Board of Directors Agenda & Reports March 3, 2015

Board of Directors

Agenda & Reports

March 3, 2015

Board of Directors

March 3, 2015 Board Meeting District Office Building | 799 SW Columbia | Bend, Oregon

AGENDA

VISITORS An assistive listening device is available for visitors. Please let the board chair know if you would like to make use of this device and staff will assist you. Visitors who wish to speak are asked to submit a public comment card provided at the sign-in table. Work sessions are scheduled for the board to receive and discuss information regarding district operations, projects, and planning to aid in their decision-making process. The board will receive comment on work session agenda items at this time. Please state your name and address, and limit your comments to three minutes in the interest of allowing the board to complete the work session agenda.

5:30 PM WORK SESSION 1. Shevlin Park Management Plan Update – Jim Figurski 2. Deschutes River Trail South UGB Bridge Update – Steve Jorgensen 3. Discussion on the City’s affordable housing proposal – Don Horton

7:00 PM REGULAR MEETING VISITORS An assistive listening device is available for visitors. Please let the board chair know if you would like to make use of this device and staff will assist you.

This is the time provided for individuals wishing to address the Board regarding items not listed in the business session. Visitors who wish to speak are asked to submit a public comment card provided at the sign-in table. The Board may elect to ask for comment on business session items at the appropriate time. The visitor’s section is not designed for a lengthy presentation. If you have a proposal for Board consideration, briefly introduce the subject, and request that the Board consider adding discussion to a future Board meeting agenda. Please state your name and address at the time you address the Board. Please limit your remarks to three minutes. CONSENT AGENDA 1. Approval of meeting minutes

a. 2/17/15 2. Ratify Executive Director approval of Riverhouse easement vacation 3. Resolution 374 Local Government Grant – Riley Ranch BUSINESS SESSION 1. Mirror Pond Update – Don Horton

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STAFF REPORTS Staff reports are provided to the Board at the first meeting of the month. The reports are provided as an update on ongoing projects and are for informational purposes only. EXECUTIVE DIRECTOR’S REPORT BOARD MEETINGS CALENDAR REVIEW GOOD OF THE ORDER ADJOURN

EXECUTIVE SESSION - The Board will meet in Executive Session upon adjournment of the work sessions.

The board of directors will meet in an executive session pursuant to ORS 192.660(2)(h) and ORS 192.660(2)(e) for the purpose of consultation with counsel concerning legal rights and duties regarding current litigation or litigation likely to be filed and for the purpose of discussing real property transactions.

This session is closed to all members of the public except for representatives of the news media. Matters discussed in executive session that relate to current litigation or litigation likely to be filed shall not be disclosed by the news media.

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Work session – Item 1

BOARD AGENDA COMMUNICATION

AGENDA DATE: March 3, 2015 SUBJECT: Shevlin Park Management Plan Update STAFF RESOURCE: Jim Figurski, Landscape Architect Quinn Keever, Planning Analyst Michelle Healy, Strategic Planning & Design Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: None STRATEGIC PLAN: Theme: Customer – Community Connection Objective: Analyze and Adapt to Changing Community Need Initiative: Acquire land, and plan and develop trails, river access,

parks, natural areas and recreation facilities to meet identified community demand and future need.

BACKGROUND When the 1992 Shevlin Park Coordinated Resource Management Plan was written, the population of Bend was around 20,000. Since then Bend’s population has quadrupled to over 80,000 residents. The park’s popularity is evident and issues with wear and tear, and user conflicts are becoming more common and more apparent. As land around Shevlin Park continues to develop and the population of Bend continues to grow, opportunities for user related pressures and conflicts will likely increase. To address these issues, the District entered into a contract with ESA Vigil-Agrimis to update the park’s Management Plan. The updated plan will evolve from our work with the public with the intent of providing a positive balance between use and experience while conserving the park’s abundant resources.

To date the following activities have taken place:

• 827 people responded to an online questionnaire regarding current use and issues. • 166 field interviews conducted by District staff and the consultant over six different

days and at varying times of the day. • Targeted interviews were conducted with key stakeholders including adjacent

private and public landowners, and public agencies such as the City of Bend, Deschutes County, USFS and ODFW.

• Three roundtable discussions with 20 key District staff involved in the daily management, operation and maintenance of Shevlin Park (including 2 US Forest Service staff).

• Four meetings of a 19 person Citizens’ Advisory Committee (CAC) assisting the development of a mission statement and project goals.

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• A special “neighbors meeting” targeting residents of Shevlin Commons, Shevlin Pines and Three Pines neighborhoods took place early on to help identify issues.

During the Board meeting staff will share details of work completed to date including work with the technical advisory committee (TAC) and CAC. This update will also give the Board a preview of draft capital improvements and operational policy recommendations being considered for inclusion in the updated Management Plan. BUDGETARY IMPACT The District’s 2015-2019 Capital Improvement Plan identifies a total project funding allocation of $650,000 in SDC funds to update the Management Plan, create a revised Master Plan and implement initial recommendations. STAFF RECOMMENDATION None, for informational purposes only. MOTION None ATTACHMENT None, information will be presented at the board meeting in a PowerPoint.

