Agendas and Minutes

Parks & Recreation Commission (View All)

Parks Commission Regular Meeting Minutes

Minutes
Monday, September 23, 2013

City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
September 23, 2013 


ATTENDANCE
Present: Commissioners Gardiner, Landt, Lewis, Shaw; City Council Liaison Voisin; Superintendents Dials and Dickens

Absent:  Commissioner Seffinger; Director Robertson

CALL TO ORDER
Landt called the meeting to order at 7:00 p.m. in Council Chambers, 1175 E. Main Street.

APPROVAL OF MINUTES
Study Session – August 19, 2013
During the Calle resurfacing discussion, Landt said a sentence attributed to Landt involved a request for changing buff pavers to gray. He asked for the deletion of that reference as he did not make the request.

MOTION Shaw moved to approve the minutes as amended. Lewis seconded the motion.
The vote was: All yes

Regular Meeting – August 26, 2013
During the cross-country fees discussion, Landt said the sentence in which he talked about special event fees charged to schools as not being onerous, since schools are well-funded within the community, he said “Ashland” schools are well-supported within the “Ashland” community. He asked for that clarification in the minutes.

MOTION Lewis moved to approve the minutes as amended. Gardiner seconded the motion.
The vote was: All yes

PUBLIC PARTICIPATION
None

ADDITIONS OR DELETIONS TO THE AGENDA
None

UNFINISHED BUSINESS
None

NEW BUSINESS
REQUEST FOR FILMING IN LITHIA PARK
Dials reported on a September 19 meeting with Anne Lundgren, Assistant Location Manager for the movie “Wild.” Dials referenced a letter from Lundgren outlining her efforts to comply with all City of Ashland special event requirements and for use of certain sections of the park for filming. Dials said past filming approvals by the commission had been contingent on advance notification of proposed dates and the payment of all rental, special event, and street closure fees by production companies. Dials said the last movie company that filmed in an Ashland park (for “Calvin Marshall”) donated $500 to the Ashland Parks Foundation. She asked for any motion to include a reference to bonding in the event staff deemed it necessary. Dials invited Lundgren to speak to the commission.

Anne Lundgren, 238 E. Main Street, Suite C, a local film producer and owner of Joma Films, said the movie “Wild,” based on the book of the same name by Cheryl Strayed, was set for filming in downtown Ashland on Tuesday, October 22. She outlined her requests:

  1. Place extras in lawn area of Lithia Park entrance;

  2. If desired on the day of filming, take camera into lawn area for close-ups of extras at park entrance;

  3. Place a crew member inside park near duck pond; ask pedestrians exiting park to wait and not exit while cameras rolled;

  4. 36 hours of parking for “base camp” for cast trailers and hair / makeup trailers. 1,000 feet of curb space or 500 feet of street parking on both sides: from either Public Works Dept (Community Development) to Nutley or from Nutley to the bandshell. Close Winburn Way from Nutley to Granite.

  5. If street closure(s) approved, 100 parking spaces needed during filming period. Alternatively, possibly park away from film site and provide shuttles. Preference would be to park along Winburn Way and reserve spaces for staff and construction vehicles.

Lundgren said the work on October 22 would begin at 7 a.m. and continue into the afternoon. Base camp parking was estimated at 36 hours in length; the length of street closure(s) was estimated from late Monday through the early morning hours of Wednesday, October 23. Dials said a street closure from Winburn Way to the Upper Duck Pond was customary for City Band concerts. During filming, Dials said adequate space would be required along Winburn Way for emergency vehicle access.

Landt requested a map of the area under discussion; Dials said a map was not available. Landt said he preferred having a shuttle van transport people to the site rather than allowing multiple cars to park at the film site. Lundgren said parking spaces would only be needed on October 22 between 7:00 a.m. and 2-4:00 p.m. or until filming concluded. She reported working closely with the City and Chamber to reduce impacts to businesses. When asked by the commission about fees charged in the past, Dials said the “Calvin Marshall” production paid $500 to the Ashland Parks Foundation and additional standard fees were paid. In terms of insurance coverage, Lundgren said the film’s certificate of liability would list the City as additionally insured. Landt recommended including within any motion an authorization for staff to negotiate a bond if deemed necessary by staff.

