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2017 11-15Ci�/ENIDAN:--- PARKS Et RECREATION COMMISSION SPECIAL MEETING • AGENDA Meridian City Hall - Conference Room A 33 East Broadway Avenue, Meridian, Idaho Wednesday, November 15, 2017 - 5:30 PM 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. Parks & Recreation Commission Meeting Agenda - November 15, 2017 Page I 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. Approximate Presenter Time 1. Roll -Call Attendance Rachel Myers 2 minutes Jo Greer, Vice President ® Mike Pepin Keith Bevan _ Creg Steele Michelle Jensen i Hannah Sturtevant Kayla McNay Jessica West John Nesmith 2. Adoption of the Agenda Jo Greer 2 minutes 3. Approval of the October 11, 2017 Regular Meeting Jo Greer F 2 minutes Minutes 4. Announcements 16 minutes: a. Welcome New Commissioner Michelle Jensen Jo Greer 3 minutes b. December Commissioner Elections Jo Greer 3 minutes c. December All -Commission Goals Brainstorming Jo Greer 3 minutes d. Grand Opening Celebration Debriefs - Reta Huskey Mike Barton 5 minutes Park Et Keith Bird Legacy Park e. Commission Live Streaming Steve Siddoway 2 minutes 5. Committee Meetings - NONE a. Parks Committee Parks & Recreation Commission Meeting Agenda - November 15, 2017 Page I 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. b. Pathways Committee c. Marketing Committee 6. Committee Reports -NONE a. Parks Committee b. Pathways Committee c. Marketing Committee 1 hour Et 7. New Business 2 minutes: a. FY2017 MPR Commission Annual Report Jo Greer 2 minutes b. Meridian Homecourt Bay 5 Design Concepts Garrett White 20 minutes c. Kleiner Park Memorial Plaza Fees Et Use Policy Mike Barton 20 minutes d. Santa's Helper Commission Parade Float Theming Jessica West 10 minutes Discussion e. South Meridian Regional Park Final Design Et Bidding Mike Barton 10 minutes 8. Old Business a. South Meridian Regional Park Naming Graphics Mike Barton 15 minutes 9. Workshop - NONE 10. Staff Reports MPR Staff 15 minutes 11. Adjourn Jo Greer 1 minute ATTACHMENTS: (1) 10-11-17 Regular Meeting Minutes (2) Parks Committee: Mission, Goals & Objectives, 10-11-17 Minutes (3) Pathways Committee: Mission, Goals & Objectives, 10-11.17 Minutes (4) Marketing Committee: Mission, Goals & Objectives, 10-11-17 Minutes (5) Staff Reports: Administration, Parks, and Recreation Divisions NEXT REGULAR MEETING: DECEMBER 13, 2017 • 3:30 PM 2017 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. Explore options to obtain, build, or develop partnerships for additional park space and/or amenities. 3. Participate in the design development of the future South Meridian Regional Park. 4. Engage other task forces, commissions, entities, and agencies through workshops and other outreach for partnership opportunities. 5. Pursue improved tools and opportunities to communicate with citizens and stakeholders. 6. Develop partnerships with the Meridian Fire Department for future fire stations to be collocated with parks. 7. Continue to foster greater Commission involvement in community events through advanced notice and sign-up sheets. S. Continue implementation of the updated MPR Master Plan. 9. Explore opportunities to build a pathway along Locust Grove Road to Chinden, connecting to Eagle's pathway system and the greenbelt. 10. Develop plans for a new, updated Memorial Program. Parks Ft Recreation Commission Meeting Agenda - November 15, 2017 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 Ft RECREATION COMMISSION SPECIAL MEETING • MINUTES Meridian City Hall Conference Room A 33 E. Broadway Avenue, Meridian, Idaho Wednesday, November 15, 2017 • 5:30 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 Vice President Jo Greer called the meeting to order at approximately 5:35 p.m. MPR Administrative Assistant II Rachel Myers took roll -call attendance as follows: X Jo Greer, Vice President X Mike Pepin _T Keith Bevan X Creg Steele (arrived at 5:37 p.m.) X Michelle Jensen (arrived at 5:45 p.m.) X Hannah Sturtevant (departed at 8:15 p.m.) X Kayla McNay (departed at 8:15 p.m.) X Jessica West 0 John Nesmith Others present were: MPR Department staff --Parks Et Recreation Director Steve Siddoway, Parks Superintendent Mike Barton, Recreation Manager Colin Moss, Homecourt Facilities Manager Garrett White, Marking Coordinator Shelly Houston, Recreation Coordinator Jake Garro, It Pathways Project Manager Kim Warren; Deputy City Attorney Emily Kane; Et Dana Kauffman with Insight Architects. 2. Adoption of the Agenda Commission Vice President Jo Greer entertained a motion to adopt the agenda as presented. Commissioner Hannah Sturtevant motioned to approve the agenda as presented. Commissioner Kayla McNay seconded the motion. All were in favor of the motion. 3. Approval of the October 11, 2017 Regular Meeting Minutes Commission Vice President Jo Greer entertained a motion to approve the minutes as presented. Commissioner Kayla McNay moved to approve the minutes as presented. Commissioner Hannah Sturtevant seconded the motion. All were in favor of the motion. Parks & Recreation Commission Meeting Minutes - November 15, 2017 Page i of 5 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. 