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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.