HomeMy WebLinkAbout2014-0312 JT Council-Parks PACKET
AGENDA
CITY OF ASHLAND
CITY COUNCIL/PARKS COMMISSION JOINT MEETING
City Council Chambers 1175 E. Main St.
March 12, 2014, 7 p.m.
1. CALL TO ORDER - CITY COUNCIL
CALL TO ORDER - PARKS COMMISSION
II. PUBLIC COMMENT
(Total time for public comment is 15 minutes.)
III. REVIEW AND APPROVAL OF A MEMORANDUM OF UNDERSTANDING BETWEEN ASHLAND
CITY COUNCIL AND ASHLAND PARKS AND RECREATION COMMISSION
IV. REVIEW AND DISCUSSION OF PARKS COMMISSION RECOMMENDATION FOR FUTURE USE
OF UNAPPROPRIATED FUND BALANCE IN THE PARKS FUND
V. OTHER BUSINESS FROM COUNCIL OR COMMISSION MEMBERS
VI. ADJOURN
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MEMORANDUM
TO Ashland City Council
FROM Stefani Seffinger, Chair, Ashland Parks and Recreation Commission
DATE March 7, 2014
SUBJECT Recommendations for Use of Unappropriated Funds in the Parks and
Recreation Fund
Recommendation:
The Ashland Parks Commission recommends using its unappropriated fund balance for the
construction of sidewalks along Winbum Way through Lithia Park and for the construction of a
second dog park on the lower Clay Street property.
Background
Council asked the Commission to develop a strategy for using unappropriated dollars in the Parks
and Recreation Fund. The approximate amount available is $470,000.
The Commission and staff looked at a variety of uses. Attached is a list of potential projects along
with a scoring sheet used by the Commission. Also attached is a copy of the Parks CIP. The three
documents were utilized at a study session held on February 26, 2014.
During the study session, additional projects were identified by staff and commissioners. Some of
those ideas included: Helping ensure the continued operations of Mount Ashland Ski Area;
constructing a multi-purpose facility to include an office, bath house and senior center at Hunter
Park; and relocating the Parks office to a new office building due to recent structural and seismic
concerns related to the historic building.
After much discussion the Commission determined that best uses for the funds would include
constructing sidewalks along Winburn Way through Lithia Park and building a second dog park on
lower Clay Street, a densely populated area that includes many low-income households without
yards.
It was felt that sidewalks along Winburn Way through Lithia Park would provide a much safer
environment for pedestrians and dog walkers. Sidewalks would also narrow Winburn Way, which
could have a calming effect on traffic that currently speeds through the park on a regular basis.
A second dog park has been a long-term goal of the Commission. The lower Clay Street property
was originally acquired for future expansion and improvement of the soccer fields at the YMCA
Park; however, demographic trends within our community have rendered that need much less
important. At the same time, the demand for more dog-friendly, off-leash spaces has increased and
we anticipate that trend to continue for the foreseeable future.
The Commission originally considered purchasing a different section of land for a second dog park;
however, that parcel is not zoned properly and there is some doubt about whether the zoning could
be changed to accommodate a dog park. Rather than chasing that tail, the Commission believes
repurposing the property on lower Clay to be a more prudent choice for a second Ashland dog park.