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Work Session – Item 2


AGENDA DATE: March 3, 2015 SUBJECT: Deschutes River Trail – South UGB Bridge Segment STAFF RESOURCE: Steve Jorgensen, Park and Trail Planner Michelle Healy, Strategic Planning & Design Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: Board update on the current status of the planning and

design work. STRATEGIC PLAN: Theme: Community Connection Objective: Analyze and Adapt to Changing Community Need Initiative: Acquire land, and plan and develop trails, river access,


BACKGROUND This Board Communication is intended to provide a brief overview and status update on the South UGB Bridge and Trail Project. In District surveys, residents have always placed a high priority on urban recreational trails that provide close-to-home recreation opportunities by connecting neighborhoods to parks, the river and other destinations. There is currently no connection of the Deschutes River Trail from the east side of the river in the River Rim neighborhood across the Deschutes River to the National Forest and associated trails. A new bridge in this general location has been identified in various City and District planning documents since 1995. The District is currently evaluating the feasibility of associated trail connections, potential trailhead parking, and installing a new footbridge somewhere over the river near the southwest corner of the Bend City Limits/UGB. The District began the planning process in March 2014 by mailing a questionnaire to 872 residents within the vicinity of the project area to collect feedback on the project. In addition to the data gathered from a questionnaire, the District is also relying on input received at public meetings and through direction provided by the citizen advisory committee (CAC) that was formed in 2014. The CAC’s main task is to review conceptual trail and bridge locations using a set of agreed-upon selection criteria, and ultimately arrive at a preferred trail and bridge concept recommendation. The preferred alternative will then have additional environmental and engineering analysis applied, and be reviewed by the relevant governmental agencies (depending on location). At the last CAC meeting on February 18, it was determined that the original criteria would need some changes and that the CAC would then attempt to select individual criteria that should be “weighted” as more important factors than others.

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Staff’s preliminary un-weighted ranking of the five (5) conceptual bridge and seven (7) conceptual trails locations were discussed with the CAC in a general manner. Staff will share the options and criteria with the Board at the meeting and provide an overall update on the project. BUDGETARY IMPACT None at this time. STAFF RECOMMENDATION None MOTION None ATTACHMENT None, information will be presented at the Board meeting.

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Work session – Item 3


AGENDA DATE: March 3, 2105 SUBJECT: Affordable Housing Fee Waiver Discussion STAFF RESOURCE: Don Horton, Executive Director Lindsey Lombard, Finance Director Michelle Healy, Strategic Planning & Design Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: None STRATEGIC PLAN: Theme: Financial Stewardship Objective: Invest in the Future Initiative: Maintain the District’s Systems Development Charge

(SDC) program to ensure adequate funding for future facility needs to meet population growth.

BACKGROUND

Background During the February 17, 2015 board meeting, Jim Long, the city of Bend’s Affordable Housing Manager, made a presentation about the need for affordable housing in Bend. The presentation was the first opportunity for the Board to consider a request from the City to waive SDCs for affordable housing projects. At the conclusion of the meeting, the Board requested that this issue be placed on their next agenda to continue the discussion. Following the meeting, the Executive Director met with John Skidmore, the city of Bend’s Assistant City Manager, about the presentation. He offered to follow-up with any questions the Board may have either in writing or to have a City staff member attend a future board meeting. Another possible presenter that may help the Board reach a decision is to invite a developer of affordable housing to a future work session to discuss how these projects are funded and the challenges they have in developing affordable housing in Bend. Paul Taylor, Legal Counsel for the District, has researched the District’s SDC ordinance and methodology to determine whether or not an exemption of SDCs is allowed. Paul’s opinion is that there is a way for the Board to exempt SDCs for a specific class of development if the Board chooses to do so. Paul will be present at the board meeting to discuss the ordinance, methodology and possible ways in which an exemption may be granted. District Powers and Mandate As a taxing entity, the powers of a Special District are limited to those granted by the Oregon Revised Statutes (ORS). Unlike city governments whose powers are multi-functional and can serve

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a multitude of services, a special district is limited to a single purpose. The Bend Park and Recreation District is formed under ORS 198 and ORS 266. ORS 198 speaks to special districts in general and includes all types of districts including cemetery maintenance, domestic water supply, road, sanitary, rural fire protection, irrigation, and park and recreation. ORS 266 is specific only to park and recreation districts. Below are two excerpts from ORS 266 that provide direction as to the powers of the District. General District Powers ORS 266.410(3) To construct, reconstruct, alter, enlarge, operate and maintain such lakes, parks, recreation grounds and buildings as, in the judgment of the district board, are necessary or proper, and for this purpose to acquire by lease, purchase, gift, devise, condemnation proceedings or otherwise such real and personal property and rights of way, either within or without the limits of the district as, in the judgment of the board, are necessary or proper, and to pay for and hold the same. ORS 266.410(5) To assess, levy and collect taxes to pay the cost of acquiring sites for and constructing, reconstructing, altering, operating and maintaining any lakes, parks, recreation grounds and buildings that may be acquired, or any lawful claims against the district, and the running expenses of the district. Financial Impacts: The District has established Level of Service (LOS) standards for the provision of parks and trails based on community needs. The current SDC rates are based on maintaining these LOS standards as the population in Bend grows. Exemptions for any class of development that has an impact on the parks system reduces the amount of SDC funds collected to build facilities to meet the demands of growth. If an exemption for affordable housing is granted, this could:

1) Reduce the LOS being provided to the community in parks and trails by cutting projects from the Capital Improvement Plan (CIP), or

2) Require that the District maintain LOS by subsidizing the park and trail development needed to serve population growth with property tax dollars in an amount equivalent to the SDCs exemption. This choice would reduce funding available for other District services and operations. Most likely, the result would be to reduce the amount of savings going toward the expansion of the Bend Senior Center.

