RECREATION COMMISSION AGENDA Tuesday, March 13, :00 p.m. City Hall Conference Room #2 85 S. Main Street, Oberlin, Ohio

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1 RECREATION COMMISSION AGENDA Tuesday, March 13, :00 p.m. City Hall Conference Room #2 85 S. Main Street, Oberlin, Ohio 1. Call Meeting to Order (2 Minutes) 2. Approval of Minutes - Regular Meeting - January 16th, New Business (25 Minutes) a. Lorain County Public Health- (Kat Bray) b. Legion Field Community Gardens 4. Old Business (15 Minutes) a. Short Term Goals b. Long Term Goals 5. Superintendent's Report (10 Minutes) a. Buildings & Grounds Superintendent b. Recreation Superintendent 6. Audience Participation (10 Minutes) 7. Future Meetings- May 15, Adjournment

2 March 13, TO: FROM: President and Members of City Council Ian Yarber, Recreation Superintendent CC: Council Appointees COMMISSION: SUBJECT: Approval of Minutes - Regular Meeting - January 16th, 2018 Report: This report is hereby respectfully submitted for your consideration. Drafted Minutes 1/16/18 Attachments

3 City of Oberlin Recreation Commission Minutes Tuesday, January 16 st, 2018 Regular Meeting A regular meeting of the Oberlin Recreation Commission was held on January 16 th, 2018 in City Hall conference room 2, located at 85 S. Main Street, Oberlin, Ohio. The meeting was called to order at 7:02 p.m. with the following members being present: Mrs. Tanya Rosen-Jones, Mr. Michael Gaines, Ms. Megan Boyer, Mr. Michael Schmid and Ms. Monica Dix. Also Recreation Superintendent, Ian Yarber and Buildings & Grounds Superintendent, Mr. Jon Simms were present. Approval of Minutes-Regular Recreation Commission Meeting: Motion to approve the November 21 st, 2017 regular meeting minutes as submitted was made by Ms. Monica Dix, seconded by Mr. Gaines Motion carried unanimously. New Business: a. Election of Chair Motion to reappoint Mrs. Tanya Rosen-Jones to 2018 Recreation Chair was made by Ms. Monica Dix, seconded by Mr. Gaines. Motion carried unanimously. b. Election of Vice Chair Motion to appoint Ms. Monica Dix as 2018 Recreation Vice Chair was made by Mr. Gaines, seconded by Mrs. Rosen- Jones. Motion carried unanimously. c. New Member Introduction Mr. Mike Schmid introduced himself. He has lived in Oberlin for a long time. Ms. Megan Boyer moved to Oberlin 3 years ago. Her grandparents and parents lived here and she plans to raise her children in Oberlin. She wants to be involved in the community. Ms. Monica Dix is a second year student at Oberlin College she enjoys being involved with City government. Mr. Michael Gaines worked at the Oberlin College for 40 years until 2 years ago and plans to stay on the Commission for as long as he can. Mrs. Rosen-Jones has lived in Oberlin for 9 years and did attend the College. d. New Buildings & Grounds Superintendent Mr. Jon Simms lives just outside of Oberlin but went to Oberlin High School. He attended College at Bowling Green. He has been working for the City for about 9 years. He oversees maintenance for the Parks an City Buildings. He would like things to run smooth and keep everyone happy. He would like the Recreation complex and the ball fields to be properly maintained. Old Business: a. Discussion of Short & Long Term Goals Mrs. Rosen-Jones updated the new members on the short and long term goals. She would like them develop their own long term goals. Mr. Simms remarked that the Chess Boards are in storage and will be installed once the weather breaks. Mr. Yarber indicated there has been money allocated for a Park Study for two big parks which will be determined by the Recreation Commission. The two parks being considered are Spring Street Park and Morgan Street Reservoir. Mrs. Rosen-Jones updated the new members on topics the Commission talks about over the year.

