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HomeMy WebLinkAbout2004-0726 Parks & Rec. PacketIMPORTANT: Any citizen attending a Commission meeting may speak on any item on the agenda. If you wish to speak, ;)lease fill out the Speaker Request form located near the entrance to the Council Chambers. The Chair will recognize you and inform you as to the amount of time allotted to you. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people ',~vho wish to be heard, and the length of the agenda. CITY OF ASHLAND PARKS AND RECREATION COMMISSION Regular Meeting Agenda JULY 26, 2004 @ 7:00 PM COUNCIL CHAMBERS (~ CIVIC CENTER 0 1175 E. MAIN STREET CA~.L TO ORDER APPROVAL OF MINUTES Regular Meeting June 28, 2004 PUBLIC PARTICIPATION · Open forum ADDITIONS or DELETIONS TO THE AGENDA UNFINISHED BUSINESS · Duck Pond Signs NEW BUSINESS · Baseball Lights at North Mountain Park · Request to Modify Parks, Trails, and Open Space Plan SUB-COMMITTEE and STAFF REPORTS · Trail Master Plan Committee Report ITEMS FROM COMMISSIONERS UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours pdor to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28CFR 35.102-35.104 ADA Title I). City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES June 28, 2004 ATTENDANCE Present: Commissioners Eggers, Gardiner, and Lewis; Director Robertson; Superintendent Gies Absent: Commissioners Amarotico and Rosenthal CALL TO ORDER ' · ~ Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Regular Meeting - May 24, 2004 Under New Business item "3AM Bicycle Request Review,' Commissioner Rosenthal expressed his support of the event 'so long as it was not detrimental.' Under New Business item "Meadowbro0k Park Development Information,' Vice-Chair Eggers asked that the odginal language from the 'May 24 meeting regarding "islands under tree groups" be reflected in the minutes. Also in that section, under 'Discussion Among commissioners;' she expressed concem about "riparian protection and restoration in the park' (not 'reparation"). MOTION Vice-Chair Eggers moved to approve the minutes as amended, commissioner Lewis seconded the motion. The Vote was: 3 yes -0 no PUBLIC PARTICIPATION OPEN FORUM Bill Longiotti, P.O. Box 1, Talent, spoke of an upcoming event at the Ashland Gun Club and asked the Commission about the status of the gun club lease extension. Ron Roth, 6950 Old Hwy 99 South, asked the Commission to formally request that the Jackson county commissioners hold a public headng on the proposed amendment to the Bear Creek Greenway ordinance prior to making their final decision on the matter. .. ADDITIONS OR DELETIONS TO THE AGENBA- None UNFINISHED BUSINESS .. SIGNS, MEMORIALS, AND PLAQUES DISCUSSION Director Robertson referenced the most recent revisions to the draft policy that came from the june 14 study session and asked commissioners for their review and feedback. Discussion Among Commissioners Commissioners discussed a number of issues about the draft policy. Commissioner Lewis read the document from the viewpoint of a person requesting a sign, memorial, or plaque, and found it to be useful. Vice-Chair Eggers reminded the Commission about their decision to not use 'monument" but instead to use only the words 'signs and memorials," as 'plaques" would come under the heading of 'signs.' In terms of naming parks, trails, or other park-related sites, she stressed the importance of establishing a naming policy, asking that a paragraph be added to the document under the heading of 'Policy." She asked that redundancies in the document be removed wherever possible, and agreed to forward appropriate wording to staff. Finally, she expressed her concem about the reflective signs under trees in Lithia Park, stating that the glaring is often hard on eyes. Page 2 of 4 Regular Meeting Minutes - June 28, 2004 Ashland Parks and Recreation Commission UNFINISHED BUSINESS SIGNS, MEMORIALS, AND PLAQUES DISCUSSION, Cont'd. Chair Gardiner asked Staff to explain historical maintenance practices for such items as signs, memorials, bddges, or trails. Director Robertson explained that Staff is ultimately responsible for maintaining all items in city parks and recommended that a statement be added to the document to the effect that, "any contribution to the park must be accompanied by a maintenance fee equivalent to twice the worth of the donated item." The Commission agreed to reduce