Loading...
HomeMy WebLinkAbout2005-01 Minutes . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES January 18, 2005 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige Absent: City Council Liaison Amarotico . CALL TO ORDER Chair Gardiner called the study session to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street. OLD BUSINESS REVIEW OF 2004-2005 GOALS Director Robertson reviewed existing 2004-2005 goals and listed progress made to date. Many goals were completed, some were nearly finished, and others required additional work. Discussion Amona Commissioners The commission agreed that most of the 2004-2005 goals were well underway, with a few exceptions, such as the "Funding for Open Space" project and "Implementation of an Environmental Stewardship Program," which includes eradication of non-native species within the parks system. The commission discussed scheduling a future study session to discuss the latter issue in detail. NEW BUSINESS GOAL SETTING FOR 2005-2006 FISCAL YEAR Robertson solicited input from the commission about their desired goals for the upcoming fiscal year. Discussion Amona Commissioners The commission generated a list of approximately thirteen goals. Staff was directed to use the feedback from the meeting to create a goals document for the commission's review at the February study session. ADJOURNMENT - With no further business, Gardiner adjourned the meeting. Respectfully submitted, Susan Dyssegard . Ashland Parks and Recreation Department . . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES January 24,2005 , ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis and Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Amarotico Absent: None CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES ReQular MeetinQ - December 20. 2004 MOTION Eggers moved to approve the minutes. Amarotico seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Sandee Kensinger, 995 Suncrest Road in Talent, requested the use of the North Mountain Park baseball fields for AAA American Legion Baseball games in June and July. The request was prompted by the sudden loss of adequate playing fields in the Medford area for the 2005 season. Discussion AmonQ Commissioners Commissioners and staff expressed interest in supporting the request but stated that additional information, such as numbers of games and parking needs, would be required. Staff was directed to determine the scheduling needs for the local baseball community and to accommodate the teams when possible. Mary Gardiner, Director of the Schneider Museum of Art at Southern Oregon University, announced that two public art events at SOU in February, including a public art lecture and a public art forum, were open to all interested staff members, commissioners, and members of the public. She handed out information and registration forms for the events. ADDITIONS OR DELETIONS TO THE AGENDA - None ELECTION OF OFFICERS Gardiner voiced appreciation for the opportunity to serve as chair in 2004 and expressed interest in serving as chair again in 2005. MOTION Rosenthal moved to nominate Gardiner as chair in 2005. Amarotico seconded the motion. The vote was: 5 yes - 0 no Eggers voiced appreciation for the opportunity to serve as vice chair in 2004 and expressed interest in serving as vice chair again in 2005. Rosenthal expressed interest in serving as vice chair in 2005, MOTION Lewis moved to nominate Rosenthal as vice chair in 2005. Gardiner seconded the motion. MOTION Amarotico moved to nominate Eggers as vice chair in 2005. Eggers seconded the motion. By a show of hands: Rosenthal was elected vice chair for 2005. . . . Page 2 00 Regular Meeting Minutes - January 24, 2005 Ashland Parks and Recreation Commission UNFINISHED BUSINESS - None NEW BUSINESS SHERWOOD PARK RESTROOMS Robertson reminded the commission that reconstruction of the Sherwood Park restrooms was scheduled for 2005 but that expansion of Fire Station #2, which is adjacent to Sherwood Park, might interfere. He invited Fire Chief Woodley to speak to the commission Woodley reported that the City's Capital Improvement Plan calls for the reconstruction of the fire station, with an expected bond initiative slated for the November 2006 election. Preliminary planning has begun, and Woodley is looking at all the vacant parcels of land along the Ashland Street corridor between Walker Street and Tolman Creek Road, with the intention of providing the City Council with an inventory of available parcels and interested sellers. An option might be to expand on-site, but it could pose problems for surrounding areas. Staff was directed to postpone any restroom renovations until after the City Council has made its decision with regard to the proposed expansion. A decision about land acquisition is expected by summer of 2005. NEW BUSINESS NORTH MOUNTAIN PARK AMPLIFICATION REQUEST Teige reported that North Mountain Park staff requested amplification for their annual Earth Day event scheduled for Saturday, April 23, at North Mountain Park from 11 :00 AM to 4:00 PM. Amplification would be used to announce events and to allow musicians the opportunity to amplify their voices or musical instruments. Without amplification, staff has found that the range of sound is limited, which negatively affects the approximately 2,000 event attendees. Discussion AmonQ Commissioners Commissioners remembered that staff requested amplification for the 2004 event and asked how it worked out Staff reported that it was appreciated and well received. In terms of where the amplification would best be used, commissioners learned that it would be targeted predominantly in the shelter where the musicians perform. If approved, staff agreed to direct the speakers away from the creek and to designate a staff person to monitor the sound level throughout the event. Staff was directed to use sound amplification for the 2005 Earth Day event DOG LEASH RULES Gies referred to the packet memo recommending exceptions to the current dog ordinance. Proposed changes to the ordinance would allow leashed dogs in more remote sections of the parks system. Staff recommended the change to the ordinance due to the increase in open space and trails in the forest interface as well as the number of present users currently toting dogs. Gies indicated that, if the change were allowed, staff would be able to properly sign the areas and possibly include dog waste disposal bags at certain trailheads. The areas under consideration include Hald-Strawberry, Siskiyou Mountain Park, Oredson-Todd Woods, the Cottle property, Liberty Street area, Greenway trails, Granite Street property, Burnson property, Lawrence property, and the TID easements currently in place. An additional incentive for allowing dogs would be that enforcement of the dog ordinance would become easier in closed parks such as Lithia Park. One exception would be to allow dogs on the southern-most trail at North Mountain Park so that an alternate route could be signed up the sidewalk on North Mountain Street. The trail could be used to gain access back into the neighborhood and users would have a route to the future trail along Bear Creek. Page 3 00 Regular Meeting Minutes - January 24, 2005 Ashland Parks and Recreation Commission . NEW BUSINESS DOG LEASH RULES, Cont'd. Discussion AmonQ Commissioners Commissioners suggested a one-year trial period to assess the success or failure of the dog ordinance change and to determine future action with regard to permanent changes to the ordinance. Staff was directed to create simple signage, or to change existing signage, and to write a note to the Ashland Police Department informing them about the change to the rules. The commission agreed to review the situation in one year's time. MOTION Eggers moved to allow dogs on leash in the park areas designated by staff, as well as the alternate North Mountain Park route. Lewis seconded the motion. The vote was: 5 yes - 0 no SUB-COMMITTEE and STAFF REPORTS Quarterly Project Update Gies updated the commission on the projects underway, or recently completed, within the parks system, including the North Mountain Park knoll, Lithia Park pond water quality improvements, the Calle Guanajuato stairway project, the BMX Bike Park, and the RFP process for master planning for two park sites in Ashland. ITEMS FROM COMMISSIONERS - None . UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS . Trail Master Plan Committee meeting set for February 17 at 1:00 PM - Parks Office, 340 S. Pioneer. [Note: The meeting was later cancelled.] . Study session set for February 24 at 7:00 PM - Parks office, 340 S. Pioneer. Topics to include: selection of firm to create master plans for two park sites; 2005-2006 goals; and executive session in preparation for the Director's evaluation. . Regular meeting set for February 28 at 7:00 PM - Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES ATTENDANCE \~e b ", '1, ..,':>0 t,;, Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Amarotico Absent: None CALL TO ORDER Gardiner called the study session to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street. OLD BUSINESS RFP SELECTION DISCUSSION Robertson reviewed his memo summarizing the master plan RFP process [for two parks sites in Ashland] to date and urged the commission to discuss the matter and reach consensus about hiring a firm or firms to develop the master plans. Discussion Amona Commissioners The commission, along with the two citizen members - Carol Kale and Julia Sommer - discussed the matter at length. No decisions were made. GOAL SETTING FOR 2005-2006 FISCAL YEAR Robertson reviewed a list of 2005-2006 goals that the commission generated in a prior study session and led a discussion about further refinement of the goals. Discussion Amona Commissioners The commission suggested some potential refinements. NEW BUSINESS - None ADJOURNMENT INTO EXECUTIVE SESSION Executive Session Employee Evaluation ORS 192.660 (1)(i) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT - With no further business, Gardiner adjourned the meeting. Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES February 28, 2005 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Amarotico Absent: None CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Study Session - January 18, 2005 Under Old Business item 11llReview of 2004-2005 Goals," Eggers asked that the sentence in the section "Discussion Among Commissioners" pertaining to "Implementation of an Environmental Stewardship Program" be clarified to read, "which includes establishment of a program and time line for eradication of non-native species within the parks system." MOTION Rosenthal moved to approve the minutes as corrected. Amarotico seconded the motion. The vote was: 5 yes - 0 no ReQular MeetinQ - January 24. 2005 Under Open Forum, regarding Sandee Kensinger's request on behalf of AAA American Legion Baseball to use the North Mountain Park baseball fields in June and July, Eggers asked that the sentence in the section "Discussion Among Commissioners" be augmented to read, "Commissioners and staff expressed interest in supporting the request but stated that additional information, such as numbers of games, impacts on the neighborhood, wear and tear on the fields, and parking needs, would be required. " She asked that the next sentence be changed to read, "Staff was directed to determine the scheduling needs for the Ashland baseball community." Under Election of Officers, Eggers asked that the record reflect that "Rosenthal was elected vice chair for 2005, with three votes for Rosenthal and two votes for Eggers." Under New Business item "North Mountain Park Amplification Request," Eggers asked that the sentence read, 'Teige reported that North Mountain Park Nature Center staff requested....". In the same section, under "Discussion Among Commissioners," Eggers asked that the sentence read, "Staff reported that it was appreciated and there were no complaints." In the final sentence of that section, she asked that the sentence read, "The commission approved use of sound amplification for the 2005 Earth Day event." Under New Business item "Dog Leash Rules," Eggers asked that the section under "Discussion Among Commissioners" read, "Commissioners suggested a one-year trial period to assess the affects of and responses to the dog ordinance change... .". MOTION Eggers moved to approve the minutes as corrected. Rosenthal seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Melissa Mitchell-Hooge, 271 High Street, updated the commission on the work of the Save Our Schools and Playgrounds Committee, for which she serves as president. She announced upcoming meetings and clarified that the committee is dedicated to the mission of saving the Lincoln and Briscoe Elementary School playgrounds as neighborhood parks. . . . Page 2 of4 Regular Meeting Minutes - February 28, 2005 Ashland Parks and Recreation Commission ADDITIONS OR DELETIONS TO THE AGENDA Gardiner asked that "Director's Evaluation" be added under New Business. UNFINISHED BUSINESS BASEBALL FIELD LIGHTS Robertson referenced the packet memo regarding baseball field lights at North Mountain Park, reminding the commission that they last discussed the matter at the October 25 regular meeting, where staff presented a three-step process to help evaluate the potential for lighting the field, The three steps included: 1) Review current literature on the topic of artificial light on natural areas; 2) Perform light meter tests on North Mountain Park natural areas and adjacent properties to the park; and 3) Request a light model of the current fixtures with a "back shield" on the individual fixtures. He welcomed both Linda Chesney of North Mountain Park Nature Center, who prepared a study regarding the ecological effects of artificial lighting of North Mountain Park ballfields, and Tim Butz of Musco Lighting, who came prepared to speak about current lighting technology. Linda Chesney of the North Mountain Park Nature Center summarized the report she prepared for the commission, adding that she received an email from Pepper Trail of the Forensics Lab in which he stated that the current lights have had minimal impact [on ecological aspects at North Mountain Park] and where he expressed no strong objection to the baseball lights, as long as they would be similar to the current soccer lights. In summary, Chesney suggested shielding the lights to the maximum, limiting the duration of their use, and maximizing shading from wetlands and stream areas to prevent light from reaching those areas. Steve Gies reported on the results from the 20 light meter samples taken at the North Mountain Park natural area and adjacent property to the park. He indicated that the samples were taken with the soccer lights both on and off. Tim Butz of Musco Lighting passed out literature on the proposed baseball lights and talked about the recent technology advancements in the lighting of sports fields. In terms of cost, he reported that baseball lights would be similar to soccer lights in terms of purchase price but would provide a 40% energy savings over the older style of field lights. Greg Weston of Ashland, representing Ashland Legion Baseball, Babe Ruth Baseball, and Ashland High School baseball, spoke in support of lighting the baseball fields for the benefit of the players and their families and friends, and reported that the baseball community is prepared to begin raising funds to contribute toward the lights, Discussion Amonq Commissioners Robertson read the email he received from Karl Kemper, Athletic Director at Ashland High School, who wrote in support of installing baseball lights at the North Mountain Park baseball fields. Several commissioners spoke in favor of the lights, listing reasons such as increased safety of the sport, allowing families to enjoy evening games, the enhancements that lights would provide to the facility, and the fact that many of the environmental questions were answered by Linda Chesney's report. Opposition was voiced in terms of the lack of guarantee that light would not shine in areas for which it was not intended, concerns regarding reflected light, the desire to refrain from compromising the natural area in any way, and the fact that other expenditures might supersede baseball lights in terms of budgetary goals for the upcoming fiscal year. Commissioners directed staff to prepare a list of projects for the 2005-2006 fiscal year and to determine where the baseball lights would fall in terms of budget priorities. The group agreed to discuss the matter again at the March 14 study session. . . . Page 3 of 4 Regular Meeting Minutes - February 28, 2005 Ashland Parks and Recreation Commission UNFINISHED BUSINESS, Cont'd. GREENBRIAR RIGHT-OF-WAY VACATION REQUEST Robertson reminded the commission that a citizen requested they sign a petition to vacate the road easement that extends from Greenbriar into the North Main property. Initially, the commission was not interested in vacating that street right-of-way because it provided the only potential access point from the north into the property. The commission's biggest concern at that time was that the pedestrian access easement would be affected. Since that time, Public Works spoke with the requesting property owners and endorsed the vacation of the street easement, maintaining a pedestrian access easement and a utility easement through the property. Robertson indicated staff's agreement with the assessment by Public Works as long as a full-width pedestrian access easement could be maintained on what would become the vehicle or street easement. Discussion Amonq Commissioners Several commissioners agreed with the right-of-way vacation request while another commissioner felt the need to complete the master plan for the North Main Street park site before making such a determination. MOTION Rosenthal moved to vacate the Greenbriar right-of-way with the provision that a pedestrian access easement and a utility easement be maintained. Amarotico seconded the motion. The vote was: Commissioners Amarotico, Gardiner, Lewis, Rosenthal - yes Commissioner Eggers - no NEW BUSINESS VACATION AND SICK LEAVE DONATION POLICY Robertson reported that staff intended to submit the entire personnel handbook to the commission for consideration at a future date, but that some issues within the department prompted staff to request a single policy review ahead of the complete document. Discussion Amonq Commissioners A commissioner asked whether vacation and sick leave donation policies are common in city governmental offices and was informed that they are. MOTION Eggers moved to approve adoption of the policy on vacation and sick leave donation as outlined by staff. Lewis seconded the motion. The vote was: 5 yes - 0 no RFP AWARD Robertson updated the commission on the progress regarding the RFP process for two park sites within Ashland. After a lengthy review process by a committee, followed by an extensive commission discussion at the February 24 study session, Robertson learned that one of the pending vendors was willing to negotiate his price if needed. Discussion Amonq Commissioners Commissioners debated the pros and cons of the landscape architecture firms and again stated their preferences for each vendor I park site. MOTION Amarotico moved to approve awarding contracts for master plan designs for two park sites in Ashland to two different landscape architecture firms: David Lewis for the Vogel property and Lango Hansen for the N. Main Street I Scenic property. The vote was: Commissioners Amarotico, Gardiner, Rosenthal- yes Commissioners Eggers, Lewis - no Page 4 of 4 Regular Meeting Minutes - February 28, 2005 Ashland Parks and Recreation Commission . NEW BUSINESS, Cont'd. DIRECTOR'S EVALUATION REPORT Gardiner reported on the February 24 performance review of the Director of Ashland Parks and Recreation and called for a motion. MOTION Rosenthal moved to approve the granting of a merit increase to the Director of Ashland Parks and Recreation, retroactive to January 1, 2005, in accordance with the contractual obligation. Lewis seconded the motion. The vote was: 5 yes - 0 no . SUB.COMMITTEE and STAFF REPORTS Golf Course Subcommittee Update Robertson updated the commission on the Oak Knoll Golf Course RFP process, reporting that 33 packets were sent out in response to requests from interested parties, with three proposals received as of the closing date [one of which was incomplete]. He reported that the review committee will meet on March 3 to decide whether to move forward with interviews or to open the process up to allow more people to submit proposals. ITEMS FROM COMMISSIONERS Eggers reported on the recent work of the Ashland Watershed Partnership, including an update on the status of the Billings Golf Course proposal, for which there is not an application on file with the county. She also reported on the update from the riparian ordinance Citizen's Committee representative and the desire on the part of all concerned to serve the entire community. Eggers reminded the commission that she represents the Parks Commission in her role as a regular voting member on the Forest Lands Commission. Her three-year term is complete and she expressed interest in serving another three-year term, unless another commissioner wished to serve. Barring none, she agreed to serve another term, with Lewis as her backup, Eggers asked that staff report each year on how the Parks Department works with the City with respect to restoration and fire hazard reduction on parkland. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS . Study session set for March 14 at 7:00 PM - Parks office, 340 S. Pioneer. . Trail Master Plan Committee meeting set for March 17 at 1 :00 PM - Parks Office, 340 S. Pioneer. [Note: The meeting was later postponed.] . Regular meeting set for March 28 at 7:00 PM - Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting. Respectfully submitted, ~~ S'usan Dyssegard . Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES ATTENDANCE \':e b 7 ." I .., {)O \,,;5 Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Amarotico Absent: None CALL TO ORDER Gardiner called the study session to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street. OLD BUSINESS RFP SELECTION DISCUSSION Robertson reviewed his memo summarizing the master plan RFP process [for two parks sites in Ashland] to date and urged the commission to discuss the matter and reach consensus about hiring a firm or firms to develop the master plans. Discussion Amona Commissioners The commission, along with the two citizen members - Carol Kale and Julia Sommer - discussed the matter at length. No decisions were made. GOAL SETTING FOR 2005-2006 FISCAL YEAR Robertson reviewed a list of 2005-2006 goals that the commission generated in a prior study session and led a discussion about further refinement of the goals. Discussion Amona Commissioners The commission suggested some potential refinements. NEW BUSINESS - None ADJOURNMENT INTO EXECUTIVE SESSION Executive Session Employee Evaluation ORS 192.660 (1)(i) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT - With no further business, Gardiner adjourned the meeting. Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation . I. . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES March 14,2005 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige None Absent: CALL TO ORDER Gardiner called the study session to order at 7:30 p.m. at the Parks office, 340 S. Pioneer Street. OLD BUSINESS 2005.2006 BUDGET DISCUSSION Robertson reviewed the 2005-2006 budget process to date and reported that revenues were sound, with a larger-than-anticipated cash carryover from the 2004-2005 fiscal year. He asked staff to present their fiscal overviews for the upcoming year. Discussion Amonq Commissioners The commission discussed numerous aspects about the budget process and projects slated to occur in the next fiscal year. Topics included expenditures at various park facilities, staffing issues, optional budgetary considerations in the Recreation Division, Youth Activities Levy funding, the relationship between the Parks Department and the Ashland School District, proposed Capital Improvement Plan expenditures, and others. The commission directed staff to compile an itemized list of Capital Improvement Plan projects [and associated costs] for future review by the commission. NEW BUSINESS DIRECTOR REVIEW PROCESS Gardiner reviewed his memo outlining potential changes to the Director review process. Discussion AmonQ Commissioners Commissioners agreed to discuss the matter in more detail at a future time. ADJOURNMENT - With no further business, Gardiner adjourned the meeting. Respectfully submitted, , ~[)~ Susan Dyssegard Ashland Parks and Recreation . City of Ashland PARKS AND RECREATION COMMISSION SPECIAL MEETING MINUTES March 14,2005 ATTENDANCE Present: Absent: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige None . CALL TO ORDER Gardiner called the special meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street. OLD BUSINESS POOL RESURFACING CONTRACT Teige reviewed her memo regarding the proposed resurfacing of the Daniel Meyer Pool at Hunter Park and requested that the commission consider entering into a contract with Ken's Pool and Patio [the sole bidder on the project]. Discussion AmonQ Commissioners The commission discussed details about the bid, including the estimated price of $67,485, which came in above the proposed project price of $50,000 [due to BOll wage law requirements). MOTION Rosenthal moved to approve entering into a contract with Ken's Pool and Patio for pool resurfacing; Eggers seconded the motion. The vote was: 5 yes - 0 no GOLF PRO CONTRACT Robertson summarized his memo outlining the RFP process for securing a management services contractor at the Oak Knoll Golf Course. He reported that, following an extensive review process by a committee, Mr. Bob Haney was chosen as the best candidate for the contract. Robertson requested the commission's approval in accepting the Haney proposal. Discussion AmonQ Commissioners The commission discussed various aspects of the proposal, including food service, percentages of fees associated with the golf pro shop and the driving range, and other logistical details. MOTION Eggers moved to approve entering into a contract with Bob Haney based on City Attorney review; Lewis seconded the motion. The vote was: 5 yes - 0 no NEW BUSINESS - None ADJOURNMENT - With no further business, Gardiner adjourned the meeting. Respectfully submitted, . ~~ Susan Dyssegard Ashland Parks and Recreation . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES March 28, 2005 . ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Amarotico Absent: None CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Study Session - February 24,2005 MOTION Lewis moved to approve the minutes as written. Rosenthal seconded the motion. The vote was: 5 yes - 0 no Reaular Meetina - February 28. 2005 Under Unfinished Business item "Baseball Field Lights," Eggers asked that the minutes be clarified to state: "so they [the commission] could determine where baseball lights would fall in terms of priorities." Under New Business item "RFP Award," Eggers requested that the sentence under "Discussion Among Commissioners" be changed to read: "Commissioners debated the pros and cons of the strengths and weaknesses of the proposals." Under New Business item "Director's Evaluation Report," Eggers asked that the motion read: "in accordance with the contractual provision." MOTION Rosenthal moved to approve the minutes as corrected. Eggers seconded the motion. The vote was: 5 yes - 0 no Special Meetina - March 14,2005 MOTION Eggers moved to approve the minutes as written. Rosenthal seconded the motion. The vote was: 5 yes - 0 no Study Session - March 14,2005 MOTION Lewis moved to approve the minutes as written. Rosenthal seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Melissa Mitchell-Hooge, 271 High Street, of the Save Our Schools and Playgrounds committee, distributed packets to commissioners consisting of: historical photos of Lincoln Elementary School; results from a survey conducted in Ashland [regarding the preservation of Lincoln School as a neighborhood park]; and potential long-term funding options for retaining both Lincoln and Briscoe School playgrounds as neighborhood parks. ADDITIONS OR DELETIONS TO THE AGENDA . Commissioners agreed to discuss the New Business item "Little League Request" before Unfinished Business. Page 2 of3 Regular Meeting Minutes - March 28, 2005 Ashland Parks and Recreation Commission . NEW BUSINESS ASHLAND LITTLE LEAGUE REQUEST Gies reported that Ashland Little League requested the installation of a permanent batting cage facility at Hunter Park in place of the temporary cages installed by Parks staff each year. He stated that the group requested the use of the site only, and that they were prepared to fund the project and to provide all necessary labor. He added that the temporary cages get vandalized nearly every year, and a permanent facility might alleviate the problem. Jack Opgenorth, 575 Elizabeth Avenue [Ashland Little League vice president], and Matt Small, 385 Cherry Lane [design architect], explained the project to the commission. Opgenorth urged the commission to allow the installation of the permanent batting cage facility at Hunter Park while Small presented the site plan for the project, noting that it was designed to avoid harming existing trees and to match the current snack bar structure. Both indicated that installation of lights would extend the use of the facility during the shorter days of the year, and that the design would allow the structure to be locked, which could deter vandalism and theft. Discussion Amonq Commissioners Commissioners asked how the facility would be constructed and were informed that it would be made from cinder block and roofed with composition shingles. A commissioner expressed interest in using natural lighting instead of artificial lighting while another commissioner asked about the cost of the project and was told that $35,000 was budgeted for it, with the hope that donated services might lower the cost. Commissioners thanked the guests for their proposal and agreed to evaluate the project and discuss it at a . future meeting. UNFINISHED BUSINESS BUDGET NARRATIVE Robertson outlined the budget narrative document enclosed in the commission packets, stating that the City's intent for the document was to develop measurable performance goals, with an annual review to generate performance goals for the upcoming budget year. He asked for input from the commission on the Parks pages, which included sections on Parks, Recreation, Golf, Capital Improvement Fund, and the Youth Activities Levy. He asked whether commissioners wished to include goals for the new fiscal year. Discussion Amonq Commissioners Commissioners asked a number of clarifying questions about specific items within the document and agreed that inclusion of the goals would be appropriate. They read and scanned through the document, noting their comments, questions, and concerns and instructing staff to modify and edit the document. Staff agreed to submit the revised document to the Finance Department for inclusion in the City's overall budget book. CAPITAL BUDGET DISCUSSION Robertson reminded the commission that, at the conclusion of the March 14 study session, staff was directed to develop an itemized list of potential capital improvement projects and necessary equipment purchases. The projects and equipment identified totaled $647,100, which included funds to remodel facilities, replace playground equipment, possibly develop Phase I of Vogel and lor North Main Street park site properties, and potentially to acquire open space properties and trail easements. Discussion AmonQ Commissioners . Eggers advocated for land acquisition and development, noting the importance of shifting budget funds to accommodate increasingly high land prices. Staff agreed to itemize "General Park Improvements," to shift money into park development I acquisition, and to prepare for further discussion at the April study session. Page 3 of3 Regular Meeting Minutes - March 28, 2005 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS, Cont'd. 5.YEAR CAPITAL IMPROVEMENT PLAN Robertson directed commissioners' attention to the packet memo regarding potential 2002-2006 long-term capital improvement projects. He requested that staff be given direction on prioritizing projects by importance or by proposed year of completion. Discussion AmonQ Commissioners Commissioners directed staff to prioritize projects by proposed year of completion. Staff encouraged commissioners to suggest additional projects as appropriate. Rosenthal asked for the inclusion of funding for a parking lot at the driving range at Oak Knoll Golf Course [which was listed as a goal following a 2003 Golf Course Subcommittee meeting]. NEW BUSINESS RESERVOIR PARKING Robertson reported that the Public Works Department will replace a waterline from the Reeder Reservoir through a portion of the swimming reservoir [and its associated parking area] in the spring and summer of 2005. Following completion of the project, Public Works will reinstall parking spaces to either current standards or improved standards in the form of additional spaces at the reservoir. Since current parking spaces are inadequate on busy days at the reservoir, he questioned whether it would be appropriate to ask Public Works for additional parking spaces upon completion of the project. Discussion AmonQ Commissioners . Eggers expressed concern about the riparian vegetation near the reservoir and suggested the possibility of closing down parking on the creek side. When asked about the deadline for requesting additional parking spaces at the reservoir, staff reported that the project will be completed in early July and Public Works needs an answer soon. Staff was directed to ask Public Works to create additional parking spaces near the reservoir, but not on the side bordering the creek, SUB.COMMITTEE and STAFF REPORTS Commissioners read two pieces of correspondence from members of the public and directed staff to research them and refer them to appropriate staff members, commissions, or departments. ITEMS FROM COMMISSIONERS Eggers asked staff to schedule a meeting in the near future to discuss pending requests for plaques, signs, and memorials within the parks system. UPCOMING MEETING DATE(S} and PROPOSED AGENDA ITEMS . Study session set for April 18 at 7:00 PM - Senior Center, 1699 Homes Avenue. . Regular meeting set for April 25 at 7:00 PM - Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 9:25 PM. Respectfully submitted, . Susan Dyssegard Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES April 18, 2005 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Amarotico Absent: None CALL TO ORDER Gardiner called the study session to order at 7:00 p.m. at the Senior Center, 1699 Homes Avenue, and welcomed the guests, inviting them to speak to the commission. OPEN FORUM Greg Weston, 620 Sherwood Avenue, speaking on behalf of the baseball community in Ashland, requested the installation of lights at the baseball field at North Mountain Park. NEW BUSINESS SENIOR CENTER OPERATIONS Robertson introduced Sharon Laws, Senior Center Director, and invited her to speak to the commission. Laws expressed appreciation for the use of the building and spoke of the programs and services offered to the senior citizens of Ashland. She provided a brief history of the center, explaining how it came to be owned and operated by the city Discussion Amonq Commissioners Commissioners asked some clarifying questions about the center and thanked Laws for her work with the seniors of Ashland on behalf of the city. OLD BUSINESS PROPOSED CAPITAL EXPENDITURE PLAN Robertson presented proposed capital expenditures for the 2005-2006 fiscal year, including: Hunter Park building upgrades; playground upgrades; tennis light upgrades; baseball light installation; equipment replacements; and other specific and general park improvements. The proposed capital expenditure plan included estimated costs for each item, with a total estimated capital outlay of $647,100. 5-YEAR CAPITAL IMPROVEMENT PLAN Robertson presented a 5-year capital improvement plan, which was based on feedback he received from commissioners throughout the 2005-2006 budget planning process and on an existing 5-year plan found in departmental archives. He asked for feedback from the commission on both of the proposed plans. Discussion Amonq Commissioners The commission discussed listed projects and debated whether to include all of them or to eliminate some in favor of open space and land acquisition funding. The commission directed staff to assess the potential cost savings of new tennis lighting (to replace existing lighting) and to present the information at the regular meeting on Monday, April 25, 2005. ADJOURNMENT - With no further business, Gardiner adjourned the meeting at 9:00 p.m. Respectfully s,ubmitted, ..~~. ~~~ Susan Dyssegard Ashland Parks and Recreation .. . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES April 25, 2005 . ATTENDANCE Present: Commissioners D, Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison A. Amarotico Absent: None CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Re!:!ular Meetin!:! - March 28, 2005 Under Unfinished Business item "Capital Budget Discussion," Eggers asked that a sentence be clarified to read: "Eggers advocated for land acquisition and development, noting the importance of shifting budget funds beginning with the upcoming fiscal year, because land prices are increasing at a much greater rate than the overall cost of living." MOTION Rosenthal moved to approve the minutes as amended, Eggers seconded the motion. The vote was: 5 yes - 0 no Study Session - April 18, 2005 Under Old Business item "5-Year Capital Improvement Plan," Eggers requested that the first sentence be changed to read: "Robertson presented a 5-year capital improvement plan, which was based on suggestions he received from commissioners, staff, and the general public throughout the 2005-2006 budget planning process and on an existing 5-year plan found in departmental archives." MOTION Lewis moved to approve the minutes as amended. Rosenthal seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Julia Sommer, 573 Scenic Drive, speaking on behalf of the Scenic Condo Association and neighbors in the surrounding area, expressed concern about the large tractor trailer container containing CERT supplies that was deposited on the N. Main / Scenic park site approximately one month ago by the Ashland Fire Department. She conveyed her overall disappointment with the condition of the park site, including the lack of maintenance, the dearth of "No Parking" signs, and the generally unsafe and unclean conditions at the location. Susan Rust, 42 N. Wightman Street, spoke of her appreciation for the work of the Ashland Parks and Recreation Commission and the department, and especially for the work of the staff at N. Mountain Park in terms of their Environmental Stewardship Program. She also expressed gratitude for the fire reduction efforts in the Siskiyou Mountain Park area, the management of forest lands, the trails work around and within the city, and the public meetings regarding the development of a linked trails system in Ashland. . ADDITIONS OR DELETIONS TO THE AGENDA None. . . . Page 2 of 4 Regular Meeting Minutes - April 25, 2005 Ashland Parks and Recreation Commission UNFINISHED BUSINESS LITTLE LEAGUE BATTING CAGE REQUEST Robertson reminded the commission about the request by the Ashland Little League to add a permanent batting cage structure at Hunter Park. He suggested placing the permanent structure closer to the baseball field [than where the temporary cage is currently located] to allow for future growth of the tree canopy. Jack Opgenorth, 575 Elizabeth Avenue [Ashland Little League vice president], and Matt Small, 385 Cherry Lane [design architect], reiterated their desire to install a permanent batting cage facility at Hunter Park and responded to the concern expressed at the March meeting regarding lighting the proposed batting cage. Opgenorth and Small agreed with the staff suggestion to move the cage closer to the baseball field. Discussion Amonq Commissioners Commissioners discussed avoiding the drip lines of trees and deliberated about whether the structure would require lights. Gardiner called for a motion. MOTION Lewis moved to approve the installation of a permanent batting cage structure at Hunter Park, including lights, on the condition that staff would oversee and approve adequate setbacks, Rosenthal seconded the motion. The vote was: 5 yes - 0 no BUDGET APPROVALS Robertson read aloud the packet memo entitled "Adoption of Proposed 2005-2006 Budget" and thanked staff members and the commission for their efforts throughout the budget preparation process. He recommended the approval of the proposed 2005-2006 APRC budget. Susan Rust, 42 Wightman Street, asked staff to post the Parks Department budget on the City's Web site for the benefit of the citizens of Ashland, and she spoke of her appreciation for the funds allocated toward open space acquisitions in the coming fiscal year. Greg Weston, 620 Sherwood Lane, spoke on behalf of the local baseball community in requesting the inclusion of North Mountain Park baseball field lights in the 2005-2006 budget. Discussion Amonq Commissioners Commissioners reviewed the memo and Eggers offered some clarifying points, specifically with regard to the support the department would provide to the senior community in Ashland. Commissioners reviewed the Parks budget spreadsheets and asked questions relating to a number of items, including potential cost savings for tennis court lights. Eggers again expressed her uneasiness with the inclusion of funds for baseball field lights and reiterated her desire for