Board Options: The Board has options in considering the SDC waiver request from the city of Bend. Staff has identified some options that may be worthy of discussion:

1. Do nothing-It is the District’s mandate under ORS 266 to provide park and recreation services. The District’s authority comes from the codified laws of the State of Oregon. Under Special District legislation, the District is a single purpose entity that exists only to provide park and recreation service. The law does not allow for the District to engage in other services. That being said, while the Board cannot directly fund affordable housing, it is

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believed that the Board can choose to not assess an SDC fee for affordable housing projects (see #2).

2. Waive SDCs for affordable housing -The SDC fee for single-family residential housing is $6,013 and $5,651 for multi-family. The Board has the power to exempt a specific class of development from SDC fees. For example, the Board has always chosen to exempt the SDC fee on commercial development projects even though it has the authority to assess one. The city of Bend does assess SDC fees on commercial development.

3. Waive affordable housing fees with parameters-The Board would have the power to set

specific parameters on exempting SDC fees for affordable housing. As an example the Board could:

• limit the amount of fees that would be exempted over the course of a year, such as $100,000;

• set the type of affordable housing stock the fee could be exempted for, such as multi-family or apartments;

• define the type of development organization the fee could be exempted for, such as a not-for-profit affordable housing organization like the Central Oregon Regional Housing Authority (Housing Works);

• sunset the fee exemption program, such as at the end of one year; and • establish a performance target that would measure the success of the exemption at

increasing affordable housing in Bend.

Setting these types of parameters would prompt the Board to review the exemption on a periodic basis and consider changes.

STAFF RECOMMENDATION

Staff recommends the Board consider the legal review of the SDC ordinance and methodology and direct staff to prepare any additional information needed to assist in making a decision. ATTACHMENT

None

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Board of Directors

Board Meeting Minutes – February 17, 2015

BOARD PRESENT Dan Fishkin, Chair Craig Chenoweth, Vice Chair Ted Schoenborn Scott Wallace Nathan Hovekamp STAFF PRESENT Don Horton, Executive Director Vanessa DeMoe, Assistant to the Executive Director Theresa Albert, Human Resources Manager Lindsey Lombard, Finance Director Matt Mercer, Director of Recreation Pat Erwert, Park Services Director Aaron Collett, Project Manager Brian Hudspeth, Construction Manager Jim Figurski, Landscape Architect Chelsea Schneider, Landscape Architect Colleen McNally, Marketing Manager Jeff Hagler, Park Stewardship Manager LEGAL COUNSEL Neil Bryant MEDIA Scott Hammers, The Bulletin

VISITORS Richard Bonebrake – Mr. Bonebrake provided comment regarding affordable housing. He shared his personal story and how affordable housing has helped him. Chris Neumaier – Bend Area Habitat for Humanity, Mr. Neumaier gave comment regarding affordable housing and the impact SDC exemptions could have on the program and those they serve. Sheilajean Whitefield – Ms. Whitefield provided comment on affordable housing and expressed concern of eminent domain threatening low-income housing. Jim Landon – Mr. Landon provided comment on affordable housing. He shared a copy of information from the Affordable Housing Committee on SDC estimates.

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5:30 PM WORK SESSION 1. City Affordable Housing Committee Presentation – Jim Long, City of Bend

Mr. Long shared information on the City Affordable Housing Committees recommendations regarding SDC exemptions. The memo to the District from Mr. Long that covers the information presented can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/ The memo is located in the 2-17-2015 Board Meeting Report. In response to Mr. Long’s presentation the Board asked how the process would be regulated, how success is measured, would there be price controls on sales and rent and how community support of an SDC exemption had been measured. The Board also discussed the mandate of the park District, what the District is currently doing to support affordable living in the community and acknowledged the affordable housing crisis in Bend. In conclusion of the discussion, the Board asked what the next steps would be. City Manager Chris King addressed the Board and stated that City Council is waiting to hear from the District. The Board will discuss affordable housing and the SDC exemption at a future Board meeting.

2. Update on Colorado Avenue Undercrossing – Aaron Collett Mr. Collett provided an update on the Colorado Avenue undercrossing. He shared a status update on coordination with the City of Bend, the Recreation Trails Program grant, and a schedule change for the bridge closure. The complete agenda briefs for the work sessions can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

7:00 PM REGULAR MEETING VISITORS Keith Scott – Mr. Scott provided comment regarding Mirror Pond. He said that ample parking and a mix of commercial spaces need to be considered. He said that in conjunction with BPRD and the city, Mirror Pond can be amply maintained for future years of use. CONSENT AGENDA 1. Approval of meeting minutes

a. 2/17/15

Director Chenoweth made a motion to approve the Consent Calendar. Director Schoenborn seconded. Nathan Hovekamp abstained. The motion passed 4-0.

