City of Ashland

PARKS AND RECREATION COMMISSION

REGULAR MEETING

MINUTES

January 26, 2009

ATTENDANCE

Present:    Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; City Council Liaison Silbiger; Director Robertson; Superintendent Gies

Absent:     Superintendent Dials

CALL TO ORDER         

Gardiner called the meeting to order at 7 PM at Council Chambers, 1175 E. Main Street.

APPROVAL OF MINUTES

Study Session – November 17, 2008

Under “Fees and Charges Review: Calle Guanajuato,” Discussion Among Commissioners, Eggers clarified that she “suggested removing restaurant tables and chairs during the off-season to improve the appearance of the area.” In the same section, Rosenthal said he “questioned whether Parks Foundation funds could be use for repaving the Calle.”

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

The vote was: 5 yes – 0 no

Regular Meeting – November 24, 2008

Under “Unfinished Business,” Clay Street Property Update, Rosenthal said he “asked the commission to focus efforts on building parks in areas of the city potentially more underserved than that area.”

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

The vote was: 4 yes – 0 no [Noraas abstained]

Study Session – December 8, 2008

Under “Fees and Charges Review – Recreation Programs,” Eggers said a 52% recovery rate was not correct given the figures reported for revenues, expenditures, and subsidies, and she asked staff to provide an accurate figure. Staff later determined the correct recovery rate to be 47%.

MOTION Rosenthal moved to approve the minutes as amended. Lewis seconded the motion.

The vote was: 5 yes – 0 no

Regular Meeting – December 8, 2008

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

The vote was: 5 yes – 0 no

PUBLIC PARTICIPATION

Open Forum

None

ADDITIONS OR DELETIONS TO THE AGENDA

None

ELECTION OF OFFICERS

Gardiner read a list of duties associated with the roles of chair and vice-chair, both elected in January. Commissioners discussed bullet #3 and agreed that any commissioner knowledgeable about a particular topic could serve as spokesperson for the commission. Gardiner opened the floor for chair nominations.

2009 Parks Commission Chair

Lewis nominated Eggers as chair for 2009. Noraas seconded the nomination.

Rosenthal nominated Gardiner as chair for 2009. Noraas seconded the nomination.

o       For Eggers as chair, the show of hands vote was: Eggers, Lewis –  yes

o       For Gardiner as chair, the show of hands vote was: Gardiner, Noraas, Rosenthal –  yes

MOTION  Rosenthal moved to approve Gardiner as chair for 2009. Noraas seconded the motion.

The vote was: 5 yes – 0 no

2009 Parks Commission Vice-Chair

Noraas nominated Lewis as vice-chair for 2009. Eggers seconded the nomination.

Lewis nominated Noraas as vice-chair for 2009. Rosenthal seconded the nomination.

o       For Lewis as vice-chair, the show of hands vote was: Eggers, Noraas –  yes

o       For Noraas as vice-chair, the show of hands vote was: Gardiner, Lewis, Rosenthal –  yes

MOTION  Lewis moved to approve Noraas as vice-chair for 2009. Rosenthal seconded the motion.

The vote was: 5 yes – 0 no

NEW BUSINESS

AQUATICS FOUNDATION OF SOUTHERN OREGON RACE REQUEST

Robertson said the AFSO held a duck race fundraiser in July 2008 in a portion of Ashland Creek within Lithia Park, with proceeds supporting the SOU pool and aquatics programs in southern Oregon. He said the event was successful, with no complaints received and no perceived harm to the park, and that race organizers requested permission to use the same venue for their second annual duck race event.

Keith Swink, AFSO representative, requested permission to hold the second annual duck race fundraiser on July 11 in a portion of Ashland Creek in Lithia Park. He said volunteer event organizers hoped to sell up to 3,000 tickets at $10 each for support of aquatics programs and to keep the doors open at the SOU pool. He said the 2009 event rules would be identical to the prior year and low water levels in Ashland Creek would necessitate a drawing at the bandshell rather than a duck race in the creek.