the title of the document to "Signs and Memorials' and to exclude 'Plaques and Monuments." NEW BUSINESS BIKE SWAP REPORT Director I%bertson reminded Commissioners about the March 22 APRC regular meeting request that the Parks Commission partner with the Bicycle and Pedestrian Commission for the annual bike swap. He welcomed Lexi Delgado and David Chapman of th~'Bicycle and Pedestrian Commission. Lexi Delgado, Bike Swap Coordinator, spoke about the success of the event and thanked the Parks Commissiion for their assistance. She reported that the swap took in approximately $2,400 and that the funds will be used for bicycle education :classes in the community, utilizing Parks and Recreation staff for the coordiination and administration of those classes. Specific classes could include an elementary school- level bicycle rodeo to teach basic bicycle skills in a fun environment; multi-generation ddes around Ashland guided by local cycling enthusiasts; and a middle school-aged after-school program to teach'bicycle safety and basic bicycle maintenance. The Bicycle and Pedestrian Commission will co-sponsor the classes. David Chapman spoke with appreciation about the suggestion by Parks staff to run and manage future annual bike swaps, with support from himself, Ms. Delgado, and the Bicycle and Pedestrian Commission. Discussion Amonq Commissioners commissioners congratulated Ms. Delgado and Parks / Bicycle Commission staff on the success of the event and expressed their excitement about continuing to work together in the future. HABITAT FOR CATHY REQUEST Director Robertson referenced the packet information regarding the request by a local citizen to be gifted her rental home, located in the North Main Street Park area, in which she has resided for nearly 20 years. Public Comment Cathy Tschanen, 669 N. Main Street, spoke'aboUt the history of the property, including its uSe as a peach orchard, and stated that the home in which she· lives was brought to the site from another location in Ashland. She expressed that the house suits her needs well and that she would have difficulty finding another affordable home in Ashland. She reported that the entrance to the park .would be prohibitive for vehicular access. . Sharyn M.andell, a Talent resident, is a friend of Ms. Tschanen's who spoke in support of the donation of the home, expressing the desire to assist her fiend in expanding the roughly 500-square-foot dwelling. Discussion Amonq Commissioners Director Robertson observed that there are two Viable entrances and a third possible entrance into the future park:, and that the drive off N. ·Main Streetdoes not appear to be adequate for vehicular entrance into the park. He indicated that the area would fall into the "neighborhood park" category and would not be suitable as', a "drive-to" park but could serve as a "walk-to" park. Page 3 of 4 Regular Meeting Minutes - June 28, 2004 Ashland Parks and Recreation Commission NEW BUSINESS HABITAT FOR CATHY REQUEST, Cont'd. He reported that the Commission will begin a process of creating a master plan for the site in the 2004- 2005 fiscal year and the future of the site will depend upon the results of that process. Chair Gardiner reiterated the need to create a master plan for the property and suggested a future site visit. He proposed tabling the request pending the creation of that plan. Vice-Chair Eggers Stated,that the mission of the Ashland Parks and Recreation Commission is to create and maintain parks in Ashland, not to provide affordable housing to its citizens. She voiced her support for the creation of the master plan. COST OF LIVING ADJUSTMENTS Director Robertson asked Commissioners for their consideration and approval of a 3% cost of living increase for regular full-time Parks employees, mid-level managers, and upper managers; effective July 1, 2004. He stated that the proposed budget for fiscal year 2004-2005 included projected COLAs of 3%, with projected increases of 20% for insurance costs, but that actual insurance costs for the fiscal year are 8%. Discussion Amonq Commissioners Vice-Chair Eggers noted that the matter was discussed at the June 14 APRC study session. MOTION Commissioner Lewis moved to approve a 3% cost of living increase for regular full-time employees, mid-level managers, and upper managers; effective July 1, 2004. Vice-Chair Eggers seconded the motion. The vote was: 3 yes - 