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05.20.24 PRAB PacketAGENDA All agenda times are approximate I.APPROVAL OF AGENDA (2 minutes) II.FUTURE BOARD ITEMS AND TOURS (2 minutes) III.PUBLIC PARTICIPATION (15-30 minutes) A.This portion of the meeting is for members of the public to communicate ideas or concerns to the Board regarding parks and recreation issues for which a public hearing is not scheduled later in the meeting (this includes consent agenda). The public is encouraged to comment on the need for parks and recreation programs and facilities as they perceive them. All speakers are limited to three minutes. Depending on the nature of your matter, you may or may not receive a response from the Board after you deliver your comments. The Board is always listening to and appreciative of community feedback. IV.CONSENT AGENDA (5 minutes) A.Approval of Minutes from April 22, 2024 B.Updates from the Director of Parks and Recreation C.Parks and Recreation Operations Update D.Parks and Recreation Planning, Design and Construction Updates V.ACTION ITEMS A.None VI.MATTERS FOR DISCUSSION/INFORMATION A.Recommendation to name the park on Violet Avenue “Primos Park” (20 min) VII.MATTERS FROM THE DEPARTMENT A.2024 City-wide Planning (15 min) B.Financial Strategy Update (45 min) VIII.MATTERS FROM THE BOARD A.PRAB Onboarding B.PRAB Matters (verbal) IX.NEXT BOARD MEETING: A.June 24, 2024, fully hybrid X.ADJOURN Parks & Recreation Advisory Board and Landmarks Board Joint Study Session Fully Hybrid Meeting 6:00 p.m., May 20, 2024 Boulder Parks & Recreation Advisory Board Members 2023 Andrew Bernstein Elliott Hood Waylon Lewis Eric Raffini Jennifer Robins Anna Segur 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 May 20 June 24 July 22 Fully hybrid for members, staff, and community. Fully hybrid for members, staff, and community. Fully hybrid for members, staff, and community. Regular Mtg (c) •Adjustment to Base (ATB) 1 •Summer Pool Operations •Water Safety •Bill Bower Park update •Community Wildfire Protection Plan Update •Reservoir concessions update •Community Forestry Corps Update •Crest View close out Regular Mtg (a) •Park on Violet: Naming Action (10 mins) •Approve: 2025 Budget Development (Rev, Exp, Fee Policy Updates, Fee Schedule, CIP) - 30 Minutes Regular Mtg (d/i) •Recommendation to name the park on Violet Avenue ‘Primos Park’ (20 mins) •2025 Budget: CIP 2025-2031 projects, Operating Budget proposals, Fee Policy – 45 min •Wonderland Lake Encroachment Remedies (20 mins) Regular Mtg (md) •2024 City-wide Planning (15 mins) •Financial Strategy Update (45 mins) •Court System Plan: Final Plan (15 mins) •Civic Area: Planning Analysis and Park Perceptions: Engagement Window1 Summary (15 mins) •The Future of Recreation Centers: Project Kick-off (15 mins) •Natural Lands System Plan Kick-Off (possibly Sept) Regular Mtg (mb) •PRAB Onboarding: o Role of the PRAB o Liaison roles check-in o Protocol for email responses •Fall Study Session Date Planning •PRAB Process check-in with new board members •Aug 26 Field Trip reminder Other Mtgs or Topics •June 19 (date to be rescheduled to honor Juneteenth): Flatirons Golf Course Liquor license hearing Dept Events & Items of Interest •May 7: Opening day for Scott Carpenter Lap pool •Memorial Day Weekend: Outdoor Pools open •May 24 - Aug 16: Reservoir Swim Beach opens 10 a.m. - 6 p.m. daily June 1 & 2: Arts in the Park – Boulder Ballet June 1 1-4 pm: Book it to the Skatepark at Main Library June 17: World’s Largest Swim Lesson Day at Spruce Pool July: Parks and Recreation Month July 26th Flatirons Golf Course Grand Opening 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. 2 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 Aaren LeMieux, Acting Senior Manager, Urban Parks Megann Lohman, Senior Manager, Recreation Stephanie Munro, Senior Manager, Regional Facilities Scott Schuttenberg, Deputy Director SUBJECT: Consent Agenda DATE: May 20, 2024 A.Approval of Minutes April 22, 2024 3 CITY OF BOULDER BOULDER, COLORADO BOARDS AND COMMISSIONS MEETING MINUTES To listen to the Parks and Recreation Advisory Board meetings in their entirety, please go to the following link: www.boulderparks-rec.org Name of Board/Commission: Parks and Recreation Advisory Board Date of Meeting: April 22, 2024 Contact Information Preparing Summary: Rosa Kougl; 303-413-7223 Board Members Present: Andrew Bernstein, Elliott Hood, Waylon Lewis, Eric Raffini, Jennifer Robins, Anna Segur, Sarah van der Star Board Members Absent: Staff Present: Scott Schuttenberg, Rosa Kougl, Stephanie Munro, Stacy Cole, Stacie Hoffmann, Jackson Hite, Bryan Beary, Jonathan Thornton, Megann Lohman, Mark Davison, Regina Elsner, Kate Dunlap, Laila Parker Guests Present: N/A Type of Meeting: Regular Agenda Item 1: Call to Order The meeting was called to order at 6 p.m. A quorum was present for the conduct of business. Motion to approve agenda. First motion by Bernstein, second by Robins. The motion passed 4-0 with approval from Bernstein, Hood, Segur and van der Star. Agenda Item 2: Procedural Items A, B. Induct New Members and Welcome New Members Jennifer Robins, Eric Raffini, and Waylon Lewis were sworn in as PRAB members. C.Elect Officers Motion to elect Elliott Hood as chair of PRAB for the 2024-2025 term. Motion by van der Star. Second by Robins. The motion passed 5-0 via a roll call vote. Hood and Raffini did not vote. Motion to elect Bernie Bernstein as vice chair of PRAB for the 2024-2025 term. Motion by Lewis. Second by van der Star. The motion passed 5-0 via a roll call vote. Bernstein and Raffini did not vote. Agenda Item 3: Future Board Items: Schuttenberg, Deputy Director of Parks and Recreation, reviewed upcoming agenda items and events. No PRAB follow up questions or comments. Agenda Item 4: Public participation: •Tom Lindahl discussed the Military Officers Association of America's proposal to add an interpretive display to Bill Bower Park. •Jay Balzer shared an interpretive display of Bill Bower Park. 4 PRAB had the following questions or comments. •Are there mandated response times for the city to community members when they submit proposals? •Where are we in the actual construction and planning process? •Compliments to the design team. It seems thoughtful, and the diversity of the trees is wonderful. •Request for monthly updates along with a projected timeline. •Do we have an overriding environmental approach to the use of concrete in park installations as concrete is a last resort material, environmentally? Agenda Item 5: Consent Agenda A.Approval of Minutes from March 18, 2024, Business Meeting Motion to approve the minutes from the Regular PRAB meeting, March 18, 2024, with an amendment to add Elliott Hood to the attendance list and attach a copy of the PRAB letter to Council to the minutes. First motion by Hood, second by Lewis. The motion passed 7-0. Raffini present and sworn in. B, C, D. Updates from the Deputy Director, Project Updates, Operations & Development PRAB had the following questions/comments: •Regarding the 2024 Hiring Campaign, are we on pace to hire enough people for December? •A reminder was requested on Pearl Street Place Making. •Clarifying questions on the park naming process •Questions on the status of PRAB’s recommendations to City Council and the outcomes of their retreat •Would be possible to have some type of metrics or reporting around water safety programs with a certain frequency? •How can community members create memorials on parkland? •Are there city staff who could really help guide the start of a 501(c)3 instead of just providing resources? •Have we received the designation of a Child Friendly City? •In general, how long does a project take to get from planning to implementation? •Share that City Council voted against the Civic Area Historic District. •How will the city honor the history uncovered through this process? Agenda Item 6: Items for Action •No items Agenda Item 7: Matters for Discussion •No items Agenda Item 8: Matters from the Department A.Boulder Reservoir Aquatic Nuisance Species; Eurasian Watermilfoil (EWM) Dunlap, Cole, and Munro presented this item. PRAB had the following questions/comments: 5 •Questions understanding the source of and extent of the EWM in the Reservoir •Questions about the nature of the Reservoir and maintenance practices •Questions to understand ANS practices •Questions to understands options to address EWM •Questions to understand Colorado water law restrictions on water usage •Questions about recreation uses and impacts B.2025 Budget Development Strategy Roadmap and First Touch of Capital Investment Program Hite, Hoffmann, and Davison presented this item. PRAB had the following questions/comments: •Questions about other revenue potential, such as philanthropy, food and beverage and retail. •Questions to understand funding sources and uses •Questions about staffing compensation practices •Questions about the planning process for new amenities •Questions to understand BPR funding levels and priorities Agenda Item 9: Matters from the Board Members A.August 26, CIP Annual Field Trip PRAB did not have