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HomeMy WebLinkAbout04.17.18 CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION Tuesday, April 17, 2018 I. CALL TO ORDER: 7:00 pm A regular meeting of the Parks and Recreation Commission of the City of South San Francisco was held on Tuesday, April 17, 2018, at the Municipal Services Building, 33 Arroyo Drive, South San Francisco, California. II. ROLL CALL: Present: Commissioners Camacho, Garrone, Flores, Holt and Lock Absent: Commissioner Battaglia, Uy Staff: Sharon Ranals, Director of Parks and Recreation Greg Mediati, Parks Manager Kelli Jo Cullinan, Acting Recreation Manager Angela Duldulao, Management Analyst II Marie Patea, Administrative Assistant III. PLEDGE OF ALLEGIANCE IV. AGENDA REVIEW: No changes. V. APPROVAL OF MINUTES: Commissioner Holt made a motion to approve the minutes of March 20, 2018, with a second from Commissioner Flores; unanimously approved. VI. CITIZEN PARTICIPATION: Mike Palmer, Chair of the Parks and Recreation Commission for the City of San Bruno and Commissioner Lorry Greenberg were present. Lorry stated that she has been a Parks and Recreation Commissioner for San Bruno since her husband passed away eleven years ago and she took over his chair. Mike and Lorry complimented the South San Francisco’s Commissioners for their great work and events. Rick Benavides was in attendance and representing the Beautification Committee. VII. OLD BUSINESS: A. Sub-Committee Review Commissioner Camacho and Commissioner Holt stated that they are stepping down from the Cultural Arts and Parks and Recreation “mash up” Sub-committee. Director Ranals stated that staff will work with the Cultural Arts Commission and if other opportunities come up for coordination, she will bring it to the Commission at that time. Parks and Recreation Commission Minutes of the Meeting of April 17, 2018 Page 2 VIII. NEW BUSINESS: A. Launch of New Recreation Management Software – CivicRec Angela Duldulao, Management Analyst II reported that she was happy to be with the Commission tonight and along with managing the department’s budget, and special projects she has managed the startup of the recreation management software project and she has loved the opportunity. CivicRec is the new software that replaces the CLASS by Active Net and will assist staff in processing over four million dollars in revenue. CivicRec by CivicPlus is planned to launch to the public on April 23, 2018. She noted that the last twelve months of user information has been imported into the system. Angela walked the Commission through the site and its features and benefits noting that it is user friendly and emphasized creating a user account. SSF.net/Rec SSFCA account is the path. Commissioner Lock asked if rental availability would be in the system and if an email could be sent. Angela stated that it has been discussed and planned for the future. We are beginning with registration for classes to start and that payment is needed to complete bookings. The discussion of childcare on line occurred too and will be discussed in the future. The complexity of wait lists, and policies will be taken into consideration before rolling out childcare and rental programs on line. Angela demonstrated how to sort classes by date, location and category for convenience. Commissioner Flores congratulated and thanked Analyst Duldulao and inquired if there is a help button or tutorial on the website. Angela replied that a help option is in the top corner and that a welcome message will incorporate instructions and she can add a banner for important messages as well. Commissioner Flores inquired if the password recover process is easy and Angela said yes, similar to other password recovery systems that are connected to the user’s email. He asked about a Spanish translation option and she said that she will check to see if a tab for translation can be added to the site. Commissioner Flores also noted that email requests to WebRec may increase with questions and suggested having a desk top at Measure W / Community Civic Center meetings to educate participants and gain buy in. Commissioner Camacho congratulated and thanked Analyst Duldulao stating that it has been a long time coming. She asked about a mobile phone view. Angela said yes, it looks a bit different and she recommends using a computer for user setup. She inquired about class reminder notifications and Angela said no but when the user logs in to the system, they can see the classes that they are enrolled in. Commissioner Camacho suggested a phone hotline with a step by step guide in English and Spanish. Angela reassured the Commission that the front desk staff is trained and ready to help. Commissioner Camacho suggested a soft opening for trusted residents. Angela said that the publicity about the launch has already gone out. Director Ranals noted that the City of San Bruno is planning to switch to the same software. Commissioner Holt thanked Analyst Duldulao for her work on the project and said that he and Jeannette will try out the system and will let her know if they have any questions. Parks and Recreation Commission Minutes of the Meeting of April 17, 2018 Page 3 Chair Garrone thanked Analyst Duldulao noting that picnic and facility rental availability on line would be great. Director Ranals said that it is doable yet we need to be cautious to prevent people from not booking picnics sites properly. She thanked Analyst Duldulao noting that this has been quite a process. B. CIP Update  Alta Loma Park Playground – Manager Mediati reported that the construction fence is down and the playground is open. The seat wall tiles are in with the plaque installed. He noted that the playground passed its safety inspection. He reminded the Commission that March was interesting with inclement weather which created delays in construction and the park reopening. The reopening is scheduled for April 21, at 10:30 am beginning with an Arbor Day planting of five trees, the ribbon cutting and dedication at 11:00 am and concluding with a hot dog barbeque and activities for kids.  Verde Design team is working on: Orange Memorial Park, Buri Buri Park, and Hillside field.  SSA Landscape is working on Gardiner Park, Avalon Park and Sellick Park. o Manager Mediati noted that both firms are beginning with the phase zero approach and looking at an a la carte approach with limited funding for what the needs at each park are i.e. lighting, irrigation, etc. o At least one large public meeting for each project to obtain public input will be scheduled.  