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HomeMy WebLinkAbout12/01/2022 PRC Agenda City of Central Point Parks and Recreation Commission Agenda December 1, 2022 I. MEETING CALLED TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - Sep 15, 2022 12:00 AM IV. CHANGES TO AGENDA V. PUBLIC APPEARANCES VI. BUSINESS A. Bluegrass Down Wetland Update (Samitore) B. My Veteran / My Hero Tribute Tree Program - Implementation Policies Review (Jacob) C. City of Central Point Park Memorial Donation Policy - Revised (Jacob) 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 SEPTEMBER 15, 2022 I. MEETING CALLED TO ORDER II. ROLL CALL Attendee Name Title Status Arrived Eden Foster Parks Commissioner Present Patricia Alvarez Parks Commissioner Present Dennis Browning Parks Commissioner Present Fran Cordeiro-Settell Parks Commissioner Present Stephanie Hendrickson Parks Commissioner Late Lee Orr Parks Commissioner Present Ron Woodhead Parks Commissioner Present III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - May 19, 2022 6:00 PM RESULT: ACCEPTED [UNANIMOUS] MOVER: Dennis Browning, Parks Commissioner SECONDER: Lee Orr, Parks Commissioner AYES: Foster, Alvarez, Browning, Cordeiro-Settell, Orr, Woodhead ABSENT: Stephanie Hendrickson IV. CHANGES TO AGENDA No Changes to the Agenda V. PUBLIC APPEARANCES The only public appearances were for the Open House and have been noted in the comments of that section. VI. BUSINESS A. Open House - Centrral Point Little League Fields Restoration Project Matt Samitore stated that the purpose of the open house is to provide information to interested parties on project background, review site designs, discuss construction phasing and review next steps. The goal of the Central Point Little League Fields Restoration Project is to completely replace the existing facility with new fields, utilities, and amenities. The project is currently in the design phase. Funding for the project is from two sources: Noel Moore and family have donated $1.5 million to the project and an additional $1.5 million will come from American Rescue Plan funds through the City of Central Point. No local tax funds will be used for the project. The current estimate cost for the project is $3.8 million so additional funds will need to be raised primarily from private sources and/or grants. Concerning us of the fields, the Central Point Little League season runs from February to June or July, and they would have exclusive use during this period. City 3.A Packet Pg. 2 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 1 5 , 2 0 2 2 1 2 : 0 0 A M ( A P P R O V A L O F M I N U T E S ) City of Central Point Parks and Recreation Commission Minutes September 15, 2022 Page 2 would use the fields for the rest of the year for softball tournaments and other activities. The initial concept is to replace the existing fields with a combination of synthetic and natural turf that can be utilized throughout the year for both Little League and softball tournaments. The design is similar to US Cellular Fields in Medford. This would include moveable fences to allow to provide for flexible use of the fields. Construction will be done in phases to work around the Central Point Little League Season. Phase one of the project, which could begin this fall, would bring water and sewer lines to the fields. The primary concern we’re hearing from property owners near the facility is whether these neighboring properties be brought into the city. The answer is no. The area is in a Central Point urban reserve area so at some point it will be brought into the city but not for 50 to 75 years. The other question is related to access to city water and cost of the connection. The City will need people using this new water line to provide for water circulation throughout the year. The city would do the tap, meter, and backflow device with the homeowner only paying for the line from the backflow device to the residence. Property owners would be able to keep their wells for irrigation use if you do decide to use city water. Water service would not be required of anyone. Rogue Valley Sewer Services is separate entity so cost to connect to their lines would be a more expensive proposition. Other concerns include site security. Our goal would be to do everything we can to provide for neighborhood safety. Cameras, new fencing, and locking gates will be installed with police patrols available as well. Field lighting is also a concern. A new light system would be installed but would be turned off not later than 10 pm on nights when it is in use. Concerning the process moving forward, the city is waiting for the final cost estimate for the water and sewer line work. Once we have this number, we’ll have a better idea of what can be accomplished and when. The city also needs to go through the Jackson County Planning Commission for approval for the redevelopment of the complex. We hope to do this over the winter so that we are ready for phase two construction to begin within days of the Little League season ending. The parking lot is also a key component but we aren't sure if we will be able to complete it in phase two or phase three. Public Comments: Scott Holt - citizen/neighbor: Mr. Holt said that he is excited to see these improvements. His primary concern is the overall safety of the area. He would like to see a reduction in the speed