4. Announcements a. Welcome New Commissioner Michelle Jensen - Jo Greer Commission Vice President Jo Greer welcomed new Commissioner Michelle Jensen. Commissioner Jensen expressed she works at J. R. Simplot as Director of IT in the Food Division. She has been a Meridian community member for the past ten years. She comes from Portland, Oregon (Hillsboro area). She participates in parks and recreation with her nine-year-old daughter and has ideas to share about parks, amenities, etc. Therefore, her husband encouraged her to apply to the MPR Commission so her opinions could be heard. b. December Commissioner Elections - Jo Greer Commission Vice President Jo Greer announced 2018 elections of Commission President and Vice President will be held in December. If anyone is interested in serving in this capacity, please let her or staff know. c. December All -Commission Goals Brainstorming - Steve Siddoway MPR Director Steve Siddoway announced in December, the Commission will brainstorm new All -Commission Goals. The current FY2017 goals can be found on page two of the agenda; there are ten of them. The goals will be updated for FY2018. What Steve would like for the Commissioners to do between now and next month is to take a look at the current goals, see if there are some that should come off, and determine if there are others they would like to see come on. Often, MPR staff would come with a draft list which would then be modified and voted on in the meeting. If the Commissioners have specific thoughts between now and December, they are welcome to let Steve know so staff can capture them and bring them forward to the full Commission for consideration. d. Grand Opening Celebration Debriefs - Reta Huskey Park Et Keith Bird Legacy Park - Mike Barton MPR Parks Superintendent Mike Barton reported a couple of park openings were held—Reta Huskey Park on October 30, 2017, and Keith Bird Legacy Park on November 9, 2017. He wanted to open this time up for discussion to see if there is anything staff could do differently or do better. From MPR staff's perspective, Mike thought they were well attended and went great. The weather cooperated. MPR Commission Feedback: • Creg Steele - He thought everything went smoothly, and the dedications were well attended and organized. Staff did a great job. • Hannah Sturtevant - She was not able to attend because the dedications were held in the middle of the day. Perhaps holding them in the evenings after business hours may work better for other people. • Jo Greer - She thanked MPR staff (coordination by Shelly Houston) for everything they did for both events. There were refreshments, and the setup was really nice. She also appreciated the heaters at the Keith Bird Legacy Park opening. e. Commission Live Streaming - Steve Siddoway Parks a Recreation Commission Meeting Minutes - November 15, 2017 Page 2 of 5 Persons desiring accommodation for disabilities related to documents andlor hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. MPR Director Steve Siddoway reported there was a recent discussion from Council whereas beginning January 1, 2018, they want all commissions in the City, including the Parks Et Recreation Commission, to stream live in Council Chambers. The system will be test streamed at the December meeting so that they are ready to go live in January. Logistics will need to be worked through regarding committee meetings. 5. Committee Meetings - NONE 6. Committee Reports - NONE 7. New Business a. FY2017 MPR Commission Annual Report - Jo Greer Commission Vice President Jo Greer presented the draft MPR Commission Annual Report for fiscal year 2017. There were a few more minor revisions made to the report, which will be finalized. Commissioner Creg Steele motioned to approve the FY2017 MPR Commission Annual Report as amended. Commissioner Kayla McNay seconded. All were in favor of the motion. [Nate: The final, executed report is now attached to these meeting minutes.] b. Meridian Homecourt Bay 5 Design Concepts - Garrett White Fs Dana Kauffman MPR Homecourt Facility Manager Garrett White and Dana Kauffman with Insight Architects reviewed in detail the three draft concepts of the Meridian Homecourt Bay 5 renovation project—Option C (single story) and Option D (main and upper levels) in terms of programming, elements and flow, as well as discussed additional parking needs and potential issues. Copies of the renderings are attached to these meeting minutes. There was strong, general consensus to move forward with the direction and exploration of a two-story renovation. Option D or a variation of it was the Commission's preference. c. Kleiner Park Memorial Plaza Fees £t Usage Policy - Mike Barton MPR Parks Superintendent Mike Barton reported approximately a year ago, the MPR Commission initiated discussion about a new memorial program since the MPR Department is out of space in Tully Park. So they wanted to come up with something because there is a demand for people to buy memorial bricks or trees. After a couple of good discussions with the Commission, it was decided they would go more towards a memorial plaza in Kleiner Park. Jensen -Belts Associates sketched a concept rendering, which was round and had some flare to it. When staff went to the park and laid it all out in how to build a memorial plaza, it was going to be really cumbersome to install pavers in a circular fashion. Mike provided a PowerPoint presentation about the revamped plans, proposed fees, and usage policy for the Kleiner Memorial Plaza. Copies of his slides are attached to these meeting minutes. There was much discussion and feedback from the Commissioners regarding pricing the pavers, what to charge the public, and cost recovery. Parks & Recreation Commission Meeting Minutes - November 15, 2017 Page 3 of 5 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. Commissioner Creg Steele motioned to recommend to City Council the Kleiner Memorial Plaza regular fees of $250 for a 4"x8" paver and $400 for an 8"x8" paver, and special discounted fees of $150 for a 4"x8" paver and $250 for an 8"x8" paver during the MPR Department's annual promotional period (April 1 through May 15). Commissioner Hannah Sturtevant seconded. All were in favor of the motion. d. Santa's Helper Commission Parade Float Theming Discussion - Jessica West Commissioner Jessica West shared her "Elf on a Shelf" idea and theme concerning the upcoming Winter Lights Parade on Friday, December 1, 2017 as a PowerPoint presentation where each year the Commission has its own "Santa's Workshop" float. Commissioners were encouraged to dress as elves for a more cohesive look and to bring an Elf -on -a -Shelf doll to attach to the float, if they have one. Copies of her slides are attached to these meeting minutes. There was general interest expressed by the Commissioners. e. South Meridian Regional Park Final Design 6t Bidding - Mike Barton MPR Parks Superintendent Mike Barton provided an update on the future South Meridian Regional Park concerning public meetings/ outreach process, the current design of Phase 1 based on public outreach, the budget, construction estimates/value engineering, bid strategy, and next steps in the form of a PowerPoint presentation. Copies of his slides are attached to these meeting minutes. 8. Old Business a. South Meridian Regional Park Naming Graphics - Mike Barton MPR Parks Superintendent Mike Barton reported at the October 11, 2017 Commission meeting, MPR staff brought forward three naming graphic concepts for the South Meridian Regional Park—Highland Park, innovation Park, and Exploration Park. The Commission voted to move forward with additional graphics and vet the name "Exploration Park." Mike showed a PowerPoint presentation of four different graphic options with a discovery theme for Exploration Park that evening. Copies of his slides are attached to these meeting minutes. After some discussion and feedback by the Commissioners and staff, there was general interest to move forward with Option #4 which includes LED -lit, steel cylinders with cut-outs, such as Idaho mammal, insect, or other discovery elements. The images could potentially be grouped into different learning landscapes. Mike will work with the graphic design artist to prepare a mockup for viewing and discussion at a future Commission meeting. 9. Workshop -NONE 10. Staff Reports MPR Director Steve Siddoway reported the highlight for him since the last meeting has been the two park openings—Reta Huskey Park and Keith Bird Legacy Park. He thanked everyone who came and participated. He recognized Mike Barton for his work as the project manager and Shelly Houston for all of her work in putting the actual ceremonies together. He expressed they were wonderful events. Parks rt Recreation Commission Meeting Minutes - November 15, 2017 Page 4 of 5 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. 12.Adjourn Commission Vice President Jo Greer entertained a motion to adjourn the meeting. Commissioner Cres Steele moved to adjourn the meeting. Commissioner Mike Pepin. The vote was unanimous and in favor of the motion. There being no further business, the meeting adjourned at approximately 8:34 p.m. (AUDIO ON FILE OF THESE PROCEEDINGS) APPROVED: JO GREER, VICE PRESIDENT / rem Attachments: I I DATE 1) MPR Commission FY2017 Annual Report (10 pages) 2) Meridian Homecourt Facility Bay 5 Renovation Design Concepts (3 pages) 3) PowerPoint: Kleiner Park Memorial Plaza (4 pages) 4) PowerPoint: Holiday Parade Time! (3 pages) 5) PowerPoint: South Meridian Regional Park Update (4 pages) b) PowerPoint: South Meridian Regional Park Naming/Branding (4 pages) Parks rr Recreation Commission Meeting Minutes - November 15, 2017 Page 5 of 5 Persons desiring accommodation for disabilities related to documents andlor hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. E IDIAN:--- PARKS Et RECREATION COMMISSION PARKS COMMITTEE t ....... .. .4 . 2 ZA� 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 2016-2017: 1. Recommend the design, construction, and installation of two artificial shade structures at Bear Creek and Julius M. Kleiner Memorial Parks. 2. Continue to seek opportunities to add shade in parks. 3. Assist in the design and development of the future South Meridian Regional Park. 4. Develop specific recommendations for multi -generational amenities. 