Board of Directors

Agenda & Reports

March 20, 2012

Bend Park and Recreation District Board of Directors

AGENDA

March 20, 2012

5:30 PM Work Session 7:00 PM Regular Meeting

Executive Session pursuant to ORS 192.660(2)(e)

District Office Building 799 SW Columbia

Bend, Oregon

VISITORS 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 can choose to accept comment on work session agenda items at the end of their discussion. The chair may ask for comment from visitors at the appropriate time. Please state your name and address and limit your comments to three minutes in the interest of allowing the board to complete their work session agenda. 5:30 PM WORK SESSION 1. Bond discussion 2. Colorado Dam Preferred Alternative presentation 7:00 PM REGULAR MEETING VISITORS This is the time provided for individuals wishing to address the Board regarding items not listed in the business session. 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. Visitors who wish to speak are asked to sign up on the public comment card provided. Please state your name and address at the time you address the Board. Please limit your remarks to three minutes. CONSENT AGENDA 1. Minutes: February 21, 2012, Work Session & Regular Meeting and March 6, 2012, Work Session 2. Award portable toilet bid

BUSINESS SESSION 1. Approval of Colorado Dam Preferred Alternative (see item #2 – Work Session) 2. Authorize Professional Services Contract for Auditor of Record EXECUTIVE DIRECTOR’S REPORT BOARD MEETINGS CALENDAR REVIEW GOOD OF THE ORDER ADJOURN EXECUTIVE SESSION 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. Matters discussed in executive session that relate to real property transactions shall not be disclosed by the news media.

BOARD AGENDA COMMUNICATION

AGENDA DATE: March 20, 2011 SUBJECT: Potential Bond Discussion STAFF RESOURCE: Don Horton, Executive Director PREVIOUS BOARD ACTION: Board considered survey results on March 7, 2012 ACTION PROPOSED: For Discussion Only BACKGROUND As a part of preparation for the 5-year Capital Improvement Plan, the board discussed funding opportunities to advance several projects. This discussion led to a technical assistance agreement with the Trust for Public Land to do market analysis and conduct a poll of likely voters to determine the likelihood of voters approving a bond measure to fund a portion of the CIP. The Trust for Public Land contracted with FM3 to conduct the poll. The telephone poll surveyed 401 district residents to assess their service priorities and potential interest in a November 2012 bond measure. The survey results found that district voters are somewhat ambivalent about a bond measure in concept. However, after learning more about how the money would be used, and how much it would cost them they were far more supportive polling at 56% in favor. The majority support was maintained at 53% after hearing arguments in opposition to the measure. After review by FM3 and Trust for Public Lands, they believe that the community is ready to consider a measure on the November 2012 ballot. TPL has provided a recommendation (attached). At the March 7 board meeting the board asked for several things that would assist in making a decision. They were: TPL Recommendation: Attached is a TPL recommendation to move forward with a $31M bond. The $31M was the optimum threshold identified in the poll and would cost the average homeowner less than $50.00 per year. Summary of Survey Findings: FM3 has prepared a summary of survey findings. The summary is attached for your review. List of Potential Projects: Two lists of projects will be provided. Included in this document is a list of potential development projects. The second list is of potential land acquisition that will be discussed in executive session. Both lists are heavily weighted toward those projects the survey respondents felt were extremely or very important.

Recommendation on Mirror Pond: In addition to surveying respondents about district projects, FM3 polled likely voters about their opinions surrounding the Mirror Pond Siltation Project. The results were mixed. While the majority (71%) felt that resolving Mirror Pond’s silt accumulation is a compelling argument, the same percentage (72%) felt that doing so before there is a long term solution to the siltation issues was premature. The survey also found that there was not enough support at this time to include the project among the list of park projects. After reviewing the survey results with the Mirror Pond Steering Committee, who agree with the survey findings, I am proposing that this measure include funds to cover the cost of conducting the alternatives analysis to determine the community’s values surrounding Mirror Pond and to identify the best approach to dredging the pond while reducing the silt load. STAFF RECOMMENDATION Staff recommends that the board move forward on discussing the potential bond measure and to reach a consensus in order to allow staff to complete the CIP and, if the consensus is to move forward with a bond measure, to start working with the community on determining the final list of projects. If a consensus is reached to move forward with a bond measure, staff will bring a Resolution to the board for consideration that will make the decision official. ATTACHMENTS TPL Recommendation FM3 Summary of Findings List of Potential Projects

List of potential bond projects: PARK and FACILITY DEVELOPMENT Deschutes River Trail-The Deschutes River Trail is the central spine of Bend’s urban trail system. Its completion has been a vision of the park district since 1981. The first segment of the trail was dedicated in 1989 and the vision was included in the Bend Riverway plan in 1999. The river trail concept was further refined in the 2002 Deschutes River Trail Action Plan that identified 56 individual projects necessary to complete the plan. Approximately 46% of these projects have been completed during the past 10 years. The remaining undeveloped segments of the trail include two bridges, structures along Mirror Pond, under crossings of the Colorado Street and Portland Avenue bridges, 3.5miles of soft surface improvements, signage and trailhead parking, and rehabilitation of Pacific Park. Completing the Deschutes River Trail will allow trail users to hike and bike from Tumalo State Park to Sunriver. Benefits: Trails are an important part of the urban fabric, offering vital transportation and recreational links throughout the community and have long been a top priority among Bend’s citizens. Trails attract tourism, provide job growth, enhance real estate values and help promote healthy lifestyles. Budget Estimate: $2,250,000 Ice and Event Center-The board is considering an MOU to further the partnership with Bend Ice to provide an ice/event facility at the Simpson Parking Lot. The plan, even with Bend Ice’s financial contribution, will entail an open air facility with limited support facilities. The intention of the initial phase is to get a facility up and running to further test the operational feasibility of a municipally-run ice facility. Under the Bend Ice plan, it is understood that a permanent ice facility will be built in 4 to 5 years. Benefits: An ice facility will provide recreation opportunities that don’t currently exist, and will add to the health and wellness of our community. Budget Estimate: $4,000,000 Davis Park- Undeveloped Davis Park currently provides limited access to the eastern bank of the Deschutes River and to the Deschutes River Trail. Funding to complete master planned improvements at the Davis site will allow the entire community to gain full use of the park and the First Street Rapids area. The master planning effort for Davis Park has included extensive public involvement and the plan is scheduled for adoption by the board of directors in the spring of 2012. Benefits: River parks provide a community-wide benefit by improving water quality, providing for wildlife habitat and offering a broad range of recreation opportunities for residents and visitors. Budget Estimate: $1,250,000