questions or comments. B.PRAB Matters PRAB follow up questions or comments. •Kudos to the gymnastics program, it is amazing! •Would like to see improvements to Shannahan Ridge Park •Would like to see all water fountains in the mall working and do away with single use plastic wear. •The scholarship price is still a barrier for some families, but thankful for the Play Pass, although the sign-up process is a barrier. •Question to understand relationship with PLAY Boulder Agenda Item 10: Next Board Meeting Next Board meeting: Monday, May 20, 2024, Hybrid Agenda Item 111: Adjourn The meeting was adjourned at 9:15 p.m. Approved by: Attested: ___________________ _____________________ Elliott Hood Rosa Kougl Board Member BPR Staff Date: ______________ Date: _________________ 6 B.Updates from the Director of Parks and Recreation Adjustment to Base (ATB) 1 – Supplemental Appropriations to the 2024 Budget At the May 16, 2024 council meeting, City Council will have an introduction, first reading and consideration of a motion to order published by title only, ordinance 8632 approving annual supplemental appropriations to the 2024 Budget. Mid-year adjustments are necessary for governmental operations as Colorado law requires an annual budget appropriation by December 31st of each year, however government businesses continue year-round. With ATB1, the department submitted $162,392 in requests that pull from fund balance to support expenses associated with the Memorial Bench Program, Tree Mitigation, NCL Youth, Education and Families and Children and Nature Network Grant, a fixed term position for CAPRA Accreditation, and capital equipment. These were funded by revenue received in 2023, or cost savings from 2023 that support one- time projects. The department requested an additional $29,300 in unbudgeted revenue for revenue that will be received from planned lease payments at the Harbeck House and funding the Tree Protection and Mitigation Program. An additional $75,500 in grant revenue was budgeted as revenue and expense that is expected to be received in the first half of the year. These grants support the YSI Mobile Rec Van that provides health and wellness programming for underserved populations at 3 Boulder Housing Partner sites, and the Recquity program which provides fully subsidized recreation center visits to low-income residents and further supports inclusion and health improvement efforts for these individuals. The department will provide another update with ATB2 in November, on additional appropriations for unbudgeted revenues and expenses that occur in the second half of the year. C.Parks and Recreation Operations Update Summer Pool Operations Summer is here and the outdoor lap pool at Scott Carpenter is open for community member use as of May 7. The hours of operation from the first full week of May until Memorial Day are scheduled for 11:30am-6:30pm 7-days-a-week, weather pending. The department has an established weather policy document to help the public understand how daily operating decisions are made. Both the Scott Carpenter Leisure Pool and Spruce Pool will open the Saturday before Memorial Day for the same limited hours, and Scott Carpenter and Spruce Pools will be open only from 1-6pm on Memorial Day due to the holiday and the BolderBoulder. Staff are excited to share that operational hours at the outdoor pools have been expanded for 2024. As a result of the end of season survey last summer, additional hours for Spruce pool will be offered to provide extended leisure pool swim opportunities. BPR staff heard from the community that having access to the leisure 7 pool after 6pm would be beneficial to working parents during the week, and adding some morning low sensory times, or without the zero depth features would be helpful for younger children. The new leisure pool schedule includes additional evening swimming times on Tuesdays and Thursdays and includes at least one hour of earlier swim opportunities with limited features to support our youngest community members every day. Scott Carpenter Lap Pool Summer Schedule: •Monday-Friday 6am-8pm •Saturday and Sunday 8am-6pm Scott Carpenter will be in long course, 50-meter, configuration Monday-Thursday with at least 6 lap lanes open for walk-in use. Scott Carpenter will be in the short course, 25-yard, configuration Friday-Sunday with at least 10 lanes open for walk-in use. This configuration supports lap swimming while also providing additional space for the mix of uses the facility supports on weekends. Each year, BPR hears from some members of the community who advocate for 25-yard configuration always. Because 25-yard distance is available at the recreation centers and Scott Carpenter is the area’s only 50-meter pool, the schedule is carefully balanced across the system. Scott Carpenter Leisure Pool Schedule: •Monday-Sunday 11am-6pm: all leisure pool features* •Monday and Friday 9am-11am: zero depth and lazy river only with low sensory consideration •Tuesday, Wednesday, and Thursday 10-11am: zero depth only •Tuesday and Thursday 6-7:30pm: extended operating all features* •Saturday and Sunday 10-11am: zero depth only with low sensory considerations *Staffing may dictate a reduction or rotation of features without notice. Additional Leisure Swimming in Lap Pool: •Monday – Thursday 1 – 4:30pm •Friday – Sunday 12 – 6pm Spruce Pool: •Monday – Friday 7am – 7pm •Saturday and Sunday 8am – 6pm Due to success in hiring summer staffing, the lap pools at the North Boulder Recreation Center (NBRC), East Boulder Community Center (EBCC), and South Boulder Recreation Center (SBRC) will largely retain their existing schedules. SBRC morning hours will be reintroduced during the week and will open at 6am. Evening building hours at the SBRC will shorten slightly with an 8pm close Monday- Thursday. Additionally, leisure pools at NBRC and EBCC will have increased hours 8 to support kids being out of school for the summer months. Changes can be expected seasonally as students return to the classroom. with the return to a fall schedule. Water Safety May is National Water Safety Month and water safety is more important than ever. Last year in Colorado there were 13 drownings by June, and three of those occurred in Boulder’s natural waterways. Drowning is a leading cause of death in children and according to the Red Cross, improving water competency can help make enjoying water safer. Water competency includes more than just swimming skills, it also encompasses water smarts and knowing how to help others. Since January, BPR staff have been leading a cross- departmental effort to develop and install signage promoting safer recreation in and along Boulder Creek. Other departments include Boulder Fire-Rescue, both the swiftwater rescue team and Community Risk Reduction, as well as Communications and Engagement. Together this team, along with a consultant, has developed a thorough sign plan and designs for installation. The sign plan includes three types of signage: 1) informational, 2) takeout identification, and 3) locational. Each type of sign serves a different purpose. The informational signage (see example) is based off temporary signage developed in 2023 to inform visitors of the dangers of the creek, how to recreate more safely, and where to get more information about current creek conditions. Takeout signage will be installed adjacent to the creek to inform those recreating in the water where there are takeout locations and warning them of specific danger locations. The final sign type (locational) is intended to function similar to highway mile marker signs to facilitate faster emergency response in the case of an emergency. These signs will be highly visible and prominently placed at intervals along the creek. The project team has identified the sign fabricator and installer, who is ready to work quickly as soon as all necessary permits are approved (anticipated the week of May 20th). Throughout this process, the team has evaluated many potential opportunities to promote safer recreation in and along Boulder Creek. Some of these opportunities include requiring personal flotation devices (PFDs) in the creek, implementing a flag warning system similar to that of Clear Creek in Golden, as well as creating relationships with local businesses and outfitters to promote safety. There is more work to be completed before any could be successfully implemented. That work includes policy development and coordination with outside agencies (Boulder County Sheriff’s Office), among other things. With limited staff resources and capacity, the 9 project team focused on implementation of the improvements most likely to create a positive impact for visitors and recreators in the 2024 season. Leading into summer, the department is hosting free drowning prevention classes, taught in both English and Spanish. These classes help educate community members on how to keep themselves and loved ones safe in and around water. Classes include free entry to the location of the class for that day and class attendees are encouraged to stay for a swim after programming. Additionally, the