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05.22.23 PRAB PacketAGENDA All agenda times are approximate I.APPROVAL OF AGENDA (2 minutes) II.FUTURE BOARD ITEMS AND TOURS (2 minutes) III.PUBLIC PARTICIPATION (15-30 minutes) A.This portion of the meeting is for members of the public to communicate ideas or concerns to the Board regarding parks and recreation issues for which a public hearing is not scheduled later in the meeting (this includes consent agenda). The public is encouraged to comment on the need for parks and recreation programs and facilities as they perceive them. All speakers are limited to three minutes. Depending on the nature of your matter, you may or may not receive a response from the Board after you deliver your comments. The Board is always listening to and appreciative of community feedback. IV.CONSENT AGENDA (5 minutes) A.Approval of Minutes from April 24, 2023 B.Parks and Recreation Planning, Design and Construction Updates C.Parks and Recreation Operations Updates V.ACTION ITEMS A.None VI.MATTERS FOR DISCUSSION/INFORMATION A.None VII.MATTERS FROM THE DEPARTMENT A.Court System Plan (30 min) B.2024 Budget Strategy Roadmap and Fee Policy (45 min) VIII.MATTERS FROM THE BOARD A.Annual Review: PRAB Email Response Coordination (5 min) B.Board Liaisons to BPR Projects (5 min) C.August Meeting Planning (5 min) D.PRAB Matters (Verbal) (5 min) IX.NEXT BOARD MEETING: A.6:00 p.m. June 26, 2023 X.ADJOURN Parks & Recreation Advisory Board Hybrid Meeting 6:00 p.m., April 22, 2023 Boulder Parks & Recreation Advisory Board Members 2023 Andrew Bernstein Charles Brock Elliott Hood Anna Segur Anita Speirs Jason Unger Sarah van der Star Mission Statement BPRD will promote the health and well- being of the entire Boulder community by collaboratively providing high-quality parks, facilities and programs. Vision Statement We envision a community where every member’s health and well- being is founded on unparalleled parks, facilities and programs. Goals of the Master Plan 1.Community Health and Wellness 2.Taking Care of What We Have 3.Financial Sustainability 4.Building Community 5.Youth Engagement 6.Organizational Readiness 1 PRAB Future Board Items Agenda MAY 22 JUNE 26 JULY 24 AUGUST 28 Hybrid for members & staff. Public Comment remains Virtual. Hybrid for members & staff. Public Comment remains Virtual. Hybrid for members & staff. Public Comment remains Virtual. Hybrid for members & staff. Public Comment remains Virtual. Regular Mtg (c) • Facility Funding Strategy Engagement Summary • Civic Area Historic District • Summer Operations Overview • SBRC Update • Bill Bower Shade Shelter • SMPS Update • Project – Citywide Maps • Flatirons Golf Course • North Boulder Park • Bill Bower Donations • Pool Fall closure dates • Flatirons F&B bid update • Budget Process update Regular Mtg (a) • 2024-29 CIP (45 min) • Fee Policy (60 min) • HiPP Final Draft (45 min) Regular Mtg (d/i) • HiPP Final Draft (45 min) • Flatirons F&B August 1, 2023 Vendor selection and Lease Negotiations Regular Mtg (md) • Court System Plan (30 min) • 2024 Budget Strategy Roadmap and Fee Policy (45 min) • Reimagining Civic Area East: Phase 2 Project Progress (45 min) • Ranger Program Introduction (10 min) Regular Mtg (mb) • Annual Review: PRAB Email Response Coordination (10 min) • Potential for Field Trip to the golf course. • PRAB Retreat planning (20 min) Other Mtgs or Topics May 11: Budget Study Session, including BPR Fee Policy (cc) May 27: Facilities Master Plan and Recreation Facilities Funding (cc) Topic: Virtual Racial Equity Training in May or June. Sign Up June 7: Landmarks Board for HiPP Topic: Virtual Racial Equity Training in May or June. Sign Up Dept Events & Items of Interest May 1: Scott Carpenter Lap Pool tentative open May 1: Scott Carpenter Leisure open May 23: Community tree planting event at Harlow Platts from 9a to noon, open to the public for volunteers. May 26-Aug 20: June 2 - 3: Arts in the Park: Boulder Ballet June 19: Juneteenth COB Holiday June 19: Spruce Pool Tentative July 4: Celebration COB Holiday July 4: Arts in the Park: Boulder Symphony July 15: Chautauqua 125th Anniversary July 29: Arts in the Park: Boulder Opera Rec Center Shutdowns Aug 12-20: NBRC Aug 26-Sept 4: EBCC Aug 26: Reservoir Beach closes August 27: 2023 Great Boulder Duck Race at Scott Carpenter Pool 2 PRAB Future Board Items Agenda 6am-8pm. Reservoir High Season starts. Hours of operations; 9am –6pm May 26-Aug 20: Reservoir Beach Opens. High season beach hours 6am-9pm May 26-29: Boulder Creek Festival May 27: Shelter reservations open AGENDA SETTING The PRAB Chair, PRAB Vice Chair and BPR staff set the agenda for the next month on the Thursday directly following the regular PRAB meeting. PRAB members can submit agenda requests to the Chair and Vice Chair by Wednesday following the PRAB regular meeting for consideration. If time-sensitive matters arise, PRAB Chair and Vice Chair may amend the agenda as needed. LEGEND Action Item (a): A public hearing item to be voted on by the Board (public comment period provided). Procedural Item: (p): An item requiring procedural attention. Consent Item (c): An item provided in written form for consent, not discussion by the Board; any consent item may be called up by any Board member for discussion following the consent agenda. Discussion/Information Item(d/i): An item likely to be a future action item (or council item) and/or that benefits from an in-depth discussion. Matters from the Department (md): Items that will be reviewed and discussed during the meeting but not requiring as much in-depth analysis. Matters from the Board (mb): Items initiated by the Board