set it for discussion at a future meeting. City Boards and Commissions Re: Ralph M. Brown Act December 28, 1998 Page 4 What is a "study meeting"? Generally, a study meeting is a term used for a format that focuses on a limited number of issues to encourage more in-depth discussion among board or commission members and staff. However, public comment on the study items must be received before any action is taken at a study meeting, and public comment must also be received on non-agendized meetings. The Brown Act does not separately recognize a "study meeting," but would simply define it as either a special, regular, or adjourned meeting. What happens if there is a lack of a quorum for a meeting? Generally, if the chair of the board or commission knows that a quorum will not be able to attend a meeting, the chair can order the meeting continued or canceled. No meeting is usually required to take this action. Notice of the continuance or cancellation should be immediately posted and notice given to those who have requested notice of the meeting. If the lack of a quorum is not determined until the meeting time, the members of the board or commission who are present should taken a formal vote to adjourn the meeting to a future date or to cancel it. Notice should then be immediately posted and notice given to those who have requested notice of the meeting. What happens if the Brown Act is violated? The Act itself provides for a variety of remedies and sanctions. First, the District Attorney can investigate alleged violations and file a criminal complaint against those who may have been involved in the violations. Jim Fox, San Mateo County DA, has been quite vigilant on these kinds of issues. Second, the decision or action can be overturned by either the City itself or a court order. The Act provides a citizen request procedure for reconsidering a decision or action taken in violation of the Brown Act, and then the right to seek court action if the request is denied. This type of sanction can frustrate a great deal of work and effort on important issues. Third, and perhaps most importantly, a violation of the Brown Act creates a high level of distrust among citizens. Public attendance and participation has become so fundamental in California local government that any attempt to frustrate these rights usually gives rise to either strong anger or cynicism and diminishes the City's ability to be an effective and trustworthy government. `.. City Boards and Commissions Re: Ralph M. Brown Act December 28, 1998 Page 5 This is a very brief series of questions summarizing the Brown Act. There are many additional aspects and provisions to the Brown Act. We would be happy to provide you with a copy of the full Act; just call if you would like to receive a copy. If a board or commission would like to discuss the Brown Act or other aspects of conducting a public meeting, I would be pleased to attend such a discussion if it would be helpful. cc: Mayor and Council City Manager _ HosTED By BURLINGAME TOGETHER BURLINGAME TOGETHER IS A COMMUNITY ACTION PLANNING TEAM COMPRISED OF PEOPLE COMING TOGETHER TO FOCUS ON THE NEEDS OF BURLINGAME'S YOUTH AND FAMILIES. MARCH 6, 1999 - 8:30 To 4:30 P.M. DOUBLETREE HOTEL, BURLINGAME BURLINGAME TOGETHER IS INVITING ALL SEGMENTS OF THE BURLINGAME COMMUNITY TO SPECIFICALLY EXAMINE THE TEEN CONDITION. AMONG THE TOPICS TO BE DISCUSSED ARE: GIVING ACTIVITIES TO LOCAL TEENS AS AN ALTERNATIVE TO $ «HANGING OUT" ON EVENINGS, WEEKENDS AND > DURING VACATION PERIODS. O e ° 3 e� vices ESTABLISHING STRATEGIES AND PROGRAMS TO ASSIST TEENS WITH A WIDE VARIETY OF PEER & SOCIAL ISSUES SUCH AS SMOKING, DRUGS, AND STUDY SKILLS. o ESTABLISHING A YOUTH ADVISORY COMMITTEE TO AID THE PARKS & RECREATION DEPARTMENT AND THE PARK & RECREATION COMMISSION. EXAMINING ALL ISSUES RELATED TO ESTABLISHING A FACILITY FOR