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HomeMy WebLinkAboutParks Commission Agenda 120320 City of Central Point Parks and Recreation Commission Agenda December 3, 2020 I. MEETING CALLED TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - Aug 20, 2020 6:00 PM IV. CHANGES TO AGENDA V. PUBLIC APPEARANCES VI. BUSINESS A. Community Center Update (Samitore) B. Bear Creek Greenway Wildfire Recovery Project (Samitore) C. Joel Tanzi Skate Park Closure Policy (Samitore) D. Recreation Program Refund Policies and Procedures Revisions (Petersen) VII. UPDATES VIII. UPCOMING MEETING DATES 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 AUGUST 20, 2020 I. MEETING CALLED TO ORDER Patricia Alvarez called the meeting to order at 6:00 pm. II. ROLL CALL Attendee Name Title Status Arrived Patricia Alvarez Parks 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 Commissioner Present III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - Feb 20, 2020 6:00 PM RESULT: ACCEPTED [5 TO 0] MOVER: Jennifer Horton, Parks Commissioner SECONDER: Lee Orr, Parks Commissioner AYES: Alvarez, Browning, Horton, Orr, Rogers ABSTAIN: Stephanie Hendrickson ABSENT: Fran Cordeiro-Settell IV. CHANGES TO AGENDA Election of a vice-chair was added to the agenda. Dave reported that while a vice-chair was not required by municipal code, having one would provide for a meeting chair if Patty was unable to attend a meeting. Lee Orr volunteered to serve in the position and the commission supported the offer. V. PUBLIC APPEARANCES No public appreances. VI. BUSINESS A. Community Center Update Matt reported that a second public meeting scheduled to discuss the proposed community center had been canceled due to Covid-19. The logistics of holding a public meeting outside would have been too difficult. Chris Clayton, City Manager, had also asked the department to put a hold on planning for the community center due to the potential impact of the pandemic on city property tax revenue. If the revenues are 95% of normal then planning for the facility would move forward. If lower, the project would be put on hold for another year. Another potential option for funding the facility would be to increase fees but this wouldn’t be considered 3.A Packet Pg. 2 Minutes Acceptance: Minutes of Aug 20, 2020 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes August 20, 2020 Page 2 until after the election in November. If the city does move forward with the project, the goal would be to have one more public hearing and then move to City Council in February for approval of the project. B. An Ordinance Amending CPMC Chapter 9.68.020 Child Supervision to Comply with ORS 163.545 Child Neglect Dave reported that this was an amendment to an existing ordinance that will correct Central Point Municipal Code Section (CPMC) 9.68.020 which reads: "Children under the age of six years are not allowed to come upon, use or play in the city’s parks without adequate supervision by a responsible older person". Code would be updated to conform with Oregon Revised Statute 163.545 Child Neglect in the Second Degree which states that "A person having custody or control of a child under 10 years of age commits the crime of child neglect in the second degree if, with criminal negligence, the person leaves the child unattended in or at any place for such period of time as may be likely to endanger the health or welfare of such child." If approved, CPMC 9.68.020 will be amended to change the age from 6 to age 10. If the Park Commission agrees to the change, the ordinance amendment will be forwarded to City Council for final approval and once approved by council, city park signs will be updated to reflect the change. RESULT: REFERRED TO COUNCIL [UNANIMOUS] Next: 10/8/2020 7:00 PM MOVER: Jennifer Horton, Parks Commissioner SECONDER: Lee Orr, Parks Commissioner AYES: Alvarez, Browning, Horton, Orr, Rogers, Hendrickson ABSENT: Fran Cordeiro-Settell C. Central Point Cemetery Presentation Dave reported that due to citizen complaints about the poor condition of the Central Point Cemetery and the lack of response by the current owner, City Council had decided to move forward with consideration of taking ownership of the property. If ownership of the property is transferred to the city, the Parks and Recreation Commission would provide oversight. The cemetery site is 7.5 acres with 1,970 plots. It is currently owned by the Restoration and Beautification Foundation which is a nonprofit organization. According to Oregon State Statutes, the facility would be considered an “operating cemetery” which means that the city would be required to provide burials for those who had purchased but had not used their plot(s) prior to transfer of ownership. As a cemetery owner, the city would also need to be licensed by the state and maintain permanent records for all interments. The process for taking ownership of the cemetery would include transfer of the property and development of municipal code and cemetery rules. 