a renewed effort with regard to the acquisition of open space property. Rosenthal asked the commission to consider developing a long-term capital improvement plan for the Oak Knoll Golf Course in the upcoming fiscal year. Eggers asked a number of additional questions relating to details within the spreadsheets and staff provided feedback. Commissioners expressed appreciation for the information provided during the budget process, and Gardiner called for a motion. MOTION D. Amarotico moved to approve the proposed 2005-2006 Ashland Parks and Recreation Commission budget. Rosenthal seconded the motion. The vote was: 5 yes - 0 no . Page 3 of4 Regular Meeting Minutes - April 25, 2005 Ashland Parks and Recreation Commission . NEW BUSINESS UTILITY EASEMENT REQUEST Robertson reported that two citizens requested a utility easement across Parks-owned land at 752 Terrace Street. He welcomed the property owner and the developer and invited them to speak to the commission. Dallas Hymans, 752 Terrace Street [property owner] and Tom Bradley, 700 Terrace Street [property developer] requested a utility easement at the top of a 5-acre lot between Terrace Street and Ashland Loop Road, at the forest interface but within City limits, that would be sufficiently wide to enable the placement of a natural gas line for a private residence. Discussion AmonQ Commissioners Commissioners asked about the history of the property and staff provided background information. Robertson informed the commission that utility easements are common in many places, When asked whether utility equipment could damage the land, the commission was told that the small equipment used for such purposes generally does not harm the landscape to any significant degree. Lewis asked that the easement be limited to a single-service easement [gas only] for a single residential unit so as to minimize potential damage to the land, He also asked that staff review the project and approve it in terms of potential impacts on the surrounding trails and plant life. Gardiner called for a motion MOTION Eggers moved to approve recommending to the City Council the request for a utility easement across Parks-owned land, on the condition that it would be used solely for a single residence and a single utility, and contingent upon staff review and approval in terms of environmental impacts. Lewis seconded the motion. . The vote was: 5 yes - 0 no SIGNS, PLAQUES APPROVALS Gies reported that the Signs, Plaques, and Memorials Subcommittee and staff toured Lithia Park with the intention of locating areas within the park that might accommodate benches with plaques, and that they found three sites that could accommodate a total of four benches. He reported that the subcommittee reviewed all existing requests for benches with plaques and found four that clearly fit the criteria outlined by the subcommittee. Judy Kettler, 488 Lori Lane, requested the placement of a memorial bench with a plaque in Lithia Park in honor and memory of her husband, Jake Kettler, who was deceased more than one year ago. Discussion AmonQ Commissioners Commissioners voiced appreciation for the work of the subcommittee and Gardiner called for a motion, MOTION Lewis moved to approve the placement of four benches with plaques in Lithia Park. Rosenthal seconded the motion. The vote was: 5 yes - 0 no . SUB.COMMITTEE and STAFF REPORTS Robertson reported that the Ashland City Council proposed a series of joint study sessions with the Parks Commission and the Ashland School Board in June and July to discuss topics of mutual interest or concern, including the lease on the Ashland Gun Club, open space funding, the future of the Briscoe and Lincoln Elementary School playgrounds, and any other issues of mutual concern. Commissioners agreed to the proposed meetings and requested notification of specific dates and times in the near future. Robertson thanked North Mountain Park staff for their outstanding work in creating a successful 2005 Earth Day event on Saturday, April 23, at which approximately 4,000 people attended. , , . Page 4 of 4 Regular Meeting Minutes - April 25, 2005 Ashland Parks and Recreation Commission . ITEMS FROM COMMISSIONERS Eggers updated the commission on the outcome of the recent goal setting study session of the Forest Lands Commission, on which she serves as a regular voting member. Eggers asked staff for an update on the landscaping at the Meadowbrook Park II subdivision. Commissioners discussed the request from the Ashland Chamber of Commerce for the use of Lithia Park; specifically, the Butler Bandshell and the lawn area between the playground and the lower duck pond, on July 3 and 4, for the purpose of staging and conducting the annual 4th of July events in the park, Eggers asked that vendors be instructed not to drive their vehicles on the vegetation and not to dump their wastewater into the gutters, and that Chamber organizers provide an alternative receptacle for the wastewater. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Public meeting set for April 28, 2005, at 6:30 PM, Pioneer Hall, 73 Winburn Way, for the purpose of receiving public input toward the development of a master plan for the N. Main I Scenic park site, · Study session set for May 16 at 7:00 PM - Parks Office, 340 S. Pioneer. · Regular meeting set for May 23 at 7:00 PM - Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 8:55 PM. Respectfully submitted, . Susan Dyssegard Ashland Parks and Recreation . . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES May 16, 2005 ATTENDANCE Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige Absent: None CALL TO ORDER Gardiner called the study session to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. OPEN FORUM None NEW BUSINESS DISCUSSION ON OPEN SPACE FUNDING Robertson reviewed funding options discussed in previous years and invited the commission to provide feedback and suggestions for generating additional funding sources for open space acquisitions. Discussion Amonq Commissioners Commissioners discussed the short-term and long-term open space plans, which were previously approved by the City Council, and reviewed current funding sources, including the one-cent Ashland meals tax and Systems Development Charges. Robertson provided an updated accounting of monies collected to date from these sources, with a projection for totals collected through 2010. Commissioners talked about methods for generating additional funding for open space purchases, including increasing the meals tax and SDCs, and they also discussed assigning dollar figures to proposed properties on the short-term open space plan. The commission asked staff to have the SDC worksheet updated. Once it is updated, the commission agreed to submit the worksheet to the SDC Committee, with the intention of requesting an increase in the percentage Parks receives from those charges. The commission also asked staff to request from the SDC Committee a timeline for when they will review the updated Parks SDC worksheet. ADJOURNMENT - With no further business, Gardiner adjourned the meeting at 9:00 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation " . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES May 23, 2005 . ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent T eige; City Council Liaison A. Amarotico Absent: Chair Gardiner CALL TO ORDER Rosenthal called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Reqular Meetinq - April 25. 2005 MOTION Eggers moved to approve the minutes as written. Lewis seconded the motion. The vote was: 4 yes - 0 no Study Session - May 16. 2005 Under New Business item "Discussion on Open Space Funding," Eggers requested that the first sentence in the section "Discussion Among Commissioners" be changed to read: "Commissioners discussed the short-term and long-term open space plans, which were previously approved by the Parks Commission and City Council..... In the final paragraph of that section, Eggers requested that the second sentence be revised to state that "the commission agreed to submit the worksheet to the SDC Committee, with the intention of requesting an increase in the SDCs dedicated to Parks... ,II MOTION Eggers moved to approve the minutes as amended. D. Amarotico seconded the motion. The vote was: 4 yes - 0 no . PUBLIC PARTICIPATION OPEN FORUM Aaron Benjamin, 740 Emigrant Creek Road, asked about the status of the Ashland Gun Club lease extension request and spoke in favor of developing the North Main at Scenic park site into a multi-use property, with a portion designated for affordable housing and the remainder developed into a neighborhood park. ADDITIONS OR DELETIONS TO THE AGENDA None. UNFINISHED BUSINESS None, NEW BUSINESS REQUEST BY L1THIA MOTORS Robertson reported that staff received a request from Lithia Motors asking for support from the commission in obtaining permission from the City Council to waive the ordinance banning alcohol in City-owned parks, as the corporation wished to serve alcohol at an event in Lithia Park on August 15. He introduced Paul Jacobs of Lithia Motors, inviting him to speak to the commission. Page 2 of3 Regular Meeting Minutes - May 23,2005 Ashland Parks and Recreation Commission NEW BUSINESS REQUEST BY L1THIA MOTORS, Cont'd. Paul Jacobs, Manager at Lithia Motors, spoke on behalf of Lithia Automotive Group in requesting support from the commission for a waiver of the City ordinance banning alcohol in parks. His request stemmed from a desire on the part of Lithia Motors management to serve wine and beer at a semi-annual general managers' meeting in Lithia Park, and he asked that the commission recommend approval to the City Council for the one-time request. Discussion AmonQ Commissioners Commissioners discussed the matter and agreed that the pre-prohibition City ordinance banning alcohol in parks could not easily be waived. Robertson reported that staff receives many similar requests each year, and each one is denied, and he reinforced the fact that the City Council is authorized to make decisions regarding waivers of City ordinances while the Parks Commission is not. MOTION Eggers moved to recommend to the City Council the denial of the request by Lithia Motors to serve alcohol in Lithia Park. Lewis seconded the motion, The vote was: Commissioners D. Amarotico, Eggers, Lewis - yes Commissioner Rosenthal - no TRESPASS APPROVAL Robertson referenced the packet memo regarding the request from the Ashland Police Department's CAP officer for authorization by the Parks Commission for the exclusion of certain repeat offenders from City parks for no more than 30 days. Discussion Amonq Commissioners Commissioners spoke in support of the trespass notice and discussed authorizing the director to sign it on their behalf. MOTION Lewis moved to approve the suggested modifications to the trespass notice, including extending the notice period to "up to 30 days" and the placement of the director's name in the signature line. D. Amarotico seconded the motion. The vote was: 4 yes - 0 no DESIGN PARAMETERS FOR THE VOGEL PROPERTY Robertson reported on the conference call meeting between the landscape architecture firm of David Lewis and Associates, as well as Parks staff, commissioners, and others. He indicated that the purpose of the meeting was to target potential issues relating to the Vogel project and to identify potential stakeholders. Robertson reviewed current uses of the property, including horse boarding and a community garden, and he reported that Lewis suggested the local distribution of a survey to gauge the desires within the community for the uses of the property. Finally, Robertson reported that Lewis suggested establishing design parameters for the purpose of directing the design team about appropriate potential uses for the property. Public Input Bryan Holley, 324 Liberty Street, talked about the value of community gardens within both urban and rural communities and voiced his support for Parks to continue providing community garden plots at their present location. Ted Loftus and Katherine Mahoney, 295 Beach Street, spoke in support of community gardens in Ashland and throughout the country, stating that they provide opportunities to share and educate others about gardening. They advocated for additional plots at the Vogel site to best meet the needs of gardeners in the community. .. ~ Page 3 of3 Regular Meeting Minutes - May 23, 2005 . Ashland Parks and Recreation Commission NEW BUSINESS DESIGN PARAMETERS FOR THE VOGEL PROPERTY, Cont'd. Public Input, Cont'd. Patrick Marcus, 813 Leonard Street, outlined three points, including: 1) thanking the Parks Commission for their willingness to include the public in the design process; 2) advocating for the inclusion of community garden plots within the Vogel park site; and 3) speaking with concern about overnight camping at the location, especially in the shed in the winter. Marcus asked for increased security patrols to monitor and control potential vagrancy. Discussion Amonq Commissioners Commissioners spoke of the value of working with the public to develop the vision for the Vogel park site and discussed potential uses for the land. Eggers questioned whether the mission of the commission included designating public land for private use, as it is not done in other areas within Ashland. Robertson agreed to provide the commission with a list of city-owned and operated community gardens in the state of Oregon. SUB-COMMITTEE and STAFF REPORTS Teige thanked the Bicycle and Pedestrian Commission for their invaluable assistance at the annual Bike . Swap on May 7. She reported that this was the first year Ashland Parks and Recreation ran the event and that it was very successful. . ITEMS FROM COMMISSIONERS Eggers spoke about the May 21 .Stream Team" event, reporting that it was a successful, well-planned community activity. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Trail Master Plan meeting - May 26,2005, at 1 :00 PM - Parks Office, 340 S. Pioneer Street. · Public meeting on North Main StreeVScenic Park site - June 1, 2005, at 6:30 PM - Mountain View Retirement Home, 548 N. Main Street. · Public meeting on Vogel Property park site - June 11, 2005, at 10:30 AM - Ashland Christian Fellowship Coffee Shop (The Upper Room), 50 E. Hersey Street. · Study session - June 20, 2005, at 7:00 PM - Parks Office, 340 S. Pioneer. · Regular meeting - June 27, 2005 at 6:30 PM - Ashland Senior Center, 1699 Homes. · Joint study session with the City Council and the Ashland School Board - June 27,2005, at 7:00 PM - Ashland Senior Center, 1699 Homes. ADJOURNMENT - By consensus, with no further business, Rosenthal adjoumed the meeting at 8:25 PM. Respectfully submitted, ~~ Susan Dyssegard . Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES June 20, 2005 ATTENDANCE Present: Commissioners D, Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; City Council Liaison A. Amarotico Absent: Superintendent Teige CALL TO ORDER Gardiner called the study session to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. OPEN FORUM None NEW BUSINESS PREPARATION FOR UPCOMING MEETINGS Robertson reviewed upcoming commission meetings, including: · Joint study session with the City Council and the Ashland School Board on June 27 - Ashland Senior Center, 1699 Homes - 7:00 PM. · Study session on July 18 - Parks office, 340 S. Pioneer- 7:00 PM. · Joint study session with City Council on July 20 - Council Chambers, 1175 East Main - 12:00 PM. Discussion Amonq Commissioners Commissioners discussed agenda topics for each meeting. Topics will include: · June 27 joint study session o Urban growth boundary - How City will best serve needs of growing community o Demographics - How City will adjust services to meet needs of aging population o School district I Parks maintenance - Issues of mutual concern o Future topics - TBD · July 18 study session o Oak Knoll Golf Course issues o Ashland Community Garden issues · July 20 joint study session o Ashland Gun Club issues Robertson agreed to gather information about community gardens in other jurisdictions around the state, for the purpose of learning how they set priorities and choose locations for sites. Ashland Parks and Recreation Commission Study Session - June 20, 2005 Page 2 ADJOURNMENT INTO EXECUTIVE SESSION Executive Session Employee Negotiations ORS 192.660 (1)(0) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT - With no further business, Gardiner adjourned the meeting at 9:00 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES June 27, 2005 ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison A. Amarotico Absent: None CALL TO ORDER Gardiner called the meeting to order at 6:30 PM at the Ashland Senior Center, 1699 Homes Avenue. APPROVAL OF MINUTES Reaular Meetina - May 23, 2005 MOTION Rosenthal moved to approve the minutes as written. Eggers seconded the motion. The vote was: 5 yes - 0 no Study Session - June 20.2005 MOTION Lewis moved to approve the minutes as written. D. Amarotico seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Patrick Marcus, 813 Leonard Street, requested that the topic "community gardens in Ashland" be placed on an upcoming Parks Commission agenda. He was subsequently notified about the upcoming Parks Commission study session set for July 18, when the matter will be discussed at length. ADDITIONS OR DELETIONS TO THE AGENDA None, UNFINISHED BUSINESS COST.OF.L1VING ADJUSTMENT APPROVAL Robertson provided background on the agreement between the Parks Commission and staff dated June 26, 2003, which called for a cost-of-living increase that would be made in accordance with the CPI for 2004-2006 on an annual basis. He reported that CPI on the West coast in 2005 was 3.4% and that staff recommended a cost-of-living increase of 3.4% for the employees of Ashland Parks and Recreation in accordance with the agreement. Discussion Amona Commissioners Commissioners asked staff several clarifying questions; Gardiner called for a motion. MOTION Rosenthal moved to approve a 3.4% cost-of-living increase for the employees of Ashland Parks and Recreation in accordance with the agreement dated June 26, 2003. Lewis seconded the motion. The vote was: 5 yes - 0 no NEW BUSINESS None. ; i I 1 t ... .Y'1lnutes - June 27, 2005 ..rKS and Recreation Commission SUB-COMMITTEE and STAFF REPORTS None. ITEMS FROM COMMISSIONERS None. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS . Public meeting on Vogel property park site - date/time/place TBA . Study session - July 18, 2005, at 7:00 PM - Parks Office, 340 S. Pioneer Street . Oak Knoll Golf Course . Ashland Community Garden . Joint study session with the City Council - July 20, 2005, at 12:00 PM - Council Chambers, 1175 E. Main Street . Ashland Gun Club . Regular meeting - July 25, 2005 at 7:00 PM - Council Chambers, 1175 E. Main Street . N. Main at Scenic Park Master Plan Design Approval . Joint study session with the City Council and the Ashland School Board - July 28, 2005 at 7:00 PM - place TBA . Prioritization of project priorities and goals ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 6:50 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation """'--=- I , I I [ , City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES July 18, 2005 ATTENDANCE Present: Commissioners D. Amarotico, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige Absent: Commissioner Eggers; City Council Liaison A. Amarotico CALL TO ORDER Gardiner called the study session to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. OLD BUSINESS None NEW BUSINESS GOLF COURSE FEE PROPOSAL Robertson reported that the commission's Golf Course Subcommittee conducted its annual review of golf course operations during the budget process and learned that fees at Oak Knoll Golf Course were static. The subcommittee reviewed fees at other courses in the area and, based on their research, proposed changes in golf course fees. Changes could include: · Discontinuation of annual and monthly fees · Changes in daily fees · Increase in 18-hole cart fees · Increase in driving range fees Public Input Bill Anderson, 370 Patterson Street, expressed concern about the proposed elimination of annual membership fees at Oak Knoll Golf Course. Jim Hatton, 280 Terrace Street, stated that he is a regular golfer at the course and would golf there less often if annuals were eliminated. Ross Rampy, 40 Bush Street, president of the Oak Knoll Golf Course Men's Club, spoke on behalf of the group, expressing concern about the proposed changes. Mike Gaffney, 291 Meadow Drive, stated that annual membership fees strengthen the golf course operation and questioned the necessity of changing fees and eliminating annuals. Mike Morrison, 737 Laurel Street, a long-term annual member, asked the commission to reconsider their proposal to eliminate annuals. Instead, he requested that they raise annual rates or only offer 5- day monthly and annual passes. Ron Tracy, 1138 Augusta Court, said that the proposed elimination of annuals would be a "direct attack on seniors" and that the course could lose large numbers of out-of-town and tourist golfers. Brett DeForest, 1396 Mill Pond Road, asked that the commission reconsider their proposal to eliminate annuals, and stated that he would play less golf at Oak Knoll if that were to happen. Don Wallace, 2405 Starlite Lane in Medford, would play at Oak Knoll less frequently if annuals were eliminated. .... Ashland Parks and Recreation Commission Study Session - July 18, 2005 Page 2 GOLF COURSE FEE PROPOSAL, Cont'd. Discussion Amonq Commissioners Commissioners reported on the process that led to consideration of the changes. Gardiner stated that the commission ultimately hoped to raise the quality of the course. Commissioners thanked the golfers for their input and feedback on the proposed changes. COMMUNITY GARDEN POLICY DISCUSSION Robertson reported that the commission set goals for the upcoming fiscal year [beginning in November of 2004], and that one of their goals was to develop a policy for community gardening. He stated that Parks currently operates one garden in Ashland, located on Hersey Street, and indicated that many parks departments around the country operate community gardens in a similar manner. Public Input Bryan Holley, 324 Liberty Street, spoke of the value of community gardens and suggested that gardeners be given the opportunity to help build fences, repair creek sides, or assist in any work needed to shore up the infrastructure and ultimately increase the number of community gardens in Ashland. Other gardeners spoke in support of continuing the present community garden operation and expanding the number of gardens around the city. Discussion Amonq Commissioners Lewis stated that, before proceeding further in the discussion, the commission needed to decide whether to support the operation of city-owned community gardens in Ashland. If so agreed, they could begin the process of formulating a policy. Commissioners agreed to discuss the matter at their regular meeting on July 25 and decide then about: 1) allowing community gardens within the city; 2) forming a subcommittee; and 3) developing a community garden policy for the operation of city-owned community gardens in Ashland. ADJOURNMENT - With no further business, Gardiner adjourned the meeting at 9:00 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES July 25, 2005 ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison A. Amarotico Absent: None CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES ReQular MeetinQ - June 27.2005 MOTION Eggers moved to approve the minutes as written. Rosenthal seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Terence Stenson, 297 Garfield Street, read from a stream restoration project report that he wrote based on work conducted in Ashland Creek. Don Senestraro, 2017 Wine Street, reported that the baseball community raised its portion of the required funds toward the purchase of lights for the baseball fields at North Mountain Park, and that an anonymous donor agreed to match those funds, bringing the baseball group to their targeted goal of $35,000. Paul Copeland, 462 Jennifer Street, spoke about the need to continue watering the Lincoln and Briscoe School playgrounds and lawns. ADDITIONS OR DELETIONS TO THE AGENDA The commission agreed to add the topic "Garfield Park Amplification Request" under "New Business." UNFINISHED BUSINESS MASTER PLAN FOR NORTH MAIN / SCENIC PARK Robertson provided background information about the topic, referencing the public meetings held by the landscape architecture firm of Lango Hansen for the purpose of soliciting input for the design of the park site. He invited Kurt Lango and his associate, Steve Roelef, to speak to the commission. Lango and Roelef discussed the two public meetings, which drew approximately 30 participants each, and reported that they received a great deal of input from those in attendance [about desired elements for the park]. At the first meeting, Lango reported that participants talked about using drought-tolerant and native vegetation, including a play area for children, and providing a pedestrian connection to N. Main Street. At the second meeting, the firm presented three possible plans and asked participants to express thoughts about them. Based on feedback from both meetings, the firm drew up a draft master plan, incorporating elements from the three proposals. Lango and Roelef presented their draft master plan to the commission and requested feedback. Public Input Rick Landt, 468 Helman Street, expressed a number of concerns about the proposed draft plan and suggested revisions. Page 2 of 4 Regular Meeting Minutes - July 25, 2005 Ashland Parks and Recreation Commission Page 3 of4 Regular Meeting Minutes - July 25,2005 Ashland Parks and Recreation Commission . . UNFINISHED BUSINESS ASHLAND COMMUNITY GARDEN POLICY Discussion Amonq Commissioners, Cont'd. Commissioners D. Amarotico and Eggers agreed to join the subcommittee, on which two citizens will also serve. NEW BUSINESS SOUTHERN OREGON HISTORICAL SOCIETY REQUEST Robertson reported that staff received a request from the Southern Oregon Historical Society to place a historical marker at the entrance to Lithia Park. He invited a representative from the organization to speak to the commission. Steve Wyatt, Curator of Collections and Exhibits at the Southern Oregon Historical Society, requested permission to place a historical marker at the entrance to Lithia Park. He referenced packet information showing examples of both the style and content of the proposed marker. Discussion Amonq Commissioners Commissioners questioned whether the request would fall under the jurisdiction of the Signs, Plaques, and Memorials Subcommittee. They also discussed the importance of honoring a prior request from the Lithia Springs Rotary Club to place a directional marker at the front of the park. Commissioners requested an opportunity to view a full-scale drawing or design for the proposed sign. Eggers agreed to provide edits of the draft directional marker for Wyatt, and the commission asked that the edits be incorporated into the draft [for future review by the commission]. Commissioners agreed to solicit . feedback from the Historic Commission about the request and to review the existing signs policy to determine whether the marker would be an appropriate addition to the park. TRAIL EASEMENTS Robertson referenced the packet information regarding the five trail easements offered by willing property owners along the Talent Irrigation Ditch trail. He reported that all five of the proposed easements would fall within the Open Space Plan parameters established in 2002. Discussion Amonq Commissioners Commissioners discussed the easements and questioned whether Parks would be responsible for any liability associated with the use of those parcels. Staff informed them that Parks would be responsible for any accidents associated with their use. MOTION Eggers moved to recommend to the City Council the acceptance of the trail easements offered by willing property owners. Rosenthal seconded the motion. The vote was: 5 yes - 0 no SOUND AMPLIFICATION REQUEST AT GARFIELD PARK Teige reported that the Ashland Bicycle and Pedestrian Commission asked the Parks Department to help sponsor a "Bike In" movie event at Garfield Park on Thursday, September 22, at 8:00 PM. She asked the commission to consider approving the use of sound amplification at the event, which would be in association with Car Free Day. Discussion Amonq Commissioners Commissioners spoke favorably of the request and Gardiner called for a motion. MOTION Rosenthal moved to approve the request by staff and the Bicycle and Pedestrian Commission to use Garfield Park for a Car-Free Day movie event on Thursday, September 22, at 8:00 PM. Lewis seconded the motion. The vote was: 5 yes - 0 no , . Page 4 of 4 Regular Meeting Minutes - July 25,2005 Ashland Parks and Recreation Commission . SUB.COMMITTEE and STAFF REPORTS PROJECT UPDATE Gies reported on current [and recently finished] projects within the parks system and updated the commission on their status. ITEMS FROM COMMISSIONERS Eggers spoke with concern about the recently elevated levels of fecal coliform and E. coli in Ashland Creek water and requested that the commission research possible sources for the pollution in the near future. Robertson agreed to meet with a representative from Public Works and to report on the discussion at the next regular meeting. UPCOMING MEETING DA TE{S} and PROPOSED AGENDA ITEMS · Public meeting on Vogel Property park site - time/place/date TBA. · Joint study session with the City Council and the Ashland School Board - July 28 at 7:00 PM - Council Chambers, 1175 E. Main. Topics to include: · Prioritization of issues and goals · Regular meeting set for August 22 at 7:00 PM - Council Chambers, 1175 E. Main Street. Topics to include: · Public Art Commission project update ADJOURNMENT INTO EXECUTIVE SESSION . Executive Session Real Property ORS 192.660 (l)(e) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 10:35 PM. Respectfully submitted Susan Dyssegard Ashland Parks & Recreation Department . . . . CITY Of ASHLAND Ashland City Council, Ashland School Board, and Ashland Parks Commission Joint Meeting Draft Minutes July 28,2005,7:00 pm Civic Center Council Chambers, 1175 East Main Street The meeting was called to order by Parks Commissioner Joann Eggers at 7:04 pm on July 28,2005 in the Civic Center Council Chambers, 1175 East Main Street Ashland, Oregon. Attendees: City Councilors Chapman, Hardesty, Hartzell, and Silbiger were present. Mayor Morrison and Councilors Amarotico and Jackson were absent. School Board Members Amerhein, Alexander, Marr, Parker, and Patton were present. Member Littleton was absent. Parks Commissioners Eggers, Gardiner and Rosenthal were present. Commissioner Amarotico and Lewis were absent. Staff: GINO GRIMALDI, CITY ADMINISTRATOR DON ROBERTSON, PARKS DIRECTOR INTRODUCTION AND AGENDA REVIEW Ms. Eggers gave an overview of the previous meeting and the purpose for calling the three bodies together. She invited the members of the three groups to introduce themselves. Ms. Eggers stated that Councilor Cate Hartzell, Ashland School Board Member Heidi Parker, and Parks Commission Chair Mike Gardiner pulled together the main issues that three bodies would like to address. Ms. Parker gave a brief overview of the previous meeting and stated that the groups met and brainstormed ideas that three agencies could work on together and came up with 61 ideas. The main categories went out to the members and were prioritized. Ashland School Board Member Mat Marr presented the results of the survey conducted and provided the 16 items that received the highest votes. See attached. The top item was item #4. Second highest #8. Third highest #28. He added that #13, 22, 42, 23, 43, 33, 24, 46, 26, 18 were also scored as important issues to the three bodies. Administrative SelViees Department D.L. Tuneberg, Director 20 East Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5300 Fax: 541-488-5311 TTY: 800-735-2900 r.l' . . . JOINT MEETING JULY 28, 2005 PAGE 2 OF 4 PUBLIC INPUT Melissa Mitchell Hooge- 271 High St. Ms. Hooge stated that she represented Save Our Schools and Playgrounds. She presented the preliminary idea of a lease option plan where the Parks Department could lease the playgrounds for exchange of watering of grounds. She included another option for the City to pay for the irrigation and Parks could fund the maintenance. She shared that in California, school boards are required to lease or sell playgrounds to Cities, Parks, Regional Parks, or Counties. She reported that a task force is doing research in other communities and many have agreements with the City and/or Parks. She suggested that a committee be formed immediately to address these issues with two members from each board. Paul Copeland- 462 Jennifer St. Mr. Copeland explained that his opinion is that the school district cannot maintain Briscoe and Lincoln as neighborhood parks. He stated the school district should allow the City or Parks ownership and stated that a long term solution is needed. There is a need for a joint study session because these groups don't understand each other's perspective. He stated there was a misunderstanding about Parks trading maintenance for the change in ownership and there was misinterpretation. He added they need to involve and inform the public earlier of their intentions REVIEW TOP 15 PRIORITIES The members discussed who would move forward with the items seen as important. It was decided that the three bodies will steer the process along. Ms. Parker added that each member is very busy and they need to look at how to make changes without creating more meetings to attend. The members discussed why they chose their priorities and the existing efforts. #4,6, The members discussed that the existing effort is that it used to be jointly owned and part of the City and has recently, in the last four years, become a school district issue. The County won the bid but is not doing a very good job maintaining. One of Parks Commission's highest priorities is to have a park within ~ mile of every residence. They need to look at how to create a long term goal that will last through political change. The members asked who makes the decision if one is developed and discussed that it could be one that is decided by all bodies. There is a need to identify responsible bodies. Staff will ask the legal department. The importance is to know that they can enter into negotiations. Administrative Services Department D.L. Tuneberg, Director 20 East Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5300 Fax: 541-488-5311 TTY: 800-735-2900 r., . . . . . JOINT MEETING JULY 28, 2005 PAGE30F4 #8, The members discussed the existing effort that there is a housing commission in place and what is missing is the participation of representations from school board and Parks. They need to try to make possible for people to be able to afford to live here. Mr. Marr offered the suggestion that Iowa is giving $500 tax credit per year to those under 30 who stay in the state. He stated that workforce housing is important and spoke to the quality of life in Ashland. #28, The members discussed the existing bike and pedestrian commission and bio diesel fuel in school buses. There is a need for a workable mass transit transportation system and an effort to get people to take alternate transportation to school. With the closers of schools, it has made it more difficult for students to walk. They could develop more walking paths to schools. The members discussed that there are some projects in process now to include sidewalks. The members discussed the food and beverage tax and how it funds open space. Mr. Gardiner explained that it was a mechanism to fund, and would never fund fully. #42, The members discussed that SOU does not provide free bus passes anymore. Gino Grimaldi, City Administrator explained that the City is looking at several alternatives. Mr. Marr suggested lobbying for funding. #23, Mr. Marr suggested a joint meeting of the budget committees. #43, The members suggested solar energy. The City is looking at conservation in vehicles and the school district is attempting to improve energy efficiency. They discussed the need to explore grant opportunities. #24, Juli DiChiro, School Superintendent spoke that members could work together on health care issues. #19, The members discussed that -the school board has a larger area to cover than the City and Parks govern and joint lobbying could help. #25, There is an active group looking at SDC's for schools. Members chose top three issues they felt important to address as a combined body: Tier One: Public Land as shared assets Transportation campaign Tier Two: Fund Open Space Plan Energy Consumption Administrative Services Department D.L. Tuneberg, Director 20 East Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5300 Fax: 541-488-5311 TTY: 800-735-2900 ~~, . JOINT MEETING JULY 28, 2005 PAGE40F4 The members placed a green dot next to the item the felt were starting points for action and blue dots for goals for the future. The number of dots given is shown below. Green Blue Issue 10 1 Public Land as Shared Assets (Lincoln, Briscoe) 1 9 Housing (Workforce, Affordable) o 6 Enrollment 8 0 Transportation Campaign 4 0 Fund Open Space Plan 1 1 Coordinate/Lobby with Regional Bodies 1 0 Long Term Funding and Tax Impact 4 0 Energy Consumption 2 2 Health Care Efficiencies 1 7 Measure 37 Impact on Growth 1 0 Lobbying for SDC's at State 1 0 Meet Regularly o 4 Water Quality 1 0 Drinking and Driving Focus The members decided to meet again to talk about strategy to proceed. They will think over what they discussed tonight and bring back ideas on how to move forward. The members can talk to the community and their staff and bring back ideas and what can . be accomplished. The next meeting will be September 8,2005. Mr. Gardiner suggested that three bodies split the watering of Briscoe for the remainder of year which will be approximately $10,000. The members discussed that they would not be able to make that decision at that venue. The meeting was adjourned at 9:05 pm. Respectively Submitted, Bryn Morrison Administrative Assistant Administrative Services Department . Administrative Services Department D.L. Tuneberg, Director 20 East Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5300 Fax: 541-488-5311 TTY: 800-735-2900 r., .. . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES August 22, 2005 . ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Rosenthal; Director Robertson; Superintendent Gies; Superintendent T eige Absent: Commissioner Lewis; City Council Liaison A. Amarotico CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Study Session - July 18, 2005 MOTION Rosenthal moved to approve the minutes as written. D. Amarotico seconded the motion. The vote was: 4 yes - 0 no Reqular Meetinq - July 25, 2005 Under Unfinished Business item "Master Plan for North Main / Scenic Park," Eggers requested that the section regarding commissioner suggestions on the draft plan include "less lawn to mow and water." Under Unfinished Business item "Ashland Community Garden Policy," Eggers asked that the motion reflect that "Eggers moved to approve the formation of a subcommittee for 'recommending a community garden policy, knowing that it is the commission's responsibility to formulate policy.'" Under New Business item "Southern Oregon Historical Society Request," Eggers asked that the sentence read: "Commissioners agreed to provide feedback about the draft directional marker, with the understanding that the commission would review other sign/marker requests for the front of Lithia Park." Under New Business item "Sound Amplification Request at Garfield Park," Eggers asked that the record show that she conditioned her approval on "the sound being audible on park property only, to which staff responded that it would be possible." MOTION Eggers moved to approve the minutes as amended. Rosenthal seconded the motion. The vote was: 4 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Patrick Marcus, 813 Leonard Street, requested an amendment to the commission's decision regarding the composition of the community garden subcommittee. Specifically, he requested that two representatives from the gardening community be allowed to serve on the subcommittee [instead of one]. Commissioners agreed to take his suggestion under consideration. William J. Walker, 1159 Village Square Drive, wrote a letter to Eggers, who read it into the record. Walker questioned whether the commission planned to establish the same guidelines for the baseball community's use of the lights at North Mountain Park as they had for the soccer lights. His letter was prompted by concerns stemming from encounters with members of the baseball community. . ADDITIONS OR DELETIONS TO THE AGENDA The commission agreed to add the topic "Community Garden Subcommittee" under Unfinished Business. Page 2 of5 Regular Meeting Minutes - August 22, 2005 Ashland Parks and Recreation Commission · UNFINISHED BUSINESS PUBLIC ARTS COMMISSION PRESENTATION Robertson introduced Bruce Bayard and Richard Benson of the Public Arts Commission, who asked for the opportunity to update the commission on the Calle Guanajuato Stairway project. Bruce Bayard and Richard Benson of the Public Arts Commission (PAC) outlined the three phases of the art project, including the overlook area, the sculpture garden, and the niche in the handrail. For the overlook area, PAC fundraised over $16,000 for the mosaic artwork project headed by Sue Springer, local artist, but they still required $3,800 to complete the project. They thanked the commission and Parks Foundation for their support. In terms of the sculpture garden, they reported receiving three bids from sculptors willing to display their artwork, and indicated their plan to interview the artists on or near August 30. They agreed to inform the commission