limit in that area. There are too many accidents from the speeding vehicles. He also said he has concerns over the field lighting and of the drug deals that occur in the area. Matt: Hanley Road is under jurisdiction but we can discuss the possibility of reducing 3.A Packet Pg. 3 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 1 5 , 2 0 2 2 1 2 : 0 0 A M ( A P P R O V A L O F M I N U T E S ) City of Central Point Parks and Recreation Commission Minutes September 15, 2022 Page 3 the speed limit with them. There has been some discussion of the city taking jurisdiction of this section of Hanley Road which allow for a lower speed limit and city police patrols of the area. . Kerry Bixby - citizen/neighbor: Ms. Bixby said she is concerned about the field lights will affect those living near the facility. She is also concerned with having random adults using the facility and doesn't feel safe. Matt: The lights have been there for a long time but due to their condition, they have not been in full use for a number of years. We can look at the lighting standard to see if we can consolidate the lights or minimize any issues to be good neighbors. Mark Deems - citizen/neighbor: Mr. Deems said that he is very supportive of the Little League but has witnessed many problems over the years. There have been issues with dust, vandalism, light pollution, and fencing that is falling down. His primary concern is how the increased usage of the facility will affect the area. He has a Bed and Breakfast unit and is concerned with the impact on those using the facility. Matt: City representatives will meet with each property owner to discuss the type of fencing they would prefer to limit impact of the fields. Turf will be used as much as possible to limit dust. The City will also be maintaining the property five days per week which should help with some of the security problems. Kathy McGoffin - citizen/neighbor: Ms. McGoffin said that she is also supportive of the Little League and agrees about the issues that have been brought up thus far. Her primary concern is the drug activity that seems to get continually worse. Matt: The whole complex will be fenced and gated and the bathrooms will be automatically locked and cleaned on a regular basis when. This will also minimize much of this activity. Clark Bonner - citizen: Mr. Bonner said that he had questions about the playground rendering. He suggested we make sure when planning that we put a shade sail and netting over the structure to prevent injuries. He also suggested talking to Grants Pass regarding the issues they have had with the turf and natural surfaces. Mike Parson, Central Point City Council. Mr. Parson asked if there would be a concession stand and/or food trucks located at the facility. Matt: The Little League has requested that they have a concession stand but the city would also install connections for food trucks. Alison Norris - citizen/neighbor: Ms. Norris said that she is new to the neighborhood and is happy to see these improvement. She had questions about where things are 3.A Packet Pg. 4 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 1 5 , 2 0 2 2 1 2 : 0 0 A M ( A P P R O V A L O F M I N U T E S ) City of Central Point Parks and Recreation Commission Minutes September 15, 2022 Page 4 going like fencing, the water and how that process will work. Shirley Bandy - citizen/neighbor: Ms. Bandy said that she lives across from the entrance gate and wants the city to address how cars enter and exit. She is also affected by the headlights that shine directly into her front windows, the noise from the vehicles, and trash thrown from cars. She wanted to know if we have a plan for monitoring how people enter or exit out the facility. The speeding on Hanley Road is also a huge problem. She asked if we could better estimate the project costs in the future because there is a big difference between $400,000 and $700,000. Matt: We can engineer the entrance and exit in a way that the lights don't shine into a houses and we’ll work with the Little League on a preferred entrance and exit plan as well. As for the cost range estimates, when we started the process the estimate was closer to $400,000 - $500,000 but with costs increasing we have added a large buffer. We will have better cost estimates in the next six to eight weeks. RESULT: FOR DISCUSSION ONLY B. City of Central Point - Park Memorial Donation Policy Dave Jacob said the purpose of the park donation policy is to establish consistent guidelines for the decision-making process related to the acceptance, placement and long-term maintenance of memorial donations in city-owned facilities, parks, natural areas and trail systems. Historically, the Central Point Parks Department has accepted donations without a formal written policy. Although the city has policies that outline the criteria and conditions for the naming of parks and facilities and the donation of real property, these policies do not apply to memorial donations within the city’s park and open space system. Guidelines are needed for sustainable management of site-appropriate amenities to ensure that the integrity, natural and architectural features of parks, natural areas and facilities are preserved. Dave said that with the implementation of the My Veteran/My Hero Tribute Tree Program, a donation policy needs to be in place. Dave asked the commission to approve policy and forward it city council for final approval. RESULT: APPROVED [UNANIMOUS] MOVER: Ron Woodhead, Parks Commissioner SECONDER: Dennis Browning, Parks Commissioner AYES: Foster, Alvarez, Browning, Cordeiro-Settell, Hendrickson, Orr, Woodhead C. Central Point - Bear Creek Greenway Update Dave provided an update on activities that have taken plan on the Bear Creek Greenway burn area. FEMA provided funds to replaced items damaged during the 2020 wildfire. Work is nearly completed on the Espy Pond gazebo and the installation of six park benches. The old equestrian path was graveled last spring and the Elk Creek culvert design is complete and will be installed next summer. 