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5 - Special Presentation by Ron Secrist Mountain Parks/Open Space consolidation~ ~...- ~.... TO: Pazks and Recreation Advisory Board FROM: Chns Dropmski, Director SUBJECT Presentauon by Ron Secnst, City Manager, on Mountam Pazks/Open Space Consohdauon DATE: Apnl I 1, 2000 Ron Secnst will be makmg a presentarion to the Pazks and Recreation Advisory Boazd followmg Citizen Parucipadon at the Apn124 regular Board Meedng Ttus will provide the opportucury for Boazd Members to hear direcfly from the City Manager about lus proposal, action by City Council and Gty Manager next steps. This should help the Boazd as tkus issue moves forwazd to deternune what role is appropnate for the Board and its next steps. For your mformat~on, attached is the packet of matenals from the Apnl 12 Open Space Boazd of Trustees meeUng (nunutes not available). This packet mcludes the packet of matenals and draft mmutes from the Apnl 4, 2000 City Council meetmg which detazls the City Manager's proposal and City Council achon The packet also mcludes a Memorandum from Ruth Wnght and Michael Figgs dated Apn13, 2000 (before the Apn14 City Council meeang T~°^Q~:~:~°i nlannlno tn !~ t` !RA Q! I~Aw~A~~^~~~~~~~ c..~t,._ C V CM~It~O~STPW'~O ,-- i... CITY OF BOULDER CITY COUNCIL AGEPIDA ITEM ,~.. ~ MEETING DATE: (Agenda Item Prepazation Date• April 7, 2000 ) AGEPIDA TITLE: Recommendarions regazding the Merger of the Open Space/Real Estate Department and the Division of Mountam Pazks REQUESTING DEPARTiVIENT: James C. Crain, Duector of Open Space/Real Estate ACT: To be PURPOSE The purpose of tlus agenda item is to consider and make recommendations regarding the mer~er of the Open Space/Real Estate Department and the Division of Mountain Pazks BACKGROUND '"^ On Apn14, 2000, the City Council unanimously approved the merger of the Open Space Real ~`- Esta*.e Department and the Division of Mountam Pazks and gave direction to the city manager m response to his recommendations and the proposal provided by Ruth Wright and Mike Figgs to the City Council Attached are the draft minutes from that meetmg including the summary of the citrzen input. Also attached are coptes of materials about tlus issue which have been provided to council for both its Mazch 22 and Apri14 meet~ngs including the proposal of citrzens Wnght and Figgs. Public mput on tkus issue has been both thoughtful and substanual and tkus board and the Pazks and Recreation Advisory Boazd have recerved extensrve public comment on tlus at meehngs eazlier ttus year, the minutes of wluch have been provided to the board prevtousiy The Open Space/Real Estate staff welcomes the opportunity to move forwazd as a team with its colleagues in Mountatn Pazks. Hallmazks of both staffs have always been their lugh level of professionahsm, passion for the land, and commrtment to the citizens they serve. These attnbutes have always been appreciated and celebrated by the public, especially duruig recent public discussion. Tlus recogmuon is lughly valued by all staff inembers We believe that the ability to work more ciosely with Mountaui Pazks in the future will enable us to even better serve Bouider's crtizens and the land that they love. PUBLIC COMMENT AND PROCESS At rts pubhc meeung on Apn14, 2000, the City Council unanimously recommended the merger. .~- This rtem is being heazd at this public meeting, advertised in the Da:ly Camera ~... g:\council\memoform.cc AGENDA ITEM # ~ Page 1 STAFF RECOMIVIENDATION That the Boazd make recommendations regarding the merger of the Open Space/Real Estate Department and the Division of Mountain Pazks. ATTACHMENTS. A. City of Boulder City Councii Proceedings dated Apn14, 2000 B City of Boulder City Council Agenda Item dated Apnl 4, 2000 C. Memorandum from Ruth Wnght Bc Michael Figgs dated April 3, 2000 a"*~ ~..,, ~ ,..,,, g•\osbt~mrgr.412 AGENDA ITEM # Page 2 Attachment A CITY OF BOULDER ~ ~ ~ r ~ ~ CITY COUNCIL PROCEEDINGS r `"' Apri14, 2000 ~ C'.~i L TO ORi)ER r+iND ROLL C~i.L Mayor Toor called the regulaz Apri14, 2000 meeting of the Boulder City Council to order at 6.00 p m. in the Council Chambers. Those present were: Mayor Toor and Councilmembers Corson, Eldridge, Havlick, Lopez, Mock, Monei, Poinsatte, and Riggle. 2. ('ITIZEN PARTICIPATION and COUNCIL/STAFF RESPONSE - 6.05 p.m. 1. John Spitzer, 2323 20`" Street - re: Opposed to proposal for neighborhood vote on Pme and Balsam Traffic Circles. Suggested that the Seconds Count Initiahve vote in November serve as final decision. 2 Steve Wallace, 1813 Pine Street - re Also opposed to neighborhood vote on Pine and Baisam traffic circles. Asked Council not to take that achon. 3. Harvey Nichols, 4255 Chippewa Drive - re: Proposed Test burn at Rocky Flats should not be more than 1 acre. Also noted that Las Alamos has equipment capable of real-tune momtoring to detect radioachve particles. ,.,, 4. David Wagner, 5280 Holmes Place- re Emergency response medical equipment repurts that indicate timely response by trained emergency personnel is cnhcal in ... life or death situahons. 5. Crystal Gray, 1709 Spruce Street - re. Traffic mitigation devices - in support, felt congestion biggest issue 6 Joni Teter, 200 Pawnee Dnve - re: Presented the PLAN Boulder County statement regarding the proposed Open Space/Mountain Pazks merger. 7. Guy Emckson, 4705 Harrison Avenue - re: Reasomng belund his resignahon from the CAT'V Board of Duectors. 8 Robert Sharpe, 5995 Mazshall Drive - Represenung Community Actron Council for BVSD, provided update of recall efforts. Also made some Transportauon suggestions and requested City to hold position on Grandview and Flatirons. 9 Evan Ravitz, University Hill - re: City bike paths - suggested that many small fixes would be better than one big project (underpass) per yeaz 10. Howazd Segal, 4315 Grinnell - re: Rocky Flats Bum, don't do rt 11. Jann Scott, P O Box 869 - re CATV Boazd appointments, stressed need for producers mput No staff response was ~iven. Council requested that staff look into pazkuig regulations regazdmg 19 foot SLJV's. ,...e Apni 4, 2000 ~ Page I 3. CONSENT AGE~IDA: - 6 35 p.m. A. APPROVAL OF THE CITY COUNCIL MEETING MTi~iUTES FROM MARCH 21, 2000. B. ACCEPTAPTCE OF THE STUDY SESSION SUMMARY FROM FEBRUARY 29, 2000 REGARDING DEVELOPMENT FEES, PRICING POLICIES, AND OPTIONS FOR FISCAL MANAGE~NT FOR BUII.DING SERVICES. C. CONSIDERATION OF A RESOLUTION EXPRESSING THE CITY COUNCIL'S STRONG OPPOSITION TO FEDERAL LEGISLATION THAT WOULD PROHIBIT THE COLLECTION OF SALES TAX ON INTERNET TRr1NSACTIONS. D. CONSIDERATION OF A MOTION CALLING FOR: i) ?uY ELECTION OF THE AFFECTED ACTIVE MEiVIBERS OF THE OLD HIRE FIRE DEFIPIED BENEFIT PENSION PLAN ("THE PLAi~1") RELATED TO CHAPiGING CERTAIN PLAN PROVISIONS; 2) DELEGATION OF ATJTHORITY TO THE OLD HII2E FIRE DEFINED BENEFIT PENSION PLAN BOARD OF TRUSTEES ("THE BOARD") TO APPROVE CERTAIN ON-GOING ACTUARI.ILLY SOUND PLAi~I CHANGES; Ai~iD 3) APPROVAL OF PROCEDURAL MODIFICATIONS TO STREA~rILINE THE PROCESS FOR IMPLE'~NTATION OF FUTURE ACTUARIALLY SOUND CHAIVGES TO THE PLAN TO REQUIRE ONLY P,Pi ORDINAIVCE RATHER TH~,N THE CURRENT PROCESS WHICH REQUIRES A MOTION, A RESOLUTION, Ai~ID P,i~i ORDINP,i~TCE. ^* ~o nc,imemher Mock moved. seconded bv Corson. to annrove Consent AQenda items3-A through 3-D wtth the proposed amendments to Item 3-D as outlined by the City Attomev 4. MATTERS FRONI THE CITY MANAGER: A. UPDATE ON US 36 MIS - 6 37 p m. Jennifer Heisler from Carter-Burgess provided Council with an overview regazdmg the US 36 MIS, answering vanous quesrions regazding possible razl options under discussion and allowuig Council to clarify rts position on those options. 5. MATTERS FROM THE CTTY A1"TORNEY: - none 6. MATTERS FROM MAYOR A~iD 14EMBERS OF COUNCIL: - 7 15 p m. Apn14, 2000 Page 2 "'"°°~ A. POTENTIAL CALL-UPS: ~ 1. FLOODPLAIN DEVELOPMENT PERIVIIT - WONDERLAND CREEK CHANNEL SOUTH OF VALMONT, LAST OPPORTiTPTITY FOR CALL-UP 4/4/00. No action was taken on tlus item. B. DISCUSSION REGARDING TRAFFIC CII2CLE NEIGHBORHOOD BALLOTING - Tom Eldridge - 7.20 p.m. ['n,mcilmember Eldridge moved seconded by Lopez to direct that 60% ne~borhood aRproval be obtaned via ballotme on the Pine & Balsam pronosed traffic c~rcles. prior to permanent inst~lahon The citv man~ggr is directed to seek advice and assistance from the Tran~,~ortation Advianrv Boa*d to develop~rocedures for neigj borhood balloring and to obtain a favorable recommendahon on the nrocedures from the TAB before oresenhne them to Council for r va ***Other Matters*** Councilmember Morzel provided update regazding Proposed Bum at Rocky Flats. Mayor Toor responded to recent Daily Camera azvcle mdicatmg proposed gun controi measure ,.,, as coming from City Attorney. The Mayor clarified that Mr. de Raismes was acting on d'uection `,,,, from the City Council. ('~»nciimember Corson moved seconded bv Mor~el to reco mend that Boulder Coanty not consider a Trans~ortarion ballot issue in Fall of 2000. 7 PUBLIC CONIMENT: 1 Guy Errickson, 4705 Harrison Avenue - re: Traffic circles. 2. David Wagner, 5280 Holmes Place - re: Supported onginal motion from City Manager/Eldridge without amendments. 