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CITY OF PACIFICA �PARKS, BEACHES AND RECREATION COMMISSION

SURF CAMP/SCHOOL POLICY ADVISORY TASK FORCE PROGRAM POLICY RECOMMENDATION

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AGENDA

Task Force Members
Task Force Purpose
Background
Process
Recommendations

Presenter – Mike Perez

Task Force Purpose: To consider and make recommendations to the Parks, Beaches, and Recreation Commission regarding the City of Pacifica Surf Camp/School Policy. As adopted by the Parks, Beaches, and Recreation Commission (12/16/20) the Task Force was created to review:

Full Implementation of a Community Access Partner Permit (CAPP) program with an intention to provide equitable access for underrepresented groups. (piloted for end of 2020, with phase 1 approved through 2021).

Overall Surf Camp/School Policy including but is not limited to:

Camp/student limits with consideration of “load” or number of surf camp/school participants on the beach in place of permitting a static number of camps.
Consider implementation of a calendar of times of use and schedules by the permittee to develop the number of permits to be issued.
Review hours of operations (weekday, weekend, summer/balance of year) and location of camps.
Safety and environmental considerations.
Overall purpose/mission of the Surf Camp/School Policy.

Application Process

Permit Approval
Automatic approval of existing permittees or shift to RFP process
Timing of RFP – length of permit term; how far in advance open
Develop criteria and scoring rubric

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TASK FORCE MEMBERS

Cindy Abbott – Task Force Facilitator, PB&R Commission Chair
Malcolm Carson – At-Large Member, Resident
Cliff Hodges – Traditional Surf Camp/School Operator/Owner
Johnny Irwin (replaced Mira Manickam-Shirley) – Community Access Partner Surf Camp/School Executive Director
Kevin Kellogg – PB&R Commissioner
Cynthia Knowles – PB&R Commissioner
Stefan Mayo – Pedro Point Surf Club
Nia Rivers – At-Large Member, Resident
Kimberly Williams – San Mateo County Chapter Surfrider Foundation

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TASK FORCE PURPOSE

Task Force Purpose: To consider and make recommendations to the Parks, Beaches, and Recreation Commission regarding the City of Pacifica Surf Camp/School Policy. As adopted by the Parks, Beaches, and Recreation Commission (12/16/20) the Task Force was created to review:

Full Implementation of a Community Access Partner Permit (CAPP) program with an intention to provide equitable access for underrepresented groups. (piloted for end of 2020, with phase 1 approved through 2021).

Overall Surf Camp/School Policy including but is not limited to:
Camp/student limits with consideration of “load” or number of surf camp/school participants on the beach in place of permitting a static number of camps.
Consider implementation of a calendar of times of use and schedules by the permittee to develop the number of permits to be issued.
Review hours of operations (weekday, weekend, summer/balance of year) and location of camps.
Safety and environmental considerations.
Overall purpose/mission of the Surf Camp/School Policy.

Application Process
Permit Approval
Automatic approval of existing permittees or shift to RFP process
Timing of RFP – length of permit term; how far in advance open
Develop criteria and scoring rubric

Presenter – Mike Perez

Task Force Purpose: To consider and make recommendations to the Parks, Beaches, and Recreation Commission regarding the City of Pacifica Surf Camp/School Policy. As adopted by the Parks, Beaches, and Recreation Commission (12/16/20) the Task Force was created to review:

Full Implementation of a Community Access Partner Permit (CAPP) program with an intention to provide equitable access for underrepresented groups. (piloted for end of 2020, with phase 1 approved through 2021).

Overall Surf Camp/School Policy including but is not limited to:

Camp/student limits with consideration of “load” or number of surf camp/school participants on the beach in place of permitting a static number of camps.
Consider implementation of a calendar of times of use and schedules by the permittee to develop the number of permits to be issued.
Review hours of operations (weekday, weekend, summer/balance of year) and location of camps.
Safety and environmental considerations.
Overall purpose/mission of the Surf Camp/School Policy.

