Loading...
HomeMy WebLinkAbout2004-0426 Parks & Rec. PacketiMPORTANT: Any citizen attending a Commission meeting may speak on any item on the agenda. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The Chair will recognize you and inform you as to the amount of time allotted to you. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to be heard, and the length of the agenda. CITY OF ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting Agenda APRIL 26, 2004 @ 7:00 PM COUNCIL CHAMBERS (~ Civic CENTER 0 1175 E. MAIN STREET CALL TO ORDER APPROVAL OF MINUTES Regular Meeting March 22, 2004 PUBLIC PARTICIPATION · Open forum ADDITIONS or DELETIONS TO THE AGENDA UNFINISHED BUSINESS · Ashland Gun Club Agreement NEW BUSINESS SUB-COMMITTEE and STAFF REPORTS · Quarterly Budget Update · Quarterly Project Update · Calle Stairway Bids Report · Trail Master Plan Committee Report · Cross Country Running Study Session Subcommittee Report ITEMS FROM COMMISSIONERS UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28CFR 35.102-35.104 ADA Title I). City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES March 22, 2004 ATTENDANCE Present: Absent: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies None CALL TO ORDER Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Regular Ueetinq - February 23 Under Unfinished Business item "Gun Club Lease Extension Request," Vice-Chair Eggers asked that a portion of a sentence be amended to read, "the Ashland Gun Club has a membership of 400 families, 80% of which are Ashland residents [not area residents]." MOTION Commissioner Rosenthal moved to approve the minutes as amended. Commissioner Lewis seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM - None ADDITIONS OR DELETIONS TO THE AGENDA - None UNFINISHED BUSINESS 2004-2005 PARKS COMMISSION BUDGET Director Robertson referenced the packet memo regarding the 2004-2005 Parks Commission budget and described the process employed in its creation. Discussion Among Commissioners Commissioners asked vadous questions and made comments about the budget and Director Robedson's presentation. Chair Gardiner praised Director Robertson and Staff for their efforts with the budget process and expressed his excitement about formally presenting the Parks budget to the Budget Committee. MOTION Vice-Chair Eggers moved to adopt the 2004-2005 City of Ashland Parks and Recreation Commission budget. Commissioner Rosenthal seconded the motion. The vote was: 5 yes - 0 no FRISBEE GOLF COURSE Director Robedson welcomed back Evan Dahlquist, Ashland High School senior, and invited him to speak to the Commission. Evan Dahlquist, 797 Windemar Drive, reminded the Commissioners about his senior class project - a design for an 8-hole Fdsbee golf course in Lithia Park - and presented a drawing of the proposed course. He reported that citizens already play the game in the park and spoke of the need to prepare a course to establish regulations and avoid damage to features in the park, such as the Japanese Garden. Page 2 of 4 Regular Meeting Minutes - March 22, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS FRISBEE GOLF COURSE, Cont'd. Mr. Dahlquist explained that markers could consist of posts secured in the ground, and that a map of the course would be provided at the beginning and end of the course to instruct players about boundaries and rules. Discussion Among Commissioners Commissioners asked questions about the proposed course and spoke favorably of the proposal. Chair Gardiner noted that the topic would be relevant for inclusion in the Apdl 19 Parks Commission Study Session regarding signs, memorials, and plaques in Lithia Park. Commissioners and Staff agreed to invite the young men to the upcoming study session. NEW BUSINESS PUBLIC ARTS COMMISSION REPORT ON CALLE STAIRWAY PROJECT Director Robertson introduced Bruce Bayard of the Public Arts Commission. Bruce Bayard, 621 A Street, spoke of the role of the Public Arts Commission (PAC) in placing artwork along the Calle Stairway. He discussed the three stages the PAC identified as significant to the project: the overlook at the top of the stairs at Granite Street; the "Amie Kriegel Memorial" sculpture garden, which consists of two pedestal works and a niche at the lower part of the stairs; and the stair railing. [Mr. Bayard asked the Commission to consider retaining the name for the sculpture garden.] With respect to fundraising, the PAC would establish a bank account into which they would donate collected funds for artwork. The estimated budget for the artwork is $34,000, which is expected to cover all three sections of the project. That figure would be subject to final review pdor to the "call for entries." In terms of the selection process, Mr. Bayard proposed a collaboration between the PAC and the APRC in selecting artwork for the project. The PAC would recommend artwork to Parks, based on the selection panel's decision. A Parks Commissioner would be included in the PAC selection panel, as well as other adists and design professionals. The panel's recommendations would