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HomeMy WebLinkAbout1977-01 Agendas/Mins. 1977-1979 r CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEET! NG MINUTES JANUARY 27, 1977 The meetinq was called to order by Chairman Mills at 7:38 p.m. in the Parks and Recreation Board Room. Present Were: Commissioners Bennett Bernard Ga rci a Pinnock Mill s ELECTION OF OFFICERS Commissioner Bennett questioned having the position of Secreta~y/Treasurer and what was the reason for having the position. After some discussion of by-laws and reasons and description of the position of secretary/treasurer as the person in charge of approving the bills, making sure the minutes are taken at the meetings; Chairman Mills opened the nominations for Chairman. Commissioner Pinnock nominated Kay. Bernard and Commissioner Bennett nominated Nancy Pinnock. Commissioner Pinnock asked that her name be withdrawn from the nominations. Commissioner Garcia moved that nominations be closed and that the Commission cast a unanimous vote for Kay Bernard. Commissioner Bennett seconded. All were in fa~or and the motion was carried. Nominations were opened for Vice-Chairman. Commission Bennett nominated Nan~y Pinnock. Commissioner Bernard moved that nomination be closed for vice-chairman -~nd: that the Commission cast a unanimous vote for Nancy Pinnock. Commissioner Garcia seconded. All were in favor and the motion was carried. Nominations were opened for Secretary/Treasurer. Commissioner Mills nomin'ated'Dave Garcia forsecreta~y/treasurer. Commissioner Bernard moved that nominations be closed and that the Commission cast a unamimous vote for Dave Garcia. Commissioner Pinnock seconded. All were in favor and the motion was carried. MINUTES The minutes to the previous meeting were not available at this time. REVIEW OF FINANCES Financial Commentary - December 31, 1976 - The Commission decided to wait on approval of the December Financial Commentary until the Februa~y meeting. Bills - Commissioner Bernard brought to the attention of the Park Commission the utility bill from the Ci~y of Ashland, which is over $800. This bill is for both water and electric and includes the water going to the duck ponds. Commissioner Pinnock stated that she was definitely apposed to using City Drinking water for the Duck Ponds with the water situation as it now stands. Director Graef told the Commission that he and Ed Fallon, Water Superintendent for the City, were looking into an alternate water supply for the Duck Ponds. The Commission was also told that about $140 of the bill in question was for heating the lower playground restroom. The Commission asked that the heat be turned down. The Commission also set a budget study session for February 1, 1977 at 4 p.m. ,', r PARKS AND RECREATION MINUTES 1-27-77 PAGE 2 CORRESPONDENCE AND COMMUNICATIONS NONE AUDIENCE PARTICIPATION ON THE AGENDA Ashland Tennis Association - Shirley Oas - Mrs. Oas came to the Commission as a representative of the Ashland Tennis Association to answer anv question the Commission had concerning the Association. Mr. Oas, Commissioner Garcia and Director Graef met together to discuss the use of the Park Office as a mail drop and for placement of a bulletin-board for tennis activities. Director Graef assured the Commission that the way the mail drop is set up, would not take any more office staff time. The Association was also interested in finding a place at Hunter Park to place a bulletin board. The Association Board members also talked about circulating a newsletter to its members listing Commission and Board members numbers for any question, comments or suggestions that th~y may have. The newsletter would also give upconnngtournaments around the state, social events for the Association, and general news concerning tennis. The application forms will have mailing address as Ashland Tennis Association, Park and Recreation, 59 Winburn Way, Ashland, OR 97520; and a note to make checks payable to the Ashland Tennis Association. Mrs. Oas asked that a decision be made so that th~y could continue with the membership drive and also set up a meeting with members and perspective members to discuss the summer plans, social events, the purpose of the Association and the tennis ladder, this meeting would also be held to generate interest. Commissioner Pinnock was concerned that we have some of these people from the Tennis Association be at the budget hearing to give their support for the Recreation Budget. Mrs. Oas suggested contacting her husband, Al Carver or BrurE=! Roberts to notify them of the meetings. The Commission questioned the co-sponsorship Of the Junior Davis CUD and "Wightman Cup during the summer. Di rector Graef sai d that he di d not budget for thi s proqram, it was sel f-supporting 1 ast year. Commissioner Mills wanted to know the amount of time the Ashland Tennis Association would be asing the tennis courts. Mrs. Oas commented that most of the people who will be involved in the Ashland Tennis Association are using the courts as individuals now. The Association would be sponsoring or co-sponsoring tournaments' such as the Shakespearean Tournament and the Big Al's Tournament and if possible a tournament just for the Association members. Commissioner Bernard expressed concern about the amount of time it would take away from the office staff. Director Graef assured the Commission that with the way the Association is set up all we would be doing is receiving the mail and storing it until someone came to pick it up. Commissioner Pinnock asked Director Graef about the 1976-77 budget items for a Tennis Tournament Supervisor ($550) and self-supporting activities which include tennis instruction. Director Graef told the Commission that the item listed for Tennis Tournament Supervisor was not used but was in the bUQget for the City's support of a Tournament Supervisor. The Commission also asked if there would be any limit on the number of members perl1Ti'tted to join, and if there would be scholarships for people interested but who could not afford to join. Mrs. Oas said that she did not know of any money being set aside for adul~ bat they may do this for the kids. The Tournaments also provide money for maintenance and upkeep of the tennis courts, such as this year the tournament provided $700 towards the purchase of windscreens. The Park Office would not be handling any of book work for the Association, if the Association wanted to donate any of the money for maintenance of the courts this would be handled through a donation to the parkS department. r PARKS AND RECREATION MINUTES 1-27-77 PAGE 3 AUDIENCE PARTICIPATION ON THE AGENDA (conti) Ashland Tennis Association (conti) - After ~ore discussion, Commissioner Garcia moved that we support the Ashland Tennis Association as the Ashland Parks and Recreation Commission of the City of Ashland, Commissioner Mills seconded. On discussion ~f the motion, the Commission asked Director Graef for his opinion of the Ashland Tennis Association. Director Gr~ef said that he has a good opinion of the Tennis Association as it is set up now. The general control is in the hands of the Park Commission, and it do~s not limit the public use of the courts. Commissioner Mil~s asked if an amendment to the motion would be appropriate, to set a time llimit on the Tennis Association. Commissioner Pinnock stated that she would be against a time limit, because these people are offering a service to the citizens of Ashland. If there are any problems that do arise, the Commission and the Board from the Tennis Association can get together to discuss them.. The question was called for on the motion, all were in favor and tfue motion was carried. Jan Hebblewhite - Proposal for Summer Recreation Program - Mrs. Hebblewhite gave her proposal to the Commission to have the Walker and Helman Elementa~y School Library's open during the summer for six to eight weeks. Its a shame that the books are there and not beinq used during the summer months. This program would be a service to the community children and adults alike. The lED has been contacted and they are willing to lend films. There would also be a story hour for the kids, crafts, reading contests, and prizes for different activities. 'The school population is approximately 600 if we reach at least one~half the children and 100 adults, fn each area, the cost per participant would be only $4.00. The school district would take care of maintenance of the buildings. The o'rily cost to the Ashland Parks and Recreation Commission would be the salaries and $50 per school for supplies. The school district has been contacted concerning the proposal. Mrs. Hebblewhite considered opening the librar;'es from the middle of June to the first of August, but felt it was up to the Commission to decide. Commissioner Mills asked why the Public Library was cut back, he"heard it was because there were not as many people coming to the 1 i brary. The reason for the cut hack in hours was do to a budget cut, but they are back to normal. Commissioner Pinnock asked what provisions there are to keep the children and adults from running up and down the halls at the schools. Mrs. Hebblewhite said that at Helman thety library is separate from the other rooms, but at Walker she is checking to see ff the school has a metal gate to go across the hall to secure the building, or find some other way to secure it. A question was also asked about the liability insurance and if the school district would cover it or if the Citywould have to provide insurance. Commissioner Garcia asked why they feel there is a demand for the schools to be open, he felt that the Public Library's story hour was not brinqing in that many children. Mrs. Hebblewhite said the reasons for opening UP the school librades is for the people in the areas, also convenience for parents and children and the materials are available. The participants will have reading contests, prizes, crafts, films, and many other activities. Commissioner Pinnock asked if we incorporat~ this into our recreation program would we be responsible for setting up the program, hiring staff and dealing with the paper work. Our only responsibility would be the salaries and advertising the program as we dO,all other programs offered by the Department. The Commission asked Leslie Haynes what she felt about the program and if we should take this on. Mrs. Haynes felt this was a worthwhile program and she would 1 He to see the program go. PARKS AND RECREATION MINUTES 1-27-77 PAGE 4 AUDIENCE PARTICIPATION ON THE AGENDA (conti) Jan Hebblewhite - (conti) - This program could help extend the reading , program from the City Library. The Commission asked if the library had been(:P\'\h(.~~ concerning financial support and Mrs. Haines told the Commission that the library would love to do it but they have no funds. Commissioner Bennett asked if there are any other similar programs around the valley, and if so how are they funded. Mrs. Haines said that there are or have been other similar programs in the valley but she is not sure they are active now. They received funding because people di d not pay attention to them, sometimes it was funded by the Coun~y Parks and Recreation, or from readinq club money. After more discussion, Commissioner Garcia asked if Mrs. Hebblewhite would consider running the program for a shorter time (2 weeks). Director Graef told the Commission ' that during the summer playground program, Mrs. Haines would come to the playgrounds and have a story hour which was a big success. Ashland Crafts Cooperative - Sandy Pitler - Mr. Pitler, president of the Ashland Crafts Cooperative, told the Commission that his proposal will not cost the Commission any money. The Crafts Cooperative is made up of craftsmen from Ashl and, and they have hel d two (2) indoor Crafts Fai res in the City of Ashland. The first one was held on May 22, 1975 and the second was a Christmas Faire on December 11, 12, 1976 at the Ashland Armory. Mr. Pitler read a letter from Captain Brady of the Ashland Armory concerning the conduct of the Coop group during the Christmas Crafts Faire. The Crafts Cooperative did not come to the Commission with a specific proposal, but came with an idea and they would like to sit down with the Commission members and members of the Crafts Cooperative to work out the details together. One problem facing the Cooperative is the Resolution concerning selling in Lithia Park which is limited to the 4th of July. The Cooperative is in agreement with the resolution in that people should not be allowed to just set up and start selling their wares in the park. The Cooperative is proposing a community event, and Ashland being an Artistic Community, as many artistic communities in the northwest have a yearly crafts faire. The Cooperative is not proposing to have a yearly crafts faire, only one this year 1977. Mr. Pitler stated that the Cooperative wants to put the faire on and have the Commission have their imput on ideas, concerns, plans, etc, and they will uphold all of the rules and regulations of the Park Commission and the City of Ashland. Commissioner Mills read the Resolution in question and the Park Commission discussed it and the Ordinance 10-68-060 concerning selling in the Parks. Mr. Pitler read a letter to the Commission that was signed by about twenty (20) merchants from the downtown area, also some other letters were given to the Commission. The Cooperative is Willing to make any guarantees to the Park Commission that they ask. Some Commissioners have been contacted and feel that if there were no selling they would permit the crafts faire. Mr. Pitler said that many craftsmen would not be willing to come if they were not allowed to do any selling. The Cooperative asked the Commission to change or pass a Resolution to allow this event this year to see how it will be run. Some members of the Crafts Cooperative contacted Commissioner Mills and asked him to attend the Christmas Crafts Faire held at the Ashland Armory and to discuss the possibility of having the Faire in Lithia Park or on other sites. Commissioner Mills told the Cooperative that selling is allowed on the 4th of July, but the members of the Crafts Cooperative felt that the spirit and atmosphere is not conducive to a Crafts Faire. Commissioner Bennett asked if the event is approved, would the group have $200 - $300 to place as a deposit on the Park. Mr. PitFer stated that they would be willing to do anything the Commission would require. PARKS AND RECREATION MINUTES 1-27-77 PAGE 5 AUDIENCE PARTICIPATION ON THE AGENDA (contI) Ashland Crafts Cooperative - (conti) - Commissioner Pinnock asked Mr. Pitler if food stuffs woul d be sol d during the Fai reo Mr. Pitler responded by saying he felt that there are food craftsmen just as the people who work with leather, pottery, etc. eommissioner Pinnock said this is not what she ment, it was the junk foods she was concerned about. Mr. Pitler stated that th~y are prepared to leave the area cleaner than when they began. Commissioner Pinnock also asked about the booths and if this is a two (2) day faire would the booths be left up, and who would provide security for them. Mr. Pitler is hoping to create a faire site and if the Commission felt it necessary, th~y would provide a person for security. The Ashland Crafts Cooperative have a jury system to select those who will be allowed to sell their wares at the faire. Application forms will be sent throughout the valley. Pictures and/er slides must be sent with the application forms, which are turned over to the jury, and they sit down select the best to be allowed to sell or display their wares. ~ Director Graef asked if there would be any entertainment. Mr. Pitler stated that at the last faire held at the armory, every hour they had a group use the stage and play for those at the faire, these people were paid from a fund by the Cooperative. Mr. Piller said that he knows there has been a problem in the past with the people on Granite street and they have begun a program to contact those people. The entertainment would last from 10 a.m. to 7 p.m. so that they will be all closed out in time for Shakespeare. The Commission asked about booth space and limitation on numbers. Again Mr. Pitler told the Commission that they would like to sit down with them and set up the rules, number of booths, and where they will be placed, etc. The Commission discussed the legality of changing the resolution at this time. Commissioner Bennett moved to table this until the next regular meeting. Commissioner Mills seconded. Mr. Pitler stated to the Commission that he is in favor of this resolution and if he were to rewrite the resolution, he do it as follows: No vending in the Park whatsoever unless by special permission of the Ashland Parks and Recreation Commission. The Park Commission could then specially permit the 4th of July. Commissioner Pinnock brought up the fact that these resolutions and ordinances are protections for the Park Commission, this sets the guidelines for all vending or selling. We should consider standards of usage for large groups in Lithia Park. After more discussion, Commissioner Mills removed his second and Commissioner Bennett removed his motion to table the issue. After more discussion, Commission~r Garcia moved to rescind the resolution providing for the prohibiting of vending in Lithia Park with the exception of the Fourth of July. Commission Mills seconded. On a roll call vote: Commissioner Bennett Yes Pinnock Yes Mills Yes Garcia Yes Bernard No The paper was asked that it be noted that the Commission rescinded the resolution and not the OrdiBance. r 1 PARKS AND RECREATION MINUTES - 1-27-77 PAGE 6 AUDIENCE PARTICIPATION ON THE AGENDA (conti) Ashland Crafts Cooperative - (conti) - After much discussion as to who will be allowed to sell and when in the Park, Commissioner Pinnock moved that we allow the Ashl and Crafts Cooperative to have a two (2) day crafts fai re in Lithia Park. The area to be specified later working with them in the summer of 1977. Commissioner Mills seconded. On a roll call vote: Commissioner Pinnock Yes Garcia Yes Mills Yes Bennett Yes Bernard No Guidelines for the faire will be worked out at a later date. The Commission also reserves the right to deny the faire to be held if their specifications are not met. Mr. Pitler said that this is what they expect. Commissioners Mi 11 s reques ted that the Cftaiiman write a 1 etter to the Chamber of Commerce so that their 4th of July committee will be informed of the change in the Resolution. AUDIENCE PARTICIPATION NOT ON THE AGENDA NONE OLD BUSINESS Anderson Bequest - Director Graef showed the Commission the designs again that he received from the County. The Commission said that they would like to 5ee the project move ahead. Commissioner Garcia suggested that we could put an ad, in the paper for local designers to assist us with the design, we would put in what we would like to see. Commissioner Gareia and Bennett were asked to work with Director Graef on a project design. Swim Pool - Kay Bernard, Nancy Pinnock - After the last meeting Commission~Bernard and Pinnock found out more information about the sites in question for the pool. Commissioaers Bernard and Pinnock talked with Don Lewis, Dean of Administration at Southern Oregon State College, concerning College owned prooerty (2 sites). The first site was the Corner of Iowa and 'l\'all<er' (Site # 14), itls :tne'area adjoining the property at Iowa and Wightman, this area is being graded off for ball fields. The second site, commonly known as the Grubb Barn area (Site #13) off of Eas t Main and Wal ker Avenue. On the College development map they have designated the whole area to accommodate a 10;000 capacft,y stadium, but as the enrollment has reveled over the years, they have revised their thinking and decided to keep or continue to use the old football stadium they have. At the present time the Grubb Barb site is baing used by the Equestrian Club, and it is being rented by the previous owner. On the College development map it has not been changed from the football stadium, which is the original deSignation. The property is across from the Junior High, but it is outside the City Limits. PARKS AND RECREATION MINUTES 1-27-77 PAGE 7 OLD BUSINESS (conti) Swim Pool - (conti) = The other in question were the IIArmory Sites" the property off California and Wightman; and the Lithia Mill Property, South of East Main off California. The property off California and Wightman is a desirable site, but there is problems with the availability and it is under discussion as a possible site for the Armory. The property south of East Main off California is desirable, but there are IRS liens against the property which make the availability in the near future questionable, also the property is zoned for fli'gh density which may make the price a difficulty. After some (iJiscussion, Commissioner Bernard suggestid contacting the Council to let them know what the Commission has been doing with the Site Selection for the possibility of a municipal pool. At this time we want to tell the reasons for our selection of a partic~lar site. Commissioner Mills suggested getting a firm commitment from the Armory Committee concerning the property they are consi dering. There is also the possibility that the grant will come through for the Hunter Park area and if the area cannot be changed, it will be a concern to reloca-e the ball diamonds. Commissioner Bernard asked the Commission how they wanted her to present the idea to the Council to show what they have done. Commissioner Pinnock suggested giving a progress report but do not back any specific sites, until after the grant proposal is back. COMMITTEE APPOINTMENTS Bear Creek Greenway - The Commission suggested talking with Dave DIOlivo about serving on the Committee, if Mr. DIOlivo is not interested Commissioner Bennett and Commissioner Mills will be alternates. DIRECTORIIS REPORT Transfer of Appropriations- Director Graef told the Commission that we have a surpl us of money due to the fact that we di d not hi re back the Park Ranger II position and also the delayed hiring of the park foreman position, with the anticipation of a higher insurance premium. The1ransfer of appropriations would be for one or two mini-pickup trucks, and items stolen from the park shop. Di rector Graef has talked wi th the Park Foreman Joe Martinez concerninq the use of the trucks in the parks. After some discussion of the need for the trucks and using the money for the loan to the City, Commissioner Mills moved to approve the transfer of appropriation of the option of tools and pickuos, case of oil, saber saw, and one small liiTt> chain saw. Commissioner Pinnock s e con de d. On a ro 11 ca 11 vo te : Commissioner Pinnock Yes Garcia Yes Bennett Yes Mills Yes Bernard Yes High School Basketball Program - The program is in the budget for an intramural high school basketball league. This program was set up by George Findlay. After some discussion, the Commission decided to drop the program. PARKS AND RECREATION MINUTES 1-27-77 PAGE 8 DIRECTOR"S REPORT (conti) Programs in Progress - The Winter Program was sent to the Commission and the most successful ,program is Fly Tying. Menls Basketball is dOing ok~y, but it does have its problems. We are also co-sponsoring some programs a Tole and Water color class for the Senior Citizens and some dancinq classes for the general public. Museum - The breakin at the museum was just to the restroom, the displays were not broken into. Shakespeare would like to donate three black swans in connection with the opening of the Black Swan Theater. They will place two of the swans in the lower duck pond and one in the upper duck pond to give a mate to the one that is already the re . With no"further business the meeting was adjourned at 11 p.m. to an adjourned meeting to be held on Tuesday, February 1, 1977. Respectfu~ly submitted, ,~.~ .- it /~~.. j} ,\/'((,/J(J-tl- C//Lta.-r Wanda OINeal, Secretary ASHLAND PARKS G~MMISSION j, II CITY OF ASHLAND PARKS AND RECREATION COMMISSION ADJOURNED MEETING FEBRUARY 1, 1977 The meeting was called to order by Chairman Bernard at 4:02 p.m. in the Parks and Recreation Board Room. Presen t wete: Commissioners Bennett Ga rci a Pinnock Bernard Absent were: Commissioner Mills Commissioner Bernard asked the Commission to set up a meeting time with the Chamber of Commerce - Fourth of Jul y Committee. The Commi ss ion deci ded uoon March 10, 1977 at 7 a.m. if this is convenient with the Chamber. Teen Recreation Needs - Paul Votaw - The Commission asked Mr. Votaw to check with students at the junior and senior high schools to find out what tyoes of recreation activities they would like to see the Parks and Recreation Department support for teenagers. Mr. Votaw told the Commission that he talked with the students and they were interested in the following recreational activities: 1. Intramural teams in baseball, softball; fl (I,g football ~ and basketball, 2. Di eye'l e t0ui-'~ iig ti-i ps, races C\I;G l:::oa1 t:-. 3. All comers track meets in the Spring. 4. Frisbee tournaments. 5. Bowling nights. The Corrmission made the following comments regardhg the sugqestions from Mr. Paul Votaw: 1. A good intramural program should be set up by either the schools or by the Parks and Recreation Department. 2. The bi cycl ing program is good, but shou1 d be offered other than duri ng the Wi n ter Program. 3. The all comers track meet and the frisbee tournament maybe added under a special activities program during the summer or spring. 4. Bowling nights would not be that good in that there are leagues he1 d every ni ght of the \'ieek, inc1 uding Saturday afternoons and Sunday evenings. 5. The Commission mentioned teen aances and asked if they would be accepted by the students. The Commission would pick up the cost of the band and the rental fee for the faci Ti ty and the sponsoring cl ass or cl ub wou1 d pi ck up the res t of the fees and al so recei ve the profi t on the dance. PARKS BUDGET Income ledger - The Commission was concerned about the Interfund loan and Transfers from the City line items and'tJhat actually is in each account. PARKS AND RECREATION !'lINUTES 2-1-77 PAGE 2 PARKS BUDGET (cant') Director Graef read through the Parks budget with the Commission. The following items were commented upon by the Commission. 1. Park Patrol. Each Commission member gave their opinion on the concept of the Parks department funding the summer park patrol. Commissioner Bennett felt that with a consensus viewpoint, if our proposal is that we pay hal f and the City pay ha1 f of the sa1 ary for the park patm'I, he is in favor of this. Commissioner Pinnock felt that v-Ie should not pay for more then half. We shou1 d not be in the Po1i ce business, but vIe shoul d wot'k with them in this effort. We do not want someone who will hide behind the trees, but sorreone who is willing to do the job they were hired to do. Commissioner Gai"cia felt \'1e should not fund the Park Patrol at all. There should be a patrol for the presence sake, but they should not be thei'e pulling people out of the bushes for doing sornething,wronq. Commissioner Bernard felt that this was an item the Commission should want to discuss at a later meeting. 2. Downtown Pl(l,nt.eY's. The Commission expressed a concern ab()llt. the Dc:iJo.r~rI1e:it taki:lg c.a~~e of the duv.intO\~n plante)^; -f0r the Cit:l ui'",d having tvlr. Nelson, Finance Director, trade his services for this. The meeting vIas adjourned at 5: 30 p.m. to an ,adjourned meeting to be hel d on Monday, February 7, 1977 at 4 p.m. Resp~ctfu1ly submitte1, ! ./ . ,; ,.' / I / / ;'<'\ / . 1/ / if. ) lt1tll /1 I(J tCF t (,/ ..'-' r ( ,v( L. I j Wanda O'Neal, Secretary ASHLAND PARKS COMMISSION ~. 1I"I1N'""'~ V\) or,JC\d CITY OF ASHLAND PARKS AND RECREATION COMMISSION ADJOURNED MEETING i. . AGENDA FEBRUARY 7, 1977 - 4:00 p.m. BUDGET 1. Parks Divison 2. Recreation Division ~ CITY OF ASHLAND PARKS AND RECREATION CO~1MISSION ADJOURNED MEETING FEBRUARY 7, 1977 The meeting was called to order by Chairman Bernard at 4:12 p.m. in the Parks and Recreation Board Room. Present were: COl11l1i ss i oners Bennett Garci a ~1i 11 s Pinnock Bernard Chairman Bernard told the Commission that Mayor Gary Prickett contacted her concerning a joint meeting between the Ashland Parks Commission and the Ci ty Counci 1 after the Ci ty Counci 1 recei ves the 1 etter from HUD concemi ng the changing of the site selection for the swimming pool if the request is accepted. PARKS BUDGET The Commission discussed the following items regarding the Parks Budget: 1. Using the sod from the deer pen to resod the lawn area just above the lower duck pond, and in later years using this sod for repairs to the lawn. 2. Irrigation line item for $700. Commissioner Garcia felt that the water system that was put in after the flood was wasted, also a maD should be drawn up to show the water systems we presently have. He also hoped that when we do put in the new water systems maps would be kept up on them. 3. Park Patrol for Lithia Park. Director Graef told the Commission that he budgeted for ha1 f of the sal aries of three employees and the Police department would provide the uniforms. Commissioner Pinnock moved that we request that we pay pay for one-ha1 f the salary for three park patrol for the reasons that we have discussed,to cost $2,808. Commissioner Bennett seconded. On a roll call vote: Commissioner Pinnock Yes Garcia No Bennett Yes Mills Yes Bernard Yes Commissioner Garcia felt that there are sufficient law inforcement officers. COl11l1issioner Mills felt that the COl11l1ission should set up guidelines for the Park Pat ro 1 . r , --/lr' PARKS AND RECREATION MINUTES 2-7-77 PAGE 3 RECREATION BUDGET (conti) 6. Summer Open Library Program. The Summer Open Library program is scheduled for two (2) elementary schools (Helman and \'Jalker). Both Commissioner Bennett and Pinnock were in favor of the program, because they feel there is a need for both active and quiet activities. The Commission requested that a tally of the number of people using the program be kept for the six week program. Commi ss i oner Bennett moved we approve both budgets as submi tted and corrected in the fiscal year 1977-78. Commissioner Mills seconded. All were in favor and the motion was carried. With no further business the meting was adjourned at 6 p.m. Respectfully submitted~~ 'I / / .~.// /,' /; /,,:!, //," //)- ."cz-:// tv Ct, 71l u'~ v /v( I / Wanda 0'Nea1, Secretary ASHLAND PARK COMMISSION ~ CITY OF J\SHLAND PARKS AND RECREATION COMMISSION REGULAR r~EETING FEBRUARY 24, 1977 MINUTES ~Tbe,me~til')g wa~..Ga1Jad to order by Ch.4irmall_Bern.axda.t 7:30 p.m. in the Parks_ and Recreation Board Room. P resen t were: Commissioners Pinnock Mills G a rc i a Bennett Bern a rd MINUTES The minutes for November 30, 1976, December 16, 1976, and January 27, 1977 were approved as written. REVIEW OF FINANCES Director Graef read through the Financial Commentary with the Commission an commen ted s peci fi ca lly on the use of water, and that there may be an overr'un as per Mt. Nelson in the utilities account~ due to the longer watering season thi~ ~a.s-L fa.ll. O"ir'ecto'( Gfaef re"lt t:'lo.t We j{la.y (Jut 0"'i~(I\jrl th+i==. aL~0:..Hlt, due to the fact that we have 'turned off all the fountains and duck ponds that run cons tan t1y. Bills - Commissioner Mills moved to approve the bills. Commissioner Bennett seconded. All \<Jere "n favor and the motion was carri ed. CORRESPONDENCE AND C- ':~MUNICATIONS The letter from Doug Templer concerning Pop Warner Football was read to the Commi S5 ion. Di rector Graef commented that thi s type of program wou1 d be to costly to begin through out department. Director Graef suggested that ~1r. Templer get together with a group of interested parents to t'un the program similar to the Little League program in Ashland. The letter from the Ashland Senior Citizens Club was read to the Commission. The Senior Club is pleased with the work being done to clean up and repair the Women's Civic Club Building, and they pledge their support to help maintain the building in such good condition. AUDIENCE PARTICIPATION Frank Philipps - Mr. Philipps questioned the Commission on the idea of the Ashland Crafts Faire. Mr. Philipps told the Commission that he did not keep up with the Newspaper articles on the question of selling in the Park by the crafts faire people and he wanted ,to know how each Commissioner pet'sonally felt about the Faire and selling in the Park. The Commissioners answered Mr. Philipps as follows: .,. PARKS AND RECREATION MINUTES 2-24-77 PAGE 2 AUDIENCE PARTICIPATION (conti) Frank Philipps - (conti) 1. Jack Mills - Comnissioner r.lills would like to see the faire in the Park. Ashland has many gifted people and the atmosphere of the Shakespeare Festival, lends itself to the Park and' selling by the crafts people one time a year. The craftsmen should have an opoortunity to sell their wares to the public. 2; Nancy Pinnock - Commissioner Pinnock stated that she' is apposed to selling (vending) in the Park, but believes it should be contained in the Lithia Park Extension. Commissioner Pinnock voted for the faire, not naming the faire site with reservations on large groUD usage standards for the park. The faire would be set up with the intent to preserve the Park. Commissioner Pinnock wanted to try it once, because in the past we have'run a closed conservative park. 3. Bob Bennett - Commissioner Bennett felt the Commission is hiding behind a Resolution, and the Commission should be making decisions on this type of thing. The Crafts Faire does represent a segment of the Ashland Community. Commissioner Bennett said he was not in favor of selling in the Park, but he would like to have a yard stick to go by fo r futu re reference. ~. Dave Garcia - Commissioner Garcia feels pretty mu~ the same &5 the other Commissioners and also that in the Comprehensive Plan for Ashland, the City is interested in clean industry, and arts and crafts is a clean industry. Commissioner Garcia felt that this will not be a market for all to sell in the Park, but that this will be an event for all of the Community to be involved in. This is also one way to establish Ashland as a Crafts Community. 