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02/16/2023 PRC Agenda
City of Central Point Parks and Recreation Commission Agenda February 16, 2023 I. MEETING CALLED TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES A. Parks and Recreation Commission - Regular Meeting - Dec 1, 2022 6:00 PM IV. CHANGES TO AGENDA V. PUBLIC APPEARANCES VI. BUSINESS A. Bluegrass Downs Wetland Open House (Samitore) B. Don Jones Memorial Park - Property Transfer (Samitore) C. Central Point Bear Creek Greenway Master Plan & Boes Property Conceptual Plan Project Scope of Work Review, RFQ Review Schedule and Ad Hoc Committee Member Selection (Jacob) D. My Veteran - My Hero Tribute Tree Program - Policy Revisions (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 1, 2022 I. MEETING CALLED TO ORDER II. ROLL CALL Attendee Name Title Status Arrived Eden Foster Parks Commissioner Excused Patricia Alvarez Parks Commissioner Present Dennis Browning Parks Commissioner Present Fran Cordeiro-Settell Parks Commissioner Present Stephanie Hendrickson Parks Commissioner Present Lee Orr Parks Commissioner Excused Ron Woodhead Parks Commissioner Present III. APPROVAL OF MINUTES Staff Attending: Matt Samitore, Dave Jacob A. Parks and Recreation Commission - Regular Meeting - Sep 15, 2022 12:00 AM RESULT: ACCEPTED [UNANIMOUS] MOVER: Fran Cordeiro-Settell, Parks Commissioner SECONDER: Stephanie Hendrickson, Parks Commissioner AYES: Alvarez, Browning, Cordeiro-Settell, Hendrickson, Woodhead EXCUSED: Eden Foster, Lee Orr IV. CHANGES TO AGENDA Election of officers will be added under Upcoming Meeting Dates. V. PUBLIC APPEARANCES None VI. BUSINESS A. Bluegrass Down Wetland Update Item was tabled until the February 16, 2023 meeting. B. My Veteran / My Hero Tribute Tree Program - Implementation Policies Review Dave reminded the commission that the My Veteran / My Hero project had been presented by Ron Woodhead, park commissioner, at its May 2022 meeting. At that time the commission had requested that staff move forward with the developing implementation policies for the project. The project had been initially developed by the Centre Region Parks and Recreation Authority and the City of Central Point has received permission to use their copyrighted materials including the logo. Dave reviewed the program elements: Eligible Veterans: Served in the active military, naval, or air service. Discharged or 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 D e c 1 , 2 0 2 2 6 : 0 0 P 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 December 1, 2022 Page 2 released under conditions other than dishonorable. Living or deceased. There is no Central Point residency requirement. Program Location and Tree Options: Initially the project will be limited to Don Jones Memorial Park with trees planted near the new Richardson Memorial. The city arborist has selected the following trees as being best suited for the site: Oregon White Oak, Black Tupelo/Sour Gum, Little Leaf Linden, and Kousa Dogwood. Other trees can be selected but the cost may change. Trees will only be planted early spring or late fall to ensure the best chance for survival. Park maintenance staff will be responsible planting and maintaining trees. Along with the tree a post and plaque will located by each tree. The plaque will contain a QR code which will provide a link to a web page providing information on the veteran honored. Donation Amount: Actual costs for each donation including a tree, plaque, and post would be approximately $265. Donation for the tree, plaque and post will be set at $450. Donation will be made to the Central Point Parks and Recreation Foundation and will be tax deductible. All funds will remain in this account and funds above the actually cost will be used as needed to replace damaged tree and other expenses. Park department staff will be responsible for program management and there is no expectation that donated funds will be used to reimburse the city for these costs. Marketing: The program will be advertised through the city website, newsletter, summer recreation guide, social media, press releases, post cards, etc. Dave said that if approved by the commission, the program would go to City Council for final review and approval in January/February. Fran asked if one tree could be used to honor two veterans. Dave said that he didn't seen any problem with that. Steph asked how many trees could be planted in the area. Matt said that probably in the neighborhood of 25. RESULT: APPROVED [UNANIMOUS] MOVER: Stephanie Hendrickson, Parks Commissioner SECONDER: Ron Woodhead, Parks Commissioner AYES: Alvarez, Browning, Cordeiro-Settell, Hendrickson, Woodhead EXCUSED: Eden Foster, Lee Orr C. City of Central Point Park Memorial Donation Policy - Revised Dave reported that since the Park and Recreation Commission approved the City of Central Point Park Memorial Donation Policy in September revisions to the policy had been made. Initially, all costs related to all donations would be the responsibility of the donor but after some discussion it was decided that since park maintenance staff would be responsible for planting and maintaining donated trees, the city would be responsible for replacing trees that died for any reason for a period of up to two years. All other expenses related to donations would be the responsibility of 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 D e c 1 , 2 0 2 2 6 : 0 0 P 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 December 1, 2022 Page 3 the donor. If approved the donation policies would go to City Council for final approval. RESULT: APPROVED [UNANIMOUS] MOVER: Lee Orr, Parks Commissioner SECONDER: Fran Cordeiro-Settell, Parks Commissioner AYES: Alvarez, Browning, Cordeiro-Settell, Hendrickson, Orr, Woodhead EXCUSED: Eden Foster VII. UPDATES Community Center: Matt reported that Jackson County was in the process of selecting an architect for the project. Central Point Little League Fields Restoration Project: Costs for water and sewer lines is expected to cost from $700,000 to $1,000,000. If the number is higher than there could be an impact on elements of the restoration. The engineering consultant would provide a detailed cost estimate for construction of the new fields within the next few months. Willow Bend Park Construction: Matt reported that the Willow Bend subdivision developer wanted to move forward with construction of the park. This development had been planned many years ago but due to financial conditions had not started actual construction until recently. A conceptual plan for the park had been created in 2007 and now construction plans need to be develop. The park would include two soccer fields, playground and restroom. The city is working with an engineering firm to get a cost estimate for developing these plans. Dennis Richardson Memorial: The dedication of the Dennis Richardson Memorial had been moved from Veterans Day to Memorial Day due to construction delays. The primary problem had been that delivery of the water feature had been delayed. On the positive side the plants and flowers will be established and it will make for a more impressive dedication ceremony. Work at the Oregon Fallen War Heroes Memorial is nearly complete as well. Flanagan Park - Tennis Court: Due to severe surface cracking, the city closed the tennis court at Flanagan Park two years ago because it had become a liability issue. The plan was to have an open house at the February commission meeting to get input from those who live near the park. With this information, a new facility will be designed and the project will be included in the 2023-25 park budget. Special Events: Matt reported that community Christmas would be held on this coming Saturday. 