4 Recreation Commission Minutes January 16 th, 2018 Regular Meeting Mr. Schmid sought clarification on southern land of Splash Zone. Mr. Yarber remarked about possible of restrooms on west end of rec. complex. He noted that when the City hosts softball tournaments during Memorial Day they could use more room or when soccer games are happening. Mrs. Rosen-Jones wondered if the concession stands could be operated by Marching Band volunteers/parents and could they possibly could keep the profits for volunteering. Superintendent s Report: Mr. Yarber remarked the schools are coming back from their winter break and the After School program and Biddy Wrestling is starting back up. Youth Basketball was this past Saturday and will continue until the end of February. On February 16 th, 2018 the schools will be closed for a professional development day for teachers. The Recreation Division along with the schools will be holding a day camp for students from 9:00 a.m.-5:00 p.m. at Eastwood Elementary School. They will allow up to the first 50 students. They will evaluate if it will continue next year. The biggest effect this year on Recreations budget is the living wage for all City employees. The wage went from $8.15/hour to $10.50/hour. Audience Participation: None. Future Meeting: The next Recreation Commission meeting is tentatively set to be Tuesday, March 20 th, 2018 at 7:00 p.m. in Conference Room 2, 85 South Main Street, Oberlin, Ohio The Commission would like to move meeting to Tuesday, March 13 th. Adjournment: Ms. Dix made motion to adjourn, seconded by Ms. Boyer. Vote 5 0 7:55 p.m. meeting adjourned. Mrs. Tanya Rosen Jones, Chair Mr. Ian Yarber, Superintendent

5 March 13, 2018 TO: FROM: President and Members of City Council Ian Yarber, Recreation Superintendent 3.b. CC: Council Appointees COMMISSION: SUBJECT: Legion Field Community Gardens Report: This report is hereby respectfully submitted for your consideration. Legion Field Map 2016 Annual Report 2017 Report Garden Agreement Attachments

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17 MEMO To: City Council President City Councilmembers Date: March 15, 2017 From: Subject: Rob Hillard, City Manager Zion Community Development Corp. Legion Field Garden Agreement Purpose/Recommendation In 2010, 2011 and 2012, the City Council approved one-year agreements with Zion Community Development Corporation (CDC) to establish and manage a community garden on the site of Legion Field Park. In 2013 and 2015, the City Council approved two-year agreements to continue the community garden. Zion CDC has requested a new agreement to continue gardening at Legion Field in A one-year agreement for 2017 is attached as Exhibit A for Council s consideration. Background/Discussion Approximately eight years ago, Zion CDC s then-director Judy Wright contacted the City to inquire about available City property for community gardening in the southeastern or southern parts of Oberlin. Discussions were held regarding City property on Smith Street. Zion CDC later ruled this out due to the perceived inaccessibility of water. Sometime later, a suggestion was made that Zion CDC ask the City for permission to use Legion Field Park for gardening. A comprehensive conceptual plan was prepared and presented to the City during the summer of The City s Open Space and Visual Environment Commission supported the proposal, but raised questions about the lack of a budget for the project or a funding plan to support the conceptual plan. As Legion Field Park is the last large, City-owned parcel in the area, the City s Recreation Commission recommended that the City Council defer the decision on use of Legion Field Park until the Parks and Recreation strategic planning process was complete. Ultimately, the City Council indicated it supported a one-year agreement with Zion CDC to allow the opportunity for the community gardening concepts proposed by Zion CDC to be demonstrated and evaluated. The agreement approved by City Council in 2010 permitted Zion CDC to manage a community garden on Legion Field until March 31, In 2011, the agreement was renewed with a few minor changes; likewise in 2012, 2013 and again in City Manager s Office 85 S. Main St. Oberlin, OH (P) (F)

18 Topics addressed in the past agreements have included: Term of the agreement Area to be occupied Fees for garden plots Hours Non-commercial purpose Pesticides and fertilizers Use agreement and good neighbor expectations Parking Non-discrimination Zion CDC is responsible for the advertising and promotion of the garden Wood chips and mulch to be provided by the City for a fee Reporting schedules Water service is available on site and the City provides a $50 credit towards usage for the term of the agreement. With the City s credit and payments by Zion CDC, the account has a current credit balance of $ In 2015, Zion CDC reduced the fees for raised beds ($20 from $35 for residents and $25 from $40 for non-residents) and continued to offer a sliding scale to ensure the raised beds are affordable to all residents. Fees for gardeners who participated in the community garden were reduced as well. In 2016 Zion CDC requested permission to add temporary structures, a pergola and a high tunnel, and make other improvements, see attached. Key Changes to the Agreement for 2017: There are no significant changes from the 2015 Agreement. Consultation The Law Director assisted in the preparation of the agreement. The Finance Director, Public Works Department, Planning and Development Department, Fire and Police Departments are aware of plans to renew the agreement and have been involved in the consideration of past agreements.

