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HomeMy WebLinkAbout04.16.2019 P&R Commission Packet Agenda CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION MEETING Municipal Services Building Community Room 33 Arroyo Drive Tuesday, April 16, 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 February 19, 2019 Meeting VI. Citizen Participation (Citizen comment on items not agendized/informational only) VII. Old Business VIII. New Business A. Gardiner Park Update B. Budget Update/Proposed Fee Increases 2019/20 C. Cultural Activities Grant Program/Appointment of Subcommittee D. Cancellation of Summer Commission Meeting IX. Beautification Committee X. Friends of Parks and Recreation XI. Items from Commission XII. Items from Staff A. May Calendar of Events B. Administrative Update XIII. Adjournment Next Meeting: May 21, 2019 CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION Tuesday, February 19, 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, February 19, 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 JANUARY 15, 2019, MEETING: No changes and approved by motion as written. Motion: Garrone /Second: Camacho. VI. CITIZEN PARTICIPATION: None VII. OLD BUSINESS: None VIII. NEW BUSINESS: A. Gardiner Park Workshop Update Director Ranals introduced Jake Gilchrist, Landscape Architect. Jake noted that the design team looked the project over from an engineering standpoint. The play structure is nearly twenty years old, non-ADA compliant and does not meet current safety standards. A community workshop was held on site on February 9th. Fifteen neighbors attended and provided feedback. The workshop was originally scheduled for the prior Saturday but with the threat of a thunderstorm staff decided to postpone the workshop. Staff posted signs about the postponement. Jake advised the Commission that the park currently has a half-court basketball play area and the workshop attendees were vocal about keeping the court. Other feedback received Parks and Recreation Commission Minutes of the Meeting of February 19, 2019 Page 2 included brightening up the area, adding additional lights, and adding additional seating. Jake noted a survey will be open until March 1st to gather feedback from neighbors that were not able to attend the workshop. He noted that the survey is also posted on Facebook. He is planning to have the renovation completed and the park reopened in early 2020. Commissioner Uy asked about the demographics in the area; noting that it is an older neighborhood. Jake acknowledged that a family of three generations attended the workshop and the entire family lives in the neighborhood. Commissioner Lock said that the design is nice. He prefers having the basketball court and would like staff to consider having two basket heights. He inquired about court surfacing. Jake said that we could keep the adult height and add 1-2 smaller hoops. He noted that we could also stripe the court for soccer/futsal. He currently has a bid out for rubberizing the surface. Commissioner Garrone said that it is always a challenge with different age groups. He prefers concept B but A captures more of the audience, but both designs look great. He noted to watch the raised planting beds that are close to the basketball court. He said that they could get trampled. Jake said that a vertical element is in consideration for the basketball area and is aware of planters getting destroyed. He asked the Commission to consider murals. Commissioner Uy said that he likes expanding the usage of the court and asked if Pickleball could be incorporated as an option. He inquired about a storage element. Director Ranals mentioned that neighbors may be concerned about the noise of Pickleball for the neighbors and suggested screening to reduce sound. Landscape Architect Gilchrist mentioned that adult fitness equipment is out of consideration due to space. Chair Battaglia noted that the need for lighting and cameras is what she heard from the residents that attended the workshop. Jake indicated that lighting would be incorporated but he is not sure about cameras yet. Chair Battaglia asked about park hours. Director Ranals said dawn to dusk is the general rule for parks. She said that Orange Park has lights that can stay on until 11:00 p.m. and that we can automatically set the timers for the lights. Jake said that pedestrian scale lights can be used so to not shine in homes. Parks and Recreation Commission Minutes of the Meeting of February 19, 2019 Page 3 Commissioner Camacho inquired about the mural location. Jake said between the park and rear neighbor. Director Ranals noted that the neighbor that lives behind the park is able to see into the park and it is a great way to find balance for surveillance. Director Ranals asked about keeping the basketball court and the Commissioners informally said yes, to keeping the basketball court. B. Extended Care for SSFUSD STEAM Summer Program Manager Duldulao welcomed Laura Armanino, Childcare Supervisor, to speak on behalf of this staff report. Supervisor Armanino