Board of Directors

Agenda & Reports

October 1, 2013

Bend Park and Recreation District Board of Directors

Agenda

October 1, 2013

5:30 PM Work Session 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 Staff Introductions 1. Recreation Report – Summer 2013 2. Needs-Based Assistance Plan update 3. Colorado Dam Safe Passage update EXECUTIVE DIRECTOR’S REPORT 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. 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.

2

BOARD AGENDA COMMUNICATION

AGENDA DATE: October 1, 2013 SUBJECT: Recreation Report – Summer 2013 STAFF RESOURCE: Matt Mercer, Recreation Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: None – Informational Only COMMITTEE ACTION: None STRATEGIC PLAN: Theme: Community Connection Objective: Respond to User Expectations Initiative: Addresses a variety of Initiatives BACKGROUND In order to keep the board informed of the delivery of core services, progress on strategic goals and trends in programs and services, the recreation department has provided semi-annual reports – one representing the school year season and one covering the summer season. The board will receive a staff report on the performance, trends and selected highlights from a highly successful summer 2013 recreation program. BUDGETARY IMPACT None STAFF RECOMMENDATION None MOTION None ATTACHMENT None- A copy of the PowerPoint presentation will be provided to the board at the meeting.

3

BOARD AGENDA COMMUNICATION

AGENDA DATE: October 1, 2013 SUBJECT: Needs Based Assistance/Scholarships STAFF RESOURCE: Matt Mercer, Recreation Director PREVIOUS BOARD ACTION: Adopted Policy, December 18, 2012 Adopted FY 13-14 Budget, June 18, 2013 ACTION PROPOSED: Review and comment COMMITTEE ACTION: None STRATEGIC PLAN: Theme: Community Connection Objective: Respond to User Expectations Initiative: Ensure access to critical recreation programs and

services for those with limited ability to pay BACKGROUND The board adopted a new Needs-Based Assistance Policy (formerly known as the Scholarship Policy) on December 18, 2013. The policy establishes priorities in order to ensure the highest and most critical needs are met with available resources. Priorities are based on income level, population and type of service. A copy of the adopted policy is attached. The policy is implemented through an annual board-approved Needs-Based Assistance Plan and the adoption of funding in fiscal year budget. The board reviewed a draft of the Needs-Based Assistance Plan for FY 13-14 during January 2, 2013 board retreat but did not approve the final plan. The board did, however, adopt funding to support the final plan in the FY 13-14 budget. A copy of the proposed FY 13-14 Needs-Based Assistance Plan is attached for board review and approval. BUDGETARY IMPACT $285,000 was included in the adopted 2013-14 fiscal year budget to support needs-based assistance. This represents a $76,000 increase over last year’s budget and a $57,238 increase over last year’s actual. These increases were to support increased demand for needs-based assistance and the implementation of the Needs-Based Assistance Plan for 13-14 The source for needs-based assistance funding includes $38,000 in fundraisers and donations, $55,200 from cell tower lease fees and 196,800 in general fund transfer.

4

STAFF RECOMMENDATION Staff recommends that the board approve the Needs-Based Assistance Plan for Fiscal Year 13-14. MOTION I move to approve the Needs-Based Assistance Plan for Fiscal Year 2013-14. ATTACHMENT Needs-Based Assistance Adopted Policy Needs-Based Assistance Plan for Fiscal Year 2013-14

5

6

7

Needs-Based Assistance Plan – FY 13-14

Recreation Program Assistance Population Core Programs Complementary Programs Disabled 75%/50% 50%/25% Youth (under 18) 75%/50% 50%/25% Adults with health considerations 50%/25% 25%/0% Senior (65+) 50%/25% 25%/0% General Adults N/A N/A All Recreation Program assistance is considered a Scholarship Program with the assistance amount reimbursed through the Scholarship Fund revenues Juniper Swim & Fitness Center Assistance Facility Passes (General or Fitness) Frequency Disabled Unlimited 50/25% Youth (under 18) Unlimited 50/25% Adults with health considerations For prescribed period 50/25% Senior (65+) Unlimited 50/25% General Adults 1, 3-month or 20-Visit per year 50% Family Unlimited 25% Bend Senior Center Assistance Fitness Passes Unlimited 50%/25% All Facility Use assistance is considered a Partial Fee Waiver program although funds will be transferred from the General Fund to offset the loss of revenue. Free and Low Cost Programs and Service MAGIC in the Parks – Free summer playground program Day of Play – Free special event for families with young children Hersey Track Meet – Free program for youth and teens