Red Cross offers free online courses to help improve overall water competency. Free Drowning Prevention Classes: - Thursday, April 25, 6:30pm at NBRC; 12 attendees. - Saturday, May 11, 9am at EBCC; 30 registered (full). - Wednesday, May 29, 6pm at Spruce; 14 registered. - Thursday, June 20, 9am at Spruce for World’s Largest Swimming Lesson; registration open. Free Red Cross Online Courses: -Water Safety for Parents and Caregivers -Seguridad en el Agua para Padres y Cuidadores -Orientation to Swim Lessons for Parents and Caregivers -Becoming an Ambassador for Water Safety Free drowning prevention classes have been newly added to help address water safety as a supplemental service to the department’s growing swim lesson program. Following the COVID-19 pandemic, the swim lesson program was paused to prioritize all water safety staff as lifeguards, to ensure pools could be open. The summer of 2023 marked the revitalization of the swim lesson program and since that time offerings of swim lessons each season have increased. In April 2024, 288 youth were served in classes ranging from 6 months to age 12. New drop-in swim programs also started in 2024 with Fitness and Stroke Improvement now offered with a session each for both teens and adults. During the summer session there will be 176 total swim lesson offerings spread across Spruce pool, NBRC and EBCC creating even more opportunities to help kids gain confidence in the water. As the number of staff certified to teach swim lessons continues to grow, the department will continue to focus on swim lesson growth each session. This winter, the Parks and Recreation Advisory Board recommended to City Council that they identify funding and facilities for Universal Swim in the next fiscal year. This initiative was not elevated as a City Council priority and BPR staff will continue to provide services as current resources allow, while also exploring alternative funding as possible. Teens in Focus at the Recreation Centers It is the end of the school year, and staff are working to ensure the community’s youth, including the teens, have plenty to keep them busy and active this summer. In addition to the added evening leisure pool hours at Scott Carpenter Pool on Tuesdays 10 and Thursdays, Recreation Center drop-in schedules are also being updated with teens in mind. When June facility drop-in schedules are posted online, the community will see new open recreation times in the gym at the EBCC for all activities; additional teen drop-in times in the gym, community lounge and ninja room at SBRC; and expanded all-ages basketball time at the NBRC. Check out the recreation center landing pages for updated drop-in schedules this June. BPR Urban Rangers in the community BPR Urban Rangers are working hard to engage with the community and build community relationships. On Saturday, May 11th, the Urban Rangers co-hosted with OSMP Rangers the first “Coffee with a Ranger” at Eben G. Fine Park. Over 100 community members enjoyed a free beverage from Café Alejandro while chatting with City of Boulder Rangers. The next “Coffee with a Ranger” is scheduled for Saturday, August 3rd from 9:00 a.m. to 12:00 p.m. at East Boulder Community Park. On Saturday, June 1st from 1:00 p.m. to 4:00 p.m., the Urban Rangers are hosting another event, “Book it to the Skatepark”. The skatepark under the Main Library has been closed during May for maintenance and repairs. “Book it to the Skatepark” will welcome skaters back with activities, giveaways, and promotions from local businesses including Satellite Board Shop and Square State Skate. D.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 Major Projects Staff continue to work on the following projects and will update the PRAB as major milestones are achieved: Project Status 11 Child-friendly City Initiative / Youth Action Plan Planning Civic Area – Phase 2 Planning Court System Plan Planning Future of Recreation Centers Scoping North Boulder Park Design Flatirons Golf Course Facility Construction Pleasantview Access Design Park on Violet Design Boulder Creek Safety Plan Design East Boulder Community Park Court Enhancement Design: Start 2024 Q3 Pearl Street Place Making Design: Start 2025 12 C I T Y O F B O U L D E R PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM MEETING DATE: May 20, 2024 AGENDA TITLE: Recommendation to name the park on Violet Avenue ‘Primos Park’ PRESENTERS: Alison Rhodes, Director of Parks and Recreation Scott Schuttenberg, Deputy Director Jackson Hite, Senior Manager, Business Services 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 Aaron LeMieux, Interim Senior Manager, Urban Parks EXECUTIVE SUMMARY: This memo provides information for the Parks and Recreation Advisory Board’s (PRAB) discussion regarding the North Boulder community’s recommendation to name the park on Violet Avenue ‘Primos Park’, prior to the PRAB taking formal action to approve the name in June. Per the Parks and Recreation department’s park naming policy, the PRAB has approval for park names. The intent of this item is to provide information on the department’s naming policy and the process and context behind the community’s recommendation, as well as additional project updates for the park of interest to the PRAB. The table below outlines the overall project timeline, including how the naming process fits in. Additional information can be found in the February memo to the PRAB (starting on page 19), as well as on the project website. Timeframe Phase Status June - Sept 2023 Engagement Window #1 (Vision & Values) Complete Fall 2023 Planning analysis Complete Late 2023 - Early 2024 Preliminary concept plan alternatives Complete March – April 2024 Engagement Window #2 (Design concepts, park naming, safe routes to/from the park) Complete Late Spring 2024 Refined concept plan In progress 13 May 20, 2024 PRAB hears community’s recommendation to rename park In progress June 24, 2024 PRAB votes on new name, sees refined concept plan Next phase Summer 2024 Engagement Window #3 (Early action on safe routes, continued space activation, schematic design & phasing) Next phase Early Fall 2024 PRAB update on schematic design Next phase Fall 2024 Design development Next phase Early 2025 PRAB update 2025 Final construction documents & specifications with permitting Next phase Mid 2025 PRAB update Late 2025-28 Phased construction Next phase BACKGROUND: Naming Policy and Context According to the city’s 2007 Park and Plaza Naming and Dedication Policy (Attachment A), the PRAB has authority over park naming, following a thorough public process. This policy ensures that community members have a strong voice in these decisions, prior to formal action. It also sets forth considerations for naming a park or plaza, which include: •Historic names relevant to the park or plaza; •Geographic names descriptive of the location or significant natural features (including flora, fauna and geography in or near the park or plaza); •Cultural names relevant to the park or plaza; The city’s 2011 Commemorative Naming Policy guides naming of parks, buildings, and other properties citywide when the name commemorates a person or organization. Other city policies guide naming in cases of sponsorship or donation. In light of growing racial tensions across the country in 2020-2021, staff undertook a collaborative research project with the University of Colorado-Boulder History Department to understand how well the existing names of Boulder’s parks align with the city’s racial equity goals. This work revealed that parks named for people have most often been named after white individuals or families (e.g., Tom Watson Park, Bill Bowers, or Andrews Arboretum). As a result, the project team recommended that future park naming or renaming processes focus on equity to elevate and celebrate the experiences of traditionally marginalized cultures or identities. The research project also revealed that the second most common origin of park names is the adjacent street name, as in the case of the park site on Violet Avenue. This space has been known to some as “Violet Park”, and it is marked as such in Google and other online mapping. An official naming process was never carried out for this site, which 14 presented the community with an opportunity to name the park using BPR’s updated process. Community Process to Name the Park on Violet Avenue Since the last update to the PRAB in February 2024, staff worked in partnership with community connectors and Growing Up Boulder to engage with neighborhood residents around three central questions: 1. How can park design best advance the community’s vision and values? 2. How could a new name for the park better reflect the character of the neighborhood? 