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HomeMy WebLinkAboutAgenda Packet - PR 2023.02.16• City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME BURLINGAME, CA 94010 F I Meeting Agenda - Final Parks & Recreation Commission Thursday, February 16, 2023 7:00 PM 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; and 3. Legislative bodies declare the need to meet remotely due to present imminent risks to the health or safety of attendees. On January 17, 2023 the City Council adopted Resolution Number 124-2022 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; and 3. The City can't maintain social distancing requirements for the public, staff, Council members, and Commissioners in their meeting spaces. Pursuant to Resolution Number 124-2022, the Community Center will not be open to the public for the February 16, 2023 Parks & Recreation Commission Meeting. Members of the public may view the meeting by logging on to the Zoom meeting listed below. Additionally, the meeting will be streamed live on YouTube and uploaded to the City's website after the meeting. Members of the public may provide written comments by email to publiccomment@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 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 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 16, 2023. The City will make every effort to read emails received after that time, but cannot guarantee such emails will 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. City of Burlingame Page 1 Printed on 211012023 Parks & Recreation Commission Meeting Agenda - Final February 16, 2023 To Join the Webinar, Go to: https.IlusO2web.zoom. us/j/83824568415?pwd=WTFRakhSTOtQYnd4aiZZc3BvQkJBZzO9 Passcode:868589 or access by phone: Dial: 1-669-900-6933 Webinar ID: 838 2456 8415 Passcode:868589 1. Call to Order 2. Roll Call 3. Approval of Minutes 4. Correspondence a. January Draft Minutes Attachments: 01.19.2023 PRC Minutes DRAFT 5. Public Comments Members of the public may speak on any item not on the agenda. Members of the public wishing to suggest an item for a future Commission agenda may do so during this public comment period. The Ralph M. Brown Act (the State -Local Agency Open Meeting Law) prohibits the Commission from acting on any matter that is not on the agenda. Speakers are limited to three minutes each. The Commission Chair may adjust the time limit in light of the number of anticipated speakers. 6. Old Business 7. New Business a. New Recreation Coordinator - James Fox Review and Approval of Tennis and Pickleball Court Use Policy Attachments: Staff Report 8. Staff and Commissioner Reports 9. Future Agenda Items 10. Adjournment Next Meeting: Thursday, March 16, 2023 City of Burlingame Page 2 Printed on 211012023 Parks & Recreation Commission Meeting Agenda - Final February 16, 2023 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 211012023 R C1TfY ti o� `ls Rvoawreo PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, January 19, 2023 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Pappaj ohn at 7:02 pm via Zoom meeting. 2. ROLL CALL COMMISSIONERS PRESENT: Holzman, Brunello, Pappajohn, Chang, Wettan, and Yu COMMISSIONERS ABSENT: STAFF PRESENT: OTHERS PRESENT: 3. APPROVAL OF MINUTES Milne Parks & Recreation Director Glomstad, Parks Superintendent Holtz, Parks Supervisor Burow & Recording Secretary Helley Council Member Peter Stevenson Commissioner Wettan made a motion to approve the October, November, and December minutes. The motion was seconded by Commissioner Holzman, and the motion was approved. 6-0-1 (Milne absent) 4. CORRESPONDENCE None 5. PUBLIC COMMENTS Councilmember Stevenson thanked the Commission for the chance to participate and stated he commends the Park & Recreation Department overall for all their hard work during the recent period of storms. He extended his thanks to all the staff. He also noted the importance of 1 Parks & Recreation Commission DRAFT Minutes January 19, 2023 improving the Parks Yard to ensure it is compliant from an access and ADA standpoint. He appreciates the opportunity to put it on public record. 