HomeMy WebLinkAboutPark & Rec Commission 2021-04-15 Agenda PacketPARK AND RECREATION
COMMISSION AGENDA
Thursday, April 15, 2021
6:00 P.M.
Watch on Zoom:
https://tinyurl.com/PRC-04-15-2021
Telephone: Telephone: (669) 900-9128
Meeting ID: 946 0348 5912#
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of March 18, 2021
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. Parks Status Report for January 2021 – March 2021
5. Parks Maintenance Status Report for January 2021 – March 2021
COMMISSION REPORTS AND COMMENTS
6. Other brief reports on any meetings, conferences, and/or seminars attended by the
Commission members.
STAFF COMMENTS
7. Schedule of Upcoming Meetings and Events of Interest
NEXT MEETING: May 20, 2021
ADJOURNMENT
Notice
Any records relating to an agenda item, received by a majority or more of the Commission less than 72 hours before the
meeting, shall be available for inspection online. Sign Language interpreters may be requested by calling (415) 485 -3066
(voice), emailing Lindsay.lara@cityofsanrafael.org or using the California Telecommunications Relay Service by dialing “711”,
at least 72 hours in advance of the meeting. Copies of documents are available in acces sible formats upon request.
Parks and Recreation Commission Agenda Page 2 of 2 April 15, 2021
Page 1 of 4
PARK AND RECREATION COMMISSION
March 18, 2021 – 6:00 p.m.
DRAFT MINUTES
__________________________________________________________________
Watch on Zoom:
https://tinyurl.com/PRC-3-18-2021
Telephone: (669) 900-9128
Meeting ID: 946-03488-5912#
CALL TO ORDER
Chair Mark Machado called the meeting to order at 6:02 p.m.
ROLL CALL
Present: Commissioner Cabrales
Commissioner Emerson
Commissioner Gutierrez
Chair Machado
Commissioner Reisinger (left at 7:07 p.m.)
Commissioner Sandoval (arrived at 6:04 p.m.)
Absent: Commissioner Laumann
Also Present: Susan Andrade-Wax, Library & Recreation Director
Catherine Quffa, Assistant Library & Recreation Director
Becky Ordin, Senior Administrative Assistant
Rochelle Grechman-Dibley, Senior Recreation Supervisor
Steve Mason, Senior Recreation Supervisor
Jason Fong, Program Coordinator
Eli Hill, Councilmember
AGENDA AMENDMENTS
The Marin Bocce Federation 2020 Annual Report moved up to Item #5
MINUTES
1. Approve regular meeting minutes of February 25, 2021
2
Commissioner Gutierrez moved, and Commissioner Sandoval seconded, to approve the
meetings minutes of February 25, 2021.
AYES: Commissioners: Cabrales, Emerson, Gutierrez, Machado, Reisinger,
Sandoval
NOES: Commissioners: None
ABSENT: Commissioners: Laumann
ABSTAINED: Commissioners: None
Minutes approved as submitted.
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
Ms. Andrade-Wax introduced Councilmember Eli Hill who will be the Park and
Recreation Commission liaison. Councilmember Hill introduced himself to the
Commissioners and the Commissioners introduced themselves to Councilmember Hill.
Chair Machado on behalf of the Commission presented Rochelle Grechman-Dibley with
a “Recognition of Appreciation” for her 34 years of service with the City of San Rafael.
3. Public Comment from the audience regarding items not listed on the agenda
None.
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. California Park and Recreation Society – District 1 Community Service Award
Library and Recreation Director, Susan Andrade-Wax introduced Steve Mason who
presented the California Park and Recreation Society – District 1 Community Service
Award nomination.
Staff responded to questions from the Commissioners.
Commissioner Cabrales moved, and Commissioner Gutierrez seconded, to accept the
nomination of San Rafael Día de los Muertos Organizing Committee for the 2020
Community Service Award in recognition of their creativity in implementing an expanded
COVID friendly event in 2020.
AYES: Commissioners: Cabrales, Emerson, Gutierrez, Machado, Reisinger,
Sandoval
NOES: Commissioners: None
ABSENT: Commissioners: Laumann
ABSTAINED: Commissioners: None
3
5. Marin Bocce Federation 2020 Annual Report
Ms. Andrade-Wax introduced Rochelle Grechman-Dibley who introduced Julie Nunes
who is the President, and Jessica Libien who is the General Manager of the Marin
Bocce Federation. Ms. Nunes and Ms. Libien gave their presentation.
