2018 01-10CiQ/E I DIAN�---
PARKS Ek RECREATION COMMISSION
REGULAR MEETING • AGENDA
Meridian City Hall - Council Chambers
33 East Broadway Avenue, Meridian, Idaho
Wednesday, January 10, 2018 - 5:30 PM
Mission:
The Meridian Parks a 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 a Recreation Commission Meeting Agenda - January 10, 2018 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.
Approximate
Presenter
Time
1. Roll -Call Attendance
Rachel Myers
2 minutes
Jo Greer, President _ John Nesmith
Jessica West, vice President Mike Pepin
Keith Bevan — Creg Steele
_ Michelle Jensen Hannah Sturtevant
Kayla McNay
2. Adoption of the Agenda
Jo Greer
2 minutes
3. Approval of the December 13, 2017 Regular Meeting
Jo Greer
2 minutes
Minutes
4. Announcements
7 minutes:
a. Upcoming Events
Shelly Houston
5 minutes
b. February Commission Meeting
Steve Siddoway
2 minutes
5. New Business
50 minutes:
a. MPR Department Classes Ft Camps Update
Jake Garro
20 minutes
b. Ethics, Open Meetings, Ft Bylaws
Emily Kane
20 minutes
c. Impact Fee Update
Steve Siddoway
10 minutes
Parks a Recreation Commission Meeting Agenda - January 10, 2018 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.
Old Business
a. South Meridian Regional Park Project Update
b. Traithead on Ten Mite Road Update
7. Workshop - NONE
8. Staff Reports
9. Adjourn
ATTACHMENTS:
(1) 12-13-17 Special Meeting Minutes
(2) Staff Reports: Administration,
Parks, and Recreation Divisions
Mike Barton I 20 minutes
Kim Warren 15 minutes
MPR Staff
Jo Greer
15 minutes
1 minute
NEXT REGULAR MEETING: FEBRUARY 14, 2018 • 5:30 PM
1018 Ail -Commission Goals:
1. Support development of a connected pathway system across the City
of Meridian, with the Five Mile Creek Pathway and the Rai[ -With -
Trail Pathway as the top priorities.
2. Support construction of the South Meridian Regional Park
(Exploration Park).
3. Provide feedback on pians for a shade structure solution at the
Kleiner Park bandshell.
4. Encourage coordination with the City of Eagle to plan for
connections of our pathway systems.
5. Recommend preferred options for space planning at bay 5 of the
Homecourt.
b. Explore options to obtain, build, or develop partnerships for
additional park space and/or amenities.
7. Continue to foster greater Commission involvement/presence in
community events.
8. Engage other task forces, commissions, entities, and agencies
through workshops and other outreach for partnership
opportunities.
9. Discuss progress on Goals and Objectives in the MPR Master Plan.
10. Participate and support Meridian Parks & Recreation Month to help
foster community engagement.
11. Pursue improved tools and opportunities to engage citizens and
stakeholders.
12. Continue discussions with the Meridian Fire Department regarding
feasibility of future fire stations to be collocated with future parks.
13. Support the current efforts for ADA compliance repairs to ensure
accessibility of Meridian's park system.
Parks & Recreation Commission Meeting Agenda - January 10, 2018 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/��
1DIAN)---
J
PARKS Et RECREATION COMMISSION
REGULAR MEETING • MINUTES
Meridian City Hall Council Chambers
33 E. Broadway Avenue, Meridian, Idaho
Wednesday, January 10, 2018 * 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 President Jo Greer called the meeting to order at approximately 5:35
p.m. Administrative Assistant II Rachel Myers took roll -call attendance as follows:
X Jo Greer, President
X Jessica West, Vice President
X Keith Bevan
X Michelle Jensen
X Kayla McNay
X John Nesmith
X Mike Pepin
7 Creg Steele (arrived at approx. 5:40 p.m.)
0 Hannah Sturtevant
Others present were: City Council Liaison Treg Bernt; MPR Department staff—Parks Et
Recreation Director Steve Siddoway, Parks Superintendent Mike Barton, Recreation
Manager Colin Moss, Marketing Coordinator Shelly Houston, Pathways Project Manager
Kim Warren, Et Recreation Coordinator Jake Garro; Et Deputy City Attorney Emily
Kane.
2. Adoption of the Agenda
Commission President Jo Greer entertained a motion to adopt the agenda as
presented. Commissioner Kayla McNay moved to approve the agenda as presented.
Commissioner John Nesmith seconded. All were in favor of the motion.
3. Approval of the December 13, 2017 Regular Meeting Minutes
Commission President Jo Greer entertained a motion to approve the minutes as
presented. Commissioner Kayla McNay moved to approve the minutes as presented.
Commissioner Keith Bevan seconded. All were in favor of the motion.
4. Announcements
a. Upcoming Events - Shelly Houston ft Steve Siddoway
Parks rr Recreation Commission Meeting Minutes - January 10, 2018 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 least 48 hours prior to the meeting.
MPR Marketing Coordinator Shelly Houston handed out a flyer detailing the
following upcoming events for 2018:
1) Meridian Town Hall Meeting - January 24
2) State of the City Address Et Taste of Meridian Reception - February 7
3) MYAC's Ignite Youth Speaking Et Idea Competition - February 26
4) Coffee with the Mayor - March 6
5) Do the Right Day - April 5
6) Meridian Parks Et Recreation Summer Activity Guide Published - April 13
MPR Director Steve Siddoway highlighted the following springtime events which
will be announced soon:
7) Dedication of Journey of Heroes Sculpture in Heroes Park
8) Ribbon Cutting for Five Mile Creek Pathway - Segment H2
• Steve proposed moving the April 11, 2017 regular Commission meeting date
to April 4, for the ribbon -cutting ceremony and Spring Pathways Tour on
bicycles. Many MPR staff will be out of town attending an IRPA Conference
on April 11 as well. Rachel Myers will check calendars and the availability of
the Council Chambers.
9) Ribbon Cutting for Kleiner Park Memorial Plaza
10) Hillsdale Park Ribbon Cutting and The Hill Grand Opening Celebration
A copy of the Upcoming Events flyer is attached to these meeting minutes.
b. February Commission Meeting - Steve Siddoway
MPR Director Steve Siddoway announced February 14, 2017 is the date for the next
Commission meeting, which happens to be Valentine's Day. Does the Commission
want to hold the meeting on the 14th or reschedule to another date? There was
general consensus to reschedule the meeting. Rachel Myers will look at dates and
the availability of Council Chambers.
5. New Business
a. MPR Department Classes Et Camps Update - Jake Garro
MPR Recreation Coordinator Jake Garro provided an update about the
Department's classes, camps, and excursions. Copies of his PowerPoint slides are
attached to these meeting minutes.
Commission Feedback:
Jo Greer - Regarding getting the word out about youth activities, flyers aren't
sent out with students because that would be an astronomical amount of
printing. Does the West Ada School District help promote the MPR Department
through emaiis? The district has Peach Jar which runs about $25 per flyer. Jake
would need to run this by his instructors prior to committing to this.
