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HomeMy WebLinkAbout10.18.22 - Park and Rec Comm Packet Agenda CITY OF SOUTH SAN FRANCISCO MEETING OF THE PARKS AND RECREATION COMMISSION TELECONFERENCE MEETING NOTICE Tuesday, October 18, 2022 7:00 p.m. Welcome to the Regular Meeting of the Parks and Recreation Commission. If this is your first time, the following is a general outline of our procedures: Please note that due to the COVID-19 outbreak, this meeting is teleconference only, and will be conducted pursuant to the provisions of the Governor’s Executive Order N29-20 issued on March 17, 2020, allowing for deviation of teleconference rules required by the Brown Act and pursuant to the Order of the Health Officer of San Mateo County dated March 31, 2020. The public may view or comment during this meeting from a computer, laptop, tablet, or smartphone: Join Zoom Meeting https://ssf-net.zoom.us/j/89508365024?pwd=QlVRbHVlUVRrOFM4VzFYamlsN2Z3UT09 Meeting ID: 895 0836 5024 Passcode: 315020 The purpose of conducting the meeting as described in this notice is to provide the safest environment for staff and the public while allowing for public participation. Commissioners Battaglia, Burgo, Camacho, DeNardi, Firpo, Lock and Uy and essential City staff will participate via Teleconference. Members of the public may submit their comments on any agenda item or public comment via email or Parks & Recreation main line. PURSUANT TO RALPH M. BROWN ACT, GOVERNMENT CODE SECTION 54953, ALL VOTES SHALL BE BY ROLL CALL DUE TO COMMISSION MEMBERS PARTICIPATING BY TELECONFERENCE. In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to an open session agenda item, and is distributed less than 72 hours prior to a regular meeting will be made available for public inspection at the Parks and Recreation Department in the Municipal Services Building. If, however, the document or writing is not distributed until the regular meeting to which it relates, then the document or writing will be made available to the public at the location of the meeting, as listed on this agenda. Public Comment: Please note that dialing in will only allow you to listen in on the meeting. To make a public comment during the Zoom session, join the meeting from your computer or mobile device, enter your name, and request to comment through the “Chat” function and a staff person will add you to the queue for comments and unmute your microphone during the comment period. In the alternative, you may also provide email comments received during the meeting will be read into the record. Please be sure to indicate the Agenda item number you wish to address or the topic of your public comment. California law prevents the Commission from taking action on any item not on the Agenda (except in emergency circumstances). Your question or problem may be referred to staff for investigation and/or action where appropriate or the matter may be placed on a future Agenda for more comprehensive action or report. COMMENTS ARE LIMITED TO THREE (3) MINUTES PER SPEAKER. Thank you for your cooperation. Remote Public Comments: Members of the public wishing to participate are encouraged to submit public comments in writing in advance of the meeting. The email and phone line below will be monitored during the meeting and public comments received will be read into the record. The City encourages the submission of comments by 6:00pm on Tuesday, October 18, 2022, to facilitate inclusion in the meeting record. A maximum of 3 minutes per individual comment will be read into the record. Comments that are not in compliance the Commission’s rules of decorum may be summarized for the record rather than read verbatim. Email: [email protected] Electronic Comments received by email will be monitored during the meeting and read into the record. We ask that you limit your electronic comments so that they comply with the 3-minute time limitation for public comment. Parks & Recreation Hotline: (650) 829-3837 Voice messages will be monitored during the meeting, and read into the record. Your voicemail should be limited so that it complies with the 3-minute time limitation for public comment. If you have special questions, please contact the Director of Parks and Recreation. The Director will be pleased to answer your questions when the Commission is not in session. WILLIAM LOCK CHAIRPERSON STEPHEN FIRPO RUTH DeNARDI VICE CHAIR SECRETARY BETTY BATTAGLIA BRITTANY BURGO COMMISSIONER COMMISSIONER KRISTY CAMACHO ROBERT UY COMMISSIONER COMMISSIONER GREG MEDIATI DIRECTOR OF PARKS AND RECREATION Agenda CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION MEETING Teleconference Meeting Tuesday, October 18, 2022 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 September 20, 2022 Meeting VI. Citizen Participation (Citizen comment on items not agendized/informational only) VII. Old Business A. Library | Parks and Recreation Donor Wall Update VIII. New Business A. Oyster Point Development Update B. Cancellation of the November or December Commission Meeting IX. Friends of Parks and Recreation X. Beautification Committee XI. Items from Commission XII. Items from Staff A. Calendar of Events B. Administrative Update XIII. Adjournment Next Meeting: Regular Meeting: Tuesday, November 15, 2022 CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION MINUTES FROM TUESDAY, SEPTEMBER 20, 2022 I. CALL TO ORDER: 7:00 p.m. A regular meeting of the Parks and Recreation Commission of the City of South San Francisco was held on Tuesday, September 20, 2022, via teleconference due to the COVID-19 pandemic and local health orders. II. ROLL CALL: Present: Commissioners Battaglia, Burgo, Camacho, DeNardi, Uy, Vice Chair Firpo and Chair Lock Staff: Greg Mediati, Director of Parks and Recreation Angela Duldulao, Acting Deputy Director of Parks and Recreation Joshua Richardson, Parks Manager Kari Jung, Management Analyst I Laura Armanino, Recreation Supervisor Devin Stenhouse, Acting Recreation Manager Erin O’Brien, Business Manager Philip Vitale, Deputy Director of Capital Projects Jeanette Yoshida, Administrative Assistant II Ercie Santos, Cultural Arts Specialist III. PLEDGE OF ALLEGIANCE: Skipped. IV. AGENDA REVIEW: There were no changes to the agenda. V. APPROVAL OF MINUTES OF THE August 16, 2022, MEETING: Approved by motion. Motion: Commissioner Camacho / Seconded: Commissioner Battaglia. VI. CITIZEN PARTICIPATION: None were present. VII. Old Business A. 2022/23 Annual Co-Sponsorship Renewals Business Manager O’Brien shared the third report on annual co-sponsorship renewals. The following list identifies groups whose renewal applications have been approved. Approved • Historical Society of South San Francisco • Italian American Citizens Club • South San Francisco Aquatics Club • South San Francisco Shetland Pinto Mustang/Pee Wee Baseball • South San Francisco United Youth Soccer League • San Mateo County Athletic Club Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 2 Manager O’Brien provided a program overview for the South San Francisco Youth Baseball Managers Association. The organization practices and has games through the months of March through June. The league is for ages eleven through fourteen. Manager O’Brien introduced current President of the Association, Cliff Callero. Cliff Callero provided an overview of the Association. It has been part of his life for 40 plus years; from being a player, to a coach and now president. They started the league at what is now called Mike Callero Field, which was named in honor of his father. No comments from the Commission. Motion to approve by Commissioner DeNardi and seconded by Commissioner Uy. The item unanimously passed. B. Capital Projects Update: Centennial Way Trail Improvements Deputy Director Vitale stated that funding opportunities came up earlier this year through the Department of Transportation through the Clean California Grant Program which seeks to reduce litter along state highways and other blight prone areas. The City applied earlier this year for the grant and was awarded $2.4 million dollars to improve Centennial Way Trail between Spruce Ave. and Huntington Ave. Included in this area would be a skate park, lawn area, children’s play area, picnic areas, interpretive signage, and outdoor classroom. As a bid alternate staff are including a bike pump track. Roughly 130 trees and 6,000 drought tolerant shrubs and plants will be planted. Community engagement with a focus group on the bike and skate community for this segment of the design provided a wealth of feedback. The first community workshop of two will be held on October 4 at the Municipal Services Building along with future focus groups from the skate and bike community. Construction is anticipated to be completed in 2024. Commissioner Burgo asked about her past suggestion of restrooms along Centennial Trail. Director Mediati responded that this feedback was captured in the Master Plan, and that the future restroom building would be on Spruce but closer to Francisco Terrace Park. It’s currently not within project budget but the City would like to install one in the future. Deputy Director Vitale added that staff is exploring additional funding opportunities. Orange Memorial Park Sports Field Project Deputy Director Vitale gave an update on the project which will include two youth baseball fields, two adult soccer fields, two junior soccer fields, four youth soccer fields, adult baseball diamond and a softball diamond. Construction started earlier this year. While most improvements so far have been below ground, staff are starting to see some improvements above ground. Seat walls have been formed and sports light bases have been installed. A building pad also being installed for the concession building that will include the Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 3 concession space, restrooms, and storage area for leagues. Most of the sidewalk is completed. The project remains on time and on schedule. Commissioner DeNardi asked if the concession building was going to be built from the ground up or was there something already built being put in. Deputy Director Vitale responded that the building was acquired from Genentech a few years ago, pending a final location. It’s been in storage behind the old Corp Yard. Director Mediati stated that it’s never been used and in good condition. Orange Memorial Park Aquatic Center Deputy Director Vitale shared that the concept design was submitted to the Commission last month. Staff received a lot of great feedback from the Commissioners as well as the public. Some modifications were done on the concept design. Staff is preparing to take this concept design to City Council on September 28. That concept design includes: • An outdoor pool (25 meters by 25 yards) • An indoor pool with 7 lanes • Beach entry area • Two sets of locker rooms • Activity room • Windscreen A multi-purpose room will be designed as part of the project but likely bid as an add- alternate for budgetary purposes. A wind study to show what the wind impact would be to the outdoor pool and how to remediate that with a windscreen was performed and reviewed with Commissioners. Commissioner Camacho shared that she felt like all her questions were answered and the meeting was very informative. She also shared that she’s heard that there is a large group of people who want the outdoor pool and with the study that was performed she feels comfortable with moving forward with the outdoor pool. Commissioner Uy stated his questions were answered for the most part. He agreed, though in protest, to the outdoor pool concept, further noting the relatively small percentage of the budget spent toward the outdoor pool. Commissioner Burgo stated that the meeting was very informational. She asked for clarification on the plan if the multi-purpose room is included in the $49 million budget. Deputy Director Vitale clarified that the multi-purpose room that is shown in the plan is slightly shaded. That is because staff are including it in the design, but currently does not fit within the $49 million budget. Instead, the design team are adding an additional indoor lane, and further increasing the size of the locker rooms as they are higher priorities for the community. Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 4 Commissioner DeNardi feels she was provided some clarity with moving forward after the hearing the information from the professionals on the wind study, and believes it made people more comfortable with their concerns about having an outdoor pool in South San Francisco. Commissioner Battaglia shares that the wind study helped address her concerns. She spoke to people who swim outdoors, and they would rather swim outdoors because it’s a much comfortable swim for them. She appreciated the additional detail and thought by staff and the design team. Chair Lock stated that he shares his concern about the wind, but the list of positives associated with this project outweigh the negatives. He would like to know if there are benefits associated with increasing the glass screen to the height of the building so that more of the outdoor pool is more protected. He also shared that he thrilled about the extra indoor lane being added and the consideration for increased sizing of the locker rooms. Deputy Director Vitale responded that in the next phase of design, the team will be able to dive deeper into how much taller they could make the windscreen and understanding any associated benefits, and how much larger the team can make the locker rooms and still stay within budget. Commissioner Firpo gave thanks to staff for the study sessions provided to ask questions and get them answered. Some of his concerns were relieved by the fact that if there isn’t programming in the indoor pool lanes it would be available for people to use for rec and lap swim in the event they didn’t want to swim in the outdoor pool. He shares that he’s also spoken with people who prefer to swim outdoors. Director Mediati thanked all the Commissioners for participating in the small group meetings, and the public for their invaluable feedback. The design will continue to improve because of all the feedback staff is receiving from the Commission and public. VIII. New Business A. Cultural Arts Program Update Ercie Santos, Cultural Arts Specialist, was introduced by Manager O’Brien. Her primary goal as the Cultural Arts Specialist is to be the staff liaison to the Cultural Arts Commission. Some responsibilities include attending meetings, presenting the four annual art gallery exhibits, maintaining the Cultural Arts webpage, coordinating public art projects, maintain a database promotion of all art events, and staging the rotating temporary exhibits. More recently she’s been involved in supporting the efforts towards the creation of the first Public Art Master Plan. Goals of the Cultural Arts program • Public Arts acquisitions – which involves the selection and installation of the art in public and private locations. It also includes renovation of Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 5 treasured icons. Currently there is approximately fifty public art pieces which includes both permanent and temporary installations. Arts Gallery and Extended Exhibit Program • Art gallery programs included four annual art gallery exhibits in a year. Exhibits are open to local and bay area artist. A diverse range of media has been showcased. These are two-day events with opportunity for selected pieces to be on extended exhibit. Covid obligated the arts program to go virtual and as a result, a virtual component to the live in-person exhibits has continued as a part of the extended exhibit program. Ercie speaks about Día De Muertos / Day of the Dead, this celebration in art is scheduled for October 14 and 15. It was very well received when it was done for the first time back in 2018. Youth Art Programs • The Youth and Arts program is sponsored in partnership with the South San Francisco Unified School District. It features visual artwork by students and youth performing arts groups. The show was suspended during Covid but next year the live co-partnered event is scheduled to return on March 10 and 11. • The Scholarship Program, titled the Jack Drago Cultural Arts Commission Scholarship, is an annual financial award provided to eligible South San Francisco Unified School District high school seniors giving them opportunity for continued education in the arts. This scholarship was created in 1999 and the current name was approved in 2002 to honor former Mayor Jack Drago. Since 1999, there have been forty recipients of the scholarship. The scholarship is exclusively funded by fundraising. This past August, the Commission held its annual fundraising BBQ, the first live one since the pandemic, and it was very successful. Manager O’Brien shared that staff would appreciate feedback on the information shared by Ercie Santos regarding the Public Arts Master Plan. Staff started the Public Art Master Plan in June and are working with consultant, Art Builds Community, who were present at Movie Night. She also provided means for the Commission and community to participate by giving input via filling out the survey and attending upcoming outreach events. Manager O’Brien provided timing on the Day of the Dead art show being held at the Municipal Services Building -- on Friday, October 14, 6:00 p.m. to 8:00 p.m. and Saturday, October 15, 11:00 a.m. to 4:00 p.m. Commissioner DeNardi thanked Ercie for the presentation and spoke about how wonderful the barbecue event was. She also suggested looking into what other events are going on at the same time when planning exhibits, so there is no conflict in schedules for community members if possible. Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 6 Manager O’Brien responded that they are aware of the scheduling conflicts. With so many other events also on calendar it can be difficult to schedule events but will do their best moving forward. Commission Burgo enjoyed the presentation and stated she will take the survey to relay her feedback and comments. She will also share the information with others so that they can also give their feedback. Commissioner Camacho also thanked Ercie for a great presentation and all the things she is doing for the Cultural Arts program. Commissioner Uy gave thanks for the presentation and is looking forward to the Day of the Dead art show. Commissioner Firpo said it was a great presentation and he enjoys seeing art around the city. He spoke about the mural at Gardiner Park and wanted to know if it’s being checked on to make sure that it hasn’t been vandalized. Manager Richardson responded that they have staff that visit that park every day and there have been no incident reports about the mural. Chair Lock thanked the staff for all the diversity of activities that they bring to the community. The richness of life in community is a direct result of having a very active Cultural Arts Program. He enjoys the colorful artwork on his walks. B. Tree Inventory Update Manager Richardson gave a brief overview on our updated tree inventory. In 1989, the City adopted a tree preservation ordinance, which put it into municipal code that certain trees of a certain sizes are protected. In 2000, the ordinance was updated and then again in 2016 it was updated to stay current. The last tree inventory was conducted in 2016, which had some errors and became out of date. It’s recommended that tree inventory be done every five to seven years with a professional service. Staff are currently in that five-to-seven-year period and have contracted with Davey Resource Group to perform the work. Manager Richardson shared his screen of the new software program used to take inventory. The public will also be able to go to City’s website to view the tree inventory. The program has a mobile component which allows staff on the back end to see entire work history, health rating of the tree, and dispatch work through the system. Crews will have a tablet in the field and once work is completed on the tree, they will update it on the tablet allowing us to see them working through these trees real time. The software also includes metrics, such as environmental benefits of the urban forest. The inventory does not currently cover Sign Hill as tree work there is not complete. Commission DeNardi asked if input from the community was received as far listing trees that may induce allergic reactions. Manager Richardson replied that it wasn’t part of this Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 7 project but that during the public meetings for the Urban Forest Master Plan, they tried to address those concerns. Commissioner Battaglia asked if all the trees on the map are City-owned trees. Manager Richardson replied that all the trees on the map are City owned. He stated the City also has roughly 5,000 vacant tree wells. Through the years staff has found having trees on private property that the City maintains creates a bit of conflict. He also shared that he and Director Mediati have spoken about using the tree fund sometime in the future to offer to supply residents with a tree to plant in their front yard that the City will pay for, but the resident would be responsible for maintaining. This will help reach our goal of 22.6% canopy coverage and provide many environmental benefits. Commissioner Camacho shared that she had sent Director Mediati a website that shared trees that do well in San Francisco and was wondering if that was something we could eventually provide in South San Francisco because of all the microclimates. Manager Richardson shared that South San Francisco has something like that on our website that was created during the Urban Master Plan. It shows the city in zones mapped out and certain trees have a number designation depending on that zone. Vice Chair Firpo asked when the public facing part of the program will be made public. Manager Richardson replied that he’s hoping it will be ready to launch mid to late October. Chair Lock asked how will questions from the public be answered when they start asking why trees are being planted throughout the city but there aren’t any in their area. Manager Richardson responded that the main goal of the inventory is to identify which neighborhoods are very low on canopy. There are some neighborhoods that don’t have any public right of way or public space to plant trees, so that’s when they’ll engage residents so that they want to plant on their properties. C. Skate Park Renovation Update Manager Richardson gave a brief update on the Skate Park. Minor adjustments are being made. The interior fence around the skate park has been removed creating more open area. The entire area has been repaved, increasing the skateable area about two times greater than it was before. The existing ramps that were in the park have been pushed back to help open the flow allowing the skaters to move through and hit different obstacles as they skate. After engaging the skating community of South San Francisco, staff held a meeting at the park with them and laid out this plan which they seemed excited about. Staff also collected some data from them about what they’d like to see in the future to help us inform the design of the future Centennial Way skate area. The park will have two grind ledges at different heights, a manual pad/fun box, which is a low-lying concrete box with steel edging and a sixteen-foot-long square rail. These pieces are in production now. K-rails will act as barriers to keep cars from driving in the skate park and skaters can use them to do tricks on. The k-rails should be delivered shortly. The paving portion of the project has been completed. Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 8 Commissioner Battaglia asked if the park will be locked at night. Manager Richardson answered that the gate at night will be closed. Commissioner DeNardi asked if you can drive a car in that area. Manager Richardson answered that you could not drive in there. The k-rails will be blocking the park. Commissioner Burgo stated that she liked the simplicity of the park and that she agrees with Manager Richardson on the trend of what skating is now. Vice Chair Firpo shared that his only concern with the park would be signage. He suggested “use at your own risk” or “skate with a partner” signage. Director Mediati noted that there was a law passed reducing city liability for activities that are inherently dangerous but there is still public benefit for providing, for example skate parks. The City is held harmless if something were to happen that wasn’t out of obvious neglect. However, signage may still be a good idea because we do care about people being safe. Manager Richardson added that he’s hoping that the new paving will help make it safer to skate on, but also agrees that some signage should be installed. Commissioner Uy added that having signage outside of the skate park would be beneficial too. It will help deter people from skating in other areas at the park if they know that Orange Park has a skate park and where it’s located. He stated that the new obstacles look great, and he likes the idea of keeping the fence down so that its more inviting to people. Chair Lock likes Commissioner Uy’s suggestion of signage to let people know not to skate in certain areas and where to find the skate park. IX. Friends of Parks and Recreation: Kimberly Morrison, Child Care Supervisor, stated that Friends of Parks and Recreation will be operating the beer and wine booth at the Concert. Volunteers are welcome. X. Beautification Committee: Director Mediati reported that there are no updates at this time. XI. Items from Commission: Vice Chair Firpo had no items. Commissioner DeNardi shared some concerns from community members that feel that they don’t want to join a club to play bocce ball in a league. In other cities, they have bocce courts in which you play league games without joining a club. She suggested this could be offered by Parks and Recreation. Commissioner DeNardi also brought up a resident concern regarding the condition of the men’s bathroom by the tennis court. Although she knows that Parks staff is doing their routine in the morning and again in the evening, the community members are asking if there could be a little more upkeep. She also shared that she enjoyed the renaming ceremony at the Community Learning Center, Hispanic / Lantinx flag raising, and Movie in the Park. Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 9 Commissioner Uy shared that he still has significant concerns about the same bathroom but seems like the staff is doing what they can. He believes the bocce ball situation should be looked into, especially if multiple people are speaking about it and it’s deterring regular members of the community. He shared that people he’s been talking to have shown interest in bringing reservations back to the tennis courts, especially at Orange Park, even having one or two courts reservable would help. Commissioner Uy also commented that he’s looking forward to the new fields and to our new Recreation Center and noted he thinks the Department is doing a great job. Commissioner Camacho shared details about the Improving Public Places Committee’s event held a couple of weeks ago. The turn out was great. She complimented the lights being installed in the breezeway. Commissioner Burgo said the breezeway looks beautiful and makes it feel safer at night with the lights. She asked about the artworks in the breezeway, and their disposition. Director Mediati responded that the artist has first right of refusal to come in to repair them, but unfortunately, they might be beyond repair. Commissioner Burgo also asked on any updates on Paradise Valley Kids Club. Acting Manager Stenhouse gave update that the first class was on Monday. There was a total of three enrollees for the baseball clinic. The Tuesday through Thursday programs didn’t have enough enrollment. There was only one enrollment for Thursday. After Concert in the Park is done, staff will further study program offerings for the three days with low enrollment, but the Mondays will pull through and hopefully have more enrollment. Director Mediati noted that we’ve begun to advertise more broadly to Martin School and those displaced when Boys and Girls club left, as well to the broader neighborhoods. Chair Lock asked how much water the storm drain is providing for irrigation. Director Mediati explained that for the first four months, the City is required by the State Water Board to monitor the water quality before using it for irrigation. So currently the water being captured is being treated, tested, and released in Colma Creek to make sure it is at a safe enough level to use. Chair Lock asked Manager Richardson about the slides at Alta Loma and at the small kids’ structure at Orange Park, and when can the public expect them to be open. Manager Richardson responded that the slide at Alta Loma was ordered many months ago and is scheduled to ship out on September 28. It will be installed as soon as it is received. The slide at Orange Park itself is not damaged, but the decking in front of the slide had a couple of cracks in it and was a tripping concern. Manager Richardson will reinspect it tomorrow. Recent timeframes for delivery of playground pieces is anywhere from three to seven months or more, unfortunately. Chair Lock reports that in the Genentech parking lot north of the multi-colored poles there are two spots there for public parking and a pathway from the parking lot to the bayside trail. The pathway has a sign on it that says “Genentech Private Property” which would Parks and Recreation Commission Minutes of the Meeting of September 20, 2022 Page 10 make people apprehensive about parking there. Sign should be moved, and their security should know that its ok for the public to use those two spots. Director Mediati said they can try to reach out to their head of security. Chair Lock asked about the canopy area at Concert in the Park. How big is it? Will it have enough room for the public? He is concerned that the people who are the to publicize will take up all the room before any families get there. Director Mediati responded that the canopy area will be around 100 feet long by 50 to 60 feet wide. Unfortunately, this year the event footprint is small because the baseball fields not being available. Next year the fields will be open, so they’ll have a much larger area to work with. XII. Items from Staff: A. Calendar of Event Director Mediati provided a brief update of the Calendar of Events. B. Administrative Updates Deputy Director Duldulao provides staffing updates on the rotating acting assignments for Acting Recreation Manager. Laura Armanino completed her term and beginning September 12, Devin Stenhouse took the role of Acting Recreation Manager. Manager Richardson gives update on the Westborough Park pathway project. Repairs are out to bid and bid period should close next week and reward of that contract will be taken to Council on October 12. Should everything go smoothly, notice will be given to proceed, and work should hopefully start by the end of October. Substantial closure of the upper field will happen during the time of the work being done. Vice Chair Firpo asked if there was an update regarding the SSFUSD’s vacant field above the park. Director Mediati responded that a meeting with SSFUSD was held earlier in the month and the discussion was very open ended. It was a discussion of whether the District want to partner with the City in doing something with the land. It’s a great opportunity site for the community. XIII. Adjournment: 9:42 p.m. Respectfully submitted by Jeanette Yoshida, Administrative Assistant II Next Meeting: October 18, 2022 Staff Report DATE: October 18, 2022 TO: Parks and Recreation Commission FROM: Greg Mediati, Director of Parks and Recreation SUBJECT: Library | Parks and Recreation Donor Wall Update RECOMMENDATION It is recommended that the Parks and Recreation Commission receive an update on the donor wall for the new Library | Parks and Recreation Center. BACKGROUND/DISCUSSION At the inception of the capital campaign for the new Library | Parks and Recreation Center, donor recognition categories were identified at the following levels: • Patron - $20 - $999 • Supporter - $1,000 - $4,999 • Friend - $5,000 - $9,999 • Sponsor - $10,000 - $49,999 • Partner - $50,000 - $99,999 • Benefactor - $100,000 - $299,999 • Director’s Circle - $300,000 - $999,999 • President’s Circle - $1,000,000 and above The fundraising campaign advertised that the names of donors at the Supporter level of $1,000 and greater will be listed inside the building. The project team spent a significant amount of time looking at examples of how other organizations, including public agencies, hospitals, schools, and museums, have designed signage to acknowledge contributions. Many locations throughout the building were considered. These deliberations resulted in a determination that a location on the first floor outside of the City Council Chambers in the Atrium, adjacent to an area that has been designed to accommodate rotating exhibits of public art, would be ideal. The project team weighed the pros and cons of many styles of donor acknowledgement walls. Commissioner Camacho previously voiced support of a digital donor wall. This option was further supported by the City Council Naming Subcommittee. After numerous design iterations, a digital donor wall was selected for the following reasons: Staff Report To: Parks and Recreation Commission Date: October 18, 2022 Subject: Library | Parks and Recreation Center Donor Wall Update Page: 2 • Modern, contemporary building calls for a state-of-the-art solution, as is being utilized in newer buildings. • Older style donor walls can look dated and can fade into the background over time. • Dynamic vs. static display is more visually appealing and more likely to be noticed. • Digital display is not limited to only those donations received at the time the sign is created. • Donations received after the building opens can continue to be added as received. • Display background can be changed with unlimited fresh new images. • A portion of the digital display can be utilized to communicate important information or advertise community events. • Entire digital display can be utilized to display digital art or to communicate an important message if desired in the future. • Software utilized by building staff to display room activities, and to program the large outdoor digital display, can also be efficiently utilized for the donor display. The following graphic illustrates how the digital donor wall can be programmed to include the donor categories identified above in different type sizes. The background shown is illustrative only; any images can be displayed as background. The images can be easily changed. Staff Report DATE: October 18, 2022 TO: Parks and Recreation Commission FROM: Greg Mediati, Director of Parks and Recreation SUBJECT: Oyster Point Development Update RECOMMENDATION It is recommended that the Parks and Recreation Commission receive an update on the status of the Oyster Point Development Project. BACKGROUND/DISCUSSION The Oyster Point Marina and Park is undergoing a significant development – a public-private partnership between the City of South San Francisco and a developer, Kilroy. In 2011, the City entered into a development agreement with Kilroy’s predecessor, Shorenstein Properties to build 2.3 million square feet of waterfront research and development space at Oyster Point. At that time, the City approved a precise plan for the two phases of the project (known as Phase I and Phase II), which guaranteed certain entitlements to the developer. Under the economic conditions that emerged at the time, the development was not constructed until years later. In referencing the various components of this project, the phases use the following nomenclature: Phase I-D (“Developer”) refers to the first phase of the developer’s property; Phase I-C (“City”) refers to the first phase of City property to be improved for public benefit. Likewise, there is a Phase II-D and a future Phase II-C, for which conceptual design is beginning. When the development agreement and precise plan were approved in 2011, a number of improvements were included for public benefit. The cost of the improvements was split between the City and the developer in a complex agreement which included some conveyance of property to the developer in exchange for their contribution toward a significant share of the public improvements. Staff Report To: Parks and Recreation Commission Date: October 18, 2022 Subject: Oyster Point Development Update Page: 2 Phase I-D included the construction on property conveyed to the developer, including: • Repair of the clay landfill cap • Remediation/clean-up of a sump area • Installation of methane control and monitoring system • Relocation of landfill refuse • Development of approximately 500,000 square feet of research and development/office buildings Phase I-C involves the area between the ferry terminal and Oyster Point, including: • Streets and utilities • Repair/upgrade of the clay landfill cap on City-owned property • Reconfiguration and repair of existing parking areas • Grading and construction of an open space area • Demolition and grading at a potential future hotel site • Landscaping of a beach area and park • Elevation of the waterfront to anticipate future sea level rise and reconstruction of the Bay Trail • Landscaping and construction of a new entrance roadway, previously called the Palm Promenade Much of this work has been completed or is nearing completion. The City has accepted maintenance responsibilities of the majority of Phase 1-C landscape improvements, as of early October. Three restroom / marina shower facilities are nearing completion as well and will be opened after being energized by PG&E. This work was originally planned to occur in spring 2022, however numerous project delays by PG&E have postponed opening. Energizing is now planned to be completed at the end of October or early November, with restroom commissioning taking place thereafter. The largest portion of work yet to take place involves regrading and landscaping of the open space parcel between the future hotel site and the Stripe campus. The work at the open space parcel involves two components. First, the parcel required rough grading as part of the overall refuse relocation and cleanup work required for the former landfill site. This work is designated as a part of Phase I-D improvements. Second, the work on the parcel as a part of Phase I-C involves fine grading and compaction, turf landscaping, drainage, and irrigation. This work is funded jointly by the City and Kilroy, and has yet to be completed. Prior to the rough grading work, a settlement agreement between the City and Developer anticipated that Kilroy may need to relocate refuse from its properties onto the open space parcel. During the project, additional refuse was in fact found and located at this site. Furthermore, swelling of soil and fill placed here elevated the final grade of the site. Additional grading work is necessary to create an accessible open space area, and the costs associated with this work is being negotiated between the City and Developer. As a result of this additional and expanding fill, the City is developing new grading plans for the site. It is anticipated that the usable space will be smaller than previously anticipated. The final construction plans are intended to establish the exact elevations of the finished improvements. Staff Report To: Parks and Recreation Commission Date: October 18, 2022 Subject: Oyster Point Development Update Page: 3 As funding becomes available, future development of this open space will be considered by staff and the Commission, of course with resident feedback. At time of opening later this year or early next year, the open space will largely consist of an open irrigated lawn, native grasses, a parking lot, and an accessible path of travel to the top of the hill. Staff will apprise the Commission of additional details as they are known. Staff Report DATE: October 18, 2022 TO: Parks and Recreation Commission FROM: Greg Mediati, Director of Parks and Recreation SUBJECT: Cancellation of November or December Commission Meeting RECOMMENDATION It is recommended that the Parks and Recreation Commission discuss the potential cancellation of the November or December Parks and Recreation Commission meetings, and provide direction to staff. BACKGROUND/DISCUSSION As done each year, staff is agendizing this item as an opportunity to cancel one or both of the regular Parks and Recreation Commission meetings scheduled for November 15 or December 20, if so desired. PARKS AND RECREATION DEPARTMENT EVENT CALENDAR Month: October 2022 Day Date Event Time Location Saturday 01 Sunday 02 Monday 03 Tuesday 04 Wednesday 05 Thursday 06 Friday 07 Saturday 08 Sunday 09 Monday 10 Indigenous Peoples’ Day/Programs Closed Tuesday 11 Wednesday 12 City Council Meeting 6:00 p.m. Online and MSB Council Chambers Thursday 13 Friday 14 CAC Día de Muertos/Day of the Dead Art Show 6:00 p.m. – 8:00 p.m. MSB Saturday 15 CAC Día de Muertos/Day of the Dead Art Show San Mateo County Commissioners Workshop 10:00 a.m. – 4:00 p.m. 9:00 a.m. MSB Burlingame Rec Ctr Sunday 16 Monday 17 Tuesday 18 Parks & Recreation Commission Meeting 7:00 p.m. Online Wednesday 19 Thursday 20 Cultural Arts Commission Meeting 6:30 p.m. Online Friday 21 Saturday 22 Halloween Extravaganza 11:00 a.m. – 3:00 p.m. Orange Memorial Park Sunday 23 Monday 24 Tuesday 25 Wednesday 26 City Council Meeting 6:00 p.m. Online and MSB Council Chambers Thursday 27 Friday 28 Saturday 29 Sunday 30 Monday 31 Last day for Public Art Master Plan Online Survey 11:59 p.m. Online PARKS AND RECREATION DEPARTMENT EVENT CALENDAR Month: November 2022 Day Date Event Time Location Tuesday 01 Wednesday 02 Thursday 03 Friday 04 Saturday 05 Holiday Boutique 10:00 a.m. – 4:00 p.m. MSB Sunday 06 Monday 07 Improving Public Places Committee meeting 5:30 p.m. Tuesday 08 Election Day Wednesday 09 City Council Meeting 6:00 p.m. Online and MSB Council Chambers Thursday 10 Early Learning Resource Fair 4:00 p.m. – 7:00 p.m. MSB Friday 11 Veterans Day/Programs Closed Saturday 12 Sunday 13 Monday 14 Tuesday 15 Parks & Recreation Commission Meeting 7:00 p.m. Online Wednesday 16 Thursday 17 Cultural Arts Commission Meeting 6:30 p.m. Online Friday 18 Night of Fun Family Thanksgiving Feast 6:30 p.m. Teglia Center Saturday 19 Thanksgiving Fun Run 9:00 a.m. 340 Point San Bruno Blvd., SSF Sunday 20 Monday 21 Tuesday 22 Wednesday 23 City Council Meeting 6:00 p.m. Online and MSB Council Chambers Thursday 24 Thanksgiving/Programs Closed Friday 25 Thanksgiving/Programs Closed Saturday 26 Sunday 27 Monday 28 Tuesday 29 Wednesday 30 PARKS AND RECREATION DEPARTMENT EVENT CALENDAR Month: December 2022 Day Date Event Time Location Thursday 01 Friday 02 Saturday 03 IPP Wreathmaking Workshop 9:30 a.m.