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HomeMy WebLinkAboutAgenda Packet - PR - 2025.04.17Parks & Recreation Commission City of Burlingame Meeting Agenda BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Burlingame Community Center 850 Burlingame Avenue 7:00 PMThursday, April 17, 2025 Commissioner Chang will be appearing remotely from St. Regis Longboat Key, 1601 Gulf of Mexico Dr, Longboat Key, FL 34228 Commissioner Yu will be appearing remotely from Adare Manor, Adare, Co. Limerick, Ireland V94 W8WR Consistent with Government Code Section 54953, this Parks & Recreation Commission Meeting will be held via Zoom in addition to in person. To maximize public safety while still maintaining transparency and public access, members of the public can observe the meeting from home or attend the meeting in person. Below is information on how the public may observe and participate in the meeting. To Attend the Meeting in Person: Location: Burlingame Community Center, 850 Burlingame Ave, Burlingame, California 94010 To Attend the Meeting via Zoom or Phone: Please click on the link below to join the webinar: https://us02web.zoom.us/j/81596090648?pwd=SATABckh8rWpDnSGKatumabbskD9OY.1 Passcode:888105 Or Telephone: Dial(for higher quality, dial a number based on your current location): +1 669 900 6833 US (San Jose) Webinar ID: 815 9609 0648 Passcode: 888105 International numbers available: https://us02web.zoom.us/u/kbe1qq80rx To Provide Public Comment in Person: Members of the public wishing to speak will be asked to fill out a "Public Address Request Form" card located on the table by the door and then hand it to staff. The provisions of a name, address, or other identifying information is optional. Speakers are limited to three minutes each, however, the Chair may adjust the time limit in light of the number of anticipated speakers. Page 1 City of Burlingame Printed on 4/11/2025 April 17, 2025Parks & Recreation Commission Meeting Agenda To Provide Public Comment via Email: Members of the public may provide written comments by email to recreation1@burlingame.org. Emailed comments will not be read out loud, but they will be noted for the record. Your email should include the specific agenda item on which you are commenting. Please note if your comment concerns an item that is not on the agenda. Emailed public comments that are received by 4:00 p.m. on Thursday, April 17, 2025, will be included in a supplemental packet that will be sent to the Parks & Recreation Commission prior to the meeting and published on the website here: https://www.burlingame.org/192/Parks-Recreation-Commission. 1. Call to Order 2. Roll Call 3. Approval of Minutes Draft Minutes - March 20, 2025a. Draft MinutesAttachments: 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. Speakers are asked to fill out a ‘request to speak’ card located on the table by the door and hand it to staff, although provision of a name, address or other identifying information is optional. The Chairperson may limit speakers to three minutes each. Presentation: 333 Committee 6. Old Business Approval of the Updated Field Use Policya. Staff Report Exhibit A Exhibit B Exhibit C Attachments: 7. New Business New Recreation Coordinator - Allan Mateoa. Page 2 City of Burlingame Printed on 4/11/2025 April 17, 2025Parks & Recreation Commission Meeting Agenda Approval of Victoria Park Blacktop Lining Optionsb. Staff ReportAttachments: 8. Staff and Commissioner Reports 9. Future Agenda Items 10. Adjournment Next Meeting: Thursday, May 15, 2025 NOTICE: Any attendees wishing accommodations for disabilities should contact the Parks & Recreation Department at (650) 558-7323 at least 24 hours before the meeting. A copy of the agenda packet is available for review at the Recreation Center, 850 Burlingame Avenue, during normal office hours. The agendas and minutes are also available on the City's website: www.burlingame.org. Page 3 City of Burlingame Printed on 4/11/2025 1 Parks & Recreation Commission DRAFT Minutes March 20, 2025 PARKS & RECREATION COMMISSION DRAFT Meeting Minutes Regular Meeting on Thursday, March 20, 2025 1. CALL TO ORDER The duly noticed regular meeting of the Burlingame Parks & Recreation Commission was called to order by Chair Chang at 7:00 pm. 2. ROLL CALL COMMISSIONERS PRESENT: Milne, Brunello, Giere, Curtis, Yu, Wettan & Chang COMMISSIONERS ABSENT: None STAFF PRESENT: Parks & Recreation Director Glomstad, Recreation Manager Acquisti & Recording Secretary Helley OTHERS PRESENT: Amy, Victor, Rabi, Jacki, Kashen, Nemanja Colovic 3. APPROVAL OF MINUTES Commissioner Wettan made a motion to approve the minutes as written. The motion was seconded by Commissioner Yu. The motion was approved 7-0. 4. CORRESPONDENCE None 5. PUBLIC COMMENTS Nemanja – Stated he worked with the committee on the field use policy, and it has been several months, and he has not heard a status update; BSC is still scheduling the “littles” late. Amy – Here tonight to support BSC. As parents, they would like more space to play. Rabi – Father of two kids who just wants to play soccer Jacki – Been with BSC for three years; surprised the group is not a validated user. Victor – Has two girls in BSC and supports the group becoming a validated user. 2 Parks & Recreation Commission DRAFT Minutes March 20, 2025 Kashen – Has been playing soccer for four years and would like BSC to be a validated user so that he and his brother’s practices can be scheduled earlier in the evenings. Name Unknown – Has two sons that play soccer, and the experience with BSC has been positive. 6. OLD BUSINESS None 7. NEW BUSINESS a. Summer Off-Leash Hours – Recreation Manager Acquisti stated that the staff recommends the Commission review and approve the Dog Advisory Group’s proposal of a pilot program to add off-lease summer hours at Washington Field and recommend it go to City Council for approval. To ensure effective and efficient field maintenance during the pilot program, a volunteer group that proposed the idea has committed to taking responsibility daily during off- leash hours to manage the dog owners and dogs to ensure they are entirely out of the way of Parks staff as they move around the field to perform their duties. Commissioner Giere asked if someone had a concern, how would they lodge the concern. Commissioner Brunello asked if there is a way of measuring the cost of maintenance due to the wear and tear on the area, to compare if this is done on another field. He stated he is impressed by the group that organized to do this and celebrated them for stepping up. Commissioner Milne echoed the kudos to the volunteer group and requested an update to the Commission at the end of the summer with objective criteria. Chair Chang opened the public comment. Mona – Washington Park is close to her home; the dog community is a great hub; she notes she picks up trash all the time. Dave Longacre – Observes kids and dogs using the park; the field allows dogs to run for a distance. Brian Michael – Called the SPCA and learned that only a quarter of the dogs in Burlingame are registered. He is interested in doing a campaign to get dogs registered. Commissioner Chang closed public comment and opened Commission discussion. MOTION by Commissioner Wettan to approve the pilot program and recommend City Council consider approval of the pilot program. The motion was seconded by Commissioner Milne. Motion was approved 7-0. 