that will be reviewed and discussed during the meeting but not requiring as much in-depth analysis. City Council Item (cc) Other Boards and Commissions (obc) Community Engagement and/or Events (e) Holiday/Closure (h/c) Italics indicate a tentative date or plan. 3 TO: Parks and Recreation Advisory Board FROM: Alison Rhodes, Director of Parks and Recreation Bryan Beary, Senior Manager, Community Building and Partnerships Mark Davison, Senior Manager, Planning Regina Elsner, Senior Manager, Natural Resources Jackson Hite, Senior Manager, Business Services Megann Lohman, Senior Manager, Recreation Stephanie Munro, Senior Manager, Regional Facilities Scott Schuttenberg, Deputy Director Dennis Warrington, Senior Manager, Urban Parks SUBJECT: Consent Agenda DATE: May 22, 2023 A. Approval of Minutes April 24, 2023 4 CITY OF BOULDER BOULDER, COLORADO BOARDS AND COMMISSIONS MEETING MINUTES To listen to the Parks and Recreation Advisory Board meetings in their entirety, please go to the following link: www.boulderparks-rec.org Name of Board/Commission: Parks and Recreation Advisory Board Date of Meeting: April 24, 2023 Contact Information Preparing Summary: Rosa Kougl; 303-413-7223 Board Members Present: Charles (Chuck) Brock, Elliott Hood, Jason Unger, Andrew (Bernie) Bernstein, Sunny van der Star, Anna Segur Board Members Absent: Anita Speirs Staff Present: Rosa Kougl, Scott Schuttenberg, Jackson Hite, Stacie Hoffmann, Megann Lohman, Mark Davison, Chris Passarelli, Regina Elsner, Stephanie Munro, Bryan Beary, Jonathan Thornton, Tina Briggs, Deryn Wagner Guests Present: Bill Cowern and Leslie Ewy from Pleasant View Type of Meeting: Regular Agenda Item 1: Call to Order The meeting was called to order at 6:00p.m. A quorum was present for the conduct of business. Motion to approve agenda. First motion by Hood, second by van der Star. The motion passed 6-0. Agenda Item 2: Procedural Items A, B. Induct New Members and Welcome New Members Anna Segur and Andrew (Bernie) Bernstein were sworn in as PRAB members. C. Elect Officers Motion to elect Charles (Chuck) Brock as chair of PRAB for the 2023-2024 term. Motion by Hood. Second by van der Star. The motion passed 5-0 via a roll call vote. Brock did not vote. Motion to elect Elliot Hood as vice chair of PRAB for the 2023-2024 term. Motion by Unger. Second by Brock. The motion passed 5-0 via a roll call vote. Hood did not vote. Agenda Item 3: Future Board Items: Shuttenberg, Deputy Director of Parks and Recreation, reviewed upcoming agenda items and events. PRAB follow up questions or comments: • Are the 11a.m. activities and celebration of the Child Friendly Initiative for children or about children? • The department Upcoming Events and Items of Interest is exactly what we have been talking about for laying things out clearly. 5 Agenda Item 4: Public participation: • Don Bergal shared concern of urgent shortage of tennis courts for adult recreational leagues in Boulder, a problem that is only going to get worse in coming years unless the Parks and Recreation Department and the Boulder tennis community can work together to solve it. • Larry McKeogh shared concern that fees are high for recreational and aquatic user groups. • Fran Sheets, as a member of the Landmarks Board for 7 years, shared an explanation of the process that surrounded the events from last year to expand the bandshell boundary in Central Park. • Patrick O’Rourke recommended that the boundaries be expanded of the Civic Historic District project to include the greenway. • Luis Garza MD expressed a dwindling supply of tennis courts. Agenda Item 5: Consent Agenda A. Approval of Minutes from March 20, 2023, Business Meeting Motion to approve the minutes from the March 20, 2023, Regular PRAB meeting. First motion by Unger, second by van der Star. The motion passed 6-0. Approval of Minutes from April 3, 2023, Study Session Motion to approve the minutes from the April 3, 2023, PRAB Study Session. First motion by Hood, second by Brock. The motion passed 6-0. B, C, D. Updates from the Director, Project Updates, Operations & Development • PRAB follow up questions or comments. o Are we on pace to fully utilize Scott Carpenter Pool? o Request for an update on diversity and hiring. Agenda Item 6: Items for Discussion/Information • Item 6A: Fee Policy and Budget Strategy Hite and Hoffmann presented this item. PRAB had the following questions/comments: • How do we explain to users how their activity fits within the program types? • Would like to see what criteria are for exclusive groups? • Request for an explanation of high-cost recovery. • Why is EXPAND listed twice, it is also under the Golf Course? • Can golf course activities be broken out further? • Can van der Star and Speirs weigh in on the exercise from the Study Session? • Would like to see aquatics lessons and specialized clinics broken out further. • There should be further discussion as to whether a group like Boulder Aquatic Masters (BAM) has exclusive access because of their early morning set up. Or is this a recreation service? Or is this a community benefit? • Should open water swims be considered a rental activity when it falls outside of business hours? 