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 D e c 1 , 2 0 2 2 6 : 0 0 P 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 December 1, 2022 Page 4 VIII. UPCOMING MEETING DATES Dave reported that commission chair and vice-chair needed to be appointed annually and approved by the city council. The commission selected Patricia Alvarez to continue as board chair and Lee Orr as vice-chair. Ron Woodhead agreed to another three year term on the commission. Meeting for 2023 are scheduled for February 16, May 18, August 17, and November 2 IX. ADJOURNMENT The meeting was adjourned at 6:36 PM. The next scheduled meeting is February 16, 2023. 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 D e c 1 , 2 0 2 2 6 : 0 0 P 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: February 16, 2023 SUBJECT: Bluegrass Downs Wetland Open House ACTION REQUIRED: Information/Direction RECOMMENDATION: Not Applicable The Bluegrass Downs Homeowners Association has been in been in discussion with City staff 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. 6 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. 7 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 3 6 : B l u e g r a s s D o w n s W e t l a n d O p e n H o u s e ) 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: February 16, 2023 SUBJECT: Don Jones Memorial Park - Property Transfer ACTION REQUIRED: Motion RECOMMENDATION: Approval Review of a request to acquire a small portion of Don Jones Memorial Park in trade for needed public road improvements for the extension of Wind Song Lane through the park to provide street and pedestrian connectivity. Suggested motion: I move that the requested portion of Don Jones Memorial Park to be traded for needed public road improvements for the extension of Wind Song Lane be approved. ATTACHMENTS: 1. Samitore letter 2. tentative plan 6.B Packet Pg. 8 6.B.a Packet Pg. 9 At t a c h m e n t : S a m i t o r e l e t t e r ( 1 6 2 7 : D o n J o n e s M e m o r i a l P a r k - P r o p e r t y T r a n s f e r ) 6.B.b Packet Pg. 10 At t a c h m e n t : t e n t a t i v e p l a n ( 1 6 2 7 : D o n J o n e s M e m o r i a l P a r k - P r o p e r t y T r a n s f e r ) 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 16, 2023 SUBJECT: Central Point Bear Creek Greenway Master Plan & Boes Property Conceptual Plan Project Scope of Work Review, RFQ Review Schedule and Ad Hoc Committee Member Selection ACTION REQUIRED: Motion RECOMMENDATION: Approval Background: Following the September 2021 wildfire that burned through the Central Point section of the Bear Creek Greenway, the Central Point City Council directed park department staff to develop a conceptual plan for the area. The purpose of this plan would be to not only create a park that would provide for recreational opportunities but also mitigate for natural hazards such as wildfire and flood. Another critical element to be considered as part of the plan would be public safety. With direction from council, Covey-Pardee Landscape Architects were contracted with to develop the conceptual plan. The draft plan was reviewed by the Citizens Advisory Committee, Planning Commission, and City Council. The Park and Recreation Commission held a public open house to provide an opportunity for public comment on the plan. Request for Qualifications: With the conceptual plan completed, the next phase of the project will be to develop a master plan for the site which will include a finalized design along with all related construction documents. In addition to the master plan, this project will also provide for the creation of a conceptual plan for the “Boes Property” which is a 34.2 acre site located along Bear Creek just north of the Expo properties on the north side of Upton Road. The property was transferred by Jackson County to city in 2006. Currently, a portion of the site is being used for education purposes by Direct Involvement Recreation Teaching (DIRT) a nonprofit organization. The expectation is that the site will be developed primarily for environmental education. The request for qualifications for the project was issued on January 18 with proposals due by February 23. Contractor selection is expected to be complete by March 10 with an anticipated start day of June 5. The project is expected to take at least one year to complete. Next Steps: As a part of this project, an ad hoc committee will be formed consisting of members from city council and the parks and recreation commission. The purpose of the committee will be to provide input and review throughout the planning process. The committee will also assist with selection of a consultant for the project. Staff requests that the Parks and Recreation Commission appoint two member to the ad hoc committee. Recommended motion: I move that the selected Park and Recreation Commission members be 6.C Packet Pg. 11 appointed to the Bear Creek Greenway Master Plan & Boes Property Conceptual Plan ad hoc committee. ATTACHMENTS: 1. Central Point - Bear Creek Greenway & Boes Property Master Plan RFQ for Park Commission 6.C Packet Pg. 12 City of Central Point Parks Department - Request for Qualification Page 1 Request for Qualifications Central Point – Bear Creek Greenway Master Plan & Boes Property Conceptual Plan Project City of Central Point, Oregon 140 S. Third Street, Central Point, OR 97502 www.centralpointoregon.gov (541) 664-3321 Parks and Public Works Director: Matt Samitore matt.samitore@centralpointoregon.gov (541) 664-3321 Project Management: Dave Jacob, Parks Planner dave.jacob@centralpointoregon.gov (541) 423-1012 Notice is hereby given that the City of Central Point Parks and Recreation Department is seeking proposals for the development of the Central Point – Bear Creek Greenway Master Plan and Boes Property Conceptual Plan. Proposals must be received by 2:00 p.m., on Thursday, February 23, 2023 to City of Central Point, Attn. Dave Jacob, 140 S. Third Street, Central Point, OR 97502. It is the sole responsibility of the proposer to ensure that the proposal is received by the specified date and time. All late proposals will be rejected. PROPOSERS SHALL REVIEW ALL INSTRUCTIONS AND CONTRACT TERMS AND CONDITIONS. 