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HomeMy WebLinkAbout2007-01 Minutes City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES January 11, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige; Facilities Manager Lang Absent: None CALL TO ORDER Rosenthal called the meeting to order at 7:00 p.m. at the Parks Office, 340 S, Pioneer Street, and welcomed newly elected commissioner Melody Noraas, FACILITIES FEES AND CHARGES REVIEW Teige presented a background on facilities fees and charges, reporting that rates for facilities and associated policies had not been reviewed or adjusted in eight to ten years and the department currently was recovering expenses at a rate of 17.5%. She reminded the commission that this was the third consecutive study session relating to the topic of facilities fees and policies and that staff would make final recommendations at the January 22 regular commission meeting. Teige listed the ten free-of-charge users, stating that the City of Ashland owns the buildings, which are managed and maintained by Parks, and the buildings were donated to the city by some of the groups currently receiving free usage. She listed the discounted long-term facilities users, indicating their rentals ranged from $4.50 to $9 per hour, with regular facility rates ranging from $9 per hour to $220 per day and state-wide rates ranging from $15 per hour to $1,400 per day. Issues to be resolved included: 1) Historical use and whether to continue allowing free-of-charge facilities usage; 2) discounted usage; 3) cost of service versus revenue / hourly rates; and 4) access to buildings. She indicated that some of the issues could be resolved within the next fiscal year while others might take longer. Teige recommended annual phased fee adjustments, simplifying the fee schedule, determining a percentage rate of cost recovery, and creating a wedding package for Lithia Park and the Community Center to generate additional revenues. She provided examples of wedding packages from around the state and suggested discontinuing the resident / non-resident wedding rates for Lithia Park wedding patrons. Proposed fee adjustments included: o Pioneer Hall and Community Center: Weekday hourly: $13/hour; weekend hourly: $21/hour o Non-refundable alcohol deposit: $100 o The Grove, full facility: Weekday hourly: $26; weekend hourly: $32 o Senior Center: Non-profit: $12/hour; profit: $14/hour o All-day rentals: Eliminate for all facilities o Security access codes: Eliminate present system and replace with more secure system o Long-term users hourly rate: Raise from $9/hour to $10/hour and request flexibility in moving groups to another facility as needed Public Input Pete Barnes, 2300 Whittle Avenue, President of the Pinochle Club, reported that his organization had received free use of the Community Center for 50 years. He asked that his letter to the commission be placed into the record for his successor and stated that his group could be moved to another city- owned facility if necessary. Ashland Parks and Recreation Commission Study Session - January 11, 2007 Paqe 2 FACILITIES FEES AND CHARGES REVIEW, cont'd. Public Input Art Clemons, 175 California Street, representing the Ashland Folk Dancers, stated that his group had rented the Community Center every week for over 30 years and was a valuable community resource. He reported that: 1) most dancers are drop-ins; 2) approximately 20 dancers attend per week; and 3) the folk dancing organization consistently pays Parks for use of the building on Friday evenings. Other groups in attendance were the American Legion, the Eckankar group, AARP, and Boy Scouts of America Troop 112. Discussion AmonQ Commissioners Commissioners discussed Teige's recommendations and talked about evaluating and raising fees each year to bring them into line with maintenance and operations expenses, Commissioners agreed about the sensitive nature of the topic and the need to simplify the fee schedule and raise rates to recover more than 17.5% of expenses, and also discussed the possibility of charging service groups less for use of the buildings. The commission thanked Teige for her work and expressed appreciation to the community organizations for participating in the process. "ASHLAND ICE" UPDATE Robertson reminded the commission of the proposal by "Ashland Ice" to place a full-sized hockey rink in the space currently occupied by the Darex Family Ice Rink in Lithia Park. He invited Mark Moeglein, the group's representative, to speak to the commission. Moeglein updated the commission on the work of "Ashland Ice." His presentation included a market and schedule analysis, annual budget, project scope and goals, capital cost estimates, fund-raising efforts, and next steps for the project. Discussion Amona Commissioners Commissioners expressed appreciation for Moeglein's efforts, with some stating that the project was out of scale for the area in which it was proposed for placement [the Winburn Way parking lot]. Commissioners voiced concerns about the proposed six-month skating season as well as other aspects of his presentation and agreed that they could not support the project. ADJOURNMENT INTO EXECUTIVE SESSION Executive Session Real Property ORS 192.660 (1)(e) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT - By consensus, with no further business, Rosenthal adjourned the meeting at 9:45 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES January 22, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and T eige Absent: Interim City Council Liaison Navickas CALL TO ORDER Rosenthal called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main Street. APPROVAL OF MINUTES Study Session - December 14, 2006 In the section entitled Lithia Park Fees Review, under .Public Input,. Eggers asked that the sentence referring to the bandshell serving as a megaphone be clarified to read, "...the bandshell is located in a canyon, which serves as a megaphone.. In the same section under "Discussion Among Commissioners,. Eggers asked that the sentence referring to amplified music at ballet rehearsals be changed to more accurately reflect that .'Eggers asked that the ballet rehearsals not include music amplified beyond the immediate stage area." MOTION Eggers moved to approve the minutes as amended. Lewis seconded the motion. The vote was: 5 yes - 0 no Reoular Meetino - December 18, 2006 MOTION Gardiner moved to approve the minutes as written. Eggers seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Ed Laskos, 1420 Fielder Street, speaking as President of STAY (Supporters of Tennis for Ashland Youth), reported that the owners of the Ashland Racquet Club intended to sell their business in the near future and the club's 659 members-as well as tennis teams at Ashland High School, Southem Oregon University, and elsewhere within the community-would lose their covered playing area. He asked the commission to consider creative alternatives, such as placing a bubble over the Hunter Park courts, in the event that the club members could not raise sufficient funds for its purchase. Jack Opgenorth, 575 Elizabeth Street, speaking on behalf of the Rogue Valley Waterpolo Club, stated that the Southern Oregon University pool is in danger of closing due to funding shortfalls for maintenance and operational expenses. He discussed the shortage of public, year-round swimming facilities in the Rogue Valley and asked the commission to consider ways in which to allow citizens to swim year-round, such as placing an enclosure over the Daniel Meyer Pool. ELECTION OF OFFICERS Rosenthal expressed appreciation for the opportunity to serve as chair in 2006 and thanked the commission and staff for their support. He read aloud the duties of both chair and vice chair and called for a nomination for chair for 2007. MOTION Lewis moved to nominate Eggers as chair for 2007. Noraas seconded the motion. MOTION Gardiner moved to nominate Lewis as chair for 2007. Rosenthal seconded the motion. The vote for the first motion was: Eggers, Lewis, Noraas- yes Gardiner and Rosenthal - no Rosenthal ceded the role of chair to Eggers. Page 2 of3 Regular Meeting Minutes - January 22, 2007 Ashland Parks and Recreation Commission ELECTION OF OFFICERS, cont'd. Eggers called for a nomination for vice chair for 2007. MOTION Noraas moved to nominate Lewis as vice chair for 2007. Gardiner seconded the motion. The vote was: 5 yes - 0 no ADDITIONS OR DELETIONS TO THE AGENDA None UNFINISHED BUSINESS SCHOOL MAINTENANCE IGA Robertson referenced the draft intergovernmental agreement contained within the commission packets and summarized its contents, stating that the IGA would authorize Parks to resume maintenance of Ashland's school grounds and provide a framework for the working relationship between Parks and the School District. He stated that this agreement, if approved by both entities, would be contingent upon a secondary Youth Activities Levy agreement, since the first 18 months of funding for the IGA would be represented by a shift in funding from the former Y AL to the Parks Department. Discussion AmonQ Commissioners Commissioners asked clarifying questions about the draft agreement and suggested minor wording changes and corrections. MOTION Rosenthal moved to approve the draft IGA as modified, contingent upon passage of the secondary agreement of the YAL. Noraas seconded the motion. The vote was: 5 yes - 0 no NEW BUSINESS FACILITIES FEES AND CHARGES Teige provided background on the topic, stating that the commission first requested a review of fees and charges in fiscal year 2005-2006 and that three consecutive study sessions were conducted from November of 2006 through January of 2007. She reminded the commission that fees, charges, and rental and usage policies related to Pioneer Hall, Ashland Community Center, The Grove, Hunter Park Senior Center, North Mountain Park athletic fields, Lithia Park picnic areas, Butler Bandshell, and security deposits had not been reviewed or raised in 8-10 years, and she presented recommended fees and policy changes, to potentially take effect in fiscal year 2007-2008. Public Input Brent Thompson, P.O. Box 201 in Ashland, wrote a letter to the commission, which Robertson read into the record, asking that reduced fees be retained for the Ashland International Folk Dancers, a 33-year renter of the Ashland Community Center. Jan Waitt, 147 Manzanita Street, speaking on behalf of the folk dancers, stated that the group had been reliable and conscientious renters of the Ashland Community Center for 33 years and the venue had been ideal for them in terms of size, location, acoustics, and floor surface. Waitt requested continued use of the facility at current rates. Art Clemons, 175 California Street, stated that the folk dancers hoped to retain continuity of location for the benefit of their dancers, many of whom were drop-ins, and reminded the commission that the Ashland City Council established that the group could be bumped to another facility only six times per year or a maximum of one time per month. If the commission chose to permanently relocate them to The Grove, he asked their permission to place a permanent sign outside the facility. Matt Ross, 207-1/2 Pine Street in Phoenix, indicated that the folk dancers had not reached consensus about whether The Grove would work for their needs and stated that the organization drew dancers from throughout northern California and southern Oregon. He expressed that the acoustics of The Grove would not be suitable for their aging folk music recordings, which had not been re-mastered and could be difficult to hear, and asked that the folk dancing group be allowed to continue using the Ashland Community Center for their multi-cultural activity. " .tge 3 00 Aegular Meeting Minutes - January 22,2007 Ashland Parks and Recreation Commission NEW BUSINESS FACILITIES FEES AND CHARGES Discussion Amona Commissioners Commissioners asked a number of questions relative to the proposed fee and policy changes, for which Teige provided answers. The commission agreed to conduct an annual review of fees and charges in November of each year. MOTION Rosenthal moved to approve the recommendations provided by staff and agreed to allow staff to meet with facility users and make appropriate determinations about facility usage. Lewis seconded the motion. The vote was: 5 yes - 0 no SUBCOMMITTEE and STAFF REPORTS Signs and Plaques Subcommittee Appointment Robertson reminded the commission that both Eggers and D, Amarotico served on the subcommittee until the conclusion of 2006 and that D. Amarotico's commission term, which ended at the conclusion of 2006, left a vacancy on the subcommittee. Gardiner requested an opportunity to serve on the subcommittee and was appointed by Eggers, who volunteered to continue serving. Lincoln Statue Update Robertson reported that the new heads for the Lincoln statue were complete, had been shipped from Asia, and were currently in customs in Los Angeles. He indicated that they would be shipped to the donors in the near future and then forwarded to Parks staff for placement upon the statue. Eggers clarified that one head would be placed upon the statue and the other placed into storage for future use. ITEMS FROM COMMISSIONERS Rosenthal reported reading an Ashland Daily Tidings article that quoted an Ashland School Board member as stating that the Parks Department uses more pesticides that the School District. He asked staff to respond, as he believed it to be an incorrect statement. Gies responded, indicating that he also believed it to be incorrect and reporting that the application of pesticides is the most critical issue related to their usage. Eggers requested that Donn Todt, staff horticulturist, make a presentation to the commission in the near future regarding the department's policies and practices relative to pesticide use and application. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS . Study session set for February 8 at 7:00 PM-Parks office, 340 S. Pioneer. Topics to include: · Budget Discussion · Nature Center Staffing Review . Joint study session set for February 15 at 7:00 PM-Parks office, 340 S. Pioneer (tentative). . Regular meeting set for February 26 at 7:00 PM-Council Chambers, 1175 E. Main. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 9:20 PM. Res~ectfully submitted, !L~ 0 ..L- /~H_ - EYt~ / Susan Dyssegard Ashland Parks & Recreation Department . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES February 8, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas; Director Robertson; Superintendents Gies and Teige Absent: Commissioner Rosenthal; Interim City Council Liaison Navickas CALL TO ORDER Eggers called the meeting to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. OAK KNOLL I HOUSING COMMISSION PROPOSAL Eggers reported that the Housing Commission conducted a meeting on January 24 and discussed the Oak Knoll Golf Course in terms of its suitability as a potential location for affordable/workforce housing. She stated that many in attendance were golfers and/or neighbors opposed to the concept, and she reviewed her notes from the meeting. Steve Hauck, a Housing Commission liaison for Parks-related issues, indicated that he was not aware of the intended discussion until it appeared on the meeting agenda. Staff was directed to work with interested commissioners in crafting a memo to the City Council and/or Housing Commission asking for advance notification and discussion about Parks-related topics before placing items on agendas. Lewis agreed to provide a report on the Parks/Schools/City Council Housing Subcommittee meeting [at which a brainstorming session to target available lands for use as affordable housing would be discussed] at a regular meeting of the Parks Commission. CALLE GUANAJUA TO SUBCOMMITTEE UPDATE Robertson reported that the Calle Guanajuato Subcommittee-comprised of two commissioners, a Plaza business operator, a Plaza restaurateur, a representative of the artisans, and staff members Teige and Robertson-conducted a series of meetings for the purpose of resolving conflicts between property owners, artisans, and business operators along the Calle Guanajuato. He distributed a document he prepared entitled "Framing the Issues" and summarized its contents, which included three steps. He explained that "Step One: Issue Identification" was discussed at the first meeting for the purpose of brainstorming issues of concern. "Step Two: Grouping the Issues" was summarized as the process by which the group categorized the topics from the first meeting into three sections: Facilities, Policy, and Administration. He indicated that "Step Three: Goal for Groups" included recommendations for the three identified categories. He reported that the subcommittee identified recommendations for the first category, "Facilities," as follows: 1. Agree upon new property lines with all property owners. 2. City needs to provide accurate map. 3. Resurfacing of Calle. Robertson indicated that recommendations for the other two categories, "Policy" and "Administration," would be developed at upcoming meetings. Robertson reported that the subcommittee reviewed costs associated with maintenance of the area, including restroom/custodial, recycle area, trash, general repair, irrigation, and landscaping, and the group agreed that the most logical and fair solution would be to develop a formula for a square footage rate to charge artisans, business operators, and restaurateurs for hourly usage. He stated that the subcommittee was waiting for the results from the Calle survey and would schedule another meeting after receiving them. . . . Ashland Parks and Recreation Commission Study Session - February 8, 2007 Paae 2 CALLE GUANAJUA TO SUBCOMMITTEE UPDA TE, cont'd. Discussion Amona Commissioners Gardiner, a subcommittee member, reflected on the discrepancy between what historically had been charged by the department for use of the Calle by restaurateurs and artisans, pointing out that restaurants, which occupy the space seven days a week during the season, collectively pay $3,058, while artisans, occupying the space only on Saturdays and Sundays during the season, collectively pay $5,900. Robertson talked about the subsurface paving [required for withstanding loads driven across the Calle's surface] and provided details about potentially charging rates to cover resurfacing costs. He expressed appreciation for the cooperation of the subcommittee and said that all recommendations would be forwarded to the commission for review and approval. BUDGET DISCUSSION-REVENUE Eggers reported that she met with three citizens-Jim Moore, Randall Hopkins, and John Stromberg- regarding the Parks portion of the city's budget and indicated that they were concerned about the Parks Department's diminishing fund balances, Robertson distributed pages from the current fiscal year budget and reviewed them in detail, focusing on revenue. He identified funding sources for the department, including taxes, fees and charges, intergovernmental revenue, interest on investments, and miscellaneous donations. He reported that the projected ending fund balance for the current year was $667,000, which represented the working. capital carryover for the new fiscal year, and stated that Parks historically spends approximately 95% of its budget, with remaining funds carried over into succeeding fiscal years. He indicated that the projected beginning fund balance for '07-'08 was $702,250, with an additional $100,000 of working carryover. Robertson explained historical budgetary details and demonstrated fluctuations in long-term budget outlooks based on changing circumstances. Much discussion ensued about the need to actively manage, long-term budget projections to ensure that up-to-date, accurate information was used. He reported that the Parks budget presentation to the Budget Committee was set for April 30 at 6:00 PM-Council Chambers-following Police and Fire presentations. Discussion Amona Commissioners Eggers talked about broadening the pool of people providing input at study sessions and suggested creating a "Subsidy Chart" to show the public the variety of programs and services subsidized by Parks and the levels to which they are subsidized. Gardiner stated that most members of the public assume that Parks is doing their job and only come out for meetings if they have specific concems. Noraas suggested listing the serviCes and facilities, along with names and ages of individuals using facilities, numbers of times used per person, and costs associated with the operation of the buildings, so the public could be made aware of usage rates and operational expenses required for subsidizing recreational activities. Robertson expressed that it would be difficult to accurately measure unduplicated usage but agreed to work on providing some information' to the commission. Teige reported that the Recreation Division intended to include a survey in the upcoming summer recreation guide, as well as on the department's Web site, to capture information from the public regarding programs, facilities, and services provided by the division. INTRODUCTION TO NATURE CENTER REORGANIZATION T eige distributed the 2006 Nature Center Annual Report, which was prepared by Nature Center staff. She stated that she spent time reviewing the structure of the Nature Center, which led to a review of the structure of the entire Recreation Division. She listed the programs and services offered by the Nature Center, including: . Demonstration gardens · Heirloom gardens . Building exhibits . e - Ashland Parks and Recreation Commission Study Session - February 8, 2007 Paae 3 INTRODUCTION TO NATURE CENTER REORGANIZATION, cont'd. · Community events such as the Salmon Festival, Earth Day Celebration, Migratory Bird Day, Garden Tour · Coordination of 2,700 hours of volunteer hours for assistance with reception, programs, school groups, and others · Maintenance and oversight of natural areas · Coordination of school programs with Ashland School District and other school districts · Service Learning Program · Stewardship Program · Evening talks and community programs throughout the year · Oversight of Community Garden program Teige indicated that she met with Nature Center staff both individually and as a group, identifying staffing gaps and needs and clarifying accuracy of job descriptions. She reported that the two co-directors of the center, Kari Gies and Linda Chesney, worked with the Nature Center Steering Committee over a period of years to identify and address those needs, Teige presented a current organization chart of the Recreation Division and explained the positions and their functions, including positions at the Senior Center, Nature Center, and Parks office. Gaps were identified as: · Volunteer Coordinator - for entire department (possible shared position with city and Parks) · Promotions and Designs Specialist - for in-house development and production of recreation guide, among others · Nature Center Office Manager/Receptionist (downgrade of Administrative Assistant position) · Interpretive Coordinator (from part-time temporary to full-time permanent) · Customer Service Specialist (floater for entire department) · Part-time additional employee (duties to be determined) Staff asked for input from the commission about the role of the Nature Center Steering Committee for the potential Nature Center reorganization and reclassifications. Noraas stated that the Steering Committee consistently served as a sounding board and brainstorming entity for the center. Robertson expressed that the group was critical at the early stages of the center and had functioned more as an advisory board than a steering committee. Noraas agreed that it served in that capacity in the early stages but had since transitioned into serving as a sounding board. Robertson asked whether the Steering Committee should provide input on the reorganization plans. The group agreed that the Nature Center Steering Committee could be incorporated into the staffing reorganization discussion and that Parks staff should be tasked with making reorganization and staffing recommendations to the Parks Commission for consideration and possible approval. Gardiner expressed that the organizational alignment at the Nature Center needed to be established in such a way as to allow the center to function beyond current staff members' tenures. Teige proposed implementing a phased reorganization over a period of four years, with the most critical positions phased in first. She also expressed interest in focusing on reclassifications and "cleaning up" current job descriptions to more accurately reflect duties and responsibilities. Teige indicated that in 2003 Parks staff took 425 registrations, mostly for the pool and ice rink, while in 2006, staff took over 5,000 registrations, further justifying the need for increased staffing levels to support recreation programs in the community. Staff was directed to meet with the Nature Center Steering Committee to inform them of the evening's discussion and to continue providing the commission with updates throughout the process. . . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES February 26, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson Absent: Superintendents Gies and Teige; City Council Liaison Navickas CALL TO ORDER Eggers welcomed members of the public and instructed them about the process for speaking, which she stated could be done during the "Open Forum" period or while discussing an agenda topic. She indicated that they needed to fill out a speaker request form, hand it to a staff person for delivery to the chair, and wait for their name to be called. She then called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main Street, APPROVAL OF MINUTES Study Session - January 11. 2007 In the section entitled Ashland Ice Update, under "Discussion Among Commissioners," Rosenthal suggested summarizing the discussion, within the first sentence, as: "Commissioners expressed appreciation for Moeglein's efforts, with some stating that the full-sized ice rink concept was out of scale for the area...." In the second sentence, he asked that the minutes be amended to more accurately reflect that "Some commissioners voiced concerns about the six-month skate season as well as other aspects of his presentation." He asked that a final sentence, representing portions of the context of the former sentence with some additions, read: "Based on these comments, the proposal lacked support from the majority of commissioners. " MOTION Gardiner moved to approve the minutes as amended. Noraas seconded the motion. The vote was: 5 yes - 0 no ReQular Meetino - January 22. 