Board of Directors

Agenda & Reports

June 18, 2013

Bend Park and Recreation District Board of Directors

June 18, 2013

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

Executive Session pursuant to:

ORS 192.660(2)(h) ORS 192.660(2)(i)

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 Ceremonial Tree Planting 1. Perception Survey Report 2. Mirror Pond Presentation 3. Business Activity in Parks and Facilities Policy 4. Board Self-Assessment – review and discussion 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.

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CONSENT AGENDA 1. Minutes: June 4, 2013, Work Session & Regular Meeting BUSINESS SESSION 1. Ponderosa Park – Budget, Skate Path, Baseball Field 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)(h) for the purpose of discussing real property transactions and ORS 192.660(2)(i) for the purpose of conducting performance evaluations of public officers and employees. 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 and performance evaluations of public officers shall not be disclosed by the news media.

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BOARD AGENDA COMMUNICATION

AGENDA DATE: June 18, 2013 SUBJECT: Community Survey STAFF RESOURCE: Jan Taylor, Community Relations PREVIOUS BOARD ACTION: None ACTION PROPOSED: None COMMITTEE ACTION: None STRATEGIC PLAN: Theme: Community Connection Objective: Analyze and adapt to changing community need Initiative: Conduct periodic surveys to identify and benchmark

Community needs and unmet needs for parks, indoor facilities and programs to measure public perception of and satisfaction with the district and its service.

BACKGROUND In 2010, the district contracted with Davis, Hibbits, and Midghall Research, Inc. (DHM) out of Portland to conduct a community survey to discover attitudes and perceptions regarding the district. The survey results helped to inform communications and district priorities. Using the 2010 survey as a benchmark, a similar survey was conducted in April of 2013. Su Midghall, DHM Partner, will present to the board the results of this survey. This survey instrument will also be used as a tool to gauge the level of success of the district’s strategic plan. The community’s overall perception of spending habits, service delivery, and over perceptions will have an influence of the formation of the strategic plan and its action items. BUDGETARY IMPACT None. STAFF RECOMMENDATION None – for information only. MOTION None. ATTACHMENT None.

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BOARD AGENDA COMMUNICATION

AGENDA DATE: June 18, 2013 SUBJECT: Mirror Pond STAFF RESOURCE: Jim Figurski, Landscape Architect PREVIOUS BOARD ACTION: February 19, 2013; approved Mirror Pond Visioning

Project Consultant Contract ACTION PROPOSED: None - informational COMMITTEE ACTION: None - informational STRATEGIC PLAN: Theme: Customer – Community Connection Objective: Analyze and Adapt to Changing Community Need Initiative: Work with community partners to develop a long-term

solution for addressing Mirror Pond sedimentation. BACKGROUND In January of 2013, BPRD launched a community outreach program for Mirror Pond. A primary outreach tool, the ‘Mirror Pond Values’ questionnaire was published on an independent project website (www.MirrorPondBend.com). This questionnaire gathered over 1870 responses and along with input from the Mirror Pond Management Board, the Mirror Pond Steering Committee, and a newly formed Mirror Pond Technical Advisory Committee (rosters of each committee attached), set the groundwork for a series of goals and objectives for developing four options for the future of Mirror Pond . A team of consultants led by GreenWorks, PC studied available data, performed a limited depth analysis of Mirror Pond, and analyzed community input. Using this information, they developed eight possible options for study. These options were vetted by the Mirror Pond Management Board and the Technical Advisory Committee. The committee agreed upon four options for further development. Those options have now been made public through the Mirror Pond website, Bend Bulletin, Channel 21, and other media. The options have been posted on the www.MirrorPondBend.com website for public review. Also posted on the project website is a new questionnaire intended to elicit public comment on the four options. The questionnaire will remain live and gather data through July 12, 2013 after which the public input will be summarized and presented to the Mirror Pond Board and at a joint meeting of the Bend Park and Recreation District Board and City Council scheduled for July 16. BUDGETARY IMPACT The Mirror Pond Visioning project is a jointly funded effort by Bend Park and Recreation District (BPRD) and the City of Bend. Each agency has committed funding to the project. In addition, the district is funding all costs associated with project management, including staff time. The Mirror