Kayla McNay - Rather than spending money on flyers, perhaps the school
district could just forward links to the Department's
website/catalog/registration software on to students. This is something MPR
staff could look into.
b. Ethics, Open Meetings, Et Bylaws - Emily Kane
Parks rt Recreation Commission Meeting Minutes - January 10, 2018 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.
Deputy City Attorney Emily Kane provided a presentation about open meeting
laws, Commission bylaws, and governmental ethics. Copies of her PowerPoint
slides are attached to these meeting minutes.
Commission Feedback:
• Kayla McNay - Regarding the third successive term on the Commission requiring
a City Council vote, does this also apply to youth Commissioners? Yes.
c. Impact Fee Update - Steve Siddoway
MPR Director Steve Siddoway first acknowledged Commissioner John Nesmith who
sits on the Impact Fee Committee to represent the interests of the Parks Ft
Recreation Commission.
To benefit the Commissioners who did not know what Park Impact Fees are, Steve
explained Park Impact Fees are what the City/Department uses to build parks.
Park Impact Fees cannot be used for staffing or operations—those have to come
out of the General Fund—but they can build parks. The theory behind Impact Fees:
At any point in time, the existing residents have paid for the parks that we have
today. The idea behind Park Impact Fees is that growth should pay for itself. So
there is an Impact Fee that is assigned to a building permit which would then go
into a budget for available funds to construct parks. The level of that fee is set at
what it would take to keep the level of service (acres of parks per 1,000 people in
the City) static so that they do not lose ground with the number of acres per
1,000, as the City continues to grow.
In general, Impact Fees were reviewed through a study in an in-depth analysis and
computation. Primarily, that study was done in 2013. The fees were adopted in
2014 (basically three years ago). When the study was done, the Impact Fee
Committee made a recommendation to City Council of the level of Impact Fees
that they thought should be adopted. The amounts that were adopted were lower
than the recommendation.
Approximately in 2013, the Impact Fee for parks was $1,384 per single-family
house. During the last study, because the City's level of service had dropped (and
there was money in the bank that had not yet been spent), the Impact Fee
calculation went down to $1,113. The amounts that were approved and adopted
were $1,080.72 for single-family homes and $767.52 for multi -family dwellings.
The Single-family rate was lowered by $32.28 below what would have to be
charged to keep the level of service constant. The multi -family home fee dropped
by $345.48 per unit. The fee is set at the current level of service which is
calculated by taking the existing park acreage, divided by the existing population,
which totals the acres per 1,000. Finance ran the calculations, and over the
previous three fiscal years, the amount of revenue that was foregone (what would
have been paid if Council had adopted the full Impact Fee) was $529,000. Over the
last three years, the City would have gotten an additional $529,000 that could
have gone towards park construction; i.e., South Meridian or elsewhere, but
instead would have to be made up in another way (General Fund, which all
taxpayers pay into).
Currently, there is not an Impact Fee associated with pathways, and Steve
recommended they do not go this route. The reason is that there are already
ordinances in place to require development to build pathways as the development
Parks & Recreation Commission Meeting Minutes - January 10, 2018 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.
process moves forward. If Impact Fees were charged and required development to
pay it, that would be "double-dipping." The City's current model works well where
development builds pathways where they develop, and the City—through the
General Fund—fills in the gaps and builds pathways where the City finds those gaps
that need to be completed.
There is an ordinance that had its second reading on January 9, 2018 at the City
Council meeting. The third reading is next Tuesday, January 16 and also a public
hearing on the idea of increasing the Impact Fees (Parks, Police, and Fire) to what
the recommendation of the Impact Fee Committee was three years ago. In moving
forward, it is time for a new study and new analysis starting in 2018 and adopting
new impact fees down the road.
Based on projections the Finance Department has, if increased by $32.28 over the
next six years for single-family dwellings, Park Impact Fees would bring in an
additional $161,667. The multi -family would bring in an additional $219,588 for a
total of $381,255. These numbers would be enough to fund additional shelters,
shade, amenities, etc. in the parks.
Commission Feedback:
• Creg Steele - Why wasn't the Impact Fee Committee's recommendation
originally adopted? What took so long to get this in place now? Growth has been
booming for the last few years. Steve did not know why the single-family fee
was reduced by an odd amount. Regarding multi -family, there was a general
feeling at the time that multi -family projects come with their own small parks
and amenities and would create less of a demand on the park system. Single-
family subdivisions also came with common area open spaces and usually HOA
parks. People who live in multi -family dwellings come to Movie Night, attend
classes, and have the demand for parks just as much as single-family
dwellings. Steve does not see a strong distinction, and in his mind, they should
be the some.
Who recommended reducing the fees? There was a discussion at the City
Council level, and there were developers, BCA, etc. present who made a
strong case that it was going to impact development negatively.
How does Meridian compare with Boise in terms of these proposed fees?
Finance has this information which could be disseminated to the Commission.
• Mike Pepin What is Steve's "crystal ball" for next week on Council asking him
to conduct a study before implementing the remaining gap that was initially
suggested? The study has already been done and the justification is in place.
He wouldn't expect a new study to be needed before being able to take the
recommendation that is already on the table. A new study would be done,
though, to change them in any other way.
• Kayla McNay - Does the City have any information concerning whether if there
would be problems with families being able to pay this increased fee? Any
additional fee can be a hardship. if John Doe is building a home, is it fair for
the existing residents to expect John Doe to pay his fair share to keep the park
acres consistent?
• John Nesmith - One heavy topic that was discussed at the Impact Fee
Committee meetings was whether or not new development should pay for
growth. It was their consensus that Meridian has a wonderful community and a
Parks ri Recreation Commission Meeting Minutes - January 10, 2018 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.
great Parks Et Recreation Department; therefore, why put Meridian on sale? If
someone is building a new home, hopefully that person/family can afford to
pay the fee.
Michelle Jensen - Does the Impact Fee include parks that are in the process of
being put into place? If the funds are obligated, then they would count; i.e.,
Phase 1 of South Meridian Regional Park.
6. Old Business
a. South Meridian Regional Park Project Update - Mike Barton
MPR Parks Superintendent Mike Barton reported he went before City Council on
January 9, 2018 with several contracts to begin construction of Phase 1 for South
Meridian Regional Park. He highlighted the following topics from his presentation
to Council:
• Process/Project Schedule
• Cost Reduction Planning
• Bid Strategy
• Bid Results
• Overall Post -Bid Project Budget
• Softball Field Lighting Discussion - LED vs. HID (Metal Halide)
• Future Contracts
• Contract Award
Copies of his PowerPoint slides are attached to these meeting minutes.