3 Robert Sharpe, 5995 Mazshall drive - re: In support of motion regazding traffic cucles voting. FINAL DECISIONS: Vote was t~ken on the motion to annrove Consent Agenda items 3-A throug~ 3-D with the oronoced ~*r+endments to Item 3-D as outlined b the i Attomev The motion carried• 9-0 Vote was taken on the motion to direct that 60% nei~borhood annroval be obtained via ha ' gon the Pine & Balsam ~roposed traffic circles prior to permanent installation The citv ,,,., Apnl 4, 2000 ~ Page 3 manager is directed to seek advice and assistance from he Tr~nsnortation Advisory Bo~Td to develop~rocedures for neivhborhood ballorinQ and to ob ain a favorable reco~mendation on he ~'*, ~~~[lures from the TAB before nresentin~ them to Cn~~cil for a~yroval_ The motion ca*r+ed• ~ 7-2. Havlick and Pomsatte o~ on sed• V~Te was taken on the motion to recommend that Boulder County not consider a TransDortahon ballot issue in Fall of 2000 The motion carried: 8-1. F.ldridg~pposed ORDER OF BUSINESS PUBLIC HEARINGS CONSIDERATION OF A MOTION APPROVING THE PROPOSED ~RGER OF THE MOUNTAIN PARKS DIVISION AND OPEN SPACE/REAL ESTATE DEPARTME:VT. - 8 OS p.m. Pubhc Hearing• 1. Robert Sharpe, 5995 Mazshall Drive - re. praised performance of Ann Wickman 2 AI Bartlett, 293 ~ 19`~ Street - re: strong support for merger proposal by Wnght/Ftggs, urged that it be placed on the November ballot. 3 Crystal Gray, 1709 Spruce - re• supports proposal. 4 Julie Krutzen - Representmg Sierra Club In support of proposed merger 5. Guy Birgess, 1290 Albion - re: supports balanced merger, not one that obliterates Mountain Pazks. '""R, 6 Ricky Weiser, 4020 N. 75`^ Street - re: in support of PLAN Boulder °° recommendation with exception of recommendation to increase Open Space Boazd by 2 ex-officio members. 7. Bruce Bland, 1340 Letugh Street - re: supports merger under current legal framework for Open Space. 8. Niark Gerslunan, 650 Hawthorn - re supports proposal 9 Dan Sukle, 2637 5"' Street - Fido Boazdmember. Apprehensive about proposed merger, a&aid of e:ctremist pohcies. 10. Scott Severs, 2905 E. Aurora #118 - Representing Boulder County Audubon Society Supports movmg fonvazd, felt ongoing discussions aze hamperuig effectiveness. 11. Janet Bellis, 3806 Telluride - re: appiauded stewardship of Mountain Pazks by Pazks & Recreation Department, supports merger, not take over, must be balanced, 1 leader from each deparhnent 12. Joan Ray, 67 Hawk Lane - re: supports the merger, get on wrth it. 13 Ruth Wnght, 1440 High Street - re: hming issue important to prevent ability to undemune merger, suggested dedicated funding be ensured through ballot measure ttus fall. Mountain Parks reps. should not be ex-officio boazd members Apnl 4, 2000 Page 4 '""" ~ nor part of co-management. 14 Susan Ross, 3510 Nyland Way - re• supports merger, however continues to have "' concems about staff cuts. 15. Kurt Gerstle, 36~0 4`" Street - re• felt acquisitaons most important aspect - Director must support tlus prionty. 16 Jon Howazd, 2990 Heidelberg - re: supports Wnght/Figg proposal. 17 Chns Mueller, 3587 22"~ Street - re: supports Wnght/Figg proposal, does not support 2 ex-officio members. 18. Michael Sprntt, 1014 Utica Circle - re: does not support proposal as Mountain Pazks philosophy not reflected. Felt it is not a merger, it's a takeover Requested that the Mountain Pazks staff be treated with the respect due them. 19. Richard Reynolds, 4331 Eldorado Spring Drive - re: supports merger, supports agressive acquisition program under Jim Crazn. 20 Doug Pagles, Eldorado Springs Drive - re: supports most recent opUOn for merger from City Manager 21. Mike Figgs, 2635 Mapleton Avenue #77 - re: outlmed the benefits to Mountain pazks through tlus merger. (Hand out submitted) 22. Sally Martin, 1877 Broadway - re: supports the merger, does not support addirion of 2 ex-officio members to Board. 23 Gwen Dooley, 730 Spruce Street - supports proposal, do not add 2 ex-officio members to Boazd. Send equipment with people from Mountain pazks to Open Space. ~ `, CoLncilmember T~qpez moved seconded by 13ig~1 o s~ ort th~prtonosed merger of Mountain Park pe~,$oace as pronosed bv the Citv Manager's memo dated 4-4-00 ['~~,nc~1••,Pmber Monel moved ceconded~,v Havhck to amend 2-B to maintain Open SRace Roard and Trustees 5 members wrthout addihon of ~ ex-officio members The mohon failed• 3-6. Havlick. Moael and Poinsatte m favor. Counciimember Morzel moved to make a friendly amendment to No 4 to include a member from each Boazd (aonointed bv the Boazd cha~rl on the Transrtion Team The amendment was accepted bv~ opez and Reele. Vote was taken on the main motion to supnort the nronosed merger of Mountain Pazks/Open Snace as prooo e v the Cttv Mana~gr's memo dated 4-4-00 mcluding the amendment to No 4 to include a memher from each Boazd (aooomted bv the Boazd chairl on the Transition Team. mohon cameu: FIRST READINGS: 10. INTRODUCTION, FIRST READING AND CONSIDERATION OF A MOTION ,.~.. Apn14, 2000 ~ Page 5 TO ORDER PUBLISHED BY TITLE ONLY AN ORDINANCE AMENDING SECTIONS 10-13-22 AND 1a-13-23, B.RC.1981, CONCERNING ^~ ENFORCE:VIENT OF TI~E DEMOLITION PERMIT REQU7REMENT FOR -- BUILDINGS OVER FIFTY YEARS OLD AND STRUCTURES OF MERIT. - 9-34 p m. Councilmember Mock moved_ seconded bv Havlick_ to introduce and publish bv fitle only Ordinance No 7048 amending Sections 10-13-22 and 10-13-23. B R.C 1981. conceming enforcement of the dem2lirion ~ermit requirement for buildings over fifty vears old and structures of inerit The motion carried: 9-0. 11 INTRODUCTION, FIRST READING Ai~iD CONSIDERATION OF A MOTION TO ORDER PUBLISHED BY TITLE ONLY AN ORDINANCE VACATING A:~1 EXISTING 5-FOOT SIDEWALK EASEMENT ALONG 55'H STREET ON PROPERTY LOCATED AT 5485 CONESTOGA COURT. - 9:34 p.m. Councilmember Corson moved. seconded bv Morzel. to mtroduce and publish bv title only Ordmance No 7049 vacahng an esisting 5-foot sidewalk easement along 55~` Street on propertv located at 5485 Conestoea Court. The motion camed: 9-0 ADJOURNMENT T'here being no further busmess to come before Council at ttus hme, BY MOTION "'^~ REGULARI,Y ADOPTED, TI~ MEETING WAS ADJOURNED AT Q~ p m. ° APPROVED BY COUNCIL Will Toor Mayor ATTEST: Alisa D Lewis City Clerk Apn14, 2000 Page 6 ^"°^~ Attachment B CITY OF BOULDER ,~ CITY COL'NCIL AGENDA TTE~I rIEETIr'G DaTE: A~nl 4. 2000 Aeenda Item Prepazauon Date:(vlazch 27. 20001 AGE~iDA TITLE: Considerarion of a mouon approving the proposed mer~ez of the Nlountain Pazks Dtvision and Open Space,~Real Estate Deparcmeat. REQL~STPi iG DEP~RT1~IEr"T: Ronald A. Secnst, Ciry ~ianager FISCAL II~IPACT: Vanes accordm~ to res~uctunng opnon selected. Estunated at ~ ~300,000 to 5900,000 annually, plus an addinonal one-ume saving of 52~0,000 m caprtal espenses Specific amount to be determined at conclusion of transiuon phase PU`RPOSE: On ~Iazch ZI, 2000, the City Council directed the City ~Ianager to place the proposal for mer~mg the two work ~roups on an upcoming Council agenda for the purpose of a pubiic heanng. The City Vtana~er's proposal (see attached) outlines eiQht steps for mer~in~ the ^" Mountain Parks Drvision and Department of Open Space and Real Estate. ~... RESPONSE TO COMVIE~iTS RECIEVED :~T THE ~LaRCH 21, 2000 COU~TCIL bfEETING: Concern was espressed about the proposed timelme for both ininaun, the transiuon to a restructured orQanization and the ~ansiuon penod iueif (be~n transitron August 1, comple:e by December 31). The City Mana2er believes that begmmn~ the transition penod in 3ugust will afford an ample oppornuuty for the new Deputy City Manager for Envuonment Services to become onented to the orsanization and thus provide day-to-day leaderslup and facilitation to the transitional process The Deputy City ~tanager wouid carry out the resiructuring model under the d'uecL guidance of the City ~tanager. TIus mdividual's envuonmental background and credentials will be of stgtuficant assistance to the work~roup and the transition vnll be kus~'her pnmary responsibility. The intent is not to micro-manage dazly operat~ons of the two work~oups, but to help assure focus on equitable placement of siaff members and the best use of iaternal resources. The Ciry Nfanager wili authorize the e:ctension of fixed term personnel, filling many of the e:cisting vacancies wittun the work ~oups through the end of the year,thus hopefully miniminng the impact upon current operations staffing levels. Once an overarckung restructuring plan is approved, (as outhned in the attached eight pomu), existmg employees ~nnll have an opportuniry to evaluate their mterest m commitung to the mezger. As mdicated m the Management Audit, a number of employees aze contemplatm~ reurement and are awazring determination of the new ~.