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HomeMy WebLinkAboutPark & Rec Commission 2019-09-19 Agenda PARK AND RECREATION COMMISSION AGENDA Thursday, September 19, 2019 6:00 P.M. San Rafael Community Center, 618 B Street CALL TO ORDER • Pledge of Allegiance • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of July 18, 2019 MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations 3. Public Comment from the audience regarding items not listed on the agenda. Speakers are encouraged to limit comments to 3 minutes. MATTERS BEFORE THE COMMISSION If necessary to assure completion of the following items, the Chairperson may establish time limits for the presentations by individual speakers. 4. Review the Proposed Pickleweed Advisory Committee Draft Bylaws COMMISSION REPORTS AND COMMENTS 5. Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members. STAFF COMMENTS 6. Schedule of Upcoming Meetings and Events of Interest NEXT MEETING: October 17, 2019 ADJOURNMENT Parks and Recreation Commission Agenda Page 2 of 2 September 20, 2018 Notice Any records relating to an agenda item, received by a majority or more of the Council less than 72 hours before the meeting, shall be available for inspection at the Community Services Department, San Rafael, Community Center, 618 B Street, San Rafael, CA 94901, and placed with other agenda-related materials on the table at the Commission meeting prior to the meeting. American Sign Language interpreters and assistive listening devices may be requested by calling (415) 485-3198 (TDD) or (415) 485-3333 (voice) at least 72 hours in advance. Copies of documents are available in accessible formats upon request. Public transportation is available through Golden Gate Transit, Line 20 or 23. Paratransit is available by calling Whistlestop Wheels at (415) 454-0964. To allow individuals with environmental illness or multiple chemical sensitivity to attend the meeting/hearing, individuals are requested to refrain from wearing scented products. 1 PARK AND RECREATION COMMISSION DRAFT MINUTES _____________________________________________________________________________________________ San Rafael Community Center – 618 B Street, San Rafael, CA July 18, 2019 – 7:00 p.m. CALL TO ORDER Chair Tom Obletz called the meeting to order at 7:01 p.m. Pledge of Allegiance Roll Call Commissioners Present: Chair Tom Obletz, Vice Chair Mark Machado, Jeff Jones, Stacey Laumann (arrived at 7:05 p.m.), Kathryn Reisinger, Cecily Emerson, Nicholas Skewes-Cox Commissioners Absent: Mark Bustillos Staff Present: Susan Andrade-Wax, Library & Recreation Director, Jinder Banwait, Senior Administrative Assistant, Catherine Quffa, Management Analyst, and Kevin McGowan, Assistant Public Works Director & City Engineer AGENDA AMENDMENTS None 2 MINUTES 1. Approve regular meeting minutes of June 6, 2019 A motion was made by Commissioner Laumann, seconded by Commissioner Jones, to approve the minutes of the June 6, 2019 meeting as corrected. The motion was approved unanimously. MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations Kevin McGowan, Assistant Public Works Director & City Engineer 3. Public Comment from the audience regarding items not listed on the agenda None MATTERS BEFORE THE COMMISSION 4. Parks Quarterly Status Report for March – June 2019 Ms. Andrade-Wax shared that going forward, the Commission will receive quarterly reports related to Parks & Recreation from the Department of Public Works. Of which, the very first report was presented during the meeting by Mr. McGowan. The reports will provide updates on the progress of Parks & Recreation projects. Commissioner Obletz expressed appreciation for this effort to Ms. Andrade-Wax and welcomed and thanked Mr. McGowan for presenting the report. Mr. McGowan began his presentation with the Albert Park renovation project. The project was completed, however due to funding shortages, a restroom was not installed. A concrete slab with plumbing is available for a prefabricated restroom to be installed as soon as funding becomes available. A prefabricated restroom has been installed at Bret Harte Park and is functioning. PG&E has not finalized power connection to the restroom. Therefore, it currently does not have lighting. 3 A professional engineering firm was hired to assess all City facilities (approximately twelve buildings) to determine needs and improvements such as water damage repairs and any immediate issues. The list was prioritized and was presented by Mr. McGowan. One of the places identified was the restroom siding at Gerstle Park. It is completely torn off on one side. Commissioner Laumann asked whether a budget was estimated. Mr. McGowan replied that the firm that was hired is not familiar with Marin County’s economics and the numbers provided are not very accurate. For example, the Falkirk House roof was estimated at $60,000, but cost substantially more. At Commissioner Obletz’s request, Ms. Andrade-Wax explained how the City Facilities Assessment Plan compares to the Parks & Recreation Master Plan. The City Facilities Assessment Plan focused on infrastructure issues such as repairs, ADA