CITY OF SAN RAMON
POLICY COMMITTEE
AGENDA – REVISED
(PLEASE NOTE THE START TIME HAS CHANGED TO 4:30 P.M.)
WE PROVIDE EFFICIENT DELIVERY OF QUALITY PUBLIC SERVICES THAT ARE ESSENTIAL TO THOSE WHO LIVE AND WORK IN SAN RAMON.
Scott Perkins, Chair • Mark Armstrong, Vice Chair
TELECONFERENCE Regular Meeting
4:30 PM
January 26, 2022
Agenda Questions: Please call the City Manager's Office at (925) 973-2530 Documents received after publication of this Agenda and considered by the Policy Committee in its deliberation will be available for inspection for inspection only via electronic document transfer, due to the COVID-19 outbreak. See the COVID-19 provisions outlined below. Please call or email the City Manager’s Office during normal business hours if you require access to any such documents.
COVID-19 ADVISORY AND MEETING PROCEDURE
Assembly Bill 361 suspends certain provisions of the Brown Act, allowing public meetings to be held by teleconference. As a precaution to protect the health and safety of staff, officials, and the general public. Committee members will not be physically in attendance, but will be available via video conference.
There will be no physical location for members of the public to participate in the meeting. We encourage members of the public to access the meeting online using Zoom. It is recommended that anyone wishing to view and/or participate in the meeting, download the Zoom application, www.zoom.us, before the start of the meeting. Zoom participants will have the opportunity to speak during one of the Public Comment periods (for topics not on the agenda), in addition to each of the agendized items.
If you would like to submit written public comment via email, please do so by 4:00 p.m. on Wednesday, January 26, 2022, to [email protected]. Please include “Public Comment 1/26/2022” in the subject line. In the body of the email please include your name and the item you wish to comment on. Written comments submitted will be provided to the Committee prior to the start of the meeting. Written public comment will not be read aloud during the meeting. If you wish to make your comments heard, you must participate in the Zoom meeting.
There will be zero tolerance for any person addressing the Policy Committee making profane, offensive and disruptive remarks, or engaging in loud, boisterous, or other disorderly conduct, that disrupts the orderly conduct of the public meeting. 2 Policy Committee Meeting – January 26, 2022
HOW TO VIEW OR PARTICIPATE IN THE MEETING REMOTELY:
1. To view or participate in the meeting through Zoom
Livestream online at: https://cityofsanramon.zoom.us/j/94635479684 Webinar ID: 946 3547 9684
Use the “Raise Your Hand” button to request to speak when Public Comment is being taken on the Agenda item. You will then be unmuted when it is your turn to make your comment for up to three minutes. After the allotted time, you will then be re-muted.
2. To view the meeting live online at: www.sanramon.ca.gov/YouTube
3. To listen or participate in the meeting by telephone, dial: +1 (669) 900-6833 Webinar ID: 946 3547 9684
Use *9 on your telephone to raise your hand and request to speak when Public Comment is being taken on the Agenda item. You will then be unmuted when it is your turn to make your comment for up to three minutes. After the allotted time, you will then be remuted. 3 Policy Committee Meeting – January 26, 2022
1. CALL TO ORDER / ROLL CALL
2. ANNOUNCEMENT
If you wish to speak under Public Comment or regarding an agenda item, please click the “Raise Your Hand” button on your computer or *9 on your telephone to request to speak when Public Comment is being taken on the Agenda item. You will then be unmuted when it is your turn to make your comment for up to 3 minutes. After the allotted time, you will then be re-muted.
3. PUBLIC COMMENT
4. APPROVAL OF MINUTES
4.1 Policy Committee - Regular Meeting - Sep 22, 2021 4:00 PM
4.2 Policy Committee - Special Meeting - Oct 4, 2021 4:00 PM
4.3 Policy Committee - Regular Meeting - Oct 27, 2021 4:00 PM
4.4 Policy Committee - Special Meeting - Nov 17, 2021 4:00 PM
5. UNFINISHED BUSINESS
6. NEW BUSINESS
6.1 Discussion of Incorporating Sponsor Logos on the San Ramon Trail Signage - Smart Outdoor Inc.
6.2 Proposed City Hall Rotunda Rental Program and Fee Schedule Recommendation: Accept Report
7. POLICY COMMITTEE COMMENTS
8. ADJOURNMENT
I hereby certify that the attached Policy Committee Meeting Agenda was posted 72 hours before the noted meeting.
