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10.23.23 PRAB PacketAGENDA All agenda times are approximate 1)APPROVAL OF AGENDA (2 minutes) 2)FUTURE BOARD ITEMS AND TOURS (2 minutes) 3)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. 4)CONSENT AGENDA (5 minutes) a)Approval of Minutes from August 28, 2023 b)Consent Agenda from September 25, 2023 Meeting c)Parks and Recreation Planning, Design and Construction Updates d)Parks and Recreation Operations Updates 5)MATTERS FOR DISCUSSION/INFORMATION a)Fee Schedule (30 minutes) b)Flatirons Golf Course Food and Beverage Lease and Agreement (30 minutes) 6)MATTERS FROM THE DEPARTMENT a)2023 Budget Review & 2024 Budget update (20 minutes) b)Snow Removal Overview (verbal) 7)MATTERS FROM THE BOARD a)PRAB Study Session Planning (10 minutes) b)Future Meetings Coordination and Planning i)December regular meeting date (5 minutes) ii)Joint Session with Landmarks Board for Civic Historic District (5 minutes) c)Guidance for Annual Letter to Council d)PRAB Handbook e)PRAB Matters (Verbal) (5 minutes) 8)NEXT BOARD MEETING: a)6:00 p.m. November 27, 2023 9)ADJOURN Parks & Recreation Advisory Board Hybrid Meeting 6:00 p.m., October 23, 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 OCTOBER 23 NOVEMBER 27 DECEMBER ?? JANUARY 22 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) •Amending private covenants on Foothills Community Park •Boulder Youth Nature Initiative (BYNI) •EAB Anniversary and Story Map •2024 Budget Key Changes Regular Mtg (a) •Accept Fee Schedule (30 min) •Flatirons GC F&B partner •PRAB Handbook approval Regular Mtg (d/i) •Fee Schedule (30 min) •Flatirons Golf Course Food and Beverage Lease and Agreement (30 min) •Marketing Plan Overview Regular Mtg (md) •2023 Budget Review & 2024 Budget Update (20 mins) •Snow Removal Overview, verbal •Peak Season After Action Review •Court System Plan •Park on Violet •Pleasantview Access Study •ANS Update •Overview of water safety and access •PLAY Boulder Foundation update (10 min) Regular Mtg (mb) •PRAB Study Session Planning (10 min) •Future Meetings Coordination and Planning •December regular meeting date (5 min) •Joint Session with Landmarks Board for Civic Historic District (5 min) •Guidance for Annual Letter to Council •PRAB Handbook •PRAB Recruitment •PRAB input for Council Retreat (TBD) •PRAB Handbook final review Other Mtgs or Topics •Oct 5: 6 p.m. Budget 1st Reading & Public Hearing w/Fee Policy (cc) •October 19: 6 p.m. Budget 2nd Reading and Public Hearing w/ Fee Policy (cc) •Dec 6: Potential for Joint Study Session with Landmarks Board for Civic Area Historic District •Dec 7: Flatirons Lease Agreement (cc) Dept Events & Items of Interest Oct 4: Court System Plan Public Meeting, 6-7:30 p.m. OSMP Hub, 2520 55th Street Oct 14: Temple of Tranquility opening ceremony Nov 4: Temple of Tranquility closing ceremony Nov 10: COB Veterans Day Closure Nov 23: Dec 22: COB ½ Day Christmas Eve closure Dec 25: COB Christmas Day closure Dec 29: Jan 1: COB New Year’s Day closure Jan 15: COB Martin Luther King, Jr. Day Closure 2 PRAB Future Board Items Agenda Oct 27 and 28: Drive In Movie @ Reservoir Oct 27: North Boulder Park Fitness Court Launch Party, 10-11 a.m. COB Thanksgiving Day Closure COB ½ Day New Year’s Eve AGENDA SETTING The PRAB Chair, PRAB Vice Chair and BPR staff set the agenda for the next month on 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: October 23, 2023 A. Approval of Minutes August 28, 2023 and Attachment of the Consent Agenda from the September 25, 2023 Cancelled Meeting 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 and Tour Date of Meeting: August 28, 2023 Contact Information Preparing Summary: Rosa Kougl; 303-413-7223 Board Members Present: Charles (Chuck) Brock, Andrew (Bernie) Berstein, Elliott Hood, Sunny van der Star, Anna Segur. Jason Unger and Anita Speirs arrived at Consent Agenda, Item B. Board Members Absent: Staff Present: Ali Rhodes, Rosa Kougl, Scott Schuttenberg, Mark Davison, Shihomi Kuriyagawa, Deryn Wagner Guests Present: N/A Type of Meeting: Annual Capital Projects Tour Agenda Item 1: Call to Order The meeting was called to order at 5 p.m. A quorum was present for the conduct of business. Motion to approve agenda. First motion by Hood, second by Segur. The motion passed 5-0. Agenda Item 2: Future Board Items: Rhodes, Director of Parks and Recreation, reviewed upcoming agenda items and events. No PRAB follow up questions or comments. Agenda Item 3: Public participation: •No public comment. Agenda Item 4: Consent Agenda A.Approval of Minutes from July 24, 2023, Business Meeting Motion to approve the minutes from the July 24, 2023, Regular PRAB meeting. First motion by Hood, second by van der Star. The motion passed 5-0. B, C, D. Updates from the Director, Project Updates, Operations & Development •No PRAB follow up questions or comments. Agenda Item 5: Items for Action •No items Agenda Item 6: Matters for Discussion •No items 5 Agenda Item 7: Matters from the Board Members A.PRAB Study Session PRAB had the following questions or comment: •Consensus to forego the Study Session in the October / November timeframe due to the need for a joint session with the Landmarks Board in November/December. •Move to January timeframe. •Moving the study session to a later date allows the coordinating members to plan and allow for another round of questions regarding what members would like to see on the agenda. B. PRAB Matters PRAB had the following questions or comment: •A consortium of swim enthusiasts would be interested in more pool time in the facilities and add volunteer lifeguards to the pools so that pool access hours can be extended. •Bernstein will be meeting with leaders of the pickleball and tennis associations as liaison to the Court System Plan. Agenda Item 8: Matters from the Department a.Capital Improvement Program Tour Rhodes presented this item to PRAB prior to Tour Agenda Item 9: Next Board Meeting Next Board meeting: Monday, September 25, 2023, Hybrid Agenda Item 10: Adjourn The meeting was adjourned at 5:14 p.m. Approved by: Attested: ___________________ _____________________ Chuck Brock Rosa Kougl Board Member BPR Staff Date: ______________ Date: _________________ 6 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: September 25, 2023 A. Approval of Minutes August 28, 2023 Attachment of the Consent Agenda from the September 25, 2023 Cancelled Meeting 7 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. 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 Civic Area Reimagining – Phase 2 (design phase) o Civic Historic District Evaluation (planning phase) o Central Park Cultural Landscape Assessment (planning phase) o Courts System Plan (planning phase) o Flatirons Golf Course (construction phase) o North Boulder Park (design phase) o Recreation Facilities Plan (planning phase) o Violet Park (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 Pearl Street Place Making – planning scoping for 2024. o Pleasantview - design scoping for Q4 2023 Planning •Court System Plan: Staff are in the final stages of contracting with the selected firm. Once the contracts are signed, staff will share more information. A public kick-off meeting will be held on October 4 at 6:00 p.m. to 7:30 p.m. at the OSMP Hub Community Room (2520 55th St., Boulder, CO 80301). PRAB members are welcome to attend public meetings. In addition to the public meeting, a public questionnaire will be available online October 4 through October 18. Staff continue to meet with stakeholders regularly and will now be posting notes from these meetings on the project webpage to promote accurate and timely information sharing with all of those who are interested in following this project. For more information and to sign up for email updates, visit the project webpage. •North Boulder Park: BPR is moving into the design and construction phases of this project. Phase 1 covers the critical path to support the implementation of the design covering park utilities and the Fitness Court. Phase 2 will focus on the play areas, teen areas, gathering spaces and associated improvements. Attachment of the Consent Agenda from the September 25, 2023 Cancelled Meeting 8 As shared during the August PRAB tour of North Boulder Park, as part of phase 1 improvements, staff are close to completing the bathroom improvement, planning for stormwater improvements and in the process of installing a Fitness Court at North Boulder Park to replace the old exercise equipment thanks to a partnership and grant from the National Fitness Campaign and UC Health. The concrete pad for this new Fitness Court is now in place to the west of the shade shelter. The new fitness equipment will be installed in October once the concrete is fully cured. After the new Fitness Court is in place, BPR will remove the old exercise equipment and update the underground stormwater infrastructure, which needs to be done before replacing the playground. Until the new playground equipment is in place, the former home of the exercise equipment will feature fun, temporary pop-up play opportunities. For more information and to sign up for email updates, visit the project webpage. Picture 1(below left): Concrete pad poured for new Fitness Court Picture 2 (below right): Example Fitness Court Attachment of the Consent Agenda from the September 25, 2023 Cancelled Meeting 9 Figure 1 (below): Map showing location of Fitness Court and stormwater construction. •Pleasantview Access Study BPR has programmed $1,200,000 in the 2025 Capital Improvement Program (CIP) to improve safe access and circulation to and through the highly utilized Pleasantview Sports Complex; improvements will also promote alternate modes of transportation. This item provides a brief update since the PRAB’s last update in May 2023. With a final feasibility report from Fox Tuttle complete, staff are moving towards final design to inform construction in 2024. This includes hosting a final round of engagement to inform neighbors and stakeholders about existing conditions and gather input regarding physical and operational improvements to the site. In early 2024, staff will share the results of engagement with the PRAB, as well as final designs that incorporate community feedback. While BPR has dollars allocated for on-site improvements, funding for options such as significant improvements to multiuse paths are not funded and will be pursued in partnership with Transportation and Mobility. Attachment of the Consent Agenda from the September 25, 2023 Cancelled Meeting 10 •Temple of Tranquility The Temple of Tranquility is a community-based art project led by Boulder residents who have secured a permit to install a temporary exhibit at Harlow Platts Community Park, as well as host opening and closing events. In accordance with the city’s art policies, community leaders sought support from neighbors and city residents to minimize disruptions to the neighborhood. The group distributed a community feedback survey, accessible through a QR code online, and received 9 responses. Links to the survey were posted on: Boulder Collective Facebook Page, all three public libraries, Table Mesa King Soopers break room, and numerous Burning Man community pages. The responses were overwhelmingly in support of the project. Of the 9 responses: 77.8% felt fully supportive (5/5 ranking), 11.1% were mostly supportive (4/5 ranking) and 11.1% were ambivalent (3/5 ranking). All respondents reported Boulder zip codes, and 33.3% reported living in the Table Mesa/Devil's Thumb Rolling Hills neighborhoods behind Harlow Platts Community Park. Some of the specific feedback received was: •An innovative approach to bring community back together is awesome. •A safe intentional place that creates a space to process •It's a beautiful project...I wish it was going to be a permanent art installation. •The fire was devastating to us in south boulder and the subsequent fires were traumatic. We hope this brings healing to the community. •Building large art installations is what burners are supposed to do. •Because it’s empowering to see a community of like minded thinkers co-create a sacred space, with positive energy to support each other through love and hope. To know that you’re not alone. In addition, the door hangers below will be hand delivered to residences within three streets of the installation site. Attachment of the Consent Agenda from the September 25, 2023 Cancelled Meeting 11 The installation process will start in early October, and the structure will be open to the public during park hours from October 14 – November 4, 2023. An opening ceremony will be held on October 14, and a closing ceremony is planned for November 4. All members of the PRAB are welcome to attend either or both events, both of which are open to the public. C.Boulder Parks and Recreation Fee Policy Update At the July 24, 2023, PRAB meeting, the PRAB accepted the Boulder Parks and Recreation Fee Policy with a commitment from staff to be more explicit about the policy’s intentions to support addressing equity in the community. Staff has made the following addition into Section I, Purpose of the Policy: The Fee Policy should be applied to all programs to promote access for community members who are historically excluded and that have been prioritized by the community. This will ensure that limited subsidies are focused where they can have the most community benefit, with an understanding that additional support may be provided based on additional funding as called for in the 2022 Parks and Recreation Plan. Attachment of the Consent Agenda from the September 25, 2023 Cancelled Meeting 12 This emphasizes equity within the purpose, and this is further established under Section V - Procedure of the Fee Policy, which now includes the following language: To ensure there is equitable access for populations the community has prioritized, the department will continue to subsidize access for low-income individuals, people with disabilities, youth, and seniors. The department is committed to maintaining financial aid programs to qualifying Boulder residents, providing subsidized access to facilities and programs, as funding allows. These adjustments follow input from the PRAB as well as engagement with the Community Connectors in Residence (CCiR) on June 9, 2023, which included the full use of the racial equity instrument to evaluate the equity impacts from the Fee Policy. At the June 26, 2023, PRAB meeting, staff provided attachments with the Summarized Feedback from Community Connectors in Residence and the Racial Equity Instrument for BPR’s Fee Policy to ensure alignment with equity priorities in the final document. Attachment A: Red-Lined Recreation Fee Policy Attachment of the Consent Agenda from the September 25, 2023 Cancelled Meeting 13 B.Parks and Recreation Planning, Design and Construction Update •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 Projects Underway: Staff or contractors continue to work on the following projects and will update the PRAB as major milestones are achieved:o Civic Area Reimagining – Phase 2 (design phase)o Civic Historic District Evaluation (planning phase)o Central Park Cultural Landscape Assessment (planning phase)o Tennis and Pickleball Courts System Plan (planning phase)o Flatirons Golf Course (construction phase)o North Boulder Park (design phase)o Pleasant View (design phase)o Violet Park (planning phase)o Coot Lake Bridge Replacement (construction phase)o Parks Signs Update for Holiday and Washington School Park (design phase) •Planning Projects in Scoping: Staff are working on scoping the following projects for 2024 and will update the PRAB as projects get underway.o Pearl Street Place Making –2024oBoulder Creek Safety Plan –2024oBoulder Creek Management Plan –2024oBouder Junction Pocket Park –2024oCrestview Play and Discovery Area Replacement –2024oEast Boulder Community Park – 2024oUniversal Access Plan - 2024 Planning •Tennis and Pickleball Court System Plan: Staff introduced the project at the May 2023 PRAB meeting (starts on pg. 17) with a short update at the July 2023 PRAB meeting (starts on pg.12) and September 2023 PRAB meeting (starts on pg. 7). PRAB will next receive a more comprehensive update on the Tennis and Pickleball Court System Plan during the November meeting. The department is pleased to have PROS Consulting on board to support the development of the Tennis and Pickleball Court System Plan. The company has many years of experience within this field of work and will be using their expertise to analyze and evaluate the City’s tennis and pickleball courts. This firm and some of the teammates 14 supported BPR’s 2015 Aquatics Feasibility Plan, and thus the team has some familiarity with Boulder. During the first of three engagement windows for this project, staff are looking for community member’s feedback on current court experiences and hopes for the future of courts. Engagement for this project is considered the Consult Level, based on the City of Boulder’s Engagement Strategic Framework. The Consult Level means that the city will keep community members informed, listen to, and acknowledge concerns and aspirations, and share feedback on how public input influenced decisions. As a part of Engagement Window 1 (September to October 2023), staff hosted a public meeting and launched a questionnaire. BPR appreciates all who attended the recent public meeting and provided feedback in person. Nearly 180 community members joined this in- person meeting on the evening of October 4. Presentation slides from the meeting and an audio recording of the meeting are posted on the project webpage. Above: Ali Rhodes presents to community members at the Court System Public Meeting on October 4. The questions asked of attendees at the in-person meeting are the same as the online questionnaire, which is available to the public through October 18 through the project webpage. A summary of Engagement Window 1, including the questionnaire results, will be shared with PRAB and the public at the November 2023 PRAB meeting. The project timeline includes engagement windows that will open for a set period of time to garner community feedback and then allow staff time in between those windows to process the information and synthesize it with other project data. The engagement 15 windows will be outlined and discussed at the November meeting. Staff will continue monthly meetings with stakeholders representing the major interested parties throughout the project. To promote transparency and consistent information sharing, BPR has begun posting notes from these discussions on the project webpage. Additional information is provided on the Racket Sports FAQ page. •North Boulder Park: This new Fitness Court is installed and ready to use at North Boulder Park. PRAB and community members are invited to a grand opening ceremony on Friday, Oct. 27 at 10 a.m. to celebrate the Fitness Court. As shared in the September PRAB packet, the new Fitness Court is located east of the picnic shelter and was created after community engagement revealed the revision and relocation of exercise equipment was a strong desire from the community. The fitness court was developed in partnership with UCHealth and the National Fitness Campaign to expand free access to high quality workouts and create an equitable exercise space for community members. The Court’s installation is part of phasing work for the ongoing North Boulder Park renovations. The outdoor gym allows community members to use their own body weight to exercise. Users can also download the free Fitness Court app which acts as a coach-in-your-pocket and shows how to use each fitness station. The project was funded in part from UCHealth. 16 Left: Construction in progress for the Fitness Court at North Boulder Park in early October. Right: Recreation Program Coordinator Janelle works out on the completed Fitness Court at North Boulder Park on October 10. • Flatirons Golf Course Facility The Flatirons Golf Course facility construction is in full swing. The major milestones are the west side of the parking lot and entry drive are complete with the east side scheduled for paving mid to late October. Once the paving and striping is complete, the full parking lot will be open to users by early November. In addition, the concrete building slab is poured, and erection of the steel structure is nearing completion. Concrete Slab and Steel Structure 17 Last Steel Beam to be Placed on the Structure at the Topping Ceremony on 10/11/23. •Central Park Cultural Landscape Assessment & Civic Area Historic District Updates The Central Park Cultural Landscape Assessment (CLA) is a technical document that systematically evaluates historic periods for significance and integrity of Central Park (located between Broadway and 13th Street; Canyon Blvd. and Arapahoe Street). The assessment identifies the historic periods of a place in a specific timeframe as well as analyzing the integrity of improvements from those periods reviewing grading, circulation, views, vegetation, and structures that make up the character of the space following the Secretary of the Interior standards for assessing cultural landscape, which were developed by the National Park Service. BPR is working with Planning and Development Services (P&DS)’ Historic Preservation staff and a consultant, MIG, specializing in Cultural Landscape Assessments to prepare the draft CLA. MIG has a Cultural Landscape group that provides a preservation and conservation approach to strengthen the cultural and historic character and management of places with prominent resources and provides sensitive approaches for places with special meaning. MIG has 18 expertise in research, analysis, outreach and planning for historic and cultural places throughout the country. •Glen Huntington Bandshell The maintenance work on the Glen Huntington Bandshell is now complete as of last month and the amenity has been reponed. The much-needed repainting to the bench-tops and shell covering also included patching work to the shell. •Amending private covenants on Foothills Community Park On November 2, 2023, City Council will consider a motion regarding administrative matters for Foothills Community Park that will not affect the management or use of the city property as a park. The motion would clean up the title to the city’s property by removing a portion of the park from a set of private covenants that were originally recorded in 1960.The City Attorney’s Office (CAO) has determined that this action does not constitute a disposal of parkland. Therefore, the action has been referred directly to City Council to authorize the City Manager to execute an Amendment to Protective Covenants of the Sheets Subdivision No. 2. For context, this action responds to a request from Shining Mountain Waldorf School (SMWS) as they work towards developing a portion of their land also affected by these same covenants. While SMWS has received city development approvals through the city’s Planning and Development Services, the private covenants are more restrictive than city land use code. It appears that the covenants have not been enforced, and many properties affected by the covenants do not comply with their restrictions. SMWS is interested in removing their land from the covenants so that they can build to city standards. Following thorough analysis and support from the CAO, BPR is jointly pursuing this amendment with SMWS. •Coot Lake Foot Bridge Replacement Temporary Trail Closure for Maintenance Repairs at Coot Lake: A temporary closure will occur to replace the footbridge, upgrade the ADA parking lot stalls, and update trail alignments to the new bridge at Coot Lake in late-October through November. This work will provide much needed maintenance on the expiring bridge connection to the south side of the lake as well as update accessibility to the dock. Wetland mitigation and restoration will also be provided in and around the areas of construction to restore the lake bank and drainage channel. Alternative Access: All other areas and trail connections including the majority of the parking lot, dock, restroom, and north path at Coot lake will remain open and accessible. During construction, completing a full loop around Coot Lake will not be possible due to this temporary closure on the south side and access to the Boulder Reservoir will only be 19 possible by taking the path that heads north from the parking lot and wraps around the north side of lake. Schedule to complete bridge structure: Footbridge Closure: Late October – Early November 2023 Wetland Mitigation Work: November 2023 – Summer of 2024 C.Parks and Recreation Operations Update •Birds of Special Concern Volunteer Program Another successful season of the Birds of Special Concern volunteer program recently wrapped up. Each year for the past 20 years, a group of dedicated volunteers, led by the Natural Lands team, monitor four species of conservation concern around the Boulder Reservoir: American bittern, Northern harrier, osprey, and burrowing owl. In 2023, volunteers donated 388 hours to monitoring these special species. This year was a successful year for three of the species of conservation concern around the Boulder Reservoir. An osprey pair fledged three young from a new platform erected last year near the entrance to the Reservoir. Several Northern harrier pairs fledged a combined eight young, the most in any given year in the history of the program. The success of these nests is crucial to the long-term survival of these species within Boulder County. Other nests of both species on Open Space and Mountain Parks property, as well as county-wide failed this year. In addition, there were multiple nesting territories observed for the American bittern. Other wildlife species spotted by volunteers include American badger, elk, and over 100 other bird species such as sandhill crane, black-crowned night heron, and bald eagle. The information gathered by these volunteers help shape Female Northern harrier. Taken April 1, 2023. Photo courtesy of BSC volunteer. 20 management decisions to ensure the continued viability of these areas as critical wildlife habitat. •2023 Online Reservations for Shelters and Cabanas For the 2023 park shelter and outdoor pool cabana rental season, significant updates were put into place making it possible for community members to reserve and pay for their rentals online. The updates to these rental types served as a trial to determine how well the ActiveNet system can support basic rentals. In making rentals available online, there is greater access to the community to be able to complete a park shelter or cabana rental at any time of day. Previously these rental requests were limited to weekdays during normal business hours and required communication with a staff member. This trial of online access to reserve park shelters and outdoor pool cabanas yielded great results. For the 2023 rental season there were 402 total reservations, with 88% of those reservations completed online. This accounted for a larger shift than expected and was a significant reduction in the staff time previously required to process rental permits. Additionally, this created a new method for residents to access services outside of typical business hours, with a streamlines process. The Business Services Team will take what we have learned this summer and look to continue to enhance our online system functionality to best support the community. •Boulder Forestry •Annual Tree Sale •Over 75% of the Boulder urban tree canopy and the most opportunity for more tree planting is on private property. It is important for community members to plant and grow new trees, and care for existing trees on their private property. To help facilitate additional tree planting on private property, the Boulder Forestry workgroup, Cool Boulder and the PLAY Boulder Foundation Tree Trust collaborated on the 2023 Fall Tree Sale to provide low-cost trees for community members. The sale had previously been held in 2018 and 2019 but was not held in 2020-2022 due to COVID. The 2023 sale sold 376 5-gallon sized trees of 14 different species. The trees were grown in Colorado and were species well-suited for Boulder’s climate. At the tree pick-up, Boulder Forestry team members and volunteers from the Tree Trust were available with information and to answer questions from residents about how to properly plant and care for the saplings. 21 •Saluting Branches Saluting Branches is a national non-profit organization founded in 2015 by a group of arborists in Minnesota. Their mission is to honor and assist veterans by providing days of service where tree care professionals volunteer their time and skills to care for trees and landscapes at national cemeteries. Many of these cemeteries contain large, beautiful specimen trees and staff there would not otherwise have the resources to manage and maintain these important trees. Events are held in 80 locations across the country on the third Wednesday of September each year. The Denver event, the largest in the country with over 250 professional arborists, was held on September 20 at Fort Logan National Cemetery. At Fort Logan, 41 trees were planted, trees were inventoried, pest issues diagnosed and treated, numerous trees removed, and countless trees pruned for deadwood and clearance. The Forestry team participated for the third consecutive year. Four members of the team spent the day pruning four large ash trees and a linden tree at the cemetery. Pruning to remove the deadwood, improve tree structure, and clear the driveways and paths, provided a safer space for visitors to the cemetery. The team received a special voice mail from a long time Boulder resident after the news release thanking the team for pruning the trees. The caller stated her husband is buried at Fort Logan National Cemetery and added, “What a wonderful tribute to everyone there, to all the patriots that served. Thank you so very much.” 22 AGENDA ITEM VI-C_ PAGE 1__ C I T Y O F B O U L D E R PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM MEETING DATE: October 23, 2023 AGENDA TITLE: Fee Schedule PRESENTERS: Alison Rhodes, Director of Parks and Recreation Scott Schuttenberg, Deputy Director Jackson Hite, Senior Manager, Business Services Stacie Hoffmann, Senior Budget Analyst Bryan Beary, Senior Manager, Community Building and Partnerships Mark Davison, Senior Manager, Planning Regina Elsner, Senior Manager, Natural Resources Megann Lohman, Senior Manager, Recreation Stephanie Munro, Senior Manager, Regional Facilities Dennis Warrington, Senior Manager, Urban Parks EXECUTIVE SUMMARY: This memo provides information for the Parks and Recreation Advisory Board’s (PRAB) discussion regarding the Fee Schedule that implements aspects of the Parks and Recreation Department’s (Department) Fee Policy, approved in July, to provide funding as planned in the proposed 2024 operating budget. Redundant fee types are being streamlined, including removal of outdated fees and facilities, so that pricing is more consistent for users and the newly defined cost recovery targets can be achieved. Fees are based on the priorities identified through engagement policy direction from the 2022 BPR Plan, costing data, and market research. This fee schedule will return to PRAB for approval at the November meeting as an Action Item. Following that approval, BPR will work with the City Manager’s Office to publicly notice the fee updates pursuant to the Boulder Revised Code Section 8-3-8, which calls for a 15-day public notice period before fees can take effect. The intent is to have new fees in effect on January 1, 2024. BACKGROUND: Since the start of 2023, the Department has engaged the PRAB on both the proposed 2024 budget and a new Fee Policy. At the July 24, 2023, PRAB meeting, the PRAB accepted the Boulder Parks and Recreation Fee Policy with a commitment from staff to be more explicit about the policy’s intentions to support addressing equity in the community. 