6 • Can you make it more available to the public that financial assistance is available for recreational activities? We need to have more proactive terms to make this known to individuals. • What are the tennis lessons listed? They should be broken out further. • Will there be a separate meeting before June 26 to look at this overall financial policy, specifically the financial aid program? • Would you give a quick summary of the community connectors program for our new members? • Is there a summary we can get to look at what the community connectors have gathered and the changes you have made since the last data gathered? Agenda Item 7: Matters from the Department • Item 7A: Pleasant View Access and Parking Improvements Feasibility Study Wagner and Cowern presented this item. PRAB had the following questions/comments: • Regarding the Calvary Church option, if there are three hundred spaces in that facility, what percentage could we realistically utilize and how does that impact the capacity of our current parking lot? • On the proposal of the egress point to Kalmia, have you considered the collision risk associated with that option? • What kind of impact would we have on Kalmia with increased traffic on Saturdays with this egress option? • What are we as a city, doing to encourage car pooling whenever possible to these tournaments? • In the new roundabout option, the removal of trees will take away the shade option for some families, is there a plan to replace the trees being taken out? • Anything you can do to mitigate speeding on Kalmia would be helpful, like speed bumps? • Where would the bike path on the north side of Kalmia? • There is a path that goes from the Calvary Church to the park where there is a part of the path that belongs to the HOA and that part is very protected by the HOA so just making you aware as you move forward with engagement for construction of that path. • Just as an observation, parking is a nightmare currently, two spaces are taken up by a big truck, is there a way to send the bigger vehicles to a different over-sized cars part of the lot and not in a discriminatory way? Is there a way to fit in additional cars without building more spaces? • What is missing from this study is enforcing and charging for parking. • You should also start looking at our transportation goals, how we can change how people are using this space first, then looking at the infrastructure given our budget limitations. In the end the user groups should pay. • An observation is that the current parking issue creates anxiety, we need to find other ways to walk or bike to the site and safer ways to Kalmia. • Are you looking to opening a north side entry for bicycle and pedestrian access? 7 Agenda Item 8: Matters from the Board Members a. PRAB Handbook revisions PRAB had the following questions or comment: • Hood will have comments back by the June meeting from the city’s legal department. b. Advancing Racial Equity Training PRAB had the following questions or comment: • Request to have the board secretary email the sign-up link again for the May and June virtual trainings. c. PRAB Matters PRAB had the following questions or comment: • van der Star attended the informational gathering to share ideas for future rec center at Fairview and the highlight was talking to two sophomores who were receptive to questions from van der Star regarding “what they wanted” as they will be the ones that will benefit from the improvements at this location. Agenda Item 10: Next Board Meeting Next Board meeting: Monday, May 22, 2023, Hybrid Agenda Item 11: Adjourn The meeting was adjourned at 8:59 p.m. Approved by: Attested: ___________________ _____________________ Chuck Brock Rosa Kougl Board Member BPR Staff Date: ______________ Date: _________________ 8 B. Parks and Recreation Planning, Design and Construction Updates The following information is intended to provide the PRAB with relevant updates on specific projects as they reach major milestones. This section is not all inclusive of all current projects and only illustrates major project updates. For a complete list of all current projects and details, please visit www.BoulderParkNews.org. Planning and Design The following projects are currently in the planning and design process that involves research, alternatives analysis, public involvement and development of planning documents and design plans to guide decision making and future capital improvements. Overview of Project Status Planning Projects Underway: Staff or contractors continue to work on the following projects and will update the PRAB as major milestones are achieved: o Bill Bower Interpretive Garden (planning phase) o Bill Bower Shade Shelter (construction phase) o Civic Area Reimagining – Phase 2 (analysis phase) o Citywide Design the Future (planning phase) o Flatirons Golf Course Facility (construction phase) o HiPP (planning phase) o North Boulder Park (design phase) o Pleasant View Fields Access, Parking, and Improvements (feasibility Study) o Recreation Center Funding Strategy (feasibility Study) o Violet Park Plan (planning phase) o Civic Area Historic District and Cultural Landscape Assessment (planning phase) Planning Projects in Scoping: Staff are working on scoping the following projects for 2023 and 2024 and will update the PRAB as projects get underway. o Boulder Creek Path Plan o Courts System Plan o Pearl Street Place Making • Project Updates o Pleasant View Fields Access, Parking, and Improvements Feasibility Study: This item is an update following the April 2023 PRAB meeting, during which staff and consultants heard valuable feedback regarding initial recommendations for addressing safety, parking, and circulation issues at Pleasant View Fields. Final improvements will be designed to improve safe access and circulation to and through a highly used site; improvements will also promote alternate modes of transportation. Addressing infrastructure deficiencies will improve the experience of city residents and visitors using the site and support revenue generation from leagues and tournaments. 