8. STAFF AND COMMISSIONER REPORTS 3 Parks & Recreation Commission DRAFT Minutes March 20, 2025 a. Parks & Recreation Department Reports Director Glomstad – The annual Royal Ball was held on March 14 and was a great success with a horse-drawn carriage thru Washington Park, a 360-photo booth, face painting, and a DJ. The event drew up to 172 attendees; Cuernavaca Update included that the materials for the repair have been ordered. b. Commissioners Reports Commissioner Milne – The Burlingame Parks Forever Foundation will be assisting the department with the Makers Space, Fine Arts program, and Town Square Fundraising. They will be holding their Bocci Ball tournament on 6/14 and their Pickleball tournament in October. Commissioner Giere – No Report Commissioner Curtis – Attended an Off-Leash Dog Committee meeting to learn the background. Commissioner Yu – Met with BSC, and most comments were to give the organization user group status. Commissioner Brunello – Met with BGS; the group loves the new batting cage; the group was not concerned about the field use policy and said they would make it work. Commissioner Wettan – Attended a sub-committee meeting on the Field Use Policy. Commissioner Chang – Attended Field Use Policy meeting; items will be presented at the April 17 Parks & Recreation Commission meeting. 9. FUTURE AGENDA ITEMS 10. ADJOURNMENT There being no further business, the meeting was adjourned at 8:05 pm. The next meeting of the Parks & Recreation Commission is scheduled to be held in person on Thursday, April 17, 2025, at 7:00 pm. Respectfully submitted, Joleen Helley Recording Secretary 1 STAFF REPORT To: Parks and Recreation Commission Date: April 17, 2025 From: Nicole Acquisti, Recreation Manager (650) 558-7337 Kevin Gresh, Recreation Supervisor (650) 558-7312 Raphael Garcia, Recreation Coordinator (650) 558-7302 Subject: Approval of the Updated Field Use Policy RECOMMENDATION Staff recommends that the Parks and Recreation Commission approve the updated Field Use Policy. BACKGROUND To help guide field usage, a Field Use Policy (Exhibit A) was established to ensure City-owned, maintained and managed athletic field facilities, including the fields owned by Burlingame Elementary School District (Franklin and BIS), are utilized to their maximum capacity for resident recreational, athletic, cultural, educational, socials and community service functions that meet the needs and interests of the Burlingame community while ensuring the safety and quality of the fields. Permitted users are fully informed of the City's guidelines that govern their use of the park and athletic field facilities to preserve the fields in good condition for all residents and future users. The current policy allows organizations to be validated as Tier 1 and Tier 2. The main differences between the two are the minimum percentage of Burlingame residents and maximum enrollment. The current version of the Field Use Policy was last updated in September 2018. Over the past two years, City staff have noticed that the use of the fields has changed, the current policy does not address the current usage, and it does not provide enough guidance to staff to make fair and equitable allocation decisions. Additionally, the Burlingame Soccer Club feels they have not been fairly accommodated during the allocation process. In February 2024, the Parks and Recreation Commission approved the creation of an Ad Hoc Committee to review and update the policy. The Ad Hoc Committee comprised two City Councilmembers, three Parks and Recreation Commissioners, and four City staff. Once the committee was approved, City staff emailed the Board of Directors of the nine current users of the Burlingame fields (AYSO, Burlingame Youth Baseball Association (BYBA), Burlingame Girls Softball (BGS), Burlingame High School, Burlingame Soccer Club (BSC), Coyotes Lacrosse, Approval of the Updated Field Use Policy April 17, 2025 2 Mercy High School, Our Lady of Angels, and St. Catherines) asking for two representatives from each organization to form the Field Use Policy Review Committee (Committee). The Ad Hoc Committee discussions from March to May 2024 have been captured in the June 2024 staff report (Exhibit B). In June 2024, staff presented an updated policy to the Parks and Recreation Commission. It included removing the Tiers and the organization participant maximum enrollment. While the Commission approved the subdivision of fields and many administrative changes and formatting, they did not approve the updated allocation process primarily due to how it impacted the smaller organizations. The Commissioners instructed the Ad Hoc Committee to continue refining the field allocation process within the policy to address how the changes would impact the smaller organizations. DISCUSSION Over the past 10 months, the Committee has worked on evaluating many different variations to the allocation process. Methods that were analyzed include, but are not limited to, residents being weighted higher, hours per capita, establishing certain fields for only specific sports, as well as withholding slots. Despite the efforts of the Committee, any changes made will impact differently sized organizations in different ways, in particular, the smaller organizations. The updated Field Use Policy (Exhibit C) is similar to the one presented in June 2024 but with a few key additions to the allocation process. Below are the key points of the updated Field Use Policy: 1. Organizations previously labeled as Validated Users will be called Commission Approved Organizations (CAO). 