Dated: January 21, 2022
MINUTES OF THE
CITY OF SAN RAMON POLICY COMMITTEE
September 22, 2021
1. CALL TO ORDER/ROLL CALL
The meeting was called to order at 4:19 p.m.
Prior to roll call, the Recording Clerk made an announcement that the meeting was conducted pursuant to the Governor's Executive Orders relaxing the requirements pertaining to remote meetings under the Brown Act. To facilitate social distancing and slow the spread of the Coronavirus (COVID-19) pandemic the Executive Orders authorize state and local legislative bodies, to hold public meetings by teleconference.
The Executive Orders allow public meetings accessible to the public via electronic means, including telephone.
The Committee was instructed to take roll call votes for the meeting.
The Recording Clerk conducted Roll Call.
Attendee Name Title Status Arrived
Sridhar Verose Chair Present
Mark Armstrong Vice Chair Present
Also in attendance Public Works Director Maria Fierner, Transportation Division Manager Lisa Bobadilla, City Clerk Christina Franco and Karen McHenry-Smith Executive Assistant.
2. PUBLIC COMMENT
Public comment was received by Call In User 1, regarding the Teen Council meeting of September 21, 2021.
3. APPROVAL OF MINUTES
3.1 Policy Committee - Regular Meeting - May 26, 2021 4:00 PM RESULT: ACCEPTED [UNANIMOUS]
MOVER: Mark Armstrong, Vice Chair
SECONDER: Sridhar Verose, Chair
AYES: Verose, Armstrong
4. UNFINISHED BUSINESS
None
5. NEW BUSINESS
5.1 South County Innovate 680 Shared Micromobility Pilot Between Contra Costa Transportation Authority and the City of San Ramon - Status Update
4.1 Packet Pg. 3
Minutes Acceptance: Minutes of Sep 22, 2021 4:00 PM (APPROVAL OF MINUTES) 2 Policy Committee Meeting – September 22, 2021
Ms. Bobadilla introduced the item and provided the Committee a status update on the Shared Micromobility Pilot Program.
Public comment was received by Call in User 1, and Joyce Carr.
The Committee received the report.
RESULT: REPORT RECEIVED
Staff Report by: Maria Fierner, Public Works Director
Presented by: Lisa Bobadilla, Transportation Division Manager
6. POLICY COMMITTEE COMMENTS
None
7. ADJOURNMENT
There being no further business the meeting was adjourned at 4:41 PM.
4.1 Packet Pg. 4
Minutes Acceptance: Minutes of Sep 22, 2021 4:00 PM (APPROVAL OF MINUTES)
MINUTES OF THE
CITY OF SAN RAMON POLICY COMMITTEE
October 4, 2021
1. CALL TO ORDER / ROLL CALL
Prior to roll call, the Recording Clerk made an announcement that the meeting was conducted pursuant to the provisions under Assembly Bill 361 relaxing the requirements pertaining to remote meetings under the Brown Act. To facilitate social distancing and slow the spread of the Coronavirus (COVID-19) pandemic, AB 361 authorize state and local legislative bodies including the City Council, to hold public meetings by teleconference. AB 361 allow public meetings accessible to the public via electronic means, including telephone.
The Committee was instructed to take roll call votes for the meeting.
The Recording Clerk conducted Roll Call.
Attendee Name Title Status Arrived
Dave Hudson Mayor Present
Sridhar Verose Chair Absent
Mark Armstrong Vice Chair Present
Mayor Dave Hudson served as the alternate in Councilmember Verose's absence.
2. PUBLIC COMMENT
Public Comment at Special Meetings is limited to the item described in the notice. [Cal. Gov. Code Section 54954.3(a)]. Comments should not exceed three minutes.
Public comment was received by Call In User 1 and Sean Carpenter.
3. NEW BUSINESS
3.1 Draft Affordable Housing Trust Fund Policy
Recommendation: Provide Direction to Staff Regarding the Draft Affordable Housing Trust Fund Policy
Staff report by Debbie Chamberlain, Community Development Director.