compliance, or renovation. The Parks & Recreation Plan will focus on the needs of the City, current inventory assets, then based on usage and demographics, projects the build out numbers. It predicts deficiencies or potential deficiencies over the next ten years and recommends funding strategies. Both plans work together. A recommendation in the General Plan 2040 is to prepare a Parks & Recreation Master Plan Citywide as the last plan was completed in 1974. The Parks & Recreation Master Plan will go into depth and provide specifics such as how many tennis courts, pools, recommend converting natural turf to artificial turf, recommend drought resistance ground, etc. As part of the plan, it will include the General Plan, any development plans that have already been adopted. For example, a housing development, the Master Parks & Recreation Plan will determine the type, size, and number of parks, school acreage, and trails connectivity for such a development. This information is a huge guiding tool and is important for funding needs and for developer expectations. Ms. Andrade-Wax will email a link to the City’s General Plan to the Commission Members. Mr. McGowan offered to provide information on any specific Commission Members’ questions from the City’s General Plan. Mr. McGowan continued presenting and provided an update on the Terra Linda Community Center warped and worn out flooring. The floor has been replaced. The Pickleweed Park renovation project has been completed. Ms. Andrade-Wax shared that the project was completed at a third of the cost of the Victor Jones or Albert Park playground replacement projects. Mr. McGowan contacted Ms. Andrade-Wax at the start of the Pickleweed Park renovation project and recommended a different approach. Mr. McGowan recommended contacting the playground equipment manufacturers directly instead of hiring an architect. Since the new structure would be the same footprint, an architect was not required. After input from public meetings and a survey, the manufacturer’s design team designed, and custom built the structure to fit the existing footprint. 4 The City Streets Department removed the old structure, debris, and prepared the ground. A separate contractor was hired for the installation. Commissioner Obletz asked whether an independent inspection was completed for the new Pickleweed playground equipment. Mr. McGowan answered yes, an independent inspection was completed before the playground was officially certified. Commissioner Jones asked where the additional $40,000 came to complete this $240,000 project. Mr. McGowan replied, the City’s General Fund. Commissioner Obletz asked whether the new sign at the Albert J. Boro Community Center was installed and operational, if so, are we promoting events, and whether the sign can display different languages. Ms. Andrade-Wax replied yes and that it is currently programmed to turn on at 7 a.m. and off at 10 p.m. The policy for the sign usage is being developed. Currently, only City and non-profit related events are being promoted. Multiple languages can be displayed, but only as an image file. The staff are still learning the features and operation of the sign. The City is working with the Bay Conservation & Development Commission to reopen a restroom at the Jean & John Starkweather Shoreline Park. The restroom was installed in the early 90’s and was shut down at the property owner’s request due to illicit activity. Now, the Bay Conservation & Development Commission are requiring that a restroom be reinstalled. However, there were certain conditions from when the park was originally developed that are making this process challenging. There are also ADA compliance, open hours, and sanitation engineering issues preventing further progress. The restrooms at the San Rafael Community Center are in the queue for renovation. The partitions are rotting. As soon as a contractor becomes available, a date will be set to begin the work sometime in November based on the community center’s hours and programming schedule. A local architect was selected to design the restrooms. San Rafael Community Center stage lighting is old and needs replacing. A designer has designed new lighting and an electrical system for this upgrade. The City is putting together a packet for RFPs. The City is researching to find the right electrical contractor but is having difficulties. Modular buildings for Mary E. Silveira Elementary, Lucas Valley Elementary, and the Pickleweed Children’s Center need to be replaced. Pickleweed will be the easiest as it is not part of a school District. Mary E. Silveira and Lucas Valley Elementary School locations must be approved by the State Architect as there are certain procedures the City is obligated to follow. The City is looking into hiring an architect to assist with this project. Commissioner Reisinger asked whether the new modular will be the same size. Mr. McGowan replied, yes. Commissioner Laumann asked whether there is currently a lack of space at schools and for childcare. Ms. Andrade-Wax explained that replacing the modular buildings and dealing with the State Architect Office is very difficult and challenging. 