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HomeMy WebLinkAboutParks Commission Agenda 022422 City of Central Point Parks and Recreation Commission Agenda February 24, 2022 I. MEETING CALLED TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - Dec 2, 2021 6:00 PM IV. CHANGES TO AGENDA V. PUBLIC APPEARANCES VI. BUSINESS A. Forest Glen Park Playground Update (Jacob) B. Central Point Cementery Update and Work Plan (Jacob) 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 DECEMBER 2, 2021 I. MEETING CALLED TO ORDER Patty called the meeting to order at 6:04 pm. II. ROLL CALL Attendee Name Title Status Arrived Patricia Alvarez Park Commissioner Present Dennis Browning Parks Commissioner Absent Fran Cordeiro-Settell Parks Commissioner Absent Stephanie Hendrickson Parks and Recreation Commissioner Present Lee Orr Parks Commissioner Present Ron Woodhead Parks Commission Present III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - Aug 19, 2021 6:00 PM Dave said that under the Bear Creek Greenway Conceptual Plan item comments on the plan received via email had been added so that they would be a part of the public record. RESULT: ACCEPTED [UNANIMOUS] MOVER: Lee Orr, Parks Commissioner SECONDER: Stephanie Hendrickson, Parks and Recreation Commissioner AYES: Patricia Alvarez, Stephanie Hendrickson, Lee Orr, Ron Woodhead ABSENT: Dennis Browning, Fran Cordeiro-Settell IV. CHANGES TO AGENDA V. PUBLIC APPEARANCES 3.A Packet Pg. 2 Minutes Acceptance: Minutes of Dec 2, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes December 2, 2021 Page 2 Dave introduced Eden Foster who is the current chair of the foundation and coordinator for the Plant a Thousand Daffodils Project. Eden said that she had been a long term volunteer with the parks and recreation department and has been a member of the foundation for about five years. Jayne Garland, a local resident, came up with the idea of the daffodil project and they have worked together to create the Plant a Thousand Daffodils program. The program goals are to 1. Plant at least 1000 daffodils in public areas every year; 2. Raise funds for the Parks and Recreation Foundations; and 3. Build a sense of community through a positive forward thinking project. This year approximately 1770 daffodil bulbs were planted in five public areas with help of 130 volunteers. The areas planted were very difficult to plant due to the compacted soil but the volunteers made it work. Along with planting in public areas, bulbs were also sold for a dollar each to businesses and individuals so that they could plant on their properties. This spring there will be an elementary school poetry contest and a middle and high school art contest. The recreation program will put together a map of the planting sites for a treasure hunt. VI. BUSINESS A. Central Point Military Banner Program Dave said that he had been contacted by Eagle Point residents Nick Thomas and Leon Sherman. They were responsible for implementing a military banner program for their city and thought it would be a good fit for Central Point since the Oregon Fallen War Heroes Memorial was located in the city. Staff agreed to develop a proposal for discussion: To qualify for the program, the service member must be honorably discharged from the military and must currently reside or have resided in Central Point. Banners would be installed on 20 light poles located on N. Front Street from April to January each year. New banners would be placed each year. Cost per banner would $150 per year. Lee moved that the Central Point Military Banner Program be approved and forwarded to City Council. Fran seconded the motion which was approved by all. Ron Woodhead suggested that staff should look at charging more for the banners with additional funds going to support the foundation. Matt agreed that cost was low but thought it was good idea for the first year just to see if the program was popular. If so fees could be raised in the future. RESULT: APPROVED [UNANIMOUS] MOVER: Lee Orr, Parks Commissioner SECONDER: Stephanie Hendrickson, Parks and Recreation Commissioner AYES: Patricia Alvarez, Stephanie Hendrickson, Lee Orr, Ron Woodhead ABSENT: Dennis Browning, Fran Cordeiro-Settell B. Dennis Richardson Memorial - Design Update The planning process for the Dennis Richardson Memorial had begun in 2019. The city contracted with Galbraith and Associates and formed an ad hoc committee to provide guidance for the design process. A final design was selected and approved by the family and city council. Funding for construction was not available at that 3.A Packet Pg. 3 Minutes Acceptance: Minutes of Dec 2, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes December 2, 2021 Page 3 time. By the time funds became available for construction, the original landscape architect had retired and the city contracted with Terrain Landscape Architects to develop the construction documents. During this process the design was changed. The location of memorial was adjusted to better integrate with the existing Oregon Fallen War Heroes Memorial. Other changes include a new water feature, a berm to provide a buffer from park activities, and new seat walls and hardscape. Construction of the Richardson Memorial would be combined with the upgrades for the Oregon Fallen War Heroes Memorial. Bid document would go out in December and the project will be awarded in January or February. If everything goes well the work on the War Memorial would be completed