2007 Under Items From Commissioners, in the section reflecting Rosenthal's comment regarding having read an Ashland Daily Tidings article in which an Ashland School Board Member was quoted as stating that the Parks Department uses more pesticides than the School District, Rosenthal asked that the sentence be altered to read: "as stating that the Parks Department uses more pesticides than the School District and its contractor." Noraas, along with Eggers, asked that the third sentence in that section reflect that "Gies responded...and stated that the method of application of pesticides is ve/}' critical in relation to their usage." MOTION Rosenthal moved to approve the minutes as amended. Lewis seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM None ADDITIONS OR DELETIONS TO THE AGENDA Gardiner asked that staff respond, under "Subcommittee and Staff Reports," to the letter received by the commission regarding Ultimate Frisbee. Staff agreed, and the item was added to the agenda. UNFINISHED BUSINESS YOUTH ACTIVITIES LEVY INTERGOVERNMENTAL AGREEMENT AMENDMENT Robertson reminded the commission of their approval, at the January regular meeting, of an IGA between the Parks Department and the Ashland School District to assume maintenance responsibilities for all school grounds effective March 1, pending approval of an amendment to the Youth Activities Levy. He referenced the Eugene YAL, which was challenged in Oregon Tax Court by a citizen of their community, with the court upholding a ruling that declared that the Y AL, which was based on the Ashland Y AL, was unconstitutional. As a result, he reported that Eugene was required to undergo a settlement process to maintain their activity levy but also refund . Page 20f5 Regular Meeting Minutes - February 26, 2007 Ashland Parks and Recreation Commission UNFINISHED BUSINESS . YOUTH ACTIVITIES LEVY INTERGOVERNMENTAL AGREEMENT AMENDMENT, cont'd. a portion of the funds to the community. He reported that the City of Ashland's attorney, along with School District and staff members, reviewed the Ashland Y AL and determined that Ashland was at risk of the same issue. The City Attorney recommended reapportioning a small piece of the Y AL to move Ashland into compliance for the final two years of the agreement. Staff, working with Finance Department staff, City Attorney staff, and County Assessor staff, determined that the amount to reassign was $121,000 for the current fiscal year, with an additional $121,000 for the next-and final-year of the levy. He stated that, since the distributions had already occurred this fiscal year, staff recommended that the distribution be completed during next fiscal year's apportionment of the YAL, which would be $121,000 times two, plus Parks' regular apportionment. He drew the commission's attention to the agreement, which modifies the Y AL to allow for the withholding. He indicated that the amendment would allow Parks staff to begin maintaining the school grounds effective March 1 and reported that staff recommended approval of the amendment. Discussion AmonQ Commissioners Eggers asked Robertson about the Parks Commission's bid for maintenance of school grounds the previous year, and Robertson stated that it was $140,000. Eggers noted that the amount under discussion did not meet the $140,000 mark and asked for clarification, Robertson stated that, for the balance of this fiscal year, the amount would more than cover the $140,000 and, coupled with the next apportionment, would again more than cover next fiscal year. He reported that the School District would pay Parks for their maintenance services in cash in the out years of the contract. MOTION Noraas moved to approve the Youth Activities Levy Intergovernmental Agreement amendment. Lewis seconded the motion. . NEW BUSINESS PRELIMINARY BUDGET GOALS Robertson reviewed the staff report, providing background on the budget development process, including the development of a revenue and expenditure budget by staff and the establishment of goals. He indicated that, once goals were established, the commission and staff would prepare the capital and operations portions of the budget. He reminded the commission that, over the past three years, they had established 8-10 goals for the year, and the goals were focused on projects. The goals, he reported, allowed staff to gauge its work plans, its success or failure, and provided the commission with a way to measure and evaluate staff based on achieving established goals. Robertson indicated that staff met with each commissioner individually to recap the goals from the previous year and progress made. He read the list of synthesized goals generated from the individual meetings, including: · Construction of North Main / Scenic Park and Ashland Creek (Vogel property) Park . Improvements at Oak Knoll Golf Course · Improvements at Darex Family Ice Rink (possibly using grant funds) · SOU Swimming Pool - determine a regional solution for the regional facility · Continue working on 06-07 budget goals, including: o Department logo change o Succession planning o Evaluating energy consumption o Non-native vegetation removal o Participation in workforce housing o Others The vote was: 5 yes - 0 no Page 3 of5 Regular Meeting Minutes - February 26, 2007 Ashland Parks and Recreation Commission NEW BUSINESS . PRELIMINARY BUDGET GOALS, cont'd. . Other goals mentioned included: o Bringing back the swans o Frisbee golf o Reviewing dog policies Discussion Amon!:! Commissioners When asked by Gardiner, Robertson reported that Ashland Ice talked with Parks staff regarding the collapse of the ice rink roof as a result of the recent heavy snowfall. He reported that staff believed the roof to be a complete loss and that the department was self-insured. Rosenthal asked about the status of the RFP process for construction drawings for the park sites in Ashland, and Robertson reported that the deadline for proposals was set as March 21. He stated that staff would review the proposals and recommend a firm. Once the expenditure was approved, the architect could begin the work. He indicated that the N. Main / Scenic Park site would probably go quickly and construction could begin by the end of the current fiscal year. In terms of the Ashland Creek Park, he stated that it could take several months for the engineering portion to be completed, followed by the permitting process. When asked by Lewis, Robertson reported that the same engineering firm could potentially create construction drawings for both park sites. Noraas asked about the golf course goal, including capital improvements and advertising, stating that she did not see anything in the goals list that referenced improvements for program elements, which she expressed would be critical for improving operations of the golf course. Robertson indicated that the "Movies on the Range" program last summer was intended to make the golf course a destination for more members within the . community, not just golfers. He reported that the program met with a high level of success. He further stated that staff was working with the golf pro to expand programs to meet more golfing needs within the community. He referenced a program in which older golfers worked with younger golfers to mentor them in their golfing goals. He stated that the Golf Course Subcommittee recognized the need to promote the course, create incentives for new golfers to play at the course, and create the sense that everyone within the community is welcome at the golf course. He reported that Teige was working on developing a series of programs, to be held in the clubhouse in the evenings, for such classes as golf fitness, exercise instruction, and others. Robertson agreed to make a goal to increase non-golfing programming at Oak Knoll, with the intent of bringing more community members to the course. Noraas additionally suggested growing golfers through schools, senior programs, and/or women's organizations to reach out to the community. Robertson referenced one commissioner's concept of building on the current momentum [generated by the Housing Commission's discussion of using the golf course for affordable housing units] to motivate members in the community to visit the course. Gardiner reported that he joined the Men's Club last year and announced that their annual meeting was set for the following Monday, Eggers asked the commission to review their top goals for the sake of other commissioners and the public. Rosenthal talked about the value of recreational opportunities provided by Parks as well as those that had been suggested but not implemented within the community. He suggested possibly discussing a community recreational facility that might be run by the Parks Department. Lewis discussed the importance of developing the two park sites, developing a regional solution for the potential SOU pool closure, further discussing a disc golf course, proceeding with a succession plan, and reducing energy consumption. Eggers talked about moving into the development phases for both park sites, possibly by the end of the next fiscal year; establishing two more community gardens by the next gardening season; ice rink issues, including . setting directions and making a timeline and plan for next year; further discussing swimming pool issues; reviewing policies to see if they needed to be updated; discussing marketing at the golf course while also keeping in mind her concerns about subsidizing golf and placing more money into the infrastructure of the course without evaluating the success of a marketing plan. Page 4 of5 Regular Meeting Minutes - February 26, 2007 Ashland Parks and Recreation Commission NEW BUSINESS . PRELIMINARY BUDGET GOALS Discussion Amonq Commissioners. cont'd. Noraas talked about the importance of discerning community recreational needs and being stewards of the environment and the community, with annual goals reflecting those needs. In terms of the golf course, she expressed interest in drawing more community members to the course by making it attractive to non-golfers. She mentioned installing a trail around the course to encourage community members to view it as another park, which could also serve to increase success at the golf course. Gardiner advocated for the facilities we have or hope to have. He emphasized the need to continue making improvements at the golf course, recognizing that the subcommittee implemented a three-year improvement plan. In terms of the ice rink, he mentioned establishing a long-range plan to focus on rink improvements. By way of comparison, he reminded the commission of their resurfacing of the tennis courts at Hunter Park, which made the courts a more viable recreational asset within the community. He spoke again of the need to make improvements at facilities and not to allow deterioration or neglect to compromise their future. Robertson was directed to give a budget goals summary at the March 7 study session, including a goals statement and a methodology for moving forward. SOU POOL ISSUES Robertson reported that SOU held a meeting several years ago to inform the community about the condition of the SOU pool and to outline their grave concems about sustaining the pool. He indicated that staff had talked with Medford Parks and Recreation and followed their progress in working on the "Howard Park Project." He reported that in early 2007, SOU again held a meeting and provided an inclusive list of concems and associated . costs, which they estimated as $86,669.56, along with an escrow account of $25,000 for any emergency repairs. Robertson contacted the Oregon Recreation and Parks Association and asked for assistance from pool experts. He requested that ORPA members review the list prepared by SOU, tour the facility, talk to SOU staff, and assess the critical items as well as those that possibly could be postponed while continuing to operate the pool. He emphasized that the SOU pool is a regional facility that would require a regional solution. Discussion Amonq Commissioners Gardiner questioned the length of time required to produce a report following the ORPA visit and Robertson indicated that the report would take approximately one week to generate following the visit. He expressed hope that the report would answer the question about whether the SOU pool was worth rehabilitating or if it would make sense to place a bubble over the Daniel Meyer Pool. Rosenthal remembered that a community proposal for the pool was submitted to SOU and subsequently rejected and he asked Robertson whether he recalled the proposal. Robertson stated that promises were made by the community and additional meetings were proposed by SOU, none of which materialized. Public Input Hailey Kuhn, P.O. Box 3338, referenced the letter sent to the commission on behalf of the swimming community and asked for their support in finding both short- and long-term solutions to providing a year-round swimming facility in the area. Donna Blazinski, 465 Williamson Way, spoke on behalf of the lap swimming community about the need for finding a suitable facility for the sport. Risa Buck, Oak Street, spoke of her joy in swimming outdoors at the Daniel Meyer Pool and the need to find a year-round solution for lap swimmers in the community. . Rich Hobbins, 3340 Dark Hollow Road in Medford, speaking in his role as a swim team supervisor, spoke of the need to provide a year-round swimming facility for youth within the community. Tucker Whitson, 148 Alida Street, stated that he had been a master swimmer for 18 years and believed in the importance of providing year-round swimming opportunities for children and others and encouraging swimming as a lifelong sport. Susan Dyssegard Ashland Parks and Recreation Department , ) City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES March 7, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige Absent: City Council Liaison Navickas CALL TO ORDER Eggers called the study session to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street, and explained the meeting process to those in attendance. BUDGET GOALS Robertson distributed a draft goals list for FY 07-08, indicating that it was a compilation of feedback received from the previous commission meeting. Draft goals included: · Park development - North Main! Scenic and Ashland Creek! Vogel park sites · Oak Knoll Golf Course - Improvements · Darex Family Ice Rink - Improvements . SOU pool - Participate in regional solution for maintenance issues I possible pool closure · Community gardens - Possible additional sites · Recreation master plan - Possible development · Continuing budget goals from FY 06-07, including: o Department logo o Succession planning o Evaluating energy consumption o Non-native vegetation removal o Participation in workforce housing Robertson asked for feedback from the commission. Commissioners expressed thoughts and opinions about the goals and reached consensus about moving forward! continuing discussions about all items listed. Commissioners also agreed to continue discussing unfinished FY 06-07 goals and requested the following minor changes: o Evaluating energy consumption - include greenhouse gas consumption and a tour of facilities in the spring, focusing on energy consumption o Participation in workforce housing - change to "consideration of... in the event that Parks purchases properties listed on Open Space Plan" Public Input Sue Parrish, 201 S. Mountain Avenue, speaking as the Executive Director of the Siskiyou Field Institute, requested FY 07-08 funds, in the amount of $3,000, for the Ashland High School! Siskiyou Field Institute Summer Outdoor Program. She stated that the program is a positive experience for students and that participants receive academic credit for their work. [Other members of the public also spoke about the value of the program, including the dean of students at Ashland High School and a grandparent of a former participant. ] Linda Thomas, P.O. Box 563, requested funding for the creation and placement of no smoking signs in Lithia Park. She indicated her awareness of a smoking ban in all city parks and reported observing many smokers in Lithia Park since the ban took effect. She read aloud three letters from citizens in support of no smoking signs-Angelika Thomas, Mary Yount, and Dominiqe Brown-all of whom could not attend the meeting. Ashland Parks and Recreation Commission Study Session - March 7, 2007 Page 2 BUDGET GOALS Public Input. cont'd. Ron Corallo, 805 Indiana, spoke in support of the Oak Knoll Golf Course. He reported that he circulated petitions within the community [regarding the Housing Commission's proposed use of the golf course property for affordable housing] and obtained nearly 2,000 signatures from citizens opposed to the concept. He stated that he plays golf year-round at Oak Knoll and requested improvements at the course; specifically, cart paths. He thanked the Parks Commission for their time and effort in serving the community. Ron Tracy, 1138 Augusta Court, representing the Oak Knoll Homeowners Association, asked the commission to support the suggested improvements outlined in Commissioner Rosenthal's SOU Capstone Study. He indicated that the FY 06-07 golf course improvements were appreciated by golfers at the course and said that a wood-chipped pathway around the course, if implemented, would be much used by nearby residents. Discussion Amonq Commissioners Commissioners thanked the public for their input and stated that the study session was a time to collect information but not to make decisions. Robertson talked about the upcoming study session on March 14 in which commissioners would be given the opportunity to look at FY 07-08 budget spreadsheets and consider funding allocations. ADJOURNMENT - With no further business, Eggers adjourned the meeting at 9:20 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES March 14,2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; City Council Liaison Navickas; Superintendents Gies and Teige Absent: Commissioner Noraas CALL TO ORDER Eggers called the study session to order at 7:00 p.m. at the Parks office, 340 S. Pioneer Street, and reviewed the agenda. Commissioners agreed to switch the order of the first two topics, placing "Capital Expenditures" before "Recreation and Maintenance Budgets." CAPITAL EXPENDITURES Robertson reviewed funding sources for Parks, reporting that taxes represent the main source followed by fees and charges for services. He reminded the commission of meetings conducted since October 2006 at which fees and charges were reviewed. Gies distributed Parks Division FY 07-08 budget worksheets and guided the commission through their review. He stated that the division typically spends 90% of allocated funds each fiscal year. Commissioners asked a number of questions about items appearing on the budget sheets and received clarifying answers. Gies directed commissioners' attention to the Golf Division budget worksheets, stating that budget projections were held to the same level as the current fiscal year. REVIEW RECREATION AND MAINTENANCE BUDGETS Teige distributed Recreation Division FY 07-08 budget worksheets. She reported that, in 06-07, the division was directed to review Nature Center staffing levels to determine potential gaps. She provided information about the process used in determining needs and indicated that gaps were identified as: 1. Promotions and Publications Coordinator [new position] 2. Full-time Receptionist at Nature Center [reclassified position] 3. Interpretive Coordinator 4. Volunteer Coordinator [shared position with City of Ashland] 5. Nature Center Manager Teige indicated that the two most critical positions, numbers one and two, were proposed for FY 07-08. She reviewed the potential duties of the Promotions and Publications Coordinator position, stating that the position could internally produce the recreation guide ($30,000/year savings); produce in-house brochures for the department; serve as Web master for the department; and handle all internal press-related issues. She spoke of the value of allowing one person to manage all aspects of promotions and publications, indicating that it would help the department develop a standardized look. Robertson and Gies discussed the Youth Activities Levy (YAL) and Capital Improvement Plan (CIP) budgets. Robertson said that FY 07-08 would conclude the current Y AL and he reviewed the adjustments required for its final year, which were initiated by the tax court ruling in Eugene and allowed Ashland to be brought into compliance. In terms of the CIP budget, Gies and Robertson indicated that Parks and City of Ashland CIP funds could be made available for Parks' projects, since SDCs are housed within the city's CIP. Robertson reported that SDCs could be used for purchases of property or capital improvements. He talked about specific capital improvement projects-both those unfinished from FY 06-07 and those anticipated for FY 07-08. Ashland Parks and Recreation Commission Study Session - March 14,2007 Page 2 PUBLIC INPUT Sonja Dedrick, 1021 Oak Knoll Drive, speaking as a representative of the Oak Knoll Women's Golf Association, stated that she has been a member for 27 years. She reported that the group of approximately 50 women, ranging in age from mid-30s to late 80s, plays golf every Tuesday from mid-March through the beginning of November and provides valuable support to various community groups and golf clubs. Judith Hirsch, 940 B Street, reported that she is a member of the women's club and believes it to be a great asset to the community. She expressed concern about retaining the current golf operations and providing budgetary support to the course. Jerry Hauck, 847 Garden Way, stated that he is a member of the men's golf association and encouraged the commission to follow through on the capital improvement projects slated for the golf course in FY 06-07. Tom Kennedy, 209 Crowson Road, requested that the $40,000 budgeted for improvements at the course in FY 06-07 be used for those purposes. Keith Massie, 1615 Peachey Road, reported that his son is a water polo player and requested assistance from the commission for the SOU pool maintenance problems and potential closure. He suggested finding a way to keep the pool open for a few more years, until the new swimming facility opens in Medford. Jim McGinnis, 629 Altamont Street, talked about his recent training with AI Gore regarding climate change and offered his knowledge to the commission in terms of opening up dialogue about problems that could develop over the next 20 years based on decisions and actions made today. He suggested the development of an educational program in the parks system regarding xeriscape landscaping and other mitigating efforts. John Maurer, 1085 Elkader Street, stated that he has lived in Ashland since 1975 and believes the golf course to be under-funded. He said that, in order for the course to become a revenue stream and an enhancement for the local tourism industry and the community, improvements are needed. He expressed the opinion that the course is a gem of a property and adds more value to the community than any other recreational facility in town. Jeff Benson, 1144 Augusta Court, speaking as the President of the Oak Knoll Homeowners Association, stated that the golf course is a tremendous asset to the community and asked the commission to defend the facility. He reported that residents within the Oak Knoll subdivision are not in favor of replacing the course with affordable housing units. Ron Tracy, 1138 Augusta Court, spoke on behalf of the Oak Knoll Homeowners Association in supporting the golf course. Discussion Amon!:! Commissioners Commissioners thanked the public for their input. Robertson requested direction from the commission about the Nature Center staffing proposal and the potential allocation of $500,000 toward capital improvement projects. He indicated that it was possible, if the commission felt the need, to increase or decrease the CIP allocation by drawing from other portions of the budget. In terms of Teige's staffing request, he stated that, if approved, it would need to be presented to the Budget Committee as an "add package," along with justification for the changes. Commissioners expressed interest in supporting the Nature Center staffing changes, stating that they would provide long-term advantages such as enhanced products and services and a potential cost savings [by bringing the recreation guide in-house]. They agreed to discuss the allocations for capital improvement projects at the March 19 study session. Eggers requested that the commission begin a process, starting at the March 19 study session, in which commissioners provided feedback at the end of their meetings-both positive and negative-about their impressions of the meetings. She stated that she appreciated feedback in any medium [phone calls, emails, in-person contacts]. I L I ~ "and Parks and Recreation Commission ..ltudy Session - March 14,2007 Page 3 ADJOURNMENT - With no further business, Eggers adjourned the meeting at 9:20 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation r ~ - City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES March 19,2007 i i I I I, II ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; City Council Liaison Navickas; Superintendents Gies and Teige Absent: None CALL TO ORDER Eggers called the meeting to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street CAPITAL IMPROVEMENT PROJECTS Robertson reviewed the budget process to date, reporting that the City of Ashland Finance Department directed staff to develop the Parks budget without incurring additional expenses. He indicated that staff was able to accomplish that goal with a few exceptions, including possible Nature Center staff restructuring [one new FTE and a restructured position] and additional maintenance workers for schools. Commissioners asked several budget-related questions, including the possibility of adding a Volunteer Coordinator [shared position with the City of Ashland], potential development of additional trails I funding sources, and the status of the request from the Siskiyou Field Institute for $3,000 in FY 07-08 to help fund their Summer Outdoor Program. Robertson responded that SDC-generated funds could be used for trail purchases, not trail development, but that CIP funds could be used for trail development