3. How should access routes to and from the future park be improved for schoolchildren, people with disabilities, and others? Specific to naming the park, the engagement process included: •Empowering the community: Rather than staff leading engagement efforts alone, staff invited paid community connectors for the project to co- design and co-host a community gathering, lead several workshops with neighborhood youth to generate ideas, and talk informally with friends and family. For example, Bernardo Padilla – a Mexican-American who has lived in Boulder Meadows since 1998 – helped foster trust, openness, and meaningful engagement in ways that staff alone could not have accomplished. •Elevating young people’s voices: Community connectors led several engagements with middle- and high-school youth living in Boulder Meadows who are part of BPR’s Youth Services Initiative (YSI) Get Fit Program. Connectors invited these youth to interview older family members and friends to gather ideas for naming the park. They then facilitated a follow up conversation with YSI youth to hear those ideas, generate additional ones, and develop a short list of their favorite options. •Gathering in community: On Saturday, March 16, community connectors and the project team hosted a gathering at Crestview Elementary 15 School, in part to gather broader input on the short list of names (Moonlight Park, Fallen Tree Park, Manzano Park, Primos Park, and Diversion Park). Food from a vendor living in the Boulder Meadows neighborhood created a warm, welcoming atmosphere for community dialogue about design and naming preferences. YSI youth participated in the event by staffing the naming station and discussing the process and their recommendations with community members in attendance. •Notifying the extended neighborhood: In accordance with the naming policy, staff mailed a postcard to every residence within roughly a half mile of the park, notifying them of the proposed name. This included all homes within the Boulder Meadows and Ponderosa manufactured home communities, as well as homes and businesses in the adjacent areas. An email notification also went out to the project email list. ANALYSIS: The name Primos Park gathered the most excitement and relevance to the community throughout this engagement process and emerged as the recommended name for the site for the following primary reasons. •Valuing family and community: Primos means ‘cousins’ in Spanish and reflects neighbors’ hopes of gathering with family and friends in the future park. YSI youth participants shared many stories of how living in a tight-knit community and near many extended family members shapes their lives, especially the joy of getting to play with their cousins and close friends who are like family. •Celebrating diversity and belonging through Spanglish: Many neighbors of the park speak Spanish, English, and other languages. The combination of the Spanish word ‘Primos’ and the English word ‘Park’ resonated with youth and community members’ multi-lingual experiences. The following quotes from YSI participants, Community Connectors and neighbors demonstrate what the name Primos Park means to them: 16 •One YSI participant wrote, “my favorite name for the new park is Primos Park because everyone is family there.”  Other YSI participants and youth at the March community gathering shared their reflections on the name through an activity which invited them to design a possible future T-Shirt for the park: •Community Connector Sarah Malin shared, “the name Primos Park means a place where you hangout and it feels like home.” •Other neighbors shared with Community Connector Bernardo Padilla: "We love that we are going to have a park that includes the language that is used in Latin America" "We are very happy that there will be a park with a name in Spanish, we feel included for the first time in a while, and since it will be a park for a community that has a lot of Spanish speakers, we love the idea" "I love that the name is in Spanglish, to me this is unifying my culture and my kids' culture, I get to explain to them why Primos Park is such a big step towards a better future and they get to be a part of it." "The fact that it's Primos Park is awesome, I remember that when I was in High School, I called all my American friends (Cuz or Cousin) and it didn't mean that they were blood-related but it meant that I considered them really good friends almost like family and this was the best way of expressing it. Years later I got to do the same with the word Primo or Primos as I got to know more Hispanic people and made friends with them." Additional Project Updates •Community Roll ‘n Stroll Audit: Play Boulder and BPR received a grant to support safe routes to and from the future park. In late April, national experts from the Safe Routes Partnership led a community audit of existing access and connections between the park, surrounding neighborhood, the North Boulder Library, open space to the west, and Crestview Elementary to 17 the south. Results will inform a prioritized approach to improving access for pedestrians, cyclists, and people with disabilities which will include some small community-led projects this summer to enhance safe routes. • Nature play gatherings for early childhood: As BPR continues to activate the site and deepen community connections with the land, Growing Up Boulder is hosting three on-site gatherings this month for children under 5 and their parents and caregivers. These play dates will foster nature connection and invite feedback on design concepts. • Conceptual design: Based on community input on three design concepts presented during Engagement Window 2, conceptual design is advancing to merge preferred elements from each option into one preferred concept plan. This summer, staff will submit the draft concept plan for formal review by Planning and Development Services. Following that, a third engagement window will provide the public an opportunity to further refine the concept plan into a schematic site plan. It will also be an opportunity to further engage the community around how the park design incorporates best practices in floodplain management. NEXT STEPS: At the June meeting, PRAB will be asked to take formal action on the name Primos Park. That meeting will also be an opportunity for PRAB to comment on the refined concept plan, prior to initial permitting through Planning and Development Services. Attachments: Attachment A: Park and Plaza Naming Policy 18 CITY OF BOULDER DEPARTMENT OF PARKS AND RECREATION *** POLICIES AND PROCEDURES Park and Plaza Naming and EFFECTIVE DATE: September 2007 Dedication Policy ADOPTION DATE: September 2007 Jan Geden, CPRP, Director of Parks and Recreation I.POLICY It is the policy of the Parks and Recreation Department to provide community members with the opportunity to name and dedicate city parks and plazas owned and operated by the Parks and Recreation Department. II.PURPOSE The purpose of the park and plaza naming and dedication policy is to provide a clear process for naming and dedicating parks and plazas owned and managed by the Parks and Recreation Department. III.PROCEDURES Park and Plaza Naming •Considerations for naming a park or plaza include one or more of the following: 1.Historic names relevant to the park or plaza; 2.Geographic names descriptive of the location or significant natural features (including flora, fauna and geography in or near the park or plaza); 3. Cultural names relevant to the park or plaza; 4.Person(s) or organizations who made significant contributions to the park or plaza being named; 5. Persons (or organizations) who made a significant contribution to the community over an extended period of time; and/or 6. Person(s) or organizations donating land to be used for park or plaza purpose(s). Attachment A: Park and Plaza Naming Policy 19 •Considerations for park or plaza name changes must be made through the completion of a Park and Plaza Naming/Renaming Application (to be developed) to the Parks and Recreation Advisory Board (through the Parks and Planning Superintendent). •Prior to the Board’s consideration, the department will notify the impacted neighborhood of the proposed park name or name change to allow time for comments prior to the Board meeting. Staff will review the naming application and supporting documentation, along with the public input and make a recommendation to the PRAB. •All proposed names for Parks and Recreation Department owned and managed parks and plazas must be considered and approved by a majority of the members of the Parks and Recreation Advisory Board (PRAB) at a regular business meeting. •Upon approval by the Parks and Recreation Advisory Board, a Weekly Information Packet (WIP) item will be provided to City Council for their review and consideration (through a City Council call-up), of the recommended name. Park and Plaza Dedications Areas within a named or unnamed park or plaza owned and managed by the Parks and Recreation Department may be dedicated according to the following criteria: •Considerations for dedicating a park or plaza include one or more of the following: 1. Persons (or organizations) who made significant contributions to the park or plaza being named 2. Persons (or organizations) who donated the land for the park or plaza; and/or 3. Persons (or organizations) who made a significant contribution to the community over an extended period of time. •Considerations for park