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HomeMy WebLinkAboutAgenda Packet - PR 2021.10.21• City of Burlingame BURLINGAME . I Meeting Agenda - Final Parks & Recreation Commission Thursday, October 21, 2021 7:00 PM BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Via Zoom On September 16, 2021, Governor Newsom signed into law AB 361, which allows a local agency to meet remotely when: 1. The local agency holds a meeting during a declared state of emergency 2. State or local health officials have imposed or recommended measures to promote social distancing 3. Legislative bodies declare the need to meet remotely due to present imminent risks to the health or safety of attendees On September 20, the City Council adopted Resolution Number 116-2021 stating that the City Council and Commissions will continue to meet remotely for at least thirty days for the following reasons: 1. The City is still under a local state of emergency 2. County Health Orders require that all individuals in public spaces maintain social distancing and wear masks 3. The City can't maintain social distancing requirements for the public, staff, Councilmembers, and Commissioners in their meeting spaces. Pursuant to Resolution Number 116-2021, the City meeting rooms will not be open to the public for the October 21, 2021 Parks & Recreation Commission Meeting. To access by computer: Go to www.zoom.us/join https.IlusO2web.zoom. usljl89398618644?pwd=MFgxM1 FONGpxbzZEZDVjRC9LeVFPQT09 Passcode:337614 Or One tap mobile: US:+16699006833„89398618644#,,,,*337614# or+12532158782„89398618644#,,,,*337614# Or Telephone: Dial(for higher quality, dial a number based on your current location): US: +1 669 900 6833 or +1 253 215 8782 or +1 346 248 7799 or +1 301 715 8592 or +1 312 626 6799 or +1 929 205 6099 Webinar ID: 893 9861 8644 Passcode:337614 International numbers available: https://usO2web.zoom.uslulkbtcQxTMEw 1. Call to Order 2. Roll Call 3. Approval of Minutes City of Burlingame Page 1 Printed on 1011512021 Parks & Recreation Commission Meeting Agenda - Final October 21, 2021 a. September 19, 2021 Minutes Attachments: Minutes Presentation a. Youth Advisory Committee - New Board and Initiative Introduction b. Mills Canyon Work Improvements and Fuel Reduction Efforts 4. Correspondence 5. 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. 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. 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 October 21, 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. RecTrac - New Registration and Facility Reservation System Implementation Attachments: Staff Report b. Approval of Dog Feces and Hazard Notification Plan Attachments: Staff Report C. New Recreation Coordinator - Kvlie Crandall d. Oath of Office for New Commissioner(s) 8. Staff and Commissioner Reports 9. Future Agenda Items City of Burlingame Page 2 Printed on 1011512021 Parks & Recreation Commission Meeting Agenda - Final October 21, 2021 10. Adjournment Next Meeting: Thursday, November 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 agenda packet is available on the City's website: www.burlingame.org. City of Burlingame Page 3 Printed on 1011512021 R C1TfY ti o� `ls Rvoawreo PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, September 16, 2021 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Ardito at 7:03 pm via Zoom meeting. 2. ROLL CALL COMMISSIONERS PRESENT: Milne, Ardito, Chang, Pappajohn, Holzman & Lee COMMISSIONERS ABSENT: Matthews STAFF PRESENT: Parks & Recreation Director Glomstad, Recreation Manager Acquisti, Recreation Coordinator Sanchez, Parks Supervisor Holtz & Recording Secretary Helley OTHERS PRESENT: Doug Flander 3. APPROVAL OF MINUTES Holzman noted her name was listed under Item 6a. in the last line before the motion. She was not at the meeting. Commissioner Holzman made a motion to approve the amended August minutes. The motion was seconded by Commissioner Pappajohn and was approved as corrected. 6-0 (Matthews absent). 4. CORRESPONDENCE None 5. PUBLIC COMMENTS None 6. OLD BUSINESS None 7. NEW BUSINESS a. Field Validations for Burlingame High School, Burlingame Youth Baseball Association, and Mercy High School Recreation Coordinator Sanchez provided background on the Field User Policy and the purpose of validation for users. Per the Field User Policy (Exhibit A), the Parks & Recreation Commission validates Field User Organizations before requesting field space as a validated organization for the Parks & Recreation Commission DRAFT Minutes August 19, 2021 seasonal sports leagues and tournaments. Organizations requesting to be categorized as a Validated User Organization must meet the Commission approved criteria to request priority field space for youth sports fields in Burlingame. Organizations can be approved as a Tier 1 or Tier 2 validated user organization and, if the organization doesn't meet the criteria, they become a field rental. Commissioner Lee made a motion to approve BHS, Mercy, and BYBA as Tier I Validated User organizations. The motion was seconded by Commissioner Milne and was approved. 