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HomeMy WebLinkAboutMin - PR - 2021.10.21CITY 0 Raoawteo PARKS & RECREATION COMMISSION APPROVED Meeting Minutes Regular Meeting on Thursday, October 19, 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: Milne, Ardito, Chang, Pappajohn, Holzman, Brunello, and Wettan COMMISSIONERS ABSENT: None STAFF PRESENT: Parks & Recreation Director Glomstad, Recreation Manager Acquisti, Recreation Coordinator Vega, Recreation Coordinator Jones, Senior Management Analyst Hager, Parks Supervisor Holtz & Recording Secretary Helley OTHERS PRESENT: Youth Advisory Committee Members Shareen, Zack, Ashley, Dylan, Maddie, Ethan 3. APPROVAL OF MINUTES Commissioner Pappajohn made a motion to approve the September minutes. The motion was seconded by Commissioner Chang and was approved. 5-0-2 (Lee & Matthews absent). PRESENTATIONS Youth Advisory Committee — New Board and Initiative Introduction Supervisor Vega introduced Adeline Jones, the Department's temporary Recreation Coordinator, working with the Youth Advisory Committee this year. The students introduced themselves and shared what YAC's goal is as a committee. They shared the events they have participated in this year, including the Family Campout, Eggtober, and the Muddy Mile. The group shared its initiative this year of Teen Mental Health. The group reported having more events in person, such as Thera - puppy in the Park, in collaboration with the Peninsula Humane Society. The YAC Social will be hosted in Washington Park this year by Burlingame YAC on November 20. Parks & Recreation Commission APPROVED Minutes October 21, 2021 The Commission thanked the group for sharing what they have been and are planning on doing throughout the upcoming year. Vice -Chair Holzman asked if the group has considered how to utilize social media to advance their initiative. Maddie Gillette replied the group had workshops with Facebook last year and learned how they could expand their social media/marketing and Parks & Recreation pages platforms and will be using Facebook's suggestions. The Facebook page had been successful with an older population, and if the group works on their Instagram page, they feel they will reach more teens. Commissioners thanked the group for presenting and looked forward to supporting them in the future. Mills Canyon Work Improvements and Fuel Reduction Efforts Parks Supervisor Holtz introduced himself and gave a background on the canyon area and past work done. This included resources from Parks staff, CalFire, California Conservation Corp, volunteers, and contractors (he noted the restricted availability this past year of the CalFire Work Crews and Conservation Corp due to the wildfires in the state). The work included trail improvements (creating level pathways and stairs from upper entrances), vegetation management and clearing of the existing drainage to prevent erosion, and fuel reduction management Commissioner Pappajohn asked about electrical wires in the area and if PG&E was assisting with clearing. Holtz responded that there are no overhead utilities in the area except for the Adeline side, which are on private property. Therefore, there is no assistance he is aware of that is available from PG&E. Vice -Chair Holzman asked about the native plants and if there would be plantings. Holtz responded since there is limited water access, this restricts the plantings. Commissioners thanked Supervisor Holtz for his thorough and informative report. 4. CORRESPONDENCE None 5. PUBLIC COMMENTS None 6. OLD BUSINESS None 7. NEW BUSINESS a. RecTrac — New Rejistration and Facility Reservation System Implementation 2 Parks & Recreation Commission APPROVED Minutes October 21, 2021 Management Analyst Hager introduced herself and provided background on the Department's current systems to manage registrations and facility rentals. 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. Therefore, 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: 1. A comprehensive system with modules to meet the needs of the Department, including program registration, facility reservations, field allocations 2. An integrated and user-friendly web interface for patrons 3. A competitive price that includes the basic features currently in use by the Parks & Recreation Department and new capabilities sought after by Department staff 4. The ability to offer rental requests online and upload required documents for rentals, field allocations, and user accounts 5. The ability to track and report scholarships awarded to community members. Staff is in the early data -gathering implementation phase of the project and anticipate 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 Commissioner Pappajohn asked if there would be training for the older population. Hager noted a marketing campaign would go out for education on the program. Commission Milne asked if there would be testing before the launch. Hager confirmed there would be extensive testing and expected a few kinks as in any implementation. Staff requested that the Commissioners help with the testing. Commissioners thanked Hager for her report, and they look forward to utilizing the new system. b. Approval of Doi Feces and Hazard Notification Plan Supervisor Acquisti gave background on the item. 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. The plan staff is proposing has occurred in other cities to address similar issues. The program's goal is to help raise awareness and emphasize the importance of monitoring and cleaning up after dogs. Staff is proposing the following plan for approval: 1. 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 3 Parks & Recreation Commission APPROVED Minutes October 21, 2021 users from December -February for maintenance and to protect the grass during the winter weather). 2. Recreation staff will enlist the assistance of the field users and the Department's Park Monitors to mark the impacted areas on the grass 3. 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). 4. 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 5. After one month, the Dog Feces and Hazard Notification signage and flags will be taken to a different City field. The Commissioners agreed that the program would bring awareness of the feces and urine damage to the fields. Commissioner Pappajohn made a motion to approve the Dog Feces and Hazard Notification Plan. The motion was seconded by Commissioner Milne and was approved. 7-0. c. New Recreation Coordinator — Kylie Randall Due to a scheduling conflict, this item will be on the November agenda. d. Oath of Office for New Commissioners New commissioners John Brunello and Howard Wettan took the oath of office. 8. STAFF AND COMMISSIONER REPORTS a) Parks & Recreation Department Reports Director Glomstad reported Alpine Park is next on the remodel list. Commissioners Ardito and Chang are on the subcommittee. The Victoria Park renovation will begin next week. The Tree Lighting ceremony will be in person this year on Friday, December 3. She also encouraged Commission to visit the City website to review the draft District Mapping options produced by the City Clerk office. Top Golf negotiations are still in progress. The Commission rotation and committee assignments and a proposed public art installation will be on the November agenda. b) Commissioners Reports Commissioner Brunello said that he has lived in Burlingame for ten years with two children and looks forward to working on the Commission. Commissioner Wettan said that he has lived in Burlingame for 12 years with three children who participate in sports and YAC. He has been on the Traffic, Safety, and Parking Commission for the past ten years and on the Bond Oversight Committee, and has worked with the school district. 4 Parks & Recreation Commission APPROVED Minutes October 21, 2021 Commissioner Pappajohn welcomed the new commissioners. Commissioner Chang welcomed the new commissioners and reported the Muddy Mile event was amazing, and thanked staff for all their hard work on the event. Vice -Chair Holzman welcomed the new commissioners and reported she enjoyed the Pickleball fundraiser put on by the Burlingame Parks & Recreation Foundation. Commissioner Milne welcomed the new commissioners and expressed thanks for the Muddy Mile event and how well it was executed. Chair Ardito welcomed the new commissioners. 9. FUTURE AGENDA ITEMS 10. ADJOURNMENT There being no further business, the meeting was adjourned at 8:38 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, November 18, 2021, at 7:00 pm via zoom webinar. Respectfully submitted, Joleen Helley Recording Secretary 5 Parks & Recreation Commission APPROVED Minutes October 21, 2021