PARKS & RECREATION ADVISORY BOARD

West Senior Center, 909 Arapahoe Avenue

6:00 p.m., November 19, 2018

AGENDA Boulder Parks & Recreation

All agenda times are approximate Advisory Board Members 2018

I. APPROVAL OF AGENDA (6:00) Tom Klenow (Chair)

Jennifer Kovarik (Vice-Chair)
II. FUTURE BOARD ITEMS AND TOURS (6:01)
Mary Scott
III. PUBLIC PARTICIPATION (6:03) Raj Seymour
This portion of the meeting is for members of the public to communicate ideas or concerns Valerie Yates
to the Board regarding parks and recreation issues for which a public hearing is not scheduled Pamela Yugar
later in the meeting (this includes consent agenda). The public is encouraged to comment on
the need for parks and recreation programs and facilities as they perceive them. All speakers Allison Fronzaglia
are limited to 3 minutes. Depending on the nature of your matter, you may or may not receive
a response from the Board after you deliver your comments. The Board is always listening to
Mission Statement
and appreciative of community feedback.
BPRD will promote the health and well-­
being of the entire Boulder community
IV. CONSENT AGENDA (6:15)
by collaboratively providing high-­quality
A. Approval of minutes from October 22, 2018 parks, facilities and programs.
B. Parks and Recreation Development and Operations Update
Vision Statement
V. ITEMS FOR ACTION (6:20)
We envision a community where every
A. Public Hearing and Consideration of a Motion to Approve the member’s health and well-­being is
Boulder Reservoir Café Lease Agreement with Spice of Life Catering LLC founded on unparalleled parks, facilities
and programs.
VI. ITEMS FOR DISCUSSION/INFORMATION (6:40)
A. None this month Goals of the Master Plan
1. Community Health and Wellness
VII. MATTERS FROM THE DEPARTMENT (6:40) 2. Taking Care of What We Have
A. Capital Projects Update 3. Financial Sustainability
4. Building Community
VIII. MATTERS FROM BOARD MEMBERS (7:00) 5. Youth Engagement
6. Organizational Readiness
A. PRAB Retreat Follow Up (Letter to Council)
B. December PRAB meeting
C. PRAB Community Engagement Updates (verbal) For more information on BPRD Master
This portion of the meeting is for members of the board to report on PRAB’s annual work Plan visit the City of Boulder web site
plan goal of each member: attending two or more parks and recreation-related community at: https://bouldercolorado.gov/pages/
activities per month; promoting parks and recreation through social media; attending site parks-recreation-master-plan
tours; and supporting the department’s partnership initiatives.

IX. NEXT BOARD MEETING: December 17, 2018

X. ADJOURN

100 Years of Excellence

 PARKS & RECREATION ADVISORY BOARD

Future Board Items 2018

January 22 February 26 April 2 (rescheduled March meeting)

• Service Delivery Update (d/i)
• Public Restrooms in Parks (d/i)
• Boulder County Farmers Market
(md)
• PRAB Letter to Council Update (mb)
• Board Recruitment (mb)
• PRAB Community Engagement (mb)
• Boulder County Farmers Market
License (a)
• Boulder County Farmers Market
Update (d/i)
• Scott Carpenter McCarty Ditch
Easement (d/i)
• Updates to the Integrated Pest
Management Policy (d/i)
• PRAB Community Engagement (mb) • Universal Design Project (md)
• Boulder County Farmers Market
License (a)
• Agreement with BVSD Regarding
Collaborative Efforts for Summer
Learning and YSI (d/i)
• Urban Forest Strategic Plan (d/i)
• Xcel Energy Property Rights
Agreement (md)
• PLAY Foundation Update (mb)
• New Member Orientation (mb)
• PRAB Community Engagement (mb)
• Outgoing Member Comments (mb)

April 23 June 4 (rescheduled May meeting) June 25

• Board appointments (p)
• Election of officers (p)
• First meeting for new Board
members (p)
• Agreement with BVSD Regarding
Collaborative Efforts for Summer
Learning and YSI (a)
• Contract for Concession Services
at Flatirons Golf Course (a)
• 2019-2024 CIP (1st touch) (d/i)
• Amendment to the Contract for
Concessions Services at Flatirons
Golf Course (d/i)
• Board Liaison Discussion (mb)
• PRAB Community Engagement (mb)
July 23
• Election of Vice-Chair (p)
• Central Boulder Planning Update
(md)
• Harbeck-Bergheim House
Engagement Outcomes (md)
• Mobile Vending Update (md)
• PRAB Community Engagement (mb)
• Urban Forest Strategic Plan (a)
• 2019-24 CIP (2nd touch) (d/i)
• Foothills Parkeway Bicycle and
Pedestrian Underpass (md)
• Asset Management Program
(AMP) Team Overview (md)
• Budget Update (md)
• PRAB Community Engagement (mb) • PRAB Community Engagement (mb)
August 27
• Prairie Dog Working Group
Update (d/i)
• Cyclocross Guidelines (md)
• Civic Area Bookend PRAB Liaison
(mb)
• EAB Joint Meeting Preparation
(mb)
• PRAB Retreat Planning (mb)
• PRAB Community Engagement (mb) • PRABNew Member Onboard (mb)
• 2019-24 CIP (3rd touch) (a)
• Harbeck-Bergheim House
Community Engagement Update
(md)
• Operating Budget Update (md)
• 2019-24 Greenways Capital
Improvement Program (mb)
September 24
• Boulder Creek Festival Contract
(a)
• Boulder Creek Festival Contract
(d/i)
• WRAB Aquatics Nuisance Species
Update (md)
• Operating Budget Update (md)
• EAB Board Update (mb)
• PRAB Retreat Agenda Review
(mb)
• PRAB New Member Application
Review (mb)
• PRAB Community Engagement (mb)