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Pond Visioning consultant contract amount is currently $97,881.16. There will be one additional services request from the consultants to cover the costs of additional depth studies and additional drawings necessary to clarify each of the options. These additional services are estimated to be $7,500 - $15,000. Other costs for the project include newspaper ads to announce the launch of the public process and future meetings estimated at $3,500 - $5,000. Funding for this project is budgeted in the Facility Reserve Fund in the current fiscal year at $80,000. An additional $50,000 is budgeted in the upcoming 2013-14 fiscal year. STAFF RECOMMENDATION None. This is an informational presentation. MOTION None. This is an informational presentation. ATTACHMENT Due to the size of the graphics, the four options being reviewed by the public will be shared with the board during the meeting on June 18. The options are available for viewing on the mirror pond project website at www.mirrorpondbend.com Committee Rosters: Management Board: Steve Johnson, Deschutes Basin Board of Control; Tod Heisler, Deschutes River Conservancy; Chuck Arnold, Downtown Bend; Leslie Olson, River West Neighborhood Association; Victor Chudowsky, Bend City Council; Mark Capell, Bend City Council; Ryan Houston, Upper Deschutes Watershed Council; Angela Price, Pacific Power; Spencer Dahl, Old Bend Neighborhood Association; Patrick Oliver, Bend Planning Commission; Bill Smith, Citizen at-large; Bill Olsen, Citizen at-large; David Rosell, Chamber of Commerce; Mel Oberst, City of Bend; Reagan Desmond, Citizen at-large; Pat Werner, City of Bend Planning Commission; Jim Firgurski, Michelle Healy, and Don Horton, BPRD. Steering Committee: Don Horton, and Michelle Healy, BPRD; Angela Price, Pacific Power; Mel Oberst, City of Bend; Bill Smith, William Smith Properties and Matt Shinderman, Bend 2030. Technical Advisory Committee: Ryan Houston, Upper Deschutes Watershed Council; Jason Gritzner, US Forest Service Hydrologist; Brett Hodgson, Oregon Department of Fish and Wildlife); Karen Allen, Restoration Ecologist – Wetland Scientist; and Sasha Sulia, BPRD Natural Resources Manager.

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BOARD AGENDA COMMUNICATION

AGENDA DATE: June 18, 2013 SUBJECT: Business Activity in Parks and Facilities - Policy STAFF RESOURCE: Jan Taylor, Community Relations PREVIOUS BOARD ACTION: Former title, Concessions/Sales in Parks and Facilities

approved June 2, 2010 ACTION PROPOSED: Adoption COMMITTEE ACTION: NA BACKGROUND The Board of Directors discussed the draft Concessions/Sales in Parks and Facilities policy and provided staff input at the May 7, 2013 meeting. The proposed policy incorporates board suggestions as well as other clarifications. Key elements of this policy include:

• Extensive philosophy statement to express the district’s interest in not subsidizing private business with public resources.

• Reference to the district’s adopted rules and regulations regarding operating a business on district property.

• Inclusion of Guiding Principles to inform prospective business entities direction on the district’s criteria for consideration of a permit.

The administrative processes for applying for, and awarding of, a permit to operate a business on district property is not included in policy but exists in district operations and will be posted on the website. Policy Transition: The 2010 policy restricts unauthorized on-site sales of products or services and does not restrict the provision of a service where the business transaction took place off-site. (Example: a boot camp where a fee is paid on-line or off-site, but the classes are held on a regular basis in a park) Therefore, some businesses are currently operating within existing policy, but would not be operating within guidelines of the new policy. Since some businesses have already marketed their programs, the district will show leniency through August of this year by phasing-in the requirements of the policy. To inform known businesses of the policy change, a letter will be sent alerting them of the change, signs will be posted in parks, and the district will issue a (paper) permit to be posted on the exterior of an authorized business operation. Policy Management: The newly hired park resource aide will distribute information to people operating an unauthorized business in a park and ask them to discontinue their operation. If the business does not comply a Bend police officer may be called. A ticket for trespassing or park exclusion could be issued.