5. Kay Bernard - Commissioner Bernard had the one decending vote, because she is not in favor on having one group judging all entries for the faire. Mr. Philipps commented that is was remarkable and controdictory to rescind the resolution on selling in the park and at the same meeting permit the Crafts Faire to sell in the Park.' Commissioner Bernard said that the two hinged together, so \'Jhy do one with out doing the other. John Connors - Casa del Sol - Mr. Connors said that he felt the Crafts Faire was not a non-profit organizatinn and that there is capitalization going on by this group. Mr. Connors and other business men have very high established overhead with taxes, rent, etc. He suggested that if the Faire is put on to bring people to Ashland, why not do it at a time when the selling season is down. Thi s fai re is setti ng a pattern for the future, and it is happeni ng during the peak season for selling wares by the established businessman. Mr. Connors feels the group is not non-profit, due to the fact that they will be selling and the money goes to the individual selling at the faire. n r "..-..._~-- PARKS AND RECREATION MINUTES 2-24-77 PAGE 3 AUDIENCE PARTICIPATION (conti) i ! r 1:1, Ray Godfrey - Proposals for Commi.ssion to Consider - 1. The possible establishment of an Iris Garden in Lithia Park. Mr. Godfrey is personally interested in planting an Iris Garden in Lithia Park if an area were established or set aside. He would also come in every three years and plant different varities. 2. The second proposal would be the establishment of an Arboretum. (A botanical garden exh'ibiting trees for their scientific interest and educational value, and in association \'Jith appropriate wildlife features.) Mr. Godfrey has tal ked with Dr. Bill Sammons and Dr. Frank Lang, head of the Biology Department at SOSC, and they are both infavor of this proposal. Mr. Godfrey told the Commission that him an a friend of his will do all the planting of the trees for the Arboretum in the upper park which is not used for much of anything at the present time. The Commission asked Mr. Godfrey to get together with the Director on presenting the two proposals. OLD BUSINESS Little League Lease - Dennis Varin, Fred Baumgartner, Floyd Gilbert - Mr. Varin, treasurer, gave the Commission the insurance oapers with all of the coverages requested, except that the property damage coveraae is still at $25,000. 'The following items were clarified and corrected in the lease: 1. Paragraph III - Would like to wording chanced about the practice time schedUleS. The game times can be qiven, but the teams practice at so many different hours, and it would be impossible to list them. The wording could be changed to state that the Ashland Little League has priority to the fields during certain hours, and these hours will be posted at tr: ball diamonds. 2. Paraqraph IV - Mr. Varin asked that the items listed be clarified as to what types of improvements that Director may request the Little League to make. 3. Paragraph X - Clarification of who can use the concession stand. Groups using the concession stand must contact the Little League. The Commission asked that a health certificate be posted in plain site in the concession stand, and that a list be posted for steps to setup and cleanup the equipment. The door to the refrigerator should be taken off or chained shut when it is not in service. 4. Mr. Varin also asked if they could take care of skinning the infie'lds or if this should be done this year. Director Graef felt that this would be alright to do since the fields/lawn is not in good shape. Commissioner Mills moved to approve the Little League Lease with the changes that have been recommended. Commissioner Garci a seconded. In discussion, the Commission asked that the Little Leagl!e have a copy of 'the Health Certificate to the Parks Office by April 1st, and the original posted in plain view at the concession stand. Commissioner Garcia suggested that we consider having the PARKS AND RECREATION MINUTES 2-24-77 PAGE 4 OLD BUSINESS (contI) Little League Lease (contI) - Little League aerate, fertilize, and seed the bare spots. Director Graef felt that the lawn is in such bad shape, and the Little League is looking for another place to locate, that \^le should not ask them to do this. The motion was calied for, all were in favor and the motion was carri ed. Bear Creek Greenway Committee Appointment - Chairman Bernard appointed Commissioner Mills to serve on the Bear Creek Greenway Committee. Commissioner Bennett reques ted that hi s name be dropped from the City Commi ttee whi ch Mayor Prockett appointed him to. Resolution Suggestion - Nancy Pinnock - Commissioner Pinnock moved that we accept the resolution to our Park Ordinances that states henceforth, it is the policy of the Ashland Parks and Recreation Commission that vendin~ be prohibited in Lithia Park with the exception of those registered for the Fourth of July and the Ashland Crafts Faire to be held two (2) days in August, 1977 in Lithia Park. Commissioner Bennett seconded. On a roll call vote: Commissioner Pinnock Yes Garcia No r~i 11 s No Bennett Yes Bernard Yes Guidelines for Crafts Faire - Conmissioner Pinnock read through the guidelines worked out with Director Graef and Commissioner Garcia. (See attached) The Commission discussed the following items concerning the guidelines for the Crafts Fai re: 1. #12 - All items sold at a particular booth must be handcrafted by the individual :;, that booth and not purchased for resale. 2. #17 - The sound system at the band~he11 belongs to the Ashland City Band, and they must be contacted if it is to be used. 3. #20 - An emergency first aid station will be set up by the Commission and s ta ffed by the Crafts F ai re. There mus t be on duty at all ti mes during the Faire either a Doctor, Nurse or EMT (Emergency Medical Tech.). 4. #1 - The number of people who must be residence from the City of Ashland who participate in the Crafts Faire is set at sixty (60) percent. The Comnission felt that this is fai r in that the Park is supported by City tax dollars and that City residents should be the majority of those who are using the faci1itv. .. 5. #14 - Two (2) off duty or reserve police officers must be hired by the Crafts Cooperative to keep order during the faire hours. Mr. Sandy Pitler had the following comments and questions regarding the guide- lines for the fai re: 1. Mr. Pitler asked that the Commission add that there will be no parking near the bandshe11. The Commission agreed to recommend this to the City Council. 2. #1 - Mr. Pit1er asked if it would be possible to require that the majority of the people live within Jackson County, due to. the fact that PARKS AND. RECREATION MINUTES 2-24- n PAGE 5 OLD BUSINESS (conti) Guidelines for Crafts Faire - (Conti) - many of the poep1e live just outside of the city limits. 3. #12 - This guideline should read no merchandise shall be sold that has not been made by the particular craftsmen chosen for the booth. 4. #14 - Mr. Pit1er told the Commission that he talked with Chief Hays concerning the reserve officers, and he felt that they would be quite heavily scheduled during the summer. The police must be hired by the Ashland City Police Department and paid for by the, Ashland Crafts Cooperative. 5. # 16 - r~r. Pit1 er s ai d that to have the Sani tary servi ce pi ckup the trash on Satul'day and/or Sunday would be staggering in cost. They do have it worked out so that the trash will be taken away on Saturday afternoon by their own crews and then on Monday by the Sanitary Service. 6. #18 - A business license must be purchased by each individual vendor. The cost is $20, $15 of that is refundable by the end of the quarter. Contact City Recorder, Joe Butler for more information about the business license. 7. #20 - The equipment for the first aid/emergency station will be provided by the Parks department, but it w'il1 be staffed by the Crafts Faire with one of the following: Doctor, nurse, EMT. 8. #21 - Mr. Pi tl er di c1 riot unders tand if \tIe \'!anted a des i gn of each uooth eXdcLly o.S each (;Y'dfLsiildrl wuulJ ~eL hi::, up or- ju:,t ct yeilt~r'al layout of the entire al'ea for the faire. 9. #24 - Mr. Pit1er asked that the need for fire extinguishers be explained. They must be placed in booths where flame producing elements are used. 10. The Crafts rooperative must pay workmans compensation on all paid employees of th faire. Conmissioner Pinnock moved that sixty (60) percent of the craftsmen at the Crafts Faire must live within the City Limits of the City of Ashland. Commissioner Bennett seconded. On a roll call vote: Commissioner Garcia No Bennett Yes Pinnock Yes Mills Yes Bernard No Commissioner Mills asked that it be noted that he felt this should be a faire for the Craftsmen of Ash1 and. Commissioner Bennett moved that we accept the items as corrected and adjusted for the Arts and Crafts Faire. Comnissioner Mills seconded. All were in favor and the motion was carried. PARKS AND RECREATION MINUTES 2-24-77 PAGE 6 NEW BUSINESS Ashland High Leaminq Center - Harry Ditwil1er -Mr. DitvJiller would like to receive any of our old playground equipment for a grouo that he is takinq down to Mexico during Spring Vacation. The equipment would be given to an orphanage in ~~exico. The Commission asked that a letter be written to Ml~. DitvJi11er explaining the situation, in that if the equipment is dangerous or hazardous; theCommi ss ion feel s they shoul d not pass it on to others. Dance-a-thon - Debbie Pinnock - t~issPinnock came to the Commission to request that they co-sponsor a dance-a-thon wi th the Sophomore c1 ass to helD rai se money to put on the Senior prom and to purchase a live Christmas tree as a gift to the City of Ashland. The Commission exoressed the fo11ovJinq concerns fo r the dan ce- a-thon: 1. Amplification of music and ~ettinq a noise permit. 2. Curfew hours for those participating in the dance-a-thon. Miss Pinnock will check with the Chief of Police concerning this matter. Commissioner Bennett moved to table until the next meeting. Three proposals from Dave Garica - Closing of dirt section of Pioneer Street - The Commission discussed the following concerning the closing of Pioneer Street ,. that runs through L i thi a Park:- ... ....... -- ..-..-. . 1. COi'lliil:ssioner Beflllett ::,U9::te::.L8U Lhat VJe n14u~s'L the City to\'ridon the street and put in a water line. This is an access for Shakespeare during the summer. 2. Commissioner Pinnock did not feel that closing the street would stop erosion of the hillside. This street is a needed acess to the park, and we should send a recommendation to ~he Traffic Commission to see if the street could be widen, a water 1 ne for fire safety, and the possibility of having the street paved. 3. Commissioner Garcia felt that some planting should be done along that area to help prevent the hillside from eroding. The street would not have to be closed with the proper drainage and possible paving of the street. 4. Commissioner ~1ills commented that it would be a good idea to keep the street open, because the Police do use the street to patrol the park. Proposal to repeal Park Ordinance - Commissioner Garcia moved that the Park Commission recommend to the City Council that the ordinance which prohibits anyone over the age of sixteen (16) from using the playground equipment should be repealed. Commissioner Bernard seconded. Discussion: Mr. \~es Hoxie stated that he was not in favor of the repeal of the ordinance, since the ordinance was pOt into effect to protect the small children ~anting to play on the equipment from being chased off by big kids (age 20+). He suggested maybe amending the ordinance to allow adults with small children to demonstrate how to use the equipment. On a roll call vote: Commissioner Garcia Yes Pinnock No Mills No Bennett No Bernard No PARKS AND RECREATION f'.'1INUTLS ?ut~4.-77 ....,~ ,f'. (' I ~ i I. r\.'! I. i NEW BUSINESS (conti) Proposal to Establish Bandshell as a Free Speech ,l\rea ,.. COl1imiss';cii motion dies lack of second. G (;, '( .~_.; (~:. I ~) Tennis Tournament - f\l Cat~Ver - The Commission discussed the follcl'iinJ F,.' concerning the tennis tournamellt: 1. The CC}fnmission v!ould like to have someone f)^OI1'l the P,shli.:l!'!,j Tcnr;'i:.) Association take Ci:H'e of the y'estroorr.:; to clean rmcJ sU:JD1v tiil'. cost VJould be prohibHive for C)LJ)" depii.rl"ln<.::nt to 'ti;k!0 cate of t'i;:;. 2. jl1r. Carver must check ~\l'it!1 the L'itfle League cCJ1lcernincl t use of their equipment and the concession stand for t!,':: tournJ.:r:nt. 3. The Ashlano Tonn'is j:lssociation vJil', hc~ l~eqlr!rC'd to qet a !1:,:aitl1 cel'ti fiu.te and post it tlt the conces'~ion stand dUl'iilCJ thc; tliunli:UJ1'nt and have a copy on file -in the PaTks office'. 4. r\n of tfw above I'cquirernc:qts win bc~ in 'iiritin~). Commissioner Bennett 1110VL:d tO~tn(r: the /\shlanj Tennis fi,ssociC1t'ic,r: to CL>iHluc1: their annu3.1 Biq /rl IS Tenn'ls Touni,~:;r:(~nt. COi!:;rjs~;'ioner filills sc:co'idc?d. f\ll were in faVOr' and the motion \'Ia:.: G.'rried. Tl1 Co,nrnission asked [)'irccto r;rclt:T to handle all the details. sose Grdduilt:ion - E.C. i1icC"1l1 .. The letter "'iDS re2.c1 to the COlT1TnisSlon from r~j(. f'.1cGil'l rCC1ucsting th,-: use of th{~~ r~[}nd~:: 1"1 fOt t~.)e SOSC qr-}du(;.t"i:.::~ C}:: Saturday, June '1~ ]t)//. LOlllrni~,s !OiIC:T Iii i is i'i1oved to approve tile requeST Tor the use of the Gandsh,::n. CormriSS'iO):(~r BcnneLt seconde.d. Discussion: 1. The Commission ViaS concenled about ho\tJ the area vias left after 1 as t yea )^S q raduat ion. 2. The Comnisslon v1'ill make up a Standi1rd of Usa~j(-: for larg? o.rouns us i ng th(~ Pa)'f<' 3. This \v;l1 help to protect the clt'izens VJf;'l func! the park upkeep. The question 1'lilS called for, all l'JerG in favoy' Cllld the motion vIas cc,n-icd. Commissioners Pinnock and Mills will work with Mr. Hoxie and Mr. John Connors on the Standards of Usage guidelines. COMMITTEE REPORTS NONE DIRECTORS REPORT R~~quest for Use of Tennis Courts - Director Graef received a request fi^orn the Ashland Junior Hiqh and Ashland Senior Hiqh to use the liunte\^ Park TE~nnis courts fOl^ classes and team practice. The junior hi~Jh vJOu1d l-ike to use the courts from Apr"il 25 to June 8, 8:30 a,m, to 11:30 a.m. and 1 p.m. to 3 p.m., nondclY thru Friday, using six (6) courts. The hiqh schcol would like to use t:!e courts from March 7 to May 20, 3 p.m. to 5:30 c.m.) Monday thru Friday, using six (6) courts. This is a trade off for the use of the gym soace. Comrnissioiln fTl'1s moved to accept this request from the school district. Commissioner !3ennt~tt seconded. COll1nissioner Gennett amended the motion to include the hOI11(~ 1:lalehe's as listed. Commissioner P'innock seconded. The motion vias passed I'Jitl1 a vote' o~ 4 to 1. The amendment vv'as passed I'/ith a vote of 4 to 1. PARKS AND RECREATION MINU1TS 2-24-77 PAGE 8 DIRECTOR'S REPORT (cant') Spring Dance - Director Graef told the Commission that we will be sponsoring a Spring dance with the Sophomore class on Friday, March 25, 1977. Cornni s s i arleY's r~ i l'I s, Pi nnack an d Ga rei a vii 11 act as chaoerons for the dance. ~iater Use Guici2'linc~~ for rhc Pilt'ks System - Director Graef asked the Commission to read thr'ouqh the gui 'iinc.s that he \'frote up, and make comments and suqcJt"~stions to llim for add-itions and/or' (Jc),:,t'ions. J\lso~ if the s'ituation gets bad enowJh, we may want tu write a letter to the Council for more directive guidelines cOi1cernin~l park lllnds. I>iith no furthel~ businC?ss the meeting vJas adjourned at 11 p.m. Respectfully submitted) I-Ianda 0 I 1!23,l, Secretary ASHLAND PARKS COMMISSION t~ ~ t:,i r.'A." p ~l(: L '~.... 0.""'"";; ~ i": ~ k ,. ~ ;;.r: C J/:~S., f. CITY H/\LL. ISH /\[')D. OF:;!'r;()r'~ 97520 48;~~S21~) Ot' ~~+82-~)216 PARK CO{\~f/i(S:,IO~Jr:FS: I<^.Y UERN/"~D. Ckl;rman N/c.NC'r' P!t.,';,!()(>< Dt,\'E G/.r:ic,l/.. ~JCHN V/ (J/"',C~:) f,~iLLS naG B[NI,[~ I L,.._ , r;- Februa\~y 28, 1977 Gui~r;~UJ~~~ focJ:hc:_._~1lQ}m~::-_:l5al~x:.~ft~Li:d r, (Augus t 13, '14) (1\'1 t. l\u l: Z () ,,:;,"j ) 1. Sixty percent (607;) of the craftSln211 vending at the fair rnust live \1ith'in the CHy Liil11t~:; of Ashlind~ Oy'eqol1. 2. The:: l\shland PiiY'ks ?, Recr-e(;tic);'l COl''1:Jrission must be P1Acsentcd \ilith c list of the cr-iter-ia to h~ used bV thc: !\sh"iand Ci'afts Co-Do to bE: Llsorl 'l'tl ce,l,-,r,","tlC1 (\"l+t<:~"-'I-j l)'"",,,O\~'" t'il" <;c1lr.("1-,'u"'1 D\;'or'es~ 1-,,-,,,),,.,.-.<; \:..... ...) ~~.......t.. .J ...1 C I ""~';<i.,,_ I J. _I '- ~. \:" ....,\.., ,-".\,,0 , ~ I 'V....::> L\...~ 111_." 3. 1\ compi ete i is t of crafts:r{'!1 sei ected mus t be rrescnred to tile' Ashland Parks & Recreat'ion COiiinri:;s'ic,tl as soon as the se'lection procc:';s is completed. 4. A listing of five (5) nan,% of l\shlimd Crafts Co.,Oo member's Inust be submitted to he Ashland F1iJTks & RC~G\'cat..ion Commission, aloi1~J \'fith addresses and t(;l ephone numhers. 1112se pc~rsons \'ii'll be dec:rn,~d as responsible p'rsons to the Ashland Parks & RGcrea.t'ion Commission. 5. The Crafts Fair s~all begin at 10:OOam and end at 7:00pm.. 6. Construction of booths for the Crafts Fail~ shall begin no sooner than 6:00am the day of the Fair, and will be cleaned up and out of the park no later than l2:00noon the day after the Fairs last day. 7. A $500.00 deposit is required by the Ashland Parks?{ Recreat'ion Depat'trnent. 8. Copies of the Ashland Crafts Co-Op papers of non-profit articles of incorporation must be oresented to the Ashland Parks & Recreation Corrmiss'ion as soon as possible. 9. The Ashland Orafts Co-Op must present to the Ashland Parks & Recreation Commission a Health Certificate for each edible craft vendor participatinq. 10. If a noise perm'it is needed, the j'1,shland Crafts Co-Op must secure this permit from the !\shland City Council & present the permit to the Ashland Parks & Recreat'ion COll1mission. 11. All certificates and permits and other required items must be presented to the Ashland Parks & Recreation Crwmission by July 14,1977, 4:30pm.. Home of F,Hnous Lit ilia hHk 0-!:l i ~. e 1 i n ~_f9_c. .1\1 e ?~~l~~q r- - 12J 7 _~..!::!:'"tt.s_ r a "Lr. !> 12. No merchandise ma,y be sold that f125 not been I'ICi.cko by" craftsn~n chosen for that particular boo 13. A copy of dpplicable Park Ordinances \'Jill DC' nresentl:d to the Ashland Crafts Co,.Op and must be ac!hc;red to. 14. Arrangelll2nts must be maJe for bID (2) off..,-:!) CHy Reserve Police Officers to be on duty durin0 the Fair Saturday lO:OOa:n to 7:00pm, 3, Sunday "IO:()C~'::1 to 6:00 paid fo\~ by the flshl and Crafts Co".Op. 11 CC;il:::n c r U rs 0 f ~ ~ to b (~ 11- J. Four' (4) Porta-Potties (uortable toilets) \[\'10 on e;lCh ';ide 011.::(< bc\ndshell) wnl be provided and paid for hy thc~ J\slili,nd r.riltts Cc p, 16. Arrangements must be made for hiD (2) du;nDst(;\^S and Si!nHarv ServiCe pi ckup for th(~1l1 be.fore the Sunday events i'ind (i(' OlA b(~f()re ;!2: (,en en ffJon day. 17. If the !\shland Crafts Co.-Op intends to use: th2 sound systrc:!n at the: band shell, it. m')st make arran0ements to u:,c: the sound Sj'stCCnl v:ith the Ashl and Ci ty Band. 18. Each individual vendor must apply for and obtain a business license Clccor-d"ing to tile ordiniinCeS of tht' C'1 ty 0; [\sill (end i.1.nd d-isnl ay Sll license -in plain vie\"l in his/her booth dUt"inq the Crafts Fair. 19, The f\sh12,nd C'-(~fts Co-"Op dt:'F'(~eS h' 2ssur"-' re<:,l)C1n'~ib"ilit\' +"o\^ c:"<!! 0:: .~;:e : ai : c.;::::;; ,:0:'::1:; ,I . _ I _. . I '-..'"' ~;:\.J::'e 1:I..Jv:r"::, \/;::~I; puiU PUill.C Ullll.:";i":"" (1i"\..~ u;! duty. 20. A First-Aid station must be establ'ished as d(~signed by the /~shl(),nd p(1 & Recreation Comm'ission, and staffed by a f\'ledical Doctor, Nurse; o:^ l-. at all times \tlhr-::il the Fa"ir is 'in operation. 21. The design of 2"11 structures to include entire Fair layout set un for th Cr'afts Fail', must be subnrltted to the rishl:1nd Parks g, Recrea.tion Co!:;,.r1ssicn for apPl'ovu.l b,Y' llu'ly 14, 1977. This may be a general layout. 22. The Ashland Cl'aft?, Co-Op agrees to handle all publicity and advE:Ttisino, Thev shall empha.size in all publicity and advertising that tfTc 1~,shlCtnd Crafts Co-Op is a non-profit organization and that the Ashland Parks & Recreation Com'!lission is not co-sDonsoring the event in any \tJav. 23. The Ashland Ci'afts Co-Op shall be l'esponsible for deaning un the Fd:Y' area and leaving 'it as before by"12:00noon on r,ionday, AW1Ust 15,1977, This to be approved by the Director of Parks & Recreation. 24. At every booth lilhere then~ is a flame producing element there must bc;:; a fi re ex t"i n gu is he \^. 25. Liability Insurance must be obtained by the Ash'land Crafts Co-Op for coverage of all times that merrbers or the Fai r will be in the park and for coverage or the Fair itself, as required by the City of I\shland. .. ,~ Guidelines for the Surnmer--1977 Crafts Fair page 3 26. If the Ashland Crafts Co-Op decides to cancel the Fair at any time, it shall be thei r responsibility ,to notify all ,interested parties.,. including the County Health Department, Police, Medical attendants, Ashland Parks & Recreation Commission, etc.. 27. The Ashland Crafts Co-Op or its members may not paint, disfigure in any way, nail to trees or existing structures, tables, benches, or drive any stakes into the ground. 28. The Ashland Parks & Recreation Commission recommends that parking be prohibited by the bandshell and gazebo area. 29. No sporting activities will be al"lowed at the Fair. 30. The site of the Fair shall be the area of the bandshell in Lithia Park as discussed by the Ashland Parks and Recreation Commission and Sandy Pitlel" of the Ashland Crafts Co-Op. 31. The Ashland Parks & Recreation Conmission will not be responsible for any bills incurred by the Ashland Crafts Co-Op. 32. No motorized vehicles will be driven on any lawn area or over any i rri gat i on sys tems . 33. Any violation of set guidelines may result in the suspension of the Fair or individual vendor, as the case may be. 34. The Ashland Parks & Recreation Commission, Ashland Parks & Recreation Depa rtment & its employees, the City of As hl and & its employees shall not be held l-iab1e for any incidents that occur during the set up, duration, or cleanup of the Fair. / CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES MARCH 31, 1977 The meeting was called to order by Chairman Bernard at 7:30 p.m. in the Parks and Recreation Board Room. Present were: Commissioners Mills Bennett Pinnock Ga rci a Bernard MINUTES Special Meeting - February 1, 1977 - Commissioner Bennett corrected the minutes as follows: Page 1 - The Commissions comments regarding suggestions from Paul Votaw: 1. A good intramural program should be set UP by the schools. Special Meeting - February 7, 1977 - Chai rman Bernard corrected the minutes as follows: Page 1 - Chairman Bernard told the Commission that she contacted Mayor Prickett concerning a joint meeting between the Ashland Parks and Recreation Commission and the City Council after the City Council receives the letter from HUD concerning the changing of the site selection for the swimming pool if the request is accepted. The minutes for February 1, 1977; February 7, 1977; and February 24, 1977 were approved as corrected. FINANCIAL REVIEW Financial Commentary - February 28, 1977 - Placed on file. Oj~~ussion and/or approval of bills - Commissioner Mills moved to p~y the bills. Commissioner Pinnock seconded. All were in favor and the motion was carri ed. CORRESPONDENCE AND COMMUNICATIONS Letter from Frank Lang is support of the Arboretum proposal was placed on file. Letter from Everett Weighter thanking the Park Commission for their putting in the two (2) work study positions for the Childrens Theatre was read and pl aced on fi 1 e. AUDIENCE PARTICIPATION Dr. John Reynolds - Dr. Reynolds donated two (2) Canadian Honkers to the Park, in exchange, he would like the use of one of the black female swans. r I- fe/ ""~ PARKS AND RECREATION MINUTES 3-31-77 PAGE 2 AUDIENCE PARTICIPATION (conti) Dr. John Reynolds - (conti) - Conrnissioner Pinnock moved to accept the offer of Dr. Reynolds; the gift of the honkers to the Park and give him the use of the female swan. Commissioner Mills seconded. Dr. Reynolds would give the swan back when the Park Conrnission wanted it. All were in favor and the motion was carried. OLD BUSINESS Dance-a-thon - Miss Debbie Pinnock - Miss Pinnock received a dance permit from the City Council and permission to be out past the curfew of the city. Miss Pinnock told the Commission that the money th~y raised from the dance- a~thon would be used to purchase a living Christmas tree for the City of Ashland, and to put on the Senior Prom when they are Juniors. Commissioner Mills moved to waive the fee on the building. Commissioner Bennett seconded. All were in favor and the motion was carried. The dance-a-thon will be held Apri 1 30 - May 1. Arboretum Proposal - Ray Godfrey - Mr. Godfrey's proposal for an Arboretum would take three (3) acres to begin, and possibly putting in a water line and parking spaces in a few years. Mr. Godfrey is working on the project with Mr. Frank Sesock, most of the work would be done on the weekends. Mr. Godfrey asked for the following in his proposal: 1. The right to do clearing as necessa~y. 2. The right to the cleared wood. 3. Help from the Park Employees in watering the seedlings for the fi rs t two ( 2) s umme rs . 4. For the Park Department to provi de ferterl i zero The project would take one to two months to complete. Commissioner Bennett moved to table until the next meeting with more information. Iris Garden Proposal - Ray Godfrey - Mr. Godfrey would provide and plant the Iris in an Iris Garden and replace the Iris every three to four years. Commissioner Pinnock moved to accept the proposal for the Iris Garden in an area decided upon by Mr. Godfr~y, Joe Martinez, and Doug Graef, and the details worked out with them. Commissioner Bennett seconded. All were in favor and the motion was carried. Standards For Park Usage - Commissioner Bennett moved to accept the sub- committees report for standards of usage on graduations and the Feast of Will. Commissioner Mills seconded. All were in favor and the motion was carried. The Commission asked that Director Graef put the guidelines in order. 4th of July - The Commission set a time to meet"with the committee working on the 4th of July celebration. The meeting will be held Friday, April 8, 1977, at 4 p.m., at the Parks and Recreation office. r PARKS AND RECREATION MINUTES 3-31-77 PAGE 3 ( OLD BUSINESS (conti) Crafts Faire Guidelines - Sandy Pitler - Mr. Pitler asked the Commission to reconsider the first guideline for the Crafts Faire, requiring that 60 percent of the participants in the faire live within the City limits of Ashland. Commissioner Pinnock moved to reconsider the first guideline on the Crafts Faire. Commissioner Garcia seconded. On a roll call vote: Commissioner Mills Bennett Pinnock Garcia Bernard Y~ Abstain Yes Yes Y~ Commissioner Garcia moved that 51 percent of the craftsmen at the Crafts Faire must live within the Ashland School District. Commissioner Pinnock seconed. On a roll call vote: Conrnissioner Pinnock Yes Garcia Yes Mills Yes Bennett Yes Bernard Yes Mr. Pitler talked with Mr. Joe Butler, City Recorder, concerninq the Business licenses, and asked that we recommend to the City Council with Mr. Butler that the Crafts Coop apply for a license for the entire faire instead of each individual vendor requesting a license. The Commission asked Chairman Bernard to contact Mr. Butler for his opinion and then to take care of the matter. Anderson Bequest - Dave Garcia, Bob Bennett - The Commission discussed the idea of having a design contest. There would be two (2) age groups: 18 and under and 19 and over. A general bill of materials and cost must be given with the design. Commissioner Pinnock moved to proceed with the plan. Commissioner Bennett seconded. All were in favor and the motion was carried. Commissioner Mills voted in favor of the concept only. Museum Displ~y - Dave Garcia - Commissioner Garcia received the go ahead from all of the Conrnississioner and Director Graef to give the museum displ~ys to the College Biology department. They will place them in glass container that will be air tight. , NEW BUSINESS Support Ashland Youth - Kathy Newcomb, Joan Rogers - Support Ashland Youth is looking for alternatives to keg parties. This group would like to see more open gym nights just ofr high school students. Mrs. Newcomb was asked to work with Director Graef on getting more space available. r PARKS AND RECREATION MINUTES 3-31-77 PAGE 4 ~ '", NEW BUSINESS (conti) Rosemary Dalton - Building Use Request - The Jackson County Taskforce on Household Violence would like to use the Women's Civic Building, for a benefit they will be having. This group is aSking that the fee be waived for the benefit. The group did plan on serving wine at the benefit. The Commission asked Director Graef to get a legal opinion on the standing of the bUilding with the Park Ordinance as to alcoholic beverages being served in the building. Commissioner Garcia moved that we waive the fee for this group. Commissioner Bennett seconded. On a roll call vote: Commissioner Pinnock No Garcia Yes Mills No Bennett Yes Bernard Yes Kathy Ging - Energy Fair - Miss Ging would like to have the buildinq fee waived for the use of the building for two (2) days. Contnissioner Garcia moved to waive the bUilding fee for the Energy Fair. Commissioner Mills seconded. The motion was carried with a vote of 2-3. Rogue Community COllege - Commissioner Bennett moved that we allow Rogue Community College to have their graduation on August 26, with the stipulation that their reception be held at the Henry Enders pavilion; and if they have a pot luck picnic they must reserve an established picnic site. Commissioner Garcia seconded. All were in favor and the motion was carried. Phoenix High School Graduation - Commissioner Pinnock moved to allow the Phoenix High Graduation to be held at the Bandshell on June 5, we would like to know who their speaker is and their topic. Commissioner Bennett seconded. All were in favor and the motion was carried. Es tate of Edward Wol ter - Mos t of the inventor has been cl eared out. Di rector Graef talked with Mr. Wolters sister, and they would like to have an old clock and some 01 d photographs from the es tate, these items have been gi ven to her. Waiver of Business License - 4th of July - Commissioner Bennett moved that we request the Chairman to send a letter to the City Council ,asking a waiver of the business license fee for the 4th of July celebration. Contnissioner Pinnock seconded. On a roll call vote: Commissioner Garcia Mi 11 s j Bennett Pinnock Bernard Abstain No Yes Yes No r ... ,. ~ PARKS AND RECREATION MINUTES 3-31-77 PAGE 5 NEW BUSINESS (conti) Tree Removal - Dave Garcia - Commissioner Garcia would like to have a committee set up to review all the trees that are to be cut in Lithia Park. Director Graef pointed out to Commissioner Garcia that if the committee did not allow the department to cut down a potentially hazardous tree and it fell and hurt or killed someone, the City, The Parks Department and the Commission Members could be sued. Joe Martinez, Park Foreman, told the Commission that the only trees being taken out are those that are dead and dangerous. Revised Resolution - Jack Mills - Commissioner Mills moved to include in Commissioner Pinnocks resolution on selling in the park the Feast of Will. Commissioner Bennett seconded. All were in favor and the motion was carried. COMMITTEE REPORTS Bear Creek Greenway - Jack Mills - Commissioner Mills told the Committee that the Park Commission is apposed to the purchase of Bluebird park. Swim Pool - Kay Bernard - Chairman Bernard went over the discussion from the joint meeting with the City Council. The Commission discussed design and Site/location and set up a study session on Monday, April 11,1977 at 7:30 p.m. DIRECTOR'S REPORT Teen Dance - Director Graef told the Commission that before putting on another teen dance, he must have a firm committment from the parents for chaperons. The only chaperons that showed up were Bob Bennett and Molly Hi 11. We di d have two (2) off duty police officers also. Jim Parsons - Cedar Trees - Mr. Parsons would like to have any of the Cedar Trees that we cut down to make into benches for the COllege Greenhouses. A plaque would be put by them stating that they were donated from Lithia Park. Also, any trees that can beOJt up for lumber will be taken to a mill in White City that will cut up domestic lumber and we will receive credit as a percentage per square footage of 1 umber. Recreational Swimming - Don Lewis from SOSC talked with Director Graef about using open times at the SOSC pool for recreational swimming this summer. Commissioner Bennett suggested that this be co-sponsored with the COllege, letting them hire the staff and keeping the money that comes in from the program. With no further business the meeting was adjourned at 10:53 p.m. Respectfully submitted, Wanda O'Neal, Secreta~y ASHLAND PARKS COMMISSION / RONALD L. SALTER ATTORNEY AT LAW 70 NORTH PIONEER STRE:l;T P. O. BOX 727 AREA CODE 503 TF.LEPHONE 462.4215 ASHLAND. OREGON 97520 May 4, 1977 Mr. Doug Graef Park Director City Hall Ashland, Oregon 97520 Dear Doug: Re: Estate of Edward F. Wolter Our File A-I05 Enclosed for your records in the above matter are copies of the following: Inventory Petition for Probate of Will and Appointment of Personal Representative Affidavit of Attesting Witness to Will D~rbara L. L~ililej Affidavit of Attesting Witness to Will - Bert G. Davis Order Admitting Will to Probate and Appointing a Personal Representative A copy of this letter as well ~s a copy of the enclosures are being sent to Bob Nelson so that he will be informed of the financial status of the Park Department with respect to this gift by the decedent. Our of the $1,618.76 cash shown on the Inventory, the following bills have been paid: Security Insurance (ins. on house). . ~ .