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HomeMy WebLinkAbout2004-01 Minutes Page 4 of 4 Regular Meeting Minutes - January 26, 2004 Ashland Parks and Recreation Commission SUB-COMMITTEE and STAFF REPORTS, Cont'd. ITEMS FROM COMMISSIONERS Commissioner Eggers, who is the Parks Commissioner appointed to the Forest Lands Commission, updated the Commission on one of the goals of that commission, which is to design a program, and seek funding, for a noxious weed control program. This goal was forwarded to the Ashland City Council. She also reported that a new member, Diane White, has joined the Forest Lands Commission. Ms. White is an ecologist with the Forest Service. Commissioner Eggers further reported that bids for the Restoration #2 Project are due on January 21, 2004. The goal of that project is to thin trees for ecological reasons, including fire hazard reduction in the lower portion of the City-owned lands of the watershed. The thinning project is scheduled for completion in May of 2004. Vice-Chair Gardiner thanked Chair Lewis, on behalf of the Commission, for his work as Chair of the Ashland Parks and Recreation over the past year. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS . Trail Master Plan Committee Meeting set for 1 :00 PM January 29, 2004, Parks Department Office, 340 S. Pioneer. . Appointment of committee chair. . Budget and Goal Setting Study Session set for 4:30 PM February 2, 2004, Parks Department Office, 340 S. Pioneer. . Budget and Goal Setting Study Session set for 7:00 PM February 9,2004, Parks Department Office, 340 S. Pioneer. . Signs, Memorials, and Plaques Review Study Session - postponed to a future date. . Cross Country Running in Lithia Park Study Session - postponed until March. . Vice-Chair Gardiner will represent the Commission. . Regular Meeting set for 7:00 PM February 23, 2004, Council Chambers - 1175 E. Main. . Request by the Native Plant Society to use the Community Center for annual meeting on a long-term basis. . Request by the Ashland Gun Club to extend its lease. ADJOURNMENT - By consensus, with no further business, Chair Lewis adjourned the meeting. Respectfully submitted, Susan Dyssegard, Office Manager Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES January 26, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies Absent: None CALL TO ORDER Chair Lewis called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reqular Meetinq - December 15, 2003 Under Sub-Committee and Staff Reports item "Golf Course Sub- Committee Report," Commissioner Rosenthal asked that the minutes be amended to reflect that the newspaper advertising campaign for the Oak Knoll Golf Course is targeted toward Medford area residents, not Medford area golf courses. Vice-Chair Gardiner moved to approve the minutes as corrected. Commissioner Rosenthal seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA - None ELECTION OF OFFICERS Commissioner Eggers stated, for the record, that the Commission is not required to appoint new officers every year. She then expressed her interest in serving as Vice-Chair in 2004. MOTION Commissioner Eggers made a motion to nominate Vice-Chair Gardiner as Chair in 2004. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no MOTION Vice-Chair Gardiner made a motion to nominate Commissioner Eggers as Vice-Chair in 2004. Chair Lewis seconded the motion. The vote was: 5 yes - 0 no UNFINISHED BUSINESS AGENDA FORMAT AND GUIDELINES FOR CONDUCTING REGULAR MEETINGS Director Robertson referenced the memo contained in the packets and clarified that it was included for informational purposes. BILLINGS RANCH GOLF COURSE PUBLIC HEARING Director Robertson apologized for the misleading title of the agenda topic and suggested that a more appropriate title might have been, "Preparation for the Billings Ranch Golf Course Public Hearing Scheduled for February 9,2004." He asked the Commission for direction in preparing for the public hearing and directed their attention to the documents from Mr. Gael Kubli and the Bear Creek Greenway Committee regarding the proposed golf course project. Page 2 of 4 Regular Meeting Minutes - January 26, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS BILLINGS RANCH GOLF COURSE PUBLIC HEARING, Cont'd. Susan Rust, 42 N. Wightman, expressed concerns about the proposed project, including insufficient details about a pesticide program, plans for runoff into Bear Creek and Wright's Creek, and potential lack of pond discharge monitoring, all of which could impact the creeks and the Greenway. She asked the Commission to request answers from the County about such concerns before their granting of a Conditional Use Permit for the project. Gerry Lehrburger, 1639 Jackson Road, who lives in the neighborhood near the proposed Billings Ranch Golf Course, voiced environmental concerns about the project, stating that the region under consideration is a unique section of land that deserves special protection. Chris Uhtoff, 78 Fourth Street, spoke about the high quality of the area under consideration for the Billings project, reiterating that it is environmentally unique and needs to be protected. Paul Kay, 1234 Strawberry Lane, indicated that he lives on Wright's Creek, several miles upstream from the proposed project. He is neither an opponent nor a proponent of the golf course project, but thinks that the golf course, if it is built, must enhance every entity affected by the development. Michael Hays, 670 Oak Knoll Drive, voiced his concern about the financial impacts the new golf course might have on the existing Oak Knoll Golf Course and pondered how that property could be used if the course were to go out of business as a result of the new competition. Gael Kubli, 1100 Eagle Mill Road, referenced the written comments he sent to the Jackson County Planning Department, stating that the Billings project is an Ashland issue and affects the entire city. He further asserted that nature and nature tourism attracts citizens and tourists to Ashland, and disruption of such a unique ecosystem potentially could harm the local economy. Ra Wollenburg, 1639 Jackson Road, asked that a land use compatibility study be conducted by Jackson County to determine whether nature study and golfing are a viable combination for that one parcel of land. Discussion AmonQ Commissioners Commissioner Rosenthal asked how the Commission could most effectively communicate with the Jackson County Planning Department. Director Robertson responded that a written correspondence would probably be an effective method of communication, and he suggested that Staff draft a letter for the Ashland Parks and Recreation Commission Chair's review and signature. MOTION Commissioner Eggers made the following motion: "Since the community of Ashland and the larger community of the Bear Creek Valley has been working for years to improve water quality in Bear Creek, to enhance riparian conditions and habitat and to provide sensitive access for recreation in the Bear Creek Greenway, we urge that any development allowed on the Billings Ranch Golf Course, and associated areas in the application, preserve and enhance these values. We further request that the County require that all these issues be addressed with specific plans in their Conditional Use Permit application." Vice-Chair Gardiner seconded the motion. The vote was: 5 yes - 0 no Page 3 of4 Regular Meeting Minutes - January 26, 2004 Ashland Parks and Recreation Commission NEW BUSINESS CORRESPONDENCE FROM LOCAL GROUPS Director Robertson referenced the correspondence from the Native Plant Society requesting a long-term agreement with the Department to use the Community Center for its annual meeting. He asked for direction from the Commission in determining the role of both the Department and the Commission in establishing such a long-term agreement. He also indicated that Staff received a request from the Ashland Gun Club to extend its lease. Finally, he reported that Staff met with both groups and invited them to make their requests in person at the next Regular Meeting of the Ashland Parks and Recreation Commission. Discussion Amonq Commissioners Chair Lewis suggested notifying the Ashland Historic Commission about the next meeting, since there is an historic site at the Gun Club range relating to the City's lithia water supply. In terms of the Native Plant Society request, Vice-Chair Gardiner questioned whether there are any other existing long-term lease agreements in the City, and Director Robertson provided him with pertinent information. The Commission agreed to review both topics at their next Regular meeting. SUB-COMMITTEE and STAFF REPORTS TRAIL MASTER PLAN COMMITTEE REPORT Chair Lewis reported on the most recent meeting of the Trail Master Plan Committee, held on January 15. Committee members Lewis and Amarotico, along with Director Robertson, interviewed three citizen candidates for the two available citizen-at-Iarge positions, and subsequently invited Jim McGinnis and Bob Altaras to join the committee, based on their experiences with trails issues and high levels of interest in serving on the committee. He indicated that both candidates accepted their invitations to join the committee. QUARTERLY PROJECT UPDATES Superintendent Gies referenced the memo in the Commission packets updating them on the Department's projects, and volunteered to answer questions from the Commission. Discussion Amonq Commissioners Commissioner Eggers asked about the Open Space Funding Committee's decision to focus on SDCs as a funding source, stating that SDCs will only provide a small portion of funding needed for open space purchases. Chair Lewis, an OS Committee member, agreed and said that it was the easiest funding source the group could agree on, and that the committee will continue to look for additional funding sources. Commissioner Eggers asked about the status of frost-free drinking fountains in City parks. Superintendent Gies responded that the goal is to install one per year and the Department is on track with its 6-year plan. Commissioner Rosenthal asked about the status of the Calle Guanajuato Stairway Project. Superintendent Gies reported that the project will be re-bid in the next four to six weeks and that the project will be completed in the spring or the summer. Chair Lewis asked about the improvements at the BMX Bike Park and Superintendent Gies informed the Commission that he will contact the citizens (who previously expressed interested in helping with that work) and set up a meeting to discuss specific plans for moving forward with the project. . . e City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES February 23, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies Absent: None CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reqular Meetinq - January 26, 2004 Under Election of Officers, Vice-Chair Eggers asked that the minutes be amended as follows, "Commissioner Eggers stated, for the record, that it is not the policy or practice of Commissioners to take turns being Chair." Also, under New Business item "Correspondence from Local Groups," Vice-Chair Eggers asked that the minutes reflect that the Native Plant Society requested "a long- term agreement with the Department to use the Community Center for its Fourth of July wildflower exhibit. " MOTION Commissioner Rosenthal moved to approve the minutes as amended. Vice-Chair Eggers seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Evan Dahlquist, 797 Windemar Drive, and Kyle McBaine, 1300 Oregon Street, both Ashland High School seniors, spoke of their desire to install an 8-hole Frisbee golf course in Lithia Park for their senior class project. Discussion Amonq Commissioners Commissioners agreed to place the topic on the March agenda and invited the students to make a formal presentation to the Commission for further consideration. ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS GUN CLUB LEASE EXTENSION REQUEST Director Robertson introduced the Ashland Gun Club's request to extend their existing lease, scheduled to expire in 2009, for twenty additional years. The longer lease would allow the club to seek grants and utilize existing grants for improvements to the facility. Director Robertson referenced correspondence received from the Ashland Historic Commission indicating their interest in nominating the 66-acre Ashland Gun Club site for the National Historic Register and expressing concern that a lease extension granted to the club could hamper those efforts. Public Comment Chuck Parlier, 6801 Irish Lane, the President of the Ashland Gun Club, spoke of improvements the club made to the property over the years. They have a membership of 400 families, 80% of which are area residents. The club is used by the Oregon National Guard, Ashland City Police, Talent City Police, and the local forensics laboratory, and hunter and handgun safety classes are taught there. While over a thousand people use the club every year, he assured the Commission that safety concerns have not arisen. Page 2 of 4 Regular Meeting Minutes - February 23, 2004 Ashland Parks and Recreation Commission e e GUN CLUB LEASE EXTENSION REQUEST, Cont'd. Bill Longiotti, P.O. Box 1, Talent, the Vice President of the Ashland Gun Club, informed the Commission that there is no fresh water on the site so the club uses sealed vault outhouses for its members, as part of an overall effort at responsible property stewardship. The club has an archery course and an archery range that goes out 50 yards, with side berms and a complete back berm to deflect arrows. There is a police range that is used by police for training purposes, with 100-, 240-, and over 300-yard berms to catch all the bullets on the property. The City's Water Department regularly checks the quality of the Lithia water for lead content and there have not been any reports of lead leaching into the water. Club membership is $35 per year and all new members are required to complete a safety orientation. Bill Lambe, 2930 Wedgewood Lane, the Shotgun Coordinator, reported that the organization received two matching grants, one from the Department of Fish and Wildlife and the other from the Friends of the NRA, which combined total slightly over $9,700. The money from the grants (and the club's matching funds) will be used to build a skeet range, a high and low house, and a storage shed. The grants stipulate that the club must have a minimum of a 10-year lease extension in order to access the funds. Doug Irvine, 495 Emigrant Creek Road, a neighbor of the Ashland Gun Club, stated that the club is a good neighbor. He spoke of his concern about the urbanization in Ashland and asked the Commission to thoroughly consider the pros and cons of extending the club's lease. Jerry Scripter, Army National Guard Staff Sargent, asked the Commission to allow the club to operate at its present location, to ensure that soldiers benefit from training at the local facility. He stated that he and his fellow soldiers use the club extensively and find it to be a very valuable resource for their weapons training sessions. Dale Shostrom, 1240 Tolman Creek Road, Chair of the Ashland Historic Commission, read a prepared statement from the Historic Commission that provided some historical background on the club's land, which is the source of Ashland's Lithia water supply. The statement referenced a comprehensive study of the site that was performed in 1987 for the City of Ashland to comply with Oregon's LCDC requirements to identify historically significant resources. The report concluded that the site contains features that make it eligible for the National Historic Register and stated that the club's presence seriously threatens the integrity of the site, as the features exhibit scars from bullets, and some features have been seriously scarred. The report recommended the discontinuation of the use of the property by the Ashland Gun Club. The Historic Commission asked the Ashland Parks and Recreation Commission to consider a number of questions relating to environmental, archeological, and historic preservation issues before determining whether to extend the club's lease. Joanne Krippachne, 520 Terrace Street, also of the Ashland Historic Commission, stated that the site of the current Ashland Gun Club is historically significant to the City of Ashland. She articulated that the club's use is contributing to the considerable degradation of the site and that it should be preserved for its historic contribution to the development of our area and as a potential interpretive or historic wayside along the future extension of the Bear Creek Greenway. Finally, she asked the Parks Commission to consider a study session at the site and to reject the club's request to extend their lease. Jay Leighton, 206 Cambridge Street, a member of the Ashland Historic Commission as well as a staff member at the Southern Oregon Historical Society, asserted that a gun club is an important resource for any community and that she is not convinced that the present location is ideal for our city, as it jeopardizes some of its historic elements. She encouraged the Parks Commissioners to consider researching the issue so as to preserve the resources of both