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BUDGETARY IMPACT Increased revenue in the form of park rental fees will help defer costs of park or facility impacts. STAFF RECOMMENDATION Adoption of Business Activity in Parks and Facilities. MOTION None. ATTACHMENT 2010 Concessions/Sales in Parks and Facilities Policy Proposed 2013 Business Activity in Parks and Facilities Policy

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Administrative Policy Approved by: Board of Directors

Approved date: March 2, 2010

Concessions/Sales in Parks and Facilities Philosophy Parks, trails and recreation facilities provide people with places to connect to the natural environment and recreate in a wide variety of ways. The district believes that keeping the general use of parks and facilities commercial-free enhances the park and recreation experience. Definitions Concession: The act of operating a business on park district property on a one time or recurring basis. Example: sales – food sales or bike rentals Concessionaire/vendor: A person, group, or business to whom a concession has been granted to operate a business or service. Example: Rotary sells hot dogs; Rotary is the concessionaire/vendor. Policy There will be no on-site sales of products or services to the general public on park district property except as defined below. Community Special Events Vendors/concessionaires may sell or solicit products or services in district parks in association with an authorized community event. In such cases, the vendor is a component of the event and is required to abide by all event organizer and other applicable district or government rules and regulations. Vendor agreements are with the event organizer not the district. District Sporting Events The district may contract with a concessionaire for the provision of services to benefit patrons during sporting events at designated parks. Contracts may be awarded for up to three years. Contracts will be reviewed for performance on an annual basis or more often if determined necessary by district staff. The district may seek requests for proposals (RFP) for concessionaire services at the end of a contract in accordance with district policies. Contracts will be reviewed and managed by the Sports Division in cooperation with the Business Manager. District Parks and Facilities The district may contract with a concessionaire at a district park or facility for a district identified need that enhances the experience of patrons. When appropriate, contracts may be awarded for up to three years. Contracts will be reviewed for performance on an annual basis or more often if determined necessary by staff. The district may seek

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requests for proposals (RFP) for concessionaire services at the end of a contract in accordance with district policies. Contracts will be reviewed and monitored by a facility manager in cooperation with the Business Manager. Park and Facility Rentals Renters may sell products or services to private/invited guests in designated district rental facilities. See Rental and Special Use Permits. Process for submitting requests for concessions as described above: Proposals must be submitted in writing to Bend Park & Recreation District, 799 SW Columbia St. Bend, Oregon 97702 attention: Business Manager. Proposals must include name of business/concessionaire, contact information including mailing address, telephone number and email address, as well as a description of the proposal. A decision will be made and provided in writing within 30 days of receipt. All contracts must be approved and signed by the Executive Director and submitted to the Business Manager for recordkeeping. Exceptions to this policy require the authorization of the Executive Director. Other related policies: Rentals and Special Use Permit Policy Partnership Policy March 2, 2010

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BOARD AGENDA COMMUNICATION

AGENDA DATE: June 4, 2013 SUBJECT: Board Self-Assessment Results STAFF RESOURCE: Don Horton, Executive Director Paula Lowery, Executive Assistant PREVIOUS BOARD ACTION: Board review of self-assessment process April 16, 2013. ACTION PROPOSED: None – for discussion only. COMMITTEE ACTION: None. STRATEGIC PLAN INITIATIVE Theme: Operational Excellence Objective 3: Improve Business Practices.