2. Previously, Validated Users were required to reapply for validation every three years for Tier 1 and every year for Tier 2. Once deemed a CAO, organizations will need to provide the BPRD Field Scheduler with the following items annually: a. Board Members list with a governing board of at least 75% residents b. Number of players from the previous year for each season identified as resident or non-residents c. Proof of annual insurance 3. The allocation priority is as follows: a. BPRD and BSD b. CAOs c. Non-profit, non-CAO Burlingame organizations d. For-profit non-CAO Burlingame organizations e. Public Field Rentals 4. The Allocation Process a. Fields will be allocated 4 times per year (Fall, Winter, Spring, and Summer) Approval of the Updated Field Use Policy April 17, 2025 3 b. BPRD and BSD reserve the slots needed for the season c. BPRD will email the following: i. The number of field slots available to select per organization ii. Timeline for selections iii. Seasonal Master Matrix iv. Seasonal historical selections d. CAOs will submit requests to BPRD staff via email within three weeks. e. BPRD staff will insert requests into the Master Matix, including overlapping requests f. A predetermined meeting will be schedule for overlapping CAOs to resolve conflicts. g. If CAOs are unable to resolve conflicts, BPRD staff will make the final decision using the following criteria (in no order): i. Highest percentage of residents ii. Traditional in-season sport iii. Appropriate type of field iv. Percentage of volunteer coaches h. Prior to the start of Fall and Spring seasons, a mandatory preseason meeting about field related items will be held. i. Field time not needed by CAOs must be turned in by the deadline established by BPRD staff. i. If a CAO does not submit givebacks by the deadline, the CAO will lose requested slots based on the frequency they are not consistently used season to season. • The frequency will be determined based on historical data provided by BPRD (heat map). j. Throughout the season, the CAO will be charged for any slot not given back within 48 hours prior to the slot time. k. At the end of the season, BPRD will issue an invoice to be paid by the CAO within 30 days. i. If the invoice is not paid within 30 days, the CAO may not be eligible for next season’s allocation. The fees will be set annually as part of the Burlingame Master Fee Schedule process. BPRD staff does not have the authority to waive or reduce the fees. CAOs are required to pay fees for field use. Fees include: • Per player fees for all participants in each of the four seasons (separate fee for resident/non-resident) • Hourly field usage fee (separate fee depending on the number of non-residents) • Hourly light fees • For organizations using BIS and Franklin fields: o A portion of the cost of the portable restrooms located at each site ▪ Amount is based on the percentage of use on the specific field • A refundable deposit of $500 that will remain with the City until the organization is no longer a CAO and is for damage to the fields/equipment. Approval of the Updated Field Use Policy April 17, 2025 4 Removing the Tiers and maximum enrollment for organizations that have a majority non-resident participation will allow BSC to be eligible as a CAO. This, in turn, will reduce the number of slots allocated to all the organizations that were previously Validated Users, but it is most impactful to the smaller organizations. They will receive fewer slots. However, the residents who participate in the BSC will get a percentage of slots when the fields are first allocated. Due to the drop in slots for smaller organizations, staff recommend that a small number of slots be retained for upcoming fall and spring allocations to minimize the potential negative impacts on the smaller organizations. If needed, the retained slots can be used by the smaller organizations; otherwise, they will be released for all CAOs. If there are no negative impacts, staff will no longer hold a small number of slots. If the impacts are detrimental to the small organizations, staff will return to Commission. Going forward, the City only has so much field space and doesn’t have the financial capacity or land to increase the number of fields. If field user organizations continue to increase their participant numbers and program outside of their traditional season, the Commission may need to explore placing a maximum percentage or number of non-resident participants per organization. In the meantime, staff will be reviewing and updating the Field Density Matrix to ensure the quality and safety of the fields. In addition, while the policy update will address the timeline of when organizations receive field slots, the density per slot (the number of players on the field at one time) will vary depending on how each organization chooses to use the space. The City’s concern is to ensure the permitted density of the slot by the type of sport isn’t exceeded. The update will also not address the time each age group practices. That is solely up to the discretion of the organization’s field scheduler. If the updated Policy is approved at the April 17, 2025 meeting, it will go into effect for fall 2025 allocations. Each organization will need to go through the CAO process at the May 15, 2025 Commission meeting to be eligible to participate in the fall and future allocation processes. FISCAL IMPACT The revenue from the fees will change depending on the number of CAOs, the percentage of non- residents, and the number of slots used. EXHIBITS A. Field Use Policy B. June 2024 Parks and Recreation Commission Staff Report C. Draft Updated Field Use Policy Exhibit A 1 STAFF REPORT To: Parks and Recreation Commission Date: June 20, 2024 From: Nicole Acquisti, Recreation Manager Kelvin Coggins, Recreation Supervisor Raphael Garcia, Recreation Coordinator Subject: Burlingame Updated Field Use Policy RECOMMENDATION Staff recommends the Parks and Recreation Commission review the update to the Burlingame Field Use Policy, provide direction for the outstanding items, and approve the updated Field Use Policy. BACKGROUND To help guide field usage, a Field Use Policy (Exhibit A) was established to ensure City-owned, maintained and managed athletic field facilities, including the fields owned by Burlingame Elementary School District (Franklin and BIS), are utilized to their maximum capacity for recreational, athletic, cultural, educational, socials and community service functions that meet the needs and interests of the community while ensuring the safety and quality of the fields. Permitted users are fully informed of the City's guidelines that govern their use of the park and athletic field facilities to preserve the fields in good condition for all residents and future users. The current version of the Field Use Policy was last updated in September 2018. Over the past year, City staff have noticed that the use of the fields had changed, the current policy did not address the current usage, did not provide staff with enough guidance to make fair and equitable allocation decisions, and the Burlingame Soccer Club felt they were not fairly accommodated during the allocation process. In February 2024, staff asked the Parks and Recreation Commission to approve the creation of an Ad Hoc Committee to review and update the policy. The Ad Hoc Committee consisted of two City Councilmembers (Colson and Stevenson), three Parks and Recreation Commissioner (Brunello, Chang, and Wettan), and four City staff (Glomstad, Acquisti, Coggins, and Garcia). Following the Parks and Recreation Commission meeting, City