HomeMy WebLinkAboutPark & Rec Commission 2024-10-17 Agenda Packet1
PARK AND RECREATION COMMISSION
OCTOBER 17, 2024 AT 6:00PM
In-Person:
SAN RAFAEL COMMUNITY CENTER LOUNGE
618 B STREET, SAN RAFAEL, CALIFORNIA
Participate Virtually:
Watch on Zoom Webinar: https://tinyurl.com/PRC-10-17-2024
Listen by phone: (669) 444-9171
ID: 841 0672 5048#
AGENDA
CALL TO ORDER
MINUTES
1. Approve regular meeting minutes of August 8, 2024
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. Terra Linda Park and Community Center Enhancement Plan Update
AGENDA ITEMS
3. Agenda items:
a. Marin Master Gardeners Annual Report
b. Park Projects and Maintenance Biannual Status Report for April 2024-September 2024
c. San Rafael Pacifics 2025 Agreement
d. Appointment of a Representative to the Public Art Review Board
STAFF LIAISON REPORT
4. Schedule of Upcoming Events and 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
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 available in
accessible formats upon request. To request Spanish language interpretation, please submit an online form at
https://www.cityofsanrafael.org/request-for-interpretation/.
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PARK AND RECREATION COMMISSION
August 8, 2024 – 6:00 p.m.
DRAFT MINUTES
__________________________________________________________________
Watch on Zoom:
https://tinyurl.com/PRC-8-8-2024
Telephone: (669) 900-9128
Meeting ID: 841 0672 5048
CALL TO ORDER
Chair Cabrales called the meeting to order at 6:03 p.m.
ROLL CALL
Present: Chair Cabrales
Commissioner Gutierrez
Commissioner Pasternak
Chair Cabrales
Absent: Commissioner Emerson
Also Present: Craig Veramay, Assistant Library & Recreation Director
Becky Ordin, Senior Administrative Assistant
Catherine Quffa, Library & Recreation Director
Daniel Avalos, Assistant Library & Recreation Director
AGENDA AMENDMENTS
None.
MINUTES
1. Approve regular meeting minutes of June 20, 2024
Commissioner Pasternak moved, and Commissioner Gutierrez seconded, to approve
the meetings minutes of June 20, 2024.
AYES: Commissioners: Cabrales, Gutierrez, Pasternak, Sandoval
NOES: Commissioners: None
ABSENT: Commissioners: Emerson
ABSTAINED: Commissioners: None
2
Minutes approved as submitted.
MEETING OPEN FOR PUBLIC EXPRESSION
Public Comment from the audience regarding items not listed on the agenda
None.
SPECIAL PRESENTATIONS
2. Introductions/Awards/Recognitions/Presentations
Ms. Quffa introduced Daniel Avalos, Assistant Library & Recreation Director, Library
Division
Public Comment: None
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 Peacock Gap Park Playground Renovation Project
Mr. Veramay introduced John Martin, Project Manager with RHAA Landscape
Architecture and Planning. John introduced Barbara Lundberg and Alyssa Gill. Mr.
Martin presented the proposed design for Peacock Gap Park playground renovation
project report.
Staff responded to questions from the Commission.
Public Comment: None
Commissioner Gutierrez moved, and Commissioner Sandoval seconded to accept the
Tennis Court Access Pilot Program Report.
AYES: Commissioners: Cabrales, Gutierrez, Pasternak, Sandoval
NOES: Commissioners: None
ABSENT: Commissioners: Emerson
ABSTAINED: Commissioners: None
Motion passes.
STAFF LIAISON REPORT
3
4. Staff Liaison Report.
Mr. Veramay shared that the summer programs are going full speed and gearing up for
the Fall and Winter season. The activity guide will be hitting mailboxes soon and the
registration date will be August 19th. Movies in the park start August 23rd at Albert J
Boro Community Center. Falkirk Art Exhibit will be Friday September 13th which will
include three artists. The contract agreement for the Pickleweed Park Enhancement
Project was approved by City Council. Construction will begin September 3rd. The first
phase will be the field.
Mr. Avalos and Ms. Quffa gave an update on the Downtown Library renovation and
temporary move.
Ms. Quffa also shared the Pickleweed Library will also be renovated.
Mr. Veramay gave a brief update on the Terra Linda Park Enhancement Plan, which will
be covered in detail at the September.
Public Comment: None
COMMISSIONER REPORTS
5. Other brief reports on any meetings, conferences, and/or seminars attended by
the Commission members.
Commissioner Gutierrez commented that a friend’s daughter attend the cooking camp
and she loved it.