23 AGENDA ITEM VI-C_ PAGE 2__ Staff has made the following addition into Section I, Purpose of the Policy: The Fee Policy should be applied to all programs to promote access for community members who are historically excluded and that have been prioritized by the community. This will ensure that limited subsidies are focused where they can have the most community benefit, with an understanding that additional support may be provided based on additional funding as called for in the 2022 Parks and Recreation Plan. This emphasizes equity within the purpose, and this is further established under Section V - Procedure of the Fee Policy, which now includes the following language: To ensure there is equitable access for populations the community has prioritized, the department will continue to subsidize access for low-income individuals, people with disabilities, youth, and seniors. The department is committed to maintaining financial aid programs to qualifying Boulder residents, providing subsidized access to facilities and programs, as funding allows. These adjustments follow input from the PRAB as well as engagement with the Community Connectors in Residence (CCiR) on June 9, 2023, which included the full use of the racial equity instrument to evaluate the equity impacts from the Fee Policy. At the June 26, 2023, PRAB meeting, staff provided the Summarized Feedback from Community Connectors in Residence and the Racial Equity Instrument for BPR’s Fee Policy to ensure alignment with equity priorities in the final document. The Fee Policy (Attachment A – Red-Lined Fee Policy) meets national standards as established by the Commission for the Accreditation of Parks and Recreation Agencies (CAPRA); advances the Responsibly Governed goal of the Sustainability, Equity, and Resilience framework; and contributes to Initiatives 5 and 6 in Goal 2 of the Financial Sustainability theme in the 2022 BPR Plan. Engagement steps to this point are summarized here. Click each link to review the original information packets: • At the March 20, 2023 meeting, staff introduced the 2024 Budget Strategy Roadmap and Fee Policy, including which program types had existing policies versus those that would be addressed through the Fee Policy. • At the April 4, 2023 study session, staff provided background on the Fee Policy and tuned the program types, category benefit levels, and cost recovery targets. • At the April 24, 2023 PRAB meeting, staff continued to refine the structure of the Fee Policy to produce a final list of program types and category benefit levels while further discussing cost recovery targets. • At the May 22, 2023 PRAB meeting, staff provided a brief update on the pending Fee Policy, summarizing feedback from City Council and defining next steps. • On June 9, 2023, staff presented the Fee Policy to the Community Connectors in Residence to gather their feedback on the proposed structure and content. Staff followed up with enhancements to language around equity, sustainable subsidy, and partnerships so that 2022 BPR Plan, input from the PRAB and City Council, and the objectives of the Fee Policy are all aligned. 24 AGENDA ITEM VI-C_ PAGE 3__ • At the June 26, 2023 PRAB meeting, staff provided an update on the proposed 2024 operating and CIP budgets and presented the draft Fee Policy for final input ahead of adoption at the July 24th, 2023 meeting. The adopted Fee Policy specifies ten (10) separate categories across programming, facilities, and partnerships based on community benefit and corresponding cost recovery targets. Programs and activities that yield the greatest community benefit are primarily funded through subsidy from the General Fund and grants. Activities that primarily deliver individual benefit are expected to recover a minimum of 100% of their costs through user fees. This structure overlays existing direction that the department offer discounted access based on age and residency status. While the Fee Policy articulates revenue collection priorities, principles, and cost recovery targets throughout the department, 2024 Fee Increases address golf course and rental fees: Included in this Fee Schedule New pricing and consolidated fees intended to take effect January 1, 2024 • Golf • Rentals Coming in 2024 • Special Events: in coordination with citywide Office of City Events • Commercial Use: Review of the pilot program and creation of Commercial Use policy Alternative Mechanisms in Place Program Types subject to Cost Recovery but pricing regularly updated through established processes: • Recreation Services: pricing updated through Service Delivery Model and Recreation Priority Index • Resale Items: updated in the point-of-sale system when materials are ordered • Facility Entry: updated systemwide on a biannual basis • Contracted Programming: updated at time of contract negotiations No Fee Setting Program Types that do not have pricing associated with them: • Open Access to parks: always free to access • Grants, Philanthropy and Donations: procedures and management pursuant to citywide grants policy In 2024, policy guidance will be completed with comprehensive and consistent administrative fees including deposits, cancellations, and refunds. At that point, all ten (10) program types will be addressed in the Fee Policy, its schedule, and/or other policy structures. Staff took a multi-pronged approach to realize the priorities identified in the Fee Policy: 25 AGENDA ITEM VI-C_ PAGE 4__ 1. Historical Review The intention of the Fee Schedule is to bring fees uniformly up to date, in line with PRAB guidance. With the 2022 Department Plan, the Ballard King Report (p. 25 of March PRAB packet) identified that BPR had stagnant earned revenues, despite strong service delivery and fees in place. There is a negative gap between yearly program revenues and expenditures, which has caused the department to consider increased program fees, increased program subsidy or adjusting service levels. With the Fee Policy, it was clear that the department could generate additional revenue through increased program fees. BPR has not increased rental and golf fees since 2020 or earlier due to the unknown impacts of the COVID-19 pandemic. Golf Fees were last updated in January 2020. Athletic Field Rentals were last updated in 2019. Reservoir Boating fees were last updated in 2023. Other rental fees have been updated piecemeal or have not changed since 2016 or earlier. The Fee Policy and Fee Schedule will allow for more frequent updating of fees to ensure that fees remain consistent with the cost of providing services. 2. Market Research Staff reviewed pricing for rentals across BPR’s standard set of benchmark agencies, both public and private (Attachment B - 2023 Market Rate Comparison Research). A similar process is used to update facility access fees through the biannual process. Data was also gathered for the University of Colorado -Boulder (CU), Boulder Valley School District RE-2 (BVSD) and Boulder Jewish Community Center Foundation (Boulder JCC) as the most comparable local competitors. While Department space rentals are on the upper end of the market when compared to other municipalities and local private facilities, rental pricing at CU and BVSD exceeds the Department’s and leave some room for additional market increases to support cost recovery. As a reminder, public agencies are not all funded in the same ways or at the same levels, and thus comparisons should be considered carefully. The Ballard King Analysis identified that BPR has increased staffing costs associated with a livable wage, greater levels of maintenance, a commitment to environmentally sustainable practices and the higher cost for goods or services compared with other agencies in Colorado. 3. Increased Costs Staff evaluated the direct expenses for the 3 recreation centers, outdoor pools, the Boulder Reservoir and the Flatirons Golf Course comparing 2023’s approved budget to 2024’s proposed budget. As seen in Table 1: 2023 to 2024 Budget Increases by Expense Category BPR is subject to increased costs to personnel and non-personnel expenses, which is broken out by facility type below. The cost increases are tied to the direct costs for delivering the programs. To further validate the proposed rental fees for internal spaces and lane rentals, staff analyzed direct costs, as defined in the Fee Policy, to provide the services based on square footage, labor hours, and non-personnel expenses to ensure the 26 AGENDA ITEM VI-C_ PAGE 5__ proposed 2024 fees adequately covered the expenses as defined by the cost recovery targets in the Fee Policy. Table 1: 2023 to 2024 Budget Increases by Expense Category Personnel Non-Personnel Total Increase Recreation Centers +17% +19% +18% Outdoor Pools +15% +15% +15% Boulder Reservoir +3% +10% +5% Flatirons Golf Course +25% +18% +23% In addition to the direct expenses, BPR has focused on the cost recovery target of these programs by comparing the direct revenues to expense. Both the Boulder Reservoir and Flatirons Golf Course continue to be at a 100% cost recovery target based on the individual benefit of golfing and boating. Recreation Centers and Outdoor Pools have historically provided a greater level of community benefit recreation which has resulted in a lower cost recovery target. The 2024 Proposed Budget has a lower projected cost recovery for each program area compared to 2023; however, there was an assumption that the Fee Policy would help drive additional revenue of $500,000 per year (approximately 4%) across the Recreation Activity Fund. The fee increases will be modeled to each program area as revenues are recorded and will provide accurate cost recovery performance. Indirect department and citywide costs to support the recreation functions continue to increase as well, with department wide increases at approximately 16% since 2018 with the largest increases being tied to pool chemicals +97%, janitorial services +59%, utilities + 16%, and personnel + 10%. As outlined in the Fee Policy, proposed fee increases account for the direct costs with delivering service. This has required the full costing based on staff time, space utilization and materials, supplies and services necessary to deliver programs, to create proposed 2024 fees. The proposed fees are in line with the cost recovery goals established within the Fee Policy. Staff have committed throughout the process to hold price increases for the Community and Recreational categorized services at 10% in a single year -even if the pricing is still short of cost recovery goals and/or the market could bear it. For all Individual benefit services, staff have routinely informed the PRAB that cost increases could exceed 10% given the length of time since fees were updated, while committing to be thoughtful and phase in any increases exceeding 10% over multiple years to dampen the impact on users. ANALYSIS: Staff are proposing a Fee Schedule (Attachment C – Draft 2024 Fee Schedule) that streamlines and reduces the number of different fees while maintaining a sustainable market position and supporting BPR’s mission and policy as outlined in the 2022 BPR Plan. 27 AGENDA ITEM VI-C_ PAGE 6__ Staff cleaned up existing fees by consolidating similar types (e.g., establishing a set park shelter rental rate rather than having separate fee lines for every shelter in the system). Much of the synthesis is identified in Attachment D –Proposed 2024 Fee Changes, which highlights the naming convention, current fee, proposed fee, percentage change, and key notes on the proposed changes. Notes are provided for most fee increases that exceed 10% to help explain. While much of the existing pricing was uniform, the redundant fee types discourage updates and invite inconsistencies. Discounts for youth and senior use as well as residency status will be maintained and made consistent across comparable fee types. This analysis led to several policy changes in the Rentals this year: 1. For most fees, either utilize an adult or youth rate when the location serves a broader spectrum of individuals or relied on resident / non-resident rates when the location serves a smaller audience with fees typically charged to a person. 2. For aquatics and field rentals, shifted from multiple rate structures to an adult and youth rate to account for community benefit and align with the Fee Policy. 3. Non-profit fees are something the PRAB has provided direction to not include and some lingering non-profit fees that are being recommended for removal. Non- profit fees will instead be replaced with a fee for youth and adults, where youth would be discounted 20% from adult fees. 4. Field fees will have an adult rate and youth rate based on the field size and quality. There will be consistency in providing full-day rentals at the equivalent of 7.5 hours, and multiple day bookings or tournaments will be billed at the equivalent of 6 hours to encourage volume-based discounts. 5. Consolidated fees across multiple asset types for consistency based on size, level of service, amenity quality, to help identify “basic” or “premier” amenities or based on size. 6. Creating standardized staffing costs across the department based on the type of staff supporting events, rather than tying it to the individual working. Flatirons Golf Course relies on a different software system, so changes to the Golf Fees are described in Attachment E – Proposed 2024 Golf Course Fee Changes. This analysis led to several policy changes in Golf this year: 1. Golf Student rates have been removed, and “Junior” ages have been aligned with the definition of Youth used throughout the rest of the season (18 and younger). There is not a proposed increase to Youth pricing for 2024. 2. Golf seasonal rates have been replaced by consistent year-round pricing. While the off season is colder for golfers, the course itself is also more sensitive and additional play does not have to be incentivized while the turf is dormant. Staff will remove obsolete fees, such as those used for COVID operations or discontinued sites and assets. NEXT STEPS: 28 AGENDA ITEM VI-C_ PAGE 7__ The fees themselves are informed by the PRAB-approved Fee Policy and 2022 BPR Plan, and thus the PRAB’s input is most helpful on the format and development of the Fee Schedule. The board’s input will inform a final Fee Schedule, scheduled for PRAB approval at the November business meeting. Following PRAB approval, the updated fees will proceed through City Manager Rule pursuant to the Boulder Revised Code Section 8-3-8, which calls for a 15-day public notice period before fees can take effect. The department will inform community members of the new fees through e-newsletters, the official city website, and social media alongside training of front-line staff to respond to questions by users. Renters of facilities will receive direct communication from staff to explain the new fees and structure. The intent is to have new fees in effect on January 1, 2024. During 2024, staff intend to consult the PRAB on: 1. A specific Rental Policy that codifies deposit, refund, and cancellation policies and fees in alignment CAPRA’s accreditation standards, and 2. Any further updates to Commercial Use (removal of pilot) and Special Events (in alignment with citywide office of special events) Attachments: A. Red-Lined Recreation Fee Policy B. 2023 Market Rate Comparison Research C. Draft 2024 Fee Schedule D. Proposed 2024 Fee Changes E. Proposed 2024 Golf Course Fee Changes 29 3198 North Broadway • Boulder, Colorado 80304-2644 TEL 303-413-7200 www.BoulderParks-Rec.orgPage1Policy Title Boulder Parks & Recreation Fee Policy Administrative Policy Number 05-02 Effective Date July 24, 2023 Last Amended N/A Review Cycle Every 2 years Inactive/Repealed N/A Primary Audience BPR Staff and Supervisors with Fee Based programs Policy Sponsor Jackson Hite, Parks and Recreation Sr. Manager – Business Services Director Approval Alison Rhodes, Parks and Recreation Director Related Policies Included Procedures, Workflows, or other materials I. Purpose of Policy: The purpose of the fee policy is to establish clear and consistent guidance for how fees are set and subsidies are awarded. In establishing a fee policy, BPR intends to create a standard approach for all fees collected, develop transparent fee categories and definitions of the types of access or programs which are subject to various fees, and create clear cost recovery targets. The Fee Policy should be applied to all programs to promote access for community members who are historically excluded and that have been prioritized by the community. This will ensure that limited subsidies are focused where they can have the most community benefit, with an understanding that additional support may be provided based on additional funding as called for in the 2022 Parks and Recreation Plan.In determining the subsidy levels, BPR will provide subsidies based on the level of funding available and the level of community benefit each program provides. II. Background: The City of Boulder Parks and Recreation Department promotes the health and well-being of the entire Boulder community by collaboratively providing high quality parks, facilities and programs. BPR operates from five primary funds. These funds are the Recreational Activity Fund (RAF), .25 Cent Sales Tax Fund (.25ST), General Fund, Permanent Park and Recreation Fund, and Lottery Fund. Recreation Activity Fund:A special revenue/quasi-enterprise fund that is specific to the Parks and Recreation Department. The fund is the primary funding mechanism used to support recreation centers and facilities and subsidize fees for services related to the provision of recreation, reservoir and golf course services/programs that do not cover all their direct costs. This fund is supported through user and participation fees, grants and donations, and an annual subsidy transfer from the General Fund. .25 Cent Sales Tax Fund:A special revenue fund that is specific to the Parks and Recreation Department. The fund is primarily supported through a designated sales tax that was approved Attachment A. Red-Lined Recreation Fee Policy 30 3198 North Broadway • Boulder, Colorado 80304-2644 TEL 303-413-7200 www.BoulderParks-Rec.orgPage2by voters in 1995. In 2013 voters renewed the sales tax through 2035, with 85% of votes supporting the tax. The fund supports multiple aspects of the department, including operations and maintenance, administrative support services, renovation and refurbishment, and capital improvements. General Fund:The city’s largest fund that serves as the primary funding source for most governmental services. BPR uses its portion for park operations, forestry and department administration. The general fund is mostly supported through a blend of taxes, permits, fees, and intergovernmental transfers. As a result of the fund’s heavy reliance on tax revenue and pressure from other departments, the fund’s revenues, and ability to contribute to the department’s budget can fluctuate, although it has been relatively stable over the years. Permanent Park and Recreation Fund:A fund specific to the Parks and Recreation department, this source of funding is permanent according to the City of Boulder’s charter and is supported through earmarked property taxes, with the Parks and Recreation Department receiving $0.01 for every dollar of property tax collected by Boulder County. These funds are limited to the acquisition or permanent improvement of parkland, renovations, and refurbishment of recreation facilities, and is a source of funds for capital improvements. Lottery Fund:A special revenue fund that accounts for State Conversation Trust proceeds that are distributed to municipalities on a per capita basis. Money from the Lottery Fund must be used only for the acquisition, development, and maintenance of new conservation sites or for capital improvements or maintenance for recreational purposes on any public site. III. Definitions: Residency: Resident:any individual who lives at an address located within the City of Boulder service area. Non-Resident:any individual who lives outside of the City of Boulder. Resident/Worker:individuals who live or work in the City of Boulder are eligible for Resident/Worker rates for facility entry. Resident or non-resident status applies for all other types of programs. Age Based Fee Groupings: Youth:participants between 3 and 18 years old. Adult:participants between 19 and 59 years old. Senior:participants who are over the age of 60. Household:any adults, seniors or youth residing at the same address. Proof of address is required and no more than 8 members aged 19 or older. Attachment A. Red-Lined Recreation Fee Policy 31 3198 North Broadway • Boulder, Colorado 80304-2644 TEL 303-413-7200 www.BoulderParks-Rec.orgPage3Costing Definitions: Cost Recovery:the collection of revenue to pay for the direct and/or indirect costs of providing a service or program. The level of cost recovery will vary based upon the service, type of program, program category benefit level, targeted skill level, market costs and other factors. Direct Costs:The costs directly related or attributed to providing a specific service. Direct costs include staff time, materials and supplies directly related to providing the service. Indirect Costs:Costs incurred across the department that are not directly attributed to a specific service but benefits the department as a whole. Indirect costs typically include marketing expenses, software, utilities, space allocation, and management staff that support a variety of services or programs. Market Analysis:A point-in-time analysis or survey of prices charged by other agencies, public and private for a similar service. Market Analysis is typically limited to benchmark communities, local private business and non-profit organizations. Subsidy:Funding provided by the city to offset the costs of a service to support a higher level of community benefit. Based upon community input, subsidies are typically awarded to programs that support low-income residents, people with disabilities, older adults and youth. Discounts:Discounts may be provided associated with marketing and/or volume-based discounting to provide benefits to participants who are regularly using a service or program. Attachment A. Red-Lined Recreation Fee Policy 32 3198 North Broadway • Boulder, Colorado 80304-2644 TEL 303-413-7200 www.BoulderParks-Rec.orgPage4Program Benefit Categories: Community: Services that enhance the health, safety and livability of the community and therefore require minimal obstacles to participation. Recreation: Services that benefit a broad range of users and are targeted to promote physical and mental well-being. Individual: Services targeted to specific individuals or user groups with limited community benefit. IV. Policy: The Department of Parks and Recreation’s Fee Policy represents a standardized approach to program categorization and definitions, while aligning a clear subsidy level based on the level of community benefit provided. Fees are an efficient and equitable way to distribute the costs associated with providing services that exceed the ability of the tax base to support the costs. This comprehensive policy will promote community understanding with clear fee practices and financial sustainability. This Fee Policy was developed through the documentation of previous policy guidance from the Parks and Recreation Advisory Board, includes guidance received from the 2022 Parks and Recreation Plan, along with significant input from the Parks and Recreation Advisory Board, Community Connectors in Residence and City Council. This Fee Policy identifies and informs the program types and a consistent method to assign services to those types and includes the appropriate benefit level of subsidy and cost recovery target that should be achieved. Tax subsidy provided each year from the General Fund and/or other sources such as .25 Cent Sales Tax Fund should be allocated in a way that supports the cost recovery targets based on available funding, which then directs the corresponding pricing strategy each year. Attachment A. Red-Lined Recreation Fee Policy 33 3198 North Broadway • Boulder, Colorado 80304-2644 TEL 303-413-7200 www.BoulderParks-Rec.orgPage5The concept of cost recovery involves setting fees based on the total cost of providing the service and factors in the program category benefit level so that the total funding received (Taxes and User Fees) equals the total cost of providing a particular service. This is critical to the financial sustainability of public parks and recreation. V. Procedure: The department will review fees and charges for all programs and services along with cost recovery performance at least every two years as part of the annual citywide budget development process. Once the cost to provide services is analyzed, each service area will review cost recovery performance compared to stated goals within the Fee Policy. Total cost of service as well as the department’s Service Delivery Model, market analysis, and feedback from staff and participants, will inform any recommendations to the Department Director to update fees. The Department’s pricing strategy is based on several considerations: x Level of Community Benefit x Supply and Demand x Market Comparisons x Residency/Non-residency priority x Age-based prioritization with an emphasis on youth and seniors x Accessibility and health promotion x Value of Program (availability of alternative providers, quality of program) x Cost recovery philosophy x Availability of subsidy to support age-based discount, community benefit recreation and financial aid. Each activity will be sorted into a program type. Each program type will have a minimum cost recovery rate and a target cost recovery rate. Programs that are being introduced will likely be at the minimum cost recovery rate; over the lifecycle of the program, the goal will be to achieve the target cost recovery rate. While setting rates, staff must evaluate market rates and demand for the activity to determine price sensitivity for any proposed price adjustments. If the price is too high and/or there is little demand for the program, staff must consider the feasibility of reducing costs, reducing fees or propose the elimination of the program. To minimize impacts to participants, fee increases may be limited to 10% in a year for any community or recreation level programs. Fee increases may be phased in over a 2-to-3-year period to minimize impacts to participants. When establishing fees, BPR will support fees that the market will bear, even if this exceeds the cost recovery targets. Additionally, BPR will not undercut the market as it is not a good use of subsidy and jeopardizes the overall health of the market. Programs with high demand should also evaluate fee increases to improve cost recovery. Both tactics will allow the department to reinvest in other program areas with lower cost-recovery goals, in turn allowing the department to reduce the reliance on tax subsidy and reinvest in priority programs. During future updates to the Fee Policy, BPR will adjust the cost recovery targets accordingly based on actual performance. Attachment A. Red-Lined Recreation Fee Policy 34 3198 North Broadway • Boulder, Colorado 80304-2644 TEL 303-413-7200 www.BoulderParks-Rec.orgPage6To ensure there is equitable access for populations the community has prioritized, the department will continue to subsidize access for low-income individuals, people with disabilities, youth and seniors. The department is committed to maintaining financial aid programs to qualifying Boulder residents, providing subsidized access to facilities and programs, as funding allows. All fee updates will be reviewed annually by the Parks and Recreation Advisory Board and for consideration by City Council with the adoption of the operating budget each year. The City Manager shall give notice regarding changes in fees by filing a schedule of fees with the City Clerk and displaying the changed fees on the City’s website. Increases shall not take effect until at least two weeks have passed since notice was given. Fees shall be in effect as of the effective date specified in the schedule. Fees may be temporarily discounted or reduced through special promotional pricing as warranted. The City Manager may reduce fees from time to time as market conditions warrant, and may also raise them again, so long as the fee never exceeds that specified in the fee schedule. Below are the program types with associated category benefit level and cost recovery target goals, definitions and examples of activities. These are examples of various types: they are not all-inclusive lists and program offerings change over time. Program Type Program Category Benefit Level Cost Recovery Program Definition Examples of Services Included Open Access Community 0% Access to parks, park amenities, pathways and natural areas. Open access allows for self- directed activity and does not include supervision or oversight by staff. Pocket, neighborhood, and community parks, skateparks, playgrounds, multi- use paths, non- reserved outdoor courts, dog-parks Grants, Philanthropy & Donations Community Grants, philanthropy and donations which further the mission of the department by providing outside funding for a specific focus which increases access and/or removes barriers to participation Health Equity Funds, Grants, Memorial Benches, Tree Donations, Project Specific Donations Special Events Community 10%+ Large-scale events that appeal to a broad portion of the community. Snow Much Fun, Holiday Lights Attachment A. Red-Lined Recreation Fee Policy 35 3198 North Broadway • Boulder, Colorado 80304-2644 TEL 303-413-7200 www.BoulderParks-Rec.orgPage7Recreation 70%+ Large-scale events produced by the department and/or city intended for a specific demographic within the community. Drive-in movies, Sweetheart Dances, Halloween Carnival Individual 100%+ Large-scale events with pre-registration required for a niche market or specific interest. Typically provided by non-department organization Organized races Recreation Services Community 50%+ Foundational classes, leagues and workshops which include instruction and the primary goal of introducing participants to basic skills at a “learn to” level; programs which facilitate access to other program types Facility childcare, beginner level sports, fitness orientations, EXPAND programs, Youth Services Initiative (YSI), aquatics clinics Recreation 70%+ Classes, leagues, clinics and workshops with instruction provided at an intermediate level Intermediate level sports, enrichment classes, youth sport leagues, camps Individual 100%+ Classes, leagues, clinics and workshops with instruction provided at an advanced level of training and development; private or semi-private setting to meet unique needs of an individual or small group Advanced level sports, specialty fitness, adult sports leagues, competitive team events, boating Facility Entry Recreation 90%+ Access to recreation centers, indoor & outdoor pools, outdoor swim beaches and passive recreation at Boulder Reservoir where monitored access is provided for self-directed activity with general supervision and oversight provided by department staff Facility admission, drop-in classes, swim beach, passive recreation at Boulder Reservoir Attachment A. Red-Lined Recreation Fee Policy 36 3198 North Broadway • Boulder, Colorado 80304-2644 TEL 303-413-7200 www.BoulderParks-Rec.orgPage8Resale Items Individual 100%+ Consumable and non- consumable goods available for purchase Swim diapers, locks, food or concessions, clothing, pro-shop items Contracted Programming Individual 100%+ Registered programs offered by a non- city/department agency that operate under a revenue share/profit split Specialty summer camps, Tennis lessons Golf Course Individual 100%+ Utilization of golf course and related amenities Driving range, rounds of golf, cart rentals, tournaments Rentals Individual 100%+ Space, facility, equipment, park and shelter reservations for a use by an individual, group or organization. Field rentals, court rentals, facility rentals, shelter rentals, lane rentals, private access rentals Commercial Use Individual 100%+ Fee based instruction, education, care or supervision on park land provided by an individual, group or organization. Yoga in a park, summer camps or nature programs held exclusively at a park. Attachments: x Attachment A – Parks and Recreation Department Fee Schedule Attachment A. Red-Lined Recreation Fee Policy 37 BPR Market Study Comparison for Rentals/Fees 1 PPAB October 2023 Attachment B. 2023 Market Rate Comparison Fee Policy 38 2 Internal Spaces at Recreation Facilities Aquatics Indoor & Outdoor Pools Athletic Fields, Courts & Park Shelters Boulder Reservoir Permits, Picnics & Storage Flatirons Golf Course Rounds of Golf & Passes Market Study Overview •BPR rental rate/fee comparison to local municipalities, state parks, private and public organizations •External benchmarking based upon proximity, common services & amenities BPR 2023 Market Study: Rentals/Fees Attachment B. 2023 Market Rate Comparison Fee Policy 39 3 Rental: Internal Spaces Description Small Space Medium Space Large Space Extra Large Space Studio/Multi- purpose Space Racquetball Courts Gymnasium Half Gymnasium Rental Lobby BPR Example SBRC Multi-purpose Stretching Room NBRC Multi-purpose EBCC Classroom 1/3 EBCC Ballroom EBCC Ballroom Dance or Aerobics Studio/Community Lounge Racquetball Courts Basketball Gym 1/2 Gymnasium NBRC/SBRC Lobby Square Feet Under 1,000 Up to 2,000 2,000-5,000 4,500+1,000+800 5,000-8,500 2,500-4,250 Up to 2,500 Rental Capacity PPL 1-25 25-100 100-150 150+Varies N/A Varies Varies Varies Function Small conference classroom/multi- purpose room Medium conference/ classroom Large conference/ party space Large conference/ party space Multi-purpose space Racquetball Courts Gymnasium 1/2 Gym Rental Lobby Area/Casual Space BPR Current Resident Rate $35 $35-55 $75 $150 $35-80 No Charge $80 $40 $35 Public Average Resident Rate 33 63 100 235 44 No Charge 82 52 Boulder JCC 25 40-60 N/A Variable 50-75 N/A 85-150 N/A 40-150 BVSD Rate: Adult (Elem/MS/HS)30 N/A See multi- purpose -/45/69 40/42/78 N/A 53/66/86 N/A N/A CU Boulder 36 50-60 70 Variable 60-70 N/A 60 N/A N/A BPR 2023 Market Study: Rentals/Fees Market Study •Resident, adult or a flat rate utilized for comparison. Rental rates are hourly. •Description categorization based upon square footage, capacity, or function •BPR rates for medium & studio space are below market •Boulder JCC, BVSD, and CU Boulder •Provide the best market comparison for proximity and room types/purpose •BVSD charges a staggered large group surcharge on top of base rate for 50+ people N/A indicate no offering, comparable or published data Attachment B. 2023 Market Rate Comparison Fee Policy 40 4 Rental: Aquatic Spaces Description Pool Patio Indoor Lap Lane Rental (25 yard or meter) Outdoor Pool Lap Lane (25 yard or meter) Indoor/Outdoor Pool Lap Lane 50 meter Outdoor Cabana Indoor/Outdoor Leisure Pool Space/Party Rental Average per hr. BPR Example Pool Patio EBCC/NBRC/SBRC Lap Lane: 25 yd Scott Carpenter Pool Spruce Pool Lap Lane: 25 yd Scott Carpenter Pool 50-meter lane Scott Carpenter Pool Cabana- 4 hours Scott Carpenter Pool Party BPR Current Rate $35 $16 $27 $36 $20 $100 Public Average Rate Included in Parties 14 14 24 35-3 hours 95 Lafayette YMCA- 25 m Johnston YMCA party N/A 14 14 N/A N/A 115 Boulder Elks N/A N/A 13.50 N/A N/A N/A CU Boulder Included with Outdoor pool Rental Full pool rental 8 lanes- 25 yards N/A N/A N/A 120 VMAC, Thornton N/A 7 N/A 14 N/A N/A Market Study •Resident and adult rates utilized for comparison. Rates are hourly except cabana. •BPR lane rental rates are higher than surrounding municipalities and organizations •Full pool & party rental is advertised more- limited data and/or offerings for individual lane rentals •CU does not publicize individual lane rental •VMAC adds on staffing costs ($30/hour) for full pool rentals- host many full rental meets BPR 2023 Market Study: Rentals/Fees N/A indicate no offering, comparable or published data Attachment B. 2023 Market Rate Comparison Fee Policy 41 5 Description Tennis Court Recreation Small Field Multi-Purpose/ Satellite/ Recreation Field Premier Field Baseball Diamond/ Soccer Field Basketball Court Park Shelter per Day Field Rental Add-On Field Rental Add-On Field Rental Add-On BPR Example Tennis Court Pleasant View 1a North Boulder Park Pleasant View Field/ Scott Carpenter Gerald Stazio East Mapleton Pleasant View EBCC Basketball Court Outside Outdoor Shelter- Varying Sizes Field "Touch Up" Lining/ Painting Field Porto/Trash Lights BPR Current Rate $6 per 1.5 hr.