New Dog Park Cost Estimate
Ashland Parks Recreation
-s
March 5, 2014
ITEMS COST
Permitting/sdc's $9,000.00
Landscape Architect $20,000.00
New Shelter (10'x15') $9,235.00
Materials:$3,694.00 / Labor$5,541.00
New dog play course equipment and 2 tables for patio area $5,888.44
Fencing installed for large and small dog areas incld all gates and
double gated entries $14,000.00
Trees and shrubs $3,500.00
Fertilizer (triple starter) $500.00
Grass seed $800.00
Irrigation materials $7,488.82
2 drinking fountains, stainless steel w/pet fountains and hose bib $4,650.00
Field drainage $1,250.00
Bid from Wes Norton/Andy George for all contracted work including:
concrete work including sidewalks, patios, entries, mutt mitt station
slabs, and fence-mow curb; all site excavation and fill for lawn areas $140,766.90
including sand/soil mix for lawn areas (including side slopes of berm) (non-staged)
(1200 yds. purchase, haul & spread), and including new parkway $142,755.90
strip including soil and bark; also installation of draingage for (staged)
parkway strip and main drain at bottom of park (non staged)
Water main tap/cut road and install 2 meters in parkway (2" line
irrigation and 1" line/potable)= $3,662.80
DG for top of berm area (70 yds. purchase @ $7/yd (Parks will
perform hauling & spreading- in house labor) materials cost for
granite only . $490.00
Total Estimated Cost for Dog Park (non-staged) $221,231.96
Total Estimated Cost for Dog Park (staged) $223,220.96
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RVMPO CONSTRUCTION COST ESTIMATE
FORM PREPARED BY OREGON STATE HIGHWAY DIVISION
APPLICANT: City of Ashland Parks
PROJECT NAME: Winburn Way Sidewalk
KIND OF WORK: Sidewalk Construction LENGTH ESTIMATE PREPARER
ITEM UNIT AMOUNT UNIT TOTAL
COST
COLD PLANE PAVEMENT REMOVAL, 2 INCH DEEP SOYD L31 $0
AGGREGATE BASE TON $18 $0
AGGREGATE SHOULDERS TON $17 $0
WEARlNf3:SURFACES
ASPHALT IN TACK COAT TON $420 $O
LEVEL 2.112 INCH DENSE MHMAC TON 57 $75 $4,275
LEVEL 3,112 INCH DENSE MHMAC TON $85 $0
ASPHALT WALKS SOYD $4 $0
CRACK SEALING FOOT $18 $0
EXTRA FOR ASPHALT APPROACHES i EACH $500 $0
REINFORCED CONCRETE PAVEMENT SOYD $110 $0
REINFORCED CONCRETE DRIVEWAYS SDYD $110 $0
CONCRETE CURBS - FOOT $18 $0
CURB AND GUTTER CONCRETE CURBS FOOT 2280 $12 $27,360
CONCRETE WALKS SOFT 13680 $3.5 $47,880
CONCRETE DRIVEWAYS SOFT $5 $0
PAVEMENT CUTTING LIN FT 2280 $4 $9,120
PERMANENT:TRAFFIC. CONTROL AND GUIDANCE DEVICES
GUARDRAIL, TYPE 2A FOOT $20 $0
GUARDRAIL, TYPE 3 FOOT $50 $0
GUARDRAIL, TYPE 4 FOOT $60 $0
GUARDRAIL ANCHORS, TYPE 1 EACH $680 $0
GUARDRAIL END PIECES, TYPE B - EACH $85 $0
GUARDRAIL TRANSITION - EACH $2,250 $0
GUARDRAIL TERMINALS. NON-FLARED EACH $2,550 $0
GUARDRAIL TERMINALS, FLARED EACH $2,250 $0
ADJUSTING GUARDRAIL FOOT $5 $0
CONCRETE BARRIER FOOT $51 $0
CONCRETE BARRIER, TALL FOOT $60 $0
DELINEATORS, TYPE 1 EACH $37 $O
MILEPOST MARKER POSTS EACH $63 $0
PAVEMENT LEGEND, TYPE D: ARROWS EACH $260.00 $0
PAVEMENT LEGEND, TYPE D:'SCHOOL CROSSING" EACH $650.00 $0
PAVEMENT LEGEND, TYPE D: RAILROAD CROSSING MARKINGS EACH $650.00 $0
PAVEMENT LEGEND, TYPE D: BICYCLE LANE SYMBOLS EACH $138.00 $0
PAVEMENT LEGEND, TYPE D: "BIKE RAILROAD" EACH $200.00 $0
PAVEMENT LINE, TYPE D SOFT $7.00 $0
MONO-DIRECTIONAL CRYSTAL TYPE I MARKERS EACH $3.60 $0
BI-DIRECTIONAL YELLOW TYPE I MARKERS EACH $3.60 $0
81-DIRECTIONAL YELLOW TYPE I MARKERS, RECESSED EACH $8 $0
PAINTED PERMANENT PAVEMENT STRIPING FOOT $0.15 $0
O
THERMOPLASTIC, PROFILE, 90 MIL, EXTRUDED FOOT §i'601
RUMBLE STRIPS MILE $1,70$0
PERMANENT:TRAFFIC CONTR. ANUILLUM(NATION SYSTEMS::
C:\Userslrobertsd\AppData\LocaRMicrosoftlWindows\Temporary Internal Files\Content.Outlook\BFRZ2YUF\Winburn Way
Sidewalk Estimate (parks) 2 of 3 3/6/2014
RVMPO CONSTRUCTION COST ESTIMATE
FORM PREPARED BY OREGON STATE HIGHWAY DIVISION
APPLICANT: City of Ashland Parks -
PROJECT NAME: Winburn Way Sidewalk
KIND OF WORK: Sidewalk Construction LENGTH ESTIMATE PREPARER
ITEM UNIT AMOUNT UNIT -TOTAL
COST
M.OpILtZATIQN:ANp YKAFFIC:OONTROL:: ,
7 7 7 7
MOBILIZATION LS 10.00% $14,436
TEMPORARY PROTECTION AND DIRECTION OF TRAFFIC LS 5.00% §6,$74
EROSION AND:$EDIMENT.CONTRQb .