or plaza name changes must be made through the completion of a Park and Plaza Dedication Application (to be developed) to the Parks and Recreation Advisory Board (through the Parks and Planning Superintendent). •Prior to the Board’s consideration, the department will notify the impacted neighborhood of the proposed park name or name change to allow time for comments prior to the Board meeting. Staff will review the naming application and supporting documentation, along with the public input and make a recommendation to the PRAB. •All proposed names for Parks and Recreation Department owned and managed parks and plazas must be considered and approved by a majority of the members of the Parks and Recreation Advisory Board (PRAB) at a regular business meeting. •Upon approval by the Parks and Recreation Advisory Board, a Weekly Information Packet (WIP) item will be provided to City Council for their review and consideration (through a City Council call-up), of the recommended name. Attachment A: Park and Plaza Naming Policy 20 Park and Plaza Naming and Dedication Policy Criteria 1. Name of the person/organization submitting the application_____________________ 2.Current or working name of the park under consideration _____________________ 3. Physical location of the park under consideration _____________________ 4. Proposed name for the park under consideration _____________________ 5. Is this a new name for an existing park? _____________________ 6. Rationale for the name being proposed for park under consideration (may be as long as applicant desires. Please provide supporting documentation if appropriate): Attachment A: Park and Plaza Naming Policy 21 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 Aaren LeMieux, Acting Senior Manager, Urban Parks Megann Lohman, Senior Manager, Recreation Stephanie Munro, Senior Manager, Regional Facilities Scott Schuttenberg, Deputy Director SUBJECT: Matters from the Department DATE: May 20, 2024 A.2024 City-wide Planning In response to questions from the board at the April business meeting, staff will share a verbal presentation that summarizes 2024 city-wide planning efforts. This will include: •An overview of the Sustainability, Equity and Resilience (SER) Framework and 2024 Citywide Strategic Plan (see page 22, Appendix B) •A summary of City Council 2024-2025 priorities •Status of BPR 2022 Plan Alternatives (pages 88-91) B.Financial Strategy Update At the March 18, and April 22 PRAB meetings, staff provided updates on the 2025 Budget Strategy. The intent of the May update is to share the current status of the department’s budget development, and what to expect related to the budget over the next several months. The original timeline included PRAB completing 2025 budget development review in June. After adapting to new timelines, this process is being extended an additional month to align with the city-wide budget process. Staff now anticipate that the PRAB will review both capital and operating budget for approval or recommendation, as appropriate, at the July meeting. Citywide Budget Process With the 2025 Budget Development, the budget development process is now following new and different milestones that build on each other. The milestones are intended to allow the city to look at the budget holistically as budget decisions are made. Below is a brief description of each milestone: •Milestone 1: Program Realignments and New Programs: This was an opportunity to review the existing budget program structure to revise or consolidate programs, outcomes, and performance measure alignment. 22 •Milestone 2: Budget Realignments: This was an opportunity to propose net-zero realignment of exiting dollars to support investments towards prioritized program outcomes. •Milestone 3: Base Cost Increases: Departments are to identify areas of base cost increases planned for 2025, for items such as increases in ongoing city contracts and services due to inflation. •Milestone 4: Final Budget Submission: Departments will be required to submit any budget enhancements, 2025 revenue submissions, six-year CIP, outcomes and measures, and codified fee changes. This will be the department’s final submission before decision making by the Executive Budget Team. •Milestone 5: Final budget decisions as determined by the Executive Budget Team need to be incorporated into the budget stories, fund financials and codified fees. This information is rolled up to the city manager’s recommended budget, which is expected to be released by August 30, 2024. In prior years, Milestones 1-4 were treated as one budget instance that the department developed and prepared, submitting as one final package with the PRAB’s approval and recommendation as appropriate. Milestones 1 and 2 are complete and the department is expected to complete Milestone 3 by Friday, May 17, 2024. The intention of the staff presentation at the May PRAB meeting is to give an update on the completed items for Milestones 1 through 3 with an update on the expectation of what will be submitted with Milestone 4. At the June meeting, PRAB will have an opportunity to review the range of potential budgets by fund with two scenarios: Scenario 1 showing only the budget realignments and base cost increases and scenario 2 including new budget proposals. At the July meeting, the PRAB can give input and feedback on the recommended budget that will be shared with the Executive Budget Team. At that meeting, the PRAB will also be asked to approve the capital budget and provide a recommendation regarding the operating budget. As the budget moves through the city-wide coordination and council review in the fall, staff will provide updates to the board. Current Budget Status At the May 9, 2024 City Council Study Session, City Council learned the financial forecast and budget update. Beginning in 2023, the city’s sales and use tax projections forecasted an economic slowdown, and year-end numbers demonstrated a flattening of revenues in 2023. Current economic conditions point to this trend continuing through 2024. With sales and use tax comprising approximately 40% of total city revenues, this is a significant consideration for the 2025 budget development process. The city recognizes the need to budget within a constrained environment by focusing on realigning existing dollars to support community priorities and city-wide goals. This reinforces the need for BPR to develop a fiscally constrained budget given the reliance on the General Fund and .25 Cent Sales Tax to support department operations. The Permanent Park and Recreation Fund relies on property tax; while 2024 has higher assessed values based on the 2023 reassessment performed by Boulder County, there is uncertainty with pending legislation and potential November 2024 ballot measures that relate to property taxes or property tax revenue. 23 Based on the initial revenue projections for 2025 to 2030, the department’s two dedicated revenue funds will see changes from the 2024 to 2029 budget. Looking only at the years of 2025 through 2029, the updated projections show a change in revenue that impacts the .25 Cent Sales Tax Fund with a decrease of approximately 700,000 and the Permanent Park and Recreation Fund would see an increase of approximately $975,000. Given both funds support the capital investment program, funds can be moved to support the realignment of capital expenses across funds with no net impact on the decrease to the .25 Cent Sales Tax Fund. The city’s Budget Office has released budget guidelines for common expenses across the city, where a unified budgeting philosophy is needed for consistency in budget development. These guidelines indicate increased expenses for expenses that include standard personnel costs, equipment replacement, fleet replacement, fleet operations, energy costs, enterprise technology funds, and fund reserves. Additionally, the city has updated the cost allocation methodology to determine what the costs are for services provided by the city’s internal services departments. The department’s costs for these expenses continue to increase, which adds to the fiscally constrained environment. Collectively, these costs are viewed as base cost increases and have been rolled into Milestone 3. The intention with Milestone 3 is to identify what the cost obligations are for current service levels, before proposing anything that is considered an enhancement of services or new. As of the PRAB meeting on Monday, May 20, 2024, staff will have completed Milestones 1 – 3. Staff will provide a presentation that walks through the budget milestones completed by staff that include 1) budget program realignment; 2) budget realignments; 3) current expected revenues and expenses based on base cost increases. While the department budgets on an annual basis, the fund financials provide a financial roadmap of anticipated revenues and expenses over the next 6 years to determine the long-term financial stability of funds and inform decision-making. Planned Budget Development Staff is continuing to identify what budget proposals will be submitted with Milestone 4 and the list is not final as of this packet publishing. Given the fiscally constrained environment, BPR’s intention is to have limited requests that align with budget guidance received from the Budget Office. Staff will provide an overview of these requests and expected fiscal impact of each proposal at the May 20, 2024 PRAB meeting. As mentioned previously, the June PRAB meeting will include two scenarios where the 2025 budget will fall that will range between scenario 1 showing only the budget realignments and base cost increases, with scenario 2 showing the same information plus new budget proposals. Following department budget development and PRAB input, BPR will submit the final budget for review by the Executive Budget Team. Ultimately, Executive Budget Team makes final decisions on the proposed budget based on city-wide priorities and needs, funding capacity, and current forecasting. The Executive Budget Team’s decisions will be incorporated into the City Manager’s Recommended Budget that will be released to city council and the public on August 30, 2024. 