6.C.a Packet Pg. 13 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 2 I. Introduction & Project Objectives The City of Central Point Parks Department manages approximately 140 acres of developed parks and undeveloped lands distributed among parks, special facilities and open space areas. These parks and open space area supports a range of active and passive recreational opportunities for Central Point Residents. The Central Point – Bear Creek Greenway and the Boes properties are located along the Bear Creek corridor (Attachment A). Both include similar feature, i.e. trails, riparian areas, wetlands, and wildlife habitat but planned uses will differ. The project objectives are to: 1. Create a master plan for the Central Point – Bear Creek Greenway which will include a final design for the site including active and passive recreation elements, all required construction and bid documents including estimated cost for project implementation. Additionally restoration plans for areas impacted by wildfire may be developed as part of this planning project 2. Create a conceptual design plan for the Boes Property which will be used primarily as an environmental education site. The process will include a site analysis, a report on existing conditions, and a conceptual plan providing a variety of options for the site. Public outreach to the subdivision bordering the site may be included as part of this planning effort. The successful Proposer will be responsible for project management including development of the master and conceptual plan, construction documents, cost estimates, and assisting with public involvement/outreach as needed. Funding for development of these planning documents will be provided by the City of Central Point through the City’s Urban Renewal Program. II. Site Visits and Pre-Submittal Meeting The City will not hold a pre-submittal meeting, but we do recommend that all interested parties visit both sites listed in this RPQ. The purpose of these site visits will be to further acquaint your team with the planning areas. Arrangements for site visits need to be made with the project administrator listed in this notice since access to the two areas is somewhat limited. By submitting the RFQ, the Firm acknowledges that they are familiar with the sites and existing on the ground conditions. No adjustments will be made in the contract price due to existing site conditions which would have been discovered by the suggested site visit. III. Qualifications and Experience Proposals will be considered only from those Firms who are regularly established in services described in the RFQ who are financially responsible and have the necessary staff and facilities required by this RFQ to provide said services and to meet the standards as stipulated in these documents. Proposers must have a minimum of five (5) years of experience in implementing the work tasks in the service categories being proposed under this solicitation. IV. Project Administration The City’s Park Planner will be the lead contact for this RFQ. Contact information: Dave Jacob, Park Planner City of Central Point 140 S. Third Street 6.C.a Packet Pg. 14 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 3 Central Point, OR 97502 dave.jacob@centralpointoregon.gov (541) 423-1012 Contractors shall designate one point of contact for the resulting contract. V. Proposal Instructions A. Submission of Sealed Proposals and Deadline: Respondents shall submit three (3) copies of their proposal to the City of Central Point, Attn. Dave Jacob, 140 South Third Street, Central Point OR 97502. Proposals must be received at Central Point City Hall no later than 2:00 p.m., on Thursday, February 23, 2023. Proposals and questions related to this RFQ that are submitted after this deadline will not be reviewed or considered. Post-marked responses will not substitute for actual receipt of the respondent's proposal. Responses shall be in a sealed envelope, clearly marked with the project title, company name and date of submittal. RFQ Schedule: Request for Proposals Issued January 18, 2023 Deadline for Submission of Questions January 30, 2023 Proposal Due Date February 23, 2023 Contractor Selection March 10, 2023 Anticipated Start Date June 5, 2023 Contract Completion Date One year contract with extension possible B. RFQ as Basis for Proposals: This Request for Proposals represents the most definitive statement the City will make concerning the information upon which proposals are to be based. Any verbal information which is not addressed in this RFQ will not be considered by the City in evaluating the Proposal. All questions relating to this RFQ should be directed to the Project Administrator. Any questions which in the opinion of the City warrant a written reply will result in an RFQ amendment that will be made available to all interested parties. C. Information Release: All Proposers are hereby advised that the City may solicit and secure background information based upon the information, including references, provided in response to this RFQ. By submission of a proposal, the Proposer agrees to such inquiries and releases the City from all claims arising from such inquiries. In accordance with Oregon Public Records Law (ORS Chapter 192), submitted proposals are public records subject to disclosure, except to the extent an exemption applies. VI. Evaluation Criteria Proposals that conform to the proposal instructions will be evaluated by a selection committee using the criteria identified below. The committee may request interviews of the company representative prior to final selection: A. Qualifications of the Firm (0-25 Points) Business Address, telephone and email address 6.C.a Packet Pg. 15 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 4 Project manager and project team: Provide names and a brief resumes. Please note, a civil engineer must be on the project team. References: o List a minimum of three (3) government or commercial references within the past 3 years where similar type of work was performed. o Provide phone numbers and email addresses of references. B. Project Approach, Timelines and Current Workload (0-30 points) Describe your approach to developing the master plan and conceptual plan. Provide a schedule of work to be performed with estimated time to complete