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Board of Directors Agenda & Reports July 15, 2014

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Page 1: Board of Directors Agenda & Reports July 15, 2014€¦ · BOARD AGENDA COMMUNICATION . AGENDA DATE: July 15, 2014 SUBJECT: Deschutes River Trail Project Update STAFF RESOURCE: Steve

Board of Directors

Agenda & Reports

July 15, 2014

Page 2: Board of Directors Agenda & Reports July 15, 2014€¦ · BOARD AGENDA COMMUNICATION . AGENDA DATE: July 15, 2014 SUBJECT: Deschutes River Trail Project Update STAFF RESOURCE: Steve

Bend Park and Recreation District Board of Directors

Agenda

July 15, 2014

5:30 PM Work Session

7:00 PM Regular Meeting

Executive Session pursuant to:

ORS 192.660(2)(i)

District Office Building 799 SW Columbia

Bend, Oregon

5:30 PM WORK SESSION Staff Introductions Courtney Moran, Community Relations Specialist Jeff Hagler, Park Stewardship Manager Jason Monaghan, Facilities Supervisor Kathya Avila Chaquez, Latino Community Specialist 1. Deschutes River Trail update

2. Branding TV and radio update

3. Senior Center scope and estimate

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.

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Page 3: Board of Directors Agenda & Reports July 15, 2014€¦ · BOARD AGENDA COMMUNICATION . AGENDA DATE: July 15, 2014 SUBJECT: Deschutes River Trail Project Update STAFF RESOURCE: Steve

CONSENT AGENDA 1. Approval of minutes: July 1, 2014, Regular Meeting

BUSINESS SESSION 1. Southeast Bend Community Park Acquisition

2. Approve Colorado Reach of Deschutes River Trail Easement

3. Approve Alpine Park Easement

EXECUTIVE DIRECTOR’S REPORT BOARD MEETINGS CALENDAR REVIEW GOOD OF THE ORDER EXECUTIVE SESSION The board of directors will meet in an executive session pursuant to ORS 192.660(2)(i) for the purpose of reviewing and evaluating the job performance 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 the performance evaluation of public officers and employees shall not be disclosed by the news media.

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Page 4: Board of Directors Agenda & Reports July 15, 2014€¦ · BOARD AGENDA COMMUNICATION . AGENDA DATE: July 15, 2014 SUBJECT: Deschutes River Trail Project Update STAFF RESOURCE: Steve

BOARD AGENDA COMMUNICATION

AGENDA DATE: July 15, 2014 SUBJECT: Deschutes River Trail Project Update STAFF RESOURCE: Steve Jorgensen, Park and Trail Planner Michelle Healy, Strategic Planning & Design Director PREVIOUS BOARD ACTION: HDR, Inc. Contract Approval 1-21-14 ACTION PROPOSED: None – update only

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

The Deschutes River Trail (DRT) project was conceptually identified in the 2012 District Bond (Measure 9-86) and included several trail segments and bridges needed to complete the trail through the district (Figure A). The bond informational materials also identified property or easement acquisitions in support of the future trail development. Following voter-approval, staff refined the scope of work for the bond funded trail segments for inclusion in a contract for engineering and design services. The refined scope of work maintained the intent of completing the DRT by including original project segments that had not yet been built, and added new DRT-relevant segments. On January 21, 2014 the Board approved a contract with HDR, Inc. I move to authorize the Executive Director to execute a contract with HDR for six project segments ($300,568), and two add alternate segments ($127,315) of the Deschutes River Trail Project for a total budget (for consultant services) not to exceed $470,672. Staff will provide the Board with a status report on progress of the current DRT planning efforts. BUDGETARY IMPACT

None - the District’s 5-year 2015-2019 Capital Improvement Plan includes $4,046,613 in combined bond and system development charges for the entire Deschutes River Trail project.