EROSION CONTROL LS 1,00% $1,207
ROADWORK
CONSTRUCTION SURVEY WORK LS 5.00%-
00% - $6,485
REMOVAL OF STRUCTURES AND OBSTRUCTIONS LS $0 $0
REMOVAL OF CURBS FOOT 2280 $6 $13,680
REMOVAL OF GUARDRAIL FOOT 0 $4 $0
REMOVAL OF PIPES FOOT O $12 $0
REMOVAL OF SURFACINGS SQYD 760 $10 $7,600
REMOVAL OF WALKS AND DRIVEWAYS BOYD 0 $10 $O
CLEARING AND GRUBBING ACRE $5,060 $0
GENERAL EXCAVATION CUYD 350 $15 $5,250
EMBANKMENT IN PLACE CUYD 0 $11 $0
12 INCH SUBGRADE STABILIZATION BOYD $13 $0
24 INCH SUBGRADE STABILIZATION BOYD $24 $0
12 INCH SURFACING STABILIZATION SQYD $20 $0
24 INCH SURFACING STABILIZATION SOYD $31 $0
WATERING MGAL $18 $0
SUBGRADE GEOTEXTILE SQYD $1 $0
LOOSE RIPRAP, CLASS 100 CUYD $45 $0
DRAINAGE ANp:SEWERS
118 INCH CULVERT PIPE, 5 FT DEPTH f00T $55$0
12 INCH STORM SEWER PIPE, 5 FT DEPTH FOOT 100 $46 $4,600
18 INCH STORM SEWER PIPE, 5 FT DEPTH - FOOT $50 $0
24 INCH STORM SEWER PIPE, 10 FT DEPTH FOOT $62 $0
36 INCH STORM SEWER PIPE, 10 FT DEPTH FOOT $85 $0
48 INCH STORM SEWER PIPE, 10 FT DEPTH FOOT $180 $0
CONCRETE STORM SEWER MANHOLES EACH $2,800 $0
CONCRETE INLETS, TYPE CG-2 EACH 5 $1,250 $6,250
DRAINAGE CURBS FOOT $5 $0
ADJUSTING INLETS EACH 2 $500 $1,000
MAJOR ADJUSTMENT OF MANHOLES EACH 2 $700 $1,400
UTILITY PIPE SLEEVES LIN FT $30 $O
BRIDGES $D
BRIDGES E
EACH $0
TEMP BRIDGE EACH
BRIDGE REMOVAL
$0
EACH §0
END PANELS EACH
BASES<>
COLD PLANE PAVEMENT REMOVAL, 0 - 21NCH DEEP SQYD $4 $0
C:\Users\robertsd\AppData\LocaRMicrosoft\Windows\Temporary Internet Files\Content.Oullook1BFRZ2YUF\Winburn Way
Sidewalk Estim8le (parks) 1 of 3 3/6/2014
RVMPO CONSTRUCTION COST ESTIMATE
FORM PREPARED BY OREGON STATE HIGHWAY DIVISION
APPLICANT: City of Ashland Parks -
PROJECT NAME: Winburn Way Sidewalk
KIND OF WORK: Sidewalk Construction LENGTH ESTIMATE PREPARER
ITEM UNIT AMOUNT UNIT - TOTAL
COST
PERMANENT SIGNS LS 1.00% $1,284
INTERPRETIVE PANELS AND DECORATIVE HARDSCAPE FEATURES LS $32,000 $0
LOOP DETECTORS INSTALLATION EACH $1,000 $0
TRAFFIC SIGNAL INSTALLATION - EACH $125,000 $0
INTERCONNECT SYSTEM LS $0
STREET LIGHTS SINGLE-INCLUDING CONECTIONS, WIRING, CONDUIT EACH $9,000 $0
STREET LIGHTS MULTIPLE- INCLUDING CONECTIONS, WIRING, CONDUIT EACH $14,000 $0
ILLUMINATION $0
RICH.T-OPNIlAY DEVELOPMENT AND'CONTROL
PERMANENT SEEDING, MIX NO. 1 ACRE $5,000 $0
SINGLE MAILBOX SUPPORTS EACH $250 $0
MULTIPLE MAILBOX SUPPORTS EACH $300 $0
ENVIRONMENTAL MITIGATION SITES $0
FENCING LIN FT $25.00 $0
LANDSCAPING LS $34,470 $0
UNU$UALELEMENT$...
