Regular Meeting of the Board of Directors

Board of Directors

Date: Mon March 03, 2008

Contact: A Regular Meeting of the Tualatin Hills Park and Recreation District Board of Directors was held at the HMT Recreation Complex, Peg Ogilbee Dryland Training Center, 15707 SW Walker Road, Beaverton, on Monday, March 3, 2008. Executive Session 6:30 p.m.; Regular Meeting 7:00 p.m. Present:
Joseph Blowers President/Director
Larry Pelatt Secretary/Director
Bob Scott Secretary Pro-Tempore/Director
John Griffiths Director
William Kanable Director
Doug Menke General Manager Agenda Item #1 – Executive Session (A) Land
President, Joe Blowers, called Executive Session to order for the following purpose:

• To conduct deliberations with persons designated by the governing body to negotiate real property transactions.

The Executive Session is held pursuant to ORS 192.660(2), which allows the Board to meet in Executive Session to discuss the aforementioned land issues. President, Joe Blowers, noted that representatives of the news media and designated staff may attend the Executive Session. All other members of the audience are asked to leave the room. Representatives of the news media are specifically directed not to disclose information discussed during the Executive Session. No final action or final decision may be made in Executive Session. At the end of the Executive Session, the Board will return to open session and welcome the audience back into the room. Agenda Item #2 – Call Regular Meeting to Order
President, Joe Blowers, called the Regular Meeting to order at 7:05 p.m. Agenda Item #3 – Action Resulting from Executive Session
There was no action resulting from Executive Session. Agenda Item #4 – Presentations
A. Affiliated Groups – Youth Baseball
Scott Brucker, Superintendent of Sports, introduced Jeff Lipps, Beaverton Area Little League field representative, to provide a presentation to the Board of Directors regarding the Park District’s affiliated groups for youth baseball. Jeff Lipps provided a detailed PowerPoint presentation regarding the youth baseball affiliated groups’ organizations and activities, as well as goals for the future. In addition, Jeff provided a handout titled THPRD Youth Baseball Programs Information. A copy of the PowerPoint presentation and handout was entered into the record. Bob Scott referenced the decline in the participation of District 4 Little League between the ages of 11-12 and 13-14, noting that the 11-12 age group has 21 teams with 250 players, while the 13-14 age group has only 1 team with 13 players.

• Jeff replied that this decline is due to many players moving on to different programs with competitive play or that the participants have begun to explore other sports as well.

President, Joe Blowers, asked if any of the teams have female players.

• Jeff replied that approximately half of the players in the T-Ball program are female, as well as a few female players on more advanced baseball teams.

Larry Pelatt commented that the program has experienced some successful youth baseball teams that have participated in World Series tournaments. Larry asked if reconfigured fields have most commonly been resized to accommodate a younger age bracket, thereby resulting in a loss of fields for older age groups.

• Jeff confirmed this and provided an example of Hazeldale Elementary School.

Larry asked if the concept of synthetic turf baseball fields has been explored.

• Jeff described some local fields that have synthetic turf infields, which allow practice to continue when it is raining. He has spoken with three programs that would be able to assist the Park District in fundraising for the installation of synthetic turf. He noted that having synthetic turf baseball fields would extend the playing season, reduce the amount of maintenance required for the fields, and could be used by multiple programs.

Larry asked Jeff if he is referring to synthetic turf in the infields, or the outfields as well.

• Jeff replied that if the outfields were synthetic turf, use could be expanded even more with programs such as soccer and lacrosse being able to use the field year round. Synthetic turf infields would also accommodate programs for disabled children, such as the Challenger Program.

President, Joe Blowers, thanked Jeff Lipps on behalf of the Board of Directors for the informative presentation. Agenda Item #5 – Audience Time
Joyce Ashmanskas, 7575 SW 140th, Beaverton, is before the Board of Directors this evening in support of an expansion of the fitness room at the Elsie Stuhr Center. Joyce submitted a packet of letters to the Board of Directors in support of an expansion, which were entered into the record. She referenced the Bond Measure Open House held at the Stuhr Center on February 13, 2008, stating that many patrons left without their questions being answered and felt unheard. Larry Pelatt noted that he had heard from a resident who attended the Open House that there were some significant opinions and advocacy voiced that evening concerning the Stuhr Center. He commented that at a meeting such as an Open House, at times there can be 50 people in attendance with the same opinion, and that the message can be accomplished without the entire group speaking.