100 Years of Excellence

 PARKS & RECREATION ADVISORY BOARD

Future Board Items 2018 - continued

October 22 November 26 December 17

• Scott Carpenter Easements (a) • Boulder Reservoir Concession • Asset Management Plan (md)
Lease (a) • Finalize 2019 PRAB Work Plan (mb)
• Boulder Reservoir Concession
Lease (d/i) • Capital Project Update (md) • PRAB Community Engagement (mb)
• 2019 Op Budget and Rec Fee (d/i) • PRAB Retreat Follow Up (mb)
• Harbeck – Bergheim House • PRAB Community Engagement (mb)
Update (md)
• Options to Update and Improve
the City’s Mosquito Management
Program (md)
• Guidelines for Cyclocross in Urban
Parks (md)
• PRAB Retreat Follow Up (mb)
• PRAB Community Engagement (mb)

LEGEND
Procedural Item: (p): An item requiring procedural attention
Consent Item (c): An item provided in written form for consent, not discussion by the Board; any consent
item may be called up by any Board member for discussion during the matters
from the department
Action Item (a): A public hearing item to be voted on by the Board (public comment period provided)
Disc/Info Item(d/i): An item likely to become a future action item (or council item) and/or that benefits from
an in-depth presentation of background, financial/social/environmental impacts, public
process, staff analysis and next steps (e.g., presentation of major project initiative)
Matters from Dept (md): Items that will be reviewed and discussed during the meeting but not requiring the level
of in-depth analysis of an action or discussion/information item
Matters from the Bd (mb): Items initiated by the Board that will be reviewed and discussed during the meeting but
not requiring the level of in-depth analysis of an action or discussion/information item

100 Years of Excellence

 PARKS & RECREATION ADVISORY BOARD

COMMUNITY TOUCHES - The City has recently been working on an update to the calendar of all city events
for community use. Please view the calendar online for all of the latest updates for upcoming events. We are
encouraging staff and the community to be aware of and use the new tool.

https://bouldercolorado.gov/calendar
The event list can be filtered to see only Parks and Recreation events by choosing ‘Recreation’ from the dropdown
menu at the top of the page, and then clicking on the submit button.

If you would like more information about any of the events, just use the link above and select the event you are
interested in. Additional information will appear at the botton of the page with a link directly to the event web page.

Below is a sample of what you will see, once filtered. For live links or the most up to date information, please use the
link above.

100 Years of Excellence

PARKS & RECREATION ADVISORY BOARD

100 Years of Excellence

TO: Parks and Recreation Advisory Board

FROM: Yvette Bowden, Director, Parks and Recreation Department

Ali Rhodes, Deputy Director
Jeff Haley, Planning, Design and Community Engagement Manager

SUBJECT: Consent Agenda

DATE: November 19, 2018

A. Approval of Minutes from October 22, 2018

B. Parks and Recreation Development Update

The following information is intended to provide the PRAB with relevant updates on specific
projects as they reach major milestones. This section is not all inclusive of all current projects
and only illustrates major project updates. For a complete list of all current projects and details,
please visit www.BoulderParkNews.org.

Planning and Design

The following projects are currently in the planning and design process that involves research,
alternatives analysis, public involvement and development of planning documents and design
plans to guide decision making and future capital improvements.

• Boulder Reservoir South Shore Site and Management Plan: Staff has been working
with the consultant on refining the draft south shore site plan, which is directly related to
future management strategies. Presentation of the draft site plan to the PRAB and
community is anticipated in early 2019.

• Engagement Coordination Committee: On November 5th, the engagement committee

hosted a citywide event to “break through the bureaucracy” and connect with the
community on a whole new level. The community was invited to play cards for candy
with staff from the Finance Department, settle a score with a parking enforcement officer
by playing rock-paper-scissors and work alongside transportation planners on a multi-
modal Hot Wheels track. This was a family-friendly event intended to develop the human
connection between city staff and the public and discuss projects.

• Harbeck-Bergheim House: An information packet was provided to City Council on

October 25th. The update provided a summary of research and background information
about the property’s use and financial history as well as community feedback to date.
Further, the memo outlined an overview of the remaining process including research to
be completed and additional community engagement planned before council’s next
review.

