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HomeMy WebLinkAboutPark & Rec Commission 2018-07-19 Agenda PARKS AND RECREATION COMMISSION AGENDA Thursday, July 19, 2018 7:00 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 May 17, 2018 MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations A. Pickleweed Advisory Board 2017 Annual Report 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 l imits for the presentations by individual speakers. 4. Library Facilities Planning Project Update 5. Selection of Commission Chair and Commission Representative to the General Plan 2040 Steering Committee 6. Review of the Commission Meeting Schedule for 2018 COMMISSION REPORTS 7. Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members. COMMISSION COMMENTS Parks and Recreation Commission Agenda Page 2 of 2 May 17, 2018 STAFF COMMENTS 8. Schedule of Upcoming Meetings and Events of Interest ADJOURNMENT NEXT MEETING: September 20, 2018 FUTURE AGENDA TOPICS • • • 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 b y 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. PARKS AND RECREATION COMMISSION AGENDA REPORT July 19, 2018 Item 4 TITLE: LIBRARY FACILITIES PLANNING PROJECT UPDATE SUMMARY The Library is in the middle stages of exploring possibilities for new and improved library facilities for San Rafael. A needs assessment was completed by Group 4 Architects in 2017, which gathered information and community input about existing library services and facilities, community projections and priorities, and an analysis of space needs and site requirements to plan for the future. In January 2018, the City entered into a professional services agreement with Noll & Tam Architects and Planners for a library facilities planning project. At this stage of the project, Noll & Tam has completed the research phase of the project— looking at potential expansion, renovation, or new site locations for three potential library options. Library staff will be providing the Commission a brief update on the project as well as next steps in the planning process. RECOMMENDATION: That the Commission accept the report and provide feedback. Page 2 of 3 BACKGROUND The Library is in the middle stages of exploring possibilities for new and improved library facilities for San Rafael. A needs assessment was completed by Group 4 Architects in 2017, which gathered information and community input about existing library services and facilities, community projections and priorities, and an analysis of space needs and site requirements to plan for the future. In January 2018, the City entered into a professional services agreement with Noll & Tam Architects and Planners for a library facilities planning project. At this stage of the project, Noll & Tam has completed the research phase of the project— looking at potential expansion, renovation, or new site locations for three potential library options: a new Downtown Library, a Pickleweed Library expansion, a possible new Terra Linda branch library. Noll & Tam has been working continuously with a steering committee made up of Library and other City staff, the City Council’s New Library Subcommittee, representatives of the San Rafael Public Library Board of Trustees, representatives of the San Rafael Public Library Foundation Board, and representatives of the Board of the Friends of the San Raf ael Public Library. This past week, the first of three rounds of public outreach was conducted (June 26, 28, and 30, 2018). This consisted of three public meetings—one in City Council Chambers focused on Downtown needs, one at the Terra Linda Community Center focused on North San Rafael needs, and one at the Albert J. Boro Community Center focused on East San Rafael needs. Two more rounds of public meetings will be held as Noll & Tam refines their ideas, options, and approaches to best meet the community needs heard at these meetings. Community outreach will also include online opportunities for feedback and potential other methods of outreach and engagement as decided on by the team. The ultimate output of this project is for Noll & Tam to provide the City with top view building plans (a bird’s eye view of what a footprint would look like for a building, grounds, parking) along with cost modeling with land acquisition, capital, and Furniture, Fixtures, and Equipment (FF&E) estimates for all three of the following: • three potential new Downtown Library sites • two potential options for a Pickleweed expansion • three potential sites for a new Terra Linda branch library (including any operational cost increases) including options for shared space with other partners or re-use of existing buildings. Noll & Tam, along with Library staff, will follow up with a formal written report and presentation to City Council at the conclusion of the project. At that point, City Council will be asked to decide which, if any of the presented options, they will instruct City staff to continue to research and pursue, as well as begin discussion on funding mechanisms for the project(s). Any funding is likely to be a public/private partnership with both organizational and individual donations toward the project paired with some public funding mechanism, such as a general bond