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HomeMy WebLinkAbout2004-0322 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 Ume 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 MARCH 22, 2004 @ 7:00 PM COUNCIL CHAMBERS {~ Civic CENTER 0 1175 E. MJUN STREET CALL TO ORDER APPROVAL OF MINUTES Regular Meeting February 23, 2004 PUBLIC PARTICIPATION · Open forum ADDITIONS or DELETIONS TO THE AGENDA UNFINISHED BUSINESS · 2004-2005 Parks Commission.Budget · Frisbee Golf Course NEVV BUSINESS · Public Arts Commission Report on Calle Stairway Project · Bicycle and Pedestrian Commission Request SUB-COMMITTEE and STAFF REPORTS ITEMS FROM COMMISSIONERS UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need spa:ia assistance to padicipate in this meeUng, please contact the City Adminislrator's office at (54!) 488-6002 (TrY phone number 1-800-735-2cJ00). NolJflcalJoa 72 hours prior to the meeUng will enable the City to make reasonable arrangements to ensure accessibility to the rneefing (28CFR 35.102-35.104 ADA TiUe I). ATTENDANCE Present: City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES February 23, 2004 Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies Absent: None CALL TO ORDER .... ~. Chair Gardiner called the meeting to order at 7:00 PM at Coundl Chambers, 1175 E. Main. APPROVAL OF MINUTES Regular Meeti~ - January 26, 2004 Under Election of Officers, V'~-Chair Eggers asked that the minUtes ., be amended as follows, 'Commissioner Eggers stated, for the record, that it is not the policy or practice of ... .Com~ssio. ners to take turns being Chair: Nso, under New Business item 'correspondence from Local Groups,, Vine-Chair Eggers asked that the minutes reflect that.the Native Plant Society requested 'a long- term agreement with the Department to use the COmmunity Center for ils Fourth ofJuty wildfloWerexhibit." MOTION Commissioner Rosenthal moved to approve Ihe minutes as amended. Vice-Chair Eggers seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Evan Dahlquist, 797 Windemar Ddve, and Kyle McBaine, 1300 Oregon Street, both Ashland High School seniors, spoke of their desire to install an 8-1x)le Frisbee golf course in Uthia Park for their senior dass project. Discussion Amo~ Commissioners Commissioners agreed to place the topic on the March agenda and invited the students to make a formal presentation to the Commission for further consideration. ADDITIONS OR DELETIONS TO THE AGENDA- None UNFINISHED BUSINESS GUN CLUB LEASE EXTENSION REQUEST Director Robertson introduced Ihe Ashland Gun Club's request to extend Iheir existing lease, scheduled to expire in 2009, for twenty additional years. The bnger lease would allow the dub to seek grants and utilize existing grants for improvements to the facility. Director Robertson referenced correspondence received from the Ashland Historic Commission indicating their interest in nominating the 66-acre Ashland Gun Club site for the National Historic Register and expressing concem lhat a lease extension granted to the dub could hamper those efforts. Public Comment Chuck Partier, 6801 Irish Lane, the President of the Ashland Gun Club, spoke of improvements lhe club made to the property over the years. They have a membership of 400 families, 80% of which are area residents. The club is used by the Oregon National Guard, Ashland City Police, Talent City police, and the local forensics labomt0ry, and hunter and handgun safety classes are taught there. While over a thousand people use the club every year, he assured the Commission that safety concerns have not arisen. Page 3 of 4 Regular Meeting Minutes - February 23, 2004 Ashland Parks and Recreation Commission GUN CLUB LEASE EXTENSION REQUEST, Cont'd. Discussion Amon.q Commissioners Chair Gardiner asked Mr. Shostrom to estimate what portion of the land might be considered historically significant. Referencing the map in the Commission packet, Mr. Shostrom replied lhat the entire area is significant. Vice-Chair Eggers thanked the Ashland Gun Club members and the Ashland Histodc Commission for their input and spoke favorably of a study session at the site. The Parks Commissioners agreed that a site visit, to include all interested parties, would be appropriate within one or two months. Director Robertson recommended scheduling the tour during daylight hours. NEW BUSINESS CONTRACT RENEWAL FOR LITHIA ARTISAN'S MARKET Director Robertson' introduced the request by the Uthia Arts Guild to renew their use permit and service contract, to,operate the Lithia Ariisan's Market on the Calle Guanajuato, and he indicated that Staff recommended the approval