3198 Broadway, Boulder, CO 80304 | www.boulderparks-rec.org | O: 303-413-7200

 As a follow-up to the information packet, staff offered a house tour to City Council
members and the public on November 1st. Feedback regarding the process and
background information was positive. Suggestions for a presentation model for the next
step of refined options was discussed.

Staff also provided an update on the project to the Landmarks Board on November 7th.
The update was very similar to the presentation shared with the PRAB in October with
support for the process and background information provided. The Landmarks Board was
in favor of holding a joint board meeting with the PRAB in early 2018.

Staff will use the research and background information collected in combination with
expressed values and feedback from community, boards and City Council to develop
refined options for the future use and ownership of the house. This will include another
round of community engagement with stakeholders and public meetings in conjunction
with a broad digital engagement effort and development of unique opportunities to reach
beyond those currently invested in the process. The next round of engagement is
anticipated in January and February 2019.

• Scott Carpenter Outdoor Pool Redevelopment: The land use review for the
redevelopment of Scott Carpenter Outdoor Pool has been completed and the department
is in the process of obtaining final construction permits. The department anticipates that
construction bids will be issued in November with bids from contractors due in
December of 2018. Construction is expected to begin in January or February of 2019.

Initial planning and design for the redevelopment project began in 2016. The
redevelopment project is an opportunity for the Department to address maintenance needs
highlighted in the 2015 Aquatics Feasibility Plan (AFP). The AFP identified the facility
as being in poor condition. The redevelopment of the pool is also an opportunity to
address documented unmet swimming and aquatics needs in the community.

• Planning Projects Underway: Staff or contractors continue to work on the following

projects and will update the PRAB as major milestones are achieved:
• Asset Management Program;
• Beehive Asset Management Software Implementation;
• Boulder Reservoir Visitor Services Center
• Design Standards Manual (previously Parks Planning, Construction, Operations
and Maintenance Manual); and
• Engagement Coordination Committee.

Construction
The following projects are scheduled for construction, under construction or have been recently
completed. For additional details please visit www.BoulderParkNews.org.

• Tom Watson Park: On November 5th staff began construction work at Tom Watson
park as part of planned capital park enhancements. The purpose of the enhancement is to
replace the existing irrigation system which has reached the end of its life span and has
become inefficient. During construction, the 200,000 square foot turf area south of the
main parking lot will experience impacts due to trenching. During construction minor
3198 Broadway, Boulder, CO 80304 | www.boulderparks-rec.org | O: 303-413-7200
 impacts may occur to the surrounding walkway. In this event pedestrians will be re-
routed through turf areas. Safety precautions and signage will be in place. The
playground and parking lot will not be impacted during construction. The estimated
completion for this project is the 2nd week of January 2019. Construction on this project
will include:

• Irrigation installation (PVC mainline, laterals, and sprinkler heads);

• Minor demolition work;
• Minor grading/trenching;
• Turf repair; and
• Cultural practices (seeding, aerating, and soil amending)

Construction Projects Underway: Staff or contractors continue to work on the following

projects and will update the PRAB as major milestones are achieved:

• Lighting Ordinance Compliance; and

Natural Lands
The following projects, focused on habitat and wildlife management in urban parks, are currently
being managed by the Urban Resources staff:

• Integrated Pest Management (IPM) and Restoration:

Mosquito Management Plan: Staff met with Boulder County’s mosquito program
coordinators to collaborate and discuss data analysis. On November 8th city council
approved recommendations for changes to the mosquito management plan. Staff will now
work to implement the changes for the 2019 field season.

Coot Lake Restoration: Staff has been coordinating with other department teams to finish
the Coot Lake north short bank stabilization to include structural improvements, such as
installation of logs, rip rap, gravel and fill dirt, stabilized 620’ of the shore. Just over
12,000 square feet, or the size of approximately 2.5 professional basketball courts, of the
shore were planted with 600 native herbaceous and wood plantings, additionally, 30.5
pounds of native grass and forb seed were planted. The mature vegetation will help hold
soil in place and create a healthy shore ecosystem that benefits water quality and wildlife
at Coot Lake.

3198 Broadway, Boulder, CO 80304 | www.boulderparks-rec.org | O: 303-413-7200

 • Urban Wildlife Management:
Prairie Dogs: Relocation of prairie dogs from Foothills Community Park continues as
weather allows and will be followed by approved post-removal mitigation.

The Phase II Prairie Dog Working Group Recommendations presentation to City Council
was rescheduled for December 11, 2018.

Avian: The Valmont Park and East Boulder Community Park Breeding Bird Survey
reports have been finalized. Breeding birds are strong indicators of environmental quality
and long-term monitoring can provide land managers a key data point to evaluate the
effectiveness of various management strategies.

3198 Broadway, Boulder, CO 80304 | www.boulderparks-rec.org | O: 303-413-7200

 The consultant hired to conduct the bird monitoring was also tasked with providing basic
management recommendations. A few of these management recommendations for
Valmont City Park include:

• Enhancement of nesting habitat within the riparian corridors in the northern

portion of Valmont City Park by moving recreational trails away from
cottonwood groves and shrub thickets;
• Increased invasive weed species control;
• Revegetation with native grasses, shrubs and cottonwood groves; and
• Continued closure of the pond area and surrounding shrublands and woodlands to
recreational use.

