Loading...
HomeMy WebLinkAbout10-04-17 PRC Agenda pktCity of San Luis Obispo, Agenda, Parks and Recreation Commission Regular Meeting on Wednesday, October 4, 2017 @ 5:30p.m., Parks and Recreation Conference Room, 1341 Nipomo CALL TO ORDER: Chair Avakian ROLL CALL: Commissioners Susan Olson, Keri Schwab, Rodney Thurman and Jeff Whitener Public Comment Period. At this time, you may address the Commission on items that are not on the agenda but are of interest to the public and within the subject matter jurisdiction of the Parks and Recreation Commission. The Commission may not discuss or take action on issues that are not on the agenda other than to briefly respond to statements made or questions raised, or to ask staff to follow up on such issues. PRC Meeting Agenda 1. Consideration of Minutes of Regular Meeting of September 6, 2017 2. Consider a Recommendation to Council on the Project Plan for the Parks and Recreation Element and Master Plan Update (Gershow – 30 minutes) 3. Update of the Summer Kids Play Free Golf Pilot Program (Mudgett/Woods – 15 minutes) 4. Overview Presentation Impacts of CalPERS Changes on City Fiscal Health (Stanwyck – 30 minutes) 5. Director’s Report (Stanwyck – 10 minutes) 6. Subcommittee Liaison Reports Committee Liaison Adult and Senior Programming Vacant Bicycle Advisory Susan Olson City Facilities (Damon, golf, pool, joint use) Greg Avakian Jack House Committee Jeff Whitener Tree Committee Rodney Thurman Youth Sports Association Keri Schwab 7. Communications Adjourn to Special Meeting of October 27, 2017 APPEALS: Administrative decisions by the Parks and Recreation Commission may be appealed to the City Council in accordance with the appeal procedure set forth in Chapter 1.20 of the San Luis Obispo Municipal Code. The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities. Please contact the Clerk or staff liaison prior to the meeting if you require assistance. Minutes - DRAFT PARKS AND RECREATION COMMISSION 06 September 2017 Regular Meeting of the Advisory Body Commission CALL TO ORDER A Regular Meeting of the Parks and Recreation Commission was called to order on the 6th day of September 2017 at 5:31 p.m. in the Parks and Recreation Administration Conference Room located at 1341 Nipomo Street, San Luis Obispo, California, by Chair Avakian. ROLL CALL Present: Chair Greg Avakian, and Commissioners Susan Olson, Keri Schwab and Jeff Whitener Absent: Vice Chair Rodney Thurman Staff: Parks and Recreation Director Shelly Stanwyck, Recreation Manager Melissa Mudgett, Associate Planner Rebecca Gershow PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Tim Duttle, representative of a commercial business, shared a proposal to have a steam locomotive train (3/4 size) constructed around Laguna Lake Park. Mr. Duttle proposed a concessionaire model with the City to operate the train at this location. He anticipated that construction would leave a minimal footprint in the park (approximately 5-6 feet – width of the track). Director Stanwyck shared information about the City’s the RFP/Bid process. She added that the Laguna Lake Natural Conservation Plan did not include a steam railroad as a future envisioned use. Director Stanwyck continued that the upcoming Parks and Recreation Element Update and Master Plan would be a community-based process; designed to identify future needs and community priorities. CONSENT AGENDA AND CONSIDERATION OF MINUTES ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE PARKS AND RECREATION COMMISSION FOR JUNE 7, 2017 AND JULY 5, 2017. 1. Consideration of Minutes CARRIED 4:0:0:1 to approve the minutes of the Parks and Recreation Advisory Body for the regular meeting of 6/7/2017 and 7/5/2017 as motioned by Commissioner Whitener and second by Commissioner Olson. AYES: AVAKIAN, OLSON, SCHWAB, WHITENER NOES: NONE ABSTAIN: NONE ABSENT: THURMAN PUBLIC HEARINGS AND BUSINESS ITEMS DRAFT Minutes – Parks and Recreation Commission Meeting of September 13, 2017 Page 2 2. Review and Provide Feedback on the Draft Project Plan for the Parks and Recreation Element Update Director Stanwyck provided a brief overview of the project plan for the Parks and Recreation Element Update and Master Plan. She introduced Associate Planner, Rebecca Gershow who will be coordinating this 2-year effort. Director Stanwyck said the focus of the Draft Project Plan is the development of a Community Needs Assessment, Parks and Recreation Master Plan, Maps, and Element Update. She added that the Parks and Recreation Commission’s guidance tonight will be used to make final recommendations to be reflected in the Final Project Plan which will be presented to the Commission again for its final review, approval and recommendation to the City Council for adoption. Director Stanwyck added that Commissioners will have a unique opportunity to help shape the future of parks and recreation. Staff Rebecca Gershow provided a highlight of her background as a parks planner. Staff Gershow provided an in-depth review of the components of the draft project plan, project schedule and milestones and the community engagement process. Director Stanwyck added that this process will be informed by existing city policies. Staff solicited the Commission’s feedback and recommendations for revisions to the project plan. Staff will return to the Commission with a final project plan at its October 4, 2017 meeting. Public Comment Kit Gould, SLO Resident, thanked the Commission for its efforts in updating the Parks and Recreation element. She asked the Commission to consider the 2001 Parks and Recreation Master plan that identified a neighborhood park in the north Broad Area as an unmet need. She added that Council had previously directed staff to pursue park opportunities in this area. Commission Comments followed. Chair Avakian asked how the consultant will be utilized for this project. Director Stanwyck responded that much of the foundational work will be provided by staff and assistance by an intern; consultants would be sought for specialized data and expertise. Chair Avakian expressed his support for the element update and having the opportunity to be a part of this process. Commissioner Schwab reported that the County of San Luis Obispo just completed its Parks and Recreation Assessment Request for Proposals (RFP). Commissioner Schwab asked about the duration of the Master Plan and capital improvement plan. Staff Gershow responded that it is intended to be a 20-year plan with a prioritized list of capital improvement projects and projections of cost. Commissioner Whitener asked if there was consideration for an integrated plan wi th the County. Director Stanwyck responded that through the community needs assessment, staff can work to identify residency and anticipated some sharing of information and data with the County. Commissioner Whitener asked if a regular maintenance schedule will be developed as part of this effort. Director Stanwyck said the community needs assessment will help identify the community’s desired level of service for maintenance of the parks and recreation system and the resources needed to accomplish. Commissioner Whitener encouraged surveying the community about the potential of financial support of parks; such as with sponsorships or donations. 