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HomeMy WebLinkAbout03/17 REG MIN .. City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES March 17, 1997 ATIENDANCE: Present: . Al Alsing, Bob Bennett, Teri Coppedge, JoAnne Eggers, Laurie MacGraw, Director Ken Mickelsen. Absent: None I. CALL TO ORDER Chair Coppedge called the meeting to order at 7:00 p.m. at the Department Office in upper Lithia Park. II. ADDITIONS OR DELETIONS TO THE AGENDA Commissioner MacGraw asked to place an item under Old Business regarding the golf course. III. APPROVAL OF MINUTES A. Re2ular Meeting - February 24. 1997 Commissioner Bennett commented that under the discussion of appointing Celia Meese to a second term on the Parks Foundation Board that he would like it clarified and inserted into the minutes that the Foundation by-laws indicated that because her original term had not been a complete term that she was eligible for a second term. The other Commissioners concurred. Commissioner MacGraw made a motion to accept the minutes. as corrected. Commissioner Alsing seconded. The vote was: 5 yes - 0 no IV. REVIEW OF FINANCES A. Ap,proval of previous month's disbursements Commissioner Bennett made a motion to approve the previous month's disbursements as indicated by checks #15705 through #15892 in the amount of $165,520.17. Commissioner Alsing seconded. The vote was: 5 yes - 0 no V. PUBLIC PARTICIPATION None VI. OLD BUSINESS None Regular Meeting - March 17, 1997 Ashland Parks and Recreation Commission Page 2 VII. NEW BUSINESS A. Ashland Gun Club proiect Bill Longiotti, President of the Ashland Gun Club, and Superintendent Gies gave a brief overview of the club's project to complete improvements to the training facility on the property. Mr. Longiotti said that a grant from Fish and Wildlife has provided funding for a portion of the project which will enable the club to improve its ability to offer safety and training programs. MOTION Following brief discussion, Commissioner Alsing make a motion to approve the project as identifIed. Commissioner Bennett seconded. The vote was: 5 yes - 0 no B. Reauest bv Lithia Arts Guild for use of west side of Ashland Creek Commissioners reviewed a letter received from Jim Young, Chairman of the Lithia Arts Guild, which requested permission from the Commission to use the park property on the west side of Ashland Creek across from Calle Guanajuato for this coming summer for marketplace crafts booths. He indicated that it was for one season only and due to the loss of regularly used space on the Calle due to the 1997 flood. MOTION Following brief discussion, Commissioner Alsing made a motion to approve the request for the marketplace to use the west side of the creek for one season only under the guidelines that the Guild work with Department staff to determine the number and placement of booths and to leave a small area with a picnic table open for general use by the public. Commissioner Bennett seconded. The vote was: 5 yes - 0 no On a related matter, Commissioner Bennett inquired as to the condition of the small public restroom adjacent to the Calle. Director Mickelsen said that right now there is no water or sewer hookup for the restroom and until water and sewer decisions have been made in connection with the Winburn Way crossing that the restroom cannot be opened. It is likely to remain closed all summer and the nearest public restroom to the plaza area is the playground restroom in Lithia Park. C. Golf Course maintenance Commissioner MacGraw said that in a recent conversation with the president of the Men's Club that he had expressed some overall concern with maintenance conditions at the golf course, in particular, the condition of some of the t-boxes and that the area around hole #4 had not yet been repaired following the damage of the New Year's Day flood. She said that he had also mentioned that the Men's Club would be willing to assist with the bridge at Hole #4 and in rebuilding some of the t-boxes. After brief discussion, it was decided that the Director and Commissioner MacGraw would attend the next Men's Club meeting to address members' concerns and to determine how they might like to participate in making improvements to the course. Regular Meeting - March 17, 1997 Ashland Parks and Recreation Commission Page 3 VIII. COMMUNICATIONS and STAFF REPORTS Director Mickelsen reported that the inspectors from FEMA had completed their assessment of the damage to Lithia Park due to the 1997 flood and the appropriate documentation has now been forwarded to the state. Projects totalling approximately $250,000 had been identifIed and, if everything receives approval, FEMA will most likely reimburse the Department for 75% of that amount. Director Mickelsen reported that the ice rink fBcility has been stored for the season and that the process had gone well. He did report that as the ice was being melted down that in spotty locations there had been some heaving of the asphalt. He said that in speaking with the City Engineer and the