-12:00 p.m. / 1:00 p.m.-3:00 p.m. Fernekes Sunday 04 Santa Comes to Town 11:00 a.m. – 3:00 p.m. City Hall Monday 05 Orange Pool Closed for Maintenance (Dec. 5 – Jan. 2) Tuesday 06 Wednesday 07 Thursday 08 Friday 09 Saturday 10 Sunday 11 Monday 12 Tuesday 13 Wednesday 14 City Council Meeting 6:00 p.m. Online and MSB Council Chambers Thursday 15 Cultural Arts Commission Meeting 6:30 p.m. Friday 16 Saturday 17 SSF Civic Ballet: Nutcracker TBA TBA Sunday 18 SSF Civic Ballet: Nutcracker TBA TBA Monday 19 Winter Camp Begins (tentative: Dec. 19 – 30) Terrabay Tuesday 20 Parks & Recreation Commission Meeting 7:00 p.m. Online Wednesday 21 Thursday 22 Friday 23 Recreation Administrative Office Closure (Dec. 23 – Jan. 2) Other City offices close at 12:00 p.m. Saturday 24 Sunday 25 Monday 26 City offices closed Tuesday 27 Wednesday 28 City Council Meeting 6:00 p.m. Online and MSB Council Chambers Thursday 29 Friday 30 City offices close at 12:00 p.m. Saturday 31 CITY OF SOUTH SAN FRANCISCO INTEROFFICE MEMORANDUM DATE: September 29, 2022 TO: Mayor, Vice Mayor and City Councilmembers FROM: Greg Mediati, Director of Parks and Recreation SUBJECT: Parks and Recreation Department Update Concert in the Park Concert in the Park, the City’s largest annual event produced by the Parks and Recreation Department, took place on Saturday, September 24 and was enjoyed by 2,500 – 3,000 individuals. From 11:30 a.m. to 5:00 p.m., guests were treated to a variety of activities, exhibitors, and food and beverage offerings in between performances by cultural groups, Pacific Mambo Orchestra, and Rick James’ Stone City Band. Additional details on the event’s highlights, successes and challenges will be provided in an upcoming update. Prior to the event, Building Maintenance staff performed a deep cleaning of the interior, as well as pressure washing and hand cleaning of the exterior of the Fernekes Building. Along with the cleaning, staff checked and tested the exterior electrical outlets and repaired the exterior lights surrounding the building. The Building Maintenance Division also provided staffing support during the event, keeping the areas clean and assisting with the setup and breakdown to ensure a great experience for the event participants. Parks Division staff had been working for three weeks prior to the event. Staff spread approximately 60 cubic yards of soil over the field to address any low spots or tripping hazards, as well as spreading mulch around the perimeter of the field and adjacent planters. Staff had also been focused on detailing the restrooms and landscaping. The tree crew had been working to raise trees and provide some aesthetic pruning throughout the park, as well. Recreation Division Update Youth Enrichment Services Out of School Grant The Youth Enrichment Services Program (YES) received a $50,000 grant from San Mateo County’s Strong Out-of-School Grant Program for the Los Cerritos REAL (Recreation, Enrichment, and Learning) After School Program. This grant will provide funding in three areas: staffing, recruitment assistance, and scholarships. The grant will allow the YES Program to hire three additional hourly staff members, which will enhance staff to child ratios from 1:20 to 1:10. Parks and Recreation Department Update September 29, 2022 Page 2 of 4 The grant will also provide incentives for current staff who refer applicants that are hired and work through the school year. The grant will also provide scholarships to children who attend the Los Cerritos REAL Program for the winter and spring camps. Westborough Preschool Update Last week, children at Westborough Preschool learned about farms. They read stories, made art projects, and even went on a virtual field trip to a farm. One of the preschool parents, Nate Pisani, who also is a Parks Maintenance Worker for the City, brought one of his chickens in for show and tell. The children learned that chickens lay approximately one egg per day and that the eggs come in a variety of colors. The children had the opportunity to see a blue egg that “Blue, the chicken,” laid that day. The children also learned that chickens sleep in a coop together and that they snuggle with each other to stay warm and protect each other from other animals. They also learned that Blue’s favorite fruit is watermelon and that she eats chickenfeed to keep her healthy. This was a very fun experience for our preschoolers. Thank you to the Pisani family for letting the children meet Blue! Sports Program Update The fall season is underway for the Sports Programs as the Department continues to offer sports to youth in South San Francisco to teach them fundamentals, teamwork, sportsmanship, and help them live an active lifestyle. The RAPP (Recreation Afterschool Parks and Playgrounds) Program, 3rd through 5th grade basketball league, began this month with 43 children enrolled. This is a seven-week program with one practice per week and five games. Practices are being held at Spruce Elementary School on Mondays, Tuesdays, and Wednesdays with games being played on Fridays at the Terrabay Gymnasium. Middle school flag football and volleyball started practice a few weeks ago and games are set to begin at the end of this month. The Sports Program was able to form three teams for flag football among the 27 participants that signed up, and 63 girls formed six volleyball teams. Flag football practices are being held at the Terrabay Field on Tuesdays and Thursdays while volleyball holds their practices at the Terrabay Gymnasium on Monday through Thursday. Parks and Recreation Department Update September 29, 2022 Page 3 of 4 American Red Cross Blood Drive Results The City of South San Francisco partners with the American Red Cross to host blood drives each year at the Municipal Services Building. The results from the four 2022 blood drives are below: DATE Goal Collected Tuesday, January 4, 2022 25 24 Tuesday, March 1, 2022 27 21 Tuesday, July 5, 2022 27 33 Tuesday September 6, 2022 27 31 TOTAL: 109 units = 327 patient lives impacted There are currently two dates confirmed for the 2023 Blood Drive at the Municipal Services Building: January 3 and March 7, 2023. To donate blood, visit RedCrossBlood.org. Fall Recreation Classes Fall classes began Monday, September 12. There are over 650 participants currently registered in classes, which includes in-person lessons and five virtual classes. This session, staff introduced three new classes: Introduction to the Night Sky, Cartoon Crafts, and Improv Quilting. Afterschool class programming is now taking place every Monday at the Paradise Valley Recreation Center with the class focus on baseball fundamentals and is geared toward participants in 1st through 5th grade. Programs on Tuesdays – Friday have not seen any enrollment. Parks Division Update Al Seubert Memorial Bench Parks Division staff recently completed the installation of the Al Seubert memorial bench on Sign Hill. This bench and the location were selected by the Seubert family after the 2020 Diamond Fire destroyed the Seubert Grove. The bench is located where the grove once stood. Installation of this bench involved moving downed trees to create an area that could be graded flat, importing of base rock, and pouring concrete pads for the bench to rest on. Additionally, a new pathway was created to access the bench. This path was created with compacted base rock and delineated with tree trunks. The bench is made of concrete and will last for many years, honoring the herculean efforts of Al Seubert and his work on the hill. Parks and Recreation Department Update September 29, 2022 Page 4 of 4 Grand Avenue Breezeway Lighting Improvements continue to be made to the breezeway adjacent to 329 Grand Avenue. The latest work to be done was the completion of installing vehicle bollards and lighting across the breezeway to provide both pleasant ambiance and security. These lights were hung in a pattern between the poles that were installed in the first phase of work. The lights run on a photocell, meaning they turn on automatically at night, but Parks staff also requested a bypass switch so they can be turned on during the day if there is ever a need. The lighting is such that it illuminates the breezeway but does not generate too much light that may bother residents on Grand Avenue. Future work will include repainting the walls in the breezeway. Coastal Clean Up On September 17, the Parks Division participated in Coastal Clean Up, hosting the annual clean up at the end of Haskins Way where it intersects the Bay Trail. Overall, approximately 115 volunteers showed up for the day including many students from Westborough Middle School, as well as students from El Camino High School and All Souls Catholic School. The event was from 9:00 a.m. to 12:00 p.m. and approximately five cubic yards of trash was collected from along the Bay Trail, which roughly equates to 1,500 pounds of trash. A video recap of the event can be found by following this link: https://fb.watch/fBQXqcFCDW/. CITY OF SOUTH SAN FRANCISCO INTEROFFICE MEMORANDUM DATE: October 13, 2022 TO: Mayor, Vice Mayor and City Councilmembers FROM: Greg Mediati, Director of Parks and Recreation SUBJECT: Parks and Recreation Department Update Preschool Mask Policy In an effort to remain aligned with the State of California’s Department of Public Health guidance, the Department’s preschool programs have transitioned to a new mask policy. On Monday, October 3, the Department no longer requires masks, but rather strongly recommends mask wearing regardless of vaccination status while indoors. Public safety recommendations and best practices were also shared with preschool families to help decrease transmission. Children who do not have COVID-19, but are ill, can return to school after they test negative and have been symptom-free or have had symptoms improve during the past 24 hours. Depending on the symptoms, staff may ask for a doctor’s note. If children are returning from being ill and still display mild symptoms, such as coughing and sneezing, they must wear masks until their symptoms subside. In addition to providing an extra layer of protection against COVID-19, masks and handwashing help lower the transmission rate of seasonal colds and flu. Youth Enrichment Services Parent-teacher conferences for South San Francisco Unified School District families were held from September 19 through September 23. During this week, the children had early dismissal which allowed the Youth Enrichment Services after school programs to plan special activities off-site. Children were given a tour of Fire Station 61, where they learned what a day in the life of a firefighter was like and were also given the opportunity to sit inside a fire engine. Children were given their own helmets and badges at the end of their tour. Children also toured the library and learned about makerspaces, participated in a rainbow craft project and a scavenger hunt. At Alta Loma Park and Orange Memorial Park, children participated in a variety of games and activities. Parks and Recreation Department Update October 13, 2022 Page 2 of 5 Staff also hosted a special activity day, where each group of children planned their activities, including Wheel Day, Iron Chef, and Toy from Home Day. Wheel Day provided the opportunity for children to bring bikes or scooters to the program and Iron Chef consisted of a cooking competition. Overall, the children had an amazing week of fun and learning. Full of Fun Camp Update The Department held the first Full of Fun Camp event of the fall on Thursday, September 29. Twenty campers and nine volunteers attended the Roberta Cerri Teglia Center for an evening of socialization, ping