Initiative: Develop a Board Self-Assessment Process

BACKGROUND During the strategic planning process conducted in 2011-12, and in accordance with the BPRD Strategic Plan adopted by the board in August 2012, development of a board self-assessment process was identified as an initiative under the Operational Excellence Theme, Objective 3. Improve Business Practices. The objective to Improve Business Practices is stated as: “An important element of operational excellence includes the ability to manage and improve critical processes. Streamlining processes includes the development of an improvement model and metrics to measure both organizational and departmental performance”. The board felt it was essential to include their role and function in the district’s business practices, and subsequently contribute to the operational excellence of the organization. As a result of the board identifying their function in the performance of the district’s business practices, an initiative to conduct a board self-assessment process was created. In September 2012, a committee consisting of Ted Schoenborn, Dallas Brown, Don Horton and Paula Lowery met and drafted a self-assessment process for board consideration. The board reviewed a proposed format and process for conducting a self-assessment at the April 16, 2013, meeting and determined to move forward with a self-assessment and schedule a review of the results for the June 18 meeting. STAFF RECOMMENDATION None – for board discussion only.

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BUDGETARY IMPACT None. MOTION None – for discussion only. ATTACHMENT None – results to be presented prior to the discussion.

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Bend Metro Park & Recreation District Board of Directors

Work Session & Regular Meeting Minutes

June 4, 2013 BOARD PRESENT: Ted Schoenborn, Scott Asla, Scott Wallace, Ruth Williamson and Dan Fishkin.

STAFF PRESENT: Don Horton, Michelle Healy, Lindsey Lombard, Theresa Albert, Jan Taylor, Matt

Mercer, Pat Erwert and Paula Lowery

LEGAL COUNSEL: Paul Taylor.

MEDIA: None. VISITORS: Mike Lovely, Michael Graham, Justin Gottlieb and Keith Scott. WORK SESSION Chair Scott Asla convened the work session at 5:30 pm. Annual Action Plan Update Don Horton referred to copies of the 2012-13 Annual Action Plan provided for board review and explained how the plan identifies specific tasks that support the initiatives included in the Strategic Plan. He reviewed the method to report on the status of the tasks associated with the initiatives. Don stated that staff would bring the 2013-14 Annual Action Plan to the board in July for review and discussion. The board complimented the format of the plan and expressed appreciation for the completion of numerous tasks. Ted Schoenborn asked to have the tasks organized by department. Bond Project Updates Jan Taylor reviewed formats for keeping the public informed about the progress of bond projects on the district’s website. She cited other sources for updates including the district’s new program guide, print media, television and radio, and other social media outlets. She added that staff would be present at district special events such as the 4th of July celebration and Day of Play to share information with the public. She stated that community outreach activities would include presentations to service groups, neighborhood associations and other community organizations. Dan Fishkin asked about the level of detail in terms of timeline, project budget, whether the project is within budget, etc. Scott Wallace stated that he hears from people in the community that the timeline is the most important information that people will be looking for. He stated they want to know when the projects will be finished and ready for use. Ruth Williamson stressed the importance of being transparent with the information to ensure the continued community trust in the district’s operations. Ted Schoenborn recommended identifying critical milestones and clearly reporting on the key elements and steps of the projects. Dan suggested posting signs at each project site with renderings of the finished project. Scott Asla suggested using a dashboard or clock graphic for those who aren’t looking for a lot of detail. Ruth urged the board and staff to do what you do well to communicate the face and feeling of the district. Scott Wallace stated it is important to include the board and staff in community presentations. Michelle Healy explained the district’s practice of community outreach will be a component of each of the development projects. Pickleball Court Project Fundraising Update Matt Mercer stated the Pickleball Court project is the first partnership development project of the district. He reviewed the project background and the process to select a site at the Pine Nursery. He explained Bend

