Board of Directors

Agenda & Reports

December 16, 2014

Board of Directors

December 16, 2014 Board Meeting District Office Building | 799 SW Columbia | Bend, Oregon

AGENDA

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.

5:30 PM WORK SESSION 1. Central Oregon Canal Trail - presented by Steve Jorgensen

2. Employee Website – MyBPRD.org - presented by Colleen McNally

3. Senior Center Renovation Update - presented by Matt Mercer

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. Approval of meeting minutes

a. 11/4/14 b. 11/18/14 c. 12/2/14

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2. Vision Statement

BUSINESS SESSION 1. Award Pine Nursery Phase 3 Playground & Lighting Construction Contract – presented by

Michelle Healy

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)(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. Matters discussed in executive session that relate to current litigation or litigation likely to be filed shall not be disclosed by the news media.

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Work session – Item 1

BOARD AGENDA COMMUNICATION

AGENDA DATE: December 16, 2014 SUBJECT: Central Oregon Canal Trail STAFF RESOURCE: Steve Jorgensen, Park and Trail Planner Michelle Healy, Strategic Planning & Design Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: Discuss the trail issues and possibly direct staff to

include this trail in the evaluation of future Capital Improvement Plan (CIP) project proposals.

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.

BACKGROUND Access to trails consistently ranks as one of the highest priority needs by District residents. Trails provide important transportation connections as well as significant recreational benefits that serve local residents and visitors alike. The District’s existing trails are highly used and valued as an important community asset. Recognizing the importance of trails to the citizens of Bend, the District prepared a Trail System Master Plan that defines policies and goals, and sets design standards for the provision of trails. The Plan also includes an inventory of existing trails and proposes a network of future primary and connector trails. The Plan was adopted by the Board in 2008, and was added as an ancillary document to the District’s Parks, Trails and Green Spaces Comprehensive Plan in 2012. The Central Oregon Canal (COC) trail is identified in the Plan as a primary trail. Primary trails are defined as key trail connections that provide links to points of interest within the District such as parks; schools; retail and employment areas; public lands, and also to communities and areas beyond the District’s boundary. East-west oriented trails are lacking in the District’s overall trail system and the COC trail provides a key east-west connection linking the east side of Bend to the Deschutes River. The trail alignment follows the ditch-rider road along the Central Oregon Irrigation District canal from the Deschutes River to undeveloped Hansen Park east of 27th Street. Some sections of the ditch-rider road are currently open to the public and used as a trail for walking and biking, while other sections cross private property and remain closed to public use. Over the years, Park Services has made minimal improvements to some of the open sections of the trail.

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Prior to the District’s 2012 bond measure, staff started work on acquiring rights to the closed sections of the COC trail, but those efforts were put on hold pending the outcome of the bond vote. There were significant private property issues to resolve at the time that would have required substantial staff resources to manage. Those private property issues still exist today. This past year, a District resident (James D’Orofi) has been championing the need to revive the efforts to open the full length of the COC trail and to make improvements to existing segments of the trail. He has made presentations to city of Bend staff, the BPRD Board, the Old Farm District Neighborhood Association and the Nottingham Homeowners Association among others. Staff has also met directly with Mr. D’Orofi on several occasions to discuss the trail and the process to add it to the Planning and Development Department’s work plan and ultimately to the District’s Five-year Capital Improvement Plan (CIP). Staff has completed a cursory analysis of the issues surrounding the COC trail and will provide a presentation at the meeting for the Board to consider. Staff would like to gauge the Board’s interest in reviving this project next year. Staff would have the capacity to start working on this project. BUDGETARY IMPACT None at this time, however, if this trail project is eventually added to the CIP it will need a specified budget amount that may have an impact on the amount of funding available for other projects. STAFF RECOMMENDATION Staff suggests starting preliminary planning work on this project and considering the inclusion of this project during the discussion of the next Five-Year CIP. MOTION None ATTACHMENT None, information will be presented at the Board meeting.

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Work session – Item 2

BOARD AGENDA COMMUNICATION

AGENDA DATE: December 16, 2014 SUBJECT: Overview of new employee website STAFF RESOURCE: Jan Taylor, Community Relations Manager Colleen McNally, Marketing Manager PREVIOUS BOARD ACTION: Budget approval ACTION PROPOSED: None

STRATEGIC PLAN: Theme: Operational Excellence Objective: Create a borderless organization Initiative: Continually improve interdepartmental and cross-

departmental communication and coordination BACKGROUND

When organizations are small and employees see each other, converse in hallways and lunchrooms, and work with each other on projects and events, communications tend to be strong. However, when organizations like ours are housed in multiple facilities, when the types of work we do varies tremendously, and when nearly two-thirds of our workforce works part time, communicating District-wide can be challenging. The District’s Strategic Plan calls for continually improving internal communications as a method to improve organizational effectiveness and cohesiveness. Specifically, the Strategic Plan calls for implementing a district-wide communications program, creating a borderless organization, integrating mission, vision and core values into communications, and sharing lessons learned and best practices across departments. A tactic associated with these goals was the development of an employee website. The Community Relations Dept., Colleen McNally and Sarah Romish, designed and built the District’s first employee website. With input from the Employee Relations Committee, the site was built to serve staff interests including a ‘classified’ section and employee photographs, for example. Colleen and Sarah will provide the board with an introduction to the site and provide board members with passwords to access the site individually. BUDGETARY IMPACT

