Southeast Community Facility Commission - June 9, 2022 - Minutes

Meeting Date: 
June 9, 2022 - 4:00pm
Location: 
Virtual Teleconference Advisory Committee Meeting
San Francisco, CA 94112

ADOPTED MINUTES

SOUTHEAST COMMUNITY FACILITY COMMISSION

Facility and Design Advisory Committee

Thursday, June 9, 2022

4:00 p.m. to 6:00 p.m.

 

This was held by Teleconference Pursuant to the Governor’s Executive Order N-29-20 and the Twelfth Supplement to Mayoral Proclamation Declaring the Existence of a Local Emergency Dated February 25, 2020

 

During the Coronavirus Disease (COVID-19) emergency, the Southeast Community Facility Commission’s (SECFC) Facility and Design Advisory Committee regular meeting room, 1800 Oakdale Avenue, is closed.  Commissioners and SECFC staff will convene Committee meetings remotely by teleconference.

 

1.  Call to Order:  The meeting was called to order at 4:02 p.m. by Commissioner Sanchez.

 

2.  Roll Call:

Present:  Chung, Sanchez, Richardson, Tiell

Excused: Hunnicutt, LeBlanc

Absent: Satele

 

3.  General Public Comment: None

 

4.  Approval of the Minutes of the April 14, 2022 Virtual Meeting:

MovedRichardson   Second:  Chung

Public Comment:  None

Ayes:  Chung, Sanchez, Tiell, Richardson

 

5.  Presentation: (discussion only) (Bryant)

Reservation System

Victoria Bryant, SECFC Community Programs Analyst

Ms. Bryant presented the new online Reservation System – RecDesk which will be used to reserve space at the new Center based on membership type (i.e., community member, tenant, SECC staff, for-profit entity).  There are several types of spaces that will be available, such as the Amphitheater, Alex Pitcher room, classrooms, and multi-purpose rooms.  Policies, procedures, and fees are being drafted.  Spaces will be reserved as appropriate based on membership status for example; the third floor is exclusively for tenant partners so community members will not be able to reserve space on the third floor.  Memberships are free however, there will be a requirement to create an account on RecDesk which will then allow members to submit a reservation request and cost will be determined through the process.  The fee schedule we are developing will be equitable and fair.

Ms. Bryant provided a draft of the policies and procedures to create an account.  Staff will be available to provide assistant to individuals that are unable to access the portal online.  Reservations will be available in person or over the phone.  Requests must be submitted at least 14 days in advance and a security deposit is required 7 days after an approval is received.  The security deposit will be returned at the end of the reservation based on financial processing time.  A 60-minute window is allotted before events for set-up and prior to the event for break-down.  All of the event spaces provide standard equipment such as tables, chairs, and projectors.  Equipment that is not standard to a room will be an add-on and should be requested in the reservation.  Any updates to the original request within less than the 14 days provided in the original reservation will require Director approval and may be subject to additional fees.   

Staff provided information regarding booking policies versus rental policies as follows:

Alex Pitcher Room and Amphitheatre – 3-hour minimum to book -  alcohol is permitted with an increased deposit (limited to beer and wine) and events with over 100 guests require security.

Classrooms – All three multi-purpose rooms must be booked, or Director approval must be obtained.

Garden Party Spaces – 2-hour minimum to book – 10 guests only unless the lawn is included in the reservation.

 

Ms. Bryant provided the Cancelation Policy and a draft Fee Schedule.  The final Fee Schedule will be based on approval of the Commission and the SFPUC.  All other items regarding the reservation policies are pending internal review and

approvals from required officials.

 

Questions and Comments from Commissioners and Community Committee Members:

Community members had questions regarding how the policies were created.

  • Staff responded they researched comparable spaces however, they are also interested in input from the Commission.

 

There were questions regarding the membership concept.

  • Staff advised the word membership was meant to be synonymous with account.  Anyone would be allowed to have an account which would be needed to login to the computers.  Individuals that are unable to access the website would be able to call the Center or visit in person and someone in the office would be available to help them setup an account so they would be able to make reservations in the future.

 

Community members were interested in outreach plans prior to the launch of the Center and input from the community and stakeholders.

  • Staff said a multi-modal outreach campaign would be initiated that would include promoting the reservation system and engaging the community around pricing.  This will be done through emails and targeted phone calls to community groups, neighborhood associations, task forces, and citizen advisory committees.  The plan will also include faith-based communities, non-profit, and local businesses.

 

Commissioners added they wanted to make sure the community was aware that this is not just another way to make money, but a real benefit to the community.

  • Staff agreed to make sure language was provided to explain the fee schedule and the implementation of a deposit that will be returned when the facility is used and returned in good condition.

 

Public Comment:  None.   

 

6.  Updates: (discussion only) (Pharr)

Emily Pharr, SECFC Executive Director

Executive Director Pharr said the Tenant RFP was extended to June 17th.  There is another RFP seeking a vendor to support the Access Program.

Staff provided information regarding the Access Program and encouraged the Commissioners to spread the work to their networks.

Executive Director Pharr reminded Commissioners of the CalTrain Study taking place at the Bayview Opera House.

In closing Executive Director Pharr announced she received a notification that the vaccination centers in the community have been cut.  She advised she would provide more information as soon as it was received.

 

Questions and Comments from Commissioners and Community Committee Members:

Linda Richardson, Community Committee Member said the meeting at the Opera House came about because the community kept pushing.  She said it would be substantial and important for the Commission to make a statement and lend itself in leadership to the process.

Community members requested information regarding the vetting process for tenants.

  • Staff advised all completed RFPs would be processed through the Real Estate Department along with an evaluation committee comprised of city employees and community-based individuals.  After a review, recommendations will be made, and those recommendations will come before the Commission for ratification.

Community members said the Center holds the history and mitigation of the community and the Commission must be accountable to ensure decisions are being made by the stakeholders.

 

Public Comment:  None

 

7.  New Committee Business: (Discussion and Possible Action)

Vice-Chair Sanchez said the Committee will look forward to updates regarding the CalTrain Station and the submission of the RFPs for tenants and the Access Program.

 

Public Comment:  None.

 

8.  Announcements: (discussion only)

Vice-Chair Sanchez announced the community meeting regarding CalTrain at the Opera House.

Executive Director Pharr sent condolences to Chair Fromer regarding the loss of her son Drew Oyobio.

 

Public Comment: None

 

9.  Adjournment:     The meeting adjourned at 4:41 p.m.

 

The next Facility & Advisory Committee meeting is scheduled for Thursday, July 14, 2022, at 4 p.m.