5 The work must be done during school closures. The building codes have changed since the modular buildings were last installed and must be taken into consideration. ADA access must also be considered. The location of the crane bringing in the modular, etc. There are many steps involved. Architects have the knowledge and understanding that is required for this project. The Parks & Recreation Master Plan will evaluate the facilities and programming needs and will let us know what areas we need to expand. Commissioner Laumann expressed that there is a current need for childcare programming and facilities and since we have the capital, why can’t we address that need now. Ms. Andrade-Wax replied that something we need to keep in mind is the possibility of school districts going to full day kindergarten ending at 3 p.m. Most programs start at 3:30 p.m. and end at 6 p.m. State licensing is no longer required for these programs, which means more flexibility as far as programming. Another thing to remember is that the need may change in the next few years and what we need to provide may change. Therefore, we don’t want to overinvest in something we may not need in a few years. Commissioner Machado asked how much the cost is to replace the modulars. Ms. Quffa answered, approximately one million in total. Mr. McGowan continued to present and discussed the proposed projects in FY20. One project is the restroom at Gerstle Park, the siding needs replacing. Other projects include replacing the playground structure at Sun Valley Park, Peacock Gap, and Bernard Hoffman Field, following the same approach as Pickleweed Park. Ensuring there is community involvement in the process. Commissioner Obletz asked whether the footprint will be expanded. Mr. McGowan explained that it is much more cost effective and efficient not to expand the footprint as it eliminates the need of an environmental document and a design architect. Ms. Andrade- Wax explained that the footprint accommodates both preschool and school age children. The requirement in replacing the playground structures is not that they are not large enough, but the requirement is that they are outdated. This approach also takes a lot less time, months versus years. Commissioner Obletz shared that the B Team was instrumental in the renovation of Albert Park and that he would like to see that replicated with future projects. Ms. Andrade- Wax assured the Commission that community participation is very important, and she and Mr. McGowan will facilitate community engagement throughout the process. Mr. McGowan continued presenting and discussed the needs of the Albert Park Stadium. An ADA compliant lift is needed to reach the bleachers and old restroom facilities need updating. He added that miscellaneous repairs are needed at all the community center locations and that the Department of Public Works Staff are coordinating planning to address the issues. Mr. McGowan shared information about upcoming parks maintenance projects. The Department of Public Works team will be replacing benches and barbecues at the Pickleweed Park. The juniper at Victor Jones Park will be cut back as requested by the San Rafael Fire Department. The metal grates in the tree wells in downtown will be replaced with sand as the metal grates are a tripping hazard. Schoen Park is a tiny park where a lot of illicit activity takes place and it doesn’t really serve its purpose due to its small size, it will be eliminated. 6 The community has been encouraged to utilize the newly improved Pickleweed Park. The land will be used to increase parking in the Canal Area, provide access for encroaching trail, and space for marshes. Mr. McGowan continued and discussed Routine Park Maintenance. He explained that during the six cold months, the Parks and Streets crews at the Department of Public Works join forces to assess storm damage issues. However, they separate during the six hotter months. It is during the six hotter months, Parks can address major projects in parks. Boyd Park has lighting issues due to a fallen electrical poll. A new pole will be installed to ensure enough lighting. Mr. McGowan completed the presentation and the Commission Members expressed their appreciation. Ms. Andrade-Wax also expressed appreciation for the Department of Public Works and their efforts. Commissioner Obletz asked Mr. McGowan whether a street sign will be installed anywhere in downtown directing people to Albert Park. He explained that there is a sign directing the public to the community center, but not Albert Park. Ms. Andrade-Wax replied that she would investigate Commissioner Obletz’s request. Mr. McGowan shared that the City is looking into new directional signs throughout the entire City. Commissioner Obletz also informed City staff that the new wooden sign at the entrance of the San Rafael Community Center appears to have sustained damage. Ms. Andrade-Wax said she would inspect the sign. The Commission Members expressed their appreciation to Mr. McGowan for his presentation and efforts. Ms. Andrade-Wax explained to the Commission Members that the quarterly reports will start with the City’s fiscal year and will be presented in the month succeeding each quarter. Commission Reports and Comments 5. Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members. Commissioner Emerson attended the General Plan meeting where economic consultants presented the Downtown Precise Plan. The plan covered commerce, retail, real estate, and transportation. The optional element that was added was the Economic Vitality Element. Commissioner Emerson urged everyone to review the professionally prepared Downtown Precise Plan as it is very detailed and included interesting information about San Rafael. Everyone is including the Economic Vitality Element in their plans. One of the things that was emphasized in the plan was that more people live in San Rafael than there are in downtown. Questions such as how we get more people downtown, more businesses to do business in downtown, and more housing and hotels in downtown. How to keep people shopping in Marin, for example auto businesses, so that revenue isn’t lost, having policies in place that support a 7 healthy economic infrastructure. For example, policies that make it easier to obtain a business permit. Ms. Andrade-Wax recommended watching the entire presentation at the Council Meeting on the City’s website, dated 7/15/2019. Commissioner Emerson explained that there are lot of good things happening, but there are concerns about adequate maximization of things like the SMART Train and how more people can come downtown to a lively night scene. Most businesses close at night, but during the day six thousand people work in downtown. Commissioner Obletz shared that the San Rafael Chamber of Commerce had a campaign a while back named “Alive after Five” to promote downtown after 5 p.m. Commissioner Emerson encouraged everyone to review the information and watch the presentation online. She also said that as part of the infrastructure policy, there will be a community engagement plan or a committee for equity planning to ensure adequate community engagement from diverse communities. Commissioner Obletz said the committee is about thirty to forty members. Commissioner Jones added that they don’t always agree but are highly organized and detailed in their effort. Commissioner Obletz shared that he was appointed by the Mayor and City Council to participate on the Wildfire Safety and Advisory Committee. The committee has seventeen members and have had two meetings, with another upcoming meeting. The members include a fire commissioner, someone from a local nursery, someone from the Association of Realtors, and others from different interest groups. The committee had an hour-long discussion about what plants should be allowed in Marin County. They discovered that there is a lot of overlap throughout the County with creating documents, ideas, and creating defensible space. This will be a long-term committee with ongoing monthly meetings. The committee was established by the City Council as a temporary advisory committee. Fire Safe Marin is taking the lead and has done so for years. They hold seminars and workshops and have published a fair amount of comprehensive material. However, the concern is that Mill Valley is creating ordinances and is keeping their foot paths open as emergency routes and have even installed emergency sirens at cost of five hundred thousand dollars. There appears to be a lot of duplication. Commissioner Reisinger asked whether Fire Safe Marin is a County program. Commissioner Obletz replied it is, that it was initially a state program, but is now administered by the County. Commissioner Reisinger shared that a firefighter from the County and a firefighter from the City came to her house and provided conflicting information. Commissioner Obletz shared that certain plants such as bamboo, acacia, cypress, and junipers are forbidden. Commissioner Reisinger added that weeds are also prohibited. Commissioner Emerson asked whether there are any incentives for homeowners to eliminate problem plants. Commissioner Obletz shared that someone from the Association of Realtors said that removing these plants as a condition of sale would to slow down sales and add cost to the exchange of ownership. He was making a strong case, like sewer laterals, which must be inspected, and a determination is made whether the seller or buyer covers the cost, who is responsible? 