City Council

^f , ^ ' -^ Mayor Council President Councilors CT".OF,Wood John C Miner JairoRios-Campos Lynnea Amend Mark dark DaraTan re WOODVILLAGEPARKS COMMISSION MINUTES October 17, 2023 PRESENT Council PresidentJairoRios-Campos, CouncilorMarkdark, ChairJim Mott, ParksCommissionersPatricia Smith, Mary dark, and Catherine Johnston, Director of Public Works John Niiyama, and interested parties. ABSENT City ManagerGreg Dirks, CommissionerDiandreRobinson. PROJECT UPDATES Niiyama noted that Trudy Tolliverwas in the audience and was interested in Joining the Parks Commission. The mayor was also in the audience. Niiyama presented updates on several in progress, completed and upcoming projects. The field restoration program has been going on since spring of 2022 and consists of two treatments per year, overseeding, sanding, and aeration. The field is looking great with thick, green grass. Staff has done a lot of work on the SW corner baseball diamond and infield. Smith askedwhatthe timeline is on finishing. Niiyama responded that there is no real end date, there sill be on-going maintenance and annual investments. Mott noted that it's much safer to play on now. Niiyama asked Rios-Campos for feedback from PlayEast. Rios-Campos responded that conditions had improved considerably since PlayEast started using the field and thatcontinued upkeepand mowingis important. The park haseverything they need fortheiroutdoor recreation activities. Niiyama appreciated the feedback because it takes a lot of staff time to maintain the field. There's been a lot of use of the field in the past couple ofyears and staff plans to continue the maintenance and upkeep. The recent CDBG project was $111, 000with $79, 000 from the grant. The project added nice aluminum picnic tables, barbecue grills, garbage receptacles, concrete pathways, and included ADA amenities, charcoal disposals, and tools for the barbecue grills. The project also replaced the benches and backstop for the baseball diamond, Smithcommented thatthe picnictables arespread out nicely. Mary dark asked if we are going to replace the other picnic tables. Parks Commission Minutes October 17, 20231 Page 1 Niiyama responded that is one of the recommendations for the next CDBG project. There's been a lot of upgraded and additional signage installed around the park including reservation signs at the picnic shelter and gazebo, so people know when they're reserved. Rios-Campos asked if there have been complaints or conflicts. Niiyama responded that we have not received any complaints although the sign at the gazebo has been damaged a couple of times. Rios-Campossuggestedaddinga reserved signforthefield since it is heavilyused. Niiyama responded that this was a trial run to see howwell the reserved signs worked and we could look at having a larger one with some additional information for the field. An updated master map ofthe park including rules using more symbols wasfabricatedby ConnieSignsin WoodVillageand installed along with one at the Elm St Park entrance. Rios-Campos commented that he liked the addition of the photos on the map. Niiyama added that several trailhead and park rules signs were also installed around the Dark. Smith commented that the signs with the park map are nice additions, so people realize howfarthe park extends. Niiyama noted the signs also include trail distances. Another suggestion is to install a three-panel directional sign at thejunction between the two driveways, Could also look at some lighting options, maybe solar. Mott liked the idea,especiallywith lighting. Smith noted additionalsignagewould begood. Markdarkcommented thatsolarmightnotwork in that location. Mott stated thata three-paneldesignwould be a perfectfit in that location. Niiyamaaddedthatwecould includesomeelements similarto City Hall, such as the metal brackets, timbers, and basalt rock. Markdarksuggested havingthe sign followthe curb line, sothe panels angle backinsteadofforward. The Parks Commission concurred. Rios-Camposasked aboutplacing a sign on the wall bythe basketballcourt. Niiyama responded that had been discussed previously and might tie into another project that would be discussed later in the meeting. There is also another sign on the east end ofthe park that could be replaced. The nine-holediscgolfcourse is complete althoughstaffare still workingon somesigns. Holes 3 and 7 will have extra signs to warn players to watch for other park users on the nearby trails and to be mindful ofprivate property. Staffenhancedsome ofthetrails along the discgolfcourse area bytrimming vegetation and addingrock. The park restroom replacementprojectwould replacethe current restroom with individualstalls and increasethe capacityto 8 stalls with 2 ofthem ADA.The prefabricationquote ParksCommission MinutesOctober 17, 20231Page 2 came in around $650, 000 and did not include removing the existing restroom or the site work. This was significantlyover budget. Wedid not receive any proposalsforthedesign/buildRFP, We contacted LRS Architects for an estimate on the design