9 Since the April PRAB meeting, the project team has documented current efforts to reduce and distribute transportation demand. For example, staff have: • collaborated with community organizations like Boulder County United to encourage carpooling through social media and in email communications directly to participant families. • worked with renters to spread out tournaments to include Thursdays and Fridays, while maintaining the same number of games/participants. • encouraged vendors to partner with the nearby church and NCAR/UCAR directly for overflow parking needs. • Resumed a process to introduce special event requirements for large scale events that was to begin in 2020 but was disrupted due to pandemic impacts. • Provided, maintained, and replaced bike racks on site. As part of an existing conditions analysis, Fox Tuttle Transportation Group also evaluated multimodal access. They concluded that improvements to bike and pedestrian facilities are needed, in accordance with the city’s Transportation Master Plan and the Low Stress Walk and Bike Network plan. They also confirmed that transit access is not adequate. There are no RTD routes on the local roads in the area, and the regional buses on the Diagonal Highway do not have stops that are convenient to the site. Moving forward, additional transportation demand management (TDM) strategies, such as carpooling incentives and paid parking for leagues and tournaments, will be explored in partnership with city transportation staff. In addition, BPR staff have drafted TDM requirements and recommendations for events, similar to citywide special events requirements. In their current draft form, this approach includes requiring off-site parking and shuttling for events expected to draw more than 1,500 people. BPR staff will collaborate with others to advance and formalize this work and report back to the PRAB in August 2023. For project construction, a final feasibility report from consultants will be complete in the coming months to support next steps, which include additional engagement with neighbors, the Cavalry Bible Church, and other stakeholders, as well as design, value engineering, and permitting.,. 10 o Bill Bower Shade Shelter: During the last week of April, the shade shelter was installed at Bill Bower Park. Staff are working to complete the concrete work and installation of a new picnic table to finish this project. This project was funded in part by an $8,000 donation from the surrounding neighborhood. o Recreation Center Facilities Funding Strategy – ‘Future of Recreation Centers’: As Boulders’ Recreation centers age, the city is in the very early stages of planning for their future through a feasibility study of identifying funding for the investments needed to maintain these buildings and levels of service as part of the Future of Recreation Centers project. Community engagement began in April with a questionnaire. Staff held three listening sessions, one at each center. The questionnaire is still available online through June 2 in both English and Spanish. City Council will discuss implementation of the Facilities Master Plan, focusing on funding strategies for city owned buildings, including the recreation centers, at the May 25 Study Session. The PRAB will receive an update following the council study session and conclusion of this window of engagement. o Civic Area Historic District and Cultural Landscape Assessment: Historic Preservation staff, in coordination with BPR staff, have prepared an information packet for the May 18 City Council meeting. The packet outlines the process and timeline shared with PRAB and the Landmarks Board in April. BPR will post a request for proposals from consultants in early June to conduct the Cultural Landscape Assessment. o Flatirons Golf Course Facility: Permits have been issued. Deconstruction of the snack shack and initial grading are underway. Deconstruction of the snack shack and related site will exceed the minimum requirements for waste diversion by approximately 10%. Photo of gymnastics participants sharing their thoughts on current and future recreation centers. Bill Bower Shade Shelter 11 The groundbreaking ceremony is scheduled for Wednesday, June 14 at 9 a.m. The PRAB is invited to join the community in celebrating the new facility that will include a family- friendly restaurant and bar to serve golf patrons and the whole Boulder community. This new facility will allow community members to enjoy the scenic views from the indoor/outdoor dining area and use a new outdoor activity and event lawn. Indoor restrooms at the new facility will replace the temporary restroom trailer. The golf course and driving range will remain open throughout construction. Project completion is anticipated in March 2024 Disposal (waste) and Deconstruction (recycle or re-use) Bins Snack Shack Deconstruction Underway 12 C. Parks and Recreation Operations Update Regional Facilities Valmont City Park: - On April 19, 2023, a contractor struck a water mainline while working on Boulder County Jail property, resulting in extensive flooding through Valmont Bike Park. A City of Boulder Utilities crew responded quickly and shut the water off; however, 2,000 linear feet of bikes trails were damaged. Valmont staff, along with volunteers, were able to address the damage and repair all trails within a few days. One group that was instrumental in the timely repairs was the Boulder Junior Cycling Club. The club used scheduled practice times to help rebuild sections of the trail. Unrelated to the flood damage, Parks and Recreation staff recently launched a Request for Proposals (RFP) to replace the Valmont Bike Park wood features. Once