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HomeMy WebLinkAbout02/23/1998 Agenda Packet 02/20/98 FRI 09:56 FAX 541 488 5314 ASHLAND PKS @ REC I4l 001 ********************* *** TX REPORT *** ********************* TRANSMISSION OK TXlRX NO CONNECT I ON TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT 0717 9p4823688 DAILY TIDINGS 02/20 09:55 00'42 1 OK IMPORTANT: OPEN FORUM - The Chair may determine the length of time allocated to each speakcr or item. Individuals who wish to havc an item placed on thc agcnda need to address the Commission during this time. The Commission will consider the request and, depending on the nature of the item and other items scheduled on the agenda, the Commission may include the item on the agenda or refer the itcm to the next appropriate meeting. CITY OF ASHLAND PARKS AND RECREATION COMMISSION - AGENDA for the REGULAR MEETING Monday, February 23, 1998 - 7:00 p.m. COUNCIL CHAMBERS @ CIVIC CENTER 1175 B. Main Street ~ c 8 ... :. I. CALL TO ORDER II. ADDITIONS or DELETIONS TO THE AGENDA III. APPRO V AL OF MINUTES A. Regular Meeting . January 26, 1998 .... ...... (Q ...... V. PUBLIC PARTICIPATION A. Ashland Gun Club . request for lease modification B. Open Forum ... :. IV. REVIEW OF FINANCES A. Approval of previous month's disbursements VI. OLD BUSINESS VII. NEW BUSINESS A. Discussion of Upcoming WWTP ImprovementslModifications - Public Works Director Paula Brown B. Approval of youth activities agreement with Ashland School District C. Approval of proposed Department budgets for fiscal year 1998.99 'rry, nl""\..'...''Irt,T'I''''''.......y,.....,yt'''t I _"'".~_ _____rw'\_ ASHLAND PARKS AND RECREATION COMMISSION 340 so. PIONEER STREET ASHLAND, OREGON 97520 COMMISSIONERS: Kenneth J. Mickelsen Director Allen Alsing Bob Bennett Teri Coppedge JoAnne Eggers Laurie MacGraw TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO: Ashland Parks and Recreation Commission FROM: Kenneth J. Mickelsen, Director DATE: February 18, 1998 SUBJECT: Memorandum from Paula Brown, Public Works Director related to upcoming WWTP Improvements/Modifications Public Works Director Paula Brown will attend the Commission meeting on Monday, February 23, 1998 to discuss the information contained in her memorandum of February 9. I have talked to Paula about the use of the south end of the WWTP and have indicated that the Department has been working with a group of BMX enthusiasts to use this site for a BMX track. She indicated that during the time frame, there will be substantial construction work being done to the WWTP and the area around the plant will be impacted to some degree. Parks staff has no problem with the conceptual plan for Public Works to build a berm at the west end. If the Commission approves the berm concept, staff would work closely with Public Works staff to determine the exact location and details about its construction. In previous discussion of the area, the Commission has talked about the need of planting trees along the west side of the WWTP both for aesthetic reasons and for odor control. This would benefit both the Department and the neighbors. Action Required In order for Public Works to utilize park property to either 1) establish a staging area on the south side of the WWTP, or 2) to construct a berm on the west side, formal permission from the Commission is needed. AS: MISC\MEMOS.98 Home of Famous Lilhia Park Memorandum to Commission Public Works Request - WWTP Improvements Page 2 of 2 February 18, 1998 Suggested Motion(s) If the Commission chooses to grant either request from Public Works, the following are sample motions which could be used: I move to grant permission for the City to construct a berm on the west side of the WWTP as outlined in the memorandum from Paula Brown, Public Works Director, dated February 9, 1998 with the understanding that City staff will work out the details with Parks staff for construction and maintenance, and that Parks staff will have fmal approval related to construction and maintenance. I move to grant permission for the City to utilize park property on the south side of the WWTP as a staging area as outlined in the memorandum from Paula Brown, Public Works Director, dated February 9, 1998 with the understanding that it would be returned to its previous condition. AB: MISCIMEMOS.98 MEMORANDUM CITY OF ASHLAND Department of Public Works Public Works Administration DATE: February 9, 1998 TO: Parks Commission Members and Ken Mickelsen, Parks Director Paula C. Brown, Public Works Director / City Engineer~ UPCOMING WWTP IMPROVEMENTS / MODIFICATIONS FROM: RE: I am writing this memo to provide you with information regarding the status of the Wastewater Treatment Plant (WWTP) Improvements, and to ask for your consideration and approval for use of Parks lands during the construction portion of the project. We are currently working with Carollo Engineers on the final design to the WWTP Improvements. We are currently at the 50% stage and looking toward the "constructibility" of the project. As you are aware, we are reconfiguring the WWTP and converting from the current activated sludge