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HomeMy WebLinkAbout2004-0927 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 SEPTEMBER 27, 2004 @ 7:00 PM COUNCIL CHAMBERS (~ CIVIC CENTER 0 1 175 E. MAIN STREET CALL TO ORDER APPROVAL OF MINUTES Regular Meeting---August 23, 2004 PUBLIC PARTICIPATION · Open forum ADDITIONS or DELETIONS TO THE AGENDA UNFINISHED BUSINESS · Gun Club Lease · Baseball Field Lights · Lower Duck Pond Proposal NEW BUSINESS · Sound Amplification Request · Ice Rink Lease · Signs, Memorials, Plaques Subcommittee Appointments SUBCOMMITTEE and STAFF REPORTS · Trail Master Plan Committee 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 August 23, 2004 ATTENDANCE Present: Absent: CALL TO ORDER Commissioners Amarotico, Eggers, Gardiner, Lewis, and Rosenthal; Director Robedson; Superintendent Gies None '~." ' Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Regular Meetinq - July'26, 2004 Under New Business item 'Baseball Lights at North Mountain Park,' Vice Chair'Eggers questioned whether the Parks Commission established a policy in 2001 regarding lighting the North' Mountain Park fields [as opposed to setting a goalJ, staff agreed to investigate a~r~d respond at the next regular meeting. Under the' same item, V'k?,e Chair Eggers clarified that she asked about the number of baseball players in Ashland, not the number of groups. Under New Business item 'F[equest to Modify Parks, Trails, and Open Space Plan,' Vice Chair Eggers asked that the sentence recjarding Systems Development Charges [being used as a funding mechanism for the purchase of parks, trails, and open space properties]be clarified to read, 'that SDCs could constitute a small part of a plan to provide funds to acquire the properties listed on the current short-term Parks, Trails, and Open Space Plan.' MOTION Commissioner Rosenthal moved to approve the minutes as amended, with the one remaining question [regarding the .lighting policy or goal relative to the N. Mtn. Park fields] to be reviewed and answered at the September 27 regular meeting. Vice Chair Eggers seconded the motion. The vote was: 5 yes -0 no PUBLIC PARTICIPATION OPEN FORUM -INone ADDITIONS OR DELETIONS TO THE AGENDA- None UNFINISHED BUSINESS', LAND DONATION .* Superintendent Gies spoke of the land donation off Granite Street, reminding the commission that the matter was discussed in the summer of 2003. He referenced the packet memo on the topic, specifically noting the two remaining conditions for the commission's review and approval, which indicate that: '1) If the City of Ashland decides to not use this land as open space parkland, it will be donated to the Nature Conservancy; and 2) The walkway from the pdvate ddve up to the parcel will be named after the children [who are both deceased], and some form of recognition for their children will be erected by the walkway.' He informed the ,commission that the donation was listed as 'Parcel 2' on the enclosed map and it was equivalent to approximately five acres of land. Discussion Amonq Commissioners Commissioners discussed minor details about the two conditions and agreed that the naming of the pathway would fall within the policy guidelines established by the commission regarding placements of signs, memorials, and plaques. Page 2 of 4 Regular Meeting Minutes -August 23, 2004 Ashland Parks and. Recreation Commission UNFINISHED BLISINESS LAND DONATION, Cont'd. MOTION Commissioner Lewis moved to gratefully accept the land donation and to honor the two new conditions. Commissioner Amarotico seconded the motion. The vote was: 5 yes- 0 no SIGNS, PLAQUES, AND MEMORIALS POLICY Director Robertson spoke of the recent changes to the policy document, which were made.by Vice Chair Eggers, and indicated that the updated document was enclosed in the commissioners' packets. He asked for their review and approval of the revised policy. Discussion Amonq Commissioners Commissioners asked clarifying questions and made final decisions about various points within the policy document. Commissioner Rosenthal thanked Vice Chair Eggers for her efforts. MOTION Commissioner Rosenthal moved to approve the Parks Commission policy for signs, plaques, and memorials, including the recent revisions. Vice Chair Eggers seconded the motion. The vote was: 5 yes- 0 no NEW BUSINESS REQUEST FROM ASHLAND POP WARNER FOOTBALL Director Robortson reported that the commission received a request from Ashland Pop Warner Football for scholarship funds for Iow-income families and that Pop Wamer specifically questioned whether the scholarships could be drawn from Youth Activities Levy [YAL] funds. He introduced Mr. Greg White, President of the Ashland Pop Warner Football League. ' Public Comment Greg Whille, 945 N. Mountain