$ 29.00 Filing Fee for Petition and 2 copies of Letters of Administration. . 58.65 Tom Owen's claim as attorney for Guardianship. . . . . . . . . . . 520.50 Elgan C. Amidon's claim re Guardian and flowers.. .. . . .... 300.00 Total. . . . .$908.15 r ., Mr. Doug Graef -2- May 4, 1977 Thus, this leaves in the cash account the sum of $710.61. 25.00 379.73 17.25 198.73 . 1,285.00 . .. 34.50 . . . . .. 50.00 315.27 . . 1,236.00 Total .. .. $3, 541. 48 The above are estimates. Further, we are at this time paYlng the real property taxes so as to prevent the further accrual of interest. Our estimate of the yet to be paid is as follows: Associated Insurnace - Executor's Bond. .. . .$ 1976-77 Real Property Taxes + interest. . . . . Rogue Valley Memorial Hospital (lab fee). . . . . . Hearthstone Manor . Conger Morris . . . . Medford Clinic. . . . Tidings - publication fee (approx.) Personal Representative's Fee. Attorney's fee. . . . . . . . . As you can see, the Estate is short approximately $2800.00 in cash to pay the bills. However, you have indicated that as soon as the new fiscal year arrives and you have the money .,~ . (.- t~~so, you are going to paint and fix up the house and then put it on the market for sale. That should glve us the cash necessary to pay the bills and close the Estate. The Estate, however, cannot be closed until the bills are paid. If either you or Bob have any questions, please feel free to give me a call. Very truly yours, , .~ (.p \. (!~ \ ~(j}/v...Lu\"~ .. /\"ctC(~ RONALD L. SALTER City Attorney RLS/dl Enclosures cc: Robert Nelson Direct:or of Finance / l.Y 26, 1977 ATTENDANCE Present Absent MINUTES FINANCIAL REVIEW Commentary 4-30-77 Quarterly Report 3-31-77 Bi 11 s Moti on CORRESPONDENCE AND COMMUNICATIONS 11 ter Estate AUDIENCE PARTICIPATION Curt Anderson Motion Terri Anderson OLD BUSINESS Skateboarding CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR ~~EETING Chairman Bernard called the meeting to order at 7:30 p.m. Mills, Pinnock, Bernard, Bennett (9 p.m.) None NONE The department will be out of debt to the Ci~y by July 1, a year and one-half sooner than expected. Of course, we will still borrow on anticipated tax income during the year. Place on next monthls agenda. Mills. moved, Pinnock seconded to pay the bills; the vote was 3 yes 0 no. The Commission asked Director Graef to look into setting UP a public auction with the auctioneer possibly donating his time to the Parks Department, with all the proceeds going to the Park. Mr. Anderson is organi zing eight (8) foot races during the summer for the Summer Recreation Program. One of the races will be in connection with the 4th of July activities. There is very little cost in connection with running. The money that is taken in on the program can go for making markers for joggers running in" L i thi a Park to know how far they have gone; also maps can be made with different trails shown and the number of miles traveled. Pinnock moved, Mills seconded, to support the program in any way we can; the vote was: 3 yes, 0 no. Mrs. Anderson would like to see the promotion of informed use of the Park system. Showing what the local people could do for the parks. Director Graef made a copy of the skateboard report received from Los Angelos County Parks and Recreation and gave it to Chairman Bernard to read and pass on to the Commission members. Director Graef told the Commission that he see skateboarding as a fad that will come and go as it has in the past. The department will sponsor a few special events to see if putting in a park is feasible. Director Graef was asked to check into the cost of equipment and liability insurance before making a decision. Jerry Spears, Bill Stanrell and Tom Frantz came to the meeting in support of a skateboard park. r ) AND RECREATION Cm,1MISSION MINUTES 5-26-77 Page 2 JLD BUSINESS (cont') //;,. Dtions From April Meeting \. t'ark Patrol Motion Anderson Beques t Design Contest Motion Kiwanis Tennis Tourney Motion 6-24,25,26-77 Jr. High Band Concert at Bandshell Motion Nlming of Upper Lake Motion NEW BUSINESS Feast of Wi 11 Mo ti on ~ uebi rd Pa rk Park Commission Appoi ntmen t Michael O. Riley Ka ren Bri tton Barry Peckham Jean Crawford Ed Griggs John Ra 1 s ton Job Description Motion Park Conrnission Duties Mills moved, Pinnock seconded, that we fund the Park Patrol; the vote was: 3 yes, 0 no. Pinnock moved~ Mills seconded, to have the Director continue with the promotion of the design contest; the vote was: 3 yes 0 no. Mills moved, Pinnock seconded, to grant the request for use of the Hunter Park Tenni s Courts; the vote was:" 3 yes, (J no. Mills moved, Pinnock seconded, to grant the request; the vote was: 3yes,0no. Mills moved, Pinnock seconded, to name the upper lake Black Swan Lake, the vote was: 3 yes, 0 no. The Oregon Shakespearean Festival Association requested the use of the grass area just above the lower duck pond for the annual WFeast of the Tribe of Will~" to be held on Friday, June 17,1977. Mills moved, Pinnock seconded, to approve their request if they accept our written recommendations; the vote was: 3 yes, 0 no. Di rector Graef read a 1 i st of improvements he fel t woul d be needed if Bluebird Park would be donated to the Parks department. Mills told the Commission as it stand, the land will be purchased by the county and given to the City of Ashland to be dedicated as park land. The Conrnission requested Director Graef to check into all the details regarding the dedi cation of the 1 and for parks. Each of the six (6) candidates for the position of Park Commissioner told the Commission their views of how they could best serve the City of Ashland on the Parks Conrnission. Bennett arrived after the selection process began and disqualiffed himself from voting. The final vote for the position was two (2) for John Ralston and one (1) for Bar~y Peckham. Pinnock Moved, Bennett seconded, to review the directors job description every Spring with the director; the vote was: 4 yes, o no. The Commission discussed writing into the operating procedures the annual review of the directors job description and salary review. Bennett and Pinnock are to meet together and bring to the Conrnission a recommendation for changes in the operating procedures manual. r ",................'^ J AND RECREATION COMMISSION COMMITTEE REPORTS ~ ~ar Creek Greenway ,J Swim Pool DIRECTORS REPORT Summer Recreati on Information Clipboard 1 tjltstanding Young Man - of the Year Down town Mai ntenance '--- ADJOURNMENT MI NUTES 5-26-77 PAGE 3 Mills told the Commission that $50,000 was allocated this year for land acquisition. At present, they must draw up loose ends by June I, due to the del~ys in Salem many of the people are asking for reappraisals of their land and then asking higher prices on thei r 1 and. The four (4) engineering firms have been contacted and the meetings have been set up for the end of June. The Commission requested Director Graef to set up a meeting to look at all aspects of the Hawthorne Pool in Medford (outdoor) and the SOSC Pool (indoor), having lunch inbetween to discuss questions they have concerning the pools. The Commission set the date as Saturday, June 25, prior to the peetings with the engineers. Director Graef told the Commission about the programs the department will be running this summer. The Commission requested that the program be put into the Tidings. Director Graef told the Commission that we do not have any money in the budget for this type of adverti sement. There is a clipboard in the Park Office for the Commission to look at for information pertinent to parks and recreation. Bennett nominated Director Graef through the National Association of Jaycees as Outstanding Young Man of the Year. The Commission requested Director Graef to check with Foreman Joe Martinez on the time and cost of maintaining the downtown treewells and Plaza island. Chairman Bernard will check with Ron Salter, City Attorney, regarClfng the legality of spending Park Levy money on land not dedicated as Park land. The meeting was adjourned at 9:38 p.m. into executive session. Respectfully submitted, Wanda OINeal, Secretary ASHLAND PARKS COMMISSION / "me 23, 1977 ATTENDANCE Presen t Absen t MINUTES May 26, 1977 FINANCIAL REVIEW Quarterly Report 3-31-77 Commenta~y 5-30-77 Bi 11 s CORRESPONDENCE AND " COMMUNICATIONS oeorge Hunter Trust -Ron Salter -Bob Nelson AUDIENCE PARTICIPATION OLD BUSINESS Anderson Bequest Design Denni s Byrnes Wol ter Estate Job Description Mo ti on CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Bernard called the meeting to order at 7:32 p.m. Mills, Pinnock, Bernard, Ralston, Bennett None The minutes were approved as written. Ralston questioned the figure for Revenue from other agencies and what it was for. This figure will be clarified at the next meeting. Pinnock moved, Mills seconded to place on file. The vote was: 5 yes o no. Bennett moved, Pinnock seconded to accept the Commentary. The vote was 5 yes 0 no. None ) The Commi$sion requested that both letter be' placed on file regardino the George Hunter Trust. None The Commission named the shelter the Anderson Shelter. The designs will be due by the Middle of August and will become the property of the Ashland Parks and Recreation Commission. The designs must be detailed and with a cost breakdown. The Commission reserves the right to reject any and all designs. The design information will go out by newspapers, posters, flyers, etc. The Commission will act as judges for the contest. The winners will be announced at the August Commission meeting. Director Graef suggested selling the estate outright instead of by an auction. The auction would take much more time and energy to bring about. Graef wi 11 continue to check things out regarding the sal e of th e es ta te . Bennett read through the changes made in the directorls job description (see attached). The Commiss~on also requested that this be on the next agenda for fi nal approval. Bennett moved, Pinnock seconded to accept the document as revised. The vote was 5 yes 0 no. r - AD RECREATION BUSINESS ~erating Procedures NEW BUSINESS Speci al Events Margaret Phay Carriage Proposal Jim Arms trong Motion COMMITTEE REPORTS Bear Creek Greenway ~e0 Swim Pool DIRECTOR'S REPORT Ho rs e Pro b 1 em i n Park Bl uebi rd Pa rk Ron Salter Recreational Swim at SOSC Pool Feast of Wi 11 - - '11 evard/Downtown MINUTES 6-23-77 PAGE 2 Pinnock read through the additions and corrections on the Operating Procedures. The Commission asked that a rough draft be typed and given to them before the next meeting for their review. Miss Phay told the Commission about the playground activities she is pl anning for the summer. Miss Phay asked for thei r approval and support for the activities. The Commission members expressed concern regarding the Pet show and allowing dogs in the parks (any park) and with the Go Cart Races. Miss Phay told the Commission that she wanted to do two (2) teen dances this summer in which we would do the advertis and get good publicity on them. Mr. Arms trong came to the Commi ss i on for thei r aporoval of a horse drawn carriage ride through Lithia Park on Winburn Way turning arround by the upper duck pond (Black Swan Lake). The Carriage runs would generally begin June 15 to the end of September. Ralston moved, Bernard seconded to approve the horse draw carrige. On a roll call vote: Mills abstained, Bennett abstained, Pinnock no, Ral s ton yes, Bernard yes. The Greenway Committee wants to go ahead with the bike path from Ashlan to Talent and later to Phoenix and Medford connecting the three cities. Bernard expressed concern as to what the Commission wanted regarding the 0001. The Commission will meet at the Park Office to go to the pools in Medford and then to the SOSC Pool. Councilman McCannon asked Director Graef to find out from the Commissio if they felt that there was a horse problem in Lithia Park. The Commission stated that they felt there is not a problem with horses. Director Graef read the letter from Attorney Ron Salter regarding the responsibility before park land dedication. Mr. Salter felt that there was no need to answer their questions re~arding Bluebird Park since the Council does not plan on giving it to the Commission. The recreational swim starts on June 25 at the SOSC Pool. The cost is $10.00 for 14 swims (approx. 71~) and will continue through August 7. The days and times are Saturday and Sunday from 1-6 p.m. The Commissio requested Director Graef to write a letter of thanks to the college for their cooperation. We had no problems with the clean up after the Feast of Will. Director Graef informed the Commission that we will no longer be taking care of the boulevard after July 1. The boulevard will be cleaned up before it is turned over to the Cemetary Department. The Commission also expressed a concern over the legal impliments of caring for the downtown pl anters and flowerbeds and asked Di rector Graef to check into it. t ,ND RECREATION MINUTES 6-23-77 PAGE 3 (ECTOR I S REPORT (CONT I ) q ee ti on of Secreta rJ!- The Commi ss ion elected Bennet t as See reta ry_ Treas u rer 0 f the Treasurer Commission to serve the rest of 1977. ,.4 ADJOURNMENT The meeting was adjourned at 10:25 p.m. Respectfully submitted, Wanda O'Neal, Secretary ASHLAND PARKS COMMISSION l~' July 28, 1977 ATTENDANCE Presen t Absen t MINUTES June 23, 1977 FINANCIAL REVIEW Commentary June 30, 1977 Bi 11 s-June CORRESPONDENCE AND COMMUNICATIONS 1'~mber of Commerce .~th of July Cleanup Tobin, Crawford, Mikolavich, Inc. Appointment of Allen Drescher as Council L+aison to Commission AUDIENCE PARTICIPATION COMMITTEE REPORTS Bear Creek Greenway Jack Mi 11 s Swim Pool Kay Bernard CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Bernard called the meeting to order at 7:35 p.m. Pinnock, Ralston, Bennett, Mills, Bernard None Pinnock moved, Ralston seconded to approve the minutes as written. The vote was: 5 yes ~ no. Closing books for fiscal year, Commentary not available. Approved to pay. Pl aced on fil e. Placed on file. Letter regarding incident in Adult Softball League. Councilman Dresbher was welcomed by the Commission members as the City Council Liasion. NONE The Bear Creek Greenway Committee was just about put out Qf commission when the county di d not budget money for them to continue. County Commissioner Tam Moore, Liaison to the Bear Creek Greenway told the committee that they wanted a program set for the project. They were told that if the program they submitted was accepted, there would be money available to continue. The Committee met with the school board Tuesday night to discuss there cooperation. Pinnock and Bernard went over the contract with City Administrator Brian Almquist and City Attorney Ron Salter on Wednesday. It was suggested that a joint meeting be set up to sign the contract. The meeting was set for Thursday, August 4, 1977 in Brian Almquist,~s office at 4 p.m. r ;~.;"",.;_...fc:'i'''~''_ "PARKS AND RECREATION UNfINISHED BUSINESS ,eum "to Suggestions for Use: Moti on Anderson Bequest Denni s Byrne MINUTES 7-28-77 PAGE 2 Bernard asked the Commission what they would like to have done with the mus~um. 1. Use for storage - Problem vandalism 2. See if someonewould"like to purchase and 'mOve it. 3. Find out cost of bringing it up to code. 4. Find out cost to tear it down and use f6'r salvage or for sale. Bennett moved, Pinnock seconded to table. The vote was: 5 yes 0 no. Byrne showed the Commission the advertising flyer to be passed out, posted, and mailed to all the local media in Jackson County. Job Description-Director The job description was approved and the Commission requested that a final copy be typed for there si gnature and the di rectorl s si gnature. Operating P.rocedures Craftls Faire Closure of Winburn Way on August 13, 14, 1977 NEW BUSINESS Closure of Winburn Way " r1}llen Drescher Comments from audience on closure of Winburn Way (General) C.P. Corliss .'ir'. Moved to time later in meeting. Sandy Pitler was not available, acted upon later in meeting. DrescherJs proposal is to close down Winburn Way for two (2) days from Nutley Street to the Upper Duck Pond (Black Swan Lake) to run a test an. collect reliable data to make decisioffi from regarding the closure of Winburn Way in the furture. Traffic would be mon~tored during the closure on Winburn and on Nutley and Granite Streets. Some reasons given to Drescher to close down Winburn Way are: 1. It would cut down on the road noise and fumes in the park. 2. There would be less hot roders. 3. There would be less danger for the children playing near the street by the pl ayground. 1. Apposed to closure and test until a list or petition of people really interested in the test are presented. Also, have a list of what the:."test will accomplish. 2. How can just two (2) days really show the number of cars using Winburn Way and if it is necessary to close the street,permanently. 3. Why should the tax payers be the ones to pay for a test like thi s . 4. Closing of the street would be a loss of parking spaces in the park, also it would be almost impossible to patrol the park and more vandalism could take place. Corliss recommended the closure of Winburn Way, but instead of having machines doing the counting, have people day and night monitoring the streets also listing exactly what happened to the people/cars that went into the park, such as they added to congestion in the park, they parked the cars and stayed 2 hours, etc. They need a tight monitoring system. " PARKS AND RECREATION NEW BUSINESS (conti) "")sure of Winburn Way ,II (Cont') Vic Lively, Rep. for Chi ef Hays, APD Buzz Heard, Rep. Chief Reed, AFD MI NUTES 7-28-77 PAGE 3 The Ashland Police Department is apposed to the closure of Winburn Way for the following reasons: 1. Liability if someone is playing in the street and a barricade is moved and someone is hurt. 2. The barricades would have to be manned to keep people from moving them out of the way and going into the park. 3. Winburn Way is the Cities marn route to the Watershed. 4. Warning signs and flashing lights would not keep people from moving the barricades. 5. We would not like to have our officers patroling in a locked area. for The Ashland Fire Department is also apposed to the closure of Winburn Way for the following reasons: 1. This is the best route when trying to protect the homes on upper Granite Street and the upper park area. 2. Response time is cut down by having ,to dodge cars parked on Grani Street. 3. Again this is the best route to the City Watershed. Bennett moved, Mills seconded, to recommend to the City Council and the Traffic Safety Commission that we are not at the present time in favor of this proposal. Roll call vote: Yes"Sennett, Mills, Pinnock, Bernar No Ra 1 s ton. '~""Bfts Faire Closure of Pitler gave the Commission an upda,te::on the progress of the Crafts Fair: ~bum Way on August 13,At present, the number of booths held by Ashland School District residei 14, and the use of Grass are 42 or 55-60% and outside the school district are 31 people. Also, Area near Rose Garden' all of the paper w01'k is in, except for the security bond. The Craft's Sandy Pitler Faire would like to have Winburn Way closed down between the hours of 8 a.m. to 7 p.m. on Saturday, August 13 and 8 a.m. to 6 p.m. on Sunday, August 14. The Commission expressed concern with the use of the area for the day care center and not having a co~red area for the children to play under. Pitler told the commission that he was hoping to have the day care center near the trees. Mo ti on Mo ti on DIRECTOR'S REPORT 4th of July Teen Rock Concert Jim Terrile ...."1. Ral s ton . moved, Bennett seoonded to recommend the closure of Winburn Way on the dates asked for. Roll call vote: Yes Ralston, Mills, Bernard; No Nancy, Bennett. We received better communication between the Chamber regarding cleanup and with this we had only one booth in which there was a clean up probl Also, requiring a cleanup deposit helped. Terrile's proposal is to have four (4) local bands (Rhythm Method, JIVille Hill, Molasses, and Continental Drift) play to raise money for teens of Ashland. All four (4) bands are donating their time for the concert. The concert could be held at the college football field or at the Ashland High Football Field. The concert would be held on a Sunday from 2 p.m. to 7 p.m. The Commission expressedconcern for the noise of the concert and the homes around the area, and suggested maybe using th YMCA facilities. Director Graef and Margaret Phay are to work out the detai 1 s of the concert. Mills moved, Pinnock seconded to approve the proposal. The vote was: 5 yes 0 no. The Commission members offered their help and support. Mrs. Kathy Newcomb also volunteered the parents of Help Ashland Youth. Planters Graef told the Commission that the Parks Department takes care of the downtown pl an te rs and treewell s in exchange for 6ther Ci ty servi ce~ such as the Electric Depar.tment changing the lights at the Tennis Couri or services at the City Shop. This is not a trade for Ceta Personnel. II PARKS AND RECREATION DIRECTORIS REPORT (CONr') ../ ti on dl' Treewells/Downtown Wol ter Estate Teen Dance Painting Hunter Park ,.:?tl COIl'Br$::>. Track Meets Operating Procedures Motion CH2M HILL Contract Operating Procedures Mo ti on Moti on Mrd: i on ADJOURNMENT MINUTES 7-28-77 PAGE 4 Graef talked with Patrick Henry, Land Mart and John Zupan, Realtor- Broker of Medford regarding an. appraisal of the Wol ter Estate Property in Medford. They provided us with an appraisal, tax lot map, Tax roll and legal descriptions. also Medford City Zoning Codes The teen dance was held July 22, from 9-12 midnight. It was the most advertised dance sponsored by the Department. The turn out was approximately 75-100 students. and we lost approximately $240 on this dance. Advertising was done with posters, flyers, radio spot announce ments, local paper write ups and paid newspaper ads. The Conrnission has expressed an interest to work together in repaintin the Hunter Park Multi-Service center. Director Graef will pick severa different days to suggest to the Commission for getting to~ether to paint the building. Bernard commented on the success of the All Comers Track Meets held on Monday Evenings. Several people have asked her if it is possible to have more of these meets during the summer. Director Graef comment that he would like to have more meets, but we must try to keep the cos down, it is costing us approximately $250 each year for ribbons for th program. Bennett moved, Ralston seconded to table the Operating Procedures. The vote was: 5 yes 0 no Bernard went through di fferent ques tions that they di scussed wi th City Administrator Brian Almquist. Questions have risen regarding the purchase or use of Twin Plunges. The Commission went back to a letter written to them from two (2) engineers, Elmer Savikko and James Hensha concerning the renovation of the Twin Plunges pool. The Commission asked that all information on the pool be sent to Allen Drescher. The Commission set Thursd~y, August 4, 1977 as the date to sign the contract. Pinnock moved, Ral9Dn seconded to reconsi der the Operating Procedures. The vote was: 5 yes 0 no. Pinnock moved, Ralston seconded to accept section I as it reads. The vote was: 4 yes 1 no (Mills) Mills moved, Ralston seconded to accept the Operating Procedures as corrected. The vote was: 5 yes 0 no. (See Attached Corrected copy) The meeting was adjourned at 10:15 p.m. Respectfully submitted, Wanda O'Neal Secretarv ^C'UI ^~In n^DV~ (,(,\MMT~~Tl'\1\1 rARKS AND RECREATION UNlINISHED BUSINESS Museum Suggestions for Use: Mati on Anderson Bequest Denni s Byrne MINUTES 7-28-77 PAGE 2 Bernard asked the Commission what they would like to have done with the museum. 1. Use for storage - Problem vandalism 2. See if someone would like to purchase and:rnOve it. 3. Find out cost of bringing it up to code. 4. Find out cost to tear it down and use for salvage or for sale. Bennett moved. Pinnock seconded to table. The vote was: 5 yes ~ no. Byrne showed the Commission the advertising flyer to be passed out, posted, and mailed to all the local media in Jackson County. Job Description-Director The job description was approved and the Commission requested that a final copy be typed for there signature and the director's signature. Operating Procedures Craft's Faire Closure of Wi nburn Way on August 13, 14, 1977 NEW BUSINESS Moved to time later in meeting. Sandy Pitler was not available. acted upon later in meeting. ! " ,. t ' ~~ '"\ .' ......: " \ " ~ ' ; Closure of Winburn Way DrescherJs proposal is to close down Winburn Way for two (2) days from Allen Drescher Nutley Street to the Upper Duck Pond (Black Swan Lake) to run a test and. collect reliable data to make decisioffi from regarding the closure of t ,Winburn Way in the furture. Traffic would be monitored during the closure on Winburn and on Nut1ey and Granite Streets. Some reasons given to Drescher to close down Winburn Way are: 1. It would cut down on the road noise and fumes in the park. 2. There would be less hot roders. 3. There would be less danger for the children playing near the str~et by the p1 ayground. Comments from audience on closure of Winburn Way (General) ,.. . . ~ '" C.P. Corliss 1. Apposed to closure and test until a list or petition of people really interested in the test are presented. Also, have a list of what the."test will ,accomplish. 2. How can just two (2) days really show the number of cars using Winburn Way and if it is necessary to close the street permanently. 3. Why should the tax payers be the ones to pay for a test like th is. 4. Closing of the street would be a loss of parking spaces in the park. also it would be almost impossible to patrol the park and more vandalism could take place. Corliss recommended the closure of Winburn Way, but instead of having machines doing the counting, have people day and night monitoring the streets also listing exactly what happened to the people/tars that went into the park, such as they added to congestion in the park, they parked the cars and stayed 2 hours, etc. They need a tight monitoring sys tem. II -------~ PARKS AND RECREATION NEW BUSINESS (cont') Closure of Winburn Way (Conti ) Vic lively, Rep. for Chi ef Hays, APD Buzz Heard, Rep. Chief Reed, AFD Mo ti on MINUTES 7-28-77 PAGE 3 The Ash1 and Pol ice Department is apposed to the closure of Winburn Way for the following reasons: 1. Liability if someone is playing in the street and a barricade is moved and someone is hurt. 2. The barricades would have to be manned to keep people from moving them out of the way and going into the park. 3. Winburn Way is the Cities mai'n route to the Watershed. 4. Warning signs and flashing lights would not keep people from moving the barricades. 5. We would not like to have our officers patroling in a locked area. for The Ashland Fire Department is also apposed to the closure of Winburn Way for the following reasons: 1. This is the best route when tryin~ to protect the homes on upper Granite Street and the upper park area. 2. Response time is cut down by having ,to dodge cars parked on Granite Street. 3. Again this is the best route to the City Watershed. Bennett moved, Mills seconded, to recommend to the City Council and the Traffic Safety Commission that we are not at the present time in favor of this proposaL Roll call vote: Yes:~Bennett, Mills, Pinnock, Bernard~ No Ralston. Crafts Fairc Closure of Pit1er gave the Commission an update.-on the progress of the Crafts Fain:. Winburn Way on Au~ust 13,At present, the number of booths held by Ashland School District resident 14, and the use of Grass are 42 or 55-60% and outside the school district are 31 people. Also, Area near Rose Garden all of the paper work is in, except for the security bond. The Craft's Sandy Pit1er Faire would like to have Winburn Way closed down between the hours of 8 a.m. to 7 p.m. on Saturday,August 13 and 8 a.m. to 6 p.m. on Sunday, August 14. The Commission expressed concern with the use of the area for the day care center and not havi'g a cov~red area for the chi" dren to play under. Pi t1 er to1 d the commi ssi on that he was hopi ng to have the day care center near the trees. Mo ti on DIRECTOR'S REPORT 4th of July Teen Rock Concert Jim Terrile Ra1ston,moved, Bennett seconded to recommend the closure of Winburn ~~ay on the dates asked for. Roll call vote: Yes Ralston, Mills, Bernard; No Nancy, Bennett. We recei ved better communi cati on between the Chamber regardi ng c1 eanup and with this we had only one booth in which there was a clean up problem Also, requiring a cleanup deposit helped. Terrile's proposal is to have four (4) local bands (Rhythm Method, J'Ville Hill, Molasses, and Continental Drift) olay to raise money for teens of Ashland. All four (4) bands are donating their time for the concert. The concert could be held at the college football field or at the Ashland High Football Field. The concert would be held on a Sunday from 2 p.m. to 7 p.m. The Commission exoressedconcem for the noise of the concert and the homes around the area, and suggested maybe using the YMCA facilities. Director Graef and Margaret Phay are to work out the details of the concert. ., } . . e CONFERENCE PROCEEDINGS ANNUAL TRAINING INSTITUTE SEPTEMBER 14, 15, 16, 1977 EUGENE, OREGON PARKS AESTHETICS AND LOW MAINTENANCE (Gunter Ede1) Parks landscaping must be inspired by good design, good plant material and ample color, good selection of plant material and groupings of plants are often neglected in our city landscapes. The following are a few basics which can be useful to create and maintain aesthetic and low maintenance landscaping. 1. Planting should consist of an abundance of native plant material. 2. Parks must have a relationship to the surrounding areas. 3. Parks should give the park user a sense of freedom where a person feels removed from everyday life. 4. Flower borders do not have to be much wider than three feet, winding around evergreen shrub borders. They are most effective and reduce high maintenance cost of large single flower beds. 5. Park landscapes should be designed to provide good access and 'ease of maintenance. Over elaborate 1anscapes can become less aesthetic through 1 ack of proper maintenance. e 6. Playground designers should take advantage of the inexpensive long lasting and aesthetic materials such as: large tires, logs, sand and gravel, rock boulders, earth mounds,- driftwood and heavy ropes. 7. A park design must provide for easy mowing of grass areas. 8. The use of r~rk mulch as shrub surface material placed 2 - 3 inches deep helps Jnsiderab1y to curb weed growth and helps to retain soil moisture, and also gives an aesthetic look to the landscape. 9. Park walkways should be wide enough designed to allow service vehicles to circulate through park areas. BICYCLE PATHS IN PARKS (John Etter) e Bicycle Path Design A. More often than not it is superimposed in an existing park. If it can be aligned to one side against a barrier such as a stream or road the impact will be minimal. Otherwise one can expect: 1. Conflicts with activity areas such as: a. athletic facilities b. pi cni c areas c. p 1 aygroun ds 2. Con f1 i cts with pedes tri an ci rcu1 ati on between the above e 1 emen ts and: a. parking areas b. res t rooms c. drinking fountains CONFERENCE PROCEEDINGS EUGENE, OREGON PAGE 2 -~ BICYCLE PATHS IN PARKS (CONT) 3. In the attempt to mlnlmlze or eliminate some of these conflicts it may be more desirable to move some of the above elements rather than forcing the path to have an undesirable alignment. 4. Visually isolated areas should be avoided or lighted to minimize adverse social activity. B. General Design Details: 1. Design speed generally should be for 20 mph. It may need to be greater where curves occur at the base of a decline. 2. Some locations may benefit from encouraging reduced speeds which can be done by: a. installing sharper curves b. changing from smooth surfacing to something that produces some vi brati on 3. Site distance - avoid blind curves. A center stripe will encourage some users to stay on thei r side where there is inadequate forwar.d vision of the path. 4. Widths - assume 3.3 feet for the bike lane, 2.5 feet for pedestrian lane, .8 feet distance frol]1 edge of lane to stationary,objects such as sign posts, benches or walls. Eight feet is minimum for Tight trafficed areas, with widths un to 12 feet or more being appropriate, depending on the traffic volume. (For concrete paths keep in mind that concrete mi xer trucks need about 10 feet between forms to maneuver, especially in curving alignments. 