24 The Planning Board will have a public hearing in mid-August on the 2025 to 2030 Capital Improvement Plan. City Council will have final review of the citywide budget, with a Study Session on September 12, 2024, a 1st Reading and Public Hearing on October 3, 2024 and a 2nd Reading and Public Hearing on October 17, 2024. The final budget will be available starting January 1, 2025. Tools to Support Budget Development BPR’s budget development relies on input from staff across the organization in addition to the department’s leadership team. In developing the budget, staff look at historical trends, forecasting future trends, and performance measures identified in the 2022 BPR Plan. BPR relies on the city’s Budget Office to support revenue projections, budget guidelines, cost allocation, and consistency with all other departments and city fiscal policies. BPR relies on both department plans and city processes to determine where to make strategic investments with limited dollars. The primary guidance the department relies on is the 2022 BPR Plan which was unanimously approved by City Council, the Planning Board, and PRAB following a 1.5 year public engagement process with community members, staff, and user groups. Other plans that include key recommendations include the Urban Forest Strategic Plan and General Maintenance Management Plan. There are also system plans such as the Courts System Plan that provide recommendations on operations, and capital improvements. Generally, and in line with current city guidance, these plans identify a fiscally constrained, action and vision alternative to help prioritize resources based upon levels of funding. The Fiscally Constrained alternative plans for prioritized spending within existing budget targets. The intention of this alternative is to refocus and make the most of existing resources with the primary goal being for the department to maintain services. The actions associated with the Fiscally Constrained alternative require limited or no additional funding to accomplish. The fiscally constrained scenario in the 2022 BPR Plan reflects BPR’s commitment to the community over the next five years, focusing on core services and those that benefit the greater community. While the budget focuses on the Fiscally Constrained Plan Alternative, one-time dollars can enable action and vision level projects. The department does not have the resources to do everything desired by the community and therefore focuses resources on making the greatest impact as identified in the 2022 BPR Plan. Citywide tools that the department relies on to support budgeting decision include: •Sustainability, Equity and Resilience Framework (SER) – this effort supports greater transparency of the city’s budget by demonstrating how investments are aligned to six community goal areas. •Racial Equity Instrument – is an evaluation staff use to ensure that prior to any program changes, the department carefully considers who benefits and who is impacted by choices and investments. 25 •Budgeting for Resilience and Equity – is an outcome-based budgeting approach to budget development and decision making. This focuses on the outcomes of investments to support key priorities and goals. Revenue Updates BPR generates approximately $10 million or revenue each year in fees for services provided. These revenues are generated from the types of fees listed in the Fee Policy. For 2025 budget development, BPR’s primary focus will be on the Special Events and Commercial Use categories. Additionally, the Facility Access Fees are typically revaluated every 2 years, with the last fee increase occurring in January 2023 and thus staff are evaluating another fee increase for facility access in 2025. Part of the driving factor of fee increases is need for revenues to keep pace with cost escalation. Staff continually hear about the higher fees associated with BPR programs, so would seek to align any proposed fee increases based on the actual cost of providing those services and with parallel efforts to maintain financial aid. Alternative levers for financial sustainability that the department can explore include increased volume or decreased levels of service. In addition to updates driven by shifts in the fee policy, fee schedule, and facility access fees, BPR is continuing to focus on areas where the department can be more entrepreneurial to drive additional revenue. By the end of the year, BPR will provide an updated Marketing Plan that aligns with best practices as part of CAPRA accreditation and will emphasize where marketing resources will have the greatest impact. Staff expect to have updated Business Plans for the Boulder Reservoir, Flatirons Golf Course and sports workgroup by early 2025. The Business Plans will identify challenges, opportunities, and areas where investments can provide additional funds to support other operations across the department. Overview of Capital Investment Approach The CIP provides a framework to support park design and construction as well as asset management recommendations for the enhancement of Boulder’s system of parks and facilities. This latest update will focus on 2025 to 2030 and integrates the policy direction from the BPR Master Plan. The CIP provides an annually updated workplan for the department and is used to develop the 2025-2030 department workplan for capital investment projects. There are three main areas of focus for this work plan: 26 The CIP workplan for BPR is based on community needs identified through the recent 2022 Master Plan, the maturing Asset Management Program, and planning efforts covering System and Park Plans. The structure of the Capital Investment Strategy (CIS) has three focus areas: to identify a long-term capital work plan and aligned investment strategy through 2030, provide detail around capital actions to be taken by the department over the next two years, 2025 to 2026, and identify unfunded and underfunded projects that can improve services across the system. Identifying in more detail the work needed for the 2025-26 projects will enable the Department to prepare robust project management plans with associated engagement planning as well as cost estimates. Moving into 2025-30, staff will scope projects with the development of charters. The charters include a basic scope, schedule, rough cost estimates and project purpose. Unfunded and underfunded projects that are identified but don’t fall within the six-year timeframe will have a basic scope and preliminary cost estimate with no schedule identified at this point. As staff further develop the asset management system and update the current replacement value (CRV) of assets, the department will be able to better identify a deferred list that describes where there is a need for greater capital investment to retain or expand service levels for the community. Integrating with Policy Guidance from the 2022 Master Plan This comprehensive approach to BPR’s capital investment strategy is founded on implementing the key themes of the BPR Master Plan described in the graphic on the left. 27 All six themes provide guidance to the CIS. Of critical importance to maintaining our assets is Taking Care of What We Have and the themes of Community Health and Wellness, and Youth Engagement & Activity to ensure BPR is providing the best facilities, amenities, and infrastructure to retain or expand upon service levels. In addition, staff will consider the most efficient, sustainable, and robust approach to managing assets across the system and implement the policy as it applies in the Financial Sustainability and Organizational Readiness themes. As BPR looks to improve levels of service staff will also continue to Build Community & Relationships. As PRAB and City Council agreed in developing the plan, the concepts of equity (considering who benefits and who is impacted by decisions) and sustainability and resilience (preparing for and mitigating against climate change) are woven through every aspect of the work. In addition to being guided by the themes from a policy perspective, the 2022 BPR Plan also provides clear direction on community identified needs for facilities, parks, and major asset categories across the system including courts, athletic fields, aquatics, parking, and accessibility. Balancing the community’s desires with BPR’s financial reality requires that the department prioritize what can be accomplished over the next six years. The following two graphics summarize the major CIP projects that BPR will need to work on and includes the three budgeting scenarios in which future projects and programs are prioritized. Following city practice, the scenarios are organized around possible resources: in the Fiscally Constrained scenario, resources are stagnant. In the Action and Vision levels, services can increase with additional funding. BPR’s CIP is almost entirely composed of Fiscally Constrained projects. 