In terms of the SOP, he indicated that providing funding from Parks would be a commission decision, not a staff decision. Robertson distributed long-term budget projections based on expending 100% of budgeted amounts over a four-year period. He reminded the commission that they typically spend below that level, but in the event of an unforeseen disaster, it was prudent to review the numbers. Public Input Jerry Hauck, 847 Garden Way, questioned whether all recreational activities offered through the Parks Department are profitable and why golf is viewed in terms of profitability if other unprofitable recreational offerings are not similarly viewed. He asked whether other recreational offerings are provided year-round, the number of people they serve, and if the commission's three-year golf course improvement plan would move beyond its first year. Ron Corallo, 805 Indiana Street, reported that he prepared a listing of golf course events and said that the golf course is an important community-based recreational venue and many listed items are charitable events that benefit the community. He stated that Drew Moyers, Golf Course Superintendent, is "doing the work of three people" to get the course in better shape and needs the commission's support. Marty Karlin, 1580 Greenmeadows Way. Robertson reported that Karlin could not attend the meeting but sent a correspondence requesting $25,000 toward a disc golf course in Ashland, possibly located next to the wastewater treatment plant Discussion Amonq Commissioners Commissioners reviewed the proposed FY 07-08 CIP list prepared by staff. Items included: · Nature Center office addition · N. Main Park site · Ashland Creek Park site · Playground upgrades · Ice Rink Improvements · Calle resurfacing · Lithia Park duck pond (upper) ..hland Parks and Recreation Commission .;tudy Session - March 19, 2007 Pace 2 CAPITAL IMPROVEMENT PROJECTS Discussion Amon!:! Commissioners. cont'd. · Sherwood Park restroom · Hunter Park tennis lights · Oak Knoll Golf Course projects · Nature Center gazebo and enclosure · Disc golf course · Siskiyou Field Institute - Summer Outdoor Program Commissioners reviewed the projects, some of which were carried over from the previous fiscal year. After extensive discussion, proposed allocations included: · Nature Center office addition - remove from list / revisit next year · N. Main Park site - allocation of $400,000 (overall park development) with possible additional $50,000 from SDCs · Ashland Creek Park site - included above, with possible additional $50,000 from SDCs · Playground upgrades - $30,000 (from unused FY 06-07 allocation) · Ice rink improvements - $50,000 seed money (from unused FY 06-07 allocation) · Calle resurfacing - remove from list / develop fee and surcharge structure for funding of maintenance and improvements through CIP · Lithia Park duck pond (upper) - no funds allocated / research options with possible RFP · Sherwood Park restroom - remove from list / revisit next year · Hunter Park tennis lights - remove from list / possible UST A grant money / revisit next year · Oak Knoll Golf Course projects - allocation of $40,000 · Nature Center gazebo and enclosure - remove from list / revisit next year · Disc golf course - remove from list / revisit next year · Siskiyou Field Institute - Summer Outdoor Program -$3,000 (last year of Parks funding - encourage them to seek alternative funding sources) Commissioners also discussed/sought solutions regarding funding requests for: · No smoking signs in parks - Discuss outside budget process · Environmental education program for global warming - Discuss outside budget process Eggers requested feedback from commissioners about the meeting in terms of whether they felt it was successfully conducted, with anticipated goals achieved. Commissioners provided positive feedback about the amount they were able to accomplish, the value of conducting monthly study sessions, and their appreciation about reaching consensus on issues. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 9:20 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES March 26, 2007 . ATTENDANCE Present: Commissioners Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; City Council Liaison Navickas; Superintendents Gies and Teige Absent: Commissioner Eggers CALL TO ORDER Lewis called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main Street. APPROVAL OF MINUTES Study Session - February 8, 2007 MOTION Rosenthal moved to approve the minutes as written. Noraas seconded the motion. The vote was: 4 yes - 0 no Reaular Meetinq - February 26. 2007 Under New Business item "Preliminary Budget Goals," Rosenthal requested that the minutes more accurately reflect that "He advocated for a master plan for recreation that might encompass discussing a community recreational facility that might be run by the Ashland Parks Department." Under "Upcoming Meeting Date(s) and Proposed Agenda Items," Gardiner noted that the upcoming regular meeting date was scheduled for March 26 [not February 26]. MOTION Noraas moved to approve the minutes as amended. Gardiner seconded the motion. The vote was: 4 yes - 0 no . PUBLIC PARTICIPATION OPEN FORUM None ADDITIONS OR DELETIONS TO THE AGENDA None UNFINISHED BUSINESS APPROVAL OF FY 07-08 GOALS Robertson reminded the commission of the process they used in developing goals for the upcoming fiscal year. He indicated that staff met with each commissioner to provide updates on current fiscal year goals, including progress on capital improvement projects, and then asked commissioners to brainstorm goals for the new fiscal year. He reported that staff synthesized comments and reported back to the commission, The commission then formulated the comments into goals after hearing additional public comment. Proposed FY 07-08 goals [paraphrased] were identified as: . Park Development-N. Main/Scenic and/or Ashland Creek/Vogel property . Oak Knoll Golf Course-advertising/marketing plan, continued improvements, and non-golf programming . Darex Family Ice Rink-redevelopment using outside funds . SOU Pool-Participation in regional solution for maintenance issues and potential closure . Community Gardens-Identification and construction of two additional garden sites . Recreation Master Plan-Form committee to develop master plan for short / long-term recreation goals · Continuing FY 06-07 Budget Goals, including: o Department logo o Succession planning o Evaluating energy consumption and greenhouse gas effects o Non-native vegetation removal Page 2 of3 Regular Meeting Minutes-March 26, 2007 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS APPROVAL OF FY 07-08 GOALS, cont'd. Discussion Amonq Commissioners Noraas reported that she addressed a golf course issue with the commission and staff via email and apologized for not waiting to discuss the matter at a study session in which commissioners and the public could be present. Commissioners asked a number of questions about the budget goals, including those pertaining to a potential ice rink grant, participation in a solution for the SOU pool issue, and potential additional community garden locations, and Robertson provided answers. City Council Liaison Navickas reported his involvement in a tripartite housing committee tasked with targeting affordable housing locations for the city. He reported that the next meeting of the committee was set for Wednesday, April 18, at 4:30 PM-Ashland High School Library. Rosenthal voiced appreciation for the excellent work of staff in preparing the FY 07-08 budget goals. MOTION Gardiner moved to accept the goals as proposed and to move forward with their approval for FY 07-08. Rosenthal seconded the motion. . . The vote was: 4 yes - 0 no APPROVAL OF FY 07-08 BUDGET Robertson stated that the approved goals would serve as the framework for the overall budget development in the upcoming fiscal year, providing a gauge by which to judge staff accomplishments and determine time allocations. He indicated that the Parks Commission budget process was determined by the City Council, which directed all city departments to adhere to the same guidelines. He reported that guidelines provided by the City Council [via the Finance Department] directed staff to work under the assumption that dollar amounts for materials and services budgets would remain the same as the previous year, with caveats such as the contractual agreement related to the maintenance of the school grounds and the increase resulting from the requirement of bringing the Ashland Y AL into compliance in its final year. He talked about "add" and "delete" packages and the process used in incorporating them into the overall Parks budget in preparation for the Budget Committee's review. Robertson requested recommendation of approval to the Budget Committee for the proposed FY 07-08 Parks Commission budget totaling $8.430 million. Discussion Amonq Commissioners Commissioners made several comments about the budget process and thanked Robertson and other staff for their efforts in preparing a thorough and transparent budget. MOTION Gardiner moved to recommend approval for the proposed FY 07-08 Parks and Recreation Commission budget. Noraas seconded the motion. The vote was: 4 yes - 0 no NEW BUSINESS None SUBCOMMITTEE and STAFF REPORTS Recreation Report Teige provided the commission with a report on the Darex Family Ice Rink Winter 2006-2007 season, stating that the rink hosted 12,200 visitors for hockey, skate lesson, open skate, school group, and civic and church group sessions. She reported that the rink generated $47,300 in revenue for the season and a new program- stroller skating-was added for the first time. She provided additional details about four special events held at the rink as well as changes to the schedule. . Page 3 of3 Regular Meeting Minutes-March 26, 2007 Ashland Parks and Recreation Commission . SUBCOMMITTEE and STAFF REPORTS Recreation Report, cont'd. Teige reported on the upcoming Daniel Meyer Pool season, talking about staffing and scheduling efforts. She indicated that the pool would open with a regular schedule on Monday, June 18, 2007; the schedule would include open swim, lap swim, and water aerobics; and the pool would remain open through mid-September, pending staff availability. Teige reported on two special upcoming events: Earth Day on Saturday, April 21 from 11-4:00 at ScienceWorks Hands-on Museum and the Annual Community Bike Swap on Saturday, May 12 from 12-4:00 at The Grove. ITEMS FROM COMMISSIONERS Gardiner updated the commission on the work of the Calle Guanajuato Subcommittee, indicating that cost recovery was their overall goal, with a portion of the funds eventually used for resurfacing the Calle. Gardiner suggested using the Oak Knoll Golf Course pro shop for non-golfing groups, to encourage use of the facility by non-golfers within the community. Navickas asked about the status of the Ashland Youth Activities Levy and its relation to the Eugene levy and Robertson provided a summary. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Study session set for April 16 at 7:00 PM-Parks office, 340 S. Pioneer. Topic to include: · Calle Guanajuato Subcommittee report and recommendations · Regular meeting set for April 23 at 7:00 PM-Council Chambers, 1175 E. Main. Topic to include: · Calle Guanajuato Subcommittee discussion and possible approval ADJOURNMENT - By consensus, with no further business, Lewis adjourned the meeting at 8:05 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES April 16, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Noraas; Director Robertson; Superintendent Teige Absent: Commissioners Lewis and Rosenthal; City Council Liaison Navickas; Superintendent Gies CALL TO ORDER Eggers called the meeting to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. CALLE SUBCOMMITTEE REPORT AND RECOMMENDATIONS Robertson reminded the commission of their decision to form a subcommittee to review matters relating to the use of the Calle Guanajuato walkway. He indicated that the subcommittee consisted of one Plaza restaurateur, one Calle artisan, one Plaza merchant, and two members of the Parks Commission, with two Parks staff liaisons assisting. He updated the commission on the work of the subcommittee, including: Step 1: Issue Identification through brainstorming Step 2: Grouping the issues · Facilities - including mapping and surface data, paving the bridge to the recycle center, the closure of Southern Oregon Tallow, and condition/surface of the Calle · Policy - including contracts, policies of operations, rental costs, long-term growth, rules for refuse, and definitions of spaces · Administration - including enforcement of rules and operation of the space Robertson reviewed the recommendations proposed by the subcommittee within Step 2: · Facilities: o Determine property lines either agreed upon with owners or surveyed at a cost shared with owners o Set up a capital improvement fund for resurfacing the Calle o Provide hard surface from bridge to recycling center · Policy: o Convert Lithia Artisan's Market percentage rate and the Calle restaurants' per chair rate to a $3.00 per square foot annual rate o Site booth and restaurant locations o Enforce by random written checks by the police and CSO officers and follow up with Parks staff · Administration o Parks staff will administer contracts and collect fees quarterly or annually as determined by the Parks Commission o Parks staff will follow up on the random written checks and deal with concerns as they arise. Robertson reviewed the "per square foot" formula for Calle maintenance expenses, estimated at $17,000 per year, which included costs associated with restroom custodial, recycle area, trash, general repair, irrigation, and landscaping. Robertson stated that he and Teige met with each Plaza restaurateur to review the subcommittee's proposals prior to the evening's discussion and no serious concerns were expressed; however, a request was made for the installation of a commingled recycling bin and the issue of grease recycling was discussed [in light of Southern Oregon Tallow's impending closure]. ,nland Parks and Recreation Commission .:itudy Session - April 16, 2007 Page 2 CALLE SUBCOMMITTEE REPORT AND RECOMMENDATIONS, cont'd. Discussion AmonQ Commissioners Commissioners reviewed the recommendations provided by staff. Gardiner, a subcommittee member, offered his perspective on the project, stating that the group established guidelines with a goal of developing a fair fee to charge toward funding the Calle's resurfacing, among other expenses, He reported that the subcommittee agreed to raise fees gradually, with a review conducted each year. Other subcommittee members-Marcus Scott of the Artisan's Guild, Susan Powell from Pilaf Restaurant, and Dona Zimmerman from Webster's-agreed that the subcommittee's process was fair, reasonable, and equitable. Public Input Marcy Davy, 33 N. Main Street, expressed three concerns with the recommendations, including: 1) whether the space rental concept might be discriminatory against Plaza merchants wishing to rent space on the Calle; 2) potentially inappropriately low rental rates for vendors ($5 per day or $10 per weekend); and 3) whether it was appropriate for the city to allow "for-profit" businesses [artisans] to legally operate under a "non-profit" umbrella such as the Lithia Artisan's Guild. She thanked subcommittee members and staff for their efforts. Robertson reported that the City Attorney reviewed the Lithia Artisan's Guild contract and did not express any concerns. He indicated that Portland Parks and Recreation established a rate in a similar situation, Staff agreed to add the topic to the April 23 regular meeting agenda. ADJOURNMENT OUT OF STUDY SESSION ADJOURNMENT INTO EXECUTIVE SESSION Executive Session Real Property ORS 192.660 (1)(e) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation -- -- ~ . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES April 23, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; City Council Liaison Navickas; Superintendents Gies and Teige Absent: None CALL TO ORDER Eggers called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main Street. APPROVAL OF MINUTES Study Session - March 7, 2007 Under "Budget Goals," Eggers requested that the first bulleted item before "Public Input" read "greenhouse gas emissions" rather than "greenhouse gas consumption." MOTION Gardiner moved to approve the minutes as amended. Lewis seconded the motion. The vote was: 5 yes - 0 no Study Session - March 14.2007 Under "Review Recreation and Maintenance Budgets," Eggers requested that the last paragraph on the first page relating to the adjustments to the Youth Activities Levy being "initiated' by the tax court ruling in Eugene be corrected to indicate that they were "prompted' by that ruling. On the second page under "Public Input," Eggers asked that the sentence referring to providing feedback about meetings be revised to reflect that "Eggers requested, starting at the March 19 study session, that commissioners provide feedback regarding the process of their meetings." MOTION Noraas moved to approve the minutes as amended. Lewis seconded the motion. The vote was: 5 yes - 0 no Study Session - March 19,2007 Under "Capital Improvement Projects," Eggers requested that the sentence in the first paragraph on the first page regarding the development of projects be clarified to read, "... to develop the Parks budget without incurring additional expenses over previous years." In the same section on the last page under "Discussion among Commissioners," Eggers asked that the last bullet more accurately reflect that "Commissioners discussed and sought solutions regarding a funding request for 'Identifying and addressing department practices which may contribute to greenhouse gases.'" MOTION Rosenthal moved to approve the minutes as amended. Noraas seconded the motion. The vote was: 5 yes - 0 no Reqular Meetinq - March 26. 2007 Under "Items from Commissioners," Eggers [who was absent from the meeting but listened to the recording] requested that the term "Oak Knoll Golf Course pro shop" be referred to as "club house" to more accurately reflect that the meeting space Gardiner suggested allowing non-golfing groups to use would include the food service and pro shop areas of the building. MOTION Gardiner moved to approve the minutes as amended. Rosenthal seconded the motion. The vote was: Yes -Gardiner, Lewis, Noraas, Rosenthal Abstain - Eggers . PUBLIC PARTICIPATION OPEN FORUM None . ADDITIONS OR DELETIONS TO THE AGENDA Gardiner requested an opportunity to discuss the golf course club house I pro shop issue during "Items from Commissioners." UNFINISHED BUSINESS CALLE SUBCOMMITTEE RECOMMENDATIONS Robertson reviewed the commission's decision to form a subcommittee for the purpose of determining issues associated with the Calle and making recommendations for its maintenance and use. He reported that the subcommittee met frequently throughout the fall and winter and followed a process in which they identified issues, grouped the issues into three categories, and evaluated the issues, with the goal of providing recommendations to the commission. He indicated that significant concerns were identified as: the physical condition of the Calle walking surface; lack of accurate maps of the Calle to designate space; and the need to update the fee schedule to reflect the growing importance of the Calle as a place of commerce and prepare for future maintenance and capital needs. Robertson outlined the subcommittee's recommendations as follows: · Determine property lines with property owners · Establish a capital improvement fund for resurfacing the Calle and making other future repairs · Provide a hard surface from the bridge to the recycling center along the west back area · Convert the Lithia Artisans Market percentage rate and the Calle restaurant rate per chair to a $3.00 per square foot annual rate · Site booth and restaurant locations · Request enforcement [by random written checks] from police and CSO officers, with follow up from Parks staff · Allow Parks staff to administer contracts and collect fees quarterly or annually as determined by the commission · Allow Parks staff to follow up on the random written checks and deal with concerns as they arise Robertson reported receiving a written correspondence from a lawyer representing a Plaza merchanVlandowner on Friday, April 20. He indicated that the Assistant City Attorney, with whom he met after receiving the letter, determined that the agenda item could be discussed with the addition of the following sentence: "Siting of booth and restaurant locations need to address elimination of conflicts between all permitted uses, including the use of restaurants, artisan's market, and property owner access." Robertson reported that the Assistant City Attomey advised the commission to meet in executive session in the near future to discuss the merchanVlandowner's concerns. Public Input Jim Young, 1102 Holton Road in Talent, speaking as the president of the Lithia Arts Guild, thanked the Parks Commission for allowing artisans to conduct business on the Calle and pointed out the ways in which the guild contributes to the community. He spoke in support of the request by Munchie's Restaurant for Calle seating. Marcy Davy, 33 N. Main Street, speaking as the owner of Rare Earth on the Plaza, stated that complaints she outlined last year had not been resolved by the Parks Commission. She voiced a number of concerns about the proposed Calle Guanajuato Subcommittee recommendations. Marcus Scott, 237 Willow Way in Talent, speaking as a subcommittee member, indicated his approval of the subcommittee recommendations, which he felt were fair. He stated that the Lithia Artisans Market adds flavor to downtown Ashland and the artisans contribute to the community while eaming income from the market. Discussion Amon!:! Commissioners Gardiner spoke of his experience as a subcommittee member, stating that their goal was to determine an equitable process by which to lease the Calle space and to evaluate fair prices for users of the space. He encouraged the commission to approve the subcommittee's recommendations as presented. . . . Page 2 of5 Regular Meeting Minutes-April 23, 2007 Ashland Parks and Recreation Commission . Page j of5 Regular Meeting Minutes-April 23, 2007 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS CALLE SUBCOMMITTEE RECOMMENDATIONS Discussion Amono Commissioners. cont'd. Lewis asked for further clarification about the process by which the $3/square foot fee was determined and Robertson provided an answer. Lewis questioned how best to resolve conflicts between Calle users and Robertson stated that the Assistant City Attorney's suggested meeting with the commission in executive session would give them an opportunity to review the issues. Rosenthal voiced approval for the recommendations and stated that, as a subcommittee member, he witnessed a rational and reasonable public process. He requested that the commission disregard the bullying tone of a Plaza merchant and the Assistant City Attorney's suggestion for an executive session and that they approve the recommendations as presented. Noraas spoke favorably of the proposed recommendations, stating that the topic was publicly discussed on three separate occasions and the subcommittee members [using the Calle for business purposes] were in agreement with the recommendations. She reminded everyone that Calle improvements were needed on the heavily traveled walkway due to safety concerns. Eggers thanked the subcommittee for their work and expressed support for their recommendations. MOTION Rosenthal moved to approve the Calle Subcommittee recommendations as presented by staff, not including the Assistant City Attorney's recommendations. The motion died for lack of a second. MOTION Noraas moved to adopt the Calle Subcommittee recommendations as presented by staff, including the Assistant City Attorney's recommendations. Lewis seconded the motion. Discussion Amono Commissioners Rosenthal requested a thorough review of the Assistant City Attorney's recommendations before considering their possible inclusion into the subcommittee's recommendations. The vote was: Yes -Eggers, Gardiner, Lewis, Noraas No - Rosenthal . . MUNCHIES RESTAURANT REQUEST Robertson reminded the commission of the request by Michael Cooke, owner of Munchie's Restaurant, for outdoor seating along the Calle. Michael Cooke, 479 Euclid Street, stated that he took ownership of the restaurant two years ago and had lost customers due to his inability to accommodate their requests for outdoor seating. He indicated that outdoor seating would provide a "win-win" for the commission as well as his customers and would provide more jobs within the community. He encouraged the commission to approve his request for outdoor seating. Commissioners asked questions, including the number of tables requested and their proposed location along the Calle. Cooke stated that he wanted to place ten tables outside: four tables for four and six tables for two. He reported that he and his staff paced off the area and discovered that, even with the tables in place, the 8-foot clearance could be maintained. He indicated that he might place umbrellas over the 4-person tables and that he hoped to place a rolling serving cart on the Calle. Discussion Amona Commissioners Commissioners discussed the request in detail, with some expressing support and others raising concerns that were based on the limited amount of available space. Noraas requested an opportunity to see the proposed setup to better determine its practicality. Lewis suggested granting the request contingent on the site being marked in the near future, with adjustments made as needed. Navickas suggested a 3D-day trial, with a review at the next regular commission meeting. Staff was directed to place the topic on the May 21 regular commission meeting and to conduct further research prior to that date. . Page 4 of5 Regular Meeting Minutes-April 23, 2007 Ashland Parks and Recreation Commission . NEW BUSINESS ASHLAND SOCCER CLUB REQUEST Robertson reported that the Ashland Soccer Club requested assistance from Parks staff in lining the Ashland Middle School fields each week, indicating that the current school maintenance agreement does not include the work, He reported that Parks staff members provide that service on the North Mountain Park fields, on which the soccer club also plays, because those City-owned fields are managed by the Parks