work. Provide information on current workload and how this project will be accomplished. Identify any foreseeable problems, if any, in the implementation of the project. Include how these potential problems may be resolved. C. Clarity of Submittal (0-10 Points) Proposal conforms to the format instructions as listed above. Proposal provides information listed in the evaluation criteria. Provides relevant information in a clear and concise manner that demonstrates the Firm's understanding of the project and their ability to perform project tasks. D. Financial Stability (0-15 Points) Form of ownership, including state of residency or incorporation. State if the company is a sole proprietorship, partnership, corporation, Limited Liability Corporation {LLC), joint venture, or other structure. Provide years that the company has been in business. Is your firm currently in litigation or have been in the past 3 years? If so, explain. E. Proposed Cost (0-20 Points) Submit a fee schedule for project implementation and completion. VII. General Proposal/Contract Conditions A. Limitation and Award This RFQ does not commit the City to the award of a contract, nor to pay any costs incurred in the preparation and submission of proposals in anticipation of a contract. The City reserves the right to waive minor irregularities, accept or reject any or all proposals received as the result of this request, negotiate with all qualified sources, or to cancel all or part of this RFQ. B. Conflict of Interest A Proposer filing a proposal thereby certifies that no officer, agent, or employee of the City has a pecuniary interest in this proposal or has participated in contract negotiations on behalf of the City; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Proposer for the same call for proposals; the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm. 6.C.a Packet Pg. 16 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 5 C. Equal Employment and Nondiscrimination Clause The City of Central Point prohibits discrimination against its customers, employees, and applicants for employment on the basis of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the City. The City is an Equal Opportunity Employer. VIII. EVALUATION OF PROPOSALS Evaluation Procedure: Proposals that conform to the proposal instructions will be evaluated by a selection committee using the evaluation criteria identified above. The committee may request interviews of the company representative prior to final selection. The City may contact references listed in the Reference section. Contractors who are deemed by the selection committee to be qualified in any given category will be ranked based on their evaluation score. Contractor selection shall be at the sole discretion of the selection committee. IX. NOTICE TO ALL PROPOSERS -- STANDARD AGREEMENT The City of Central Point Professional Service Contract (Attachment E) is a standard contract approved for use by the City. By submitting a proposal, the proposer agrees to be bound by the contract terms as they are written. The City reserves the right, following the submission and ranking of all proposals to amend, modify or negotiate contract language, terms, and provisions before issuing a final contract agreement. X. SCOPE OF WORK The City is seeking proposals from individuals, firms, teams or consultants, hereafter called “Proposers,” with demonstrated experience in developing master plans for parks and natural areas and proposes to engage the successful Proposer for the following services: A. Central Point – Bear Creek Greenway Master Plan 1. Development of existing conditions/site analysis report for the planning area. 2. Revised base conceptual plan with site design options. 3. Draft, final draft, and final master plan documents, including planning level cost estimates, construction documents, bid documents, and recommended next steps. 4. Assistance with public outreach and involvement, including: development of methods, materials, and graphics; and participation in Technical Advisory Committee/Citizen Advisory Committee (TAC/CAC) Meetings and presentation to the Central Point Park and Recreation Commission and the Central Point City Council. 5. Restoration plan for specified areas. B. Boes Property Conceptual Plan 1. Development of existing conditions/site analysis report for the planning area. 2. Neighborhood and stakeholder interviews and analysis. 3. Conceptual plan options for community review. Present options at Central Point Park and Recreation Commission Open House 4. Present final design conceptual plan to Park and Recreation Commission and Central Point City Council for review and final approval. 6.C.a Packet Pg. 17 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 6 XI. PLANNING SITE OVERVIEW, OPPORTUNITIES, AND CHALLENGES A. Overview The Central Point/Bear Creek Greenway and the Bose Property are located within the Bear Creek riparian corridor (Attachment A). Bear Creek is a tributary of the Rogue River beginning near Emigrant Lake and traveling 28.8 miles through Ashland, Talent, Phoenix, Medford and Central Point until it enters the Rogue River. The Bear Creek Greenway runs through both planning areas. The Greenway is a 20-mile, paved, multi-use trail linking the cities of Ashland, Talent, Phoenix, Medford, and Central Point. All of which are located along the Bear Creek. It is a contiguous path that runs parallel to Interstate 5 and Highway 99 providing a pedestrian and bike lane, with only two at-grade road crossings. Specific details related to the planning areas are described below. B. Opportunities & Challenges Planning areas have potential for both active and passive recreation opportunities and include natural areas that may provide for public education as well as environmental stewardship possibilities. Along with these opportunities, there are two critical issues that need to be considered as part of this planning process: Natural Hazards: Wildfire and flooding are concerns for both areas. Minimizing the future impact of these hazards is critical to this planning process. Public Safety: Since both areas are used by people experiencing homelessness, public safety is a concern. Public perceptions of the Greenway in general tend to focus on this issue more than any other which limits public use of these areas. Please note, that both properties were originally owned by Jackson County with a small portion owned by the City of Medford. Properties were originally purchased as part of development of the Bear Creek Greenway using federal Land and Water Conservation Funds since this is the case the properties must be preserved for public outdoor recreation uses in perpetuity. XII. SITE SPECIFIC ISSUES Central Point - Bear Creek