3. Recommend Surface Maintenance of Laguna Lake Park Dog Off-Leash Area and Receive and File 2017 Dog Off-Leash Area Survey Results DRAFT Minutes – Parks and Recreation Commission Meeting of September 13, 2017 Page 3 Staff Melissa Mudgett provided an update of the Laguna Lake Park Dog Off -Leash Area maintenance activities this summer which included replacement of the temporary fence panels adjacent to the parking area, installation of large landscape boulders to serve as boundary lines for users, installation of paver collars and temporary snow fencing around water-logged areas and additional signage. Staff Mudgett added that the turf in the off -leash area has been in decline for years and large cracks have appeared now causing a safety hazard. She added that due to the irrigation infrastructure of this area, renovating with grass is not a feasible option. Staff Mudgett added that Parks Maintenance has recommended the application of woodchips to a portion of the dog off-leash area to address immediate safety concerns. Staff Mudgett provided a summary of community survey results, conducted in May 2017, for the dog off- leash area. Staff Mudgett said the survey had a dual purpose; intended to both solicit feedback from users to help shape the current maintenance needs and to identify and prioritize future improvements to the area should funding become available. Public Comment Gary Havas, SLO resident, asked if the recommendation for woodchip application was a liability issue for the city and would this be a way to avoid claims for trip/falls. Director Stanwyck responded affirmatively that this was a recommendation for improved safety at the sight. Mr. Havas said that organic material, such as woodchips, help the composition of the clay soil. Kit Gould, SLO Resident, said she was concerned about the impact of woodchips on a dog’s paw. She asked if the Commission could consider this area for artificial turf. Commission Comments followed. Chair Avakian asked how much turf was currently grass. Staff Mudgett responded that approximately 95% of this area is bare, exposed soil. Chair Avakian asked about other ways to enhance the off-leash area; such as using old sewer pipes for play amenities. Director Stanwyck responded that Public Works staff are always keeping an eye out for such creative uses. Director Stanwyck said staff can solicit organized groups; such as Leadership SLO or service groups, to help fundraise for park amenities. Commissioner Olson asked about the composition of woodchips as eucalyptus trees are dangerous for dogs. She asked that Parks Maintenance confirm that no eucalyptus trees are used in the woodchips and that they be chipped into smaller pieces to reduce the harmful impact to dogs. Receive and File the 2017 Dog Off-Leash User Community Survey results. CARRIED 4:0:0:1 to allow Parks Maintenance to apply non-eucalyptus woodchips, in a limited capacity, to only the dog off leash areas impacted with large cracks/fissures to address the most immediate safety concerns of the area motion by Commissioner Olson, second by Commissioner Whitener. AYES: AVAKIAN, OLSON, SCHWAB, WHITENER NOES: NONE ABSTAIN: NONE ABSENT: THURMAN DRAFT Minutes – Parks and Recreation Commission Meeting of September 13, 2017 Page 4 4. Selection of Wes Conner Awardee for 2017 Director Stanwyck provided an overview of the Wes Conner Award criteria and recipient nominations for 2017. She added that the late Wes Conner was a devoted, civic-minded volunteer for the City of San Luis Obispo and an avid supporter of all things parks and recreation. The Wes Conner Award was developed to honor individuals who, like Wes, have provided sustained valuable service that resulted in improved access to high quality parks and recreation services in the City of San Luis Obispo. Past recipient in 2016 was Herb Filiponi. Public comment Gary Havas, SLO resident, said that John Spatafore has been on the nomination list for the past 10 years and has sustained his support of parks and recreation as well as many other community contributions. Mr. Havas recommends the Commission select John Spatafore. Commission Comments followed. Commissioner Whitener nominated John Spatafore for his key leadership is starting the Youth Services Association, noting that Mr. Spatafore also led the charge for the development of Damon-Garcia Sports Fields, and is also an advocate for the new homeless shelter. By Consensus, the Commission recommended the selection of John Spatafore as the 2017 recipient of the Wes Conner Award. 5. Selection of Date and Approval of Route for Annual Park Tour Director Stanwyck provided for the Commission’s consideration a proposed tour route and several dates in October to select for the annual parks tour. By consensus, the Commission approved the parks tour route and selected Friday, October 27, 2017 as the annual parks tour date. COMMITTEE COMMUNICATIONS 6. Director’s Report Director Stanwyck provided a brief update of current Parks and Recreation programming and City updates. • Public Art Dedication of Olas Portola on Thursday, Sept 7th at 4:00pm • Back 2 Pool Night this Friday, Sept 8th at 5:30pm • Progress on Sinsheimer Playground nearing completion end of September 2017 • M Extension trail is now open • Volunteer Appreciation Dinner, Sept 20th at 5:30pm • Pool maintenance has been completed and the pool is now open • September Scramble at Laguna Lake Golf Course, Sept 30th - times vary by age LIAISON REPORTS 7. Subcommittee Liaison Reports • Adult and Senior Programming: No report. Liaison position is currently vacant. • Bicycle Advisory Committee: Commissioner Olson said the BAC meets later this month. (Shelly invite Adam F to a future Meeting). She said the BAC had discussion about the Broad Street Bike Boulevard plan and Safe Routes to School at Pacheco. DRAFT Minutes – Parks and Recreation Commission Meeting of September 13, 2017 Page 5 • City Facilities (Damon Garcia, Golf, Pool & Joint Use Facilities): Chair