HomeMy WebLinkAboutPark & Rec Commission 2025-04-17 Agenda Packet1 PARK AND RECREATION COMMISSION APRIL 17, 2025 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-04-17-2025 Listen by phone: (669) 444-9171 ID: 846 2351 0390# AGENDA CALL TO ORDER MINUTES 1. Approve regular meeting minutes of March 20, 2025 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 two minutes and should be respectful to the community. SPECIAL PRESENTATIONS 2. None AGENDA ITEMS 3. Agenda items: a. Biannual Parks Project and Maintenance Status Report – October 2024-March 2025 • Recommended Action – Receive and comment b. Annual Pickleweed Advisory Committee Report - 2025 • Recommended Action – Receive and approve as submitted 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/. Page 1 of 4 PARK AND RECREATION COMMISSION March 20, 2025 – 6:00 p.m. DRAFT MINUTES __________________________________________________________________ Watch the meeting on YouTube: https://www.youtube.com/watch?v=rsxp3Iya5HU CALL TO ORDER Vice Chair Pasternak called the meeting to order at 6:03 p.m. ROLL CALL Present: Commissioner Cabrales Commissioner Emerson (arrived 6:09 p.m.) Commissioner Pasternak Commissioner Gutierrez Absent: Chair Sandoval Also Present: Craig Veramay, Assistant Library & Recreation Director Darcie Chellew, Recreation Supervisor Becky Ordin, Senior Administrative Assistant AGENDA AMENDMENTS None. MINUTES 1. Approve regular meeting minutes of February 13, 2025 Commissioner Gutierrez moved, and Commissioner Cabrales seconded, to approve the meetings minutes of February 13, 2025. AYES: Commissioners: Cabrales, Gutierrez, Pasternak NOES: Commissioners: None ABSENT: Commissioners: Sadoval, Emerson ABSTAINED: Commissioners: None Minutes approved as submitted. 2 MEETING OPEN FOR PUBLIC EXPRESSION Public Comment from the audience regarding items not listed on the agenda NA SPECIAL PRESENTATIONS 2. NA Public Comment: NA 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. San Rafael Girls Softball Annual Report Allison DeLeo, President of the San Rafael Girls Softball League, who presented the San Rafael Girls Softball annual report. Staff responded to questions and comments from the Commission. Public Comment: None Commissioner Cabrales moved, and Commissioner Gutierrez seconded to accept the San Rafael Girls Softball annual report. AYES: Commissioners: Sandoval, Cabrales, Emerson, Guttierez, Pasternak NOES: Commissioners: None ABSENT: Commissioners: None ABSTAINED: Commissioners: None Motion passes. b. Draft Measure A Fiscal year 2025-26 Work Plan Mr. Veramay presented the Draft Measure A Fiscal year 2025-26 Work Plan. Staff responded to questions and comments from the Commission. Public Comment: NA 3 Commissioner Gutierrez moved, and Commissioner Cabrales seconded to accept the Draft Measure A Fiscal year 2025-26 Work Plan. AYES: Commissioners: Sandoval, Cabrales, Gutierez, Pasternak NOES: Commissioners: None ABSENT: Commissioners: Emerson ABSTAINED: Commissioners: None Motion passes. STAFF LIAISON REPORT 4. Staff Liaison Report. Mr. Veramay shared several updates with the Commission: • Pickleweed Park has a lot going on. There is concrete and fencing work, and equipment is starting to go in. The turf material will be coming soon. Now is a good time to see it in progress, and it should be finished by Summer. • We did present an update to City Council on the Terra Linda Park Enhancement Plan. • Recruitment for a Library and Recreation Marketing Coordinator. • Karina Vasquez was promoted to Site Supervisor at the Pickleweed Preschool. • Plans are being worked on for the Pickleweed Preschool facility. We are hoping to design will be completed this year. • Spring/Summer activity guide was mailed out. It is the 150th year anniversary of the City of San Rafael and there are plans for a ribbon cutting celebration. • Catherine and other staff are currently at the CPRS conference in Sacramento. Staff responded to questions and comments from the Commission Public Comment: None COMMISSIONER REPORTS 5. Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members. None Public Comment: None ADJOURNMENT Vice Chair Pasternak adjourned the meeting at 6:49 p.m. 4 ___________________________________________ BECKY ORDIN, Senior Administrative Assistant APPROVED THIS_____DAY OF___________, 2025 ___________________________________________ CATHERINE QUFFA, Library & Recreation Director Page 1 of 6 PARK AND RECREATION COMMISSION AGENDA REPORT April 17, 2025 Item #3a TITLE: PARK PROJECTS AND MAINTENANCE BIANNUAL STATUS REPORT FOR OCTOBER 2024 THROUGH MARCH 2025 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. 