Agenda and Reports Board of Directors

Bend Metro Park & Recreation District

February 2, 2016

www.bendparksandrec.org

  

Our Vision To be a leader in building a community connected to nature, active lifestyles and one another. Our Mission To strengthen community vitality and foster healthy, enriched lifestyles by providing exceptional park and recreation services. We Value

Excellence by striving to set the standard for quality programs, parks and services through leadership, vision, innovation and dedication to our work. Environmental Sustainability by helping to protect, maintain and preserve our natural and developed resources. Fiscal Accountability by responsibly and efficiently managing the financial health of the District today and for generations to come. Inclusiveness by reducing physical, social and financial barriers to our programs, facilities and services. Partnerships by fostering an atmosphere of cooperation, trust and resourcefulness with our patrons, coworkers and other organizations. Customers by interacting with people in a responsive, considerate and efficient manner. Safety by promoting a safe and healthy environment for all who work and play in our parks, facilities and programs. Staff by honoring the diverse contributions of each employee and volunteer, and recognizing them as essential to accomplishing our mission.

District Office l Don Horton, Executive Director

799 SW Columbia St., Bend, Oregon 97702 | www.bendparksandrec.org | (541) 389-7275

Board of Directors

February 2, 2016 District Office Building | 799 SW Columbia | Bend, Oregon

AGENDA 5:30 p.m. CONVENE MEETING STAFF INTRODUCTIONS Sue Glenn Joe Daniels Shannon Gilman Monica McClain-Smith Charlie Redline Mark Cain WORK SESSION 1. Effects of Alcohol and Marijuana on Youth - Jessica Jacks, Prevention Programs Supervisor,

Deschutes Co. Health Services (30 min)

2. Bend Park and Recreation Foundation – Jan Taylor & Kim Johnson (30 min)

3. The Pavilion Update – Matt Mercer (15 min)

STAFF REPORTS EXECUTIVE DIRECTOR’S REPORT BOARD MEETINGS CALENDAR REVIEW GOOD OF THE ORDER ADJOURN EXECUTIVE SESSION - The Board will meet in Executive Session upon adjournment of the meeting pursuant to ORS 192.660(2)(h) and ORS 192.660(2)(e) for the purpose of consultation with counsel concerning legal rights and duties regarding current litigation or litigation likely to be filed and for the purpose of discussing real property transactions. This session is closed to all members of the public except for representatives of the news media.

Accessible Meeting/Alternate Format Notification This meeting location is accessible. Sign and other language interpreter service, assistive listening devices, materials in alternate format or other accommodations are available upon advance request. Please contact the Executive Assistant no later than 24 hours in advance of the meeting at vanessa@bendparksandrec.org or 541-706-6151. Providing at least 2 business days notice prior to the meeting will help ensure availability.

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Work Session Item 2

BOARD AGENDA COMMUNICATION

AGENDA DATE: February 2, 2016 SUBJECT: Bend Park and Recreation Foundation STAFF RESOURCE: Jan Taylor, Community Relations Manager Kim Johnson, Foundation Administrator PREVIOUS BOARD ACTION: None ACTION PROPOSED: For information only STRATEGIC PLAN: Community Connection and Financial Stewardship BACKGROUND The Bend Park and Recreation Foundation is a 501-c-3 tax exempt corporation that exists for the purpose of supporting the work of the Bend Park and Recreation District. The foundation incorporated in 1974 and has served the District in a wide variety of ways ranging for accepting donation of property to serving as a fiscal sponsor of community fundraising efforts to fund new District services. Staff will present an overview of the foundation’s history and current relationship with the District. BUDGETARY IMPACT NA STAFF RECOMMENDATION None. For information only. MOTION None. ATTACHMENT None.

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Staff Report – Community Relations

Community Relations Department Report December 2015 – January 2016 Community Relations and Communications

• Update Community Relations and Marketing Plan; present to board • Interviewed several consultants; hired Brewhouse out of Portland to consult on website

development; team met for initial orientation and District overview • Met with BPTA regarding District communications goals and strategies for Bend Whitewater

Park • Developed communications plan for Bend Whitewater Park • Attended Board Workshop • Explored staffing scenarios to accommodate upcoming workload and new leadership • Explored a sponsored free day at The Pavilion; concept in the works • Continue to follow up on video of Hollinshead history • Responded to public inquiries on a variety of topics • Prepared press releases • Staff support for opening week operations at The Pavilion

Outreach/Events

• Marketing, support and volunteer recruitment for holiday open house at Hollinshead Barn • Meeting and review with City of Bend for July 4th events – including traffic plans, ADA and

permitting process • Confirming July 4th event sponsors and beginning process to accept 2016 vendors