contractor who had done the work that it is believed that when the weather warms up that a roller will be able to flatten the surface down again; its already gone down some. Worst case scenario would be that some of the asphalt would need to be replaced. If that should occur, proceeds from this year's operation of the rink should be able to cover the cost. Superintendent Gies said that next year the Department may put down some kind of frost liner which would provide a buffer between the asphalt and the ice. Commissioner. Bennett inquired about a fInancial statement for the rink. Director Mickelsen indicated that some invoices were still in process related to the operation but that the Department would be working up a report for the Commission. Commissioner Eggers inquired about a statement for construction costs also indicating that she would like to see a comprehensive statement which would include both City and Department staff time invested in the project. Director Mickelsen indicated that he would be able to provide that for the Department but that he would have to check with the City to determine whether or not that infonnation was available on the City's side. Director Mickelsen also reported, for those Commissioners who would be able to attend, that he had just received notifIcation that a ground breaking ceremony for the Wetlands Pilot Project on the Greenway would be taking place on Wednesday at 10:30 a.m. on the site. IX. ITEMS FROM COMMISSIONERS Request for summer proll1'am fundin2 Commissioners reviewed a request by Sue Parrish to offer high school students a summer, week- long backpacking experience. As in previous years, the Commission's share of the cost of the program would be $3,000 and funded through the Youth Activities Levy. MOTION Following brief discussion, Commissioner MacGraw made a motion to approve the expenditure. Commissioner Eggers seconded. The vote was: 5 yes - 0 no Letter concemin~ black swans Commissioners reviewed a letter from Jeanette Russell regarding the possibility of establishing black swans in Lithia Park. She indicated that she had located two yearling black swans and would be willing to spearhead a fund raising campaign for purchase the swans if the . Regular Meeting - March 17, 1997 Ashland Parks and Recreation Commission Page 4 Black swans - continued Commission approved of the concept. Commissioner Bennett said that many years ago a pair of black swans were located at the upper pond but that they "didn't last long". Although he did not have the specifIc cause, he indicated that they had not thrived and died of disease. He also indicated that he would like additional information concerning black swans and whether or not establishing a pair in the park would be feasible. Director Mickelsen reported that he had just received information from the Oregon Department of Fish and Wildlife regarding new administrative rules related to owning and keeping non- indigenous wildlife. He said that according to the new rules if male and female mute swans are paired, the male swan needs to be neutered. He also expressed some concern that the Department was not geared up to taking care of non-native wildlife; that we have an obligation to the community to take care of the mute swans in the lower pond but that he had some concern about establishing another pair. Following discussion in which Commissioners expressed varied interest in establishing black swans in the park, consensus was that they did not choose to take on the project at this time considering the time it would take to gather adequate information to make an informed decision. They felt that considering the many other projects underway and the decisions which will need to be made regarding restoration of Lithia Park that they could not make this apriority. Chair Coppedge asked staff to write a letter to Ms. Russell indicating that the Commission did not choose to pursue the idea at this time. Commissioner Bennett inquired about two items. First, he suggested that the Commission might receive periodic reports from the Parks Foundation as to its fInancial status and "how things were going." Speaking for the Foundation, Al Alsing indicated that that could be done. Commissioner Bennett said that he had also been receiving complaints from neighbors near Triangle Park about groups of young people gathering there and who were not taking care of the property or leaving it clean. Director Mickelsen said that he would have the Park Patrol officer check it out and, if the area 'was being used in violation of city ordinance or park policy, the officer would address the problem. X. UPCOMING MEETINGS and PROPOSED AGENDA ITEMS Commissioners set the following meetings: Monday, April 14, 1997 - Golf Course Study Session Monday, April 21, 1997 - Golf Course Study Session Monday, April 28, 1997 - Regular Meeting XI. ADJOURNMENT With no further business, Chair Coppedge adjourned the meeting. Respectfully submitted, b~ Ann Benedict, Business Manager Ashland Parks and Recreation Department