City Council

Mayor Council President Councilors John Miner Jairo Rios-Campos Mark dark DaraTan ^TIWWood i:C WOOD VILLAGE PARKS COMMISSION MINUTES MAY 1, 2024 PRESENT Councilor Jairo Rios-Campos, Councilor Mark dark, Park Commissioners Jim Mott, Patricia Smith, Mary dark, Christine Bierman, Trudy Toliver, Catherine Johnston, City Manager Greg Dirks, Public Works Projects ManagerBeckyGallien, and other interested parties. ABSENT None. CITIZENCOMMENTS (NON-AGENDAITEMS) None. PROJECT UPDATE: PARK ENTRY SIGN DESIGN Dirkswelcomed newmembers, Bierman and Tolliver, and reviewedthe agenda, Dirksreviewedthe parkentry sign project and barriers preventing it from moving forwardatthis time. Dirks presented the design originally approved by the Parks Commission and a new prefabricated option. Dirks noted Oregon Corrections Enterprises (OCE) was preparing a quote for a prefabricated option. Gallien mentioned the original design option would not have worked as intended and that the prefabricated option design would also match what the City was exploring for the more permanent option for facility reservation signs. Dirks outlined where the facility reservation signs would be located in the park. Toliverasked aboutthe existing informational parksignage. Gallien stated the new sign location would be more visible at the park entrance and provide wayfinding for visitors. Toliverasked ifthe newsignwas intendedforvehiclevisitors or walk-upvisitors. Gallien stated both that the new sign would help direct visitors to the correct location upon entry; for example, directingvisitorsto City Hall facilitiesorto the parkfacilities. Toliverasked ifthe newsign designwould be usedforfuturesignage. Parks Commission Minutes May 1, 2024 | Page 1 Dirksexplainedsome signagewould mirrorthe currentparksign designswith wood posts and those needing morestructure would look similarto the newprefabricateddesign option, Marydark askedwhatmaterialthe prefabricateddesignwasmadeof. Dirksand Gallien stated it is a composite materialof recycled plasticsand explained it did not rot asfastas wood. Toliver askedaboutthe colorofthe design. Gallien and Dirksmentioned it would beeitherthe presented green or possiblyblackto match the newpark restroom design. Dirksnoted that lighteroptionsdo notfit the Cityaestheticand showgraffitiand dirt more easily. Bierman asked about the intent ofthe new sign. Dirks stated it was to be directional and informational. Bierman mentioned the current parksign along Halseylooked nicebutwasdifficultto read from the street. Dirksexplainedwhythe Citychoseto putthe currentsign in its location. Toliver asked ifthe newsign would be readable from Halsey. Gallien explained the intent of the new sign would be for visitors who have already turned off Halsey but who need directions to theirdesired destination, Toliver noted thatvisitorswould need to walk backto the signto read the informationalcontent. Dirksagreed and reiterated thatthe sign wasnot intendedfor Halseytrafficbutforvisitors who have alreadyturned intothe park. Gallien noted that there are also many visitors who walk into the park from Halsey. Rios-Camposasked if therewould be informationon both sidesofthe sign, Gallien stated the Citywaslooking into a single-sidedoption, and Dirks mentioned a dual-sidedoption could beexplored ifthe sign waswell received. Rios-Campos noted that having content on the back would keep people from standing in front of the sign blockingthe viewforothervisitors. Markdark asked ifthe Citywasaskingthe commissionto decidebetweenthe two options. Mary dark explained the City could not afford the original design and was asking the commission for feedbackon a more affordableoption. Marydark asked ifthe signwassimplified ifthe Citycould go with the more decorativesign option. Tolliver asked ifthe main intent was directional why a larger informational sign was being considered and what information was going to be on the sign. Gallien and Dirks explained it was a welcome and directional sign with a map of the area and information on facilityamenities. Bierman asked iftherewould be room to have information in morethanone language. Dirks explained the City has started offering more bilingual signage and utilizing icons. Dirks noted the informational panels have not been designed yet but the City has an ideaof what to include. Smith asked ifthe informationalpanel designswould be broughtbackto the commission. Dirksstated, yes, ifthe commissionwantsto seethem. Mark dark asked if the City could postpone the project until the City has enough money for the more expensivedesign, Dirks explained the City budget would