Written comment was received by Sean Carpenter.
The Committee accepted the report with a recommendation to proceed to City Council.
RESULT: REPORT RECEIVED
Written Comment
4.2 Packet Pg. 5
Minutes Acceptance: Minutes of Oct 4, 2021 4:00 PM (APPROVAL OF MINUTES) 2 Policy Committee Meeting – October 4, 2021
4. POLICY COMMITTEE COMMENTS
Mayor Hudson commented to clarify for Call In User 1 that Public Comment at Special Meetings is limited to the item described in the notice.
5. ADJOURNMENT
There being no further business the meeting was adjourned at 4:27 p.m.
4.2 Packet Pg. 6
Minutes Acceptance: Minutes of Oct 4, 2021 4:00 PM (APPROVAL OF MINUTES) Packet Pg. 3
Communication: Written Comment (NEW BUSINESS)
4.2 Packet Pg. 7
Minutes Acceptance: Minutes of Oct 4, 2021 4:00 PM (APPROVAL OF MINUTES)
MINUTES OF THE
CITY OF SAN RAMON POLICY COMMITTEE
October 27, 2021
1. CALL TO ORDER / ROLL CALL
The Meeting was called to order at 04:15 P.M. by Co-Chair Councilmember Mark Armstrong.
Prior to roll call, the Recording Clerk made an announcement that the meeting was conducted pursuant to the provisions under Assembly Bill 361 relaxing the requirements pertaining to remote meetings under the Brown Act. To facilitate social distancing and slow the spread of the Coronavirus (COVID-19) pandemic, AB 361 authorize state and local legislative bodies including the City Council, to hold public meetings by teleconference. AB 361 allow public meetings accessible to the public via electronic means, including telephone.
The Recording Clerk conducted Roll Call.
Attendee Name Title Status Arrived
Sridhar Verose Chair Absent
Mark Armstrong Vice Chair Present
Also in attendance Joe Gorton City Manager, Alicia Poon Assistant City Attorney, Denton Carlson Police Captain, Clauvette Hartway Office Technician, Christina Franco City Clerk, Karen McHenry-Smith Executive Assistant
2. ANNOUNCEMENT
If you wish to speak under Public Comment or regarding an agenda item, please click the “Raise Your Hand” button on your computer or *9 on your telephone to request to speak when Public Comment is being taken on the Agenda item. You will then be unmuted when it is your turn to make your comment for up to 3 minutes. After the allotted time, you will then be re-muted.
3. PUBLIC COMMENT
4. APPROVAL OF MINUTES
4.1 Policy Committee - Regular Meeting - Sep 22, 2021 4:00 PM Minutes deferred to the next regularly scheduled Policy Committee Meeting.
4.2 Policy Committee - Special Meeting - Oct 4, 2021 4:00 PM Minutes deferred to the next regularly scheduled Policy Committee Meeting.
5. UNFINISHED BUSINESS
6. NEW BUSINESS
4.3 Packet Pg. 8
Minutes Acceptance: Minutes of Oct 27, 2021 4:00 PM (APPROVAL OF MINUTES) 2 Policy Committee Meeting – October 27, 2021
6.1 Request for Comments and Direction on a Proposed Alarm Ordinance Update Recommendation: It is Recommended that the Policy Committee Discuss, Deliberate, Comment and Provide Direction to Staff on the Proposed Alarm Ordinance Update.
7. POLICY COMMITTEE COMMENTS
8. ADJOURNMENT
Meeting was adjourned at 4:17 P.M. By Co-Chair Mark Armstrong due to lack of a quorum. Meeting to be continued at a later date to be determined.
4.3 Packet Pg. 9
Minutes Acceptance: Minutes of Oct 27, 2021 4:00 PM (APPROVAL OF MINUTES)
MINUTES OF THE
CITY OF SAN RAMON POLICY COMMITTEE
November 17, 2021
1. CALL TO ORDER/ ROLL CALL
Prior to roll call, the Recording Clerk made an announcement that the meeting was conducted pursuant to the provisions under Assembly Bill 361 relaxing the requirements pertaining to remote meetings under the Brown Act. To facilitate social distancing and slow the spread of the Coronavirus (COVID-19) pandemic, AB 361 authorize state and local legislative bodies including the City Council, to hold public meetings by teleconference. AB 361 allow public meetings accessible to the public via electronic means, including telephone.