pong, card games, and bingo. The Department’s Full of Fun Camp and Nights of Fun offers a safe place for teens and young adults with special needs to socialize and have fun with their peers. The program is designed with teen volunteers as an integral component. Together, volunteers and participants enjoy all aspects of the camp together. Using teen volunteers who accept young adults with special needs and demonstrate their acceptance in public, allows them to celebrate each other’s achievements. They provide important social support to each other and motivate each other to fully participate in activities. Jack Drago Cultural Arts Commission Youth Scholarship Fundraiser In August, the Cultural Arts Commission held their annual fundraiser barbeque for the Jack Drago Youth Art Scholarship. The scholarship, which is awarded annually in the spring, recognizes graduating high school seniors from the South San Francisco Unified School District who plan to continue their practices and studies in the arts. All proceeds from this event go directly to funding the Jack Drago Cultural Arts Youth Art Scholarship. Parks and Recreation Department Update October 13, 2022 Page 3 of 5 This event marked the first in-person Cultural Arts fundraiser since 2019, and the Youth Art Subcommittee responsible for this event was thoughtful in incorporating some changes to entertain and welcome all in attendance. This year, attendees had the option to enjoy their barbequed lunch indoors or outdoors while shopping for goods from local artisans, bidding on auction items, or enjoying the three live performances. Guests were delighted by vivacious dance performances by the youth of our community through Spark of Creation Studio and fun musical performances by the LoveStruck Band and Diversity Glee. Generous community members and organizations contributed to the silent auction and helped make the event a success. In total, over $5,000 was raised for the Jack Drago Cultural Arts Commission Youth Art Scholarship. Community members of all ages were delighted to gather and celebrate the arts while raising money for a good cause. Día de Muertos/ Day of the Dead – A Celebration in Art The South San Francisco Cultural Arts Commission presents a multi-media art show featuring works celebrating the traditions of Día de Muertos or Day of the Dead. This cultural tradition, observed in Mexico and Central America, honors the life of deceased family members and friends. It is a joyful celebration, expressed in vibrant crafts, art, music, dance, parades, and the preparation of traditional cuisine. The show will open on Friday, October 14 from 6:00 p.m. to 8:00 p.m. and continues on Saturday, October 15, from 10:00 a.m. to 4:00 p.m. at the Municipal Services Building. Admission is free. The juried visual art exhibit features two-dimensional and three-dimensional artworks, including painting, photography, mixed media, and cultural crafts. The event also showcases the artwork of the Department’s Childcare Program participants. Colorful Día de Muertos arts and crafts will be available for purchase. Exciting craft activities Parks and Recreation Department Update October 13, 2022 Page 4 of 5 will occur from 12:00 p.m. to 3:00 p.m. on Saturday, including a sugar skull activity by well-known local artist, Evangelina Portillo. Other activities include mask making and more. The Municipal Services Building atrium display window currently features a Day of the Dead art installation by Evangelina. An extended exhibit of selected art will follow the show. The virtual gallery location and updated event information will be posted on www.ssf.net/culturalarts. Cultural Arts Commission – Public Art Master Plan The Art Builds Community (ABC) consultant team is in the community engagement phase working towards the development of the City's first Public Art Master Plan. This planning process will help guide the development of new cultural and arts programming and art in public places. Since June, the community has had various opportunities to provide input via focus group meetings with staff, stakeholders and local artists, fun pop-up engagement activities, and online surveys. A brief informational webinar, available in English and Spanish, describes the concept and benefits of Public Art Master Plans. The online surveys are accessible via the links below. All who live, work, and play in the city are encouraged to submit their feedback. The survey outreach has been extended to the end of November. • SSF Art Master Plan Survey (English) • Encuesta de las Artes en SSF (Español) The final creative art pop-up and outreach activity will occur at the Día de Muertos/Day of the Dead Art Show on October 15 at 11:00 a.m. at the Municipal Services Building. Updates on this planning process are located at www.ssf.net/culturalarts and www.ssf.net/PRMasterPlans. Halloween Extravaganza The Parks and Recreation Department will host its free Annual Halloween Extravaganza at Orange Memorial Park on Saturday, October 22 from 11:00 a.m. to 3:00 p.m. This will be the second consecutive year that the event will be held at Orange Memorial Park. Prior to COVID-19, the event had traditionally taken place at the Municipal Services Building. This year’s event will feature six free activities: a floating pumpkin patch, a traditional pumpkin patch, a trunk or treat, games, a storybook walk, and a haunted house. The floating pumpkin patch will take place at Orange Pool. Up to 40 participants at a time will register in advance and participate in a free recreation swim session from 12:45 p.m. to 1:15 p.m. with 40 pumpkins floating in the water. At the end of the recreation swim, each participant will get a free pumpkin of their choice. The activity will take place again at 1:30 p.m. The traditional pumpkin patch will take place on the soccer field. Participants will need to pre- register for this activity as well, and may receive one free pumpkin per family. Parks and Recreation Department Update October 13, 2022 Page 5 of 5 The trunk or treat activity will take place in the parking lot adjacent to the Joseph A. Fernekes Building. Participating vehicles will pre-register and be on display during the event for trick or treaters to walk from car to car and collect candy and treats from participants. Candy will be provided by the Parks and Recreation Department. Various City departments will participate by decorating their department vehicles. Halloween themed games will also be available for participants to play on the Joseph A. Fernekes Building patios, including Bone Chilling Dice, Eyeball Stack, and Franken Bolt. A storybook walk will also take place in the Sculpture Garden. This was a very popular activity last year. Participants will listen to stories as they move from one station to the next. Characters will tell stories while in costume and within elaborately decorated scenes. Finally, a haunted house will be featured near the art studios. This year’s theme is the Haunted Carnival (or Carn-Evil). There will be a non-scary walk from 11:00 a.m. – 12:30 p.m. and then the experience will shift to a somewhat scarier experience from 12:30 p.m. – 3:00 p.m. This has always been a fun experience for extravaganza-goers! September Thursday, September 29th 6:30pm-8:30pm Roberta Cerri Teglia Center 601 Grand Avenue 3rd Floor Game Night! We will have Bingo, Ping Pong, board games, and more! Light snacks will be provided. RSVP by Thursday, September 22nd October Thursday, October 27th 6:30pm-8:30pm Roberta Cerri Teglia Center 601 Grand Avenue 2nd Floor Halloween! Come in your Halloween costume and get ready for some fun Halloween games, dancing, and cooking project! RSVP by Thursday, October 20th November Friday, November 18th 6:30pm-8:30pm Roberta Cerri Teglia Center 601 Grand Avenue 2nd Floor Family Thanksgiving Potluck! Families are welcome to join us to celebrate Thanksgiving together. RSVP and what you will be bringing by Wednesday, November 9th December Thursday, December 15th 6:30pm-8:30pm Roberta Cerri Teglia Center 601 Grand Avenue 2nd Floor We will be doing a Kris Kringle gift exchange as well as holiday crafts and cooking. Gifts can be up to $15 and should be wrapped. RSVP by Thursday, December 8th To RSVP or for more information please contact Kasey at [email protected] or call (650) 829-3822. Nights of Fun are $5.00 October 14 | 6:00 PM - 8:00 PM October 15 | 10:00 AM - 4:00 PM SSF Municipal Services Building, 33 Arroyo Drive Extended virtual exhibit of select entries October 24 - November 28 Visit www.ssf.net/culturalarts La Catrina by Evangelina Portillo SSF Parks and Recreation Department 33 Arroyo Drive, South San Francisco PH: (650) 829-3800 WEB: www.ssf.net/culturalarts ART ENTRY INFORMATION Online entry deadline: October 7, 2022 For complete guidelines & online application www.ssf.net/culturalarts, Select “Current Opportunities for Artists” Ercie Santos, Cultural Arts Specialist EM: [email protected] PH: (650) 829-3810 14 de octubre | 6:00 PM - 8:00 PM 15 de octubre | 10:00 AM - 4:00 PM La Ciudad de Sur San Francisco Municipal Services Building, 33 Arroyo Drive Exposición En Línea de arte seleccionada October 24 - November 28 Visit www.ssf.net/culturalarts La Catrina by Evangelina Portillo SSF Parks and Recreation Department 33 Arroyo Drive, South San Francisco PH: (650) 829-3800 WEB: www.ssf.net/culturalarts INFORMACIÓN: Somete obras de arte en linea antes del 7 de Octubre de 2022 Para obtener mas información, reglas y formulario de applicacion, Visite: www.ssf.net/culturalarts, Seleccione la conexión: “Current Opportunities for Artists” Ercie Santos, Cultural Arts Specialist EM: [email protected] PH: (650) 829-3810 CARN-EVIL HALLOWEEN EXTRAVAGANZA SSF Recreation Office | (650) 829-3800 | [email protected] STORYW A L K Orange Memorial Park 781 Tennis Drive, SSF Free Admission SATURDAY, OCTOBER 22 11:00 A.M. - 3:00 P.M. SSF Recreation Office | (650) 829-3800 | [email protected] FLOATING PUMPKIN PATCH AT ORANGE POOL *Pre-registration required. One pumpkin per person. Spaces Limited. Registration and event details will be listed at www.ssf.net/rec. COSTUMES ENCOURAGED *TRUNK O R T R E A T *PUMPKI N P A T C H STORY W A L K A T T R A C T I O N S S F P a r k s & Recreation Department *FLOATING P U M P K IN PAT C H H A U N T E D G A M E S City of South San Francisco CITY BOARDS, COMMISSIONS, AND COMMITTEES’ HANDBOOK “A Guide for Community Volunteers” Prepared by the Office of the City Clerk (Revised: January 2022) 1 City Council Mark Nagales (District 2), Mayor Flor Nicolas, Vice-Mayor James Coleman, Councilmember (District 4) Eddie Flores, Councilmember Mark Addiego, Councilmember City Clerk Rosa Govea Acosta, MMC City Treasurer Frank Risso City Manager Mike Futrell City Attorney Sky Woodruff 2 TABLE OF CONTENTS I. Welcome Page  Mission Statement and Core Values 5  Introductions 6  The Purpose for Advisory Bodies 6  Scope of Authority 6 II. City Government  Elected officials 6  Appointed Positions 7 III. Roles and Practices  Appointment Process 8  Eligibility Requirements 8  Term of Office 8 IV. Powers and Duties  Authorizing Documents 9  Bylaws 9  Resignation or Removal from Office 9 V. Meetings  Meeting Times 10  Quorum 10  Chair and Vice-Chair Election 10  Attendance 10  Compensation 10  Code of Conduct 11 VI. Standard Meeting Protocol  Preparing and Posting Agenda 11  Preparing for Meetings 12 VII. Rules of Debate  Role of Chair 13 3  Securing Permission to Speak 13  Public Comments 13  Spokesperson for Group Presentations 14  Addressing the Advisory Body After Motion Made 14 VIII. Decorum of Meetings  Proceedings 14  Preparing Motions 15  Meeting Minutes 15 IX. Legal Matters  The Brown Act 16  Meeting Types 16  Regular Meetings 16  Special Meetings 16  Adjournment or Continuance 16  Email Communication between Members 17  Social Media 17  Appeals 17  AB 1234 – Ethics Training Requirement 17 X. Conflict Of Interest  Recusing Yourself 18  Communication with the Public Outside of Meetings 18 XI. Boards, Commissions, and Committees  City Boards, Commissions, and Committees 19  County Commissions 25 XII. Acknowledgement 26 4 WELCOME Welcome and thank you for your willingness to serve as a member of a City of South San Francisco advisory body. While the City Council sets the goals and priorities for the City and its commissions, board members play an essential role in City governance by assisting the City Council in addressing specific issues in detail, lending professional expertise, facilitating community decision-making, and serving as a primary conduit between residents, City staff and departments, and the City Council. The City Council appreciates your willingness to work in this capacity and hopes your experience will be stimulating, enjoyable, and satisfying. The City of South San Francisco has a varying number of advisory bodies, each with distinct responsibilities. As a new advisory body member, you should familiarize yourself with the documents governing your particular body: these may include City ordinances, City Council resolutions, advisory body bylaws, relevant element(s) of the General Plan, and other documents, all available from your staff liaison. A review of these documents will help you get a sense of what your responsibilities are and what they are not. This Handbook is designed to serve as a reference for the basic protocols that generally apply to all City advisory bodies. Along with familiarizing yourself with your advisory body’s foundational documents, you may want to review agendas and minutes from recent meetings to see what current issues have been under consideration, as well as the advisory body’s work program to familiarize yourself with current goals. By signing this Handbook, each Commissioner agrees to the terms hereof. 