Department. Public Input James Peck, 981 Hiawatha Place, thanked the Parks Department for their mowing. He stated that the Ashland Soccer Club has 350 members and 22 teams, from elementary through high school, and he requested assistance from Parks in lining the Ashland Middle School fields each week during the spring soccer season. Jeanne Chouard, 1178 Hillview, requested assistance in lining the fields since the soccer club does not own effective lining equipment. She stated that one of the missions of the Parks Department is community recreation and every additional dollar requested for soccer expenses potentially eliminates soccer families from participating in the program. Discussion Amonq Commissioners Gardiner pointed out that North Mountain Park is managed by the Parks Department while the middle school fields are not, and Schools pay Parks, on a "fee-for-service" basis, for their grounds maintenance. Commissioners expressed concern about setting a precedent of spending $3,000 of the Parks budget assisting with this group's request and about discussing a budgetary issue after the budget planning process was concluded. . Staff was directed to add the topic to a future policy discussion regarding the Parks Commission's overall mission for sports fields. PUBLIC TRAIL EASEMENT APPROVAL Robertson reported that, over the past two years, the Ashland Woodlands and Trails Association (AWTA) had worked with neighbors along the Talent Irrigation Ditch (TID) to provide public trail access. He indicated that Nicholas H. Dienel, owner of approximately 71 feet of trail along the TID, granted a pedestrian access easement along his stretch located above Weller Lane. Robertson recommended the commission's approval of the trail easement request. MOTION Gardiner moved to approve the trail easement as presented. Rosenthal seconded the motion. The vote was: 5 yes - 0 no . SUBCOMMITTEE and STAFF REPORTS Park Design Update Gies reviewed the process undertaken in hiring a landscape architectural firm to create construction drawings for two park sites in Ashland [North Main/Scenic and Vogel] and reported that the KenCairn Sager firm was chosen for the projects. ITEMS FROM COMMISSIONERS Gardiner asked about the golf course club house in terms of non-golfing groups' use of the facility. Teige indicated that the Homeowners Association occasionally uses it during the day but that evening use would require staff time, unless the commission chose to leave it unstaffed. Lewis requested an opportunity to update the commission on the work of the Joint Housing Subcommittee. The commission agreed to place the item on the May 10 study session agenda. Teige reported that Earth Day 2007 was a successful event and thanked the entire committee-which included ScienceWorks Hands-on Museum, Ashland Sanitary, and Ashland Parks and Recreation staff members-for their assistance. . Page 5 of5 Regular Meeting Minutes-April 23, 2007 Ashland Parks and Recreation Commission . UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Study session set for May 10 at 7:00 PM-Parks office, 340 S, Pioneer. Topic to include: · Affordable Housing Subcommittee report · Smoking ban update · Regular meeting set for May 21 at 7:00 PM-Parks office, 340 S. Pioneer. ADJOURNMENT - By consensus, with no further business, Eggers adjoumed the meeting at 9:15 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES May 10, 2007 ATTENDANCE Present: Guests: Absent: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; City Council Liaison Navickas; Director Robertson; Superintendents Gies and Teige City Administrator Bennett; Administrative Services Director Tuneberg None Executive Session Exempt Public Record & Consult with Legal CounselORS 192.660 (2)(Q(h) CALL TO ORDER Eggers called the meeting to order at 7:25 p.m. at the Parks Office, 340 S. Pioneer Street. BUDGET REVIEW Robertson presented background information on the budget process and spoke about the outcome of the April 30 meeting. He read aloud the motion approved by the Citizen's Budget Committee, which stated: "Hardesty/Gregorio moved/seconded to tentatively accept the Ashland Parks and Recreation budget with an exception that the department look at alternatives which may include bringing back to the committee the proposed budget with as much as 5% cuts with an emphasis on capital outlay expenditures. Bond, Chapman, Gregorio, Hardesty, Jackson, Stebbins, and Thompson - yes. Everson, Navickas, Heimann, and Levine - opposed. Motion passed 7 to 4." Robertson distributed March 19 budget meeting minutes, including capital items, as well as a list of proposed budget reductions prepared by staff. Proposed reductions included: 1. Remove Senior Program Specialist / add $20,000 for temporary employee · Impacts include loss of Senior City Utility Discount involvement, Heating Assistance Program involvement, reduced hours of operation at Senior Center · Saves $30,000 2. Remove Promotions Coordinator position / add back Administrative Assistant position; remove Receptionist position / add back $30,000 in contracted services · Reduces capabilities for department-wide position · Eliminates a temporary employee · Restricts program capabilities of Nature Center · Saves $20,200 3. Remove $60,000 from Parks Materials and Services · Reduces non-native vegetation removal · Reduces fuel reduction program · General belt tightening · Saves $60,000 4. Transfer $45,000 from M & S to YAL · Preserves the expenditure but reallocates based on Y AL final year 5. Transfer $48,000 from Parks Personnel to Y AL · Preserves the expenditure but reallocates based on Y AL final year Ashland Parks and Recreation Commission Study Session - May 10, 2007 Paae 2 BUDGET REVIEW, cont'd. 6. Reduce Parks transfer to Capital budget by $20,000 · Retains Recreation Division van that was to have been replaced by hybrid vehicle 7. Reduce $5,000 from Golf Division budget · Eliminates $5,000 in capital improvements 8. Eliminate $32,000 for CSO from Maintenance Materials and Services · Reduces graffiti removal program and Skate Park / general park rule enforcement 9. Eliminate $50,000 for CAP Officer Program · Reflects potential reduction in time spent with Park Patrol rule enforcement 10. Increase Recreation Division program revenue by $10,000 11. Eliminate $3,000 contribution to the Summer Outdoor Program (Siskiyou Field Institute) 12. Eliminate $2,000 for contracted senior field trips with YMCA Robertson spoke about the millage rate of $2.09 for Parks and $1.62 for the City for every $1,000. Eggers requested clarification about whether documentation existed for that arrangement and Bennett stated that the City honored the agreement despite any apparent formal arrangement. Rosenthal asked Navickas to interpret the motion and Navickas responded that the Budget Committee was concerned that the proposed Parks budget wasn't flat, as were other departments' budgets, but included increases. He indicated that other budgets were presented flat with the expectation that departments might be allowed to include additional expenditures later in the budget process. Bennett suggested that the Parks Commission return to the Budget Committee to describe for them the potential impact of a 5% Parks budget cut. Eggers stated that Parks absorbed the Senior Program, portions of the Police budget (CAP Officer, half of the CSO position, and Park Patrol), and The Grove without requesting additional funding for their support. She indicated that the additional responsibilities significantly increased the Parks budget and the Budget Committee needed to understand the impact to Parks. Gardiner expressed frustration with the budget process and the need to defend the Parks millage before the Budget Committee each year. He reminded the commission of Councilor Hardesty's suggestion that Parks reduce its capital outlay and reported that he did not hear other Budget Committee members support her suggestion. Bennett suggested that Parks respond to the capital outlay request, even if the response was that Parks could not find appropriate ways to make such cuts. Robertson reminded the commission of their approved capital outlay projects. Noraas expressed concern with the possible elimination of the new Promotions Coordinator position, stating that the position would provide assistance to the entire department. Robertson reviewed other proposed budget reductions, including paring down Parks Materials and Services by $60,000. Eggers expressed concern about reducing non-native vegetation and fuel reduction. Robertson talked about the budget impact in terms of the Y AL's conclusion in 2008. In terms of reducing the Parks budget, Robertson recommended that the commission consider items 4, 5, 6, 7, 11, 12, and ask for a dollar amount rather than a reduction in millage. Navickas suggested meeting with the Parks Commission and Hardesty to discuss the budget. He also suggested that staff research the ways in which parks and recreation programs reduce crime in neighborhoods and cities. Rosenthal talked about increasing revenues and indicated that item 2 could help generate more revenue by promotions of programs. He expressed concern about a potential $100,000 reduction in funds for park development. He stated that he could only support items 4, 5, 6, 11, and 12. Lewis agreed that he could not support reducing funds for park development. I 'I I ! Ashland Parks and Recreation Commission Study Session - May 10, 2007 Paae 3 BUDGET REVIEW, cont'd. Bennett stated that the items drawing commission support were not sufficient. She made the following suggestions to the commission: 1. Show the Budget Committee all Parks budget reduction possibilities 2. Show the committee the impact of each budget reduction 3. Pull items 4 and 5 off the list 4. Keep everything on the list; prioritize the list; cut $100,000 out of capital outlay 5. Take item 10 off the list; don't show revenue 6. During presentation, when referring to items 8 and 9 (policing), indicate that Parks does not wish to make those cuts Commissioners agreed to meet in special session on Tuesday, May 15, to further discuss and adopt a list of proposed budget reductions. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 9:47 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION SPECIAL MEETING MINUTES May 15, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; City Council Liaison Navickas; Director Robertson; Superintendents Gies and Teige Absent: None CALL TO ORDER Eggers called the meeting to order at 12:00 p.m. at the Parks Office, 340 S. Pioneer Street. PROPOSED BUDGET RECOMMENDATIONS Robertson reported that, based on the results from the April 30 Budget Committee meeting and the May 10 Parks Commission study session, it was necessary to provide the Budget Committee with proposed budget reductions totaling approximately 5% at their May 17 meeting. He presented a proposed list of prioritized budget reductions and their impacts. Items included: 1. Transfer $45,000 from Materials and Services to Youth Activities Levy (YAL) · Preserves the expenditure but reallocates based on Y AL final year 2. Transfer $48,000 from Parks personnel to Y AL · Preserves the expenditure but reallocates based on Y AL final year 3. Eliminate Senior Program Specialist / Add $20,000 temporary employee · Impacts include loss of Senior City Utility Discount involvement, Heating Assistance Program involvement, reduced hours of operations at Senior Center. Would require City to restructure these programs. · Saves $30,000 4. Eliminate $3,000 for Summer Outdoor Program (Siskiyou Field Institute) 5. Eliminate $2,000 for contracted senior field trips with YMCA 6. Remove $60,000 from Parks Materials and Services · Reduce non-native vegetation removal (Lithia Park and forest interface) · Reduce fuel reduction program (Lithia Park and forest interface) · Reduce park maintenance materials (all parks) · Saves $60,000 7. Reduce Parks transfer to Capital budget by $20,000 · Retains recreation van that was planned to be replaced by hybrid vehicle 8. Reduce $5,000 from Golf budget · Eliminates $5,000 in capital improvements 9. Eliminate $32,000 (100% of Parks funding) for CSO from Maintenance Materials and Services · Reduces graffiti removal program and skateboard / general park rule enforcement 10. Eliminate $50,000 (50% of Parks funding) for CAP Officer Program · Reflects potential reduction in time spent with Park Patrol rule enforcement 11. Remove Promotions Coordinator position / add back Admin Assistant position; remove Reception position / add back $30,000 to contracted services · Reduces capabilities for department-wide position · Eliminates a temporary employee · Restricts program capabilities of Nature Center · Saves $20,200 12. Reduce Capital Improvements by $100,000 · Reduces / delays construction of neighborhood parks .:ihland Parks and Recreation Commission Special Meeting Minutes - May 15, 2007 Paae 2 PROPOSED BUDGET RECOMMENDATIONS, cont'd. Robertson shared with the commission a draft memo prepared by staff. He requested feedback on the memo, stating that it would be presented by Eggers at the May 17 Budget Committee meeting, along with the proposed budget reductions list. Commissioners asked that the memo clearly state that any reductions to the budget would represent losses to vital services within the community, including funds for senior programs, policing, and Lithia Park/other park maintenance. Commissioners questioned long-term impacts of potential cuts and asked whether, once reduced or eliminated, the services could ever be restored. Commissioners expressed frustration with the outcome of the April 30 budget meeting and commented that several councilors were absent. Eggers disclosed that she met with Mayor Morrison and two city councilors (Hartzell and Hardesty) and the meetings were positive, with Hartzell speaking in support of the Parks budget and Hardesty requesting clarification about several budget issues. Robertson spoke of the value and importance of a Parks Commission presence at the May 17 meeting and asked the commission to attend and provide their valuable perspective about budget reduction impacts. Commissioners offered additional suggestions about the memo and the list of proposed budget reductions and agreed to attend the May 17 Budget Committee meeting and speak in support of items one and two. MOTION Noraas moved to approve the list of proposed budget reductions, including their impacts, and to support items one and two only. Lewis seconded the motion. The vote was: 5 yes - 0 no ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 12:40 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES May 21, 2007 Executive Session Employee Negotiations ORS 192.660 (1)(d) ADJOURNMENT OUT OF EXECUTIVE SESSION ADJOURNMENT INTO REGULAR SESSION ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendent Gies Absent: City Council Liaison Navickas; Superintendent Teige CALL TO ORDER Eggers called the meeting to order at 7:10 PM at the Parks office, 340 S. Pioneer Street. APPROVAL OF MINUTES Study Session - April 16, 2007 MOTION Gardiner moved to approve the minutes as written. Noraas seconded the motion. The vote was: 5 yes - 0 no Reoular Meetino - April 23. 2007 MOTION Noraas moved to approve the minutes as written. Lewis seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM None ADDITIONS OR DELETIONS TO THE AGENDA None UNFINISHED BUSINESS MUNCHIES RESTAURANT REQUEST Robertson reminded the commission of the request by Michael Cooke, owner of Munchie's Restaurant, for outdoor seating along the Calle. He referenced photos showing proposed table placements and a 2001 staff memo and map reviewing the conditions and rules for outdoor restaurant seating. He noted that the conditions and rules outlined in the 2001 memo and map exist to the present day. Public Input Michael Cooke, 479 Euclid, requested outdoor seating for his restaurant patrons, stating that it would allow him to remain competitive in the Ashland marketplace, since restaurants offering outdoor seating generally serve more patrons than those without such seating. He listed a number of advantages to his proposal, including the creation of more jobs within the community and the beautification of the area behind his restaurant, and expressed hope that the commission would make a quick decision. Discussion Among Commissioners Commissioners asked a number of questions, including: the location of the serving cart; whether the 8-foot clearance required by the Fire Marshall could be maintained; whether the additional seating would compromise the artisans' marketplace; the number of tables to be used by patrons; and how quickly the tables would be set up if the request were to be approved by the commission. Cooke and staff responded that the serving cart would be located near the railing; the artisans were aware of the request and supportive of it; the market would not be Page 2 of3 Regular Meeting Minutes-May 21, 2007 Ashland Parks and Recreation Commission UNFINISHED BUSINESS MUNCHIES RESTAURANT REQUEST, cont'd. compromised; six tables would be set up initially; and the tables could be placed on the Calle as early as the following weekend. MOTION Noraas moved to grant Munchie's Restaurant outdoor seating as proposed. Lewis seconded the motion. The vote was: 5 yes - 0 no NEW BUSINESS BEAR CREEK GREENWAY MAP PROPOSAL Robertson reported that the Bear Creek Greenway Committee planned to place maps along the Greenway, at designated intervals, to provide visitors with a quick reference and assistance for its use. While the comment period had expired, he assured the commission that all comments and suggestions would be delivered to the committee at their next meeting, which was set for the following day. Gies reported that the committee planned to place mile markers along the trail, starting at Emigrant Lake, and mount the markers on angled posts. Discussion AmonQ Commissioners Commissioners spoke in favor of the maps and mile markers. Eggers asked that the committee cluster the signs and consider the aesthetics of their placement. Eggers requested an update on the Ashland Gun Club lease extension request and Robertson stated that he was working on a draft lease extension/agreement, which he planned to forward to the City Administrator and club managers. Robertson reported that he was scheduled to tour the club with some city councilors the following week. SOU POOL RESEARCH REPORT Robertson updated the commission on SOU pool maintenance issues, reminding them that SOU proposed closing its pool by June 30 unless the community could raise $86,000 plus $25,000 in reserve. He reported that he and Gies volunteered to research the pool's maintenance issues, met with pool experts, and conducted tests on the pool. He stated that they toured the pool with a certified pool operator (CPO) instructor and also looked at the Bend municipal pool, as it is covered by a bubble and Ashland community members had requested consideration of placing a bubble over the Daniel Meyer Pool. He indicated that pool bubbles can create unsafe conditions for staff due to long-term exposure to higher-than-safe levels of chlorine within the enclosed areas. Robertson reported that he, Gies, and the experts with whom they met agreed that the SOU pool would not suffer a catastrophic failure in the near future. Robertson presented four options to SOU staff and the local swimming community in early May: 1. Do nothing and close the pool on June 30 2. Remodel pool- at a cost of $500,000 - $750,000 3. Cover Daniel Meyer Pool- at a cost of $250,000 - $350,000 4. Operate current pool "as is" - if the community could raise $86,000 plus $25,000 in reserve Robertson recommended operating the SOU pool lias is" and suggested the following: · Dig test wells at miniumum of 20 feet outside natatorium to determine water table in May · If water table is deep enough, drain pool in mid-May · Inspect and replace hydrostatic valves on main drains · TV inspect main drain lines and all return lines possible · Remove and service sump pump, main pump, and auto fill valve · Have tile repaired where needed per Robertson/Sherwood report (volunteers) · If return lines prove unserviceable, replace with temporary system similar to Sheldon High School pool · Reopen pool in mid-September and reduce operating cost by 30% because of closure ~ ,"age 3 of 3 Regular Meeting Minutes-May 21, 2007 Ashland Parks and Recreation Commission NEW BUSINESS SOU POOL RESEARCH REPORT, cont'd. In terms of funding, he reported that the Ashland School District pledged money from the 2008 Y AL and Phoenix-Talent School District also pledged funds. He indicated that Parks staff trained in pool operations- CPOs Gies, Teige and Farquhar-could provide pool maintenance expertise and advise SOU pool maintenance staff if requested, but that the SOU pool would not become a budget item for the Parks Department in the new fiscal year. Robertson provided the commission with an updated lap swim schedule for the Daniel Meyer Pool, indicating that it was purposely altered, in light of the potential SOU pool closure, to provide additional lap swimming hours for community members prior to its official, seasonal opening on Monday, June 25. Commissioners thanked Robertson and Gies for assisting in working toward a solution to the potential pool closure at SOU. SUBCOMMITTEE and STAFF REPORTS Robertson reported on the dates and locations for the 2007 ORPA and NRPA annual conferences and welcomed commissioners to consider attending either or both events. Eggers requested a future opportunity to discuss whether the value received by attending the conferences justified the cost to Ashland taxpayers. Other commissioners expressed that value could be found in "networking" and that Parks staff might find the conferences more useful than commissioners. ITEMS FROM COMMISSIONERS Gardiner reported that recent golf course improvements were appreciated and utilized by the golfing community. Commissioners discussed their budget process and expressed appreciation for the direction provided by staff and the support of other entities within the community. Eggers requested more rigid enforcement-by the CAP Officer, CSO Officer, and Park Patrol-of the bans on dogs and bikes in parks. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Study session set for June 18 at 12:00 PM-Oak Knoll Golf Course, 3070 Hwy 66. Topic to include: · Tour and review golf course facility · Regular meeting set for June 25 at 6:30 PM-Council Chambers, 1175 E. Main. Topic to include: · Executive Session: Employee Negotiations-ORS 192.660 (1}(d) ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 8:50 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department r - City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES June 18, 2007 ATTENDANCE Present: Absent: Guests: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Superintendents T eige and Moyers City Council Liaison Navickas, Director Robertson, Superintendent Gies Bob Haney, Greg Williams CALL TO ORDER Eggers called the meeting to order at 12:05 p.m. at the Oak Knoll Golf Course clubhouse, 3070 Hwy 66. VERDE VILLAGE DISCUSSION Teige referenced the memo prepared by Robertson regarding the proposed land swap associated with the Verde Village development and directed commissioners' attention to item two: "Is the proposed land swap of equal or greater recreational value than the land originally purchased with the Land and Water Conservation funds?". Further referencing the memo, she stated that the 1.3 acres of city property contain the entrance road to the Dog Park and a section of the Bear Creek Greenway while the 2.59 acres of Williams property include stream corridor for Ashland Creek, a wetlands, and a new trail route for the Bear Creek Greenway. She indicated that a new entrance to the Dog Park would result from a new road system as part of the Verde Village development. Teige introduced Greg Williams, landowner, and invited him to speak to the commission. Williams stated that the 1.3 acres of city-owned land was appraised at $101,000 while the 2.59 acres of Williams property was appraised as $360,000. He emphasized the "win-win" nature of the proposed land swap, as park patrons would have better access to the park, the city would gain ownership of the riparian area, and the Verde Village development would benefit from obtaining the city-owned land. Williams asked the commission to recommend support of the proposed land swap to the Planning Commission, which could then recommend approval to council. He indicated that the proposal also required approval by both state and county representatives. GOLF COURSE DISCUSSION Teige said that both Bob Haney-Oak Knoll Golf Course pro-and Drew Moyers-Golf Course Superintendent-were on-hand to talk to the commission about operations at the pro shop and golf course maintenance. She introduced Haney and invited him to speak to the commission. Haney outlined typical pro shop operations, stating that golf carts were set out and staged in the morning and pro shop staff greeted golfers and provided them with opportunities for lessons. He said that an average day drew 100 golfers, half from Ashland and the other half from surrounding areas. He reported that ZIP codes were obtained for tracking purposes. Other operational details included: · Driving range - provide fresh golf balls at the range · Restaurant - provide food and beverage options · 18-hole play - increasing interest by golfers · Specials - example: "Dollar Day" on Wednesdays for food and beverage items Haney stated that the course is in great shape and a large number of tourists play, especially during special events such as the SOU graduation. He said that tourism comprises around 30% of his business and he sees a good deal of "repeat business." When asked about using a more detailed tracking system, Haney reported that such systems cost approximately $15,000. When asked about tying into the Parks Department's software system, "Recware," to register and track golfers, Teige responded that it might be II II II i ,shland Parks and Recreation Commission Study Session - June 18, 2007 Paae 2 GOLF COURSE DISCUSSION, cont'd. possible to install a computer at the pro shop and purchase an add-on feature, specifically designed for golf applications, for the Recware system. She volunteered to check into the cost of the add-on package. Teige reported that the new Promotions Coordinator would soon begin working on both a golf course Web site and brochure. Commissioners talked about the value of the recent golf course improvements, including the paving of the driving range path and tee box additions, and indicated that the upgrades were probably largely responsible for increases in driving range use and rounds of golf played. Commissioners thanked Haney for his efforts. Teige asked the group to move outside to speak with Drew Moyers about golf course maintenance. Moyers talked about golf course mowing, stating that the grass is mowed to the shortest level in the interior section, the greens, followed by subsequently higher mowing on the collar, fairway, and roughs (exterior). He reported that the maintenance crew at the golf course consists of three full-time staff, up from two in the previous fiscal year, and the course is maintained seven days a week. He stated that crew members spot- water sections of brown lawn on greens and spot-treat weeds with herbicides. Moyers reported the necessity of making daily repairs and improvements to the irrigation system and said he was in the process of teaching his crew the skills for making such repairs. In terms of mowers, Moyers stated that the largest mower, the 580, mows the roughs with a rotary mower and is not used in the rain. The reel mower was identified as the mower responsible for leaving stripes in the fairway, and the "greens" mower, reported to be the smallest of the riding machines, was said to be used for mowing greens, collars, and tee boxes. Moyers said that the staff fleet mechanics are responsible for maintaining and repairing the mowers, even beyond their normal life spans, and that some of the mowers might be ready for replacement. He indicated that the golf course is irrigated with water from the Talent Irrigation Ditch and is bordered by Bear Creek and Neil Creek. In terms of the wetlands running through the course, he stated that crew members do not weed eat or spray herbicides around those areas. Rosenthal talked about the value of recent golf course improvements, stating that results were visible in terms of increased use of the course and the range. He questioned impacts of potential future irrigation system improvements. Moyers said that the primary impact would be improved use of staff time. Eggers asked for an estimated number of staff hours that might be saved with a new irrigation system. Teige agreed to work with Moyers to determine an estimate. Rosenthal and Gardiner reminded the commission of proposed golf course capital improvement plan upgrades, including new sand for the sand traps, a tree planting scheme, additional tee box replacements, and a potential multi-use trail around the course. Commissioners thanked Moyers for his efforts. They expressed interest in walking the course in the future to determine possible locations for a multi-use trail around the course. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 1 :40 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation ~ City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES June 25, 2007 Executive Sessions Employee Negotiations ORS 192.660 (1)(d) Real Property Acquisition ORS 192.660 (2)(e) ATTENDANCE Present: Commissioners Eggers, Gardiner, Noraas, Rosenthal; City Council Liaison Navickas; Director Robertson; Superintendents Gies and Teige Absent: Commissioner Lewis CALL TO ORDER Eggers called the regular meeting to order at 7:15 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Study Session - May 10, 2007 Under "Budget Review," Eggers requested that the sentence referring to documentation be rephrased as: "Eggers requested clarification about whether documentation existed for that arrangement and Bennett stated that the City honored the agreement despite lack of documentation of a formal arrangement. " MOTION Rosenthal moved to approve the minutes as amended. Noraas seconded the motion. The vote was: 4 yes - 0 no Special Meetino - May 15, 2007 Under "Proposed Budget Recommendations," Eggers requested that the sentence referring to her disclosure of meeting with public officials regarding the Parks budget read, "Eggers disclosed that she met with Mayor Morrison and spoke with Councilor Hartzell [who previously spoke with Hardesty]." MOTION Gardiner moved to approve the minutes as amended. Rosenthal seconded the motion. The vote was: 4 yes - 0 no ReQular MeetinQ - May 21. 2007 Under "Subcommittee and Staff Reports," Eggers requested that the sentence referring to commissioners attending state and national conferences more accurately reflect that: "Eggers expressed reservations about the value of the NRPA conference compared to the cost to Ashland taxpayers." She also asked that the minutes reflect that she expressed support of training opportunities for staff and commissioners. MOTION Gardiner moved to approve the minutes as amended. Noraas seconded the motion. The vote was: 4 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM None ADDITIONS OR DELETIONS TO THE AGENDA None UNFINISHED BUSINESS None . .,e 2 of 3 .egular Meeting Minutes-June 25, 2007 Ashland Parks and Recreation Commission NEW BUSINESS PROPOSED LAND SWAP, VERDE VILLAGE Robertson reported that local property owners Greg and Valri Williams requested a land swap between the City of Ashland and the proposed housing development, Verde Village. He indicated that the developer proposed trading 2.59 acres of private land, appraised at $360,000, in exchange for 1.3 acres of City land, valued at $101,000. The City-owned land was identified as containing the entrance road to the Dog Park, a section of the Bear Creek Greenway, a grass-covered area, and the restroom adjacent to the property while the private land was reported to include a stream corridor for Ashland Creek, wetlands, and a new trail route for the Bear Creek Greenway. He said that a new entrance to the Dog Park would result from a new road system if the proposal were to be approved. Robertson emphasized that the commission's responsibility was to consider whether the proposed swap would benefit or hinder the Dog Park and/or the Bear Creek Greenway and to answer question number two contained in the staff memo: "Is the proposed land swap of equal or greater recreational value than the land originally purchased with the Land and Conservation funds?" Robertson said that the proposal required additional approval by both state and county representatives. Discussion AmonQ Commissioners Noraas asked about maintenance requirements for the potentially swapped land and Robertson said it would be a low maintenance area but would require sensitivity in the riparian area as well as some non-native vegetation removal. Eggers invited commissioners to ask questions of Kerry KenCairn, landscape architect for the project, who was in attendance and spoke briefly about the project. Gardiner disclosed his friendship with landowner Williams and said he had reviewed the project many times. He stated that access to the Dog Park and the bike path through the creek/Greenway area would be an improvement over the current arrangement and would fit perfectly with the commission's goal of providing continued access to the creek and serving as stewards of the land. Noraas said that the plan would provide better recreational opportunities than the current situation and that the land, some of which is located in a floodplain, did not appear to pose flooding problems. Rosenthal and Eggers spoke favorably of the proposal in terms of providing increased recreational value over the current arrangement. MOTION Noraas moved to recommend approval of the proposed land swap to the Ashland City Council. Gardiner seconded the motion. The vote was: 4 yes - 0 no ULTIMATE FRISBEE REQUEST Robertson reported that Derek Volkart requested the use of the North Mountain Park playing fields in May 2008 for an Ultimate Frisbee tournament called "Cramp Up." He invited Volkart to speak to the commission. Derek Vol kart, P.O. Box 3384, stated that the tournament had been held on SOU fields in past years but a recent shift in the university's fields policy required organizers to seek other options. Discussion AmonQ Commissioners Commissioners asked Volkart a number of questions about the game and the toumament. Volkark provided an overview of the game and stated that the tournament typically draws up to 300 participants. Robertson said that if Volkart required both the softball and baseball fields in May, a fence would stand between them and pose an obstacle to tournament play. He reported that high school spring baseball was the commission's first priority with field scheduling during that time. Rosenthal asked about the game's impact to turf, especially in rainy weather, and Volkart stated that players wore turf shoes or soccer cleats and field impacts were similar to those of soccer games. Commissioners directed staff to work out the scheduling details with Vol kart for the North Mountain Park fields and to notify them of the outcome. Robertson volunteered to speak with the schools about their field availability. j ,d Meeting Minutes-June 25, 2007 .land Parks and Recreation Commission II 'I !I ! it ,I I Ii I i NEW BUSINESS, cont'd. RVTV CABLE TELEVISION CONTRACT RENEWAL Robertson reported that the existing two-year contract with Rogue Valley Television was set to expire. He reminded the commission of the services provided under the $5,150 contract, including broadcasts and tapings of the regular commission meetings and archiving of meeting tapes, as well as 14 additional hours of programming, and said that the contract had not changed from previous years. He talked about highlighting various Parks Department recreational and trail maintenance activities and said that the new Promotions Coordinator would be able to work with RVTV to fully utilize their resources for the benefit of the department. MOTION Gardiner moved to renew the contract with RVTV in the amount of $5,150 over the next two years. Noraas seconded the motion. The vote was: 4 yes - 0 no 07-08 COST -OF-LIVING ADJUSTMENTS Robertson stated that in June of each year the commission typically reviewed Parks salaries and determined whether to provide cost-of-living increases for all regular Parks staff members. He said that COLAs were generally tied with West coast CPI figures and indicated that the figure in May was 2.8%. He reported that Parks staff requested that a portion of their COLA, if granted, be placed in an HRA VEBA program [Iong- or short-term pre-tax deferment for medical expenses]. MOTION Noraas moved to approve a 2.8% cost-of-Iiving adjustment for the regular employees of the Ashland Parks and Recreation Commission. Further, one-third of the adjustment to be deposited on behalf of the employees in a Health Reimbursement Arrangement / Voluntary Employees Beneficiary Association Plan [HRA VEBA] account, effective July 1, 2007, and Don Robertson, Director of Ashland Parks and Recreation, to be given authorization, on behalf of the commission, to execute all documents of the HRA VEBA and cost-of-Iiving increase. Rosenthal seconded the motion. The vote was: 4 yes - 0 no SUBCOMMITTEE and STAFF REPORTS Teige reported that all summer recreation programs were in full swing, including tennis and swimming lessons, and the first "Movie on the Range" of the season was scheduled for Friday, June 29. ITEMS FROM COMMISSIONERS Eggers asked that Parks staff reinforce to the Fourth of July Committee the parking / food and liquid waste requirements within Lithia Park. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Study session set for July 16 at 7:00 PM-Parks office, 340 S. Pioneer. Topic to include: · Climate Change Presentation · Regular meeting set for July 23 at 7:00 PM-Council Chambers, 1175 E. Main. Topic to include: · Ashland City Band Fundraising Request ADJOURNMENT - By consensus, with no further business, Eggers adjoumed the meeting at 8:50 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department - City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES July 16, 2007 ATTENDANCE Present: Absent: Guest: CALL TO ORDER Eggers called the meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer. CLIMATE CHANGE PRESENTATION Eggers reminded the commission of their FY 07-08 goal to review the Parks Department's energy usage. She introduced Jim McGinnis and invited him to speak to the commission about greenhouse gas emissions and related topics. McGinnis reported that he was trained to present on climate change after seeing AI Gore's movie, "An Inconvenient Truth." McGinnis outlined facts and statistics that highlighted environmental effects caused by rising temperatures. Factors impacted by climate change included food, water, ecosystems, weather, and plant and animal life. Several effects were identified as increased global desertification, reduced soil moisture, increased wildfires, and disappearing mountain glaciers. McGinnis identified solutions that involved taking personal action, adopting conservation measures, choosing sustainable investments, and employing renewable energy sources. Potential changes in Parks Department practices included implementing xeriscape landscaping efforts and increasing water conservation methods, which might impact lawn watering policies, drip irrigation policies, tree planting policies, and the use of both recycled sewage water and gray water. In terms of vegetation, the planting of additional fruit and nut trees was recommended. A suggested energy conservation method involved low energy lighting. McGinnis stated that the Ashland Parks Department, Ashland School District, and Ashland Family YMCA- three heavily utilized agencies in the city-could be instrumental in educating the public about climate change and reducing greenhouse gas emissions. He asked the commission to consider: · Recommending to City Council an energy usage evaluation for all lands within Ashland Parks Department's jurisdiction (by March 2008); · Using the results of the audit to develop an energy / sustain ability strategy (by July 2008); · Developing specific recommendations for implementing the strategy, along with performance goals and budget requirements (by October 2008). Public Input Susan Rust of Ashland stated that the Parks Department plays a leadership role in the city in terms of its environmental practices. She urged the commission to better educate the public about their environmental efforts, indicating that such education might positively impact the Budget Committee's decisions about Parks allocations in the next budget season. Commissioners Eggers, Gardiner, Superintendents Gies and Teige City Council Liaison Navickas Jim McGinnis Lewis, Noraas, Rosenthal; Director Robertson; /I Ashland Parks and Recreation Commission Study Session - July 16, 2007 Paae 2 CLIMATE CHANGE PRESENTATION, cont'd. Discussion AmonQ Commissioners Commissioners voiced support and appreciation for the presentation and suggestions, with Eggers expressing a sense of responsibility for taking action and Noraas stating that Parks does a great job but could do even more, especially in terms of educating the public about its environmental efforts. Lewis proposed evaluating the department's energy usage so the commission could move toward implementing more energy saving practices. Robertson said that some efficiencies were already in place and the department served as a "standard bearer" for the state. Gies indicated that the department's vehicle practices were environmentally sound but could bear further review and consideration. Rosenthal suggested scheduling another study session in the future, allowing the commission and staff to evaluate the information and determine next steps. Robertson agreed to talk to Dick Wanderscheid, Electric Utilities Director, about the city's energy conservation program, and with other city departments. Commissioners offered to provide Robertson with their thoughts and suggestions about proposed conservation measures. UPPER DUCK POND DISCUSSION Eggers discussed the recent press about the poor condition of the upper duck pond in Lithia Park and questioned whether to issue a public communication about the pond's history and current status. Commissioners discussed the need to first define the problem and devise a plan for the pond before issuing a public statement. Robertson suggested educating the public about the efforts made over the past six years with both of the ponds and said it was important to emphasize the commission's continuing concerns about the poor condition of the upper pond, for which they had not yet found an answer. He reported that he and Gies recently met with SOU students and their professor about a class project that would define the problems associated with the upper duck pond and identify potential solutions. He said the students were preparing to present their findings to the commission in September and report back with suggestions in December. Commissioners agreed to gather more facts and develop a tentative plan before issuing a public statement. ITEMS FROM COMMISSIONERS Noraas reported speaking with the Southern Oregon Skywatchers organization and Bob Haney, golf pro, about possibly conducting community skywatch events in the winter and/or spring at the golf course in conjunction with North Mountain Park and local schools. Eggers requested feedback on the meeting and commissioners provided their input. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 9:15 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . . . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES July 23, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; City Council Liaison Navickas; Director Robertson; Superintendents Gies and Teige Absent: None CALL TO ORDER Eggers called the regular meeting to order at 7:00 PM at Council Chambers, 1175 E. Main. APPROVAL OF MINUTES Study Session - June 18, 2007 Under "Golf Course Discussion," Rosenthal requested that the sentence referring to his "question(ing} impacts of potential future irrigation system improvements" be rephrased to more accurately reflect that "Rosenthal weighed pros and cons of potential future irrigation system improvements." In the same section, Noraas asked that Moyers' reference about Bear Creek and Neil Creek bordering the golf course be corrected to indicate that the course is not bordered by either creek, and Neil Creek is located on the other side of Crowson Road. Commissioners requested that a notation in the minutes reflect the inaccuracy. Gardiner pointed out that the course is irrigated with water from the "Talent Irrigation District" instead of the "Talent Irrigation Ditch." MOTION Gardiner moved to approve the minutes as amended. Rosenthal seconded the motion. The vote was: 5 yes - 0 no Reqular Meetinq - June 25, 2007 Under "New Business" item Proposed Land Swap, Verde Village, Eggers referenced the first paragraph in which the contents of the 1.3 acres of City-owned land were identified. She reported that the restroom is located on the edge of the City-owned property, not within that parcel. MOTION Noraas moved to approve the minutes as amended. Gardiner seconded the motion. The vote was: 4 yes - 0 no Lewis: abstain PUBLIC PARTICIPATION OPEN FORUM None ADDITIONS OR DELETIONS TO THE AGENDA N. Main / Scenic Park Construction Documents Update was moved to "Unfinished Business." UNFINISHED BUSINESS N. MAIN / SCENIC PARK CONSTRUCTION DOCUMENTS UPDATE Robertson provided a brief update on the process and said that representatives from the KenCairn Sager Landscape Architecture firm would present nearly completed construction documents. He invited them to speak to the commission. Kerry KenCairn, along with partner Laurie Sager, provided the commission with current construction drawings. KenCairn reviewed elements such as: scenic overlook; secondary playground with potential ADA accessibility; a step ramp in the "zig-zag" area; bike parking; signage at the three park entrances; and the picnic area overlook, which was changed from a circle to an oval. KenCairn referenced examples of concrete walls and spoke favorably of poured concrete that would be sandblasted. She said that the parking area off Scenic and the entrance off N. Main would include pervious pavers, and she talked about the proposed plant list and trees. Page 2 of 4 Regular Meeting Minutes-July 23,2007 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS N. MAIN / SCENIC PARK CONSTRUCTION DOCUMENTS UPDATE, cont'd. Discussion Amono Commissioners Noraas asked KenCairn if she had considered ways of creating a "green" park in terms of energy conservation. KenCairn stated that she strives to create sustainable designs and the plant list contained items requiring less water. She said that "annuals"-which could be colorful plants or flowers-would be minimally used, making up perhaps 5% of the site, and were only considered because "people like to see annuals." Sager stated that various elements at the site-including lack of fencing, deer, and weather-required landscapers to use tougher plant materials that needed less water and maintenance, which was good for the environment. KenCairn pointed out different sections of the drawings while Sager articulated the reasoning behind chosen elements. Eggers questioned the smaller lawn area and asked about its "function" and Sager stated that a park patron would be able to engage in a more passive form of recreation, such as reading on a blanket, in a smaller grassy area. She said that the smaller lawn measured approximately 30x60 feet. Rosenthal asked staff for their impressions. Robertson expressed appreciation for the firm's work, stating that they did a good job interpreting the master plan. He asked the commission to provide input on the secondary playground and spoke about ADA accessibility in terms of making reasonable accommodation for access. Commissioners agreed to hear public input and then discuss the documents in more detail. Public Input Rick Landt, 468 Helman Street, referenced recent articles from the Ashland Daily Tidings about water shortages and fish kills as they relate to park development. He spoke with concern about the half-acre of lawn on the sloped land at the N. Main / Scenic Park, stating that it was an excessive use of lawn that would require wasteful uses of resources such as water, labor, and materials, and the 15% slope would limit the turfs usefulness for recreational activities. He said that a Parks goal should be to minimize uses of resources and quoted the City's "Site Design and Use Standards," asking the commission to adhere to those principles and regulations. Patrick Marcus, 813 Leonard Street, asked the commission to consider placing the playground adjacent to the community gardening area at the N. Main / Scenic Park for the benefit of gardeners with small children. With regard to the Ashland Creek Park Community Gardens, he reported recent vandalism and theft of vegetables by non-gardeners. He asked the commission to secure the community gardening area at the N. Main / Scenic Park and at other future community gardens within the City. Discussion Amonq Commissioners Gardiner voiced support for Marcus's suggestion of moving the playground closer to the community garden section at the N. Main / Scenic Park. KenCairn indicated that the land on which the proposed playground appeared was chosen for its flatness, as playgrounds generally require a flat surface. She said that leveling an alternate area for a playground could be costly. Eggers suggested designating the smaller playground as a "play area" that would be inviting, less structured, and possibly not level. Lewis spoke favorably of the landscape architects' efforts at incorporating the master plan into the construction drawings. Commissioners debated the lawn size and KenCairn asked whether the commission wished to see options showing a 10-20% reduction in the larger lawn area. Gardiner said that the lawn would be valuable to the neighboring residents and he didn't want it reduced while Eggers asked to see the options proposed by KenCairn. Robertson said he hoped the commission could reach consensus on the construction drawings and reminded them of their previous approval of the park master plan. Rosenthal said the commission and citizens spent months moving through the master planning process and asked them to honor the efforts made in arriving at the approved park master plan. Lewis stated that the lawn had been the major sticking point throughout the process but suggested approving the construction drawings, with a possible 10% reduction in lawn size. Noraas suggested making a decision soon. Gardiner questioned the lack of picnic tables and benches in the drawings. . . . Page 3 of 4 Regular Meeting Minutes-July 23,2007 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS N. MAIN / SCENIC PARK CONSTRUCTION DOCUMENTS UPDATE Discussion Amonq Commissioners, cont'd. KenCairn said that some of those elements could be added upon the park's completion. She provided a rough sketch of a reduced lawn size and asked commissioners for their feedback. Commissioners discussed and agreed on the following items: · Entry on Greenbriar: Option #2 · Bathroom location: Current location acceptable · Secondary play area: As recommended · Finishers-pavers: As recommended · Larger lawn area: Reduce by 10% near the curved path · Smaller lawn area: As recommended · Color for concrete walls and walkways: Earth tones Discussion Amonq Commissioners, cont'd. Eggers stated that, despite her appreciation for the firm's work, the commission received the documents at the time of the meeting, not prior to the meeting [which would have allowed for an adequate review], and she requested an additional one or two weeks to review the documents before approving them. MOTION Rosenthal moved to approve the construction documents based on the discussed modifications. Noraas seconded the motion. The vote was: Gardiner, Lewis, Noraas, Rosenthal - yes Eggers - abstain . . NEW BUSINESS REQUEST FOR FUNDRAISER IN L1THIA PARK, ASHLAND CITY BAND Don Bieghler, Ashland City Band Director, reported that the band was planning to travel to Guanajuato, Mexico, in June of 2009. To offset trip expenses, he requested permission to sell $1 raffle tickets starting at the Thursday, July 26, 2007, City Band concert at the Lithia Park bandshell, with the winner of the drawing conducting a Sousa march at the August 9 concert. He reported that the band hoped to raise between $27,000 and $55,000, depending on whether the 50 band members flew commercially or in a chartered plane to Mexico. Robertson stated that the Parks Commission prohibits selling in any City park, with the exception of the Calle Guanajuato artisans, the Feast of Will, 4th of July vendors, or by a special permit from the Parks Commission. He suggested that, as an alternative to selling tickets in the park, the band director could announce at concerts the locations for ticket purchases in town, with the drawing held at a band concert. Discussion Amonq Commissioners Noraas talked about the importance of the Ashland City Band to the City and Lithia Park and asked the commission to support the band's fundraising efforts. Eggers expressed the importance of adhering to the Parks Commission's policy prohibiting selling within City parks. Rosenthal voiced support for granting the permit. MOTION Rosenthal moved to approve a special permit for the Ashland City Band to conduct a fund raiser in Lithia Park for one season only for their 2009 trip to Guanajuato, Mexico. Lewis seconded the motion. The vote was: Gardiner, Lewis, Noraas, Rosenthal - yes Eggers - no RECREATION IMMUNITY RESOLUTION Robertson reported that, while conducting the Parks Department's annual insurance review, it was determined that the commission never invoked the recreational immunity laws as defined in ORS 105.682. He indicated that the intent of the ordinance is to provide liability immunity from Ashland Parks and Recreation facility users who . Page 4 of 4 Regular Meeting Minutes-July 23, 2007 Ashland Parks and Recreation Commission . NEW BUSINESS RECREATION IMMUNITY RESOLUTION, cont'd. use any and all Ashland Parks and Recreation facilities for recreational purposes and the immunity applies only to facilities that are properly maintained and free of charge for public use. He referenced a sample resolution, indicating that it was offered to the commission by their insurance company, and said that, should the commission approve it, it would require additional approval by City Council. He read aloud the sample resolution. MOTION Noraas moved to adopt the resolution and forward it to City Council for further approval. Lewis seconded the motion. The vote was: 5 yes - 0 no . SUBCOMMITTEE and STAFF REPORTS None ITEMS FROM COMMISSIONERS Eggers requested an opportunity to discuss pesticide and herbicide use in the parks system. Commissioners and staff agreed to discuss the topic during a fall study session. Eggers asked about additional water quality testing that occurred in Ashland Creek approximately one year ago. Robertson agreed to check with Public Works and forward an update to the commission. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Study session set for August 20-Parks office, 340 S. Pioneer. Topics to include: · Executive session: Real Property Acquisition ORS 192.660 (2}(e}-5:30 PM · Tour of neighborhood parks-6:00 PM · Regular meeting set for August 27 at 7:00 PM-Parks office, 340 S. Pioneer. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 9:14 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department . ~ City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES August20,2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendent Teige; Parks Horticulturist / Arborist Todt Absent: City Council Liaison Navickas; Superintendent Gies Guest: Journalist Vickie Aldous CALL TO ORDER Eggers called the meeting to order at 6:00 p.m. at the Parks office, 340 S. Pioneer. TOUR OF CITY PARKS Robertson reported that the evening would involve the touring of four neighborhood parks, including Sherwood, Clay Street, Garden Way, and Glenwood. He said that each of the parks offered its own set of issues and opportunities and asked the commission to consider the possibility of eliminating lawn and / or installing community garden plots at each location. Sherwood Park Commissioners reviewed elements contained within the one-quarter-acre neighborhood park bordering Sherwood and Ashland Streets, including bocce ball courts, bathrooms, playground equipment, and lawn and picnic areas. Maintenance issues and weed control were discussed. In terms of the adjacent fire station and its potential for expansion onto the site, Robertson stated that the earlier proposal included pushing the curb line out to make Sherwood a one-way street, which would have greatly reduced the size of the park. Sherwood was described as a "walk-to" park, with its borders of apartments and homes. Robertson pointed out the restrooms and playground equipment and said they were in need of upgrades. Commissioners debated the necessity of including restrooms in parks and discussed whether community garden plots would be appropriate for the park. The lack of direct sunlight was noted. Another discussion point involved potential removal of some of the lawn area. Todt stated that removal of lawn often creates maintenance issues such as weeds, requiring the use of herbicides. Clav Street Park Commissioners noted the playground equipment and large lawn area of the four-acre park. A neighbor requested an opportunity to speak to the commission. Ruth Coulthard, 566 Faith, spoke about homeless camping in the park, reporting that she heard voices late at night and found a bucket on her premises possibly containing human waste. She spoke with regret about the recent pruning I removal of blackberries, expressing that they were gleaned by neighbors as a free food source and provided a natural barrier. She indicated that, while dogs are not permitted, many neighboring residents allow their dogs into the park. When asked about including community garden plots in the park, she instead expressed a desire for more fruit trees, as the free fruit would be appreciated by the low income neighbors and fruit picking serves as a family friendly activity. Todt reported that the non-native blackberries were removed because they were a fire hazard and created a shelter for homeless campers. He said the blackberries would be replaced with native vegetation along the riparian / creekside areas. Robertson expressed a desire to replace the path with cement and install a footbridge. Robertson and commissioners talked about potential locations for community garden plots. To gather input from neighbors, Eggers suggested posting a sign reading, "For information about community gardens, please call Ashland Parks and Recreation." Commissioners reviewed the area bordering the Siskiyou School and talked about the shared fencing. Noting the unmarked chipped pathway leading to the park, Eggers suggested posting a sign reading, "Trail access to park." Ashland Parks and Recreation Commission Study Session - August 20,2007 Paae 2 TOUR OF CITY PARKS, cont'd. Garden Way Park Commissioners reviewed elements contained within the one-acre neighborhood park bordering Clark Street and Garden Way, including picnic area with shelter, restrooms, and playground equipment. Commissioners read a posted sign indicating that the park was developed by the Soroptimists in the mid-1950s. The stream running under the park was noted, and Robertson said that "daylighting" the creek would cause a loss of park land. Commissioners discussed the possibility of including community garden plots in the park and their possible placement. Lewis spoke of the money saved by growing food in a community garden. Glenwood Park Commissioners reviewed the one-acre neighborhood park located at the corner of Ashland and Glenwood Streets. It was reported that the land formerly belonged to Cynthia Lord and the house on the property was moved across town, with the orchard remaining intact. The park was said to be popular with both neighbors and SOU students for fruit picking and picnicking. Todt indicated that Glenwood is an herbicide-free park and neighbors form work parties to pull weeds and blackberry bush overgrowths. Commissioners discussed the possibility of including community garden plots in the park, their possible location, and the number of plots needed to create a viable community garden. Robertson stated that Glenwood might not be optimal for that activity due to the lack of parking, restrooms, and direct sunlight. ITEMS FROM COMMISSIONERS Robertson reported that T odt would provide a pesticide / herbicide presentation at their October 15 study session. Eggers reported that the draft riparian ordinance was available and asked Robertson to invite Planning Director David Stalheim to present it to the commission at a future study session. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 8:20 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES August 27, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige Absent: City Council Liaison Navickas CALL TO ORDER Eggers called the regular meeting to order at 7:00 PM at the Parks office, 340 S. Pioneer Street. APPROVAL OF MINUTES Study Session - July 16, 2007 MOTION Gardiner moved to approve the minutes as written. Rosenthal seconded the motion. The vote was: 5 yes - 0 no Re!:!ular Meetin!:! - July 23. 2007 MOTION Noraas moved to approve the minutes as written. Lewis seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION . OPEN FORUM Jack Opgenorth, 575 Elizabeth, President of the Southern Oregon Water Polo Club, thanked staff and the commission for the club's use of the Daniel Meyer Pool for water polo practices, especially in light of the recent closure of the SOU pool. He asked the commission to allow the club to use the pool all winter or to consider a March opening. ADDITIONS OR DELETIONS TO THE AGENDA None UNFINISHED BUSINESS None NEW BUSINESS CITIZEN REQUEST TO SWIM IN ASHLAND CREEK BY SOUTH PIONEER STREET BRIDGE Robertson reported receiving a request from a neighbor of the park requesting official permission to swim in the creek below the South Pioneer Street bridge, as his family had enjoyed the tradition for fourteen years. Robertson invited the resident to speak to the commission. Eric Dusenbury, 343 Granite, said he and his family enjoyed swimming in that section of the creek and requested permission to continue the practice without fear of law enforcement intervention. He asked the commission to designate that section of the creek as an approved swimming location within Lithia Park boundaries. Discussion Amon!:! Commissioners Commissioners asked about the history of the ordinance restricting swimming or wading locations within Ashland Creek. Robertson reported that the ordinance, established in 1916, was later amended in the 1940s. . Commissioners considered Dusenbury's request and debated such issues as erosion, enforcement, liability, dam building, and habitat disturbances. They discussed visiting the area to consider its suitability as a swimming area within the park. Commissioners agreed to visit the site and discuss the matter in more detail in the fall timeframe. Page 2 of 4 Regular Meeting Minutes-August 27,2007 Ashland Parks and Recreation Commission . NEW BUSINESS RULES AND REGULATIONS FOR HIGH SCHOOL DANCES IN CITY FACILITIES Teige reported an increase, over the past two years, of teenagers renting City facilities to host high school dances and parties. She said the rentals created problems related to underage drinking, facility damage, and lack of parenUguardian supervision and that, on separate occasions, emergency services were contacted, alcohol and drugs confiscated, and over $1,200 in damages sustained at The Grove. She indicated that the problems occurred despite staff efforts to meet with parents and guardians and discuss concerns prior to events. Teige presented a list of recommendations-developed between Parks staff, Ashland High School staff, and the Ashland Police Department-that were designed to provide possible solutions. Recommendations included: · Dances and parties require an $800 refundable deposit. · The only facility allowed for high school functions is The Grove building located on East Main Street. · Parents/guardians are required to reserve the facility and meet with Parks and Recreation staff at least three weeks prior to the event. · Two uniformed security officers must be hired by the renter and proof of this must be faxed to the Parks and Recreation office two weeks prior to the event. · All backpacks, purses, and personal items to be searched at the door. · All exits to be monitored by security or adult chaperones at all times. · Alcohol, drugs, and weapons are prohibited in any Ashland Parks and Recreation facility. · A current high schoollD is required to attend the event. · Chaperones 25 years and older are required during the event at a ratio of one for every 20 students. · Parks and Recreation staff will check in throughout the night to make sure all rules are being followed. If not followed, the event will be closed down with the assistance of the Ashland Police Department and the deposit forfeited. Discussion Amonq Commissioners Commissioners asked several clarifying questions and expressed support for the recommendations. MOTION Gardiner moved to accept the recommendations of Parks staff regarding high school dances and parties at Ashland Parks and Recreation facilities. Noraas seconded the motion. AMENDMENT Rosenthal suggested amending the motion to reflect that the recommendations were proposed for high school-aged dances and parties at Ashland Parks and Recreation facilities. Gardiner accepted the amendment and other commissioners expressed approval. The vote was: 5 yes - 0 no PETITION FOR USE OF PA SYSTEM AT AHS SPORTING EVENTS, NORTH MOUNTAIN PARK Robertson reported receiving a request and petition from the Ashland High School Athletic Director, Karl Kemper, to use sound amplification before softball and baseball playoff games at the North Mountain Park fields. He referenced the Parks policy prohibiting amplified sound at North Mountain Park and reported receiving six emails from residents expressing concern about the possibility of amplified sound and the perceived lack of notice for the agenda topic. He shared the em ails with the commission and then introduced Kemper, inviting him to speak to the commission. . Karl Kemper stated that the amplification, if approved, would be used for up to three playoff games per sport, in the event that AHS teams made the playoffs. He expressed willingness to provide advance notice to Parks staff about the amplification, should it be needed, and said it would be used to introduce the teams, read the OSAA script, and sing the National Anthem, all of which would not exceed fifteen minutes per game. . Page 3 of 4 Regular Meeting Minutes-August 27, 2007 Ashland Parks and Recreation Commission . NEW BUSINESS PETITION FOR USE OF PA SYSTEM AT AHS SPORTING EVENTS, NORTH MOUNTAIN PARK, cont'd. Discussion AmonQ Commissioners Eggers expressed concern about the request and reminded the commission of their promise to the neighbors of the park-at the time the fields were built-to help maintain peace and quiet. She said that setting a precedent of allowing amplification might erode the Parks/neighborhood relationship and invite additional requests within the community. Lewis stated that, compared with the Salmon Festival, this would involve a minimal amount of amplification. He suggested approving the request and reevaluating the matter in one year's time. Noraas asked for assurance from Kemper that the sound would only be audible to spectators of the games, not neighboring residents or park patrons. Public Input Harry Purslow, 432 Clinton Street, speaking on behalf of his neighbors and himself, voiced several concerns about the proposed amplification but also expressed willingness to support limited amplification for the benefit of the overall ballgame experience. MOTION Rosenthal moved to approve the use of limited amplification, not to exceed fifteen minutes, prior to any OSAA baseball, soccer, or softball playoff game at the North Mountain Park fields. Lewis seconded the motion. AMENDMENT Gardiner suggested amending the motion to state that this one-year exception to the Parks policy prohibiting amplification at North Mountain Park would require Ashland High School representatives to . return in one year to request continued amplification based on the results from the previous year. Rosenthal accepted the amendment and Lewis seconded. AMENDMENT Noraas suggested amending the motion to include only baseball and softball games, not soccer. Rosenthal did not accept the amendment and the initial motion and first amendment stood. The vote was: Gardiner, Lewis, Rosenthal-yes Eggers, Noraas-no SUBCOMMITTEE and STAFF REPORTS Eggers reported that the Signs, Plaques, and Memorials Subcommittee met to consider: 1} a request by the Ashland Little League to place a plaque on the outside wall of their new batting cage at Hunter Park in acknowledgement of its contributors; and 2} the placement of memorial benches within the parks system in memory of Carole Wheeldon. Gies provided an update on the construction documents for North Main / Scenic Park. He indicated that KenCairn Sager Landscape Architects completed the construction drawings and the RFP for construction documents would begin in two weeks' time, with the notice posted as distantly as Portland. He said the RFP would remain open for three or four weeks and Public Works would assist with the paperwork. Robertson reported that a fire occurred on the Parks/City-owned property behind the Ashlander Apartments on Saturday, August 25. He said the Fire Marshall conducted an investigation into the origins of the fire, and that no individuals were harmed and only minimal damage occurred at neighboring homes due to the quick and effective response of firefighters. ITEMS FROM COMMISSIONERS Gardiner reported receiving notification from the KenCairn Sager landscape architectural firm about their split. . He questioned whether they planned to complete the Hersey Street Park construction drawings, and staff assured him they would finish the work despite the termination of their partnership. Eggers reported receiving a communication from the City's Personnel Director requesting input from the Parks Commission for the recruitment of two City department heads. Commissioners agreed to provide input as individual commissioners, not as an entity. . Page 4 of 4 Regular Meeting Minutes-August 27,2007 Ashland Parks and Recreation Commission . ITEMS FROM COMMISSIONERS, cont'd. Eggers asked Robertson whether he contacted the Planning Director about speaking to the Parks Commission about potential impacts of the riparian ordinance on Parks-managed lands. Robertson said he planned to invite the Planning Director to an upcoming study session. Eggers asked about the additional water quality testing conducted by Public Works over the past year. Robertson stated that he would forward the results to the commission the following day. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Study session and regular meeting set for September 17-Parks office, 340 S. Pioneer. · Study session at 6:30 PM-Southern Oregon Land Conservancy presentation · Regular meeting at 7:15 PM-SOU student report on upper duck pond (tentative) ADJOURNMENT - By consensus, with no further business, Eggers adjourned the regular meeting at 8:45 PM. ADJOURNMENT INTO EXECUTIVE SESSION · Real Property Acquisition ORS 192.660 (2)(e) · Consider Documents Exempt from Public Disclosure ORS 192.660 (2)(Q ADJOURNMENT OUT OF EXECUTIVE SESSION - By consensus, with no further business, Eggers adjourned the executive session at 9:15 PM. . Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department . . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES September 17, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas; Director Robertson; Superintendents Gies and T eige Absent: Commissioner Rosenthal; City Council Liaison Navickas CALL TO ORDER Eggers called the meeting to order at 6:30 PM at the Parks office, 340 S. Pioneer. PRESENTATION BY SOUTHERN OREGON LAND CONSERVANCY Robertson welcomed Diane Garcia, Executive Director of the Southern Oregon Land Conservancy, and invited her to speak to the commission. Garcia talked about the special relationship between the Parks Commission and the Southern Oregon Land Conservancy. She said that the SOLC, founded in 1978, is a local, non-profit land trust that assists landowners, in five southern Oregon counties, in protecting their land. Current SOLC-protected properties were reported to include working farms and ranches, forest and woodlands, hiking and nature trails, and riparian areas in the Rogue Basin and surrounding areas. Garcia clarified that SOLC-protected lands are typically not owned by the conservancy but are privately and sometimes publicly owned, and the lands have permanent restrictions, which are voluntarily placed on the land by the landowner to protect important conservation values. She distributed a listing of public and private properties protected by the SOLC, most of which were reported to be conservation easements, with a total 8, 166 acres identified. Garcia spoke about the value of collaborating on properties such as the Oredson-Todd Woods-which was donated to the SOLC and is managed by the Parks Department-and expressed interest in jointly working on obtaining easements within additional City of Ashland properties. She suggested working with the commission to place a conservation easement in Lithia Park, which would protect the park from future sale or development. Discussion AmonQ Commissioners Commissioners asked a number of questions related to the SOLC and the suggested conservation easement in Lithia Park. Garcia agreed to send a sample easement to Robertson so he could review the wording with the commission. Commissioners thanked Garcia for her presentation. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 7:00 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES September 17, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas; Director Robertson; Superintendents Gies and Teige Absent: Commissioner Rosenthal; City Council Liaison Navickas CALL TO ORDER Eggers called the regular meeting to order at 7:05 PM at the Parks office, 340 S. Pioneer Street. APPROVAL OF MINUTES Study Session - AUQust 20. 2007 MOTION Gardiner moved to approve the minutes as written. Noraas seconded the motion. Discussion Amonq Commissioners Under "Tour of City Parks - Sherwood Park," Eggers questioned the sentence referring to Robertson's statement about the proposed curb line extension "greatly reducing the size of the park." Robertson clarified that the proposal called for pushing out the curb line and extending the fire station [into the expanded area], resulting in a smaller park. In the same section under "Clay Street Park," in the sentence referring to community gardens, Eggers asked that her suggested wording of a sign be rephrased as, "If you are interested in working in a community garden in your neighborhood, please call Ashland Parks and Recreation." Gardiner withdrew his motion. MOTION Noraas moved to approve the minutes as amended. Lewis seconded the motion. The vote was: 4 yes - 0 no ReQular MeetinQ - Auqust 27, 2007 Under "Petition for Use of PA System at AHS Sporting Events, North Mountain Park," Eggers asked that the first sentence more accurately reflect that she expressed concern about "sound amplification," not about "the request." MOTION Lewis moved to approve the minutes as amended. Gardiner seconded the motion. The vote was: 4 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM None ADDITIONS OR DELETIONS TO THE AGENDA None UNFINISHED BUSINESS CITIZEN REQUEST TO SWIM IN ASHLAND CREEK BY SOUTH PIONEER STREET BRIDGE Robertson invited commissioners to walk to that section of the creek, located near the Parks office. Discussion AmonQ Commissioners Following a review of the area, commissioners expressed their thoughts. Lewis stated that the City's new riparian ordinance might be useful to review in considering this request. He questioned whether the commission wanted to develop a creek wading policy rather than considering one isolated request. Eggers suggested inviting Nature Center staff and SOU experts to provide information about Ashland Creek's ripiarian and habitat elements for the sake of ecology and environmental protection. dge 2 of3 Regular Meeting Minutes-September 17,2007 Ashland Parks and Recreation Commission UNFINISHED BUSINESS CITIZEN REQUEST TO SWIM IN ASHLAND CREEK BY SOUTH PIONEER STREET BRIDGE Discussion Amono Commissioners, cont'd. Noraas suggested reviewing the entire creek and its potential uses and suggested inviting community members to provide input. Gardiner expressed the importance of including "local science" in matters concerning the creek. Public Input Eric Dusenbury, 343 Granite, said he was disheartened at the conclusion of the last meeting [at which the topic was discussed] and looked forward to hearing the commission's decision about his request. Cliff Culmer, 501 Liberty, said he grew up in Ashland and, in 66 years of "playing in the creek," had not observed any significant erosion issues. He stated that the significant issue to consider was the City's liability if someone suffered an injury by jumping off the bridge into the creek. Commissioners directed staff to ask a representative from the Planning Department to speak to the commission about the new riparian ordinance, and to ask Nature Center staff and SOU environmental experts to" provide additional information about Ashland Creek. REVIEW OF FEES AND CHARGES SCHEDULE T eige reminded the commission of their 2006 decision to review recreational and facilities fees and charges every November and suggested scheduling the review during study sessions over two months' time. She proposed the following schedule: · November study session - review of golf course, facilities, and Calle fees and charges · December study session - review of recreation program fees and charges, including Nature Center, swimming pool, and ice rink Robertson suggested preparing a questionnaire and distributing it to user groups in advance to allow the commission to prepare for public input prior to the study sessions. Eggers asked that the questionnaires provide space for respondents to outline both a request and its rationale. Teige said she would post a notice at the golf course and direct staff to notify golfers about the questionnaire and the upcoming study sessions. She further indicated her plan to obtain updated information about regional golf course fees. NEW BUSINESS DISCUSSION ON UPPER DUCK POND ISSUES Robertson reported that the SOU students were not available for the evening's discussion, but that staff wished to provide the commission with a summary of potential solutions for the upper duck pond water quality. He outlined several proposals, including: . · Bioswales · Portable pumping / filtration system · Conversion of pond into irrigation facility for irrigating Lithia Park Gies talked about pond cleaning methods and the importance of carefully removing the fish living in the pond. He offered to check with the Department of Fish and Wildlife for suggestions about removing them without causing injuries. SUBCOMMITTEE and STAFF REPORTS Lewis reported on the proposed fuels reduction logging scheduled to begin in the watershed in April 2008. He said that the Forest Lands Commission submitted a letter to the Forest Service outlining their concerns about the proposal. ITEMS FROM COMMISSIONERS None " 00 ",ular Meeting Minutes-September 17, 2007 Ashland Parks and Recreation Commission UPCOMING MEETING DA TE(S} and PROPOSED AGENDA ITEMS · Study session set for October 15-Parks office, 340 S. Pioneer. Topic to include: · Parks pesticides policies presentation · Regular meeting set for October 22-Council Chambers, 1175 E. Main. Topic to include: · Student presentation on upper duck pond issues ADJOURNMENT - By consensus, with no further business, Eggers adjourned the regular meeting at 8:15 PM. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES October 15, 2007 ATTENDANCE Present: Absent: Commissioners Gardiner, Lewis, Noraas, Rosenthal; Superintendent Gies Commissioner Eggers; City Council Liaison Navickas; Director Robertson; Superintendent Teige CALL TO ORDER Lewis called the meeting to order at 7:03 p.m. at the Parks office, 340 S. Pioneer. PARKS PESTICIDES POLICY PRESENTATION Gies welcomed Donn Todt and invited him to speak to the commission about the Parks Department's policies regarding pesticides. Todt, the Parks staff horticulturisUarborist and certified/licensed pesticide applicator, reported helping with the development of the department's pesticides policy and said he was influenced by Rachel Carson's Silent Spring and her reporting on environmental impacts of chemical use. He reviewed the department's policy, reading through the following points: 1. Minimal use of pesticides, including herbicides, insecticides, and growth retardants. a. Only the safest, lowest toxicity products available will be used. No "restricted use" pesticides will be used. b. Cultural methods will be relied upon to encourage high quality turf; no large-scale broadcast applications of "weed killers" on lawns. c. Primary species, which do not require high inputs of pesticide, will be used in landscaping. d. Staff will monitor pest populations and rely on biological control when appropriate and effective. e. No spraying within 15 feet of a playground facility. 2. Minimum of one staff member retained at all times as a trained and licensed Oregon Certified Pesticide Applicator. 3. Certified Applicator responsible for overseeing and authorizing pesticides used by Parks Division staff. a. No employee will use or apply any pesticide without prior training. b. No employee will use or apply any pesticide mechanically or by hand without event specific authorization. c. An annual review of policies and procedures regarding the use and application of pesticides will be presented to staff. Attendance at the review is mandatory for all Parks Division staff. 4. Park Superintendent and Certified Applicator solely authorized to purchase pesticides. 5. All pesticides stored in a safe, secure environment, with the Park Superintendent and Certified Applicator given exclusive access to storage area. 6. Mandatory posting within spraying area if applying pesticides with an acute toxicity greater than table salt (LD 50). 7. Violation of any pesticides policies subject to disciplinary action. Susan Dyssegard Ashland Parks and Recreation ----------------\ . City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES October 22,2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige Absent: City Council Liaison Navickas CALL TO ORDER Eggers called the regular meeting to order at 7:00 p.m. at Council Chambers, 1175 E. Main Street. APPROVAL OF MINUTES Study Session - September 17, 2007 MOTION Noraas moved to approve the minutes as written. Lewis seconded the motion. The vote was: 4 yes - 0 no [Rosenthal abstained] ReQular MeetinQ - September 17. 2007 MOTION Gardiner moved to approve the minutes as written. Lewis seconded the motion. The vote was: 4 yes - 0 no [Rosenthal abstained] . PUBLIC PARTICIPATION . OPEN FORUM None ADDITIONS OR DELETIONS TO THE AGENDA None GFOA AWARDS PRESENTATION Administrative Services Director Lee Tuneberg presented the commission with the Government Finance Officers' Association 2006 award for excellence in financial reporting, stating that this represented the 18th consecutive year the commission received the top award from the government accounting board. UNFINISHED BUSINESS SOU STUDENTS' DUCK POND REVIEW AND DISCUSSION Gies welcomed three Southern Oregon University students who chose the upper duck pond for a school project and invited them to speak to the commission. Nicholas Stevenson, Calvin, Cho, and Helena Verduyn said they selected the upper duck pond's enhancement for their environmental studies capstone project. They indicated their intention to present and recommend alternatives for the upper duck pond in cooperation with the Ashland Parks Department, DEQ, Ashland City Council, and three environmental education professors at SOU. They provided historical and environmental information about the pond, including: · The pond was built around 1910 and received a continuous flow of fresh creek water until the late 1980s · The pond was then separated from Ashland Creek due to construction of the Granite Street dam and to preemptively safeguard the creek from hazardous bacteria · The bacterium includes cyanobacteria of microsystis and anabaena and attaches to duck feces and leaves on the pond's bottom · Increased public duck feeding has resulted in increased sediment and subsequent increased bacteria · The bacteria poses a health threat to both the ducks and the public Page 2 of4 Regular Meeting Minutes-October 22, 2007 Ashland Parks and Recreation Commission . UNFINISHED BUSINESS SOU STUDENTS' DUCK POND REVIEW AND DISCUSSION, cont'd. Proposed solutions included: · Dredging and cleaning the pond · Educating the public about detrimental effects of feeding ducks as well as park information · Adding a biological substance to maintain the algae problem and using equipment to monitor results · Choosing one of the following long-term solutions: o Renovate the pond and install UV filtration system similar to that in the lower duck pond o Capture water imported from the TID into the pond, then use water for park purposes such as irrigating lawns o Divert water from Ashland Creek upstream of pond into the pond to create flow, allowing oxygen to re-enter the pond; downstream of pond, create artificial wetland to clean the pond of the biological material created by ducks; water exiting wetland to run through underground pipe containing UV filter, killing remaining bacteria; resulting warmer water cooled by running through underground channel steps as it re-enters creek In terms of timeline, the students indicated that, with the help of professors and environmental consultants, they would work on the project until January 20, 2008, and present recommended alternatives and justifications to the Parks Commission on January 21. From March 2008 through 2008-2009, they said they hoped to receive from the Parks Commission and staff the approval of final costs and the construction and implementation of their proposed solution, which would be dependent on Parks Commission and staff decisions. . The students asked commissioners to complete their decision criteria surveys in the near future. Discussion AmonQ Commissioners Commissioners praised the students for their excellent presentation and proposed solutions. They expressed the need to learn more about project costs and maintenance and energy expenses. When asked by staff to provide feedback to the students, they agreed about the need to dredge the pond and showed interest in long-term solution #2, which involved capturing TID water to use for irrigating portions of the park. Commissioners thanked the students and agreed to return their decision criteria surveys within two days. NEW BUSINESS REQUEST TO FILM IN NORTH MOUNTAIN PARK Robertson reported receiving a request for filming at North Mountain Park. He welcomed movie producers Anne Lundgren and Mike Matondi and invited them to speak to the commission. Anne Lundgren and Mike Matondi of Broken Sky Films Production Company said their movie, Calvin Marshall, would be filmed in both Ashland and Medford. They reported scouting softball locations [for one of their scenes] and finding the North Mountain Park softball fields to be the most desirable in the area. They requested the use of a North Mountain Park field on Monday, November 19, from 6 a.m. to 6 p.m. for their filming and said that 80 people, including cast, crew, and extras, would be involved in the shoot. They indicated that the filming would require additional lighting but no amplified sound and offered to notify neighbors in advance. They requested permission to shoot in the middle of the following week in the event of inclement weather and offered a $500 contribution to the Parks Department. Discussion AmonQ Commissioners . Staff reported receiving a "question and answer" list from the movie's line producer, to respond to potential commissioner concerns. Commissioners and staff reviewed the list and asked several clarifying questions. MOTION Gardiner moved to approve the request for dawn-to-dusk filming on a softball field at North Mountain Park on Monday, November 19, with an alternate date to take effect in the event of inclement weather. Rosenthal seconded the motion. The vote was: 5 yes - 0 no Page 3 of4 Regular Meeting Minutes-October 22, 2007 Ashland Parks and Recreation Commission . NEW BUSINESS, cont'd. ALCOHOL FEE WAIVER REQUEST Robertson reported receiving a request from Jim Duncan of the Native Plant Society for the waiver of their $100 non-refundable alcohol fee for an event on Thursday, December 13, at the Ashland Community Center. He welcomed Duncan and invited him to address the commission. Jim Duncan, Treasurer of the Native Plant Society of Oregon, Siskiyou Chapter, said the organization's holiday event on December 13 would include a potluck dinner and a guest speaker. He asked the commission to allow a waiver of the $100 fee, in light of the organization's modest budget, and said their use of alcohol would not cause any problems. Discussion AmonQ Commissioners Eggers stated that the recently implemented fee covered only 30% of departmental costs associated with the operation of the facility, with the balance being paid through taxes. She said staff and the commission spent a great deal of time reviewing fees and charges and implementing the modest increases and asked that the commission resist waiving fees until the policy could be evaluated for its effectiveness. Rosenthal stated that neighboring communities sometimes waive fees in lieu of a service provided. Noraas expressed that the plant society is a service organization with educational connections to the community, tying in with a portion of the Parks Department's mission. She indicated that the fee would be limiting for the plant society and suggested allowing a partial refund if the facility was sufficiently cleaned following the event. MOTION Noraas moved to issue a 50% refund to the Native Plant Society following their December 13 holiday . event, given that there were no problems with the cleanliness of the facility. Lewis seconded the motion. The vote was: Gardiner, Lewis, Noraas, Rosenthal - yes Eggers - no DISCUSSION OF ASHLAND CREEK PARK CONSTRUCTION DOCUMENTS Robertson reported that Laurie Sager and Kerry KenCairn were contracted to develop the construction documents for Ashland Creek Park and were requesting commission input on several issues prior to the development of the documents. He indicated that their concerns included creek bank options, the barn, bathroom location(s), and storm water storage and use. He welcomed Sager and KenCairn and invited them to speak to the commission. Laurie Sager and Kerry KenCairn, landscape architects, along with Tom Sager and Carlos Delgado, architects, presented their work on the construction documents for the Ashland Creek Park. They pointed out elements of the master plan that had been altered and provided rationales for the changes. Proposed changes included: · Access road added along north side of property with the addition of two parking spaces (eliminating drive-through off Hersey) · Slight reconfiguration of plaza area · Community garden - added ADA accessible spaces with raised beds · Stormwater cistern placed in center of community garden for irrigation and ornamentation · Playground seat walls added with shade provided · Secondary channel for Ashland Creek with boardwalks added in high-water areas · Minimal tree removals by community garden and additional trees planted to create buffer · Fencing around community garden for deer proofing . Architects Sager and Delgado showed designs for three structures at the site, including the entry kiosk, two handicapped restrooms with a janitorial closet, and a multi-use shelter / classroom. They presented possible elements associated with the structures, including roofs, walls, and materials. . Page 4 of 4 Regular Meeting Minutes-October 22, 2007 Ashland Parks and Recreation Commission . NEW BUSINESS DISCUSSION OF ASHLAND CREEK PARK CONSTRUCTION DOCUMENTS, cont'd. Discussion AmonQ Commissioners Commissioners provided feedback, with Eggers indicating that the changes diverged from the master plan developed through a public process. Robertson stated that the contractors were honoring the master plan but proposing minor changes to provide creative solutions for several elements. Sager said that she and KenCairn were mainly asking for feedback about the river channel and the proposed restroom relocation. Lewis stated that removing trees along the north side could affect the garden plots. He questioned the cistern concept, expressing that it might not be a good value for the money required. Noraas talked about the usefulness of the barn in teaching schoolchildren, as it provided shelter from the elements. Gardiner voiced agreement with the suggested changes and asked for a more detailed description of the secondary creek channel. KenCairn reported that it would mimic the drop in the creek and said special permits would be required. Commissioners agreed in principle to the following changes: location of restrooms and kiosk, bike parking, access road with two additional parking spots near the community garden [only accessible when gate lock was opened], and secondary channel in the creek. They agreed to discuss the proposed alterations in more detail at an upcoming study session. SUBCOMMITTEE and STAFF REPORTS Robertson reported that the Ashland City Council was scheduled to conduct a public hearing on Tuesday, November 6, at its regular meeting-7:00 p.m. in Council Chambers-to consider a request to exchange real . property, consisting of 1.3 acres of the 10-acre City-owned parcel known as the Ashland Dog Park, with land owned by Greg and Valri Williams. He invited the commission to attend the public hearing. ITEMS FROM COMMISSIONERS Eggers reported attending the Oregon Recreation and Parks Association meeting in Eugene during the week of October 15. She said it was a valuable experience and thanked Ashland taxpayers for the opportunity to attend. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Study session---<fate TBA · Regular meeting set for November 19-Council Chambers, 1175 E. Main Street ADJOURNMENT - By consensus, with no further business, Eggers adjourned the regular meeting at 9:45 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department . . . . City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES November 14, 2007 ATTENDANCE Present: Commissioners Eggers, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige Absent: Commissioner Gardiner; City Council Liaison Navickas CALL TO ORDER Eggers called the meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer. FEES AND CHARGES REVIEW Robertson reminded the commission about the importance of reviewing fees and charges each year, especially in light of recent news that tax revenues for FY '06-'07 were lower than anticipated [$3.7M versus $4M]. He indicated that the '06-'07 commission decision to charge fees at a 31 % recovery rate [up from 17% the previous year] would be reviewed, and staff would request direction regarding potential additional increases to better meet expenses. Teige said she would discuss fees related to facilities, the golf course, and the Calle marketplace and restaurant seating. She asked the commission to think about either: 1) raising fees each year; or 2) raising fees by larger increments every few years. She reported that the current fee structure, at a 31 % recovery rate for the '07-'08 fiscal year, incurred $168,724 in expenses and generated $41,427 in revenues, with a total loss of $127,297. She reminded commissioners that the higher fees went into effect July 1, 2007, and the actual recovery rate year-to-date was 24%. Facilities Teige presented scenarios in which expenses were recovered at 40% and 50% and showed monetary effects on wedding, facility rental, and field / light usage fees. Commissioners asked questions and expressed opinions about proposed fee increases. When asked by Noraas about the top-income-producing fee, Teige reported that weekend rentals and wedding packages provided the greatest sources of revenue. Eggers expressed the importance of making the best use of the facilities and said "grandfathered" facilities users should pay for use of the buildings along with other users. Commissioners and staff discussed those groups receiving discounts as long-time and frequent users. Jeanne Chouard of the Ashland Soccer Club advocated for raising fees slowly to allow groups to budget for the increases through their membership fees. She said Parks could generate additional revenue by charging fees to tournament organizers, since tournament organizers charge fees to teams. She also suggested requiring leagues to pay "field use permit fees," which she indicated are common in league circles and help establish clear guidelines for field users. Frank D'Entremont of the American Legion said his organization donated Pioneer Hall to the City in 1986 and use the facility approximately once per month. Art Clemmons of the folk dancing group said it's important to maintain continuity of location for their members. Pete Barnes of the Ashland Pinochle Club said the Ashland Community Center was donated to the City in the 1930s by the Women's Civic Club. He said certain community activities benefit the community and need to continue, even if costs aren't recovered, and that many visitors enjoy Lithia Park without paying a fee. Matt Ross of the Ashland Folk Dancers said his organization is a volunteer group that requests donations from dancers, with money spent on rent and the replacement of worn equipment. He suggested that Parks experiment with floor refinishing products and procedures to find a durable solution. Jim Young of the Lithia Artisans Guild said long-term users were often community groups receiving reduced rates and suggested charging one-time users more than long-term users. . . . Ashland Parks and Recreation Commission Study Session - November 14,2007 Paae 2 FEES AND CHARGES REVIEW, cont'd. Derek Vol kart of Ashland Ultimate suggested raising fees for field light usage. Discussion Amonq Commissioners Noraas asked about the possibility of raising some fees by 40% and others by 50%, with community groups charged less and one-time users more. She said the wedding package fees were low compared to other cities. Rosenthal expressed concern about raising fees without assessing a full year of data. He agreed with Noraas's suggestion to raise fees for certain groups but said he didn't want to raise fees across-the-board. Lewis asked about capacity percentage for facilities rentals and Teige reported it to be 40%. Lewis said he hoped the commission could move toward the 40% goal for recovery, he liked Noraas's idea and the light and field usage suggestions, he preferred to leave the grandfathered groups as is, and he wanted to waive 50% of the alcohol fee for community groups [at staff's discretion]. Commissioners discussed finding a fair method for charging all facilities users for utilities expenses. T eige was asked how much of the 41 % in revenues came from weddings and she agreed to send commissioners a breakdown and to prepare a proposal showing: 1) Community groups and long-term users - 40% recovery 2) Tournament users - 50% recovery 3) One-time users - 50% recovery Oak Knoll Golf Course Teige stated that, in 2005, staff presented information on fees and gathered input from around the valley, with the result being the commission's approval to increase certain golf course fees while decreasing others. She indicated that prices at Oak Knoll were comparable to other nine-hole courses in the area and recommended retaining current daily fees but raising annuals by 3%. Discussion AmonQ Commissioners Lewis said that Oak Knoll remains competitive in the market and suggested keeping fees "just below" costs at other courses. He said that a 3% increase in annuals seemed reasonable. Rosenthal said the suggestion made by William Anderson, a golfer requesting a reduced senior [60+] annual fee, would be something to consider and he voiced agreement with Teige's suggestions. Eggers disagreed with potentially offering a senior rate and Noraas suggested that Bob Haney, golf pro, might consider offering golfers "senior specials" in addition to the other deals offered at the course. Calle Maintenance Costs Teige talked about costs associated with the maintenance of the Calle, including restroom custodial, recycle area, trash, general repairs, irrigation, and landscaping. She reported that, in 2007, staff collected revenues as follows: · $5,400-marketplace artisans · $5,440-five restaurants T eige recommended a 3% fee increase in the next fiscal year. Robertson reported that it was a good year on the Calle, with maintenance costs covered by funds collected. He suggested building up a fund to cover larger maintenance expenses such as the Calle walkway, which was in need of resurfacing. Marcus Scott of the Lithia Marketplace reported that it was a good year for the artisans on the Calle but the space was cramped, as the market was at 100% occupancy much of the time. He asked the commission to consider renting more space to the artisans, thereby allowing the commission to collect additional revenues. Jim Young said the artisans used the Calle only 54 days of the year and restaurants and artisans were expected to pay at the same rate even though restaurants used more resources. He agreed to put his suggestions in writing. . . . Ashland Parks and Recreation Commission Study Session - November 14,2007 Paae 3 FEES AND CHARGES REVIEW, cont'd. Melissa Jensen of Louie's Bar and Grill said her restaurant employs its own custodial staff and maintains its own restroom facilities. She reported paying taxes to the City for her establishment and expressed concern about paying additional fees to Parks for Calle-related expenses. She asked to be informed about future Calle Subcommittee meetings. Teige notified the commission that their December study session would include a review of fees associated with the ice rink, pool, and other recreational programs offered by the Parks Department. ASHLAND CREEK PARK CONSTRUCTION DOCUMENTS DISCUSSION Robertson said the commission spent a great deal of time working on developing master plans for North Main Park and Ashland Creek Park, including conducting numerous public meetings. He reported that landscape architects KenCairn and Sager were hired to convert the two master plans into construction documents and, after the last regular meeting, questions surfaced requiring additional discussion. He said lingering questions included the shelter and basketball configurations, restrooms, bank treatment, and channel opportunities. Laurie Sager reported meeting with Nature Center staff members Linda Chesney and Kari Gies to discuss the park in terms of the community garden and environmental education. She talked about their practical suggestions and said that she and KenCaim were halfway through their contract and needed input from the commission to move forward. She went on to discuss pathways in terms of proposed materials and width, basketball court and kiosk locations, bathroom structure and entry zone, and the proposed classroom. She expressed her desire to honor the master plan while providing creative and practical suggestions for the park. Tom Sager reported also meeting with Chesney and Gies about "what works and what doesn't at North Mountain Park" and distributed drawings of the proposed structures for Ashland Creek Park. He indicated that Chesney and Gies stated that the "open air structure" for teaching outdoors was not ideal and that additional storage space for tables and chairs would be practical. He agreed with their suggestions to split apart the two kiosks, allowing the bulletin areas to face the center of the entry court, and to move the bike racks closer to the basketball court. Discussion AmonQ Commissioners Noraas questioned the need to remove the barn, as the historical structure might prove to be useful. Eggers said her understanding from re-reading the master plan was that the creek was to be the main feature of the park and she expressed discomfort with locating the basketball court so close to the creek. She questioned the need for a classroom, since her impression was that the park was suitable for educational nature explorations. Kari Gies said the park would be used by many community groups, including enthusiasts involved with permaculture, butterflies, and school groups, and indicated that a storage area [for materials and supplies required for classes and presentations] would be helpful, along with shelter from the elements. She said the knowledge acquired by Nature Center staff could be put to good use for the community with respect to Ashland Creek Park. Noraas agreed that educational programs require shelter from the elements and advocated for the use of the existing barn at the site. Rosenthal voiced appreciation for the architects' work on the construction documents and said the basketball court seemed out of place. He suggested retaining it within the construction documents but including it at the end of the construction phase, if at all. Commissioners agreed on the kiosk location and structure as well as pathway materials and said they would discuss the shelter at a later date. Bryan Holley said that some community garden maintenance issues required attention before the park construction commenced, including hose bib maintenance. . . . Ashland Parks and Recreation Commission Study Session - November 14,2007 Paae 4 Robertson reminded the commission that his employee review was scheduled for December and suggested switching to a "self-evaluation process" in which he would choose several predominant issues from the past year and evaluate his responses. He said he planned to forward information to the commission in advance of the process. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 10:27 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES November 19, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige Absent: City Council Liaison Navickas CALL TO ORDER Eggers called the regular meeting to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. APPROVAL OF MINUTES Study Session - October 15, 2007 MOTION Gardiner moved to approve the minutes as written. Rosenthal seconded the motion. The vote was: 4 yes - 0 no [Eggers abstained] ReQular Meetinq - October 22. 2007 Under "Discussion of Ashland Creek Park Construction Documents," Noraas indicated that the sentence referring to the commission's "agreement in principle" about construction document changes concerning the kiosk and bike parking was redundant. Under "SOU Students' Duck Pond Review and Discussion," Eggers stated that the students' assertion that the upper pond was separated from Ashland Creek "due to construction of the Granite Street dam" was incorrect. In the same section under "Proposed Solutions," Eggers stated that the third bullet, relating to adding a biological substance "to maintain the algae problem," should have read "to alleviate the algae problem." Under "Alcohol Fee Waiver Request," Eggers asked that the first sentence be revised to read, "...the recently implemented rental fee covered only 30% of departmental costs....". Under "Discussion of Ashland Creek Park Construction Documents," Eggers asked that the first sentence under Discussion Among Commissioners read as follows, "...with Eggers indicating that some of the changes diverged from the master plan....". MOTION Noraas moved to approve the minutes as amended. Lewis seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM None ADDITIONS OR DELETIONS TO THE AGENDA None UNFINISHED BUSINESS SIGNS AND PLAQUES SUBCOMMITTEE RECOMMENDATIONS Gies reported that the subcommittee met to discuss two requests: 1) a sign for the Hunter Park batting cage acknowledging those who participated in the project, and 2) a request for a memorial bench on the grounds of the North Mountain Park Nature Center. He indicated that both requests were viewed favorably by the subcommittee but the policy stated that commission approval was required before moving forward. Jack Opgenorth of the Ashland Little League indicated that the sign's mockup was larger than requested, and was actually intended to measure 20" x 30". Eggers expressed interest in meeting as a commission to review the Signs, Plaques, and Memorials policy to discuss some of its potentially confusing points. MOTION Gardiner moved to approve the plaque for the Ashland Little League batting cage at Hunter Park. Rosenthal seconded the motion. The vote was: 5 yes - 0 no ,13 tar Meeting Minutes-November 19,2007 Jnland Parks and Recreation Commission UNFINISHED BUSINESS SIGNS AND PLAQUES SUBCOMMITTEE RECOMMENDATIONS, cont'd. Gies said that the second request, a memorial bench for the North Mountain Park Nature Center, was fully supported by Nature Center staff, as the deceased person had been a loyal volunteer at the center. He reported that the volunteer had not been deceased a full year, a stipulation contained within the policy. Discussion AmonQ Commissioners Gardiner, a subcommittee member, acknowledged that the request did not fit with the current policy but recommended approving the bench and plaque and later reviewing the policy. Eggers expressed the importance of creating a policy that worked for everyone and suggested reviewing the policy at a later date [before approving additional requests]. MOTION Lewis moved to approve the bench and plaque for the North Mountain Park Nature Center. Noraas seconded the motion. Discussion Amonq Commissioners Noraas stated that people often wish to request memorials following a death and suggested reviewing the policy to ensure its sensitivity. The vote was: 5 yes - 0 no NEW BUSINESS BEAR CREEK GREENWAY JOINT POWERS AGREEMENT Robertson reported that, 30 years ago, Ashland, Talent, Phoenix, Central Point, and the Jackson County community agreed to work with the Bear Creek Greenway Committee in creating a Greenway. He said that he and the other committee members developed a draft joint powers agreement for the management of the Greenway. He indicated that the agreement was designed to ensure the viability of the Greenway over time and to shift responsibility for its maintenance from Jackson County to the individual cities through which the Greenway travels. He welcomed Karen Smith, Special Projects Manager for Jackson County, and invited her to speak to the commission. Karen Smith said the Greenway agreement was modeled on a similar pathway in Idaho. She indicated that this draft coalition agreement for the management of the Greenway would ensure that jurisdictions conducted regular maintenance of the pathway within their area, with major maintenance funded by contributions from each city, which would be held within the county. She reported that an exact accounting of funds would be conducted and the document would be audited. Smith said the Joint Powers Committee would replace the Bear Creek Greenway Committee, with each city appointing a member. She said the agreement would run for three years, and that it contained a renewal clause. Discussion Amonq Commissioners Rosenthal noted that the estimated numbers showed 2005 figures and asked about their accuracy, given the increase in oil prices. Smith said the numbers were difficult to calculate and would not be recalculated but that it would prove to be a benefit to the cities involved. Rosenthal asked about the committee's funding plan, in the event funds were depleted and a major repair became necessary. Smith indicated that the committee would approach cities directly for those repairs. Robertson reported that the additional budget impact would be $11,931, with funds used for major maintenance and staffing, and that the total budget impact would be $24,471, including ongoing Parks maintenance already occurring along the Greenway. Smith said that the Greenway focus was shifting from building the pathway to its management. Commissioners thanked Smith and Robertson for their efforts. Jf3 Aar Meeting Minutes-November 19, 2007 Jnland Parks and Recreation Commission SUBCOMMITTEE and STAFF REPORTS Gardiner asked the commission to review the existing Signs, Plaques, and Memorials policy and provide suggestions to the subcommittee about any proposed changes. ITEMS FROM COMMISSIONERS Noraas reported visiting Glendoveer Golf Course in Portland, which features a 2.2-mile fitness trail encircling the 36-hole course. She said she spoke with the manager of the pro shop as well as the staff maintenance worker, both of whom provided information about the trail. Commissioners agreed to discuss a proposed trail for the Oak Knoll Golf Course during the upcoming '08-'09 budget season. Eggers reported conducting a thorough comparison between the Ashland Creek Park master plan and the draft construction site plan and she invited other commissioners to review them as well. Commissioners agreed to discuss the topic in more detail at a study session in early December. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Joint City Council/Parks Commission executive session on December 4 at The Grove, 1195 E. Main Street. Topic to include: · Real Property Acquisition ORS 192.660 (2)(e) · Study Session on December 4 at The Grove, 1195 E. Main Street. Topic to include: · Ashland Creek Park Construction Documents Discussion · Study Session on December 10 at the Parks Office, 340 S. Pioneer Street. Topic to include: · Fees and Charges Review of: · Darex Family Ice Rink · Daniel Meyer Pool · North Mountain Park Nature Center Programs · Recreation Programs · Regular meeting on November 19-Parks Office, 340 S. Pioneer Street ADJOURNMENT - By consensus, with no further business, Eggers adjourned the regular meeting at 8:40 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES December 4, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige Absent: City Council Liaison Navickas CALL TO ORDER Eggers called the meeting to order at 7:00 p.m. at The Grove, 1195 E. Main Street. ASHLAND CREEK PARK CONSTRUCTION DOCUMENTS DISCUSSION Eggers reported requesting the meeting and thanked commissioners and guests for attending. She expressed excitement about the proposed construction documents and asked commissioners to consider allowing for an 80-foot buffer between the creek and the basketball court, a topic that was discussed during the public meetings and included in the master plan. She said the creek and riparian areas were the elements requiring the most protection and the additional twenty feet would not negatively affect the park's design. She suggested several ways the space could be accommodated, including reducing the basketball court area, reducing the planting buffer from eleven feet to six feet, and moving back the community garden. Laurie Sager of KenCairn Sager Landscape Architects said it might be possible to retain the community garden's size while shifting it a few feet. Discussion AmonQ Commissioners Gardiner stated that the park was meant to be utilized by a variety of people and the elements contained within the master plan were based on public input. Noraas reported reviewing early meeting notes from the park planning process and learning that members of the public requested simplicity, minimal features, and few traditional park elements, yet the construction documents included some formal features. Lewis talked about the importance of balancing elements of a neighborhood park with more formal features and suggested reducing the size of some formal elements and moving forward with the process. Gardiner stated that, as the master planning process proceeded, more input was received on park features such as community garden plots, basketball court, and parking spaces and that an overly reduced basketball area would result in a less useable court. He said the park is a small piece of property on a long creek that's pressured for much of its span and the commission endeavored to protect the riparian area by moving the elements the community requested to the front of the property. Rosenthal questioned whether the walkways might serve as potential encroachments on the creek and Eggers stated that park patrons enjoy walking to the creek and it's best to direct them through that area. Commissioners asked Sager to prepare a drawing in which the basketball court was shifted an additional fifteen feet from the creek. Sager agreed to provide the revised drawing at the December 17 regular meeting. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 7:55 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation ~~ ~,.".--- City of Ashland PARKS AND RECREATION COMMISSION STUDY SESSION MINUTES December 10, 2007 ATTENDANCE Present: Commissioners Eggers, Lewis, Noraas, Rosenthal; Director Robertson; Superintendent Teige Absent: Commissioner Gardiner; City Council Liaison Navickas; Superintendent Gies CALL TO ORDER Eggers called the meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer. DISCUSSION ON RECREATIONAL FEES, CHARGES, AND POLICIES Robertson reminded the commission of their previous work related to adjustments of fees and charges. In light of the unanticipated $300,000 reduction in projected taxes for FY '07-'08 as well as the impending loss of Y AL funds in FY '08-'09 [at the conclusion of the four-year levy], he stressed the importance of "pricing right" fees and charges for recreational programs and facilities. Teige said she planned to speak about revenues and expenditures associated with the Darex Family Ice Rink, Daniel Meyer Pool, North Mountain Park Nature Center, Ashland Senior Center, adult and youth recreation programs, and the Garfield Park summer program. Darex Familv Ice Rink Teige talked about revenues and expenditures related to ice rink programs, including open skate, hockey, groups and tournaments, skate lessons, concessions, punch cards, adult recreational skate, and skate rentals. She reported that revenues for winter '06-'07 totaled $51,685.50 while expenditures for part-time staff, full-time administrative and maintenance staff, equipment and supplies totaled $99,426, bringing the subsidy to $47,740.50, with an overall recovery rate of 52%. Daniel Mever Pool Teige talked about revenues and expenditures related to pool programs, including swim lessons, open swim, lap swim, aerobics, concessions, pool rentals, and water polo. She reported that revenues for FY '06-'07 totaled $37,208.55 while expenditures for part-time staff, full-time maintenance staff, pool equipment and supplies totaled $109,142, bringing the subsidy to $71,933.45, with an overall recovery rate of 34%. North Mountain Park Nature Center Teige talked about revenues and expenditures related to programs offered at the North Mountain Park Nature Center, including community classes and events, school programs, donations, interpretations and exhibits, service learning, and volunteers. She reported that revenues for FY '06-'07 were $47,007.15 while expenditures for full- and part-time staff, instructors, supplies, and other expenses were $305,982.09, bringing the subsidy to $258,974.94, with an overall recovery rate of 15%. Ashland Senior Center Teige reported that grants from RVCOG and Soroptimist International of Ashland generated $10,495 for the Ashland Senior Center in FY '06-'07, while expenditures for full- and part-time staff, materials and supplies, utilities, phones, and expenses totaled $122,018, bringing the overall subsidy to $111,523, with an 8% recovery rate. Adult Recreation Proarams Teige stated that revenues generated by adult recreation programs such as dance activities, art and design classes, language and sports programs, and fitness classes totaled $63,181 while expenses related to instructors, full- and part-time staff, materials and supplies were $68,683, bringing the subsidy to $5,502, with a 92% recovery rate. Ashland Parks and Recreation Commission Study Session - December 10,2007 Paae 2 DISCUSSION ON RECREATIONAL FEES, CHARGES, AND POLICIES, cont'd. Youth Recreation Proarams Teige reported that revenues for youth recreation programs, including water and sports activities, field trips, and art activities, totaled $17,605, while expenses for instructors, full- and part-time staff, materials and supplies, the kayaking/rafting contract, and the track program totaled $55,109, bringing the subsidy to $37,504, indicating a 32% recovery rate. Summer Park Proaram (Garfield Park) Teige reported that no revenues were generated in FY '06-'07 related to the free summer park program while expenses for part-time staff, materials, supplies, and fuel totaled $7,000, showing a recovery rate of 0%. Teige said the average recovery rate for all programs was 33%. Public Input Keith Swink, 1655 Peachey Road, President of Ashland Water Polo, thanked staff and commissioners for their help with the summer '07 water polo program. He asked for suggestions about sustaining aquatics programs within the community and talked about their benefits. He asked the commission to consider speaking with SOU about expanded community opportunities for their pool and requested future assistance from the commission for the water polo team, should the need arise. Discussion AmonQ Commissioners Eggers asked about overall revenues and expenditures for FY '06-'07 programs and Teige said revenues were $227,182.20 while expenditures totaled $767,360.09. Teige asked the commission if they preferred to raise fees gradually each year or in larger increments over a shorter period of time. She suggested targeting a 40% recovery rate in FY'08-'09. When asked about the pool's usage level in the '07 season, Teige reported that it was used throughout both the days and nights, prohibiting additional program offerings. Rosenthal asked Teige about promotional costs, including expenses associated with the printing and mailing of the seasonal recreation guide, and Teige reported that each issue cost $6,000, not including staff time. Eggers suggested listing, on a separate sheet, additional costs associated with programs [not included in previous calculations], including such items as program guide costs and staff time. Robertson expressed his desire to determine an overall recovery rate for recreation programs for FY '08-'09 and then meet with the school superintendent and other community groups to determine a collaborative funding mechanism for the continuing operation of programs. Kari Gies of the North Mountain Park Nature Center said Parks paid $29 per child for school outreach programs while the school district paid $4 per child. She said Nature Center staff solicited and collected surveys from teachers over a period of ten years and results indicated the high quality of Nature Center programs. She said priority for program space was given to Ashland students, who participated free of charge, with any remaining spaces filled by students from surrounding cities, who were required to pay for the programs. Noraas said her understanding about Nature Center school programs was that the costs were to have been shared between Parks and Schools, but Parks paid more than its share. Robertson said the Parks Department had undervalued its services over a number of years and community members learned to expect low or no fees for programs. He said one option could be the reduction of programs and services, which might result in the reduction of personnel. Rosenthal indicated that the culture of entitlement in Ashland was not in line with the current funding reality. Rosenthal talked about potential public / private sponsorships to increase funding for programs. As an example, he said companies could advertise in the recreation program guide, providing partial funding for programs using non-tax dollars and freeing up funds for other programs. Ashland Parks and Recreation Commission Study Session - December 10, 2007 PaQe 3 DISCUSSION ON RECREATIONAL FEES, CHARGES, AND POLICIES Discussion AmonQ Commissioners, cont'd. Robertson said local opportunities existed for corporate sponsorships but the commission had been reluctant in the past to place corporate labels on fields and recreational supplies. Eggers voiced a lack of support for placing commercial labels within the parks system. Other potential fund raising suggestions included allowing corporate sponsorship of an event at the rink; soliciting another namesake for the rink [since the Darex family expressed willingness to relinquish their name, should another sponsor be found]; making the Nature Center and Senior Center fee-based facilities requiring membership dues or "supporter cards"; charging higher fees for field usage and tournaments; and asking the Ashland Parks Foundation for increased funding for recreation program scholarships. Commissioners directed Robertson to speak with the school district and asked Teige to propose funding increases, targeted requests for donations, and potential partnerships and advertising opportunities. Staff was asked to consider ways to "get the message out" regarding the funding shortages in the upcoming fiscal year. Suggestions including utilizing the recreation program guide and Parks Department Web site as well as releasing a series of press releases to local media. Teige said the topic would be discussed again at the regular meeting on January 28,2008. Robertson distributed evaluation materials in preparation for his performance review on December 17. Commissioners discussed ways to improve the evaluation form and talked about forming a subcommittee to create a better vehicle for the process. Rosenthal and Noraas volunteered to serve on the subcommittee. Teige offered to send an email to ORPA soliciting evaluation forms from other agencies within the state. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the meeting at 8:42 p.m. Respectfully submitted, II , I I i ! Susan Dyssegard Ashland Parks and Recreation ~ City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES December 17, 2007 ATTENDANCE Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and T eige Absent: City Council Liaison Navickas CALL TO ORDER Eggers called the regular meeting to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street. APPROVAL OF MINUTES Study Session - November 14, 2007 Under "Fees and Charges Review," in the section entitled Facilities, Eggers asked the record to reflect that she said "grandfathered facilities users should pay the cost of utilities and perhaps maintenance." Under "Ashland Creek Park Construction Documents Discussion," Eggers said the sentence referring to the proposed classroom at the Ashland Creek Park should have read: "She questioned the need for an enclosed shelter...." MOTION Lewis moved to approve the minutes as amended. Rosenthal seconded the motion. The vote was: 4 yes - 0 no (Gardiner abstained) ReQular MeetinQ - November 19. 2007 Under "Upcoming Meeting Date(s) and Proposed Agenda Items," Noraas pointed out that the regular meeting was set for December 17, not December 19. MOTION Gardiner moved to approve the minutes as amended. Lewis seconded the motion. The vote was: 5 yes - 0 no PUBLIC PARTICIPATION OPEN FORUM Chris Cripel, 329 Beach Street, voiced concern about the impact on the Hunter Park Senior Center caused by the City of Ashland ordinance prohibiting dogs in parks. He asked the commission to consider allowing tethered dogs at the center and outlined a number of options for their consideration. Jim Gault, 149 N. Wightman Street, said he transports his dog to the center in a baby stroller and other seniors enjoy visiting with his pet. Joan Hartzell, 881 E. Main Street, asked the commission to disregard the original letter of complaint about dogs at the center due to the lack of credibility of the complaining senior. ADDITIONS OR DELETIONS TO THE AGENDA None PRESENTATION OF COMPREHENSIVE ANNUAL FINANCIAL REPORT Lee Tuneberg, City of Ashland Finance and Administrative Services Director, presented the 2006 CAFR and said the commission was responsible for its contents. He reviewed the report and guided the commission through key points contained within the document. He said the auditor's report indicated that the commission received a "pass" on all sections of the document. Tuneberg emphasized the need to look more closely at internal controls and create a written policy for the department's cash handling procedures, which would require adoption by the Parks Commission. MOTION Noraas moved to approve the CAFR as presented. Rosenthal seconded the motion. The vote was: 5 yes - 0 no ,2 Af Meeting Minutes-December 17, 2007 ,land Parks and Recreation Commission JNFINISHED BUSINESS CONSTRUCTION DOCUMENTS PRESENTATION Laurie Sager of KenCairn Sager Landscape Architects presented an updated version of the construction documents for Ashland Creek Park. She reviewed changes incorporated since the last commission discussion, including shifting the two kiosks to the other side of the main walkway and pushing the basketball court fifteen feet further from the creek. Sager asked the commission for feedback before preparing the final construction documents. Commissioners expressed favor with the revisions and asked for periodic updates on the project. NEW BUSINESS 2008 MEETING CALENDAR Robertson presented proposed Parks Commission study session and regular meeting dates for 2008. He pointed out alternate dates chosen for meetings that would normally be conducted on or near holidays and asked the commission for their input. Discussion AmonQ Commissioners Commissioners agreed to the proposed meeting dates as presented. JANUARY MEETING LOCATION Robertson reported that Council Chambers was undergoing renovations and the work would not be completed until the latter part of January. He said the regular meeting scheduled for January 28 might need to be relocated to The Grove or the Parks office if the construction remained unfinished. Rosenthal talked about the importance of taping and broadcasting Parks Commission meetings, as televised meetings provide public visibility to commission issues, and expressed frustration about the need to relocate meetings due to scheduling conflicts. He suggested requesting a refund from SOU for unrecorded meetings. Robertson agreed to update the commission on the status of Council Chambers renovations prior to the January 28 meeting. SUBCOMMITTEE and STAFF REPORTS Eggers said that she and Gardiner planned to meet with staff to review the Signs, Plaques, and Memorials policy. ITEMS FROM COMMISSIONERS Gardiner requested that staff discontinue adding the monthly Senior Center newsletter to commission packets, and commissioners discussed its online availability. Eggers expressed excitement about the impending 100-year anniversary of Lithia Park in 2008. She asked interested commissioners to think about suggestions for honoring the milestone. Robertson indicated that 2008 would also mark the 1 OO-year anniversary of the founding of the Ashland Parks and Recreation Commission. He reported that a large records review project was underway in the basement of the Parks Department building and said he hoped staff could find valuable historical documents to assist with the centennial celebrations. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS · Study session on January 14 at the Parks Office, 340 S. Pioneer Street-7:00 p.m. · Regular meeting on January 28-Location TBD-7:00 p.m. ADJOURNMENT - By consensus, with no further business, Eggers adjourned the regular meeting at 8:58 p.m. Respectfully submitted, Susan Dyssegard Ashland Parks and Recreation Department