$26 $31 $80 $40 $30 $100 $35-95 $200-500 $40 Public Average Rate 7 per 1-2 hr.25 22 44 27 25 120-210 48 150-275 24 BVSD Adult Rate 9 per hr.N/A 70 158 70 N/A N/A N/A N/A N/A CU Boulder 20 per hr.N/A 50-60 100-150 50-75 20 N/A N/A N/A Yes - No Posted Fee Rental: Fields, Courts & Park Shelters Market Study •Resident/adult rates utilized for comparison. Field & basketball court rental rates are hourly. •BPR tennis rates are inline with Broomfield, Erie & Lafayette •BPR field rental rates are higher than surrounding municipalities •Some municipalities charge a flat set-up fee on top of hourly rental •BPR rates are lower than BVSD and CU Boulder for tennis court and field rentals •Provide the best market comparison for proximity, rental types & condition •BVSD does charge a higher youth/adult commercial rate (e.g., fields $110, turf $179) •Shelter Day Rate-BPR is below surrounding communities. OSMP Resident- $50 or $100/hr.BPR 2023 Market Study: Rentals/Fees N/A indicate no offering, comparable or published data Attachment B. 2023 Market Rate Comparison Fee Policy 42 6 Body of Water State or Municipal Fee Season Annual Pass option Powerboats Allowed Non-Vehicle Entry Fee Vehicle Fee Add'l Boat Fee Per person fee Wake Information Additional Information Boulder Reservoir Municipal April 1 - October 31 High Season Memorial Day to Labor Day Yes- BPR Access Fees Yes Per Person Fee April 1-May 25 & Sept. 5-Oct. 31 $10 carload Yes N/A Designated wake and wakeless hours Aurora Reservoir Municipal Year-round $75 NR/$65 R No gas powered No $10/day weekdays, $15/day weekends/holidays, $10/day off-season $15 for trailered boats, no fee for SWC N/A Wakeless boating only Bear Creek Lake Park Municipal Year-round $80/$50senior <10HP No 10 No N/A Designated no wake zones but no other days/times specified Durango/Nighthorse Municipal mid April-early Nov $80 Household, $60 Senior, $25 Walk/Bike Yes 4 10 No N/A Mon/Wed/Fri & Before 10am No Wake $25/day busses Standley Lake Municipal Year-round 65 No N/A 7 $200/season $10 per day N/A No trailered watercraft allowed Boating season is only May 1-Sept 30 though fees remain in place year round. Union Reservoir Municipal Year-round $65 R/$150 NR Yes, but wakeless 2 $10 Weekdays/$12 Weekends $5 small craft/$8 trailered N/A All wakeless Walk in only Nov 1-Feb 28, but fees still apply. Carter Lake County Year-round $100/Vehicle R, $130/Vehicle NR, $200/Car+Boat R, $260/Car +Boat NR Yes not listed 10 $10/trailered watercraft N/A Designated no wake zones but no other days/times specified Managed by Larimer County, no fee listed for SWC daily entrance. Similar fees to Horsetooth Reservoir. ANS decon fees not listed Horsetooth Reservoir County Year-round $100/Vehicle R, $130/Vehicle NR, $200/Car+Boat R, $260/Car +Boat NR Yes not listed $10/vehicle $10/trailered watercraft N/A Designated no wake zones but no other days/times specified Managed by Larimer County, no fee listed for SWC daily entrance. Similar fees to Carter Lake. ANS decon fees not listed Barr Lake State Year-round $80 permanent, $120 transferable, $70 seniors <10HP not listed $10 No $4 Wakeless boating only Only low powered fishing vessels, sailboats, and SWC allowed Boyd Lake State Year-round $80 permanent, $120 transferable, $70 seniors Yes not listed $10 No N/A Designated areas of the lake for wakeless and for skiing (e.g. south end for skiing), No specific wakeless days/times Chatfield Reservoir State Year-round $80 permanent, $120 transferable, $70 seniors Yes, only on main reservoir not listed $10 No N/A Divided into zones for each type of activity. No other days/times specific. SWC allowed on any water inside of park, powerboats only allowed on main reservoir. Full service Marina Cherry Creek Reservoir State Year-round $83 permanent, $123 transferable, $73 seniors Yes not listed $11 No N/A Designated no wake zones but no other days/times specified Front Range Recreational Water AAttachment B. 2023 Market Rate Comparison Fee Policy 43 7 Reservoir: Boat Permits & Aquatic Nuisance Species (ANS) Protocol Location Powered Watercraft Season Permit Unpowered Watercraft Season Permit Small Watercraft Season Permit ANS Fee BPR Example Powered Watercraft 50-499 HP Sailboat Kayak Canoe Stand Up Paddleboard Decontamination Boulder Reservoir R $580/NR $700 R $250/NR $300 R $55/NR $65 Inspection Fees range between $10-$200 based on watercraft size Aurora Reservoir Not Allowed $15 No Fee Inspection- No Listed Fee Union Reservoir Not Allowed R $50/NR $112 R $20/NR $40 Inspection- No Listed Fee Standley Lake Not Allowed $200 $200 Inspection w/ season pass or $10 daily entrance fee Horsetooth Reservoir/Carter Lake Inspection- Annual Fee $25 in-state/$50 out of state Chatfield Reservoir Inspection- Annual Fee $25 in-state/$50 out of state Cherry Creek Reservoir Inspection- Annual Fee $25 in-state/$50 out of state BPR 2023 Market Study: Rentals/Fees Market Study: •Boulder Reservoir is unique in being one of the few municipalities to allow powerboats over 10HP •BPR has Lake Patrol services at all times the facility is open •Comprehensive ANS program with boat inspectors available for entrance/exit inspections when facility is open •Colorado Parks & Wildlife state funding & fees are not comparable State Annual Boat Registration: $35.25-$75.25 Combination Vehicle and Boat R$200/NR $260 State Annual Boat Registration: $35.25-$75.25 State Annual Boat Registration: $35.25-$75.25 Attachment B. 2023 Market Rate Comparison Fee Policy 44 8 Description Shelter Rentals/Picnic Per Day BPR Example Rental package fees vary based on attendance and amenities & included tables, grill, canopy(s) & waste containers Boulder Reservoir $350-Silver up to 100 ppl $575-Gold from 100-200 ppl $725-Platinum from 150-300 ppl $1200-Five Star from 75-300 ppl Aurora Reservoir $75-350 Barr Lake, Brighton $160 Boyd Lake, Loveland $90-weekdays $180-weekends Waneka Lake, Lafayette $258 Union Reservoir, Longmont $115- weekday only Reservoir: Picnics & Storage Market Study: Picnics/Shelters •Fees are based on high season rental rates •Comparisons provide only a covered shelter near body of water •Fees/structure compares to a ‘typical’ park shelter •BPR above market rates but provide different set-up Market Study: Boat Storage •Boulder Reservoir is annual fee & falls in line with market rates outside Boulder •Annual fee is below Boulder facilities •Boulder Reservoir requires season permit to access storage Location Covered Uncovered Wet Mooring Boulder Reservoir N/A R $719/NR $900-paved R $634/NR $792-gravel R$846/NR$1058 season Tommy's N/A $100/mo.N/A Union Reservoir N/A R $490/NR $1074 season N/A Carter/Horsetooth N/A N/A $1161-$1562 season Boulder RV & Boat Self Storage N/A $100/mo.: back-in $115/mo.: pull thru N/A Arapahoe Self Storage-Boulder $160/mo.$130/mo. N/A StorQuest Self Storage- Boulder $275/mo.N/A N/A Boyd Lake N/A $75/mo.; $400/season $230-265/mo. Boyd Lake Boat RV & Storage $250-305/mo. $85/mo.: back-in $100/mo.: drive-thru N/A Louisville Boat & RV Storage N/A $43-60/mo. N/A Chatfield Marina N/A $1080-$1440/season based on size N/A N/A indicate no offering, comparable or published data Attachment B. 2023 Market Rate Comparison Fee Policy 45 9 Flatirons Golf Course: Rounds of Golf & Passes BPR 2023 Market Study: Rentals/Fees Course Location 9 Hole Weekday Rate 9 Hole Weekend Rate 18 Hole Weekday Rate 18 Hole Weekend Rate Annual Pass Value Plan Notes Flatirons Golf Course Current Rate Boulder $27 $29 $40 $45 $1,199 Adult $999 Senior $349/$449 Youth 20 -9 hole rounds $599 Adult $499 Senior $7 per nine and $10 per eighteen surcharge for punch passes. Indian Peaks Golf Course Lafayette 32 35 55 70 N/A $22 cart fee per rider Coal Creek Golf Course Louisville 28 30 51 62 $2730 – Adult $2566- Senior N/A 3 free guest rounds with pass. South Suburban GC Centennial 26 28 51 53 Resident Only: $1000 M-F plus $6 per round surcharge $480 –20 nines Has Resident and Non- Resident Fees Ute Creek Golf Course Longmont 27 29 46 51 $1760 plus $8 per round surcharge. $625 – 20 rounds weekday only Must take cart on weekends Twin Peaks Golf Course Longmont 23 24 36 40 $1320 plus $8 per round surcharge $510 –20 rounds weekday only Walnut Creek Golf Preserve Westminster 28 31 49 59 $3200 – 50 cap N/A Walnut and Legacy pass Legacy Ridge GC Westminster 28 31 49 59 $3200 – 50 cap N/A Walnut and Legacy pass Broadlands Golf Course Broomfield 30 35 57 67 By request N/A $20 cart fee per rider Westwoods GC Arvada 27 30 50 61 $4050 $637 – 15 - 18”s $21 cart fee per rider Thorncreek GC Thornton 25 28 48 56 $2800 N/A Discount cart fees with pass Collindale /Southridge GC Ft Collins 25 25 44 44 $650 plus $6 per round surcharge N/A 20 rounds Foothills GC Denver 25 28 45 55 N/A N/A $22 cart fee per rider Fossil Trace Golden 40 45 100 110 N/A N/A Rates include cart Riverdale Dunes Brighton 27 27 44 54 N/A $740 for 20 rounds $18 cart fee per rider Market Average 28 30 52 60 Market Study •Rounds of Golf •BPR rates for 9 holes are comparable to market average •BPR rates for 18 holes are below market average •Passes are below market rates Attachment B. 2023 Market Rate Comparison Fee Policy 46 Thank you. 10 Attachment B. 2023 Market Rate C omparison F ee Pol icy 47 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 1 Attachment D: Parks and Recreation Department Fee Schedule This fee schedule provides detail in support of the BPR Fee Policy for the department’s facilities and operations. The Definitions found in the Fee Policy apply throughout this document and are incorporated by reference. Subsidy Levels To advance equity by lowering barriers and supporting access based on the priorities identified in the 2022 BPR Plan, subsidy is provided to programs that support low-income residents, people with disabilities, older adults and youth. Other Facility Use and Services Any other Boulder Parks and Recreation facility or service not listed specifically in this fee schedule or elsewhere shall be available at the discretion of the Parks and Recreation Department Director. The Director or their designee will determine the applicable fees and necessary requirements. Staffing Additional fees may be charged for events, rentals, and reservations that require staff above and beyond those that are regularly scheduled to work. An additional premium applies for staffing that must take place outside of regular operational hours, recognizing it requires a shift in regular scheduling and management support to administer. Specific fees are based on the approximate cost of staff as follows: Staff Category Hourly Rate Per Employee Seasonal & Temporary (Non-Standard) Staff $22.50 Standard Operations Staff $38.00 Standard Management Staff $59.00 Overtime/After Operating Hours 2x multiplier Fees by Program Type I.Open Access Access to parks, park amenities, pathways and natural areas. Open access allows for self-directed activity and does not include supervision or oversight by staff. No fees are associated with the use of Open Access facilities. II.Grants, Philanthropy & Donations Grants, philanthropy and donations which further the mission of the department by providing outside funding for a specific focus which increases access and/or removes barriers to participation. Attachment C. Draft 2024 Fee Schedule 48 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 2 Attachment D: Parks and Recreation Department Fee Schedule No fees from customers are associated with this revenue category, though a portion of funds may be due to pass-through organizations. III.Special Events Large-scale events that involve reservation of department facilities and parks. Depending on the intended audience of the event, any of the 3 community benefit levels may apply. Typically, most Community and Recreation level programs are produced by the department and/or city, that fees would primarily apply for Special Events with an Individual Benefit level. Citywide Special Events Office may have additional fees beyond fees charged for Parks and Recreation facilities, programs, and staff. a.Special Event Fees Special Events Per Day 50 – 250 people $300.00 251 – 1,000 people $500.00 1,001 – 5,000 people $1,250.00 5,001 – 50,000 people $2,000.00 50,000+ people $2,500.00 Glen Huntington Bandshell Per Day 50 + people $900.00 Special Event Locations: Boulder Creek Path, Central Park, EBCC Community Park, North Boulder Park, SBRC – Harlow Platts Park b.Reservoir Events Per Day April 1 – Oct 31 Per Day Nov 1 – March 31 Full facility closure $15,000.00 $7,500.00 Reservoir Basic site $400.00 $200.00 Reservoir Premier site $600.00 $300.00 ½ Parking Lot (double for full) $250.00 $125.00 Restrooms N/A $200.00 Reservoir Lake Per Hour April 1 – Oct 31 Per Hour Nov 1 – March 31 Attachment C. Draft 2024 Fee Schedule 49 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 3 Attachment D: Parks and Recreation Department Fee Schedule Reservoir Lake closure inside no wake area $75.00 $50.00 Reservoir Lake wake area ½ $500.00 $250.00 Reservoir Lake wake area Full N/A $500.00 Picnic Fees: Basic Site Per Event Premier Site Per Event Silver $400.00 $440.00 Gold $625.00 $685.00 Platinum $800.00 $880.00 5 Star $1,300.00 $1425.00 Per participant impact fees $5.00 - $6.00 per participant based on impact of event $4.00 - $6.00 per participant based on impact of event Per car participant fee for picnics only $10.00 $10.00 Room Rentals: Resident Per Hour Non-Resident Per Hour Main building dining room $100.00 $120.00 Outdoor patio $50.00 $60.00 c.Valmont Events Valmont hosts limited Special Events during a typical year, so for each of those instances applicable fees will be calculated based on the projected impact, staff resources, and exclusivity of the rental based on the principles and targets in the Fee Schedule and Fee Policy. IV.Recreation Services Fees associated with recreation programs and services are determined based upon the department’s Service Delivery Model and may be updated each program session. Rates are published in the Recreation Activity Guide each registration session. V.Facility Entry Access to recreation centers, pools, and other facilities are consistent across the BPR system. Visitors may pay for individual daily entries, packages of “punches” to be used for entrance , or memberships that allow unlimited use during a set time period. a.General Definitions & Promotions: Attachment C. Draft 2024 Fee Schedule 50 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 4 Attachment D: Parks and Recreation Department Fee Schedule i.Resident/Worker Fee: Rate reflects a discount for those who either live or are paid employees of businesses or organizations within the city limits of Boulder. ii.Household: Any adults, seniors or youth residing at the same address (anyone 19 years old and over must provide proof of same-address residency). The package may not include more than 8 members aged 19 or older. iii.Additional Annual Pass Family Members: First family member pays highest full price; additional family residing at the same address qualify for 50% off. Unlimited Annual passes only, purchased at the same time. iv.Military and Public Service Discounts: A 15% discount on monthly or annual passes is available to Active Military & Veterans; Local, State, Federal Government employees within the city of Boulder; and University and School District employees within the city of Boulder. v.Silver Sneakers, Renew Active, One Pass, Silver & Fit: These programs encourage older adults to participate in physical activities that will help them to maintain greater control of their health. Many insurance companies offer these benefits to their members which allows them to access the Boulder recreation centers and participate in drop-in activities. This does not include registered programs (see Section IV – Recreation Services above). b.Single Visit – Unlimited facility access within the same day Ages Daily Entry Fee Resident/Worker Rate Adult (19-59) $12.00 $10.00 Senior (60+) $9.00 $7.50 Youth (3-18) $7.25 $6.00 Group Daily (4 entries; max 2 adults) $32.00 $27.00 c.10 Visit Pass Ages Non-Resident Rate Resident/Worker Rate Adult (19-59) $108.00 $90.00 Senior (60+) $81.00 $68.00 Youth (3-18) $65.00 $54.00 d.Monthly Pass Attachment C. Draft 2024 Fee Schedule 51 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 5 Attachment D: Parks and Recreation Department Fee Schedule Ages Non-Resident Rate Resident/Worker Rate Adult (19-59) $83.00 $69.00 Senior (60+) $62.00 $52.00 Youth (3-18) $50.00 $41.00 Household $133.00 $110.00 e.Annual Pass Ages Non-Resident Rate Resident/Worker Rate Adult (19-59) $864.00 $720.00 Senior (60+) $648.00 $540.00 Youth (3-18) $522.00 $432.00 Household $1,382.00 $1,152.00 f.Unlimited Summer Fun Pass Ages Non-Resident Rate Resident/Worker Rate Adult (19-59) $249.00 $207.00 Senior (60+) $186.00 $156.00 Youth (3-18) $150.00 $123.00 Household $399.00 $330.00 *Valid from Friday before Memorial Day to Labor Day g.Reservoir Only Fees: i.Flank Season Fees & Twilight Entry Fees Season Individual Carload Flank Season* $5.00 $10.00 Twilight Entry** $5.00 $10.00 Large Vehicle fee – buses, vans, etc. $10 + $3 for every person over 10 people *April 1 to Thursday before Memorial Day & Tuesday after Labor Day to October 31 ** 6:00 pm to facility close ii.Reservoir Only Annual Pass (January 1 to December 31) Ages Daily Entry Fee Resident/Worker Rate Attachment C. Draft 2024 Fee Schedule 52 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 6 Attachment D: Parks and Recreation Department Fee Schedule Adult (19-59) $414.00 $345.00 Senior (60+) $310.00 $260.00 Youth (3-18) $249.00 $207.00 Household $662.00 $552.00 VI.Resale Items Consumable and non-consumable goods available for purchase at BPR facilities. Resale items change throughout the year based on season, availability of product and price. All resale items will be priced at 100% recovery of direct costs or higher. Discounting may be used to reduce inventory. VII.Contracted Programming Registered programs offered by a non-city/department agency that operate under a revenue share/profit split. If city staff are managing registration and payment, a revenue split of at least 30% to the city is expected with 70% to the partner, whereas if the partner is handling those tasks, the revenue split would be at least a 20% to the city and 80% to the partner. It is expected that contractors support department priorities of supporting participation among youth, seniors, people with disabilities and low incomes to encourage a greater diversity of participation. VIII.Golf Course The fees for Flatirons Municipal Golf Course year-round are: a.Per Round (Monday through Thursday) Ages 9 Hole 18 Hole Adult $27.00 $43.00 Senior $22.00 $37.00 Youth $19.00 $29.00 b. Per Round (Friday to Sunday) Ages 9 Hole 18 Hole Adult $29.00 $48.00 Senior $25.00 $43.00 Youth $21.00 $31.00 c.Annual Pass: Ages Per Year Attachment C. Draft 2024 Fee Schedule 53 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 7 Attachment D: Parks and Recreation Department Fee Schedule Adult $1,500.00 Senior $1,200.00 Junior (14 to 17) $414.00 Youth (Under 14) $314.00 d.Value Plan Card Ages Per Pass 9 Hole w/ Value Plan 18 Hole w/ Value Plan Adult $699.00 $9 per round $12 per round Senior $599.00 e. Other Fees: Practice Range Balls Per Item Small – 40 balls $7.00 Medium – 75 balls $10.00 Large – 100 balls $13.00 Carts (per person) 9 Hole 18 Hole Riding Cart with GPS $13.00 $18.00 Push Carts $4.00 $6.00 Rental Clubs 9 Hole 18 Hole Standard Clubs $9.00 $18.00 Performance Clubs $30.00 $45.00 IX.Rentals Space, facility, equipment, park reservations for a use by an individual, group or organization. a.Reservoir-Specific User Groups, Events and Picnics Exclusive Use Youth Per Hour Adult Per Hour Hourly Rate Based on Expenses $284.00 2024 Rates $170.50 $213.00 Add Ons Per Day Fire Extinguisher $10.00 Large Ice tub $20.00 Attachment C. Draft 2024 Fee Schedule 54 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 8 Attachment D: Parks and Recreation Department Fee Schedule Charcoal Grill $40.00 Picnic Tables $20.00 20’ x 20’ canopy $350.00 20’ x 30’ canopy $400.00 Equipment Use Per Hour Loader / Tractor $85.00 Personal Water Craft $30.00 Motor Boat $50.00 b.Boating Decontaminations Per Craft Small craft $20 Large craft $50-$250 (depends on severity) Annual Boat Storage: Mooring Resident Non-Resident Rack $300.00 $380.00 Gravel $665.00 $830.00 Paved $755.00 $945.00 Wet $890.00 $1110.00 Annual Boat Permits Resident Non-Resident ANS Fee – Small watercraft $25.00 $25.00 ANS Fee Sail and Motor $50.00 $50.00 Season – 7 days per week: Resident Non-Resident Powered 50-499 HP $600.00 $735.00 Powered 1-49 HP and Sail boats $265.00 $315.00 Small watercraft $60.00 $70.00 Weekday – Mon – Fri (excludes holidays) Resident Non-Resident Powered 50-499 HP $340.00 $400.00 Small watercraft $40.00 $45.00 c.Outdoor Sport Fields & Tournaments Rental Space Yo uth Per Hour Adult Per Hour Inline Hockey Rink $16.00 $19.00 Attachment C. Draft 2024 Fee Schedule 55 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 9 Attachment D: Parks and Recreation Department Fee Schedule Horseshoe Pits $27.00 $32.00 ½ Multi-purpose / Satellite /Recreation Field $18.00 $25.00 Multi-purpose / Satellite / Recreation Field $28.00 $35.00 Baseball & Softball Diamond / Soccer Fields $35.00 $44.00 Premier Field $67.00 $88.00 Add On’s Lights $45.00 $45.00 Painting & Striping $38-110 Garbage At Cost At Cost Portalet Rentals At Cost At Cost Added Prep Costs See staff rates See staff rates Cost Multipliers: Daily rate is equivalent to 7.5 hours booked Multi Day/Tournament rate is equivalent to 6 hours booked over multiple days Multi-Purpose / Satellite / Recreation Field: Aurora 7 Park, Arapahoe Ridge Park, Columbine Park, Foothills Community Park, East Boulder Community Park, Harlow Platts Community Park, Keewaydin Meadows Park, Martin Park, North Boulder Park, Tant ra Park, Summitt Middle School, Tom Watson Park, Valmont Regional Park Baseball & Softball Diamond / Soccer Field: East Mapleton Ballfields, Gerald Stazio Softball Fields, Pleasant View (Fields 2-12) Premier Fields: East Boulder Community Park (artificial turf only), Pleasant View (Field 1), Scott Carpenter Park d.Outdoor Space Rentals Resident / day Non-Resident / day Park Shelters $100.00 $125.00 Alcohol Permit $25.00 $25.00 Parking Lots $100.00 $100.00 Chautauqua Lawn Free – permit & deposit required Valmont Park Resident Non-Resident / day Shelter - 3 hours $150.00 $150.00 Park Shelters: Foothills Community Park, Harlow Platts Park, Martin Park, North Boulder Park Parking Lots: full closure of a parking lot is per day Attachment C. Draft 2024 Fee Schedule 56 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 10 Attachment D: Parks and Recreation Department Fee Schedule e.Outdoor Court Rentals: Court Type Fee Per Hour Sand Volleyball Court $30.00 Pickleball Court $6.00 Handball Court $8.00 Tennis Court $6.00 Tennis Court with Lights $10.00 Platform Tennis Court $5.00 Basketball Court $33.00 f.Indoor Space Rentals Resident / Hour Non-Resident / Hour Small Room Rental $40.00 $50.00 Large Room $65.00 $80.00 Specialty Recreation Facility $80.00 $100.00 Basketball ½ Gym $50.00 $62.50 Basketball Full Gym $110.00 $135.00 EBCC Ballroom $250.00 $250.00 Gymnastics Birthday Party (up to 15 individuals) $325.00 $395.00 NBRC Gymnastics Room $2,575.00 / day Small rooms: SBRC Lobby and Stretching Room; Indoor Racquetball Court Large rooms: All Centers: meeting or classroom space EBCC: 1/3 of ballroom NBRC: 2/3 of multipurpose room SBRC: Ninja Studio; Community Lounge Specialty Recreation Space: not normally rented except for special occasions: Full multipurpose room, dance rooms, aerobics room, yoga room, childcare room g.Aquatics Rental Space Youth Per Hour Adult Per Hour Pool Patio $35.00 $42.00 Indoor Lap Lane – 25yd $16.00 $20.00 Attachment C. Draft 2024 Fee Schedule 57 Attachment D: Parks & Recreation Department Fee Schedule Draft for PRAB Review – October 2023 11 Attachment D: Parks and Recreation Department Fee Schedule Outdoor Lap Lane – 25yd $16.00 $20.00 Scott Carpenter Lap Lane – 50m $32.00 $40.00 Leisure Pool Space $64.00 $80.00 Cabana Rental Resident Non-Resident Rental + admission fee 4 hour rental $40.00 $50.00 Cabana Party 2 hour rental $200.00 $250.00 Additional Person $5.50 $5.50 X.Commercial Use User groups and other entities rent space from the department and provide programming outside the scope of BPR services. Currently guided by a 2012 pilot program with minimal charges applied based upon participation; to be reviewed in 2024. a.Rentable Properties For all 1+ year leases such as Boulder Reservoir Main Building Restaurant Space, Flatirons Golf Course Food and Beverage Space, Harbeck House, etc., staff issue a formal Request for Proposal with lease terms agreed upon by the Department and confirmed by the Parks and Recreation Advisory Board (leases up to 3 years) and City Council (leases over 3 years). The department’s preference is a base rent plus a percentage of revenue, with tenant responsible for all utilities. b.Park Commercial Use Program (2012 Pilot) Minimum Visitors* Maximum Visitors Quarterly Fee 50 250 $50.00 251 500 $250.00 501 1000 $500.00 1,001 2,000+ $750.00 *Total projected visitations over a quarter Attachment C. Draft 2024 Fee Schedule 58 Line # Facility / Activity NameCurrent Rate New Rate% Change Notes1 AQ: SCOTT: 25yd Lap Lane/Contract: All: ForProfit20.00$                 20.00$ 0% Removing Contract/For Profit; changing to Adult; 20% discount for Youth2 AQ: SCOTT: 50m Lap Lane/Contract: All: ForProfit30.00$                 40.00$ 33% Removing Contract/For Profit; changing to Adult; 20% discount for Youth3 AQ: SCOTT: Cabana Extra Person Fee: All: Std5.00$ 5.50$ 10%4 AQ: SCOTT: Cabana Party Rental: All: NonRes125.00$               125.00$ 0%5 AQ: SCOTT: Cabana Party Rental: All: Res100.00$               100.00$ 0%6 AQ: SCOTT: Cabana Rental: All: NonRes30.00$                 50.00$ 67% Market Rate Adjustment7 AQ: SCOTT: Cabana Rental: All: Res20.00$                 40.00$ 100% Market Rate Adjustment8 AQ: SCOTT: Leisure Pl/Advance Group Fee: All: Std5.00$ 5.50$ 10%9 AQ: SCOTT: Water Polo ‐ Contract: All: ForProfit20.00$                 80.00$ 300% Equivalent to 4 lane lines10 AQ: SPRUCE: Lap Lane ‐ Contract: All: ForProfit20.00$                 20.00$ 0% Removing Contract/For Profit; changing to Adult; 20% discount for Youth11 CTR: ALL: Gymnasium 1/2 Gym : All: NonRes50.00$                 62.50$ 25% Adjustment for market rate and actual costs ‐ last update in 201612 CTR: ALL: Gymnasium 1/2 Gym : All: Res40.00$                 50.00$ 25% Adjustment for market rate and actual costs ‐ last update in 201613 CTR: ALL: Gymnasium Full Gym: All: NonRes100.00$               135.00$ 35% Adjustment for market rate and actual costs ‐ last update in 201614 CTR: ALL: Gymnasium Full Gym: All: Res80.00$                 110.00$ 38% Adjustment for market rate and actual costs ‐ last update in 201615 CTR: ALL: Racquetball Drop in: All: Std‐$ ‐$ 0% Included at no cost with daily admission16 CTR: ALL: Racquetball Reserv (Zero Fee): All: Std‐$ ‐$ 0% Included at no cost with daily admission17 CTR: ALL: Room Rental: All: NonRes37.00$                 40.00$ 8%18 CTR: ALL: Room Rental: All: NonRes44.00$                 65.00$ 