awarded, this contract will upgrade the existing bike park wood features. The 42-acre Valmont Bike Park is a key element of the 132-acre Valmont City Park. Valmont City Park is open year-round and features a 3-acre dog park and 18-hole disc golf course. Flatirons Golf Course Food and Beverage Lease The City of Boulder Parks & Recreation Department, with professional assistance from The Colorado Group, Inc. recently posted a Request for Proposals (RFP) from interested and qualified food and beverage entities to operate a long-term leased space at the Flatirons Golf Course municipal 18-hole, 166-acre golf course. This is an opportunity to operate a full-service restaurant and bar indoor/outdoor venue with majestic Flatirons mountain views and fostering a community-focused place to gather, for food, beverage, golf, and providing private and special events occurring on the property. Requests for proposal responses are due June 30, 2023, with vendor selection and associated agreement to be reviewed with the PRAB in the fall. SELECTION SCHEDULE Request for Proposals (RFP) Post April 3, 2023 Deadline for questions from respondent May 1, 2023 Response to questions May 15, 2023 13 Proposal Responses Due June 30, 2023 Finalists Identified July 17, 2023 Interviews (as required) August 1, 2023 Vendor selection August 1, 2023 Lease Negotiations / Completion September 15, 2023 Contract approval process through the board and city council September 1, 2023-November 1, 2023 Contract Completion (signed and routed) Liquor License December 1, 2023- February 28, 2024 Vendor Partner hiring, set-up, etc. March 1, 2024-April 30, 2024 Grand Opening May 1, 2024 Community Building & Partnership Updates • Volunteer Service Highlight: On Saturday, April 15, volunteers from the Boulder Aquatics Masters and the Boulder Swim Team helped aquatics staff get Scott Carpenter Pool ready for summer operation. They donned gloves, grabbed brooms and mops, dragged the pool lane markers and the pool cover into place, moved furniture, and completed other duties to help prepare for the first day of summer swimming on May 1. • Special Olympics Coach of the Year: Recreation Program Manager Chelsea Cerny was recently honored as the 2023 Special Olympics coach of the year. Special Olympics Colorado presented her with the award during an EXPAND track practice at Manhattan Middle School on April 12 surrounded by Special Olympics athletes/parents/staff, co- workers, family, and friends. She will also be honored with a trophy at a ceremony in October. 14 Photo: EXPAND staff member Chelsea Cerny (center) being awarded Special Olympics Coach of the Year. Safe and Managed Public Spaces (SAMPS) Update The PRAB has previously expressed an interest in the work of the Safe and Managed Public Spaces program, of which the BPR Urban Rangers are a part. At their April 13, 2023, meeting, staff provided City Council an update on many issues related to homelessness in the Boulder community, with a specific update on the SAMPS program. All the meeting items can be found here, while the SAMPS specific memo is found here. The SAMPS team is comprised of the following work groups: • Operations and Clean-Up • BPR Urban Rangers • Downtown Ambassadors • BTHERE Outreach • Dedicated Boulder Police Support • Data, Analytics, Legal, and Communications There is evidence that, without the work of the SAMPS team, there would be more unsanctioned camping and significantly more trash and debris in the community’s public spaces. Since the establishment of the SAMPS team: • 195,400 tons of trash and debris have been collected. • 81,000 needles have been collected by the operations team and over 500 pounds of waste were collected from May-December 2022 at one kiosk. • 836 campsite clean-ups have been completed. 15 Considering the continued escalation of unsanctioned camping and as a result of implementing and analyzing the pilot programs, the SAMPS team continues to make improvements to its program to mitigate the impacts of unsanctioned camping. • During the 2023 budget process, an additional operational team was funded through the General Fund to broaden the geographic footprint and frequency of the SAMPS clean-up efforts. • The Abatement Protocol was updated to provide for more immediate responses in limited circumstances, for example, when unsanctioned camping encroaches on commuter corridors (paths, underpasses, roadways). • A strategic planning session was held to increase alignment across the multi-disciplinary effort and to incorporate field personnel ideas and input, particularly regarding communications, training, and safety. • An Action Plan was developed to guide and coordinate actions and priorities. Since May 2022, BPR Urban Rangers have recorded over 1,200 patrols across the system. During those patrols they have made over 1,100 general park contacts, over 1,400 contacts related to regulations, 385 condition advisories and 223 roving interpretations (i.e., pointing out a wildlife or providing information on the natural landscape, which is done to enhance the user experience). BPR Urban Rangers have made 895 contacts related to the enforcement of the Boulder Revised Code. When possible, the infraction is addressed with a verbal warning and then, if necessary, a written warning or citation. In July 2023, the PRAB will receive a full introduction to the BPR Urban Ranger program, outlining core services, priorities, and integration into the BPR system. 