None

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Work session – Item 3

BOARD AGENDA COMMUNICATION

AGENDA DATE: December 16, 2014 SUBJECT: Senior Center Renovation Update STAFF RESOURCE: Matt Mercer, Recreation Director PREVIOUS BOARD ACTION: Rejected Senior Center Renovation Bids – September

16, 2014 Adopted 2015-19 Capital Improvement Plan , including

Senior Center Renovation and Expansion Plan (Master Plan) cost estimate

ACTION PROPOSED: None – information only

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

On Sept 16, 2014, the Board of Directors rejected the single bid received for a small initial phase renovation of the overall adopted Bend Senior Center Master Plan. At the time, staff recommended that some work within the existing interior spaces move forward this fiscal year, including HVAC improvements, lighting and finishes, and that the majority of the work is deferred until the full expansion project is constructed, or a more substantial phase of the project is considered. Staff also indicated that they would return with a recommendation on the more limited scope of work and associated project cost at a future board meeting. Since then, staff has worked at identifying a limited scope of work within the Master Plan that would provide the most immediate benefit to users.

• Remodel and repurpose the original computer lab and small conference room into a game room/multi-purpose room. The computer lab has not been in operation for over a year and the conference room is too small to function for most activities. Combining the two rooms into a billiard/game room and larger multipurpose room is a part of the Master Plan.

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• Remodel the existing billiard/card room into casual activities room/lounge. This will create a larger, more functional and attractive space for everything from organized card playing times to social activities to a comfortable place for people to hang out. This is consistent with the adopted Master Plan conversion of this space into a senior lounge area.

• Re-purpose the original library and current multi-purpose space into the fitness room.

Install an HVAC unit to control the temperature and circulation in this space which has previously operated off a shared unit. This will provide some additional capacity for fitness use while also locating this activity into a more visible and safe space. This room is designated as a classroom in the Master Plan.

• Some updating of flooring, lighting and painting will be done in the remodeled areas.

Another existing HVAC unit will be replaced as it is oversized and nearing the end of its lifespan.

The cost of the work described above is expected to be no more than $120,000. The District would also continue with previously planned and budgeted furnishings and equipment purchases separate from the construction project. If the Board agrees with the direction, the District will bid the project after the first of the year and complete construction in the spring of 2015. Because the construction is anticipated to cost less than $120,000, the contract is not likely to meet the threshold for Board approval. BUDGETARY IMPACT

$515,883 was originally allocated for the initial phase of the Senior Center project in the five-year Capital Improvement Plan (CIP) ($65,883 in FY 2013-14 and $450,000 in FY 2014-15) with all funding coming from the Facility Reserve Fund. This allocation was increased by $250,000 to $765,883 as a result of discussions at the July 15, 2014, Board Work Session. The current project scope is anticipated to cost less than $120,000 leaving the unused portion of the funding for FY 2014-15 available in the Facility Reserve Fund for the future renovation and expansion project. STAFF RECOMMENDATION

Staff recommends completing the revised scope of work for the initial phase of the Bend Senior Center renovation this fiscal year. The CIP will be updated in January to reflect the change in the Senior Center project scope and funding if the Board agrees. If the construction contract exceeds $120,000, the contract will come before the Board for approval. MOTION

None at this time. ATTACHMENT

None

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Consent Agenda – Item 1a

Board of Directors

Board Meeting Minutes – November 4, 2014

BOARD PRESENT Dan Fishkin, Chair Craig Chenoweth, Vice Chair Ted Schoenborn Scott Asla Scott Wallace STAFF PRESENT Don Horton, Executive Director Vanessa DeMoe, Assistant to the Executive Director Michelle Healy, Strategic Planning & Design Director Theresa Albert, Human Resources Manager Jan Taylor, Community Relations Manager Lindsey Lombard, Finance Director Brian Hudspeth, Construction Manager Jim Figurski, Landscape Architect Aaron Collett, Project Manager Mark Ellington, Facilities manager LEGAL COUNSEL Paul Taylor MEDIA Not in attendance WORK SESSION Staff Introductions Michelle Healey introduced Aaron Collett, the new project manager in the Planning and Development department. She shared that he is a civil engineer, adding a different set of skills to the group. Mr. Collett added that he is a civil and environmental engineer. He gave a brief background of his past projects and work history. Simpson Pavilion Public Comment: Paul Israel – Mr. Israel provided comment on his concerns regarding eliminating the screen from the pavilion project design.