Colorado Dam Safe Water Passage-The Colorado Dam project has been described as two projects in one: a safe passage for boaters and tubers, and a whitewater play area for kayakers. The district is studying development alternatives, and working on a partnership with the Bend Paddle Trail Alliance who will raise funds from private sources for the whitewater play portion of the project. Changes to the dam and the addition of the whitewater play area will necessitate additional improvement to McKay Park, the funding for which is included in this project. Benefits: The river floating phenomenon began when Farewell Bend Park opened access to the calm moving portion of the Deschutes River above the Colorado Street Dam in 2005. Since then, there have been several accidents and one death at the dam. The proposed safe passage channel will allow river users to travel through the dam without having to portage, as is now required. Budget Estimate: $5,000,000 for the Safe Passage $1,000,000 for the White Water Play Area (Privately Funded) Mirror Pond-Mirror Pond was formed in 1911 when the Pacific Power Dam was constructed. Drake Park was acquired in 1920 and has since been a Bend icon. The pond has been accumulating silt since it was last dredged in 1984, and now needs further attention. In addition to the visual and recreational values that are jeopardized by the siltation, water quality and fish habitat are threatened, if the pond continues to accumulate silt. The project funds a study to discover shared community values regarding Mirror Pond, and to identify the best approach for addressing the ongoing silt accumulation. Benefits: The study will be designed to determine the best alternative to remove the silt, improve fish habitat, maintain water quality, and recognize the broad range of community values attached to Mirror Pond. Budget Estimate: $400,000 Development of Gopher Gulch Ranch-In 2010, the district acquired 122 acres at Gopher Gulch Ranch for future regional park development. The property is situated along the river between the district-owned Archie Briggs Canyon and Tumalo State Park. Tentative development plans include trail head parking, the continuation of the Deschutes River Trail, fencing and access. Community input will further prescribe the level of development and amenities that the future park may have. Benefits: Opening Gopher Gulch Ranch will allow for the protection of wildlife habitat and preservation of river frontage and make 1.4 miles of riverfront accessible to the public. The project will also add more than 2 miles of new Deschutes River Trail by connecting the existing leg on Awbrey Butte to Tumalo State Park. Budget Estimate: $2,000,000

Skate Park-The skateboard community desires a quality skate park and skate plazas located throughout the community. District staff has been working with the skateboard non-profit, PUSH, to create a plan for skateboard improvements. The first phase is funded and will be located at Ponderosa Park, but there is an identified need for a larger more centrally located park. Benefits: Providing active and safe skate parks will make legal places available for kids and adults to skate. It will allow them to safely develop their skills in a controlled environment and help law enforcement keep skaters off private property. Budget Estimate: $500,000 Simpson Parking Lot Off-Site Improvements-The district board recently approved a memorandum of understanding with OSU-Cascades to jointly develop the Simpson Parking Lot. The development of this site is contingent on off-site improvements at several intersections with the most expensive being the $900,000 development of a roundabout at Simpson and Columbia. Other improvements include lane improvements at the Simpson and Colorado roundabout, traffic control upgrades at the Simpson fire station entrance, and improvements to the Simpson and 14th Street roundabout. Benefits: Making these improvements will allow the district and OSU-Cascades to move forward with plans to develop the site into an education/recreation hub in Bend, and will expedite both projects resulting in new jobs and much needed amenities. Cost Estimate: $1,400,000 Bend Pine Nursery-Phase II of Bend Pine Nursery will necessitate the development of road, parking, electrical, and water infrastructure on the site’s north side that will provide for the future opportunity to build the additional soccer fields, multi-purpose play fields, tennis and basketball courts included in the park master plan. It will also open the possibility of partnerships with organizations such as RUSH Soccer who have long been looking for a place to call home. Benefits: Allow for the expansion of the recreational components called out in the Pine Nursery Master Plan. Budget Estimate: $1,500,000 Total Park and Facility Development: $20,550,000

BOARD AGENDA COMMUNICATION

AGENDA DATE: March 20, 2012 SUBJECT: Colorado Dam Paddle Trail Improvements Project Update STAFF RESOURCE: Bruce Ronning, Planning and Development

Director Robin Laughlin, Design Manager PREVIOUS BOARD ACTION: November 16, 2010, board approval to pursue

contract with Otak for Colorado Dam Paddle Trail Improvements final engineering and permit ready documents; December 20, 2011 Project Update

ACTION PROPOSED: Approve preferred alternative BACKGROUND The June 2007 Paddle Trail Feasibility Study, completed by Recreation Engineering and Planning, (REP) assessed opportunities for a continuous water trail on the Deschutes River within the district’s boundaries. Safe passage and whitewater play improvements at the Colorado Street Dam were among the top priorities on a list of potential paddle trail projects identified in the feasibility study. Following on the feasibility study, REP provided conceptual engineering for proposed modifications at the dam site that would most effectively meet identified safe passage and whitewater play objectives. The REP recommended design Option 1A was accepted by the board on January 5, 2010. Option 1A proposed three channels separated by rock islands: a floater /safe passage channel along McKay Park river bank, a whitewater play channel located in the center of the river, and a habitat protection area in the right (eastern) half of the river. The Option 1A concept includes removal and replacement of the existing pedestrian bridge in order to provide adequate overhead clearance for river users to safely pass over the dam. The district initiated a Request for Proposal process to select a design team for the next phase of work. Otak was selected to lead a consultant team in providing phased planning, engineering and environmental services for final construction, and permit ready documentation to implement the Option 1A concept. The team has been working on the first two phases of design since spring of 2011. The current phases of work include detailed site assessment tasks including geotechnical engineering, natural resources inventory, channel morphology, and existing dam documentation. Design work includes hydraulic analysis, hydraulic modeling, on-bank support, and construction cost estimating.