• Joyce described that she believes the question and answer period of the meeting ended too quickly when many patrons still had individual questions rather than statements. She stated that she believes the letters submitted will reflect that they did not feel heard.

Bill Kanable asked for a specific example of something an attendee felt was not heard.

• Joyce replied that she believes one question was regarding the funds that have been raised by the Stuhr Center Advisory Committee toward an expansion of the fitness room and that the expansion had supposedly been planned for 2008, but nothing had been heard as of yet about the project. Another question might have been geared toward the multigenerational topic for Park District facilities and how strongly many of the Stuhr Center’s patrons feel that the Center should stay as it is, as a senior center.

President, Joe Blowers, assured Joyce that the Board of Directors has no plans to change the Stuhr Center from a senior center.

• Bill agreed, noting that the Stuhr Center is well used as a senior center.

Larry noted that when the Stuhr Center Advisory Committee made a presentation to the Board of Directors in early 2007 regarding an expansion of the fitness room, he distinctly remembers that the Board of Directors did not say no to the project, but could not commit to the project at that time. While the Committee has raised a significant amount of funds for the project, the Park District does not have funds available for the balance of the project.

• Joyce replied that she had heard rumors of a project list that had listed the expansion as a top project for 2008.

Larry replied that he has not seen this list, noting that the Board would be privy to such a list.

• Keith Hobson, Director of Business & Facilities, noted that the expansion is listed on the System Development Charge (SDC) Five-Year Capital Improvement Program list, but is not at the top of that list.

Larry commented that this is a rolling SDC-funded project list and that projects can move up and down the list in accordance with changing needs, but that the expansion has never fallen off of the list.

• Joyce expressed disagreement with a statement made at the February 13, 2008, Open House regarding the area’s senior population dropping. She stated that considering the Baby Boomer population aging, she cannot imagine that the population is dropping to the point where the Stuhr Center will not be used to its full ability.

Doug Menke, General Manager, replied that there has been a misunderstanding. What was stated at the Open House was that the percentage of growth of the senior population is slowing. The raw population is growing; however, the percentage of that growth is slowing, which is a demographic from the Census Bureau.

• Bill stated that although he understands Joyce’s comments, it is a matter of interpretation. He noted that the need for Park District facilities continues to grow and providing defined resources only for seniors may not be the best way to meet that overall need. He explained that one concept contained within the Park District’s Comprehensive Plan is identifying ways to serve multiple user groups and all generations in the centers, beyond what is provided at the Stuhr Center. This was a goal identified for the entire Park District within the Comprehensive Plan.

Joe noted that the Park District had also considered some polling information showing that seniors of the future are going to look at things a bit differently and want to be involved in different ways than seniors now do. This was also one of the reasons the Park District identified multigenerational centers for the future, as opposed to seniors-only centers.

• Joyce encouraged the Board of Directors to read the letters submitted, noting that these topics are addressed in those letters.

Norman Vaillancourt, 11650 SW Anklet Loop, Beaverton, is before the Board of Directors this evening in support of an expansion of the fitness room at the Elsie Stuhr Center. Norman stated that the usage of the Stuhr Center is increasing, as is the population of seniors, and that the users are more ethnically diverse now than in the past. The fitness room is running out of space and is too small to accommodate those with mobility issues due to the closeness of the equipment. He requested that the expansion to be included as a project for the upcoming bond measure. In addition, he stated that while 30% of the community’s taxpayers are senior citizens, only 2% of the Park District’s budget is dedicated to seniors, which he does not think is acceptable. He expressed disagreement with the polling information suggesting that future seniors will want multigenerational facilities, noting that seniors want their own space. He asks that the Board of Directors help the Stuhr Center prepare for the future. Doris Regan, 11070 SW Lynnvale Drive, Portland, is before the Board of Directors this evening as Chair of the Elsie Stuhr Center Advisory Committee. Doris noted that at the February 13, 2008, Open House, the Advisory Committee submitted an official written statement and she wants to make sure the Board of Directors has received it.

• Doug Menke, General Manager, replied that the Board would receive all submissions on Wednesday, March 5, 2008.

