Agendas and Minutes

Parks & Recreation Commission (View All)

Parks Commission Strategic Planning Meeting

Minutes
Monday, December 15, 2014

 
City of Ashland
PARKS AND RECREATION COMMISSION
STRATEGIC PLANNING AND GOAL SETTING SESSION

December 15, 2014

ATTENDANCE
Present:  Commissioners Gardiner, Landt, Lewis, Seffinger, Shaw; Director Black; Superintendents Dials and Dickens
Absent:  City Council Liaison-Mayor John Stromberg
Other:    Commissioner-elect Miller

CALL TO ORDER
Seffinger called the strategic planning and goal setting session to order at 10:00 a.m. in the SOU McNeal Pavilion, 1465 Webster Street, Room PE 116.

REVIEW STRATEGIC PLANNING AGENDA
Black reviewed the prepared agenda and timelines. Goals and objectives—received in advance from commissioners, a commissioner-elect and administrative staff, then categorized by Black—totaled 42. At the end of the discussion, Black said a voting process would occur to allow Commissioners and staff to prioritize goals. Dots would be used for voting: blue at a value of four points each and orange, representing 15 points. The Commission, serving as primary voters, would receive both blue and orange dots while staff, serving as secondary voters, would receive only blue dots.

Black said the meeting objective was to determine goals that would guide the Commission through the 2015-2017 biennial budget period. Draft goals could be eliminated, re-categorized or realigned during the strategic planning / goal setting process.

The final meeting topic would include mission / vision / values, possibly postponed if time did not permit.

PAST GOALS AND ACCOMPLISHMENTS
Dials and Dickens presented an overview of goals and accomplishments of their respective divisions over FY 13-14. The update included:
  • Park maintenance standards – in committee
  • Open Space Plan Update – in progress
  • Calle Guanajuato resurfacing – completed
  • Enders Shelter Renovations – completed
  • Atkinson Bridge Renovations – completed
  • Infrastructure Evaluation – ongoing
    • Shaw asked for a chart or spreadsheet listing infrastructure items, a document that could be edited as needed over time. Lewis agreed and asked for its prioritization before the start of the budget season. Landt suggested implementing a depreciation system for each item in the parks system.
Dials reviewed FY 11-12 goals:
Financial & Business Plan Not completed
Lower Clay Street Properties In progress
Oak Knoll Golf Course In progress. Playground not currently budgeted; proposed for budgeting in the 15-17 CIP.
Preliminary steps toward the Creation of a Lithia Park Master Plan List of criteria established
Explore Bonding as it Relates to the CIP Completed
Calle Resurfacing Plan Completed
 
Dials reviewed council goals and objectives relative to Parks, including quality of life and public safety. Seffinger said the commission also helped achieve Council goals of fire prevention and weed abatement.

Black said he wanted to compile one set of consolidated goals with associated workplan items. He talked about setting SMART goals: specific, measurable, achievable or attainable, resourced and timely. A workplan book could be created for the Commission to use in monitoring progress toward completion. Lewis said budgetary and staffing impacts would ideally be assigned to each Commission goal.

Dials reviewed 2013-2015 accomplishments to date, including a $300,000+ grant from the State of Oregon for the construction of Ashland Creek Park.

Mission, Vision and Values
Black talked about the mission statement and core values recently drafted by Parks administrative staff. At present, he said no vision statement had been developed.

Goal Setting
Black outlined seven categories of Parks Commission goals as presented by goal-setting participants:
  1. Trails, Open Space and Land Conservation
  2. Volunteers
  3. Parks and Recreation Facilities and Programming
  4. Parks and Recreation Planning
  5. Community Partnerships
  6. Business and Promotion
  7. Commission Policies
Black asked whether each goal met the SMART acronym and said any item listed under a goal would be considered an objective. All Parks Commission and Council goals would be adopted together by Council and included in the CUFR of the Commission and the CAFR of Council as well as the City budget book for FY 15-17. The Commission would adopt Council goals into its priorities list and Council would adopt the Commission’s into theirs.

Commissioners reviewed each category of goals and discussed refined wording and consolidation of points. Staff members voted with blue dots, with Commissioners using both red and blue dots.

Black said he would compile the votes and return with a fresh list of goals and objectives for further consideration.

ADJOURNMENT – With no further business, Seffinger adjourned the meeting at 3:00 p.m.

Respectfully submitted,
 
Susan Dyssegard, Executive Assistant
Ashland Parks and Recreation

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