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Home My WebLink AboutPickleweed Advisory Committee 2022-02-02 Agenda PacketPICKLEWEED ADVISORY COMMITTEE AGENDA Wednesday, February 2, 2022 7:00 P.M. Via Zoom Watch Online (Public) Zoom Link: https://tinyurl.com/PWAC-2-2-2022 Telephone: (669)900-9128 Meeting ID: 852 1560 3702 CALL TO ORDER •Roll Call AGENDA AMENDMENTS MINUTES 1.Review and approve regular meeting minutes of October 6, 2021 MEETING OPEN TO THE PUBLIC 2.Public Comment from the audience regarding items not listed on the agenda. Speakers are encouraged to limit comments to 3 minutes. MATTERS BEFORE THE COMMITTEE If necessary to assure completion of the following items, the Chairperson may establish time limits for the presentations by individual speakers. 3.Co-Sponsorship Applications and Final Reports A.Marin YMCA: YMCA Summer Camp @ Al Boro Community Center B.Canal Alliance/Marin Football Club: Canal FC at Marin FC 4.Review of Marin YMCA Afterschool Program Application – Informational Only 5.Review of Thank You Letter – Informational Only COMMITTEE REPORTS AND COMMENTS 6.Other brief reports on any meetings or community events attended by the Committee members. STAFF COMMENTS 7. Events of Interest NEXT REGULAR MEETING: April 13, 2022 ADJOURNMENT 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 online. Sign Language interp reters may be requested by calling (415) 485-3066 (voice), emailing Lindsay.lara@cityofsanrafael.org or using the California Telecommunications Relay Service by dialing “711”, at least 72 hours in adv ance of the meeting. Copies of documents are available in accessible formats upon request.. Public transportation is available through Marin Transit. Paratransit is available by calling Marin Access Paratransit 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. PICKLEWEED ADVISORY COMMITTEE AGENDA Miércoles, 2 de febrero del 2022 7:00pm Via Zoom Ver en Linea (Publico): https://tinyurl.com/PWAC-2-2-2022 Teléfono: (669)900-9128 ID de reunión: 852 1560 3702 Llamar a Orden • Llamada de rol ENMIENDAS DE AGENDA MINUTOS 1. Revisar y aprobar los minutos de la reunion ordinara del 6 de Octubre del 2021 REUNIÓN ABIERTA AL PÚBLICO 2. Comentarios público de la audiencia sobre los temas que no estan incluidos en la agenda. Se anima a los oradores a limitar los comentarios a 3 minutos. ASUNTOS ANTE EL COMITÉ Si es necesario para asegurar que se completen los siguientes puntos, el encargado puede establecer límites de tiempo para las presentaciones de cada comentaristas individuales. 3. Solicitudes de copatrocinio y reportes finales. A. YMCA de Marin: Campamento de Verano de YMCA @ Albert J Boro Centro Comunitario B. Canal Alliance/ Marin Football Club: Canal FC at Marin FC 4. Revisión de la solicitud del programa extraescolar de la YMCA de Marin - Informativo 5. Revisión de Carta de Agradecimiento - Informativo REPORTES Y COMENTARIOS DEL COMITÉ 6. Otros informes breves sobre las reuniones o eventos comunitarios a los que haiga asistido los miembros del Comité. COMENTARIOS DEL PERSONAL 7. Eventos de interés PRÓXIMA REUNIÓN: 13 de Abril,2022 APLAZAMIENTO Aviso Cualquier registro relacionado con un tema de la agenda, recibido por una mayoría o más del Consejo menos de 72 horas antes de la reunión, estará disponible para su inspección en línea. Se pueden solicitar intérpretes de lenguaje de señas llamando al (415) 485-3066 (voz), enviando un correo electrónico a Lindsay.lara@cityofsanrafael.org o utilizando el Servicio de retransmisión de telecomunicaciones de California marcando “711”, al menos 72 horas antes de la reunión. Las copias de los documentos están disponibles en formatos accesibles a pedido. El transporte público está disponible a través de Marin Transit. Paratransit está disponible llamando a Marin Access Paratransit al (415) 454-0964. Para permitir que las personas con enfermedades ambientales o sensibilidad química múltiple asistan a la reunión / audiencia, se solicita a las personas que se abstengan de usar productos con aroma. 2 AYES: Members: Avalos, Palacios, Sprague, Tanchez, Vasquez, Yost NOES: Members: None ABSENT: Members: Ceballos ABSTAINED: Members: None Minutes approved as submitted. MEETING OPEN TO THE PUBLIC 2.Public Comment from the audience regarding items not listed on the agenda None. MATTERS BEFORE THE COMMITTEE If necessary, to assure completion of the following items, the Chairperson may establish time limits for the presentations by individual speakers. 