Board of Directors Meeting Packet - 6.10.20.pdf · 2020-06-09 · Board of Directors Meeting Bob Keefer Center Lobby & Teleconference 250 S. 32nd Street, Springfield Wednesday, June

Board of Directors MeetingBob Keefer Center Lobby & Teleconference

250 S. 32nd Street, SpringfieldWednesday, June 10, 2019 4:00 p.m.

Agenda Presenter

President James

Superintendent Wargo

President James

President James/Superintendent

President James

President James

Superintendent Wargo

President James

1. Open Public Hearing

Paula Davis

Paula Davis

Teri Gutierrez

Michael Wargo

Kendall Reid

Eric Adams

I. Call to Order

II. Roll Call

III. Flag Salute

IV. Adjustments to the Agenda

V. Audience Participation

VI. Consent Agenda - Action

A. Approval of Minutes

B. Approval of Claims

C. Approval of Financial Report

VII. Business: Updates & Discussion

A. Employee of the Month

VIII. Business: Action Items

A. Public Hearing - FY2021 Approved Budget

2. Close Public Hearing

3. Board Discussion & Action - Resolution 19-20-08

B. FY21 Cost of Living Adjustment Approval

C. Five-Year Budget Plan Approval

D. FY21 Worker's Compensation Insurance Renewal

E. Diversity, Equity and Inclusion StrategyF. Wildish Theater Management Contract

G. Whilamut Natural Area Citizens Planning Committee Member Approval

Executive Session - ORS 660.192 (2)(e) Heron Room

To conduct deliberations with persons designated by the governing body to

negotiate real property transactions.

Speakers are limited to three minutes, excluding questions from the Board.

VIII. Cont. Business: Action Items

H. Hayden Homes Woodland Ridge Development Eric Adams

Agreement Approval

I. FY21 Board Appointments President James

New appointments to begin July 1, 2020

1. Board President

2. Board Vice President

3. President Pro Tempore - Resolution 19-20-09

IX Other Business

A. Board President

B. Board Members

C. Standing & Special Committees

D. Legal Counsel

E. Superintendent

X. Adjournment President James

Instructions for joining the Board Meeting (Open to the Public)

1. On a telephone or cell phone, dial 541-736-4490

2. When prompted, enter the conference ID: 57238 followed by the # sign

3. Please consider muting your phone (unless you are speaking) to block out any

background noise

Board of Directors Meeting Minutes Wednesday, May 13, 2020 4:00 PM

This meeting was held in-person and telephonically ☒ Draft ☐ Board Approved

I. Call to OrderPresident James called the May 13, 2020 Board meeting to order at 4:06 p.m.

II. Roll CallBoard Members Present: President Greg James, Vice President Denise Bean, Director Lee Beyer,Director Renee Jones, and Director Chris Wig.

Staff Present: Superintendent Michael Wargo, Kendall Reid, Paula Davis, Eric Adams, TeriGutierrez, Kenny Weigandt, Jo Schutte, Spenser Lind, Whitney Hoshaw, and David Kieffer.

Guests Present: Kristin Denmark, Legal Counsel.

III. Flag SalutePresident James led the group in the Pledge of Allegiance.

IV. Adjustments to the AgendaSuperintendent Wargo made the following adjustments to section VII. Business: Action Items:

• Added: B. Board Approval of the Superintendent’s Evaluation• Moved: Superintendent Contract Renewal to item C

V. Consent Agenda – Actiona. Approval of Minutes - April 8, 2020

b. Approval of Claims - 3/1/2020–3/31/2020

c. Approval of Financial Board Report – FY20 7/1/2019-3/31/20

Director Beyer seconded by, Director Wig, moved to approve the consent agenda as presented. The motion passed unanimously, 5:0.

VI. Business: Reports, Updates & Discussiona. May Employee of the Month

Superintendent Wargo introduced David Kieffer, Recreation Program Manager, who announcedSpenser Lind, Recreation Services Division Athletics Supervisor, as employee of the month forMay 2020. David highlighted many of Spenser’s accomplishments including his most recentevent, the 5K Your Way. This fitness opportunity helped connect the community to Willamalaneduring the COVID-19 pandemic.

b. Welcome Back to Willamalane Action Plan UpdateKendall Reid, Recreation Services Division Director, went over the COVID-19 Recovery andReopening Planning presentation (included in the board packet) which detailed the reopeningplan and process. The items covered were as followed:

• Path to Recovery – Phases, response, hold, restart, and the new normal• Proactive planning based on Willamalane mission and values• Welcome Back to Willamalane Committee Plan• Guidelines for reopening• Local collaboration• Things to consider: Vulnerable populations• Patron experience• Phase overview (currently in phase 0); May 15 Willamalane will move into phase 1• Restart information for Phases 1, 2, & 3

c. FY2020 Third Quarter UpdatePaula Davis, Business Operations Director, presented the 3rd Quarter Financial update. Herreport detailed information on the general fund, general revenue, and specific information onsubsidy and expenditures for Recreation Services, Parks, Planning and Facilities, andAdministrative Services divisions. She noted that bank reconciliations for February and Marchwould be delayed due to COVID-19. In summary, Paula reported that Willamalane wasoperating consistent to budget expectations and that unfavorable variances would bemonitored for corrective action.

d. FY2021-2025 Capital Improvement Plan UpdateEric Adams, Planning, Parks and Facilities Division Director, presented an agenda memo on theFive-Year Capital Improvement Plan Update draft for FY2021-2025. The update included itemsin both the Building & Construction and System Development Charge (SDC) Funds. If approved,the plan would be presented at the budget committee meeting on February 27, 2020.

Eric relayed that the Comprehensive Plan update included a $20,000 increase due the mandateto update the plan every ten years. Additionally, he said that the SDC Methodology increased aswell from $25,000 to $100,000. It was noted by Eric and several board members that the SDCand Comp plans were not in alignment with each other. After discussion, President Jamessuggested that Eric move forward with updating the comprehensive plan first, then the SDCMethodology. Director Wig added that although he agreed with moving forward, he felt therewere more progressive SDC methodologies to consider. Eric said that he would make therecommended modifications and present the revised plan update at the June Board meeting.

VII. Business: Action Itemsa. Cost Recovery Temporary Policy

Kendall Reid, Recreation Services Division Director, presented an agenda memo to request thetemporary suspension of the current Cost Recovery guidelines due to impacts of COVID-19. Therequested suspension would be in place until mass gathering restrictions were lifted or byDecember 31, 2020, whichever occurred first.

Director Beyer, seconded by Director Wig, moved to temporarily suspend the current Cost Recovery guidelines until mass gathering restrictions were lifted or by December 31, 2020, whichever comes

first, and that the Superintendent or Recreation Services Division Director would approve Cost Recovery during the suspension. The motion passed unanimously, 5:0.

b. Superintendent Evaluation ApprovalPresident James reported that the Board recently conducted the Superintendent’s annualevaluation for which he received excellent marks. President James added that SuperintendentWargo had done an incredible job over the past year to move Willamalane forward insupporting the community and providing excellent park and recreational services to the public.

Director Beyer, seconded by Director Jones, moved to approve Superintendent Michael Wargo’s annual evaluation and to include the evaluation results as a permanent record in his personnel file. The motion passed unanimously, 5:0.

c. Superintendent Contract RenewalPresident James reported that the Board reviewed Superintendent’s employment contract inexecutive session and would renew it for three years. Additionally, due to COVID-19 financialimpacts on the District, Superintendent Wargo said he would forfeit a merit and cost of livingadjustment for FY2021.

A motion was moved and seconded to approve Superintendent Wargo’s amended employment contract as discussed in executive session. The motion passed unanimously, 5:0.

VIII. Other Business

a. Board PresidentNone

b. Board MembersNone

c. Standing & Special CommitteesVice President Bean reported that the Wildish Theater Board of Directors continued to work outfinancial issues regarding the theater. Additionally, Superintendent Wargo shared that he andRecreation Services staff were in the process of writing a Wildish Theater management proposalto be presented at a future Board meeting.

d. Legal CounselNone

e. SuperintendentSuperintendent Wargo referred to the May Superintendent’s report in the board packet.

IX. AdjournmentPresident James adjourned the meeting at 6:29 p.m.

Agenda Memo TO: Board of Directors FROM: Paula Davis, Business Operations Director DATE: May 5, 2020 SUBJECT: 3rd Quarter Financial Update

TOPIC: Following is the financial summary dated March 31, 2020.

DISCUSSION: General Fund Fiscal year 2020 (FY20) is from July 1, 2019 through June 30, 2020. For the period of nine months, ending in March 2020, 75% of the budget year has commenced. Excluding seasonal or cyclical activity variances, 75% subsidy use is reflective for nine months’ activity.

Revenue-General Current year levied taxes collected are $9,411,948 (95.0%) of FY20 budget compared to are $9,243,573 (97.4%) of FY19 for the same period. Prior year levied taxes collected are $381,541 (165.9%) of FY20 compared to $345,283 (150.1%) of FY19. Other General Fund non-departmental revenue (interest earning) is $59,385 (91.4%) of FY20 compared to $61,706 (205.7%) of FY19.

Administrative Services Division Subsidy use in the second quarter is $1,423,373 (69.1%) compared to $1,370,370 (69.5%) from the same period last year. Rental properties revenue is lower than last year due to the vacant Memorial Building projected revenue loss of $36,000. This is being offset by SDIS member longevity credit of $7,628 and SDIS claim reimbursement. Caselle and HCM system implementation will be completed in early FY21. The budget allocation of $114,250 for these projects will be unspent and carried forward to next year.

FY19 FY20 Difference Actual Revenue $55,369 $44,475 ($10,894) Yearly Budgeted Revenue $83,911 $73,612 ($10,299) Percentage Met 66.0% 60.4%

FY19 FY20 Difference Actual Expenses $1,425,739 $1,467,849 $42,110 Yearly Budgeted Expense $2,054,864 $2,132,936 $78,072 Percentage Met 69.4% 68.8%

Recreation Services Division Subsidy use in the second quarter is $1,914,897 (65.72%) compared to $1,823,905 (52.2%) from same

5.13.20 Minutes-Attachment

period last year. March 2020 revenue is below budget due to the closures of facilities and refunds for programs in response to COVID19. District is projecting a weekly revenue loss of $86k.

FY19 FY20 Difference Actual Revenue $3,290,679 $2,905,214 ($385,465) Yearly Budgeted Revenue $4,020,107 $4,476,529 $456,422 Percentage Met 81.9% 64.9%

FY19 FY20 Difference Actual Expenses $5,114,581 $4,820,112 ($294,469) Yearly Budgeted Expense $7,513,175 $7,390,044 ($123,131) Percentage Met 68.1% 65.22%

Parks, Planning and Facilities Division Subsidy use in the third quarter is $3,637,923 (69.0%) compared to $2,810,734 (66.4%) from the same period last year. Revenue includes proceeds from FEMA reimbursement for February 2019 winter storm of $47,540 and sales of equipment at Lane County auction of $18,441. Funds from the auction sale was used to replace two equipment trails at Park Services.

FY19 FY20 Difference Actual Revenue $60,988 $85,096 $24,108 Yearly Budgeted Revenue $27,251 $68,600 $41,349 Percentage Met 223.8% 124.1%

FY19 FY20 Difference Actual Expenses $2,871,722 $3,723,019 $851,297 Yearly Budgeted Expense $4,260,331 $5,336,607 $1,076,276 Percentage Met 67.4% 69.8%

Compliance Items Bank reconciliations have been completed for January 2020. February and March bank reconciliations will be completed by June delay do to response for COVID19. Quarterly payroll reports and State transit taxes filed on 4/27/2020.

Summary Overall the organization is operating consistent to budget expectations. Unfavorable variances will be monitored for corrective action.

REQUESTED ACTION: None, discussion only.

ATTACHMENTS: None

1

Agenda Memo (Discussion)

TO: Board of Directors FROM: Eric Adams – Planning, Parks and Facilities Director DATE: May 13, 2020 SUBJECT: Draft Five-year Capital Improvements Plan Update (FY2021 – FY2025)

TOPIC

The Board of Directors is scheduled to review this year’s update to the District’s five-year Capital Improvements Program (CIP).

DISCUSSION

In preparation for the first meeting of the Budget Committee on May 27, 2020, the following is a summary of the proposed additions and modifications to the prior five-year Capital Improvement Plan, as denoted by the highlighted items on Attachments I and II. A fuller discussion of the overall plan will be presented to the Budget Committee. At this time, the Board of Directors is asked to provide feedback on whether any modifications should be made to the draft allocations.

Building & Construction Fund

• Dorris House Roof Replacement Grant Match ($25,000) – Staff are preparing anapplication for the Preserve Oregon grant from the State Historic Preservation Office thatrequests funding to pay for replacement of the Dorris House roof. Total project cost isestimated at $50,000. The funds allocated through this line item would satisfy the matchrequired for the grant.

• District-wide Security Systems Upgrade ($63,000) – Security systems at the District’sfacilities are soon to be outdated due to the forthcoming transition to 5G-basedcommunications platforms. Funds allocated for this line item will be used to upgrade thosesystems at each of the District’s facilities.

• Splash! Roof Replacement ($265,000) – The roof at Splash! is nearing the end of itsfunctional life. Funds for a complete replacement are allocated over two fiscal years, withthe anticipation that the project would begin at the end of Fiscal Year 2023 and becompleted in Fiscal Year 2024.

• Splash! Administrative Office Conversion ($15,000) – For some time now, there has notbeen adequate office space at Splash! for supervisors stationed at the facility. This frequentlyresults in the need to hold confidential conversations in portions of the facility that are notideal for such topics. Funds allocated for this item would be used to remodel an existing


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administrative and storage areas to create two new offices.

• Willamalane Adult Activity Center Trash Compactor ($55,000) – Refuse collection at theAdult Activity Center is currently facilitated by two outdoor dumpsters that are placed at thenorthwest corner of the building, visible from the parking area. This presents less than idealaesthetics for patrons, and routinely creates a safety issue from people attempting to accessthe dumpsters for various unsafe and unauthorized activities. These funds would be utilizedto install a compactor, similar in size to the one at Bob Keefer Center, thereby mitigatingthese issues as well as reducing currently garbage disposal costs. Installation of a compactoris expected to pay for itself within three to five years based on current tonnage rates.

• Willamalane Adult Activity Center Heat Loop Replacement ($30,000) – Water supply linesthat circulate hot water throughout the building from the boiler have begun to fail. Staffaddress these on a case-by-case basis, but complete replacement of the lines isrecommended as soon as possible.

• Willamalane Park Swim Center Administrative Office Conversion ($12,000) – These fundswould be utilized to create new administrative office space at Willamalane Park SwimCenter, for reasons similar to those noted above for Splash!.

• Willamalane Park Swim Center Gas Fired Boiler Engineering ($20,000) – The two boilersthat currently supply hot water throughout the facility are aging and nearing the end of theiroperational life. Inherent degradation of heating efficiencies has increased operational costsand generated more emissions than would result from a modern system. It is necessary tofirst conduct an engineering study to determine the appropriate configuration and scope ofthe replacement project.