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Page 5: Board of Directors Agenda & Reports July 15, 2014€¦ · BOARD AGENDA COMMUNICATION . AGENDA DATE: July 15, 2014 SUBJECT: Deschutes River Trail Project Update STAFF RESOURCE: Steve

STAFF RECOMMENDATION

None – update only MOTION

None ATTACHMENT

Figure A, Deschutes River Trail Project Segments

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Page 6: Board of Directors Agenda & Reports July 15, 2014€¦ · BOARD AGENDA COMMUNICATION . AGENDA DATE: July 15, 2014 SUBJECT: Deschutes River Trail Project Update STAFF RESOURCE: Steve

Figure A: Project Segments

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Page 7: Board of Directors Agenda & Reports July 15, 2014€¦ · BOARD AGENDA COMMUNICATION . AGENDA DATE: July 15, 2014 SUBJECT: Deschutes River Trail Project Update STAFF RESOURCE: Steve

BOARD AGENDA COMMUNICATION

AGENDA DATE: July 15, 2014 SUBJECT: Branding Campaign and Recreation Marketing STAFF RESOURCE: Jan Taylor, Community Relations Manager Colleen McNally, Marketing Manager ACTION PROPOSED: For information only STRATEGIC PLAN: Theme: Community Connection Objective: Strengthen Community Awareness Initiative: Implement a district-wide communications plan BACKGROUND

On April 15, 2014, staff shared with the Board a new branding concept, shared the “look and feel” of future television and radio advertising and design standards for collateral materials. This evening staff will share with the board the finished TV and radio advertisements and some samples of the designs in the works. There are two formats to the advertising. The first incorporates the branding message into advertising for recreation program involvement. The second body of work exists for the singular purpose of promoting the branding message. We hope you enjoy them. BUDGETARY IMPACT

This was budgeted in FY 2013-14. Contracted services for brand development and facilitation, design, style guide, radio and television pitch/script and production, art direction, voice talent, editing and delivery was $29,000. In the current fiscal year, staff will be integrating the new brand into logo attire, on District vehicles, and in the lobbies of our facilities at a cost of $15,000. Additionally, we will be creating a second television and radio advertisement for recreation and branding at a cost of $14,000. STAFF RECOMMENDATION

None – for information only. MOTION

None. ATTACHMENT

None.

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BOARD AGENDA COMMUNICATION

AGENDA DATE: July 15, 2014 SUBJECT: Senior Center Renovation Update STAFF RESOURCE: Matt Mercer, Recreation Director Brian Hudspeth, Construction Manager PREVIOUS BOARD ACTION: Adopted Senior Center Renovation and Expansion

Plan (Master Plan) in 5-year CIP ACTION PROPOSED: Provide direction on project scope and budget STRATEGIC PLAN: Theme: Community Connection Objective: Analyze and Adapt to Changing Community Need Initiative: Acquire land, and plan and develop trails, river

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

Theme: Community Connection Objective: Respond to User Expectations Initiative: Invest in programs and services that appeal to

older adult population BACKGROUND

On April 1, 2014, the Board of Directors provided direction to staff to include a modest initial renovation of the Senior Center in year one of the 2015-19 five year CIP with the understanding that the larger expansion is planned to occur during the final two years of the CIP. The Board also approved staff’s request to complete the design for the initial renovation within the FY 2013-14 budget (estimated at $50,000) and include funding for construction in the FY 2014-15 proposed budget ($450,000). Staff has since worked with BLRB Architects to complete the design work and prepare construction and bid documents. A review of the scope and budget will be presented to the Board but a brief summary of changes from the preliminary plan are described below.

• The scope and complexity of the site work grew substantially due to a better understanding of the site conditions, the desire to better meet the intent of the citizen committee’s priority to have a protected pick-up/drop off area, and the inclusion of a community garden, sidewalk connections and additional landscaping elements. The additional cost of this work is estimated to be approximately $200,000.

• The scope of the building renovation and expansion has remained consistent with preliminary plans with the exception of approximately $30,000 in interior renovation to

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the senior lounge area and $20,000 in HVAC improvements. The HVAC improvements and some of the senior lounge improvements would have been necessary whether or not we were completing the renovation project.

• Staff estimates the total project cost for the current scope to be approximately $750,000 compared to the $500,000 originally allocated to the project. Staff has directed BLRB Architects to complete a professional cost estimate on the final plans in order to confirm or modify the current staff construction cost estimates.