0 no ASHLAND SOCCER CLUB'S PROPOSED CHANGES TO PARKS PLAN Director Robertson referenced a request by the Ashland Soccer Club regarding some adjustments on the Parks, Trails, and Open Space Plan relative to active sports fields located near the Ashland YMCA. He introduced a member of the club and invited him to speak to the commission. Public Comment Rick Landt, 468 Helman Street, is a beard* mem'~r of the Ashland Soccer Club. He read a letter aloud, wdtten by the club to the Commission, which indicated that the club is aware of some activity related to the property adjacent to the YMCA fields that was designated as part of the short-term list of Parks, Trails, and Open Space Plan properties. The club felt that the Commission might be in danger of losing the opportunity to purchase that property. He noted that there has been no activity with regard to the Open Space funding situation in the past few years, despite the fact that the OS plan was unanimously approved by both the Ashland Parks and Recreation commission and the Ashland City Council. He expressed his desire to reduce the number of properties on the short-term list, which could invigorate efforts to purchase the remaining properties. The club would be interested in utilizing 2-3 acres of the 10 acres of land adjacent to the YMCA fields for the purpose of developing three full-sized soccer fields that would include buffer space and warm-up areas. Discussion Among Commissioners Commissioners reviewed a map provided .by Mr. Landt and discussed dimensions of the proposed fields. Director Robertson summarized that adding 'the acres to the playing fields could create a bigger playing surface that might allow a larger range of ages to padicipate in activities, which would then make it easier' for the Parks Commission to justify additional expenditures to improve the surface of the fieldsl The Commission directed staff to conduct further conversations with the developer of the property and to report back to the Commission in executive session about.the status of the land in question. Page 4 of 4 Regular Meeting Minutes - June 28, 2004 Ashland Parks and Recreation Commission SUB-COMMI1-TEE and STAFF REPORTS Trail Master Plan Committee Report Commissioner Lewis reported on the Public Trail Meeting held at The Grove on Monday, June 7, at which 35-40 members of the public attended. Eight tables, representing local trail corridors, were arranged around the room for people to visit, leam about the trail areas, and voice questions and concems. A Trail Master Plan Committee regular meeting was held on June 17. Committee members evaluated the public meeting and determined how to best assimilate the infOrmation. A neighborhood meeting, potentially in the Wright's Creek are~, will be held in September. Neighbors and property owners will be notified in advance, and they and the public will be invited to attend. Based on the success of that meeting, other trail corridors will be addressed at subsequent meetings. During the summer months, the committee will work on the document that will accompany the map. The document will include policies on trail use, standards for trails, flora and fauna, and trail history. Director Robertson added that the draft map under consideration will be posted at vadous prominent locations around town, including the Community Development Building near the plaza, the Parks - Department off'~,e in Lithia Park, the Ashland YMCA, and the Ashland Public Library. Readers of the posted maps will be invited to make comments or suggestions directly to Director Robertson via his email address. Director Robertson asked Commissioners for their thoughts on posting a map at the entrance to Lithia Park, but the group decided it would not be neCessary, ITEMS FROM COMMISSIONERS · Chair Gardiner proposed a joint Ashland Parks Commission / Ashland City Council study session to discuss The Grove, the Lithia Springs / Ashland Gun Club lease extension, and Open Space funding. · Chair Gardiner proposed directing staff to draft a letter to the Jackson County Commissioners requesting a formal public hearing about the proposed golf course. Staff was so directed. · Commissioner Lewis asked about the outcome of the neighborhood meeting concerning the future of the Briscoe School playground. The Commission agreed to meet with representatives from the neighborhood committee at the next APRC