3.A Packet Pg. 3 Minutes Acceptance: Minutes of Aug 20, 2020 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes August 20, 2020 Page 3 Concerning cemetery maintenance, the primary issues would be managing weeds and grass, trees and shrubs, ground squirrel damage, and keeping the site clean. Long-term issues would include headstone repair/cleaning, improving pathways, and developing an access point connecting the cemetery with Don Jones Memorial Park and Oregon Fallen War Heroes Memorial. Additionally a cemetery management plan to guide long-term maintenance and a database to provide the public information on locations of family members would need to be developed. City funding for projects and maintenance would in the neighborhood of $25,000 annually and would probably come from Hotel/Motel Tourism Taxes. The next step in the process would be a City Council Resolution to Proceed which would allow staff to move forward with drafting municipal code and cemetery rules, working out the property transfer details, and developing a budget. If everything goes well, the city would take ownership by July 1, 2021. Patty asked if we knew how many plots had been purchased but not used. Dave said that because many of the historical records had been destroyed over time it would be nearly impossible to estimate. Sharon asked if there were any remaining burial plots that would be available for sale. Dave said that the city did not want to get in the business of selling new plots but just focus on existing pre-sold agreements. Matt added that the bottom line was that in the past when the city considered taking over ownership of the cemetery, the concern had been that city would be in the business of digging graves. The rules would be established so that the responsibility of preparing graves would be with the owner and/or mortuary. Lee asked if the entire property was taken up entirely with grave sites or was there a portion didn’t have any burial plots. Dave that cemetery plots seemed to filled the entire acreage. It’s sometimes difficult to tell since there are areas where headstones are missing. Stephanie asked how often regular maintenance would need to be done on the site. Matt said that contractors would be hired to do maintenance since park crews would not have the time to take on the additional work. Scheduling would depend on need. It may be every other month or more or less. It would also depend on how many volunteers are involved in maintaining the cemetery. Matt also said that if the city did own the cemetery it would count towards total open space acreage which would help with future development. VII. UPDATES Special Events: Nikki said that the City Wide Yard Sale had been transitioned to the Chamber of Commerce and would be held next Saturday. There will be a Veterans Day event although details need to be worked out. Fireworks that had been canceled for July 4th will be held on Veterans Day instead. Liam’s Trunk or Treat will held in October. It will be a drive through event and probably the only Halloween event in the city. Community Christmas will be held but again details will need to be worked out, but there will be a tree lighting as usual. 3.A Packet Pg. 4 Minutes Acceptance: Minutes of Aug 20, 2020 6:00 PM (APPROVAL OF MINUTES) City of Central Point Parks and Recreation Commission Minutes August 20, 2020 Page 4 Recreation Programs: Elizabeth reported while there had been fewer summer program, those that had been held had been successful, particularly the summer camps. Covid-19 guideline had been in place for all classes. Work in underway on the Fall catalogue which will be virtual only to save funds. There will be both in-person and virtual classes. Park Updates: Dave reported that most projects planned for the current two-year budget had been completed. The Flanagan Park Playground had been installed and opened in June. The zip line element had been damaged within a few weeks of the opening and was in the process of being repaired. The City Council had committed $100,000 towards building the Dennis Richardson Memorial. An additional $180,000 would need to be raised to install the project as designed. The Purple Heart emblem at the Oregon Fallen War Heroes Memorial had been stolen and criminals responsible and emblem had not been found. A replacement was in the process of being made. VIII. UPCOMING MEETING DATE The next meeting is schedule for Thursday, November 19, 2020 at 6:00 pm. IX. ADJOURNMENT The meeting was adjourned at . The next scheduled meeting is December 3, 2020. 