Agendas and Minutes

Parks & Recreation Commission (View All)

Parks Commission Regular Meeting Minutes

Minutes
Monday, November 26, 2012

City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
November 26, 2012

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

CALL TO ORDER
Eggers called the meeting to order at 7:00 p.m. at Council Chambers, 1175 E. Main Street.

APPROVAL OF MINUTES
Regular Meeting – October 22, 2012
Landt said meeting minutes were historical records of Parks Commission meetings. He asked, for split vote decisions, that minutes include attributions on commissioner comments. He asked for the October 22 minutes to be tabled pending a staff reworking, with approval scheduled for the next regular meeting.

Robertson said public meeting laws required a record of attendance, call to order and adjournment times, and motions with votes, with everything else not required. He said staff walked a fine line between the law and commissioner requests / what the public might wish to see in minutes. He said staff captured the essence of discussions but tried to minimize direct quotes.

The commission agreed to table the minutes until the December 17 regular meeting, with a discussion on minutes at the December 10 study session.

MOTION Landt moved to table the October 22 minutes until the December 17 regular meeting, with a discussion on minutes occurring at the December 10 study session. Lewis seconded the motion.

The vote was:
Eggers, Landt, Lewis, Rosenthal – yes
Seffinger – no

PUBLIC PARTICIPATION
None

ADDITIONS OR DELETIONS TO THE AGENDA
None

UNFINISHED BUSINESS
NORTH MOUNTAIN PARK PITCHING FACILITY UPDATE

Robertson said the commission heard a request at the October 22 regular meeting for a pitching facility located adjacent to the batting building at North Mountain Park. The matter was sent back to staff for clarification about the placement of the structure on the site. Staff met onsite with the architect and confirmed its placement on the north side of the existing batting facility. Robertson referenced an updated plan for the pitching structure and said it would be attached to the batting building.

Genna Southworth, representing the baseball community, said the facility would be available for use by both softball and baseball organizations. She clarified issues related to storage in the proposed building.

Commissioners spoke favorably about the project and directed staff to work with the architect to make accommodations on interior walls as needed, including for storage. Staff confirmed that the completed building would be owned by Parks.

MOTION Landt moved to approve the new baseball / softball structure at North Mountain Park, as shown on the architectural plans, with two stipulations: 1) Parks Commission to approve final roofline; 2) soccer storage entrance placed in a visible location on the south side of the building. Rosenthal seconded the motion.

The vote was: All yes

NEW BUSINESS
REQUEST FOR PUBLIC INPUT ON BUREAU OF RECLAMATION SURVEYS OF PARKS LAND

Robertson said the Bureau of Reclamation (BOR) proposed conducting surveys of streams and riparian areas on Parks-managed land, with access requested along Bear Creek and Ashland Creek. He said their eventual goal was to implement mitigation projects to enhance fish passage, water temperatures, and erosion control.

W. Scott Willey of the BOR described the project in greater detail, using handouts and an overhead presentation, and provided answers to commissioner questions.

Commissioners encouraged Willey to work with private property owners on areas not managed by Parks.

MOTION Landt moved to approve the request by the Bureau of Reclamation for access to Parks-managed lands along Bear Creek and Ashland Creek for the purpose of surveying and mitigation projects. Lewis seconded the motion.

The vote was: All yes

APPROVAL OF DIRECTOR EVALUATION FORM
Robertson said the commission recently discussed revising the director evaluation form with the help of a subcommittee comprised of Rosenthal and Seffinger. He said all proposed changes from earlier commission discussions were incorporated into the current draft, which was ready for their approval.

Commissioners spoke favorably about the final draft document, described as a helpful tool for the commission and director, and thanked Rosenthal and Seffinger for their revision efforts.

MOTION Landt moved to approve the revised director evaluation form as presented. Lewis seconded the motion.

The vote was: All yes

REVISED REFUND POLICY
Dials said Recreation Coordinator Lonny Flora spearheaded revisions to the 2005 Parks Department refund policy for recreation program participants. She said the new draft policy would be fair to customers, promote participation, and support the efforts of instructors providing valuable community resources.

Flora reviewed the conditions under which a refund would be feasible along with associated logistics. Landt asked for the addition of two words (“and time” after “start date”) in the first line of point #4 of the revised policy.

Commissioners expressed favorable opinions about the draft revised policy, stating that it seemed fair to instructors, the department, and other recreation program participants. Staff said the new policy would have minimal fiscal impact on the department.

MOTION  Landt moved to approve the revised refund policy with the addition of the words “and time” after “start date” in the first line of point #4. Seffinger seconded the motion.

The vote was: All yes

SUBCOMMITTEE and STAFF REPORTS
Robertson said the two proposed dates for a joint meeting with City Council and the Citizen Budget Committee were January 17 and January 24, 2013. The commission expressed a preference for January 24. Robertson said he and City Administrator Kanner would collaborate on the agenda along with other meeting details, with staff providing updates at December commission meetings.

ITEMS FROM COMMISSIONERS
Landt said the ongoing Ashland Creek Park sewer trunkline project was problematic due to start delays, with park land degraded from heavy machinery operated during rainy weather. He asked for any future projects to be undertaken in dry seasons.
 
UPCOMING MEETING DATES

  • Study session set for December 10 at 7:00 p.m., Parks office, 340 S. Pioneer Street. Topics:
    • January 2013 Joint Meeting Discussion
    • Open Space Plan Discussion
    • Executive Session: Real Property Acquisition
    • Executive Session: Director’s Evaluation
  • Regular meeting set for December 17 at 7:00 p.m., Council Chambers, 1175 E. Main Street.

ADJOURNMENT
By consensus, with no further business, Eggers adjourned the meeting at 8:18 p.m.

Respectfully submitted,

Susan Dyssegard
Ashland Parks and Recreation

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