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Parks & Recreation Commission PARKS & RECREATION COMMISSION TELECONFERENCE MEETING AGENDA Tuesday, June 8, 2021 Language interpreters, including Sign-language, are available at no cost. To arrange, please call 503-681-6100 or TTY 503-681-6284, 72 hours prior to the meeting. Parks and Recreation Commission Meeting - 8:00 am For help with Zoom, read the Instructions for Joining and Participating in a Webinar or see Zoom’s Frequently Asked Questions. Zoom Teleconference Phone: +1 669 900 6833 or +1 253 215 8782 Meeting ID: 893 9129 4686 Password: 905626 Please click the link below to join the webinar: https://us02web.zoom.us/j/89391294686?pwd=d0VsRTEzZGwwT1llMWt0ZFoyVWNidz09 Call to Order - Roll Call 1. Public Comment Register to speak during the Parks & Recreation Commission Meeting by providing your name and phone number, or Zoom name, to Becky Salinas before 7 am the day of the meeting. You can register by emailing [email protected] or calling 503-615-3474. Please be sure to join the meeting at 8 am, or a few minutes before, if you would like to speak. 2. Consider Minutes 2.1. Parks & Recreation Commission Minutes May 25, 2021 Parks & Recreation Commission Minutes - May 25, 2021 - Pdf 3. Staff Introductions 3.1. Parks Administration Office Administrative Support Specialist - Pipher and Salinas 4. Reports/Presentations 4.1. PRC Retreat Final Report - Singer-Wilson 4.2. Maintenance Report - Heldt & Erickson 4.3. American Rescue Plan Act (ARPA) - Harji 4.4. Director/Manager Update - Miletich, Kok, Morgan and Pipher 5. New Business 5.1. Consider Request for Administrative Authority for Third-Party Rentals - McGhghy PRC Memo - 2021 Administrative Authority for rentals 5-11-21 5.2. Community Partnership Rate - Rose and Rothschild PRC Memo - Community Partnership Rate 6-8-21 6. Commission Comments 7. Advice/Information Items 7.1. Project Pride - Sunday, June 13th, 9 am - 12 pm - Shadywood Park (pre-registration required) 7.2. City Council Meeting, Tuesday, June 15, 2021, 6 pm - Teleconference 7.3. Hillsboro Pride 5k, Saturday, June 19, 2021, 9 am - 2 pm - Orenco Woods Nature Park (pre-registration required) 7.4. SHARC Fest Family TRY-athlon, Sunday, June 27, 9 am - 2 pm - SHARC (pre-registration required) 7.5. Save the Date: Tamarack Park Grand Opening, Thursday, July 1, 2021 Page 2 of 8 PARKS & RECREATION COMMISSION MINUTES Tuesday, May 25, 2021 Teleconference Present: Chair Gwynne Pitts, Vice Chair Ken Phelan, Commissioner Lynn Scheller, Commissioner Forrest Huntington, and Commissioner Marilynn Helzerman Staff Dave Miletich, Jeroen Kok, Sean Morgan, Nancy Nye, Ken Pipher, Rahim Harji and Present: Becky Salinas Parks and Recreation Commission Meeting - 8:00 am Call to Order - Roll Call 1. Public Comment None. 2. Consider Minutes 2.1. Parks & Recreation Commission Minutes May 11, 2021 Marilynn Helzerman made a motion to approve the April 29, 2021 minutes. Ken Phelan seconded the motion. CARRIED. 5-0 Ken Phelan, Marilynn Helzerman, Gwynne Pitts, Lynn Scheller, and Forrest Huntington voted yes. 3. Reports/Presentations 3.1. Inclusive Park & Playground Project Update- MIG Consultants Erickson and Frank Erickson and Frank updated the Commission on the Inclusive Park & Playground project. Highlights include: • The preferred concept is being worked on in AutoCAD to develop construction drawings. • A fenced play area will include mounds, accessible slides, swings, climbing features, sand and water area, nature play and pathways. • Play equipment will include innovative pieces from Earthscape focusing on the Woods Gone Wild theme. • The park will include a restroom structure with storage, a picnic shelter to accommodate 30, multiple small shade structures, parkour obstacle equipment and an open, flexible surface for programming options. Page 1 of 3 Page 3 of 8 3.2. FY 21-22 Budget Requests/Approvals - Pipher Pipher shared FY 2020-21 approved budget highlights from the Budget Committee Meeting inlcuding: • Personnel Services - $40,000 • Citywide Budget Increases - $484,400 • Operational Enhancements - $516,500 • Capital Expenditures - Parks and Facility Improvements & Vehicles and Maintenance - $678,000 3.3. Draft Capital Improvement Plan Review - Kok Kok reviewed the current year Capital Improvement Plan (CIP) and the proposed draft FY 21- 22 CIP with the Commission. The draft will be discussed with the Executive Team and will come back to the Commission for approval in late June. 3.4. Director/Manager Update - Miletich, Kok, Morgan, Nye and Pipher Nye informed Commissioners of updates in Special Events and Cultural Arts. • Special Events is launching a new scavenger hunt program in July called "The Hidden Gems of Hillsboro". • The outdoor summer concert series will kick off on Thursday, July 8th and continue through August 19th. • Bag & Baggage is doing an outdoor Shakespeare performance. Hillsboro is sponsoring the performance in various park locations and the Civic Center plaza. • A big tent has been installed on the lawn at the Walters Cultural Arts Center to accommodate summer classes. • The Cultural Arts Center opened to the public and hosted First Tuesday Art Walk on Tuesday, May 4th. • Bridie Harrington, Cultural Arts District Manager, will be working with a consultant and Sequoia Gallery. Morgan communicated updates on facilities and recreation. • Patrons with proof of vaccination can workout without a mask at Hidden Creek Community Center and Shute Park Aquatic & Recreation Center. • SHARC kicked off swim lessons. • Senior Center is programming outdoors. New guidelines may allow the facility to reopen. • 7v7 soccer leagues have record high registrations. Kok provided a Planning and Development update. • Parks is working with Public Works to improve pedestrian safety access to Amberglen Park by adding a crosswalk with rapid flashing beacon. Harji gave a City Manager's Office update. • Recruitment for the Diversity, Equity and Inclusion Manager is in the final process. • City Council is holding a work session on June 1st for the American Rescue Plan Act. The City will be presenting their approach for the funds to the Council. Miletich requested Commissioners sit in at a Parks & Recreation table during events to notify the public of the Inclusive Park & Playground project. Page 2 of 3 Page 4 of 8 4. Commission Comments • Helzerman inquired about the appointment of new Commissioners to fill vacancies. • Pitts inquired about the City Council work session for the American Rescue Plan Act. 5. Advice/Information Items 5.1. I Am Asian American: Virtual Show With Joe Kye, Thursday, May 27, 2021, 7 pm - Registration Required 5.2. City Council Meeting, Tuesday, June 1, 2021, 6 pm - Teleconference 5.3. Pride Party Concert, Saturday, June 5, 2021, 4 pm - Hillsboro Stadium 5.4. Save the Date: Tamarack Park Grand Opening, Thursday, July 1, 2021 There being no other business, Commissioner Pitts adjourned the meeting at 9:37 am. Page 3 of 3 Page 5 of 8 MEMORANDUM To: Hillsboro Parks & Recreation Commission From: Special Events Division - Alyssa McGhghy, Special Events Permit Coordinator Date: April 16, 2021 Subject: Administrative Authority for Third-Party Event Rentals _____________________________________________________________________________ Requested Parks & Recreation Commission Action: Hillsboro Parks & Receation, Special Events Division staff is requesting administrative authority to negotiate third-party event rentals based on the four-tier special event rental rate system. Background: The current administrative authority requirements are based off of a three-level system instead of the four-tier special event rental rate system. As the process stands now, event rental applications are reviewed and approved either by Parks & Recreation Commission or internally depending on the scope of the event. Event rentals that require an additional level of evaluation include one or more of the following extraccuricular activities or requests: • Sound or music that is amplified past rented area • Events in a park location not normally used for special events • Groups/events of 50 or more in an unreserved area • To be held when parks are normally closed • Open to the public with possible ticketed admission and/or donations • Alcoholic beverages • Fireworks • Open flame like a candlelight vigil • Non-motorized vehicles in prohibited areas • Vending activities Staff carefully vet event applications communicating and giving direction with the event host while at the same time getting internal feedback and input from others in the Parks department and other City of Hillsboro departments who have a vested interest in the proposed acvitity. Thus far Hillsboro Parks & Recreation has managed many of these third-party events in the past and has had minimal/no problems associated with the activities. Based on the department’s ability to successfully evaluate and monitor these activities, staff requests the Parks & Recreation Commission give administrative authority to staff to approve public event rentals based off the four tier special event rental rate system. This updated approval process would consist of: Page 1 of 2 Page 6 of 8 Tier 1: Administration approves 100% of all free public events that are not gated; both first-time and reoccurring events. Tierl 2: Administration approves 100% of all public events that generate sales but are not gated except for the alcohol area as required by the Oregon Liquor Control Commission. Tier 3: Parks & Recreation Commission must review events that are gated that are first-time, or existing events with new event producers,
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