~ organizanonal plan before makuig a decision. As menrioned in the Ciry Vtanager's ~ AGE~IDA ITE94 ~ Pa2e recoauneadation, the tntent will be to place all e.Yisriag standard employees in positions rntlun the restructured or;anization. Beginniag the hansition ninety days (estimated) after a specific '"OA" orgazuzanonal approach is identified affords individuals ample time to make a decision and `"" enables the transition penod to concentrate on specific, equttable job placement, descriprions, classificarions, budget transfers and assignment of resources. The City ~fanager is available to answer further questaons on tlus topic or other aspecu of the proposal during City Council's deliberauons of tlus issue. RECO~I~ViENDATION: The City Council adopt a motion supporting the proposed merger of the Mountain Pazks Division of the Parits and Recreation Department and the Departmeat of Open Space and Real Estate. Approved By• Ronald A. Secrist City Manager ATTACIi~i IENT March 21, 2000 Agenda Item 4B on Management Audit of the Mountain ,~.,,,! Parks Drvuion and Open Space/Real Esrate Deparanent ~,,,. .... ac~rma rr~c x Paee ~ CITY OF BOULDER ~ CITY COUNCIL AGEYDA ITEM bIEETING DATE: March 21. 2000 Agenda Item Preparation Date (March 14. 2000) AGEi~iDA TITLE: Update on status of review and consideration of Management Audit of the Mountam Pazks Drvision and Open Space/Real Estate Department performed by Conservation Impact, January 26, 2000. REQUESTING DEPART'1~NT: Ronald A. Secnst, Cuy Manager FISCAL Il~IPACT: Varies according to orgamzadonal opnons selected Conservation Impact identifies potential annual savings from FTE reducrions of $241,096 to $907,266 plus an additional one-nme savmgs of $250,000 m capital expense. Actual fiscal impact to be determined through specific re-structuring plan. '""" PURPOSE: The purpose of tlus item is for the City Manager to provide a response and `"' recommendation to the conclusions of the recendy completed Management Audit of the Mountain Parks Drvision and Open Space/Real Estate Department, and to seek City Council d'uection for appropnate next steps for addressmg the issue of potential restructunng of the two service areas m quesuon. BACKGROIJND• In March,1999, the City Manager, at the request of City Counc~l, presented two opaons for ranonalizing the Mountam Parks and Open Space prograzns. Following an Apn127, 1999 Study Session, Council asked that a baselme management audit of the two programs be performed pnor to any raaonalizaaon takmg place The purpose of the Management Audit was to identify and ~usufy potenual cost savwgs, functional overlaps and efficiencies that may matenalize as a result of consolidating the staff and services of the two City programs. In the summer and fall of 1999, City staff, representmg the two program areas in question, with assistance from the Division of Audit and Evaluauon joindy developed a request for proposal (RFP) seekuig qualified consultants to perform the management audit. A Core Team made up of two representatives of the Open Space/Real Estate Department and two from the Parks and Recrearion Department along with the Ciry's Internai Auditor and Ciry Manager, reviewed the RFPs received and interviewed four consulting firms as finalists. Conservauon Impact was the unammous selection of the Core Team. ,... AGENDA ITEM f/ Paee ~,,, Conservation Impact miuated the audit in October and completed their work and ,~, recommendation in January, 2000. The same Core Team provided guidance to the audit process from October-January, but did not have impact or control over audit content. The City Council, Open Space Board of Trustees and Parks and Recreation Advisory Boazd received copies of the Management Audit on the day of the report's release. Copies were also available to the public and the Audit could also be reviewed on the City's website. During February, 2000, the City Manager and Auditors met wrth the two adv~sory boards. The advisory boards also held public hearings on the audit's content. The Management Audit ident~ed potenual cost savings and efficiencies that could be actueved through a consohdanon of the two service prograzns, provided a proposed restructurmg plan and proposed transition plan that would lead to the creataon of a new Department, composed of the former Mountam Parks Drvision and the Department of Open Space/Real Estate. Ai~iALYSIS: Following a careful review of the recommendanons and conclusions of the Management Audit performed by Conservation Impact and thorough considerarion of comments and recommendation reviewed from cit~zens and the advisory boards who provide oversight to the Mountam Parks and Open Space and Real Estate programs, the Ciry Manager offers the following recommendanons for City Council comment and further consideration: 1 Proceed to restructure the two proQrams into one '" 2. Recommend no chanees to the Citv Charter as part of the restructurine. Nazne the restructured Department the Department of Open Space and Mountain Pa.?cs, fully respectmg and recognizmg the tustory of both programs and recognizmg the cit~zen attachment to, and recognition of, these program names. b Maintam the Open Space Board of Trustees as a five-member board; however, in concert with a restructuring into a combmed department, appoint two ex-officio members to the Boazd (perhaps one of the two members being a member of Ciry Council) for a two-yeaz term, at the conclusion of which, reconsideration of formally expanding the Board to seven members can occur. Mountam Parks lands would be assigned to the new Department of Open Space and Mountain Parks a. Requires Parks and Recreation Advisory Board disposition. .~, .,r AGENDA TI'EM !1 Paee ~ b The restructuring Transition Team may recommend some lands now ~""' managed by the Mountain Parks Drvision are more suitable to be placed under managemen[ of Pazks Division of the Parks and Recreadon Department. 4. The Ciri Manage_r will atiooint a Transirion Team headed bv the Depuri Citv Manaaer for Envuonmental Services with oversieht bv the City Manaoer and assisted bv revresentatives of the work¢rouQs beine restructured as weIl as assistance and representation nrovided in the areas of Human Resources. Finance. Or¢amzauonal Devetonment (facflitation) and anv other areas of exnertise deemed necessarv bv the T ~ansition Team 5. Acauisitions and Real Estate would remam as a division within the orovosed Denartment of Ooen 3pace and Mountain Parks. a The divisions and functional areas recommended in the Management Audit w~ll serve as a guide to the Transitron Team in structuring tfie new department, however, an Acquisition Division will be inciuded withzn the Department. 6 The Transition Team should be euided bv a ten to sixteen FTE reduction in the ~""° develoament of a deaartment structure - a ranoe recommended over the vears bv the ~ Denartment Directors Citv Manager and Manaeement Audirors a The intent will be to place all existrng standazd employees m positions within the structure. Current vacancies and a range of ten to sixteen FTE reduction should enable ttus strategy b. The consolidanon of o~ce/work sites as described m the Management Audit should serve as a guide to the Transidon Team. c I would propose the transirion team begin work in August, 2000 (affordmg the Deputy Ciry Manager on onentation penod) and the restructuring to be effective January, 2001 7 There will be no negative imnact on the Ooen Soace Fund nor wiIl there be anv Qoen Snace Fund subsidy reauired as a result of the restructurin¢ a. The mtent regazding identified cost savings is io direct all General Fund non-personal e.epenses, (associated with Mountam Parks operations) to the new Department. All Mountain Parks employees placed into the new resuuctured Department will have General Fund funding assigned to them. .," b. Realized savings should prunarily suppozt the acquisifion programs of the Open space and Mountain Parks program. AGENDA 1TEM !! Paee ~. 8 A Manaeement Audit of the newlv restructured Devartment should be conducted m ,,,~. 2003 Each time the subject of inergmg, rationalizing, consohdating, or restructunng the Open Space and Mountazn Pazks programs has been considered, the issue of who should direct or lead the revised enuty attracts considerable attention and becomes controversial. Given the history of distrust and rancor between the two work groups, which attributes to emotional debate within the orgamzation and, among the consutuencies of each, it has been a consistent recommendation that any revised orgamzauonal structure mclude new leaderslup, hopefully enablmg the kughest degree of a successful transition and new operauon. As City Manager, I continue to believe that a combmed work group is better served with leaderstup, unencumbered with previous duect involvement in duagreements, loyalties, or emotions; however, feedback in response to the Management Audit and from the City CouncIl Study Session of April, 1999, reveals that the issue of leadership, perhaps more than any other issue, seems to be the largest stumblmg block to actuevmg positive movement to resolution of this issue It has been proposed that a co-duector relationship (one overseemg the Visitor and Maintenance services and the other Acquisition and Resource Pianning) may be an appropnate approach to resolvmg the concem over a potentral Ieadership vacuum created by bringing the work groups together under new leadership from outside the orgazuzation This co-director ~' approach may also serve to min,mi~e past differences that have existed between the work 4... groups We have an example of a co-duectorstup working well in the City (Housing Authonry) and m the case descnbed above, both co-d'uectors could report to the City Manager through the coordu~ating role of the Deputy City Manager for Envuonmental Affairs. Therefore, the co- director proposal for the Open Space and Mountam Parks restructuring merits considerat~on in order to hopefully aclueve resolution to this long-standing issue. Boulder citizens Ruth Wright and Michael Figgs, have carefully reviewed and analyzed the Management Audit and have developed a comprehensrve proposal for reorganizing the Open Space and Mountun Parks programs Theu proposaI is attached. Many of the WrighdFigos proposalfeatures are included or considered in points one through eight as descnbed above. Pending Counc~l direcrion, it would be my intention to use and consider the elements of the WnghUFiggs proposal during the Transiuon phase of the proposed restructuring The proposed charter amendments and timmg of placing the items on the ballot meriu further discussion and City Council consideration and direcdon. PUBLIC CO1bIl~IENT f1ND PROCESS: As indicated eazlier, the Open Space Boazd of Trustees and Pazks and Recreauon Advisory Boazds held sepazate televised public hearings in "°'" February on the Management Audit. Considerable cit~zen feedback has been received through '~-- other communication channels as well. AGENDA iTEM # Paee ""~' RECONIMENDATTON: It is recommended the City Council provide the Ciry Manager `"' feedback on the recommendations included within the analysis section of ttus report and provide further d'uection regazding a specific proposal on restructuring the Open Space and Mountain Parks program wluch can be placed on a upcoming Ciry Council agenda for public hearing and consideration of adoption. Approved By. Ronald A. Secnst Ciry Manager ~ ,... r.~. AGENDA ITEM k Pa¢e OPTION 21bIERGER PROPOSt+rL ~. Second Draft, Nlarch i, 2000 Submitted by Ruth Wri~ht (303-4~}3-860'7) and Nfike Fggs (303-~F7-1899) Purpose: To offer a realistic and achievable reorganization proposal that protects the natural resource and respects the lona lustory of citizen support for the Open Space and Mountain Pazks pro~-ams. Tlus proposal is designed to maximize the Open Space acquisition proaram wtule providing for adequate staff support. Tlus proposal attempts to clearly define general fund and open space fundin~ to prevent a negative impact on future acquisition bonds. Sammary of proposal: Transfer most of the staff and property of the Mountain Parks Division into the Open Space Department (renamed the Open Space and ~1~Iountain Parks Degartment, or OS&N~), and restructure the Real Estate Division as described below. Personnel: 1. Move 13 1/2 FI~E from Mountain Parks into OS&MP, leavin~ 4 FI'E in the Parks and ,.., Recreation Department [o manage those parcels referred to in point one under Property ~.~. below. 2. Move two Real Estate FfE into another department to work on non-OS&NIP real estate transactions (B(IRA, Public Works, Parks, etc). The four remaining Real Estate FTE stay in OS&.~1~IP. It is also recommended that one aew FTE position be created for a conservation easement monitor in OS & MP. Rationale: this deployment of real estate personnel is based upon current work loads in che Real Estate Division and retains Open Space acquisitions in OS&~. The conservation easement monitor is recommended since Open Space conservation easements apparendy are not being adequately monitored wluch, in the eveut of a violation of the terms of a given conservation easement, could make lepal remedies difficult to attain. 3. Four duplicate positions in the Mountain Parks Division and the Open Space/Re:il Estate Department should be eliminated throueh attrition as follows: • Mountain Pazks Division Manaper .-.. • 1/2 Volunteer Coordinator r-- • Nfaintenance Coordinator Opaon 2Merger Proposal Second DnQ Much 1, Z000 Page 2 of 6 • GIS • U2 youth sernces 4. Six of the 12 frozen (authonzed but unfilled) positions in both proorams will remain frozen for 2 years and then reevaluated. The other siz posit~oas should be filled and incorporated into OSR:IvfP Rationale: this will ailow additional time to detemune appropriate staffing levels, and the funds saved will help insure that acquisitions will not be adversely impacted durina the resiructunne of these programs. 5. A transiaon team will parucipate m the restructuring of the proo ams, and will include the followine representat~on: 1 City Manager representat~ve 1 Human Resources representattve 1 Parks and Recreation Advisory Boazd member 1 Open Space Board of Trustees member ~ 1 Mountain Parks Division staff 1 Open Space/Real Fstate staff 6. There is ment to the concept of a Co-Director of OS&MP. Should ttus position be created, it is recommended that it be filled by a current staff inember ezperienced in real estate, personnel, and operational issues. Rattonale: this concept should be considered in the contezt of anticipat~ng and addressing potential personnel conflicts that may arise during the process of inere ne the staff of the Open Space and IVlountain Pazks pro~ams, and would support on a daziy, routine basis the efforts of the transition team described in point S above. 7. OS&I~SP Personnel: Current authorized posihons in both pr aQrams 87 Current Mountam Par?ts FTE left in Pazics & Rec. - 4 Real Estate positions moved out of OS&.'vIP - 2 ~ ""~~ ~ Opuon Z:~ferger Proposal Second Draft, March I, 2000 Page 3 of 6 ~- Duplicate positions eliminated by attrinon - 4 Frozen (authorized but unfilled) positions for 2 vears - 6 Total OS&MP FTE 71 Real Estate ~osinons in OS&~iP - 5 Total Non-Real Estate FTE in OS&MP 66 Rationale: The manasement audit report recommends 62 FTE for the merged programs, and we believe this to be inadequate for che demands that aze currendy being placed upon these pro~ams by the public. Of parucular concem is the reduction of FTE in the Resource Conservation and Planning Division at a hme when the Open Space Department needs to complete its Visitor Plan, System-Wide Nfanagement Plan, and bea n plamm~g on 2,000 acres of new acquisitions (includin; the Jefferson County propemes). Budoet Fiaures are based on the followino formula: ~60,000 personnel expenses per FTE +$26,000 non personnel ezpenses per FTE _$86,000 per FTE. Budget figures are based upon the 2000 .--. budgeL ~ ~ General Fund support of Mountain Pazks should be transferred to OS&MP in the amount of $1,161,000 peryear, plus infladon (indezed to the consumer price mdez, or other accepted standard), for no less Ihan 10 years, in order to suppoR the 13 1/2 FTE that aze being transferred from Mountaia Parks to OS&MP. The remaining ~fi02,000 per yeaz of Creneral Fund support for Mountain Parks is left for two purposes: a. to support the 4 FTE that remain in the Pazks Department b. as merger cost savinas 2. With respect to the 13 1/2 FTE transfeaed from Mouatain Pazks to OS&NIP, all General Fund reserves set aside for employee refirement buyouts, as well as sick and vacation balances, velucles and equipment associated with the 13 1/2 positions, shall be transfeaed to OS&MP as well. Cost savmgs are ezpecied [o be: -^- a. $3~4-F,000 per year for the four dupiicate posiuons (point 3 under Personnel) Opnon 2hferger Proposal Second DraR, ~fazch 1, 2000 Page 4 of 6 b ~~58,000 per year, effechve immediate:y (denved from the 51,763,000 General Fund support of the Mouniain Parks Drvision, of which 3602,000 is not transferred to OS&VIP, less the support for the remunin~ ~ FTE in Pazks (4x 586,000/F'TE= $3~,000). c. ~ti0,000 one time cost savinos for elimmacing the Chautauqua Ranaer Cottage expansion (point 3 under Property and Fixed Assets). d. ~516,000 per year for two years for the 6 frozen positions. e. $1,161,OOQ, plus inflation, per year after the General Fund transfer period has ended (point 1 above). Savings from staff reductions and the mer~er is 3602,000 per year (5344,000 for the four duplicate positions, plus 5258,000 fmm the Generai Fund support of the ~tountain Pazks Diviston) The elimination of the ezpansion of the Chautauqua Ranger Cottage is the same as the recommendauon m the mana~ement audit report. The 3516,000 savings by leaving 6 frozen positions u~lled is likely a temporary savin~s, as we beheve [hat addiaonal sraff will be needed due to future acquistt~ons and the mcreasmg demands placed upon these pro~rams by the pubhc. ~ Absent any bmding commicment, che transfer penod for the 51,16i',000 of the General Fund ezpenditures to [he Open Space Fund for the 13 I/2 Mountam Pazks FTE that are transteaed to ^^~*** OS&MP is at the discretion of City Council. It should be noted that bond aaents wtll likely view the $1,161,000 per year as an encumbrance upon the Open Space Fund. In the absence of a binding commitment to perform [his transfer the interest rate and authonzed bond amounts for future Open Space bonds may be ne~atively impacted. The management audit report claims estimated savmgs from staff reduciion in Proposal lA at "approzimately $0.9 million", however a careful readin; of supporting data places that savings in a ran~e from 5241,000 to S90'7,000, with a median point of $~74,000. Using the $907,000 fieure, we believe OpRon 2 compares favorably, based upon the following summary. O aon lA 0 ~on 2 Pro osed non real estate FTE ~ 62 ~ Savm~s from staff reducrions 3907,000 ~Z,~ SavmQs at 66 FTE ~ $563•000 $602.000 ~ Opuon 2Merger Proposal Second Draft, Mazch I, 2000 Page 5 of 6 ~ '~ Propertv 1. Mountain Parks properties will be transferred into OS&.