Staff is seeking Board direction on the revised scope and cost of the renovation project, specifically whether to revise the funding allocation in the CIP or to consider reducing the scope to remain within the original allocation. Should the Board choose to fund the additional scope the District will precede with construction bidding if the external cost estimate confirms that the project is within the $750,000 revised allocation. If the external cost estimate comes in higher than $750,000 and staff is unable to value engineer without significantly reducing the project scope, staff will return to the Board for further direction. Should the Board choose to not allocate additional funding to the project staff will recommend the best options for reducing the scope. BUDGETARY IMPACT

$515,883 was allocated for the Senior Center renovation project in the five year CIP ($65,883 in FY 2013-14 and $450,000 in FY 2014-15) with all funding in the Facility Reserve Fund. Funding the current scope and cost estimate would require an additional $250,000 in funding from the Facility Reserve Fund. In the FY 2014-15 adopted budget, the Facility Reserve Fund has $500,000 of appropriated, yet unallocated funding of which a portion could be allocated towards this project. The longer-term effect, over the five years of the CIP, is likely reduced savings for the full expansion project of the Senior Center. STAFF RECOMMENDATION

Staff recommends that the Board allocate up to $250,000 in additional funding in the CIP and Facility Reserve Fund to complete the Senior Center renovation project. The proposed scope is included in the master plan, will ensure a complete initial renovation phase, and will likely be less expensive to construct now than later with rapidly escalating construction costs. MOTION

None at this time. The Facility Reserve Fund has available funding without a budget adjustment, and the CIP will be updated for Board approval once final estimates on other major projects are available. ATTACHMENT

None

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Bend Metro Park & Recreation District Board of Directors Regular Meeting

July 1, 2014 Minutes

BOARD PRESENT: Scott Wallace, Dan Fishkin, Ted Schoenborn and Craig Chenoweth. Scott

Asla arrived at 7:20 pm.

STAFF PRESENT: Don Horton, Michelle Healy, Lindsey Lombard, Theresa Albert, Jan Taylor, Matt Mercer, Pat Erwert and Paula Lowery.

LEGAL COUNSEL: None.

MEDIA: KTVZ. VISITORS: Keith Scott and Mike Lovely. REGULAR MEETING Chair Scott Wallace called the meeting to order at 7:05 pm. VISITORS Keith Scott addressed the board regarding Mirror Pond, maintenance of district facilities, graffiti and the threat of wildfire. CONSENT AGENDA Approval of minutes: June 3, 2014, Work Session and Regular Meeting and June 17, 2014, Work Session and Regular Meeting Adopt Resolution No. 371- authorizing RTP Grant Application – Colorado Undercrossing Ted Schoenborn moved to approve the consent agenda. Dan Fishkin seconded the motion. Scott Wallace, Dan Fishkin, Ted Schoenborn and Craig Chenoweth voted aye. Motion passed. BUSINESS SESSION PROCLAMATION Chair Scott Wallace introduced and read for the record a proclamation joining the United States Congress, National Recreation and Park Association and State of Oregon in proclaiming July 2014 Park and Recreation Month. Ted Schoenborn moved to approve the proclamation. Dan Fishkin seconded the motion. Scott Wallace, Dan Fishkin, Ted Schoenborn and Craig Chenoweth all voted aye. Motion passed.

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Election of Board Chair and Vice-Chair Chair Scott Wallace opened nominations for the board chair to serve fiscal year 2014-15. Ted Schoenborn nominated Dan Fishkin for board chair. Craig Chenoweth seconded the nomination. Scott Wallace, Ted Schoenborn and Craig Chenoweth voted aye. Dan Fishkin abstained. The nomination was approved with Dan Fishkin appointed to serve as chair for fiscal year 2014-15. Ted Schoenborn nominated Craig Chenoweth to serve as vice-chair for fiscal year 2014-15. Dan Fishkin seconded the nomination. Scott Wallace, Ted Schoenborn, Craig Chenoweth and Dan Fishkin voted aye. The nomination was approved with Craig Chenoweth appointed to serve as vice-chair for fiscal year 2014-15. Scott Wallace stated it has been his honor to serve as board chair for the past year and passed the gavel to Dan Fishkin. Dan Fishkin thanked Scott for his dedication, hard work and gracious service. He stated it has been a pleasure under his leadership. Scott Wallace stated it has been a privilege to work with such a great group. Appoint Board Secretary Chair Dan Fishkin explained the board is required to formally appoint an Executive Secretary annually. He stated the Executive Secretary represents the board in business matters and signs official documents on behalf of the board and the district. He added that it has been the practice of the board to appoint the Executive Director. Craig Chenoweth moved to appoint Don Horton, Executive Director, to serve as Executive Secretary of the Bend Park and Recreation District Board of Directors for fiscal year 2014-15. Ted Schoenborn seconded the motion. Dan Fishkin, Craig Chenoweth, Ted Schoenborn, and Scott Wallace all voted aye. Motion passed. Board of Directors Meeting Dates and Times Chair Dan Fishkin explained the board formally determines the meeting dates and times for the fiscal year. Scott Wallace moved to conduct the Bend Park and Recreation District Board of Directors public meetings on the first and third Tuesdays beginning at 5:30 pm with a work session and a business session beginning at 7:00 pm. Ted Schoenborn seconded the motion. Dan Fishkin, Craig Chenoweth, Ted Schoenborn and Scott Wallace voted aye. Motion passed. 2013-14 Annual Action Plan Year-End Update Michelle Healy noted a copy of the 2013-14 Annual Action Plan Year-End Report had been provided in the board report. She stated the plan is the tool used to implement the Strategic Plan goals and priorities. She reviewed the designations of the status key, and explained how those are applied to each of the tactics. She added that while the Annual Action Plan represents staff’s best approach to implementing the priorities of the Strategic Plan, it is not intended to address all of the day-to-day goals of the district. Dan Fishkin asked if there are any significant differences in the status that should be called to the board’s attention. Michelle noted there are indicators in red that include a check mark and explained those are tactics that staff has determined will not be completed for various reasons. She cited the proposed operating agreement with PUSH and explained staff determined not to go forward with entering into this agreement as the concept of the operation of the facility has changed. Matt Mercer explained that PUSH members will serve in a stewardship capacity. He noted the approved budget for 2014-15 includes a limited part-time position to oversee the skatepark. Ted Schoenborn requested a separate accounting of those projects that are relevant to the

