Parks & Recreation Advisory Board

Burlington Parks & Recreation Advisory Board Monday, September 10, 2018 at 5:30PM @ Burlington Parks and Recreation Center 900 E. Fairhaven Avenue (Use South Entrance off Washington Avenue) Agenda: CALL TO ORDER Keith Chaplin APPROVAL OF MINUTES Keith Chaplin OPEN COMMENT Keith Chaplin OLD BUSINESS Keith Chaplin  PROS Plan Update Jennifer Berner  2019 Co-sponsorship Process Jennifer Berner/Shelley Johnstone NEW BUSINESS Keith Chaplin  2019 Budget Jennifer Berner/Jim Rabenstein  Skagit River Park Irrigation SOQ Jennifer Berner ADJOURN Next Scheduled Meeting: Monday, October 1, 2018 Enclosures: 07/09/2018 Meeting Minutes; Co-Sponsorship Guidelines and Application Forms; SRP Irrigation SOQ 09/10/2018 Parks & Recreation Advisory Board Agenda Packet This page intentionally left blank. 09/10/2018 Parks & Recreation Advisory Board Agenda Packet  CITY OF BURLINGTON PARKS & RECREATION ADVISORY BOARD Monday, July 9, 2018 Meeting Minutes Board Representatives in Attendance Board Members: Bill Black, Keith Chaplin, Ronda DeGloria and Adrian Santangelo City Council Members: James Stavig City Staff: Jennifer Berner and Shelley Johnstone MEETING CALLED TO ORDER by Chairperson Keith Chaplin at 5:35PM. MINUTES: Ronda DeGloria raises a motion to accept the minutes of the 06/04/2018 board meeting as written. Adrian Santangelo seconds the motion. All are in favor; motion is carried. OPEN COMMENT Landscaping Changes. Keith Chaplin makes note of the removal of the large number of shrubs that once surrounded the Parks and Recreation Center’s building. Jennifer Berner shares that transients taking up residence behind the hedge rows had become problematic. She says there is a very different state of homelessness flooding communities now. Its sheer volume and associated drug use is pervasive. Wide spread conversations are taking place amongst community leaders in hopes of combating the rising challenge. Strengthening the language in the City’s Parks ordinance is a key measure currently in the works. OLD BUSINESS PROS Plan Update. Jennifer Berner shares a draft of the community survey put together by BERK and asks board members for input. It will be one of the tools used for community outreach during the PROS Plan creation and will likely be out in the public’s eye the longest. The survey will help gain insight about Parks and Recreation services as well as programs & facilities that the public views as important to their household. The survey will be available in both English and Spanish. Keith Chaplin suggests including Walnut Pond and Country Aire play area noting that the survey may be a good opportunity to educate the population about parks they may not otherwise be aware of. Burlington’s Boat Launch and Tammi Wilson Trail are two other suggested facilities to add. Jennifer asks that board members return suggestions to her in the next day or two. NEW BUSINESS Facility Monitor Scheduling. Jennifer Berner shares information regarding a shift in protocol for the scheduling of facility monitors that the department would like to implement. Current policy has a facility monitor (city staff person) scheduled to be present when customers rent the Community Center and will have certain circumstances present such as food, alcohol and/or amplified music. A monitor is not scheduled when these types of circumstances are not present leaving renters at their own volition. When required, the monitor currently arrives ½-hour prior to the anticipated arrival of the event sponsor’s first guest. Jennifer says minor indiscretions have been on the rise during the past year, (i.e. windows/doors left unlocked, inadequate cleanup). To help mitigate these issues, the department would like to implement a few changes. Immediate changes consist of (1) requiring a monitor under broader circumstances (such 09/10/2018 Parks & Recreation Advisory Board Agenda Packet as with first time or infrequent renters); (2) requiring a second monitor with the combination of alcohol and a large number of attendees; (3) requiring a second monitor in lieu of a security officer observing that the second monitor would possess a more intimate knowledge of the Center and city policy. Other changes being considered for 2019 Community Center rentals are (1) an hourly rental fee versus a flat daily rate; (2) renters will no longer be responsible for picking up a key prior to their rental reservation; (3) monitors will arrive at start of rental, will open facility for renters and will be present throughout all phases of the rental from start of setup through cleanup completion. Jennifer states that this topic will be revisited with the board as the conversation surrounding these changes develops. 