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HomeMy WebLinkAboutpark_commission_packet 052021 City of Central Point Parks and Recreation Commission Agenda May 20, 2021 I. MEETING CALLED TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - Feb 18, 2021 6:00 PM IV. CHANGES TO AGENDA V. PUBLIC APPEARANCES VI. BUSINESS A. Fiscal Year 2021-2023 Park and Recreation Budget (Samitore) B. Don Jones Memorial Park Improvements (Samitore) C. Revised Special Event Fees - Weddings (Petersen) VII. UPDATES VIII. UPCOMING MEETING DATE IX. ADJOURNMENT Individuals needing special accommodations such as sign language, foreign language interpreters or equipment for the hearing impaired must request such services at least 72 hours prior to the City Council meeting. To make your request, please contact the City Recorder at 541-423-1026 (voice), or by e-mail at: deanna.casey@centralpointoregon.gov . Si necesita traductor en español o servicios de discapacidades (ADA) para asistir a una junta publica de la ciudad por favor llame con 72 horas de anticipación al 541-664-3321 ext. 201. CITY OF CENTRAL POINT PARKS AND RECREATION COMMISSION MINUTES FEBRUARY 18, 2021 I. MEETING CALLED TO ORDER II. ROLL CALL Attendee Name Title Status Arrived Patricia Alvarez Park Commissioner Present Dennis Browning Parks Commissioner Present Fran Cordeiro-Settell Parks Commissioner Present Jennifer Horton Parks Commissioner Present Lee Orr Parks Commissioner Present Sharon Rogers Parks Commissioner Present Stephanie Hendrickson Parks and Recreation Commissioner Present III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - Dec 3, 2020 6:00 PM RESULT: ACCEPTED [UNANIMOUS] AYES: Alvarez, Browning, Cordeiro-Settell, Horton, Orr, Rogers, Hendrickson IV. CHANGES TO AGENDA No changes V. PUBLIC APPEARANCES No public appearances VI. BUSINESS A. White Hawk Development - Park Plan Review The White Hawk Development has been discussed with the commission several times over the years, but it does look like it is moving forward. The development is located at the intersection of Beebe and Gebhard Roads. The site had issues with past use of arsenic in the orchard but the Oregon Department of Environmental Quality has done mitigation and the area of concern had been capped. The original developer lost the property due to the 2008 recession but the bank had sold the site to another local development group. Phase 1 of the development would be construction of single family duplexes and accessory dwelling units. A 4.6 acre park would be developed during this phase and will be gifted to the city by the developer when complete. System development charges would be used to create the park which would be completed by 2023. The original park design includes two U-11 soccer fields, a restroom, gazebo, playground and walking paths. If both fields are in use then there could be a need for additional parking. Matt suggested that the west side of the park could be used to add 14 additional parking 3.A Packet Pg. 2 Minutes Acceptance: Minutes of Feb 18, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes February 18, 2021 Page 2 spaces for a total of 45 spaces. If the commission is not supportive of adding parking, then Matt suggested that only one soccer field be added in the first phase of development. Jennifer asked if there would be on-street parking available. Matt said that he is working with the developer to advocate for more on-street parking. Commission members expressed support for adding additional parking on the west side of park. A revised design will be brought back to the Commission for review. B. Central Point Cemetery - Municipal Code and Rules and Regulations Dave reported that the draft municipal code for the cemetery had been discussed at a city council study session and reviewed by the city attorney. The model that will work best for Central Point has three elements: 1. Municipal Code; 2. Rules and Regulations; and 3. Management Plan. The Municipal Code will provide the legal framework for managing the cemetery. Rules and regulations provide for day to day rules for operating the facility. The management plan will focus on current cemetery conditions and short and long-term maintenance needs. The goal is to meet state standards but also to manage the cemetery so there are no sales of new plots and preparation of burial plots will be the responsibility of the owners and/or mortuary. Dave reviewed the municipal code and rules and regulations. Patty asked when the transfer of property would be complete. Dave said that the goal would be to have this complete by July 1, 2021. Fran asked if the Cemetery Directory would a full time position. No, the state required that a director be named. Their role would be to ensure that the facility meets state requirements. It would be a very part time