5. Work with the Arts Commission in using art to reinforce the identities of the three parks --- Heroes, Champion, and Renaissance. 6. Develop a recommendation for a new Memorial Plaza in Kleiner Park. MINUTES • Wednesday, October 11, 2017 The Parks Committee met on Wednesday, October 11, 2017 in the City Council Conference Room at Meridian City Hall, 33 East Broadway. The meeting was called to order at approximately 6:02 p.m. Attending: X Sharon Borton, Commissioner Ft Chairwoman MPR Commission Parks Committee Meeting - November 15, 2017 Page 1 of 3 Persons desiring accommodation for disabilities related to documents andfor hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. X Creg Steele, Commissioner X Jessica West, Commissioner X Steve Siddoway, MPR Dept. X Rachel Myers, MPR Dept. 1. Complete FY2017 MPR Commission Annual Report The Committee reviewed the annual report; they went through where they were at today and where they hope to be within the next few months. They accomplished a lot. Some of the final finishing touches are still going on, but they presume they will be done in time to complete this year's report. Action Items: • Finish accomplishments and email Rachel. Committee Recommendations to Commission: • None at this time. 2. South Meridian Regional Park Shade -- MPR staff is incorporating play structure equipment that does include shade elements. The entire play zone area design has been separated to incorporate shade for both children and adults. They hope to review future plans and drawings in the next few months. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. 3. Debrief on Heroes Park Art This is regarding the sails that are going up in Heroes Park (Journey of Heroes Art Sculpture). At an earlier meeting, there was some concern about one of the photos that was submitted for the police officer and talked about getting a new picture. A new photo has been secured, taken to City Council, and is in the process of being fabricated. Action Items: None at this time. Com•mittee Recommendations to Commission: • None at this time. 4. Kleiner Park Bandshell Shade The group reviewed design renderings of the shade structure at various angles/views and got to see some new graphics on plans for different types of sails. The details are still being worked out. They formulated some questions to be sent back to the artist and are waiting for those answers. The next step will be to present the design concept(s) to the entire MPR Commission in the near future. Action Items: None at this time. Com•mittee Recommendations to Commission: • None at this time. 5. Shade in Existing Parks MPR Commission Parks Committee Meeting - November 15, 2017 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. The Committee touched on existing parks where shade needs to be added or improved upon in the future. More will be worked on in the coming meetings. Action items: • None at this time. Committee Recommendations to Commission: • None at this time. 6. Revisit Evening Employee Park Coverage This item was not discussed, due to time constraints. Action Items: • None at this time. Committee Recommendations to Commission: = None at this time. The meeting adjourned at approximately 6:50 p.m. AGENDA • Wednesday, November 15, 2017 5:30 p.m. • Meridian City Hall, Council Chambers, 33 E. Broadway Avenue, Meridian, ID This Committee meeting has been cancelled. MPR Commission Parks Committee Meeting - November 15, 2017 Page 3 of 3 Persons desiring accommodation for disabilities related to documents andlor hearings: Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting. E IDIANz,-- PARKS 8t RECREATION COMMISSION PATHWAYS COMMITTEE MISSION; 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 bt OBJECTIVES • Fiscal Year 2016-2017: 1. Plan for the Spring Pathways Tour on April 12, 2017. 2. Plan for the 2017 Pathways Priority Workshop on November 8, 2017. 3. Foster avenues to engage the public and increase outreach to the community in support of pathways and connectivity via media, pathway -related events, and/or regional pathway planning efforts. 4. Actively support the pathway project priorities. 5. Identify gaps or missing pathway connections across the community to get them developed and/or upgraded. MINUTES • Wednesday, October 11, 2017 The Pathways Committee met on Wednesday, October 11, 2017 in Council Chambers at Meridian City Hall, 33 East Broadway. The meeting was called to order at approximately 6:02 p.m. Attending: MPR Commission Pathways Committee Meeting - November 15, 2017 Page i 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 John Nesmith, Commissioner Ft Chairman X Hannah Sturtevant, Commissioner X Mike Pepin, Commissioner X Kim Warren, MPR Dept. X Mike Barton, MPR Dept. 1. Complete FY2017 MPR Commission Annual Report Committee members talked about their goals this year and how they accomplished them. Specifically one of their newer goals was to increase public engagement with the pathways to get the word out about new pathways that are going in. The Parks team improved signage along pathways this year and improved representation