said that last year South San Francisco Unified School District (SSFUSD) approached staff to run a fee-based program but there was not enough demand to make it work. This year SSFUSD is planning for a 3rd through 8th grade program for 200 children and no cost to their families. The program would run 3 p.m. to 6 p.m. Director Ranals said that the program is currently not approved by Council and that we will hear the decision at the March 13th the council meeting. Commissioner Garrone inquired about how to enroll in the STEAM program. Supervisor Armanino said that it is a target population and then applications will be provided. Commissioner Lock inquired about activities and if they are budget neutral and if enrollment is full. Supervisor Armanino said that STEAM and visual arts are in line with SSFUSD objectives. She noted that it is not mandatory for students to stay until 6 p.m. Commissioner Lock questioned the 200 student minimum with 120 from 3rd to 5th grade and 80 from middle school. Director Ranals said that the City should break even with the STEAM program. Supervisor Armanino said that twenty additional staff are being planned for in preparation of STEAM participation. Commissioner Camacho asked when SSFUSD has set the application date for. Supervisor Armanino said that the STEAM program has traditionally been offered later than our summer camp programs. Director Ranals mentioned the expansion of the Buri Buri School Afterschool Recreation Program (ASRP). She will provide the Commission a copy of the staff report when it is available; noting that the $5,400 licensing fee is the only addition. C. Cancellation of March 2019 Meeting The reason to cancel the March meeting is that the California Parks and Recreation Society (CPRS) is hosting their conference in Sacramento during this time. Commissioner Lock thanked the Commission for their hard work in 2018, Parks and Recreation Commission Minutes of the Meeting of February 19, 2019 Page 4 and congratulated the Commission for winning the Outstanding Commission of the Year award for the State of California. He also said that Friends of Parks and Recreation has earned an Achievement Award as well as Friends of Liberty Park. The awards banquet is being held on Thursday, March 21st in Sacramento from 7:00 to 10:00 pm. All of the Commissioners would like to attend. Commissioner Lock noted that Friends of Parks and Recreation did not fall into a program but the board was impressed by their accomplishments and the board wants to educate others about the programs that Friends support. Commissioner Camacho made a motion to cancel the March meeting with a second by Commissioner Uy, which carried unanimously. IX. Beautification Committee had nothing to report X. Friends of Parks and Recreation Commissioner Holt said that Friends is honored to be recognized by CAPRCBM in Sacramento. He noted that Friends had their annual reorganization of the Board and Marie Patea was nominated President and John Sanna as Vice President. Judy Bush is the Secretary and Treasurer. Friends is proud to report that they will be supporting the Parks and Recreation summer camp program with $1,000, the Chamber of Commerce with $1,000, Full of Fun camp with $1,500, Senior program with $2,000, and July is Parks and Recreation month $500 for class scholarships. He noted that March 5th, is the Friends Thanking Friends meet and greet event. He mentioned that Rotary is hosting a sock hop on March 29th and Friends paint and wine night fundraiser is April 12th. He also said the Friends voted to set aside $5,000 and start a special fund for the new Community Civic Campus. X1. Items from Commission Richard Holt attended Cultural Arts photography exhibit, karaoke night, and thanked Angela for the entertainment stating that she was very good. He attended Valentines for the Troops event with Jerry Hill and as a veteran, it was a great event! He congratulated Devin on his new baby and gave a gift. He thanked Sharon Ranals, Marie Patea and staff for their hard work on the CAPRCBM applications and stated that he is proud of the Commission. He thanked Commissioner Garrone for his leadership and said that he learned a lot from him and appreciates all that he has done; stating that this may be Commissioner Garrone’s last meeting. Parks and Recreation Commission Minutes of the Meeting of February 19, 2019 Page 5 Bill Lock thanked Commissioner Garrone for being a great colleague. He learned a lot about botany and swimming from Commissioner Garrone. Robert Uy attended karaoke night and the photography show and stated that it was fun. He spends a lot of time with the aquatics program and has a suggestion for staff. He suggests cleaning the pool’s toilets after the students are through for the night to avoid using harsh chemicals while kids are present. Manager Duldulao thanked Commissioner Uy for his feedback and will pass his concern on to the aquatics supervisor. Sean Garrone stated that it was awesome serving with this Commission. He said that he has learned a lot from each of the