Application Process

Permit Approval
Automatic approval of existing permittees or shift to RFP process
Timing of RFP – length of permit term; how far in advance open
Develop criteria and scoring rubric

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BACKGROUND

June 22, 2020 – Council referred item to the PB&R Commission
July 22, and August 5, 2020 – PB&R Commission held study sessions to discuss this item as well as proposals for a Community Access Partner Permit (CAPP) program.
August 26, 2020 – PB&R Commission regular meeting - approved changes to the Surf Camp/School Policy to include two CAPP participants for a pilot program and put this item of the Commission work plan.
Oct. 14, 2020 – PB&R Commission held a study session to review current surf camp/school requirements, guidelines and rules and the CAPP proposal. Staff gave a presentation including comparing to other agencies.
December 16, 2020 - the Parks, Beaches, and Recreation (PB&R) Commission created a task force to consider and make recommendations regarding the City of Pacifica Surf Camp/School Policy.

2020.

Presenter – Mike Perez

Since this time, several meetings on this topic have been held,

June 22, 2020 City Council Meeting - Council referred this work item to the Parks, Beaches and Recreation (PB&R) Commission to evaluate the Pacifica Surf Camp/School Policy to determine if/how the program could be amended to allow more surf camps to operate, or to revise the permit renewal process in order to support non-profits that work with diverse communities.
On July 22 and August 5, 2020, PB&R Commission study sessions – Discussion of the existing surf camp policy, equitable access relating to the beach and permit holders, input from the public and a proposal from two non-profits for a Community Access Partner Permit (CAPP) program.
August 26, 2020 – PB&R Commission meeting – Commission approved changes to the Surf Camp/School Policy to include two CAPP participants for a six-month pilot program. Commissioners also agreed to put this on their work plan, with further study sessions and meetings.
October 14, 2020 – PB&R Commission study session was held for reviewing the City’s current surf camp/school requirements, guidelines, and rules and to compare and contrast these requirements with other agencies and review the CAPP proposal (a second proposal was submitted by Brown Girls Surf/City Surf Project). Staff gave a presentation covering applicant qualification review, current guidelines and rules, introduced and read the Santa Monica purpose statement, explained the percentages on the Comparison to Other Agencies chart, and explained the projected surf camp timeline and total participant counts as broken down by season. The CAPP proposal was also summarized.
December 16, 2020 - the Parks, Beaches, and Recreation (PB&R) Commission created a task force to consider and make recommendations regarding the City of Pacifica Surf Camp/School Policy. Soon a website was created to make available information the on the Task Force purpose, members, meeting dates as well as any supportive documents which included past staff reports, meeting agendas, and submitted proposals.

Notes: There are Task Force actions that were taken prior to June 22, 2020, need to briefly explain.

In 2003, the City’s Public Works Department developed a Master Plan for Public Improvements at Pacifica State Beach. To address beach-related issues during the implementation of these improvements, a Beach Subcommittee was formed on April 15, 2004. The subcommittee’s work consisted of making recommendations and developing guidelines for the elimination of fires, beach hours of operations, ideas for the creation of a parking program, regulation of surf camps/schools, and recommendations for signage.

At the time, concerns were raised about beach usage, water safety and congestion due to lack of regulation relating to surf camps/schools. The subcommittee spent considerable time on the topic of surf camps/schools at Pacifica State Beach. After many public forums, the subcommittee put forth a recommendation to limit surf camps to a maximum number of three, to be regulated by the Parks Beaches and Recreation Department.

This direction is addressed in Ordinance No. 692-C.S., Section 4-10.116, "The Director may promulgate rules and regulations for the reservation, rental, and use of exclusive use facilities in all beaches, and parks. The Director may also impose reasonable time, place, and manner conditions in writing to ensure that public health, safety and welfare are protected during the use of exclusive use facilities. It shall be unlawful for any person to violate such rules, regulations or conditions."

On April 25, 2005, the recommendations were on the agenda of the regularly scheduled City Council meeting. Council approved the implementation of a policy to support the Ordinance listed above and directed staff to come back to the following meeting with some changes and clarifications to the guidelines. At the May 9, 2005, regular City Council meeting, the council directed staff to proceed with the implementation of the Pacifica State Beach Surf Camp/School Policy Guidelines. The policy set a limit of three surf camp/schools, two large (25-student limit) and one small (12 student limit).