28 Fig 1. Table highlighting overarching guidance for park investment in the BPR capital program. Fig 2. Table highlighting overarching guidance for facility investment in the BPR capital program. 29 Current State of the CIP The department has a prioritized workplan that will take care of existing assets and add new assets only if they meet equity needs. With current funding, the department is at capacity in terms of just being able to “take care of what we have”. There are a number of projects currently on hold until further funding can be found even to meet the fiscally constrained policy guidance from the 2022 department plan. The department underwent a full reevaluation of the CIP in 2023, which resulted in the identification of a more realistic scope, schedule and costing for projects. For example, since cost estimating for projects was pre-Covid, the costs have dramatically increased and with a more detailed scoping further costs to complete projects was also identified. The impact of this is that the projects previously identified did not have enough funding to complete the original scope described for them. BPR has now updated all project scoping as well as updating of the department’s cost estimator (from 2019); with an update to also move from Order of Magnitude (OoM) cost estimating to Class C cost estimating with appropriate contingencies. OoM is an industry standard that compares projects of a similar scale and scope to best guess the cost of a project. Class C cost estimating goes a step further to develop a preliminary site program to cost size, length and type of park amenities allowing a better understanding of the overall cost of project. There is also now built in cost escalation for out-years, which had previously been missing. The department is also still digging out of impacts on capacity caused by a number of factors including: Since 2021 there has been staff turnover in the planning service area and three additional positions added to support the focus on Taking Care of What We Have and to decrease reliance on outside consultants for project support (consultants are still appropriate at times to add capacity and subject matter expertise that may not exist with current staff). With an updated CIP workplan that is more realistic and with a full staff capacity, BPR is poised to move projects forward over the next six years with increasing success. As noted above, the prioritization of projects for CIP workplan is guided by city and department policy as well as asset management program. As part of updating the workplan and identifying budgetary constraints, major projects including Valmont South, Tom Watson, Harlow Platts, the Boulder Reservoir and Pearl Street need greater funding to be successful. BPR will endeavor to better fund these projects in the next two years using the long-term funding strategy that has previously been described above. BPR will continue to focus on taking care of what we have with smaller park projects. The process for renovating and updating parks as well as preplacing assets follows the process described below: 30 Despite the limited funding, BPR staff have worked hard to prioritize projects that can go forward and are making great progress on advancing the updated CIP program. The major projects identified in the 2024 workplan are now moving forward through design phases towards construction in 2025/26 with new Golf Facility due to be completed in June 2024: a. Civic Area – Planning Analysis Q3 b.Violet – Conceptual Design Q3 c. Pleasant View – Schematic Design -Q3 d. East Boulder Community Park Courts – Concept Design Q4 e.North Boulder Park – Schematic Design Q4 f.Boulder Junction Pocket Park – Schematic Design Q4 Asset management A major aspect of how the department prioritizes capital projects is based upon a maturing approach to asset management, based on industry standards. It includes maintaining existing assets in good condition, decreasing the maintenance backlog, and replacing assets at the end of their life cycle. The department recently overhauled its approach to asset management beginning in 2023 and this process will continue through 2025. The goal is to update the asset inventory and get a full understanding of the true cost to maintain and replace assets across the park system. In the fiscally constrained environment, BPR does not have enough funding to maintain or replace every park asset and maintain what is referred to as good condition. Instead, assets will be in poor, fair and good condition across the system. BPR will prioritize the funds available to keep as many assets as possible in good or fair condition to maintain service levels for the community. There is a gap in funding to replace assets at the end of their life-cycle. This leads to assets past their life-cycle and more costly repairs; the costs of continued maintenance increase and eventually outstrip the cost of replacement. BPR is working to improve the asset management program and invest in asset replacement where appropriate - balancing this with asset maintenance for assets still within their life cycle. A good example of assets past their life cycle with maintenance costs are rising is the 22 courts that are used for tennis and pickleball (six currently mixed-use that enable pickleball, the others are dedicated for tennis). The evaluation of the courts showed that although they are mostly in good condition, the cost of keeping them in this condition is Planning Inventory and Analysis Conceptual Plan (Three Alternatives Typ.) Schematic Design Design Development, Construction Documents, and Permitting Construction Administration & QA/QC 31 prohibitive and creates continuing issues with the surface that detracts playing experience. To maintain all courts as-is and past their life-cycle would cost about $265,000 dollars a year. The department will instead invest in an improved playing surface, post-tensioned concrete foundation, that will reduce annual maintenance costs and increase life expectancy from the current 25 years to 50 years. Although the upfront cost to do this is expensive, over 50 years the department will save approximately $7.5 million dollars compared to the current approach. In addition, once replacements are completed, annual maintenance costs will go down from the current $265,000 a year to $92,000 a year. The other benefit of this approach is that the new courts will provide a vastly improved playing surface for racket sports community members. Through 2024 and into 2025, BPR will apply similar evaluations to BPR major assets including, but not limited to, bathrooms, picnic shelters, parking lots, play areas, irrigation, fields, and unique assets (such as ADA accessible docks at the Reservoir). The goal is for the 2026 workplan to be fully informed by the updated asset management program and BPR will have improved data to inform decision making for prioritized workplans. Next Steps: With the budget process, there are several components that are iterative and build on information from the previous month. Below is a table identifying the topics for the upcoming PRAB meetings. June PRAB Meeting July PRAB Meeting Type Discussion Item Action Item Operating Budget (revenue & expenses) Review 2 budget scenarios: Scenario 1) budget realignments and base cost increases Scenario 2) same as scenario 1, plus enhancements or new budget requests Recommend proposed budget per B.R.C.2-3-10(d)(5) Fee Policy & Schedule Review the status of special events and commercial use Proposed changes to Fee Policy and 2025 Fee Schedule Targeted increases for facility access and rentals, with placeholders for implementation Approve changes to Fee Policy and Fee Schedule CIP Discuss recommended 2025 projects, 2026 – 2030 CIP, Approve 2025 appropriations from Permant Park and 32 and unfunded and underfunded items Recreation Fund per B.R.C. 2-3-10(d)(2) and recommend 2025 – 2030 CIP per B.R.C 2-3-10(d)(5) Communications & Engagement Ongoing communications for community members and user groups awareness of updates to fees in preparation for January 1, 2025, implementation. Following PRAB approval, the budget works through the internal city review process which includes the Budget Office, Capital Review Team and Executive Budget Team. The City Manager’s recommended budget will be shared with the community and City Council by August 30, 2024. As the budget moves through the city-wide coordination and council review in the fall, staff will provide updates to the board. City Council will discuss the recommended 2025 budget at a Study Session on September 12, 2024. They will consider it for approval at 1st Reading and Public Hearing on October 3, 2024, and a 2nd Reading and Public Hearing on October 17, 2024. The approved budget will be available starting January 1, 2025. 