RELOCATION OF NON-APPLICANT UTILITIES LS $0
TRASH RECEPTACLES EACH $500.00 $0
BENCHES EACH $1,500.00 $0
TREE GRATES EACH 0 $1,500.00 $0
BIKE RACKS EACH $1,200.00 $0
RETAINING WALL LIN FT $492.00 $0
RAMP RAILING uN FT $98.00 $0
$0
CONSTRUCTIONSUSTOTAL:: $156;791
For-Projects Devefo ed b consultants:
AC BONUS Or STATISTICAL BONUS 5.0% $214
CONSULTANT PRELIMINARY ENGINEERING' 25.0% $39,761
CONSULTANT CONSTRUCTION ENGINEERING 17.0% $26994
CONTINGENCIES 30.0% $47,637
PUBLIC INVOLVEMENT/ANNOUNCEMENTS $0
BID SUBTOTAL , ,
RIGHT OF WAY ESTIMATE (process only, add cost of land FILES $7,500 $0
. .
$273;387
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C:1Userslrobertsd\AppDala\Local\Mlcrosoft\Windows\Temporary Internet Files\Content.OutlooklBFRZ2YUF\Winburn Way
Sidewalk Estimate (parks) 3 of 3 - 316/2014
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Exhibit A
Management: Planning; Organizing; Budgeting; Directing; Evaluating
Planning
Parks City
Master plans Comprehensive plan (parks input)
Functional plans CIP funding, incl. debt financing
Capital improvement plans
Create rules for use of park land and facilities
Organizing
Parks Citv
Determine functional divisions Local Contract Review Board
Allocation of appropriated resources
Contract for services within limits
Budgeting
Parks LAY
Recommend budget to Budget Officer Appropriate funds and adopt budget
Set recreation fees and rental rates* Refer tax measures, set tax rate
* exc. Comm. Ctr., Pioneer Hall and The Grov CIP funding, incl. debt financing
Establish other revenue streams
Establish SDCs
Directing
Parks CitV
Assign duties and responsibilities to Parks staff Establish citywide personnel rules and policies
Establish priorities for Parks staff Establish city classifications and compensation rate
Procedural work policies
Policies re park land maintenance
Establish personnel rules and policies
(with guidance from Legal, Finance and Personnel)
Establish classifications and compensation rates
Determine COLAs and benefits
Evaluating city
Parks Monitor budget compliance
Evaluate employee performance (supervisors)
Evaluate director (commission)
Analyze program performance
Monitor budget compliance
Analyze and categorize physical conditions
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MEMORANDUM OF UNDERSTANDING
ASHLAND CITY COUNCIL AND ASHLAND PARK AND RECREATION COMMISSION
Agreement made this _ day of 2014, between the Ashland City Council ("City")
and the Ashland Park and Recreation Commission ("Parks") and is effective upon
signing by the City and Parks.
RECITALS
A. Under the Ashland City Charter, the Ashland City Councl is the sovereign
authority over all matters of City-wide concern and the owner of all land and other
assets held in title by the City. c j~c
B. The Ashland City Charter creates an elected Ashland Park ,Commission,
which also serves as the Ashland Recreation Commission, and empowers the
Commission with "control and management of all the lands here dedicated,for park
purposes," and further empowers the Commission with "control and management of all
park funds, whether the same is obtained by taxation, donation or otherwiser"
C. The City and Parks wish,to-clearly define what is meant by "management,"
and what the responsibility of eack"entity, is-within each aspect of management and to
memorialize these responsibilities in this memoorrandum of understanding.
D. Management, is generally defined as plannorganizing, budgeting,
directing and evaluating as described in exhibit/A.
Now, therefore, the City and Parkseagree ~s f~llows:
1. Planning.
A. Parks.resp sibili\ies:
Parks will develop master plans for the development, operation and
1 maintenance
c of lands and facilities under its control.
2)\,f arks will develop and execute functional plans regarding the allocation of staff
and monetary resources for the operation of facilities and delivery of services
within'Its scope of authority.
3) Parks willl,develop capital improvement plans (CIPs) for the expenditure of funds
that have.tieen dedicated to land acquisition and park/open space development.
4) Parks will create/rules for use of park land and facilities, providing such rules are
not in conflict with other ordinances of the City.
B. City responsibilities:
1) The City will maintain and periodically update the Comprehensive Plan, including
Chapter VIII, Parks, Open Space and Aesthetics, which serves as the guiding
document for all master plans, functional plans and capital improvement plans.
The City will consider and respond to recommendations from Parks when
amending or updating the comprehensive plan.
