Agendas and Minutes

Parks & Recreation Commission (View All)

Regular Meeting

Minutes
Monday, November 25, 2002

City of Ashland

City of Ashland

PARKS AND RECREATION COMMISSION

REGULAR MEETING
MINUTES

November 25, 2002

 

ATTENDANCE

Present: Commissioners Eggers, Jones, Lewis; Councilor Laws; Director Mickelsen

Absent: Commissioners Landt, MacGraw

CALL TO ORDER

Vice-Chair Eggers called the meeting to order at 7:00 p.m. at Council Chambers, 1175 E. Main

APPROVAL OF MINUTES

Regular Meeting – October 28, 2002 Commissioner Jones moved to approve the minutes as written. Commissioner Lewis seconded.

The vote was: 3 yes – 0 no

PUBLIC PARTICIPATION

OPEN FORUM

Myron Hudson of the Ashland Soccer Club was present to inquire about the ‘soccer building’ planned at one time for North Mountain Park but not currently constructed. Mr. Hudson requested that the building be constructed at least to the point where it could be used for secure storage of equipment and uniforms. The Commission noted that this was an item to be discussed at budget time and encouraged Mr. Hudson to attend the upcoming January budget meetings.

ADDITIONS OR DELETIONS TO THE AGENDA - None

UNFINISHED BUSINESS - None

NEW BUSINESS

REQUEST FOR USE OF P&R FACILITIES FOR SPORTS CAMP

Director Mickelsen reported that the Department had received a request from Ashland Babe Ruth to use Parks and Recreation facilities in order to host a fundraising sports camp for 13-17-year-olds in March 2003. Explaining that this was the first request of its kind, Director Mickelsen noted that, among its options, the Commission could choose to enact a policy regarding this type of use or could approve or deny this request on a one-time basis.

Public Comment

Allan Decker, president of Babe Ruth, explained that Babe Ruth intended to apply the anticipated $4,000 - $5,000 proceeds from the proposed camp mainly toward completion of the batting cages with some monies going toward uniform and equipment. Mr. Decker noted that Babe Ruth hopes to continue to hold the camp each year as its major yearly fundraising effort.

Discussion Among Commissioners

After discussion among Commissioners about various points of the draft policy offered by Staff in the memo concerning this topic, Commissioner Jones expressed her support for approving the Babe Ruth request. "Any time we bring in kids in a camp like this," she said, "the whole community profits from it."

Saying that the $165 camp fee might be prohibitive for some, Commissioner Eggers suggested that Babe Ruth consider providing some ‘scholarships’.

Commissioner Lewis suggested that the Commission approve the request on a ‘one-time’ basis, pointing out that once the March sports camp is completed the Commission would be better able to evaluate a potential policy.

Saying "I’m not prepared to vote on a policy tonight," Commissioner Eggers agreed with Commissioner Lewis.

Director Mickelsen suggested that the Commission include some of the stipulations—such as points number 3, 4, and 5 as listed in the draft policy—even if granting approval for only a one-time basis. Points number 3, 4, and 5 of the draft policy are:

3) Sport Camps will be limited to those sponsored by Ashland community organizations affiliated with a governing organization.  The following community organizations meet this criteria:  Ashland Little League, Mt. Ashland Babe Ruth, American Legion Team, Ashland Soccer Club, ASA Softball, Ashland School District, Stay (Youth Tennis), Ashland Youth Hockey, Ashland Youth Swim Team, and SOU.

4) If the sport camp is for-fee, all profits generated shall go to the organization, not to an individual.

5) Regardless of scheduled camps, the Department shall have the right to restrict the use of the fields if it determines that such usage will be detrimental to fields.

MOTION Commissioner Lewis moved to grant one-time approval of Babe Ruth’s request for use of P & R facilities for a sports camp with the stipulations of numbers 3, 4, and 5 of the draft policy and with the stipulation that Babe Ruth be required to submit a budget for the sports camp. Commissioner Jones seconded.

The vote was: 3 yes - 0 no

2003 RATES FOR OAK KNOLL GOLF COURSE

Commissioner Jones reported that the Golf Advisory Committee had met and prepared a recommendation for 2003 Oak Knoll Golf Course Rates. She presented the recommendation, which had been detailed at the study session immediately preceding this meeting, to the Commission. Essentially, the committee has recommended increasing the 9-hole fee for everyone except juniors by $1.

Public Comment - None

Discussion Among Commissioners

Motion Commissioner Jones moved to set the 2003 Oak Knoll Golf Course rates as recommended in the proposal by the Golf Advisory Committee. Commissioner Lewis seconded.

The vote was: 3 yes - 0 no

ACCEPTANCE OF 2001/2002 AUDIT REPORT

Director Mickelsen reported that, for the 23rd consecutive year, the Department had again received a ‘clean’ audit. He offered special acknowledgement of Business Manager Ann Benedict and her staff for excellent work, which has also resulted in thirteen consecutive years of earning the GFOA award, the highest award given by the governmental accounting board.

Public Comment - None

Discussion Among Commissioners

MOTION Commissioner Jones moved to accept the 2001/2002 Audit Report. Commissioner Lewis seconded.

The vote was: 3 yes - 0 no

SUB-COMMITTEE and STAFF REPORTS

PROJECT UPDATE - information purposes

Director Mickelsen referenced the memo outlining status updates for ongoing Department projects and entertained questions from the Commission. He made special note that the Lithia Park playground area will be closed for the next several weeks while the playground area is resurfaced with ADA-compliant certified wood chips. Commissioner Eggers suggested that a sand area be left as a sand-play space. Park Superintendent Gies agreed to look into adding a sandbox in the playground area.

ITEMS FROM COMMISSIONERS

Commissioner Jones noted that the December meeting will be her last as a Parks and Recreation Commissioner. She asked to be updated on several projects that had been of particular interest during her four-year tenure. Staff offered to compile the information and furnish the update to all Commissioners.

UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS

Upcoming Meeting Dates

  • Regular Meeting set for 7:00 p.m., December 16, 2002, Council Chambers, 1175 E. Main Street

ADJOURNMENT – By consensus, with no further business, Vice-Chair Eggers adjourned the meeting.

Respectfully submitted, Robyn Hafner, Department Secretary, Ashland Parks and Recreation Department

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