33 TO: Parks and Recreation Advisory Board SUBJECT: Matters from the Board DATE: May 20, 2024 A.PRAB Onboarding a.Role of the Parks and Recreation Advisory Board (Attachment A) b. Annual Review: Board Liaison’s to BPR Projects (Attachment B) i.The Role of Board Liaisons is to provide input on process and community engagement, provide a deeper level of knowledge on a project in support of addressing community questions to the board and to support board conversations on the topic at business meetings and study session. c.Annual Review: Protocol for Community Response (Attachment C) i.In 2020, the PRAB created a resident response plan to simplify the process for responding to resident emails. The intent was to ensure that each email to the PRAB that requires a response is responded to, by at least one member of the board. Each board member can sign up to respond to emails that relate to their assigned service area. Assignments can be reevaluated annually as part of the PRAB’s onboarding and offboarding procedures. ii.When responding to resident emails: 1.Keep in mind that you are responding as an individual member of PRAB. Your response does not represent the entire PRAB. 2.As a member of PRAB, you are still welcome to respond to any resident emails, including those that fall into other categories. 3.An appropriate response might be, “This question falls in the area of operations and so I have copied in the (insert employee name) who can answer your question” or some other response to engage city staff in a response that may seem out of scope for a board member. 4.Please copy PRABAdmin@bouldercolorado.gov on all resident responses to simplify Open Records compliance. B.PRAB Matters (Verbal) 34 City of BoulderParks and Recreation Advisory Board Organization and Functions Deputy City Attorney Sandra Llanes October 2022 1 Attachment A: Role of the Parks and Recreation Advisory Board 35 City of BoulderHow do we know our roles? City Charter -Established with city incorporation, can only be changed by election. -Compares to the U.S. Constitution. Boulder Revised Code -Legislative and can only be changed by City Council. -Compares to federal statutes that support and implement the Constitution. 2 Attachment A: Role of the Parks and Recreation Advisory Board 36 City of BoulderFunctions of the PRAB •Shall make recommendations to the council concerning •The disposal of park lands; •Any appropriation or expenditure from the Permanent Parks and Recreation Fund; •The protection and maintenance of park lands. 3 Attachment A: Role of the Parks and Recreation Advisory Board 37 City of BoulderFunctions of the PRAB Shall approve/deny licenses or permits on park lands •The grant or denial of any license or permit in or on park lands greater than one year up to 3 years; Shall make recommendation to the council concerning •Proposed P&R annual budget 4 Attachment A: Role of the Parks and Recreation Advisory Board 38 City of BoulderFunctions of the PRAB •At the request of the council or the department, may prepare and submit recommendations on other parks and recreation matters not called out •May request information and recommendations from the department on other P&R matters 5 Attachment A: Role of the Parks and Recreation Advisory Board 39 City of BoulderThe PRAB cannot: •Issue subpoenas; •Perform any administrative functions unless expressly provided in the charter. 6 Attachment A: Role of the Parks and Recreation Advisory Board 40 City of BoulderThe department’s role •Shall supervise, administer, and: •maintain all park property and recreation facilities. •Execute all parks and recreation programs, plans,functions and activities of the city. •Shall prepare and submit to the PRAB writtenrecommendations on those matters as required bycharter/code. •May, at the request of the PRAB, prepare and submit tothe PRAB information and recommendations on othermatters. •May request advice on any parks and recreation matter. 7 Attachment A: Role of the Parks and Recreation Advisory Board 41 City of BoulderPRAB Organization and Procedures •Members select a chair. •Shall have regular meetings once a month. Special meetings may be called at any time by 3 members with at least 24 hours’ notice of said special meeting to board members. •4 members constitute a quorum. •Shall have the power to make reasonable rules for the conduct of its business 8 Attachment A: Role of the Parks and Recreation Advisory Board 42 City of BoulderPRAB Organization and Procedures •Board members shall select a chair, vice-chair and secretary* •Shall have regular meetings once a month. Special meetings may be called at any time by 3 members with at least 24 hours’ notice of said special meeting to board members. •4 members constitute a quorum. •Shall have the power to make reasonable rules for the conduct of its business 9 Attachment A: Role of the Parks and Recreation Advisory Board 43 City of BoulderModes of Operation •Agenda Committee •PRAB Requests to the Department •PRAB Information Discussion Reference: p 14-15 of PRAB Handbook 10 Attachment A: Role of the Parks and Recreation Advisory Board Attachment A: Role of the Parks and Recreation Advisory Board 44 2024-2025 Opportunities Board Liaisons to BPR Projects The Role of Board Liaisons is to provide input on process and community engagement, provide a deeper level of knowledge on a project in support of addressing community questions to the board and to support board conversations on the topic at business meetings and study session. Park Plans Violet Park Development, Design through Q3-2024 Chuck Brock Civic Area Phase II, Design through 2025 Jason Unger, Chuck Brock Boulder Creek Management Plan, Design through (2024?) Jason Unger Public Private Partnerships: Q3-24+ •Flatirons Golf Course •Boulder Reservoir Sunny van der Star System Plans and Initiatives Courts System Plan, Q3 2023 – Q2 2024 Bernie Bernstein Budget Development, Q2 2024 – Q3 2024 Elliott Hood Recreation Centers Future, Q3 2024 – Q2 2026 –Deryn Wagner PM Sunny van der Star, Bernie Bernstein Regional Facility Business Plans, Q3 2024 - Q2 2025 Jason Unger Boulder Junction Phase II, Q2-2023- Q4 2024 Elliott Hood PLAY Boulder**, Ongoing Anna Segur Option exists to serve as an informal liaison or as a board member of PLAY Board Member: Chuck Brock RMS System Evaluation, Q3 2024 – Q3 2025 Attachment B: Board Liaisons to BPR Projects 45 1.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. Attachment B: Board Liaisons to BPR Projects 46 PRAB’s Resident Response Plan At the 2020 Annual Retreat, the PRAB created a Resident Response Plan (RRP) to simplify the process for responding to resident emails and to ensure that resident’s questions and concerns are being adequately addressed. These five categories represent BPR department divisions. PRAB member(s) have been assigned to each category and will be responsible for resident responses related to those topics. Category assignments can be reevaluated annually in April or May as part of the PRAB’s onboarding and offboarding procedures. Planning Operations Planning and Ecological Services (Natural Lands, Forestry, Environmental Issues, Wildlife) Park Operations (Parks, Sports Fields, Pearl Street Mall, Civic Center) Regional Facilities (Reservoir, Valmont, Golf) Recreation (Rec Centers, Programming, Pools) Community Building, Community Engagement, Events, and Volunteerism Staff Support: Rosa Kougl Additional PRAB Support: Email automated response language: •Emails sent to PRAB@bouldercolorado.gov generate this automated response: o “Thank you for emailing the Parks and Recreation Advisory Board. All seven members of the Parks and Recreation Advisory Board have received your message, and you might hear from one of them individually. All emails sent toPRAB@bouldercolorado.gov are public record.” When responding to resident emails: A.Keep in mind that you are responding as an individual member of PRAB. Your response does not represent the entire PRAB. B.As a member of PRAB, you are still welcome to respond to any resident emails, including those that fall into other categories. C.An appropriate response might be, “This question falls in the area of operations and so I have copied in the (insert employee name) who can answer your question” or some other response to engage city staff in a response that may seem out of scope for a board member. D.Please copy PRABAdmin@bouldercolorado.gov on all resident responses to simplify Open Records compliance. Attachment C: Protocol for Community Response 47