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Pickleball Club’s (BPC) fundraising plan identified a goal of $50,000 by June 1, 2013, and reported that as of May 29, BPC had raised $45,000 in cash and secured an in-kind donation valued at $5,000. He added that the construction timeline of the courts has been moved up in order to develop the courts as a part of the Pine Nursery infrastructure improvements planned for this summer. A. J. Fraties, president of the BPC, stated that with the success in meeting the initial goal of $50,000, he expected the final push to be easier. He reported that Big Country RV had donated $10,000 and Pickleball, Inc. has pledged $5,000 in cash and in-kind services. He shared details about a fundraising event, Over the Top, planned for June 27. He stated $50 tickets are being sold for the event and with only 100 tickets available, 90 have been purchased to date. He also reported the BPC would be conducting a community garage sale at the Simpson site on July 20, and a grant proposal has been submitted. A. J. thanked the board and staff for their support with this project. Ponderosa Park Master Plan Update Michelle Healy presented background information regarding amenities and improvements that have been completed at Ponderosa Park to date. She explained the master plan has been updated to include the skatepark feature within the park. Norm Ziesmer presented the design concept for the skatepark and identified the site where the feature will be located. He also explained components of the skatepark and the proposed skate path, and additional park amenities including an entry plaza into the skatepark, a skatepark viewing area, a picnic shelter, walking path, relocation of the fitness trail, turf areas and landscaping. He explained the updated plan incorporates the new skatepark into the community park in a way that fits the overall park design and assures adequate views into the skatepark. Michelle reviewed the funding components for the improvements at Ponderosa including $240,000 from the Facility Reserve Fund, $40,000 in fundraising and in-kind donations from PUSH for construction of the new skatepark. She explained the budget also includes $350,000 from the SDC Fund to design and construct expanded community park features around the new skatepark. She added that the estimate for the proposed skate path is $120,000, and some of those costs could possibly be absorbed in the $350,000 already budgeted for the community park elements, but additional funding would also be needed. She explained the board would consider a motion later in the meeting to approve the overall master plan of the park with the skate path. Dan Fishkin clarified that by approving the master plan the board is not approving the actual construction elements and budget. Michelle explained the plan approval allows staff to proceed with permitting and final design of the construction projects and the board will approve the construction elements and budget during the contract award phases. Scott Asla shared concerns regarding changes to the orientation of Hal Puddy Field. He stated he felt the change would remove the character of the park to some degree. Norm explained the rock seating at the field presents the requirement for very expensive ADA remediation. Dan asked about the basis for not including the skate path in the original design of the skatepark. Matt Mercer explained that the budget influenced the design requiring prioritization of the elements of the skatepark and consideration was given to adding the skate path in a second phase of the project. He stated the board direction was to look at doing the whole project including the skate path to take advantage of cost savings. He stated with board approval of the addition of the skate path to the skatepark element of the master plan staff would return to the board with accurate cost estimates and a proposed funding plan. The board directed staff to return with more specific information regarding the budget, skate path, and baseball field elements of Ponderosa Park. The work session was concluded at 7:13 pm. REGULAR MEETING VISITORS Keith Scott congratulated the newly elected board members. He stated he would be in favor of the removal of the dam on Mirror Pond. He urged the board to continue to acquire riverfront property. He also reported a sign in the parking lot of Woodriver Park needs to be replaced.

