PARKS AND RECREATION COMMISSION
September 29, 2008
Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige
Absent: City Council Liaison Navickas
Gardiner called the meeting to order at 7:00 p.m. at Council Chambers,
Tour of Park Property – August 12, 2008
Lewis requested that the minutes reflect his statement indicating that the Westwood parcel was purchased by the city for other purposes and was not included in the original Open Space land acquisition plan.
MOTION Eggers moved to approve the minutes as amended. Lewis seconded the motion.
The vote was: 4 yes – 0 no [Rosenthal abstained]
Study Session – August 18, 2008
MOTION Noraas moved to approve the minutes as amended. Rosenthal seconded the motion.
The vote was: 4 yes – 0 no [Lewis abstained]
Regular Meeting – August 25, 2008
Under “Potential Westwood Land Subdivision and
Several commissioners questioned whether another motion, not reflected in the minutes, had been placed on the table for a vote. Commissioners tabled approval of the minutes to allow staff to review their notes.
SPORTING EVENT AMPLIFICATION REPORT
Robertson said the commission previously approved a trial period for amplification at
Karl Kemper, Athletic Director at
Kemper was invited to make a formal request at the October regular meeting.
Robertson said staff met with the Jackson County Housing Authority regarding the potential
Following a thorough discussion, commissioners asked staff to research and present the following information at the October regular meeting:
§ A map identifying the property within a quarter-mile radius of all the existing and proposed development in the vicinity
§ Identification of both pedestrian and bike transportation routes associated with the property
§ Upon Planning Department review, identification of any concerns with this plan in terms of transportation and storm water issues
§ A map showing existing wetlands delineation on the five acres to the north of the proposed property
Commissioners expressed the following concerns and opinions about the proposed property purchase:
§ Concerns over the future payouts associated with the 1.36 acres of wetlands
§ Concerns about parking on the proposed extension of the east driveway
§ No interest in purchasing any portion of the wetlands
Staff agreed to conduct research and present the information at the October 27 regular commission meeting.
REQUEST TO WAIVE ALCOHOL FEE
Robertson reported that the non-profit Rogue Valley Community Development Corporation (CDC) requested, for their annual fundraising event in Pioneer Hall, that the commission’s $120 non-refundable alcohol deposit be replaced with a $120 refundable alcohol deposit.
Discussion Among Commissioners
Commissioners said they spent a great deal of time reviewing and setting fees and charges in 2007. Despite those efforts, they said facility rental subsidies were ongoing and expressed that the $120 non-refundable alcohol deposit was reasonable and appropriate, as events involving alcohol generally required more cleanup. It was pointed out that another non-profit group received a discount following the 2007 fees review, so a precedent had been set to allow for exceptions. Lewis suggested allowing non-profit organizations to receive a deeper discount.
MOTION Lewis moved to charge non-profits a $60 non-refundable alcohol deposit.
The motion died for lack of a second.
The commission denied the CDC request and suggested reviewing the matter in more detail during the upcoming annual fee and charges review.
DISCUSSION OF REVENUE METHODS IN PREPARATION FOR JOINT COUNCIL STUDY SESSION
In preparation for the October 30 joint study session with council, Robertson identified revenue streams for funding operations, maintenance, development, and acquisition of parks and park programs. Funding sources identified in his staff memo included:
§ General property taxes
§ General obligation bonds
§ Revenue bonds
§ Local option levies
§ Transient occupancy tax
§ Food and beverage tax
Robertson spoke of the typical uses and restrictions for each funding source and said traditionally they were used for operations of parks and recreation departments, acquisition of property, and development of facilities within
Commissioners provided positive feedback about both documents. For the draft letter to Mayor Morrison, staff was directed to insert the word “may” with regard to the expansion of the soccer fields at lower
TIMELINE OF FEES AND CHARGES REVIEW
Teige reported that the annual review of fees and charges was scheduled to begin in November. She said the fees subject for review included those for the golf course, facilities and field usage, Calle Guanajuato, and recreation programs. She suggested conducting the discussions in the following order during study sessions:
§ Golf course and Calle Guanajuato – November
§ Recreation programs – December
§ Facility and field usage – January
Commissioners agreed to the proposed timeline and staff suggested reviewing the renewal of the Lithia Artisans Market contract at an upcoming study session.
ADOPTION OF FLEXIBLE SPENDING ACCOUNT PLAN
Robertson stated that a current employee benefit, the flexible spending account plan administered by ASI Flex, required formal commission approval. He said the employee-paid benefit, in which employees set aside pre-tax payroll dollars for reimbursement of out-of pocket medical, dental, vision, and dependent care expenses, allowed the department to reduce its payroll taxes, PERS expenses, and unemployment insurance. He reported that the department was charged $5.50 per month / person in administrative costs, with a minimum monthly fee set at $75, and said twelve Parks employees were enrolled in the “use it or lose it” program for the current plan year. He said the commission might wish to review the benefit during the next budget cycle, in terms of cost-effectiveness, but strongly encouraged them to adopt the benefit for the current plan year.
Commissioners asked several clarifying questions, including whether the HRA VEBA program was a similar offering for employees, and were told HRA VEBA was a similar program aimed toward retirees.
MOTION Eggers moved to adopt the flexible spending account plan administered through ASI Flex for Parks employees for the remainder of the 2008-2009 plan year. Noraas seconded the motion.
Vote: All yes
SUBCOMMITTEE and STAFF REPORTS
Gies reported that the ice rink improvements project was out to bid, with a closure date set for October 9.
Teige said the 5th Annual Bear Creek Salmon Festival was scheduled for Saturday, October 4, from 11:00 AM to 4:00 PM at
Robertson said staff was informally notified by the National Park Service about the approval of the land conversion near the
ITEMS FROM COMMISSIONERS
Noraas reported on her recent attendance at Forest Lands Commission meetings and provided a brief update on their efforts.
Eggers reported receiving a citizen request for a picnic table along the bike path near the
UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS
§ Study session set for October 20 at 7:00 p.m., Parks Office,
§ Regular meeting set for October 27 at 7:00 p.m., Council Chambers,
§ Joint study session with council set for October 30 at 7:00 p.m., Council Chambers,
ADJOURNMENT– By consensus, with no further business, Gardiner adjourned the meeting at 8:50 p.m.
Respectfully submitted, Susan Dyssegard,