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Executive Director, Don Horton asked Paul Taylor, legal counsel, to share what the Oregon Revised Statute (ORS) says about the value engineering process. Mr. Taylor referred to ORS 279, specifically 279C.340 Contract negotiations. Mr. Taylor said that the ORS provides a system to negotiate with the low bidder on value engineering and other options. He said that in recognition that bids may exceed the project costs estimate and to avoid incurring the costs of rebidding, the District is allowed to go to the low bidder and conduct negotiations with regard to value engineering to see if the contract costs can be brought within the estimate for the project. Mr. Taylor said the standard in the statute is that you can conduct the negotiations and agree on a revised scope of work, if the scope is not significantly reduced that it would impact the field of competition for the original bid. Michelle Healy shared the Simpson Pavilion bid timeline and bid results with the Board. She explained that the low bid had exceeded the project estimate. Ms. Healy stated that after consulting with legal counsel and state law, staff started a value engineering (VE) process with the low bidder, Appolo Inc. She shared several items that were considered in the VE process including lighting, alternative siding materials, landscaping and different methods for ceiling construction. Ms. Healy briefly discussed the VE options not accepted; the ice mat system and the ETFE, the ETFE is the screening around the pavilion. She stated that the VE at this point does not take out the ETFE. Ms. Healy shared a project cost tracking spreadsheet with the Board showing the estimated costs at construction bid, current costs with VE, and costs less the ETFE. She stated that after the VE exercise there is still a cost difference of $355,433. The staff and Board discussed options for the ETFE, including taking it out of the contract and evaluating the need after a season of use, leaving it in the contract and use funds from next biennium and installing a partial screen. The Board also discussed the potential for other funding sources, ice condition considerations with and without the screen and specifics of the VE process. Chair Fishkin shared that he believes that if we are spending multi millions of dollars to build, what in part, is an ice facility we should not skimp on something that has a direct impact on the ice. He stated that he understands there are many variables that come in to play regarding the ice quality, those argue for having as much on your side as possible to control the variables and, ultimately, the ice quality. Chair Fishkin stated that we should be delivering the best, most functional facility and safest quality of ice that we can to the public. He stated that he was in favor of finding the money from another source, or postponing the FF & E to next year’s budget and not sacrificing the quality of one of the fundamental purposes of what was being built. Chair Fishkin asked that each Director make a final statement on the issue. Vice Chair Chenoweth explained that the ETFE was not in the original advertisement for the project. He stated that he does support the idea of not adding the ETFE now and evaluating it, possibly adding it at a later time. He said that what we really need to do is deliver the project in a timely manner. Director Asla stated that he agreed with Vice Chair Chenoweth. Director Wallace stated that the ETFE is an important part of delivering a quality product. He said that if the decision is to defer the ETFE, rather than waiting a year to come to a conclusion that the ETFE is needed it should go into another project or initiative to look at how it can be funded and included. He stated that the ETFE is critical to deliver what we said we were going to build; expectations of the ice community are not to have bad ice. He shared his concerns with putting

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the community on potentially unsafe ice. Director Schoenborn shared his comments earlier in the discussion. He stated that the facility design was not changing and that the only thing left to take out to responsibility use public funds was the ETFE. He said this would allow for a decision to be made based on experience and real data. He stated that if we need to install the ETFE, we will know after the first year of use; and if it is necessary, perhaps a partner can assist in raising the money. Public Comment: John Williams – Mr. Williams provided comment regarding the VE process. He shared his concerns with the process and options he felt should be considered. REGULAR MEETING Chair Fishkin called the regular meeting to order at 7:35 p.m. CONSENT AGENDA 1. Minutes: October 21, 2014, Regular Meeting 2. Resolution Adopting ADA Transition Plan The agenda briefs and supporting documents for the Consent Calendar can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/ Motion Director Wallace made a motion to approve the Consent Agenda. Director Asla seconded. The motion passed unanimously, 5-0. BUSINESS SESSION 1. Award Pickleball Court Construction Contract

Ms. Healy shared information on the bid process, project alternates and funding. She stated that bids have been received, staff have conferred with the Pickleball Club and confirmed funding to move forward; at this point there is enough money to move forward with the base bid and Alternate #1, which is the shed. Ms. Healy clarified that staff are recommending moving forward with awarding a contract to Empire Development to build the new pickleball courts and storage shed.

The agenda briefs and supporting documents can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

MOTION Director Asla made a motion to authorize the Executive Director to award a construction contract for the Pine Nursery Pickleball Phase 2 project with Empire Development and Construction, LLC. in the amount of $294,941.80 with alternate # 1 for a total contract price of $318,411.70, and to approve a total project amount not to exceed $350,253. Vice Chair Chenoweth seconded. The motion passed unanimously, 5-0.

