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Home My WebLink About2007-0625 Parks & Rec PACKET IMPORTANT: Ally citizen Ittending a commission meeting may speak on any Item on the 1geIIda. If you wish to speak, please lill out the Speaker Request form located near the entrance \0 CouncIl Chambers. The Chair wHI recognize you and inform you as \0 the 8lllOIIlt of time aIIotled \0 you. The time granted will be dependent to some extent on the natuAl of the item under discussion, the number of people who wish to be heard, and the length of the agenda. CITY OF ASHLAND PARKS AND RECREATION COMMISSION Executive Session JUNE 25, 2007 @ 6:30 PM COUNCIL CHAMBERS 01175 E. MAIN STREET Employee Negotiations ORS 192.660 (1)(d) Real Property Acquisition ORS 192.660 (2)(e) Regular Meeting Agenda JUNE 25, 2007 @ 7:00 PM COUNCIL CHAMBERS 0 1175 E. MAIN STREET CALL TO ORDER APPROVAL OF MINUTES Study Session-May 10, 2007 Special Meeting-May 15, 2007 Regular Meeting-May 21, 2007 PUBLIC PARTICIPATION · Open forum ADDITIONS or DELETIONS TO THE AGENDA UNFINISHED BUSINESS NEW BUSINESS · Proposed Land Swap, Verde Village · Ultimate Frisbee Request · RVTV Cable Television Contract Renewal · 07-08 Cost-of-Living Adjustments SUBCOMMITTEE and STAFF REPORTS ITEMS FROM COMMISSIONERS UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS · Study Session-July 16 at 7:00 PM-Parks office, 340 S. Pioneer. · Regular Meeting-July 23 at 7:00 PM-Council Chambers, 1175 E. Main ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28CFR 35.102-35.104 ADA Title I). 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 T uneberg None Executive Session Exempt Public Record & Consult with Legal CounselORS 192.660 (2)(~(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 YAL · Preserves the expenditure but reallocates based on Y AL final year Ashland Parks and Recreation Commission Study Session - May 10, 2007 Page 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 I 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 significanUy 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 ouUay and reported that he did not hear other Budget Committee members support her suggestion. Bennett suggested that Parks respond to the capital ouUay 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. 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 ouUay 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, f::~~ Ashland Parks and Recreation 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 (Y AL) · Preserves the expenditure but reallocates based on Y AL final year 2. Transfer $48,000 from Parks personnel to YAL · Preserves the expenditure but reallocates based on Y AL final year 3. Eliminate Senior Program Specialist I 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 I 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 I add back Admin Assistant position; remove Reception position I 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 I delays construction of neighborhood parks City of Ashland PARKS AND RECREATION COMMISSION SPECIAL MEETING MINUTES May 15, 2007 Ashland 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, J:~Y 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) 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 Reqular Meetinq - 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 AmonQ 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 00 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. 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 Amona 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 "as 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 The vote was: 5 yes - 0 no Page 3 of3 Regular Meeting Minutes-May 21, 2007 Ashland Parks and Recreation Commission NEW BUSINESS SOU POOL RESEARCH REPORT, cont'd. In tenns 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. SUBCOMMmEE 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, ~~~ Ashland Parks and Recreation Department ASHLAND PARKS AND RECREATION COMMISSION 340 so. PIONEER STREET ASHLAND, OREGON 97520 COMMISSIONERS: JoAnne Eggers Michel Gardiner Jim Lewis Melody Noraas Rich Rosenthal .-..f'...H..... 9 ..::-.::.- ~ \.; " / '>: " '. REGO~....' Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO Ashland Parks ~d Recreation Commission Don Robertson%irector FROM DATE June 20, 2007 SUBJECT Proposed Land Swap, Verde Village Action Requested Provide staff direC~~.Jl Back2round Verde Village is a proposed development located adj~c~l1tto the Dog Park. The development proposal includes a land' 'swap betw~n;(the 'Clty'cQf Ashland and the developers of Verde Village. The developer is Pl.'oposingttading .2.59 acres in exchange for 1.3 acres. .. Currently located on the 1.3 aCl.'fS of property is the entrance roacltotbe-p~~@d C1; section of the Bear Creek Greenw~y. A :grass-covered area is also . incl'U~~~atong with the restroom immediately adja()ent tothe property. The 2.59 acres of property includes stre~corridOt'f()t Ashlan~tCreek, a. wetlands and a new trail route for the Bear Creek Greenway; A new entrance to the Dog Park will result from a new road system as a part of the V erde Villa.g~ development. Because this propedy was-originally acquired with Land and Water Conservation funds (L WCF), a number of processes and questions must be answered, including: 1. Is the proposed land swap of equal or gl.'eater monetary value than the land originally purchased with the L WCF? 2. Is the proposed land swap of equal or greater recreational value than the land originally purchased with the L WCF? 3. Will council need to hold a public hearing and render a decision on the land swap? 4. Will Oregon State Parks and Recreation recommend approval of this land swap? 5. National Park Service will need to approve this swap. Home of Famous Lithia Park The fIrst step in the process has been completed in the form of a land appraisal per National Park Service specifIcations. The fmdings of the appraisal concluded that the property offered for trade is valued at $360,000 and the current value of the land held by the city is valued at $101,000; therefore, it is determined that the proposed land swap is at a greater monetary value than the land originally purchased. With the fIrst step completed, the commission is now asked to make a recommendation on the second step: "Is the proposed land swap of equal or greater recreational value than the land originally purchased with the L WCF?". In reviewing this issue, the commission needs to weigh only the recreational values of the proposed swapped land and their impacts on the rest of the facilities and amenities of Ashland Parks and Recreation. Commissioners need to consider whether this would benefIt or hinder the Dog Park and/or the Bear Creek Greenway. FORRESTER & FORRESTER Sustainable Design 8c. Development Community 8c. Land Use Planning 545 'A' Street, Suite 1 Ashland, Oregon 97520 Telephone (541) 488-7633 Fax (541) 552-9512 www.SustainableGreen.com Grants Pass: Telephone (541) 479-1098 Fax (541) 476-8955 forrester@SustainableGreen.com DATE: TO: FROM: RE: CC: Maria: Memorandum VVednesdayJunel3,2007 Maria Harris, Senior Planner City of Ashland Alex Forrester, Project Planner 06'. Exhibit N-l, Revised Property Exchange Greg and Valri VVilliams, Property Owners Richard Appicello, Assistant City Attorney Chris Hearn, Project Attorney Bob Robertson, Park Director Please find attached the estimated property exchange acreage map, Exhibit N -1, that reflects the latest plan. This is the Exhibit and the exchange acreage that was given to the appraiser. As you will note in comparing this with Exhibit N, Proposed Property Exchange in Book III, there is a slight improvement in the direction of benefiting the city: the Ashland Creek riparian area exchange to City from VVilliamS'goes up from 2.42 acres to 2.57 acres, and the city land requested by VVilliams goes down from 1.37 acres to 1.30 acres. An electronic version has been sent in a PDF format by Kerry to you. Please call if you have any questions. Alex I I \ ::: \ :::;/ ~I I \J I / ~ / I I I ~I L l I , I '/ // I f') / I I I \ \ x ;;j '" ~ ,*,/ -- '/ /'-. '~)f( / ,> / ~ J /~::g}/~7' /' ~1,C, / ((C,' ~~) \ ///~."'./ \~~>/ / , -' ,/;:/ '~ /'% ~;f J ' (\' /-f~ //. / Ii \ \ .~/~. ~ Y (( ~~<~~/;' . ,~" \ )fi?" . ~, \ i~;:; /,/' ~ J~' ~' ~/L " ~/ '-- ~/ ~ / YI/:vi ~'//c~/~ / /';/ ~/ / ,,/~.// / ~ CD o ro <~~ r-~ ~ i ........ ........ VERDE VILLAGE A Sustainable Residential Development FORRESTER & FORRESTER SlKtllfnable Design & DweIopment Community & LlInd Use Pfllllnfng 545 ~' StretJt 231 N. E. '0' StrHt Ashland. Oregon 97520 Grllnts PlISS. OR. 97526 Tef.: (541) 488-7633 Tef: (541) 479-1098 Fax: (541) 552-9512 FlIX: (541) 476-8955 :::O~ (l) ~ <: r:r' ~. .,.. Cf.l 0'" (l) .... 0...... 'i:1Z a I "d .... 9. '< tT:l ~ g. ~ 0'Cl (l) KenCairn Sager Landscape Architects, Inc. 545 'A' STREET, SUITE 3 ASHLAND, OREGON 97520 PH. (541) 488-3194 FAX (541) 552-9512 ASHLAND PARKS AND RECREATION COMMISSION 340 so. PIONEER STREET ASHLAND, OREGON 97520 COMMISSIONERS: JoAnne Eggers Michel Gardiner Jim Lewis Melody Noraas Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO Ashland Parks mcreation Commission Don Robertso~ector FROM DATE June 20, 2007 SUBJECT Ultimate Frisbee Request Action Requested Provide staff direction Backe:round For the past several years, a group of individuals have held an Ultimate Frisbee tournament in Ashland known as the "Cramp Up". This past year, the group had a difficult time securing all the needed fields to host the tournament. As a result, the group, represented by Derek Volkart, has requested booking a field well in advance of the regular field reservation timelines. Mr. Volkart will be on-hand to further explain his request. Home of Famous Lithia Park June 15,2007 RE: Ashland Ultimate requests that the Parks and Recreation Commission reserve North Mountain Park the first weekend in May for the annual Ashland Ultimate tournament. Dear Ashland Parks and Recreation Commission, This past May the Ashland Ultimate Frisbee club hosted our 14th Annual "Cramp Up" tournament in town. We provide a IS-team format the first weekend in May and are pleased to welcome 250 to 300 athletes to Ashland every year. Over the years, we have hosted teams from the Pacific Northwest, California, Idaho, Montana, Alaska and Canada. This past year was a difficult organizing year as we learned that Southern Oregon University had instituted a steep fee for outside use of SOU fields. It put Ashland Ultimate in a bind because we were unable to absorb the additional cost and we had to scramble for alternative fields. We spend nearly all of our annual tournament fee money on the organization of the tournament. We were able to piece together fields around town and make do for this year's tournament but Ashland Ultimate hopes the Parks and Recreation Commission will consider reserving North Mountain Park for the Ultimate tournament the first weekend in May on an annual basis beginning in May 2008. Our Utilization of North Mountain Park the first weekend in May would provide us with a solution that our piecemeal approach from this year did not. First, we would have our pool play in one location. By having two or three fields in one location, we do not have to ask teams to shift location for another game within their pool. This is helpful when trying to cram numerous games into a day. Second, and more importantly, because of the physical demands and pace of the Ultimate game, having access to fields that are in good condition is critical to player safety and avoiding injury and the overall enjoyment of the game. If one plays the game with the fear of risking injury the nature of the game changes. As an Ashland club we understand that Parks and Recreation is asking users to shoulder more of the financial burden of use on city-owned fields. We certainly understand the situation and want to contribute as much as we are able. We feel fortunate to live in a community that has cooperated with us for so long and hope that we can continue to host what is certainly an Ashland tradition. We thank you for your consideration. Sincerely, Ashland Ultimate ASHLAND PARKS AND RECREATION COMMISSION 340 so. PIONEER STREET ASHLAND, OREGON 97520 COMMISSIONERS: JoAnne Eggers Michel Gardiner Jim Lewis Melody Noraas Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO Ashland Parks ~ Recreation Commission Don Robertson,~ector FROM DATE June 20, 2007 SUBJECT Rogue Valley Cable Television Contract Renewal Action Requested Provide staff direction Back2:round Every other year the contract for cable broadcasts expires. These broadcasts include the regular commission meetings, taping of the