Agenda and Reports Board of Directors

Bend Metro Park & Recreation District

November 10, 2015

www.bendparksandrec.org

  

Enrichment—Piggy Bank Finance 

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

November 10, 2015 District Office Building | 799 SW Columbia | Bend, Oregon

AGENDA

CONVENE MEETING: 5:30 pm STAFF INTRODUCTIONS VISITORS An assistive listening device is available for visitors. Please let the Board Chair know if you would like to make use of this device and staff will assist you. Visitors who wish to speak are asked to submit a public comment card provided at the sign-in table. Work sessions are scheduled for the Board to receive and discuss information regarding district operations, projects, and planning to aid in their decision-making process. The Board will receive comment on work session agenda items at this time. Please state your name and address, and limit your comments to three minutes in the interest of allowing the board to complete the work session agenda. WORK SESSION

1. Receive Budget Committee applications and review budget calendar – Lindsey Lombard

2. Marijuana Dispensaries Buffer

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 regular meeting.

The Board of Directors will meet in an executive session pursuant to ORS 192.660(2)(e) 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.

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Work Session Item 1

BOARD AGENDA COMMUNICATION

AGENDA DATE: November 10th, 2015 SUBJECT: Receive Budget Committee applications and review

budget calendar STAFF RESOURCE: Lindsey Lombard, Finance Director Don Horton, Executive Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: Receive budget committee applications and discuss

budget calendar dates STRATEGIC PLAN: Theme: Financial Stewardship Objective 1: Maintain financial stability Initiatives: Provide responsible financial planning and

management to support the district’s existing and future levels of service.

BACKGROUND

The District’s Budget Committee consists of five members that are appointed by the Board of Directors. To be eligible to serve as a Budget Committee member, per Oregon’s Local Budget Law, a candidate must reside within the District’s boundaries, be a registered voter, and be willing to commit to serving a three-year term. There is currently one vacant seat on the District’s Budget Committee; Debi Harr completed her term at the end of the budget process for fiscal year 2015-16. The Board has received several applications for consideration for the open position. Prior Board members have taken into consideration a variety of criteria during their selection process. The criteria have included the candidates’ skills and experiences, how long they have resided in Bend, what neighborhood they live in, and prior experience with the District. Also a significant factor in the prior selection processes has been the same criteria for the current Budget Committee members, so as to have a committee that best represents various areas and backgrounds in the broader community. Staff will provide the Board with the applications along with summaries of information on the four current Budget Committee members and on the candidates during the Board meeting. The applications include a resume and responses to supplemental questions. The supplemental questions are intended to provide the Board with information on the candidates that will assist them in making their selection. This information includes the candidates’ profession, experience, community involvement, direct experience with the District, and the reasons they are interested in a position on the District’s Budget Committee. The summaries reflect the following information

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on current members and candidates: neighborhood association where they reside; how long they have lived in Bend; and current and prior profession and experience. Prior Budget Committee members have been selected by the Board using the following process:

• Board members will receive all eligible applications; • each Board member will read, review and rate the candidates on their own time; • the rating system used allows three points for the first candidate, two for the second, and

one for the third; • all individual ratings will be provided to staff prior to the December 1st Board meeting; • staff will summarize the data and will provide to the Board, at the December 1st Board

meeting, the name of the candidate who received the highest combined rating; • the Board will consider this candidate for appointment.

The Board may also choose to select the new committee member by a different method if that is the desire of the Board. Each year staff develops a budget calendar for the upcoming fiscal year’s budget process. We are again planning a tour for the Budget Committee and Board. The tour’s purpose is to see some of the more significant sites of projects that will be in this year’s proposals. The tour is currently scheduled for Wednesday, April 20th, from 9:00am to 4:00pm, and the District will provide lunch. Staff have also scheduled the Budget Committee meetings for Monday May 16th and Wednesday May 18th, (with Thursday, May 19th scheduled as a tentative third meeting if necessary) with the budget adoption by the Board scheduled for the regular Tuesday June 7th Board meeting. BUDGETARY IMPACT

The 2016-17 fiscal year’s proposed budget is scheduled to be presented to the Board and Budget Committee on May 16th. STAFF RECOMMENDATION

Staff recommends the Board review and consider the applications in preparation for appointment on December 1st. Staff also recommends that the Board note the dates for the budget tour and the Budget Committee meetings, and inform staff as soon as possible if there is a scheduling conflict. MOTION

None. ATTACHMENT

None. The applications and Budget Committee member summaries will be provided during the work session.