3.A Packet Pg. 5 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 1 5 , 2 0 2 2 1 2 : 0 0 A M ( A P P R O V A L O F M I N U T E S ) City of Central Point Parks and Recreation Commission Minutes September 15, 2022 Page 5 Concerning maintenance, we have received complaints about the standing dead trees and have met with ODFW. They recommended keeping the dead trees with a 15 diameter breast height (DBH) inches or greater. Crews would started removing tree later this fall. A regular spray program for Himalayan blackberries and poison hemlock is in place. Black berries would be sprayed each fall and hemlock in spring when it’s first coming up. Related to wildfire preparation, a fire hydrant had been placed near the Espy Pond which would allow water access in case of fire. Fire breaks had been added to both ends of the burn area and an emergency vehicle access had been created near the Holiday Inn Express. Related to the planning process, the conceptual plan created in 2021 have been reviewed by city council, planning commission, citizen’s advisory committee and the park and recreation commission. The next step would be to develop a master plan for the area which would provide the details needed to begin construction of the recreation and natural area elements. Funds for the master plan and construction will come from the Central Point Urban Renewal program. Planning funds will be available next year and construction funds no later than 2027. As part of the master planning process, an advisory committee with members from City Council and Park and Recreation Commission will be formed. Let Dave know if you’re interested in assisting with this process. Also, the Jackson County’s planning process for the entire breadth of the Greenway is underway. The "Envision Bear Creek" project has held several public forums with related surveys with the goal of shaping the future of the Greenway. RESULT: FOR DISCUSSION ONLY VII. UPDATES Community Center: Matt reported that they are still working through issues related to the community center. Jackson County is seeking a legal opinion related to use of the American Recovery Plan funds. The question is if these funds can be used for community center construction. The city is working through financial issues as well related to how much bond funds and general funds are available for the project. Staff found out that the city cannot own the property that the community center will be built on so there are some concerns about investing funds in a building but not controlling the property it sits on. Oregon Fallen War Heroes Memorial - Dennis Richardson Memorial: Dave reported that the preconstruction meeting was held with Knife River this morning. Work on the project will begin on Monday and if everything goes according to plan will be completed by the end of October. 3.A Packet Pg. 6 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 1 5 , 2 0 2 2 1 2 : 0 0 A M ( A P P R O V A L O F M I N U T E S ) City of Central Point Parks and Recreation Commission Minutes September 15, 2022 Page 6 Plant a thousand Daffodils Project: Eden reported that there are five dates planned for planting this year and asked for volunteers and/or donations. She has visited local businesses seeking funds and materials. Last year’s project was very successful and hoped to build on that success. Special Events: Nikki reported that Made in Southern Oregon was scheduled for Saturday. Pine Street will be shut down and there were over 100 vendors expected. A Super Hero Walk will be held in October in partnership with TP Trucking to support Asante’s Children’s Oncology Program. Liam's Trunk or Treat will be held on October 22 at Twin Creeks Park. Movies in the Cemetery will be held on October 25. It sold out in six hours so another showing was added. The recreation program is also partnering with the Chamber of Commerce for a Downtown Trick or Treating Event on October 29. Pine Street will also be closed down for this event. Matt said that a policy for Movies in the Cemetery will be presented at the December meeting. Recreation Programs: Elizabeth reported that they had survived summer. There were week long summer day camps held every week. The fall recreation guide was sent out in late August and fall programming is underway and will run through December. VIII. UPCOMING MEETING DATE Thursday, December 1, 2022 at 6:00 pm. IX. ADJOURNMENT The meeting was adjourned at 7:17 PM. The next scheduled meeting is December 1, 2022. 