8

Discover Nature Days – Free nature-based programs for youth in the parks Senior Center Wellness Events – Variety of free, wellness-focused program and events Senior Center Social Programs – Low cost social-oriented programs for seniors Free and reduced cost programs are included in the proposed budget and do not receive a needs-based reimbursement. Definitions/Explanations

1. The percentage represents the portion of the regular fee that is provided through the needs-based assistance program.

2. Where two levels of assistance are shown, the first percentage applies to households qualifying as high need and the second is for households qualifying as moderate need. Where there is a single assistance amount, the moderate need guidelines apply for all.

3. Disabilities include individuals with permanent physical or developmental disabilities, including persons qualifying for long-term disability assistance. Documentation may be required in some cases (Long-term disability award letter or SSI)

4. Adults with qualifying health considerations (temporary or chronic but not a permanent disability) require physician’s prescription for exercise and duration. An updated physician’s prescription is required at the time of submitting a new needs-based assistance application every 6-months.

5. Core and Complementary programs are identified through the Program Development and Delivery Process and are identified during the time of program entry into Rectrac.

6. Assistance for contract programs is limited to 25% regardless of income level. These will be identified during the time of program entry into Rectrac.

7. Some programs and services are not eligible for assistance. This includes private benefit and non-essential services (rentals, concessions, personal training, etc.) and programs already heavily subsidized (Senior Center social activities, issue-based services). These services will not have a needs-based assistance code in Rectrac.

8. The assistance amount does not apply to Out-of-District fees. Non District Residents must pay the full Out-of -District fee.

Application/Qualification Process 1. Households must complete an application to determine eligibility every 6-months. If

circumstances change within the year, households may submit more current documentation for review.

2. Verification of Income is required with each application. The preferred verification is a copy of the most recent 1040 Income Tax Return. Other forms of verification that can be considered if a tax return is not available include: Proof of Social Security Benefits (SSA Benefit Statement or SSA – 1099); Proof of disability pay (SSI); Current OHP Verification of Benefits letter; Oregon Trail (food stamps) award letter, etc.

9

3. Households qualify for the higher level of need assistance if their income is below the Federal Poverty Guidelines. Households qualify for moderate need assistance if their income is below 185% but above 100% of the Federal Poverty Guidelines. (see chart)

4. Designated staff will review applications, determine eligibility based on the guidelines and call the applicant within five business days of receiving application to inform them if they have qualified for assistance.

5. Registration staff will activate the approved assistance level the household qualifies for in Rectrac so that household members may receive designated assistance when registering for programs.

6. Exceptional situations will be considered by the Needs-Based Assistance Program Administer, Sue Jorgenson. Examples include: inability to pay the participant portion of the fee; financial circumstances that are not reflected in the income documentation; requests made by other social service organizations, etc.

Income Qualifying Guidelines

Household High Need Moderate Need

Members Annual Monthly Annual Monthly 1 11,490 958 21,257 1,771

2 15,510 1,293 28,694 2,391 3 19,530 1,628 36,131 3,011 4 23,550 1,963 43,568 3,631 5 27,570 2,298 51,005 4,250 6 31,590 2,633 58,442 4,870 7 35,610 2,968 65,879 5,490 8 39,630 3,303 73,316 6,110 Each

Additional 4,020 335 7,437 620

1. High need is based on the 2013 Federal Poverty Guidelines 2. Moderate need is based on 185% of 2013 Federal Poverty Guidelines (same as what is used for school

reduced meal programs) Registration Process:

1. Individuals must be approved for assistance before registering. 2. Participant is responsible for the remainder of the fee at the time of registration.

There are currently no limitations on the number of programs that people may register for; however, limitations may be put in place should requests exceed available funds.

10

Program Guide and Public Information

The following information will be used in the Program Guide, application forms and other materials describing the Needs-Based Assistance Program.

The district believes that everyone should have the opportunity to benefit from recreation activities. Financial assistance is available to qualifying individuals for many fee-based recreation programs. Funding is limited and the district’s goal is to ensure that the most critical services are available to those with the highest need including youth, seniors and individuals with disabilities.

