december 15 agenda - medford, oregon 15 agenda packet.pdf40.4 jackson park play structure selection...

AGENDA

PARKS AND RECREATION COMMISSION December 15, 2015

CARNEGIE BUILDING 413 W. Main St.

5:30 P.M. 10. ROLL CALL 20. APPROVAL OF MINUTES 30. ORAL REQUESTS FROM THE AUDIENCE 40. NEW AND CONTINUED BUSINESS

40.1 Cedar Links Park Open Space – Brian Sjothun 40.2 Park Use Regulations Update – Jennifer Sparacino 40.3 Bear Creek Park Cell Tower Request – Jennifer Sparacino 40.4 Jackson Park Play Structure Selection – Tim Stevens

50. COMMITTEE REPORTS

50.1 Tree Committee 50.2 Prescott Park 50.3 Arts Commission 50.4 Bear Creek Greenway Joint Powers Board 50.5 Medford Parks & Recreation Foundation 50.6 Mayor’s Youth Advisory Commission 50.7 Cemetery Commission

60. STAFF REPORTS

60.1 Project Update Report 60.2 Project Dedication Funds – Ending Fund Balance 60.3 Master Plan Updates

70. MESSAGES, PAPERS, PROPOSALS AND REMARKS FROM COMMISSION MEMBERS 80. ADJOURNMENT

MINUTES

PARKS AND RECREATION COMMISSION November 17, 2015

CARNEGIE BUILDING 413 W. Main St.

5:30 P.M. Meeting called to order at 5:30pm 10. ROLL CALL Members Present: Julian Cordle, Rich Hansen, Frank Hoeper, Kristi Jensen, Preston Jernigan,

Jerry MacLeod, Dan Ratty. Staff: Brian Sjothun, Rich Rosenthal, Tim Stevens, Jennifer Sparacino. Guests: Clark Stevens, Andy Batzer. Members Absent: Marco Boccato, Marie Cabler. Council Liaison Absent: Chris Corcoran.

20. APPROVAL OF MINUTES September minutes were approved as submitted. 30. ORAL REQUESTS FROM THE AUDIENCE None 40. NEW AND CONTINUED BUSINESS

40.1 Lewis Park – Future Vick Lane Request – Mr. Sjothun introduced Mr. Stevens with Richard Stevens and Associates who spoke to a request regarding the location of the center line for Vick Lane and using the existing pathway in the adjacent Lewis Park as the sidewalk. Motion: Recommend to the Planning Commission the location of the centerline for Vick Lane and other improvements as outlined in the request by Richard Stevens & Associates. Motion made by Mr. MacLeod, seconded by Mr. Hansen. Motion passed unanimously. 40.2 Cedar Links Park Open Space – Brian Sjothun This item is continued to the next meeting due to lack of information from developer. 40.3 Park Use Regulations Update – Ms. Sparacino summarized recommended changes to the Park Use Administrative Regulations. Commissioners discussed the section regarding remote control vehicles/devices and asked that Staff and Commissioner Cordle review the possibility of allowing such vehicles/devices and bring it back to the Commission for consideration. Motion: Approve changes as outlined except for the page 8 item regarding remote control vehicles that Julian and Jennifer will re-work. Motion made by Mr. Hansen, seconded by Ms. Jensen. Motion passed unanimously. 60.1 *Project Update Report - Tim Stevens presented the current state of the Jackson Park

playground and the new Pirate Ship themed playground equipment selected for the Jackson Park Playground Project. The Installation Bid Package is currently being advertised with project completion anticipated by June 30, 2016.

"Creating Healthy Lives, Happy People & A Strong Community"

City Hall ■ 411 W. 8th Street ■ Room 225 ■ Medford, OR 97501 ■ (541) 774-2400 www.ci.medford.or.us [email protected]

Mr. Sjothun introduced Mr. Batzer with Kid Time, who presented their plan for a Pirate Ship themed play area at Kid Time and a request for a theme change at Jackson Park. Mr. Sjothun suggested staff work with Playcraft to come up with 2 alternative designs – one themed and the other more open and activity based, which will be brought back for Commission approval.