staff emailed the Board of Directors of the nine current users of the Burlingame fields (AYSO, BYBA, BGS, Burlingame High School, Burlingame Soccer Club, Coyotes Lacrosse, Mercy High School, Our Lady of Angels, Exhibit B Burlingame Updated Field Use Policy June 20, 2024 2 and St. Catherines) asking for two representatives from each organization to form the Field Use Policy Review Committee (Committee). DISCUSSION In preparation for the Ad Hoc Committee meeting, City staff compiled data from each group, including total participant numbers, resident numbers, and the months in which organizations request fields. On March 11, 2024, the Ad Hoc Committee met via Zoom. The agenda included a review of the current policy, concerns about the current policy and issues staff were encountering, a review of the data provided by the users, City staff suggestions to the policy, and formulating a plan for the upcoming meeting with the Field Use Policy Review Committee. Staff raised the following issues: 1. Validated users have been growing their "off" season. In the current model, staff allocated field space to validated uses based on the following order a. Tier 1, primary season b. Tier 2, primary season c. Tier 1, secondary season d. Tier 2, secondary season With four seasons (fall, winter, spring, and summer), navigating what would be considered a secondary season was difficult. 2. The re-validation periods did not coincide with the annual proof of insurance submission and participant numbers for each season. 3. The terms "emerging" and "underserved" may not still be relevant. 4. 85% of Burlingame residents were not being met by more organizations 5. There wasn't a clear process of how organizations asked for storage on City fields. The Ad Hoc Committee directed staff to send a survey to the Committee members asking about their challenges with the current policy (Exhibit B). City staff would use the survey results to guide the agenda and discussion for the first Committee meeting. On April 16, 2024, the Committee held their first meeting. The goals of the meeting were: 1. Listen to the concerns/challenges of the existing policy 2. Discuss possible solutions/recommendations. As part of the meeting, the organizations were divided by fields used to discuss the pros and cons of each location. The responses from the breakout session were similar to the survey results and included a few items that don't apply to the field policy: 1. Not enough field space 2. Dogs causing damage to fields 3. Lack of supervision 4. Not all organizations felt the policy was serving their residents Staff shared additional issues, including: 1. Organizations' use is increasing outside the primary season 2. Organizations' size increase has outgrown the available resources 3. Ongoing conflicts with City programming Burlingame Updated Field Use Policy June 20, 2024 3 4. Lack of understanding about other organization's needs/challenges 5. Percentage of residents required for Tier 1 6. The conflict with schools being select programs (cutting players to build the team) By the end of the discussion, the Committee agreed that staff would draft language based on the input from the meeting for Committee review and relook at the existing slots to increase the number of slots on each field to more effectively and equitably use the fields. On May 5, 2024, staff sent an email to the Committee with a draft policy. It included the following changes: 1. Change Validated Organization to Commission Approved Organization (CAO) a. This will remove the need for validation and the tier system and give all field users access to the fields based on the number of residents. 2. After the initial approval, each May thereafter, CAOs will submit: a. Board Member list to confirm board residency percentage b. Number of players from the previous year for each active season c. Insurance 3. Allocation Process a. Changed from 3 seasons to 4, with a Field Allocation Meeting for each season b. BPRD staff will send an email to the CAOs that includes the following: i. Amount of field slots available to select ii. Timeline for selecting field slots iii. Master Matrix c. CAO submits requests (including tournament requests) 4. BPRD staff will finalize field slots assignments a. For conflicts, BPRD would host a meeting to resolve b. Priority would go i. Percentage of residents ii. Volunteer coaches iii. Appropriate type of field Before the next meeting on May 21, 2024, organizations were asked to review the draft with their Boards and provide feedback to help guide the agenda and discussion at the meeting. At the meeting, the Committee reviewed the draft policy and the comments provided by Mayor Colson and Burlingame Soccer Club (Exhibit C). Many of the comments were resolved at the meeting, and BPRD staff indicated they would include a section about off-leash dogs in the next draft of the policy. Two items did not have a consensus: the appropriate percentage of the governing board and whether "primary season" should be utilized as an aid in allocation priority. Both items would be discussed and decided by the Commission. Also at the meeting, the Committee reviewed the increase in the number of slots on each field (Exhibit D) and discussed whether the slots should start at 3:30pm or 4pm. The later start time was proposed by staff due to the common complaint by the organizations that it was too close the end of the school day. There was no consensus on this item at the meeting. Burlingame Updated Field Use Policy June 20, 2024 4 Based on the input from the May 21, 2024 Committee meeting, BPRD staff revised the draft policy and sent it to the Committee on May 22, 2024 with a May 31, 2024 deadline for any additional comments. Staff received three responses: Burlingame Soccer Club, Our Lady of Angels, and Coyotes (Exhibit E). Many of the comments had already been addressed in the updated policy, responded to in this staff report, or didn't pertain to the policy itself. There were also a couple of items BPRD staff felt were not appropriate or too cumbersome to be effective as part of the policy. One such item was to have the approved CAOs review new applicants for CAOs status. Since the updated policy bases field use on residents and if the organization serves residents and meets the criteria to be a CAO, then the Commission would be the decision maker. The appropriate time for the existing CAOs to provide input on whether they should be approved as a CAO would be at the Park and Recreation Commission meeting, during which the decision would be made. Another such item was appointing a mediation committee to resolve conflicts between CAOs requesting the same field space. Staff felt this would be too cumbersome and result in an unacceptable delay in allocating fields since there is a short window of time to do so each season. Staff believes that the updated policy provides adequate guidance to address and resolve the conflict and would be the most expedient method to assign field space. In addition to the content changes, the policy was reorganized and reformatted for clarity and flow, and non-substantive items were corrected (Exhibit F). Staff requests that the Commission review the policy, ask questions, listen to public input, discuss and decide on the items below, and approve the 2024 update to the Field Use Policy. 