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Home My WebLink AboutPark & Rec Commission 2023-04-20 Agenda Packet1 Attachment A PARK AND RECREATION COMMISSION APRIL 20TH, 2023 AT 6:00PM In-Person: SAN RAFAEL COMMUNITY CENTER LOUNGE 618 B STREET, SAN RAFAEL, CALIFORNIA AGENDA Participate Virtually: Watch on Zoom Webinar: https://tinyurl.com/PRC-04-20-2023 Listen by phone: (669) 444-9171 ID: 841 0672 5048# CALL TO ORDER MINUTES 1.Approve regular meeting minutes of March 17, 2023 Recommended Action – Approve as submitted OPEN TIME FOR PUBLIC EXPRESSION The public is welcome to address the Commission at this time on matters not on the agenda that are within its jurisdiction. Comments may be no longer than three minutes and should be respectful to the community. SPECIAL PRESENTATIONS 2. Special Presentations: OTHER AGENDA ITEMS If necessary to ensure completion of the following items, the Chairperson may establish time limits for the presentations by individual speakers. 3.Other Agenda Items: a.Proposed Design for Pickleweed Park Enhancement Project Recommended Action: Review and Comment b.Park Projects and Maintenance Biannual Status Report for October 2022 through March 2023 Recommended Action: Receive and Comment c.Review Measure A Work Plan for July 1, 2023 – June 30, 2024 Recommended Action: Receive and Comment STAFF LIAISON REPORT 4.Staff Liaison Report COMMISSIONER REPORTS 5.Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members ADJOURNMENT 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 and in the San Rafael Community Center, 618 B St., San Rafael, CA 94901 placed with other agenda-related materials on the table in front of the San Rafael Community Center prior to the meeting. Sign Language interpreters 2 Attachment A may be requested by calling (415) 485-3066 (voice), emailing city.clerk@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 avail able in accessible formats upon request. To request Spanish language interpretation, please submit an online form at https://www.cityofsanrafael.org/request-for-interpretation/. Page 1 of 4 PARK AND RECREATION COMMISSION March 16, 2022 – 6:00 p.m. DRAFT MINUTES __________________________________________________________________ Watch on Zoom: https://tinyurl.com/PRC-01-19-2023 Telephone: (669) 900-9128 Meeting ID: 841 0672 5048 CALL TO ORDER Chari Gutierrez called the meeting to order at 6:00 p.m. ROLL CALL Present: Chair Gutierrez Commissioner Machado Commissioner Sandoval Absent: Commissioner Cabrales Commissioner Emerson Also Present: Craig Veramay, Assistant Library & Recreation Director Becky Ordin, Senior Administrative Assistant Steve Mason, Senior Recreation Supervisor Darcie Chellew, Recreation Supervisor Brian Johnson, President Marin Bocce Federation Jeff Tremolada, Treasurer Marin Bocce Federation AGENDA AMENDMENTS None. MINUTES 1. Approve regular meeting minutes of February 16, 2023 Commissioner Machado moved, and Commissioner Sandoval seconded, to approve the meetings minutes of February 16, 2023. AYES: Commissioners: Gutierrez, Machado, Sandoval NOES: Commissioners: None 2 ABSENT: Commissioners: Cabrales, Emerson ABSTAINED: Commissioners: None Minutes approved as submitted. MEETING OPEN TO THE PUBLIC 2. Public Comment from the audience regarding items not listed on the agenda Laura O’Malley addressed the commission regarding Pickleball at Albert J Boro Community Center. Staff responded to Ms. O’Malley. 3. Introductions/Awards/Recognitions/Presentations Mr. Veramay introduced Steve Mason, Senior Recreation Supervisor and Darcie Chellew, Recreation Supervisor to the Commission. 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. Albert J Boro Community Center and Pickleweed Advisory Committee Annual Reports. Steve Mason presented the Albert J Boro Community Center and Pickleweed Advisory Committee Annual Reports. Staff responded to questions from the Commission. Public Comment: None Commissioner Machado moved, and Commissioner Sandoval seconded to accept the Albert J Boro Community Center and Pickleweed Advisory Committee Annual Reports. AYES: Commissioners: Gutierrez, Machado Sandoval NOES: Commissioners: None ABSENT: Commissioners: Cabrales, Emerson ABSTAINED: Commissioners: None Motion passes. 5. Marin Bocce Federation Annual Report Brian Johnson presented the Marin Bocce Federation Annual Report. 3 Staff responded to questions from the Commission. Public Comment: None Commissioner Machado moved, and Commissioner Sandoval seconded to accept the nomination for Carol Jacobs-Courts for the CPRS District 1 Community Service Award. AYES: Commissioners: Gutierrez, Machado, Sandoval NOES: Commissioners: None ABSENT: Commissioners: Cabrales, Emerson ABSTAINED: Commissioners: None Motion passes. COMMISSION REPORTS AND COMMENTS 6. Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members. None Public Comment: None STAFF COMMENTS 7. Schedule of Upcoming Meetings and Events of Interest Mr. Veramay shared that the Parks and Recreation Master Plan is coming to a close. It is on schedule to go to City Council within the next month. San Rafael Little League opening day is scheduled for Saturday, March 18th. On Tuesday, March 14th the City staff met with San Rafael Little League to discuss the event and walk the site. There was an update given regarding the camping at Albert Park. Mr. Veramay listed the upcoming meeting and event dates. In addition to these dates a few staff will be attending the annual California Park and Recreation Society Conference will be April 3-7 will be in San Diego. Chair Gutierrez asked if the Pacific’s were scheduled to be back in May. Ms. Chellew replied that yes they will be back for another season. Public Comment: None 4 ADJOURNMENT Chair Gutierrez adjourned the meeting at 7:08 p.m. ___________________________________________ BECKY ORDIN, Senior Administrative Assistant APPROVED THIS_____DAY OF___________, 2023 ___________________________________________ CATHERINE QUFFA, Library & Recreation Director PARK AND RECREATION COMMISSION AGENDA REPORT April 20, 2023 Item #3a TITLE: PROPOSED DESIGN FOR PICKLEWEED PARK ENHANCEMENT PROJECT RECOMMENDATION: That the Park and Recreation Commission review and provide comment on the proposed design and preferred equipment for the Pickleweed Park Enhancement Project. BACKGROUND: For more than a decade, the City of Sa n Rafael has been pursuing funding opportunities to convert the multi-use sports fields and Pickleweed Park into all-weather turf and to implement other improvements identified as high priority by the community. In Spring 2022, the City applied for a Land and Water Conservation Fund (LWCF) grant to support the project. In the Summer, the City was informed that the project had been recommended by the State for funding to the National Park Service. Over the past months, the City has been working through the Federal grant approval process and expects to receive final confirmation of project funding in the coming months. The proposed Pickleweed Park Enhancement Project includes the construction of a new basketball court, playground, fitness area, shade and gazebo structure; conversion of the existing multi-use fields to all-weather synthetic turf; renovation of the bathroom facilities; and the addition of lighting, parking, security cameras, and landscaping. This project will allow the City to add much -needed new amenities to Pickleweed Park, as well as to increase the capacity of existing amenities. Currently, the multi-use athletic fields at Pickleweed Park are closed for six months out of the year for repair and rejuvenation of the heavily utilized natural turf. By converting the fields to all-weather turf, the City will be able to double the time they are available to the community. The project plan also integrates environmentally friendly design, such as native and drought - tolerant landscaping, additional trees, bioswales and water filtration techniques, and improved LED lighting throughout the park and parking lot. DISCUSSION: Pickleweed Park is a heavily utilized community serving park, located in the heart of the Canal Neighborhood. Currently, the Pickleweed Fields are closed for approximately six (6) months of the year for maintenance and to provide opportunity for the grass turf to regenerate. Converting the fields to all-weather turf would allow them to remain open Page 2 of 3 year-round, thereby doubling community access to this recreational a menity. In addition to converting the fields, the project would add new amenities including: fitness equipment, a basketball/sport court, new play structures for children under 5, a gazebo, backstops for little league on the fields, an improved bathroom, and additional parking. These amenities were identified as priorities by Canal residents through a robust community engagement process. In preparation for receiving the LWCF grant funding, the City is working with Gates + Associates, a design consultant, to develop plans for the Park Enhancement project. Attachment 1 is a recently conducted survey for the community that shows options for playground equipment, outdoor fitness equipment, and gazebo designs. Attachment 2 provides a visual of the proposed site concept as well as the proposed equipment that is based on the results of community outreach and the community’s preferred options: • Tot Lot: Option 2 • Fitness Equipment: Options 6 and 8 received significantly higher preference than other options. The remainder of options all had similar interest. • Gazebo: The