need to be amended and that the more affordable option could be donewithinthisfiscalyear. Smith asked howmuch more the Citywould needforthe more expensivedesignoption. Gallien stated it wasunclearbecausethe design and constructionwould be needed butthatthe current gateway signs, which the more expensive design option is modeled off, are around $80, 000 each. Dirks noted the current budget for this project is $7,500. Mott asked aboutthe costofthe prefabricatedoption. Gallien stated the shipping on the original prefabricated design option made it cost-prohibitive but the total was around $5, 000. Gallien noted the City is waiting on a quote for a prefabricated option from OCE. Gallien mentioned the current parksign in the grove bythe splash padwill likely begoingawayto accommodate an ADA-pathway, and the current sign cannot be relocated. Gallien stated a smaller directional signage is an option and that the City could place the informational signage elsewhere. Rios-Campos asked for the original project budget, Dirks stated the original sign budget was $7, 500. Gallien noted there was around $20, 000 in the City's sign budget but that would include purchasing the facility reservation signs in addition to the directional/informationalsign. Smith noted she liked the newsign option and did not mind it being one-sided, Mark dark expressed concern on the longevity of the prefabricated sign over the original design option. Dirks stated there was an option to have the prefabricated sign surface-mounted to concrete rather than having posts in theground. Bierman mentioned having a QR code on the informational signage would be a good option to reduce the amountoftexton the actualsign, Dirks explained the City already utilizes QRcodes on its park signage. Parks Commission Minutes May 1 , 20241 Page 3 Mott asked if partofthe prefabricateddesigncould incorporatewood. Dirksstated, yes, but it woulddependon the designcreated by OCE. Mott mentioned hewould like to seewoodor a decorativeelement in the design. Bierman noted that Gresham has a similar prefabricated sign in one of their parks that has stylized elements to makeit took more unique. Dirksexplainedthe newpark restroom design incorporatedstylized elements and thatit maybe possibleto do somethingsimilarwith the sign. PROJECT UPDATE: FIELDRESTORATION Dirks reviewed thefield restoration processand noted this is the third yearofdoingthiswork. Dirks mentioned this projectwill continue into the nextfiscal yearand explainedthefield looks much betterthan it did three years ago despite having more active use. Mott mentioned simply watering it, so thefield stays green has beengreatto see. Dirks agreed and explained looking at old photos ofthe field showsjust how brown the grass used to be. Mott noted howthe field was notutilized in the past. Dirksstated thatthe investment in the field maintenancehas really paidoffforthe Cityand community. PROJECT UPDATE: CDBG PROJECT Dirks reviewed the CDBG process and explained the City's picnicking project for this year, which will add additional picnic tables to the splash pad grove, BBQ stations, bench seating around the splash pad grove, and an ADA-pathway from the plaza to the lower section ofthe park. The project total is $115,000 with approximately $80, 000 in grant funding. Dirks mentioned the CDBG board recommended the project for funding but the City will not know the amount until Fall 2024. PROJECT UPDATE: RESTROOM REPLACEMENT Dirkspresented the designforthe newpark restroom and highlighteddesignelements like additional exteriorlighting and programmablelocks. Smith askedaboutgraffition the exterior. Dirksexplainedtherewill bean anti-graffiticoatingon the exteriorofthe facility. Toliver askedaboutthe type ofhanddryers in the restrooms. Dirksstated they arethe sameasthe current restrooms. Dirksreviewedthe budgetforthe projectandstated the construction bidsreceivedexceededthe set budget. Dirksexplainedthe Citywill re-bid in the fall for a winterconstruction and noted the permits and design reviewwereapproved. PROJECT UPDATE: WETLAND PARK Dirks reviewed the wetland park project and site features, Dirks explained whatfunds the City has available for the project and what grants the City has applied for to complete it. Dirks mentioned the Grand Rondeis supporting the project and grantprocess. DISCUSSION:FIELDRESERVATIONS Dirks reviewed the City's current field reservation policy and potential issues and conflicts. Dirkspresented questions and suggestionsforthe commission'sconsideration. Mott agreed PlayEastshould have priority and mentioned the currentfeestructureseemsfine, leagues/toumaments