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2016 11-09Ci E IDIAN�-- PARKS Ek RECREATION COMMISSION SPECIAL MEETING e AGENDA Meridian City Hall - Council Chambers 33 East Broadway Avenue, Meridian, Idaho Wednesday, November 9, 2016 - 6:30 p.m. Mission: The Meridian Parks & Recreation Commission is a volunteer citizens' group that is created and empowered to advise the City on issues relating to park facilities and recreation programs of the City. Their mission is to gather input from staff and other qualified personnel on issues relating to the creation and design of public parks and open spaces; to listen to public input; and to provide advice and recommendations on parks and recreation related matters to the Mayor and City Council. 1. Roll -Call Attendance Creg Steele, President _ Kayla McNay Sharon Borton, vice President _ John Nesmith Jo Greer _ Craig Robinson 2. Adoption of the Agenda 3. Approval of Minutes of the October 12, 2016 Regular Meeting 4. Announcements a. Welcome New Commissioners b. FY2016 MPR Commission Annual Report i c. Winter Lights Parade December 2 and Float d. South Meridian YMCA Groundbreaking e. 2017 Commissioner Elections in December f. 2017 All -Commission Goals Brainstorming in December g. Committee Changes ------------------ ------------------------------------------------------------- 5. Committee Meetings a. Parks Committee b. Pathways Committee L-------------------------------------------------------------------------------- Approximate Presenter Time ------------------------;---------------------- Rachel Myers 2 minutes - - - ---------------;---------------------- Creg Steele ------------------------!-------------------- 2 minutes ' Creg Steele 2 minutes ---------------------------------------------- 22 minutes: Creg Steele 5 minutes Creg Steele 3 minutes Creg Steele 2 minutes Steve Siddoway 3 minutes Creg Steele 2 minutes Creg Steele 2 minutes Creg Steele ------------------------; 5 minutes ---------------------; 50 minutes •------------------------ ---------------------- Parks Et Recreation Commission Meeting Agenda - November 9, 2016 Page 1 of 2 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. r---------------------------------------------------------------------------- c. Marketing Committee ---------------------------------------------------------------------------- 6. Committee Reports a. Parks Committee b. Pathways Committee c. Marketing Committee ---------------------------------------------------------------------------- 7. New Business a. Bear Creek Park Update from Fire Department b. South Meridian 77 -Acre Regional Park Theming Et Identity Presentation from The Land Group c. Bylaws/Open Meeting Law Presentation from Legal Department ---------------------------------------------------------------------------- I 8. Old Business -NONE L____________________________________________________________________________ I I 9. Pathways Workshop a. 2016 Commission Pathway Priority Accomplishments D. Prioritize 2017 Pathway Priority Task List c. Meridian Pathways Network Map Update r ------------------------------------------------------------ 10. Staff Reports ------------------------------------------------------------ 11. Adjourn '- - - - - - - - --------------------------------------------- ATTACHMENTS: (1) 10-12-16 Regular Meeting Minutes (2) Parks Committee: Mission, Goals & Objectives, 10-12-16 Minutes, 11-9-16 Agenda (3) Pathways Committee: Mission, Goals & Objectives, 10-12-16 Minutes, 11-9-16 Agenda (4) Marketing Committee: Mission, Goals & Objectives, 10-12-16 Minutes, 11-9-16 Agenda (5) Staff Reports: Administration, Parks, and Recreation Divisions (6) Miscellaneous: Meridian Arts Commission's A Call to Artists - Request for Proposals: Park Identity at Heroes Park --------------------------------------------� I 15 minutes: Sharon Borton 5 minutes John Nesmith 5 minutes Jo Greer 5 minutes I I 1 1 hour: Chief Niemeyer 15 minutes Bob Schafer 30 minutes Emily Kane � 15 minutes 1 I I ______________________J_____________________J � I I I � ---------------------- J__ --.___.____________J I I Jay Gibbons I 1 hour ; I � ____________________-_-,____________________ MPR Staff 15 minutes - - - - - t ' ------------------- Creg Steele 1 minute I '-------------------- NEXT REGULAR MEETING: DECEMBER 14, 2016 • 5:30 P.M. 2016 All -Commission Goals: 1. Develop a connected pathway system across the City of Meridian, with the Five Mile Creek Pathway as the top priority. 2. Begin implementation of the updated MPR Master Plan. 3. Participate in the design development of Bellano Creek/Huskey, Bainbridge, and the South Meridian 77 -Acre properties. 4. Explore options to obtain, build, or develop partnerships for a field house, an aquatics center, and/or additional park space. 5. Engage other task forces, commissions, entities, and agencies through workshops and other outreach for partnership opportunities. 6. Pursue improved tools and opportunities to communicate with citizens and stakeholders. 7. Pursue opportunities to foster greater Commission involvement in community events. Parks ft Recreation Commission Meeting Agenda - November 9, 2016 Page 2 of 2 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. (::�W, IDIAN�- PARKS Ft RECREATION COMMISSION SPECIAL MEETING • MINUTES Meridian City Hall City Council Chambers 33 E. Broadway Avenue, Meridian, Idaho Wednesday, November 9, 2016 • 6:30 p.m. The Meridian Parks & Recreation Commission is a volunteer citizens' group that is created and empowered to advise the City on issues relating to park facilities and recreation programs of the City. Their mission is to gather input from staff and other qualified personnel on issues relating to the creation and design of public parks and open spaces; to listen to public input; and to provide advice and recommendations on parks and recreation related matters to the Mayor and City Council. 1. Roll -Call Attendance Commission President Creg Steele called the meeting to order at approximately 6:32 p.m. MPR Administrative Assistant II Rachel Myers took roll -call attendance as follows: X Creg Steele, President X Craig Robinson X Sharon Borton, Vice President (arrived at 5:40 p.m.) X Debbie Shaner X Jo Greer X Hannah Sturtevant X Kayla McNay X Jessica West X John Nesmith Others present were: City Council Liaison Anne Little Roberts; MPR Department staff— Director Steve Siddoway, Parks Superintendent Mike Barton, Parks Et Pathways Project Manager Jay Gibbons, Marketing Coordinator Shelly Houston, and Recreation Manager Colin Moss; Deputy City Attorney Emily Kane; Meridian Fire Department staff—Chief Mark Niemeyer and Deputy Chief of Fire Prevention Perry Palmer; and The Land Group Consultants Bob Schafer and David Koga. 2. Adoption of the Agenda Commission President Creg Steele entertained a motion to adopt the agenda as presented. Commission Vice President Sharon Borton moved to adopt the agenda as presented. Commissioner Jo Greer seconded the motion. All were in favor of the motion. 3. Approval of Minutes of the October 12, 2016 Regular Meeting Commission President Creg Steele entertained a motion to approve the minutes as presented. Commission Vice President Sharon Borton moved to approve the minutes Parks & Recreation Commission Meeting Minutes - November 9, 2016 Page 1 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. as presented. Commissioner Jo Greer seconded the motion. All were in favor of the motion. 4. Announcements a. Welcome New Commissioners - Creg Steele Commission President Creg Steele welcomed the three new Commissioners: Debbie Shaner, Jessica West, and Hannah Sturtevant, who has returned as a full- time, adult member of the group. Commissioner Shaner introduced herself. She is currently Director of Operations for a manufacturing company called nextScan located in Meridian. She is also on the Board of Directors for the Meridian Chamber of Commerce and is the Chair Elect. She also serves in YEA and has 29 students this year. In the community, she has been involved with scouts since 2005. She has three children, a step -daughter who is 24 and lives in California with her mother; a 19 -year-old son who is a sophomore in college; and a sophomore at Rocky Mountain High School. She expressed she likes being involved in the community, giving back by volunteering. Commissioner West introduced herself. She was born and raised in Idaho. She is an Air Force Veteran. She worked in IT for all of her professional career in Support Administration and Project Management. Currently, she is a stay-at-home mother. She left work to stay at home and raise two little girls. She wants to be involved in the community, as she is also out in the parks a lot with her daughters. Since she is raising her family in Meridian, she wanted to help contribute. Commissioner Sturtevant introduced herself. She is currently attending Boise State University and is planning to double major in Economics and Political Science. She is also doing a lot of fun activities at college with organizations. In addition, she has a lot of internships planned. b. FY2016 Annual Report - Creg Steele Commission President Creg Steele announced the Commissioners need to get their Committee and All -Commission Goals Et Accomplishments reports in to Rachel Myers by Thursday, November 17. He encouraged Committee Chairpersons to work with their groups on the accomplishments. Commissioner Steele will work with Commissioner Borton on the all -Commission accomplishments. This report will be submitted to the Mayor and City Council for a verbal update by the new MPR Commission President sometime after the Mayor's State of the City Address in February 2017. c. Winter Lights Parade December 2 and Float - Creg Steele Commission President Creg Steele stated the MPR Commission will have a parade float in this year's Winter Lights Parade again and strongly encouraged the Commissioners to participate and ride on the Santa's Workshop float. He stated it is a great float, and it's nice to be a part of the parade to let the community know who they are. Commissioners will need to arrive at the Meridian Speedway between 5:30-6:00 p.m. on December 2, 2016 and be ready to be on the float by 6:00 p.m. d. South Meridian YMCA Groundbreaking - Steve Siddoway Parks 8 Recreation Commission Meeting Minutes - November 9, 2016 Page 2 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. MPR Director Steve Siddoway announced a groundbreaking ceremony was held a few weeks ago at the South Meridian YMCA site. The ceremony received some good news coverage. The project is officially moving forward. Construction