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HomeMy WebLinkAbout1989-01 Minutes e e . CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING January 31, 1989 Vice-Chairman Pyle called the meeting to order at 7:00 P.M. at 340 S. Pioneer Street. ATTENDANCE: Present: Reynolds, Adams, Pyle, Crawford, Howard, Mickelsen I. ADDITIONS OR DELETIONS Commissioner Howard requested an update on the tennis court project. It was placed under Old Business. I I . APPROVAL OF JlIIlUTBS Vice-Chairman Pyle indicated that the minutes for December 12, 1989 read that Chairman Johnson had called the meeting to order whereas he as Vice-Chairman had called the Meeting to order because Chairman Johnson was absent. Commissioner Howard made a motion to accept the minutes as corrected. Commissioner Reynolds seconded. The vote was; 5 yes - 0 no III. BILLS AND FINANCES A. Approval of previous month's disburseMents COMmissioner Adams made a motion to accept the previous Month's disbursements as indicated by Payroll checks #1644 through #1676 in the amount of $18,587,96 and Payables checks #1912 through #1983 in the a.ount of $295,129.31. Commissioner Reynolds seconded the motion. The vote was: 5 yes - 0 no B. 1987-88 Audit Report Co.missioner Reynolds made a motion to accept the audit report for fiscal year 1987-88. Commissioner Adams seconded. The vote was: 5 yes - 0 no e e . ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - December 12, 1989 Page 2 C. Quarterly Financial Statement - December 31, 1988 Commissioner Adams made a motion to accept the Quarterly Financial Statement ending December 31, 1988. Co..issioner Reynolds seconded. The vote was: 5 yes - 0 no IV. AUDIENCE PARTICIPATION ON THE AGBRDA None V. AUDIBNCE PARTICIPATION NOT ON THE AGBRDA None VI. OLD BUSIIIBSS MOTION A. Bids for new tractor Director Mickelsen presented the bids which had come in to the office for the new utility tractor with mower option. Five bids were presented. The low bid was from Naumes Equipment for a total of $11,850. After reviewing the bids, Commissioner Adams made a motion to accept the bid from Naulles Equipment for the Kubota L2.550 DT tractor with mower for a bid price of $11,850. CO.Missioner Crawford seconded. The vote was: 5 yes - 0 no B. Tayler Stairway Director Mickelsen reported that the Tayler Foundation board has liked the idea of converting the old bottling plant stairway into an addition entrance into Lithia Park from South Pioneer Street. Midge Maurer from Brian Mostue's office created several concepts for having the stairway come down. The board had no particular preference as to which concept the Commission chose, however, they did like "lA" with perhaps "lB." MOTION After sOlie brief discussion, Commissioner Howard made a motion that the Commission tentatively accept concept "IB" and that they confirm their choice by the next regularly scheduled meeting. Commissioner Crawford seconded. The vote was: 5 yes - 0 no C. Update on tennis court project Director Mickelsen reported that he had received a telephone call from Jim Wright, President of Lininger Tru-Mix, who wished to assure the Commission that their company was seriously investigating the problem of the bubbles on the tennis courts attempting to determine what caused the problem so that, if it is determined that it was their problem, when it was fixed, the same problem would not happen again. He indicated that the company definitely wanted to work with the Commission and did not want it to develop into an adverse situation. The Commissioners expressed concern about setting a time line so that the corrections can be made prior to July 1, 1989 so that summer recreation prograMs can proceed in a timely manner. After sOlie discussion, the e e e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - December 12, 1989 Page 3 Update on tennis court project - continued Commissioner asked the Director to contact Lininger Tru-Mix asking that they report to the Co.mission at the February meeting with a time line for determining the cause of the problem and having it corrected. VII. NEW BUSINBSS A. Election of Officers 1. Chairman - Commissioner Pyle as Chairman for 1989. no further nominations. Adams made a motion nominating Commissioner Commissioner Crawford seconded. There were The vote was: 5 yes - 0 no 2. Vice-Chairman - Commissioner Reynolds made a motion nominating Commissioner Adams as Vice-Chairman. Co.missioner Howard seconded. There were no further nominations. The vote was: 5 yes - 0 no 3. Finance Officer - Com.issioner Adams nominated Co.missioner Howard as Finance Officer. Co.missioner Reynolds seconded. There were no further nominations. The vote was: 5 yes - 0 no B. Possible donation of land to park system The Commissioners reviewed a memorandum from Director Mickelsen which indicated that he had received a telephone call from the Congregational Church in Ashland about their donating a small portion of land adjacent to their church for park purposes. They suggested that possibly the land could be developed as a hard surface play area, playground, and that the space could be used for church parking on Sundays. MOTION After some consideration, various Commissioners expressed opinions that the parcel did not suit the parks' needs due to size, location, and considered level of development suggested. Commissioner Howard made a to ask the Director to write a letter on the Commissioner's behalf thanking the Congregational Church for their offer but to regretfully decline. Commissioner Crawford seconded. The vote was: 5 yes - 0 no C. 1989-90 Budget After reviewing the proposed budget for fiscal year 1989-90, several Motions were made: Commissioner Howard made a motion to approve the Parks and Recreation Fund's Parks Division budget as presented for 1989-90. Commissioner Adams seconded. The vote was: 5 yes - 0 no Commissioner Reynolds made a motion to approve the Recreational Serial Levy Fund's budget for 1989-90 as presented. Commissioner Adams seconded. The vote was: 5 yes - 0 no e e e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - December 12, 1989 Page 4 1989-90 Budget - continued Commissioner Crawford made a motion to approve the budgets for the Park Trust Fund and for the Capital Improvement Fund. Adams seconded. presented Commissioner The vote was: 5 yes - 0 no Prior to having the Commission review the Parks and Recreation Fund's Recreation Division budget for 1988-89, Director Mickelsen informed the Commission that he had been approached by city staff requesting that the department take over the administration and operation of the Community Center Building at 59 Winburn Way. City staff felt that that function could be better met by the Parks and Recreation Department and indicated that the building should be self-supporting from fees derived from the rental income from the building itself. MOTION After discussing the proposal, Commissioner Howard made a motion to have the Parks and Recreation Department accept the administration of the Community Center Building provided that the City guarantee to underwrite any loses between the income that the building in able to generate and the operating and maintenance cost which the building incurs. Commissioner Adams seconded. The vote was: 5 yes - 0 no Commissioner Crawford made a motion to accept the proposed budget for the Parks and Recreation Fund's Recreation Division budget as presented including the necessary revenue and expenditure items necessary for the addition of the administration of the Community Center Building. Commissioner Adams seconded. The vote was: 5 yes - 0 no VIII. CORRESPONDENCE, COMMUNICATIONS, DIRECTOR'S REPORT A. Donation Director Mickelsen reported that the department has received a generous donation of $1,000 from Jed and Celia Meese and that a thank you note had been written on behalf of the Commission. B. Report of Greenway Ponds Director Mickelsen presented a memorandum from Steve Hall, Director of Public Works, which outlined items discussed in a meeting between city and parks staff concerning the development of the new recreational pond on the Greenway property. Director Mickelsen also explained that during dry summer months there may not be sufficient water to supply water to the second recreational pond. He has asked Steve Hall to investigate whether or not a well could be drilled which would supply water to the pond as well as be used for irrigation purposes. e e e ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meeting - December 12, 1989 Page 5 NEW BUSINESS - continued C. Selection of park amenities Director Mickelsen presented some designs for new benches for the lower portion of Lithia Park for the Co.mission's selection. D. Retaining wall for Guanajuato Way Director Mickelsen presented the engineer's drawing for the insulation for the new retaining on Guanajuato Way. He indicated that the department will begin the project within the next month. E. Clean-up of Guanajuato Way Director Mickelsen reported that he attended a meeting with John Fregonese and business owners on the plaza who have entrances and exits onto Guanajuato Way to discuss garbage disposal. The meeting was to assist in the implementation of the new downtown plan. There was a consensus that the problem of garbage disposal needs to be addressed and one suggestion is to inquire whether or not the City would be willing to allocate two parking spots at the parking lot near the Extension bathroom for housing a trash compactor. John Fregonese said that he would check into this possibility. Also, discussed was the feasibility of closing Guanajuato Way to vehicle traffic during certain hours of the day. IX. ITBIIS PROM C~ISSIORBRS X. NEXT JIONTB' S AGBRDA The next Regular Meeting was scheduled for Monday, February 27, 1989 at 7:00 P.M. A Study Session on park financing was scheduled for Wednesday, February 8, 1989 at 7:00 P.M. XI . ADJOURNMENT With no further business, Chairman Pyle adjourned the meeting. Rer:~itted. Ann Benedict Management Assistant '---" ~... CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING February 27, 1989 Chairman Pyle called the meeting to order at 7:00 P.M. at 340 S. Pioneer Street. ATTENDANCE: Present: Absent: Reynolds, Adams, Pyle, Crawford, Howard, Mickelsen, Reid None r- I. ADDITIONS OR DELETIONS Director Mickelsen indicated that there were persons in the audience who requested to speak to the Commission concerning the swimming situation due to the fact that the sasc pool is temporarily closed for repairs. They were included under "Audience Participation not on the Agenda." A discussion of the Community Center on Winburn Way and an update on the Tayler Stairs were added to New Business. II. APPROVAL OP MINUTES Chairman Pyle indicated that he had a couple of minor corrections to the minutes of the meeting of January 31, 1989 which were: the heading at the top of page five should read Correspondence, Communications, Director's report instead of New Business; and, under item D on page five, the word insulation should read installation in referring to the construction of the new retaining wall on Guanajuato Way. Commissioner Crawford made a motion to approve the minutes as corrected. Commissioner Adams seconded. The vote was: 5 yes - 0 no III. BILLS AND PINANCES Commissioner Reynolds made a motion to approve the previous month's disbursements as indicated by Payroll checks #1677 - 1712 in the amount of $18,958.34 and Payables checks #1984 - 2044 in the amount of $53,268.33. Commissioner Adams seconded. The vote was: 5 yes - 0 no ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - February 27, 1989 Page 2 , ! IV. AUDIENCE PARTICIPATION ON THE AGENDA None V. AUDIENCE PARTICIPATION NOT ON THE AGENDA A. Request for early opening of Daniel Meyer Memorial Pool Dan Grey who lives at 8975 Hwy. 66 was present in the audience to speak to the Commission concerning the possibility of opening the Meyer Pool early due to the fact that the SOSC pool is not now available since the roof is in need of repair. He indicated that both the Masters Swim Program and the Southern Oregon Swim Association were now out of a place to swim. He was hoping that the various groups who were needing a place to swim might work cooperatively with the Commission in hopes that the Meyer Pool could be opened earlier than the traditional Memorial Day weekend. He indicated that, with Director Mickelsen's assistance, he had contacted C P National to receive an estimate of the cost of starting up the pool and keeping it heated during the pre-season months that the groups might be using it. C P National estimated $45 per day, plus or minus 10%, to start up and keep the pool heated. Commissioner Howard indicated that he had been contacted by Mr. Grey in his capacity as swim coach for SOSC. He indicated that it will be another ten days or so before the college will know whether or not it will have any finances available to participate in contracting with the Commission to have the Meyer Pool opened early. During discussion, Commissioner Crawford asked whether or not swimmers would really be interested in using the outdoor facility in weather much cooler than during the summer. Mr. Grey indicated that in a quick survey of Master Swimmers 33 adults indicated that they would use the Meyer Pool which would generate approximately $400 per month. Paul Westerman, 420 Sheridan in Ashland, indicated that SOSA would produce approximately 35 swimmers but indicated that he could not estimate a dollar amount at this time. Commissioner Howard indicated that there was the possibility of some recreational swim money from the college but that that wouldn't be known for some time. Commissioner Pyle asked about requirements for lifeguards and having a representative from the Parks Department present while other groups are using the facility. Commissioner Howard indicated that as a prudent factor for liability purposes, the department would need to have someone in attendance at all times even if there were other qualified persons there acting in another capacity such as coaching. Commissioner Howard indicated that his tentative projection for the cost of one month, including heating the facility and department personnel, would be roughly $2,500. ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting February 27, 1989 Page 3 , I Early opening Meyer Pool - con't. At the conclusion of the discussion, a committee consisting of Commissioners Howard and Crawford, Dan Grey, and Paul Westerman was appointed to keep looking into possible revenues to offset anticipated expenses involved in opening the pool early. It was determined that the committee would call a Special Meeting of the Commission if it seemed feasible to make a decision to open the pool early. VI. OLD BUSINESS / A. Status report - tennis court project Director Mickelsen presented a letter to the Commission from Lininger Tru-Mix, Inc. dated February 23, 1989 which indicated that they were continuing to investigate the cause of the blisters which occurred at the Hunter Park courts when they were resurfaced. LTM indicated that its intention was to determine a corrective plan that meets with the Commission's approval and that they were aware of the Commission's time frame constraints to have the courts playable this summer. In discussion, Director Mickelsen said that LTM, at this point, believes that the problem may have been moisture but that they have not yet determined how the moisture got there, if indeed it is the problem. Various Commissioners indicated that until the problem is resolved, they will continue to be concerned about seeing that the project was properly completed in a timely manner. It was decided that Chairman Pyle and Director Mickelsen would write another letter to LTM indicating that the Commission wanted a firm time line for correcting the problem as soon as possible. B. Tayler Stairway - Lithia Park After some discussion, the Commission decided to accept plan "AI" for design of the Tayler Stairway which would be located at the old bottling plant site in Lithia Park. C. Community Center - 59 Winburn Way Director Mickelsen indicated that the city had not yet made a decision about turning the administration of the Community Center building over to the Commission. He indicated that the City Council would probably be involved in making that decision during budget presentations. VII. NEW BUSINESS A. Letter concerning Ashland Gun Club The Commission reviewed a copy of a letter from Rebekah Dodds which had been written to the City Council concerning the operation of the Ashland Gun Club which leases the Lithia Springs Tract from the Commission. The City Council had reviewed the letter and sent it to the Commission to investigate and determine whether any action should be taken concerning some of the allegations in the letter. Director Mickelsen informed the Commission that he had also sent a copy of the letter to Art Wechlo, President of the Ashland Gun Club, requesting that they address the items J JHLAND PARKS AND RECREATION COMMISSION ~egular Meeting February 27, 1989 Page 4 J I Letter concerning Ashland Gun Club - con't. of concern at their next meeting. Director Mickelsen also indicated that the lease agreement with the Gun Club for the site does not make any reference to operating procedures for the club. Therefore, some of the complaints or requests stated within the letter which pertain to operation of the club are out of the jurisdiction of the Commission as lessor. Director Mickelsen said he had also spoken to the City Attorney concerning whether or not the city could pass ordinances on the property since it was outside the city limits. Mr. Salter indicated that the city could not pass ordinances pertaining to the property. He also indicated that the lease could not be changed unless agreed upon by both parties. Director Mickelsen said that he had asked the Police Department to check out the facility for safety factors regarding the construction of the firing range and as to whether or not the safety buffers around the firing range are adequate. In discussion, Steve Gies spoke as a representative of the Gun Club explaining some of the operations of the club. He said that the content of the letter from Ms. Dodds would be discussed at the next meeting which is the first Tuesday of each month. In response to inquiry he said that, to the best of his knowledge, the club was in accord with county laws and that the range had an adequate safety buffer zone. He said that there was alcohol on the premises at times but he had not observed anyone drinking to excess; that other members who were there would object to anyone drinking too much for safety reasons. He said that there were fences around the entire property but that some were probably in need of repair. In response to a question from Commissioner Adams, Director Mickelsen indicated that it would probably be the department's responsibility to see that the fences were kept up. In summary, the Commission asked that Director Mickelsen request a written response from the Gun Club concerning the items in the letter which were a concern. Steve Gies indicated that he would be willing to give the Commissioners and City Councilors a tour of the property if it would help them better understand the location and the facility. A tour was scheduled for Friday, March 3rd at 8:00 a.m. The Commission asked Director Mickelsen to contact the county and state to determine what kind of ordinances may be on the books concerning shooting or gun ranges. Chairman Pyle indicated that the Commission would write a letter to the council after it had had the time to obtain information about the concerns expressed in the letter. VIII. CORRESPONDENCE, COMMUNICATIONS, DIRECTOR'S REPORT None IX. ITEMS FROM COMMISSIONERS Commissioner Pyle inquired as to whether or not Earl Feldman had agreed to direct the 4th of July Run again this year. Director Mickelsen indicated that he had not yet firmly committed but that it would be decided soon. ~ ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - February 27, 1989 Page 5 X. NEXT MONTH I S AGENDA The next Regular Meeting was scheduled for Tuesday, March 28, 1989 at 7:00 p.m. XI . ADJOURNMENT With no further business, Chairman Pyle adjourned the meeting. Sincerely, Ann Benedict, Management Assistant Ashland Parks and Recreation Department , I I I ! i I. I I I ~ CITY OF ASHLAND PARKS AND RBCREATION COMMISSION REGULAR MEETING March 28, 1989 Chairaan Pyle called the aeeting to order at 7:00 P.M. at 340 S. Pioneer Street. A'I'rIlIDAIICB : Present: Absent: Reynolds, Adams, Pyle, Crawford, Howard, Mickelsen. Council Liaison AcklJn. None I . ADDI'fIOKS. DBLBTIOD There were no additions or deletions to the agenda. I I . APPROVAL OP .1.urB8 Coaaissioner Adaas aade a aotion to approve the .Jnutes for the Regular MeetJng of February 27, 1989 as written. Coa.issioner Reynolds seconded. The vote was: 5 yes - 0 no III. BILLS AIID 'IIWICBS Co..issioner Crawford .ade a .otion to approve the disburseaents for the previous .onth as indicated by Payables checks '2045 through '2095 In the aaount of $52,534.25 and Payroll checks '1713 through '1757 in the a.ount of $19,471.35. Co..issioner Reynolds seconded. The vote was: 5 yes - 0 no IV. AUDIUCE PAR'fICIPA'fI.. .. 