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Bend 2030 accelerator initiatives. Don Horton noted the 2014-15 Annual Action Plan should be updated to the current Bend 2030 accelerator initiatives as well. Ted stated he would like to have the information in context with the Annual Action Plan’s initiatives. He stated this would be a good way to inform the Bend 2030 board about the district’s efforts and get a broader understanding around the community about all facets of the district’s work in addition to the park and facility projects. Scott Wallace asked about the scheduling of formal surveys we rely on to gauge community trends. Jan Taylor explained the next survey is scheduled for 2015-16. Don added that a comprehensive survey is planned with the next update or rewrite of the Comprehensive Plan. He stated eventually we will get on a two-year cycle of conducting surveys and given the cost of conducting the surveys we want to make sure we are using those funds efficiently. Michelle added that it is important to complete some of the bond projects before we survey the community’s needs and unmet needs. Don stated that it is also important to develop a process for measuring the success of the Strategic Plan, and the surveys would help to ensure we are targeting the initiatives of the Strategic Plan and carrying the district in the right direction. EXECUTIVE DIRECTOR’S REPORT Don Horton reported the City Planning Commission will be considering the Colorado Safe Passage Project on July 14. He stated the commission will be touring the site as part of their meeting. Don Horton reported the City Council will consider the zone change ordinance for Simpson Pavilion on July 15, at 7:00 pm, at city hall. He noted this will be the first reading of the ordinance that will be considered for approval at the first council meeting in August. Don Horton reported the public process of the Shevlin Park Management Plan will kick off July 4 with a survey during the celebration in Drake Park. He added that staff will also be conducting surveys at the park in August, and advertising will be published seeking applications for a citizens’ advisory committee. He stated at the completion of that process staff will report to the board about the results of the survey and the direction recommended for the management plan. Don Horton announced the Pine Nursery pickleball court dedication is tentatively planned to be held in conjunction with a tournament hosted by the Bend Pickleball Club in August. Don Horton reported the district may be taken to small claims court regarding an auto accident that occurred last winter. He provided brief details and explained the district’s insurance company is involved in settling the matter. GOOD OF THE ORDER Dan Fishkin and Scott Asla requested a meeting with staff to receive updates that were presented to the board June 17 which they were unable to attend. Dan noted they had received the materials and it would be helpful to have an opportunity to review the information with staff.

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Scott Wallace asked about the status of the website update. Jan Taylor explained this project was budgeted in the new fiscal year and it is anticipated that work will not begin until the CAPRA project is submitted in early winter. Dan Fishkin complimented the district’s assistance with the Two Bulls Fire. He stated district staff assisted the Deschutes County Search and Rescue team and the sheriff’s department in providing the Simpson site as the command post. He added this also presents an opportunity for consideration of future incidents to establish a phone tree or direct connection between agencies. He stated he feels we should formalize some sort of communication system particularly when we need to evacuate people, we need shelters and our parks are potentially at risk. Don Horton explained there is a plan in place that is managed by the Bend Fire Department that includes contact information and identified roles assigned in those circumstances. He added the plan should be updated to include the district’s new and expanded facilities as sites that can be used. He also complimented district staff for stepping up to assist with relocating those who had a large event in Aspen Hall and provide space in Drake Park for a wedding reception. Scott Wallace advised the board that he will be sending out a performance evaluation document and soliciting input from the board in preparation for the executive director’s performance review. The meeting was adjourned at 7:45 pm. Prepared by,

