PUBLIC HEARING 4. The Board President will open and state the purpose of the Public Hearing

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1 MAMMOTH LAKES RECREATION (MLR) Special Board Meeting Wednesday, October 27, 5pm Mammoth Lakes Town Council Chamber Suite Z Mammoth Lakes, California NOTE: In compliance with the American with Disabilities Act, if you need special assistance to participate in this meeting, please call (760) Notification 48 hours prior to the meeting will enable MLR to make reasonable arrangements to ensure accessibility to this meeting. (28CFR ADA Title II) NOTE: All comments will be limited by the President to a speaking time of five minutes. (5pm) ROLL CALL Board Members: Colin Fernie, Tom Johnson, Gary Morgan, David Page, Drea Perry, Teri Stehlik, Danna Stroud and Brent Truax. (5:05pm) PUBLIC COMMENTS (On Items not on the Agenda) (5:10pm) ADMINISTRATIVE ITEMS 1. Approval of Agenda 2. Approve minutes of October 5 th, 2015 Board Meeting 3. Finalize Top Tier Project Matrix as aligned with MLR deliverable #3 to prepare and provide to the Town an MLR strategy and prioritized list of primary amenities recommended to be supported with Measure R & U Funds by December 2015 PUBLIC HEARING 4. The Board President will open and state the purpose of the Public Hearing TOML Municipal Code Recommendation for expenditure of funds. The tourism and recreation commission, or such other commission or committee as is hereafter designated by the town council, shall annually conduct at least one public hearing where it takes public testimony as to how tax revenues collected under the Mammoth Lakes Mobility, Recreation, and Arts and Culture Utility Users Tax Ordinance should be expended. After accepting such public input, such commission or committee shall make written recommendations to the town council as to how such tax revenues should be expended. Prior to expending such tax revenues as have not been earlier committed, the town council shall consider the recommendations of such commission or committee report. a. The public will have the opportunity to present their comments b. The Board President will close the public hearing c. The MLR Board will complete their deliberations ADJOURNMENT To the next meeting of the MLR Board on 5pm. I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the Mammoth Lakes Tourism & Recreation Building outside showcase not less than 72 hours prior to the meeting dated Rich Boccia; MLR Executive Director

2 ROLL CALL Mammoth Lakes Recreation September 14, 2015, Board Meeting Minutes Mammoth Lakes Tourism and Recreation Office Conference Room President Stroud called the meeting to order at 5:03 p.m. at the Mammoth Lakes Tourism and Recreation Conference Room, 2520 Main Street, Mammoth Lakes, CA. Present: Danna Stroud, Teri Stelik, Tom Johnson, Drea Perry, Brent Truax. Colin Fernie arrived at 8:05 p.m. PUBLIC COMMENT None. ADMINISTRATIVE ITEMS 1. Approval of Agenda 2. Approve the minutes of Aug. 31, 2015, with an amendment regarding Tom Johnson s golf game. (M Teri, S Drea, 5-0) 3. Approval of new Board members: a. Truax gave a background of the interview process and the final recommendations. Candidates that were not chosen were asked to stay involved in MLR in other capacities. b. Motion to approve Danna Stroud (M Truax, S Perry, 4-0, Stroud abstain) c. Motion to approve Teri Stelik (M Perry, S Johnson, 4-0, Stelik abstain) d. Motion to approve Gary Morgan (M Truax, S Stelik, 5-0) 4. Reorganize of the MLR Board (nominating President, Secretary and Treasurer) a. President: Danna Stroud nominated (M Stelik, S Johnson, approved 3-1, Stroud abstain) b. Secretary: Tom Johnson nominated (M Teri, S Perry, approved 4-0, Johnson abstain) c. Treasurer: Brent Truax nominated (M Johnson, S Stelik, approved 4-0, Truax abstain) 5. Board Committee Assignments was moved to November 3, 2015, meeting due to the rigorous board agenda. 6. Mammoth Arts & Culture Project Presentation by Evan Russell a. Russell providing an updated overview of the progress of the Mammoth Arts & Culture Center. One of the deliverables for MLR is to make a recommendation to the Town Council regarding the readiness of supporting the forward progress of this project. There were a number of questions and comments from the Board: i. There were comments regarding the overall Measure C budget and the associated expenditures with reference made to the Grand Jury Report ii. There was a question about the size of the theater and why it was being built to accommodate 300 seats and not a larger 500 seat theater. Evan indicated that the additional seating would cost an additional $1.5 million and there is limited funding. iii. There was a comment about the culinary arts kitchen that had been originally planned for the facility with Evan responding that it became too expensive and the project was scaled back. iv. There was a reference to two theaters that Evan is attempting to model this project on.