2) The City will include the Parks CIP in its biennial budget. The City will determine
and implement all funding mechanisms for capital improvements (including Parks
SDCs), other than donations and grants from non-City sources, and will
determine the timing, manner and method of debt financing, if necessary.
3) The City will, as necessary and upon the advice of the Park Commission, adopt
or amend the ordinances comprising Chapter 10.68 of the Ashland Municipal
Code (Public Parks).
2. Organizing
A. Parks responsibilities
1) Parks will determine the nature and structure of functional divisions in the
Department and how best to structure day-to-day responsibilities among and
within functional divisions.
2) Parks will allocate appropriated resources within budget limits for the purpose of
achieving its adopted goals and objectives as well as the smooth day-to-day
operation of the Department.
3) Parks will continue to contract for sere` ice necessary and appropriate. When
contracting for services, Parks will adhere to all provisions of AMC Chapter 2.50,
Local Public Contract Review Board, andshalhuseonly those bid forms and
contracts that have been approved by the Finance Director, Public Contracting
Officer and City Attorney.
4) Per City Council Resolution 2013-25 and AMC \2\16, Parks will, with the
assistance of the Human Resources Office, hire its parks and recreation director,
including development•of search criteria and interview processes.
5) Parks will continue,to-provide a representative to the City risk management
committee/
B. City responsibilities\
1) The City will serve as the-Local Contract Review Board.
2) The City will develop and enforce all-codified public contracting rules.
3),-The City Will .develop,and enforce all codified personnel rules, as well as
administrative 'policies necessary for compliance with state and federal laws.
4) The City will develop anel~enforce all risk management policies.
5) The city administrator will seek input from the parks & recreation director when
developing public contracting rules, personnel rules and administrative policies,
and risk management policies, whether for formal adoption by the City Council or
administrative approval.
3. Budgeting and Financial Management
A. Parks responsibilities
1) As part of each annual or biennial budget process, using whatever process it
deems appropriate, Parks will develop and recommend a budget to the Budget
Officer.
2) Parks will set recreation fees and rental rates for all Parks-related facilities except
the Community Center, Pioneer Hall and the Grove, for which Parks will
recommend rates for adoption in the City rate review process. All Parks fees and
rates will be included in the City's Master Rate and Fee Schedule.
B. City responsibilities
1) The City reserves and will employ all authority assigned to it under Oregon Local
Budget Law (ORS 294), the Ashland City Charter and any other applicable law.
This includes the authority to:
a) Appropriate funds;
b) Adopt an annual or biennial budget;
c) Refer tax measures to the voters;
d) Set the City tax rate within the limits of the City's Me s e 50 permanent tax
rate; C
e) Provide funding for capital improvements, including the issuance of debt;
f) Establish new, increased or decreased taxes, fees and charges (except fees
and rental or program rates set by Parks), including such taxes, fees and
charges as may be established without voter approval; and
g) Commit discrete revenue streams to specific purposes.
C. Other responsibilities for accounts payable; accounts 'receivable, payroll; purchasing,
cash receipts, fixed assets and project accounting are shown in the attached exhibit B.
4. Directing
A. Parks responsibilities
1) Parks will assign duties and responsibilities to Parks staff, consistent with
position descriptions and the operational requirements of Parks.
2) Parks will develop and implement policies and procedures regarding park land
maintenance.
3) Parks will establish priorities for Parks staff.
4) Parks will implement procedural work policies for Parks staff.
5) Parks will create and maintain current position descriptions for all Parks staff
positions All position descriptions will continue to be reviewed as to form by the
/City,wumanResources Manager.
6) In/directing the\wo\k of Parks staff:
a)\Parks will continue to adhere to all provisions of AMC 3.08, General
Personnel Policies and Employment Responsibilities.
b) Parks will continue to adhere to all City administrative policies. Parks may
ad`opt'rules, regulations, procedures and administrative policies that are
specific to its/operations. Such administrative policies shall be in harmony
with therequirements established in the City's codified personnel policies and
adopted administrative policies and shall in no case be less restrictive than
the City's adopted policies. Parks shall continue to adhere - without deviation
to the City's adopted administrative policies regarding Prevention of
Violence in the Workplace, Harassment and Non-Discrimination, Vehicle and
Motorized Equipment Driving, IT Security, Electronic Media and Technology
Use, Family Medical Leave, Equal Employment Opportunity and Affirmative
Action, and Military Leave.
c) Parks will continue to take no disciplinary action against any employee
beyond a verbal reprimand without first consulting with the City Attorney and
Human Resources Manager.
d) Parks will continue to ensure that all employees attend mandatory trainings;
whether mandatory as determined by the City Human Resources Manager,
the City Risk Manager or by state or federal law.
e) Parks and Recreation Director will, in consultation with the human resources
manager, establish classifications for Parks employees. The Parks and
Recreation Director will also establish compensation and benefit packages for
Parks employees, subject to the statutory budget process.
