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HomeMy WebLinkAbout08.18.2020 PR Comm Minutes CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION MINUTES FROM TUESDAY, August 18, 2020 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, August 18, 2020, via teleconference due to the COVID-19 pandemic and local Shelter in Place health orders. II. ROLL CALL: Present: Commissioners Aires, Camacho, DeNardi, Firpo, Lock, and Uy Absent: Commissioner Battaglia Staff: Sharon Ranals, ACM/Director of Parks and Recreation Greg Mediati, Deputy Director of Parks and Recreation Joshua Richardson, Parks Manager Angela Duldulao, Recreation Manager Jacob Gilchrist, Director of Capital Projects Philip Vitale, Deputy Director of Capital Projects Kari Jung, Administrative Assistant III. PLEDGE OF ALLEGIANCE: Skipped. IV. AGENDA REVIEW: There were no changes to the agenda. V. APPROVAL OF MINUTES OF THE July 21, 2020, MEETING: Approved by motion as amended. Motion: Commissioner DeNardi / Seconded: Commissioner Aires. VI. CITIZEN PARTICIPATION: None. VII. BEAUTIFICATION COMMITTEE Deputy Director Mediati reported that there has not been a Beautification Committee meeting since February of this year and there is nothing new to report. VIII. OLD BUSINESS: A. 2020-21 Annual Co-Sponsored Group Renewals Manager Duldulao introduced Bill Zemke, President of the Historical Society of South San Francisco, established in 1980, with 220 current members. He shared the disappointment that the Society shares with the community the limits that the pandemic has placed on gathering as a group and hosting events. The Tea Committee has been working on creating smaller events that might be hosted at the Plymire-Schwarz House Museum, raffling the limited spaces as well as opening the boutique if allowed by health and safety guidelines later in the fall. Commissioner DeNardi thanked the Society for all the volunteer work maintaining the grounds and hosting wonderful events. Mr. Zemke acknowledged Sylvia Payne for her Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 2 efforts in maintaining the museum. He also shared the recent passing of Roy Bava, a very active past president who will be greatly missed. Kay McGough, president of the Italian American Citizen’s Club, introduced herself and acknowledged that the IACC has also been limited during the pandemic. She expressed her thanks and appreciation to staff for support since her induction as president in January and on behalf of her husband who was president over the previous two years. She shared improvements that the club has made recently. She further acknowledged that membership is down and have been unable to accept new members over the pandemic, but will limit new members to South San Francisco residents to meet the required resident percentages. She reviewed programs that the club runs which are currently on hold: extra food from events is donated to Safe Harbor Shelter, supporting both the Fire and Police Departments annual tournament, donate to Warm Coats, donate fabric to Glide Memorial, working with the Italian Club at South San Francisco High School with bocce lessons. Commissioner DeNardi inquired about membership requirements, “18 years and older and a US Citizen” and if that is in conflict with the Co-Sponsorship agreement provision about non-discrimination. ACM Ranals shared that the City Attorney has commented that the guidelines are not explicit regarding US Residency/Citizenship. The Department has recommended to the Club to consider changing that requirement. Kay shared that the requirement is recorded in the by-laws and efforts to have the by-laws changed have proven difficult in the past, however she would take this back to the board to review. Commissioner Uy expressed concern that the organization can’t exclude non-citizens and be welcoming to immigrants simultaneously. He further stated that many legal residents of the US are not citizens; but that anyone in the community should be welcomed if the club would like further support from the Department. Commissioner DeNardi shared that the non-discrimination clause is not new to the agreement and that it should be addressed before moving forward. Commission Aires requested to table consideration of the IACC co-sponsorship agreement until after the IACC board meets again. Chair Camacho invited Kay to return to the September meeting after the board meets again to review the by-laws and make a decision about changing that requirement. Kay agreed and advised that it may take up to six months to make the changes to the by-laws. Manager Duldulao shared that the City Attorney advised that the policy did not violate the non-discrimination clause, but it is a policy issue. Chair Camacho concurred that some of the members of the Commission take issue with the clause philosophically and requests that the Club considers removing the requirement of citizenship. ACM Ranals suggested the Commission make a motion. Chair Camacho requested if any commissioner wanted to make a motion to postpone the vote to accept the co-sponsorship for the IACC until the IACC changes their bylaw pertaining a requirement for US Citizenship. Action on the motion was not taken at this time, but a motion was made by Commissioner Uy, seconded by Commission DeNardi and carried later in the meeting. Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 3 Commissioner DeNardi inquired about who is considered officers and Kay acknowledged that 17 members are officers and upcoming changes in elected officers will require South San Francisco residency for certain positions to reach the 51% compliance rated. Commissioner DeNardi acknowledged that the Club is taking care of the courts and keeping them in excellent shape. Commissioner Firpo requested clarification about the discussions about residency. Commissioner Uy shared the difference between Green Card holders vs. H1B Visa holders. ACM Ranals further clarified the requirement of members to be 51% South San Francisco residents, regardless of citizenship status and the request to remove any reference to citizen status from the by-laws. Chair Camacho opened the floor to Khai Vu, President of the South San Francisco Aquatics Club who introduced the swim club and the offerings to the Commission. He explained that the pandemic has hurt membership and activities as they have lost many members due to the inability to hold practices and meets. The club is scheduled to host a meet in January, which typically raises a large portion of their operating funds. He shared that when the pool reopened in June, only a small portion of the team returned for practice as many had concerns about the virus and now that the pool is closing again he has fears of losing more members. Commissioner DeNardi inquired about the board and Khai confirmed that all five members are South San Francisco residents. Chair Camacho inquired about the borderline percentage of members and Khai suggested that the drop of members due to COVID would probably increase the percentage of South City residents. Chair Camacho opened the floor to Patty Gomez, president of the SSF United Youth Soccer League, who introduced their program to the commission with 571 members in 2019, 52% South San Francisco residents. They hosted 30 recreational teams and 10 competitive teams with spring and fall seasons. Commission Uy thanked SSFUYSL for the service provided to the community and acknowledged the difficulty surviving the pandemic. Commission DeNardi inquired about the percentage of officers are South San Francisco residents, which Patty confirmed that all five board members are South San Francisco residents. Chair Camacho thanked Patty for her presentation and the efforts of the club to support the community. Chair Camacho requested a motion to accept the Co-Sponsored Agreements from Historical Society of South San Francisco, South San Francisco Aquatics Club, and SSF United Youth Soccer League. Commission DeNardi made the motion and Commissioner Lock seconded. The motion was carried unanimously. B. Capital Projects Update Director Gilchrist introduced Philip Vitale, Deputy Director of Capital Projects, to review the renovation of Gardiner Park in the Pecks Lot neighborhood, which is within walking distance of 3,900 residents (approximately 700 children). The previous play lot consisted of aging play structures, poor sight lines, and little vegetation. The design was presented Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 4 to the community and the Commission in December of 2019 with improved sight lines, new play structures, play surfaces and additional vegetation. Photos of the ongoing construction were shared, including installation of the new play equipment. Commissioner DeNardi shared praise with the project and how excited the community will be with the new play area when it opens. Commissioner Firpo inquired if the site fencing has been effective and Deputy Vitale shared that there hasn’t been a single instance of trespassing or vandalism. Commissioner Lock expressed that the neighborhood children are excited for the park to open. He inquired if the City paid extra to have the fencing installed on a Saturday. Deputy Vitale confirmed that there was not an extra charge, that the service was part of the base contract. Director Gilchrist confirmed due to COVID delays, the City is being flexible with allowing some work to occur on Saturdays. Chair Camacho commended staff on this project. ACM Ranals shared that due to the pandemic, we won’t be able to have a ribbon cutting ceremony. Deputy Mediati shared that he is discussing with Supervisor Armanino about getting one of the Little Steps preschools over to the site to enjoy the play area and for photos. Director Gilchrist shared an update on the Civic Campus that was shared with Council last week. He explained that the $124 million budget was for the construction of the main building, while the park and outdoor restroom were described as the enhanced part of the project and not included in the budget. Council was impressed with the playground design that was previously presented to Commission and is in support of funding the full $129.5M budget which includes the enhanced design of the park and outdoor restroom. Staff will continue to apply for funding in future rounds of Proposition 68 