8 Commissioner Machado shared that there are twenty-three to twenty-four thousand homes and it could take up to 24 years to go through and inspect each home. Commissioner Jones shared that when the fire department came to his house to talk about his juniper bushes, they provided a truck to pick up and chip any prohibited plants that were cut. Commissioner Obletz said that the City has a contract with California Conservation Corp who provide this type of service to San Rafael Residents. Commissioner Obletz asked whether the Falkirk House roof project was completed. Ms. Andrade-Wax replied it’s done, and it came in far less than the five hundred to six hundred thousand dollar estimated price. Commissioner Reisinger expressed interest in setting up a table representing the Park & Recreation Commission and share what the members do at the Movie in the Park Night events. Commissioners Obletz and Jones agreed that it was a great idea. Commissioner Jones stated that after sitting in at the 2040 Plan meetings, the Park & Recreation Commission is misunderstood as to what the members do and represent. He shared that the consensus is that our parks are a mess, but he wondered when the last time these individuals visited City parks to see the changes that have been taking place over the last decade or more. Commissioner Reisinger volunteered to assist in coordinating this effort and added that this would be a great community engagement opportunity and to receive feedback. Commissioner Obletz pointed out that 5 movies were scheduled, and only 3 remain. Commissioner Reisinger asked how this type of engagement can get started. Commissioner Laumann asked who manages these events. Ms. Andrade-Wax replied that the entire department manages these events, not one specific staff member leading. She shared that if this is something the Commission Members are interested in pursuing, depending on site, we can organize something. Ms. Andrade-Wax suggested an alternate event like the Downtown Market for this type of engagement. She recommended bringing back this topic at a future meeting and shared her only concern that the members refrain from having a quorum during these engagements. Ms. Andrade-Wax explained that discussing items on an agenda could be a violation and that she supports and wants to assist with the idea but would like to understand the Commission Members’ needs. Commissioner Obletz asked whether popcorn is served or sold at Movie in the Park Night events. Ms. Andrade-Wax replied, popcorn is given away while a vendor sells ice cream. Commissioner Reisinger asked if Ms. Andrade-Wax would ask staff how the Commission Members can have a presence at these events without getting in the way. Ms. Andrade-Wax replied, she would. Ms. Andrade-Wax shared that the Commission will be having some vacancies and while engaging with the community, the Commission Members can ask people if they are interested in serving on the Commission. 9 Commissioner Skewes-Cox announced that he is moving to Ross in August and therefore will no longer be eligible to serve on the Commission. He shared that being a Commission Member has been a great experience, that it is fascinating, he feels like a more complete person through the experience, and he has supreme faith in the work of the Commission. The Commission Members thanked and congratulated Commissioner Skewes-Cox. Ms. Andrade-Wax announced that Commissioner Bustillos has also shared that the current term will be his last. She said she will follow up with the Alternate Commission Member to see if she is interested in becoming a permanent member. Ms. Andrade-Wax recommended that Commissioner Emerson send an email to Ms. Andrade-Wax and the City Clerk expressing interest in filling one of the permanent vacancies. The City Clerk will notify the City Council as they are currently recruiting. Ms. Andrade-Wax explained that since Commissioner Skewes- Cox will not be attending the next meeting, Commissioner Emerson, as an alternate, will be filling in for Commissioner Skewes-Cox’s permanent seat until the time she becomes a permanent member herself. Ms. Andrade-Wax shared that there wasn’t a problem us moving the Commission meeting time up to 6:00 p.m. and asked whether the Commission Members were interested in making the change. A consensus was reached to meet at 6:00 p.m. for the next meeting based on responses from the Commission Members. The next meeting is scheduled for September 19, 2019. Staff Comments 6. Schedule of Upcoming Meetings and Events of Interest Ms. Andrade-Wax shared upcoming meetings and events. She provided a copy of the Parks & Recreation Society Magazine to all Commission Members. The California Watercolor Association Exhibit is on display. The awards will be on August 9th after the 2nd Friday Art Walk and the gallery will be open at Falkirk. Ms. Andrade-Wax shared with the Commission that Mr. Banwait is filling in while Ms. Ordin is out on leave. Ms. Ordin will be away until the end of August. Ms. Andrade-Wax announced that on Monday, July 15th, Community Services officially became the Department of Library and Recreation. The management is working with the City Manager on the formal organizational chart to determine the new structure and positions. It will then go to City Council for approval. Ms. Andrade-Wax shared that the New Library Facilities Planning Process has concluded, and a draft report is ready. Management is working with the City Manager and City Council to determine when the report will be presented. The study reports on the Pickleweed and 10 Northgate expansions, but also three options for the downtown Main Library. The three options are the existing location, Boyd Park, and the San Rafael Community Center/Albert Park. Ms. Andrade-Wax emphasized the importance of attending the Council Meeting as the third option in