1. Should the percentage of resident board members be a minimum of 60% or 75%? 2. Should the traditional "primary" season be added as a criterion to resolve conflicts with field space? 3. Should the slots start at 3:30pm or 4pm? Next Steps If the policy is approved at the June Commission meeting, BPRD staff will schedule a pre-season meeting for fall allocations. If not, BPRD staff will use the 2018 Field Use Policy for fall 2024 allocations and return at a later Commission meeting for approval. Once the policy is approved, BPRD staff will monitor its effectiveness and return to the Commission in June 2025 with an update. FISCAL IMPACT The City should realize an increase in field fees due to the increase in slots and the additional season. Burlingame Updated Field Use Policy June 20, 2024 5 Exhibits A. Field Use Policy 2018 B. Survey Results C. Mayor Colson and BSC Comments D. Proposed Field Slots from the May 21, 2024 Meeting E. Comments from BSC, OLA, and Coyotes F. Draft Field Use Policy 2024 DRAFT The City of Burlingame Field Use Policy 2025 The City of Burlingame Parks and Recreation Department Field Use Policy has been established to ensure City- owned, maintained, and managed park and athletic field facilities, including the fields owned by the Burlingame School District (BSD) (BIS and Franklin), are utilized to their maximum capacity for residents recreational, athletic, cultural, educational, social, and community service functions. The objectives of the policy are to meet the needs and interests of all residents while ensuring the safety and quality of the fields, and to ensure that permitted users are fully informed as to the City's guidelines/park rules and their field use agreement that govern their use of the park and athletic field facilities to preserve the fields in good condition for all residents and future users. The goals of the Field Use Policy are: 1.To serve all Burlingame residents. 2.To prioritize organizations that benefit the most residents due to limited resources. 3.To protect and preserve the fields. 4.To establish policies and procedures governing the use of City parks and fields and BSD playing fields managed by the City. 5.To collect fees for the use of fields to support their ongoing maintenance. 6.To ensure that decisions regarding the use of City parks, athletic complexes, and BSD sites are made in the best interests of the neighborhoods, sports organizations, and all residents of Burlingame. 7.To ensure that appropriate sports are permitted on the appropriate fields. The role of the Burlingame Parks and Recreation Department (BPRD) is to monitor the use of the fields and ensure that all CAOs adhere to the requirements of the City. The City has the need/responsibility to offer programs to serve all residents and realize revenues to help offset administrative and park and field maintenance costs. The City reserves the right to alter and/or expand its program offerings during the year. Each Commission Approved Organization (CAO) is responsible for assisting the City in ensuring fields are allocated fairly and equitably. To achieve this, each CAO must commit to the allocation process and be flexible, which includes being able to modify their requests as needed to maximize field usage and safety. Residency A resident is any person living in the City. Any person owning and paying taxes on real property in Burlingame but not living in the City and any person having only a Burlingame business address is NOT considered a resident for field use application purposes. Organizations are required to prove residency by submitting the names and addresses of all participants and board members annually. Commission Approved Organizations (CAO) To be included in the seasonal field allocation process, organizations need to be approved as a CAO by the Parks and Recreation Commission (Commission). To be eligible to apply for CAO status, the following criteria must be met and submitted for the initial application process: 1.501(c)3 non-profit documentation. 2.Proof that the organization offers teams for a minimum of three (3) age groups and is open to all residents. Exhibit C 3. Board Member list with a governing board of at least 75% residents. 4. The enrolled number of players and whether they are residents or non-residents. 5. General liability insurance coverage, in the amount of $2 million, must be acquired in order 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 and the Burlingame School District must be listed as a certificate holder as well as an additional insured with respect to General Liability. An endorsement naming the "City of Burlingame and Burlingame School District, its officers, employees, agents and volunteers, are to be covered as insured as respects to each of the following: liability arising out of the activities performed by or on behalf of consultants, including the insured general supervision of the consultants; products and completed operations of consultants; premises owned, occupied or used by consultants. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, employees, agents, or volunteers per the Business Liability Coverage Form SS0008 attached to this policy." Each May thereafter, the approved CAO needs to submit the following documentation to BPRD staff: 1. Board Member list with a governing board of at least 75% residents 2. Number of players from the previous year for each season identified as resident or non-resident 3. Insurance, as noted above After the Commission's approval, CAOs can request field space for seasonal sports leagues and tournaments. Notes: 1. Organizations offering programs that are competitive with City offerings may be prohibited. 2. Approved organizations must be standalone organizations. Partnering or merging with other organizations without approval from the Commission may cause the loss of CAO status. Allocation Priority 1. Burlingame Parks and Recreation Department 2. Programs and activities offered/sponsored by a school district with a joint use agreement with the city 3. CAOs 4. Non-profit non-CAO Burlingame organizations 5. For-profit non-CAO Burlingame organizations 6. Public field rentals Note: For the following schools located in Burlingame (Our Lady of Angles, St Catherine of Sienna, Mercy High School, and Burlingame High School): a. For allocation purposes, the CAO participants will be considered 100% residents. b. For payments, schools will provide BPRD staff with rosters, and resident/non-resident rates will be charged. i. As directed by the City Council, BHS will pay the same field fees to the City as the fees set by the San Mateo Union High School District for an equivalent high school field rental. The Process The Burlingame Parks and Recreation Department reserves the right to adjust the field allocation process as needed to address needs or resolve conflicts. 