To Apply for Needs-Based Assistance:

1. Complete an application at least one week prior to registering for the program. Applications are available online or at any of the district facilities.

2. Submit the completed application and a copy of your most recent IRS 1040 Income Tax Return to any of the district facilities or mail to Juniper Swim & Fitness Center, 800 NE 6th Street, Bend OR 97701.

3. A staff person will contact you by phone within five (5) business days of receiving to inform you of the status of your application.

4. Your portion of the fee will be required at the time of registration. 5. Applications are valid for 6-months. You will need to reapply after 6-months. All application

materials are kept confidential.

11

Needs-Based Assistance Program FAQ’s and Application Process

Statement of Philosophy The district believes that everyone should have the opportunity to benefit from recreation activities. Financial assistance is available to qualifying individuals for many fee-based recreation programs. Funding is limited and the district’s goal is to ensure that the most critical services are available to those with the highest need including youth, seniors and individuals with disabilities.

How do I qualify? Qualification for assistance is based on the individual situation including household size and income level. Assistance to adults ages 19-64 is limited to those who are disabled, have health considerations, or for limited JSFC use. Encourage people to complete an application to determine eligibility. A staff person will contact you within 5 days of receiving your application to notify you of our eligibility. (Do not attempt to provide people specific income guidelines) How much assistance can I receive? The level of assistance varies depending on the individual situation, programs desired and district resources. Once you have been approved for needs-based assistance, the registration staff will be able to let you know the fee for any specific programs or you will be able to look and register online. (Do not try to provide people with estimated fee or assistance amount for specific programs, unless it is a program that we do not provide assistance for (i.e. non-essential services) How does the new program differ from the scholarship program? The needs-based assistance program is very similar to the scholarship program in that it is based on financial need. The difference is that the needs-based assistance program prioritizes district resources in order to provide assistance that is available to a broad range of populations and programs while providing a higher level of assistance for the more vulnerable populations and critical recreation services. Overall, the district has committed up to $300,000 for needs-based assistance, an increase of nearly 50% over previous years. (Do not get into priorities other than that we prioritize individuals with disabilities, youth, and seniors 65+)

12

How to Apply for Needs-Based Assistance: 1. Complete an application at least one week prior to registering for the program. Applications are

available online or at any of the district facilities. 2. Submit the completed application and a copy of your most recent IRS 1040 Income Tax Return

to any of the district facilities or mail to Juniper Swim & Fitness Center, 800 NE 6th Street, Bend OR 97701.

3. A staff person will contact you by phone within five (5) business days of receiving to inform you of the status of your application.

4. Your portion of the fee will be required at the time of registration. 5. Applications are valid for 6-months. You will need to reapply after 6-months. All application

materials are kept confidential.

13

BOARD AGENDA COMMUNICATION

AGENDA DATE: October 1, 2013 SUBJECT: Colorado Dam Safe Passage Project STAFF RESOURCE: Chelsea Schneider, Landscape Architect Michelle Healy, Strategic Planning & Design Director Don Horton, Executive Director PREVIOUS BOARD ACTION: August 20, 2013 – Introduction of bridge locations

July 2, 2013 Contract approval with Otak, Inc. for the Colorado Dam Safe Passage Project

ACTION PROPOSED: Consensus on bridge location STRATEGIC PLAN: 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 On August 20, 2013 staff presented to the board two locations to consider for the pedestrian bridge placement at Colorado Dam The two locations are referred here as “Concept A” and “Concept B.” Concept A is proposed at a location approximately where the existing pedestrian bridge is located. Concept B is proposed at a location downstream of the current pedestrian bridge and would more directly connect Millers Landing and McKay parks. Staff has been working with the Bend Paddle Trail Alliance, Bill Smith (as the landowner), the city and the general public on the design of the Colorado Dam Safe Passage project including the preferred bridge location. The district hosted two community meetings on September 18 to determine if there was a preference for one of the two bridge locations. The outreach process yielded the two key considerations that support locating the bridge in the original location, Concept A:

1. The bridge will serve as a viewers’ platform. Concept A provides the preferred location for viewers. It will also help to minimize the number of onlookers who gather on Colorado Avenue. Viewing from Colorado Avenue could presents safety hazards for pedestrians and vehicles.

