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4 - Matters from the Department; Downed Pedestrian Lights in North Boulder Park, Budget Update, CopyCity of Boulder Parks and Recreation Department ~ MEMORANDUM DO NOT REMOVE - TO: Parks and Recreation Advisory Board P~B F~le Material FROM: Jan Geden, CPRP, Duector of Parks and Recreation Sazah DeSouza, Pazks and Recreation Admmistrator SUBJECT: Matters from the Deparcment DATE: July 14, 2003 A Downed Pedestnan Liehts in North Boulder Pazk Please refer to A[tachments A-1 for mforma[ion on this rtem B. Budeet Update '"' Please refer to Attachment B-1 for mformation on this item. ~.... C. Copy of the Work Plan Presentation from June 23, 2003 Please refer to Attachment C-1 for a copy of the Work Plan presentation D Master Plan Update Please refer to Attachment D-1 and D-2 for mformation on this rtem. 4 Attachments A- I• Downed Pedestrian Lights m North Boulder Pazk B-1: Budget Update C-1: Copy of the Work Plan Presentation from June 23, 2003 D-1: Strategic Plan Update D-2: Strateg~c Plan Flow Chart Parks and Recreation...The Benefits Are Endless! TM Attachment A-1 "~ ~.,s Downed Pedestrian Liehts in North Boulder Park Dunng [he June Parks and Recreation Advisory Board meeting, Chazhe Manlove asked about the status of some downed pedestrian fight poles m North Boulder Pazk. The light poles were replaced on or azound June 25, 2003 by Excel Electnc Staff informed us that the replacement of these downed fights u a responsibility of Excel Electnc. The work to replace these fights had been scheduled by Excel Electric for some time, and rt was coincidental that they were replaced soon afrer the inquiry was made at the Boazd meeting ~- '"~ ~,. ,^ w Attachment B-1 Budget Undate The purpose of this item is to provide an update on the Council study session held on Tuesday, July 8. A couple of the highlights of the meeting were the presentation of [he May sales tax figures, and the prehmmazy results of the citizen survey Although the overall sales tax collected m May was 1.39% over last yeaz, retail sales tax was down by -8 92%. Retail sales tax comprises 81% of our sales tax revenue and so that figure continues to be an area of great concern. As of the end of May our sales/use tax is down -8 58% overall which has resulted m a need to readjust the citywide sales tax forecast from -5 5% to -8 0% That readjustment required additional reductions, of which an additional reduction of $202,000 was taken from Parks and Recreation. That reduction was realized through transfers to the 25 sales tax fund, and so rt did not result m any staff reductions The azea of concern for all of us lies in the fact that we aze still uncertazn as to whether we have "bottomed-out" m our economic downslide. We still are uncertain as to whether sales tax revenue will continue to decline and to what level I will continue to keep you posted on this matter and update you on any ongoing ramifications this aught have for ~ our department On a more posrtrve note, the prehrmnazy results of the citizen's survey show a very strong support for our department. City Pazks and Forestry rank in the top five rating for restoration packages with recreation ranked seventh. L,et me caution you that these are prehminazy findings and if they change significantly in any way, I will let you know The other interesting aspect of the preliminazy findings was the responses regarding voter willingness to support a sales tax ballot measure. The random citizen survey was sent to 3,000 voters and had a response rate of 29.1%. Of those respondents, 61 1% said they would likely vote fora 0.15% General Fund tax, 53 3% sazd they would likely vote for an OSMP 0.15% tax and 49 1% said they would likely vote for both. Council showed overall support for the City Manager's budget recommendations Although questions were asked about some mdrvidual reductions, the