Agenda, special meeting — San Bruno City Council, December 13, 2022

"The City With a Heart"
Rico E. Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
AGENDA
SAN BRUNO CITY COUNCIL SPECIAL MEETING
December 13, 2022
5:30 PM
Consistent with Government Code Section 54953(e), this meeting will be held both in person and virtually.

City Councilmembers and members of the public may attend in person at the San Bruno Senior Center, or by teleconference, via Zoom or telephone. The meeting will be livestreamed at youtube.com/CityofSanBruno and available on CityNet Services local Channel 1 SD | local Channel 10 HD.

IN PERSON*
MEETING LOCATION
San Bruno Senior Center
1555 Crystal Springs Road
San Bruno, CA 94066
*Please turn off all electronic
devices before the start of the
meeting to prevent disruptions*
REMOTE VIA ZOOM or TELEPHONE
Zoom Link: https://sanbrunocagov.zoom.us/j/82845864412? pwd=R2c1a01aYTk3MzFEQVczRkl2Y29RQT09
Phone Line: 16465588656
Webinar ID: 828 4586 4412
Webinar Password: 020817
PUBLIC COMMENT: In person attendees who want to provide public comment, will be asked to fill out a speaker card and turn it into the City Clerk. Virtual attendees can comment by using the “Raise Hand” feature in Zoom to request to speak. For dialin comments press *9 to “Raise Hand” and *6 to unmute.

Public comment may also be emailed to [email protected]. Comments received via email will not be read aloud during the meeting.

ACCESSIBILITY: In compliance with the Americans with Disabilities Act, individuals requiring special accommodations or modifications to participate in this meeting should contact the City Clerk’s Office 48 hours prior to the meeting at (650) 6167061 or [email protected].

1. CALL TO ORDER

2. ROLL CALL

3. PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
Individuals allowed three minutes. It is the Council’s policy to refer matters raised in this forum to staff for investigation and/or action where appropriate. The Brown Act prohibits the Council from discussing or acting upon any matter not agendized pursuant to State Law.

4. STUDY SESSION
Public comment will be requested after each topic in this section a. Recreation and Aquatic Center Implementation Plan Overview

5. ADJOURNMENT – The next Regular City Council Meeting will be held on December 13, 2022 at 7:00 p.m.

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Public comment may also be emailed to [email protected]. Comments received via email will not be read aloud during the meeting.

1. CALL TO ORDER

2. ROLL CALL

4. STUDY SESSION
Public comment will be requested after each topic in this section a. Recreation and Aquatic Center Implementation Plan Overview

5. ADJOURNMENT – The next Regular City Council Meeting will be held on December 13, 2022 at 7:00 p.m.

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City Council Agenda Item
Staff Report

CITY OF SAN BRUNO
DATE:December 13, 2022
TO:Honorable Mayor and Members of the City Council
FROM:Jovan D. Grogan, City Manager
PREPARED BY:Ann Mottola, Community Services Director
SUBJECT: Recreation and Aquatic Center Implementation Plan Overview BACKGROUND: In 2015, the San Bruno Community Foundation conducted a broad-based Community Listening Campaign to identify the community’s priorities for use of the restitution funds received following the 2010 Pacific Gas & Electric Company (PG&E) gas pipeline explosion in San Bruno’s Crestmoor neighborhood. The City conducted a subsequent community discussion in 2016, to narrow the results of the Listening Campaign, and establish facility prioritization, which identified replacement of the Veteran’s Memorial Recreation Center and Swimming Pool as the community’s highest priority.

The new Recreation and Aquatics Center Project has been planned as a single facility located in San Bruno City Park, 251 City Park Way, in the same general area as the existing Veterans Memorial Recreation Center. The new 49,360 sq ft Recreation and Aquatic Center replaces a combined 29,500 sq ft Veterans Memorial Recreation Center a separate L-shaped swimming pool at the former Swim Center.

The first two of three separate phases of the project are complete. Phase I included the conceptual design of the new Recreation and Aquatics Center. Phase II served to develop the schematic design plans and construction drawings. The City is currently in the final, Phase III of the project which is construction. Completion of the project is projected for Fall 2023.

