HomeMy WebLinkAboutCS Boyd Park After Action Reportc►rr 01 . Agenda Item No: 4_b
Meeting Date: December 21, 2015
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SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community Services
Prepared by: Carlene McCart, Director City Manager Approval:
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TOPIC: Report on Boyd Park April — November 2015
SUBJECT: Boyd Park After Action Report
SUMMARY: Boyd Park was closed to the public as an emergency measure in January 2015 and re -opened in
April 2015. This report identifies the steps taken to restore and secure the park for public use April through
November 2015.
RECOMMENDATION: Accept Report
BACKGROUND:
On January 26, 2015 Boyd Park was temporarily closed to the public for an initial 30 -day period to allow response
to the health and security issues created by chronic littering, illegal behavior, the presence of abandoned drug
paraphernalia suggestive of illegal narcotics activities, and vandalism.
On February 2, the City Council accepted the report on the Emergency Closure of Boyd Park enacted January 26,
2015. The report stated the closure would continue for 30 days while City staff created a coordinated strategy to
secure, restore and re -open Boyd Park with family -friendly community activities.
Staff from the City Manager's Office, Departments of Police, Public Works, and Community Services teamed with
Economic Development and the Volunteer Coordinator to create a strategy for re -opening Boyd Park to the
public. At a regular meeting of February 17, the City Council accepted the additional 30 -day closure during which
time the City continued to secure and initiate clean-up and refurbishment of Boyd Park.
January to April 2015:
• Public Works Department devoted 379 staff hours to repair, restoration of the Park.
• Removal of 48.7 tons of material, 6 trees, 13 large hedges/shrubs
• Re -landscaping of Park entry
FOR CITY CLERK ONLY
File No.: .2-1-9
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
• Four contractual services were engaged by the Public Works Department to remove vegetation, trees,
remove concrete, install new concrete drive and entry sidewalk, repair and reactivate electrical service
and lighting.
• San Rafael Police Department responded to 55 calls for service in the Park.
• Boyd Park was re -opened for public use on April 26, 2015. Over 200 attended the opening celebration.
ANALYSIS: With the re -opening of Boyd Park in April the following activities commenced and continued through
November 2015
Maintenance The Department of Public Works, Parks Division continued focused maintenance and repair work
on the upper and lower park areas. Specifically:
• Monitoring of evidence of encampments multiple times per week
• Regular garbage/trash removal
• Ongoing contractual tree trimming and underbrush removal
• Replacement and re -location of portable restroom facility
• Initial painting and re -securing of the permanent restroom building
• Demolition of the permenant restroom, restoration of the building site
• Upgrading of electrical service and securing of existing sewer line
• Removal of non-functional concrete fixtures
• Removal of thick hedge along B Street perimeter and installation of trees
• Removal of thick brush and landscape on slope behind tennis courts
• Planting of trees in conjunction with Arbor Day
• Installation of new picnic tables
• Installation of new seating benches
• Repair of irrigation system and renovation of turf on lawn area
Staff recommends continued maintenance levels with semi- annual clearance of brush, weeds, debris and
branches to support sight lines for security.
Security
• Private Security contracted for three foot patrols each day
• Daily patrol written reports submitted by Security Services to City, and circulated as appropriate
• Portable Restroom unlocked each morning and secured each evening by Security personnel
• 11 persons in the park after sunset advised to leave
• Private Security collected abandoned items, alcohol containers, and drug paraphilia on discovery
• San Rafael Police Department responded to two instances of evidence of campsites, removing property;
made one arrest for an outstanding warrant and one arrest for public intoxication
The upcoming winter weather will cause less public interaction in the park, leaving the area vulnerable to a return
of illegal activity. Staff recommends continued private security services for the foreseeable future.
Communitv Enqaqement The Department of Public Works, Parks Division, coordinated several volunteer
projects in Boyd Park since the closure. Communications to City Staff from the public have been positive and
complimentary. The daily presence of individuals and groups in the Park is a tangible result of the success of the
effort to restore Boyd Park to the community. Specifically:
• Boy Scout Troop 101 conducted an Eagle Scout project to remove old landscape on slope by the lawn,
and install new plant material and trees
• A second Eagle Scout project installed new seating bench
• Boy Scout Troop 10 conducted a project to repaint wrought iron fencing at entry and B Street perimeter
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pape: 3
• Neighbors reported returning to the park on a daily basis, some came for the first time
• School groups, mother's groups and families utilize the Park weekly
To maintain community interest and engagement in Boyd Park staff recommends the City sponsor a
neighborhood clean-up day and picnic at the Park at the beginning of the Spring Season.
It is also recommended that staff solicit volunteers to restore Turtle Pond with general clean out and strategic logs
and/or rocks for turtles to perch. The resulting viewing opportunity is unique to San Rafael's park system and
attractive for young children to experience.
Communitv Activities
• Partnered with San Rafael Library, Marin YMCA, 10,000 Victories Kung Fu, and Jubilee Jumps for
seasonal public activities in the Park.