1. Fields will be allocated four t imes a year. a. Fall: Mid-August through mid-November Winter: Mid-November through the end of January Spring: February through the last day of school (mid-June) Summer: Mid-June through mid-August b. Any additional reservations/edits can be made online through the Department's website. 2. After BPRD and BSD programs have been allocated, all approved CAOs will receive a percentage of the remaining available slots based on the number of residents within their organization compared to the number of residents within all the CAOs requesting field space for the season. All available fields have pre-designated slots (1.5 hrs. per slot) to maximize the use of the fields. The number of allocated slots to each CAOs per season is determined by the following process: a. BPRD staff create a Master Matrix of all available slots. b. BPRD staff blocks off the slots used for City and BSD programming to determine the number of available slots for CAOs c. BPRD staff will refer to resident participants of the same season of the previous year. • The total number of resident participants is determined by adding all CAO resident participants together. • Then, the percentage of slots each CAO will receive is calculated by dividing each CAO’s resident participants by the total number of resident participants. • If a CAO believes that the number of residents for the upcoming season will be significantly different, the CAO needs to immediately notify staff. If there is an increase in residents, all efforts will be made to accommodate the increase. d. The CAO’s percentage is multiplied with the total number of available slots to determine the number of slots allocated to a CAO. 3. BPRD staff will send an e-mail to all CAOs that will include: a. Amount of field slots available to select (1.5 hours per slot) b. Timeline for selecting available field slots c. An attachment of the Master Matrix and the field density parameters by field d. An attachment of fields used by traditional in-season sports and historical data 4. CAOs will submit requests to BPRD staff within three weeks of the email. The specific deadline will be listed in the email. CAOs, when choosing slots, should take into consideration which fields are appropriate based on the traditional in-season sports. a. Fall: PPSL Baseball, Soccer, Flag Football b. Winter: Mercy Soccer c. Spring: Baseball, Softball, Lacrosse d. Summer: No Priority 5. Based on the slot requests, BPRD staff will create the master matrix, including all overlapping requests. 6. A predetermined meeting will be scheduled for overlapping CAOs to resolve conflicts. The CAO schedulers will work in good faith to ensure the appropriate slots are used fairly and equitably for the best interests of Burlingame residents following the criteria listed in #7. 7. If the CAOs cannot agree to a resolution, BPRD staff will make the final decision using the following criteria (in no particular order): i. The highest percentage of residents ii. Traditional in-season sport iii. Appropriate type of field iv. Percentage of volunteer coaches 8. Prior to the start of the Fall and Spring seasons, BPRD staff will hold a mandatory preseason CAO meeting to discuss field maintenance, and any other items related to field usage. The preseason meeting will be scheduled for the months below: a. Fall: June b. Spring: December 9. Field time not needed by a CAO must be turned in by the deadline set by BPRD staff. If a CAO does not submit its request by the deadline, the CAO will lose requested slots based on the frequency they are not consistently used season to season (or given back). This frequency is based on historical data (e.g. heatmaps). Generally, the deadline to submit slots that are not needed is listed below: a. Fall: Late July b. Winter: Early November c. Spring: Early February d. Summer: Early June 10. As the season proceeds, any slot cancellations after allocations have been finalized need to be done no later than 48 hours in advance. After that window, the field fee will be charged to the CAO. 11. At the end of the season, invoices will be issued through the online reservation system and are payable within 30 days. If the hourly and per player fees are not paid within 30 days, the CAO may not be eligible for the next season's allocations. Fees The City Council sets the fees annually as part of the Master Fee Schedule process; BPRD staff do not have the authority to waive or reduce fees. CAOs are required to pay the following fees: 1. Per player fees for all participants in their organization for each season. 2. Hourly field usage fees. 3. Hourly light fees. 4. Each organization will pay a portion of the bill for fields with portable restrooms (BIS and Franklin) based on the percentage of use of that specific field. 5. A refundable deposit of $500.00 is required for all CAOs. The deposit will remain with the City until the organization is no longer a CAO. a. Refunds of deposit may be fully or partially withheld for any of the following reasons: i. Damage to or misuse of the facility. ii. Inadequate clean-up by the CAO, requiring additional BPRD staff time. iii. Emergency services required due to the CAO's use. iv. If additional fees due exceed the amount of the deposit, the organization will be billed for the balance. 6. Other Fees and Penalties a. The violation for subletting is as follows: i. The first offense is a written warning and hearing before the Commission. ii. The second offense is punishable by a $1,000 fine, a hearing before the Commission, and probationary status of the organization. iii. The third offense is punishable by up to a $2,500 fine, a hearing before the Commission, and loss of field time for the upcoming season. b. The violation for leaving soccer goals on fields is as follows: i. The first offense is a written warning. ii. The second offense is a $100 per goal fine and a hearing before the Commission. iii. The third offense is a $200 per goal fine and loss of use of goals for practice for the remainder of the season. Field Rules & Regulations 1. No two non-resident organizations may use Burlingame fields during league season without prior approval of the Parks and Recreation Department. 