Agenda Item #6 – Consent Agenda
Bob Scott moved the Board of Directors approve Consent Agenda items (A) Minutes of February 4, 2008 Regular Meeting, (B) Monthly Bills, (C) Monthly Financial Statement, (D) Jenkins Estate Advisory Committee & Tualatin Hills Nature Park Advisory Committee Members, and (E) Local Government Grant Program Application. Bill Kanable seconded the motion. Roll call proceeded as follows:
John Griffiths Yes
Larry Pelatt Yes
Bill Kanable Yes
Bob Scott Yes
Joe Blowers Yes
The motion was UNANIMOUSLY APPROVED. Agenda Item #7 – Unfinished Business
A. Future Funding Measure Public Outreach Program
As approved by the Board at the December 10, 2007 Regular Board meeting, a public outreach program was developed and put into action after the polling results were reviewed by the Board at the February 4, 2008 Regular Board meeting. Bob Wayt, Director of Communications & Development, provided a detailed overview of the public outreach effort, which included three open houses, as well as facility and web-based surveys, noting that all of the feedback received is in the process of being organized and tabulated for distribution to the Board of Directors and Bond Measure Task Force. Doug Menke, General Manager, provided a detailed overview of the progress to-date of the Bond Measure Task Force, which has held two meetings, with two more scheduled for the month of March. In addition, Doug provided a brief overview of a handout titled Future Funding Measure Draft Timeline, of which a copy was entered into the record. B. General Manager’s Report
Doug Menke, General Manager, provided a detailed overview of the General Manager’s Report included within the Board of Directors information packet, which included the following topics:

• Senator Ron Wyden Town Hall Meeting at Elsie Stuhr Center
  • John Griffiths provided a brief overview of the event, for which he provided the introduction.
• 2008 NRPA Legislative Forum on Parks and Recreation
• Advisory Committee Minutes
• Board of Directors Meeting Schedule
  • Doug noted that an email will be advanced to the Board members requesting schedule information in order to finalize the summer meeting dates at the April Regular Board meeting.
• Notice Skate Park Update
  • A handout titled Novice Skate Park Update was distributed to the Board of Directors, of which a copy was entered into the record.
• Information Services Manager Introduction

Doug offered to answer any questions the Board of Directors may have regarding the General Manager’s Report.

• Hearing none, President, Joe Blowers, asked for the staff report for the next agenda item.

Agenda Item #8 – New Business
A. Sustainability Program
Jim McElhinny, Director of Park & Recreational Services, provided a brief overview of the memo included within the Board of Directors information packet, noting that staff has updated the Park District’s Sustainability Program to shift from working on a few individual practices to a more holistic approach that considers ways to improve the Park District’s sustainable performance at multiple levels ranging from operations to purchasing. Jim noted that staff will return to the Board in the future to present a financial and operational analysis. This evening staff is requesting Board of Directors approval of the updated Sustainability Program, and permission to:

1. Create a sustainable costing model and purchasing policy for the Board’s consideration.
2. Document baseline purchasing and operational levels for future target reduction areas.
3. Conduct an internal sustainability audit.

Bruce Barbarasch, Superintendent of Natural Resources & Trails Management, provided a detailed PowerPoint presentation regarding the update to the Park District’s Sustainability Program. In addition, Keith Hobson, Director of Business & Facilities, provided an overview of the balanced economic approach to the Program that will be followed, including development of a costing model based on sustainable practices. A copy of the PowerPoint presentation was entered into the record. Larry Pelatt referenced Keith’s comments regarding the implementation of new technologies resulting in the standardization of much of the equipment used in the Park District’s facilities. He commented that technology will always be advancing and as the Park District constructs new facilities, those facilities will be constructed with the current technological standards, thereby resulting over time in facilities with more advanced technology than the others.

• Keith confirmed this, noting that in the past, however, it may not have been as cost effective to move to the new technology. He noted that while technology will continue to evolve, the key will be that at any point in time the Park District will have less layers of differentiating technology and be more uniform.

Bill Kanable provided an example of replacing a boiler with older technology that has lower upfront costs, versus a boiler with newer technology that has higher upfront costs, but lower long-term operational costs.

• Jim provided two examples of new technology the Park District has recently taken advantage of: the pavers used in the parking lot of the PCC Rock Creek Recreation Facility and the ultraviolet (UV) filtration systems installed at some of the Park District’s aquatic facilities.

President, Joe Blowers, asked whether the UV filtration systems also save energy.

• Keith replied that indirectly they do in that the air quality of the facilities is better, which reduces the HVAC load. Heating costs are lower as well due to a reduction in the need to vent the facilities.
• Jim noted that the UV filtration systems are also better for the health of patrons and have received great patron feedback.

Joe asked who is spearheading the Sustainability Program and asked if the Sustainability Task Force is still operational.

• Bruce replied that the Sustainability Task Force is not active at the moment. He noted that there will be a lead person in charge of the Sustainability Program from the Natural Resources Department and that a committee will be reformed.