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 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. In March 2024, the City secured its LWCF grant funding by fully executing the grant agreement with the Page 2 of 6 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. 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 2024, Bauman started preparing for construction by submitting product specification sheets for City review and setting up the project staging area and temporary fencing, while maintaining continued pedestrian access to the existing restroom. 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. Since our last report, Bauman progressed with construction of the Pickleweed Park Enhancement project through the wet weather season to complete grading for the new all-weather turf field, basketball court and parking lot extension, install new storm drain systems, and install fence posts and concrete mow band along the new field fence line. In January 2025, Bauman installed a sound-attenuating barrier along the construction fence line between the construction site and the eastern marsh habitat, which allows the project to continue during the rail nesting season from February to August. Additionally, City staff have been coordinating with various design consultants and vendors to ensure the new restroom complies with the City’s floodplain ordinance. Over the next few months, Bauman will be installing the all-weather turf for the sports field, gazebo, playground equipment and storage sheds, and paving the basketball court and parking lot extension. This project, excluding the new restroom, is anticipated to be completed by July 2025. Page 3 of 6 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 project was advertised for construction in October 2024 and received seven construction bids. On December 16, 2024, City Council awarded the construction contract to the low bidder, Rapid Grading Services. The play equipment was ordered early 2025 and construction is anticipated to start in April 2025 and be completed in Summer 2025. BOYD PARK PLAYGROUND EQUIPMENT REPLACEMENT 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 Due to reaching the end of its useful life, the existing playground equipment at Boyd Memorial Park was removed by DPW Park maintenance staff. 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 received quotes from # Page 4 of 6 playground equipment providers and awarded the contract to Ross Recreation Equipment Company, Inc. for the construction and installation of designed playground improvements utilizing the “Best Value” construction procurement process as outlined in the Public Contract Code Section 10506.4-10. Start of construction is dependent on the availability of the playground equipment, which has a delivery and processing period of 12-16 weeks after the purchase date. The playground equipment is estimated to arrive in Summer 2025 and project construction is anticipated to last about four weeks depending on weather conditions. MAINTENANCE UPDATE: Retaining Wall Repair A section of the retaining wall at Boyd Park recently fell. Parks staff were able to repair the wall, making it safe for the public. Roadside Maintenance The Park Department maintains over 40 miles of roadsides and medians throughout the City of San Rafeal. The crew is seen here maintaining a sidewalk stretch of Pt. San Pedro Rd. Page 5 of 6 Irrigation Maintenance and Repair Each spring before turning on the irrigation systems, the Parks Department does a thorough check for leaks, missing sprinklers and other issues to ensure the systems are functioning properly. Page 6 of 6 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 April 17, 2025 Item 3b TITLE: 2025 ANNUAL REPORT OF THE PICKLEWEED ADVISORY COMMITTEE RECOMMENDATION: That the Parks and Recreation Commission receive the 2025 Pickleweed Advisory Committee Report and comment. BACKGROUND: Annually, the Park and Recreation Commission is to receive a report from the Pickleweed Advisory Committee. Additionally, the presentation provides an opportunity for members of both the Commission and the Committee to meet together. The purpose of the Pickleweed Advisory Committee is to provide valuable input in representing and advocating for Canal area resident’s needs and wishes for programs and services; and is a primary public networking resource between Canal residents, representatives from governmental and non-profit agencies, plus other stakeholders. The duties of the Committee include being responsible for advising the Park and Recreation Commission, the City Council, and City Staff on matters pertaining to the facilities, programs, and services for the Albert J. Boro Community Center and Pickleweed Park. They are to make recommendations on policies and procedures governing the use of the Center and Park in