Loading...
HomeMy WebLinkAbout1979-03 Minutes ~uary 18, 1979 ATTENDANCE Present Absent Basketball Coordinator Salary - Dave Whitney Moti on Use of Park Truck Meti on ADJOURNMENT . . JI'"'"""'IIf, CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING Pinnock called the meeting to order at 7:15 p.m. Pinnock, Nelson, Crawford, Sears,(Ralston 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 responsibili ty for Women"s basketball. The vote was: 4 yes,.fr'-no (Ralston absent). Sears moved, Crawford seconded to deny the request 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 O'Neal, Adm. Secretary ASHLAND PARKS AND RECREATION COMMISSION ~uarY 31, 1979 ATTENDANCE Present Absent Bear Creek Greenway Slide Presentation ELECTION OF OFFICERS Chairperson Motion Jean Crawford Vice-Chairperson Motion John Ral ston ~ Motion Berni e Sears MINUTES Regular Meetings Motion November 30, 1978 December 28, 1978 Sped al Meeting December 7, 1978 December 20, 1978 January 18, 1979 FINANCIAL REVIEW Commentary December 31, 1978 Bills John Ralston ~ 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. Nel son moved, Sears seconded that.,nom,inations for chai rperson 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. The Pinnock commented that she talked with Bob Nelson regarding the cash carryover. Mr. Nelson believes there will be more then he had predicted earlier with the cash carryover. We will 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 preparati.6n. She suggested if they have any information to call the Parks & Recreation Office during office hours. A meeting will be set to go over revenue sharing requests. PARK~ AND RECREATION CORRESPONDENCE AND COMMUNICATIONS ~land Little League Jerry Hauck Motion Money For Christmas Debbie Pinnock Kim Insley Weatherization Reports Dale Bohannan Ba rry Hoyt Structural Evaluation 59 Wi nburn Way Fi re Inspection Report Jerry Gl ines MINUTES 1-31-79 PAGE 2 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. Tree 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 Bui 1 di ng Inj.pector, Dale Bohannan and Barry Hoyt, Weatheri zation Consul tantQ' Jerry Gl ines, Fi re Marshall. The 1 etters were concerning the need for insul ation of the Parks and Recreation Buil dings 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 Elementary No major problems were reported during the program. Attendance was .ellview Elementary extremely low, but this may be due to the :lastminute 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 De distributed to schools, youth groups, recreation agencies, etc. In March, I, 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. PARK> AND RECREATION AUDIENCE PARTICIPATION ~N THE AGENDA (conti) _ketball Program Dave Whi tney 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, evaluate 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 wi 11 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 roles and any additional conditions the Chairman and the Recreation Commissioner might adopt, if they are broken, that this Commission will go on record as suspending the Adult Basketball season for this year. The vote was: 4 yes 0 no 1 abstain (Nelson). Ashland High Honor Society The Ashland High Honor Society is putting on a program for the Debbie Pinnock Senior Citizens of Ashland and would like to know if they could use the Parks and Recreation building (59 Winburn Way) with the regular fee waived. Motion Nelson moved, Ralston seconded that we waive the fee. The vote was: 5 yes 0 no. Motion .IENCE PARTICIPATION OT ON THE AGENDA Marie Wise Valentine Productions Motion Richard Otis Bike Racing . Ms. Wise told the Commission that she is with Valentine Productions and she would like to have the Commission support a production they wi 11 be doing February 13 and possi bly the 14th. The school superintendent and school district are also supportive of this production. After some discussion of the Recreation Budget and who will 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 tjpe of insurance is provided on practice days? Mr. Otis will check into the insurance provided on practice days by the Medford Parks ami Recreation Department. P~RKS AND RECREATION COMMITTEE REPORTS ~r Creek Greenway Berni e Sears Goals and Objectives Recreation Division Financial/Budget UNFINISHED BUSINESS 41111teum and Wolter Estate Items NEW BUSINESS Change in Operating Procedures Nancy Pinnock Mo ti on Current Status of LWCF Nancy Pinnock Park Report Nancy Pinnock Tree Bi ds Moti on ADJOURNMENT . 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 Ralston to check with Mr. Ron Salter, City Attorney, on the legality of the contracts discussed and presented in the December 1978 meeting. 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 COMMISSION - ~ruary 13, 1979 ATTENDANCE Present Absent Historic Committee Lithia Park National Register REVENUE SHARING Recreation Budget Motion 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 ~ no. Greenway Re-appropriation 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. Greenway Appropriation $50,000 Motion . Retaining Wall Moti on Historic Preservation Li thi a Park Recreation Building 59 Wi nburn Way . Pinnock moved, Ralston seconded that we request an allocation of $50,000 for additional Greenway acquisiMon within Ashland for newapp,ropriaUon. 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 woul d be much greater. The Commission discussed the liability if the houses possibly'f~lling into the park below. Jim Sims suggested to the Commission that they talk with Ron Salter to see what the liability would be, and who would be responsible. Mickelsen suggested to the Commission that they table this proposal and see about BOR funds for this project. Pinnock moved, Ralston seconded to table this item to be considered 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 with Rod Reid, Historic Commission, to dis&uss the historic nomination of Lithia Park. Chairperson Crawford read for the Commission the letter from the building inspector regarding the needed repairs for the building. The Commission discussed the possibility of just doing the necessary repairs as recommended by the Ci ty Fi re Marshall. Mi ckel sen tol d the commission that in talking with the people in the community there is a need for a community recreation center. If you make a committment 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. ~PABKS AND RECREATION REVENUE SHARING reati on Bui 1 di n 59 Winburn Way conti) Motion Hunter Trust Monies Pool Site P ri 0 ri ty Lis t Adjournment . . ~r 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 shoul d 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 responsibility). Remind council of Greenway appropriation made last year ($10,000). The meeting was adjourned at 10:55 p.m. Respectfully, Wanda OINeal, Secretary ASHLAND PARKS COMMISSION ~ruary 22, 1979 ATTENDANCE Present Absent MINUTES Regular Meeting January 31, 1979 Speci al Meeting February 13, 1979 Moti on FINANCIAL REVIEW Commentary Jan uary 31, 1979 ~lS - Bernie Sears Moti on CORRESPONDENCE AND . COMMUNICATIONS Ashland Fun Run Report Kathi e Ri vers Jackson County Parks & Recreation Advisory Board - Recreation Pl an AUDIENCE PARTICIPATION ON THE AGENDA Jim Cox - Valentine Producti ons . AUDIENCE PARTICIPATION NOT ON THE AGENDA Gene Haag 340 W. Nevada 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 discussed the new bill list, it was suggested that a total be added for each division and that other changes may be made later as deemed necessary. The bill list will be made twice a month and sent to the Commission two (2) days prior to signing the checks. Ralston moved, Pinnock seconded to pay the bills. The vote was: 5 yes 0 no. Placed on file. There will be a meeting in Ashland at the Parks and Recreation . building (59 Winburn Way) to get public input 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 income and expense for putting, on the production. Mr. Cox felt that the production was well received by all audiences, and thanked the Commission for their support. ~r. Haag expressed interest in Lithia Park and offered his help 1n 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 1 etter 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 1 eague teams, the 1 eague has run much smoother. There was also a change in the officiating. r Creek Greenwa Gary Nel son Fi nan ci a 1 /Budget New Committees UNFINISHED BUSINESS Museum and Wolter Estate Items - John Ralston . Christmas Tree - Bernie Sears Bike Racing Gary Nel son 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 gi ving the i terns to the Jacksonvi 11 e museum. He sai d Ral s ton coul d write up a deed of gift with the provision of getting the items back to display in Ashland, if we so desired. After some discussion, Sears recommended to the Commission that the Class of 179 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 gazebo. Mickelsen will write a letter to Miss Debbie Pinnock telling her of 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 insurance for practice days. The Commission discussed the need for a total park land priority list, to include all lands in the jurfdiction 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 pr;ornty list a survey of City needs shoul d be done. The Commi ss i on al so di scussed the problem of damage to the area us~d 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 ~e Property House Berni e Sears Ski 11 s Bank BOR Projects Trainin 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 Fi re Department use it as a practi ce 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 Almquist, City Administrator, and he suggested the same, but in a different order. ... 