40.1 Leathers Playground @ Bear Creek Park – Tim Stevens presented the history of

Leathers Playground, some of the maintenance concerns and a request to authorize Leathers & Associates to perform a site visit assessment and provide a detailed report of maintenance and potential solutions. Mr. Sjothun clarified that the reason this is being presented to the Commission is due to the prominent fund raisers that were involved in the development of the playground and the need for building a case to save this amazing City asset and requesting additional funding in the next budget process.

Motion: Move that we spend the $1500 to have the site assessment. Motion made by Mr. Hoeper, seconded by Ms. Jensen. Motion passed unanimously.

50. COMMITTEE REPORTS

50.1 Tree Committee – Mr. Hoeper updated the Commission regarding fall plantings and the Committee’s consideration of adding a tree maintenance program.

50.2 Prescott Park – Mr. Sjothun advised that trails plan is scheduled to go before the Jackson County Commissioners in January and they are working with a lobbyist regarding funding for the chip sealing the road.

50.3 Arts Commission – Mr. Rosenthal advised the Commission is reviewing project options and they are organizing a public art display at the Library starting next week for a couple of months.

50.4 Bear Creek Greenway Joint Powers Board – No meeting took place. Next meeting is scheduled for December.

50.5 Medford Parks & Recreation Foundation – Mr. Sjothun advised they are working on 2016 Parks Uncorked which is planned for the first Friday in June at Pear Blossom Park.

50.6 Mayor’s Youth Advisory Commission – Commissioners were referred to the minutes included in the agenda packet.

50.7 Cemetery Commission – Commissioners were referred to the minutes included in the agenda packet.

60. STAFF REPORTS

60.1 Project Update Report – *See report under New and Continued Business. 60.2 Leisure Services Plan Update – Mr. Sjothun advised that Steve at Conservation Technix

is working on existing conditions, reviewed past planning documents, did an inventory assessment of parks, compiled base maps for park sites, is reviewing recreation program materials, held a stakeholders meeting with YMCA, Rogue Valley Timbers, Ultimate Frisbee group and Medford American Little League in attendance. Will hold meeting with SO Sports Commission on Friday. Two additional stakeholder meetings will be held in December – one with the Medford School District. The software to gain community input will be launched mid January.

60.3 2016 Meeting Schedule – Mr. Sjothun referred to the schedule included in the agenda packet.

60.4 December Holiday Party – The Commission discussed having a holiday dinner. It was decided to hold the dinner in late January with the date to be determined at the next meeting.

70. MESSAGES, PAPERS, PROPOSALS AND REMARKS FROM COMMISSION MEMBERS None 80. ADJOURNMENT Meeting adjourned at 7:06 pm

PARKS & RECREATION COMMISSION Item No: 40.1 AGENDA ITEM COMMENTARY www.playmedford.com

DIVISION: Administration AGENDA SECTION: New & Continued Business STAFF CONTACT: Brian Sjothun MEETING DATE: December 15, 2015 STAFF PHONE: 541-774-2401 ISSUE STATEMENT & SUMMARY:

This agenda item is for the consideration for the development of a donation agreement between CA Galpin/Cedar Landing PUD and the City of Medford for the dedication of open space to the Parks and Recreation department.

BACKGROUND: A. Previous Commission Action History

None.

B. Analysis Department staff has been in discussion with CA Galpin, who is the developer for Cedar Landing PUD, about the potential of acquiring the dedicated open space for public use. The open space and trails are a condition of approval for the PUD and would come under the ownership/management of a homeowners association if not dedicated to the City. CA Galpin is offering the land as a donation which would become part of the park and trail system associated with the 5.5 acre Cedar Links Park that the department owns and has developed a master plan for future construction. The attached maps outline 8 different areas within the PUD and are 11.81 acres in total. There are pond identified in areas 1, 2, 3 and 6. These are not the traditional ponds that would retain water for irrigation, but will be storm water detention that is needed for the PUD. These areas would be designed and available for park uses except during wet weather events.

