City of
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige; City Council Liaison Amarotico
Absent: None
Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175
Study Session – January 18, 2005 Under Old Business item ““Review of 2004-2005 Goals,” Eggers asked that the sentence in the section “Discussion Among Commissioners” pertaining to “Implementation of an Environmental Stewardship Program” be clarified to read, “which includes establishment of a program and timeline for eradication of non-native species within the parks system.”
MOTION Rosenthal moved to approve the minutes as corrected. Amarotico seconded the motion.
The vote was: 5 yes – 0 no
Regular Meeting – January 24, 2005 Under Open Forum, regarding Sandee Kensinger’s request on behalf of AAA American Legion Baseball to use the North Mountain Park baseball fields in June and July, Eggers asked that the sentence in the section “Discussion Among Commissioners” be augmented to read, “Commissioners and staff expressed interest in supporting the request but stated that additional information, such as numbers of games, impacts on the neighborhood, wear and tear on the fields, and parking needs, would be required. “ She asked that the next sentence be changed to read, “Staff was directed to determine the scheduling needs for the
MOTION Eggers moved to approve the minutes as corrected. Rosenthal seconded the motion.
The vote was: 5 yes – 0 no
PUBLIC PARTICIPATION
Open Forum
Melissa Mitchell-Hooge,
Gardiner asked that “Director’s Evaluation” be added under New Business.
UNFINISHED BUSINESS
BASEBALL FIELD LIGHTS
Robertson referenced the packet memo regarding baseball field lights at North Mountain Park, reminding the commission that they last discussed the matter at the October 25 regular meeting, where staff presented a three-step process to help evaluate the potential for lighting the field. The three steps included: 1) Review current literature on the topic of artificial light on natural areas; 2) Perform light meter tests on
Linda Chesney of the North Mountain Park Nature Center summarized the report she prepared for the commission, adding that she received an email from Pepper Trail of the Forensics Lab in which he stated that the current lights have had minimal impact [on ecological aspects at North Mountain Park] and where he expressed no strong objection to the baseball lights, as long as they would be similar to the current soccer lights. In summary, Chesney suggested shielding the lights to the maximum, limiting the duration of their use, and maximizing shading from wetlands and stream areas to prevent light from reaching those areas.
Steve Gies reported on the results from the 20 light meter samples taken at the
Tim Butz of Musco Lighting passed out literature on the proposed baseball lights and talked about the recent technology advancements in the lighting of sports fields. In terms of cost, he reported that baseball lights would be similar to soccer lights in terms of purchase price but would provide a 40% energy savings over the older style of field lights.
Greg Weston of
Discussion Among Commissioners
Robertson read the email he received from Karl Kemper, Athletic Director at
Commissioners directed staff to prepare a list of projects for the 2005-2006 fiscal year and to determine where the baseball lights would fall in terms of budget priorities. The group agreed to discuss the matter again at the March 14 study session.
GREENBRIAR RIGHT-OF-WAY VACATION REQUEST
Robertson reminded the commission that a citizen requested they sign a petition to vacate the road easement that extends from Greenbriar into the
Discussion Among Commissioners
Several commissioners agreed with the right-of-way vacation request while another commissioner felt the need to complete the master plan for the
MOTION Rosenthal moved to vacate the Greenbriar right-of-way with the provision that a pedestrian access easement and a utility easement be maintained. Amarotico seconded the motion.
The vote was: Commissioners Amarotico, Gardiner, Lewis, Rosenthal – yes
Commissioner Eggers – no
NEW BUSINESS
VACATION AND SICK LEAVE DONATION POLICY
Robertson reported that staff intended to submit the entire personnel handbook to the commission for consideration at a future date, but that some issues within the department prompted staff to request a single policy review ahead of the complete document.
Discussion Among Commissioners
A commissioner asked whether vacation and sick leave donation policies are common in city governmental offices and was informed that they are.
MOTION Eggers moved to approve adoption of the policy on vacation and sick leave donation as outlined by staff. Lewis seconded the motion.
The vote was: 5 yes – 0 no
RFP AWARD
Robertson updated the commission on the progress regarding the RFP process for two park sites within
Discussion Among Commissioners
Commissioners debated the pros and cons of the landscape architecture firms and again stated their preferences for each vendor / park site.
MOTION Amarotico moved to approve awarding contracts for master plan designs for two park sites in Ashland to two different landscape architecture firms: David Lewis for the Vogel property and Lango Hansen for the N. Main Street / Scenic property.
The vote was: Commissioners Amarotico, Gardiner, Rosenthal – yes
Commissioners Eggers, Lewis – no
DIRECTOR’S EVALUATION REPORT
Gardiner reported on the February 24 performance review of the Director of
MOTION Rosenthal moved to approve the granting of a merit increase to the Director of
The vote was: 5 yes – 0 no
SUB-COMMITTEE and STAFF REPORTS
Golf Course Subcommittee Update
Robertson updated the commission on the Oak Knoll Golf Course RFP process, reporting that 33 packets were sent out in response to requests from interested parties, with three proposals received as of the closing date [one of which was incomplete]. He reported that the review committee will meet on March 3 to decide whether to move forward with interviews or to open the process up to allow more people to submit proposals.
ITEMS FROM COMMISSIONERS
Eggers reported on the recent work of the Ashland Watershed Partnership, including an update on the status of the Billings Golf Course proposal, for which there is not an application on file with the county. She also reported on the update from the riparian ordinance Citizen’s Committee representative and the desire on the part of all concerned to serve the entire community.
Eggers reminded the commission that she represents the Parks Commission in her role as a regular voting member on the Forest Lands Commission. Her three-year term is complete and she expressed interest in serving another three-year term, unless another commissioner wished to serve. Barring none, she agreed to serve another term, with Lewis as her backup.
Eggers asked that staff report each year on how the Parks Department works with the City with respect to restoration and fire hazard reduction on parkland.
UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS
· Study session set for March 14 at 7:00 PM – Parks office, 340 S. Pioneer.
· Trail Master Plan Committee meeting set for March 17 at 1:00 PM – Parks Office, 340 S. Pioneer.
[Note: The meeting was later postponed.]
· Regular meeting set for March 28 at 7:00 PM – Council Chambers, 1175
ADJOURNMENT – By consensus, with no further business, Gardiner adjourned the meeting.
Respectfully submitted, Susan Dyssegard,