Avakian reported Damon Garcia is now open. A SLO Friendly soccer tournament was held this past weekend. The Tri-Tip 7 tournament will be held this next weekend. A new Ranger Specialist, Ryley Washbish, has been hired. Chair Avakian highlighted the successes of the golf course’s kids play free during the summer program and super-twilight rate. He said the golf course is prepping for the upcoming September Scramble. The golf course was closed one-day last week for aeration. Chair Avakian said the Middle School PE golf program has shown to be a new feeder program to high school golf as 20 girls tried out for the freshman SLO High golf team this year. • Tree Committee: Vice Chair Thurman was absent. No report. Commissioner Olson said the ficus tree on the corner of Garden/Higuera will remain. • Jack House Committee: Commissioner Whitener reported that the Jack House Committee is embarking on a policy development project to help guide the future maintenance and operation of the Jack House. • Youth Sports: Commissioner Schwab said the YSA has not met lately and the next meeting is scheduled for later this month. There is no report. Commission Communications None. ADJOURNMENT The meeting adjourned at 7:44 p.m. to the regular Parks and Recreation Commission scheduled for October 4, 2017 at 5:30 p.m., in the Parks and Recreation Department Conference Room located at 1341 Nipomo Street, San Luis Obispo, California. APPROVED BY THE PARKS AND RECREATION COMMISSION: 10/04/17 City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number Parks and Recreation Commission Agenda Report Date: October 4, 2017 SUBJECT: Parks and Recreation Master Plan and General Plan Element Update Prepared by: Rebecca Gershow, Associate Planner, Long Range Planning RECOMMENDATION 1. That the City Council approve the Project Plan for the Parks and Recreation Element and Master Plan update. 2. Select a current Parks and Recreation Commissioner to serve on the consultant selection team. DISCUSSION 1. Approval of Project Plan Staff has developed a Project Plan for the update of the City’s 2001 Parks and Recreation Master Plan and General Plan Element, which will be used to guide project development. This project has been identified as the top priority for the Parks & Recreation Commission, as the 2001 plan is out of date and its usefulness as a policy document is minimal. A draft of the Project Plan was presented to the Commission on September 6, 2017 for review and input. The Draft Project Plan was also circulated to City staff, and consistent with feedback provided, several changes have been made, including: • Additions to the preliminary stakeholder list on page 8, including Friends of SLO City Dog Parks, Neighborhood Groups, Bike SLO County, and SLO Women’s Soccer. • Clarification of staff roles in the Project Assumptions section (page 5) and Project Organization and Team (page 6). • Adding Environmental Analysis as a project deliverable (page 5). Meeting Date: Item Number:_________ Parks and Recreation Master Plan and General Plan Element Update Page 2 • Simplifying the Draft Project Schedule, knowing it is an estimate at this point, before consultants are hired (p. 10). 2. Development and Council Issuance of a Request for Proposals Upon approval from the Parks and Recreation Commission, staff will use the Project Plan as the basis for developing the Request for Proposals (RFP) for consultant services. Assuming PRC approval of the Project Plan at its October 4th meeting, the City Council will be considering authorization of the RFP at its November 7th meeting. Key information that would be included in the RFP includes: • Introduction (purpose, background, planning area, policy direction, project assumptions and plan format); • Scope of work (project objectives, planning process, project deliverables, project advisory body, other advisory body review, and community engagement plan); • Project schedule; • Project budget; • Terms and conditions; • Sample contract or agreement; • Insurance requirements; and • Proposal submittal forms. The consultant contract will not exceed $135,000. As previously discussed, significant project work will be outside of the contract and completed by staff, such as development of the park and facility inventory and assessment, and the final environmental document (likely a Mitigated Negative Declaration) as well as project management of the entire work effort. The consultant will attend at least seven Parks and Recreation Commission meetings (in person or through video conference) and key advisory body hearings, and staff will take the lead on the remainder. The substance of the RFP will be based on the Project Plan. The following is an outline of the anticipated schedule for proposal review and contract award: Issue RFP 11/10/17 Receive proposals 12/7/17 Complete proposal evaluations 12/21/17 Conduct finalist interviews 1/9/18 Finalize recommendation 1/15/18 Execute contract 2/9/18 Start work 2/9/18 Proposals will be evaluated based on the following criteria: a. Understanding of the work required by the City; b. Quality, clarity and responsiveness of the proposal; c. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City; Parks and Recreation Master Plan and General Plan Element Update Page 3 d. Recent team experience in successfully performing similar services; e. Proposed approach in completing the work; f. References; g. Background and experience of the specific individuals to be assigned to this project; and h. Proposed compensations. A team will review and evaluate consultant proposals and participate in finalist interviews. That team is proposed to be made up of staff, one Park and Recreation Commissioner, and one outside agency participant. PARKS AND RECREATION COMMISSION CONSIDERATION The Parks and Recreation Commission purview is to review and make recommendations for changes which could have an impact on the City’s parks and park facilities. The Parks and Recreation Commission’s guidance tonight will be used to finalize the project plan, move forward with RFP refinement, and select a Commissioner for participation on the consultant selection team. Some questions to consider: 1) Is the Parks and Recreation Commission comfortable recommending adoption of the Project Plan to the City Council? 