16 TO: Parks and Recreation Advisory Board FROM: Alison Rhodes, Director of Parks and Recreation Scott Schuttenberg, Deputy Director Bryan Beary, Senior Manager, Community Building and Partnerships Mark Davison, Senior Manager, Planning Regina Elsner, Senior Manager, Natural Resources Jackson Hite, Senior Manager, Business Services Megann Lohman, Senior Manager, Recreation Stephanie Munro, Senior Manager, Regional Facilities Dennis Warrington, Senior Manager, Urban Parks SUBJECT: Matters from the Department DATE: May 22, 2023 A. Court System Plan The purpose of this item is to provide the scope, process, and timeline for the Court System Plan. The resulting plan will acknowledge and explore the growing demand for both pickleball and tennis in the community. In addition, the plan will acknowledge the changing court supply – including the closure of a private tennis facility at the Millenium site and pending development of CU South - impacts to the Boulder community. Each sport is advocating for additional dedicated courts and a higher level of service; the Court System Plan will provide recommendations to address and balance these competing interests, utilizing a 3-pronged approach that blends input from the community, data, and policy guidance. Scope: The Courts System Plan will support data-informed decisions about Tennis and Pickleball Court investment, management, and programming. The plan will provide a balanced approach and identify priorities regarding current and future needs. The three primary outcomes are: • Short-term and data-informed actions about how the department manages and invests in BPR’s current courts. The plan will: o Identify how to prioritize funding in the department’s Capital Improvement Program (CIP) for annual maintenance funding over the next decade. o Outline the appropriate distribution of dedicated and shared courts across the system • To inform long-range decisions, the plan will define new investment opportunities and prioritization for potential new courts within the fiscally constrained, action and vision funding scenarios, aligned with overall city policy and priorities. 17 • Define where and how expansion might be possible with additional funding for action and vision investment opportunities, allowing BPR to make balanced decisions about when/where/how philanthropy and partnerships can be explored and developed to serve the community best. Process and Timeline: 1. Data Collection and Research June – July 2023 • Demand • Participation levels • Inventory of courts (in the city limits) • Owned and managed by City of Boulder • Other publicly accessible (e.g. through partnerships such as with BVSD) • CU • Private Business • HOA • Changes since 2021 Needs Assessment Report created for the 2022 BPR Plan 2. Needs Assessment July – August 2023 • Analyze number and distribution of public courts • Tennis • Pickleball • Multi-sport • Shared use (e.g. BVSD or CU) • Indoor/Outdoor • Local and National trend data • Program Identification and Evaluation • Evaluate Programming  Optimization for community benefit and accessibility • Operation hours • Lighting • Staffing • Reservations 3. Market Analysis August – October 2023 • Comparison to master plan benchmark and surrounding communities • Inventory  Public and private • Demand • Participation levels • Business model evaluation • Operations  Joint use agreements 18 • Capital investments  Funding sources 4. Community Engagement July – October 2023 • Tennis Stakeholders • Pickleball Stakeholders • Community Members - Players not affiliated with organized groups • Partners 5. Recommendations and Prioritization (Fiscally Constrained Scenario) October – November 2023 • Management and Investment options based upon current funding levels • Concept Plans for prioritized BPR properties • Estimates 6. Action and Vision Opportunities November – December 2023 • Private funding • Public/Private Partnership • Joint use or public access agreements • Other, if recommended o Consider potential indoor options for courts Next Steps As this scope of work exceeds staff capacity given other workplan items, BPR will issue a Request for Proposal for an unbiased consultant to complete the work. A community engagement plan will be coordinated with the consultant and shared with the PRAB. In addition, a member of the PRAB is invited to serve as a liaison to this project (to be discussed during Matters from the Board). While preparing for a consultant to begin their work, staff will continue to: • collect research and data; • engage pickleball and tennis advocates on a monthly and bi-monthly basis; and • continue conversations with CU-Boulder and BVSD. Upon completion, the plan will provide guidance to support data-informed decisions about Tennis and Pickleball Court investment, management, and programming. PRAB will receive updates throughout the process with requests for feedback and discussion at specific points in the process. B. Fee Policy and Budget Strategy This item continues the Parks and Recreation Advisory Board (PRAB) discussion related to the Parks and Recreation Department (the department) Fee Policy and 2024 Budget Strategy. PRAB and City Council have now provided initial input on the Fee Policy; feedback received will guide development of the Fee Policy in alignment with community priorities and values, as well as 19 financial realities. The intent of this item is to provide an overview of City Council input received at the May 11, 2023, Study Session. Background: • At the March 20, 2023 PRAB meeting, staff introduced the 2024 Budget Strategy Roadmap and Fee Policy. The background information shared that that meeting included: 1. BPR’s Diverse Funding Sources 2. 