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HomeMy WebLinkAboutPR Comm meeting minutes - 9.19.23 CITY OF SOUTH SAN FRANCISCO PARKS AND RECREATION COMMISSION MINUTES FROM TUESDAY, SEPTEMBER 19, 2023 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 19, 2023 in the Council Chambers at the Municipal Service Building. II. ROLL CALL: Present: Commissioners Battaglia, Burgo, Camacho, DeNardi, Firpo, Lock and Uy. Staff: Greg Mediati, Director of Parks and Recreation Angela Duldulao, Deputy Director of Parks and Recreation Erin O’Brien, Business Manager Laura Armanino, Recreation Manager Joshua Richardson, Parks Manager Jeanette Yoshida, Administrative Assistant II Philip Vitale, Deputy Director of Capital Projects III. PLEDGE OF ALLEGIANCE: Philip Vitale led the Pledge of Allegiance. IV. AGENDA REVIEW: There are no changes to the agenda. V. CITIZEN PARTICIPATION: None present. VI. PRESENTATIONS 1. Staff report regarding Capital Projects Updates Deputy Director Vitale gives a capital projects update starting with the Centennial Way Trail improvements. He reports that construction documents were completed in August. The bid package includes children’s play areas, a nature play area, outdoor classroom, picnic area, trail expansion, improved lighting, drought tolerant planting, bike pump track and a skate area with all granite vertical element and granite paving. There are two bid alternates: alternate one is for concrete paving in the skate area and alternate two is concrete paving and concrete vertical elements in the skate park and both shall be accepted as needed to meet the available budget. The project was released for bidding and to date, more than 50 contractors have downloaded the bid package. Deputy Director Vitale reports they will be opening bids next Tuesday, presenting the contract for award to City Council on October 11, and issuing the notice to proceed with construction later in the fall. Staff anticipate construction to be complete by summer 2024. Commissioner Lock asked Deputy Director Vitale if functionality is gained or lost based on having granite compared to concrete in the skate park. Deputy Director Vitale responds that in speaking with the skating community, they have a higher preference for granite because it is better quality, lasts longer, and is smoother. Commissioner Lock asks if the skating community defined what the quality meant Parks and Recreation Commission Minutes of the Meeting of September 19, 2023 Page 2   to which Deputy Director Vitale responded that it helped with a smoother ride and it was more durable. Next, Deputy Director Vitale gave an update on Oyster Point IIC improvements. He shares the base project includes improvements to the parking area, the Bay Trail, landscape area, site furnishing, and lighting. This project has twelve bid alternates which will be accepted as needed to meet the project construction budget. Alternates listed in order they would be accepted include: a) Art pedestal b) Erosion control hydroseed mix c) Bollard lighting d) Tree Size reduction 24” box container to 15-gallon container e) Interpretive sign f) Median planting and median trees g) Bay Trail planting h) Fitness equipment i) Dog park j) Wind screen Deputy Director Vitale adds that they are hoping that they can fit everything within the project budget. He shares that the project was released for construction bidding in August 2023, bid opening occurred on September 20, and to date more than 25 contractors have downloaded the bid package. Staff are hoping to award the construction contract in October and proceed with construction this fall with anticipated completion in spring 2024. Commissioner Camacho asks for clarification on the bid deducts, particularly the item related to tree sizes. Deputy Director Vitale explains that the list is in order of removal if bids come in high, and tree sizes could be made smaller to save costs if needed. Deputy Director Vitale next gives an update on Linden Avenue Park project which will provide improvements to the two parcels at 616 and 700 Linden Avenue in the Old Town area. Proposals were requested for landscape design and community engagement and 10 proposals were received. Staff evaluated the proposals and narrowed it down to four firms who were invited to interviews last week. Deputy Director Vitale shares that they’ve identified a preferred firm that they would like to work with and are in the process of checking their references. Staff will take their contract to City Council next month for approval, then they can begin design and community outreach in the later part of this year or early next year. Commissioner Camacho asks if Linden Avenue Park is the park’s name. Deputy Director Vitale and Director Mediati responded that the name is a placeholder at the moment. Director Mediati shares that the City’s naming policy says as a default for parks, they should be named for their location, however, City Council will be reviewing the naming policy for City facilities including parks following the review Parks and