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Home My WebLink About2000-0626 Parks & Rec. MIN City Of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING June 26, 2000 Present Absent~ -~ ]. CALLTOORDER JoAnne Eggel~ Sally Jones, Laurie mcgraw, DIrector Ken M ckelsen Teri ~pp~ge, RId( Landt Chair MacGraw Called the meeting to Order at 7:30 p.m. at the COuncil Chambers, 1175 E. Main. II. ADDnlONS or DELETIONS TO TH~ AC,~NDA Referring to a memorandum dated June 26 2000 related to the bids which were received for Phase One Construction of the Calle Restoration Project, Director MlCkelsen asked that that Item be placed on the agenda Under Unfin Shed;Buslneis Commissioners concurred III. APPROVAL OF MINUTE~ . - IV. V. A. Regular Meeting - MaY 22. COmmissioner Jones made a motion to approve the minutes of the May 22, 2000 Regular Meeting as written. Commissioner Eggers seconded. The Vote was: 3 yes - 0 no B. ' that the report Of the vote On the motion should read ~4 yes- 0 no' as commmrqn r co~pe present to vote. She made a moU0n to approve the minutes as cOrrec'~ed: GornmlsslJ)nerJohes seconded. · The Vote was: 3 yes - 0 no PUBLIC PARTICIPATiON j NOne. UNFINISHED BUSISS BIds for Phi One COnstrUction - CaUf on prolect Director Mlckelsen reported that on JL~ blds were opened for Phase One Construction of the Calle RestoraUon Project. Three bids were received with Meza Const~,~lon out of Ktarnath Falls coming In WIth the low bid of $888,990. SInce the budget for Phase One has been set at $637,000, this leaves a $251,000 shortfall. . In discussing the ~?ids wlti1 the Consultant p, n the project DIrector MId(elsen sail that they did not bellevetil~t~erb|ds ' bereceveojft~eproJectwerere-ti:l. And, because phase one ls dePendent on colr~k~lSJcUw~lldta~'' place dUrirlg summer months when In-strea~ work Is permitted, It would not be possible to reJo~lthe project WIthout puttin(i the wOrk off foF another year, untl the summer of 2001, Therefore, because the project is a Joint CIty and Parks project, he said that he - and CIty Admln strator Mike Freeman had discussed possible ways to finance the project so that the CUrrent low bid could be !ccepted. Essentially, the CIty would unUerwrlte the additional cost MOTION MOTION Regular Meeting - June26, 2000 AShland PaWS and Recreation ~. Page 2 of 3 In fiscal years 2002, 200~, and 2004 to reimburse the CIty for Its CUrrent expenditure. This would Insure an additional $50b',000 for Phase One'of the Calle Project which would COver the bid amount plus any COntingencies mat might arise. DIrector MIcicelsen said mat both me commission and the Council would need to approve this financing mechanism. In disCuSSIOn, the three cbmmlssloners present Indicated strong surprise and "' polntment that the bids had COme In SO much higher than the COnsultants had ~tlffia~ed. Dlrd'c~ ilclcelsen said that the COnsulting firmswere also surprised at hew high the Plds had COme In but that the three bids received were fairly close with Meza Conm~ctiOn ~ ng in as overall low bidder. In breaking down me,project Into cohqponents sbm blc~ers wer~'hfgher In some areas and lOWer In others. COmmissioner MacGraw said that she Would support the proposed financing mechanism because the project needed to be completed this year. COmmisSioner Jon~ald that She would support the funding mechanism but Indicated that If me SiJl~,oOb were achtancecl to the project, if In essence we are borrowing the money over three years, she would like to have the br dge Inc uded in Phase one. .. , I ~ COmmiSSioner Jones made a motion stath~l the commlSSion's Intent to obligate Itself to reimbursing the City Of AShland UD to $50,000 each year In fiscal years 2002, 2003, and 2004 for the excess cost over budget for Phase one of the Calle Project which would Include ComDletion of the prldge spanning AShland Creek. CommiSSioner Eggers seconded. ' The vote was: S yes - 0 no NEIN BUSINESS A. Uodatlng pard system ..DqvelODment Charges- Review ~ ReDoJ1; DIrector Mlclcelsen said t In response to a ~Ommlsslofi.~ ' ~ wes Reynolds commiSSion to give an overview Of the repoh'~nff'~heti WOuld be'avail~ffie fOi~ clUestions and COmments from the COmmission. : ' FOllOwing the presentation and a brief discussion commiSSioners thanked Mr~ ReynOlds for his clear review Of Parks SC)CS and commended him for the Informative nature of th~ ~eport. AS It Is the COundl's responslPlllty, not the COmmiSSion's, to set System D~ve opment Charges, CommiSSioner Eggers made a motion to pass the report's reCOmmendat~lb~ aiorig' to the SDC Committee and the City COuncil. VII. COMMUNICATIONS and STAFF R~Po~rS' ~None VIII. ITEMS FROM COMMISSIONERS Indk3tlngthetffiesurfa Of the tennls 'rlat;HuhterPamWereln ~ ' Itlon, commissioner Jones a~o ' Id tt~t comld me progress ~t conrcrUctlon Of tiledr iv ng range and dutYhoUse at oak Kn~, She would fe~d be appr6prlte for the Golf ~rs~ Advisory Committee to meet at the COurse so that they COuld be updated on the status Of the projects. Regular Meeting - June26, 2000 Page 3 of 3 Ashland Park~ and Reoreatlon Commlalon IX. UPCOMING MEETINGS and AGENDA ITEMS Referring to the memorandum dated June 22, 2000, Chair MacGraw noted that due to three Commissioners needing to I~e out of town on the fourth Monday, the Commlsslon's Regular Meeting for July has I)een rescheduled for the third Monday, July 17, 2000. It was also noted that a tentative Joint study session has been scheduled with the CIty Council on Wednesday, July 19~ at Noon to review the draft update of the OPen Space map. ADJOURNMENT With no further business, by consensus, Chair MacGraw adjourned the meeting. Respectfully submitted, Ann Benedict. Business Manager AShland Parks and Recreation Department