1. Use for habitat for park employee (not holdlng Clty llable) 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 Almq~ist recommending the removal of the House on the Wade property in the best way possible. Di rector Mi ckel sen tal ked'wi th Mari lyn Shargel of the Ski 11 s 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 definite commitment for a starting date on either project. Mickelsen talked with Ron Woolsey regarding the Community Garden and greenhouse he would like to set up in an Ashland Park. 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 discussion, Mickelsen was asked to look into the 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 Commission set a spec; al meeting for Tuesday, February 27 at 12 noon. Mickelsen told the Commission 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 '-' ner for Jack Mi 11 s nd 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, ~<~~~ Wanda O'Neal, secreta~ Ashland Parks Commission ~ruarY 27, 1979 ATTENDANCE Present Absent Tree Bi ds Mo ti on ADJOURNMENT . . CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING Vice-Chairperson Ralston called the meeting to order at 12:30 p.m. at the Cheshire Cat. Pinnock, Sears, Ralston Crawford, Nelson Mickelsen recommended to the Commission the low bidder (Bill.s 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's Tree Service). The vote was: 3 yes, 0 no. The meeting was adjourned at 12:35 p.m. ~~L~Z:: d7~'j' Wanda OINe.l, se~~ry ASHLAND PARKS COMMISSION . Ma rch 19, 1979 ATTENDANCE CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING The meeting was called to order by Chairperson Crawford at 9:40 a.m. Present Pinnock, Crawford, Nelson Absen t Ra 1 s ton, Sea rs 1979-80 Budget Moti on Pinnock moved, Nelson seconded to rescind the motion on November 30, 1978 to approve the budget. The vote was: 3 yes ~ no. Motion 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. ADJOURNMENT . R;Z: lA::m27ed. Wanda O'Nea~~~retary ASHLAND PARKS AND RECREATION COMMISSION .. y--' ._" /'''' ---- .Ch 28, 1979 ATTENDANCE Present Absen t MINUTES Regular Meeting February 22, 1979 Speci al Meeting February 27, 1979 March 19, 1979 REVIEW OF BILLS AND FINANCES Bills - March NEW BUSINESS ~ge Group Usage ee for L i thi a Park Ch ambe r 0 f COlT1l1e rce Fourth of July SOSC Graduation Feas t of Wi 11 AUDIENCE PARTICIPATION ON THE AGENDA Elizabeth Potter - State of OR Historical Society Lithia Park - National Regi s ter ~ Jim Ragland Mr. Dean Phel ps Mr. Bill Emerson CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEET! NG Chairperson Crawford called the meeting to order at 6:40 p.m. Crawford, Pinnock, Sears, Nel son Ra ls ton Pinnock moved, Sears seconded to approve the minutes of February 22. The vote was: 3 yes 0 no (Nelson absent) Pinnock moved, Sears seconded to approve the minutes of February 27 and March 19. The vote was: 3 yes 0 no (Nelson absent) Sears moved, Pinnock seconded to accept the bills as listed. The vote was: 3 yes 0 no (Nelson absent) Director Mickelsen talked with Elliott Reinert, Director of the Chamber of Commerce, Bill Patton, General Manager of the Shakespeare Festival and Feast of Will, and Bob Davidson, SOSC Graduation. Mickelsen asked these people to attend the meeting to give their input on a 1 arge group users fee for L. i thi a Park and what affect it woul d have on thei r parti cul ar group. At present, the Chamber charges $35 plus a $25 deposit for the booths on the 4th of July. The Feast of Will costs approximately $7.00 and they sell approximately 900 tickets. The College does not charge a graduation fee, they do all their own set up and cleanup after the ceremony. After more discussion of the fee and what it woul d be used for, Mr. Patton and Mr. Davi dson asked that the Commission submit a proposal to both of their institution for review. The Commission set a Study Session for Tuesday, April 3 at 7:00 p.m. for public input on the Users fee. Ms. Potter answered questions for the Commission and public attending the meeting. Ms. Potter also told the Commission some of the benefits of being on the National Register. The State Historical Committee already has right of review on all federally funded projects in the park. The Commission asked questions regarding matntenance of an area in the park that federal funding was recei ved for, and how long it mus t be maintained, even if the area is vandalized what is our obligation then. Would being on the National Register increase visitor traffic to the park. Mr. Ragland commented that having Lithia Park on the National Register would protect the park. Bill Emerson from the Historic Commission of Ashland, asked how would this effect the Shakespearean Festival since they are on Park property. PARK5 COMMISSION AUDIENCE PARTICIPATION ~N THE AGENDA (conti) _ zabeth Potter (conti) AUDIENCE PARTICIPATION NOT ON THE AGENDA COMMITTEE REPORTS AND RECOMMENDA TI ONS Bear Creek Greenway Recreati on Basketball Report 4IIItommendation on Recreati on Pol i cy For Department Moti on Recommendation on Spri ng Swi mmi ng Program Motion Ashl and Greenway Recommendation on Greenway Pol i cy For Department Mo ti on UNFINISHED BUSINESS .1 ter Estate '~ c' MI NUTES 3-28- 79 PAGE 2 Mr. Phelps asked if having Lithia Park on the National Register would effect the market value of land adjacent to the Park. After more discussion, the Commission set a meeting for public input on Thursday, April 19, at 7: 30 p. m. Nelson sugges ted that the land owners surrounding the Park and Shakespeare should be noti fied of the meeting and that it may effect theJr property near Lithia Park. None Nelson and Mickelsen attended the March meeting, no decisions were made. The written report from Dave Whitney was accepted. The Commission requested that the money remaining from this years fees be kept for Basketball next year. Director Mickelsen told the Commission that he felt the basketball program was run very well and that after the problems were worked out the players felt that this was the best year yet. , Nelson moved, Sears seconded to accept Kenls proposal. The vote was: 4 yes ~ no. The Commission discussed problems of the program in the past and that rules and regulations should be set for employees and participants. Mickelsen told the Commission that the department should hire all the staff. This was a problem from 1 ast year there was no direct authority from this department. Nelson moved, Pinnock seconded to authorize the Chairperson to sign the rental agreement to use the College pool. The vote was: 4 yes ~ no. The commission discussed the Ashland Greenway Policy and added under Procedures #3 d. To inform the public concerning the greenway proposal within the City of Ashland. Nelson moved, Sears seconded that we accept the recommendation of the Greenway Policy with the addition of 3 d under Procedures. The vote was: 4 yes 0 no. Director Mickelsen will work with Ralston on writing up an .agreement with the Jacksonville museum. ~ - --;" 0::" "PARKS AND RECREATION MINUTES 3-28-79 PAGE 3 ~INISHED BUSINESS (conti) ~ristmas Tree Director Mickelsen received a letter from Miss Kim Insley regarding the placement of the tree donated by the Class of 79. The Class would like to have the tree placed at the entrance to Lithia Park. Mickelsen talked with the Park Foreman, and he feels that it is to late this year to plant a tree of that size, that the shock of being transpl anted woul d kill the tree. The Commission discussed the proposed property for the new Commission rrembers and the Director to give background information on receiving the property from Landura Corporati on. It woul d not be up to the Commission to accept the property as park land. The Commission should recommend to the Council to accept the property. The Parks and Recreation Commission recommends to the City Council to accept the property offered by Landura Corporation with the stipulation that they abide by all the agreerrents that have been signed by both parties. Nelson moved, Sears seconded to accept the resolution. The vote was: 4 yes 0 no. Landura Park Resolution Motion NEW BUSINESS Policy on Reserving Areas Fee for L i thi a Park The Commission discussed the reservation fee for Lithia Park. They stressed that the fee was not a users fee but a reservation fee. It would be used to provide for care and maintenance of Lithia Park. The Commission asked that both the Madrona and Root Picnic areas be changed to $40 each. NelsOn moved, Sears seconded to accept the proposed reservation fee as currently changed. The vote was: 4 yes 0 no. . Motion Building Usage Policy Fee Schedul e The Commi ss ion di s cussed the fees for regular and one time groups. The Commission also expressed concern about charging the regular groups different prices, and how this came about. Sears moved, Nelson seconded to accept this page two as it stands. The vote was: 4 yes ~ no. Motion Motton Nelson moved, Pinnock seconded that the one's now being charged would be charged $10.00. The vote was: 4 yes 0 no. Tennis Court Bids Director Mickelsen told the Commission that he has written bids for resurfacing the tennis courts in Lithia Park. He has budgeted $9,000.00 to do the courts. Sears