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Parks Commission Study Session Minutes

Minutes
Monday, February 13, 2012

 

City of Ashland
PARKS AND RECREATION COMMISSION
STUDY SESSION
MINUTES

February 13, 2012

ATTENDANCE
Present: Commissioners Eggers, Landt, Lewis, Rosenthal, Seffinger; Director Robertson; Superintendents Dials and Dickens
Absent: City Council Liaison Slattery

CALL TO ORDER
Eggers called the executive sessions to order at 6:30 p.m. in the Parks office, 340 S. Pioneer Street.

EXECUTIVE SESSION: Real Property Acquisition ORS 192.660 (2)(e)
EXECUTIVE SESSION: Legal Counsel Pursuant to ORS 192.660 (2)(h)

ADJOURNMENT OUT OF EXECUTIVE SESSION  Eggers adjourned out of executive session at 8:26 p.m.


CALL TO ORDER

Eggers called the study session to order at 8:27 p.m. in the Parks office, 340 S. Pioneer Street.

BUDGET DISCUSSION
Robertson said the budget discussion would be abbreviated due to time constraints. He said his goal was to update the commission on the FY 2012-13 budget development process to date.

Robertson reviewed Memoranda of Understanding (MOUs) between Parks / City and Parks / Ashland School District. He said there were minor changes in the wording of both MOUs over previous versions and the school district contract was significantly reduced in scope. He reviewed the budget preparation timeline:

         Goals discussion
         End-of-year projections (preliminary) due on 2/10
         Report back to the commission 2/13 study session
         Revenue sources for FY 13 due on 2/17
         Report back to the commission 2/27 regular meeting
         Projected expenses for FY 13 due on 3/2
         Department head / City Admin meeting 3/13
         Report back to the commission 3/19 study session
         Final numbers entered for FY 13 due on 3/20
         Report back to the commission 3/26 regular meeting
         Parks budget presentation to Budget Committee 4/19

Robertson said City and Parks staff worked on scheduling a joint City Council / Parks Commission meeting to discuss the tax rate but the scheduling process fell through and the meeting cancelled. He said the Parks Commission could move forward with preparing its FY 2012-2013 budget using the $2.09 millage, as no one indicated the rate would change in the next fiscal year. He invited Dickens and Dials to present their divisional budgets and distributed preliminary budget figures to the commission.

Dickens reviewed Parks Division budget figures for FY 2011-12 and reported on the funds spent to date. Categories included supplies, small tools, rentals and repairs, communications, and contractual services. Landt asked Dickens to break out the numbers for pesticide reduction costs.

Dials reviewed Recreation Division budget figures for FY 2011-2012 and said personnel services came in slightly below projected estimates due to a vacant Recreation Coordinator position. She said she expected spending to remain within budgeted amounts despite large projects between now and June 30, including the closing of the ice rink and the opening of the Daniel Mayer Pool. She said facility rental revenues were at 49% and were estimated to come in at $60,000 for the year.

Dickens said the golf course was at approximately 50% of projected expenses year-to-date and greens #7 and #8 would be rebuilt in fall 2012. In terms of overall expenditures for the year, he estimated that the golf course would come in at $10,000 less than the budgeted projections for the fiscal year.

Robertson said any funds collected for the Youth Activities Levy (YAL) would be directed to the Ashland School District. In terms of the Capital Improvement Project (CIP) budget, he said all budgeted funds, $77,000, would be spent by June 30, 2012.

Robertson said the ending fund balance was the most important piece of the budget and another large ending balance was possible at the conclusion of FY 2011-2012. He said the ending funds were invested and any investment revenues were included within the Parks revenue portfolio. He said investment revenues appeared to be coming in lower than expected but no definitive information was available at this time. He said 80% of the taxes had been collected so far and it appeared that projections would be achieved and possibly exceeded.

Robertson referenced the MOU between Parks and the City and said highlighted sections were suggested changes. He reported speaking with Finance Director Lee Tuneberg earlier in the day to discuss internal service charges and retirement costs, both of which would remain flat. He said health insurance costs would increase by 6% in the next fiscal year and the CAP Officer and Park Patrol budget could be increased to allow for more seasonal hires to provide a higher level of service during summer months. He said Exhibit C would allow for improvements in Parks cash handling procedures.

Robertson said the budget would be discussed in greater detail over the next few months.

ADJOURNMENT By consensus, Eggers adjourned the meeting at 9:05 p.m.

Respectfully submitted,
 
Susan Dyssegard
Ashland Parks and Recreation

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