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HomeMy WebLinkAboutPark & Rec Commission 2019-10-17 Agenda PARK AND RECREATION COMMISSION AGENDA Thursday, October 17, 2019 6:00 P.M. San Rafael Community Center, 618 B Street CALL TO ORDER • Pledge of Allegiance • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of September 19, 2019 MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations 3. Public Comment from the audience regarding items not listed on the agenda. Speakers are encouraged to limit comments to 3 minutes. MATTERS BEFORE THE COMMISSION If necessary to assure completion of the following items, the Chairperson may establish time limits for the presentations by individual speakers. 4. Park Projects Quarterly Status Report for July – September 2019 5. Park Maintenance Quarterly Status Report for July – September 2019 COMMISSION REPORTS AND COMMENTS 6. Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members. STAFF COMMENTS 7. Schedule of Upcoming Meetings and Events of Interest NEXT MEETING: November 21, 2019 ADJOURNMENT Parks and Recreation Commission Agenda Page 2 of 2 September 20, 2018 Notice Any records relating to an agenda item, received by a majority or more of the Council less than 72 hours before the meeting, shall be available for inspection at the Community Services Department, San Rafael, Community Center, 618 B Street, San Rafael, CA 94901, and placed with other agenda-related materials on the table at the Commission meeting prior to the meeting. American Sign Language interpreters and assistive listening devices may be requested by calling (415) 485-3198 (TDD) or (415) 485-3333 (voice) at least 72 hours in advance. Copies of documents are available in accessible formats upon request. Public transportation is available through Golden Gate Transit, Line 20 or 23. Paratransit is available by calling Whistlestop Wheels at (415) 454-0964. To allow individuals with environmental illness or multiple chemical sensitivity to attend the meeting/hearing, individuals are requested to refrain from wearing scented products. 1 PARK AND RECREATION COMMISSION DRAFT MINUTES _____________________________________________________________________________________________ San Rafael Community Center – 618 B Street, San Rafael, CA September 19, 2019 – 6:00 p.m. CALL TO ORDER Chair Tom Obletz called the meeting to order at 6:23 p.m. Pledge of Allegiance Roll Call Commissioners Present: Chair Tom Obletz, Vice Chair Mark Machado, Jeff Jones, Stacey Laumann Commissioners Absent: Mark Bustillos, Cecily Emerson, Kathryn Reisinger Staff Present: Susan Andrade-Wax, Library & Recreation Director, Becky Ordin, Senior Administrative Assistant, Catherine Quffa, Management Analyst, and Steve Mason, Senior Recreation Supervisor AGENDA AMENDMENTS None MINUTES 1. Approve regular meeting minutes of July 18, 2019 2 A motion was made by Commissioner Laumann, seconded by Commissioner Jones, to approve the minutes of the July 18, 2019 meeting as corrected. The motion was approved unanimously. Ms. Andrade-Wax let the Commissioners know the City Clerk and City Council have requested that the City’s boards and commissions have their agenda and report formats be consistent throughout all the boards and commissions, so when a community member reviews them they all have similar formats and procedures. The minutes will now be abbreviated summary minutes which reflect the action of the entire commission rather than its individual members. MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations None 3. Public Comment from the audience regarding items not listed on the agenda MATTERS BEFORE THE COMMISSION 4. Review the Proposed Pickleweed Advisory Committee Draft Bylaws Ms. Andrade-Wax introduced Steve Mason, Senior Recreation Supervisor. Mr. Mason stated they are seeking Commission’s review of the proposed Pickleweed Advisory Committee Draft Bylaws and recommendation to forward them to the City Council for their review and consideration. Mr. Mason presented the Pickleweed Advisor Committee Draft Bylaws. Commissioner Laumann asked staff if they felt five (5) members was adequate to represent the community that resides in the canal area. Mr. Mason replied that yes, it is a realistic number of who we can attract and maintain. Ms. Andrade-Wax added that it also falls in line with the other committees in the City. There will be five (5) voting members, which one can be a youth member, plus an alternate and an representative from the Park and Recreation Commission. Commissioner Obletz asked what is the difference between an Advisory Board and an Advisory Committee? Ms. Andrade-Wax answered that most boards are considered ‘standing’ advisory bodies that are equivalent to commissions, e.g., Park and Recreation Commission and the Library Board of Trustees. Committees can be standing or ad hoc and often report to 3 a larger advisory body. The Pickleweed Advisory Committee is a subset under the Park & Recreation Commission. Steve Mason introduced Louise Yost who is a member of the Pickleweed Advisory Board. Commissioner Jones made a motion to recommend and approve the proposed Pickleweed Advisory Committee draft bylaws. Commissioner Machado seconded the motion. AYES: Commissioners: Obletz, Machado, Jones and Laumann NOES: Commissioners: None ABSENT: Commissioners: Bustillos, Reisinger, and Emerson The motion passed. Ms. Andrade-Wax noted that once the City Council approves the new By-laws, the Commission will then select a member as the liaison. Commission Reports and Comments 5. Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members. Commissioner Obletz asked for an update on the Library Facilities Planning Report. Ms. Andrade-Wax stated that she and Henry Bankhead will be presenting the final analysis of the library planning process to the City Council on October 7th. Commissioner Obletz asked about the funding for all of this? Ms. Andrade-Wax replied they are asking City Council to indicate which option they would like to pursue, approval for to identify funding for the conceptual plan, develop a reuse plan, and to possibly go out and identify options for funding to build it. Commissioner Laumann stated that she was happy to see the utility boxes painted. She asked if it was the Chamber of Commerce made that happen. Ms. Andrade-Wax answered that was the Chamber’s Leadership Institute. Commissioner Laumann asked if public art is in their purview. Ms. Andrade-Wax said Public Art has been came up several times this year about the process for public murals and painting utility boxes. There is currently not a process for this. It is on our department list to work with the City to develop a public art policy and process, and to figure out what advisory groups it would go to. It may be coming to the Park & Recreation Commission for their blessing at some point. 4 Staff Comments 6. Schedule of Upcoming Meetings and Events of Interest Ms. Andrade-Wax shared that the Arbor Day Event will be on October 24th at 10:00am at Oleander Park. On Monday, September 16th, the City Council approved the deletion of the Library Director position, and the addition of the Assistant Library & Recreation position. Henry is the Assistant Library & Recreation Director for the Library & Arts division. An there will be another Assistant Library and Recreation Director for the Recreation & Childcare division that will recruited for later this fall. Commissioner Laumann asked if the facilities management will be combined. Ms. Andrade- Wax replied that the Assistant Library & Recreation Director will have oversight of the three libraries and the Falkirk Cultural Center. The Community Centers, childcare sites, parks, athletic fields and picnic areas will be operated under the Recreation & Childcare division by the new Assistant Library & Recreation Director. The parks maintenance and park development are under the purview of the Public Works Department. Commissioner Obletz asked the revised name for the department. Ms. Andrade-Wax answered that it is Library & Recreation Department with two divisions. Library & Arts division, and the Recreation & Childcare division. Adjournment The meeting was adjourned 7:24 p.m. PARK AND RECREATION COMMISSION AGENDA REPORT October 17, 2019 Item #4 TITLE: PARK PROJECTS QUARTERLY STATUS REPORT FOR JULY - SEPTEMBER 2019 SUMMARY This report is submitted for informational purposes. The intent of the report is to summarize for the Commission the status of ongoing parks/maintenance projects during the past quarter. Items that are italicized and marked with this symbol  denote new information since the last report. RECOMMENDATION It is recommended that the Parks and Recreation Commission receive and provide comment. Page 2 of 9 COMPLETED PROJECTS BRET PARK RESTROOM Bret Harte Park, a small neighborhood park with two play structures and a basketball court, is located on Irwin Street near Baywood Terrace in the Bret Harte neighborhood. Originally constructed without a public restroom, City staff coordinated with residents to facilitate the installation of a restroom and shade structure. In September 2017, the City contracted with Abey Arnold and Associates to develop a plan for park improvements. On May 24, 2018, the City Council authorized the City Manager to execute a construction agreement with McNabb Construction Inc. for the Bret Harte Restroom Installation Project. Construction commenced October 1, 2018 and all work was completed on March 1, 2019. Fiscal Impact A total of $229,367.00 was utilized for the construction which is within the approved amount. The total project cost of $304,577.65 includes design, construction, utility connections, inspection services, and supplies. The project was funded through the City’s Building Fund. Project Status  While physical construction of the restroom is complete there have been delays related to a few items which include some plumbing and electrical work. Both an outside plumbing contractor and PG&E have been brought in to fix the issues and we expect to have them both completed by end of July. As these amenities do not restrict the use of the restroom during daytime hours, the restroom has been opened to the public since March.  