measure which would need to be voted on by the residents of San Rafael. At this point, no decisions have been made. We are still in the early stages of gathering community input and look forward to high rates of participation at our next two rounds of public meetings. Those dates will be announced shortly on the City and Library websites, social media, NextDoor, and other avenues. COMMUNITY OUTREACH: To date the City has conducted the following community outreach on this project: Page 3 of 3 • Visioning workshop and community meeting in March 2015 • Publicity and postings of the resulting community vision • Community focus groups pop-up feedback gathering as part of the needs assessment • Round 1 of 3 sets of community meetings focused on the downtown area, north San Rafael, and east San Rafael The next community outreach steps will include: • In the near future, rounds 2 and 3 of community meetings focused on the downtown area, north San Rafael, and east San Rafael • Numerous future community meetings, focus groups, surveys, and City Council reports as the project progresses FISCAL IMPACT: There is no fiscal impact from this report. ALTERNATIVE ACTION Any other action as determined by the Commission. Submitted by: Henry Bankhead Interim Library Director Attachment: 1. New Libraries Facilities Planning Process Update.PPT HELP US SHAPE THE FUTURE OF LIBRARIES IN SAN RAFAEL THREE COMMUNITY MEETINGS WERE HELD: TERRA LINDA MEETING: JUNE 26 TERRA LINDA COMMUNITY CTR DOWNTOWN MEETING: JUNE 28–CITY COUNCIL CHAMBERS PICKLEWEED MEETING: JUNE 30 –ALBERT BORO COMMUNITY CTR These are the first of three sets of three meetings for each location - ALYSON YARUS PROJECT MANAGER TRINA GOODWIN LIBRARY SPACE PLANNER/ INTERIORS ARCHITECT CHRIS NOLL PRINCIPAL IN CHARGE June 26th –30th PRELIMINARY SITE OPTIONS DISCUSSION LATE SUMMER / EARLY FALL CONCEPTUAL PLANS AT PREFERRED SITES FALL FINAL ALTERNATIVES WITH ESTIMATED COSTS ROUND1 ROUND2 ROUND3 SAN RAFAEL TODAY SAN RAFAEL NEEDS TODAY SAN RAFAEL 20 YEAR VISION POPULATION ~59,000 ~59,000 ~65,000 LIBRARY SQUARE FEET 17,600 SF 40,000 –45,000 SF 45,000 –50,000 SF TERRA LINDA 0-20,000 SF DOWNTOWN 15,000-32,000 SF PICKLEWEED 2,000-9,000 SF PICKLEWEED SITE 1 1.PICKLEWEED 4,000 OR 7,000 SF ADDITION DOWNTOWN SITES 21 3 1.EXISTING SITE 27, 900 SF 2. BOYD PARK 30,000 SF 3.ALBERT PARK 32, 000 SF TERRA LINDA SITES 1.DEL GANADO 15,000-30,000 SF 2. DIXIE 8,000 SF 3. NORTHGATE 20,000 SF 1 3 2 PICKLEWEED BRANCH 4,000 SF PICKLEWEED BRANCH 7,000 SF DEL GANADO SITE 15,000 –30,000 SF BOYD PARK SITE 30,000 SF ALBERT PARK SITE 32,000 SF PARKS AND RECREATION COMMISSION AGENDA REPORT July 19, 2018 Item 5 TITLE: SELECTION OF COMMISSION CHAIR AND COMMISSION REPRESENTATIVE TO THE GENERAL PLAN 2040 STEERING COMMITTEE SUMMARY Annually, the Commission selects a Chair and Vice Chairperson to facilitate meetings. The Commission also reviews committee appointments and makes any necessary changes. Recently, Commissioners Holm and Mihan were not re-appointed to the Parks and Recreation Commission. Commissioner Holm served as the Chair of the Parks and Recreation Commission and the Commission’s ‘regular’ representative to the City’s General Plan 2040 Steering Committee. As a result, both positions are currently vacant and the Commission is being tasked with selecting a new Chair of the Commission for the remainder of the year, as well as selecting a new Commission representative to serve as the ‘regular’ member of the General Plan’s Steering Committee for the duration of the planning process. RECOMMENDATION: It is recommended that the Commission select a new Commission Chair for the remainder of the year and a new Commission representative to the General Plan 2040 Steering Committee for the duration of the planning process. Page 2 of 2 BACKGROUND Annually, the Parks and Recreation Commission meets in regular session and selects a chairperson and vice chairperson. The election shall be by majority vote of the Commission, to be held preferably in December of each year. The term of service for these offices shall be one year, beginning in January of each year. In March 2018, the Commission selected Commissioner Holm to continue in the position of Chair and Commissioner Obletz to continue in the position of Vice Chair through December 2018. Additionally, in September 2017 the Parks and Recreation Commission was asked to select a Parks and Recreation Commission representative and alternate to the General Plan 2040 Steering Committee. The Commission selected Commissioner Holm as the representative and Commissioner Jones as the alternate. DISCUSSION Recently, Commissioners Holm and Mihan were not re-appointed to the Parks and Recreation Commission. Commissioner Holm served as the Chair of the Parks and Recreation Commission and the Commission’s ‘regular’ representative to the City’s General Plan 2040 Steering Committee. As a result, both positions are currently vacant and the Commission is being tasked with selecting a new Chair of the Commission for the remainder of the year, as well as selecting a new Commission representative to serve as the ‘regular’ member of the General Plan’s Steering Committee for the duration of the planning process. Currently, Commissioner Tom Obletz is currently