D Parks, with the advisement of the City Human Resources Manager, will
establish COLAs for Parks & Recreation employeesi/subject to the statutory
budget process.
g) Parks will continue to complete Personnel Ac/tic n for under the supervision
of the Human Resources Manager.
h) Parks will coordinate all Parks-related worker's compensation claims, under
the supervision of the Human Resources Manager
i) Parks can develop its own Facebook and Twitter pages, as wellsYouTube
videos for instructional and educational purposes. Parks will comply with the
City's Website and Social Media policy and adhere to the provisions of the
City of Ashland Employee Eommu`nicati`on Guide.
B. City responsibilities
1) The City will establish citywide~rl,rules. d policies.
2) The City will establish city classifications and compensation rates. Parks will
work toward aligning classification+and compensation rates with City structure
whenever it,is possible and appropriate.
3) The City will maintain all personnel files including Parks', which will be kept in
secured storage,in the Human Resources Office. Personnel files will include
training records. Electronic versions of 'Personnel Action Forms prepared by
Parks staff will be stored in a secure folder on the City network, to which City HR
/staff'has access,
4) The City will process all,worker s compensation claims and will complete the
annual OR-OSHA'300 Log.
5) The City will continue~to coordinate the enrollment of all Parks employees in City
benefit•programs.
6) With the exception ofthe Parks and Recreation Director, the City will oversee all
recruitment and,selection processes, including:
a) All job postings will be processed through the Human Resources Office and
posted using NEOGOV or any succeeding software.
b) Interviews will be scheduled/coordinated by the Human Resources Office,
which will also provide input and assistance with the interview process,
including development of interview questions, providing instructions to
panelists, and distributing final interview packets to panelists. Panelists will
be selected by the hiring manager in Parks. A Human Resources
representative can serve as a panelist if desired by the hiring manager.
c) Written job offers and advanced acknowledgement of the "critical" City
policies will be handled by the Human Resources Office (excluding part-time
temporary hires).
d) The City will conduct background checks on all new hires in temporary or
regular positions, using a third party vendor if necessary.
e) In coordination with Parks, the City will provide orientation on City benefits for
all new hires, or employees who promote into a regular position with benefits.
5. Evaluating
A. Parks responsibilities
1) Parks will evaluate employee performance (supervisors) and conduct annual
reviews using City-standard evaluation forms or other forms that have been
approved by the Human Resources Manager.
2) The Parks Commission will evaluate the performance of the director.
3) Parks will analyze program performance to ensure effective and efficient service
delivery
4) Parks will review and analyze all general.I~geractiky reports to ensure
accuracy
5) Parks will analyze and categorize physical con itio/ of facilities under Parks
control
6) Parks will cooperate with auditors during on-site.audits and throughout the year,
and shall accept the CUFR after it is approved by th\ Municipal Audit
Commission.
B. City responsibilities
1) The City will,monitor budget compliance
2) The City will prepare for annual audit, including:
a) Compile year-end figures-and-financial reports, and assure balancing of funds
b) Work with auditors during-on,site audits and throughout year
c) Generate CUFR (or blended CAFR if required by GASB 61)
d), Communicate with and staff the Audit Committee
e) Assure compliance with State of Oregon Statutes and provide documentation
to State v
MEMORANDUM OF UNDERSTANDING
ASHLAND CITY COUNCIL AND ASHLAND PARK AND RECREATION COMMISSION
Agreement made this , day of 2014, between the Ashland City Council ("City")
and the Ashland Park and Recreation Commission ("Parks") and is effective upon
signing by the City and Parks.
RECITALS
A. Under the Ashland City Charter, the Ashland City Co nu cil is the sovereign
authority over all matters of City-wide concern and the owner of all land and other
assets held in title by the City. /
B. The Ashland City Charter creates an elected Ashland Park.Commission,
which also serves as the Ashland Recreation Commission, and empowers the
Commission with "control and management of all,the lands here dedicated for park
purposes," and further empowers the Commission with "control and management of all
park funds, whether the same is obtained by taxation, donation or otherwise?"
C. The City and Parks wish to,clearly define what is meant by "management,"
and what the responsibility of each~entity is,within each aspect of management and to
memorialize these responsibilities in4is mem'brrandu~m of understanding.