Commissioners. He thanked Director Ranals and staff for all that they do for the Department, City and the Commission. He said that he is planning to focus more on Beautification and Improving Public Places. He also said that he is confident with the new Chair. Director Ranals said that she will check on the Parks and Recreation Commission interview times on February 26th, with City Council. Kristy Camacho thanked Commissioner Garrone for the wonderful four years together on the Parks and Recreation Commission. She remembers meeting him on Sign Hill. 12 years of service, wealth of information on gophers, trees, swimming pools, etc. She said that he will be missed very much. She stated that it has been an honor and pleasure working with him. He taught her how to chair a commission and how to serve the City! Betty Battaglia attended the Valentines for the Troops event and had a nice time listening to knock-knock jokes by a fellow volunteer. She thanked Commissioner Garrone for his time, dedication, and knowledge. She thanked him for his sense of humor! XI. Items from Staff Director Ranals thanked Commissioner Garrone for his years of service. She noted all of the parks projects that he helped with, kids programs, Movie in the Park, and always providing guidance to staff. She said that she is really going to miss his participation on the Commission. A. March & April Calendar of Events Director Ranals reviewed the calendars and noted the following: February 23, is a City Hall Planting IPP project from 9:00 to 11:00 am. Parks and Recreation Commission Minutes of the Meeting of February 19, 2019 Page 6 B. Activity Guide – handed out C. Administrative Update • Improving the relationship with SSFUSD was mentioned. Manager Duldulao spoke about the aquatics program and that staff is testing enrollment for wait list enrollment. She is hopeful that this will work better for all. • Director Ranals gave an update on the Popsicles and Slices of Heaven sculptures that were vandalized and not properly made. They are being remade by the artist in Florida and will be replaced as soon as possible. • Director Ranals also stated that Gatepath is looking for additional volunteer opportunities. They currently help at the pool, MSB and Grand Avenue. • Manager Duldulao inquired about movie night and the movie choice. Is PG-13 ok or should we keep with G rated movies only. Commissioners Holt, Camacho and Garrone prefer PG. Commissioner Garrone suggested a Teen Movie Night and show a PG-13 movie. Chair Battaglia asked if it is difficult to get PG movies. Commissioner Uy said that his kids love super hero movies and they are PG-13 with a little violence. He feels that parents need to explain to their kids about violence. Commissioner Garrone mentioned that ET was scary to his daughter. Commissioner Camacho suggested using common sense media as a guide. Manager Duldulao thanked the Commission for their guidance. Director Ranals liked the Teen Movie idea. • Manager Mediati reviewed the following items on the Administrative update: Circle 3.0 grant, Bay Friendly training, staffing, owl boxes, Buri Buri Park, Sign Hill fire mitigation, water collection, IPP, tools and resources to improve ballfields, working with baseball leagues, added bat racks and canopies to ballfields for protection. • Director Ranals reported on the Facility Maintenance items and stated that we fix things! XII. ADJOURNMENT 8:11 p.m. by Chair Battaglia Respectfully submitted by Marie Patea, Administrative Assistant II Staff Report DATE: April 16, 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. At the February Commission Meeting, staff presented an overview of the proposed park design option, with a central trade-off of either keeping the park amenities in largely the same locations or expanding the playground to the entire site, 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. Community 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. The Commission also voiced unanimous support for the retaining the basketball court, as well as adding lower hoops for younger children, potentially exploring striping for pickleball, and providing sitting areas for park users. The attached exhibits provide more detail regarding the layout of the park and details for the proposed playground equipment. Staff plans to return to the Commission in May with an update on the design and additional details regarding the specific park elements that are to be included in the final design. Staff Report To: Parks and Recreation Commission Date: April 16, 2019 Subject: Gardiner Park Renovation Update Page 2 By: _______________________________ Jacob Gilchrist Landscape Architect Attachments: 1. Conceptual Play Equipment Plan Attachments Staff Report DATE: April 16, 2019 TO: Parks and Recreation Commission FROM: Director of Parks and Recreation SUBJECT: 2019-20 Budget Update RECOMMENDATION It is recommended that the Parks and Recreation Commission be apprised of the status of the Fiscal Year (FY) 2019-20 operating budget preparation process. It is further