the club and the site. . Page 3 of 4 Regular Meeting Minutes - February 23,2004 Ashland Parks and Recreation Commission e . GUN CLUB LEASE EXTENSION REQUEST, Cont'd. Discussion Amona Commissioners Chair Gardiner asked Mr. Shostrom to estimate what portion of the land might be considered historically significant. Referencing the map in the Commission packet, Mr. Shostrom replied that the entire area is significant. Vice-Chair Eggers thanked the Ashland Gun Club members and the Ashland Historic Commission for their input and spoke favorably of a study session at the site. The Parks Commissioners agreed that a site visit, to include all interested parties, would be appropriate within one or two months. Director Robertson recommended scheduling the tour during daylight hours. NEW BUSINESS CONTRACT RENEWAL FOR L1THIA ARTISAN'S MARKET Director Robertson introduced the request by the Lithia Arts Guild to renew their use permit and service contract to operate the Lithia Artisan's Market on the Calle Guanajuato, and he indicated that Staff recommended the approval of the request for a 5-year period ending October 31, 2008. Jim Young, 1102 Fulton Road in Talent, Chair of the Lithia Arts Guild, requested an extension to operate the Lithia Artisan's Market on the Calle Guanajuato. He responded to the concern expressed by Vice-Chair Eggers regarding amplified music, assuring the Commission that he and his fellow artisans always try to carefully monitor the sound level and have never heard any complaints in the past. He thanked the Parks and Recreation Commission for the wonderful four-year relationship with the Lithia Arts Guild. Cyril Maitland, 66 Crocker Street, President of the Lithia Arts Guild, commented on the wonderful spirit of cooperation and camaraderie within the Guild and on the growth and success of the market on the Calle. The Guild is run like a business, with a manager, an assistant, a paid bookkeeper, and a tax accountant, and it is up-to-date with both federal and state taxes. He reported that the Guild raises money each year and donates it to an orphanage in Ashland's sister city in Mexico, and to some local causes. In response to a question about the number of Ashland residents belonging to the Guild, he replied that the majority of Guild members live in Ashland. Discussion Amonq Commissioners Commissioner Rosenthal congratulated the Guild members on their philanthropic efforts and for their assistance with the Calle project. MOTION Vice-Chair Eggers moved to approve the use permit and service contract by the Lithia Arts Guild for the Calle Guanajuato Marketplace for a 5-year period ending October 31, 2008. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no . SUB-COMMITTEE and STAFF REPORTS TRAIL MASTER PLAN COMMITTEE REPORT Commissioner Lewis reported on both the January 29th meeting and the February 19th meeting, stating that the Committee is working on a mission statement, public process and outreach, a written document to accompany the trails plan, a timeline, and maps. The committee plans to separate into subcommittees to divide up the work. Director Robertson reported that he spoke with Public Works Director Paula Brown and obtained permission to use the services of Rich Hall, a Public Works GIS Specialist, to continue creating maps for the project. e . . '. Page 4 of 4 Regular Meeting Minutes - February 23, 2004 Ashland Parks and Recreation Commission e ITEMS FROM COMMISSIONERS Vice-Chair Eggers thanked Staff for including the memo from Donn Todt (about the removal of madrone trees in Lithia Park, which was included in the Commission packets), but indicated further concern on the matter. Director Robertson responded that Staff should have presented a list of trees (targeted for removal) to the Tree Commission before they were taken down. Commissioner Rosenthal complimented Staff on the recent work at the Dog Park and remarked that the new landscaping and sidewalks have transformed the area. Vice-Chair Eggers asked about the status of the Bear Creek trail connection from North Mountain Park to Oak Street. Superintendent Gies and Director Robertson responded that surveying and topographical work is nearing completion, and that easements are in the process of being procured. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Budget Study Session set for 4:30 PM March 8, 2004, Parks Department Office, 340 S. Pioneer. · Budget Study Session set for 3:30 PM March 15, 2004, Parks Department Office, 340 S. Pioneer. · Trail Master Plan Committee Meeting set for 1 :00 PM March 18,2004, Parks Department Office, 340 S. Pioneer. · Regular Meeting set for 7:00 PM March 22, 2004, Council Chambers - 1175 E. Main. · Review Frisbee Golf Course Proposal · Signs, Memorials, and Plaques Review Study Session postponed until 7:00 PM April 19, 2004, Parks Department Office, 340 S. Pioneer. · Gun Club Study Session tentatively set for 4:30 PM April 22, 2004, at the Gun Club. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting at 8:45 PM. Respectfully submitted, Susan Dyssegard, Office Manager Ashland Parks and Recreation e City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES March 22, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies Absent: None CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reqular Meetinq - February 23 Under Unfinished Business item "Gun Club Lease Extension Request,. Vice-Chair Eggers asked that a portion of a sentence be amended to read, "the Ashland Gun Club has a membership of 400 families, 80% of which are Ashland residents [not area residents].. MOTION Commissioner Rosenthal moved to approve the minutes as amended. Commissioner Lewis seconded the motion. The vote was: 5 yes - 0 no . PUBLIC PARTICIPATION OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS 2004.2005 PARKS COMMISSION BUDGET Director Robertson referenced the packet memo regarding the 2004-2005 Parks Commission budget and described the process employed in its creation. Discussion AmonQ Commissioners Commissioners asked various questions and made comments about the budget and Director Robertson's presentation. Chair Gardiner praised Director Robertson and Staff for their efforts with the budget process and expressed his excitement about formally presenting the Parks budget to the Budget Committee. MOTION Vice-Chair Eggers moved to adopt the 2004-2005 City of Ashland Parks and Recreation Commission budget. Commissioner Rosenthal seconded the motion. The vote was: 5 yes - 0 no . FRISBEE GOLF COURSE Director Robertson welcomed back Evan Dahlquist, Ashland High School senior, and invited him to speak to the Commission. Evan Dahlquist, 797 Windemar Drive, reminded the Commissioners about his senior class project - a design for an 8-hole Frisbee golf course in Lithia Park - and presented a drawing of the proposed course. He reported that citizens already play the game in the park and spoke of the need to prepare a course to establish regulations and avoid damage to features in the park, such as the Japanese Garden. e e . Page 2 of4 Regular Meeting Minutes - March 22, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS FRISBEE GOLF COURSE, Cont'd. Mr. Dahlquist explained that markers could consist of posts secured in the ground, and that a map of the course would be provided at the beginning and end of the course to instruct players about boundaries and rules. Discussion Amono Commissioners Commissioners asked questions about the proposed course and spoke favorably of the proposal. Chair Gardiner noted that the topic would be relevant for inclusion in the April 19 Parks Commission Study Session regarding signs, memorials, and plaques in Lithia Park. Commissioners and Staff agreed to invite the young men to the upcoming study session. NEW BUSINESS PUBLIC ARTS COMMISSION REPORT ON CALLE STAIRWAY PROJECT Director Robertson introduced Bruce Bayard of the Public Arts Commission. Bruce Bayard, 621 A Street, spoke of the role of the Public Arts Commission (PAC) in placing artwork. along the Calle Stairway. He discussed the three stages the PAC identified as significant to the project: the overlook at the top of the stairs at Granite Street; the "Arnie Kriegel Memorial" sculpture garden, which consists of two pedestal works and a niche at the lower part of the stairs; and the stair railing. [Mr. Bayard asked the Commission to consider retaining the name for the sculpture garden.] With respect to fundraising, the PAC would establish a bank account into which they would donate collected funds for artwork. The estimated budget for the artwork is $34,000, which is expected to cover all three sections of the project. That figure would be subject to final review prior to the "call for entries.. In terms of the selection process, Mr. Bayard proposed a collaboration between the PAC and the APRC in selecting artwork for the project. The PAC would recommend artwork to Parks, based on the selection panel's decision. A Parks Commissioner would be included in the PAC selection panel, as well as other artists and design professionals. The panel's recommendations would be presented to the Parks Commission for approval. Discussion Amono Commissioners Vice-Chair Eggers asked about the theme for the project and questioned whether the PAC planned to include Ashland's "sister city. (Guanajuato, Mexico) into the project. Mr. Bayard replied that the tentative theme for the project is "Water" and that the PAC has strong interest in finding artists from Guanajuato who might wish to have their art considered for inclusion in the project. BICYCLE AND PEDESTRIAN COMMISSION REQUEST Director Robertson introduced the request by the Bicycle and Pedestrian Commission for APRC co- sponsorship of the 14th Annual Ashland Bike Swap. Lexi Delgado, a Bicycle and Pedestrian Commissioner and the swap's organizer, gave a brief history of the swap. This event has been sponsored by various organizations through the years, including the Ashland Schools Foundation. Community members are invited to bring their used bicycles and associated equipment to sell, and others are invited to buy equipment whether or not they have_anything to sell. Various clinics are conducted during that day, including family bike riding, safety, and tire changing classes. Entertainment is provided, food is sold, and local bike shops display their wares. Ms. Delgado formally asked the APRC to co-host the event and to run the money through the Parks Department. She stated that the Bicycle and Pedestrian Commission would be interested in starting a summer bicycle safety education program for children with the money raised from the event. e e . Page 3 of4 Regular Meeting Minutes - March 22, 2004 Ashland Parks and Recreation Commission NEW BUSINESS BICYCLE AND PEDESTRIAN COMMISSION REQUEST, Cont'd. David Chapman of the Bicycle and Pedestrian Commission described the monetary arrangement of the event. He stated that the day begins when event participants pay a small fee to enter their equipment, pay an entry fee, and perhaps buy raffle tickets for equipment donated by local bike shops. Attendees later buy the equipment. At the end of the day, the organizers tally the amount collected, retain a small percentage of the purchase price, and write checks to the bicycle owners for their sales, minus the small percentage. He asked the Parks Department to manage the money from the event. Discussion AmonQ Commissioners Commissioners asked a number of clarifying questions and expressed their excitement about the proposed partnership. MOTION Vice-Chair Eggers moved that the Ashland Parks and Recreation Commission co-sponsor the 14th Annual Bike Swap with the Bicycle and Pedestrian Commission. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no SUB-COMMITTEE and STAFF REPORTS Director Robertson requested the Commission's approval to finalize the date for the Ashland Gun Club tour. He confirmed the time and date as 4:30 PM April 22, 2004, at the gun club. Commissioner Lewis reported on the March 18 Trail Master Plan Committee meeting. At that meeting, trail survey results were reviewed and subcommittees were formed for vision plan, map, public meeting, and document. ITEMS FROM COMMISSIONERS Chair Gardiner appointed Commissioner Amarotico as the Ashland Parks and Recreation Commission liaison to the Public Arts Commission while the Calle Guanajuato Stairway project is underway. Commissioner Rosenthal reported that he received feedback from a Dog Park patron who expressed concern that the parking lot in front of the Dog Park at the Greenway node is usually full. The patron wondered whether adequate parking would be available following the completion of the BMX Park. He particularly was concerned that, without adequate parking, park and Greenway patrons would resort to parking on the newly established landscaping. Staff assured him that, between the Dog Park lot and the Helman Elementary School lot, adequate parking would be available. Vice-Chair Eggers, speaking as the Ashland Parks and Recreation Commission liaison to the Ashland Forest Lands Commission, as well as a member of some environmental groups, asked Staff to provide a fire hazard reduction and management report at a future Ashland Parks and Recreation Commission meeting, prior to the next Parks Department fire hazard reduction/management project. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Cross Country Running in Lithia Park Subcommittee Meeting set for 4:00 PM April 14, 2004, Parks Department Office, 340 S. Pioneer. · Signs, Memorials, and Plaques Review Study Session set for 7:00 PM April 19, 2004, Parks Department Office, 340 S. Pioneer. · Trail Master Plan Committee Meeting set for 1 :00 PM April 22, 2004, Parks Department Office, 340 S. Pioneer. · Gun Club Study Session set for 4:30 PM April 22, 2004, at the Ashland Gun Club. · Regular Meeting set for 7:00 PM April 26, 2004, Council Chambers, 1175 E. Main. e . Page 4 of4 Regular Meeting Minutes - March 22, 2004 Ashland Parks and Recreation Commission e ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjoumed the meeting. Respectfully submitted, Susan Dyssegard, Office Manager Ashland Parks and Recreation . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES April 26, 2004 . ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; City Council Liaison Hartzell Absent: None CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reqular Meetinq - March 22 Under Items From Commissioners, Vice-Chair Eggers clarified that she is a regular voting member of the Forest Lands Commission. MOTION Commissioner Rosenthal moved to approve the minutes as amended. Commissioner Amarotico seconded the motion. The minutes were approved by consensus. PUBLIC PARTICIPATION OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS ASHLAND GUN CLUB AGREEMENT Director Robertson reminded Commissioners about the request from the Ashland Gun Club for a 20-year lease extension past the current lease's expiration date of 2009. The extension would make the club eligible for additional grants through the State Department of Fish and Wildlife and the National Rifle Association. He reported that the Commission, along with members of the Historic Commission, toured the gun club property on April 22, 2004. Public Comment Terry Skibby, 611 Beach Street, a member of the Ashland Historic Commission, toured the gun club property on April 22 and took photographs to better capture its historic elements. He shared those photos with the Commissioners. Mr. Skibby expressed that the site is historically, naturally, and possibly archeologically important and that some historic elements have deteriorated, and he spoke in favor of nominating the site for placement on the National Register of Historic Places. Finally, he stressed the importance of preserving the historic components at the site and questioned the compatibility of conducting a gun club at such an historic location. Keith Swink, 231 Gresham Street, a member of the Historic Commission, also toured the site on April 22 and was impressed by the beauty of the location. Mr. Swink spoke favorably of the care provided by the gun club, and he voiced the shared concern of other Historic Commissioners about the long-term compatibility I use of the property by the club, considering the current growth levels in Ashland. He asked Parks Commissioners to postpone a decision on the matter, pending their further consideration and additional input from the citizens of Ashland. . . . . Page 2 of 4 Regular Meeting Minutes - April 26, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS ASHLAND GUN CLUB AGREEMENT, Cont'd. Aaron Benjamin, 740 Emigrant Creek Road, lives directly across from the gun club site. He spoke of his concern about lead seeping into the ground and contaminating the water table, as he shares the same aquifer as the gun club. He requested that a scientific study [on the possible lead pollution level] be conducted before extending the lease. He also expressed concem about noise pollution caused by the gun club and indicated that evening, early morning, and weekend noise levels can sometimes cause sleep disturbances. He asked for consideration by the gun club of the rights of the residents in the area. Dale Shostrom, 