Targeted Campaigns/Promotions

• Recreation focus: Winter-Spring recreation registration, spring sports registration deadlines, ice skating

• Bend Senior Center: indoor fitness and recreation opportunities; holiday events • Rental facility marketing: annual rental facility and wedding guides • JSFC: New Year’s resolutions, indoor fitness/swimming, free fitness week, • Pavilion: opening, holiday skate, open skate, family skate, skate lessons • Bend Whitewater Park: under construction • General Recreation: winter outdoor recreation in parks, Winter-Spring recreation registration • District-wide branding and communications: tv/radio/print advertising focused on recreation

registration. Winter-Spring 2016 Playbook mailed and distributed community-wide. More than 49,000 copies printed / more than 45,000 copies mailed.

Website/Social Media • Employee website: e-newsletters sent every week. Open rate around 27.76%. • Updated website: additional information to Pavilion pages, added Personal Trainers page • Website training: on-going contributor training • December 2015 / January 2016 Website traffic : compared to December 2014 / January 2015

97,317 visits (+30.5%) 48,300 visitors (+40.11%) 239,493 pageviews (+27.15%) 2.46 pages per visit (-2.57%) 02:19 avg. visit duration (-0.43%) Device used: Desktop - 41,837 sessions (+58.84%), Mobile – 45,102 sessions (+16.27%), Tablet – 10,378 sessions (+1.78%)

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Staff Report – Community Relations

• Increasing fan base in social media:

Facebook: as 1/25/16 Twitter: as 1/25/16 BPRD – 4,242 likes BPRD – 3,744 followers JSFC – 2,601 likes BSC – 226 likes BWP – 1,216 likes The Pavilion – 946 likes

Volunteer program Supporting recreation programs

• Development of volunteer youth sports coach resource page on BPRD website • Orientation and placement for new volunteers

o 3 with adaptive aquatics o 5 with youth enrichment o 4 with Learn to Skate

Supporting Parks, Trails & Facilities

Other

• Recruited, scheduled and trained volunteers to support AARP Tax Preparation Program hosted at Bend Senior Center

• Compiling annual volunteer service summary • Attended Network of Volunteer Administrators meeting, coordinating future speakers

BPR Foundation

• Processed year end donations and finalized annual auditor review • Internal review of Foundation structure, operations and staff support • Facilitated 3 new bench dedications • Review of annual golf tournament and decision on event and location for 2016

District Sponsorships

• Promoted and facilitated sponsorship and advertising opportunities at The Pavilion

2015-16 Pavilion sponsors/advertisers confirmed to date: • Zamboni advertiser • Learn to Play Hockey sponsor • Adult Hockey League sponsor • Adult Curling League sponsor • 15 dasher board advertisers

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Staff Report – Park Services

Park Services Report December 2015 – January 2016

Facilities/Construction

• Pavilion opening: key program, snow removal, rubber floor installation, Zamboni training, equipment move in and custodial stock

• Jeffer’s house boiler rebuild • Juniper restroom floor re-finish • Big Sky shop heating • Hollinshead kitchen remodel • Air wall service at district office, Senior Center and Pavilion • Installed fence at Columbia Park • Beam repair and insulation at Shevlin House • Re-commissioned gate at Riley Ranch Nature Preserve Construction

(See Planning and Design report) Landscape

• Snow and ice removal throughout the district. • Sports crew cleaned and organized storage sheds at Big Sky and Skyline Parks. • Repairing and cleaning bases and equipment for upcoming sports season. • Shrub pruning and cleanup around Pine Nursery pond. • Started installing Baseline irrigation controllers for the fields at Pine Nursery. • Pruning and tree work throughout the district. • Installing Weather-Matic irrigation controllers at Hixon, Aspen Hall, Sylvan and Hillside II. • Solicited bids, developed contracts and hired contractors for upcoming hazard tree removals at

Drake and Pioneer parks. • Hazard tree work completed at Riverview Park. • Cleaned up native spaces at Juniper Park for better visibility. • Installed snow fencing on hillside at Discovery Park.

Natural Resources

• Completing vegetation work at Riley Ranch Nature Preserve. The Natural Resources Crew is thinning in the bottom along the east side, removing brush and unhealthy suppressed trees. They are pile burning everything but the bole wood.