meetings, and archiving the meeting tapes. The contract also allows for 14 hours of additional programming. The total cost of the contract is $5,150 for two years. This is the same contract as the prevIOus one. Home of Famous Lithia Park Southern Oregon University Cablecasting Contract for Ashland Parks Commission This contract is entered into by and between The State of Oregon, acting by and through the State Board of Higher Education on behalf of Southern Oregon University, hereinafter "RVTV", and the Ashland Parks Commission, hereinafter "Parks". The purpose of this contract is for cable television services provided by Rogue Valley Community Television at Southern Oregon University for the Ashland Parks Commission. The term of this contract is for two years, from 1uly 1,2007 through 1une 30, 2009. Both parties agree as follows: RVTV Shall: 1. Televise live on the fourth Monday of each month the regular monthly meeting of Parks from the Ashland Civic Center during the term of this contract. 2. Provide technical support for each meeting; videotape record each meeting for later playback; and publicize each meeting on one of its information channel(s). 3. At the direction of the Parks Director, provide up to two program slots in either the civic center or RVTV studio for additional programming for up to 14 total programs per year. 4. Offer any additional video production services to the Parks at regular government contracted rates. 5. Provide Video on Demand ("VOD") services to include archiving recorded meetings of Parks and Recreation government access programming for a period of one year from date of capture. RVTV provides the city with links to the city website. Parks Shall: 1. Provide a monthly agenda to RVTV for inclusion on information channel(s) bulletin boards. 2. Pay RVTV a total 0[$5,150 for services rendered under this Contract. Two equal payments 0[$2,575 shall be made by July 15, 2007 and July 15,2008. 3. Video on Demand will be billed separately at the rate 0[$55 per program that has been captured for Internet playback, not to exceed $770.00. Payments should be made payable to Southern Oregon University and mailed to: SOU Business Services Attn: Coria Gates 1250 Siskiyou Blvd. Ashland, OR 97520 Terms and Conditions: 1. Termination. Either party may terminate this Contract after 30 days upon written notice to the respective party. 2. Assignability. This Contract is for the exclusive benefits of the parties hereto. It shall not be assigned, transferred, or pledged by either party without the prior written consent of all the remaining parties. 3. Discrimination. The parties agree to comply with all applicable federal, state, and local laws, rules, and regulations on nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition, disability, sexual orientation, gender identity or source of income. 4. Indemnification. The parties each shall be responsible, to the extent permitted by the Oregon Tort Claims Act (ORS 30.260-30.300), only for the acts, omissions or negligence of its own officers, employees, or agents. 5 Public Contracts. Both parties agree to comply with all federal, state, county and local laws, ordinances, and regulations applicable to this Contract. 6. Waiver. Waiver of any breach of any provision of this Contract by either party shall not operate as a wavier of any subsequent breach of this same, or any other provision for this Contract. 7. Both parties are subject employers under the Oregon Worker's Compensation Law and shall comply with ORS 656.017, which requires both parties to provide workers compensation coverage for all of its subject workers. 