at community meetings, such as F.A.C.T.S. Action Items: • The Committee will finalize its accomplishments and email Rachel Myers. Committee Recommendations to Commission: • None at this time. 2. Staff Update on Pathway Projects The group received updates on a variety of pathway projects that are ongoing and overlapping each other. Concerning the Lemp/Larkwood Pathway, two property owners in the Larkwood Subdivision have agreed to sign an easement with the condition that a fence will be installed and paid for. Regarding the Five Mile Creek Pathway - Segment H2 from Badley to Fairview, it wilt be paved later this week with a potential ribbon cutting this fall. The pathway widening project on Linder Road across from Tully Park did not get any bids. MPR staff is now working with two different businesses to expand the pathway and make it more accessible. Regarding the Five Mite Creek Pathway - Segment D from Ten Mile to Black Cat, Kim will update the entire Commission in more detail about this connection near the Waste Water Treatment Plant later in the evening. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. The meeting adjourned at approximately 6:50 p.m. AGENDA • Wednesday, November 15, 2017 5:30 p.m. • Meridian City Hal[, Council Chambers, 33 E. Broadway Avenue, Meridian, ID This Committee meeting has been cancelled. MPR Commission Pathways Committee Meeting - November 15, 2017 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. CjQ/rE IDIAN> PARKS Ft RECREATION COMMISSION MARKETING COMMITTEE MISSION: 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 Ft OBJECTIVES • Fiscal Year 2016-2017 1. Increase Commissioner presence in the community by generating Commissioner sign-up sheets. 2. Generate an MPR Calendar of monthly activities. 3. Solicit and/or present an MPR PowerPoint presentation to Community Organizations. 4. Assist the Meridian Chamber of Commerce with a tourism presentation/package from grant funding for visitors. 5. Identify social media marketing for Parks Et Recreation Month (July). 6. Assist with marketing items for hand-out. MINUTES • Wednesday, October 11, 2017 The Marketing Committee met on Wednesday, October 11, 2017 in the Clerk's Conference Room located at Meridian City Hall, 33 East Broadway. The meeting was called to order at approximately 6:02 p.m. Attending: X Jo Greer, Chairwoman €t Commissioner MPR Commission Marketing Committee Meeting - November 15, 1017 Page 1 of 3 Persons desiring accommodation for disabilities related to documents andlor hearings: Please contact the City Clerk's office at 888'4433 at least 48 hours prior to the meeting. X Kayla McNay, Commissioner X Keith Bevan, Commissioner 0 Shelly Houston, MPR Dept. X Colin Moss, MPR Dept. 7 Carter Blake, Citizen Guest 1. Complete FY2017 MPR Commission Annual Report Members reviewed goals and accomplishments. Action Items: • The Committee will finalize its accomplishments and email Rachel Myers. Committee Recommendations to Commission: • None at this time. 2. Commissioner Community Presence Ft Monthly Activities The Committee went through various upcoming events. Shelly typically prepares sign-up sheets for each event held that month. Trunk or Treat is coming up on October 26. Regarding the Winter Lights Parade Et Tree Lighting (December 1) and Children's Winterland Festival (December 9), they will start to have weekly Christmas in Meridian Committee meetings held on Tuesday evenings at 5:30 p.m. for one hour. There is a lot of need, as far as sponsorships, for prizes and other items. Santa letters and many other elements are in need of sponsors. Anyone interested in serving on this committee, please notify Jo. There will be a Santa's Workshop MPR Commission parade float (Steve interjected with a Parks &t Recreation Commission banner), and Commissioners were encouraged to attend the night - light event with their families to help market the Commission. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. 3. Presentations to Groups (Assist Steve Siddoway) Shelly was working on updating the list of groups, so this is in progress. Steve Siddoway noted the MPR Department's Community PowerPoint was presented to the Chamber of Commerce earlier in the year, which was well received. He would like to see staff and Commissioners get out to other organizations. Action Items: None at this time. Committee Recommendations to Commission: None at this time. 4. Chamber Presentation (Colin Moss) Colin is still waiting for data regarding the data collection. There are seasons ending in different sports, so this will be in progress for a while. This project has been put on hold until further notice, based on a couple of restructuring items that are happening. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. MPR Commission Marketing Committee Meeting - November 15, 2017 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. 