6. OLD BUSINESS None 7. NEW BUSINESS a. Introduction: Carlie Burow — Parks Supervisor Superintendent Holtz introduced Carlie Burow, the new Parks Supervisor. Supervisor Burow stated that this was her dream job. She previously worked for Davey Resource Group, contracted by PG&E, mostly dealing with dead and dying trees up and down the Peninsula down to San Jose and Gilroy, resulting in her extensive knowledge of the area prior to joining Burlingame. Before Davey, she studied Environmental Science at California Lutheran University. b. Multijurisdictional Electric Bicycle Sharing Program Sustainability Program Manager Michael introduced herself and Assistant to the City Manager Kirshner to the Commission. She stated she and Assistant to the City Manager Kirshner have been working on a project with the City of Millbrae to create a multijurisdictional bike -sharing program. She shared a PowerPoint presentation. The cities issued an RFP, and of the three proposals received, the company they have been working with for the past few months is SPIN. The company has local experience (bike programs in Berkeley and San Francisco), low user fees, local staff, and a hybrid system with no cost to the cities. The program works by the users downloading an app on a smartphone to find bike locations, then scanning a QR code on the bike, providing a few safety rules. Then the user can ride the electric bike to the desired destination. The program will have incentivized parking to encourage users to return the bikes to a "parking corral." This program is a hybrid program meaning the user can ride the bike and park it wherever they want. It self -locks, then the user takes a photo of the bike, sends it in, and the ride ends. Michael stated the agreement is set to be finalized in the next week or so. The kickoff will be by identifying where the parking corrals will be located in the cities. The majority will be located in the downtown corridors, the Caltrain station, and near neighborhood parks. Michael also noted the cities applied to the San Mateo County Transportation Authority for a grant. Both cities received the grant funds, so the program has $440,000 to help subsidize the cost of the bikes to encourage usage. The funds will also be used to install new bike racks throughout the City. The red bikes weigh about 85 pounds with two kickstands. They are hard to topple over and generally more resilient than a regular bike. She invited questions, concerns, and comments from Commission. 2 Parks & Recreation Commission DRAFT Minutes January 19, 2023 Commissioner Chang liked the idea and asked for more information about the incentivized parking structure and how it relates to possible bike litter. Michael stated the app shows where the preferred parking areas are, and if users park in those designated areas, they will receive fifty cents or a dollar off their next ride. This option is flexible to what the cities decide regarding discounts, and some of the grant funds can be used for this. One of the reasons the cities like SPIN is the company is committed to having two local staff members/employees working in Burlingame to rebalance the bikes. Rebalancing means they move the bikes back to popular areas, or if they see a bike that has not been moved in 72 hours in a neighborhood, they will bring it back to one of the preferred parking locations. Also, the public can call if they see a bike left in a random place. The company has committed to responding within two hours during weekdays to move the bike. Commissioner Brunello inquired how the bikes are recharged since there are no docking stations, whether the bikes have a maximum speed, and if so, is it controllable. Michael noted the company has a warehouse in South San Francisco, and the batteries are swapped out in lieu of the bikes being taken, charged, and returned. In addition, the app shows the rider and the company the level of charge on the batteries. There is also geofencing technology to control where the bikes can go. The bikes can go up to 20 miles an hour, which is in the contract. It is also possible to have the electric component disabled when a rider enters a park area only to allow for pedaling or the maximum bike speed to 10 mph in a park area. The company also offers a live data dashboard showing where people are taking bikes, a "heat" map of the most frequented areas and popular routes, how many bikes are being used daily, how many new/returning users, etc. The information will allow staff to adapt the program as needed. Commissioner Holzman was curious about geofencing. Michael noted it is great to do this with Millbrae as users can take the bikes to BART and vice versa. Staff believed the bikes could not be stopped completely, but the electric mode would be disabled when a user went beyond the geofence. This makes for an unpleasant peddling ride as the bikes are quite heavy. If a bike is left beyond the geofence, SPIN staff will pick up the bikes and rebalance them to the parking corrals. Commissioner Wettan asked about the grant funds and if there was a contractual obligation on SPIN's part not to "ghost" the cities, and the City is out of the grant funds. Michael confirmed the contract contains a clause that if the program fails to operate as outlined in the scope of work, then SPIN has to return whatever funds the City put in. Wettan inquired if either school district has weighed in on this on how they feel about having bike corrals with these bikes parked in them or how they feel about elementary and