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

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BOARD AGENDA COMMUNICATION

AGENDA DATE: July 15, 2014 SUBJECT: Purchase and Sale Agreements with JL Ward

Company for 37+/- acres of land situated in SE Bend

STAFF RESOURCE: Don Horton, Executive Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: Authorize Executive Director to execute purchase

and sale agreements to acquire property 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 The level of service for community parks in Bend is prescribed in the 2012 Parks, Recreation and Green Spaces Comprehensive Plan at 5 acres of parkland per 1,000 residents. The current level of service is 5.8 acres per 1,000 residents. The plan also calls for community parks to be distributed throughout the community to provide equitable access to residents. Southeast Bend currently does not have a community park within close proximity to the residents that live in this quadrant of town. As such, the purchase of a community park in southeast Bend was included as a project in the 2012 voter-approved bond measure. Staff has been negotiating with Jan Ward to acquire a 37+/- acre parcel located off of 15th street and the future extension of Murphy Road. Features of the parcel include numerous old ponderosa pine and juniper trees and a 5.5-acre rocky knoll that has been designated by the City of Bend as an Area of Special Interest (ASI). The site is located approximately 1,000 feet south of a Central Oregon Irrigation District (COID) canal. The public currently has the right to use a portion of the canal right-of-way extending from 15th Street to Ferguson Road as a trail. The long-term vision is to connect this trail segment to the Deschutes River providing a much needed east-west trail connection. In order for this 37-acre parcel to connect with the trail system, the seller has offered to grant the District easements connecting the park to the canal (future trail) as part of the property transaction. In addition to these trail easements, Mr. Ward owns property in south Bend where an Arnold Irrigation District canal exists. The canal runs through the Back Nine Golf Course and to the

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west eventually connecting to Highway 97. This leg of the Arnold Canal is about 2.5 miles long. As part of the larger transaction, Mr. Ward has offered to provide a public trail easement over the ditch rider road adjacent to the canal. Arnold Irrigation District must also grant permission for public access of the canal road as a trail. Mr. Ward has generally agreed to the terms of a purchase of the 37+/- acre community park site subject to the following conditions: Prior to closing, the seller must:

• Obtain approval from the City of Bend to establish the property as a single legal lot; • Provide a final written legal description of the property and easements to the liking of

the District; • Receive title company’s commitment to issue a title policy; and, • Provide the District with a commitment letter, or other legal instrument, from the City

of Bend that the District will not be subject to any assessments or otherwise be financially responsible for improvements to Murphy Road., including any roundabouts.

Prior to closing, the District must also obtain, at its cost, a “no further action” on a phase I environmental assessment. Acceptance of the trail easements would also be subject to the outcome of due diligence demonstrating that they are free and clear of any issues or encumbrances. BUDGETARY IMPACT The purchase price for the 37-acre parcel community park property shall be $98,000.00 per acre, or $3,626,000.00. While the purchase price contemplates the purchase of thirty seven (37) acres at Ninety Eight Thousand Dollars ($98,000.00) per acre the exact acreage may change slightly during final survey approval. All easements will be provided as a condition of the sale at no additional cost. The District’s 2015-2019 5-Year Capital Improvement Plan includes $3,770,000 in bond funds for the purchase of a new community park in SE Bend. STAFF RECOMMENDATION Staff recommends that the Board authorize the Executive Director to negotiate and execute a contract with JL Ward Company to acquire 37+/- acres of land and associated easements continent upon completion of the conditions outlined above. Staff also recommends the Board authorize the Executive Director negotiate and execute the necessary documents to acquire the trail easements. MOTION

1) I move to authorize the Executive Direction to negotiate and execute a contract with JL Ward Company to acquire 37+/- acres as defined in this Board Agenda Communication for an amount not to exceed $98,000.00 per acre plus closing costs and for the Executive Director to assure that the conditions outlined in this Board Agenda Communication are competed with outcomes beneficial to the District.

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2) I move to authorize the Executive Director to accept easements associated with the purchase of 37+/- acres of land and to assure that those easements are free of claims and receive a “no further action” on an environmental assessment.