2. Park hours are from sunrise to one-half hour after sunset. Lighted fields are until 10:30pm. No person shall remain in a City Park during non-operating hours. This schedule also applies to any/all school fields allocated by the city. 3. The City of Burlingame has an agreement with the Burlingame School District which allows the city to schedule all athletic events on Franklin and BIS. These turf fields have specific rules that must be followed at all times. 4. Murray Field and Cuernavaca are resilient turf fields which have rules posted and must be adhered to. 5. Games and practices are not to start before 8:00am or extend past 10:30pm (unless otherwise stated). Organizations are responsible for making necessary changes/alterations to their rules and regulations regarding game times to reflect park/school hours. 6. It is the responsibility of the organization's president and the individual in charge of the permit to enforce the rules and regulations regarding the conduct of the group while on permitted facilities. 7. Fields must not be used when wet; permits are invalid on rainy days or after the ground is considered too saturated for play. In the event of closure, the Department will attempt to contact each user organizations and will post a notice on the city website: https://www.burlingame.org/1076/Parks-Recreation 8. Practices and games must be suspended in the event of thunder and/or lightning is observed or heard. Follow the guidelines set by the organization's governing policies. 9. No alcoholic beverages are allowed; violation will result in forfeiture of the permit and no fees will be returned. 10. No smoking is permitted in any City parks or fields. 11. No organization shall enter an area posted as "closed to the public" or "field closed". No person shall remove or alter such postings. 12. Selling food or other items is not allowed without City approval and requires a separate permit or agreement. 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. For more information on food service requirements please contact the San Mateo County Health Department. 13. No organization or individual is permitted to alter a field in any way (i.e. remove or change pitching rubbers, bases , fences, goals, etc .) without approval from the City of Burlingame Parks and Recreation Department. 14. 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 and requires a separate agreement. Subletting Subletting is any organization 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 or for rental. Refer to the section titled Other Fees and Penalties Restrooms Some public parks have public restrooms which may be utilized. If a user organization chooses to use portable restrooms, arrangements must be made with the City or BSD. User organizations must contact the City of Burlingame at least one week prior to the event for location approval. In addition, user organizations must arrange for and pay all fees directly with the restroom vendor. Organization Leadership and/or other Changes Organizations are required to notify City staff immediately when there are changes to the leadership and/or other changes in the organization and when significant issues or challenges are occurring within the organization. These would include substantial enrollment changes, fluctuations in the percentage of resident's and replacement of voting board members in an organization. Soccer Goal Policy At the end of rentals, all goals must be put away and locked to the appropriate fence. All goals will be locked by combination lock or issued department keys. Failure to secure goals to their appropriate area can result in the loss of use of the goals for an organization and loss of the organization's deposit. Vehicular Access Motorized vehicles on park property, lawns, turf, restricted roadway, bicycle/pedestrian pathway or athletic fields are prohibited. Roadways and parking areas are clearly marked and established. Driving beyond the designated boundaries to load and unload equipment or transport goods is prohibited. Vehicles will be ticketed and towed at the owner's expense. Golf Carts, scooters, and Cushman's are allowed on the field and pathways only when the fields are open. Good Neighbor Policy The purpose of this policy is to ensure that decisions regarding the use of City fields, parks and athletics complexes and BSD sites are used in the best interests of the neighborhoods, sports organizations and citizens of Burlingame. The City has established the following rules and regulations to govern the use of the City's and the BSD facilities for the safe and pleasant enjoyment of participants and neighbors. CAOs are responsible for ensuring that every person is abiding 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 that may occur as a result if your event must be picked up and deposited into trash receptacles, where provided, or removed from the premises. 2. All organizations are responsible for the condition in which they leave the facility. Any excessive clean- up of trash or equipment required by the City or BSD crews following your use will be cause for forfeiture of field allocation and/or a fine. 3. No amplified music, use of musical instruments, radios, or Public Address system testing is allowed by permit only. 4. Complaints from surrounding neighborhood residents as to noise level, litter and debris, and disregard for use of parking regulations could result in cancellation of your field permit and possible 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 or exit or resident driveway. Failure to Comply with Field Use Policies Organizations that 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 use and/or loss of their CAO status for upcoming seasons. Appeals Process The Parks and Recreation Department staff will make interpretations of the language in the Field Use Policy. In the case of a dispute over the meaning, interpretation or intent of any portion of this Field Use Policy, CAOs may appeal in writing the decisions of the Parks and Recreation Department to the Parks and Recreation Commission. 