downtown, if selected, would completely rebuild the community center and would share the space with the library. Since the departments have combined, the new facility would be a great symbol of this merger. Commissioner Obletz asked what would happen to the Carnegie Library if the community center location is selected. Ms. Andrade-Wax replied that the City Council would direct staff to research possible options for “re-use” of the building. Upon review, the City Council may take one of the following actions. Accept the report with no action or accept the report and take further action which include one or more of the following action steps: ask staff to develop a conceptual plan of the selected site, a plan to reuse the Carnegie building, and/or provide funding strategies. Ms. Andrade-Wax encouraged everyone to attend the meeting and to spread the word. She expressed her excitement about the New Library Facilities Planning Process and her new role as the director of the merged department. Adjournment The meeting was adjourned 8:23p.m. PARK AND RECREATION COMMISSION AGENDA REPORT September 19, 2019 Item 4 TITLE: REVIEW THE PROPOSED PICKLEWEED ADVISORY COMMITTEE DRAFT BYLAWS SUMMARY: The Pickleweed Advisory Board was created through the Joint Use Agreement between the City and the Canal Community Alliance since 1982. The Agreement was amended in 1984, 1992, and 1997, but the Board remained constant as a citizen’s advisory body charged with making recommendations regarding the facility and park’s use, programs and policies. In 2006, the Agreement was terminated and new “Use Policies” for the Pickleweed Park Community Center and “Guidelines and Policy” for the Pickleweed Advisory Board were approved and adopted by the City Council. Over the past several years, the Pickleweed Advisory Committee has not met its minimum number of required Board Members to conduct business. As a result, staff is recommending that the Guidelines and Policy be updated to reflect the Community Center and Park’s current needs and facilitate active membership of the Pickleweed Advisory Board. RECOMMENDATION: That the Park and Recreation Commission review and approve the proposed Pickleweed Advisory Committee Draft Bylaws. Page 2 of 3 BACKGROUND The Pickleweed Advisory Board was created through the Joint Use Agreement between the City and the Canal Community Alliance since 1982. The Agreement was amended in 1984, 1992, and 1997, but the Board remained constant as a citizen’s advisory body charged with making recommendations regarding the facility and park’s use, programs and policies. In 2006, the Agreement was terminated and new “Use Policies” for the Pickleweed Park Community Center and “Guidelines and Policy” for the Pickleweed Advisory Board were approved and adopted by the City Council. With the Board’s guidance and support, the City allocates facility space at little to no cost to non-profit organizations that offer programs and services at the Albert J. Boro Community Center (and specifically to the adjacent Canal neighborhood). The Board also strives to recommend those organizations that offer a wide variety of programming that appeals to different age groups and interests. In doing so, a balance of programs is offered to all ages from toddlers to seniors and to a variety of interests. Community issues relating to the Center, Park and Canal neighborhood are also discussed by the Board. DISCUSSION Updates are needed to the current Guidelines and Policies for the Pickleweed Advisory Board to align with current practices and to continue the Board’s effectiveness. Primary changes include: • Change the name of the advisory body to the “Pickleweed Advisory Committee” • Reducing the composition of the Committee to five (5) regular voting members, one (1) alternate, one (1) non-voting representative from the Park and Recreation Commission and one (1) non-voting City staff member who will act as the Committee Chairperson • Members of the Committee shall be at least 18 years of age, except for the youth member which shall be a minimum age of a high school freshman • With exception of the representative from the Park and Recreation Commission, all regular voting members and alternate shall be appointed by the City Council. The representative from the Park and Recreation Commission will be selected by the Park and Recreation Commission on an annual basis • With exception of the representative from the Park and Recreation Commission, each Committee member shall serve a minimum term of four (4) years but not more than two (2) consecutive terms. However, the City Council has the authority to extend a current Committee member’s term at their discretion if there is a vacancy. The representative from the Park and Recreation Commission shall serve a term of one (1) year, but not more than two (2) consecutive terms • A minimum of five (5) meetings shall be scheduled annually, on a consistent day of the month FISCAL IMPACT None Page 3 of 3 ALTERNATIVE ACTION Any other action as determined by the Commission. Submitted by: Steve Mason Senior Recreation Supervisor Attachment: 1. Pickleweed Advisory Committee