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CONSENT AGENDA Minutes: May 7, 2013, Work Session & Regular Meeting Scott Wallace moved to approve the consent agenda. Ted Schoenborn seconded the motion. Scott Wallace, Ted Schoenborn, Dan Fishkin, Ruth Williamson and Scott Asla all voted aye. Motion passed. Public Hearing – FY 2013-14 Budget Chair Scott Asla convened a public hearing to receive comment regarding the Bend Park & Recreation District FY 2013-14 Budget. As no comments were offered, the hearing was closed. Adopt FY 2013-14 Budget Lindsey Lombard stated the proposed 2013-14 budget was approved by the Budget Committee and the next step of the process is for the board to adopt the budget. She explained that changes may be made to the budget and no increases to expenditures may be greater than 10% of the total approved expenditures in any fund without referral back to the Budget Committee. She presented two proposed changes relating to the General Obligation Bond and General Obligation Debt Service Fund. She stated a reduction of $1,803,884 in Capital Outlay, a change from $15,604,756 as approved, to $13,800,872 and a corresponding reduction of the same amount in the Beginning Fund Balance is proposed as the approved amount of bond proceeds in the current fiscal year was based on an estimate prior to the bond issuance. She explained that with the finalization of the issuance the actual amount of the bond proceeds to be received this fiscal year is known and will reduce the Beginning Fund Balance for the upcoming fiscal year, 2013-14. She also recommended a reduction of $278,000 in Debt Service, a change from $2,000,000 as approved to $1,727,000 and a corresponding reduction of the same amount in Property Tax Revenues. She explained the proposed and approved amount of Debt Service was based on an estimate made prior to the bond issuance, and now that the issuance has been finalized we know the actual amount of required debt service and the corresponding amount of property taxes required to pay it. She stated that staff is recommending adoption of Resolution No. 355, adopting the budget with the proposed changes, and adoption of Resolution No. 356, imposing and categorizing taxes for fiscal year 2013-14. Dan Fishkin asked what happens to the debt service reduction. Lindsey stated it will result in a reduced levy of the taxes and a savings for the community. Ruth Williamson moved to adopt Resolution No. 355, adopting the budget and making appropriations for fiscal year 2013-14. Dan Fishkin seconded the motion. Ruth Williamson, Dan Fishkin, Scott Wallace, Ted Schoenborn and Scott Asla all voted aye. Motion passed. Ruth Williamson moved to adopt Resolution No. 356 imposing and categorizing taxes for fiscal year 2013-14. Scott Wallace seconded the motion. Ruth Williamson, Scott Wallace, Ted Schoenborn, Dan Fishkin and Scott Asla all voted aye. Motion passed. 2013-2018 Capital Improvement Plan Lindsey Lombard presented the 2013-2018 Capital Improvement Plan (CIP) and explained the plan identifies and summarizes all approved and proposed district capital expenditures and revenue sources for a period of five years into the future. She stated the board revises and adopts the district’s 5-Year CIP during the annual budget process and the Budget Committee approved a draft version of the CIP on May 15, 2013. She stated there have been no changes to the 2013-2018 CIP attached to Resolution No. 357 as Exhibit A. She added the 2013-2018 CIP includes $59,897,155 in capital expenditures in fiscal years 2013-14 through 2017-18 with $20,851,512 funded with SDC revenues and $29,995,643 funded with the 2013 General Obligation Bond proceeds. Ruth Williamson moved to adopt Resolution No. 357, adopting the 2013-2018 Capital Improvement Plan and Exhibit A, the 2013-2018 Capital Improvement Plan. Ted Schoenborn seconded the motion. Ruth Williamson, Ted Schoenborn, Scott Wallace, Dan Fishkin and Scott Asla all voted aye. Motion passed. Ponderosa Community Park Master Plan Michelle Healy referred to the board’s discussion regarding the Ponderosa Community Park Master Plan during the work session and clarified the direction of the board to staff to provide additional information regarding the budget and funding sources for the skatepark including the skate path, and to give further consideration to