Street, asked for scholarship money for the league, which is comprised of 7- to 12-yeast-olds in the community. He reported that he receives requests for scholarships each year and tries not to tum any child away based on financial hardship. For scholarship families, he asks parents to pay a small portion of the fees and the league pays the remainder. He stated that Pop Warner received a grant from the NFL and a donation from the Kiwanis Club, but the donations did not cover total scholarship costs. Th(; league uses volunteer coaches, team moms, and crew members, so costs are kept as Iow as possible. Equipment costs do tend to remain relatively high, and can run as much as $200 per child, as the equipment is new and of high quality. He indicated that YAL funds were once given to the league and questioned why the money is no longer available for local teams. Discussion Amonq commissioners Commissioners asked about the cost of participation in the league and were informed that Mighty Mites [younger players] are charged $75 and the older groups [Junior Pee Wee and Pee Wee players] are charged $95 [with the additional $20 used for hiring and paying extra game officials]. The Pop Wamer league pays for and owns all equipment associated with the games, so players are not required to buy gear or uniforms. 55 children are enrolled in the league's teams this year, and the league has 12 cheerleaders [who don't pay .to participate]. In response to the question about YAL funds, staff informed Mr. White that YAL money was provided [in past years] to help some programs and groups gain a foothold within the community but it was not intended to be used to subsidize their continuing operations. Page 3 of 4 Regular Meeting Minutes -- August 23, 2004 Ashland Parks and Recreation Commission NEW BUSINESS REQUEST FROM ASHLAND POP WARNER FOOTBALL, Cont'd. Director Robertson proposed, the possibility of having the Ashland Parks and Recreatiorl Department train and certify coaches in the local sports community. Certification of coaches could reduce or eliminate potential liabil.ity issues [in the event of an accident]. Once coaches were trained and certified, they could coach multiple sports in lhe community. He indicated that coach training could be linked to modest scholarship funding and that the collaboration could benefit both parties and be absorbed by the department. - When asked by Commissioner Lewis about whether there was a slight increase in YAL funds [for recreation activities in the community] in the past year, Director Robertson reported that there was a slight increase, and that more than 90% of the money was directed to the Ashland School District, while the remaining .funds, equaling approximately $120K, were used to offset the costs associated with recreation programs offered through Ashland Parks and Recreation. Commissioner Rosenthal expressed his desire to assist the Pop Warner Football League with a contribution toward scholarships. Vice Chair Eggers asked staff to research how the commission traditionally assisted groups in funding community recreation programs. Director Robertson responded that he knew of just one program that was minimally funded [other than regular Parks Department programs]. Commissioner Rosenthal proposed' that the Parks Department donate a small amount .of money toward scholarships for the Pop Wamer F .ootball League and, in return, receive advertising for Parks and Recreation programs [over the public address system at the high school] during'half-times at their six.home games. Vice Chair Eggers urged the commission to discuss the matter at a later date during a study session. MOTION Commissioner Rosenthal moved to authorize $150 toward 'advertising for Ashland Parks and Recreation activities [over the public address system at the Ashland High School] during Pop Warner Football League home games during their 2004 season, and for the money to be earmarked for scholarships. Commissioner Lewis seconded the motion. Discussion Amonq Commissioners Vice Chair Eggers urged the commission to postpone the decision until further research could be conducted and a study session held. The vote was: Commissioners Rosenthal, Gardiner, Lewis - yes Commissioner Amarotico, Eggers- no THE GROVE COMMUNICATION Director Robertson referenced the packet memo relating to the letter from Mayor DeBoer, in which the mayor asked the Parks and Recreation Commission to begin operating The Grove as outlined in the two- phase plan developed by the council's Ad Hoc committee. Director Robertson asked the commission for their review of the matter, and specifically to consider the draft response prepared by staff. Discussion Amonq Commissionem The Commission reviewed the draft response to the