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HomeMy WebLinkAboutMin - PR - 2023.10.19R C1TfY ti o� `ls Rvoawreo PARKS & RECREATION COMMISSION APRROVED Meeting Minutes Regular Meeting on Thursday, October 19, 2023 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Pappajohn at 7:00 pm. 2. ROLL CALL COMMISSIONERS PRESENT: Holzman, Brunello, Pappajohn, Milne, Yu, and (Chang arrived at 7:15pm) COMMISSIONERS ABSENT: Holzman & Wettan STAFF PRESENT: Parks & Recreation Director Glomstad, Supervisor Vega & Recording Secretary Helley OTHERS PRESENT: None 3. APPROVAL OF MINUTES The June and August minutes will be available for approval at a future meeting. 4. CORRESPONDENCE None 5. PUBLIC COMMENTS None 6. OLD BUSINESS None 7. NEW BUSINESS 1 Parks & Recreation Commission APPROVED Minutes October 19, 2023 a. Resident/Non-Resident Registration Date Director Glomstad provided background information, as noted in the staff report. Glomstad said that a few classes filled up quickly for the summer programming. One family, in particular, was upset as they were placed on the waitlist. In addition, staff and commissioners received an email from a resident who was upset that they could not get their children into the camps they wanted, even though she was online when registration opened on March 1, 2023. The resident also suggested that more sessions be offered, and a lottery system be used for enrollment. The Recreation Division offered 186 camps over the 9 weeks, not including Leaders -in -Training and Lunch Adventures. The two programs were not included in the calculations because they did not have enrollment limits. On average, each week had 20 camp options to choose from. The percentage of residents/non-residents enrolled in the Division camps in the summer of 2023 was 85%/15%. While the Division offered three in-house camps each week, independent contractors taught most classes/camps the P&R Department provided. As independent contractors, they had greater control over the scheduling and how they taught their classes. While recreation coordinators worked with the contractors, the contractor decided the number of sessions per season. When scheduling, the contractor and recreation coordinator consider the contractor's available staff, the amount of time per session, available space, and the contractor's bandwidth. City staff can advise on how many sessions the contractor could host, but ultimately, it is the contractor's decision. Staff explored the idea of using a lottery and determined having a lottery for all camps would be very cumbersome for staff and would cause frustration for the parents. Parents would need to wait a couple of days (due to the volume of camps) to know if they got into the camp, and their 2nd or 3rd choices could be full. Staff also discussed only using a lottery for some camps, but based on past enrollment, it is hard to determine which camps/weeks of camp would be popular each summer and, therefore, included in the lottery. Another option was to have two registration dates, one for residents and one for non-residents. The current registration system can accommodate this idea. Staff would need to confirm the addresses are accurate to ensure all participants are reflected correctly as residents/non-residents and thoroughly advertise the change before the change was instituted for the registration period. Staff noted that if the Commission determined having two registration dates is appropriate, staff would need to develop and start the messaging platform to inform the community. However, the earliest staff thought starting with two registration dates would be fall 2024. It was too late to include it for summer 2024 since some of the summer camps would already be in the next edition of Live, Play, Burlingame. Pappajohn opened commission discussion. Commissioner Holzman asked how much work it would be to validate the residency data and if there were any benefits to the validation of the data. Glomstad stated that the Burlingame Hills area was not within the city boundaries; some households may have been receiving the resident rate. When a person creates a new household account online, the account is reviewed by a staff 2 Parks & Recreation Commission APPROVED Minutes October 19, 2023 member and then activated for use once the address has been verified. Glomstad said staff would need to check the database to ensure all the addresses were correctly designated. This would need to be done before starting the resident/non-resident registration dates. Holzman observed that it sounded like staff felt this should be done regardless. Glomstad confirmed this to be the case. Glomstad asked Supervisor Vega if the current registration system can prioritize a resident over a non-resident. Vega stated that staff can manually select residents over non-residents from a waitlist to be enrolled. Pappajohn opened public comment. There were no public comments. MOTION by Milne to approve staff prioritizing residents from waiting lists starting in the winter 2024 session. Motion seconded by Brunello. Motion approved 5-1-2 (Chang abstained; Holzman & Wettan absent). MOTION by Yu to approve the implementation of a resident and non-resident date for registration no later than the first guide of January 2025. Motion seconded by Brunello. Motion approved 5-1-2 (Chang abstained; Holzman & Wettan absent). 8. STAFF AND COMMISSIONER REPORTS a. Parks & Recreation Department Reports Glomstad reported that the Muddy Mile event is on October 21, Fall Fest on October 29, Tree Lighting on December 1, and the first annual Winter Market on December 2 & 3 at the community center. Glomstad also reported that due to the fall season being very heavy with programming and special events, the decision was made to move the Muddy Mile event to the spring season. The next Muddy Mile event will be held in April of 2024 and will be held annually in the spring. b. Commissioners Reports Commissioner Brunello — No Report Commissioner Yu — Laguna Park Ad Hoc Committee held their kick-off meeting to discuss the redesign of the playground. There were great discussions with the residents on the committee; hopefully, we will get to see some ideas soon. Commissioner Milne — The Burlingame Parks & Recreation Foundation hosted the Pickleball Palooza on October 8 in Washington Park. It was well organized and with great instructors. He highly recommended it. Commissioner Pappajohn— Thanked the staff for the dinner to acknowledge all the volunteers for commissions with the city. Commissioner Chang — No Report Parks & Recreation Commission APPROVED Minutes October 19, 2023 9. FUTURE AGENDA ITEMS 10. ADJOURNMENT There being no further business, the meeting was adjourned at 7:38 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held in person on Thursday, November 16, 2023, at 7:00 pm. Respectfully submitted, Joleen Helley Recording Secretary 4 Parks & Recreation Commission APPROVED Minutes October 19, 2023