accordance with the mission of the City of San Rafael. They also serve as an additional layer of review in the City’s Public Art Review Process for proposals related to the Albert J. Boro Community Center and Pickleweed Park. The Committee additionally promotes the use and support of the facility within the Canal neighborhood, including working in cooperation with citizen and business organizations, foundations, school districts, and other governmental agencies. The Committee, however, does not have authority to direct City staff, officials, or volunteers. For years, the Albert J. Boro Community Center and Pickleweed Park have been referred to as the center of the Canal as they serve as a gathering place for the Canal neighborhood. The Center provides classes, activities, and events for preschoolers to older adults. In addition to City run programs, the Center partners with local organizations to provide programs as well as space for non-profits, private businesses, and individuals to rent and hold activities for the community or their families. The Pickleweed Advisory Committee enables the Center to more fully meet the needs of the diverse Canal community. DISCUSSION: The Pickleweed Advisory Committee continues to be an essential part of the operation of the Albert J. Boro Community Center. Through the Committee, the Center is able to co-sponsor vital programs being offered to the community by providing space, which also saves the City staffing expense had the City implement the proposed program itself. The Pickleweed Advisory Page 2 of 3 Committee has the authority to accept or reject rental fee reduction/waiver requests for the Center and Park, not exceeding a combined total of $144,200 in 2024, through the Co- Sponsorship Program. This ability, combined with the City Council setting the Boro Community Center’s nonprofit and resident rental rates at approximately half the cost of the City’s other community centers, has proven successful in allowing multiple agencies to also provide a variety of programs to the community. The Committee also makes sure a balance of programs is being offered to all interests and ages, toddlers to older adults, as well as discussing community issues relating to the Center, Park, and Canal neighborhood. In 2024, the Pickleweed Advisory Committee was comprised of 11 members (7 voting). These members include: Jairo Ceballos, Miguel Hau-Gutierrez (Youth Member), Nancy Palacios, Kate Sprague, Janet Tanchez, Rosa Vasquez, Louise Yost; Andre Pasternak (Commission Representative as of January 2024), and Steve Mason (Staff/Chair). Darlin Ruiz and Mydung Nguyen served as alternates to the Committee. At the end of the year, seats vacated by Jairo Ceballos, Miguel Hau-Gutierrez and Nancy Palacios were filled by Darlin Ruiz and Sergio Campos. Four regular meetings were held during the year on the first Wednesday of February, April, June and August at 7:00 pm, with a special meeting held in September, taking the place of the regular October meeting. In addition to reviewing co-sponsorship applications, the Committee received presentations on the Sea Level Rise, Canal Garbage Q & A, the upcoming Pickleweed Library Renovation, and program updates and overviews provided by Committee members and staff. Co-sponsorship applications were accepted twice in the year to accommodate program seasons so that the Committee could more fairly evaluate the applications against each other. Season Application Due Application Presentation Award Announcement Summer (June – Aug) January 10, 2024 February Board Meeting April Board Meeting School Year (Sept. – May) March 13, 2024 April Board Meeting June Board Meeting Applications approved by the Pickleweed Advisory Committee in 2024 include: Program Organization Co-Sponsorship Amount Youth Day Camp Program (Summer 2024) YMCA/SRCS $21,630 Afterschool Program (2023/2024 School Year) YMCA/SRCS $46,638 English As A Second Language Class Tamalpais Adult School/Bahia Vista Elementary School $3,240 Weekly Expressive Art Group DrawBridge $1,408 Aprendiendo Juntos* Parent Services Project $9,823* Zumba Vivalon $2,063 Canal FC Canal Alliance/ACCESS U Foundation $1,386 Troop 2000 Scouts BSA $4,136 Canal Families Art The Canal Arts $648 Page 3 of 3 Raices Del Canal Afterschool Program Raices Del Canal $10,360 Total Co-Sponsorship 2024 $101,332 *Awarded but program restructured and relocated to Parent Services Project All programs listed for 2024 received a full rental fee-waiver for use of the Albert J. Boro Community Center and/or Pickleweed Park. FISCAL IMPACT: There are no costs associated with accepting this report. ALTERNATIVE ACTION: Any other action as determined by the Commission. Submitted by: Steve Mason Senior Recreation Supervisor