Staff responded to questions from Commissioners.
6. Review Proposed Athletic Field Use Policy
Ms. Andrade-Wax introduced Catherine Quffa, Assistant Library & Recreation Director
who introduced Steve Mason and Rochelle Grechman-Dibley once again. Mr. Mason
and Ms. Grechman-Dibley gave their presentations.
Staff responded to questions from Commissioners.
Commissioner Gutierrez moved, and Commissioner Emerson seconded, to accept the
proposed athletic field use policy.
AYES: Commissioners: Cabrales, Emerson, Gutierrez, Machado, Reisinger,
Sandoval
NOES: Commissioners: None
ABSENT: Commissioners: Laumann
ABSTAINED: Commissioners: None
COMMISSION REPORTS AND COMMENTS
7. Other brief reports on any meetings, conferences, and/or seminars attended by
the Commission members.
Commissioner Gutierrez shared that there was a Library and Community Center
Conceptual Design Working Group meeting on March 4th with the architects where three
preliminary schematic designs were presented for the Albert Park site. The Working
Group did a site tour of the San Rafael Community Center and adjacent Albert Park on
March 12th to get a better visual of the site and understanding of the various preliminary
schematic designs.
STAFF COMMENTS
8. Schedule of Upcoming Meetings and Events of Interest
Ms. Andrade-Wax gave an update on the San Rafael Public Libraries. City staff will be
opening all three Library locations in different ways beginning in April. For example,
one branch may feature in-person computing while another may feature in-person
4
browsing. As the City moves forward through the different “Tiers” included in the State’s
Blueprint for a Safer Economy additional services will be available at each location.
Ms. Quffa shared that we are continuing with more programing in the building, the Terra
Linda Pool has opened for lap swim, and there is an art exhibit going on at the Falkirk
Cultural Center. Everything will continue as we enter the Orange tier, and the main
change is we will be opening with higher capacity levels. Summer camps will be
promoted more heavily, and we are still waiting to hear about indoor events. The fields
are opening, and we are hoping the Pickleweed field will be opening afte r the Winter
closure as well.
Ms. Quffa shared that Jason Fong will be stepping in as the interim Recreation
Supervisor after Ms. Grechman-Dibley retires on March 30th, and Steve Mason will be
supervising Mr. Fong.
ADJOURNMENT
Chair Machado adjourned the meeting at 7:29 p.m.
___________________________________________
BECKY ORDIN, Senior Administrative Assistant
APPROVED THIS_____DAY OF___________, 2021
___________________________________________
SUSAN ANDRADE-WAX, Library & Recreation Director
PARK AND RECREATION COMMISSION
AGENDA REPORT
April 15, 2021
Item # 4
TITLE: PARKS QUARTERLY STATUS REPORT FOR JANUARY 2021 –
MARCH 2021
SUMMARY
This report is submitted for informational purposes. The intent of the report is to
summarize for the Commission the status of ongoing parks/maintenance projects
during the past quarter.
RECOMMENDATION
It is recommended that the Park and Recreation Commission receive and provide
comment.
Page 2 of 5
COMPLETED PROJECTS
No park projects have been completed in the first quarter of 2021.
ACTIVE PROJECTS
SHORELINE PARK RESTROOM
The original development of the properties along the
Francisco Blvd near the Richmond-San Rafael Bridge
required the installation of the Shoreline Pathway. In
addition, a small restroom facility was installed when the
area was subdivided; it was subsequently closed shortly
after installation due to illicit activities.
The San Francisco Bay Conservation and Development
District (BCDC), who has jurisdiction over this area along
the waterfront, has requested that the restroom be
reopened to the public. As a result of the restroom being
closed for many years, reopening the facility to the public
requires improvements to the mechanical, electrical and
accessibility access.
This project is noted in the Capital Improvement Program and will be funded
through the Building Fund. The interior renovation is estimated to be $70,000;
however, with additional mechanical/plumbing work to be completed, the total cost
is estimated to be at least $125,000.