5 MISSION STATEMENT The City of South San Francisco’s mission is to provide a safe, attractive, and well- maintained City through excellent customer service and superior programs, and a work ethic that will enhance the community’s quality of life. To that end, we will strive to nurture a partnership with the community by recruiting a diverse and highly skilled workforce, being an active partner in quality education, and attracting and retaining a prosperous business community, all of which will foster community pride and understanding. CORE VALUES The City and Employees of South San Francisco value our role in providing service to one another and the community. As an organization, we are committed to: • Strengthening each other and the organization through dedication and teamwork • Recognizing and respecting diversity and encouraging opinions of the community and workforce • Excellence and Service • Encouraging creativity and supporting problem-solving • Accepting responsibility and accountability • Demonstrating integrity and honesty in all aspects of service • Promoting and maintaining open and constructive communication • Encouraging skill development and professional growth 6 Advisory Bodies advise & make recommendation INTRODUCTIONS THE PURPOSE FOR ADVISORY BODIES Advisory bodies play an essential role in City government by advising the City Council formulating and implementing policy. Advisory bodies also develop recommendations and present supporting information to the City Council. The Planning Commission has the authority to make final decisions; some decisions may be appealed to the Council. The City of South San Francisco advisory bodies have been established by ordinance, except the Design Review Board, General Plan Community Advisory Committee, Housing Authority, Measure W Citizens’ Oversight Committee, Colma Creek Flood Zone Advisory Committee, and San Mateo County Mosquito & Vector Control District, which were established by resolution. Committees are usually established to address projects or specific areas of concern. Task forces generally are given a defined period to accomplish their tasks and are known as ad hoc committees. SCOPE OF AUTHORITY Advisory bodies are not involved in the administration or operation of City departments. Advisory body members may not direct administrative staff to initiate programs and may not conduct major studies or establish policy without the City Council’s approval. City staff members are available to provide general staff assistance to the advisory body. CITY GOVERNMENT CITY COUNCIL The city is a general law city with a Council-Manager form of government. Under this form of government, the City Council is the policy-making body, and the City Manager is responsible for carrying out Council policy. The city is governed by a five-member City Council consisting of the mayor and four Council Members. The Council Members are elected for four-year terms. Municipal elections are held every even-numbered year. On November 3, 2020, two Council Members were elected to Districts 2 and 4; the remaining three Council Members will be elected to Districts 1, 3, and 5, in November 2022. 7 CITY CLERK The City Clerk serves as a steward of the democratic process and is a liaison between the City Council and members of the public. She is a partner in democracy, providing information and ensuring transparency. The City Clerk is an elected representative of the people and serves a four-year term. The City Clerk has legal responsibilities described in California Government Code Sections 40800, et seq., the Elections Code, and City ordinance. CITY TREASURER The City Treasurer is charged with investing City funds to achieve the maximum return on deposits, producing monthly reports to identify amounts and types of investment instruments, arranging payments on City bonds, coordinating financial transactions in cooperation with the Finance Director, and preparing property tax assessments for residents upon request. The City Treasurer is elected to a four-year term and is a part-time salaried position. APPOINTED POSITIONS CITY MANAGER Subject to the City Council’s approval, the City Manager performs a variety of duties designed to promote and further the City’s interests. The City Manager provides general direction to the support staff and department heads, and directs, controls, and coordinates various City services and programs. The City Manager meets with, provides information to, and receives direction from the City Council. The City Manager also advises the City Council on the City’s fiscal affairs and assists the Council in developing goals and the City’s planning framework. Additionally, the City Manager seeks alternative State and Federal revenue sources, coordinates the preparation and submission of grant applications, coordinates and promotes economic development activities, and researches and implements modern management practices. CITY ATTORNEY The City Attorney directs and performs legal services on behalf of the City and its officers, boards, committees, commissions, and departments. The City Attorney attends the City Council, Planning Commission, and other official bodies’ meetings on request. When requested, the City Attorney renders legal advice and opinions, prepares ordinances, resolutions, contracts, and other legal documents, and represents the City as legal counsel. 8 ROLES AND PRACTICES APPOINTMENT PROCESS Any resident interested in serving on an advisory body is invited to complete an application form and submit it to the City Clerk’s Office. When a vacancy occurs, it is publicized, and applications of persons interested in serving on the particular body are accepted. Interviews are typically held during a Special Council Meeting, with the Council’s appointment at the conclusion of interviews. Applications remain on file for one year. In compliance with the requirement of the Maddy Act, California Government Code Section 54970 et seq., a list of the City’s boards and commissions is posted at City Hall and online each year by December 31 and updated as vacancies occur, and appointments are made. ELIGIBILITY REQUIREMENTS Applicants are required to be residents of the City of South San Francisco at the time of appointment and throughout their term. Upon appointment, the City Clerk or a deputized member of the City Clerk’s Department swears in all new members. TERM OF OFFICE Pursuant to Resolution No. 27-2009, the City Council will conduct meetings to interview board, commission, and committee applicants in December or January and May or June of each year. The terms of office for advisory board members, except the General Plan Community Advisory Committee, Housing Authority Tenant Commission, Library Board, Parking Place Commission, Traffic Safety Commission, and San Mateo County Mosquito & Vector Control District, shall be for a four-year term. The term of office for members of an ad hoc committee is generally for the life of the specific issue. The City Council may reappoint board members, commissions, and committees to serve on other advisory bodies upon the expiration of their current terms of office or to the same commission. A board, commission, or committee member may not serve simultaneously on more than one City board, commission, or committee. However, a task force or committee member may also serve on another board, commission, committee, or task force. There are outside agency boards and commissions to which the City Council may appoint a current commissioner as the City’s representative. Pursuant to Resolution No. 27-2009, seated Commissioners whose terms have expired may sit until reappointed or replaced. 9 If an unscheduled vacancy occurs, the council may: (a) allow the seat to remain vacant until the next biannual meeting scheduled for interviews, so long as the vacancy does not cause the respective board or commission to lose its quorum; or (b) determine that an emergency exists and fill the seat immediately, provided that the person appointed to fill the vacancy shall serve only on an acting basis until the final appointment is made pursuant to the recruitment procedures specified in Section 54974 and at the next biannual meeting held to conduct board and commission interviews; or (c) choose to approve the seated members’ service on two legislative bodies until the next biannual meeting for board and commission interviews. POWERS AND DUTIES AUTHORIZING DOCUMENTS The City Council approves the formation, composition, and responsibilities of all advisory bodies. Some advisory bodies, such as the Planning Commission, have duties delegated to the City Council under State law. All advisory bodies operate under Council control and direction and are responsible to the Council for compliance with the Council’s annually adopted goals, policies, and priorities for the following fiscal year; the Municipal Code; and the Brown Act. BYLAWS Each advisory body’s operations, procedures, and duties are established in adopted bylaws. Bylaws are reviewed by the City Attorney and approved by the City Council. RESIGNATION OR REMOVAL FROM OFFICE Committee and board members may be removed by a majority vote of the City Council following three excused or two unexcused absences during one fiscal year. An absence is considered excused when a committee or board member notifies the intended absence secretary at least 24 hours before the scheduled meeting time. All other absences are considered unexcused. If an appointee resigns from office before the end of the term, the appointee shall send a letter announcing their resignation to the City Clerk. Copies will be forwarded to the City Council, the City Manager, and the staff liaison. 10 MEETINGS MEETING TIMES City advisory bodies meet regularly, usually monthly or semi-monthly. All meetings are open to the public, including workshops and study sessions. The calling of a special meeting, or the cancellation of any regular meeting, must be coordinated between the Chair and staff and shall be subject to legal notice under the Brown Act. Advisory body members must also be notified in advance of the canceling or scheduling of any meetings. QUORUM At any advisory body meeting, a majority of those currently appointed shall constitute a quorum to conduct business. Unless otherwise posted, a majority vote of those present and voting shall be sufficient to adopt motions. No business is transacted without a quorum. CHAIR AND VICE-CHAIR ELECTION Each advisory body elects a Chair and a Vice-Chair annually, as specified in the bylaws. ATTENDANCE Appointees to all boards and commissions are expected to attend all the meetings each year. Board, commission, and committee members should understand that the City’s interest is best served by regular participation. Council amended its absenteeism policy for board, commission, and committee members on February 25, 2009. The policy allows the mayor to send a written communication to a member following a second absence from a regular meeting within 12 months. Upon receipt of the mayor’s letter following a second absence, the board or commission member will have the opportunity to respond to the mayor’s letter to explain the reason for the absences. The mayor will then report to the City Council regarding the absences. The City Council will then determine whether the absences were excused or if the board or commission member’s removal is warranted. COMPENSATION Board members receive a stipend of $100 for each regularly scheduled and attended meeting, except members of the General Plan Community Advisory Committee, Housing Authority Tenant Commission, Measure W Citizens’ Oversight Committee, Colma Creek Flood Zone Advisory Committee, and San Mateo County Mosquito & 11 Vector Control District. Board, commission, and committee members are not eligible for any other City-provided benefit. CODE OF CONDUCT Board, commission, and committee members should avoid impropriety in the exercise of their official duties. The professional and personal conduct of members must be above reproach and avoid even the appearance of impropriety. Members shall refrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of other members of the Council, boards, or commissions; the public; and staff. Board, commission and committee members should act with integrity and independence from improper influence as they exercise the duties of their offices. Members should be able to assert policy positions and opinions without fear of reprisal from fellow officials or citizens. Each member must be open and honest, strive to establish a good working relationship with other members of the group, and make every attempt to respect the other viewpoints. Remember that the work accomplished in all groups is done to benefit all citizens of South San Francisco. Therefore, each member should represent the overall public good and not an exclusive group or a special interest. Public statements should always be approved and issued by the board or commission. STANDARD MEETING PROTOCOL PREPARING AND POSTING AGENDA Staff in consultation with the Chair shall prepare agendas for advisory body meetings. The Title and Recommendation of each item on the agenda shall be descriptive and understandable to the public to conform to Brown Act requirements. The posted agenda also shall indicate when an opportunity is provided for members of the public to address the advisory body. If an advisory body member or staff intends to bring up an item for discussion or action, staff must include the agenda item. Members of advisory bodies may request that the Chair or staff place any item within the advisory body’s purview on a future agenda. Information items placed on an agenda may not be acted upon at the meeting. The advisory body’s staff liaison is responsible for preparing the meeting agenda and providing it to the City Clerk’s Office for posting before the 72-hour posting deadline for regular meetings and 24-hour posting for special meetings. Notice of adjournment shall 12 be posted at the door of the meeting within 24 hours of adjournment. Staff shall maintain a record of the agenda and notice of adjournment posting. PREPARING FOR MEETINGS  Be prepared. Thoroughly review the agenda packet, including agenda reports and any other materials before the meeting. The issues that come before advisory bodies are important to the community and demand your consistent attention. In agreeing to serve on an advisory body, you commit to putting in the time required to prepare thoroughly for each meeting.  