Attendee Name Title Status Arrived
Sridhar Verose Chair Present
Mark Armstrong Vice Chair Present
Also in attendance Joe Gorton, City Manager, Alicia Poon Assistant City Attorney, Joan Snashall, Deputy City Clerk, Karen McHenry-Smith Executive Assistant, Clauvette Hartway Office Specialist, Kerry Parker Program Manager, Jim Huchingson and Brett Glass, APS (Alarm Program Systems).
2. PUBLIC COMMENT
None
3. UNFINISHED BUSINESS
3.1 Ordinance (ID # 3376) - Request for Comments and Direction on a Proposed Alarm Ordinance Update
Recommendation: It is Recommended that the Policy Committee Discuss, Deliberate, Comment and Provide Direction to Staff on the Proposed Alarm Ordinance Update. (ID # 3376)
Ms. Poon introduced the item and provided the staff report.
Public comment was provided by Susie Ferris-Inderkum.
Comments were provided by the APS (Alarm Program Systems) representatives.
The Committee received the report and recommended staff forward the item to City Council for consideration and adoption.
Presented By: Alicia Poon, Assistant City Attorney
4. NEW BUSINESS
4.4 Packet Pg. 10
Minutes Acceptance: Minutes of Nov 17, 2021 4:00 PM (APPROVAL OF MINUTES) 2 Policy Committee Meeting – November 17, 2021
4.1 Repeal and Replace Chapter I of Division B6 of the Municipal Code to Address Senate Bill 1383 Compliance, and an Update Regarding City Compliance with Other Aspects of SB 1383
Recommendation: Receive Report and Provide Comments to Staff Ms. Parker introduced the item and provided the staff report.
Public comment was provided by Call-In User 1.
The Committee received the report and recommended staff forward the item to City Council for consideration.
Presented By: Kerry Parker, Program Manager
5. POLICY COMMITTEE COMMENTS
None
6. ADJOURNMENT
There being no further business the meeting was adjourned by Chair Verose at 5:11 P.M.
4.4 Packet Pg. 11
Minutes Acceptance: Minutes of Nov 17, 2021 4:00 PM (APPROVAL OF MINUTES) AGENDA #6.1
POLICY COMMITTEE STAFF REPORT
DATE: January 26, 2022
TO: Policy Committee/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Keith Haase, Program Manager
SUBJECT: Discussion of Incorporating Sponsor Logos on the San Ramon Trail Signage - Smart Outdoor Inc.
RECOMMENDED ACTION
It is recommended the Policy Committee receive the presentation regarding Smart Outdoors trail signage program and provide feedback on incorporating sponsor logos on the San Ramon trail system signage.
BACKGROUND/DISCUSSION
The City of San Ramon has approximately 50 miles of trails with additional trails being constructed in the coming years. A majority of the current trail system has standard signage that includes trail markers and trail rules signs (Attachment A). However, the current trail system lacks feature’s such as trailhead signage, trail map overviews with indicators like “You are Here”, or mileage indicators. In order to be more useful the trail system is in need of an update that incorporates some or all of these elements.
In October 2021, staff received a presentation (Attachment B) of Smart Outdoor’s business model and their trail signage and mobile app program. Smart Outdoor’s mission is to renew and refresh trail systems in a way that promotes smart and safe recreational enjoyment for all users at no cost to the City. This objective is met by installing Smart Sustainable Safety Signs as well as manage a mobile application for trails that increases the user’s safety and wayfinding experience.
In addition to increasing safety on trails, they strive for their decorative and informative trailhead signage and mileage markers to blend into the natural outdoor environment.
The program includes trail signs be installed at all trailheads and access points and mileage markers set at predetermined distances for trail users to view (see Attachment C). Each trailhead sign will contain trail rules, maps, and city branding. Each sign is double sided and every sign includes a 911 locator that can be uploaded into the emergency CAD 911 system to ensure that anyone needing assistance can have their location identified by local first responders. Each trailhead sign also has a unique QR code that can be scanned by a smart phone to see what parks
6.1 Packet Pg. 12
AGENDA #6.1
or businesses are nearby, the local weather forecast, local events taking place, or any number of other items to be determined by City staff. As part of a five-year contract, all expenses, including design, fabrication, installation and maintenance, would be covered by Smart Outdoor, which will solicit sponsorships for each sign.