funding. The project is intended to go to bid in three weeks, opening of bids in October, award of contract to Council in November with a virtual ground breaking in December. Construction is estimated to last 27-30 months with the opening in spring 2023. Director Gilchrist reviewed the sustainability aspects of the project, including electrification of HVAC allows the utilization of clean energy, not gas, the frit design on the exterior windows are not just aesthetic, but designed to react to changes in weather throughout the day, modify shading reducing needs for heating/cooling. He further shared the digital signage and showed where it planned placement will be. Commissioner Firpo was pleasantly surprised to hear the support of Council for the enhanced site, enjoyed hearing the explanation of the exterior, and inquired about the use of the sign and a Caltrans permit. Director Gilchrist explained that due to the grading, the sign is actually placed outside the sphere of influence for Caltrans and a permit is not actually required, although the City intends to abide by some of the limitations of use. Commissioner Lock congratulated Director Gilchrist on the success of the project and inquired if the turf was included in the $129M budget. Director Gilchrist confirmed that the entire enhanced site includes the playground, turf, outdoor restroom, digital sign, and sidewalk. He acknowledged the work of the Commission and the ongoing advocating of the needs that has gained the support for the full project. Chair Camacho acknowledged staff and Council for advocacy in funding for the park. ACM Ranals reminded that the park and other enhancements are included as bid alternates and are dependent upon the amount of the bids that come in. She also credited staff for the time and effort involved with getting the project to this stage. Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 5 C. COVID-19 Response and Modified Operations Update Manager Duldulao advised the Commission that San Mateo County has been placed on the State’s watch list as of August 1st. The operations of the pool is being suspended at this time due to the updated status. Other operations are not affected, except to slow or pause further program re-openings to ensure all offerings are within health and safety guidelines. She further shared that virtual recreation programs are being organized into a fall session, scheduling coming soon. Additional programs will be added as we progress further. Addition of in-person outdoor classes are being explored as well. Manager Duldulao shared that the Summer Program for school age and preschool kids successfully ended and the childcare team taking those lessons learned and is working on setting up full day childcare program, scheduled to begin on Monday, August 24. The City should be able to accommodate most if not all families that fall into the essential worker category and maybe some additional non-essential workers. Manager Duldulao shared that there haven’t been any changes with Parks, but wanted to acknowledge the Facilities Division for the assistance with extra cleaning, replace and upgraded HVAC facilities, installed hand sanitizer dispensers, installed sneeze guards, and additional enhanced safety measures. Commissioner Lock acknowledged how well staff utilized the Fernekes Building for summer camp and was impressed with how organized staff had everything. He further inquired about basketball courts. Manager Duldulao confirmed that basketball courts are opened, but the hoops were removed at Westborough, Buri Buri and Orange Parks due to the large groups gathering for games, outside of guidelines. Manager Duldulao extended thanks to Supervisor Armanino and Manager Richardson from Parks. Chair Camacho thanked staff for efforts for the summer program and full day program supporting the community. Commissioner Uy acknowledged how difficult the situation is and that staff is providing an important service to the community. Chair Camacho inquired if there were additional sites available to expand services. Supervisor Armanino advised that it had been looked into, and the main issue is staffing to cover 11 hour days. If it becomes clear that additional sites are necessary and additional staff is available, sites may be added. Commissioner Firpo expressed his thanks to staff for their diligence with keeping everyone safe. He further inquired about testing. Supervisor Armanino explained that staff is not required to test, however if they are not feeling well, HR is exploring additional options for testing. Chair Camacho inquired about sick leave policies in relation to the length of time to getting test results. Supervisor Armanino explained the 2 weeks of COVID leave (pro-rated to average hours worked) to utilize and then other leave balances until exhausted. She further explained that staff is encouraged to stay home if not feeling well, or needing to take care of family members. Commissioner DeNardi commended Supervisor Armanino and her staff for the well- organized program. Supervisor Armanino thanked Supervisors Mulkerrins and Cullinan for transferring available (otherwise furloughed) staff over