Loading...
HomeMy WebLinkAboutAgenda Packet - PR 2021.02.18• City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME BURLINGAME, CA 94010 Meeting Agenda - Final Parks & Recreation Commission Thursday, February 18, 2021 7:00 PM Via Zoom Webinar Parks & Recreation Commission Meeting Feb 18, 2021 07:00 pm Please click the link below to join the webinar: https://us02web.zoom.us/j/82905979692? pwd=TTJ1 MTdyVDITRW5NRDMOSjZWWkU3Zz09 Webinar ID: 829 0597 9692 Passcode:591855 Or Telephone: Dial(for higher quality, dial a number based on your current location): US: +1 669 900 6833 +1 253 215 8782 +1 346 248 7799 +1 301 7158592 +1 312 626 6799 +1 929 205 6099 1. Call to Order 2. Roll Call 3. Approval of Minutes a. January 21, 2021 Minutes Attachments: 01.21.2021 Draft Minutes 4. Correspondence 5. Public Comments City of Burlingame Page 1 Printed on 211112021 Parks & Recreation Commission Meeting Agenda - Final February 18, 2021 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. Members of the public may provide written comments by email to recreation@burlingame.org. Emailed comments should include the specific agenda item on which you are commenting, or note that your comment concerns an item that is not on the agenda or is on the Consent Calendar. The length of the emailed comment should be commensurate with the three minutes customarily allowed for verbal comments, which is approximately 250-300 words. To ensure that your comment is received and read to the Parks & Recreation Commission for the appropriate agenda item, please submit your email no later than 5:00 p.m. on February 18, 2021. The City will make every effort to read emails received after that time, but cannot guarantee such emails will be read into the record. Any emails received after the 5:00 p.m. deadline which are not read into the record will be provided to the Parks & Recreation Commission after the meeting. 6. Old Business 7. New Business a. Burlingame Tennis Court Scheduling Policy Attachments: Staff Report 8. Staff and Commissioner Reports 9. Future Agenda Items 10. Adjournment Next Meeting: Thursday, March 18, 2021 NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Department at (650) 558-7323 at least 24 hours before the meeting. The agendas and minutes are available on the City's website: www.burlingame.org. City of Burlingame Page 2 Printed on 211112021 R C1TfY ti o� `ls Rvoawreo PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, January 21, 2021 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Ardito at 7:01 pm via Zoom meeting. 2. ROLL CALL COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: STAFF PRESENT: OTHERS PRESENT: 3. APPROVAL OF MINUTES Milne, Holzman, Chang, Matthews, Lee, Pappajohn & Ardito None Parks & Recreation Director Glomstad, Recreation Supervisor Vega, Recreation Coordinator Houghton, Recording Secretary Helley None Commissioner Matthews made a motion to approve the November minutes. The motion was seconded by Commissioner Milne and was approved. 7-0. 4. CORRESPONDENCE None 5. PUBLIC COMMENTS None 6. OLD BUSINESS None 7. NEW BUSINESS a. Approval of the Updated Scholarship Program Recreation Supervisor Vega thanked the committee members for all the work on this project, including Commissioners Holzman and Matthews, Foundation Board Members Hesselgren and Keegan, and Parks & Recreation Director Glomstad, Administrative Assistant Helley, and Supervisor Vega. Vega reported that in the fall of 2020, City Council approved a minimum wage increase effective January 1, 2021, and noted this increase would affect the fees of in-house recreation programming. 1 Parks & Recreation Commission DRAFT Minutes January 21, 2021 In anticipation of this increase, a review of the scholarship program was needed. Vega gave background on the scholarship program and noted the Committee's goal was to simplify the application process for families and increase the outreach to families in need of the program. She briefly described the changes made to the application. The updated Scholarship Program has two types of scholarships, Recreation Scholarships and Elementary & Middle School Youth Sports Scholarships. The Recreation Scholarship covers up to 50% of the registration, lab, and uniform fees for after school enrichment classes, in-house recreation camps, certain senior activities, and Village Park Preschool. The Elementary & Middle School Youth Sports Scholarship is a flat $50 registration fee for all City -run after school sports programs. The Elementary & Middle School Youth Sports Scholarship program is made possible by the Foundation's support through the Doug Friedman Legacy Fund. The current process requires the applicant to complete the form and submits 50% of the total fees and the eligibility documentation. The new program includes a simplified application process, which has one application approval per year per family. Once approved, participants can sign up for programs throughout the year at the discounted price. The proof of eligibility documentation options has been significantly increased. She also detailed the updated marketing plan, including: 1. Distribution through electronic school and pre-school newsletters, flyers at schools, and to families on free/reduced lunch program. 2. Coordination with PTA liaisons. 3. Staff attending monthly "charla" meetings for Spanish speaking families. 4. Instituting social media marketing campaigns. 5. Signage with program information at park locations. 6. Outreach to local county social services programs. 