SR-301-001-01 (2)
CCS: BS:KL\ccsadmin\share\staffreport\SMSchoolAccessPlan
City Council Meeting: August 7, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Adopt the Revised SMMUSD/City of Santa Monica
Elementary School Playground Access Program Plan and Authorize the
City Manager to Negotiate and Execute a Program Agreement
INTRODUCTION
This report recommends that the City Council adopt the attached Revised Elementary
School Playground Access Program Plan and authorize the City Manager to negotiate
and execute a program agreement with the Santa Monica/Malibu Unified School District
for program implementation.
BACKGROUND
The Elementary School Playground Access Program creates monitored access to
selected SMMUSD elementary school playgrounds currently being renovated by
Proposition X funding. Proposition X funding in the amount of $5 million was dedicated
for playground improvements in order to better serve the needs of elementary school
students and to address the lack of recreational field space for youth sports in Santa
Monica. The City’s Parks and Recreation Master Plan, approved by the City Council in
1997, promoted a partnership between the City and SMMUSD in order to address this
critical open space need in Santa Monica.
Attachment
Now that elementary school playground improvements are nearing completion, the
proposed Playground Access Program targets use of those renovated playgrounds
located in the City of Santa Monica by children, youth and teenagers 18 years old and
under, and their accompanying friends and families.
Opening these playgrounds during non-school hours promotes the fitness and well
being of Santa Monica’s youth and teens through a wide range of organized and more
informal play and recreational activities. While recognizing the need for playgrounds for
teen recreation, it is proposed that children and youth 12 years and under are to be
given preference in use of the elementary school playground facilities designed for their
age group.
The operating partnership between SMMUSD and the City of Santa Monica is critical to
creating, sustaining and monitoring safe playgrounds and access to them in order to
achieve these goals and to mitigate the impact on the school community and school
neighbors.
The proposed City Budget included $213,379 to affect the City’s responsibility under the
program. At the June 19, 2001 City Council meeting, an additional allocation of up to
$100,000 in funding was made, increasing the total budget to $313,379. This additional
funding allows the playgrounds to stay open during daylight hours year round and adds
additional hours during summer, winter and spring school vacations. The budget
supports onsite monitoring of community use activities at five elementary school sites,
at Los Amigos Park adjacent to the SMASH/Muir site, and at John Adams Middle
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School which is also intensively used by the public. City support also provides for
essential custodial and groundskeeping services for the elementary school sites, staff
supervision and necessary supplies.
DISCUSSION
In response to direction from the SMMUSD Board of Education and the City Council
during separate deliberations in June 2001, the proposed access schedule provides
8,160 hours of targeted community use at the five elementary playgrounds. These sites
will be open every weekend during daylight hours throughout the year. Weekday
access will vary depending upon the season (and corresponding hours of daylight) as
well as the District’s needs to use the playgrounds for afterschool and summer school
programs. Weekday access during the school year will include evening access in
September, May and June as well as daylight access during the District’s winter and
spring breaks. Summer weekday access in July and August will include daytime and
evening use, adjusted for summer school schedules. Section 3 of the attached plan
details the proposed hours of access by month and day of the week.
One Playground Monitor will rove between every two sites unless otherwise indicated in
the attached schedule. Times vary between each two sites to allow the Monitor to
complete opening/closing procedures at the first site and travel to the second site.
Closing times are calculated based on the average sunset time per month as indicated
in the Santa Monica Harbor Patrol 2001 Tide Chart, rounded to the nearest 1/4 hour. It
is important that the Monitor have both sites closed by the time it becomes dark, for the
safety of users and personnel. Therefore, the Monitors will close the first of their two
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sites at sunset and the second approximately 30 minutes later when it becomes dark.
All scheduled access hours are subject to change due to closures for school- sponsored
events, and maintenance and renovation as determined by the City and/or District.
The attached Revised Elementary School Playground Access Program Plan includes a
full description of the program’s purpose, participating schools, playground access
areas and amenities, the revised access schedule, allowable uses and user groups,
permit priorities, City and District roles and responsibilities, and an evaluation process.
BUDGET/FINANCIAL IMPACT
Total projected program expenditures are listed below. The revised amount will be
reflected in the FY 2001/2002 City’s Adopted Budget.
Elementary School Playground Access Program
Description Budget Account Number
Personnel $182,319* 01544 511000
01544 511620
Supplies and Expenses 10,010 01544 various
Groundskeeping Services 95,700 01511 555010
Custodial Services 25,350 01511 555010
$313,379
*Includes funding for monitoring of John Adams Middle School as well as elementary sites.
RECOMMENDATION
Staff recommends that the City Council adopt the attached Elementary School
Playground Access Program Plan and authorize the City Manager to negotiate and
execute a contract with the Santa Monica/Malibu Unified School District for
implementation of this plan.