If you have questions regarding the agenda or agenda report, contact the staff liaison before the meeting to clarify questions or request further information. This is preferable to you conducting your independent research. Conducting independent research may result in your unintentionally obtaining incorrect or out-of-date materials. Using City staff allows you to utilize their years of training and knowledge of citywide issues. Interaction with City staff should be respectful and professional; it should go through the board secretary, or the staff assigned to your commission.  Introducing substantive and/or substantial new information relating to an agenda item that has not previously been provided to staff in sufficient time for staff review may result in the continuance of that agenda item.  Know the responsibilities of your advisory body, as well as the limitations of your authority. As a member of an advisory body, you will be asked to provide recommendations to the City Council about specific issues. Keep in mind that your appointment does not empower you to direct or supervise City staff.  Keep an open mind. An objective, balanced, and receptive approach will help you assess a given issue's facts and evaluate new ideas. When receiving written and oral public testimony, it will be necessary to differentiate between fact and opinion. Keeping an open mind will make it easier for you to understand all sides of an issue before making a judgment or taking a position.  Minimize, or even avoid, contact with the project applicant or project opponents before the meeting at which you will hear the matter in question. Such unilateral or “ex parte” communication is better handled by staff familiar with the issues, who will publicly and fully brief the commission at the appropriate time. Any ex parte communication should be disclosed when the commission hears the matter.  Strive to appreciate differences in approach and point of view. Diversity of ideas sustains a thoughtful dialogue and a vibrant community. Likewise, take care to articulate your ideas: remember that your voice is a critical part of the dialogue.  If you are unsure about something during the meeting, ask for clarification. On behalf of the public, your understanding of issues is important. Each advisory 13 body has a city staff liaison to assist the members throughout the decision-making process. RULES OF DEBATE ROLE OF CHAIR The Chair shall preserve order and decorum at all advisory body meetings, announce advisory body decisions, and decide questions of order. The Chair is responsible for ensuring the effectiveness of the group process. A good Chair A good Chair balances moving the discussion forward with allowing adequate time for all advisory body members and the public to participate, the Vice-Chair shall act as presiding officer. SECURING PERMISSION TO SPEAK Any person or advisory body member desiring to speak shall address the Chair. Upon recognition by the Chair, the speaker shall confine comments to the question under debate, avoid all indecorous language and references to personalities, and abide by the following rules of civil debate. Once recognized, a participant shall not be interrupted except according to rules of parliamentary procedure (e.g., a point of order, parliamentary inquiry, question of privilege, or appeal of Chair are procedural rulings. If one or more public speakers have questions, it is generally preferable for staff or the Chair to respond to such questions at the close of the public comment period. While an individual commissioner may have one or more questions for a person speaking under public comment, commissioners should minimize the questioning of persons speaking under public comments to avoid the appearance of debating that individual. Public meetings will proceed smoothly if all participants keep the following tenets in mind: (1) We may disagree, but we will be respectful of one another. (2) All comments will be directed to the issue at hand. (3) Personal attacks shall be avoided. PUBLIC COMMENTS Persons addressing the advisory body are encouraged, but not required, to fill out a speaker card and state their name audibly for the record. This is helpful for the Clerk recording the meeting. The time limit shall be as stated in the agenda or as directed by the Chair. 14 SPOKESPERSON FOR GROUP PRESENTATIONS Organized groups that wish to make a presentation longer than the time allowed in the agenda should contact the advisory body staff before the meeting. ADDRESSING THE ADVISORY BODY AFTER MOTION MADE After the advisory body makes a motion, no person shall address the advisory body except upon the Chair’s request. DECORUM OF MEETINGS PROCEEDINGS  Start meetings on time. Keep the agenda in mind to give each item the appropriate time.  Announce at the start of the meeting if the order of agenda items is to be rearranged for either convenience, response to those attending only items, or better pacing of the agenda.  Let the Chair run the meeting.  Be fair, impartial, and respectful of the public, staff, and each other. Give your full attention when others speak.  Trust your good judgment on decisions.  Keep in mind that people may be attending a meeting for the first time and may be unfamiliar with the advisory body procedures. In your discussion, either avoid or explain technical terms or verbal shorthand.  Listen to audience concerns.  Do not engage inside conversations or otherwise be distracted.  Do not engage the public in debate.  Remember that your advisory body exists to take action. It is not simply a discussion group or debating society.  End meetings at a reasonable hour. 15 PREPARING MOTIONS Advisory body meetings are usually conducted according to parliamentary procedure. The Chair directs the meeting, and his/her rulings must be followed unless the body overrules them. When a member wishes to propose consideration of a particular item on the advisory body’s posted agenda, the member makes a motion. A motion goes through the following steps. 1. The member asks to be recognized by the Chair. 2. After being recognized, the member makes the motion: “I move that we…” 3. Another member seconds the motion: “I second the motion.” 4. The Chair restates the motion and asks for discussion on the motion. 5. When the Chair determines that there has been enough discussion, the debate may be closed with: “Is there any further discussion?” 6. If no one asks for permission to speak, the Chair then puts the question to a vote: “All those in favor say aye.” “All those opposed say nay.” The Chair should restate the motion before the vote to ensure that all clearly understand the motion. Any member may request a roll call vote on a motion. 7. After the vote, the Chair announces the decision. Properly phrasing a motion can be difficult, and corrections may be necessary before it is acted upon. Until the Chair states the motion, the member making the motion may rephrase or withdraw it. Only motions that are voted on will appear in the minutes. MEETING MINUTES The staff liaison assigned to the advisory body is responsible for preparing the minutes of each meeting. Meeting minutes shall be a brief record of matters discussed and actions taken by the advisory body and adopted as “Action” minutes. The minutes shall also list the names of those persons speaking during the public comment period. Minutes should not reflect personal opinions and/or comments that do not directly relate to the advisory body’s actions. Minutes of the meeting shall be submitted to the advisory body for approval at its next meeting and shall be signed by the Chair. 16 LEGAL MATTERS THE BROWN ACT City of South San Francisco advisory bodies are subject to State law governing both meetings and records. The California law governing open meetings is found in the California Code, Government Code, and Sections 54950-54962. It is popularly referred to as “The Brown Act.” The general intent is that advisory bodies act openly and that their records be open to the public. Exemptions may exist, and each body should orient new members on what, if any, exemptions exist for their meetings and records. MEETING TYPES The Brown Act generally requires boards and commissions to conduct public meetings. A “meeting” is considered to take place any time a quorum of the advisory body gathers to discuss that body’s business; the Brown Act prohibits a quorum from meeting privately. REGULAR MEETINGS The Brown Act requires each legislative body to set the time for regular meetings by ordinance, resolution, bylaws, or whatever specifies the conduct of that body’s business. Advisory body staff is responsible for identifying the type of meeting and posting all notices, including the agenda and notice of adjournment. City Council approves all changes in bylaws, including the change of scheduled meeting dates and times. Under City Council policy, meetings are generally held at City Hall or other City facilities. Meetings may be held outside City facilities when City space is not available. Neighborhood meetings will be held outside City facilities. SPECIAL MEETINGS Special meetings may be held at a different time or place to discuss specific issues noted on the meeting agenda, if the meeting has been properly noticed. ADJOURNMENT OR CONTINUANCE A legislative body may adjourn or continue any regular, adjourned regular, special, or adjourned special meeting to a time and place specified in the order of adjournment or continuance. 17 E-MAIL COMMUNICATIONS BETWEEN MEMBERS The Brown Act specifically prohibits “any use of direct communication, personal intermediaries or technological devices . . . employed by a majority of the members of the legislative body to develop a collective concurrence as to action to be taken on an item by the members of the legislative body.” Because e-mail communication can ultimately lead to the exchange of information intended to, or which may create, collective concurrence among a quorum of advisory body members, e-mail communications between advisory body members relative to advisory body business should be avoided. While two members of a five-member body, for example, may appropriately communicate with one another by way of e-mail, the forwarding of such an e-mail message to a third or subsequent member would result in a Brown Act violation. SOCIAL MEDIA Board, commission, and committee members should exercise caution when using social media and posting City business, including personal comments posted using your title in the signature, Facebook, Twitter, YouTube, Snapchat, Nextdoor, etc. Remember, once something is out on the internet and in cyberspace, it cannot be retrieved, and a retraction may go unnoticed. Social media posts are not City-approved press releases unless posted on staff-controlled media. APPEALS Any person who believes that a final action of an advisory body has been taken in error may appeal that decision to the City Council. Appeals must be in writing, setting forth the nature of the action and the basis upon which the action is considered to be in error, and addressed to the City Council in care of the City Clerk. The City Clerk must receive planning Commission appeals within ten (10) calendar days following the date of the action from which such appeal is being taken. The filing fee determined by the City’s most current fee schedule must accompany appeals. AB 1234 – ETHICS TRAINING REQUIREMENT Each member shall receive two hours of training in general ethical principles and ethics laws relevant to their public service every two years. New members must receive this training within their first year of service on a commission. 18 CONFLICT OF INTEREST In general, all board, commission, and committee members must represent their community openly and honestly. In doing so, individuals must avoid placing themselves in a position that tends to bring their private interests into conflict with their official duties. The State of California enacted the Political Reform Act in 1974. The Political Reform Act requires every public official to disclose economic interests, such as investments, interests in real estate, or sources of income, that the official may affect by exercising his or her official duties. Suppose a public official has a conflict of interest. In that case, the Political Reform Act may require the official to disqualify himself or herself from making or participating in a governmental decision or using his or her official position to influence a governmental decision. Upon appointment, the City's Conflict of Interest Code may require advisory body members to declare personal financial information by filing a Statement of Economic Interest (Form 700). Upon appointment, the City Clerk shall provide the advisory body member with the documents necessary for filing. Planning Commissioners are subject to full disclosure (ref. GC Section 87200). RECUSING YOURSELF The City of South San Francisco has adopted a Conflict-of-Interest Code. No person shall make or participate in a government decision that he or she knows, or has reason to know, will have a reasonably foreseeable material financial effect distinguishable from its impact on the public generally. The City Attorney is available to help advisory body members decide if they should declare a disqualification on any issue. Again, the City Attorney will provide guidance in determining whether an advisory body member should recuse from acting on the item. By law, the minutes of that meeting must state the reason for the recusal. COMMUNICATION WITH THE PUBLIC OUTSIDE OF MEETINGS Members of those advisory bodies that act in quasi-judicial capacity (i.e., review permit applications or hear appeals) may be prohibited from communicating about certain agenda items with members of the public outside of public meetings. Members of these advisory bodies should consult their respective advisory body bylaws to ascertain whether such a prohibition exists. 