2024 Budget Strategy and Analysis 3. General Fund Subsidy Use 4. Fee Categories with set Policy 5. Fee Categories without a set Policy • At the April 4, 2023 PRAB study session, staff provided more analysis on the proposed structure of a Fee Policy and introduced the Capital Investment Strategy. The PRAB provided feedback on: 1. Program Types 2. Program Benefit Levels 3. Proposed Cost Recovery Targets 4. General Fund Subsidy Level • At the April 24, 2023 PRAB meeting, staff continued to refine the structure of the Fee Policy. The background information included: 1. A finalized list of Program Types and Benefit Levels 2. PRAB input on proposed Cost Recovery Targets 3. General Fund Subsidy Level • At the May 11, 2023 City Council Study Session, staff provided a brief overview of the Fee Policy as part of a broader item related to the Financial Update for the City of Boulder and 2024 city budget development. Council provided input on 2024 budget development assumptions and guidelines, including that flexibility within dedicated funds will be explored to ease the burden on the General Fund, and staff will foster other revenue strategies such as the Parks and Recreation fee policy. The City Council focused many of the questions and feedback related back to the citywide financial update, including 2024’s key budget assumptions. City Council’s questions to Parks and Recreation staff focused on the following concepts: The select questions asked to Parks and Recreation staff focused on getting a better understanding of the following concepts: 1. What are the long-range facility plans for Parks and Recreation given the age of the facilities and the higher cost of Boulder Parks and Recreation fees compared to other communities. 2. A greater clarity on what categories are exclusive and recreation, and how subsidies are provided to youth programs. 20 Like PRAB, members of the City Council see the value of Boulder Parks and Recreation in delivering mission critical services to the community. The financial reality of the city’s current economic outlook requires easing burdens on the General Fund to support other city priorities. The 2022 BPR Plan outlined several strategies to increase revenue, with a key element a formal Fee Policy to create transparency around fee structure and identified cost recovery targets by program type. The City Council is supportive of the department pursuing alternative funding to maintain existing levels of service including grants, philanthropy, donations, and revenue generation opportunities. The feedback indicated that maintaining current levels of service was important, while also ensuring that financial assistance to support access BPR facilities and programs continues. Beyond the public facing engagement with PRAB and City Council, staff continues to develop the Fee Policy internally while creating the proposed 2024 department budget submission. Next Steps In June, the department will share the department’s proposed 2024 budget submission that relies on assumptions of service levels and fees. While the Fee Policy will not be fully completed, there is appropriate guidance to inform the 2024 operating budget. The board shall make recommendations to the City Council concerning the proposed department budget and the appropriation or expenditure from the Permanent Parks and Recreation. The PRAB’s recommendation is valuable as the department reviews the proposed budget with the city’s Executive Budget Team, and ultimately, City Council. June will also include the board’s third touch of the 2024-2029 Capital Improvement Program (CIP). • June 2023 Community Connectors in Residence: Equity Analysis Staff will collaborate with the Community Connectors in Residence to use the city’s Racial Equity Instrument to evaluate the impacts of the draft fee policy, as well as coordinating any other community input from the Community Connectors in Residence as it relates to the BPR budget. • July 2023 PRAB Meeting: 2024 Fee and/or Service Proposals Staff will ask the PRAB to approve a Fee Policy structure that will guide development of the budget for 2024 as well as fees for future years. Next Steps with staff and City Council: The Parks and Recreation 2024 budget submittal is due to the Finance Department by late-June for citywide review and synthesis. City Council review of the 2024 budget will begin in September and formal adoption by City Council is planned for October. The Fee Policy will be presented to City Council as part of the 2024 City Manager’s recommended budget and would be approved through the adoption of the 2024 budget process. BPR will inform impacted individuals and user groups of fee changes in the fourth quarter of 2023, with new fees effective in January 2024. Depending on the scale of fee increases, some 21 fees may be increased incrementally over a several year period to minimize impact and allow users time to plan and adjust budgets and fees appropriately. BPR staff has committed to phase in any fee increases for Community or Recreation benefit level programs that exceed 10% to minimize the impact. Questions for the PRAB: 1. Does the PRAB have any questions on the status of the Fee Policy? 