Loading...
HomeMy WebLinkAbout2000-0117 Parks & Rec. MIN City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES January 17, 2000 ATTI~NDANCE: Present: Absent: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Councillor Don Laws, Director Ken Mickelsen Laurie MacGraw CALL TO ORDER Chair Eggers called the meeting to order at 7:00 p.m. at the Council Chambers, 1175 E. Main. ADDITIONS or DELETIONS TO THE AGENDA Commissioner Coppedge suggested that the item under New Business, election of officers for the year 2000, be postponed because commissioner MacGraw was absent. She said that she felt it would be more appropriate to elect officers when all members of the Commission were present. After brief discussion, by consensus, the Commission decided to delete the item from the agenda and to have it placed on the agenda for the Regular Meeting in February 2000. III. APPROVAL OF MINUTES Ac Regular Meeting - December 13, 1999 Commissioner Landt noted a correction saying that on page 5 in the last paragraph which discusses the temporary bridge near Ashland Pond, the minutes reflect that the bridge itself is located on private property when actually the bridge is on city-owned property but the trail which leads to the bridge from Glendower is on private property. Commissioner Eggers Indicated that in the same paragraph, line 2, that the word "more" needed to be deleted in order for the sentence to read correctly. Commissioner Coppedge made a motion to approve the minutes of the December 13, 1999 Regular Meeting as corrected. Commissioner Landt seconded. The vote was: 4 yes - 0 no Special Meeting - December 6, 1999 Commissioner Landt made a motion to approve the minutes of the December 6, 1999 Special Meeting as written. Commissioner Coppedge seconded. The vote was: 4 yes- 0 no IV. PUBLIC PARTICIPATION A. Open Forum Dave Bloomsness (503 Friendship Street) introduced himself saying that he was the president of the local astronomy club. He said that he had spoken to Commissioner Landt recently who said that the Commission was looking into developing a policy which would relate to lighting in city parks. He said that there is a lot of interest in the community related Regular Meeting - January 17, 2000 Page 2 of 5 Ashland Parks and Recreation Commission open Forum- continued to protecting the night sky. He said that there are ways to provide light for safety and usage and still protect the night sky; the kind of lighting used is very important. He said that the state of Arizona has light control ordinances in all their counties so there are working models which could be utilized for information. He offered the resources of his organization to help the Commission work toward adopting a workable policy. Chair Eggers thanked Mr. Bloomsness for attending and offering to assist the Commission. Regarding providing information related to lighting and protecting the night sky, Commissioner Landt suggested that Mr. Bloomsness might leave information with the Department indicating that he and the Director would be working on the topic in the near future. Mr. BIoomsness said that he would be pleased to do so. UNFINISHED BUSINESS None NEW BUSINESS Ao Review and Acceptance of June 30, 1999 Comprehensive Annual Financial Report Having reviewed the June 30, 1999 Comprehensive Annual Financial Report and the independent auditor's management letter, Commissioner Coppedge made a motion to accept the report as presented. Commissioner Landt seconded. The vote was: 4 yes - 0 no Bo Approval of boundary agreement related to Garfield Park Commissioners reviewed documentation which Public Works Director Paula Brown had prepared for the City Council related to a proposed boundary line adjustment at Garfield Park. The information stated that a recent survey had discovered a surveying error in the original 1887 Ashland Homestead Association plan which has created a 50 foot wide discrepancy in the location of the north and south boundaries of all the lots on the west side of California Street north of Quincy Street including Garfield Park. The information also Indicated that there would be no physical loss of property since the proposed adjustment would establish the legal boundary lines as those which had always been considered to be the actual property boundaries. A Parks Department staff memorandum to the Commission stated that staff concurred with Director Brown's recommendation to the Council in that it would have no negative affect on Garfield Park and would bring the legal boundary lines into accord with the actual boundary lines which were used for development of the park. Director Mickelsen said that It was simply a courtesy on the part of the City to bring the topic to the Commission for approval. AS the City owns the land, it is exclusively a Council decision. Commissioner Landt said that he would be reluctant to approve such an action based upon on the information which had been provided because it would be changing the legal deed which currently indicates that Garfield Park has approximately 3,000 square feet of property more than what everyone assumed when it was constructed. He expressed concerns about implications that this action might have at some future date. He said that he felt that there could be alternative solutions other than simply changing the legal boundary lines and said that he would need more information before he would feel comfortable approving the proposed boundary line adjustment. Regular Meeting - January 17, 2000 Page 3 of 5 Ashland Parks and Recreation Commission Boundary agreement related to Garfield Park - continued Councillor Laws commented that he did not believe that there was any way that the Council would choose to adhere to the currently "legal" boundary lines because of the adverse affect it would have on adjacent property owners. He also said that when the CitY originally purchased the property they did so with the understanding that thev were purchasing the "smaller" piece of property. And, whenever any of the other affected property owners purchased their properties, it was assumed that the "actual" boundaries reflected the ~legal" boundaries. He said that ethically, under these particular circumstances, that he could not ask that affected private property owners give up any of their property or pay for it. Commissioner Coppedge said that she appreciated the City making the information related to the boundary line adjustment available to the commission. However, out of respect for Commissioner Landt's expressed concerns, she suggested that the Commission take no action on the item as the Commission's approval was not needed for the