moved, Nelson seconded that we authorize him to get the bids out on the tennis courts. The vote was: 4 yes 0 no. Mo t i on Budget Meeting The budget meeting will be April 10. budgets will be second on the agenda. the parks budget. The departrrent received a check in the mail for $599.24, which Mi ckelsen wrote a letter to find out who donated the money and why and if any strings were attached. He received a letter back telling him it was part of the Hunter Estate money. The Parks and Recreation Revenue sharing will follow Hunter Money . PAR~ AND RECREATION MINUTES 3-28-79 PAGE 4 CORRESPONDENCE, COMMUNICATIONS ND DIRECTOR'S REPORT en Recreation Pro ram The Open Gym program will start Monday if we' find gym supervisors. We will also be charging a 25~ admission charge to help cover cost of running the program. Sewer Line Through Park Time Certificates Resolution #1 Mo ti on Designation of Position on Corrmission Resolution #2 Moti on ~ Sherwood Park Fence Si gning of Checks by Di rector NRPA Regional Meeting Portl and, Oregon Park Positions ADJOURNMENT . Director Mickelsen told the Commission that the City is going to put a major sewer line through the middle of Lithia Park. They must get it done by June 30 because they have put it off for two years. Nan Franklin wrote a memo to the Commission about stamping the Time Certificates rather than getting two Commissioners to come in to sign them, with the possibility of having a signed certificate 10s t. Nelson moved, Pinnock seconded that we accept Resolution #1. The vote was: 4 yes 0 no. Resolution #2 is to designate position numbers for the Commission members as approved by the voters last November. The positons will run as follows: Position #1 Nancy Pinnock, Position #2 John Ralston, Position #3 Jean Crawford, Position #4 Bernie Sears, and Position #5 Gary Nelson. Pinnock moved, Nelson seconded to approve Resolution #2. The vote was 4yes 0 no. Members of the Demo1ay had made an agreement with Doug Graef to pay them for di recting traffi c at the Summer Concerts sponsored by the department. The Commission agreed to pay the Demo1ay $75. The Commission agreed to put in and pay for half of a fence behind Sherwood Park. One of the land owners contacted Mickelsen regarding the condi tion of the present fence. Mickelsen asked the Commission to allow him to sign checks in the office rather than having Corrmission members come into the office. The Commission members expressed concern ,wi th this at the present time. Director Mickelsen asked the Commission, if he had the time available to attend, about attending the NRPA Regional meeting in Portland. The meeting would be the first weekend in April. Mickelsen suggested to the Commission that they should think about hiring some more specialized positions in the Park. such as a Fores try person and someone speci a1 i zed in Horti cul ture. These people will have to be flexible to do general park maintenance also. With no further business, the meeting was adjourned at 11:40 p.m. Respectfully submitted, ~cA~ Wanda O'Neal, Secretary ASHLAND PARKS AND RECREATION << 2, 1979 ATTENDANCE P resen t Absen t MINUTES CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Crawford called the meeting to order at 7:35 p.m. Crawford, Pinnock, Ralston, Sears, Nelson None Reqular Meeting Motion Pinnock moved, Ralston seconded to approve, the minutes. The vote March 28, 1979 was: 4 yes 0 no (Nelson absent) REVIEW OF BILLS AND FINANCES Bills - April Motion AUDIENCE PARTICIPATION ON THE AGENDA Pat Hi 11 139 Gran ite DaVe Campbell 381 Grani te Janet McInti re 219 Meade Ri chard Box for Lois Winker and Rex Shepard ~lanning Commission nd CPAC Pinnock moved, Sears seconded to pay the bills. The vote was 4 yes 1) no. (Nelson absent) Mr. Peckham told the Commission that his mall\COnCern with closing Winburn Way is to improve the quality of environment in the Park, and the traffic is a major part of the problem. Mrs. Hill told the Commission that she felt that if Winburn Way was closed from the bandshell to the upper duck pond, that Granite Street would not receive that much more traffic, because the kids could Dot be seen and that is the major reason for driving through the Park. Mrs. Hill also suggested that from Nutley Street to Strawberry Lane be yellow striped on the curb so that parking is not allowed and this would help the traffic flow in an emergency. Director Mickelsen talked with Chief Lively regarding his opinion about police protection and the closure of Winburn Way. Chief Lively will check to see that there would be adequate police protection for those people using the Park if Winburn Way was closed. What would be the problem to allow the police to go through the area and not allow public cars. Has anyone done a study on the poTIution caused by cars and the effect on the environment in regards to the plants and animals of the park. Mr. Box told the Commission that he came to the meeting to represent Lois Winker and Rex Shepard. They feel that the closure of Winburn Way is a major planning issue. The problem of traffic flow should be considered and a public hearing should be held in connectien with the closure. Mr. Box also asked that any minutes from meeting concernin. the closure of Winburn Way be given to the Planning Commission. PARK AND RECREATION AUDIENCE PARTICIPATION ~N THE AGENDA (contI) ~sure of Winburn Way Stell a Reed 544 "B" Street Mo ti on . MINUTES PAGE 2 Mr. Box said the Planning Commission and the Citizens Planning and Advisory Committee would like to meet on the subject. Mrs. Reed commented that this is the portion of the Park that many senior citizens like to drive through because many cannot get out and walk through the park and it is the prett~s~. Pinnock recommended that the Commission consider a temporary closure and during this time look at the problems of police and fire protection. .~ Sears commented that if we do dose\~t would just move the noise problem up Granite Street and not control it. He suggested that a possible Park curfew be set for 10 or 11 p.m., and make sure it is inforced. Sears moved, Ralston seconded that the Park Commission recommend to the City Council that we go on a trial basis and close Winburn Way on the areas we have mentioned from the upper end of the parking area to this side of the upper duck pond on Saturday and Sundays. The Commission discussed the pros and cons to the closure of Winburn Way and if it would give us any needed data. The vote was: 2 yes, 3 no (Pinnock, Nelson, Crawford). Mr. Box suggested to the Commission that they gather the information to present to the Counci 1 from all of the interested Commi ttees and Commission, since the street does go through the Park. Meeting date Set Ralston suggested that the Commission meet in a Special Meeting after May 17, 1979, 7:30 p.m. the Planning Commission and CPAC meet to give their recommendations. The meeting date set was for Thu:r.sday" May 17, 1979 at 7:30 p.m. the meeting place to be announced at a later date. AUDIENCE PARTICIPATION None NOT ON THE AGENDA OLD BUSINESS Policy on Large Group Usage Fee Motion Placing Lithia Park On the Nati onal Register of Historical Pl aces Mo tion . Pinnock moved, Sears seconded to table the large group fee to December, 1979 or January 1980. During the interill1iiiperiod that we address the question of impact of large groups on the Park, dealing specifically with damage, length of time it takes to rehabilitate and area. The cost analysis on specific figures on usage fees this calendar year of large groups, and also a park planner to address this pro~lem in hi s report. The vote was: 5 yes fa no. Mr. Rod Reid of the Historical Commission recommended to the Commission that they go with the placing of Lithia Park on the National Register of Hi s tori cal Pl aces. Nelson moved, Ralston seconded that we recommend to the City Council that they place Lithia Park on the National Register of Historic Places. The vote was: 4 yes 1 no (Sears) PARKS AND RECREATION . BUSINESS .nter Park Fund El eanor Ro,ts 795 Park Street Dorothy Cameghi 2799 Siskiyou Blvd. OLD BUSINESS Sewer Line-Lithia Park . Wolter Estate Sherwood Park Fenci ng Budget Meeti ngs COMMITTEE REPORTS Bear Creek Greenway Ashland Creek Greenway . MINruWES PAGE 3 Mrs. Ross again told the Commission that there is a definite need in the community for a senior drop-in center. There is a need also for a meal site in Ashland. She felt that thire is room to expand the building in both directm~ns. If the site was enlarged, it could be used by both senior citizens and youth acti vi ti es. Mrs. Carneghi also commented that there is a definite need in the community for a drop-in center. The Commission diScussed the value of the building at Hunter Park, they also discussed the other items on the priority list set by the Commission. The Commission asked Direcmor Mickelsen to get with the Senior Citizens and see wb.t their needs are. The Commission will then set a new priority list for the Hunter monies. Al Alsing wrote a letter to the Commission regarding the sewer line going through Lithia Park. Mr.. Alsing asked the Commission if they would have someone from the Park staff reseed the lawn area that the sewer wi 11 go through. After some di scuss i on, the Conmission asked Director Mickelsen to write a letter to Brian Almquist regarding advance notice of projects in the City Parks, so that they may be invol ved in the pl anning stages of the project. Mr. Mickelsen