Recreation Commission Minutes of the Meeting of September 19, 2023 Page 3   of the City Council handbook. He also shares that he does have some name requests for various sites but will be considered after the policy update. Commissioner Camacho shares that she’s heard feedback from some community members about how the buildings and parks have been named and has heard suggestions that instead of naming them after a person, maybe the neighborhood or district could have a contest or vote to name it something they decide on. Deputy Director Vitale adds that the suggestion may be considered during community engagement. Chair Firpo suggests that the City Council Naming Committee be made aware of that too, as that’s where the suggestion could be formalized. Commissioner Burgo adds that she agrees with Commissioner Camacho that it doesn’t necessarily need to be named after a person, it could be more descriptive. She believes that it would be important for the area to have some representation and be involved in the naming. She feels that the neighborhood has been doing well with being involved, and it would be great if they could provide feedback in naming it too. Deputy Director Vitale shares that they should be coming back to the Commission in the next month or so with an announcement of who the selected firm will be for the design and community outreach. Deputy Director Vitale next gives an update on the Orange Memorial Park Aquatics Center. Staff are currently in the 30-day review period after submitting the Initial Study Mitigated Negative Declaration report. The report is available online for public review, copies are available at locations throughout the City and notices were mailed to nearby residents. General Contractor Pre-Qualifications are being advertised. Thirty contractors have already downloaded the bid package. The hope is to go out to bid for the project towards the end of this year, award contract for construction in the early part of next year and begin construction shortly after. Chair Firpo asked if the bid process will close by the end of the year. Deputy Director Vitale responded that because of the 30-day review period for the Initial Study Mitigated Negative Declaration report and the pre-qualification process, they’ll start to advertise end of November or early December and open bids in early January. Staff don’t want to open bids the week leading up to Christmas as it may limit the contractor pool. Deputy Director Vitale shares that the plan is to start construction early next year, open the new pool in spring of 2025 and demolition of the existing pool and finish the landscape improvement to that area by summer of 2025. Deputy Director Vitale gives an update on the Orange Memorial Park Sports Field project. Turf installation is underway and today contractors are installing the Parks and Recreation Commission Minutes of the Meeting of September 19, 2023 Page 4   footings for the gateway sign. The sidewalk work along Orange Avenue has been completed and is open. Furnishings are going in and the turf will be finished over the next couple of weeks. The pump building, concession building, and the existing restroom have been painted. The sidewalk area between the restroom and the picnic shelter had to be shut down to expand the fire truck access pathway, but has since reopened. Deputy Director Vitale reports that they will be doing punch walks next week to go over items that the contractor, the design team, and staff see that need to be corrected before the project is accepted. Training with staff will take place over the next couple of weeks. The grand opening for the field is set for October 18. 2. Library | Parks and Recreation Grand Opening Update Manager Armanino gives an update on the LPR grand opening scheduled for Saturday, October 28. Details are still forthcoming but opening remarks will possibly start at 11:00 a.m. Once the time is confirmed, the Commission will be updated. The ribbon cutting is scheduled to occur at 11:30am, then doors will open, and activities start. The first band will play from 12:00 p.m. - 1:30 p.m. and the second band will play from 2:30 p.m. – 4:00 p.m. Contracts are not signed yet but most likely, the bands will be Steel N Chicago as the main act and Maya as the opening act. Manager Armanino shares that they’re planning for several food trucks in the parking lot, and free activities on all the floors. All floors will be activated with demonstrations for people to see activities that will be programmed in those rooms and will have the ability to participate in some as well. Commissioner Uy asks how many food trucks there will be to which Manager Armanino responded that they are hoping to have four. Commissioner Battaglia asked what activities Parks and Recreation staff will be hosting. Manager Armanino responds that the concert will be going on the outside of the building. Inside the building, within the banquet hall, visitors will be able to sit and eat their food. In the social hall, staff will provide spaces for tabling of City