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HomeMy WebLinkAbout2000-0124 Parks & Rec. MINII. City of Ashland PARKS AND RECREATION COMMISSION MINUTES SPECIAL MEETING January 24, 2000 ATTENDANCE: Present: Absent: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Laurie MacGraw, Director Ken Mickelsen, Council Liaison Don Laws None CALL TO ORDER Chair Eggers called the meeting to order at 6:30 p.m. at the Department Office in upper Lithia Park. She indicated that the purpose of the meeting was to hear a proposal from staff related to the cost of new building construction and remodeling of the house at N. Mountain Park. BUILDINGS CONSTRUCTION - N. Mountain Park Director Mickelsen indicated that on Friday, January 14, 2000 bids had been opened on two projects: the construction of 5 new buildings at N. Mountain Park and the remodeling of the house at N. Mountain Park into the environmental education Resource Center. He indicated that bids for both projects had come in considerably higher than previously estimated and budgeted for: new construction came in at $618 thousand rather than the $425 budgeted, remodeling of the Resource Center at $167 thousand rather than $85 thousand. He said that in discussion with the sports group representatives and the architects on the project, staff had developed some ideas related to how the project could be modified in order to bring it more in line with the budget. New Construction He said that the top suggestion to come from discussion with the sports groups was to consolidate some facilities bringing the total number of buildings from 5 to 4 and to restructure some of the features planned for the remaining buildings: 1. There would be no change to the large restroom facility near the Resource Center as that building serves as the primary public restroom for that end of the park including the natural area. 2. Building #3 near the baseball tield would not be consffucted at this time. 3. Building #4, near the soccer field area would be cut in size substantially by eliminating the restroom/concession feahxre. The storage area, meeting room, and a small bathroom would be constructed. 4. Building #7, near the softball field area, would be relocated to near the creek bridge so that it could be shared between the soccer and softball areas. The batting cage area would be eliminated from this structure and adjoined to the new shop. 5. Building #6, the shop, would be relocated to the original site of #7. The parking lot area in this location might need to be slightly reconfigured. Director Mickelsen said that although having to modify the facilities was not ideal staff and the architects felt that these changes would bring the project more in light with budget. He said that regardless of the action that the Commission chooses to take, the project would need to be re-bid. When it was re-bid, each building would be bid separately and if there were insufficient monies to construct all the buildings as modified then decisions could be made on a building by building basis which ones could be constructed at this time. Special Meeting - January 24, 2000 Page 2 of 2 Ashland Parks and Recreation Commission MOTION New Construction @ N. Mountain - continued After some discussion, Commissioner Coppedge suggested that the Commission's alternatives seemed to be modifying the plans for construction along the guidelines suggested by staff or sticking with the original plan and only building what we can afford at this time. Director Mickelsen commented that one of the reasons that staff is recommending modifying the plan rather than simply holding off on construction of additional facilities is the concern that, due to budget constraints, it could be many years before sufficient monies would be available for construction of those buildings which were delayed. Commissioners indicated that they would like to have a clearer picture of the alternatives prior to making such a significant decision. Staff was asked to work with the architects and to bring that additional information back to the Commission. Resource Center Remodeling In order to bring the cost for remodeling the house more in line with budget, staff suggested two items: that the Department become general contractor for the project and that the upstairs of the house not be finished at this time. In response to a question from Commissioner Eggers, Director Mickelsen said that the upstairs is not critical to the operation of the facility. If the downstairs is completed, the building would be able to serve the program's needs at this time. Commissioner Landt inquired about the Department's previous experience in acting as general contractor on projects. Superintendent Gies said that the Department has constructed most of the newer facilities within the system contracting out those aspects of the project such as plumbing in which staff does not have expertise. Some projects have been "add-oh's but staff has had no direct experience in remodeling an old house. Commissioner Eggers expressed concern about shifting labor from other projects. Director Mickelsen indicated that because of the staff time which would be involved, if the Commission approved moving forward in this manner, the time 1Lne for completing the facility would probably be next fall rather than this spring. Commissioner MacGraw made a motion to authorize staff to move forward with remodeling the house as suggested. Comm~sioner Coppedge seconded. The vote was: 4 yes - I no (Landt) III. ADJOUKNrMENT With no further business, Chair Eggers adjourned the meeting. ResEect full3p~submitted, Ann Benedict, Business Manager Ashland Parks and Recreation Department