• Natural Lands Projects Underway: Staff or contractors continue to work on the

following projects and will update the PRAB as major milestones are achieved:

• Boulder Aeromodelling Society coordination and site maintenance;

• Natural Lands Volunteer Recruitment and Training; and
• Regulations and Seasonal Wildlife Closures.

3198 Broadway, Boulder, CO 80304 | www.boulderparks-rec.org | O: 303-413-7200

 CITY OF BOULDER
BOULDER, COLORADO
BOARDS AND COMMISSIONS MEETING MINUTES
To listen to the Parks and Recreation Advisory Board meetings in their entirety, please go to the
following link: www.boulderparks-rec.org

Name of Board/Commission: Parks and Recreation Advisory Board

Date of Meeting: October 22, 2018
Contact Information Preparing Summary: Sarah DeSouza, 303-413-7223
Board Members Present: Tom Klenow, Jennifer Kovarik, Mary Scott, Pamela Yugar, Raj
Seymour, Alli Fronzaglia and Val Yates
Board Members Absent: None
Staff Present: Yvette Bowden, Jeff Haley, Tina Briggs, Keith Williams, Stacy Cole, Doug
Godfrey, Mora Carrillo
Guests Present: Rella Abernathy, Planning Department
Type of Meeting: Advisory/Regular
Agenda Item 1: Call to Order
The meeting was called to order at 6:00 p.m.
Agenda Item 2: Future Board Items and Tours
Bowden reviewed upcoming community touch opportunities. These events can be found at
www.BoulderParks-Rec.org
Agenda Item 3: Public Participation
Jyotsna Raj, Boulder resident, spoke in support of the city retaining the Harbeck-Bergheim
House.
Agenda Item 4: Consent Agenda
A. Approval of Minutes from September 24, 2018
Minutes from September 24, 2018 were approved as written.

B. Parks and Recreation Development and Operations Update

Consent agenda was submitted as written.
• The Board had no comments on this item.

Agenda Item 5: Action Item

A. Public Hearing and Consideration of a Motion to Approve the Parks and Recreation
Advisory Board’s Recommendation to City Council Concerning the Conveyance of
Two Permanent Easements on City Park Land (Scott Carpenter Park), Pursuant to City
Charter Sec. 162, to the Proposed Grantees for Operation of an Irrigation Ditch

Godfrey presented this item to the Board.

The public hearing was opened for this item.

No one spoke at the public hearing.

Yates made a motion to approve the Park and Recreation Board’s recommendation to City
Council concerning the conveyance of two permanent easements on City park land (Scott
Carpenter Park), pursuant to City Charter Sec. 162, allowing the easement holders to access,
use and operate those ditch portions, including:
a) the conveyance of a permanent easement of approximately 592 feet to the Smith and Goss
Ditch and McCarty Ditch water users; and
b) the conveyance of the permanent easement of approximately 110 feet to the University of
Colorado, in substantially the same form and as generally depicted on as presented in
Attachment A.

The motion was seconded by Kovarik.

The motion passed 7-0 (Yugar opposed; Scott abstained)

Agenda Item 6: Discussion Item

• Boulder Reservoir Concession Lease

Bowden presented this item to the Board.

The Board made the following comments/asked the following questions:

• Is this vendor being considered for other department concession facilities?

• How will the city be compensated for the extra benefit the vendor receives from
hosting other non-city events on the premises?
• How frequently can the vendor host additional non-city events at the facility?
• What hours will the café be open and available for the public?
• Will other vendors such as food trucks be allowed to operate at the Boulder Reservoir
or is this an exclusive lease?
• Appreciate the work that has gone into this carefully negotiated lease.
• Concern that there were only two responses to the RFI.
• Is the public aware that when the city issues and RFI or an FRQ that a contract can be
awarded without going to an RFP process?
• What factors are contributing to the low number of applicants to this and other city-
issued RFIs and RFQs?.
• Will the facility only be available during the regular operating season?
• Does the city expect that the facility will eventually be operated on a year around
basis?
• Is there an expectation that the pricing structure for food items at the café will be
affordable to all Boulder Reservoir users?
• Does the vendor own the kitchen at the facility under the terms of this agreement?
• Appreciate the detailed information provided in the packet.
 B. Operating Budget and Recreation Fee Update

Rhodes presented this item to the Board.

The Board made the following comments/asked the following questions:

• Was the small craft permit that included gate entry eliminated because of lack of
demand?
• Is the goal for the boat permit program 100% cost recovery?
• The increase in SUP rates will affect families with more than one SUP.
• Encourage less impactful activities at the Boulder Reservoir such as SUP and small
craft boating.
• Is it standard to increase Boulder Reservoir fees for residents 10% per year?
• Why is there no differentiation between resident and non-resident boat storage fees at
the Boulder Reservoir?
• The Flatirons Gold Course rate for 18 holes is very reasonable and meets comparable
pricing.
• Appreciate keeping the junior golf rate steady and looking forward to investigating
pricing for adult learner packages.
• Is annual golf pass price increasing in 2019?