study session on July 19. · Vice-Chair Eggers noted that construction for the Meadowbrook Park II subdivision has commenced and requested clear communication With workers regarding installation of construction fencing and protection of ripadan areas dudng the building process. Director Robertson agreed to talk to Mr, John McLaughlin, Director of Planning, regarding those matters. UPCOMING MEETING DATE(S) and.PROPOSED AGENDA ITEMS · Study session set for July 19, 2004, at 3:30 PM, Parks Department office, 340 S. Pioneer. The APRC will tour Lithia Park and later meet with representatives of the Briscoe School playground committee. · Trail Master Plan Committee meeting set for July 22, 2004, at 1:00 PM Parks office, 340 S. Pioneer. · Regular meeting set for July 26, 2004, at 7:00 PM, Council Chambers, 1175 E. Main. ADJOURNMENT-- By consensus, with no further business, Chair Gardiner adjoumed the meeting. Ashland Parks and Recreation ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amamtico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : Ashland Parks and Recreation Commission Don Robertson,~irector DATE : July 20, 2004 SUBJECT : Duck Signs Action Requested Approval of signs. Back~round At the May 24 regular meeting of the Ashland Parks and Recreation Commission, the Commission directed staff to begin phasing out feeders for the ducks in Lithia Park ponds. The Commission further directed staff to develop language for signs asking people not to feed the ducks. Staff has prepared draft language, which reads: "Please Don't Feed the Ducks. . , Fed by humans, ducks lOse their survival skills, including their cue to migrate. Duck feeding also pollutes the pond areas and upsets the balance of the park environment. Please help keep the ducks healthy and the water clean. Don't feed the ducks." Home of Famous Lithia Park ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarotico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : Ashland Parks~.~ Recreation Commission DOn Robertso'~, Director DATE : July 21, 2004 SUBJECT : Baseball Lights at North Mountain Park Action Requested Provide staff direction. Background Staff received a request for lighting the main baseball field at North Mountain Park. Representatives from the baseball community will be on hand to discuss their request. At a Parks Commission meeting on May 2, 2001, the Commission approved a lighting project for the soccer field, but required the soccer community to generate 35% of the total cost of the lighting project. (See attached minutes.) Staff has contacted the lighting equipment supplier for an estimate of costs. Total equipment costs (for lights that are of equal quality and design as the current soccer field lighting system) are $112,200. If the Commission agrees to this project, Parks crews could handle their installation in the same way they installed the soccer lights. Staff estimates the material costs, beyond the bid price, to be approximately $8,000 to $10,000. Cost of operations for the lights is estimated at $12 - $15 per day, based on 3 hours of use. Home of Famous Lithia Park City OF ASHLAND PARKS AND RECREATION COMMISSION ADOPTED POLICY ATHLETIC FIELD LIGHTS AT NORTH MOUNTAIN PARK The Commission approve, d athletic field lighting for up to three (3) fields at North Mountain Park, and, depending on available funding, to light one (1) field a year for three (3) consecutive fiscal years beginning in 2001-2002. Included in the motion are the following policy considerations related to the use of athletic field lights: a. That any and all use of athletic fields will be scheduled and approved by the Ashland Parks and Recreation Department. b. That field lights will be turned off no later than 9:30 p.m. c. That field lights will not be used on the following dates: December 1 through February 14 of each year. d. That field lights will not be used on Sundays and Mondays. The Commission changed the lighting policy for the spring season by designating Saturday and Sunday as 'no-light' evenings rather than Sunday and Monday evenings. The Commission changed the policy on athletic field lights at North Mountain Park to establish Saturday and Sunday as 'dark nights,' meaning that the lights would not be used on these nights unless special permission is granted by the Commission to use the lights during these times. MEMO ASHLAND COMMUNITY CENTER/PIONEER HALL 59 Winburn