is also to write a letter to Mr. Alsing asking them to do the seeding of the park in the fall or to contract it out to be done in the fall. Director Mickelsen wrote up an agreement with the Jacksonville Museum concerning the items left over from the Wolter Estate and that were found in the old museum in the park. Nothing has been done on this project. Director Mickelsen reported to the Conmission that the Parks and Recreati on budgets have been tentati vely approved by the Budget Commi ttee. Several Commi ssion members commented that they have received good comments from members of the Budget Committee on Di rector Mi ckelsen I s presentati on during the budget meetings. Pinnock told the Commission that there is a scheduled walk down the Ashland Greenway on Saturday, May 5, at 10:00 a.m., it was suggested to bring waders, because in some areas it is easier to just wade through the creek. The Ashland Greenway Committee also suggested that the Greenwqy Policy be changed to read fifteen (15) feet rather than sixty (60) feet from the edge of the creek. Discussion of the suggested change was heard, but no action was taken. · PARKS AND RECREATION MINUTES PAGE 4 CORRESPONDENCE, COMMUNICATIONS DIRECTOR'S REPORT etter from Ed Gri ggs Omni House Hunter Park Lithia Irrigation and Anderson Shelter Con tracts Motion ~kson County Legal Services-Use of Hun ter Park Multi- Service Building MOTI ON Request for use of Hunter Park for Al temative School Brinkworth Estate Lithia Mills Site .URNMENT Mr. Griggs asked the Commission for support to do seve~al projects in Lithia Park with a group called CARES (Center for alcoholic Rehabilitation and Education Services) and Jackson County Mental Health. This group has already planted approximately 900 seedlings in the Park. Mr. Griggs would like permission from the Commission to assist the park personnel in cleaning up the debris (slash) left from the recent removal of some of the dead trees. They would also like to rebuild some of the sections of trail eroded through natural and visi tor action. Funds for these projects woul d be given by Western Bank. Director Mickelsen was as.ked to work with Mr. Griggs on the brush cleanup, but that the Commission would 1 i ke more information from a park pl anner before work on the trai 1 s wi 11 be done. Director Mickelsen told the Commission that he felt some work needs to be done at Hunter park. He suggested that work needs to be done on the ball diamonds, also a volleyball/basketball court. When a park planner is hired, we will review all of the possible uses of the Hunter Money. Director Mickelsen told the Commission that we have received both contracts from the Sliate and that a motion is needed to authorize si gnatures for the con tracts. Nelson moved, Sears seconded that the Park Commission be authorized to sign the agreements. The vote was: 5 yes 0 no. Director Mickelsen read a letter to the Commission from the Jackson County Legal Services wanting to use the Multi-Service Building for office space, they would not be able to pay for rent on the buil di ng. Nelson moved, Pinnock seconded to deny the request. The vote was: 4 yes, 1 no (Ralston) The request to the Commission was to use the Multi-Service Bldg. for an alternative school site. This wolUld be for those students who have dropped out of school. Director Mickelsen told the Commission that he had received a letter from Mr. Brinkworth's attorney regarding his estate. Director Mickelsen had a rough draft letter to the City Council concerning the Lithia Mills Site. If the City does not plan on using the Lithia Mills for a justice center, the Parks and Recreation Commission would be interested in having it as an option for a recreation site. They would be interested even if the City plans on using it for a justice center, it would be godd to have the Police next to a recreation center. The Commission asked Director Mickelsen to write a letter to the City Council for them to consider also to the Armory Committee. With no further business, the meeting was adjourned at 10:36 p.m. ~y ~ubmitt Wanda O'Neal, Sec tary ASHLAND PARKS AND RECREATION .17, 1979 ATTENDANCE Present Absen t Closure of Winburn Way Moti on MOTION ADJOURNMENT . . CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEET! NG Chairperson Crawford called the meeting to order at 7:30 p.m. Crawford, Nel son, Sears Pinnock, Ralston Chai rperson Crawford informed the audience that this meeting was a public hearing on closing of Winburn Way and read letters and reports that the Commission hid received on this matter and then opened the meeting to public comments. Numerous individuals spoke on the closure of Winburn Way both pro and con. Motion by Crawford to have a tri al closure of Winburn for a peri od of six (6) weeks this summer. Motion failed for lack of second. Motion by Sears that each member of the Park and Recreation Commission write a letter of recommendation to the Council expressing their own opinions prior to the next City Council meeting Nelson seconded. The motion carried. With no further business, the meeting was adjourned at 9:17 p.m. Respectfully submitted, !)~~~6~~,~ Kenneth J.~~ickelsen, Director PARKS AND :~ECREATION '/ Ralston moved, Pinnock seconded to approve the bills for payment. The vote was: 5 yes 0 no. ~IENCE PARTICIPATION None ON AGENDA __ 24, 1979 ATTENDANCE Present Absent MINUTES May 17, 1979 Motion Special Meeting May 2, 1979 Motion Regular Meeting REVIEW OF BILLS AND FINANCES Cash Flow - April Bi 11 s Motion AUDIENCE PARTICIPATION NOT ON AGENDA Chris Sacket OLD BUSINESS Closure of Winburn ~ COMMITTEE REPORTS Ashland Creek Greenway . CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Crawford called the meeting to order at 7:40 p.m. Crawford, Pinnock, Sears, Nelson, Ralston None Pinnock moved, Nelson seconded to approve the minutes. The vote was: 5 yes ~ no. Nelson moved, Pinnock seconded to approve the minutes. The vote was: 5 yes 0 no. Pinnock asked Director Mickelsen to see about combining some of the wood donations. Mr. Sacket came to the Commission asking about having a portable dance floor placed in Lithia Park for the folkdancers, square dancers and others interested in using it. The Commission asked him to come back with more detai 1 s as to where they woul d 1 i ke to see it placed, days and hours it could be used, etc. Commissioner Pinnock asked for an explanation for the motion at the Special Meeting to have each Commissioner write his opinion for the closure of Winburn Way or leaving it open. No other action was taken on the issue at this time. Pinnock and Mickelsen told the Commission about the walk down Ashland Creek on May 5. After a Committee meeting last evening, the Committee recommends to the Commission to work on acquiring the land between Blue Bird Park and Van Ness Avenue. They also suggested having a meeting of the 1 and owners towards the end of June to meet wi th the County and Park Commission to answer question and view the slide show on the Greenway proposal. Discussion included the Purpose of the Greenway' and what type easements are available for the property owner to allow the greenway to proceed. ... PARKS AND RECREATION NEW BUSINESS dard of Usa e greements Summer Recreation Program 1979 CORRESPONDENCE, COMMUNICATIONS, DiRECTOR~S REPORT ITEMS FROM COMMISSION MEMBERS ITEMS NEXT MONTH1S AGENDA MEETING TIME NEXT MONTH MINUTES 5-24-79 PAGE 2 The Commission was asked to look over the Standard of Usage Agreements, and if they have any questions or comments to bring them back to the Regular Meeting in June. Director Mickelsen presented to the Commission the 1979 Summer Recreation Program for their review. After some discussion, the Commission aSked him to drop the Skateboard Contest due to the li abil ity. None None Revenue Sharing Option for Recreation Programs Standard Of Usage Agreements May 31, 1979 7:30 p.m. Executive Session - Employee Cost of Living June 6, 1979 7:00 p.m. Executive Session - Director Evaluation and Salary ~e 13, 1979 Tentative June 27,1979 7:30 p.m. Ashland Creek Greenway and Property Owners for Slide Show June 28, 1979 7:30 p.m. Regular Meeting All meetings scheduled for 59 Winburn Way (Parks and Recreation Offi ce) . Ashland Creek Greeway Summer Appointment ADJOURNMENT . Chairperson Crawford appointed Commissioner Gary Nelson to take Nancy Pinnocks place on the Ashland Creek Greenway Committee for the sumner unti 1 she returns. With no further business, the meeting was adjourned at 9:19 p.m. Respectfully submitted, ~ t7iW Wanda O'Neal, Secretary ASHLAND PARKS AND RECREATION COMMISSION " . . . CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING JUNE 13, 1979 MINUTES Meeting call ed to order by Chai rperson Crawford. Motion by Commissioner Nelson that the Ashland Parks and Recreation Commission reques t that the Ci ty Attorney prepare an ordinance for a park curfew on Lithia Park for the hours of 11:30 p.m. until 5:30 a.m. Seconded by Commissioner Ralston. In discussion of this motion Commissioner Crawford informed the Commission of a complaint she received about noise at Hunter Park at night. A individual in attendance expressed opposition to the curfew because it would deny people the opportunity to walk through the park at night. Motion passed 4 yes 1 no (Ralston) The idea of locking the restroom at night was discussed; because of the vandalism problem. The hour of 9 to 9:30 p.m. was discussed as a possible closing time; that way