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HomeMy WebLinkAbout2000-0327 Parks & Rec. MIN City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES March 27, 2000 ATTENDANCE: Present: Absent: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Laurie MacGraw, Council Liaison Don Laws, Director Ken Mickelsen None I. CALL TO ORDER Chair MacGraw called the meeting to order at 7:00 p.m. at the Council Chambers, 1175 E. Main. II. ADDITIONS or DELETIONS TO THE AGENDA Director Mickelsen suggested that if there were not additional items which needed to be addressed under Public Participation, that the first item under New Business, approval of SOLC monitoring report on Oredson/Todd Woods be brought forward to that place on the agenda. There was no objection from Commissioners. III. APPROVAL OF MINUTES Reaular Meetina - February 21,2000 Commissioner Jones made a motion to approve the minutes of the February 21,2000 Regular Meeting as written. Commissioner Coppedge seconded. The vote was: 5 yes - 0 no Special Meetina - March 8, 2000 Commissioner Eggers requested that a correction be made to the minutes in the paragraph on page two prior to the motion. Regarding her statement related to public input, she said that the second sentence should read, "...in the future she would like for staff to seek input from the appropriate citizen committees before the Commission is asked to take action rather than after- the-fact." Commissioner Coppedge made a motion to approve the minutes of the Special Meeting of March 8, 2000 as corrected. Commissioner Landt seconded. The vote was: 5 yes - 0 no IV. PUBLIC PARTICIPATION Reauest for AHS classroom project reaarding pathway at Triangle Park Commissioners having reviewed a letter from the Catalyst Classroom at Ashland High School dated March 20, 2000 which outlined the idea of incorporating mosaic tiles into the pathway through Triangle Park, Chair MacGraw asked Sharon Dvora, student art teacher for the class, to speak to the Commission about the proposed project. Ms. Dvora said that she had hoped to be able to bring some of her students to the meeting but, due to spring break, they were not available. She indicated that, if the Commission were inclined to consider the project, she would like to be able to bring the students to the next meeting as part of the process of having the project approved. Regular Meeting - Mamh 27, 2000 Page 2 of 7 Ashland Parks and Recreation Commission Proposal for pathway throuclh Trianc~le Park - continued By consensus, Commissioners said that they would like to hear a brief presentation from Ms, Dvora this evening but would also like to have the students make a presentation before a final decision is made. Ms. Dvora said that her students had been presented the task of deciding on a project which would benefit the community. She said that the students had brain stormed ideas and had come up with the idea of incorporating mosaic tiles into the walkway at Triangle Park. She said that the students use the park and are quite aware that the pathway is in need of repair. Having spoken with Director Mickelsen, she said that she is aware that there are no specific funds which have been allocated to repair the walkway at this time. However, if the Commission approved the concept, the students could work on the tiles which could be stored until such time that the walkway was scheduled to be repaired. She presented some rough sketches of the path inlayed with "triangle" shaped tiles and briefly discussed possible themes for the tiles themselves. Commissioner Landt suggested that when the students come to make their presentation that included within the information would be a comparison between the cost of including the tiles in a new walkway and simply replacing the walkway without the tiles. He also commented that because the currently existing 3' wide path is substandard that perhaps the width could be adjusted appropriately. He said that the class could work with Department staff on both those items prior to the next Commission meeting. Commissioner Eggers commented that she thought it was a very interesting idea as a gift to the community. She also suggested that Ms. Dvora work with staff to determine whether or not there was sufficient flexibility in the Department's budget to consider the project sooner rather than later so that, if the project were approved, the students who create the tiles would have the opportunity to see them put in place. She also suggested that use of volunteers might help to defray some of the cost. Ms. Dvora said that there were many knowledgeable persons in the community who might like to volunteer to help on the project. Commissioners Coppedge and Jones also indicated general support for the concept. Chair MacGraw said that the Commission would look forward to the students' presentation at the next Regular Meeting. Open Forum None SOLC Report on OredsoNTodd Woods and Siskivou Mt. Preserve Having reviewed a report prepared by Tom Burnham of the Southern Oregon Land Conservancy dated December 30, 1999, concerning periodic monitoring of the properties related to conservation easements held by SOLC, Commissioners asked staff for comment. Director Mickelsen said that the SOLC Board approved the report in February 2000 and was requesting that the Commission also approve it. He said that Jeff McFarland, Department Forestry Specialist who had worked cooperatively with Mr. Burnham on the report, was present to ask any questions the Commission might have. Mr. McFarland said that SOLC is requesting a more formal monitoring of the conservation easements both for the Oredson/Todd Woods and the Siskiyou Mt. Preserve, a 110 acre piece of property (Parcel 11 ) which is a part of Siskiyou Mountain Park and adjacent to the Regular Meeting - Mamh 27, 2000 Page 3 of 7 Ashland Parks and Recreation Commission MOTION SOLC monitorincl report on Oredson/Todd Woods - continued Oredson/Todd Woods. In response, he and Tom Burnham, an SOLC Board member, walked the properties late last year to assess their condition. The report which SOLC is asking the Commission to approve is a result of that assessment. He said that staff had no difficulties with the report as presented and recommended that the report be approved. Indicating that she was aware that Mr. McFarland keeps in close touch with the Forest Commission, Commissioner Eggers said that as the guidelines associated with the Ashland Forest Plan are updated or modified, she would like for staff to be aware and make the appropriate changes. Mr. McFarland confirmed that staff stays in close touch with the Forest Commission and implements changes to maintenance practices as needed. Inquiring about the report's recommendations related to the Oredson/Todd Woods which call for removal or covering a concrete abutment and removal of a tree house, Commissioner Landt asked about the degree of commitment this would take financially. Mr. McFarland said that the work would take a couple of employees a couple of days to complete and could easily be taken care of within the general maintenance budget. Commissioner Coppedge confirmed that when the report said "the Ashland Forest Plan" it was referring to the updated plan, not the older plan. Mr. McFarland confirmed that it was the updated plan. Commissioner Coppedge made a motion to approve the report submitted by the Southern Oregon Land Conservancy dated December 30, 1999 related to monitoring the Oredson/'l'odd Woods and Siskiyou Mt. Preserve as presented. Commissioner Jones seconded. The vote was: 5 yes - 0 no V. UNFINISHED BUSINESS Utilizina a facilitator for the public Process on athletic field liclhtina at N. Mountain Park Commissioners reviewed a staff memorandum dated March 23, 2000 outlining the process discussed by Commissioners and the public during a Study Session on Maroh 8t" concerning utilizing a facilitator for a citizen involvement process related to athletic field lighting at N. Mountain Park. Attached to the memorandum was a written request from Commissioner Landt that the Commission formalize its decision to utilize a facilitator by passing a motion, and, to consider modifying the role of the facilitator as generally agreed upon during the Study Session. Commissioner Landt's note to Commissioners indicated that he would prefer that the facilitator's first step be to either 1 ) conduct a case assessment to complete the identification of issues, and then assess and recommend optional approaches for addressing and resolving the issues, or 2) convene a series of meetings with selected involved parties to scope the issues and then recommend ways to address them. He also indicated that he had two major concerns about moving forward with the facilitation process which came out of the Study Session: 1 ) That the Commission has not developed a olear scope of work which is critical to the success of any facilitated process, and 2) That, if the Commission follows the scenario outlined at the Study Session, that there would be a good chance that many in the community could feel alienated at the end of the process. He said that, if after numerous meetings, the Commission takes a vote and the result is perceived as being the same as it would have been before the facilitated process, then the losing side would have the perception that they had wasted their time. Regular Meeting - March 27, 2000 Page 4 of 7 Ashland Parks and Recreation Commission MOTION Utilizina a facjlitator for the public involvement process on athletic field liahtina - continued Commissioner Coppedge commented that what she heard at the Study Session was that the public wanted the Commission to get on with the process and that they wanted an open process in which everyone who wanted to be involved could be involved. She said that if the Commission chose to start the process by having the facilitator work with a limited, smaller group that that would not be open enough. She said she felt that even in a larger group a skilled facilitator would be able to bring out all the concerns and that no "pre" meetings were needed. Commissioner Landt said that he did no see his proposal as limiting the community-wide meetings. He said that he simply felt it would be a better organized, more efficient process if the facilitator had the opportunity to meet with a smaller group to clearly identify the issues prior to going to the larger meetings. Commissioner Eggers said that she did not see Commissioner Landt's proposal as contradictory to the discussion which occurred at the Study Session. She said that she understood his suggestion to be more of a two-step process. She understood from Commissioner Landt's comments that the smaller group would assist the facilitator in defining the process. She said that she would have no problem with doing it that way. Commissioner Coppedge said that she would have no problem with Commissioner Landt's suggestion if that were the case. Commissioner MacGraw said that she believed that the staff memorandum dated March 23, 2000 clearly outlines the discussion at the Study Session related to the citizen involvement process and to selecting a facilitator. She said that she saw no need to insert an additional step into the process and making it unnecessarily more convoluted. She said that the process "as is" is straight forward and allows the Commission the opportunity to listen to the community before