1240 Tolman Creek Road, Ashland Historic Commission Chair, thanked the gun club for the April 22 tour, which he found useful, and praised them for their care of the property. He recommended further study and consideration of the impact of the club at the site before making a determination about a lease extension. Ed Pentkowski, 436 Monte Vista Drive, is a retired City of Ashland Electric Department employee and a longstanding member of the gun club. He spoke of the care given to the site and of the gun safety education classes that the club provides to the community, especially for young people. He strongly urged the Commission to extend the lease to the gun club, to allow their good works to continue for many years into the future. Discussion Amonq Commissioners Commissioners asked for clarification on the role of the Parks Commission with respect to the site. Director Robertson stated that the City of Ashland owns the property and that Ashland Parks and Recreation manages the lease contract with the gun club, but the property is not a dedicated park. Chair Gardiner suggested conducting a study session for the purpose of "combing through the lease" to incorporate some of this public testimony. He expressed his desire for both entities [gun club and Historic Commission] to share the use of the site. Vice-Chair Eggers thanked Mr. Bill Longiotti for the document he compiled in which members of the gun club explained how they use the facility and talked about how their organizations find value from the club. Eggers also thanked the Historic Commission, especially Nan Hannon, who prepared a document outlining the historic qualities of the site. Finally, she expressed her desire for the Commission to further consider all of the relevant information before making a decision about the lease extension. The Commission directed Staff to research issues that could be affected by a lease extension, including: gun club impacts on the National Historic Register status; Native American site considerations; Lithia water impacts; potential lead content in the soils and water, as well as any potential cleanups; the need for wetlands delineation; flora and fauna considerations; potential site usage conflicts; Greenway impacts; and the impact on the Ashland Police Department (and other groups using the club) if the lease were not extended. The Commission agreed to conduct a study session in several months to review the current lease and to consider possible modifications, with the goal of ensuring protection of these resources. Further discussion was tabled, to provide Staff with an opportunity to research these matters. NEW BUSINESS - None SUB-COMMITTEE and STAFF REPORTS Quarterly Budget Update Director Robertson directed Commissioners' attention to the brief budget summary provided in their packets, showing budgeted amounts, projected amounts, and year-to-date amounts. He stated that, for the quarter ending March 30, 2004, which represents the third quarter of the 2003-2004 fiscal year, the Department was on track for revenues and projected expenditures. . . . Page 3 of 4 Regular Meeting Minutes - April 26, 2004 Ashland Parks and Recreation Commission SUB-COMMITTEE and STAFF REPORTS, Cont'd. Quarterly Project Update Superintendent Gies reported on the status of the Department's projects, referencing the memo in the Commission packets. Quarterly projects included the Greenway Park node, the North Mountain Park knoll, improvements in water quality at Lithia Park ponds, the Calle Guanajuato stairway project, the BMX Bike Park project, and the work of the Trail Master Plan Committee. Some of the projects are complete while others are nearing completion or are well underway. Calle Stairway Bids Report Director Robertson and Superintendent Gies reported that the stairway project was awarded to Meza Construction, although their bid came in at approximately 21 % over the budgeted amount. According to Commission policy, Staff can approve bids under $100,000 and over budget by not more than 25%, as long as they explain their reasoning and identify the source of the extra funds. The project will commence soon, and should be completed in the summer of 2004, with final landscaping occurring in the winter of 2004-2005. Trail Master Plan Committee Report Commissioner Lewis updated the Commission on the work of this committee. He reported that the first public meeting is set for Monday, June 7, 6:30 PM, at The Grove, 1195 East Main Street. At that time, small easement connections will be identified, using the adopted Open Space map and plan as the starting point. [The group will work on fleshing out that map and plan.] The public meeting will be advertised in the City Source newsletter and in other local publications. The next regular meeting of the committee will be held on Thursday, May 20. Cross Country Running Study Session Subcommittee Report Director Robertson reported on the meeting with Mr. Phil Selby, a citizen concerned about the impacts and dangers of cross country running in Lithia Park. Other meeting attendees included Chair Gardiner, Commissioner Lewis, Officer Bon Stewart, Mr. Grier Gatlin, and Mr. Bob Julian, Jr., the SOU and AHS Cross Country coaches, respectively. The coaches volunteered to post signs warning park patrons of runners in the park, and they agreed to encourage and reinforce "practice etiquette" with their team members. ITEMS FROM COMMISSIONERS Commissioner Amarotico requested that the Commission consider stronger measures to discourage or prevent park patrons from feeding the ducks at the Lithia Park ponds. Suggestions included posting signs educating people about the dangers of feeding ducks, as well as the imposition of fines. Commissioner Rosenthal spoke with appreciation of the Earth Day celebration at North Mountain Park and thanked Staff for their efforts. He also recognized the work of Parks Staff in creating the new summer recreation guide. City Council Liaison Hartzell reported that the City Council is in the process of appointing a Charter Review Committee and that the Parks Commission will be informed about upcoming meeting details. Vice-Chair Eggers reported that the Forest Lands Commission is working on a community alternative to the Forest Service's proposed Ashland Forest Resiliency Project, of which the major intent is to reduce fire hazard in the larger watershed. Vice-Chair Eggers asked Staff to discourage Lithia Park patrons from parking on lawns, especially near the ponderosa pine trees, during this year's Fourth of July activities. She specifically requested that vehicles drive only on designated roadways. Director Robertson agreed to speak to the Chamber of Commerce about this matter. . . . Page 4 of 4 Regular Meeting Minutes - April 26, 2004 Ashland Parks and Recreation Commission UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Study session set for 7:00 PM May 17, 2004, Parks Department Office, 340 S. Pioneer. · Trail Master Plan Committee Meeting set for 1 :00 PM May 20, 2004, Parks Department Office, 340 S. Pioneer. · Regular meeting set for 7:00 PM May 24,2004, Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES May 24, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Lewis, Rosenthal; Director Robertson; Superintendent Gies; City Council Liaison Hartzell Absent: Chair Gardiner CALL TO ORDER Vice-Chair Eggers called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reqular Meetinq - April 26 Under Sub-Committee and Staff Reports item "Quarterly Project Update," Vice- Chair Eggers 'asked that the second sentence start with the word "Projects" instead of "Quarterly projects." Under Items from Commissioners, in which it was written that "Vice-Chair Eggers asked Staff to discourage Lithia Park patrons from parking on lawns [during Fourth of July activities]), she asked that the statement be clarified to indicate her concern about concession stand workers parking in the vegetation. MOTION Commissioner Rosenthal moved to approve the minutes as amended. Commissioner Lewis seconded the motion. The vote was: 4 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Phil Selby, Idaho Street, voiced concerns about several unresolved matters he brought to Staff's attention over a period of months, including lack of follow-up on: the subcommittee study session regarding cross country running in Lithia Park; a March 17 email concerning a Lithia Park cleanup with the aid of Stop Oregon Littering and Vandalism (SOL V); a question about the reinstallation of the plaque on the "McDonald boys" bridge; and when Lithia Park picnic tables would be repaired. Director Robertson assured Mr. Selby that he would call him the following day to discuss the issues. ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS - None NEW BUSINESS MEADOWBROOK PARK DEVELOPMENT INFORMATION Director Robertson referenced the packet memo regarding the plan for the Meadowbrook Park II Development. The park is located on the north side of Bear Creek, where Nevada Street crosses Bear Creek, to the north of Mountain Avenue. This project is the first phase in the fulfillment of the North Mountain Neighborhood Plan, which was adopted on March 18, 1997. The park will offer open space, protect stream resources, and add park lands to the community. John McLaughlin, Planning Director for the City of Ashland, spoke about the history of the project, stating that the subdivision's property owners offered to dedicate a portion of the land to the City for parkland development. The land is in the floodplain corridor and not developable. The developers received approval from the City for the overall development plan; however, one of the conditions for approval was the development of open space and Greenway space. Mr. McLaughlin asked the Commission to provide direction to the developers in their efforts with the park area. Page 2 of 4 Regular Meeting Minutes - May 24, 2004 Ashland Parks and Recreation Commission . NEW BUSINESS MEADOWBROOK PARK DEVELOPMENT INFORMATION, Cont'd. . Don Grove (Meadowbrook Park Developer), Kevin Nearing (Associate), and Bob Foster (Landscape Architect) made a presentation to the Commission, referencing posted maps. The 2-acre park would be closely accessible to the Mountain Meadows subdivision and other N. Mountain Park neighborhoods. It would include wetlands, islands under tree groups, and a grassy area on which people could actively recreate. Developers would install an irrigation system with soil sensors and a weather station to monitor rainfall so as not to over-irrigate. Subdivision homeowners would be responsible for ongoing maintenance of the park. Mr. Grove asked the Commission for approval to proceed with the development of the park. Public Comment Paul Kay, 1234 Strawberry Lane, asked that the proposal be placed before the Bear Creek Watershed Council for evaluation, since the project could environmentally impact Bear Creek, especially in terms of fish and wildlife. Mr. Kay is a member of that council, and he stated that its purpose is to protect, enhance, and restore the watershed. He asked that public benefits be derived from the private development. Finally, he asked the Parks Commission and Staff to do a financial projection on the lifetime cost of the park's maintenance. Discussion Amonq Commissioners Commissioners discussed a number of issues about the park. Commissioners Rosenthal and Lewis asked questions about maintenance responsibilities, and Director Robertson clarified that Staff and the Commission would want the homeowner's association to maintain the area between the lawn area and the wetlands. Vice-Chair Eggers expressed concerns about the park, including: 1) riparian protection and reparation; 2) a desire to see sensitive accesses to the creek; 3) building a neighborhood park with minimal play area; 4) avoiding the use of fertilizers, pesticides, or herbicides in the maintenance of the grounds; and 5) a desire to see native plants installed that would require a minimal amount of water. She voiced her desire for the Parks Commission to aid in the creation of the park, since the land will be dedicated park property. City Council Liaison Hartzell outlined three main concerns, including: 1) ecosystem values around both the wetland and the creek; 2) economics associated with the maintenance of the park, including the dredging frequency and interval costs; and 3) social uses of the park, including the importance of providing play areas for children. Commissioners Rosenthal and Lewis expressed favor with the overall plan but asserted the need for more information before rendering a decision. Director Robertson asked the Commission to allow the developers to move forward with the wetland portion of the project. MOTION Commissioner Lewis moved to accept the wetland portion of the conceptual park plan and to proceed with the other parts at a later time. Commissioner Amarotico seconded the motion. The vote was: 4 yes - 0 no . DUCKS IN L1THIA PARK Director Robertson reported on the extensive discussion that took place at the May 17 Parks Commission study session regarding ducks and water quality in Lithia Park ponds. He stated that the source of the problem is an overpopulation of ducks in Lithia Park, which is due to overfeeding and a resulting disturbance in migratory patterns. At the May 17 meeting, various solutions were discussed, and the Commission considered asking park patrons to not feed the ducks so that they might seek food elsewhere. Public Comment Jim Young, 1102 Talent Avenue in Talent. As Chair of the Lithia Arts Guild, he stated that the guild is willing to collaborate with the Parks Commission in finding a solution to the Lithia Park ponds water quality problem. He suggested placing special "flow form" sculptures into the ponds to help purify the water, and stated that the guild would be interested in raising funds for that purpose. . . . Page 3 of4 Regular Meeting Minutes - May 24, 2004 Ashland Parks and Recreation Commission NEW BUSINESS DUCKS IN L1THIA PARK, Cont'd. Paul Kay, 1234 Strawberry Lane, spoke about the Lithia Park duck population in terms of pond water quality. He reported that he has worked for years to clean the water in the ponds and has observed that the duck crowding creates an overabundance of waste that smells unpleasant and dirties the water, and that the ducks ultimately treat each other badly. He also emphasized the importance of the human/duck relationship. Discussion Amonq Commissioners Director Robertson reported on the various discussions Staff and vendors conducted about solutions for the water quality problem. The Commission considered the possibility of posting signage educating the public about the hazards of feeding ducks, then removing the duck feeders from the ponds and subsequently assessing the success or failure of the plan and adjusting it as necessary. MOTION Commissioner Rosenthal moved to direct Staff to begin a phase-out of the duck pond feeders and to begin an educational program to inform the public about the plan for the water quality problem in Lithia . Park ponds. Commissioner Lewis seconded the motion. The vote was: 4 yes - 0 no 3AM BICYCLE REQUEST REVIEW Director Robertson reported that 3AM Events LLC requested from the City the use of a quarry off Granite Street for the purpose of staging a mountain bike event on Saturday, August 21, 2004. The quarry lies on City-owned property and the City asked the Parks Commission to make any pertinent recommendations about the event. Discussion Amonq Commissioners Vice-Chair Eggers noted a number of concerns about the event, including protection of the existing erosion control measures and soil conditions in the area, and a desire for event organizers to assume responsibility for educating and directing their riders to use appropriate trails. Commissioner Rosenthal expressed his support of the event while City Council Liaison Hartzell voiced a question about parking and appropriate monitoring of the area for damage. Director Robertson volunteered to forward the Commissioners' comments and concerns to the City Administrator's office. SUB-COMMITTEE and STAFF REPORTS Trail Master Plan Committee Report Commissioner Lewis reported on the May 20 Trail Master Plan Committee meeting, at which the group discussed the Public Trails Meeting set for June 7 at 6:30 PM at The Grove, 1195 E. Main Street. Committee members discussed organizational and logistical details around the event, including publicity, map preparation, breakout table topics, and staffing. Commissioner Lewis urged Commissioners to attend and support the meeting. Forest Lands Committee Meeting Announcement Vice-Chair Eggers announced a meeting scheduled for Tuesday, May 25, from 6-7:30 PM, at the Community Development Building, 51 Winburn Way, to discuss community alternatives to the Forest Service's proposed action for fire hazard reduction in the Ashland Watershed. She encouraged anyone interested to attend. ITEMS FROM COMMISSIONERS · City Council Liaison Hartzell asked Director Robertson for an update on plans for The Grove. . . . Page 4 of 4 Regular Meeting Minutes - May 24, 2004 Ashland Parks and Recreation Commission ITEMS FROM COMMISSIONERS, Cont'd. · City Council Liaison Hartzell updated the Commission on the status of the Charter Review Committee. · Vice-Chair Eggers again expressed her desire to see the Briscoe School playground retained as a property within the Ashland parks system. · Commissioner Rosenthal suggested holding a study session in July in which Commissioners would walk through Lithia Park noting areas of interest or concern. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Public meeting of the Trail Master Plan Committee set for 6:30 PM June 7, 2004, The Grove, 1195 E. Main Street. · Study session set for 7:00 PM June 14, 2004, Parks office, 340 S. Pioneer. Discussion to include a continuation of the signs, memorials, and plaques review followed by an executive session relating to personnel matters. · Trail Master Plan Committee meeting set for 1 :00 PM June 24.2004, Parks office, 340 S. Pioneer. · Regular meeting set for 7:00 PM June 28,2004, Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Vice-Chair Eggers adjourned the meeting. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation - . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES June 28, 2004 ATTENDANCE 'Present: Commissioners Eggers, Gardiner, and Lewis; Director Robertson; Superintendent Gies Absent: Commissioners Amarotico and Rosenthal , CALL TO ORDER I(;r~~! 176 E, -' Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES " , ' ". ,,' Reaular Meetino - Mav 24. 2004 Under New Business item .3AM Bicycle Request Review,. Commissioner , Hos~J11tlgl~)(pressed his support of the event .so long as it was not detrimental.. Under New Business item .. ':." ,\ ~Meadowbl"Q9k Park Development Infonnation,. Vice-Chair Eggers asked that the originallan9uage from ri r, ' the' May 24 meeting regarding .islands under tree groups. be reflected in the minutes. Also in that section, under .Discussion Among Commissioners,. she expressed concem about .riparian protection and restoration in the park. (not .reparation.). MOTION .v!~-Chair Eggers moved to approve the minutes as amended. Commissioner Lewis seconded the motion. ' The vote was: 3 yes - 0 no . . PUBLIC PARTICIPATION OPEN FORUM Bill Longiotti, P.O. Box 1, Talent, spoke of an upcoming event at the Ashland Gun Club and asked the Commission about the status of the gun club lease extension. Ron Roth, 6950 Old Hwy 99 South, asked the Commission to fonnally request that the Jackson County Commissioners hold a public hearing on the proposed amendment to the Bear Creek Greenway ordinance prior to making their final decision on the matter. ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS SIGNS, MEMORIALS, AND PLAQUES DISCUSSION Director Robertson referenced the most recent revisions to the draft policy that came from the June 14 study session and asked Commissioners for their review and feedback. Discussion Amona Commissioners Commissioners discussed a number of issues about the draft policy. Commissioner Lewis read the document from the viewpoint of a person requesting a sign, memorial, or plaque, and found it to be useful. Vice-Chair Eggers reminded the Commission about their decision to not use .monumenr but instead to use only the words .signs and memorials,. as .plaques. would come under the heading of .signs: In tenns of naming parks, trails, or other park-related sites, she stressed the importance of establishing a naming policy, asking that a paragraph be added to the document under the heading of .Policy.. She asked that redundancies in the document be removed wherever possible, and agreed to forward appropriate wording to staff. Finally, she expressed her concern about the reflective signs under trees in Lithia Park, stating that the glaring is often hard on eyes. Page 2 of 4 Regular Meeting Minutes -June 28, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS SIGNS, MEMORIALS, AND PLAQUES DISCUSSION, Cont'd. Chair Gardiner asked Staff to explain historical maintenance practices for such. items as . ~igns, memorials, bridges, or trails. Director Robertson explained that Staff is ultimately responsible for maintaining all items in city parks and recommended that a statement be added to the document to the effect that, "any contribution to the park must be accompanied by a maintenance fee equivalent to twice the worth of the donated item: The Commission agreed 'to reduce the title of the document to "Signs and Memorials" arid to exclude "Plaques and Monuments.. NEW BUSINESS BIKE SWAP REPORT Director Robertson reminded Commissioners about the March 22 APRC regular meeting request that the Parks Coml;T1ission partner with the Bicycle and Pedestrian Commission for the annua~ bike swap. He welcomed Lexi Delgado and David Chapman of ttie Bicycle and Pedestrian Commission~. . Lexi Delgado, Bike Swap Coordinator, spoke about the success of the event and thanked the Parks Commission for their assistance. She reported that the swap took in approximately $2,400 .and that the funds will be used for bicycle education classes in the community, utilizing Parks and Recreation staff for the coordination and administration of those classes. Specific classes could include an e~mentary school- level bicycle rodeo to teach basic bicycle skills in a fun environment; multi-generation rides around Ashland guided by local cycling enthusiasts; and a middle school-aged after-school program to teach bicycle safety and basic bicycle maintenance. The Bicycle and Pedestrian Commission will co-sponsor the classes. David Chapman spoke with appreciation about the suggestion by Parks staff to run and manage future annual bike swaps, with support from himself, Ms. Delgado, and the Bicycle and Pedestrian Commission. Discussion Amono Commissioners Commissioners congratulated Ms. Delgado and Parks I Bicycle Commission staff on the success of the event and expressed their excitement about continuing to work together in the future. HABITAT FOR CATHY REQUEST Director Robertson referenced the packet information regarding the request by a local citizen to be gifted her rental home, located in the North Main Street Park area, in which she has resided for nearly 20 years. Public Comment Cathy Tschanen, 669 N. Main Street, spoke . about the history of the property, including its use as a peach orchard, and stated that the home in which she lives was brought to the site from another location in Ashland. She expressed that the house suits her needs well and that she would have difficulty finding another affordable home in Ashland. She reported that the entrance to the park would be prohibitive for vehicular access. Sharyn Mandell, a Talent resident, is a friend of Ms. Tschanen's who spoke in support of the donation of the home, expressing the desire to assist her friend in expanding the roughly 500-square-foot dwelling. Discussion Amono Commissioners Director Robertson observed that there are two viable entrances and a third possible entrance into the future park, and that the drive off N. Main Street does not appear to be adequate for vehicular entrance into - the park. He indicated that the area would fall into the "neighborhood park. category and would not be suitable as a "drive-to. park but could serve as a "walk-to. park. Page 3 of4 Regular Meeting Minutes - June 28, 2004 Ashland Parks and Recreation Commission . NEW BUSINESS HABITAT FOR CATHY REQUEST, Cont'd. He reported that the Commission will begin a process of creating a master plan for the site in the 2004- 2005 fiscal year and the future of the site will depend upon the results of that process. Chair G~rdin~r reiterated the need to create a master plan for the property and suggested a future site visit. He proposed tabling the request pending the creation of that plan. Vice-Chair Eggers stated'that the mission of the Ashland Parks and Recreation Commission is to create .and.m,ain~Clin~parks in Ashland, not to provide affordable housing to its citizens. She voiced her support for the creation of the master plan. COST OF LIVING ADJUSTMENTS . Dir~ctQr Rpp~rtson asked Commissioners for their consideration and approval of a 3% cost of living . ^ inOfea~efor r~gular full-time Parks employees, mid-level managers, and upper managers; effective July 1, , 20~. H~. ~ta~d that the proposed budget for fiscal year 2004-2005 included projected COLAs of 3%, with project~dincreases of 20% for insurance costs, but that actual insurance costs fo~ the fiscal year are 8%. Discussion AmonQ Commissioners Vice-Chair Eggers noted that the matter was discussed at the June 14 APRC study session. MOTION Commissioner Lewis moved to approve a 3% cost of living increase for regular full-time employee$, mid-level managers, and upper managers; effective July 1, 2004. Vice-Chair Eggers seconded the motion. . The vote was: 3 yes - 0 no ASHLAND SOCCER CLUB'S PROPOSED CHANGES TO PARKS PLAN Director Robertson referenced a request by the Ashland Soccer Club regarding some adjustments on the Parks, Trails, and Open Space Plan relative to active sports fields located near the Ashland YMCA. He introduced a member of the club and invited him to speak to the Commission. Public Comment Rick Landt, 468 Helman Street, is a board member of the Ashland Soccer Club. He read a letter aloud, written by the club to the Commission, which indicated that the club is aware of some activity related to the property adjacent to the YMCA fields that was designated as part of the short-term list of Parks, Trails, and Open Space Plan properties. The club felt that the Commission might be in danger of losing the opportunity to purchase that property. He noted that there has been no activity with regard to the Open Space funding situation in the past few years, despite the fact that the OS plan was unanimously approved by both the Ashland Parks and Recreation Commission and the Ashland City Council. He expressed his desire to reduce the number of properties on the short-term list, which could invigorate efforts to purchase the remaining properties. The club would be interested in utilizing 2-3 acres of the 10 acres of land adjacent to the YMCA fields for the purpose of developing three full-sized soccer fields that would include buffer space and warm-up areas. Discussion AmonQ Commissioners Commissioners reviewed a map provided by Mr. Landt and discussed dimensions of the proposed fields. Director Robertson summarized that adding the acres to the playing fields could create a bigger playing surface that might allow a larger range of ages to participate in activities, which would then make it easier for the Parks Commission to justify additional expenditures to improve the surface of the fields: The Commission directed staff to conduct further conversations with the developer of the property and to report back to the Commission in executive session about the status of the land in question. . Page 4 of 4 Regular Meeting Minutes - June 28, 2004 Ashland Parks and Recreation Commission SUB-COMMITTEE and STAFF REPORTS Trail Master Plan Committee Report Commissioner Lewis reported on the Public Trail Meeting held at The Grove on Monday, June 7, at which 35-40 members of the public attended. Eight tables, representing local trail corridors, were arranged around the room for people to visit, leam about the trail areas, and voice questions and concems. A Trail Master Plan Committee regular meeting was held on June 17. Committee members evaluated the public meeting and determined how to best assimilate the information. A neighborhood meeting, potentially in the Wright's Creek area, will be held in September. Neighbors and property owners will be notified in advance, and they and the public will be invited to attend. Based on the success of that meeting, other trail corridors will be addressed at subsequent meetings. During the summer months, the committee will work on the document that will accompany the map. The document will include policies on trail use, standards for trails, flora and fauna, and trail history. Directoc Robertson added that the draft map under consideration will be posted at various prominent locations around town, including the Community Development Building near the plaza, the Parks Department office in Lithia Park, the Ashland YMCA, and the Ashland Public Library. Readers of the posted maps will be invited to make comments or suggestions directly to Director Robertson via his email address. Director Robertson asked Commissioners for their thoughts on posting a map at the entrance to Lithia Park, but the group decided it would not be necessary. ITEMS FROM COMMISSIONERS . Chair Gardiner proposed a joint Ashland Parks Commission I Ashland City Council study session to discuss The Grove, the Lithia Springs I Ashland Gun Club lease extension, and Open Space funding. . Chair Gardiner proposed directing staff to draft a letter to the Jackson County Commissioners requesting a formal public hearing about the proposed golf course. Staff was so directed. . Commissioner Lewis asked about the outcome of the neighborhood meeting concerning the future of the Briscoe School playground. The Commission agreed to meet with representatives from the neighborhood committee at the next APRC study session on July 19. . Vice-Chair Eggers noted that construction for the Meadowbrook Park II subdivision has commenced and requested clear communication with workers regarding installation of construction fencing and protection of riparian areas during the building process. Director Robertson agreed to talk to Mr. John McLaughlin, Director of Planning, regarding those matters. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS . Study session set for July 19, 2004, at 3:30 PM, Parks Department office, 340 S. Pioneer. The APRC will tour Lithia Park and later meet with representatives of the Briscoe School playground committee. . Trail Master Plan Committee meeting set for July 22, 2004, at 1:00 PM Parks office, 340 S. Pioneer. . Regular meeting set for July 26, 2004, at 7:00 PM, Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjoumed the meeting. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES July 26, 2004 ATTENDANCE Present: -Commissioners Amarotico, Eggers, Gardiner, and Rosenthal; Director Robertson Absent: Commissioner Lewis; Superintendent Gies CALL TO ORDER efs,.l 1'75' E. f.,t:;;J Chair Gardiner call~ the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES fl~r r"~:'!~::O'I'j:~ ular . tin ... June 28 2004 Under New Business item .Habitat for Cathy Request,. VICe Chair :,1 'ft~~'flu;'1'~': r'.,"--:;;'r~~;'~aEY-sas ~ that the minutes reflect that the housing request originated from Ms. Tschanen's friend, Ms. - ~." l '.. ,-'. ,-, ,vSniryw~andell. , . . . J.J ':', ,r' '.: :",MOTIPN.,Y~ Chair Eggers moved to approve the minutes as amended. Commissioner Amarotico ' . · "''''secoooecf'the'motion. ' . The vote was: 4 yes - 0 no PUBLIC PARTICIPATION . OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS DUCK POND SIGNS , Director Robertson reminded commissioners about the discussion that occurred at the May 24 study \.. :..: '-.". " .. ., ,: i. , ~..; '_ \-" .......... _~ r ", -; .~. :', ", .~:, :. .