community showed more interest in the metal structure than the wood structure. Once funding is secured and the project design and structures are finalized, the City will secure a certified contractor to complete the scope of work and install the new enhancements. While the final schedule has not yet been determined, we anticipate this work commencing in Winter of 2023-24, and continuing through 2024. We expect the project will be completed by 2025. COMMUNITY OUTREACH: From July through September 2020, the City conducted a community outreach process to garner input on the design of the Pickleweed Park Enhancement Project. Staff presented the project scope to community members and solicited feedback during two virtual meetings, held in partnership with the Canal Alliance and the Multicultural Center of Marin. Additionally, staff went to three community events held in the Canal neighborhood (2 food distribution events and one youth event at the Albert J. Boro Community Center) to gather one-on-one feedback on amenities community members would like to see in the project. Finally, staff created an online community survey to gather additional feedback on the project. The survey was sent out through the City’s Canal-specific social media channels, posted on the Pickleweed Park electronic sign, and was also pushed out by community partners, including San Rafael City Schools, the Marin Community Clinic, the Canal Alliance, Parent Services Project, and the Marin Asian Advocacy Project. Through the community outreach conducted in 2020, the City developed the overall scope of the project based on identified community priorities. Since that time, the project plan was also presented at the May 11, 2022 Parks & Recreation Master Plan community outreach event, and the Fall 2022 Movies in the Park event at Pickleweed Park. Feedback from those events has been considered in the refinement of the plan. Page 3 of 3 Since funding has been identified, the City has been focusing on soliciting feedback for specific design elements within the broader plan. In March 2023, the City launched an online survey (Attachment 1) in English, Spanish, and Vietnamese asking for community opinions and feedback on several Park Enhancement Design elements. The surrounding community was informed of the survey through a postcard that went out to households within approximately 300 feet of the park (Attachment 3), through notices posted at Pickleweed Park, and through social media posts. Survey respondents and community meeting attendees identified their preferred structures and equipment, as well as provide general feedback. The online survey received approximately 40 responses and closed on April 17th. Additionally, Consultants, Public Works, and Library and Recreation Department staff were present at two well-attended Spring Egg Hunt events at Pickleweed Park on Saturday, April 1, and Saturday, April 8 to collect in-person opinions from park goers. Approximately 240 individuals shared their opinions about the design at these in-person events. FISCAL IMPACT: Detailed construction cost estimates have not yet been completed, however, the initial estimated cost for this project is approximately $9,000,000. The Project was selected by California State Parks as one of 16 local park projects that the State is recommending to the National Park Service (NPS) for LWCF grants. The LWCF grant would provide $4,240,000 in funding for the project, and the City expects to receive a response from the NPS in Spring/Summer 2023 whether we will be awarded LWCF grant funding. The City is committed to financing 100% of this project by matching funds from eligible source(s) and is continuing to explore other funding opportunities to cover the full cost of completion. Submitted by: Craig Veramay Assistant Library and Recreation Director Attachments: 1. Pickleweed Park Enhancements Online Design Survey Questions and Preferred Equipment Options - English 2. Pickleweed Park Enhancements Site Plan Concept Drawing and Proposed Equipment 3. Pickleweed Park Enhancement Project Online Survey Postcard Item 3a - Attachment 1 PICKLEWEED PARK IMPROVEMENTS City of San Rafael SITE PLAN PLAN DEL SITIO KẾ HOẠCH CƠ SỞ 1 2 4 5 6 8 9 107 3 1 2 6 3 7 4 8 5 9 10 All-Weather Soccer Field Campo de fútbol para todo clima Sân bóng dành cho mọi loại thời tiết Toddler Play Area Área de juegos para niños pequeños Khu Vực Vui Chơi của Trẻ Chập Chững Biết Đi Outdoor Fitness Ejercicio al aire libre Tập Thể Dục Ngoài Trời Bioretention Area Área de biotratamiento Khu Vực Xử Lý Sinh Học Restroom Baños Nhà Vệ Sinh Gazebo Glorieta Vọng Lâu New Park Signage Señalización nueva del parque Biển hiệu Công Viên Mới Seating Plaza Plaza de asientos Quảng Trường Chỗ Ngồi Basketball Court Cancha de