22 TO: Parks and Recreation Advisory Board SUBJECT: Matters from the Board DATE: May 22, 2023 A. Annual Review: PRAB Email Response Coordination In 2020, the PRAB created a resident response plan to simplify the process for responding to resident emails. The intent was to ensure that each email to the PRAB that requires a response, is responded to, by at least one member of the board. Figure 1 explains Boulder Parks and Recreation Service Areas. Each board member can sign up to respond to emails that relate to their assigned service area. Assignments can be reevaluated annually as part of the PRAB’s onboarding and offboarding procedures. Emails sent to PRAB@bouldercolorado.gov generate this automated response: “Thank you for emailing the Parks and Recreation Advisory Board. All seven members of the Parks and Recreation Advisory Board have received your message, and you might hear from one of them individually. All emails sent to PRAB@bouldercolorado.gov are public record.” Figure 1: Boulder Parks and Recreation Service Areas When responding to resident emails: •Keep in mind that you are responding as an individual member of PRAB. Your response does not represent the entire PRAB. •As a member of PRAB, you are still welcome to respond to any resident emails, including those that fall into other categories. •An appropriate response might be, “This question falls in the area of operations and so I have copied in the (insert employee name) who can answer your question” or some other response to engage city staff in a response that may seem out of scope for a board member. •Please copy PRABAdmin@bouldercolorado.gov on all resident responses to simplify Open Records compliance. Business Services •Budget Stewardship •Human Resources •Systems Admin •Process Improvement Planning •Capital Improvement Program •Long-term Planning •Asset Management •Construction Urban Parks •Zone Maintenance •Irrigation •Horticulture •Asset Management Natural Resources •Forestry •Natural Lands •Urban Park Rangers Regional Facilities •Boulder Reservoir •Flatirons Golf Course •Valmont City Park Community Services •EXPAND •YSI •Outdoor Activation •Events •Volunteers Recreation •Recreation Centers •Aquatics •Health & Wellness •Gymnastics 23 3198 Broadway, Boulder, CO 80304 | www.boulderparks-rec.org | O: 303-413-7200 B. Board Liaisons to BPR Projects: This item has been prepared by city staff to support the board’s discussion of upcoming liaison opportunities. The Role of Board Liaisons is to: provide input on process and community engagement, provide a deeper level of knowledge on a project in support of addressing community questions to the board and to support board conversations on the topic at business meetings and study session. 2023-2024 Opportunities: • Park Plans o Violet Park Development Design through Q1-2024 o Civic Area Phase II Design through 2025 o Boulder Creek Management Plan Design through (2024?) o Public Private Partnerships: Q2 2023 Q2 2024  Flatirons Golf Course  Boulder Reservoir • System Plans and Initiatives o Courts System Plan Q2 2023 - Q4 2023 o BPR Fee Policy Q2 2023 - Q2 2024 o Recreation Centers Future Q2 2023 - Q3 2024 o Regional Facility Business Plans Q3 2024 - Q2 2024 o Boulder Junction Phase II * Q2-2023- Q4 2024 *Elliott Hood selected at March 2023 meeting o PLAY Boulder** Q2-2023 - **Option exists to serve as an informal liaison or as a board member of PLAY. C. August Meeting Planning D. PRAB Matters (Verbal) 24 The PLAY Boulder Foundation is currently seeking dedicated and passionate individuals to join its Board of Directors.The Board is responsible for guiding the strategic direction of the Foundation,which supports Boulder’s Parks and Recreation Department.As a board member, you will play a key role in helping promote the brand and mission of PLAY Boulder in the community,assist our Executive Director with fundraising efforts and community engagement, and participate in volunteer opportunities when possible throughout the year. Essential Duties and Responsibilities: ●Attend and participate in all monthly Board meetings and potential committee meetings. ●Participate in setting the strategic direction of the Foundation in collaboration with other Board Members and staff. ●Actively support fundraising efforts,including identifying new funding opportunities and building relationships with donors and community businesses. ●Foster the Foundation's relationships with community partners and organizations. ●Demonstrate a commitment to transparency,ethical behavior and accountability,and serve as a steward of the Foundation’s resources. ●Identify and advocate for initiatives that align with the mission and vision of the Foundation. ●Regularly assess the effectiveness and impact of the Foundation's work. ●Actively advocate for the Foundation and its mission in the community. Qualifications: ●Passion and commitment to the mission of the PLAY Boulder Foundation and its work in the community. ●Demonstrated experience in fundraising and/or community outreach. ●Experience working in a board or equivalent leadership position preferred. ●Ability to think strategically and work collaboratively with multiple peers. ●Strong communication and interpersonal skills. ●Understanding of financial management and budgeting principles preferred. ●Willingness to commit time to Board service,including attendance at Board and committee meetings,fundraising events,and other Foundation activities. Official Non-Profit Partner of City of Boulder Parks and Recreation EIN:84-0725860 |playboulder.org |P.O.Box 20935,Boulder CO,80308 The successful candidate will be joining a committed and dynamic team of dedicated professionals who are passionate about PLAY Boulder's mission and promoting equitable programming,educational and recreational opportunities in Boulder.If you share our commitment in this important work and are interested in joining our Board,please email your resume and a brief cover letter explaining why you would be a great fit for the PLAY Boulder Foundation Board. Sincerely, Angie Jeffords,Executive Director PLAY Boulder Foundation angie@playboulder.org Official Non-Profit Partner of City of Boulder Parks and Recreation EIN:84-0725860 |playboulder.org |P.O.Box 20935,Boulder CO,80308