City of Ashland

PARKS AND RECREATION COMMISSION

REGULAR MEETING

MINUTES

February 25, 2008

ATTENDANCE

Present:    Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige

Absent:     City Council Liaison Navickas

CALL TO ORDER

Gardiner called the regular meeting to order at 7:00 p.m. at Council Chambers, 1175 E. Main Street.

APPROVAL OF MINUTES

Study Session – January 14, 2008

MOTION Eggers moved to approve the minutes as written. Rosenthal seconded the motion.

The vote was: 5 yes – 0 no

Regular Meeting – January 31, 2008

Under “Fees and Charges Recommendations,” Eggers noted that increases were mainly listed as percentages of recovery, but number four was listed as a rate of increase.

MOTION Eggers 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

PROPOSED DUCK RACE

Jana Carole of the Aquatics Foundation of Southern Oregon (AFSO) said that, based on feedback provided by the commission at the February 11 study session, she obtained expert advice about potential environmental impacts on the creek relating to the proposed July 12 fundraiser in Ashland Creek as well with feedback from organizers of similar rubber duck race events. She reported consulting with an SOU biology professor and two local fish biologists regarding any potential hazards caused by the proposed duck race and was told that June 15 to September 15 was the recommended in-water work period for streams such as Ashland Creek. She said the experts agreed that there would be no significant impact to the fish resources of Ashland Creek caused by two or three volunteers walking the creek to collect ducks and trash. She said AFSO would provide a dumpster, which would be loaded with collected trash and removed at the earliest possible time after the event. In terms of feedback from organizers of similar events, she said that the “Annual Rogue Great Duck Race” event had occurred in late summer in Shady Cove over the past ten years and the “Grants Pass Rogue Duck Derby” had been successfully conducted for five years.

Public Input

Keith Swink, 1655 Peachey Road, of Southern Oregon Water Polo, said the money raised by the duck race fundraiser would be used to keep the SOU pool open for the many aquatics community members in the Rogue Valley.

Discussion Among Commissioners

Commissioners asked several questions and received clarification.

MOTION Lewis moved to approve the proposed duck race as presented. Noraas seconded the motion.

The vote was: 5 yes – 0 no

FEES AND CHARGES RECOMMENDATIONS

Based on commission input provided at previous meetings, Teige recommended increasing recovery rates of fees and charges for weddings, facilities, ballfields, Daniel Meyer Pool, Calle Guanajuato restaurant seating and Artisan Market, Oak Knoll Golf Course, and youth recreation programs.

Discussion Among Commissioners

Commissioners discussed the matter at length and talked about dates for implementing increases in each category. In terms of fees and charges for the use of ballfields and the Calle Guanajuato, Rosenthal questioned the rapid increase in rates over one year’s time, stating that it was too soon to implement such large increases.

MOTION: Noraas moved to approve the following changes to fees and charges:

§         Weddings – increase from 31% to 80% recovery – effective July 1

§         Indoor Rental Facilities – increase from 31% to 50% recovery – effective July 1

§         Ballfields/Tournaments – increase from 31% to 70% recovery – effective July 1

§         Daniel Meyer Pool rates – increase from 34% to 50% recovery – effective June 1

§         Calle Guanajuato Restaurant Seating and Artisan Market – increase fees by 10% – effective April 1

§         Oak Knoll Golf Course – effective April 1:

o       Increase summer daily fees from $15 (9 holes) / $22 (18 holes) to $16 / $24

o       Increase senior age from 50 to 55

o       Increase summer senior fees from $13 (9 holes) / $20 (18 holes) to $14 / $22

o       Increase summer cart fees from $6 (9 holes) / $11 (18 holes) to $8 / $13

o       Create 6-month seasonal (7 day) pass good for April 1, 2008 – September 30, 2008 for $800. This would be on a trial basis for the 2008 season.

§         Youth Recreation Programs – increase from 32% to 40% recovery – effective July 1.

Lewis seconded the motion, with the amendment that recovery rates for the golf course be determined in the same manner as the other categories.

