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

Regular Meeting – 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

Discussion Among 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 YAL 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 Among 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.

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 DATE(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