• Continuing to haze geese and applied for the Migratory Bird Depredation Permit. • Started construction of “Robin’s Run” at Riley Ranch Nature Preserve which is the section of trail

starting at the rim rock heading to the river bottom. • The crew fixed the pot holes on the dirt road at Riley Ranch Nature Preserve. • Snow removal

Shop Staff

• Provided two district vans to MBSEF for support. • Staff attended OSHA Construction Conference. • Purchased a new snow plow, two trucks and four trailers. • Provided support at the Pavilion with fabrication, moving equipment, Zamboni training,

maintenance, acquiring support equipment and ice removal. • Fabricated amenities for McKay and Canal parks. • Repaired fence and gate at Big Sky Park.

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Staff Report – Park Services

Park Stewardship Program • Negotiated a new contract with Bend Patrol Services which includes two fulltime officers. The

officers have been incorporated fully into the Park Steward Program after they completed BPRD training.

• The exclusion ticket book has been approved, printed and being used. • Park Steward Manager met with Bend Police to update program changes and continue the

partnership between the two agencies. • 2015 Public Event Program Highlights:

o A total of 79 events were managed under the event program. o Out of the 79 events there were 96 event days due to some events being multiple days. o Thirty-eight events were nonprofit organizations and 24 were commercial businesses. o Approximately $51, 747 in total income.

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Staff Report – Planning & Development

DEVELOPMENT

PROJECT UPDATES January 2016

Bond-Funded Projects

Bend Whitewater Park: Work is underway on adjustments to the mechanical systems and some of the features. The passageway has been completed, and will be tested once water can be re-directed back to the whitewater channel. Work is progressing in the whitewater channel with the construction of the surf wave at drop number three. Construction is expected to continue through the winter.

McKay Park: On October 21 the Board of Directors approved the construction contract award with Empire Development and Construction to build McKay Park. With ongoing work at the adjacent Bend Whitewater Park, notice to proceed is not expected until February. McKay Park is anticipated to reopen in the late fall of 2016. Please continue to observe posted pedestrian, bike and river detours around McKay Park.

The Pavilion: The Pavilion opened to the public on December 28. Since that time work has been mostly completed on the punch list. The contractor is expected to be on-site through the end of January, then returning in the spring to complete the landscaping.

Riley Ranch Nature Reserve (RRNR): Work continues on preparing construction documents for phase one. Pending building permit approvals, park construction could be underway in late summer of 2016.

Deschutes River Trail (DRT): Putnam to Riley Ranch Nature Reserve Bridge Segment – Staff is continuing to work with Brooks Resources on securing a license agreement for the trail alignment and a potential future trailhead parking area also on their property. Kirkaldy Ct. to Putnam Rd. Segment – After meetings with adjacent property owners and the Awbrey Meadows HOA Board of Directors, the issue of BPRD acquiring a trail easement over the buried Tumalo Irrigation pipeline has not yet been resolved. Pacific Park to Drake Park Segment – The trail alignment has been surveyed and conceptual drawings will be revised as needed. Any additional design work is on hold until the scope of work for the Mirror Pond project is resolved. Once the centerline of the trail is finalized, easement documents will be drafted.

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Staff Report – Planning & Development

Galveston to Miller’s Landing Park Segment – In December, staff sent a letter to each of the adjacent Riverfront Street neighbors informing them that staff was recommending the “Option B – Shared Use Street” version. Staff requested comments and no comments have been received to date. The ODOT “Enhance” grant was based on the recommended Option B design and included the undergrounding of utilities along Riverfront Street. The status of the grant application won’t be known until the end of summer 2016. South UGB Segment – Staff is waiting to hear about Oregon Parks and Recreation Department’s recommendation on the District’s request to amend the Oregon Administrative Rule to allow bike/pedestrian bridges along the Upper Deschutes River. The Oregon Parks and Recommendation Commission is tentatively scheduled to meet in February to decide the matter.

Colorado Undercrossing and DRT Trail Extensions: Work is complete on the undercrossing and trail and the facility is open to the public. Minor landscape treatments will occur this spring.

Non Bond-Funded Projects

Shevlin Park: Staff is currently working on implementing the recommendations from the updated management plan, including a comprehensive wayfinding and signage program. The District received three proposals for the signage program and work is expected to begin in March of 2016.

Canal Row Neighborhood Park: This project has been awarded to the construction contractor (Griffin Construction). Construction will begin this winter with the park expected to open in late summer or fall of 2016.

1st Street Rapids Park: The contractor reached substantial completion in December, and will be working on punch list items throughout the rest of the winter. The contractor will be finishing up landscape and irrigation this coming spring.

Alpine Park Trailhead: The trail work is complete. Other improvements including the installation of rustic cedar fencing and signage will continue throughout the winter by BPRD staff.