2nd Quarter Council Report. Keith Chaplin and Jennifer Berner will present the board’s 2nd quarter report for 2018 at the July 26 city council meeting. A draft of the report is shared with board members. The report captures discussion topics and recommendations made by the board during April, May and June. Keith would like to focus on a few key items – Berry Dairy Days, new field user policies, and the long- vacant student representative position being among them - and will also briefly mention progress made with the PROS Plan. ADJOURNMENT: Bill Black motions to adjourn the board meeting; Ronda DeGloria seconds the motion. All are in favor; meeting is concluded at 6:37PM. NEXT MEETING: Monday, September 10, 2018 at 5:30PM Meeting location is in the Parks and Recreation Center located at 900 E. Fairhaven Avenue. (Be sure to use the SOUTH ENTRANCE as all other entrances will be locked once the business office closes at 4:30PM.) Minutes transcribed by Shelley Johnstone, Parks & Recreation Secretary. 09/10/2018 Parks & Recreation Advisory Board Agenda Packet  City of Burlington 2019 Co-sponsorship Grant Guidelines ~ PURPOSE ~ The purpose of the City of Burlington Co-sponsorship Grant Program is to support groups who promote new or existing activities that enhance the general well-being of the community and are free of charge and open to the general public. With regard to the Co-sponsorship Grant application:  The term activity refers to a project or event that benefits the Burlington community and is free of charge and open to the general public.  The grant is for “no fee” use of a city facility (i.e. Burlington’s Community Center, a covered picnic shelter or a City park for the activity).  The City Co-sponsorship Review Committee will review Co-sponsorship Grant applications and determine which applications can be accommodated. The City has final determination on the date, time and location of the co-sponsorship activity. The co-sponsorship limits for each location are as follows: o The Burlington Community Center at 1011 Greenleaf Avenue Activities taking place on a Friday, Saturday, Sunday:  1 co-sponsored activity in January  1 co-sponsored activity in February  4 total co-sponsored activities March through December Activities taking place on a Monday, Tuesday, Wednesday, Thursday:  6 total co-sponsored activities January through December o Maiben House at 219 S. Skagit Street  4 total co-sponsored activities January through December o All City Parks (excluding Skagit River Park)  4 total co-sponsored activities January through December The City of Burlington Parks and Recreation Department oversees this program. Application forms are available online at www.burlingtonwa.gov or from the Parks and Recreation business office located at 900 E. Fairhaven Avenue. Please feel free to visit the department for any assistance that might be needed in preparing the grant application or contact them at (360) 755-9649 or recreation@burlingtonwa.gov. ~ CO-SPONSORSHIP BENEFITS ~  Facility rental fees will be waived.  Special Event Permit Application fees may be waived when applicable.  City staff fees may be waived based on the Co-sponsorship Review Committee’s determination.  City may help with advertising the co-sponsored activity and may include; use of city sign board, listing in the Parks and Recreation Department’s recreation guide, and link on the city website.  Complimentary use of City equipment (subject to availability), such as: o Tables & chairs at the Community Center (for inside use only); o Street Barricades; o Portable Sound System (training required before use); 09/10/2018 Parks & Recreation Advisory Board Agenda Packet  o 2 Recreational style canopies, 10’x10’. ~ BASIC REQUIREMENTS ~ The applicant must clearly demonstrate that the proposed activity is in compliance with the City’s purpose of the Co-sponsorship Grant Program. In addition to adhering to all applicable City guidelines, applications must satisfy the following criteria:  The activity must enhance the general well-being of the community, be free of charge and be open to the general public.  The activity must take place in a City facility or open space.  The activity must be completed by December 31 of the year for which the co-sponsorship grant is awarded.  