8. Access to Records. Parks shall maintain books, records, documents, and other evidence and accounting procedures and practices sufficient to reflect properly all costs of whatever nature claimed to have been incurred and anticipated to be incurred in the performance of the oral agreement. The Oregon Department of Higher Education, Oregon Secretary of State, Federal Government, and their duly authorized representatives shall have access to the books, documents, papers, and records of Parks which are directly pertinent to the agreement for the purpose of making audit, examination, excerpts, and transcripts. Such books and records shall be maintained by Parks for three years from the date of the completion of work unless a shorter period is authorized in writing. Parks is responsible for any audit discrepancies involving deviation from the terms of the agreement and for any commitments or expenditures in excess of amounts authorized by RVTV. 9. Any amendment to this Contract shall be in writing and signed by authorized representatives of both parties. TIllS AGREEMENT CONSTITUTES THE ENTIRE AGREEMENT BETWEEN THE PARTIES. THERE ARE NO UNDERSTANDINGS, AGREEMENTS OR REPRESENTATIONS, ORAL OR WRITTEN, NOTSPECIFIED HEREIN REGARDING THIS AGREEMENT. NO AMENDMENT, CONSENT, OR WAIVER OF TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY ALL PARTIES. ANY SUCH AMENDMENT, CONSENT, OR WAIVER SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. CONTRACTOR BY THE SIGNA TURES BELOW OF ITS AUTHORIZED REPRESENTATIVE, ACKNOWLEDGES HAVING READ AND UNDERSTOOD THE AGREEMENT AND THE CONTRACTOR AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. City of Ashland State of Oregon, acting by and through the State Board of Higher Education on behalf of Southern Oregon University Elizabeth Sunitsch Contracts Officer Date Don Robertson Date Ashland Parks Department Cc: Corla Gates, Business Services ASHLAND PARKS AND RECREATION COMMISSION 340 so. PIONEER STREET ASHLAND, OREGON 97520 COMMISSIONERS: JoAnne Eggers Michel Gardiner Jim Lewis Melody Noraas Rich Rosenthal Don Robertson Director TEL.: (541) 488-5340 FAX: (541) 488-5314 MEMORANDUM TO Ashland Parks~ Recreation Commission Don Robertso~irector FROM DATE June 20, 2007 SUBJECT '07-'08 Cost-of-Living Adjustments Action Reauested Provide staff direction Back2round When applicable, the commISSIOn considers a cost-of-living increase for Parks and Recreation staff during the June regular meeting. Home of Famous Lithia Park ~ ' )" ? / ) ~ ') / /' J ."- .I I - ,. J , ,- f r;' p- / (/ ,/ \" , ! Senior News dONE 2007 ASHLAND PARKS BiRECREATION Meals On Wheels The Meals On Wheels program is available to Ashland residents who are not able to prepare their own evening meal, either on a temporar,y or permanent basis. The cost is $ 2.50 per meal and meals can be delivered on the da,ys of the recipient's choice. Flease contact E.ric Masse,y at 552-0'1-00 for more info or to sign up. Thanks! Heartfelt thanks to all who participated in the recent Food &- Friends Fun Walk.. Together, the walkers, individual sponsors, business sponsors, and rattle participants raised over $1 2,000 for the Food 6- friends F rogram. These funds will be used to enhance the meals program in Jackson Count,y that benefits so man,y people in such a meaningful wa,y. Man,y thanks again for this wonderful effort! 5haron Laws)s Retiring! After 1 7 ,years as the Director of the Ashland 5enior Frogram, and with over, 5 ,years of social service experience, 5haron has decided to begin her next life adventure in retirement, beginning Jul,y 1 st. Her announcement is met with mixed emotions; we know she has much she wants to do in her life outside the 5enior Center, and we also know how much she did for our Ashland seniors, who benefited from her kindness and expertise. Man,y of the senior program elements were developed during 5haron's tenure, including outreach and home visitations, information and referral for seniors or famil,y members with concerns, coordinating the man,y activities at the senior center, health and wellness programs, heat assistance programs, just to name a few. Flease drop b,y on T uesda,y, June 19th, between 12:,0 and 2:00 pm for dessert and to chat with 5haron and wish her well with her new endeavors. For more information, please call +88-,,+2. ..............000..00..00..00.0000000.000.00000000 o 0 g Food and Friends Meals g S aONE 2007 g o 0 .00.000.00.000.000000000.0000000000000000000000000 rv10nday Tuesday Wednesday Thursday Friday .' Chicken Potato Hash, Broccoli Cuts, Scandinavian Veg., Honey Wheat Bread, Apple Harvest Cake 4 Meatloaf wi Creole Sauce, Scalloped Potatoes, Peas & Onions, Whole Wheat Bread, Tropical Fruit Cup Western Breaded 11 Vegetable Beef Steak, Omelet Bake, Whipped Potatoes Glazed Carrots, wi Gravy, Marinated Green Green Peas, Bean