48% Adjustment for market rate and actual costs ‐ last update in 201619 CTR: ALL: Room Rental: All: Res35.00$                 100.00$ 186% Adjustment for market rate and actual costs ‐ last update in 201620 CTR: ALL: Volleyball Court Outside: All: Std30.00$                 30.00$ 0% Consistency in Court Pricing21 CTR: EBCC: 1/3 Ballroom: All: NonProfit60.00$                 65.00$ 8%22 CTR: EBCC: 1/3 Ballroom: All: Std75.00$                 80.00$ 7%23 CTR: EBCC: Ballroom (Entire): All: NonProfit125.00$               250.00$ 100% Adjustment for market rate and actual costs ‐ last update in 201624 CTR: EBCC: Ballroom (Entire): All: Std125.00$               250.00$ 100% Adjustment for market rate and actual costs ‐ last update in 201625 CTR: EBCC: Basketball Court Outside: All: Std30.00$                 33.00$ 10%26 CTR: EBCC: Classroom: All: NonProfit40.00$                 65.00$ 63% Adjustment for market rate and actual costs ‐ last update in 201627 CTR: EBCC: Classroom: All: Std55.00$                 80.00$ 45% Adjustment for market rate and actual costs ‐ last update in 201628 CTR: EBCC: Handball Court Fee: All: Std8.00$ 6.00$ ‐25% Consistency in Court Pricing29 CTR: NBRC: Go Flyers Meet Rental Fee: All: Std2,575.00$           2,575.00$  0%30 CTR: NBRC: Pickleball Court (MBRDisc): All: Std‐$ ‐$ 0% Included at no cost with daily admission31 CTR: NBRC: Pickleball Courts: All: Std7.50$ 6.00$ ‐20% Consistency in Court Pricing32 CTR: SBRC: Comm Lounge Party: All: NonRes110.00$               110.00$ 0% Fees established in 2022. Need to run through Service Delivery. Likely no change.33 CTR: SBRC: Comm Lounge Party: All: Res80.00$                 80.00$ 0% Fees established in 2022. Need to run through Service Delivery. Likely no change.34 CTR: SBRC: Comm Lounge: All: Adult Meeting Rental55.00$                 65.00$ 18%35 CTR: SBRC: Comm Lounge: All: Youth Meeting Rental40.00$                 65.00$ 63%Consistency in room fees based on size and amenity36 CTR: SBRC: Community Lounge: All: NonProfit40.00$                 65.00$ 63% Consistency in room fees based on size and amenity37 CTR: SBRC: Ninja: All: Adult Studio Rental55.00$                 65.00$ 18%38 CTR: SBRC: Ninja: All: Youth Studio Rental40.00$                 65.00$ 63% Consistency in room fees based on size and amenity39 CTR: SBRC: Party Gym+ : All: NonRes250.00$               250.00$ 0% Fees established in 2022. Need to run through Service Delivery. Likely no change.40 CTR: SBRC: Party Gym+ : All: Res200.00$               200.00$ 0% Fees established in 2022. Need to run through Service Delivery. Likely no change.41 CTR: SBRC: Party Ninja+ : All: NonRes250.00$               250.00$ 0% Fees established in 2022. Need to run through Service Delivery. Likely no change.42 CTR: SBRC: Party Ninja+ : All: Res200.00$               200.00$ 0% Fees established in 2022. Need to run through Service Delivery. Likely no change.43 CTR: SBRC: Party Pool+ : All: NonRes250.00$               250.00$ 0% Fees established in 2022. Need to run through Service Delivery. Likely no change.44 CTR: SBRC: Party Pool+ : All: Res200.00$               200.00$ 0% Fees established in 2022. Need to run through Service Delivery. Likely no change.45 CTR: SBRC: Pickleball Court (MBRDisc): All: Std‐$ ‐$ 0% Included at no cost with daily admission46 CTR: SBRC: Pickleball Court: All: Std5.00$ 6.00$ 20% Consistency in Court Pricing47 CTR: SBRC: Tennis Rental (BVSD): All: Std5.00$ 6.00$ 20% Consistency in Court Pricing48 GYM: NBRC: Party 9‐15 Kids: Youth: NonRes217.00$               395.00$ 82% Previous fees have been updated with Service Delivery49 GYM: NBRC: Party 9‐15 Kids: Youth: Res173.00$               325.00$ 88% Previous fees have been updated with Service DeliveryAttachment E: Proposed 2024 Fee Changes1Attachment D. Proposed 2024 Fee Changes59 Line # Facility / Activity NameCurrent Rate New Rate% Change Notes50 PRK: ALL: Electrical Outlet Fee: All: Std10.00$                 ‐$  ‐100% Incorporating into Shelter Rental Fee51 PRK: ALL: Flat Fee: All: Std‐$ ‐$ 0% Used for admin purposes52 PRK: ALL: Park Shelter: All: NonRes125.00$               125.00$ 0%53 PRK: ALL: Park Shelter: All: Res100.00$               100.00$ 0%54 PRK: ALL: Parking Lot: All: Std100.00$               100.00$ 0%55 PRK: ALL: Special Event 1K‐5K ppl: All: Std1,250.00$           1,250.00$  0%56 PRK: ALL: Special Event 251‐1K ppl: All: Std500.00$               500.00$ 0%57 PRK: ALL: Special Event 50‐250 ppl: All: Std300.00$               300.00$ 0%58 PRK: ALL: Special Event 50K + ppl: All: Std2,500.00$           2,500.00$  0%59 PRK: ALL: Special Event 5K‐50K ppl: All: Std2,000.00$           2,000.00$  0%60 PRK: BandShell Special Event 351‐3K ppl900.00$               900.00$ 0%61 PRK: BandShell Special Event 50‐350 ppl900.00$               900.00$ 0%62 PRK: Boulder Creek Path100.00$               100.00$ 0%63 REZ: Rain Out100.00$               100.00$ 0%64 REZ: Shore Trailer ‐ Convenience Fee200.00$               200.00$ 0%65 REZ: Special Event Area Fee Off Season165.00$               165.00$ 0%66 REZ: Special Event Area Fee Off Season200.00$               200.00$ 0%67 REZ: Special Event Area Fee Season330.00$               330.00$ 0%68 REZ: Special Event Area Fee Season350.00$               350.00$ 0%69 REZ: Special Event Area Fee Season400.00$               400.00$ 0%70 REZ: Special Event Fee $21.50$ 2.00$ 33% Minimal price increase; but large percentage change71 REZ: Special Event Fee $32.50$ 3.00$ 20% Minimal price increase; but large percentage change72 REZ: Special Event Fee $43.50$ 4.00$ 14% Minimal price increase; but large percentage change73 REZ: Special Event Fee $54.50$ 5.00$ 11% Minimal price increase; but large percentage change74 REZ: Special Event Office Fee200.00$               200.00$ 0%75 REZ: Suspect Boat NON‐Perm300.00$               300.00$ 0%76 REZ: Suspect Boat Permit150.00$               150.00$ 0%77 RGF: REZ: 1/2 West Grass/Off Season: All: Std150.00$               150.00$ 0%78 RGF: REZ: 1/2 West Grass/On Season: All: Std300.00$               300.00$ 0%79 RGF: REZ: Beach Reservation: All: Std‐$ ‐$ 0% Used for admin purposes80 RGF: REZ: Canopy 20x20 (per day): All: Std250.00$               300.00$ 20%81 RGF: REZ: Canopy 20x30 (per day): All: Std300.00$               350.00$ 17%82 RGF: REZ: Canopy 20x30 Upgrade (per day): All: Std75.00$                 75.00$ 0%83 RGF: REZ: Charcoal Grill (per day): All: Std40.00$                 40.00$ 0%84 RGF: REZ: Decon Complex Boat NON Permit: All: Std190.00$               190.00$ 0%85 RGF: REZ: Decon Complex Boat Permit: All: Std95.00$                 100.00$ 5%86 RGF: REZ: Decon Medium Boat NON Permit: All: Std150.00$               150.00$ 0%87 RGF: REZ: Decon Medium Boat Permit: All: Std75.00$                 75.00$ 0%88 RGF: REZ: Decon Simple Boat NON Permit: All: Std130.00$               130.00$ 0%89 RGF: REZ: Decon Simple Boat Permit: All: Std75.00$                 75.00$ 0%90 RGF: REZ: Dry Trailer (Gravel) Resident: All: Res594.00$               665.00$ 12% Market Rate Adjustment 91 RGF: REZ: Dry Trailer (Gravel): All: NonRes654.00$               830.00$ 27% Market Rate Adjustment 92 RGF: REZ: Dry Trailer (Paved): All: NonRes743.00$               945.00$ 27% Market Rate Adjustment 93 RGF: REZ: Dry Trailer (Paved): All: Res594.00$               775.00$ 30% Market Rate Adjustment 94 RGF: REZ: Fire Extinguisher (per day): All: Std10.00$                 10.00$ 0%95 RGF: REZ: Half Main Lot/Off Season: All: Std125.00$               125.00$ 0%96 RGF: REZ: Half Main Lot/On Season: All: Std250.00$               250.00$ 0%97 RGF: REZ: Ice Tub Large (per day): All: Std20.00$                 20.00$ 0%98 RGF: REZ: Loader/Tractor Use: All: Std85.00$                 85.00$ 0%Attachment E: Proposed 2024 Fee Changes2Attachment D. Proposed 2024 Fee Changes60 Line # Facility / Activity NameCurrent Rate New Rate% Change Notes99 RGF: REZ: Main Lot/Off Season: All: Std250.00$               250.00$ 0%100 RGF: REZ: Main Lot/On Season: All: Std500.00$               500.00$ 0%101 RGF: REZ: Motor Boat: All: Std50.00$                 55.00$ 10%102 RGF: REZ: No Wake/Lake Closure/On Season: All: Std100.00$               75.00$ ‐25%103 RGF: REZ: No Wake/LakeClosure/Off Season: All: Std50.00$                 50.00$ 0%104 RGF: REZ: Overflow Lot/Off Season: All: Std125.00$               125.00$ 0%105 RGF: REZ: Overflow Lot/On Season: All: Std250.00$               250.00$ 0%106 RGF: REZ: Picnic 5 star Off Season: All: Std1,200.00$           1,300.00$  8%107 RGF: REZ: Picnic 5 Star: All: Std1,200.00$           1,300.00$  8%108 RGF: REZ: Picnic Admiss/High Seas/Car Ld: All: Std10.00$                 10.00$ 0%109 RGF: REZ: Picnic Admiss/High Seas/Indiv.: All: Std5.00$ 6.00$ 20%110 RGF: REZ: Picnic Admiss/Low Seas/Indiv.: All: Std3.00$ 4.00$ 33% Minimal price increase; but large percentage change111 RGF: REZ: Picnic Admiss/LowSeason/Car Ld: All: Std8.00$ 10.00$ 25% Consistent with carload fee112 RGF: REZ: Picnic Admission: Adult: Std7.00$ 6.00$ ‐14% Based on impacts of event113 RGF: REZ: Picnic Admission: Senior: Std4.75$ 5.00$ 5%114 RGF: REZ: Picnic Admission: Youth: Std3.50$ 4.00$ 14% Minimal price increase; but large percentage change115 RGF: REZ: Picnic Gold: All: Std575.00$               625.00$ 9%116 RGF: REZ: Picnic Platinum: All: Std725.00$               800.00$ 10%117 RGF: REZ: Picnic Silver/Off Season: All: Std350.00$               400.00$ 14%118 RGF: REZ: Picnic Silver: All: Std350.00$               400.00$ 14%119 RGF: REZ: Picnic Tables (per day): All: Std18.00$                 20.00$ 11% Market Rate Adjustment 120 RGF: REZ: Pro Hill Special Event: All: Std500.00$               500.00$ 0%121 RGF: REZ: PWC: All: Std25.00$                 30.00$ 20%122 RGF: REZ: Restrooms (per day): All: Std200.00$               200.00$ 0%123 RGF: REZ: Rowing Mooring: All: Std‐$ ‐$ 0% Used for admin purposes124 RGF: REZ: Site Fee/Off Season: All: Std200.00$               200.00$ 0%125 RGF: REZ: Site Fee/On Season: All: Std400.00$               400.00$ 0%126 RGF: REZ: Staff Admin: All: Std50.00$                 50.00$ 0%127 RGF: REZ: Staff Race Course Set: All: Std20.00$                 20.00$ 0%128 RGF: REZ: SUP Storage: All: NonRes297.00$               380.00$ 28% Market Rate Adjustment 129 RGF: REZ: SUP Storage: All: Res237.00$               300.00$ 27% Market Rate Adjustment 130 RGF: REZ: West Grass/Off Season: All: Std250.00$               250.00$ 0%131 RGF: REZ: West Grass/On Season: All: Std500.00$               500.00$ 0%132 RGF: REZ: Wet Mooring: All: NonRes874.00$               1,110.00$  27% Market Rate Adjustment 133 RGF: REZ: Wet Mooring: All: Res699.00$               890.00$ 27% Market Rate Adjustment 134 RGF: VBP: General Area Booking: All: Std‐$ ‐$ 0% Used for admin purposes135 RGF: VBP: Shelter: All: Std50.00$                 50.00$ 0%136 SPO: ALL: Horseshoe Pits: All: Std25.00$                 25.00$ 0%137 SPO: ALL: Parking Lot Per All Day: All: Std100.00$               100.00$ 0%138 SPO: ALL: Parking Lot Per Hour: All: Std25.00$                 25.00$ 0%139 SPO: ALL: Platform Tennis: All: Std5.00$ 6.00$ 20% Consistency in Court Pricing140 SPO: ALL: Premier Field Daily: Adult: Std603.00$               660.00$ 9%141 SPO: ALL: Premier Field Daily: Adult: Std548.00$               660.00$ 20%142 SPO: ALL: Premier Field Daily: Youth: Std462.00$               502.50$ 9%143 SPO: ALL: Premier Field Hourly: Adult: Std80.00$                 88.00$ 10%144 SPO: ALL: Premier Field Hourly: Youth: Std61.00$                 67.00$ 10%145 SPO: ALL: Premier Field Hourly: Youth: Std51.00$                 67.00$ 31% Creates consistency in field types146 SPO: ALL: Premier Field Multi Day: Adult: Std482.00$               528.00$ 10%147 SPO: ALL: Premier Field Multi Day: Youth: Std369.00$               402.00$ 9%Attachment E: Proposed 2024 Fee Changes3Attachment D. Proposed 2024 Fee Changes61 Line # Facility / Activity NameCurrent Rate New Rate% Change Notes148 SPO: ALL: Recreation Field Daily: Adult: Std297.00$               262.50$ ‐12% Decrease tied to consistency in 7.5 hours for a Day rental149 SPO: ALL: Recreation Field Daily: Youth: Std240.00$               262.50$ 9%150 SPO: ALL: Recreation Field Hourly: Adult: Std40.00$                 44.00$ 10%151 SPO: ALL: Recreation Field Hourly: Youth: Std32.00$                 35.00$ 9%152 SPO: ALL: Recreation Field Multi Day: Adult: Std238.00$               210.00$ ‐12% Decrease tied to consistency in 6 hours for a Multi‐Day rental153 SPO: ALL: Recreation Field Multi Day: Youth: Std191.00$               210.00$ 10%154 SPO: PV: Small Field Daily: Adult: Std198.00$               262.50$ 33% Creates consistency in field types; Small field is least utilized with higher expenses to prepare155 SPO: PV: Small Field Daily: Youth: Std156.00$               210.00$ 35% Creates consistency in field types; Small field is least utilized with higher expenses to prepare156 SPO: PV: Small Field Hourly: Adult: Std26.00$                 35.00$ 35% Creates consistency in field types; Small field is least utilized with higher expenses to prepare157 SPO: PV: Small Field Hourly: Youth: Std21.00$                 28.00$ 33% Creates consistency in field types; Small field is least utilized with higher expenses to prepare158 SPO: PV: Small Field Multi Day: Adult: Std158.00$               210.00$ 33% Creates consistency in field types; Small field is least utilized with higher expenses to prepare159 SPO: PV: Small Multi Day: Youth: Std125.00$               168.00$ 34% Creates consistency in field types; Small field is least utilized with higher expenses to prepare160 SPO: Recreation Field $25.0025.00$                 28.00$ 12%161 SPO: Recreation Field Youth Daily $142142.00$               210.00$ 48% Creates consistency in field types162 SPO: Recreational Field Youth Hourly32.00$                 35.00$ 9%163 SPO: SAT.: Artificial Turf Field Hrly: Adult: Std61.00$                 67.00$ 10%164 SPO: SAT.: Artificial Turf Field Hrly: Youth: Std51.00$                 67.00$ 31% Creates consistency in field types165 SPO: SAT.: Field (Full) Hourly: Adult: Std31.00$                 35.00$ 13%166 SPO: SAT.: Field (Full) Hourly: Youth: Std25.00$                 28.00$ 12%167SPO: SAT.: Field MAKE UP Fee: All: Std‐$ ‐$ 0% To be set by staffing fees168 SPO: SAT.: Inline Hockey Rental: All: Std15.00$                 16.00$ 7%169 SPO: Scott Carp Field Adult Hourly66.00$                 67.00$ 2%170 SPO: Scott Carp Field Youth Hourly51.00$                 67.00$ 31% Creates consistency in field types171 SPO: SCOTT: Scott Carp Field (No Fee): All: Std‐$ ‐$ 0% Used for admin purposes172 SPO: Tennis ‐ Admin‐$ ‐$ 0% Used for admin purposes173 SPO: Tennis ‐ ALL Courts fee48.00$                 48.00$ 0% Consistency in Court Pricing174 SPO: Tennis ‐ Senior Group3.25$ 6.00$ 85% Consistency in Court Pricing175 SPO: Tennis ‐ Teaching (Pro Fee)20.00$                 20.00$ 0% Consistency in Court Pricing176 SPO: TENNIS: Boulder Tennis Association: All: Std4.00$ 6.00$ 50% Consistency in Court Pricing177 SPO: TENNIS: Fairview High School: All: Std5.00$ 6.00$ 20% Consistency in Court Pricing178 SPO: TENNIS: Recreation Center Courts: All: Std5.00$ 6.00$ 20% Consistency in Court Pricing179 SPO: TENNIS: Satellite Courts: All: Std6.00$ 6.00$ 0% Consistency in Court Pricing180 SPO: TENNIS: Tennis Court (MBRDisc): All: Std‐$ ‐$ 0% Included at no cost with daily admission181 SPO: TENNIS: Tennis with Lighting: All: Std10.00$                 10.00$ 0% Consistency in Court PricingAttachment E: Proposed 2024 Fee Changes4Attachment D. Proposed 2024 Fee Changes62 9- Hole 18- Hole 9- Hole 18- Hole 9- Hole 18- Hole MON-THURS ADULT 27.00$ 40.00$ 27.00$ 43.00$ 0% 8% FRI-SUN ADULT 29.00$ 45.00$ 29.00$ 48.00$ 0% 7% MON-THURS SENIOR 22.00$ 35.00$ 22.00$ 37.00$ 0% 6% FRI-SUN SENIOR 24.00$ 41.00$ 25.00$ 43.00$ 4% 5% MON-THURS YOUTH 19.00$ 29.00$ 19.00$ 29.00$ 0% 0% FRI-SUN YOUTH 19.00$ 29.00$ 21.00$ 31.00$ 11% 7% 9- Hole 18- Hole 9- Hole 18- Hole 9- Hole 18- Hole MON-THURS ADULT 27.00$ 40.00$ 27.00$ 43.00$ 0% 8% FRI-SUN ADULT 29.00$ 45.00$ 29.00$ 48.00$ 0% 7% MON-THURS SENIOR 22.00$ 35.00$ 22.00$ 37.00$ 0% 6% FRI-SUN SENIOR 25.00$ 41.00$ 25.00$ 43.00$ 0% 5% MON-THURS JUNIOR 19.00$ 29.00$ 19.00$ 29.00$ 0% 0% FRI-SUN JUNIOR 19.00$ 29.00$ 21.00$ 31.00$ 11% 7% 9- Hole 18- Hole 9- Hole 18- Hole 9- Hole 18- Hole MON-THURS ADULT 27.00$ 40.00$ 27.00$ 43.00$ 0% 8% FRI-SUN ADULT 29.00$ 45.00$ 29.00$ 48.00$ 0% 7% MON-THURS SENIOR 22.00$ 35.00$ 22.00$ 37.00$ 0% 6% FRI-SUN SENIOR 24.00$ 41.00$ 25.00$ 43.00$ 4% 5% MON-THURS JUNIOR 19.00$ 29.00$ 19.00$ 29.00$ 0% 0% FRI-SUN JUNIOR 19.00$ 29.00$ 21.00$ 31.00$ 11% 7% ANNUAL PASS 2023 2024 % Change ADULT 1,199.00$ 1,500.00$ 25% SENIOR 999.00$ 1,200.00$ 20% 13 AND UNDER 349.00$ 314.00$ -10% 14 TO 17 449.00$ 414.00$ -8% VALUE PLAN CARD 2023 2024 % Change ADULT 599.00$ 699.00$ 17% SENIOR 499.00$ 599.00$ 20% Surcharge per 9/18 $9/$12 $9/$12 OFF SEASON Previously November - December Days Age 2023 2024 % Change REGULAR SEASON Previously March to October Year Round Fee starting in 2024 Days Age 2023 2024 % Change Flatirons Golf Course ‐ Round of Golf Fees EARLY SEASON Previously January - February Days Age 2023 2024 % Change Attachment E ‐ Proposed 2024 Golf Course Fee Changes 1 Attachment E. Proposed 2024 Golf Course Fee Changes 63 RANGE BALLS 2023 2024 % Change Small – 40 balls 7.00$ 7.00$ 0% Medium – 75 balls 10.00$ 10.00$ 0% Large – 100 balls 13.00$ 13.00$ 0% CARTS (per person)9- Hole 18- Hole 9- Hole 18- Hole 9- Hole 18- Hole Riding Cart with GPS 13.00$ 18.00$ $ 13.00 18.00$ 0% 0% Push Carts 4.00$ 6.00$ $ 4.00 6.00$ 0% 0% RENTAL CLUBS 9- Hole 18- Hole 9- Hole 18- Hole 9- Hole 18- Hole Standard Clubs 9.00$ 18.00$ $ 9.00 18.00$ 0% 0% Performance Clubs 25.00$ 35.00$ $ 30.00 45.00$ 20% 29% 2023 2024 % Change Flatirons Golf Course ‐ Other Fees 2023 2024 % Change Attachment E ‐ Proposed 2024 Golf Course Fee Changes 2 Attachment E. Proposed 2024 Golf Course Fee Changes 64 AGENDA ITEM VI-C_ PAGE 1__ C I T Y O F B O U L D E R PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM MEETING DATE: October 23, 2023 AGENDA TITLE: Flatirons Golf Course Food and Beverage Lease and Agreement PRESENTERS: Alison Rhodes, Director of Parks and Recreation Scott Schuttenberg, Deputy Director Stephanie Munro, Senior Manager, Regional Facilities Tom Buzbee, Golf Course Manager EXECUTIVE SUMMARY: This item provides the Parks and Recreation Advisory Board (PRAB) information and seeks board input in anticipation of the board’s proposed action on the proposed agreement for operation of a full-service restaurant at Flatirons Golf Course. This public- private partnership opportunity was developed over the course of several months with the preferred operator, Tanoa Inc, Boulder-based, award-winning restaurant owners, which will operate the restaurant under a separate entity, tentatively named Ironwood Bar and Grille. The parties have negotiated in good faith and propose a lease with a term of 5 years. Per the Boulder Revised Code, the PRAB and City Council must approve the lease. The proposed agreement: • Solidifies a relationship with a contractor to provide concession services as well as a full-service restaurant to be operated year-round at Flatirons Golf Course. • Activates the newly constructed indoor/outdoor venue as a community focused place to gather for food and beverages and provide opportunities for private and special events on the property. • Supports the expansion of community-based programming and event coordination at Flatirons Golf Course. • Supports the operator’s pursuit of a licensure for the sale, service and consumption of alcoholic beverages at the site. • Aligns with the 2022 Boulder Parks and Recreation Plan direction concerning the financial sustainability of the department’s facilities and programs. 65 AGENDA ITEM VI-C_ PAGE 2__ BACKGROUND: The Flatirons Golf Course bar, restaurant, and event center building is currently under construction and is scheduled to be completed in 2024. The city desired a Food and Beverage Contractor to be selected before construction is completed and business operations established soon thereafter. The Request for Proposal to select a Contractor to provide food and beverage services daily throughout the year at the Flatirons Golf Course posted on April 3, 2023. Golf Course Background The legacy of the Flatirons Golf Course began in 1914 at Chautauqua Park with a nine- hole track including sand greens. Originally commissioned by the Boulder Country Club, the original Flatirons Golf Course was located at 28th and Iris. In 1933, partially funded by President Roosevelt’s WPA (Works Progress Administration) program, the club relocated to the 5706 Arapahoe Avenue, Boulder. The Boulder Parks and Recreation (BPR) department has operated Flatirons Golf Course as the City of Boulder’s only municipally owned and operated public golf course since 1986. During the last 82 years, the course has been known as: • Boulder Municipal Sports Center (1938-39) • Boulder Golf Club (1939-45) • Country Club Golf Course (1945-56) • Boulder Country Club (1956-65) • University Country Club (1965-70) • Flatirons Country Club / Boulder Municipal Golf Course (1970-86) • Flatirons Golf Course (1986-Present) Flatirons Golf Course is one of the BPR Regional Facilities and offers the opportunity for all community members to participate in the sport of golf as a more affordable option than traditional private golf clubs. The golf course is characterized by beautiful mountain views, with a mostly flat layout and only a few subtle but interesting elevation changes. Flatirons has a history of food service, with the Flatirons Country Club providing hospitality on-site as part of the membership and for events. BPR began operating Flatirons Golf Course as a municipally owned public golf course in 1986. The original clubhouse was converted into the Flatirons Events Center, which was further expanded to a total of 17,400sq.ft. in 1991. For more than 10 years and up until 2013, Spice of Life leased the facilities for meetings and events as well to prepare off-site catering. The original structure included a snack bar operated by a separate third-party vendor. The September 2013 floods contributed to a City Council-approved decision to demolish the past its life cycle, extremely energy inefficient, inaccessible, and hazardous Flatirons Events Center. In 2020 and as outlined in the demolition decision, BPR began planning for the facility’s replacement; the 2021 Capital Improvement Program (CIP) included funding for the design and construction of a PRAB-approved concept plan. Project Goals The new facility fulfills the vision outlined in various plans. The Parks and Recreation Advisory Board (PRAB) approved concept plan outlines a restaurant to appeal to the 66 AGENDA ITEM VI-C_ PAGE 3__ surrounding neighborhoods as well as to daily golfers, and the event lawn will be utilized for community activities and events. In 2021, City Council codified the economic and social benefits of restaurants in regional parks by allowing restaurants as a by-right use in the city’s regional parks, including Flatirons Golf Course (see ordinance 8510 and final memo here approved on 11/9/2021). The 2022 BPR Plan, unanimously approved by the PRAB, Planning Board and City Council, confirmed the city’s interest in supporting successful public private partnerships to drive community benefit and financial sustainability. The restaurant, food, and beverage areas are designed with a food service area of approximately 4,572sq.ft.; the official lease area includes the outside patio area of approximately 3,683sq. ft. (mix of covered and uncovered). A schematic location plan illustrating the location of the restaurant and the new facility is included in Exhibit C. BID ANALYSIS: The city, with assistance from The Colorado Group, Inc., posted a Request for Proposals (RFP) for interested and qualified food and beverage entities to operate a long-term leased space at Flatirons Golf Course. BPR received five complete bids from contractors. A selection committee comprised of BPR staff and the team from The Colorado Group reviewed the proposals. Upon confirming the bids to be compatible with the city’s and project mission, the selection committee rated the bids based on the following criteria: •Experience – 40%: Does the respondent have a satisfactory record of developing, implementing and managing a similar food service operation? Minimum requirement: Prospective Contractor must be able to demonstrate a minimum of one year experience in operating similar venue(s). •Menu – 20%: Does the proposed menu conform with the facility operation and production of a full-service restaurant area and community gathering place? Has the respondent offered a menu which meets or exceeds the expectations of the desired program? •Compatibility with facility operations – 20%: Are the proposed equipment schedule and infrastructure requirements compatible with the plans for the Food and Beverage area, golf course, and lawn operations? •Operational vision – 20%: Does the proposal demonstrate creativity and enthusiasm for the success of the operation? Does the respondent’s vision align with BPR’s and the project goals. 67 AGENDA ITEM VI-C_ PAGE 4__ Request for Proposals (RFP) Post April 3, 2023 Deadline for questions from respondent May 1, 2023 Response to questions May 15, 2023 Proposal Responses Due June 30, 2023 Finalists Identified July 17, 2023 Interviews August 1, 2023 Contractor selection August 1, 2023 Lease Negotiations / Completion October 7, 2023 Contract approval process October- December 2023 Liquor License Application and Hearing December 2023 - February 2024 Grand Opening Mid- High Season 2024 Bid Award BPR awarded the bid to Noah and Tanya Westby. The Westby's are a dynamic duo who have made a significant impact in Boulder. Noah opened his first coffee shop in 1998 and quickly gained a reputation for his exceptional coffee. In 2015, he sold his beloved Trident Cafe to new owners. Tanya opened and operated The Core Pilates Studio in Boulder for 10 years while also studying culinary art and running a catering business. With their combined passion for coffee and culinary arts, Noah and Tanya have also co- owned and operated Dagabi Tapas Bar for the past 20 years, creating a delightful dining experience for the Boulder community. Noah and Tanya Westby's contributions to the local coffee scene, fitness industry, and culinary world are a testament to their passion, dedication, and love for what they do. Boulder locals have come to appreciate Noah's exceptional hospitality experience and Tanya's expertise in Pilates through their respective businesses. As a power couple, they have left a lasting impact on the Boulder community with their shared entrepreneurial spirit and commitment to delivering excellence in their fields. BPR staff are excited to partner with Noah and Tanya. The Lease and Agreement The Lease and Agreement states The Contractor shall operate an indoor/outdoor venue with a full-service restaurant and bar for a community focused place to gather for food, beverages, and golf and provide opportunities for private and special events on the property (the “Services”) in connection with Flatirons Golf Course restaurant (the “Project”) (see Attachment A for the full Lease and Agreement, including Scope of Work). Terms Overview Flatirons Golf Course is a city asset and a unique public amenity. Under the terms of the agreement, the restaurant remains a City of Boulder property and the parties will work together to deliver community benefit. The parties have negotiated in good faith to develop a mutually beneficial model for the ongoing operation of the restaurant. Tanoa will be seeking application of hotel/restaurant type liquor license that authorizes on-site SELECTION SCHEDULE 68 AGENDA ITEM VI-C_ PAGE 5__ sale, service and consumption of alcoholic beverages. The five-year term, with one 5- year renewal option, supports the long-term viability of the partnership. The details of the agreement may be found in Attachment A. Some highlights of the agreement are: •Community Benefit: Growing pressures on the General Fund and cost escalation highlight the importance of the Boulder Parks and Recreation 2014 and 2022 plan direction to actively seek out partnerships to help build community. To ensure that the Contractor’s operations align with and promote community values, and to promote the success of the partnership, the agreement includes Guiding Principles, detailed in Exhibit D. The lease also includes catering (food only) for up to six (6) city-presented events annually at the restaurant without facility rental costs and otherwise at cost. Such civic use may include events such as neighbor or volunteer appreciation events, community open-house or engagement, board or commission retreats or city staff meetings. •Financial Sustainability: The 2014 and 2022 BPR plans also provide direction to seek partnerships that can augment revenue streams. The lease provides for a base rent plus a percentage of gross revenues. The share of gross revenues begins at 4% per year and increases to 6% per year after the second year. Revenues that exceed costs can support golf course maintenance and capital needs and/or subsidize community benefit programming, relieving other funding sources to further BPR’s mission. •Responsible Management: To preserve the balance of recreation as outlined in the 2022 Boulder Parks and Recreation Plan and as required by the code allowing restaurants by right in regional parks, the lease includes a management plan to ensure that the use is reasonably compatible with and has minimal negative impacts that are material in nature on surrounding uses, natural areas and wildlife (see Exhibit E). The lease requires that both parties abide by this management plan, which outlines hours of operations, guidelines for private and special events, sound and lighting. As previously noted, Flatirons Golf Course operations have successfully included hospitality and events for decades. This partnership will continue a tradition of placemaking for the community to connect to nature and each other at the city’s only golf course. NEXT STEPS: The PRAB’s input will be considered for the final lease, which the board is scheduled to review for approval at the November business meeting. Upon PRAB’s approval, City Council will review the lease at the December 7, 2023 meeting. With final lease approval, the lessee will begin procurement of their liquor license. The restaurant is scheduled to begin operations with completion of the building in Summer 2024. 69 AGENDA ITEM VI-C_ PAGE 6__ QUESTIONS FOR PRAB: 1. Does PRAB have questions regarding the project goals, or the processes related to the selection of the contractor at the Flatirons Golf Course restaurant? 