ATTACHMENTS None

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BOARD AGENDA COMMUNICATION

AGENDA DATE: July 15, 2014 SUBJECT: Easements along the Deschutes River STAFF RESOURCE: Chelsea Schneider, Landscape Architect Michelle Healy, Strategic Planning & Design Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: Authorize Executive Director to acquire easements

along the Deschutes River for the Colorado Dam Safe Passage and Deschutes River Trail projects

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 The District is currently working on the development of the Colorado Dam Safe Passage project and the extension and improvement of the Deschutes River Trail from Miller’s Landing Park, through a new undercrossing of Colorado Avenue, connecting to the existing paved trail in the Old Mill District (Old Mill Reach). In order to complete both projects and assure public recreational access, the District needs to acquire easements for construction and the long term operation and maintenance of the improvements. In addition, the District is working to convert the current trail lease that covers the existing trails through the Old Mill District to a permanent easement which will assure long-term public access to the trail network. The attached Exhibit A illustrates where the existing lease is proposed to be converted to an easement, where a new easement will be established and where an existing trail easement will be relocated. BUDGETARY IMPACT The easements will allow for the construction of the Colorado Dam Safe Passage project and extension and improvement of the Old Mill Reach of the DRT. There is no cost to acquire these easements from the property owners; however, there are some costs for survey and legal services to complete the easement documents. Construction of all the improvements is included in the District’s 2015-2019 Five-year Capital Improvement Program. STAFF RECOMMENDATION Staff recommends that the Board authorize the Executive Director to acquire the trail easements.

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MOTION I move to authorize the Executive Director to execute the necessary documents acquiring the easements along the Deschutes River from Fifteen SW Colorado, LLC, William Smith Properties, Inc., Old Mill Properties, LLC, Mill A Associates Limited Partnership, River Bend Limited Partnership, Mill Shops LLC and River Shops II, LLC for the Colorado Dam Safe Passage and Deschutes River Trail projects. ATTACHMENT Exhibit A –Easement Segments

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BOARD AGENDA COMMUNICATION

AGENDA DATE: July 15, 2014 SUBJECT: Trail Easements at Alpine Park STAFF RESOURCE: Steve Jorgensen, Park and Trail Planner Michelle Healy, Strategic Planning & Design Director PREVIOUS BOARD ACTION: None ACTION PROPOSED: Authorize Executive Director to acquire trail

easements at Alpine Park

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 The District has been working to design trailhead improvements to Alpine Park which is located just outside the Bend Urban Growth Boundary on Swarens Road. The approximately 14-acre park property is surrounded by land owned by either Tetherow Golf Club or other developers working with Tetherow. As part of trailhead improvements, a proposed paved accessible trail will require easements over private property to connect with the public path that parallels a private road in Tetherow (Meeks Trail). The two easements for the paved trail will follow an existing waterline easement adjacent to the park. A third easement is required for access at the north end of Alpine Park for BPRD Park Services maintenance access and public trail access to a new natural surface trail that has already been constructed in conjunction with fire fuels management in the park. See attached aerial depiction of the three easements. The managing partner of Tetherow Golf Club is coordinating the approval of the various easements with the relevant developers. BUDGETARY IMPACT None, the easements will be provided at no cost to the District and will allow the construction of a new paved trail that is included in the budget for Alpine Park Trailhead improvements. The natural surface trail at the north end of the park has already been constructed. STAFF RECOMMENDATION Staff recommends that the board authorize the Executive Director to acquire the trail easements.

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MOTION I move to authorize the Executive Director to execute the necessary documents acquiring the three trail easements at Alpine Park. ATTACHMENTS Easement Exhibits Aerial Depiction of Easement Area

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New TrailEasement

New TrailEasement

New TrailEasement

Alpine Park

Haul Road Natural AreaTetherow Trail

Alpine Trail

Haul Road Trail

Haul Road Trail (alt.)

Alpine Connector

Alpine Trail

Haul Road Trail

Alpine Trail

CAMPBELL

CENTURY

KEMPLE

SWAR

ENS

CARTMILL

BROOKSIDE

SLEEPY

Alpine Park - Trail Easements - 2014

Map Date: 7-8-2014Source: Bend Park and Recreation District

µNot to Scale

LegendPublic Trails 2014

Planned

Paved Path

Aggregate

Natural

Sidewalk

Street Segment

Bridge

KKStairway

USFS Trails

State Highway

Railroad

Parks

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