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HomeMy WebLinkAbout10/25 REG MIN - .. CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES October 25, 1994 Chair AIsing called the meeting to order at 7:00 p.m. at the . department office, 340 S. Pioneer Street. ATTENDANCE: Present Absent . Pat Adams, AI AIsing, Teri Coppedge, Laurie MacGraw, Bob Malone, Ken Mickelsen. None I. ADDITIONS OR DELETIONS TO THE AGENDA None II. APPROVAL OF MINUTES A. RelZular Meeting:" - September 29. 1994 Cemmissioner Adams made a motion to approve the minutes of the Regular Meeting of September 29, 1994 as written. Commissioner Malone seconded. The vote was: 5 yes - 0 no III. BILLS AND FINANCES A. Approval of previous month's disbursements Commissioner Adams made a motion to approve the previous month's disbursements as indicated by Payroll checks #7581 through #7686 in the amount of $59,923.06 and Payables checks #9802 through #9948 in the amount of $106,200.75. Commissioner Coppedge seconded. The vote was: 5 yes - 0 no IV. AUDIENCE PARTICIPATION ON THE AGENDA A. Ashland Gun Club reQuest for buildinll structure Dudley Jay, Range Safety Officer for the Ashland Gun Club, was present in the audience to request that the Commission approve the construction of a new firing line in front of the existing firing line. Mr. Jay presented diagrams regarding the construction which would allow for better usage and would also increase safety at the range. . \(OnON . Commissioners briefly discussed the proposal and drawings with Mr. Jay. Commissioner Adams made a motion to approve the construction as proposed. Commissioner MacGraw seconded. The vote waS: 5 yes - 0 no ... Regular Meeting - October 25, 1994 Ashland Parks and Recreation Commission Page 2 V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None VI. OLD BUSINESS A. Proposed dog area - Greenwav Park site Commissioners reviewed the proposal and cost estimate for creating a dog area at the Greenway Park site. The proposal included using temporary field fence to mark off an approximate 2 acre site north, of the intersection of Helman and Nevada Streets in which dogs could run off leash. Superintendent Gies indicated that for approximately $1,000 the fencing could be put up and a picnic table and garbage cans placed in the area. Lisa Ennis, a resident who has been working with citizens interested in having an area created, indicated that various people in the community have indicated that they will be contributing about $350 to the project. In discussion of the proposal, Commissioner Coppedge said that she did not have a problem with the overall concept but indicated that she would like to be certain that the area did not go right up to Bear Creek. She said that she would like to see it set far' enough back to protect the riparian area adjacent to the creek. In discussion with audience members, Ms. Ennis said that she did not believe it would be necessary to go down to the creek but wanted the "large shade tree" incorporated into the area. Commissioner Malone inquired as to whether or not the old barn in the area was structurally safe. Director Mickelsen indicated that he did not know. Commissioner Malone said that for safety and liability purposes, he would like to see the structure checked out and, if it was not structurally sound, have it tom down. Commissioner Adams indicated that considering the potential for fire hazard, she would like staff to check into the possibility of declaring the area a non-smoking area. MOTION Commissioner Malone made a motion to establish an experimental area of approximately 2 acres for having dogs off leash at the Greenway Park site indicated, fenced with temporary field fence including a picnic table and garbage can, using matching funds from donations as possible, and, to have the nearby barn checked for structural soundness tearing it down if unsound or posting a "no trespassing" sign if left in tact. Commissioner Adams seconded. . In discussion of the motion, Commissioner M~Graw indicated that she had some trouble with the word "experimental." Commissioner Malone indicated that the word had been used to primarily note the temporary materials being used for the fence, not that the area would be a temporary one. Commissioner Adams said that she supported the word "experimental" because she felt that it needs to be understood that at some point in time the area would be evaluated as to its use and location. She said that it was a could be a permanent fixture but that, as the balance of development plans for the Greenway site were made,_the area could need floating boundaries. The vote was: 5 yes - 0 no " Regular Meeting - October 25, 1994 Ashland Parks and Recreation Coinmission Page 3 Pro~sed dog area. CONTINUED Commissioners directed staff to have the Park Horticulturist check out the site to determine how far back from the creek the area should be set as to preserve the riparian area adjacent to the creek, to have appropriate signing developed, and to proceed with ' constructing the project unless staff discovered particular need to review the plans again with the Commission. Once the area was completed, Commissioners felt that some kind of dedication ceremony would be appropriate to let the community know it was available. B. Oak Knoll facility - parking lot. building maintenance Director Mickelsen informed the Commission that the furnace which supplies heat to the Oak Knoll Golf Course restaurant was not working and too old to be repaired. He also indicated