The project scope of work includes developing three design alternatives based on the Option 1A concept with refinements being informed by the site assessment findings and additional hydraulic analysis. These options were presented at the December 20, 2011, board meeting. Overall the Otak alternatives differ from Option 1A in three key areas: island size, whitewater features, and habitat channel details. In order to create stability and a more user friendly experience, the current designs include larger and less steep islands. The whitewater features have been increased from three to four, allowing for a more forgiving user experience. The habitat channel has been narrowed to increase flow velocities and decrease sedimentation for a more viable habitat. The three alternatives presented at the December 20 meeting are outlined below: Alternative 1 – Fixed Invert Elevations Alternative 1 is a refinement of Option 1A. The design has the least flexibility for adaptively managing flow to each of the channels because the upstream invert (i.e. riverbed elevation) of each channel is fixed. All three channels are shifted slightly east to better align with the existing Colorado Avenue bridge piers. The total number of drops in the whitewater channel is increased from three to four to make the resulting wave patterns through the reach more user friendly and the individual drops are adjusted to offer varying degrees of difficultly. The islands are larger than in Option 1A to improve slope stability and access to the upstream wave features. Alternative 1 is the least expensive of the three options. Alternative 2 – Adjustable Pneumatic Gates This alternative builds on Alternative 1 by adding pneumatic bladders to the upstream invert at the entrance to white water channel. These bladders can be inflated or deflated to manage flow distribution to the three channels. Pneumatic bladders can also be added to each of the downstream inverts within the whitewater channel in order to adjust wave conditions and to respond to changing water levels. Including adjustable inverts offers the most flexibility to adapt the site for multiple paddling uses and for winter ice management. This alternative also adds additional area to the midstream island (i.e. closest to the habitat channel) in order to provide room to plant low growing vegetation for increased shade and to discourage access. Alternative 3 – Maximum Habitat Channel Enhancements Alternative 3 includes the adjustable inverts of Alternative 2. This alternative can also be combined with the fixed invert concept shown in Alternative 1. Alternative 3 illustrates potential habitat enhancements and diversification in the river right channel. Proposed enhancements include improved conditions for fish and aquatic wildlife, as well as increased habitat for birds and amphibians. The proposed improvements include spawning gravels, woody debris, deep pools and shading. Alternative 3 is the most expensive of the three alternatives when the adjustable inverts are included. Pedestrian Bridge: Removing and replacing the existing pedestrian bridge and its support structure is necessary to facilitate safe passage for river users as they enter the bypass and whitewater channels. Bridge design parameters for the replacement bridge include six-foot clearance over the main channel during summer flows; three-foot clearance at flood elevations; and sufficient structural support for ice removal equipment. The design team recommends a steel girder bridge with pressure treated timber decking. Bridge piers would be located on each of the new islands in order to align with the existing Colorado Bridge piers. This creates a three span structure with an overall length between 290 and 330 feet.

The proposed bridge alternatives are all 22-feet wide (the same as the current bridge) providing for viewing opportunities, allowing for existing walking and running events, and accommodating ice management equipment. The three alternatives vary in length and alignment. Planning Level Cost Opinions: Preliminary construction cost estimates were developed for each of the whitewater and bridge options. The above noted design revisions and details require an increase in overall material volumes and associated construction costs. The additional hydraulic analysis, engineering efforts and design detailing have resulted in a significant increase in projected construction costs from those included with the REP Option 1A concept. Otak’s preliminary construction cost opinions are as follows: Whitewater Option A1: $1,924,800 (without adjustable inverts) Whitewater Option A2: $2,767,800 (with adjustable inverts) Whitewater Option A3: $3,036,300 (with adjustable inverts and habitat channel improvements) Bridge Option 1: $1,650,000 Bridge Option 2: $1,575,000 Bridge Option 3: $1,870,000 The combined bridge and channel improvement costs range from $3,499,800 to $4,906,300. It is important to note that these figures do not yet include on-bank support or riverbed revisions for the safety bypass channel. The design work and associated costs for these additional items will be finalized after the bridge and whitewater alternatives are narrowed. The preliminary REP estimate for the Option 1A whitewater, safety bypass channel, and pedestrian bridge improvements was $1,747,753. The increased costs over the Option 1A estimate are largely due to increased material volumes, more detailed construction de-watering estimates, and significantly higher bridge costs. On-Bank Support: The design team includes the landscape architecture firm Greenworks. Greenworks is tasked with conceptual site planning for on-bank elements of the project including multimodal access and circulation. The concept plan they have developed has focused on suggested revisions to McKay Park, trail connections, and pedestrian access to whitewater features. The proposed revisions to McKay Park include new pathways, a new restroom building, a pedestrian bridge to the river left island, and modification of the beach. Stakeholder Input: Staff has reviewed the current project information with representatives from William Smith Properties, Bend Paddle Trail Alliance, and Upper Deschutes Watershed Council. Noted concerns include flood control, river views, long term maintenance, functionality of whitewater features at various water levels, and the potential for increased beach scour. Staff is confident that these concerns can be addressed as further detailed engineering work is performed. Preferred Alternative: Staff recommends Whitewater Option A3 and Bridge Option 1 as the preferred alternatives for the purpose of completing preliminary engineering design. The combination of these options presents the greatest recreation opportunity as well as flexibility for ice and flood management. It is also the preferred alternative of the Bend Paddle Trail Alliance.

STAFF RECOMMENDATION Staff recommends Whitewater Option A3 and Bridge Option 1 as the preferred alternative for the purpose of completing preliminary engineering design. Staff also recommends postponing Phase III Preliminary Design work until such time as construction funds are identified. BUDGETARY IMPACT None at this time. Currently budgeted funds are adequate to complete the Otak Phase II work. MOTION I move to approve Whitewater Option A3 and Bridge Option 1 as the preferred Colorado Dam design alternative.

