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HomeMy WebLinkAbout02.19.2019 P&R Commission Packet Agenda CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION MEETING Municipal Services Building Community Room 33 Arroyo Drive Tuesday, February 19, 2019 7:00 p.m. A G E N D A I. Call to Order II. Roll Call III. Pledge of Allegiance IV. Agenda Review V. Approval of Minutes of the January 15, 2019 Meeting VI. Citizen Participation (Citizen comment on items not agendized/informational only) VII. Old Business VIII. New Business A. Gardiner Park Workshop Update B. Extended Care for SSFUSD STEAM Summer Program C. Cancellation of March 2019 Meeting IX. Beautification Committee X. Friends of Parks and Recreation XI. Items from Commission XII. Items from Staff A. March & April Calendar of Events B. Activity Guide C. Administrative Update XIII. Adjournment Next Meeting: TBD CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION Tuesday, January 15, 2019 I. CALL TO ORDER: 7:00 pm A regular meeting of the Parks and Recreation Commission of the City of South San Francisco was held on Tuesday, January 15, 2019, at the Municipal Services Building, 33 Arroyo Drive, South San Francisco, California. II. ROLL CALL: Present: Commissioners Camacho, Garrone, Holt, Lock, Uy, and Battaglia Absent: None Staff: Sharon Ranals, Director of Parks and Recreation Greg Mediati, Parks Manager Angela Duldulao, Recreation Manager Danielle Sanderson, Business Manager Marie Patea, Administrative Assistant III. PLEDGE OF ALLEGIANCE IV. AGENDA REVIEW: No changes. V. APPROVAL OF MINUTES OF THE NOVEMBER 20, 2018 MEETING: No changes and approved as written by Holt/Lock. VI. CITIZEN PARTICIPATION: None VII. OLD BUSINESS: None VIII. NEW BUSINESS: A. Election of Officers Chair Garrone called for nominations for commission chair. Commissioner Holt nominated Vice Chair Battaglia with a second by Commissioner Uy. Vice Chair Battaglia accepted the nomination of chair and a unanimous roll call vote was called. Chair Battaglia thanked Commissioner Garrone for his dedication, sense of humor and for staying on the commission until his seat is filled; since he served the maximum of three terms. She called for nominations for vice chair. Commissioner Camacho nominated Commissioner Holt for vice chair with a second by Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 2 Commissioner Lock. Commissioner Holt accepted the nomination of vice chair and a unanimous roll call vote was called. Chair Battaglia called for nominations for secretary. Commissioner Camacho was nominated by Commissioner Lock and seconded by Commissioner Uy. She accepted the nomination and a unanimous roll call vote was called. B. Community Civic Campus Update – SmithGroup Presentation Director Ranals introduced Assistant City Manager Marian Lee who mentioned various documents, utilities, property lines and advised the group that since November, significant progress has occurred with this project. Tonight SmithGroup will present the schematic design and will continue with outreach with the Library Board, City Council, BPAC, Planning Commission and other public meetings. Assistant City Manager Lee welcomes the public to attend the meetings, see the progress and provide feedback. Bill Katz walked through the power point presentation of the schematic design and noted that it is preliminary space planning with not all details configured. Some of the items that he highlighted were: 3-level building, $120 mil, Library and Parks and Recreation building, 75,000 square feet, 5,000 square feet for Community Theater/Council Chambers, multi-modal access plan, entrance from El Camino Real and on park side, all accessible, building is narrower and longer because of site constraints. On August 22 SmithGroup had communicated that 100 spaces will be in the structured parking but now only 30 spaces because of the identified site constraints. Mr. Katz spoke about pre-function space on Main Street. This will allow visitors to wait for their class or event in an open space. He mentioned keeping loading area separate so caterers can access the event space without trekking through the building. Indoor – outdoor experience while safely moving from one space to another on level one. Level 2 – visitors enter at the center of the building on El Camino, and this is the heart of the building. It may be most loud with activities throughout Main Street and a one-stop family shop, similar to a town square. He noted that pedestrians may walk from El Camino Real to the parking area without entering the building and mentioned good synergies. Level 3 – Admin offices, market exchange for Library, kiosks with latest books, dvds, adult Library collection. Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 3 Multi-Modal Solution – 132 outdoor parking spaces, Antoinette Lane parking spaces, 27 off-site parking for employees, bike racks, and Centennial Way connection. Police Facility – two-story building and a single story building. Fire Station – single level structure located at Arroyo Drive and Camaritas Avenue; construction in future phase when funding is available. Questions and Comments from Commissioners were as follows: RH- appreciated presentation and asked about elevators. Yes, two elevators by the lobby and center of building, near drop off. RH- storage plan of items for long term events and shorter term events. Yes, seasonal storage has been discussed and easily accessible items needed for classes as well. BL- thanked Mr. Katz for a great presentation and for the large print. He is concerned about parking spaces on Antoinette Lane and the understanding of demand versus actual available parking spaces. He would also like to see more people walking, biking and using public transportation. He asked Assistant City Manager Lee about the contingency and if it was still available. Yes, and noted that substantial cost went into the building’s foundation and the wall on the El Camino Real side. She also noted that staff is being thoughtful with programming the parking spaces. Along with ADA spaces staff is considering 24 minute spaces on Antoinette Lane. Coordinated parking discussions are happening with the SFPUC site developer. BL- Level 2 “Terrace” he asked about what drove that versus building out the building. Cost and using open space, accessibility from El Camino Real to the park. BL- Protection from the wind at the Terrace and Council Chambers is critical. Yes, low walls or something to protect people from the wind that is usable and functional. BL- Main Street concept is great with common areas and likes the gallery concept. He questioned the % breakout of the 75,000 square feet and is looking forward to the next level of detail with the project. Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 4 SG- Thanked SmithGroup for the presentation. He is comfortable with the building and use. He echoed that he is worried about the wind, safety and comfort of the patrons. He asked what is not being programmed currently. Director Ranals spoke about Proposition 68, Urban Greening Grant, and that this information can be used in other grant applications. She mentioned contingency funds and having a cushion for construction and temporary place holders. Number one priority was to secure land for open space and she is very happy with the 1.5 acres of open space noting that we will work our way through it. SG- Likes continuing Centennial Way through the Community Civic Campus. Director Ranals said that she has always anticipated this and that the building will generate revenue that might be able to help fund future park improvements. RU- Stated that the building is fine. Open space for future programing is great and is hopeful that whatever temporary place holder is used that it can be used as a field for play. He is concerned about lighting in the open space, plaza and safety at night. Family activities and sports play in the early evening would be nice. Bill with SmithGroup said that it is a little early to project lighting needs but reassured the commission that safety and lighting is critical and to work with Sharon on needs and codes. KC- Thanked SmithGroup for the presentation and thanked Councilmember Nagales, School Board Trustee, Flores and other commissioners and residents for attending the meeting. She encouraged participants to fill out speaker cards if they would like to address the commission. She asked if the contingency is part of the $210 million and if turf is also included. Assistant City Manager Lee said yes, that the 10% contingency is part of the $210 million and the project will not exceed that amount. Turf is not included in the $210 million. She also stated that two strategies are in process to fund the project shortfall. First is a fundraising campaign (that Commissioner Camacho is a part of) to raise several million dollars. Second is applying for grants and noted an indoor firing range, trail connection, and bike barn; which may help generate grant viability. KC- Stated her concerns with parking sufficiency. She noted that the developer programs one car per house and this is not realistic. She suggested overflow parking opportunities perhaps at Safeway. Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 5 Assistant City Manager Lee said that overflow parking is being discussed. KC- Questioned the shared space as “general” space. On page 13 she questioned the roof line. On page 17 she questioned and shared concerns about the noise, wind, and security. Bill replied that a barrier and landscape, that can be seen through, to help with wind, sound and security is being discussed. KC- Worried about party crashers at entrances. She reviewed entrance locations at level 1 in lobby, level 2 from street and from garage. She questioned IT equipment storage in council chambers. She questioned ADA accessibility at all entrances. She inquired about capacity at all event spaces. Bill replied that all entrances will be ADA accessible. He stated that the large event space is larger than the MSB social hall and the medium event space is similar to the MSB atrium. KC- Inquired about a coat check area in all event spaces. She questioned the enclosed meeting spaces on level 2. Bill replied that each floor has rooms to program out and gender neutral restrooms. KC- Noted that the Parks and Recreation admin space appears smaller than the Library admin space. Director Ranals said that there is still some room for growth and staff and architects are still working out the details. KC- Questioned informal event space on page 21 and the possibility of combining space with the event plaza and is concerned about this being a windy space. Bill replied that it has been a challenge with the wind factor, but this area will be sunken in and this will help. He said that you can count on us and we’re addressing it. He also said that he is looking at traffic flow and will continue to look at it with traffic engineers. KC- Said thank you for all of your work! BB- Questioned the town square on level 3 to 2 and accessibility. She questioned the space forming an atrium. She questioned stairs from level 1 to level 2 and ADA accessibility. She inquired about the parkside promenade width. Bill Katz replied that the space size is to be determined approximately 20’ and handicapped parking will be addressed within requirements. He noted that Antoinette Lane will be two lanes. BB- She questioned the safety of the people that will be congregating in the corridor. Bill said yes, there will be plenty of room. BB- Thanked Bill for the presentation noting that designing the Community Civic Campus is overwhelming and a lot of fun. Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 6 SR- Stated that Assistant Manager Lee needs to leave and the future meeting dates are posted on the website. Larger printouts will be available at future meetings and any additional comments can be passed on to Director Ranals or through the website. Chair Battaglia read a speaker card from Cynthia Marcopulas. Cynthia is concerned about parking especially for seniors and disabled. She is active with Zumba classes and stated that some participants are over 80 years old. She stated that SFPUC is planning for 800 units and they should have their own parking plus 171 units at the So City Car Wash site; together these developers could build a multi-level parking structure. Chair Battaglia read a speaker card from Robin who stated to ensure that project goals include inclusive / accessibility for all. Dawn – (no speaker card), lives on Chestnut and commented that drivers need to slow down. That the area is far too crowded and many drivers ignore crosswalks and it is dangerous. Director Ranals stated that Summerhill, the Developer of the South City Car Wash property, is working on a pedestrian safety solution that will connect pedestrians to Centennial Way. Pedestrian safety is a #1 priority. Tyler- (no speaker card), inquired about affordable or free event space for younger artists and musicians. He noted that residents are forced to go into San Francisco to find space to practice. Director Ranals thanked Tyler for his feedback and said that not all programmable space is for profit. Through the Chair, Commissioner Camacho mentioned that Cultural Arts Commission hosts youth art shows. Edward Kim – (no speaker card), mentioned having ping pong / table tennis opportunity in the Civic Campus would be great and community building. Chair Battaglia called a break at 8:58 p.m. Resumed meeting at 9:07 p.m. C. Proposed Changes to Summer Camp and Before and After School Registration Process Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 7 Director Ranals introduced a pilot program to eliminate people camping out in order to register for summer camp programs. She introduced Laura Armanino, Childcare Supervisor to walk through the proposed changes. Supervisor Armanino walked through the current enrollment priorities that will remain the same. She reviewed the new lottery system process. Commissioner Holt questioned if families have 2-3 children to register, will it be possible to get the children in the same camp. Supervisor Armanino responded yes, the lottery number for registration is issued by family. Chair Battaglia inquired if on-line registration will be available. Supervisor Armanino said no because families prefer one on one attention plus we face subsidized payment issues and the on-line may not fill the need. She stated that every year we look at process efficiencies. Commissioner Lock said that it is great that the priority enrollment stays the same. Commissioner Camacho thanked staff for trying a new program noting that this may help make things more equitable