PARKS & RECREATION COMMISSION TELECONFERENCE MEETING AGENDA Tuesday, June 9, 2020 Sign-language interpreters are available at no cost. Please call 503-681-6100 or TTY 503-681-6284, 72 hours prior to the meeting. Parks & Recreation Commission - 9 am - Teleconference The City of Hillsboro invites you to listen to the Tuesday, June 9 teleconference Parks and Recreation Commission meeting using the Zoom meeting details below. Zoom Teleconference Phone: +1 669 900 6833 or +1 253 215 8782 Meeting ID: 841 5347 0520 Please click the link below to join the webinar: https://us02web.zoom.us/j/84153470520 Call to Order - Roll Call 1. Public Comment Public Comment will not be received during this meeting but can be emailed to [email protected] before 8 am Monday, June 8. 2. Consider Minutes 2.1. Parks & Recreation Commission Minutes May 26, 2020. Parks & Recreation Commission Meeting Minutes - May 26, 2020 3. Reports/Presentations 3.1. Community Senior Center - Thompson & Stark 4. Director/Manager Updates 4.1. Miletich - Parks & Recreation 4.2. Nye - Pride Party 4.3. Pipher - Dairy Creek Park 4.4. Kok - Projects 4.5. Morgan - Recreation 5. New Business 5.1. Consider adopting the Fiscal Year 2020-2021 Parks & Recreation Department Capital Improvement Plan (CIP). Staff Report Draft Parks CIP 2020-21 Final 6. Old Business None. 7. Advice/Information Items 7.1. Hillsboro's Public Art Collection is Online! Hillsboro Public Art Archive Page 2 of 10 Hillsboro Parks and Recreation Commission Minutes Regular Session May 26, 2020 9:00 a.m. Zoom Teleconference The Hillsboro Parks and Recreation Commission met in regular session. Present were Parks and Recreation Commissioners Gwynne Pitts, Ken Phelan, Jaime Rodriguez, Lynn Scheller, and Marilynn Helzerman; City staff Dave Miletich, Jeroen Kok, Ken Pipher, Mary Loftin, Nancy Nye, Sean Morgan, and Becky Salinas; Swinerton staff Greg Byrnes and Blake Stanovich Commission Chair Pitts called the meeting to order. Citizen Communication: None Minutes: Motion was made by Helzermann and seconded by Scheller to approve the minutes of the Regular Meeting on May 12, 2020. Reports/Presentations: Hidden Creek Community Center: Swinerton staff, Greg Byrnes and Blake Stanovich, gave a virtual tour of the Hidden Creek Community Center construction site. The tour highlights included: Open spaces with natural light and exposed wood beams Seating areas Community room with kitchen Classrooms Locker rooms Cardio and weight room Basketball and pickleball courts Director/Manager Update: Nye gave an update on Public Art. She shared the PowerPoint Presentation Michele McCall-Wallace presented to Commissioners in March that included the following art installations: “Scrappy”, recycled art sculpture by Brian Mock, at Community Senior Center “Wapato Women”, artwork of Confederated Tribes of Grande Ronde by Travis Stewart, at Rood Bridge Park “Bridge of Land & Sky” fence, by Cliff Garten Studios, on US 26 Brookwood/Helvetia overpass Artwork wall & sculpture, designed by Norie Sato, at Hidden Creek Community Center Nye informed commissioners the “Head Over Heels” stickwork sculptures at Orenco Woods Nature Park will be removed on June 3 due to decaying and degrading. The life of the sculptures were three years. Page 3 of 10 Parks and Recreation Commission Minutes May 26, 2020 Page 2 Pipher shared approved budget highlights for the 20-21 Fiscal Year including: Personnel services Operational enhancements Capital expenditures Facilities fund Kok gave an overview of completed and current Capital Improvement Projects including: Turf replacement, including goal posts with hydraulic bases, at Hillsboro Stadium Turf replacement at 53rd Avenue Park Cricket batting cage at Griffin Oaks Park Inclusive playground at Hidden Creek Community Center Morgan gave facilities updates for Hidden Creek Community Center, Shute Park Aquatic & Recreation Center, Hillsboro Community Senior Center, and the Gordon Faber Recreation Complex. Hidden Creek Community Center: First full-time staff positions will include: Community Outreach, Sports & Enrichment, Fitness & Wellness, and Adaptive Recreation Supervisor Additional full-time positions include: Administrative Support, Rental Coordinator, and Day Porter Fees and structures are being fine-tuned Cost savings, coming in under budget, allowed the addition of wall partitions in Community Room, courtyard landscaping, acoustic tile, and futsal and multi-sport court Grand opening will take place near year-end Shute Park Aquatic & Recreation Center: Facilities work being done during closure Pool was drained, cleaned, painted, and grouted Installation of safety mechanisms Hillsboro Community Senior Center: Food distribution program has given out 700 food boxes Craft kits are