Applicants submitting an application for more than one activity must complete separate applications for each activity. The applicant must indicate their ranking of each activity from most important to least important. ~ APPLICANT ELIGIBILITY ~ The grant program is open to applications from public, private and non-profit entities which have demonstrated the capacity to accomplish the proposed activity. This includes volunteer groups, neighborhood associations, educational organizations, public agencies, chambers of commerce and private businesses. Applicants based elsewhere must demonstrate to the satisfaction of the Co- sponsorship Review Committee the benefits of the activity for the Burlington community. Applicants electing to apply for the Co-sponsorship Grant program are indicating agreement to the following conditions:  The activity coordinator must keep the City informed of their planning process and, when deemed necessary, coordinate regular meetings with appropriate City staff.  If the activity is occurring in a City park or impacts public use or roadways in some way, the City’s Special Event Permit Application must be completed and is subject to the special event review process.  Any applicable facility rental agreements must be completed once applicant has been notified of co-sponsorship grant award.  Awarded applicants must submit to the City at least 30-days prior to the activity date a valid Certificate of Liability Insurance and a policy Endorsement page. Both documents must name the City of Burlington at 833 S. Spruce Street in Burlington, WA 98233 as an “Additional Insured”. The General Liability insurance shall be written with limits no less than $1,000,000 for each occurrence and $2,000,000 general aggregate.  Applicants awarded co-sponsorship must acknowledge support from the City of Burlington as a co-sponsor of the activity in all forms of advertising. 09/10/2018 Parks & Recreation Advisory Board Agenda Packet  ~ APPLICATION ELEMENTS ~ As the application package is developed, please carefully consider the following:  Eligibility. Applicants are required to concisely define the service that will be provided through the proposed activity and to demonstrate how it will meet the purposes of the grant. Essential to this process will be establishing that the activity will be in compliance with City ordinances and other requirements governing the use of city facilities.  Scope of Work. Applicants are required to submit a scope of work that explains how the community will benefit from the activity.  Facility Use. The activity’s use of a City facility is subject to a date and time that the facility is available and works best with the facility’s schedule.  Permit. A Special Event Permit Application or appropriate Facility Rental Application must be completed for each awarded activity. The application is then subject to City department review before a permit is issued for the activity. The review process will cover such areas as definition of eligible costs to the City, specification of facility use guidelines, limits of City liability, and other customary requirements.  Monitoring and Reporting. As a contractual condition, each co-sponsorship activity will be monitored for progress and consistency with original goals. City staff will be available for assistance as needed throughout the process. The activity organizer will be required to submit a final report at the activity’s conclusion.  Contact Person. Applicants must designate a person to act as the primary contact for the activity. During the life of a funded activity, this individual will be the principal representative in dealings with the City. ~ SELECTION PROCESS ~ The solicitation period annually falls from the second Monday in September through the second Monday in October. City staff will employ every reasonable method to inform potential applicants of the granting process and its eligibility criteria. City staff will be available to provide assistance as applicants prepare their requests. When the solicitation period closes, City staff will review applications for completeness and eligibility. The City’s Co-sponsorship Review Committee will evaluate applications and will make the final decision regarding activity approval within 60-days of the solicitation period’s end. The activity approval process requires two key steps: Review Committee’s approval of the activity and the execution of the permit pending the City’s departmental review process. Grant awards are made for the following calendar year. ~ EVALUATION CRITERIA ~ Threshold Criteria: City staff will screen applications to determine that they meet the following threshold criteria:  Eligibility. Is the project presented eligible? If not, can it be easily adjusted to qualify?  Duration. Can the project be completed by December 31?  