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Agenda - 2021-01-20 Co-Chair Sarah Ellison ● Co-Chair Anne Ruybalid Scott Bullard ● Alexandra Byers ● Christopher Duncan Sandy Intraversato ● Doug McKean● Heidi Schrimsher ● Gregory Wolley Gabriella Dover, Youth Member ● Lily Garrett, Youth Member ● Jackie Manz, Council Liaison AGENDA PARKS, RECREATION & NATURAL RESOURCES ADVISORY BOARD Wednesday, January 20, 2021 4:00 p.m. Contact: Dina Balogh, Administrative Assistant Email: dbalogh@lakeoswego.city Phone: 503-534-5420 Please note that City Facilities are closed to the public due to COVID-19 pandemic. All members of the Parks board are attending remotely by WebEx and a link is available to the public for viewing this meeting. The Parks board is taking this step because of the need to limit in-person contact and promote social distancing. The pandemic is an emergency that threatens public health, safety, and welfare, which requires us to meet remotely by electronic communications. I. 4:00 Call to Order and Roll Call • Approval of Minutes (December 16, 2020) • Citizen Comment The purpose of citizen comment is to allow citizens to present information or raise an issue regarding items not on the agenda or regarding agenda items that do not include a public hearing. A time limit of three minutes per individual shall apply. Citizen comment will not exceed thirty minutes in total. To speak during citizen comment, email dbalogh@lakeoswego.city by noon the day of the meeting. Written comments submitted to dbalogh@lakeoswego.city by noon the day of the meeting will be read out loud during the citizen comment period. • Youth Member Report • City Council Update II. 4:15 Regular Business I – Information, Dis – Discussion, Dec – Decision, R – Recommend to Council Parks & Recreation Project’s Update Bruce Powers & Jenny Anderson, Parks Analyst/Project Managers 20 min I, Recreation and Aquatic Center PAC Update Sarah Ellison, Sandy Intraversato and Chris Duncan 25 min I, Dis, Boards & Commissions Summit Report Co-Chairs, Sarah Ellison and Anne Ruybalid 25 min I, Information and update from Board members and staff: All 10 min I, III. ADJOURNMENT ATTACHMENTS: 1. Meeting Minutes (December 16, 2020) 2. City Council Draft Schedule: https://www.ci.oswego.or.us/citycouncil/future-council-schedule 3. Next Regular Meeting: Wednesday, February 17, 2021 4 PM to 6:00 PM 2021 Goals for Parks, Recreation and Natural Resources (PARKS Board) Advisory Board 1) With the passage of Lake Oswego’s $30M parks bond, continue to update and refine the Board’s prioritization of capital improvement projects, including the recreation and aquatics center, and communicate updated recommendations to City Council. The Board’s prioritization is guided by Parks Plan 2025, master plans, community partners, citizen input, Parks Department staff, and engagement with other LO advisory boards . Individual board members may be designated to liaise with those boards and report back to the parks board on issues as appropriate. 2) Support Districts, Boards, Agencies, and other organizations involved in integration of resources to improve trail systems, especially connectivity associated with Safe Routes to Schools and alternatives to vehicular use. 3) With Parks Department staff, develop a new Board member on-boarding process, including an information packet, meetings wi th staff and Board co-chairs, elected officials, and park tours. PARKS, RECREATION & NATURAL RESOURCES ADVISORY BOARD MINUTES December 16, 2020 Sarah Ellison called the Webex meeting to order at 4:00 p.m. Present: Co-chairs, Sarah Ellison and Anne Ruybalid, Scott Bullard, Alexandra Byers, Christopher Duncan, Sandy Intraversato, Doug McKean, Heidi Schrimsher, Youth Members, Gabriella Dover and Lily Garrett, Alternates: Angele Mott-Nickerson, Ellen Steel Absent: Gregory Wolley, John LaMotte Staff: Ivan Anderholm, Director, Jeff Munro, Parks Deputy Director, Jan Wirtz, Recreation Deputy Director, Bruce Powers, Parks Analyst/Project Manager, Megan Big John, Parks Manager, Dina Balogh, Administrative Assistant Guests: NA APPROVAL OF MINUTES • The Parks, Recreation and Natural Resources Advisory Board (PARKS Board) reviewed and unanimously approved the minutes from November 18, 2020. Citizen Comment: Brad Smith, LO Baseball Coach sent a letter to the Board to be read during the meeting. The letter was sent to the Board for review before the meeting. The letter voiced Mr. Smith’s concerns regarding East Waluga Park baseball field rentals to outside baseball organizations, in which use of the senior baseball field by such organizations leaves local kids without a place to practice baseball at certain times on the weekends. Mr. Smith asked staff to review the field rental policy and make rental time chang es to organizations that are not affiliated in any way with Lake Oswego. He understands the department ensures there is a system in place that gives