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HomeMy WebLinkAboutPRM082509Central Point Parks and Recreation Commission Central Point Parks and Recreation Foundation Meeting Minutes for August 25, 2009 MEETING CALLED TO ORDER The meeting was called to order at 6:00 p.m. II. ROLL CALL Parks and Recreation Commission members in attendance were: Chairperson Kerry Bradshaw, Vice-Chairperson, Patricia Alvarez, Doug Palmer, Sean Winter, Neil Olsen Parks & Recreation Department Staff in attendance were: Matt Samitore, Parks and Recreation Manager; Jennifer Boardman, Recreation Supervisor; Shelly Brown, Parks and Recreation Support Specialist. III. MINUTES Minutes from Parks Commission and Parks and Recreation Foundation meetings of May 26, 2009 were approved. Sean Winter motioned for approval, Patricia Alvarez seconded the motion. All were in favor. IV. CHANGES TO THE AGENDA Parks Commission and Parks & Recreation Foundation meetings were combined due to the fact that the subjects covered for each were identical with the exception of the ey-Law revisions for the Parks & Recreation Foundation. V. PUBLIC APPEARANCES There were no public appearances VI. BUSINESS PARK NAMING POLICIES AND PROCEDURES (MATT SAMITORE) I. The Parks Commission adopted policies approximately two years ago that require revisions. Currently many installed parks assume the name of the subdivision surrounding the park. Examples of this are Twin Creeks Park, Forest Glenn Park and Blue Grass Downs. These are examples of replaceable names. Matt Samitore asked the Parks Commission board to consider some different names for Blue Grass Downs Park and asked the Parks Commission to provide suggested names at the next meeting. II. Matt Samitore asked the Parks Commission what they thought about the possibility of naming parks after deceased Central Point community citizens and gave an example of Officer Mott who passed away within the last couple of years. Jaqui Robbins stated she Page 2 of 2 feels it is a great idea to name parks after fallen heroes and people who have done great things in our community. III. The Parks Commission needs to establish criteria for a revised park naming policy. BATTLE OF THE BONES (MATT SAMITORE) I. Date: Battle of the Bones will be held September 12`h & 13`h, 2009 at Twin Creeks Park in Central Point. II. Meat: Barbecued beef brisket will be served on Saturday and pulled pork on Sunday. The Parks & Recreation Foundation will purchase all meat for the event (no meat sponsors were gained this year) and the cost of purchasing the meat will be reimbursed to the Parks and Recreation Foundation by revenues generated from the event. III. Volunteers: There are several volunteer positions for the event available. Matt Samitore asked the Parks Commission to consider how they may volunteer for the event and encouraged board members to recruit volunteers for the event. Jaqui Robbins has a group of Kiwanas that will serve as volunteers for the Kids Zone and the hydration booth. Sean Winter will speak to Mercy Flights about providing volunteers for the first aid and lost children station and manning the administrative office site. The City of Central Point accounting/finance staff and People's Bank will handle monies and accounting for the event. IV. Advertising: Lithia Motors has provided $4,000 worth of advertising for the cost of $700. Advertising includes 180 television spots and 242 radio spots. Lithia will bring three or four of their vehicles to the event and provide large inflatables for the event. V. Microbreweries: There are 39 microbreweries scheduled to be at the event. VI. Barbecue Teams: There are 13-14 barbecue teams. Battle of the Bones is the second largest barbecue competition in the state. Tastings for each day will be from noon-5:00 p.m. There is over $10,000 in combined prize money available to winning barbecue teams. VII. Legal tender at the event: There will be no cash tender at the event. Participants will exchange their cash money for Battle of the Bones (B.O.B.) bucks. B.O.B. Bucks will 6e the legal tender at the event. VIII. People's Choice tastings: Parks and Recreation Department is currently creating tasting brochures for participants at the event. Each brochure will include details of what each barbecue team is cooking and each microbrew team is serving. The brochures will serve as a guide to tasting participants for voting for their favorite barbecue and/or microbrew. Participants can use the guide to decide where they will purchase food items and the Page 2 of 2 guide may also assist participants in recording their own notes about what they liked at each tasting booth. IX, The Parks and Recreation Foundation is seeking merchandise vendors for the event. Cost for a hooth space to sell merchandise is $75 and includes both days of the event. Food booths require an 80J2D split between the vendor and the Parks and Recreation Foundation. The vendor will retain 80% of their gross sales. Food vendors do not pay a booth space fee. X. The Central Point D.A.R.E. Cruise and Show & Shine is Saturday, September 12`". The Show & Shine will be held