PG&E performed their system upgrades in the area and set the new meter for the restroom. Furthermore, the plumbing items have been resolved. The project is now fully completed. FACILITY ASSESSMENT STUDY The City of San Rafael owns and operates more than 20 different facilities. Some of these facilities service parks, community centers as well as fire stations and mechanical facilities such as pump stations. Many of these facilities are more than 40 years old and as such need specific care and maintenance to keep them functioning. In 2018, the City solicited services from an engineering firm to review the City’s existing facilities and make recommendation to the repair and maintenance of these facilities. The City entered into an agreement with Terracon to review on develop a report on more than 17 of its buildings. In May 2019 Terracon completed their report on the City’s facilities. Page 3 of 9 While some of the repairs are small and can be performed by the City’s maintenance division, other maintenance such as full roof repairs or HVAC replacements will require the project to be competitively bid. Project Status  The development of the report has been completed and the City is now looking at prioritizing and implementing the items noted in the report.  The City continues to review the report as necessary and will utilize this information in developing next years Capital Improvement Program. PICKLEWEED PARK PLAYGROUND RENOVATION Pickleweed Park is a heavily utilized park amenity. This park is centrally located in the canal neighborhood and is adjacent to the Albert J Boro Community Center which also is heavily utilized. The existing playground structures have been in place for almost 20 years and are experiencing some significant wear and tear due to the amount of use they receive. Installation of new playground equipment at Pickleweed Park includes the removal of the existing accessory structure, swings, slides, and sand but will not impact the concrete footprint. After the new playground structures have been constructed, engineered wood fiber will be installed in place of sand. The existing outline footprint of the play area will not change, only the play equipment will be replaced. Public Works has reached out to local schools, organizations, and the community at large by means of an online survey and a public meeting held at the Albert J. Boro Community Center on February 6, 2019. People who attended the public meeting were also able to vote for which structures they would like to see installed. More than 100 individuals voted in the process with most of them participating in the Spanish version of the online survey. Several contractors who specialize in playground construction were solicited to give quotes for the installation of the purchased Miracle PlaySystems playground structures. Community Playground Inc. was selected from the 5 bidders at an original bid amount of $50,941 to install the previously purchased equipment. Following the selection, staff requested a revised estimate from Community Playgrounds Inc. to account for additional services including inspections by a Certified Playground Safety Inspector, transportation of the playground equipment to the job site from Public Works (originally to be performed by Streets Division crews), and two concrete ADA ramps. The revised estimate, which factors all listed additions, totals $73,723. Page 4 of 9 Fiscal Impact The Department of Public Works has obtained a Community Development Block Grant for the purchase and installation of new playground structures at Pickleweed Park. The block grant received for Fiscal year 2018/19 is $200,000. The play equipment purchased cost approximately $130,000. Staff also recommends authorizing a contract contingency in the amount of $13,277.00 for approximately 18% of the bid amount be added to the contract, which brings the authorization amount to $87,000. A separate contractor was utilized to install the fall surface which was made of engineered wood fiber. The total cost of the project is estimated to be $240,000 Project Status  The installation of the play equipment and surface is completed, and a grand re- opening ceremony is planned for July 10, 2019 at 3:30 pm. Construction fencing around the play area is anticipated to be removed by July 4, 2019 to allow the play area to be utilized during the holiday.  DPW and Community Services are investigating the installation of a 4-foot fence around the play area. This amenity did not exist before the play structure replacement and was not part of the original scope of the project. Additional funding may be needed to pursue the installation of this fencing.  The City continues to seek grant funding for installation of a fence around the play area. 