TEENS, INCLUDING TYPES OF DESIRED ACTIVITIES, LOCATION, COST AND FUNDING SOURCES. CITY OF BURLINGAME: CITY COUNCIL, CITY COMMISSIONS, FIRE DEPARTMENT, LIBRARY, PARKS & RECREATION, POLICE DEPARTMENT SCHOOLS: BURLINGAME SCHOOL DISTRICT, B.H.S., MERCY, MILLS, BURLINGAME INTERMEDIATE SCHOOL, ST. CATHERINE'S, OUR LADY OF ANGELS YOUTH GROUPS: A.Y.S.O., BURLINGAME GIRLS SOFTBALL, BURLINGAME YOUTH BASEBALL ASSOC., C.Y.S.A., BOY SCOUTS, GIRL SCOUTS CLUBS/NON-PROFITS LIONS CLUB, MASONIC LODGE, ROTARY CLUB, SHINNYO-EN TEMPLE, VOLUNTEER CENTER, PTA SITE COUNCIL OTHERS: CHAMBER OF COMMERCE, COUNTY PROBATION, DOUBLETREE HOTEL, LOCAL BUSINESSES, PARENTS, S.M.U.H.S.D., STUDENTS COST: $SO PER PERSON. SOME SCHOLARSHIPS ARE AVAILABLE FOR STUDENTS. CALL RANDY SCHWARTZ AT 696-3779 FOR DETAILS. FOOD: BREAKFAST, LUNCH & AFTERNOON SNACKS. SPECIAL DIET? PLEASE LIST DETAILS ON THE BOTTOM OF THIS FORM. REGISTRATION: COMPLETE THE FORM BELOW AND DROP IT OFF OR MAIL IT TO: BURLINGAME RECREATION, BSO BURLINGAME AVENUE, BURLINGAME, CA 94010, APPROXIMATELY ONE WEEK PRIOR TO THE CONFERENCE, ATTENDEES WILL RECEIVE MATERIALS IN THE MAIL. Po�ticiponts Doy phone ar-gonizcstion oA- Affi/iotioss: 2_ Address: a�gvnizcstion 4300- Affi/iotion: 3 a�gcsnizotion oF- Affi/iotion- # PARTICIPANTS X $50 EACH = $ MAKE CHECKS PAYABLE TO: CITY OF BURLINGAME PARKS DIVISION --MONTHLY REPORT 1. Contractor completed pruning of eucalyptus trees on El Camino frontage roads from Dufferin to Murchison. Contractor also removed about twenty trees at the south end of Bayside Park. This work is part of the next phase of the landfill development project. 2. City crews continued pruning Sycamore trees bounded by Sanchez, Adeline, Vancouver, and El Camino. 3. A new pick up turck was placed in service. 4. Volunteer work on the new batting cage in Washington Park continued. Still remaining are the roofing, siding, and electrical hookup. Projected completion date is unknown. 5. Late overseeding at the Bayside soccer field appears to have been successful. 6. A memorial park bench was installed in the Back Park at Washington Park. 7. Landscape Architect John Cahalan began work on plans for the renovation of the Laguna Park playground. QUARTER( REPORT PARKS & RECREATION DEPARTMENT SECOND QUARTER. 1998-99 PROJECT/GOALS STATUS TO DATE COMMENTS Tree Work Fall tree planting completed: Over 100 trees planted. including west side of Carolan. north of Oak Grove. City contractor continuing tree pruning trimmed City Eucs on ECR. north of Trousdale. 75% of annual Svcamore trimming complete. Arc/WiIloNv Island Improvement Nearly complete Irrigation and plants installed. Wood chips will finish the renovation. Weed & Debris Clearing East side of Skyline completed Hillcrest Community Service workers have continued twice monthly work in the area. south of Trousdale for 1998 Playground Tot Lot Rehab Paloma and Alpine have been Public Works is managing the J Lot project in conjunction with streetscape and parking lot completed: design work improvements. Project should be out to bid soon. Design work at Laguna Park is just beginning, underway on J Lot & Laguna Construction is expected in June or July. Parks Yard Office Expansion Plans & specs in final stage of Pprovides new workspace for Parks Superintendent. Parks Maintenance Supervisor and City preparation: work expected to Arborist. start in Spring. 1999 Cuernavaca Shade Structure Expect work to begin in March. PW Engineering staff has required that a replacement retaining wall be built to control potential Removal 1999 slippage on Hunt Drive. Landscaping plan has been completed. High School Track & Pool Track dedicated 10/98, pool Resurfaced running track is being used regularly by community members. Some trouble with project out to bid track lights electrical system, but District is working on problem. Landfill & Bayside Park Parking lot complete: bid award Upper deck construction to begin in January, completion in August. 