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AGENDA ASTORIA PARKS BOARD Wednesday, October 28, 2020 6:45 AM 1095 Duane Street, Astoria 2nd Floor, Council Chambers Public meetings will be conducted in the Council Chambers with a limited seating arrangement. To adhere to the social distancing recommendations, meetings may also be audio and video live-streamed. Go to www.astoria.or.us/LIVE_STREAM.aspx for connection instructions. ASTORIA PARKS AND RECREATION ADVISORY BOARD 1. CALL TO ORDER 2. ROLL CALL 3. PUBLIC COMMENT A. Individuals must state full name and address B. Each individual is provided 2 minutes 4. APPROVAL OF MINUTES 4.a Parks Advisory Board DRAFT Minutes September 2020 The draft minutes of City Boards and Commissions are included. Unless there are any questions or comments regarding the contents of these minutes, they are presented for information only. 5. PRESIDENT HERNANDEZ A. WHAT DO YOU HEAR 6. EMPLOYEE AND VOLUNTEER RECOGNITION 7. ASTORIA PARKS RECREATION AND COMMUNITY FOUNDATION UPDATE 8. OLD BUSINESS 8.a Public Meeting Protocol Refresher Information related to public meeting requirements and procedures. City Attorney Henningsgaard will provide answers to questions on this topic. 1 8.b Fort Astoria Sign Replacement The workgroup is continuing their collaboration and drafting of the new proposed language, the final draft is anticipated to be complete in November for review by Parks Board before it is presented to City Council. 8.c Lap Pool Gutters An update on the Lap Pool Gutter Replacement project 8.d APRCF Scholarship Program The Astoria Parks Recreation and Community Foundation has finalized their new scholarship program, with input and support from Parks staff. The final agreement for allocation and dispersal of scholarship funds is attached for the Parks Board's information. The agreement also details expectations and responsibilities for both APRCF and the Parks Department. 9. NEW BUSINESS 9.a BMX Track Presentation Erik Luysterborghs, an Astoria resident, wishes to present to the Parks Advisory Board his vision of constructing a BMX track in one of the City of Astoria's parks. 10. STAFF REPORTS AND UPCOMING EVENTS 10.a Staff Reports October 2020 Staff Updates for Administration, Recreation, Aquatics, and Maintenance Divisions 11. FUTURE MEETINGS Next Meeting November 25, 2020 @ 645AM Following Meeting December 23, 2020 @ 645AM https://www.astoria.or.us/LIVE_STREAM.aspx THIS MEETING IS ACCESSIBLE TO THE DISABLED. AN INTERPRETER FOR THE HEARING IMPAIRED MAY BE REQUESTED UNDER THE TERMS OF ORS 192.630 BY CONTACTING THE CITY MANAGER'S OFFICE, 503-325-5824. 2 DATE: OCTOBER 28, 2020 TO: MAYOR AND ASTORIA CITY COUNCIL FROM: BRETT ESTES, CITY MANAGER SUBJECT: PARKS ADVISORY BOARD DRAFT MINUTES SEPTEMBER 2020 DISCUSSION / ANALYSIS: The draft minutes of the September Parks Advisory Board are included RECOMMENDATION: Unless there are any questions or comments regarding the contents of these minutes, they are presented for information only. BY: JONAH DART-MCLEAN ATTACHMENTS: APB Sept 23 2020 DRAFT.pdf 3 Parks Advisory Board Meeting Minutes September 23, 2020 Chairperson Norma Hernandez called meeting to Order at 6:49 am. Present- Norma Hernandez, Jessica Schleif, Andrew Fick, Jim Holen, Natalie Osburn, Carla Oja, Howard Rub, and Michele Tompkins. Absent- Josh Saranpaa and Eric Halverson. Staff- Jonah Dart-McLean, Matt Moritz, and David Hoth. Public comments 1. No comments. Approval of Minutes A. August 2020 minutes were unanimously approved as presented. President Hernandez A. What do you hear- President Hernandez heard that people were really missing the pool and working out. Jim Holen [10:20 mostly inaudible] reported that people had been wearing masks on the Cathedral Tree Trail. Michele Tompkins said she frequently used Cathedral Trail and the weather was making the trail slick. She asked if Staff planned to install skid proof pads on the boardwalk. Director Dart- McLean said he was not aware that the shingles had worn off of the wooden sections. He would have Staff address that, but noted that his team was very small and had limited capacity due to other projects. He would add the trail maintenance to the list. Jim Holen offered to volunteer on that project. Director Dart-McLean reported that Staff was working with a mountain biking association on a project at the Column. More information would be provided to the Board in October. Jim Holen said he believed the Column was too dangerous to ride bikes and suggested another location for their project. Michele Tompkins noted people were already riding bikes at the Column, but she agreed it was too dangerous. Director Dart-McLean explained that historically, the trail has been used as a bike trail, and Astoria did not have any other good resource for bikers. The association came to the City because they are interested in using the trail responsibly as much as possible. He would like to figure out how to allow the trail to remain a multi-use trail. Jim