Tvpical Weeklv Activitv Schedule
Mondays:
10:30am-11:30am San Rafael Library- Storytime (First & Third Monday, May- July)
Average attendance/day: 22-65 children and adults
Tuesdays:
5:30pm-6:30pm Marin YMCA Fitness Classes- Yoga w/ Amber
Average attendance/day: <8
Thursdays:
5:30pm-6:30pm Marin YMCA Fitness Classes- Body Conditioning w/ Josh
Average attendance/day: <8
Fridays:
10:30am-11:30am San Rafael Library- Ms. Kitty Sing -a -Longs (May 1, June 5 & July 10)
Average attendance: 90-125
Saturdays:
9:OOam-1:OOpm 10,000 Victories Kung Fu- Tai Chi classes on the Tennis Courts
Average attendance/day: 10-15
Sundays:
9:OOam-1:OOpm 10,000 Victories Kung Fu- Tai Chi classes on the Tennis Courts
Average attendance/day: 15-18
10:OOam-1:OOpm Sunday Funday events w/ Jubilee Jumps (First & Third Sunday, May- Aug.)
Average attendance/event: 5-10 families
• Waived Park Rental fees for family gatherings utilizing Jubilee Jumps inflatable play features.
• Created and produced marketing program for promotion of Boyd Park as a family -friendly venue
It is the recommendation of the Library and Community Services staff to expand program partnership with San
Rafael Library, scheduling additional dates for children's story and music programs. Staff suggests providing
basic equipment needed on site at the Boyd Gate House.
Community Services staff will continue to offer organizations promoting health and fitness free use of the Park, its
basic facilities and City promotion in exchange for a series of public programs on site.
Staff will negotiate the continued partnership with Jubilee Jumps for Sunday Fun Day activities monthly May
through September. The City may wish to contribute to free entertainment/activities and/or provide for food and
drink opportunities, in an effort to offer more incentive to participation.
Improvements
Thus far the improvements to Boyd Park have consisted of removal of overgrown landscape and trees, new entry
sidewalk and landscape, demolition of the restroom, installation of tables and seating, repair of infrastructure.
Staff recommends the City continue to add features to the Park to attract and serve visitors, including:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 4
Installation of a permanent restroom facility, a priority for families with young children. Prefabricated
restroom units are designed and built to all building and access codes. They are efficiently maintained,
withstand elements and damage, and may be equipped with timed locking devises. Such units provide
running water for hand washing, another priority for parents. The existing infrastructure at Boyd Park is
adequate for the installation of a prefabricated unit. Installation will negate the need for the rented
portable restroom unit on site currently. Estimated value $150,000 — 200,000.
• Restoration of the existing tennis court. Re -building the court is the optimum resolution, however the less
expensive resurfacing approach could allow the surface to be available for racquet sports and attract an
additional visitor demographic to the Park. Estimated value: $20,000- 40,000
• Repair, re -build and/or resurface steps and pathways from the lower portion of the Park to the upper
areas. In-house repair
• Install additional play equipment designed for pre-school aged children to supplement the draw for young
families. $5,000 —10,000
• Install family-friendly/playful interpretive signage to direct visitors to "Turtle Pond"; identify trees and sites
within the park (Storytelling Tree, Sing Along area etc.) $1,200.
Staff recommends priority be given to the restroom replacement, additional play equipment and tennis court
restoration and that these expenses be considered in the FY 16/17 budget process.
COMMUNITY OUTREACH: The outreach associated with the closure and re -opening of Boyd Park included
press releases, City website updates, directed monthly e-mail blasts (distribution 7,000) , direct mail of postcard
announcements to residents and businesses in the vicinity, regular updates at the Park and Recreation
Commission meetings, and response to all e-mail and telephone contacts (approximately 15).
FISCAL IMPACT:
In preparation for re -opening, the City expended $99,066 for initial security, clean-up, contractual debris removal
and tree services, equipment repair, equipment replacement, materials and supplies. Production of the re -opening
community celebration event cost $2,000, for advertising, entertainment, and security.
Total expenses for the re -opening of Boyd Park, January 28 through April 26, 2015 = $101,066.
Additional Expenses incurred April 26 through November 30, 2015 = $26,850 (consisting of demolition of the
former restroom, $19,000, and private security at $1,080.00 per month, $7,850).
Total expenses to date = $127,916
Total expense for continued security Fiscal Year 2015/2016 = $6,480
Value of recommended future improvements (estimates)
Restroom $70,000-200,000 (depending on selection type, infrastructure, installation, etc.)
Tennis Court $20,000-40,000
Steps and pathways N/A
Play equipment $5,000-10,000
Signage $1,200
Total estimated costs for future improvements = $96,200 — $251,200
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 5
It is recommended that the cost for continued private security be charged to account #240-66-26002-9360, the
project account set up for the Boyd Park closure expenses.
It is further recommended that the cost for security and selected improvements to Boyd Park be proposed with the
2016/17 budget process under the Department of Public Works.
OPTIONS:
1. Accept Report
2. Request staff provide additional information
RECOMMENDED ACTION: Accept Report
ATTACHMENTS: None
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) 4 CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
From: Carlene McCart
Department: Community Services
Date: 12/11/2015
Topic: Boyd Park After Action Report
Subject: Report to Council
Type: ❑ Resolution
❑ Professional Services Agreement
Agenda Item #
Date of Meeting: 12/21/2015
❑ Ordinance
® Other: Report (with Power Point)
APPROVALS
® Finance Director
Remarks: Approved
® City Attorney
Remarks: LG -Approved 12/11/15 with minor corrections and changes.
® Author, review and accept City Attorney / Finance changes
Remarks:
® City Manager
Remarks: inserting clarification language