for participants who cannot stand in line. She questioned how the lottery numbers will be pulled. Supervisor Armanino said that applications will be registered through CivicRec and numbers will be randomly chosen using a ping pong ball method. Summer camp registration generally serves 200 families and takes about 3 hours. Commissioner Camacho requested that staff consider a second registration date and starting it later as Supervisor Armanino stated that registration will begin at 6:00 a.m. Commissioner Camacho noted that youth baseball parade is also on March 9. She inquired about expanding the summer camp program to other school sites. Supervisor Armanino said that staff is open to expanding. Chair Battaglia thanked staff and agreed that sleeping overnight is not fair and the on-line registration could be a challenge. D. Cancellation of February 2019 Meeting After discussion about CPRS awards night and conference, the Commission agreed to not cancel the February meeting and asked to agendize the cancellation of the March meeting in February. Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 8 Commissioner Holt, Camacho, Lock and Battaglia are planning to attend the CPRS conference and requested registration. Director Ranals said that staff applied for CPRS awards for Outstanding Commissioner (Garrone), Friends of Parks and Recreation, and Friends of Liberty Park. She will keep the Commission advised of the status. IX. BEAUTIFICATION COMMITTEE Jo Zemke reported that the committee met today and voted Rich Busalacchi as chair and Rick Benavides as vice chair. She reported Arbor Day will be on April 20 at Paradise Valley Pocket Park at 9:00 a.m. and welcomed all to attend. She reminded the Commission about the Beautification awards and had nomination forms on the back table. X. FRIENDS OF PARKS AND RECREATION Vice Chair Holt reported that Paint and Wine night will be held on April 12 and Friends is planning on a tree theme for the painting. He invited the Commission to attend the Friends Thanking Friends event on March 5 in Council Chambers from 6:30 p.m. to 8:30 p.m. He mentioned that Friends donated $250 to the Oyster Point Dragons for their club. He said that the Rotary Sock Hop fundraiser is on March 29 and that Linda Grassi stepped down from a Friends board member and that Commissioner Camacho was invited to join as a board member. He thanked Director Ranals for submitting the applications for CPRS awards and that the deadline was extended to 2/8. XI. ITEMS FROM COMMISSION RH – he has attended a lot of events at the Senior Center and added that Buri Buri and Martin school students sang and gave a lot of hugs. El Camino High students danced including a solo ballet dancer who took lessons through SSF Parks and Recreation ballet program. He said that the senior luncheon was great. He attended the reorg which was wonderful and the fantastic Nutcracker. SG – said that he is excited about hands on work with staff on upcoming parks projects. RU – said that the aquatics program is excellent. He stated that his children enjoyed the Christmas themed projects provided by winter camp staff. Residents that he has spoken to with children at Monte Verde, Ponderosa and Buri Buri are all happy with our childcare program. KC – said that staff did a lot of work with the reorg and it was great. She enjoyed the IPP Wreath Workshop and commented that the set-up, flow, and materials were great. Staff Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 9 even replenished Magnolia branches on site when supply was getting low. She attended the school board liaison meeting and said that it was a useful meeting. It is great to see elected officials and school board trustees working together to get work done. She asked the Commissioners and meeting attendees to please become members of Friends of Parks and Recreation if they have not already signed up. She invited all to attend the IPP planting at City Hall on February 9 at 9:00 a.m. to 11:00 a.m. She and Chair Battaglia attended a Friends of the Library meeting noting that they have $80,000 saved for Civic Campus improvements and hopes that Parks and Recreation can do the same. She said that she is involved with the Civic Campus Task Force and is planning to raise $10 million dollars. XII. ITEMS FROM STAFF A. January and February Calendar of Events – were reviewed. B. Commissioners pictures on website Manager Sanderson inquired if the commissioners want individual photos on the website or a group photo. The commissioners prefer a group photo. Manager Sanderson will arrange a group photo at a future meeting or event. C. Administrative Update Director Ranals reviewed the update and noted that Shane Looper and Lynn Boldenweck are being nominated for CPRS volunteer awards. Sean Garrone is being nominated for outstanding commissioner, licensed preschools and Bimbo Bakeries for other CPRS awards. She mentioned