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Prepared by: Barbara Stinchfield, Director
Kathy LePrevost, Community Programs Manager
Department of Community and Cultural Services
Attachment: Revised SMMUSD / City of Santa Monica Elementary School
Playground Access Program
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8/7/01
1. Purpose
The Elementary School Playground Access Program creates monitored access to
selected elementary school playgrounds recently renovated by Proposition X funding.
This program encourages use of these elementary school playgrounds located in the
City of Santa Monica by children, youth and teenagers 18 and under, their
accompanying friends and families. Opening these playgrounds during non-school
hours promotes the use of them for the improving the fitness and well being of Santa
Monica’s youth and teens through a wide range of organized and more informal play
and recreational activities. While recognizing the need for playgrounds for teen
recreation, it is understood that children and youth 12 and under are to be given
preference in use of the elementary school playground facilities designed for their age
group. The operating partnership between SMMUSD and the City of Santa Monica is
critical to creating, sustaining and monitoring safe playgrounds and access to them in
order to achieve these goals and to mitigate the impact on the school community and
school neighbors.
2. Participating Elementary Schools and Playground Access Areas
Grant, Franklin, McKinley, Muir, SMASH, Rogers and Roosevelt Elementary School
have agreed to participate in the Elementary School Playground Access Program. Muir
and SMASH schools are adjacent to each other and contiguous with Los Amigos Park.
Youth Access Plan participation at Muir and SMASH is limited to those aspects of
playground operation not already covered under operation of Los Amigos Park.
Playground Access Areas at the participating schools are limited to:
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Play Field
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Exercise Path
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Play Structures
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General Purpose Hardscape
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Handball Courts
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Basketball Courts
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Parking Lots
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Physical Education/Recreation/Restroom Building
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3. Revised Access Schedule
The revised access schedule allows for monitored use of the elementary playgrounds
every weekend until sunset and / or dark, includes additional access on school days
after 6:00pm in May, June and September and opens the school sites during the
District’s Winter and Spring vacation-breaks. The plan also includes weekday access in
July and August, beginning at 9:30/10:0am or the end of summer school, and remains
open during daylight hours.
Monitoring the elementary school playgrounds consists of one Playground Monitor
roving between two sites unless otherwise indicated. Times vary among the two sites to
allow the monitor to complete opening/closing procedures at the first site and travel to
the second site. Closing times are calculated based on the average sunset time per
month as reported in the Santa Monica Harbor Patrol 2001 Tide Chart and rounded to
the nearest 1/4 hour. All playground permit and youth access scheduled hours subject
to change due to closures for school/City sponsored events, maintenance and
renovation as determined by the City and/or District.
ACCESS SCHEDULE
MONTH DAY SITE 1 SITE 2
OPENING CLOSING OPENING CLOSING
January Saturdays 8:30am 5:15pm 9:00am 5:45pm
Sundays 9:30am 5:15pm 10:00am 5:45pm
February Saturdays 8:30am 5:45pm 9:00am 6:15pm
Sundays 9:30am 5:45pm 10:00am 6:15pm
March Saturdays 8:30am 6:15pm 9:00am 6:45pm
Sundays 9:30am 6:15pm 10:00am 6:45pm
Spring Mon – Fri 9:30am 6:15pm 10:00am 6:45pm
Break
April Saturdays 8:30am 7:15pm 9:00am 7:45pm *
Sundays 9:30am 7:15pm 10:00am 7:45pm *
May Mon – Fri ** 6:00pm 8:15pm 6:00pm 8:15pm
Saturdays 8:30am 7:45pm 9:00am 8:15pm
Sundays 9:30am 7:45pm 10:00am 8:15pm
* Dedicated On-site Monitor
** Effective when daylight savings time begins
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MONTH DAY SITE 1 SITE 2
OPENING CLOSING OPENING CLOSING
June * Mon – Fri ** 6:00pm 8:45pm 6:00pm 8:45pm
Saturdays 8:30am 8:15pm 9:00am 8:45pm
Sundays 9:30am 8:15pm 10:00am 8:45pm
July Mon – Fri *** 9:30am 8:00pm 10:00am 8:30pm
Saturdays 8:30am 8:00pm 9:00am 8:30pm
Sundays 9:30am 8:00pm 10:00am 8:30pm
August Mon – Fri 9:30am 7:45pm 10:00am 8:15pm
Saturdays 8:30am 7:45pm 9:00am 8:15pm
Sundays 9:30am 7:45pm 10:00am 8:15pm
September Mon – Fri** 6:00pm 7:30pm 6:00pm 7:30pm
Saturdays 8:30am 7:00pm 9:00am 7:30pm
Sundays 9:30am 7:00pm 10:00am 7:30pm
October Saturdays 8:30am 6:15pm 9:00am 6:45pm ****
Sundays 9:30am 6:15pm 10:00am 6:45pm ****
November Saturdays 8:30am 5:00pm 9:00am 5:30pm
Sundays 9:30am 5:00pm 10:00am 5:30pm
December Saturdays 8:30am 5:00pm 9:00am 5:30pm