by May 2022 and the Richardson Memorial by October 2022. VII. UPDATES Central Point Cemetery: The current owner of the cemetery had been located and paperwork for the property transfer was in their hands but paperwork has not yet been returned. Robert Pfaff Park: The existing park restroom had been demolished. The new restroom would be in place by April of next year. Portable restroom would be in place for spring. Matt said there was good likelihood that the band shell would be replaced next year using urban renewal funds. Bear Creek Greenway: FEMA has provided wildfire recovery funds for replacement of the gazebo and benches. Funds will also be available to gravel the old equestrian trail and to replace a culvert on Elk Creek. Property transfer from Jackson County will be approved by city council in January. The process for bringing the properties in the urban renewal zone is also under way. Once completed, urban renewal funds will be available for the area master plan and implementation of at least a portion of the project. Regular site maintenance will continue to ensure that blackberries, hemlock, and other invasive species are under control. Central Point Little League Fields: The city feels comfortable that America Rescue Plan funds can be used for rebuilding the little fields. A use agreement is being drafted and will be reviewed by the Little League Board next month. Design should begin in January and be completed by July with construction beginning shortly after. If everything goes according to plan, the new fields would be ready for use by next spring. All new features may not be completed but the fields would be operational. 3.A Packet Pg. 4 Minutes Acceptance: Minutes of Dec 2, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes December 2, 2021 Page 4 Community Center: Discussions with Jackson County and the Expo are moving forward but as you would expect with a combined facility, each party has different requirements. Currently there are eight gymnasiums planned with two of those for city use. All gyms would be available for tournaments on the weekends but the two city gyms would be only available for city use during week days. If a major emergency occurs, city facilities would be potentially available for county use. There are discussions under way to locate the Central Point Chamber offices in the facility as well. Forest Glen Park: Installing a new playground at Forest Glen Park is still a priority but due to increased cost for other city projects funds will need to be supplemented with grant sources. Oregon State Park grants will be the most likely sources. Since this is the case, the project would not be implemented until fall 2022 at the earliest. Special Events: Nikki reported that the Liam’s Trunk or Treat event went very well. As a reminder, this is a memorial event for a family that lost a child. There were 20 different decorated vehicles and long lines of kids. Next event is Community Christmas which will include a parade with over 32 decorated and lit vehicles. The tree lighting and decorations have been upgraded this year. The Christmas cards for seniors program which was modeled on the Valentine’s Day event was a great success. Nikki introduced Margarita Esparza who had recently moved over to the recreation program from the finance department. Recreation Program: Elizabeth said that many fall recreation programs had been impacted by the covid situation so registrations had been lower than expected. Also, the fall recreation guide had been an electronic version only which also had an impact on signups. For spring, hard copies of the guide would be mailed out to all residents and with new classroom space available at the Op Center, there would additional classes and instructors. Since the Op Center will not be completed until February, some classes will start later than normal. VIII. UPCOMING MEETING DATE Park and Recreation Commission Meetings Schedule for 2022: February 17 May 19 August 18 December 1 All meetings will be held at 6:00 pm in the council chambers unless notified otherwise. 3.A Packet Pg. 5 Minutes Acceptance: Minutes of Dec 2, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes December 2, 2021 Page 5 IX. ADJOURNMENT The meeting was adjourned at 7:05 PM. The next scheduled meeting is February 24, 2022. 3.A Packet Pg. 6 Minutes Acceptance: Minutes of Dec 2, 2021 6:00 PM (APPROVAL OF MINUTES) City of Central Point Staff Report ISSUE SUMMARY TO: Parks and Recreation Commission DEPARTMENT: Parks and Recreation Commission FROM: Dave Jacob, Park Planner MEETING DATE: February 24, 2022 SUBJECT: Forest Glen Park Playground Update ACTION REQUIRED: Information/Direction RECOMMENDATION: Not Applicable The installation of a new playground at Forest Glen Park is a priority project for the Parks Department. Due to projected increased costs for other park projects, the installation had been put on hold, but after review of other city construction projects, it does appear that the project will move forward in the near future. We will review the selected design, costs, and schedule for the project. 