Commission Feedback:
• Councilman Treg Bernt - He expressed this regional park is a win-win for
everyone. There are citizens in South Meridian who will get a new park and
have wanted that connection to something the way North/Central Meridian
residents have had for years. Even at the various construction phases, there
will be some citizens who are going to be very excited for this addition. He
added he thought that the MPR Department did a great job in planning for the
park, which will be loved by thousands and for generations to come.
b. Trailhead on Ten Mile Road Update - Kim Warren
MPR Parks Et Pathways Project Manager Kim Warren provided an update about the
potential Ten Mile Road trailhead at the Five Mile Creek Pathway (Segment D -
between Ten Mile and Black Cat Roads). The last time Kim was before the MPR
Commission, she gave an update on crossing Ten Mile Road. MPR staff members
have reached out to ACHD to have some early conversations about what that could
look like. Then, in the course of those very preliminary discussions, they started
talking about the trailhead, which she alluded to last time. ACHD is amenable;
therefore, MPR staff decided to take a closer look at the trailhead concept.
Copies of her PowerPoint slides are attached to these meeting minutes.
There was general consensus by the Commissioners to keep moving forward with
this project and with the potential cost share agreement/ partnership with ACRD.
The next step is to take this project forward to Council to seek further direction.
7. Workshop -NONE
Parks & Recreation Commission Meeting Minutes - January 10, 2018 Page 5 of 7
Persons desiring accommodation for disabilities related to documents andl or hearings:
Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting.
8. Staff Reports
MPR Director Steve Siddoway reported at the start of the New Year, he is reflecting
back with a lot to celebrate, including the opening of two new parks in October and
November of 2017. The Department is on track to have ribbon cuttings for four
projects in the spring of 2018: The Journey of Heroes art, the Five Mile Creek
Pathway, Segment H2 from Badley to Fairview, the Kleiner Memorial Plaza, and
Hillsdale Park. There is also the kickoff of South Meridian Regional Park Phase 1
construction. He took a moment to be grateful for all of the things that are
happening. The Meridian community is growing, and the park and recreation systems
are growing with it.
MPR Recreation Manager Colin Moss reported on the following:
• Rec1 - The Rec1 software is up and running. MPR staff will eagerly be anticipating
the first day of shelter reservations on February 1, 2018 at which point they will
open up for the first time ever the ability to reserve picnic shelters, sports fields,
and tennis courts online off of the Department's website. Over the past month and
a half or so since Rec1 has gone live, they have spent a lot of time working out
kinks and working with the Finance Department to ensure the daily reporting is
going well. There have been highs and lows, running into issues, and trying to
overcome them. Staff has spent a lot of time on the phone with customer support
and requesting various enhancements. So far Rec1 has been great as far as
customer service.
• Summertime Planning - Staff is in planning mode for the summertime. There are
sports leagues running and Winter Activity Guide classes going. In addition, there
are a lot of behind -the -scenes planning taking place with getting sponsorships
ready for special events.
• Park Concessions - Staff will work this month to get Requests for Proposals out for
a lot of the park concessions opportunities. The Kleiner Park concessions stand
completed its three-year contract this past summer and will be available for a new
three-year contract. Some of the Department's smaller opportunities are typically
year -by -year, which include Tully Park, Bear Creek Park, and Storey Park this year
for snow cone stands, as opposed to a building that the concessionaire occupies,
like at Settlers and Kleiner. These will be out this month.
• Meridian Farmers Market MDC approved an agreement to pay the City $5,000 to
help fund the Farmers Market. The MDC agreement will be placed on the January
16, 2018 Council meeting agenda, and once approved, a Request for Proposals will
be advertised to select a new Farmers Market coordinator, as the coordinator for
the last two years has retired—Becky Breshears. Follow-up meetings are still being
had about when and where the market will take place.
11.Adjourn
Commissioner Creg Steele moved to adjourn the meeting. Commissioner Kayla McNay
seconded. The vote was unanimous and in favor of the motion.
There being no further business, the meeting adjourned at approximately 7:39 p.m.
(AUDIO AND VISUAL ON FILE OF THESE PROCEEDINGS)
APPROVED:
Parks & Recreation Commission Meeting Minutes - January 10, 1018 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.
JO GREER, P SIDENT
S CA WEST, VICE PRESIDENT
/ rem
/ `t / I S
DATE
Attachments:
1 ) Flyer: Upcoming Events (1 page)
2) PowerPoint: Classes Et Camps Update (6 pages)
3) PowerPoint: Open Meeting Laws, Commission Bylaws, Et Governmental Ethics (16
pages)
4) PowerPoint: South Meridian Regional Park (5 pages)
5) PowerPoint: Ten Mile Road Trailhead at Five Mile Creek Pathway (3 pages)
Parks ft Recreation Commission Meeting Minutes - January 10, 2018 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.
registrations. Come February 1, 2017, picnic shelters will be open to reserve
online as well. MPR staff has been receiving positive feedback from instructors
who are able to access their portals for class rosters, etc.
• MPR Website - Staff will make a concerted effort to update the website. Colin
met with the IT Web Developer regarding reconfigurations starting with the
homepage and then will trickle down from there hitting every page.
• Recreation Summer Camp Coordinator - This new seasonal position is currently
posted which will work part-time from February through the end of May and
then work full-time during the summer camp season of June, July, and August.
With the new position comes a third summer camp site that will be offered
starting in 2018.
• Christmas - He took a moment to thank everybody that participated and
brought all of their ideas and enthusiasm to the Winter Lights Parade and the
Children's Winterland Festival. He thought the parade went really well. The
quality of the parade floats has been going up each year. People are really
buying in and making this a community effort. The parade route changed for
this year.
• Holiday Classic Volleyball Tournament - This event took place in November
2017. Tyler Roberds received approximately $3,000 in revenue from the
tournament and took a team of volunteers to Walmart to purchase presents for
57 less -fortunate kids participating in the Meridian Head Start program–
approximately 315 gifts. Many thanks to all of the volunteers with the
Christmas spirit who helped wrap the gifts along with the volunteers sending
out Santa letters.
11.Adjourn
Commission Vice President Jo Greer entertained a motion to adjourn the meeting.
Commissioner Creg Steeie moved to adjourn the meeting. Commissioner John
Nesmith seconded. The vote was unanimous and in favor of the motion.
There being no further business, the meeting adjourned at approximately 7:35 p.m.
(AUDIO AND VISUAL ON FILE OF THESE PROCEEDINGS)
APPROVED:
— / /`M / _"'.
5 -
DATE
Attachments:
1) PowerPoint: Idaho Walk Bike Alliance (4 pages)
2) PowerPoint: Kleiner Park Memorial Plaza Tree Selection (4 pages)
Parks a Recreation Commission Meeting Minutes - December 13, 2017 Page 5 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.