Sundays 9:30am 5:00pm 10:00am 5:30pm
Winter Mon – Fri 9:30am 5:00pm 10:00am 5:30pm
Break
* The extended Mon – Fri schedule will begin at the start of Summer Vacation
** Dedicated On-site Monitor
*** Sites with Summer school programs will open at the end of the school day
**** Until daylight savings time ends
HOLIDAY SCHEDULE
HOLIDAY SITE 1 SITE 2
OPENING CLOSING OPENING CLOSING
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New Year’s Day depending on staff availability
Martin Luther King Day 9:30am 5:15pm 10:00am 5:45pm
President’s Day 9:30am 5:45pm 10:00am 6:15pm
Easter depending on staff availability
Memorial Day 9:30am 7:45pm 10:00am 8:15pm
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4 of July 9:30am 8:00pm 10:00am 8:30pm
Labor Day 9:30am 7:00pm 10:00am 7:30pm
Thanksgiving depending on staff availability
Friday after T-day 9:30am 5:00pm 10:00am 5:30pm
Christmas Day depending on staff availability
Fields and play equipment may be closed at any time, as determined necessary by the
City and/or District, for maintenance and renovation. Rain closures of fields will be a
minimum of 24-48 hours and may continue until fields are determined to be safe by City
or District supervisory personnel.
4. Allowable Elementary School Playfield Uses and User Groups:
Permits will be issued to approved organized sports groups serving youth 12 and under
on Saturdays. (Excluding Muir/SMASH – current practice will remain)
Playfields will be open for informal use when not conflicting with a permit.
(Youth 18 and under and accompanying friends, family members and adults, 10
persons or less per group, no cleats allowed.)
Other Elementary School Playground Access Areas are open to youth ages 18 and
under with their accompanying friends, family members and adults.
Sundays, Evenings & Holidays: Playfields and other playground areas will be open for
informal use. (Youth 18 and under and accompanying friends, family members and
adults, 10 persons or less per group, no cleats allowed.)
5. Procedure for Scheduling Permitted Use of Playfields
The City and District will mutually agree upon organizations to be issued permits for
Saturday play field use at each site. Permits will be limited to use by organizations
serving children 12 and under. Permits will be issued during agreed upon hours that
balance use with sufficient field "rest time" and with renovation schedules. A seasonal
reservation system will be used.
The development of the seasonal field use schedule will be coordinated with the field
use schedules for City park play fields to ensure equitable distribution by type of sport,
organization and age group. The issuance of permits will be consistent with policies
established for the use of park fields and will be considered based on the following
priorities:
1. District and/or City of Santa Monica use.
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2. Santa Monica-based youth sports groups that are open to the general youth
population, have open registration and implement policies that ensure that all
participants have equal access to play.
3. Private and non-profit Santa Monica-based youth sports groups that are
developmental and selective in registering participants based on skill level.
4. Non-profit private Santa Monica-based schools.
5. Privates for profit Santa Monica-based schools.
The City’s Community Programs Manager or designee will obtain information on
organizations requesting permits and prepare a proposed block of hours at each site to
be given to the District’s Sports and PE Coordinator who will solicit feedback from site
principals. Upon approval of organizations and general hours, the City will formulate a
seasonal permit schedule and provide copies to the District Sports and PE Coordinator
and to the school principal, the physical activity supervisor and the CREST coordinator
at each site. Schedule modifications will be distributed as above when needed. The
program’s goal will be to make all schedules available on the City and District Websites
to provide the broadest access to hours, group permit schedules and field condition
updates.
6. Maintenance
CITY - The City will be responsible for development and implementation of a seasonal
maintenance schedule that will be provided to District staff (as detailed above for the
permit scheduling). The City will provide grounds keeping services including supplies
and equipment necessary to deliver those services indicated below:
Fields: Monday and Friday field inspections, weekly mowing (April - November), bi-
weekly mowing (December - March); irrigation repair and scheduling, aeration and
fertilization (once monthly), renovation (sod and/or seed once annually).
Exercise Path: Weekly inspections and repairs to decomposed granite, as needed,
replacement of headers as needed.
Litter Pick Up: Policing and clean up as needed by the City Groundskeeper prior to
Community Access hours and by the Monitor during Community Access hours.
Trash Collection: Saturdays and Sundays- At the beginning of the day and at the close
of School Playground Access hours, removal of trash and replacement of trash liners at
each site, by the City Groundskeeper.