5. Parks ft Recreation Month Debrief July was Parks Et Recreation Month. Hashtags #Meridian Parks and #PlayOnJuly were created for families to take pictures in Meridian parks and post on social media. The Committee discussed something for next year as opposed to doing a Facebook photo contest. They were brainstorming about potentially having a booth at a different park maybe each weekend throughout the week in June, even if they decide not to do a Parks Et Recreation Month in July. The group thought it would be nice to have a banner asking people what they would like to know about parks and recreation, etc. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. 6. New Marketing Ideas As noted above, the Committee is working on various marketing ideas. Action Items: • None at this time. Committee Recommendations to Commission: • None at this time. The meeting adjourned at approximately 6:50 p.m. AGENDA • Wednesday, November 15, 2017 5:30 p.m. • Meridian City Hall, Council Chambers, 33 E. Broadway Avenue, Meridian, ID This Committee meeting has been cancelled. MPP Commission Marketing Committee Meeting - November 15, 1017 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. Et IDIAN,---- Ft RECREATION DEPARTMENT STAFF REPORTS November 15, 2417 Administration Division Parks 8t Recreation Director's Report: STEVE SIDDOWAY (Please note, a verbal report will be provided at the November 15, 2017 MPR Commission Meeting.) Parks Division Parks Superintendent's Report: MIKE BARTON (Please note, a verbal report will be provided at the November 15, 2017 MPR Commission Meeting.) Pathways Proiect Manager's Report: KIM WARREN 1. Five Mile Creek Pathway - Segment H2, Badley to Fairview - Section H2 is now paved. Staff subsequently met on site with the paving contractor to advise on placement of detectable warning material for ADA compliance. The two-pronged, Fairview end of the pathway was built wider than the plans - a bonus for us, but called for a bit of on-site problem solving. Schedules permitting, we expect to do a final walk-through this week. CTA, the pathway Parks & Recreation Department Staff Reports - November 15, 2017 Page 1 of 7 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Office at 888-4433 at [east 48 hours prior to the meeting. design consultant, will furnish the City with a letter of compliance to submit to FEMA. 2. Lemp Canal/Larkwood Pathway Connection - The consultant has submitted design details to the Settlers Irrigation District for review. Berm construction is underway (outside of this contract) by the Larkwood owner who wanted to extend the existing berm in front of his property prior to pathway construction. Easements and the MOUS with the two affected property owners have been reviewed by Legal and finalized. We are currently aiming to have both signed and notarized by November 9, 2017. Staff is coordinating with the Grants Review Committee to consider submitting an application for Child Pedestrian Safety Funding (State) through LHTAC, to help fund this pathway segment. Settlers Irrigation District is making solid progress on the Lemp Canal Bank Reinforcement project. Weather permitting, they should have this work complete well in advance of our proposed construction period at the end of March. The contract timeline will require all pathway construction work to occur during West Ada School District's Spring Break. 3. E. James Court Sidewalk Widening, Five Mile Pathway - Five of the eight easements for this pathway segment have now been signed and recorded. Of the remaining three, staff has been in contact with two of them - owner's representatives, in both cases - and has sent updated communication materials. The last owner is proving elusive. I have searched extensively online, contacted the Ada County Assessor for further possible information, and made a number of phone calls in an attempt to track down this southern California owner. This week, I will try another USPS mailing, in an attempt to determine a current address. Plans are ready to bid, as soon as all permissions are secured. 4. Rail With Trail Pathway, Nine Mile Creek - Based on the results of ITD form 1500, it was decided to follow up with transportation department staff for more specific guidance regarding compliance with federal requirements for cultural and historic preservation. In this meeting, MPR learned that the proposed work on the Rutledge Lateral is triggering historic preservation compliance issues. This is a bit of a catch-22 situation in that the lateral is classified as `live water' and therefore must be tiled in order to satisfy the terms of our Master Agreement with the Nampa Meridian Irrigation District. BUT any modifications to the lateral and associated headgate structures are considered adverse effects' that must be mitigated for. Unfortunately, the federal submittal and approvals process, including mitigation, will take longer than the final (May 1, 2018) deadline for obligation of the designated TAP funding. After strategy and discussion with COMPASS staff, it was determined that the City would submit a formal request asking to defer the funding until FY2019. COMPASS is working to move some other projects up to 2018 so as not to lose any dollars. On the positive side, plans are at 90-95% complete, and mitigation for disruption of the lateral should be relatively straightforward, taking the form of trailhead interpretive signage, or similar. Parks !