6-0 (Matthews absent). 8. STAFF AND COMMISSIONER REPORTS a) Parks & Recreation Department Reports Director Glomstad reported the deadline for commission applications is Friday, September 17. Recreation Coordinator Chris Roman has accepted a position with Los Gatos/Saratoga Recreation Department. The City will be hiring a full-time coordinator in the near future to fill his position. She also reported that there would be tours of the new Community Center for potential donors. Recreation Manager Acquisti noted upcoming events, including the Family Camp Out and the Burlingame Muddy Mile. She also reported that after -school enrichment and after -school sports started on Monday and are off to a great start. The Department has hired a full-time Recreation Coordinator, Kylie Crandall, to oversee onsite classes and youth sports programs. Since the last Commission meeting, Pickleball lines have been added to Washington Park Tennis Court land the response has been overwhelmingly positive. b) Commissioners Reports Commissioner Pappajohn — No report Commissioner Holzman — Holzman reported the Capital Campaign is looking to have volunteers work at special events to spread the word about donation opportunities. Contact her if you would like to volunteer or have friends that may be interested in volunteering. Commissioner Milne — No report Commissioner Lee — Lee noted opportunities to donate to the Capital Campaign for the new community center - https://burlingamecommunitycenteLgrg/. Lee said that she would continue to work on City issues, in particular senior matters. Commissioner Chang — No report Commissioner Ardito — Ardito reported hearing good buzz from the parents regarding the after - school sports program. 9. FUTURE AGENDA ITEMS 10. ADJOURNMENT There being no further business, the meeting was adjourned at 7:40 pm. 2 Parks & Recreation Commission DRAFT Minutes August 19, 2021 The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, October 21, 2021, at 7:00 pm via zoom webinar. Respectfully submitted, Joleen Helley Recording Secretary Parks & Recreation Commission DRAFT Minutes August 19, 2021 BURLINGAME STAFF REPORT To: Parks and Recreation Commission Date: October 21, 2021 From: Karen Hager, Senior Management Analyst Subject: RecTrac - New Registration and Facility Reservation System Implementation RECOMMENDATION Staff recommends that the Commission receive an update regarding the implementation of the RecTrac recreation and facility management software program. BACKGROUND The Parks and Recreation Department was using several systems to manage recreation registrations and indoor/outdoor facilities, including RecEnroll (registration system), MaxGalaxy, (outdoor facilities and field allocation), and Skedda (online facility management tool). In 2020, MaxGalaxy informed the City that it was discontinuing the outdoor/field management program as a standalone program as of October 2021. In preparation for the new Community Center, and because of MaxGalaxy's sunset, staff saw this as an opportunity to consolidate to one software system that manages both activity registrations and facilities, can accommodate the increased capacity, streamline processes, and improve the user experience for community members. DISCUSSION In January 2021, staff issued a Request for Proposals (RFP) for a new registration and facility software management system. After a competitive proposal process and thorough review, in August 2021, the City Council approved RecTrac dba Vermont Systems as the Department's new software for registration and facility management. Some highlights of the system include: • A comprehensive system with modules to meet the needs of the Department, including: o program registration o facility reservations o field allocations • An integrated and user-friendly web interface for patrons • A competitive price that includes the basic features currently in use by the Parks & Recreation Department and new capabilities sought after by Department staff: 1 RecTrac - New Registration & Facility Reservation System Implementation October 21, 2021 o Ability to offer rental requests online o Ability to upload required documents for rentals, field allocations, and user accounts o Ability to track and report scholarships awarded to community members Staff is in the early data -gathering implementation phase of the project and are anticipating going live with RecTrac for the Winter session registration on December 14, 2021. Subsequent