• Willamalane Park Swim Center Lap Pool Filter Replacement ($165,000) – Water qualitystandards that must be maintained at our pools are currently achieved through the use oftraditional sand-filter systems, which must be maintained through regular replacement ofthe filter media. Although effective, these filters do not perform at peak efficiencies, andresult in comparatively higher energy, chemical, and labor costs than newer availabletechnologies. Funds for this project would be used to replace the existing system with aregenerative media filter that requires less labor to maintain. The new system would beeligible for up to 70 percent project cost reimbursement from the Energy Trust of Oregondue to increased operational efficiencies. Funds for this project would be split betweenFiscal Years 2021 and 2022.

• Willamalane Park Swim Center Lap Pool Filter Replacement ($133,000) – Similar to theroof at Splash!, the membrane cover of the roof at Willamalane Park Swim Center is nearingthe end of its operational life. Funds for this allocation would be used to replace it with acomparable membrane with a life expectancy of 25-30 years. For budgeting purposes, andgiven the time of year when roofing work is easiest to complete, funds are split betweenFiscal Years 2023 and 2024.

3

• District-wide Natural Area Restoration ($25,000) – For Fiscal Years 2022 and 2023, priorallocations for this line item have been reduced from $50,000 to $25,000 annually. Thisadjustment will be off-set by additional grant funds recently awarded by the Bureau of LandManagement for hazardous fuels reduction work.

• Park Redevelopment – LGGP Grant Matching Funds ($250,000) – Several of the Disrict’sexisting neighborhood parks are approaching conditions that merit the full replacement andupgrade of play equipment and picnic shelters. These funds have been set aside as match fora future grant award from Oregon State Park’s Local Government Grant Program. Staff willdetermine which park or parks to address through these funds based on an ongoingcondition assessment.

System Development Charge Fund

• System Development Charge Methodology Update ($100,000) – The prior allocation for thisline item has been increased from $25,000 to $100,000 based on feedback from comparablejurisdictions that have recently completed methodology updates.

• Natural Area Acquisition ($300,000) – Several near- to long-term opportunities exist for theDistrict to acquire additional acreage adjacent to natural areas, which would enhance itsability to provide exceptional park and recreation experiences. A specific purchase has notbeen identified at this time. However, it is anticipated that by 2024, the District may havesecured its next bond measure and be in a position to successfully negotiate purchase ofadditional property.

• Comprehensive Plan Update ($40,000) – Funds for this line item have been increased from$20,000 to $40,000. A major update to the Comprehensive Plan is mandated by policy everyten years.

• Dorris Ranch Master Plan Improvements ($150,000) – These funds would be utilized toconstruct new trails identified as part of Phase 1 of the recently updated Dorris RanchMaster Plan. Trails would provide connectivity between the Middle Fork Path and the “NewProperty” (aka Allen Property). Additional improvements contemplated through the masterplan are anticipated through securing funds from a future bond measure.

• Pierce Property Park Development LGGP Grant Matching Funds ($250,000) – With theanticipated start of development of Marcola Meadows within the next year, the need todevelop this new neighborhood park becomes essential. These funds have been allocated tomatch a corresponding grant award from Oregon State Park’s Local Government GrantProgram.

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ACTION REQUESTED

The Board of Directors is requested to review the proposed 5-year CIP and provide direction to staff as to any recommended changes. If needed, Staff will incorporate any modifications and then present the proposed five-year plan to the Budget Committee for its review and concurrence prior to formal approval by the Board of Directors at its June 2020 meeting.

ATTACHMENTS

I B&C Fund Schedule

II SDC Fund Schedule

123

456789101112181920

21222324252627282930313233343536373839404142434647484950515253545556575859

A Q R S T U V W

FY2020 FY 2020 Revised Estimated

FY 2021 FY 2022 FY 2023 FY 2024 FY 2025

REVENUEBeginning Balance 272,410 96,657 418,260 243,475 37,936 74,832 37,574 Transfer from General Fund 350,000 350,000 360,000 375,000 370,000 370,000 350,000Interest 13,621 4,833 14,065 12,174 1,897 3,742 1,879 Transfer from Reserve - - - - - - - Bluebelle Park Playground Replacement Grant (LGGP) 113,730 113,730 - - - - - MountainView Subdivision Land Sale 158,600 158,600 - - - - - Splash! Solarium Skylight Replacement Insurance Claim 66,340 66,340 - - - - -

Total Revenue 974,701 790,160 792,325 630,649 409,832 448,574 389,453 EXPENSESMiscellaneous Costs

- - - - - - -

Total Miscellaneous - - - - - - -

Balance Available For Projects 974,701 790,160 792,325 630,649 409,832 448,574 389,453 Facility ImprovementsADA Transition Plan Improvements: Facilities 15,000 - 30,000 15,000 15,000 15,000 15,000 District Wide Asphalt/Seal coating 15,000 - 20,000 20,000 20,000 20,000 20,000 Dorris House Roof Replacement Grant Match - - 25,000 - - - - Facility Upgrades 50,000 2,800 47,200 - - - -District-wide Security Systems Upgrade - - - 40,000 23,000 - - Splash at Lively Park: Condition Assessment - - - 30,000 - - - Splash! at Lively Park: replace Battens and Caulk 84,000 12,000 - - - - - Splash! at Lively Park: replace heat exchangers 41,000 - 41,000 - - - - Splash at Lively Park: Roof Replacement - - - - 100,000 165,000 - Splash at Lively Park: Office Conversion - - 15,000 - - - - Splash! at Lively Park: Solarium Replacement 66,340 - 66,340 - - - -Park Services Center: roof - - 30,000 - - - - Willamalane Adult Activity Center Condition Assessment - - 30,000 - - - -Willamalane Adult Activity Center - Trash Compactor - - - - - 55,000 - Willamalane Adult Activity Center Upgrades - - - 200,000 - - - Willamalane Adult Activity Center Santiam Room Upgrades - - - 32,713 - - - Willamalane Adult Activity Center Heat Loop Replacement - - - - 30,000 - - Bob Keefer Center Building Condition Assessment - - - - - 30,000 - WPSC Condition Assessment - - - 30,000 - - - WPSC - Office Conversion - - 12,000 - - - - WPSC -- Gas Fired Boiler Engineering - - 20,000 - - - -WPSC - Lap Pool Filter Replacement - - 65,000 100,000 - - - WPSC - Roof Replacement - - - - 67,000 66,000 -

Total Facility Improvements 271,340 14,800 401,540 467,713 255,000 351,000 35,000

Park ImprovementsADA Transition Plan Implementation: Parks 15,000 - 30,000 15,000 15,000 15,000 15,000 District Wide Site Furnishing Replacement 15,000 15,000 20,000 20,000 20,000 20,000 20,000 District Wide Natural Area Restoration 30,000 20,000 30,000 25,000 25,000 25,000 25,000 Eastgate Woodlands: Parking Area Renovation (regravel, signage) 25,000 10,000 15,000 - - - - Fort Park: Parking Lot Upgrade 56,000 56,000 - - - - - Island Park: B Street Parking Lot Chip Seal - - 27,350 - - - -

WILLAMALANE PARK & RECREATION DISTRICTCAPITAL IMPROVEMENTS PROGRAM - FY 2021 - FY 2025

Building and Construction Fund Schedule

Attachment I 1 Revised 05-07-20

60616263646566676869707172

A Q R S T U V WBluebelle Park Redevelopment (includes LGGP grant expenditures) 230,000 230,000 - - - - - Douglas Gardens Park Drainage Improvements - - - 65,000 - - - McKenzie Weyerhaeuser Natural Area Parking Area Improvements 7,200 7,200 - - - - - Willamalane Park Topographic Survey 13,500 13,500 - - - - - Park Redevelopment -- LGGP Grant Matching Funds - - - - - - 250,000 Retrofit existing KIM light fixtures to LED. - - - - 20,000 - - Thurston Hills Natural Area: Trail Improvements 10,360 1,000 9,360 - - - - Thurston Hills Natural Area: road repairs 20,000 4,400 15,600 - - - -

Total Park Improvements 422,060 357,100 147,310 125,000 80,000 60,000 310,000

Subtotal: All Projects 693,400 371,900 548,850 592,713 335,000 411,000 345,000

Ending Balance 281,301 418,260 243,475 37,936 74,832 37,574 44,453

Attachment I 2 Revised 05-07-20

WILLAMALANE PARK AND RECREATION DISTRICTCAPITAL IMPROVEMENT PROGRAM: FY 2021 - FY 2025

SDC Fund Schedule

12345111213141516171819202122232427282930

31323334353637383940414243444546474849

A Q R S T U V W FY 2020 FY 2020 Revised

EstimatedFY 2021 FY 2022 FY 2023 FY 2024 FY 2025

REVENUEBeginning Balance 1,588,604 1,249,150 1,304,744 650,434 509,376 260,473 193,122 Collections 310,000 475,000 350,000 310,000 310,000 310,000 310,000 Interest Earned on Balance 4,384 7,943 4,424 3,252 2,547 1,302 966 RTP Grant - - 238,954 - - - -

Total Revenue 1,902,989 1,732,093 1,659,168 963,687 821,923 571,776 504,088

EXPENSES

Miscellaneous ExpenseAdministrative Expense 67,217 67,217 69,233 71,310 73,450 75,653 77,923 SDC Annual Rate Adjustment 4,500 1,432 2,500 3,000 3,000 3,000 3,000 SDC Methodology Update 25,000 - 100,000 - - -

Total Miscellaneous 96,717 68,649 171,733 74,310 76,450 78,653 80,923

Balance Available for Projects 1,806,272 1,663,444 1,487,434 889,376 745,473 493,122 423,165

AcquisitionNatural Area Acquisition - - - - - 300,000 - Misc Other - - - - - - -

Total Acquisition - - - - - 300,000 -

Planning and DesignComprehensive Plan Update - - - 40,000 - - - Middle Fork/Mill Race Path Connector: Design Feasibility Assessment - - - 30,000 - - - Weyerhaeuser McKenzie River Path: Design Feasibility Assessment - - - 30,000 - - - Dorris Ranch -- Allen Property: Preliminary Design and Permitting - - - - 60,000 - -

Total Planning and Design - - - 100,000 60,000 - -

DevelopmentMiddle Fork Path - Phase 2, reimbursement to ODOT 143,000 143,000 - - - - - Dorris Ranch Master Plan Improvements 221,500 215,700 - - 150,000 - - Pierce Property Park Development LGGP Grant Matching Funds - - 250,000 - - - - Thurston Hills Natural Area New Trail Development 182,000 - 182,000 - - - - Thurston Hills Path (Haul Road) Improvements/Improved Access - - 30,000 30,000 - - - Glenwood Riverfront Park and Path 375,000 - 375,000 250,000 275,000 - -

Total Development 921,500 358,700 837,000 280,000 425,000 - -

Subtotal: All Projects 921,500 358,700 837,000 380,000 485,000 300,000 -

Projected Ending Balance 884,772 1,304,744 650,434 509,376 260,473 193,122 423,165

Attachment II 1 Revised 05-07-20

Memo 541-736-4544 | willamalane.org

TO: Willamalane Board of Directors FROM: Kendall Reid DATE: 5/13/20 SUBJECT: Cost Recovery

Purpose: The purpose of this memo is to request a temporary suspension of the current Cost Recovery guidelines either until mass gathering restrictions are lifted or December 31, 2020, whichever comes first. During this time, the Willamalane Superintendent or Recreational Services Director will approve Cost Recovery.

Overview: The Cost Recovery Model was originally prepared as a measure to develop a methodology for determining the appropriate percentage of cost recovery for current and future services. This model provides guidance for determining which facilities and services should be fee based, and provides a method to ensure that current services are priced at a level commensurate with the Board’s objective for cost recovery.

However, due to the modifications and restrictions associated with COVID-19, our ability to meet the current guidelines for our recreation programs will be impacted. In an effort to meet the needs of our community while operating within the guidelines set forth for social distancing, we ask that you temporarily suspend the current Cost Recovery guidelines.

Request: A temporary suspension of the current Cost Recovery guidelines either until mass gathering restrictions are lifted or December 31, 2020, whichever comes first. During this time, the Willamalane Superintendent or Recreational Services Director will approve program plans.


Bank Account - Check Details June 2, 2020

Period: Page 1

WILLAMALANE SVR - MASTER Karenv

This report also includes bank accounts that only have balances.

Bank Account: No.: AP, Bank Acc. Posting Group: AP

EntryNo.

Bal. AccountNo.

Bal.Accou

OriginaEntry S

EntryStatusAmountDescriptionCheck No.

CheckDate

VoidedAmount

PrintedAmount

AP Umpqua AP Checking Account

Phone No. 541-726-3888

04/01/20 To 120854 Jana Weaver 32.09 Posted Vendo CLARKJ 27205732.09 0.00

04/01/20 To 120855 Michael Villavicencio 3.24 Posted Vendo VILLAVICEN 2720583.24 0.00

04/01/20 To 120856 Anne Conner 99.00 Posted Vendo 2CONNERA 27205999.00 0.00

04/01/20 To 120857 Brenda Ellis 10.00 Posted Vendo 2ELLISB 27206010.00 0.00

04/01/20 To 120858 Eva Erickson 99.00 Posted Vendo 2ERICKSON 27206199.00 0.00

04/01/20 To 120859 Margaret Hinds 10.00 Posted Vendo 2HINDSM 27206210.00 0.00

04/01/20 To 120860 Carol Holston 74.00 Posted Vendo 2HOLSTON 27206374.00 0.00

04/01/20 To 120861 Nancy Smith 41.00 Posted Vendo 2SMITHNAN 27206441.00 0.00

04/01/20 To 120862 Above All Sanitation 3,633.55 Financi Posted Vendo ABOVEALL 2720650.00 3,633.55

04/01/20 To 120863 Cascade Engraving & Awa 90.00 Posted Vendo CASCADEE 27206690.00 0.00

04/01/20 To 120864 CDW Government, INC 3,797.53 Posted Vendo CDW 2720673,797.53 0.00

04/01/20 To 120865 The Charles Schwab Trust 23,563.76 Posted Vendo CHARLESSC 27206823,563.76 0.00

04/01/20 To 120866 City of Eugene 400.00 Posted Vendo CITYOFEUG 272069400.00 0.00

04/01/20 To 120867 Curtis Restaurant Equipme 108.00 Posted Vendo CURTIS 272070108.00 0.00

04/01/20 To 120868 Eugene Lock & Safe Co 1,135.00 Posted Vendo EUGENELO 2720711,135.00 0.00

04/01/20 To 120869 Eugene Water & Electric B 33.30 Posted Vendo EWEB 27207233.30 0.00

04/01/20 To 120870 PKS Enterprises LLC 37.29 Posted Vendo FASTSIGNS 27207337.29 0.00

04/01/20 To 120871 Galaxy Digital LLC 83.00 Posted Vendo GALAXYDIGI 27207483.00 0.00

04/01/20 To 120872 Hodgson's Expert Tree Ser 2,450.00 Posted Vendo HODGSONS 2720752,450.00 0.00