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Work Session Item 2

BOARD AGENDA COMMUNICATION

AGENDA DATE: November 10, 2015 SUBJECT: Marijuana dispensary proposed boundaries and update on the City of Bend’s Marijuana Technical Advisory Committee (MTAC) position STAFF RESOURCE: Don Horton, Executive Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: None, informational only

BACKGROUND

The City of Bend has formed a marijuana technical advisory committee (MTAC) to recommend local rules governing the recreational marijuana industry in Bend. Part of that process is the consideration of buffers around marijuana retail facilities and parks. At the October 20, 2015 Board meeting, John Skidmore with the City of Bend and members of MTAC provided an update on where they are in the process. The Board decided to pull together a working group to work with MTAC and talk about how the District will address this issue. On October 29, Ted Schoenborn and Brady Fuller met with the MTAC working group and with the full MTAC. After discussion, the MTAC voted 4-3 against buffers around Parks. The attached letter to MTAC sent from Craig Chenoweth on behalf of the Board, shares the working group’s recommendation for buffers between marijuana dispensaries (medical and recreational retail) and all public parks within the City of Bend. Staff will discuss the proposed boundaries and provide an update on the City of Bend’s Marijuana Technical Advisory Committee (MTAC) position.

ATTACHMENT

Letter to the City of Bend MTAC MTAC Map - Proposed Separation Distances for Marijuana Retail Facilities

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Proposed Separation Distances for Marijuana Retail FacilitiesMarijuana Technical Advisory Committee voted October 15, 2015 on schools

and child care facilities; BPRD recommendation for parks (not voted on by MTAC)Marijuana retail facilities must be locatedat least:1,000 ft from K-12 Schools150 ft from Child Care Facilities250 ft from all BPRD ParksRetail Sales permitted in Commercial andMixed Use areas only

GF DispensariesK-12 Schools

r ChildCareFacilitiesBPRD Parks

1,000 ft of a School150 ft of a Child Care Facility250 ft of all BPRD ParksGeneral Plan designation allows retail

Notes: General Plan designations shown allow retail uses (CB,CC, CG, CL, ME, MR).Separation distances measured radially from property boundary.Map created 10/26/15 by CDD Planning Division - for planningpurposes only. Data sources: Oregon State GIS Clearinghouse,Deschutes County, City of Bend, Bend Parks & Rec District andOregon Health Authority for 16 licensed dispensaries + 1 pending

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Staff Report – Planning & Design

DEVELOPMENT

PROJECT UPDATES October 2015

Bond-Funded Projects

Bend Whitewater Park: Construction has reached substantial completion. The Whitewater Park opened to the general public on September 18. Now that the irrigation season is over and the water levels have dropped, work will commence on adjustments to the mechanical systems and some of the features. Work is expected to continue through the end of the year.

McKay Park: On October 21 the Board of Directors approved the construction contract award for Empire Development and Construction. With ongoing work at the Bend Whitewater Park, staff will hold off on issuing a notice to proceed until late December. McKay Park is expected to reopen in the fall of 2016. Please continue to observe posted pedestrian, bike and river detours around McKay Park.

The Pavilion: Work continues on the Pavilion with parking lot paving, landscaping, siding, and interior finishes. The contractor is working diligently towards completion in December. BPRD is currently coordinating the installation of owner-supplied items with the contractor.

Riley Ranch Nature Reserve (RRNR): A hearing was held before the Deschutes County Planning Commission on October 22 for the Conditional Use Permit for RRNR. The Planning Commission decision is expected in mid-November. Meanwhile, work continues on preparing construction documents for phase one. Pending permit approvals, park construction could be underway in 2016.