DISCUSSION: In preparation of the opening of this facility, Staff has prepared an Implementation Plan that will guide the operational, programmatic, and fiscal planning for the first three years of operation of the facility.

The Implementation Plan takes into consideration the recommendations with regard to cost recovery provided in the Recreation and Aquatic Center Strategic Business Plan developed in April 2021. It also examines each program area within the Recreation Division that will be housed in this facility and develops a unique cost to revenue plan to ensure alignment with the City’s Cost Recovery Policy adopted by City Council on June 22, 2021.

FISCAL IMPACT: The impact to the general fund has been projected beginning in the current fiscal year 2022-23, and includes an augmentation request at mid-year to begin staffing for the new facility. The recommended budget adjustment/augmentation in January 2023 will fund program staff ramp up for program development and facility operations readiness.

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Honorable Mayor and Members of the City Council
December 13, 2022

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7 The budget also includes the first three years of operation, FY 2023-24 through FY 2025-26, and assumes the facility has a soft opening in Fall 2023 and ramps up program through Q3 and Q4 of fiscal year 2023-34. The topline summary of impact to the General Fund and Cost Recovery is as follows.

FY 2022-23
Adopted
Budget
FY 2022-23
Proposed
Revised
FY 2023-24
Projected
FY 2024-25
Projected
FY 2025-26
Projected
TOTAL EXPENSE 2,158,038 2,303,612 3,561,631 4,248,382 4,288,076 TOTAL REVENUE (508,498) (508,498) (1,550,951) (2,782,925) (2,795,091) GENERAL FUND SUBSIDY 1,649,540 1,795,114 2,010,680 1,465,457 1,492,985 COST RECOVERY 24% 22% 44% 66% 65%
ENVIRONMENTAL IMPACT: The action is not a project subject to CEQA.  City Council’s action is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required.

RECOMMENDATION: Receive Report.

ALTERNATIVES: None.

ATTACHMENTS: 1. RAC Implementation Plan PowerPoint Presentation

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SAN BRUNO RECREATION AND AQUATIC CENTER

IMPLEMENTATION PLAN
CITY COUNCIL MEETING | December 13, 2022
Agenda
Implementation Plan Objectives
Facility Program Areas
Schedule of Expanded and New Programs
Budgeting Methodology
Topline Expense to Revenue
Revenue Centers
Fitness, Aquatic, + Facility Fees
Staffing Requirements
Target Dates
Team Action Plan
Next Steps
2 Implementation Plan Objectives
Actionable Roadmap
Communication
Goals + Objectives Transparency
Resource Planning
3 Facility Program Areas | First Floor Plan

AQUATICS
PLAZA

CLASSROOMS
4 GYMNASIUM

NATATORIUM
OUTDOOR POOL + WADING POOL
Facility Program Areas | Second Floor Plan
FITNESS+WELLNESS

FACILITY

RENTALS
5 FITNESS
CENTER

INDOOR TRACK
GROUP

EXERCISE

COMMUNITY
HALL
Schedule of Programs
6 PROGRAM EXPANDED NEW

AQUATICS
Lap Swim 
Recreational Swim 
Swim Camps 
Swim Center Party Room Rentals 
Swim Center Pool Rentals 
Swim Lessons 
Water Aerobics + Fitness 

CITY RUN CAMPS
Summer Camp 
Winter + Spring School Break Camps 

PROGRAM EXPANDED NEW
CONTRACT PROGRAMS 
FACILITY RENTALS 
FITNESS + GYMNASIUM PROGRAMS
Fitness Center Membership 
Group X Classes 
Gymnasium Drop In Programs 
Gymnasium Rentals 
SPECIAL EVENTS 
YOUTH + ADULT SPORTS
Adult Sports 
Youth Sports 
Recreation + Aquatic Center Business Plan
Conclusions + Recommendations
• Recreation industry standard is to offer programs and services that provide a community benefit and programs and services that provide an individual benefit, as such Recreation Departments operate at a subsidy • Comparable agencies demonstrate average cost recovery range of 41% - 68% • The new facility allows San Bruno’s Recreation Division to offer an increased range of programs and services
• San Bruno projected at 66% cost recovery
Past Recreation Division Cost Recovery
Cost Recovery
• Fully burdened cost recovery (5-year average) 64%
Cost Recovery Target: 66%
Budget Methodology + Cost Recovery
7 City Council Adopted Cost Recovery Policy
Full Cost Recovery or Near Full Cost Recovery (80 - 100%) • Provides a special benefit to easily identified individuals or groups.