the Park Patrol could lock the restroom. An individual in attendance expressed concern that perhaps 9~9:30 p.m. is too early to lock restrooms because there are numerous people still in the park at that ti me. Commissioner Sears mentioned that perhaps we could adjust the hour of the park patrol so they would be on duty later so they could lock the restroom. Motion by Commissioner Sears that the Park and Recreation Commission adopt a policy that restrooms in Lithia Park be locked at night and the hours be left to the discretion of the Director. Seconded Nelson motion pass (5 yes). Motion by Commissioner Nelson that the Park and Recreation Commission request the City Attorney to look into an ordinance limiting traffic to non-stop during the hours of 11:30p.m. to 5:30 a.m. from the bandshell to Granite Street. Moti on fail ed for 1 ack of second. Motion by Commissioner Pinnock to recommend to the traffic Commission that Winburn Way be no parkin g from the lower Bandshell to Grani te Street from 11:30 p.m. until 5:30 a.m. Seconded Nelson, Motion passed 4 yes 1 no (Ralston). Commissioner Nelson brought up the idea of alternate sources of funding for recreation programs. Commissioner Pinnock asked the director for his opinion on what woul d be some al ternate ways of funding the recreation program if revenue sharing funds are eliminated. The Director listed four possible alternate ways. 1. Ammend charter to include recreation in the park mill levy. 2. To pass a separate recreation mill levy 3. Stri ctly recreation programs shoul d be totally funded by the parti ci pants. 4. To leave the way it is, the City is responsible for provide funds for recreation, and rewrite some of the wording. PARKS COMMISSION MINUTES 6-13,79 PAGE 2 ,. A discussion by the Commissioners followed concerning this matter. Concern was expressed re1 ating to what is parks and what is recreation and can the Park Commission use park funds for capital improvements. The Commission asked the Director to report back to the Commission after he has visited with the City Attorney on the legal procedures involved with a possible change to the charter, or a special levy, and what is allowed under the present charter, on park funds, in relationship to capital improvements. Motion by Commissioner Ralston to adopt a 7 percent salary increase for all non- management park employees, plus a dental p1 an to be pai d by the department for employees only, and to modify the vacation schedule to read 20 days of vacation after 15 years, and to allow accura1 vacation limitations up to 200 hours, and to include brother-in-law and sister-in-law in the definition of immediate family. Also, there may be a merit increase for employees at time of review of the performance of employees up to 2 percent. Seconded Sears, motion passed. Motion by Ralston to adopt a 7 percent salary increase for the Director plus a $100.00 per month, plus an employee dental plan, and $20,000 life insurance policy. Seconded Pinnock, motion passed. Commissioner Crawford brought up the proposed parks master plan. The Director asked each Commissioner what they thought should be included in the master plan, the following list is the suggestion of the Commissioners. Commissioner Sears: Tree replacement program for Lithia Park. To suggest ideas for the Wade Property, and Lithia Springs Property. Commi ss i one r Pi nno ck Traffic pattern in the park. Address the problem Winburn Way. The linear nature of the park and what effect this has on the park in relationship to usage. Erosion control on the hillsides, and creek care of the undeveloped areas of the park, and the feasibility of doing anything in the undeveloped areas. Design of Lithia Park Extension. Plant and tree disease control in the park. Evaluate large group usage impact on Lithia Park, groups of 250 or more. Commissioner Crawford The transition of the park for a local natural park into a major urban park, and wha t needs to be done to faci 1 i tate thi s new usage. Interpret trai 1 s for both the developed and undeveloped areas of the park if peasib1e. Lord property. Areas design for the handicapped. Design concept of low maintenance. Is the number of sanitary facil ities adequate in the park. Commissioner Ralston Chi1drens playground area in reference to upgrading equipment and soil conditions in the area. Problem of unequal distribution of people in the park, heavy use in lower park, and less use in upper park. Usage of deer pen area. " . . ,. PARKS COMMISSION MINUTES 6-13-79 PAGE 3 Commissioner Nelson More potential recreation sites both for passive and active recreation. A look at the Lithia Mills site for recreation. Motion by Ralston for adjournment, seconded Commissioner Pinnock. Motion passed. Respectfully submitted by, G)~~\..~ Kenneth J. ~ickelsen Di rector cwo ". CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING .e 21, 1979 ATTENDANCE Chairperson Crawford called the meeting to order at 7:40 p.m. Present Crawford, Sears, Nelson, Ral s ton Abs en t Pinnock MINUTES Moti on Sears moved, Nelson seconded to approve the minutes as written. The vote was: 3 yes 0 no (Ralston absent) REVIEW OF BILLS AND FINANCES Bills Moti on Sears moved, Nel son seconded to pay the bi 11 s. The vote was: 3 yes 0 no (Ralston absent). AUDIENCE PARTICIPATION ON THE AGENDA Bob Tucker-Ashland Gun Cl ub .kiYOU Chamber Orchestra - Gene Gaddini Mr. Tucker presented to the Commission the proposed changes to the gun club area at Lithia Springs. Final plans will be submitted to the Commission before the project begins. Mr. Gaddini presented to the Commission the problem of getting funds for the four concerts schedul ed at the bandshell for July. There was discussion as to the cost of putting on the concert and why so much is needed. Ralson moved Sears seconded to appropriate $1600 as requested by the Siskiyou Chamber Orchestra. The vote was: 2 yes 2 no (Nelson, Crawford). Motion fai led. Moti on The question was raised from the audience concerning the passing of a hat for donations in the Park at the concerts. After some discussion it was agreed that the Commission could not condone this idea. Motion Nelson moved, Ralston seconded to allocate $1000 to the Siskiyou Chamber Orchestra. The vote was: 4 yes 0 no. AUDIENCE PARTICIPATION NONE NOT ON THE AGENDA OLD BUSINESS Landura Corporation Wa te r Hook up Director Mickelsen was contacted by Tom Byrer of Landura Corporation to ask .the Commission who is responsible for connecting the water to the park. .ion Crawford moved, Nelson seconded to requi re Landura Corporation to connect the water at their cost. The vote was: 4 yes 0 no. . PARKS COMMISSION OLD BUSINESS (cont') ~ndards of Usage Agreements Motion Tennis Court Spec; fi ca ti ons NEW BUSINESS Authorization to Bid Dump Truck Motion MINUTES 6-21-79 PAGE 2 Sears moved, Ralston seconded to accept the Standards of Usage Agreements as written. The vote was: 4 yes 0 no. Director Mickelsen asked the Commission if July 5 at 4:30 p.m. is a good time to meet and open the bids for the tennis courts in Lithia Park. The Commission was in agreement and set a special meeting for July 5, at 4:30 p;m. Nelson moved, Ralston seconded to give our director authority to draw up bids for the dump truck. The vote was: 4 yes 0 no. Authorization to Director Mickelsen told the Commission that he needs the authority Invitation for Proposal to draw up a letter to be sent to the firms that would be interested Park Master Plan in giving the Commission proposals for the Park Master Plan. Motion Sears moved, Ralston seconded to give our director the authority to invite proposals for the Park Master Plan. The vote was: 4 yes o no. Replacement of Swans After some discussion, the Commission decided to hold offon replacing the swans in the park to see if they are covered by the insurance. If they are not covered by the insurance, the Commission asked Director Mickelsen to cancel the insurance policy. _hO ri ,at ion 0 f Chai rpers on Sea rs move d, Nelson seconded to a How the Chai rpe rson to to Sign Pool Agreement sign the pool agreement. The vote was: 4 yes ~ no. with SOSC Motion Change in Operating Procedures Motion CORRESPONDENCE AND COMMUNICATIONS DIRECTOR'S REPORT Oregon Shakespearean Fes ti val NEXT MONTH'S AGENDA Dump Truck Specifications Personnel Manuel Park Planner . Crawford moved, Nelson seconded that we change the Operating Procedures to add Additions and Deletions at the beginning of the agenda. The vote was: 4 yes 0 no. The Festival donated $200 to the Park to replace the sod in the area of the Feast of Will. The Commission asked Director Mickelsen to talk with Mr. Patton and see if the money must be used for sod or could it be used for seed. MEETING DATES July 5, 1979 4:30p.m. Open Tennis Court Bids July 25, 1979 7:30p.m. Regular Meeting July 12, 1979 Tentative meeting Respectfully submitted, aJznM--C;k~ Wanda O'Neal, Secretary Ashland Parks and Recreation Commission " CITY OF ASHLAND PARKS AND RECREATION COMMISSION SPECIAL MEETING July 5, 1979 ATTENDANCE Meeting called to order by Chairperson Crawford at 4:30 p.m. Presen t Crawford, Nel son, Sears Absent Bid Opening Pinnock, Ralston Director Mickelsen informed the Commission that one bid had been received for the Lithia Park Tennis Court resurfacing project. Nelson moved, Sears seconded to accept the bid of Rogue River Paving for $14,254.80. Motion passed. The Commission set a study session for 4:00 p.m. July 19, to review letters of interest for the Park proposal pl an. Motion to adjourn by Sears, seconded Nelson. Passed. Respectively submi tted, ~~. \.I.