~QP, ezcept For the following seven properties wiuch will remain in che Parks and Recreation Department: 1. South Shore of Boulder Reservoir 2. Sawlull Ponds 3. Top of Flagstaff Mounrain (includina the Amphirheater and Visitor Center) 4. Chautauqua Meadow and Ranger Cottage 5. Boulder Falls 6. Buckmgham Camp~round (Fourth of July Camp~round) 7. Buckingham Park (Lefthand Canyon) These 7 properties are excluded because they fall under one or more of the following cntena: 1) the properties are sub~ect to intensive recreational uses that are better served by the Patks and Recreation DepaRmen[, 2) the current intens~ve tecreational uses conflict with Open Space Charter and Mission, and 3) the properties are geoeraphically remote from the current Open Space system and thus presen~ a significant manapement liability. '~-- 2. With respect to the 13 1/2 FTE transferred from Mountain Parks to OS&MP, all associated equipment, velucles and office furniture, includino computers, radios and other communication devices, shali be transfeaed as well. 3. The Chautauqua Ranger Cottage expansion should be eliminated. De~artment Struciure and Onerations 1. The current conf guration of the Open SpacelReal Fstate Department shall remain the same for the new Open Space and Mountain Pazks Department: Admimstraaon, Resource Conservadou and Planning, Community and Visitor Services (includine Land Management and Maintenance), and Real Estate Services. 2. The OS&,'~IP staff should be consolidated into 2locations: Cherryvale and the 75th SG Annex. Qpen Space Charter Tfie followin; chanoes will be included in a Charter amendment. Oprion ?'vferger Proposal Second Draft, Mazch 1, Z000 Page 6 of 6 The name of the Open Space/Real Estate Deparcment will be changed [o "Open Space and ^~ Mountam Parks Department". - 2. Those Mountazn Parks properties to be transferred should be specificaIly designated (with legal descnptionsincorporated by reference)_ 3. The Missions of Open Space and vlountain Parks, as they aze currently written, shall be meroed and utilized in [he Open SQace and Mountain Parks Department. Rationale for the above: these three points state what is really aoing on, recognizes that major lands aze being transferred, reco~izes the fine ivlountam Pazks pro~am managin~ this valuable resource, and that staff movmg over to Open Space will be operating under its present mission. 4. Open Space and Nfountain Pazks real estate acquis~hons will be retained m the Open Space and Mountain Pazks Department, and is one of the duues of the Director of ttus department. Radonale: Last spring when the City Mana~er's Proposal lA was under discussion, there was some talk that acquisihon could be moved out of the Open Space I~epartment without a vote of the people amendino the Charter. We vehemendy state that that interpretauon is wrong and have ~, very aood ar~uments to prove our case. But, we might as weil make it perfecdy clear, so that no such future attempts can be made without affordine citizens the right to vote on this critical issue. 5. With respect to the Open Space Director, as currendy described m Sect~on 171 of the Charter, the words "who may also serve as the City's Dtrector of Real Estate" shall be removed. Non-Open Space and ~Iountain Pazks Depaztment real estate functions will be uansferred from the Open Space Department to another City Department Ratioaale: Open Space has been doina the real estate work for all of the city departments. Ttus was not in the original Open Space Charcer and appears to have been added as a convenience to [he city. Even thouah a recent survey shows that the other departments are sarisfied with this arrangemen[, there flave been rumblinps. So we recommend that this "stinger" be removed, reducmo real estate personnel in Opea Space and movme the appropriate number to some other office, such as that of the Ciry Manaper or City Attomey. Attachment C ,„~, MEMORANDUM ~ To: Mayor, Members of City Council, and Ron Secnst, City Manaper From: Ruth M. Wnght, Michael G. Figas Date: Apri13, 2000 Sub~ect: Response to the Ciry Manaoer's Eight Pomt Plan for the Mountain Pazks and Open Space Merger Before addressing the eight point plan, two preliminary issues should be addressed: • Ron Secrist has shepherded the merger discussions with fazmess, restraint, and aa open mind, and deserves much credit for havm~ advanced the merger discussion to the current point. • As these comments aze being written, Ruth Wnght is out of town. Any errocs or ,~ omissions aze the responsibility of Mike Figgs. Once Ruth retums and has the ~,,,,, opportunity to review these comments, she should be allowed the ability to qualify and/or correct some the statements contained herein. Key Points , Our key points that we request City Council and the City Manager to keep in mmd during tlris phase of the merger process aze: 1. One representat~ve each from the Pazks and Recreation Advisory Board and the Open Space Board of Trustees should be members of the merget transit~on team. Since the transition team has the charge to implement the merger, including the restructuring of these programs that have always en~oyed overwhelmmg citizen support,'it is imperative that there is citizen representat~on on tlus team. 2. Ciry CounciI should request that the Parks and Recreation Advisory Board approve transfer of the majority of the Mountain Pazks land, staff, and equipment as soon as reasonably possible. ~ 3 City Council and the City Manager should authorize staff to begin the necessary work .,..~ in support of a possible ballot initiative in November of this year to dedicate the Response to Gty Manager's Eight Pomt Merger Plan Page 2 of 8 General Fund support of that portion of the Mountazn Pazks prooram that is to be """a transferred mto the Open Space progam. `r`p 4. The Open Space Boazd of Trustees should remain a five member boazd. Specific Comments The City Manger's eight point plan is displayed below in italics. Our couunents follow in renulaz type. 1. Proceed to restructure the hvo pragrams into one. Clarify that the Mountazn Parks Division is to be transfeaed mto the Open Space DepartmenG The meraed proerams should not be ndically restructured. 2. Recommend no changes ro the City Chaner ar pan of the restructuring. a. Name the restructured Deparmsent the Department of Open Space and Mounta:n Parks, fully respecting and recogni;,ing the h:story of both programs and recogni~ing the °'"*~ cittzen attachment to, and recognition of, these program names. `"" We agree with the name change, and recommend that it be included with other housekeeping ttems in a Charter amendment package. We contrnue to advocate in favor of the Charter amendments contained in our Mazch 1, 2000, Option 2 Merger Proposal. This amendment package should be done m the near future, although not necessarily this year. b. Maintain the Open Space Board of Trustees as a five-member board; however, in concen with a restructuring into a combined department, appoint two ex-officio members to the Board (perhaps one of the two members being a member of Crty CouncilJ for a two-year term, at the conclusion of which, recaruideration of formally ezpanding the Board to seven members can occur. The Open Space Boazd of Trustees has worked very well as a five member board, and no changes should be made. Response to City Manager's Frght Point ~Ierger Plan Page 3 of 8 ~... 