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Public Comment: Werner Zehnder - Mr. Zehnder expressed his support for the project and thanked the Board and staff for their work on the project. He shared Pickleball Club programs and participation statistics. Mr. Zehnder said that many visitors are coming to Bend because of the pickleball courts. He also addressed the Simpson Pavilion and suggested seeking out donors for this project and having a representative to work aggressively at seeking out donors. Chair Fishkin thanked Mr. Zehnder on behalf of the Board and the District for his incredible personal donation to the project. He said that we commend and appreciate the efforts and financial support of Mr. Zehnder and take to heart the recommendation of seeking out donors. 2. Simpson Pavilion Construction Contract

Public Comment: John Laherty – Mr. Laherty provided public comment regarding the funding of the project, the ETFE, and providing the best user experience focusing on functionality versus aesthetics.

Ms. Healy said that as discussed in work-session, there is a short-fall in terms of overall funding for the project. She said that the options being considered are to defer the ETFE screening by putting it in another fund or to evaluate the need after a season of use. If it was decided that the ETFE was needed, funding would be sought out from another source. Executive Director Horton stated that another option, shared by Director Wallace in the work session, was to include the ETFE and start fundraising now rather than waiting. Director Wallace reiterated that he does believe that the ETFE needs to be included in what we are building right now. Executive Director Horton suggested that if the Board moves forward without the ETFE that would be one motion; if the Board would like to consider a second motion to direct staff to work with Bend Ice and others to come up with a funding strategy, that would be a second motion. The agenda briefs and supporting documents can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

MOTION

Director Schoenborn made a motion to award a construct contract for the Simpson Pavilion to Apollo, Inc. as the apparent low bidder in the amount of $8,453,002 which includes Alternate #1, and to establish a total construction budget not to exceed $8,881,352. Chair Fishkin clarified that Alternate #1 does not include the ETFE screening. Vice Chair Chenoweth seconded the motion. All in favor, Director Schoenborn, Vice Chair Chenoweth and Director Asla. Those opposed, Chair Fishkin and Director Wallace. The motion passed 3-2.

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Executive Director Horton asked for clarification that those opposed were in support of the project, but not in support of the ETFE not being included. Chair Fishkin and Director Wallace confirmed that they did support the project but not the exclusion of the ETFE. MOTION Director Wallace made a motion that the Executive Director and staff establish and work with staff, public and non-profit organizations to look at a funding strategy to incorporate the ETFE in to the final product; and direct staff to begin that work in earnest on a parallel track with the construction of the facility; and that if there are cost savings and contingencies that become available throughout the course of the project, those be considered as sources to help finance the inclusion of the ETFE. Director Schoenborn seconded the motion. The motion passed unanimously, 5-0. Director Asla made a motion that the same should apply to the sport court if programming opportunities present themselves. Director Schoenborn seconded. All in favor, Director Asla, Director Schoenborn, Vice Chair Chenoweth, Director Wallace. Those opposed, Chair Fishkin. The motion passed, 4-1. 3. Approve Simpson Pavilion Construction Administration, contract amendment

Mr. Figurski stated that with the approval of the contract for construction, additional assistance with construction administration is needed. He said that a scope is being proposed that augments what staff are already doing. Mr. Figurski provided terms of the proposal and how the team will provide assistance, including further review of the VE items. Mr. Hudspeth further clarified the VE process and shared how staff have worked with the contractor to verify the VE items and costs. The agenda briefs and supporting documents can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

MOTION

Director Wallace moved to authorize the Executive Director to execute a contract amendment with OPSIS Architecture in the amount of $212,890 for construction administration and related services for the construction of the Simpson Pavilion and to establish a budget not to exceed $234,179. Director Asla seconded. The motion passed unanimously, 5-0. 4. Approve Lands Bend Development Agreement

Ms. Healy gave a brief update on the Stone Creek neighborhood park development agreement. She shared a map of the location and tax lot. She gave an update on the transfer from the city, development of the park, and the development agreement. The draft development agreement was provided to the Board. The agreement lays out the roles and responsibility for the developer to construct the neighborhood park in exchange for reimbursement by the District. Reimbursement would occur through credits against

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payments for future park system development charges (SDC) improvement fees up to the total amount of “eligible costs” to develop the park. Ms. Lombard explained how the credit system works. She said that the credits have a ten year limit; the developer has ten years to use the SDC credits as needed. Ms. Lombard stated that staff are comfortable with this agreement and agree that it achieves the same end goal. The agenda briefs and supporting documents can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

