Ashland Police Department Liaison Kip Thomas, Associate Planner Maria Harris, and Clerk Derek Severson were present.

Vice Chair Beverly Morris called the meeting to order at 5:03 p.m.

The minutes of January 18^th, 2001 were approved with the following corrections:

• On page 1, under New Business, the last sentence of the first paragraph should end with "... Jorgensen had refused to speak to students about cycling or to allow a presentation on cycling as he feels that too many city streets Siskiyou Boulevard and Tolman Creek Road near Bellview School are unsafe for children to cycle."

• On page 2, the fourth full paragraph from the bottom should be corrected to read: "Thomas noted that the only rule specific to skateboards is that skateboarders must have a helmet if they are in the street. He clarified that this rule does not apply in a bike lane, only in the street in travel lanes (not while in crosswalks)."

• On page 3, the second full paragraph from the bottom should end: "... will need to estimate the costs of its various materials to initiate the Car Free Fridays."

Matt Barnes from the Rogue Valley Transportation District (RVTD) passed out pedestrian reflectors that were being distributed by RVTD and demonstrated their proper use. He noted that after an initial give-away, RVTD will be selling these, but he stated that they would provide 500-1,000 for the commission at no charge. The commissioners agreed that they would need to determine a specific event during which these could be distributed, but stated that they would like to receive 1,000 that they would use in some way for bike and pedestrian education efforts.

Meg Brown Olson noted that the Ashland Schools Foundation is the organizer of this event, and explained that they are now planning the next event and are hoping for sponsorship from the Bicycle and Pedestrian Commission. She pointed out that the commission would be listed as a sponsor as they have in the past.

She explained that they are starting to speak in the schools to publicize this event, and discussed some fund raising elements of the event. The first fund raiser is a raffle; tickets cost $1. She noted that $0.50 of each ticket goes to the group selling them, and stated that last year's total net after expenses was $8400. She went on to explain that the hope is that more will be raised this year, but she emphasized that there will be more advertising costs and the armory will be charging to hold the event there this year.

She clarified that the group is seeking commission sponsorship in order to have a banner across East Main Street. She suggested that commissioners could participate as volunteers, but noted that budget-wise, the Schools Foundation is required to handle the event itself. She noted that the commissioners could sell raffle tickets to raise funds, but she noted that this is primarily a kid's event.

She continued by noting that three bikes are to be raffled, and emphasized that they are not looking for monetary sponsorship, but simply commission sign-on in order to allow the banner. Young noted that there had been an e-mail straw vote, and there had been no negative feedback. Brown Olson noted that 20% of all sales goes to the foundation. Young stated that the commission would look at the possibility of a giveaway, information table or some other way to help at the Bike Swap.

Rewcastle noted that subcommittee minutes had been distributed to those present. She stated that no decisions had been made at the subcommittee level. Rewcastle also noted that she had passed out an initial draft of an action plan, and explained that the subcommittee was hoping for a kick-off event in June for the end of the school year.

Harris noted that a June event would be right at the end of the current fiscal year, and pointed out that there is only $70 remaining in this year's budget. Young suggested that going to the council to request additional funds was an option. Harris explained that going before the council with a request of this nature would need to be scheduled 2-4 weeks in advance.

Rewcastle explained that the subcommittee has a goal of conducting a monthly event beginning in September, with the intention that these would ultimately become self-sustaining in each school. She noted that the subcommittee felt that the "Car Free" event title was most fitting, and stated that this would tie into the larger, annual event.

Morris stated that the eventual goal would be to have people car free everyday, and Rewcastle explained that a regular monthly event gives people more opportunity to go car free.

Rewcastle asked for any suggestions or assistance the full commission might provide in finalizing the general action plan. Young noted that each month there will be a full event, and expressed some concern with the idea of the commission trying to coordinate such a massive undertaking. Rewcastle explained that the commission will not be coordinating the events, but will simply be providing materials and options to support the schools in getting these monthly events started. She also noted that the subcommittee is working on the assumption that these monthly events will be well-received, but she recognized that there has been no feedback from the schools as yet. She explained further that each school may want to take its monthly activities in a different direction.