3.A Packet Pg. 7 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 1 5 , 2 0 2 2 1 2 : 0 0 A M ( A P P R O V A L O F M I N U T E S ) 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 1, 2022 SUBJECT: Bluegrass Down Wetland Update ACTION REQUIRED: Information/Direction RECOMMENDATION: Not Applicable City staff has been in been in discussion with Bluegrass Down Homeowners Association concerning the conditions of the Blue Grass Downs wetland for some time. The Association has communicated with the City that they are concerned with the existing condition of the wetland and would like to see improvements made. This presentation will provide background on the wetland, an overview of existing conditions, federal and state wetland rules that limit changes to the wetland, and Park Department planned actions. Background: Construction of the Bluegrass Downs Subdivision was completed in November 2005. This project permanently impacted 0.413 acres of state and 0.37 acres of federal jurisdictional wetlands. To mitigate for these authorized wetland impacts, the subdivision developer received approval for 0.929 acres of onsite mitigation (0.29 acres creation and 0.639 acre enhancement, including 0.11 acres of upland islands). As constructed and verified, the mitigation area consists of 0.23 acre of created wetland, 1.00 acre of enhanced wetland, and an additional 0.82 acre buffer providing additional protection and habitat coverage. The developer transferred the fill permits and ownership of the mitigation area to the City of Central Point in February 2005. ATTACHMENTS: 1. Bluegrass Downs Wetland Map 6.A Packet Pg. 8 11/22/2022, 9:09:00 AM 0 0.01 0.030.01 mi 0 0.03 0.060.01 km 1:1,128 Jackson County GIS Data within this application may contain inaccuracies. Maps produced are not intended for legal purposes and do not substitute for a professional land survey. For more information, see ORS 672.060(13), ORS Bluegrass Downs Wetland 6.A.a Packet Pg. 9 At t a c h m e n t : B l u e g r a s s D o w n s W e t l a n d M a p ( 1 6 1 0 : B l u e g r a s s D o w n W e t l a n d U p d a t e ) 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: December 1, 2022 SUBJECT: My Veteran / My Hero Tribute Tree Program - Implementation Policies Review ACTION REQUIRED: Motion RECOMMENDATION: Approval At its May 19th meeting, Ron Woodhead, Park and Recreation Commission member, presented the concept of the “My Veteran/My Hero Tribute Tree Program” to the Commission. This program will provide the opportunity to donate a tree to the city to honor of a military veteran. Along with the tree there will be a plaque that will provide a link to a city website providing information on honored veteran. This program was created by the Centre Region Parks and Recreation Authority, State College, PA. On June 26, 2022, the Authority Board unanimously approved the following motion: “That the Centre Region Parks and Recreation Authority approves granting permission to the City of Central Point, Oregon to use the logo of the ‘My Veteran/My Hero’ Tribute Tree Program, along with the program title, with text indicating that the copyrighted material has been used with permission from the Centre Region Parks and Recreation Authority.” At the May meeting, the Commission approved staff moving forward with further development of the concept with the goal of bringing the program details back to the Commission for review and approval at a future meeting. Staff, working with Commissioner Woodhead, has created a program policies for Commission review. If approved, the program will be forwarded to City Council for final review and approval and if approved will be implemented shortly thereafter. Recommended Motion: I approve the My Veteran/My Hero Tribute Tree Program policies and application as presented and move that both be forwarded to City Council for final review and approval. ATTACHMENTS: 1. My Veteran - My Hero Program Implementation Policies for Park Commission 11-22-22 2. My Hero My Veteran CPPR Application - Park Commission 12-1-22 6.B Packet Pg. 10 City of Central Point My Veteran / My Hero Tribute Tree Program Implementation Policies December 1, 2022 DRAFT Program Overview: The Central Point Parks and Recreation Department, in partnership with the Central Point Parks and Recreation Foundation, is proud to announce a new program that will celebrate the service of U.S. military veterans. The My Veteran / My Hero Tribute Tree© program allows loved ones to honor and remember eligible veterans who have actively served in the United States Army, Navy, Air Force, Marines, Coast Guard, Merchant Marines, and Army Air Corps. For a donation of $450, a 1.5”- 2” caliper tree will be planted by the City at Don Jones Memorial Park. Included with each tree will be a post-mounted, metal plaque located beside the tree which will provide the name of the veteran honored. Additionally, a QR code on each plaque will link to a City of Central Point webpage that will provide biographical information on the veteran’s service along with a photo. Program Background: The “My Veteran / My Hero Tribute Tree Program” title and logo was granted copyright protection (U.S. Copyright Office Registration #VAu1-162-454) in 2014 to the Centre Region Parks and Recreation Authority, State College, PA 16801 (https://www.crpr.org) . The Authority created and developed the program. On June 16, 2022, the Authority Board unanimously approved the following motion: “That the Centre Region Parks and Recreation Authority approves granting permission to the City of Central