Larry commented on the discontinuation of providing bottled water at Park District meetings.

• Bruce noted that it takes almost as much oil to supply the bottled water as the bottle contains water, in addition to the cost involved in purchasing the water.

Bill Kanable moved the Board of Directors approve the staff recommendation to create a sustainable costing model and purchasing policy for the Board’s consideration, document baseline purchasing and operational levels for future target reduction areas, and conduct an internal sustainability audit. Larry Pelatt seconded the motion. Roll call proceeded as follows:
Bob Scott Yes
John Griffiths Yes
Larry Pelatt Yes
Bill Kanable Yes
Joe Blowers Yes
The motion was UNANIMOUSLY APPROVED. Agenda Item #9 – Board Time
Bob Scott referenced the Management Report included within the Board of Directors information packet, specifically the Maintenance Operations Department item regarding the recent theft of wire at the PCC Rock Creek Recreation Facility. He asked whether the Park District has any other locations that may be vulnerable to such theft.

• Doug Menke, General Manager, noted that the HMT Recreation Complex has also experienced wire theft and that staff is moving forward on protective measures at these locations, as well as at Sunset Park.
• Keith Hobson, Director of Business & Facilities, noted that the PCC Rock Creek Recreation Facility is somewhat unique in that there is a large amount of wiring at a relatively unsecure location. However, staff is moving on protective measures.
• Jim McElhinny, Director of Park & Recreational Services, noted that staff has also been working with law enforcement to monitor the situation.

Bob referenced a Business Services Department item within the Management Report regarding the increase of the Park District’s liability insurance as a result of the recent Oregon Supreme Court decision on Clarke vs. OHSU. He asked what the Park District’s premiums will increase to and whether it is a stopgap measure or a long-term impact.

• Keith replied that the cost increase was fairly minimal, approximately $6,000 more annually, and will be left in place until resolution through the courts or legislatively regarding what the ultimate impact will be.

President, Joe Blowers, asked about the status of the extension of the Fanno Creek Trail from the City of Beaverton maintenance yard to the west.

• Steve Gulgren, Superintendent of Planning & Development, provided an update, noting that the design for the extension has progressed well, and that staff is now working with both the Beaverton School District and City of Beaverton Operations to finalize a package.

Joe asked if the project is going to happen this summer.

• Steve replied that at the current rate of progression, most likely not.

Joe expressed disappointment and asked if it would happen by next summer.

• Steve confirmed this, noting that staff had gotten close to a signed agreement, but other issues came to light that changed the agreement.

Joe invited the Board members to participate in a work party being held Saturday, March 8, 2008, at Bauman Park. Agenda Item #10 – Adjourn
There being no further business, the meeting was adjourned at 8:20 p.m. Joe Blowers, PresidentLarry Pelatt, Secretary Recording Secretary,
Jessica Collins

HMT Recreation Complex, Dryland Training Center - 7pm
15707 SW Walker Road
Beaverton, OR 97006

6:30 PM 7:00 PM 7:05 PM 7:10 PM 7:25 PM 7:30 PM 7:35 PM 7:50 PM 8:20 PM 8:30 PM

Executive Session* Land Call Regular Meeting to Order Action Resulting from Executive Session Presentations Affiliated Groups – Youth Baseball Audience Time** Consent Agenda*** Approve: February 4, 2008 Regular Meeting Approve: Monthly Bills Approve: Monthly Financial Statement Approve: Jenkins Estate Advisory Committee & Tualatin Hills Nature Park Advisory Committee Members Approve: Local Government Grant Program Application Unfinished Business Update: Future Funding Measure Public Outreach Program Information: General Manager’s Report New Business Approve: Sustainability Program Board Time Adjourn

*Executive Session: Executive Sessions are permitted under the authority of ORS 192.660. Copies of the statute are available at the offices of Tualatin Hills Park and Recreation District. **Audience Time: If you wish to be heard on an item not on the agenda you may be heard under Audience Time with a 3-minute time limit. If you wish to speak on an agenda item, please wait until it is before the Board. Note: Agenda items may not be considered in the order listed. ***Consent Agenda: Consent Agenda items will be approved without discussion unless there is a request to discuss a particular consent agenda item. The issue separately discussed will be voted on separately. In compliance with the American with Disabilities Act (ADA), this material, in an alternate format, or special accommodations for the meeting, will be made available by calling 503-645-6433 at least two business days prior to the meeting.