Deschutes River Trail (DRT): Putnam to Riley Ranch Nature Reserve Bridge Segment – Brooks Staff is continuing to work with Brooks Resources on securing an agreement for the trail alignment and potential future trailhead parking area.

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Staff Report – Planning & Design

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. Galveston to Miller’s Landing Park Segment – Staff has refined the concepts that include several new options for an improved pedestrian-friendly Gilchrist Alley which can serve as a gateway to Columbia Park. Based on public input, staff has prepared a recommended option and is planning another community open house later this fall to share and discuss with the neighborhood. South UGB Segment – The Citizens Advisory Committee (CAC) evaluated five conceptual bridge options along with eight trail options and ultimately developed a recommendation. Staff presented an update on all trail projects to the Board at the October 20 work session. Staff continues to coordinate with U.S. Forest Service and Oregon Parks and Recreation Department (OPRD) representatives to determine the proper permitting processes and timing of efforts to proceed with the project. The need to amend the Oregon Administrative Rule to allow bike/pedestrian bridges along the Upper Deschutes River was discussed by the Oregon Parks Commission on September 23, and at that time they directed OPRD staff to open a rulemaking process. That process started with OPRD holding a public hearing on the proposed rule change on October 28 in Bend. The public comment period was extended until November 20 –comments should be submitted directly to OPRD. After the public comment period ends OPRD staff will make a recommendation to the Parks Commission for a decision on the amendment (tentatively expected in February 2016).

Colorado Undercrossing and DRT Trail Extensions: Work continues on the undercrossing with the installation of the retaining walls and backfill of the tunnel. The trail sections have been paved as far as possible to allow construction traffic in and out of the tunnel section. Colorado Avenue will be closed until November 17. Currently all of the District’s work is on schedule. Coordination with City staff on the Colorado Lift Station Project continues, as both teams are working to construct the two projects within the same road-closure window.

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Staff Report – Planning & Design

Non Bond-Funded Projects

Shevlin Park: The Board approved the Shevlin Park Recreation Management Plan on September 1. Staff is currently working on implementing the recommendations included in the plan. Specifically, planning is underway for a comprehensive wayfinding and signage program for the park, as well as traffic calming and safety improvements.

Canal Row Neighborhood Park: This project is currently out for bid, with the bid date set for November 4. Construction should begin later this fall with the park expected to open in late summer or fall of 2016.

1st Street Rapids Park: The east side phase of the project was awarded to Mountain Sky Landscaping. The contractor has started construction which will progress through the fall and is expected to be complete in late winter.

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.

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 early winter.

Hillside Park: The final Hillside Park Master Plan was presented to the Board on October 6 along with a contract amendment to proceed into construction drawings for phase one work. Surveyors are expected to be in the park surveying property boundaries in November. Construction is expected to begin later in 2016.

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Staff Report – Planning & Design

Rockridge Park: A contract amendment for construction drawings and permitting for phase one improvements was approved by the Board on October 6. A conditional use permit application for the Rockridge Park Master Plan has been prepared and 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.

Stone Creek Neighborhood Park Property: Lands Bend LLC is completing design of a new 6+ acre neighborhood park in the Stone Creek development. The park is being designed and constructed to District standards and will ultimately be owned and operated by the District. The Board approved the Master Plan for the park in early August. Work on construction documents is now underway and land use permitting has been initiated. The developer plans to begin construction of the park this winter.

Eagle Park: Staff presented three options for park development to the public during an open house on Oct 28. Based on input received on the options, a preferred master plan is being refined. It will be shared with the public again before being presented to the Board of Directors for approval. Upon approval of a master plan by the Board the District will proceed with permitting and construction documents. Construction is anticipated to begin in the summer of 2016.

Farewell Bend Bridge: Preliminary inspections of the bridge are complete, including geotechnical borings at the bridge abutments. A preliminary report was presented to the Board at the October 20 board meeting, along with a recommendation to replace the bridge. The Board approved the recommendation to replace the bridge and directed staff to proceed with the necessary design and permitting work.