baloncesto Sân Bóng Rổ Extended Parking Lot Estacionamiento ampliado Khu Đỗ Xe Mở Rộng CANAL STREETSORRENTO WAYEXISTING AGE 2-5 PLAY EQUIPMENT EXISTING AGE 5-12 PLAY EQUIPMENT Item 3a - Attachment 2 PICKLEWEED PARK IMPROVEMENTS City of San Rafael TODDLER PLAY AREA ÁREA DE JUEGOS PARA NIÑOS PEQUEÑOS KHU VỰC VUI CHƠI CỦA TRẺ CHẬP CHỮNG BIẾT ĐI KEY MAP OPTION 1 OPCIÓN 1 LỰA CHỌN 1 OPTION 2 OPCIÓN 2 LỰA CHỌN 2 OPTION 3 OPTION 3 OPCIÓN 3 SELECT YOUR PREFERRED OPTION. SELECCIONE SU OPCIÓN PREFERIDA. CHỌN TÙY CHỌN ƯA THÍCH CỦA BẠN. Community Outreach Preferred Option PICKLEWEED PARK IMPROVEMENTS City of San Rafael KEY MAP OUTDOOR FITNESS EQUIPMENT OPTION 1 Parallel Bars Opción 1 Barras paralelas Lựa chọn 1 Xà kép OPTION 5 Plyometrics Opción 1 Pliometría Lựa chọn 1 Tập ply OPTION 2 Mobility Opción 1 Movilidad Lựa chọn 1 Linh hoạt OPTION 6 Chest/Back Press Opción 1 Prensa de pecho/es- palda Lựa chọn 1 Ép ngực/lưng OPTION 3 Stretch Opción 1 Estiramiento Lựa chọn 1 Giãn cơ OPTION 7 Row/Push-Up Opción 1 Remar/empujar hacia arriba Lựa chọn 1 Kéo gập/chống đẩy OPTION 4 Balance Steps Opción 1 Pasos de equilibrio Lựa chọn 1 Bục cân bằng OPTION 8 Ab Crunch/Leg Lift Opción 1 Abdominales/levanta- miento de piernas Lựa chọn 1 Gập bụng/nâng chân SELECT YOUR TOP THREE (3) OPTIONS. SELECCIONE SUS TRES (3) OPCIONES PRINCIPALES. CHỌN BA (3) TÙY CHỌN HÀNG ĐẦU CỦA BẠN. EJERCICIO AL AIRE LIBRE TẬP THỂ DỤC NGOÀI TRỜI Community Outreach Preferred Option Community Outreach Preferred Option PICKLEWEED PARK IMPROVEMENTS City of San Rafael KEY MAP GAZEBO GLORIETA VỌNG LÂU OPTION 1 OPCIÓN 1 LỰA CHỌN 1 OPTION 2 OPCIÓN 2 LỰA CHỌN 2 SELECT YOUR PREFERRED OPTION. SELECCIONE SU OPCIÓN PREFERIDA CHỌN TÙY CHỌN ƯA THÍCH CỦA BẠN. Community Outreach Preferred Option Page 1 of 8 PARK AND RECREATION COMMISSION AGENDA REPORT April 20, 2023 Item #3b TITLE: PARK PROJECTS AND MAINTENANCE BIANNUAL STATUS REPORT FOR OCTOBER 2022 THROUGH MARCH 2023 SUMMARY: This report is submitted for informational purposes. The intent of the report is to summarize for the Commission the status of ongoing parks projects and maintenance during the past quarter. RECOMMENDATION: That the Park and Recreation Commission receive the report and provide comment. COMPLETED PROJECTS ARBOR PARK PUBLIC ART The Arbor Park Public Art project enhances the existing park by creating a safe and inviting public space for art expression, which includes the display of public art, ADA accessible viewing area, bench seating, and drought resistant plantings and trees. This project was brought to fruition through the collaborative efforts of several groups, organizations, and individual contributors. The project was funded by the City of San Rafael, County of Marin, San Francisco Foundation, Safeway Foundation, Terra Linda HOA, and various individual donors through grants and crowd source fundraising. Youth In Arts and a mentor artist hosted a six-week emerging artist workshop with ten teenage artists to develop the art concept for Arbor Park using Freedom, Justice, and Liberty as the three guiding pillars. City staff worked with the San Rafael Social Justice Community Art Group and a local architect, Blue Mountain Architecture, to develop the construction drawings for the project, which were completed in Spring 2022. Construction of this public art project started in Summer 2022 and was completed in October 2022. Page 2 of 8 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 modifications 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. ▪ 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 staffing shortages caused by the on-going pandemic. An estimated timeline of when the 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. ▪ The contractor has completed the accessibility upgrades to the restroom; however, the building will need new utility service connections. Based on feedback from utility companies, construction is anticipated later this fiscal year. ▪ In order to receive utility connections, the restroom had to get an address associated Page 3 of 8 with it. DPW worked with the building department to establish an address. The City is working with PG&E, SRSD, and MMWD to complete the utility connections this year. ▪ Installation of the lift pump and lateral for the sanitary sewer connection was completed in May 2022. A new water backflow device and service line was installed after setting of the water meter by MMWD in late 2022. City staff worked with DC Electric to trench for the electrical conduit in preparation for the electric service drop by PG&E. ❖ City staff is working with PGE to provide electric service to the restroom. 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. 