only input by Council was concern over the elimination of the Fire Rescue Squad and the Wildfue mitigation crew Council asked the Cny Manager to do some additional reseazch on this. Council also asked the City Manager to conduct an econormc analysis of the reductions in Environmental Affaus, exploring the cost benefit of the spring clean-up or looking at the trash tax as a potential for mitigating staff reductions. These were the only two things that Council requested to have studied further at this point m time On a more positive note, at this point in time, all of the proposed Parks and Recreation ~'' reductions placed on the restoration list were recommended to be funded rf a successful `"" ballot measure occurs. The restoratron list had more restorations than a 0.15% General Fund Tax could fund, and some items on the ongrnal list were not recommended to Council as restorations. All of our restorations aze currently recommend to be funded rf a ballot measure rs approved and passes -but let me cautron you - WE HAVE A LONG WAY TO GO ON THIS! Councrl also supported pursuing both a General Fund and Open Space sales tax To that end a public hearing and first reading pertarnmg to both taxes wrll be on the Councrl agenda on Tuesday, July 15. I will keep you informed as to the result of that process Again, thrs does not mean [hat we aze definitely pursuing a sales tax measure Council wants to entertun more public comment on the matter There will not be a budget study session on July 22 as origrnally planned All of the agenda items were covered m the study sessron on July 8. On July 29a' there will be the 2na reading of the two potential ballot issues. On August 26 there will be a study sessron on the 2004-2005 budget A follow up study sessron rs scheduled for September 9, rf needed In summary, we still have a long way to go. Councrl wIll be very interested m communrty input on the budget and that will not occur until October The first readrg on the budget wrll be on Tuesday, October 7, wrth a second readrg on October 22 ~**. Attachment C-1 Notes from workplan Update Boulder Parks & Recreation Department Work Plan Progress 2nd Quarter 2003 rl.r :.~ Work Plan Progress --K~!!~~:,,,~, ~':~ar~:el.e ='~..~:.s:~' Parks Division P.ylnr* Item Progress .Phase 2 0l the Motorola Inigation Project Controller units Installed antl functioning at five sites (out of 20) Concrete Dads and controller units in the remaining 15 sRes will 6e installed throughout [he summer through `all Programming and changeover to [he new system at [here 15 sites wdl be completed in [ne fall after systems are . ?~ winterized ~~ 1:'f& Work Plan Progress _~y,,,,-,;~ Parks Division ~~~ ~+~"' " _ p~gtecc !t rem Prooress .Complete Golf Course capital pro7eets Tennis courts removed; area is being renovated wdh imga[ion and seed Pond south of clubhouse was tlretlged. Solt pulled from pond was kept on sde antl Is being used for berm areas between fairways Staff is working with design firms to engineer a 50 fdot high fence, and an imaging company [o provide resieen[s with a pittonal of what fence coultl look Ilke from adjoining I Work Plan Progress ,,,r-.~ Parks Division F_t~r ort Item Proc ress .Prasa 1 01 the Motorola Irngauon Prolecl All controller amts installed in Phase 1 park srte5 Working on completing ~.nstallanon of Master Valves ~ ! 0 sites '. a.;H :- f a ~k' - - +~' -r .. _:r. M '4 t •T !~~ Work Plan Progress Pw~ ~ <-7. Cr'+ '" ~ Parks Division _ ~° Proi~tt '[em Prcgre55 •NBFC irrigation and largscapirg protect Pro)eR schedule has been motlified due to sad pro)ects at Valmont and Elmer's ~, ~ ry:% .,.'~ • Adtlitionally, restgrabon work at Central Park (south side) •: ~ ~~ may affect the new schedule ,;-•-,.,~ Project tentatively scneduled to be completed by mitl• " ~" - September, 2003 Work Plan Progress ~~*'Jl~~„*?