The remaining parks will be designed in 2019. Commissioner Camacho inquired about small patches of turf for youth soccer fields? Manager Mediati discussed a possible overlay of a soccer field between two ball fields at Orange Park. He is also in discussion with PG&E about Irish Town Greens at Linden Avenue and Hillside Boulevard to possibly convert the site to youth soccer fields. Director Ranals stated that Avalon Memorial Lots is also being considered for a youth soccer field and a dog park. She mentioned the recent neighborhood tours with select residents and the City Manager. Director Ranals mentioned Cal West Park as a possible soccer field location. She also noted that South San Francisco Unified School District (SSFUSD) is discussing adding a varsity baseball field on their school site. They currently use the field at Orange Memorial Park as their home field. Parkway Middle School field was discussed as it is currently being renovated and the district will maintain it. She mentioned community access and the joint use agreement. She noted that Verde Design is the architect that designed Parkway Middle School’s field. Commissioner Lock said that it is great news that PG&E is considering allowing the City to put a soccer field on Irish Town Greens. He inquired if the City has given any funds to SSFUSD for fields and Director Ranals said no. She discussed a field permit process, noting that Buri Buri School is also in need of a field and estimated the cost of five million dollars for an artificial turf with lights and a fence. Parks and Recreation Commission Minutes of the Meeting of April 17, 2018 Page 4 C. 2018/2019 Budget Update Analyst Duldulao reported on the two year budget cycle noting that the budget is planned to go to City Council on June 27. She spoke about a new Business Manager position in the Administration division and creating flex positions in parks and building maintenance divisions. After achieving specified certifications, the flex position can be promoted to maintenance worker I, II, etc. She noted that the master fee schedule is in process and we are waiting on results from analysis before presenting. Commissioner Flores inquired about item number 12, additional budget for enhanced Concert in the Park event of $15,000. Acting Manager Cullinan said that more community activities are being considered, such as a petting zoo, pony rides and a train. These activities are being considered for the baseball field area. She also mentioned one band instead of two bands but still include the high school bands; all using one main stage. Inviting local breweries is also being considered. Commissioner Camacho said that she is happy to hear about enhancements in the children’s area for Concert in the Park. She is concerned about possible fee increases for recreation programs. Director Ranals said that it is a cost recovery policy and does not think that it will be a dramatic increase. Commissioner Flores requested fee analysis visibility. Commissioner Lock asked what surrounding communities are doing. Director Ranals said that all municipalities are mandated to do studies on all departments. She noted that we do benchmark our fees. Commissioner Camacho asked if we are looking at tree permits. Director Ranals said this year we will be looking closely at sports, aquatics and seniors because they are under 50% cost covering. Analyst Duldulao said that it is a challenging process. IX. BEAUTIFICATION COMMITEE Chair Garrone reported that it was a well-run Beautification meeting. A city map was divided up for the committee members to select a section for Beautification Award nominations. He invited everyone to attend Arbor Day at Alta Loma Park on April 21 at 10:30 am and Coastal Cleanup on September 15. He also reminded the Commission to submit photos and or addresses of residents, businesses and multi-unit dwellings that have attractive landscape to be nominated for 2018 Beautification Awards. The nominations can be sent to Marie Patea or Greg Mediati. X. FRIENDS OF PARKS AND RECREATION Commissioner Flores stated that Friends of Parks and Recreation will have a table at the Alta Loma Park ribbon cutting and at Streets Alive/Parks Alive to grow awareness of the group and build membership. He thanked Assistant Patea for reviewing and rating over 70 applications and essays for the Chamber of Commerce Youth Scholarship program and stated that Friends will have a $1000 scholarship winner this year and hopefully the winner can be acknowledged at a future meeting. Commissioner Flores stated that the Chili Cookoff is on hold for 2018 but other events such as a Paint and Wine night may be added as a fundraising option. Parks and Recreation Commission Minutes of the Meeting of April 17, 2018 Page 5 XI. ITEMS FROM COMMISSION Commissioner Holt – visited Buri Buri Park, Alta Loma Park and was very impressed. He attended the Egg Hunt, the senior focus group with SmithGroup, and the fundraising dinner to support the Dragon Boat team that will be competing in Hungary. Commissioner Flores – stated that the Egg Hunt was fun. He attended a Friends of Parks and Recreation meeting and noted that he is participating in Citizens’ Academy with twenty four other people and that Sheri Boles is doing a great job and has a lot of energy. He said that Alta Loma Park looks good. Commissioner Lock – said mea culpa (my fault) at the Egg Hunt when his bag broke and the kids trampled him for the eggs. Commissioner Camacho – stated that Devin did a great job running the Egg Hunt event and that he is really good at communicating the activities. Attendance seemed less than the previous year. She also gave kudos to Ercie for the Youth Art Show. She also said that the Alta Loma IPP clean up event was well organized. She has heard nothing but rave reviews about the park and she loves the diversity and can easily spend a couple hours at the park with so much for the kids to do. Chair Garrone – spoke about neighborhood soccer fields with high fences. Director Ranals said that the fenced breezeway area on Grand Avenue has been on her mind as a potential soccer field. Questions came up about soccer field regulation size and synthetic versus natural turf. Chair Garrone is trying to arrange his schedule to be off for the Alta Loma Park reopening. XIII. ITEMS FROM STAFF Director Ranals advised the Commission that the Mayor’s State of the City meeting begins at 6:30 pm not 7:00 pm on May 22 and to please update the event calendar in their packet. She also pointed out that May 24 is the Citizens’ Academy night for Parks and Recreation and the Commissioners are welcome to attend. XIV. Adjournment 8:44 p.m. by Chair Garrone Respectfully submitted by: Marie Patea, Administrative Assistant NEXT MEETING: May 15, 2018