high school students using the bikes. Michael stated the program requires the users to be 18 years of age. However, SPIN is considering lowering the age to 16 based on high school interests. Wettan asked how the 20 mph speed was determined and if there was any concern about user skills. Michael noted that 20 mph is a class I bike standard speed for electric bikes. She noted the learning curve is very quick. The bikes are e-assist, so riders feel the e-assist as they pedal. He also asked if the City could direct how many bikes could be relocated to certain areas. He cautioned that the City should not rely on the "best interest' of the company to rebalance bikes. If there is anything staff thinks should happen, it must be in the contract. He also asked if BPAC and TSP have weighed in on this program. Michael confirmed they both have, as she presented to them in October. He also noted that Hillsborough would be the area he thought that geofencing 3 Parks & Recreation Commission DRAFT Minutes January 19, 2023 would come in handy. Michael noted she would talk with Hillsborough to see how they feel about the bikes since they seemed to like the LIME bike program and if they would like to join. Commissioner Yu is excited about the program and is curious about what would be considered a success and how we would obtain user feedback. Michael noted the number of complaints and ridership numbers would measure success. In addition, user feedback can be obtained through surveys on the app for riders to complete. Public Comment — Parks Supervisor Burow inquired if there is a weight/height requirement for the bikes. Assistant to the City Manager Kirshner stated the recommended height is about 5 ft to 6 ft 4 inches, but there is no, at least in the City's contract, a set height or weight limit. Councilmember Stevenson noted he is excited about the e-bike program and feels the City needs to continue the efforts around sustainability. Commission thanked Michael and Kirshner for their presentation. 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Director Glomstad gave a recap of the recent storms. Excluding the previous evening, the City rain gauge recorded from December 22, 2022, 22 inches of rainfall 5 inches of that was on December 31, 2022. On December 31, staff initiated a Department Operations Command Center with Public Works and Emergency Services, then escalated to a virtual Emergency Operations Command Center. Flooding occurred in different locations throughout the City. The flooding did cause some potholes, which Public Works temporarily repaired and will return to fix more permanently once the weather improves. In addition, Public Works crews installed over 100 temporary stop signs due to ongoing power outages throughout the City. Over the last several weeks, Public Works received over 212 service calls related to flooding. Two thousand tons of sand and over sixteen thousand sandbags went out to the public during this time period. Easton Creek had a couple of breaches to which temporary fixes were placed. They will be reevaluated when the weather has improved. The City sewer system had a few issues with increased water flow due to the increased rainfall. Some City facilities did have leaks, including the new Community Center. The groundwater below the parking garage seeped through, and there was a leak in the roof. The contractor is fixing the issues. After every storm, Public Works and the Parks Division staff were out in the City removing blockages, removing silt, and picking up tree limbs. 4 Parks & Recreation Commission DRAFT Minutes January 19, 2023 The Parks Division had thirty emergency calls. Of those thirty calls, only eight were for City property. Most of the calls were for tree and branch failures related to El Camino Real, Hillsborough, or in the county jurisdiction (Burlingame Hills area). After every major storm event, staff patrolled every street, picking up branches that were in the right of way, and noted any potential issues needing follow-up. There were four City tree failures, three of which were eucalyptus trees, one that was removed due to a water main break, and three eucalyptus trees that were removed preemptively. They were starting to lean and were removed before failing. Mills Canyon had three landslides of varying degrees, with one closing the lower trail. It will be closed for a while to allow it to dry out and for staff to assess how to proceed with rebuilding/rerouting the trail. Glomstad noted that several staff went above and beyond the call of duty. Lead Works Pedro Barron and Neal Brosnan were out there during the storm. Maintenance Workers Jasen Wong and Steven Pappas were on call doing work in the evenings. Also, Parks Supervisor Carli Burow and Parks Superintendent Holtz checked all the large eucalyptus trees on Burlingame