2. The size of the bridge in the Concept B location could negatively impact the view downstream. Placement of the bridge in the Concept A position should have minimal impact on the view of the river, although it is likely to have a greater visual impact than the existing pedestrian bridge because the elevation of the new structure will be higher than the road surface of the Colorado Avenue Bridge.

14

The disadvantages of Concept A are:

1. There will be no direct connection between Millers Landing and McKay Park causing greater travel and less cross river use of the two parks.

2. Concept B would allow for continued connectivity through the entire construction period. Concept A will require a bridge closure for up to a year, disrupting the flow of Deschutes River Trail traffic. It is unclear if an alternative route can be established.

A third option arose from the public discussion which was to cantilever a pedestrian bridge off the side of the Colorado Bridge. Staff asked OTAK, the engineering firm assigned to this project, to provide a quick feasibility study of this alternative. After pricing the cost at approximately 25% higher than either Concept A or Concept B, the cantilever option was discarded. In order to construct the bridge in the Concept A location, the design team will further consider the canyon effect that could create user issues at the Colorado undercrossing and accessibility issues associated with connecting the new bridge to the undercrossing, the sidewalk on Colorado Avenue and the Deschutes River Trail. Also of primary concern were the wishes of the landowner. We have agreed to minimize the canyon effect, assure that frazil ice problems can be resolved in the event frazil ice creates a dam, and to negotiate an operations and maintenance agreement with the landowner. BUDGETARY IMPACT The June 2012 preliminary estimate of construction of the pedestrian bridge was $1,314,950. The two options presented here are estimated to range from $878,000 to $910,000 depending on decking selection. The Colorado Dam Safe Passage project is budgeted in the Bond Capital Projects Fund at $1,672,500 in fiscal year 2013-14 to complete design and begin construction of the project. The current estimated cost for the full design and construction of the project is $7,350,000, of which $900,000 is projected to come from contributions and fundraising by the Bend Paddle Trail Alliance. STAFF RECOMMENDATION This information is being shared with the board to reach a consensus that the original bridge location shown in Concept A is the most appropriate location for the pedestrian bridge. Reaching a consensus on the bridge location is necessary at this point to continue design and keep the project on schedule. Additional information about the Colorado Dam Safe Passage project design, including details about the planning for McKay Park will be shared with the board in the fall. MOTION None – for discussion only. ATTACHMENTS Letter of Support for Concept A from Bend Paddle Trail Alliance. Graphic – Concept A and B

15

16

17

18

Board Calendar 2013-14

*This working calendar of goals/projects is intended as a guide for the board and subject to change. October 15 Work Session Summer Park Activity (events, park use, etc.) Natural Area Management discussion Needs-Based Assistance Plan (consent agenda) Business Session Approve Insurance Agent of Record Approve Discovery Park Development Agreement Approve Discovery Park Purchase & Sale Agreement November 5 – Election Day Work Session Business Activity in Parks Policy Easement Policy Messaging Campaign Update Inclusion Services Report Bend Pickleball Club & PUSH – facility stewardship & operation Business Session Codify personnel policies Deschutes River Trail P&E Contract Award Bend FC Timbers Agreement Approve Reed Market/15th Street Agreement Riley Ranch Nature Reserve Master Plan Contract Award Senior Center Renovation A&E Contract Award November 19 Work Session Financial Policies Bond Projects Update Business Session Approve Easement Policy Ponderosa Park Construction Contract Award December 3 Work Session Website (current use, format and future) Park Services Report Pine Nursery – fields, lighting, playground, etc. project plan Business Session

19

December 17 Work Session Business Session Financial Statement Audit Approve Canal Row Master Plan Approve Discovery Park Master Plan Miller’s Landing Boardwalk Construction Award Approve Senior Center Phase 1 Final Concept Plan & Cost Estimate January 7 - Board Workshop Financial Forecast SDC Fund Forecast CIP prioritization Strategic Plan/Annual Action Plan January 21 Work Session Future of P&R Foundation Recreation Cost Recovery/Subsidy Allocation Model Business Session Receive Budget Committee member applications Approve Alpine Trailhead Plan Skyline ADA improvements Construction Contract Award Approve First Street Rapids Park Master Plan February 4 Work Session Appoint Budget Committee member(s) CIP review Review property tax revenue forecast Needs-based assistance program/scholarships Business Session Award Alpine Construction Contract February 18 Work Session Performance Management System Natural areas/open spaces/trails standards Enforcement of rules and regulations in parks system Recreation participation rates and demographic report Business Session