At their regular meeting on January 23, 2013, the PB&R Commission adopted changes to the Surf Camp/School Policy that included allowing one local surf shop to apply annually for a permit to increase the number of students that were currently allowed (for surf shops) from 5 to 12 at the small surf camp rate.

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PROCESS

The Task Force met monthly from February through August 2021, skipping September and meeting in October to review the report.
During the July and August meetings, the Task Force was presented with a “Recommendations Review Matrix”
Opportunities for Public comment – a vital part of the process

Presenter – Cliff Hodges

The Task Force met monthly from February through August 2021, skipping September and meeting in October to review the report. The first meeting established the purpose and outcome expectations while giving the group background of the policy. In subsequent meetings, several presentations and discussions covering the current surf policy and CAPP proposal were considered. A “Current Policy Snapshot” was regularly included in the task force packet and meeting topics were outlined in a “Meeting Roadmap” which was updated as needed along the way (attached).

During the July and August meetings, the Task Force was presented with a “Recommendations Review Matrix” created to help work through the process of agreeing on final recommendations. The results of this process are in the Recommendations section of this document. Meetings were originally scheduled to go through July; however, the Task Force voted to hold two additional meetings in order to finish their work.

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RECOMMENDATION CHART

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RECOMMENDATIONS

Purpose Statement

This policy and regulations shall ensure that the beach and the surf remain a shared public resource, that the natural beauty of the beach is preserved, that the beach remains available for both active and passive recreation and respite, that opportunities to use the beach or surf for all camps/schools, commercial and non-profit, are fairly allocated, that opportunities for surfing lessons are available for all segments of the community, including persons of all ages and economic groups, and that instructional opportunities are diverse, promoting access and equity.

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RECOMMENDATION (CONTINUED)

Overall Application Qualification Review – (including CAPP additional criteria) The Task Force recommends the adoption of the updated Qualifications for both non-profit and commercial permittees (attached Exhibit A).
Guidelines and Rules - - The Task Force recommends the adoption of the updated Guidelines and Rules (attached).
Surf Camp Types - – the Task Force agreed 7-1 in favor of stating that “Permits for nonprofits through a Community Access Program and Commercial Camps/Schools are both supported at Pacifica State Beach.”

Number of surf Camp Participants/Maximum - Permit Sizes and Mix.

There was consensus of Task Force members in agreement that the maximum number of surf camp participants at one time should be 98.
There was a unanimous recommendation that the ratio of students to instructors remain 5:1.

Presenter – Johnny Irwin

Overall Application Qualification Review – (including CAPP additional criteria) The Task Force recommends the adoption of the updated Qualifications for both non-profit and commercial permittees (attached- Surf Camp Recommendation packet pg.12-13)

Guidelines and Rules - The Task Force recommends the adoption of the updated Guidelines and Rules (attached).

Surf Camp Types – the Task Force agreed 7-1 in favor of stating that “Permits for nonprofits through a Community Access Program and Commercial Camps/Schools are both supported at Pacifica State Beach.”

Number of Surf Camp Participants/Maximum – Permit Sizes and Mix.

There was a consensus of Task Force members in agreement that the maximum number of surf camp participants at one time should be 98.
There was a unanimous recommendation that the ratio of students to instructors remain 5:1

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RECOMMENDATIONS (CONTINUED)

Load

Load is the number of participants a permittee brings on the beach, how often, and when. Each permittee creates a particular “load” of participants that varies across time. The following was recommended by the Task Force:

The concept of load be used for the CAPP permits only; no change to the current traditional camps.
The PB&R Department should determine the number of permits based on usage, qualifications, and load.

The purpose of applying the “load” procedure for CAPP schools only is to increase access for more CAPP organizations. Load helps the CAPP program increase equity and access for more nonprofit organizations that use the beach at different times in a more firmly scheduled manner. Due to the nature of the commercial surf school business (weather/surf conditions, constantly changing schedules, etc), a majority of the task force did not find load appropriate for commercial schools.