5. Intersecti on treatments a. Have good non-skid surfacing where braking and sharp turns are common ~ 'b. Provide good visibility in all directions. c. Where bike paths end at or cross streets and offset ramp into the street is desirable in that: 1. It forces the bicyclist into a slow speed maneuver. 2. Once the cyclist is slowed down both he and the motorist have more ti me to become aware of each other's presence and respond with appropriate procedures. The mutual aware- ness process works best if the bicyclist is deflected to to the left so that he can look straight at the first lanes of traffic he will cross. 3. A full height curb rather than a ramp at the end of a path will discourage motor vehicle traffic from taking off along the path. 6. Curves a. Broadm curves where higher speeds are expected on hills unless reduced speeds are desired in which case a series of sharper curves might be used for that purpose. b. Sharp curves require more maneuvering room; allow a little extra wi dth. -- CONFERENCE PROCEEDINGS EUGENE" OREGON PAGE 3 ~ BICYCLE PATHS IN PARKS 7. Grades - 3% maximum is desirable for long climbs of the average cyclist. Shorter climbs can range up to 8%, while steeper graees which can be negotiated by the stronger riders on 10 speed bikes, are too steep for the average ri der. e 8. Mode Separation - pedestrians and cyclists can be provided separate paths, deffned by different types of paving for each if adjacent, or by actual separation. 9. Night visibility a. Lighting of paths is desirable, especially at intersections or points of danger. 10. Guard rails shou1 d be used to protect ri ders who mi ght wander off the path from falling into roadways, rivers, etc. C. Special Considerations 1. Prohibiting motor vehicles - bo11ards are effective against cars, not motorcycles. They are a hazard in terms of bi cyc1 is ts running into them. It may be advisable to use them to help establish initial use patters, then remove them until problems arise, which temporary replacement might correct. 2. Allowing maintenance vehicles all-weather access to the park - this would require such considerations as: a. wi der curves b. extra depth or reinforcing in paving. c. removable or hinged boll ards 3. Surface ~rainage - surface water crossing paths is not desirable from the standpoint of traction, especial]y in sub-freezing conditions. Water should be collected and piped under the path. MAINTENANCE - A good program for sweeping and keeping the paths in good repair is essential to a good bike path system. PARKING A. Location of racks should be where pedestrians won't trip over them, yet in locations that are not hidden where thieves like to work. e B. Covered parking area will encourage bicycle usage on rainy d~ys. C. Di fferen t rack des i gns 1. Common rack holds the wheel erect. Design of the rack should support the rear derailleur on 10 speed bikes (some prefer chaining the rear wheel to the rack because it is more difficult to remove that wheel from the bicycle in a theft where one wheel is left behind). CONFERENCE PROCEEDINGS EUGENE, OREGON PAGE 4 BICYCLE PATHS IN PARKS 2. Some racks are designed to hold the bike by the handlebar in a suspended manner. 3. Some racks are mere hitching posts to which the bicycle can' be leaned and secur~d. They are advantageous in that they can be walked through when empty and they can be swept around easily. 4. Other more elaborate (and expensive) styles are available, one of which has a coin operated lock. CONSTRUCTION - Concrete -is the most durable, carefree path. Also most expensive. CONCLUSION - Three main things are important to remember in bike path design: A. One is that bi~yc1ing in parks will usually conflict with other activities. ~~u~ selection or park alterations should be given thorough consideration~ B. . " ."\ The second is that the dimensions and specifications should result from the type of use the path will recei ve and the ground conditions on whi ch it is constructed. ' C. The last is that bicycling is a pleasurable activity, and the designer should layout curves and grades with graceful movement in mind. RHODODENDRON GROWTH FACTORS (Ted Trombert) ,Mineral elements that are essential to the growth of rhododendrons that may be absent or unavailable in soils are, nitrogen, c~lcium, potassium, magnesium, phosphorus, boron and manganese. Other minerals i, essential, are required in such minute traces that rarely, if ever, cause a d"ficiency problem. Poor root growth as a rule is caused by compacl.ed soils, overwatering, poor iJrainage, low temperatures, or over-fertilization or "unbalanced fertilization" which may result in inability to absorb sufficient iron and having iron chlorosis. The most common reason for iron chlorosis is an excess, instead of a deficiency, of calcium by alkalinity or too high a P.H. As most of us know, soil alkalinity and acidity is measured by P.H. units, with PH-7 as a neutral or turning point between acidity and alkalinity. PH-6 has an active acidity of 10, PH-5 of 100, PH-4 of 1000, and PH-3 of 10,000. Soil over a PH-7 would be alkaline. In general, rhododendrons do best in soils having a PH of 4.5 to 5.5. Some people, in confusion, ask what is Ph. What does it mean? Technically, ; t means the percentage of hydrogen ions concentrated in the soil. City water and hard well waters also contribute to raise the alkalinity, 'and attention and means should be taken to remedy and balance the problem. To lower the PH, that is to make soil more acid, use sulphur, one to two pounds to 100 square feet. Of course, the amount greatly depends on the alkaline in the soil. Sulphur is slow acting and long lasting. In about eight weeks or less, it should show signs. A"lso, about one and one fourth cup of iron sulphate per 100 sq. feet in the spring of the year should do the trick, as an acidity supplement. Oak 1 ear-' mulch and of course, peat moss are good. Personally, I have always used my own oak leaf mold, broken down with ammonium sulphate, at the park. It speeds up the the breaking down of the oak leaves with the help of fall and winter rains, and in about 6 months time, the leaf mold is ready for use for mulching over the plants. CONFERENCE PROCEEDINGS EUGENE, OREGON PAGE 5 4It RHODODENDRON GROWTH FACTORS (cont) Poor Growth Coridi tion and Why The stunting of rhododendron growth is due mainly to the improper drainage or a;tbo heavy soil that remains wet. Therefore, lack of oxygen reaching the root system. There are, of course, species of rhododendrons that are able to do quite well in heav~er soils. The Trif10rum group, one of the head of the group is the Augustinii and also the R. He1io1epis series, all do well in soils too tight for the average rhododendron, not forgetting the Hippophaeoides in which can stand bog soil conditions. e Rhododendron's Enemy No.1 One of the rhododendron's worst pests is the most frequently present is the strawberry weevil or black vine beetle, "Brachychinus Sulcatus". This pest or beetle rests in the clay and is active during the night. Its special diet is young tender leaves, leaving semi-round holes on the edge of the foliage. The insect is about five-eighths of an inch long and one quarter of an inch in diameter, a blackish brown color. The reason it is not noticed or seen, is because it is mostly a night feeder. I have seen them at times in the early morning of the cool overcast days. The real damage the little fellow does is not just eating the leaves, which is not too pleasant to look at, but its eggs that it lays about late June or early July and hatch during the fall, September to October, depending on the weather conditions. I believe the warm fall weather may prolong it sow~. When these little grubs hatch out during the fall season, they immediately start chewing on the bark at the base of the rhody trunk and if not noticed or checked, it will without a doubt kill the plant. Its signs are usually the leaves look wilted. When one sees this, for sure the shrub has had it. It is gone - DEAD. By the time you may find its plight, the off offenders have transformed themselves into chrysalids, or are full grown beetles and are off to other hunting grounds. Try Orthine. one tablespoon to a gallon of water, apply at its base over the rootball, anr. see. They say it works. SLUDGE PRESENTATION OUTLINE - (tim Rhay) - Parks Program 1. As part of planting mix: 20% soil 60% shredded leaf mold 20% sludge 2. Application of shredded sludge on established turf. one application per year _ aereate area, apply shredded sludge through centrifica1 spreader Also recycle leaves swept from city streets and park areas a. Can use up to 1/2 (possibly more) of leaves swept each year. b. Eliminate expense for bark mulch c. Shredded leaves rich in humus - are used in the sludge - leaf mold - soil planting mixture. d. Bark takes nitrogen from soil for 3 years before puts back, leaves are putting nutrients back almost immediately. 11": "-''''~,1.1 ':..0::- :~~~\;r': :'_'1:.1~::: .~:_~~"...!' ',' ";l}':~ CONFERENCE PROCEEDINGS EUGENE, OREGON PAGE 6 SLUDGE PRESENTATION OUTLINE (contI) The resul ts have been very good a. City Hall Renovation - 1/4 of City Hall lawn area (inc1udinq large " planter beds) planted to turf and flowers in sludge - soil - leaf mold mix. Area is one year old. Has good color, growing two times as fast as rest of lawn. Has never been chemically fertilized. b. One direct appiication has been made to date - Service Center lawn 1. In bad shape when aDp1ied 2. Followed the aeraation, apo1y shredded sludge method at about three times the rate of commercial fertilizer. 3. Greened up in 3~ - 4 weeks - still holding color (since July) The future - hope to apply to several park areas this fall A. ' DEQ Regul ati ons 1. Covered trucks 2. Must be done in dormant season to avoid contact by the public 3. Must post signs, "This area fertilized with composted municipal sludge on ( da te ) II . b. Will follow some techniques as used in Service Center test application. Problems a. Odor - has not been a problem with composted, shredded b. High Application Rate - May not really be necessary but even if it is the is only applied once per year. c. IIDamp Off" - where sludge not thoroughly mi xed or more than 20% of mi x, a,green mol d was noted and grass seed failed to germinate (areas were reseeded in spring without any problem). d. Have not noted any of the above problems with direct application to established turf. e. Heavy metals - not in significant amounts in 9ur material. Check with '-' your local treatment plant for analysis of your material. f. DEQ - be sure to cooperate with your local enVironmental agencies. The sludge presentation was the most interesting and informati ve of the enti re conference in Eugene. Joe Martinez - ~, September 22, 1977 TTE NDAN,CE Present Abs en t MINUTES July 28, 1977 Motion FINANCIAL REVIEW Commen tary July 31, 1977 Moti on ~i 11 s CORRESPONDENCE AND COMMUNICATIONS CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Bernard called the meeting to order at 7:32 p.m. Mills, Pinnock, Bernard, Ralston, Bennett (Late) NONE Pinnock moved, Mills seconded to approve the minutes as written. The vote was: 5 yes, 0 no. The Commission expressed concern regarding the teenage dance and the way the donation money was handled by Bob Nelson, Finance Director and the auditor. Many people heard that the money taken in was to be used for the kids of Ashland and they gave $5.00 more as a donation. Mr. Nelson suggested making a line item transfer or earmarkinq a portion of existing appropriations for this fund. Pinnock moved, Mills seconded that our director make a line item transfer from a budgeted item that has addi tional funds to cover the expenses of the rock concert, and the donations taken in from the concert be put into a fund marked donations for teenaqe activities that was ori ginally anti ci pated. The vote was: 4 yes, 0 no (Bennett absent at this time). To be taken up 1 ater in meeting. Frederi ck R. Strasburg Both letters were written compl imentin9 the Commission for all owing Joan Robbins the Craftls Faire to be held in Lithia Park. Both Letters were placed on fi le. Gordon M. Sel f This letter was regarding a skateboard park at Hunter Park. Read and placed on file. AUDIENCE PARTICIPATION NONE COMMITTEE REPORTS Bear Creek Greenway Swim Pool t., The Committee is writing a letter to Tam ~100re asking him to reconsider his decision regarding the funding of the Bear Creek Greenway program. in that, there are state funds available for the Bear Creek Greenway but no county moneYr CH2M HILL has asked the Committee to consider three (3) things: 1. Is the three (3) pool scheme so volital that we shouldn't use it for the perspectious? Are you satisified as is? 2. When do we want them to complete the soil investigation? .This is included in the original $11,750. This would mean bringing the drill down from Corvallis to Ashland. 3. Reconfi rm the si ght. ~ND RECREATION ~ITTEE REPORTS contI ( 'im Pool conti Advisory Committee OLD BUSINESS Bi 11 s Moti on MINUTES 9-22-77 PAGE 2 Chairperson Bernard deligated the following responsibilities to the Commission and Director: Bennett and Mills to prepare a fact sheet with all pertinent information for the Citizens Advisory Committee; Monday, September 26, 1977 at 7:30p.m. Ralston and Pinnock are to contact groups and organiiations for di fferent tal ks that may be of interes t to them regarding the pool. This contact should be completed by the end of next week. Graef wi 11 be sendi n9 off the 1 etter and form for the BOR Funds to Salem. Graef and Howard will make the presentation in Salem for the BOR funds on November 3 or 4. The Commission also stated to stress the fact that the facility will be regional not just for the CIty. Chairperson Marge Lininger, Ann Benedict, Jer~y Cooper, Judy Clark, Judy Wilber, Dan Sager. Mills moved, Ralston seconded to approve the bills for payment. The vote was: 5 yes, 0 no. The Commission asked that Director Graef notify them of any large expenditures that the department intends on making, even if it is in the budget that has been passed, just for their information. Quarterly Report 6-30-77 Bennett moved, Mills seconded to accept them. The vote was: 5 yes 0 no. Commentary Motion Man Power Progress Report The Commission asked that Park Foreman Joe Martinez attend the next Commission Meeting to present the last two (2) Man Power Reports. Director Graef told th.e Comnission that one thing he is doing regarding the manpower is not hiring any more CETA employees. This is cutting the crew~down, but in the long run we will have a more effecient crew. Generally, the employees hi red under the CETA program are the chroni cally unemployes or the unemployable person. Also, if you do have a regular position come up, you must put a CETA person in that position. The commission was agreeable to not hiring any new CETA personnel. Dennis Byrne'is to talke with some of his professors at college and send the Commission a written report as to how to interpret these report Anderson Shelter Design The Commission took a feW minutes to go over the three (3) designs that Contest were turned in on the Anderson Shelter. Motion Bennett moved, Ralston seconded to award the first prize to the Peckman design and second to Medtnger and reject the third design (Denis Jordan) The vote was: 3 yes, 2 no (Bennett and Pinnock stated they do not believe that the Medinger design meets the criteria laid down. Bennett moved, Pinnock seconded to reconsider. The vote was: 5 yes, 0no ,n Lti on Cor r-."~~'. AND RECREATI ON ,J. BUS I NESS con t ' Iderson Bequest_cont" Motion Wol ter Estate Moti on Sale of Estate Items "-C:W BUSINESS MINUTES 9-22-77 PAGE 3 " Pinnock moved, Bennett seconded to not award a second prize nor a third prize because the other two (2) designs did not appear to meet the criteria stated. Our Chairperson showld write a letter of thanks. The vote was: 5 yes 0 no. The Commission asked Graef what the next step should be. Graef told the commission that the next thing to do would be to contact Al Alsing of Public Works and the City Engineer to see if this can be built as is or what else must be done with the design to have it completed. The Commission asked Graef to have Al Alsing and the City Engineer atten the next Regular Meeting to report on the Anderson Shelter design. The Wol ter house in Medford has been or is in the process of being sol d. The buyer offered the going pri ce of $22,000. Bennett moved, Mills seconded that we accept the $22,000 for the Wolter House and the bills against the e!tate be taken out of this. Also that a headstone be purchased from this money for Mr. Wolter. The vote was: 5 yes, 0 no. The Commission asked that the remaining items from the estate be sold by the end of November, 1977. Restoration of Lower Mills moved, Ralston seconded to accept the proposal as written. (see Lithia Park Motion attached) The vote was: 5 yes 0 no. Committee Appointment Park Nursery Proposal Ray God frey Mo ti on DIRECTOR'S REPORT Fall Recreation Program Revi ew OPRS - Medford tio Ralston and Bennett were appointed to meet with those groups normally holding large events in these areas. Mr. Godfrey read through his outline of the proposal for a park nursery in Lithia Park. (see attached) The Commission expressed concern with the cost of such a development with the limited budget at this time, also with the legali~y of possibly selling stock and being in competitic with local nurseries. The Commission asked for Park Foreman Joe Martin~ recommendations. Mills moved, Ralston seconded to table until budget time. The vote was: 5 yes, 0 no. Fall programs have not been set yet. We cannot get into the gyms until after November. The Commission asked that a copy of all the activities be sent to them, so that they will be informad as to workshops they should attend. . il.ND RECREATION .RECTOR"S REPORT conti Jesum mo ti on Position Description Wol ter Es tate 'I)JOURNMENT MINUTES 9-22-77 PAGE 4 Graef tal ked wi th Earle Chamberl a:in, Bui 1 ding Inspector, regarding the $10,000 figure for the restoring of the museum bUilding to code, and Mr. Chamberlain felt that this figure was correct. The Commission asked that all of the display pieces be removed before the building is taken out. Graef has been contacted by Councilman Dean Phelps regarding the museum bUilding as a youth hostel. Pinnock moved, Rals,ton seconded that after the paintings have been removed, that Mr. Phelps be contacted, the building offered to him provi ded he can arrange to have it moved off the property or anyone elS,e interested inhavin9 it; it should go in total and no 1 ater than December 31. The vote was: 4 yes, 1 no (Mills) Graef questioned the Commission regarding his personal position description item II. Personnel Matters. The two points (A & B) seem to contradict each other. A. The Director is responsible for hiring and releasing of all parks and recreation personnel. B. The Director will consult the Commission on all personnel decisions. The Conrnission clarified this by saying that "B" is just to have the Director inform them of any hiring or terminations of employees and any personnel decisions he has made. Graef has asked Foreman Martinez to get several estimates on automated sprinkling systems for Lithia Park. The meeting was adjourned at 9:30 p.m. Respectfully submitted, Wanda OINeal, Adm. Secretary ASHLAND PARKS COMMISSION USE OF WOLTER ESTATE MONIES I believe that the Ashland Parks and Recreation Commission should use the proceeds of the Wolter Estate for an underground irrigation system for Lithia Park. This would: 1. Comply with Mr. Wolter's directions in his will. 2. Give the Park Department a start on an irrigation system so that we can then conclusively show how it saves in water use, man hours and money when we wish to extend the system and must ask for additional funds. Nancy Pinnock ti ---- OREGON PARK & RECREATION SOCIETY CONFERENCE REPORT October 20-22, 1977 Because of previous time commitments, I was only able to attend two sessions at this state conference. 1. Keynote Session - Friday, 1:00-2:00 p.m. Mr. Glen Jackson was introduced by Neil Edward. Mr. Jackson's address was a statistical report of public parks in the state of Oregon. Mr. Jackson has been a leader in this area for many years and is responsible for getting much of Oregon's lands in public ownership. Oregon's beautiful coastal parks are due to his efforts. He warned the pro- fessionals that they l!I:l!~tg~..invp"lved in pushing legislation and getting voters to wri~~eyw~'f'ic land issues. Mr. Jackson is not a dynamic speaker, but is able to bring his points to his audience in an effective manner. 2. Correlation of Community Education and Community Recreation - Friday, 2:00-3:30 p.m. Dr. Effie Fairchild, Department Head at the University of Oregon, gave us an interesting report on the growth and development of these two areas. In growing separately, some of our current problems have developed. Efforts are being made by several professional organizations to develop joint statements, and to get more common goals and objectives. The session was like being in the classroom again. I had expected more practical material that could be used in my role as a park commissioner. Dr. Fairchild is articulate and well informed, but I feel she repeated a lecture that most professionals should have had in their lower division undergraduate studies. It really is unfair for me to evaluate the entire conference with such limited involvement, but I feel it was geared for the professional instead of the lay person. The conference can be geared to have special sessions for interested Board and Commission members, and would suggest that the board and next year's conference planning committee investigate this possibility. Submitted by, -" \ ;)~\, .\-; ., ....y') . .... ,_f ........ ,~-,;.~ :"'. ""~-.'* l' '. \..... '\ -, "- Robert J. Bennett ( ,.,-\ ' , :. \'. \.....,..'1.". .. " ,,. r' October 27, 1977 ATTENDANCE Present Absent MI NUTES September 22, 1977 Mo ti on FINANCIAL REVIEW Quarterly Report fommentary August 31, 1977 and September 30, 1977 Bills CORRESPONDENCE AND COMMUNICATIONS AUDIENCE PARTICIPATION Ma ri 1 yn S h a rg e 1 Community Skills Bank COMMITTEE REPORTS Bear Creek Greenway CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Bernard called the meeting to order at 8:45 p.m. Mills, Pinnock, Bernard, Ralston Bennett Pinnock moved, Ralston seconded to accept the minutes as written. The vote was: 4 yes, 0 no. Not available Placed on file. Pinnock brought up the fact of the extremely high water bills. Graef told the Commission that it was explained to him by Ed Fallon of the Water Department, that the meter reader was not doing his job and just estimating what it should be and that this was the only bill that should be this high, so far we have received two very high water bills. The Commission asked that we check back two years for the same areas (1975 and 1976). NONE Mrs. ~'hargel came to the Commission to request their support of the Commu.i.ty Skills Bank receiving available Federal Funds from the Jackson Josephine Job Council for employing hard corp youth between the ages of 16-19. These are Ashland youth who have problems getting and/or holding jobs. They would be emp10yeed from Janua~y 1 through September, working two hours a day during the week and all day Saturdays. The Commission needs to give their support of the projects that the Skills Bank chooses for the kids to do in the parks system. The Commission asked Mrs. Shargr to come back to them at a special meeting (date and time to be set later] with a specific written proposal in detail listing the supervision provided, materials and tools needed, and exactly what the specific projects will be. Graef told the commission that he feels this orogram is good in that it employees Ashland youth in job that are located in Ashland, and they are not brought in from Talent, Phoenix or Medford. Graef went to a Pub1 i c Hearinq on the BCG where he presented a letter from the APRC regarding what Ashland has done in regards to land acquisition along the BCG. After hearing the Presentations, Tam Moore County Commissioner, moved the $73,000 be reallocated to the BCG Committee for land acquisition and appraisals. PARKS AND RECREATION COMMITTEE REPORTS (conti) Swimming Pool UNFINISHED BUSINESS Man Power Progress Report Joe Martinez Reseeding of Lower lawn Area Mot ion Mo ti on Anderson She1 ter Al A1sing Motion NEW BUSINESS Self help - Blair Buck MINUTES 10-27-77 , PAGE 2 .. -, Bernard thanking everyone who helped with the pool planning and said that letters would be going out to the people who helped on the Committee. The Committee would be gettinq back to the voters with a survey to find out why the election failed. The Pool Committee wouid meet: again when all the results are in to evaluate ,them, and also have a public hearing regardinq the pool. Martinez presented the report to the Commi s5i on and answered ques ti 6ns regarding the reoort. Bernard was suprised with the number of man hours spent on watering (irrigation) in the parks. Martinez stated that the system is quite outdated. Pinnock asked whe1 Dennis Byrne would be back to tell them if the report is worth putting together for the whole year, and if we do, can we make anything out of it. Martinez asked the Commission about the reseeding of the lower part of the Park from the lower duck pond to the playground area of the park. The irrigation system would cost approximately $600 for all the parts. The reseeding would cost approximately $90 and to resod the same area would cost approximately $1170.' In ei ther case, people shou1 d be kept off the area at least one full year until it is well established. Graef talked with Bill Patton of Shakespeare regarding moving of the Feast of Will to the area across from the bandshel1 by the rose garden for the next two years so that this area can be established. He also suggested moving the 4th of July celebration to the street. Pinnock moved, Mills seconded that we seed the lower park in the areas designated last month by vote of Commission for approximate cost of $90" The vote was: 4 yes 0 no. Pinnock moved,Mills seconded,that we accept the proposal as written witi the addition of the following: 1. limit the area covered to lowere Lithia Park that is being reseeded. 2. a timing system be installed in the storeroom with cost comitig.frOlh the Wolter estate. The vote was: 4 yes, ~ no. Al Alsing, Public Works Director, gave the Commission a list of things that should be prepared on the design for the shelter before it is giver out to bid. (see attached list) Mills moved, Ralston seconded that we hire or contract with an' architec' or engineer to finish the plans so that it can be let for bid and we will know exactly the dollar amount that we will be working with. The vote was: 4 yes 0 no. Mr. Buck came to the Commission to ask for the use of the Hunter Park building for the office of Self-HelD Unlimited. They need space f?r . three desks a telephone and a file,cabnet. Mr. Buck told the CommlSS101 that they hope to be funded at least one year. Pinnock asked regarding the legality of lending out a public building on this type of basis. PARK?^ftND RECRE,~ION NEW BUSINESS (conti) Self Help (conti) Motion Amendment Amendment Vote DIRECTOR'S REPORT OPRS Conference Museum Wolter Estate BOR -Swimming Pool Presentation ADJOURNMENT MINUTES 10-27-77 PAGE 3 Ralston moved, Mills seconded that we grant the use of the Hunter Park Multi-Service Center to Organization Self-Help Unlimited under the terms stated in the;-r Letter, weekdays with hours from 8am - 5pm allowing them to pay utilities set forth here. Mills moved, Pinnoc~ seconded to limit the time to a 90 day trial basis. Pinnock moved, Mills seconded to have them pay only half the utilities and all the phone. The vote on both amendments and the motion were: 4 yes, 0 no. Graef suggested to the Commission that they type up their notes for the workshops they attended at the meetings in Medford, and we could pass them out at the next meeting and keep a copy on file for future referenc~ Graef talked with Dean Phelps regarding the use of the museum for a yout~ hostel, if th~y would remove 'it from the park. Mr. Phelps felt that the building should be left where it is and used as a youth hostel. The Commission expressed opposition to this proposal. The Commission again asked Joe Martinez, Park Foreman if the building could be put to use as a storage shed. Martinez felt that the building was not located in a very secure area and felt that it would be easily broken into. If it were wired to the police department where they could monitor it this would help. Graef suggested boarding up all the ~indows and making it as secure as possible and also painting the building and taking down the Oregon Natural History Museum sign and only storing paper products, etc. that are in the way at the shop. Graef signed a letter authorizinq Ron Salter, City Attorney, to sell the st~ck from the Wolter Estate to help close the estate. After all thf costs're figured, we should have about $21,000-$22,000. Graef talked with Neil Ledward, Jackson County Parks and Curt Baker, BOR in Salem regarding our presentation for BOR funds for the pool. The} both felt it would be futile to expect to receive funds now. They dig suggest:that Graef go for the experience, but not to present our pool proposal. The meeting was adjourned at 10:20 p.m. Respectfully submitted, Wanda O'Neal, Secreta~y ASHLAND PARKS COMMISSION /) AA/I),E/~.r~ JHe:=G.~ n2d?/.?OJ riG # ...' --, Cc>k',4'~~ - / to - 2-7-7::> ?J C&:'~/~e:e,-& p~rA/~e..(),.P~ To ..t:c.4-c...c" / 4) CoA/A/JEc./Tz:J~,z..,1 Ar- -2'/G>~.E ~rr.c:/~s ,4r ~,s. . ,/ ~ ~~l1'W'f 4-T C40c:: ~. c1J) cc:::+v'C::: ~,~ ~/t::. C , W ;' 77/ ~,c /;4-c.., Ce>;t'./A/.eer/oA/' 7Z> CtO~ GJ,,4!,v r . c:) r//JL Pt:.,4ce '/ce>e>T1A.LttS - 7~'" CD,;?:! ~,u~ d) Ct:>,u'A/4c;.r{!),d.. A'T /3eAJ'tt::;/ - S-.e=A-T )'Z) ~/</z,,&,(' r. e) ,..e~ D~f"~A/ ~,::> 3.J#4=T~ - NO. /' .:sAIA.cL.f ~(i.)i> \ J'e.JtC~e.rrG!J A~~/V/~..r - EiC. a-) ~~/':>,E ~G. ".=-~~ '?""'&> t9vr;:s:-",,,.2 '" $~HPVA~ F?t!!>c>"l?- ,o,,;?,.:J,. A./ ~ 0~;/ t:J..t: t-~ 9> Ge:;.-:rne~ ~ L>,..r'. CA/C>7 ~4~ ~~ ~b~ c) NCht>L:> ~~A!7'1~ d) -f'/ZE ~ ,A/~qr.Je~ ~ t::'/~CNhv4'C.t., E#;; ~ n-/T, e) co,(/r,i"U)l". o;&: ,,(..1(;:.N7/A..U(.. - ..Je-J,j7!;:;-I. - Je.+a / I eJt:"c:-i (,--c,. / I TJ COc::.C>~. ~p ST"",v ~ 'vember 17, 1977 ATTENDANCE Present Absen t MI NUTES October 27, 1977 FINANCIAL REVIEW Quarterly Report September 30, 1977 Mo ti on Com!Tlen ta ry October 31, 1977 Lost Check-Oregon loro Moti on '11 s Motion Water Bi 11 s CORRESPONDENCE AND COMMUNICATIONS Historic Commission Pl aque;award for Li thi a Park AUDIENCE PARTICIPATION Wes Hoxie COMMITTEE REPORTS Bea r Creek Greenway -,Jack Mills , / CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Bernard called the meeting to order at 7:32 p.m. Mills, Pinnock, Bernard, Ralston, Bennett None The minutes stand approved as written. The Commission asked if this is typical to have this much taxes from prior years coming in. (51'.) . Bennett moved, Mills seconded, to accept the September 30, 1977 Quarterl~ Report and place on file. The vote was: 5 yes, 0 no. Placed on file. The Commission questioned the interfund loan of $14,000 This was loaned until sufficient taxes came in. The check written to pay this bill has been lost and a new one issued. Bennett moved, Pinnock seconded that we rewri te the check for $44.86 to Oregon Toro for replacement of lost check. The vote was: 1'5 yes, 0 no. Bennett moved, Pinnook seconded for payment of the bills. The vote was: 5 yes, 0 no. Graef told the Commission in checking on the large water bills, he was told that the person reading the meters was just estimating them from last years records. The Commission asked that we have Bob Nelson or someone extimate what the Parks department will use from now until July 1, so that we may make a 1 ine item trans fer if necessary. Pinnock moved, Mills seconded to accept the historic plaque for the entrance to Li thi a Park. The vote was: 4 yes, 1 no (Bennett; more information requested). Mr. Hoxie reported to the Conrnission that the Senior Citizens were very pleased with the new sidewalk put in front of the Parks building. The BCG Committee would like to have any slides from the Spring and Summer Months of Bear CreEk., Ashland Creek, Lithia Springs property. There will be three (3) meetings to decidtwhat to do with the money all ocati ons gi ven to the BCG. The fi rst meeting wi 11 be at the Jackson County Parks Office at 9 a.m. November 21, 1977, the second meeting will be at Hunter Park-Multi Service Center at 7:30pm November 30, 1977, and the last one will be December 6 at Sims Cycle in Medford at 7:30pm. r '-''IllIIf'''''"" AND RECREATION AMITTEE REPORTS (conti) ~~im Pool - Kay Bernard .