~ ~ . Kenn;9i eke 1 s en, Oi rector Motion Mo t i on . . . . . MINUTES OF PARKS AND RECREATION DEPARTMENT MEETING Presen t: Crawford, Nel son, Ral s ton, Sears Motion by Nelson to approve the minutes of June 21 and July 5, 1979, seconded by Ralston motion carried. Bids were opened for the 5-6 yard dump truck from Butler Ford for $15,798.50 with trade in and Bob Frink Chevrolet for $18,969.00 with trade in. Motion by Sears to accept low bi d of Butler Ford if they meet speci fi cati ons seconded Nelson, motion carried. Personnel manual was referred to next months meeting. Motion by Nelson to authorize the Director to travel and pay expenses to the Northwest Regional Parks Meeting, September 19, 20, 21, 22; the State Parks and Recreation Society, October 25, 26, 27; and National NRPA Meeting, October 28 thru November 1. Seconded by Ralston, motion carried. Motion by Ralston authori ze a Commissioner to travel and pay expenses to the National NRPA Meeting. Seconded Sears motion carried. The Commission scheduled a special meeting for Monday, July 30, at 9:00 a.m. to discuss the hiring of a Landscape Architect Firm and take action. The Commission scheduled the regular meeting for August 30, 1979., 7:30 p.m. Motion by Nelson for adjournment seconded Ralson, Motion carried. Re.s pect fU. 11 y.\..s.. ubmi tted. by, I M,. ./\ ,. "- t.i,-~~v~ U n~~~ Kenneth J. Mnckelsen, Director ASHLAND PAR~ AND RECREATION COMMISSION cwo . . . CITY OF ASHLAND PARK AND RECREATION COMMISSION SPECIAL MEET! NG MONDAY, JULY 30, 1979 9:00 am - 59 WINBURN WAY Presen t: Crawford, Nelson, Ralston, Sears Meeting called to order by Chai rperson Crawford. After reviewing all five (5) firms and their proposal the Corrrntssion selected two (2) fi nns that of Mi tchell, Nel son, Wal sh and Ruff, Cameron, Lacoss and instructed the Director to prepare a proposal to submit to each firm. The Director informed the Commission that from the meetings with the Armory Commi ttee, that the recommendation was forthcoming from this corrrnittee that a commi ttee be fonned wi th representati ves from the Parks and Recreation Commission and the City Council to study the Lithia Mills Site. Chairperson Crawford appointed the following individuals to serve on this corrrnittee if fo nned. Commissioner Commissioner Commissioner Di rector Nelson Sears Crawford Mickelsen Motion by Ralston to adjourn seconded by Sears, motion carried. Respectively submitted, m13,~~\W~~~t>-":., 'Kenneth J~ Mi eke 1 sen, Di recto r cwo . . . MINUTES SPECIAL MEETING ASHLAND PARKS AND RECREATION COMMISSION FOR AUGUST 16, 1979 - 8:30 a.m. Meeting called to order by Chairperson Crawford. Present: Crawford, Nelson, Ralston, Sears Each Commissioner had received a copy of the proposal by each firm. The proposals by each firm were discussed by the Commission. Basicly, each finn was going to provide the material requested by the Commission. The firm of Mitchell, Nelson, Walsh proposal was for $9,850.00 as outlined in thei r proposal. The firm of Ruff, Cameron, Lacoss proposal was for estimated charges of $6,730.00 as outlined in thei:rproposal. Motion by Commissioner Nelson to offer the job to Ruff, Cameron, Lacoss, contingent on arriving at a mutual satisfactory contract with the firm. Seconded Ralston. Motion carried (4 yes). r~otion by Commissioner Sears for adjoumment, seconded Ralston, motion ca rri e d (4 yes). ,~lK Kenneth JA Mickelsen, Director U " . . MINUTES SPECIAL MEETING ASHLAND PARKS AND RECREATION COMMISSION FOR THURSDAY, AUGUST 23, 1979 - 8:30 am Meeting call ed to order by Chai rperson Crawford. Present Crawford, Pinnock, Nelson, Sears The Director reviewed with the Commission the contract form and proposal for Ruff, Cameron, Lacoss. Motion by Nelson to authorize the Chairperson or representative of the Commission to sign the AlA agreement with Ruff, Cameron, Lacoss on the Park Plan. Seconded Pinnock, motion carried (4 yes). The Director asked permission to travel to the OPA meet, September 12, 13, 14. Motion by Nelson to authorize permission for the Director to attend the OPA meeting. Seconded Pinnock, motion carried. (4 yes). Motion by Sears for adjournment, Seconded Nelson, motion carried. ONO ReSpeCtive~ submi tted, '1 ~ .11J~ 1 ~,. . ... rmY<- If /. ~~ ~neth J.t 'ckelsen, Director Ii it /,i , f " . . MINUTES PARKS AND RECREATION COMMISSION REGULAR MEETING THURSDAY, AUGUST 30, 1979 Meeting called to order by Chairperson Crawford. Present Crawford, Pinnock, Nelson Abs en t Ra 1 s ton, Sea rs Motion by Nelson to approve the minutes of July 26, July 30, August 16, August 23, 1979. Seconded Pinnock. Motion passed (3 yes). The Commission reviewed the new Department Personnel Manual that is proposed for adoption. Motion by Pinnock to adopt the Department Personnel Manual dated July 1, 1979. Seconded Nelson. Motion passed (3 yes). The Director handed out program statements for the summer program, and the Commissioners and Director made comments concerning the different programs. The Commission set September 27, 1979, 7:30 p.m. for its next regular meeting. The Director reviewed the Lithia Park Tennis Court project with the Commission. Motion by Nelson for adjournment, Seconded Pinnock. Motion passed (3 yes). !~especti VelY\ sjubmi tted, . ,. l\ \ \. \,0 \ \: 0!~\11(J~~ Kenneth J. ~1ckelsen, Director I j V cwo r I ~ September 27, 1979 ATTENDANCE Present Absent MI NUTES Regular Meeting Motion August 30, 1979 REVIEW OF BILLS AND FI NANCES September bi 11 s OLD BUSINESS Sewer Line in Lithia Park Ashland Creek Greenway Po 1 i cy Mo ti on NEW BUSINESS Grant for Lithi a Park .,ion CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Crawford called the meeting to order at 7:50 p.m. Crawford, Pinnock, Sears, Ralston Ral s ton Sears moved, Pinnock seconded to approve the August 30, 1979 minutes. The vote was: 3 yes 0 no (Ralston absent). Sears Moved, Pinnock seconded to pay the bills. The vote was: 3 yes, 0 no (Ralston absent). Prior to the meeting, Mr. Ed Fallon took the Director and Commission on a tour of the proposed sewer 1 ine through L ithi a Park. Mr. Fallon told the Commission that the DEQ has required that the City replace and repair many of the old sewer lines within the City. The City will repair and replace these lines over a seven year period. Do to the filtration rate from Ashland Creek into the sewer line in the Winter months, it was felt that there is reason to believe that the same filtration happensin the summer when the Creek is low. Chai rperson Crawford read the proposed Greenway Pol i cy. Several people from the audience expressed concern that the Commission or City acquire land when available rather than just scenic easements. so that in the future either bike or walking paths may be built a long the creek. Sears moved, Ralston seconded to accept the Ashland Creek Greenway Policy as written. The vote was: 3 yes 0 no (Pinnock absent). Director Mickelsen told the Commission that he applied for $15,660 Grant-in-aid from the County and received it for the restoration of Lithia Park. He also told the Commission if we used $20 to 25,000 of our Capital Outlay account for matching money with HCRS, we could have $71,330 to use to restore (ithia Park. Sears moved, Ralston seconded to set aside $20,000 for matching funds for the speci al fund project. The vote was: 3 yes (3 no (Pinnock absent). ., ..;OMMISSION MINUTES 9-27-79 PAGE 2 ., BUSINESS (conti) Fall Volleyball Program Director Mickelsen told the Commission that this year we have 22 teams for volleyball, whereas last year we only had 15 teams. League play will begin October 1, 1979. 01 RECTORS REPORT Group Reservations Director Mickelsen told the Commission that with the new reservation system, that $840 was received for reservations and $66 for bench rental for a total of $906. There were 21 di fferent groups using the park, 13 from out of town and 8 from Ashland. Regul ar Meeti ng The Commission called for an adjourned meeting and executive session on Tuesday, October 2, 1979 at 4:00 p.m. in the Parks Office. The next regular meeting will be Tuesday, October 23, 1979 at 7:30 p.m. The meeting was adjourned at 9:50 p.m. Respectfully submitted, Adjourned Meeting ADJOURNMENT ~~ Wanda O'Neal, Secretary ASHLAND PARKS COMMISSION I October 23, 1979 ATTENDANCE CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Crawford called the meeting to order at 7:45 p.m. Present Crawford, Nelson, Sears Absent Ralston, Pinnock ADDITIONS OR DELETIONS Director Mickelsen had two additions for the agenda, they were, under Old Business - Sewer Line Committee and under Correspondence- Draft from Architects. APPROVAL OF MINUTES September 27, 1979 Mo ti 0 n REVIEW OF BILLS AND FINANCES ~ ~DIENCE PARTICIPATION NOT ON THE AGENDA AUDIENCE PARTICIPATION ON THE AGENDA Ed Griggs Mrs. William Fox . Commissioner Nelson corrected the minutes that Nelson was absent not Commissioner Ralston. Sears moved, Nelson seconded to approve the minutes as corrected. The vote was: 3 yes ~ no. The Commissioners reviewed the bills. None Mr. Gri ggs made a presentation on a Nature Center Program that he is writing a research grant for. The Program woul d be targeted for school age children, adults, and senior citizens, using existing areas in the community like Lithia Park. He indicated he had the support of the Biology department and outdoor