Medium Cost Recovery (40-79%)
• Promotes healthy activities and educational enrichment to the community. • Provides a balanced individual and community benefit and should be priced accordingly. Due to a strong connection between fee amounts and participation levels common for fees in this range, market considerations and usage characteristics are key factors to consider.

Low Cost Recovery (0-39%)
• There is no intended relationship between the amount paid and the benefit received.
• There is no reason to limit the service.
• The activity benefits the community at large even if they are not the direct users of the service.

Budget Methodology + Cost Recovery
8 FY 2022-23
Adopted Budget
* FY 2022-23
Proposed Revised
FY 2023-24
Projected
FY 2024-25
Projected
FY 2025-26
Projected

EXPENSES
ADMINISTRATION + OVERHEAD 1,904,598 2,050,172 1,208,454 1,288,481 1,301,470 AQUATICS 567,561 926,886 932,812
CITY-RUN CAMPS 239,437 251,548 256,393
CONTRACT PROGRAMS 196,280 196,280 311,788 337,953 342,308 FACILITY RENTALS + OPERATIONS 24,160 24,160 274,766 312,266 316,477 FITNESS + GYMNASIUM PROGRAMS 371,580 431,485 432,327
SPECIAL EVENTS 33,000 33,000 219,869 228,231 232,607
YOUTH + ADULT SPORTS 186,963 190,317 192,467
OTHER CITY DEPARTMENT OVERHEAD –DIRECT 181,213 281,215 281,215 TOTAL EXPENSE RECREATION DIVISION 2,158,038 2,303,612 3,561,631 4,248,382 4,288,076

REVENUES
AQUATICS 220,902 493,631 494,159
CITY-RUN CAMPS 113,000 241,020 248,251
CONTRACT PROGRAMS 264,800 296,600 296,600
FACILITY RENTALS + OPERATIONS 235,150 650,640 650,640
FITNESS + GYMNASIUM PROGRAMS 377,245 704,900 704,900
SPECIAL EVENTS 102,962 131,462 131,462
YOUTH + ADULT SPORTS 47,167 47,657 48,161
OTHER DIVISION REVENUES 189,725 217,015 220,918
TOTAL REVENUE RECREATION DIVISION (508,498) (508,498) (1,550,951) (2,782,925) (2,795,091) NET GENERAL FUND SUBSIDY 1,649,540 1,795,114 2,010,680 1,465,457 1,492,985 COST RECOVERY DIRECT + DIRECT OVERHEAD 24% 22% 44% 66% 65% Topline Expense to Revenue | Direct + Overhead
* Recommended budget adjustment/augmentation in January 2023 to fund program staff ramp up for program development and facility operations readiness. 9 Revenue Centers | Based on FY 2024-25 – 1st Full Year of Operations 10 AQUATICS CAMPS CONTRACT PROGRAMS FACILITY RENTALS
DIRECT COST 926,886
OVERHEAD 398,109
TOTAL COST 1,324,995
REVENUE (493,631)
GF IMPACT 831,364
DIRECT COST 251,548
OVERHEAD 72,383
TOTAL COST 323,932
REVENUE (241,020)
GF IMPACT 82,912
DIRECT COST 337,953
OVERHEAD 79,622
TOTAL COST 417,575
REVENUE (296,600)
GF IMPACT 120,975
DIRECT COST 312,266
OVERHEAD 412,585
TOTAL COST 724,851
REVENUE (650,640)
GF IMPACT 74,211