~ UNFINISHED aUSINESS OPRS Con ference Notes Commissions and Boards Kay Bernard Anderson Shel ter NEW BUSINESS MINUTES 11-17-77 PAGE 2 Bernard talked with Ethel Hansen, from the COllege Business Division, about writing up the attached survey in a professional way before it is given to the citizens. The Commission went over the entire survey and added additonal comments they felt were necessary to the survey. Bernard will get together with Graef and write a letter with all the comments and suggestions from the Commission. A meeting will be set up with the grad cl ass to revi ew the survey together. Conference Notes were presented by Di rector Graef, Bennett, and Park Foreman Joe Martinez. The Commission felt that the report written by Martinez on the Park Maintenance workshops in Eugene were filled with good information. The Conrnission was interested if sludge could be used in our park system. Martinez told them that it would be possible to use sludge in all the parks except those near water, such as Lithia Park. Bernard talked with the Chairman of the Medford Parks Commission, and discussed the possibility of having workshops for boards and commissions in our local area. This would include Northern California to possiblj Grants Pass. This would also help the Commission members together in this area. Graef talked with Savikko Engineers regarding the cost to bring the shelter design into line so that is may be put,"tO bid. The quote was: $1,200 to 1,500 for the design work and $300 to 400 for on the sight inspection during the building of the shelter. The Commission asked Mr. Hoxie if he knew of any person who would be interested in donating his time on this project, it was also suggested that we check with the Skills Bank to see if they would help. Proposal for Wolter Ralston asked that if there is money left over from the Wolter Estate, Estate - John Ralston that it be put to use for building a fence in the Extension near the Creek so that people will not fall in. Ratston said that if money is not available from the Estate, that it should be put into next years budget. Ral s ton and Graef wi 11 get together and come up with a cas t estimate for the fence. , Proposal for two Meetings Bennett moved, Ralston sec9nded that we accept the written proposal. Per Month - Bob Bennett (see attached) The vote was: 2 yes, 3 no (Pinnock, Mills, Bernard) Proposal Change o~erating' Bernard asked that Bennett add in writing to section 1.5 of the P1"ocedures re: ri ti n9 Operating Procedures instead of adding Bennetts proposal to the Propos'als for Park Operating Procedures. The correction will be typed and presented at Conrnission Meetings the next regular meeting. (see attached) Bob Bennett ~~mmtssioner Bennett left ..JOSC Pool Lease Graef went through the lease and told the Commission of the changes. The lease listed the times as 9-12noon for session I and 1-4pm for session II thi~ is due to conflicts in schedules. The cost this year , . will be $2,190 for 6 weeks, the cost last year was $1980. The Commission requested that Graef find out wpat'other colleges charge for use of thei r pool. r ?>- ~ ,(0 RECREATION BUSINESS (conti) AlSC Pool lease (cont') '-0. Moti on ......... DIRECTOR'S REPORT SOSC Pool Proposal Use All Year mo ti on Sprinkling System Joe Marti nez Motion Reimburse Ci ty for Finance Di rectors Time Tax levy Recreation Programs Irrigation System llrijoumment ..>OS MINUTES 11-17-77 PAGE 3 Mills moved, Ralston seconded to accept SOSC pool lease. The vote was: 2 yes, 2 no (Pinnock, Bernard). (More information wanted on year arounc:. use. ) Burt Merriman, from SOSC, has offered the use of the SOSC pool by the APRD during available time for public use. The cost of running the pool would be shared by both agencies. The Commission asked that we set up a public meeting that is well publicized. The date set for the meeting is Thursday, December 1, 1977, at 7:30 p.m. if there are no other con fl i cts . Pinnock moved, Ralston seconded to reconsider SOSC swim pool lease. Th~ vote was: 2 yes, 2 no. (Mills, Bernard) The drinking fountains and bathrooms are connected to the same water line and this is illegal. The cost for parts alone will run approximat: $500. The cost for escavation would run $25 per hour for 7-10 hours plus $25 for bring equipment to job site. These costs will depend on any problems going around rocks and tree roots. This must be done prior to putting in the sprinkling system. Pinnock moved, Ralston seconded that the three, Joe, Jack and Doug meet regarding the replacement of pipeline where needed and Joe go ahead with project transferring funds as needed. The vote was: 4 yes, 0 no. Mr. Nelson suggested or talked with Graef regarding having the APRD reimburse the City for the time he spends preparing our financial repor The Street Dept. would reimburse the APRD for the time we spend taking care of the tree wells and planters. After giving Mr. Nelson the figur: for taking care of the Plaza, tree wells and planters, we have not received any further word. Mr. Nelson would like to have the APRC up the Park tax levy enough so that we do not have to borrow from the City until taxes come in. The Commission asked if i'uping the tax levy woul d actually guarentee having the money so that we would not have to borrow from the city. Bernard appointed Pinnock to assist Graef in checking this out. The following are programs in progress or pl anned for the future. Open Gym on Tuesd~y and Thursday evenings from 7:30 - 10 at the Jr. Hig Open Volleyball at the Same time until Christmas vacation and beginning again in January. Adult Basketball beginning in Janua~y; Jr. High open gym on Wednesday evenings from 7+30 - 10~m. with the help of Support Ashland Youth parents. Coffee house starting in December on Saturd~y nights. The AIARC is planning an OlDE Fashioned Christmas Party for Fri day afternoon from 4-6p .m. December 16. We were going to put in the seed and irrigation system as soon as possi bute we are being held up by the new water line. Ralston will write to the Chamber and the Festival letting them know that they can use the area for the,re festi vi ties this year. With no further business the meeting was c~osed at 10:07 p.m. Respectfully submitted, Wanda O'Neal, Secretary ASHLAND PARKS AND RECREATION COMMISSION r - -- PROPOSED SWIM POOL QUESTIONNAIRE (WORKSHEET) 1. A City swimming pool is: a. Very desirable -b. De s i rab 1 e c. Undesirable -d. No comment 2. Would you recommend: a. One centrally located swimming pool -b. More than one neighborhood swimming pool c. Other 3. Please rate the following uses of a swimming pool in order of your preference, "1" being first choice. -b. -d. a. Recreational Instructional Competiti ve Other uses: c. 4. Do you favor: a. An indoor swimming pool. -b. An outdoor swimming pool. c. Combination indoor/outdoor swimming pool. -d. An outdoor swimming pool built with provisions to cover at a later date. 5. Please rate the fOllowing swimming pool shapes in order of your preference, with "1" being fi rs t choi ce: -b. -d. e. -f. a. Rectangle pool. Rectangle pool including diving. "L" shape pool including diving. Two to Three foot deep tot/instructional pool. Seperate deep pool for diving, lifesaving training, scuba lessons, etc.. Other: c. 6. Realizing that swimming pool constr.uction costs are escalating at the rate of 1% per month, and that certain features must be included in a swim pool facil ity to meet state codes ~nd local codes (bath house with restrooms & showers, parking, lighting, fencing, landscaping), which of the following facility/cost figures would you feel comfortable with if a swimming 0001 were to be considered in 1978? The fOllowing figures include pool, mechanical, solar heating, site work & contingency, bath house, decking, design services, & municipal participation. >osr r I ,....-' I ,osr - -2- 6. Continued....... a. Three pools (59'X82' Swim, 40'X40'Diving, 20'X40' -b. Two pools (99'X82' Combined swimming & diving) c. Three Pools (45'X82' Swim, 40'X40'Diving, 20'X40' ---d. Two Pools (l12'X821 Combined swimming & diving) ___e. Two Pools (75'X82' Combined swimming & diving) ****Note: All two pool models also include instructional 7. How do you feel a future sWimming pool should be financed? a. City ---b. City/State c. Federal -d. City/School District e. Other: Ins tr. $738,000 $707,000 Instr. $702,000 $735,000 $667,000 pool. 8. How do you feel a future swimming pool should be financed for operation? a. -b. c. -d. 9. Please include any additional comments you may have regarding a future City swimming pool at this time. r -" 'O~ i I I - Proposal - Bi-monthly meeting of Parks and Recreation Commission Bob Bennett Change of Operating Procedures Section I. Meetings 1.1 Regular meetings of the Ashland Parks and Recreation Commission shall be held on the second and fourth Thursday of each month. The second Thursday meeting will be limited to one hour and a half and begin at 5:00 p.m. The fourth Thursday meeting will begin at 7:30 p.m. When the day or the day preceding the day fixed for such regular meetings falls on a legal holiday, such meetings shall be held at the same hour of the next succeeding Thursday not a holiday. The Chairperson can change the meeting time and date with the concurrence of the majority of the Commission members. r ~ ~, p ~ .... Proposal - Agenda Items must be written in advance Bob Bennett Change of Operating Procedures Section I. Meetings 1.5 Agenda. All reports------------Commission meetings. enda items that are to be voted on must be submitted in writin to the Director at least one week in advance of the meeting. He shall--------------_______________of the Commission. 7 11 }--,/, . ./ ,,;.--: .., December 15, 1977 ATTENDANCE Present Absent MINUTES CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Bernard called the meeting to order at 8:08 p.m. Mills, Pinnoc~, Bernard, Bennett, Ralston ( Late 8:15) None November 17, 1977 Motion Pinnock moved, Mills seconded to approved the minutes as written. The vote was: 4 yes ~ no. FINANCIAL REVIEW Commentary Motion November 30, 1977 Bi 11 s Moti on CORRESPONDENCE AND COMMUNICATIONS Pinnock moved, Bernard seconded to approved the commentary. The vote was4yes,0no. Bennett moved, Pinnock seconded to pay the bills. The vote was: 4 yes "-'no. Park. Ordinance Changes The 'memo was read ,and" pl aced under Unfinished Business. Bri an L. Al mquist Historic Commission The letter was read and placed on file. Lithia Springs Property AUDIENCE PARTICIPATION Marilyn Shargel Skills Bank Commissioner Ralston Arri ved 8: 15pm COMMITTE REPORTS Bear Creek Greenway Jack Mi 11 s Mrs. jhargel came to the Commission to request the use of the museum building for the Skills Bank office. The skills bank would bring the building up to code so that they could use it. The Commissioners werr in favor of the proposal, but asked Mrs. Shargel to check in to the cost to bring the buil ding up to code and then bring back a proposa~ for the work,-,cost and use of the building. Mills volunteered to assistrin any way possible. The ~ttee met and discussed the new bike trails from P to Ph 'At the present time the land is still in the hap State Highway Division, but until it is in park hands, we ca in the bike trails. The BCG also had their support meetin9 Cynthia Lord, John Evey and James C. Sims. Jim offered hi' help set up a non-profit organization, which will allow t' donations and be tax exempt. On December 16 will be the for the matching money. At the present time we are the that is funded by the state. If the County does not s' wi th matching funds, it wi 11 be 4-5 years before we 0 funding agai n. We have al readY recei ved fun dinq fror Federal BOR funds. All of the cities have given thE' BeG. .- - PARKS AND RECREATION COMMITl"EE REPORTS (cont') Swim Pool-Kay Bernard Boards and Commissions Kay Bernard UNFINISHED BUSINESS NUrsery Proposal MINUTES 12-15~77 PAGE-~ We wrote a letter to Dr. Hansen and sent the revised survey with the Conunissions comments. We will be meeting with Dr. Hansen's class in January. Bernard met with the Chairperson from Medford Parks and Recreation Commission, together they wrote a letter to all the Boards and Commissions in the Local area regarding the workshops, and what they would 1 i ke to see happen at them. They were to wri te back after the fi rs t of the new year. This should be placed under budget discussion. Park Foreman's Comments Martinez felt that we need more help and not the nursery at the present Nursery - Joe Martinez time. A nursery would be good in the future, when we have the man powe to operate it. Man Power Report Denni s Byrne Internship Report Dennis Byrne , i : "- Change in Operatin~ Procedures-Written Proposals Motion SOSC Pool Lease Sunvner Use Motion \OSC Pool Lease Public Swim -~ Mr. Byrne took the MPR to school (Cal-Poly) and talked with the department head. He said that the report was worthless, but it does show where the employees are spending their time. The best way to get the tax levy raised, is to go back to the old, old records (1952) find out what the budget was then and what it is now and compare the figures, also show park acreage owned each year. The main thing is to check the other tax levies like the Fire Department and Police Depart-~ and see if their levies have increased more than ours. The wri tten report has not been returned to Mr. Byrne. It shoul d be received in January or February. Mr. Byrne did comment that the park department is in need of more help/employees. The main entrance to the park should look like a garden. Two things that people notice and remen-lJer when they leave, is their first impression of the park (the entr?~ce) and the restrooms. 'i~, Pinnock moved, Mi 11s seconded_ to accepted the wri tten proposal (see"'~ attached). The vote was: 4 yes, 1 no (Bennett). (The Commission' agreed that anything on the agenda unles~ it comes under Audience Participation must have a written report.) - Mills moved, Pinnock seconded to accept the summer lease. The vote was: 5 yes 9) no. Graef talked with Don Lewis, Burt Merriman and Rod Stevens regarding the use of the SOSC Pool for recreational swimming run by the City. Graef listed possible options for the Commission to breakeven on the cost. The Commission asked Graef to talk with Lewis, Merriman and Stevens and see if they would be willing to run the program one month at a time starting in May on Saturdays only from 2-5 p.m. After this the -commission would go to the City Council for possible funding. PARY.S.. AND RECREATION . . NEW BUSINESS Community Schools Leon Olson t~otion Sl i de Projector Bill Patton Motion Park Use Policy Nancy Pinnock John Ra 1 s ton . Fi ve Year Goal s For APRC - Nancy Pinnock MINUTES 12-16-77 PAGE 3 Mr. 01 son gave the Commi ss ion background in formation on Community Schools. At present, Salem is the only Community School that is funded. -Mr'. _Olson is writing up the proposal now and it must be in by January 6, 1978. The Community Schools would hire a director to work with all of the local recreation a~encies. His primary duty for the fi rs t year woul d be to access the communi ty for thei r recreation needs, he would also do all the promotional advertisinq of the programs. Mr. Olson listed 13 ways in which community schools could be funded, and he said that the best was is for local fund raising. We should know by April if the communi ty is to be funded, the Di rector woul d be hired in the Summer of 1978 and the programs would begin in the Fall. Pinnock moved, Mills seconded that we write a letter in support of the Community Schools. The vote was: 5 yes, 0 no. Ral ston moved ,BEmnet~econded that we accept' the offer. The vote was: 4 yes 1 no (Mills). _ _ Ralston and Pinnock asked the Commission to look over the present Building and Park Use Applications and policy hand outs. If they had any comments and/or changes they wanted refilected in them, they whould be con tacted as soon as poss i b 1 e. The Commission deci ded to set the meeting date after the next regul ar Park Commission meeting on January 19, 1978. Parlimentary Proceedures The Commission asked that Bennett check with the professor at the Nancy Pinnock college who teaches Parlimentary Proceedures, and set up a date and time to meet, and then notify the Park Commission. DIRECTOR'S REPORT Winter Recreation Programs 1 Anderson Shelter George Hunter Bequest Graef}. went through the Winter Recreation Program with the Commission, and 1 ; sted three new programs that wi 11 be offered. Two medi tation classes taught ~y Shandor Ra;nbow-Wind and Gaea Laughingbird and a Tai Chi Chaun class. Graef will be placing on one wall in his office a yearly calendar of recreation programs so that anyone interested in knowing the p~ans for recreation in our department may come in and see it. It would be very difficult to ask a retired engineer to do the work on the design. To Commission told Graef to go ahead with the shelter and that they were interested in receiving matching funds if possible for the shelter. We received a letter from Glen MunEell who is representing the First National Bank in the trust suit on the Hunter Bequest. He asked that we have our attorney represent us in this matter. Graef took the letter to Ron Salter with instruction to act on this for us. Respectfully submitted Wanda O'INeal,l Secreatary. ASHLAND PARK~ CoMMISSIUN /.J/sft? V?>\ .... ~. "" Change in Operating Procedures 1.5 Agenda. All reports, communications, resolutions, contract documents, or other matters to be submitted to the Commission shall be "~ubmi tted inwri ting to the Di rec-tor one week prior to the date set for the Commission rreetings. He shall thereupon arrange alist of 'such matters according to the order of business and shall furnish each Commissioner, the City Council, and the press with a copy of the same not later than three (3) days prior to the date set for such meeting of the Comnission. .' _...,,"_~~r~____""'__'~"""""'_'_~ Tmpor~ Any citizen attending Council meetings may speak on any i~em on the Agen~. ~f you ~i8h to 8peak~ please rise and after you have been recogn~zed by th~ Cha~r~ g~ve you~ name and address. . The Chair ~in then aHOlJ you to speak and aZso ~nform you as to the amount of time allotted to you. The time granted ~i n be dependen~ to some extent on the nature of the item under disaussion~ the number of people ~ho ~~sh to be heard~ and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL March 7, 1978 I. PLEDGE OF ALLEGIANCE: 7:30 P.M., English Lecture Hall, Ashland Senior High II. ROLL CALL APPROVAL OF MINUTES: Executive Session and Regular ~eeting of February 21, 1978. III. IV. PUBLIC HEARINGS: 1. Appeal from a decision of the Planning Commission approving MLP #341 on property situated behind 335 High Street (R. Chambers, applicant; J. Summerhays, et a1, appellants). 2. Proposed improvement of Ivy Lane west of S. Mountain Avenue. V. COMMUNICATIONS, PETITIONS & REMONSTRANCES: 1. Minutes of Boards, Commissions & Committees. 2. Letter from Mrs. Lana Boldt requesting insta11ation.of painted crosswalks at Siskiyou & Tolman Creek Road, and the employment of school crossing guards. 3. Letter from State Historic Preservation office relative to request for comments on addition of Mark Antony Hotel to National Register of historic places. 4. Letter from Glenn H. Munsell concerning bequest by George Ian Hunter (dec.) and memo from Director of Finance relative_ to same. 5. Letters from Ca1ifornia~Pacific Utilities Company requesting permission to cut newly pavedstreets for cathodic protection and notification of emergency .:ut. 6. Letter from neo Jansen, requesting permission to cut newly paved street for motel reconstruction. 7. Letter from Dave E. Hakes, requesting Council reconsideration of decision to allow only one pavement cut on newly paved street at 688 Park Street. VI. PUBLIC FORUM VII. UNFINISHED BUSINESS: VIII. 1. Petition from residents in the vicinity of Leonard Street, relative to improved portion of Prospect Street. 2. Final action on Amendments to proposed Comprehensive Plan. NEW & MISCELLANEOUS BUSINESS: 1. Recommendation from Ashland Parks & Recreation Commission, nominating Mrs. Jean Crawford to fill unexpired term ending December 31, 1978. 2. Proposal by Parks & Recreation Commission for summer recreational and instructional swim program at SOSC pool. 3. Memorandum and draft ordinance from Planning Commission concerning the establish- ment of a Citizens Advisory Committee as required by State Law. 4. Authorization from staff to request 3 year borrowing against FAUS allocations for improvement of Hersey Street from Mountain to N. Main Street. r I: S. Memorandum from Director of Finance requesting that Council set date for first public hearing on 1978-79 budget for March 23, 1978. IX. ORDINANCES, RESOLUTIONS & CONTRACTS: 1. First reading by title only of an ordinance changing the penalty for vio1ati.on of certain ordinances from misdemeanors to infractions. 2. First reading of an ordinance amending the Ashland Municipal Code relative to photocopying charges by the Police Department. 3. First reading of an ordinance ordering the improvement of Ivy Lane, from S. Mountain Avenue westerly. 4. Second reading by title only of an ordinance adopting a revised schedule of rates for electric service. 5. Second reading by title only of an ordinance adopting a revised schedule of water and sewer connection fees. 6. Proclamation by Mayor relative to "Rogue Valley Roundup Week" in Ashland. X. COUNCIL LIAISON REPORTS XI. ADJOURNMENT 3-22-78 DIRECTOR'S REPORT 1. Wolter Estate Accounting: As of February 28, 1978, $20,228.02 has been brought into the Wolter Estate through the sale of his house and effects. Three hundred and twenty-five dollars is still owed on certain items that have been held for persons who wanted them but coul dn' t afford to pay for them at the time of the auction. These amounts will be cleared up in the next few months as money becomes available to these people. 2. Edward Wolter Headstone: I finally located Mr. Wolter1s headstone in the cemeta~y in which he is buried in Medford--Odd Fellows I believe. We will, in the future, place flowers and plants there in recognition of his service to our park system, during appropriate days. 3. Anderson Shelter Plans: Dale Hoffer, of Savikko Engineering in Ashland, stated he would have the final plans to me the week of March 20, 1978 if no hangups occurred. We met for the last time at the site Thursday, March 16, and discussed shelter location, moving a power pole and some plant bed removal. I will be able to give you a more concise report tonight, I hope. 4. Spring Swim Program: Publicity for this program will begin the week of March 27, via flyers for the schools and local places of business. We will also have coverage in Medford and Ashland news media. This will give us 2 weeks publicity. Personnel needed for the program are being lined up by Lee Howard of SOSC. 5. Small Claims Court Action on Black Swans: As of this date, I have not pursued any action here, due to my being bogged down with budget and other departmental matters. I am, however, going to pursue this matter soon. I am now awai ting the return of the City Attorney in order to explore the best approach to this course of action. 6. Pacific North\'Jest Regional Park and Recreatio"l Conference: There will be a reasonably valuable regional conference held Ap- il 8 through April 11 in Yakima,-Washington. I would like to attend during the days of April 9, 10, and 11 due to the nature of subject content offered those dates I would also like to possibly take one or two days off before or after the conference in order to visit relatives in Seattle. There will be a bit of a conflict of schedule during some of these dates, in that the Spring Swim program begins that weekend, and Wanda will be out of town as supervisor on a Senior Citizen bus trip to Reno the first of the week. If you feel you would rather have me stay and cover these areas, I will forego this conference. Funds are budgeted for my participation in this conference. Also, Commissioner Jack Mills indicated a desire to attend the conference--I feel this would enhance the coverage of subject matter both of us could attend. If Jack does decide to go, I would recommend his expenses be paid out of the budget, in that there are funds available for this. 7. Spring Recreation Program: This is still being instructors I had counted on pulled out, but I will of activities to the interested public this Spring. soon and will run up to the end of the school year. Though the Open Gym program has terminated we have elected to continue Tuesday and Thursday evening adult volleyball from 7:30 p.m. to 10:00 p.m. at Ashland Junior High School. developed. Many of the be able to offer a variance This program should be out DIRECTOR'S REPORT PAGE 2 8. Black Swan--(The Birdnapped One): As you have all read in the Ashland Tidings, our last Black Swan--the one that was ~olen about a month ago-- appeared on Friday, April 17, at Black Swan Lake. Saturday morning, he was discovered by a jogger just below the pond. I picked him UP and took him to Dr. Hill at the Animal Medical Clinic for autopsy and examination. Dr. Hill called me on Sunday and .stated he felt the swan had simply died of starvation in that there was absolutely no body fat present--there were no other death causes present. The swan had been dead about 48 hours, he estimated. Also, he noted, as did I, that part of the swans' right wing had been cut off, and its wing feathers had been clipped with a scissors like instrument. Also, the ends of the feathers had been warn as if by rubbing against a cage. I would theorize that the people who stole the swan couldn't get it to eat, or didn1t know what to feed it, or didn't feed it and brouqht it back hooinq it would recover. Dr. Hill stated that when it was brought back, it was in such a state of health that it woul dn' t have recovered no --matter what it ate. And so ends the Lithia Park Black Swans vs. man. Murch 30, 1~.z~ eE NDANCE Present Absent MINUTES January 19, 1978 Mo-tioll---- Februarv 22. 1978 Mati on~--"-- ~1ar~~ 16, 1978 r.loti on FINANCIAL REVIEl-J - ---.,.- CI TY OF .l\SHLf\ND PARKS AND RECREATION COMMISSION REGULAR f'1EETING Chairperson Pinnock called the meeting to order at 7:37p.m. Pinnock, Bennett, Ralston, ~1ills, Cravlford None M"ills moved, Ralston seconded to accept the minutes as corrected. The vote was " 5 yes f) no. Bennett moved, Ralston seconded to accept the minutes as \'Iri tten. The \Ote \<Jas: 5 yes 0 no. Mills moved, Ralston seconded to accept the minutes as written. The vote was: 5 yes )') ~o. fsl!.11lllen ~~EL Y.il.!:!.: 31, 1978 Bo th Commen ta ri es we re p 1 ace d on fil e . February 28, 1978 Motion _J~_-:1.91m Ra 1 s ton Motion . COMMITTEE REPORTS !,~aJ."- Cree.k GreenvJay lJack f;1i 11 s Park Development CORRESPONDENCE AND COiVJMU N I CA TI ONS Bennett moved, Mills seconded that we ask the City Council to transfer $1,134 from Operating Contingency and $2,000 from Pl'ograrn Supplies and Expense to Personnel Services in the Recreation Budget. The vote was: 5 yes 0 no. Mills moved, Bennett seconded to pay the bills. The vote Vias: J yes 0 no. Placed on file, minutes fl~om Bear Creek Greenway meeting. Chairperson Pinnock appointed Jean Crawford to work with Bob Bennett on the Park Development Committee. Park Animals All letters were read and olaced on file. Ralston will respond to D. Irene t~ood\"'orth all the letters accordingly. Teen RCCl~eatl'on Al~eas ~onda R. Edvlards scott Stan -j ey Swim1ll1~001 Todd Hakes Lithia r;a~Tennis --COUrts - Pat Sorsoli Le~~iane Paulsen aI-r:?m Douq GraeT-- ~~S\vans-:D~ nQt R~l ace Them - Name Withheld PARKS AND RECREATION AUDIENCE PARTICIPATION ON THE AGENDA Ashland Gun Club Lease Chuck Parlier Moti on Skills Bank Lease t1arllyllShargel Dance-a-thon Motion ~bbie Pinnock Registration Summer Svlim Program - Russ Branson t~oti on ~9round Equipment Glen Tobe, Guy Snyder MINUTES 3-30-78 PAGE 2 - Mills moved, Bennett seconded to accept the lease as written with the change from a ten (10) year to a five (5) year lease. The vote_ was: 5 yes 0 no. The Commission set April 6, 1978 at 7:30 p.m. to discuss the Skills Bank Lease of the old museum building. This will be a Special Meeting. Ralston moved, Mills seconded to accept the proposal of Miss Pinnock for the annual dance-a-thon to be held in the Parks and Recreation buildinq on the dates specified. The vote was: 4 yes 0 no lfibstain. U-{'., (\oc'(-. ) Mr. Branson asked the Commission to hold open fifteen (15) places for the summer instructional swimming for Iris students. He ,,,ould quarantee payment for the openings, but he could not guarantee that his students would actually take the lessons. Bennett. moved, Ralston seconded to approve ~1r. Bransons proposal. On a- roll call vote: 2 yes, 3 no (Crawford, t~ills, Pinnock). Mr. Tobe and ~~r. Snyder presented to the Commission a set of pl ans for playground equioment. The Commission asked that this be given to the Development Committee to look into and bring back their recommendation to the Commission on how to proceed. .- Siskiyou Chamber Orchestra Ms. Whitten asked the Commission for use of the Butler Bandshl Lorraine -l~hi tten on Saturday mornings from July 1 through September 2,1978. ~10ti on Ral stan moved, Mi 11 s seconded to grant the reques t of the Si skiyou Chamter Orchestra for the use of the Butler Bandshell. Amendment - Mill'- moved, Ralston seconded to add a $100 cleaning deposit that will be refundable at the end of the September 2 concert. The vote on the amendment on a roll call: 3 yes, 2 no (Ralston, Bennett). AUDIENCE PARTICIPATION NOT ON THE AGENDA Wes Hoxie Mr. Hoxie brought up the concern of the Senior Citizens regarding the tax le~y and clarifying statements about raising future taxes. - .PARKS AND RECREATION UNFINISHED BUSINESS . Year Goals ob l3ennett Land and Water Conserva{ion Monies Dou~ Graef, Nancy Pinnock Hun te r Trus t Dave I~hi tney Allen Drescher e NEH BUSINESS Operatinq Procedures Bob Bennett DIRECTOR'S REPORT Black Swan-Small Claims Court Wri Hen R~~ NRPA Conference Motion Yakima, Washington ADJOURNMENT e MINUTES 3-30-78 PAGE 3 The Commission set Monday, April 17, 1978 at 4:30 p.m. as a study session to review and make additions and/or corrections to the 1 i s t 0 f go a 1 s . Graef submitted a letter to Neil Ledward with both the Wolter and Anderson Shel ter request for matching monies. If Vie do not l~ecei ve the matching funds for the shelter or irrigation system, Vie can then go to BaR for fundi n9. Chairperson Pinnock went through the information she gathered from the Hunter Trustee on the use of the monies. Other imput was given from the audience for use of the money also. Mr. I~hitney sugges ted to the commi ss ion that the money coul d be used for making one ()f the slow pitch softball diamonds Clt Hunter Park into a field usable by adults for slO\'/ pitch softball. Graef said that both field would have to be moved to make one into an adult size fi e 1 d. r~r. Drescher suggested that the Commission use the money for a sinking fund for a new SyJimminq pool for the city of Ashland. At a later date try to get matching funds from HUD or BOR. The Comllli ssi on as ked Di rector Graef to qet pri ces on the projects suggested by the Commission. Community Center remode"ling and enlargin(1, Tennis and racketball courts, sidewalk and stairs are some of the items 1 isted. Bennett suggested that the Commission review the Operating Procedures yearly. Crawford suggested that the Commission have a job description for P"rk Commissioners. Pinnock asked Crawford to write up a job descr~~tion for future Commissioners. The Commission asked that Director Graef continue with the small claims court case on the Black Swans. Bennett will work with Graef. The Commission excepted the written Director's Report. Bennett moved, Ralston seconded that we send Doug Graef and Jack Mills to the Pacific Northwest Regional Conference in Yakim~ Washington on April 8 though 11. The vote \'/a5: 4 yes, 0 no 1 abstain U1ills). With no further business the meeting was adjourned at 11:00 p.m. Respectfully submitted, Wanda 0' Neal, Secretary ASHLAND PARKS AND RECREATION COMMISSION en 6, 1978 ATTENDANCE Present Absent SKILLS BANK LEASE Descri ption Uses Motion Purpose Motion e Operating Hours Tenn Motion Motion Obligation to Repair Comp 1 i an ce \'i th Laws Paragraph 2 Surrender e CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING Chairperson Pinnock called the meeting to order at 7:30 p.m. Bennett, Ralston, Pinnock, Crawford, Mills None The Park Commission went through the Skills Bank Lease paragraph by paragraph, and the following changes were made. The Commission asked that a complete list be made of all items in the museum building, to include, the beehive and three (3) original wall murals (all to stay in tact). Ralston moved, Mills seconded that the following sentence should be deleted: It is understood that the lessee has a non-exclusive right to the use of property. on a roll call vote: 5 yes 0 no. The Commission asked that Ron Salter, City Attorney, give an opinion regarding vending and the Ashland Skills Bank in [ithia Park. Ralston moved, Crawford seconded that the final clause under purpose be deleted, "which shall not be unreasonably withheld." On a roll call vote: 5 yes 0 no. The Commission asked that the hours 11 p.m. to 5 a.m. be inserted in the lease as hours that the Skills Bank may not operate in Lithia Park. Bennett moved, Ralston seconded that we accept the five (5) year tenn of the lease. On a roll call vote: 3 yes, 2 no (Crawford, Pinnock). Bennett moved, Mills seconded that we incorporate an annual review in, this particular section. On a roll call vote: 5 yes 0 no. Chairperson Pinnock will talk with Mr. Salter to see if this is the proper place for the annual review, and to see if this should include termination. Pinnock will also ask for C1uidelines for the review and see if changes in the lease can be made at the time of the annual review The Commission asked that the last sentence be changed to read: "All repairs and replacement shall be perfonned in a first class workman- 1 i ke. _manner. II The Commission added the followinq to the sentence "...workmanls compensation, unemployment, at lessee's sole expense and other..." The followinq \'1as added: "...beginning of the te'lrm following renov- t. 11- a 1 on , . . . PARKS AND RECREATION MINUTES 4/6/78 PAGE 2 '-'", A lterati ons and Paragraph B Utilities Defaul t Risk of Loss Termi nati on ADJOURNMENT Improvements The Comnission changed the oaragraph to read: "Such work shall be accomplished according to plans and specifications therefore whi ch t if such changes al ter the exteri or appearance t shall fi rs t - be submitted and approved in writing by the Lessor or his assigned agent by the lessor. All other such work estimated to cost in excess of $1000 shall be subject to approval by the Park Director or assigned agent for the : Lessor. II The Commission asked that we check into getting electric and water hookups for the museum building. The Commission would like Mr. Salter to draw UD a termination clause. The Commission also added the following sentence: "Failure of lessee to cure problem within thirty (30) days will be cause for termination.1I ~ The Commission will ask Mr. Salter to rough out a paragraph to compen- sate the Skills Bank monetarily, and give the APRC the ootion to rebuil d. The Commission will ask Mr. Salter about the termination of this lease. Wi th no further business t the meeting was adjourned at 10:45 p.m. Respectfullysubmi tted W{~&~ Wanda O'Neal, Secretary ASHLAND PARKS COMMISSION - -. ,- Apri 1 27. 