Organized Support in Place. Does the group have an adequate support group in place to coordinate the event?  Application Package. Is the application package complete? Has the applicant answered all of the questions and supplied all of the necessary supporting documentation and copies? 09/10/2018 Parks & Recreation Advisory Board Agenda Packet 09/10/2018 Parks & Recreation Advisory Board Agenda Packet Competitive Criteria: Applications that meet the threshold criteria will then be scored and ranked based on the criteria below. Projects will be awarded in their rank order. A maximum of 100 points can be awarded.  Is the Proposed Site Appropriate for the Activity? Staff will evaluate with Yes or No  Community Benefit: Appeal & Support. (30 Points) Does the activity benefit the community and meet the City’s goals of inclusion and honoring all sectors of the public, (i.e. age, gender, sex, religion)?  Organized Support. (25 Points) What type of organized support group is in place to help coordinate this event?  Partnerships. (20 Points) What partnerships are in place? Has the applicant clearly identified collaborating partnerships?  Clarity. (10 Points) Does the application clearly present a definite, well described product?  Scale of Project. (5 Points) Is the project of such a scale that the applicant can be reasonably expected to complete it within the required timeframe?  Self-Evaluation. (10 Points) Does the applicant’s scope of work provide for an adequate method of evaluating the effects of the proposed project upon completion? ~ EXAMPLES OF PROJECTS/EVENTS THAT MAY BE FUNDED ~  An activity that is open to the public and offers enhanced opportunities in areas such as culture & arts, recreation, youth or adult activities/services or community safety.  An activity that promotes the Burlington community. ~ CO-SPONSORSHIP PROCESS ~ 1. Application submittal during solicitation period and eligibility determination. 2. The Co-sponsorship Review Committee’s evaluation and scoring of the activity application. 3. Applicants will be contacted with Co-sponsorship Review Committee’s determination within 60- days of the solicitation period’s conclusion. 4. City staff will send an Acknowledgement Letter to awarded activity applicants. Any other required documents will be included with the acknowledgement letter packet. 5. The Acknowledgement Letter must be signed and returned to Burlington Parks and Recreation along with any other required documentation within 30-days of its date. 6. Awarded applicants must submit to the City valid insurance documentation meeting or exceeding the City’s minimum requirements at least 30-days prior to activity date. 7. A final report evaluating the activity’s effects upon the community is due to the City within 60- days of the activity’s conclusion. 09/10/2018 Parks & Recreation Advisory Board Agenda Packet  City of Burlington Co-Sponsorship Grant Application The City of Burlington is accepting proposals for activities that will take place in a City facility between January – December 2019 and are free of charge and open to the general public. Purpose of Co-sponsorship Grant: • Promote, support and expand existing and new projects and special events in Burlington. • Provide co-sponsorship opportunities in order to promote, publicize, and stimulate the city’s economy. • Provide co-sponsorship support for activities that are open to the public and that help to promote the general health or well-being of the community. Eligible Activities: • A activity, hereafter referred to as “activity”, receiving co-sponsorship support must be open to the general public and free of charge and offer enhanced opportunities to the community in areas such as culture and arts, recreation, youth or adult programs, education and community safety. (i.e. information fairs, community egg hunts…) Applicant Eligibility: • The Co-sponsorship Grant program is open to public, private or non-profit organizations that can demonstrate the ability to accomplish the proposed activity and can do so by December 31 of the grant year. • Qualifying organizations may include, but are not limited to, volunteer groups, neighborhood associations, educational organizations, public agencies, chamber of commerce and private businesses. • With limited exceptions, applicants must be based in Burlington. Applicants based elsewhere must demonstrate to the satisfaction of the Co-sponsorship Review Committee the benefits of the activity for the Burlington community. Application Time period: Monday, September 10, 2018 until 4:00PM on Monday, October 8, 2018. • Co-sponsorship Grant applications for 2019 activities will be accepted beginning Monday, September 10, 2018 until 4:00PM on Monday, October 8, 2018. Applications received after this deadline will not be accepted. Be sure to submit a separate application for each individual activity you wish to have considered. • Submit applications to: Burlington Parks & Recreation Department 900 E. Fairhaven Avenue Burlington, WA 98233 Or to: Recreation@burlingtonWA.gov • Please direct any questions concerning application to Burlington Parks and Recreation at (360) 755-9649 or Recreation@burlingtonWA.gov. • Applications received by the deadline will be evaluated by the City’s Co-sponsorship Review Committee with final determinations made by Friday, December 7, 2018. 