about their selection panel and process. Finally, they discussed developing a plaque for the Arnie Krigel memorial. Discussion Amonq Commissioners Commissioners asked questions of Bayard and Benson, including: funding sources for the project; how much would be paid to the sculptors for their artwork; how those pieces would be insured; who would pay for the liability coverage of the sculptures; and how to proceed with the request for the memorial plaque. It was agreed that the Signs and Plaques Subcommittee would meet with a representative from PAC to discuss the exact wording of the request and determine next steps. FINAL DRAFT OF MASTER PLAN FOR N. MAIN / SCENIC PARK SITE Robertson gave an overview of the master planning process and reminded the commission that they . requested minor changes to the master plan, which were completed by the Lango Hansen landscape architectural firm. He referenced the document associated with the plan, created by the firm, which offered many details about the plan. Finally, he encouraged the commission to review the plan and the document and offer their input. Gies referenced his memo to the commission regarding potential concerns about the planting of native grasses and irrigation issues. He reported that he discussed those issues with his staff and felt confident that the current design would be buildable. Public Input Rick Landt, 468 Helman Street, voiced disappointment and concern about the draft plan and outlined three major concerns: 1} the maintenance of native grasses, including the need for excessive weeding; 2} the sizeable section of lawn that would require a great deal of water [he recommended cutting the lawn area by halO; and 3} the need for the commission to "do this once and do it right" - and not to approve the plan if any questions or concerns remained unresolved. Julia Sommer, 573 Scenic Drive, expressed her pleasure with the plan and asked the commission to move forward with its approval, affirming its accurate representation of the desires of those who attended the public meetings. Discussion Amonq Commissioners Commissioners expressed thoughts on the plan. Eggers asked the commission to postpone its approval pending a more thorough review and to consider such things as: the unique nature of the neighborhood; whether a bathroom would be appropriate, play equipment and irrigation considerations; seating at the top of the hill; senior mobility access; less formal areas around which children could run and play; drought-tolerant . native vegetation; shade around benches and tables; drinking fountains; and whether the park design adhered to the desire for a natural setting. Eggers recommended conducting more research and a study session before making a decision. Gardiner expressed his displeasure with Landt's presentation and Eggers' assessment, stating that the plan was a culmination of the process conducted by the commission and the Page 3 of5 Regular Meeting Minutes - August 22, 2005 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS FINAL DRAFT OF MASTER PLAN FOR N. MAIN / SCENIC PARK SITE, cont'd. the landscape architecture firm. He stated that the architects included the elements requested at the public meetings and he offered his support for the plan. D. Amarotico voiced the opinion that the architects designed the plan in accordance with the wishes of the community and the commission, and stated that a good deal of lawn needed to be included in the plan. Rosenthal expressed overall satisfaction with the plan and remarked that the park would help the city move toward its goal of providing a neighborhood park within a quarter mile of every home in Ashland. The topic was tabled until the September 19 study session. OAK KNOLL GOLF COURSE FEE PROPOSAL Teige reported that the Golf Course Subcommittee met throughout the summer to review fee structures at Oak Knoll Golf Course, which was precipitated by declining revenues at the course. She reviewed the proposed fee changes and stated that the information was posted at the golf course. Finally, she asked the commission for comments and direction on the proposed changes. Gardiner invited the public to speak on the matter. Public Input Jerry Hauck, 847 Garden Way, urged the commission not to eliminate annual and monthly golf passes at the course, but instead to consider increasing the rates. Ron Corallo, 805 Indiana Street, stated that the termination of annual and monthly passes would be a great loss for the community. He expressed that the golf course operation is adequate as it is but that raising rates might serve as a suitable compromise. . Ron Tracy, 1138 Augusta Court, reminded the commission that both annual members and Men's Club members comprise the backbone of the course membership ranks and strongly urged the commission to reconsider their thinking on the matter. Ron Corallo, 805 Indiana Street, stated that the termination of annual and monthly passes would be a great loss for the community and expressed that raising rates might serve as a suitable compromise. Willie Wolf, 2875 Dead Indian Memorial Road, suggested other ways the commission could raise money at the course, including implementing promotional activities and increasing annual rates, and he asked the commission not to eliminate annual and monthly passes. Jim Hatton, 280 Terrace Street, stated that the course has not been actively managed, nor has a vision been articulated, and he asked the commission to reconsider their thoughts on the matter. Ross Rampy, 40 Bush Street, former Men's Club president, asked the commission to determine to make Oak Knoll the best golf course in the valley. He suggested raising or even doubling the annual rates, but not eliminating the passes. Dottie Dendrick, Oak Knoll Drive, former Women's Club president, asked that Women's Club members be invited to participate in the ongoing study of the matter and urged the commission to raise annual and monthly rates instead of eliminating passes. Discussion AmonQ Commissioners Commissioners expressed thoughts on the subject. Eggers stated that the golf course encompasses 66 acres of valuable land within the City of Ashland and the course requires costly improvements, and she questioned whether the commission might wish to reconsider such things as senior or student rates. Rosenthal, a . subcommittee member for the past 2-1/2 years, affirmed his desire to see the course improved so that more people would choose to play on it. He reviewed the process that led to the proposed fee changes. Gardiner stated that the intention of the subcommittee was to increase revenues, not to drive people away. He reported that he planned to attend a day-long golfing seminar at the upcoming National Recreation and Park Page 4 of 5 Regular Meeting Minutes - August 22, 2005 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS OAK KNOLL GOLF COURSE FEE PROPOSAL, cont'd. Association conference in October, which he thought might provide valuable input in determining how to proceed. WATER AT BRISCOE AND LINCOLN SCHOOLS Robertson referenced the July study session between the Parks Commission, School Board, and City Council, at which the issue of watering Briscoe and Lincoln [for the remainder of the summer] was discussed. At the conclusion of that discussion, each elected body agreed to independently decide whether to finance one-third of the cost of the monthly water bills, which was anticipated not to exceed $6,000 for the remainder of the watering season. Discussion Amonq Commissioners Commissioners spoke in favor of the proposal, expressing a desire to assist in the payment of water "for the good of the community." Eggers voiced concern about expending such funds post-budget season and stated that the commission had lent its support to the community through the Youth Activities Levy. MOTION Rosenthal moved to approve allocating up to $6,000 for the watering of Briscoe and Lincoln School grounds, contingent upon the Ashland School Board and the Ashland City Council entering into the same agreement. D. Amarotico seconded the motion The vote was: D. Amarotico, Gardiner, Rosenthal - yes Eggers - no LEASE PROPOSAL PRESENTED BY "SAVE OUR SCHOOLS AND PLAYGROUNDS" Robertson welcomed Melissa Mitchell-Hooge, inviting her to speak to the commission. Melissa Mitchell-Hooge, President of the Save our Schools and Playgrounds organization, reported on the work of SOSP, including the citizen task force cleanup day on August 20, and stated that the group planned to meet on the first Saturday of each month in the future. She publicly thanked the volunteers who helped with the cleanup effort. Mitchell-Hooge showed photos of school grounds and trees and reported on the condition of the areas. She asked the commission to consider a "long-term lease option" for Briscoe and Lincoln playgrounds and playing fields in exchange for watering and grounds maintenance, with the value of those services being credited toward a future market value purchase if the school district ever decided to sell the properties. She expressed that this would give the school district valuable services provided by the Parks Department and a relief from water bills, and the neighborhoods would get first-class maintenance of the areas under discussion. Discussion Amonq Commissioners Rosenthal asked Robertson to reiterate his proposal to the school board of some months ago. Robertson provided the information and pointed out differences between his proposal and that of SOSP. Eggers stated that, as a taxpayer in the school district, she felt hesitant about paying for something she already owned [along with other taxpaying citizens). She further stated that the contract would need to come from the decision-making entity [the school board]. COMMUNITY GARDEN SUBCOMMITTEE Teige asked the commission for their feedback on the request by the community gardening community for the inclusion of two gardeners on the subcommittee. Discussion Amonq Commissioners Eggers suggested including one gardener and one gardener alternate, which would allow for the inclusion of a non-gardening member. Gardiner suggested including two gardeners but also making room for an additional non-gardener [should one show an interest in participating in the future]. . . Page 5 of5 Regular Meeting Minutes - August 22, 2005 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS COMMUNITY GARDEN SUBCOMMITTEE, cont'd. Staff was directed to allow one alternate community gardener to join the subcommittee while continuing to seek out an additional non-gardener. Staff was further directed to schedule subcommittee meetings for the purpose of beginning the process of developing a community garden policy. NEW BUSINESS NORTH MOUNTAIN PARK REQUEST FOR AMPLIFICATION Teige reported on the request from the North Mountain Park Nature Center staff for a 3-year approval for sound amplification at their two largest annual events: the Salmon Festival and the Earth Day event. Discussion Amonq Commissioners Eggers questioned whether the sound would be limited to the pavilion area only, and asked that "amplification creep" be monitored so as to avoid disturbing the natural areas and the neighbors. Finally, she requested that the matter be reviewed annually. MOTION Gardiner moved to approve the request for a three-year sound permit for the two annual events, contingent upon the monitoring of sound levels by staff and upon staff reporting any problems or concerns from neighbors. Rosenthal seconded the motion. The vote was: 4 yes - 0 no SUB-COMMITTEE and STAFF REPORTS Robertson reported that Tom Foster, Lithia Park nature walk volunteer organizer, was the recipient of the . Oregon Recreation and Park Association's "Volunteer of the Year" award for 2005. ITEMS FROM COMMISSIONERS Rosenthal asked for an update on the Lithia Park Concessions operation. Staff agreed to prepare and provide a report at the September 19 study session. UPCOMING MEETING DA TE(S} and PROPOSED AGENDA ITEMS · Public meeting on the Vogel Property park site - time/place/date TBA. · Joint study session with the City Council and the Ashland School Board - September 8 at 7:00 PM - Council Chambers, 1175 E. Main. · Study session set for September 19 at 7:00 PM - Parks office, 340 S. Pioneer. Topics to include: · N. Main/Scenic Park master plan review . Concession stand report · Regular meeting set for September 26 at 7:00 PM - Council Chambers, 1175 E. Main Street ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 9:55 PM. Respectfully submitted, Susan Dyssegard Ashland Parks & Recreation Department . . . . ~~, _, to, I' ' r I ~ , ,/ ( Ii ,. ,. Ashland School District ASHLAND PARKS CITY OF ASHLAND Ashland City Council, Ashland School Board, and Ashland Parks and Recreation Commission Joint Meeting Minutes September 8, 2005, 7:00 pm Civic Center, Council Chambers, 1175 East Main Street Attendance: City Councilors Chapman, Hartzell, and Jackson were present. Mayor Morrison and Councilors A. Amarotico, Hardesty, and Silbiger were absent. School Board Members Alexander, Amrhein, Marr, Parker, and Patton were present. Parks Commissioners Eggers, Gardiner, Lewis, and Rosenthal were present. Commissioner D. Amarotico was absent. Staff: GINO GRIMALDI, CITY ADMINISTRATOR JULI DICHIRO, SCHOOL SUPERINTENDENT DON ROBERTSON, PARKS DIRECTOR I. CALL TO ORDER Mat Marr of the Ashland School Board called the meeting to order at 7:00 pm at Council Chambers, 1175 East Main Street in Ashland, Oregon. II. INTRODUCTION AND AGENDA REVIEW Gardiner reported on the process used in creating the meeting agenda, stating that a representative from each entity proposed topics that were important within their organizations. Representatives included Marr from the Ashland School Board, Hartzell from the Ashland City Council, and Gardiner from the Ashland Parks and Recreation Commission. The combined group agreed to add, at the bottom of the agenda, item VI-b: "Discussion on Hurricane Katrina Relief." III. APPROVAL OF MINUTES Group members requested the following amendments to the meeting minutes from July 28: Add Juli DiChiro as present; correct the spelling of Amy Amrhein's and JoAnne Eggers' names; include the addendum referencing the numbering system referred to within the minutes (Note: the referenced list was later sent as an email attachment); and strike Littleton as being absent (she was no longer a board member). Rosenthal moved to accept the minutes as amended; Alexander seconded. The minutes were accepted with noted amendments. Joint Meeting Minutes Page 1 of5 . . IV. PUBLIC INPUT Linda Richards, 245 East Nevada Street, spoke of the value of preserving the school playgrounds as neighborhood parks, noting that her son grew up in and around the Briscoe School grounds and that she is aware of the ongoing efforts by parents, school administrators, and teachers to protect those resources. Melissa Mitchell Hooge, 271 High Stre~t, speaking on behalf of "Save Our Schools and Playgrounds" (SOSP), expressed appreciation for the work of the combined boards and strongly urged the Parks Department to restore their responsibility for maintaining the school grounds throughout Ashland. She reported on the work of the volunteer cleanup crews that joined together on August 20 at both Lincoln and Briscoe Schools and thanked the people who participated in the work and the businesses that supported those efforts with donations of food, water, and gift certificates for the workers. She announced that the cleanup events will be held on the first Saturday of every month until a decision can be made as to the future maintenance at Lincoln and Briscoe School grounds. Finally, she expressed concern about the inadequate water supply being provided to trees and grounds at the two locations and about the future health of those areas. Paul Copeland, 462 Jennifer Street, stated that he participated in the August 20 cleanup and voiced his concern about the future of the trees and plantings at those locations. He proposed a potential lease by Parks of the playing fields in exchange for maintenance. Carol Voisin, 908 Fox Street, speaking on behalf of the Housing Commission, expressed concern about the lack of affordable workforce housing in Ashland and said that the situation has reached crisis proportions. She stated that the biggest issue associated with the problem is the lack of land in this area, and she asked the school board to find the will to engage in this crisis and to consider the possibility of allocating some of its available land for affordable housing and workforce housing. V. STRATEGIC PLANNING SESSION I Public Land as Shared Assets Gardiner referenced his written statement, explaining that, at a past study session, members ranked topics in terms of importance and determined the critical nature of the issue of public land as shared assets. His statement referenced the publicly owned lands that benefit Ashland's entire population and asked how best to cope with the potential loss of those lands. Group members asked questions and made comments, including: · How do we find a mechanism for allowing the public to use school district property, with the school district being compensated for that use? · How do we embrace shared values and/or maximize use of public lands for common purposes such as emergency responses? · How does SOU factor into the topic of public land as shared assets? · How do we avoid buying the school grounds, since they have already been purchased by the city and its citizens through taxes? · How do other Oregon cities deal with matters relating to purchases of vacant schools/land; what precedents have been set within the state? . Joint Meeting Minutes Page 2 of5 . · Would it be possible or practical to share lands and properties without purchasing them, in exchange for maintenance? · Talked about the informal past agreement between Schools/Parks and the possibility of formalizing it in the future. · How do we find a creative mechanism (lease? ownership? deed restriction?) to forge a long-term agreement between Schools and Parks, with the notion that we are dedicated to looking at the highest and best use for parks and open space for the benefit of the citizens of Ashland? · Which entity would take responsibility for making this happen? The discussion led to the creation of a Steering Group consisting of members from each body, for the purpose of determining whether the highest and best use for Lincoln and Briscoe Schools would be as open space. The group agreed to meet and develop "next steps." Steering Group members include: · Amy Amrhein-School District · JoAnne Eggers-Parks Commission · Alex Amarotico-City Council Housin2 (Workforce. Affordable) Hartzell read her summary of housing concerns and announced that a two-county summit on workforce housing is scheduled in February of2006 in Grants Pass. . The group agreed to begin thinking about a joint effort around workforce housing and the funding of the Housing Trust Fund. It was suggested that a Housing Commission liaison from each body (specifically Schools and Parks) would be helpful in moving the process forward. Comments and questions included: · How do we, as a city, become more creative in developing solutions to the housing problem in Ashland? Perhaps by creating smaller dwelling units - in cooperation with the Planning Department. · Should we consider using public lands (as in parking lots and school lands) for the purpose of building smaller units? Would the School District be interested in using their lands as housing sources? · Would the Parks Commission consider allocating some of its parks purchases for potential housing options? · Can the School District make affordable housing one of its considerations while planning for the long-term future of school property inventories? · How can we influence the situation and not let demographics control us? · How would affordable housing subsidies be delivered? How would we avoid creating inequities among the lower income population? · How do we encourage people to get involved with the existing Housing Commission? The group agreed to appoint a liaison to the Housing Commission at its next joint study session. That person will work with Hartzell, Council Liaison to the Housing Commission. . Joint Meeting Minutes Page 3 of5 . Transportation Campaie:n Marr summarized his transportation statement, articulating that the most important contribution families could make (to relieve congestion on city streets) would be to use the school bus system. He stated that research on alternative transportation has been conducted, but that marketing efforts are needed so that people become aware of the significant investments the city has made to promote non-motorized vehicle transportation options. . Comments and questions included: · Members talked about encouraging carpooling, using public transportation and school buses, and both the "walking school bus" and the "rolling school bus" options for getting kids to school. · "Car Free Day" was announced, scheduled for September 22, which will include several events at which people will be encouraged to use non-motorized vehicle alternatives to transportation. · How can the city ensure that bike lanes are kept clear for cyclists? · How do we encourage greater bus use within the city? · How do we encourage extending the number of hours buses are available to patrons within the city? · Members were encouraged to look for ways commissions could continue working together on events, such as in the case of the Bike Swap and Car Free Day (Parks and Recreation Commission and Bicycle and Pedestrian Commission). · How do we appeal to the two biggest users of public transportation-seniors and school children? · There was consensus to make alternative transportation promotion a city-wide goal in the next year, with a focus on students. Members were encouraged to attend Bicycle and Pedestrian Commission meetings, scheduled for the third Thursday of every month at 5: 15 PM-at the Siskiyou Room in the Shakespeare building. Measure 37 (Impact on Growth) Due to time constraints, this matter was tabled until the next meeting. Members were asked to consider the following questions when preparing for this discussion: · What is this? Define it. · Where are we at? · What do we want to accomplish? · How do we move forward? · What is needed from the other groups? VI-a. DISCUSSION OF NEXT STEPS These matters were considered during discussions of each item. . Joint Meeting Minutes Page 4 of 5 . . . VI-b. HURRICANE KATRINA RELIEF EFFORTS Group members discussed how to assist, city-wide, with the relief efforts in the Gulf States, and whether it would be practical to promote or implement fundraising at that level, or instead to encourage individual and small-group fundraising and support. Hartzell agreed to spearhead an effort to develop a relationship with the flood and hurricane-ravaged areas, and to find ways to best support recovery efforts. A community meeting was proposed, at a date and time to be determined. VII. SET AGENDA FOR NEXT MEETING · Hear reports from subcommittee members on the items discussed. · Add three additional items from the list generated at the initial joint meeting. · Meet again on Thursday, November 17, at 7:00 pm-Council Chambers. VIII. ADJOURNMENT Marr adjourned the meeting at 9:20 pm. Joint Meeting Minutes Page 5 of5 ~ City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES September 19, 2005 . ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis; Rosenthal (via speakerphone); Superintendent Gies; Superintendent Teige Absent: City Council Liaison A. Amarotico; Director Robertson CALL TO ORDER Gardiner called the study session to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. OLD BUSINESS N. MAIN / SCENIC PARK MASTER PLAN DISCUSSION Gies reviewed the proposed labor and irrigation detail sheet prepared by staff. He invited Donn Todt, horticulturisUarborist, to speak to the commission. Todt gave a presentation on the viability of using native grasses in a park setting. He referenced the grasses seeded at the Riverwalk subdivision on North Mountain Avenue in December of 2004, indicating that they usually require less water than non-native grasses but entail more initial maintenance. Eggers reviewed the master planning process to date, outlining a number of possible project constraints, including city ordinances and city and parks policies. Eric Setterberg, Irrigation Supervisor, discussed the volume and cost of water that would be required to irrigate the lawn as outlined in the master plan design. He projected the cost for 29 cubic feet of water to be $1,500 per year [based on current water prices]. Public Input Rick Landt, 468 Helman Street, a water conservationist and former landscape designer, presented an alternative park design. He outlined his rationale for creating the plan, stating that the park site is important to him for a number of reasons, and he expressed that his plan might serve as a long-term solution for reducing maintenance costs at the site. Discussion Amonq Commissioners Commissioners expressed opinions about the original plan as well as the alternative park site design. Several commissioners agreed that the Lango plan was designed based on input from staff, commissioners, and neighbors, and that it served as a reflection of those thoughts and interests. Several commissioners expressed interest in various aspects of the Landt plan; however, some concern was expressed about the size of the lawn in the plan, which was estimated to be half the size of the lawn in the Lango plan. A few commissioners stated that neighbors in the areas surrounding the park live in apartments and condominiums without lawns, and the larger lawn would suit their needs more appropriately. Another commissioner reflected that the public was given four separate opportunities to provide ideas and feedback on the project and the Lango plan was an accurate compilation of that input. Gardiner thanked staff and citizens for their contributions and the commission agreed to table the discussion until a future study session. . . . . . Ashland Parks and Recreation Commission Study Session - September 19, 2005 Page 2 NEW BUSINESS LINCOLN STATUE REPAIR Commissioners and staff discussed the recent vandalism of the Lincoln statue in lower Lithia Park. Staff informed the commission about the money that was donated by citizens for the repair of the statue's head and about the sculptors who expressed interest in the project. Staff was directed to contact the Historic Commission to assess their interest in helping with the repair, both in terms of financing for the project and providing background information on the history of the statue. RECREATION PROGRAM REFUND POLICY T eige read aloud the draft refund policy prepared by staff, stating that recreation program refund policies are common in Oregon. She requested approval of the policy prior to the printing of the next recreation guide, or by mid-November. Staff was directed to place the topic on the agenda for the regular commission meeting in September. L1THIA PARK CONCESSIONS REPORT Teige reported on revenues and expenses related to the Lithia Park Concessions operation from November 2004 through the present, stating that staffing was the most costly portion of the budget. She indicated that Marty Bryant, a sub-contractor at the concession stand, agreed to take over the lease in October and carry it through to the end of May, 2006. OTHER ITEMS FROM COMMISSIONERS · Commissioners reviewed the postcard for the upcoming Vogel public meeting. · Commissioners reviewed dates for upcoming regular meetings and study sessions for the remainder of the year. · Commissioner Rosenthal informed the group that he will miss Monday evening meetings in the fall due to his enrollment in ~equired courses for the completion of his master's degree. He requested that commissioners consider scheduling study sessions for weekday evenings other than Mondays. · Commissioners agreed to bring their calendars to the next regular meeting and confirm meeting dates through 2005. ADJOURNMENT INTO EXECUTIVE SESSION Executive Session Real Property ORS 192.660 (1)(e) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 10:00 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . . . .. City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES September 26, 2005 ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison A. Amarotico Absent: Commissioner Rosenthal CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES ReQular MeetinQ - AUQust 22, 2005 Under Approval of Minutes, Eggers asked that the correction from the previous month's minutes read: 'recommending a community garden policy, knowing that it is the commission's responsibility to adopt policy.''' MOTION Eggers moved to approve the minutes as amended. D. Amarotico seconded the motion. The vote was: 4 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Tom Scott, P.O. Box 1140, Jacksonville, proposed an art-based fundraising activity to coincide with the 2006 Earth Day celebration at North Mountain Park, for the purpose of sending donations to an orphanage in Zimbabwe. Staff agreed to invite Mr. Scott to the Earth Day organizational meeting in November. Greg Weston, 620 Sherwood Avenue, thanked the commission, on behalf of the baseball community, for approving the installation and use of baseball lights at North Mountain Park. D.D. Shook, 425 Liberty Street, urged the commission to do everything possible to protect the Lincoln School playgrounds and fields from real estate developers and to preserve the quality of life for the citizens of Ashland. Katira and Makela Anderson and Clara Shook, 861 Clay Street and 425 Liberty Street, expressed their appreciation for the Lincoln School grounds, stating that they worth protecting. Mike Sturgill, 477 N. Laurel Street, encouraged the commission to work with the school board regarding the preservation of the Briscoe and Lincoln School grounds within the community. Melissa Mitchell-Hooge, 271 High Street, speaking on behalf of "Save our Schools and Playgrounds," updated the commission on the recent work of the volunteer group. She thanked Parks staff for supplying hoses for the watering of the Monterey cypress tree at the Briscoe School yard, and also thanked community members and local businesses for supporting the volunteer school ground cleanups. She reported that the next cleanup session is set for Saturday, October 1. Finally, she asked the Parks Commission to work cooperatively with the Ashland School Board to preserve the Briscoe and Lincoln School grounds as parks. Nancy Seward, 115 Church Street, reported that she helped with the August SOSP cleanup effort and was encouraged by the large number of people who participated and also impressed with the improved appearance of the school grounds. She expressed that families with young children are moving into Ashland and using the grounds as parks, and she asked the commission for their support in preserving those areas. Wayne Rolle, 311 High Street, stated that he has lived in the neighborhood with his family for years. He encouraged the commission to continue to work with the school board on preserving the playgrounds as neighborhood parks. Page 2 of3 Regular Meeting Minutes - September 26, 2005 Ashland Parks and Recreation Commission . ADDITIONS OR DELETIONS TO THE AGENDA None. AWARD RECOGNITION Robertson reported that two Ashland residents received awards at the annual Oregon Recreation and Parks Association conference in September: Tom Foster, volunteer park walk guide coordinator, won ORPA's "Volunteer of the Year" award; and Rachel Teige, Recreation Superintendent, won ORPA's "New Professional" award. Robertson congratulated both recipients for their achievements and thanked them for their service. UNFINISHED BUSINESS RECREATION DIVISION REFUND POLICY Teige reviewed the packet memo and attached refund policy, which was discussed in detail at the September 19 study session. Discussion Amonq Commissioners Commissioners spoke favorably of the draft policy. Eggers requested one minor change, which was to include the wording "for unattended classes in a series." MOTION Lewis moved to adopt the Recreation Division Refund Policy, to be used for programs operated through the Ashland Parks and Recreation Department, and to include the phrase "for unattended classes in a series." D. Amarotico seconded the motion. The vote was: 4 yes - 0 no e PUBLIC ARTS COMMISSION PRESENTATION Robertson welcomed back Bruce Bayard of the Public Arts Commission, inviting him to speak to the commission. Bruce Bayard provided information about the recommendations of the selection panel for the Calle Guanajuato Staircase Project - Phase II / Arnold Krigel Memorial Sculpture Garden. He reported that the panel chose two works by artist Steve Jensen entitled "Kelp Dancer" and "Oyster." Bayard indicated that Jensen agreed to display his art in the sculpture garden for two years. He finished by updating the commission on the mosaic at the top of the staircase overlook. Gardiner called for a motion. MOTION D. Amarotico moved to adopt the recommendations of the Public Arts Commission for the selection process and funding for the art pieces associated with the Calle Guanajuato Staircase Project - Phase II. Eggers seconded the motion. The vote was: 4 yes - 0 no e NEW BUSINESS GREENWAY AREA PICNIC SHELTER Gies outlined the request by the Greenway Foundation to donate a memorial picnic shelter to be placed at the Greenway node by the Dog Park. Tom Foster gave further background information on the shelter, stating that it would be a memorial for Jean-Marie Chin and asking the commission to consider allowing a plaque to be placed at the shelter listing those who contributed to the shelter and the Greenway project. Staff asked for permission to move forward with the project, stating that they would supply the labor to assemble the shelter and reporting that delivery of the structure could be made within six weeks following placement of the order. Discussion Amonq Commissioners Commissioners spoke favorably of the project and requested that the Signs and Plaques Subcommittee work with Gies and Foster to ensure that the proposed plaque would fit within the established policy. .. Page 3 of3 Regular Meeting Minutes - September 26, 2005 Ashland Parks and Recreation Commission . NEW BUSINESS GREENWAY AREA PICNIC SHELTER, Cont'd. MOTION Eggers moved to approve the placement of a memorial picnic shelter at the Greenway node by the Dog Park, donated by the Greenway Foundation, with Parks staff supplying the labor. Lewis seconded the motion. The vote was: 4 yes - 0 no . SUB-COMMITTEE and STAFF REPORTS Teige reported that the annual Salmon Festival, scheduled for Saturday, October 1 from 11 :00 AM to 4:00 PM at North Mountain Park, would be open to the public and free to all participants. ITEMS FROM COMMISSIONERS · Robertson gave a brief report on the status of the baseball lights for North Mountain Park. · Commissioners agreed to place "N. Main / Scenic Park Site Master Plan Review" on the agenda for the October study session, with the expectation that a decision could be made at the regular meeting in November. · Commissioners were asked to consider alternative placement options for the CERT container in the region of the N. Main / Scenic Park site. UPCOMING MEETING DA TE(S} and PROPOSED AGENDA ITEMS . Public meeting on Vogel property park site set for October 11 at 6:45 PM - Ashland Christian Fellowship Church, Upper Room Coffee Shop (basement) - 50 E. Hersey Street. · Study session set for October 13 at 7:00 PM - Parks office, 340 S. Pioneer. Topics to include: · Recreation report · Ashland Gun Club update · N. Main / Scenic park site master plan review · Regular meeting set for October 24 at 7:00 PM - Council Chambers, 1175 E. Main · Joint study session with Ashland City Council and Ashland School Board set for November 17 at 7:00 PM - Council Chambers, 1175 E. Main · Regular meeting set for Monday, November 21 at 7:00 PM - Parks Office, 340 S. Pioneer · Regular meeting set for Monday, December 19 at 7:00 PM - Council Chambers, 1175 E. Main ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 9:55 PM. Respectfully submitted, Susan Dyssegard Ashland Parks & Recreation Department . - City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES October 13, 2005 ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis; Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige Absent: City Council Liaison A. Amarotico CALL TO ORDER Gardiner called the study session to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. N. MAIN I SCENIC PARK PLAN REVIEW Robertson reviewed the park planning process to date, including public meetings conducted, input received, draft plans evaluated by the commission and the public, and discussions held at both study sessions and regular meetings. He referenced his memo, sent out prior to the meeting, outlining options for moving forward. He reflected that a step might have been missed, in that the commission and staff might have given the Lango firm clearer direction prior to their creation of the final draft of the master plan. Gardiner welcomed members of the public and invited them to speak about the topic. Public Input Rhonda Burgess, 567 Scenic Drive, a neighbor of the park site and a member of the Scenic Park Homeowners' Association, attended the public meetings and appreciated the final draft master plan that emerged. She expressed strong concern about the Landt plan, stating that it was presented too late and did not reflect that which was conveyed at the public meetings. Julia Sommer, 573 Scenic Drive, a neighbor and a member of the homeowners' association, attended the public meetings and was delighted with the Lango plan, which included the input she heard and provided. She stated that a great deal of thought and money was spent in choosing the Lango firm and expressed frustration that the efforts made by the public [to offer input toward the creation of the plan for the neighborhood park] were marginalized by the delay in the plan's approval. Rick Landt, 468 Helman, stated that the area would serve as his neighborhood park and explained that he created his alternate draft plan because he felt he wasn't heard at the public meetings. He offered the opinion that his plan could be implemented with far less money, and would require less water and maintenance, than the Lango plan. Discussion AmonQ Commissioners Commissioners talked about environmental concems, lawn size, maintenance issues, values, and how to move forward with the process. Gardiner thanked citizens for their contributions and input. The commission agreed to send staff a list of questions and concerns about the plan and / or process, for discussion and resolution at an upcoming study session [preferably scheduled before the end of the year]. They discussed the possibility of conducting a site visit, which would be open to anyone interested in the project. Robertson agreed to contact the Lango firm and discuss with them their continued participation in the project. Commissioners agreed to notify staff of their availability for a study session and a site visit. Ashland Parks and Recreation Commission Study Session - October 13,2005 Page 2 MEADOWBROOK II PARK PLAN Commissioners reviewed the park plan prepared by the Meadowbrook II developers and landscape architects and offered feedback, including the need to: eliminate the lawn strip on the west side of the pathway; move the trees from the east side of the pathway to the west side of the pathway [removing them from the lawn area]; and vary the trees along the road. They also discussed maintenance and water conservation issues and were pleased to learn that the developers would maintain the park for three years upon completion of its construction. Staff agreed to place the topic on the agenda for the upcoming regular commission meeting, allowing the commission to take action on the plan. Staff also agreed to request that the City Attorney draw up a formal agreement prior to the creation of the park, decreasing any potential liability the developers might incur for the city-owned park. SUMMER RECREATION REPORT Teige presented a report about the success of the 2005 summer recreation programs. She reviewed each program individually, noting numbers of attendees in classes and special features of each event. Programs reviewed included swim lessons, N. Mountain Park Nature Center events, Garfield Park crafts, adult and youth tennis classes, golf course highlights, the Activate Ashland event, and programs such as the Mt. Ashland Hill Climb and kayaking and rafting trips. She also talked about facilities and park rentals through the summer and updated the commission on the recent conversion to the online registration program, Recware, and its success with program participants and office staff. ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 9:00 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation I i I I i I ... .J . . . " City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES October 24,2005 ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis; Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison A. Amarotico Absent: None CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Study Session - September 19,2005 MOTION Eggers moved to approve the minutes as written. Rosenthal seconded the motion. The vote was: 5 yes - 0 no ReQular Meetinq - September 26, 2005 MOTION D. Amarotico moved to approve the minutes as written. Eggers seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Bow Seltzer, 593 N. Mountain Avenue, proposed a new entrance into the Riverwalk subdivision park and the installation of approximately 1/3-acre of serpentine lawn and plantings. He voiced that the alterations would better serve the needs of the residents, including many young children, and he provided a drawing of the suggested changes as well as a petition showing signatures of those in support of the project. He encouraged commissioners to visit the area to assess the proposal. Melissa Mitchell-Hooge, 271 High Street, speaking on behalf of "Save our Schools and Playgrounds," reported that the October 1 volunteer cleanup event at Briscoe and Lincoln Schools was cancelled due to rain. She encouraged participation in the November 5 cleanup and thanked past participants as well as local merchants who supported the efforts with food, beverages, and gift certificates. She finished by stating that the SOSP Task Force report would be completed by the end of October and publicly presented at the November joint study session with City Council, School Board, and Parks Commission. Paul Copeland, 462 Jennifer Street, asked the commission to share responsibility for the preservation of the Briscoe and Lincoln School playgrounds. Linda Wilhelm, 1043 E. Main Street, spoke of the value of the Briscoe School playground and the pleasure her children derive from playing there, along with many other youth. ADDITIONS OR DELETIONS TO THE AGENDA None. UNFINISHED BUSINESS MEADOWBROOK II PRESENTATION Robertson reminded commissioners that Meadowbrook /I is a subdivision development located north of Bear Creek and adjacent to Nevada Street. As a condition of their plat approval, developers were required to donate approximately two acres of property for park use. Rather than donating raw land, they offered to donate a developed park that would link with other properties along the Bear Creek riparian area. He stated that the property is adjacent to city-owned land that is dedicated to open space. He welcomed the landscape architects and invited them to speak to the commission. Page 2 of3 Regular Meeting Minutes - October 24, 2005 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS MEADOWBROOK II PRESENTATION, cont'd. Jason Patterson and Tom Madera of Camelot Family Homes thanked the commissioners for their input during the October 13 study session, reporting that they made every effort to integrate Parks Department suggestions into their plan. They encouraged the commission to comment on their revised plan. Discussion Amonq Commissioners Commissioners offered feedback to the landscapers, stating that they spoke with city staff members who suggested additional alterations, including elimination of a 10-foot strip of grass [to conserve water] and some changes to tree plantings [for the sake of variety]. MOTION Eggers moved to approve the Meadowbrook II park landscape plan, with the following exceptions: 1} move the trees along the 10-foot walking path to the creek side; 2} eliminate the strip of lawn on the creek side; 3} alternate the species of trees along the sidewalk; and 4} terminate the pathway in the center of the holding pond. D. Amarotico seconded the motion. The vote was: 5 yes - 0 no . . NEW BUSINESS PUBLIC ARTS COMMISSION PRESENTATION Robertson welcomed Richard Benson of the Public Arts Commission and invited him to speak to the commission about PAC's request to install two proposed "signature tiles" for the mosaic at the top of the Calle Guanajuato staircase. Richard Benson presented two signature tiles, created by artist Sue Springer, and requested the commission's approval to place them in the mosaic at the top of the staircase. He announced the unveiling of the project, scheduled for November 4 at 3:00 PM, and invited commissioners and staff to attend. Discussion Amonq Commissioners Commissioners expressed concern about the lettering and frogs on the tiles, stating that they might not fully match the project in terms of style. Amarotico and Eggers agreed to discuss some changes with the artist prior to the November 4 unveiling, and the commission agreed to allow the artist to place the tiles loosely into the concrete as placeholders [until a more acceptable signature tile could be created and placed in the mosaic] . ASHLAND GREENHOUSES PROPOSAL Robertson reported that the commission was approached about a potential land trade between the Parks Department and the owners of Ashland Greenhouses. He welcomed Greg Williams, co-owner of Ashland Greenhouses, and invited him to provide further information to the commission. Greg Williams stated that the plan, still in its conceptual phase, would provide better access to the Dog Park than its present entrance allows. He requested the commission's acceptance, in principle, of the project, explaining that he would then forward the request to the Planning Commission for the next level of approval. Discussion Amonq Commissioners Commissioners asked clarifying questions about the proposal. Gardiner disclosed that he and Williams are friends and that he knew about the project in advance but felt he could remain objective as a commissioner. Gardiner called for a motion. MOTION D. Amarotico moved to agree to support, in principle, the land swap between Ashland Parks and Recreation and Ashland Greenhouses. Rosenthal seconded the motion. The vote was: 5 yes - 0 no Page 3 of 3 Regular Meeting Minutes - October 24, 2005 Ashland Parks and Recreation Commission . NEW BUSINESS ASHLAND PARKS FOUNDATION REQUEST Robertson informed the commission that the Parks Foundation, whose sole purpose is to generate funds for projects that support parks and the community, developed a new promotional brochure that they hoped to insert into the upcoming winter recreation activity guide [since the guide is mailed to all Ashland residents and would reach an optimal number of citizens]. He stated that the foundation would pay for any costs associated with the insertion of the brochure. Discussion Amonq Commissioners Commissioners asked several questions, which were answered to their satisfaction, and Gardiner called for a motion. MOTION Rosenthal moved to approve the inclusion of the Ashland Parks Foundation brochure [or informational materials] into the winter recreation guide. Eggers seconded the motion. The vote was: 5 yes - 0 no SUB.COMMITTEE and STAFF REPORTS Gies reported that two [out of three] benches with memorial plaques were recently installed in Lithia Park following approval of their placement by the Signs, Plaques, and Memorials subcommittee. ITEMS FROM COMMISSIONERS Eggers thanked Ashland taxpayers for sending two commissioners and several staff members to the National Recreation and Parks Association's annual conference in San Antonio, Texas. She spoke favorably of the . conference and its workshops, stating that she hoped their participation would add value to the community. UPCOMING MEETING DA TE(S} and PROPOSED AGENDA ITEMS · Trail Master Plan meeting set for November 1 at 1 :00 PM-Parks office, 340 S. Pioneer. Topic to include: · Final review of draft master trail plan document · Joint study session with Ashland City Council and Ashland School Board set for November 17 at 7:00 PM-Council Chambers, 1175 E. Main. · Regular meeting set for Monday, November 21 at 7:00 PM-Parks office, 340 S. Pioneer. Topics to include: · Riverwalk subdivision proposal · Presentation of finance award · Review of audit report · Budget preparation schedule · Logo discussion · Study session set for December 1 at 7:00 PM-Parks office, 340 S. Pioneer. Topics to include: · Vogel park master plan review · Trail master plan presentation · Employee manual review · Regular meeting set for Monday, December 19 at 7:00 PM-Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 9:20 PM. Respectfully submitted, . Susan Dyssegard Ashland Parks & Recreation Department . .1. . ~. w_~ , ,.: r , t I I' ~ Ashland Schaol District ASHLAND PARKS CITY Of ASHLAND Ashland City Council, Ashland School Board, and Ashland Parks and Recreation Commission Joint Special Meeting Minutes November 17,2005,7:00 pm Civic Center, Council Chambers, 1175 East Main Street Attendance: City Councilors A. Amarotico, Chapman, Hardesty, Hartzell, Jackson, Silbiger, and Mayor Morrison were present. School Board Members Alexander, Amrhein, Marr, Parker, and Patton were present. Parks Commissioners Eggers, Gardiner, Lewis, and D. Amarotico were present. Commissioner Rosenthal was absent. Staff: GINO GRIMALDI, CITY ADMINISTRATOR JULl DI CHIRO, SCHOOL SUPERINTENDENT DON ROBERTSON, PARKS DIRECTOR CALL TO ORDER Mayor Morrison called the City Council Special Meeting to order, Park Commissioner Gardiner called the Park Commission Special Meeting to order, and Chair Parker called the School Board Special Meeting to order at 7:03 pm at Council Chambers, 1175 East Main Street in Ashland, Oregon. II. INTRODUCTION AND AGENDA REVIEW There were no changes to the agenda. III. APPROVAL OF MINUTES Eggers moved to accept the minutes as presented; Jackson seconded. The minutes were accepted as presented. IV. PUBLIC INPUT There was no public input. V. JOINT RESOLUTION Robertson referen~d his written statement, explaining that, at the last joint meeting of the Ashland School Board, Ashland City Council, and Ashland Parks and Recreation Commission, each elected body appointed a representative to develop a long-term agreement for the disposition of the playgrounds at Lincoln and Briscoe schools. On October 28th, Alex Amarotico, Amy Amrhein, and Joint Meeting Minutes Page 1 of6 . . . JoAnne Eggers met to begin discussions on the agreement. It was realized that an agreement will take several meetings to accomplish. It was also recognized that an intermediate step may be useful to assure the community that the Lincoln and Briscoe properties are not in danger of redevelopment in the near or foreseeable future. In order to assure the community, the committee developed a resolution pledging to work together to develop an agreement that would protect those properties for the foreseeable future. Further, the resolution recognizes the need for the three elected bodies to work together in the planning and funding of long- term capital needs. Finally, the resolution sets a goal of completing the agreement by July I, 2006. Mayor Morrison read the following proposed resolution for the record. Whereas the citizens of Ashland have expressed their desire to maintain Briscoe and Lincoln Schools playgrounds as parks; Whereas the city has a comprehensive plan goal of providing a neighborhood park within a quarter mile of each residence, and school grounds are factored into that format as neighborhood parks; Whereas the Ashland School Board, Ashland Parks Commission, and Ashland City Council agree that all the school grounds, including Briscoe and Lincoln, shall remain as public open spaces; Whereas the Ashland School Board, Ashland Parks Commission, and Ashland City Council agree that they all have large capital needs that should be addressed as a consolidated effort; Whereas the Ashland School Board, Ashland Parks Commission, and Ashland City Council recognize that each of their constituents is also the others' constituents, and that proper use of tax dollars is critical to each entity's mission; Whereas the Ashland School Board, Ashland Parks Commission, and Ashland City Council recognize that time is limited and that a goal of implementation of any plan will occur on or by July 2006; Now, therefore, be it resolved that the Ashland School Board, Ashland Parks Commission, and Ashland City Council shall preserve the playgrounds at all the current Ashland School District facilities, including Briscoe and Lincoln, as open spaces; that all three elected Joint Meeting Minutes Page 2 of6 . . . boards shall identify their major capital needs and work together to coordinate funding in a manner that is beneficial to the taxpayers of Ashland; and that the three jurisdictions will develop a maintenance plan that properly distributes the costs and liabilities of maintaining all of their publicly owned facilities. Silbiger declared a potential conflict of interest due to his being a shareholder in Plexis Healthcare. Group members accepted his declaration and agreed that he could participate in the discussion. Jackson asked for clarification of the definition of playgrounds. Robertson clarified that schools define playgrounds as the playing fields or spaces where recesses might normally occur; parks defines playgrounds as the open play areas which would preclude aesthetic areas or front lawns of schools. This definition could be more fully developed in the actual agreement. Jackson asked that this particular area be dealt with in the agreement. The group revised the resolution to read as follows: Whereas the citizens of Ashland have expressed their desire to maintain Briscoe and Lincoln Schools playgrounds as parks; Whereas the city has a comprehensive plan goal of providing a neighborhood park within a quarter mile of each residence, and school grounds are factored into that format as neighborhood parks; Whereas the Ashland School Board, Ashland Parks Commission, and Ashland City Council agree that the school playgrounds, including those at Briscoe and Lincoln, shall remain as public open spaces; Whereas the Ashland School Board, Ashland Parks Commission, and Ashland City Council agree that they all have large capital needs that should be addressed as a coordinated effort; Whereas the Ashland School Board, Ashland Parks Commission, and Ashland City Council recognize that each of their constituents is also the others' constituents, and that proper use of tax dollars is critical to each entity's mission; Whereas the Ashland School Board, Ashland Parks Commission, and Ashland City Council recognize that time is limited and that a goal of Joint Meeting Minutes Page 3 of6 . . . implementation of any plan will occur on or by July 2006; space around the schools will be preserved as playing fields; Now, therefore, be it resolved that the Ashland School Board, Ashland Parks Commission, and Ashland City Council shall preserve the playgrounds and playing fields at all the current Ashland School District facilities, including Briscoe and Lincoln, as open spaces; that all three elected boards shall identify their major capital and maintenance needs and work together to coordinate funding in a manner that is beneficial to the taxpayers of Ashland. Public comments were received as follows. Bill Street, 180 Mead Street, expressed concern that the public needs to understand what this resolution means. Many are concerned about school playgrounds and preserved parks. Would you consider having affordable workforce housing on school property at some time to attract families with children to our schools. Mr. Street cited statistics of the percentages of Ashland public employees who live outside of Ashland. At the current rate, we won't have enough families with income to pay for the aging population on Medicare to support the Ashland Community Hospital. Melissa Mitchell-Hooge, 271 High Street, supported the proposed resolution. She expressed concern about workforce housing. She further explained that playgrounds portray playground structures, and playing fields are extremely important to parks. Jackson asked that the resolution address Briscoe and Lincoln playgrounds as well as bond issues. She would rather pursue and participate with the Housing Commission to discuss workforce housing. Alexander hoped that playing fields would be interpreted as sporting fields. Hartzell suggested that the resolution designate a minimum amount of land that would be playing fields. Jackson moved that the Ashland City Council approve the resolution as amended with wording changes. A. Amarotico seconded and the motion passed unanimously. Joint Meeting Minutes Page 4 of6 . . . Marr moved that the Ashland School Board adopt the consensus resolution as amended. Alexander seconded and the motion passed unanimously. Eggers moved that the Ashland Parks & Recreation Commission adopt the resolution as amended. D. Amarotico seconded and the motion passed unanimously. VI. SOSP JOINT-USE RECOMMENDATIONS Melissa Mitchell-Hooge highlighted the Save Our Schools & Playgrounds Task Force Recommendations for Preserving Schools & Playgrounds and responded to questions. The recommendations were: 1.) Enter into a formal joint-use agreement between the Ashland Parks Department, City of Ashland, and the Ashland School District regarding school grounds maintenance. 2.) Share maintenance equipment and maintenance facilities yards between the City of Ashland, Ashland Parks & Recreation Department and Ashland School District, to the extent that is feasible, in order to save money, share resources, and possibly open up available land for workforce housing. 3.) Explore the idea of workforce housing on public land that does not currently house a playground or playing field, and encourage the donation of land to the City or School District for the purposes of workforce housing. 4.) Market Ashland to families. VII. SET AGENDA FOR NEXT MEETING The group discussed next steps. It was agreed that the maintenance steering committee would continue to operate with Amrhein, Eggers and A. Amarotico as members. Patton volunteered to serve on the committee as a resource, since she did research for the SOSP report. Jackson requested clarification on the task of the maintenance steering committee. She expected the committee to work with staff on the resolution to determine what would be financial workable. She further felt this large group should start receiving information from finance directors of the school district and the city, as well as from Dan Ross regarding different levy options any of the entities can use as a special fundraising tool. Hartzell supported the resolution with the understanding that more definitions would be developed and more clarification regarding the playing fields would be provided. Joint Meeting Minutes Page 5 of6 . . . , . Alexander felt the three entities are specifically tasked with discussing the maintenance of the playing fields and the parks of the schools, and questioned how the bond issue becomes involved. Jackson explained that the resolution indicates that we want to develop a long- term arrangement for maintenance and playgrounds. Gardiner pointed out that the cost recommendation of the SOSP is to shift $190,000 to the Parks & Recreation Commission to take care of the maintenance, and he is not sure where that money will come from. Hartzell reminded the group that the subcommittee needs to provide public notice when it meets. Hartzell further recommended that a subcommittee on the funding goal be appointed that is separate from the resolution. Eggers stated that she is committed to discussing dedicated parkland in the future and issues that are shared by the three entities, not just maintenance of school grounds. Amrhein understands the task of the maintenance subcommittee and would like to meet with staff so the subcommittee can further define what will be done and when. The subcommittee will then develop a plan that can be presented to the large group. Hartzell moved to appoint Patton to the maintenance subcommittee. Gardiner seconded and the motion passed unanimously. The group confirmed that the Housing subcommittee consists of Cate Hartzell, Jim Lewis and Ruth Alexander. Hartzell proposed that the large group meet in mid-January and the maintenance subcommittee report on its recommendations. The subcommittee can request feedback from the different entities prior to the January meeting. The next agenda was set as follows: · County Assessor Local Option Levy presentation. · Updates from city and school financial officers. · Update from Maintenance Subcommittee. · Update from Housing Subcommittee. · Update from Transportation Subcommittee. · Meet again on Thursday, January 19, at 7:00 pm-Council Chambers. · The City will do the minut~s of the meeting. VIII. ADJOURNMENT Morrison adjourned the City Council, Parker adjourned the School Board, and Gardiner adjourned the Parks Commission at 8:58 p.m. Joint Meeting Minutes Page 6 of6 .. . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES November 21, 2005 . ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis; Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige Absent: City Council Liaison A. Amarotico CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at the Parks office, 340 S. Pioneer Street. APPROVAL OF MINUTES Study Session - October 13. 