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 for FY 19/20 and will be funded through the Building Fund. Construction is estimated to be $70,000. Page 5 of 9 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. Bids are due back in mid-October 2019. SAN RAFAEL COMMUNITY CENTER RESTROOM RENOVATION In 2018, City staff noted that the facilities within the restroom were not completely secured. Facilities repair reviewed the situation and determined that significant reconstruction of both men’s and women’s restrooms was needed. As a result, the City hired SKS Architect to develop a plan for the reconstruction of the restroom facilities. In the late summer/early fall of 2018, DPW bid the noted project and received no bid proposals for the project. DPW and Community Services have been discussing the timing of this project since the construction will be impactful on the programs and services provided at the Community Center. While the Community Center will remain open, construction is tentatively scheduled to begin in November 2019. Project Status  DPW will need to rebid this project with the intent to construct the improvements between November and December of 2019. Portable restroom facilities and additional accommodation may need to be addressed in coordination with the construction. Full removal of the common wall between the male and female restrooms will be needed.  The project has been combined and advertised to contractors with the Shoreline Park Restroom project to take advantage of economies of scale. Bids are due back in mid-October 2019. Page 6 of 9 SAN RAFAEL COMMUNITY CENTER STAGE LIGHTING The San Rafael Community Center auditorium holds performances several time during the year. This stage area utilizes older lighting and electrical equipment that have not been updated in many years. This project includes replacing existing lighting with higher performance equipment as well as replacing some electrical equipment that is old and antiquated. Project Status  The design for the stage lighting is complete. DPW is putting together a bid package and anticipates bidding this project in late summer with construction anticipated to begin in fall.  After reviewing various projects proposed to be funded with Building Maintenance Funds, the Community Center Stage Lighting project has been put on hold and will be revisited as funding becomes available. CHILDCARE MODULAR BUILDING REPLACEMENT (Mary Silvera, Dixie, Pickleweed) The City of San Rafael operates afterschool/daycare facilities and programs at the Dixie and Mary Silveira Elementary School campuses in cooperation with the Dixie School District (District). Also, similar facilities and programs are provided at the City’s Pickleweed Park in the canal area. The existing portable/modular buildings used for these programs have exceeded their 20-year expected service and therefore need replacement. The City of San Rafael seeks to replace all the facilities in-kind. The State of California’s Division of State Architects Office (DSA) has jurisdiction over local school properties. Specific procedures need to be followed for replacing these temporary facilities and includes an analysis of access to the building as well other improvements to bring these facilities up to current regulations. In addition, a licensed architect is required to certify the plans even for a modular building. Project Status  In spring 2019, the City solicited local architects to develop plans and specifications to replace the modular buildings. After negotiating with the sole proposer, the City has decided to continue soliciting proposals from other firms as the City and consultant could not agree on the proposed fees. Page 7 of 9 ALBERT PARK FIELD – ADA LIFT This project includes the installation of a new wheelchair lift to the bleachers area of the Albert Park Field. Currently, no ADA access to the grand stand area at the field is available. DPW staff anticipates starting on this project in the late fall of 2019 with construction to follow depending upon internal priorities. Project Status  Public Works has prepared a Request for Proposals to solicit design and architectural services associated with not only the ADA wheelchair lift but also family-style ADA compliant restrooms. Consultant proposals are due back to the City in early November 2019. ALBERT PARK FIELD RESTROOM RENOVATION The restrooms serving the Albert Park Stadium are not compliant with current accessibility standards. This project would renovate the current restroom areas to be compliant with current ADA requirements. DPW staff anticipates starting on this project in the late fall of 2019 with construction to follow depending upon internal priorities. Project Status  Public Works has prepared a Request for Proposals to solicit design and architectural services associated with not only the ADA wheelchair lift but also family-style ADA compliant restrooms. Consultant proposals are due back to the City in early November 2019.  