Juniper Park Tennis Court Replacement: Replacement of the 40+ year old tennis courts is about complete. Final site cleanup is underway and the courts should be reopened in November.

Bend Senior Center: Staff has prepared a Request for Qualifications (RFQ) for the expansion of the Bend Senior Center. Staff is currently working on refining the scope prior to release of the RFQ for advertisement. It is expected a contract award for consultant services will be presented to the Board in early 2016.

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Staff Report – Park Services

Park Services Accomplishments for October 2015

Facilities/Construction Maintenance

• Set up and started sharpening skates • Installed dedication bench in Shevlin Park • Replaced exterior doors at Park Services tool room and JSFC maintenance door • Added 300 yards playground chips in neighborhood and sports parks • New signage was placed in the Off Leash Area kiosks • Replaced Aspen Hall HVAC unit #4

Construction (See Planning and Design report)

Landscape

• Baskets are in for new addition to disc golf course at Pine Nursery • Started irrigation winterization and blowouts • Replaced trees in some of the neighborhood parks • Development crew installed new mainline and replaced irrigation pump at Skyline Sports

Complex Natural Resources

• Pre-emergent treatments by contractor and Natural Resource Crew along: Haul Road, Coyner, West Bend and Deschutes River trails. Ponderosa, Pine Nursery, Alpine, Riley Ranch (Jeffer’s House), Sunset View, Shevlin and Shevlin Easement properties.

• Continue geese hazing • Treating all the boardwalks in Shevlin Park

Shop Staff

• ATV training provided to 5 employees • Received 2 turf sweepers and put into service • Ordered 2 trailers to support landscape’s new mowers • Ordered snowplow for snow removal support • Installed new gate at 1st Street Rapids to accommodate bikes and pedestrians

Park Stewardship Program

• New “dogs must be on leash” sign placed at Pine Nursery and is to be rotated regularly • Shevlin Park maintaining a steady level of activity, dogs found on leash approximately 75%

of the time. School activities and large groups several times this month. • Ponderosa skate park has continued to be very busy throughout the fall. • New rules sign going in at Original Ponderosa skate park • 3 staged events and 3 run thru a park reservations. October 15th is the official end of Public

Event season although run thru events are year round 12

Staff Report – Park Services

• Visited 4 parks with the Outreach kiosk: McKay/Bend Whitewater, Riverbend, Pine Nursery and Drake

• Great response from the public when there is staff presence, building good relations and answering questions

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Staff Report – Community Relations

Community Relations Department Update October 2015 Community Relations and Communications

• Continue work on Hollinshead historical booklet and videos • Prepare steps in conducting an evaluation of future of Park and Recreation Foundation • Bend Whitewater Park – public inquiries, messaging and communications • Consulted with Timbers organizers regarding fundraising • Sponsorship evaluation and preparation for The Pavilion • Supported associates with preparations for The Pavilion – misc. • Assisted with the development of Pavilion advertiser & sponsor opportunity flyer • Assisted with recruiting and coordinating advertisers for The Pavilion • Attended COCC leadership training – Manage to Win

Outreach/Events

Targeted Campaigns/Promotions

• Recreation focus: Fall recreation, fall sports registration • Bend Senior Center: fall programs, lunch & learn series, bazaar • Rental facility marketing: planning for annual guides • JSFC: fall fitness week and free programs, Friday & Saturday night programs, swim lessons • Pavilion: Introduction of Pavilion programs and drop-in sessions in social media and website • Bend Whitewater Park: Use, access and temporary closure in social media and website • General Recreation: Fall in parks, fall community events • District-wide branding and communications: TV and radio campaigns run in October for overall

branding message

Website/Social Media

Prepared the process, timeline and RFQ for development of a new BPRD website; meeting weekly.