3 Mammoth Lakes Recreation September 14, 2015, Board Meeting Minutes Mammoth Lakes Tourism and Recreation Office Conference Room v. Evan referred to the Operating Agreements, which are being developed and reviewed by legal counsel at this time, which are requirements for the project. vi. There is an amount still to be determined about the annual ongoing costs for operations and maintenance between $300,000 and $500, Review and consider approving the Multi-Use Task Force Report: Rich Boccia presented the recommendation from the Task Force regarding the Multi-Use Facility. The Agenda Bill says The MLR Board of Directors approve the recommendations of the Multi-Use Task Force to include construction of a new Multi-Use Facility on the town owned Mammoth Creek Park West property and to support the recommendation to not pursue a temporary shade cover due to the costs that could be earmarked for the construction of a new facility. a. There was an active conversation between board members, town staff and members of the community with comments regarding the background of the project and that emphasis should be on a new facility. b. Conversation regarding a shade structure focused on requesting more time to gather information regarding affordability, and use during summer and winter. c. A motion that the MLR Board of Directors approves the recommendation of the Multi- Use Task Force to include the construction of a new Multi-Use Facility on the town owned Mammoth Creek Park West property was made. (M Traux, S Stehlik, passed 4-1). d. That the MLR Board of Directors not pursues a temporary shade cover unless there is a low cost bid that meets all of the compliance codes for the Town and the school districts. (M Truax, S Johnson, passed 4-1). 8. Create a Top Tier Project Matrix a. The Board began the work of determining the readiness of top tier projects, which is one of the deliverables. The board worked through an exercise that included the review of project executive summaries, of the project filters, and began to outline the opportunities, the constraints, the missing key elements, external factors and the budget. This exercise was similar to the one crafted by the Multi-Use Facility Task Force. The Board spent a good deal of time working through the matrix and began to address the Multi-Use Facility, Shane s Inspiration and the Aquatic Center. There were stakeholders in the room that were able to participate in this exercise which the board encouraged further engagement by all groups and in this case Ralph Lockhart from Snowcreek Athletic Club and Patty Stump representing Shane s Inspiration. The Board agreed to continue this exercise at a Special MLR Board Meeting scheduled for October 27, 2015, held in Suite Z as an element of a public hearing process. 9. TOML Council-Staff-NGO Strategic Priorities Alignment Refinement Exercise a. The review of the 2025 Vision Elements included the following comments from the Board: i. Bullet number 5 should be separated into three elements a. The Town has a reputation for leadership and getting things done, b. We have a vibrant powerful K-14 school system and, c. We have a culture of stewardship toward the mountains and trails.