'I'D AGBlIDA A. Rogue Flytishers John MacDiarmid, representative fro. tbe Rogue Flyfishers, was present in the audience to discuss a proposal to undertake an Ashland Creek Spawning Gravel Project within Lithia Park. Mr. MacDiar.id introduced two gentle.en froa the Oregon Depart.ent of Fish and Wildlife: Ron Anglin who coordinates the STBP (Salaon Trout Bnhance.ent Prograa) unit out of the Roseburg office, and Jerry MacLeod, District Fish Biologist fro. the Upper ASHLAND PARKS AND RECREATION COMMISSION Reeular Meeting - March 28. 1989 Page 2 Rogue Flyfishers - con't. Rogue District. Mr. MacDiaraid spoke explaining that his group and the general public bemUle very excited this year when Coho salaon turned up in Ashland Creek in Lithia Park. He said that noraally prograas for streaa enhanceaent are undertaken in out of the way places, and, although Ashland Creek aay not be a aost desirable streaa for producing nuabers of wild fish due to the decoaposed granite soil, beginning a STEP prograa in Ashland Creek .ay be a special opportunity to both enhance the fishery and educate the public because it is so visible. Mr. MacDiaraid explained that, with the cooperation of Parks Director Mickelsen, a survey of the creek in Lithia Park had been aade and several sites in the lower part of the park below the barriers were noted where spawning gravel could be placed. He explained that the naturally occurring decoaposed granite gravel would be unsuitable for spawning fish because the particles are too fine to allow oxygen to circulate around the eggs. At this Uae, the Rogue Flyfishers and ODFW were present to seek per.ission to reaove the decoaposed granite which has filled the natural pools from the streaabed and replace it with spawning gravel in a couple of sites in the creek which have not as yet been specifically designated. He said that, if the Coa.ission approved of the project, the next step would be to approach the Ashland City Council requesting the assistance of the Ashland Fire Departaentin helping to sluice the deco.posed granite out of the pools prior to putting the spawning gravel into place. At Director Mickelsen's suggestion, Mr. MacDiaraid explained that to develop spawning areas further up in the park beyond the barriers would be auch aore costly, would require so.e engineering to redirect the streaa flow. He indicated that the project under current consideration would not prohibit that kind of project in the future but was a fairly siaple way to create a few good and very visible spawning areas by next year. MOTION After 80ae general discussion, Coa.issioner Howard .ade a aotion to reco..end that the Rogue Flyfishers and ODFW proceed through the proper channels to gain the City's endorseaent to proceed with the project. Co..issioner Adaas seconded. Coa.issioner Reynolds inqUired as to when the project would be begun and how long it would take. Mr. MacDiaraid responded that it would not begin until late June or July when any saall fish currently in the creek would have left the creek, and, that it could probably be done over a weekend. Scott English, Ashland resident and habitat biologist, spoke to encourage the Coaaission and the City Council to aore coapletely address the problea of decoaposed granite sediaent in Ashland Creek. He indicated that he believed spawning beds in the upper creek could also be fairly easily addressed and encouraged the various parties to consider that also. Coaaissioner Howard spoke indicating that he felt that the plan being discussed this evening was a beginning step and that at soae future date, if this plan proved successful, further action aight be taken further up in ASHLAND PARKS AND RECREATION COMMISSION Re2ular Meeting - March 28. 1989 Page 3 Rogue Flyfishers - con't. the creek. The Co..issioners and Councillor Acklin encouraged Mr. English to work with the fisheries people in the audience to share his ideas and to perhaps gather other ideas wblch they aight not have considered. The vote was: 5 yes - 0 no At this point in the aeeting, Chalraan Pyle suggested that two ite.s under Old Business, the contract with SOSC concerning the pool and the Ashland Gun Club, be .oved up on the agenda so that the aeabers in the audience waiting for those iteas could be acco.aodated in a .ore tiaely .anner. The other Coaalssioners concurred. B. Contract with SOSC for use of the Daniel Meyer Me.orial Pool Coaaissioner Howard infor.ed the Coaalssion that SOSC had agreed to a re-write of itea 2A in the contract for the rental of Meyer Pool this spring. Director MIckelsen read the revised 2A which would read to "Pay the CITY a cost equivalent to the natural gas charges incurred by the CITY to heat the Meyer Pool for the COLLEGE use during the period of this agree.ent. The CITY shall forward such charges for payaent .onthly with the accoapanying docu.entation to the Director of Business ServIces." Co.aissioner Reynolds inquired about the question last aonth concerning the depart.entls liability and having to have departaent staff at the pool. Coaaissioner Howard explained that since the college is contracting with the city tor use of the facility, they will now be responsible for all staffing. MOTION Coaaissioner Crawford aade a aotion to authorize the Co..ission chairaan to sign the agreeaent as revised. Co..issioner Reynolds seconded. The vote was: 5 yes - 0 no C. Ashland Gun Club The Coaaission reviewed letters received froa Sergeant Van Blarcoa of the Ashland Police Departaent and froa Steve Gies of the Ashland Gun Club which were in response to a co.plaint which the City Council had received concerning the safety of the Gun Club's operation at the Lithia Springs site. Co..issioner Crawford thanked all those persons involved who had looked into various aspect8 of the operation of the Gun Club whether or not it could safely operate on the site. She said that, after reviewing the aaterial and visiting the site, she had no concerns concerning the safe operation of the club, except for the repairs of the fences as recoaaended by the police departaent. She al80 suggested that the Coaaission send copies of all the .aterials received to the City Council so that they would have a coaplete picture also. Kathy Bdaonds, Ashland resident present in the audience, said she wished to relay an incident which happened to her and her fa.ily when looking into purchasing a piece of property adjacent to the Lithia Springs site. She said that on a Sunday just prior to Thanksgiving, she and her ASHLAND PARKS AND RECREATION COMMISSION Rellular Meeting - March 28, 1989 Page 4 e Ashland Gun Club - con't. fa.ily were on the property which was for sale. At that ti.e a "turkey shoot" was going on at the Gun Club, and, even though her fuily re.ained on the property which was for sale, various people at the turkey shoot persisted on trying to .ake the. leave indicating in a rude and abrasive .anner tbat it was not safe. She said that it was obvious so.e of the participants wished to scare them off and found the incident a.using. She said that she felt the Co..ission should be aware of that kind of disrespectful attitude. Chair.an Pyle indicated that he appreciated bel' speaking because it is that kind of situation which is i.portant for the Co..ission to know. Steven Gies, representative fro. the Gun Club, said that be had been present on the day in question agreeing that so.e of the co..ents were out of line. He said that on that particular day persons other than Gun Club .e.bers were also there and he did not know whether it was actual ae.bers .aking the provoking co..ents. e Co..issioner Ada.s expressed her opinion that the reco..endations whicb were stated in the letter fro. the Gun Club to the Co..ission are very prudent and sbould be carried out. She did not believe the Gun Club's use of the property was an i.proper use of tbe property and believed that club .e.bers intended to operate the club in a responsible .anner. Co..issioner Howard spoke indicating that one of the pri.ary concerns which he had had was possible alcohol abuse and he was glad to see that the club was including no alcohol use on the property into its policy. At the conclusion of the discussion, Chair.an Pyle Jndicated that he would write a letter to the City Council indicating what had been learned and indicating what steps were being taken on so.e of the concerns which had been expressed; pri.arily, the use of alcohol, the repair of so.e of the fencing, and the .ore visible posting of operating hours and no trespassing signs. Both the letter fro. the Gun Club and fro. Sergeant Van Blarco. would be attached to the letter to the Council. He thanked all persons involved for responding pro.ptly and thoroughly to the City Council's and COIIIIission's request for infor.ation and cooperation. D. Lininller Tru-Mix -- tennis court surfaces Bob Vaughn and Ji. Wright were present in the audience to answer any questions which the Co..ission .ight have concerning the progress on the investigation into the factors which .ay have cause the bubbling on the surface of the tennis courts at Hunter Park when they were resurfaced last su..er. Mr. Vaughn indicated to the Co..ission that they really don't know what caused the bubbling in the first place. One of the reasons it is taking so.e ti.e to deter.ine the cause for the bubbling is that tennis court resurfacing is such a s.all se~ent of the asphalt surfacing industry and this particular proble. is not one that has been frequently dealt with. Therefore. as they have researched the possible causes for the bubbling, no one as yet has been able to co.e up with a definitive answer. He indicated that Lininger will fix the surface but before doing so, wants to be as certain as possible what caused the proble. so that it will not occur e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - March 28, 1989 Page 5 e Lininger-TruMix - con't. again. He said they no one may COMe up with a truly definitive answer but that with warmer weather beginning, they will begin to do some additional testing which may supply most likely answers. After some brief discussion, Commissioner Howard inquired as to the time frame Lininger's anticipated. Mr. Vaughn indicated that the problem would be corrected this coming season; in the spring if possible, no later than early fall 1989. The Co_issioners thanked Mr. Vaughn and Mr. Wrlght for their time and asked them to keep in close touch with Director Mickelsen as to their progress. V. AlJDIBllCB PAftICIPA'lIOR 80T .. 'l'RB ~ None VI. OLD 8U81J1BSS e A. Open Space Program - 1989/90 Budget In a March 23, 1989 letter from the Ashland City Council to the Commission, the Council made a compromise proposal to have the Co_ission authorize the Budget Co..ittee "to increase your (park tax ) levy on a ONE- TIME ONLY BASIS" to provide the open space administration money for 1989-90." Counclllor Patricia Acklin was present to discuss the proposal. In discussion, Councillor Acklin expressed her opinion that general consensus among the Council members was that they were supportive of the Co_ission's proceeding with its work on the Open Space program. wanted to see some enabling budgetary appropriation set for fiscal year 1989-90 rather than haVing to wait until 90-91, but felt that they needed to see a more fully defined and developed package of criteria and priorities for the program before it is placed on a ballot for the vote of the people. Therefore, due to the time crunch in preparing for the 1989-90 budget, the Council requests the usage of the park tax levy to fund the administrative portion of the open space prograa for the upcoming fiscal year only. Co..issioner Adams briefly reiterated to Councillor Acklin the fact that the Commission takes very seriously its responsibility for administering the property tax dollars which the park tax levy provides. She said that during each budgetary cycle the Commission deliberates over the spending of each penny which is levied to determine whether or not it is necessary expenditure. She indicated that some of the Commission's reaction to the Budget Committee's suggestion that they simply raise the park tax levy eleven cents was due to the fact that increasing the levy by that much is not something the Commission would consider unless absolutely necessary or unless they believed it was of highest priority to the cOlUtunlty. e Chalrman Pyle read a letter from Brent Thompson which spoke to the good faith which he perceived on the part of the Council in generally supporting the program and encouraged the Commission to compromise by increasing the park tax levy if necessary to help the program get off the ground. e MOTION e MOTION e ASHLAND PARKS AND RECREATION COMMISSION Regular Meetin~ - March 28. 1989 Page 6 Open Space Prograa - 1989-90 budget - con It. Co..issioner Reynolds indicated that she supported fully i.ple.enting an. open space prograM for Ashland but she was extre.ely reticent to increase the park tax levy on the prograM before citizens have had the opportunity to vote on the charter aaend.ent and whether or not they wanted the prograa. General discussion evolved regarding the advisability of putting the charter a.end.ent on the ballot as early as May separate froM the balance of the prograM concerning funding which would occur at a later date, or. waiting to place the entire package on the ballot at a future date. Opinions were divided as to which would be the best approach. CO.Missioner Howard .ade a Motion to elevate the park tax levy for 1989-90 by 11 cents conditional on the charter a.e~ent being placed on the ballot in May 1989 so that, if the charter aMendMent passes, there is the Money to be spent. but if it doesn't pass, the Money can still be not collected. COMMissioner Pyle seconded. Co..issioner Crawford indicated that she was not convinced that placing the charter a.end.ent on the ballot alone without indicating to the people where the funding was to co.e fro. was the best way to get the charter a.endllent passed. It was like ask.ing so.eone if the wanted to buy so.ething without telling theM how Much it was going to cost and where the aoney was going to coae fro.. Co..issioner Adaas indicated that she did not believe that the charter aMendaent alone would give the citizens the full picture and that possibly they would not vote for it for that reason. Director Mickelsen reainded the Co..ission that an 11 cent increase would fund a position for six .onths. The Chair.an called for the vote. The vote was: 2 yes - 3 no (Ada.s, Crawford, Reynolds) Coaaissioner Crawford asked Patricia Acklin whether or not she felt that the Council would consider looking into a suppleaental budget later in the year. Councillor Acklin responded that she was confident that that would not be the preferred option; that asking the Co..ission to add the adainistrative portion of the open space budget to the park tax levy for one year only is the Council's co.pro.ise suggestion. After soae further discussion, Co..issioner Adaas aade a aotion to have the Coa.ission agree to increasing the park tax levy for budget year 1989-90 eleven cents which would cover a half a year of adMinistration for the Open Space Prograa if the council would agree to the following: The Council would agree to place the Open Space prograM, including the aethods to finance both acquisition and ad.inistration on the ballot at the appropriate ti.e. COMmissioner Howard seconded. ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - March 28, 1989 Page 7 e Open Space PrOgraM - con't. In discussion, Co.missioner Reynolds indicated that she was less in favor of this motion than the previous Motion because it was even more open in that it did not require that the charter amendMent pass prior to collecting the tax. CO.Missioner AdaMS defended the .otion indicating that the expense to the park tax levy for the administrative portion of the open space prograM would be for one year only, and, if for any reason it was not used for that purpose, it would eventually be used by the department for some other park purposes. Over the years, the COMMission has built a reputation for thrift with property tax dollars. That has not changed. Hopefully, the public will endorse the program and will understand this one time use of their park tax dollars, and, that the Co_18sion did not raise the levy frivolously but in order to be able to continue with a program that it believes is valuable to the co_unity. She indicated that it was her belief that the COMmission needs to let this happen in order to go ahead with the program. The vote was: 3 yes - 2 no (Reynolds, Crawford) VII. OW BUSID88 None VIII. COItRBSPOIID8lICB. ~lCATION8, DIRECTOR'S REPORT e A. CO.Munications - letter from SOSTC The Com.issioner's enjoyed a letter from several children at SOSTC who made suggestions for the improveMent of Sherwood Park which is near their school. Commissioner Howard recommended that the Director write a letter of response and appreciation. The other ComMissioners concurred. B. Director's Report - upper duck pond Director Mickelsen reported that the upper duck pond had been drained this last month to look at several items. First, to determine how much "duck Muck" bad accuMulated and bow it could be efficiently removed. He reported tbat they bad tried fire hoses, but that was unsuccessful. Also, because of the rat population which had become a probleM at the pond last summer, staff examined the perimeter of the pond to determine whetber or not filling in the holes would help wi th that probleJI. Staff detenined that it would be extremely time consuming and not very effective. e He said that the Park Superintendent has inquired about the cost of having the pond gunited and found that that would be very expensive. He tben came up with the suggestion that perhaps departMent staff could ceMent the bottom and just have gun1te put around the slope. Director Mickelsen indicated that he hopes that there will be sufficient money in the budget to do that project some time this sum.er. If so, staff will come back to the COM.ission with a final proposal. Councillor Acklin co.ented that she bas heard of a lining substance for toxic wastes which might be appropriate for use for this kind of purpose and offered to give tbe Commission the name and number of a person to contact if it is interested. The Co..ission responded very favorably and asked tbe Director to look into it. e e . ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - March 28, 1989 IX. ITBIIS PaOlI ~ISSIOIIBR8 X. IIBXT 1IXI'I'Il' S 6A~ XI . AD.J0URIIIIBIft Page 8 None The next Regular Meeting was scheduled for Tuesday, April 25, 1989 at 7:00 p... Rel~f~Xtted. Ann Bened1ct Manage.ent Assistant e e e CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Apr i 1 25, 1989 Chair Pyle called the meeting to order at 7:00 P.M. at 340 S. Pioneer Street. ATTENDANCE: Present: Reynolds, Adams. Pyle, Crawford, Mickelsen, Reid Howard arrived late. None Absent: I. ADDITIONS OR DELETIONS Chair Pyle added the following items to the agenda: Under New Business, SOSA request for a swim meet at Meyer Pool. II. APPROVAL OF MINUTES Commissioner Reynolds made a motion to accept the minutes of the Regular Meeting of March 2R, 1989 as written. Commissioner Adams seconded. The vote was: 4 yes - 0 no III. BILLS AND FINANCES Commissioner Adams made a motion to approve the disbursements for the previous month as indicated by Payables checks #2096 - 2174 in the amount of $51,901.27 and Payroll checks #1758 - 1R26 in the amount of $18,433.58. Commissioner Reynolds seconded. The vote was: 4 yes - 0 no IV. AUDIENCE PARTICIPATION ON THE AGENDA A. Rick Landt - From CPAC Open Spaces Subcommittee Mr. Landt presented the Commission with a list of proposed criteria for identifying open spaces in Ashland and verbally reviewed the list with the Commission expanding on some points. Commissioner Crawford complimented Mr. Landt on the committee's efforts indicating that in her opinion the committee had done an outstanding job and that she saw nothing on the list which appeared unusual or amiss in any way. Director Mickelsen explained e e e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - April 25, 1989 Page 2 AUDIENCE PARTICIPATION ON THE AGENDA - con't. Rick Landt - CPAC that the CPAC Open Spaces Subcommittee's main responsibility has been to look into the open space issue as it relates to the comp plan and that there has been a good tie in with Ashland's exploring an open space program as well. All the Commissioners thanked Mr. Landt greatly for his time and for the subcommittee's efforts. Mr. Landt said that he would appreciate keeping communications open with the Commission so that each group could build on each other in pursuing open space planning for Ashland. B. Sue Robinson - Walker Elementary School PTA Sue Robinson, President of the Walker School PTA, made a presentation to the Commission concerning the parents' and students' efforts to raise money to improve the playground. She said that the PTA was requesting $5,000 from the Commission to match the $5,000 which the school has raised for playground improvement. She said that the playground received a lot. of community IIse due to the proximity of the pool and Little League and softball fields. She showed the Commission plans for improvements this next year indicating that they hoped the Commission would assist in purchasing a nine person swing set and a nine foot twirly side. MOT ION After some discussion, Commissioner Crawford made a motion to allocate Brinkworth funds to match the Walker School PTA funds for improvement.s at the playground under similar agreement as the Commission has had with the school district on ot.her schools' playgrounds. Commissioner Adams seconded. In discussion of the motion, Commissioner Pyle indicated that he would like to see some trees included in the plans in places appropriate in relationship to the ball fields. The vot.e was: 4 yes - 0 no V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None VI. OLD BUSINESS A. Lininger Tru-Mix on Hunter Park courts Director Mickelsen indicated that he had had a telephone conversation wlth Bob Vaughn who said that he would be present at the May Regular Meeting to make a recommendation for a plan to resolve the bubbling problem on the Hunter Park courts. Commissioner Adams requested that, if possible, a copy of Lininger's report be made available to the Commission prior to the meeting. VII. NEW BUSINESS A. Request from SOSC for use of Meyer Pool for NYSP Program Director Mickelsen reported that he had received a request from the School of Health & Physical Education at SOSC for use of the Meyer Pool for this summer's NYSP Program. He explained that it was highly unlikely ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - April 25, 1989 Page 3 e NEW BUSINESS - con't. Meyer Pool use - NYSP that the SOSC pool would be repaired before fall and, in order for SOSC to offer the federally funded program, the swimming component must to offered. The program would need a minimum of 1/2 hour five days a week. Director Mickelsen said that, in discussion with the pool staff, it had been determined that with a minor adjustment of the department's pool lessons program, the department could allow SOSC to use the pool from 9:30 a.m. to 10:00 a.m. The college has indicated that it would pay the department for use of our staff for guarding and instructing but hoped that there would be no charge for use of the facility itself. MOTION After brief discussion, Commissioner Adams made a motion to extend the rental agreement with SOSC for use of the Meyer Pool for the period of time covered by the NVSP program for 1/2 hour, Monday through Friday, with no charge for facility rental but reimbursement for staff costs to the department. Commissioner Crawford seconded. The vote was: 4 yes - 0 no e B. Request by SOSA for use of Meyer Pool for Shakespeare BC swim meet Director Mickelsen told the Commission that he had received a request from the Southern Oregon Swim Association for use of the Meyer Pool for their BC swim meet on June 24, 1989. He indicated that SOSA would again put on two All Comers' Swim Meets in exchange for use of the pool. In discussion, Commissioner Crawford indicated that she had no difficulty with having SOSA use the pool again this year. However, she said that in the past she believed that the All Comers' meets were offered too early in the day for the general public to be encouraged to attend and that they were not publicized sufficiently to make them known. Commissioner Pyle concurred. It was decided that the dates for the meets would be scheduled far enough ahead of time to list them in the summer brochure and that the pool schedule would be altered moderately if necessary in order to offer the meets at a more reasonable time on Saturdays. MOTION Commissioner Crawford made a motion to Pool for its BC swim meet on June 24, 1989 All Comers' Swim Meets for the community. The vote grant SOSA the use of the Meyer in exchange for organizing two Commissioner Reynolds seconded. was: 4 yes - 0 no VIII. CORRESPONDENCE, COMMUNICATIONS, DIRECTOR'S REPORT Director Mickelsen reported that the new mower which has been purchased for the department is working very well. Superintendent Gies said that mowing time for the outer parks has been better than cut in half. e Director Mickelsen reported that Donn Todt, Park Horticulturist, has recommended that the large, mature Ponderosa pines in the front of Lithia Park should be sprayed for bark beetles. Park policy is to use sprays as little as possible, however, considering the importance of these trees and the severity of the bark beetle problem, Donn believes spraying those ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - April 25, 1989 Page 4 e DIRECTOR'S REPORT - con't. particular trees would be wise thi~ year. The spraying would be done very early in the morning so as not to expose park users. Commissioner Adams inquired about the pines at Glenwood Park. Superintendent Gies said that the department would take a look at those also. IX. ITEMS FROM COMMISSIONERS Commissioner Howard arrived. Councillor Reid inquired about the status of the agreement between the City and the Commission to have the Community Center administered by the Parks and Recreation Department indicating that she was hearing conflicting rumors about whether or not it was going to happen. She said that it was her understanding that details for the agreement were not being carried out because the Commission had some question about whether or not the City would underwrite any losses incurred in the operation of the buildings. e In discussion, Director Mickelsen explained that the Commission had asked for two items prior to accepting the administration of the Community Center and Pioneer Hall. The first was that the City agree to underwrite any losses which the operation of the buildings may incur, and, second, that the City retain the prerogative to ~et the rate structure for the buildings since the operational loss each year for the buildings will be dependent on the fee structure. He said that City staff has been reluctant to agree to those conditions. It was generally agreed that the Commission would write a letter to the Council stating its willingness to administer the buildings but clarifying its position as to the two items discussed. X. ADJOURN TO EXECUTIVE SESSION MOTION With no further regular business, Commissioner Crawford made a motion to adjourn to Rxecutive Session to discuss salary negotiations. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no XI. RECONVENE TO REGULAR SESSION The Regular Meeting was called back to order by Chair Pyle. MOTI ON Commissioner Adams made a motion to approve the salary agreement for 1989-90 as agreed upon by the Commission for non-management personnel. Commissioner Howard seconded. The vote was: 5 yes - 0 no fiOTION Commissioner Adams made a motion to approve the salary agreement for 1989-90 as agreed upon by the Commission for management personnel. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no e e e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - April 25, 1989 Page 5 Salary Negotiations - con't. MOTI ON Commissioner Crawford made a motion to approve the salary agreement for 1989-90 as agreed upon by the Commission for the Parks and Recreation Director, and, to amend the Director's Severance Agreement from thirty days to sixty days. Commissioner Howard seconded. The vote was: 5 yes - 0 no Director Mickelsen presented a request to the Commission in which he asked the Commission to adopt a resolution that would allow the department's management employees to enroll in the lCMA deferred compensation plan. MOTION Commissioner Howard made a motion to approve the resolution pertaining to the lCMA deferred compensation plan. Commissioner Adams seconded. The vote was: 5 yes - 0 no XI . NEXT MONTH I S AGENDA The next Regular Meeting was scheduled for Tuesday, May 30, 1989. X. ADJOURNMENT With no further business, Chair Pyle adjourned the meeting. Respectfully submitted, /LJ~~ Ann Benedict Management Assistant e e e C ITV OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING May 30, 1989 Chair Pyle called the .eeting to order at 7:00 P.M. at 340 S. Pioneer Street. ATTBImAIfCB : Present: Reynolds, Ad~s. Pyle, Crawford, Howard, Mickelsen None Absent: I . ADDI,.I_ OR DBLBTIOIfS None II. APPROVAL Of MIlftJTB8 Commissioner Adams .ade a .otion to approve the .inutes of the Regular Meeting tor April 25, 1989 as written. Co..issioner Crawford seconded. The vote waa: 5 yes - 0 no III. BILLS AID PIIWICB8 A. Approval of previous .onth's disburse.ents Co..issioner Reynolds .ade a .otion to approve the disburse.ents for the previous .onth as indicated by Payroll checks '1827 throueh '1857 in the amount of $17.640.37 and Payable checks '2096 through '2174 in the a.ount of $51,901.27. Co..issioner Adaas seconded. The vote was: 8 yes - 0 no B. Approval of March 31. 1989 Quarterly Financial State.ent Com.issioner Howard .ade a .otion to accept the March 31, 1989 Quarterly Financial State.ent ending the tbird quarter for fiscal year 1988-89 as presented. Co..issioner Ada.s seconded. The vote was: 5 yes - 0 no ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - May 30, 1989 Page 2 e IV. AUDIBRCB PARTICIPATIOII 011 'I'BI A8DDA A. Bob Vaughn froM Linin2er Tru-Mix on Hunter Park courts Mr. Vaugh indicated that Lininger Tru-Mix wanted to continue to observe the bubbles on the surface of the Hunter Park courts during the earlier part of the s...er to deterMine whether to not they had stabilized. If it appears that they have, he said that they would then like to roll theM out using a pneuMatic roller during a very hot portion of the su..er to sep. if they would re-bond to the surface. If that works, then the color coat surface would be repaired. He said that as far as they could deterMine, the probleM was created either due to Moisture or to the differing therMal expansion characteristics of the asphalt and the coating surface. e The COMMissioners inquired that, if this were the case, why did the proble. not occur with .ore frequency. Mr. Vaughn responded that he could not say. CO.Missioner Ada.s inquired about the varying asphalt contents in the aix and whether or not that could have created the probleM. Mr. Vaughn said that a .ore rich asphalt content should have helped if anything because it would stay resilient longer and should bond better. The Coa.issioners inquired about the tact that the .ix was produced by two different batch plants and possible differing quality control; froM a layaan's point of view it appears that there Must have been so.ething wrong with what was put down on the Hunter Park courts. Mr. Vaughn said that in all their investigations, and fro. reports fro. outside experts which they have contacted do not indicate that the 011 content had anything to do with the blisters occurring. They do no believe that anything in the .ix could have caused the force which would have caused the de-la.ination to occur except for .oisture or so.e kind of ther.al effect. He said that the differences which .ay occur between the .ixes of the two batch plants should have worked to reduce the p08slble occurrence of the blisters, not to have created it. Co..issioner Howard asked about Lininger's anticipated tiMe fra.e. Mr. Vaughn said that they would like to continue to observe the courts through July and roll in August. Co..iRsioner Pyle inquired as to the possibility of the rolling creating an uneven surface. Mr. Vaughn said that it was unlikely but that it was a possibility. Coa.issJoner Ada.s indicated that if the courts were rolled late this su..er and the process appeared to work that she felt that the Coa.ission should have the leeway to observe the courts through the following s~r to aake sure that the blisters did not COMe back. Mr. Vaughn indicated that he felt the Co..ission would be justified in asking for that. General consensus a.ong the Co..issloners was to allow Lininger Tru-Mix to atte.pt to solve the bltstering probleM by rolling thea out to deter.ine whether or not the surface would re-bond itself to the asphalt. But, that the Co..ission would like a co..it.ent frOM Lininger Tru-Mix in writing that the work would be guaranteed for another year so that the Coaat8sion could be reasonably assured that this was a real solution and that the e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - May 30, 1989 Page 3 e AUDIENCE PARTICIPATION - continued Lininger Tru-Mix blisters would not appear again with seasonal te.perature fluctuations. Chair Pyle indicated that he would write a letter to Liningers to that effect. 8. Leah Ireland - 80. Pioneer Street Ms. Ireland encouraged the Co.aissioners to consider doing soaething with So. Pioneer Street due to both the dust, erosion, and safety proble.s which pertain to vehicle usage of the road. In discussion, the Co..issioners briefly reviewed their thoughts last winter concerning So. Pioneer Street as to whether the street should be left alone, have its surface i.proved, or possibly closed to vehicular traffic. It was deter.ined that the Co.aission would gather inforaation on the various alternatives, and, if it believed so.e changes should be aade, would .ake a reco..endation to the City Council to that effect. Co..issioners Howard and Pyle volunteered to serve on a co..ittee to gather the inforaation. A report on their findings will be placed on the agenda for the Co..ission's June Regular Meeting. e C. David Shaw - Chautauqua Prograa Co..issioner Howard, indicating that Mr. Shaw had said that he would not be able to attend the aeeting this evening, presented the CO..i8sion with a letter he had received fro. David Shaw of Artbeat, Inc. inquiring about the possibility ot holding a one day Old TJ.e New Age Chautauqua in Lithi. Park this su.aer. The letter expressed ..ny varied ideas concerning the kind of activities which would possibly take place. After so.e d18cussion, the Co_ission reco..ended that the Chair write a letter to Mr. Shaw indicating that the Co..ission did not have enough infor.ation on the proposed event to deteraine whethp.r or not it could approve the proposal, and, that although the idea appeared to be outside the policy guidelines which the Co_ission currently followed concerning events scheduled in the park, if he would like co.e to the Co..ission with aore detail, the Co_ission would be open to considering the suggestion. V. AlJDIIIICB PMTICIPATIOII lIOT 011 TBB ~ None VI. OLD BUSI.88 e A. Lithia Mill site - preU.inary plan Director Mickelsen presented the Co..issioners with a preli.inary drawing of proposed develop.ent plans for the Lith!a Mill property. Soae ideas and alternatives were discussed, however, pneral reaction to the plan was very favorable. The Coaaissioners asked the Director whether or not he knew how fixed the city's plans were for a ftre station at the site indicating that the space could be well used in the park plan. Director Mickelsen said that he did not know but that be would ask. The Co.aission asked Director Mlckelsen to have a overlay created to show the possibility of design using that space for park space in case it aight be available. ASHLAND PARKS AND RRCREATION COMMISSION Reaular Meeting - May 30, 1989 Page 4 OLD BUSINESS - continued B. Calle Guanajuato - reco..endations on trash and traffic Director Mickelsen presented the Co_isa1on with a .e.orandu. fro. the Downtown Plan Advisory Co..isRion concerning reco-.endations to solve traffic aod trash storage proble.s on Calle Guanajuato. Director Mickelsen said that he had been working with the group and felt that the reeo_endations are sound and have the support of ~rohants in the area. Since Calle Guanajuato is part of the park syste., if the Co..ission concurred, he suggested that it write a letter to the Cit, Council reco..ending that the adopt the new ordinances. MOTION After brief discussion, Co..issioner Howard .ade a .otion to reco..end to the City Council that it adopt new ordinances concerning traffic and trash as outlined by the .e.orandu. fro. the Downtown Plan Advisory Co..ission dated May 4, 1989. Co..issioner Ada.s seconded. The vote was: 5 yes - 0 no VII. .. BUSIIIB88 A. U.S. Forest Service concerning fire control Director Mickelsen said that he had received a telephone call fro. Neil Ben80n of the U.S. Forest Service who indicated that the Forest Service had bad so.e of its key people in tbe area to exa.ine the fire hazard due to the proloneed drought whicb has caused stress on large nuabers of trees wbich are now dying. He said that Mr. Benson had arranged to take a walk with hi. on Thursday, June 1st at 8:30 a... to look at those areas in the park which could present afire hazard which could conceivably, if fire broke out, spread quickly to the watershed. Director Mickelsen suggested that any Co..issioner who .ight Also want to take the walk, could joint the. at the office at 8:30 a... VI II . CORRIS~. CO.lIUllICATI_. 