Discussion Among Commissioners

Commissioners asked several clarifying questions and were assured that children were cleared from the children’s wading area while ducks were collected following the race, no ducks were lost in the creek, and the vegetation along the creek banks was protected by race volunteers. Eggers asked that the race be relocated to a different venue after 2009 and Noraas agreed, suggesting a more centrally located area.

MOTION Noraas moved to approve the duck race fundraiser scheduled to take place in a portion of Ashland Creek within Lithia Park on July 11, 2009. Lewis seconded the motion.

The vote was: 5 yes – 0 no

TAR & TRAIL RACE REQUEST

Robertson said a similar event occurred in portions of Lithia Park in 2008 but event organizers were not aware that they were required to secure permits from the commission since they had obtained city permits. He spoke of the race route and introduced the race organizers, inviting them to speak to the commission.

Race organizers Hal Koerner and Ian Torrence talked about the proposed March 14 race route, stating that runners would traverse approximately one mile of trail on the east side of Ashland Creek and run to Hald-Strawberry Park as well as some outlying trail areas. They said 70 runners participated in 2008 and up to 100 were expected for 2009, with all participants obeying park rules and proceeds benefiting the Ashland Woodlands and Trails Association. When asked by Rosenthal, Koerner and Torrence explained the differences between a cross country race and their proposed event, assuring the commission that the event would move quickly through the park areas and not draw many spectators.

Discussion Among Commissioners

Eggers said she thought the event was a good idea but she wanted it to be conducted outside Lithia Park.

MOTION Rosenthal moved to grant permission for the second annual Tar & Trail 10K run to traverse Lithia Park. Lewis seconded the motion.

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

                                                                 Eggers – no

SUB-COMMITTEE and STAFF REPORTS

Ice Rink Grand Opening Event Report

Robertson reported on a modest ice rink grand opening event scheduled for Saturday, February 14, at 4:00 pm. He said the event would include a brief ribbon cutting followed by an ice skating demonstration featuring youth figure skaters, concluding with a public street dance on Winburn Way.

Ice Rink Reconstruction Report

Gies reported on the progress of the reconstruction project, stating that the concrete was curing on schedule, with the asphalt and glycol pumping occurring soon. He said ice rink operators would utilize a portable pod system for renting skates and admitting patrons onto the ice.

Robertson said the ice rink would be operated from February 14 through mid-March, weather permitting, which would allow the system to be tested.

Application Process for Golf Course Manager

Robertson said 44 applications were received and 12 applicants were invited to respond to a questionnaire by email, with interview candidates chosen based on the emailed responses. Among the applicants, he said there was a wide range in geography, experience, educational background, and salary history. He said a golf course manager would be hired between the end of February and the March spring break.

ITEMS FROM COMMISSIONERS

Forest Lands Commission Report

Noraas, Parks Commission liaison to the Forest Lands Commission, said Forest Resource Specialist Chris Chambers of Ashland Fire and Rescue spoke at a recent meeting about upcoming prescribed burning scheduled to occur above Lithia Park. She reported on an open forum event, at which the impending burns would be discussed and public concerns addressed, scheduled for February 10 at 5:30 pm in the Siskiyou Room of the Community Development building.

Lower Clay Street Land

Eggers asked the commission to continue moving forward in exploring funding options for the purchase of potential park land at lower Clay Street.

Welcoming of New Council Liaison

Commissioners welcomed 2009 council liaison Russ Silbiger. Silbiger spoke with appreciation about the elected Parks body and said his role was to notify council about the work of the Parks Commission and to identify any potential joint or complementary efforts.

UPCOMING MEETING DATES

• Joint Parks / City Council budget session set for February 2 at 7:00 pm, Ashland Community Center, 59 Winburn Way
• Study session set for February 18 at 7:00 pm, Parks Office, 340 S. Pioneer Street.
• Joint Parks / City Council budget session set for February 19 at 7:00 pm, Council Chambers, 1175 E. Main Street.
• Regular meeting set for February 23 at 7:00 pm, Council Chambers, 1175 E. Main Street.

ADJOURNMENT– By consensus, Gardiner adjourned the meeting at 8:10 PM.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation Department