should be underway this winter. The YMCA's goal is to have things constructed by the end of next year (rough schedule). Due to the three bonds not passing, there will not be an aquatics facility with phase one; the YMCA will decide how to move forward. The library is in the same situation. The Meridian Library District staff members will regroup and decide what their plans are. e. 2017 Commissioner Elections in December - Creg Steele Commission President Creg Steele reminded the Commissioners that officer elections will take place at the December meeting and to be thinking about who to nominate for President and Vice President. Current Vice President Sharon Borton will receive an automatic nomination for President, although others may also be nominated. If anyone is interested in either becoming President or Vice President for 2017, please notify Commissioner Steele. f. 2017 All -Commission Goals Brainstorming in December - Creg Steele Commission President Creg Steele reminded the group that they will be brainstorming All -Commission Goals for 2017 at the December meeting and to be thinking about this. The current goals of the Commission can be found on page two of the monthly agendas. g. Committee Changes - Creg Steele Commission President Creg Steele announced they are shuffling members within the committees as follows. The Chairpersons may change at the December meeting. • Craig Robinson will join the Marketing Committee with Kayla McNay and Jo Greer. Jo Greer is the current Chairwoman. • Debbie Shaner and Hannah Sturtevant will join the Pathways Committee with John Nesmith. John Nesmith is the current Chairman. • Jessica West will join Sharon Borton and Creg Steele for the Parks Committee. Sharon Borton is the current Chairwoman. h. Tully Park Outdoor Gym Dedication - Shelly Houston MPR Marketing Coordinator Shelly Houston invited everyone to attend the dedication of the new outdoor gym in Tully Park scheduled for Monday, November 14, 2016 at 4 p.m. She handed out invitation flyers to the Commissioners. Commission participants broke out into their respective committees at approximately 6:54 p.m. 5. Committee Meetings a. Parks Committee b. Pathways Committee c. Marketing Committee The Commission reconvened from committee meetings at approximately 7:44 p.m. Parks 8 Recreation Commission Meeting Minutes - November 9, 2016 Page 3 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. 6. Committee Reports a. Parks Committee - Sharon Borton Committee Chairwoman Sharon Borton reported the Parks Committee met that evening. Those in attendance were: Sharon Borton, Creg Steele, Steve Siddoway, Mike Barton, and Jessica West. • Update of Parks Committee - The group brought the new Commissioners up to speed on projects the Committee has been working on. • Heroes Park Art Update - The Committee is working on finding some art possibilities for Heroes Park. There will be RFP presentations on December 7, 2016 at City Hall for Creg, Sharon, and Jessica to attend. More to come on this at the December meeting. • Memorial Program Update - The group is still working on updating the Memorial Program and continues looking at options in terms of placements and best options for park location. There is no solid information to present at this time. • Brainstorm Committee Responses for FY16 MPR Commission Annual Report - The group started brainstorming regarding this agenda item but ran out of time. b. Pathways Committee - John Nesmith Committee Chairman John Nesmith reported the Pathways Committee met that evening. Those in attendance were: John Nesmith, Debbie Shaner, Hannah Sturtevant, and Jay Gibbons. • Update of Pathways Committee - Jay oriented the new Commission members about the purpose of the Pathways Committee. • Pathway Segments - The group spent some time talking about various pathway segments that are being worked on. • Brainstorm Committee Responses for FY16 MPR Commission Annual Report - The Committee began to brainstorm responses for the annual report. c. Marketing Committee - Jo Greer Committee Chairwoman Jo Greer reported the Marketing Committee met that evening. Those in attendance were: Jo Greer, Craig Robinson, Kayla McNay, Colin Moss, Shelly Houston, and Rachel Myers (attended a portion). • Update on Park Et Pathway Z -Card Map - Rachel brought an updated, revised copy, based on last month's changes. The only comment they had was to add a contact information block, including the MPR Department's phone number and website. Once this has a final staff review, the document will be ready for printing. • Update on Commissioner Presence in the Community - There has been good Commissioner presence through the Trunk or Treat and Howl -O -Woof events. Commissioners will attend some of the Christmas in Meridian festivities. They also have some volunteer opportunities available on Saturday, December 3 from 10 a.m. to 3 p.m. where there will be an MPR Department/ Commission booth. If anyone is interested in volunteering, please notify either Jo or Shelly. Jo requested Shelly to send out an email. The Homecourt Grand Re -Opening Celebration will be happening later in December which the Commissioners will want to attend. Parks & Recreation Commission Meeting Minutes - November 9, 2016 Page 4 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. • Update on MPR Presentation and Solicitation to Community Organizations - Spear -headed by Committee - Shelly has been working on a PowerPoint. The MPR Department will be the speaker for the Meridian Chamber of Commerce luncheon in April. They also have confirmation from the Kiwanis Club. Therefore, the Committee is identifying different clubs they can present to for the MPR Department. The slide show will not only feature the parks, but also the many recreation activities that are offered through the City. Once Shelly has the PowerPoint created, she will give the presentation to the Commission in March 2017 so that the Commissioners can provide any feedback in order to fine-tune the PowerPoint. • Update on Chamber of Commerce Presentation - Anne Little Roberts has been receiving video information in bits and pieces with the goal of creating a community presentation which would be similar to the Twin Falls Chamber of Commerce through a grant. • Parks ft Recreation Month Activities Planning for 2017 - Because July has been recognized as "Parks Et Recreation Month," Committee members are discussing activities where they can be involved. The group would like to include Kaycee Emery for her input. They talked about doing a photo of the day and having "#MyMeridian " that goes with the MPR Department so that they can have their own hashtag. • Brainstorm Committee Responses for FY16 Commission Annual Report - Committee members worked on their responses for the annual report. 7. New Business a. Bear Creek Park Update from Fire Department - Mark Niemeyer Meridian Fire Chief Mark Niemeyer gave some background information about himself, introduced Deputy Fire Chief of Prevention Perry Palmer who was in attendance that evening, and then presented his update to the Commission for a potential partnership regarding fire stations in parks. Chief Niemeyer provided concept ideas to the Commission for feedback to the Fire Department regarding Bear Creek Park and then a future collaboration in South Meridian, most likely the 77 -Acre Park. Copies of his slide handouts from his PowerPoint presentation are attached to these meeting minutes. MPR Commission Feedback: • Vice President Sharon Borton - Would the HAWK signal that is located at Stoddard and Kodiak be changed to a different light? The HAWK signal at the intersection into the subdivision and the school would remain. In working with ACHD, they would install a flashing yellow light that would turn flashing red, which would be initiated by a button that would be located in the Fire Station bay. So when the crew is getting ready to go out, they would push the button which would trigger the light. They would probably tie in and trigger that light to the intersection as well so that there would be good traffic stoppage for some distance. • Commissioner Jo Greer - She is in favor of this great idea. Regarding the contribution to the cost of the land, if there are parks where the land is donated, would the Fire Department donate to the construction cost? What the Fire Department envisions is if there were a donation essentially from MPR to Fire and the Bear Creek property, as they acquired land that worked for Parks Ft Recreation Commission Meeting Minutes - November 9, 2016 Page 5 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. parks, they would donate that land back to the MPR Department as an exchange, so to speak. • Commissioner Hannah Sturtevant - She asked for clarification if there is City land on Overland around the corner from Bear Creek Park, and if Fire wants to use some of Bear Creek Park's land. Yes. What would happen to the land on Overland? Chief Niemeyer guesses the land would be sold, as it is not a good site design, due to traffic and access issues. How far away is the nearest fire station from this proposed area? There would be a mixture of two stations—Fire Station #4 on Eagle Road or Fire Station #1 on Franklin Road. There are a total of five stations. Presently, they have one fire station south of 1-84. The other four stations are north of 1-84. Could the MPR Department use the community area for recreation classes, etc.? Absolutely yes. • President Creg Steele - Approximately how much overall space would the fire station take in Bear Creek Park? The sidewalk would not be impacted. However, the basketball court would most likely be impacted. This would equate to roughly 1.5 acres, which is the minimum acreage they would need for the station design. He believes this is a win-win scenario to have the Fire Department onsite where the children are playing. He expressed this is an awesome idea. In the future, to partner on any park site the City is able to would be excellent and most beneficial. • Commissioner John Nesmith - He commended the Fire and MPR Departments for working together. He thinks this is a great idea. He would like the round- the-clock monitoring in parks and the community education aspect. Are there any concept drawings on what the station would look like? Not at this time. They only have a floor plan. Fire staff members have a meeting on November 10, 2016 to discuss an RFQ process to get an architect lined up. When the renderings are drawn up, the Chief will return and share them with the Commission. b. South Meridian 77 -Acre Regional Park Theming & Identity Presentation from The Land Group - Bob Schafer MPR Parks Superintendent Mike Barton reported last summer the MPR Department was under contract with The Land Group to do a schematic design for the entire 77 -acre property and then complete design development and construction drawings on phase one (roughly 35-50 acres TBD) of the future park in South Meridian. According to the MPR Master Plan, MPR staff did some concept planning with that effort and had a good idea of what programming the community desired for South Meridian and parks in general. Immediately, MPR staff wanted to jump into starting to develop concepts; however, it dawned on them what they really ought to do is pause and first come up with a theme and identity before they get too far down the road and get past the point where they cannot go backwards. As a result, what MPR staff members have been doing for the last month or so is they have been working on brainstorming some ideas on theme, identity, or sense of place for when patrons visit the park. This could be attached to a name of the Parks tt Recreation Commission Meeting Minutes - November 9, 2016 Page 6 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. park. Once they settle on a theme, then this could help MPR staff decide on the flavor of all the amenities, choices, and layout. Project Manager Bob Schafer with The Land Group gave a PowerPoint and presented two potential themes /identifies for the park: "Meridian Ranch" or "Pioneer Park" (Theme 1) and "Discovery Park" (Theme 2). Copies of his slide handouts are attached to these meeting minutes. Bob's colleague, Dave Koga, was also in attendance that evening. MPR Commission Feedback: • President Creg Steele - Is there a big cost difference between bringing in the new concepts from Theme 2 versus the old -looking buildings from Theme 1? If there is, it would be nominal. It is difficult to determine at this time since they are so early in the process. They would work through the budget to make it work. MPR Director Steve Siddoway noted either theme could be scaled appropriately, depending on budgets. • Commissioner Jo Greer - She expressed it is a tough choice to decide which theme to pick. The consultants took a concept they have already been exploring and made it look grand and nice. The Discovery Park theme looks fun, and she wants to go play in the park. Therefore, she is leaning toward something that is toward Meridian's future (Theme 2) and maybe something that could be expanded on later. In addition, she believed Theme 2 (where the kids are playing in the water and sand) also incorporates some of Theme 1 in a sense where kids in the City may not have the opportunity to have fun in this way (farm life/digging in the sand). She sees Theme 2 as an "Outdoor Discovery Center." • Commissioner Hannah Sturtevant - Do they know of any current plans for the surrounding areas around the park? Have these areas been zoned already? The area is primarily residential, but there are some commercial zones in the vicinity, primarily the northern half and to the west. Regarding early preliminary layouts, they have been discussing coming off the corner into the park and connecting those together. • Commissioner John Nesmith - He thanked and commended Bob on his presentation. As far as Theme 1, it is fun looking, but he liked the direction of Theme 2, which has a more contemporary design, as far as where the City is headed with technology. Kids will be learning more from a practical standpoint. He liked the inclusion of a very interactive water park where children and adults alike can be pumping water, making mud pies, etc. rather than the historical theme park of Theme 1. He concurred with Commissioner Greer and stated it will probably be easier to add on elements of learning, which will always be changing and growing. He can envision school field trips to this park as well. • Commissioner Debbie Shaner - She stated this is a large enough park where a fire station could be incorporated. If this property will be designated as a learning park, kids at an early age could also be learning about CPR/First Aid/AEDs, which is very important to her. President Steele also noted having fire trucks there could be really exciting for the children as well. What is the timeline for this park? They will be moving into real schematic design throughout the fall and winter seasons and then have the schematic Parks ft Recreation Commission Meeting Minutes - November 9, 2016 Page 7 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. design wrapped up and a cost estimate around January or February 2017. Mike Barton interjected it would be a yearlong process from now for design. It is his goal to bid in December 2017 for a spring 2018 groundbreaking. The construction project would take the majority of the spring, summer, and into the fall. Potentially, there would be a soft park opening in the fall of 2018 but more likely in the spring of 2019 for Phase 1. Commissioner Jessica West - Having a Discovery Park would be unlike any other park in the system, which would bring a lot of people from different areas who are farther away just to take their kids to see something completely different. Commission President Creg Steele entertained a motion to recommend the Discovery Park theme to City Council. Commissioner John Nesmith moved to recommend the Discovery Park theme to City Council. Commissioner Debbie Shaner seconded the motion. All were in favor of the motion. c. Bylaws/Open Meeting Law Presentation from Legal Department - Emily Kane Deputy City Attorney Emily Kane provided the Commission with training on the Idaho Open Meetings Law and some things the Commissioners needed to know about their own Bylaws and City Code. She provided a PowerPoint presentation, and copies of her slide handouts are attached to these meeting minutes. 8. Old Business -NONE 9. Pathways Workshop - Jay Gibbons a. 2016 Commission Pathway Priority Accomplishments MPR Parks Et Pathways Project Manager Jay Gibbons handed out and reviewed the 2016 MPR Commission Pathway Priority Accomplishments, which are attached to these meeting minutes. b. Prioritize 2017 Pathway Priority Task List Even though there were certain components checked off from each goal of the 2016 Commission Pathway Priority Accomplishments, there is ongoing work regarding these eight goals. MPR Parks Ft Pathways Project Manager Jay Gibbons will update these goals and come before the MPR Commission with a new 2017 Pathway Priority Task List Resolution for consideration/approval at the December 14, 2016 meeting. No other additional goals were noted from the Commissioners at this time. c. Meridian Pathways Network Map Update MPR Parks Ft Pathways Project Manager Jay Gibbons presented his proposed changes to the current Meridian Pathways Network Map, which is a part of the Pathways Master Plan. He noted the majority of the changes on the map reflect what was actually built by the development community based Jay's travels out to see these pathway segments or new aerial photo information for verification. This map will be used by the Planning Department to help illustrate where the City would like more pathways provided by the development community. This map is also used by COMPASS and the other surrounding cities to know where the City of Parks It Recreation Commission Meeting Minutes - November 9, 2016 Page 8 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. Meridian's plan intersects with theirs to coordinate connections. Copies of his presentation are attached to these meeting minutes. If the Commissioners run across a pathway or a potential one that Jay's not aware of or is not reflected in the map at this time, please let him know. In the meantime, Jay will prepare a resolution recommending City Council adopt the Meridian Pathways Network Map for incorporation into the Pathways Master Plan and present it to the MPR Commission for action at the December 14, 2016 meeting. 10. Staff Reports MPR Director Steve Siddoway reported on the following: • Veterans Day Ceremony - On Friday, November 11, 2016 at 11 a.m. in Kleiner Park is a Veterans Day Ceremony at the Rock of Honor. The Mayor will be speaking. Everyone is invited. • Tully Park Outdoor Gym Ribbon Cutting - On Monday, November 14, 2016 at 4 p.m. is the ribbon -cutting ceremony for the Tully Park outdoor gym. • Homecourt Grand Re -Opening - The grand re -opening of the Meridian Homecourt will be scheduled on Tuesday, December 20, 2016 at approximately 1:30 p.m. The confirmed time will be emailed out in the coming weeks. The kids will have started Christmas break by then; so MPR staff members think they can get some of the children who play Hoop Dreams out to have kids join in as part of this celebration. • Christmas in Meridian - Steve will send out an email with the dates of all of the festivities happening in December: o Downtown Decorations o City tree delivery to Generations Plaza - November 10 o City Hall foyer tree - November 21 o Santa's Mailbox - November 23 o Christmas Bazaar - December 1 o Winter Lights Parade - December 2 o Children's Winterland Festival - December 3 • IRPA Award - The Idaho Recreation Ft Parks Association Conference was held at the end of October 2016. Rachel Myers received an award for the best administrative professional in parks and recreation for the state. Everyone congratulated her that evening. MPR Parks Superintendent Mike Barton reported on the following: • Future Neighborhood Parks - His focus has been getting the three new Neighborhood Parks ready to go to bid (Hillsdale Park, Bainbridge Park, and Reta Huskey Park). He has a set of plans that are nearing 100% completion on all three parks and will be going to City Council to speak to them about progress on the completed set of plans, and timing (bid mid-December 2016; open bids mid- January 2017; get agreements in place by the first of February 2017; and break ground in March 2017). • ADA Compliance Survey - The MPR Department is doing a park -wide compliance survey, and staff has been working with the consultant to get this project finished. • Storey Park Restrooms - The restrooms in Storey Park are getting renovated for ADA compliance. The leaky roof will also be replaced. Parks Ft Recreation Commission Meeting Minutes - November 9, 2016 Page 9 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. • Tully Park Outdoor Gym - The gym equipment has been installed in Tully Park. • Ten Mile South Medians - The crew is working on the landscaping of the three road median islands south of the Ten Mile Interchange. MPR