Ave, Easton Ave, Skyline, and along the train tracks after each event to assess the stability of groves. Commission expressed thanks for all the work and dedication from staff during this period and for keeping the City up and running during the recent potentially catastrophic events. b. Commissioners Reports Commissioner Holzman — No Report Commissioner Wettan — Reported meeting with Manager Acquisti and Supervisor Coggins about building continuity in the coaching for the 4tn-8tn grade after -school sports program. They made some progress and will keep the dialog open. Commissioner Yu — Reported she met with the Burlingame Soccer Club board. They reported they have been experiencing challenges with access to fields as they are a renter and not a validated user group. Commissioner Brunello — Reported having a brief meeting with Burlingame Softball and BYBA, who noted the two groups are getting along better. Commissioner Pappajohn— Reported that the Pickleball Committee held two listening sessions this past week. Items discussed were the current policy and paddle holders. The Committee will continue to get input. 9. FUTURE AGENDA ITEMS 10. ADJOURNMENT There being no further business, the meeting was adjourned at 8:02 pm. 5 Parks & Recreation Commission DRAFT Minutes January 19, 2023 The next meeting of the Parks & Recreation Commission is scheduled to be held on Thursday, February 16, 2023, at 7:00 pm via zoom webinar. Respectfully submitted, Joleen Helley Recording Secretary 6 Parks & Recreation Commission DRAFT Minutes January 19, 2023 BURLINGASTAFF R • ;ti o Avovwi To: Parks and Recreation Commission Date: February 16, 2023 From: Nicole Acquisti, Parks and Recreation Manager — (650) 558-7337 Subject: Review and Approval of Tennis and Pickleball Court Use Policy RECOMMENDATION Staff recommends the Parks and Recreation Commission review and approve the updated Tennis and Pickleball Court Use Policy. BACKGROUND For the past two years, the Burlingame Parks and Recreation Department has been working with the tennis and pickleball community to create more pickleball opportunities. Staff and the Pickleball Task Force have had community engagement with members of both groups in a variety of ways, including Zoom calls and site visits, to strive for fair and equitable use of facilities. To date, striping is available for 11 pickleball courts, 8 on shared Tennis Courts. Pickleball courts are located at the following: Washington Court #1: Washington Sports Court: Laguna Courts: Ray Courts: nmr_i issinm 4 pickleball courts 3 pickleball courts 2 pickleball courts 2 pickleball courts The Tennis Court Use Policy didn't take into account the addition of pickleball courts. The proposed policy includes both tennis and pickleball use. The following edits have been made to the: 1. The word "Pickleball" has been added to the name of the policy. The current document now states: Tennis and Pickleball Court Use Policy and is used throughout. 2. The policy now identifies the number and location of pickleball and tennis courts throughout the City. 3. In the Allocation Process and Restrictions, the scheduling of Pickleball courts has been included. 4. The fees were updated to align with the current Master Fee Schedule. 1 Review and Approval of Tennis and Pickleball Court Use Policy February 16, 2023 FISCAL IMPACT None EXHIBITS A: Revised Tennis and Pickleball Court Use Policy City of Burlingame Parks & Recreation Department �� 850 Burlingame Ave., Burlingame, CA 94010 BURL[ ME phone: (650) 558-7300 • fax: (650) 696-7216 recreation(a-).burlingame.org Tennis and Pickleball Court Use Policy The City of Burlingame Parks and Recreation Department Tennis and Pickleball Court Use Policy has been established to ensure City -owned, maintained, and managed tennis and pickleball court facilities are utilized to their maximum capacity for recreational, athletic, cultural, educational, social, and community service functions that meet the needs and interests of the whole community. In addition, the policy helps ensure the safety and quality of the tennis and pickleball courts and that permitted users are fully informed of the City's guidelines that govern their use. The goals of the policy are: 1. To serve Burlingame residents through internal recreational programs and access to tennis and pickleball courts for recreational use. 2. To focus on organizations that have shown longevity in serving the Burlingame community. 3. To benefit the most residents with limited resources. 4. To protect and preserve the tennis and pickleball courts for approved uses. 5. To establish policies and procedures governing City tennis and pickleball courts. 6. To collect fees for the use of the courts to help support their ongoing maintenance. 