recommended that the Commission consider and approve the fee increases recommended by staff. BACKGROUND/DISCUSSION Beginning with FY 2017-18, the City adopted a two-year, or biennial, budget instead of a traditional one year budget. Advantages of a biennial budget include significant reductions to administrative and legislative time required to author and adopt an annual budget book, allowing staff to focus on improved financial and departmental oversight. While this does require staff to consider longer-term financial needs, staff still has the opportunity to request amendments to the budget each year and at each mid-year. Staff recently submitted several new operating budget requests for FY 2019-20, which have been reviewed by the Finance Department and City Manager’s Office and will be presented to the City Council Budget Subcommittee on May 1, 2019, and before the City Council for adoption at their regular meeting on Wednesday, June 26, 2019. Operating Budget Decision Packages The Parks and Recreation Department’s budget requests total $574,337 in new funding. About 80% of the requests worth $459,604 are associated with expanding after school care at Buri Buri and Ponderosa schools. The remaining 20% is to cover administrative costs, supplies and services. In addition, the Department plans to generate approximately $362,898 in new revenue by expanding after school care at two schools, offering a childcare program in partnership with the South San Francisco Unified School District’s (SSFUSD) summer STEM program, and adding Sunday recreation classes. A summary of the Department’s requests are shown below. Staff Report To: Parks and Recreation Commission Date: April 17, 2019 Subject: 2019-20 Budget Update Payroll Budget Requests 1. Expand Two After School Recreation Programs Buri Buri School (Expenditures $231,302/Revenue $183,500/ Net Cost $47,802) Ponderosa School (Expenditures $228,302/Revenue $143,600/Net Cost $84,702) The Department was approached by SSFUSD officials to inquire if we would be interested in expanding After School Recreation Programs (ASRP) at two schools, Buri Buri and Ponderosa, to accommodate families whose children are on the waitlist. The request to expand at Buri Buri came at the start of the 2018-19 school year when approximately 80 children were on the waitlist. The City Council approved the initial expansion request of 40 children, leaving the remaining 40 children on the waitlist. SSFUSD once again approached the Department about expanding the program to accommodate an additional 50 children. At the March 13, 2019, regular City Council meeting, Council considered and approved SSFUSD’s request to expand Buri Buri ASRP by 50 children, bringing the program’s capacity to 130 children. The total budget request for the Buri Buri ASRP expansion is $231,302 in the first year of the expanded program, and $228,302 in future fiscal years. Costs for the first year include one-time start-up costs of $3,000. The revenue earned from user fees from the additional 50 children is projected to be $183,500, assuming the charge of $359/month for full-time before and after school care for 50 children. This budget request also includes the request to hire an additional 1 full-time equivalent (FTE) Recreation and Community Services Coordinator. This would be a new position in the Parks and Recreation Department. An additional position is needed to maintain the span of control over the expanded program and to support licensing requirements, which mandate a ratio of 14 students per teacher. The request to expand by 40 children at Ponderosa School came late during the current budget cycle and was discussed with the City Manager. Staff is working with the district to finalize the logistics but anticipates that the expansion will move forward. Staff has included this item in the budget package for FY 2019-20 and anticipates City Council approval. The costs to expand at Ponderosa mirror the costs to expand at Buri Buri, with the understanding that we are only expanding by 40 children at Ponderosa to Buri Buri’s 50 children. Revenue is expected to be the less because of the number of children attending, but the cost to attend per month is the same for both programs. 2. Upgrade 0.5 FTE Recreation Office Specialist to 1.0 FTE Recreation and Community Services Coordinator ($13,762) This budget request is to upgrade a current, vacant .50 FTE Recreation Office Specialist to 1.0 FTE Recreation and Community Services Coordinator to support the Classes Supervisor in expanding and growing recreation program offerings. Currently, the Classes Supervisor does Staff Report To: Parks and Recreation Commission Date: April 17, 2019 Subject: 2019-20 Budget Update not have a dedicated support person to assist with classes and special events. This position would assist with scheduling the over 70 part-time instructors, recruiting new instructors, developing classes, designing 4 activity guides per year and planning and implementing special events. Staff was able to combine vacant positions to establish this new position without adding additional FTE’s to the operating budget. 