Recreation Manager Colin Moss reported on the following: • Software - His update last month was about a new software program that MPR staff members were excited to implement. They are not nearly as excited now because they have to wait until August of 2017, due to some contractual obligations with their current software provider. This is nothing they could have avoided this year, even by learning about the contractual obligations a little earlier just based on when the budget process hit, when funds were available, and the MPR Department's annual renewal date with the software company. Unfortunately, the MPR Department must stay with its current provider until August of next year which basically means online facility reservations are not going to be available until starting later in 2017 and full scale in 2018. • Homecourt Facility Manager - It is official; as of November 8, 2016, Garrett White, who is the Adult Sports Coordinator, has been promoted to the Homecourt Facility Manager position. This morning, Garrett's old position vacancy—Recreation Coordinator over Sports—is posted on the website. MPR staff is looking forward to getting applications for this position and moving forward with the hiring process to backfill his old position. • Holiday Classic Volleyball Tournament - Garrett White has been coordinating this year's Holiday Classic Volleyball Tournament, which is scheduled for this weekend. Again, he has raised a lot of money. This is another part of community involvement that Commissioners could have an opportunity to do. There will be roughly $2,400 to spend at Walmart for needy Meridian families during the holiday season—mostly clothes, necessities, and a few toys. A team of people is needed to go shopping during the first week in December. If there is Commissioner interest, please contact Colin or Steve Siddoway. • Winter Activity Guide - The 2016-2017 Winter Activity Guide is in production right now and will be released at the beginning of December just before the next Commission meeting. Jake Garro and Shelly Houston have been working hard in getting this publication ready to go. 11.Adjourn Commission President Creg Steele entertained a motion to adjourn the meeting. Commission Vice President Sharon Borton moved to adjourn the meeting. Commissioner Jo Greer seconded. The vote was unanimous and in favor of the motion. There being no further business, the meeting adjourned at approximately 10:07 p.m. (AUDIO ON FILE OF THESE PROCEEDINGS) Parks ft Recreation Commission Meeting Minutes - November 9, 2016 Page 10 of 11 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. do for the last couple of years. They have more participants in the contest this year than they ever had. The atmosphere in the office in December is festive and bustling, due to people in and out daily volunteering to wrap Christmas presents for Garrett White's Holiday Classic Volleyball Tournament/Meridian Head Start program. There are additional volunteers in the office several times a week returning Santa Letters. Activity Guide - He encouraged the MPR Commission to help spread the word about all of the things going on with the new 2016-2017 Winter/Spring Activity Guide. Homecourt - The Homecourt Grand Re -Opening is scheduled for Tuesday, December 20, 2016. Shelly Houston and Garrett White have been working really hard to put this together. A celebrity basketball game is planned. Garrett has also been working on facility upgrades, such as signage, HVAC units, lights, painting, etc. The Open Gym program started this month. City Council Liaison Anne Little Roberts thanked the MPR Commissioners for their service, especially Creg Steele for doing a great job as Commission President. Council appreciates all of the work by everyone involved on the Commission and the MPR Department team. Council heavily weighs the decisions that the Commission comes up with. Their hard work is not only appreciated, it is listened to and paid attention to very closely. 11.Adjourn Commission President Creg Steele entertained a motion to adjourn the meeting. Commissioner John Nesmith moved to adjourn the meeting. Commission Vice President Sharon Borton seconded. The vote was unanimous and in favor of the motion. There being no further business, the meeting adjourned at approximately 8:34 p.m. (DUE TO AUDIO TECHNICAL DIFFICULTIES, ONLY FILE PORTIONS OF THESE PROCEEDINGS ARE AVAILABLE.) APPROVED: / /!r EG S LE, PR DENT iarz�K - Alum" SHARON BORTON, VICE PRESIDENT / rem / %/ / / rl DATE Attachments: 1) Meridian Parks Et Recreation Classes Et Camps Update (2 pages) Parks Ft Recreation Commission Meeting Minutes - December 14, 2016 Page 10 of 10 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. LIBRARY On November 8th, 2016, Meridian Library District will ask citizens to vote to approve a $12 million bond to fund the construction of two new branch library projects in Meridian: one in South Meridian and one in North Meridian. The bond requires a supermajority to pass (66.7%). The cost of the bond for both new library branches would be approximately $11.05 annually per $100,000 in assessed property value ($0.92 per month). In response to residents' requests for improved library services, the Meridian Library District Board of Trustees and staff, in consultation with civic leaders, community members, and qualified architects, have identified these projects as necessary to continue providing needed service to our rapidly growing Meridian community. In 2014, MLD completed a long-range facility plan which is available on the library's website. If approved, the new libraries will nearly double the total public library space in Meridian Library's service boundaries, but even with the addition of these library locations, by the year 2020, the library's footprint will still be operating under the standard of one square foot per capita for public libraries. Currently, we are operating at less than one half square foot per capita and shrinking, due to the growth of the community. THE PROJECTS., South Meridian branch library I Cost: $7,097,491 The library is proposing an 18-20,000 square foot branch library as a part of the joint -use facility with the YMCA, West Ada School District, City of Meridian Parks Et Recreation, and St. Lukes Health Care near the Amity and Eagle intersection in South Meridian. The branch is guaranteed to have free, public access. Design elements include: Children's library, including multiple storytime Et program areas Quiet reading ft study floor, including private meeting rooms Teen room with collections and technology Technology lab It small copy center Energy efficient design The Silverstone branch library in South Meridian is 4,500 square feet and sees more than 100,000 visits each year. The current lease on the building costs nearly $100,000/year. This proposed South Meridian, shared -use facility will allow MLD to move the Silverstone branch and to reallocate those resources to the new library location with vastly improved services to the community. North Meridian branch library I Cost: $5,073,750 The board of trustees is proposing a 15,000 square foot neighborhood branch library in Northwest Meridian to address the need for library services in a growing part of our community. Land has not yet been acquired in the Ten Mile/Chinden area, but the library is actively seeking a site. This branch library would include: Children and teen dedicated space and collections Comfortable seating and high-speed Wi-Fi, in addition to desktop computer access Meeting and study rooms Energy efficient design Room for expansion Currently, the Cherry Lane library is operating far beyond capacity. The long-range facility planning committee and Board of Trustees have designated Northwest Meridian as the second site to build a branch library. Development along the Chinden corridor has continued westward toward Ten Mile. A branch library will provide meridian greatly improved access for North Meridian residents as well as alleviating some of the pressure from the Cherry Lane library. 1�*If0i library district BOND FAQs WHAT ARE WE BEING ASKED TO VOTE FOR? The Meridian Library District is seeking approval for $12 million to fund the construction of 2 new branch libraries: 1) A new 18-20,000 square foot publicly accessible branch library in South Meridian estimated at under $8 million. Building this branch would allow the heavily used Silverstone branch (which carries a $100,000 annual lease) to move and expand operations from the existing 4,500 square foot space into a shared building with the YMCA, Meridian Parks 8 Recreation, St. Luke's Health Providers and West Ada School District. This shared space will require no lease for the library. 2) A new 15,000 square foot branch in Northwest Meridian, estimated just over $5 million. The library is working to secure a site for the branch, and all communication will be updated once the site is secured. WHEN WILL THE ELECTION BE HELD? The General Election is held on Tuesday, November 8, 2016. Library Districts are limited to putting bond measures on the May or November ballots. WHAT DOES THIS MEAN TO MERIDIAN? New buildings are more sustainable, energy-efficient, and flexible, and will save the library operational costs as well as provide increased access to residents. A library branch in South Meridian helps to add services to an underserved part of the community. A branch in North Meridian provides increased convenience where the library has a high density of library cardholders, but where residents feel traffic, distance, and programs over capacity are obstacles to using the library on Cherry Lane. If approved, the cost of the bond is approximately $11.05 per $100,000 assessed property value each year, which equates to less than a dollar per month. HOW DOES THE LIBRARY SUPPORT OTHER CIVIC EFFORTS IN MERIDIAN? Meridian Library District's goals align closely with the City of Meridian's Issues li Priorities to help our community be a premier place to live, work and play. MLD often partners with the City, especially on programs that support youth. The library's commitment to a strong and healthy economy is demonstrated beyond helping job seekers. The library provides a no -cost place to work with high speed Wi-Fi and other amenities, including emerging technology, in our physical spaces. Working with community partners, the library has developed a unique technology center in the heart of downtown that is aimed at both supporting small businesses and helping entrepreneurs to succeed. DON'T I ALREADY PAY TAXES TO SUPPORT THE LIBRARY DISTRICT? Meridian Library District operates using funding from property taxes. If you live within Meridian Library District's boundaries, your household pays an average of $75 per year for your public library. These funds are used to purchase library collection materials, including both digital and physical items. In addition, .0006% (max) of property tax pays for educational programs and services, staffing, and building operations. WHEN WILL THESE PROJECTS BE COMPLETED? Once approved, the library will have 3 years to sell the bonds and complete the projects. Construction projects can vary, but typically take 18 months to complete. Actual timelines would be set following a passage of the measure, but we can anticipate the South Meridian branch to open Fall of 2018 and the North branch Fall of 2019. WHAT WILL THESE LIBRARIES LOOK LIKE? Neither of the libraries has been fully designed yet; however, there is a schematic design for the South Meridian branch exterior, and the interior design is in process and will be shared online once completed. Once a location is secured for the North Meridian branch, schematics will be designed. The library has been meridian gathering, and will continue to gather input from the community on desired space and design elements. 