departments, co-sponsored groups and other community organizations for people to know what resources are available throughout the community. On the second and third floors, there will be childcare activities throughout the day, ballet demos, exercise classes, and the Dia De Muertos art show will be in the gallery during that time. The office will be staffed as well for public information. Commissioner Uy asks how the traffic flow will be managed. Manager Armanino responded that they are working with the Police and Fire Departments and have a meeting with them next week to see if they’ll have staff and Explorers available to help. There will be various parking sites including the MSB, the West Orange Library and are also in talks with San Mateo County to see about securing parking spaces at the old Mission Courthouse. The South City Free Shuttle will also be operating that day and encourage people to take public transportation to the site. Vice Chair DeNardi suggests that we encourage attendees to carpool as well. Parks and Recreation Commission Minutes of the Meeting of September 19, 2023 Page 5   Chair Firpo asked if staff will be on hand to answer any questions and to show people where to go. Manager Armanino responded that staff will be stationed at all main points of entry, as well as on each of the floors to greet people and tell them about the rooms if there is not something actively programmed in the room at the time. 3. Report regarding the Roberta Cerri Teglia Center Facility Manager Armanino shares that they have re-opened the Teglia Center. She shares that they are hoping to open the adult daycare floor in October after staff complete licensing documents. The Congregate Meal Program is still a grab and go format, but will soon return to a sit down congregate program. Manager Armanino shares that on September 30, the mayor will be hosting “Coffee with the Mayor” at the Teglia Center at 10:00 a.m. Vice Chair DeNardi asked if they will have permits that are issued to park in the parking lot. Manager Armanino responded that staff will reissue them to patrons as the enter. Vice Chair DeNardi asks if the permits are on a monthly basis and if they have expiration dates. Manager Armanino responds that they do have an expiration that will usually depend on what the patron is participating in and the duration of that program. Commissioner Lock asks if during “Coffee with the Mayor,” tours will be offered at the facility of all floors or just the floors open now. Manager Armanino replied that they will offer tours of the second floor and third floor, but the first floor is still under construction. Chair Firpo comments that he’s happy that the center is reopening. Manager Armanino agrees and comments that the staff did a great job pivoting in keeping the programs going at offsite locations. 4. Calendar of Events Director Mediati gives a brief update of the Calendar of Events. 5. Administrative Update Manager Richardson gives an update on the Brentwood Park tree removals. The project began yesterday, and it was estimated to take five days but believes it will require two weeks of work. After tree removal is concluded, they will work towards redesigning, installing new irrigation and replanting new trees. Chair Firpo asked how many trees are being removed to which Manager Richarson responded that 40 will be removed and 40 pruned. Manager Richardson noted he would keep the Commission updated as the project progresses. Commissioner Camacho asks about the residents who are concerned about the eight City trees on private property, and what is the ideal resolution for them. Manager Richardson shares that they consulted with the City’s legal team, and they believe Parks and Recreation Commission Minutes of the Meeting of September 19, 2023 Page 6   the trees are privately owned. Because it’s likely the City, Boy Scouts and local residents planted them, and the true planting history is unknown, Manager Richardson is offering them the one-time option that the City will remove the trees if the resident so chooses. If residents decide to keep the trees, they will be responsible for all maintenance in the future. Those trees will be removed as a separate project as not part of the original project scope. Staff is in contact with each of those property owners. Vice Chair DeNardi asks Manager Richardson to clarify if residents who choose to keep the tree will be required to sign a document stating that they are liable, not the City, should a tree failure occur. Manager Richardson responds, yes, that they will sign an acknowledgement of ownership and release of liability. Director Mediati requests that if any of the Commissioners would like to attend the Citizen’s Academy on October 10, they should confirm with Jeanette to be added to the dinner order. This will be the first event staff are hosting at the new building. Manager O’Brien shares that the Cultural Arts Commission just completed the Public Art Master Plan, and it will go to City Council next week for approval. Deputy Director Duldulao shares