Public Comment: None
ADJOURNMENT
Chair Cabrales adjourned the meeting at 6:42 p.m.
___________________________________________
BECKY ORDIN, Senior Administrative Assistant
APPROVED THIS_____DAY OF___________, 2024
___________________________________________
CATHERINE QUFFA, Library & Recreation Director
PARK AND RECREATION COMMISSION
AGENDA REPORT
October 17, 2024
Item #3a
TITLE: UNIVERSITY OF CALIFORNIA COOPERATIVE EXTENSION (UCCE) MARIN
MASTER GARDENER ANNUAL REPORT
RECOMMENDATION:
That he Commission receive the report and comment.
BACKGROUND:
Marin Master Gardeners (MMG) is a volunteer organization trained, certified, and operated by
the Regents of the University of California, Cooperative Extension (UCCE) in Marin County.
Members graduate from a course of study in horticulture aimed at community level gardening
utilizing best practices for sustainability, climate, and environmental protection.
Through community service and educational outreach, MMG provides home gardeners and
community organizations with the knowledge and skills to create a healthy environment for
Marin County. Members are non-paid staff of the UCCE, answering public inquiries and
providing information on all areas of plant health and gardening practices. Additionally, the
Gardeners have installed signage to allow visitors to self-guide through the gardens to learn
about plants, pollinators, habitats, and water-wise gardening practices.
DISCUSSION:
MMG has had a presence at the Falkirk Cultural Center for more than 20 years. The group
evolved in interest and commitment to the Falkirk grounds. In 2013 the City entered into an
Agreement with MMG' s parent organization, the University of California, acting through its
Cooperative Extension in Marin, to improve and maintain specific landscape areas on the
grounds as per the City adopted Falkirk Landscape Masterplan. The Agreement was amended
in 2014 to include improvements and use of the Falkirk Greenhouse, and the City authorized a
new ten (10) year agreement in 2017, with a term expiration of March 31, 2027.
In a typical year, volunteers will spend almost 2,000 hours working in these gardens. A primary
activity has been maintaining eight distinct gardens that demonstrate water-wise plants that do
well in our Mediterranean climate including a garden that focuses on native plants endemic to
the Bay Area. Since 2012, Marin Master Gardeners have also maintained the greenhouse at
Falkirk, a structure that dates to 1927.
In 2023, the greenhouse was used for three grows – pollinator plants, tomatoes, and
succulents. The pollinator and succulent plant sales were held in the greenhouse parking lot,
while the very popular tomato sale is held at different sites around Marin.
Marin Master Gardeners have continued to nurture the Falkirk gardens, adding in fire-smart
features, replacing worn signage, and much more. In 2023, Marin Master Gardeners returned to
hosing their quarterly educational classes at Falkirk and did trainings with the members of the
Canal Community Garden. They also hosted a Day of Giving Volunteer event with Vanguard
Properties.
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FISCAL IMPACT:
None
ALTERNATIVE ACTION
Any other action as determined by the Park and Recreation Commission.
Submitted by:
Craig Veramay
Assistant Library and Recreation Director
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PARK AND RECREATION COMMISSION
AGENDA REPORT
October 17, 2024
Item #3b
TITLE: PARK PROJECTS AND MAINTENANCE BIANNUAL STATUS REPORT FOR APRIL
2024 THROUGH SEPTEMBER 2024
SUMMARY:
This biannual report is submitted by Department of Public Works (DPW) staff to provide a summary of
recently completed, current, or upcoming parks projects and maintenance. The goal is to provide a
summary of parks projects and update the Commission on the status of projects since the last reporting
period.
RECOMMENDATION:
City staff recommends that the Park and Recreation Commission receive the biannual report and
provide comments.
COMPLETED PROJECTS
SHORELINE PARK RESTROOM
The Shoreline Park
restroom was first
constructed with the
Shoreline Pathway
installation, which was
required as part of the
original development of
the properties along
Francisco Blvd near the
Richmond-San Rafael
Bridge.
The restroom was
closed shortly after the
installation due to illicit
activities; however, after
being closed for many
years, the San
Francisco Bay
Conservation and
Development District
(BCDC), who has
jurisdiction over this
area along the waterfront, requested that the restroom be reopened to the public. Since then, the
City has worked on plans to renovate the Shoreline Park restroom, which involved internal and
external modifications, including accessibility, electrical and plumbing upgrades, and environmental
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clearance. City staff consulted with an accessibility expert and BCDC staff regarding the review of
the proposed improvements. City staff also coordinated with various utility agencies, including PGE,
MMWD, and SRSD, on new utility connections.