~_, ,, Parks Division Protect Item .Playground Renova[~ons Proe ress Play equipment from Watson and Wonderland has been removetl New play egwpment at Watson Park has been installed and area around playgrountl has been re-sodded Wonderland play egwpment scheduled tc be installed by June 24, 2003 •Elmer's Two Mlte !mgation Project has been mm~~~ec~c Work Pian Progress , ,-.P~ .~ ,, ~~ Parks Division Y~ ! Prglyct ItAm ~_QQL255 •Res[orauon of Watson ball fields Weeds nave been rert+oved and outfields smoothed ImgaGOn System [o the fields has been checked and febdlred Reseeding and fert~Dxauon a! ;he fields is anuupated to oe campletetl by June 30, 2063 Work Plan Progress .~:-~„ Parks Division P~ect ]tem Prod ress •Spice of ufe contract ez[enston B[aff and Real Estate staff have meC with Spice of Life owners [o tletermine prices far mmpa rable tom menial properties, ou[bne all of [he vanous issues and are close to signing a new three year operating agreement Due to the deGinmg values for cbmmerc~dl real estate ~n the Gty, the Department wdl be Work Plan Progress ~~ ,~ Parks Division 'rtu~ .r."'--" - Protect Item •Complete park tree inventory Prgg ress The remainder park tree inventory has been completed All tlata has been tlownloatletl and exported into a GIS format Staff is working with IT staff to link the Dark and street tree inventory databases together Staff will inventory promise^~[ trees (5-inch or ;mater :a~ c~ oase) in natural ,:ear ~, December, e9:7 '. WCrk Plan Progress ~..pe,~di,~,}.,, ~~' a Parks Division Project !±em •Imgandn-watering program Prmress All meter locations have been corrected and venfied, park ~r•»;. ..~„_,,,•._,w.,_,.-`F, square footage figures nave . been mmeaed Newly landscaped park sites ~ (Elmers Two- Mde) have been ~, ~.jw~~y~~ Y`~ f added to inventory 9 :: 'L .v'"K :'!~i Staff is currently momtonng .. ~ the mon[hIV imgation meter ,y, ,,~ ~! n 1~~1". figures Work Plan Progress ~.1t'~ Parks Division ~+i~~F ~ '' ~ - P91QC 'tem Progress •Department drought assessment A complete survey of dead trees and other landscapes will be completed in August. A report on the assessment and a recovery budgetary request for PRAB wdl be completed ~n ~ - ~i '~`~ii','^'. ~~ctober, :003 -,~ The Department is ~,.`~~, t'v4 ` reseeding/restonng - -r''°tl-' eignt of nine plav~n9 fields at f +1a~ Rr rF "; ?IeaSdnt View Sports complex, ~i 7 ' - ~ and are also rese t n. end ` ~`-.~a4;" r° Wyk,,, ~ ~ efurhish rg sate 'e sx;.er _;:a,~-" rnarlcwe wain, and Columhlne lark s, Work Plan Progress y . JQI;,~i~ Administration Division ~@tec Item •Make mapr seasonal bong Progress Knovada web-based seasonal improvements for 2003. Devebp hinng management system system for Hong that woJd open all seasonal Nbs to public, devebp We designed programs base ircreased apptinan pools, aibw easier functions. created access to pos ihougn web stantlardizetl ;db tlescnP[ions, Posted [he posl[ibns on web, appk:aaors, Ease hn processes for ~ set uv m[a-web site, stpermsors. etimnrete data entry, and devePopetl :ntemai processes, staroarda:e seesonHl bong. and taugnt supervisors how to search and lire applicants. We receivetl ?00 abbbcaUCrv 2 w Work Plan Progress ,.;,, ~y~,'r~[. *'k - Administration Division P~pject Item Progress •2004 - 2005 Budget Department wen[ through process. The 2004 - 2005 .Provide leatlership far Operating and Capital budge[ department budgeting. Create was suhmitted. dnd implement budget prgCe55 Far department budget Work Plan Progress r;~k~,~-.