could potentially dominate park usage, and open "free play" periods seem like a good idea. Markdark asked Mott howhe utilizedthe parksystem in the past. Dirksexplainedthat Mott used the ballfieldfor practiceandwas responsiblefor maintaining it. Mott noted hedidn'texperienceinterference during hisfield use butthatthe park is much busiernowthan when he was using it. Dirks stated the City hasjust started maintaining the ball field but that it isn't marked specifically for softball and is primarily used only by PlayEast. Toliver asked ifthere was a Little League in the area that might use it. Mottexplained Gresham no longerhasa Little Leagueandthatyouth baseball isn'twhatit used to be. Rios-Camposstated area Little Leaguesuse ColumbiaParkin Troutdale and MainCity Parkbecauseof an existing partnership and the availability of a concession stand. Rios-Campos explained that many Little Leaguesconsolidated in the area. Markdark mentioned Little Leagueis still big in Sandy. Dirks mentioned adult kickball leagues as potential use ofthe field given the proximity to Edgefield. Rios-Campos stated more people using the ball field will drive interest in it and mentioned PlayEast is now using it foryouth softball clinics. Rios-Campos agreed that sectioning the multipurpose field would be a good idea. Toliver asked Rios-Camposwhohe reservesthefieldfor. Rios-Campos explained PlayEast has a partnership with Reynolds Youth Soccer (RYS) who reserves the fieldsfor practicesand games underthe PlayEastumbrellawhile RYSprovidesthe goalsand lines the fields. Rios-Campos stated he needs to reconfirm with RYS that they cannot allow another league/team to use the field under those reservations. Rios-Campos noted he wants to respect the space and fairly share it with the community. PlayEast only reservesfield space in the morningsduringthe summerand usuallyonly uses a section of it. ParksCommission Minutes May 1, 2024 | Page 5 Bierman asked howthe Citywill designatethe splitfieldsections. Dirks explained nothing has been decided yet but there were different ideas on howto do it. Biermanstated she liked keepingsection one open forthe communityand maintainingthe ball fieldfor softball. Dirksmentioned the ball field hasbeen used byfamiliesfor pickupgames but notfororganizationaluse yet. Bierman agreed PlayEast should be prioritized but asked about what to do in their off-season. Dirks explained the PlayEast off-season is typically the same off-season for the park, such as January. Rios-Camposstated hediscouragesgroup useduringthe rainyseason, so thefield doesn'tsufferbad wear and tear. Dirksagreedthatmostfield use is duringspring, summer, and fall. Bierman asked aboututilizing a differentparkor parksystem fee structure, especiallyto covercostoffield damage. Dirks explained no fee structure would be able to cover the cost of maintaining the field. Gallien and Dirksnoted thefree fee structure has benefits, such as keeping maintenanceexpectations low and recreational immunity. Bierman mentioned thata small fee mightencouragegroupsto followthe rules and respectthe space. Gallien and Dirks noted most reservationsso far havedoneso and most issues arisefrom groupswhodo not reserve the spaceaheadoftime. Bierman asked if section 1 ofthe field could be first-come, firstserved year-roundexceptforwhen PlayEast reserves it. Gallien explainedsection 1 is typically reserved for largergatheringsatthe picnicshelterwho requestfield space. Dirks and Gallien stated section 1 would come with picnic shelter reservations who request field spacesimilarto howsection 3 wouldcome with City Hall reservationwhorequestfield space. Gallien stated splitting the field would allowCitystaffto reservesections 3, 4 or5 forathleticgroupswhile maintainingsection 1 and 2 forcommunityuse. Toliver asked ifthe Citywaswillingto take on greaterliability, Dirks stated no. Tolliver asked whatthe City was asking the commission for direction on. Dirksand Gallien explainedthe commission should providedirectionon howto program the field spaceand basedon thatdirectionthe Citywould then decideifotherchangesneededto be madeto the reservation policy. Dirksand Gallien stated both Council and the commissionseem to agree to prioritize PlayEast, limit big leagues/tournaments, keep processsimpleand spaceopenforthe community. Toliverstated incomegenerationdid notseem to be a priorityforthe City. Dirksagreed and stated the City Council changeddirection years agoto reduce barriersto facilityaccess, Smithstated splitting the field, prioritizingPlayEast, retainingthe currentfeestructure, only allowing leaguesforshort periods, and leaving section 