which was around $80, 000. With the design and build as two separate projects, the construction might come in low enough to be underthe $550, 000 budgeted for the project. There'san RFPoutforthe design portion ofthe project. Smith asked if the restroomswould beclosed at night. Niiyamarespondedthatthe designwould include looking at remote or programmablelocks and other securityfeatures. The park is getting a lot more use in the wintermonths, and we really do need the restrooms available. The facility we have now is not made for winter use and requires significant maintenance. Rios-Camposnoted this is a huge investment in the parkand the abilityto add some time restrictionsto protectthe investmentwould begood. The individualstalls andADAaccessibilitywould also be great additions and more inclusive. Niiyamanoted thatthegroundskeeperposition has not been filled and thatwe are using a temporary staffingservice to coverthework. Thegroundskeeperposition is being modifiedto a parks and facility maintenancepositionwith additionalduties, certification requirements and a higherwage. Smith askedwhatthe groundskeeperduties include. Niiyama responded the duties include garbage, restroom, playground inspections, mowing and grounds and rightofwaymaintenance. Smith and Mary dark stated that's a lot ofwork forone person. Miner asked ifwe were competitive on the wage analysis. Niiyamarespondedthatthe othercities have seasonalworkers, and the wageis comparable, butwe are looking for a full-time person. Gresham has utility workers for parks, and they also use seasonals. Mott noted that the wage would need to be higher since that's a lot ofwork for one person. Rios-Campos commented that the rebranding and increased wagewas a good strategy and that we might need additionalstaffingfor this work. Niiyama responded that once the position is filled, we could look at further needs and possibly hiring seasonals. The next CDBGblockgrantsubmittal is due early nextyear. Onesuggestion is to continue replacingthe old picnictables and addsome in the grove behindthe splash pad, along with more concrete padsand barbecuegrills. Anotheroption would be a nature play area in the NEcomerofthe park using some ofthe elements from the Hawthorne nature play design and maybe incorporate some lighting in the project, Mark dark noted that lighting is a high priority. Niiyama noted that there is $28, 000 budgeted for lighting this year. We are looking at some possible solar lightingoptions, howeverin ourexperiencethat hasn'tbeen sustainablethroughthewinterand can be costly to maintainthe batteries. ParksCommission Minutes October 17, 2023 | Page 3 Mary dark stated that the NE corner would be a perfect area for a nature play. Rios-Campos added that activating the space could help prevent some unwanted activity at the Gazebo and asked aboutaddinglighting. Niiyama responded that we could look at adding lighting there and in other areas. Part ofthe restroom replacementproject includessome additionallighting. Marydark likesthatthe nature playcould bedesignedaround the existinggrounds. Niiyamawill send examplesout ofthe nature playdesignto the parkscommission. Smithcommented that more naturalelements like logs and rockswould begreat. Mott addedthata fencewould be a good ideasince it's so close to the road. Marydark addedthat nature-basedseatingforparentswould begood. Tolliver asked ifthere had been anydiscussionaboutmoving or enhancingthe garden bedson the south sideofthe park. Gallien suggestedthatthe area behindCity Hall would be a good location fora communitygardenwith raised bedsfor better maintenance.There's plentyofspaceand accessto water. Mott, Marydark, Smith, and Rios-Camposall liked the idea. Niiyama noted that the non-Council position terms on the Parks Commission ends Dec 31st, 2024. All members will need to reapply, and applicationswill be sentout shortly. Appointments will be madeatthe Dec 12thCouncil meeting. Mary dark asked about the possibility of being a Tree City or having an ordinance or process to prevent peoplefrom cutting down trees. Niiyamarespondedthatwecould look at regulationsand discusswith Council. Mott added that with businesses the Design Review Board has some leeway regarding trees, but there's no design criteria for residential. A permit process or requiring trees to be replanted would be a good idea and recommends moving forward. Minercommented thatthiswas hisfirstvisitto a ParksCommission meeting and thatwasan impressive list of items. Hethankedthem for serving and theirworkto continually improve the park. He addedthat a few people have asked about an area in the park for dogs off leash and suggested presenting that option at a future parks meeting. Mottcommented thatoverthe last20years he hasseen the parkgrowin size and use andthings Donald Robertson would be thrilled to see it today ADJOURNMENT ParksCommission MinutesOctober 17, 20231Page 4  'ith no furtherbusiness,the ParksCommission adjourned at 7:15pm. '. \AA, Jim Mott CHAIR ATTEST: CITY RECORDER Parks Commission Minutes October 17, 2023 | Page 5