04/01/20 To 120873 Home Depot Pro 282.84 Posted Vendo HOMEDEPO 272076282.84 0.00

04/01/20 To 120874 iSecure 151.00 Posted Vendo ISECURE 272077151.00 0.00

04/01/20 To 120875 Napa Auto Parts 139.92 Posted Vendo NAPAAUTO 272078139.92 0.00

04/01/20 To 120876 Nationwide Retirement Sol 62.50 Posted Vendo NATIONWID 27207962.50 0.00

04/01/20 To 120877 North Coast Electric Co 39.43 Posted Vendo NORTHCOA 27208039.43 0.00

04/01/20 To 120878 Northwest Fastener and Su 45.92 Posted Vendo NORTHWES 27208145.92 0.00

04/01/20 To 120879 Pacific Source Administrat 900.71 Posted Vendo PACIFICSOU 272082900.71 0.00

04/01/20 To 120880 Pape Machinery 607.12 Posted Vendo PAPEMATE 272083607.12 0.00

04/01/20 To 120881 Pool & Spa House 773.40 Posted Vendo POOL&SPA 272084773.40 0.00

04/01/20 To 120882 Rexius Forest By-Products 709.00 Posted Vendo REXIUS 272085709.00 0.00

04/01/20 To 120883 Androk Inc 779.25 Posted Vendo SECURITYM 272086779.25 0.00

04/01/20 To 120884 Springfield Utility Board 503.84 Posted Vendo SUB 272087503.84 0.00

04/01/20 To 120885 Surecrop 1,375.00 Posted Vendo SURECROP 2720881,375.00 0.00

04/01/20 To 120886 VALIC #62849 1,628.00 Posted Vendo VALIC 2720891,628.00 0.00

04/01/20 To 120887 Wildish Community Theate 1,000.00 Posted Vendo WILDISHCO 2720901,000.00 0.00

04/01/20 To 120888 Heather Savelich 500.00 Posted Vendo 5LAVENDER 272091500.00 0.00

04/01/20 To 120889 Albert Owens 120.00 Posted Vendo 5OWENSA 272092120.00 0.00

04/01/20 To 120890 Ana Paulina Romo Villasen 1,500.00 Posted Vendo 5ROMOVILL 2720931,500.00 0.00

04/08/20 To 120891 Terry Opdyek 18.00 Posted Vendo 2OPDYEKT 27235118.00 0.00

04/08/20 To 120892 Above All Sanitation 13.25 Posted Vendo ABOVEALL 27235213.25 0.00

04/08/20 To 120893 Allstream 136.23 Posted Vendo ALLSTREAM 272353136.23 0.00

04/08/20 To 120894 AT&T Mobility 274.38 Posted Vendo AT&TMOBILI 272354274.38 0.00

43,626.0047,259.55 3,633.55Continued. . . . . . . . . .


Period: Page 2


EntryNo.

Bal. AccountNo.

Bal.Accou

OriginaEntry S


CheckDate

VoidedAmount

PrintedAmount

43,626.0047,259.55 3,633.55Continued. . . . . . . . . .

04/08/20 To 120895 Bullfrog Enterprises 83.80 Posted Vendo BULLFROG 27235583.80 0.00

04/08/20 To 120896 Centurylink 156.47 Posted Vendo CENTURYLI 272356156.47 0.00

04/08/20 To 120897 Cintas Corporation 70.00 Posted Vendo CINTASCOR 27235770.00 0.00

04/08/20 To 120898 Comcast 405.01 Posted Vendo COMCAST 272358405.01 0.00

04/08/20 To 120899 DexYP 45.64 Posted Vendo DEXMEDIA 27235945.64 0.00

04/08/20 To 120900 eSoftware Professionals 1,925.00 Posted Vendo ESOFTWAR 2723601,925.00 0.00

04/08/20 To 120901 Harvey & Price Company 663.00 Posted Vendo HARVEY&P 272361663.00 0.00


04/08/20 To 120903 Lane Forest Products 155.70 Posted Vendo LANEFORES 272363155.70 0.00

04/08/20 To 120904 Masons Supply Co 143.13 Posted Vendo MASONS 272364143.13 0.00

04/08/20 To 120905 North Coast Electric Co 525.51 Posted Vendo NORTHCOA 272365525.51 0.00

04/08/20 To 120906 Northwest Natural Gas 9,034.11 Posted Vendo NORTHWES 2723669,034.11 0.00

04/08/20 To 120907 Office Depot Inc 31.42 Posted Vendo OFFICEDEP 27236731.42 0.00

04/08/20 To 120908 Pacific Source Administrat 1,126.64 Posted Vendo PACIFICSOU 2723681,126.64 0.00

04/08/20 To 120909 PacificSource Health Plans 91,191.67 Posted Vendo PACIFICSOU 27236991,191.67 0.00


04/08/20 To 120911 SGE StarGuard Elite 350.00 Posted Vendo STARGUAR 272371350.00 0.00

04/08/20 To 120912 Star Rentals Inc 736.98 Posted Vendo STARRENTA 272372736.98 0.00

04/08/20 To 120913 Willamette Dental Ins. Inc. 3,880.90 Posted Vendo WILLAMETT 2723733,880.90 0.00

04/08/20 To 120914 Janene Bradfeldt 910.00 Posted Vendo 5BRADFELD 272374910.00 0.00

04/08/20 To 120915 ROMTEC INC. 59.70 Posted Vendo 5ROMTECI 27237559.70 0.00

04/08/20 To 120916 Mary Kay Ankney (1038) 10.20 Posted Vendo 6ANKNEYM 27237610.20 0.00

04/08/20 To 120917 Jackie Britton (1107) 5.10 Posted Vendo 6BRITTONJ 2723775.10 0.00

04/08/20 To 120918 Annie Carwile (1108) 17.00 Posted Vendo 6CARWILEA 27237817.00 0.00

04/08/20 To 120919 Linda Chin (0232) 0.90 Posted Vendo 6CHINL 2723790.90 0.00

04/08/20 To 120920 Brian Cory (1114) 8.50 Posted Vendo 6CORYB 2723808.50 0.00

04/08/20 To 120921 JoAnne Drapkin (1086) 11.48 Posted Vendo 6DRAPKINJ 27238111.48 0.00

04/08/20 To 120922 Dianne Elmer (0228) 31.50 Posted Vendo 6ELMERD 27238231.50 0.00

04/08/20 To 120923 Ruth Foss (0966) 3.19 Posted Vendo 6FOSSR 2723833.19 0.00

04/08/20 To 120924 Dorothy Gratsy (1115) 5.10 Posted Vendo 6GRATSYD 2723845.10 0.00

04/08/20 To 120925 Sylvia Harvey (1084) 9.78 Posted Vendo 6HARVEYS 2723859.78 0.00

04/08/20 To 120926 Nancy Love (1049) 4.25 Posted Vendo 6LOVEN 2723864.25 0.00

04/08/20 To 120927 Sharon Mihulka 2.13 Posted Vendo 6MIHULKAS 2723872.13 0.00

04/08/20 To 120928 Mary Olsen 2.55 Posted Vendo 6OLSENM 2723882.55 0.00

04/08/20 To 120929 Mindy Parsons (1158) 2.55 Posted Vendo 6PARSONS 2723892.55 0.00

04/08/20 To 120930 Tina Poplin (1066) 5.40 Posted Vendo 6POPLINT 2723905.40 0.00

04/08/20 To 120931 Jeri Porter (0507) 17.00 Posted Vendo 6PORTERJ 27239117.00 0.00

04/08/20 To 120932 Diane Quinlan (0615) 43.35 Posted Vendo 6QUINLANDI 27239243.35 0.00

04/08/20 To 120933 Arlene Rich (0504) 12.75 Posted Vendo 6RICHARLE 27239312.75 0.00

04/08/20 To 120934 Rose Mary Shrode (0009) 13.50 Posted Vendo 6SHRODER 27239413.50 0.00

04/08/20 To 120935 Sandy Swanson (1053) 8.50 Posted Vendo 6SWANSON 2723958.50 0.00

04/08/20 To 120936 Diane VanOrden (1080) 1.28 Posted Vendo 6VANORDE 2723961.28 0.00

04/08/20 To 120937 Edie Yale (0006) 6.80 Posted Vendo 6YALEE 2723976.80 0.00

04/08/20 To 120938 Eugene Silkscreen Inc 649.15 Posted Vendo EUGENESIL 272398649.15 0.00

04/08/20 To 120939 US Bank Corporate Payme 17,218.79 Posted Vendo USBANKCO 27239917,218.79 0.00

174,306.80177,940.35 3,633.55Continued. . . . . . . . . .


Period: Page 3


EntryNo.

Bal. AccountNo.

Bal.Accou

OriginaEntry S


CheckDate

VoidedAmount

PrintedAmount

174,306.80177,940.35 3,633.55Continued. . . . . . . . . .

04/15/20 To 120940 Jason Eury 55.70 Posted Vendo EURYJ 27267055.70 0.00

04/15/20 To 120941 Enrique Radillo Montero 54.66 Posted Vendo RADILLOE 27267154.66 0.00

04/15/20 To 120942 Dale Barker 18.00 Posted Vendo 2BARKERD 27267218.00 0.00

04/15/20 To 120943 Darlene Blankenship 620.00 Posted Vendo 2BLANKENS 272673620.00 0.00

04/15/20 To 120944 Bobby Chaffin 18.00 Posted Vendo 2CHAFFINB 27267418.00 0.00

04/15/20 To 120945 Emma Coleman 65.00 Posted Vendo 2COLEMAN 27267565.00 0.00

04/15/20 To 120946 Mary Degroot 79.00 Posted Vendo 2DEGROOT 27267679.00 0.00

04/15/20 To 120947 Kelly Legner 155.00 Posted Vendo 2LEGNERK 272677155.00 0.00

04/15/20 To 120948 Geri Peltzer 18.00 Posted Vendo 2PELTZERG 27267818.00 0.00

04/15/20 To 120949 Jan Pritchard 18.00 Posted Vendo 2PRITCHAR 27267918.00 0.00

04/15/20 To 120950 Martha Snyder 22.00 Posted Vendo 2SNYDERM 27268022.00 0.00

04/15/20 To 120951 Francis Spangler 18.00 Posted Vendo 2SPANGLER 27268118.00 0.00

04/15/20 To 120952 Airgas USA LLC 1,152.90 Posted Vendo AIRGASUSA 2726821,152.90 0.00

04/15/20 To 120953 CDW Government, INC 657.52 Posted Vendo CDW 272683657.52 0.00


04/15/20 To 120955 Columbia Cascade Co 1,020.00 Posted Vendo COLUMBIAC 2726851,020.00 0.00


04/15/20 To 120957 Direction for Employee Ass 243.00 Posted Vendo DIRECTION 272687243.00 0.00

04/15/20 To 120958 Ennis-Flint 2,460.50 Posted Vendo ENNISFLINT 2726882,460.50 0.00

04/15/20 To 120959 Heinke Wholesalers 475.74 Posted Vendo HEINKEWH 272689475.74 0.00

04/15/20 To 120960 Home Depot Pro 2,557.20 Posted Vendo HOMEDEPO 2726902,557.20 0.00

04/15/20 To 120961 JBL Signs 370.00 Posted Vendo JBLSIGNS 272691370.00 0.00

04/15/20 To 120962 Legend Data Systems Inc 3,488.00 Posted Vendo LEGENDDAT 2726923,488.00 0.00

04/15/20 To 120963 North Pacific Security Inc 130.00 Posted Vendo NORTHPACI 272693130.00 0.00

04/15/20 To 120964 Northwest Natural Gas 8,209.07 Posted Vendo NORTHWES 2726948,209.07 0.00

04/15/20 To 120965 Oregon Fence Co 391.00 Posted Vendo ORFENCEC 272695391.00 0.00

04/15/20 To 120966 Sherwin-Williams Co 45.53 Posted Vendo SHERWINWI 27269645.53 0.00

04/15/20 To 120967 Smith Dawson & Andrews 1,050.00 Financi Posted Vendo SMITHDAWS 2726970.00 1,050.00

04/15/20 To 120968 South Fork Coffee Inc 541.70 Posted Vendo SOUTHFOR 272698541.70 0.00

04/15/20 To 120969 City of Springfield 1,616.35 Posted Vendo SPCITYFUE 2726991,616.35 0.00

04/15/20 To 120970 Springfield Public Schools 3,310.18 Posted Vendo SPSCHOOL 2727003,310.18 0.00

04/15/20 To 120971 Springfield Utility Board 0.00 Voided Vendo SUB 2727010.00 0.00

04/15/20 To 120972 Springfield Utility Board 0.00 Voided Vendo SUB 2727020.00 0.00

04/15/20 To 120973 Springfield Utility Board 28,109.73 Voided Printed Vendo SUB 2727030.00 28,109.73

04/15/20 To 120974 US Bank Equipment Finan 1,533.00 Posted Vendo USBANKEQ 2727041,533.00 0.00

04/15/20 To 120975 Musetta C Dixon 300.00 Posted Vendo 5DIXONM 272705300.00 0.00

04/15/20 To 120976 Cristine S Leach 180.00 Posted Vendo 5LEACHC 272706180.00 0.00

04/15/20 To 120977 Thorp, Purdy, Jewett, Urne 8,112.00 Posted Vendo 5THORP 2727078,112.00 0.00

04/22/20 To 120978 Francesca Fajardo 4.31 Posted Vendo FAJARDOF 2727124.31 0.00

04/22/20 To 120979 Timothy Ames 95.00 Posted Vendo 2AMEST 27271395.00 0.00

04/22/20 To 120980 Sarah Dickens 371.50 Posted Vendo 2DICKENSS 272714371.50 0.00

04/22/20 To 120981 Josh Gerdrum 112.50 Posted Vendo 2GERDRUM 272715112.50 0.00

04/22/20 To 120982 Kelley Reopelle 65.00 Posted Vendo 2REOPELLE 27271665.00 0.00

04/22/20 To 120983 Above All Sanitation 0.00 Voided Vendo ABOVEALL 2727170.00 0.00

04/22/20 To 120984 Above All Sanitation 10,866.25 Posted Vendo ABOVEALL 27271810,866.25 0.00

224,797.61257,590.89 32,793.28Continued. . . . . . . . . .


Period: Page 4


EntryNo.

Bal. AccountNo.

Bal.Accou

OriginaEntry S


CheckDate

VoidedAmount

PrintedAmount

224,797.61257,590.89 32,793.28Continued. . . . . . . . . .