Way Ashland, OR 97520 488-0231 Date: 7/21/04 To: Don Robertson, Ashland Parks & Recreation Director From: Dawn Lang Community Center Facilities Manager RE: Fee's and hours for the use of lights at North Mountain The current practice of the Ashland Parks Department to use the lights at the North Mountain Sports Park Facility is to charge $25.00 per group, per day, and the hours are between 6:00pm- 9:00pm. Generally the lights are used in the fall, September & October. Occasionally they may be used late spring. Groups that use the lights are: Ashland Adult Soccer Club Ashland Youth Soccer Club Ashland Ultimate Frisbee ASHLAND PARKS AND RECREATION COMMISSION 340 SO. PIONEER STREET · ASHLAND, OREGON 97520 COMMISSIONERS: Diane Amarotico JoAnne Eggers Michael Gardiner Jim Lewis Rich Rosenthal Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO : FROM : Ashland Parks and Recreation Commission Don Robertso~irector DATE : July 21, 2004 SUBJECT : Request to Modify Parks, Trails, and Open Space Plan Action Requested Staff Direction Background At the last Parks Commission meeting, the Ashland Soccer Club presented a proposal to change its short-term future needs for fields based on the demographic changes of the community. The result was a reduced need for field space adjacent to the current YMCA Park. The proposal suggested that 300 additional feet of space along the western fence line would be sufficient to reorient the fields on the YMCA Park. By doing this, the fields could be expanded and the need for new fields would be met over the short term. During that presentation, Mr. Landt suggested reevaluating the list of open space acquisitions. He was instructed to contact staff to have the item placed on the July agenda. It is suggested that the five acres of property adjacent to Helman School could be moved to the long-term plan from the short-term plan. Further, the property west of the YMCA that is shown as approximately ten acres would be reconfigured to show a 300-foot strip along the fence, reducing the need to four acres. These properties were originally listed as possible soccer field sites. With the recognition of the demographic trends, the Ashland Soccer Club is requesting fewer, higher quality fields. Another benefit of the proposed change as put forth by Mr. Landt and the Ashland Soccer Club is the savings resulting from less acreage purchased. Because the Commission and the City Council adopted this plan, it will require action from both bodies to effect any change. Home of Famous Lithia Park o7/21/2004 WED 8:37 FAX 541 776 3700 Oak Harbor Freight Lines 002/003 July 15, 2004 Mike Gardiner Chair Ashland Parks and Recreation Commission 349 Orange Street Ashland, OR 97520 Re: Ashland Sffek~(es) of Bike Path Dear Mike: As we discussed the other night, a significant number of bike path users do not seem to compmhencl the common-sense notion of keeping righL This is partioulady h-~_ erdous on the several blind comers present on I~e Greenway stretch between the WWTP and Valley. view/Bear Creek. Even on the straight stretches, it adds an element of unpredictability and uncerta~, which can lead to accide, nt~ I use the path. virtually every day, all year, to commute to Medforcl from my home in Ashland. and have witnessed many close calls. Consequently, I propose the Installation of signs at key access points, as well as centedine striping at least prior to and through the comers. Ideally, the entire length of l~e path should be striped, bdt I realize this may not be possible. Suggested language and striping examples are set forth on the enclosed sketch_ Obviously, having signs and striping is no guarantee that path usem will always be safe and courteous. Nevertheless, I believe that they ~ould help remind or educate users of proper path "etiquette'. Thanks, Mike. General Counsel & Corporate Secretary/Treasurer- CSC, Inc. Direct Lines (Ama Code 541): 857-8222 (tel.); 779-1974 (fax) E-mail: biciloco~medfab.com P.o. BOX 1588 MEDFORD OR 97501-0244 USA 07/21/2004 WED 8:37 FA~ 541 776 3700 Oak Harbor Freight Lines DATE II oo3/ooa JOB NAME ADDRESS PHONE ~N. CONIH. BILL TO ADDRESS (ZIP CODE) PHONE ORDERED BY CUSTOI~R ORDER NO. F~W~ST ST~ · 2000 Henderson Ave, Eugene, OR 97440, (541) 686-2000 · 2260 Sage Rd, Medford, OR 97501, (541) 779-6620 · 4421 Enterprise, Boise, ID 83705, (208) 336-24'10 · 201 SW 34th St, Renton, WA 98055, (425) 251-6300