2.Does PRAB have any questions regarding the Lease and Agreement or the Exhibits? a.Exhibit A – Lease and Agreement b. Exhibit B - Golf Course Food and Beverage Food Service Equipment c.Exhibit C - Golf Course Food and Beverage Premises Areas d. Exhibit D - Golf Course Food and Beverage Guiding Principles e.Exhibit E - Golf Course Food and Beverage Management Plan 3. Does the board request material amendments to the lease or additional information to proceed with lease approval at the November PRAB meeting? Attachments: Exhibit A – Lease and Agreement Exhibit B - Golf Course Food and Beverage Food Service Equipment Exhibit C - Golf Course Food and Beverage Premises Areas Exhibit D - Golf Course Food and Beverage Guiding Principles Exhibit E - Golf Course Food and Beverage Management Plan 70 1 Revised July 2022 CITY OF BOULDER LEASE AND AGREEMENT THIS LEASE AND AGREEMENT (this “Agreement”) is made this ____ day of ______________ 20__ (“effective date”) by and between the City of Boulder, Colorado, a Colorado home rule municipality (the “City”), and Tanoa Inc. a Colorado corporation (“Contractor”). The City and Contractor may hereinafter be referred to individually as a “Party” or collectively as the “Parties.” RECITALS A.The City desires to obtain a food and beverage Contractor to operate a long-term leased space at the Flatirons Golf Course (“Golf Course”), a municipal 18-hole, 166-acre golf course located at 5706 Arapahoe Avenue, Boulder, CO 80301. The Contractor shall operate an indoor/outdoor venue with a full-service restaurant and bar for a community focused place to gather for food, beverages, and golf and provide opportunities for private and special events on the property (the “Services”) in connection with Flatirons Golf Course restaurant (the “Project”). B.Contractor is fully qualified to perform the Services needed by the City in connection with the Project. AGREEMENT NOW, THEREFORE, in consideration of the terms, conditions and covenants herein stated, the Parties agree as follows: 1.Definitions. As used in this Agreement, the following terms have the meanings specified below: a.Golf Course Food and Beverage Service Area. The Golf Course Food and Beverage Service Area is the entire Golf Course, as shown in Exhibit C attached hereto and made a part hereof. However, Contractor’s use of vehicles to provide food and beverage service in the Golf Course Food and Beverage Service Area is limited to those portions upon which golf carts may be driven in accordance with Golf Course rules and instructions applicable to golfers. b.Restaurant Food and Beverage Service Area. The Restaurant Food and Beverage Service Area means the restaurant, bar, kitchen, patios and lawn adjacent to the patios, all as depicted in Exhibit C, Restaurant Food and Beverage Service Area, attached hereto and made a part hereof. c.Food and Beverage Area. The Food and Beverage Area is the Golf Course Food and Beverage Service Area and the Restaurant Food and Beverage Service Area. 2.Term. The Agreement term shall be five (5) years from the effective date. If mutually agreeable to both Parties, the Parties may renew this Agreement for one additional term of five (5) years. The Agreement renewal shall be in writing and signed by both Parties. Contractor shall provide an updated certificate of insurance to the City upon any renewal of this Agreement. Exhibit A – Lease and Agreement 71 2 Revised July 2022 3.Services. Contractor shall undertake the duties and responsibilities and provide the Services more particularly described in Exhibit A, Scope of Work, attached hereto and made a part hereof. Contractor shall provide all materials, labor and equipment necessary to perform the Services, unless otherwise stated in this Agreement. 4.Leased Premises. The City owns the Food and Beverage Area and shall serve as landlord. Through this Agreement and as further specified in Exhibit A, Contractor shall have possession and control of the Restaurant Food and Beverage Service Area as depicted in Exhibit C.For purposes of the liquor license, the Contractor is deemed to have possession of the entire Food and Beverage Area. It is the intention and desire of the City that the Contractor obtain a Hotel/Restaurant Class liquor license or licenses covering the Food and Beverage Area so that golfers may purchase from Contractor and consume such beverages in the Food and Beverage Area. The City will not deem any other person to have concession rights sufficient to support a liquor license on the Food and Beverage Area so long as the Contractor is fulfilling its obligations under this Agreement. 5.Rent Payment. The Contractor shall pay the city a base rent of $3,000 per month plus 4% of gross Revenue per month, which shall increase to 6% of gross revenue per month after the first 2 years of this Agreement. Contractor’s obligation to pay base rent shall begin 90 days after a certificate of occupancy is granted by the City for the Premises and all the city’s construction-related work is completed (the “Possession Date”). Base rent and the percentage of gross revenue shall be due the 15th of each month. Contractor shall keep Point of Sale system records showing all of the receipts by agreed upon revenue category (i.e. food, beverages, events) and shall be provided to the City monthly. These records shall be maintained by the Contractor in accordance with generally accepted accounting procedures. If the City determines that the books and records are not kept in such manner, the City may require the Contractor, and the Contractor agrees to, maintain such books and records under the supervision of a certified public accountant. Such accountant shall attest to the accuracy of the books and records shall be retained and paid at the expense of the Contractor. 5.Security Deposit. Simultaneously with Contractor’s execution of this Lease, Contractor shall deposit with the City an amount equivalent to one months’ rent (“Security Deposit”) to be held by the City as security for the performance of Contractor’s obligations under this Agreement. The City may apply all or part of the Security Deposit as full or partial compensation: (1) upon any event of default and after the expiration of all applicable notice and cure periods; (2) if there is unpaid rent at the time the Agreement is terminated; or (3) if the Contractor fails to leave the Premises in at least as good condition as at the inception of the Agreement. The City shall not be required to keep this Security Deposit separate from its general funds, and Contractor shall not be entitled to interest on the Security Deposit. Any unapplied balance of the Security Deposit shall be returned to Contractor within thirty (30) days following the termination of this Lease and Tenant’s vacation of the Premises. 6.Utilities. Contractor will pay for all utilities including trash, recycling, and compost collection, and gas and electric utilities. The City will provide domestic water. Contractor will not be charged for water. However, if the City is charged for water in the future, Contractor shall then Exhibit A – Lease and Agreement 72 3 Revised July 2022 be responsible for paying the water utility bill. The City shall be responsible for providing irrigation and upkeep of the landscaping areas around the golf course cart path and shall provide for snow removal in the parking lot and walkways. 7.Default and Remedies. If Contractor fails to perform any obligation or condition of this Agreement, the City may terminate this Agreement if Contractor fails to cure the default within 30 days written notice of such default or if Contractor allows any default to recur within 180 days of original default. This remedy is in addition to and is not exclusive of any other remedies provided either by this Agreement or by law. The City may exercise any remedies or rights under Colorado law including, but not limited to, eviction and recovering damages, costs, and attorney fees. 8.Termination. a.Termination for Breach. If either Party materially defaults in the performance of any term of this Agreement and does not substantially cure such default within thirty (30) days after receiving written notice of such default, then the non-defaulting Party may terminate this Agreement by providing ten (10) days’ prior written notice of termination to the defaulting Party. b.Termination for Convenience. In addition to the foregoing, this Agreement may be terminated by the City for its convenience and without cause of any nature by giving Contractor written notice at least ninety (90) in advance of the termination date. c.Return of Premises. Upon the termination or expiration of this Agreement, and if no succeeding or new agreement has been entered into by the Parties, Contractor shall remove from the Premises all of its property and forthwith quit the Premises, leaving it in at least as good condition as at the inception of the Agreement, normal wear and tear excepted. 9.Indemnification. a.Contractor’s Indemnification. Contractor shall indemnify, defend and hold harmless the City, its directors, officers, employees, elected and appointed officials and agents and the heirs, executors, successors, and permitted assigns of any of the foregoing from and against all losses, claims, obligations, demands, assessments, fines and penalties (whether civil or criminal), liabilities, expenses and costs (including reasonable attorneys’ fees and costs of defense), bodily and other personal injuries, damage to tangible property, and other damages, of any kind or nature suffered or incurred by the City directly or indirectly arising from or related to: (i) any negligent or intentional act or omission by Contractor or its representatives, employees, agents, Subcontractors or other parties for which Contractor may be legally responsible in Contractor’s performance of its obligations and occupancy of the Premises under this Agreement, or (ii) any material breach in a representation, warranty, covenant or obligation of Contractor Exhibit A – Lease and Agreement 73 4 Revised July 2022 contained in this Agreement. Contractor’s obligation to indemnify the City as set forth in this Agreement shall survive the termination or expiration of this Agreement. b. Infringement. Contractor shall hold and save harmless the City from any and all claims for infringement, by reason of the use of any patented design, device, material, process, or trademark or copyright and shall indemnify the City for any costs, expenses, and damages, including court costs and attorney fees, which it might be obligated to pay by reason of infringement at any time during the prosecution or after completion of their services under this Agreement. 10. Insurance. a.Minimum Coverages. Contractor agrees to procure and maintain in force during the term of this Agreement and for the statute of repose, at its own cost, the following minimum coverages: i.Workers’ Compensation and Employers’ Liability a.State of Colorado: Statutory ii.Employer’s Liability: $1,000,000 bodily injury for each accident $1,000,000 each employee for disease $1,000,000 disease aggregate ii. General Liability A.General Aggregate Limit:$2,000,000 B.Per Occurrence:$1,000,000 Coverage provided should be at least as broad as found in Insurance Services Office (ISO) Form CG0001 to include all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. iii.Automobile Liability Limits - ISO form CA0001 (BAP) or equivalent including coverage for owned, non-owned and hired autos. 1 A.Bodily Injury & Property Damage Combined Single Limit: $1,000,000 1 Applicable only if Contractor, its agents, employees, or representatives will be using motor vehicles in Colorado while performing the Services. Exhibit A – Lease and Agreement 74 5 Revised July 2022 iv.Professional Liability (errors and omissions)2 A.Each Claim/Loss:$1,000,000 B.Aggregate:$2,000,000 This paragraph is applicable to Contractor and any Subcontractors of any tier that is providing any professional services, including but not limited to: design, architecture, engineering, testing, surveying, or design/build services, temporary engineering, engineered excavations and shoring systems, post-tension supply, structured steel, specialized millwork that is performance specified, roofing or waterproofing systems, curtainwall, mechanical, fire protection systems, electrical, fire alarm systems. Contractor and all Subcontractors providing professional services shall provide and maintain Professional Liability Insurance coverage. The policy coverage shall be effective (retroactively, if applicable) from the date of commencement of all professional activities in connection with the Scope of Work. Coverage shall include coverage for contractual liability. The Contractors and Subcontractors shall maintain for the statute of repose, following completion of the project. Any erosion of insurance limits required will be reinstated to the required amounts prior to commencing the contracted work and if during the contracted period claims are made against the professional’s policy the necessary reduction of available limits will be repurchased to the contractually required amounts. b. Additional Insurance Requirements. i.All insurers must be licensed or approved to do business within the State of Colorado, and unless otherwise specified, all policies must be written on a per occurrence basis (excepting Professional Liability). ii.Higher limits or lower limits may be required or accepted by the City. The City reserves the right to require an Excess/Umbrella Liability policy. If an Excess/Umbrella Liability policy is required, all coverages and terms required under the Commercial General Liability, Automobile Liability and Employer’s Liability must be included. Contractor’s Excess/Umbrella Liability Policy shall provide liability coverage, subject to the terms and conditions of the policy, in excess of all available underlying coverage before any primary or excess coverage held by an additional insured. iii.Where commercially available, Contractor shall name “the City of Boulder, its elected and appointed officials, directors, officers, employees, agents and volunteers” as additional insureds as their interest may appear (except for Workers’ Compensation and Professional Liability). Additional insured endorsement should be at least as broad as 2 The City may require that this coverage remain in place for one year after the Services are complete. Exhibit A – Lease and Agreement 75 6 Revised July 2022 ISO form CG2010 for General Liability coverage and similar forms for auto liability. iv.A Certificate of Insurance evidencing the coverages described here, shall be submitted prior to commencing services on ACORD Form 25-S. The Certificate Holder shall be identified as: City of Boulder, P.O. Box 791, Boulder, CO 80306. v.All policies of insurance shall be written on a primary basis, non- contributory with any other insurance coverages and/or self-insurance carried by the City. vi.A Separation of Insureds Clause must be included in general liability policies. vii. Contractor shall advise the City in the event any general aggregate or other aggregate limits are reduced below the required per occurrence limit. At its own expense, Contractor will reinstate the aggregate limits to comply with the minimum requirements and shall furnish to the City a new certificate of insurance showing such coverage is in force. viii.Contractor’s insurance carrier shall possess a minimum A.M. Best’s Insurance Guide rating of A- VI. ix.Contractor, or Contractor’s insurance broker, shall notify the City of any cancellation or reduction in coverage or limits of any insurance within seven (7) days of receipt of insurer’s notification to that effect. Contractor shall forthwith obtain and submit proof of substitute insurance in the event of expiration or cancellation of coverage. x.Contractor is responsible for any damage or loss to its own vehicles or equipment. xi.The City and Contractor shall cooperate with each other in the collection of any insurance proceeds that may be payable in the event of any loss, including the execution and delivery of any proof of loss or other actions required to effect recovery. xii.Contractor and its insurers shall waive subrogation in favor of Additional Insured parties (except for Workers’ Compensation and Professional Liability). xiii.Contractor shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to this Agreement by reason of its failure to procure or maintain insurance in sufficient amounts, durations or types. 11.Notices. Any notice provided pursuant to this Agreement shall be in writing to the Parties at the addresses set forth below and shall be deemed given (i) if by hand delivery, upon Exhibit A – Lease and Agreement 76 7 Revised July 2022 receipt thereof; (ii) three (3) days after deposit in the United States mails, postage prepaid, certified mail, return receipt requested; or (iii) one (1) day after deposit with a nationally recognized overnight courier, specifying overnight priority delivery. Either Party may change its address for purposes of this Agreement at any time by giving written notice of such change to the other Party. Any notice provided pursuant to this Agreement shall be in writing to the Parties at the following addresses: If to Contractor: Noah Westby and Tanya Bonino Owners Tanoa Inc. d/b/a Ironwood Bar and Grille 5706 Arapahoe Ave. Boulder, CO 80303 If to the City: Stephanie Munro or Designee Recreation Senior Manager Senior Recreation Manager City of Boulder Parks and Recreation 3198 Broadway Boulder, CO 80304 12.No Multi-Fiscal Year Obligation. The Parties understand and acknowledge that the City is subject to Article X, § 20 of the Colorado Constitution (“TABOR”). The Parties do not intend to violate the terms and requirements of TABOR by the execution of this Agreement. It is understood and agreed that this Agreement does not create a multiple fiscal year direct or indirect debt or obligation within the meaning of TABOR and not withstanding anything in this Agreement to the contrary, all payment obligations of the City are expressly dependent and conditioned upon the continuing availability of funds beyond the term of the City’s current fiscal period ending upon the next succeeding December 31. Financial obligations of the City payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available in accordance with the rules, regulations, and resolutions of the City and applicable law. Any failure of a City Council annually to appropriate adequate monies to finance the City’s obligations under this Agreement shall terminate this Agreement at such time as such then-existing appropriations are to be depleted. Notice shall be given promptly to Contractor of any failure to appropriate such adequate monies. 13.Force Majeure. No delay, failure, or default will constitute a breach of this Agreement to the extent caused by acts of war, terrorism, hurricanes, earthquakes, epidemics, pandemics, other acts of God or of nature, strikes or other labor disputes, riots or other acts of civil disorder, embargoes, or other causes beyond the performing Party’s reasonable control (collectively, “Force Majeure”). In such event, however, the delayed Party must promptly provide the other Party notice of the Force Majeure. Contractor shall not be excused from liability for delays or non-performance caused by events or conditions within its control nor for delays or non- performance which it could have foreseen and avoided, prevented or significantly ameliorated by Exhibit A – Lease and Agreement 77 8 Revised July 2022 exercising reasonable prudence or diligence, nor for any delays or non-performance caused in whole or in part by Contractor itself. 14.Laws to Be Observed. Contractor shall be cognizant of all federal and state laws and local ordinances and regulations that in any manner affect those engaged or employed the Services or the conduct of the Services and all such orders and decrees of bodies or tribunals having any jurisdiction over the Services and shall, at all times, observe and comply with all such existing laws, ordinances, regulations, and decrees, and shall indemnify and hold harmless the City against any claim or liability to the extent caused by the intentional or negligent violation of any such law ordinance, regulation, order, or decree, whether by itself or by its subcontractors, agents, or employees. 15.No Mechanic’s Liens. Contractor agrees that it will not cause or permit any claims in the nature of mechanic’s liens for materials or labor placed or used under the terms of this Agreement to be filed or served upon the City; and Contractor hereby guarantees to indemnify and save harmless the City against any and all such claims for liens which may be filed or asserted against any of the work done hereunder. 16.Independent Contractor. The relationship between Contractor and the City is that of an independent contractor. Contractor shall supply all personnel, equipment, materials and supplies at its own expense, except as specifically set forth herein. Contractor shall not be deemed to be, nor shall it represent itself as, an employee, partner, or joint venturer of the City. No employee or officer of the City shall supervise Contractor. Contractor is not entitled to Workers’ Compensation benefits and is obligated to directly pay federal and state income tax on money earned under this Agreement. 17.Immunity. Notwithstanding any other provision of this Agreement to the contrary, no term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protection, or other provisions of the Colorado Governmental Immunity Act, Section 24-10-101, et seq., C.R.S., as now or hereafter amended. The Parties understand and agree that liability for claims for injuries to persons or property arising out of negligence of the City, its departments, institutions, agencies, boards, officials and employees is controlled and limited by the provisions of Section 24-10-101 et seq., C.R.S., as now or hereafter amended. 18.No Assignment. Contractor shall not assign this Agreement without the written consent of the City, which the City may withhold at its sole discretion. 19.Complete Agreement. This Agreement is intended as the complete integration of all understandings between the Parties. No prior or contemporaneous addition, deletion, or other amendment hereto shall have any force or effect whatsoever, unless embodied herein in writing. 20.Amendment in Writing. No amendment or modification shall be made to this Agreement unless it is in writing and signed by both Parties. Neither the course of conduct between the Parties nor any trade practice shall act to modify the provisions of this Agreement except as expressly stated herein. Exhibit A – Lease and Agreement 78 9 Revised July 2022 21.Headings; Recitals; Exhibits. The section headings in this Agreement are solely for convenience and shall not be considered in its interpretation. The recitals set forth at the beginning of this Agreement, as well as the exhibits referred to throughout this Agreement and any Scope of Work, are incorporated into this Agreement. 22.Time of Performance. Time is expressly made of the essence with respect to each and every term and provision of this Agreement. 23.Waiver. The failure of either Party at any time to require performance by the other Party of any provision of this Agreement shall not affect in any way the full right to require such performance at any subsequent time nor shall the waiver by either Party of a breach of any provision of this Agreement be taken or held to be a waiver of the provision itself. 24.No Third-Party Beneficiaries. This Agreement shall be binding upon and inure to the benefit of the heirs, successors and assigns of the Parties. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement and all rights of action relating to such enforcement, shall be strictly reserved to the City and Contractor. Nothing contained in this Agreement shall give or allow any claim or right of action whatsoever by any other third person. It is the express intention of the City and Contractor that any such party or entity, other than the City or Contractor, receiving services or benefits under this Agreement shall be deemed an incidental beneficiary only. 25.Applicable Law; Jurisdiction; Venue. This Agreement shall be construed in accordance with the laws of the State of Colorado. Any action or proceeding brought to interpret or enforce the provisions of this Agreement shall be brought before the state court situated in Boulder County or federal court situated in the City and County of Denver, Colorado and each Party consents to jurisdiction and venue before such courts. 26.No Arbitration. No dispute between the Parties shall be resolved by binding arbitration before any extra-judicial body or person. Any provision to the contrary shall be null and void. 27. Survival. Any and all provisions of this Agreement that, by their nature, would reasonably be expected to be complied with or performed after the expiration or termination of this Agreement shall survive any expiration or termination of this Agreement. 28.Authority. Contractor warrants that the individual executing this Agreement is properly authorized to bind Contractor to this Agreement. [Signature Page Follows] Exhibit A – Lease and Agreement 79 10 Revised July 2022 IN WITNESS WHEREOF, the Parties to this Agreement have caused it to be executed by their authorized officers as of the day and year first above written. This Agreement may be executed in counterparts, each of which shall be original, but all of which together shall constitute a fully binding and executed Agreement. CONTRACTOR By: _____________________________ Printed Name: ____________________ Title: ____________________________ CITY OF BOULDER ATTEST: _____________________________ City Manager _____________________________ City Clerk Exhibit A – Lease and Agreement 80 11 Revised July 2022 APPROVED AS TO FORM: ______________________________ City Attorney’s Office Exhibits Exhibit A - Scope of Work Exhibit B - Golf Course Food and Beverage Food Service Equipment Exhibit C - Golf Course Food and Beverage Premise Areas Exhibit D - Golf Course Food and Beverage Guiding Principles Exhibit E - Golf Course Food and Beverage Management Plan Exhibit A – Lease and Agreement 81 12 Revised July 2022 EXHIBIT A SCOPE OF WORK A.PROJECT OVERVIEW. The City owns and operates the Flatirons Golf Course located at 5706 Arapahoe Avenue in Boulder, Colorado. The Flatirons Golf Course is a public facility, enjoyed by community members and visitors for the municipal 18-hole, 166-acre golf course setting. The City requires a restaurant at Flatirons Golf Course to serve both golf activity as well as the greater community. The restaurant will serve as a gathering and social place to enjoy food and beverage services for the entire community. Contractor will be responsible for the operation of a full-service restaurant and bar indoor/outdoor venue. The restaurant, bar, patio, and lawn will be constructed in 2023/2024 at Flatirons Golf Course. The restaurant building has an anticipated construction completion of April 2024 and an anticipated first full season of operation beginning mid-way through the high season-2024. B.OPERATION AREA. The City owns the Food and Beverage Area and serves as the landlord. The Restaurant Food and Beverage Service Area and the Golf Course Food and Beverage Service Area are depicted in Exhibit C of this Agreement. 1.Liquor License: At its own expense, Contractor will apply for a full-service liquor license which, when granted, permits the ability to serve alcoholic beverages, beer, wine, liquor, and spirits in the Food and Beverage Area. Contractor intends to pursue hotel/restaurant class liquor license and, if such license is granted, will provide such services. Such license may cover the entirety of the Food and Beverage Area, or may cover the Restaurant Food and Beverage Service Area with the Golf Course Food and Beverage Service Area as an optional premises in accordance with applicable law. a.Contractor shall have the right to possession and use of the Restaurant Food and Beverage Service Area for the sole purpose of the operating the restaurant and discharging its duties, including the sale of alcoholic beverages, subject to the Exhibit E, Golf Course Food and Beverage Management Plan, attached hereto and made a part hereof. For the sole purpose of Contractor’s service of alcoholic beverages to golfers from a mobile cart and performance of any legal obligations of any applicable liquor license, Contractor shall be deemed to have possession and control of the Golf Course Food and Beverage Service Area. Contractor's use of the Food and Beverage Area for the sale and service of alcoholic beverages shall be in compliance with the Colorado Liquor Code, the Boulder Revised Code, and any other applicable law. Exhibit A – Lease and Agreement 82 13 Revised July 2022 b.Contractor shall have control of and responsibility for the Food and Beverage Area with respect to the sale and service of all alcoholic beverages. Contractor shall not use, or permit the use of, the Food and Beverage Area for any purpose that is prohibited by any applicable law or regulation. In the event that the rights granted to Contractor under this Agreement are insufficient to obtain a liquor license for the sale of alcoholic beverages in the Food and Beverage Area as described in this Agreement, the Parties will negotiate in good faith to amend this Agreement to grant such additional rights to Contractor as are required to obtain approval of the liquor license. 2.Ancillary Uses and Exterior Space: To support Contractor’s anticipated operations at the Premises and to encourage the financial viability of these endeavors, this Agreement includes Contractor’s operation of exterior space noted as “the Lawn” in Exhibit C of this Agreement. Contractor shall fund the cost of the additional patio area enclosure or heaters, rental or purchase of outdoor furniture, and fencing or separation defining that area of the property. 3.Tobacco: Contractor will sell no tobacco products. 4.Accessibility: Contractor shall ensure that all services are always conveniently accessible to persons with disabilities. Contractor will not be required to bear the cost of any modifications for this purpose to the Premise as initially provided by the City. 5.Sublease: Contractor shall not sublease or assign this Agreement. 6.Hours of Operation: The Golf Course operating hours vary throughout the season listed below in Table 1. The hours of operation of the restaurant are to supplement both the demand of golf as well as serve the needs of a community as a gathering and social place to enjoy food and beverage services beyond golf. The Parties will develop restaurant business hours through mutual agreement based on seasonal needs. 7.If Contractor desires the option to expand hours, Contractor may, with prior written permission of the City, expand restaurant operating hours beyond Golf Course Operating Hours, provided that Contractor shall comply with all applicable requirements of the Boulder Revised Code and Colorado statutes. Table 1: Flatirons Golf Course Operating Hours Peak Golf Season April 1st – October 31st 6:00 a.m. – 8:00 p.m., Monday – Sunday Exhibit A – Lease and Agreement 83 14 Revised July 2022 Low Golf Season November 1st – March 31st 9:00 a.m. – 5:00 p.m. 8.Program: Contractor shall operate the restaurant to appeal to the surrounding neighborhoods as well as to daily golfers, and the event lawn will be utilized for community activities and events as further described in Exhibit E of this Agreement. 9.Events: Public and private events will be managed in accordance with Exhibit E of this Agreement. 10.Rights and Responsibilities that are Shared: The Parties intend mutual utilization of exterior lawn space. Use of the exterior lawn space will substantially contribute to the respective success under this Agreement and both Parties shall work together in good faith to ensure a pleasant visiting experience for guests. The Parties shall strive for complementary and thoughtful scheduling and management of special events and scheduled bookings through regular communications between the Parties. C.RESPONSIBLITIES OF CONTRACTOR. Restaurant Services: Goals and Use of Space 1.Provide food and beverage full-service restaurant services, banquet services on the premises, in accordance with Exhibit E of this Agreement, and subject to the right of the City to reserve and to use at no room rental charge. 2.Provide all mobile beverage cart services for food and beverages on the premises, utilizing the vehicle(s) provided by Contractor. 3.Provide all temporary food and beverage facilities on the premises as needed for events or tournaments but away from the concession facilities, as agreed to by the Golf Director and Contractor. 4.Employ, train, schedule, and manage all personnel required to operate and maintain the restaurant and bar facility. 