3.Co-Sponsorship Applications and Final Reports A.Tamalpais Adult School/Bahia Vista Elementary School: English As A Second Language Class Chair Mason presented the background and history of the English As A Second Language program at the Center and introduced Jaemi Naish, Director of Tamalpais Adult School who presented their application. Staff and applicant responded to questions from Members. Member XXX made a motion for a full fee waiver. Member Palacios seconded the motion. AYES: Members: Avalos, Palacios, Sprague, Tanchez, Vasquez, Yost NOES: Members: None ABSENT: Members: Ceballos ABSTAINED: Members: None Motion approved. B. Canal Alliance: Voces del Canal Community Leaders Meetings Chair Mason mentioned the longstanding partnership with Canal Alliance and presented the background on Voces del Canal, noting their importance in the Canal community. Mason also stated that traditionally the Committee co-sponsors programs rather than meetings. Chair Mason introduced Rose Costello, Community Engagement Manager, Canal Alliance who presented the background for their application. 3 The Committee felt that despite not being a traditional program, the application was appropriate for co-sponsorship consideration. Mason mentioned that the proposed room use of the larger Multipurpose Room one Wednesday a month and a meeting room on the other Wednesdays would make the Multipurpose Room unavailable for ongoing weekly rentals. Mason asked Costello if designating the Art Room, the largest of the Center’s meeting rooms, weekly would be an acceptable alternative for their meetings to which Costello agreed. Member XXX made a motion to grant a full fee waiver to the Voces del Canal Community Leaders for use of the Art Room on Wednesdays. Member Palacios seconded the motion. AYES: Members: Avalos, Palacios, Sprague, Tanchez, Vasquez, Yost NOES: Members: None ABSENT: Members: Ceballos ABSTAINED: Members: None Motion approved. 4.Review Proposed Revisions to the Guidelines and Application for Co-Sponsored Use Chair Mason presented the proposed 2022 Guidelines and Application For Co- Sponsored Use for the Committee’s review and approval. The revisions were necessary to accurately support recent changes to the Community Use Policy. Staff responded to questions from Members. Member Sprague made a motion to accept the 2022 Guidelines and Application For Co-Sponsored Use as proposed. Member XXX seconded the motion. AYES: Members: Avalos, Palacios, Sprague, Tanchez, Vasquez, Yost NOES: Members: None ABSENT: Members: Ceballos ABSTAINED: Members: None Motion approved. 5.Selection of One Committee Member to Serve on the Parks and Recreation Master Plan Steering Committee and One Committee Member to Serve as the Alternate Chair Mason introduced Library and Recreation Director Andrade-Wax who provided an extensive overview on the upcoming Parks and Recreation Master Plan and solicited interest of one Pickleweed Advisory Committee member to serve on the 15 person Steering Committee and one member to be an alternate. Committee members shared their interest and availability. Committee member Sprague agreed to serve as 4 Pickleweed Advisory Committee liaison to the Parks and Recreation Master Plan Steering Committee and Committee member Palacios agreed to serving as the alternate. Member XXX made a motion to nominate Sprague to the Steering Committee and Palacios as an alternate. Member XXX seconded the motion. AYES: Members: Avalos, Palacios, Sprague, Tanchez, Vasquez, Yost NOES: Members: None ABSENT: Members: Ceballos ABSTAINED: Members: None Motion approved. 6.Review Proposed 2022 Pickleweed Advisory Committee Meeting Schedule Chair Mason presented the proposed 2022 Pickleweed Advisory Committee Meeting Schedule and noted that several of the months had changed from the 2021 meeting schedule to better align with the new co-sponsorship application review dates. It was noted that the proposed April 6, 2022 meeting date falls during school districts’ spring break and that the following week, April 13, 2022 might be better. Member Sprague made a motion to approve the 2022 Schedule of Pickleweed Advisory Committee Meetings with a change of the April meeting date to April 13, 2022. Member XXX seconded the motion. AYES: Members: Avalos, Palacios, Sprague, Tanchez, Vasquez, Yost NOES: Members: None ABSENT: Members: Ceballos ABSTAINED: Members: None Motion approved. COMMITTEE REPORTS AND COMMENTS 6.Other brief reports on any