D. Management is generally defi\d as planning; organizing, budgeting,
directing and evaluating as described in exhibit/A.
Now, therefore, the City and Parks agree as follloows:
1. Planning.`
A. Parks.re`sp..onsibilities:
1) Park's will develop master plans for the development, operation and maintenance
<of lands and facilities under its control.
2)\Parks will develop and execute functional plans regarding the allocation of staff
and'monetary resources for the operation of facilities and delivery of services
within its scope of authority.
3) Parks will,develop;capital improvement plans (CIPs) for the expenditure of funds
that have.tieen dedicated to land acquisition and park/open space development.
4) Parks will create,rules for use of park land and facilities, providing such rules are
not in conflict with other ordinances of the City.
B. City responsibilities:
1) The City will maintain and periodically update the Comprehensive Plan, including
Chapter VIII, Parks, Open Space and Aesthetics, which serves as the guiding
document for all master plans, functional plans and capital improvement plans.
The City will consider and respond to recommendations from Parks when
amending or updating the comprehensive plan.
2) The City will include the Parks CIP in its biennial budget. The City will determine
and implement all funding mechanisms for capital improvements (including Parks
SDCs), other than donations and grants from non-City sources, and will
determine the timing, manner and method of debt financing, if necessary.
3) The City will, as necessary and upon the advice of the Park Commission, adopt
or amend the ordinances comprising Chapter 10.68 of the Ashland Municipal
Code (Public Parks).
2. Organizing
A. Parks responsibilities
1) Parks will determine the nature and structure of functional divisions in the
Department and how best to structure day-to-day responsibilities among and
within functional divisions.
2) Parks will allocate appropriated resources within budget limits for the purpose of
achieving its adopted goals and objectives as well as the smooth day-to-day
operation of the Department.
3) Parks will continue to contract for serve necessary and appropriate. When
contracting for services, Parks will adhere to all provisions of AMC Chapter 2.50,
Local Public Contract Review Board, an&shall,use/only those bid forms and
contracts that have been approved by the Finance Director, Public Contracting
Officer and City Attorney.
4) Per City Council Resolution 2013-25 and AMC 2.16, Parks will, with the
assistance of the Human Resources Office, hire its parvks and recreation director,
including development•of search criteria and interview processes.
5) Parks will continue-to-provide a representative to the City risk management
committee. /
B. City responsibilities\
1) The City will serve as the-Local Contract Review Board.
2) The City will develop and enforcee all-codified public contracting rules.
3); The City will develop,and enforce all codified personnel rules, as well as
administrative policies necessary for compliance with state and federal laws.
4). The City will develop and'enforce all risk management policies.
5) The city administrator will seek input from the parks & recreation director when
developing public contracting rules, personnel rules and administrative policies,
and risk management policies, whether for formal adoption by the City Council or
administrative approval.
3. Budgeting and Financial Management
A. Parks responsibilities
1) As part of each annual or biennial budget process, using whatever process it
deems appropriate, Parks will develop and recommend a budget to the Budget
Officer.
2) Parks will set recreation fees and rental rates for all Parks-related facilities except
the Community Center, Pioneer Hall and the Grove, for which Parks will
recommend rates for adoption in the City rate review process. All Parks fees and
rates will be included in the City's Master Rate and Fee Schedule.
B. City responsibilities
1) The City reserves and will employ all authority assigned to it under Oregon Local
Budget Law (ORS 294), the Ashland City Charter and any other applicable law.
This includes the authority to:
a) Appropriate funds;
b) Adopt an annual or biennial budget;
c) Refer tax measures to the voters;
d) Set the City tax rate within the limits of the City's Me u e 50 permanent tax
rate; <
e) Provide funding for capital improvements, including the issuance of debt;
f) Establish new, increased or decreased taxes, fees and charges (except fees
and rental or program rates set by Parks), including such taxes, fees and
charges as may be established without voter approval; and
g) Commit discrete revenue streams to specific purposes.
C. Other responsibilities for accounts payable; accounts'"receivable, payroll, purchasing,
cash receipts, fixed assets and project accounting are'shown in the attached exhibit B.
4. Directing
A. Parks responsibilities
1) Parks will assign duties and nsibilities to•Parksstaff, consistent with
position descriptions and the operational requirements of Parks.
2) Parks will develop and implement policies and procedures regarding park land
maintenance:
3) Parks will establish priorities for Parks staff.
4) Parks will implement procedural work policies for Parks staff.
5) Parks will create and maintain current position descriptions for all Parks staff
positions All position; descriptions will continue to be reviewed as to form by the
/City Human,Resources Manager.