serving as the Commissions’ Vice Chair and Commissioner Jones is serving as the ‘alternate’ representative to the General Plan’s Steering Committee. If either commissioner is selected as the respective successor, the Commission will also need to reappoint a commissioner to fill any resulting vacancy. ALTERNATIVE ACTION Any other action as determined by the Parks and Recreation Commission. Submitted by: Susan Andrade-Wax Director of Community Services Attachment: 1. General Plan 2040 Steering Committee By-Laws -1- GENERAL PLAN 2040 STEERING COMMITTEE BYLAWS1 A. ORGANIZATION AND MEMBERSHIP The San Rafael General Plan 2040 Steering Committee (“Committee”) has been created to provide guidance, oversight, and direction in the update of San Rafael’s General Plan. The Committee will be a sounding board for policies, actions, and priorities throu ghout the planning process. Committee members must either reside in the San Rafael Planning Area or own/operate a business in San Rafael to be eligible to serve. If a member is representing a specific group or organization, a written endorsement from that organization is required. The Committee shall be comprised of 23 “primary” members. Thirteen of the members shall represent the following organizations, with one member from each organization selected:  City Council  Planning Commission  Design Review Board  Parks and Recreation Commission  Citizens Advisory Committee on Economic Development and Affordable Housing  Bicycle and Pedestrian Advisory Committee  Pickleweed Advisory Board  Climate Change Action Plan Committee  Federation of San Rafael Neighborhoods  Chamber of Commerce  East San Rafael Working Group  Point San Pedro Coalition  Gallinas Creek Watershed Council Seven of the members shall serve as advocates for specific topics or areas including:  Youth  Seniors  Homelessness  Housing  Environment  Cultural/ Historic Resources  North San Rafael resident Three members shall serve at large. 1 Includes technical corrections for internal consistency made following City Council action on December 4, 2017. -2- B. ALTERNATES With the exception of the “at large” seats, each “primary” member of the Committee shall have an “alternate” who may serve in the event the member will be absent at a meeting or leaves the Committee prior to the end of the General Plan Update. In the latter instance, the alternate will become the representative and a new alternate may be appointed. In the case of the “at large” seats, two individuals shall serve as the “alternates” for all three seats, rotating in their attendance if called on to participate. C. APPOINTMENT The Council shall formally appoint all Committee members through a vote. In the event of a future vacancy, alternates may replace primary members without a Council vote. However, the designation of replacement alternates shall require a Council vote. D. LIMITATIONS The Committee shall serve the Planning Commission and City Council in an advisory capacity only. It shall have no authority to take actions that bind the Planning Commission or City Council. Members of the Committee may be dismissed from the Committee by the Council at any time. E. TERMS Members shall serve until General Plan 2040 and its associated CEQA documents are completed and adopted by the San Rafael City Council. However, monthly Committee meetings are expected to conclude upon publication of the Draft Plan, several months prior to adoption. F. REPRESENTATION To the extent possible, members of the Committee who have been appointed to represent a particular organization should represent the perspective of their organizations and associated constituents, rather than their personal viewpoints. Members will be responsible for periodically reporting back to their organizations on the Committee’s discussions. G. ABSENCES A commitment to participate in the process is important for continuity and progress. At the same time, it is recognized that Committee members may have occasional schedule conflicts, illnesses, vacations, and other circumstances that require that they miss a meeting. Members should notify the City’s Project Manager and their designated alternate at least 24 hours prior to meeting time in the event they will be absent and will be noted as “excused” in such instances. In the event a member has three consecutive unexcused absences, or six -3- consecutive excused absences, they may be removed from the Committee and replaced by the alternate at staff’s discretion. H. SUBCOMMITTEES Formal, standing subcommittees of the Steering Committee are not proposed. However, in the event a particular issue or topic requires focused consideration , the Committee may create an ad hoc group comprised of several members and alternates to address the issue. Such groups may meet on an as-needed basis, with no quorum requirement. Under no circumstance may a subcommittee consist of a majority of Committee members. I. QUORUM A quorum of the Steering Committee shall be 12 people. Alternates may be counted toward the quorum requirement only if the primary member is absent and th e formally designated alternate is present to serve in their place. J. SELECTION OF OFFICERS The Committee shall have a Chair and Vice Chair, with the selection