January 2018
Meridian Town Hall Meeting (Topics: Recycling Changes and Upcoming SchoolBond/t_evy)
Wednesday, January 24, 6:30-8:00 pm
Cole Valley Christian High School (200 E. Carlton)
February 2018
State of the City Address & Taste of Meridian Reception
February 7, 4:29 pm
Meridian Middle School (1507 W. 8th Street)
Speech: Free 1 Reception: $10 (Commissioners are comped one reception ticket, see Rachet)
MYAC's Ignite Youth Speaking & Idea Competition
Monday, February 26, 7:00--8:30 pm
Research Church/Meridian Homecourt (936 Taylor Avenue)
Free; All Welcome www.meridiancity.org/ignite
March 2018
Coffee with the Mayor
Tuesday, March 6, 8:00 — 9:30 am
Moxie Java House of Brews (1560 N. Locust Grove at Fairview & Locust Grove)
April 2018
Do the Right Day
Thursday, April 5
A day when our community celebrates and demonstrates kindness and compassion.
Perform an act of kindness for a person on your right! www.meridiancity.org/DoTheRight
Meridian Parks & Recreation Summer Activity Guide Published
Friday, April 13 (Distributed in Meridian Press and via residential mail)
Dates for the following springtime events will be announced soon...
• Dedication of Journey of Heroes Sculpture in Heroes Park
• Ribboncutting for Five Mile Creek Pathway—Segment H2
• Arbor Day Tree Planting at local elementary school
• Ribboncutting for Kleiner Park Memorial Plaza
• Hillsdale Park Ribboncutting and The Hill Grand Opening Celebration
• Unplug and Be Outside Week
Classes & Camps Update
Parks & Recreation Commission
January 10, 2018
Re : _ .1 ti - s, �ory�
5250,000.00
r_- $228,715.63 230,513.49 $230,359.09
$200,000.00
$150,000.00
$100,000.00
$50,000,00
$0.00
FY2014 FY2015
FY2016
Core YOUTH Classes -
• Preschool Classes
• Dance, Ballet, Cheerleading
• Kids Yoga
• Lacrosse Camps & Clinics
• Art Classes — MAC Meridian
• Martial Arts — Family TSD
• NEW Additions— Drum line,
Creative Dramatics &
Theater Games
Addifion
vailable?
Core ADULT Classes
• Yoga
• Zumba
• Fine Art Painting
• Pickleball
• Senior Day Trips
• NEW Additions—Tree
workshops & LINE
DANCING.... Registration
going NUTSM!
• Golf Lessons — Lakeview Golf Course
• Tennis Lesson — Adult and Youth Available
• Art Camps — Young Rembrandts
• Lego Camps
• Children's Theater Classes
• Summer Camps
--- Camp Mer -IDA -Moo
— Outdoor Adventure Camp
-- Sports Camp
Summer
Summer alp,uccesses
SMILE: So Many Impacted Lees Everyday
Camp Mer -IDA -Moo
—Rev: $70,021.00 (FY 16: $66,837.00)
— Exp: $60,813.69
— Willow Creek: 48 kids per week
— Siena: 39 kids per week
— Looking to expand to 3rd site for Summer 2018
— Great staff that love kids!!!!
Sum mer ,, ccesses Cont...
Outdoor Adventure Camp
-- Rev: $17,874.00 (FY16: $12,929.00 — 6 wks)
-- Exp: $15,117.17
— Camp meets at Willow Creek
Met capacity each week of 12 participants
— Additions at Bogus Basin for Summer 2018
Summer damp ases Cont...
s
Let's Play Sports Camp
— Rev: $7,400.00 (FY16: $5,204.00)
— Exp: $3,601.75
— Camp takes place at Heroes Park & Chateau Park
— Soccer, Football, Basketball, Baseball, & Multi -
Sport
— Skills and drills over competition
— HAVE FUNH!
$80,000.00
$70,000.00
$60,000.00
$ 50,000.00
$40,000.00
$30,000.00
$20,000M
$10,000.00
$0.00
i sto ry
0
0 0
FY2015
------ o 'fir
i�
N CI
o
., '^
tJ} t/1
o cc jo FY2017
Q] N
Camp Mer- Outdoor Le -'5 Play
IDA -Moo Adventure Sports Camp
Camp
etti7-gt e a out........
Activity Guides— 3 times a year
Fall Activity Guide
— Released: Mid August
— Classes: Sept - Dec
Winter Spring Activity Guide
Released: Mid December
— Classes: January -May
Summer Activity Guide
— Released: Mid April
— Classes: June - Aub,;jet
Wherea
5 F
Other Marketing Tools
• City Website
• Facebook — Shelly
• Flyers — Instructors
• REC1— Flyers & Emails
• Activity Guides — West Ada
ace?
• Meridian Community Center
• Local Elementary Schools
• Local Parks — Summer Months
• Meridian Home Court
• Other various locations............
I lasses
WJVhere� e ern e 'Needs?
117
Questions? Comments!
Thank you!!
OPEN MEETING LAWS
COMMISSION BYLAWS
GOVERNMENTAL ETHICS
Emily Kane, Deputy City Attorney
Presentation to Meridian Parts & Recreation Commission
January 10, 2018
p 3
10-066
G �
OPEN MEETING LAWS
h
tie
1-10-18
Do the Open Meeting laws apply to
the Parks & Rec Commission?
YES!
ri "All meetings of a governing body of a public
agency shall be open to the public."
"Governing body" includes commissions that are
authorized to make recommendations to a public
agency.
Open Meeting Law
All Commission meetings must:
o Be open to the public
a Provide the opportunity for all persons to attend
a Be noticed prior to convening: 48 hours (regular)
or 24 hours (special)
® Follow an agenda
Strive to follow published/adopted agenda
Law allows limited amendment of agenda after noticing
or during meeting
Be memorialized in summary minutes
r �
1-10-18
2
What is a "meeting"?
a Meeting= Convening
and Making a decision
or Deliberating toward decision
o Decision= Quorum (half + 1)
+ Action .
o Deliberatin = Receiving information
or Exchanging information
G
or Exchanging opinions
The Idaho Attorney General says:
1-10-18
N
"The requirement that the
Open Meeting Law be
complied with... should
not be evaded by holding
smaller meetings with less
than a quorum present or
by having a go-between
contact each of the
governing body members
to ascertain his/her
sentiment."
G � �
• u•
1-10-18
N
Is it a "meeting";
�" — : 5 Commissioners at a BBQ talking about
food.
"Meeting" does not include informal
gatherings without deliberations.
Probably nc: 5 Commissioners at a BBQ
talking about whether Meridian parks should
have more bocce ball courts.
"Meeting" does not include informal
gatherings, and this is not deliberation
toward a decision.
BUT: If the Commissioners are later asked to make a
decision regarding this issue, disclose this discussion
on the meeting record.
Is it a "meeting"?
Y: 5 Commissioners at a BBQ talking
about a bocce ball court proposal that is
on their upcoming agenda.
While "meeting" does not include
informal gatherings, whenever a
quorum convenes and deliberates, even
informally, this is a "meeting."
Yes (pretty much): 4 Commissioners ... etc.
Not a meeting (no quorum).
rn BUT: It is "deliberation." Violates the purpose
of the law, even if no actual violation.