04/22/20 To 120985 Airgas USA LLC 1,519.79 Posted Vendo AIRGASUSA 2727191,519.79 0.00

04/22/20 To 120986 The Charles Schwab Trust 23,871.57 Posted Vendo CHARLESSC 27272023,871.57 0.00

04/22/20 To 120987 Cloud Records Manageme 444.24 Posted Vendo CHAVES 272721444.24 0.00


04/22/20 To 120989 Emerald Valley Weatheriza 790.00 Posted Vendo EMERALDV 272723790.00 0.00

04/22/20 To 120990 EPUD 46.38 Posted Vendo EPUD 27272446.38 0.00

04/22/20 To 120991 Eugene Lock & Safe Co 648.50 Posted Vendo EUGENELO 272725648.50 0.00

04/22/20 To 120992 Ewing 305.53 Posted Vendo EWING 272726305.53 0.00

04/22/20 To 120993 Home Depot Pro 2,213.80 Posted Vendo HOMEDEPO 2727272,213.80 0.00

04/22/20 To 120994 Taylor K Jennings OSB 18 45.67 Posted Vendo JENNINGST 27272845.67 0.00

04/22/20 To 120995 J&M Repair Inc dba Jim's T 220.00 Posted Vendo JIMSTOOLS 272729220.00 0.00

04/22/20 To 120996 Knorr Systems Inc 8,352.00 Posted Vendo KNORRSYS 2727308,352.00 0.00

04/22/20 To 120997 Mallory Safety & Supply LL 961.62 Posted Vendo MALLORYSA 272731961.62 0.00

04/22/20 To 120998 Mechanical, Heating & Air, 753.00 Posted Vendo MECHANICA 272732753.00 0.00

04/22/20 To 120999 Nationwide Retirement Sol 62.50 Posted Vendo NATIONWID 27273362.50 0.00

04/22/20 To 121000 Pape Machinery 713.75 Posted Vendo PAPEMATE 272734713.75 0.00

04/22/20 To 121001 Sanipac 3,021.51 Posted Vendo SANIPAC 2727353,021.51 0.00

04/22/20 To 121002 Schetky Northwest Sales, I 213.97 Posted Vendo SCHETKY 272736213.97 0.00


04/22/20 To 121004 Sherwin-Williams Co 324.20 Posted Vendo SHERWINWI 272738324.20 0.00

04/22/20 To 121005 City of Springfield - Financ 721.58 Posted Vendo SPCITY 1 272739721.58 0.00

04/22/20 To 121006 Speer Hoyt LLC 117.50 Posted Vendo SPEERHOY 272740117.50 0.00

04/22/20 To 121007 Surecrop 2,020.00 Posted Vendo SURECROP 2727412,020.00 0.00

04/22/20 To 121008 United Way of Lane Count 120.54 Posted Vendo UNITEDWAY 272742120.54 0.00

04/22/20 To 121009 US Dept of Education 211.41 Voided Printed Vendo USDOEDUC 2727430.00 211.41

04/22/20 To 121010 VALIC #62849 1,628.00 Posted Vendo VALIC 2727441,628.00 0.00

04/22/20 To 121011 Verizon Wireless 4,197.52 Posted Vendo VERIZON 2727454,197.52 0.00

04/22/20 To 121012 Hershner Hunter LLP 64.00 Posted Vendo 5HERSHNE 27274664.00 0.00

04/22/20 To 121013 Forest Restoration Inc 9,885.00 Posted Vendo INTEGRATE 2727479,885.00 0.00

04/22/20 To 121014 US Dept of Education 256.41 Posted Vendo USDOEDUC 272748256.41 0.00

04/29/20 To 121015 Joseph Andrews 3.87 Posted Vendo ANDREWSJ 2730923.87 0.00

04/29/20 To 121016 Jennifer Fleck 0.53 Posted Vendo FLECKJ 2730930.53 0.00

04/29/20 To 121017 Jessica Gonzales 0.95 Posted Vendo GONZALESJ 2730940.95 0.00

04/29/20 To 121018 Katelyn Haney 1.92 Posted Vendo HANEYK 2730951.92 0.00

04/29/20 To 121019 Sharon Hannahs 2.51 Posted Vendo HANNAHSH 2730962.51 0.00

04/29/20 To 121020 Jennifer Holland 2.90 Posted Vendo HOLLANDJ 2730972.90 0.00

04/29/20 To 121021 Kerry Jack 5.88 Posted Vendo JACKK 2730985.88 0.00

04/29/20 To 121022 John Jackson 3.62 Posted Vendo JACKSONJ 2730993.62 0.00

04/29/20 To 121023 Teri O'Malley 4.49 Posted Vendo JACOBST 2731004.49 0.00

04/29/20 To 121024 Kim Lyddane 0.80 Posted Vendo LYDDANEK 2731010.80 0.00

04/29/20 To 121025 Fraser MacDonald 475.48 Posted Vendo MACDONAL 273102475.48 0.00

04/29/20 To 121026 Candace Monson 1.06 Posted Vendo MONSONC 2731031.06 0.00

04/29/20 To 121027 Larry Staats 1.10 Posted Vendo STAATSL 2731041.10 0.00

04/29/20 To 121028 Josie Wooley 2.08 Posted Vendo WOOLEYJ 2731052.08 0.00

04/29/20 To 121029 Davide Costley 65.00 Posted Vendo 2COSTLEYD 27310665.00 0.00

289,694.03322,698.72 33,004.69Continued. . . . . . . . . .


Period: Page 5


EntryNo.

Bal. AccountNo.

Bal.Accou

OriginaEntry S


CheckDate

VoidedAmount

PrintedAmount

289,694.03322,698.72 33,004.69Continued. . . . . . . . . .

04/29/20 To 121030 Martin Mitchell 65.00 Posted Vendo 2MITCHELL 27310765.00 0.00

04/29/20 To 121031 Carl Ogan 106.00 Posted Vendo 2OGANC 273108106.00 0.00

04/29/20 To 121032 Ellen Price-Maris 126.00 Posted Vendo 2PRICEE 273109126.00 0.00

04/29/20 To 121033 Above All Sanitation 117.10 Posted Vendo ABOVEALL 273110117.10 0.00

04/29/20 To 121034 Allstream 1,770.23 Posted Vendo ALLSTREAM 2731111,770.23 0.00

04/29/20 To 121035 WECO 69.57 Posted Vendo CARSON 27311269.57 0.00

04/29/20 To 121036 CDW Government, INC 443.44 Posted Vendo CDW 273113443.44 0.00



04/29/20 To 121039 CTX-Xerox 1,090.47 Posted Vendo CTX 2731161,090.47 0.00

04/29/20 To 121040 DexYP 45.62 Posted Vendo DEXMEDIA 27311745.62 0.00


04/29/20 To 121042 Lane Forest Products 276.30 Posted Vendo LANEFORES 273119276.30 0.00

04/29/20 To 121043 LightSpeed Networks, Inc 1,193.53 Posted Vendo LSNETWOR 2731201,193.53 0.00

04/29/20 To 121044 McKenzie Glass 270.00 Posted Vendo MCKENZIEG 273121270.00 0.00

04/29/20 To 121045 Northwest Playground Equi 1,910.00 Posted Vendo NORTHWES 2731221,910.00 0.00

04/29/20 To 121046 Omlid & Swinney 1,636.25 Posted Vendo OMLID 2731231,636.25 0.00


04/29/20 To 121048 Sherwin-Williams Co 1,586.60 Posted Vendo SHERWINWI 2731251,586.60 0.00

04/29/20 To 121049 City of Springfield 2,757.88 Posted Vendo SPCITYFUE 2731262,757.88 0.00

04/29/20 To 121050 Swanson's Pest Managem 80.00 Posted Vendo SWANSONS 27312780.00 0.00

04/29/20 To 121051 Judy D Henry 13,980.43 Posted Vendo 5HENRYJ 27312813,980.43 0.00

04/09/20 To EFT-000017 Payment to vendor AFSCM 1,309.25 Voided Exporte Vendo AFSCME 2720980.00 1,309.25

04/09/20 To EFT-000017 Payment to vendor AFSCM 1,309.25 Exporte Vendo AFSCME 2720990.00 0.00

04/20/20 To EFT-000017 Payment to vendor JERRY 2,955.63 Exporte Vendo JERRYSHO 2727080.00 0.00

Umpqua AP Checking Account 318,327.89356,906.71 34,313.94

Willamalane Park & Recreation DistrictRevenue & Expense, Actual vs. Budget

General Fund

For Period 7/1/2019..4/30/2020 YTD Actual YTD Budget %Used Variance

General Division

41000 Beginning Fund Balance (4,007,670.00) (3,632,808.00) 110.32% 374,862.00 41070 Previously Levied Taxes (138,023.83) (230,000.00) 60.01% (91,976.17) 41090 Currently Levied Taxes (9,696,993.27) (9,909,552.00) 97.86% (212,558.73) 42530 ASHF (5,220.00) - 0.00% 5,220.00 42630 Proceeds from Sale of Asset - (18,440.00) 0.00% (18,440.00) 47100 Interest Earnings-LGIP (66,339.55) (65,000.00) 102.06% 1,339.55 48000 Miscellaneous Revenue (8,154.00) (8,155.00) 99.99% (1.00)

49999 Total Revenue (13,922,400.65) (13,863,955.00) 100.42% 58,445.65

Administrative Services Division

49999 Total Revenue (46,953.47) (73,612.00) 63.79% (26,658.53)

59999 Total Personnel Services 1,130,192.24 1,513,302.00 74.68% 383,109.76

69999 Total Materials & Services 428,459.06 484,634.00 88.41% 56,174.94

79999 Total Capital Outlay 39,250.00 135,000.00 29.07% 95,750.00

99999 Total Expenses 1,597,901.30 2,132,936.00 74.92% 535,034.70

Total Subsidy 1,550,947.83 2,059,324.00 75.31% 508,376.17

Recreation Services Division

49999 Total Revenue (2,989,700.19) (4,476,529.00) 66.79% (1,486,828.81)

59999 Total Personnel Services 4,558,165.96 6,142,849.00 74.20% 1,584,683.04

69999 Total Materials & Services 716,211.52 1,239,476.00 57.78% 523,264.48

79999 Total Capital Outlay (803.00) - 0.00% 803.00

91500 Transfer to Veh/Eqpt Res Fund 7,719.00 7,719.00 100.00% -

99999 Total Expenses 5,281,293.48 7,390,044.00 71.46% 2,108,750.52

Total Subsidy 2,291,593.29 2,913,515.00 78.65% 621,921.71


General Fund


Park Services Division

49999 Total Revenue (92,764.93) (68,600.00) 135.23% 24,164.93

59999 Total Personnel Services 2,616,601.06 3,372,192.00 77.59% 755,590.94

69999 Total Materials & Services 1,493,599.02 1,964,415.00 76.03% 470,815.98

79999 Total Capital Outlay - - 0.00% -

99999 Total Expenses 4,110,200.08 5,336,607.00 77.02% 1,226,406.92

Total Subsidy 4,017,435.15 5,268,007.00 76.26% 1,250,571.85

Special PaymentsYTD Actual YTD Budget %Used Variance

99998 Total Special Payments 400,000.00 3,579,796.00 11.17% 3,179,796.00

Building & Construction FundYTD Actual YTD Budget %Used Variance

49999 Total Revenue (677,368.90) (944,736.00) 71.70% (267,367.10)

69999 Total Materials & Services 69,483.52 - 0.00% (69,483.52)


99998 Total Special Payments - 251,335.00 0.00% 251,335.00

99999 Total Expenses 322,043.91 944,736.00 34.09% 622,692.09

Total Subsidy (355,324.99) - 0.00% 355,324.99


General Fund


Bond Construction FundYTD Actual YTD Budget %Used Variance

49999 Total Revenue (287,512.34) (276,910.00) 103.83% 10,602.34

59999 Total Personnel Services - - 0.00% -

69999 Total Materials & Services - - 0.00% -

79999 Total Capital Outlay 276,910.00 276,910.00 100.00% -

99998 Total Special Payments - - 0.00% -

99999 Total Expenses 276,910.00 276,910.00 100.00% -

Total Subsidy (10,602.34) - 0.00% 10,602.34

System Development Charges FundYTD Actual YTD Budget %Used Variance

49999 Total Revenue (1,431,637.35) (1,559,870.00) 91.78% (128,232.65)

59999 Total Personnel Services - 67,217.00 0.00% 67,217.00



99998 Total Special Payments - 541,653.00 0.00% 541,653.00

99999 Total Expenses 359,701.55 1,559,870.00 23.06% 1,200,168.45

Total Subsidy (1,071,935.80) - 0.00% 1,071,935.80


General Fund


Dorris Ranch FundYTD Actual YTD Budget %Used Variance

49999 Total Revenue (253,740.01) (251,400.00) 100.93% 2,340.01

59999 Total Personnel Services 23,028.20 101,501.00 22.69% 78,472.80



99998 Total Special Payments - - 0.00% -

99999 Total Expenses 83,923.10 251,400.00 33.38% 167,476.90

Total Subsidy (169,816.91) - 0.00% 169,816.91

Total of Funds on Report YTD Actual YTD Budget %Used VarianceRevenue (19,702,077.84) (21,442,000.00) 91.89% (1,739,922.16)

Expenses 12,431,973.42 21,472,299.00 57.90% 9,040,325.58

Agenda Memo (Action Item)

TO: Board of Directors FROM: Paula Davis, Business Operations Director DATE: June 10, 2020 SUBJECT: RESOLUTION NO. 19-20-08 TO ADOPT FY 2021 BUDGET, LEVY AND CATEGORIZE TAXES, AND MAKE APPROPRIATIONS

TOPIC: Adopt Resolution No. 19-20-08 the FY 2021 budget, levy and categorize taxes, and make appropriations.

DISCUSSION: Resolution No. 19-20-08 adopts the FY 2021 budget with a tax rate of $2.0074 per thousand of assessed value, levy for bonded debt of $1,421,963, and make appropriations for a total budget of $23,214,085.

REQUESTED ACTION: 1. Conduct a public hearing on the FY 2021 budget2. Adopt Resolution No. 19-20-08

ATTACHMENTS: 1. FY21 Summary of All Funds: Proposed, Approved, Adopted2. Resolution No. 19-20-08 FY 2021 Budget

Attachment 1 FY21 Summary of all Funds Page 1 of 2

Proposed Approved Adopted

General FundAdministrative Services 2,944,250 2,944,250 Recreation Services 6,067,706 6,067,706 Park Services 5,211,920 5,211,920 Debt Service 376,440 376,440 Transfers 525,300 525,300 Contingency 100,000 100,000 Unappropriated Ending Fund Balance 2,624,922 2,624,922 Total General Fund 17,850,538 17,850,538 -

Bonded DebtDebt Service 1,491,500 1,491,500 Unappropriated Ending Fund Balance 171,525 171,525 Total Bonded Debt 1,663,025 1,663,025 -

Building & Construction FundCapital Outlay 553,850 553,850 Contingency 228,475 228,475 Total B & C Fund 782,325 782,325 -

Bond Construction FundCapital Outlay 10,602 10,602 Contingency - - Total Capital Bond Fund 10,602 10,602 -

SDC FundPersonal Services 69,233 69,233 Materials and Services 2,500 2,500 Capital Outlay 1,076,000 1,076,000 Contingency 750,389 750,389 Total SDC Fund 1,898,122 1,898,122 -

Dorris Ranch Special Revenue FundPersonal Services - - Materials and Services 40,200 40,200 Capital Outlay 186,975 186,975 Contingency - - Total Dorris Ranch Fund 227,175 227,175 -

BPA Stewardship FundMaterials and Services 271,635 271,635 Contingency - - Total Dorris Ranch Fund 271,635 271,635 -

Willamalane Park & Recreation DistrictFY 2021 Proposed Budget

Summary of All Funds

Attachment 1 FY21 Summary of all Funds Page 2 of 2

Summary of All Funds (continued)

Aquatics Reserve FundCapital Outlay 37,038 37,038 Total Aquatics Reserve Fund 37,038 37,038 -

Technical Equipment Reserve FundMaterials and Services 18,000 18,000 Capital Outlay 66,094 66,094 Total Technical Equipment Reserve Fund 84,094 84,094 -

Vehicle/Equipment Reserve FundMaterials and Services 6,000 6,000 Capital Outlay 218,974 218,974 Total Vehicle/Equipment Fund 224,974 224,974 -

Sports Park Reserve FundCapital Outlay 164,557 164,557 Total Sports Park Reserve Fund 164,557 164,557 -

Total All Funds 23,214,085 23,214,085 -

RESOLUTION NO. 19-20-08

R E S O L U T I O N

TO ADOPT FY 2021 BUDGET, LEVY AND CATEGORIZE TAXES, AND MAKE APPROPRIATIONS

BE IT RESOLVED that the Board of Directors of WILLAMALANE PARK AND RECREATION DISTRICT adopt the budget for FY 2021 in a total sum of $23,214,085 now on file in the office of the Superintendent.