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http://www.bendparksandrec.org/info/About_Us/board_meetings/


BUSINESS SESSION 1. Oath of Office

Chair Dan Fishkin administered the oath of office for Nathan Hovekamp.

2. Approve Hillside and Rock Ridge Master Plan Contract – Jim Figurski Mr. Figurski stated that the advertised Request for Qualifications (RFQ) required the creation of an overall master plan for each site and development of neighborhood park facilities at each location (a renovation in the case of Hillside Park). He shared that ten proposals were submitted and three teams were selected for interviews from the initial submittals. Mr. Figurski said that a consulting team led by Cameron McCarthy from Eugene, Oregon was selected by the interview committee to enter into contract negotiations with the District. Director Schoenborn made a motion to authorize the Executive Director to negotiate and execute a contract with Cameron McCarthy for Phase I, site master plans for Hillside and Rockridge parks in the amount of $157,939.00 and to approve a total budget for consultant services not to exceed $175,000.00. Director Chenoweth seconded. The motion passed unanimously, 5-0.

3. Approve Skyline Park ADA upgrade construction contract – Don Horton Executive Director Horton requested that a motion be made to take this item off of the agenda. He explained that the RPF included language that stated the contract will be chosen based on the low bidder of the base contract amount; state statute says it is on the total contract amount including alternates. After review, it was discovered that a sentence in the contract was not complete. Executive Director Horton stated that in order to maintain the integrity of the bidding process he recommends taking this off of the agenda. Director Wallace made a motion to remove the approval of Skyline Park ADA upgrade construction contract from the agenda and direct staff to rebid the project and bring back to the Board for future consideration. Director Schoenborn seconded. The motion passed unanimously, 5-0. The complete agenda brief for the business session can be found at: http://www.bendparksandrec.org/info/About_Us/board_meetings/

EXECUTIVE DIRECTOR’S REPORT – Don Horton Executive Director Horton briefly discussed the following items: Art donation from Don Smith for potential installation at Pine Nursery

Legislative Concept for Mirror Pond

Benefits Committee volunteers from Board of Directors – Director Chenoweth and

Director Schoenborn volunteered to serve on the committee. 12


GOOD OF THE ORDER Director Chenoweth confirmed that a discussion on affordable housing will be on the

next agenda Director Hovekamp thanked the board for their warm welcome and said he is looking

forward to working with the group Chair Fishkin asked for an update on the progress on Bond projects. Executive Director

Horton gave a brief update. Chair Fishkin and Director Schoenborn shared they had both been approached by the

director of the Cascade School of Music for an early lease extension. A discussion regarding the request will be on a future meeting agenda.

Director Wallace asked for an update on the skate park. He asked if there were any bicycle/skateboard conflicts. Jeff Hagler, Park Stewardship Manager, said that there was a bit of initial resistance, it is now working out well and each user group has found their own space. He said that the skate park ambassador splits time between the two places. The program has sparked additional interest in the ambassador concept.

ADJOURN: 7:50 p.m.

EXECUTIVE SESSION - The Board met in Executive Session upon adjournment of the regular meeting pursuant to ORS 192.660(2)(e) for the purpose of discussing real property transactions. The Executive Session was closed to the public.

Prepared by,

Vanessa DeMoe

Executive Assistant

__________________________________ ___________________________________

Dan Fishkin, Chair Craig Chenoweth, Vice-Chair

__________________________________ __________________________________

Ted Schoenborn Scott Wallace

__________________________________

Nathan Hovekamp

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Consent Agenda – Item 2


AGENDA DATE: March 3, 2015 SUBJECT: Abandonment of Rivers Edge Easement STAFF RESOURCE: Don Horton, Executive Director PREVIOUS BOARD ACTION: Discussed in Executive Session on February 17, 2015 ACTION PROPOSED: Ratify Decision of Executive Director to Abandon

Easement

STRATEGIC PLAN: Theme: Community Connection Objective: Analyze and Adapt to Changing Community Need Initiative: Acquire land, and plan and develop trails, river access,


BACKGROUND Bend Park and Recreation District (BPRD) entered into a perpetual non-exclusive pedestrian easement (Easement) on October 29, 2004 to provide a public trail across the property now known as the Riverhouse Convention Center. On December 1, 2004, REI and BPRD entered into a development agreement to build a portion of the trail that extended from Mt. Washington Drive across the front entrance of the convention center and through the parking lot. The portion of the trail that was constructed by REI was only that portion that benefitted the convention center. The development agreement allows for the District to construct the remainder of the trail at an unspecified date. The portion of the easement where the trail has not been constructed meanders down a 30’ high cliff, through the Deschutes River, and across a wetland before intersecting with the Deschutes River Trail. It is unlikely that the District would gain permission to construct this portion of the trail, especially given that the Deschutes River Trail through this section has already been realized. Vacation of the trail easement through sections 3-8 will be accomplished through a BPRD administrative process. Vacation of sections 9-10 will require an amendment to the City of Bend Pedestrian System Plan, which is a part of the City’s Transportation Plan (TSP). An amendment to the TSP will require a public process. All the necessary paperwork for vacation sections 3-8 has been filed. Portions of the trail easement crossing River’s Edge properties and the Riverhouse Convention Center will remain in place. The easement section that extends from the sidewalk along Mt. Washington to the river will remain intact as will the fisherman’s easement that runs alongside the