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. ▪ Gates + Associates created an accessibility report of the park, conceptual sketch, and estimate to be used to apply for Grant Funding for the project. The design will not begin until the grant is approved and there is outreach to the community. This is anticipated to begin early next year. ▪ The City was informed in November 2021 that we successfully received the Prop 68 Per Capita Grant. ▪ In June 2022, the City conducted a survey and outreach event where residents were able to vote on preferred play structures, color palettes, and provide any additional comments. Conceptual design for the playground improvements were approved in July 2022, and final design documents were completed at the end of August 2022. ▪ In anticipation of long wait times for playground equipment, the City directly contracted with Ross Recreation, the community’s preferred playground equipment manufacturer, to initiate the purchasing process and order the equipment in advance of receiving bids. ❖ The project was advertised for construction bids and bid proposals were due to the City by mid-October 2022. The construction contract was awarded to Bauman Landscape and Construction, Inc. Page 4 of 8 ❖ Project construction commenced in December 2023 and is on schedule to be completed in Spring 2023. A ribbon-cutting event is planned for May 2023 to unveil the renovated park. 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. ▪ This project has been split into several smaller projects in order to expedite the improvements. After receiving five informal bids, the City signed a contract with the lowest responsible bidder, Structures Cast, for the prefabricated restroom. The company has started manufacturing and we anticipate delivery sometime this winter. The Netting project will be going out to bid in September and depending on funding construction is anticipated to begin in November. The ADA compliant ramp project will go out to bid later this year with construction to occur after the restroom is in place. ▪ The Netting Project has gone out to Bid twice. The first time no bids were received, and the second time there was one bid received that came in significantly over budget. The City has been working with the design consultant on ways to modify the foundation design to reduce the cost of the project. Construction of the Netting project has been delayed until after the baseball season. Page 5 of 8 ▪ The Restroom and Ramp project started construction in March 2022 and was completed in July 2022. This project delivered a new prefabricated restroom building with four stalls, repaved walkway, new utility connections, and an ADA accessible ramp that provides access between the baseball stands and new restrooms. ❖ City staff continues to work with the design consultant on developing alternative designs and targets to readvertise the Netting Project for construction bids in Summer 2023. PICKLEWEED PARK ENHANCEMENTS / FIELD RENOVATION The conversion of the fields at Pickleweed Park from turf to synthetic materials has long been a priority for the City and the Canal neighborhood. Typically, the heavily used sports fields are closed for six months of the year to repair. By converting the fields to synthetic turf, the City could more than double community access to this critical recreation resource. The City has also gathered input on additional improvements that the community would like to see made at the park, including a basketball/sport court, fitness equipment, a playground for children under 5, a gazebo, renovated bathroom and community mural, as well as improved lighting and security cameras. Project Status ▪ In 2020, the City received public input on features the community would like to see in the park for year-round activities. Through community input, the City pursued a Proposition 68 Statewide Park Program competitive grant. In early 2022, the City learned that we were unsuccessful in our submission. In March 2022, City staff applied for another competitive grant, the Statewide Natural Resources Agency Land and Water Conservation Fund. ▪ In anticipation of using either grant funds or city funds, the City has started the design and permitting of Phase 1, which is the synthetic turf field. ▪ In June 2022, the City was informed that the Pickleweed Park project has been selected for grant funding through the Land and Water Conservation Fund Program and initiated the process to obtain Section 106 compliance. City staff is working with California State Parks to ensure compliance with the grant requirements. ▪ Public Works prepared a Request for Proposals to solicit landscape architectural and engineering design services for park enhancement improvements (e.g., basketball court/sport court, fitness equipment, restroom renovation, and more), but