Salad, Dinner Roll, French Bread, Molasses Cookie Chocolate Chip Bar 5 Roast Turkey wi Gravy, Whipped Potatoes, Cut Green Beans, Onion Bread, Bread Pudding wi Raisins Lunch is served 11:30 am -12:30 pm Beef Bake, 1 Mixed Vegetables, Harvard Beets, Oatmeal Bread, Peanut Butter Cookie 6 Macaroni/Cheese, 7 Tuna Salad 8 Escalloped Tomatoes Sandwich on Spinach Romaine Whole Wheat Bread, Salad, Pasta Salad, Wheat Oat Roll, Mandarin Pineapple Orange Cake Salad, Strawberry Whip 14 Turkey Rice 15 Pilaf, Sweet Potato Cuts, Green Peas, Cracked Wheat Bread, Chocolate Brownie 12 Teriyaki 13 Homestyle Meatballs wi Rice, Pork Patty Steamed Carrots, wi Cream Sauce, Oriental Pea Salad, Whipped Potatoes, Seven Grain Roll, Steamed Spinach, Spiced Peaches Rye Bread, Pear Crisp Baked Ham 18 Sloppy Joe wi Pineapple Sauce, On A Bun, Scalloped Potatoes, Oven Baked Mixed Vegetables, Potatoes, Rye Onion Bread, Confetti Coleslaw, Rhubarb Crisp Pistachio Pudding Hot Roast Beef 25 Sandwich wi Gravy, Whipped Potatoes, Cut Green Beans, Herb Bread, Rice Pudding Turkey Loaf wi Gravy, Whipped Potatoes, Italian Blend Veg., French Bread, Grace's Chocolate Cookie 19 Spaghetti wi Meat Sauce, Italian Blend Veg., Garden Veg. Salad, Garlic Bread, Birthday Cake 20 California Three 21 Cheese Bake, Country Trio Veg., Creamy Cucumber Salad, Honey Bran Roll, Birthday Cake 26 Macaroni/Cheese, 27 Shake & Bake 28 Escalloped Tomatoes Chicken, Winter Blend Veg., Creamed Potatoes, Honey Wheat Bread, Broccoli Normandy, Fresh Grapes Cornmeal Bread, Pineapple Nut Cookie Meatloaf 22 wi Gravy, Parslied Potatoes, Peas & Mushrooms, Multigrain Bread, Fresh Banana Beef Swiss 29 Style Patty, Oregon Bean Medley Steamed Spinach, Potato Wheat Bread, Strawberry Short- cake ... Happy Father's Day, SWlday, dune 17th . '* ..0....00000.0..0000000000000000000...00...0000000 I Senior Acl:tvities Calendar I o 0 o aONE 2007 0 . 0 0.000000000000000000000000000000000000000000000000 f:ionday Tuesday '.\'ed~esjaj Thuisday Friday 4 5 Issues and Options Discussion Group 10:00 - 11 :30 Line Dancing 1 :00 Tai Chi 9:00 Computer Instruction 11:00 Line Dancing 1 :00 Yoga 3:00-4:00 11 12 Issues and Options Discussion Group 10:00 - 11 :30 Line Dancing 1:00 Tai Chi 9:00 Computer Instruction 11:00 Line Dancing 1 :00 Yoga 3:00-4:00 1 June Birthdays at Food & Friends Movie: 12:30 "The Unsinkable Molly Brown" (2 hr 8 min) Yoga 9:30 Knit Or Not 10:30 Computer Instruction 11:00 7 Tai Chi 9:00 Movie: 12:30 Insurance Assistance "Key Largo" 10-11:30 (1 hr 41 min) Cards; Hearts, Spades And Bridge 1:00 8 13 14 15 Yoga 9:30 Tai Chi 9:00 Movie: 12:30 Knit Or Not 10:30 Insurance Assistance "The Straight Story" Computer Instruction 10-11:30 (1 hr 51 min) 11:00 Cards; Hearts, Spades Blood Pressure Clinic And Bridge 1 :00 11:00-12:00 Circle of Grandmthrs 1 :30-4:00 18 19 20 21 22 Tai Chi 9:00 Issues and Options Yoga 9:30 Tai Chi 9:00 Movie: 12:30 Computer Instruction Discussion Group Knit Or Not 10:30 Insurance Assistance "The Long Hot 11:00 10:00 - 11 :30 Computer Instruction 10-11 :30 Summer" Line Dancing 1:00 Line Dancing 2:30 11:00 Cards; Hearts, Spades (1 hr 57 min) Yoga 3:00-4:00 Sharon's Raflrement And Bridge 1 :00 Doosert Buftbt 12.30 - 2.00 pm 25 26 27 28 29 Tai Chi 9:00 Issues and Options Yoga 9:30 Tai Chi 9:00 Movie: 12:30 Computer Instruction Discussion Group Knit Or Not 10:30 Insurance Assistance "The Lady From 11:00 10:00 - 11 :30 Computer Instruction 10-11:30 Shanghai" Line Dancing 1:00 Line Dancing 1:00 11:00 Cards; Hearts, Spades (1 hr 27 min) Yoga 3:00-4:00 Blood Pressure Clinic And Bridge 1 :00 10:30-11 :30 Reflections of a DistIngmshed Career 5,y Lodi 5e1ford, Senior F rogram 50ard Member and Chris Dodson, Ashland Senior F rogram The recent announcement of Sharon Law's retirement is received with sadness, for we all will miss her but also with happiness that she will be able to enjoy this new adventure. For the "newbies" among us oldies, we want to share a few of the things that distinguish our Senior Program Director. Sharon began her social service career working for Marion County as a Case Manager after graduat- ing from college. She married Don Laws and eventually relocated to Ashland where she worked for the Retired Senior Volunteer Program