3. Upgrade vacant Parks Maintenance Worker to Arborist Technician ($0) The Parks Division requested, through the budget process, creation of a new Arborist Technician position, to support the Parks Supervisor and tree maintenance crew by upgrading a vacant Parks Maintenance Worker position and combining it with other part-time position hours. The Arborist Technician will serve as a lead tree trimmer, working in the field overseeing large tree removal, pruning and reforestation tasks. This would free up the Parks Supervisor who could focus on newly acquired areas in the City including the Liberty Park parcel and Poletti Way. As this position was created by combining existing vacant positions, there is no additional FTE’s added to the budget. 4. Upgrade Community Services Site Coordinator to Recreation and Community Services Coordinator ($-7167) This upgrade would take an existing, vacant .75 FTE Community Services Site Coordinator Position and upgrade it to 1.0 FTE Recreation and Community Services Coordinator at Magnolia Center. This position would assist the Supervisor with programming, coordinating special events, increasing membership, coordinating with professional senior groups and managing the budget. Staff foresees expanding senior programs and this position will be key to support that expansion. As this position was established by combining existing positions the Department will realize a salary savings. 5. Upgrade Recreation Leader III to Recreation Leader IV ($2,000) This upgrade request is for a long term full-time staff person who currently works as a building attendant assisting the Sports Coordinator with programming and events at the Terrabay Gymnasium and Recreation Center. The position has been filled for almost 20 years by the same staff person who is currently classified as a Part Time Regular Recreation III. In addition to their regular duties, this staff person assists with opening and closing the center, resolving issues and managing the site when the Coordinator is not available. Staff has come to rely on the in-depth knowledge this staff person has of the department, the community and facility and supports this request. Supplies and Services Requests 6. Upgrade Technology for 10 Recreation Coordinators ($4,500) Staff who work in childcare facilities throughout the City currently do not have City-issued cell phones and instead rely on their personal phones to contact and schedule staff, document pictures and communicate information with each other during their shifts. This makes their use of a personal phone subject to public records laws and also increases data usage costs to employees that are not reimbursable. This budget request breaks down in $1,500 in one-time Staff Report To: Parks and Recreation Commission Date: April 17, 2019 Subject: 2019-20 Budget Update costs to purchase phones for eight child care coordinators. Other divisions will absorb the costs of purchasing the phones. An additional $3,000 is in on-going costs for the price of the monthly plans. 7. Additional Budget for Parks Uniforms ($23,000) These funds will augment the current budget to more accurately reflect actual expenditures for park maintenance clothing and personal expenses. This request contemplates an annual shoe allowance for full-time maintenance staff and the annual cost of uniforms. 8. Activity Guide Cost Increases ($5,000) This request covers the increased costs of designing and printing four activity guides per year. Staff anticipates printing an additional 1,000 copies due to an increase in the City’s overall population as more housing is built. 9. Water Rates ($41,246) The City was notified from California Water Service (Cal-Water) that they are requesting additional revenue for water service due to infrastructure upgrades, maintenance, water quality, safety measures, business operations and inflation. The result is an overall increase of 18.3% for the Bay Area region over the next three years. Parks staff expects this increase to impact their budget and is asking for an increase to support these additional costs. The rate increases over the next three years are broken down as: 7.6% for 2020, 4.4% for 2021 and 4.4% for 2022. Rate increases will begin in January 2020. Currently the Parks Division is allocated $542,713 in water costs. A 7.6% increase is an additional $41,246 in anticipated water costs. 