Funding for the entire project is secured by Smart Outdoor through sponsorships who are recognized on the trailheads, mileage markers, and the Smart Outdoor mobile app. Smart Outdoor works with Liquid Outdoor Media, a national media and tech company, to provide a full solution for smart trail implementation and identify sponsorship opportunities. This partnership allows Smart Outdoor and Liquid Outdoor Media to locate and secure sponsorship contracts that generate significant revenue to fund all signage installation and maintenance as well as create a revenue sharing opportunity for the City.
The revenue sharing aspect of the sponsorship program for the City equates to twenty percent (20%) of any positive net profit generated by sponsorships identified by Smart Outdoor or thirty percent (30%) of the net profit generated by sponsorships referred to Smart Outdoor by the City.
Revenue sharing “net profit” payments are paid at the end of each quarter and include all revenue actually received from sponsors during the previous quarter, less all costs and charges paid or incurred by Smart Outdoor during that same period that are associated with the design, fabrication, installation and maintenance of the sponsored signposts and signage, and the advertising agency or other fees associated with obtaining and maintaining the sponsorships.
The sponsorship opportunities as seen in Attachment D, vary in size. Trailhead signs have roughly a 20-30% portion of the total sign dedicated to no more than two sponsors, one on each side of the sign, while a mileage marker has roughly a 4” x 4” sponsor logo affixed. The sponsors are selected with input from the City of San Ramon. Typically, Smart Outdoor and Liquid Media target companies with an interest in the outdoors or healthy living. Smart Outdoor will consult with the City staff prior to any sponsorships being finalized.
As this program is based on sponsorship funds, all signs and mileage markers generated from this program are purchased by Smart Outdoor and each mileage marker and trail head sign will have a sponsor’s logo on them. Once signage is installed, it becomes the property of the City of San Ramon but maintained through Smart Outdoor as long as their services are under contract.
This program is significantly different from any of the City’s current sponsorship efforts of the Parks & Community Services Department. Current efforts result in the City receiving a monetary sponsorship to offset budgeted expenditures. In the partnership with Smart Outdoors, the City has no additional expenditures included in the general fund or capital improvement project programs and still would gain renewed and fresh trail system signage in a way that promotes smart and safe outdoor recreation.
FISCAL ANALYSIS
There are no fiscal expenditures that will be incurred by the City of San Ramon. Funding for the trail signage will be provided by sponsorships secured by Smart Outdoor Inc. City staff will have to provide necessary information, such as GIS maps, for Smart Outdoor to plan the network of
6.1 Packet Pg. 13
AGENDA #6.1
signs.
There is potential for the City to receive revenue through this partnership, as Smart Outdoor Inc will provide the City 20-30% net profit sharing at the end of each quarter throughout the fiveyear contract.
STEPS FOLLOWING APPROVAL
Parks and Community Services staff will work with Public Works to incorporate feedback in to a partnership with Smart Outdoor Inc.
ATTACHMENT:
A: Current City of San Ramon Signage - Trails Rule / Trail Markers B: Smart Outdoor Inc – Presentation
C: Sample of Smart Outdoor Signage – Trail Head / Mileage Markers D: Smart Outdoor Sponsorship Opportunities
6.1 Packet Pg. 14
Attachment A: Current Trail Rule Signs and Trail Markers Trail Rules Sign
Trail Markers
6.1.a
Packet Pg. 15
Attachment: A: Current City of San Ramon Signage - Trails Rule / Trail Markers (3456 : Trail Signage - Smart Outdoor Inc.)
6.1.b
Packet Pg. 16
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
OUR MISSION
To renew and refresh the
San Ramon Trails in a way that
promotes smart and safe
recreational enjoyment
for all users.