2) Would the Parks and Recreation Commission like to appoint a member to the consultant selection team? 3) Are there any questions about the process as proposed? NEXT STEPS Upon approval by the Parks and Recreation Commission, the next steps will be City Council review of the Project Plan and authorization of the RFP as is or with changes on November 7, with subsequent posting of the RFP for consultant selection by November 10, 2017. ATTACHMENTS Revised Project Plan for the Parks and Recreation Master Plan and General Plan Element Update 1 Project Plan Parks and Recreation Master Plan & Parks and Recreation General Plan Element Update BACKGROUND The development of a Parks and Recreation Master Plan and Element Update has been identified as the top priority for the Parks & Recreation Commission. The City’s Parks and Recreation Master Plan was last updated in 2001; it was adopted concurrently as a Parks and Recreation Element and Master Plan. It is out of date and its usefulness as a policy document is minimal. With new parks being proposed at a historically unprecedented rate in association with multiple residential projects in in the City, the Parks and Recreation Commission and staff lack current policy direction as well as data regarding the community’s current and future parks and recreation needs. This not only impacts future parks and recreation resources, but also the operational needs of the City’s existing parks and facilities. During the most recent drought a need was identified to include sustainable operational practices in current and future parks so that water intensive plantings are minimized . A Parks and Recreation Master Plan with a thorough Community Needs Assessment component would address these issues, among many others. Due to the elimination in 2010 of the second Recreation Manager Position for the Parks and Recreation Department there are insufficient staff resources to conduct th is effort solely internally, therefore funds were allocated through the FY2017 -19 Financial Plan to implement this project. GOAL AND POLICY CRITERIA 1. Supports Major City Goal regarding Climate Action by identifying future park amenities that are less water intensive and enhanced maintenance practices in existing parks to accomplish the same as well as other operational and or programmatic changes in support of this goal. 2. Supports Major City Goal regarding Multi -Modal Transportation by identifying and addressing connectivity between parks and open spaces via public transit, walking and cyclin g. 3. Supports the Major City Goal regarding fiscal health by prioritizing community needs for parks and recreation that result in prioritized capital improvement projects and operations for the same. Last Updated: 9.2 6 .17 PURPOSE The purpose of the update of the Parks and Recreation Master Plan (Master Plan) and Parks and Recreation General Plan Element (Element) is to address current and future needs for the City of San Luis Obispo’s parks, recreation facilities, programs and services. The plan will include a Community Needs Assessment, illustrative maps, and a prioritized action plan to ensure the most effective use of future community resources. The public will be engaged in a positive and creative way so that the resulting plan is representative of community values, desires and needs. 2 4. Supports the Housing Major City Goal by identifying reside nt and community needs and supporting the implementation of new facilities and new programs in new City neighborhoods. 5. Supports the Parks and Recreation Commission’s longstanding goal to update the Parks and Recreation Master Plan and Element to best serve the community 6. Supports implementation of the General Plan through the update of the Parks and Recreation Element and accompanying policies and programs. 7. Supports the City’s recently updated Land Use Element of the General Plan, including policies such as: “Areas preserved for open space should include public trail access, controlled to protect the natural resources, to assure reasonable security and privacy of dwellings…” (LUE 1.10.3); downtown green space and public parks, including pocket parks and parklets should be increased (LUE 4.10); walking paths along San Luis Creek in the downtown should be included (LUE 4.15); and public art in projects should be included (LUE 5.2.4), among others 8. Supports the City’s recently updated Circulation Elements of the General Plan, by identifying how: parks and recreational areas can be conveniently reached by pedestrians or bicyclists (CE Goal 1.7.3.7); and completing a continuous pedestrian network connecting residential areas with major activity centers as well as trails leading into city and county open spaces (CE Policy 5.1.2), among others 9. Is intended to be consistent with the City’s Conservation and Open Space Element of the General Plan, including: (COSE 8.5.1) “Public access to open space resources, with interpretive information, should be provided when doing so is consistent with protection of the resources, and with the security and privacy of affected landowners and occupants. Access will generally be limited to non-vehicular movement, and may be visually or physically restricted in sensitive areas” and (COSE 8.5.5) “The City will consider allowing passive recreation where it will not degrade or significantly impact open space resources and where there are no significant neighborhood compatibility impacts, in accordance with an approved open space conservation plan. Passive recreation activities may include: hiking, nature study, bicycle use, rock climbing, horseback riding or other passive recreational activities as permitted and regulated in the Open Space Ordinance.” 10. Supports the goals and policies in the Public Art Master Plan 11. Implements the 2015 Open Space Maintenance Plan 12. Implements the adopted 2020 Parks and Recreation Strategic Plan (Action 1.4.4) 13. Considers implementation strategies in the Downtown Concept Plan (adoption expected in September, 2017) PROJECT STRATEGY AND SCOPE The primary objectives for this project are to assess the existing parks and recreation facilities in the City; identify the community’s needs, including levels of service and geographic service area deficiencies; and update goals, policies and programs that relate to providing parks and recreation services within the City. The planning process will include four major components: 1. Setting the Stage: Planning Framework 2. Determining Community Needs 3. Developing the Parks and Recreation Master Plan (Plan) 4. Updating the General Plan Parks and Recreation Element (Element) 3 1. Setting the Stage-Planning Framework To ensure City-wide understanding of the scope and context of the planning process, a planning framework will be developed in a series of meetings with the staff team, Parks and Recreation Commission, City Council and other interested stakeholders. The planning framework may include discussion of core values, vision, mission, goals, policy and program categories and performance measures, and will set the stage for the work ahead. A draft framework will be developed at the start of the project that will be refined as the project progresses. 