3. Mountain Parks lands would 6e asszgned to the new Department of Open Space and Mourstazn Parks. a. Requtres Parks and Recreation Advisory Baard disposition. , ~., We encounoe City Councii to request the Pazks and Recreation Advisory Board take action on this disposition at its April 24 meeting, or as soon as reasonabiy possibie, with the exception of those propemes discussed below under "b". b. The restructunng Transinon Team may recammend some lands now managed by the Mountain Parks D~vision are more suitable to be placed under management of Parkr Dzvision of the Parks and Recreation Departmenr. Our Opt~on 2 Proposal identified seven pazcels that would potentially remam m the Pazks and Recreahon Department. We have reviewed the thoughtful and excellent comments submitted by David Sutherland, who works m the Mountam Parks Division, and many other comments made by citizens over the past month. Our current recommendation is to vo ahead and transfer the rest of the properhes managed by the Mountain Pazks Division and have the transit~on team work on these seven parcels. Parks would contmue to manaoe these pazcels until their disposifion is resolved. Parcels gifted to the City may require special consideration. Some recommendat~ons for the transition team to consider aze: • The south shore of Boulder Reservoir is not manaeed by Mountain Pazks, should remain in the Pazks and Recreahon Department, and be removed from further consideration. • Sawlull Ponds--cons~der conveyance to Boulder County, wluch controls the adjacent Walden Ponds. • Top of Flaastaff--the Amphitheater should remain in the Parks and Recreation Department The Nature Center should be discussed further by the transition team. Note: we never proposed to create a"coolue-cutter" shaped property snakm; up Flagstaff Drive, rather, just the facihtres and the minimum amount of adjacent land required to operate these facilities were to remain in Pazks. Response to Gty Manager's Frght Panc 1fer~er Pian Page 3 of 8 • Chautauqua Meadow and Ranger Cottage--should be discussed further by the '"'~ transition team. """" • Boulder Falls--should be discussed further by the transmon team. • Buckingham (Four[h-of-July) Campe ound-recoaunend conveyance to the Forest Service. • Buckingham (I.efthand Canyon) Pazk- should be discussed further by the transifion team. 4. The Ciry Manager wi11 appotnt a Transition Team, headed by the Deputy Ciry Nlanager for Environmental Services, with oversight by the City Manager and assisted by representatives of the workgroups being restrucrured, as well as ass:stance and representation provided :n rhe areas of Human Resources, Finance, Organi:.cuiorra[ Develapment (facilitation) and any other areas of expertise deemed necessary by the Transition Team. One representative each from the Parks and Recreauon Advisory Board and the Open ^~*~ Space Board of Trustees should be members of the merger transition teaat. Since the ° transition team has the charge to implement the merger, including the restructurin~ of these pr a~rams that have always enjoyed overcvhelming cit~zen support, it is imperahve that there is citizen representaUOn on this team. These boazd members would then be resgonsible to repoR back to their respective boards, the cit~zens of the communiry, and City Council on issues pertaimng to the merger transirion. We support the City Manager's plan to have the Directors of the two Deparcments choose one member of their respecuve staffs to be on the transidon team. If [he Co-Director posidon is created in Open Space, we assume that the Co-D~rector will be the Open Space representative on the transiuon team, since this is a part of the Co-Director's job description, as we onginally envisioned it. The Mountazn Parks representahve on the transition team should be a Mountain Pazks Division member who has chosen to transfer into the merged Open Space and Mountain Pazks proaoram, and who has committed to the Department Director and City Manager to an orderly and smooth transition. Response to Qry Maaager's Eght Pomt Merger Plan Page 5 of 8 ,~, We recommend to the City Mana~er that membership on the transit~on team be kept to the smallest number reasonably possible. We further recommend that all membenhip of the transition team should be committed to a smooth and orderly merger, and remain focused only on those issues relevant to the transirion. The cransit~on team should complete its work as soon as possible, and then disband. The transihon team in no way should replace the Open Space Board of Trustees and its obligations under the Ciry Charter. S. Acquzsihons and Real Estate would remain ar a division w:thin the proposed Department of Open Space and Mountain Parks. a. The divisions and funct:onal arecu recommended tn the Managemenr Audit will serve as a guide to the Transihon Team in structuring the new departrnent; however, an Acquisition Division wi11 be included within the Department. We support and insist that the real estate function of Open Space and Mountain Pazks acquisitions remain ~n the Open Space and Moun[ain Parks pro~ara, and retains its # current structure withm the lazger program. r..~ 6. The Transihon Team should be guzded by a ten to sixteen FTE reduction in the development of a department structure - a range recommended over the years by the Department Directors, Ciry Manager, and Management Audiiors. a. The intent will be to place all extstmg standard employees in positions within the structure. Current vacancies and a range of ten to sirteen FlE reduction should enable thu srrategy. b. The consolidation of office/work sites as descri8ed cn the Management Audit should serve as a guide to the Transition Team. We believe that the staff cuts in the Manapement Audit report were too deep, particulazly in the Resource Conservation and Planning D~vision. We urge the City Manaser and the transit~on team to carefully consider the lesitimate staffina needs of the pr aoram durine the merger transitxon period in order for the program to adequately maintain the land, including new acqu~sihons. Response to C~[y Manage~s Frght Pomt'vlerger Plan Paee 6 of 8 c. 1 wauld propose the trnnsit:on team begin work tn August, 2000 (affording rhe Deputy Ctry Manager on onentat:on penod) and the resrructunn, to be effective ~, Januarv, 2001. """ We appreciate the need for the Depury City Manager to be hired and bmught up to speed on the merger transition. We also appreciate the need to handle the delicate personnel issues that arise from the merger transihon in a respectful and appropriate manner Accordingly, we support the Ciry Manager takm~ the ume to handle these issues as descnbed above. However, with respect to non-personnel issues, we urge the City Council and City Manager to authonze the necessary work m support of the merger transiuon as soon as reasonably possible. This includes tasks such as determimng the amount of the current General Fund support of the Moun[ain Pazks pr aoram that should be transferred to the Open Space Fund on a continuing, annual basis, and secunng leoal descnptions of those Mountam Pazks properties to be transferred to the Open Space and Mountam Parks Department Particulaz emphasis should be placed on tasks that are necessary to clanfy and resolve issues pertaining to a dedication of the General Fund support of that portion of the Mountain Pazks program that is to be transfeaed mto the Open Space and Mountam Pazks Department in time for a possible ballo[ imt~ahve in November of 2000. "'~ 7 There wi11 be no negaltve impact on the Open Space Fund nor wt11 there 6e any Operz Space Fund subsidy required as a result af the restructuring. a. The intent regardtng identified cost savings u to direct all General Fund non- persanal erpenses, (arsociated with Mountain Parks operanons) to the new Department. A[I Mountain Parks employees placed ~nto the new restructured Department will have General Fund funding ass:gned to them. b. Reah;.ed savings should pnmar:ly support the acquis:tion programs of the Open space and Mountacn Parks program. We a~ee on these points. 8 A Management Audit of the newly restructured Department shauld be conducied in 2003. Response to Ciry Manager's Egh[ Poin[ Merger Plan Page 7 of 8 ~..,. The management audit in 2003 should be reshicted to analysis of the merger transihon, and should not seek to overhaul or otherwise reinveni the Open Space and Mountain Parks program. Open Space has been under intense administrat~ve scrutiny for some ten years. It is ame for audits of other City pro~acns. Each nme the sub~ect of inerg~ng, rationali;.ing, consolidat:ng, or restructuring the Open Space and dfounta:n Parks pragrams has been considered, the issue of who should d:rect or lead the rwised enrttv attracts considerable attent:on and becomes controversial. Given the hzstory of distrust and rancor between the two wo~k groups, wh:ch aur:butes to emonanal debate withm the organ:~ahon and, among the constituencies of each, tt has been a consistent recommendation that any revised orgara;.ational structure enclude new leadershtp, hopefully enabling the h:ghest degree of a successful transztion and new operarion. As Czty Manager, 1 conttnue to believe that a comb:ned work group is better served w~th leadership, unencumbered w~th previous direct involvement in desagreements, loyalt:es, ~ or emotion.s; however, feedback in response to the Management Audit and from the Ciry , y, Council Study Sesston of April, 1999, reveals that the ~ssue of leadershtp, perhaps more than any other issue, seems to be the largest srumbling block to ach~evtng posit:ve movement to resaluhon of thu issue. It has been proposed that a co-director relalzonship (one overseeing the Vuitor and Maintenance services and the other Acquisinon and Resource Plunning) may be an appropriate approach to resotving the concern over a potenttal leadership vacuum created by bnng~ng the work groups together under new leadership from outside the organi~ation. Th~s co-director approach may a[so serve to mtrami;,e pasr differences that have er:sted between the work groups. We first made the recommendation for a Co-Director position in our Mazch 1, 2000, Option 2 proposal. Some of our rahonale was va;ue at the t~me, and we destre to clanfy that the Co-director