Refuse Containers: Purchase and replacement as needed (6 to 8 per site).
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Elementary Playground Access Signage: Design, fabrication, installation and
replacement as needed for entrances, parking areas, play equipment, PE / Recreation
Building and other areas.
Play Structures: Visual inspection and if necessary, documentation by Playground
Monitors or Groundskeepers during School Playground Access hours for submission to
the District Maintenance and Operation’s office.
Graffiti, etc.: Visual inspection and if necessary, documentation by Monitors or
Groundskeepers during Community Access hours for submission to the District
Maintenance and Operation’s office.
Renovation: The City will be responsible for major field renovation contingent upon the
availability of City funds and the necessary appropriations by the City Council.
Custodial Costs: The City will also provide annual funding to the District equivalent to
.75 FTE custodial services staff and equipment and supplies, to be assigned for the
PE/Recreation and Restrooms Buildings to maintain the playground facilities for
services as detailed below:
DISTRICT - The District will provide dedicated .75 FTE custodial staff services to
perform custodial services including the supplies and equipment necessary to perform
those duties as indicated below:
Field and Exercise Path: Weekday daily inspections with work order requests to City as
needed.
PE/Recreation Buildings: Daily sweeping office, emptying of trashcans, cleaning of
windows, wet mopping of floor.
Restrooms: Daily; cleaning of sink and toilets with disinfectant cleaner, picking up of all
refuse and emptying of trash cans; wet mopping floor, wiping down walls, cleaning
mirrors, cleaning door and handles. Restocking toilet paper, soap dispenser and paper
towel dispenser (if applicable).
Play Structures and Play Areas: Inspections performed daily for hazardous materials
and picking up waste on play system and rubber mat.
Courts and Hardscape: Inspecting daily for hazardous materials, conditions of
equipment, and picking up litter on playgrounds.
Field/Path: Inspecting field and exercise path for trash and hazardous waste. Picking
up of debris and disposing in trashcans.
Trash Collection: Trash to be disposed of at the end of each school day and /or School Playground
access hours during the summer months.
Graffiti, etc.: Daily inspections for graffiti and removal as needed as soon as possible.
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The District will also be responsible for the maintenance and replacement of play
equipment in compliance with all applicable safety requirements and the preventative
maintenance of the Recreation/Restroom buildings (contingent upon appropriation of
funds by the Board of Education).
7. Security and Monitoring
CITY - The City will provide Playground Monitor coverage during the times of
Playground Access hours as specified below:
One Playground Monitor for every two elementary school sites. A monitor will be on
duty during all hours the playgrounds are open to the public, with the exception of
Muir/SMASH. During weekends and summer hours one staff person will roam between
two sites and be accessible at all time via cell phone. During daylight hours existing
after 6:00pm in May, June and September, one Playground Monitor will be on-site at
each elementary school site, excluding Muir/SMASH.
The responsibility of the Monitor will be to open gates and restrooms and supervise
playground use during Playground Access hours. The City will provide the appropriate
regulatory signage in order to enforce all applicable District and City rules, regulations
and laws.
The Playground Monitor will also be responsible for securing the site at the close of
Playground Access hours each day including all gates and the PE/Recreation and
Restroom Building.
DISTRICT - The District will be responsible for security of the site including the specified
Playground Access areas for all time periods not specified in the Playground Access
Schedule.
8. Coordination with Sites
To ensure ongoing communication with school sites, the Playground Monitor,
Groundskeeper and Custodians will complete a daily incident log and a
maintenance/custodial checklist. This will be left in the Recreation Building in a
designated file to be accessible to school staff. Within two weeks of the end of each
quarter, City staff will compile a quarterly report for review by the District’s Sports and
PE Coordinator and each site principal.
9. Changes to the Community Access Schedule and Permitted Uses
The City’s Director of Community and Cultural Services or designee and the District’s
Sports and PE Coordinator will meet semi-annually to review the status of the
Playground Access Program, its schedule and permitted uses. If District or City desire
changes, recommendations will be made to the City Manager and Superintendent and
changed by mutual agreement. If Playground Access hours are reduced, the City may
make commensurate changes to its level of grounds keeping, security staffing levels
and to funding for District custodial services.
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10. Program Evaluation
A systematic evaluation will be done for the period January, 2002 through December
2002 in preparation for budget development and any program changes for the coming
year. The District will conduct a site governance survey, track neighbor complaints, and
incidences of vandalism and graffiti and hold a school community review at the Sports
and Physical Education Advisory Committee (SPEAC). The City will track use conflicts,
incidents, field conditions, survey users, hold a community review at a Sports Advisory
Council (SAC) meeting and a meeting of the Recreation and Parks Commission.
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