Agenda Item 7: Matters from the Department

A. Harbeck-Bergheim House Update

Haley and Briggs presented this item to the Board.

The Board made the following comments/asked the following questions:

• Did the original property purchase require the property to remain in public ownership
in perpetuity?
• Does the city have an idea of a preferred “type” of tenant that meets community ideals?
• If the determination is to lease the property, what input has the community given
regarding a potential future tenant of the house?
• Procedurally, what happens if PRAB does not support staff’s recommendation
regarding the future of the property?
• Concern that even with extensive outreach, a limited number of community members
have provided input on the future of the property.
• Is staff considering all the options the community has generated?
• Is the first decision to be made whether to sell, lease or keep the property?
• Has the city studied all the options and possibilities regarding retaining the building?
• Challenge of choosing one of the options without knowing whether there are ideal
tenants or buyers already available.
• Consider and evaluate the “keep” option more extensively.
• Consider including the Harbeck-Bergheim House conversation in other city
 engagement processes to broaden the outreach.
• Outreach effort have been extensive but still only reaching a limited number of people.
• PRAB could consider unmet city recreational and other needs if not hearing feedback
from the public.

B. Options to Update and Improve the City’s Mosquito Management Program

Abernathy presented this item to the Board.

The Board made the following comments/asked the following questions:

• Support staff recommendation and appreciate the detailed information provided to the
board.
• Is the city considering introducing non-infectious mosquitos into the city’s mosquito
population?
• Appreciate the ecologically comprehensive nature of the information and recommendation.
• Did staff receive any feedback about the recommendation from the city’s regional partners
or the County Health Department?

C. Guidelines for Cyclocross in Urban Parks

Rhodes presented this item to the Board.

The Board made the following comments/asked the following questions:

• How does the turf get remediated after a cyclocross event?
• Is there an opportunity to dedicate a specific area of park land to cyclocross?
• How does the city intend to enforce the cyclocross guidelines?
• Are the guidelines enforceable by law?

Agenda Item 8: Matters from the Board

A. PRAB Retreat – Part One – Deferred to October 26 (PRAB Retreat)

B. PRAB Community Engagement Updates – Deferred to next meeting.

Adjourn: There being no further business to come before the Board at this time, the meeting was
adjourned at 8: 18 p.m.

Approved by: Attested:

_________________________ ________________________
Tom Klenow Sarah DeSouza

Board Chair Board Secretary

Date _____________________ Date ____________________

 CITY OF BOULDER
PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM

MEETING DATE: November 19, 2018

AGENDA TITLE: Public Hearing and Consideration of a Motion to Approve the

Boulder Reservoir Café Lease Agreement with Spice of Life Catering LLC

PRESENTERS:
Yvette Bowden, Director, Parks and Recreation
Alison Rhodes, Deputy Director, Parks & Recreation
Jeff Haley, Design, Construction and Community Engagement Manager
Margo Josephs, Manager of Community Outreach and Partnerships
Keith Williams, Regional Facilities Manager
Stacy Cole, Boulder Reservoir Site Manager

EXECUTIVE SUMMARY:
This item seeks the support and input of the Parks and Recreation Advisory Board
(PRAB) regarding the proposed lease and operation of a café to be constructed during
2019 as part of the Boulder Reservoir Visitors Center project. Resulting from a
competitive process, this public-private partnership opportunity was developed over
several months with the preferred operator, Spice of Life Catering LLC, a Boulder-based
award-winning catering and special events company. The parties have negotiated in
good faith and propose a lease with a term of September 1, 2019 – December 31, 2023 as
further described in this document.
Through this action item, PRAB will be asked to consider a motion supporting this
multi-year lease arrangement which would be subsequently communicated to City
Council and the City Manager.

Suggested Motion Language:

Motion to approve the Agreement between the City of Boulder Parks and Recreation and
Spice of Life Catering LLC and to authorize the City Manager to make minor
amendments prior to or during the term of this agreement in order to ensure that the
Boulder Reservoir Café is managed in a manner that is consistent with applicable laws
and the policies and regulations of the City of Boulder.

V-A
AGENDA ITEM #______PAGE___1____
BACKGROUND:

Over several years, the department has explored and documented asset deficiencies at the
Boulder Reservoir which are more fully described in the Boulder Reservoir Master Plan
and department capital improvement plans (2012-2018). In 2016, staff conducted
extensive additional community engagement related to Boulder Reservoir capital
improvement priorities identifying community desires in our fiscally constrained budget
environment. This engagement and outreach included public meetings, open houses,
outreach to neighbors, current customers and stakeholder groups, on-line surveys, and
maintenance of a webpage dedicated to reservoir planning efforts. The Boulder
Reservoir Visitor Center concept plan (the “Concept Plan”), reflecting the community’s
preferred option for the next phase of site improvements, was unanimously approved by
PRAB during the January 23, 2017 meeting and subsequently approved by City Council.