5.Obtain and maintain all licenses, permits, and certificates required to operate the restaurant and bar during the Term, including, but not limited to, a hotel and restaurant class liquor license. Exhibit A – Lease and Agreement 84 15 Revised July 2022 6.Operate the restaurant and bar at all times during the term in compliance with Exhibit D, Golf Course Food and Beverage Guiding Principles, attached hereto and made a part hereof, and Exhibit E of this Agreement. 7.Operate the restaurant and bar facilities as public facilities in a non-discriminatory manner at all times during the Term of this Agreement. 8.Maintenance: Contractor will be responsible for the maintenance of all Contractor- owned equipment and city provided equipment. The Contractor shall be responsible for annual kitchen hood and floor drains cleaning, and maintenance of the hood and required inspection(s). 9.Equipment Provided: The City will provide food and service equipment and appliances as outlined in Exhibit B, Golf Course Food and Beverage Food Service Equipment, attached hereto and made a part hereof. 10.Site Furnishing and Fixtures (Indoor and Outdoor): Site furnishings and fixtures for the restaurant, indoor and outdoor, shall be selected, purchased, and owned by Contractor, including those impermanent materials, appliances, furnishings, and infrastructure obtained, purchased, selected, installed, and utilized by Contractor for the performance of their services, which shall continue to be owned and maintained by Contractor (“Furnishings and Fixtures”). a.Contractor shall provide the City with a list of its Furnishings and Fixtures prior to the commencement of this Agreement. By way of example, Contractor-provided equipment and materials shall include a range, refrigerator, mobile food preparation and service equipment (i.e., toaster, coffee machine, etc.), shelving, ice machine, wine and alcohol storage, all utensils, and serve ware. 11.Contractor equipment: Prior to the commencement of services, Contractor shall purchase food service equipment and appliances as outlined in Exhibit B of this Agreement. Contractor is responsible for the security of such equipment and daily cash receipts. Contractor shall place no vending machines on the premises. Contractor cannot depend upon the City’s wireless network. Contractor will obtain internet and or TV services for operations. 12.Point of Sale: Contractor will furnish an operable Point of Sale computer system. The operational contract, payment card industry (PCI) compliance, maintenance, upgrades, and/or replacement of the hardware and software shall be the Exhibit A – Lease and Agreement 85 16 Revised July 2022 responsibility of Contractor. Any credit card transactions taken at beverage carts must also be PCI compliant, which cannot depend upon the City’s wireless network. 13.Contractor supplied goods: Contractor shall provide all consumable supplies, which shall be recyclable or compostable to the fullest extent possible, including, but not limited to bottled water, food containers, utensils, paper products, and other supplies. Glass goods and packaging are expressly prohibited. 14.Custodial Service: Contractor shall provide custodial services for the restaurant areas; public restrooms, restaurant, bar, kitchen, and patio cleaning and sanitizing the public eating areas, mopping the floors, cleaning the patio cement, and emptying the trash, compost, and recyclable bins once per day. 15.Signage: Contractor shall comply with local laws and obtain prior approval before installing or displaying any signs or objects on the interior or exterior of the concession area walls, windows, or vertical surfaces. Contractor shall maintain all signs or advertisements regarding the restaurant and bar approved by the City in good and attractive condition at Contractor’s expense. a.The Parties agree to work together in developing the restaurant’s branding concept and on-site signage to communicate the public/private partnership. The brand and name of the restaurant shall thereafter be owned by Contractor and utilized by Contractor solely in connection with the terms and conditions of this Agreement. b.Signage and marketing of the restaurant will indicate that it is operated by Contractor, reflects Contractor’s branding and vision, and that the site is a City public facility, operated in partnership with the City. Signage may include interior wall-mounted signage, icons or wayfinding on the face of the premises and at the entrance to the Golf Course in alignment with the City code and must be approved by the City before installation. 16.Contractor Employees: Contractor is an independent contractor and not an employee of the City. Employees of Contractor are not employees of the City. Contractor shall employ only competent, orderly persons. They shall be courteous to all guests and patrons of the Premises. Persons working for Contractor shall have a tidy appearance at all times and shall wear some distinctive article of apparel that identifies them as Contractor employees. Employees shall not use improper language, consume alcoholic beverages, behave in a boisterous manner, or engage Exhibit A – Lease and Agreement 86 17 Revised July 2022 in any horseplay, immoral, disreputable, or unbecoming, or otherwise objectionable conduct or activities while on the Premises. Contractor shall provide adequate staff for hours of operation established by this Agreement. 17.Nondiscrimination Requirements: Pursuant to Section 12-1-3, B.R.C. 1981, Contractor shall not discriminate against any employee or applicant for employment because of race, creed, color, sex, sexual orientation, gender identity, gender expression, genetic characteristics, marital status, religion, religious expression, national origin, ancestry, age, mental or physical disability, source of income, or immigration status, except where such is a bona fide occupational qualification. Contractor shall not discriminate against any customer on the Premises on the basis of any of the above-described characteristics. 18.Parking and Deliveries: Contractor and its employees may park in the surface lot near the north area of the parking lot. Due to the limited size of the parking lot, reserved parking spaces are not available. Deliveries are to be made from the west side of the restaurant building during Golf Course operating hours. 19.Regulatory Requirements: Contractor shall be responsible for food and beverage operations complying with established standards and regulations and satisfying all licensing or other requirements of Boulder County Public Health Department or other agency having regulatory jurisdiction over food establishments and/or food safety. 20.Ambient Music: Contractor may provide indoor amplified music. Outdoor amplified sound and/or live performances for the public’s enjoyment at the patio or on the lawn shall be in accordance with Exhibit E of this Agreement. 21.Menu: Contractor shall develop, prepare, and serve high-quality, affordable menu items in the restaurant complementary to the Golf Course’s family-friendly environment. 22.Transfer of License: Contractor agrees that upon termination or expiration of this Agreement it shall not oppose the transfer of any and all licenses it holds for the Food and Beverage Area to the City or to a new contractor of the City’s choosing. D.GUIDING PRINCIPLES. To ensure that Contractor’s operations align with and promote community values, and to promote the success of the partnership, each Party shall abide by Exhibit D of this Agreement. Each Party will participate in the development and implementation of guiding Exhibit A – Lease and Agreement 87 18 Revised July 2022 operational documents as outlined in Exhibit E of this Agreement to support collaborative management of this public space. 1.Communication: Contractor shall participate in meetings between Contractor leadership and the City’s Golf Course site management, with such meetings to be requested by either Party, to ensure the public’s continued enjoyment of the restaurant and the continued professional, safe, and mutually beneficial operation of the Golf Course. This shall include at least one (1) meeting quarterly, when requested by either party, addressing operational coordination and expectations. E.ADDITIONAL RESPONSIBILITIES OF THE CITY 1.The City shall fund, design, develop, permit and construct the restaurant, patio and parking lot. 2.The City shall provide reasonable access to the restaurant as is reasonably necessary for Contractor’s operation. 3.The City shall coordinate and cooperate with Contractor to ensure the safety, cleanliness and efficiency of the restaurant’s operation. 4.The City shall co-promote the restaurant as a public amenity available for Golf Course visitors, other community members, and reserved groups during the Term of this Agreement. 5.The City shall be responsible for maintenance and repair needed due to ordinary wear and tear of the structure and of all items physically attached to the walls/floors at the Possession Date. Exhibit A – Lease and Agreement 88 E Q U I P M E N T S C H E D U L EITEMNOQTYEQUIPMENT CATEGORYEQUIPMENTREMARKSPLUG DIRECT NEMA ELECTRICAL AFF (IN) AMPS KW HP VOLTS PHASE ELECREMARKSHOT WATER SIZE (IN) HOT WATER AFF (IN) COLD WATER SIZE (IN) COLD WATER AFF (IN) DIRECT DRAIN SIZE (IN) DIRECT DRAIN AFF (IN) INDIR DRAIN SIZE (IN) MBTUH GAS SIZE (IN) GAS AFF (IN)PLUMBINGREMARKSMANUFACTURERMODEL NUMBER124 1 RACK, DUNNAGEJOHN BOOSJB015-SPARE NUMBER67 1LOT COOLER, WALK-INIMPERIAL BROWNCUSTOMDN 20.0120 1XSEE MANUFACTURE DWGS FOR DETAILSELECTRIC DOWN FROM ABOVE, FOR WALK-IN LIGHTS, SEE MANUFACTURE DWGS FOR DETAILS7.1 1 EVAPORATOR COIL, COOLERSEE MANUFACTURE DWGS FOR DETAILS3/4"SEE MANUFACTURE DWGS FOR DETAILS7.2 1SEE MANUFACTURE DWGS FOR DETAILS7.39-20-SPARE NUMBER21 1 DISHTABLE, SOILED "L" SHAPEDSDT4-L7060SBK-R3-1/2"21.1 1 DISHTABLE SORTING SHELFADVANCE TABCODTA-79TABLE MOUNTED21.2 1 PRE‐RINSE FAUCET, W/ ADD ON FAUCET T&S BRASSB-0133-01-CR22 1 WAREWASHER, HIGH TEMPERATURECHAMPIONDH6000T-VHR12"41.0-46.0208 3X23/4"12"1-1/2"23 1 DISHTABLE, CLEANCDT6-S60SBK-L23.1 1 TUBULAR SHELVING, WALL MTD.BHS1648-T25-SPARE NUMBER26 1 CORNER SINK, (3) THREE COMPARTMENTE3BCS-184-2D1826.1 1 FAUCET, WALL / SPLASH MOUNT B-2414-CR-SC26.226.32728 1 TROUGH, FLOORFTSG-12604"2930-SPARE NUMBER31232 1 ICE MAKER, CUBE‐STYLEICE-O-MATICCIM1136FA72"13.9208 1X3/8"WATER SUPPLY CONNECTED THRU WATER FILTER32.1 1 BIN, ICEB700-301"32.2 1 FILTER, WATERIFQ232.34"33 1 ROLL‐IN HEATED CABINETCONTINENTALDL2WI-E96" 13.8208 1X34 4 REFRIGERATOR / FREEZER RACK, ROLL‐IN NEW AGE133535-371REACH‐IN REFRIGERATOR2RSN84" 6.91151X 5-15P1/339-40-411CONVECTION STEAMER, GASVULCANC24GA1016" 2.01201X0.3(2)3/4"18"1-1/2"(2)C.W. SUPPLY (1)FILTERED (1)UNFILTERED41.11FILTER, WATERSMF620 SYSTEMCONNECT FILTERED WATER SUPPLY TO ITEM #41421CONVECTION OVEN, GASVC55GD431WORK TABLE, 15", STAINLESS STEEL TOPEFT8-3015441RANGE, 60" 6 BURNERS, 24" CHARBROILER60SC-6B24CBN16" 4.01151X45-461GRIDDLE, GAS, COUNTERTOP936RX16" 1.01201X 5-15P46.11EQUIPMENT STAND, REFRIGERATED BASED36GN3.011511/54714849-50-51 1LOT COUNTER, CHEFS W/ HAND SINK6"VERIFY120/20814"W/ CONTROL PANELSTUB-UP, ELECTRIC CONNECTED TO FIXTURE MTD RECEPTACLES IN COUNTER, W/ CONVENIENCE OUTLETS, E.C. TO CONNECT POWER TO CONTOL PANEL1-1/2"51.1 151.2 1 FAUCET, DECK MOUNTT&S BRASSB-0228-CRSTUB-UP51.3 251.4 1 HOT FOOD WELL UNIT, DROP‐IN, ELECTRIC WELLSHT-200AF208 1X1.8-2.41/4"1"AUTO-FILL, INTER-CONNECT C.W. SUPPLY FROM ITEM #51.2 FAUCET52 1 SANDWICH / SALAD PREP REFRIGERATORSW48N18M4.51151X 5-15P1/453SW48N12-FB54-55-SPARE NUMBER56 1LOT(2)3-1/2"56.156.2257 1 UNDERCOUNTER REFRIGERATORSW36N‐U59 1 FRENCH FRY WARMER, COUNTER TOP CARTER-HOFFMANNCNH1848"15.1120 1X5-20P60-61 11-1/2"61.1 1 FAUCET, DECK MOUNTT&S BRASSB-022562 1 JUICE DISPENSER, ELECTRICBUNN37300.00233/8"62.1 163 1 COFFEE / TEA BREWER52200.010065-6666.166.267-100-101102103104105-106107 1 ICE BIN W/ SINK COMBO UNITPTE68A1/2"&1-1/2"108 1 BLENDER STATIONTS12BLD12"20.0120/2401XPOWER FOR BLENDER ITEM #111109-110-111 1 BLENDER, BARBLENDTECSNBSXC2901-B1K15.0X1.8PLUGS INTO FIXTURE MTD. RECEPT. LOCATED ON ITEM #108112 1 REFRIGERATED WORK TOPBBS36C12"1.8120 1X5-15P3/4"&1/2"114115-116 1 ICE MAKER WITH BIN, CUBE‐STYLEICO-O-MATICICEU300HA116.1117 1 HEATED LOW TEMP HOLDING CABINET ALTO-SHAAM500-S12"8.4120 1X1.05-15P118 1 REACH‐IN REFRIGERATOR1RNGD119-120-121 1 BEER TAP COUNTER W/ TROUGH1/2"122 1 DISPENSING HEAD, DRAFT BEER, WALL MTD.BISQUE-8F-WM-MF123123.1123.2123.3 1 KEG STORAGE RACKCHANNELKAR48123.4 1 KEG STORAGE RACKCHANNELKAR80123.5 1 KEG STORAGE RACKCHANNELKAR60124-130-131 1 MOP SINK CABINETJOHN BOOSPBJC-224884-L3-1/2"1/2"36"1/2"36"TRA 43 LOCKER, 5 TIER 1 COLWINHOLTWL-551 SODA RACK, BAG-N-BOX1/2"72"72"20.0120 1XUTILITIES FOR CARBONATOR, BY VENDOR, VERIFY UTILITIESBY VENDORELECTRIC FOR CARBONATOR, BY VENDOR, VERIFY UTILITIES1LOT SHELVING, WIRE STORAGEMETRO2448NC31LOT SHELVING, WIRE STORAGEMETRO2460NCDN 0.81151XELECTRIC DOWN FROM ABOVE, SEE MANUFACTURE DWGS FOR DETAILSCONDENSING UNIT, COOLER0.5 208-230 1XSEE MANUFACTURE DWGS FOR DETAILS1LOT SHELVING, WIRE STORAGE, COOLER WALK-IN METRO2448NK38 1LOT FREEZER, WALK-INCUSTOMDN 20.0120 1XELECTRIC DOWN FROM ABOVE, FOR WALK-IN LIGHTS, SEE MANUFACTURE DWGS FOR DETAILS8.1 1 EVAPORATOR COIL, COOLER3/4"SEE MANUFACTURE DWGS FOR DETAILSDN5.41XELECTRIC DOWN FROM ABOVE, SEE MANUFACTURE DWGS FOR DETAILS8.2 1SEE MANUFACTURE DWGS FOR DETAILSCONDENSING UNIT, FREEZER1XSEE MANUFACTURE DWGS FOR DETAILS8.3 1LOT SHELVING, WIRE STORAGE, FREEZER WALK-IN METRO2448NK3JOHN BOOS1/2"18"1/2"18"JOHN BOOSJOHN BOOS1LOT SHELVING, WIRE STORAGEMETRO1824NC24JOHN BOOS(3)3-1/2"T&S BRASS1/2"18"1/2"18"1 PRE‐RINSE FAUCET, W/ ADD ON FAUCET T&S BRASS5PR-8W061/2"18"1/2"18"1 TUBULAR SHELVING, WALL MTD.BHS1636-TJOHN BOOS26.4 1 TUBULAR SHELVING, WALL MTD.BHS1624-TJOHN BOOS1 SINK, HAND1-1/2"16"PBHS-W-0909-P-SSLR-XJOHN BOOS1/2"18"1/2"18"JOHN BOOS1LOT SHELVING, WIRE STORAGEMETRO2142NCWORK TABLE, 48", STAINLESS STEEL TOPST4-3048SSKW/ CASTERSJOHN BOOSICE-O-MATICICE-O-MATIC3/8"CONNECT FILTERED WATER SUPPLY TO ICE MAKER72"1 TROUGH, FLOORFTSG-1236JOHN BOOSSPARE NUMBER361SINK, HANDPBHS-W-0909-P-SSLR-XJOHN BOOS1-1/2"16"1/2"18"1/2"18"CONTINENTAL381EXHAUST HOODSEE SHEETS FS-7 THRU FS-7.4 FOR DETAILS38.22EXHAUST FAN38.31SUPPLY FAN38.11ELEC PAK / FIRE SUPRESSIONACCUREXXXDW-121.5-S XKC-CV-S-11-2-1-0BY OTHERXDGX-P116-H22-MFELECTRIC DOWN FROM ABOVE, FOR LIGHT SWITCH, SEE SHEETS FS-7 THRU FS-7.4 FOR DETAILSXDN 20.0ELECTRIC DOWN FROM ABOVE, FOR FANS SWITCH, SEE SHEETS FS-7 THRU FS-7.4 FOR DETAILSXDN 40.010.63XX1201208 313.32208 3208 32563/4"SEE SHEETS FS-7 THRU FS-7.4 FOR DETAILS2"BY OTHERS, GC TO CONFIRM UTILITIESBY OTHERS, GC TO CONFIRM UTILITIESSEE SHEETS FS-7 THRU FS-7.4 FOR DETAILSACCUREXBY OTHERACCUREXSPARE NUMBER1253/4"30"VULCAN3/4"18"VULCANDOUBLE STACKED UNIT16"&36"7.71201PER DECK1/2X503/4"30" PER DECK, 100,000 TOTAL BTUJOHN BOOSVULCAN3021"30"SPARE NUMBERVULCAN813/4"30"CONTINENTAL16"X 5-15PWORK TABLE, 15", STAINLESS STEEL TOPEFT8-3015JOHN BOOS1FRYER BATTERY, GAS7.0X244 1"30"PITCOSG14RS-2FDFOR FILTER1.7XFOR CONTROLS16"16"115111515-15P5-15PFRYER BATTERY, GASSPARE NUMBERBY FABRICATORCUSTOMOVERSHELF, DOUBLE TIER, TABLE MTD. BY FABRICATORCUSTOM1/2"6"1/2"6"HEAT LAMP20.3X2.44HATCOGRAHL-48D3ELECTRIC CONNECTED THRU ITEM #51 CONTROL PANEL, FIXTURE MTD. RECEPTACLE120 1ELECTRIC CONNECTED THRU ITEM #51 CONTROL PANEL, FIXTURE MTD. RECEPTACLECONTINENTALELECTRIC CONNECTED THRU ITEM #51 CONTROL PANEL, FIXTURE MTD. RECEPTACLE1 SANDWICH / SALAD PREP REFRIGERATOR CONTINENTAL4.51151X 5-15P1/4ELECTRIC CONNECTED THRU ITEM #51 CONTROL PANEL, FIXTURE MTD. RECEPTACLETABLE, "L" SHAPED WORK / PREP W/ SINKS BY FABRICATORCUSTOM1 FAUCET, DECK MOUNTT&S BRASSB-0221-CR1/2"18"1/2"18"SHELVES, WALL MTD.BY FABRICATORCUSTOMCONTINENTAL16" 2.461151X 5-15P1/558 1 UNDERCOUNTER FREEZERSWF27N-UCONTINENTAL16" 4.01151X 5-15P1/4SPARE NUMBERBEVERAGE COUNTER W/ HAND SINKBY FABRICATORCUSTOMGROMMET HOLES FOR UTILITIES1/2"18"1/2"18"120 148" 6.0X 5-15PWATER SUPPLY CONNECTED THRU WATER FILTERWATER FILTERBUNN39000.00073/8"18"CONNECT FILTERED WATER SUPPLY TO ITEM #62BUNN120 148" 14.0X 5-15P1/4"WATER SUPPLY CONNECTED THRU WATER FILTER63.1 1 WATER FILTERBUNN39000.00073/8"18"CONNECT FILTERED WATER SUPPLY TO ITEM #6364 1 COFFEE / TEA BREWER52200.0100BUNN120 148" 14.0X5-15P1/4"WATER SUPPLY CONNECTED THRU WATER FILTER64.1 1 WATER FILTERBUNN39000.00073/8"18"CONNECT FILTERED WATER SUPPLY TO ITEM #63SPARE NUMBER1 DISPENSER, BEVERAGE / ICELANCER85-4548H-111BY VENDOR48" 3.01151XBY VENDOR, VERIFY UTILITIES.3451/2"BY VENDOR, VERIFY UTILITIES1 ICE MAKER, CUBE‐STYLECIM0320FAICE-O-MATIC72"11.01151X3/8"WATER SUPPLY CONNECTED THRU WATER FILTER3/4"1 FILTER, WATERIFQ1ICE-O-MATIC3/8"CONNECT FILTERED WATER SUPPLY TO ICE MAKER18"SPARE NUMBER1LOT BAR TOP & FRONTBY MILLWORK / PERLICKCUSTOMBY OTHERS1LOT BAR DIE WALL, MODULARBY MILLWORK / PERLICKCUSTOM2BY OWNERTRASH CAN1 CORNER ANGLE FILLER1-1/2"PERLICKTS90D-FISPARE NUMBER1 SINK, HANDTS12HSNPERLICK1-1/2"3/8"12"12"3/8"12"PERLICK(2)1/2"12"12"(2)1/2"PERLICKSPARE NUMBER120/2401PERLICK113 1 UNDERBAR SINK UNITSTS53CPERLICK1-1/2"3/8"12"3/8"12"1LOT SHELVING, WIRE STORAGEMETRO1836NCSPARE NUMBER12"13.11151X3/8"WATER SUPPLY CONNECTED THRU WATER FILTER3/4"3/8"CONNECT FILTERED WATER SUPPLY TO ICE MAKER12"1 FILTER, WATERIFQ1ICE-O-MATICCONTINENTAL84" 6.01151X5-15P1/4SPARE NUMBERBY MILLWORK / PERLICKCUSTOMBY OTHERSSEE MANUFACTURE DWGS FOR DETAILSSEE MANUFACTURE DWGS FOR DETAILS1LOT COOLER, KEG WALK-INCUSTOMDN 20.0120 1XSEE MANUFACTURE DWGS FOR DETAILSELECTRIC DOWN FROM ABOVE, FOR WALK-IN LIGHTS, SEE MANUFACTURE DWGS FOR DETAILS1 EVAPORATOR COIL, COOLERSEE MANUFACTURE DWGS FOR DETAILS3/4"SEE MANUFACTURE DWGS FOR DETAILS1SEE MANUFACTURE DWGS FOR DETAILSCONDENSING UNIT, COOLERSPARE NUMBERBY OWNERTRASH CANSEE SHEETS FS-7 THRU FS-7.4 FOR DETAILSBY OTHERS, GC TO CONFIRM UTILITIESSEE SHEETS FS-7 THRU FS-7.4 FOR DETAILSRUSSELLIMPERIAL BROWNIMPERIAL BROWNRL6A052ADARERFH055E4SDB-NTRUSSELLRUSSELLRUSSELLRL6E042DDARERFO160L4SDA-NT208-230208-2301.5RUSSELLRL6A052ADARERFH055E4SDB-NTRUSSELLDN 0.81151XELECTRIC DOWN FROM ABOVE, SEE MANUFACTURE DWGS FOR DETAILS0.5 208-230 1XSEE MANUFACTURE DWGS FOR DETAILSDATE:SHEET SIZESCALE:E1 size (30"x42")21_0913 INDEX OF SHEETSThis document and the information disclosed herein are theexclusive copyrighted property of Smith & Greene Company.They are instruments of service for this project only. No part of thisdocument may be made available, copied, reproduced ordistributed to others without the written consent ofSmith & Greene, a division of Edward Don & Company© 2019.THESE DRAWINGS ARE NOT FOR CONSTRUCTION UNLESS THEY BEARTHE APPROVAL STAMP OF JURISDICTIONAL REGULATING AGENCYTHE PROJECT IS LOCATED WITHIN.Food Service Revision List# Description 5706 ARAPAHOE AVE/ BOULDER, CO 80303 FLATIRONS GOLF COURSEJCoontsDESIGNER303.775.9780 JC@SmithandGreene.comJSchwindtDESIGNER 720.425.7432 JeremiahS@SmithandGreene.comCKleinDESIGNER 513.344.5492 ChrisK@SmithandGreene.comFS-1 FOODSERVICE EQUIPMENT SCHEDULEFS-2 FOODSERVICE EQUIPMENT PLAN & SCHEDULEFS-3 FOODSERVICE EQUIPMENT ELECTRICAL PLAN & SCHEDULEFS-4 FOODSERVICE EQUIPMENT PLUMBING PLAN & SCHEDULEFS-5 FOODSERVICE EQUIPMENT SPECIAL CONDITIONS PLANFS-6 FOODSERVICE EQUIPMENT MECHANICAL PLANFS-7 HOOD DRAWINGFS-7.1 HOOD DRAWINGFS-7.2 HOOD DRAWINGFS-7.3 HOOD DRAWINGFS-7.4 HOOD DRAWINGFS-8 WALK-IN DRAWINGFS-8.1 WALK-IN DRAWINGFS-8.2 WALK-IN DRAWINGFS-8.3 WALK-IN DRAWINGFS-8.4 WALK-IN DRAWINGFS-8.5 WALK-IN DRAWINGFS-8.6 WALK-IN DRAWINGFS-8.7 WALK-IN DRAWINGFS-8.8 WALK-IN DRAWINGFS-8.9 WALK-IN DRAWINGFS-9 FOODSERVICE EQUIPMENT ELEVATIONSFS-9.1 FOODSERVICE EQUIPMENT ELEVATIONSRELEASE TITLE21_0913 PERMIT SETFOLLOWING STANDARDS: NSF, UL AND NFPA-96. ALL NEW HOODSSHEET NOTESCLEAR SILICONE CAULK IN A NEAT WORKMAN LIKE MANNER.BACK SPLASHES OF EQUIPMENT SHALL BE SEALED TO WALLS WITHTO BEAR UL CLASSIFIED LABEL WITHOUT DAMPERS IN EXHAUSTVENT COLLARS. HOODS ARE DESIGNED TO MEET OR EXCEED50 FPM CAPTURE VELOCITY AT THE COOKING SURFACE EDGE ANDHAVE A 6" MIN. OVERHANG AT ALL EXPOSED COOKING AREAS.14.GAS SUPPLY TO ALL COOKING EQUIPMENT, WHERE REQUIRED,6.THE REMOTE COMPRESSOR. ALL CONNECTIONS TO BE PROVIDEDVALVE, T-STAT, T-CLOCK AND MOTORS AND CONTROL WIRING TOWALL BACKING PROVIDED BY GENERAL CONTRACTOR.PLUMBING CONTRACTOR TO SUPPLY GREASE TRAP AS REQUIREDALL CONDUIT RUN ON EXTERIOR (TOP) OF BOX.INSTALLATION AND WIRING TO BE PROVIDED BY THE "E.C." WITHALL WALK-IN BOX FIXTURES TO BE PROVIDED BY THE "K.E.C."ALL NEW EXHAUST HOODS WILL BE CONSTRUCTED TO MEET THEABOVE THE FLOOD LEVEL RIM WITH NO SHUT OFF DEVICESBEYOND THE DISCHARGE OF THE VACUUM BREAKER.VACUUM BREAKERS WHEN USED, TO BE MINIMUM OF SIX INCHESS/S LEGS.CASTERS WITH FLEXIBLE UTILITY QUICK DISCONNECTS OR FIXED ONALL COOKING EQUIPMENT UNDER EXHAUST HOODS ARE EITHER ONBY THE ELECTRICAL CONTRACTOR.ALL WALK-IN BOX COILS REQUIRE CONNECTIONS TO SOLENOIDTHE HOOD FIRE PROTECTION SYSTEM FOR AUTOMATIC SHUT-OFF.SHALL BE PROVIDED WITH AN ELECTRIC VALVE FOR FIRE-FUELSHUT-OFF. VALVE TO BE SUPPLIED BY THE "K.E.C." ANDINSTALLED BY THE "P.C." K.E.C. SHALL CONNECT VALVE TOBY CODE.13.12.10.11.9.8. 7.ELECTRICAL POWER TO COOKING EQUIPMENT, WHERE REQUIRED,SHUT-OFF. ELECTRICAL CONTRACTOR SHALL WIRE CONTROLCIRCUIT TO MICRO SWITCH PROVIDED BY KITCHEN EQUIPMENTCONTRACTOR ON HOOD FIRE PROTECTION SYSTEM.SHALL BE PROVIDED THRU A SHUNT-TRIP SYSTEM FOR FIRE FUELREQUIREMENTS SHOWN ARE FOR ONE ITEM, TO DERIVESEE EQUIPMENT PLUMBING AND ELECTRICAL ROUGH-IN DRAWINGSELECTRICAL CONTRACTOR SHALL PROVIDE MAG. STARTERS.DISCONNECT SWITCHES, INTERLOCKS AND THERMO-OVERLOADPLUMBING CONTRACTOR SHALL PROVIDE STOP VALVES AHEAD OF ALL OPERATING HANDLES AND FAUCETS.FOR ADDITIONAL INFORMATION.TOTAL MULTIPLY BY QUANTITY SHOWN.FOODSERVICE NOTESPROTECTION WHERE REQUIRED.5.4.3.2.1.ALL EXHAUST HOODS TO BE A MIN. 22 GA. STAINLESS STEEL,ONLY. NO VEGETABLE WASHING OR FOOD PREP. TO BE DONESUPPORT ROOMS ARE FOR STORAGE AND UTENSIL WASHINGU.L. LISTED, AND CONSTRUCTED AND INSTALLED TO ALL U.L.AND N.F.P.A. SPECIFICATIONS. EXHAUST DUCTS TO BE A MIN. 16 GA.STEEL. (TYPE 1 HOOD DUCTS TO HAVE WELDED SEAMS)ALL FLOOR TILE TO BE SMOOTH UNDER ALL EQUIPMENT, ANDWALKWAYS TO HAVE A LIGHT TEXTURE ONLY.ALL 3-COMPARTMENT SINKS TO HAVE A MIN. COMPARTMENTSIZE OF 18" X 18" X 12" DEEP, WITH A MIN. 18" DRAIN BOARDON EACH END. PROVIDE WITH 8" HIGH INTEGRAL BACK SPLASHAT ALL WALLS. (SEE FOOD SERVICE SPECIFICATIONS FOR SIZESOF EACH ITEM.)OFF THE FLOOR TO BE PROVIDED IN ALL FOOD AND UTENSILSTORAGE ROOMS, TOILET, AND DRESSING ROOMS.A MIN. OF 20 FOOT CANDLES (215 LUX) OF LIGHT, MEASURED 30"OFF THE FLOOR TO BE PROVIDED IN ALL AREAS DURING GENERALALL SHELVING OVER WET AREAS (SINKS, MOP SINKS, ETC.)SHATTER SHIELDS OR SHATTERPROOF LIGHT BULBS TO BEPROVIDED FOR ALL LIGHTS ABOVE FOOD PREPARATION,A MIN. OF 10 FOOT CANDLES (108 LUX) OF LIGHT, MEASURED 30"CONCEALED WITHIN THE BUILDING STRUCTURE TO AS GREATFLOOR SINKS UNDER EQUIPMENT MUST BE 50% EXPOSED ANDEASILY ACCESSIBLE FOR CLEANING AND SERVICING.ALL PLUMBING, ELECTRICAL, AND GAS LINES SHALL BE AN EXTENT AS POSSIBLE.WORK, AND STORAGE AREAS.WILL BE STAINLESS STEEL.CLEANUP ACTIVITIES.HEALTH DEPT. NOTESSUPPLYING WARM WATER FOR A MINIMUM OF 10 SECONDS.A HAND SINK IS PROVIDED IN EACH FOOD PREPARATION AREAWITH SINGLE SERVICE TOWEL AND SOAP DISPENSER.3-COMPARTMENT SINKS ARE PROVIDED WITH MIXING VALVEFAUCETS CAPABLE OF REACHING EACH COMPARTMENT.A MIN. OF 20 FOOT CANDLES (215 LUX) OF LIGHT, MEASURED 30"OFF THE FLOOR TO BE PROVIDED IN ALL FOOD PREPARATION,PACKAGING, AND PROCESSING AREAS.ALL FOOD SERVICE EQUIPMENT, FABRICATED ITEMS, AND THEIRALL STATIONARY EQUIPMENT AND FIXTURES TO BE SEALED TOINSTALLATION SHALL MEET NATIONAL SANITATION FOUNDATIONTHE WALL OR ADJACENT EQUIPMENT. USE ALUMINUM COLOR ATSTAINLESS STEEL AND CLEAR AT ALL OTHERS.ALL SINKS IN THE FOOD FACILITY MUST BE PROVIDED WITH HOTWATER (MIN. 120 DEG. F.) AND COLD RUNNING WATER UNDERPRESSURE AND WILL HAVE A PREMIXING FAUCET CAPABLE OF (N.S.F.) REQUIREMENTS.FS-1FOODSERVICEEQUIPMENTSCHEDULENTSSCALE: NTSFOODSERVICE EQUIPMENT SCHEDULE1EXHIBIT B Golf Course Food and Beverage Food Service EquipmentExhibit B - Golf Course Food and Beverage Food Service Equipment89 Arapahoe AvenueArapahoe Avenue 55th Street55th StreetFlatirons Golf Course 5710 Arapahoe Avenue 5706 Arapahoe Avenue There are 2 address plats within the golf course property. Detail Exhibit C: Golf Course Food and Beverage Premise Areas New Clubhouse Building 5095 square feet Patio Area 3684 square feet Event Lawn ~12,000 square feet Storage Garage 294 square feet Garage 294 ft2 Clubhouse 5095 ft2 Patio 3684 ft2 Event Lawn ~12,000 ft2 90 EXHIBIT D GOLF COURSE FOOD AND BEVERAGE GUIDING PRINCIPLES The intent of this Exhibit D is to outline food and beverage Contractor agreements to capture the spirit of the Agreement. It may be updated with both Parties’ agreement and approval as operations commence and lessons are learned. Purpose of the Guiding Principles These guiding principles represent a shared statement about the nature of the Flatirons Golf Course and the manner in which the City and Contractor intend to collaborate in its management. 1.A Public Place. The Flatirons Golf Course is one of the City’s Parks and Recreation Department’s regional facilities and offers the opportunity for all community members to participate in the sport of golf. The golf course is characterized by beautiful mountain views and is a community resource and a public place. 2.Boulder Parks and Recreation Mission. The mission of the City’s Parks and Recreation Department is to promote the health and well- being of the entire Boulder community by collaboratively providing high-quality parks, facilities and programs. Fidelity to this mission is paramount to sustaining the spirit of the Flatirons Golf Course and fulfilling the goals of the Parks and Recreation Master Plan. 3.A Balanced Approach. The Flatirons Golf Course encompasses multiple golf operations and contractual uses and missions; the needs and interests of many must be balanced in keeping with principles 1 and 2 of this Exhibit D. Management decisions about surrounding uses should be made with sensitivity to potential impacts on the Flatirons Golf Course. At the same time, the Golf Course and restaurant should be managed and preserved in a manner consistent with the community’s sustainability goals and with sensitivity to impacts on surrounding residential neighborhoods. 4.Collaborative Place Management. To achieve the balanced approach described in principle 3, the Flatirons Golf Couse (including the restaurant leasehold) must be collaboratively managed. In particular, the following components of collaborative place management must be clearly defined and agreed to by the City and Contractor with the city retaining final approval authority: 4a. Roles and Responsibilities. Exhibit D - Golf Course Food and Beverage Guiding Principles 91 The City and the Contractor have the joint responsibility of supporting and enhancing the spirit and unique character of the Flatirons Golf Course through collaborative place management as well as the responsibility of managing specific public and private assets: 1.Contractor has the role of enhancing the visitors’ experience at the Flatirons Golf Course through delivery of its restaurant, bar and events program. The Contractor also has the responsibility, under its lease with the city, of managing certain public assets in a manner consistent with its Boulder Parks and Recreation mission and these guiding principles. 2. The City has multiple roles, including: a.Owner of the underlying land throughout the Flatirons Golf Course, the Golf Shop, the restaurant, bar, kitchen, patio, and lawn adjacent to the patio in the leasehold, serving in this role as landlord. Importantly, honoring the community benefit of the facility. b.Manager of the public infrastructure throughout the Flatirons Golf Course and of the public assets outside the leasehold, including all the golf course and golf shop and golf amenities; and c.Regulator in terms of City laws. The City has the responsibility of representing the interests and priorities of the community at-large; maintaining safe and efficient access to and within the site; and coordinating policy and action in a manner consistent with these guiding principles. 4b. Thresholds for Collaborative Processes. Effective collaboration among the core entities responsible for the Flatirons Golf Course management is critical. In general, the collaborative processes between Contractor and the City and the public should proportionately increase as the scope of the proposed change increases. 1.Threshold 1: Minor Modifications and Operational Changes. These encompass site or facility changes that do not involve significant changes to the site or public building exteriors; are led and financed primarily by a single party; and are consistent with these guiding principles. Coordination and collaboration between Contractor and the City is essential. 2.Threshold 2: Significant Modifications and Operational Changes Led by a Single Party. These are changes to the site or facilities that significantly alter a City-owned building’s exterior, involve new construction or demolition, significantly alter historic site patterns or designs, and/or represent a significant change in use. This Exhibit D - Golf Course Food and Beverage Guiding Principles 92 level of change may be proposed by a single party but will require a higher degree of coordination and collaboration early in the process to address the concerns or needs of other parties and ensure consistency with these guiding principles. The resulting process may or may not lead to shared financial responsibility, but should ensure transparency, opportunities for public input and clarity and timeliness of decision making for the concerned party(ies). Examples of this type of change include the potential development permanent shade or tent structures within the leasehold. 3.Threshold 3: Significant Modifications and Operational Changes. These are changes similar in scope or impact to those in Threshold 2, but which would clearly benefit from joint interest in their planning and implementation. Due to the shared interest, these may require an even higher degree of collaboration early and throughout the process. An example of this type of change includes but is not limited to the following: Significant changes to operational hours or schedules, significant changes to use and/or allowed uses of site. 5.Guiding Policy Documents. To support a collaborative approach to management of the Restaurant area key operational policy documents should be jointly developed and adopted by the core parties. These include, but are not limited to, common area Standard of Practice Procedures for the Flatirons Golf Course Policies, Procedures, Rules, and Emergency Action Plans (EAPs). 6.Public Information and Input. Because the management of the Golf Course and restaurant is a shared responsibility across the two (2) Parties, it could be difficult for the public to find complete and accurate information regarding planning and management-related issues for the area. A shared approach to providing public information and opportunities for public input shall be developed and implemented to support these principles’ goals for collaborative stewardship in the public interest. Exhibit D - Golf Course Food and Beverage Guiding Principles 93 EXHIBT E GOLF COURSE FOOD AND BEVERAGE MANAGEMENT PLAN The City’s Parks and Recreation Department (BPR) manages all areas of the Flatirons Golf Course with a balance of preservation and recreation as outlined in the vision from the Boulder Parks and Recreation Master Plan. This Management Plan outlines operation agreements between BPR and Contractor of the indoor/outdoor full-service restaurant. Per the terms of this Agreement, this Exhibit E must be complied with by both Parties. The Management Plan will be reviewed annually by both Parties. The annual review of The Management Plan and data and feedback will be collected throughout the first high season and considered in the After-Action Review (AAR) conducted. The AAR determines how the City applies an adaptive management approach to resource protection and enhancement as outlined in the Flatirons Operations and in the Boulder Parks and Recreation Master Plan. An adaptive management approach involves the ongoing monitoring of resource conditions, assessment of the effectiveness of management actions, revisions of management actions based on new information from research and learning from experience. A.OPERATIONS: The Parties intend mutual utilization of exterior lawn space which will substantially contribute to their respective success under this Agreement and the Parties shall work together in good faith to ensure a pleasant visiting experience for guests, avoiding conflicts with the public’s enjoyment of the Golf Course. The Parties shall strive for complementary and thoughtful scheduling and management of special events and scheduled bookings through regular communications between the Parties. B.HOURS OF OPERATIONS: Contractor hours of operation are listed this Agreement. 