37.3%

COST RECOVERY

74.4%

COST RECOVERY

71.0%

COST RECOVERY

89.8%

COST RECOVERY
Revenue Centers | Based on FY 2024-25 – 1st Full Year of Operations 11 FITNESS + GYM SPECIAL EVENTS YOUTH + ADULT SPORTS
DIRECT COST 431,485
OVERHEAD 412,585
TOTAL COST 844,070
REVENUE (704,900)
GF IMPACT 139,170
DIRECT COST 228,231
OVERHEAD 36,192
TOTAL COST 264,423
REVENUE (131,462)
GF IMPACT 132,961
DIRECT COST 190,317
OVERHEAD 36,192
TOTAL COST 226,509
REVENUE (45,657)
GF IMPACT 178,853

83.5%

COST RECOVERY

49.7%

COST RECOVERY

21.0%

COST RECOVERY
Fees| Fitness Center + Track Membership
$25

MONTHLY

MEMBERSHIP
Primary or 1st Person in
Household
$20

MONTHLY

MEMBERSHIP
Additional Member of
Same Household
$10
DAILY

DROP IN FEE
Adult
$8
DAILY

DROP IN FEE
Teen + Seniors
Membership Includes:
• Unlimited access to the Fitness Room
• Unlimited access to the Walking Track
• Access to Group Exercise Room when other
programs are not taking place
• Access to Gymnasium when other programs
are not taking place
• Monthly Membership only available to San
Bruno Residents for the first FY of operation
• Non-Resident Fee – $2 additional fee on all
Drop Ins
• Additional fees will be charged for exercise
classes offered by Contract Instructors
12 Fees| Lap Swim, Aqua-Fit + Water Aerobics, Rec Swim

DROP IN FEES
• Per Use fees for the specific program
• Non-Resident Fee – $2 additional fee
on all Drop Ins

PUNCH PASSES
• Punch Passes allow for purchase of 15
visits for the price of 13 visits
• Non-Resident Fee – $26 additional fee
on all Punch Passes
• No Expiration
$8

LAP SWIM
Adult
$6

LAP SWIM
Teen + Seniors
$10
AQUA-FIT +

WATER AEROBICS
Adult
$8
AQUA-FIT +

WATER AEROBICS
Teen + Seniors
$6

REC SWIM
Adult
$4

REC SWIM
Youth + Seniors
$104
PUNCH
$130
PUNCH
$78
PUNCH
$104
PUNCH
$78
PUNCH
$52
PUNCH
13 Fees| Gymnasium Rentals
HOURLY

BASE RATE
* WITH 20%

DISCOUNT COMMERCIAL

WEEKDAY
Full Gym $20000 $160 $25000
Half Gym $10000 $80 N/A

WEEKEND
Full Gym $22500 $180 $28125
Half Gym $11250 $90 N/A
* 20% Discount for San Bruno Residents + San Bruno-based Non-Profits 14 Fees| Community Rooms Rentals
ROOM
HOURLY

BASE RATE
* WITH 20%

DISCOUNT COMMERCIAL
PEAK USE (Friday PM + Saturday)
Community Hall (Full Hall) $550 $440 $68750
Community Hall Room A $275 $220 $34375
Community Hall Room B $275 $220 $34375
Classroom 1 $190 $152 $23750
Classroom 2 $190 $152 $23750
Small Classroom $150 $120 $18750

NON-PEAK USE
Community Hall (Full Hall) $310 $248 $38750
Community Hall Room A $155 $124 $19375
Community Hall Room B $155 $124 $19375
Classroom 1 $125 $100 $15625
Classroom 2 $125 $100 $15625
Small Classroom $95 $76 $11875
* 20% Discount for San Bruno Residents + San Bruno-based Non-Profits 15 POSITION

APPROVED
FY 2022-23

MID-YEAR

REQUEST
FY 2022-23

NET CHANGE
@ MIDYEAR
FY 2022-23
BUDGET

REQUEST
FY 2023-24 NET CHANGE
TOTAL

NET CHANGE
Community Services Director .40 .40 .30 - .10 - .10
Community Services Deputy Director .50 .50 .50
Community Services Superintendent .65 .65 - .65 - .65
Business Manager (Supervisor) .50 + .50 + .50
Recreation Services Supervisor .60 + .60 2.00 + 1.40 + 2.00 Recreation Services Coordinator 3.00 3.60 + .60 5.00 + 1.40 + 2.00 Executive Assistant .50 .50 - .50 - .50
Accounting + Customer Svc Rep III 1.20 + 1.20 + 1.20
TOTAL RECREATION FTE’s 5.05 6.25 + 1.20 9.50 + 3.25 + 4.45 Staffing | Recreation FTE’s
Supervisor
+2
Coordinator
+2