education program at SOSC. He asked the Commission for a letter of support on the Nature Center Program. Comm.issioner Sears and Nelson asked if he had an outline of what the program would consist of. Mr. Griggs indicated that he was working on a program outl ine for the grant proposal. The Commissioners felt that they wanted more information about the program and what they would be supporting. Mr. Griggs indicated that he would get a letter to the Commission outlining the program. Mrs. Fox expressed concern to the Commission over the condition an d upkeep of Li th i a Pa rk in recen t years. The Commi ss i on indicated that they share the same concerns. The Commission indicated that a meeting for pUblic input on Lithia Park will be held in miQ-November and st[eS~lg pthekneed for publ ic input on concerns Cl tlZens nave for 1 t ar . PARK COMMISSION MINUTES 10-23-79 PAGE 2 AD BUS I NESS ~thia Park Tennis Courts Director Mickelsen mentioned that the tennis court project is now completed and the department approved the work on the project. Special Fund Project Grant Sewer Line Committee NEW BUSINESS Authorization to add Two Additional Park Maintenance Personnel Motion 411taft From Architects CORRESPONDENCE COMMUNCIATIONS DIRECTOR'S REPORT Letter From Mayor ADJOURNMENT . Director Mickelsen mentioned that he has completed and mailed the departments grant for Special Fund Project Money. Mickelsen indicated that the meeting is scheduled for November 29 in Salem, and that it is important that Commissioners attend the meeting. Director Mickelsen mentioned that a committee should be appointed by the Commission to work with the Public Works Department on the Sewer Line project through Lithia Park. Commissioner Crawford appointed Commissioners Sears and Crawford to serve on the Commi ttee. Director Mickelsen asked authorization for the hiring of two new park maintenance personnel, the positions would be, Park Maintenance Worker III, and Park Maintenance Worker I. These two positions are needed to address the horticulture and Forestry needs of the department. Nelson moved, Sears seconded to authorize two additional personnel positions for the department. The vote was: 3 yes 0 no. Director Mickelsen presented the Commissioners with a draft of problem areas that have been prepared by the architects on Lithia Park. Mickelsen asked the Commissioners to review the list and make additions or comments. Chairperson Crawford read a letter from the Mayor about the possibility of providing a dance or alternative activity on Halloween Night for youth to aid in curtailing or curbing damages to private property. The Commissioners share the concern about damage to private property but wondered if a dance would be a deterrent because the youth that would attend a dance would not probably be the ones causing the problems. Also, the Commission mentioned the fact that Halloween was only eight days away and this was relatively short notice to do a proper job in planning an activity. Nelson moved, Sears seconded to adjourn the meeting. The vote was: 3 yes ~ no. Respectfully submitted, !1~ \ '\ \ . \ \ I i ,,(,~ i~' \ \\~ .1))\ ,~" >-~ <', , f, .. - ....~_ Kenneth J. Mickelsen, Director November 27, 1979 ATTENDANCE CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Crawford called the meeting to order at 7:30 p.m. Present Crawford, Nelson, Pinnock, Ralston, Mickelsen Absent Sears ADDIT!ONS OR DELETIONS Chairperson Crawford added under Old Business the Settlement of the George Brinkworth Estate. APPROVAL OF MINUTES October 23, 1979 Motion Nelson moved, Ralston seconded to approve the minutes of the October 23, 1979 meeting. The vote was: 4 yes 0 no. REVIEW OF BILLS AND FINANCES AUDIENCE PARTICIPATION NOT ON THE AGENDA Peter Hyatt UDIENCE PARTICIPATION ON THE AGENDA j I The Commission reviewed the bills and there were no questions. Mr. Hyatt was present to suggest to the Commission the possibility of combining the proposed picnic shelter with a dance floor, so it could be utilized in the summer by different dance groups. The folkdancers, who Mr. Hyatt represents, has met with the Commission previously about building a dance floor or stage, maybe portable, but thought that with proper design of the pi cni c shel ter, that a dance floor coul d be incorporated with the picnic shelter.,Comm1:ss'ioner Nelson asked the question about what type of floor that they would need, and the response was they would prefer a wood floor. Commissioner Nelson and Pinnock had questions about maintenance and cost of a wood floor over a concrete floor. Also, the question about moist\lre and warping of a wood floor. The Commi ssion asked for Mr. Cameron I s opinion about the idea and he to shared the same concerns about the maintenance of a wood floor, and the design problems of a shelter to cure the moisture problem, and if it would be compatible with the function of a picnic shelter; but the idea should be e~plored when designing the picnic shelter. Director Mickelsen commented that if this idea is compatible that this facility would then serve as a multi-use facility, that would accommodate more people, and certainly should be explored. Mr. Hyatt mentioned that he would investigate the floor problem. Commissioner Nelson mentioned that perhaps there may be some other surface that would accommodate both picnicking and dancing like a Tartan surface. The Commission agreed that in the designing stage of the picnic shelter to take this idea into consideration. NONE l~ .SS MINUTES 11-27-79 PAGE 2 .- Brinkworth Estate:The Commission had previously met in an Executive Session with City Attorney Ron Salter, and Attorney Ron Cue representing the Brinkworth es tate on a settlement offer. Both Attorneys were present at the regular meeting. Pinnock moved, Nelson Seconded that on the advice of our attorneys to accept the offer from Attorney Gene Piazza, representing Carl A. Salcedo, on the Brinkworth estate whereby the Parks and Recreation Commission will be willing to settle the estate less the house at 292 Liberty Street. The vote was: 4 yes, 0 no. Motion Special Project Fund NEW BUSINESS Preliminary Discussion About Developing the Walker Elementary School Si te Jointly wi th the School Di strict and Parks and Recreati on Department Director Mickelsen informed the Commission that he received a letter from the State informing him that the special project fund meeting has been canceled for November 29, 1979 and will be rescheduled for the Spring of 1980. The department had submitted a grant for funding at this meeting, but Director Mickelsen will re-submit the grant for the Spring meeting. Director Mickelsen mentioned the idea of developing the Walker School site using the Community-School agreement that both the department and School District have signed. The idea would be to develop a master site plan for the Walker School playground area. Since the department al ready has a Landscape Archi tectural Firm hired, and that we will be doing a site plan for Hunter Park which is adjacent to Walker School, now would be an excellent time to impliment the Community-School agreement. Director Mickelsen mentioned that he has already visited with both the principal at Walker, and the School Superintendent and they both were supportive of the idea. Mr. Jobe mentioned that the Department should come to the School Board with the idea and drawing to see if they would be willing to cooperate in developing the site. Director Mickelsen said he would like the Corrmi,ssion to allocate funds for Ruff, Cameron and Lacoss to do a very preliminary design of what could be accommodated on the site, and proper location, so when we went to the School Board we would have something to present to them. Mr. Cameron indicated the cost for this type of plan would run between $500 to $2,000 depending on what information the School has on the site. Commissioner Pinnock expressed concern about spending money on such a plan without a committment from the School Board to go ahead with a total master plan, and that no one had contacted the President of the School Board about the idea. Director Mickelsen did mention that he visited with Mr. Jobe about the proper procedure to present this idea to the School Board and Mr. Jobe said that when we are ready to make a presentation to notify him so it can be placed on the agenda. Commissioner Nelson said that the School District has been cooperative in the use of their facilities for our recreation programs, and this is one way that we can show our cooperation by preparing a plan that could show the School Board the possible potential for the Walker site. The The Commission agreed to have Mr. Cameron brieflY look at the site in re 1 ati onshi p to Hun ter Park when we have the topographi caL1llap for Hunter Park. j A:' ,nONS .If{ I S REPORT .:tball Volleyball Student In tern Presentation from Ron Cameron on the Li th i a Park Mas te r Pl an MEETINGS FOR DECEMBER December 13, 1979 7: 00 p. m. December 20, 1979 7:30 p.m. MINUTES 11-27-79 PAGE 3 Director Mickelsen informed the Commission that the Basketball program will start in December and the program is organized and ready to go. Director Mickelsen informed the Commission that because of the interest shown in volleyball and the request by many participants to continue the program, that the volleyball program is still go i n g . Director Mickelsen informed the Commission that the Department has accepted an intern student