7. To ensure that decisions regarding the use of City tennis courts are used in the best interests of the neighborhoods, sports organizations, and residents of Burlingame. It is the responsibility of each user to assist the City of Burlingame in ensuring tennis and pickleball courts are allocated fairly and equitably. To do this, users need to commit to the process and be flexible and able to modify their requests, as needed, to maximize court usage. 1. Pickleball Courts: The role of the Parks and Recreation Department is to offer drop -in pickleball courts at the following eleven locations: • Washington Court #1- 4 pickleball courts (no private reservations available) • Washington Sports Court: 3 pickleball courts • Laguna Courts: 2 pickleball courts • Ray Courts: 2 pickleball courts 2. Tennis Courts: The Parks and Recreation Department's role is to monitor the tennis courts' use and ensure that all user organizations adhere to the requirements of the City of Burlingame. The City has the need/responsibility to offer programs and realize revenues to offset administrative and park maintenance costs. The City reserves the right to alter or expand its program offerings during the year. Tennis Court Allocation Priority Allocation of tennis courts will take place one month before the start of the seasonal use date for each season. The priority is as follows: 1. Burlingame Parks and Recreation Department. 2. All programs and activities offered/sponsored by a school district that has a joint use agreement with the City of Burlingame. 3. Non-profit Burlingame organizations. 4. For -profit Burlingame groups and Burlingame residents. 5. Non -Burlingame -based for -profit groups and non -Burlingame residents. Seasonal Use Dates Defined Winter: January 1 st through March 31 st Spring/Summer: April 1 st through August 31 st Fall: September 1st through December 31 st Residency For the purposes of this policy, residency is defined as an individual or organization whose primary home or business address is located in the City of Burlingame or any Burlingame City Employee. Tennis and Pickleball Court Allocation Process and Restrictions 1. The Burlingame Parks and Recreation Department reserves the right to adjust the tennis court allocation process to address needs or resolve conflicts. 2. The process for the allocation of tennis courts begins with City staff scheduling all internal programs, including group lessons, afterschool sports, fitness classes, camps, and special events. 3. After internal programs are scheduled, staff will reach out to contacts for Burlingame -based USTA teams or other non-profit Burlingame -based organizations interested in court use for scheduling. 4. Following the non-profit rentals, private renters who use tennis courts for personal use or provide private lessons and camps will be contacted by staff. For -profit instructors will have private lessons allocated using the following guidelines. a. Renters will be contacted one month before the start of a season. 5. Washington Court #1 will not be scheduled (other than for department programming) and will remain open for drop -in tennis and pickleball use. 6. Laguna Park Courts will have one court available for reservation and one to remain open for drop -in. a. The exception is for tennis camps during predefined holidays and summer breaks. 7. Ray Park Courts will have Court 2 available for reservation, and Court #1 will remain open for drop -in. a. The exception is for tennis camps during predefined holidays and summer breaks. 8. Court time not needed by a renter must be turned in by the deadline set by the Court Use Coordinator. 9. Following the tennis allocation to renters, all remaining court time will be available for drop -in use. a. Drop -in participants are subject to a limit of two hours of tennis court time and 30 minutes of pickleball court time if others are waiting on the court. 10. Tennis Court permits can be viewed through the City's online field scheduling software. Tennis Court Fees 2022-2023 — per Master Fee Schedule The fees are set annually by the City Council. City staff does not have the authority to waive or reduce fees. Burlingame Resident, Non -Profit / USTA $38 for 4 hours of court time per court Burlingame Non -Resident, Non -Profit $62 for 4 hours of court time per court Burlingame Resident/For Profit $23 per hour Non-Resident/For Profit $27 per hour Subletting of Burlingame Courts Subletting is defined as any renter found to be transferring, giving away, sharing, or reserving field space for another organization without written approval/permission from the Parks and Recreation staff. If an organization no longer needs time that is allocated to them, City staff needs to be informed so the time can be reallocated to another organization for rental or opened for drop -in use. Penalties for Subletting: 1st offense is a written warning and hearing before Commission. 