6.1.b
Packet Pg. 17
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
CONTRACT
Scope & Costs
6.1.b
Packet Pg. 18
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.) 5 YEAR CONTRACT • All signs • All mile markers • Assessment/Sign Placement GPS • San Ramon Trailwaze Mobile App • Design • Materials • Construction/Fabrication • Delivery • Installation • Maintenance of signs • Updates to mobile app 100% of cost incurred
paid by Smart Outdoor*
*5 year reoccurring renewable
6.1.b
Packet Pg. 19
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.) PROJECT SCOPE • Installation of all signage • Verification of GPS for ALL 27 signs • Assess and add GPS to all mile markers • Development of mobile app and platform • Meet with local 911 Emergency Services to share GIS map and new GPS coordinates for
emergency response
• Any and all extensions within the trail,
including mile markers and signage
• Any additional miles and signage to
complete trail
• Work with San Ramon to represent all
their trails on the app and retro-fit any preexisting signage with unique San Ramon Smart Trail QR Code
6.1.b
Packet Pg. 20
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
ENDORSEMENTS
Click below to learn more
about why Smart Outdoor
is such a great investment:
Promotional Video
6.1.b
Packet Pg. 21
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
RENEW & REFRESH
San Ramon Trails
6.1.b
Packet Pg. 22
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
RENEW & REFRESH
POINTS OF ACTION
Updated Smart Experience
• Updated mobile experience on
existing signs with a unique QR code
Sponsorship Opportunities
• Revenue sharing commences
immediately upon sponsorship
engagement
• 54 sponsorship opportunities,
including double sided signs
Parks Department Support
Partnership with the parks department to
adapt the platform to the needs of the Trails,
including:
• San Ramon Trails logo
• Close proximity to parks
• Bike shops
• Local happenings
• Tourism
• Sponsors
6.1.b
Packet Pg. 23
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
NEW SIGNAGE
Design of new signage for San Ramon Trails using
relevant logos, content, style, and colors to be
consistent with your mission. With the help
of the Parks Department, sign materials will be
chosen and mile markers will be verified, including: • Removal and replacement of any signs • Installation of concrete sign post bases and mile markers
High Quality Materials: • Aluminum powder coated graphic signs • Concrete and bolted base • Graffiti resistant
6.1.b
Packet Pg. 24
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
CONSISTENT
SIGNAGE
Consistent signage to be installed
at trail heads and access points.
These signs welcome users
while providing trail maps,
safety features, and emergency
information, including a trail finder
with exact locations.
6.1.b
Packet Pg. 25
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
SMART TRAIL CAPABILITIES
Touchless Technology | Platform Analytics | Trail History
6.1.b
Packet Pg. 26
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
TOUCHLESS
TECHNOLOGY
Using touchless mobile technology,
users can tap or scan the QR code to
gain access to useful and relevant
content as they explore the trail.
Users often continue to reference
the mobile experience long
after the initial tap.
TRAILWAZE SAN RAMON APP
• Downloadable in the App Store for all phones
• Safety features, including 911 CAD
• Maps and way finding
• Consistent mile markers and signage
• Trail History
Click here to learn more about BlueBite and our SMART capabilities
08.00 Email
You have 500 unread mail.
10:58
6.1.b
Packet Pg. 27
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
SMART FEEDBACK
Would you use/download an app
of trails if available?
Of the over 2,000 people polled:
81% people said “Yes”
Only 19% said “No”
The top things they would like
to see on the app?
Attractions, “You Are Here”,
Mileage Tracker, Maps,
Routes, and Restaurants
Smart Outdoor to work with parks team to implement key
components from survey into APP and mobile platform.
Trail Survey from February 2021
6.1.b
Packet Pg. 28
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
PLATFORM
ANALYTICS
Ability to view scan
information in real time from
the back end of the Blue Bite
tracking software.
6.1.b
Packet Pg. 29
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
PLATFORM
ANALYTICS
Additional information can be
pulled from Google Analytics.
6.1.b
Packet Pg. 30
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
TRAIL HISTORY
These trails used to be railroads
and have now been converted
to rail trails.
In addition to being a place
of recreation, rail trails have a
great deal of history that can be
included in the physical or digital
experience of our smart signage.