the Gardiner Park workshop public meeting on February 2. Manager Duldulao announced that Supervisor Devin Stenhouse’s wife had a baby boy. Director Ranals spoke about coordinating transportation to the February CPRS dinner and March CPRS conference. Director Ranals reviewed the Buri Buri school field update noting that it will be agendized at the January 23, city council meeting. She mentioned field usage and ensuring that co-sponsored groups have priority. Manager Duldulao said that picnic reservations are beginning and we are utilizing CivicRec for the first time for this process. Parks and Recreation Commission Minutes of the Meeting of January 15, 2019 Page 10 Director Ranals mentioned a mid-year budget request to expand the after school recreation program at Buri Buri school; noting that the Principal there is awesome. She also mentioned SSFUSD (STEM) contingent on council’s approval of hiring additional part-time staff. Commissioner Uy inquired about the summer camp STEM program, notification and when to sign up. Director Ranals said that SSFUSD controls the communication for this program. Commissioner Camacho requested that a flyer be sent to Parks and Recreation summer camp participants. Supervisor Armanino said that it is a grant based program. Manager Mediati spoke about the Irish Town Green area. It is on Airport Boulevard between Armour Avenue and Hillside Boulevard. PG&E used this area as a laydown yard for their project. The area is now graded and seeded. Staff is looking for grants and or may make this an IPP future project. Director Ranals mentioned the California Biodiversity program on September 7. This is an Executive Order B-54-18, which reinforces the State’s commitment to protect native vegetation, embrace partnerships to protect and nurture biodiversity. Manager Mediati provided a Circle 3.0 update noting that Arbor Day is planned for April 20 and volunteers are doing a great job of obtaining signed watering agreements. He also mentioned a pilot project to collect rain water at the Corp Yard. The downspouts have been plumbed and water is being collected. Staff can then use this collected water to water trees. Commissioner Camacho inquired about water trucks. Manager Mediati said that we have two water tender trucks but currently no source to fill the tanks with reclaimed water. Commissioner Camacho asked about picnic permits and field use permits from youth baseball and youth soccer teams. Manager Duldulao said that she will check on them. XIII. ADJOURNMENT 10:00 p.m. by Chair Garrone Respectfully submitted by Marie Patea, Administrative Assistant II Staff Report DATE: February 19, 2019 TO: Parks and Recreation Commission FROM: Landscape Architect SUBJECT: Gardiner Park Renovation Update RECOMMENDATION It is recommended that the Parks and Recreation Commission receive a report on the Gardiner Park Renovation Project. BACKGROUND/DISCUSSION Gardiner Park is a 5,000 square foot neighborhood park in the northeast corner of the city. Currently, the park consists of a small playground close to the sidewalk and a half-court basketball court at the back of the park. Elements of the park date back several decades and are outdated in terms of code (ADA compliance and safety), structural integrity, and usefulness to the residents. As a project of the citywide Parks 11 campaign to improve parks, Parks and Recreation staff has undertaken an initiative to remake Gardiner Park. Funding comes from developer impact fees and a State of California Housing-Related Parks Program grant. After hiring SSA Landscape Architects as the design consultant, staff worked for the last several months to develop conceptual plan options for the park. On the morning of February 9, 2019 staff held a community workshop in the park. Approximately 15 neighbors attended the workshop to review the plans, discuss issues with the park, and make recommendations on their preferred design plan and park features. With such a small footprint, there are limits to the park elements that fit in Gardiner Park. The central question posed to the residents is a trade-off of either keeping the park amenities in largely the same locations (Concept A) or expanding the playground to the entire site (Concept B), thereby eliminating the basketball court. By eliminating the basketball court, the playground would accommodate a wider age range of children, but at the exclusion of providing active play for older children, teens, and adults on the basketball court. Workshop attendees heavily favored preserving the basketball court as a way of attracting a broader age range of residents. The community would also like to see better lighting, a more colorful park, places to sit, a safer street/sidewalk edge, and better lines of sight into the park. Staff Report To: Parks and Recreation Commission Date: February 19, 2019 Subject: Gardiner Park Renovation Update Page 2 Staff has developed an online version of the survey questionnaire that was provided at the meeting. It can be found at surveymonkey.com/r/gardinerpark . Staff will keep the survey open until March 1 and residents are encouraged to provide their feedback. By: _______________________________ Jacob Gilchrist Landscape Architect Attachments: 1. Concept A Board 2. Concept B Board 3. Aerial Board 4. Playground Features F S 4 6 . 