MOTION Vice Chair Chenoweth made a motion to authorize the Executive Director to finalize and execute a Development Agreement for the design and construction of a new Neighborhood Park in the Stone Creek development with Lands Bend Corp. Director Schoenborn seconded. The motion passed unanimously, 5-0. STAFF REPORTS Staff reports were provided to the Board as information only. There was no formal presentation or discussion for the Staff Reports. EXECUTIVE DIRECTOR’S REPORT Executive Director Horton shared dates for upcoming community meetings and gave a brief update on the Mirror Pond Ad Hoc Committee. He shared that the Board will be asked to consider a proposal by the city on affordable housing and that we are waiting to hear from the city to schedule them to come to a Board meeting. Executive Director Horton briefly discussed the meeting minutes procedure with the Board. BOARD MEETINGS CALENDAR REVIEW Director Asla reported that he will not be in attendance at the November 18 meeting. GOOD OF THE ORDER Chair Fishkin said that he attended a presentation on the potential for the Cascadia subduction earthquake. He recommended that Planning & Development staff meet with the Natural Hazard Mitigation Plan Steering Committee. Chair Fishkin said he will follow up directly with staff to coordinate a meeting. ADJOURN – The regular meeting of the Bend Park and Recreation District Board of Directors adjourned at 8:45 p.m. EXECUTIVE SESSION - The Board met in Executive Session upon adjournment of the Regular Meeting for the purpose of consultation with counsel concerning legal rights and duties regarding current litigation or litigation likely to be filed, pursuant to ORS 192.660(2)(h). The Executive Session was closed to the public.

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Prepared by, Vanessa DeMoe Executive Assistant __________________________________ ___________________________________ Dan Fishkin, Chair Craig Chenoweth, Vice-Chair __________________________________ __________________________________ Ted Schoenborn Scott Asla __________________________________ Scott Wallace

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Consent Agenda – Item 1b

Board of Directors

Board Meeting Minutes – November 18, 2014

BOARD PRESENT Dan Fishkin, Chair Craig Chenoweth Ted Schoenborn Scott Wallace

Absent: Scott Asla STAFF PRESENT Lindsey Lombard, Finance Director Vanessa DeMoe, Assistant to the Executive Director Michelle Healy, Strategic Planning & Design Director Pat Erwert, Park Services Director Matt Mercer, Director of Recreation Jan Taylor, Community Relations Manager Theresa Albert, Human Resources Manager Jim Figurski, Landscape Architect LEGAL COUNSEL Not in attendance MEDIA Not in attendance WORK SESSION Vision Statement – Jan Taylor Ms. Taylor explained that staff is currently working on CAPRA (Commission for Accreditation of Park and Recreation Agencies) and that a requirement of CAPRA is for an organization to have a vision statement. She explained that a vision statement is about what an organization strives to be. Ms. Taylor shared five proposed vision statements with the Board. The Board and staff briefly discussed the proposed vision statements, picking out words from each that resonated with them. The Board requested that Ms. Taylor work directly with Director Wallace to come up with a vision statement based on the discussion. Ms. Taylor will bring a proposed vision statement to the board during work session at the December 2nd meeting. Financial Policies – Lindsey Lombard Ms. Lombard explained that the financial policies are also a requirement of CAPRA, outside of the requirement she believed in the true value of the policies. She stated that she hoped the policies speak to the board values, vision and philosophy. Ms. Lombard stated that she wanted to be sure that everyone understood that the policies are meant to provide a basic framework for the overall financial management of the District and are vital for the Board as a resource to frame future Board discussion and decision making. She recommended the policies be reviewed at least every five years, with review as needed with the Executive Director and at the

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Board’s request. Ms. Lombard shared that a subcommittee had reviewed the policies in depth. She briefly covered each of the policies and the Board responsibilities associated with each of them. The Board recommended that the financial policies be added to the Board of Directors Operations, Procedures, Training and Orientation Manual. REGULAR MEETING Chair Fishkin called the regular meeting to order at 7:07 p.m. Visitors: Keith Scott – Mr. Scott provided comment on the Simpson Pavilion construction contract that was awarded to Apollo Construction. Mr. Scott asked the Board if local employees will be hired for the project. He reiterated that local employees and contractors should be hired for the project. Chair Fishkin responded and explained that by statute the Board is obligated to award the contract to the lowest bidder. Jim Figurski added that Apollo does have a number of local contractors and subcontractors on the team and the project will use local materials as well as materials from other parts of Oregon and the northwest. Nathan Hovekamp – Mr. Hovekamp provided comment on the Riley Ranch Master Plan. He shared that he and his family had been active in the Bend Park and Recreation District programs and activities for many years and was very appreciative of the Districts work. He stated that across the District, parks and recreation kills itself to be all things to all people. Mr. Hovekamp said he was extremely pleased when the District purchased property that is now Riley Ranch Nature Reserve. He said he was pleased to serve on the advisory committee; he shared that the citizen advisory committee was a large, diverse and opinionated group that threshed out many of the issues, over sometimes intense debate. He said that the committee kept coming back to the planning mission and the fact that this is a special piece of land. He stated that not every single park has to be all things and said the District has a very balanced proposal for a critical missing piece in the inventory. Consent Agenda

1. Minutes: November 4, 2014 2. Financial Policies 3. Vision Statement The Vision Statement was removed from the Consent Agenda.