BE IT RESOLVED that the Board of Directors of WILLAMALANE PARK AND RECREATION DISTRICT hereby imposes the taxes provided within the adopted budget at the rate of $2.0074 per $1,000 of assessed value for operations and in the amount of $1,421,963 for bonds. These taxes are hereby imposed and categorized for tax year 2020-2021 upon the assessed value of all taxable property within the District.

Subject to the Excluded from General Government the Limitation Limitation

General Fund $2.0074/$1,000 Bonded Debt Levy $1,421,963

BE IT RESOLVED that for the fiscal year beginning July 1, 2020, the amounts shown below are hereby appropriated for the purposes indicated with the funds listed:

Appropriations GENERAL FUND

ADMINISTRATIVE SERVICES $2,944,250 RECREATION SERVICES 6,067,706 PARK SERVICES 5,211,920 TRANSFERS TO OTHER FUNDS 525,300 DEBT SERVICE – LOANS/FEES 376,440 OPERATING CONTINGENCY 2,624,922 UNAPPROPRIATED ENDING BALANCE 100,000

Total General Fund $17,850,538

These figures are not appropriations. They appear here only as recognition in the fund totals.

BONDED DEBT FUND DEBT SERVICE-GO BOND $1,491,500 UNAPPROPRIATED ENDING BALANCE 171,525 1 Total Bonded Debt Fund $1,663,025 BUILDING & CONSTRUCTION FUND CAPITAL OUTLAY $553,850 OPERATING CONTINGENCY 228,475 Total Building & Construction Fund $782,325 DORRIS RANCH SPECIAL REVENUE FUND MATERIALS & SERVICES $40,200 CAPITAL OUTLAY 186,975 Total Dorris Ranch Fund $227,175

VEHICLE/EQUIPMENT RESERVE FUND MATERIALS & SERVICES $6,000 CAPITAL OUTLAY 218,974 Total Vehicle/Equipment Reserve Fund $224,974

SDC SPECIAL REVENUE FUND PERSONNEL SERVICES $69,233 MATERIALS & SERVICES 2,500 CAPITAL OUTLAY 1,076,000 OPERATING CONTINGENCY 750,389 Total SDC Special Revenue Fund $1,898,122

SPORTS PARK RESERVE FUND CAPITAL OUTLAY $164,557 Total Sports Park Reserve Fund $164,557 BOND CONSTRUCTION FUND CAPITAL OUTLAY $10,602 Total Bond Construction Fund $10,602

BONNEVILLE POWER ADMINISTRATION STEWARDSHIP FUND MATERIALS & SERVICES $271,635

Total Bonneville Power Administration Stewardship Fund $271,635

TECHNICAL EQUIPMENT RESERVE FUND MATERIALS & SERVICES $18,000 CAPITAL OUTLAY 66,094

Total Technical Equipment Reserve Fund $84,094

AQUATICS RESERVE FUND CAPITAL OUTLAY $37,038

Total Aquatics Reserve Fund $37,038

ADOPTED BY the Board of Directors this 10th day of June, 2020.

WILLAMALANE PARK & RECREATION DISTRICT

By: Greg James, President

ATTEST: Michael Wargo, Superintendent-Secretary


TO: Board of Directors FROM: Paula Davis, Business Operations Director DATE: June 10, 2020 SUBJECT: FY 21 COLA Implementation

TOPIC: Request to implement FY21 Cost of Living Adjustments (COLA) at 2.5% upon ratification of the July 1, 2018 – Jun 30, 2021 Collective Bargaining Agreement (CBA) with AFSCME Local 3512 for all bargaining and non-bargaining employees.

DISCUSSION: Per AFSCME Local 3512 contract, the cost of living adjustments (COLA) is 2.5% in FY21 which is the 2019 average annual rate published by Local Government Personnel Institute for the West – Size Class B/C CPI-U.

COLA

Past COLAs given to employees are as follows:

COLA amount given Fiscal year Effective Date

2.9% FY 20 Full and Part-time Non BU and BU Employees

July 1, 2019


July 1, 2018


July 1, 2017

1.5 % FY 17 Full and Part-time Non BU and BU Employees

July 1, 2016

2.5% FY 16 Part-time Non BU Employees January 1, 2016

2.5% FY 16 Full-time Non BU employees and BU employees

July 1, 2015

2.5% FY 15 Part-time Non BU Employees January 1, 2015

Minimum Wage Feathering

Minimum wage for the Springfield area will increase by $0.75 (6.7%) on July 1, 2020.

The management team is proposing to increase the lowest five ranges (Range B through Range F) 6.7% to 3.3%. Range B (the lowest range) would increase by 6.7%, Range C would increase by 5.9%, Range D would increase by 5.0%, Range E would increase by 4.2%, Range F would increase by 3.3%, and Range H and above will increase by the 2.5% COLA. This approach addresses compression issues that will continue to occur each year as minimum wage increases. In future years, additional ranges up the wage schedule will be impacted by the increase in minimum wage.

The estimated cost of wages for a 2.5% COLA for bargaining and salaried employees is $151,200. The COLA has been anticipated within the District’s Five-Year Financial Plan presented to the budget committee on May 27th, 2020. The minimum wage adjustment for FY 21 has been absorbed within the proposed budget. However, as the minimum wage increases as enacted by the State over the subsequent two years, we anticipate that the District may have to reduce its level of service, increase user fees, and further streamline operations to remain financially stable over the long-term. Staff will be evaluating these future impacts and make recommendations to the Board to address them.

REQUESTED ACTION: Move to approve a total increase of 2.5% cost of living adjustment for all employees and to approve increases in rages B through E as indicated on the District’s proposed wage schedule effective on June 28th, 2020 for hourly staff and on July 1, 2020 for salary staff.

ATTACHMENTS: FY 2020 Wage/Salary Schedule FY 2021 Proposed Wage/Salary Schedule

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WILLAMALANE PARK AND RECREATION DISTRICT FY 21WAGE/SALARY SCHEDULE for ALL POSITIONS 2.5% colaProposed July 1, 2020 for Salaried EmployeesProposed June 21, 2020 for Hourly Employees

Range Job Title

A

Building Maintenance 12.00 - 16.20 2,080 - 2,808 24,960 - 33,696 ConcessionaireLifeguardOffice Assistant IReceptionistRecreation Aide IStage Aide

Activity Leader 12.89 - 17.40 2,234 - 3,016 26,811 - 36,192 CoachMascotRecreation InstructorSwim Instructor

Building Attendant 13.62 - 18.39 2,361 - 3,188 28,330 - 38,251 Fitness InstructorLead Customer ServiceLead LifeguardLead MaintenanceLead Receptionist

Lead Swim Instructor

Park Aide II / Shelter Host

Sports CoachVan Driver

E * Customer Serv I 14.40 - 19.43 2,496 - 3,368 29,952 - 40,414 General InstructorIntake WorkerMain Aide IIProgram Leader ProgrammerRecreation Aide IIStage Driver

Customer Serv II 15.27 - 20.61 2,647 - 3,572 31,761 - 42,869 Main Aide III (Custodian Aide)Office Assistant IIOutdoor LeaderPark Aide III Aqua Shift Lead 16.50 - 22.28 2,860 - 3,862 34,320 - 46,342 Bus DriverCustomer Serv IIIOffice Assistant IIIPurchasing ClerkSite Coordinator

I Climbing Wall Specialist 18.07 - 24.40 3,132 - 4,229 37,586 - 50,752 Dance InstructorExercise InstructorGraphic DesignerMultimedia AssistantParkAide IVSkilled TradesAccounting Clerk 19.79 - 26.71 3,430 - 4,630 41,163 - 55,557

Customer Serv Spec IV

Office Assistant IV Park Specialist I

Hourly Range Monthly Range* Yearly Range*

H

F*

D *

C *

B *

J

Range Job Title Hourly Range Monthly Range* Yearly Range*Payroll Assistant

Registration AssistantTechnology Instructor

K Accounting Asst 21.68 - 29.27 3,758 - 5,073 45,094 - 60,882 Administrative AsstAdministrative AnalystBuildg Main Spec IICustodian II

Digital Marketing CoordinatorGIS TechnicianInformation Service SupportMarketing Design CoordinatorPark RangerRecreation/Program CoordinatorStructures Assistant

L Administrative Coordinator 23.72 - 32.01 4,111 - 5,548 49,338 - 66,581

Aquatics Specialist-Pool Operator

Art Instructor

Exercise Specialist

Executive Assistant HR/Payroll SpecialistIrrigation Specialist IINatural Resource SpecialistPark Specialist IISoftware Support CoordStructures Assistant II

M Data & GIS Specialist 25.97 - 35.06 4,501 - 6,077 54,018 - 72,925 Mechanic/Equipment SpecialistPublic Affairs Coordinator

N Accountant 28.45 - 38.41 4,931 - 6,658 59,176 - 79,893 Electrician

Landscape Designer PMPlannerSupervisor

O Aquatics Program Manager 31.16 - 42.07 5,401 - 7,292 64,813 - 87,505 Facility Program ManagerGIS AnalystHorticulture Program ManagerInformation Serv AnalystLandscape ArchitectNatural Resource Planner

P HR/Risk Manager 34.11 - 46.05 5,912 - 7,982 70,949 - 95,784 IT ManagerRecreation ManagerSenior Planner

Q Plannng & Design Manager 37.35 - 50.42 6,474 - 8,739 77,688 - 104,873 Public Affairs Manager

R Director 40.91 - 55.24 7,091 - 9,575 85,093 - 114,899 S 44.78 - 60.45 7,762 - 10,478 93,142 - 125,736 T 49.05 - 66.22 8,502 - 11,478 102,024 - 137,737

* Based on full time equivalent.35% from min range to max range9.5% from range to range except for Ranges B through E.These ranges were increased more due to minimum wage compression.

J cont.


TO: Board of Directors FROM: Paula Davis, Business Operations Director DATE: June 1, 2020 SUBJECT: Five-year Financial Plan FY21 – FY25

TOPIC: Staff is seeking a general consensus to approve the five-year financial plan as presented at the May 22nd, 2020 budget committee meeting.

DISCUSSION: As we plan for future years, the assumptions within the five-year financial plan are reviewed to reflect changes in the economy, assessed value, and other projections that impact future budgets. The following assumptions were recommended to the budget committee:

• The FY20 AV growth rate was 2.9% and the average for the past ten years is 3.0%. Theprojections assumes an AV growth rate of 3.0% for FY21 and FY22 with a 3.25% increasefor the remaining three years. International Paper and Swanson exemptions will expire atthe end of 2021 and be included back on the tax rolls in 2022 (FY23). The amount of theassessed value of these properties is not known at this time.

• The uncollectable rate is set at 5.5% for all years.• Recreation revenue in FY21 is projected to decrease by 22% over the FY20 adopted five-

year plan due to limited summer program because of COVID 19. Future years’ revenuegrowth rate is set at 3.5% FY22, 4% FY23, 4.25% FY24, and 4.5% FY25. Aquatics growthrate is 3.0% for FY22 through FY25.

• Minimum wage will increase another $0.75 per hour on July 1, 2020. We are proposing to“feather” the impact of the increase over the bottom five ranges of the district’s wage scaleas we did last fiscal year. The financial impact to the FY21 budget is estimated at $46,800with the biggest increase is in the Recreation Services division. The increase in wages hasbeen absorbed by some programs and others needed additional subsidy from the tax base.

• The cost of living increase for FY21 is 2.5% and has been included in the five-year plan.The district will begin union contract negotiations this fall and any changes to the currentagreement will need to have a cost analysis done to determine the impact to the five-yearplan starting in FY22.

• The five year plan assumes a 5.5% wage increase for FY22 through FY25.• The renewal of the medical and dental insurance in 2020 had a rate hold until 2021. The

five-year plan projects insurance to increase at 5.0% each year beginning in FY22.

• The five-year plan projects a 3.0% inflation on materials and supplies for FY22 throughFY25

• The district will pay off the full faith and credit bonds in FY21 that were issued in FY07to build the Community Recreation Center. This will free up approximately $174,000 inthe general fund in FY22.

• The five-year plan projections include spending 98% of the operating budget each year.

District’s general fund minimum fund balance policy is that we maintain an unrestricted fund balance of not less than 12% of the annual tax revenue. The proposed five-year financial plan meets this requirement. The district will continue to monitor the economic impact of the COVID 19 pandemic and will provide an update to the Board of Directors in the second quarter of FY21.

REQUESTED ACTION: General consensus to approve the five-year financial plan.