Bend Metro Park & Recreation District Board of Directors

Work Session & Regular Meeting February 21, 2012

BOARD PRESENT: Ted Schoenborn, Scott Asla, Scott Wallace, Ruth Williamson and Dallas Brown.

STAFF PRESENT: Don Horton, Bruce Ronning, Lindsey Lombard, Ed Moore, Matt Mercer, Theresa

Albert, Colleen McNally, Robin Laughlin, Dave Crowther, Norm Ziesmer and Paula Lowery.

LEGAL COUNSEL: Paul Taylor.

MEDIA: None. VISITORS: Mike Lovely, Kristin Kovalik, Justin Gottlieb, Keith Scott, Jordan Hunt, Veronica

Miller, Stephen Miller and Pat Serrurier. WORK SESSION Chair Ted Schoenborn convened the work session at 5:35 pm. Recreation Needs Assessment Report Matt Mercer referred to recommendations of the Recreation Needs Assessment provided in the board report and stated they are drawn from the Recreation Needs Assessment findings presented to the board in November 2011. He stated the findings serve as a guide for staff and board dialogue in the development of the Strategic Plan, and the provision of recreation services. Matt identified and reviewed each of the recommendations including: expand the district’s role as a community leader in improving health and fitness; ensure access to critical recreation programs and services for those with limited ability to pay; re-examine “senior” services to better reflect Boomer interests; evaluate the extent to which the district is adequately serving Bend’s growing Hispanic population; determine the district’s role and focus as a provider of youth and adult enrichment and outdoor programs; define the district’s role in the promotion of tourism-related economic development; establish a more formal, on-going evaluation process for all recreation services; review service capacity; re-engineer the existing program development process; and develop quarterly or bi-annual program assessment trainings. Matt also cited the financial strategies: re-design of the district’s cost recovery/subsidy allocation; development of consistent cost recovery accounting; establishment of appropriate fees and charges based upon the “true cost of doing business”; and implementation of recommended pricing methods as identified in service menus. He stated we need to establish where our subsidy should go and how much subsidy the district is willing to put behind certain programs. He added that he views it as a subsidization allocation strategy rather than a cost recovery strategy, because what we are really determining is how we are going to allocate the tax dollars that we have. Following extensive discussion the board expressed support for each of the recommendations. The board also determined that additional discussion would be required to establish a focus and prioritization of the recommendations.

The work session was concluded at 7:00 pm. REGULAR MEETING Chair Ted Schoenborn called the regular meeting to order at 7:05 pm. VISITORS Keith Scott addressed the board regarding the Mirror Pond siltation issue. CONSENT AGENDA Minutes: February 7, 2012, Regular Meeting Approve Kiwanis Park Construction Contract Scott Asla moved to approve the consent agenda. Ruth Williamson seconded the motion. Scott Asla, Ruth Williamson, Scott Wallace, Dallas Brown and Ted Schoenborn all voted aye. Motion passed. Approve Miller’s Landing Master Plan Bruce Ronning explained the Miller’s Landing Master Plan is being presented to receive feedback and board approval of the plan. He explained upon approval and final design the project will move through the city permitting process. Robin Laughlin presented the proposed plan and reviewed the process leading up to this point including numerous opportunities for public involvement in the planning efforts. She reviewed the elements of the plan including individual and group picnicking areas, a community garden, open lawn play area, beach access, connection to the Deschutes River Trail, a restroom and riparian protection. Robin also explained the off street parking and street and improvements requirements. She cited the microclimate as identified by the master gardeners and stated gardening on this site will involve some challenges. Bruce Ronning added that the garden is included to attempt to address the issues of equitable garden sites across town, and for the most part, the climate on the west side doesn’t provide the best growing opportunity. He stated we feel we need to take this opportunity to see if it will work. Robin reviewed the architectural style of the picnic shelters and other structures. She identified a section of land to the north of the alley that is part of the Miller’s Landing property and explained that technically the alley does not connect through from Riverside Boulevard. She stated that the city has proposed the alley become a dead end serving only those immediate neighbors, and explained how this area could be revitalized into park space. Robin identified beach access areas and noted an accessible dock is included in the design. She explained shade covers will be provided for the individual picnicking areas as there is only one tree on site. Scott Asla asked if dogs could be off leash in the river, and stated he felt it would be difficult to prevent people from unleashing their dogs on the beach. Don Horton stated the board will be receiving plans for improvements at McKay Park at the second meeting in March including the whitewater use area, and it is anticipated the use of the McKay beach will change with children accessing the river from the Miller’s Landing. He stated it would not be appropriate to have the mix of dogs off leash and young children on the beach, and there is river access for dogs at Riverbend off-leash area. He added that a dog off leash beach was not strongly supported in the Miller’s Landing community process. Scott Asla stated he supported the district’s position, and expressed concern about the difficulty of enforcement. Dallas asked about the size of the group picnic shelter and how many it would accommodate. Robin stated the shelter would accommodate six tables that would seat six people each, and compared it in size to the shelter at the Pilot Butte Neighborhood Park. Dallas asked how many garden plots would be provided and how people would apply for plots. Robin stated the plan would accommodate 36, 8’x10’ plots. She stated the community garden management plan is yet to be developed, and explained the Hollinshead process is managed by the OSU Master Gardeners program that would likely serve as a model for Miller’s Landing. Dallas asked if the garden would be fenced and how big it would be. Robin stated deer fencing would be installed, but that is yet to be designed. Ed Moore stated the fence would likely be 7’ to 8’ in height. Dallas