1978 eENDANCE Pres ent Absen t t~I NUTES M(J rell 28. 1978 f1oT-, 0 n FIN,I\NCIAL REVIHJ Commentary March 31, 78 Qua rt e r 1 Y-B~J2.2I..! M a t'C h 31, 1 ~18 Bills - John Ralston .-- -r-~r'-~"~E n "D UKKt~~U~UL~~: ANL Cm~r.iljNI CA TI ONS Closure of Winburn Way For Easter Eqg Hunt ~argaret & Jol1n---- Farquhar _'unter Trust - Janet Fa r;o\>1 AUDIENCE PARTICIPATION ON THE AGENDA Allen Drescher - Chi 1 dren' s Theatre Motion e CITY OF ASHU,ND PARKS AND RECREATION COMMISSION REGULAR HE ETI NG Chairperson Pinnock called the meeting to order at 7:45 p.m. Pinnock, Crawford, Mills, Ralston Bennett Ralston moved, Mills seconded moved that we accept the minutes as submitted. The vote was: 4 yes 0 no. The Commission discussed the comment by Bob Nelson, Finance Director, regarding the spring swimming program. He said that the program can be absorbed \'1ithin the total Materials & Services category \'1ithout a supplemental budget or transfer of appropriations. The Commission asked Director Graef to talk with Mr. Nelson regarding this situation. The Quartel~ly Report was placed on file. All the bills were okay. Chairperson regarding th innoc:k asked Ralston to respond to t~r. & t1rs. Farquhal~. closure of Winburn Way for this event. Ralston \'/il1 also respond to this letter. The letter will be pl'ced on file for the Hunter Trust funds. Mr. Drescher came to the Commission on behalf of the Children's Theatre They would also like to be considered for the use of the Ashland Armory vlith the HUD funds. Chairperson Pinnock read to the Commission a letter from Rep. Kip Lombard concerning the Armory and time schedule they are working \'1i tho Mills moved, Ralston seconded that we remove the armory application for HUD funds and reapply at a more appropriate time. The vote was: 4 yes ~ no. Chairperson Pinnock asked the development committee to work with Mr. Drescher and the Children's Theatre to explore all the points of joining together in the HUD application. t~r. Graef also suggested that the Committee also look into other possible agencies who might be interested in the facility. This building could be used to house many social agencies. PARKS AND RECREATION , MINUTES 4-27-78 PAGE 2 AUDIENCE PARTICIPATION NONE NOT ON THE AGENDA COMMITTEE REPORTS Be~r Creek Greenway Jack Mills NEW BUSINF<)~ Written report was accepted and placed on file. Bear Creek Greeml/ay Money After some discussion, the Commission tabled the motion until the Soecial Election end of the meeting. Black Swan Money. Motion NRPA Conference-Yakima Jack Mi 11 s UNFINISHED BUSINESS Mills moved~ Ralston seconded that we direct our director to purchase two (2) white swans the biggest, meanest that we can get from Reddinq or Red Bluff~California, and put them in the upper lake. The vote Vias: 1 yes, 3 no.(Cra\"ford~ Ralston, Pinnock). The Commission asked that the money be invested for 60-90 days. Mills and Graef attended many useful workshops and lectures in the field of Parks and Recreation with many dynamic speakers. Mills also brought back some information on what other park deoartments take care of~ such as~ a street tree ordinance. Director Graef and Mills will write up their notes from the conference for the Commission to read. Landura Corporation-Update The Commission signed the letter to Landura and asked that it be sent for their signature and approval. Charter Amendment DIRECTOR'S REPORT The Commission sent to the City Council their recommendation to have them draw up an amendment to the Ci-l:y Charter for the November ballot anowing for positions on the Park Commission. This request went on the April 18, 1978 Council agenL3. Black Swans-Small Claims The Commission asked Director Graef to continue with the case. Court Spring Swim Program Engineering Bill Savikko Enqineering The swim program is more than we had expected, and with the changes in time and the number of bodies allowed in the pool this has helped the over crowding which hapDen on the first night. We do have one person who is being paid to take money at the door for the program. The Commission discussed the inflated billinG from Savikko Engineerina for the Anderson Shelter design. They listed several questions they - wanted answered from the engineering firm. 1. t~hy they were not informed of the cost overrun prior to the billinq. 2. t~hat the typist typed for 2 hours and the rate of Day ($12.50 per hour). 3. Where the hours were spent for the engineer and assistant engineer. Chairperson Pinnock \..;ill draft a letter to Savikko Engineering tel-9 them that we are dissatisfied with the billina and why, and that we will not pay more then the $1500 first quoted. ~ARKS AND RECREATION DIRECTORIS REPORT (conti) Anderson Shelter Motion - Nature Conservancy Tabled motion Revenue Sharinq Money ADJOURNMENT e e MINUTES 4-27-78 PAGE 3 Mills moved, Ralston seconded to submit these plans for bid. vote was: 4 yes 0 no. A group has formed to purchase 1 and (natural area) throu9hout the Uni ted States that are prime property that have speci al features on them~ such as Table Rock. They would like to preserve these areas for the future. The Mills moved~ Ralston seconded that we ask the City Council to direct the Ci ty Attorney to draw up a ball ot title and measure requesting permission to spend $lO~OOO Revenue Sharing on land acquisition for the Bear Creek Greemvay in the City. In addi tion ~ we request a provision be added to the ballot measure that allows for future moneys to be allocated with City Council approval only. The vote was: 4 yes~ o no. With no further business~ the meeting was adjourned at 10:00 p.m. Respectfully submitted~ ) 1 , ." J A !" xlJ ,. I / / . /t:-"L ~/){/c: /- ~ ,.'{/ t-.I~ f '\.--G.' Wanda 0 I Neal ~ Secretary ASHLAND PARKS AND RECREATION COMMISSION CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING JUN 1 9 REC'O May 2, 1978 ATTENDANCE Chairperson Pinnock called the meeting to order at 4:30 p.m. Present Mills, Crawford, Pinnock, Ralston, Bennett Abs en t None FIVE YEAR GOALS Parks The Commission went through the list of Park Five Year Goals and made the following changes. Goal #1 "Initiate a.program of planned land acquisition based on the City's comprehensive plan, projected City growth, and documented park and/or open space need when funding permi ts. II Goal 1/2 "Continued acti ve support of Bear Creek Greenway pl an, parti cul arly as it relates to lands along Bear and Ashland Creeks, in and adjacent to the City of Ashland.1I Goal #3 Goal #4 Goal #5 Goal #6 Goal #7 Goal #8 ADJOURNMENT IIEstablish a planned program of restoration and development of park facilities in the City which can be tied to a five year financial plan.' Goal #4 was deleted. Goal #5 was added to #3 because of similarities. IIDevelopment of long ranqe pl anning for the parks budget util i zinq the city Di rector of Finance.1I "Exp.'Jre the possibility of county and state assistance in meeting the :.eeds of Ashl and Ci ty Parks. II Goal #8 was combined with #1. The meeting was adjourned at 5:40 p.m. Respectfully submitted, tJ~ dI4 Wanda O'Neal, Secretary ASHLAND PARKS COMMISSION e OREGON PARK & RECREATION SOCIETYJ INC. PRESIDENT'S NEWSLETTER MAY 1978 MISCELLANEOUS TID BITS As most of you know by now, more than two million youngsters across the nation are expected to participate in a track and field program sponsored by the Hershey Food Corporation, the National Track and Field Hall of Fame, National Recreation and Park Association and (in Oregon) Oregon Parks & Recreation Society. Greg Jones and Shelley Briggs from Medford and Eugene, respectively are the state coordinators for this activity for boys and girls ages 10 to 15. Basically each locality is being ~sked to host their own local meets the week of June 19-24. From the local meets, times and distances will be compared and participants will be selected to compete in a state wide meet at the U. of O. 's Hayward Field Friday, July 7. Winners from our state will be placed on a regional team based on times and distances and a team will be flown by the Hershey Company to Huntington, West Virginia August 5. Some funds are available for transportation of the local participants to the state meet as well. For further information, call Shelley or Greg. CONFERENCES & MEETINGS e "Diversify Your Program" sponsored by the Oregon Council on Activity Leadership will be held June 13 and 14. This workshop is geared for people working with the elderly and nursing homes. A wide variety of useful information will be provided. Call Kay Merkelbach at 234-8211 for more information. A special legislative workshop will be held June 2, 1978 from 10 a.m. - 3 p.m. at the Local Government Institute Building in Salem, on the corner of 12th and Court. Flyers are enclosed on this most important workshop! An open house reception, honoring Carula Alliston Klar of Willamalane Parks & Recreation District will be held, Sunday May 21 in the Heritage Room, Rodeway Inn, Springfield from 1-3 p.m. Carula will be retiring from Springfield this spring! Call Willamalane Parks & Recreation for more information. EMPLOYMENT OPPORTUNITIES Park Administration - salary open - Cheney, Washington. One year appointment with possible opportunity to remain if growth rate continues. Applicants with a minimum of a masters degree and strong background in park administration, maintenance, and design are encouraged to apply. There will be an opportunity to teach and to expand curriculum in a dynamic growing program. Contact: Dr. Howard Uibel, Chairman, Department of Recreation and Park Administration, Eastern Washington University, Cheney, Wa. 99904. Assistant Director, Molalla Community School Program - salary open - Molalla, Ore. Apply to Bob Stewart, Director, Molalla Community Schools, 434 South Molalla Avenue, PO Box 188, Molalla, Oregon 97038. Please include a complete resume and any other pertinent information. o , ~1. A , F, NE\~S With softball around the corner, O.M.A.F. Divisions have been busy setting tournament dates and locations with the following results: Valley Division: Women's Tournament - Albany - August 4, 5, 6 Men's A Medford - August 11, 12, 13 Men's B Corvallis - August 11, 12, 13 Southern Division: Women's Tournament-Medford - August 4, 5, 6 Men I s A Medford - August 11, 12, 13 Men's B Grants Pass - August 11, 12, 13 e North and Portland: Not yet decided. There will be an Executive Committee Meeting, Wednesday, May 10 in Springfield. For more information on this meeting, contact Ken Long, Wi11ama1ane Park & Recreation. Don't forget the annual O.M.A.F. Raffle at the O.P.R.S. Conference this year in Astoria. See you there! O.T.R.S. NEWS The OTRS Metro Chapter held it's monthly meeting at Woodland Park Mental Health Center. Ann Rafish, R.T. and Vickey Boley, Director of the Activity Therapy Department presented a very informative session on Substance Abuse and the role of the Therapeutic Recreation Specialist in dealing with this problem. The program consisted of basic definition of terminology, classification of drugs and their affects and developing a treatment plan for a typical case presentation. HAVE SOMETHING TO SAY??? Want to get something off your chest bunkie?? News for the newsletter should be sent to me at Medford Parks & Recreation, Room 140, City Hall, Medford, Oregon, by ~X..5th of each month. \. I r ~' i.\\~ Michael A. Starr, President Oregon Park & Recreation Society TIE IJ\TEST SCOOP From O.T.R.S.... a committee has been established to study certification and licensure for T.R. professionals in Oregon. Initial report to be given at the June 2 legislative workshop. From Rob Rinehart.... O.C.E.P. is planning a community education bill for Oregon to the tune of $2.4 million. On the federal level, a bill calling for $474 million is proposed and would mean approximately $500.000 per year for Oregon Community School Programs. It's proposed that Park & Recreation agency expenditures be approved a local matching dollars so these programs could mean a great deal to Park & Recreation programs in the state. For further information call Rob at 297-1858 or Guy Faust at 686-3996. EMPLO'y'r'ENT (ffi)R1UNI1Y Providence Medical Center will be hiring an on call person in Therapeutic Recreation by July 1, call Kay Merke1bach or personnel at 234-8211. T~ LATEST LATE SCOOP Natural Resource Section advises that the Federal Register for the Denver Area is now open and will close on June 1 for persons interested in Federal Park and Recreation Positions with the Civil Service. DICK LAMSTER also invites suggestions and participition in the Natural Resource Section. West Linn Park and Rec..:reation Director, $12,000-14,000. Experience and training in pirk developnent and recreation programming. Grant writing skills preferred. BA in Park & Recreation helpful. Deadline JU!16 9. Position begins July 5. Contact: Harry Lee Kwai, Community Education Director, West Linn School District, West Linn, C1t 97C68 (638-9874). -- May 18, 1978 ATTENDANCE Present Absent MINUTES March 30, 1978 Motion Regular Meeting April 27, 1978 Motion Regul ar Meeti ng April 6, 1978 Motion Special Meeting FINANCIAL REVIEW Commentary April 30,1978 CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING JUN 1 9 REC'O Chairperson Pinnock called the meeting to order at 7:45 p.m. Mills, Crawford, Pinnock, Ralston Bennett Mills moved, Ralston seconded to accept the minutes as wri tten. The vote was: 4 yes 0 no. Mills moved, Ralston seconded to accept the minutes as wri tten. The vote was; 4 yes ~ no. Mills moved, Ralston seconded to accept the minutes as w ri t ten. The vote was: 4 yes 0 no. The Financial Commentary was accepted and placed on file. "<~-! Bills - John Ralston 1 Ralston brought to the attention of the Commission the two ~necks;j lone for the Sheriff and one. for the District Court. These ~~ I will start the small claims court proceedings on the Black Swans. CORRESPONDENCE AND COMMUNICATIONS "etters to and From Savikko Engineering Mo ti on Letter to Senator Hatfield Kip Lombard National Guard Armory AUDIENCE PARTICIPATION ON THE AGENDA The Commission reviewed lett€~ written from the Commission to Sa-ikko Engineerinq. (May 2, 9, 16, 18, 1978) The May 9 1 etter was front Savikko Engineering to thp. Ashland Parks Commission. Mills moved, Ralston seconded that we pay Savikko Engineering $1500.00 total for services rendered (inclusive of $202.13 already paid). Rollcall vote was: 4 yes 0 no. Letter was read and placed on file. Letter was pl aced on fil e. Marilyn Shargel Motion Mills moved, Crawford seconded to accept the four points agreed upon Skills Bank Lease in the discussion Mond~y night May 15, 1978. The vote was: 4 yes 0 no. AUDIENCE PARTICIPATION NONE NOT ON THE AGENDA .. PARKS AND RECREATION COMMITTEE REPORTS Bear Creek Greenway Jack Mills Development Committee Financial/Budget Comni ttee UNFINISHED BUSINESS Charter Amendment Resolution Commission Pos i ti on Numbers Park Commissioner Job Descri ption Jean Crawford NEW BUSINESS Bear Creek Greenway Implementation Plan Swim Pool Survey Doug Hellie Paul Russell Zubai ru Mahdi Moti on MINUTES 5-18-78 PAGE 2 . Written report accepted. The Bear Creek Greenway is exploring the possibility of hiring someone who will head the purchase, gift or donation of 1 and for the Greenway. Thi s person wi 11 be in cha rge of contacting land owners; at .present, the staff is not able to handle all of the necessarY initial and secondary contacts. No report. Ralston and Graef met with Finance Director, Bob Nelson and discussed the future of Revenue Shar.inq and the Recreation.~.Budget. Mr. Nelson felt that there woul dbe no problem with the Revenue Sharing being taken away in the near future. He di d offer some suqges ti ons for future funding of the Recreation Budget; serial levy by voter approval, sales tax, increase in Users charges. The Corrmission asked Graef and Ralston to find out how other Oregon Recreation Departments fund their programs. Chairperson Pinnock also requested Ralston to write up these ideas for a fi 1 e for future recommendati ons to al ternate ways of Recreati on fundi n g. The Commission asked that all references to the Commission should be the Parks and Recreation Commission (er). This will now be given to the city Council. Mills moved, Ralston seconded to send the resolution to the City Counci The vote was: 4 yes 0 no. Crawford presented to the Commission the job description. The Commissi, added to number 10, that they sign both the payroll and payable department checks. Crawford also presented a calendar for the year listing when certain events take place and when business items must be taken care of. The Commission asked that the position description be g'l ven to Nan Frankl in, City Recorder, to gi ve out to those applying for iJark Commi ss i on pos i ti ons. The Bear Creek Greenway Impl ementation Pl an was prepared for the Greenway Committee by Doug Graef. The pl an shows the Histow and Accomplishments of the Bear Creek Greenway from beginning (1930) until June 30, 1977. The Committee is suppose to keep this up-to- date. PARKS~AND RECREATION NEW BUSINESS (cont') Swim Pool Survey (conti) ;~regon Shakespearean .. Festival Association Bi 11 Pa tton Slide Projector Moti on DIRECTOR'S REPORT Wri tten Report Doug Graef Feast of Wi 11 ADJOURNMENT MINUTES 5-18-78 PAGE 3 and cutting out the solar heating system. A member of the Survey group commented that many of the communi ty sai d they woul d be will ing to volunteer their services for the municipal pool. It was also suggested that the Commission ~embers contact Bend, Oregon to see how they passed their bond levy and also how they received their federal fundinl1. The Shakespearean festival has offered to purchas.e the slide projector, dissolve unit and tape recorder for $700, with this we can purchase a simpler model for our ow~ use. Mills moved, Ralston seconded that we accept Oregon Shakespearean Festival's offer to buy'our slide projector and recorder, and purchase a smaller unit for park use. The vote was: 4 yes ~ no. The written renort was accented as wri tten. Graef added that the Black Swans court case should be coming up within two (2) weeks. Mills and Crawford offered to work with Graef and Bill Patton on arranging a ne\1 place for the Feast of Will for 1979. With no further business the meeting was adjourned at 8:55 p.m. Respectfully submitted, uJ~O~ Wanda O'Neal, Secretarv ASHLAND PARKS COMMISSION June 5, 1978 ATTENDANCE Present . Absent HUNTER TRUST Kay Stein Senior Center Proposal Kay Bernard Swimming Pool Seed Money Motion Handball/racketball courts Ballot Voting Motion Amendment Vote on Amendment ~ote on Motion Motion Amendment Vote on Amendment Vote on Motion Executive session Set CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING . . Chairperson Pinnock called the meeting to order at 7:32 p.m. Pinnock, Bennett, Mills, Crawford, Ralston None .. Mrs. Stein came to the Commission with the proposal to use a portion of the Hunter Trust monies. Her request was to request matching funds from Ti tl e V money, whi ch requi res 25 percent local money. En 1 argi ng the Multi-service building would provide space for the Senior Center and a meal site for Loaves and Fishes. Mrs. Stein did not feel that Ashland was ready for a full time Senior Center, nor could they finance one. A letter was read from Mrs. Bernard requesting that the money from the Hunter Trust be used as seed money for a municipal swimming pool. Mills moved, Crawford seconded to remove the adult softball field from the list. The vote was: 5 yes, 0 no. The Commission agreed to drop the handball/racketball courts from the list. The Commission looked over the list and voted on the items listed. Crawford moved, Mi lls seconded that we vote to use the $50,000.1'0 as seed lOOney for the pool. Mills moved, Ralston seconded that we go until June 1979 if nothing is in the paper mill. If there is something going at that time, wait until an answer is given positive or negative. 4 yes 1 abstain (Bennett) ~ no. 4 yes 1 no (Bennett). Bennett moved, Crawford seconded that we accept the sidewalk/stair- wells, pl ayground equi pment and shel ter as al ternates to the swim pool project. Mills moved,. RaJston se'conded that any leftover money go towards the development of a recreation center. 5 yes ~ no. 5 yes 0 no. The meeting date will be June 22, 1978 following the regular meeting, to discuss employee salaries. DIRECTOR'S REPORT 6-13-78 1. Summer Recreation Program: You have all received copies of this--all activities seem to be accepted and reasonably successful so far. The pro- gram was distributed to all Ashland School District students Qrades 9 and below two weeks before school let out for the summer. The program was once again printed by the SOSC print shop. 2. Fourth of July: I wasn't able to attend the last meeting, but the first_ meeting I did attend went well with the Chamber of Commerce in agreement over what we required of them last year and willing to accomplish the same this year. They also stated they would put more stringent requirements on the Lion's Club and their disposal of coals. 3. New Lawn Mower Purchase: As you all know, we had planned for a purchase. of a new lawn mower (72'1' cut) this comin'g budget year. If we were to get y such a mower, we would have to buy from a dealer in Portland. We have had poor service from some of these dealers in the past so Joe Martinez and I .. decided to look locally. We did find acceptable units availabl~, though not in 72" cut. One dealer in Medford offers an exceptional value. Through this dealer, we could buy a 60" and a 48" tractor type mowers for a total of what was allotted in the budget,----$6,500.00. Then under a contract with this dealer, we would use his parts, oil, filters, etc. for the entire year and at the end of the year, we could trade our mowers and $175.00 each for a brand new unit. During the year we have the mowers, either party can cancel at any time, and the mowers would be covered by a one year warranty during that time period. I would like the permission of the Ashland Parks and Recreation Commission to pursue this~ as I do believe in buying locally, if possible, and we all like the availability of parts and service nearby. 4. New Water Pipe Line: If you havenlt looked lately, do look at the lower park and how it has been torn up. The Ashland Parks and Recreation Depart- ment crew did an exceptionally commendable job on the installation of a new 4" water 1 ine some 1000+ feet UP the park to the park shop. The entire unit" ..., has been pressure tes ~ed and approved by the Buil ding Inspector. We are now! '1 "legal in the lower pal'k. The job was marred by vandalism, but Foreman Martinez! d; and Leadman Gomes overcame this and finished on time. This is the first in a series of modernization projects of the irrigation system in Lithia Park with the funds of the Wolter Estate bequest. 5. Community Skills Bank Projects: If you go to look at the new water line, walk a bit further to Butler Playground in Lithia Park and check out the fine work this agency, through its youth employment monies, has done in construct- ing sandboxes around the play equipment. This work reflects superb leader- ship on the part of Supervisor," Mr. Tony Harrison, and thousands of dollars of improvements arid_safe~y features the Ashland Parks and Recreation Depart- ment has gained free of charge. Those of you who come in contact wi th mem- , bers of this agency might want to express your appreciation for the work they have put in to Lithia Park. Their next project will be the renovation of the Gazebo at Triangle Park on Siskiyou Boulevard--we will all watch this project with great interest, I'm sure. . 6. Workman's Compensation Claim Settlement: The state of Oregon, Worker's Compensation Department has decided to make a cash settlement to Mr. Art Pilkenton, former APRD Foreman, for back problems he supposedly incurred while .. .J' employed with this department. The claim will be for $2,240.00. Bob Nelson, City Finance Director and Insurance Representative suggested the claim not be .. CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETI NG June 22, 1978 Chairperson Pinnock called the meeting to order at 7:32 p.m. ATTENDANCE Present Mills, Crawford, Pinnock, Bennett, Ralston (7:40 p.m.) None Absent MINUTES Regul ar Meeting May 18, 1978 Special Meeting May 2, 1978 FI NANC I AL REV I EW Mills moved, Crawford seconded to accept the minutes as written. The vote was: 4 yes 0 no (Ralston absent). Bennett moved, Mill s seconded to accept the minutes as wri tten. The vote was: 5 yes 0 no. Bi 11 s - John Ra 1s ton The Commission expressed concern regarding the comments by Mr. Nelson about receiving a CETA Person 'from the Cemetary Department. Graef assured the Commission that this had been discussed and the department will not be accepting any more CETA personnel. All the bills are as per nonna] for the month. C orrmen ta ry May 31, 1978 CORRESPONDENCE AND COMMUNICATIONS Letter To Mr. Diller Letters were read and placed on file. Letter From Mr. Diller Thank you Card -Debbie Pinnock Jr. Class Dance-a-thon SISC Commencement Land S Water Concervation Funding Proposed Ashland Swim Pool Bear Creek Greenway John M. Evey - OSFA AUDIENCE PARTICIPATION ON THE AGENDA Placed under Committee Reports. Pinochle Club Mr. and Mrs. Luttrell came to the Commission to see if their pinochle Mr. & Mrs. Tom Luttrell club could use the Hunter Park-Multi-Service Building at a reduced fee or for free. Motion Mills moved, Ralston seconded to accept the request of the Kings and Queens pinochle club and waive the cost of the rental on the building on Monday nights from 6 to 10 p.m. The Vote was: 4 yes 0 no and 1 abstain (Bennett) Chairperson Pinnock asked Bennett to talk with Mrs. Stein regarding her stand on recreation through her department. Motion Mills moved, Ralston seconded that we do not build the shelter that Savikko Engineering designed for us because of the cost and that we build a prefab-ready made shelter. I have not specifications or Ji'\~ sizes in mind at this time. The vote was: 2 yes 300 (Ralston, \ Bennett, Pinnock). ~ ~. Mills moved, Pinnock seconded that we rescind the 'motion of two (2) months ago to send the shelter design out to bid. The vote was: 2 yes 3 no (Ralston, Bennett, Crawford) Mills told the Commission that he met with Director Graef and they decided that if the grass is ready to use by the Feast of Will 1979, then the can hold the feast there, if not it will be moved for only the year 1979 to the area above the Rose garden. Mills will talk with Mr. Patton. . PARKS AND RECREATION UNFINISHED BUSINESS Anderson Shel ter Mo ti on 1979 Feast of Will Jack Mi 11 s Jean Crawford MINUTES 6-22-78 PAGE 3 Skills Bank Lease Signed The Conmission signed the final Skills Bank Lease and dated it to begin on June 22, 1978. Fourth of July Nancy Pi nnock NEW BUSINESS Change in Operating Procedures- Mills Hoti on. We will send a Letter to....the Lionls Club about their hot coals from the barbecue. A copy of the letter went the Chamber. Mills moved, Crawford seconded that the following be changed in the Operating Procedures: Section 1. 1.6. At least three (3) Commission members must be present to conduct official Commission business. The vote was: 1 yes 4 no ( Ralston, Bennett, Crawford, Pinnock). Proposal-Political Groups Graef and Bennett will talk with Ron Salter, City Attorney, on the or Factions in Lithia legality of such a proposal on groups in Lithia (or any) Park. Park - Doug Graef Swim Pool Reports Phi 1 Djang and Doug Graef Swim Pool~ What Should We do now? DIRECTOR'S REPORT Wri tten Report Howe rs ADJOURNMENT The program as a whole wa$ very successful in that a need in the conmunity was met. Bennett suggested that we would do. better if we offered lessons on both Friday and Saturday, rather then the recreation time on Friday nights. A joint City Council/Park Commission meeting will be held Dfi T~esdav, June 29, 1978, at 7:30 n.m. in the Council Chambers. ~ . . \ ..'. . ,. Accepted as written. Bennett moved, Ralston seconded that we give Doug pennission.to purchase the lawn mowers he described in his report. Tne vote was: 5 yes 0 no. The meeting was adjourned at 10:25 p.m. Respectfully submitted, Wanda 0' Neal, Secretary ASHLAND PARKS COMMISSION I , CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING JUNE 22, 1978 - 7:30 p.m. AGENDA ROLL CALL MINUTES Regular Meeting - May 18, 1978 Special Meeting - May 2, June 5, 1978 FINANCIAL REVIEW Commentary - May 31, 1978 Bills - John Ralston CORRESPONDENCE AND COMMUNICATIONS Letter to Mr. Robert Diller - Hunter Trust Thank you Card - Debbie Pinnock - Jr. Class Dance-a-thon Slide Projector - Bill Patton - OSFA Bear Creek Greenway - John M. Evey - OSFA SOSC Commencement - E.C. McGill Land & Water Conservation Funding - Mark Hatfield Proposed Ashland Swim Pool - Curt Baker AUDIENCE PARTICIPATION ON THE AGENDA Mr. & Mrs. Tom Luttrell - Pinochle Club Barry Levine - Softball ProDosal Tom Byrer, Greg Winterowd - Landura Corporation Harold Munson - Old Helman Ranch Sub-Division AUDIENCE PARTICIPATION NOT ON THE AGENDA COMMITTEE REPORTS Bear Creek Greenway - Jack Mills Development Committee - Jean Crawford, Bob Bennett Financial/Budget - John Ralston UNFINISHED BUSINESS Anderson Shel ter Skills Bank Lease 1979 Feast of Will - Jack Mills, Jean Crawford 4th of July - Nancy Pinnock NEW BUSINESS Proposal to Change Operating Procedures - Jack Mills Proposal - Political Groups or Factions in Lithia Park - Doug Graef Swim Pool Reports - Phil Djang, Doug Graef Swim Pool - What Should We Do Now? Joint City Council & Park Commission Meeting PARKS AND RECREATION COMMISSION EXECUTIVE SESSION JUNE 28, 1978 - 7:30 p.m. 4 J 1. Evaluation Proceedure Suggestion I 2. I I ! 3. ! \4. \Jt\Lctt~~ ~ ~ "... ~~ '2-) ~~./'~ .3) ~S~ ~ 5 '10 'B~,J tJb~ ~e~ \ --~~~6 B~"'V Review of Director's Goals Progress Update. Brief Overview of Discussion with Brian Almquist Regarding Camp Time Policy for Other City Department Heads. ./' Crew/Secretary Salaries and Benefits'5 f\~ 5. Director perfonnance, salar.y. ~~ ,00 \1:1 ( ,~ ./ \l;)~ "01 - ~~ f\ ~o .~ CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING July 10, 1978 ATTENDANCE Chairperson Pinnock called the meeting to order at 4:45 p.m. Present Crawford, Pinnock, Ralston, Bennett, Mil~(5:00 p.m.) None Absent FIVE YEAR GOALS Recreati on The Commission went through the list of Recreation Goals and made the following changes. "Explore other areas of funding for the recrea ti on program and recomnend alternatives to the City Council. II "Investigate the feasibility of the need for a Recreation Program coordinator to work wi th the Parks and Recreation Di rector. II Goal #1 Goal.