made by a majority vote at the first meeting. The Chair shall preside at all meetings and shall represent the Committee before the City Council. In the absence of the Chair at a Committee meeting, the Vice Chair shall assume the duties of the Chair. In the event both the Chair and Vice Chair are absent, the Committee may appoint an acting chair from among the members present. Staff shall act as Secretary and shall take notes of Committee Proceedings. The Committee may elect to rotate the Chair and Vice Chair positions over the course of the project, in order to provide multiple members with the opportunity to serve in that capacity. For continuity, such rotations should be a minimum of six months in duration. K. BROWN ACT COMPLIANCE Meetings shall be subject to the Brown Act, which sets standards for the conduct of public meetings, public access, and noticing requirements. The Brown Act also imposes certain limitations on how and when Committee members may communicate with one another. Steering Committee members will be advised of the basic requirements of the Brown Act as part of their orientation, and may be removed from the Committee if they violate the terms of the Act. -4- L. FORM 700 Primary members of the Committee (23 members) will be required to complete a statement of economic interest (Form 700) as required by the California Fair Political Practices Act. The Form should be filed with the City Clerk and is a public record. Alternates are not required to complete Form 700. Members of the Committee who have already completed Form 700 in their capacity as a City Commissioner, Councilmember, or Board Member do not need to complete the form a second time. K. AGENDAS AND SUMMARIES An agenda shall be prepared for each meeting. Agendas and related attachments will be sent electronically to Committee members at least 72 hours prior to the meeting time. Agendas will also be posted to the project website (www.sanrafael2040.org) 72 hours prior to the meeting time. Committee members may suggest items to be included on upcoming meeting agendas. A Meeting Summary will be prepared following each meeting. The Summary will be included as an attachment to the agenda packet for the next month’s meeting. L. VOTING The Committee will strive to reach consensus on policies and proposals. If a consensus cannot be reached, recommendations may be made by a simple majority vote called by the Chair. Alternative perspectives (e.g., minority positions) shall be documented in the Meeting Summary when appropriate. M. CONFLICTS OF INTEREST Members shall recuse themselves from discussion and any voting action in the event of a potential conflict of interest on a topic being addressed by the Commit tee. N. MEETING TIMES, LOCATION, AND PROTOCOL Regular meetings shall be held on the second Wednesday of each month. Meetings shall start at 6 PM and end no later than 9 PM. End times may be extended by a majority vote of the Committee when meetings are in session. At the discretion of staff, special meetings may be convened at other times, including weekends. Special meetings may include bus tours, field visits, and similar activities that are difficult to convene during evening hours. Meetings shall generally be held in large multi-purpose rooms with sufficient capacity for Committee members and the public. Members of the public are encouraged to attend Committee meetings, but may not participate in Committee discussions unless specifically noted on the Agenda or authorized by the Chair. All meetings shall include dedicated agenda -5- time for public comment. The Committee Chair has the discretion to limit the time available for each speaker based on the number of speakers present and the length of the agenda. O. MEDIA In the event Committee members speak to the media, they are encouraged to provide accurate, factual information and shall refrain from engaging in speculation, advocacy for a particular position, or speaking on behalf of other Committee members unless authorized by the Committee to do so. Staff will facilitate communication with the media and will assist Committee members in doing so if desired. P. PARTICIPATION OF ALTERNATES IN MEETINGS Alternates are encouraged to attend Committee meetings but are not required to be present. When an alternate and primary member are both present, the alternate shall be seated in the audience and shall not participate in the Committee’s deliberations unless specifically called on to do so by the Chair. Alternates may participate in the public comment period. When the primary member is not present, the alternate shall assume the role of that member in the Committee’s deliberations and be seated with other primary members. Q. BOARD AND COMMISSIONER TERM-OUTS In the event a Committee member representing a City Board or Commission ceases to be a member of that Board or Commission during the course of the General Plan Update, that member may serve on the Committee in a “holdover” capacity for a period not to exceed three months from the end of their Board or Commission term. Following the holdover period, the Committee member shall resign their seat, and the designated alternate shall represent the associated Board or Commission as a full member. A new