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changing the orientation of Hal Puddy Field. Dan Fishkin moved to approve the Ponderosa Community Park revised master plan and to authorize staff to proceed with the permitting and final design of the construction project with the provision of board direction to staff regarding the funding of the skatepark including skate path and reconsideration of the orientation of Hal Puddy Field. Scott Wallace seconded the motion. Dan Fishkin, Scott Wallace, Ruth Williamson, Ted Schoenborn and Scott Asla all voted aye. Motion passed. Colorado Dam Safe Passage Project CM/GC Contract Chelsea Schneider stated that the with the award of the Construction Manager/General Contractor (CM/GC) contract for the Colorado Dam Safe Passage Project staff would proceed with permitting and design into the winter and it is expected groundbreaking would occur in the spring of 2014. She stated completion of the project is expected to occur in the spring of 2015. She explained that the CM/GC will facilitate permitting, ensure constructability and safety, and continually evaluate project costs. She added that the CM/GC would provide outreach support to the project partners. Chelsea reviewed the Request for Proposal process and stated that three firms responded to the RFP and all were interviewed and scored. She stated that Hamilton Construction Company received the highest score and cited large projects built by the company including the Bill Healy Bridge. Don added that the construction will be done by local contractor, Jack Robinson. Dan Fishkin asked about the timing of the decision to use a CM/GC. Chelsea explained as the project evolved and the components were more clearly defined, it was determined recently that it would be valuable to use a CM/GC. Don Horton explained that the district will receive a better quality project with a CM/GC and noted the extensive work at JSFC and the district office building were constructed using a CM/GC. Chelsea added that a CM/GC will also provide a better, more defined accounting of costs for each stage of the project. Scott Wallace stated the use of a CM/GC also ensures a guaranteed maximum price for the project. Ted Schoenborn moved to approve the Construction Manager/General Contractor on the Colorado Dam Safe Passage project to the highest scoring firm, Hamilton Construction Company, and to approve a budget for the Construction Consultant Services of $52,900 and a total project amount not to exceed $58,190. Ruth Williamson seconded the motion. Ted Schoenborn, Ruth Williamson, Scott Wallace, Dan Fishkin and Scott Asla all voted aye. Motion passed. Pine Nursery Infrastructure Construction Contract Michelle Healy explained the construction infrastructure project at the Pine Nursery is anticipated to begin this summer. She reported that six bids were received on the project with Jack Robinson and Sons, Inc., submitting the low bid. She stated the project will include improvements for the pickleball courts and the bid was under the engineer’s estimate. She reviewed bond funded elements of the project and identified those that would be done in-house. She stated that staff expects a significant savings on the project will be available to direct toward other bond projects to address any shortfalls. Scott Wallace asked whether staff was concerned about Jack Robinson being able to complete the project in a timely manner in light of the many other projects the company is currently working on. Michelle stated that Jack Robinson has asked to delay the start of the Pine Nursery project to August. Don Horton stated he did not think a late start would affect the district progress on the project. He noted that a later start would also help the partners with their portions of the project. Dan Fishkin asked if staff has concerns about the quality of work citing the difference between the low bid and the second lowest bid. Don stated that Jack Robinson has done a lot of work for the district and quality has never been an issue. Ruth Williamson moved to award the low bid for the Pine Nursery Park Infrastructure Construction project to Jack Robinson and Sons, Inc., in the amount of $829,462.70, for the scope of work described in the contract for construction and to approve a total project amount not to exceed $912,408.97. Ted Schoenborn seconded the motion. Ruth Williamson, Ted Schoenborn, Scott Wallace, Dan Fishkin and Scott Asla all voted aye. Motion passed. EXECUTIVE DIRECTOR’S REPORT Don Horton stated a joint meeting with the city council is needed to discuss the Mirror Pond project. The board discussed dates and determined that Tuesday, July 16, would be suitable for their schedules. The board also determined to conduct their regular work session and business meeting immediately following the joint session.

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Don Horton reported the closing is in process for the Barnett property and it is anticipated to be completed next week. He stated the process is a simultaneous closing with the city on the right-of-way piece of the property. Don Horton reported on negotiations for the purchase of 60+ additional acres at Gopher Gulch Ranch. Don Horton reported on anticipated construction costs of the Simpson and Columbia streets roundabout due to a change in the city’s standard for roundabout construction and the original zoning of adjacent properties. He stated he would be meeting with the city manager and staff to discuss the district’s concerns with regard to increased costs. Don Horton noted that with Ruth Williamson leaving the board, the district will not have a board representative for Bend 2030. Ruth stated she would prepare information for board consideration about the role of this representative for the next meeting. Don Horton referred to an email received from Bob Almquist regarding the district’s employee benefits. He stated he believes it would be useful to have the Benefits Committee continue to meet to participate in further evaluation of the employee benefits. Scott Asla and Dan Fishkin agreed to continue to serve on the committee. GOOD OF THE ORDER Dan Fishkin asked about the scheduling of the board’s trip to Portland to tour parks and facilities. Don Horton stated he and Michelle Healy will meet to discuss sites to tour. As there was no further business, the meeting was adjourned at 8:20 pm. Prepared by,

Paula Lowery Executive Assistant __________________________________ ___________________________________ Scott Asla, Chair Ted Schoenborn, Vice-Chair __________________________________ __________________________________ Ruth Williamson Scott Wallace __________________________________ Dan Fishkin