19 Pg. 1_ Ord. No AC CMS AGREEMENT This agreement is made and entered into at Oberlin, Ohio, on this 21 st day of March, 2017, by and between THE CITY OF OBERLIN, OHIO, a chartered Ohio municipality, hereinafter referred to as "City", and ZION COMMUNITY DEVELOPMENT COPRPORATION, an Ohio corporation, not for profit, whose mailing address is 81 Locust Street, Oberlin, Ohio 44074, hereinafter referred to as "ZION". WITNESSETH: WHEREAS, the City property located at the intersection of South Professor Street and West Hamilton Street in the City and commonly referred to as "Legion Field" is used on a limited basis that has enabled community gardening to take place in conjunction with other community and municipal uses of the property that do not interfere with the uses contemplated under this Agreement; and WHEREAS, ZION has proposed that City allow ZION to occupy said property for a period of time for the specific purpose of managing on behalf of the City, a community garden which will be open to all citizens of City and others as provided for herein; and WHEREAS, the Council of City has determined that the establishment of a community garden is of great interest and benefit to the citizens of City and that the creation of same upon municipal property represents a proper municipal public purpose; and WHEREAS, City has deemed it to be in the interest of and a benefit to the residents of the City to encourage the creation of a community garden so that citizens of the City, and others as is provided for herein, may grow and harvest crops for their personal consumption; and WHEREAS, City desires to enter into an agreement with ZION to manage, on behalf of the City, a community garden at Legion Field for the use and benefit of the citizens of City and others as is provided herein. NOW, THEREFORE, in consideration of the foregoing representations and other good and valuable consideration, the receipt of which is hereby specifically acknowledged, City and ZION do hereby agree as follows: 1. City authorizes ZION to occupy the area of "Legion Field" outlined in the drawing attached hereto as "Exhibit A" for the sole purpose of managing and maintaining a community garden, which shall be known as "Legion Field Community Garden". Garden plots

20 Pg. 2_ Ord. No AC CMS shall remain in the area on Exhibit A designated "Plots." This area and the area marked Community Garden shall be maintained by ZION on behalf of the City. There may, in the future, be additional areas of Legion Field to be gardened or maintained by ZION in which case the City Manager and ZION Executive Director shall agree upon specifications and mutual responsibilities for maintenance of these additional areas. Unless otherwise so specified, remaining areas will be mowed and maintained by the City. If either party encounters difficulty performing their respective responsibilities articulated in this paragraph, that party shall inform the other immediately, and the City Manager and ZION Executive Director shall come to a mutual agreement for resolving the difficulty. If during the term of this agreement or any subsequent extensions thereof, areas cultivated and used by ZION exceed 50 percent of the total Legion Field Park area, then ZION shall assume full maintenance responsibility for all of Legion Field during such time that Zion s usage and/or cultivation exceeds the 50%. 2. For the purpose of the management of the Legion Field Community Garden, ZION shall have the right to occupy said portion of "Legion Field" from the date of execution of this Agreement until March 31, Either party shall have the right to terminate this agreement by providing sixty (60) days advance written notice to the other. 3. During the period of authorized management and occupation by ZION of the portion of "Legion Field" outlined on Exhibit A, ZION shall maintain no fewer than 16 raised beds in the "Plots" section. No permanent structures shall be erected on the site during the term of this agreement. Other non-permanent structures may be erected according to procedures that are mutually agreed to in writing by the City Manager and ZION Executive Director, and following review and approval by the Oberlin Planning Commission, if required. In conjunction with seasonal brush and leaf collection, the City will transport to and deposit at the site leaves and wood chips, as are available. On those days when the City will have leaf mulch and wood chips available for free pick-up to the general public from its Class IV compost facility, ZION may transport unlimited quantities to the community garden site; the City will transport leaf mulch and/or wood chips for ZION in a 1-ton dump truck at the standard fee established by the City Council. 4. ZION may install a sign identifying the "Legion Field Community Garden" in accordance with Oberlin Sign Codes, following review and approval by the Oberlin Planning Commission. ZION may install pathways for accessibility into and throughout the designated