implementation phases will include adding memberships, ticket management, and league management. Once the new RecTrac website (Exhibit A) is established, a marketing campaign about the new system will be sent via the Winter 2022 Activity Guide/Magazine, Constant Contact, the City eNews, Facebook, and the Parks & Recreation website. This will include instructions about setting up a new household account to prepare for the December 14, 2021, Winter registration. FISCAL IMPACT The current cost for the facility and registration software programs is $8,240. In addition, RecTrac has an annual service fee of $21,120 and an additional one-time staff training fee of $11,500. While the ongoing yearly cost of the new system is approximately $12,880 more per year, the consolidation to one vendor and the new program capabilities, as noted above, will be a valuable tool for the smooth transition into the new community center. Staff allocated funds in the FY 2021-22 Recreation Operating budget for this expense. EXHIBITS A. Draft RecTrac Registration Website mockup 2 8U RL IN GAM; Mwks Parks & Recreation Site Necre. inn Exhibit Activity Guide Contact Us Draft Registration Website Mockup MR" ww�'.4U Youth Programs F - Tot/Preschool Programs 4&=i� 11WEENINNOW Senior Programs -r tn, Youth Camps w R Adult Fitness Special Events Picnic Area Reservations Activity Guide Event Calendar Scholarship Application Picnic Reservations Tennis Court Reservations Contact Us ti. Pyl� Sports Leagues Facility Rentals BURi1NGAME STAFF REPORT To: Parks and Recreation Commission Date: October 21, 2021 From: Nicole Acquisti, Parks and Recreation Manager — (650) 558-7337 Subject: Approval of Dog Feces and Hazard Notification Plan RECOMMENDATION Staff recommends the Parks and Recreation Commission approve the Dog Feces and Hazard Notification Plan. BACKGROUND Since City ballfields have been open for off -leash use, City staff and field users have encountered feces, burn areas left from urine, and hazardous holes from digging. In a recent publication in the Parks and Recreation Magazine, there was an article from a city took on the challenge to visually mark the areas where dogs were causing issues on the grass to help raise awareness and emphasize the importance of monitoring and cleaning up after dogs. ni.gm iSSInN After discussion with the Parks Supervisor, the Recreation staff is proposing the following plan for approval: • Beginning February 2022, signage is placed on one specific field per month, educating patrons of the effects of feces and hazards on the field (Burlingame fields are closed to users from December -February for maintenance and to protect the grass during the winter weather). • Recreation staff will enlist the assistance of the field users, along with the Department's Park Monitors, to mark the impacted areas on the grass. • Each week Park Monitors will document the flag markings and remove the flags on the afternoon before the field's mow date. For example, Ray Field is mowed on Thursday at 7:30am. The Park Monitor will remove the flags on Wednesday evening. • Validated field users will be asked to assist in this endeavor by removing any flags impeding their area of play and returning the flags when their usage is complete. • After one month, the Dog Feces and Hazard Notification signage and flags will be taken to a different City field. When researching this plan, the City's Environmental Regulatory Compliance Officer Jennifer Lee made a note of a similar program that occurred in San Luis Obispo alongside an organization called 1 Approval of Dog Feces and Hazard Notification Plan October 21, 2021 SLO Scoop Poop. The flags and signs were part of a public awareness campaign launched by a coalition of city and county governments called the Central Coast Partner for Water Quality. This campaign to bring awareness regarding the impact of feces, urine, and hazards has been successful in other cities and hopefully will prove similar results in Burlingame. FISCAL IMPACT The cost for 100 Yellow Flags is $31.78. The signage cost is estimated at $20 per sign. The department recommends three signs per field, totally $60 for signage. The total expected cost is estimated to be under $100. There are adequate funds in the P&R Operating budget to cover this cost. EXHIBITS A: Dog Feces and Hazard Notification sign 2 I Each flag shows where an un-scooped dog feces or dog urine was left in this park this month. Dog feces is not fertilizer! Dog urine kills plants! Dog waste is raw sewage that spreads disease to pets and people, pollutes our water, and burns the landscape. .BURLINGAM cam` W FLAGS? SCOOP every poop. BAG IT every t CARRY it to the trash can. Healthy families. Clean water. Clean shoes. Be a good neighbor and always pick up after your pet!