On June 6, 2024, the newly renovated Shoreline Park restroom was permanently opened for public
use. The temporary restroom was removed, and the landscape was restored by the Public Works
Maintenance team.
ALBERT PARK FIELD – FOUL BALL NETTING PROJECT
This project proposes to install new
netting around the Stadium to catch foul
balls, which protects patrons and
vehicles. Due to several unsuccessful
bids, with bids significantly exceeding
budget and lack of interest from
contractors, City staff worked with the
design consultant to evaluate alternative
designs and value engineering
opportunities for the Netting Project. City
staff also met at Albert Park Field in
October 2023 to discuss the challenges
and potential options to move forward
with this project.
The project scope was updated to include replacement of approximately 80 lineal feet of existing 6-ft
tall fence along the ADA accessible ramp with a new 16-ft tall chain link fence, including a new man
gate. City staff requested quotes from several contractors for the fence replacement work and selected
the low bidder, Kenwood Fence Company, Inc., who began construction in April 2024 and completed
the project on May 29, 2024. The total cost to complete the project was about $74,100.
Page 3 of 7
ACTIVE PROJECTS
PICKLEWEED PARK ENHANCEMENTS
The conversion of the fields at Pickleweed Park to all-
weather turf 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 all-weather 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, and
replacement of the outdoor restroom.
Project Status
Since our last report, the City has secured its LWCF grant funding by fully executing the grant agreement
with the State’s Natural Resource Agency. City staff has been coordinating with Marin Audubon Society
(MAS) on the Tiscornia Marsh Restoration project, which is contiguous to the Pickleweed Park
Enhancement project, throughout the design process and will continue to coordinate with MAS into
construction and beyond.
In January 2024, the City’s design consultant, Gates + Associates (GATES), submitted 90% plans and
specifications for City review and continues to work with staff to address City comments. The City’s
environmental consultant, WRA has been coordinating with the San Francisco Bay Conservation and
Development District (BCDC) to obtain the necessary permit required for construction.
Project design and construction documents were completed in May 2024. City staff advertised the Notice
of Inviting Bid and a Request for Proposal for construction management in May 2024 and June 2024,
respectively. The City received and reviewed four contractor bids and three construction management
services proposals. On July 15, 2024, City Council awarded the construction contract to the low bidder,
Bauman Landscape & Construction, Inc. (Bauman), and the construction management services contract
to Coastland Civil Engineering (Coastland).
In September, Bauman started
preparing for construction by
setting up the project staging area,
temporary fencing, and submitting
product specification sheets for
City review. The contractor will
maintain continued pedestrian
access to the existing restroom
until the new prefabricated
restroom foundation is ready for
installation in May 2025, which is
when the new restroom is
expected to arrive from the
manufacturer. Furthermore, a
groundbreaking ceremony was
held on September 27th where Mayor Kate, Councilmembers Maria Llorens Gulati and Rachel Kertz, and
City Manager Cristine Alilovich expressed appreciation for all parties that were involved in making this
project possible and excitement for the completion of the project improvements for the community. City
staff and representatives from Bauman and Coastland also attended the groundbreaking ceremony.
Page 4 of 7
PEACOCK GAP PARK PLAYGROUND RENOVATION
With 4.1 acres of space and several amenities, Peacock
Gap Park is one of the City’s most popular parks. This
project will seek to redesign the play area including
replacing the sand surface with engineered wood
surfacing and replacing failing playground structures.
Other improvements may also include landscaping,
upgrading nearby benches and picnic tables that are at
the end of their lifespan, and improving accessibility to
and from the play area.
Project Status
City staff prepared a Request for Proposals (RFP) to solicit
landscape architectural and engineering design services
associated with the upgrade of the Peacock Gap Park play area
in the fall of 2023. The City selected landscape architectural firm
RHAA to lead the design effort with a $130,000 budget.
The project was officially kicked off in March of 2024 with a site
coordination meeting and topographic survey collection.
A public outreach effort was completed in June and a layout for
the toddler and school age play areas was selected and
presented to the Parks and Recreation Commission in August.
The design drawings are currently being finalized and the City
plans on advertising the project at the end of October and begin
construction in January 2025.
BOYD PARK PLAYGROUND EQUIPMENT REPLACEMENT
Due to reaching the end of its useful life, the
existing playground equipment at Boyd Memorial
Park was removed by DPW Park maintenance
staff. Until permanent improvements are made
relating to the Parks and Recreation Master
Plan, the City will be utilizing existing landscape
features and incorporating a new swing set and
play structure designed for ages 2-5 years old.