that in checking out the attic where the furnace was located, staff felt that some minor work needed to be done related to electrical wiring. Initial estimates as to the cost of replacing the gas furnace were presented to the Commission. After some discussion, the Commission asked staff to proceed with replacing the furnace and making whatever related minor repairs to the facility as necessary. Commissioners asked staff to come back to the Commission only if the anticipated cost would be affected in order to "do it right"; that is, if substantial duct work or other items not anticipated at this time were needed. Commissioners also reviewed information regarding contracting with an engineering firm to Survey, design and prepare plans, specifications and contract documents for parking lot improvements at Oak Knoll. The City's Engineering Department had received price quotations from eight firms; the lowest from Marquess & Associates in the amount of $6,385. Assistant City Engineer Jim Olson recommended accepting the bid from Marquess & Associates. MOTION Commissioner Adams made a motion to contract for services with Marquess & Associates for design work for Jhe Oak Knoll Golf Course parking lot as indicated in the proposal submitted to City Engineering on September 19, 1994. Commissioner Coppedge seconded. The vote was: 5 yes - 0 no VII. NEW BUSINESS .. A Review public comment on communitv program funding Commissioners reviewed a synopsis of the comments received through the utilities newsletter related to use of the Youth Activities Levy monies for community activities. Jill McClelland, Projects Coordinator for the department, indicated that when reviewing all the comments submitted, in her opinion they seemed to fall into about four categories: rollerblading and related programs, creative arts and dance, summer recreation programs, and sports in general. She said that one surprise for her was that there was very little mention of outdoor programming. . ~ Regular Meeting - October 25, 1994 Ashland Parks and Recreation Commission Page 4 Community program funding. ,CONTINUED Commissioner Adams indicated that an underlying theme in the comments was to do something to address the teens, also the seniors. Other Commissioners concurred. In discussion, Commissioner Adams indicated that she would like very specific information from staff regarding a teen center. Commissioners indicated that they felt that, they needed to know specifically about the current offerings of the Ashland Teen Center and information regarding the new teen "Shack" which has opened in Medford. They also indicated that they would like to hear from seniors through their V8nOUS organizations. It was decided that the Commission would hold a study session some time in December with key people in the community who work directly with teens. B. Review criteria for selecting landscape architect Commissioners briefly reviewed a draft of criteria for evaluating the landscape architectural firms selected to interview for contracting for service on the N. Mountain Park site development. C. Review bids for chipper Commissioners reviewed the one bid received from Enviro Chipper Industries in the' amount of $21,290 for the purchase of a new chipper. Director Mickelsen indicated that the amount of the bid was within budget limitations. The purchase was a joint venture among the City which would be contributing funds through a $6,500 grant received from the Oregon Department of Environmental Quality with the balance being split SO/50 between the department and Ashland Sanitary Service. He said that wording on the maintenance agreement with Ashland Sanitary had been approved by the City Attorney. MOTION Commissioner Coppedge made a motion to approve the purchase of a new chipper as presented. Commissioner Adams seconded. The vote was: 5 yes - 0 no VIII. CORRESPONDENCE, COMMUNICATIONS, DIRECTOR'S REPORT A. Open SpacelPark Land Acquisition Program Reviewing a memorandum to the Commission dated October 21, 1994, Director Mickelsen outlined information concerning various parcels under consideration for the Open SpacelPark Land Acquisition Program. By consensus, Commissioner's chose to hire an appraiser to prepare a report on the Hudson/Radcliffe property. ' Director Mickelsen also reported that the City is still in negotiations with the State Highway Department concerning the re-alignment of Hwy. 66 adjacent to Oak Knoll Golf Course and that that should be 'resolved some time in the near future. . ' . Regular Meeting - October 25, 1994 Ashland Parks and Recreation Commission IX. ITEMS FROM COMMISSIONERS Commissioners briefly discussed several items of interest; no action was taken. X. NEXT MONTH'S AGENDA The next Regular Meeting was set for Wednesday, November 30, 1994. A Study Session regarding teen activities and interests was set for either December 6th or 7th. XI. ADJOURN TO EXECUTIVE SESSION Commissioner Adams made a mQtion to adjourn to Executive Session. Commissioner Coppedge seconded. The vote was: 5 yes - 0 no ,XII. RECO~NE TO REGULAR SESSION Chair Alsing reconvened the Regular Meeting. MOTION Commissioner Malone made a motion to approve the salary scale for the Greens Superintendent as disCussed in Executive Session. Commissioner Adams seconded. The vote was: 5 yes - 0 no Page 5 XIII. ADJOURNMENT By consent, with no further bUsiness, Commissioners adjourned the Regular Meeting. Respectfully submitted, ~~,~ Ann Benedict, Business Manager Ashland Parks and Recreation Department