1 STAFF REPORT To: Parks and Recreation Beautification Commission Date: April 17, 2025 From: Margaret Glomstad, Parks and Recreation Director - (650) 558-7308 Subject: Approval of Victoria Park Blacktop Lining Options RECOMMENDATION Staff recommends that the Commission decide what sport lining options should be included in the resurfacing of Victoria Park Blacktop. BACKGROUND Victoria Park has amenities that include a playground, picnic tables, benches, a small grass area, and a blacktop area with one basketball hoop. Victoria Park originally had a full-court basketball facility, which became popular for pick-up basketball games in the late 1990s. During that time, the Department received noise and loitering complaints from adjacent properties. When the court was last resurfaced, a decision was made to remove the basketball post closest to the neighboring apartments and only offer half-court basketball play on the new asphalt surface. The black top was last resurfaced around 2000 and needs resurfacing. Whenever work is planned in a City park, staff review the Parks Master Plan and consider resident requests for park improvements. DISCUSSION The Department has received requests to restore full-court basketball. In addition, as pickleball has become more popular and the pickleball courts in Washington Park (including the Washington sports court) are heavily used, additional requests for pickleball options at Victoria have also been received. Staff worked with Landscape Architect John Cahalan to see what options would fit in the existing blacktop areas. The area could accommodate one full-size basketball court, two pickleball courts, a 5’ bike/walking path on the outside of the court, a hopscotch area and 4 square area, or two hopscotch areas (Exhibits A & B). To keep the court multipurpose, pickleball players would need to bring their portable nets. Staff requests the Commission discuss the various options, including full-court or ½ court basketball, and approve the chosen layout for Victoria Park Blacktop Area Renovations. Approval of Victoria Park Blacktop Lining Options April 17, 2025 2 FISCAL IMPACT The cost estimate without knowing the types of lines is $60,000. There are sufficient funds in the Parks Capital Improvement Program budget for the work. EXHIBIT A. Proposed Court Layout Options HOWARD AVE.VICTORIA ROADEDGE OF (E) PAVING (N) BB POLES (N) 5'-0" WIDE BIKE PATH (OVERLAPS 1' WITH 5'-0" WIDE 4-SQUARE SAFE ZONE) (N) HALF-COURT TO CREATE FULL COURT BASKETBALL EDGE OF (E) PAVING BB HS PB - COURT 1 PB - COURT 2 4 - SQUARE EDGE OF (E) PAVING REFRESH (E) BB HALF COURT STRIPING (N) 5'-0" WIDE BIKE PATH (E) BB POLES EDGE OF (E) PAVING BB 58'-0" 5'-0" 20'-0"8'-0" 5'-0" 20'-0"60'-0"8'-0"15'-0"7'-0"NET CL 8'-0"15'-0"7'-0"20'-6"5'-0"10'-6"5'-0"13'-0" 5'-0"3'5'-0" 5' SAFETY ZONE (SHOWN DASHED) 26'-0" 5'-0"8'-0"5'-0"8'-0"26'-0"5'-0"16'-0"5'-0"16'-0"5' SAFETY ZONE (SHOWN DASHED) 18"x18" SQUARE 3'-0"10'-6"BYREVISIONS OF SHEETSVICTORIA PARK COURTS STRIPINGCITY OF BURLINGAME, CALIFORNIASHEET JOB No. SCALE DATE CHECKED DRAWN JC/BL 3/12/2025 AS NOTED 25.004 10' 20'40'0'North 1 PREPARED FOR PARKS & RECREATION DEPARTMENTJC 1OPTION "A"PROPOSED COURT STRIPING ·BB Full-court basketball (84' x 50' plus 3' wide safety zones around perimeter for a total footprint of 90' x 56'): The existing half - court basketball will be freshly striped and extended into a full length high-school size basketball court. City will determine whether the existing poles and backboard are in good enough condition to remain. A new pole and backboard will need to be installed at the east end. ·PB Pickleball (two courts – 44' x 20' each with 5' wide safety zones for a total footprint of 58'-0" x 60'-0"): The two courts overlay the basketball court but do not overlap with the four-square, hopscotch or bike path. ·FS Four square (16' x 16' with 5' wide safety zones for a total footprint 26'-0" x 26'-0"): The 5'-0" wide safety zone on the east side overlaps 1' with the 5'-0" wide bike path. ·HS Hopscotch (10'-6" x 3'-0" with 5' wide safety zones for a total footprint of 20'-6" x 13'-0"): The hopscotch does not overlap with any activities. ·Bike Path: Perimeter bike path is 5'-0" wide and has an 8 foot outside radii at each of the four corners. The only overlap is 1' with the 5' wide safety zone on the east side of the four-square court. SUMMARY PROS: ·All of the courts striping is within the footprint of the existing asphalt. No new paving is required. ·Overlap of court activities has been minimized to maximize recreation experience. ·A high-school standard dimension full basketball court fits within the limits of the existing paving. ·Even with all of the additional court activities, a 5' wide perimeter bike path fits albeit with a 5' overlap with the 5' safety zone on the east side of the four-square court. CONS: ·A 26-foot length of the 5' wide bike path overlaps 1' with the 5' wide safety zone on the east side of the four-square court. HOPSCOTCH (STANDARD) PLAN SCALE: AS SHOWN SCALE: 1"=10'-0" ENLARGED PLAN SCALE: 1/4"=1'-0" HOPSCOTCH FOUR-SQUARE (STANDARD) SCALE: 1"=10'-0" PICKLEBALL COURTS SCALE: 1"=10'-0"(RECREATIONAL PLAY DIMENSIONS) NOTE: COLOR DIAGRAM BELOW INCLUDES COURT PLAY DIMENSIONS PLUS SAFETY ZONES. HOWARD AVE.VICTORIA ROADEDGE OF (E) PAVING (N) BB POLES (N) 5'-0" WIDE BIKE PATH (OVERLAPS 1' WITH 5'-0" WIDE 4-SQUARE SAFE ZONE) (N) HALF-COURT TO CREATE FULL COURT BASKETBALL EDGE OF (E) PAVING BB PB - COURT 1 PB - COURT 2 EDGE OF (E) PAVING REFRESH (E) BB HALF COURT STRIPING (N) 5'-0" WIDE BIKE PATH (E) BB POLES EDGE OF (E) PAVING HS HS BB 58'-0" 5'-0" 20'-0"8'-0" 5'-0" 20'-0"60'-0"8'-0"15'-0"7'-0"NET CL 8'-0"15'-0"7'-0"20'-6"5'-0"10'-6"5'-0"13'-0" 5'-0"3'5'-0" 5' SAFETY ZONE (SHOWN DASHED) 18"x18" SQUARE 3'-0"10'-6"BYREVISIONS OF SHEETSVICTORIA PARK COURTS STRIPINGCITY OF BURLINGAME, CALIFORNIASHEET JOB No. SCALE DATE CHECKED DRAWN JC/BL 3/12/2025 AS NOTED 25.004 10' 20'40'0'North 2 PREPARED FOR PARKS & RECREATION DEPARTMENTJC 2OPTION "B"PICKLEBALL COURTS SCALE: 1"=10'-0"(RECREATIONAL PLAY DIMENSIONS) NOTE: COLOR DIAGRAM BELOW INCLUDES COURT PLAY DIMENSIONS PLUS SAFETY ZONES. PROPOSED COURT STRIPING ·BB Full-court basketball (84' x 50' plus 3' wide safety zones around perimeter for a total footprint of 90' x 56'): The existing half - court basketball will be freshly striped and extended into a full length high-school size basketball court. City will determine whether the existing poles and backboard are in good enough condition to remain. A new pole and backboard will need to be installed at the east end. ·PB Pickleball (two courts – 44' x 20' each with 5' wide safety zones for a total footprint of 58'-0" x 60'-0"): The two courts overlay the basketball court but do not overlap with the four-square, hopscotch or bike path. ·HS Hopscotch (two courts - 10'-6" x 3'-0" with 5' wide safety zones for a total footprint of 20'-6" x 13'-0"): The hopscotch does not overlap with any activities. ·Bike Path: Perimeter bike path is 5'-0" wide and has 8-foot outside radii at each of the four corners. SUMMARY PROS: ·Same as Option "A": All of the courts striping is within the footprint of the existing asphalt. No new paving is required. ·Same as Option "A": Overlap of court activities has been minimized to maximize recreation experience. ·Same as Option "A": A high-school standard dimension full basketball court fits within the limits of the existing paving. ·Unlike Option "A": the 5' wide bike path fits with no overlap with the four-square safety zone. ·Unlike Option "A": there is no other court striping within the basketball court "key" at the east end of the BB court. CONS: ·Unlike Option "A": There are two hopscotch courts instead of one hopscotch and one four-square courts.HOPSCOTCH (STANDARD) PLAN SCALE: AS SHOWN SCALE: 1"=10'-0" ENLARGED PLAN SCALE: 1/4"=1'-0" HOPSCOTCH