processing system which takes place through several different tank structures, to a large oxidation carousel. The carousel offers much greater treatment flexibility. The new carousel structure is large, and will be built somewhat into the ground to reduce the visual impacts of this structure. At the far west edge of the WWTP property, adjacent to the currently empty Parks property, it is our intention to berm the carousel structure and landscape up the sides and on the top of the berm. However, to have enough room for the structure (and other structures for the WWTP process), the berm, itself, must be constructed on Parks property. At this time, we also expect to have utilities (electric and possibly water) buried in the berm. It is our intention to install and maintain all of the landscaping of the berm (with the advise and counsel of the Parks Department, and perhaps contracting with the Parks Department to utilize their expertise). Attached is a copy of the berm topography and the early conceptual landscaping plan. During the construction, as we are demolishing existing structures and reconstructing others, while at all times maintaining the operation of the wastewater plant, we will need some additional construction contractor "lay-down" or staging area. Weare proposing to use the extreme south end of the site, again on Parks property for this purpose. This area would be used throughout the construction period starting October 1998 and finishing no later than December 2000. We will ensure that the area is maintained well and kept up throughout the construction period. I would expect the area to be fenced, and there would most likely be at least one construction trailer, as well as materials stored on this site. At the end of the construction period this area will be returned to its natural state or could be seeded if you desire. Attached is plan of where we are intending this contractor area to be located. Weare aware that we may impact the Bear Creek Greenway construction and use during our construction period. There will be times when plant personnel will need to access the plant across the Greenway trail, and the contractor may need primary access to the site from Nevada Street (dog park access). We need to confirm this requirement prior to discussing any concerns. We are working with the engineering firm (OBEK) to ensure minimal disruption, and will have provisions in our contract for further coordination among the contractors. We will also be working with Jackson County during this time, and after the Greenway is constructed. We intend on being good neighbors, both during and after the construction efforts. Construction is a very long and often dirty process. We would like to ensure that we do all we can to keep the area cleaned up and also keep the dust and dirt levels down as much as possible. We also realize there will be people that will continue to be at the dog park, as well as watching the progress of the Demonstration Wetlands during this time. Additional curiosity will arise with the reconstruction and all of the demolition at the WWTP. In summary, we are asking for your approval on two issues: 1) Constructing the berm on Parks property along the west side of the WWTP facility with the understanding that it is the responsibility of the Public Works Department and City to initially landscape and maintain the berm and landscaping after it is installed, and 2) Use of the extreme southerly end of the project area, also Parks property for the construction period (October 1998 - December 2000) as a lay-down or staging area, again with the understanding that the Public Warks Department will ensure it is properly maintained during construction, and that the site will be returned to a natural grassy condition at least equal to what it is now. I would be more than happy to come to the Parks Commission meeting at your convenience to discuss this matter if that would help in your decision making process. If you have any questions, please feel free to contact me at 488-5587. 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Mickelsen Director Allen Alsing Bob Bennett Teri Coppedge JoAnne Eggers Laurie MacGraw TEL: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO: Ashland Parks and Recreation Commission FROM: Kenneth J. Mickelsen, Director DATE: February 18, 1998 SUBJECT: Request for lease modification by Ashland Gun Club Background Information The City of Ashland owns land commonly referred to as the Lithia Springs property. This land is located outside city limits on Emigrant Creek Road and contains the springs for the city's Lithia Water. In 1968, the City leased the property to the Ashland Parks and Recreation Commission for recreational use. It is not dedicated park property. In 1969 the Commission sub-leased the property in its entirety to the Ashland Gun Club. The Gun Club's current lease expires in 2009. In 1994 the Gun Club asked for a modification of the lease agreement to reflect only the portion of the property which they were using at that time. According to the Gun Club's letter dated January 18, 1998, the club would now like to utilize that previously unused portion of the property for an archery course. Therefore, they would like that portion of the property added back into the lease agreement. Staff Comments Department staff has no problem with modifying the lease to include that portion of property which was included in the original lease. If the Commission chooses to approve the Gun Club's request, we would suggest that the following conditions related to use of the re-instated property be included in the lease agreement: 1. That it be utilized exclusively for archery purposes. 