The Boulder Reservoir Visitors Center project, now through first phase permitting and set
to begin construction in early 2019, includes an improved and accessible south beach area
with replaced bathing facilities, a patio with shade areas and café as well as identified
future improvements such as an inclusive play area, boardwalk and potential indoor event
space expansion (emphasis added). The department’s $4M department investment has
been included in the department’s 2018-2023 capital improvement plan. Those funds are
supplemented by an ongoing capital campaign being conducted by the department’s
nonprofit partner, the PLAY Boulder Foundation, toward funding of the inclusive play
amenity, shade areas and the accessible boardwalk.

Specific to this Action Item, PRAB should also be aware that the department hosted an
August 2016 listening session seeking feedback regarding potential public-private
partnership opportunities at Boulder Flatirons Golf Course, the Civic Area and, most
pertinent to this memo, the Boulder Reservoir. The listening session invited area
commercial retail developers and hospitality, brewery, catering and food and beverage
companies (including, but not limited to, local food truck vendors and parties currently
operating city-owned facilities) to give input as to ways future city capital improvement
efforts might include third-party partnership opportunities enhancing site visiting
experiences and aiding in the financial sustainability of department operations. That
session was attended by roughly thirty local business representatives. During the
listening session, staff was able to identify widely-held perspectives and topics of interest
to prospective partners including property ownership, capital expenses and construction
responsibility, revenue share expectations, parking, branding, alcohol licensure, and
public access expectations. As aligned with the community supported Concept Plan, staff
utilized this feedback to initiate a process identifying a suitable vendor in exploring the
Boulder Reservoir Visitors Center café as a public-private partnership opportunity.

ANALYSIS:

A Request for Information solicitation (RFI No. 34-2017) was developed and issued
through the city’s purchasing department on May 5, 2017 seeking concepts from
potentially interested entities. That document was subsequently refined as a Request for
Qualifications again published by the city’s purchasing department on November 17,

V-A
AGENDA ITEM #______PAGE___2____
2017 (RFQ No. 121-2017). Spice of Life Catering LLC (SOL), has been deemed
qualified by staff and was invited to participate in formal negotiations which resulted in
the Lease Agreement that is the subject of this action item.

About the Lessee -

SOL is a Boulder-based catering and events company with close to thirty years of
experience in the Front Range. SOL has been recognized with the Boulder Daily
Camera’s “People’s Choice Award” in catering (1999-2017) and has been named
Boulder Weekly’s “Best of Boulder” catering awardee from 2000-2017. The company
has a “green initiatives” program espousing many of the city’s own sustainability
practices. In addition, the company has a prior tenant experience with the city and has
previously held event-related and facility-related alcoholic beverage licensure in the city
with no prior cited infractions.

Agreement Terms Overview -

The Boulder Reservoir is a department asset and a unique public amenity. The
development of a café as part of the Boulder Reservoir Visitors Center redevelopment
project is considered an ancillary use of the property and is anticipated as part of the
PRAB-approved Concept Plan. Under the negotiated terms of the proposed agreement,
the café would remain a City of Boulder property and department asset. The parties
have negotiated in good faith codifying a mutually beneficial model for the completed
development and ongoing operation of the café thereafter. As the facility is still to be
constructed, the proposed lease includes intent language addressing critical commitments
of the parties prior to receipt of certificate of occupancy for the project’s capital
improvements.

The parties have further developed a mutually beneficial revenue and expense share
model preserving the visiting public’s use and achieving other tenets of the department
Master Plan. An overview of the proposed terms follows and is more fully described in
the draft Agreement (Attachment A).
• Café Facility and Brand Ownership - City of Boulder
• Term - Five (5) years with renewal option(s)
• Capital investment – City of Boulder (construction and fixed infrastructure); SOL
to provide impermanent kitchen infrastructure, serve ware and all associated
staffing.
• Seasonal Operation-- May-September annually throughout the Term (which
operating hours and season may be extended as the parties subsequently agree in
writing)
• Rent and Common Area Maintenance fee charged to and paid by SOL monthly
each Season during the Term; base rent escalation of 3%/annum
• Exclusivity – Café operations and services anticipated by this agreement are
confined to the Café and patio area of the Boulder Reservoir Visitors Center
project. Exclusive of alcohol licensure, if and as awarded, the city reserves the
right to contract with other entities to provide food and nonalcoholic beverage
services elsewhere on the reservoir property and offseason.

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This proposed public-private partnership arrangement:
• Enhances the service and business model of seasonal concession operations at the
Boulder Reservoir as desired by the community and reflected in the PRAB and
Council approved Boulder Reservoir Visitors Center concept plan;
• Ensures public access and allows for supplemental use of the facility beneficial to
the operator and the city;
• Codifies the operator’s intent to invest in impermanent infrastructure (kitchen
appliances and furnishings) offsetting such investments by the city;
• Codifies the operator’s intent to support expansion of the Boulder Reservoir patio
to accommodate supplemental use of the site as a test-fit exploration of future
phased Concept Plan event space at the Boulder Reservoir;
• Anticipates the operator’s pursuit of a licensure for the sale, service and
consumption of alcoholic beverages at the café; and
• Aligns with Master Plan direction concerning the financial sustainability of the
department’s facilities and programs (Master Plan Theme 3D – leverage
partnerships to increase funding and optimize service provision) as well as the
Boulder Reservoir Business Plan.