that there are a couple of upcoming events that require registration, and that she will follow up with an email to the Commissioners. Some of the events that require registration are the Fun Run, participation in the Trunk or Treat, as well as the pumpkin patch. Commissioner Burgo asked if she could get some flyers for Trunk or Treat to send out because she knows some people who would love participate. Deputy Director Duldulao and Manager Armanino responded that hosting a car for Trunk or Treat is only for City departments, commissioners and co-sponsored groups attending does not require registration and is open to everyone. The only things we’re asking for pre-registration are the two pumpkin patches. VII. FRIENDS OF PARKS AND RECREATION Manager Armanino reports that the Friends group is looking forward to selling beer and wine at LPR grand opening for their fundraiser. Anyone interested in volunteering can contact Marie Patea. VIII. BEAUTIFICATION COMMITTEE No updates at this time. IX. ADMINISTRATIVE BUSINESS 1. Motion to approve meeting minutes from August 15, 2023 Approved by motion with changes requested by Vice Chair DeNardi. Motion: Commissioner Camacho / Seconded: Commissioner Burgo. Parks and Recreation Commission Minutes of the Meeting of September 19, 2023 Page 7   All voted in favor, other than Commissioner Lock, who abstained due to absence at the August meeting. 2. Motion regarding cancellation of the November or December Commission Meeting Some discussion was held amongst the Commissioners. Approved by motion to cancel November and December meetings with the possibility of having a special meeting if needed. Motion: Chair Firpo / Seconded: Vice Chair DeNardi. All voted in favor. 3. Report regarding the Department’s Pickleball Programs and Pilot Court Location Director Mediati gives an update on piloting a dedicated pickleball court. Staff proposes a demonstration project to last 3-6 months and culminate with some kind of public outreach. At the last meeting, consensus from the Commission was that Orange Park would be the most ideal location. Director Mediati shares that he and Manager Richardson met with Armando Leigh, the Department’s pickleball instructor, and there is a small quadrant in the southwestern corner of court number 5 that has some cracking in the surfacing. Armando noted that it is not ideal for pickleball and could eliminate one more competitive court but could be used for a practice or learning court. There is also a chance that padding would be needed on the light standards that are within proximity of the area of play but could be absorbed within the operating budget if needed. Director Mediati believed that Orange Park is still the most viable location. Director Mediati shares that Armando’s other suggestion was Sellick Park, the only issue there is that it has only one court which would displace any tennis players that use this site. He asks the Commission for their recommendations on a court so that they can move forward with the pilot program. Vice Chair DeNardi asks if the Department has received any complaints from the residents near Buri Buri Park. Director Mediati respond that he has not heard of any complaints at Buri Buri Park, but at Westborough they have, and they do have a similar proximity to homes. Vice Chair DeNardi shares that she was at Westborough Park and reports that the courts are being well used for pickleball and thought the noise level wasn’t too bad. She also shares that she doesn’t believe a pickleball court at Stonegate is a good idea because there are not any restrooms, and parking is a challenge. She hopes in the future they’ll be able to get court 5 at Orange Park. Commissioner Uy believes Orange Park is still the most viable. He understands that Armando has some concerns about the more advanced players not wanting to use one of the courts but typically only 1-2 of the courts are advanced and everything else is beginner or intermediate so he doesn’t believe that the one area should be an issue. Commissioner Uy thinks the only problem with Sellick Park is that parking is very limited and still believes Orange Park is the better choice and since that’s where eventually we’ll have permanent courts. Parks and Recreation Commission Minutes of the Meeting of September 19, 2023 Page 8   Chair Firpo comments that because of the exposure to the elements at Sellick Park, Orange Park is more of an ideal place. Approved by motion to designate court 5 at Orange Park for the pickleball pilot program. Motion: Vice Chair DeNardi / Seconded: Commissioner Uy All Commissioners voted in favor. X. ITEMS FROM THE COMMISSION Commissioner Camacho shares she attended movie night at Martin School, and it was a great turnout. She then shares that she’s had some parents reach out to her to regarding the fence opening being too small to get strollers through and thinks there may be funding for it in the new Measure T bond but wanted to know if there is a way to provide that kind of feedback to the school district. Director Mediati responded he