Project Status
▪ Over the last several months, DPW has worked with an accessibility expert to
assist with the internal and external modification needed for the facility. In
addition, the City is working directly with BCDC staff regarding the review of the
proposed improvements. Additional modification s to the electrical and plumbing
for this facility will also be needed. Construction will not start at this location for
several months based on the review time needed from BCDC.
▪ The construction drawings to be utilized by contractors are complete and a City-
issued building permit secured. The project has been combined and advertised to
contractors with the San Rafael Community Center Restroom Renovation project
to take advantage of economies of scale. Bids are due back in mid-October 2019.
▪ After reviewing contractor bids for the interior renovation, staff recommended not
combining this restroom remodel with the San Rafael Community Center
Restroom Renovation project. We anticipate this project moving forward during
summer/fall 2020. A project budget of $140,000 in Building Maintenance Funds
have been set aside to accommodate construction expenses.
❖ While the Capital Improvement Program includes funding for this project, this
project has not advanced into construction as a result of available staffing
shortages caused by the on-going pandemic. An estimated timeline of when the
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improvements will be built is not known at this time. However, the Capital
Improvement Program has set aside $150,000 in funding for this next fiscal year
on top of approximately $40,000 used to rehabilitate the interior of the restroom.
The total project cost will be approximately $190,000-$200,000.
CHILDCARE MODULAR BUILDING REPLACEMENT (Mary Silveira, Lucas Valley,
Pickleweed)
The City of San Rafael operates children’s centers and programs at the Lucas Valley
and Mary Silveira Elementary School campuses in cooperation with the Miller Creek
Elementary School District (District). Also, similar facilities and programs are provided
at the City’s Pickleweed Park in the Canal area. The existing portable/modular
buildings used for these programs have exceeded their 20-year expected service and
therefore need replacement. The City of San Rafael seeks to replace all the facilities
in-kind.
The State of California’s Division of State Architects Office (DSA) has jurisdiction over
local school properties. Specific procedures need to be followed for replacing these
temporary facilities and includes an analysis of access to the building as well other
improvements to bring these facilities up to current regulations. In addition, a licensed
architect is required to certify the plans even for a modular building.
Project Status
▪ In spring 2019, the City solicited local architects to develop plans and
specifications to replace the modular buildings. After negotiating with the
sole proposer, the City has decided to continue soliciting proposals from
other firms as the City and consultant could not agree on the proposed
fees.
▪ In winter 2020, the City retained LCA Architects to assist with the design of
the modular building project.
▪ As a result on the on-going pandemic, financial resources previously set
aside to pay for this project have been reallocated to fund childcare
services. As such, this project is on hold until funding can become
available.
SUN VALLEY PARK PLAYGROUND RENOVATION
The playground structure at this park is more than 20
years old and needs replacement. This project
includes the removal and the replacement of the
existing playground structures at this park but does
not expand the footprint of the original play area. In
addition, this project includes the removal of the sand
surface and replaces it with compliant engineered
wood fiber. ADA access improvements will also be
included in this project.
Page 4 of 5
Project Status
▪ Staff anticipate design and public outreach occurring in the spring/summer of
2021.
❖ In March 2021, the City entered into a contract with Gates + Associates to
provide conceptual design exhibits and support public outreach efforts. The
current contract is for $16,000. Once community feedback is received over the
next several months, the City will move into the design phase.
ALBERT PARK FIELD – ADA RAMP, RESTROOMS, AND NETTING
This project includes the installation of a new
ramp to the bleachers area of the Albert Park
Field. Currently, no ADA access to the grand
stand area at the field is available. Furthermore,
the restrooms serving the stadium are not
compliant with current accessibility standards.
This project will install a prefabricated restroom
facility with up to four stalls. The proposed
project will no longer renovate the existing
restrooms due to excessive costs. The project
will also install taller netting along the first and
third base lines to ensure the safety of patrons
and protect vehicles from foul balls.
Project Status
▪ Public Works has prepared a Request
for Proposals to solicit design and
architectural services associated with
not only an ADA wheelchair lift/ramp
but also family-style ADA compliant
restrooms. Consultant proposals are
due back to the City in early November
2019.
▪ In the Fall of 2020, the City retained
BKF Engineers to assist with the
design of an ADA compliant wheelchair
ramp rather than pursuing a wheelchair
lift as well as performing the design for
a prefabricated restroom facility with
utility hookups. The project is
tentatively scheduled for construction
in the Fall of 2021.