10. Add Sunday Recreation Classes (Expenditures $19,681 /Revenue $23,681 /Surplus $4,000) Due to community interest in offering expanded class offerings, staff is proposing to begin offering classes on Sunday at the Municipal Services Building (MSB). The initial plan is to offer classes that tend to sell out quickly and have large waitlists, such as private music classes, language classes and sewing classes. The building does not currently host Sunday classes however, building attendants are on site to open and manage the facility for special events and rentals. Staff will schedule recreation classes in conjunction with other events so no additional staff time is needed other than instructor salaries. This budget request is expected to generate revenue from class participation fees. Special Program Requests 11. South San Francisco Unified School District Summer Program (Expenditures $12,117 / Revenue $12,117 / Net Cost $0) At the March 13, 2019, regular City Council meeting, Council considered and approved a budget request for a City-operated after school program to support South San Francisco Unified School District's summer STEM Program. The request was for a total of $53,269 in funding to the cover costs of the summer 2019 program, of which $12,117 will be expended in Fiscal Year 2019-20. Unlike in prior years, this year SSFUSD received a grant through the Staff Report To: Parks and Recreation Commission Date: April 17, 2019 Subject: 2019-20 Budget Update Department of Education to cover the costs of this program. Thus this program will be reimbursed 100% of the expenses and will not impact the operating budget. Renewed Funding Requests These funding requests were previously approved by the City Council and do not increase our operating budget. However, they require a decision package to continue the funding in the upcoming fiscal year. 12. Request for Public Art Fund ($50,000) Prior to the economic downturn, the Parks & Recreation department had a special fund for the purchase of public art. Staff requested and received $50,000 in the FY 2018-19 budget and renewed the request for funding in FY 2019-20. 13. Music Licenses ($4,500) This request supports the purchase of licenses that will allow the City to play copyrighted musical works at events and programs. Staff had been approached by one of the three major music licensing organizations about the need to be licensed, and consulted with the City Attorney and neighboring cities. The City Attorney recommended purchasing a license for the three organizations as many other cities have done. This will be an ongoing, annual cost and was approved as part of the mid-year budget process. In additional to the annual fee, we will also be required to pay an additional percentage (1%) of the gross revenue for special events to the licensing companies within 90 days of the event where copy written music was played. FY 2019-20 Fee Increases New fees and fee increases for the hundreds of classes and programs offered by the Department must be reviewed by the Parks and Recreation Commission, with a recommendation forwarded to the City Council for final approval. All City fees are listed in the Master Fee Schedule, which is posted on the City’s website at www.ssf.net on the Finance Department’s page. Last year, the Department participated in a cost recovery fee study of Parks and Recreation fees related to the Aquatics Program, Sports Program and Senior Services Program. The results were presented to the City Council who determined the appropriate level of cost recovery in those program areas. In an on-going effort to recover costs for services throughout the City, staff was notified that we need to increase our fees by an additional 3.5% across the board. Staff has been working with program supervisors to update the fee schedule and will present them to the Commission for review and discussion. Finance staff will bring the proposed fee increases to be considered by City Council in May 2019. Staff Report To: Parks and Recreation Commission Date: April 17, 2019 Subject: 2019-20 Budget Update CONCLUSION The items presented in this report are still in the preliminary stages and may change as the City Council reviews, discusses and provides direction on the budget. Staff will provide an administrative update regarding the budget as changes are made. A final summary of the adopted budget can be provided to the Commission at the July meeting. A table highlighting the package is below: Package (in order from most to least expenditure) Expenditure Request BURI BURI AFTER SCHOOL EXPANSION ($183,500 projected revenue, $47,802 net) $231,302 PONDOROSA AFTER SCHOOL EXPANSION ($143,600 projected revenue, $ 84,702 net) $228,302 WATER RATE INCREASE $41,246 RIGHT-SIZED PARKS MAINTENANCE UNIFORM BUDGET $23,000 SUNDAY RECREATION CLASSES $19,681 RECREATION AND COMMUNITY SERVICES COORDINATOR- CLASSES $13,762 SUMMER STEAM PROGRAM ($12,711 projected revenue, $0 net cost) $12,711 ACTIVITY GUIDE COST INCREASE $5,000 UPGRADE TECHNOLOGY FOR 10 CHILDCARE COORDINATORS $4,500 UPGRADE RECREATION LEADER III TO RECREATION LEADER IV $2,000 RECREATION AND COMMUNITY SERVICES COORDINATOR- SENIORS $-7167 ARBORIST TECHNICIAN $0 TOTAL $574,337 By: _______________________________ Sharon Ranals Director of Parks and Recreation ATTACHMENT 1- Proposed Fee Schedule Staff Report DATE: April 16, 2019 TO: Parks and Recreation Commission FROM: Danielle Sanderson, Business Manager SUBJECT: Cultural Activities Grant Program RECOMMENDATION It is recommended that the Parks and Recreation Commission, be apprised of proposed guidelines for the administration of the Cultural Activities Grant Program