811t1CYOR '8 RBPOR'I' The Co..issioners briefly reviewed the discussion at the Open Space Foru. which had been held earlier in the .onth. IX. J,...... ~88I__ None X. IIIXT .....'8 A8BIIDA The next Regular Meeting was scheduled for Tuesday, June 27, 1989. A discussion of So. Pioneer Street will be placed on the agenda. XI . MJGUIJUlIlIt With no further business, Chair Pyle adjourned the aeeting. Respectfully sub.itted, ~ Ann Benedict Manage.ent Assistant e e . CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING June 28, 1989 Chair Pyle called the meeting to order at 7:00 P.M. at 340 S. Pioneer Street. ATTENDANCE: Present: Absent: Reynolds, Adams, Pyle, Howard, Mickelsen Crawford I. ADDITIONS OR DELETIONS None II. APPROVAL OF MINUTES Commissioner Adams made a motion to approve the minutes of the May 30, 1989 Regular Meeting. Commission Reynolds seconded. The vote was: 4 yes - 0 no III. BILLS AND FINANCES Commissioner Adams made a motion to approve the previous month's disbursements aR indicated by Payables checks #2247-#2324 in the amount of $59,356.67 and Payroll checks #1858-1897 in the amount of $20,178.51. Commissioner Reynolds seconded. The vote was: 4 yes - 0 no IV. AUDIENCE PARTICIPATION ON THE AGENDA None V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None VI. OLD BUSINESS A. South Pioneer Street - Report, public hearing, discussion Director Mickelsen made a presentation to the audience summarizing the Commission's investigation into possible approaches to addressing the dust and safety issues on So. Pioneer Street. He indicated that one of the e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - June 28, 1989 Page 2 South Pioneer Street - Report, public hearing, discussion options which the Commission was considering was closing So. Pioneer Street to vehicle traffic, except for emergency vehicles, and making the street into a pedestrian and bicycle path. Following the report, Chair Pyle asked for public comments from the audience. Carl Oates (351 Granite) commented that he and his wife were in favor of closing the street to vehicle traffic. He agreed that public safety was not an issue in that barriers could be put up which would still provide access for emergency vehicles. However, he also stated that he would strongly recommend that So. Pioneer remain open until the improvements on Granite Street have been completed. e Margaret Meyer (333 Granite) commented that she did not believe that the traffic count which was taken in November and December 1988 was valid in measuring traffic on the road because that would be the least utilized time of year; So. Pioneer was used most frequently by residents during the tourist season when residents were avoiding the plaza and Winburn Way. She said that neither she nor her husband were in favor of closing So. Pioneer Street. They believe that closing So. Pioneer would leave upper Granite Street residents hanging with no decent way to get downtown avoiding the pIa za. So Pioneer Street is one way to get downtown and cross Siskiyou with signals. Sharon Thormahlen (80 Hargadine) said that the article which appeared in the Daily Tidings referred primarily to safety issues and that she would like to inquire as to how many accidents actually have occurred there. She indicated that her major concern was the congestion created by vehicles, motor homes, and busses which occurs at the intersection of So. Pioneer and Hargadine. She indicated that, at times, it is almost impossible to reach their home as it is due to the barricades which are set up in the evenings for Shakespeare. She also indicated that, if the road were closed, she feared that some time in the future someone would "get the bright idea" to used the closed street to park Shakespeare busses. She said that they have sufficient busses wandering around their house at 11:30 p.m. as it is. She said she had a lot of concerns, but no answers. It Claudia Everett (140 So. Pioneer) asked where, exactly, the Commission would close the road if it chose to do so? Director Mickelsen responded that the Commission was considering two possible locations: He explained that, if So. Pioneer is closed, one of the concerns was a turn around area. There is possibly a section of land which would be purchased to build a turn around. One idea has been to close the road just past the last house on So. Pioneer Street. The second idea has been to close it where it intersects with Hargadine. If it were closed at Hargadine, a lot of parking would be lost. Ms. Everett said that she wanted to go on record to indicate that sbe was not wild about having a turn-around placed right outside her window. e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - June 28, 1989 Page 3 South Pioneer Street - Report, public hearing, discussion Hillary Taylor (106 So. Pioneer) said that she was not going to add anything new, but that she wanted to emphasize also the problem she has in getting home between the hours of 8:00 p.m. and midnight when the barricades are up for Shakespeare. She said that using So. Pioneer was her best way to get in or out of her house at that time, regardless of the barricades indicating that the other option was to he trapped. She also said, however, that having the road closed had some very appealing aspects indicating that she and a neighbor were just outside their houses last night "when some jerk raced past our houses doing at least 40 miles per hour, then, having a change of heart, started backing up the other way at the same rate of speed." She indicated that she doesn't know whether or not there has ever been an accident on that street but that she felt that there was always one about to happen and that her chances were great of participating in one. e Kay Atwood (102 So. Pioneer) said that she was the neighbor Hillary referred to in her comments. She said that she and her husband had lived at their address for 20 years. She indicated that her comments were also not new, but wished to focus on the time of year when the festival was not in session. She said that over the years they have noticed that, since So. Pioneer Street creates a loop through the park, traffic has increased down the road between 11:00 p.m. and the early hours of the morning. It makes a way for cars to loop around and around the park. She realizes it has to do with the growth of Ashland, but it is also a problem they have noticed. Commissioner Pyle commented that in the meeting with public safety personnel, they indicated that they would continue to use to road to patrol even if it were closed. Ken Harris (401 Terrace) said that he usually jogs So. Pioneer at least a couple of days a week and that he usually notices two types of vehicles on the road; the first are tourists who are obviously lost who get about halfway up and try to make a U-turn, and the second are Ashland residents who tend to drive through very quickly, much faster than the 15 miles per hour. He said that, as a runner, he does not believe he has come close to being hit but that he has certainly eaten a lot of dust on the road. He said that, as a runner, he would be in favor of closing the road. Commissioner Howard, speaking for the Whites who live at the corner of Fork and Vista, expressed their concern that, if So. Pioneer Street was closed, traffic from upper Granite Street would be shifted from there up and around the back of the park down the street which joins at Fork and Vista. She was concerned about the possible increased safety hazard and dust created there by increased traffic. e Pat Patton (115 Fork) expressed his concern also that, if So. Pioneer were closed, it would be something like the "turlet backing up" and traffic would then use Fork Street or other street up there more. He said that his e ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meetin~ - June 28, 1989 Page 4 South Pioneer Street - Report, public hearing, discussion wife was a runner and agreed that it would be nice if the road were closed to vehicles for that kind of usage, however, he was alRo concerned about the increased bottle neck which would be created at the Fork/Hargadine/So. Pioneer intersection. He said that he frequently has had to encourage people driving large motor homes to continue down So. Pioneer, convincing them it is a through street, rather than try to back up and turn around at that intersection. He indicated that, if it were closed, close it at Fork and Hargadine. But, then, all those park.i ng spaces would be lost. e Leah Ireland (130 So. Pioneer) said that she felt that the critical problem was not the traffic but the dust which was killing the trees and was unhealthy and uncomfortable for the joggers and people who like to walk their dogs. She recommended some kind of interim thing such as oiling the road which would cut down on the dust but which would not be such a major undertaking as deciding to close or pave the road. She said that it waR obviously a complicated problem and would like to see some kind of interim solution which would save the treeR and make using the road a more pleasant experience. Pat Patton also commented that he oiled in front of his house which works well as long as large vehicles do not use the road and dig through the surface. Kay Atwood spoke again indicating that what she was hearing from her neighbors was the realization that they did live in special circumstances due to their proximity to the festival and the park. That they appreciated their opinion being sought concerning any plans related to So. Pioneer Street. She said that she did not hear angry comments but concerned comments; that living in their neighborhood during the summer made them wonder how long they could survive it, but that in the winter, things weren't so bad and they forget it all until it comes back again. Leah Ireland indicated that, during the summer, at least a couple of nights a week she had to get up between 2:00 a.m. and 4:00 a.m. to call the police because of noise. She said that she paid to oil the first 100 yardR along So. Pioneer Street which cuts the dust down 80%. Another neighbor commented that it appeared to work well. Carl Oates inquired as to the possible savings to the city street department if the street were closed so that they did not have to grade it frequently. Director Mickelsen said t.hat of course there would be some savings but that it was not enough to be a significant factor in the decision. e Sharon Thormahlen said that she did not realize that the dust was killing the trees and inquired whet.her or not dust became a major factor due to the fact. that the road was a dirt road or was it because people speeded on the road. Would it be reasonable to put up speed bumps? Commissioner Howard responded that several years ago which an environmental e e MOTION e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - June 28, 1989 Page 5 South Pioneer Street - Report, public hearing, discussion impact study was conducted, it was determined that the major source of pollutants to this end of the valley is dust particulants. The particulants come from everything which are on dirt roads. He said that it was not the rate of speed particularly but just the traffic from joggers, bikers and cars which cause the problem. He also said that dust may be causing some problem for the trees, but it is not the major factor related to the trees dying. The persistent drought over the last few years has caused stress on the trees which has made them more susceptible to disease. He also indicated that speed bumps can be put on private or semi-private drives, not on a public street. Kay Atwood indicated that one of her least favor ideas is paving So. Pioneer Street which would therefore encourage faster driving. She also went on record requesting that the neighboring residents be informed of whatever future public meetings may be held to discuss the ideas concerning So. Pioneer Street, whether by the Parks Commission or any other city commission prior to a recommendation going to the City Council, which may become involved. Pat Patton and one other person also said that they would be opposed to paving the street for the same reason. At the conclusion of the public input session of the discussion, Commissioner Howard expressed his impression that, if the Commission chose to further pursue the concept of closing So. Pioneer Street, it would need to further look into the exact spot that the street should be closed and the impact upon the streets which rise above Hargadine and So. Pioneer Street as well as the Shakespeare barriers and large vehicles. Commissioner Reynolds said that she understood the audience's concerns about the congestion at the Fork/So. Pioneer/Hargadine intersection having witnessed real confusion there earlier in the day. Commissioner Adams made amotion indicating that the Parks and Recreation Commission would further discuss the possibility of clOSing So. Pioneer Street and the ramifications of that, and then make a recommendation to the City Council. Commissioner Howard seconded. In discussion of the motion, Commissioner Howard recommended a study session of the full Commission to go over all the points raised thus far. Director Mickelsen said that one aspect concerning the advisability of clOSing the road to vehicle which had not been discussed as yet was the future viability of the park. He indicated that other city commissions, such as the Traffic Safety Commission, would address some of the concerns spoken of this evening, but that one of the main focuses for the Parks Commission in looking at future planning for Lithia Park needs to be what action or recommendation would be in the best interest of the park in future years and whether or not the community would be best served by using So. Pioneer Street as a portion of the park rather than as a city street. He indicated that So. Pioneer Street could be one area which could be e e . ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meeting - June 28, 1989 Page 6 South Pioneer Street - Report, puhlic hearing, discussion expanded to increase the carrying capacity of the park as the numbers of people who use the park increase. Commissioner Howard concurred with Director Mickelsen indicating that, unless some other obstacle arises to change his feelings, he would probably support closing the street. Buthe still felt that further consideration of how that action would affect the streets and residential areas surrounding the park before a recommendation was made. Commissioner Adams concurred indicating that, if the Commission should choose to close So. Pioneer Street, it should not be done while Granite Street is torn up and not usable much of the time. She said she felt that Granite Street is the appropriate street to handle traffic to and from the upper park but that Granite Street needs to be in such repair that it can do so. The vote was: 4 yes - 0 no VII. NEW BUSINESS A. Walker Avenue bicycle path Director Mickelsen reported that he had attended a meeting of the Bicycle Commission in which the Walker Avenue bicycle path was being discussed. Commissioner Reynolds also attended the meeting as a representative of the Ashland School District. The Commissioners also received a report from the Bicycle Safety Commission on the history of the Walker Avenue bicycle path. Director Mickelsen indicated that he believed the Bicycle Commission was looking for some kind of assistance or recommendation from the Parks Commission, City, and School District in improving the bicycle path situation on Walker Avenue. The Bicycle Commission believes that the current two-way bicycle path along Walker Avenue is unsafe. They are trying to find an alternative way to route bicycle traffic which would be more safe. One of the alternative being proposed is to eliminate parking on the side of the street opposite Walker Elementary School. They were interested as to what impact eliminating parking on that side would have on spring and summer programs sponsored by sose, the Parks Department, and Little League. Commissioner Adams commented that, although it would impact on the convenience of parking close to the softball fields, there was parking nearby at the large Middle School parking lot. Other Commissioners said that that parking lot was already being used when closer parking was not available. Commissioner Reynolds indicated that that parking lot might be more readily used if it were paved and that there had been some discussion about haVing the School District, City, and Parks Department work in a cooperative effort to pay for having the lot paved. Commissioner Adams asked whether or not there was sufficient room between where the cars park and the ballfield fences for a bicycle lane to be created there. Director Mickelsen said that there was not if the lane e e MOTION MOTION e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - June 28, 1989 Page 7 Walker Avenue hicycle path - continued were to be constructed according to state standards and that historically it did not appear that the college would cooperate in allowing right of way for the additional feet which would be needed. Director Mickelsen commented that, when the original softball complex at Iowa Street was planned, a second phase to that plan was to pave the upper Middle School parking lot. At that point in time, the School District had other priorities and did not choose to participate. The Bicycle Commission was inquiring as to whether or not the Parks Commission would be willing to participate in such a plan at this time. Commissioner Adams said she had some problem spendtng our money on paving a school parking lot; that improving the parking lot would not actually make more parking if the parking along Walker Street were eliminated. Commissioner Howard indicated that he would not be opposed to partIcipating, however, he believed that, since our usage was for only a couple of months out of the year, the percentage we would contribute should be proportionate. Commissioner Adams said that, as Parks Commissioner, she had other priorities which were more important to her than paving a parking lot at the Middle School. Commissioner Pyle essentially concurred with both Commissioners Howard and Adams indicating that, if the Parks Commission chose to participate, the participation should be small since the department uses it for only a couple months of the year and for only a few hours each day. Commissioner Howard made a motion to recommend to the Bicycle Commisston that before parking is taken way on the west side of Walker Avenue paved parking must be provided at the upper Middle School lot before that. Commissioner Adams seconded. Commissioner Pyle spoke against the motion indicating that he did not believe it was appropriate to stipulate that the parking had to be provided at the Middle School lot. He said that he believed it would be totally unpopular to divert all parking down there and perhaps diagonal parking could be devised along Iowa Street across from the ballfields on SOSC property. At least, the location of the parking should not be specified. Commissioner Howard withdrew his motion with the concurrence of Commissioner Adams restating it to say that the Parks and Recreation Commission would recommend to the Btcycle Commission that,only if alternative paved parking is provided, should parking be taken away parking on the west side of Walker Avenue. Commissioner Adams seconded. The vote was: 4 yes - 0 no Director Mickelsen inquired as to whether or not the Commission would be willing to consider financial support for the paving of the Middle ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - June 28, 1989 Page 8 Walker Avenue bicycle path - continued School Parking lot if that became a possibility. General consensus among the Commissioners was that they would be willing to consider contributing but only in proportion to the amount the department uses the facilities. B. Change in investment policy Director Mickelsen presented a memorandum to the Commission explaining that the City has developed a new investment policy which states that the City is going to diversify its investment portfolio to allow it to invest in the Local Government Investment Pool. He also presented the Commissioners with City Resolutions #89-26 and #89-27 which concern the new policy. He explained that many years ago the Commission had adopted a resolution stating that it would only invest with First Interstate Bank of Oregon. He indicated that the Commission has participated in the City's investment pool and that to continue to do so is to the Commission's advantage. He recommended that the Commission adopt City Resolutions #89-26 and #89-27 so that it can continue to participate in the City's investment program. DTION After brief discussion, Commission Adams made a motion to have the Commission adopt City Resolutions #89-26 and #89-27 to enable it to continue to participate in the City's investment pool. Commissioner Howard seconded. The vote was: 4 yes - 0 no C. Survey of Lithia Park users During the summer of 1981, the Commission contracted with So. Oregon Regional Service Institute to conduct a demographic user survey of Lithia Park. Over the years, that survey has been of use to the Commission for planning purposes. Director Mickelsen suggested to the Commission that it conduct a modified survey similar to the 1981 survey to obtain more