0 `'library If you would like to share your thoughts on design elements for either branch, we invite you to join the pl conversation on our Facebook and Twitter feeds - @MeridianLibrary district WHY DO WE NEED NEW LIBRARIES? The main library on Cherry Lane is a 27,760 square foot building and was built in 1996 for a city of 40,000 residents. This same location served a resident base of 87,743 in 2015. In 2009, the site added an overflow parking lot and purchased a small building (The Annex) where library materials are cataloged and processed. The Annex also houses accounting, human resources, and additional administrative offices for the district. The Silverstone branch opened in 2009 to provide services in South Meridian with 4,500 square feet and carries an expensive commercial lease. Parking is limited, programs are over capacity, computers have daily wait -lists, and the facility has limited access to power outlets and little design flexibility. In 1996, the library's staff consisted of 7.95 FTE (full-time equivalent) and in 2016, it has grown to 49. Currently, some staff members are working in converted storage closets and many don't have dedicated workstations at all. Branch programs are exceeding space capacity -- Silverstone storytimes average over 50 people, with up to 120 people at peak times. These patrons share a space of approximately 800 square feet and block access to the restrooms whenever a program is under way. Collections are too small for community need with a selection of books and other materials that is inadequate but cannot be expanded due to space constraints. Meridian Library currently stocks 1.63 print books per capita, a ratio which increases to 2 items per capita when including all collections. This compares poorly to a national average of 4 items per capita for a population of 50,000-99,999. Even with the addition of these library locations, by the year 2020, the library's footprint will still be operating under the standard of one square foot per capita for public libraries. Currently, we are operating at .44 square foot per capita and shrinking due to the growth of the community. NEW BUILDINGS FOR A NEW ERA Access to information opens new doors and new possibilities. Today, information is mostly accessed through technology, and the ability to read fluently is as important as ever. Public libraries provide people of all ages an opportunity to be curious, discover new things, and learn more about a passion or interest, all while continuing to deliver the traditional library services the Meridian community has come to rely on over the last 40 years. Modern construction provides efficiencies to help libraries keep operational costs down and is designed with more flexibility in space use. The ability to make adjustments to the space without massive renovations will cost residents less in the long run for capital improve- ments. Public libraries are learning and community centers. Statistics show that individuals prefer to live near a public library when given a choice, and many perceive library access as part of an enhanced quality of life. New parents connect at storytimes, seniors make new friends at events or through volunteering, teenagers meet up after-school and readers are always trading recommendations with library staff. It is a rare environment where people of all ages and varied backgrounds intersect and interact in a space where they are welcome to stay for as long as the library is open. Meridian is a family -focused community and the public library is a place for families. Families watching their budget can borrow from the hundreds of thousands of items in the collection; attend free educational programs, and help ensure their children have the building blocks of early literacy to be able to enter school ready to read. WHERE WILL THE COLLECTION (BOOKS, MOVIES, ETC) FOR THE LIBRARIES BE COMING FROM? Bond funds will be used to purchase the opening day collections. Subsequently, materials will be funded from our annual operating budget. WILL THERE BE INCREASED PERSONNEL COSTS? The staff from the existing Silverstone branch will move to the new South Meridian location. A few new positions will be added to fully staff the larger facility, but with cost savings due to a lease -free building, the personnel increase will be offset by some operational savings. MLD will work with the West Ada School District to provide a full-time librarian to deliver the services to the students of Hillsdale Elementary School. The addition of a North branch will alleviate some of the pressure from the Cherry Lane location, and we expect to move some existing staff to the new branch. meridian library TE I Nov. 8, 2016 district &ONO FLFCTIC)N , OnNovember e\216 Meridian Library District wilt ask citizensto vote to approve a $12 m|[o,nbond to fund the construction «t onew branch libSRprject in Meridian. The bond requires akpr Mori@ to pass RE7t The cost o the bond for both new library branches would b approximately $11.05 annually per $10,0 o m assessed property value ($0.92 per mon¥). U � � 0 U § § �§7 777 ck E c � AOS \ £ 2 Z Q 1C §§12 �2 X>/ k k■ §w k 2 / 2� LU b ` 10 c =� 3: F4\� F4§/ k r.m a Co LU k :3 � 2 ` 0 E ' �`� 2 'u .fn E f_ o . § f/ ~ U � � 0 )�» E T �•— k ) � �� ck ckn\ k 2 b / �0 k \ 4J 2 0 2 ' / E o . § m 3 -E CU >, °© E k r Er4 $ £ ' E I= b$ 3 k g o k 0ƒ/ 2 E E E £ £ �CU 2 / k k k 0 g a. 4) (U )%/ % 0�[ E 0 I E\ . 2 2 0 c - _$bf \f 2 E k ƒ $ > O 2 = § E 2 E 2 n■ k k§/ Z W EEl U D U )�» E T �•— k ) � �� r M UNBOUND IS TURNING ONS! JOIN US TO CELEBRATE A SUCCESSFUL FIRST YEAR! UNBOUND 0 Q u QMLDunbound #myMLD DRAFT OCTOBER 12, 2016 PARK AND FACILITY NAMING POLICYAND PROCEDURES I. PURPOSE The purpose of this policy is to add meaning, significance, and uniformity to the park and recreation properties of the City of Meridian by developing park names that embody the values and heritage of the local community. II. POLICY It is the policy of the City of Meridian that Meridian Parks and Recreation properties and facilities shall be named in general accordance with criteria and procedures set forth below. In every case, park names should represent enduring community values and be mindful of future generations. Meridian City Council shall retain sole discretion over the naming of parks and facilities. Nothing in this policy shall be construed to bind City Council to name a park or facility pursuant to any recommendation, proposal, or donation. Nothing in this policy shall be construed to prohibit the changing of names of parks or facilities by the City Council, in City Council's sole discretion. Renaming a park or facility shall occur pursuant to the policy and procedures established for park or facility naming. III. PROCEDURE Naming a park or facility may be initiated by the Mayor, City Council, Meridian Parks and Recreation Commission or any subcommittee thereof, Meridian Parks and Recreation Department staff, property donor, or individual citizens. A formal letter of proposal shall be submitted to the appropriate subcommittee of the Meridian Parks and Recreation Commission, which shall consider the proposal(s) and submit a recommendation to the Meridian Parks and Recreation Commission. The Commission shall review the proposed name(s), take public comment, and make a recommendation for the name to the Mayor and Meridian City Council. The final decision regarding naming of a park, facility, or any portion thereof shall be made by the City Council and approved by resolution. IV. GUIDELINES A. No similar, subdivision names. To minimize confusion, proposed park names that are similar to those of existing facilities shall be avoided. To avoid the appearance that the public park is a private park, the name of the adjacent or surrounding subdivision shall be avoided as the name of the public park. B. Naming after a person. A proposal to name a park or facility after a living person shall include biographical information about that person, including a description of his or her connection to the park or facility and to the Meridian community. A proposal to name a park or facility after a deceased person shall include biographical information about that person, including a description of his or her connection to the park or facility and to the Meridian MERIDIAN PARKs AND RECREATION PARK/FACILITY NAMING POLICY PAGE 1 OF 2 OCTOBER 12, 2016 community, and Department staff shall obtain written permission of the individual's closest living relative prior to consideration of the proposal. C. Donor's naming priority. Conditions or stipulations of original property donation, deed or development shall be honored regarding the name of a park. Absent such conditions or stipulations, the following guidelines shall be considered when deciding whether a donor's proposed park or facility name may have priority: 1. Park. Subject to the policy and procedure established herein, where an individual or organization donates, at no cost to the City of Meridian, all or substantially all of a park's land or development, such entity may propose a name for the park, which proposed name shall be given first priority in the naming procedure. 2. Facility. Subject to the policy and procedure established herein, where an individual or organization donates, at no cost to the City of Meridian, all or substantially all of a facility or its development, such entity may propose a name for the facility, which proposed name shall be given first priority in the naming procedure. 