} Recreation Department Staff Reports - November 15, 2017 Page 2 of 7 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. In working to procure pathway easements, staff learned it may be necessary to purchase right-of-way for this project. To further complicate things, federal rules prohibit any ROW acquisition until all conditions of approval are met. In light of restriction, staff held to a previously scheduled meeting with the board of Friends of Children Et Families (one of the affected property owners) but limited discussion to asking about the organization's general receptivity to a land sale and/or trade in the future. 5. FY2017 Five Mile Creek Pathway - Segment D, Ten Mile to Black Cat - I will meet with the consultant (The Land Group) this week to move forward with plans that reflect changes to alignment as discussed with the Commission in October. Part of this discussion will be to first confirm the consultant is fully qualified and feels comfortable to complete this work. Staff is seeking reassurance as to qualification so as not to encounter any compliance `surprises' that may delay the project, or impact timing requirements for funding, per the RWT situation, above. 6. Linder Sidewalk Widening, Five Mile Creek Pathway - This project was put out to bid last summer (end of July or so), and no bidders responded. Since then, staff has directly solicited bids from Diamond Contractors and ESI Construction. We have received a response from the former and continue to stay in touch with ESI. If prices don't come in as expected, we will wait and rebid during the winter. This pathway segment will be constructed in 2018. 7. Transportation Improvement Projects - Staff is working with Development Services and Public Works to coordinate roadway, streetscape, and pedestrian improvements for near-term projects. Staff plans to attend ongoing meetings with COMPASS and FACT for continued coordination with pathway and transportation stakeholders in the region. City Arbori_st's Report: ELROY HUFF 1. Downtown Christmas Tree - The live Christmas tree has been delivered to Generations Plaza on November 8, 2017. The Big Blue Spruce was a short move this year from just south of the railroad tracks. 2. Kleiner Arboretum - We have added some interesting new trees late this past summer, including Red Rage Tupelo, Garry Oak, Oregon White Oak, and Sassafras. Check out these trees on the internet. 3. Tree Pruning Cycle - We have already started pruning on a site for the new budget year. The second phase of Settlers Park will be completed in the spring. Parks 8: Recreation Department Staff Reports - November 15, 2017 Page 3 of 7 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. 4. Tree City USA for 2017 - 1 am preparing for the Tree City USA qualification. The Tree City Growth Award is possible this year. Recreation Manager'sport: COLIN MOSS 1. New Software - The implementation of the new Rec1 software is where the majority of my time has been spent lately. This will continue to be the case until the go -live date of December 5th and probably at least a little bit afterward. We've built the back end of the system (still lots of details to input) and now have begun a series of staff trainings to get everyone up to speed with how to use the system, take facility reservation, and take class enrollments. 2. Event Scheduling - The event season is over with the exception of the Christmas festivities. We're taking a lot of inquiries and reservations for 2018 events, so the calendar is already filling up, particularly at Kleiner Park. We already have 29 events booked. 3. Field Scheduling - Field use applications for 2018 have been emailed out to all the sports league contacts. The deadline to submit an application is January 15, 2018. Homecourt Facility Manager's Report: GARRETT WHITE 1. Scheduling - This is an ongoing project. Schedules are updated on a weekly and sometimes daily basis. The facility has been extremely busy. The next event is Saturday, November 11th which is the 7th Annual Holiday Classic Volleyball Tournament, followed by the Thanksgiving Shootout Youth Basketball Tournament held on Friday, November 24th and Saturday, November 25tH 2. Winter Programming - I have met with a few Pickleball players, and we will be launching a Sunday Pickleball League in January of 2018. More information to come. 3. Projects: Parks ii Recreation Department Staff Reports - November 15, 2017 Page 4 of 7 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. • LED Liehtine - I have been gathering information in regards to the timing of this project compared to the Homecourt gym schedule. I need to determine whether or not I need to close the courts for a day or longer. Once I have this information, I will start the bid process. • Fiber Connection - I need to contact IT and see what the scheduled timeline is for this project. • Basketball Court Refinish - I will put together an RFQ for this project in November and December in hopes to have it out the first of January. • Floor Repairs, Due to Moisture - We are still working with ICRMP to determine the next steps. The moisture issue appears to be getting better. 