current information as it reviews methods for financing the current park system as well as the open space program. Commissioner Howard inquired as to how much cost would be involved. Director Mickelsen said that the 1981 survey had cost $400. Director Mickelsen indicated that the survey that he would like to consider for this summer would not need to be as detailed as the one in 1981. In general discussion the Commissioners concurred that such an updated survey could be a helpful tool and indicated willingness to spend a modest sum on the project. Several suggestions as to the kinds of questions the Commissioners would like to see answers were made. Director Mickelsen said that he would check into the matter further and advise the Commissioners of a suggested list of questions and cost, if any, for the project. e e e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - June 28, 1989 Page 9 VIII. CORRESPONDENCE. COMMUNICATIONS, DIRECTOR'S REPORT Commissioner Pyle inquired as to whether the eye bolts in the trees in the Feast of Will area which hold the banner for the Feast are new this year. He said that he had not noticed them in past years. Superintendent Gies said that he did not know, he doubted that they were new, but he would check into it. Director Mickelsen said that he had been approached by some parents who strongly requested that the wading pool at the Meyer Pool be open for use during lap swim times. He explained that pool policy has always been that the wading pool would only be available during open swim hours due to the necessity of having it supervised. He explained that some parents would bring their toddlers to the wading pool and leave them unattended. This would present a liability problem for the department if we did not have adequate staff to covering watching the pool. Limited staffing is needed for lap swim hours and no guarding staff is on duty during lessons. He said that the requests which are coming are from those parents who come to swim laps together and who would like for their toddler to be able to use the wad.tng pool supervised by one parent whi Ie the other was swimming. In discussion, the Commissioners indicated that they were sympathetic to having the wading pool open yet believed the current policy should be upheld. For liability reasons, if the wading pool were to be opened, the Commissioners felt that a guard would have to he on duty. This seemed to penalize those responsible parents who would not leave their child unattended, but, was necessary from an operational standpoint. The additional cost for an additional guard during lap swim hours could not be made up even if there was a charge for using the wading pool. It was also felt that should not be opened during lesson hours because the wading pool's filter system could not handle that much additional usage without creating problems for health standards. IX. ITEMS FROM COMMISSIONERS The Commissioners set Friday morning at 8:00 a.m. on July 7th for a Study Session to discussion So. Pioneer Street, the Lithia Park survey, and the open space program. Commissioner Reynolds inquired about the status of the Lithia Mill site plans. Director Mickelsen said that an overlay drawing for the whole site would be ready for the July Regular Meeting showing the possibilities for usage if the City did not choose to retain the portion which is now reserved for a fire station. He said that he had not yet spoken with Mr. Almquist to see how strongly the City felt about retaining that portion of land. e ASHLAND PARKS AND RECREATION COMMISSION Regular Meetin~ - June 28, 1989 Page 10 ITEMS FROM COMMISSIONERS - continued Commissioner Reynolds also inquired about the walk in upper Lithia Park with Neal Benson from the Forest Service in regards to fire hazards. Director Mickelsen said that it was very informative and complex. He said that the Forest Service would be getting back to us and that the fire control efforts that will be proposed will involve the whole city, not just our department. He did indicate that whatever is proposed will be costly and will undoubtedly affect upcoming budgets. Commissioner Pyle inquired about the name signs for the various parks which had been discussed previously. Director Mickelsen indicated that prices still needed to be investigated and that some figures would be brought back to the Commission at the next Regular Meeting. X. NEXT MONTH'S AGENDA The next Regular Meeting was scheduled for Tuesday, July 18, 1989 at 7:00 p.m. A recommendation for So. Pioneer Street was placed on the agenda for discussion. e XI . ADJOURNMENT With no further business, Chair Pyle adjourned the meeting. Respectfully submitted, tJ~ Ann Benedict Management Assistant e e e e July 18, 1989 ATTENDANCE: Present: Absent: I. ADDITIONS OR DBLETIONS II . APPROVAL OP MINUTES III. BILLS AND PINANCES CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chair Pyle called the meeting to order at 7:00 P.M. at 340 S. Pioneer Street. Crawford, Reynolds, Adams, Pyle, Howard, Mickelsen None Reports of the Walker School Bike Path Committee and the Open Space Committee meeting were placed under Old Business on the agenda. Commissioner Adams made a motion to approve the minutes of the Regular Meeting of June 28, 1989. Commissioner Howard seconded. The vote was: 4 yes - 0 no (Commissioner Crawford abstained from voting since she wasn't at the meeting.) Commissioner Crawford made a motion to approve the previous month's disbursements as indicated by Payroll checks #1898 - 2015 in the amount of $37,430.14 and Payables checks #2325 - 2483 in the amount of $199,581.05. Commissioner Adams seconded. The vote was: 5 yes - 0 no IV. AUDIENCE PARTICIPATION ON THE AGENDA None ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - July 18, 1989 Page 2 e V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None VI. OLD BUSINESS A. Discussion of So. Pioneer Street MOTION Commissioner Howard made a motion to recommend to the City Council that So. Pioneer Street be closed to vehicle traffic for a two year probationary period commencing at the time that Granite Street is fully repaired and usable. Commissioner Crawford seconded. Chair Pyle explained to persons in the audience interested in the possible closure of So. Pioneer Street that, if the Commission approved the motion, that the Commission only had the authority to make the recommendation to the City Council which would then act on the matter; and, that other pertinent city committees and commissions would look into the matter before it was finally decided. e Commissioner Reynolds indicated that prior to presenting the details, she wanted to state that the purpose of the proposed closure was the expansion of the park and the protection of the existing park. Commissioner Howard made a presentation indicating to the audience where the Commission would recommend barricades be placed, their size and purpose; possible means to create a turn around near the end of the paved portion of So. Pioneer Street; and, proposals for signing which would help traffic re-route most easily back to downtown once it reached the barricades. After the brief presentation of the Commission's ideas, the topic was opened for audience participation. Leah Ireland (130 So. Pioneer) asked whether or not the Commission would consider oiling the street to cut down the dust prior to the two year probationary period beginning so that the street could be made more pleasant for people who used the street as a pedestrian way. Commissioner Howard responded that the Commission could look into it and the costs involved. .Judy Kennedy (506 Granite) asked what the criteria would be as to whether or not the plan to close the road had succeeded at the end of the two year trial period. Chair Pyle said that basically it would be to just see if it worked as far as the impact to Granite Street and other streets surrounding the area weighed against positive impact on the park and park usage. Ms. Kennedy also stated that if clOSing the street didn't work and it became necessary to pave the street, it didn't necessarily mean that it had to be widened. She said that lots of streets are paved which don't meet city standards. e Hillary Tate (106 So. Pioneer) asked why the Commission was so keen to pave the bike path which was proposed. She said that it is one of the few places where people can walk or jog which is not paved. She urged the Commission not to pave a bike path if the street is closed. Commissioner Howard indicated that whether or not the path would be paved was not really ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - July 18, 1989 Page 3 . So. Pioneer Street - continued the topic at this time and would be discussed later if the road were closed. Ms. Tate encouraged the Commission to hold on to the premise that the less done the better. Ms. Tate also said that she was one of those people who would be trapped either in or out of her house during Shakespeare performances which really has her anxious. She also asked whether or not just signs would be sufficient to keep traffic off the road rather than large barriers. She said that it would be another case of just keeping things as simple as possible. Commissioner Howard indi~ated that barriers were discussed only to help the many visitors who are not familiar with the area from inadvertently driving down there then having to turn around. He also mentioned that details such a barricades and signing would be fully investigated and determined by other city committees such as the Traffic Safety Committee. Barbara Wiy.ht (180 Vista St. - corner of Fork and Vista) spoke strongly against the proposal to close So. Pioneer Street indicating that the easy access to the park from those streets above the park would be cut off. She said that she did not think closing the simple access to the park would help the park. Mrs. Wight also presented a letter to the Commission which she asked be made part of the record. e Joanne Patton (115 Fork St.) said that she would like to encourage the Commission to think "less rather than more" as Judy Kennedy suggested regarding signs and barriers. She said that if the signing were very good, perhaps barricades would not be needed. Commissioner Crawford called for the question. The vote was: 5 yes - 0 no Commissioner Howard said that there would be more hearings in which the public would be able to express their opinions and that the Commission would ask the City Council and other city committees or commissions to notify neighbors. Mrs. Wight asked that the Fork Street residents be notified also. B. Lithia Mill Site The Commission reviewed several rough site plans concerning development of the Lithia Mill SHe. In response to a previous request by the Commission, some of the plans included the area which has now been reserved by the City for a future fire station site. In discussion, it was determined that it would be necessary to obtain a decision from the City Council as to whether or not it would be willing to release the remaining portion of the site as park land before it could be determined how the site would be developed. e e MOTION e MOTION e ASHLAND PARKS AND RECREATION COMMISSION Regular Meetin~ - July 18, 1989 Page 4 Lithia Mill Site - continued Commissioner Crawford made a motion to request that the City Council dedicate the remaining portion of the Lithia Mill Site as park land. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no In preliminary discussions, the Commissioners had agreed that the Lithia Mill Site would be an active park site. Based upon previous suggestions concerning the type of facilities that the park could include, the Director presented preliminary schematics that included the facility which the Commission had suggested. After reviewing the different schematics, the Commission decided to make a list of possible recreational facilities to be included on the site. Those facilities were a large playground, community center building, a wading pool, two to four volleyball courts, basketball area, skateboard and/or BMX areas, covered picnic facility, multi-purpose play area, restrooms, and parking. Although it had been previously determined that an active park would best serve the neighborhood, as the discussion progressed, varying opinions as to what facilities were appropriate or desirable on that particular site arose. There was strong support for a large playground, a wading pool, volleyball courts, a basketball court, and a covered picnic area, and parking; moderate support for a multi-purpose play area and restrooms; and, little support for a skateboard and/or RMX facility at the site. After discussing their varied ideas concerning each of the facilities, the Commission decided to meet in study session to continue work on a proposed site plan and which facilities would be placed in the park. In discussion of placing a skateboard facility within the parks system, whether at this site or another site, the Commission briefly reviewed their previous investigation of establishing a skateboard park, discussed community demand for such a facility, and, the strong objection of the city IS Ri sk Manager for the faci Ii ty . Commissioner Howard made a motion to pursue the efforts to establishment of a skateboard park and present the evidence to support that request to the City Council at the appropriate time in conjunction with plans to develope the Lithia Mill park site. Commissioner Adams seconded. The vote was: 5 yes - 0 no It was decided that due to other priorities in August, further discussion of site plans would not take place until September. C. Report on park si~ns The Commissioners reviewed a report by the Park Superintendent on a design and cost estimates for making signs for ail the city parks. Commissioner Crawford questioned the necessity for having signs place at all the city park. ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meetin~ - July 18, 1989 Page 5 e Report on park signs MOT ION Commissioner Adams made a motion, in the interest of quality and longevity, to purchase high quality sandblasted, redwood signs with a logo for all the city parks along the design presented by the Park Superintendent. Commissioner Reynolds seconded. In discussion Commissioner Crawford spoke against having a sign at Triangle Park indicating that it was just a small patch of green space and it wasn't really necessary to have it identified. Commissioner Crawford made a motion to amend the motion to exclude Triangle Park. There was no second to the motion. Commissioner Howard called the question. The vote was: 4 yes - 1 no (Crawford) e D. Walker School Bicycle Path Commissioner Reynolds, in her capacity as school district representative to the city Bicycle Commission, reported that she had reported to the Ashland School Board on the Bicycle Commission's discussion concern.tng eliminating parking along Walker Avenue. She indicated that, if parking was eliminated on both sides of Walker, the School Board's primary concern would be turn-ins and turn-outs for loading and unloading children safely. She said that the board considered the idea of paving the upper parking lot at the Middle School a nice idea, but, for fiscal reasons, did not believe it would be one of its major priorities although it would not be ruled onto Director Mickelsen reported that in the sub-committee meeting of the Bicycle Commission meeting, the committee decided to recommend to the Bicycle Commission that ultimately all parking should be eliminated on Walker Avenue north of the railroad tracks, but, temporarily, due to the need for parking for the recreational facilities, those hours would be restricted to the hours when school is in session, 7:30 a.m. to 4:00 p.m. As stated previously, the Bicycle Commission sub-committee will be recommending no parking on either side of Walker Avenue. The solution mentioned above would be temporary for a few years so that various agencies could come up with an alternative parking solution. e Commissioner Pyle made the suggestion that the Parks Department and the college discuss the possibility of creating diagonal parking on Iowa Street between Wightman and Walker. Commissioner Reynolds indicated that she believed that the next step in the process would be for the various entities who need parking in the area to meet to look at possibilities. Commissioner Pyle indicated that he felt that diagonal parking Iowa Street was a possible option and that, since the college and the department were the primary Ilsers of the softball complex, that parking on Iowa Street should be considered. After some discussion, there was no consensus that the Commission should indicate that it was making that suggestion as a possible solution. ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - July 18, 1989 Page 6 e OLD BUSINESS - continued E. Open Space Committee Report Director Mickelsen reported that the Open Space Committee had held a very productive meeting in which John Fregonese, Planning Department Director, had presented maps which indicated parcels of land which were undeveloped at this time and were possible sites for the Open Space Program. The committee believed it would be beneficial for the Commission to set some time aside in August to visit the sites which would then help identify the costs which will be involved. VII. NEW BUSINESS None VIII. CORRESPONDENCE, COMMUNICATIONS, DIRECTOR'S REPORT e A. Extension restroom - closing on weekends Director Mickelsen said that he had been contacted by Judie Bunch, Ashland Marketplace operator, who indicated that the restroom situation at the extension bathrooms is very difficult. She said that the toilets are continually backing up, making a filthy mess. She is suggesting that they be closed over the weekend. Steve Gies, Park Superintendent, said that all the lines have been cleared out indicating that he did not believe there was any problem with the facility itself. He said that they were constructed a long time ago, however, and probably couldn't handle the traffic which is now generated in that area on weekends. MOTION After some discussion, considering the fact that the restroom was so overused that it was not functional, Commissioner Crawford made a motion to close the extension restroom on weekends until they can he dealt with functionally and to ask Mrs. Bunch that the Marketplace provide two portable toilets on the weekends. Commissioner Reynolds seconded. The vote was: 4 yes - 1 no (Reynolds) B. Request to mow city airport property Director Mickelsen reported that the department had been contacted by the city to see if we would be interested in mowing the property at the airport. He said that he had worked out a cost which the city considered reasonable, but, since it was not allocated in this year's budget, asked if we would trade those services this summer for a heavy duty flail mower and tractor which they do not use. Superintendent Gies indicated that the mower would be very useful to the department for other areas as well. The Commission agreed to the swap. C. Fire control on hillside in Lithia Park Director Mickelsen reported that he, Commissioner Reynolds, Donn Todt, and LeRoy King had walked the hillside in Lithia Park with Jim Benson of the Ashland Ranger District so that he could explain the fire hazard e e e . ASHLAND PARKS AND RECREATION COMMISSION Regular Meetin~ - July 18, 1989 Page 7 Fire control - continued situation. Both Director Mickelsen and Commissioner Reynolds strongly recommended that the entire Commission take the walk with Mr. Benson to gain a full understanding of the Ranger District's concerns. General consensus was that some tjme in late August, the Commissjon would try to set a date for the hillside walk. IX. ITEMS FROM COMMISSIONERS X. NEXT MONTH'S AGENDA It was decided that the Commission would hold a study session in mid- August to review progress on the Open Space Park Program. It was also decided that the Commission would request a joint study session with the City Counc.i.1 on Tuesday, August 29th on the same topic. The next Regular Meeting was scheduled for Monday, August 21st at 7:00 p.m. XI. ADJOURNMENT With no further business, Chair