of the request for a 5-year period ending October 31, 2008. Jim Young, 1102 Fulton Road in Talent, Chair of the I.ithia Arts Guild, requested an extension to operate the Uthia Artisan's Market on the Calle Guanajuato. He responded to the concern expressed by V'~Chair Eggers regarding amplir~-~l music, assuring the Commission that he and his fellow artisans always try to carefully monitor the sound level and have never heard any complaints in the past. He thanked lhe Parks and Recreation Commission for the wonderful four-year relationship with the Lithia Arts Guild. Cyril Maitland, 66 Crocker Street, President of the Lithia Aris Guild, commented on the wonderful spirit of cooperation and camaraderie within the Guild and on the growth and success of the market on the Calle. The Guild is run like a business, with a manager, an assistant, a paid bookkeeper, and a tax accountant, and it is up-to-date with beth federal and state taxes. He reported that the Guild raises money each year and donates it to an orphanage in Ashland's sister dry in Mexico, and to some local causes. In response to a question about the number of Ashland residents belonging to the Guild, he replied that the majority of Guild members live in Ashland. Discussion Amo~ Commissioners · Commissioner Rosenthal congratulated the Guild members on their philanthropic efforts and for their assistance with the Calle project. MOTION Vioe-Chair Eggers moved to approve the use permit and service contract by the Lithia Arts Guild for the Calle Guanajuato Marketplace for a 5-year period ending October 31, 2008. Commissioner Amamtico seconded the motion. The vote was: 5 yes - 0 no SUB-COMMITTEE and STAFF REPORTS~ TRAIL MASTER PLAN COMMITTEE REPORT Commissioner Lewis reported on both the January 29~ meeting and the February 19~ meeting, stating that the Committee is working on a mission statement, public process and outreach, a written document to accompany the trails plan, a timeline, and maps. The committee plans to separate into subcommittees to divide up the work. Director Robertson reported that he spoke with Public Works Director Paula Brown and obtained permission to use the services of Rich Hall, a Public Works GIS Specialist, to continue creating maps for the project. ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 Diane Amarotico JoAnne Eggers Jim Lewis Rich Rosenthal Don Robetson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 TO: FROM: DATE: RE: Ashland Parks and Recreation Commission Don Robertson, Director March 8, 2004 2004-2005 Parks Commission Budget Action Requested Staff recommends approval of the 2004,2005 Parks Commission budget. Background Over the past two months, the Commission and staff have been busy developing the budget for the fiscal year 2004-2005. This task has been complicated by the loss of the previous Director, Ken Mickelsen. Ken did a terrific j6~ 'of building thc Parks Department over the past 24 years, and his legacy will remain for many, many years in the wonderful facilities-that grace the COm~ttlltty today. When Ken'left the Department, however, so did all hiswisdom, experience, and historical knowledge. Process The budget development process began with individual meetings between~-thc Director and the Commissionqrs~ Thesomeetings served ~ purposes. First, they allowed the new D~or to get to know the personal level. We were able to familiarize ourselves ~with each other's communication styles, thought processes, and preferences. Secondly~ it allowed the Director to identify each Commissioner's areas of interest and the issues associated with them. Finally, it gave us an opportunity to identify perceived areas of strength and weakness within the organization. A script of questions was used to ensure that all the Commissioners had an equal oppommity to provide feedback on the same topics, thus assuring a good cross- section of information. In a less formal structure, information and opinions were sought. All levels of staff were invited to meet with the Director to share their thoughts about the organization, their area of expertise, background, or history. I also had the opportunity to meet with other City staff ranging from the City Administrator to the Finance Director, as well as many others. In addition, I met and conversed with numerous citizens, soliciting their input during the Page 1 Home of Famous Lithia Park information-gathering period. The result of this process was a list of approximately 1 O0 different items that represented issues needing to be resolved, projects to be completed, as well as some editorial comments, suggestions, and