as the Program Director. She then began to work for ACCESS doing outreach for the next 18 years, prior to coming to the Ashland Senior Program in her role as Director. Sharon has been with the Senior Program for 17 years, meeting and greeting with a smile the doz- ens of people that come through each day, and supervising a staff of salaried, volunteer and SOU practicum students that have aided in the daily needs and routine of the office. This includes home visitations to determine needs, continuous phone calls from panicked seniors with any number of problems or maybe just to chat or be encouraged about something, from adult children calling long distance with concerns of their Ashland parents, with questions about the many activities in the activity center or to make reservations for a summer outing. Different people are attracted by the wide range of activities at the senior center, and the search is always on for something to add - and more people to greet with a smile!! Important well-health functions such as the blood pressure clinic and the flu clinic are coordinated by Sharon as well as the Heating Assistance Program. She has attended coundess meetings fighting for her share of the city budget, for bus service, transportation, prescription assistance, possible grant monies and anything else that might impact Ashland seniors. Although it was probably the least pleasant of items on her job description Sharon tackled the Senior Program budget with nu- merous pencils and even more erasers as she struggled to crunch the numbers and meet the budget committee deadline. She was always complimented for keeping it to the bare essentials. There was never a need presented by a senior to which Sharon wouldn't respond, whether it be a ride to an appointment, a ride home when the transportation wasn't adequate, a call to an absent Food and Friend participant to be sure they were OK, treats and decorations for the frequent par- ties in the dining area, etc., etc. Of course she would want it known her staff assist her but it is be- cause Sharon has set the example. One final note, on a larger scale are the two construction projects that have occurred "on Sharon's watch", the addition of the activity center ten years ago and the remodel of the kitchen more re- cendy. She wasn't there with a hard hat and hammer in hand but certainly cheered on the progress, aware of the benefit it would have. Please join all Senior Program friends on Tuesday, June 19, at the end of lunch, to thank Sharon for her years of dedication and wish her a delightful retirement. FRIDAY MO\'iE MATINEES SHoWTIME t 2:80 -POPCORN PROVIDED.. FRIDAY, JUNE 1ST - THE UNSINKABLE MOLLY BROWN (2 HR 8 MIN) NR. A spunky backwoods girl is determined to break into the upper crust of Denver's high society, and along the way she survives the sinking of the Titanic. An energetic version of the Broadway musical, with memorable songs and performances. Starring Debbie Reynolds, Harve Presnell, and more. 1964. FRIDAY, JUNE 8m - KEYLARGO(IHR41 MlN)NR. A WW II vet travels to Florida to stay at a run-down hotel frequented by guests of a decidedly criminal bent. As a hurricane threatens, no one can leave. Starring Humphrey Bogart, Lauren Bacall, Claire Trevor, Edward G. Robinson, Lionel Barrymore, and many more. 1948. FRIDAY, JUNE 15m - THE STRAIGHT STORY (1 HR 51 MIN) G. A septuagenarian living in Iowa is determined to visit his ailing, estranged brother in Wisconsin, though he can no longer drive. He hitches a trailer to his riding lawnmower and heads off on the journey. Starring Richard Farnsworth, Harry Dean Stanton, and Sissy Spacek. 1999. FRIDAY, JUNE 22ND -THE LONG H OT SUMMER (1 HR 57 MIN) NR. A drifter attaches himself onto a tyrannical Mississippi family. The first pairing of Paul Newman and Joanne Woodward. Also starring Orson Welles, Lee Remick, and Angela Lansbury. 1958. FRIDAY, JUNE 29m - THE LADY FROM SHANGHAI (1 HR 27 MIN) NR. An unsuspecting seaman becomes involved in a web of intrigue when a woman hires him to work on her husband's yacht. Starring Orson Welles, Rita Hayworth, Everett Sloane and more. 1948. Senior Program c/o Ashland Parks & Rec 340 S Pioneer Ashland, OR 97520 - ASHLAND PARKS . RlIiCR~TiO"