~~ Administration Division ~~~- _ -• Pr~rnnr* Rem .Refine Reservoir business _ Prpgress Wgrked out technical problems, created detail practices, staff rig and cash handling process. fix all manual, selling electronic problems .vah CIJ:SS front gate. Picture pass and using scanning to validate passes. Analyst is working at the - _- _ _ - ` _ reservoir part-nine +` " - ~ ^ providing business C;r y oversight antl updating ~'` 7 business practices. Work Plan Progress ri;_ t~SPa", Administration Division ~rowrr Item .Iris Center Remodel - Progress Due to budge[ constraints m l w - h d Phase 2 e re as re t o e examined antl changed to a scaled hack pro~ea to address the most pressing needs in [he lower Level: replaanyy the air Handling antl HVAC system, bringing the wiring to cgde- g compuance, removing the h asbesxos, replaang [ e sewage lift station and ® ad0ing a ramp far accessibility. Wark is in p regress. Work Plan Progress f-c,~;,.r,~__-.--~+'-~;•K-~ Administration Division ~e~;IPm Progress .Reuse a[hlet¢s cash handling/ we are now doing athletic business processes to have team registrations at the registraLOns go [hrougn CWSS regist2[ion office. registraCi0n antl ballfield J other rentals through Faol4v CookinG. This allows u5 [o offer more services [o these teams ncludiny evenCUelly 'we0 Work Plan Progress - ~ ~~ , Administration Division ~~'•~ Pml r* Item Progress .Orient new superintendents into New Superintendents have administrative functions of City gone through budgeting of Boulder and Parks and Drocess and are learning Rer-reatign, other aspects of City/department admmist2pgn. ~J 'TJcrk Plan Progress Planning & Development Division -- - Pmixt Item _ .Orient Supenn[entlen[ •Caywioe IPM J West Nde Vws %an .Master %an •V~ele lake Water Shares Superintendent orientation process, interviews, field trips, Lrammg Staff part¢ipauon m 1PM Task Force tg develop Nlest Nile Virus management plan Developed scope, Schedule. and early work [asks, hired faah[ation Consultant Process of securing historically used water shares u , 3 r1 Work Plan Progress ~,-~,, planning & Development Division ~ +•+'- .Revenue $hprtfdll Staff analy515 Of depdrtmen[ operaUens antl preparation d reduced revenue budge[ plan •CIP Staff analyses and development cf reduced revenue capdal improvement plan .Raw Water 1 Valmont Hmed °DAW [o began planning and tlesegn 9f reSeNGlr, Control fea[UreS, costs, xhedule a[ about 40% Work Plan Progress ya, Planning & Development Division - proieGt Item Prpdress .Foothills Community Park Phase 2a Design consultant completed construction documents ($0% at end of March) for this phase, anhapaung and planning for delay of constrvcteon phase due to revenue decline •NBRC Comptenon of protect, Rnal review weth mntraROr, final tall on drought to gwde landscape developmenC and comple0on Work Plan Progress - ' Planning 8 Development Division ~rotea item Prooress .Peat' area Renovations Tom Watson and Wonderland bids received, reviewed. and COnS[NC[idn Started. anuopa[e July 1 completion Work Plan Progress ~~/. Panning & Development Division l~'i:e`~+t'~Y : V ,*^~~~,{~-~, 3Y'Seci Item Prnd ress .Valmont Park Development ProteR Staff analyses and rederecteon of proteQ approach, new scope of work and contract ~`;.. n..._ . _ - .t,>Yi'7r~ te with Greenpeay, staff . ,e.,_ r assumption of former ~,vork . "? plan for Greenpeay. Ongoeng ~~__ ~~~~ Danner development work __ y ~, with Greenpeay Work Plan Progress planning & Development Division P1Qtea Item _ ~rr~4rec< •Elmer's Two Mile Park $udstanUally completed cons[ruReon m March, Flnal review in June ~,~~4;~ uib ~Y J~~ ..~ _ ~.. rt~' _ .`t ti , 'vV.-r~ ?Ian Progress ,fib, :;.~~ti~ Recreation Division Pro*.ect Item Prodtess .Resume NBRC OperaUOns The centefs phase 1 opening took place In November and y,~'4 [he grantl cpening took place i~,r- on Sunday, March 16'". The ~~'S '~^ center is now at full .~ opeeating status. 4 Work Plan Progress .. Recreation Division Pmlect Item Progress •Scott Ca rpen[er Pool Renovation Scott Carpenter Pool renovations began m February of this year. The Poal opened to the general ~ public on Saturday, May L-.. , ~y~~. _, a -~ .. .. ~ .