Presenter – Johnny Irwin – Intro to Load

Presenter – Cliff Hodges – Finish Load

Load –(allocating permits based on maximum allowable program/camp participants on beach/surf versus a static number of permits) – load is the number of participants a permittee brings on the beach, how often, and when. Each permittee creates a particular “load” of participants that varies across time. The following was recommended by the Task Force:

The concept of load be used for the CAPP permits only; no change to the current traditional camps.
The PB&R Department should determine the number of permits based on usage, qualifications, and load.
The purpose of applying the “load” procedure for CAPP schools only is to increase access for more CAPP organizations. Load helps the CAPP program increase equity and access for more nonprofit organizations that use the beach at different times in a more firmly scheduled manner. Due to the nature of the commercial surf school business (weather/surf conditions, constantly changing schedules, etc), a majority of the task force did not find load appropriate for commercial schools.

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RECOMMENDATIONS (CONTINUED)

Application Process and Evaluation – the Task Force agreed that an RFP for both CAPP and Commercial programs would be appropriate, the lengths for each should be different.

Recommend implementing a Request for Proposal (RFP) system.
CAPP program every 3 years
Commercial permits every 5 years
Regardless of the number of years the permitting system was set up for, there could be a system where every 1 or 2 years, there would be the ability to review new applicants to add new permits.

Timeline for Process – recommend a phased-in approach for permits be established and announced by the PB&R Commission

CAPP Timeline – Jan 2022 Announcement of RFP, April 2022 Applications due, July 2022 Announcement of Permits, June 2023 Program Commences
Commercial Timeline – end of 2021/Jan 2022 Announcement of RFP, June 2022 Applications Due, Jan 2023 Program Commences

Reviewing Body

Community Application Review Board (CARB) for CAPP
PB&R Commission to review commercial applicants

Presenter – Cliff Hodges

Application Process and Evaluation – the Task Force agreed that an RFP for both CAPP and Commercial programs would be appropriate, the lengths for each should be different.

Recommend implementing a Request for Proposal (RFP) system.
CAPP program every 3 years
Regardless of the number of years the permitting system was set up for, there could be a system where every 1 or 2 years, there would be the ability to review new applicants to add new permits.
A way to accept new applications.
Commercial permits every 5 years

Timeline for Process – recommend a phased-in approach for permits be established and announced by the PB&R Commission

CAPP Timeline – Jan 2022 Announcement of RFP, April 2022 Applications due, July 2022 Announcement of Permits, June 2023 Program Commences
Commercial Timeline – end of 2021/Jan 2022 Announcement of RFP, June 2022 Applications Due, Jan 2023 Program Commences

Reviewing Body

Community Application Review Board (CARB) for CAPP
PB&R Commission to review commercial applicants

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RECOMMENDATIONS (CONTINUED)

NEXT STEPS:

This report will be presented to Parks, Beaches, and Recreation Commission where it will be available for public input and consideration of recommendation for adoption, which will then be shared with City Council.

CAPP Program – full implementation (rolled into existing policy) – submit guidelines with suggested changes.

Application specifics
Qualifications

Scheduling

a. calendaring system that maintains flexibility, doesn’t overbook, and is somewhat of a reservation system should be

used and logistics of the implementation will be up to department staff.

Application Process

Developing a plan for the implementation, workload, and oversite requirements.

Review Process

An ongoing detailed review of the whole program at set time intervals.

Presenter – Mike Perez

NEXT STEPS:

This report will be presented to Parks, Beaches, and Recreation Commission where it will be available for public input and consideration of recommendation for adoption, which will then be shared with City Council.

CAPP Program – full implementation (rolled into existing policy) – submit guidelines with suggested changes.

Application specifics
Qualifications

Scheduling

a. calendaring system that maintains flexibility, doesn’t overbook, and is somewhat of a reservation system should be used and the logistics of the implementation will be up to

department staff.

Application Process

Developing a plan for the implementation, workload, and oversite requirements.

Review Process

An ongoing detailed review of the whole program at set time intervals.

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QUESTIONS AND DISCUSSION