#2 Goal #3 "Continue to stri ve for variedCrecreation pro~rams for all ci ti zens of Ashland, taking note of teen-agers, senior citizens, and the handicapped. II Combine goals number 3,6,and 7. "Continue to explore the possibilities of joint programming with the Ashland Interagency Recreation Committee and other agencies in the City that are interested in recreation. II t~Exploration of the feasibility and need for a large conmunity recreation center. II Goal #4 Goal #5 Goal #6 Goal #7 Goal #8 ,Combine with Goal #3 and 7. Combine with Goal #3 and 6. "Support the 'community schools' cOllcept as outlined to the Conmission by Ashl and Publ i c School's personnel. II The meeting was adjourned at 5:40 p.m. Respectfully submitted, ADJOURNMENT Wanda O'Neal, Secretary ASHLAND PARKS COMMISSION #- July 27, 1978 ATTENDANCE Present Absent MINUTES Speci a1 Meeting June 5, 1978 Spec; al Meeting July 10, 1978 FINANCIAL REVIEW Bills - John Ralston CORRESPONDENCE AND .. - COMMUNCIATIONS Friend of Ashland Duck Crossinq Hearitage Committee Marjorie O'Harra Landura Corporation Tom Byrer Tree Fund for Bluebird Park-Betsy Raq1and Chickens - Bill Patton Motion CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING' . Chairperson Pinnock called the meeting to order at 7:40 p.m. Crawford, Bennett, Pinnock, Mills, Ralston None Bennett moved, Ralston seconded to accept the minutes as written. The vote was: 5 yes 0 no. Mi 11 s corrected the minutes of July 10 by adding an liS II to hi s name. Bennett moved, Ralston seconded to accept the minutes as corrected. The vote was: 5 yes 0 no. The bills were approved to pay as submitted. Letters were read and p1 aced on fi 1 e. Mr. Byrer asked the commission to add two paragraphs and a signature and date 1 ine to the 1 etter sent as an agree~nt to Landura Corporat; on. This addition is.a requirement from Farmers Ho~ Administration. The commission agreed to the addition of the requirements ~y Farmers Home by consensus. Ms. Ragland sent the Commission one dollar to begin a fund to replace the tree that was cut down in Bluebird Dark. The Commission asked that the doll ar be turned over to the ci ty for the fund since we do not have jurisdiction over the park. Chairperson Pinnock received a call from Ken Cockrell of Ray's Garden Center, who offered to donate and plant a tree in Bluebird Park. to replace the tree that was cut down. Letter from Bill Patton was read and placed on file. Mr. Mills went on record that he had suggested two months earlier, to place more chickens in the park. Graef suggested that the chickens be moved to the upper duck pond. Ralston moved, Mills seconded that we turn them over to the bantam rooster in Black Swan Lake. The vote was: 3 yes 2 no (Bennett, Crawford) . . PARKS AND RECREATION AUDIENCE PARTICIPATION NOT ON THE AGENDA(CONT') MINUTES 7-27-78 PAGE 3 Duane Sample - Restrooms Mr. Sample was concerned with the condition of the restroom in the lower portion of Lithia Park. ,He asked if this is due to the tourist season or is it year-round. Mr. Graef explained that vandalism is year-round in the lower park, and the reason it is not repaired, is time and money. If we give publicity, the vandalism gets worse. COMMITTEE REPORTS Bear Creek Greenway Jack Mills Development Committee Jean Crawford, ~obert Bennett. Financial/Budget John Ra 1 stan ACjUisition Committee ack Mills . UNFINISHED BUSINESS Wri tten report accepted and p1 aced on fi 1 e. The Development Committee was looking into making the Wade/Senior Investments property into softball di amonds. The Engineerinq Dept. was to shoot the grade of the property. Crawford met wi th the Soi 1 Conservation Service, to see what the land could be used fo'r. She was to1 d that jus t under the surface of the ground is bedrock, and that drainage on the property is not good. The idea to terrace the property would mean brin~ing in lots of top soil. The soil report that was just received suggested that the land be used for irrigated pasture. The Commission asked the Committee to look into other possib1: uses for the property. No report. No repo rt. Park and Recreation Goals B~nnett moved, Mills seconded that as a Commission we acceot the Motion Par~ and Recreation goals as 1 isted and review, them annually in June of each year. The vote was: 5 yes 0 no. . Newberry Plant Site Mills is trying to contact John Evey for information on the proqress Progress - Jack Mills of the Newber~y Site as a link for the Greenway. Jack Mills Mills talked with Jim Wright, Chairperson of the 4th of July Committee, about moving and/or splitting the booths next year. The question was raised about moving the booths to the street, or the upper duck pond area. If the area is changed, we would need to work with the electric department for outlets. There was a question brought up about the American Legion selling beer near the park. Our departmen and the Police Department was not notified about the selling of beer. Mills talked with Mr. Bill Patton about moving the Feast of 'Wi11 to the area above the Rose Garden, across from the Bandshe11. Mr. Patton was willing to do this once, and he expressed concern that the City would not approve of having the barbecues on the street. A letter will be sent to him regarding the Feast of Will for 1979. Fourth of July - 1978 1979 Feast of Will Jack Mills ... .. 4Ifugust 24, 1978 ATTENDANCE Present Abs en t MINUTES Regu1 ar Meetinq June 22, 1978 Regular Meeting July 27, 1978 FINANCIAL REVIEW Commentary June 30, 1978 July 31, 1978 Bills - John Ralston ~RRESPONDENCE AND . COMMUNICATIONS Susan Funk - Jackson and Perkins Co. - Photo of Lithia Park Allen Drescher - Youth Commission AUDIENCE PARTICIPATION ON THE AGENDA AUDIENCE PARTICIPATION NOT ON THE AGENDA Ashland Saturday Crafts Fair - John Shea Raqiba Havill -- CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGU LAR ME ETI NG The meeting was called to order by Chairperson Pinnock at 7:33 p.m. Pinnock, Crawford, Mills, Bennett, Ralston None Bennett moved, Mills seconded to accept the minutes as written. The vote was: 5 yes, ~ no. Crawford moved, Bennett seconded to accept the minutes as written. The vote was: 5 yes 0 no. The Commentaries of June 30 and July 31 were discussed and placed on file. Ralston moved, Mills seconded to pay the bills. The vote was: 5 yes, ~ no. The letter was read and placed on file. Chairperson Pinnock asked if the Commission wanted to see the photograoh framed and hung in ~heparksa,n",d, Recreation Office. The Commission "wa,s in agreement t t it should be framed. Ralston volunteered to write a thank , au 'etter to Ms. Funk for the pi ctUre-af\cr1rerp-l:o the-Parks and ~atfOn.Department. Chairperson Pinnock told the Commission about the letter received from Mr. Drescher about a meeting on August 31, to see about forming ,;a Youth Commission, she urged all the Commissioners to attend this Vmeetin9 if possible. NONE Mr. Shea asked the Commission about using the Women's Civin~ Building (59 Winburn Way) for a Saturday Crafts Market to be held on the five Saturdays between Thanksgiving and Christmas. Chairperson Pinnock told the Commission that the building is zoned R-1, and that the City has given the Commission jurisdiction of the building. . PARKS- AND RECREATION ~ DIRECTOR'S REPORT (conti) eade Property LithiaSprings Lease Con ce rts Gazebo Wri tten Report MEETING DATE SET Vending Ordinance ADJOURNMENT e e MINUTES 8-24-78 PAGE 3 Bennett offered to continue to look into the rental of the property. Crawford offered to work with .Brian Almquist and Doug Graef on the Lithia Springs Lease. Mills and Pinnock will work the Concert on Tuesday and Crawford and Pinnock will work the Concert on the Fourth ,of September. ,- . .- r r.~ .v;rhe Skills bank is '~o.longer working on Park. The Rotar~ Club of Ashland has ------- P1 aced on fil e. the Gazebo at Triangle taken over the project. A study session was set for September 11, 1978 at 4:00 p.m. The meeting was adjourned at 9:00 p.m. Respectfully submitted, Wanda O'Neal, Secretary ASHLAND PARKS COMMISSION 411bvember 30t 1978 ATTEf':DANCE Present --- .~bsen t MINUTES Regular t.1eeting . October 24, 1978 Motion Spec; a 1 M~eti n C! November 14, 1978 r~oti on FINANCIAL REV IHJ Commentary OctOIier 31, 1978 ell s - John Ra 1 s ten CORRESPONDENCE AND COMMU'N I CAT IONS Change in Minutes Bob Nelson ~limentary County Budqet - Bikeway Curt Baker FielcLStudx Program Bi il Bol dt t~oTI on CITY ''OF ASHL~ND PARKS AND RECREATION COMt1ISSION REGULAR ~1EE11 NG The meeting was called to order at 7:35 p.m. by Chai rperson Pinnock. Ralston, Pinnock) Bennett) Crawford) Mills None The following correction was made in the minutes: Unfinished Business Fourth of July lIall the booths in thestreet,...1I Bennett moved, Ralston seconded to accent the minutes of October 24 as corrected. The vote w~s: 4 yes 0 no (Mills absent for vote). Crawford moved) t1ills seconded that we accept the minutes of November 14, 1978 as written. The vote was: 5 yes 0 no. Placed on file. The Commission aporoved the bills to be paid. Mr. Nelson1s memo reflected a change that should be made in t.he OctlJber 5,. 1978 minutes regaY'dinq the memo read to the Corrmission dUl ;ng the meeting about t1easure #6. The Commission asked that it be Kept on fil e. Letter regarding the Talent/Ashland Bikeway was placed on file. Bennett moved, CrmlJford seconded that the form be filled out to take part in the field study program from the University of Oregon. A letter will be written to the Universitv to explain the situation the department is in at the present time: The vote was: 5 yes 0 no. Fourth of July Activities Ms. Reynolds wrote to the Commission regarding the movinq of the - Betty Jo Reynolds. 4th of July activities to the Street, rather than having them continue in the Park. r1i 11 s was asked to \oJri te a letter to ~1s. Reynolds in regards to the Commissions action in moving the 4th of July activities. Pl aced on fi 1 e. ~s for Summer Lecture Seri es Bill Patton The letter conceminq having benches available for the surnmet' lecture series was read and placed on file. -- , ~ PARK COMMISSION MINUTES 11-30-78 PAGE 2 CORRESPONDENCE AND e COMMUNICATIONS (conti) Letter to Larry Naake The letter was read and placed on file. Calif. P & R Society AUDIENCE PARTICIPATION ON THE AGENDA Mr. Garcia told the Commission that he is interested in runninq some free workshops for the department to train pl ayground 1 eaders, etc. in working with the new games program. The new games is not competiti\ nor does it put up age barriers with those participating. There would not be a fee charged to those participating in the new games. Mr. Garcia asked for the Commissions support and sponsorship in runnin( this program. Ashland Christian Mr. Green explained to the Commission that he started a church. Fellowship - Andy Green and they are meeting at the Varsity Theatre ~resently, but that the facilities are not good for a church service. Mr. Green would like to rent the Women's Civic Building Sunday Mornings on a regular basis. Motion Mills moved, Ralston seconded that we let the Ashland Christian Fellowship use the building on Sunday mornings for the current rental rate of $17.50 for four (4) hours. The vote was; 5 yes 0 no. New Games Workshop Dave Ga rci a ~UDIENCE PARTICIPATION ... NOT ON THE AGENDA Ashland Fun Runs Ben Benjamin Motion Workshops by Peter Giffen and Ron Woolsey COMMITTEE REPORTS Bear Creek Greenway Jack Mills c uisition Committee Jack Mills Mr. Benjamin came to the Commission to ask that the rental fee be waived for use of the Women's Civic Building. The Ashland Fun Runs is having a pot luck dinner for those who participated in the Pilgrimage Marathon. t1r. Benjamin also explained to the Commission that the Ashland Fun Runs is sponsored by the Park Department. Crawford moved, Ralston seconded that we allow this group use"f the buil di ng for a pot 1 uck, and that a deposit of $15.00 be gl "en for care of the building. The vote was: 5 v, es 0 no. . . Ron Woolsey gave the Commission a rundown on the two workshops offered on gardening and horticulture. The first class had about 35 people the second class had about 25 people, and there is one more class to be held. Mr. Woolsey and Mr. Giffen would like to work with the Commission in acquiring a grant for the Wade Property. The Commission encouraged Mr. Woolsey to to go ahead in writing the report/grant. Minutes of Bear Creek Greenway were attached. Placed on file. Mills met with the Ashland Green~ay in November. Curt Baker was pleased with the vote in support of the Greenway funds. The Vogel's have expressed interest in the Greenway concerning their land along Ashland Creek. ... , PARK COMMISSION MINUTES 11-30-78 PAGE 3 COMMITTEE REPORTS (conti) ~rks Division-Jack Mills Mills was asked to write a letter to the Park Crew which all of the Commission will sign. Development Committee Recreation Division Jean Crawford Selection Committee Jean Crawford Fianancial/Budget John Ra 1 s ton Personnel - Bob Bennett Motion ~ UNFINISHED BUSINESS ,No report. Crawford read through the joint school/park aqreement~ and asked for questions and comrr-ents reqarding the agreement. Pinnock asked that a yearly review of the agreement be included in the agreement. It was also suggested that the 1972 agreement be included also. Recreation Policy will be written un for adult sports using the school facilities. The policy will include a job description for the supervisors. The Commission set a study session for 7:30 p.m. December 5, regarding adult snorts. Crawford listed items to be included in the recreation policy. The Selection Committee has narrowed the aoplicatioffito eleven. Questionnaires have been sent to the applicants, with a question as to date of arrival. Ralston had the written report given last month typed for each Commissioner and to be placed on file. The Commission set December 5, 1978 at 7:00 p.m. for a reviewing the job description for the Parks and Recreation Director. Bennett moved that we purchase a time clock for the Park Shop. Mills seconded. The vote was: 5 yes ~ no. The Commission asked that Joe Martinez bring to the December meeting di sci pl"i nary pol icy for Comnli ss i on cons i derati on. Chanqe in Operati on Benrl~tt asked that hi s proposal for change in the Operation Procedures Procedures-Bob Bennett be ~.; thdrawn. Lithia Springs Lease NEW BUSINESS Request for Ducks t~i cci e McNee Motion Communi ty Ski 11 s Bank Mari 1 yn Sha rgel Moti on ~ Amendment The lease with the City of Ashland for the Lithia Sprinqs property was signed. The lease is for a period of ten (10) years. Mills moved that we deny the request. Crawford.seconded. The vote was: 5 yes, 0 no. r'1s. McNeels request for ducks for Lazy Larson Creek Park was deni ed. Commi ss i oners asked Foreman, Joe Martinez, about the feeding of the ducks~ he told them that the ducks are fed on a regular basis. Ms. Shargel contacted the Commission by letter regarding a request from the Jacksonville Museum for i terns found in the Oregon Natural History museum. Ms. Shargel felt that the items where not the property of the Skills Bank to give away. Ralston moved, Mills seconded that we allow the museum to take the old newspapers, the tree stump with numerous acorn holes, the bricks and iron pieces from the old fire place, but not the mural pieces and chairs. They can also take the register. Crawford amended the motion~ Ralston seconded that we loan the items and also loan the things from the Wolter Estate. The vote on the amendment was:. 5 yes 0 no. The vote on the motion was: 5 yes 0 no. Ralston will write a letter to the Jacksonville museum. ,. , PARKS AND RECREATION MINUTES 11-30-78 PAGE 4 NEW BUSINESS (conti) tlange in Operating Pinnock moved, Ralston seconded that we change Section I, 1.6 Procedures-Nancy Pinnock Meetings. The vote was: 5 yes ~ no. (See attached change). Mati on Change in Operating Pinnock asked that her proposal. for change in the Operating Procedures-Nancy Pinnock Procedures be withdrawn. Verbal Report on Meeting in Eugene The Commission set a study session on Tuesday, December 12, 1978 at 7:30 p.m. at the Parks and Recreation Office to listen to the tapes from Eugene. Budget Decision Package Mills moved, Ralston seconded that we accept Decision Package #4 Park Division for Parks as stated in Bob Nelson's latest printout of November 29, Motion 1978. The vote \^lJS; 5 yes ~ no. Budget Decision Packaqe Bennett moved, Mills seconded that we go along with Decision Package Recreation Division #4 in the Recreation Budget. The vote was: 5 yes 0 no. Mati on ADJOURNMENT The meeting was adjourned at 10:50 p.m. Respectfully submitted, jJ;,t<bv ())';t.dJ e Wanda O'Neal, Adm. Secretary ASHLAND PARKS COMMISSION e 4lavember 30, 1978 ATTENDANCE Present .l\bsen t MINUTES Regular r.1eeting October 2~~ 1978 Motion Special Meetino November 14~ 1978 Motion FINANCIAL REVIEW Commentary October' 31, 1978 ell s - John Ra l's ton CORRESPONDENCE AND COMMUNI CATI ONS Change in Minutes Bob Nelson Supp1imentary County BudQet - Bikeway Curt Baker Field Study Program Bi 11 Bol dt t10ti on CITY OF ASHLAND PARKS AND RECREATION COt1r-1ISSION REGULAR r1EETING The meeting was called to order at 7:35 p.m. by Chairperson Pinnock. Ralston, Pinnock, Bennett, Crawford, Mills None The following correction was made in the minutes: Unfinished Business Fourth of July lIall the booths in the street_, ....11 Bennett moved, Ralston seconded to accent the minutes of October 24 as corrected. The vote was: 4 yes 0 no (Mills absent for vote). Crawford moved, r1i lls seconded that we accent the minutes of November 14, 1978 as written. The vote was: 5 yes 0 no. Placed on file. The Commission approved the bills to be paid. Mr. Nelson's memo reflected a charqe that should be made in the October '5,. 1978 minutes regardin,,'the memo read to the Commission during the' meeting about r.1easure "6. The Commission asked that it be kept on fi le. Letter regarding the Talent/Ashland Bikeway was placed on file. Bennett moved, Crawford seconded that the form be filled out to take part in the field study program from the University of Ol'egon. A letter will b~ written to the Universitv to exo1ain the situation the department is in at the present time.' The vote was: 5 yes 0 no. Fourth of July Activities Ms. Reynolds wrote to the Commission regarding the moving of the Betty Jo Reynolds 4th of July activities to the Street, rather than having them continue in the Park. Mills was asked to write a letter to Ms. Reynolds in regards to the Commissions action in moving the 4th of July activities. Pl aced on fi 1 e. enches for Summer Lecture Seri es Bi 11 Patton The letter conceminq having benches available for the summer lecture series was read and placed on file. ~ PARK COMMISSION MINUTES 11-30-78 PAGE 2 CORRESPONDENCE AND ~COMMUNICATIONS (conti) Letter to Larry Naake The letter was read and pl aced on fil e. Calif. P & R Society AUDIENCE PARTICIPATION ON THE AGENDA Mr. Garcia told the Commission that he is interested in runninq some free workshops for the department to train pl ayground leaders, etc. in working with the new games program. The new games is not competit1' nor does it put up age barriers with those participating. There would not be a fee charged to those participating in the new games. Mr. Garcia asked for the Commissions support and sponsorship in runnin, this program. Ashland Christian Mr. Green explained to the Commission that he started a church Fellowship Andy Green and they are meeting at the Varsity Theatre presently, but that the facilities are not good for a ,church service. ~1r. Green would like to rent the Women's Civic Buildinq Sunday Mornings on a regular basis. Motion Mills moved, Re1ston seconded that we let the Ashland Christian Fellowship use the building on Sunday mornings for the current rental rate of $17.50 for four (4) hours. The vote was; 5 yes 0 no. New Games Workshop Dave Ga rci a ..-/lUDIENCE PARTICIPATION ~ NOT ON THE AGENDA Ashl and Fun Runs Ben Benjamin Motion Workshops by Peter Giffen and Ron Wools ey COMMITTEE REPORTS Bear Creek Greenway Jack t1ills 4liCQUisition Committee Jack Mi 11 s Mr. Benjamin came to the Commission to ask that the rental fee be waived for use of the Women's Civic Building. The Ashland Fun Runs is having a pot luck dinner for those who participated in the Pilgrimage Marathon. Mr. Benjamin alsc explained to the Commission that the Ashland Fun Runs is sponsored by the Park Department. Crawford moved, Ralston seconded that we allow this group use of the building for a potluck, and that a deposit of $15.00 be given for care of the building. The vote was: 5 yes 0 no. Ron Woolsey gave the Commission a rundown on the two wor.kshops offered on gardening and horticulture. The first class had about 35 people the second class had about 25 people, and there is one more class to be held. Mr. Woolsey and Mr. Giffen would like to work with the Commission in acQuirinq a grant for the Wade Property. The Commission encouraged Mr. Woolsey to to go ahead in writing the report/grant. Minutes of Bear Creek Greenway were attached. Placed on file. Mills met with the Ashland Green~ay in November. Curt Baker was pleased with the vote in support of the Greenw~y funds. The Vogel's have expressed interest in the Greenway concerning their land along Ashland Creek. .,PARK COMMISSION MINUTES 11-30-78 PAGE 3 COMMITTEE REPORTS (contI) ~ks Division-Jack Mills Mills was asked to write a letter to the Park Crew which all of the Commission will sign. Development Committee Recreation Division Jean Crawford Selection Committee Jean Crawford Fianancial/Budqet John Ra 1 stan Personnel - Bob Bennett Mati on e UNFINISHED BUSINESS No report. Crawford read through the joint school/park aqreement, and asked for questions and comments reqarding the agreement. Pinnock asked that a yearly review of the agreement be included in the agreement. It was also suggested that the 1972 agreement be included also. Recreation Policy will be written un for adult sports using the school facilities. The policy will include a job description for the supervisors. The Commission set a study session for 7:31 p.m. December 5, regarding adult sports. Crawford listed items to be included in the recreation policy. The Selection Committee has narrowed the aop1icatioffi to eleven. Questionnaires have been sent to the applicants, with a question as to date of arrival. Ralston had the written report given last month typed for each Commissioner and to be placed on file. The Commission set December 5, 1978 at 7:00 p.m. for a reviewing the job description for the Parks and Recreation Director. Bennett moved that we purchase a time clock for the Park Shop. Mills seconded. The vote was: 5 yes ~ no. The Commission asked that Joe Martinez bring to the December meeting disciplinary policy for Commission consideration. Change in Operation Benn~tt asked that his proposal for change in the Operation Procedures Procedures-Bob Bennett be withdrawn. Lithia Springs Lease NEW BUSINESS Request for Ducks Miccie McNee Motion Community Skills Bank Ma ri 1 yn S ha rge 1 Motion e Amendment The lease with the City of Ashland for the Lithia Sprinqs property was signed. The lease is for a period of ten (10) years. Mills moved that we deny the request. Crawford seconded. The vote was: 5 yes ~ no. Ms. McNee I s reques t for ducks for Lazy Larson Creek Park was denied. Commissioners asked Foreman, Joe Martinez, about the feeding of the ducks, he told them that the ducks are fed on a regular basis. Ms. Shargel contacted the Commission by letter regarding a request from the Jacksonville Museum for items found i~ the Oregon Natural History museum. Ms. Shargel felt that the items where not the property of the Skills Bank to give away. Ralston moved, Mills seconded that we allow the museum to take the old newspapers, the tree stump with numerous acorn holes, the bricks and iron p.ieces from the old fire place, but not the mural pieces and chairs; Th~y can also take the register. Crawford amended the motion, Ralston seconded that we loan the items and also loan the things from the Wolter Estate. The vote on the amendment was:, 5 yes 0 no. The vote on the motion was: 5 yes 0 no. Ralston will write a letter to the Jacksonville museum. . .. PARKS AND RECREATION MINUTES 11-30-78 PAGE 4 NEW BUSINESS (cant') ~ge in Operating Pinnock moved, Ralston seconded that we change Section I, 1.6 Procedures-Nancy Pinnock Meetings. The vote was: 5 yes 0 no. (See attached change). Motion Change in Operating Pinnock asked that her proposal for change in the Operating Procedures-Nancy Pinnock Procedures be withdrawn. Verbal Report on Meeting in Eugene The Commission set a study session on Tuesday, December 12, 1978 at 7:30 p.m. at the Parks and Recreation Office to listen to the tapes from Eugene. Budget Decision Packaqe Mills moved, Ralston seconded that we accept Decision Package #4 Park Division for Parks as stated in Bob Nelson's latest printout of November 29, Motion 1978. The vote was; 5 yes ~ no. Budget Decision Packaqe Bennett moved, Mills seconded that we go along with Decision Package Recreation Division #4 in the Recreation Budget. The vote was: 5 yes 0 no. Mati on ADJOURNMENT The meeting was adjourned at 10:50 p.m. . Respectfully submitted, k};, t(V~ (/)'ltt{f) Wanda 01Nea1, Adm. Secretary ASHLAND PARKS COMMISSION . e . e . .", ~cember 7, 1978 ATTENDANCE Present Absent Joint Policy Statement School/Park Motion Di rector's Pas iti on Description Motion 411rt Savinq Proposal Motion ADJOURNMENT e CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING The meetinq was called to order ~y Chairperson Pinnock at 4:42 p.m. Bennett, Pinnock, Crawford, Mi 11 s, Ra 1 stan The Commission made the following changes in the Joint pOlicy with the School District. 1. Delete the worn sufficient under #1 of The Parks Department Aqrees: and change the words the schools to each school. 2. Delpte undpr The Parks Deoartment Aorees: #2 (custodians shall not be required co supervise anv qroUD.) and add the followinq sentence. Supervisors may instruct certain youth activities. Bennett moved, Crawford seconded that we acceot the Joint POlicy Statement and agreement both parts I and II, and submit it to the School Board as corrected at their regular meeting on December 11. The vote was: 3 yes ~ no. Bennett moved, Crawford seconded that we accent the position description for Director of Parks and Recreation as corrected and submitted at this time. The vote was: 3 yes ~ no. (See attached description) Jack Hall from Jack Hall's heating proposed to the Co~nission to change the boiler in the Women's Civic Building to a hot box system, which would keeo the water in the boiler at a constant temoerature and would not use as much oil in heating the water to h~Qf the building. Bennett moved, Crawford seconded that we aoprovethe proposal to change to the hot box system and have Wanda' check with Bob Nelson to see ~ f we can 'do thi s \'/i thin the budget. The vote was: 3 yes 0 no. With no further business, the meeting was adjourned at 6:10 p.m. Respectfully submitted, Milt/a- O/1e__jJ Wanda O'Neal, Adm. Secretary ASHLAND PARK COMMISSION - ,. e /t'; "., _' 'L~l - r' '~-,. ...i.: '~::,-I' C U I~>:>..- /.~ POSITION DESCRIPTION DIRECTOR OF PARKS AND RECREATION CITY OF ASHLAND DUTIES AND RESPONSIBILITIES Definitions: Commission - Ashland Parks and Recreation Commission Director - Ashland Parks and Recreation Director Personnel - All Parks and Recreation Personnel The Parks and Recreati on Di rector posi ti on inc1 udes many and varied responsibilities. The following is a list of the Directors duties and responsibilities. This position description is to be reviewed annually by the Commission Chairperson and the Director in May, and will be presented to the Commission for revision and/or approval in July of each year. I. Directors's Qualifications A. B. C. e D. E. F. Graduate from an accredited degree granting institution in Parks and Recreation Management or closely related field. Five (5) years experience in Parks and Recreation or equivalent training in related fields. Be a sound financial manager with demonstrated ability in understanding, preparing, and presentation of budgets. Be able to communicate both in writing and verbally in an articulate manner. Physical and mental health must be compatab1e with assigned duties and resposibi1ities. Must be wl11ing to establish residence in the City of Ashland within six (6) months of date of employment. II., Relationship to the Commission A. Director is responsible for bringing policy recommendations to the Commission. e B. The Director is responsible for executing policies of the Commission. C. The Director is responsible for developing Parks and Recreation programs consistant with the policies of the Commission. D. The Director is responsible directly to the Commission and can be released only by the Commission (refer to Section IX). E. The Chairperson of the Commission will act as the spokesperson on matters relating to Commission policy. '. '. JOB DESCRIPTION DIRECTOR PAGE 2 III. Commission Meetings A. The Director together with the Commission Chairperson shall set the Parks and Recreation Commission meeting agenda at least one (1) week prior to the Commission meeting. B. The Director will attend all Commission meetinqs and invite members of his staff to attend as needed. ' C. The Director is expected to provide technical and detailed information to the Commission relevant to agenda items. IV. Parks A. The Director together with the Commission are responsible for all dedicated park lands'in the City of Ashland. Park 1 ands are dedicated by the Ci ty Counci 1. B. The Director will recommend park policy and park program changes to the Commission for final approval. C. The Director is responsible for research and analysis relating to acquisition and development of Park land in the City of Ashland. D. The Director is responsible for maintaining and financing a park maintenance and operation program to include preparation of budgets for all park development and res torati on projects. V. Recreati on A. The Director and the Commission are responsible for, research and development of a year-round recreation program to meet the needs and interests of citizens of the City of Ashland. B. The Director is responsible for the executing of recreation programs within the Cfty of Ashland. C. The Director will secure qualified leaders to carry out special interest programs. D. The Director shall coordinate recreation programs with other community agencies and shall avoid duplication of programs. He will also serve as liaison between such agencies and the Conmission. -, ,. e e e ',/ JOB DESCRIPTION DIRECTOR PAGE 3 VI. Budget A. The Director is to keep the Parks and Recreation budgets separate and is responsible for keeping both within the approved fi gure. B. The Director will submit the preliminary and final budgets to the Commission prior to submission to the City Counci1/ Budget Committee. C. Budget preparation and coding should conform to other City Departments. D. Line item transfers of budgeted items must be presented to the Commission and approved by the Commission and the City Council. E. The Director is responsible for preparing, securing, and implementing all grant and bequests. VII. Personnel Matters A. The Director is responsible for hiring and releasing 'of all Parks and Recreation personnel and will advise the Commission on all personnel decisions. V II I . Sa 1 a ri es A. The Director1s salary is set ~y the Commission on an annual basis, prior'to the beginning of the fiscal year. B. All other salaries of employees will be set by the Director and approved by the Commission as part of the annual budget process. IX. Resignation of Director A. Must qive the Commission six (6) weeks notice. B. AccunrJ1ateso vacation time will not be included in notice ti me. X. Termination of Director A. Must be given six (6) weeks notice by a majority vote of the entire Commission. B. Notice will include vacation time. JOB DESCRIPTION DIRECTOR PAGE 4 , , .. XI. Outside Employment Permission to work at outside employment while employed with the Ashland Parks and Recreation Department may be granted by the Ashland Parks and Recreation Commission. If such approval is not received, the employee will not be allowed th work other than with the Parks and Recreation Department. In order to be approved, the outside employment must conform to the following: A. Be compatable with employee's city work. B. In no way detract from the efficiency of the emo10yee in his city work. C. In no way be a discredit to the city employment. D. Be understood that, in any situation wherein extra du~y will be necessary in an employee's city work such extra duty will be in preference to his outside employment. E. The definition of outside employment shall construed to include normal and major outside employment and shall not include the occasional job. Date of Approval Chairperson Vice-Chairperson . " ',' ..... .....;... .' .. -"~.'- ~ Treasurer Commissioner Commissioner Director ~ember 20, 1978 ATTE NDANCE Present Absent Recommendation of Selection Committee Moti on Sa 1 a }')' Mati on Emnloyee Policy r~otion ADJOURNMENT e e CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEET! NG The meeting was called to order by Chairperson Pinnock at 5:32 p.m. Mills, Crawford, Pinnock, Ralston Bennett The Selection Committee unanimously recommended to the Commission Mr. Ken Mickelsen from Watertown, South Dakota. Ralston moved~ Crawford seconded that we accept Ken Mickelsen as Parks and Recreation Director for the Citv of Ashland, as unanimouslv recommended by the Selection Committee. The vote was: 4 yes 0no. " Crawford moved~ Ralston seconded that we offer Ken Mickelsen $1,600 per month salary and pay UP to $1,500 moving expense. The vote was: 4 yes 0 no. Mills moved, Pinnock seconded that we accent the interim emo10yee policy as read. (See attached) The vote was: 4 yes 0 no. The meeting was adjourned at 5:42 p.m. ReSnec}fu11Y submitted, &L~~~ Wanda O'Neal, Adm. Secreta~y ASHLAND PARKS COMMISSION PASSED DECEMBER 20,1978 INTERIM EMPLOYEE POLICY During the interim period when the Parks and Recreation Department is without a director on the job the Ashland Parks and Recreation Commission vests the Park Foreman with the authority to enforce the existing City of Ashland employee policies on the Park crew. The Foreman shall keep the Commission informed at all times. This policy shall terminate when the director begins his employment. ~ December 28, 1978 ATTENDANCE Present Absent MINUTES FINANCIAL REVIEW Commen ta ry November 30, 1978 Bills - John Ralston CORRESPONDENCE AND COMMUNICATIONS CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEET! NG Chairnerson Pinnock called the meeting to order at 7:40 n.m. Mills, Bennett, Crawford, Ralston, Pinnock None None Placed on file. The bills were aoproved to pay. Ralston told the Corrmission that the office was contacted hv the DeMolay reqarding the summer youna adul t concerts that they quarded the barri cades at. They were told .. that thev wou1 d be paid for thi s servi ce. No wri tten agreement was made with the time and amount listed. Letter of Intent for Placed on file. Greenway - Brian Almquist Employee Pol icy Doug Graef AUDIENCE PARTICIPATION ON THE AGENDA AUDIENCE PARTICIPATION NOT ON THE AGENDA The letter was read and placed on file. Ralston was asked to respond to Mr. Graef's letter. None , ' Dave Whitney - Basketball Mr. Whitney expressed to the Commission his concern that the basketball season begin as soon as possible. The Commission told r~r. Whitney that later on the agenda was the joint School/Park Policy for use of School facilities. and when this is approved we can beain to plan the basketball season. 