• Employee website: e-newsletters sent every two weeks. Open rate around 27.5%. • Updated website: additional information to Bend Whitewater Park pages, updated Pavilion

pages, added sponsorship information to Pavilion pages, park description updates • Website training: added new contributor

• October 2015 Website traffic : compared to October 2014

39,331 visits (+5%) 22,626 visitors (+12%) 94,342 pageviews (+1%) 2.40 pages per visit (-4%) 02:23 avg. visit duration (+7%) Device used: Desktop - 20,426 sessions for 52% (6%), Mobile - 14,623 sessions for 37% (+11%), Tablet – 4,283 sessions for 11% (-11%)

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Staff Report – Community Relations

• Increasing fan base in social media: Facebook: as 10/30/15 Twitter: as 10/30/15 BPRD – 3,879 likes BPRD – 3,553 followers JSFC – 2,523 likes BSC – 207 likes BWP – 1,125 likes The Pavilion – 88 likes

Volunteers Supporting recreation programs

• Background checks for winter youth sports program coaches • Assist with recruiting coaches • Orientation for 3 new adults volunteers – fitness & Kids Inc. • Plan process for teen volunteers with Kids Night Out program at JSFC

Supporting Parks, Trails & Facilities

• Volunteer Jack Crowell will be helping with mapping dedications in parks Other

• Met with FC Timbers regarding fundraising program • Coordinated presenter for Network of Volunteer Administrators meeting • Participated in Volgistics Users Group meeting

BPR Foundation Gopher Broke

• Post event review with staff; and survey/thank you to sponsors and participants Other

• Coordinating bench dedication for First St. Rapids Park • Coordinating replacement of dedications as part of McKay Park renovation • Review & discussion of Foundation structure and function • Coordinate brick order and placement of completed bricks at Heroes Memorial Plaza

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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. November 17 Work Session Children’s Forest Youth Outdoor Initiative – Matt Mercer UGB Update – Steve Jorgensen and City of Bend Business Session Budget Committee Member appointment(s) – Lindsey Lombard Pavilion Operations Plan Update – Matt Mercer Award construction contract for Canal Row Park – (consent) Codify Personnel Policies – (consent)

December 1 Work Session Collaborative Agreements FC Timbers Update – Matt Mercer Business Session Bend 2030 December 15 Work Session Business Session Approve Eagle Park Master Plan – Jim Figurski and Ian Isaacson * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * January 5 2016 Board Workshop - 8:00 a.m. – 4:00 p.m.

• CIP (2nd Quarter Review and Draft Proposed for 2016-17) – Michelle Healy, Lindsey Lombard

• Financial Forecast – Lindsey Lombard • Cost Recovery/Subsidy Allocation Strategy • Asset Management Plan

January 19 Work Session Bend Park and Recreation Foundation – Jan Taylor Communications and Marketing Plan – Jan Taylor & Colleen McNally Business Session Present 2014-15 Audited Financial Statement – Lindsey Lombard February 2 Work Session Business Session February 16 Work Session Business Session March 1

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Work Session Needs-Based Assistance Program – Matt Mercer Latino Outreach Program Business Session

March 15 Work Session District-wide Website – Jan Taylor Business Session April 5 Work Session CIP 3rd Quarter Review – Michelle Healy, Lindsey Lombard Business Session Adopt Resolution - SDC Fee Schedule annual adjustment – Lindsey Lombard April 19 Work Session Community Needs Assessment District-wide Outreach Plan – Jan Taylor Business Session April 20th - Budget Committee Tour May 3 Work Session Business Session May 16th & 17th BUDGET MEETINGS May 18 Tentative Budget Meeting June 7 Work Session Business Session Adopt Resolution – Adopting Budget – Lindsey Lombard 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 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 17

Strategic Plan measurements Strategy for assessing park maintenance shop/office needs Economic impact study DRT - Kirkaldy Ct. to Putnam Rd. easement GFOA Certificate of Excellence - Budget – Lindsey Lombard GFOA Certificate of Excellence - Financial Reporting – Lindsey Lombard Naming Rights Senior Center Expansion Business and Programming Plan Senior Center (Larkspur) Contract Culture Scanlon & Lundgren fields renovation (Skyline Park) – Park Services Irrigation Water Conservation Plan – (Report) Non-profit support from the District – Jan Taylor & Don Horton Athletic Field Report – Matt Mercer

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