❖ Over the past few months, staff have worked with the design team to select a
prefabricated restroom, confirm costs, and understand utility impacts.
Furthermore, staff have retained a geotechnical engineering firm to collect soil
samples for use in foundation design for the tall netting to be installed along the
first and third base lines.
Page 5 of 5
PARKS AND RECREATION MASTER PLAN
A major component of the Capital Improvement Program this year is the commencement
of a Parks and Recreation Master Plan, which will review services, analyze needs, and
propose recommendations for parks and recreations services across the City.
Project Status
▪ Staff anticipate releasing a Request for Proposals to retain a consultant in the
spring of 2021.
❖ Staff have developed a draft Request for Proposals (RFP), however, this will not
be released until a steering committee is developed and ready to review
proposals. Staff are leading the effort to identify key stakeholders such that the
steering committee equitably represents our thriving community. We anticipate
releasing the RFP in the next quarter once all steering committee members are
on board.
PROPOSED PROJECTS FOR FY 2021/2022
GERSTLE PARK RESTROOM REPAIR
The restroom at Gerstle Park was reviewed by an outside consultant in connection with
the overall facilities study performed by the City. This restroom needs exterior siding
repair and some minor shingle replacement. DPW facilities maintenance will be
reviewing the facility and possibly performing the repairs themselves.
SAN RAFAEL COMMUNITY CENTER MISCELLANOUS REPAIRS
Based on the Facilities Assessment study, repairs are needed
to the San Rafael Community Center. These include but are not
limited to the sealing flashing, re-staining and sealing the soffit
and overhang at the front of the building, replacing damage
ceiling tiles, removing stain exterior and other minor repairs.
This project is being postponed pending the outcome of a study
to determine what improvements may be implemented at this
location for a combined library/community center.
FISCAL IMPACT
There are no costs associated with accepting this report.
ALTERNATIVE ACTION
Any other action as determined by the Commission.
Submitted by:
Hunter Young
Assistant Director of Public Works/ City Engineer
PARK AND RECREATION COMMISSION
AGENDA REPORT
April 9, 2021
Item #5
TITLE: PARK MAINTENANCE STATUS REPORT FOR JANUARY 2021 -
MARCH 2021
SUMMARY
This report is submitted for informational purposes. It summarizes the last quarter’s
parks and maintenance project status. The intent of the report is to inform the
Commission of the status of ongoing park maintenance projects during the last quarter.
RECOMMENDATION
It is recommended that the Park and Recreation Commission receive and provide
comment.
Page 2 of 3
COMPLETED PROJECTS
Weekly Parks Maintenance
Parks Division staff continue to provide parks maintenance twice weekly (Monday &
Friday). Basic tasks include litter pickup, cleaning of restrooms, blowing off surfaces and
pruning. These routes also include City facilities. Mowing has also resumed; staff mow
32 sites weekly nine (9) months out of the year.
Tree Planting
In support of the Sidewalk Repair Program, Parks Division staff are in the process of
planting of over 100 trees. In total, with other plantings since August 2020, Parks Division
staff will have planted over 200 trees.
Page 3 of 3
Viaduct Cleanup Support
Parks Division staff have been assisting with the ongoing homeless debris issue under
the Caltrans 101 viaduct. Alternating with the Streets Division, Parks staff have been
helping San Rafael Police Dept. clean up garbage and debris from th e encampments
every other Tuesday.
FISCAL IMPACT
There are no costs associated with accepting this report.
ALTERNATIVE ACTION
Any other action as determined by the Commission.
Submitted by:
Ryan Montes
Ryan Montes
Operations and Maintenance Manager
Item 7
MEMORANDUM
Date: April 15, 2021
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
April 15 6:00 p.m. Park and Recreation Commission Zoom
April 19 7:00 p.m. City Council Zoom
April 29 3:00 p.m. Library & Community Center Conceptual
Design Working Group Meeting Zoom
May 3 7:00 p.m. City Council Zoom
May 17 7:00 p.m. City Council Zoom
May 20 6:00 p.m. Park and Recreation Commission Zoom
May 28 CLOSED City Offices Closed due to Furlough
May 31 CLOSED City Offices Closed due to Holiday