The new playground equipment will include
various features, such as a musical bell panel,
spring bobber, and saddle spinner, for user
engagement and interaction. In addition to new playground equipment, a new ADA compliant
accessible ramp and engineered wood fill will be installed.
Project Status
In September 2024, Gates + Associates coordinated with City staff during the design development of
the playground equipment and layout plans and provided a construction estimate of approximately
$90,000. City staff are in the process of soliciting quotes from three playground equipment providers
for the construction and installation of designed playground improvements.
Page 5 of 7
City staff are performing value engineering to maximize project elements given the original project
budget of $70,000.
The arrival date, estimated to be 12-16 weeks after the purchase date, for the playground equipment
will impact when construction can start. Project construction is anticipated to start in Spring 2025 and
estimated to last two to four weeks depending on weather conditions.
MAINTENANCE UPDATE:
Commemorative Bench
Program
In coordination with the Library
and Recreation Department,
Parks Division staff have been
replacing old park benches with
new benches provided by
donations from the
Commemorativel Bench
Program. The memorial benches
have plaques dedicating them to
individuals specified by the
donating party. As you can see
from the photo, the benches
greatly enhance the esthetics of our local parks.
Alberts Park Field Enhancements
The Parks crew completed a project on
Albert’s ballfield recently. The
turfgrass was removed in a couple
different out-of-bounds areas to
address some maintenance issues.
This made it easier to mow and
maintain these areas as well as
created a better location to store some
equipment.
Page 6 of 7
Continued Regular Park Maintenance
Parks staff perform regular park maintenance on Mondays and Fridays. This includes litter picking,
servicing restrooms and blowing hardscapes. Additional work includes large annual pruning and
vegetation cleanup.
Page 7 of 7
FISCAL IMPACT
There are no costs associated with accepting this report.
ALTERNATIVE ACTION
Any other action as determined by the Commission.
Submitted by:
Joanna Kwok
Joanna Kwok
Assistant Public Works Director/City Engineer
Ryan Montes
Ryan Montes
Operations and Maintenance Manager
PARK AND RECREATION COMMISSION
AGENDA REPORT
August 8, 2024
Item #3c
TITLE: PROPOSED AGREEMENT WITH PECOS LEAGUE (SAN RAFAEL PACIFICS)
FOR USE OF ALBERT FIELD FOR 2025
RECOMMENDATION:
That the Park and Recreation Commission review and comment on the proposed agreement.
BACKGROUND:
Albert Field is a popular baseball and softball stadium in Marin County with seating for about
700 people. It’s one of the few local fields with lights, and is used by a variety of different sports
teams and user groups, including little league, adult and youth club sports, high school baseball,
and camps and clinics. Since 2012 it has also been home to the San Rafael Pacifics (Pacifics),
a minor league baseball team in the Pecos League.
ANALYSIS:
The City is proposing a new agreement with the Pacifics to clarify the terms of their use of Albert
Field. Between 2012-2018, the City entered into separate agreements with the Pacifics. Those
agreements were developed to address impacts like parking, noise, crowd control, and
exclusive use of the facility. During that time, the Pacifics games were expected to draw as
many as 700 attendees.
Since then, the needs of the Pacifics have changed, and their impact on the facility has
lessened. In 2024, Pacifics games drew about 120 attendees on average. Since 2019, the City
has allowed the Pacifics to reserve the field using our standard field rental process. While the
current process works for most groups, the Pacifics’ use of the field is unique and requires some
specific adjustments. As a result, staff have been working with the Pacifics to develop a tailored
agreement that will address their specific needs, better articulate responsibilities and
expectations, address risk and liability, and provide opportunities for the City and the Pacifics to
develop opportunities for increased community benefit.
Key updates in the new agreement include:
• Community Engagement: The Pacifics will increase their involvement with the
community through additional partnerships with City programs, including participation in
local programs like Junior Giants and Library story times. They may also run clinics and
camps at the field.
• Field Prioritization: Currently, the Pacifics have low priority as the owners are a
commercial non-resident group. Since most of their fans are from San Rafael, this
classification may not fully reflect their positive community impact. With an agreement,
the Pacifics priority would increase per the City’s Athletic Field Use Policy.
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• Concessions Stand: The Pacifics own the stand, and the new agreement will clarify
access and management, including City access during emergencies.
• Field Prep: The Pacifics help maintain the field, and this agreement will clarify access
times, equipment use, and insurance requirements.