Draft Bylaws Pickleweed Advisory Committee Bylaws August 1, 2019 1 ATTACHMENT 1 CITY OF SAN RAFAEL PICKLEWEED ADVISORY COMMITTEE BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Pickleweed Advisory Committee, hereinafter referred to as the "Pickleweed Advisory Committee," or the “Committee.” Section 1.2. Purpose. The Pickleweed Advisory Committee provides valuable input in representing and advocating for the Canal area resident’s needs and wishes for programs and services; and is a primary public networking resource between the Canal residents, representatives from governmental and non-profit agencies, and others. The Pickleweed Advisory Committee works in conjunction with the City of San Rafael. Section 1.3. Committee Responsibility. The Pickleweed Advisory Committee’s responsibilities shall be in accord with these Bylaws, as amended from time-to-time by the City Council. The Pickleweed Advisory Committee’s authority is advisory only. The Pickleweed Advisory Committee has no power to act on behalf of the City of San Rafael or any other entity. The duties of the Pickleweed Advisory Committee shall include the following: 1. The Advisory Committee shall be responsible for advising the Park and Recreation Commission, City Council and City Staff on all matters pertaining to the facilities, programs and services of the Albert J. Boro Community Center and Pickleweed Park 2. As needed, make recommendations on policies and procedures governing the use of the Albert J. Boro Community Center and Pickleweed Park in accordance with the mission of the City of San Rafael; 3. Assist the City with reviewing and evaluating “Use Agreements for Co-Sponsored Programming” at the Albert J. Boro Community Center and Pickleweed Community Park; 4. Promote the use and support of the Albert J. Boro Community Center and Pickleweed Park within Canal area neighborhood, including working in cooperation with citizen and business organizations, foundations, school districts and other governmental agencies. 5. The Committee shall have no authority to direct, nor shall it direct, City staff, officials or volunteers; Pickleweed Advisory Committee Bylaws August 1, 2019 2 Section 1.4. Brown Act. All meetings of the Pickleweed Advisory Committee shall be open and public, and all persons shall be permitted to attend any meeting of the Pickleweed Advisory Committee, except as otherwise provided in Government Code Section 54952. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Pickleweed Advisory Committee shall consist of five (5) voting members, one (1) alternate member, one (1) non-voting representative from the Park and Recreation Commission and one (1) non-voting City staff member who will act as the Committee Chairperson. The City staff member will typically be the Albert J. Boro site supervisor, but in all instances shall be appointed by the City Manager. Section 2.2. Eligibility. The Committee shall be composed of have five (5) regular voting members which may include a youth member and one (1) alternate member. Each shall have the same duties and responsibilities and shall consist of the following: 1. Members of the Committee shall be at least 18 years of age, except for the youth member which shall be a minimum age of a high school freshman 2. At least four (4) members of the Committee shall reside within the Canal neighborhood 3. One (1) member of the Committee must be a City of San Rafael resident but may reside outside of the Canal neighborhood. Section 2.4. Appointment of Committee Members. With exception of the representative of the Park and Recreation Commission, all other regular voting members and alternate member shall be appointed by the City Council. Appointments shall be published on the website for the City of San Rafael in accordance with Government Code Section 54973, as amended from time to time. The representative from the Park and Recreation Commission will be selected by the Park and Recreation Commission on an annual basis. Section 2.5. Terms of Appointment. With exception of the representative from the Park and Recreation Commission, each Committee member shall serve a minimum term of four (4) years but not more than two consecutive terms. However, if there is a vacancy on the Committee, the City Council has the authority to extend a current Committee member’s term at their discretion. Members may also reapply to Committee following an absence of at least one term. An effort will be made to ensure that the terms are staggered, and not all of the appointments expire in the same year. A Committee member whose term is expiring should notify the Chairperson at least ninety (30) days before the end of his/her term whether he/she wishes to continue his/her membership. The representative from the Park and Recreation Commission shall serve a term of one (1) year, but not more than two consecutive terms. However, if there is a vacancy, the Park and Recreation Commission has the authority to extend the current representative’s term at their discretion. Pickleweed Advisory Committee Bylaws August 1, 2019 3 Section 2.6. Resignation. All resignations from the Pickleweed Advisory