Motion Director Wallace moved to approve the consent agenda; with the exception of the Vision Statement and the edit as requested by Chair Fishkin to the November 4, 2014 minutes regarding his comments on the ETFE. Director Schoenborn seconded. The motion passed unanimously, 4-0 The agenda briefs and supporting documents for the Consent Calendar can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

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BUSINESS SESSION

1. Approve Riley Ranch Master Plan - Jim Figurski Mr. Figurski shared how the master plan got to where it is and details of the Phase 1 plan. He explained the seven different management units and shared that through the development of the plan a series of policies were created that guided the work. Mr. Figurski clarified that the Jeffers House remodel was not included in the Phase 1 plan. He further clarified that only the Riley Ranch Master Plan and Phase 1 was before the Board for consideration at this time; the budget and construction documents will come back to the Board for approval at a later date. Mr. Figurski briefly covered the implications with the conditional use permit and explained that in order to move forward with the process Board approval of the master plan was needed. Motion Director Chenoweth moved to approve the Riley Ranch Nature Reserve Master Plan and Phase 1 proposed development. Director Schoenborn seconded. The motion passed unanimously, 4-0.

2. Adopt resolution authorizing refinancing of JSFC 2005 debt – Lindsey Lombard Ms. Lombard shared that in 2005 the District borrowed 7.2 million in full faith and credit obligations in order to expand and renovate JSFC. She explained that what was being proposed was to borrow money at a lower interest rate; the money would go in to an escrow account and would pay the old debt service. Ms. Lombard explained the benefits and process behind the proposal and the next steps. She clarified that if the resolution were approved, the review of the bids from the banks and the final decision to refinance would be made by the Executive Director and herself. Motion Director Wallace made a motion to adopt Resolution No. 373, authorizing the refinancing of the District’s Series 2005 obligations. Director Schoenborn seconded. The motion passed unanimously, 4-0.

3. Amend Board of Directors Procedures Manual – Theresa Albert Ms. Albert explained that the request is to amend language in the Board of Directors Operations, Procedures, Training and Orientation Manual based on a standard in CAPRA. She said that the standard asks that the process by which the Board selects an interim director be documented. Ms. Albert pointed out, that based on previous experience, the language does specify, “The Board shall appoint a department director, who does not anticipate applying for the Executive Director position, to fill the role of interim Executive Director.” The Board and staff discussed the potential issues with including the restrictions in the wording that “The Board shall appoint a department director, who does not anticipate

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applying for the Executive Director position”. The Board and staff considered options to amend the language; after discussion it was agreed to leave out the specificity and amend the statement to read, “The Board shall appoint and Executive Director. “ MOTION Director Schoenborn moved to amend section V, page 8 Board Functions of the Board of Directors Operations, Procedures, Training and Orientation Manual as amended by the discussion. Director Wallace seconded. The motion passed unanimously, 4-0.

The agenda briefs and supporting documents for the Business Session can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

EXECUTIVE DIRECTOR’S REPORT – Lindsey Lombard 2014 Chiefs Honor Awards - Ms. Lombard shared that the District was a recipient of the 2014 Chiefs Honor Award from the US Forest service for work with the Deschutes Children’s Forest, (now known as the Children’s Forest of Central Oregon), for engaging urban America. Sue Jorgenson, Recreation Manager, will be going to Washington, D.C. to accept the award. Bend Paddle Trail Alliance – Ms. Lombard reported that not all of the funds had been received at this time, less than 100k is due and is in process and on its way. Groundbreaking for Simpson Pavilion Project – Ms. Lombard said there has been some discussion on having a groundbreaking for the Simpson Pavilion. Ms. Taylor shared that there are many things to consider when having a groundbreaking. She explained that the intention has always been to look at the objective, and over time we have found that better press coverage has come when the project is in progress. The Board and staff discussed the options for celebrating and recognizing the Simpson Pavilion as well as recognition of the safe passage and the other bond projects. After much deliberation the Board agreed to have staff discuss ideas for acknowledging and recognizing the projects and bring them back to the Board for consideration. CAPRA – Ms. Taylor shared that staff are heavily immersed in CAPRA; work should be completed within 3-4 week and all work must be completed by January. GOOD OF THE ORDER Director Schoenborn asked to have Bend 2030 added to the January 20th Board agenda. Chair Fishkin commented on the current weather conditions and potential for unsafe working conditions. He shared his concern with work being done on the safe passage project and asked that we are extremely safety conscious as the project progresses. Staff shared that Hamilton has a very robust safety program and the District is working to keep safe passage for pedestrians.

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ADJOURNMENT The regular meeting of the Bend Park and Recreation Board of Directors adjourned at 9:05 p.m. EXECUTIVE SESSION The Board did not meet in Executive Session. Prepared by, Vanessa DeMoe Executive Assistant __________________________________ ___________________________________ Dan Fishkin, Chair Craig Chenoweth, Vice-Chair __________________________________ __________________________________ Ted Schoenborn Scott Asla __________________________________ Scott Wallace