preference to LO school-affiliated sports. Many LO kids are playing on the new travel baseball group that was started in Lake Oswego, but groups from other cities and counties do not include kids from LO. Mr. Smith asked staff to review his comments as stated in his letter and consider changing the rental policy for Lake Oswego kids. The Board and staff discussed Mr. Smith’s comments as read. Staff told the Board the current policy will be reviewed. There is a field use priority in place; City sponsored programs and LO student programs are the highest priority. Weekends when fields are available, groups from other communities have the ability to rent fields at a higher cost charged. Ivan called West Linn and Wilsonville to find out what their policy is for field and athletic field rentals. Ivan found out that their rental policy is similar to Lake Oswego’s. Lake Oswego’s field rental policy has been in place for a number of years. Parks, Recreation and Natural Resources Advisory Board Minutes December 16, 2020 Page 2 of 4 YOUTH MEMBER UPDATE: • Lily Garrett reported that the Respond to Racism event is scheduled January 31. Lily asked the Board to consider joining the event. • Gabriella Dover told the Board she belongs to a group who participates in environmental projects in the City. Her group is looking for more environmental based projects, and is willing to help and/or assist staff or other groups. CITY COUNCIL UPDATE: NA REGULAR BUSINESS: LO Recreation & Aquatic Center Update Ivan Anderholm, Director of Parks & Recreation Bruce Powers, Parks Analyst/Project Manager The center is in the early stages of the design phase. We have started schematic designs to test ideas and different processes to get to a working design. The process is moving along really well. The department just received the geotechnical report on the site, which tells us what we can build on the property and how to build it appropriately. The site survey is complete, as well as the tree survey. The traffic impact study is currently being done and will be complete in 2 or 3 weeks. The traffic study report will tell us what is allowed for parking, and the traffic impact on Stafford, as well as the adjacent neighborhood. The department hired Jenny Anderson, Park Analyst and Project Manager. Jenny Anderson will assist with Park projects. She will be an important part of communicating and leading the Recreation and Aquatic Project Advisory Committee (PAC) meetings. The Board and staff discussed the Recreation needs, the School District needs, the pool size, and cold and warm water components. The PAC will spend a lot of time on defining what the public wants to see in the Aquatics portion of the facility. The pool size range, assumption of the auditorium space and the dry land requirements the City has; which would be for offices, multi-use rooms, a possible gym and exercise room. Due to design space restraints it hasn’t been determined what the pool size or shape configuration will be. Yet to be determined is how the public wants to engage with that portion of the facility, and what their expectations are, and our perspective as the operator. How do we balance that with having a sustainable operation? Additionally, we are trying to formalize the space for the recreation services the department has provided in the West End building, Palisades and Christ Church (CCP). Trails Policy & Procedure Discussion Ivan Anderholm, Director of Parks & Recreation Ivan asked the Board to look at working with the department to develop a trail policy for trail usage. Sarah asked Ivan; are we looking at developing a standard for trails? Ivan stated to the Board that there are different approaches to take if we're looking at developing a policy. He continued, that the first thing we need to do in developing a policy is to identify what the issues/problems are that need to be solved, as well as, identifying the tangible objectives of the policy; which is different than saying we want to develop a standard for trails. For example, if we're expecting this type of use, this is our minimum and maximum standard for trail design, or are we looking to do both? Parks, Recreation and Natural Resources Advisory Board Minutes December 16, 2020 Page 3 of 4 It is important that the department learn and understand what the Boa rd’s expectations are, so the department can get to the point of moving forward. Ivan stated that in the past, with regard to a number of different projects that the department have gone back through; i.e., master planning, and some of the implementation plans for both city natural areas and parks, there have been discussions about both bicycles, skate boards and in-line skates on the paved pathways through the parks. The general public input for mixed use has been divided depending on the demographic. In light of that, it has been interesting there has been few, if any conflicts between users. The