mayor's letter, which was handed to commissioners pdor to the meeting. Since they did not have time to review it before the meeting, staff assured them that the memo accurately reflected the discussions that occurred at the August 16 study session. Commissioner Rosenthal requested that the word 'operate' [The Grove] be changed to 'manage' [The Grove]. The group Page 4 of 4 Regular Meeting Minutes - August 23, 2004 Ashland Parks and Recreation Commission NEW BUSINESS THE GROVE COMMUNICATION, Cont'd. discussed that the teen board would be comprised of teen representatives as well as other members in the community. Vice Chair Eggers suggested conducting a joint study session with the Parks Commission and the City Council to discuss the matter at greater length. The commission authorized staff to prepare a final draft of the letter, including the changes discussed, and toforward it to the mayor. SUB-COMMITTEE and STAFF REPORTS Trail Master Plan Committee Report Director IRobertson reported on the August 19 regular meeting of the Trail Master Plan Committee and indicated that the main focus of the meeting included preparation for the September 13 public meeting of. the proposed Wright's Creek Trail corridor. He informed the commission that the meeting was to be held at a private residence located at 500 Strawberry Lane at 6:30 PM. He further stated! that committee members toured the proposed trail corridor with staff after the meeting. When asked, Director Robertson said that, in terms of publicity for the meeting, staff planned to run a display ad in the Ashland Daily Tidings, post a reminder in the "Community Notes" section of the newspaper, and mail a notice to all property owners whose propedies border the trail area. ITEMS FROM COMMISSIONERS · Vice Chair Eggers asked for the 'implementation of fire hazard reduction measures at the newly donated Parks property located off Granite Street. · Chair Gardiner reported receiving a request from Gene BUmett, an Ashland resident, asking for the installlation of an exercise statiOn [for pull-ups and stretching] in Lithia Park. Staff agreed to look into the possiPility of installing such a station. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Study session set for September 8, 2004, at 7:00 PM, Parks office, 340 S. Pioneer Street. Discussion to include water quality improvement in Lithia Park ponds [Leslie Gore presentation] followed by an execurtive session to discuss land acquisitions. · Trail Master Plan Committee meeting Set for September 13, 2004, at 6:30 PM, 500 Strawberry Lane. Topic to be the Wright's Creek Trail corridor. · Trail Master Plan committee regular meeting set for September 14, 2004, at 9::00 AM, Parks office, 340 S. Pioneer Street. Discussion to be the September 13 public meeting. ' · Regular meeting set for September 27, 2004, at 7:00 PM, Council Chambers, '1175 E. Main. ADJOURNMENT .- By consensus, with no further business, Chair Gardiner adjoumed the meeting at 8:50 PM. Respectfully submitted, Susan Dyssegard 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 Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks and Recreation Commission Don Robertson, Director September 15, 2004 Gun Club Lease Action Requested Provide staff direction. Background _ Several months ago, the Ashland Gun Club requested an extension on the lease of the gun club property. Currently it is set to expire in 2009. The Commission requested additional information to aid in the decision-making process. One of the necessary pieces of information was a legal opinion about who would make the decision. I have received an opinion from the City attomey stating that the lease issue will need to be resolved by both the Parks Commission and the City Council. After discussing this with the City Administrator, we agreed it would be best to have a joint meeting of the two bodies about this matter. Because of council and commission schedules and staff workloads, it appears that the best time for this meeting to occur is April of 2005. Staff requests that the April study session be a joint meeting with council to discuss this issue. Home of Famous Lithia Park From: Mike Franell To: Don Robertson Date: 9/15/04 4:54PM Subject: Gun Club lease At the DH meeting today, you asked for a legal opinion on which body is the appropriate body to consider a request from the Gun Club for an extension on their lease of the Lithia Springs property - the Parks Commission or the City Council. The answer is that both bodies will need to be involved to some extent. The City, in 1968, initially entered into a lease of the property to the Parks Commission. The lease was amended in 1969 to specifically allow the Recreation Commission to sublease the property with the consent