Discussion Among Commissioners
Landt asked if staff could foresee any conflicts with closing streets and allowing vehicles to park in Lithia Park. Dials responded that several routine activities were scheduled in the Community Center and Pioneer Hall on October 22 but no special events had been requested or booked. She said parking would be tight as construction would be underway at the ice rink (installation of a cover) and on the Calle Guanajuato (archaeological digs for resurfacing project). Lundgren said the Plaza would be closed around the loop during filming and Winburn Way would be closed at Nutley. If the road closure for base camp was from Nutley to Granite, Lundgren said the traffic could begin flowing around the Plaza more quickly; however, her crew preferred closing the road from Nutley to the Plaza.

MOTION: Lewis moved to approve the request for filming in the park, with a $500 fee charged and further details worked out by staff. Landt seconded the motion.

Discussion of Motion
Gardiner said he preferred a more specific motion and suggested placing base camp between Nutley and the bandshell and closing Winburn Way from Nutley to Granite Street for 36 hours of parking.

AMENDED MOTION: Gardiner moved to amend the motion: Place base camp between Nutley and the bandshell and close Winburn Way from Nutley to Granite Street for 36 hours of parking, keeping Nutley open to allow for traffic flow. Lewis accepted the amendment and Landt seconded the amended motion.

Discussion of Amended Motion
Shaw said an opportunity to publicize Lithia Park was a positive thing and he hoped the filmmakers would receive good treatment. Landt said the commission was proud to be chosen for the filming and wanted to protect the park. Lundgren said she appreciated the opportunity to present the request and looked forward to receiving feedback on the process so that future improvements could be made.

Vote: All yes

Landt said “Filming in Parks” would be added to the upcoming annual fees and charges review. Lundgren said “Wild” would probably release in 2015.
 
IRRIGATION DIVISION PRESENTATION
Dickens introduced Western Division / Irrigation Manager Bill Miller. He said Miller would provide a review of his areas of responsibility, including Lithia Park and other parks, park areas, and facilities: Ashland Creek Park, Bluebird Park, Briscoe Geology Park, the Calle Guanjuato, Ashland Community Center, Dog Park, Pioneer Hall, Railroad Park, Scenic Park, and the Ashland Skateboard Park. He said Miller would cover the irrigation system maintained by the Parks Department, including for Parks and City landscapes, and would talk about  pump stations, the Central Irrigation System, weather stations, water conservation, and the overall operations of the Irrigation Division. He invited Miller to speak to the commission.

Miller said he was fortunate to have worked for Parks for fifteen years. Many of the irrigation components installed in the ‘60s and ‘70s were reportedly undergoing replacement and refurbishment. He displayed a slideshow and talked about maintaining over 70 main lines throughout the system. He reviewed the 2009 irrigation project at the Upper Duck Pond in Lithia Park that provided for use of TID water for the sake of water conservation. He said TID water was added into the pond and then, via pump station, used for irrigation from the Rose Garden to the reservoir. An additional pump station located at North Mountain Park was said to utilize water from Bear Creek. He showed photos of controllers and said 80% of controls were operated out of a Central Irrigation System manufactured by Motorola (IRRNET, a radio signal system), allowing water to be adjusted via computer. He said most of the irrigation zones had flow meters and were checked by staff and adjusted as needed, with irregular high flows shutting down the system. Due to Homeland Security, he said the system was transitioned from a broadband to a narrowband signal in summer 2013 and the transition went well. Required field testing was reported to include a hand-held radio to activate the zones but the system would soon allow for texting, making for a cleaner system. A weather station located at North Mountain Park allowed the public to check on flows. Micro-climates in Ashland made for some challenges in adjusting irrigation levels in the parks system. He said the golf course was irrigated with TID water in summer months.

Miller invited anyone interested to visit his office and check out the Central Irrigation System.