position is temporary, is tied to the merger transition period, and should be filled by an e~sung Open Space staff inember who has expenence m personnel issues, understands current prooram needs and pnont~es, is committed to an orderly and smooth transition, and is committed and compatible to workin; with the Open Space „, Director. Should this Co-Director position become problematic or become a focal point Response to Ciry Manager's Fseht Pomt Viereer Plan , Page 8 of 8 of administrative difficulties, the position should be ternunated and the duties reassigned ~ to an ezishne staff position in the program. _, We have an example of a co-directarshzp worlang we11 in the City (Housing Authonsv) and in the case described above, both co-directors could report ta the City Manager through the coordinating role of the Depury City~ Manager for Environmental Affairs. Therefore, the co-drreclor proposal for the Open Space and Mounta:n Parks restructuring merits consideration !n order to hapefully achieve resolution to this long- standing issue. Boulder czn:errs Ruth Wrtght and Michael Figgs, have carefully ~eviewed and analy~ed the hlanagement Audit and have developed a comprehenszve proposal for reorganz~ing the Open Space and Mountain Parks Programs. Their proposal ts attached. Many of the WrightlFiggs proposat features are inctuded or constdered in points one through eight as descrzbed above. Pending Council directton, it would 6e my intention ta use and cons:der the elements of the WrtghdFiggs proposal during the Trara•ition phase of the proposed restructuring. The proposed charter amendments and teming of placing the items on the ballot merus ,,,~ fur.her discussion and City Counctl cons:deratton and direction. We appreciate and are ~rateful for the City Manager's consideration of our proposal. We caution that many of the key recommendations of the Management Audit report aze not supported in the commumty. We trust that the transiraon team will be very much awaze of these problematic portions of the Manaaement Audit report, and deal with the report accordinely. Tfus is an addicional reason why we believe that there should be public representarion on the transiuon team. Member Crystal Gray moved for the adopaon of the followmg Resolution on behalf of the Open ..,. Space Boazd of Trustees '~ RESOWTION OF THE OPEN SPACE BOARD OF TRUSTEES OF THE CITY OF BOULDER WHEREAS the Open Space Board of Trustees has responsibil~ty For makmg recommendanons ro City Councd on Open Space ~ssues and, WHEREAS the Boulder C~ry Council has adopted the C~ry Manager's recommendatwns on the Open Space and Mountam Pazks merger and, WHEREAS the Open Space Boazd of Trustees recogmzes that the merger will better serve [he cmzens of Boulder who highly value the successful and popular Open Space and Mountam Pazks programs and, WHEREAS the Open Space Board of Trustees recogmzes the comm~tted and dedicated Mountam Pazks staff and looks forward to ~ommg thetr profess~onahsm with the commrtted and dedicated Open Space staff and, WHEREAS the Open Space Boazd of Trustees ~s commuted ro the spmt of the merger NOW THEREFORE BE IT RESOLVED ffiat the Open Space Boazd of Trustees concurs m the Boulder C~ty Council's recommendahons on the merger and further recommends to the Boulder Ciry Counc~l that the merger go forward with aIl due speed, that an op~mon from bond counsel be obtamed regardmg general fund support, and that the Open Space Board of Trustees lead the effoR to welcome the Mountam Parks staff to the merged -. departrnent ~ Member Chnstopher Mueller seconded the mohon on behalf of the Open Space Boazd of Trustees The roll was called and the vote was as follows Lmda Andes-Georges Aye Crystal Gray Aye Lmda Jourgensen Aye Larry MacDonnell Aye Chnstopher Mueller Aye The Resoluhon was adopted by unammous vote of the Open Space Board of Trustees of the C~ty of Boulder on th~s 12th day of Apnl 2000 CITY OF BOULDER OPEN SPACE BOARD OF TRUSTEES By A~rresT Cha~r By Secretary Approved as amended 4/12/00 OPEN SPACE BOARD OF TRUSTEES Mmutes March 22, 2000 BOARD MEMBERS PRESENT Chns Mueller Larry MacDonnell Ianda Andes-Georges Crystal Gray Lmda Jourgensen STAFF PRESENT hm Crain Mike Patton Bryan Pntchett Brent Wheeler Dave Kuntz Ronda Romero Sue Ellen Harrison Lmda VanDervort Ann Frtzsimmons Matt Jones Todd Kipfer Michael Sulhvan CALL TO ORDER The meeang was called to order at 6 OS p.m. The new boazd member, Linda Jourgensen, was welcomed and [ook the oath of office. AGENDA ITEM 1- Election of Officers Chris Mueller nommated Crystal Gray as chair Linda Jourgensen seconded his °-~ nommataon. Crystal Gray was elected chair of the OSBT by unanimous vote. Crystal ~ Gray nominated Chris Mueller as vice-chair. Larry MacDonnell seconded. Chris Mueller was elected vice-chazr of the OSBT by unanimous vote. Crystal Gray nommated Jim Crun as secretary Chris Mueller seconded. hm Crazn was elected secretary of the OSBT by unammous vote The Boazd then recogmzed the out-gomg boazd member, Suzanne Bohan. AGENDA ITEM 2- Approval of Minutes Chris Mueller moved that the mmutes of March 7, 2000 be approved Larry MacDonnell seconded the mouon. The moUOn passed unanimously. Linda Andes- Georges moved that the cmnutes of Mazch 8, 2000 be approved as amended. Chris Mueller seconded The mohon passed unammously. AGENDA ITEM 3- Director's Update Todd Kipfer gave a presentation regazding the system wide mventory He gave an overall picture of the process and mdicated we were m the first stage of the pro~ect, data collechon. He hsted the pro~ect goals and chapter topics for the final report He mdicated that we cooperate with the County and City GIS departments. Part of the process mcludes idenhfymg future data collection needs. Larry MacDonnell asked how we account for agnculture. Todd Kipfer answered that we collect data on crops, imgat~on, and weeds Larry MacDonnell said he would like to see a discrete category for agnculture. Dave Kuntz sazd that we will have public process for the system wide mventory. Todd Kipfer "" G \osbt~mmu[es~00322 doc the committee, recogruzmg their hazd work and dedicauon. Brent Wheeler then gave an overview of the comtruttee's report. It summanzes pubhc comments and provides gu~dance to staff m developmg the Open Space Visitor Plan. The Visitor Plan will guide management of passrve recreattonal act~vitres, trails, access, commercial operations, and ,,.., future monrtonng efforts Bruce Bland, a member of the committee, discussed the defimhon of passive recreahon that was created by the committee He also d~scussed the relationship of passrve recreation to other Open Space purposes. Mike Figgs, another . member, presented the passive recreational goals that were estabhshed by the committee. He also presented the cntena the committee estabhshed to evaluate appropnate activrties on Open Space He emphasized that imhal reseazch regazdmg the proposed acavity was very important. Jen Lamb, also on the committee, discussed the general recommendahons m the comtmttee report. These mcluded cont~nued pubhc mvolvement, flexible adapuve management, and establishmg a code of ethics for each actrvity. The committee also conducted a"coazse level" assessment of vanous recreational activihes In addition they considered commerc~al uses. Chris Mueller commented that the report has a posihve tone and is mcely put together He would like to mclude "qu~et" m the definiuon of passive recreation. Linda Andes- Georges clanfied that the committee's recommendaUOns do not mclude allowmg . motonzed model planes Linda Jourgensen was concerned about the relahonship between the Visitor Plan and agncultural ammals. Brent Wheeler said the issue was woven throughout the report but was not a smgle category. Chris, Mueller asked if we have specafic regulations agamst weapons. Staff replied that we did. Public Participation Mike Figgs, 2635 Mapleton, spoke for Julie Kreutzer, Sierra Club, and said that the ~*~* Sierra Club supports the committee's report and would hke to see the Visitor Plan process ~a move ahead. Bruce Bland, 1340 Lehigh, sazd he en~oyed working on the comm~ttee. He wanted to recogmze Steve Clymec's work as the facilitator for the committee. He did a great ~ob Bruce Bland also wanted to recogmze Brent Wheeler's hazd work. He was impressed by Brent's knowledge of Open Space $ack to Board MOTION Linda Andes-Georges wants to busld on the code of etiucs concept found m the reporc. She also sud it seems hke there is a lot of elashcrty m the proposed cntena. However, they are a good start. She wants to be sure the repoft mcludes somettung about the use of facilities for education, e.g on page 13, Ob~ective 1 2. Crystal Gray noted that she had two letters related to the comm~ttee's report. The one from the Boulder Off-Road Alhance said that wider trails do not need to be built to accommodate mountun bikes. The other one from Merle O'Bnen said he thought that dog owners, bilcers, lukers and the general public are unhappy with Open Space. Crystal Gray was pleased about the stewazdstup element of the report. She would hke to add accessibihty for special needs