Greenway Master Plan A. Site Description The Central Point – Bear Creek Greenway is a 51.9 acre site located on both the east and west side of Bear Creek and located roughly between West Pine Street and the Table Rock Road Overpass (Attachment B). The paved Greenway trail runs through entirety of the west side of the site. Bear Creek divides the planning area into two sections. Interstate 5 runs on the west side of the planning area and because of this traffic noise is an issue in much of the west side of the planning area. Oregon Department of Transportation (ODOT) properties are located to the north and south of the project area. These areas may be included in the planning process depending on results of discussions with ODOT. The east side of the project site is bordered by Table Rock Road, private properties, and LTM Incorporated which is an aggregate and building materials company. Existing site amenities include a gazebo near Mingus Pond and several benches along the Greenway path. A Medford Water Commission waterline does cross the planning site. A fire hydrant was installed near Mingus Pond following the 2020 wildfire. B. Site Context During the height of the Almeda Fire in September 2020, another wildfire broke out on the Bear Creek Greenway just north of this planning site. Due to dry conditions, extremely heavy fuels, and high southerly winds the fire burned through the entire planning site in less than an hour. At the 6.C.a Packet Pg. 18 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 7 time of the fire, the area was owned by Jackson County with a small section owned by the City of Medford. Following this event, the Central Point City Council, concerned with future fires in the area and public safety in general, directed parks staff to begin discussions with the County and City of Medford about the possibility of transferring ownership of the properties to the City. Both entities agreed to this and the transfer were completed in 2022. Additionally, homeless encampments had been an issue in the planning area for many years. With the Greenway trail providing easy access and heavy vegetation allowing for camping away from public eyes, dozens of large and small camps had been established. Several times each year, local law enforcement agencies would “sweep” through these camp respectfully moving out residents and collecting tons of trash. Shortly after each of these sweeps, camp residents would return. Due in large part to these illegal camps, public perceptions of Greenway have been very negative. Following the 2020 wildfire, illegal camping has been limited due both to the removal of vegetation providing for improved visibility and increased police patrols. With concerns for future wildfires and public safety, the Central Point City Council requested development of a conceptual plan for the area which would include both active and passive recreation elements. This conceptual plan (Attachment C), developed by Covey Pardee Landscape Architects in 2021, was provided for public review and comment at Central Point Park and Recreation Commission, Planning Commission, Citizens Advisory Committee and finally City Council in 2021. With the conceptual plan and review complete, City Council approved use of urban renewal funds for development of the master plan and for construction of the project C. Central Point – Bear Creek Greenway Conceptual Plan The Central Point – Bear Creek Greenway Conceptual Plan will be considered the base document for development of the Central Point – Bear Creek Master Plan. This plan provides for a mix of active and passive recreation. Active elements include a pump track, a natural playground, dog park(s), and a Frisbee golf course. The conceptual plan also designates natural areas (see Natural Features below) which must be protected and enhanced and more passive types of recreation that may include walking paths, bird watching/ wildlife viewing areas, and picnic areas. While this is the base plan, we do not want to limit the plan to these element and are open to other recreational options. D. Access, Parking, Equestrian Trail and Bear Creek Bridge Access to the site is limited. On the west side of Bear Creek, the Greenway Trail can only be accessed from two areas: South: Two points of access are located on the north and south sides of East Pine Street. North: Two point of access are located in Medford on Midway Road and Hilton Court approximately 1 miles south of the project site. Parking is limited to a Jackson County owned undeveloped parking area on the north side of East Pine Street. On the south side of East Pine Street, there is a Pilot Travel Center but parking at that site is limited to business uses only. There is a privately owned property near the planning site which potentially could be purchased by the city and used for a small parking area but discussions with the owner have not begun at this time. The conceptual plan does show this parking area. On the east side of Bear Creek, there is one undeveloped access point located on Table Rock Road. Within the east side site there is potential for a parking area that may be large enough depending on 6.C.a Packet Pg. 19 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 8 how this area will be used. Just to the north of this access point is the Star Promenader’s Square Dance Club Hall which has both an access point and a parking area. City staff has met with club representatives to discuss the possibility of a shared access point and an improved parking area. The club representatives expressed some support but had questions as well. An equestrian pathway constructed of compacted soil is located between Bear Creek and Mingus Pond. This feature was constructed many years ago and due to the growth of blackberries was completely concealed from public view. It was only after the 2020 wildfire that it was rediscovered. The pathway was recently resurfaced with compacted gravel. There is currently no bridge connecting the east and west side of Bear Creek within the project site. The conceptual plan does show a bridge in place and the City has interest in adding this element but the costs would be high. This element may not be part of the initial construction but also could be planned for the future. As part of the master plan, the city would like to include a location for a pedestrian/bicycle bridge and estimated construction costs. F. Natural Features (Figure 1) Bear Creek flows through Ashland, Talent, Phoenix, Medford, and Central Point before joining the Rogue River just upstream from Gold Hill. The creek has a small population of coho, fall chinook, winter and summer steelhead, and resident trout (rainbow and cutthroat). Winter steelhead and fall chinook