Area # Acres 1 5.20 2 0.90 3 2.30 4 0.16 5 0.50 6 1.00 7 1.50 8 0.25

Total Acres 11.81 The Commission is being asked to review the presentation by staff regarding the potential land to be donated and provide direction regarding such donation and incorporation into the City of Medford Park System.

PARKS & RECREATION COMMISSION Item No: 40.1 AGENDA ITEM COMMENTARY www.playmedford.com In another related matter to Cedar Links Park, the department has entered into an agreement with CA Galpin for a cost share to engineer the new road that will be constructed which separates the development from the park.

C. Financial and/or Resource Considerations None.

D. Timing Issues There are no immediate timing issues with this proposal. As mentioned previously, the Commission may want additional information prior to making recommendation on the donation proposal.

STRATEGIC PLAN: Theme: Quality Public Services Goal 8: Provide recreational activities and opportunities to improve the lives of Medford residents. Objective 8.1: Ensure that long-term plans are adopted that identify where land is needed for parks and pedestrian/bicycle trail systems throughout the City. Action 8.1a: Fulfill identified land needs when properties are proposed for development. Action 8.1c: Locate parks and facilities in underserved area.

COMMISSION OPTIONS:

Option A: Recommend to staff to develop a donation agreement, for future Commission consideration, for the properties identified in the Cedar Landing PUD.

Option B: Provide staff with additional questions and information needed in order to make a recommendation at a future Commission meeting.

Option C: Recommend to staff not to pursue a donation agreement. STAFF RECOMMENDATIONS:

Staff recommends either Option A or B. SUGGESTED MOTION:

Motion will be based on the option that the Commission chooses to pursue. EXHIBITS: Donation Letter from CA Galpin Overall PUD Map Area 1-8 Maps


DIVISION: Administration AGENDA SECTION: New & Continued Business STAFF CONTACT: Jennifer Sparacino MEETING DATE: December 15, 2015 STAFF PHONE: 541-774-2402 ISSUE STATEMENT & SUMMARY:

Staff presents information regarding the use of remote or radio control devices in park areas for the Commission’s consideration.

BACKGROUND:

A. Commission Action History

At the Commission’s November 17, 2015 meeting staff presented recommended changes to the Park Use Administrative Regulations. As a result of Commission discussion, it was requested that staff and Commissioner Cordle review the possibility of allowing remote or radio controlled vehicles in parks and come back to the Commission with a recommendation.

B. Analysis The use of remote or radio controlled vehicles in Parks was discussed at the Department’s December 1, 2015 Leadership Team meeting whereby several safety and liability concerns were noted, such as the vehicles interfering with dog walkers, exercisers, etc and it was noted that the vehicles are not always well controlled. It was also noted that in the past, remote control vehicle owners were found to be changing the dirt mounds at the BMX track for their use, resulting in issues for the BMX users. On December 7, 2015 Mr. Sjothun and Ms. Sparacino met with Commissioner Cordle to discuss the pros and cons of allowing remote control vehicles in the parks and came to a consensus that the community will be best served by leaving the prohibition in place. This decision was based on the fact that if users are not causing any safety issues or negatively impacting other park users or neighbors, they won’t likely be asked to stop. However, the regulation needs to be in place as an enforcement tool should it become necessary. The group would, however, like to add model rockets and radio control drones to the list of prohibited devices. Following is the regulation with suggested additions noted in red:

E. The use of remote control vehicles or radio control devices in park areas, unless otherwise designated, is prohibited such as: • Radio control cars • Radio control airplanes/model rockets • Radio control drones

C. Financial and/or Resource Considerations

None

D. Timing Issues Staff is requesting approval of the recommendations in order to make the changes effective Jan. 1, 2016 and/or when the City Manager signs the document.


STRATEGIC PLAN: Theme: Quality Public Services Goal 8: Provide recreational activities and opportunities to improve the lives of Medford residents

COMMISSION OPTIONS: Option A: Approve the recommendations.