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Deschutes river from Mt. Washington to the North Unit Dam. Those trail segments provide access to the Deschutes River in perpetuity. This agenda item was discussed in Executive Session on February 17, 2015. This agenda item asks the board to ratify the decision of the Executive Director to execute the vacation. BUDGETARY IMPACT In consideration of the above vacation, BPRD agrees to reimburse REI for the cost incurred as a part of the 2004 development project that has yet to be paid. Those costs include the epoxy trail surfacing requested by the district at $18,179.00 and one-half the trail construction costs of $1,959.00 for a total of $20,138.00. STAFF RECOMMENDATION Staff recommends that the decision of the Executive Director be ratified. MOTION I move to ratify the decision of the Executive Director to vacate an easement across River’s Edge property and to pay REI $20,138.00 for the cost of epoxy trail surface and one-half the cost of trail construction which had no benefit to the Riverhouse. ATTACHMENT None

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Consent Agenda – Item 3


AGENDA DATE: March 3, 2015 SUBJECT: Resolution 374 Local Government Grant – Riley Ranch STAFF RESOURCE: Michelle Healy, Strategic Planning and Design Director Jim Figurski, Landscape Architect Quinn Keever, Planning Analyst PREVIOUS BOARD ACTION: Approved Riley Ranch Nature Reserve Master Plan

11/18/14 ACTION PROPOSED: Adopt Resolution 374 authorizing a 2015 Local

Government Grant Application for Riley Ranch Nature Reserve

STRATEGIC PLAN: Theme: Customer-Community Connection Objective: Analyze and Adapt to Changing Community Need Initiative: Acquire land, and plan and develop trails, river access,


BACKGROUND

Riley Ranch Nature Reserve (RRNR) is an approximately 184-acre property located north of Bend off of O.B. Riley Road in northwest Bend. The District purchased the RRNR property with the intention of providing community access to the site, while preserving and protecting its unique resources for the current and future generations of Bend. After an extensive public outreach process the Board approved a Master Plan for the site on November 18, 2014. Currently, the District is working on the design and permitting for the first phase of park development. The Local Government Grant would help fund a portion of the first phase of development at RRNR. The grant is proposed to help fund the trails, three overlooks, a gateway entrance feature and interpretive opportunities located in various locations around the park. The grant requires a minimum match of 50% of the total project cost that would be matched with bond funds and system development charges (SDCs). The grant application deadline is April 1, 2015 and requires the submittal of a Board resolution approving the application. Staff has prepared draft Resolution 374 for Board review and approval. BUDGETARY IMPACT

The District’s approved 2015-2019 Capital Improvement Plan (CIP) identifies a total project funding allocation of $3,740,000 for Phase 1 implementation of RRNR; $740,000 in bond funds and $3,000,000 in SDC funds. The preliminary cost estimate to complete phase 1 is currently $4,250,000, including a 30% design contingency.

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Grant funding was not previously identified in the District’s 2015-2019 CIP for RRNR. However, as project scoping and costs were refined, District staff began to look for alternative forms of funding to help offset the costs of phase 1 improvements. The proposed grant application would request grant funding up to $400,000.

STAFF RECOMMENDATION

Staff recommends the Board adopt Resolution 374 supporting the 2015 Riley Ranch Nature Reserve Local Government Grant application. MOTION

I move to adopt Board Resolution 374 authorizing the Executive Director to apply to the Oregon Parks and Recreation Department for a 2015 Local Government Grant in support of development at Riley Ranch Nature Reserve. ATTACHMENT

Resolution 374

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BMPRD RESOLUTION NO. 374 A RESOLUTION OF THE BEND METRO PARK AND RECREATION DISTRICT (“BMPRD”) BOARD OF DIRECTORS AUTHORIZING DISTRICT STAFF TO APPLY FOR 2015 OREGON PARK AND RECREATION DEPARTMENT LOCAL GOVERNMENT GRANT FUNDS. WHEREAS, the BMPRD 2012 Parks, Recreation and Green Spaces Comprehensive Plan (“2012 Comprehensive Plan”) identifies the need to acquire and develop additional parkland in order to satisfy the increasing public demand for access to and for recreation adjacent to and upon the Deschutes River; and

WHEREAS, the Board of Directors has identified development of Riley Ranch Nature Reserve

as a priority in the District’s Five-Year Capital Improvement Plan (CIP); and WHEREAS, the District is seeking alternative capital to augment funds from the general obligation bond measure and system development charges in order to provide for the development of those needs prioritized in the CIP; and WHEREAS, the District certifies that the matching share for this application is available at this time; and WHEREAS, the District is committed to the future on-going operation and maintenance of Riley Ranch Nature Reserve; WHEREAS, the Oregon Park and Recreation Department is now accepting applications for 2015 Local Government Grant Program; and NOW, THEREFORE, the Board of Directors hereby resolves that District staff is authorized to seek Local Government Grant funds to support the development of Riley Ranch Nature Reserve.