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Staff Report – Planning & Development

Skyline Park Accessibility Improvements: Construction of the new accessible routes from the two parking areas to the sports fields and playground, plus minor restroom accessibility is currently underway. Construction is expected to continue through the fall and winter.

Hillside Park: Surveyors are currently working in the park to survey property boundaries. The partitioning process (to create legal lots of record necessary for permits) and a Transportation System Plan amendment are in process. The consultant team has been asked to prepare a proposal to complete construction documents for the full master plan in anticipation of additional funding in next year’s Capital Improvement Plan.

Rockridge Park: A Conditional Use Permit application for the Rockridge Park Master Plan has been submitted to Deschutes County. Staff is awaiting notice of completion of the application and a determination as to whether a public hearing will be necessary. In the interim, work has begun on construction documents for the first phase of work. The consultant team has been asked to prepare a proposal to complete construction documents for the full master plan in anticipation of additional funding in next year’s Capital Improvement Plan.

Stone Creek Neighborhood Park Property: Work on construction documents is now underway and land use permitting is complete. The developer plans to begin construction of the park this winter. Acquisition of the two small parcels on the west side of the park (formerly owned by the City of Bend and Bend Development LLC) adjoining the park is complete, bringing the total park acreage to over 7 acres. These parcels primarily provide additional natural area within the park and minimal development (e.g. soft surface trails) is expected to occur on them. These parcels were included as part of the park master planning process.

Eagle Park: On January 6, 2016 staff presented a preferred master plan to the public and the Board approved that master plan on January 19. The District is now proceeding with additional design, permitting and preparation of construction documents. Construction is anticipated to begin in the summer or fall of 2016.

Farewell Bend Bridge: The Board approved the recommendation to replace the bridge and directed staff to proceed with the necessary design and permitting work. As part of the permitting process (WOZ permit) staff and the consultant presented the proposed work to the City of Bend Planning Commission on December 28, 2015. The Planning Commission approved the project. Work is proceeding with construction documents and permits. Pending permitting approval, construction is expected to begin in late spring.

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Staff Report – Planning & Development

Larkspur Center: Staff has prepared a Draft Request for Qualifications (RFQ) for the expansion of Larkspur Center. Staff is currently working with District management and staff to review the original master plan and develop a desired program for both facilities and programs. This work is anticipated to be complete by the end of January. At that time the scope of the RFQ will be further refined to reflect the desired program. It is expected the RFQ will be advertised in February of 2016 and a contract award for consultant services will be presented to the Board in April or May of 2016.

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Board Calendar 2015-2016

*This working calendar of goals/projects is intended as a guide for the board and subject to change. February 16 Staff Introductions Work Session District Comprehensive Plan update – Steve Jorgensen and Quinn Keever River Stewardship Planning – Chelsea Schneider and UDWC Business Session Approve a resolution to adopt purchasing policies – Dave Crowther Approve FC Timbers Ground Lease Revision – Matt Mercer Approve a Resolution to apply for a Land & Water Conservation Grant for Shevlin Park – Quinn

Keever (consent)

March 1 Work Session Needs-Based Assistance Program – Matt Mercer Business Session

March 15 Work Session Business Session April 5 Work Session Bend-La Pine Schools – Superintendent Mikalson CIP 3rd Quarter Review – Michelle Healy, Lindsey Lombard Business Session Adopt Resolution - SDC Fee Schedule annual adjustment – Lindsey Lombard April 19 Work Session District-wide Website – Colleen McNally and Josiah Dawley Business Session April 20th - Budget Committee Tour May 3 Work Session Water Conservation Planning – Chelsea Schneider and Mike Duarte Business Session May 16th & 18th BUDGET MEETINGS May 17 Board Meeting Cancelled May 19 Tentative Budget Meeting June 7 Work Session Business Session Adopt Resolution – Adopting Budget – Lindsey Lombard 11

Adopt Resolution - Categorizing Taxes – Lindsey Lombard Adopt Resolution – Adopting the Capital Improvement Plan (CIP) – Lindsey Lombard June 21 Work Session

CIP – 4th Quarter Review Business Session TBD Latino Outreach Program Wildside Approve DRT easements for Putnam to RRNR segment – Steve Jorgensen (consent) Early lease extension request from Cascade School of Music – Don Horton Performance measurements Strategic Plan measurements Strategy for assessing park maintenance shop/office needs Economic impact study DRT - Kirkaldy Ct. to Putnam Rd. easement Naming Rights Senior Center Expansion Business and Programming Plan Senior Center (Larkspur) Contract Culture Scanlon & Lundgren fields renovation (Skyline Park) – Park Services Athletic Field Report – Matt Mercer

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