4 1 FS 46.52F S 4 7 . 4 8 F S 4 9 . 5 0 F S 5 0 . 7 4 FS 50.924.8%4.8%3.1%1.8% 1.8%LANDSCAPE ARCHITECTS02 OF 0402. 02. 20191/8" = 1'-0"CITY OF SOUTH SAN FRANCISCOGARDINER AVENUEGARDINER PARKCONCEPT ALOW CLIMBING WALLSMALL EMBANKMENT SLIDEPLAY STRUCTUREPOURED-IN-PLACERUBBER SUFACINGRAISED PLANTER WITHSCREEN TREESSLOPED WALKWAY TOBASKETBALL COURTRAISED PLANTERAT (E) TREELOW ENTRY WALL WITHORNAMENTAL FENCINGBENCH SEATING, TYP.ACCESSIBLEDRINKING FOUNTAINLOW SEAT WALL WITHORNAMENTAL GUARD RAILCOMMUNITY MURAL ATBASKETBALL COURTHALF BASKETBALL COURTWITH NEW EQUIPMENTRAISED PLANTER WITHSCREEN SHRUBSCHAIN LINK FENCING ATPROJECT PERIMETERSMALL STREETTREES IN SIDEWALKENTRY COLUMNS WITHPARK SIGNAGE ABOVEACCENT PAVING, TYP. LANDSCAPE ARCHITECTS03 OF 0402. 02. 20191/8" = 1'-0"CITY OF SOUTH SAN FRANCISCOGARDINER AVENUEGARDINER PARKCONCEPT BCOLORED CONCRETEWALKWAYPOURED-IN-PLACERUBBER SUFACINGTRASH AND RECYCLINGRECEPTACLESACCESSIBLE DRINKINGFOUNTAINLOW ENTRY WALL WITHORNAMENTAL FENCINGBENCH SEATING, TYP.COMMUNITY MURALS ONPERIMETER WALLSACCENT TREE, TYP.SMALL STREET TREESENTRY COLUMNS WITHPARK SIGNAGE ABOVEACCENT PAVING, TYP.ACCESSIBLE PICNIC TABLESYNTHETIC TURFPLAY STRUCTURE, TYP.ENTRY PLAZA WITHACCENT PAVING LANDSCAPE ARCHITECTS AERIAL OF EXISTING SITE GARDINER PARK GARDINER AVENUE SOUTH SAN FRANCISCO N.T.S. 02 . 02 . 2019 01 OF 04 GARDINER AVE BUTLER AVERANDOLPH AVE GARDINER PARK MADRONE AVE GREEN AVE CHAPMAN AVEHWY 101 AIRPORT BLVD LANDSCAPE ARCHITECTS PLAYGROUND FEATURES GARDINER PARK GARDINER AVENUE SOUTH SAN FRANCISCO 02 . 02 . 2019 04 OF 04 SWING SLIDE SPIN CLIMB Staff Report DATE: February 19, 2019 TO: Parks and Recreation Commission FROM: Recreation Manager SUBJECT: Extended Care for South San Francisco Unified School District STEAM Summer Program RECOMMENDATION It is recommended that the Parks and Recreation Commission be apprised of a proposal by the South San Francisco Unified School District (SSFUSD) that the Parks and Recreation Department provide extended care for participants enrolled in the SSFUSD’s grant-funded STEAM Summer Program. BACKGROUND/DISCUSSION In early Fall 2018, representatives from the South San Francisco Unified School District (SSFUSD) reached out to staff at the Parks and Recreation Department (Department) about possible collaboration opportunities to support SSFUSD’s STEAM (Science, Technology, Engineering, Art, and Math) Summer Program. The Department was invited to participate in this program based on the Department’s successful provision of before and after school programs for SSFUSD, as well as the variety of recreation programming offered that could support STEAM curriculum. SSFUSD’s STEM program started in June 2016 as a collaborative effort between SSFUSD and ENGIE Services U.S., a national energy infrastructure and building services company. Through the STEM Summer Program, students in Grades 3 through 8 gain exposure to building energy transformation machines, engineering solar ovens, designing and testing wind turbine blades, and conducting classroom energy audits. In summer 2019, SSFUSD is converting their STEM program to a STEAM program by adding a Visual Arts and Performing Arts (VAPA) curriculum. The program involves two, four-week programs in June through July; one for elementary school-aged children and the other for middle school-aged children. The elementary school program will have a capacity for 120 third through fifth grade students, and the middle school program will have a capacity for 80 sixth through eighth grade students. In planning out the STEAM Summer Program, SSFUSD and Parks and Recreation Department staff agreed that the Department could support the program by offering extended care to program participants, assuming that City Council grants the Department the operating budget to run the program, and given the possibility that the cost of the Department’s services could be reimbursed Staff Report To: Parks and Recreation Commission Date: February 19, 2019 Subject: Extended Care for South San Francisco Unified School District STEAM Summer Program Page 2 with grant funds. In late November 2018, SSFUSD received notification that they have been awarded a grant through the 2018 Student Support and Academic Enrichment (SSAE) grant by the California Department of Education that would support the cost of an extended care program operated by the Parks and Recreation Department in conjunction with the STEAM Summer Program. The STEAM Summer Program is expected to operate from 8:30 a.m. to 