ADOPTED by the Bend Metro Park and Recreation District Board of Directors on this 3rd day of March 2015.

Dan Fishkin, Board Chair Attest: _________________________________ Don P. Horton, Executive Secretary

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Staff Report – Community Relations

Community Relations Department Update February 2015 Community Relations and Communications

• CAPRA: The final work was accomplished and the assessment report was sent to two CAPRA Commissioners on February 12. Subsequently, we were approved to move to the second phase of the process, that being the visitation by three agency leaders. The visitors will review the report and supportive evidence. They are slated to be in Bend on April 28 and leave on May 1.

• Prepared Annual Report to community on state of the district; will be mailed to all District residents

• In the news: new board and budget committee members appointed, Pioneer Park closure due to windstorm, youth lacrosse league registration, high school swimming championships at Juniper Swim & Fitness Center, City of Bend’s affordable housing presentation/proposal to Board of Directors, possible state funding of Mirror Pond

Outreach/Events

• July 4th: Will be changing the layout at the Festival to better accommodate increased attendance; continued to work with City on plans; both events are in full planning mode; finalized sponsorships; finalized marketing/promotion

Targeted Campaigns/Promotions • Recreation focus: winter-spring recreation, indoor fitness, sports registration deadlines, spring

break • Bend Senior Center: lunch and learn series, dances, indoor fitness • Rental facility marketing: annual guide ads • JSFC: indoor fitness, Kids Night Out, swim lessons, spring break • General Recreation: outdoor activities • District-wide branding and communications: District message ad with indoor fitness tag on

tv/radio ads

Website/Social Media

• Employee website: Development of e-newsletter to support content. • Updated website: Current projects updates, Simpson Pavilion live cam link, updated annual

registration dates/schedule, developing new registration home page categories • January 2015 website traffic (compared to January 2014):

46,154 visits (+8%) 23,659 users (+6%) 118,632 pageviews (+8%) 2.57 pages per visit (1%) 02:24 avg. visit duration (+24%) Device used: Desktop – 21,999 (-11%), Mobile – 18,027 (+43%), Tablet – 6,128 (+10%)

• Increasing fan base in social media: Facebook: as 02/23/15 Twitter: as 02/23/15 BPRD – 3,223 likes BPRD – 2,962 followers

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Staff Report – Community Relations

JSFC – 2,098 likes BSC – 179 likes

Volunteers

Supporting recreation programs • Coordinated summer program volunteer opportunities for Playbook and registration. • Placement and orientation for new volunteers with fitness, enrichment and TR programs. • Recruiting volunteers for spring programs and activities.

Supporting Parks, Trails & Facilities

• Organizing annual training/update for goose hazing volunteers and recruiting additional volunteers to support the program.

Volunteer services

• Implemented online volunteer sign in and service hours tracking for JSFC and Senior Center volunteers.

• Completed 2014 summary of volunteer service and impact. • Visited Tualatin Hills and Hillsboro for information sharing with volunteer service managers. • 22 volunteer applications received (online and paper applications) • Attended Network of Volunteer Administrators meeting, serving on professional development

committee. BPR Foundation

• Gopher Broke Scramble o Held kick off meeting with volunteer committee for 2015 event. o Save the date letter sent to 2014 sponsors and players.

• Met with Oregon Community Foundation regarding establishing scholarship endowment fund. o OCF will be sharing a presentation to the board at the March 12th Foundation meeting.

• Met with two potential BPR Foundation board candidates. • Coordinating details for 2 bench dedications.

General administration

• Reviewing annual goals; reviewing and projecting end of year expenses and forecasting for 2015-16.

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Staff Report – Planning & Design

BPRD PROJECT UPDATES February 2015

Bond-Funded Projects

Colorado Dam Safe Passage: Construction of stage one is complete and the river flow is now directed to river right. Stage two is initiated and includes construction of the safe passage and whitewater channels, deconstruction of the existing pedestrian bridge and construction of pedestrian bridge foundations. Please continue to observe closures and detours while traveling in and around the project area. Closures and detours will be in place around the area until 2016.

McKay Park: Planning and design for improvements to McKay Park are underway. Construction will commence following the completion of the Colorado Dam Safe Passage project. The park is currently closed for construction staging for the Safe Passage project and detours are in place. McKay Park is expected to reopen in the summer of 2016.

Pine Nursery Park Infrastructure: Bond-funded construction at Pine Nursery Park is complete. The contractor will be on-site again this spring to ensure the irrigation system is operating properly and to replace any plant materials that did not survive the winter season.

Simpson Pavilion: Construction is underway. Contractors are pouring footings and foundations as well as installing utilities. The project is expected to be complete by the end of 2015.