could share this with school district staff. He mentions that they were also going to propose a gate from the parking lot, near the school’s playground, directly to the field that can be locked. Commissioner Camacho then shares that Joint Advisory Committee to the Child Care Master Plan (JACCCMP) held an outreach event at the Fernekes Building and even though they did promote the event, it seemed the families weren’t coming in to give their input. She noticed there were lots of people on the playground and soccer field and suggests having the next meeting setup outside with less words on the poster to give people an idea on what kind of feedback is needed. The way it was presented didn’t feel like the right fit for a community outreach. She knows that sometimes there is a language barrier, but that should be the City’s burden to meet. Vice Chair DeNardi suggests a collaboration with the school district to reach all the families. Commissioner Camacho responded that she felt this was done well, and outreach wasn’t the greatest issue. She notes it felt like it was more of a venue and timing issue, and the event didn’t need to be so formal. Vice Chair DeNardi also suggests when scheduling these, checking what events are going on time so it’s not scheduled during a time when parents may have other obligations, for example soccer games. They should have an open forum that is more informal and welcoming. Commissioner Camacho suggests that they have something like they did when planning for the LPR; have items listed on a chart asking parents what their priorities are and quickly give feedback. Director Mediati comments that the Department has a supporting, not lead, role in the JACCCMP, but would share the feedback with the City Manager’s Office. Commissioner Camacho replies that she’s given this feedback previously. Director Mediati responded that he’s taken a lot of notes and will share them with the City Manager’s office who manages this function. Commissioner Lock thanks Manager O’Brien and Director Mediati for taking time to give him a tour of the LPR after missing his scheduled time. Parks and Recreation Commission Minutes of the Meeting of September 19, 2023 Page 9   He then asks what was approved by the Planning Commission for the Lindenville area and how it will impact the master plan. Director Mediati responds that he can ask Planning to provide a summary of what was approved. Commissioner Lock then asks what work is being done on Hillside Boulevard where lanes are being reduced. Director Mediati responds that he’s not aware, and will ask Public Works staff. Commissioner Lock then asks if the Bicycle and Pedestrian Commission provides input for Public Works projects. Director Mediati answered that yes, they do. Commissioner Lock shares that the reason he asks is because it would have been nice if they added or fixed the asphalt walkway along Hillside Boulevard. Director Mediati and Manager Richardson responded that that specific area lacking adequate sidewalks is County property. Commissioner Lock asked if co-sponsored groups could share their fundraising events with the Commission. Chair Firpo asked if the events are on a website. Director Mediati responded that they have requested this, and informed co-sponsored groups several times to use the Department as a resource for promotion, and that it is part of the co-sponsored agreement, the City can supply some support with printed materials, including their activities in our activity guide and our newsletters. Staff will remind them again to share this information with the Department and Commission. Vice Chair DeNardi shares the Historical Society is having a fundraiser on September 29 at the Basque Cultural Center. Commissioner Uy would like to suggest again the idea of having rangers in the parks to have more staff to monitor our parks. Recently he was at Orange Park, where he saw someone using drugs. He believes there will be an increase in these types of issues especially in certain areas and thinks it would be a good idea to have people there to monitor it without having to necessarily involve the police. Commissioner Uy then shares that the pickleball nets that were ordered by the Department are being used by people of all ages and it’s a great benefit for residents. Commissioner Camacho shares that when she thinks of park rangers, not only does she see the safety side but also the educational side and believes it would tie in nicely with the different parks and programs. Vice Chair DeNardi shares that she has seen police officers on the bicycles riding through Orange Park and suggests that if you see something to call it in. She also shares that there is going to be an Elks Lodge Hoop Shoot Contest hosted by Elks 2091 in collaboration with the Department on November 19 for both boys and girls. Commissioner DeNardi enjoyed Movie Night and Art in the Park. ITEMS FROM STAFF No new items from staff. XI. ADJOURNMENT: 8:23 p.m. Respectfully submitted by Jeanette Yoshida, Administrative Assistant II Next Meeting: October 17, 2023