4 Mammoth Lakes Recreation September 14, 2015, Board Meeting Minutes Mammoth Lakes Tourism and Recreation Office Conference Room b. The review of the Core Community Values included the following comments from the Board: i. Safe Vibrant Inclusive Community does not reflect the need to embrace the diversity of this community that builds trust ii. The grey shaded area under the Safe Vibrant Inclusive Community restates the top yellow box iii. Hard Assets add a 2025 Goal - to maximize the programming of our facilities iv. Enhance Municipal Capacity functional strategic development of programming and modify powerful to indicate public/private partnerships to upgrade and provide a top tier projects to include an aquatic center, community center, recreation center, field house, arts and culture center v. Diversify Economic Development functional Develop the recreation economy by creating commitment events, focus on the arts and culture, support recreation products and be a driver for business through research and development c. The board identified potential concerns, issues and obstacles to include land resources, time and money, partnerships, political will, politics, the status quo, alignment, leadership, accountability and ourselves. 10. Financial Reports were reviewed and accepted as submitted. 11. Committee Updates a. Allocations: The Allocation presented their recommendations for next steps to include a fall allocation process for Special Events only. After much discussion and review of past fiscal year funding for all events and programming it was agreed that the Allocation Funding Cycle would be all inclusive with a short window to open on October 19 th and close on November 6 th. The Board reviewed the application packet and made minor revisions based on the application packet that was created and used in last year s funding cycle. The board was reminded by the Committee that if an applicant did not submit a summary performance report. b. Communications: The Communications Committee provided a brief update on the progress of the branding work being conducted by the vendor, Lot 42 Design. c. Mammoth Trails: Joel Rathje, the Mammoth Lakes Trails Coordinator, provided a brief update about the progress of his work with the committee and is scheduled to make a presentation to the Board at the November meeting. d. Reconciliation: A brief update indicating that the reconciliation process from the past fiscal year is almost complete and would be providing more information to the board at the November meeting was provided. 12. The board took action to move the MLR Board meetings to the first Tuesday of every month, starting November 3, 2015, (M Stehlik, S Fernie, 6-0). a. There was discussion regarding finding a new meeting space with more room. REQUEST FOR FUTURE AGENDA ITEMS Board Committee Assignments Limit the length of board meetings to three hours

5 Mammoth Lakes Recreation September 14, 2015, Board Meeting Minutes Mammoth Lakes Tourism and Recreation Office Conference Room Review and consideration of adopting an employee handbook Review and consideration of adopting an employee medical insurance plan Finalize Top Tier Readiness Matrix ADJOURNMENT There being no further business to come before the Board of Directors, the meeting was adjourned at 10:35 p.m. Respectfully submitted, Lesley-Anne Hoxie Executive Assistant Mammoth Lakes Recreation

6 Mammoth Lakes Recreation Top Tier Project Filter Matrix October 5, 2015 October 27, 2015 November 3, 2015 The objective for this exercise is; (a) To determine if the project is shovel ready? This would include that the location for the facility has been approved by council if required, that the environmental and planning reviews have been completed, that the conceptual designs are complete, that there is funding for the construction, maintenance and operations, and that it has been programmed. (b) To determine what information is needed on each of these projects to confirm readiness. Project Name Exec Sum Filter Opportunities Constraints Missing Key Elements External Factors Budget Build / O & M Multi-Use Facility Yes Yes Construct new facility on town owned land Potential Litigation Is it a true multi-use facility? Environmental Reviews Annual O & M Design Town Council Directive $2.1 - $2.3 mil $250,000/yr. Community Center Yes Yes Construct new facility on town owned land Environmental Reviews Annual O & M Design The present Community Center needs extensive work on the facility $5.3 - $5.5 mil $150,000/yr. Mammoth Arts & Culture Yes Yes Provides a home for the performing arts Has financial support Completed EIR Maximize partnerships for year round programming Requires long term O&M financial support Legal Agreements Programming Partners Business Plan Create a PR Campaign to show the community what is being planned $7.5 mi $300,000/yr. 1

7 Event Center No No Potential Revenue Stream Land Location Feasibility Study Aquatic Center Yes Yes Leverage with a private partners and existing facilities Conceptual designs High Altitude Training Year Round Use In town Infrastructure County funding Feasibility Study Public/Private Partnerships Presently located at Whitmore Current O&M at Whitmore is $97,000/yr. High Altitude Training No No Branding Opportunities Expand elite training Natural amenities Track & Field Needs phase two funding Shane s Inspiration Yes Yes Redesign parks do we want something in each park? (Brad) Leverage Funds for special needs Synergy with Wounded Warriors Funding Finalize Site Complete Agreement Brad to Present Community support $1,000,000. Biathlon Training Center No No An established base Community Champion Altitude 2

8 Field House Yes Yes Leverage with a private partners and existing facilities Conceptual designs High Altitude Training Year Round Use In town Infrastructure Leveraging private partners Feasibility Study Public/Private Partnerships Niche Projects Programming Boccia 3