Riley Ranch Nature Reserve (RRNR): Preparation of permits for the development of phase one improvements for RRNR continues. Site specific design necessary to support the permit application is also in process. It is expected that a permit will be submitted to the County by May 2015.

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Deschutes River Trail (DRT): Putnam to Riley Ranch Nature Reserve Bridge Segment – Staff has drafted easement documents which are under review by Shevlin Sand and Gravel representatives and Brooks Resources. These easements will allow for trail alignments through their respective properties. Kirkaldy Ct. to Putnam Rd. Segment – After meetings with adjacent property owners and the Awbrey Meadows Homeowners Association (HOA) Board of Directors, the issue of BPRD acquiring a trail easement over the buried Tumalo Irrigation pipeline has not yet been resolved. Draft easement documents are still under review by the HOA. Pacific Park to Drake Park Segment – Draft concepts for the Pacific Park to Drake Park trail improvements have been refined by the consulting team and are being presented to adjacent property owners for comments. There are three owners out of six total properties between the Newport Bridge and Drake Park from whom trail easements are needed. Property survey work along the proposed alignment is also underway. Galveston to Miller’s Landing Park Segment – Riverfront St. was chosen for further concept development and those concepts were presented to the Board and to City staff in October. After additional City coordination in January, the concepts will be presented to the neighborhood for comments at a public open house meeting scheduled for 5:30 – 7 pm, March 4, in the Riverbend Community Room at the District Office. South UGB Segment – The Citizens’ Advisory Committee (CAC) has approved the Purpose and Need statement for the project and the selection criteria for the proposed bridge. Based on committee feedback, the CAC is evaluating five conceptual bridge and trail options. The most recent meeting was held on February 18. The CAC determined that the selection criteria needed additional review and input about potential weighting and additions. Staff will present an update on this project at the March 3 Board meeting.

Colorado Undercrossing and DRT Trail Extensions: The revised project schedule targets an October through November 2015 closure window to allow sufficient time to order materials, complete design and coordinate with utilities and stakeholders. Coordination with City staff on the Colorado Lift Station Project continues, as both teams prefer to construct the two projects within the same closure window. Design continues on the undercrossing, including identifying materials to build the walls and support the slopes. 90% design is expected in mid-March. Land use permitting will begin this spring.

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Non Bond-Funded Projects

Shevlin Park Management Plan: Products from four CAC meetings to date include an updated mission statement, six project goals, a preliminary draft of issues needing to be resolved at the park and possible strategies to address those issues. A third staff round table discussion was held on January 29 to review issues and develop specific strategies to resolve or mitigate issues. The next staff round table meeting is scheduled for March 11 to prioritize strategies and will be followed by another CAC meeting on March 18 to review those recommended priorities.

Canal Row Neighborhood Park: A maintenance project to improve the irrigation access road and install fencing is nearly complete. Land use permitting and construction bidding for the park development will proceed this spring with construction following later in 2015.

1st Street Rapids Park: Design and engineering are being finalized for the east side route to the new bridge and for other improvements in the park. Permitting for park improvements on the east side of the river is proceeding this winter with construction to commence by summer 2015. Construction of the accessible trail connection on the west side of the river is nearly complete - landscaping, signage and other site clean-up work remains to be done this spring.

Bend Senior Center Remodel and Expansion: At the December meeting the Board reviewed the scope of work for minor interior improvements to proceed into the spring of 2015. These improvements have been designed and are scheduled to go out for bid the last week of February, with bids due back at the end of March. Construction will commence after the 15th of April and is expected to last for 6-8 weeks.

Pine Nursery Community Park: A contract has been awarded for the construction of Phase 3 improvements which includes parking lot lighting, a playground, bike parking, a disc golf trail, a trash enclosure and renovation of the field backstops. Work commenced on the backstops in mid-January and should be complete by the end of February. Construction of the remainder of Phase 3 has started with the excavation for electrical lighting in the north parking lot. Construction is expected to continue through the spring and into early summer.

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Pine Nursery Community Park Pickleball Phase 2: The contractor has started work on-site to build the eight additional pickleball courts. Grading and utility work are currently underway, and the footings for the shade structure are installed. Work is expected to continue through the spring and be complete by summer 2015.

Ponderosa Park: Construction at Ponderosa Park is mostly complete. The contractor will be on-site again this spring to ensure the irrigation system is operating properly and to confirm the new landscaping is well-established.

Discovery Park: Construction of Discovery Park is almost complete with final landscaping work extending through the spring of 2015. The public is being asked to help protect the newly installed plants and turf by refraining from entering the site until the park opens in the late spring or early summer of 2015.

Alpine Park Trailhead: Construction is complete on the street improvements at Alpine Park. Landscaping installation and trailhead improvements should be complete by early spring of 2015. Pending easement negotiations, the development of the connector trail to Tetherow will follow later in 2015.

Mirror Pond: Public outreach for the Mirror Pond and Downtown Redevelopment Concept closed at the end of January. The results of the questionnaire are currently posted on the project website (www.mirrorpondbend.com) along with information from the public meetings. The trends from both the questionnaire and public meetings are largely positive and in support of the broad concepts. The latest ad-hoc committee meeting was February 25.