meetings, conferences, and/or seminars attended by the Commission members. Members were provided the opportunity to share local events and meetings of interest. STAFF COMMENTS 7.Events of Interest Chair Mason provided updates on Community Center staffing, upcoming Día de los Muertos events, changes in the Division’s software system, the Center’s conversion to LED lighting, implementation of new Department policies, facility rental update, Mason’s 5 participation in a Pickleweed Library interview panel, and the potential of the City hosting a Boards and Commission Reception in December. ADJOURNMENT Chair Mason adjourned the meeting at 8:54 p.m. ___________________________________________ BECKY ORDIN, Senior Administrative Assistant APPROVED THIS_____DAY OF___________, 2021 ___________________________________________ SUSAN ANDRADE-WAX, Library & Recreation Director PICKLEWEED ADVISORY COMMITTEE AGENDA REPORT February 2, 2022 Item # 3.A. TITLE: YMCA Summer Camp @ Al Boro Community Center RECOMMENDATION It is recommended that the Pickleweed Advisory Committee grant the YMCA a fee reduction or waiver for use of the rooms necessary to conduct a summer camp program for Canal children at the Albert J. Boro Community Center and Pickleweed Park Monday through Friday, June 16 to July 29, 2022 , with permission for staff to grant additional space on a day-to-day basis, depending on availability. BACKGROUND For many years, the Albert J. Boro Community Center & Pickleweed Park had been home to a “Kids Club” summer camp program offered by Catholic Charities. Unfortunately, Catholic Charities lost funding for both their popular afterschool and summer programs due to the pandemic. In 2021, following the isolation many children experienced from remote learning, the Albert J. Boro Community Center co-sponsored the San Rafael City Schools and YMCA partnership to offer a summer program with a focus on recreation and socialization. Both the YMCA and San Rafael City Schools hope to continue this partnership in supporting Canal families with a summer program in 2022. Their proposal is to serve over 75 school identified/referred/ELL/low-income students with a safe program that will provide academic, social and emotional development, all free of charge to the participants. The application requests use of many of the Center’s rooms and amenities. As was done in the past with both the Kids Club program and previous YMCA programs, in order to accommodate other programming in the facility, staff recommends granting the YMCA enough rooms for them to successfully base daily activities. Should the committee agree, additional rooms could then be granted on a daily, space available Page 2 of 2 basis. Generally, the activity fits well in the Center’s schedule and is very much needed in the community. DISCUSSION While the Pickleweed Advisory Committee reviews the Co-sponsorship Application, representatives from the YMCA will be present to provide a program overview and support their application which is before the Committee. Committee members will then have an opportunity to ask questions of the applicant. The Pickleweed Advisory Committee has the authority to grant a fee reduction (25%, 50%, 75%, or other), grant a full fee-waiver, reject the application and ask applicant to resubmit with additional information, or reject the co-sponsorship application all together. FISCAL IMPACT The non-profit value of a full co-sponsorship totals $23,560.00 while still retaining space for other programs. A fee reduction or waiver would potentially result in lost revenue to the City should a paying program be interested renting the facility at that time. ALTERNATIVE ACTION Any other action as determined by the Committee. Submitted by: Steve Mason Senior Recreation Supervisor Attachments: 1.Use Agreement Application 2022 2.Final Program Report 2021 3.YMCA Youth Survey – Holistic Health 4.YMCA Youth Core Survey 5.Program Budget 10/29/2021 Page 11 of 16 Section III Outcomes and Measurements List your expected outcome(s) for this program, and how you will measure your progress/success in meeting each outcome. Refer to the applicant guidelines for samples of outcome and measurement statements. Each outcome statement and measurement should be individually numbered. Outcome Statement Measurement for Outcome Measurements: How do you plan to track attendance? Attach a copy of your form. As a direct result of their participation in our program, students will feel a sense of belonging, physical and emotional safety, academic support, and enrichment. These outcomes are made measurable through various means of impact surveys listed below. 