2. Determining Community Needs To develop a solid foundation for the Plan, a Community Needs Assessment will be developed with the following components: ▪ Community Engagement ▪ Park and Facility Analysis ▪ Recreation Services Analysis ▪ Management and Operations Analysis These components are further described below: • Community Engagement will be a critical part of the Community Needs Assessment. Early input will be solicited from stakeholders and residents regarding their needs, preferences and priorities related to parks, facilities, programs and activities, including active and passive recreation. Engagement activities such as open houses, workshops, focus groups, interviews, intercept surveys and online surveys will be planned to ensure the participation of a diverse cross-section of the population, from youth to seniors, as well as diversity of participants, from people with disabilities to organized sports leagues . A detailed engagement plan will be developed in coordination with project consultants. Public engagement findings will be summarized and used in conjunction with the analysis below. (See page 7 for more information on the Community Engagement Plan.) • The Park and Facility Analysis will help plan for future needs by understanding the City’s current parks, facilities and open space areas, including active and passive recreation opportunities as appropriate, that are available to residents. A park and facility analysis will include: o A demographic profile and description of the planning area; o A park and facility inventory and assessment--documenting the type, number, and condition of parks, facilities; o Park and facility classifications and definitions; o Park and facility standards analysis-analyzing the ratio of parks, facilities and open space areas to population (current level of service), and anticipated need based on population projections; evaluating level of service in comparable communities; updating park and facility standards 4 o Maps to show existing parks, facilities and open spaces, and geographic service areas to illustrate areas underserved by parks and facilities; and o Summary of assessment of current parks, facilities and future needs to provide a basis for the development of policies and programs. • The Recreation Services Analysis will look at recreation programs and services data provided by the City and other providers, recreation use findings from public engagement activities, and state and national trends. Maximum programming limits for each facility will be reviewed, and recreation service needs will be identified for the next 20 years, which will provide a basis for the development of policies and programs. • The Management and Operations Analysis will look at the cost of operating and maintaining the City’s parks, facilities and open space including its operating budget, and maintenance costs by type of park, facility, and open space to develop findings related to the costs to operate and maintain future parks, facilities and open spaces. 3. Developing the Plan In the second phase of the planning process, recommendations and priorities will be developed for acquiring, developing, improving and managing parks and facilities for active and passive recreation, and recreation programs and services in the City over the next 20 years. We will evaluate input and develop updated goals, policies and programs based on the Community Needs Assessment results and input from staff, the Parks and Recreation Commission, the general public and stakeholder groups. The plan will also include a plan map; a prioritized implementation list; and a capital improvement plan that includes order-of-magnitude cost estimates and projected operational costs of implementing the capital projects proposed. Performance measures may be developed to assist in evaluating the success of plan implementation. Staff or consultants will be responsible for reviewing the Draft Plan for compliance with the California Environmental Quality Act. It is likely an initial study/mitigated negative declaration will be prepared. After thorough opportunities for the public to review proposed recommendations and priorities, a Draft Parks and Recreation Master Plan will be developed for advisory body review and adoption by the City Council. 4. Updating the Parks and Recreation Element The Parks and Recreation Element will be developed concurrently with the Parks and Recreation Master Plan—the Element is assumed to be all or a portion of the Master Plan. The Community Needs Assessment will be included as an appendix or technical supplement to the Element. Concurrent with or immediately following adoption of the Parks and Recreation Master Plan the Council will adopt the updated Parks and Recreation Element. It is assumed to be the same review process for both components; details will be refined as part of the consultant selection process. 5 DELIVERABLES ✓ Community Needs Assessment Report ✓ Updated Parks and Recreation Master Plan and Map(s) ✓ Environmental analysis, including Initial Study and likely Mitigated Negative Declaration ✓ Updated Parks and Recreation Element of the General Plan PROJECT ASSUMPTIONS 1. Continued support from the City Council for sufficient staff and resources to complete the project. 2. The Parks and Recreation Commission will act as the project’s advisory body 3. The commitment of a cross-departmental staff team for project assistance, including: i. P&R staff for in-house work to fill consultant funding gap; possibilities include implementation of communications plan (social media, graphics, community outreach at events and activities, etc.) ii. CDD staff for project management; iii. Intern to collect park and facilities data; iv. PW parks staff to share data, provide input and review; v. GIS staff for mapping; vi. Natural Resources and Active Transportation staff to ensure consistency and compatibility with other goals and policies for passive recreation and multiuse paths. 4. There will be a collaborative dialogue with available, wide-ranging stakeholders. 5. There will be broad public input upfront and throughout, within the scope of the project. 6. The consultant team will be a good fit for the community; able to integrate ideas from a variety of sources and able to put in the time to do it right. 7. The team can get the information and data they need . 