are the primary anadromous species using the Bear Creek system. Beavers have been sighted in the creek as well. Currently, Bear Creek does not meet federal water quality standards for temperature, bacteria, and sedimentation. That being said there is limited access to the creek throughout the watershed and there is great benefit for visitor to be able to experience the riparian habitat firsthand. Bear Creek should be considered a primary focus for this master plan providing both wildlife viewing and environmental education opportunities. Elk Creek is a small urban stream that runs through west Medford and Central Point and enters Bear Creek in the planning site. A recent ODFW fishery survey found steelhead in the stream. During the hot summer months when Bear Creek water temperatures rise, Elk Creek offers cooler water and respite for steelhead. Additionally, during periods of high water, the creek provides off channel protection. ODFW considers the stream an important fishery habitat area. Due to the impact of the wildfire, a restoration plan for the creek needs to be develop, potentially as part of this project. This creek and its riparian area offers the potential for hands on community restoration and education opportunities for both children and adults. As part of Federal Emergency Management fire recovery funds, a new culvert will be installed where the Elk Creek enters Bear Creek which will improve fish access to the creek. Figure 1 Central Point - Bear Creek Natural Features 6.C.a Packet Pg. 20 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 9 Mingus Pond is a 2.41 acre freshwater pond that was more than likely created when I-5 was constructed as a site for the production of gravel. Mingus Pond has become an important overwintering area for waterfowl. It is heavily used by Canvasbacks in the winter (up to 50 or more at some times). One of the only reliable places in the valley to see them. The pond has historically been used by green herons and kingfishers as well. The Rogue Valley Audubon Society uses the site for their wild bird surveys. This is another site where a restoration plan would be useful since much of the vegetation surrounding the pond was lost to the fire. An additional small unnamed pond is located on the west side of the Greenway Trail near Interstate 5. A great site for turtle viewing. There is an existing wetland located on the north side of the Mingus Pond which connects to Elk Creek. While this is a functional wetland it is composed almost entirely of reed canary grass, an invasive species that inhibits native vegetation and reduces biological diversity. A restoration plan for this wetland area would be useful. The planning area has a variety of invasive plant species but two are predominate: Himalayan Blackberries and Poison Hemlock. Prior to 2020 wildfire, blackberries covered nearly the entire area. The wildfire removed nearly all these plants but not permanently. With the blackberries removed poison hemlock exploded in the area. Working with a local spray company, the Central Point Parks Department has developed a treatment program to control both. Boes Property Conceptual Plan A. Site Description The Boes Property planning area a 34.2 acre site located on both the east and west side of Bear Creek. The south side of the site is bordered by the Upton Road overpass and Jackson County Expo properties. Interstate 5 borders the west side with Bear Creek Orchards and Jackson County properties on the north. The east side is bordered by the Boes Subdivision which consist of 48 homes. There are currently no amenities located on the site. A dirt road/trail does run through the center of the east side of the planning site. The Bear Creek Greenway Trail is on the west side of the Boes Property separated from the larger area by Bear Creek. Natural features include Bear Creek and a variety of wetlands and small ponds. While the property is owned by the City of Central Point, it is currently falls within Jackson County jurisdiction but eventually will be annexed into the city. There is a Rogue Valley Sewer System mainline running though the east side of the property. B. Site Context The Boes planning area was purchased by Jackson County as part of the development of the Bear Creek Greenway Trail using federal Land and Water Conservation Funds. As stated above lands purchased using this funding source much be used for outdoor recreation purposes only. In 2006, Jackson County transferred ownership of the property to the City of Central Point. The city initially planned to use the site as a nature park and developed a site plan with a system of trails. Due to limited funds, this project was never implemented and no developed has occurred on the site. Maintenance on the site at that time was limited to mowing accessible areas several times each year. In 2018, the Peninger Fire started in a section of Bear Creek just north of Peninger Road and East Pine Street a few miles north of the planning site. The fire burned approximately 100 acres, destroying several out buildings and endangering a Central Point subdivision. The fire burned hot and fast due, in part, to the unchecked growth of blackberries, shrubs, and trees along the Bear Creek corridor. 6.C.a Packet Pg. 21 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 10 Because of this event and concern for protecting the Boes Subdivision, the City of Central Point implemented a pilot project with assistance from the Jackson Soil and Water Conservation District (JSWCD) to reduce wildfire risk in the riparian area of Bear Creek in the Boes planning area. Work crews removed blackberries, brush and thinned small trees in an 8.5 acre area with the goal of creating a healthier riparian area that would be less prone to wildfires. An additional benefit of opening up the areas near the creek was to discourage homeless encampments. As a part of this project a riparian planting plan was developed but has not been implemented at this time. Discussions with residents of the Boes subdivision as to the best use of the property have been held over the years. For the most part, they have expressed strong feelings that the area should not be developed as a park. At one point, residents submitted a petition signed by most residents opposing construction of a “regional park” in the area. Their specific concerns related to the impact of a city park focused on increased traffic in the area and potential for increased criminal activities. Any conceptual plan developed for the planning area will need to take these concerns into consideration and will be presented to the residents for comment. With these neighborhood concern in mind, we expect that the site would be used primarily for outdoor education