6) In/ irecting the\wo\k of Parks staff:
a)\ arks will continue to adhere to all provisions of AMC 3.08, General
Personnel Policies and Employment Responsibilities.
b) Parks will continue to adhere to all City administrative policies. Parks may
adopt rules, regulations, procedures and administrative policies that are
specific toitts~pe/rations. Such administrative policies shall be in harmony
with therequirements established in the City's codified personnel policies and
adopted administrative policies and shall in no case be less restrictive than
the City's adopted policies. Parks shall continue to adhere - without deviation
to the City's adopted administrative policies regarding Prevention of
Violence in the Workplace, Harassment and Non-Discrimination, Vehicle and
Motorized Equipment Driving, IT Security, Electronic Media and Technology
Use, Family Medical Leave, Equal Employment Opportunity and Affirmative
Action, and Military Leave.
c) Parks will continue to take no disciplinary action against any employee
beyond a verbal reprimand without first consulting with the City Attorney and
Human Resources Manager.
d) Parks will continue to ensure that all employees attend mandatory trainings;
whether mandatory as determined by the City Human Resources Manager,
the City Risk Manager or by state or federal law.
e) Parks and Recreation Director will, in consultation with the human resources
manager, establish classifications for Parks employees. The Parks and
Recreation Director will also establish compensation and benefit packages for
Parks employees, subject to the statutory budget process.
f) Parks, with the advisement of the City Human Resources Manager, will
establish COLAs for Parks & Recreation employees s/ubject to the statutory
budget process.
g) Parks will continue to complete Personnel Acn for under the supervision
of the Human Resources Manager.
h) Parks will coordinate all Parks-related worker's compe s do claims, under
the supervision of the Human Resources Manager
i) Parks can develop its own Facebook and Twitter pages, as weii as,,YouTube
videos for instructional and educational purposes. Parks will comply with the
City's Website and Social Media policy and adhere to the provisions of the
City of Ashland Employee-Communication Guide.
B. City responsibilities
1) The City will establish citywide p.and`policies.
2) The City will establish city classifications and,compensation rates. Parks will
work toward aligning class ificatiomand compensation rates with City structure
whenever it is possible and appropriate.
3) The City will maintain all personnel files including Parks', which will be kept in
secured storage in the Human Resour\Qs Office. Personnel files will include
training records. Electronic versions of Personnel Action Forms prepared by
Parks staff'will be stored in a secure folder on the City network, to which City HR
/staff'h sa access`
4) The City will process all worker's compensation claims and will complete the
annual OR-OSHA 300 Log.
5) The City will continue to coordinate the enrollment of all Parks employees in City
benefit,programs.
6) With the exception. o~the Parks and Recreation Director, the City will oversee all
recruitmenfiand*selection processes, including:
a) All job postings will be processed through the Human Resources Office and
posted using` NEOGOV or any succeeding software.
b) Interviews will be scheduled/coordinated by the Human Resources Office,
which will also provide input and assistance with the interview process,
including development of interview questions, providing instructions to
panelists, and distributing final interview packets to panelists. Panelists will
be selected by the hiring manager in Parks. A Human Resources
representative can serve as a panelist if desired by the hiring manager.
c) Written job offers and advanced acknowledgement of the 'critical' City
policies will be handled by the Human Resources Office (excluding part-time
temporary hires).
d) The City will conduct background checks on all new hires in temporary or
regular positions, using a third party vendor if necessary.
e) In coordination with Parks, the City will provide orientation on City benefits for
all new hires, or employees who promote into a regular position with benefits.
5. Evaluating
A. Parks responsibilities '
1) Parks will evaluate employee performance (supervisors) and conduct annual
reviews using City-standard evaluation forms or other forms that have been
approved by the Human Resources Manager.
2) The Parks Commission will evaluate the performance of the director.
3) Parks will analyze program performance to:ensure effective and efficient service
delivery
4) Parks will review and analyze all general.) dger a/ctivity reports to ensure
accuracy
5) Parks will analyze and categorize physidhconditions of facilities under Parks
control
6) Parks will cooperate with auditors during on site1audits and throughout the year,
and shall accept the CUFR after it is approved by the Municipal Audit
Commission.
B. City responsibilities
j'
1) The City will,monitor budgeticompliance
2) The City will prepare for annual audit, including:
a) Compile yearend figures and financial reports, and assure balancing of funds
b) Work with auditors~dunng on-"site audits and throughout year
c) Generate CUFR blended CAFR~if required by GASB 61)
-d) Communicate with :and staff the Audit Committee
e) Assure compliance with State of Oregon Statutes and provide documentation
to State