2nd offense is up to a $1,000 fee, hearing before the Commission, and probationary status of the organization. 3rd offense is up to a $2,500 fee, hearing before the Commission, and loss of court time for the upcoming season. Two or More Eauallv Eliaible Oraanizations Reauestina the Same Court If two or more court requests with equivalent priority status overlap, the organizations shall work with the City's Court Coordinator to resolve the issue. Should no compromise be found, the Court Coordinator will use good judgment in determining the court allocation for the season. Additional Considerations 1. The City reserves the right to cancel an allocation to accommodate the needs of any City sponsored/co-sponsored tournaments and/or special events. 2. Requests for additional use, programs, or facilities not covered by the Tennis and Pickleball Court Use Policy should be addressed in writing to City staff. Insurance General liability insurance coverage of $2 million that covers the participant(s) must be submitted to receive a permit. The City of Burlingame requires all certificates of insurance to be submitted on a standard ACORD form or on the insurance company's letterhead. The City of Burlingame must be listed as the certificate holder, and an additional insured. Tennis Court Closure City Parks staff cleans courts weekly on Thursdays between 1 pm and 3pm. Unless otherwise noted, courts will not be available for use at this time. The City makes every effort to accommodate renters and avoid lengthy closures of courts. However, the health and safety of the user and the condition and playability of the courts take precedence. Should the need to close a court arise, City staff will inform renters as soon as possible of the closures and work to find reasonable solutions to canceled court permits. Court Rules & Regulations 1. Court hours are from sunrise to one-half hour after sunset. Lighted courts are available until 10:OOpm. No person shall remain in a City park during non - operating hours. 2. Private rentals should not start before 8:OOam or extend past 10:OOpm (unless otherwise stated). 3. The Renter or designated contact (the individual in charge of the permit) must enforce the rules and regulations while on permitted facilities. 4. No alcoholic beverages are allowed; violation will result in forfeiture of the permit, and no fees will be returned. 5. No smoking is allowed in any City parks, courts, or fields. 6. Selling food or other items is not allowed without City approval and must be noted on the permit. If approved by the City to sell food through a concession stand an organization must have a valid health permit for the County of San Mateo. 7. No organization or individual is permitted to alter a court in any way without approval from the City of Burlingame Parks and Recreation Department. 8. No group or individual is permitted to maintain a storage unit (or similar object) on or around a field without prior approval from the City. Restrooms Some parks have public restrooms which may be utilized. If a user chooses to use portable restrooms, arrangements must be made with the City or School District. Users must contact the City of Burlingame at least one week before the event for location approval. In addition, the user must arrange for and pay all fees directly with the restroom vendor. Good Neighbor Policy The City has established the following rules and regulations to govern the use of the City's facilities for the safe and pleasant enjoyment of participants and neighbors. Every person is expected to abide by these rules or be subject to forfeiture of the privilege of future use of the facilities and/or a fine. 1. All litter and debris resulting from your event must be picked up and deposited into trash receptacles, where provided or removed from the premises. 2. All organizations and individuals are responsible for the condition they leave the facility. Any excessive clean-up required by the City or District crews following your use will cause forfeiture of court reservations and/or a fine. 3. Amplified music, use of musical instruments, radios, or public address system is not permitted. 4. Complaints from surrounding neighborhood residents regarding noise level, litter and debris, and disregard for use of parking regulations could result in cancellation of your permit and possibly denial of future facility requests. 5. No person shall park a motor vehicle in such a place or manner as would block or obstruct any gate, entrance, exit, or resident driveway. Failure to Comply with Tennis and Pickleball Court Use Policies Organizations or individuals who violate any of the policies set by the City or the Parks and Recreation Commission may be subject to a reduction or cancellation of their current or future use of City tennis courts.