$e$Sion ~tding posting signs at the Lithia Park duck ponds. At that time, the commission agreed to direct ' . staff to 'pOs{slgnsasking people not to feed the ducks. He read two sample signs and requested feedback. Discussion Amona Commissioners : Commissioners discussed proposed wording for the duck pond signs and contemplated reducing the ,'j . ...,number"of :words or rearranging the phraSing. VICe Chair Eggers asked about the sentence, .Fed by ",.', '.humans"duqks lose their survival skills, including their cue to migrate.. She questioned the term .cue to. - and suggested changing the phrase to .sense of when to.. Director Robertson agreed to check with a duck . expert Ileforecompleting the signs. . ~#,,:.;.J' MOTION Vice Chair Eggers moved to direct staff to post signs at the Uthia Park duck ponds. . , CommiSSIoner Amarotico seconded the motion. The vote was: 4 yes - 0 no .' NEW BUSINESS BASEBALL LIGHTS AT NORTH MOUNTAIN PARK Director Robertson reported that staff received a request from the baseball community to light the main baseball field at North Mountain Park. He reminded cOmmissioners that a Parks policy was established in 2001 regardi!1g lighting the North Mountain Park fields. The policy reads: -rhe Commission approved . athletic field lighting for up to three fields at North Mountain Park and, depending on available funding, to , ' light up to one field per year for up to three consecutive fiscal years beginning in 2001-2002.. The commission established the need for at least two dark nights every week and a lighting curfew of 9:30 PM. Page 2 of 4 Regular Meeting Minutes - July 26, 2004 Ashland Parks and Recreation Commission NEW BUSINESS BASEBALL LIGHTS AT NORTH MOUNTAIN PARK, continued The commission further determined that the first 35% of costs associated with installation of the lights would be'generated by the users of those lights. To offset the costs of operating the lights, fees would 'be charged for their use. Director Robertson introduoed Mr. Greg Weston of American Legion Baseball and invited him to speak before the commission. Public Comment ' . '_. ,,' '_,.',' " , ,f , ,'_.. "',. ~'. " ~~ '_ ':, . Greg Weston, P.O. Box 185,'thanked' the.'cOnlm~ioIi'f()r ~~oPPortun-i~ to 'SJk~k 6~.t>eh~lf bf the , baseball community and asked them to move forward with installing lights at the main baseball field at ' , North, Mountain Park. He reported that the baseball community is prepared to raise their 35% of the funds for the lights. He talked about how baseball games would be enhanood by the lights: high school and Babe Ruth baseball. games would benefit from their installation; ball games would not need to be .called. due to insufficient lighting; games could be scheduled for later in the afternoons or early evenings, which would allow working parents and families to attend the games. He indicated that the baseball community hoped to see lights installed at North Mountain Park by February of 2005. Discussion AmonQ Commissioners Commissioners asked Mr. Weston a number of clarifying questions about baseball in the Ashland area and how the lights would benefit those activities. City Council Liaison Hartzell asked about frequency of soccer lights usage at North Mountain Park and the costs associated with their operation. Staff agreed to track usage information in the future. In terms of cost, Director Robertson reported that the soccer lights cost $25 , per session for up to three hours of use. In response to a question about how to pay for installing baseball lights, Director Robertson outlined several options, including one in which the baseball community could pay the 35% up front, with the balance budgeted and paid for by Parks in the 'Subsequent fiscal year. VICe Chair Eggers spoke about potential adverse effects on the natural area due to the lights at North Mountain Park. She reported that the previously installed soccer lights spill light onto the natural area, despite the lighting manufacturer's promise that they would only illuminate the fields. City Council Liaison Hartzell suggested conducting research to determine whether a lighting company could truly light only the sports area. Staff agreed to look into baseball activities at the high school and within the Ashland School District; specifically, whether those communities play under lights and to what extent they use the North Mountain Park field. They also agreed to look into how otten the soccer fields have been lit and to conduct some research about new technology on lighting only targeted areas. Finally, they volunteered to investigate the number of baseball groups in the area that would benefit from lighting the main baseball field at North Mountain Park. Further decision-making was tabled pending results from the research. The commission assured Mr. Weston that the rt:latter would receive further consideration at a future meeting. REQUEST TO MODIFY PARKS, TRAILS, AND OPEN SPACE PLAN Director Robertson reminded the commission about the discussion that occurred at the June 2004 APRC regular meeting regarding the request by the Ashland Soccer Club to modify the short and long-term Parks, Trails, and Open Space land acquisition plans. Director Robertson informed the commission that Mr. Rick Landt specifically suggested, on behalf of the Ashland Soccer Club, moving the parcels of land next to the YMCA Park from the short-term plan list over to the long-term plan list, yet maintaining a 300-foot section [adjacent to that area] as a short-term property. He also recommended moving the property adjacent to Helman School to the long-term plan list. Director Robertson invited Mr. Landt to address the commission with more details. . .. Page 3 of4 Regular Meeting Minutes - July 26, 2004 Ashland Parks and Recreation Commission . NEW BUSINESS REQUEST TO MODIFY PARKS, TRAILS, AND OPEN SPACE PLAN, continued ~: ,):~ * (;' ~f Public Comment RickL~l1dt,! 468 Helman Street, reported that the rapid rate of development in Ashland could jeopardize the 'Po$SiblUtY,qfpurchasing properties on the proposed Parks. Trails, and Open Space lists. Further, he expressed. that reducing the number of properties [on the short-term list) might be practical in terms of . identifYing . an~ implementing a funding mechanism for the purchase of those properties. He reported that . .,' !. L :,-:' , . ",,:~~~:are,tw,O;:relatively playable soccer fields at the YMCA Park. If two of the existing fields were upgraded, :....<,~:;: c-;; ;;,(,3iJ.~ul#.!t>;e, ppssible to hold soccer tournaments in Ashland [given the total number of playable fields in --""'.' ",; ,~ : :., ,~'~!ld];M~~:Landt urged the commission to act quickly, since the properties on the lists soon could be ' !" ;,.:d' pUrchased and developed [and no longer available for p~ and open space purchase). i'" Discussion Amona Commissioners ;"~~~rfl~(;f,lbout the funding mechanism for purchasing properties on the Parks, Trails, and Open Space . Plan.Jists.<:;~~ir Gardiner [who sits on that committee) reported that the last committee meeting was held in August of 2003. At that time, the group agreed to focus on Systems Development Charges (SDCs) as a , ~an~by which to generate funds for the purchase of properties on the short and long-term OS lists. He .and Dt~or:Robertson asked Ms. Jill Turner, a local CPA, to conduct a study about the practicality of using " SDCs for~thispurpose. Results from that study were reviewed in spring of 2004 and showed that SDCs are a.yia,~I~funding mechanism. Chair Gardiner stated that another OS Plan Funding Committee meeting is due to occur ,but has not yet been scheduled. Vice Chair Eggers recommended developing a timeline to move forward with a plan. Director Robertson suggested contacting existing OS Funding Committee members to gauge their interest in continuing with the committee and setting a date for the next meeting. He volunteered to speak with the City Administrator to determine when the City Council might be able to address the matter. In the meantime. Mr. Landt urged the commission to move forward with a motion. MOTION VICe Chair Eggers moved to transfer items from the approved Parks, Trails, and Open Space short-term plan list to the long-term plan list. Specifically, a portion of the property along the YMCA Park boundary would be placed on the long-term acquisition list. Further, the five acres adjacent to the Helman School playground would be moved from the short-term plan list to the long-term plan list. Commissioner Amarotico seconded the motion. Additional Discussion Amona Commissioners Commissioner Rosenthal asked for more information about the plans for the property adjacent to the Helman School playgrounds. Director Robertson repcirted that the property originally was proposed for use as soccer fields. ,._,j ". The vote was: 4 yes - 0 no . SUB-COMMITTEE and STAFF REPORTS Trail Master Plan Committee Report Commissioner Amarotico reported that the Trail Master Plan Committee met on Thursday, July 22. At the meeting, committee members discussed the upcoming neighborhood meeting of the Wright's Creek area scheduled for September 13. Director Robertson reported that four draft maps [showing proposed trail corridors] were placed around town for public review and feedback. They were positioned at the Ashland Family YMCA, the Ashland Public Library, the Community Development building [near the downtown Plaza]. and the Ashland Parks and Recreation Department office. Page 4 of 4 Regular Meeting Minutes - July 26, 2004 Ashland Parks and Recreation Commission SUB-COMMITTEE and STAFF REPORTS Trail Master Plan Committee Report, continued Director Robertson stated that upcoming neighborhood meetings will target trail.corridors and the Wright's Creek section will serve as the pHot area. For future meetings, the committee may combine more than one trail section. Notices for the Wright's Creek meeting will be mailed to homeowners whose properties touch the land within a 600-foot swath. Input will be sought from community members about how to connect the missing" sections. Possible solutions incl~ using surface streets, purchasing property, or purchasing pedestrian access easements. ; _ _ '." . ",:,..... I...... ...... '. ~ ". I , ITEMS FROM COMMISSIONERS _... ".' !_'~",".; . . · Chair Gardiner directed Commissioners' attention to the packet letter from Mr. Dan Thorndike, a citizen who regulariy rides his bike on the Bear Creek Greenway. Mr. Thorndike wrote to complain about the lack of proper signage instructing users about appropriate pathway use and etiquette. He asked the commission for their assistance in aeating and. displaying proper signage on the Greenway. Director Robertson agreed to draft a letter from Chair Gardiner to the Greenway Committee about this matter. · VICe Chair Eggers asked about the progress on the Calle Guanajuato Stairway project, as she received feedback that some citizens were concerned that the project was not moving forward as planned. Director Robertson reported that a shipment of the wrong light fixtures impeded the progress of the stairway, but. that the project is now underway again and will soon be back on schedule. · Commissioner Rosenthal asked about the netting at the golf course driving range. Director Robertson reported that the new netting installation was completed eariier that day. · VICe Chair Eggers asked about the bridge at North Mountain Park near the trail at the high end of North Mountain Street. Director Robertson agreed to look into K and call her the following day. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Study session set for August 16, 2004, at 7:00 PM, The Grove, 1195 E. Main. Discussion to center around future plans for The Grove. . Trail Master Plan Committee meeting set for August 19, 2004, at 1:00 PM, Parks offICe, 340 S. Pioneer. The committee will tour the Wright's Creek trail corridor beginning at 2:00 PM. · Regular meeting set for August 23, 2004, at 7:00 PM, Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Chair Gardineradjoumed the meeting at 8:50 PM. Respectfully submitted, ~. Susan Dyssegard Ashland Parks and Recreation . ; -'~ . .' . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES August 23, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, and Rosenthal; Director Robertson; Superintendent Gies None Absent: CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reaular Meetina - Julv26. 2004 Under New Business item -Baseball Ughts at North Mountain Park,. Vice . Chair Eggers questioned whether the Parks Commission established a policy in 2001 regarding lighting the North Mountain Park fields [as opposed to setting a goa~. Staff agreed to investigate and respond at the next regular meeting. Under the same item, Vice Chair Eggers clarified that she asked about the number of baseball players in Ashland, not the number of groups. Under New Business item -Request to Modify Parks, Trails, and Open Space Plan,. Vice Chair Eggers asked that the sentence regarding Systems Development Charges (being used as a funding mechanism for the purchase of parks, trails, and open . space properties) be clarified to read, -u,at SDCs could constitute a small part of a plan to provide funds to acquire the properties listed on the current short-term Parks, Trails, and Open Space Plan.. MOTION Commissioner Rosenthal moved to approve the minutes as amended, with the one remaining question [regarding the lighting policy or goal relative to the N. Mtn. Park fields] to be reviewed and answered at the September 27 regular meeting. Vice Chair Eggers seconded the motion. The vote was: 5 yes - 0 no '_ __1_. : PUBLIC PARTICIPATION OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS LAND DONATION Superintendent Gies spoke of the land donation off Granite Stree~ reminding the commission that the matter was discussed in the summer of 2003. He referenced the packet memo on the topic, specifically noting the two remaining conditions for the commission's review and approval, which indicate that: -1) If the City of Ashland decides to not use this land as open space parkland, it will be donated to the Nature Conservancy; and 2) The walkway from the private drive up to the parcel will be named after the children [who are both deceased), and some form of recognition for their children will be erected by the walkway" He informed the commission that the donation was listed as -Parcel 2" on the enclosed map and it was equivalent to approximately five acres of land. Discussion Amona Commissioners Commissioners discussed minor details about the two conditions and agreed that the naming of the pathway would fall within the policy guidelines established by the commission regarding placements of signs, memorials, and plaques. Page 2 of 4 Regular Meeting Minutes - August 23, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS LAND DONATION, Cont'd. MOTION Commissioner Lewis moved to gratefully accept the land donation and to honor the two new conditions. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no SIGNS, PLAQUES, AND MEMORIALS POLICY Director Robertson spoke of the recent changes to the policy document, which were made. by Vice Chair Eggers, and indicated that the updated document was enclosed in the commissioners' packets. He asked for their review and approval of the revised policy. Discussion Amona Commissioners Commissioners asked clarifying questions and made final decisions about various points within the policy document. Commissioner Rosenthal thanked Vice Chair Eggers for her efforts. MOTION Commissioner Rosenthal moved to approve the Parks Commission policy for signs, plaques, and memorials, including the recent revisions. VICe Chair Eggers seconded the motion. The vote was: 5 yes - 0 no NEW BUSINESS REQUEST FROM ASHLAND POP WARNER FOOTBALL Director Robertson reported that the commission received a request from Ashland Pop Warner Football for scholarship funds for 1ow-inconJe families and that Pop. Warner specifically questioned whether the scholarships could be drawn from Youth Activities Levy [VAL] funds. He introduced Mr. Greg White. President of the Ashland Pop Warner Football League. . Public Comment Greg White, 945 N. Mountain Street asked for scholarship money for the league, which is comprised of 7- to 12-year-olds in the community. He reported that he receives requests for scholarships each year and tries not to turn any child away based on financial hardship. For scholarship families, he asks parents to pay a small portion of the fees and the league pays the remainder. He stated that Pop Warner received a grant from the NFL and a donation from the Kiwanis Club, but the donations did not cover total scholarship costs. The league uses volunteer coaches, team moms, and crew members, so costs are kept as low as possible. Equipment costs do tend to remain relatively high, and can run as much as $200 per child, ~ the equipment is new and of high quality. He indicated that YAL funds were once given to the league and questioned why the money is no longer available for local teams. Discussion Amono Commissioners . Commissioners asked about the cost of participation in the league and were informed that Mighty Mites [younger players] are charged $75 and the older groups [Junior Pee Wee and Pee Wee players] are charged $95 [with the additional $20 used for hiring and paying extra game officials]. The Pop Warner league pays for and owns all equipment associated with the games, so players are not required to buy gear or uniforms. 