Council to move forward if it chose to do so. Commissioner Jones concurred indicating that Commissioner Landt could express his individual concerns to the Council directly if he chose to do so. Chair Eggers Inquired whether or not anyone wanted to make a motion on the item. No motion was forthcoming. VIII. COMMUNICATIONS and STAFF REPORTS MOTION Review and Acceptance of December 31, 1999 Quarterly Financial Report Commissioners having reviewed the Quarterly Financial Repor~ for December 31, 1999, Commissioner Coppedge made a motion accept the report as presented. Commissioner Jones seconded. The vote was: 3 yes - 1 abstain (Landt) DISCUSSiOn of bids related to construction of buildings at N. Mountain Park Director Mlckelsen said that on Friday prior to the meeting, bids related to the construction of the 5 buildings planned for N. Mountain Park and the remodel of the house which will be used for the Resource Center were opened. He said that the overall budget anticipated for new construction was $425 thousand and the bids came in at $618 thousand; the remodel of the house was projected for $85 thousand and came it at $163 thousand. He said that staff has some Ideas It would llke the opportunity to develop and to discuss with the involved sports groups related to how the cost might be brought more in line with the budget. In order to keep the time line for the project on track, he asked that the Commission schedule a Speclat Meeting prior to the Budget Study Session scheduled for Monday, January 24t~ so that staff could present those ideas to the Commission. Commissioner Landt inquired as to whether or not the bids included the extra amenities for the sports groups such as batting cages, etc. Director Mickelsen said that those features had been bid as "add ons" but that eliminating their cost would not be enough to bring the bids in line with the estimated budget. Commissioner Landt also questioned the need for the number of bathrooms which were indicated on the plan for the park suggesting that perhaps we could do with one less bathroom. Commissioner Coppedge commented that prior to the adoption of the plan for the park there had been discussion that perhaps there would not be enough money available to construct all the outbuildings and that the sports groups which would primarily be using Regular Meeting - January 17, 2000 Page 4 of 5 Ashland Parks and Recreation Commission Bids on construction (~ N. Mountain - continued the buildings would contribute in some manner to help cover the cost. She confirmed that those ideas had not somehow been lost along the way. Director Mickelsen confirmed that those ideas were still alive and would be taken into consideration. She also said that she was concerned about the bid which had come in for remodel of the old house and hoped that equal attention would be placed on bringing that cost in line also. IX. ITEMS FROM COMMISSIONERS Progress related to revised Open Space map Commissioner Landt reported that Planning Department staff has been working on developing a second 'draft" Open Space map to incorporate the ideas discussed at the December 1999 Regular Meeting. He said that in working with Planning staff, he had also requested some changes In presentation of details which he believed would make the map easier to read. He said that the revised map was nearly complete and suggested that its review could be placed on the agenda for the February Regular Meeting. Director Mickelsen commented that because the Open Space program was a joint venture between the Council and Commission, once the Commission was satisfied that the map had been revised and updated to reflect the current situation, that it would then be presented to the Council for its review and approval. In response to an inquiry from commissioner Landt about process, Councillor Laws said that he believed that councillors are appreciative of having the Commission doing the initial work related to revising the map and that a formal presentation should be made to the Council once the work Is done. He said that it might be advisable to keep Councillors updated related to the progress of the project prior to the Commission actually recommending the final, updated map. Director Mickelsen said that he would coordinate with Planning Director John McLaUghlin to draft a memorandum for the Council outlining the progress of the project. Policy related to lighting in oarks Commissioner Landt inquired whether or not a presentation related to lighting in parks, a dark-sky policy, would be ready for review at the February meeting. Director Mickelsen said that he believed it would but If not in February, then in March. X. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS The next Regular Meeting Is scheduled for Monday, February 21, 2000. Proposed agenda items include review of the second "draft" of an updated Open Space map and possibly a draft of a "dark.si(v" policV for lighting. Commissioners reviewed a calendar for 2000 to determine any conflicts which might arise for Regular Meeting dates for the upcoming year and possible options If those dates needed to be changed. Commissioner Coppedge noted that because the Commission's regular monthly meeting is scheduled for the third Monday of each month at least twice each year it falls on a national holiday. She said that it was inconvenient for Commissioners and staff but, more importantly, it was also possibly inconvenient for those members of the public who wanted to participate in meetings. She suggested Regular Meeting - January 17, 2000 Page 5 of 5 Ashland Parks and Recreation Commission Rescheduling meetings for 4th Mondays - continued that as the 4m Monday of each month was available about mid-year for both the Council Chambers and RVTV that Commissioners may want to change its regular schedule from the 3ra to 4TM Mondays. Following brief discussion, by consensus, because on a year-to-year basis 4tn Mondavs would have fewer conflicts with holidays, Commissioners asked staff to reschedule the Regular Meeting date for the Commission from the 3ra to 4~ Monday as soon as reasonably possible. The one exception for this year would be in December due to Christmas which falls on the 4th Monday. The December 2000 Regular Meeting would be scheduled for the 18t", the third Monday. A Special Meeting was scheduled for 6:30 p.m. prior to the Budget Study session on Monday, January 24, 2000 to discuss buildings construction at N. Mountain Park. X. ADJOURNMENT With no further business, by consensus, Chair Eggers adjourned the meeting. Respectfully submitted, Ann Benedict, Business Manager Ashland Parks and Recreation Department