be presented to the Parks Commission for approval. Discussion Amonq Commissioners Vice-Chair Eggers asked about the theme for the project and questioned whether the PAC planned to include Ashland's "sister city" (Guanajuato, Mexico) into the project. Mr. Bayard replied that the tentative theme for the project is "Water" and that the PAC has strong interest in finding artists from Guanajuato who might wish to have their ad considered for inclusion in the project. BICYCLE AND PEDESTRIAN COMMISSION REQUEST Director Robertson introduced the request by the Bicycle and Pedestrian Commission for APRC co- sponsorship of the 14th Annual Ashland Bike Swap. Lexi Delgado, a Bicycle and Pedestrian Commissioner and the swap's organizer, gave a bdef history of the swap. This event has been sponsored by various organizations through the years, including the Ashland Schools Foundation. The most recent venue for the event has been the parking lot adjacent to The Grove. Community members are invited to bdng their used bicycles and associated equipment to sell, and others are invited to buy equipment whether or not they have anything to sell. Various clinics are conducted during that day, including family bike dding, safety, and tire changing classes. Entertainment is provided, food is sold, and local bike shops display their wares. Ms. Delgado formally asked the APRC to co-host the event and to run the money through the Parks Depadment. She stated that the Bicycle and Pedestrian Commission would be interested in starting a summer bicycle safety education program for children with the money raised from the event. Page 3 of 4 Regular Meeting Minutes - March 22, 2004 Ashland Parks and Recreation Commission NEW BUSINESS BICYCLE AND PEDESTRIAN COMMISSION REQUEST, Cont'd. David Chapman of the Bicycle and Pedestrian Commission described the monetary arrangement of the event. He stated that the day begins when event participants pay a small fee to enter their equipment, pay an entry fee, and perhaps buy raffle tickets for equipment donated by local bike shops. Attendees later buy the equipment. At the end of the day, the organizers tally the amount collected, retain a small percentage of the purchase price, and write checks to the bicycle owners for their sales, minus the small percentage. He asked the Parks Department to manage the money from the event. Discussion Amonq Commissioners Commissioners asked a number of clarifying questions and expressed their excitement about the proposed partnership. MOTION Vice-Chair Eggers moved that the Ashland Parks and Recreation Commission co-sponsor the 14~ Annual Bike Swap with the Bicycle and Pedestrian Commission. Commissioner Amarotico seconded the motion. The vote was: 5 yes - 0 no SUB-COMMITTEE and STAFF REPORTS Director Robertson requested the Commission's approval to finalize the date for the Ashland Gun Club tour. He confirmed the time and date as 4:30 PM Apdl 22, 2004, at the gun club. Commissioner Lewis reported on the March 18 Trail Master Plan Committee meeting. At that meeting, trail survey results were reviewed and subcommittees were formed for vision plan, map, public meeting, and document. ITEMS FROM COMMISSIONERS Chair Gardiner appointed Commissioner Amarotico as the Ashland Parks and Recreation Commission liaison to the Public Ads Commission while the Calle Guanajuato Stairway project is underway. Commissioner Rosenthal repoded that he received feedback from a Dog Park patron who expressed concern that the parking lot in front of the Dog Park at the Greenway node is usually full. The patron wondered whether adequate parking would be available following the completion of the BMX Park. He particularly was concerned that, without adequate parking, park and Greenway patrons would resort to parking on the newly established landscaping. Staff assured him that, between the Dog Park lot and the Helman Elementary School lot, adequate parking would be available. Vice-Chair Eggers, speaking as the Ashland Parks and Recreation Commission liaison to the Ashland Forest Lands Commission, as well as a member of some environmental groups, asked Staff to provide a fire hazard reduction and management report at a future Ashland Parks and Recreation Commission meeting, prior to the next Parks Department fire hazard reduction/management project. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Cross Country Running in Lithia Park Subcommittee Meeting set for 4:00 PM Apdl 14, 2004, Parks Department Office, 340 S. Pioneer. · Signs, Memorials, and Plaques Review Study Session set for 7:00 PM April 19, 2004, Parks Department Office, 340 S. Pioneer. · Trail Master Plan Committee Meeting set for 1:00 PM April 22, 2004, Parks Depadment Office, 340 S. Pioneer. · Gun Club Study Session set for 4:30 PM April 22, 2004, at the Ashland Gun Club. · Regular Meeting set for 7:00 PM April 26, 2004, Council Chambers, 1175 E. Main. Page 4 of 4 Regular Meeting Minutes - March 22, 2004 Ashland Parks and Recreation Commission ADJOURNMENT - By consensus, with no further business, Chair Gardiner adjourned the meeting. Respectfully submitted, Ashland Parks and Recreation ASHLAND PARKS AND RECREATION COMMISSION 340 SO, PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarotico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO FROM Ashland Parks ~/~Recreation Commission Don Robertson,"Director DATE : April 21, 2004 SUBJECT : Ashland Gun Club Agreement Action Requested Provide Staff direction. Background At the February 23, 2004, Ashland Parks and Recreation Commission meeting, the Commission received comment and discussion regarding extending the gun club agreement beyond the 2009 expiration date. The Commission has scheduled a tour of the gun club property, which will have occurred on Thursday, April 22, at the gun club. The Ashland Historic Commission has been invited to participate in the tour. One of the primary points in the tour is to evaluate the conflict between historic preservation of the property and current gun club activities. Staff requests direction on the extension of the gun club agreement Home of Famous Lithia Park ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarotico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks~d Recreation Commission Don Robertson~ Director April 21, 2004 Quarterly Budget Update Action Requested None - for information only. Background March represents the conclusion of the third quarter of the fiscal year. Staff has prepared a brief summery of our current stares, including budgeted amounts, projected amounts, and year-to-date amounts. The projected amounts are the ones used during the budget preparation to determine what the beginning fund balance will be. Upon review of the quarterly report, it appears that all expenditure projections will be accurate. Home of Famous Lithia Park '~ o o ~l o o o ~J~ o o io.o ~ o-~ ~ o ~ o o~o o o o o 2~30 ~ o o o ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amaroticc JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks and Recreation Commission Don Roberts~, Director April 21, 2004 Quarterly Project Update Greenway Park Node Restroom and landscaping are under construction. Both projects are scheduled for completion in spring of 2004. North Mountain Park Knoll The bridge, trail, and playground will be finished in spring of 2004. Improving Water Quality in Lithia Park Ponds Research and information gathering is in progress. Calle Guanajuato Stairway Project Bid accepted by Meza Construction. Contract and pre-construction meeting to be held Construction tentatively scheduled for completion in spring/summer of 2004. in April. Trail Master Plan Committee Monthly meetings are proceeding. BMX Bike Park Meetings with bike users scheduled completion by summer of 2004. for the second quarter of 2004, with project scheduled for Home of Famous Lithia Park ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarotico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMO TO: FROM: DATE: RE: Ashland Parks and Recreation Comroissioners and Parks Director Steve Gies, Park Superintendent March 31, 2004 Calle Stairway Bids Report I'm happy to report that we received two complete bids on the Calle Stairway project. Meza Construction Copeland Sand and Gravel $97,040.00 $110,611.75 As you may recall, we budgeted $80,000.00 for this project in the 2003-2004 Parks Capital Improvements Fund. The apparent Iow bid is approximately 21% above the budgeted amount but substantially lower than the lowest bid from last year, which was approximately $181,000.00 According to Commission policy, Staff can approve bids under $100,000.00 and over budget by not more than 25%, but we must give a reason and explain where the extra funds would be expended from. I believe we placed money in the budget before we had a final design on the project. After working with all .interested parties and the Commission, the project's design came into sharper focus and was perhaps a little more costly because of a desire for curved concrete walls and the addition of rock work and iron work. The site is also very difficult to access and the working area very tight, so this also could contribute to higher costs. Again, we budgeted $80,000.00 for the project; however, there were funds left over from the Hunter Park tennis court project - in the amount of $20,000.00 - giving us a total of $100,000.00. A project of this type could have some changes due to the nature of the site, which could come out of the capital outlay, and that might lower the money for the duck ponds. We have budgeted substantial funds in the 2004-2005 fiscal year for the ponds, in addition to what is in the current budget. Additionally, the Ashland Public Arts Commission is proposing to fund part of the stairway railing and the top of the service area, which might help to lower some of the costs for the project. I recommend entering into a contract with Meza Construction for the completion of the project as soon as possible. It would be ideal if the stairs were completed this summer, with final landscaping occurring in the winter of 2004-2005. Home of Famous Lithia Park