The proposed project will no longer renovate the existing restrooms, but rather install brand new family-style restrooms that meet ADA regulations. Page 8 of 9 PROPOSED PROJECTS FOR FY 2019/2020 GERSTLE PARK RESTROOM REPAIR The restroom at Gerstle Park was reviewed by an outside consultant in connection with the overall facilities study performed by the City. This restroom needs exterior siding repair and some minor shingle replacement. DPW facilities maintenance will be reviewing the facility and possibly performing the repairs themselves. 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. PEACOCK GAP 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 fall surface and replaces this surface with compliant engineered wood fiber. BERNARD HOFFMAN 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 fall surface and replaces this surface with compliant engineered wood fiber. Page 9 of 9 SAN RAFAEL COMMUNITY CENTER MISCELLANOUS REPAIRS Based on the Facilities Assessment study, repairs are needed to the San Rafael Community Center. These include but are not limited to the sealing flashing, re-staining and sealing the soffit and overhang at the front of the building, replacing damage ceiling tiles, removing stain exterior and other minor repairs. This project has not been initiated at this time. DPW staff anticipates starting on this project in the fall of 2019 with construction to follow depending on internal priorities. Public Works recommends reviewing Capital Improvement Program (CIP) which lists many of these projects as well as projects anticipated to be initiated within the next three years. The CIP can be viewed at the following location: https://www.cityofsanrafael.org/capital-improvement-program/ PARK AND RECREATION COMMISSION AGENDA REPORT October 17, 2019 Item #5 TITLE: PARK MAINTENANCE STATUS REPORT FOR JULY-SEPTEMBER 2019 SUMMARY This report is submitted for informational purposes. It summarizes the last quarter’s parks and maintenance project status. The intent of the report is to inform the Commission of the status of ongoing park maintenance projects during the last quarter RECOMMENDATION It is recommended that the Parks and Recreation Commission receive and provide comment. Page 2 of 5 COMPLETED PROJECTS PARK -A-MONTH The Parks Department hosted the final Park-A-Month for 2019 event at Santa Margarita Park on Saturday, August 17th. Volunteers helped plant new shrubs and spread mulch in the front of the park. Be on the lookout in the next coming months for the 2020 schedule. Page 3 of 5 FREITAS PARK – PLAY STRUCTURE RE-SURFACING The spinning climbing structure surface at Freitas Park was completed in July. The new poured-in-place surface replaces the old surface that wore out faster than expected and is a much better product that comes with a lifetime warranty. Old Surface New Surface Page 4 of 5 VICTOR JONES PARK - BAMBOO AND JUNIPER REMOVAL The week of September 9th, staff from both the Parks and Streets Divisions removed over 25 yards of Bamboo from Victor Jones park. Crews also removed chipped in place another 35 yards of junipers from the hillside. Page 5 of 5 MEDIAN ISLAND IMPROVEMENTS Over the past three months, the Parks and Street Divisions have been busy pruning and clearing the vegetation from medians along Manuel T. Freitas, Las Gallinas Ave, and Las Colindas Road. The vegetation and pruning along Manuel T. Freitas also included the removing almost 300 tons of silt and debris from the channel. Item 7 MEMORANDUM Date: October 17, 2019 To: Park and Recreation Commission From: Susan Andrade-Wax, Library & Recreation Director Subject: Schedule of Upcoming Meetings and Events of Interest Date Time Meeting/Event Location Oct. 17 6:00 p.m. Park and Recreation Commission San Rafael Community Center, 618 B Street, San Rafael Oct. 21 7:00 p.m. City Council City Council Chamber, 1400 Fifth Avenue, San Rafael Oct. 28 All Day* Ghost Stories at the Mansion Falkirk Cultural Center, 1408 Mission Avenue, San Rafael Nov. 2 3:00 – 9:00 p.m. Dia de Los Muertos Albert J. Boro Community Center, 50 Canal Street, San Rafael Nov. 4 7:00 p.m. City Council City Council Chamber, 1400 Fifth Avenue, San Rafael Nov. 8 5:00 – 8:00 p.m. 2nd Friday Art Walk Downtown San Rafael & Falkirk Cultural Center Nov. 11 CLOSED HOLIDAY ALL CITY OFFICES Nov. 13 6:00 – 9:00 p.m. 2040 General Plan Steering Committee BioMarin Conference Room, 750 Lindaro Street, San Rafael Nov. 18 7:00 p.m. City Council City Council Chamber, 1400 Fifth Avenue, San Rafael Nov. 21 6:00 p.m. Park and Recreation Commission San Rafael Community Center, 618 B Street, San Rafael Nov. 28 CLOSED HOLIDAY ALL CITY OFFICES Nov. 29 CLOSED HOLIDAY ALL CITY OFFICES Nov. 29 12:00 – 8:00 p.m. Parade of Lights & Winter Wonderland Downtown San Rafael Nov. 30 10:00 a.m.– 6:00 p.m. Small Business Saturday Downtown San Rafael *Children: Ages ≤ 5 Years Old - 10:30 – 11:30 a.m. Children: School-Aged - 4:30 – 5:30 p.m. Children: Teens - 6:00 – 7:30 p.m.