1.Events: The Parties agree that Contractor may utilize the leasehold area and exterior lawn space for private/special events, as reserved by guests and clients of Contractor. The restaurant, bar, public bathrooms, lawn and patio space, is to be available for general public usage. a.Contractor shall make a good faith effort to book and accommodate small and medium-size events, up 175 maximum people, in the designated event areas as listed on Exhibit D of this Agreement. Events may include golf and non-golf functions. The Golf Director will coordinate with Contractor on this effort, but Contractor will take the lead as part of managing its independent business plan per the terms of this Agreement. b.The lawn and event areas will be open for coordinated programs, including golf course programmed golf -related events and community special events. c.The Parties agree that the restaurant is a City amenity, and that Contractor shall provide community benefited events negotiated as part of the terms of this Agreement. Events must not negatively impact the site, wildlife or neighbors. Exhibit E - Golf Course Food and Beverage Management Plan 94 d.The parking lot and restrooms are shared amenities. Coordination between Contractor and golf services during peak times/season and lawn events will be required. Any large event exceeding 175 attendees may require an alternative transportation plan. e.Contractor shall operate a minimum of one (1) mobile beverage cart during peak season. 2.Private Events: Private events facilitated by Contractor are allowed through this Agreement, with requirements to ensure they are a value-add for the community and minimize impacts on the site, wildlife or neighbors. These events are governed by the City’s ordinances and regulations, the City’s Parks and Recreation Department policies, this Agreement and this Exhibit E. Private events must end by midnight, as per this Agreement. Private events that are allowed with no additional permission from the City include: a.Those that do not require any noise variance for additional amplified sound; b.Those that do not require support from City staff (e.g., any activity past 9:00 p.m.); or c.Those that do not exceed 200 attendees. 3.Special Events: Special events are governed by all requirements of the City’s Special Events Guide a.Notice of booking Special Events shall comply with all relevant local and state ordinances, and be immediately communicated to the Flatirons Golf Course Point of Contact and no less than seven (7) business days prior to a scheduled event and will include: i.Site Manager on Duty for the event must be listed and onsite during event; ii.Anticipated guest count maximum; iii.Anticipated number of vehicles and whether special vehicle access shall be requested; iv.Event hours; including pre/post event preparation; v. Anticipated use and duration of amplified sound; vi.Anticipated service of alcoholic beverages, as applicable; and Exhibit E - Golf Course Food and Beverage Management Plan 95 vii.Subject to written City approval, any request for alternative hours or access associated with the event. 4.Schedule: Contractor has the exclusive authority to book, manage and schedule artists for entertainment and shall be responsible for any violations or fines associated with Contractor’s arranged or facilitated facility or premises amplified sound. a.If the City otherwise schedules use outside of the leasehold including, but not limited to, Special Event Blackout Dates, the City shall promptly notify Contractor in order to avoid scheduling conflicts. Such City activities may include, but shall not be limited to, daytime, and weekday utilization of the area for coordination of programming and youth camp shade areas, smaller private parties secured directly through the City, special events such as city golf tournaments, and community gatherings. In those instances, the City agrees to position Contractor as the preferred restaurant caterer and sole alcohol licensure/bartending service available. b.The Parties agree that the restaurant is a City amenity and that the Contractor shall provide catering (food only) for up to six (6) City-presented events at the restaurant without facility rental costs and otherwise at cost each year during the Term of this Agreement. Such civic use may include, but shall not be limited to, neighbor or volunteer appreciation events, community open-house or engagement, board or commission retreats or City staff meetings. The City shall annually determine and identify the City-presented events and potential civic uses and dates will be cleared with Contractor to ensure there are no conflicts with other events. The Parties agree that such activities shall be limited during the season, shall prefer non- weekend dates in the off-season, and be coordinated with Contractor to limit business impacts. c.Golf Course programming and tournaments will be considered as first priority during golf course operation hours. The Parties will strive for complementary and thoughtful scheduling and management of special events and scheduled bookings through regular communications between the Parties. 5.Sound: All sound will adhere to the City’s noise ordinances. a.Outdoor amplified sound and/or live performances shall be for the public’s enjoyment; and Exhibit E - Golf Course Food and Beverage Management Plan 96 b.Any deviation from the City’s noise ordinances shall require written City permission. The duration, hours and level of allowed amplification in such instances shall consider the proximity of the premises to other properties. 6.Lighting: All lighting at the facility will continue to be compliant with the City’s lighting ordinances. 7.Termination: Upon termination of this Agreement, Contractor shall deliver to the City the restaurant, bar, patio and lawn areas in clean and working order. Exhibit E - Golf Course Food and Beverage Management Plan 97 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: October 23, 2023 A. 2023 Budget Review & 2024 Budget Update To keep PRAB updated on the financial status of the department, staff are providing some key updates, which includes a breakdown of the 2019 to 2023 actual expenses year-to-date, revisions to the 2023 budget, and Recreation Activity Fund performance. This item also includes an update on the proposed 2024 budget and 2024-2029 CIP budget that was shared with the public and City Council. Expenses by Category Following typical practice, BPR will report on the expenses by category for January to September from 2019 through 2023. The main expense categories are: x Operating – Personnel o This includes all salaries and benefits for standard full-time employees as well as seasonal and temporary employees. x Operating – Non-Personnel Expenses (NPE) o This includes all operating expenses for materials, supplies and services. x Capital o This includes all capital related projects funded from typical Parks and Recreation funds (.25 Cent Sales Tax, Permanent Parks and Recreation Fund, Lottery Fund) x Capital – Other Funds o This includes capital related projects funded by non-Parks and Recreation funds (General Fund – Capital, Boulder Junction Capital Improvement Fund, Capital Development Fund, Community, Culture, Resilience and Safety Tax Fund) x Cost Allocation & Interdepartmental Transfers o This includes expenses for internal city services provided by other departments such as IT, HR, and Facilities. The department continues to rely on 2019 as a pre-pandemic baseline year to highlight recovery measures. While 2019 serves as a helpful snapshot, since that time there have been many changes beyond COVID, including increased cost of labor, accelerated cost escalation (which directly impacts operating and capital expenses), and a year-over-year fluctuation in capital projects based on staffing capacity, funding, and project timelines. 98 The presentation at the PRAB meeting will include the YTD spend through September by both the department primary funds and the budget category for 2019 through 2023 to indicate year over year trends. Additionally, the presentation will include a breakdown of revenues to expenses within the Recreation Activity Fund given the quasi-enterprise nature of the fund. Revisions to 2023 Budget The city adopts a budget for the following year each October, but continues to revise it through a process called the Adjustment to Base (ATB) in May and November. This allows an opportunity to adjust revenues and expenses based on updated financial projections and serves as an opportunity to recognize additional revenue, such as grants and donations. In the May 2023 Adjustment to Base 1 (ATB1), BPR received approval for 6.5 ongoing FTE. This includes 2.0 FTE (3 positions) for Aquatics to provide additional full-time coverage of pools, supporting more daytime lap lane hours. To sustain continued program growth, Gymnastics was approved for 1.0 FTE and Golf received 1.5 FTE (2 positions). These positions are offset by additional earned revenue from those program areas. Additionally, 2.0 FTE were added to the Planning and Construction service area to support the capital projects identified in the Capital Investment Strategy. These positions are funded in the .25 Cent Sales Tax Fund and supported by a decrease in capital project budgets, recognizing that these employees will support delivery of the project in a cost-effective manner (e.g., producing in-house CAD drawings and other design elements). As of September, 5.75 FTE of the roles above have been filled. In the first half of 2023, BPR received a total of $124,446 in grants and ATB1 recognized this revenue. These grants included the state’s Childcare Stabilization and Workforce Sustainability Grant programs for $48,946. BPR also received two City of Boulder Health Equity Fund Grants which support the Recquity Program and Mobile Rec Van Program, in the amounts of $45,500 and $30,000 respectively. BPR continues to receive grants and donations and will include these in the next ATB in November 2023. Most of this ATB will be focused on grants and donations received in the second half of the year. Recreation Activity Fund (RAF) Performance The chart below (Chart 1) demonstrates the significant impacts since the pandemic across recreation services. This is intended to illustrate the impacts of COVID as well as the recovery by facility. Indoor facility visitation has not yet returned to 2019 levels, however, continues to grow steadily. 99 Chart 1: January – August 2019-2023 Key Statistics BPR 2019 – 2023 Recreation Activity Fund Statistics January 1 to August 31 Change 19-23 Change 22-23 2019 2020 2021 2022 2023 $ % $ % RAF Earned Revenue $6.9M $3.4M $5.3M $6.4M $7.3M $0.5M 7% $0.9M 15% All Recreation Centers Visitation 330,320 106,162 87,648 161,591 223,817 -106,503 -32%62,226 39% Outdoor Pools Visitation 21,414 11,635 67,929 58,398 59,060 37,646 176% 662 1% Boulder Reservoir Entrances 60,718 51,697 54,493 52,954 51,753 -8,965 -15%-1,201 -2% Rounds of Golf Played 30,771 30,894 33,202 34,675 32,064 1,293 4% -2,611 -8% There are several caveats to the data listed above based on operations: x All services were impacted by a 6-week closure in 2020, with varying levels of reopening based on staff availability, funding, and health guidelines. x Reservoir entries include those visitors that entered using a daily gate fee, punch, or unlimited pass. They do not include estimated attendance at special events, picnics, or rentals. x Outdoor Pool visits cannot be analyzed consistently due to varying facility availability each year: Scott Carpenter Pool closed for construction in 2019 and Spruce Pool remained closed in 2021 and 2022 due to staffing limitations. This is the first summer the new Scott Carpenter and Spruce Pool have both been open since 2018. x Flatirons Golf Course’s construction project in 2023 has severely limited parking and tee sheet times; however, the course is still performing quite well. Rounds of golf are only one mechanism to track golf utilization. Overall, the RAF continues to improve across the board. Recreation participation levels are starting to stabilize. BPR continues to be strained by the availability of staffing to fully deliver services and will continue to address this with focused efforts on recruitment, training, and retention. 2024 Recommended Budget The PRAB discussed the 2024 BPR budget proposal at various meetings through the spring and summer. Staff then met with the Executive Budget Team in July and August to coordinate department priorities and citywide strategies given the fiscally constrained environment. This item provides an update on activity since the PRAB’s last review of the 2024 budget proposal. City Manager released a Recommended 2024 Budget on September 1. The budget message is focused on a constrained budget due to many uncertainties and the need to be strategic across the entire city. The Parks and Recreation Budget is described in more detail along with key changes within the Department program pages. The 2024 department budget is proposed at $44.7 million, which is comprised of a $33.6 million operating budget and $11.1 million capital budget for CIP. 100 BPR’s operating budget addresses cost escalation and supports continued investment in department programs including staffing and program growth in areas that are continuing to experience an increase in demand. BPR requested a total of 15.0 FTE and received approval for 6.0 FTE in the 2024 proposed budget (with 3.0 FTE being fixed term through December 2024). This is in addition to maintaining the 6.5 FTE that were approved through ATB1 in mid-2023, as discussed above. The positions that are included for 2024 include: x 3.0 FTE (Fixed-Term through 2024) for the continuation of the Urban Ranger Program to support the Safe and Managed Public Spaces (SAMPS). x 2.0 FTE to support the expansion of youth recreation in the Gymnastics and Sports workgroups. These positions are offset by additional earned revenue within the Recreation Activity Fund. x 1.0 FTE will be added to the Planning and Construction service area to support department wide asset management, which will help with the 2022 Parks and Recreation Plan key theme of “Taking Care of What We Have” and aligns with the city’s priority on Good Governance. The city could fund limited positions in 2024 due to many constraints on the budget and financial uncertainty. Positions that were not funded in 2024 will be saved for consideration with future budget cycles. The Urban Park Ranger program has proven valuable and effective, and BPR is prepared to identify ongoing funding through realignment of funding in 2025, if necessary (due to General Fund constraints), so that the program continues. As a continuation of the commitment to invest in staff, there is a citywide increase to Living Wage for benefited city workers and certain service contractors who will receive a base wage of $22.44 per hour. Living Wage increases impact some of BPR teammates in Park Operations and Recreation Operations and were already factored into the workforce modelling for 2024’s budget. The city also has updated the collective bargaining agreement with the Boulder Municipal Employees Association so that members and Non-Union Employees are subject to increased market rate wages, stipend allowances and performance-based merit increases. BPR’s capital budget for 2024-2029 includes funding for Asset Management to implement the 2022 BPR Plan’s key theme of Taking Care of What We Have, along with investment across parks and recreation facilities and system planning. After the initial CIP was reviewed with the PRAB on June 26, 2023, the Executive Budget Team modified the CIP budget to change the funding sources for several projects: spending from the Lottery Fund was increased by $3.8 million (from $2.6 million up to $6.4 million) for Parks and Recreation projects, relieving funding in the Permanent Parks and Recreation Improvement Fund and .25 Cent Sales Tax Funds by $0.9 million and $2.9 million, respectively. Previously, BPR has shared Lottery Fund allocations with the Greenways and Open Space and Mountain Parks; however, the Executive Budget Team recommended all Lottery Funds for the 6-year CIP go towards Parks and Recreation Capital Projects based upon need and other available funding for Open Space and Mountain Parks Department and Greenways. The increase in Lottery dollars for BPR projects created capacity for the .25 Cent Sales Tax Fund to support community benefit recreation via a conditional subsidy transfer that PRAB reviewed at the June 26, 2023, meeting. Ultimately, there was not a change in total CIP project budgets for BPR’s dedicated capital funds, just a shift in which funds were paying for which projects. 101 The proposed budget also includes funding from the citywide Community, Culture, Resilience and Safety Tax for Civic Area Phase 2, the future park on Violet Avenue, and East Boulder Community Center. BPR received partial funding for three out of the four projects that were requested. The 2024 – 2029 CIP includes funding for the following capital projects: x Civic Area Phase II: $18.0 million is included in the 2024-2029 CIP to support schematic design for Boulder’s most centralized park and public spaces. x East Boulder Community Center (EBCC) Retrofit and Renovations: A total of $51.5 million in planned spending is included in the six-year CIP for the Recreation Centers, with $40.5 million for a full energy efficiency and infrastructure retrofit of the EBCC. The funding also identifies money in future years to support findings from the Recreation Center Futures project related to the North and South Boulder Recreation Centers. x Pearl Street Mall Refresh: A total of $1.2 million in CCRS funding to support capital maintenance and transformative enhancements on the Pearl Street Mall ahead of the 50th Anniversary celebration in 2027. This project will be further supported with funding from the Downtown Commercial District (CAGID) Fund. The department will rely on the Fee Policy to update fees in 2024 to ensure access to public parks and recreation and promote financial sustainability; the budget proposal includes $500,000 in additional revenues from fee increases to maintain service levels. City Council hosted a budget study session on September 14. The only comments that evening pertaining to Parks and Recreation related to understanding CIP funding for the recreation centers. City Council conducted a public hearing related to the 2024 Budget and 2024-2029 CIP on October 5. At that meeting City Council approved the budget with minor adjustments that do not impact the Parks and Recreation Department budget. Two council members had proposed that some or all the Safe and Managed Public Spaces (SAMPS) program be defunded to support critical human service needs, restrooms, youth recreation or other needs; these proposals failed by a straw poll of 2 members for and 7 against. At that evening’s meeting, there were 4 public comments from members of the rowing community who shared their concerns about fees. A verbal response was provided, sharing that the department understands fee increases, even when they align with policy, can cause burden. BPR will continue to phase increases where possible and most aligned with community benefit. BPR will also continue to focus on discounts and subsidized services as outlined in the 2022 BPR Plan and BPR Fee Policy. More information is included in the Discussion Item related to the Fee Schedule on the agenda. City Council will conduct a second public hearing and adoption on October 19. Given this occurs after the PRAB packet is distributed, but before the PRAB business meeting, staff will provide a verbal update on the October 19 City Council Meeting regarding the budget adoption process. Following budget adoption, appropriated funds will be available on January 1, 2024. PRAB will receive confirmation when the budget has been adopted, and a reminder at the end of the year about any major changes the public would notice in 2024. 102 3198 Broadway, Boulder, CO 80304 | www.boulderparks-rec.org | O: 303-413-7200 TO: Parks and Recreation Advisory Board SUBJECT: Matters from the Board DATE: October 23, 2023 A. PRAB Study Session planning a. At the August meeting, the board decided to hold an annual retreat in January to allow space for the joint Landmarks Board meeting. i. Discussion Needed: PRAB will review possible dates in January along with agenda input. B. Future meetings coordination and planning: a. December Regular Meeting Date: The regularly scheduled December meeting falls on Monday, the 25th, the observance of the Christmas holiday and the closure of city offices. i. Discussion Needed: PRAB’s input on rescheduling is necessary to meet prior to the observed holiday. b. Joint Session with Landmarks Board for Civic Historic District: The joint session with the Landmarks Board has been recommended for December 6, at 6pm in the chambers of the Tate Building. The board meets in person and has invited the PRAB to meet in person with them although virtual accommodations can be made. i. Discussion Needed: PRAB will review poll responses to inform if the PRAB can accommodate the December 6th recommendation or if an alternate date is necessary. C. Guidance for Annual Letter to Council D. PRAB Handbook (Attachment A) E. PRAB Matters (Verbal) 103 Page 1 of 17 City of Boulder Handbook for Members of Parks and Recreation Advisory Board (PRAB) [Logo for City or BPR] Adopted: February 2008 Amended: October 2023 Attachment A. PRAB Handbook. 104 Page 2 of 17 [WELCOME LETTER FROM CURRENT BOARD CHAIRPERSON - WILL BE REVISED EACH YEAR – NOT PART OF CONTENT OF HANDBOOK THAT NEEDS APPROVAL] Attachment A. PRAB Handbook. 105 Page 3 of 17 I.LAWS RELEVANT TO PRAB’S WORK A.City of Boulder Charter – PRAB’s Creation and Function The City of Boulder and its government is established through its [Charter]. The Charter establishes a City Council to govern the City, a City Manager to exercise all executive and administrative powers vested in the City, and administrative departments of the City, including the Department of Parks and Recreation (the “Department” or “BPR”). See Charter, Article II (Council), Article V, Secs. 63 (City Manager), Article XI (BPR). The Charter also establishes the PRAB. See Charter, Article XI, Sec. 157. 1.Basic Requirements of the PRAB Under the Charter, the PRAB shall consist of seven members appointed by City Council who serve presumptive terms of five years. Id. Sec. 158. The Charter further states that the PRAB shall choose a Chair and secretary, who may be the BPR director. Id. Sec. 159. The PRAB shall have regular meetings once a month, though special meetings may be called at any time by three members of the PRAB upon 24 hours’ notice to all members of the PRAB. Id. Four members of the PRAB shall constitute a quorum, id., which is the minimum number of members required to hold a meeting and conduct business for the PRAB. A majority vote is required to authorize action by the PRAB. Id. The PRAB must keep minutes of its meetings and its transactions. Id. Pertinent here, the PRAB “shall have the power to make reasonable rules for the conduct of its business.” Id. 2.PRAB’s Function and Core Responsibilities The Charter also specifies the PRAB’s function. See Article XI, Sec. 160. Under the Charter, “the [PRAB] shall not perform any administrative function unless expressly provided in this charter. The [PRAB]: (a)Shall make recommendations to the council concerning the disposal of parks lands pursuant to Section 162 of [the] charter; (b)Shall make recommendations to the council concerning any expenditure or appropriation from the permanent park and recreation fund pursuant to Section 161 of [the] charter; (c)Shall make recommendations to the council concerning the grant or denial of any license or permit in or on park lands, pursuant to Section 164 of [the] charter; (d)Shall review the city manager’s proposed annual budget as it relates to park and recreation matters and submit its recommendations concerning said budget to the council; (e)May, at the request of the council or the department of parks and recreation, prepare and submit to the council city manager, or the department recommendations on such park and recreation matters as are not provided for by paragraphs (a), (b), (c), and (d) above; and Attachment A. PRAB Handbook. 106 Page 4 of 17 (f)May request information and recommendations from the department pursuant to the provisions of Section 155(d) above. Further, City Council and BPR “shall not act on any of the matters set forth in paragraphs (a), (b), (c), and (d) above without securing a recommendation from the board as above provided; however, the council and department may act on the matters set forth in paragraphs (c) and (d) above without a board recommendation if the board fails to submit its recommendation to the council within thirty days after request therefor is made by the council.” Id. Further, the PRAB’s recommendations pursuant to this section “shall not be binding on the city council unless expressly provided by this charter.” Id. Moreover, the Charter specifies how BPR must function in relation to the PRAB. Article XI, Sec. 155. For instance, Section 155 of the Charter states that the Department: “(c) shall prepare and submit to the [PRAB] written recommendations on those matters where this article requires a recommendation from said board prior to council or department action”; “(d) may, at the request of the [PRAB], prepare and submit to the [PRAB] information and recommendations on such park and recreation matters as are not provided for by (c) above”; and “(e) may request advice on any park and recreation matter from the [PRAB]”. Article XI, Sec. 155. 3.Franchises, Leases, Permits, and Licenses in Parks The Charter also specifies a role for PRAB regarding franchises, leases, permits, and licenses in parks. Under Section 164 of Article XI, City Council “may by motion grant leases, permits, or licenses in or on park lands, but only upon the affirmative vote of at least four members of the [PRAB].” The City Council “may, by ordinance, delegate all or any part of this authority to the [PRAB] to approve such leases, permits, or licenses.” Id. As described below in Section I.B., the City Council, by ordinance, has delegated to the PRAB the authority to approve leases, permits, or licenses on park lands “whose term does not exceed three years.” B.R.C. 8-3-23. Further, “the [PRAB] may, by motion, subdelegate all or any part of its delegated authority to approve such leases, permits, or licenses to the city manager.” Id. The City Manager “may enter into standard commercial licensing agreements for automatic food vending machines on park lands without the approval of the [PRAB] or the council.” Id. 4.Acquisition and Disposal of Park Property Regarding acquisition of park land, Section 163 of Article XI specifies that, while City Council may acquire park land for the city, it “shall not make any expenditure of money for the purpose of acquiring park lands without first securing a recommendation from the planning board and the [PRAB], provided, however, that City Council “can act without such recommendations if said board fail to submit their recommendations to the council within thirty days after request therefor is made by the council.” Id. These recommendations “shall not be binding on the council except that the recommendation of the [PRAB] concerning expenditures from the permanent park and recreation fund shall be binding on the council pursuant to Section 161 of [the] charter.” Id. Similarly, regarding disposal of park property, Section 162 of Article XI states that park lands may be disposed of by City Council, “but only upon the affirmative vote of at least four members of the [PRAB].” Id. City Council may obtain a non-binding “advisory recommendation” from the planning board on land disposal. Id. Lastly, “park land” "park property," and "recreation facilities" are Attachment A. PRAB Handbook. 107 Page 5 of 17 defined in Section 154, “…all lands donated to the city for park or recreation purposes, acquired by the city through purchase, dedication, deed, or condemnation for park or recreation purposes, or purchased or improved in whole or in part with funds from the permanent park and recreation fund”. 5.Permanent Park and Recreation Fund The permanent park and recreation fund consists of: “(a) an annual levy of nine-tenths of one mill on each dollar of assessed valuation of all taxable property within the city; (b) gifts and donations to the fund; (c) proceeds of the sale of any part or recreation property or equipment whether real, personal, or mixed; and (d) appropriations made to the fund by the city council.” Charter, Article XI, Sec. 161. Expenditures from this fund “shall be made only upon favorable recommendations of the [PRAB] and appropriation by the council.” Id. the fund “shall not be used for any purpose other than the acquisition of park land or the permanent improvement of park and recreation facilities.” Id. B.City of Boulder Municipal Code While the City Charter establishes the city and its government, the City’s Revised Municipal Code establishes additional laws and rules based on the Charter so that the City can properly function. Think of the City’s Charter as the City’s “constitution” and its municipal code as statutes or laws enacted based on that constitution. All laws in the municipal code flow from the Charter as well as applicable state and federal laws. The Charter can be amended only by voter approval while the municipal code can be amended by majority vote of City Council. The municipal code has laws that apply generally to all city functions, including its boards and commissions, and many which apply only to the administration of our parks system. For instance, the code generally provides that boards and commissions must: •hold regular meetings open to the public; •keep minutes of those meetings; •appoint a chair, vice chair, and secretary •conduct its meetings under the then-current Robert’s Rules of Order, unless the boards or commissions adopt different rules; and, among other things, •determine whether to hold meetings in person, remotely, or in hybrid format. B.R.C. 2-3-1. The code also has rules that apply specifically to the PRAB. For example, as mentioned above in Section I.A., under B.R.C. 8-3-23, pursuant to Section 164 of Article XI of the City’s Charter, “the [PRAB] is delegated the authority to approve any lease, license, or permit in or on park lands whose term does not exceed three years, as may be recommended to it by the city manager.” Section 2-3-10 of the municipal code codifies the role and responsibility of the PRAB as set forth in the Charter, but also adds additional rules not inconsistent with the Charter: Attachment A. PRAB Handbook. 