8. The plan will consider the goals and objectives of the 2020 Parks and Recreation Strategic Plan and guide future Strategic Plan updates 9. The plan will consider recommendations from the Public Art Master Plan, the Downtown Concept Plan, the Mission Plaza Concept Plan, the Open Space Maintenance Plan and the Open Space Vision Plan, Saving Special Places Forever, and other related documents. 10. The plan will address both active and passive recreation. Per the General Plan, “The City will consider allowing passive recreation where it will not degrade or significantly impact open space resources and where there are no significant neighborhood compatibility impacts, in accordance with an approved open space conservation plan. Passive recreation activities may include: hiking, nature study, bicycle use, rock climbing, horseback riding or other passive recreational activities as permitted and regulated in the Open Space Ordinance (COSE 8.5.5).” 11. The plan will address multiuse path needs in terms of connectivity to parks, facilities and open space, and coordinate with the development of the Active Transportation Plan as appropriate. PROJECT ORGANIZATION AND TEAM Project Manager: Rebecca Gershow, Associate Planner Project Sponsor: Shelly Stanwyck, Parks and Recreation Director Project Steering Committee: Above, plus Lindsey Stephenson, Melissa Mudgett, Devin Hyfield, and Megan Burger Project Team: 1. CDD Xzandrea Fowler, Brian Leveille (CEQA) 2. P&R Other Doug Carscaden, Dave Setterlund & Sahvanna Ettestad 6 3. GIS David Yun/Mary Andrews 4. Parks Maintenance Jeff Hendricks 5. Building Maintenance Andrew Collins 6. Natural Resources Bob Hill 7. Bike / Pedestrian Adam Fukushima Other Department Consultation: • Administration • Finance • Public Works Engineering • SLO Transit • Fire Department • Police Department • Special Events Committee ✓ The Project Manager is responsible for day to day project oversight, work plan tracking, project billing and is the liaison to other staff and the project consultant(s). ✓ The Project Sponsor has ultimate accountability for the successful completion of the project and provides strategic direction to the project manager and department head coor dination. ✓ The Project Steering Committee has weekly or bi-weekly meetings to make sure the project stays on track ✓ The Project Team includes staff who are active participants in the project. Project Team members will meet with the project manager or others as needed to assist in plan development, including sharing necessary data, information or other work, and reviewing drafts of plan components. Most participation will be outside of a group “team meeting.” Team members will also communicate project updates to their dep artment or division as appropriate. ✓ Other Department Consultation will happen throughout the project on an as-needed basis. PROJECT ADVISORY BODY The Parks and Recreation Commission (PRC) will serve as the project advisory body for the Parks and Recreation Master Plan and Parks and Recreation General Plan Element Update. The PRC will serve this role, as they are the commission that advises the City Council on park development and recreation programs and provides general guidance to the Parks and Recreation Department. There will be a standing project update at each monthly PRC meeting to keep the Commission apprised of project tasks and upcoming deliverables. Approximately every other month the PRC will review project deliverables and provide more detailed input and direction as necessary (see Project Tasks and Schedule below and linked). OTHER ADVISORY BODY REVIEW The Planning Commission is the Advisory Body responsible for reviewing and recommending the City’s long-range plans to the City Council, most notably the City’s General Plan. As such, t he Planning Commission and City Council will each have the opportunity to review and provide input on components of the project three times – to review the Draft Community Needs Assessment, to review the Draft Master Plan and Element Update, and at the end of the project for final review and adoption. Other City advisory bodies will also review and provide input on the draft plan, including but not limited 7 to the Cultural Heritage Committee, Jack House Committee, and Bicycle Advisory Committee. Additional meetings will be scheduled as necessary. See the Project Tasks and Schedule section for more information. COMMUNITY ENGAGEMENT PLAN A detailed Community Engagement Plan will be developed in coordination with the selected consultant. As described on page 2 of the project plan, early Community Engagement will be a critical part of the Community Needs Assessment. Early input will be solicited from stakeholders and residents regarding their needs, preferences and priorities related to parks, facilities, open space, programs and activities, including active and passive recreation. As the plan is developed, stakeholders will be re-engaged to provide input along the way. The communication objective will be to collaborate with the community. This includes an interactive process where the project team partners wi th the public to identify needs, preferences and priorities, and identify preferred solutions. Engagement activities will be planned to ensure the participation of a diverse cross-section of the population, as described in the list of stakeholders above, as well as the general public. Components of the community engagement plan may include the following. This list will be refined after consultant selection, when the Community Engagement Plan is developed: • Development of a project logo and branding • Development of a social media communications plan • E-updates—email outreach to generate interest, maintain participation, and develop mailing list • Media Outreach—news releases on the key project milestones and key elements of the update • Special event cross marketing by P&R Staff—distribution of project materials, postcards and intercept surveys at special events • City web page/project page regular updates • On line survey: web-based, possibly graphic-based (using mapping software) with broad distribution/publicity/incentives to ensure high participation and diverse representation. • Open City hall updates with questionnaires or strategic questions • Stakeholder focus groups or interviews • Outreach to schools for youth participation • Workshops/open houses/pop-up events, depending on the phase of the project and the input needed, including neighborhood meetings, or meetings in parks Refer to the Public Engagement and Noticing Manual for more outreach tools and information on the levels of engagement. PRELIMINARY STAKEHOLDER LIST Beyond the general public, stakeholders are organized groups of people we want to make sure we reach out to and hear from as part of our public engagement process. After consultant selection, a detailed Community Engagement Plan will be developed, and appropriate input opportunities will be identified. 