Skyline Park Accessibility Improvements: Construction for renovations of accessible routes from the two parking areas at Skyline Park to the sports fields and for minor accessibility upgrades to the restroom facility have been designed. Due to a mistake during the bidding process the project will proceed later in the summer of 2015. The delay has offered an opportunity to add some additional accessibility projects to the scope of work.

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http://www.mirrorpondbend.com/


Hillside and Rock Ridge Parks Master Plans: Staff interviewed three firms for the Hillside and Rock Ridge Master Plans. Interviews were held the week of January 26 and Cameron McCarthy was selected as the most qualified consultant. Their contract was presented to the Board on February 17 for approval. It is anticipated that the public outreach and master plan process for both projects will begin in the spring.

Stone Creek Neighborhood Park Property: The District has entered into a Development Agreement with Lands Bend LLC for the design and construction of a new approximately 6-acre neighborhood park in the Stone Creek development. The park is located north of the old Bend Trap Club property off of Brosterhous Road. The park will be designed and constructed to District standards and will ultimately be owned and operated by the District. The public outreach process and design for the park should start this spring.

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Staff Report – Park Services

Park Services Accomplishments for February 2015

Facilities/Construction Maintenance

• Replaced 31 year old HVAC unit in Park Services office • Installed new 50 meter pool deck lap clocks • Repaired Big Sky Fire Station water damaged ceilings • Replaced Aspen hall wall fabric and refinished interior woodwork • Installed utility sinks at Pine Nursery Park restroom • Replaced Aspen Hall HVAC #4 unit • Installed new landscape stairs at Drake Park restroom

Construction

(See Planning and Design report) Landscape

• Started infield pre-season prep on Stover and Juniper park infields for upcoming high school softball seasons

• Assisted with storm cleanup for all the downed trees within our parks • Hard surface cleanup at Ponderosa Park and Pondi Bike Park • Dormant tree pruning at Pine Nursery Park • Started sod removal for turf renovation at Wild Flower Park • Renovating Mt. View Park irrigation system by splitting zones to increase pressure on the

turf spaces • Started irrigation renovation project on the front side of Sawyer Park. Automating the

existing manual quick coupler system, adding valves, timers and new heads. Natural Resources

• Rim Rock fuels reduction project completed by Heart of Oregon on February 5th and received great feedback from adjacent homeowners

• Shevlin Conservation Easement fuels project completed February 5th consisted of 43 acres of brush mowing/mastication. We received $10,000 grant from Deschutes County to implement this project.

• Goose hazing continues, geese are pairing up and nesting. We will soon start looking for occupied nests. Jeff Amaral will speak at Park Services about nesting and what to look for.

• Crew cleaned up after February 6th windstorm • Staff attended chainsaw training

Shop Staff

• Vehicle / equipment maintenance & repair • Play for Life branding on district vehicles • Purchased Ford Transit Connect for facilities custodial program

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Staff Report – Park Services

• Installed replacement entry gates at Pine Nursery off of Purcell Park Stewardship Program

• Skatepark transition of moving bikes from new park to the old skatepark going well • Good reports from river trail users that most dogs are now on leash • Staff attended Park Ranger Academy in Eugene February 24-26 • Preparing for ORPA Directors Retreat in Bend on April 3rd focusing on vagrancy and

homeless issues in our parks • First event of the season Polar Plunge in Riverbend Park – 900 participants February 14th • Royal Run – ran through Farewell Bend Park February 15th • Managing, processing, pre-event meetings for the new 2015 season that begins in April

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Board Calendar 2014-15

*This working calendar of goals/projects is intended as a guide for the board and subject to change. March 17 Work Session Special Districts Association of Oregon (SDAO) Volunteer Program Needs Based Assistance Report and FY 15-16 Plan Latino Outreach Update *no business session April 7 Work Session Communications and Marketing Plan Third Quarter Review of CIP Business Session SDC fee schedule annual adjustment Early lease extension request from Cascade School of Music Approve Easement for Deschutes River Trail North (RRNR) –consent agenda

April 21 Work Session Colorado Dam Management and Communications Simpson Pavilion Business Plan and Budget

Business Session April 22 Budget Committee Tour 9:00 to 4:00 Review proposed CIP May 5 Work Session Business Session May 11th & 13th BUDGET MEETINGS Annual Action Plan May 19 Work Session Business Session

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June 2 Work Session Business Session Adopt budget and categorize taxes Adopt Capital Improvement Plan Approve Colorado Avenue Undercrossing Contract June 16 Work Session Fourth Quarter Review of CIP Business Session

TBD Skate Park Master Plan Canal Row Park Construction Contract Award First Street Rapids Park Construction Contract Award SE Bend Neighborhood Park Performance measurements Strategic Plan measurements Strategy for assessing park maintenance shop/office needs Economic impact study Kirkaldy Ct. to Putnam Rd. easement Drake Park Policy Events in Parks discussion Riley Ranch Nature Reserve Management Plan approval Grant an easement for the North Unit Irrigation District at Canal Row Park

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Board of Directors Agenda & Reports March 3, 2015

Documents