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BOARD AGENDA COMMUNICATION

AGENDA DATE: June 18, 2013 SUBJECT: Ponderosa Park Development STAFF RESOURCE: Norm Ziesmer, Development Manager Michelle Healy, Strategic Planning & Design Director Matt Mercer, Recreation Director PREVIOUS BOARD ACTION: Approved Ponderosa Park master plan August 8, 2008;

Approved Ponderosa Park Phase I development plan, July 19, 2010; Approved Ponderosa skatepark concept plan May 7, 2013; Approved Ponderosa Park revised master plan June 4, 2013

ACTION PROPOSED: Approve contract amendment with Spohn Ranch STRATEGIC PLAN INITIATIVE: Theme: Customer-Community Connection Objective: Analyze and Adapt to Changing Community Need Initiative: Plan and develop trails, river access, parks, natural

areas and recreation facilities to meet identified community demand and future need

BACKGROUND The board approved a revised master plan for the continued development of new park features at Ponderosa Park at the June 4, 2013 meeting. The revised master plan includes a new skatepark, a skate path and associated community park amenities (e.g. picnic shelter, open lawn area, landscaping, entry plaza, and accessible pedestrian walkway) on the south half of the park. Construction of the skatepark and additional community park amenities are currently slated to begin this summer. During the meeting the board also reviewed the overall budget for the project, which did not originally include funds for the skate path, and discussed adding the skate path to the development program this summer. The board directed staff to return with more information about the total funding requirements for the project if the skate path were added and a recommendation for a possible funding source to cover the cost. The cost of the skate path is $120,000, if constructed concurrent with the skatepark this summer. The skate path would cost about $50,000 more if done as a separate phase. The 2013-14 adopted budget includes $280,000 in the Facility Reserve Fund, $40,000 of this is fundraising and in-kind donations from the local non-profit group Promoting Urban Skate Habitat (PUSH), for development of the skatepark. The 2013-14 adopted budget also includes $350,000 in the System Development Charges (SDC) Fund to complete the community park improvements around the skatepark and southern portion of the park. With the addition of the skate path, the new total projected budget for of the improvements at Ponderosa Park would be $750,000. This estimate will be refined during design development of the park construction plans and opportunities for cost savings will be evaluated.

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If the board approves funding for the skate path, the board will need to approve a contract amendment with Spohn Ranch (the district’s skatepark design/build contractor) to build the skate path this summer. During the meeting, the board also asked about the orientation and renovation of Hal Puddy baseball field on the north side of the project. Staff has taken a preliminary look at the field and will bring additional information to the board later this year for review and discussion. BUDGETARY IMPACT The fiscal year 2013-14 budget includes $280,000 in the Facility Reserve Fund, including $40,000 in fundraising and in-kind donation from PUSH for construction of the new skatepark. The budget also includes $350,000 in the SDC Fund to design and construct expanded community park features. The SDC Fund has sufficient funding and appropriated but undesignated expenditures to cover the additional $120,000 for the skate path development. If the skate path is approved, the total amount of SDCs proposed for the project would be $470,000. The current and proposed funding is summarized in the table below.

Improvement Funding Source Current FY 13 -14 Project Budget

Proposed FY 13-14 Project Budget

Skatepark Facility Reserve Fund $280,000 $280,000 Community Park elements SDC Fund $350,000 $350,000 Skate Path SDC Fund $0 $120,000

Total Estimated Project Budget $630,000 $750,000 STAFF RECOMMENDATION Staff recommends the board consider adding an additional $120,000 in SDC funds to the Ponderosa Park project to construct a skate path by approving a contract amendment with Spohn Ranch to complete the work. MOTION I move to authorize the Executive Director to execute a contract amendment with Spohn Ranch in an amount not to exceed $120,000 for the design and construction of the skate path at Ponderosa Park. ATTACHMENT None

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Board Calendar 2013-14

*This working calendar of goals/projects is intended as a guide for the board and subject to change. July 2 Work Session Staff Introductions - Interns Park Grounds Maintenance Standards Report Business Session Board Oath Board Elections Appoint Board Executive Secretary Set Board Meeting Schedule Discovery Park developer agreement - approval Bend FC Timbers ground lease – approval

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