8 City Committees/Boards:Community Partnerships Bicycle Advisory Committee Arts Obispo Cultural Heritage Committee Bike SLO County Jack House Committee Cal Poly Planning Commission CAPSLO Senior Center Executive Board CCCMB Tree Committee Center for Family Strengthening Mass Transportation Committee C. Coast Comm. for Snr Citizens- Area Agency on Aging Other or Former City -affiliated Groups:Chamber of Commerce/Visit SLO Downtown Concept Plan Creative Vision Team Child Care Planning Council Open Space Working Group Contract Class Instructors Former PRC & JHC Members County Library Staff Tourism Business Improvement District Board Cuesta College Promotional Coordinating Committee Downtown Association ECOSLO Parks and Recreation Users:Family Care Network Blues Baseball Friends of SLO City Dog Parks Central Coast Soccer History Center Community Gardeners Jack House Volunteer Docents Contract Class Users: Karate, Gymnastics, Etc.Land Conservancy of San Luis Obispo County Jr. Giants Mission San Luis Obispo de Tolosa Laguna Lake Golf Course Men’s and Women’s Club Neighborhood Groups Senior Center members Prado Day Center and Homeless Services SLO Rugby Rita’s Rainbows SLO Skate Park / Hockey Rink Users RQN SLO Swim Center Ambassadors/Users San Luis Coastal Unified School District (SLCUSD) SLO Teen and CIT Families SESLOC (Damon Parking) SLO Throwers Service Clubs (Rotary, Kiwanis, Soroptimist, LSLO) Sports (Adult Softball, Pickleball, Volleyball, Table Sierra Club Tennis, Boomer Softball, Whiffle ball, Ultimate SLO County Access For All SLO Women’s Soccer SLO County Parks & Recreation SLO Youth Baseball SLO County Parks & Recreation Commission Special Event Organizers Special Olympics SLO Tigers Baseball Tribal Representatives Sun 'N Fun, Club STAR Families (Youth Services)United Cerebral Palsy of San Luis Obispo County Youth Sports Association (YSA)YMCA Other: Large employers Non-English speakers Non-resident park and facility users (drop-in) Non-users Adult & Youth drop-in users People with disabilities Project Advisory Body: Parks & Recreation Commission 9 PROJECT TASKS AND SCHEDULE Assumptions: • The project tasks and schedule will be adjusted when the consultant contract is finalized • Parks and Recreation Commission input is called out below for key deliverables, but project updates will also be a standing item on all PRC agendas • Planning Commission and City Council review will happen three times during the project • Bicycle Advisory Committee, Cultural Heritage Committee and Jack House Committee will also review the draft plan, and other advisory body review will be added as needed. • There will be regular meetings with the Project Steering Committee (staff), but they are not called out below See below, or go to the Draft Project Schedule for a graphic timeline. A. Project Planning and Initiation A1. Staff team Project Plan review September 2017 A2. PRC preliminary Project Plan review Sep 6, 2017 A3. PRC refined Project Plan approval Oct 4, 2017 A4. City Council (CC) Project Plan and RFP review/authorization Nov 7, 2017 A5. Post and Distribute RFP; responses due Nov 10-Dec 7 A6. Review/evaluate consultant proposals and set up interviews Dec 8-21, 2017 A7. Interviews; selection and contracting; finalize scope and work plan + PRC update Jan 5-Feb 8, 2018 B. Planning Framework B1. Project kickoff; consultant review of background data, docs, plans, agreements, etc. Feb-Mar, 2018 B2. Community Engagement Plan developed + PRC approval Feb-Mar, 2018 B3. Planning framework development + PRC input Mar-Apr, 2018 C. Community Needs Assessment Public engagement to determine community needs: C1. Develop Focus group lists; schedule; develop questions April 2018 C2. Stakeholder focus groups: wide-ranging representation and various locations April 2018 C3. Survey development Apr-May, 2018 C4. Kickoff Public Workshop & online survey ready May 2018 C5. Online Survey Open May-July, 2018 C6. Promote Survey and Pop-Up Events--intercept surveys, postcards, City events, etc. May-July, 2018 10 C7. Summary of needs assessment engagement findings + PRC review Aug 1-Sep 5, 2018 Park and Facility Analysis: C8. Park and facility inventory and assessment-type, number and condition + PRC input Oct-Apr 5, 2018 C9. Existing conditions analysis-demographic profile, planning area, existing resources April 2018 C10. Park and facility classifications and definitions April 2018 C11. Park and facility standards analysis/level of service recs + PRC input May-June, 2018 C12. Geographic/density analysis-existing resources and underserved areas + PRC input May-June, 2018 C13. Summary of park and facility needs assessment findings + PRC input July-August, 2018 Recreation Services Analysis: C14. Data collection of rec programs and services; national trends June-July, 2018 C15. Analysis of above with recreation use findings from public engagement August 2018 Management and Operations Analysis: C16. Data collection and analysis of cost of operating parks, open spaces and facilities July-August, 2018 Synthesis of Results: C17. Development of Draft Community Needs Assessment Report August 2018 C18. Two public workshops on Draft Community Needs Assessment September 2018 C19. PRC study session on Draft Community Needs Assessment Oct 3, 2018 C20. PC study session on Community Needs Assessment (could be joint with PC or CC) Wk of Oct 5, 2018 C21. CC study session on Draft Community Needs Assessment Wk of Oct 12, 2018 C22. Finalize Community Needs Assessment November 2018 D. Master Plan Development and Element Update D1. Update goals, policies, programs based on Community Needs Assessment + PRC input Nov-Dec, 2018 D2. Development of Draft Plan maps Nov 2018-Jan 2019 D3. Review of draft plan components and prioritization + PRC study session Dec 5, 2018 D4. Refinement of draft prioritized implementation list + PRC input Dec 2018-Feb 2019 D5. Development of draft Capital Improvement Plan with cost estimates + PRC input Feb-Apr, 2019 D6. Development of draft operational cost estimates for future improvements Feb-Apr, 2019 D7. Final Draft Plan Development Apr-June, 2019 D8. Draft Plan Public Workshop June 2019 11 D9. CHC, Jack House, BAC, PRC, PC, CC review (and other Advisory Bodies as necessary) June-Aug, 2018 D10. CEQA review; preparation