1. YMCA surveys both parents and students on their YMCA program experience. 2.High attendance and engagement rates as evidenced by daily attendance. 3. As appropriate, SRCS will assess children via their usual means of academic/SEL assessment. Manual sign in and out sheet attendance sheets are used to track overall attendance, overall attendance trends to be shared with the district- schedule to be determined. 10/29/2021 Page 12 of 16 Client Satisfaction: What evaluation or survey forms will you use for client satisfaction? Attach copy. What other forms or measurement tools will you use? Attach copy. Section IV Faculty/Leaders Names, titles and contact information for key faculty/leaders other than listed in Section I Section V Partners and Support List partners and any cash or in-kind support for this project (Refer to the attached guidelines regarding potential payment of user fees to the Albert J. Boro Community Center.) Partners Dollar Amount Detail In-Kind YMCA of San Francisco Youth and Parent surveys Youth and Parent surveys attached Stephanie Kloos, SRCS Erin Clark, VP of Operations, YMCA of San Francisco San Rafael City School District $1112/student for 6 week summer camp program Covers direct operating and staffing costs for summer program 10/29/2021 Page 13 of 16 Attach a program budget. Section VI Attachments List all attachments submitted with this application YMCA of San Francisco Core and Holistic Health surveys(Attachment pg. 1 and 2) 10/29/2021 Page 16 of 16 Summer program Per 6 week session, assuming camp 9 hour/day operation Summer program Payrate Hours Subtotal FICA WC UE Benefits Total weeks Staff #1 $20.00 40 $800.00 $61.20 $18.00 $16.00 $895.20 Staff #2 $20.00 40 $800.00 $61.20 $18.00 $16.00 $895.20 Staff #3 $20.00 40 $800.00 $61.20 $18.00 $16.00 $895.20 Staff #4 $20.00 40 $800.00 $61.20 $18.00 $16.00 $895.20 Staff #5 $20.00 40 $800.00 $61.20 $18.00 $16.00 $895.20 Staff #6 $20.00 40 $800.00 $61.20 $18.00 $16.00 $895.20 Site Director $35.00 40 $1,400.00 $107.10 $31.50 $28.00 $700.00 $1,566.60 Site Coordinator $26.00 40 $1,040.00 $79.56 $23.40 $20.80 $700.00 $1,163.76 Executive Supervision/Support $555.00 $1,400.00 $8,656.56 6 Expense 6 week summer sessi #Per Youth Staffing $53,339.36 75 $711.19 Supplies $15,000.00 75 $200.00 Admin $15,034.66 75 $200.46 TOTAL $83,374.02 $1,111.65 PICKLEWEED ADVISORY COMMITTEE AGENDA REPORT February 2, 2022 Item # 3.B. TITLE: Canal FC at Marin FC RECOMMENDATION It is recommended that the Pickleweed Advisory Committee grant to Canal FC at Marin FC a fee reduction or waiver for use of the Pickleweed Park Soccer Fields on Tuesdays, Thursdays and Saturdays from August 1, 2022 to November 27, 2022. BACKGROUND The Albert J. Boro Community Center & Pickleweed Park has offered the Canal Mini Soccer League for many years. As that popular recreational program is intended for youth under 12 years of age, there is a void for Canal children above 12 to advance their soccer skills and play competitively within their community. Marin FC and Canal Alliance are partnering to provide instruction and competitive team play at a reasonable price in the Canal. The program will also offer life structure and positive socialization which is critical for youth in their early teens. The activity fits well in the Center’s schedule, conflicting primarily with Marin FC’s traditionally paid rental hours, and is expected to be well received by community participants. DISCUSSION While the Pickleweed Advisory Committee reviews the Co-sponsorship Application, representatives organizing Canal FC at Marin FC will be present to provide a program overview and support their application which is before the Committee. Committee members will then have an opportunity to ask questions of the applicant. Page 2 of 2 The Pickleweed Advisory Committee has the authority to grant a fee reduction (25%, 50%, 75%, or other), grant a full fee-waiver, reject the application and ask applicant to resubmit with additional information, or reject the co-sponsorship application all together. FISCAL IMPACT The non-profit value of a full co-sponsorship totals $4,600. A fee reduction or waiver would potentially result in lost revenue to the City, should a paying program be interested renting the fields at that time. ALTERNATIVE