ACSR III
+1
+4.45 FTE’s to Support Recreation Program Expansion
16 Recreation
Organization Chart
17 Director
Aquatics | Fitness
Gym | Sports
Programs
Business Manager
Budget | Measurement
Marketing | Facilities
Customer Service
Supervisor Supervisor
Camps | Youth
Contract Programs
Coordinator
Marketing
Facilities
Coordinator
Aquatics | Events
Coordinator
Fitness + Gym
After School
Sports
Coordinator
Marketing
Contract Programs
Coordinator
City Camps
Events
Part Time
4,560 Hours
Deputy Director
Part Time
4,560 Hours
Part Time
28,785 Hours
Part Time
9,389 Hours
Part Time
4,022 Hours
Back of House
Business Office
Support
Account + Cust
Svc Rep III
Account + Cust
Svc Rep III
Front of House
Customer Service
Operations
Staffing | Other City Departments

HUMAN RESOURCES
• Funding for 30% Human Resources
Analyst I/II
• Support ongoing Part-Time Staff
recruitments that will increase due to
year-round operation of new and
expanded program.

PUBLIC WORKS |FACILITIES
• Funding for 1 Facility Maintenance
Technician II
• Supports Facilities Division of Public
Works in their effort to appropriately
develop a Facilities Team to maintain
the City’s building assets.
18 Topline Expense to Revenue | Direct + Overhead
* Recommended budget adjustment/augmentation in January 2023 to fund program staff ramp up for program development and facility operations readiness. 9 FY 2022-23
Adopted Budget
* FY 2022-23
Proposed Revised
FY 2023-24
Projected
FY 2024-25
Projected
FY 2025-26
Projected

EXPENSES
ADMINISTRATION + OVERHEAD 1,904,598 2,050,172 1,208,454 1,288,481 1,301,470 AQUATICS 567,561 926,886 932,812
CITY-RUN CAMPS 239,437 251,548 256,393
CONTRACT PROGRAMS 196,280 196,280 311,788 337,953 342,308 FACILITY RENTALS + OPERATIONS 24,160 24,160 274,766 312,266 316,477 FITNESS + GYMNASIUM PROGRAMS 371,580 431,485 432,327
SPECIAL EVENTS 33,000 33,000 219,869 228,231 232,607
YOUTH + ADULT SPORTS 186,963 190,317 192,467
OTHER CITY DEPARTMENT OVERHEAD –DIRECT 181,213 281,215 281,215 OTHER CITY DEPARTMENT OVERHEAD –INDIRECT 204,612 210,751 217,073 TOTAL EXPENSE RECREATION DIVISION 2,158,038 2,303,612 3,766,244 4,459,132 4,505,150

REVENUES
AQUATICS 220,902 493,631 494,159
CITY-RUN CAMPS 113,000 241,020 248,251
CONTRACT PROGRAMS 264,800 296,600 296,600
FACILITY RENTALS + OPERATIONS 235,150 650,640 650,640
FITNESS + GYMNASIUM PROGRAMS 377,245 704,900 704,900
SPECIAL EVENTS 102,962 131,462 131,462
YOUTH + ADULT SPORTS 47,167 47,657 48,161
OTHER DIVISION REVENUES 189,725 217,015 220,918
TOTAL REVENUE RECREATION DIVISION (508,498) (508,498) (1,550,951) (2,782,925) (2,795,091) NET GENERAL FUND SUBSIDY 1,649,540 1,795,114 2,215,293 1,676,208 1,710,058 COST RECOVERY DIRECT + OVERHEAD and INDIRECT 24% 22% 41% 62% 62% Topline Expense to Revenue | Direct + Overhead and Indirect * Recommended budget adjustment/augmentation in January 2023 to fund program staff ramp up for program development and facility operations readiness. 20 Target Dates
 January 24, 2023 – Approval of New Staff Positions
 February 1, 2023 – Open Recruitments for New Full Time Staff  March 13, 2023 – Full Time Interview + Assessment Processes  April 24, 2023 – Start Dates for New Full Time Hires
 June 30, 2023 – Open Recruitments for Part Time Staff  August 14, 2023 – Part Time Interview + Assessment Processes  October 2, 2023 – Start Dates for New Part Time Hires 21 • Meeting this timeline allows staff adequate time to complete preparation for opening of the new facility by Fall 2023.
• Timing of facility opening, and programming implementation start is dependent on approval of January 2023 Budget Augmentation for new positions and June 2023 approval of first year Recreation Division facility budget for FY 2023-24.