4. Bay 5 Renovations - Next steps are to meet internally and then present to the MPR Commission on November 15t". I am also working with Kim Warren in regards to a parking study for the Homecourt facility. We need to know how much parking we have on the property to help us determine whether or not we can go to two stories or not in Bay 5. Obviously the more space/ programming we have, the need for parking goes up. 5. Budget - I have been reviewing the Homecourt budget on a weekly basis. b. Accounts Receivable - With Jeanette Sanchez's help, I have been sending out invoices three to four weeks in advance for all reservations at the Homecourt. 7. HVAC Controls - I am scheduled to attend a two-day class on how to work the HVAC controls in mid-November. Recreation Coordinators' Report: JAKE GARRO, RENEE WHITE, & TYLER ROBERDS 1. 2018 Winter/Spring Activity Guide - Jake is working with community education instructors in putting together our 2018 Winter/Spring Activity Guide. The guide went to format and design on November 7th. The print date is scheduled for December 4th with the guide being released on Friday December 81h. Winter/spring class registration will begin on December 8th with classes starting the first week in January. 2. Rec1 Registration Software It Activity Input - Jake is working through the process of putting the Activity Guide together for format and design. Classes will be entered into our new registration software Rec 1. Parks B Recreation Department Staff Reports - November 15, 2017 Page 5 of 7 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. Department Fee Schedule - Jake has been working with Emily Kane in Legal to clean up our department's fee schedule. It is our goal to delete any classes and fees that have not been offered or applied over time and ensure our fees match the City-wide Fee Schedule that was adopted in September. 4. Summer Camp Coordinator - Our Recreation Camp Coordinator position will be open and available for application submittal by the end of November. It is our goal to have this position start the beginning of February to plan for our 2018 summer camps. Interview questions and scenarios have been created for the interview process. 5. 2017 Fall Classes - Jake is working with instructors to increase class attendance. He encourages instructors to provide our department with class flyers that can be shared through ActiveNet and displayed at the Meridian Community Center. 6. Mayor's Youth Advisory Council/TAC/Trunk or Treat - Trunk or Treat was Thursday, October 26, 2017. The event was moved to Idaho Et Second Streets in downtown Meridian. Estimated attendance was nearly 10,000 treaters and their families. The number of trunks was, however, down from 2016 to 91. The MYAC - Community Service Team raised $154 and 180 pounds of food for the Meridian Food Bank. 7. Christmas in Meridian - The Christmas Committee is busy planning for this year's festivities which take place on Friday, December 1 through Saturday, December 9. Save the Dates! • Winter Lights Parade - Friday, Dec. 1 at 6:30 p.m. New longer route! • Candy Cane Fun Run - Friday, Dec. 1 at 6:25 p.m. New finish line and sponsor! • Twilight Christmas Market - Thursday, Dec 7. Noon - 8 p.m. Extended hours! Children's Winterland Festival -- Saturday, Dec. 9. 10 a.m. - 3 p.m.; Boys Et Girls Club • Downtown Business Decorating Contest - Throughout December 8. General Updates - Tyler is currently working on multiple items to get ready for upcoming events. Registration needs to be open for Winter Volleyball and Basketball, and a marketing plan needs to happen for that as well. Office -wide, Parks & Recreation Department Staff Reports - November 15, 2017 Page 6 of 7 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 all getting ready for the new software which will be implemented in early December. Sport -specific updates are noted below. 9. Fall Flag Football - We are about to start our playoffs for Flag Football. The season has been fairly simple as the officials do a lot of the work (set up and take down, keep score). This is new for Tyler, as typically programs have staff members out there to take care of it. If the officials are happy, Tyler will not work towards change, but he assumes this practice will be adjusted in the future. 10. Holiday Volleyball Classic - We had 28 teams sign up which is two more than last year. With our available gym space, this will be the most we can take for future events. This tournament also has the most sponsors it has ever had with Sockeye Brewing, Falcon Crest, Big Al's, AJ's Salsa, and Wal-Mart all contributing to the raffle. When it's all said and done, we will have around $1,000 worth of prizes up for grabs. Last year we were able to purchase gifts for 56 kids in the community. 11. Fall Volleyball - Fall Volleyball has been much smoother than other leagues in the past. Tyler set a standard about asking for reschedules and teams picked up on the message. Because of this, both officials and facilities have been more organized. Parks 8: Recreation Department Staff Reports - November 15, 2017 Page 7 of 7 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.