to assist with the additional duties in childcare. Chair Camacho inquired about families requesting preschool Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 6 openings. Supervisor Armanino advised that additional locations would involve licensing (and requirements for outdoor space) and that there isn’t room for more families on the waiting list at this time due to limitations on social distancing. If the six foot distancing space is decreased and more children can be accommodated, then staff will reach out to families on the waiting list. IX. New Business: A. 2020-21 Proposed Fee Modifications Deputy Mediati reported on the proposed Master Fee Schedule for fiscal year 2020-2021, pending City Council acceptance. Matrix Consulting Group was hired by the City to perform a comprehensive user fee analysis with the goal of identifying the actual cost of providing fee-related City services and understanding recovery levels for each fee. In order to determine the full cost of each user fee, extensive data was collected utilizing the Fiscal Year (FY) 2019-20 Budget as well as staff time estimates and service volume data, ensuring that fee calculations followed federal, state, and local guidelines and establishing fees that reasonably recover the City’s cost to provide each service. Deputy Mediati further reviewed Propositions 218, 26, and Article XIII C of the California Constitution explaining the restrictions on local government’s ability to levy charges, including a limitation on most user fees, prohibiting them from exceeding the reasonable cost of the service for which they are collected. Most fees charged by the Parks and Recreation Department are exempt from these regulations, giving the Department some flexibility to set fees at market rate. These fees, such as those for recreation classes and childcare programs, are not listed because the fees are usually included in seasonal activity guides to reflect the specific price and offerings for each season. Most of the Department’s fees remaining on the Master Fee Schedule are related to facility and picnic rentals, which have been included to show a cost of service analysis. Historically, the Department has implemented fee increases between 2% to 5% every other year, tied to cost of living increases and/or negotiated salary increases. The past 3 fiscal year increases implemented were:  FY 2017-18 5% Increase  FY 2018-19 3% Increase  FY 2019-20 3.5% Increase In the current FY 2020-21, a 3% increase across the board is being proposed over last year’s fees in alignment with the 3% increase made to most fees citywide based on the rise of labor costs and parallels the average percentage increase in employee compensation. Commissioner Uy inquired about the numbers of non-residents that participate in programs. Deputy Mediati explained that it varies based on program and Manager Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 7 Duldulao clarified that Classes and Aquatics programs opened up to residents prior to non- residents, often filling up with residents before non-residents have an opportunity. Assistant City Manager (ACM) Ranals further explained that non-residents often fill up classes that may have been cancelled due to low participation from residents. Charging different rates for residents and non-residents would have minimal revenue impact, and could lead to administrative issues of customers using false addresses. Commissioner Firpo shared that he was unaware of the extent that the City subsidizes the programs. Deputy Mediati clarified that the subsidy shown in the report reflected both indirect and direct costs. Indirect costs include electricity in the building, Human Resource costs, and fiscal line items that do not directly lead to the delivery of the programs and services. Commissioner Firpo inquired about the open gym fees being the same for both residents and non-residents. Manager Duldulao explained that these are drop in programs and verifying residency at a gymnasium is challenging. She further explained that the Aquatics Program was testing selling punch cards / membership passes online using CivicRec allowing for the distinction between residents and non-residents. Commissioner Lock commented that fee increases have been assessed each year for the past three years. Commissioner Lock also stated that minimum wage was only recently increased for the first time in many years and now with the hard economic times many people are living off of minimum wage and six consecutive years of fee increases when they have had not had any increases sends the wrong message. He suggested that the City should go to developers to collect additional fees. Commissioner Lock expressed that the City needs to open our hearts and embrace the people of South San Francisco during these hard times. Chair Camacho expressed her shared sentiments and stated that while 3% may seem a small amount, it may make a difference in a family’s monthly expenses and abilities to pay for necessities like food. The principle of asking people to pay more given the circumstances of recent hardships that many have expressed, especially in charging more for childcare