3.A Packet Pg. 5 Minutes Acceptance: Minutes of Aug 20, 2020 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: December 3, 2020 SUBJECT: Community Center Update ACTION REQUIRED: Information/Direction RECOMMENDATION: Not Applicable Update on status of the community center. 6.A Packet Pg. 6 City of Central Point Staff Report ISSUE SUMMARY TO: Parks and Recreation Commission DEPARTMENT: Parks and Recreation Commission FROM: Matt Samitore, Parks and Public Works Director MEETING DATE: December 3, 2020 SUBJECT: Bear Creek Greenway Wildfire Recovery Project ACTION REQUIRED: Information/Direction RECOMMENDATION: Not Applicable Presentation on impact of September wildfire on the Bear Creek Greenway that impacted the area from the Table Rock overpass to East Pine Street. Discussion will include potential development of a park and other amenities in the burn area. City Council has formed an ad hoc committee to oversee the planning process and Covey Pardee Landscape Architects have been contracted with to develop a conceptual plan. 6.B Packet Pg. 7 City of Central Point Staff Report ISSUE SUMMARY TO: Parks and Recreation Commission DEPARTMENT: Parks and Recreation Commission FROM: Matt Samitore, Parks and Public Works Director MEETING DATE: December 3, 2020 SUBJECT: Joel Tanzi Skate Park Closure Policy ACTION REQUIRED: Motion RECOMMENDATION: Approval This policy provides guidance for temporary closure of the Joel Tanzi Skate Park (Skate Park). Due to the consistent public complaints related to misuse of the Skate Park and damage caused to the site and surrounding area, the City of Central Point has developed a policy providing guidance for temporary Skate Park closure. Closures will be based on specific rules related to use of the facility and will be for a minimum of 14 days. ATTACHMENTS: 1. Skate Board Park Closure Policy 12-2-20(2) 6.C Packet Pg. 8 Joel Tanzi Skate Park Temporary Closure Policy This policy provides guidance for temporary closure of the Joel Tanzi Skate Park (Skate Park). Due to consistent public complaints related to misuse of the Skate Park and damage caused to the site and surrounding area, the City of Central Point has developed this policy providing guidance for temporary Skate Park closure. Central Point Municipal Code Chapter (CPMC) 8.36 Skate Park Guidelines and Rules allows for closure of the facility for issues related to vandalism, graffiti, or aggressive behavior. CPMC Chapter 9.68 Rules and Regulations of Public Parks provides additional guidance related to park use and closures. As per CPMC, the City reserves the right to close the skate park for failure to follow any of the rules listed below or for any other circumstances it deems necessary:  After-hours use of the facility. Hours of operation are 7:00 am to 5:00 pm. Camping is not allowed in any city park facility.  Use of alcohol, tobacco products, e-cigarettes, drugs in the Skate Park or surrounding area.  Damage, including graffiti, tagging, and stickers, to any portion of the Skate Park and/or surrounding facilities including landscaping, fencing, walkways, park furnishing (benches, picnic tables, etc.), recreation classroom, water department offices and yard, and the public restroom.  Use of Abusive, profane, or foul language, and/or reckless or aggressive behavior.  Leaving glass bottles, cans, waste paper, rubbish or garbage in the Skate Park or the area surrounding the facility.  Lack of use of protective gear. Helmets are required in Skate Park.  Unnecessarily loud noises and/or use of any amplified sound device that may disturb anyone within the vicinity of the Skate Park. Period of Closure: If closure of the skate park is deemed necessary ,it will be for a minimum period of not less than14 days. Closure Notice: The City will provide a minimum of 24 hours’ notice prior to closure of the skate park. Notice will be posted on site and will provide information on the period of the closure. 