asked why, other than providing a west side location, the garden was planned for this site. Robin explained that the garden was proposed during the public process and nearby neighbors were particularly interested as they have small, shaded lots that are unsuitable for gardening. She added that for the larger community it eliminates the need to drive to the east side of town. Scott Wallace asked if the proposed changes to the alley would limit access to the back of the residents’ property and keep gardeners from parking along the alley. Robin stated the alley use would be limited to access for those residing there, and that would be controlled through signage. She added that a storage shed would be provided at the garden for storage of tools so gardeners could ride their bikes or walk to the site without transporting tools. Dallas asked about a river access point and why the dock was not sited there. Robin stated we are providing an area that is quieter and more removed from what is anticipated to be a fairly active, engaged beach area. Bruce explained the accessible path location and connection to the dock. Robin stated that by moving the dock in front of the wetland it is hoped to keep people using the beach from getting into the wetland. Don Horton added that with the McKay Park re-design, it is anticipated the majority of kayakers will be accessing the whitewater park from that beach rather than Miller’s Landing. Dallas asked about the protection of the wetlands. Robin explained the plan calls for fencing similar to that used at Riverbend. Bruce added that another significant deterrent to the riparian areas is the use of plantings such as wild rose and noted that strategy has worked very well at McKay Park. Dallas shared his concerns about the picnic shelters and community garden fence, and potential impact on the view of the park for neighbors. He stated he preferred to have as minimal as possible structures in the park. He added that he doesn’t know if a community garden is appropriate for a river access park. Ruth Williamson stated that if the community weighed in with that, and it is what they wanted, she thinks that is a worthy place for it. He stated he would keep the development as minimal as possible, and that he supports community gardens on the west side, but he questioned whether a river access park is the best place for a community garden. Scott Wallace stated he thinks we are listening to the local community, and the community at large, to provide these kinds of amenities, and if it doesn’t work or it turns out to be a bad idea, it would not be a long process to take it out. He stated having it as an amenity there is not deviating from what we are hearing and it seems to be appropriate for this park. The board conducted a lengthy discussion regarding the placement of a community garden at Miller’s Landing. Scott Asla moved to approve the Miller’s Landing Master Plan. Scott Wallace seconded the motion. Scott Asla, Scott Wallace, Ruth Williamson, and Ted Schoenborn all voted aye. Dallas Brown voted no. The motion passed. Budget Committee Appointments To Fill Resigned Position Lindsey Lombard explained a partial term position on the Budget Committee is open due to the resignation of Larry Katz. She stated the board had previously discussed direct appointing a person to fill that position. She reminded the board that Bob Almquist had served on the Budget Committee for the last three years, and has indicated he is willing and able to complete the two year term. Ruth Williamson moved to appoint Bob Almquist to fill the position vacated this year to complete the remaining two fiscal year budget processes, beginning with the 2012-13 fiscal year budget process. Scott Asla seconded the motion. Ruth Williamson, Scott Asla, Scott Wallace, Dallas Brown and Ted Schoenborn all voted aye. Motion passed. Budget Committee Appointments to Fill Two Full-Term Positions Lindsey Lombard explained there are two, full-term vacant seats on the district’s Budget Committee, and referred to previous board discussion regarding the selection process to fill the vacancies. She noted that seven applications were received and provided for the board’s review. She state that based on the board’s process of review and selection Scott Lauray and Robert Goold were the top two rated applicants. Dallas Brown stated that he did not participate in this process because in his opinion it is very difficult to judge someone on paper alone, and it was very tough for him to determine who is the most qualified. He stated that, to him, 20 years of experience in accounting doesn’t necessarily make someone more qualified than someone who is 23 years old, just moved to the community and wants to get involved. He stated he feels

this process favors older adults who have more experience based on the longevity of life. He stated he would vote with the board consensus, but he would have preferred to have the applicants present to the board. Scott Wallace noted that the interview process has been used in previous appointments to the Budget Committee and it was reserved for these vacancies in the event there was a mixed result based upon board review of the applications. Ruth Williamson stated that a diversity of opinion and perspective is always important in keeping things fresh, and suggested there may be another way for us to look at this in the future. Dallas apologized for not sharing his concerns during the discussion about the appointment process. Ruth Williamson moved to appoint Scott Lauray and Robert Goold to serve on the Bend Park and Recreation District’s Budget Committee for a term of three fiscal year budget processes, beginning with the 2012-13 fiscal year budget process. Scott Asla seconded the motion. Ruth Williamson, Scott Asla, Scott Wallace, Dallas Brown and Ted Schoenborn all voted aye. Motion passed. District Archive Policy Paula Lowery referred to the Archive Policy provided in the board report and explained the policy has recently been updated to incorporate changes as defined by state statutes and the Oregon State Archive Division. She noted that the changes are essentially housekeeping items to address the types of documents that should be archived and the length of time documents are to be held. She briefly reviewed examples of the changes, and explained the district’s policy is specific to how the district conducts business. She stated that the format of the policy has been changed to be consistent with other district policies, and that the Archive Policy is a requirement of the CAPRA accreditation process. Ruth Williamson moved to approve the updated Archive Policy. Scott Wallace seconded the motion. Ruth Williamson, Scott Wallace, Scott Asla, Dallas Brown and Ted Schoenborn all voted aye. Motion passed. EXECUTIVE DIRECTOR’S REPORT Don Horton explained that every three years an RFP (request for proposal) is put out for auditor services and a board member has participated on the committee that reviews the proposals. He asked for a board member to volunteer to serve on the committee. Dallas Brown volunteered to serve on the committee. Don Horton stated two volunteers from the board are needed to serve on the Benefits Committee to review and define the employee benefits package which is part of the annual budget preparation. Scott Wallace and Ruth Williamson volunteered to serve on the Benefits Committee. Don added that one budget committee member also serves on the committee. Ted Schoenborn stated that it is his understanding that Bob Almquist has volunteered to serve on the Benefits Committee. Don Horton reported the hazing of the geese will end in a couple of weeks and Jeff Amoral will begin the egg oiling process. He stated following the nesting season the juveniles will be captured and relocated, and the hazing program will resume. He stated that it is anticipated the numbers of resident geese can be maintained at 100 through these efforts. The meeting was adjourned at 9:00 pm. Prepared by, Paula Lowery Executive Assistant

Bend Metro Park & Recreation District Board of Directors

Work Session & Executive Session March 6, 2012

BOARD PRESENT: Ted Schoenborn, Scott Asla, Scott Wallace, Ruth Williamson and Dallas Brown.

STAFF PRESENT: Don Horton, Bruce Ronning, Lindsey Lombard, Ed Moore, Matt Mercer, Theresa

Albert, Jan Taylor, Robin Laughlin, Dave Crowther, Kevin Collier, Russ Holliday and Paula Lowery.