'Of i' . COMMITTEE REPORTS Bear Creek Greenway Jack Mill s Acquisition Committee Jack Mills Park Di vis ion Jack Mill s In the minutes of the November meeting Karen Smith states that they are wai tinq for the Letter of Intent from the City of Ashl and before they can any surveyinq for or in the City of Ashland. Pinnock added that the letter of intent was sent to the County by Mr. Almquist and that they have started surveying the Voqe1 property on Ashland Creek. The Jones/B~yant property appraisal has not come in yet. No report PARK COMMISSION COMMITTEE REPORTS (conti) MINUTES 12-28-78 PAGE 2 Development Committee None Crawford told the Commission about the two Christmas Ooen Nelson Gym programs going on at the present time. The programs are being held at Bel1viewElementary and Briscoe Elementary School. Because of lack of good publicity the programs lacked participants. Be11view had about 10-12 per day and Briscoe had about 6 per day. Nelson told the Commission that he met with the Basketball and volleyball people about getting the league started. Nelson suggested the fee be set at $150 for A league and that the rosters and fee be paid by January 5. A league would only have eight (8) teams allowed to play, B league did not have a set fee or number of rosters allowed. Every team must be represented at a meeting to be held on January 9, if someone did not show from a team, they were dropped from the league. Officials would be supplied from the teams themselves (two from each team) and would be paid $5 per game. A basketball coordina~or would be hired to direct the program and do all of the scheduling. Joi~t Policy Aqreement Mills moved, Crawford seconded to accept the Joint statement and Motlon agreement between the Park and Recreation Deoartment and the Ashland School District for use of their facilities. The agreement to be dated December 10. The vote was: 5 yes 0 no. Recreation Division Jean Crawford, Gary .. Part-time Temporary Pinnock talked with Dennis Beddard regarding a job descriotion for Basketball Coordinator a temporary basketball coordi nator and what procedures mus t be followed to hire this person. Mr. Beddard suggested that a contract be signed by the person and Nelson or Crawford. Moti on Selection Committee Financial/Budget Bennett moved, Mills seconded that we secure an interim Basketball person and the screening commi ttee be composed of Jean Crawford and Gary Nelson, and they should go ahead and write up a Job Description and set a deadline for applications just as soon as possible. The vote was: 5 yes 0 no. Ken Mickelsen was selected and voted on by both the Selection Committee and the Park Commission. Mr. Mickelsen has acceoted the position and will be resigning his position as of February 1, he hopes to be at work by February 7 or 8. None Personnel _ Bob Bennett Bennett presented to the Commission an employee policy. (See Attach~d) Motion Bennett moved, Mills seconded that we accept the policy. The vote was: 5 yes 0 no. UNFINISHED BUSINESS Bi ke Racing,at L i thi a S,ri nQs Jack Mil s Mills met with Mr. Otis about the bike raclng at Lithia Spring. The area they would like to use is away from the Gun Club area. Mills turned in some information he had received about the type of racing to be held, for a new Commission to work on with Mr. Mickelsen when he arrives. ,J r PARK COMMISSION MINUTES 12-28-78 PAGE 3 UNFINISHED BUSINESS (conti) Skateboarding-Jack Mills Mills moved, Bennett seconded t~ recommend that we do not get into Motion the skateboard business due to VNO (2) things: 1. Liability insurance cost and 2. money for buildinq a facility. The vote was: 5 yes ~ no. Motion Bennett moved, Mills seconded that we recommend to the City Council that skateboarding be not allowed in the streets of the City of Ashland because of the potential hazards. The vote was: 4 yes 1 no (Crawford). ' Museum and Wolter Estate Ralston told the Commission that he received a letter back from . Items to Jacksonville the Jacksonville Museum. Thev do not receive gifts on loan, Museum - John Ralston but would be willing to accept the gift, and loan it back to us if we are interested in displaying it. The Commission asked that Ralston check with the Ashland Historical Contnission (Lawrance Powell) to find out more about this option to the Commission by the Jacksonville Museum. Ralston was asked to report his findings at January regular meeting. . An oral report was given to the Commission on the change made in the heating system to change it to the hot box system. Bar~y Hoyt and Dale Bohannan went through the parks building to see what type of insulation and heating system could be used in the buildinq to help save on fuel costs. They will be submitting a written report to the Commission on their findings and suggestions. Energy Consultant Check on Park Building . Wanda O'Neal NEW BUSINESS Bear Creek Greenway Acquisiton Policy Revenue Sharing Key Man Insurance Appreciation Report Nancy Pinnock ADJOURNMENT The Commission set a study session for Wednesday, January 17, 1979 with Karen Smith and Richard Box, City Planner. A st~dy session was set for Thursday, January 18, 1979 to discuss Reveilue Sharing funding for the Parks and Recreation Department. Mills suggested to the Commission that they discuss next month the pOSSibility of covering Mr. Mickelsen with Key Man Insurance in case something should happen to him we would be covered in trying to replace him, rather then using so much in the budgets. Chairperson Pinnock expressed to Jack Mills and Bob Bennett her . appreciation and the appreciation of the Commission for their combined 20 years of service on the Parks & Recreation Commission. The meeting was adjourned at 10:10 p.m. RespectjUlly submi ~ted, , 0. tVit,~ Wanda O'Neal, Adm. Sec ta~y ASHLAND PARKS AND RECREATION COMMISSION January 18, 1979 ATTENDANCE Present Absen t Basketball Coordinator Salary - Dave Whitney Motion Use of Park Truck Mati on ADJOURNMENT CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING Pinnock called the meeting to order at 7:15 p.m. Pinnock, Nelson, Crawford, Sears,(Ra1ston arrived at 7:50 p.m.) None Dave Whitney presented a memo to the Commission with his proposal for the pay scale and use of one of the Park Trucks for transportation of equipment to and from games~ and getting the scores for publication to the Tidings. Discussion of the use of a Park truck ,and salary continued. Crawford moved, Nelson seconded that we pay Dave $450 for the season for the dates established to include responsibility for Women's basketball. The vote was: 4 yes,- ~'no (Ralston absent). Sears moved, Crawford seconded to deny the reques t for use of a Park vehicle. The vote was: 5 yes 0 no. The meeting was adjourned at 8 p.m. Respectfully submitted, ;J~~ Wanda OINea1, Adm. Secretary ASHLAND PARKS AND RECREATION COMMISSION CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEET! NG JANUARY 31, 1979 - 7:30 p.m. AGENDA ROLL CALL ELECTION OF OFFICERS Chai rperson Vice-Chairperson Treasurer MINUTES Regular Meetings - November 30, 1978, December 28,- 1978 Special Meetings - December 7, 20, January 18, 1979 FINANCIAL REVIEW Commentary - December 31, 1978 Bills - John Ralston Budget - Review Recreation Programs for 79-80 CORRESPONDENCE AND COMMUNICATIONS Ashland Little League - Jerry Hauck Money for Christmas Tree - Class of 179 - Kim Insley, Debbie Pinnock Weatherization Reports - Dale Bohannan, Bar~y Hoyt 59 Winburn Way 1699 Homes Avenue Structural Evaluation of Present Park Building at 59 Winburn Way Letter to Dale Bohannan from Nancy Pinnock Vacation Open Gym Reports Briscoe Elementary Bel1view Elementary Ashland Fun Run Report - Chuck Taubner AUDIENCE PARTICIPATION ON THE AGENDA Dave Garcia - New Games Program Ashland High Honor Society Dave Whitney - Basketball AUDIENCE PARTICIPATION NOT ON THE AGENDA COMMITTEE REPORTS Bear Creek Greenway - Minutes of December 12, 1978 Goals and Objectives ' Recreation Division -Gary Nelson Basketball Program and Budget Financial/Budget - John Ralston UNFINISHED BUSINESS PARK COMMISSION AGENDA 1-31-79 PAGE 2 UNFINISHED BUSINESS Museum and Wolter Estate Items ~ John Ralston NEW BUSINESS Change in Operating Procedures - Nancy Pinnock Current Status of LWCF - Nancy Pinnock Park Report - ~'ancy Pinnock Contracting Tree Work ITEMS FOR NEXT MONTHS AGENDA MEETING TIME NEXT MONTH February 22, 1979 - 7:30 p.m. Revenue Sharing ADJOURNMENT NOTE BEAR CREEK GREENWAY SLIDE PRESENTATION WILL BE PRESENTED AT 7:30 p.m. by NEIL LEDWARD, DIRECTOR OF JACKSON COUNTY PARKS ~ January 31, 1979 ATTENDANCE Present Absent Bear Creek Greenway Slide Presentation ELECTION OF OFFICERS Chairperson Motion Jean Cra\lJford Vice-Chairperson Motion John Ra 1 s ton Treasurer Motion Berni e Sears j'INUTES l~egu1 ar r~eetings Motion November 30, 1978 December 28, 1978 Special t~eeting December 7, 1978 December 20, 1978 ~-anuary 18, 1979 FINANCIAL REVIEW Commentary December 31, 1978 Bills John Ralston Budget CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING The meeting was called to order at 7:30 p.m. by Chairperson Pinnock Pinnock, Crawford, Nelson, Ralston, Sears None Neil Ledward, Jackson County Parks and Recreation Director, presented the Bear Creek Greenway slide presentation and narrative for the Commission and public attending the meeting. Ralston moved, Sears seconded that Jean Crawford be nominated as Chairperson. Nelson moved, Sears seconded that nominations for chairperson be closed. The vote was: 5 yes 0 no. Pinnock moved, Nelson seconded that John Ralston be nominated vice-chairperson. Sears moved, Nelson seconded that nominations for vice-chairperson be closed. The vote was: 5 yes 0 no. Nelson moved, Pinnock seconded that Bernie Sears be nominated treasurer. Ralston moved, Nelson seconded that nominations be closed. The vote Was: 5 yes 0 no. Ralston moved, Nelson seconded that we approved the minutes. vote was: 5 yes 0 no. Tr. · Pinnock commented that she talked with Bob Nelson regarding the cash carryover. Mr. Nelson believes there will be more then he had predi cted earl i er with the cash can'yover. We wi 11 need to make a decision on possibly cutting the tax levy even more with this development. No major or outstanding bills. Pay January bills. Chairperson Crawford asked the public attending the meeting for input in policy making and budget preparation. She suggested if they have any information to call the Pai'l-:s & Recreation Office during office hours. A meet'j ng \.Ji 11 be set to go over l'evenue shad ng reques ts. PARKS AND RECREATION CORRESPONDENCE AND COMMUNICATIONS Ashland Little League Jerry Hauck Motion Money For Christmas Tree Debbie Pinnock Kim Insley Weatherization Reports Dale Bohannan Ba rry Hoyt Structural Evaluation 59 Wi nburn Way Fire Inspection Report Jerry Gl i nes MINUTES 1-31-79 PAGE 2 4 '" Pinnock moved, Sears seconded that we approved the little league lease for 1979 as it was written in 1978. The vote was: 5 yes 0 no. Miss Pinnock told the Commission that in January, 1978 the Junior class donated $200.00 for a living Christmas tree to be placed down town. The class would like to have the tree in the down town area by March 15 or have the money returned to them. Mr. Graef did check on several areas to place the tree and was turned down by the State Highway Division. Sears will work on finding a location to place the tree and Ralston will respond to the letter. Each Commission member was given a copy of the letters from the Building Intpector, ~ale Bo~annan and Barry Hoyt, Weatherization . Consul tant~' Jerry Gll nes, Fl re Marshall. The 1 etters were concernl ng the need for insulation of the Parks and Recreation BUildings at 1699 Homes Avenue and 59 Winburn Way. The letter from Jerry Glines was regarding the fire inspection report on the building at 59 Winburn Way. These letters along with the letter on the structural evaluation of the building at 59 Winburn Way will be used for revenue sharing requests. Vacation Open Gym Reports The written reports from program supervisors were placed on file. Briscoe El ementary No major probl ems were reported during the program. Attendance was BeJJyj ew Elemg!lt~ extreme ly low, but thi s may be due to the '1 as t mi nute setting up of the program and the publicity. Ashland Fun Run Report The report was read and placed on file. Chuck Taubner AUDIENCE PARTICIPATION ON THE AGENDA New Games Program Dave Garcia Mr. Garcia asked the Commission if they would like to participate in the New Games mini-workshop with him to see what type of activities would take place during a regular tournament. Mr. Garcia gave the Commission in his letter a tentative planning schedule as follows: In February, 1. Play with Commissioners, 2. Coordinate site, 3. Prepare letter to be distributed to schools, youth groups, recreation agencies, etc. In March, 1, Recruit play leaders, 2. Have orientation. In April, 1. Have play sessions to get the leaders confident about games, 2. Final Coordination, 3. Publicity. In May, have New Games Tournament. After some discussion of the concept of New Games, the Commission set Saturday, February 17, for the workshop on New Games at 9:30 a.m. at the Parks and Recreation Building, 59 Winburn Way. The Commission invited the press (Joe Cowley and Jeff Durham) and their families and the Park Crew and their families. Ashland High Honor Society The Ashland High Honor Society is putting on a Debbie Pinnock Senior Citizens of Ashland and would like to know use the Parks and Recreation building (59 Winburn regular fee waived. Nelson moved, Ralston seconded that we waive the fee. was: 5 yes ~ no. PARK~ AND RECREATION " AUDIENCE PARTICIPATION ON THE AGENDA (conti) Basketball Program Da ve Whitney Motion Moti on AUDIENCE PARTICIPATION NOT ON THE AGENDA Marie Wise Valentine Productions Motion Richard Otis Bike Racing MINUTES 1-31-79 PAGE 3 Mr. Whitney gave the Commission a rundown of the present basketball program for adults in Ashland. Mr. Whitney told the Commission that the quality of basketball being played is far superior to the officiating being done. Whitney suggested that the Commission suspend league play (A league only) for one week, 9valuate the goals of the program and list the problems and what action will be taken. Nelson and Crawford will meet with Whitney to see what action will be taken. Pinnock moved, Sears seconded that this commission adopt a policy that if the conditions set down in the basketball booklet, the school/park agreement and the school rules and any additional conditions the Chairman and the Recreation Commissioner might adopt, if they are broken, that this Commission will go on record as suspend'ing the Adult Basketball season for this year. The vote was: 4 yes 0 no 1 abstain (Nelson). pl^ogram for the if they caul d Way) wi th the The vote Ms. Wise told the Commission that she is with Valentine Productions and she would like to have the Commission support a production they will be doing February 13 and possibly the 14th. The school superintendent and school district are also supportive of this prod!'::tion. After some discussion of the Recreation Budget and who wlll benefit from the production, the Commission made the following motion. Ms. Wise asked that the Commission give them $100 for operating costs. Pinnock moved, Sears seconded that based on an okay from Mr. Nelson that the budget figures are adequate in this winter quarter in the fiscal year program budget, that we have adequate funds, that we support this program. The vote was: 5 yes 0 no. Mr. Otis told the Commission that on Sunday from about 10:30 until late afternoon there would be a bike racing show similar to what he would like to see started in Ashland sponsored by the Ashland Parks and Recreation Department. Chairperson Crawford asked Nelson if he would attend the Bike Racing Show and report back to the Commission at its regular meeting in February. Nelson asked Mr. Otis what type of insurance is provided on practice days? Mr. Otis will check into the insurance provided on practice days by the Medford Parks and Recreation Department. PARKS AND RECREATION COMMITTEE REPORTS Bear Creek Greenway Berni e Sears Goals and Objectives Recreation Division Financial/Budget UNFINISHED BUSINESS Museum and Wolter Estate Items NEW BUSINESS Change in Operating Procedures Nan cy Pi nnock Moti on Current Status of LWCF Nancy Pinnock Pa rk Repo rt Nancy Pinnock Tree Bids Moti on ADJOURNMENT l MINUTES 1-31..;79 PAGE 4 The Committee was given an update on the purchase of land in the Table Rock Area. A special meeting was set up for January 24. Chairperson Crawford went to the special meeting on Nature Conservancy. The slide show (presented tonight) is completed and ready to be shown to any interested groups, just contact the Jackson County Parks and Recreation Department. Also the new Bear Creek Greenway brochure is ready to be passed out. Judith Nebot contacted the Parks office and asked if the Commission would let her know a good weekend in February to have some people give a workshop on land acquisition and nature conservancy. There is a possible cost of $25 per person. The Commission felt that they would like the workshop after Ken Mickelsen the new Park Director arrives at the end of February. The Commissioners are to get back to Chairperson Crawford with additions and deletions for the Bear Creek Greenway Goals and Objectives. None None Ralston had checked with Lawrance Powell for the Ashland Historic Commission to see if in the future Ashland plans on putting in a museum. Mr. Powell said that this is not likely in the near future and it might be possible to borrow them back from the Jacksonville museum for display in Ashland. The Commission directed Ra1 stan to check with Mr. Ron Sal ter, City Attorney, on the 1 egc'l ity of the contracts discussed and presented in the December 1978 ml'eting. Nelson moved, Sears seconded that this proposal be accepted. The vote was: 5 yes 0 no. (See attached.) Pinnock talked with Jay Robinson, Jackson County Parks, and he felt we would know a starting date in February. Pinnock told the Commission about the Tree bids and getting some of the more dangerous trees out up to $500 worth. Nelson moved, Pinnock seconded to accept the tree bid form for tree work. The vote was: 5 yes 0 no. With no further business the meeting was adjourned at 10:20 p.m. Respectfully submitted, Wanda OINeal, Secretary ASHLAND PARKS COMI~Is.sInrJ February 13, 1979 ATIENDANCE Present Absent Historic Committee L ithi a Park National Register REVENUE SHARING CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING Chairperson Crawford called the meeting to order at 7:50 p.m. Crawford, Pinnock, Ralston, Nelson (9:20 p.m.) Sears The Commission set a meeting for Tuesday, February 20, at 7:30 p.m. with Rod Reid from the Historic Committee. The present recreation budget is $37,181.00. Pinnock moved, Ralston seconded that we request $37,181 in Revenue Sharing funds for the Recreation budget. The vote was: 3 yes 0 no. Greenway Re-app~riation Ralston moved, Pinnock seconded that we ask for $10,000 carryover $10,000 Motion to this budget (1979-80). The vote was: 3 yes 0 no. Recreation Budget Mati on Greenway Appropriation ~50,000 Motion Retaining Wall t'10ti on Historic Preservation Lithia Park Recreation Building 59 Wi nburn Way Pinnock moved, Ralston seconded that we request an allocation of $50,000 for additional Greenway acquisition within Ashland for new appropriation. The vote was: 3 yes 0 no. The Commission would like to stress the fact that this allocation by the City for $50,000 could be matched to bring the total to $200,000. The buying power would be much greater. The Commission discussed the liability if the houses possibly fallin9 into the park below. Jim Sims suggested to the Commission that they talk with Ron Salter to see what the liability would be, and VJllo would be responsible. Mickelsen suggested to the Commission thct they table this proposal and see about BOR funds for this pl'oje(t. Pinnock moved, Ralston seconded to table this item to be consid,red when we do long-range planning for Lithia Park. The vote was: 4 yes o no. The Commission discussed the nomination of Lithia Park to the National Register. The Commission will be meeting v/ith Rod Reid, Historic Commission, to discuss the historic nomination of Lithia Park. Chairperson Crawford read for the Commission the lettel^ from the building inspector regarding the needed repairs for the building. The Commission discussed the possibility of just doing the necessar,Y repai rs as recommen ded by the City Fi re 1'1 a rs ha 11. r~'i eke 1 sen told the cO!ffi1ission that in talking ~lith the people in the community there is a need for a community recreation center. If you make a committrnent on this building to repair it, it may limit the possibility of getting a better recreation center. It was brought to the attention of the Commission that we do receive rent from the Senior Center. PARKS AND RECREATION REVENUE SHARING Recreation Buildin 59 Winburn Way conti) Motion Hunter Trust Moni es Pool Site P ri 0 rity Lis t Adjournment MINUTES 2-13-79 PAGE 2 Pinnock moved, Ralston seconded that pending the outcome of a meeting with the director, chairperson, and the council liaison with Brian, and in the event we hold responsibility for the Winburn Way building, we request from Revenue Sharing those items as deemed necessary under codes and laws to whit, fire needs and plumbing needs at this time. The vote was: 4 yes ~ no. The Commission discussed the possibility of using the Hunter money to begin the pool, if not, we should look at other uses for the money. The Commission set the Revenue Sharing requests in the following order: 1. Recreation Budget ($37,181), 2. New Greenway appropriation ($50,000), 3. Winburn Way building (Cost depending upon respons i bil ity) . Remind council of Greenway appropri ati on made last year ($10,000). The meeting was adjourned at 10:55 p.m. Respectfully, Wanda O'Neal, Secretary ASHLAND PARKS COMMISSION CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING FEBRUARY 22, 1979 - 7:30 p.m. AGENDA ROLL CALL MINUTES Regular Meeting - January 31, 1979 Special Meeting - February 13, 1979 FINANCIAL REVIEW Quarterly Report - December 31, 1979 Commentary - January 31, 1979 Bills - Bernie Sears CORRESPONDENCE AND COMMUNICATIONS Ashland Fun Run Report - Kathie Rivers AUDIENCE PARTICIPATION ON THE AGENDA Jim Cox - Valentine Productions AUDIENCE PARTICIPATION NOT ON THE AGENDA COMMITTEE REPORTS . Bear Creek Greenway - Gary Nelson Recreation Division - Basketball Financial/Budget - Bernie Sears UNFINISHED BUSINESS Museum and Wolter Estate Items - John Ralston Christmas Tree - Bernie Sears Bike Racing - Gary Nelson NEW BUSINESS Spring Recreation Swim DIRECTOR1S REPORT Wade Property House - Bernie Sears ITEMS FOR NEXT MONTHS AGENDA MEETING TIME NEXT MONTH March 22, 1979 - 7:30 p.m. ADJOURNMENT .. " February 22, 1979 ATTENDANCE Present Absen t MINUTES Regul ar Meeti ng January 31, 1979 Spec; al Meeting February 13, 1979 Moti on FINANCIAL REVIEW Commentary January 31, 1979 Bills - Bernie Sears Moti on CORRESPONDENCE AND COM~1U N I CA T IONS Ashland Fun Run Report Kathie Rivers ~ackson C2_unty Parks & Recreat10n Advisory BJard - Recreation Pl an AUDIENCE PARTICIPATION ON THE AGENDA Jim Cox - Valentine ---p-r6ducti ons NIDIENCE PARTICIPATION NOT ON THE AGENDA ,G..~D e H a C!.9 )-10 11.:-. N E;~Y_i:i..~~ CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Crawford called the meeting to order at 7:35 p.m. Pinnock, Crawford, Nelson, Ralston, Sears None Ralston moved, Nelson seconded to approve the minutes as written. The vote was: 5 yes 0 no. Sears talked with Bob Nelson, Finance Director, and he estimates the Park Division cash carryover to be approximately $11.000 more than anticipated. It was suggested that we find out why we have this cash carryover before cutting our tax levy as suggested by Mr. Nelson last month. Director Mickelsen said he feels we are in good financial shape at this time. The Commission discLissed the neVJ bill l'ist, it \'Ja~ s:..:ggested that a that other changes may be made list will be made twice a (2) days prior to signing the total be added for each division and later as deemed necessary. The bill month and sent to the Commission two che cks. Ralstln moved, Pinnock seconded to pay the bills. yes ~ no. The vote was: 5 Pl aced on fi le. There will be a meeting in Ashland at the Parks and Recreation building (59 Winburn Way) to get public ;nput and comment on needs, goals and recreational opportunities within the County. The meeting will be March 1 (Thursday) at 7:30 p.m. Mr. Cox gave the Commission a written report of the total audience (530) and the incoloe and expense for putting on the production. Mr. Cox fel t that the production \^,as well recei ved by all audiences. and thanked the Commission for their support. r~r. Haag expressed interest in L ithi a Pat'k and offered hi s hel p In any way possible.. PARKS AND RECREATION COMMITTEE REPORTS .. MINUTES 2-22-79 PAGE 2 '- Nelson told the Commission that at the BCG meeting properties were named that appraisals have been started on. Mickelsen told the' Commission that matching money expires on March 31, 1979 if it is not committed. Neil Ledward is working on using the match in Jackson County but not specificly in Ashland. Mickelsen will write a letter to our State Senator asking for support of the Greenway. Recreation Division Nelson told the Commission that after the meeting with the managers Basketball-Gary Nel son of the IIAII league teams, the 1 eague has run much smoother. There was also a change in the officiating. Bear Creek Greenway Gary Nel son Financial/Budget New Commi ttees UNFINISHED BUSINESS Museum and Wolter Estate Items - John Ralston Christmas Tree - Bernie Sears Bike Racing Gary Nelson NEW BUSINESS Spring Recreation Swim None Chairperson Crawford appointed the following people to head the following committees upon the recommendation from Director Mickelsen. 1. Bear Creek Greenway - Gary Nelson 2. Ashland Creek Greenway - Nancy Pinnock 3. Recreation - Gary Nelson and 4. Facility Development - Bernie Sears and John Ralston. Crawford will sit in on the Committees as an ex-officio member. Ralston talked with Ron Salter, City Attorney, about the legality of giving the items to the Jacksonville museum. He said Ralston could write up a deed of gift with the provision of getting the items back to display in Ashland, if we so desired. After some discussiont Sears recommended to the Commission that the Class of '79 be given two choices for planting the Christmas tree that they donated money for. The two places are: 1. Entrance to Lithia Park near Shakespeare stairs and 2. Triangle Park, north of gazeL~. Mickelsen will write a letter to Miss Debbie Pinnock telling her ,.f the two choices. Nelson reported to the Commission that he attended the Bike racing in Medford. Mr. Otis is suppose to get back to him on the insUl~ance for practice days. The Commission discussed the need for a total park land priority list, to include all lands in the jurf8iction of the Commission and the land to be dedicated at a later date (Wade and Lord Properties). Mickelsen also told the Commission that in conjunction with the park land priority list a survey of City needs should be done. The Commission also discussed the problem of damage to the area used for the track and that it could not be used for any other recreation after bike racing is completed. Director Mickelsen told the Commission that if they want a Spring recreation swim that it is his job to organize it and get it going. .. .. PARKS AND RECREATION DIRECTOR'S REPORT Wade Property House Berni e Sears Skill s Bank BOR Projects Horticulture Training Project Ballroom Dancing Chri s tmas Tree Cash Flow .Tree Bi ds MINUTES 2-22-79 PAGE 3 Sears recommended to the Commission three ways to use the Wade House: 1. Have the Fire Department use it as a practice h~u~e.. .. 2. Contract for removal of materials, place a speclflc tlme llmlt for removal. 3. Use for habitat for park employee. Sears talked with Brian Almquistt City Administrator, and he suggested the same, but in a different order. 1. Use for habitat for park employee (not holding City liable) 2. Contract for removal of materials. 3. Have Fire Department use as a practice house. Sears recommended to the Commission that Mickelsen write a letter to Brian Almquist recommending the removal of the House on the Wade property in the best way possible. Director r~ickelsen talked with Marilyn Shargel of the Skills Bank, he told her that the department would pay for the hook up of the water line. Mrs. Shargel told him that the Skills Bank would be willing to pay for half of the cost approximately $85.00, and they would do the work in installing the line. Director Mickelsen called Salem, and they would not give us a defini te commitment for a starting date on either project. Mickelsen talked with Ron Woolsey regarding the Community Garden and greenhouse he v/Ould like to set up in an Ashland Pai'k. They would also like to charge a fee for the classes, at least to cover the cost involved. Mr. Woolsey mentioned Hunter Park or Garden Way Park as sites for the Greenhouse and Garden Site. The Commission asked if it was necessary to have a structure. After more discussiont Mickelsen was asked to look into tl'e fee schedule and use of the Wade property. John Poole contacted Director Mickelsen regarding offering ballroom dancing for this department. He sent a letter telling about the classes and his fee schedule. The Commission approved of offering the cl asses through the department after the Di rector checked the references and the fees will be set by Mickelsen. . Mrs. Dale Hoover called the department and offered a place to set the tree until the appropriate place is found. Mickelsen recommended to the Commission that the donations be kept separate as in the past. Director Mickelsen told the Commission that the tree bids are out and the date to have them in is February 26 (Monday) at 2 p.m. The Commis.sion set a special meeting for Tuesday, February 27 at 12 noon. Mickelsen told the Conmission that he will open the bids at 2p.m. on Monday and make a recommendation to the Commission on Tuesday at the special meeting. PARKS AND RECREATION Dinner for Jack Mills and Bob Bennett ADJOURNMENT MINUTES 2-22-79 PAGE 4 .' ..- ., The Commission set a time for dinner with Bob Bennett and Jack Mills for Monday, March 26, 197~ at 6:30 p.m. The Dinner will be held at Jazmins. The meeting was adjourned at 10:00 p.m. RESPECTFULLY SUBMITTED, M'vt"vi~ ~~ Wanda O'Neal, secreta~ Ashland Parks Commission CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING February 27, 1979 Vice-Chairperson Ralston called the meeting to order at 12:30 p.m. at the Cheshire Cat. ATTENDANCE Present Pinnock, Sears, Ralston Absent Crawford, Nelson Mickelsen recommended to the Commission the low bidder (Bill IS Tree Service) for doing the tree trimming work. The bid was for $5840.00. Mickelsen will check into their insurance coverage to see that it is acceptable. Sears moved, Pinnock seconded to accept the low bidder (Bill IS Tree Service). The vote was: 3 yes, ~ no. The meeting was adjourned at 12:35 p.m. Res. p. ectfully sUbmi. tt.i1 e , / dz icff;:L, 0; 1wf Wanda O'Neij.l, Secre'tary ASHLAND PARKS COMMISSION Tree Bi ds Moti on ADJOURNMENT CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING Ma rch 19, 1979 ATTENDANCE The meeting was called to order by Chairperson Crawford at 9:40 a.m. P resen t Pinnock, Crawford, Nelson Absent Ral s ton, Sears 1979-80 Budget Motion Pinnock moved, Nelson seconded to rescind the motion on November 30, 1978 to approve the budget. The vote was: 3 yes ~ no. Nelson moved, Pinnock seconded that we recommend to the Budget Committee and the City Council the 1979-80 budget for $419,238 approved by the Commission. The vote was: 3 yes 0 no. With no further business, the meeting was adjourned at 9:45 a.m. R~SPjctfUll~SUbmit ed, a~ . Wanda O'Neal, ecretary ASHLAND PARKS AND RECREATION COMMISSION Moti on ADJOURNMENT III. CITY ~II= f\SHL/\ND P/\RKS AND RECREi\TiOi'J CO:,l:\J;::;SION REGLIL.t,R mTTI NG MARCH 28, 1979 - 6:30 r.m. - ~OMENS CIVIC BUILDING 1. ~';EETH!G TO ORDE~, & ROL L U\LL '11. PJ rRCJVAL OF tqINllTES REVIEW OF BILLS & FINANCES I" v. /lUDIENCE PARTICIi);;nON ON I\GErmA A. E'lizabeth p(jtte)~" Stah~ of Orf.qon Historical Soc et.Y~ Placement of Lithia Park on :~ation(d, R2gister of Historic Paces V. AUDIENCE PARTICIPATION NOT ON AGENDA VI. (,OI\jli\~ITTEE HEPORTS MiD R:::COfv:HEn)!\TJONS I~. B(~a.r C;A(~ek Greer.vlay B. Recreation 1. basketbc:'ll Report 2. Re COlr,Dl2~1 cia 't. i 011 on R\:'.,Tea.ti on Pol i cy fo r Depa rtrnen t 3. Re comrr:en dati 0:1 or. :-=-.p ri n 9 Sltr! mtni n 9 P rogri.vn C, fIsh" and G~'~'2nv'c1Y ... ReC0I11IT1E,Yldat-io"\ Oil Gteenvl:,lY Pol i cy for DE~pal'tf!lent VII. U[~FINISH[D SUSIi'~ESS A. \,joltf~rEstat,=- B. Christmas Tree C. Landi.'ta Corpor:'ltiJn .. ~,le2d t.o corf; I'm the acceptance of the pent ../- and a cOil-,mi ttnx;nt to n!i)i 'Ita; nit. V II 1. NU! BUSHESS' ~~..."\l.(. .'- ~ \..,'1\(~ N\Z",~ti'> ,-- 1 {~a~'t X. 1'JJ~c~ s~.(l," y~",C,~ .. XI . "\~ '" ,:" ,tQ' ~-) \ -\"..." XII. (" /', ' ~:. ,{..,~ ~Y' ,ll' XIII 'I. I~. Policy on reserv'jng an?('tS, ilncl fee for Lithii:i Park B. Re\!'ievv and reoypr;h::ndat-lons en pal'icyand fee structure for Buildin9 usage 1. L~Gmens Civic 8uilding 2 Hunter Park \ Ar-)"~ 1'0 If ct'l CJ' 1~ rle~ OJ t"tmp '1 + ", -, ;::'n'l -i ('" \'l an U 0- 'I' .. u,,\1. 0- t". L, :j.... "..I.\..'" J U -'J' II " ''''' Authcn'; za t'i O:J far bi (1'; on Tennis COLwts _ f\~ If!<. 'I h,).'" '.: '~ C. D. IX. 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