excluded the field renovation which was already under design. ❖ In November 2022, the City entered into a contract with Gates + Associates to assist City staff with community outreach, prepare conceptual drawings, and provide construction documents for the park improvements. Recent outreach efforts include an online survey (open from March 17 to April 17, 2023) and two pop-up events during the April 2023 Commented [JK1]: @April Miller can you please confirm? Commented [AM2R1]: This is probably true. We can't construct until Fall-Winter due to the baseball season Page 6 of 8 spring egg hunts conducted by Voces del Canal and the Canal Youth & Family Council. ❖ In Spring 2023, the design team will be reviewing results from various community outreach efforts while preparing the conceptual design drawings and submitting documents for environmental permitting. The design team is targeting to finalize the project design and drawings by Summer 2023. MAINTENANCE UPDATE: Parks Division Winter Storm Response Parks Division staff have spent most of the winter responding to the significant number of storms the area has seen this year. Staff continued regular weekly park maintenance when weather did not interfere. The parks suffered minimal storm damage, but many trees fell due to saturated soils and high winds. Staff responded by cutting and clearing the tree debris as soon as possible. Switch to Electric Leaf Blowers Due to the recent passed City ordinance banning gas powered leaf blowers, the Parks Division has converted to battery powered leaf blowers. After testing, the Division was able to find a product that met their needs. Staff blow Park hardscapes twice weekly, so the blowers play a key role in regular maintenance. Page 7 of 8 Page 8 of 8 FISCAL IMPACT There are no costs associated with accepting this report. ALTERNATIVE ACTION Any other action as determined by the Commission. Submitted by: April Miller Public Works Director/City Engineer Ryan Montes Ryan Montes Operations and Maintenance Manager PARK AND RECREATION COMMISSION AGENDA REPORT April 20, 2023 Item #3c TITLE: REVIEW MEASURE A WORK PLAN FOR JULY 1, 2023 – JUNE 30, 2024 RECOMMENDATION: That the Commission receive the report and provide comments. BACKGROUND: In November 2012, an ordinance (“Measure A”) of the County of Marin was approved by a two-thirds majority of the electors voting on the Measure. Measure A imposes a nine year one-quarter of one percent retail transactions and use tax that is administered by the County of Marin. In June 2022, voters approved re-implementation of Measure A. Measure A tax proceeds support the preservation of Marin County parks, open space preserves, and farmland. In its first nine years, the tax generated an average of $14 million per year for parks, open spaces, and farmland preservation across Marin. This level of revenue changes during the life of the Measure due to the variability in annual receipts. In accordance with this law, funds raised by Measure A will continue to be spent on parks and open space, sustainable agriculture, recreation in Marin's nineteen cities and towns, and land acquisition. The rate went into effect on October 1, 2022, and is being administered by the County of Marin via its Ordinance No. 3760. The rate will remain in effect until September 30, 2031, and may be further renewed by the voters. Measure A’s expenditure plan outlines three (3) programs for spending the sales tax proceeds. Each program is described by its funding allocation and types of projects and activities that the funding supports. They include the County Parks and Open Space Program; the Farmland Preservation Program; and the City, Town, and Applicable Special District Program. • County Parks and Open Space Program (65%) o 65% is to protect or restore natural resources and maintain existing county parks and open space preserves. o 25% is to reduce the risk of wildfire in County park and open space preserves. o 10% is dedicated to the permanent preservation of land for public open space, community separators, wildlife corridors, greenbelts, and habitat. • Sustainable Agriculture Program (20%) o To support and enhance ecosystem services, climate resiliency, and the protection, restoration, and sustainability of Marin County agricultural working lands and food systems. Page 2 of 3 • City, Town, and Applicable Special District (CTSD) Program (15%) o Funding is allocated to cities, towns, and special districts to manage parks, open space preserves, nature preserves, and recreation programs and vegetation to promote biodiversity and reduce wildfire risk. Of the 15% that is allocated to cities, towns, and special districts, the City of San Rafael receives 23.36% based on its population. For FY24, the