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
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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
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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.
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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
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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.
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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
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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.
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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