alternate shall be designated by vote of the City Board or Commission during the holdover period. At its discretion, a Board or Commission may vote to allow a termed out member to continue to represent them on the General Plan Steering Committee for the duration of the project. In such instances, the termed out member shall report back to the Board or Commission at least once every three months to provide an update on the General Plan and relevant issues. R. RELATIONSHIP TO COMMUNITY ENGAGEMENT PROGRAM The Steering Committee is an essential part of the General Plan 2040 Community Engagement Strategy, but it is not the only part. The Committee is part of a broader outreach program that includes community meetings, stakeholder meetings, Board and Commission meetings, direct interviews, and on-line engagement. The City will balance input from the Steering Committee with these other sources to ensure that the process is as fair and inclusive as possible. -6- S. ROLE OF COMMITTEE MEMBERS The City expects Committee members to:  Become familiar with the issues surrounding the General Plan a nd the future of San Rafael  Attend and participate in approximately 20 to 24 Committee meetings  Review agenda packet materials in advance of Committee meetings  Keep the interest of the entire community in mind, even when representing a particular organization or advocacy group  Keep stakeholder groups informed of the progress of the Update program  Serve as ambassadors to the community and encourage participation in the General Plan process by the public, including attendance at community workshops, town hall meetings, exhibits, and focus group discussions  Work collaboratively and in good faith with fellow committee members, keeping an open mind, being respectful, and listening to other perspectives and viewpoints  Stay focused on the task at hand and refrain from distracting others through side conversations and commentary that is unrelated from the agendized topics  Be succinct in their comments in order to allow others to share their thoughts and opinions  Provide constructive feedback to staff and consultants on process issues and work products throughout the update process  Make recommendations to the Planning Commission and/or City Council on issues at key milestones Staff and consultants will play a supporting role at each meeting and will provide discussion points, presentations, and background material. Staff and consultants will also serve as information resources at each meeting and will help guide and focus the discussion of key issues. PARKS AND RECREATION COMMISSION AGENDA REPORT July 19, 2018 Item 6 TITLE: REVIEW OF THE COMMISSION MEETING SCHEDULE FOR 2018 SUMMARY Annually, the Parks and Recreation Commission reviews its annual meeting schedule to consider canceling or re-scheduling meetings due to holidays or other conflicts. RECOMMENDATION: It is recommended that the Commission review its meeting schedule for 2018 and revise as necessary. Page 2 of 2 BACKGROUND: The Parks and Recreation Commission currently meets on the third Thursday of each month at 7:00 p.m. Annually, the Parks and Recreation Commission reviews its annual meeting schedule to consider canceling or re-scheduling meetings due to holidays or other conflicts. Parks and Recreation Commission Meeting Schedule July 19, 2018 August 16, 2018 (Canceled?) September 20, 2018 October 18, 2018 November 15, 2018 December 20, 2018 FISCAL IMPACT: None ALTERNATIVE ACTION Any other action as determined by the Commission. Submitted by: Susan Andrade-Wax Community Services Director Item 8 MEMORANDUM Date: July 19, 2018 To: Parks and Recreation Commission From: Susan Andrade-Wax, Community Services Director Subject: Schedule of Upcoming Meetings and Events of Interest Date Time Meeting/Event Location July 19 6:00 – 9:00 pm Downtown San Rafael Market Downtown San Rafael July 19 7:00 pm Parks and Recreation Commission San Rafael Community Center, 618 B Street, San Rafael July 21 9:00 am – 12:00 pm Park-A-Month Freitas Park July 24 7:00 pm Planning Commission City Council Chamber, 1400 Fifth Avenue, San Rafael July 26 6:00 – 9:00 pm Downtown San Rafael Market Downtown San Rafael July 28 1:30 – 9:30 pm San Rafael Sunset Criterium Downtown San Rafael August 2 6:00 – 9:00 pm Downtown San Rafael Market Downtown San Rafael August 5 12:30 – 7:00 pm Barbeque & Bocce Sister City Celebration Marin Bocce Federation August 6 7:00 pm City Council City Council Chamber, 1400 Fifth Avenue, San Rafael August 9 6:00 – 9:00 pm Downtown San Rafael Market Downtown San Rafael August 10 5:00 – 8:00 pm 2nd Friday Art Walk Downtown San Rafael August 14 7:00 pm Planning Commission City Council Chamber, 1400 Fifth Avenue, San Rafael August 16 6:00 – 9:00 pm Downtown San Rafael Market Downtown San Rafael August 17 8:15 pm Movie in the Park – Mrs. Doubtfire Gerstle Park August 18 9:00 am – 12:00 pm Park-A-Month Pickleweed Park August 20 7:00 pm City Council City Council Chamber, 1400 Fifth Avenue, San Rafael August 23 6:00 – 9:00 pm Downtown San Rafael Market Downtown San Rafael August 21 7:00 pm Planning Commission City Council Chamber, 1400 Fifth Avenue, San Rafael August 29 7:00 pm Pacifics Baseball – Fan Appreciation & San Rafael Day Albert Park Field