ATTACHMENTS: Five Year Financial Plan

Willamalane Park and Recreation District Five Year Financial Plan

GENERAL FUNDFY 2019

FinalFY 2020

ProjectionFY 2021

ProposedFY 2022

ProjectionFY 2023

ProjectionFY 2024

ProjectionFY 2025

ProjectionRevenues

1 Current property taxes (94.5%) 9,642,329 9,883,885 10,146,183 10,442,000 10,774,000 11,115,000 11,468,0002 Prior years' property taxes 392,251 381,541 230,000 230,000 230,000 230,000 230,000

3 Recreation Revenue (non Aquatics) 3,142,504 2,138,506 2,371,639 2,600,000 2,704,000 2,819,000 2,946,0004 Aquatics Revenue 1,168,901 700,695 1,061,732 1,294,000 1,333,000 1,373,000 1,414,0005 Interest Income 92,420 69,385 65,000 65,000 65,000 65,000 65,0006 Grants 496,226 46,609 73,600 73,600 73,600 73,600 73,6007 Sponsorships/Donations 171,765 100,165 158,659 164,000 171,000 178,000 186,0008 Miscellaneous 142,365 134,561 97,220 97,220 97,220 97,220 97,2209 Total Revenues 15,248,762 13,455,347 14,204,033 14,965,820 15,447,820 15,950,820 16,479,820

Expenditures

Administrative Services Division10 Personnel Services 1,363,740 1,356,742 2,157,183 2,269,000 2,385,000 2,506,000 2,634,00011 Materials & Services 561,056 461,048 672,817 686,000 707,000 728,000 750,00012 Capital Outlay 0 39,250 114,250 0 0 0 013 Total ASD 1,924,796 1,857,040 2,944,250 2,955,000 3,092,000 3,234,000 3,384,000

Recreation Services Division - All Other

14 Personnel Services 3,848,727 3,940,696 3,819,973 4,000,000 4,180,000 4,370,000 4,570,00015 Materials & Services 1,182,158 613,430 544,362 555,000 572,000 589,000 607,00016 Capital Outlay 10,300 0 0 0 0 017 Total RSD - All other 5,041,185 4,554,125 4,364,335 4,555,000 4,752,000 4,959,000 5,177,000

Recreation Services Division - Aquatics

18 Personnel Services 1,383,308 1,257,320 1,569,671 1,629,000 1,709,000 1,793,000 1,881,00019 Materials & Services 590,546 116,313 133,700 136,000 140,000 144,000 148,00020 Capital Outlay 0 (79) 0 0 0 0 021 Total RSD - Aquatics 1,973,854 1,373,554 1,703,371 1,765,000 1,849,000 1,937,000 2,029,00022 RSD Cost Recovery 71% 50% 60% 65% 65% 64% 64%

Planning, Parks, and Facilities Division

23 Personnel Services 2,803,887 3,076,373 3,408,982 3,575,000 3,750,000 3,934,000 4,127,00024 Materials & Services 1,244,410 1,710,736 1,802,938 1,838,997 1,894,167 1,950,992 2,009,52125 Capital Outlay 174,010 0 0 0 0 0 026 Total PPFD 4,222,307 4,787,109 5,211,920 5,413,997 5,644,167 5,884,992 6,136,521

27 Total Operating Expenses 13,162,142 12,571,829 14,223,876 14,688,997 15,337,167 16,014,992 16,726,521

28Allowance for under expenditure (98%) 13,939,000 14,395,000 15,030,000 15,695,000 16,392,000

29 Total Debt Payments 373,440 376,040 376,440 208,000 208,000 212,000 203,000

30 Total Expenditures 13,535,582 12,947,869 14,315,440 14,603,000 15,238,000 15,907,000 16,595,000

31Excess (deficiency) of revenues over expenditures 1,713,180 507,479 (111,407) 362,820 209,820 43,820 (115,180)

Five Year Budget Projections (continued)

GENERAL FUNDFY 2019

FinalFY 2020

ProjectionFY 2021

ProposedFY 2022

ProjectionFY 2023

ProjectionFY 2024

ProjectionFY 2025

Projection

Other Financing Sources (Uses)32 Transfer to B & C Fund (452,000) (350,000) (350,000) (350,000) (350,000) (350,000) (350,000)33 Transfer to Dorris Fund (100,000) (50,000) (25,000) (25,000) (25,000) (25,000) (25,000)

34 Transfer to Vehicle/Equip. Reserve (78,344) (77,719) (70,000) (70,000) (70,000) (70,000) (70,000)35 Transfer to Sports Reserve Fund (43,313) (45,300) (46,900) (48,800) (50,900) (53,200)

36Transfer to Technical Equipment Reserve (43,200) (35,000) (35,000) (35,000) (35,000) (35,000) (35,000)

37 Total Transfers (673,544) (556,032) (525,300) (526,900) (528,800) (530,900) (533,200)

38

Excess of revenues and other financing sources over (under) expenditures and other financing sources (uses) 1,039,636 (48,553) (636,707) (164,080) (318,980) (487,080) (648,380)

39 Beginning Fund Balance 2,968,034 3,695,059 3,646,505 3,009,798 2,845,718 2,526,738 2,039,658

40

Ending Fund Balance (EFB)~ Excluding Weyerhauser Landfill Management Account 3,695,059 3,646,505 3,009,798 2,845,718 2,526,738 2,039,658 1,391,278

41 Percentage of Tax Revenue 38% 37% 30% 27% 23% 18% 12%


TO: Board of Directors FROM: Michael Wargo DATE: 6/10/2020 SUBJECT: Diversity, Equity and Inclusion Strategy

TOPIC:

Willamalane Park and Recreation District is committed to creating and promoting inclusion across all public spaces, places, facilities and programs the district manages. The district’s mission statement is to “Deliver exceptional parks and recreation to enrich the lives of everyone we serve.” Community partnerships, strategies and policies need to be developed to ensure that inclusion and social equity permeate all aspects of the district. To that end we will be forming a Diversity, Inclusion and Equity Committee to educate and support staff and create a plan that aims to ensure inclusive and equitable access to the benefits of quality parks and recreation.

Willamalane defines inclusion as the process of including all persons, regardless of their race, ethnicity, gender, gender identity, sexual orientation, age, socioeconomic level, language, physical ability or attributes, religious or ethical values system, national origin, and political beliefs.

REQUESTED ACTION:

The Willamalane Board of Directors approves and supports the Superintendent and the Diversity, Inclusion and Equity Committee to develop a comprehensive strategic plan that addresses systemic racism and promotes diversity, equity, and inclusion. This plan will strive to make Willamalane Park and Recreation District operations, hiring, outreach, recreation facilities, programs, outdoor spaces, and activities accessible, welcoming, equitable and inclusive.

1


TO: Board of Directors FROM: Kendall Reid DATE: June 10, 2020 SUBJECT: Wildish Community Theater Management Agreement

Topic In FY21, Willamalane is seeking to add the management of the Wildish Theater to the Special Events and Program Operations Department. Staff have been actively working on a management agreement for the Wildish Theater and will present a draft of that agreement to the Wildish Theater Board of Directors during a meeting scheduled on June 8th.

Requested Action While the terms of the contract between Willamalane and the Wildish Theater are still being negotiated, we ask that the Willamalane Board grant the Superintendent the authority to develop and execute a management agreement between Willamalane Park and Recreation District and the Wildish Community Theater Board of Directors.


TO: Board of Directors FROM: Teri Gutierrez, Human Resources Manager DATE: June 10, 2020 SUBJECT: FY 2021 Workers’ Compensation Insurance Renewal

TOPIC July 1, 2020 is the renewal date for workers’ compensation insurance for the District.

DISCUSSION The table below represents past history of payroll, premium amounts, experience modification ratings (MOD), and claim amounts over since 2014.

WORKERS COMPENSATION HISTORY PREMIUM & LOSS HISTORY

CARRIER Policy Eff Year ER Mod

Subject Premium Payroll

Claim Count Total Paid Total Incurred

SDIS 2014 1.25 129,857.00 5,904,294.00 34 98,266.00 68,792.00 SDIS 2015 1.05 119,986.00 6,133,758.00 20 48,485.00 34,191.00 SDIS 2016 1.09 127,234.00 6,982,098.00 31 53,958.00 38,275.00 SDIS 2017 0.94 103,036.00 6,322,894.00 26 49,368.00 20,841.00 SDIS 2018 0.74 79,625.00 6,420,794.00 23 117,180.00 106,231.00 SDIS 2019 0.69 79,248.00 6,836,890.00 25 117,435.00 182,555.00

Payroll expenditures are consistent to last years, however the rate charged per dollar is lower on three of the five job classifications (based on national data).

The MOD for FY20 is up slightly to .74, from .69. This will result in our premiums staying within a thousand dollars. The Annual Premium increase is $947, from $79,248 to $80,195, and is due to the .05 MOD rating increase.

Staff had considered testing other carriers for this renewal year, however the challenges over the past few months have not allowed for a responsible and thorough review.

RECOMMENDATION SDIS continues to do a great job in actively servicing our workers’ compensation claims. Additionally, Geoff Sinclair, our agent of record with Brown & Brown, recommends continuing with SDIS due to our long and positive history with them.

ACTION REQUESTED: Award the workers’ compensation insurance policy to SDIS for the policy period from July 1, 2020, through June 30, 2021.


TO: Board of Directors FROM: Fraser MacDonald, Natural Resource Planner DATE: June 10, 2020 SUBJECT: Appointment to the Citizen Planning Committee (CPC) for the Whilamut Natural Area

of Alton Baker Park

TOPIC

Application for appointment to the Citizen Planning Committee (CPC) for the Whilamut Natural Area of Alton Baker Park.

DISCUSSION

The CPC is comprised of 15 positions; five appointed by the Willamalane Board of Directors and 10 appointed by the Eugene City Council. Members serve three-year terms and are limited to two consecutive full terms. For the Willamalane appointments, the Willamalane Board President typically reviews the applications (along with input from staff and CPC members), and the Board President’s recommendations are then forwarded to the full Board for formal action.

There is one open position on the Committee for a representative from Springfield.

An ad-hoc committee appointed by the CPC for this purpose has reviewed the application and unanimously recommends that Tilke Elkins be appointed to the Committee. Review and determination of concurrence with this recommendation by Willamalane Board of Directors’ President James will occur at or prior to the Board’s June 10, 2020, meeting.

REQUESTED ACTION

Consider a motion to appoint Tilke Elkins to the Citizen Planning Committee for the Whilamut Natural Area of Alton Baker Park.

ATTACHMENTS

I – CPC Application for Appointment – Tilke Elkins

Q:\\CPC\\Membership Application Forms?1 Versions\\Recruitment WPRD ver 2011 BCCapplication.docx

A33L,CA7,21 )25 A332,170(17 72

C,7,Z(1 AD9,625YB2A5D6 A1D C200,66,216

Name of Board, Commission, or Committee; Citizen Planning Committee (CPC) for the WhilamutNatural Area of Alton Baker Park

Please print or type

How did you learn of this vacancy?

NOTE: Information consisting of home addresses and phone numbers may be exempt from disclosure per ORS 192.502(3).

OPTIONAL INFORMATIONThe Eugene City Council and Willamalane support diversity and seek to appoint persons who represent the diversity of thecommunity. By providing the information below, you can help the City Council and Willamalane to know if the appointmentsmatch the diversity of the community. Applicants are considered without regard to race, sex, color, national origin, age,religion, marital status, medical condition, or disability. In some instances, however, appointment to certain boards/commissions may be based upon the need to fill specific positions on the board/commission.

Disability

Fluent in language(s) other than English

First Name Middle Last

Home Address

City State Zip Code

Home Telephone Daytime Telephone

Do you reside within the city limits? If yes, how long?

Occupation/Place of Employment

Business Address

Fax number (if applicable) Email (if applicable)

Newspaper Word of Mouth Mail Web page

Other source

Male Female

18 and under 19-25 26-35 36-45 46-55 56-65 66+

African American American Indian/Alaska Native Asian/Pacific Islander Hispanic

Middle Eastern White/European American Multiracial

If yes, please describe

If yes, please list

Yes No

Yes No

Yes No

Q:\\CPC\\Membership Application Forms?1 Versions\\Recruitment WPRD ver 2011 BCCapplication.docx

1. What experience, training, and/or qualifications do you have for this particular board or commission?

2. What specific contribution do you hope to make to the board or commission? Why do you want to become a member?

Information submitted on this application is public information. By submitting this applicaton, I affirm that all informationprovided herein is true and complete. A false or misleading statement may be cause for elimination from consideration.

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POLICY REGARDING REAPPOINTMENT TO BOARDS AND COMMISSIONS1. Members of advisory groups may serve a maximum of two consecutive terms when the length of the term is three year or more. Individuals serving terms less than three years will be limited to a total of six consecutive years of service.2. The deadline for applications from incumbents is the same as the deadline for new applications.3. An individual may reapply for appointment to a board or commission after at least a one year hiatus from service.4. Willamalane employees may not serve on Willamalane boards or commissions.

Name (printed)

Signature (Please check box ifsubmitting application electronically.)

Date

CITIZEN PLANNING COMMITTEE (CPC)FOR THE WHILAMUT NATURAL LTON BAKER PARK

Supplemental Questionnaire2/23/2011

1. Have you been a frequent visitor to the Whilamut Natural Area of Alton Baker Park? Whatdo you most enjoy about the park?

2. The Citizen Planning Committee (CPC) meets as a full committee on a quarterly basis andall members are expected to attend. There are additional opportunities for involvement,including sub-committees that focus on specific park issues, and volunteer work parties in thepark. Would you be able or willing to participate in these additional activities?

3. Describe your top three interest areas or issues regarding the Whilamut Natural Area ofAlton Baker Park.

AREA OFA

4. The CPC works with the City of Eugene, Willamalane Park and Recreation District, and otherorganizations. What specific strengths and attributes can you contribute to the CPC?

5. Please cite an example in which a wide range of opinions surfaced within a group to whichyou belonged, and your role in bringing divergent sides toward resolution.

Executive Session Script ORS 192.660 (2)(e)

The Willamalane Board of Directors will now meet in Executive Session pursuant to ORS 192.660 (2)(e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions.

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. If any news media are present please announce yourself and the news media you are representing.

Representatives of the news media are specifically directed not to report on any of the deliberations during the Executive Session, except to state the general subject of the session as previously announced. No final decision will be made in Executive Session.

At the end of the Executive Session, we will return to open session and welcome the audience back into the room.


TO: Board of Directors FROM: Eric Adams, Planning, Parks & Facilities Director DATE: June 10, 2020 SUBJECT: Proposed Development Agreement for Woodland Ridge Subdivision

TOPIC

Staff seek authorization from the Board of Directors to enter into a development agreement with Hayden Homes to facilitate reconstruction of the former Weyerhaeuser Haul Road as a multiuse path, in conjunction with development of the Woodland Ridge Subdivision.

DISCUSSION

Hayden Homes has received approval from the City of Springfield to develop a new residential subdivision on a 25-acre site that is immediately south of the former Weyerhaeuser Haul Road (Attachment I). The parcels containing the Haul Road are owned by Willamalane, and are situated between the subdivision site and two public streets – 49th Place and 51st Street – that must be extended in order to provide access to the subdivision. This requires Willamalane to agree to dedicate public right-of-way for the extension of these streets across the Haul Road Parcel.

Due to the location of existing sanitary sewer and stormwater facilities that are adjacent to the site and Haul Road, development of the subdivision also requires Willamalane to grant several access and maintenance easements for the extension of public utilities under or along the Haul Road (Attachment I). Additionally, the City of Springfield has approved development of the subdivision based on a condition that the developer secure an emergency access easement along the Haul Road, which would allow emergency service vehicles to use it when necessary.

In return for granting the noted easements and dedicating the subject rights-of-way, Hayden Homes proposes to monetarily compensate Willamalane for the acreage of land that would be dedicated as right-of-way, and to reconstruct the Haul Road as a multiuse path between Daisy Street and 57th Street. Design and construction will be consistent with public improvement plans reviewed and approved by the City of Springfield and Willamalane staff. Reconstruction of the Haul Road for this distance constitutes an “extra capacity” improvement, for which the developer is eligible to receive System Development Charge (SDC) fee credits pursuant with Willamalane’s current SDC methodology.

Staff have prepared a preliminary development agreement that addresses each of the project elements, as detailed below.

• Dedication of two 60-foot wide public rights-of-way to facilitate extension of 49th Place and51st Street.

• Grant of two 14-foot wide stormwater easements to allow extension of drainage pipesunderneath the Haul Road.

• Grant of one 14-foot wide sanitary sewer easement to allow extension of a drainage pipeunderneath the Haul Road.

• Grant of 20-foot wide stormwater easement along the Haul Road to allow use of an existingdrainage ditch.

