Tualatin Hills Parks And Recreation District

The public assembly, titled "Asamblea Pública de THPRD," focused primarily on updates related to the COVID-19 pandemic response and plans for reopening facilities and resuming activities. Key discussion points included the impending reopening of tennis courts and the skate park on May 28th, adhering to state guidelines regarding capacity limits. The presentation detailed efforts to adapt programming for summer camps, including plans to begin registration after the July 4th holidays with significantly reduced capacity, prioritizing public and team safety. Discussions also covered plans for summer camps at the Jaguar Intervenience Recreation Complex and Gasset Mandiyú Sports Complex, selected for their size and facilities suitable for bad weather. Furthermore, the meeting addressed the status of pool openings, which are anticipated to occur in Phase 3, and the delayed reopening of community centers (Phase 2) due to high-risk classifications affecting vulnerable populations. The organization is utilizing a virtual recreation center to keep members engaged and is committed to re-employing laid-off seasonal staff where possible as needs increase.

The meeting initiated with the election of officers for the Budget Committee, resulting in Elizabeth Edwards being nominated and confirmed as Chair, and another member elected as Secretary. General Manager Doug Man provided an update, highlighting positive fiscal standing due to adherence to the revised operating plan and successful management of expenses. A significant project discussed was the migration to the new Enterprise financial software, which has reached a milestone with the retirement of the old system for payables and purchase orders, targeting completion in early 2025, paving the way for website and registration system updates. Attention was also given to the local option measure heading to voters and the unanimous recommendation from the Levy Task Force for a five-year operating Levy. Further updates covered equity initiatives, specifically the hands-on registration process for non-English speakers implemented at elementary schools, and the successful execution of numerous cultural and recreational events. Park services detailed significant storm damage costs, approaching $1 million, primarily from tree removals and plumbing issues due to low temperatures, which has temporarily overspent the emergency repairs line item. The Finance Director presented revenue projections showing program revenue below budget but offset by higher property tax and interest revenue, leading to an anticipated increase in the cash carry forward. Cost analysis indicated that park and recreation services, with maintenance being the largest portion, have seen spending reductions aligned with reduced program offerings.

The meeting involved the election of new officers for the Budget Committee, with Elizabeth Edwards nominated and elected as the new Chair, and Heidi Edwards nominated and elected as Secretary. Key discussions included the General Manager's comments, focusing on the mid-year review of district finances, the ongoing process to hire a new CFO, and acknowledging the finance team staff for their work during the transition. The committee also reviewed organizational values (leading with equity, environmental stewardship, and community vision) and budget priorities, which focus on investing in employees and technology, rebuilding programming with an emphasis on 'Access for All,' and planning for future natural area/facility needs. An update on operational status noted facility openings, ongoing closures due to staffing or construction, and the upcoming spring registration, including efforts to provide pre-registration assistance to English language learners.

The meeting concerned the preliminary design study for the West Side Trail Bridge, located between Southwest Greenbrier and Northwest Cornell Road. Key discussion points included coordinating the bridge design with the remaining segment of the West Side Trail. The presenters emphasized that the bridge is a crucial connection for active transportation, local businesses, residents, recreation, and transit. The preliminary design phase aims to identify challenges, such as existing power lines (BPA and PGE), a gas transmission line, wetlands, a stream, a highway (Highway 26), and grade, in order to secure cost certainty for future funding applications. Traffic analysis, utilizing StreetLight and Metro travel demand model data, indicated significant motorized vehicle crossings of Highway 26, suggesting a major opportunity to shift short-distance trips (under three miles) to walking or bicycling. The analysis also highlighted that the service area population generally has lower incomes. Coordination efforts with Bonneville Power Administration (BPA) and Clean Water Services regarding wetland buffers were also discussed as constraints for the northern bridge landing.

The Information Services (IS) department presented updates on several key areas. The discussion on current staffing levels indicated two vacancies (System Administrator and IS Project Manager) and noted that the department is running lean based on ITIL standards, necessitating the use of third-party contractors for support. The organization has decided to limit in-house development of critical systems, favoring off-the-shelf purchases. The presentation detailed the IS response to COVID-19, which involved a massive logistical shift to support telecommuting and the rapid implementation of Microsoft Teams for video conferencing. The team was also heavily involved in developing safety protocols and redesigning registration systems to support patrons returning to centers. A significant portion of the meeting addressed increased security threats, including daily phishing attempts and major industry breaches like the SolarWinds hack and ransomware attack on Tyler Technologies (the ERP vendor). While the district was confirmed safe from these specific incidents, the need for vigilance and improved, ongoing employee training against phishing was emphasized. Updates on the Enterprise Resource Planning (ERP) project, which is implementing Tyler Munis/Executive products, detailed ongoing, time-intensive pilots for Human Capital Management, involving double time entry to validate the new system against the legacy one, with a target go-live for time management set for April. Future ERP phases include General Ledger, Accounts Payable, and Accounts Receivable. Finally, the presentation touched upon future technology investments needed for disaster recovery, cloud computing, and CRM systems.