from Flordia State University in Parks and Recreation. The program is very similar to that of student teaching, a graduating senior must do an internship in the field. The intern will be starting in January. Mr. Cameron presented slides on different problem areas in the Park, and different zones used within the Park. Mr. Cameron categorized the following areas and established a priority list based upon his study. The areas in order of priority are: (1) Feast of Will Area, (2) Lower playground area, (3) Upper duck pond, (4) Main entrance off the Plaza, (5) Bandshell to tennis court area, (6) Picnic areas above the upper duck pond, (7) Uppermost picnic area, (8) Erosion of the banks and hillsides and the Commercial area to the Lithia Park Extension, (9) Maintenance and service building, and (10) Other areas, deer pen, street of Winburn Way the difference between the Park side and the opposite side. Mr. Cameron mentioned the cause for the deterioration of the park in his opinion were: (1) The flood in 1974, (2) increase use of the park, and (3) lack of proper maintenance. Mr. Cameron presented a copy of the estimated cost per area which totaled $2,376,290 and he divided the restoration program into a ten (10) year phase program. After the presentation, the Commission expressed concern over how the department was going to finance such a program. They asked the Director to look at the effects that this type of program would have on the tax rate and other alternatives to financing a restoration project. Several Commissioners commented that this dollar figure has not been agreed upon to spend for restoration and no decision concerning the expenditure of funds will be made until public input session is held. A date for the public input session was not decided upon. Study Session to discuss the financing of the Lithia Park Restoration Project and other areas of the Lithia Park Master Plan. Also an executive session on personnel evaluation. Regul ar mon thly meeting. 4 a-fJISS ION MINUTES 11-27-79 PAGE 4 JOURNMENT Nelson moved, Pinnock seconded to adjourn the meeting. The moti on carri ed. Respectfully submitted, Kenneth J. Mickelsen Oi recto r ~ December 20, 1979 ATTENDANCE Present Absent ADDITIONS OR DELETIONS APPROVAL OF MINUTES Moti on REVIEW OF BILLS AND FINANCES AUDIENCE PARTICIPATION ON THE AGENDA Kay Stein - Senior program CITY OF ASHLAND PARKS AND RECREATION COMMISSION REGULAR MEETING Chairperson Crawford called the meeting to order at 8:45 p.m. Crawford, Nelson, Pinnock, Sears, Mickelsen Ralston None Pinnock moved to accept the minutes of the November 27, 1979 meeting, Sears seconded the motion The vote was: 4 yes - 0 no. The Commission reviewed the bills and there were no questions. Kay Stein was present to make a request to the Board for a possible grant application to the state for $20,000. She stated that the state has $100,000 available, and in a unique situation, are requesting applications for grants. Don Breland, Area Agency on Aging, was present and stated that he feels there is a good chance to receive the funds if the request is less than $10,000. He wasn't sure of approval with $20,000. Kay recommended applying for the full $20,000. She proposed a multi-use Civic center, located in the Hunter Park building, to be used by Seniors and youth in the community. The main string attached is that for the first 10 years, the building must be used by seniors in a time commitment proportionate to the amount of the grant received. Ms. Stein felt that if the Senior Program offices and the Loaves and Fishes daily meal program were located in the proposed building the time commitment would be more than met. Ms. Stein and Mr. Wes Hoxie, President of the Senior Citizens Club, both stated that there is no facility for senior socializing or recreation. and that such a facility is really needed in Ashland, where 1/3 of the town population is retired. Chairperson Crawford and Sears raised questions on the cost of the project. Ms. Stein stated that no new figures were available. Estimates from two (2) years ago showed additions and renovation to the proposed building in Hunter Park to be $56,000. If a grant of $20,000 was approved, there would be a matcbing fund required of 10% or $2,000. What the Senior program is asking of Parks and Recreation is $20,000 plus a commitment on the building to go along with the $20,000 grant. It was noted '~KS COMMI SS ION Moti on AUDIENCE PARTICIPATION NOT ON THE AGENDA OLD BUSINESS Authorization to sign Resolution con- cerni ng Brinkworth Es ta te Moti on Schedule date for public input on Lithia Park restoration NEW BUSINESS Thank you letter to the Rotary Cl ub MINUTES 12/20/79 PAGE 2 that the use of the building would adequately cover the required matching fund of $2,000. The deadline for the application is January 4, 1980. The Senior program would complete the required application; however, the Parks and Recreation Department would be the applicant and would retain control of the building and funds. Commissioner Sears raised numerous questions as to the cost of the program to Parks and Recreation. It was agreed that if the grant was less than $20,000, it would not be practical to carry out the project. Commissioner Nelson was in full support of the project. Commissioner Nelson moved and Chairperson Crawford seconded the motion to write a grant for $20,000 and, when a decision is made on the grant, to consider acceptance of the grant. The vote was: 4 yes - 0 no None Director Mickelsen stated that the resolution was ready to accept. Sears raised the question of whether or not the City Attorney, Ron Salter, had seen the entire resolution. Director Mickelsen stated he had not. Commissioner Nelson read the resolution as follows: "Be it resolved that in settlement of the Estate of GEORGE WILLIAM BRINKWORTH Will Contest Suit, Jean Crawford, Chairperson of the City of Ashland Parks and Recreation Commission, is authorized to execute a Quitclaim deed to Carol A. Salcedo in the form attached hereto as Exhibit "A". Commissioner Nelson moved, Pinnock seconded to accept the resolution subject to approval from Ron Salter. The vote was: 4 yes - 0 no Director Mickelsen sated that the Junior High School 1 i brary was reserved for Thursday, January 17, 1980 at 7:30 p.m. for the public input meeting. Director Mickelsen stated that the work was completed on the gazebo in Triangle Park and proposed drafting a letter of thank you to the Rotary Cl ub. Commissioner Pinnock stated that all the commissioners should sign the letter. II I' Ii II II I! Ii I' I I J ,\((5 COMMI SS ION Personnel - Motion Motion CORRESPONDENCE AND COMMUNICATIONS, DIRECTOR'S REPORT Letter of thank you to Kings & Queens Pinochle Club ITEMS FROM THE COMMISSIONERS Mo ti on NEXT MONTH'S AGENDA MINUTES 12/20/79 PAGE 3 Chairperson Crawford made the motion and Commissioner Nelson seconded, to set a salary for the Director of Parks and Recreation, beginning January 1, 1980, of a two (2~ percent increase over the present salary and a family dental plan. Commissioner Sears expressed doubt as to whether should offer a family dental plan to the Director when the other Parks employees were not offered the same benefit, could it possibly give theemployees a chance to organize and complain? The vote was: 2 yes - 2 no Chairperson Crawford made a second motion, Nelson seconded, to give the Director, effective January 1,1980, a two (2) percent increase in salary and a $50.00 per month raise. The vote was: 3 yes - 1 no (Comm. Sears) Director Mickelsen informed the Commission that he had sent a letter of thank you to the Kings and Queens Pinochle Club for their $35.00 donation received by Parks and Recreation. Commissioner Nelson made note that the liaison from the City Council, Jim Sims, was noticeably absent. Commissioner Sears raised the question, in conjunction with the Brinkworth estate, that if the Commission does decide to dispose of the duplex property, how should they do so? Sears suggested: (1) hiring a licensed appraiser to appraise the property; (2) once the value is determined, they need to decide if they should sell it for cash or contract on it, the latter being recommended by Sears. Sears also recommended drawing up the terms, then sending a letter to every licensed Ashland Real Estate Broker offering the regular six (6) percent commission. Director Mickelsen agreed with Sears. Pinnock suggested that real estate should be discussed at an Executive Session with Ron Salter present. Commissioner Pinnock moved, Sears seconded, to authorize Director Mickelsen to obtain an appraisal of the house when it is available. The vote was: 4 yes - 0 no Commissioner Pinnock suggested a review of the Hunter Park prioritdes set by the previous commission at the January 31, 1980 regular meeting. Director Mickelsen suggested turning the review over to the Committee on Facility Development for their recommendation. Sears requested a copy of all items with priority rating be provided for the Committee members ahead of time. ~ !\RKS COMMISSION MEETINGS FOR JANUARY January 17, 1980 7:30 p.m. Janua ry 31, 1980 7:30 p.m. ADJOURNMENT ! I MINUTES 12/20/79 PAGE 4 Meeting for public input on L~thia Park Restoration Project at the Junior High School Library. Regular monthly meeting. Commissioner Sears moved, Crawford seconded to adjourn the meeting, motion carried. 1.~;spectfullY ~submitte~. C-_.~' "w' 1./) ',I I~ ..\ / ~/Ct/"'~/')~ I · Di anne Si kes Secretary ~