conflicts the department have been made aware of, have consisted of a trail user being told by another user that their mode of use is not allowed on the trail, based on their interpretation of the approved usage. The Parks department, working in the natural areas, put resources into addressing concerns of trail function safety. The department has not been alerted to any injuries or physical conflicts between pedestrians and bikes. However, the department has received multiple calls from proponents of multi-use trails and those opposed, and those wanting trails limited to pedestrians and/or bikes, and even horses. The department currently has very specific rules regarding horses on trails. The park rules specify that horses are only allowed on trails/properties where there is signage that indicate horses are allowed. There is a desire “to have it all” and all of the city trails are meant to be that way. There are som e trails that are narrower than others. Better signage may be the answer. The department is going to work on better education, with regard to how people are to act when visiting a park, expectations, and who has the right away. If the department receives a report of injuries between users due to a cyclist, for example, we do have procedures in place. If it's reported to any of our staff members, the staff member fills out an incident report. The department follows up with the individuals that we're involved. It will then be filed with our risk management and our HR department. The Board agreed the focus should be on communication and the expectations for trail usage. Ivan told the board there will be signage and a communication package that goes out when the Iron Mt. Trail is close to opening. • Following the Trails Policy & Procedure discussion the Board took a straw poll to ask staff to move forward with trail etiquette education. All participating in the meeting on video and by phone unanimously agreed. Bond Allocation/CIP Update Ivan Anderholm, Director of Parks & Recreation • Recreation & Aquatic Center: Moving forward with Architectural and Engineering plans. The City has an agreement with the School district to partner 50/50 up to 15M dollars. A contract is in place for $2,400,414. • Park upgrades: Authorized bond allocation for park restrooms. A contract was approved for $642,405.96 for a restroom replacement at George Rogers Parks and E. Waluga Park. • An Emergency contract was approved for repairs at the City Swim Park for $217,500. • Adult Community Center Rehab: Contract: Originally allocated $2.5M. The department is under contract for $2,211,575. • Tennis Center Renovation: To be determined. Ready to go out to bid. The Land Use application was approved at the planning department. The application has been formally appealed by a neighbor. The department is currently working through the appeal communicating with the neighborhood association and appellant. • Golf Course Renovation: City Council approved the design/build contract. The original estimated total cost was 3M dollars. The contract is approved for $3,289,591. Over $290,000 of the Parks, Recreation and Natural Resources Advisory Board Minutes December 16, 2020 Page 4 of 4 original estimate due to the complexity of the maintenance facility, primarily because of the fuel tanks that have to be moved and the extension of the utilities cost because the facility will be further away from the right of way. Also, adding a required onsite wash/drying rack for grass clippings. • Rassekh Park RFP: Proposals for design and engineering are due on December 22. • Woodmont Park and Iron Mt. Park projects opening pushed to January due to weather delays. Both Woodmont Park and Iron Mt. Park projects are under budget or within budget. STAFF AND BOARD MONTHLY UPDATE: • Ann Adrian, ACC Manager resigned, effective at the beginning of the year. Maria Bigelow, ACC Program Supervisor is appointed the acting ACC Manager. The department will not go out for recruitment immediately until after the ACC renovation is complete. • Retained Ballard & King to complete an operational Performa for the Recreation and Aquatic Center as well as an organizational assessment of the entire Parks & Recreation department based on staff input with regard to the new rec center and recreation needs. Ballard & King will assess the department against other, like, agencies across the nation. They will make recommendations to our organizational structure and how the department can bring in new services of Aquatics as well as other facility services. • Encroachment trespass at Woodmont. Owner of the wall agreed to remove encroach ment and will restore the vegetation. The City is monitoring the boundary line. ADJOURNMENT The next regular scheduled meeting will be Wednesday , January 20,2021, 4 to 6 p.m., on Webex. Sarah Ellison adjourned the meeting at approximately 6:17 p.m. Prepared by, Dina Balogh, Administrative Assistant