people to the report. G \osbtlmmutes~00-322 doc q estimated that we will have a final report azound June 2001. Linda Andes-Georges and Crystal Gray said they appreciated the big picture that Todd Kipfer presented. Jim Crazn added that we are behmd m the system wide mventory due to staff vacancies ~ Jim Cram said that the Four Mile Canyon Creek plan update w~ll be presented to the Board soon. hm Cram repoRed that City Council unanimously directed the City Manager to merge Mountam Pazks m[o Open Space Crystal Gray asked what the process will be. hm Cram said that was uncleaz Public mput to the Council will be the first or third Tuesday m Apnl. Jim Crazn did not know when the merger will be brought to the Boazd but said he will ask the City Manager Linda Andes-Georges is hopmg for more specifics before the OSBT makes more decisions or offers gmdance, e g. details such as habitat mformahon and types of recreahon for the lands commg m. Also, is rhe C~ty Manager gomg to approach Boulder Counry about whether or not they aze wilhng to manage some of the Mountam Parks lands~ Crystal Gray asked for details about future fundmg as that will have a big impact on our ability to bond. We have no guarantee that future City Councils will approve the merger funding proposed by the City Manager. She would also like more defimtion of the aud~t that will happen m ttu~ee years. Larry MacDonnell wants the Boazd to encourage movmg ahead with the City Manager's plan and to wut pattently for the detazls. Jim Crain will get a copy of Ron Secnsts' merger proposal to all boazd members. Chris Mueller sud the Boazd needs to facilita[e this construcuve resolut~on and get belund it He thanks Ron Secnst for considenng the OSBT mput and the pubhc mput recerved at the OSBT meetmg. Ron Secnst has always sazd that the fundmg will come with the Mountazn Parks land, so he is not concerned. He is grateful for the work Ruth Wnght and •°^~ Mike Figgs have done on the merger proposal. It has made a big difference. Michael Sulhvan presented a lottery funds update and discussed the 2000 budget for lottery funds adnumstered by the Parks Department. Linda Andes-Georges expressed her concem that the OSBT has had no panc~ipation m the use of lottery funds the last few years. Michael Sulhvan explamed that an agreement which expired m 1998 had been reached between Open Space and the Pazks Department regazdmg use of the lottery funds Then because of inerger discussions, etc., very httle has been done. Crystal Gray would hke to see the dollars go [owazd visible, important pro~ects However, she does not want this to become a turf ba[Ue with Pazks, especially a[ this sensiave ume. Linda Andes- Georges wants our boazd to have a say in the use of the lottery funds and would like some of it to go towazd npanan restoration. J~m Crazn said he would follow up. Crystal Gray thmks we should stay on b~g picture issues. Linda Jourgensen suggests we talk to the Parks Boazd about havmg a discussion about what to do wrth the lottery funds for the next 5 yeazs. Jim Cram sazd he will be sendmg the suggested retreat agenda to the Board next week AGENDA ITEM 4- Matters from the Board Chris Mueller expressed his desire to have the retreat somewhere other than one of the Open Space offices. ~. G bsbt~mmutes~00-322 doc Linda Jourgensen suggested solvmg the problem of havmg two Lindas on the Board She will be called "LJ". AGENDA ITEM 5- Public Participation/Items Not on the Agenda ,..a Bruce Bland,1340 Lehigh, said that Open Space really needs to get bekund the merger , n proposal but not to forget the detads. One detail tha[ is pazuculazly important is the number of ~obs that will be removed He also wanted to correct an error he made at the last boazd meetmg. The environmental candidate that Nixon was concemed about was Ed Muskie Ricky Weiser, 4020 N. 75`h, rec~ted a sonnet by Wordsworth Mike Figgs, 2635 Mapleton Ave. suggested that the Boazd meet as soon as possible and discuss the eight pomt merger plan. He thmks they should also get public mput and that they should look especially at pos~hon cuts Also, the transihon team role needs to be defined. The Boazd should consider how to deal wrth the proposed co-director posihon. Budget issues need to be considered as well as property issues. He suggests they not wazt because he feels that Ron Secnst is lookmg for direction and needs options to enteRazn. In the past, ideas have come from the pubhc and from the OSBT, not the Cuy Manager or Ciry Council Regazdmg the staffing issue, he said that the Board could at least deal with it qualitat~vely, e g cuttmg 16 pos~rions is too much. Julie Kreutzer, of the Sierra Club subscnbes to the merger. The questions previously discussed aze important to clanfy. Also, the Boazd needs to be sure Open Space staffing is adequate She thought savmgs from the merger should stay wrth pubhc lands. ~ Back to the Board -~ Larry MacDonnell sazd he did not ttunk the Board has the ability to weigh m on many of these issues. Mike Figgs sazd that m the past t6e Boazd did address these issues It does seem to have changed. He said the Boazd would have to ask the Crty Attorney about the specifics. Chris Mueller suggested establislung a merger comm~ttee that would mclude a couple of boazd members and Mike Figgs and Ruth Wnght, etc. to make concrete proposals. Mike Figgs thmks the merger process may move fast and that Ron Secnst would appreciate mput. He sazd it is very uncleaz what the Council will do next. Linda Joargensen sazd she is concemed whenever we bnng up personnel issues because it is cleazly the purview of the City Manager. She would hke to get the City Attomey's opmion Crystal Gray agreed rt would be good to get lus opmion, as did the rest of the Boazd members. Crystal Gray asked the Boazd if she should appomt a comnuttee Linda Andes-Georges thought it would be helpful. Crystal Gray said rt needs to happen quickly Chris Mueller would l~ke the comm~ttee to come to the Board with some clanficaUOn on fuzzy areas. Crystal Gray sazd she will mform the Boazd who she appomts to the committee. AGENDA ITEM 6- Visitor Plan Advisory Committee Report Brent Wheeler gave background mformahon on the purpose of the Visitor Plan Advisory Committee and rts scope of its work He and hm Cram presented plaques to members of .., G \osbt~nmutes\00322 doc VOTE The moUOn passed unazumously Dave Kuntz recogmzed Brent Wheeler's hard work He sazd it was heartwarnung that such `~ ~ a drverse group as the committee could work together and create an excellent report He `~ commended them on their dedicaaon. AGENDA ITEM 7- Approval of carryover request Michael Sullivan said the proposed Open Space fund request for both CIP and operatmg budget carryover funds from the 1999 budget will be $6,050,000.00 The funds would be used to complete acqu~siuons, resource management and facility improvement pro~ects hm Crazn sazd the Boazd may want to mcrease the reserve m the future because of the defimte possibihty that sales tax revenues may go down with the new neighbonng malls co~rung m. Mike Patton explamed the fiber optics expense. MOTION Chris Mueller moved that the Open Space Board of Trustees approve and recommend to City Council that it approve the Open Space Fund 1999 Budget Carryover Request m the amount of $6,050,000 as oudmed m the memo Linda Jourgensen seconded the motion. VOTE The moaon passed unammously AGENDA ITEM 8- Vacation of specific access easements in the Devils Thumb Subdivision .,,, Dave Kuntz expluned that tlus vacation is the final step m resolution of the longstandmg ,,r, dispute with Devils Thumb Homeowners' Association The Boazd already approved the agreement wrth [he homeowners' associaUOn last December Public Participation Margaret McIntosh,1235 Wildwood Rd., is the acung chazrman of the access committee for the Devils Thumb Homeowners' Association. She conhnues to be pleased with the progress the city has made and appreciates theu efforts. S6e encouraged the Boazd to approve the vacauon and the legal descnptions She said the associadon ~s worlnng on revegetation of and signs for the soctal trails. Ricky Weiser, 4020 N. 75`h, suggested that the Boazd ose this agreement as a model m Gunbarrel and other azeas where there is no cleaz disUnctron between pnvate land and Open Space. MOTION Linda Jourgensen moved that the Open Space Boazd of Trustees recommend that the City Council approve the vacahon of mterests m access pomts #1,4,5,6,7 and 8 m the Devils Thumb Subdivision as descnbed by the legal descnpuons m the Revised Attachment B. Chris Mueller seconded the mouon. °~" G \osbttrnmutes~00-322 dce Linda 3eergensrn Andes-Georges encouraged the homeowners' association and Dave Kuntz to work hazd on the signage She will send recommended wordmg for the signs VOTE The mohon passed unanimously. MOTION Linda Jourgensen moved that the Open Space Boazd of Trustees recommend that the City Council approve Access Pomt 3 Linda Andes-Georges seconded VOTE The motioa passed unanimously ADJOURNMENT - The meetmg ad~ourned at 925 p m. These m~nutes prepared by L~nda VanDervort ~ ~w G \osbt~mnutes\00-322 doc