that is mostly serving essential workers, feels like we’re penalizing essential workers that have a real necessity for childcare in order to continue working without leaving their children home alone. She further clarified that the desire to keep fees affordable is not an indicator of the great quality of service provided is and worth every dollar charged. Instead of viewing Parks and Recreation’s programs as a revenue generator, they should be viewed as essential services needed by our community. Parks and Recreation needs to be recognized as providing essential community services that are needed by our residents. Commissioner DeNardi shared her agreement with Commissioner Lock and Chair Camacho, expressing that it is a difficult time for a lot of people. She also recognizes that Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 8 the City is not receiving rental fees and other revenues and therefore recommends that the increases are postponed. ACM Ranals confirmed that the unemployment rate in South San Francisco is about 14.5%, which is higher than the average than San Mateo County, and doesn’t reflect the total portion of the population impacted which may be as high as 20%. But, that leaves up to 80% which may not be impacted, such as City workers or other categories. Staff doesn’t disagree that no increase would be ideal, but that with the scholarship money from the Cares Act being made available to families in need should offset any hardships that families are facing. The Department will not turn any families away for non-discretionary services with application of those funds. Chair Camacho agreed that scholarships would be helpful for families who were very low income, but expressed concern for families that would not fall into the category of qualifying for scholarships because they are still working, but are now working reduced hours and receiving reduced wages. She inquired what the proposed increase amounts would be for childcare. Supervisor Armanino shared that it’s about $21/month. Chair Camacho share that over 10 months that is $210 increase even though they are bringing home less wages for one child, and more for families with multiple children. She further pointed out that most of the Martin and Los Cerritos families, who are in our REAL programs, didn’t respond to the childcare services surveys. This indicates we are not reaching some of our city’s families who may need Parks and Recreation and city services the most. She recognizes that the City needs to generate revenues to offset the losses in sales and hotel tax revenues, but childcare services may not be an appropriate vehicle for generating that revenue. She asked if there were certain categories of fees that the rest of the Commission felt comfortable increasing while recommending that childcare fees be excluded from the increase. Commissioner Uy responded that he felt uncomfortable raising any fees at this time and requests that the Commission recommends that no fee increases are adopted as Parks and Recreation provides a community service. Chair Camacho noted she is exceptionally grateful that City Council has shown its support of the Parks and Recreation Department during COVID-19, supporting staff and keeping the department’s part timers on payroll through the end of June, which was very generous. However, keeping city staff employed during a pandemic, and charging raised Parks and Recreation fees that negatively impacts residents during that pandemic, are two separate issues. Community members have reached out to Commissioners to express their need for childcare, desire for programs, and financial hardships during recent months. The Commission appreciates City Council’s support of programs and recognizes the City’s need to generate revenues. The sentiment shared by the Commission is the timing of the Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 9 proposed increases is not supported due to current circumstances. Feedback from the community right now reflects that any fee increase in Parks and Recreation would not be well received. Commissioner Firpo concurred with the optics that fee increases for childcare programs would not be received well. Rentals are elective and the full increase recommended would seem reasonable. Classes should maybe be considered for a smaller increase. Chair Camacho shared she could support increases on elective items like rentals if that is the direction the other Commissioners would like to go. Commissioner Uy expressed his concerns for equity on the elective items. If fees are increased, then only wealthier families can afford to host parties or picnics, and only children of wealthier families can afford to take piano lessons. Fee increases will impact the families that need the services the most. Parks and Recreation is the arm of the City that helps build equity within the community. Chair Camacho agreed that was a good point, and that recent public comments during Council meetings from residents has supported the idea that Parks and Recreation programs and services should be used as a means to help increase equity within our city. The revenue gains of any Parks and Rec fee