09/10/2018 Parks & Recreation Advisory Board Agenda Packet  City of Burlington Co-Sponsorship Grant Application Your completed application must be by Burlington Parks and Recreation no later than 4:00 PM on Monday, October 8, 2018. Applications received after the deadline will not be included for consideration. Activity Funding Year: 2019 Activity Dates: Beginning on/between January 1, 2019 December 31, 2019. Activity Title: Activity Date(s): Requesting: Co-sponsorship: _____ Fee Waived: _____ Applicant Information Organization: Primary Contact Person: Mailing Address: City: State: Zip: Primary Phone#: Secondary Phone#: Email: About the Organization ☐ Non-Profit with State/Federal Filing ☐ Public Agency ☐ Private Number of Full-time Staff: Number of Part-time Staff: Number of Volunteers: Year Incorporated: Co-sponsorship Request Requested Facility: Time activity opens to the public: Closes to the public: Time setup begins: Cleanup completion time: City support requested: Assistance from City Staff: Please describe assistance needed: ☐ Parks & Rec ☐ Police ☐ Fire ☐ Public Works ☐ Other City Equipment: Please list quantity needed and describe how the equipment will be used: ☐ Barricades ☐ Tables/Chairs ☐ Canopies ☐ PA System ☐ Other 09/10/2018 Parks & Recreation Advisory Board Agenda Packet  ~ Scope of Work ~ Fully describe your activity. Provide a brief history of your activity and be sure to include the following: • The purpose of your activity; • How and why the community will benefit; • Your target audience and the number of attendees anticipated; • The measures will you apply to evaluate the activity’s success. 09/10/2018 Parks & Recreation Advisory Board Agenda Packet  ~ Eligibility ~ How does your activity meet the eligibility guidelines? Be sure to include:  A brief description & history of your organization;  Resources available to you that will help to accomplish your activity;  How your activity will promote the general health or well-being of the Burlington community. 09/10/2018 Parks and Recreation Advisory Board Agenda Packet -  ~ Collaboration ~ Please list the names of any other agencies you are you collaborating with in support of your proposed activity and describe the relationship. 09/10/2018 Parks and Recreation Advisory Board Agenda Packet -  ~Applicant Acknowledgement ~ On behalf of (organization’s name) , I hereby certify that the information provided with this application is accurate to the best of my knowledge and that I am authorized by the organization to submit this application on its behalf. I have read and understand the criteria by which our application will be evaluated and understand that that we will be required to enter into a co- sponsorship permit agreement with the City of Burlington if our application is selected for co-sponsorship. Printed Name Signature Date ~ Application Do’s & Don’ts ~ • Submit your application along with any supporting information by delivery, by mail or by email to: o Burlington Parks and Recreation 900 E. Fairhaven Avenue Burlington, WA 98233 o Recreation@burlingtonWA.gov  Please attach any additional information about your organization or activity that you believe is relevant to this application. • For non-profits groups, include a copy of your State of Federal certification. • Use only 8.5” x 11” paper. • Please DO NOT double-side your application. • Please DO NOT submit a cover page with your application. • Applicants awarded Co-sponsorship Grant funds must provide general liability insurance documentation which meets the City’s minimum requirements. Please refer to Co-sponsorship Grant Guidelines for more detail. 09/10/2018 Parks and Recreation Advisory Board Agenda Packet - 09/10/2018 Parks and Recreation Advisory Board Agenda Packet - 09/10/2018 Parks and Recreation Advisory Board Agenda Packet - 09/10/2018 Parks and Recreation Advisory Board Agenda Packet - 09/10/2018 Parks and Recreation Advisory Board Agenda Packet -