6.1.b
Packet Pg. 31
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
TRAIL SAFETY
Trail Maps | Mile Markers | Emergency Systems*
*All signage includes GPS and GIS information
6.1.b
Packet Pg. 32
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
TRAIL MAPS
Trail maps are at each trail
head and access point
so that users can easily
identify where they are and
where they’re headed.
6.1.b
Packet Pg. 33
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
MILE MARKERS
Mile markers are placed 5,280 feet
from start to finish. A mile wheel is
used to make sure visitors track
the correct mileage.
6.1.b
Packet Pg. 34
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
EMERGENCY
SYSTEMS
Smart Outdoor will collaborate with San
Ramon’s 911 emergency team to import all
locations into their system.
All signs include location identification: • GPS Information • GIS 911 Emergency System The new mile references have been used
twice in Westchester County. Once for a police
incident and once for a medical emergency.
- Lt. Gina DiLeo, “629” Communications Division,
Westchester County Dept. of Emergency Services “
“
*This quote is from only two weeks after
the new mile markers were installed.
6.1.b
Packet Pg. 35
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
INSTALLATION
Sign Design | Fabrication & Installation | Cleaning & Upkeep
6.1.b
Packet Pg. 36
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
SIGN DESIGN
Created as a collaboration
between the parks team.
Each sign is designed
to blend within it’s
surroundings in a way
that doesn’t obstruct the
natural beauty of the trails.
6.1.b
Packet Pg. 37
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
FABRICATION
2 Month Process
6.1.b
Packet Pg. 38
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
INSTALLATION
6.1.b
Packet Pg. 39
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
SPONSORSHIP OPPORTUNITIES
6.1.b
Packet Pg. 40
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
SPONSORSHIP
OPPORTUNITIES
Each trail has sponsorship
opportunities, including:
• Trail Heads* & Access Points*
(20” Wide x 7.75” ad size)
• Mile Markers*
(4” Wide x 1” ad size)
Smart outdoor will close a
year sponsorship on all signs
and meet with the San Ramon
team to develop mobile
sponsorships, including the
mobile app platform.
*One sponsor panel per side.
**A negotiated percentage will be paid quarterly to San Ramon Trails.
6.1.b
Packet Pg. 41
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
SPONSORSHIP
OPPORTUNITIES
Each trail also has chosen amenity
sponsorship opportunities, including:
• Water Stations
• Bike Fix It Stations
• Stretch Stations
6.1.b
Packet Pg. 42
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.)
THANK YOU
6.1.b
Packet Pg. 43
Attachment: B: Smart Outdoor Inc – Presentation (3456 : Trail Signage - Smart Outdoor Inc.) Attachment C: Smart Outdoor Trail Head/Rule Signs and Trail Markers Trail Head and Access Point Signage
Trail Markers
6.1.c
Packet Pg. 44
Attachment: C: Sample of Smart Outdoor Signage – Trail Head / Mileage Markers (3456 : Trail Signage - Smart Outdoor Inc.) Attachment D: Smart Outdoor Sponsorship Opportunities
Trail Head and Access Point Signage
Mileage Markers
4” x 4”
Sponsor
6.1.d
Packet Pg. 45
Attachment: D: Smart Outdoor Sponsorship Opportunities (3456 : Trail Signage - Smart Outdoor Inc.) Other Opportunities – Water Stations / Stretch Stations / Bike Fix Stations
6.1.d
Packet Pg. 46
Attachment: D: Smart Outdoor Sponsorship Opportunities (3456 : Trail Signage - Smart Outdoor Inc.) AGENDA #6.2
POLICY COMMITTEE STAFF REPORT
DATE: January 26, 2022
TO: Policy Committee/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Mike Fanelli, Program Supervisor
SUBJECT: Proposed City Hall Rotunda Rental Program and Fee Schedule
RECOMMENDED ACTION
Staff recommends receiving the staff report on the proposed City Hall Rotunda rental program and fee schedule and recommend the fees be included in the FY22/23 City of San Ramon Fee Resolution for consideration by the full City Council.
BACKGROUND/DISCUSSION
Staff was charged with recommending criteria, parameters and a fee schedule for facilitating permit issuance for use of the City of San Ramon, City Hall Rotunda for private use. This process included establishing policies and procedures, defining uses, estimating occupancies for defined uses and proposing a fee schedule for adoption. To assist with this process, staff identified bay area cities which offer private rental opportunities for City Hall Rotunda’s.