6.A Packet Pg. 7 City of Central Point Staff Report ISSUE SUMMARY TO: Parks and Recreation Commission DEPARTMENT: Parks and Recreation Commission FROM: Dave Jacob, Park Planner MEETING DATE: February 24, 2022 SUBJECT: Central Point Cementery Update and Work Plan ACTION REQUIRED: Information/Direction RECOMMENDATION: Not Applicable The transfer of the Central Point Cemetery was completed in December. With the facility under city ownership, improvement and maintenance projects will begin. The update and work plan are attached for commission review and discussion. ATTACHMENTS: 1. February Update and Work Plan 2-15-22 Park Commission 6.B Packet Pg. 8 Central Point Cemetery Update and Work Plan February 15, 2022 Dave Jacob, Cemetery Director Cemetery Licensing: The Oregon State Mortuary and Cemetery Board requires active cemeteries to be licensed. While we will not be in the business of selling plots, we are required by state law to honor existing burial contracts which means we need to be licensed. Paperwork has been submitted for the license but we have an issue to resolve related to how to register the city as business. Application forms for burials and exhumations have been drafted but must be approved by the state. Botanical Site Survey: The botanical survey team that did work for the city in the Bear Creek Greenway burn area will do a similar survey of the cemetery this spring. All trees, shrubs, flowers, etc. will be identified and mapped. This will serve a couple of purposes: 1. Provide information that will assist with site maintenance. 2. Provide information for future educational programs. The cemetery is a great example of a mainly intact Oak Savannah and, we hope, there will be interest in using the cemetery to study not only its history by its plants as well. General Maintenance and Spray Program: The cemetery will be cleaned up prior to Memorial Day, but we will hold off spraying herbicides until next spring. While herbicides are very useful for keeping weeds in check, the chemicals can have a negative impact on headstones and curbing so this needs to done in a thoughtful manner. Tree maintenance work will also be done this spring focusing on those trees that are potential hazards and those that require immediate attention. A regular maintenance schedule using city staff and/or contractor(s) will be developed later this spring. Headstone Repairs: Dirk Siedlecki, President of Friends of the Jacksonville’s Historic Cemetery, met with staff last week to discuss a headstone repair workshop. Dirk has been responsible for a great deal of the restoration work at the Jacksonville Cemetery and also manages their volunteer program. He will provide staff and volunteers with training on how to repair headstones and other cemetery features. Staff will meet with him on site in March to locate several headstones that need different types of repairs. Once the stones have been selected, a training session will be scheduled to repair them, providing a hands on learning experience. Dirk will also assist with developing an approach to prioritizing future repairs. Volunteer Program: Mr. Siedlecki also provided a framework for developing a volunteer program which will be called the Central Point Cemetery “Adopt-a-Block” program. The cemetery was developed as a series of blocks so this is a logical approach to assigning areas to volunteers. When the city attempted to set up a volunteer program a few years back we had great response so we’re hopeful we’ll get folks signed up. If we have help with the areas around the stones, it will make overall maintenance much easier and less costly. Another volunteer project will be doing an overall assessment of cemetery plots. Dirk provided a form that he has used for this purpose. Site Mapping: We’ve been in contact Benchmark Maps in Medford who developed a map for the Jacksonville Cemetery. We sent them the existing plats for the cemetery and they’ll let us 6.B.a Packet Pg. 9 Attachment: February Update and Work Plan 2-15-22 Park Commission (1513 : Central Point Cementery Update and Work Plan) know what the process would be for creating a map. We’re not sure of the cost yet but expect this will be a longer term project and will probably require volunteer assistance. Signage and Kiosk: We need to replace the existing cemetery sign(s) which will be a very visible way of showing the public that work has started. The Central Point Park and Recreation Foundation will approve purchase of one sign on the Hamrick side in March. We’d also like to put a smaller sign on the Don Jones side of the cemetery but this can wait until we develop a access point. State statute requires that the cemetery license be posted so we will need to purchase and install a kiosk which also provide a place post cemetery rules, etc. Trails and Don Jones Access Point – A long term goal is to establish gravel pathways throughout the cemetery and create an access point on the Don Jones Park side of the cemetery. These will need to be planned, reviewed and approved by the Park Commission and possible city council. We wouldn’t expect this to be done this year but may be able to get a plan developed. Management Plan: This is the overall management plan for the cemetery. Our goal is to have a draft ready for Park and Recreation Commission review for the May meeting. Cemetery Website: A basic cemetery website will be online later this spring and will be expanded upon as cemetery information is gathered. Ultimately, the hope is to have a site that will provide visitors with access to a database which will allow them to easily locate family members in the cemetery. All forms required for burials will also be accessible on the site. 6.B.a Packet Pg. 10 Attachment: February Update and Work Plan 2-15-22 Park Commission (1513 : Central Point Cementery Update and Work Plan)