position and would be filled by existing staff. Stephanie asked if there was an idea of how many burial sites remained available. Dave said that most of the historical burial records had been lost over time. When the Central Point Masons owned the facility they had done a lot of work collecting information on who was buried where, but there is no information how many burial sites remain available. Lee moved that the Central Point Cemetery municipal code and rules and regulations be forward to city council for approval. Fran seconded the motion which was approved by all. RESULT: APPROVED [UNANIMOUS] MOVER: Lee Orr, Parks Commissioner SECONDER: Fran Cordeiro-Settell, Parks Commissioner AYES: Alvarez, Browning, Cordeiro-Settell, Horton, Orr, Rogers, Hendrickson C. Forest Glen Park Playground Replacement Project Dave reported that the current Forest Glen Park playground is over twenty years old and due for replacement. It will be a priority project for the new fiscal year beginning July 1, 2021. Schedule for the project would to remove the playground in the fall of 2021 and install the new equipment during the winter of 2022. Due to Covid-19, a public meeting to review playground options was not possible but all efforts to receive public input had been made, including setting up a website with playground options, direct mailing to all residences located within 500 feet of the 3.A Packet Pg. 3 Minutes Acceptance: Minutes of Feb 18, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes February 18, 2021 Page 3 park, and an online survey was made available to all interested parties. Only 22 survey responses had been received. Dave reviewed three playground designs each had been provided by Playcraft and Ross Recreation, both nationally recognized companies. Survey results were as follows: 1. Forest design, 2. Space design, and 3. Pirate design. The Ross designs received only a few votes each. Staff was split on the designs and decided that the since the forest design was similar to the new structure at Flanagan Park, it shouldn’t be used at Forest Glen. Staff felt that each park should have a unique playground design. The two designs remaining were Playcraft designs - Space and Pirate. Dave asked for the commissioners for their input. After discussion, the commission came to the consensus that the space design would be the best fit for the park. Stephanie did express concerns about the tubed areas and the potential for homeless people using these for sleeping. Matt said that since the park was located near I-5, this may be a concern. Dave said he would work with Playcraft to see if there were alternatives that would provide more visibility and bring back a revised design at the next commission meeting. Matt said that the Pirate design would be used at a park where it would be more visible to the public, possibly at the new White Hawk Park. Michael said that he had concerns with the playground designs that had relatively high laterals which kids could potentially climb. VII. UPDATES Little League Fields: Matt reported that the city had been approached by a donor who could potentially provide several million dollars to be used to completely refurbish the Central Point Little League Fields. One stipulation from the donor is that once the project is completed the city would need to take ownership of the property or have very long lease in place so that where would be consistent maintenance and management. Discussions include a schedule since the project would take from six to nine months to complete which could potentially impact the Little League schedule. As more details are available they will be shared them with the Commission. Community Center: Matt reported that there would be a city council study session to discuss fee requirements for operating the community center. The current estimate is that $1.70 would need to be added to the park maintenance fee to cover expected facility maintenance costs. Dennis Richardson Memorial:. Dave said that $2000 had been raised through the water bill solicitation and he would be working on state and foundation grant proposals. Stephanie asked if the Rotary had been approached. Matt said that he had but since they had not been able to hold their auction due to Covid-19 their fundraising was limited at this time. 3.A Packet Pg. 4 Minutes Acceptance: Minutes of Feb 18, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes February 18, 2021 Page 4 Purple Heart Emblem: The emblem had been completed and had been shipped out of Florida. It should be installed within the month. Joel Tanzi Skate Park: Matt reported that the Skate Park had seen very high usage during the pandemic. The partnership with the police department and community service officers have been very effective at managing the evening closure. About 75% of