21 Pg. 3_ Ord. No AC CMS site only after the complete review and approval of plans by the Oberlin Planning Commission. Such plans are to be submitted in the proper format to the Oberlin Planning and Development Department. 5. Fees, priorities, and user agreements for individuals using garden. ZION, in operating and supervising the community garden on behalf of City, shall be authorized to charge fees for the use of the "Plots" and "Open Gardening" areas of the community garden. The fee for gardening in a raised bed in the "Plots" section may be collected and used by Zion to offset the fixed costs of ZION in establishing and operating the community garden and shall not exceed Twenty Dollars ($20.00) for a resident of the City of Oberlin and Twenty-five Dollars ($25.00) for a non-resident of the City of Oberlin, however ZION may establish a sliding scale to ensure access to the raised beds are affordable to all residents. ZION may establish a fee of up to $50/season for gardeners choosing to garden in the "Open Gardening" area. The fee for "Open Gardening" shall be based on the budget established by mutual agreement of all participating gardeners and divided proportionately, however there shall be a reduced fee or other method to include gardeners in "Community Gardening" who cannot otherwise afford this option at a lower rate. City residents shall have first priority in participating in the community garden. ZION will create a use agreement with each gardener that outlines these various terms and conditions. 6. Hours of occupancy. The hours of occupancy each day for the community garden shall be as required by City ordinance for City parks. The City shall post signs on site informing the public of those hours. Any individual present in the community garden other than during that period of time, unless previously granted consent in writing by the City, shall be considered trespassing and subject to criminal penalties relating to same. 7. Use of crops grown on garden. As this is a community garden which contemplates only the personal cultivation of crops for personal consumption and use, any commercial resale of crops grown on the community garden property is strictly prohibited. However, ZION may organize gardeners to pool harvest for donation to a charitable cause. Gardeners participating in the "Open Garden" may pool or donate their harvest by mutual agreement, but commercial resale of crops is prohibited. 8. Nuisances and hazardous or toxic substances including pesticides and fertilizers. ZION shall not create any nuisance on the property. Nuisance is defined by law. If the City reasonably believes that a nuisance has been created on the property, the City Manager shall

22 Pg. 4_ Ord. No AC CMS notify ZION Executive Director immediately. Except in cases of immediate danger to health, property, or life, ZION shall be given thirty (30) days to remedy the nuisance. Conditions reasonably expected in a recreational park facility shall not be considered nuisances. ZION shall not deposit any hazardous or toxic substance on the property except legally authorized pesticides and fertilizers. ZION shall maintain a log book recording the date, type and quantity of all pesticides applied. Said log book shall be available to the City for review. Pesticide and fertilizer use shall be restricted to the least amount necessary to allow for successful cultivation and growth. If objections are raised by users of the community garden as to the use of pesticides and fertilizers, the City retains the right to prohibit pesticide and fertilizer use except those that are 100% organic. 9. Loud Noises and Assemblies. As the community garden is located adjacent to a residential zone, loud noises and assemblies are strictly prohibited. ZION may obtain prior consent from the City for assemblies planned for specific days and times at the site which directly relate to community garden activities. 10. Parking. ZION shall be responsible to advise all gardeners and staff that parking is not permitted at the Oberlin Fire Station and that all municipal parking regulations regarding street parking shall be followed. If space is available, gardeners and staff may park at the Hamilton Recreation Complex. No vehicles are allowed to park or drive on Legion Field without prior approval of the City Manager or designee. 11. The community garden shall be open to all authorized persons, without discrimination of any kind, including that based on race, color, religion, sex, sexual orientation, disability, familial status or national origin. ZION shall be responsible for communicating to Oberlin residents the availability of the garden plots and the process by which residents may apply for a plot. This communication shall be reasonably calculated to notify residents from across Oberlin of the availability of plots. ZION shall ensure that availability is announced in the Oberlin News-Tribune. 12. Water. Maintenance and annual testing of any required backflow prevention equipment shall be the responsibility of ZION. The City will provide an initial credit of $50 on the Legion Field water account for the term of this agreement. Thereafter, ZION shall be responsible for the monthly charges as metered for water consumed at Legion Field used for gardening. If, at the end of this agreement there remains a balance due, ZION will remit payment