Pyle adjourned the meeting. Rer;~ Ann Benedict Management Assistant e e e CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING August 21, 1989 Chair Pyle called the meeting to order at 7:00 P.M. at 340 S. Pioneer Street. ATTENDANCE: Present: Crawford, Reynolds, Adams, Pyle, Howard, Mickelsen, Reid None Absent: I. ADDITIONS OR DELETIONS Commissioner Howard added a request by SOSC for an extension of the Meyer Pool usage agreement of last spring under Old Business. As an addition prior to beginning the regular agenda, Chair Pyle made a presentation to Earl Feldman who has been volunteer Race Director for the 4th of July Run for the past seven years. Earl has indicated to the Commission that the 1989 race will be his last serving as Race Director. The Commission took this opportunity to thank him for his long hours of service presenting him a plaque and reading a letter to the Daily Tidings editor expressing thanks on behalf of the community. II. APPROVAL OF MINUTES Commissioner Crawford made a motion to approve the minutes of the Regular Meeting of July 18, 1989. Commissioner Adams seconded. The vote was: 5 yes - 0 no III. BILLS AND PINANCES Commissioner Reynolds made a motion to approve the previous month's disbursements as follows: Payables checks #2484-2600 in the amount of $83,784.49 and Payroll checks #2016-2134 in the amount of $32,958.26. Commissioner Crawford seconded. The vote was: 5 yes - 0 no e ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meetin~ - AIl~ust 21, 1889 Page 2 IV. AUDIENCE PARTICIPATION ON THE AGENDA None V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None VI. OLD BUSINESS A. Patrick Hicks - Survey of Lithia Park The Commission had contracted with Patrick Hicks, a student at SOSC, to conduct a user survey on Lithia Park to determine the frequency and kinds of usage the park receives. Mr. Hicks reported the result of the survey. Among the things which the survey indicated was that during late July and August apprOXimately fifty percent of park users are distant visitors; that, compared to the survey in 1981, more distant visitors are aware of and using the upper portions of the park; and that most local residents and distant visitors use the park very frequently. Also, when asked whether or not a 50 cent tax on theater tickets with a value of $8.00 or more were charged, provided the monies raised would go to the care of Lithia Park, would deter them from attending the theater, 96 percent of respondents indicated that it would not deter them. e B. Recommendation from Commission to Council concerning the fundinp. of the Open Space Park Pro~ram Commissioner Howard briefly reviewed the various sources of funding which the Commission had investigated as possible means of supporting an Open Space Park Program. He explained that the Commission looked at the viability of various sources as to whether or not they could generate sufficient funds to pay back the bonds which would be sold; and, it also addressed itself to what portions of the population would be paying the tax if it were imposed. He said that in the public forum meeting, persons attending the meeting indicated that they believed that the tourists should be paying more for the amenities which Ashland offers and that property taxes should not be used to support the program. He indicated that the revenue sources which the Commission will propose will tax both residents and visitors. e Commissioner Howard explained that the two revenue sources which evolved from this process were a 2% prepared food and beverage tax and a 50 cent ticket tax for performances valued at $8.00 or more. In explaining the two taxes, he said that it is antiCipated that the 2% prepared food and beverage tax would earn apprOXimately 2/3 of the amount necessary to retire the bonding measures which would be necessary for the Open Space Park Program. The additional 1/3 would be raised through a city property tax levy. He indicated that the Commission would propose that the ticket tax, designated for improvements and maintenance of Lithia Park, be placed on the ballot at the same time. If this taxing measure also passed, the Commission would not then need to levy whatever amount that tax generated on the park tax levy. The net result would be little or no overall city property tax increase. - .-- '."- e ASHLAND PARKS AND RECREATION COMMISSION Regular Meetin~ - Au~ust 21, 1889 Page 3 Recommendation to Council - Open Space Park Pro~ram - con't Commissioner Howard indicated that the Commission will be recommending that all legislation concerned with the Open Space Park Program be placed on a ballot so that it can be approved or rejected by the voters. Following the brief presentation the members of the audience participated with the following comments: e Dick Bernard (440 Terrace) spoke indicating that he was not speaking for the Shakespeare board in that the board had not met and discussed the topic, but that, as an individual member of the board, he wished to share some thoughts on the entertainment tax proposed. He indicated that Shakespeare believed that theater goers were very price sensitive saying that it was always their lowest priced tickets which sold out first. He did believe that an additional 50 cents would have an impact on some theater goers, especially on families where it could mean several dollars. He said that Shakespeare would be most concerned about the "shoulder" seasons when many prices are already cut to encourage more attendance. He said that the Shakespeare hoard spends a considerable amount of time deciding ticket prices and to increase ticket prices by 50 cents is a large decision for them which they do not make lightly. Mr. Bernard also commented that Shakespeare has to raise 1.75 million dollars annually through donations in order to balance their budget. He indicated that such a ticket tax will send a negative message to major supporters of the festival indicating that it is not strongly supported by its own community. Mr. Bernard reiterated that a 50 cent tax might not have adverse affects on attendance during the months of July and August but believed that it would be very detrimental for the shoulder seasons. He indicated that there would be a strong possihility that the festival might have to shorten the marginal seasons which might mean a cutback of between 30 - 50 jobs. He indicated that this might have a ripple effect on other businesses and might actually create a situat.ion causing higher property taxes. He said that if this taxing measure goes to the ballot, he anticipates that it would have dire consequences for the fest.ival and that. OS FA would certainly have to fight it indicating that the public relations situation it would create would be "terrible and split the town." e In discussion following Mr. Bernard's comments, Commissioner Adams inquired as to whether or not the fest.ivals financial statement.s were public record. Mr. Bernard responded that they were. Commissioner Adams asked whether or not it would be possible for the Commission to have copies of the last 10 years statements. Mr. Bernard said that it would. e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - August 21, 1889 Page 4 Recommendation to Council - Open Space Park Program - con't Lloyd Haines (290 N. Main) said that he did not see why the entertainment tax would be restricted to tickets over eight dollars and, also, why set a hard number. He said that he believed it would be more fair to set a percentage on all entertainment so that there would be more of a sliding scale. He said that, if the taxing measures are going to be paying for open space, it should be spread around to the whole community, not just aimed at the tourist. If you seriously want to tax everyone, tax something that everyone uses, such as utilities or all food. He said that singling out just two areas is missing the point and is not fair. e Linda Frey (Tommy's Restaurant, 47 N. Main) said that she believed that Ashland is a synergistic community and that all elements need to continue to work together. She said that from the viewpoint of the restaurants, in the coming year, they will be faced with two very difficult and costly problems; the increase in minimum wage and the probability that they will need to start providing some kind of health care package for their employees. She also indicated that she felt that the community as a whole should be taxed, as with something like utilities, rather than just the property owners or those who have very visible assets. She said that such a tax will just be viewed as restaurants raising their prices. Rich Smith (General Manager Beasy's Restaurants, P.O. Box 71) indicated that he echoed Ms. Frey's comments as to the impact on restaurants due to the increase in minimum wage and possible health care benefits. He also said that, since the open space program would benefit the whole community, he felt that the tax should be spread community wide and that something like the utility tax should be increased to pay for it. Michael Gibbs (Winchester Inn, 35 S. 2nd) reiterated the previous comments also saying that the restaurants' only alternative would be to raise prices. He also said that, similar to raising the Hotel/Motel tax to fund the proposed golf course recently, the restaurant owners and operators would band together to defeat the measure. Don Mercer (Omar's Restaurant) said that people will no longer come to Ashland because they are philosophically opposed to a sales tax. He inquired whether or not the Commission had looked at just funding the program through the property tax. e Commissioner Howard responded that if the voters approved the charter amendment and the selling of bonds property taxes are then obligated to pay the bonds if no other funding source is approved. In response to some confusion about whether or not the two new taxes proposed would actually be dedicated taxes for the open space program, Commissioner Crawford explained that the proposed entertainment tax would have written into it that the monies would be dedicated to Lithia Park. Lithia Park is primarily supported by the Park Tax levy, which is a dedicated property tax. e e . ASHLAND PARKS AND RECREATION COMMISSION Rep,ular Meetin~ - Au~ust 21, 1889 Page 5 Recommendation to Council - Open Space Park Pro~ram - con't Therefore, the amount of monies generated by the entertainment tax would not then need to be raised by the Park Tax levy. The property tax which would then be levied to payoff the bonds for open space would not then mean an increase in overall city tax dollars. Director Mickelsen explained that whether or not the 2% prepared food and beverage tax was also a dedicated tax would depend on how the ballot measure was worded. Tom Moreau (Theresa's Cantina) said that his restaurant has been open just over a year; that last summer they did very well but that during the winter their trade dropped off about 50% which indicated to him that about 50% of their trade was derived from local citizens. He said that he was very concerned about restaurants surviving if this tax came on top of the shock which will hit the industry due to the increase in minimum wage. In general discussion, it was asked why the Commission did not consider using property taxes exclusively to fund the program. The Commissioners explained that in the earlier public input session that there was strong feelings that property taxes should not be used to fund the program and that tourists should pick up a portion of the cost for the amenities which Ashland has to offer. In response to the many inquiries expressed at this meeting and to him personally, Chair Pyle asked the Director to explain why the Commission had ruled out increaSing the electric utilities tax to generate the needed revenues. Director Mickelsen explained that the city's General Fund is now primarily supported by the electric user tax and that city staff has advised the Commission that a raise in the electric utility tax could very likely have a very adverse affect on the city's agreement the BPA which could then possibly affect the city's whole financial structure. Commissioner Adams commented that the Commission's intention was to make a recommendation to the Council to place the items which have been discussed on the ballot so that the voters can decide their preference in funding measures. She asked whether anyone was opposed to that. A gentleman in the audience responded that he was opposed to the Commission going ahead with the recommendation itself at this time because of the hardship it would create for the restaurant businesses in Ashland. Don Mercer commented that city property taxes were low compared to other cities in Oregon and therefore should be considered as a source of revenue, and, he also wondered whether or not the Commission had looked into what it will cost the restaurants to administer such a tax. Commissioner Howard responded that, as with the Hotel/Motel tax, the prepared food and beverage tax could be self-supporting with a portion of the proceeds going back to the industry. Commissioner Reynolds said that she hoped that the people in the audience could determine through the discussion that the Commission had discussed many taxing measures thoroughly and that it was not a quick, easy e MOTION e e ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meetin~ - Au~ust 21, 1889 Page 6 Recommendation to Council - Open Space Park Pro~ram - con't decision which was made in coming up with the two measures which were being proposed. She stipulated that the Commissioners were not insensitive to the concerns of the restaurant owners and operators. At that point, Commissioner Reynolds moved to have the Commission recommend to the City Council that four ballot measures be placed on the November 7, 1989 ballot as follows: 1) An amendment to the Ashland City Charter establishing an Open Space Park Program, 2) approval of the voters to issue general obligation bonds backed by city property taxes to fund the Open Space Park Program, 3) approval of the voters to enact a 2% prepared food and beverage tax to be applied to the pay back of bonds issued in conjunction with the Open Space Park Program, and, 4) a 50 cent user tax on tickets on performances valued at $8.00 and over with the proceeds to be dedicated to the care of Lithia Park. Commissioner Crawford seconded. During discussion, Commissioner Pyle commented that he was opposed to the prepared food and beverage tax but supported the entertainment tax. He indicated that his preference would be that the primary source of funding would be property taxes with the entertainment tax to defray the cost. He indicated that he would like to see such a motion if this one fails. With no apparent further discussion on the motion needed, Commissioner Crawford called for the question. The vote was: 5 yes - 0 no Chair Pyle indicated that the next discussion of the Commission's recommendation would occur in a joint study session between the Council and the Commission on August 25 at 5:00 p.m. at the Council Chambers on East Main. Director Mickelsen indicated that he believed that there would be two and possibly three opportunities for the Council to discuss and receive public input concerning the Open Space Park Program during the month of September and still get the needed documentation necessary on the ballot measures to the county in time for the November election. Chair Pyle thanked the members of the audience for their interest and input. Several comments from the audience indicated that there was appreciation of the Commission's efforts in finding a funding source for the program, but that it was coming at a very bad time for them. Mr. Bernard inquired of Commissioner Adams whether or not, considering that the motion had passed, she still wished copies of the last 10 years financial statements of the festival. She said five years would prohably be adequate. C. Request for Meyer Pool usap,e by SOSC Commission Howard reported that SOSC has made a request for an extension of the agreement it had with the department this last spring for e e e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - August 21, 1889 Page 7 Request for usage of Meyer Pool by sose - con't. use of the Meyer Pool. Commissioner Howard indicated that the college's pool repairs would not be completed for fall term. After some discussion, by general consensus the Commission agreed to extend the spring agreement. VII. NEW BUSINESS None VII I. CORRESPONDENCE. COMMUNICATIONS. DIRECTOR I S REPORT Director Mickelsen reported that the Commission might want to hold a Special M.eeting to review the bids for the Tayler Stairway some time early in May. He also reported that it appears that the majority of Council members would prefer to meet at 5:00 p.m. on August 29 for the study session on the Open Space Park Program but that he would confirm that with the Commissioners closer to the date. IX. ITEMS FROM COMMISSIONERS Commissioner Howard reported that the Creek View Cafe was for sale. He inquired as to whether the Commission might be interested in purchasing the property as a possible revenue source for the department. After some general discussion, Chair Pyle appointed Commissioners Howard and Adams to look into the possibility and feasibility of the idea. X. NEXT MONTH'S AGENDA The next regular meeting was scheduled for Tuesday, September 26, 1989 at 7:00 p.m. XI . ADJOURNMENT With no further business, Chair Pyle adjourned the meeting. RerJ"lJ;itted, Ann Benedict Management Assistant e e e CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING September 26, 1989 Chair Pyle called the meeting to order at 7:30 P.M. at 340 S. Pioneer Street. ATTENDANCE: Present: Crawford, Reynolds, Adams, Pyle, Howard, Mickelsen, Reid None Absent: I. ADDITIONS OR DELETIONS None II. APPROVAL OF MINUTES Commissioner Crawford made a motion to approve the minutes of the August 21, 1989 Regular Meeting as written. Commissioner Reynolds seconded. In discussion, Commissioner Pyle pointed out that on page S~Vtll uu~~~ Director's Report it was indicated that a Special Meeting might be calleo early in May. It should have read "early in September." The Commissioner agreed to the correction by consensus. The vote was: 5 yes - 0 no III. BILLS AND PINANCES A. Approval of previous month's disbursements Commissioner Crawford made a motion to approve the previous month's disbursements as indicated by Payroll checks #2136, #2137, #2140 through #2230 in the amount of $30,175.72 and Payables checks #2601 through #2722 in the amount of $76,817.69. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meetin~ - September 26, 1889 Page 2 e BILLS AND PINANCES - con't. B. Award of Financial Reporting Achievement The Commissioners made note of the fact that the Commission had received its Certificate of Achievement for Exc~llence in Financial Reporting from GFOA for its component unit financial report for the 1988-89 fiscal year. After some brief discussion, the Commission asked Director Mickelsen to present the news release to the Daily Tidings. IV. AUDIENCE PARTICIPATION ON THE AGENDA None V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None VI. OLD BUSINESS e A. Report on Open Space Park Program Kay Liebold, a representative from CPAC, was present in the audience to speak to the Commission about CPAC's support for the Open Space/Park Program. She indicated that CPAC does not have any authority except to make recommendations to the Planning Commission and to the City Council. She said that the members of CPAC were very supportive of the Commission's efforts to develop legislation and discover funding sources which would make the goals set forth in the comprehensive plan concerning open space become a reality for Ashland. She encouraged the Commission to use CPAC and its members as a resource to relay information to the public indicating that it was a part of CPAC's mandate to liaise between the public and city government. She said that CPAC also felt that something needs to be done now, not in ten years. The Commissioners expressed their appreciation for CPAC's support and indicated that they were appreciative of CPAC's offer to help explain the program to the community. The Commission decided to hold a study session on the Open Space/Park Program on Tuesday, October 3, 1989. Director Mickelsen outlined two brief seminars which he and Commissioners Howard and Crawford would be attending in the next couple of days concerning open space. e B. Letter from LTM on tennis court project The Commission received a letter from Lininger Tru-Mix concerning extending the warranty on the Hunter Park Tennis Court project. Due to the fact that temperatures this summer were fairly moderate, LTM did not have the opportunity to rollout the blisters on the courts to determine whether or not that would solve the problem. Their letter indicated that LTM would extend their warranty on the project until after next summer when they would roll the blisters to determine whether or not this would solve the problem. ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - September 26, 1889 Page 3 e VII. NEW BUSINESS None VIII. CORRESPONDENCE, COMMUNICATIONS, DIRECTOR'S REPORT None IX. ITEMS FROM COMMISSIONERS Request to dedicate park land. Commissioner Howard said that he would like the Commission to consider writing a letter to the City Council requesting that the reservoir property at the upper end of Lithia Park be dedicated as park property. He asked that the item be placed on the agenda for next month's meeting. Director Mickelsen suggested that the property across from the new Ashland Christian Fellowship building be addressed at the same time. Councillor Reid said that she believed that that property had just been set aside by the Council as a temporary site for a recycling facility. Director Mickelsen said he would check to see whether or not they were referring to the same piece of property. e Request to waive fees. Councillor Reid suggested that the Commission could administratively decide not to charge the Teen Center for the use of its space for Teen Board meetings. The Commissioners indicated that since they have just taken over the administration of the facilities, that, for a while, it should not change administrative policy for the building without checking it out with the Council. Commissioner Reynolds suggested that the Commission may choose to address some policies concerning the Teen Center in light of recreation programming during budget study for next year. MOTION Commissioner Reynolds also made a motion to write a letter to the City Council requesting that the administrative policy concerning charging the Teen Center for the time that their board meets at Pioneer Hall be changed to waive the fee provided that there is no other group scheduled to meet at that time. Commissioner Howard seconded. The vote was: 5 yes - 0 no Bike trail in Lithia Park. Commissioner Howard said that he would like to have the Commission consider opening up a bike trail through Lithia Park. He requested that it be an agenda item some time in the future. Lyons Club and bridge. Director Mickelsen said that the Lyons Club had approached him about a project for Lithia Park. Director Mickelsen said that he had suggested that they might want to pay for having a bridge constructed near the uppermost portion of the creek within Lithia Park. The group with which he met were considering it and more information would be brought back to the Commission if the club chooses to take on the project. e Hillside walk in Lithia Park. During discussion, the Commission decided to ask Neil Benson from the Forest Service to take a hillside walk in Lithia Park with the Commissioners to explain the fire hazards on the hillside and possible solutions for the problem on Tuesday, October 10th at 8:30 a.m. e e . ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meetin~ - September 26, 1R89 Paee 4 ITEMS FROM COMMISSIONERS - can't. Trademark for Lithia Park. Commissioner Crawford said that she noticed how many items are on sale in the area which use the name Lithia Park in some manner. She was wondering whether or not it would be possible to have the name Lithia Park trademarked and whether or not the Commission would be interested in pursuing it as a source of income for the department. In discussion, it was determined that it would be worth pursuing and that Director Mickelsen should check with Ron Salter to determine whether or not the name could be placed under a trademark. X. NEXT MONTH'S AGENDA The next Regular Meeting was scheduled for Wednesday, October 25, 1989. A discussion on requestine the dedication of the land around the reservoir above Lithia Park would be on the agenda. Re"[jt~tted , Ann Benedict, Management Assistant Ashland Parks and Recreation Department e e e CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING October 25, 1989 Chair Pyle called the meeting to order at 5:00 p.m. at 1699 Homes Avenue. ATTENDANCE: Present: Crawford, Reynolds, Adams, Pyle, Howard, Mickelsen, Reid None Absent: I. ADDITIONS OR DELETIONS The following items were for bids for fencing for property; and the letter Marketplace. added to the agenda: Authorization to advertise Pioneer Street; discussion of the Water Street from the Judie Bunch regarding the Ashland II. APPROVAL OF MINUTES Commissioner Crawford made a motion to approve the minutes of the Regular Meeting of September 26, 1989. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no III. BILLS AND FINANCES A. Approval of previous month's disbursements Commissioner Adams made a motion to approve the previous months disbursements as indicated by Payables checks #2723 - 2832 in the amount of $ 94,346.71 and Payroll checks #2138, #2139, #2232 - 2272 in the amount of $24,967.79. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no B. Quarterly Financial Statement - June 30, 1989 Commissioner Reynolds made a motion to approve the Quarterly Financial Statement for June 30, 1989 ending fiscal year 1988-89. Commissioner Adams seconded. The vote was: 5 yes - 0 no e e e ASHLAND PARKS AND RECREATION COMMISSION Regular Meetin~ - October 25, 1889 Page 2 IV. AUDIENCE PARTICIPATION ON THE AGENDA None V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None VI. OLD BUSINESS A. Lithia Mills site development Director Mickelsen presented the Commission with three drawings of possible designs for the development of the Lithia Mill site including the activity features which they had previously indicated that they might like to have placed in the park. Two of the three drawings included using the .5 acre which the Commission has requested but which has not yet been designated for park purposes. After reviewing the designs briefly, the Commission heard from Warren Carlson (474 Lit Way, Ashland) who was present in the audience and who had recently written a letter to the Commission requesting that it consider placing some kind of skateboard facility at the Lithia Mill site. Mr. Carlson suggested that the large concrete structure which is currently at the site could be adapted for use as a skateboard facility. He also related that hi.s family had stopped briefly in Benicia, California this last summer so that his son could skate on the city owned skateboard facility which is located in a neighborhood park in that town. He said that Benicia had converted the parking lot in a neighborhood park into a skateboard facility by covering it with concrete and forming rises and bumps no higher than two feet for the participants to use. He said that there were about 15 youngsters using the facility at the time. The area was not supervised and the only rule which was enforced was that no radios were to be played because it was located in a residenti.al area. Mr. Carlson indicated that he felt that an area for skateboarding was a much more appropriate place for kids to hang out than on the plaza, and, that a lot of money gets spent for a lot of different things in Ashland and that a little money could be spent for a facility which could be used by these kids. Commissioner Pyle inquired as to the size of the facility in Benecia. Mr. Carlson said that the facility was probably no larger than 30 I by 60 I . Commissioner Pyle inquired as to whether or not Director Mickelsen had been able to speak with the Benicia officials concerning the park. Ann Benedict, Management Assistant for the department, reported that she had spoken with John Danielson, Superintendent of Parks and Buildings in Benicia, who described the park very much as Mr. Carlson had. He said that the park was constructed about four years ago because of the urging and financial support of local businessmen who wanted a place for the skateboarders to play other than in their parking areas. He said that the park was very popular. In response to questions concerning liability insurance, Mr. Danielson indicated that originally the parks department termed the area a "multi-purpose" facility in that activities other than skateboarding could occur on the surface. However, a year or so after the ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meeting - October 25, 1889 Page 3 e Lithia Mills site development - conlt. park was completed, risk managers from the Association of Bay Area Governments, a self-insurance group of which Benicia is a part, looked at the site, said it was a skateboard facility and refused to insure it any longer. Mr. Danielson said that by working with the insurance group, the city was able to work out an agreement whereby the facility would be officially called a skateboard facility and would remain insured until the first major claim was filed. After that, the facility would no longer be insured. He said that in the last four years there have been no major or even minor claims. e Commissioner Pyle urged the Commission to pursue the insurance liability question further before ruling out having a skateboard facility on the site. Discussion reviewed the facts that risk managers consider skateboarding a very high risk activity which makes it almost impossible to insure facilities, and, that facilities which are in operation are approved by cities which are self insured and willing to take the risk, or, are run by large organizations such as the Boy Scouts who are able to obtain insurance which is not absolutely prohibitive. Commissioner Adams said that she felt that the Commission owed it to those members of the community who were very interested in skateboarding as an activity to pursue t.he question to a conclusion and then to make a decision. Commissioner Howard said that he believed the Commission should decide whether or not it conceptually liked the idea of including a skateboarding facility at this site, and, if it did, then further investigation could be done in a sub- committee. Commissioner Howard made a suggestion to incorporate the first ten items on the list of possible features to be incorporated in t.he park. Commissioner Crawford expressed concern that if all those features were included the area would appear very crowded. Director Mickelsen said that they all could be reasonably included if the Commission were deeded the .5 acre which still remains in question. COllncillor Reid suggested that perhaps the .5 acre in question could be used for the open space portion of the plan which would not require an immediate decision on the part of the Council as to the best use of the land. Director Mickelsen responded that that .5 piece would make an ideal location for an open space section of the park but that the design of the whole park will be greatly affected by whether or not that portion will remain "open" or whet.her it will be built upon thereby either having to condense the features into a smaller area or eliminate them to create an "open" area. MOT ION Commissioner Howard made a motion to accept the first ten items listed as possible features for the Lithia Mill site and then see what can be reasonably located on the site depending on what the City Council chooses to do with the .5 acre in question. Commissioner Adams seconded. The vote was: 5 yes - 0 no e Speaking to the plans generally, the Commissioners indicated a preference for Plan #1. They also expressed preference for placing the ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meeting - October 25, 1889 Page 4 - Lithia Mills site development - con't. restroom near the corner of East Main and initially constructing it with the idea of incorporating it into a community center structure some time in the future. They liked the idea of a double path through the park and the concept of incorporating the existing cement wall into the water area. Chair Pyle appointed two sub-committees to look into different aspects of the proposed development: On the water play area, Commissioners Crawford and Howard; on the skateboard area, Commissioners Pyle and Adams along with Midge Maurer and Warren Carlson. B. Lions Club project Director Mickelsen reported that the Lions Club has offered to pay for the construction of a small foot bridge across Ashland Creek about 20 - 30 yards down from the uppermost portion of Lithia Park. In discussion of the proposed project, Commissioner Adams said that she was not certain that she liked the idea of a bridge that far up into the park becanse it might detract from the secluded nature of the area. MOTION Commissioner Howard made a motion to conditionally accept the project dependent upon the site approval by a majority of Commissioners. Commissioner Adams seconded. e In discussion it was decided that the Park Superintendent would place markers at the site so that each Commissioner could go up to the site so that they could decide whether or not they believed a bridge in the area would be appropriate. Each Commissioner would then contact the Parks Office to register his/her vote. The vote was: 5 yes - 0 no C. Walker Avenue bike patb Commissioner Reynolds reported that Greg Williams and Reese Jones made a presentation at the school board meeting making a proposal for cooperation in paving the Middle School parking lot and to discuss creating a bike path on both sides of the street. Consensus among school board members was that they felt comfortable with doing away with parking on both sides of the street. The school board recommended that the Bicycle Committee go to the final phase whereby all parking would be eliminated from both sides of Walker Avenue rather than the partial step which would allow both a bicycle path and parking on one side. They felt that this would create a more hazardous situation. As to paving the Middle School parking lot, the board did indicate that it would be willing to sit down to talk with the city, parks, and SOSC to discuss the possibility of finding a means to pave the parking lot but that it was not a priority item for the district. e In discussion, the Commissioners expressed willingness to work with the other groups to discuss the possibility of gaining the resources to pave the parking lot but re-iterated its position that it would be willing to put up only a small portion of the funding itself. In discussing the e MOTION e MOT ION ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meetin~ - October 25, 1889 Page 5 Walker Avenue bike path - con't. option of creating a bicycle path along with parking on one side of the street, Commissioner Crawford said that she felt that that could be a very hazardous situation. Commissioner Crawford made a motion to recommend to the Bicycle Committee that they go with the option of a bicycle path on both sides of Walker Avenue doing away with parking on Walker Avenue. Commissioner Adams seconded. Commissioner Howard indicated that he could not support the proposal in that he felt that a more reasonable approach would be to restrict parking only during those hours when school is in session; that it is not necessary twenty-four hours a day, year round. He believed that there is enough of a demand for parking in the area that to completely ban it is in error. Commissioner Pyle also spoke against the motion indicating that he believes that Parks and the college should be responsible for putting some kind of parking on Iowa Street because of the facilities which have been put there for their use. The vote was: 3 yes - 2 no (Howard. Pyle) D. Water Street property Director Mickelsen reported that in discussion with Brian Almquist he learned that the City Council at this time plans to use the Water Street property as a temporary site for a recycling facility. He said that the area is still designated as a future park site, would be turned over to the Commission when it was requested, and the recycling plant would be relocated. Councillor Reid briefly explained her understanding of how the site would be utilized. The Commissioners were not clear why a temporary site was being set up rather than finding a location where the site could be permanent and not have to be moved later. After discussion of various sites which could be used rather than Water Street, Commissioner Howard made a motion to recommend to the Council that it set up the recycling plant on Mountain Street rather than Water Street. Commissioner Adams seconded. The vote was: 5 yes - 0 no VII. NEW BUSINESS e A. Discussion of dedication of upper Granite Street for park purposes Director Mickelsen reported that the city was no longer using the property on upper Granite Street and it was his understanding that they would dedicate it as park land whenever the Commission requested. The Commission also briefly discussed requesting the Strawberry Hill property and the Water Street property. ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - October 25, 1889 Page 6 Discussion of dedication of park properties - con't. MOTI ON Commissioner Howard made a motion to request that the City Council dedicate the city property on upper Granite Street, the Strawberry Hill property. and the Water Street property as park land. Commissioner Adams seconded. The vote was: 5 yes - 0 no B. Authorization to advertise for bids Director Mickelsen requested authorization to advertise for bids for fencing material for So. Pioneer Street as part of the Tayler Stairway project. MOTION Commissioner Crawford made a motion authorizing advertizing for bids for fencing materials. Commissioner Adams seconded. The vote was: 5 yes - 0 no VI II. CORRESPONDENCE. COMMUNICATIONS. DIRECTOR'S REPORT A. Request by Judie Bunch for Marketplace 1990 The Commission reviewed a letter from Judie Bunch requesting use of Calle Guanajuato for a market from May through October 1990. In discussion of the request, Director Mickelsen advised the Commission that he had received inquiries from two other persons or groups concerning the possibility of running a marketplace in the future. Commissioner Howard indicated that since the agreement to use Calle Gllanajuato for a marketplace was for one year only, he believed that the Commission should be open to other offers as well. The other Commissioners concurred. The Commissioners also expressed concern about having adequate restroom facilities made available for market patrons on those days when the market was open indicating that it should be made a part of future agreements. MOT ION Commissioner Crawford made a moved to have the Commission make a public announcement indicating that it will accept proposals for the use of Calle Guanajuato for an Ashland market until January 15, 1990. Commissioner Howard seconded. The vote was: 5 yes - 0 no IX. ITEMS FROM COMMISSIONERS Commissioner Adams reported that Director Mickelsen had received a telephone call from an Oregon Shakespearean Festival Association board member who inquired as to whether or not the Commission would be interested in having the board appoint a member to act as liaison to the Commission to assist in keeping communications open. It was suggested that that board member would be Al Alsing if the Commission was receptive. The Commissioners were all supportive of the idea and decided to write a letter to the OSFA board expressing the Commission's appreciation of its efforts e . e ASHLAND PARKS AND RECREATION COMMISSION Regular Meetin~ - October 25, 1889 Page 7 ITEMS FROM COMMISSIONERS - con't. to keep communications open and the Commission's willingness to meet to discuss the concept further. All Commissioners felt that this was a very positive step. Commissioner Pyle said that he had received a telephone call from a resident who lived near Ashland Pond who indicated that there was a lot of algae growing on the pond. Superintendent Gies said that there was a lot of "duck weed" at this time but that it was a normal, annual occurrence due to the hot weather and the low water flow which went through the pond at this time of year. X. NEXT MONTH'S AGENDA The next Regular Meeting was scheduled for Tuesday, November 28, 1989 at 7:00 p.m. RelflLed. Ann Benedict, Management Assistant Ashland Parks and Recreation Department e e e CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING November 1, 1989 Vice-Chairman Adams called the meeting to order at 7:00 p.m. at 340 S. Pioneer Street. ATTENDANCE: Present: Crawford, Reynolds. Adams, Howard, Mickelsen, Reid. Commissioner Pyle arrived late. None Absent: I. ADDITIONS OR DELETIONS None II. LETTER REGARDING TEEN CENTER REQUEST The Commission reviewed a letter from Patti Busse, Director of the Ashland Teen Center, which requested that the Commission grant permission to the Teen Center to use Pioneer Hall for an "overnight" party on Friday, November 17th. She indicated that the Teen Center was helping to coordinate a special event for a 6th grade class at the Middle School. The Teen Center indicated that they could pay up to $25.00 for use of the building. In discussion, the Commissioners expressed no serious reservations concerning allowing the Teen Center to sponsor such an event as described. However, it was expressed that the Commission did not intend to set a precedent for overnight events occurring in Pioneer Hall and that this event, if approved, would be allowed only because it was an event being sponsored by the Teen Center. MOT ION Commissioner Howard made a motion to accept the Teen Center's proposal on a one-time basis subject to evaluation for a fee of $25.00. Commissioner Adams seconded. The vote was: 4 yes - 1 abstain (Pyle) e e e MOT ION ASHLAND PARKS AND RECREATION COMMISSION Special Meetin~ - November 1, 1889 Page 2 III. DISCUSSION OF OPEN SPACE FUNDING The Commission reviewed the City Administrator's memorand\~ of October 25, 1989 concerning the open space funding options which had been discussed in the joint Study Session between the Commission and the City Council. Commissioner Howard inquired as to whether or not anyone had heard from Councillor Donovan who was to speak with the Hotel/Motel owners on the possible 1% increase in the transient occupancy tax. Director Mickelsen reported that Councillor Donovan had spoken with him indicating that he had received some support from some members of the industry but that the association would not be meeting until some time next week. Commissioner Howard recommended that the Commission consider the three methods of funding proposed in the memorandum and suggest one or two alternatives which the Commission could support. In discussion of items A through C outlined in the memorandum, the Commissioners concurred with all aspects except for locking in the Park Tax Levy. Commissioner Adams said that she would prefer leaving the Park Tax Levy out of the calculations since it would be needed in the future if the program were adopted. She suggested substituting a 50 cent utility assessment in exchange for the adjusted park levy. Commissioner Crawford also indicated that she felt the Park Tax Jevy should be deleted from the original calculations since such strong input had been received in public input sessions concerning having property taxes pay for the program. Commissioner Pyle expressed agreement with Commissioner Adams. General consensus was to exclude considering the proposed alternative of a $.15/m Property Tax Increase for the same reason. There was some discussion about recommending a $1.00 utility assessment so that there would be a cushion in the funding if needed. Commissioner Howard made a motion to recommend to the City Coun~il that the following sources be considered for funding the Open Space Park Program: a Systems Development Charge as outlined in plan A of the October 25 memorandum, a raise in the current business tax of 50% as outlined in B, a raise in the Transient Occupancy tax of 1% as outlined in C, and, that the adjusted Park Tax levy outlined in B be deleted and substituted with a 50 cent open space utility assessment. Commissioner Reynolds seconded. In discussion of the motion. Commissioner Howard explained that he felt that recommending a 50 cent open space utility tax was more appropriate than $1.00 in that it would be more palatable and less likely for criticism than asking for more money for a cash reserve. The vote was: 5 yes - 0 no e e e ASHLAND PARKS AND RECREATION COMMISSION Special Meeting - November 1, 1889 Page 3 OPEN SPACE FUNDING - con't. Director Mickelsen presented the Commissioners with a list of neighborhood meetings which the Planning Department will be conducting to gain citizen input on the draft of the park and open space portion of the new comprehensive plan. The Commissioners reviewed the list of meetings and signed up for those which they felt they could attend. IV. ADJOURNMENT With no further business, Chair Pyle adjourned the meeting. Respectfully submitted, /LJ~ Ann Benedict Management Assistant e e e CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING November 28. 1989 Chair Pyle called the meeting to order at 7:00 p.m. at 340 S. Pioneer Street. ATTENDANCE: Present: Crawford, Reynolds, Adams, Pyle, Howard, Mickelsen None Absent: I. ADDITIONS OR DELETIONS Commissioner Crawford asked to add two items under Old Business: discussion on the half-acre at the Lithia Mill Site and discussion of the dedication of the Water Street property. Chair Pyle asked that discussion of the Commission's representative to the city Audit Committee be placed under New Business. II. APPROVAL OF MINUTES A. Re~ular Meeting - October 25, 1989 Commissioner Crawford made a motion to approve the minutes of the October 25, 1989 Regular Meeting as written. Commissioner Howard seconded. The vote was: 5 yes - 0 no B. Special Meetin~ - November 1, 1989 Commissioner Adams made a motion to approve the minutes of the November 1, 1989 Special Meeting as written. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no III. BILLS AND FINANCES A. Approval of previous months disbursements Commissioner Adams made a motion to approve the previous month's disbursements as indicated by Payables checks #2683-2902 in the amount of $63,731. 06 and PayroIl checks :12297-2337 in the amount of $20,317.11. Commissioner Adams seconded. The vote was: 5 yes - 0 no ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - November 28, 1889 Page 2 IV. AUDIENCE PARTICIPATION ON THE AGENDA A. Greenway Ponds - Steve Hall, Public Works Director Steve Hall presented preliminary plans for the two ponds which the city will be constructing on the Greenway property in conjunction with the city's sluicing program. As approved in agreement with the Commission, one pond will be used as a settling pond for sediment during the sluicing process, the second is to be a permanent recreational pond. He said that the ponds should be completed during this fiscal year. The department horticulturist will work with Public Works on landscaping for the area. Mr. Hall also briefly explained the city's plans for sluicing this year and how it may impact Ashland Creek. The Commission thanked Director Hall for updating them on the progress of the ponds. V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None VI. OLD BUSINESS A. Bids for fencin~ Director Mickelsen presented bid summary sheets for the bids received on the fencing project for So. Pioneer Street. Low bidder was Quality Fence from Medford with a price per foot of $2.58 and a total bid of price $6,966. MOTION After reviewing the bids, Commissioner Adams made a motion to accept the bid from Quality Fence. Commissioner Crawford seconded. The vote was: 5 yes - 0 no B. Report from Commissioner Adams on Tayler Foundation Board meeting Commissioner Adams reported that she and Director Mickelsen had attended a recent meeting of the Tayler Foundation Board so that the board might be updated on the progress of the Tayler Stairway project. She indicated that the board was satisfied with .the department's progress on this project. Possible projects for the upcoming year were briefly discussed with the board indicating that they would need a list of suggested projects by April 1990. The board appeared willing to consider a project involving development of the upper Granite Street area or renovation of the cottage just above the parks office. C. Letter from Ron Salter concernin~ a trademark In response to an inquiry from the Commission as to whether or not the name "Lithia Park" could be placed under trademark, Mr. Salter indicated that his opinion was that the name would be in the public domain since it is a geographical name. He did indicate that if the Commission chose to create a particular phrase or logo pertalning to Lithia Park, that phrase or logo could be placed under trademark. e e VII. e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - November 28, 1889 Page 3 OLD BUSINESS - can't. D. Lithia Mill Site In discussing the progress on plans for the development of the Lithia Mill site, Commissioners expressed concern that they could not make a final decision on plans for the site until they know whether or not the Council will dedicate the remaining half-acre. Commissioner Adams made the suggestion that another study session be held with the Council to discuss the half-acre at the Lithia Mill site for the purpose of reviewing the status of progress, information, and public input concerning the open space program. She expressed concern that she has heard a lot of talk about the program out in the community which appears to be based on rumors and not fact. She suggested that perhaps the Council and Commission should discuss a means to focus more accurate attention on the facts rather than on the rumors which are circulating. In discussion of Commissioner Adams suggestion, general consensus was that attempting to fit a study session into both Councilors' and Commissioners' schedules at this time would be difficult and may not be productive. The Commission decided to hold a study session among themselves to discuss possible means by which it could communicate a clearer understanding of the proposed open space park program in relationship to the Commission's goals and objectives for the program. The Commission decided to meet in study session Wednesday, December 6th at 7:00 p.m. Concerning the half-acre at the Lithia Mill site, the Commission decided to write a letter to the Council requesting that the topic be placed on the next meeting agenda for the City Council. E. Property located on lower Water Street Commissioner Crawford inqUired as to Council's decision concerning temporarily locating a re-cycling plant on the Water Street property. Director Mickelsen said that it is his understanding that the Council will not make a determination on that topic until it hears from the Planning Commission as to whether or not it will recommend a conditional use for the property for that purpose. General consensus among the Commissioners was that when the Council addresses the item it would speak to the Council recommending that it find a permanent site for re-cycling at this time rather than set up a temporary site which would then have to be moved. NEW BUSINESS A. Items for 1990-91 budget Among the items which the Commission suggested as possible projects for the upcoming fiscal year were determining plans for usage of the upper Granite Street area, considering SUbSidizing the Ashland Teen Center, checking on timing and costs associated with the closure of So. Pioneer Street, addressing fire safety on the hillsides in upper Lithia Park, and refurbishing the ballfields at Hunter Park and the YMCA City Park. e e e ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meeting - November 28, 1889 Page 4 NEW BUSINESS - can't. B. Appointment to Audit Committee Commissioner Adams indicated that she would not be able to serve as the Commission's appointed member of the city Audit Committee this year. Commissioner Howard indicated that he would be willing to serve. With the approval of the other CommJssioners, Chair Pyle indicated that he would write a letter to Mayor Golden recommending that Commissioner Howard be appointed to serve as the Commission's representative. VIII. CORRESPONDENCE. COMMUNICATIONS, DIRECTOR'S REPORT A. Letter from Pacific Institute of Natural Sciences Responding to a letter from the Commission to PINS expressing its appreciation for the Nature Walk program which PINS organized this last summer in Lithia Park, Ron Lamb, Executive Director of PINS, wrote to the Commission indicating that the institute would be pleased to continue the Nature Walk programs in Lithia Park next year and looked forward to the cooperative effort. IX. ITEMS FROM COMMISSIONERS None X. NEXT MONTH I S AGENDA The next Regular Meeting was scheduled for Tuesday, December 12, 1989 at 7:00 a.m. XI . ADJOURNMENT With no further business, Chair Pyle adjourned the meeting. Respectfully submitted, ~ Ann Benedict Management Assistant e . . CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETTNG December 12, 1989 Chair Pyle called the meeting to order at 7:00 a.m. at Ashland Hills Inn. ATTENDANCE: Present: Crawford, Reynolds, Adams, Pyle, Howard, Mickelsen, Reid None Absent: I. ADDITIONS OR DELETIONS Under Old Business, a discussion of the Water Street site and the dedication of the .5 acre at the Lithia Mill site. II. APPROVAL OF MINUTES Commissioner Adams the minutes of the November 28, 1989. seconded. The vote was: made a motion to approve Regular Meeting of Commissioner Reynolds 5 yes - 0 no III. BILLS AND FINANCES A. Approval of previous month's disbursements Commissioner Crawford made a motion to approve the previous month's disbursements as indicated by Payables checks #2903 through #3017 in the amount of $107,868.79 and Payroll checks #2338-2395 in the amount of $29,938.74. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no B. Approval of September 30, 1989 Quarterly Financial Statement Commissioner Adams made a motion to approve the Quarterly Financial Statement for September 30, 1989 as presented. Commissioner Reynolds seconded. The vote was: 5 yes - 0 no IV. AUDIENCE PARTICIPATION ON THE AGENDA None V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None e e MOTION e ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting - December 12, 1989 Page 2 VI. OLD BUSINESS A. Water Street site In response to Commissioners' questions, Councilor Reid explained that it was her understanding that at tonight's meeting, the Planning Commission would be reviewing its decision to deny the temporary recycling station at the Water Street site. Her understanding is that now they will probably approve the site provided that motor oil is not stored there. She indicated that Lois Wenker was anxious to have the site approved as Ashland Sanitary is ready to go; that she understood that the site would be used for a maximum of two years with a proviso that the Parks Commission, when ready to develop the site, could request that the site be vacated within six months. In discussion, Commissioner Howard indicated that although it would be his first choice not to have the recycling station located on the site and then have to be moved, he said that he had mixed feelings about pressing the issue as long as the Commission could request that the site be cleared within six months of the time that the Commission had plans for development. He said that he would want some assurance of that. Commissioner Adams indicated that she did not understand why the City did not choose to come up with a permanent site at this time rather than go through all the work of establishing the site and then relocating it. Councilor Reid explained that Lois Wenker had indicated to her that relocating the site would be a brief, simple operation. Commissioners also expressed concern that two years from now, the Council might not have any more incentive to find a permanent site than it does now. Commissioner Pyle made the suggestion that the Commission could ask for dedication of the property as park land at this time with the understanding that the City could use the site as a recycling station for up to two years. Since the Commission does not have plans to develop the Water Street site at this time, Commissioner Howard made a motion to request that the Council dedicate the Water Street site as park land at this time with the understanding that Commission would agree to having the site used for a recycling station until December 31, 1991 provided that the Commission has the right to give the City six months notice to clear the site if it has plans to develop the site as a park sooner. Commissioner Adams seconded. The vote was: 5 yes - 0 no In discussion of the half-acre at the Lithia Mill site, Susan Reid indicated that it was her understanding that the Affordable Housing Committee was no longer interested in the site, and, that although there was still some interest in retaining it as a future fire station site, the feelings were not very strong. She also said that she has had the impression that for some reason there are feelings of reluctance about giving it up. The Commissioners discussed briefly information that they wanted to bring to the Council so that the Council might be persuaded that the best use of that half-acre would be for park land. ASHLAND PARKS AND RECREATION COMMISSION Re~ular Meetin~ - December 12, 1989 Page 3 e VII. NEW BUSINESS A. Clay Street Park parkin~ lot Director Mickelsen explained to the Commission that staff had brought to his attention that the parking lot at Clay Street Park is being increasingly used by persons who are parking inoperative cars there for days or weeks at a time. The parking lot is being used as a convenient place for people to change the oil in their cars or to work on cars which are not running. Staff has indicated that there has been some problem with this in the past but that this kind of activity in the parking lot has increased substantially this fall. MOT ION After some discussion, Commissioner Adams moved to recommend to the City Council that it adopt an ordinance prohibiting overnight parking in any city park parking lot. Commissioner Howard seconded. In discussion of the motion. it was determined that Director Mickelsen would ask Ron Salter to draft an appropriate ordinance and would also check with city policy as to how such ordinances would be enforced. The vote was: 5 yes - 0 no VIII. CORRESPONDENCE. COMMUNICATIONS, DIRECTOR'S REPORT e Director Mickelsen reported that the Commissioners' article on open space would probahly be printed in the Daily Tidings some day this week. IX. ITEMS FROM COMMISSIONERS Commissioner Crawford suggested that the Commission may want to hold a study session soon to discuss the fire hazard question concerning the dead and dying trees in upper Lithia Park. After some discussion concerning the Commission's understanding of the progress that the city is making with addressing the similar problem in the watershed, it was decided that Mr. Almquist and Mr. Hall would be invited to attend a Commission study session so that the Commission would have a better understanding of the city's efforts and how the park mayor may not be able to dovetail into the city's plans. Tentatively, the study session was set for this coming Friday, December 15th at 7:00 a.m. at the Parks Office. X. NEXT MONTH'S AGENDA The next Regular Meeting was scheduled for Tuesday. January 23, 1990 at 7:00 p.m. The Commissioners also agreed that due to the upcoming budget process as well as other topics which needed to be studied, Monday evenings in January would be held open for possible study sessions. XI . ADJOURNMENT With no further business, Chair Pyle adjourned the meeting. - d:J7t:;:/,~ted. Ann Benedict Management Assistant