making a decision. Commissioner MacGraw made a motion to approve items #1 through #6 as listed in the memorandum dated Maroh 23, 2000 as the process which was discussed and supported by the Commission during the Study Session on March 8, 2000 related to the citizen involvement process on the topic of athletic field lighting. Commissioner Jones seconded. Commissioner Jones indicated that she felt that the format as written gives the facilitator a lot of flexibility in determining how the process will move forward. These guidelines would not preclude the facilitator meeting with a smaller group to gain more information if it were needed. Commissioner Eggers said that she felt that there was some confusion because it appeared that some Commissioners saw significant differences in the approach and some did not. She said that she would like for the facilitator to have the option of making recommendations about approaches which either the committee or Commission could choose from. If that were included in the motion, she could vote for it. Commissioner MacGraw said that she believed that flexibility was included in item #5 of the memorandum. Commissioner Landt said that if this discussion on the motion could be added to the motion as a formal amendment that he could then support the motion. He said that he felt that it was important to directly say that the facilitator would recommend the process to the Commission. Regular Meeting - March 27, 2000 Page 5 of 7 Ashland Parks and Recreation Commission MOTION Cm Utilizino a facilitator for the public involvement process on athletic field liQhtina - continued In response to a query from Director Mickeisen related to the scope of work for the RFP, Commissioner Landt said that he felt that instead of a Request for Proposals that a Request for Qualifications would be more appropriate. If that were done, then after the facilitator was selected, the facilitator would have the opportunity to recommend the process to the Commission. Indicating that she felt that the convoluted discussion was drawing the Commission into micro- managing and that items #4 and #5 give the facilitator considerable flexibility, Commissioner Coppedge called for the question on the motion as stated. The vote was: 4 yes - 1 no (Landt) Review of draft policy related to IklhtinQ in the parks and recreation system Commissioners reviewed a memorandum from Commissioner Landt and Director Mickelsen dated February 16, 2000 which outlined the draft of a policy related to reducing light pollution within the Ashland parks and recreation system. As the City is discussing a similar topic for a city-wide policy, Commissioner Eggers inquired whether or not the Commission should adopt this as a "draft" policy. Council Liaison Don Laws said that he would recommend that the Commission move forward to adopt a policy if it chose to do so and not wait for the Council. Based on discussion at a recent Council Study Session, he said he did not believe that the Council was anywhere near adopting a policy. If in the future the City did move forward, the Commission could always modify its policy if needed. Commissioner Landt concurred indicating that if the Commission adopts the policy it will be clear what the Commission stands for related to light pollution. Related to item #2 in the policy, Commissioner Eggers commented that because natural areas probably shouldn't be used at night, how would decisions be made whether or not they should be lighted for "safety"? In response, Director Mickelsen referred to Lithia Park, portions of which could be perceived as natural areas but are also utilized by people to some extent after dark. Commissioner Landt indicated that when he wrote the language he was thinking specifically of Lithia Park because of its high usage. Indicating that she strongly supported the policy and that she would hope that other jurisdictions would consider similar policies, Commissioner Jones made a motion to approve the policy as written in the February 16, 2000 memorandum. (See Attached.) Commissioner Eggors seconded. The vote was: 5 yes - 0 no Update, discussion and deliberation on access route to the Greenway Park node Director Mickelsen said that he had taken the most recent plan for the access route into the Greenway Park node to the Bicycle Commission for review as instructed by the Commission. Commissioners reviewed a memorandum from Maria Harris, Associate Planner, which outlined the Bicycle Commission's comments on the plan. Essentially, the plan was supported with one recommendation: that the sidewalk be directed behind (west) of the parking area rather than running in front of the parking area for safety reasons. Director Mickelsen said that this would relocate the sidewalk to the location represented by the February 17, 2000 schematic drawing. Regular Meeting - March 27, 2000 Page 6 of 7 Ashland Parks and Recreation Commission MOTION Revised desiqn for access mute into Greenway Park node - continued Commissioner Coppedge supported relocating the sidewalk but, indicating that cyclists would also be using the vehicle lanes, wanted to be assured that a reasonable intersection would be created for cyclists to access the Greenway bike path. Superintendent Gies said that, as previously discussed, a "Y" could be created at the intersection which would add that link for cyclists coming off the vehicle lanes, Director Mickelsen said that the Bicycle Commission had also recommended this solution. She said that she could approve the February 17~ design if that adaptation were made. Commissioner Eggers said that at its last meeting the Commission had attempted to modify the plan because it was concerned with safety at that