of the Council. The current rendition of the lease between the City and the Parks Commission expires in 2009. The current lease with the Gun Club is through the Parks Commission and also expires in 2009. In order for the Parks Commission to extend the lease with the Gun Club beyond the 2009 date, the Parks Commission will first have to obtain an extension of the lease with the City beyond that date. Then, after approval of the Gun Club lease from the Parks Commission, the City Council will be required to consent. I truly hope that this is a little clearer than mud. If you have additional questions, please let me know. Michael Franell City Attorney City of Ashland, OR (541)488-5350 - PHONE (541)552-2092 - FAX, TTY 1 (800)735-2900 franellm@ashland.or,,us CC: Gino Gdmaldi; Paula Brown; Sharlene stephens ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarotico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal Don Robertson Director TEL.- (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks and Recreation Commission Don Robertson, Director September 15, 2004 Baseball Field Lights Action Requested Provide staff direction. Background At the July Parks Commission meeting, representatives of the baseball community requested permission to begin fundraising to light the main baseball field at North Mountain Park. Staff is providing the commission with a copy of its field lighting policy stating that they approved lighting of up to one field per year, contingent on funding. The policy is attached. The commission requested additional information from staff, including numbers of participants of local baseball, an update on technology for lighting, and the layout of lighting poles in the area. Mr. Greg Weston of the baseball community will be present to respond to all questions. Ms. Bonnie Moody also will be present at the meeting. Ms. Moody has served as the chair for the concerned neighbors of North Mountain Park. She hosted the initial meetings with the soccer field lighting group and has since hosted meetings for neighbors concerned about the proposed baseball field lighting. Home of Famous Lithia Park CITY OF ASHLAND PARKS AND RECREATION COMMISSION · ADOPTED POLICY ATHLETIC FIELD LIGHTS AT NORTH MouNTAIN PARK The Commission approved athletic field lighting for up to three (3) fields at North Mountain Park, .and, depending on available funding, to light one (1) field a year for three (3) co~s~e~fiy,~ 'fiscal years beginning in 2001-2002. Included in the motion are the following policy consid'erations related to the use of athletic field lights: .- .~,.?,,.,~ ~. ~-,T,.h~t..any and all use of athletic fields will be scheduled and approved by the ' '~,shJ~nd Parks and Recreation Department. b. That field lights will be tumed off no later than 9:30 p.m. .::~:~.~, ,c.i .~That~field lights will not be used on the following dates: December 1 through FebrUary 14 of each year. d. That field lights will not be used on Sundays and Mondays. The .Commission changed the lighting policy for the spdng season by designating Saturday and'Sunday as 'no-light' evenings rather than SundaY and Monday evenings. The Commission changed the policy on athletic field lights at North Mountain Park to establish Saturday and Sunday as 'dark nights,' meaning that the lights would not be used on these nights unless special permission is granted by the Commissioff to use the lights during these times. · CiTY Of ASHLAND PARKS AND RECREATION COMMISSION -ADOPTED POLICY · ... FEE FOR USE OF. FIELD LIGHTS AT NORTH MOUNTAIN PARK The Commission decided to charge all users a fee of $25 per use for the athletic field lights at the socogr field at North Mountain Park with the understanding that the policy will be reviewed afl:er the fall 2001 season. CITY OF ASHLAND PARKS AND RECREATION COMMISSION ADOPTED POLICY · PRIORITY USE OF. LIGHTED FIELD AT NORT. MOU.TAIN i~ARK. ' On the lighted .field at North Mountain Park, soccer use is a pdodty. In addition to soccer use on the lighted soccer field, the Commission allocates up to two hoUrs per week, as time and field conditions allow, for'Ashland Ultimate Fdsbee. The Parks and Recreation Department will be ultimately responsible for scheduling use of the fields, and is authorized to limit use based on their judgement as conditions warrant. · ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarolico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks and Recreation Commission Steve Gies, Park Superintendent September 15, 2004 Lower Duck Pond Proposal Action Requested Provide staff direction. Background Staff has been in contact with the manufacturers of the bead filters used in ponds .and they feel confident that the filters will satisfy the best results for pond water