Team Action Plan | Beginning April 2023
TASK | ACTION ITEM

ADMINISTRATIVE PROCESS
Develop protocol for P-Drive document filing + storage  Develop cash handling + daily reconciliation/deposit policy  Update Facility Rental Application  
Update Contract Class Instructor application + contract   Input program information to the recreation software database (CivicRec)        Input all facility use information to CivicRec        Create admin operational documents + procedures for Registration Desk  Develop program liability waivers        
Identify + create RFP’s and open PO’sfor programs, services, and supplies        Create Part Time Staff scheduling template         Identify payroll process for the increased number of Part-Time Staff  STAFF RECRUITMENT + ONBOARDING
Develop staffing plan + estimate target number part time hires        
Develop Assessment process for Part Time Staff recruitments         Schedule recruitment in coordination with other program areas         Develop Part Time Staff Handbook + Section Inserts         Develop Part Time Training curriculum        
Create Swim Lesson Instructor Training Program 
Create Customer Service Training Program 
Begin training of all Part Time Staff        
22 Team Action Plan | Beginning April 2023
TASK | ACTION ITEM

MARKETING
Develop 6-month + 12-month editorial calendar for Department/Divisions         Develop 6-month + 12-month dynamic content calendar for website         Develop campaign for July – National Parks + Recreation Month         Develop campaign for May – National Water Safety Month   Create rental brochures by market (corporate/private events/weddings)    Create Fitness Membership promo kit   
Create Aquatics Drop + Punch Programs promo kit  
Create Camp Brochure    
PROGRAM DEVELOPMENT + OPERATIONS
Create program/operations plan
      
Develop facility-wide 12-month program schedule        Develop program curriculum  
Program partner recruitment    
Recruit Contract Class Instructors   
Recruit contract exercise instructors (water and dry rec)  Develop participant communication templates       Create Participant Survey for each program + activity         Create Quality Assurance Program        
Develop Lost + Found plan 
Create Grand Opening plan (agenda, speakers, swag, activities)   23 Team Action Plan | Beginning April 2023
TASK | ACTION ITEM

FACILITY OPERATIONS
Set up offices + workspaces        
Develop program-specific storage assignment plans         Set up safety equipment + review safety procedures         Review + adjust operational documents based on facility evaluation         Create process to collect input for ops adjustments once facility is activated         Create Aquatics + “Dry Rec” operational documents + procedures         Create Safety Team Training Program        
Create Program Specific Emergency Action Plans         Create Pool Surveillance Charts (Zone Validation, Zones of Responsibility)  Create amenity safety procedures + operational standards         24    
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     
     
    
      
       
Next Steps
25 READY TO LAUNCH – SOFT OPEN FALL 2023
 January 24, 2023 – Approval of New Staff Positions
 February 1, 2023 – Open Recruitments for New Full Time Staff  March 13, 2023 – Full Time Interview + Assessment Processes  April 24, 2023 – Start Dates for New Full Time Hires
 June 30, 2023 – Open Recruitments for Part Time Staff  August 14, 2023 – Part Time Interview + Assessment Processes  October 2, 2023 – Start Dates for New Part Time Hires QUESTIONS?

San Bruno City CouncilDecember 13, 2022

San Bruno City Council
December 13, 2022