that was established by the City Council, and appoint two members to serve on the review subcommittee. BACKGROUND/DISCUSSION The City of South San Francisco is pleased to announce a Cultural Activities Grant Program to support community organizations and artists who wish to offer free or low-cost events and activities that will expose the community of South San Francisco to cultural and recreational activities and programming. For Fiscal Year 2018-19, the City Council allocated $10,000 in grant funds to support this program, administered by the Parks and Recreation Department. The grant funds will help foster cultural experiences for the community, infuse neighborhoods with the arts and increase exposure to cultural activities that will lead to a greater understanding and respect for diverse cultural heritages. Eligibility: To qualify for these funds, applicants must demonstrate that they are serving the South San Francisco community. The proposed program would require that no funds be used towards the applicant’s administrative costs and the primary use of the funds is to provide cultural activities. Typical grant awards range from $500-$2,000. Any recipient of the grant funding shall be required to enter into an agreement with the City which will detail the objectives to be achieved with the use of the funds. Selection Criteria: Grantees will be selected by a sub-committee of two Parks and Recreation Commissioners and one staff person. Staff is asking the Commission to select two members to participate on the sub- committee to review and select the grantees. Applications will be accepted from April 22 through Staff Report To: Parks and Recreation Commission Date: April 16, 2019 Subject: Cultural Activities Grant Program Page 2 May 31, 2019. Applications will be made available on our website as well as at the Parks and Recreation office located at 33 Arroyo Drive in South San Francisco. Staff will screen applications to verify the eligibility criteria have been met. Once funding decisions have been made, staff will contact each organization to complete a funding agreement. Once the funding agreement has been executed, staff will release the funds to the organization. Any funds not granted in the original funding cycle may be rolled over and released as part of funding cycles in future years at the discretion of the City Council. Reporting Criteria: Organizations which have been awarded grant funding will be required to complete a detailed report within 60 days following the event to document how the funding was used and the outcomes achieved in accordance with the objectives of the funding agreement. Failure to complete this report will impact the organization’s ability to request funds in subsequent years. Timeline: April 22nd Release application and supporting materials May 31st Application period closes June 3rd-7th Review applications and make funding decisions June 10th Notify applicants of funding awards Summary: In summary, this grant program is designed to support organizations or artists who wish to bring cultural activities to the City of South San Francisco and to provide access for those who may not be able to afford to do so without grant funding. The intent is to expand cultural offerings for the community that celebrates diversity in a creative way. By: _______________________________ Danielle Sanderson Business Manager ATTACHMENT 1- Cultural Activities Grant Application CITY OF SOUTH SAN FRANCISCO CULTURAL ACTIVITIES GRANT PROGRAM FY 2018-2019 Application Instructions:  Application period closes May 31st  Only completed applications will be considered  Read each section carefully and answer all parts of each section  Applications will be reviewed June 3rd-7th  Funding must be used within 12 months  Funding report due 60 days following event For questions and additional information contact: Danielle Sanderson Business Manager Parks and Recreation 650-829-3817 [email protected] Cultural Activities Grant Program Application FY 2018/19 1 Program Guidelines The City of South San Francisco is pleased to announce a Cultural Activities Grant Program to support community organizations and artists who wish to offer free or low-cost events and activities that will expose the community of South San Francisco to cultural and recreational activities and programming. For Fiscal Year 2018-19, the city has allocated $10,000 in grant funds to support this program, administered by the Parks and Recreation Department. The grant funds will help foster cultural experiences for the community, infuse neighborhoods with the arts and increase exposure to cultural activities that will lead to a greater understanding and respect for diverse cultural heritages. To qualify for these funds, applicants must demonstrate that they are serving the South San Francisco community. The proposed program would require that no funds be used towards the applicant’s administrative costs because the primary use of the funds is to provide cultural activities. Typical grant awards range from $500-$2,000. Any