LEGAL COUNSEL: Neil Bryant.

MEDIA: Nick Grube, The Bulletin, and KTVZ VISITORS: Jeff Henderson, Kristin Kovalik, Spencer Dahl, Jeff Barlow, Jesse Brown, Michael

Graham, Scott Auerbach, Jon Skidmore, Glenn Willard, Darrel Levine, Carol Hodgson, Steven Hodgson, John Kromm, Matt McCoy, Gary Firestone, Keith Scott, Travis Yamada and Gary Bracelin.

WORK SESSION Chair Ted Schoenborn convened the work session at 5:35 pm. Community Poll Results Don Horton introduced Curt Below with FM3 and Josh Alpert with Trust for Public Land (TPL). He noted that Todd Taylor, Kirk Schueler, Ted Schoenborn, and Dallas Brown worked with staff to review the poll before it was conducted. He stated that while there is still some analysis to be completed, the board would receive preliminary results. Curt Below conducted a PowerPoint presentation of the results of 401 interviews of likely voters. He noted the margin of error for this survey is plus or minus 5%. He stated the results of the initial question regarding a $40 million bond measure were nearly evenly divided, 42% to 46%, however, when detailed language regarding the bond measure was added to the question, the support rose to 56%. He stated that conservation projects rated at the top in terms of importance to voters. He reported that the majority of those polled indicated the district is headed in the right direction. He shared proposed language for the bond measure that identified how the money would be spent and how the bond measure would affect the taxpayers, and presented the results with 56% in favor and 41% opposed to the bond measure. He noted that the questions regarding Mirror Pond did not receive clearly defined support. He stated that based on the results of the poll, the district could pass a bond measure, but it would be very challenging and require a very thorough outreach communication effort. Josh Alpert explained the steps involved in referring a bond measure to the voters, and how TPL will assist the district in terms of community outreach and work with a citizen campaign committee. He added they would work with the district’s attorney and bond counsel to craft the ballot language. Don Horton explained how the district can fund the education piece of a bond measure in terms of identifying and providing information about the projects the bond would fund. He stressed that the district cannot fund a political campaign for a bond measure and those funds would have to be raised by a campaign committee. Josh explained that TPL would assist with the technical aspects of forming the campaign committee as well as providing legal counsel to educate staff and the elected board members about their roles in the bond measure process.

Ted Schoenborn thanked Curt and Josh for their presentation. He stated it was very informative and he appreciated the high quality of work that was done on the survey. Ice Rink Multipurpose Facility Proposal Matt Mercer reviewed the board directed tasks from the November 15, 2011, meeting including completing the site evaluation process, development of an operating plan and financial proforma, an estimate of ice rink equipment and site development costs, and to draft a memorandum of understanding (MOU) with Bend Ice for board consideration. He stated the site evaluation process identified potential sites including Riverbend Park and the Pine Nursery. He noted that during the process the district also acquired the Simpson Avenue parking lot which was also evaluated. He explained the sites were rated on physical characteristics, suitability, zoning requirements, proximity to other neighborhood uses, infrastructure availability, utilities, parking and market factors. He stated that staff is recommending the Simpson Avenue parking lot as it rated the highest for both the short term and long term viability. Matt stated the sheet of ice is proposed to be located along the north side of the existing pick-up shelter located on the site, and oriented on a west-east axis. He explained how the shelter would serve as temporary support facilities. Matt then reviewed a potential program developed by staff including fees, participation, and projected operating expenses, resulting in an anticipated revenue subsidy of a high of $50,000 annually, and a more likely range from cost neutral to $25,000 annual subsidy. He shared preliminary equipment costs and site development costs based on the Simpson parking lot site resulting in a combined cost option of approximately $800,000. He briefly reviewed the types of equipment and site improvements involved in the estimate including the purchase of reconditioned, used equipment and appropriate surfacing that could serve multiple uses. Scott Asla asked if the district would subcontract the skate rental and sharpening component of the program. Matt stated that providing good skates, in good condition, is very important in terms of the quality of the experience of the customers and those services would be the responsibility of the district. Dallas Brown asked about the use of portable restrooms in addition to existing facilities. Matt explained the portable restrooms would be needed during higher use times such as holiday periods or special events. Dallas asked about the use of a sound system and if that is a necessary expense. Matt explained a public address system is necessary for an ice rink not only for providing music, or for hockey games, but for clearing the users from the ice for resurfacing and/or safety issues. Dallas questioned the necessity of purchasing new skates. He stated if this is a trial program, it seems there is a potential for waste in buying all new equipment. Blaise Cacciola, Bend Ice, stated it is integral to creating a culture of ice sports for people to have the proper equipment, sharp skates and good ice conditions to enjoy the skating experience. Matt stated that staff researched the costs for including a cover for the rink, and he explained the considerations that need to be given to building codes, snow and wind loads, and explained the most cost effective way would be similar to the fabric cover used at Juniper Swim & Fitness Center. He explained it would be an open-air cover without a heating system, or insulation layers. He added that the cover would be left in place year around to allow for the use of the slab for other purposes during the rest of the year. Matt explained that even with a cover it would be considered an outdoor facility unlike Juniper. He noted the advantages of installing a cover including more reliable ice conditions, improved revenue potential and reduced operation costs resulting in less subsidy. He cited the disadvantages of a cover including upfront costs, and the abandonment of some of the infrastructure improvements in the event a permanent location and covered structure is developed. He stated in that case the structure could be moved to another site or sold. Matt also stated that if we made a significant investment in a covered structure, we would want value beyond a temporary three to five-year piece of equipment. He then referred to the proposed memorandum of understanding (MOU) with Bend Ice and explained the purpose is to establish the intent and responsibilities of the future partnership between Bend Ice, the district and the Foundation. He stated it is conceived as a short-lived document that allows Bend Ice to establish their structure and gives us direction with a formal partnership agreement that would include specific provisions and plans before fund raising or other activities begin. He noted that the MOU would include Bend Ice’s