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Consent Agenda – Item 1c

Board of Directors

Board Meeting Minutes – December 2, 2014

BOARD PRESENT Dan Fishkin, Chair Craig Chenoweth, Vice Chair Ted Schoenborn Scott Asla Scott Wallace STAFF PRESENT Don Horton, Executive Director Vanessa DeMoe, Assistant to the Executive Director Michelle Healy, Strategic Planning & Design Director Theresa Albert, Human Resources Manager Jan Taylor, Community Relations Manager Lindsey Lombard, Finance Director Matt Mercer, Director of Recreation Pat Erwert, Park Services Director Sasha Sulia, Natural Resources Manager Chelsea Schneider, Landscape Architect Sue Jorgenson, Recreation Manager LEGAL COUNSEL Neil Bryant MEDIA Scott Hammers, The Bulletin WORK SESSION Undeveloped play areas in parks

Chelsea Schneider, Sasha Sulia, Sue Jorgenson Staff shared a presentation with the Board on outdoor play opportunities. The presentation included information on the Outdoor Play Spectrum, the challenges and societal pressures related to outdoor play, family engagement and ideas and opportunities for outdoor play areas. Staff briefed the Board on the pilot site proposal, process and anticipated results. The Board and staff expressed their excitement about the project, the value of unstructured play and commended staff for their initiative.

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Naming Rights Don Horton Executive Director Horton led a discussion with the Board regarding the possibility of selling the naming right for Simpson Pavilion to a local business. He stated that this would be a new direction for the District and what was needed from the Board was feedback on if this is a direction we want to go; if so future discussions can address the details. The Board discussed setting clear parameters and goals and the need to provide clear direction and guidance, including justification for facility choice, intention for funds, and the process of selecting who would be granted the naming rights. Legal counsel Neil Bryant explained that under District rules for sponsorships and concessions the District does not have to go through the normal competitive bidding process. He clarified that the District can exercise direct appointment, enter into private negotiation, consider a qualified pool or use the competitive process. Mr. Bryant said that as long as the amount is under $150, 000 per year you can informally solicit competitive proposals from at least three prospective contractors. He advised the District not to use the competitive bidding process. Executive Director Horton stated that discussion is currently about only one facility, the Simpson Pavilion. He recommended that the process be tried on this facility to see how and if it works. The Board advised staff to move forward and bring back a contract for consideration at a future meeting.

Vision Statement Jan Taylor Ms. Taylor shared the proposed vision statement with the Board. “To be a leader in building a community connected to nature, active lifestyles and one another.” The proposed vision statement will be on the December 16, 2014 meeting agenda for approval.

Discussion on District sales of alcohol in parks and facilities

Jan Taylor Ms. Taylor explained that current policy does not allow alcohol sales in parks; alcohol is allowed to be brought in to the parks with a valid permit associated with rental of park facilities. She explained that it has not been practice for District staff to sell alcohol or hire a concessionaire for our facilities or events. Ms. Taylor shared that there has been interest in providing alcohol, primarily at Simpson Pavilion and at events such as a Senior Center dance. She stated that the purpose of the discussion was to have a general philosophical discussion of how the Board felt about sales of alcohol by the District at events or at a facility.

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The Board and staff discussed several questions surrounding this consideration, including community perception, liability, appropriateness at particular events and facilities and liquor license requirements. The Board collectively agreed that the idea of having District staff serve alcohol was not ideal and stated they were generally in favor of considering the concept of providing alcohol under certain parameters. The Board provided direction for staff to proceed with research and come back to the Board at a future meeting with more information. The agenda briefs for the work sessions can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

STAFF REPORTS Staff reports were provided to the Board as information only. There was no formal presentation or discussion for the Staff Reports. EXECUTIVE DIRECTOR’S REPORT JSFC debt refinance update Southeast community park acquisition update Internal employee website, MyBPRD.org Colorado Dam web cam

http://www.bendparksandrec.org/Current_Projects/Colorado-Dam/ http://eyeonbend.com/bprddam.html

The Chief’s Honor Award – This award is the highest award given by the Forest Service and will be awarded in WA D.C. next week. Sue Jorgenson will travel to Washington D.C. to accept the award along- side other founding partners of the Children’s Forest of Central Oregon.

Public Art – Don shared a sample of an art installation for the Simpson Pavilion. It would be located in the entry plaza area; funding is currently being sought out.

Board Workshop – The draft agenda was shared with the Board. If anyone has any input on the agenda or self-evaluation form they were asked to email Vanessa or Don.

BOARD MEETINGS CALENDAR REVIEW GOOD OF THE ORDER ADJOURN – 8:25 p.m. EXECUTIVE SESSION - The Board met in Executive Session upon adjournment of the work session, 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. The session was closed to all members of the public except for representatives of the news media.

