City of Ashland
PARKS AND RECREATION COMMISSION
July 16, 2012
Present: Commissioners Eggers, Landt, Lewis, Rosenthal, Seffinger; Director Robertson; Superintendents Dials and Dickens
Absent: City Council Liaison Silbiger
CALL TO ORDER
COMMISSION REQUEST PROCESS
Eggers called the study session to order at 7:00 p.m. in the Parks office, 340 S. Pioneer Street.
Robertson said the commission occasionally made comments, suggestions, or requests of staff. In an effort to capture every item and follow up whenever possible, he said staff developed a form with eight columns:
· Task Requested
· Date of Request
· Requesting Commissioner
· Approved by Director?
· Delayed Until Date
· Denied Date
· Status of Request
· Completion Date
Robertson said the form would create a paper trail for commissioner comments, suggestions, or requests that came in both written and verbal forms at meetings and other occasions. He said some items were easily handled while others took more effort and time. He said staff wanted to be accountable to the commission by tracking all items presented.
Discussion Among Commissioners
Landt said the form looked professional and he asked if the commission could regularly review any updates. He said the form would be useful for director evaluations. Rosenthal said the form created a work order system and he asked for emailed updates. Seffinger said she sometimes made comments to staff but did not consider them as requests.
Robertson said by capturing the items on a form, other commissioners could see the topics and voice support or not. Eggers said the form would help clarify how the commission related to staff. Robertson said items easily addressed did not need to be included on the form.
Landt asked for the renaming of the column titled “Delayed until Date” to “Approved but Delayed until Date.” Rosenthal said the new process could be reviewed at the end of the year during the director’s evaluation.
Dickens said commissioner suggestions or requests made directly to staff would need to be conveyed to superintendents so the items could be added and tracked through to completion.
COMMISSION DISCUSSION: UPDATE OF GOALS AND PROJECTS
Calle Guanajuato Repaving
Dials said OBEC completed a topographic survey of the Calle between Winburn Way and N. Main Street. Robertson said small sections of the area (including 100 square feet behind Renaissance Rose) were not owned by the City and the commission might want to consider purchasing them. Options for materials included interlocking concrete pavers, colored and stamped concrete, or a combination of both. Design factors included poor soil conditions under the existing Calle surface, heavy wheel loading from delivery vehicles, aesthetics, provisions for future underground utility installation, and establishment of an eight-foot by eight-foot grid pattern for the purpose of space rental. Permitting was set to begin in mid- to late-June, with all necessary City permits identified. Existing concrete surfaces were to be removed prior to the placement of the new surface.
Robertson said the commission held an earlier discussion about overlaying pavers onto the existing Calle surface, a less expensive option. He said staff learned it would not be possible and they would need to remove the concrete and replace it for approximately $300,000. Dials said plans would be available for the commission’s review in the September to October timeframe.
Project Management Assistance
Dickens said architect Jerome White was assisting with pre-application work for the concrete bridge and Enders Shelter renovations. A descendant of the Enders family, John Enders, was reported to have expressed interest in raising funds to rebuild the shelter roof. Steve Ennis, an architect and project manager with extensive public works experience, had voiced interest in helping Parks complete some of their more technical projects. Robertson said the Ennis contract was modest and staff would move forward in using him for near-term projects.
Ice Rink Cover
Dials said Eggers asked for a repayment schedule for an ice rink cover. To complete the request, staff divided the estimated cost of a cover, $112,000, by $9,478 (lost revenues in a given year) and determined a repayment period of 11.8 years. Commissioners asked if the cover could be permanently erected rather than put up and taken down each rink season. Robertson said a permanent cover would be preferable as it would reduce staff labor and provide shade in the parking lot during summer months. Dials said a cover during the rink season would enhance customers’ skating experience and provide for a more reliable skating season. She asked the commission to consider if an ice rink cover, currently included on the CIP list, could be fully funded, partially funded, or not funded in coming years. Rosenthal suggested requesting a Parks Foundation grant to assist with the cost of a cover. The commission expressed interest in considering a permanent versus temporary ice rink cover.
Nature Center Remodel
Dials said a 10x24 space was proposed for the Nature Center addition, with bid documents going out soon. She said the project was originally estimated to cost $25,000.
ADJOURNMENT OUT OF STUDY Session–By consensus, Eggers adjourned out of study session at 8:17 p.m.
ADJOURNMENT INTO EXECUTIVE SESSION–By consensus, Eggers adjourned into executive session at 8:17 p.m.
Executive Session: Legal Counsel Pursuant to ORS 192.660 (2)(h)
ADJOURNMENT OUT OF EXECUTIVE SESSION–By consensus, Eggers adjourned out of executive session at 8:38 p.m.
ADJOURNMET–By consensus, with no further business, Eggers adjourned the meeting at 8:38 p.m.
Susan Dyssegard, Ashland Parks and Recreation