commitment to raise a minimum of $300,000 for the project ($400,000 if the facility is covered) and the district’s responsibility would be to fund the balance of the project, own and operate the facility, and include a subsidy not to exceed $50,000 per season. He stated that once the facility was operational and functional Bend Ice would act as a friends organization, provide volunteer support, expertise, officials, coaches, assist with setting the rink up each year, and fund raising should the subsidy exceed $50,000. He stated the Foundation would handle the funds for Bend Ice. Blaise Cacciola stated Bend Ice is moving forward in filling board positions and a focus of fund raising to hopefully make this project a reality. Jon Skidmore addressed the board regarding the proposed ice rink. He stated he is the city’s business advocate serving the Bend Economic Development Advisory Board. He stated the board firmly subscribes to the theory that there is a very tight connection between recreation and economic development in the city of Bend. He stated the big opportunity for economic development potential would be kids’ tournaments and figure skating events. He stated this would be a great complimentary addition to the winter activities in Bend. He stated that while the BEDAB board has not taken an official position he wished to let the district know that he is available to work with staff or Bend Ice with strategies, permitting, processes, etc. Scott Wallace stated the whole concept of the MOU and partnering with organized groups to help deliver facilities, programs and amenities is the wave of the future, and what we are going to be looking at every year going forward. He stated this MOU is not unlike the MOU we recently entered into with OSU-Cascades, and it forms a framework for what we want to accomplish. He stated he thinks we should proceed and give Bend Ice the opportunity to make this happen. Ruth Williamson asked if Bend Ice has some donors in mind. Blaise Cacciola stated they have not done any fund raising to this point, but they have discussed fund raising strategies and developed ideas of potential donors to approach. He stated they understand that their main function for this project to go forward is fund raising. Don Horton stated that one of the reasons for the MOU is to solidify the project and allow Bend Ice to get their fund raising plan together which needs to be a part of the partnership agreement. Don also clarified that the project will not involve a financial commitment of the district for 2012-13, other than funds to complete the site investigation for facility locates, connection fees estimates, etc. He stated the bulk of what is shared with the board tonight would be funded in 2013-14 and that would allow Bend Ice roughly 18 months to raise the money they need for the project. He added that the MOU also contains a contingency in March of 2013 to confirm there is a commitment for 75% of the $300,000 in funds that Bend Ice is raising. Matt added that there is an option to extend that for one year and beyond that we would re-evaluate whether the project is feasible. Ted Schoenborn stated it would be helpful for the board to have the basis for an informed discussion regarding the cover. Scott Wallace agreed and stated it would be helpful to know what other types of uses could occur during the other eight months of the year. Scott Asla stated he would also like to know that we have a use for that cover in the event the facility moves to a permanent location. Don Horton stated the MOU would be finalized and brought back to the board for adoption, and staff would spend more time defining how the facility would be used, if it is covered. Ted stated he thinks there is a good consensus of the board to move forward with the MOU and conduct a more in depth discussion around the cover. Dallas recommended that staff contact the Redmond rink to learn what some of their challenges have been. Travis Yamada addressed the board regarding skate parks. He stated he represents a group of skateboarders in town now known as PUSH. He shared a letter that explained their goal is to build skate parks in central Oregon. He stated it is their belief that skateboarding provides many opportunities and benefits to communities and it is their responsibility to promote this growth. He stated they are interested in forming a partnership with the Bend Park and Recreation District to lend their expertise and experience to help this community build and support skateboarding by building a communal system of skate parks. He explained that PUSH would help with fund raising and urged the board to support a partnership to make

Bend the best skate town in Oregon. Ted Schoenborn cited the Bend Ice MOU and stated it could be a model for the skate community in forming a partnership with the district. Scott Wallace stated that he would add his support for topnotch community skate amenities and a partnership to do the work to figure out how we can get there. Don Horton reported that district staff has met with the PUSH group to learn more about their vision for a skate park and begun discussions around forming a partnership and creating an MOU. He stated we would continue to meet with the leadership of the skateboard community in that regard. Review of the Capital Improvement Plan (CIP) Bruce Ronning and Lindsey Lombard presented an update of the CIP that included a shifting of priorities following the board’s most recent discussion of CIP projects that occurred on January 13, 2012. Lindsey Lombard stated that staff had re-evaluated a number of assumptions largely based in the SDC Fund forecast and on what has occurred over the last two years in acquisition and development. She stressed these are assumptions and cited the SDC Fund forecast previously presented to the board and noted a slight increase in building permits. She stated this has resulted in more SDC funding than had previously been forecasted in the next two to three years. She stated the General Fund revenue forecast is down. She referred to the CIP category that encompassed renovation, replacement and major repair and explained that staff determined these projects did not fit in the CIP as they are identified by staff as maintenance work that needs to be done to take care of what we have, and things that need to be replaced. She stated a new concept of how we want to fund that will be included in the budget presentation this year which will involve an annual transfer to build a reserve fund in the same manner that we direct funds to the equipment reserve fund. Bruce explained that the change in assumptions has changed the SDC revenue and the expenditure side across the board as the cost per acre of projects has generally gone down regardless of its SDC funding or general funding. He noted there are some exceptions such as the Pine Nursery Phase I that is based on the cost estimate of the master plan rather than the general cost per acre. Lindsey referred to a potential bond column added to the CIP and stated that will involve a more in depth discussion in terms of projects and costs in the event we go out for a bond measure. Bruce stated absent the bond identified projects, we have a five-year CIP of $21 million. The board agreed with the reprioritization, structure and identified projects of the CIP. The board discussed information they need to aid in their determination regarding the proposed bond measure. Bruce shared and reviewed a map of the district demonstrating the location of the CIP projects and those projects proposed for the bond measure. Dallas Brown asked about the funding for Davis Park and not relying solely on the bond in light of the bridge project. Don Horton stated that he believes it is a very bondable project, however, if the decision is not to go forward with the bond, Davis Park will need to be reconsidered in the prioritization of the CIP. Bruce added that as a community park development project, it could be SDC fundable. He stated that the planning for Davis Park is underway. Access Plan Review Bruce Ronning explained this is brought to the board at this time as an update regarding the district’s planned barrier removal efforts in accordance with the US Department of Justice March 15, 2012, compliance date for using new accessibility standards of the 2010 guidelines that added outdoor facilities. He stressed this date should be viewed as the starting line in the district’s revised ADA compliance plan. He stated that over the years the district has constructed or reconstructed indoor facilities to include the access standard of the time, and there is a small piece of the 2010 standard that may apply to indoor facilities which will require a survey and inventory to begin to meet the new access requirements. Norm Ziesmer reviewed the survey process involved in the development of the district’s Access Plan and identified those types of park and trail areas in need of access improvements. He presented a PowerPoint program demonstrating the types of drinking fountains, picnic tables, trail surfaces, signage, playground access and playground equipment the district has begun to address. He noted that Appendix A of the Access Plan identifies facilities that need to be reviewed for compliance and/or included in the district’s