3:00 p.m., with extended care being covered by the Parks and Recreation Department from 3:00 p.m. to 6:00 p.m. Furthermore, the extended care portion of the program will provide a complimentary STEAM curriculum to support the learning goals for the summer school. Both the STEAM Summer Program and extended care will be provided to participants at no cost. For the STEAM Summer Program in 2018, City Council considered a similar budget request as part of the midyear budget process in Fiscal Year 2017-2018. That budget request was approved, but the extended care portion of the Department’s services ended up being cancelled due to low enrollment. Under that scenario, SSFUSD did not have the funds to reimburse the City for the cost of providing the extended care so program participants were being charged $375 for elementary school students and $475 for middle school students. These rates aligned with the fees for the Department’s regular After School Recreation Program that takes place during the school year. SSFUSD and Department staff are hopeful that the ability to offer a free STEAM Summer Program including free extended care will enable more families to enroll their children into the program, and provide a valuable opportunity to families who otherwise may not have been able to participate. Budget Requests Although the City anticipates being reimbursed for all costs associated with the STEAM Summer Program from grant funds, City Council must authorize a budget allocation for these expenditures since they would be in addition to the Department’s operating budget. The City’s fiscal year runs from July through June. Since the program is expected to begin in June 2019, staff has submitted a midyear budget request in order to fund the portion of the extended care program that begins in June for Fiscal Year 2018-2019. The Department will also need to submit a separate budget request for anticipated expenditures in July for Fiscal Year 2019-2020. The midyear budget request will be considered by City Council at the February 27, 2019 meeting. City Council is expected to review Fiscal Year 2019-2020 requests in May or June 2019. It should be noted that the budget request anticipates that the STEAM Summer Program will be filled to capacity and that all students will be enrolled in extended care. If the City Council approves this budget request, SSFUSD and Department staff will continue to refine the program offerings to suit the anticipated needs of program participants. Depending on the need, it is possible that fewer participants will elect for the extended care option, possibly reducing the staffing need and associated costs. The Department expects to be reimbursed in full by SSFUSD for all costs associated with the extended care portion of the STEAM Summer Program. Staff Report To: Parks and Recreation Commission Date: February 19, 2019 Subject: Extended Care for South San Francisco Unified School District STEAM Summer Program Page 3 Staff estimates the Department’s costs for the extended care program to be as follows: Program Staffing $48,469 • Part-Time Coordinator • 12 Elementary School Recreation Teachers • 6 Middle School Recreation Teachers Supplies/Equipment/Other $4,800 • Staff Fingerprinting • Supplies • Snacks TOTAL REQUEST $53,269 Breakdown by Fiscal Year Fiscal Year 2018-2019 $41,152 [$36,352 staff costs (15 days in June) + $4,800 supplies] Fiscal Year 2019-2020 $12,117 [staff costs (5 days in July)] SUMMARY The Department’s collaboration with SSFUSD to provide extended care for the STEAM Summer Program is an opportunity to enhance a free summer program for SSFUSD children. While some of the program details are still in the planning stages, staff anticipates that the total budget request of $53,269 for the extended care portion of the STEAM Summer Program will be able to cover direct costs in the event that extended care is provided to all students enrolled in the STEAM Summer Program. By: _______________________________ Angela Duldulao Recreation Manager Staff Report DATE: February 19, 2019 TO: Parks and Recreation Commission FROM: Director of Parks and Recreation SUBJECT: Cancellation of March 2019 Meeting RECOMMENDATION It is recommended that the Parks and Recreation Commission discuss cancellation of the March 19, 2019, meeting as the California Parks and Recreation Society Conference in Sacramento is the same week. BACKGROUND/DISCUSSION CPRS has scheduled their 2019 Expo in Sacramento on March 19 through 22. Since Commissioners usually attend this event and the March meeting would be on the first evening of the event, staff is recommending that cancellation of the March meeting be considered. There are no anticipated urgent business items that cannot wait to be agendized for the April meeting. A motion and vote is necessary to cancel the meeting. By: _______________________________ Sharon Ranals Director of Parks and Recreation