ACTION Any other action as determined by the Comm ittee. Submitted by: Steve Mason Senior Recreation Supervisor Attachments: 1.Canal FC Use Agreement Application 2022 2.Canal FC Year 1 Budget PICKLEWEED ADVISORY COMMITTEE AGENDA REPORT February 2, 2022 Item # 4 TITLE: Marin YMCA Afterschool Program RECOMMENDATION This application is for informational purposes only. No action of the Pickleweed Advisory Committee is needed. BACKGROUND The Albert J. Boro Community Center & Pickleweed Park has been home to a “Kids Club” summer camp program offered by Catholic Charities for many years. Unfortunately, Catholic Charities lost funding for both their popular afterschool and summer programs due to the pandemic. In 2020 and 2021 the Center co-sponsored learning hubs and a summer program through a partnership with San Rafael City Schools and the Marin YMCA. Realizing the Canal community’s need for afterschool care, staff frequently checked in with Catholic Charities, San Rafael City Schools and the YMCA regarding offering an afterschool program at the Albert J. Boro Community Center starting in the 2021/2022 schoolyear. Although interested, funding continued to be an obstacle for all organizations. In August of 2021, staff was informed that San Rafael City Schools felt they could absorb the children that had participated in the Kids Club program in existing programs on school campuses. During the fall of 2021, City staff continued to express interest in supporting an afterschool program. In late 2021, San Rafael City Schools identified funding and the three organizations (YMCA, San Rafael City Schools and Albert J. Boro Community Center staff) quickly worked to put together a program for up to 75 elementary school students starting January 4, 2022. Page 2 of 2 The program is free to all participants who are identified and referred to the YMCA by the participants’ school. The application requested use of many of the Center’s rooms and amenities. As was done in the past with both the Kids Club program and previous YMCA programs, in order to accommodate other offerings in the facility, the City co-sponsored and provided the YMCA with three meeting rooms and the picnic area daily. Additional rooms are granted on a daily, space available, basis. The listed fiscal impact of the program, therefore, reflects the base fees and not the extras that will be added during the period of use. FISCAL IMPACT The non-profit value of the granted full co-sponsorship for the meeting rooms and picnic area total $22,533.75, while still retaining space for other programs. The fee waiver potentially results in lost revenue to the City should a paying program be interested renting the facilities at that time. The co-sponsorship amount will also be charged against the $140,000 available annually for co-sponsorship. ALTERNATIVE ACTION No action is required by the Committee. Submitted by: Steve Mason Senior Recreation Supervisor Attachments: 1. Use Agreement Application 2022 2. Program Budget 3. YMCA Youth Core Survey 4. YMCA Youth Holistic Health Survey 10/29/2021 Page 9 of 16 ALBERT J. BORO COMMUNITY CENTER CO-SPONSORSHIP APPLICATION Section I-About the Applicant Agency Date Submitted: ________________ Revision Dates (if applicable) ___________________________ Title of Program: _____________________________________________________________________ Co-sponsoring agency or individual: _____________________________________________________ Address: __________________________________ Telephone: _________ Ext. _______________ Email: _____________________________________________________________ Website: ___________________________________________________________________________ Non-Profit 501c3 Number: ______ Principal contacts: Name: _________________________ Phone: ___ Email: ______ Is this a first time program at Pickleweed? Yes No If no, start date of original program: __________________ Location: ________________________ Most recently approved final report must be attached. Section II-About the Program General Statement about the Program. Provide a background statement or statement of the problem that describes the challenges, behaviors or issues you hope to resolve or improve Item 4 01/10/2022 YMCA Summer Camp @ Al Boro Community Center Marin YMCA https://www.ymcasf.org/locations/marin-ymca Torrey Kelly Al Boro Community CenterWinter 2020 In partnership with San Rafael City Schools and the City of San Rafael, the YMCA hopes to continue to serve the families of the Canal with summer programming. Overall, we hope to serve 75+ school identified/referred/ELL/low income students in a safe and inclusive program at Al Boro Community Center to support academic and social emotional development of San Rafael/Canal youth. 