increases would be minimal since the programs and services are so limited during COVID-19 times. Fee increases would primarily hurt essential workers who are in need of childcare right now, since that is the main Parks and Recreation service available right now. She believes the optics of raising Parks and Recreation fees right now would not be good optics for the city, and would be seen as the city not supporting its residents. Chair Camacho inquired about extending the grant funded half-day REAL program into a full-day program with the CARES act money. Supervisor Armanino advised that the program will be full-day, that half-day was covered by the REAL Program grant, and that there would be scholarships available for the other half of the day if needed. Staff continues to determine how CARES monies will be prioritized. She explained that outreach to the families is ongoing to ensure that families know that there is scholarship money available for those in need, and that cost of childcare should not be what prevents them from signing up so that everyone with a need will be included. ACM Ranals summarized that the Commission recommended:  No fee increases at this time  If there would be increases, that childcare and senior programs would be excluded. The Commission presented the following Motions:  Commissioner Uy motioned for no fee increases  Commissioner Firpo amended the Motion for no fee increases for childcare and seniors but proposed increases for elective services Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 10 o Commissioner DeNardi seconded the Motion o The Motion did not carry:  Ayes: Firpo, DeNardi  Nays: Uy, Lock, Aires, Camacho  Commissioner Firpo motioned for no fee increases for childcare, senior services, and classes / programs for youth o Commissioner DeNardi seconded o The Motion carried:  Ayes: Uy, Firpo, DeNardi, Aires, Camacho  Nays: Lock (who explained he was in favor of no fee increases for all Parks and Recreation programs and services)  Commissioner Firpo motioned for fee increases for rentals o Commissioner DeNardi seconded o The Motion did not carry  Ayes: Firpo, DeNardi  Nays: Uy, Lock, Aires, Camacho X. Friends of Parks and Recreation: Deputy Mediati shared that the Friends of Parks and Recreation has presented wording for a plaque to order for a bench to be donated in the name of Richard Holt at Buri Buri Park, behind the home plate area. Chair Camacho expressed her thanks to Friends and to the private donors for honoring Richard Holt. XI. Items from Commission: Commissioner Firpo had nothing further to share. Commissioner Aires had nothing further to share. Commissioner DeNardi shared the IPP event at Sellick park was nice. She reported the light shades on Tennis Drive have been broken and chunks on the ground and wanted to know if the lights are still working even with the covers broken. Deputy Mediati advised he would look into it further and would request custodian staff to see if the lights are working. Commissioner Uy inquired if the City had plans to fix the stairs at Sign Hill. Deputy Mediati explained that the City has applied for grant funds to create a Sign Hill Master Plan that will inform the next steps for repairing or realigning the trails. Commissioner Uy further inquired about the Bay Trail and the picnic tables. Deputy Mediati explained that the Bay Trail is maintained by the property owners adjacent to the trail. Commissioner Uy inquired about the use of picnic areas. Deputy Mediati explained that the state guidelines specifically callout picnic areas to remain closed and offered to forward specific language. Commissioner Lock inquired about responsibility of the Sister Cities and Randolph Ave area. Deputy Mediati confirmed that the City’s contractor, Brightview, maintains this area, but that there is a lot of illegal dumping. He explained that Code Enforcement, Public Works and IT continue to explore solutions to abate the illegal dumping, but that camera installation just moves the problem further down the street. Manager Richardson confirmed that Brightview performs maintenance work monthly and weed abatement twice a year, but Parks and Recreation Commission Minutes of the Meeting of August 18, 2020 Page 11 it’s largely a litter control issue. Dead tree removal in the area is ongoing. Guardrail installation punched through and damaged the irrigation lines which are useless at this time. A new lateral line would be required, but is cost prohibitive, about $150,000 or more. Chair Camacho thanked the Commission for their efforts to lift the community and making equity for the community a prime consideration. She further expressed her gratitude to Commission for their willingness to discuss these issues, even if they are uncomfortable, and for doing so in a respectful manner. XII. Items from Staff: A. Calendar of Events. No questions or comments were submitted on the Calendar of Events. B. Administrative Updates Chair Camacho inquired if any Commissioners had any questions related to the previously shared administrative updates. No questions were posed. XIII. Adjournment: 10:31 p.m. Respectfully submitted by Kari Jung, Administrative Assistant II