1999. Lower deck closure for upper deck construction: anticipated in 1998-99 FY. Golf operator selection process has narrowed field down to three lower deck design near finish firms. Finalist expected for Citv Council review in February. 1999. Recreation Activities Fall classes completed: spring A good Fall class session was completed. 712 classes were held, with over 4.300 participants. 65 brochure produced. participants in children's holiday day camp. Brochure has been distributed. Senior Activities Ongoing activities 150 seniors participated in four successful trips during the quarter. Annual candy sales to seniors and City employees was completed in December. Planning conducted for ne,,w Friday_ morning senior drop -in program. Special Events Annual Tree Lighting held A successful event was conducted in cooperation with Burlingame Avenue Merchants. Community Involvement Burlingame Together Calendar now at«-N«v.burlingame.org/p&r/btcal.htm. March 6 workshop to replace summer. Sports Ongoing youth and adult 8 Atli & 5th grade football teams: XXX BIS• football and XXX volleyball teams: XXX adult leagues softball and 'M adult basketball teams participated in Fall: = BIS basketball teams are now in league play and 34 Burlingame youth teams are ready for the season. Teens Blue Ribbon Tien Committee City Council authorized new full time Teen Coordinator position. Hiring process has begun. completing its work BURLINGAME PARKS AND RECREATION DEPARTMENT Collection Report Jan-99 lecreation Division 98-99 97-98 96-97 Current Month COLL. YTD COLL. YTD COLL. YTD Key Pro ram January 7 MONTH 7 MONTH 7 MONTH 00 Rec. Admin. 15.00 110.00 451.67 59.00 10 Advertising 0.00 535.00 1,805.24 1,125.00 12 Tickets/Books 715.00 48,694.20 38,492.74 36,777.90 13 Bldg. Rental 5,093.00 34,739.06 13,918.85 17,688.61 14 Miscellaneous 153.00 1,733.19 2,200.21 2,073.24 16 1 Park Permit 1 150.00 1,525.35 1,045.55 725.00 17 School Dist. 0.00 13,160.75 16,565.00 7,308.02 20 Sr. Lunch 622.15 3,191.99 4,982.16 9,060.96 21 Sr. Trips 4,005.00 10,517.00 10,788.00 5,923.00 30 Pre-school 20,917.88 44,849.88 48,359.00 47,744.58 40 Music 7,773.00 16,061.00 16,278.24 12,986.05 42 Dance Classes 6,163.00 15,514.50 17,588.50 16,956.50 43 Art Sales 1 0.00 654.75 601.36 650.55 44 Adult Art 16,025.50 35,315.50 26,627.50 26,618.89 45 Culinary 1,873.00 3,889.00 3,616.00 3,918.50 46 Child Art 9,921 .00 22,782.35 18,047.00 18,296.00 47 Art Misc. 13,093.00 29,156.88 12,823.85 3,051.55 50 Art in Park 0.00 1.00 189.00 160.00 51 Music -Park 0.00 0.00 0.00 52.00 52 Tree Light 0.00 0.00 0.00 0.00 60 Sp. Int. Classes 19,415.80 47,364.55 58,814.96 52,263.00 61 Fitness 18,921.50 45,320.50 41,039.50 41,380.75 62 Boating/Sailing 4,695.00 10,135.00 2,559.00 599.00 63 Skating 1,367.00 2,644.00 2,992.00 4,107.00 70 Youth Cams 388.00 26,844.50 20,045.50 23,024.50 71 Youth Trips 0.00 2,794.00 5,318.98 3,765.00 72 1 Athl.Cams 1,080.00 24,085.50 18,645.20 26,432.38 73 Teens 1,964.00 2,656.00 2,584.00 0.00 80 Elem. Sports 58.00 26,091.50 21,888.97 16,691.00 81 Jr. Sports 7,130.00 38,896.50 29,005.00 21,071.00 82 Tennis 4,752.00 20,142.20 21,791.00 18,170.94 83 Swimming 0.00 0.00 186.00 45.00 84 Golf 3,309.00 9,129.00 9,998.20 6,182.61 85 1 Misc. Sports 1,105.00 1,926.00 4,109.50 3,456.50 86 Mart. Arts 2,976.00 7,983.00 6,226.00 5,925.50 87 Softball 30.00 18,037.50 24,762.00 27,150.00 88 Basketball 39.00 5,484.00 2,666.00 4,424.00 89 Volleyball 2,910.00 7,946.00 6,474.00 8,416.00 90 Field Lights 192.00 1,333.25 2,728.75 3,014.68 91 Field Permit 0.00 602.50 1,655.00 2,275.00 92 Tennis Court 225.00 2,397.00 2,979.75 2,820.00 _ Totals $157,046.83 $584,241.90 $520,849.18 $482,389.21 Less Refunds $1,626.00 1 $20,657.75 $18,398.00 $17,790.39 Net $155,420.83 1 $563,584.15 $502,451.18 $464,598.82