3. Valuation of donations. For purposes of this policy, "donation" shall be defined as a gift to the City of Meridian without costs or expense to, or foregone fees by, the City of Meridian. A donation that affords the donor credit toward or reimbursement of impact fees shall not qualify. Donations may include monetary as well as in-kind donations and may be a one-time or cumulative donation or a bequest. All donations are subject to final approval and acceptance by the City Council. Valuation of donations, and whether the value donated is "substantially all" of the development, shall be determined by City staff, with the advice of the Commission. 4. Development. For a donor to be eligible for naming priority, the park or facility donated must be developed in accordance with the approved site master plan or statement of character and/or criteria approved by the Meridian City Council. MERIDIAN PARKs AND RECREATION PARK/FACILITY NAMING POLICY PAGE 2 OF 2 MERIDIAN PARKS AND RECREATION PROPERTIES NAMING POLICY Adopted March 27, 2007 I. PURPOSE: A sound -naming policy can add meaning, significance, and uniformity to the park and recreation properties of the City of Meridian by developing park names that embody the values and heritage of the local community. It is the intent of the naming policy to establish reasonable criteria in which to suitably honor and acknowledge both individuals and organizations for their contributions to the City of Meridian. II. POLICY: A. It is the policy for designation of names for park and recreation properties to be in accordance with criteria and procedures set forth below: 1. To minimize confusion, proposed park names that are similar to those of existing parks in the system shall be avoided. 2. Conditions and/or stipulations of original property donation, deed or development shall be honored regarding the name of a park. 3. To avoid the appearance that the public park is a private park, the name of the adjacent or surrounding subdivision shall be avoided as the name of the public park. 4. If a park is to be named after a living individual then their permission should be secured prior to the name being selected or the City Council may consider a change if an objection is made by the person after the selection. 5. When a park is proposed to be named after a person who is deceased, then the permission of the closest living relative of an individual, if practical, should be secured prior to the name being selected. The City Council may consider a change if an objection after the selection. 6. Park names should represent community values and be mindful of future generations. III. PARKS OR PORTIONS OF PARKS MAY BE NAMED IN THE FOLLOWING MANNER: A. Park Names: An attempt should be made to name parks utilizing the Department theme for naming parks. The theme is as follows: MERIDIAN PARKS AND RECREATION PROPERTIES NAMING POLICY Page 1 of 4 Community Parks and Neighborhood Parks should be nimed for easy recognition; utilizing reference to historic sites, geographical features or descriptive names. The words "Community Park" or "Neighborhood Park" shall be affixed to the end of the park name. B. Temporary naming: 1. The Parks Commission may recommend the temporary naming of portions of facilities. The Commission shall work with the individual organization seeking a temporary name to determine the appropriate criteria for the temporary naming to be consistent with the rest of this policy. The Commission may allow a variance from this policy for a temporary name. 2. This temporary naming policy may apply to any playground, sports field, sports court, amenity, or any other portion of the park facilities that can be suitably and appropriately named to honor an individual or organization. This temporary naming policy may also be applied to undeveloped parcels in the City's parkland inventory to provide a convenient means of identification prior to development. 3. Temporary naming under this policy can be for any designated period of time, but shall not be longer than one (1) year from the date of approval with the exception of undeveloped parcels which shall maintain their temporary names until the selection of a permanent name pursuant to this policy. Subsequent requests to continue the temporary naming may be considered, but such request must be made annually. C. Procedures for a Permanent Name: 1. Preliminary action in naming a park or facility may be initiated by the Mayor, City Council, Meridian Parks and Recreation Commission or any subcommittee thereof, Meridian Parks and Recreation Department staff, property donor, or individual citizens. A formal letter of proposal shall be submitted to the appropriate subcommittee of the Meridian Parks and Recreation Commission which shall consider the proposal(s) and submit a recommendation to the Meridian Parks and Recreation Commission. The Commission shall review the proposed name(s), take public comment, and make a recommendation for the name to the Mayor and Meridian City Council. 2. In all cases, the Meridian City Council shall have the authority to accept or reject the proposed park or facility permanent or temporary name and to waive any requirements of this policy. MERIDIAN PARKS AND RECREATION PROPERTIES NAMING POLICY Page 2 of 4 3. The City Council shall have final authority on the permanent or temporary names and the length of time that such name may be used in connection with the park or any portion thereof. D. Changing of Names: Nothing in this policy shall be construed to prohibit the changing of names of parks or facilities by the City Council. E. Final Decision: All decisions for the permanent naming of a park facility or any portion of park property shall be approved by resolution of the City Council. This shall not apply to the memorial trees that are placed in the parks pursuant to this policy. IV. DEFINITIONS: A. The following guidelines shall be considered when naming a park based upon a donation: 1. Neighborhood Parks: When at least fifty (50) percent of the value of the parkland is donated or when "substantially all' of the development is donated at no cost to the City of Meridian. 2. Community Parks: When at least twenty-five (25) percent of the value of the parkland is donated or when "substantially all' of the development is donated at no cost to the City of Meridian_ 3. Facilities: When "substantially all' of the facility development is donated at no cost to the City of Meridian. 4. Valuing Donations: Valuing donations for the above section shall be determined by City staff with the advice of the Commission. Donations must be without costs or expense to the City of Meridian and are based upon value at the time of donation. Donations that require credit towards impact fees or if impact fees are to be reimbursed to the grantee shall not be considered donations for the purposes of this naming policy. 5. Substantially all: The City staff with the advice of the Commission shall determine whether the value donated is "substantially all' of the development. MERIDIAN PARKS AND RECREATION PROPERTIES NAMING POLICY Page 3 of 4 6. Development: Development must be in accordance with the approved site master plan or statement of character and/or criteria approved by the Meridian City Council. 7. Donations: For the purpose of this policy, donations may include monetary as well as in-kind donations and may be a one-time or cumulative donation or a bequest. All donations are subject to final approval and acceptance by the City Council. MERIDIAN PARKS AND RECREATION PROPERTIES NAMING POLICY Page 4 of 4 Updates to Park Naming Policy Presentation to Parks & Recreation Commission October 12, 2016 Draft update: What's different? • Clarifies that proposals to name a park after a person must include biographical information • Removes temporary naming process • States that donations are subject to Council approval • Establishes that donor's proposed name has priority • Removes distinction between naming Neighborhood and Community Parks — now all parks and facilities have same guidelines Draft update: What's the same? • Park names should reflect community values and consider future generations • Parks are not to be named after subdivisions • Process is the same — MPRC subcommittee review -> recommendation — MPRC review + public comment -> recommendation — City Council review --> final decision PARKS Fk RECREATION COMMISSION MISSION: MARKETING COMMITTEE r d r The mission of the Marketing Committee is to promote events, programs, signage, and amenities in the City of Meridian, as well as develop and maintain relationships with community organizations. GOALS Et OBJECTIVES • Fiscal Year 2015-2016 1. Update and complete the Parks Et Pathways Z -Cards for printing and distribution. 2. Finalize and distribute a Meridian "Year at a Glance/Top Meridian Events" calendar. 3. Create a calendar for the MPR Commissioners to sign up and commit to upcoming events—at least one to two people at each event. 4. Reach out/solicit to community organizations the Meridian Parks 8: Recreation presentation—once created—to emphasize the economic benefits. 5. Identify marketing/ promotional items for the MPR Department to have at events for distribution. MINUTES • Wednesday, October 12, 2016 The Marketing Committee met on Wednesday, October 12, 2016 in the Clerk's Conference Room located at Meridian City Hall, 33 East Broadway. The meeting was called to order at approximately 5:45 p.m. Attending: X Jo Greer, Chairwoman Et Commissioner MPR Commission Marketing Committee Meeting - November 9, 2016 Page 1 of 3 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. X Creg Steele, Commissioner X Kayla McNay, Commissioner X Shelly Houston, MPR Dept. X_ Colin Moss, MPR Dept. X Rachel Myers, MPR Dept. (attended a portion) 1. Update on Parks tt Pathways Z -Card Map Rachel brought an updated, revised copy that has a few more necessary revisions. The Committee will wait for the next draft for review. The MPR Department has the budget to print the Z -Cards. Action Items: • Rachel to continue working with IT staff and have another proof ready for review at the November meeting. Committee Recommendations to Commission: • None at this time. 2. Update on Commissioner Presence in the Community There have been a few different events throughout the fall. Upcoming events are as follows: o October 27 - Trunk or Treat and Dance to the Beat; 6-9 p.m. o October 29 - Howl -O -Woof at the Storey Bark Park; 11 a.m. to noon. This is a parade and costume contest. Awards will be presented for the best costume. o December 2 - Christmas in Meridian Winter Lights Parade; 6 p.m. There is a Commission float, and the Committee is expecting all of the Commissioners to participate on the float. o Mid -late November - Homecourt Grand Opening. This is another event the Commissioners need to be present for regarding media coverage. She encouraged everyone to mark their calendars for these events. Action Items: • None at this time. Committee Recommendations to Commission: • Commissioners to mark their calendars for these events. 