Continued Concession Services Through Construction and Other Site Partnership

Efforts-

The Boulder Reservoir has featured affordable seasonal concessions as part of the site’s
operation for many years offering lite fare, limited shade and no indoor seating. Similar
to the proposed agreement, the current concession program serves visitors only during the
swim beach season providing an array of affordable beach-friendly fare. The current
vendor’s agreement runs through November 30, 2018 and that operator has been formally
notified of anticipated discontinuation of their license agreement in anticipation of the
site’s redevelopment. That vendor was invited to participate in the RFI, RFQ and finalist
interview processes associated with this selection ultimately choosing to withdraw in
favor of another opportunity with the city at Flat Irons Golf Course.

The department has explored enhanced public private-partnerships at Boulder Reservoir

for several years. As with the proposed agreement, these arrangements seek to improve
site efficiency and sustainability while enhancing the overall visiting experience. For
example, visitors to the Boulder Reservoir currently enjoy and array of youth camp and
small craft programming provided respectively by Boulder Community Sailing and
Rocky Mountain Paddle Board. These companies operate through contracted revenue
share operations with the department which were similarly sourced through competitive
processes.

The community also substantially benefits from the ongoing partnership the department
has with its nonprofit partnership organization, the Boulder PLAY Foundation. That
organization is currently engaged in an independent capital campaign fundraising toward

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the inclusion of the inclusive playground and boardwalk features of the Boulder
Reservoir Visitors Center project.

Finally, the department recognizes that the Boulder Reservoir is highly valued by many
other groups who regularly utilize the facility’s features. Of particular note, members of
the community interested in the creation of site crew-related storage capacity have
expressed those desires to staff, PRAB and Council. PRAB should be aware that staff
continues to work with these interested stakeholder groups through the completion of the
South Shore Site Management Plan and including exploration of impermanent
infrastructure which may meet such needs as the property continues to evolve.

Response to earlier PRAB Input –

PRAB expressed general support for the Lease Agreement through the October 22, 2018
Discussion Item inquiring as to the following topics:

• Solicitation opportunity awareness/selection process – As the Boulder Reservoir

Visitors Center Café lease opportunity was positioned as a public-private
partnership effort and not a strict vendor solicitation, staff did not limit the
opportunity to a traditional Request for Proposal (RFP) solicitation process.
Rather, the process began with the 2016 listening session and included the RFI
and RFQ processes described in this memo and the earlier Discussion Item memo.
Staff is confident that a myriad of potentially responding organizations were
aware of this opportunity including, but not limited to, the current Boulder
Reservoir concession operator.
• Menu affordability – Throughout the selection process and subsequent
negotiations, staff has stressed the expectation that café offerings be affordable
and suitable to the Boulder Reservoir current customer base. Section 3(K) of the
Agreement provides greater detail as to the café’s menu considerations. Staff
anticipates review of SOL’s conceptualized café menu in advance of opening.
• Use of café off-season – The agreement anticipates normal café operations
between May 1st and September 30th annually each term (applicable minimal
operating hours). The agreement assumes that the city retains the right to
otherwise utilize or rent the café. This may include use for city-secured meeting
reservations and/or public use. The agreement also allows for extension of the
Season or operating hours as the parties might agree in writing which amendment
would require the approval of the City Manager.
• Tent Amenity use – The Boulder Reservoir Concept Plan anticipates phased
improvements based on the community’s long-term vision and recognizing the
many uses occurring regularly at this site. For example, the plan included a
possible expansion of indoor/outdoor event space somewhat separated from the
existing public café where larger events such as weddings, race-related viewing
areas and/or indoor/outdoor programming might occur (‘building C’). That
expanded area is not included in the scope of the Boulder Reservoir Visitors
Center Project. Nevertheless, the parties agree that testing the market and
viability of such a venue through impermanent infrastructure presented both a

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 planning and business opportunities. To that end, the Tent Amenity component of
the Agreement was conceived. The Agreement reflects the parties’ intent that
SOL will fund the Tent Amenity infrastructure and that the city have access to the
Tent Amenity for city-programming and use purposes when not reserved for SOL
use. Such uses by the city might include, but are not limited to, shade area
program space for seasonal youth camps, morning fitness programming, volunteer
event staging and the like.
• Degree of Exclusivity – The Boulder Reservoir is a public space. The Agreement
reflects the parties’ intent and expectation that the visiting public will continue to
enjoy this regional Parks & Recreation asset. SOL exclusivity is specified to
coincide with any approved alcohol service area perimeter and/or the successful
operation of SOL event catering at the Tent Amenity. The city retains the right to
contract with other food vending operations necessary to meet the needs of
visitors to other areas of the property, off-season or during hours not covered by
the Agreement.