2. That no fire arms of any type be allowed on the property. 3. That no vehicles will be allowed at any time on the property; access will be permitted by foot only. 4. That all fences associated with the entire property be maintained at the sole expense of Ashland Gun Club. 5. That all existing and reinstated City property under the lease agreement be protected in a proper manner. AB: MISCIMEMOS.98 Home of Famous Lilhia Park , . Memorandum to Commission Request for lease modification Page 2 of 2 February 18, 1998 Action ReQuired If the Commission chooses to approve the Gun Club's request, formal action needs to be taken. Suggested Motion If the Commission chooses to support the request, a motion would be made to modify the current lease with the Ashland Gun Club to include the entire property as was indicated in the original lease agreement including the conditions outlined in the memorandum of February 18, 1998. AS: MISCIMEMOS.98 TO: Ashland Parks Dept: Mr. Ken Mickelson and Board of Parks Dept FROM: Ashland Gun Club, Ph# 821-8641 RE: Letter ofIntent - Request For Lease Modification DATE 1118/98 Regarding our lease from the City of Ashland known as the Ashland Gun Club, we would like to begin by thanking our city and leaders for allowing us to use this facility. That support has allowed the gun club to promote skill, safety and recreation in the use of firearms in our local area. At present time we have over 200 members in good standing. This really means 200 families from Ashland and nearby towns. Much improvement has been accomplished in the past few years. Those improvements include a 600 yd rifle range, 300 yd. rifle range, 200 yd. rifle range with berms and wings, 100 yd. rifle range with berm and wings and a 3 t050 yd. pistol and small rifle range separated by wings. We have a sporting clay shotgun area and also a trap shooting area. Our club house is used for monthly meetings and also class room for student training in concealed weapons classes. In addition, the club now has a 50 yd. berm enclosed by wings with a indoor cover to shoot from. This area is used only by Ashland police dept. and student training. Also, two new toilet units that allow handicapped usage have been installed. The Ashland Gun Club has identified the need to request that our current lease be modified to add the original properties back into a new lease agreement. Specifically, we have twenty or more people that shoot bow and arrow. Some of these folks are members now and about ten would like to become new members and set up a walk through archery coarse. They have been traveling some distances to shoot and would really appreciate setting up a range here. The lease expansion would allow for the club to provide an area to meet those archery needs. Our members have discussed this and totally agree that it would add to our club and be good for Ashland. The more training and supervision we can give to these people, the safer and more accurate shooters they become. Less game are crippled and made to suffer and tragic accidents avoided. There will be no pistols or rifles of any sort used in this area. We appreciate your decision and look forward to your answer. ent February 5, 1998 Steve Guys Ashland Parks and Recreation 340 South Pioneer Ashland Oregon 97520 Dear Steve Guys, We would like to propose to the Parks and Recreation Commission that a playground and picnic area be developed at the entrance of the Clay Street Park. This park is a beautiful setting but rarely used because ofit's lack of "draw in" facilities. We certainly recognize the value of minimally developed parks. However, this residential area is growing with young families and children. Currently the closest play ground equipment is a small area on Sherwood Street. To get from the Clay Street - Faith Street subdivision to this playground we have to walk toddlers on Highway 66 which is not comfortable and is not safe. The next closest areas are across Highway 66 and therefore prohibitive by foot for many young children. A playground would be a tremendous boost to our neighborhood. Would you please bring this request to the next Commission meeting. We realize that building good playgrounds is a major under taking and of considerable cost. If it would be helpful to the Commission to have an in person presentation please call Kim Blackwolf and let us know. /( ~ /1/id,J ~~ Contact 721 Faith Avenue Ashland 482-44 74H/488-8051 W Mary Miller, Ph.D. and Alan Miller 814 Clay Street Ashland 482-0144 Stuart and Larissa Sadorf 710 Faith Ave Ashland )/~ Sc<dcnb k::