Point, Oregon to use the logo of the ‘My Veteran/My Hero’ Tribute Tree Program, along with the program title, with text indicating that the copyrighted material has been used with permission from the Centre Region Parks and Recreation Authority.” The City will incorporate the required copyright information with all publicity. For example, the footnote text accompanying each publication of the logo or title could include: “© 2014 by CRPR.org. Used by permission.” At this point, Central Point is the only other location offering this program to honor or memorialize US Veterans. Eligible Veterans: An eligible veteran is defined by the U.S. Department of Veterans Affair as a person who served in the active military, naval, or air service, and who was discharged or released therefrom under conditions other than dishonorable. Both living and deceased veterans are eligible, and there is no Central Point residence requirement for either the donor or the honoree. In addition, the donation may be in honor of a veteran or in memory of a veteran. 6.B.a Packet Pg. 11 At t a c h m e n t : M y V e t e r a n - M y H e r o P r o g r a m I m p l e m e n t a t i o n P o l i c i e s f o r P a r k C o m m i s s i o n 1 1 - 2 2 - 2 2 ( 1 6 0 9 : M y V e t e r a n / M y H e r o T r i b u t e T r e e Locations: Initially, the program will be limited to Don Jones Memorial Park. This location will complement the My Veteran / My Hero Tribute Tree program since it is home to both the Oregon Fallen War Heroes Memorial and the Dennis Richardson Memorial. Trees will be planted in locations near to the memorials. Over time, as the program grows, we hope to establish a “Heroes Grove” which will include a variety of tree types in this area. If warranted, the city may expand the program to other appropriate park locations in the future. Trees & Planting Schedule: The following trees were recommended by the Central Point City Arborist as being the best selections for the specific planting site:  Oregon White Oak  Black Tupelo / Sour Gum  “Greenspire” Little Leaf Linden  “Milky Way” Kousa Dogwood Donors may select trees other than these but the selection is subject to approval of the City Arborist and the donation cost may increase based upon the cost of an alternate tree. Trees will be planted by park maintenance staff in either the spring or fall depending upon when the application has been submitted and approved. The City will guarantee tree survival for two year after planting, replacing the tree if needed. Tree Plaque: For each tree donated, a 3” by 3.5” aluminum plaque and wooden post will be included. The plaque, which will be installed near the tree, will provide the name of the veteran and a QR code that will link to a webpage with information about the veteran. This information along with a photo will be provided by the family. Program Website and Veteran Webpages: City staff will create a website for the My Hero/My Veteran program on the city’s website. The site will contain all information related to the project including program application, descriptive links for tree species, and, of course, links to the individual pages for each My Veteran / My Hero honoree. Individual webpages will be created using information provided by the family and will be available for review by donors prior to planting the tree and installing the post/plaque. The webpage will be published when the tree and plaque are in place. The honoree webpage will include the following information:  Donor and Date of Donation  Dates of Birth/Death (if applicable)  Dates of Military Service  Service Branch/Stations  Highest Rank  Veteran’s Hometown  Veteran’s Narrative  Tree Description  Planting Date  Park Location and GPS Coordinates 6.B.a Packet Pg. 12 At t a c h m e n t : M y V e t e r a n - M y H e r o P r o g r a m I m p l e m e n t a t i o n P o l i c i e s f o r P a r k C o m m i s s i o n 1 1 - 2 2 - 2 2 ( 1 6 0 9 : M y V e t e r a n / M y H e r o T r i b u t e T r e e Application Process: The program application will be available on the website described above and as a paper copy available via email, regular mail, or it can be picked up at Central Point City Hall. Once the application has been received by staff, it will be reviewed and, if there are no issues, will be approved. Once approved, staff will contact donor for payment and to discuss the tree selection and planting schedule. When payment is received, the tree and plaque will be ordered. Applicant will provide all information for the honoree’s webpage including biographical information and a photograph. Donor will review the webpage prior to publication on the city’s website. Program Costs & Donation Amount: The donation has been set at $450. The city will provide all staffing for the program which includes application review, website updates, and development of all outreach materials. Additionally, park maintenance staff will select trees, coordinate delivery to the planting site, plant and maintain trees, and install the plaque and post. Since Park Department staff time is covered through the city’s general fund, the city will not be reimbursed for these costs. As with most things, we expect material costs to rise over time. Setting the donation at $450 should allow the city to maintain this donation level for several years. Current (Nov. 2022) estimated prices for selected trees and other