Research identified that both the City of San Francisco and the City of San Jose currently offer private rental opportunities for use of civic space for private rentals. Using parameters and rental fees as outlined by these entities as well as comparison to current City of San Ramon rental policies and procedures, the following recommendations have been made to initiate a rental program specifically for private use of the City of San Ramon, City Hall Rotunda.
In defining applicable use of the City Hall Rotunda, staff recommends that uses be limited to ceremonies and receptions. Applicable occupancies have been estimated for each use classification which limits seated guests to an occupancy limit of 120 persons and non-seated events (i.e. receptions, cocktail parties) to 300 persons. Although the Rotunda is currently posted for a standing occupancy of 558, this does not take into consideration the space configuration including applicable rental furniture and the requirement to maintain a means of egress when the room configuration has been altered as a result of rental furniture and equipment.
Staff is recommending the utilization of the City Hall Rotunda shall be offered during predetermined blocks of time, all of which protect and maintain normal business hours are not interrupted. Staff is recommending that (10) hour blocks of time be offered during each of the
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following days and times.
Friday 2:00pm -12:00am (set up only between 2-5pm)
Saturday 2:00pm-12:00am
Sunday 10:00am-8:00pm
All ten-hour time increments allow for event load-in and load-out as well as set up time for contracted service providers. The City of San Ramon will require all contracted service providers (catering, event security, production and rental equipment) be coordinated with the City of San Ramon and be approved to provide event services at the City Hall Rotunda.
Staff is recommending the following fee schedule.
A refundable facility rental deposit shall be required in the amount of $2,500. Contracted hours (10) shall be charged at the rate of $350/per hour for a total of $3,500 per event.
In comparison, the City of San Francisco offers use of their City Hall Rotunda with One Light Court for $10,000 per 10 hours of use. This includes up to 499 guests. Leased time for City of San Francisco events is up to 10 hours and the rental deposit requirement is $5,000. The City of San Jose offers use of their City Hall Rotunda for $400 per hour. This includes up to 250 seated guests and up to 400 standing guests and the rental deposit requirement is $3,000 (leased time for City of San Jose events is not specified). Comparable City of San Ramon rental venues that are accessible to the public for private ceremonies and receptions require San Ramon Residents to be responsible for a facility rental deposit in the amount of $1,000 and an hourly rental rate of $255.
Rotunda Rental Fee Comparison (Based on 10 hours of use) Rental Fees City of San Francisco City of San Jose City of San Ramon (recommended)
Rental Deposit $5,000 $3,000 $2,500
Rental Fee $10,000 $4,000 $3,500
City of San Ramon Hourly Rental Fee Comparison
Rentals Fees Fountain Room at San Ramon
Community Center
City Hall Rotunda
(recommended)
Rental Deposit $1,000 $2,500
Rental Fee $270 $350
As these rentals are presumably higher scaled events, staff proposes that all events require private event service providers to assist with required furniture, equipment and audio/visual rental. This eliminates the need for the City to purchase various types of tables, chairs, audio/visual equipment or other items specifically for the rotunda rentals. In addition, by not purchasing these items, the City does not need to identify space to store these items or project
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future expenditures for equipment replacement.
In addition, janitorial services will be required for all private events and this cost will be billed to the event holders as an additional fee. This is similar to other San Ramon in-door rentals. This fee for the City Hall Rotunda is estimated at $750 per event.
FISCAL ANALYSIS
The fiscal impact based on an estimate of three rentals per fiscal year would generate $10,500 in revenue annually. Staff does not foresee any financial impacts to current rental venues with the addition of the City Hall Rotunda.
In addition, the City would incur staffing costs of approximately $600 per year for the three rentals as well as costs for extra janitorial cleanings of approximately $2,250 per year. Both the staffing and janitorial costs are covered by the rental fee and a required cleaning fee.
STEPS FOLLOWING APPROVAL
Upon approval staff will include fees in the FY22/23 City of San Ramon Fee Resolution, include projected revenue and expenditures in the FY22/23 budget and prepare policy documents and procedures for use starting July 1, 2022 in anticipation of City Council approval of the fees in the Fee Resolution.
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