annual allocation to the City of San Rafael is estimated to be $549,878 of the $1,765,758 allocated to local agencies as part of the CTSD program. ANALYSIS: Since 2013, the City has received $4,230,073 in Measure A funding that has been used to support park maintenance, vegetation removal and management, and protection of open space. Of that total, $1,656,989 has been spent on park related capital improvement projects. Table A shows a breakdown of the Measure A expenditures for park improvement projects, including the FY2022-2023 encumbrances. Table A: Measure A Funding of Park Improvement Projects Park Capital Improvement Projects FY13-14 to FY15-16 FY16-17 to FY18-19 FY19-20 to FY21-22 FY22-23 (YTD) Total Misc. Park Repairs (pathways, sidewalks, etc.) $137,375 $137,375 Misc. Equipment (slides, tables, etc) $74,465 $74,465 Sun Valley Park Basketball Court $46,873 $46,873 Albert Park Playground $310,336 $310,336 Victor Jones Playground $100,000 $100,000 Bret Harte Park Restroom $172,981 $172,981 Pickleweed Park Field Conversion $9,359 $9,359 Albert Park Stadium Field Fencing $41,593 $41,593 Sun Valley Playground Upgrades $29,124 $437,987* $467,111* Citywide Park and Recreation Master Plan $92,251 $134,645* $226,896) Terra Linda and Albert Boro Community Center Room Dividers $70,000* $70,000* Total $258,713 $583,317 $172,327 $642,632 $1,656,989 *Note: Projected figures pending project completion. Page 3 of 3 Since the Measure A ordinance expired on March 31, 2022, and didn’t begin collecting revenue again until October 1, 2022, the $307,263 Measure A allocation for FY2022- 2023 was lower than average, however, FY2023-24 allocations are expected to return to historical levels. Marin County projects the City’s FY2023-2024 allocation will be $549,878. In prior years, the City has used Measure A funding to support four general activities: park maintenance, vegetation management, protection of open space, and park improvements. For FY2023-24, Measure A funds will be focused on park planning and improvement projects. The planned expenditures total $665,000, which includes the $549,878 FY2023-2024 allocation as well as carry-over funds from previous years. Park Capital Improvements and Maintenance: The City’s FY2023-2024 Capital Improvement program will rely on $665,000 from Measure A funding to support the following projects: • $130,000 will be used to design new play areas at Peacock Gap Park. Construction would follow completion of the design process and would likely occur in FY25. • $150,000 will be used to develop a new Master Plan for the Terra Lind Park and Community Center. This plan was identified through the Park and Recreation Master Plan as a high priority project due to the high volume of use at this park, the existing conditions of the facilities, and the expected future demand due to population increases in the next ten years. • $285,000 will be used to improve the fencing at Albert Park Field. • $100,000 will be used to fund the creation of a Trails Existing Condition & Feasibility Study as part of a proposed Open Space and Trails Master Plan. These planned expenditures are summarized in Attachment 1 - Measure A Work Plan for July 1, 2023, through June 30, 2024. These projects will be included in the FY 2023- 24 Capital Improvement Plan, and the FY2024 budget. FISCAL IMPACT: If the Measure A work plan is adopted as proposed by City Council, the projected expenditures totaling $665,000 would be covered by the expected $5 49,878 in Measure A funds and approximately $191,760 in roll over funding from previous years. ALTERNATIVE ACTION: Any other action as determined by the Commission. Submitted by: Craig Veramay Assistant Library and Recreation Director Attachments: 1. Measure A Work Plan for July 1, 2023 – June 30, 2024 Page 1 of 4 Work Plan Measure A City, Town, and Applicable Special District Program Proposed Expenditure of Measure A Funds for July 1, 2023 to June 30, 2024 Timely and accurate completion of this report is a condition of receiving Measure A funds. Instructions: •This work plan must be completed by an authorized representative of the recipient. •Please complete this work plan, then scan and e-mail it to Kevin Wright, Marin County Parks External Affairs Manager (kwright@marincounty.org), by July 1, 2023. •Contact Mr. Wright by e-mail (kwright@marincounty.org) or phone (415) 497-3553 if you have any questions, or if you have suggestions to improve this form. •Marin County Parks will review this plan within one month of its receipt to ensure that proposed expenditures are consistent with Marin County Ordinance 3586 (Measure A). •Recipients must provide Marin County Parks with 30-days prior notice of any project additions or substitutions that are proposed while a work