intersection. The result was that they adopted a revised plan at the Special Meeting on March 8t~ that the Bicycle Commission now had questions on regarding safety. In considering this conflict, she wondered if the plan might be modified by "flipping the future parking area" to the opposite side of the walkway. After some brief discussion related to the possibility, Commissioners and staff indicated that they were not clear on how relocating the future parking area would help the plan. Director Mickelsen said that staff could discuss this option with Commissioner Eggers to determine its feasibility. However, due to time contraints needed to get the project started, asked that the Commission adopt the February 17t~ plan with the understanding that a "Y" intersection would be designed to provide the best access for cyclists the plan would allow, Commissioner Coppedge made a motion to adopt the plan for access to the Greenway Park node as depicted in the February 17, 2000 schematic site plan with the understanding that an appropriate intersection would be created for cyclists who want to access the Greenway bike path. Commissioner MacGraw seconded. Commissioner Landt said that he still did not believe that the design was well worked out and that it called for a lot of unnecessary paving. Commissioner Eggers said that she would prefer the concept of '"flipping" the parking lot considered if it would resolve the perceived safety issues. The vote was: 3 yes - 2 no (Eggers, Landt) Review of updated draft of Open Space Map Commissioners reviewed the most recent draft of the revised Open Space map. The intent of the map was to illustrate the existing status of the program as well as clear notations of other public properties such as schools and their facilities. The map also depicted quarter-mile radius indicators related to neighborhood parks. Director Mickelsen said that if the Commission felt that this draft was complete, that is, depicted the current status of the program, the next step would be to set a meeting date whereby the map could be discussed and analyzed in relationship to the goals Of the Open Space/Park Land Acquisition Program. After that was done, the Commission could determine whether or not it wanted to make recommendations to the Council about adding certain properties to the map. With minor suggestions being made to specific details, Commissioners generally agreed that the map represented a complete picture of the current status of the Open Space program as well as other informational material related to the program. Commissioner Fggers stated that at some point, after Council involvement and public involvement, that she would like to see the revised map be used as a means to prioritize purchase of properties, Regular Meeting - Mamh 27, 2000 Page 7 of 7 Ashland Parks and Recreation Commission Vl. NEW BUSINESS Recommendation on renewal of Odd Fellows Buildina lease Commissioners reviewed a memorandum from staff dated March 21,2000 which outlined a recommendation for renewal of the lease agreement with Lloyd Haines related to ingress and egress from the IOOF Building onto Calle Guanajuato. Director Mickelsen said that he, Paul Nolte and Mr. Haines had worked out the recommendation related to the Option to Renew clause in the original agreement. It is being recommended that the renewal be appmved for five years under the following fee structure: $357.75 for the first year with incremental increases each year based upon the current year's CPI. Commissioner Landt said that he felt that the fee structure recommended was rather inexpensive but that he understood that determining a better value would be very complex. His concern was that the property was being under-valued because it had been equated to unbuildable proper~y located in a flood plain. Commissioner Eggers expressed similar concern but indicated that she was willing to pass it on to the Council. MOTION Following brief discussion, Commissioner MacGraw made a motion to approve and to recommend to the City Council that it approve a five (5) year option to renew the lease on the IOOF Building related to the ingress and egress from Calle Guanajuato for an annual fee of $357.75 for the first year and for that amount plus an incremental amount each year based on the current year's CPI. Commissioner Coppedge seconded, Commissioner Landt indicated that he would be willing to defer his concerns related to the fee for the five years indicated in the renewal option. The vote was: 5 yes - 0 no VII. COMMUNICATIONS and STAFF REPORTS Director Mickelsen indicated that staff has had some difficulty determining a date for a Study Session so that the consultants on the Calle Project could update the Commission on the prograss of the project. After some discussion, Commissioners suggested some possible meeting dates. The first date that all could attend would be May 3'd. Director Mickelsen said that he would inquire of the consultants whether or not May 3~ would be too late to meet considering the proximity of this season's construction window. If it were, one of the other dates would be selected. VIII. ITEMS FROM COMMISSIONERS None IX. UPCOMING MEETING DATES and AGENDA ITEMS Chair MacGraw confirmed that the Commission would meet in Executive Session prior to the next Regular Meeting for personnel related items. The next Regular Meeting will be Monday, April 24% The following items were reviewed for the April agenda: update on the fish passage project, employee negotiations, and renewal of the marketplace agreement. X. ADJOURNMENT With no further business, Chair MacGraw adjourned the meeting. Res~ i~L~ Ann Benedict, Business Manager Ashland Parks and Recreation Department