10/29/2021 Page 11 of 16 Section III Outcomes and Measurements List your expected outcome(s) for this program, and how you will measure your progress/success in meeting each outcome. Refer to the applicant guidelines for samples of outcome and measurement statements. Each outcome statement and measurement should be individually numbered. Outcome Statement Measurement for Outcome Measurements: How do you plan to track attendance? Attach a copy of your form. As a direct result of their participation in our program, students will feel a sense of belonging, physical and emotional safety, academic support, and enrichment. These outcomes are made measurable through various means of impact surveys listed below. 1. YMCA surveys both parents and students on their YMCA program experience. 2.High attendance and engagement rates as evidenced by daily attendance. 3. As appropriate, SRCS will assess children via their usual means of academic/SEL assessment. Manual sign in and out sheet attendance sheets are used to track overall attendance, overall attendance trends to be shared with the district- schedule to be determined. 10/29/2021 Page 12 of 16 Client Satisfaction: What evaluation or survey forms will you use for client satisfaction? Attach copy. What other forms or measurement tools will you use? Attach copy. Section IV Faculty/Leaders Names, titles and contact information for key faculty/leaders other than listed in Section I Section V Partners and Support List partners and any cash or in-kind support for this project (Refer to the attached guidelines regarding potential payment of user fees to the Albert J. Boro Community Center.) Partners Dollar Amount Detail In-Kind YMCA of San Francisco Youth and Parent surveys Youth and Parent surveys attached Stephanie Kloos, SRCS Erin Clark, VP of Operations, YMCA of San Francisco San Rafael City School District $1112/student for 6 week summer camp program Covers direct operating and staffing costs for summer program 10/29/2021 Page 13 of 16 Attach a program budget. Section VI Attachments List all attachments submitted with this application YMCA of San Francisco Core and Holistic Health surveys(Attachment pg. 1 and 2) Al Boro ASP(Jan-Jun)and Summer 2022 budget Budget based on serving 75 School yea Per 4 week session, assuming ASP hours 2-6pm School yea Payrate Hours Subtotal FICA WC UE Benefits Staff #1 20.00$ 20 400.00$ 30.60$ 9.00$ 8.00$ Staff #2 20.00$ 20 400.00$ 30.60$ 9.00$ 8.00$ Staff #3 20.00$ 20 400.00$ 30.60$ 9.00$ 8.00$ Staff #4 20.00$ 20 400.00$ 30.60$ 9.00$ 8.00$ Staff #5 20.00$ 20 400.00$ 30.60$ 9.00$ 8.00$ Site Direct 35.00$ 40 1,400.00$ 107.10$ 31.50$ 28.00$ 350.00$ -$ -$ -$ -$ Executive Supervision/Support 350.00$ Expense per month #Per Youth for school year Jan- June( 6 months) Staffing 17,788.40$ 75 237.18$ $106,730 Supplies 3,750.00$ 75 50.00$ $22,500 Admin 4,738.45$ 75 63.18$ $28,431 TOTAL 26,276.85$ 350.36$ $157,661.09 Total Session 447.60$ 447.60$ 447.60$ 447.60$ 447.60$ 1,566.60$ -$ 555.00$ 4,359.60$ 4 17,788.40$ October 13, 2021 Dear Pickleweed Park Advisory Board, On behalf of all of the community leaders in Voces del Canal, we want to extend deep gratitude for your approval of our co-sponsorship application requesting to use a room at the Albert J. Boro Community Center for our meetings. Voces del Canal’s vision is for the Canal to be a safe, clean and healthy community where families and children can walk and play freely. Families will live in safe and better housing conditions. Our children will have access to resources and a quality education that supports their pathway to higher education. Our community of resilience will empower families to fulfill their full potential and live a safe, healthy, thriving quality of life. With your solidarity and support, we will be able to continue working towards these goals for our community’s well-being and towards pandemic recovery and resilience. We hope you will reach out to Voces del Canal when we can be of support to the Al Boro Community Center. Please let us know if there is any way we can support you. Again, thank you for your generous support of Voces del Canal and the entire Canal community. In gratitude, Agenda Item 5