materials are as follows: Oregon White Oak $260.00 Black Tupelo $205.00 Little Leaf Linden $205.00 Kousa Dogwood $175.00 Average Tree Cost: $211.25 Plaque $25.00 (Price may change depending on how many plaques are ordered) Post $25.00 Total Estimated Materials: $261.25 (City will provide any additional materials required for installing the tree and post.) Central Point Parks and Recreation Foundation: The $450 donation will be made to the Central Point Parks and Recreation Foundation, 501(c) 3 organization, and will be tax deductible. A specific foundation account will be set up for these funds and the foundation will either directly purchase program materials (tree, plaque, etc.) or reimburse the city for these expenses. Donated funds over the cost of materials will be reserved in the account and used only to support the program as it grows. Marketing Plan: Getting the word out about the program will, of course, be critical to its success. The following are elements of the marketing plan for the program. Website: As stated above, a program website will be established on the City’s site. This will provide access to all application materials and will provide an overview and updates on the program. City staff will manage and update the website as needed. 6.B.a Packet Pg. 13 At t a c h m e n t : M y V e t e r a n - M y H e r o P r o g r a m I m p l e m e n t a t i o n P o l i c i e s f o r P a r k C o m m i s s i o n 1 1 - 2 2 - 2 2 ( 1 6 0 9 : M y V e t e r a n / M y H e r o T r i b u t e T r e e Newsletter: Once the project has been reviewed/approved by the Central Point Parks and Recreation Commission and the Central Point City Council an article will go out in the city newsletter which is sent to all residents who receive a water bill. This will provide an overview of the program and links to the program website. Program updates will be provided in the newsletter on a regular basis. Recreation Guide: The recreation guide is published three times each year and mailed to all addresses within the 97502 zip code. An article will be published in the summer 2023 guide. We will also work with recreation staff to create a program ad that will appear be in all future guides. Social Media: The My Veteran/My Hero Tribute Tree Program will be announced on various city social media accounts such as Facebook, Twitter, and Instagram. We will provide program updates on these platforms as needed. Press Release: After program approval, a press release with be sent to all local news sources include Medford Mail Tribune, local television stations, and major radio stations. Printed Materials: Working with the Recreation Program graphic artist, we will create posters and postcards so that we can post on local bulletin boards in city facilities and parks. Postcards will be available at city facilities and events to be distributed to any interested party. Events: The Recreation Program sponsors a variety of special events each year. These will great opportunities to publicize the program. Additionally, park and recreation staff regularly attend a variety of public meetings where information about program can be shared. 6.B.a Packet Pg. 14 At t a c h m e n t : M y V e t e r a n - M y H e r o P r o g r a m I m p l e m e n t a t i o n P o l i c i e s f o r P a r k C o m m i s s i o n 1 1 - 2 2 - 2 2 ( 1 6 0 9 : M y V e t e r a n / M y H e r o T r i b u t e T r e e Date (mm/dd/yyyy): VETERAN HERO INFORMATION (This tree will be a tribute to the following US Veteran): FEDERAL DEFINITION: "Any person who served honorably on active duty in the armed forces of the United States." Veteran's First Name Veteran's Middle Name Veteran's Last Name Veteran's Name Suffix Veteran's Birthdate (mm/dd/yyyy) Veteran's Date of Death (mm/dd/yyyy): Started Military Service (year)Ended Military Service (year) Branch of Service My Veteran served in the following Military Unit(s) or aboard the following Naval Vessel(s)? Highest Rank Achieved:Primary Military Job/ Position: My Veteran's Hometown and State (541) 423-1012 Donation Form Please save this application to your computer prior to filling it out. Once the application has been completed, save and submit via email as an attachment to dave.jacob@centralpointoregon.gov. You can also print and fill out by hand and mail or hand deliver to Dave Jacob at the address above. Please do not submit payment with the application. Staff will contact you following application review and will take payment at that time. Please contact staff at the addresses above with any questions. My Veteran / My Hero Tribute Tree Program 6.B.b Packet Pg. 15 At t a c h m e n t : M y H e r o M y V e t e r a n C P P R A p p l i c a t i o n - P a r k C o m m i s s i o n 1 2 - 1 - 2 2 ( 1 6 0 9 : M y V e t e r a n / M y H e r o T r i b u t e T r e e P r o g r a m - Photo: In addition, one photographic image of your Veteran/Hero may be included with this application to be posted on the website. Please note any details about the photo in the text above. Photo may be submitted via email or staff can scan your photo upon request. MyVeteran/MyHero Narrative. This is the text will be appear on the My Hero / My Veteran website page dedicated to your veteran (300 character limit) 6.B.b Packet Pg. 16 At t a c h m e n t : M y H e r o M y V e t e r a n C P P R A p p l i c a t i o n - P a r k C o m m i s s i o n 1 2 - 1 - 2 2 ( 1 6 0 9 : M y V e t e r a n / M y H e r o T r i b u t e T r e e P r o g r a m - Donor Name(s) Postal Address Donor E-mail Daytime Phone Anonymous Donor?If checked, this donation should be anonymous. DONOR INFORMATION Donor Approval I, as the Donor, understand the conditions associated with this donation as outlined on the program website and literature. The information on this form will be processed upon receipt of the full donation. Based upon the information submitted on this form, the donor will be contacted to confirm the information provided and to arrange payment of the $450 donation. Donations will be made to the Central Point Parks and Recreation Foundation, a 501(c)3 organization and are tax deductible. Please note that trees will only be planted in the fall and spring each year to provide for best chances survival. Trees are guaranteed for one year from the date of planting and will be replaced without charge if the tree does not survive. 6.B.b Packet Pg. 17 At t a c h m e n t : M y H e r o M y V e t e r a n C P P R A p p l i c a t i o n - P a r k C o m m i s s i o n 1 2 - 1 - 2 2 ( 1 6 0 9 : M y V e t e r a n / M y H e r o T r i b u t e T r e e P r o g r a m - 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: December 1, 2022 SUBJECT: City of Central Point Park Memorial Donation Policy - Revised ACTION REQUIRED: Motion RECOMMENDATION: Approval In developing the My Veteran / My Hero Tribute Tree Program, park staff found that there were inconsistencies between this proposed program and the Park Memorial Donation Policy which was reviewed and approved by the Park and Recreation Commission in September. The policy changes are related specifically to tree donations. The City Arborist has requested that all donated trees be planted by Park Maintenance staff to better insure tree survivability. Rather than charging these cost to the donor, city will cover these expenses. Since the city is responsible for planting trees, we feel that the city should, at a minimum, guarantee the donated trees for two years. If a tree does not survive city will be responsible for replacing at no cost to the donor. Costs for benches and tables remain unchanged. With these changes approved, the policy will be forwarded to the City Council for final approval. Recommended Motion: I move that the revised City of Central Point Park Memorial Donation Policy be approved and forwarded to City Council for final approval. ATTACHMENTS: 1. City of Central Point Park Donation Policy - Revised 12-1-22 6.C Packet Pg. 18 City of Central Point Park Memorial Donation Policy December 1, 2022 - Revised Purpose: The purpose of this policy is to establish consistent guidelines for the decision-making process related to the acceptance, placement and long-term maintenance of memorial donations in city-owned facilities, parks, natural areas and trail systems. Background Historically, the Central Point Parks Department has accepted donations without a formal written policy. Although the city has policies that outline the criteria and conditions for the naming of parks and facilities and the donation of real property, these policies do not apply to memorial donations within the city’s park and open space system. Guidelines are needed for sustainable management of site-appropriate amenities to ensure that the integrity, natural and architectural features of parks, natural areas and facilities are preserved. Donation Procedure  As a first step, the donor will meet with Park Department staff to discuss the donation and then submit a completed Park Memorial Donation Agreement Form to the Parks Department for review.  Park Department staff will review and determine the appropriateness of the proposal as measured by approval criteria below.  The Park and Public Work Director’s approval must be received prior to ordering and/or installation of the memorial may proceed.  Park Department staff will notify the donor, in writing, within 20 business days of the review decision and will identifying any final conditions of approval.  In the case of large scale memorial donations, Central Point Park and Recreation Commission and/or Central Point City Council review and approval will be required. A longer review period will be required and additional planning documents may also be required. Memorial Tree, Table and Bench Donation Policies It is the policy of the City of Central Point to accept donations for the purpose of planting trees and installing tables and benches within city parks to memorialize a departed family member or friends, or to commemorate a special occasion. All donations shall be in compliance with the following:  Tree, table, and bench donations shall be self-supporting, e.g., all costs related to purchase and installation shall be at the expense of a donor(s), including repair or replacement, if necessary.  Table and bench donations shall be self-supporting, e.g., all costs related to purchase and installation shall be at the expense of the donor(s), including repair or replacement if necessary.  Cost for tree donations will be limited to the cost of the tree and, if requested, the memorial plaque which will include all elements needed for installation. The tree will be 6.C.a Packet Pg. 19 At t a c h m e n t : C i t y o f C e n t r a l P o i n t P a r k D o n a t i o n P o l i c y - R e v i s e d 1 2 - 1 - 2 2 ( 1 6 1 1 : P a r k M e m o r i a l D o n a t i o n P o l i c y - R e v i s e d ) planted at the city’s expense by Park Department staff under supervision of the City Arborist to ensure best opportunity for tree survival.  