20

March 4 Work Session CIP review/project update East side community-building Business Session Approve McKay Park Master Plan Approve Simpson Site Master Plan March 18 Work Session Role of volunteers in the organization Needs-Based Assistance Plan 2014-15 Recreation Initiatives Progress Report Business Session Approve Riley Ranch Nature Reserve Master Plan April 1 Work Session Business Session Approve ADA Transition Plan Recreation Plan Adoption April 15 Work Session Business Session Colorado Dam Safe Passage Construction Contract Award Award Simpson Pavilion Construction Contract McKay Park A&E contract award April 22 - Budget Committee Tour May 6 – Election Day Work Session New messaging campaign materials Business Session Set SDC fee schedule – Resolution (discuss methodology review) May 12, 14 & 20 – Budget Meetings

21

May 20 Work Session Business Session Award Senior Center Construction Contract June 3 Work Session Facilities Maintenance Standards Annual Action Plan Year End Report Business Session Adopt budget & impose taxes Adopt CIP Pine Nursery Construction Award – fields, playground, lighting, etc. June 17 Work Session Recreation Report – School Year 2013-14 Business Session First Street Rapids Park Construction Contract Award Canal Row Park Construction Contract Award Approve Riley Ranch Construction Contract TBD Shevlin Park Management Plan Skate Park Master Plan

22

Community Relations Dept. September Activity Overview

Community Relations and Administration

• ORPA conference planning, awards program development and session development on agency branding

• District branding development – preparation, workshop, follow up and continuation • Illegal activity in parks - Addressed and explored issues as well as overall park use management

considerations. • DogPac memorandum defining parameters around the district’s interests in the development of

a water feature proposal at Bob Wenger off-leash area. • Evaluate overall summer activity in parks; reviewing policies and operational practices. Drafted

an overview of summer activity in parks. • Colorado Dam whitewater feature agreement review. • Day of Play • Submitted extension for CAPRA.

Events and Outreach

• Day of Play – planning, coordinating, day of, clean up and final details • Event reservations

o Park events : 9 o Run through a park : 6 (5 new)

• Working thru summer post events, accounting • Reviewing new 2014 event proposals • District participation in other events: Health Fair, Teachers Night Out

Volunteer Service

• Volunteer recruitment for recreation programs, Day of Play (40 volunteers – 136 hours), For the Health of It: Health and Wellness Fair (8 volunteers – 34 hours of support)

• Park & Trail projects included I Heart Bend group - bark spreading at Juniper Park and a new park adoptee at Jaycee Park by a neighboring family

• Other dept work: Participated in district branding/messaging workshop and assisted with development of Kiwanis ORPA award video

23

BPR Foundation Gopher Broke

• Net proceeds for the 2013 event will be close to $28, 000 • Coordinated BPR Foundation board members, sponsors, food & beverage providers, registration

for players, volunteers & staff to support event. o 139 players participated o 34 hole sponsors & food/beverage providers o 5 volunteers assisted with registration and hosting at holes on the course

• Provided event support – invoicing, deposit, receipts • BPR Foundation board members supported the event by securing sponsors and prizes,

sponsoring holes, hosting the event and assisting with event logistics, and playing in the tournament.

Dedicated Benches • Two bench dedications at Millers Landing Park and new bench installations/dedications at

Shevlin Park and on the Deschutes River Trail. Bend Pickleball Project

• Groundbreaking at Pine Nursery Park • Accounting and receipts for donations and support for fundraising group.

Heroes Memorial Plaza • 10 additional brick dedications for the plaza.

Marketing

• Attended and presented at ORPA conference • Coordinated and attended creative workshop for district messaging

Advertising/Sponsorships/Events/Promotions • Currently running fall recreation advertising for radio/tv/print • Coordinated advertising and assisted with sponsorships for Day of Play and Wellness & Fitness

Fair • Sent out PSAs for Day of Play, Wellness & Fitness Fair, skatepark groundbreaking, Colorado Dam

open house and senior center lunch and learn series. • Assisted on site at Gopher Broke Scramble and Wellness & Fitness Fair • Assisted with Pickeball groundbreaking, Skatepark groundbreaking, Gopher Broke Scramble, Day

of Play and Health & Wellness Fair • Assisted with branding & messaging workshop • Attended OPRA Conference September 15-17