at Crater High School from noon to 5:00 p.m. The cruise on E. Pine Street will be from 6:00 to 9:00 p.m. XI. Traffic will be directed with signs posted guiding them down W. Pine Street to North Haskell and on to Twin Creeks Park. Doug Palmer suggested talking to Seven Oaks farm about placing a large sign for Battle of the Bones along the Freeway on their property. Matt Samitore will look into that. Sean Winter suggested placing a large sign across from Crater High School on Highway 99. There will 6e detour signs posted in the downtown area of Central Point during the D.A.R.E. cruise that will indicate how to arrive at Battle of the Bones during the time the D.A.R.E, cruise is happening. XII. The Parks and Recreation Foundation has some free entry tickets available. Matt Samitore encouraged the Parks and Recreation Foundation board members to give these tickets to colleagues and business associates. laqui Robbins received 30 free entry tickets after the meeting which she will distribute at Remaxx Realty this week. Jaqui Robbins will bring the Remaxx balloon to the event and Remaxx will set up a booth space near the balloon. CAPITAL PROJECTS (JENNIFER BOARDMANi Grants Awarded and in process of submitting: I. A grant has been awarded from the Cheney Foundation that will fund the placement of AED's (Automated External Defibrillators) in all parks maintenance vehicles. The Central Point Public Works department currently has AED's in all their vehicles and the parks maintenance crew is personally involved with the public more often than the Public Works department crew members. So it is a very important the parks crew have these devices in their vehicles at all times. 11. A grant was awarded by the State of Oregon Parks & Recreation Department for funding the building of a permanent restroom at Forest Glen Park. Matching funds are needed and the city should be able to meet the matching funds requirement for this grant and build the restroom in late spring or early fall of 2010. Page 2 of 2 III. Jennifer Boardman is currently working on a grant request for a small vehicle for the parks maintenance crew to use on the Bear Creek Greenway such as a Bobcat or Gator style vehicle. IV. Jennifer Boardman is submitting a grant for meal/food subsidation for Discovery After School Club's Monday (no school dayj sessions. School District 6 was not able to fund lunches or snacks for the Monday after school program. V. Jennifer Boardman is working on a grant for the West Foundation which, if awarded, would fund installation of backboards and benches within city park tennis courts. DON JONES MEMORIAL PARK FINAL UPDATE (MATT SAMITORE) I. The city purchased 3.5 acres of land adjacent to Don Jones that will be the site of a future water reservoir. We are working with a property owner to do a land swap that will give us 3.5 acres immediately adjacent to the south side of the park. The park may be expanded if there is left over space. II. RFCt's for engineering the traffic light at Vilas Road will be here next week. Construction will be out for bid in October, 2009. The traffic light should be installed in the early part of spring, 2010. III. Matt Samitore will submit recommendations for changes to the current ordinance regarding dogs in the parks at the next Parks Commission meeting for the board to review. At this time, it is the general consensus of the Parks Commission that dogs should not be allowed in the water park and not allowed inside the playground areas of any city parks. The main concern is for the safety of individuals using the playground areas and water park and it is a health hazard concern due to feces and urine left by pets in these areas that can be easily spread around. FACILITY RENTAL AGREEMENT I. The parks and recreation department staff will discuss recommendations for amendments to the current ordinance regarding facility rental agreement fees. Fees to rent areas in city parks require some restructuring. With the addition of Twin Creeks Park and Don Jones Memorial Park this year, events that parks are being reserved for are large events such as weddings and large parties. The current fees do not support the amount of clean up involved after these large events have occurred. Matt Samitore will bring amendment recommendations to the Parks Commission at the next meeting. VII. MISCELLANEOUS PARKS AND RECREATION FOUNDATION BY-LAW AMMENDMENTS (MATT SAMITORE I. The city auditor has created an additional list of amendments to the Parks and Recreation Foundation By-laws. The list includes such items as modifying titles to avoid confusion of responsibilities and duties of Parks and Recreation Foundation board members and officials. Page 2 of 2 VIII. ADJOURNMENT Adjournment of the Parks Commission and Parks and Recreation Foundation combined meetings was unanimously made at 7:15 p.m. All were in favor. The next Park Commission meeting is scheduled for Thursday, October 15, 2009 at 6:00 p.m. in the City Hall Council Chambers. The next Parks & Recreation Foundation meeting is scheduled for Wednesday, September 30, 2009 in the City Hall Sun Room. Page 2 of 2