                 The vote was:   Eggers, Gardiner, Lewis, Noraas –  yes

                                         Rosenthal – no

NEW BUSINESS

TRIANGLE PARK AMPLIFICATION REQUEST

Danielle Mancuso asked for the use of amplified sound at Triangle Park on Saturday, March 8, from 11-11:30 AM for the International Women’s Day March assembling at that location.

Discussion Among Commissioners

Learning that the sound would be confined to the area in which they gathered, commissioners spoke favorably of the request.

MOTION Eggers moved to approve sound amplification at Triangle Park on Saturday, March 8, from 11-11:30 AM for the International Women’s Day March. Rosenthal seconded the motion.

The vote was: 5 yes – 0 no

THREE-YEAR AMPLIFICATION REQUEST FOR SALMON FESTIVAL

Teige reported on the commission’s 2005 approval of a three-year amplification request for the Bear Creek Salmon Festival at North Mountain Park. She requested an additional three-year approval for amplification.

Discussion Among Commissioners

Eggers asked how best to manage amplified sound at North Mountain Park in terms of sensitivity to neighbors. Teige reported receiving few or no complaints but said any complaints received would be addressed on site at the event. She said sound checks could occur prior to the start of the event and acceptable sound levels could be set and not exceeded.

MOTION Rosenthal moved to approve the three-year amplification request for Salmon Festival 2008-2010. Noraas seconded the motion.

The vote was: 5 yes – 0 no

’08-’09 DRAFT COMMISSION GOALS

Robertson reported meeting with each commissioner to solicit input about ’08-’09 fiscal year goals. Based on interest, he said goals were grouped into three categories: strong interest (all commissioners expressing interest); moderate interest (two or more commissioners expressing interest); and modest interest (one commission expressing interest). He asked the commission to provide input, refinements, and suggestions for moving forward with the development of ’08-’09 commission goals.

Discussion Among Commissioners

Eggers reminded the commission of her interest in conducting initial goal setting meetings in small groups rather than one-on-one with the director, as the input received from other commissioners would have influenced her list of goals. Noraas reported that she asked for a “community communication” page in the recreation guide and the revamping of the “goal setting and tracking process” to better track progress on projects. Commissioners discussed labeling one set of goals as “policy and practices” and the other as “projects,” with the latter including the duck pond and ice rink projects.

Robertson agreed to refine the list for the March 3 budget session and to place items into “policy and practices” and “projects” categories.

CENTENNIAL CELEBRATION SUBCOMMITTEE

Robertson suggested forming a subcommittee to plan the 100-year anniversary celebration for the founding of the Ashland Parks and Recreation Commission and Lithia Park. Commissioners Eggers, Lewis, and Noraas volunteered to serve on the subcommittee, and staff agreed to contact local history enthusiasts to request their involvement on the subcommittee.

SUBCOMMITTEE and STAFF REPORTS

North Main / Scenic Park Construction RFP Process

Gies reported that the project went out to bid and would close on March 14. He indicated that seven contractors had requested project plans and said the project includes excavation work, hard surfaces and parking, storm drains, utilities, electrical, and other features.

ITEMS FROM COMMISSIONERS

Eggers asked for updates on some Parks-related issues, including the conclusion of the ’07-’08 ice rink season, the proposed homeless march, the trees in the upper Lithia Park parking lot, and concerns about pesticide spraying. Staff provided responses to her questions.

UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS

§         Budget session set for March 3 at the Parks Office, 340 S. Pioneer Street—7:00 p.m.

§         Study session set for March 17 at the Parks Office, 340 S. Pioneer Street—7:00 p.m. Topics to include:

§            Scope of ice rink project

§            Budget discussion

§         Regular meeting set for March 24 at 7:00 PM, Council Chambers, 1175 E. Main Street—7:00 p.m. Topics to include:

§            Approve goals

§            Recommend budget approval

§            Calle seating contracts

§            Grant resolution (ice rink)

ADJOURNMENT – By consensus, with no further business, Gardiner adjourned the meeting at 9:10 p.m.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation Department