6.C.a Packet Pg. 9 Attachment: Skate Board Park Closure Policy 12-2-20(2) (1357 : Skate Park Closure Policy) City of Central Point Staff Report ISSUE SUMMARY TO: Parks and Recreation Commission DEPARTMENT: Parks and Recreation FROM: Nikki Petersen, Sp[ecial Events MEETING DATE: December 3, 2020 SUBJECT: Recreation Program Refund Policies and Procedures Revisions ACTION REQUIRED: Motion RECOMMENDATION: Approval The attached Recreation Program Refund Policies and Procedures provide guidance to the public related recreation class cancellations, refunds, and notice requirements. The suggested revision to the refund policy increases the minimum time allowed for cancelling class attendance from 24 hours to 72 hours. We have found that allowing cancellation 24 hours prior to a class does not provide for needed time to inform instructors of attendance changes which may impact supplies and materials needed for a class. Additional, a late cancellation may impact whether a class will meet minimum attendance requirements. If class cancellation is required, additional time is needed to inform other attendees of the issue. In turn this would change the next refund tier to 3-7 days before the class starts for half credit for future classes. We also suggest deducting the 4% processing fee for all refund and check requests. We would waive the 4% processing fees for all account user credits. Lastly related to classes cancelled by Parks and Recreation, we suggest adding COVID 19 guidelines as one of the reasons we could cancel a class. ATTACHMENTS: 1. 2020 Recreation Policy Changes 6.D Packet Pg. 10 Recreation Policy Changes Current Policy REFUND POLICIES AND PROCEDURES for Gazebo Reservations/Classes Registration fees provide direct financial support for our recreation activities. Since this is the case, our refund policies are STRICTLY enforced. LESS THAN 24 HOURS before class starts there will be no refund issued. 1 - 7 DAYS before class starts you will receive a credit for half of the class fee to use for a future class or program. PRIOR TO 7 DAYS before the start of the class, you will receive a refund in the amount of the class fee, minus a 4% processing fee for all credit card transactions or check requests. Refunds are available for account credits without a 4% processing fee. NO CLASS REFUNDS will be issued for unattended classes or events. It is the responsibility of the participant to note the date of class. Reminders will not be sent out. CLASSES CANCELLED BY PARKS & RECREATION: The City of Central Point Parks and Recreation Department reserves the right to cancel any activity due to insufficient enrollment or other reasons. In the event a class is cancelled or changed by the City of Central Point Parks and Recreation Department, a refund or credit will be issued for the class registration. Policy Amendments REFUND POLICIES AND PROCEDURES for Gazebo Reservations/Classes Registration fees provide direct financial support for our recreation activities. Since this is the case, our refund policies are STRICTLY enforced. LESS THAN 24 72 HOURS before class starts there will be no refund issued. 31 - 7 DAYS before class starts you will receive a credit for half of the class fee to use for a future class or program. PRIOR TO 7 DAYS before the start of the class, you will receive a refund in the amount of the class fee, minus a 4% processing fee for all credit card transactions or check requests. Refunds are available for account credits without a 4% processing fee. 6.D.a Packet Pg. 11 Attachment: 2020 Recreation Policy Changes (1349 : Recreation Program Refund Policies and Procedures Revisions) NO CLASS REFUNDS will be issued for unattended classes or events. It is the responsibility of the participant to note the date of class. Reminders will not be sent out. CLASSES CANCELLED BY PARKS & RECREATION: The City of Central Point Parks and Recreation Department reserves the right to cancel any activity due to insufficient enrollment, COVID 19 guidelines or other reasons. In the event a class is cancelled or changed by the City of Central Point Parks and Recreation Department, a refund or credit will be issued for the class registration. 6.D.a Packet Pg. 12 Attachment: 2020 Recreation Policy Changes (1349 : Recreation Program Refund Policies and Procedures Revisions)