7. Program updates to past recipients She also noted the afterschool sports scholarship supplement, made possible by the Doug Friedman Legacy Fund, is administered by the Burlingame Parks & Recreation Foundation. Commission discussion included compliments on the program's changes and the planned efforts for marketing the program to those in need. Commissioner Chang inquired if there is an online option to apply for the program. Glomstad noted it is also an online form to be completed and emailed to the administrator. MOTION: Commissioner Chang made a motion to approve the updated Scholarship program as proposed by the Committee. The motion was seconded by Commission Milne and was approved. 7-0 b. Commissioner Assignments 2021 Ardito suggested the assignments stay as -is except for asking Commissioner Chang to be the liaison for the Coyotes Lacrosse and Burlingame Aquatic Club organizations. Commissioner Lee 2 Parks & Recreation Commission DRAFT Minutes January 21, 2021 requested that the North Rollins Road Development Committee be added to the assignment list. Staff agreed that the addition was appropriate. 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Director Glomstad reported that the one-way signs in Mills Canyon would be removed, allowing the older population to just walk the upper trail. She reported another meeting of the Anson Burlingame Public Art Project committee was held recently. The Committee is anticipating an unveiling before the end of the year. She also reported that the City's Annual Goal Setting is this Saturday via Zoom at 9 am. Upcoming Department events include a St. Patrick's Day Parade and an Egg Hunt in collaboration with the Lion's Club. Staff is anticipating a review of the tennis court reservations at a future Commission meeting. She also noted the Department is building a "house" in Washington Park. b. Commissioners Reports Commissioner Milne inquired about the opening of Primrose Park. Director Glomstad noted that while the project has a few more details to be completed, there will be a soft opening before the ribbon -cutting, expected in April. Commissioner Pappajohn reported she attended the virtual community meeting on the Town Square in Downtown Burlingame. She noted she was not in support of a water feature however was in support of trees being planted. She also stated she participated in Recreation Department events, the Gobble Wobble & Macaroni Mover. She complimented the staff on the creativity and that she and a friend enjoyed finding a new route through the City. She also praised the Home Decorating Contest and the Virtual Tree Lighting. Chair Ardito gave kudos to Department staff on the amazing job being done with field scheduling and continued adherence to COVID protocols and safety measures. She also enjoyed the Home Decorating contest. She also listened to Burlingame's climate discussion that was put on by BCE and wondered if there was an opportunity to think about what the Commission can do to improve the City's footprint as a commission. Commissioner Lee noted she attended a recent North Rollins Development Committee meeting, which discussed the proposed layout of the area and subdivision of the use and the improvement of the street to make it more residential feeling while allowing for industrial use. She also attended the first meeting of the Victoria Park Committee with Commissioner Holzman. Commissioner Chang also loved the Home Decorating contest and mentioned that his family loved the "disassembled book" at the front of Washington Park near the high school. Glomstad stated this was a storyboard presented by the Library. The Library plans to change out the stories periodically. Commissioner Matthews echoed the appreciation of the Home Decorating Contest and the storyboard in the park. She expressed her thanks to the Recreation Division for planning the events that have helped the community to get through this tough socially -distancing time. 3 Parks & Recreation Commission DRAFT Minutes January 21, 2021 Commissioner Holzman noted she attended the Victoria Park Committee meeting with Commissioner Lee and was excited about the changes and improvements that were discussed by the Committee. She noted she lives near Ray Park and is concerned about dogs damaging the new turf when the field opens. 9. FUTURE AGENDA ITEMS Tennis Court Reservation Process 10. ADJOURNMENT There being no further business, the meeting was adjourned at 7:57 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, February 18, 2021, at 7:00 pm via zoom. Respectfully submitted, Joleen Helley Recording Secretary 4 Parks & Recreation Commission DRAFT Minutes January 21, 2021 BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: February 18, 2021 From: Kevin Sanchez, Recreation Coordinator Subject: Burlingame Tennis Court Scheduling Policy RECOMMENDATION Staff recommends the Parks and Recreation Commission review the recent changes to Burlingame Tennis Courts' Scheduling Policy due to COVID-19 and provide feedback regarding how the courts are scheduled. BACKGROUND Before COVID-19, the scheduling/reserving of tennis courts followed the same process for many years. The priority was: 1. Burlingame Parks and Recreation programs 2. Non-profit organizations a. Comprised of local United States Tennis Association (USTA) teams 3. Private instructors teaching lessons and members of the general public wanting to reserve a court for a specific day and time. For private instructors and the general public, reservations were on a first -come, first - serve basis. The remaining hours were open for drop -in use. COVID-19 In March 2020, all tennis courts were closed due to COVID-19, and in May 2020, the Health Department approved reopening courts for the public to use. Cities were required to monitor courts to avoid any public gatherings while players waited for court access. To meet this requirement, staff instituted a reservation process for court use. Burlingame