3. Update on Marketing Items The MPR Department has received the drawstring bag order and handed some out during the Community Block Party in September. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. 4. Update on MPR Presentation and Solicitation to Community Organizations - Spear- headed by Committee Shelly is working on a PowerPoint. When it is ready, the Committee will solicit to the groups in the community. Action Items: • Shelly to continue working on PowerPoint. Committee Recommendations to Commission: MPR Commission Marketing Committee Meeting - November 9, 2016 Page 2 of 3 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. • None at this time. 5. Update on Chamber of Commerce Presentation Anne Little Roberts has been receiving video information in bits and pieces with the goal of creating a community presentation which would be similar to the Twin Falls Chamber of Commerce through a grant. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. 6. Parks ft Recreation Month Activities Planning for 2017 Because July has been recognized as "Parks Et Recreation Month," Committee members are determining if there is something they could do for that month to draw attention to the MPR Department/ Commission. Shelly had suggested having a "Photo of the Day" contest and choosing the best one at the end of the month. The Committee has other ideas floating around and is open to other suggestions. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. The meeting adjourned at approximately 6:30 p.m. AGENDA • Wednesday, November 9, 2016 6:30 p.m. • Meridian City Hall, Council Chambers, 33 E. Broadway Avenue, Meridian, ID 1. Brainstorm Committee Responses for FY16 Commission Annual Report (Due to Rachel by November 17, 2016) 2. Update on Parks Ft Pathways Z -Card Map 3. Update on Commissioner Presence in the Community 4. Update on MPR Presentation and Soliciting to Community Organizations - Spear -headed by Committee 5. Update on Chamber of Commerce Presentation 6. Parks Et Recreation Month Activities Planning for 2017 MPR Commission Marketing Committee Meeting - November 9, 2016 Page 3 of 3 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. E IDIAN:�-- PARKS Fk RECREATION COMMISSION PARKS COMMITTEE MISSION: The mission of the Parks Committee is to help steer future locations, park identities, amenities, and art to better serve the demands of the City of Meridian and to work closely with the MPR Department to develop and implement concepts into functional parks that serve all citizens. GOALS Ft OBJECTIVES • Fiscal Year 2015-2016: 1. Implement the master amenities plan for all parks. (MPR Master Plan adopted by City Council in December 2015) 2. Recommend the design, construction, and installation of two artificial shade structures at Bear Creek and Julius M. Kleiner Memorial Parks. 3. Assist in the design and development of the future South Meridian 77 -Acre Park and three new neighborhood parks: Hillsdale, Reta Huskey, and Bainbridge. 4. Develop specific recommendations for adult amenities. 5. Work with the Arts Commission in using art to reinforce the identities of the three parks— Heroes, Champion, and Renaissance. MINUTES • Wednesday, October 12, 2016 The Parks Committee met on Wednesday, October 12, 2016 in the City Council Conference Room at Meridian City Hall, 33 East Broadway. The meeting was called to order at approximately 5:45 p.m. Attending: X Sharon Borton, Commissioner 8t Chairwoman (Minutes Taker) MPR Commission Parks Committee Meeting - November 9, 2016 Page 1 of 2 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. X Craig Robinson, Commissioner X Mike Barton, MPR Dept. X Rachel Myers, MPR Dept. (attended a portion) X Steve Siddoway, MPR Dept. 1. Memorial Program Update The group discussed the options for a memorial program and will investigate the idea of a memorial plaza with a central location of bricks that are engraved. Steve will contact the Kleiner Park Trustees, and the MPR Department/ Commission will proceed based on the approval from them. They Committee also discussed keeping the existing memorials at Tully Park. Action Items: • Steve will contact the Kleiner Park Trustees. Committee Recommendations to Commission: • None at this time. 2. Theming Et Art of Heroes Park The Meridian Arts Commission will advertise a Call to Artists -Request For Proposals (RFPs) from the three approved artists on the City's Park Identities Public Art Roster for public art projects that create and/or enhance the overall park identity at Heroes Park. The Committee's goal is to develop a concept that could reinforce the identity of Heroes Park. More information will be forthcoming at the next meeting. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. The meeting adjourned at approximately 6:30 p.m. AGENDA • Wednesday, November 9, 2016 6:30 p.m. • Meridian City Hall, Council Chambers, 33 E. Broadway Avenue, Meridian, ID 1. Brainstorm Committee Responses for FY16 MPR Commission Annual Report (Due to Rachel by November 17, 2016) 2. Memorial Program Update 3. Heroes Park Art Update MPR Commission Parks Committee Meeting - November 9, 2016 Page 2 of 2 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. (�/rE IDIANr J PARKS Et RECREATION COMMISSION PATHWAYS COMMITTEE M1-116171 s The mission of the Pathways Committee is to identify opportunities to implement and develop a connected pathway system that enhances the quality of life through transportation alternatives. GOALS Et OBJECTIVES • Fiscal Year 2015-2016: 1. Plan for the April 13, 2016 Spring Pathways Tour. 2. Plan for the November 9, 2016 Pathways Priority Workshop. 3. Prioritize pathway projects. 4. Help identify any gaps or missing pathway sections, etc. in the community to get these segments developed and/or upgraded. MINUTES • Wednesday, October 12, 2016 The Pathways Committee met on Wednesday, October 12, 2016 in Conference Room A at Meridian City Hall, 33 East Broadway. The meeting was called to order at approximately 5:45 p.m. Attending: X John Nesmith, Commissioner Et Chairman X Jay Gibbons, MPR Dept. MPR Commission Pathways Committee Meeting - November 9, 2016 Page 1 of 2 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. 1. Staff Update on Current Pathway Projects This item was not discussed, as the focus of the meeting was the upcoming Pathways Workshop Discussion for November's meeting. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. 2. Pathways Workshop Discussion for November Meeting a. 2017 Pathways Priority Discussion The Commission's pathway priorities will be reviewed for 2016 and discussed for 2017. Jay will bring forward a draft and an update for what was done last year and what's proposed in terms of priorities for the next year. Action Items: • Jay to prepare draft for discussion at November's Pathways Workshop. Committee Recommendations to Commission: • None at this time. b. Pathways Network Map Update Review Updates to the Pathways Network Map for the coming year will be discussed; there are quite a number of them. Action Items: • Jay to prepare draft for discussion at November's Pathways Workshop. Committee Recommendations to Commission: • None at this time. The meeting adjourned at approximately 6:30 p.m. AGENDA • Wednesday, November 9, 2016 6:30 p.m. • Meridian City Hall, Council Chambers, 33 E. Broadway Avenue, Meridian, ID 1. Brainstorm Committee Responses for FY16 Commission Annual Report (Due to Rachel by November 17, 2016) MPR Commission Pathways Committee Meeting - November 9, 2016 Page 2 of 2 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. (�� E IDIAN> PARKS Fk RECREATION DEPARTMENT STAFF REPORTS November 9, 2016 Administration Division Department Director's Report: STEVE SIDDOWAY (Please note, a verbal report will be provided at the November 9, 2016 MPR Commission Meeting.) Parks Division Parks Superintendent's Report: MIKE BARTON (Please note, a verbal report will be provided at the November 9, 2016 MPR Commission Meeting.) City Arborist's Report: ELROY HUFF 1. Tree City USA - I will be filling out the application again for this year starting around the first part of November to re -apply for the Tree City USA designation. 2. Kleiner Park Shade Tree Planting - The project to add 28 new trees was completed on October 22, 2016. It sure looks different when that many trees are planted along the grassy slope of the Kleiner Park amphitheater. Wow! Parks & Recreation Department Staff Reports - November 9, 2016 Page 1 of 4 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. 3. City Christmas Tree for Generations Plaza - The tree has been chosen for this year, which will arrive at Generations Plaza on November 10. It is around 28 feet tall and is a Giant Sequoia. The tree should be really pretty this year. Parks Ft Pathways Project Manager's Report: JAY GIBBONS (Please note, a verbal report will be provided at the November 9, 2016 MPR Commission Meeting.) Recreation Division Recreation Manager's Report: COLIN MOSS 1. Temporary Use Permits (TUPs) - The special event season has concluded for this year. Only Christmas in Meridian is left. Now is the time to start scheduling for next year, and we already have 26 events on the calendar for 2017. 2. Christmas in Meridian - I remain very involved in assisting Renee with the production of the Christmas in Meridian festivities. There are a lot of moving parts with this event especially, so it's nice to have more hands to help as she learns how things have been done in the past. 3. Software Transition - The process of transitioning into a new software system has been put on hold, due to contractual obligations to our current provider. We'll look to make the transition in August of next year when we're able to make the switch without incurring any penalties. 