with limited site access. Currently, a portion of the planning site is being used by the Direct Involvement Recreation Teaching (DIRT), an environmental education nonprofit organization. DIRT has develop the Upton Creekside Project: “The Upton Creekside Project is the most recent venture for our community. Working in coordination with the City of Central Point, we embark on conversations and actions that sculpt this 30 acre riparian area along the Bear Creek into natural space we all can enjoy. We learn about the land, animals and impact we can have when we all work together towards common good.” We expect DIRT to be a primary partner in developing this conceptual site plan. Educational elements for the site may include an outdoor classroom, riparian/wetland study areas, native plant gardens, and educational trail system. C. Access and Parking Access to the east side of the planning area is limited to two undeveloped points. One located at the end of Boes Avenue and other at the intersection of Raymond Way and Old Upton Road. There currently is no parking on or near the planning site. Parking is very limited in the area. Another option will be to partner with the Crater Land Lab which is Crater High’s agricultural classroom. This facility is located at the south end of the planning site. The site has adequate parking for buses and direct access to the property. the Bear Creek Greenway Trail runs through the west side of the property and can be accessed near the south end of the property off of Peninger Road. 6.C.a Packet Pg. 22 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 11 F. Natural Features (Figure 2) Bear Creek is the primary natural feature flowing through the Boes Property (see description above). With the removal of blackberries on the west side of the creek, there are now several access points which can be developed as educational study sites. A trail system may also be developed in this area. On the east side of Bear Creek there is a narrow riparian area bordered by the Greenway Trail. Blackberries have not been removed from this area so it remain relatively inaccessible. Griffin Creek enters Bear Creek on northwest section of the planning area. The creek is inaccessible for the most part due to blackberries and other vegetation. As with Bear Creek, it currently does not meet water quality standards for temperature. There are several wetland/small ponds located in the riparian areas. A long narrow wetland/pond is located on the east side of Bear Creek within the riparian area and is hydrologically connected to the creek. Several smaller wetlands are located on the west side of Bear Creek. These are currently not accessible due to blackberries and other vegetation. Figure 2 Boes Property Natural Features 6.C.a Packet Pg. 23 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 12 6.C.a Packet Pg. 24 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 13 6.C.a Packet Pg. 25 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 14 6.C.a Packet Pg. 26 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k City of Central Point Parks Department - Request for Qualification Page 15 6.C.a Packet Pg. 27 At t a c h m e n t : C e n t r a l P o i n t - B e a r C r e e k G r e e n w a y & B o e s P r o p e r t y M a s t e r P l a n R F Q f o r P a r k C o m m i s s i o n ( 1 6 3 7 : C e n t r a l P o i n t B e a r C r e e k 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 16, 2023 SUBJECT: My Veteran - My Hero Tribute Tree Program - Policy Revisions ACTION REQUIRED: Motion RECOMMENDATION: Approval The My Veteran/My Hero Tribute Tree program was presented as a discussion item at the January 26th Central Point City Council meeting. The following issue: Definition of a Veteran: The following definition was initially used: “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.” Concern was that this would allow less than honorable or general discharges and should limited to those veterans “discharged with an honorable or general discharge status.” The attached policy and implementation plan and the application have been changed to reflect this suggested revision An additional concern expressed was that there was potential that the honoree might have a criminal record. To try to deal with this issued the following language was added to the application: “The City of Central Point reserves the right to remove without refund the recognition services this project provides if the information provided by the applicant is inaccurate or incomplete. Staff may require that applicants provide documentation to confirm the service & discharge status of the veteran.” This would provide a way to review an honoree’s background and if necessary reject the application. A certification signature will also be required. Additional application revisions: Added section to list discharge status, Added section for tree selection, and the language above including the certification signature. The last point to discuss is an issue that came up at the last commission meeting and that is should the policy allow a single tree to be used to honor two or more veterans. The concern is that this might be opening the door to accepting too many family 6.D Packet Pg. 28 members for a single tree which could be difficult to manage. Suggested motion: I approve suggested revisions to the My Veteran - My Hero Tribute Tree Program and approve forwarding the revised program policies and application to City Council for final review and approval. ATTACHMENTS: 1. My Veteran - My Hero Tribute Tree Program - Policies Final Draf 2-13-23 2. My Hero My Veteran CPPR Application - Park Commission 2-13-23 Revised Highlighted 6.D Packet Pg. 29 1 The City of Central Point, Oregon “My Veteran / My Hero Tribute Tree” Program POLICIES & IMPLEMENTATION PLAN February 10, 2023 FINAL DRAFT Program Summary: The City of Central Point Parks and Recreation Department, in partnership with the Central Point Parks and Recreation Foundation, is pleased to announce a new program that will celebrate the service of U.S. military veterans. The My Veteran / My Hero Tribute Tree © program will allow loved ones to honor and remember US veterans who have (1) actively served in the United States Army, Navy, Air Force, Marines, Coast Guard, Merchant Marines, or Army Air Corps and (2) were discharged with an honorable or general discharge status. For a donation of $450, a 1.5”- 2” caliper tree will be planted at Don Jones Memorial Park, 223 W Vilas Rd, Central Point, OR 97502. Each Tribute Tree will include a post-mounted, metal plaque located beside the tree which will provide the name of the veteran honored. In addition, a QR code on each plaque will link to a City of Central Point webpage that will provide the veteran's photo, biographical information on the veteran’s service, and the GPS coordinates of their Tribute Tree. Both living and deceased veterans are eligible. Staff may require that applicants provide documentation to confirm the service and discharge status of the veteran. The donation may be in honor of a living veteran or in memory of a deceased veteran. While each Tribute Tree will honor one veteran, families and donor groups are encouraged to honor their veterans with a Tribute Tree for each one or to pool their donations for a single Tribute Tree for their veteran. Central Point residency is not required for the donor or the honored veteran. Donations may be made year-round. The Tribute 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 years after planting, replacing the tree if needed. 