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.
Home of Famous Lithia Park
Page 1 of 3
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filter Falls
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·
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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