those using the facility will leave and the other 25% put up some resistance. A new policy for fining those who refuse to leave or who use the facility after closure is being developed. Bose Project: Dave reported that this Bose project had begun following the Penniger Fire in 2018. A small grant from the Jackson Soil and Water Conservation District would provide funds for riparian plantings. Work had begun on removal of blackberries in November and had been completed in January. A total of 8.5 acres had been treated. Recreation Programs: Elizabeth was happy to announce that the Winter-Spring Recreation catalogue had been sent out. There were limited classes due to Covid-19 restrictions. The focus was on kid classes and they had been very successful offering a monthly "home alone" classes which teaches kids how to stay safety at home. A police officer and the city safety officer were able to teach about home safety and Elizabeth and Nikki had provided information on creating snacks. Work has started on the summer recreation guide. The goal for summer is to have camps every week. If anyone knows someone who would be interested in teaching or assisting with classes please let Elizabeth know. Special Events: Nikki reported that with Elizabeth’s help and the Central Point Chamber of Commerce they did a small event for the city called Community Cupid. Over 3000 valentines were delivered to 700 residents at six different retirement communities. All three elementary schools, Boy Scouts, Kiwanis all made valentines. They hope to do this again in May and December. An exercise challenge is being organized. If you’re not aware we have 135 acres of parks so residents are being asked to exercise 135 minutes in a seven day period. Those involved will be entered in a raffle for a $200 prize consisting of all things Central Point. The city is co-sponsoring the Cheese Festival which will be a virtual event again this year. There will be an Easter Extravaganza which will be a drive through event similar to the Halloween. A Fourth of July event is being planned which will include fireworks. The city will assist the Chamber developing some type of a parade. VIII. UPCOMING MEETING DATE The next Park Commission meeting is scheduled for May 20, 2021 IX. ADJOURNMENT 3.A Packet Pg. 5 Minutes Acceptance: Minutes of Feb 18, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes February 18, 2021 Page 5 The meeting was adjourned at 7:10 PM. The next scheduled meeting is May 20, 2021. 3.A Packet Pg. 6 Minutes Acceptance: Minutes of Feb 18, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Staff Report ISSUE SUMMARY TO: Parks and Recreation Commission DEPARTMENT: Parks and Recreation FROM: Matt Samitore, Parks and Public Works Director MEETING DATE: May 20, 2021 SUBJECT: Fiscal Year 2021-2023 Park and Recreation Budget ACTION REQUIRED: Information/Direction RECOMMENDATION: Not Applicable Presentation will provide an overview of the Fiscal Year 2021-2023 Park and Recreation Budget including personnel and funded projects. 6.A Packet Pg. 7 City of Central Point Staff Report ISSUE SUMMARY TO: Parks and Recreation Commission DEPARTMENT: Parks and Recreation FROM: Matt Samitore, Parks and Public Works Director MEETING DATE: May 20, 2021 SUBJECT: Don Jones Memorial Park Improvements ACTION REQUIRED: Information/Direction RECOMMENDATION: Not Applicable Update on projects planned for Don Jones Memorial Park for the upcoming fiscal year. 6.B Packet Pg. 8 City of Central Point Staff Report ISSUE SUMMARY TO: Parks and Recreation Commission DEPARTMENT: Parks and Recreation FROM: Nikki Petersen, Special Events MEETING DATE: May 20, 2021 SUBJECT: Revised Special Event Fees - Weddings ACTION REQUIRED: Motion Information/Direction RECOMMENDATION: Approval Purpose: Review revised special event fees for weddings. Background: The following changes are proposed to the Special Fee Schedule in regards to weddings: · Refundable damage deposit will be returned within 60 days. · The special event fee for weddings to be increased due to additional staffing costs. The increase is: o 4 hours - $300 non-resident rate, residents will get 15% discount o 6 hours - $400 non-resident rate, residents will get 15% discount o 8 hours - $500 non-resident rate, residents will get 15% discount o All day - $700 non-resident rate, residents will get 15% discount § Each additional gazebo is a $50 flat fee · Weddings will only be allowed at Twin Creeks Park. This will allow for ease of parking, clean-up and less residential impact. · Additional fees for water, alcohol and amplified sound. Specific charges related to the damage deposit will be as follows: § A $15 charge for overflowing trash cans and $5 charge per additional trash bag left on site. These will be deducted from the $200 damage deposit. 6.C Packet Pg. 9