4. Recreation Coordinator - As Garrett transitions into the role of Homecourt Facility Manager, we'll start the process soon to fill the Recreation Coordinator - Sports position. Recreation Coordinators' Report: GARRETT WHITE, JAKE GARRO, i't RENEE WHITE 1. Home Court Facility - Garrett has been working on several projects that include: • Painting the exterior of the building - The project is approximately 90% complete, due to weather conditions. The project is scheduled to be finished by the end of the month. Parks Ft Recreation Department Staff Reports - November 9, 2016 Page 2 of 4 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. • Janitorial contracts - All toilet paper, paper towel, soap, and sanitizer dispensers have been replaced to match all City facilities. The project was completed the first week in October. A few minor painting projects remain. • Re -barking parking lot islands - This project was completed the first week in October by volunteers. • Moisture barrier repairs - This project was completed on Friday, October 21. • Scheduling - Scheduling of the building has been constant starting in June of this year. Garrett has been working with YMCA staff to make sure we are all on the same page. This is an ongoing project. • Staffing - Garrett has been working with HR to hire one full-time Site Supervisor and three part-time Homecourt Specialists. We have now hired three part-time staff and the Recreational Site Supervisor; they will start November 1. • Facility signage - Garrett is waiting on the final quote. We hope to have this project completed within the next six to eight weeks or before November 21. The sign is in the fabrication process and on schedule. • Inventory - Garrett is working with Finance to determine what items we will need to put an asset tag on. This is still in progress. 2. Fall Flag Football - The league has been running for six weeks now. So far, having three officials compared to only two in the past years has been extremely helpful. This league is scheduled to end the week before Thanksgiving. 3. Fall Volleyball League - The league continues to run smoothly and will finish up by December 16. The end -of -season tournament will begin the week after Thanksgiving. 4. Fall Basketball League - This league also continues to run smoothly. The end - of -season tournament will begin the week before Thanksgiving and end by December 16. 5. 6th Annual Holiday Classic Volleyball Tournament - This tournament will be held on Saturday, November 12 this year. We currently have 15 teams registered and can take only 11 more. We will partner with the Meridian Head Start program again. 6. 2016 Fall Activities tt Classes - Jake has been monitoring and overseeing fall 2016 classes that are being offered and taking place through our Fall Activity Guide. 7. 2017 Winter/Spring Activity Guide - Jake is in the editing process of the 2017 Winter/Spring Activity Guide. Instructor information has been formatted, and Parks ft Recreation Department Staff Reports - November 9, 2016 Page 3 of 4 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. we are currently in the process of making edits to each instructor's information in the guide. The guide will go to first print on November 4. 8. Meridian Community Center - Jake continues to schedule classes at the Meridian Community Center for new instructors that will be teaching through our activity guide this winter/spring. 9. Recreation Software - Jake is taking a look at another Recreation Software program. Department staff will be taking part in a demo on November 9. The software staff will be learning about is Dash. The demo will take place in the Parks and Recreation Conference Room. 10. Activity Input - As we get closer to finalizing edits and the guide is sent for first print, Jake will begin the process of inputting activities into Active.net. 12. Idaho Parks Et Recreation Association -Renee accompanied Steve Siddoway, Colin Moss, and Shelly Houston to her first ever IRPA Convention in beautiful downtown Idaho Falls. 13. Mayor's Youth Advisory Council/TAC/Trunk or Treat - Trunk or Treat and Dance to the Beat is on Thursday, October 27, 2016. All 12 of the City Hall Plaza booths were sold at $200 each. We have a new presenting sponsor - Country Financial. We've raised $3,200 for the MYAC Executive Committee to travel to the City Summit in November. The MYAC Community Service Team will raise money for the Meridian Food Bank's Backpack program which serves more than 400 kids weekly in Meridian. 14. Christmas in Meridian - The Christmas Committee has reconvened and is busy planning for this year's festivities which will take place on Friday, December 2 and Saturday, December 3. We are meeting bi-weekly. Save the dates: • Winter Lights Parade - Friday, December 2 • Children's Winterland Festival - Saturday, December 3 • Winter Lights Fun Run - Friday, December 2 • Downtown Business Decorating Contest - Throughout December Parks l} Recreation Department Staff Reports - November 9, 2016 Page 4 of 4 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. Meridian I Commission Call to Artists - Request for Proposals: Park Identity at Heroes Park PROJECT DESCRIPTION: The Meridian Arts Commission (MAC) and Meridian Parks Ft Recreation Commission (MPRC) invite artists on the Park Identities Public Art Roster to prepare proposals for public art projects that create and/or enhance the overall park identity at Heroes Park. The objective of the project is to create a theming element, or elements, that strengthen the park name and give the park a true identity and sense of place. SITE DESCRIPTION: Heroes Park is a community park in southwest Meridian at 3064 W. Malta Drive. The pre -proposal conference will allow proposers to ask Parks staff specific questions and elaborate on context provided. Notes from the pre -proposal conference will be sent to those who intend to propose, in case they cannot attend the conference. ELIGIBILITY: This project is open to artists on the Park Identities Public Art Roster. BUDGET: A budgeted amount of $73,000 total is available for the completed project; this includes the selected artist's commission, all costs including engineering, materials, fabrication, permitting, contingencies and installation of the artwork. A stipend of $500 will be paid to artists to develop and submit proposals, following submission of a completed W-9 form and execution of a written agreement with the City of Meridian. PROCESS: The evaluation and selection process will generally occur as follows; dates are subject to change as may be necessary due to scheduling issues or other circumstances. Any information submitted is subject to release to the public as required by Idaho Public Records Law. 1. Call to Artists (RFP) issued October 14, 2016. 2. Pre -proposal conference. Tuesday, November 1 @ 11:00 AM on site, by the Heroes Park concessions building at 3064 W. Malta Drive. 3. Notice of Intent to Propose due Wednesday, November 2 @ 12:00 PM. Submit a letter of intent, signed agreement to produce a proposal and presentation, and W-9. Stipends for proposals will be submitted after presentations are delivered. 4. Proposals accepted. To be considered for this project, the following materials must be submitted to MAC, by 12:00 PM, on Monday, December 5, 2016, at 33 E. Broadway Avenue Suite 104, Meridian, ID 83642 or by a -mail to mac@meridiancity.org: a. A summary of the respondent's experience with similar projects b. Project proposal, including digital images (.jpg format) or drawings of the proposed conceptual designs or projects to be considered; additionally, maquettes are strongly recommended c. Artwork description(s) including materials to be used, dimensions, anticipated maintenance, etc. Request for Proposals - Heroes Park Identity Public Art Project Page 1 of 2 d. Detailed project timeline, project budget with itemized costs, and schedule of work 5. Presentations. On Wednesday, December 7, 2016, participating artists will present their proposals and maquettes in front of the selection committee at a public meeting, followed by brief Q Et A. This presentation is scheduled to take place at 4PM at Meridian City Hall. (Please let us know if this date and time cannot work for you.) 6. Selection Criteria. Eligibility and finalist selection criteria will include: a. Adherence to the RFP; (10 points) b. Appropriateness of scale, design, material, durability, safety, and maintenance for project site; (20 points) c. Project proposal - demonstrated understanding of project objectives, ability to create artwork that addresses the context of its placement; and ability to meet or exceed the objectives; (30 points) d. Past work experience and references on a similar type project and the demonstrated competence in the performance of the type of work to be provided (the nature, quality, and relevance of similar completed work, including subcontractors, may include feedback from professional references; and (20 points) e. Consistency with City policy and community values; (20 points) 7. Evaluation of proposals; artist selected. The selection committee may recommend selection of one proposed project, recommend that the RFP be reopened, or reject all proposals. Evaluation criteria will include the criteria set forth above, as well as any public input submitted during the evaluation of the proposals. MAC and MPRC will forward their recommendation to Meridian City Council for consideration. The selected proposer and others not selected will be notified of City Council's decision via a -mail by Wednesday, January 11, 2017. 8. Agreement; award. Following selection and negotiation and execution of a written task order with the City, the selected proposer will be awarded the project upon City Council's approval. 9. Selected proposal installed. The awarded Artist will fabricate and install the artwork, in accordance with a written task order agreement with the City, and within the project's final budget and timeline. ESTIMATED TIMELINE: ❑ October 14, 2016 ❑ November 2, 2016 ❑ December 5, 2016 ❑ December 7, 2016 ❑ By January 10, 2017 ❑ January 11, 2017 ❑ By February 1, 2016 ❑ By February 7, 2016 ❑ By February 8, 2017 ❑ Spring 2017 ❑ Per Task Order Call to Artists (RFP) issued Deadline for Intent to propose Deadline for completed proposals Presentations, committee evaluation, recommendation determined MAC and MPRC co -present recommendation to City Council Selected and not selected artists notified Deadline for selected artist's signed task order with City Task order executed by City Council Consultation with Parks Et Recreation begins Fabrication begins Installation Please contact MAC via email (mac@meridiancity.org) or phone (208-489-0422) with any questions. Thank you for your interestl Request for Proposals - Heroes Park Identity Public Art Project Page 2 of 2