Any tree that is mutually agreed upon by the donor, the city arborist, and Park Department staff is acceptable.  Park Department staff will provide donor(s) with a list of approved tables and benches.  Memorial trees, benches, and tables are permitted at any park site, provided that the location is mutually agreed upon by the donor, Park Department staff and meets the requirements of a specific park plan, if applicable.  Memorial trees, benches, and tables are permitted to memorialize a departed family member or friend, or, at the discretion of the City, to commemorate a special event.  A memorial plaque may be attached to benches and tables and located near donated trees if a donor chooses. Park Department staff will provide examples of approved memorial plaques in order to promote consistency in cost, size, type, and mounting. Plaque language must be approved by the City. Cost of the plaque and installation is the responsibility of the donor.  A ceremony or gathering related to any donation is permitted, but must be arranged in advance with Park Department staff.  The City does not guarantee tree survivability.  The City guarantees donated trees that it plants for two years after planting date. If for any reason a tree does not survive through this period, the city will replace it at no cost to the donor.  Park Department staff shall maintain a record of each donation. The record shall contain all pertinent information such as the donor's name, person's name who is being memorialized, tree location, and type of tree, etc. Approval Criteria All memorial proposals will be evaluated by Park Department staff according to the following criteria:  Placement of enhancements in the Parks and Recreation system must be compatible with the existing City of Central Point Parks and Recreation Master Plan, individual park plans, and/or the City’s Capital Improvement Program (CIP) requirements.  Memorials shall not detract from or overpower the scenic or architectural values of the existing natural environment.  All memorials will be constructed of materials that meet the design and maintenance considerations of the Park Department.  The final decision as to location will be determined by the Parks Department staff and, if appropriate, the Central Point Parks Commission and the Central Point City Council.  Approval of large scale donated memorials will be considered on a case-by-case basis, as they relate to park planning processes and the CIP process. Review by the Central Point Parks and Recreation Commission and/or City Council will be required. Donation Conditions:  The City does not guarantee permanency of any memorial. If a memorial must be relocated, Parks Department staff will attempt to notify the donor, in writing, at the address shown on the completed Memorial Donation Agreement Form. 6.C.a Packet Pg. 20 At t a c h m e n t : C i t y o f C e n t r a l P o i n t P a r k D o n a t i o n P o l i c y - R e v i s e d 1 2 - 1 - 2 2 ( 1 6 1 1 : P a r k M e m o r i a l D o n a t i o n P o l i c y - R e v i s e d )  The City takes no responsibility to replace stolen, vandalized plaques or for maintenance or replacement of trees that are not watered by automated irrigation system, and/or where a donor has agreed to accept responsibility for watering the tree.  Memorial gifts to the City of Central Point are considered outright and unrestricted donations.  Non-designated monetary memorial donations will be made to the Central Point Park and Recreation Foundation, a 501(c) 3 organization, will be used to help meet current needs of the Parks and Recreation Department.  Installation of donations will be done October through March of each year. 6.C.a Packet Pg. 21 At t a c h m e n t : C i t y o f C e n t r a l P o i n t P a r k D o n a t i o n P o l i c y - R e v i s e d 1 2 - 1 - 2 2 ( 1 6 1 1 : P a r k M e m o r i a l D o n a t i o n P o l i c y - R e v i s e d ) CENTRAL POINT PARKS MEMORIAL DONATION AGREEMENT FORM Donor Name: ________________________________________________________________ Donor Organization (if applicable) _________________________________________________ Address: ____________________________________________________________________ Home Phone: _____________________________ Cell Phone: ________________________ E-mail: ______________________________________________________________________ Donation Description (who is it for?):______________________________________________ Preferred Park for Donation: _____________________________________________________ Proposed Location within Park:___________________________________________________ Bench, Table, Tree, Other: ______________________________________________________ Desired Tree Species __________________________________________________________ Plaque: _____ YES _____ NO (Tree, benches, and tables may include plaque if desired) Plaque Inscription: __ I have read and understand the donation policies:____________________________________ 6.C.a Packet Pg. 22 At t a c h m e n t : C i t y o f C e n t r a l P o i n t P a r k D o n a t i o n P o l i c y - R e v i s e d 1 2 - 1 - 2 2 ( 1 6 1 1 : P a r k M e m o r i a l D o n a t i o n P o l i c y - R e v i s e d )