Collateral Materials

• Completed fall recreation guide community distribution • Planning for winter-spring recreation guide and 2014 guide/registration schedule • Produced Pavilion Rental sign • Coordinated edits of Bend Senior Center newsletter, KIDS Inc., JSFC bimonthly e-newsletter • Produced facility signs and posters for maintenance and improvement, upcoming programs and

JSFC information to patrons

24

Website & Social Media • Updated Facility Reservations pages – website will launch October 7 to the public • Developing second phase of accessibility improvements on website: alt tags for photos • Updated website and Facebook posts: Day of Play, Gopher Broke Scramble, Colorado Dam • August 2013 website traffic: 25,655 visitors (+12%) 46,497 visits (+15%) / 112,350 page-views

(+7%) / 2.42 pages per visit (-7%) / 01:51 avg. visit duration (-4%). Compared to August 2012. • Increasing fan base on Facebook: as 9/25/13 Increasing fan base on Twitter: as 9/25/13

BPRD – 2,512 likes BPRD – 1,743 followers JSFC – 1,313 likes BSC – 79 likes

25

Park Services September 2013

Facilities/Construction Maintenance

• Replaced 35-year old transformer at Park Services. • Placed 300 yards of playground chips in several park playgrounds including Big Sky, Compass,

Lewis & Clark, Quail, Pilot Butte and Wildflower. • Completed lighting and plumbing upgrades at JSFC. • Restriped Pine Nursery parking lot. • Replacing Stover Park playground tile. • Replaced Hollinshead Barn exterior stairway. • Repaired unusually large number of graffiti and vandalism to facilities throughout district.

Construction

• Continued construction of Miller’s Landing Park restroom and shade structures, and completion of fencing and soft trail.

• Pine Nursery 1C north restroom and shelter structure construction continues and initiation of south construction.

• Continued construction of Pine Nursery Phase 2 north parking, roadways, roundabout and pickleball courts.

• Continued installation of Ponderosa Park playground, paver pathways and completion of pickleball court.

• Initiation of Ponderosa Park skate park construction including protective fencing and contractor access.

Landscape

• Field layouts and painting for weekly sports programs, soccer and softball. • Completed Fall aeration and fertilization at Skyline Sports Complex. • Currently thatching and aerating turf areas at several neighborhood parks. • Supported large events in the parks: Duck Race and Walk to Defeat ALS. • Assisting with set up for the Day of Play event in Riverbend Park.

Natural Resources

• Continued spraying and pulling weeds on trails and in parks; suspended fire fuel reduction due to extreme fire danger.

• Goose hazing continues and has been very effective. Dog volunteers have logged over 40 hours of hazing a month. USDA Wildlife Services reported two surveys: 9/3- 81 geese counted along the river parks. 9/12- 68 surveyed in Drake, Farewell Bend and Riverbend Parks. These are the lowest numbers counted since the district started hazing.

• Completed tree work along Riverside in Drake Park prior to city construction project. • Extended existing fence in First Street Rapids Park on east side to prevent people accessing

private property from district’s property.

26

• Sprayed Pioneer Park black locust trees that are infested with locust borers. Will assess trees this winter for limb and/or tree removal.

• Continuing Tumalo River Trail accessibility improvements in Shevlin Park. A new trail map was designed and posted in the kiosk.

• Flagged approximately 70 trees for removal in the Pine Nursery construction site. The wood will be donated for firewood to local low income households.

• Disc golf course signs were designed and installed at Pine Nursery. • Assisted with cleanup for Day of Play event in Riverbend Park. • Coordinating the work on 3 donor benches; 1 along east side of Deschutes River Trail and 2 in

Shevlin Park. Shop Staff

• Ongoing vehicle and equipment maintenance and repair. • Started recertification of propane tanks. • Provided equipment support and amenities assembly for Miller’s Landing Park. • Fabricated gate repair for Big Sky Park, fence posts for Skyline Sports Complex and sump cover

for JSFC. • Provided support for Day of Play with vehicles, equipment, fabricated projects and staff.