1-10-18
4
Ex parte info?
a Ex Parte Communication = Receiving,
off the record, information or opinion
regarding a matter pending before the
Commission
Informal conversations with citizens
E-mail or voice mail opinions (even unsolicited)
Individual site visits, research, interviews
o The Commission may sit in a quasi-judicial
capacity when it decides whether to make
�0, a recommendation; fairness is
�� required.
The Idaho Supreme Court says
"When a governing
body deviates from
the public record, it
essentially conducts
a second fact -
gathering session
- without proper
notice." 1
c Rule of thumb: Try to avoid ex parte
communications.
1-10-18
5
BUT...
The Idaho Supreme Court also says:
The Commission is not
held to a standard of
disinterestedness.
❑ Unsolicited or inadvertent ex parte
communication neutralized if disclose:
Identity of communicator
General description of communication
Is it inappropriate ex parte info?
Ye: Commissioner goes to the proposed site of a
future bocce ball court that is to be discussed
at an upcoming Commission meeting, in order
to see what the site looks like. This is an off -
record fact -gathering session not properly
noticed or open to the public.
: Commissioner lives near the site and drives
by every day on her way to and from work.
Incidental observation is not necessarily
inappropriate fact -gathering.
BUT: The Commissioner should disclose her
experience on the record.
1-10-18
N
Is it inappropriate ex parte .info?
: The Commission wishes to see the site
of a proposed bocce ball court that is to be
discussed at an upcoming Commission
meeting. This is OK, but since this is a
meeting at which information will be
received for the purposes of making a
decision, it must be properly noticed,
minutes must be taken, and the public
must be allowed to attend.
Public testimony
The Open Meeting Law does not require
that the Commission take public
comments or testimony.
® BUT: The Commission president may allow
or request public comments or testimony.
1-10-18
7
Executive session
o Executive session = A closed meeting.
o There are 10 specific exceptions to the
open meeting requirement.
It is unlikely that this Commission would
conduct deliberations under any of these
exceptions.
If you foresee the need to hold an
executive session, please consult your
attorney in advance.
Phone meetings
a The law specifically allows meeting by
telephone conference call IF:
Notice requirements are met
At least one Commissioner is physically
present at the noticed location
The communications are audible to all
attending
Voting is not secret
1-10-18
0
E-mail
o No. E-mail deliberations violate:
Notice requirement
Physical presence requirement
Audible communications requirement
Secret voting prohibition
o Administrative message is not
"deliberation"
,k44Of
O v�
Open meeting violations
o Any action taken in violation of the Open
Meeting Law is void.
E3 Subsequent actions are also considered
tainted and therefore void.
a : Do -over, from the beginning.
o If an action is knowingly taken in violation
of the Law, the actor is subject to being
individually sued and fined, and may be
subject to criminal prosecution.
Any affected citizen can sue.
1-10-18
9
COMMISSION
CODE & BYLAWS
City Code provisions
• Title Z, Chapters 1 (general) and 4 (MPRC)
o Annual report mandatory
• Commissioner term expires � Position
noticed; may reapply
Two successive terms OK; 3rd by City
Council vote only
Absent for 1/z of meetings in 12 months =
automatic dismissal
1-10-18
10
Bylaws provisions
o Committees must comply with Open
Meetings Law
Appearances before Commission are at
discretion of Commission president
Elections are in December
Sitting vice president is automatically
nominated for president
ETHICS IN GOVERNMENT
22
1-10-18
11
Self-interested contracts
o Idaho Code Title 74, Chapter 5; Idaho
Code section 18-1359; Meridian City Code
section 1-14-8
Commissioners may not be `interested in"
any contract with the City (no "self-
interested contracts")
13
Exceptions to self-interested contracts
STEP 1: Contact City Attorney's Office!
o Other suppliers scarce (<3 in 15 -mile radius)
a Contract necessary for disaster response
o Commissioner has "remote interest" in contract +
makes written disclosure
o Unpaid commissioner strictly follows competitive
bidding rules in Idaho Code section 18-1361A
24
1-10-18
12
Conflicts of .interest
o Title 74, Chapter 4, Idaho Code; City
Code section 1-14-5
Actions are required when you are asked
to make a decision as a commissioner
that benefits you or your household
member personally or professionally
What if I think I have a conflict?
STEP 1: Contact City Attorney's Office!
o If CAO finds no conflict: Proceed normally.
Z5
o If CAO finds potential conflict:
Commissioner must submit to Commission a written
statement describing potential conflict.
Commission consults CAO; CAO advises:
Allow conflicted Commissioner's participation
notwithstanding conflict (usually conditioned on
Commissioner following 18-1361A procedure); OR
Excuse conflicted Commissioner from further participation
on the issue.
n Commission/Council votes on whether to excuse.
26
1-10-18
13
Gifts and favors
o Idaho Code section 18-1359; City Code
section 1-14-10
o Commissioners (in course of official
duties) may not accept gifts more than
$50 in value
Commissioners may not accept ANY gift
that might influence actions on the
Commission
Commissioners may not grant favors
27
Ethics laws violations
o Accept bribe: $50,000 fine + 5 yrs. jail
o Corrupt acts: $1,000 fine, 1 yr. jail
o Unlawful City contract: $1,000 fine, 1 yr. jail
Fail to consult CAO + disclose conflict of
interest: $500 civil fine
Violate Meridian City Code: $300 fine +
reprimand, suspension, and/or discharge
28
1-10-18
14
CONCLUSION
29
Listen to your PANGS
o Personal benefit? Call the City Attorney's Office if
you think you may have a conflict of interest; must
separate service to personal and public interests
o Avoid/Disclose: Avoid gathering facts and
opinions outside of noticed meetings as much as
possible; if you can't avoid, you must disclose
o Notice: Agenda and minutes provide public portal
to Commission actions; only meet in public and
stick to the noticed agenda as closely as possible
o Gifts: Be wary of gifts given to you as a
commissioner or from an interested party; always
observe $50 limit
o Self-interested contracts: Usually allowed for
unpaid commissioners, but statutory procedures
must be followed
30
1-10-18
15
Questions:
Li City Attorney's Office, 208-898-5506
Emily Kane, ekane@meridiancity.org
City Attorney Bill Nary, bnary@meridiancity.org
. Ted Baird, tbaird@meridiancity.org
Andrea Pogue, apogee@meridiancity.org
ci Attorney General's Office Manuals
http://www.ag.idaho.gov/index.html
Click on "Office Publications," then on "Manuals," then on "Ethics in
Government" or "Open Meeting Law Manual"
1-10-18
In
PARKS AND RECREATION
South Meridian
Regional Park
Meridian Parks & Recreation Commission Presentation
January 10, 2018
3y Mike Barton, MPR Parks Superintendent
Agenda
Process/Project Schedule
Cost Reduction Planning
Bid Strategy
* Bid Results
Overall Post -Bid Project Budget
Softball Field Lighting Discussion
e LED vs. HID (Metal Halide)
Future Contracts
Contract Award
South Meridian Regional Park
Meridian (Parks & Recreation
1-10-18
1-10-18
Process/Project Schedule
4� fS�i��1M>t.R
� 6�lluutadw
South Meridian Regional Park
Merld an parks & Recreation
Cost Reduction Planning
Staao,000
5500,000 _
i
So
is 3}� `d-► ,'` .di _F
�L�Q"�`���t���'►�,!%
a Schematic Design Estimate L Construction Actual
PtElk mptt
Iral�
i
Park Xnubg
akk➢a`Amrd
.I
CarrwNYar
Part O MINI,
I
`
4� fS�i��1M>t.R
� 6�lluutadw
South Meridian Regional Park
Merld an parks & Recreation
Cost Reduction Planning
Staao,000
5500,000 _
i
So
is 3}� `d-► ,'` .di _F
�L�Q"�`���t���'►�,!%
a Schematic Design Estimate L Construction Actual
Bid Strategy
• Winter Bidding
Bids Sent to 133 Contractors
16 Bid Packages Issued
30 Bids Received
2 Bid Packages Without Bids
South Meridian Regional Park
Meridian Parks & RecreatiU,
Bid Results
"
BPI
Knife River Corporation
$1,567,382.72
BP2
Franz Witte Landscape Contracting
! $
710,327.00
BP3
Anvil Fence Company
$
149,500.00
BP4
Landon Enterprises, LLC
j $
563,910.00
BPS
Walker Fox Brick & Block, Inc.