Lewis said the City was talking about transitioning to a system-wide use of TID water for irrigation rather than potable water. He reported seeing gardens irrigated with potable water in town and asked for ideas about moving forward with City-wide TID irrigation. Dickens reported giving tours to City employees to demonstrate the TID irrigation system implemented at the Upper Duck Pond. He said once the City tied into the weather station, it would make a big difference. Miller said Parks used potable water for the seasonal ice rink and pool but the ice rink only required one or two inches of ice over the parking lot asphalt.

Landt thanked Miller for his presentation and invited the community to visit North Mountain Park and test out the weather station.

LITHIA PARK HISTORIC RESTORATION – RECOGNITION REQUEST
Dickens said staff was hoping to create a small monument or plaque for newly restored or soon-to-be-restored historic structures in Lithia Park: the Atkinson Bridge, Enders Shelter and Butler-Perozzi Fountain. If approved by the commission, a meeting of the Signs, Plaques and Memorials Subcommittee would be scheduled before moving forward. Dickens requested additional consideration for a ribbon-cutting or recognition ceremony to acknowledge recent restorations of two of the three 100-year-old structures: the bridge and shelter. He said the Butler-Perozzi Fountain repairs had not been scheduled.

Discussion Among Commissioners
Lewis suggested discussing with the Historic Commission any plaque or monument before moving forward. Landt said a public ceremony was fine but he didn’t agree with mounting plaques in parks for self-recognition.

Commissioners spoke favorably about a recognition ceremony honoring the recently restored historic structures. Shaw suggested including restoration dates on plaques but not listing commissioners’ names. Gardiner recommended a subcommittee review of any proposed plaque for historic structures followed by a full commission review.
 
MOTION: Gardiner moved to direct staff to bring any proposed plaque or sign for historically restored structures in Lithia Park to the Signs, Plaques and Memorials Subcommittee for review. Shaw seconded the motion.

Vote: All yes

SUBCOMMITTEE and STAFF REPORTS
Triangle Park Sidewalk Project
Dickens said the Triangle Park sidewalk repairs project was wrapping up. Landt said staff was using a system never before used in which roots were allowed to continue growing beneath sidewalks. If the system worked, it could be replicated elsewhere around town or in other towns. While big trees were desirable, their large roots always came into conflict with sidewalks and the new system could allow for compatibility. He said his proposal was provided to Public Works 15 years earlier but never used until Parks tried it out on the Triangle Park sidewalk project.

Atkinson Bridge Project
Dickens said the Atkinson Bridge restoration would be completed in the near future.

Calle Resurfacing Project
Dials talked about the Calle resurfacing project and said a mandatory pre-bid meeting was scheduled the following day. Archeological digging was required before resurfacing could begin and construction was tentatively set to begin in late October.

ITEMS FROM COMMISSIONERS
Shaw expressed appreciation for the opportunity to attend the annual Oregon Recreation and Parks Association (ORPA) conference. He said it was his first ORPA conference and he appreciated the interesting seminars and time spent with staff.

Shaw thanked Dickens for the new Lithia Park entrance sign and the clearing of surrounding plantings.

Voisin, speaking on behalf of council, stated that two mothers reported recent dog attacks on their children in Lithia Park. The mothers asked for more “no dog” signage in the grassy entrance area of the park. Voisin said the current signage was not easily visible. Dickens said upgraded dog signage could be installed in conjunction with a new Woof Waste station at the park entrance, something the commission had requested.

Shaw said he witnessed more park patrols during summer 2013, with citations issued for park rule violations.

UPCOMING MEETING DATES & PROPOSED AGENDA ITEMS

  • Historic Restorations Celebration in Lithia Park – date / time TBD

  • Study session set for October 21 at 7:00 p.m., Parks office, 340 S. Pioneer Street

  • Regular meeting set for October 28 at 7:00 p.m., Council Chambers, 1175 E. Main Street

  • Joint meeting with council set for October 29 at 7:00 p.m., Council Chambers, 1175 E. Main Street

ADJOURNMENT
By consensus, with no further business, Landt adjourned the meeting at 8:21 p.m.

Respectfully submitted,

Susan Dyssegard
Ashland Parks and Recreation

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