SUSTAINABILITY IMPACT:
The proposed Lease Agreement aligns with city sustainability requirements and will
support zero waste initiatives.

FISCAL IMPACT:
The Lease Agreement increases and stabilizes anticipated department revenues related to
site concessions while providing a beneficial business opportunity for the Lessee. In
addition to more than doubling the seasonal concession related revenues derived by the
department compared to prior arrangements, this Lease Agreement more sustainably
addresses the costs of common area maintenance, creates city passive income opportunity
and supports the city general fund through anticipated retail sales tax revenues generated
by the Lessee.

STAFF TIME:
Existing staff will manage all aspects of this License Agreement’s City responsibilities.

STAFF RECOMMENDATION:

Suggested Motion Language:

Staff requests PRAB’s consideration of this matter and action in the form of the
following motion:

Motion to approve the Agreement between the City of Boulder Parks and Recreation and
Spice of Life Catering LLC and to authorize the City Manager to make minor
amendments prior to or during the term of this agreement in order to ensure that the
Boulder Reservoir Café is managed in a manner that is consistent with applicable laws
and the policies and regulations of the City of Boulder.

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NEXT STEPS:
Staff will consider PRAB and the public’s feedback and make any necessary revisions to
the proposed agreement. If approved, staff will present SOL with a final version of the
Lease Agreement. That agreement, based on the proposed length of term would then be
presented On Consent for City Council’s approval on or about January 2019 in
anticipation of fall 2019 opening of the Boulder Reservoir Cafe. A firm opening date
may be delayed until 2020 based on construction. In such instance, the parties may
adjust the Agreement to reflect such an amendment to the Agreement Term description.

January 22, 2019 TENTATIVE - City Council Item on Consent/Heads Up

2019 Facility construction

ATTACHMENTS:
A – DRAFT Lease Agreement between City of Boulder and Spice of Life LLC - Boulder
Reservoir Café

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AGENDA ITEM #______PAGE___7____
 Attachment A

RESERVOIR CAFE LEASE

THIS CONTRACT is made this_ day of ____ 201_ by and between the City of
Boulder, Colorado, a Colorado home rule city (the "City") and A Spice of Life Catering, a
Colorado limited liability company (the "Contractor") (collectively, the "Parties").
RECITALS
A. The City owns and operates the Boulder Reservoir (the "Reservoir") located at
5565 Reservoir Road in Boulder, Colorado.

B. A cafe and patio will be constructed in 2019 at the Reservoir (the "Cafe") the
premises as depicted in Exhibit ___, with an anticipated construction completion date of
August 2019 and an anticipated first full season of operation in 2020.

C. The City desires to provide food and beverage services at the Cafe, available to
visitors using the Reservoir, and such other ancillary use, operation and maintenance of the Cafe
as described in this Contract Contractor is willing and able to prQvide such services.

D. Prior to commencement of services, Contractor shall purchase non-permanent

fixtures and equipment necessary for the performance of services and as set forth in this
Contract. The Cafe will also include a Tent Amenity located on the patio. During the
construction period, Contractor will fund the cost of the patio area extension; including rental or
purchase of the approximate 40' x 100' tent, any required anchors, utility access serving that
portion of the patio and any fencing or barrier necessary to define the premises. In addition,
Contractor shall be responsible for all aspects of the Tent Amenity including but not limited to
mai_ntenance and storage. As set forth in this Contract, City shall also be provided use of the
Tent Amenity for a variety of uses, including but not limited to community gatherings, youth
camps, special events, and other programming uses.

E. Contractor shall pay rent and community area maintenance ("CAM") fees and
retain all revenues for food and beverage sales at the Cafe and catering through ancillary uses as
set forth in this Contract.

COVENANTS AND CONDITIONS

NOW, THEREFORE, in consideration of the promises and obligations set forth below,
the City and Contractor agree as follows:

1. OBLIGATIONS DURING CONSTRUCTION & PRIOR TO CAFE

OPERATIONS

A. The Parties desire a Cafe site, equipment, appliances, and furniture

selections that will meet their mutual business interests. The Parties agree to work together to
identify reasonable and cost-effective solutions for final finishes and construction. This
1
TO: Parks and Recreation Advisory Board

FROM: Yvette Bowden, Director, Parks and Recreation Department

Alison Rhodes, Deputy Director
Jeff Haley, Planning, Design and Community Engagement Manager

SUBJECT: Matters from the Department

DATE: November 19, 2018

A. Capital Projects Update

Staff is currently in the process of completing a variety of projects that were funded in 2018 and
included in the department’s work plan. Similarly, many projects are in the final phases of
planning and permitting to begin construction in 2019. Staff will provide the PRAB with a brief
presentation at the November meeting to outline the status of 2018 projects, outline the schedule
for what is planned in 2019 and discuss key highlights of the department’s capital projects.

3198 Broadway, Boulder, CO 80304 | www.boulderparks-rec.org | O: 303-413-7200