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.” Accordingly, the City will incorporate the 6.D.a Packet Pg. 30 At t a c h m e n t : 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 - P o l i c i e s F i n a l D r a f 2 - 1 3 - 2 3 ( 1 6 4 7 : 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 - P o l i c y 2 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. 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, the City also hopes 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 Quercus garryana Black Tupelo / Sour Gum Nyssa sylvatica “Greenspire” Little Leaf Linden Tilia cordata 'Greenspire' “Milky Way” Kousa Dogwood Cornus kousa ‘Milky Way’ 1. Trees will be planted by park maintenance staff in either the spring or fall depending upon when the application has been approved and the full donation submitted. 2. The City will guarantee tree survival for two years after planting, replacing the tree if needed. 3. Donors may request other trees, but the request is subject to approval by the City Arborist. In addition, the donation cost may increase based upon the cost of the requested alternate tree. Tribute 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 on a post 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 donor during the application process. (Actual Size 3” x 3.5”) Planted in Honor of “My Veteran / My Hero” Veteran’s Name Here Central Point Park and Recreation Department Scan the QR Code for more information or visit www.centralpointoregon.gov 6.D.a Packet Pg. 31 At t a c h m e n t : 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 - P o l i c i e s F i n a l D r a f 2 - 1 3 - 2 3 ( 1 6 4 7 : 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 - P o l i c y 3 Tribute Tree Website and Individual Veteran’s Webpages: City staff will create a website for the My Hero/My Veteran program on the City 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 donor and will be available for review by the donor 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 (as 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 Donor Application Process: The program application form will be available on the website described above and as a paper copy available via email, regular mail, or 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. Staff may require that applicants provide documentation to confirm the service and discharge status of the veteran. 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. The Applicant will provide all information for the honoree’s webpage including biographical information and a photograph, as well as certify the accuracy of the application. The 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 the staff 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 estimated prices for selected trees and other materials are as follows: Average Tree Cost: $211.25 (Current tree prices range from $175 - $260) Personalized Plaque $25.00 Post $25.00 Total Estimated Materials: $261.25 Central Point Parks and Recreation Foundation: The $450 donation will be made payable to the Central Point Parks and Recreation Foundation, a 501(c)3 organization, and will be tax deductible to the extent allowed by law. 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 6.D.a Packet Pg. 32 At t a c h m e n t : 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 - P o l i c i e s F i n a l D r a f 2 - 1 3 - 2 3 ( 1 6 4 7 : 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 - P o l i c y 4 expenses. Donated funds over the cost of materials will be reserved in the account and used as directed by action of the Foundation Board. Marketing Plan: Getting the word out about the program will be critical to its success. The marketing plan includes the following elements: 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. 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 Releases: After program approval, a press release with be sent to all local news outlets. 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. Community Groups: This special program can be shared with and presented to community groups & local veteran organizations. 6.D.a Packet Pg. 33 At t a c h m e n t : 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 - P o l i c i e s F i n a l D r a f 2 - 1 3 - 2 3 ( 1 6 4 7 : 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 - P o l i c y Date (mm/dd/yyyy): VETERAN HERO INFORMATION (This tree will be a tribute to the following US Veteran): 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 For the purposes of this program, a veteran is defined as anyone who has served in the U.S. Military and was discharged with an honorable or general discharge status. 6.D.b Packet Pg. 34 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 2 - 1 3 - 2 3 R e v i s e d H i g h l i g h t e d ( 1 6 4 7 : 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 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.D.b Packet Pg. 35 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 2 - 1 3 - 2 3 R e v i s e d H i g h l i g h t e d ( 1 6 4 7 : 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 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 two years from the date of planting and will be replaced without charge if the tree does not survive. Signed ________________________________ Date _________________________ I certify that the donor and honoree information provided in this application is both honest, accurate, and complete: The City of Central Point reserves the right to remove without refund the recognition services this project provides if the information provided by the applicant is inaccurate or incomplete. Staff may require that applicants provide documentation to confirm the service & discharge status of the veteran. 6.D.b Packet Pg. 36 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 2 - 1 3 - 2 3 R e v i s e d H i g h l i g h t e d ( 1 6 4 7 : 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