55 children are enrolled in the league's teams this year, and the league has 12 cheer1eaders [who don't pay to participate]. In response to the question about YAL funds, staff informed Mr. White that Y AL money was provided [in past years] to help some programs and groups gain a foothold within the community but it was not intended to be used to subsidize their continuing operations. . . . Page 3 of4 Regular Meeting Minutes - August 23, 2004 Ashland Parks and Recreation Commission NEW BUSINESS REQUEST FROM ASHLAND POP WARNER FOOTBALL, Cont'd. Director Robertson proposed the possibility of having the Ashland Parks and Recreation Department train and certify coaches in the local sports community. Certification of coaches could reduce or eliminate potentialliabil.ity issues pn the event of an accident). Once coaches were trained and certified, they could coach multiple sports in the community. He indicated that coach training could be linked to modest scholarship funding and that the collaboration could benefit both parties and be absorbed by the department. When asked by Commissioner Lewis about whether there. was a slight increase in Y AL funds (for recreation , activities in the community) in the past year, Director Robertson reported that there was a slight increase, and that more than 90% of the money was directed to the Ashland School District, while the remaining funds, equaling approximately $120K, were used to offset the costs associated with recreation programs offered through Ashland Parks and Recreation. Commissioner Rosenthal expressed his desire to assist the Pop Warner Football League with a contribution toward scholarships. Vice Chair Eggers asked staff to research how the commission traditionally assisted groups in funding community recreation programs. Director Robertson responded that he knew of just one program that was minimally funded (other than regular Parks Department programs). Commissioner Rosenthal proposed that the Parks Department donate a small amount of money toward scholarships for the Pop Wamer FQOtball League and, in return, receive advertising for Parks and Recreation programs [over the public address system at the high school) during half-times at their six home games. Vice Chair Eggers urged the commission to discuss the matter at a later date during a study session. MOTION Commissioner Rosenthal moved to authorize $150 toward .advertising for Ashland Parks and Recreation activities [over the public address system at the Ashland High Schooq during Pop Warner Football League home games during their 2004 season, and for the money to be earmarked for scholarships. Commissioner Lewis seconded the motion. Discussion Amona Commissioners Vice Chair Eggers urged the commission to postpone the decision until further research could be conducted and a study session held. The vote was: Commissioners Rosenthal, Gardiner, Lewis - yes Commissioner Amarotico, Eggers - no THE GROVE COMMUNICATION Director Robertson referenced the packet memo relating to the letter from Mayor DeBoer, in which the mayor asked the Parks and Recreation Commission to begin operating The Grove as ouUined in the two- phase plan developed by the council's Ad Hoc committee. Director Robertson asked the commission for their review of the matter, and specifically to consider the draft response prepared by staff. Discussion Amona Commissioners The Commission reviewed the draft response to the mayor's letter, which was handed to commissioners prior to the meeting. Since they did not have time to review H before the meeting, staff assured them that the memo accurately reflected the discussions that occurred at the August 16 study session. Commissioner Rosenthal requested that the word .operate" [The Grove] be changed to "manage" [The Grove). The group Page 4 of 4 Regular Meeting Minutes - August 23, 2004 Ashland Parks and Recreation Commission NEW BUSINESS THE GROVE COMMUNICATION, Cont'd. discussed that the teen board would be comprised of teen representatives as well as other members in the community. VICe Chair Eggers suggested conducting a joint study session with the Parks Commission and the City Council to discuss the matter at greater length. The commission. authorized staff to prepare a final draft of the letter, including the changes discussed, and toforward it to the mayor. SUB-COMMITTEE and STAFF REPORTS Trail Master Plan Committee Report Director Robertson reported on the August 19 regular meeting of the Trail Master Plan Committee and indicated that the main focus of the meeting included preparation for the September 13 public meeting of. the proposed Wrighfs Creek Trail corridor. He informed the commission that the meeting was to be held at a private residence located at 500 Strawberry Lane at 6:30 PM. He further stated that committee members toured the proposed trail corridor with staff after the meeting. When asked, Director Robertson said that, in tenns of publicity for the meeting, staff planned to run a display ad in the Ashland Daily Tidings, post a reminder in the .Community Notes. section of the newspaper, and mail a notice to all property owners whose properties border the trail area. ITEMS FROM COMMISSIONERS · Vice Chair Eggers asked for the implementation of fire hazard reduction measures at the newly donated Parks property located off Granite Street. · Chair Gardiner reported receiving a request from Gene Burnett, an Ashland resident, asking for the installation of an exercise station [for pull-ups and stretching] in Uthia Park. Staff agreed to look into the possibility of installing such a station. UPCOMING MEETING DATE(S). and PROPOSED AGENDA ITEMS · Study session set for September 8, 2004,at 7:00 PM, Parks office, 340 S. Pioneer Street. Discussion to include water quality improvement in Uthia Park ponds [Leslie Gore presentation] followed by an executive session to discuss land acquisitions. · Trail Master Plan Committee meeting set for September 13, 2004, at 6:30 PM, 500 Strawberry Lane. Topic to be the Wright's Creek Trail corridor. · Trail Master Plan Committee regular meeting set for September 14, 2004, at 9:00 AM, Parks o~, 340 S. Pioneer Street. Discussion to be the September 13 public meeting. . Regular meeting set for September 27,2004, at 7:00 PM, Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting at 8:50 PM. ;:~ Susan Dyssegard Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES September 27, 2004 ATTENDANCE . - '. 'Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, and Rosenthal; Director Robertson; Superintendent Gies; City Council Liaison Hartzell None Absent: CALL TO ORDER . . .; ,,;"L Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES '''' Reoular.'Meetina - Auaust 23. 2004 Under New Business item -Request from Ashland Pop Warner Foo.tball,~VICe Chair Eggers clarified that she urged the commission to discuss the matter at a later date during a study session and '0 receive all such requests during the budget process. - She further stated that she -did not want to set a precedent for receiving such requests outside the yearly budget process" Under New Busine~ item -The Grove Communication,- VICe Chair Eggers clarified that the group discussed that "th.e ,board to oversee or manage activities at The Grove would be composed of teen representatives as well Cl8. othel:S" Under Items from Commissioners, VICe Chair Eggers requested that the minutes reflect th,at shepoil1ted out "the possible need for fire hazard reduction measures- at the newly donated property off Granite Street. MOTION Vice Chair Eggers moved to approve the minutes as amended. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA Director Robertson requested removing the New Business item -Ice Rink Lease- from the agenda and disc;ussing it at a future executive session. The commission concurred and the item was removed. UNFINISHED BUSINESS GUN CLUB LEASE Director Robertson referenced the packet memo relating to the Ashland Gun Club lease. He reported that staff received a legal opinion from the City Attorney stating that the issue needs be resolved by both the Parks Commission and the Ashland City Council, and that given commission schedules and staff workloads, the best time for that meeting would be April of 2005. Discussion AmonQ Commissioners The commission directed staff to pursue the proposed meeting and to schedule the joint study session for April of 2005. Commissioners asked staff to research some of the items relating to the club's lease extension, including environmental cleanup, weUands delineation, historic values, and legal issues. Director Robertson assured the commission that staff would pursue the matters prior to the April 2005 study session. Page 2 of 4 Regular Meeting Minutes - September 27,2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS, Cont'd. BASEBALL FIELD LIGHTS Director Robertson reminded the commission about the request by representatives from the IocaJ baseball community for approval to fundraise to purchase lights for the varsity baseball field at North Mountain Partt He referred the commission to the lighting policies enclosed in their packets, and infooned them that Mr. Greg Weston of the baseball community, as well Ms. Bonnie Moody of the concerned neighborhood group, were on-hand to offer their opinions and answer their questions. Discussion AmonQ Commissioners The commission debated whether the policy document under consideration, which was approved by motion in the year 2000, was indeed a policy or merely a set of guidelines or goals for the commission. After much discussion,. it was determined that portions of the document entitled -Athletic Field Lights at North Mountain Park- were guidelines for the commission to follow when making decisions about fiefd fighting. Public Comment Greg Weston, 620 Sherwood Avenue, thanked the commission again for allowing him to make the request to raise funds for baseball lights at North Mountain Parlt He answered a previous question. by the commission regarding the number of participants'in the baseball commUnity within Ashland, reporting that the total number of baseball players pn the 2004 season] was 109, including three players that were double rostered. Lights were also discussed and it was estimated that, in the month of July, for example, the lights might be used a maximum of 12 nights for up to 1-1/2 hours each night. Bonnie Moody, 511 East Hersey Street, a resident who lives direcUy aaoss from North Mountain Park, spoke with concern about the parking situation at the fields and stated that the problem affects the entire community. She suggested not allowing two sports to play on two fields on a given night, because that would exacerbate the already difficult parking situation in the area. Carol Carlson, 509 N. Mountain Avenue, also lives across from the park. She likes the lights but does not enjoy the fact that they shine into her home. She suggested lowering the lights so they shine directly onto the field, and proposed erecting some type of barrier around the lights. Joe Peterson, 294 Village Park Drive, wrote a letter asking the commission not to light two fields on the same night. He also addressed other concerns regarding the lighting of any additional field(s). Larry and Sharon Ince, 515 North Mountain Avenue, who live in the Riverwalk subdivision, wrote a letter to the commission regarding parking problems near the park, insufficient restrooms, and how additional lights could be a concern to residents in the area. Additional Discussion AmonQ Commissioners The commission discussed existing parking spaces (approximately 100] and suggested ways in which parking problems could be ameliorated, including ride sharing and ensuring that two fields were not lit at the same time. Other issues discussed included: consideration of lights shining on natural areas (especially if additional lights were installed]; new lighting technologies; and tabling further discussion until budget time. The commission directed staff to bring lighting specifications, pole positions, and materials / plans for impact on the natural areas to a future commission meeting. Additional Public Comment Greg Weston, 620 Sherwood Avenue, stated that he previously perceived the lights were allowable [by the commission] and that the baseball community sirnply needed to raise the funds. After hearing the meeting discussion, his perception of the situation was quite altered. Page 3 of4 Regular Meeting Minutes - September 27,2004 Ashland Parks and Recreation Commission . . UNFINISHED BUSINESS BASEBALL FIELD LIGHTS, Cont'd. Rick Landt, 468 Helman Street, speaking as a former Parks Commissioner, stated that many people involved in the creation and development of the park were not aware that lights would be installed later. Once the fields were finished, the commission was approached by groups wanting lights. He concluded by stating that the lights don't meet the spirit of the rules established by the commission; another set of lights close to residences could pose a problem; and the commission might wish to consider waiting until the money for lights is raised before spending additional time on the matter. LOWER DUCK POND PROPOSAL Director Robertson reported on the presentation by Leslie Gore at the September 8 study session in which she proposed a method by which to clean the water in the lower duck pond. Discussion Amona Commissioners . Commissioners discussed whether or not to issue an RFP [Request for Proposals) in determining the best solution or vendor for the water quality improvement project. After much deliberation, the commission directed staff to research a system and put together a program outlining costs, with the intention of moving forward with a plan for implementation. Public Comment Paul Kay, 1234 Strawberry Lane, thanked the commission for the opportunity to work on cleaning the water in the lower duck pond and invited them to a demonstration of his methods on Monday, October 4, at Science Works Museum. He stated that the current cleaning system in the pond has to be removed by the end of October or in early June. Staff agreed to discuss setting a date for the its removal before the end of October. NEW BUSINESS SOUND AMPLIFICATION REQUEST Director Robertson referenced the packet memo outlining the request by North Mountain Park staff for a one-time exception to the sound policy for North Mountain Park in order to amplify sound at their annual Salmon Festival for the purpose of maximizing the effectiveness of the programs. He deferred to Ms. Linda Chesney of the North Mountain Park Nature Center. Staff Comment Linda Chesney, Environmental Education Co-Director at the North Mountain Park Nature Center, talked about the program elements that would benefit from sound amplification, including acoustical music [one performance from noon to 1:00 PM] and announcements for group tours. Discussion Amona Commissioners Commissioners discussed the feasibility of this one-time request for sound amplification and agreed that it would benefit the programs at the event. A commissioner asked that the amplification not go beyond the park boundaries, if possible. MOTION Commissioner Rosenthal moved to grant a one-time exception to the sound amplification policy for the annual Salmon Festival at North Mountain Park. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no . Page 4 of 4 Regular Meeting Minutes - September 27,2004 Ashland Parks and Recreation <::ommission NEW BUSINESS, Cont'd. SIGNS, MEMORIALS, AND PLAQUES SUBCOMMITTEE APPOINTMENTS Director Robertson reported that seven requests for signs, memorials, and plaques are pending commission approval and requested the formation of a subcommittee to review and process those requests. Discussion Amon<] Commissioners Commissioners Amarotico and Eggers volunteered to serve on the subcommittee and were duly appointed to it by Chair Gardiner. SUB-COMMITTEE and STAFF REPORTS Trail Master Plan Subcommittee Report Commissioner Lewis reported on the September 13 public meeting of the Wright's Creek Trail corridor, at which approximately 40 people attended. A follow-up meeting was held the next day. On Thursday, September 23, Trails Supervisor Jeff McFarland gave a tour of the Tolman, Clay, and Hamilton Creek Trail corridors. The public meeting to discuss those corridors will be held on Monday, October 11, at The Grove, 1195 East Main Street, at 6:30 PM. ITEMS FROM COMMISSIONERS · Vice Chair Eggers reported that she attended the Oregon Parks and Recreation Association (ORPA) conference and found it valuable. . Commissioner Rosenthal asked for a status update on the Briscoe School playground situation. Director Robertson reported that the Parks Commission tentatively plans to meet with the Ashland School Board in November in a joint study session to discuss the matter. UPCOMING MEETING DATE(S)and PROPOSED AGENDA ITEMS . Executive session set for September 29 at 4:00 PM - Parks office, 340 S. Pioneer. . Trail Master Plan Subcommittee public meeting set for October 11 at 6:30 PM - The Grove, 1195 E. Main Street. Topics will be the Tolman, Clay, and Hamilton Creek Trail corridOfS. . Trail Master Plan Committee regular meeting set for October 14, 2004, at 1:00 PM - Parks Office, 340 S. Pioneer Street. Discussion to be the October 11 public meeting. . Special meeting set for October 18 at 7:00 PM - Parks office, 340 S. Pioneer. Discussion will be concessions in Lithia Park. . Study session set for October 18 at 7:00 PM - Parks office, 340 S. Pioneer. Discussion will be public meetings, records, and ethics rules followed by an update on the Meadowbrook Park II Development project. . Regular meeting set for October 25, 2004, at 7:00 PM, Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting at 10:00 PM. Respectfully submitted, ~ Susan Dyssegard Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES October 18, 2003 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige None Absent: CALL TO ORDER Chair Gardiner called the meeting to order at 7:15 p.m. at the Parks office, 340 S. Pioneer Street. PUBLIC MEETINGS I RECORDS / ETHICS City Recorder Barbara Christiansen and Assistant City Attorney Mike Reeder made a presentation to staff and the commission about proper rules and procedures for recording meeting minutes. Assistant City Attorney Reeder discussed ethics rules for commissions, committees, and staff. MEADOWBROOK PARK II DEVELOPMENT UPDATE The commission reviewed the Meadowbrook Park II Development plans with the developer, Don Grove, and the landscape architect, Bob Foster. The commission asked that the plans be reviewed by the Bear Creek Watershed Committee and also requested that staff schedule a tour of the area in the near future. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting. Respectfully submitted, , ().