• Grant of a 20-foot wide access easement along the Haul Road for emergency vehicle travel.• Reconstruction of the Haul Road as a 10-foot wide multiuse path between Daisy Street and

57th Street.• Monetary compensation paid to Willamalane in return for dedicating rights-of-way for 49th

Place and 51st Street.• Allocation of SDC fee credits to Hayden Homes for the “extra capacity” portion of the

multiuse path improvement.

REQUESTED ACTION

Staff request that the Board of Directors consider a motion authorizing the Superintendent to enter into a development agreement with terms that are consistent with the information presented above.

ATTACHMENTS

I – Map of Development Agreement Improvements, Easements, and Rights-of-Way Dedications

Oregon Statewide Imagery Program (OSIP) - Oregon Imagery Framework Implementation Team, Sources: Esri, HERE, Garmin, Intermap, increment P Corp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, Ordnance Survey, Esri Japan, METI, Esri China (Hong Kong), (c) OpenStreetMap contributors, andthe GIS User Community, Lane County GIS

The information on this map was derived from digital databases on the LaneCounty regional geographic information system. Care was taken in the creationof this map, but is provided “as is”. Lane County cannot accept any responsibilityfor errors, omissions or positional accuracy in the digital data or the underlyingrecords. Current plan designation, zoning, etc., for specific parcels should beconfirmed with the appropriate agency. There are no warranties, expressedor implied, accompanying this product. However, notification of any errors will be appreciated.

Lane County, Oregon

0 590 1,180295

Feet

± Woodland Ridge Subdivision Site

Eric.ADAMS

Line

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Polygonal Line

Eric.ADAMS

Polygonal Line

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Line

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Callout

Subdivision Site

Eric.ADAMS

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Haul Road Parcel

Eric.ADAMS

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51st Street

Eric.ADAMS

Callout

49th Place

Eric.ADAMS

Callout

Stormwater Easement

Eric.ADAMS

Callout

Sanitary Easement

Eric.ADAMS

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Emergency Access Easement

Eric.ADAMS

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Stormwater Easement

Eric.ADAMS

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Stormwater Easement

Eric.ADAMS

Text Box

Attachment I

RESOLUTION NO. 19-20-09

R E S O L U T I O N

APPOINTMENT OF PRESIDENT PRO TEMPORE

BE IT RESOLVED that the Board of Directors of WILLAMALANE PARK

AND RECREATION DISTRICT appoints ______________________________ as

President Pro Tempore for fiscal year 2021 beginning July 1, 2020 and ending June 30,

2021, and in the absence of the President of the Board, shall have full powers granted to

said President of the Board by the laws of the State of Oregon.

ADOPTED BY the Board of Directors this 10th day of June, 2020.

WILLAMALANE PARK & RECREATION DISTRICT

By: Greg James, President

ATTEST: Michael Wargo, Superintendent-Secretary

Superintendent’s Monthly Board Report

TO: Board of Directors

FROM: Michael Wargo

DATE: June 10, 2020

SUBJECT: May Superintendent’s Report

OFFICE OF THE SUPERINTENDENT

Superintendent’s Office:

1. Phase 1 reopening have presented many unique challenges, but staff have risen to thechallenge and made wholesale changes and adjustments to: registration, sanitization,programing, training, and community engagement efforts to serve the community and complywith the State’s executive Order.

2. Coronavirus Relief Fund/CARES Act: Staff was informed on Monday, May 18 that GovernorKate Brown has agreed to include special districts in a portion of the COVID-19 relief funds thatwill be made available to local governments. The funds are only available for reimbursement ofdirect expenses, not revenue loss. We acted quickly on this application once it was learned thatthe funds would be available on a first applied, first funded basis. Willamlane’s application forreimbursement was submitted two days later on May 20th and totaled more than $300,000. Thefollowing were eligible items for which funds were requested:

• Additional disinfecting costs (staff and supplies)• IT equipment for telework• Communication and enforcement (signs/flyers and staff time to create and install)• Staff time for education and communication related to COVID 19• Paid sick and paid family and medical leave related to COVID 19

3. Indoor Track and Sportsplex Planning: Willamalane will be partnering with the city ofSpringfield, and Travel Lane County to submit for an Economic Development Administrationgrant opportunity in support of the proposed Indoor Track and Sportsplex. EDA’s mission is tolead the federal economic development agenda. EDA works directly with communities tocatalyze locally developed strategies to build capacity for economic development based on localbusiness conditions and needs. CARES Act funds were appropriated under the EconomicAdjustment Assistance (EAA) Program, which is EDA’s most flexible program. This grant canassist with the district’s due diligence regarding site selection and necessary feedbackconcerning the facility. EDA will accept applications for grants to support a wide variety ofassistance including:

• Planning and Technical Assistance

• Capitalization and Recapitalization of Revolving Loan Funds (RLFs), which provide access to capital for businesses • Construction of infrastructure and other economic development projects • Innovation grants

Community Engagement: Key Projects in May 2020 1) Reopening communication and waves of internal and

external communication 2) Reopening readiness and campaign 3) Digital content and programming delivery (reactions to

District shutdown) o Willamalane.org/families o Willamalane.org/powerofparks o Willamalane.org/fitness

4) Revenue recovery 5) FY21 Budget and Marketing Plan 6) State CARES Act reimbursement research and application 7) Equestrian pilot launch

o Willamalane.org/equestrian

Financials: April 2020 • Community Engagement Department:

FY19 [April] Revenue - $0 FY20 [April] Revenue - $7,500 FY19 [April] Expenditures - $35,636 FY20 [April] Expenditures – 38,379.66

• Community Engagement Department: YTD Comparables (through April): FY19 Revenue - $184,969 FY20 Revenue $42,584 (lower due to 1PASS) FY19 Expenditures - $445,021 FY20 Expenditures - $494,867.79

FY 2020 Goal Tracking Dashboard (Community Engagement) View full list here: RSD Goal Tracking Dashboard

https://www.willamalane.org/classes_and_programs/youth/families_at_home.php

https://www.willamalane.org/park_and_trails/power_of_parks.php

https://www.willamalane.org/fitness_and_swim/fitness/fitness_at_home.php

https://www.willamalane.org/park_and_trails/equestrian_trails.php

https://docs.google.com/spreadsheets/d/1mn1uaIOeerlesrXlR-Fj3JxcnTdAfJ-5Ap1yO0BA45A/edit

Social Media Summary - May As Willamalane’s focus turns to reopening, we anticipate a shift in social media content. In March-May, we focused on online programming. In June, we will continue doing some online programs for those who are staying home, but we will also be rolling out an informational “Welcome Back to Willamalane” campaign.

One valuable lesson we have learned during the shutdown is that patrons participate more when we are providing value for them, rather than when we are directly asking for their participation. So, much of our “Welcome Back to Willamalane” campaign will follow that model. We will introduce a facility or program’s reopening by explaining the value of the safety measures we are providing. Our call-to-actions will direct to web pages where people can both gain the value (safety information) and participate (by registering.)

So far, we have made reopening statements about:

• Phase 1 reopening (15.6% engagement rate) • Summer camps (12.3% engagement rate) • Fitness center/group exercise (11.3% engagement rate)

• General safety information with Michael (10.6% engagement rate) • Tennis/pickle ball (3.2% engagement rate)

For context, our target engagement rate is 4.5%. So, it is clear that people are hungry for reopening information.

Other high-engagement social media topics this month:

• Gardening basics series • Park history (Historic Preservation Month) • Live fitness classes

We are confident that alternative and online programming will continue to be popular after reopening, so although the need will not be as urgent, we will continue concentrating effort in that area.

Public Relations – April/May During April 18-30, Willamalane tracked 10 stories and mentions, for a total of 20 in the month of April. The previous report outlined coverage mid-March to mid-April. In May, Willamalane tracked 14 mentions and stories. Of these, seven were secured through proactive media outreach. The recent coverage is mostly related to reopening or COVID-19 activities. May coverage (includes mentions and full articles)

• Creative Community Solutions: Beyond COVID-19, Free for All News (digital) (print), May 1. • Willamalane Offers Dance/Storytelling/At Home Experiment Videos & More During COVID-19

Closures, Free for All News, May 4. • Eugene YMCA joins nationwide effort to prevent drowning, KMTR, May 10. • Finding your Unicorns, NRPA, May 12. • Willamalane announces reopening timelines and safety guidelines, KMTR, May 21. • Willamalane Programs back on June 1st (live segment), KEZI, May 21. • Lane Co United Way Awards COVID-19 Response Grants, Assures More Help to Come, KLCC, May

25. • Warm Days Ahead, Thunderstorms Expected this Weekend, The Register-Guard, May 26. • Willamalane errs on side of caution during reopening process, KVAL and KMTR, May 27. • Guest view: Safely taking the plunge this summer, The Register-Guard, May 28. • This Hills are Alive with the Sound of Trees, Eugene Weekly, May 28. • Summer activities, KEZI 4 p.m. segment, May 28. • Summer camp guidelines to impact enrollment, activities, KEZI, May 28.

Notable coverage: Guest view: Safely taking the plunge this summer, The Register-Guard, May 28. Eugene YMCA coordinated this coverage, through a joint pledge local agencies signed onto to promote water safety in May. The article was attributed to all partner agencies, and Willamalane is called out in the text for its fourth grade swim programs and both facilities. Another coverage related to this agreement was: Warm Days Ahead, Thunderstorms Expected this Weekend, The Register-Guard, May 26

https://freeforallnews.com/news11235/creative-community-solutions

https://issuu.com/freeforall.monthly/docs/ffa45.may2020

https://freeforallnews.com/community

https://nbc16.com/news/local/eugene-ymca-joins-nationwide-effort-to-prevent-drowning

https://www.nrpa.org/blog/finding-your-unicorns/

https://nbc16.com/news/local/willamalane-announces-reopening-timelines-and-safety-guidelines

https://www.klcc.org/post/lane-co-united-way-awards-covid-19-response-grants-assures-more-help-come

https://www.registerguard.com/news/20200526/warm-days-ahead-thunderstorms-expected-this-weekend

http://kval.com/news/local/willamalane-errs-on-side-of-caution-during-reopening-process

https://nbc16.com/news/local/willamalane-to-err-on-side-of-caution-during-reopening-process

https://www.registerguard.com/opinion/20200528/guest-view-safely-taking-plunge-this-summer

https://www.eugeneweekly.com/2020/05/28/the-hills-are-alive-with-the-sound-of-trees-for-now/

https://www.kezi.com/content/news/Summer-camp-guidelines-impact-student-capacity-activities-570852121.html

https://www.registerguard.com/opinion/20200528/guest-view-safely-taking-plunge-this-summer

https://www.registerguard.com/news/20200526/warm-days-ahead-thunderstorms-expected-this-weekend

Willamalane errs on side of caution during reopening process, KVAL and KMTR, May 27. Reporter Haleigh Rowland visited the Willamalane facilities before reopening to tour the fitness center and talk through changes ahead. The segment highlighted an interview with Michael, thorough review of the facility, timelines for reopening, and information about safety and sanitation.

http://kval.com/news/local/willamalane-errs-on-side-of-caution-during-reopening-process

https://nbc16.com/news/local/willamalane-to-err-on-side-of-caution-during-reopening-process

Summer camp guidelines to impact enrollment, activities, KEZI, May 28.

https://www.kezi.com/content/news/Summer-camp-guidelines-impact-student-capacity-activities-570852121.html

This story focused on all summer camp activities in the area. Willamalane was included at the end of the story, with an interview with Ryan, some b-roll of staff cleaning, and still images of children in previous summer camps. They mentioned the importance of education of the new policies. Resource Development and RAFT Team update RAFT Team

Resource Development (Sponsorships and Donations)

BUSINESS OPERATIONS The Business Operations Division provides oversight and consultation to District programs for Financial, Human Resources and Information Technology. As a strategic partner we serve as a support program to the other departments. Finance – The department is in the final stages of the FY20 interim audit which is being completed virtually. With both teams facing telecommuting challenges, this has been an excellent exercise in working with electronic files. Finance has been working toward moving to an electronic system and the interim audit has helped guide the set-up, filing and naming conventions that will be required when we migrate into Caselle. We are now into the second phase of our financial system migration and Caselle’s project team is currently building the district’s data tables. We expect to see a sample data tables in the next several weeks. Payroll is beginning to see an increase in workload as the district begins to bring back staff. We are facing some challenges with our aging payroll system to support the ASFME MOU and reopening plans. Human Resources – While April was the month for reducing staff to mitigate the financial impacts of the COVID pandemic, May was the month to prepare for returning staff for the Phase one reopening. Having the Human Resource Supervisor return from leave was invaluable to achieving the level of work needed to manage all the details in process of recalling and orienting staff. The HR department collaborated with the Leadership Team, IT, Payroll and Facilities to create a process that would ensure a smooth and safe return. We brought back our furloughed Risk and Safety Specialist to help us create a safety protocol training that was in line with state guidelines and would exemplify our SAFETY culture value. Our Training and Operations Analyst, developed a Welcome Back to Willamalane orientation that addressed mental health, purpose and appreciation. We have been working closely with the AFSCME Union representative and Union leadership so that they have an opportunity to provide their own orientation to “new to the union” and current union members. The safety training and orientations are not only for returning staff, it is required by all staff to attend, in order to facilitate the completion we are offering virtual presentations as well. We are revising our Infectious Disease policy to include some safety procedures that are required during this pandemic. The HR Assistants continue to process a very high volume of unemployment department wage verifications. This task is extremely

important to ensuring laid off and furloughed employees receive their unemployment benefits in a timely manner. Along with all the unique tasks we have had to do this month, we are seeing another crisis develop in our country around discrimination and inclusion. We are looking to re-prioritize our directive to include as a high priority the health and wellness and inclusivity, to that end we will resume our creation of the Diversity Committee/task force. We are looking for creative ways to complete our directives given the budgets cuts to this department but we are determined to keep employee health and wellness a top priority because in order to achieve the District’s mission to Deliver exceptional parks and recreation to enrich the lives of everyone we serve, we must have a healthy, inclusive, supported and productive human workforce. Information Technology – May began our process of planning re-opening of our facilities. IT prepared for and implemented the first phase of reactivating staff network accounts. This involved close collaboration with Human Resources to coordinate the timing and return of computer and telephone equipment. ActivNet program changes to accommodate the new COVID-19 reopening guidelines have kept the team busy. They continue to make forward progress, albeit slowly due to the pandemic, the financial system replacement (Caselle). The helpdesk ticket volume has fluctuated somewhat but has remained consistently above the norm. Other key accomplishments for May include:

• Service Ticket Stats: 201 tickets opened/189 closed. A majority of the tickets were related to telecommuting or re-opening preparations.

• Knowbe4 Phish Prone percentage: held stable relative to last month at 8.5%, again due to the increase of COVID-19 related phishing exploits.

• Implemented numerous program changes to ActivNet in response to re-opening guidelines (physical distancing requirements etc.)

• Completed DRaaS (cloud-backup) system with final fail-over test on 5/13/20. Also completed internal hardware and licensing of network backbone to accommodate new higher speed capability (up to 10 GB).