$
72,250.00
BP6
Outland Steel, Inc.
$
39,670.00
BP7
I Leighton Enterprises, Inc.
$
37,190.00
BPS
Signature Roofing
$
66,312.00 o
BP9
D&A Door & Specialties, Inc.
$
36,720.00
BP12
SBI Contracting, Inc.
$
13,730.00
BP13
Lucky Dog Recreation
$
59,750.00
RP14
DeBest Plumbing, Inc.
$
108,950.00
BP15
TVR, Inc.
$
26,300.00
BP16
Power Plus, Inc.
$
385,870.00
(Difference Between High & Low Bids = $1.1 Million)
TOTAL $3,857,861.72
1-10-18
3
Overall Post -Bid Project Budget
Idaho Power Connection Fee Allowance $ 125,000
Architect & Engineer Fees $ 641,726
Testing&Special Inspections Allowance $ 50,000
Insurance Cast Builders Risk $ 17,500
Owner Furnishings, Fixtures, & Equipment Allowance $ 125,000
Owner Soft Cost Contingency 5[?r000
Construction Cost Estimate $3,920,362
Destlnation Playground - Design Build Allowance 300L000
Sand & Water Play - Design Build Allowance $ 125,000
Splash Pad- Design Build Allowance $ 75,000
Sign Package $ 25,000
Environmentallntrpretation{Artwork
ACHD Road Trust $ 148,000
General Conditions $ 465,750
Construction Contingency $ 462,815
Construction ManaementFee $ 287,381
Post -Bid Project Budget $ 6,918,534
Budget $6,750,000
Amount Over $ (169,034)
Softball Field Lighting
Current Contract Award is for Metal Halide Lights
LED Lights are an Extra $225,000 not in the Budget
LED Light Pros
Lower Energy Cost
Less Glare
- Longer -Lasting Bulbs
LED Light Cons
Cost
Council Decision?
- Return with Budget Amendment of $225,000 for LED Lights
- Approve Existing Electrical Contract with No Budget Amendment
South Meridian Regional Park
Meridian Parks & Recreation
1-10-18
4
1-10-18
Future Contracts
Bid Package 10 - Drywall & Acoustical Assemblies
F No Bids Received
Bid Package 11— Painting
No Bids Received
Design Build - Destination Playground
Design Build - Splash Pad
Design Build - Sand & Water Play Area
Entry Sign/Artwork
ACHD, Road Trust for Mid -Mile Collector
Purchase Order for Construction Management & General
Conditions
(All of these future contracts are accounted for in the Post -Bid Project Budget.)
South Meridian Regional Park
Meridian Parks & Recreation
Contract Award
Council Approval of Bid Results & Award of AIA 132
Agreements to the Prime Contractors for the South Meridian
Regional Park to Multiple Contractors for a Not -To -Exceed
Total Amount of $3,857,861.72
THANK YOU
South Meridian Regional Park
Meridian Parks & Recreation
1-10-18
ACHD - Ten Mile Toad Widening
Ustick to McMillan
TIMING
PROJECT DESIGN -- 2018
J R.O.W. -- 2019
CONSTRUCTION -- 2021
Drone r0otay cif Ten Mile Corridor
Ten Mile Trailead
Concept
t
TRAILHEAD FEATURES
a • Water
x
0 Shade
• Seating
• Bike Repair
I' • Signage
1-10-18
2
Importance of Trailhead(s)
1. Opportunity for site-specific pathway amenities
2. Identity -- Create visibility for pathway system
apart from parks
3. More direct access to pathways—
Greater neer, as system growsMW}
s
Next Steps
1. Park Commission
direction to move
forward with potential
cost share agreement
with ACHD
PW41119MIRMW -�
2. Discuss concept and potential cost share option with
City Council
3. Execute cost share agreement with ACHD and
present for City Council Approval
1-10-18
3
12/13/2017
°y IDAHO WALK BIKE ALLIANCE
.�
The Idaho Walk Bike Alliance, a statewide 501(c)3
nonprofit, promotes active transportation as healthy,
safe, and reliable for all Idahoans.
Walking. Biking. Going Places.
�0
U
Walking. Biking. Going Places.
12/13/2017
%a+ho
IDAHO WALK BIKE ALLIANCE
Why Should A Community Become A Walk Friendly Community?
SELF-ASSESSMENT
FEEDBACK
JUSTIFICATION
RECOGNITION
IDAHO WALK BIKE ALLIANCE
WALK FRIENDLY COMMUNITIES IN AMERICA
IDAHO WALK BIKE ALLIANCE
2016 could be the first year in more than
two decades with ., " 'pedestrian deaths.
W IN SO W 91 Q W V rb 1E v? 110 W '10 '11 17 13 '14 '10 '10
'7814 b—d-p-k-7da.
Source.GHSA
12/13/2017
4
Kleiner Park Memorial
Plaza Tree Selection
MPR Commission
December 13, 2017
Mike Barton, MPR Parks Superintendent
Plaza Layout
Layout
8'x64' Approach Sidewalk
24'x24' Plaza
2 Bench Pads r�—r�
2 8'x8' Granite Paver AreasCenter Tree
W
12/13/2017
1
f
e r,�
�X
_. ...•..ems _—..,
I�
�X
12/13/2017
Tree Selection —Magnolia Butterflies
Magnolia Butterflies Tree
"Butterflies" is a deciduous magnolia tree that grows between 10 and
20 feet tall, with a similar spread. Its green leaves are oval-shaped.