capital funding plan. Norm reported that the outdoor facilities surveyed resulted in 134 projects at a cost of $850,000 to address the highest priority and to fund all anticipated projects would cost well over $1 million. Ed Moore explained the GPS work that was done to create the list of projects to be addressed. He stated that $100,000 has been budgeted this year to be spent on access improvements with the bulk of the funds going to Kiwanis Park as it will undergo considerable renovation. He also explained how projects will be prioritized over the next four or five years. As there was no further business the work session was concluded at 8:38 pm. EXECUTIVE SESSION Chair Ted Schoenborn convened an executive session pursuant to ORS 192.660(2)(e) for the purpose of discussing real property transactions. The executive session was concluded at 9:00 pm. Prepared by, Paula Lowery Executive Assistant

BOARD AGENDA COMMUNICATION

AGENDA DATE: March 20, 2012 SUBJECT: Portable Restroom Contract STAFF RESOURCE: David L. Crowther, Business Manager Nancy Reeder, Office Specialist PREVIOUS BOARD ACTION: None ACTION PROPOSED: Approve Contract COMMITTEE ACTION: None BACKGROUND The previous contract was entered into three years ago and it was time to rebid the contact. Our current services have been provided by Advance System Portable Restrooms, Inc. and they have provided good service to the District. It was time to solicit proposals for the next contract period. A Request for Proposals was sent out and one proposal was received by the closing date. Advanced Systems Portable Restrooms, Inc. was the only company to submit a proposal. The fees for services are the same as we are currently paying. STAFF RECOMMENDATION Staff recommends executing a new contract with Advanced Systems Portable Restrooms. BUDGETARY IMPACT General Fund monies are budgeted annually for portable restroom services. MOTION I make a motion to approve a one year contract and an option to enter into four additional one year contracts if agreement on pricing is reached with the Advanced Systems Portable Restrooms, Inc. ATTACHMENT None

BOARD AGENDA COMMUNICATION

AGENDA DATE: March 20, 2012 SUBJECT: Auditing services for the district STAFF RESOURCE: Lindsey Lombard, Finance Director David Crowther, Business Manager Don Horton, Executive Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: Authorize Professional Services Contract for

Auditor of Record COMMITTEE ACTION: Selection committee reviewed proposals from

proposing auditors and reached consensus on a recommendation to the board.

BACKGROUND The contract with our previous auditor, Harrigan Price Fronk & Co, LLP expired December 31, 2011. Every three to five years the district solicits proposals for auditing services. The district sent out a Request for Proposals for Auditor of Record services from qualified firms of certified public accountants to audit and provide an opinion on its financial statements for the fiscal year ending June 30, 2012, with the option of auditing its financial statements for four subsequent fiscal years. The district received two proposals. The responding firms were: Harrigan Price Fronk & Co, LLP, of Bend, and SGA Certified Public Accountants & Consultants, of Bend. The proposal review committee consisted of one board member and three staff – Dallas Brown, Lindsey Lombard, Dave Crowther, and Anne Fineran. After reviewing the technical proposals each committee member scored the proposals and the highest rated firm for technical qualifications was Harrigan Price Fronk & Co, LLP. The fee proposals from each firm were then reviewed and the top rated firm for fees was Harrigan Price Fronk & Co, LLP. After combining the scoring for fees and technical proposals from both firms, the highest scoring firm was Harrigan Price Fronk & Co., LLP. The following are the fees submitted by the firms – the total for the next five fiscal years combined: 1. Harrigan Price Fronk & Co, LLP $ 75,310 2. SGA $ 77,000

STAFF RECOMMENDATION The review committee’s recommendation is that the board authorize the negotiation and execution of the Professional Services Contract with Harrigan Price Fronk & Co, LLP to continue as the district’s Auditor of Record. BUDGETARY IMPACT General Fund monies for this service are budgeted annually. MOTION I move to authorize the negotiation and execution of the Professional Services Contract with the audit firm of Harrigan Price Fronk & C., LLP, to act as the district’s Auditor of Record for one-year, beginning with fiscal year 2011-12, with the option to extend for 4 additional one-year terms. ATTACHMENT None

Board Calendar 2011-12

*This working calendar of goals/projects is intended as a guide for the board and subject to change. March 26, 6:00-8:00pm - Budget Committee Training Workshop March 27-29 - NRPA Legislative Forum April 3 Work Session Strategic Plan follow-up CIP Communications Plan Business Session Foundation Update (visitors) Concessionaire Agreement April 17 Work Session Strategic Plan draft Scholarship Policy Police Services Report Financial policies Emergency Response Plan Risk Management Plan Business Session April 24 - Budget Committee Tour May 1 (1 meeting) Work Session Recreation Program update Business Session Set SDC fee schedule – Resolution Adopt Strategic Plan Miller’s Landing contract approval Ponderosa Park construction contract approval - consent agenda Old Bend Gym masonry contract – consent agenda Scholarship Policy – consent agenda Recreation Fees & Charges Policy- consent agenda Codify administration policies Financial policies – consent agenda Emergency Plan – consent agenda Risk Management Plan – consent agenda Budget meetings – May 14, 16 & 22

June 5 Business Session Adopt budget & impose taxes Adopt CIP Hearing & first reading – Comprehensive Plan June 19 Work Session Shevlin Park Master Plan review Business Session Second reading & adoption – Comprehensive Plan