23 Pg. 5_ Ord. No AC CMS to the City within 30 days, if a credit balance exists, such balance will not carryforward to any future term(s) and will not be payable to ZION. If ZION decides to have a portable toilet on site, a portable toilet is permitted, but it shall be serviced and maintained by Zion, or its agents, in accordance with sanitary and prudent practices relating to same. 13. Soil disturbance. No soil disturbing activities of any kind shall take place within thirty feet of the centerline of Evans Ditch without the advance written permission of the Public Works Department. 14. Reporting. During the term of this agreement and any subsequent extensions, ZION shall provide the City with a comprehensive report concerning the activities (including an accounting for all costs associated with the maintenance and operation of the community garden, including but not limited to all fees collected. The report shall be provided to the City Manager no later than December 31 each year that this Agreement or any extensions hereof shall be in force. The City shall have the right to request, and ZION shall provide, such further records, reports and documentation that City shall request in order for City to be assured that the community garden was managed, to the satisfaction of the City, in a reasonable, efficient, and appropriate manner or otherwise in accordance with the terms of this Agreement. 15. Removal and restoration of property. Upon termination or expiration of this Agreement or any extension hereof, ZION shall immediately remove all personal property and equipment from the property and, if requested by City, shall restore the land to its condition as it was immediately prior to the first commencement of ZION s occupation of the land Independent contractor. Nothing contained within this agreement shall create or constitute either an employee-agent relationship or partnership between the City and ZION, it being the intent of this agreement that ZION be acting on behalf of the City as an independent contractor during the course of their occupancy of the property. 17. Indemnification. ZION agrees to hold harmless, defend and indemnify the City from any claim, cause of action, damage, loss, or other liability to any person or property arising out of or relating in any way to the occupation of ZION of the property or relating to any activities occurring there during the term of this agreement. Further, ZION agrees to obtain, and keep in effect throughout the term of this contract, public liability and property damage insurance naming City as an additional insured in such amounts and such form as are approved

24 Pg. 6_ Ord. No AC CMS by City. Said insurance shall not be cancelled or terminated without at least thirty (30) days advance written notice to City. 18. Any notice that is to be given to ZION or to City pursuant this agreement shall be mailed by U.S. Mail, postage pre-paid, or personally delivered to the attention of the following individuals at the following addresses: To the City of Oberlin: To ZION: Office of the Oberlin City Manager Office of Zion CDC Oberlin Municipal Building 81 Locust St. 85 South Main Street Oberlin, Ohio Oberlin, Ohio This agreement was approved by the City Council of City by Ordinance No AC CMS, effective March 20, 2017, a copy being attached hereto and incorporated herein by reference, and by ZION by action of its Board of Directors at a duly convened directors' meeting held on, 2017, as evidenced by the certified copy of the minutes of said meeting, attached hereto and incorporated herein by reference. IN WITNESS WHEREOF, we have hereunto signed this agreement at Oberlin, Ohio, on the day and year set forth hereinbefore. CITY OF OBERLIN, OHIO ZION COMMUNITY DEVELOPMENT CORPORATION By: Robert Hillard, City Manager By: Its: APPROVED AS TO FORM: Jon D. Clark, Oberlin Law Director

25 March 13, 2018 TO: FROM: President and Members of City Council Ian Yarber, Recreation Superintendent 4.a. CC: Council Appointees COMMISSION: SUBJECT: Short Term Goals Report: This report is hereby respectfully submitted for your consideration. Goals Attachments

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60 March 13, 2018 TO: FROM: President and Members of City Council Ian Yarber, Recreation Superintendent 4.b. CC: Council Appointees COMMISSION: SUBJECT: Long Term Goals Report: This report is hereby respectfully submitted for your consideration. Parks & Recreation Attachments

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62 March 13, 2018 TO: FROM: President and Members of City Council Ian Yarber, Recreation Superintendent 5.b. CC: Council Appointees COMMISSION: SUBJECT: Recreation Superintendent Report: This report is hereby respectfully submitted for your consideration. News Article Attachments

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64 March 13, TO: FROM: President and Members of City Council Ian Yarber, Recreation Superintendent CC: Council Appointees COMMISSION: SUBJECT: Future Meetings- May 15, 2018 Report: This report is hereby respectfully submitted for your consideration Meeting Dates Attachments

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