The tulip like, bright yellow flowers are 3 to 5 inches across and
when fully open, they reveal vivid orange stamens. If temperatures
are higher than normal during the flowering season, the flower color
may be somewhat less intense. Each flower has up to 16 petals.
The yellow -flowered magnolia, "Butterflies," sometimes known
commercially as "Yellow Butterflies" (Magnolia "Butterflies"), is hardy
in U.S. Department of Agriculture plant hardiness zones 4 through
9. (we're zone 6).
12/13/2017
Questions? Discussion?
E IDIAN-
PARKS
Et RECREATION DEPARTMENT
STAFF REPORTS
January 10, 2018
Administration Division
Parks Et Recreation Director's Report:
STEVE SIDDOWAY
(Please note, a verbal report will be provided at the January 10, 2018 MPR
Commission Meeting.)
Parks Division
Parks Superintendent's Report:
MIKE BARTON
(Please note, a verbal report will be provided at the January 10, 2018 MPR
Commission Meeting.)
Pathways Project Mana er's Report:
KIM WARREN
1. Five Mile Creek Pathway - Segment H2, Badley to Fairview - Pathway signage
has been installed. Staff will review locations and mileage to confirm
placement and accuracy. We received a signed No -Rise Certification from the
design consultant's engineer confirming compliance with Meridian Floodplain
Permit Number R-FLDP-2015-0002.
Parks & Recreation Department Staff Reports - January 10, 2018 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 least 48 hours prior to the meeting.
2. Lemp Canal/Larkwood Pathway Connection - This project is currentl out to
bid with a pre-bid meeting and bid opening set for January 91" and 27t ,
respectively. A signature was obtained on the second remaining easement
which is scheduled for Council approval January 2"d. Staff agreed to a slight
increase in the quantity of wrought iron fence the City is providing to McMillan
Road residents so it will span the entire length of the street frontage, minus
required setbacks at the Larkwood Subdivision entrance. Memoranda of
Understanding were finalized and signed by all parties for maintenance of this
fence and associated landscape improvements.
The design consultant submitted 100% permit plans to ACHD and received final
approval. Staff has provided a full-size hardcopy plan set to the Settlers
Irrigation District and is coordinating final approvals with them. Additionally,
staff submitted a proposal to the Local Highways Technical Assistance Council
(LHTAC) for a Children Pedestrian Safety Grant to fund pathway construction.
Public works included a request for street light upgrades in the vicinity of the
pathway as part of this submittal. Should grant funding be received, staff will
request a budget amendment to make funds previously allocated for this
project available for future pathways.
3. James Court Sidewalk Widening, Five Mile Pathway - Construction plans are
final and ready to bid as soon as all easements can be signed. No contact was
made with remaining property owners this month, due to ambiguous or missing
contact information and inopportune timing with the holidays.
4. Rail With Trail Pathway, Nine Mile Creek - As the City has not been able to
secure all ROW needed for this project, the RWT Pathway is currently on hold.
The property that fronts Yd Street [currently owned by the Sturm family], is in
the process of being sold, so staff will follow up with the new owner in early
2018 to request an easement, or otherwise negotiate public recreation access.
Staff will make a determination this month whether to continue the contract
with CTA or close it out and accomplish any future work with a new design
consultant.
5. FY17 Five Mile Creek Pathway - Segment D, Ten Mile to Black Cat - Due to
anticipated complexities on this segment pertaining to federal requirements
for environmental and cultural resource preservation, The Land Group opted
not to continue as a consultant on this project. Staff is in the process of
selecting a new ITD-approved consultant with more direct expertise and
stronger history on similar past projects.
Parks and Recreation staff met with Public Works staff to discuss expansion at
the WWTP site and pathway design opportunities relative to the proposed
expansion of Ten Mile Road. This raised additional possibilities for pathway
alignment and preferred crossing options, both at Ten Mile Road and of the
creek itself.
Parks & Recreation Department Staff Reports - January 10, 2018 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.
Staff also met with Dave Rader, ACHD Project Manager, to discuss pedestrian
crossing options for the Five Mile Pathway in conjunction with the proposed
widening of Ten Mile Road in 2019. Mr. Rader was receptive to both crossing
scenarios we presented. ACHD is open to a cost share agreement, as well as a
possible trailhead and parking area on their current property at Ten Mile.
ACHD's preference would be to gift this parcel to the City while retaining an
easement for any future maintenance access they may require. Staff also
attended a project kickoff meeting for the Ten Mile Road Widening - Ustick to
McMillan Project and has shared pertinent information with the Streetscape
and Community Character Committee.
b. Linder Sidewalk Widening, Five Mile Pathway - After securing an additional
bid for this work, Mike Barton initiated a contract and purchase order request
for Bricon, Inc. to perform this work.
7. Transportation Improvement Projects - Staff continues to attend in-house and
external meetings to coordinate with other Treasure Valley Stakeholders on
regional pathway issues, including strategies for the implementation of a
regional Rail With Trail Pathway.
8. Pathways GIS Map Update - Staff has been working with the GIS Department to
create an editable web -map to allow for more direct management of the
pathways layer. The goal is for the Pathways Project Manager to serve as data
steward for this information, to increase accuracy of available information
about the current pathway system, more easily note amendments and
improvements, facilitate communication of this information to other
departments and local agencies, and add data relative to existing pathways so
that it may serve as a more effective and versatile planning tool in the future.
City Arborist's Report:
ELROY HUFF T
1. Downtown Christmas Tree -We start removing the decor from the
Generations Plaza tree around January 7, 2018 at which time we will have the
tree cut down.
2. Silver Maple at Centennial Park - The tree was removed in November 2017
which had been in a declining state for a few years. The 14 -foot -tall trunk was
removed and brought to the Park Maintenance Shop on January 2, 2018. Other
lumber from the tree will be used to make future picnic table boards for
Centennial Park and the picnic shelter near the Kleiner Park arboretum. It will
be 1.5 years before we get boards cut and made up.
3. Tree Pruning Cycle - MPR staff will do some trimming this winter, some by
contract early in the spring, and then a few others during the year.
Parks & Recreation Department Staff Reports - January 10, 2018 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 - Both the 2017 Tree City USA and Tree City Growth
Award applications have been submitted.
Recreation Division
Recreation Manager's Report:
COLIN MOSS
1. New Software - Since going live, a lot of energy has continued to be put into
the new software system to understand the intricacies and get new processes
in place based on its capabilities. We'll conduct additional staff trainings in
preparation for the first day of shelter rentals on February V.
2. Field Scheduling - The deadline to submit a 2018 field rental application is
January 15`h. After that, I will be going through all applications and allocating
field space for the whole year.
3. Park Concessions - This month we will send out bid packets for all of the park
concessions opportunities that are available. We have one-year opportunities
at Tully, Bear Creek, and new this year at Storey Park. We'll also accept
proposals for a new three-year contract to Operate the concessions stand at
Kleiner Park.