of Initial Study and Mitigated Negative Declaration (likely) Dec, 2018-Nov, 2019 E. Master Plan and Element Adoption E1. Final Draft Master Plan and Element Update Sep-Nov, 2019 E2. Public Hearings (3): PRC final public hearing/recommendation September 2019 PC public hearing/recommendation October 2019 CC public hearing/adoption November 2019 PROJECT RESOURCES Line Item Description Account No.2017-18 2018-19 Staffing Intern(s) for facility needs assessment 60100-5,000 Contract Services 145,000 0 Community Needs Assessment, Master Plan Development, Element Update 60100-7227 135,000 Contingency 10,000 Other Operating Expenditures 10,000 0 Meeting notification; Outreach direct costs;60100-7425 10,000 document production. Minor Capital 0 0 Total Operating Costs 160,000 0 Net Operating Costs 160,000 0 Supervisor Sign Off: Date: City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number Parks and Recreation Commission Agenda Report October 4, 2017 FROM: Shelly Stanwyck, Parks and Recreation Director Melissa C. Mudgett, Parks and Recreation Manager Chris Woods, Recreation Coordinator – Golf, Seniors & Sports SUBJECT: PILOT PROGRAM UPDATE –KIDS PLAY FREE SUMMER RECOMMENDATION Receive Update of the 2017 Kids Play Free Summer Pilot Program and Provide Staff Feedback for Continuing the Program. DISCUSSION Background The Kids Play Free pilot program was supported by the Parks and Recreation Commission in March 2017 for a summer kick-off at the Laguna Lake Golf Course (Attachment 1). The pilot program was designed to introduce the younger demographic (14 years and under) to the game of golf and encourage them to become life-long players of the sport. During the Kids Play Free pilot program, youth could accompany a paying adult (typically their parents/grandparents) to the golf course and be exposed to the game in a relaxed and encouraging environment, while spending quality time recreating with their family. The primary goal of the Kids Play Free pilot program was to help build family connections through accessible recreation opportunities. The Laguna Lake Golf Course campaign efforts promoted the Kids Play Free summer program as Making Golf Fun Again. (Web Video -" Making Golf Fun Again"). Other marketing efforts included promotion with 1st Tee and Middle School PE classes, street banners, radio and television spots, flyers distributed to the school district prior to summer dismissal, city website and social media promotion. (Attachments 2 and 3) Program Successes The Kids Play Free Summer pilot program showed a remarkable increase in youth playing golf; accompanied by their parent or grandparent. During the summer months, June to August, a total of 374 youth golfers participated the pilot program. Golf rounds for youth increased by 340% because of this program. In addition to the significant increase in youth golf, community feedback received to date has been overwhelmingly positive. Families continue to express their gratitude for the program with several youth indicated they have gained enough confidence to try out for school golf teams as a result. A summary of Kids Play Free youth golf rounds played during the summer is provided in the table below. UPDATE – 2017 KIDS PLAY FREE PILOT PROGRAM Page 2 2016 2017 % Incr/Decr June 28 67 139% July 24 197 721% August 33 110 233% TOTAL 85 374 340% KIDS PLAY FREE PILOT PROGRAM RESULTS Youth Golf Rounds Played* *does not include youth golf rounds associated with SCGA Camps or 1st Tee MONTH Overall, the Laguna Lake Golf course golf rounds increased over the previous summer by 1,392 rounds. It is estimated that the Kids Play Free program increased the golf rounds played by the paying accompanying adult, capturing approximately $5,000 in additional revenue. Continuing the Kids Play Free Program Due to the significant successes of the Kids Play Free pilot program of introducing youth to the game of golf and increasing the rounds played by accompanying adults, staff recommends continuing the pilot program on a modified basis. Staff recommends extending the Kids Pay Free program to include weekends, observed holidays and school district breaks (Thanksgiving, Winter Break and Spring Break) to encourage youth to continue to play throughout the rest of the year . Staff will continue to track program participation. Should youth golf activities continue to show an increase as a result of the Kids Play Free program, staff will return to the Commission with a program recommendation prior to summer 2018. ATTACHMENTS 1. PRC Memo, March 15, 2017 2. Kids Play Free Flyer 3. LINK - KSBY News Article June 20 City of San Luis Obispo, Parks and Recreation, 1341 Nipomo Street, San Luis Obispo, CA, 93401-3934, 805.781.7300, slocity.org March 15, 2017 LAGUNA LAKE GOLF COURSE KIDS PLAY FREE TRIAL PROGRAM Purpose: Developing the next generation of golfers. A “Kids Play Free” program would help to encourage the younger demographic (14 years and under) to accompany their parents / grandparents to the golf course and be exposed to the game of golf in a relaxed and encouraging environment, spending quality time recreating with their family. A “Kids Play Free” program would be in support of the Laguna Lake Golf Course Campaign efforts for Making Golf Fun Again. In Fall 2016, the course began a “Kids Play Free on Saturday” promotion which was very well received by the community and brought out a lot of parents playing golf with their kids. Also in 2016 and 2017, the Golf Course staff has worked with the Laguna Middle School in introducing golf via the school’s 8th Grade Physical Education program at the course. Program: • Youth (Ages 14 and under) can play free per one (1) paying adult o equivalent to a 2 for 1 card value o only valid with a paying and supervising adult (present in the group). Drop off or allowing youth to play by themselves is not allowed. • Reserved Tee times are encouraged • Promotion does not include rentals (cart or equipment) • Promotion valid weekdays / weekends and holidays (any time and day) • Valid from June 1, 2017 – September 4, 2017 (Labor Day) • Program will be evaluated at end of term and recommendations about the program provided to the Parks and Recreation Director Marketing: 1. Marketing Tag-lines a. “Come spend some quality time building memories with your child – playing golf at LLGC where they play FREE.” b. “LLGC - Making Golf FUN Again” 2. Social Media a. Promotion of the summer program via Instagram, Facebook and City Website Contact Person: • Chris Woods, Recreation Coordinator Golf #781-7027 cwoods@slocity.org • Rich Ogden, Recreation Supervisor Sports #781-7305 rogden@slocity.org