residents could make free reservations using online scheduling software (MaxGalaxy), thus spacing the courts' use. Through this system, residents can book up to two hours of court time per day and reserve courts up to 10 days in advance. Courts are often fully scheduled by Burlingame residents many days in advance. In June 2020, the Health Department allowed private lessons to resume, so staff reached out to past instructors to reestablish their lesson schedules. In August 2020, staff was able to program after school sports and adult fitness outside, most of which occur on Washington Park Tennis Courts. Scheduling There are approximately 90 hours of court time available spread across the City's eight courts on a given day. The prime and most compacted time on the courts is Monday — Friday, 3 pm — 6 pm, and on weekend mornings. As with past practice, the eight City courts are scheduled in a holistic approach. Staff's philosophy has been to keep half of Burlingame's courts available for recreational use on a given day. However, the courts are not always scheduled equally, and some courts have more lessons and recreational programs than others. This is due to location, the number of adjacent courts, access to restrooms, and off-street parking availability. With the restrictions set by the Health Department, staff has seen an increase in the number of community members interested in using the tennis courts both for lessons and recreational use. The additional programming has reduced the court availability for recreational use. To address the concern raised by Burlingame residents about the lack of availability of court time, staff blocked out drop -in tennis times in the scheduling system (reservations not required). They are Monday and Wednesday at Laguna Court 2 from 3 pm — 6 pm, Fridays at Ray Park Court 2 from 3 pm — 6 pm, and Saturdays from 10 am — 2 pm at Laguna Court 2. After reviewing usage reports from the scheduling software, the total amount of paid reservations was fairly consistent when comparing a six-month snapshot of 2019 vs. 2020. The more significant increase was the number of hours used for City programs. Paid Rentals City Programs June -Dec 2019 1,046 hours 600 hours June -Dec 2020 1,075 hours 1,800 hours The City programs include Zumba on Monday and Wednesday mornings on three Washington tennis courts for 3 hours, tennis afterschool sports (previously only in the spring), and small group lessons (number of hours have remained the same pre-COVID). The bulk of the additional use in 2020 comes from afterschool sports. With the increase in tennis court use, balancing the community's varied interests have become more challenging. DISCUSSION Staff has received communications from the public about the scheduling system and the number of private lessons. Some community members like the scheduling system and want it to continue, and others do not. Some community members appreciate private lessons' availability, and others do not because it takes up court time. Both challenges affect the available time on the courts. By eliminating the requirement to reserve time for community recreational use, the available drop -in hours would significantly increase; however, the option also impacts those community members who enjoy using the reservation system. Staff is also seeking feedback on the scheduling of use. City programming (afterschool sports and small group lessons) could be restricted. This would open more time for drop - in use from 3 pm — 6 pm but would significantly increase the waiting list for this sport. As a reference, in the fall Middle School Tennis program had a waiting list of 38 children, and the Elementary School Tennis program had a waiting list of 33 children. Pre-COVID group lessons could accommodate eight children, and due to the restrictions of COVID, the small group lessons can only accommodate four children. This has led to a waiting list for these classes also, averaging 4-6 children per class. Another option is to scale back private lesson rentals on Monday — Friday from 3 pm — 6 pm and weekends, thereby reducing private instruction availability to the community. In addition to reducing the amount of programmed time on the courts, the location of the activity could be modified. An example of this is renting both courts at Ray or Laguna simultaneously to private renters. The downside of allowing this is that certain courts can be unavailable to those who live in the surrounding community and require community members to go to other courts in the City. The benefit is that it isolates the lesson's impact on the adjacent court (number of balls and the talking required for instruction). Additionally, private instructors have expressed the operational benefit of having a lead coach supervisor, a less experienced coach who runs private lessons at the same location. FISCAL IMPACT Tennis court rental revenue is approximately the same year to year if the rental fees are not increased as part of the Master Fee Schedule's approval. However, in 2020, the revenue did increase even though the fees were not raised. While the hours of use were generally the same in both years, as noted above, the increase is the result of the price differential between the rental rate for non -profits and regular rental. In 2019, City courts hosted weekly USTA matches. The teams are non- profits and pay a reduced rate of $8.75 per hour, per court, compared to the $21 per hour per court rate for Burlingame resident rentals and $25 per hour for non-resident rentals. Rental Revenue June — December 2019 $19,815 June — December 2020 $24,692 The reduction in City recreational programming income will vary based on the number of programs offered on the courts.