4. Meridian Farmers Market - We will prepare and advertise a Request for
Proposals this month for a new coordinator for the Farmers Market. Details are
still up in the air as to whether the market will remain on Saturdays, but we'll
know a lot more in the coming month.
5. Drone Certification - With the new software not occupying quite as much time
as it has the last few months, I'm planning to turn my attention back to
obtaining my drone pilot certification.
Homecourt Facility Manager's Report:
GARRETT WHITE
1. Scheduling - All schedules were inputted into the Rec 1 software but had to be
redone, due to the tax reporting issue. All schedules were entered again and
are up-to-date. This is an ongoing job, as the schedule can change daily.
Parks & Recreation Department Staff Reports - January 10, 2018 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.
2. Winter Programming - I would like to start a Sunday Pickleball League in
January or February of 2018. 1 have some interest from the Pickleball
participants I see in the mornings at Homecourt. I am also still interested in
starting an indoor softball league.
3. Projects:
• LED Lip
htin-g - We have started to replace the outside wall packs to LEDs.
They should all be replaced within the first week of January. The majority
of them were out and needed replacing, so we are replacing all of them at
once. There is some money savings by doing them all at once rather than
one at a time as they go out.
• Fiber Connection - IT hopes to have this project completed in the spring of
2018.
• Basketball Court Refinish - The RFQ is complete and should be sent out this
week by Purchasing.
• Floor Repairs, Due to Moisture - We are still working with ICRMP to
determine the next steps. I believe there is a small difference this month
in the flooring. I also feel that it has progressed and is getting a little
worse. l have reached out to Ron Egland with ICRMP to determine next
steps.
4. Bay 5 Renovations - We have been working with Insight Architects and
Kreizenbeck to develop more solid costs for budget purposes. Kreizenbeck has
given the budget numbers back, and we will meet internally next week.
5. Budget - I have been reviewing the Homecourt budget on a weekly basis.
6. Accounts Receivable - I have been sending out invoices three to four weeks in
advance for all reservations at the Homecourt. This month may be a little
different/late because we are transitioning from the registration software
ActiveNet to Rec 1. All invoices have been sent.
7. HVAC Controls - I have been through both trainings and can now run the HVAC
controls at Homecourt.
8. Homecourt Roof Leaks - On Wednesday, December 27th, staff let me know that
we had a roof leak on Courts #1 and #2. Court #1 was coming from the HVAC
unit electrical conduit and was repaired on Thursday, December 28th. The leak
on Court #2 was not found and was not fixed. I will meet with a roofing
company in the next day or so to determine where the leak is coming from.
Parks 8: Recreation Department Staff Reports - January 10, 2018 Page 5 of 7
Persons desiring accommodation for disabilities related to documents andl or hearings:
Please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the meeting.
Recreation Coordinators' Report:
JAKE GARRO, RENEE WHITE, Et TYLER ROSERDS
1. 2018 Winter/Spring Classes - 2018 Winter Spring Classes are set to begin the
week of January 8. Jake is overseeing enrollment numbers for classes that are
getting ready to begin. He is encouraging instructors to provide him with
materials that can be displayed at the Meridian Community Center and sent out
through Rec1 for marketing purposes.
2. 2018 Winter/Spring Instructor Agreements - Jake is working with instructors
and Purchasing in finalizing Instructor Contract Agreements.
3. 2018 Spring Break Et Summer Camps - Jake is beginning the planning stages of
our 2018 Spring Break Day Camp. Spring Break Day Camp will take place March
26 - 30 at the Meridian Community Center.
4. Summer Camp Coordinator - Jake is conducting interviews for our Summer Day
Camp Coordinator position. It is our department's goal to have this person
start work on February 12. This individual will aid in the planning of 2018
Summer Day Camps. Hours worked will consist of 19.5 hours per week until
June 1. Forty hours a week will begin on June 4, and the position will conclude
on August 17.
5. 2018 Activity Guide Timeline - Jake is finalizing details with the Idaho Press
Tribune regarding the production timeline for our 2018 Activity Guides. The
timeline will be passed along to instructors the first week of January.
6. Special Events in 2018 - We are still in the planning stages for 2018 special
events (listed here for the new commissioners): Unplug Et Be Outside,
CableONE Movie Nights in Meridian, Gene Kleiner Day, Independence Day,
Community Block Party, and Christmas in Meridian. Renee is focusing on the
spring events and, well, can't help but reach out to a few folks about ideas for
the 2018 Christmas events.
7. Unplug Et Be Outside - Renee is setting new dates and is currently scheduling
activities that include sports, arts, and recreation events for people of all ages.
8. CableONE Movie Night in Meridian - This series will be held on Fridays from
June 1 - August 31. Tasks include selecting movies, securing sponsor contracts,
updating the website, sending invoices, and tracking payments.
Parks & Recreation Department Staff Reports - January 10, 2018 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 [east 48 hours prior to the meeting.
9. Teen Activities Council - The Teen Activities Council has a busy spring planned
to keep the youth engaged. Spring Mayor's Youth Advisory's Council TAC
events:
• January 20, 2018: TAC Social Event TBD
• February 16, 2018: TAC Movie Night
• February 26, 2018: Ignite Youth
• March 17, 2018: TAC Social Event TBD
• April 10, 2018: TAC Social Event TBD
• April 23, 2018: Mad City Money, Meridian City Hall
• May 5, 2018: Cinco de Mayo, Location TBD
• June 4, 2018: End -of -the -Year Party, Wahooz
10. General Updates - We are in the process of figuring out one last step for the
new registration software. We have to figure out how to give credits to
managers. Other tasks include facility reservation and organization, equipment
checks, and updating Tyler's bylaws. We are also in the process of conducting
an RFP for all of his officials associations. This will help get contracts set up for
five years which will save a lot of work later on. Winter Volleyball and
Basketball Leagues will begin January 3rd and with that comes reschedule
requests and other maintenance issues to resolve. Individual sport updates are
noted below.
11. Winter Volleyball - Winter Volleyball had a record number of team
registrations. The previous record number of teams was 107 (Tyler believes),
and we ended up with 118. It will make for a very busy season pushing his Site
Supervisor to the brim. We are utilizing about 95% of gym space right now
because of the number of teams registered.
12. Winter Basketball - Winter Basketball had an average amount of teams sign up
with 34. Tyler did have a couple of teams try to register late; but with all the
Volleyball teams, lack of gym space, and lack of staffing, he decided it was
best not to take the teams. Tyler really dislikes turning teams away, but it
would be difficult running a quality program with the addition of the new
teams.
13. Summer Fun Softball Tournament - Tyler already has teams contacting him
about the Girls Fastpitch Tournament in May. This means he needs to get his
fields reserved and advertisements out ASAP. He does need to decide if he
should expand this tournament or not. It depends on if he can get additional
staffing and more facilities.
Parks & Recreation Department Staff Reports - January 10, 2018 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.