27

PROJECT UPDATES – SEPTEMBER 2013 Planning and Design and Park Services staff work together to plan, design and construct capital projects to serve the needs of the district. Below are brief updates on projects that are currently underway. BOND PROJECTS Colorado Dam Safe Passage: Staff met with project stakeholders and the public to gather feedback on the preferred bridge location and feasibility of a pedestrian undercrossing under Colorado Avenue. The results of that outreach effort will be shared at the October 1 board meeting. Pine Nursery Park Infrastructure: Jack Robinson & Sons Construction is on schedule to complete the parking and access road portion of work in November. The Bend Pickle Ball Club has a Memorandum of Understanding (MOU) with BPRD to create and eight court complex at Pine Nursery and the initial pavement work is included as a part of the infrastructure construction. The pickle ball courts are funded separately from the bond and will include fencing and court surfacing. Court subgrade work is nearly complete, and expected completion date is Thanksgiving. Simpson Site/Pavilion: Design and planning for the site master plan and pavilion facility continues. The consultants are currently working on the cost impacts of expanding the building footprint to shelter a range of non-ice related recreation facilities including full size tennis courts. It is expected that BPRD will have initial estimates of costs in mid-October and these costs could be presented to the Board in November. Riley Ranch Nature Reserve: The RFP for master planning and resource management services was closed on September 20, 2013. Seven proposals were received and will be evaluated on September 26. 2013. Interviews with short-listed firms will be held either the week of 9/30-10/04 or 10/14-10/18. It is expected that a contract for consultant services could be presented to the Board in early November. Deschutes River Trail: Staff is preparing an RFQ to select a consultant team that will be responsible for planning/engineering and design of the entire trail and footbridge project package. The RFQ will be released in October. NON BOND-FUNDED PROJECTS Bend Senior Center Remodel and Expansion: The RFP for design and construction drawings closes on September 27, 2013. Following review of the submitted proposals a short list of consultants may be selected for interview. It is expected that a contract with the selected consultant will be presented to the Board in early November. Pine Nursery Community Park: Construction of the park buildings including two restrooms, a picnic shelter, four dugouts and the field house has started. Footings and foundation walls have been poured for the “North” community park restroom and picnic shelter. The “South” athletic field restroom and dugouts began immediately following Labor Day, and work will continue through spring of 2014. Concurrently, scoping for the future athletic field and support facilities with Bend FC Timbers and staff (recreation, planning and design and park services) is underway. Mirror Pond: The application period for potential public members closed September 13, 2013. Eleven applications were received and forwarded to the Ad-Hoc Committee. It is hoped that a

28

meeting with Pacific Power executives will take place in mid-October. The consultant team remains on hold pending some outcome from these meetings and further direction from the Ad-Hoc Committee. Miller’s Landing: Keeton King continues construction of the restroom and shelter. BPRD staff will soon be installing park lighting and additional furnishings. Design work is proceeding for the community garden and the boardwalk along the river. Construction of these components is expected to continue through the winter. 1st Street Park Master Plan (formerly Davis): Scoping for the park design continues, including a preliminary investigation of east and west side parking areas and Americans with Disabilities Act (ADA) routes to the bridge. A restoration plan is also being implemented to mitigate construction impacts from the bridge placement. Canal Row Neighborhood Park (formerly Butler Market): In response to a federal Bureau of Reclamation (BOR) requirement, an archeologist was contracted to conduct a preliminary evaluation of historic features on site. The archeologist’s report is in for review at the BOR. Due diligence is progressing including discussions with the irrigation district, City of Bend planning, fire and transportation departments and BOR staff. Ponderosa Park: Final inspection of the restroom will soon take place, allowing use by park patrons. Additional landscaping and irrigation work by BPRD is proceeding, including road signage for improved safety. Wystan Brown Excavation is continuing to install the playground and accessible slope. Skatepark construction began in late August and continued through September. Other community park elements near the skatepark (e.g. picnic shelter, turf areas) should be under construction later this fall and into the spring. Discovery Park: BPRD has reviewed several very preliminary concept drawings with the developer. Work continues on the concept drawings with the hope that acceptable designs for two park options can be presented in an open house sometime in late October or early November. Prior to that open house the options will be presented to the Board. ADA Transition Planning: The district is assembling a plan that will incorporate all aspects of providing park and recreation services to people with disabilities. The plan will include policies and procedures to be followed by the district to insure equal access to employment, programs, facilities and recreation as required under title II of the Americans with Disability Act (ADA). Staff is currently reviewing inventory information for indoor facilities.

29