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Prepared by, Vanessa DeMoe Executive Assistant __________________________________ ___________________________________ Dan Fishkin, Chair Craig Chenoweth, Vice-Chair __________________________________ __________________________________ Ted Schoenborn Scott Asla __________________________________ Scott Wallace

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Consent Agenda – Item 2

BOARD AGENDA COMMUNICATION

AGENDA DATE: December 16, 2014 SUBJECT: District Vision Statement STAFF RESOURCE: Jan Taylor, Community Relations Manager PREVIOUS BOARD ACTION: None ACTION PROPOSED: Adopt a District Vision Statement

STRATEGIC PLAN: Theme: Community Connection Objective: Strengthen Community Awareness Initiative: Implement a District-wide communications plan BACKGROUND

The Board of Directors reviewed a proposed Vision Statement at the December 2, 2014 work session. No changes were offered. The following Vision Statement is offered for Board adoption: To be a leader in building a community connected to nature, active lifestyles and one another. BUDGETARY IMPACT

None STAFF RECOMMENDATION

Adopt a Vision Statement MOTION

I move to adopt the Vision Statement as presented.

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Business Session – Item 1

BOARD AGENDA COMMUNICATION

AGENDA DATE: December 16, 2014 SUBJECT: Pine Nursery Park Phase 3 Construction Award STAFF RESOURCE: Michelle Healy, Planning & Development Director Brian Hudspeth, Construction Manager PREVIOUS BOARD ACTION: Contract; June 4, 2013, Pine Nursery Infrastructure Contract; April 15, 2014, Landscape & Irrigation Contract; November 4, 2014 Pickleball Phase 2 ACTION PROPOSED: Award Construction Contract

STRATEGIC PLAN: Theme: Community Connection Objective: Analyze and Adapt to Changing Community Needs Initiative: Acquire land, and plan and develop trails, river access, parks, natural areas, and recreation facilities to meet identified community demand and future need.

BACKGROUND

The District has completed design work for Phase 3 improvements at Pine Nursery Park and placed the project out for bid. The work includes the installation of a new playground adjacent to the large picnic pavilion, an accessible trail to the 1st tee of disc golf course, new shade structures for field 3 and 4, parking lot lighting for the north parking lot, a trash enclosure and bicycle parking. The projects bid documents were released on November, 6 2014, and a mandatory pre-bid meeting was held on November 12, 2014. Bids were opened on December 4, 2014 at the District Office; the following is the result of bids received: Company Total Bid JP Prinz Co., LLC $381,600.00 Empire Construction & Development, LLC $465,069.51 Knife River $522,179.00 Big J Construction, Inc. $637,737.00 JP Prinz Co., LLC is the apparent low bidder. Their bid of $381,600 came in below the engineer’s estimate of $467,360 (including a 15% contingency). BUDGETARY IMPACT

The District’s 5-Year Capital Improvement Plan (CIP) allocates a total of $830,000, $135,000 from the general fund and $695,000 in system development charges (SDCs), for Phase 3 improvements at Pine Nursery Park. This allocation covers the work listed above as well as the costs for the recently completed small dog area in the off leash dog park and the backstop repair which is

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currently underway by a different contractor. The backstop repair is funded with general fund revenue because SDCs are not able to be used for repair or maintenance work. The other improvements are covered by SDCs. STAFF RECOMMENDATION

Staff recommends awarding the Pine Nursery Phase 3 contract to the low bidder, JP Prinz Co. LLC, in the amount of $381,600.00. MOTION

I make a motion to authorize the Executive Director to award the lowest bid for the Pine Nursery Phase 3 Project to JP Prinz Co., LLC in the amount of $381,600.00 and to approve a total project amount not to exceed $419,760.00.

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Board Calendar 2014-15

*This working calendar of goals/projects is intended as a guide for the board and subject to change. January 6 Board Workshop Board Self Evaluation CIP review Financial forecast Annual Action Plan Recreation Cost Recovery & Subsidy Allocation Methodology Business Session Approve Colorado Dam Safe Passage contract amendment with Hamilton for undercrossing January 20 Work Session Bend 2030 City Affordable Housing Committee Presentation Business Session Audited financial statement presentation Approve Skyline Park ADA upgrade construction contract First Street Property Approve Easement for Deschutes River Trail North (RRNR) – consent agenda

February 3 Work Session PERS Unfunded liability discussion CAPRA Business Session Receive Budget Committee applications and review budget calendar Riley Ranch Nature Reserve Phase I construction documents contract award February 17 Work Session Business Session Appoint Budget Committee members March 3 Work Session Business Session March 17 Work Session Business Session April 7 Work Session Business Session SDC fee schedule annual adjustment

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April 21 Work Session Business Session April 28 Budget Committee Tour 9:00 to 4:00 Review proposed CIP May 5 Work Session Business Session May 11th & 13th BUDGET MEETINGS May 19 Work Session Business Session June 2 Work Session Business Session June 16 Work Session Business Session Adopt budget and categorize taxes Adopt Capital Improvement Plan TBD Skate Park Master Plan Natural areas/open spaces/trails standards Canal Row Park Construction Contract Award First Street Rapids Park Construction Contract Award SE Bend Neighborhood Park Performance measurements Strategic Plan measurements Strategy for assessing park maintenance shop/office needs Economic impact study Kirkaldy Ct. to Putnam Rd. easement Drake Park Policy Events in Parks discussion Grant an easement for the North Unit Irrigation District Riley Ranch Nature Reserve Management Plan approval

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