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Board of Directors Agenda and Reports Bend Metro Park & Recreation District September 1, 2015 Board of Directors Agenda and Reports 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 September 1, 2015 District Office Building | 799 SW Columbia | Bend, Oregon AGENDA CONVENE MEETING: 5:30 pm 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. STAFF INTRODUCTIONS Ryan Richard, River Recreation Specialist Donne Horne, Facilities Specialist Colleen McNally, Marketing Manager Josiah Dawley, Marketing Coordinator WORK SESSIONS 1. Bend Whitewater Park Operations Update – Pat Erwert & Jan Taylor 2. Senior Center future expansion project and funding sources – Matt Mercer & Lindsey Lombard 7:00 PM REGULAR MEETING 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. This is the time provided for individuals wishing to address the Board regarding items not listed in the business session. Visitors who wish to speak are asked to submit a public comment card provided at the sign-in table. The Board may elect to ask for comment on business session items at the appropriate time. The visitor’s section is not designed for a lengthy presentation. If you have a proposal for Board consideration, briefly introduce the subject, and request that the Board consider adding discussion to a future Board meeting agenda. Please state your name and address at the time you address the Board. Please limit your remarks to three minutes. CONSENT AGENDA 1. Meeting Minutes - 8/11/2015 2. Award construction contract for First Street 1Rapids 3. Mirror Pond Park Easement request 4. Land Exchange at Rockridge Park BUSINESS SESSION 1. Report on Off-leash Dog Opportunities in Peer Organizations – Quinn Keever & Jeff Hagler 2. Adopt Shevlin Park Recreation Management Plan – Jim Figurski and Quinn Keever 3. Alcohol Sales at District Facilities –Matt Mercer STAFF REPORTS Staff reports are provided to the Board at the first meeting of the month. The reports are provided as an update on ongoing projects and are for informational purposes only. 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. 2 Worksession Item 1 BOARD AGENDA COMMUNICATION AGENDA DATE: Sept. 1, 2015 SUBJECT: Bend Whitewater Park Operations and Maintenance Plan Update STAFF RESOURCE: Pat Erwert, Park Services Director Jan Taylor, Community Relations Manager PREVIOUS BOARD ACTION: None ACTION PROPOSED: None STRATEGIC PLAN: Theme: Community Connection Objectives: Develop parks to meet community demand Manage partnership Strengthen Community Awareness BACKGROUND The construction of the recreational enhancements to the Colorado Ave dam area of the Deschutes River is slated to be completed in late September. Though the construction of the three channels and the pneumatic bladders systems will be completed, there are still several supporting construction projects that will continue into the summer of 2016 including the Colorado Ave. trail undercrossing and the renovation of McKay Park. Work also continues on the development of the operations and maintenance plan and public communications plan. Key elements of the operations plan include pneumatic bladder operations, scheduled system maintenance and inspections, site stewardship, safety and landscape, riparian and wetlands maintenance. The District recently completed the recruitment for the River Recreation Specialist (Wave Shaper) position and the successful candidate, Ryan Richard, began work on August 25th. Mr. Richard comes to the District from Boise, Idaho where he worked as a Wave Shaper for Boise Parks, helped develop their system’s waves and scheduling and is very knowledgeable about the Obermeyer bladder systems that are installed at the Bend Whitewater Park . Signage to provide information to floaters, white water paddlers and surfers is nearing completion and will be installed prior to the site’s opening. The information will include guidance on how to safely float the river, how to use the whitewater channel and which areas are not open to public access, such as the habitat channel, riparian areas and the river right island. 3 A communications plan designed to promote general understanding of the new facility, promote safety and to guide use by locals and tourists alike complements the overall operations plan. This plan includes: • Bend Whitewater Park webpage – How to float the passageway – How to use the whitewater channel – Safety, parking, amenities – Calendar of scheduled wave conditions • Facebook – daily updates on wave/river conditions • Print – Tourist destinations • Signage – rules and safety information • Information on Visit Bend and BPTA websites Updates of both plans will be shared with the board this evening. BUDGETARY IMPACT Proposed for 2015-16 Budget • Personnel: $63,231 • Other maintenance (includes utilities): $11,100 • Communications year one: $35,500 4 Worksession Item 2 BOARD AGENDA COMMUNICATION AGENDA DATE: September 1, 2015 SUBJECT: Senior Center Expansion Project STAFF RESOURCE: Matt Mercer, Recreation Director Lindsey Lombard, Finance Director PREVIOUS BOARD ACTION: Adopted 2016-20 Capital Improvement Plan including Senior Center Expansion Project ACTION PROPOSED: None STRATEGIC PLAN: Theme: Community Connection Objective: Analyze and Adapt to Changing Community Need Initiative: Acquire land, and plan and develop trails, river access, parks, natural areas and recreation facilities to meet identified community demand and future need. Theme: Community Connection Objective: Respond to User Expectations Initiative: Invest in programs and services that appeal to older adult population BACKGROUND Over the past three years, the District has engaged in a variety of planning efforts to determine the future renovation and expansion needs of the Bend Senior Center and the community’s indoor recreation needs as a whole. The Senior Center originally opened in November, 2001 and a 3,600 square foot event room was added in June, 2004. The current facility is 14,000 square feet of which only 7,500 square feet is functional program space. Besides the event room, the program spaces are divided into small rooms that were originally designed for very specific activities (i.e. library, computer lab, arts and crafts, billiards, and cards). The Senior Center has experienced considerable growth over the last 15 years as the Bend older adult population has exploded. During this time, the interests and needs of older adults have also evolved to include more active fitness and wellness programs, and lifelong learning opportunities. The current facility had become increasingly inadequate to meet both the growth in the older adult population and the changing interests and desires of participants. As a result, the District began planning how the Senior Center can be renovated and expanded to meet the future needs of the older adults and the community as a whole. Following is a summary of these planning efforts and Board direction that has occurred since. The District convened a Vision and Planning Committee in March, 2011 to develop broad recommendations for future planning of programs, services and facilities at the Senior Center. As a 5 part
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