• Continuing file encryption project to improve user file security, and updated all staff computers to the new Chromium based web browser from Microsoft, to improve security and functionality.

RECREATION FACILITIES AND PROGRAMMING TOPICS Aquatics Update:

- The Aquatics department has been working in collaboration with Outdoor Rec to produce water safety videos in honor of May being water safety month. Additionally, the Aquatics department is producing some safety videos regarding CPR/AED and First Aid for social media.

- The Aquatics supervisory team continues to come into the office one day a week to attend to facility needs.

- Current Starguard lifeguard certifications were set to expire May 23rd with no allowance for an extension of certifications. With staff still laid off we were unable to recertify them prior to their certification lapsing. The American Red Cross, however, recognizes that during these difficult times new approaches and operating practices are needed. Therefore, the Aquatics team worked out an agreement with the American Red Cross to extend our window to cross certify our lifeguards for 60 days after May 23rd. This means that our staff will have a buffer of 60 days to recertify via the American Red Cross.

- All current indications suggest that Aquatics may be able to open in phase 3. With phase 1 starting May 15th this would give Aquatics a potential opening date of June 26th. Conversations with ORPA, Lane County Health, and the Governor’s office are ongoing to see if Aquatics could have a partial opening (lap swim, exercise on your own, and limited exercise classes) in phase 2.

Aquatics Financials: • Aquatic Department:

FY19 April Revenue - $89,204 FY20 April Revenue - $0 FY19 April Expenditures - $82,999 FY20 April Expenditures - $17,767* *accounts for remaining staff wages and benefits, telecommunications (phone lines), license and permits (Starguard annual fee), internet, and contractual services (printing fees).

• Rentals: FY19 April Revenue - $15,464 FY20 April Revenue - $0 FY19 April Expenditures - $0 FY20 April Expenditures - $0

• Swim Lessons: FY19 April Revenue - $21,851 FY20 April Revenue - $0 FY19 April Expenditures - $2,636 FY20 April Expenditures - $0

• Concessions: FY19 April Revenue - $5,387 FY20 April Revenue - $0 FY19 April Expenditures - $1,423 FY20 April Expenditures - $0

• Water Fitness: FY19 April Revenue - $5,540 FY20 April Revenue - $0 FY19 April Expenditures - $989 FY20 April Expenditures - $0

• General Admissions: FY19 April Revenue - $35,714 FY20 April Revenue - $0 FY19 April Expenditures - $15,413 FY20 April Expenditures - $0

• Aquatic Department YTD Comparables: FY19 Revenue - $882,590 FY20 Revenue - $700,587

FY19 Expenditures - $1,172,295 FY20 Expenditures - $1,163,259 - All changes in Aquatic revenue can be attributed to facility closures due to the COVID-19

pandemic. Recreation Programming Update: April financials reflect primarily residual revenue and expenses from wrap up of March, leading up to layoffs and furlough of program staff. Expense lines for all four sub-departments include COVID leave benefit paid to staff and final checks to part time laid-off staff. Additional expenses include credit card reconciliation and March contractor payments. Significant revenue numbers to call out include: a) Athletics revenue reflected at $19,185, includes payment from Springfield Public Schools to fulfill the agreement to support the Middle School Sports program; b) Youth and Family Recreation revenue of $6,901 includes payment from Springfield Public Schools to fulfill the agreement to support the Thurston Afterschool Academy. The past month of Recreation Programming has seen the successful completion of the Virtual 5k campaign and 186 people completing the #5kyourway; ongoing virtual fitness programming including a weekly Dance Fitness livestream led by Jamie, our program supervisor; the creation and active implementation of Discover Willamalane scavenger hunt; and the team involvement in Willamalane’s GROW Project. We are now fully focused on our reopening plans and looking forward to continuing to offer our services to the community. Recreation Programming Financials:

• Recreation Programming Department: FY19 April Revenue - $77,210 FY20 April Revenue - $971 FY19 April Expenditures - $43,277 FY20 April Expenditures - $6,784

• Adult Rec

FY19 April Revenue - $15,152 FY20 April Revenue – $3,058 FY19 April Expenditures - $9,111 FY20 April Expenditures - $6,866

• Athletics

FY19 April Revenue - $20,384 FY20 April Revenue – $19,185 FY19 April Expenditures - $10,001 FY20 April Expenditures - $7,990

• Fitness

FY19 April Revenue - $20,445 FY20 April Revenue - $7,899 FY19 April Expenditures - $6,089 FY20 April Expenditures - $8,722

• Youth & Family Rec


• Recreation Programming Department YTD Comparables: (not including 0500 General codes) FY19 Revenue - $632,783 FY20 Revenue - $451,842 FY19 Expenditures - $420,297 FY20 Expenditures - $360,610

Early Childhood & Youth Programs Update: ECYP Leadership staff have completed a reopening plan for early childhood and youth programs. Beginning June 15th, three youth summer camps and one preschool summer camp will be the first summer programming available to the public since the closure due to COVID-19. Three playground program sites are anticipated to operate this summer. This free childcare option will provide relief to families who have experienced financial hardship during COVID-19. Supervisors are currently working out logistics and procedures that would maintain social distancing regulations for all programs. Supervisors are working very closely with Human Resources to prepare furlough recall notices for sixteen BU staff. The recall of these staff members will be essential for the reopening phase of summer programming. A recall date of June 1st has been established for these essential staff members. Staff will go through an extensive reorientation process that will include program sanitizing protocols, OHA safety regulations for childcare, and a review of new district policies related to communicable diseases. Early Childhood & Youth Programs Financials: • EC&YP Department YTD (July Through April):

FY19 YTD Revenue- $1,220,447.04 FY20 YTD Revenue - $1,058,434.75 FY19 YTD Expenditures - $1,320,018.76 FY20 YTD Expenditures - $1,305,300.17

• EC&YP Department (240-242): FY19 April Revenue- $137,643.10 FY20 April Revenue - $10,696.64 FY19 April Expenditures - $122,522.60 FY20 April Expenditures - $124,546.10

• Youth Programs (241): FY19 April Revenue- $104,002.30 FY20 April Revenue - $9,209.14 FY19 April Expenditures - $52,790.10 FY20 April Expenditures – $64,693.94

o Decrease in revenue due to COVID-19 refunds issued for April. o Revenue received from DHS for March subsidy payments.

• Early Childhood Programs (242):

FY19 April Revenue- $33,640.80 FY20 April Revenue - $1,487.50 FY19 April Expenditures - $24,437.12 FY20 April Expenditures - $20,060.43

o Decrease in revenue due to COVID-19 refunds issued for April. o Revenue received from DHS for March subsidy payments.

• Inclusion Services (240-0110):

FY19 April Revenue- $0 FY20 April Revenue - $0 FY19 April Expenditures - $9,318.89 FY20 April Expenditures – $3,314.87

o Decrease in expenditures in personnel services due to changes in staffing for inclusion services.

Special Events & Program Operations Update: The Special Events and Program Operations department has continued to be significantly impacted this month with the COVID-19 crisis. As of May 18, 2020 we have a projected rental revenue loss of $84,729. All rental cancellations have been completed through May 30, 2020. Remaining department staff are working primarily from home and managing reopening plans and identifying new processes and procedures. Volunteer opportunities have been suspended throughout the District. Adult Activity Center Staff are continuing to support the Senior Meals program and serving 500 meals per week at the curb-side lunch program. We are excited to announce that in FY21 we will add the management of the Wildish Theater to the Special Events and Program Operations Department. We have been actively working on a management plan for the Wildish Theater and we will be presenting a draft of that plan to the Wildish Theater Board of Directors on June 8th. We look forward to the opportunity to continue to serve and enrich the lives of the Springfield community through expanded cultural arts programming for the District. Special Events & Program Operations Financials: All-Access Memberships and Passes:

Pass Issued FY 20 Revenue FY 20 Issued FY 19 Revenue FY 19

All-Access Pass 2,522 $86,269 3,500 $135,408 All-Access Memberships

2,522 $86,269 NA NA

• Rentals:


• Rentals Department YTD Comparables: FY19 Revenue - $349,059 FY20 Revenue - $331,287 FY19 Expenditures - $68,322 FY20 Expenditures - $77,416

• WAAC Services: FY19 April Revenue - $10,899 FY20 April Revenue - $7,001 FY19 April Expenditures - $7,121 FY20 April Expenditures - $7,226

• WAAC Services Department YTD Comparables: FY19 Revenue - $61,622 FY20 Revenue - $51,837

FY19 Expenditures - $81,655 FY20 Expenditures - $84,012 • Volunteers:

FY19 April Revenue - $0 FY20 April Revenue - $0 FY19 April Expenditures - $0 FY20 April Expenditures - $0

• Volunteers Department YTD Comparables: FY19 Revenue - $0 FY20 Revenue - $0 FY19 Expenditures - $315 FY20 Expenditures - $1,128

• Events: FY19 April Revenue - $6,075 FY20 April Revenue - $0 FY19 April Expenditures - $2,597 FY20 April Expenditures - $3,808

• Events Department YTD Comparables: FY19 Revenue - $66,514 FY20 Revenue - $55,740 FY19 Expenditures - $12,947 FY20 Expenditures - $17,665

PLANNING, PARKS AND FACILITIES TOPICS Clearwater Park Water Safety Kiosk Through collaboration with the Eugene/Springfield Fire Department, Willamalane Park and Recreation District recently installed a water safety/life jacket kiosk at Clearwater Park (see photos below). Captain Riley Martinka and Battalion Chief Ben Meigs approach staff last year with the concept of installing the kiosk after seeing a similar structure at a park along the Willamette River in Salem. The goal of the kiosk, which was procured through a generous donation from local community member who wishes to remain anonymous, is to provide “loaner” life jackets to youth of all ages who might be swimming at Clearwater Park or recreating on the Middle Fork of the Willamette. The kiosk will be open for use on a seasonal basis – likely Memorial Day through Labor Day each year. Life jackets will be replaced and replenished by Eugene/Springfield Fire on a weekly basis during this time through an ongoing sponsorship from Cabela’s. Willamalane staff are responsible for unlocking and locking the kiosk each day, as well as maintaining the structure.

Georgia Pacific Natural Area – Temporary Equestrian Use As planned, our pilot project to allow equestrian use along the Middle Fork Path between Georgia Pacific Natural Area and Clearwater Park began on Memorial Day. Superintendent Wargo welcomed a small group of riders on their way to Clearwater Park that morning (see photo below). Necessary signage has been installed along the route, including maps that show where equestrians are allowed to ride. Preparing the route was a key priority for the Planning & Development and Natural Resource teams during the month of April. The volume of use has been relatively low so far based on reports from field staff and members of the local equestrian community. Staff will continue to monitor safety and compatibility of this use throughout the pilot project in order to help with determining if it should be permanently allowed after the Labor Day end date.

Lively Park Community Garden As previously reported, Willamalane Park and Recreation District has partnered with a local non-profit group and Catholic Community Services to deliver a new community garden at Lively Park. We are pleased to share that it has been warmly received and all rentable plots are currently filled (see photos below). Prior to the COVID-19 public health crisis, plans for a “Grand Opening” were underway, including an opportunity for the Board of Directors to welcome the community to this wonderful new addition to Lively Park. We’re hopeful that an event will be possible before the end of summer, pending release of new guidance from the Governor’s office regarding social distancing protocols for outdoor recreation and community gatherings. In the meantime, the non-profit’s garden manager is regularly coordinating with staff to ensure currently guidelines are being observed.

Recreation Facilities, Operations and Maintenance Bob Keefer Center and Willamalane Adult Activity Center Staff has been taking steps to prepare for re-opening Bob Keefer Center to the public. Our department has brought additional staff back to work to begin deep cleaning and preparing the building for re-opening. New cleaning procedures have been created and implemented for appropriately disinfecting the facility. Staff installed engineering controls to help limit exposure to pathogens throughout the facility such as Plexiglas guards at the front desk, signs and marking for direction of travel, and closing fixtures that do not comply with social distancing. Staff has also purchased supplies needed to ensure our facilities are clean and staff are safe while performing their duties. Staff has created and are in the process of distributing various disinfection kits as well as training various recreation staff on cleaning and disinfection protocols. This will allow all staff to disinfect area after visitors and when programs turn over. Aquatics Facilities, Operations and Maintenance Willamalane Park Swim Center Staff continue to work on repairs throughout the facility with the intent on addressing tasks and projects that would normally be done during our annual shutdown. Repairs to the concrete decks have been made throughout the facility. Staff have been addressing areas where pool water was running over the deck to help control water loss.

Splash! at Lively Park Painting of Splash! at Lively Park facility continues, with staff nearing the end of what we are safely able to complete with the equipment owned by the District. Staff will be looking for an acceptable weather window to rent necessary equipment and complete the project. Staff have been systematically evaluating and repairing water leaks within the Lively Park property. Maintenance staff have been instrumental with the G.R.O.W project, and have found ways to improve productivity and overcome challenges.

Parks – Landscape and Grounds The Landscape and Grounds department increased trash patrols districtwide to account for heavier park usage, particularly at sites like Clearwater Park, Dorris Ranch, Ruff Park, and the path and natural area trailheads. Staff mowed various sites throughout the district; per agreements with the City of Springfield, the City also rough mowed at Dorris Ranch and Clearwater Park. Outdoor tennis and pickleball courts, Willamalane Skate Park, and the Lively Park dog park were reopened to the public with appropriate safety signage installed and prominently featured at entryways. Irrigation Specialist checked irrigation systems throughout the district for leaks and breaks in preparation for running the systems through the summer. The Dorris Ranch orchards were closed from May 27-29 to allow the orchardist to safely spray grasses and apply fertilizer to the new trees. Landscape and Grounds staff spent 8 hours addressing vandalism repairs.

Parks – Structures Structures staff completed a number of projects at Clearwater Park in May, including signage installation, fence and gate repairs, and the installation of a boater safety/life jacket kiosk at the boat ramp area. Signage was installed to designate spaces for boat trailer parking only after a huge surge in activity at the park led to passenger vehicles blocking the allotted trailer spots, as well as to designate an equestrian-only parking area near the Clearwater Middle Fork Path trailhead to support the equestrian use pilot project. Fencing and gate projects included the repair of the main Clearwater gate mechanism and the removal of the secondary gate along the park fence line and filling-in of the hole to match the existing fencing. Structures staff completed the installation of the life jacket/boater safety kiosk donated by an anonymous community member. Other signage repairs were made throughout the district including installing replacement parts on signage at Island Park, Kelly Butte, and the Adult Activity Center. Staff repaired a gate at the Thurston Hills Natural Area trailhead and installed underground conduit at Kelly Butte in preparation for installing a new gate. Structures staff repainted the exterior of the Park Services office building. Numerous sites throughout the district were heavily vandalized, including graffiti at Island Park, Booth Kelly restroom and parking lot, Willamalane Skate Park, the Middle Fork Path and the Mill Race Path. 79.25 staff hours were spent addressing vandalism during the month of May.

Documents

Board of Directors Meeting Packet - 6.10.20.pdf · 2020-06-09 · Board of Directors Meeting Bob Keefer Center Lobby & Teleconference 250 S. 32nd Street, Springfield Wednesday, June