cleanup. The manufacturers m:e recommending a Medusa filter and two one-horsepower pumps. I believe this is only one-half horsepower more than we are currently using to operate the system that is presently in place. Along with the filters, they recommend using two UVP- 40 UV lights and basket-type screens before the system. They feel strongly that it is important that we pull some of the flow from the bottom of the pond. This raight be accomplished by using the existing bottom drain and nmning it to a surge tank and then pumping from the tank to the filter and returning it to the pond. The approximate cost of the filter system is $9,000. This does not include piping,, a surge tank, or electrical work. · If the commission would like to proceed, staff will look at location, elevation, and. utilities for the entire system. 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UVP-40...52 in. tall...for ponds up to 40,000 gal. with flow rates of 7812 gph .......................... $1395.00 ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarotico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks and Recreation Commission Don Robertson, Director September 15, 2004 Sound Amplification Request Action Requested Provide staff direction. Back~round _ The commission has a policy relating to no amplification of sound at North Mountain Park. Periodically staff has received requests for amplification and has denied them. The staff and volunteers at the North Mountain Park Nature Center are requesting that the commission grant a one-time exception to the amplification rule for a single-day event. The event is the Annual Salmon Festival. Staff requests permission to use a small sound system- for a puppet show and acoustic music - between 11:00 AM and 4:00 PM in the pavilion area. Further, staff' requests permission to use a bullhorn for the purpose of announcing tours and other activities during the same time period. · Ms. Kari Gies of the North Mountain Park Nature Center will be on had to answer any questions. Home of Famous Lithia Park ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amamtico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FA~ (541) 488-5314 MEMORANDUM Da~: 09/15/2004 To: Don Robertson From: Karl Gies ~, ~., RE: Request for amplification at ~ Mo~tain Park , . .,:/,}-¢?"" The North Mo~tain P~ ~ Center wffi b~. hosting an open house and Salmon Festival on. October 2, 2004 firom,!l:00- ;4!00. fas With past~~--..'i.~W~ .will again Ix,· offering ~~~t ~a~:t~ mvition ~nducting tours o~..e. ~r~ration ~ong~C ~.~r~.~ ~~.0f~i~ ~&..~ (along '~th table · sp~ys, food,, t~o~ penms~on m use ~lrti~om!::::~We~w~d,~,,~',be ~le::to ~:a~.~ ~rtable sound ~stem (for the/Pup~~~ ~a~usti.",~ ~{~)~~la;;bullhom (tdamounce thc beginning of .the KG Attachments: Salmon Festival Flyer Home of Famous Lithia Park CITY OF ASHLAND PARKS AND RECREATION COMMISSION ADOPTED .POLICY. 'SOUND AMPLIFICATION AT NORTH MOUNTAIN PARK The use of any sound amplification at North Mountain Park is prohibited. ASHLAND PARKS AND RECREATION COMMIISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarotico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks and Recreation Commission Don Robertson, Director September 15, 2004 Ice Rink Lease Action Requested Provide staff direction. Background The owners of the facility adjacent to the parking lot / ice rink in Lithia Park have indicated that they may be leasing the building to another party, but the contract has not been signed yet. They also have indicated that this~party expressed interest in the ice rink and in using the covered area as we have done in the past. If the owners decide to look at our use of the entire facility, the monthly price previously discussed will still be in line. One deviation from that discussion might be that they are looking for a minimum of a two-year lease while we were looking at a one-year lease. I will be in contact with the owners before the September 27 meeting and will bring any further update at that time. 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 Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks and Recreation Commission Don Robertson, Director September 15, 2004 Subcommittee Appointments Action Requested Appointment of a subcommittee for signs and memorials. Background _ At the August regular meeting, the commission approved a policy for signs and memorials. The policy requires that the commission establish a subcommittee to review proposed requests. Currently there are seven requests for various signs and mernorials to be placed in City parks and recreatiOn facilities. Staff requests that a subcommittee be appointed to begin processing the current requests and any future requests. Home of Famous Lithia Park