Committee shall be submitted in writing to the Chairperson. The resigning Committee member should provide as much notice as possible. Section 2.7. Absence and Removal. Attendance at any regularly scheduled meeting is a necessary part of being an effective Committee member. If a member is unable to attend a regularly scheduled meeting, the member should notify the Chairperson at least twenty-four (24) hours in advance of a regularly scheduled meeting to have an excused absence. An unexcused absence from three (3) consecutive Pickleweed Advisory Committee meetings without notification to the Chairperson, or six absences (whether excused or unexcused) in any term, shall result in immediate review of Committee membership by the Committee. The Committee may vote to remove the absent Committee member and the position be declared vacant. Such voting may be on the same day as the review or at a future meeting. Previously dismissed Committee members may be eligible for reappointment to the Committee in accordance with Section 2.4. Section 2.8. Vacancies. Vacancies, no matter how arising, shall be published on the website for the City of San Rafael in accordance with Government Code Section 54973, as amended from time to time. Section 2.9. Compensation. Committee members serve without compensation. Section 2.10. Duties of the Chairperson. The Chairperson shall preside over all Pickleweed Advisory Committee meetings and shall be responsible for preparing agendas and meeting minutes. If the Chairperson is unable to attend a regularly scheduled meeting, the regularly scheduled meeting shall be cancelled and resumed at the next regularly scheduled meeting. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. A minimum of five (5) meetings shall be scheduled annually, on a consistent day of the month; the schedule for the upcoming year will be set by November of the previous year; staff will contact the Committee one week prior to scheduled meetings to determine if a quorum will be present; lack of quorum will result in the cancellation of the scheduled meeting. Section 3.2. Agenda. Items may be placed on the agenda by the Chairperson or at the request of a member if approved by the Chairperson. The Chairperson will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items to be included on the agenda should be submitted to the Chairperson no later than two weeks before the scheduled Committee meeting; lack of agenda items will result in the cancellation of the scheduled meeting. Agenda packets for regular meetings will be provided to the Committee members at least three (3) business days before the scheduled meeting. Pickleweed Advisory Committee Bylaws August 1, 2019 4 Section 3.3. Special Meetings. Special meetings may be called by the Chairperson. Section 3.4. Quorum. Three (3) voting members of the Committee shall constitute a quorum for the transaction of business at any regular or special meeting of the Pickleweed Advisory Committee. Section 3.5. Voting. A majority vote of those present and constituting a quorum shall be required to agree to any business of the Committee, including making any input that will be presented to the City Council, City Manager or Director of Community Services provided that any Committee member who abstains due to a legal conflict of interest shall not be counted in determining the existence of a quorum or a majority vote. Alternate becomes a voting member at a meeting where one regular voting member is absent. Section 3.6. Public Participation. All meetings of the Pickleweed Advisory Committee shall be open to the public. Meetings will be accessible to all, with accommodations for accessibility issues made upon request. Any person who disrupts the meeting may be asked to leave and be removed. ARTICLE IV. ADOPTION AND AMENDMENT Section 4.1. Effective Date. The Bylaws shall become effective immediately upon a majority vote of approval by the City Council. Section 4.2. Amendments. These Bylaws may be amended by majority vote of the City Council at any regular meeting of the City Council. All proposed amendments to the Bylaws shall be made available to the membership at least ten (10) days prior to the meeting at which the City Council will vote on the proposed changes. The effective date of the amendment shall become effective immediately upon a majority vote of approval by the City Council. Item 6 MEMORANDUM Date: September 19, 2019 To: Park and Recreation Commission From: Susan Andrade-Wax, Library & Recreation Director Subject: Schedule of Upcoming Meetings and Events of Interest Date Time Meeting/Event Location Sept. 12 6:00 – 9:00 p.m. San Rafael Market Downtown San Rafael Sept. 13 5:00 – 8:00 p.m. 2nd Friday Art Walk Downtown San Rafael & Falkirk Cultural Center Sept 16 7:00 p.m. City Council City Council Chamber, 1400 Fifth Avenue, San Rafael Sept. 19 6:00 – 9:00 p.m. San Rafael Market Downtown San Rafael Sept. 19 6:00 p.m. Park and Recreation Commission San Rafael Community Center, 618 B Street, San Rafael Sept 22 12:00 – 5:00 p.m. Porchfest Gerstle Park Neighborhood Sept. 26 6:00 – 9:00 p.m. San Rafael Market Downtown San Rafael