19 CITY OF SOUTH SAN FRANCISCO Boards, Commissions, and Committees BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE (BPAC) The committee, together with City staff, provides the following services to the residents of the City of South San Francisco: • Identifies capital improvement projects that address bicycle and pedestrian access or safety issues. • Receives input from residents, businesses, and the Council and other committees/commissions regarding bicycle and pedestrian activities. • Maintains a BPAC web page to disseminate bicycling and pedestrian information to the community. • Conducts educational awareness campaigns to improve the safety of bicyclists and pedestrians. • Reviews and recommends grant applications. Meetings Location Time Stipend Committee meetings are held on the first (1st) Wednesday of every month. City Hall CM Conference Room 400 Grand Avenue 6:00 p.m. $100 stipend per regularly scheduled meeting. CONFERENCE CENTER AUTHORITY The authority’s purpose is to manage, operate, maintain, and promote the South San Francisco Conference Center. Meetings Location Time Stipend Commission meetings are held on the third (3rd) Monday of every other month. South San Francisco Conference Center 255 South Airport Blvd. 5:15 p.m. $100 stipend per regularly scheduled meeting. 20 CULTURAL ARTS COMMISSION The commission’s purpose is to encourage and promote cultural arts activities within the community and act as an advisory body to the City Council on matters about the arts and cultural affairs. Programs administered by the commission include the following: • Acquisition and exhibit of public art • Sponsorship of art events, including the annual Youth Art Show • Youth Scholarship Program DESIGN REVIEW BOARD The Design Review Board is an advisory board to the Planning Commission that provides advice on new development projects and exterior changes to existing buildings. The Design Review Board’s goal is to encourage better design and site planning that enhances the character of the city and ensures that new development fits sensitively into neighborhoods. Meetings Location Time Stipend Board meetings are held on the third (3rd) Tuesday of every month. City Hall Annex Conference Room 315 Maple Avenue 4:00 p.m. $100 stipend per regularly scheduled meeting. EQUITY AND PUBLIC SAFETY COMMISSION The Commission on Equity and Public Safety is organized to make recommendations regarding policies and procedures that impact equity, safety, and security across City departments. This Commission bolsters community participation and decision making and increases transparency and accountability. The Commission on Equity and Public Safety focuses on a holistic approach to community safety and applies an equity lens to advance equitable practices in housing, social services, policing, and other areas. EQUITY AND PUBLIC SAFETY COMMISSION Meetings Location Time Stipend Commission meetings are held on the third (3rd) Thursday of every month. Betty Weber Room Municipal Services Bldg. 33 Arroyo Drive 6:30 p.m. $100 stipend per regularly scheduled meeting. 21 EQUITY AND PUBLIC SAFETY COMMISSION - CONTINUED The Commission was developed as a key recommendation from the prior SSF Commission on Racial and Social Equity, which was tasked to meet for one year and produce a Racial and Social Equity Action Plan. Meetings Location Time Stipend Commission meetings are held third (3rd) Monday of every month. City Hall Annex Conference Room 315 Maple Avenue 6:00 p.m. $100 stipend per regularly scheduled meeting. GENERAL PLAN COMMUNITY ADVISORY COMMITTEE The General Plan consists of a statement of development policies and includes a map or maps and text setting forth goals and policies. It is a comprehensive long- term plan for the physical development of the county. In this sense, it is a blueprint for development. It is composed of 10 members and two alternates. Regular meetings of the Community Advisory Committee shall be held regularly as needed. Special meetings of the Community Advisory Committee may be called from time to time at a location designated in the Special Meeting notice in compliance with the Brown Act. HOUSING AUTHORITY COMMISSION The Housing Authority Commission was established in 1941 pursuant to the State of California laws to transact business and to have powers as defined therein. It is regulated by the U.S. Department of Housing and Urban Development (HUD). The commission approves bids that are awarding for any work to be done in authority (e.g., painting, tree trimming, and landscape maintenance), and changes to all policies, lease agreements, and contracts. The project, located at 350 C Street, was built during the 1940s and was known as Industrial Village. The City of South San Francisco purchased the project in 1955 and created the Housing Authority. The Housing Authority owns and manages one facility with 80 units in the C Street housing complex. 22 The Housing Authority is self-sustaining, with oversight from the Department of Housing and Urban Development (HUD). The HUD conducts yearly audits. The City Council appoints seven members (two appointees shall be tenants) to the commission. Meetings Location Time Stipend Commission meetings are held on the second (2nd) Monday of every month. Housing Authority 350 C Street 6:00 p.m. $100 stipend per regularly scheduled meeting, except for Tenant appointees. LIBRARY BOARD The Library Board works in conjunction with the Library Director to: • Develop a plan of service • Evaluate and advise Council and staff on the need for services and programs • Adopt policies as necessary for the administration of the library Meetings Location Time Stipend Board meetings are held on the fourth (4th) Tuesday of every month. Main Library – Auditorium 840 West Orange Ave. 6:00 p.m. $100 stipend per regularly scheduled meeting. MEASURE W CITIZENS’ OVERSIGHT COMMITTEE The committee shall meet with the City’s independent auditor at the initiation of each annual financial audit process to outline issues of particular interest to the committee and be briefed on the independent auditor’s plan for the audit scope and schedule. The committee shall review the annual audit prepared by the City’s independent auditor related to the prior fiscal year’s collection and expenditure of revenue from the tax authorized by Measure W. The committee shall meet with the City’s independent auditor to receive the audit findings in advance of the presentation of the final audit report to the City Council. The committee shall report in writing to the City Council regarding the accuracy of the auditor’s findings regarding the Measure W revenues and expenditures. The committee’s annual report shall offer independent verification regarding the independent auditor’s findings related to whether the funds collected are being 23 spent in accordance with the terms of Measure W. The committee’s report shall be transmitted through the City Manager’s Office to the City Council for consideration at a City Council meeting. The committee shall serve in an advisory role to the City Council. To preserve the integrity and independence of the oversight process, committee members shall not have a formal role in contracting, project management, or any other aspect related to the use of revenue generated pursuant to Measure W. PARKING PLACE COMMISSION The commission’s purpose is to acquire, administer, maintain, operate, manage, and enforce the rules governing parking spaces and parking lots located within Parking District No. 1, which encompasses most of the downtown business district. Exercise powers are outlined in the Streets and Highways Code of the State of California. Meetings Location Time Stipend Commission meetings are held the second (2nd) Tuesday of every month. Corporation Yard Conference Room 550 N. Canal Street 5:00 p.m. $100 stipend per regularly scheduled meeting. PARKS & RECREATION COMMISSION The commission provides staff with direction in the areas of recreation programming, policies, and fees. It conveys citizen concerns, advocates for the parks and recreational needs of the community, and oversees programs that include childcare, aquatics, special events, sports, picnic and facility rentals, and senior services. The commission oversees facilities, including Orange Memorial Pool and Recreation Building, Magnolia Center, Terrabay Gymnasium, Siebecker Center, Westborough Recreation Building, Joseph A. Fernekes Recreation Building, and the Municipal Services Building. Commission members participate in planning for new recreation facilities, playgrounds, and parks, and serve as the appeal body for the City’s Tree Ordinance. Meetings Location Time Stipend Committee meetings are held on the first (1st) Wednesday of every month. Betty Weber Room Municipal Services Bldg. 33 Arroyo Drive 6:30 p.m. No stipend 24 PARKS & RECREATION COMMISSION - CONTINUED PERSONNEL BOARD The board administers the Civil Service System by making recommendations to the Council on personnel matters, including changes in employment rules and regulations, recruitment and selection oversight, grievances, and working condition hearings. Meetings Location Time Stipend Board meetings are held quarterly on the third (3rd) Tuesday of January, April, July, and October. City Hall CM Conference Room 400 Grand Avenue 6:00 p.m. $100 stipend per regularly scheduled meeting. PLANNING COMMISSION The commission makes recommendations as to the orderly physical growth and development of the community concerning land subdivision, planning, and zoning, and on matters of zoning changes, variances, special use permits, parcel maps, subdivision maps, and other related matters. Meetings Location Time Stipend Commission meetings are held the third (3rd) Tuesday of every month. Community Room Municipal Services Bldg. 33 Arroyo Drive 7:00 p.m. $100 stipend per regularly scheduled meeting. Meetings Location Time Stipend Commission meetings are held the first (1st) and third (3rd) Thursdays of every month. Community Room Municipal Services Bldg. 33 Arroyo Drive 7:00 p.m. $100 stipend per regularly scheduled meeting. 25 TRAFFIC SAFETY COMMISSION The Traffic Safety Commission shall be an advisory body to City staff on traffic facilities and planning matters. The Traffic Safety Commission’s fundamental responsibility shall be to advise and make recommendations to City staff on policy, programming, improvements, operation, and maintenance of traffic facilities throughout the City. YOUTH COMMISSION The South San Francisco Youth Commission seeks to address youth issues through collaboration with the City Council and SSFUSD School Board. This is an opportunity for students and youth to engage in local government while learning about how decisions made affect daily life and how boards and commissions are involved in the process. Youth will have an opportunity to express their voice on pressing issues in South San Francisco. Meetings Location Time Stipend Commission meetings are held the second (2nd) Tuesday of every month. Corporation Yard Conference Room 550 N. Canal Street Immediately following the Parking Place Commission meeting after 5:00 p.m. No stipend. Meetings Location Time Stipend Commission meetings are held the first (1st) Monday of every month. City Hall CM Conference Room 400 Grand Avenue 6:30 p.m. $100 26 COUNTY COMMISSIONS COLMA CREEK FLOOD ZONE ADVISORY COMMITTEE Members serve as an advisory body to the Board of Supervisors on matters dealing with the district’s flood control. The committee oversees financing of the flood control project in San Mateo County Meetings Location Time Stipend Committee meetings are held quarterly on the second (2nd) Tuesday of the month (March, June, September, and December). Corporation Yard Conference Room 550 N. Canal Street 3:00 p.m. No stipend. SAN MATEO COUNTY MOSQUITO & VECTOR CONTROL DISTRICT The San Mateo County Mosquito & Vector Control District safeguards the health and comfort of San Mateo County citizens through a science-based program of integrated vector management. The Board of Trustees consists of 21 members, one from each City and one representative for the county. Their respective City Councils appoint trustees to govern the Mosquito and Vector Control District knowledgeably and effectively. They serve for a term of two or four years. Meetings Location Time Stipend Board meetings are held on the second (2nd) Wednesday of every month. Regular meetings are not held in August or December. District office 1351 Rollins Road Burlingame 6:00 p.m. $100 stipend by the County of San Mateo.