2005 Under "Meadowbrook II Park Plan," Eggers asked that the phrase "were pleased" be removed from the sentence regarding park maintenance by the developers. MOTION Rosenthal moved to approve the minutes as amended. Eggers seconded the motion. The vote was: 5 yes - 0 no Reqular Meetinq - October 24, 2005 Under "Meadowbrook II Park Plan," Eggers asked that the phrase [within the motion] reading "with the following exceptions" be changed to "with the following changes." MOTION Rosenthal moved to approve the minutes as amended. D. Amarotico seconded the motion. The vote was: 5 yes - 0 no . PUBLIC PARTICIPATION OPEN FORUM None. ADDITIONS OR DELETIONS TO THE AGENDA REQUEST FOR FILMING IN BLUEBIRD PARK The commission agreed to include "Request for Filming in Bluebird Park" at the end of the "New Business" section of the agenda, FINANCE AWARD PRESENTATION Robertson announced that the Ashland Parks and Recreation Commission received the GFOA Award for excellence in financial reporting for the 17th straight year, He thanked the staff members involved for their exceptional service to the commission and the community. UNFINISHED BUSINESS GOLF COURSE FEES DISCUSSION Teige reported that the Golf Course Subcommittee met to discuss feedback received by the golfing community over the past several months and revised its proposed fees changes, which she presented to the commission and those in attendance. Gardiner invited the public to speak to the commission, Public Input Ronald Corallo, 805 Indiana Street, thanked the commission for working cooperatively with the golfers and expressed that the proposed increased golf fees still seemed too high. Ron Tracy, 1138 Augusta Court, thanked the commission for taking the time to listen to the golfers and asked them to provide him with an adequate business and marketing plan for the course. . Page 2 of 4 Regular Meeting Minutes - November 21,2005 Ashland Parks and Recreation Commission · UNFINISHED BUSINESS GOLF COURSE FEES DISCUSSION Public Input, cont'd. Ross Rampy, 40 Bush Street, expressed his pleasure with the subcommittee's decision, stating that the proposed increases in annual [and other] fees seemed reasonable, Jim Hatton, 280 Terra Street, asked the commission to clarify whether annual fees would include holidays [to which they responded "yes"]. Mark Kerr, 1506 Pinecrest Terrace, expressed overall satisfaction with the proposed fee increases but reflected that smaller increases would have been preferable, especially for family rates, Discussion Amonq Commissioners Commissioners offered feedback on the proposed fee changes, agreeing that the rates had not been raised for a long time and the new rates seemed reasonable. Gardiner, a member of the subcommittee, reported that the overall intention [of the subcommittee and the commission] was to make the course self-supporting, and the new fee schedule could help them to achieve that goal. Commissioners thanked Rosenthal, a member of the subcommittee, for his cost analysis. He stated that the retention of the 7 -day pass was a compromise based on public testimony and that the new rates were reasonable and responsible. Commissioners thanked the subcommittee for their work and the public for their input, reflecting that the increased income might increase the likelihood of improvements being made at the course. Gardiner called for a motion. MOTION Eggers moved to adopt the fee schedule proposed by the Golf Course Subcommittee and to annually review golf course fees. Lewis seconded the motion. The vote was: 5 yes - 0 no . . NEW BUSINESS RIVERWALK SUBDIVISION PROPOSAL Robertson introduced the topic, reminding the commission that Bow Seltzer, a citizen residing within the Riverwalk subdivision, presented a citizen petition to the commission at their October regular meeting requesting a redesign of the front of the area known as Riverwalk Park. The proposal included a formal lawn area, picnic tables, and additional trees. He welcomed Seltzer, inviting him to speak to the commission. Public Input Bow Seltzer, 593 N. Mountain Avenue, asked the commission to consider a better entranceway into the park at the Riverwalk subdivision, preferably off Clinton Street, and to help the homeowners develop the area into a user-friendly space. He thanked the commission for placing the topic on the agenda and his neighbors for attending the meeting and supporting the concept. Shirley Bell and Jim Simonds, 619 N. Mountain Avenue, thanked the commission for the park and asked them to consider placing benches within it and removing trash so the area could become a gathering place for neighbors. Richard Jennings, 625 N. Mountain Avenue, agreed with the other speakers, adding that the neighbors could help maintain the park. Charlie West, 446 Briscoe, thanked Seltzer for his design proposal and asked whether it would be possible to offer input to the commission on the design. He reflected that the park would be an ideal meeting place within the subdivision and that the neighbors could provide assistance in making it a success. Barry Vitcov, 430 Briscoe, asked how he and other neighbors could help implement the new park and thanked Seltzer for taking the initiative to start the process. . Page 3 of 4 Regular Meeting Minutes - November 21,2005 Ashland Parks and Recreation Commission · NEW BUSINESS RIVERWALK SUBDIVISION PROPOSAL Public Input. cont'd. Sidney Bonte, 426 Clinton Street, agreed with the other neighbors, stating that the community hoped to assist with the effort of redesigning the park. Harry Purslow 780 Oakway Circle, reported that the area is high-density, the streets are narrow, and parking is limited, so soccer and ballpark patrons often park vehicles at the Riverwalk park site during the soccer and baseball seasons. He expressed concern about that and also about the trash in the area, Dolly Travers, 426 Clinton Street, asked several questions of the commission, including what their approach would be in creating the park, who the stakeholders would be, and how neighbors could be involved in the process. Discussion Amonq Commissioners Commissioners asked about the history of the park site and Robertson informed them that, when the subdivision was developed, the area was meant to be developed as a park. He reported that the park land was, at the time of development, on the city's Open Space Plan [as dedicated parkland] and the plat plan showed the developer making improvements. He stated that two stages [for development of the park site] are missing-the completion of the staging area and the completion of the trail. Commissioners discussed the possibility of turning the land into park space in the future, expressing their interest in providing lawn furniture and additional shrub plantings to discourage people from parking on the . site. Robertson stated that those items would have a marginal impact on the budget. Commissioners invited the neighbors to attend upcoming Parks budget meetings and to convey their interest in developing the park area within the subdivision. Robertson agreed to work with staff to determine costs involved in providing lawn furniture, shrubs, and some barriers to the park site, BUDGET PREPARATION SCHEDULE Robertson reviewed his packet memo regarding budget meetings for the 2006-2007 fiscal year, indicating that he hoped to begin the process in December 2005 and be prepared to present the proposed budget to the Budget Committee in the March/April 2006 timeframe, He also expressed that the initial portion of the budget process, during which he hoped to meet with commissioners individually, would be an appropriate time to begin his annual evaluation. Discussion Amonq Commissioners Commissioners stated that they felt comfortable with the proposed budget timeline and process. PARKS DEPARTMENT LOGO DISCUSSION Robertson reminded the commission of their 2005-2006 fiscal year goal to review the current Parks Department logo and potentially to find a more appropriate representation of the department. He laid out a five-step plan by which they could proceed, Discussion Amonq Commissioners Commissioners agreed that the swans no longer accurately represent the parks system and that it would be appropriate to move forward in creating a new logo. Rosenthal suggested hiring a professional graphic artist to help create a logo that would clearly represent the department to the community. Other commissioners . agreed with the concept of hiring a professional and staying involved with the process. Staff agreed to prepare requisite logo attributes for prospective graphic artists to use in generating price estimates. . '. Page 4 of 4 Regular Meeting Minutes - November 21,2005 Ashland Parks and Recreation Commission . NEW BUSINESS REQUEST TO FILM IN BLUEBIRD PARK Robertson reported that staff was approached by CWG Films, LLC, about using Bluebird Park in the filming of a scene from the movie "Conversations with God," The requested filming date and time were Saturday, November 26, 2005, from 8:00 PM to 2:00 AM. He indicated that, should the commission decide to grant the request, staff would recommend that a $2,000 refundable security deposit be charged and a use fee of $500 assessed. He introduced Gary Kout of CWG Films, LCC, inviting him to speak to the commission. Gary Kout, Unit Production Manager for CWG Films, LLC, reported that he approached staff to request the use of Bluebird Park and received a list of commission-generated questions related to the use of filming in any city park, which he filled out and returned. He provided the questions and answers as well as the scene for the commissioners to review, and he informed the commission that his company obtained a temporary business license and a special use permit from the city allowing CWG Films to film within city limits. Discussion Amonq Commissioners Commissioners asked staff and Kout a number of questions related to the filming, including the size of the filming crew and questions about equipment, how weather might affect the process, and how the park is typically used at that time of night and year. Appropriate answers were provided and Gardiner called for a motion, MOTION Rosenthal moved to approve the filming request at Bluebird Park on Saturday, November 26, from 8:00 PM to 2:00 AM, contingent upon security deposit and use fees being paid. D. Amarotico seconded the motion. . SUBCOMMITTEE and STAFF REPORTS None. The vote was: 5 yes - 0 no ITEMS FROM COMMISSIONERS None. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Study session set for Thursday, December 1 at 7:00 PM-Parks office, 340 S. Pioneer. Topics to include: · Vogel Park master plan review · Trail master plan document presentation · Employee manual review · Regular meeting set for Monday, December 19 at 7:00 PM-Council Chambers, 1175 E. Main. Topics to include: · Audit report · Trail master plan document request · Executive session-Real Property ORS 192.660 (1)(e) ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 9:20 PM. Respectfully submitted, . jk-. ~rt- Susan Dyssegard Ashland Parks & Recreation Department ~ City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES December 1, 2005 ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Rosenthal; Director Robertson; Superintendent Teige Absent: Commissioner Lewis; City Council Liaison A. Amarotico; Superintendent Gies CALL TO ORDER Gardiner called the study session to order at 7:05 p.m. at the Parks Office, 340 S. Pioneer Street. VOGEL PARK MASTER PLAN REVIEW Robertson reviewed the park planning process to date and talked about the public meetings held, input solicited, and park site draft designs reviewed. He expressed his wish to use the meeting to further review the three draft designs and provide clear direction to the design team to enable them to complete a final draft plan. He encouraged the commissioners to review the proposed design features, which were generated by the commission, staff, and the public, and to offer their thoughts and concerns about each element. Discussion AmonQ Commissioners Commissioners reviewed each of the three plans (A, 8, and C), comparing and contrasting various features. They agreed to walk through the items on the list provided by the Lewis team. Due to time constraints, they were able to review approximately half of the 24 items on the list. Items discussed included entry area, restrooms, creek and riparian restoration, trail system, the barn, vehicular access, parking, use areas, community garden, bicycle parking, and drinking fountain, Commissioners debated adding more community garden plots at the site and also discussed parking lot size, creating a well-defined entrance area, whether to include restrooms and where to place them, whether or not to "lead" people to the riparian area (to minimize human impact on sensitive areas), providing ADA accessibility to the creek site, placing drinking fountains near restrooms, locating "human-used areas" together, and designing the area to allow for environmental education without negatively impacting the sensitivity of the area Several citizens provided input, especially in terms of the community garden portion of the park site. The commission agreed to continue the discussion at future meetings. TRAIL MASTER PLAN DOCUMENT PRESENTATION Robertson reviewed the trail master plan process, reporting that it was expected to be completed in one year but that it was nearly complete after two years of effort. He reminded the commission of the work of the committee, including the five public meetings that set the stage for the process and drew between 30-75 people each, and the efforts of the committee to formulate a document to combine all the elements involved in the process. He reported that the city has good length-wise (lateral) trail corridors but lacks in terms of north/south connections, so the group decided to dovetail on existing creek corridors, with the hope that willing landowners would donate easements or right-of-ways to the city, He welcomed Scott Kurtz, Chair of the Trail Master Plan Committee, and invited him to speak to the commission. Ashland Parks and Recreation Commission Study Session - December 1, 2005 Page 2 TRAIL MASTER PLAN DOCUMENT PRESENTATION, cont'd. Scott Kurtz provided further information about the project, stating that it was a team effort, with David Lewis serving as a consultant on the document, taking the large quantity of information gathered and placing it into its current format. He reported that the committee is a year behind its deadline but that the group made steady progress and is proud of its efforts. Kurtz indicated that the document is visionary in nature and will take decades to implement. He reported that the group worked with the city's Legal and Planning departments to determine how the document might fit into the City's Comprehensive Plan. He stated that final edits are expected to be completed the second week in December, with the document going before the commission at their December regular meeting, at which time the public will be invited to provide comments. At the December 19 regular commission meeting, he reported that the committee planned to request that the commission recommend adoption to the City Council at its January 3 meeting, with adoption potentially occurring at the City Council's January 17 meeting. Once completed, the document will be posted to the city's Web site, with copies distributed around town [including the library and the Community Development building]. Discussion Amonq Commissioners Commissioners agreed to read the document prior to their December 19 regular meeting and to consider recommending to the City Council the adoption of the document in January 2006. ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 9:00 PM. Respectfully submitted, ~ ~~J-. / I '~- ~ Susan Dyssegard Ashland Parks and Recreation . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES December 19, 2005 ATTENDANCE Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige Absent: City Council Liaison A. Amarotico CALL TO ORDER Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main Street. APPROVAL OF MINUTES Reqular Meetinq - November 21. 2005 Under "Riverwalk Subdivision Proposal," Eggers asked that the phrase that included the term "Riverwalk Park" be changed to read, "". requesting a redesign of the location across from the area on Clinton Street within the Riverwalk Subdivision that resides between 601 N. Mountain Avenue and 525 Clinton Street." In the same section, under "Discussion Among Commissioners," Eggers asked that a phrase within the first sentence be clarified to read, "".the area between the subdivision and Bear Creek was meant to be developed as a park," MOTION D, Amarotico moved to approve the minutes as amended. Lewis seconded the motion. The vote was: 5 yes - 0 no . Stud v Session - December 1, 2005 MOTION Eggers moved to approve the minutes as written. Rosenthal seconded the motion. The vote was: 5 yes - 0 no . PUBLIC PARTICIPATION OPEN FORUM None. ADDITIONS OR DELETIONS TO THE AGENDA None. UNFINISHED BUSINESS TRAIL MASTER PLAN DOCUMENT Robertson introduced the topic, reminding the commission that the Trail Master Plan Committee was formed two years ago for the purpose of creating a trails plan for the city, as an adjunct to the city's Comprehensive Plan. He welcomed Scott Kurtz, chair of the committee, and invited him to speak to the commission. Scott Kurtz, 831 Liberty Street, presented the final draft of the Trail Master Plan document, stating that it was the culmination of two years of labor by a committee comprised of seven people, including two members from the Ashland Woodlands and Trails Association, two members of the public, two members of the Ashland Parks and Recreation Commission, and one City Council liaison. Additional help was provided by the National Park Service (one consultant and a $1,000 grant) and city staff members. In the process of creating the document, the committee hosted five public meetings, distributed a survey throughout the city (generating 139 citizen responses), and hired a consultant to compile and condense the information into an organized document. He thanked everyone involved in the process and requested that the commission recommend adoption of the document to the Ashland City Council. .. Page 2 00 Regular Meeting Minutes - December 19,2005 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS TRAIL MASTER PLAN DOCUMENT, cont'd. Discussion Amonq Commissioners Commissioners provided detailed feedback and Kurtz agreed to incorporate their suggestions into the document before distributing it within the city and re-posting it on the city's Web site. MOTION Eggers moved to recommend to the Ashland City Council the adoption of the Trail Master Plan document. D. Amarotico seconded the motion. The vote was: 5 yes - 0 no . . NEW BUSINESS AUDIT REPORT Robertson reminded the commission that the State of Oregon requires an independent annual audit of all governmental agencies and reported that the 2004-2005 audit was conducted by Pauly, Rogers and Co. He welcomed Lee Tuneberg, City Finance Director, and asked him to present the audit to the commission, Lee Tuneberg outlined the process for the annual audit and spoke favorably of the 2004-2005 audit and the agency that conducted it. He reported that the Parks Department's fund balances are stable and that they are set aside to carry the department through until property taxes become available. He stated that the Parks Department received the Government Finance Officers' Association award for excellence in financial reporting for the 17th consecutive year and congratulated the commission on their achievement. Discussion Amonq Commissioners Commissioners asked several clarifying questions for which Tuneberg provided answers. Robertson thanked Tuneberg and his staff for their excellent work. 2006 MEETING CALENDAR REVIEW Robertson presented a calendar of proposed regular commission meeting dates for 2006 and requested that the commission consider conducting the November and December meetings one week earlier [on the third Monday of the month instead of the fourth Monday of the month] to accommodate the Thanksgiving and Christmas holidays. SUBCOMMITTEE and STAFF REPORTS PROJECT UPDATE Gies updated the commission on the status of existing and completed park projects, stating that the lower duck pond filtration system worked well throughout the spring, summer, and fall, and reporting that it currently was being drained for cleaning. He indicated staff's intention to look at resolving the upper duck pond water quality situation during the 2006-2007 budget year, ITEMS FROM COMMISSIONERS Eggers reported on feedback she received from the public regarding the ice skating rink in Lithia Park and asked staff to consider including more open skate hours within the ice rink schedule. Rosenthal reported that the number of rounds played at the Oak Knoll Golf Course in 2005 decreased for the sixth consecutive year and expressed interest in discussing how to make the golf course a more profitable operation during the 2006-2007 budget planning season. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Study session set for Wednesday, January 11 at 7:00 PM-Parks office, 340 S. Pioneer. Topics to include: · Vogel property master plan review · Community Garden policy · Budget - prospective goals · Page'30f3 Regular Meeting Minutes - December 19,2005 Ashland Parks and Recreation Commission . UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS, cont'd, . Regular meeting set for Monday, January 23 at 7:00 PM-Council Chambers, 1175 E, Main. ADJOURNMENT INTO EXECUTIVE SESSION Executive Session Real Property ORS 192.660 (l)(e) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT - By consensus, with no further business, Gardiner adjourned the meeting at 9:15 PM. Respectfully submitted, Susan Dyssegard Ashland Parks & Recreation Department . .