1 open to reservationsforcommunitymembersweregood ideas. Smith askedforclarificationon pursuing programmingforthe ball field. Dirks explained the City would begin marketing the available space for programmed use but not for large leagues/tournaments. Smith agreedthe application period should beclosedon certain datesand there should betime limits on rentals. Markdark asked ifthe time limitwould applyto the numberofweeksor weekendsthatcould be reserved forthe samegroup. Gallien stated the time limitwasmore forthe length of reservation times as the current process allowsfor facilitiesto be reserved for an entireday. Gallien mentioned fourhoursseemed to be a reasonablelength for a reservation. The commission agreed. Marydark asked ifthe Citywoulddictatethe reservation times or if it would be open. Gallien stated it would be set by whomever was reserving the space but capped at four hours. Marydark mentioned setting the reservation timeswould allowfor multiple reservations in the sameday. Gallien explainedthere have been no issues accommodating multiple reservations in a singleday, but the City could implement the time limit and evaluate if it needs changed, Markdark asked ifthe rate increasedfor a longerreservation, Dirksclarified if someonecould reserve twofour-hourperiodsor if theywould haveto payforlongerthan four hours. Gallien explainedthatcurrently someonecould reserve a four-hourperiod and staylongerif no other reservation followed. Rios-Camposaskediftherewasa feeforthe picnicshelter if it would waivethe City's recreational immunity. Dirksstated, yes, it would waivethe immunity. Rios-Camposasked if it wasfor anyamountor over a certain amount. Dirks stated generally under $20 retains recreational immunity but that adding a fee would add a barrier to reserving a parkspaceand the Citywould lose moneyon the administrativecosts. Mott asked if the application periodopens and closes with remaining reservation slots, wouldthe Citystill allowthoseto be reserved afterthe applicationperiodcloses? ParksCommission Minutes May 1 ,2024 | Page 7 Dirks and Gallien explained the application period would mostly apply for programmed use, like athletic events. Gallien mentioned the dates would also be good to set a date for PlayEast to get priority before accepting other reservation requests. Rios-Campos stated PlayEast tries to get their dates and times to the City early. Mottaskedforclarificationif a last-minute reservation could be madeforevents like a wedding. Dirks stated, yes, the application period is more for the reservation of the field space. Gallien noted the application period is more for the opening date as the City received a field reservation request for Spring/Summer 2024 in October 2023. Rios-Campos stated there could be a separate application period forlargerevents thatwould allowfor more advanced notice. Dirksand Gallien agreed. Dirks reviewed the commission's direction agreeing to splitting the field, prioritizing PlayEast, limiting larger non-affiliate leagues/tournaments, retaining thecurrent feestructure, limiting reservations to fourhours, advertising the ball field, and leaving open space for community members. The commission confirmed. OPEN DISCUSSION Dirks discussed the ivy removal events and thanked Bierman for organizing these. Dirks mentioned the City's new Parks and Facilities Maintenance Worker, Robbie Betthauser. Dirks stated the City has started talks with PGE to improve area lighting in the front of the park. Dirks noted the City budgeted $12, 000fornextyearto bring backa community garden and hasdiscussed the project with organizations who run community gardens. Toliver asked ifthe community garden would rent plots. Dirks stated, yes, and they would be raised garden bed plots. Dirks discussed the aging playground equipment and mentioned the 2024/25 budget includes a sinking fund to replace the equipment in the future. Dirks noted the City would be conducting community outreach and asking Council and the commission for ideas about the playground over the next few years, Dirksaskedthe commission forquestions and comments. Bierman asked aboutthe site forthe communitygarden. Dirks explained no decision had been made yet but discussed an option for behind City Hall. Bierman mentioned the raised beds in the southeast of the park. Gallien stated the issuewiththe EdibleGrove location is waterand sunlight. Dirks reviewed the intent and features of the Edible Grove. ADJOURNMENT With no further business coming before the Commission, the Commission adjourned at 7:23 pm. Jim Mott CHAIR ATTEST: CITYRECORDER ParksCommission MinutesMay 1, 2024 | Page 9