-.. .. - - nu~AY'£~'~ Work Plan Progress ~. Recreation Division Protect Pem •Crea[e a partnership with 8AM Proa ress Vanous discussions have taken place working towartls a mutually benefioal ,,, .0 ~ partnersn~p to both 8AM and [he department. AntiUpated completion of partnersnlp or _ ~ _:. ~•e--= !!'T' ~~ r -__ agreement is August 1. Work Plan Progress `~.~ -1~«y y f 1Tl~r Recreation Division plyeci Item ProefESS •Increa5e dwdrene55 of inUUSion EXPAND staff hosted two tramings for part time staff. New strategies for advemsmg mGusion services are under review. MdndgemenC stall CpnClflue to provide disabdi[y awareness/incluvon training CO dll staff a5 per the recreation t2mmg matrix developed by EXPAND staff. Work Plan Progress -J'{-~+~.~,,,,, Recreation Division Prgl~_Item •ICentify areas of envronmental Progress Meetings with Sarah Van Pelt sustainadihty about environmental focus fer Parks and Recreation ~ - Working on a recycling video ,na, 1: with Ebrabeth 'Jasatka from Environmental Affairs far [he centers. ~ ~ ~ ~ Confirming [ha[ Fimshiny _, q ~ ~~' ' Touch custodial company ,s ?••~X ~~ purchasing products that are at leas[ 30% postcnnsumer _ recycled-mncent and a muU nigher preconsu mer recyUed content, Work Plan Progress Recreation Division P_m,7ect Item Prooress •Partnership with School Distna Synthetic turf at Fairview and Boulder HS -entered into an agreement with [he ~:... _- • ~ wr school Oistnct for )Dint use of • ' a svnthenc turf f;elds ;t.- . a ~ Jam.. ,,:,ti ~ ~ - +j ~~. ~„": Work Plan Progress , ~.1. ,, Recreation Division P1p7eR Item •f mplement Factlity Scheduler pmdre55 All loatled into system and -eady for implementation in ';u e003 - (pending - ~ ~ ~_.~ "~ lt>t -sq nests) :i; •~; . 5 Work Plan Progress ~S+?t~..n?,,;,.. ` -~ carnation Division ~'"~ " PPlutea 'Lein •FaGhty refuroishmen[ pro)ecis 770dre55 Funding has txen identified after Scott Carpenter Pool ~~~~eR COS[s and (:OSt ~errUns for NBRC) for a ~f,: .- , ~' .anety W tddhty . "t .~ ~ .+ ~~ % '~`~~~ ~;.(urb~5h ment Pro)ects (i.e.. t , ~ '~ .' -,tort Carpenter dugouts, ^- - -~ - - 29CC Oool dmenitles) 1 i~,'~c 'in 'y . iii` ~ ~ Thank you Doug Hawthorne, Supenntenden[ Of Parks Julya Bndgewater, Director of Admin. Services Jeff Lakey, Superintendent Of Planning & Devebpmen[ Jamie Sabbach, Supenntenden[ Of Recreation /~ L,,. Attachment D-1 Master Plan Update As seen m Attachment D-1, Strategic (Master) Plan Update, we are shifrmg our terminology away from the use of "Master Plan" toward "Strategic Plan", at least during this phase of our work This reflects an emphasrs on the fact that we aze operating m a dynamrc and changing environment and that wrthm this environment we need to make decisions about what rs most important m achieving organrzatronal success (from "What Is Strategic Planning?", The Alliance for Non-Profit Management ) The attached flow chart (Attachment D-2) depicts the planning process and how the various elements relate to our final outcomes - an updated five-yeaz plan whrch leads to a series of one-yeaz operatronaUactron plans As you will see, the completed needs assessment and survey provide the basis for our current efforts. We aze now involved rn the preparatory work necessazy to identify srategrc issues and revise our values, purpose, rnissron and vision As fast steps we held an all staff meeting on July 10th and a sepazate meeting wrth management team members on July 16th to develop a SWOT (strengths, weaknesses, opportunitres, threats) analysis. In August, we will be working wrth staff to begin development of the new departmental values, purpose, mrssion and vision statements. ~+ Our PRAB study session on September 8th will offer you an opportunity to participate m ~,,, the SWOT analysis and to provrde your views on the departmental purpose and mrssron. Our public workshop on October 2nd will involve members of the community rn discussing these issues. If you have any questions or comments on the Flow Chart, please contact Cate Bradley at 303/413-7226 Attachment D-2 O O v