being sent out by mail Zoom training sessions are being offered to seniors Gordon Faber Recreation Complex: COVID-19 testing permit extension is being coordinated Hillsboro Hops & T2 updates in future Morgan explained that the recreation team is working on delivering summer programs safely. Following the lead from other agencies, summer programs are being revamped to meet the needs of the community. Miletich informed Commissioners that the Parks & Recreation Commission, represented by Gwynne Pitts, will give a short presentation to City Council on June 2, 2020 at 6pm. Page 4 of 10 Parks and Recreation Commission Minutes May 26, 2020 Page 3 Old Business: None There being no other business, Commission Chair Pitts adjourned the meeting. ATTEST: __________________________________ ____________________________________ Recorder Chair Page 5 of 10 MEMORANDUM To: Hillsboro Parks & Recreation Commission From: Jeroen Kok, Planning & Development Manager Date: June 9, 2020 Subject: Adoption of Capital Improvement Plan for Fiscal Year 2020-2021 _____________________________________________________________________________ Requested Parks & Recreation Commission Action: Staff requests that the Commission adopt the proposed Fiscal Year 2020-2021 Parks & Recreation Department Capital Improvement Plan (CIP). Background: The CIP is the master document showing all approved capital projects that are planned to be undertaken by the department, regardless of funding source, in the upcoming budget year. The plan is formatted to list each project with details to highlight the variety of funding sources that will be utilized. One of the main sources of funding is Park System Development Charges (SDCs) and, in some cases, Park SDC Credits. As in the past few years, SDC Credits will be heavily relied upon to implement capital projects located in South Hillsboro, working in partnership with the new community developers. Revenue from SDCs is entirely dependent on the number and type of development projects that are assessed Park SDCs, which makes it difficult to predict exactly how much the City will collect and be able to spend on a year-to-year basis. Park SDC revenue has averaged approximately $3.5 million over the past five years, with annual fluctuations significantly above and below the average. In developing the CIP list, staff has considered a number of factors. Projects that are in progress and have prior commitments, especially with funding partners, signed purchase & sale agreements, debt obligations, and/or approved SDC Credit agreements, are the first to be considered. The CIP project list is largely consistent with the 5-Year Capital Improvement Plan that was developed earlier this year. The 10 new priority development and acquisition projects proposed for the coming fiscal year total $2,510,000, with $985,000 from Park SDCs, $1,400,000 from Park SDC Credits, $20,000 from the General Fund and $245,000 in grant funds. Highlights include: initial planning and Page 1 of 2 Page 6 of 10 design of the proposed inclusive playground and park improvements to be located in the area south of the Hidden Creek Community Center, including preliminary planning for the future phase 2 aquatic element in order to meet conditional use permit submittal requirements and achieve project vesting; construction of the first of two neighborhood parks to be located in the Reed’s Crossing development in South Hillsboro; pending successful grant applications, initiate design and permitting for an expanded and more accessible playground at Frances Street park; and initiating work to update the City’s Park, Recreation and Open Space Master Plan. Due to limited availability of Park SDC Funds and the need to maintain a reserve, while also setting aside approximately $3 million per year for debt service, the scope and total cost for the proposed projects list is limited. However, the projects are designed to create balance and equity throughout the city’s existing system, while leveraging outside funding sources & partnerships, and following through on efforts already underway. Two changes to note since the staff presentation at the May 12, 2020 Commission meeting: the Finance Department has provided updated debt service numbers to indicate that the anticipated FY 20-21 payment has been reduced from $3,164,000 to $2,742,311, a savings of $421,689. This adjustment is due to a debt pay-off that will occur in the upcoming fiscal year (Dargatz property), as well as refinancing of the Building Fund loan debt at a lower rate. Additionally, we learned that the General Fund support for implementation of the ADA Transition Plan has been increased from $70,000 to $130,000, to make up for prior fiscal year underfunding and to increase support to this