ideas. The Commission and Staff convened a meeting as a part of a goal setting process to discuss the outcomes of all the discussions. Each comment was listed and shared, and then the Commission ranked each item as either a high, medimn, or low priority. Some of the comments were cOmbined with others and some were placed in a parking lot for further discussion at a later time. Staff used the feedback to further consolidate topics and develop clarifying statements for each of.the "high priority" issues. At another study session, these were presented and refined into the draft goals. The high priorities included: · Reinvent Recreation · Budget Process · Employee Issues · Water Quality of Ponds · Contracts and Agreements · Oak Knoll Golf Course · Playground Safety · Funding for Open Space and Trail Development The goals are designed to: · Serve as a guide in development of staff work plans · Serve as a guide in the Commission work plan · Serve as a guide in the development of the budget Budget As presented, the 2004-2005 budget allows for progress on each of the Commission's high priority goal's. Key within the budget is the return of full staffing levels for the Recreation Division from the previous year. Other key components to this budget are: the addition of a .5 Community Services Officer, which is a shared position with the Police Department; a 60% shared position with Southern Oregon University for an environmental education specialist; and a 20% increase in staff time for the administrative personnel at the North Mountain Park Nature Center. Other critical components of the budget include funds to: improve the duck pond water quality; remodel the restrooms at Sherwood Park; prepare master plans for the North Main Street property and the Vogel Street property; and make some improvements to the Helman Elementary School playing fields. Conclusion As presented, the proposed budget for fiscal year 2004-2005 is a balanced budget that reflects the goals and ambitions of the Ashland Parks and Recreation Commission. It is also in compliance with all applicable policies and laws of Ashland Parks and Recreation, the City of Ashland, and the State of Oregon. Page 2 Revenues Car~over Property Taxes Intergovemmentel Charges for Service Interest on Investment Miscellaneous Revenues Olhar Financing Sources Revenues Expenditures · Personnel Service Material & Services Caprml OuUay Debt Service Transfer Out Unapp Fund Balance Total Expenditures Revenues Working Capital Canyover Cheque for Services Interest on Investments Transfer In Expenditures Capital Outlay Unappropriated Fund Balance Total Expenditures Revenues Working Capital Carp/over Property Taxes Total Revenues Expenditures Personal Services Materials and Services Unappropriated Fund Balance Total Expenditures Ashland Park Commtsslon 2004/2005 Budget Worksheet Parks and RecreaflonFund Estimate @ 6/3O/2OO4 1~03,t71 3,030,000 9.297 623,076 11,116 43,328 133,000 5,252,988 2,188,178 1,349,161 246,246 24,998 70,000 815t000 4,693,563 Capitsl Improvements Fund Estimate G 6/30/2OO4 367,733 92,000 3,770 70,000 Youth Activ~ Levy Fund Estimate G 36,4O3 I t957~200 t,993,603 85,631 1,887,606 2tO00 1,975,237 03/04 Budget 1,086,879 3,030,000 80,000 689,228 47,000 45,000 133,000 5,111,107 2,337,982 1,564,800 256,325 32,000 70,000 35,000 815~000 5,111,107 03/04 Budget 332,000 92,000 10,000 70~000 270,000 234~000 03/04 Budget 1 ~957~200 1,977,200 1,977,200 Proposed 04/05 Budget 1,375,000 3,152,000 80,000 795,375 18,000 45,000 133t000 5,59~375 2,612,684 1,529,475 260,000 37,000 100,000 35,000 1~024~216 '5,598,375 Proposed04/05 Budget 413;000 243,000 170~000 413,000 Pro~ 04/05 Budget 20,000 2~077~000 89,000 2,006,000 2~000 2,097,000 ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 JoAnne Eggers Michael Gardiner Jim Le~ts 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 March 17, 2004 Frisbee Golf Course Action Requested Provide Staff direCti°n. Background At the February Commission meeting, Evan Dahlquistand Kyle McBaine appeared before the Commission reqUesting permission to develop a Frisbee golf c~e in Lithia Park as a High School senior project requirement. Evan and Kyle will present thdr request for the development of t~ ~.i~luding identification of the various holes or targets. Home of Famous Lithia Park ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET ° ASHLAND, OREGON 97520 JoAnne Eggers Michael Gardiner Jim L.e~s Rich Rosertthal TEL: (54'~) F,~X: (541) 488-.5314 MEMORANDUM TO : Ashland Parks and Recreation Commission FROM : Don Robertson, Director DATE : March 17, 2004 SUBJECT : Public Arts Commission