• Locker Rooms & Storage: The new agreement will formally allow the Pacifics to use
these facilities, which wasn’t covered in the current rental agreement.
• Alcohol Management: The Pacifics will need an alcohol management plan, which is not
currently required.
• Joint Marketing and Promotions: The agreement will allow the City to support the
Pacifics by including Pacifics games, events, and programs in our marketing and
advertising materials.
In addition to these key terms, the agreement would clarify field access for game prep, ticket
sales, signage, annual reporting, and communications plans. While current attendance levels
do not require additional parking or traffic plans, staff will be monitoring if this should be
addressed in future iterations of the agreement. All other terms in the agreement would mirror
those in the standard field rental agreement.
Staff are recommending a 1-year term with the option to extend the agreement upon mutual
agreement to give both parties the opportunity to evaluate if the agreement captures all needed
elements. Prior to approval, the proposed agreement would require review by our City
Attorney’s office, Risk Manager, and other City staff. The agreement term would be January-
December 2025.
FISCAL IMPACT:
This agreement would not result in any fiscal impact to the FY25-26 budget. The proposed
agreement would utilize the City’s standard field rental fees. No subsidies, discounts, or rent
credits are recommended. The Pacifics use of the field would generate approximately $20,000
revenue, which the City budgeted for in the FY25 budget.
Submitted by:
Craig Veramay
Assistant Library and Recreation Director
PARK AND RECREATION COMMISSION
AGENDA REPORT
October 17, 2024
Item #3c
TITLE: APPOINT A REPRESENTATIVE TO THE PUBLIC ART REVIEW BOARD
RECOMMENDATION:
That the Park and Recreation Commission nominate and appoint a representative to the Public
Art Review Board for a two (2) year term.
BACKGROUND
The Public Art Review Board (Board) is an advisory body whose primary responsibilities are to
oversee the public art review process and to advise the City Council on selection of public art.
The Board meets quarterly and is responsible for administering the public art review process,
which is used to review all art projects proposed for property that is owned, occupied, or
managed by the City. The Board’s responsibilities include providing recommendations to the
City Council regarding long-term (greater than one year) public art installations and for
approving applications for temporary (one year or less) public art exhibitions. The Board Bylaws
(Attachment 1) provide more detail on the purpose, membership, and meetings of the Board
and the below flow chart outlines the steps in the proposed Public Art Review Process.
The Board is staffed by the Library and Recreation Department. Membership consists of five (5)
members, including one (1) Planning Commissioner, one (1) Park & Recreation Commissioner,
and three (3) at large voting members. In addition, individual councilmembers participate as a
non-voting liaison when public art is proposed within that councilmember’s district. The Board
meets quarterly (January, April, July, and October) on the third Thursday of the month at 6pm in
the San Rafael Community Center.
An overview of the public art approval process is shown below (Exhibit A). Attachment 2 (Public
Art Review Guidelines) provides more detail on the Public Art Review Process as well as the
criteria that the Board uses to evaluate applications.
Page 2 of 2
Exhibit A – Public Art Review Process Overview
DISCUSSION
In June 2022, the Park and Recreation Commission appointed Commissioner Sandoval to a two
(2) year term as the representative to the Public Art Review Board. Commissioner Sandoval’s
term expires in October 2024.
Per section 2.4 of the Public Art Review Board Bylaws (Attachment 1), the Park and Recreation
Commission is responsible for nominating and appointing a representative to the Board. As a
result, the Commission is being tasked with appointing a Public Art Review Board
representative to serve a two-year term. Any Commissioner is eligible for appointment as
representative, including Commissioner Sandoval who is eligible for re-appointment for up to an
additional two (2) year term. The term will begin in January 2025.
FISCAL IMPACT:
None.
ALTERNATIVE ACTION
Any other action as determined by the Park and Recreation Commission.
Submitted by:
Craig Veramay
Assistant Library & Recreation Director
Attachments:
1. Public Art Review Board Bylaws
2. Public Art Review Guidelines
If short-term proposal,
Public Art Review Board
approves, rejects, or
requests additional
information of applicant
Council considers
proposal
Artist, art group, or
organization submits
complete proposal at least
8 weeks prior to Public Art
Review Board meeting
Staff reviews proposals for
completeness and
eligibility, and gathers input
on logistical, maintenance,
or safety issues from
relevant departments
(DPW, CDD, LRD)
Public Art Review Board
reviews submissions
If long-term proposal,
Public Art Review Board
makes recommendation
to City Council
If at Pickleweed Park or
Boro Community
Center, Pickleweed
Advisory Committee
reviews proposal and
makes recommendation