Agendas and Minutes

Parks & Recreation Commission (View All)

Parks Commission Regular Meeting Minutes

Minutes
Monday, July 28, 2008

City of Ashland

PARKS AND RECREATION COMMISSION

 

REGULAR MEETING

MINUTES

 

July 28, 2008

 

ATTENDANCE

Present:    Commissioners Eggers, Gardiner, Noraas, Rosenthal; Director Robertson; Superintendent Teige

Absent:     Commissioner Lewis; City Council Liaison Navickas; Superintendent Gies

CALL TO ORDER         

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

APPROVAL OF MINUTES

Study Session – June 16, 2008

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

The vote was: 4 yes – 0 no

Regular Meeting – June 23, 2008

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

The vote was: 4 yes – 0 no

PUBLIC PARTICIPATION

Open Forum

None

ADDITIONS OR DELETIONS TO THE AGENDA

None

UNFINISHED BUSINESS

PROCESS FOR POTENTIAL WESTWOOD LAND SUBDIVISION AND SALE

Robertson reported that, at the June 23 regular meeting, the commission discussed the possibility of selling a two-acre portion of the ten-acre Westwood property (dedicated as park land in 1990). He outlined a proposed timeline and talked about required steps for a potential sale, stating that factors such as a slow economy and a sluggish housing market could hinder the process.

Staff was directed to schedule a tour of the property in early August, with the commission deciding whether or not to proceed at the August regular meeting. Staff was further directed to generate a list of potential surplus properties—and to research the funds with which they were purchased—for the August regular meeting.

NEW BUSINESS

LIONS CLUB REQUEST TO SELL CONCESSIONS AT CITY BAND CONCERTS

Robertson welcomed Mark Haneberg of the Ashland Lions Club and Mike Knox of the Ashland City Band and invited them to speak to the commission.

Mark Haneberg and Mike Knox proposed selling food and beverage items from a mobile concession cart at the three remaining summer 2008 Ashland City Band concerts to fundraise for the band. Haneberg indicated that proceeds would be used as follows:

§         75% toward the Ashland City Band trip to Guanajuato, Mexico

§         25% toward the repair and restoration of bandshell benches used by concert patrons.

Discussion Among Commissioners

Commissioners spoke approvingly of a trial run of the proposed fundraising effort and suggested that any future renewal of the concessionaire’s agreement would be contingent upon a successful trial run.

MOTION: Noraas moved to approve, on a trial basis, the sale of concession items from a mobile concession cart parked near the Lithia Park bandshell for the three remaining summer 2008 Ashland City Band concerts. Rosenthal seconded the motion.

The vote was: 4 yes – 0 no

ICE RINK CONTINGENCY PLAN

Robertson reported that the grant request submitted to the State of Oregon for repairs to the Darex Family Ice Rink was not selected for funding. He read through the remaining four options for the rink and asked the commission to provide direction. Options included:

1.       No ice rink: Eliminate the service permanently.

2.       New matting: Replace old mats with same style as used in the past. Previous cost estimate—given eight months ago—$35,000. Anticipate increase due to current oil increases. Requires shipping from east cost.

3.       Fundraise and reapply for grant next year. This option would rely on fundraising and grant to implement current plan. Anticipate increase due to current oil increases.

4.       Install current plan: Utilize current capital funds to install per plan. $200,000 for ice sheet and parking improvements only. Spectator cover, concessions building, and restroom funded separately.

Robertson said rink utility costs in the ‘07-‘08 season were $4,300.29 for electricity and $120.68 for water. He estimated that setup and teardown under the former system cost the department $10,000 in labor. He reminded the commission that current resources for an improved rink included $50,000 budgeted in capital, $45,000 from an insurance settlement, and $5,000 from an Ashland Parks Foundation grant.

Discussion Among Commissioners

Commissioners asked about the feasibility of using the former system in the upcoming season and Robertson said it was no longer viable as its tubing contained many small leaks. He said the chillers continued to function but the mats were not salvageable. Commissioners voiced support for options #2 and #4, as they would allow the rink to continue without interruption, but questioned how to proceed without the full amount and/or how to fundraise the remaining amount before November. Some commissioners expressed interest in borrowing unallocated capital funds and writing a grant in the spring for park development or another capital project. Eggers said she would not be willing to spend more than $200,000 on the project in the current fiscal year. Rosenthal suggested limiting the total to $175,000 and encouraging interested parties to help with a fundraising effort. Gardiner said capping the project might prohibit the rink from opening for a year, thus losing repeat business that might not be recaptured in the future.

MOTION: Noraas moved to secure bids for option #4, which would include embedding coils into the concrete of the parking lot, installing an ice sheet, and making parking improvements, with a cap set at $200,000. Gardiner seconded the motion.

                                               The vote was:     Noraas and Gardiner – yes

                                                                        Eggers and Rosenthal – no

The motion failed for lack of a majority vote

MOTION: Rosenthal moved to secure bids for option #4, with a cap set at $175,000. Eggers seconded the motion.

                                               The vote was:     Noraas, Eggers, Rosenthal – yes

                                                                        Gardiner – no

SUBCOMMITTEE and STAFF REPORTS

Lincoln Statue Report

Robertson reported speaking with the Public Arts Commission’s staff liaison and learning about their offer to find a suitable, secure location for the Lincoln statue if Parks staff would make repairs to the head opening and place the second head upon the statue.

Parks staff was directed to ask the Arts and Historic Commissions to jointly discuss the statue and make proposals to the Parks Commission at a future meeting

ITEMS FROM COMMISSIONERS

None

UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS

§         Study session set for August 18 at 7:00 PM, Parks Office, 340 S. Pioneer Street. Agenda items to include:

§         Golf course improvements

§         Ashland Creek Park – phasing and funding options

§         Regular meeting set for August 25 at 7:00 PM, Council Chambers, 1175 E. Main Street.

ADJOURNMENT– By consensus, with no further business, Gardiner adjourned the meeting at 8:10 p.m.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation Department

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