Report on Calle Stairway Project Action Requested Provide Staff dire~on. Background The City's Public Arts Commission is requesting pemfission to move forward with the selection process for art pieces associated with the Calle Stairway Project. This construction project is currently out for bid, There are three art-related co~nents to the project. The first is Granite Street, the second is :the "SCulpture garden,' that includes niche, and the third is~the railing for the stairway itselL one Brace Bayard and D~d Will~rson of .the Publ~ Arts CommissiOrt' Will discuss the individual components, a funding strategy, and the selection process. Home of Famous Lithia Park ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amamlico JoAnne Eggers Jim Le~is Rich Rosenlhal Don Robertson Director TEL.: (541) 488-~340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : DATE : SUBJECT : Ashland Parks and Recreation Commission Don Robertson, Director March 17, 2004 Bicycle and Pedestrian .Commission Request Action Requested Provide Staff direction. Background Staff was approached with a proposal from the AShland BiCycle and Pedestrian Commission to co-sponsor the annual Bike Swap. This 14-year-old event has become a mainstay within the community. The former sponsoring organization found lllat it was no longer possible for the swap. The result was that a group :of citizens held the event last year. Pedestrian Commission is iatemsted in seeing this event continue, but it is concerned that if a co-sponsoring organization does not come fo~ ~the event will not be able to continue. Lexi Delgado will be on hand at the Commission meeting to present this information to determine if the Parks and Recreation Commission is interested in becoming that co- sponsor. Home of Famous Lithia Park March 16, 2004 Attn: Ashland Parks and Recreation Department We are writing as local citizens and Commissioners on the Ashland Bicycle and Pedestrian Commission. Our group is a sub-committee of the commission and oversees the organizing and fund distribution of the Bike Swap. The Ashland Community Bike Swap is a 14 year old event which provides the community an oppommity to buy and sell bicycles and related equipment at reasonable prices. Many local organizations and businesses sponsor the event through their participation, donations, and advertising. Demonstrations, workshops, raffles and other activities make it a fun day for everyone. Over the years several organizations have run this event and the funds generated have gone to various community causes. The Bike Swap's future has been uncertain for the last couple of years. Last. year a few of us on the Bicycle & Pedestrian "rescued" the event and dedicated the proceeds to bicycle education programs in Ashland. Our goal as the organizers of this event is to both ensure the continued success of this community tradition, and to raise funds in support of promoting bicycling and bicycle safety in Ashland and the Rogue Valley. The dilemma we have and why we are approaching your organization is that our commission cannot handle funds, so that aspect of the event remains in our hands as citizens. We are seeking to form a partnership with an organi:~ation which can receive the funds and allocate them to bicycle related causes. We believe that .the Ashland Parks Foundation and the Parks and Recreation Department could be an excellent match for this partnership. We have many solid ideas about how to establish a program for summer bicycle safety and education classes through the Parks Department which will fund itself through the income fi.om the Bike Swap. We would like for you to consider adopting the Bike Swap as co-sponsor of the event. Basically you gain a program, and provide a valuable service to the community while we meet our goal of supporting bicycle safety and education in Ashland. Having an organization to "hold" the event as a primary sponsor, in conjunction with the Bicycle and Pedestrian Commission is our ideal situation this places the event in the hands of organizations rather than individuals ensuring that the event continues as the important local tradition it is, while also providing funds for bicycle related causes on an annual basis. We are prepared to discuss in greater detail, what we have proposed here, and hope this is the beginning of a partnership which will further our mutual goal of promoting positive forms of recreation in Ashland. We thank you for your time and consideration, please contact this years' organizer, Lexi (552-9442) with questions or concerns. Lexi Delgado, John Baxter, David Chapman, and Jack Christman