Option B: Amend and approve the recommendations. Option C: Deny the recommendation(s).

STAFF RECOMMENDATIONS: Staff recommends approval of the proposed changes. SUGGESTED MOTION:

Move to approve the recommended changes to the Vehicles and Remote Vehicles section of the Park Use Administrative Regulations as submitted.

EXHIBITS: None


DIVISION: Administration AGENDA SECTION: New & Continued Business STAFF CONTACT: Jennifer Sparacino MEETING DATE: December 15, 2015 STAFF PHONE: 541-774-2402 ISSUE STATEMENT & SUMMARY:

The City of Medford currently leases approximately 1200 square feet of space at Bear Creek Park to New Cingular Wireless PCS for a cellular communication tower and related equipment. New Cingular Wireless is requesting a lease amendment to add 339 square feet of ground space and relocation of the landscape buffer to the west and north sides of the compound, encompassing 163 square feet, for a total request of an additional 502 square feet.

BACKGROUND:

A. Commission Action History None.

B. Analysis On November 14, 2005, the City entered into an agreement with New Cingular Wireless PCS (AT&T) to lease approximately 1200 square feet of ground and air space to construct and install a communication tower and equipment shelter at Bear Creek Park and provide monthly lease payments to the City. Lease payments for the site started at $750 per month and increase 3% per year. The current lease payment is $978.58 per month and the agreement terminates November 4, 2030. On November 16, 2015 staff received a request from Crown Castle, the Tower Manager and Operator on behalf of AT&T, to lease an additional 339 square feet of ground space at the site and relocate the landscape buffer to the west and north sides of the compound, encompassing 163 square feet, for a total request of an additional 502 square feet. They are proposing a rent increase of $500 per month for the additional space, escalating concurrently with the lease with no other change in terms. Staff contacted the City of Bend and Tualatin Hills Park and Recreation District, both of which lease space to cellular companies for communication towers and equipment, to ensure the City is receiving fair compensation for similar leases. Below is a summary of the findings as well as how the City will compare if staff’s recommendation to approve the additional space request and increase the annual fee escalation to 5% is approved by the Commission.

Monthly Fee Annual Fee Escalation

Bend $800-$1800/mo Consumer Price Index (CPI)

Tualatin Hills $800-$2500/mo 3-5%

Medford $980-$1200/mo 3-4%

Medford Proposed $1500/mo 5%

C. Financial and/or Resource Considerations

Over $6,000 annual increase in revenue.


D. Timing Issues If the Commission recommends approval, the amendment will be drafted by New Cingular Wireless and presented to City Council for approval at their next meeting.

STRATEGIC PLAN:

Theme: Quality Public Services Goal 8: Provide recreational activities and opportunities to improve the lives of Medford residents. Objective 8.3: Establish more revenue-generating programs to help fund or subsidize other programs or services.

COMMISSION OPTIONS: Option A: Approve the request as presented,

Option B: Amend and approve the request. Option C: Deny the request.

STAFF RECOMMENDATIONS:

Staff recommends approval of the lease amendment to add 502 square feet to the existing property lease, increase the annual escalation fee to 5% and add verbiage to ensure tenant is responsible for maintenance and watering of the added landscape buffer.

SUGGESTED MOTION:

Move to approve the request from New Cingular Wireless PCS to add 502 square feet to the leased property, increase the annual fee escalation to 5% and add verbiage to ensure tenant is responsible for maintenance and watering of the added landscape buffer.

EXHIBITS: Request letter and maps


DIVISION: Parks and Recreation AGENDA SECTION: New & Continued Business STAFF CONTACT: Tim Stevens MEETING DATE: December 15, 2015 STAFF PHONE: 541-774-2689 ISSUE STATEMENT & SUMMARY:

This agenda item is for the Commission to review and select one of the two proposed design options for Jackson Park Playground. (Option #1 Hybrid Traditional Playground, Option #2 Theme Based Playground)

BACKGROUND: A. Previous Commission Action History

November 17, 2015- Commission recommended changing pirate theme based playground upon request made by Andy Batzer representing Kids Time.