Holen suggested signs be posted saying bikes were not allowed. [And then inaudible [14:13] Michele Tompkins said she agreed because she had close calls twice. Jim Holen added that it was not a good idea to let bikers use the trail, even if they offered to chip in, because the trail was too dangerous. He believed the City should promote Klootchy Creek, which has a trail. Employee and Volunteer Recognition A. Director Dart-McLean recognized David Hoth as the September employee of the month. Parks and Recreation Foundation Update (Non-Agenda Item) 4 Jim Holen provided a brief update on the Parks Foundation, which continued to meet monthly. They had scholarship funds available for those who wanted to participate in football. The swim passes were still on hold, but the Foundation has identified community partners to distribute them when the pool reopens. Their next fundraiser would be a virtual 50/50 raffle at Fort George in October. [Inaudible 20:40] He would send out an email with more details. Old Business A. Director Dart-McLean provided an update on the Fort Astoria sign replacement. The committee working on the language revisions has been trying to encapsulate the site’s evolution throughout time. There is a lot of history that must be conveyed in about 165 words, but they were doing a good job. Their draft will be presented to the Board at the next meeting. Board members expressed their appreciation that Staff has facilitated a meaningful conversation about how Astoria’s history is communicated. B. Director Dart-McLean shared details about Li’l Sprouts relocating from the Gray School to the Astoria Recreation Center. Staff has settled in and the children are happy to be in the new location. The new space continues to be refined to increase capacity and do more projects. C. Director Dart-McLean updated the Board on the lap pool gutter replacement project. City Council has approved the contract with Anderson Pool Works and their anticipated start date is October 5th. The tiles being installed will be a bright sapphire color, which will go well with the interior of the pool. Update on Pavers at the Column (Non-Agenda Item) Director Dart-McLean also provided an update on the pavers at the Column. The Friends of the Column had worked with City Council to have the paver removed. They are working with the private individual who had paid for the paver on an alternative engraving. The Friends have implemented a new policy specifying what is considered inappropriate. He has implemented the same policy for the Garden of Surging Waves and was working with Scandinavian Heritage Association to make sure they comply with the guidelines as well. The Maritime Memorial already has very strict rules for their engravings. He confirmed he was tasked with addressing problems when they come up, but the gift shop manager for the Friends of the Column is responsible for enforcing the policy. He offered to contact the gift shop manager to find out how she vets the engravings and offer to assist. Staff oversees engravings for the Garden of Surging Waves and the Maritime Memorial Committee and Staff oversee engravings for the Maritime Memorial. He noted that Friends board members were appointed by the Mayor and a list of who was on the board could be found on the City’s website. New Business A. The Board discussed public meeting requirements and procedures, which were included in the Agenda packet. Board members currently are not given a handbook or any training, so the memorandum in the Agenda packet was very helpful. However, it would still be good to have a work session with Staff to answer questions. It would also be beneficial to give new Board members some type of instruction. Director Dart-McLean said he wanted the City to have the same onboarding system for all of the City’s Board and Commission members. The information was beneficial for him as well because he did not realize the Board members were not given any type of training when they first started. 5 Staff Reports and Upcoming Events A. Staff reports for August and September were presented to the Board as part of the agenda packet. Future Meetings • October 28, 2020 at 6:45 am in City Hall, Council Chambers and livestreamed • November 25, 2020 at 6:45 am in City Hall, Council Chambers and livestreamed Non-Agenda/Miscellaneous Business 1. Andrew Fick said he appreciated the Board’s conversations. He also appreciated Staff’s good work during unique and challenging circumstances. 2. President Hernandez reminded Board members that their job was to be the voice of the community and work to improve parks. There being no further business, the meeting was adjourned at 7:34 am. 6 PARKS BOARD MEMO DATE: OCTOBER 28, 2020 TO: MAYOR AND ASTORIA CITY COUNCIL FROM: JONAH DART-MCLEAN, PARKS AND RECREATION SUBJECT: PUBLIC MEETING PROTOCOL REFRESHER DISCUSSION / ANALYSIS: City Attorney Blair Henningsgaard will answer questions and provide information about public meeting protocols and procedures.