~ .J{-{-J'I'- J::ft.r1~w SiJsan Dyssegard Ashland Parks and Recreation Department . . . City of Ashland PARKS AND RECREATION COMMISSION SPECIAL MEETING MINUTES October 18, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige None Absent: CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street. CONCESSIONS IN L1THIA PARK Commissioners reviewed the memo from Director Robertson outlining the terms of the lease agreement for Lithia Park concessions, which include: 1. Length of lease: 18 months 2. Monthly lease cost: $1,525 3. At the conclusion of the 18-month period, the agreement can be extended by mutual agreement of both parties 4. The City Attorney has reviewed the contract 5. Staff recommends entering into the agreement After a brief discussion, during which the commissioners asked clarifying questions about the proposed lease agreement, the Chair called for a motion. MOTION Commissioner Lewis moved to enter into an 18-month lease agreement for park concessions. Commissioner Rosenthal seconded. The vote was: Amarotico, Gardiner, Lewis, Rosenthal - yes Eggers - no ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting. Respectfully submitted, ~ I Susan Dyssegard Ashland Parks and Recreation Department . . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES October 25, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, and Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Hartzell Absent: None CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reqular Meetinq - September 27, 2004 Under Approval of Minutes [for the August 23 meeting], regarding the New Business item "Request from Ashland Pop Warner Football," Vice Chair Eggers asked that the sentence be changed to read that "the Commission would discuss the matter and consider all such requests during the budget process." Under Unfinished Business item "Baseball Field Lights," in the paragraph entitled "Additional Discussion Among Commissioners," Vice Chair Eggers asked that the statement "signing to direct people to the existing parking lot" be added to the sentence referring to ways in which parking problems could be ameliorated at the North Mountain Park sports fields. MOTION Vice Chair Eggers moved to approve the minutes as amended. Commissioner Rosenthal seconded the motion. The vote was: 5 yes - 0 no Special Meetinq - October 18. 2004 MOTION Commissioner Rosenthal moved to approve the minutes. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no Study Session - October 18. 2004 Vice Chair Eggers asked that the paragraph referring to Public Meetings / Records / Ethics be changed to read that "City Recorder Barbara Christiansen and Assistant City Attorney Mike Reeder made a presentation to staff and the commission about 'legal requirements for noticing and conducting meetings and for recording minutes. II MOTION Commissioner Rosenthal moved to approve the minutes as amended. Commissioner Lewis seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Paul Kay, 1234 Strawberry Lane, thanked the commission for allowing him to work on improving the water quality in Lithia Park's lower duck pond for the past three years, stating that he learned a great deal while working on the project. He reported on what was found in the pond during the clean-up process. The commission thanked him for his efforts, and especially for the volunteer time he spent after the official contract ended. . . . Page 2 of3 Regular Meeting Minutes - October 25,2004 Ashland Parks and Recreation Commission ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS BASEBALL FIELD LIGHTS Director Robertson referenced the packet memo outlining a proposed three-step process to evaluate the effects of sports field lighting on the natural area at North Mountain Park, assuring the commission that it would be completed by January 1, 2005. Public Comment Don Senestraro, 2017 Wine Street, expressed confusion about why field light studies [to determine the effects of ball field lights on the natural areas] were not conducted prior to installing lights at the North Mountain Park soccer field and stated that he did not understand why the approved policy from the year 2000 [regarding lighting additional fields at North Mountain Park] was not being upheld by the commission. Discussion Amon!:! Commissioners Commissioners clarified that funds for lighting an additional field were not incorporated into the 2003-2004 budget and that, receiving the request as they did [Le., out of the normal budget cycle] prevented them from seriously considering the request until the next fiscal year. The commission assured Mr. Senestraro that the matter [of lighting an additional field at North Mountain Park] would come under review during the 2005 budget process and invited him to attend the upcoming budget meetings. NEW BUSINESS GOAL SETTING AND EVALUATION PROCESS Director Robertson referenced the memo outlining his proposed goal setting and budget preparation process, including one-on-one commissioner/staff meetings in November to gather input and propose new goals for the coming fiscal year; a draft goals document to be presented, discussed, and refined during the December study session; and promotion for a public hearing of goals, with goals adoption scheduled for the January regular meeting. Discussion Amon!:! Commissioners Commissioners expressed their desire to solicit and promote public input early in the goal setting process. Staff responded that they would work with the commission to create a public service announcement inviting the public to attend a special goal setting study session in December. SUB.COMMITTEE and STAFF REPORTS Trail Master Plan Committee Report Commissioner Lewis reported on the October 11 public meeting of the Tolman, Clay, and Hamilton Creek Trail corridors, at which approximately 40 people attended. A follow-up meeting was held on October 14. The public meeting to discuss the Roca and Ashland Creek Trail corridors will be held on Monday, December 6, at The Grove, 1195 East Main Street, at 6:30 PM. Preparatory to that meeting, a preliminary tour of the Roca Creek area was conducted and several Trails Committee members attended. Commissioners asked to be notified directly about future public meetings. Quarterly Project Update Superintendent Gies referenced the memo outlining the status of current departmental projects. With regard to the Bike Park project, a commissioner requested information on the impact the park would have on neighbors. In terms of the Greenway Park node project, a commissioner indicated that a citizen reported that the sign instructing owners to keep dogs on short leashes [Le., six feet or less] was no longer in place. The citizen asked that the sign be reinstalled. . . . Page 3 of3 Regular Meeting Minutes - October 25, 2004 Ashland Parks and Recreation Commission ITEMS FROM COMMISSIONERS . Commissioner Rosenthal referenced the packet letter from Mr. Tom Foster summarizing the results from the May through September guided Lithia Park tours. He suggested writing a note to Mr. Foster and his crew of volunteer Lithia Park tour guides thanking them for their contribution of time and effort. Staff agreed to draft a letter for Chair Gardiner's signature. . Chair Gardiner referred to an email written by Mr. Dan Thorndike concerning inadequate signage on the Greenway Bike Path [instructing users about bike path etiquette). Staff assured him that the Greenway Committee is in the process of standardizing signage throughout the Greenway. . Commissioners welcomed the Parks Department's new Recreation Superintendent, Rachel Teige. . Vice Chair Eggers asked staff to review the topic of dogs in City parks [and other natural areas within City limits] in the near future. Staff assured her that the matter would be brought forward for review in an upcoming study session. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Tour of Meadowbrook Park II Development set for November 3 at 4:00 PM -- to meet at the North Mountain Park Nature Center parking lot. Staff agreed to invite the Bear Creek Watershed Council to attend the tour. · Joint study session with the Ashland School Board set for November 15 at 7:00 PM - Parks office, 340 S. Pioneer. Topic will be the future of the Briscoe and Lincoln School playgrounds. · Trail Master Plan Committee regular meeting set for November 18 at 1:00 PM - Parks Office, 340 S. Pioneer. Topic will be the December 6 public meeting regarding the Roca and Ashland Creek Trail corridors. · Regular meeting set for November 22 at 7:00 PM, Council Chambers, 1175 E. Main. Topic to include: . Dogs in Ashland's parks and other natural areas within the City limits. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting at 8:15 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES November 15, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Hartzell; Ashland School Board Members; School Superintendent DiChiro; Members of the Save our Schools and Playgrounds Committee Absent: None CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street. NEW BUSINESS DISCUSSION ABOUT THE FUTURE OF THE BRISCOE AND LINCOLN SCHOOL PLAYGROUNDS Parks Commissioners and School Board members introduced themselves to the audience [of approximately 30 people). Superintendent Gies spoke of the 25 years of collaborative projects between the Parks Department and the Ashland School District. Commissioners and School Board members spoke of their desire to ensure the best possible outcome for the future of the Briscoe and Lincoln School playgrounds. School Superintendent DiChiro informed the group that the Briscoe School building is fully occupied, with half of the rooms used by OCDC and the other half by the Lithia Arts Guild. Both are three-year leases, and OCDC may extend their lease by two years. Chair Gardiner opened the floor to public testimony. Public Comment Melissa Mitchell-Hooge, 271 High Street, spoke on behalf of the Save Our Schools and Playgrounds organization (for which she serves as president), requesting that the city preserve its elementary school playgrounds. She read letters from Peter Buckley, State Representative Elect, District Five, and Judy Uherbelau, State Representative, 52nd District, who wrote in favor of preserving the school playgrounds as neighborhood parks. Brian Almquist, 128 Wimer Street (Ashland City Administrator from 1970-1998), offered support for the preservation of the Briscoe School Playground Park. Celine Fulton, 355 High Street, spoke in support of retaining the Briscoe School playground as a neighborhood park. Su Rolle, 311 High Street, also spoke in support of retaining the Briscoe School playground as a neighborhood park. Special Meeting Minutes November 15, 2004 Page 2 . NEW BUSINESS DISCUSSION ABOUT THE FUTURE OF THE BRISCOE AND LINCOLN SCHOOL PLAYGROUNDS, Cont'd. Public Comment Rivers Brown, 1067 Ashland Street, voiced his concern about the preservation of the Lincoln and Briscoe School playgrounds. Jan Waitt, 147 Manzanita Street, spoke in support of saving the Briscoe School playground from development. Kelly Solomon, 259 High Street, also spoke in support of saving the Briscoe School playground from development. Discussion Amon!:! Commissioners Other meeting attendees, including Cathy Shaw (former mayor of Ashland) and Allen Drescher (Ashland City Municipal Judge), voiced support for the preservation of the school parks and proposed several creative ideas for resolving the situations. Commissioners and School Board members agreed that the chair for each body would meet to form a task force to further investigate the future of the Briscoe and Lincoln Elementary School playgrounds. . ADJOURNMENT - With no further business, Chair Gardiner adjourned the meeting at 8:55 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES November 22, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, and Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Hartzell Absent: None CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reaular Meetinq - October 25. 2004 MOTION Commissioner Rosenthal moved to approve the minutes. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no Joint Study Session with Ashland School Board - November 15. 2004 MOTION Vice Chair Eggers moved to approve the minutes. CommissionerHosenthal seconded the motion. . The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS BIKE PARK UPDATE Park Superintendent Gies referenced the packet memo containing a map of the bike park, which was approved by the commission in 1998. He reported that neighbors of the park were informed about the plans and he introduced two citizens interested in assisting with the completion of the project. Public Comment Sean-David Sa iii otte , owner of Forged-Horse Cycle ry , and Blake Baratta, reported that they presented a proposed plan for the park and gave it to the commission for review. They expressed a desire to help build the jumps at the park to ensure their navigability by riders of all ages and informed the commission that a team of citizen volunteers was prepared to assist with the work. Discussion Amona Commissioners Commissioners asked clarifying questions and learned the following: the park comprises approximately one acre of rectangular land; dirt jumps will be moveable; spectators will be able to stand around the perimeter of the park to observe activities, particularly competitions; and the work at the park is scheduled to commence within a month. Commissioners asked that Park Patrol monitor activities at the park. When asked, staff indicated that Parks Department insurance would cover any accidents or injuries incurred at the park, and park patrons would be . encouraged to park their cars in the Helman School lots. Parks staff agreed to post signs prohibiting individuals from redistributing dirt once the mounds were established, and additional signs could notify patrons of park hours and instruct riders to wear helmets at all times. Staff agreed to notify Ashland Greenhouses owner, Greg Williams [whose business property is located in the vicinity], of the activities at the park. . . . Page 2 00 Regular Meeting Minutes - November 22, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS, Cont'd. GOAL SETTING Director Robertson reminded the commission that, at the October regular meeting, staff agreed to write a public service announcement notifying the public about the goal-setting opportunity scheduled for the December 13 study session. He read the document aloud and requested feedback. Commissioners suggested minor changes to the document and directed staff to send the revised version to the newspaper prior to the December 13 study session. NEW BUSINESS RFP FOR DESIGN SERVICES I GOLF OPERATIONS Director Robertson introduced the topic of RFPs, or Request for Proposals, which he explained is a process by which a public agency hires for professional services. He explained that respondents answer a list of pre-set criteria and questions, and a group panel scores the responses, leading to a set of finalists who are interviewed by the panel. He reported that staff is currently working on two separate RFPs: one for professional services in the operations of the Oak Knoll Golf Course, and the other for design services for two park sites within Ashland - the N. Main Street property and the property on Hersey Street [sometimes referred to as the "Vogel Property"]. Director Robertson indicated that a single landscape architect could be selected to work on both projects or two different firms could be selected. He requested direction on the composition of the selection committees. In the case of the golf course, he recommended the selection committee be comprised of two Park Commissioners, a representative from the local golfing community, a representative from one of the local golf teams, and a representative from the local professional community of Parks and Recreation. In the case of the selection committee for the two park sites, he recommended the participation of two Park Commissioners, one resident from each of the park's neighborhoods, and a representative from the local professional community of Parks and Recreation [not necessarily a staff member from the Ashland Parks and Recreation Department]. He notified the commission that the RFP would run in the local paper as well as in a trade journal. Discussion Amona Commissioners Chair Gardiner proposed that the two Park Commissioners currently serving on the Golf Course Subcommittee [Rosenthal and Gardiner] be included on the panel for the golf course selection committee. The commission agreed to the proposal. He solicited volunteers to sit on the design services selection committee [for the two park sites]. Commissioners Amarotico, Eggers, and Lewis volunteered. They will serve, along with two citizen committee members. SUB-COMMITTEE and STAFF REPORTS Audit Report Lee Tuneberg, Finance Director for the City of Ashland, reported on the annual audit, which was conducted by the independent firm of Pauly, Rogers and Associates. He stated that the audit was successful and the auditors rendered a clean opinion. Director Tuneberg expressed appreciation to the firm as well as to Finance Department staff members who worked on the project. The commissioners thanked him for the report and for the work of the Finance Department staff involved in the project. Recreation Division Report Superintendent Teige reported on recent activities within the Recreation Division. Page 3 of3 Regular Meeting Minutes - November 22,2004 Ashland Parks and Recreation Commission . . SUB-COMMITTEE and STAFF REPORTS, Cont'd. Trail Master Plan Committee Report Commissioner Lewis reported on the October 11 public meeting of the Tolman, Clay, and Hamilton Creek Trail corridors, at which approximately 40 people attended. A follow-up meeting was held on October 14. The public meeting to discuss the Roca and Ashland Creek Trail corridors is set for Monday, December 6, at The Grove, 1195 East Main Street, at 6:30 PM. Prior to that meeting, a tour of the trail corridors is set for November 30. Commissioners asked to be notified directly about future public meetings. ITEMS FROM COMMISSIONERS . Vice Chair Eggers led a review of and discussion about the Meadowbrook Park II Development, referencing a landscape architectural map. Staff agreed to draft a letter to the developer, Don Grove, outlining the commission's design alterations, and to obtain commission approval before sending the letter. . Commissioner Amarotico reported that ORPA advertised a program called "Shape Up Oregon" - a one-month fitness program offered throughout the state - and questioned whether the commission would be interested in launching it locally. Staff agreed to research the program and report back at the next regular meeting. . City Council Liaison Hartzell gave an update on the Charter Review process and reported that the topic of an elected Parks Commission is on the agenda for review and consideration in the near future. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS . Trail Master Plan Committee tour of the Roca and Ashland Creek Trail corridors set for November 30 at 1 :00 PM. Group to meet at the Parks office, 340 S. Pioneer. . Trail Master Plan Committee public meeting set for December 6 at 6:30 PM - The Grove, 1195 E. Main. Topic will be the Roca and Ashland Creek Trail corridors. . Trail Master Plan Committee regular meeting set for December 9 at 1 :00 PM - Parks Office, 340 S. Pioneer. Topic will be the December 6 public meeting regarding the Roca and Ashland Creek Trail corridors. . Trail Master Plan Committee mapping meeting set for December 13 at 1 :00 PM - Community Development Building, 51 Winburn Way. · Special meeting set for December 13 at 7:00 PM - Parks office, 340 S. Pioneer. Topic will be "Proposed Memorandum of Understanding Concerning the Jackson County / Bear Creek Greenway Property Adjacent to the Billings Ranch." . Study session set for December 13 at 8:00 PM - Parks office, 340 S. Pioneer. Topics will be goal setting for the 2005-2006 fiscal year as well as dog issues. . Regular meeting set for December 20 at 7:00 PM - Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting at 8:55 PM. Respectfully submitted, . Susan Dyssegard Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION SPECIAL MEETING MINUTES December 13, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Absent: Superintendent Teige, City Council Liaison Hartzell CALL TO ORDER Chair Gardiner called the special meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street. NEW BUSINESS PROPOSED MEMORANDUM OF UNDERSTANDING CONCERNING THE JACKSON COUNTY I BEAR CREEK GREENWAY PROJECT ADJACENT TO THE BILLINGS RANCH Vice Chair Eggers spoke in favor of the "Proposed Memorandum of Understanding Concerning the Jackson County / Bear Creek Greenway Project Adjacent to the Billings Ranch" and asked the Parks Commission to consider signing the associated petition. Chair Gardiner opened the floor to public testimony. Public Comment Donna Rhee, 338 Scenic Drive, spoke of the natural beauty of the Greenway and voiced her opinion about the necessity of protecting the natural area with respect to the Billings Golf Course project. Discussion Amon!:! Commissioners Commissioners questioned why the matter was brought before the commission, when it did not appear to be a Parks Commission topic. Vice Chair Eggers responded that the subject is significant to the Parks Commission because of the community's use of and appreciation for the Greenway. After further discussion, the commission agreed that they would not sign the petition, but instead would write a separate letter to the Jackson County Commission indicating that "the original Greenway Plan should be preserved and upheld." Staff agreed to draft the letter, based on feedback from the commission, for the their review and signature, to be included in the December regular meeting packets [distributed on Wednesday, December 15]. Upon approval, staff agreed to deliver the letter to the Jackson County Commission on Tuesday, December 21 [in time for their study session scheduled that day]. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting at 7:45 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES December 13, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige, City Council Liaison Hartzell Absent: CALL TO ORDER Chair Gardiner called the study session to order at 7:50 p.m. at the Parks office, 340 S. Pioneer Street. NEW BUSINESS GOAL SETTING FOR 2005.2006 FISCAL YEAR Due to the time constraints of members of the public, Chair Gardiner first opened the floor to public testimony. Public Comment Sue Parrish, 201 S. Mountain Avenue (Ashland High School), asked the commission to continue to contribute to the funding of the Summer Outdoor Program administered by AHS. Greg Weston, P.O. Box 185, spoke on behalf of the baseball community of Ashland in requesting that the commission move the baseball lights up on the agenda in 2005, and in allowing the baseball community to raise their portion of the funds for the purchase and installation of baseball lights at North Mountain Park. Donna Rhee, 338 Scenic Drive, asked the commission to consider funding a proposed "Adopt-a- Stream" program that she hoped to commence in the upcoming fiscal year. Julia Sommer, 573 Scenic Drive, wrote to Director Robertson asking the commission to: 1) establish at least one park north of downtown; 2) fix the lower Lithia Park duck pond and bring back the stream running into it; 3) keep the Perozzi Fountain in Lithia Park running as much as possible; 4) consider closing part of Winbum Way to car traffic on Sundays; and 5) offer yoga classes through the Recreation Division. .. End of Public Comment .. Director Robertson presented information about the progress made to date on the Commission's 2004-2005 "high priority" goals. Discussion Amona Commissioners Commissioners discussed each goal in detail, agreeing that most were well underway, with the exception of the "Funding for Open Space" project, which requires further attention and progress. . . . Study Session Minutes December 13, 2004 Page Two NEW BUSINESS DOG ISSUES Superintendent Gies distributed a document listing park areas that could pose problems within the City with respect to dogs. Discussion AmonQ Commissioners After some discussion, it was agreed that staff would prepare a list of park sites that could potentially be exempted from the dog ordinance. Staff agreed to present the list to the commission in January. ADJOURNMENT - With no further business, Chair Gardiner adjourned the meeting at 9:10 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES December 20, 2004 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, and Lewis; Director Robertson; Superintendent Gies; Superintendent T eige Absent: Commissioner Rosenthal; City Council Liaison Hartzell CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reaular Meetinq - November 22. 2004 MOTION Commissioner Amarotico moved to approve the minutes. Vice Chair Eggers seconded the motion. The vote was: 4 yes - 0 no . Special Meetinq - December 13. 2004 MOTION Vice Chair Eggers moved to approve the minutes. Commissioner Lewis seconded the motion. The vote was: 4 yes - 0 no Stud v Session - December 13. 2004 MOTION Commissioner Amarotico moved to approve the minutes. Commissioner Lewis seconded the motion. The vote was: 4 yes - 0 no . PUBLIC PARTICIPATION OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS ARTS COMMISSION PRESENTATION Director Roberston reminded the commission about the presentation given by the Arts Commission in March of 2004. He introduced Mr. Bruce Bayard, chair of that organization, and invited him to speak to the commission. Bruce Bayard, 621 A Street, reported that a subcommittee was formed to review potential art for the upper portion of the Calle Guanajuato Stairway project [otherwise know as Phase I]. The selection panel was comprised of seven members, including Paula Brown, Kerry KenCaim, Marcus ScoU, Diane Amarotico, members of the public, and himself. The RFP went out on September 1 and proposals were due back by October 31, giving artists two months to create proposals and submit them to the Arts Commission. [Note: Numerous efforts were made to contact the cultural liaison in Guanajuato, Mexico, as the intention was to limit the artists for the initial phase of this sister city project to the areas of Jackson County, Oregon, and Guanajuato, Mexico. Despite all efforts, no proposals were submitted by or received from Guanajuato.] The selection panel received five artwork proposals. Subsequently, the group walked through the area under discussion and spent several hours sorting through the proposals. Three pieces of art quickly rose to the top, and the selection panel voted unanimously for the piece proposed by artist Sue Springer. The theme for all submitted proposals was "The Theme of Water." . . . Page 2 of 4 Regular Meeting Minutes - December 20, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS ARTS COMMISSION PRESENTATION, Cont'd. Sue Springer, whose artwork was chosen for this phase of the project, talked about the specifics of her design. Discussion AmonQ Commissioners Commissioners asked whether the Arts Commission solicited input from the public and were told that the commission placed two notices in the paper encouraging local input. They also mailed letters directiy to organizations such as the Arts Council of Southern Oregon. Other clarifying questions were asked about specific aspects of the project, and appropriate answers were provided. In terms of financing for the project, the approximately $25,000 project will be financed through funds raised by the Arts Commission, with help from the Lithia Arts Guild and others. The estimated completion date for the art project is June 1, 2005, with the unveiling occurring near the high point of the Shakespeare season. Commissioners asked that, for Phase II, the Arts Commission provide the Parks Commission with the top three designs for their review and consideration, to allow them to participate in the selection of the finalist. Chair Gardiner called for a motion. MOTION Commissioner Amarotico moved to accept the artistic design for the first phase of the Calle Guanajuato Stairway project overlook as chosen by an independent selection panel. Vice Chair Eggers seconded the motion. The vote was: 4 yes - 0 no CORRESPONDENCE WITH JACKSON COUNTY BOARD OF COMMISSIONERS Director Robertson reminded the commission that, at the December 13 study session, they discussed a proposal presented by a group of citizens and cooperative organizations with respect to the Bear Creek Greenway. At that time, they asked Vice Chair Eggers and staff to draft a letter to the Jackson County Board of Commissioners presenting their thoughts on the matter. Vice Chair Eggers summarized the final letter for the commission. [Note: The letter concerned the use of the Bear Creek Greenway property as part of a golf operation by a private developer. The commission proposed applying the Greenway zoning to the property in question, citing the work of groups in the community - over the past 30 years - in establishing and maintaining the Greenway, developing the path, and the vision and work involved with that effort. The commission urged the Jackson County Commissioners to accept the proposal offered by the Greenway Stewardship Alliance, whose mission is to protect and restore this area, which acts as valuable bird and animal habitat.] Chair Gardiner called for a motion. MOTION Vice Chair Eggers moved to approve the letter as written and to send it to the Jackson County Board of Commissioners the following day. Commissioner Amarotico seconded the motion. The vote was: 4 yes - 0 no NEW BUSINESS TRAIL MASTER PLAN PRESENTATION Director Robertson provided background on the Trail Master Plan Committee, which was seated by the commission approximately one year ago for the purpose of developing a trail master plan for the City of Ashland [in conjunction with the work of the City's Open Space Plan]. He invited the committee chair to speak to the commission. . . . Page 3 of4 Regular Meeting Minutes - December 20, 2004 Ashland Parks and Recreation Commission NEW BUSINESS TRAIL MASTER PLAN PRESENTATION, Cont'd. Scott Kurtz, Chair of the Trail Master Plan Committee, gave an overview of the committee's work and shared some highlights, including creation of subcommittees in the areas of: · Mapping: Created map of proposed trail master plan · Document: Solicited input from local experts on trails, including specialists in: flora and fauna; trail maintenance, specifications, and history; and other related topics · Public Process: Held four public meetings, all of which were generally positive · Vision: Collected and collated public process input for the purpose of creating goals and a roadmap for the implementation of trails throughout Ashland. Mr. Kurtz reported that the committee does not possess the necessary volunteer resources to complete the plan document and he asked the commission to consider partnering with them to complete it, including partially funding a consulting position for the purpose of writing the document. He informed the commission that a writer was identified, and he listed the unique credentials of Mr. David Lewis, a landscape architect / writer from the Portland area. Along with a scope of work for the project, Mr. Lewis provided committee members with an estimate for the cost of the document, which came in at $6,000. Mr. Kurtz spoke of a four-way partnership with: Planning Department (a commitment of $3,000 toward the project has been offered); Parks Commission (he asked the Parks Commission to match that amount); AWTA (has committed $1,000 toward the project); and NPS (the National Park Service employee [who has been involved with the project from its inception] has committed to providing staff support throughout the entire project). He predicted that such a document could be rewarded amply in the form of grant opportunities toward the implementation of a trails system in Ashland. Finally, he gave the timeline for the completion of the document, which, if funded, could commence in January and be finalized in April, to coincide with Earth Day. Discussion AmonQ Commissioners Commissioners asked how the additional $1,000 [from the AWTA] would be used and were told that it would be targeted for publishing costs as well as any unforeseen expenses relating to the document's creation and completion. Other questions included why a non-local writer was chosen [his unique skills were ideal for this project]; whether travel expenses were included in the $6,000 budget total [yes - the two trips to Ashland were included in the budget total]; and whether the final document would need to be adopted or approved by the commission [yes - the document will be done in cooperation with the City's Comprehensive Plan and may become a chapter in the City's Transportation Plan, so it will also require approval by the City Council]. Director Robertson reported that Parks Department funds could be made available for this type of unforeseen expense, and Chair Gardiner indicated that this document could become an integral part of the City's Open Space Plan; therefore, staff was directed to provide partial funding, in the amount of $3,000, for the creation of the Trail Master Plan document. 2005 MEETINGS CALENDAR The proposed 2005 meetings calendar, which recommended conducting all regular commission meetings on the fourth Monday of each month [with the exception of the meetings in November and December - to be held on the third Mondays due to holidays] was approved. .. Page 4 of 4 Regular Meeting Minutes - December 20, 2004 Ashland Parks and Recreation Commission e. SUB-COMMITTEE and STAFF REPORTS Recreation Division Report (Shape Up Oregon) Superintendent Teige gave an update on the proposed program, stating that staff did not have sufficient time to implement it by March of 2005. She suggested conducting a similar program in conjunction with the Ashland YMCA or Southern Oregon University in late summer of early fall, and she agreed to bring an updated progress report to the commission in the future. ITEMS FROM COMMISSIONERS - None UPCOMING MEETING DA TE{S) and PROPOSED AGENDA ITEMS · Study session set for January 18 at 7:00 PM - Parks office, 340 S. Pioneer. Topics to include 2005- 2006 goals followed by an executive session in preparation for the Director's evaluation. · Trail Master Plan Committee regular meeting set for January 20 at 1:00 PM - Parks Office, 340 S. Pioneer. · Regular meeting set for January 24 at 7:00 PM - Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjoumed the meeting. Respectfully submitted, .~ I Susan Dyssegard Ashland Parks and Recreation .