B. Analysis Playcraft Systems has developed two different design options for Jackson Park playground. These options for commission consideration are: Option #1- Hybrid Traditional Playground This option includes a combination of traditional platform style components with non-traditional Revolution components similar to what can be found at Union and Hawthorne Park. Two different swing bays will be included; toddler swings and on large disc swing. In addition to this, a new implement will be added called UltraZip which is similar to a zip line. Option #2- Theme Based Playground This option includes a traditional platform style play structure that has been designed in a “fishing village” theme. This option includes a two bay swing set with a toddler swing, a handicap swing and (2) standard swings. The UltraZip implement is also part of this design option.

C. Financial and/or Resource Considerations Playground design options were developed to match or stay within the original price point of the pirate themed playground.

D. Timing Issues

Staff is requesting selection in order to develop the site plan and installation bid package

STRATEGIC PLAN: Theme: Quality Public Service

COMMISSION OPTIONS: Option A: Select Option #1- Hybrid Traditional Playground. Option B: Select Option #2- Theme Based Playground


STAFF RECOMMENDATIONS:

Staff recommends that the Commission select either Option A or Option B.

SUGGESTED MOTION: The suggested motion will be based off which option the Commission chooses for this agenda item.

EXHIBITS: Option #1- Hybrid Traditional Playground Schematic with pricing. Option #2- Theme Based Playground Schematic with pricing.

CEMETERY COMMISSION MINUTES November 10, 2015

10. ROLL CALL

Members Present: Rene Forncrook, Lane Forncrook, Kathy Holen, Ivend Holen, Jeraldyn Jerome Members Absent: Mary Reeder Council Liaison: Absent Staff: Beverly Power 20. APPROVAL OF MINUTES

The minutes of October 13, 2015 were approved as submitted. 30. ORAL REQUESTS FROM THE AUDIENCE None

40. NEW AND CONTINUED BUSINESS 40.1 Block Work at Entry Staff reported that contracts were being completed for this project. 40.1 Management Plan Update - Lane Members reviewed suggested changes to pages 34-38: 6.2.6 Security thru 6.3.2 Plot Defining Features. Amendments were made.

Members reviewed pages 39-43: 6.3.2 Plot Coverings thru 8.0 Mausoleum Regulations and suggested changes were made. A discussion regarding flags placed on grave sites took place. The result follows: 1) No content restrictions on flags 2) Size of flag shall be no more than 8” x 12” 3) Flags shall be mounted no higher than 24”, including flag 4) No set time for when flags may be placed or how long they may be placed. Flags may be removed, as well as any other item, at the discretion of cemetery authority per rules and regulations and/or ORS 97.710.

Staff will compile the management plan with updated sections for full review by Park Maintenance, City Legal Department and Cemetery Commission members.

50. COMMITTEE REPORTS None

60. STAFF REPORTS

60.1 Management Update Staff reported the girl scouts had placed flags in honor of Veterans Day and they will be picking them up shortly after. 70. MESSAGES, PAPERS, PROPOSALS AND REMARKS FROM COMMISSION MEMBERS Members reported Park Maintenance said they would be cutting the entry area fotinia up at some distance. Members asked staff to advise Park Maintenance that over 2 feet high would be quite an eye sore.

Cemetery Commission Page 2 November 10, 2015

Rene reported that all post numbers except #2 were placed, old cement ones are stacked behind shed. Staff has ordered 10-11 more numbers since initial order and Rene and Lane will work on those posts over the winter. They requested staff direction in locating where to place the #2 post.

Ivend noted that 10 lb of buffaloe grass and 2 bales of ground peat moss will be needed for spring planting in the NW corner. 80. ADJOURNMENT The meeting adjourned at 1:00pm DRAFT, SUBJECT TO APPROVAL AT JANUARY 2016 GENERAL MEETING BEVERLY POWER Recording Secretary

december 15 agenda - medford, oregon 15 agenda packet.pdf40.4 jackson park play structure selection...

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