108 Page 6 of 17 (a)The City of Boulder Parks and Recreation Advisory Board consists of seven members, appointed by the city council for five-year terms; (b)The city manager shall serve as secretary of the board; (c)Four members of the board constitute quorum. The board may only act on affirmative vote of at least a majority of all members present at a meeting. Three members of the board may call a special meeting. (d)The Board’s functions are: 1)To approve or disapprove proposals concerning the disposal of park lands and forward such recommendations to the city council; 2)To approve or disapprove expenditures or appropriations from the permanent park and recreation fund and forward such recommendations to the city council; 3)To make recommendations to the council concerning the grant or denial of any license or permit in or on park lands; 4)To make recommendations to the council concerning protection and maintenance of park lands; 5)To review the city manager’s proposed annual budget relating to parks and recreation matters and submit its recommendations concerning that budget to the council; 6)At the request of council, the city manager or the department of parks and recreation matters and submit its recommendations concerning that budget to the council; 7)At the request of council, the city manager[,] or the department of parks and recreation, to prepare and submit to the council, manager[,] or department, recommendations on any additional park and recreation matters; and 8)To request information and recommendations from the department of parks and recreation pursuant to the provisions of Charter Section 155. (e)The board is not authorized to issue subpoenas. C.Colorado Open Meetings Law As a local public body, the PRAB is subject to the requirements of the Colorado Open Meetings Law (COML), which is codified at Colorado Revised Statute (CRS) 24-6-401 and 402. Under COML, “all meetings of a quorum or three or more members of a local public body, whichever is fewer, at which any public business is discussed or at which any formal action may be taken are declared to be open to the public at all times.” C.R.S. § 24-6-402(2)(b) (emphasis Attachment A. PRAB Handbook. 109 Page 7 of 17 added). A “meeting” is defined as “any kind of gathering, convened to discuss public business, in person, by telephone, electronically, or by other means of communication.” Id. § 402(1)(b). Further, “any meetings at which the adoption of any proposed policy, position, resolution, rule, regulation, or formal action occurs or at which a majority or quorum of the body is in attendance, or is expected to be in attendance, shall be held only after full and timely notice to the public.” Id. §402(2)(c)(I). This “notice” can be accomplished by a number of means but must at minimum be “posted in a designated public place within the boundaries of the local public body no less than twenty-four hours prior to the holding of the meeting.” Id. Moreover, “the public place or places for posting such notice shall be designated annually at the local public body’s first regular meeting of each calendar year” and “shall include specific agenda information where possible.” Id. Essentially, our meetings are and should be open to the public. We must notify the public at least 24 hours in advance of any meetings where “public business is discussed or at which any formal action may be taken,” whether those meetings are in person, over the telephone, or electronically. Please note that, under this law, a meeting of three or more PRAB members, or a quorum of the PRAB if less than three people, constitutes a "meeting” under the law—whether that is an in-person meeting, telephone discussion, or email chain—and must therefore be publicly noticed. Failure to follow these requirements could result in a violation of this law and possible legal action against the City, the Department, or the PRAB. You can access and read the entire COML here. D.COLORADO OPEN RECORDS ACT (CORA) Another important law that impacts the PRAB’s work is the Colorado Open Records Act (CORA), codified at C.R.S. § 24-72-201-205.5. CORA declares that “all public records shall be open for inspection by any person, at reasonable times,” unless the records fall into very specific statutory exceptions. C.R.S. § 24-72-203(1)(a). A “public record” is “a writing made, maintained, or kept by the state, any agency, institution, . . ., or political subdivision of the state, . . ., and held by any local-government-financed entity for use in the exercise of functions required or authorized by law or administrative rule or involving the receipt or expenditure of public funds.” C.R.S. § 24-72-202(6)(a)(I). A “political subdivision” includes “every county, city and county, city, town, school district, special district, public highway authority, regional transportation authority, and housing authority within this state.” Id. § 202(5). Our board is subject to the provisions of this statute and, thus, our correspondence and other documents concerning official PRAB business, as well as our correspondence with BPR staff, are subject to CORA. Note that documents created or maintained by BPR staff are also subject to CORA, so their emails and other correspondence with us, subject to certain statutory exceptions, are public records. In other words, subject to specific statutory exceptions, your emails and other documents used in furtherance of this body’s business likely applies as public records and, therefore, may be subject to public disclosure if requested under CORA. Please be mindful of that when you are creating or maintaining documents or sending correspondence on the PRAB. II.PRAB RULES FOR CONDUCTING BUSINESS Attachment A. PRAB Handbook. 110 Page 8 of 17 As noted, the PRAB is authorized to create its own rules to conduct its business, so long as those rules are consistent with the Charter and municipal code. Sections II, III, and IV of this Handbook shall constitute the rules of the PRAB and shall be amended only as provided below. A.Basic Principles The following is a non-exhaustive list of the basic principles of fair parliamentary procedure that members of the PRAB shall strive to uphold: 1.Rules should facilitate the transaction of business and promote cooperation and harmony; 2.All members have an equal vote concerning business of the PRAB; 3.The PRAB acts by majority vote, but the rights of minority votes must be respected and protected; 4.PRAB members have a right to full and free discussion of any and all issues presented to the board for action, recommendation, or otherwise, but balanced with the duty to efficiently and timely address all topics set for discussion in a meeting agenda; 5.No member of the PRAB shall be forced to take a vote on any item if that member does not feel he or she fully comprehends the meaning and effect of the vote being taken (but note that abstaining from a vote is considered a vote in the affirmative under the City’s municipal code, see B.R.C. 2-3-1(f)); 6.Meetings should be characterized by fairness and conducted in good faith. B.Officers The PRAB shall have a chair, a vice-chair, and a secretary. Pursuant to the City’s municipal code, the secretary shall be the City Manager or someone designated by the City Manager. The secretary of the PRAB is not a member of the PRAB and therefore has no voting authority. The chair and vice-chair shall be current PRAB members chosen by majority vote of the PRAB at its first business meeting following the annual City Council board appointments. The chair shall run PRAB meetings consistent with these rules and Robert’s Rules of Order. The chair shall, in running meetings, shall: •recognize a quorum; •call meetings to order; •call for motions and for debate on such motions; Attachment A. PRAB Handbook. 111 Page 9 of 17 •ensure that public comment, if any, is heard according to these rules and the policies of the City of Boulder and the BPR; •ensure that BPR staff and other non-board participants have the opportunity to report information to and seek action, guidance, or recommendations from the PRAB; •ensure that the board’s business is conducted timely, fairly, and efficiently; •facilitate discussion between among board members; •enforce rules and expectations of decorum; •ensure that each board member who wishes to speak on an issue is heard; •rule on all questions of parliamentary procedure; and •close the meeting. The vice chair shall, without the need for a majority vote or appointment by the chair, run meetings consistent with these rules when the chair is not able to attend a PRAB meeting or is otherwise not able to run the meeting. The chair and vice chair shall work with BPR staff to set the agenda and ensure necessary information and materials are available for PRAB meetings. The PRAB may, by an affirmative vote of a majority of the current members of the PRAB, at a publicly noticed meeting, remove the chair or vice-chair from their position in leadership of the PRAB. Should a vacancy arise in the office of either the chair or vice-chair, the PRAB shall fill the vacancy by majority vote at a publicly noticed meeting of the PRAB. While PRAB to C.Conduct & Rights of PRAB Members PRAB members shall conduct themselves consistent with these rules and consistent with City of Boulder policies concerning service on boards and commissions. Along these lines, each PRAB member must ensure that he, she, or they: •do not purport to act on PRAB’s behalf unless a majority of PRAB members, in a publicly noticed meeting, have delegated authority for that member to so act; •clearly identify in any forum whether they are speaking on behalf of the PRAB or for themselves, including but not limited to city council meetings, newspaper articles or letters, and other public or private engagements; •recuse from matters raising a conflict of interest consistent with Section II.D., below; •act professionally and courteously with each other and with city council, city staff, and the public. Attachment A. PRAB Handbook. 112 Page 10 of 17 During meetings, PRAB members have a right to make motions, vote on such motions, speak in debate on motions, call for the retaking of a motion if the result is doubted by that member, make a point of order to insist on the enforcement of the rules, provide comment to other PRAB members or BPR staff on matters under discussion, and make a parliamentary inquiry of the presiding officer if that member is not certain whether there is a breach on which a point of order should be made. Further, while the PRAB chair shall rule on any questions of parliamentary procedure, any two PRAB members can require the chair to submit a ruling to the vote of the PRAB by moving for and seconding an appeal immediately after the presiding officer has made such a ruling. This motion divests final decision of the parliamentary ruling from the chair and vests that final decision with the PRAB. D.Conflicts of Interest/Code of Conduct A PRAB member shall not perform an official act that has a direct benefit to the member or on a business or other undertaking in which such member has a direct or substantial financial interest. If an actual conflict of interest exists, the member shall disclose the basis of the actual conflict of interest in a public meeting to the other members in attendance before discussion of the relevant matter or as soon thereafter as the member identifies or recognizes the actual conflict and shall recuse from further discussion on the matter and disqualify himself, herself, or themself from taking official action on the matter. A PRAB member may also or alternatively have an apparent or perceived conflict of interest, meaning the member does not have an actual conflict of interest but may reasonably be perceived as having an interest in the outcome of a vote which could be viewed by the public as a conflict of interest. A PRAB member who believes, or reasonably should believe, that he, she, or they may have an apparent or perceived conflict of interest: (1) shall disclose the basis of the apparent or perceived conflict of interest in a public meeting to the other members in attendance before the discussion, hearing, or official action related to the matter in question, and (2) may recuse from any discussion on the matter and disqualify himself, herself, or themself from taking any official action on the matter. In other words, PRAB members with an apparent or perceived conflict have discretion to recuse in the exercise of sound judgment. If a PRAB member believes that they may have a conflict of interest or are unsure they should reach out to the City Attorney that supports PRAB for advice. Please note that the definition of “member” for this conflict policy is broad and can be found in the City’s municipal code at Title 2-7-14. Please also familiarize yourself with the City’s Code of Conduct, which can be found at Title 2, Chapter 7, which can be accessed here. E.Speaking on PRAB’s Behalf/Code of Conduct PRAB members may communicate with members of the public, including City Council, individual City Council members, other boards or commissions, press publications, or otherwise, in their personal capacity and noting that he, she, or they are members of the PRAB. Attachment A. PRAB Handbook. 113 Page 11 of 17 However, as noted above in Section II.D., PRAB members may not speak on PRAB’s behalf unless a majority of the PRAB members have delegated that member to speak on PRAB’s behalf consistent with these rules. If a PRAB member is delegated to speak on PRAB’s behalf, the delegating PRAB members shall endeavor to direct or instruct the speaking member as clearly as possible on the purpose and scope of the delegation and authority to speak on PRAB’s behalf. Any motion presented to Council by the PRAB shall be in writing. PRAB may designate a PRAB member to present the motion to City Council during the period of public comment or, if requested by City Council, the City Manager, or the Department, during the Council meeting. The PRAB member authorized to present the motion shall provide written copies of the motion to City Council and request to read the complete text of the motion to City Council. This conduct also falls within the City’s Code of Conduct, which can be accessed here. F.Resolutions of the PRAB From time to time, the PRAB may desire to act through a resolution. A resolution is a written document that sets forth a board’s decision or action. A board may adopt resolutions for any purpose the board deems appropriate, including taking formal action on a particular business item or communicating the board’s position on a matter of public concern. A resolution may be proposed by any PRAB member. If a resolution is proposed, the chair shall call for a discussion of the proposal and, after such discussion, shall ask for a motion on proceeding with a resolution for the purposes proposed. If a majority of the PRAB votes to proceed with a resolution, the chair shall designate a PRAB member to draft the resolution with the assistance of BPR or other City staff, including the office of the City Attorney. The PRAB shall consider and vote to adopt the written resolution at a publicly noticed meeting. It is important to note that PRAB may adopt resolutions so long as they are within the PRAB’s scope of legal authority. However, only city council has authority to set policy for the city. G.Making, Debating, and Voting on a Motion Any member of the PRAB may make a motion during a meeting. If a motion is made, the chair shall ask for a second. If no member seconds the motion, the chair shall not recognize the motion and the motion dies. If a member seconds the motion, the chair shall recognize the motion and ask for debate on the motion. In parliamentary procedure, “debating” a motion allows members of an assembly to discuss the merits of a particular question, stating that they “support the motion” or “do not support the motion” and providing specific reasons for that position. Discussion shall focus on the substance and merits of the motion and not on the motive for bringing the motion. Asking a question of clarification on the motion or subject-matter underlying the motion is not considered a statement in the debate. Once it appears that all PRAB members have had an opportunity to “debate,” or discuss, the motion, the chair shall ask whether there is any further discussion on the motion. If not, the chair shall call for a vote on the motion, at which point roll shall be taken to obtain the vote of Attachment A. PRAB Handbook. 114 Page 12 of 17 each member of the PRAB, including the members who made and seconded the motion. The board secretary or designee shall tally the votes and announce whether the motion carries or fails. A member may ask that a motion be amended. Amendments must be closely related to the subject of the motion. While amendments may be hostile to or intended to defeat the purpose of the original motion, such amendments are discouraged. Amendments may insert or add words into the motion, strike words from the motion, or substitute words from the motion. If a member desires to amend a motion, the member shall move to amend the motion. If the motion is seconded, the presiding officer shall recognize the amendment and call for debate on the amendment. If no second is obtained, the amendment dies. Once discussion on the amendment is over, the presiding officer shall put the amendment for a vote. The secretary of the PRAB or his or her designee shall tally the vote of any motion and announce whether the motion carries or fails. The chair shall then announce that the motion has carried or failed and proceed with the meeting. Motions are improper if they: conflict with the City Charter, the municipal code, or state or federal law; it is outside the PRAB’s scope of legal authority; it is dilatory, out of order, seeks to thwart the will of PRAB, or is objectively absurd in substance. If an improper motion is made, the presiding officer shall state that the motion is improper and is thus not recognized. Voting shall be by roll call on a rotating basis of the roll for motions concerning: disposal of parks land, expenditures or appropriations from the permanent parks and recreation fund, grant or denial or any license or permit in or on park land, review of the budget, and recommendations on the budget. For all other motions, the vote may be taken by voice, by show of hands, or by roll call on a rotating basis of the roll as determined by the presiding officer, subject to appeal. Unless otherwise provided in the City Charter or municipal code, an affirmative vote of a majority of the members of the PRAB shall be necessary to authorize any action of the PRAB. Any member who doubts the result of a voice vote may require a retake of that voice vote as a show of hands or other means. Any PRAB member may abstain from voting if that member is not adequately informed on the motion or the subject of the motion, but the abstaining member must state a basis for abstaining. Please note that abstaining from voting is, under the City’s municipal code, considered a vote in favor of the motion. See B.R.C. 2-3-1(f). Any PRAB member may recuse from a vote based on a conflict of interest. III.MEETING PROCEDURES AND EXPECTATIONS A.Meeting Time, Place, and Format Meetings are held on the fourth Monday of each month starting at 6:00 p.m. and are publicly noticed on the PRAB’s web page. Attachment A. PRAB Handbook. 115 Page 13 of 17 Historically, all meetings were held in City Council chambers. However, the COVID-19 pandemic, which began in March 2020, prompted the PRAB, other boards and commissions, and Council itself, to hold its meetings virtually. Since January 2023, the PRAB has held its meetings in a “hybrid” format, allowing members to attend in person or virtually. Members of the public may be limited to virtual attendance, including during public comment, if there is a public health or safety concern as provided in B.R.C. 2-3-1(b)(7). Within this new hybrid format, the PRAB has established a preference that all members attend meetings in person, though members may attend virtually if they are not able to physically attend a meeting. PRAB members do not need permission or an affirmative vote from the PRAB to attend a meeting virtually, but members attending a meeting virtually are asked to notify the PRAB and BPR staff prior to the meeting of their need to attend virtually so that BPR staff, the agenda committee, or other PRAB members may make appropriate arrangements for that virtual attendance. PRAB members attending virtually are strongly encouraged to have their screens turned on at all times so the public may ensure that the member is present and participating. Meeting locations are determined by the Agenda Committee. Hybrid or virtual meetings present unique challenges, including the ability to recognize whether a member is asking to speak. The presiding officer shall recognize speakers desiring to speak and PRAB members shall attempt to claim the floor by raising their hand (physically or using a virtual hand-raise feature) before speaking. The chair shall recognize speakers in the order in which the speakers raised their hands or otherwise indicated a desire to speak. B.Preparing for Meetings BPR staff shall distribute meeting packets to the PRAB before each meeting. Meeting packets are typically distributed the Wednesday before Monday meetings. PRAB members are expected to review meeting packets and otherwise come prepared to each meeting. Any questions about the meeting packet should be directed to BPR staff or PRAB officers in accordance with the Open Meetings Law discussed above. C.Presiding Officers The chair of the PRAB presides over each meeting. If the chair is absent, the vice chair shall preside. If both the chair and the vice chair are absent, the present PRAB members shall elect a provisional presiding officer by majority vote. Presiding officers shall conduct themselves and recognize the rights of others consistent with the rules set forth in this handbook. The secretary of the board shall be present for each meeting. If the secretary is absent, the PRAB shall appoint a provisional secretary for the meeting by majority vote. Attachment A. PRAB Handbook. 116 Page 14 of 17 D.Quorums Four members of the PRAB constitute a quorum as specified in Article XI, Section 159 of the City Charter. The presiding officer of each meeting shall determine whether a quorum is present and shall thereafter call the meeting to order. The only actions that may occur without a quorum are: fixing a time at which to adjourn, adjourning, recessing, and taking measures to obtain a quorum. A non-quorum may proceed with a meeting, but no action may be taken during the meeting without a quorum. E.Consent Agenda A “consent agenda” is an omnibus agenda item that groups routine, non-controversial items together for approval or consideration. The consent agenda is a tool for streamlining the process for meetings and saving time. Consent items are typically not discussed in open session, so it is essential that PRAB members review consent agenda items before the meeting. Consent agendas can include approval of meeting minutes, approval of the agenda for the current meeting, appointment of a PRAB member as provisional member on the agenda committee, or action items that have been discussed at length in a past meeting, among other things. The chair shall ask for a motion to approve the consent agenda, at which point a member may so move. When the motion is seconded, the chair shall call for debate or discussion on the consent agenda. Any PRAB member may ask for debate or discussion on the consent agenda. Because consent agendas are typically routine and non-controversial, PRAB members rarely object to the approval of the consent agenda, though sometimes a member may move that meeting minutes or agenda item be modified. If such an amendment is proposed, the chair shall ask for a motion that the consent agenda be approved as amended. F.Public Comment Public comment allows members of the public to speak to the board on matters that concern BPR or PRAB business not otherwise scheduled for a hearing in the agenda. Instructions for public comment are provided on the PRAB’s web page, which is managed by the City of Boulder. Speakers must sign up to speak to the board by a certain time before the meeting. The PRAB may, by majority vote, allow members of the public to speak to the PRAB at a meeting even if the speaker failed to follow the instructions for public comment. It has been the practice of the PRAB to allow speakers to address the board even if they fail to follow those instructions unless the speaker has repeatedly failed to follow such instructions. Following public comment, the chair shall ask for and allow discussion from the board on any matters raised during public comment. Any member of the PRAB may also ask that BPR staff address a specific issue raised during public comment. The chair may also, at his or her discretion, ask that a representative of the Department, usually the Director, to follow up with a specific speaker or speakers concerning matters raised during public comment. Attachment A. PRAB Handbook. 117 Page 15 of 17 G.Action Items Action items are those items upon which the board must act consistent with the City Charter and City municipal code. As noted, the PRAB may act by voting on a motion or through approval of a written resolution. The Agenda Committee shall endeavor to ensure that PRAB members are made aware at a prior meeting that an action item is forthcoming and further ensure that the PRAB has sufficient opportunity to discuss and obtain information and recommendations related to any such action item. BPR staff typically present to the PRAB information and recommendations related to such action items, and PRAB members are given the opportunity to ask for additional information and recommendations from staff. Any PRAB member who feels as if they are not adequately informed on a specific action item may abstain from any vote on that action item. While public hearings on action items are discretionary, in the interests of transparency and accountability to the community, the PRAB shall hold public hearings prior to voting on an action item concerning Sections 160(a), (b), (c), and (d) in the City Charter. Following presentation from staff and public hearing, the chair shall call for a motion on the action item and ask for debate (or discussion) on the motion. The exact language of the motion shall appear in the meeting minutes. Any member of the PRAB may move, preferably at the beginning of the meeting, to add an action item to the agenda. If such a motion is made, the chair shall call for debate on the motion. An action item may only be added to the agenda during a meeting if a majority of the PRAB votes in favor of the motion to add the item. H.Matters from the Department “Matters from the Department” typically includes a summary update from BPR on key priorities for BPR, including a summary of upcoming work, events, and collaborative activities. For expediency, BPR staff prepare a written update for the PRAB that is included in the meeting packet, though staff may elaborate on key items during the meeting if, for instance, that item involves PRAB’s input or guidance. During this segment of the meeting, the PRAB, by majority vote, may move to request additional information or recommendations from BPR on a matter or matters discussed. Individual members may, without a motion, provide comment to BPR on a matter presented by BPR. As noted, under Section 155(d) and 160(f) of Article XI of the Charter, the PRAB may, by majority vote, request information and recommendations from the Department on any park and recreation matter not otherwise specified in the Charter. The Department may, in its discretion, provide such information or recommendations and, if necessary, shall ensure that the Agenda Committee sets an agenda item for such information or recommendations. Attachment A. PRAB Handbook. 118 Page 16 of 17 I.Matters from the Board “Matters from the Board" is an opportunity for board members to share their thoughts on issues or matters involving the PRAB or BPR’s work. This could include: feedback for staff on park and recreation facilities, interactions with the public, providing the PRAB with an update on work for a collaborative committee, requests for agenda items at future meetings, and so on. PRAB members are not required to speak during this segment. If, during this segment of the meeting, a PRAB member wishes to add an agenda item for a future meeting, or to be considered for addition by the agenda committee, the member shall request that the Agenda Committee (see Section J, below) add the item to a future agenda. J.Agenda Committee The agenda committee is composed of the chair, vice-chair, BPR Director, and any BPR staff necessary to set future agendas. If the PRAB chair or PRAB vice-chair cannot attend an agenda committee meeting, the absent committee member shall request that another PRAB member be appointed as a provisional agenda committee member, and the accepting board member shall serve as provisional agenda committee member for so long as the absence shall last. The agenda committee usually meets on a weekday following the most recent PRAB meeting to set the agenda for the following meeting or meetings. The agenda committee typically receives a draft agenda from the BPR Director. The agenda committee sets the agenda for the PRAB as a body; thus, PRAB officers, or provisional members, shall endeavor to advocate for the interests of the PRAB as a whole when setting the agenda. In helping to set the agenda, PRAB officers shall prioritize agenda items requiring PRAB action or recommendations consistent with the City Charter and municipal code. The agenda committee shall also set the meeting location if the PRAB is holding physical or hybrid meetings. K.Role of BPR During Meetings The Parks and Recreation Department prepares meeting packets containing the agenda and any materials necessary for the meeting. Meeting packets are typically provided the Wednesday before Monday meetings. Packet materials should clearly articulate the subject on which PRAB’s action or input is sought and why the PRAB’s involvement is necessary or requested. Packet materials should be provided with enough time before a meeting for PRAB members to sufficiently review the materials and prepare for each meeting. Attachment A. PRAB Handbook. 119 Page 17 of 17 Packet materials shall endeavor to provide objective information for PRAB’s consideration. When alternatives are proposed, BPR shall present and explain the range of alternatives and, if appropriate, BPR staff’s recommended course of action. Further, BPR provides notice of PRAB meetings as provided in B.R.C. 2-3-1(b)(5). L.Other Meetings The PRAB may hold meetings other than the monthly business meeting. Such meetings, typically referred to as “special meetings,” shall be called by PRAB by a majority vote on a motion, which shall include the time, place, and format of the meeting. Such meetings are subject to the Open Meetings Law discussed above and may be study sessions, working meetings with BPR and PRAB, or other meetings as needed. M.Parliamentary Procedure Except as provided in these rules or in the City Charter or municipal code, all matters of procedure are governed by the current edition of Robert’s Rules of Order. IV.AMENDING AND REVIEWING THESE RULES This Handbook and the rules therein may be amended by a majority vote of PRAB members so long as the City Attorney representing PRAB reviews and approves. Any proposed changes must be provided in writing to the PRAB and to the Office of the City Attorney at least fifteen days before the meeting at which the vote to amend is taken. All PRAB members, now or existing, shall review this Handbook annually to maintain familiarity with the contents of this Handbook, to assess the appropriateness of the rules therein, and to evaluate if any amendments to the Handbook are needed. V.RESOURCES City of Boulder Charter City of Boulder Revised Code (Municipal Code) BPR Web Page PRAB Web Page Colorado Open Meetings Law Colorado Open Records Act Attachment A. PRAB Handbook. 120