recipient of the grant funding shall be required to enter into an agreement with the City which will detail the objectives to be achieved with the use of the funds. Any remaining funds not expended must be returned to the City of South San Francisco Parks and Recreation Department. Organizations who have been awarded grant funding will be required to expend funds no later than 12 months following award notification and complete a detailed report within 60 days following the event to document how the funding was used and the outcomes it achieved in accordance with the objectives of the funding agreement. Failure to complete this report will impact the organization’s ability to request funds in subsequent years. Any remaining funds not expended must be returned to the City of South San Francisco Parks and Recreation Department. Cultural Activities Grant Program Application FY 2018/19 2 CITY OF SOUTH SAN FRANCISCO CULTURAL ACTIVITIES GRANT PROGRAM APPLICATION FISCAL YEAR 2018/2019 ***************************************************************************************** ORGANIZATION NAME: ACTIVITY OR PROGRAM: ACTIVTY LOCATION: DATE AND TIME OF ACTIVITY: CONTACT PERSON NAME AND TITLE: EMAIL ADDRESS: PHONE NUMBER: FUNDING AMOUNT REQUESTED: Cultural Activities Grant Program Application FY 2018/19 3 1.Cultural Activity Narrative: Provide a detailed description of the specific activities to be performed. This should include program objectives, how this program will foster cultural experiences for the community, key priorities and estimated number of participants. 2.Impact of Funding: Specifically describe what the funds will be used for. Include any additional funding you anticipate receiving or have received in support of this activity. Please note these funds are to not be used for administrative purposes. 3.Collaboration: Describe any partnerships with other organizations/agencies, the nature of the partnership, and how it relates to the proposed activity. Include any City services you will be requesting. Cultural Activities Grant Program Application FY 2018/19 4 notification. Any remaining funds not expended must be returned to the City of South San Francisco Parks and Recreation Department. 5.Marketing/Advertising a.Please indicate all of the following methods your agency utilizes to promote and advertise your programs and services: Flyers/brochures Website Social Media – please list: ________________________________________ Public Service Announcements Outreach Presentations to Service Providers Other: ____________________________________ b.Which of the above marketing/advertising materials are available in multi-lingual form(s) and which languages are they available in? 4.Timeline: Provide a brief timetable for this activity and how you plan to expend your funds in a timely manner. Funds must be expended no later than 12 months following award Cultural Activities Grant Program Application FY 2018/19 5 6. Proposed Program Budget for FY 2018-2019: You may fill this chart in manually or you can utilize the separately attached Excel Spreadsheet to do calculations and transfer information to this chart. Expenditure Proposed Budget Staff Costs: (please describe) Administrative Costs: (please describe) Supplies and Equipment Costs: (please describe) Venue Rental Costs: Permits: Marketing: Other sources of funding/revenue: (please describe) TOTAL EXPENDITURES: I certify that the information contained in this application is true and correct and that failure to follow the stated guidelines may result in the required return of funds to the City of South San Francisco Parks and Recreation Department and/or disqualification from future funding opportunities. I further certify and understand that all funding must be expended no later than 12 months following award notification for the purposes identified herein, and any remaining funds not expended to provide cultural activities must be returned to the City of South San Francisco Parks and Recreation Department. Finally, I certify and understand that I must complete and submit a detailed report within 60 days following the event to document how the funding was used and the outcomes it achieved in accordance with the objectives of the funding agreement. ______________________________ ________________ Name and Title Date Staff Report DATE: April 16, 2019 TO: Parks and Recreation Commission FROM: Director of Parks and Recreation SUBJECT: Cancellation of Summer Commission Meeting RECOMMENDATION It is recommended that the Parks and Recreation Commission, by motion, cancel a Commission meeting during the summer months. BACKGROUND/DISCUSSION Consistent with past practice to cancel one meeting during the summer months, staff is recommending that the Parks and Recreation Commission take action to cancel their regularly scheduled meeting of June 18, July 16 or August 20, 2019. There are no anticipated urgent business items that would prohibit cancellation of one of these meetings. By: _______________________________ Sharon Ranals Director of Parks and Recreation