plan is in effect. •Total actual project expenditures may not exceed recipient’s actual Measure A funding for any given fiscal year, plus any balance remaining from previous years. _______________________________________________________________ This portion of page is intentionally blank. Proceed to next page. Item 3c – Attachment 1 Page 2 of 4 A. Name of Recipient (city, town, or special district): __City of San Rafael____________________________________ B. Recipient’s representative and contact information: (Please print all information) Name: ______________________ (Print) Title: ___________ (Print) Address: _1400 Fifth Avenue, Suite 204____________ City, Zip: _San Rafael, CA 94901_________________ Phone: _________________________ E-mail: __________ C. Total estimated funds for Fiscal Year 2022-23: i. Estimated carry-over balance of recipient’s Measure A funds from previous fiscal years ii. Estimate of recipient’s Measure A funds for FY 2022-23. (This information will be provided by Marin County Parks) iii. Total estimated available funds for FY 22-23 (i + ii). $ 191,000 $ 549,878 $ 740,878 Page 3 of 4 D. Recipient’s Measure A Work Plan for Fiscal Year 2023-24: Name of work or project: Primary purpose of work or project. Select only one from list below. ** Description. Be as specific as possible. Include numbers related to square footage of facilities, acreage, etc. If Measure A funds were used for maintenance, use numbers to indicate change from pre-Measure A conditions. Amount of Measure A funds estimated to be used: Source(s) and amount(s) of matching funds projected for use. If none, enter “0” Total expenditures projected for work or project in current reporting year Park Planning B Peacock Gap Play Area Design $ 130,000 0 $ 130,000 Park Planning B Terra Linda Park and Community Center Master Plan $ 150,000 0 $ 150,000 Trail Planning B Trails Existing Condition & Feasibility Study $ 100,000 0 $ 100,000 Field Improvements B Design and Construction for improved fencing at Albert Park Field $ 285,000 0 $ 285,000 Estimated Total $665,000 **Select work or project purpose only from the following menu: a) Routine maintenance b) Renovation of existing recreational facility, including infrastructure (includes planning, environmental review, permitting, design development, etc.) c) Construction of new park or recreation facility (includes planning, environmental review, permitting, de sign development, etc.) d) Parkland acquisition e) Fuel reduction - all types of fuel breaks, including primary, ridgeline, etc. f) Flashy fuel reduction (ROW, street ends, trail heads, etc.) g) Natural resource protection and restoration, and invasive plant control h) Maintaining vehicle access i) Sudden Oak Death Page 4 of 4 j) Hazard tree removal k) Inventory and monitoring l) Wildlife management monitoring m) Vegetation and wildlife management - Other- E. Certification I certify that the information contained herein is true and accurate, to the best of my knowledge. __________________________________________ _____________________________________________________ Signature Title __________________________________________ _________________________________ Print Name Date Attachment B MEMORANDUM Date: April 20, 2023 To: Park and Recreation Commission From: Craig Veramay, Assistant Library & Recreation Director Subject: Schedule of Upcoming Meetings and Events of Interest Date Time Meeting/Event Location Mar 10-Apr 21 NA Articulation: The Art of Playing with Form (Opening reception 3/10, 5-8pm) Falkirk Cultural Center April 21 10am-2pm Earth Day Clean and Green Downtown and West End Village April 22 9am-12pm Earth Day Neighborhood Cleanups Throughout the City April 26 NA Summer Activity Guides mailed Citywide April 29 11am-3pm HeadsUp Carnival Davidson Middle School Beginning May 1 NA Terra Linda Pool Hours Extended – Rec Swim Terra Linda Pool May 2 9am Terra Linda Season Pool Passes Available (Season: May 26-Sept. 8) Terra Linda Pool May 2 4-5pm Sun Valley Playground Ribbon-Cutting Ceremony Sun Valley Park May 3 6-8pm Public Art Review Board Meeting City Hall – 2nd Floor Conference Room May 4 5pm Climate Action Plan Community Forum City Hall May 6 12pm-6pm May Madness Car Show Downtown San Rafael May 9 6pm- 7:30pm Board of Library Trustees Meeting TBD / Hybrid May 10 9am Recreation Summer Program Online Registration Online May 11-14 NA DocLands Film Festival California Film Institute May 12 6pm-10pm 2nd Fridays Dining Under the Lights Downtown San Rafael May 12 5pm-8pm 2nd Friday Art Walk Downtown San Rafael May 15 7pm City Council Meeting City Council Chambers May 17 9am Recreation Summer Program Walk-In Registration Any Community Center May 20 10:30am- 5:30pm C Street Celebration C Street between 3rd & 4th