Morris questioned the role of the commission in the first few events, and suggested that the commission's resources could be spread thin in trying to coordinate initial events over the four areas of focus.

Young also questioned the commission's imposing its vision of these events on the schools, and expressed his concern that the schools may not embrace the events. Spear responded that this was the subcommittee's intent in putting together resources for a variety of options. Young expressed concern that if there are too many options from which to choose it will make it more difficult to coordinate.

Rewcastle clarified that each subcommittee member will be working to identify supporters for the concept in one or two schools. There was discussion of the fact that the commission had asked the subcommittee to put together information prior to approaching the schools. Rewcastle clarified that they were told to stop contacting schools, and stated that she believed the commission wanted the subcommittee to put together information before going to school.

Harris stated that her recollection was that they were told that they needed to have full commission approval before moving ahead, but that she thought the request for an action plan was mainly budget-related. She stated that she did not think that a complete plan was needed prior to approaching the schools.

Rewcastle stated that her understanding was that the subcommittee needed to fully prepare their written materials before going forth to the schools. Young explained that the previous subcommittee proposal was not specific enough and the full commission had needed more detail. He emphasized that his understanding was that the discussion of not moving further had to do with the need for an action plan to look at the budget. He noted that the current proposal seems nebulous, and he suggested that there be a more specific explanation of what will be done with the schools by the kick-off date.

Rewcastle questioned whether the commission would approve the subcommittee going to the schools by February 28^th. Morris suggested choosing one item, like the "walking school bus", for the June kick-off in order to focus everyone's efforts for the first event. She recommended that the additional options be added for next year.

Harris noted that the "walking school bus" concept is not a new idea, and suggested that materials prepared by other groups and organization that have done this before could be used. She recommended calling other organizations, and looking to books that discuss the "walking school bus."

Young stated that there needs to be "a handle" in terms of a specific idea that the schools can get a hold of to move forward. Morris pointed out that it will likely require that the commission run things at first. Powell pointed out that the schools could be approached based on previous events, and then offered a list of options.

Hartzell suggested that the commission could plan special theme events suited to the four topics for each month. She gave the example of having kids walking to school create maps of their route while discussing sidewalk safety.

Rewcastle explained that each school is unique and has its own issues. She emphasized that each school needs options in order to ensure that the schools are willing to buy into this idea.

Rewcastle ask for clarification that the commission wanted the subcommittee to contact schools and gauge their interest in the "walking school bus" idea.

Hartzell asked if there was reason to wait. Rewcastle pointed out that the subcommittee needs to prepare, and that there is a Bike & Boat Swap to prepare, as well as whatever pre-event promotional activities will be required for the June kick-off event.

Young questioned Hartzell as to whether she felt that the commission could go to council in order to request additional money. Hartzell suggested preparing a ballpark budget and getting it in to make a request for the coming fiscal year. Hartzell suggested that discretionary money might be available for this fiscal year, and stated that it should not be difficult. She stated that it might be as simple as making a request to Administration.

Hartzell questioned whether there were still issues of specificity for this event. Young clarified that he has concerns with a nebulous proposal, too many options, and the limited resources of the commission. He stated that he would prefer a more measured approach, but he agreed to defer to the will of the commission if everyone is satisfied with meeting with the schools based on the proposal as it is.

Rewcastle clarified that the subcommittee members will be going to the schools to meet with PE teachers, PTO/PTA members, principals, and/or the heads of the site councils, to identify support for the "walking school bus"-theme kick-off event in June, with the possible mention of other options or resources to follow. Rewcastle stated that she would prefer to have several options available, but stated that she is willing to approach the schools with "walking school bus" concept. Powell concurred with Rewcastle that the schools will want options.

Hartzell explained that there would be an advantage in having a single theme for each month in that it would be easier for press coverage and would give more of a focus to the planning of each event. Hartzell also suggested creating fliers with a menu of options.

Rewcastle stated that the discussion seemed to be going in circles, and asked for direction on whether to go to the schools or work further on preparing informational resources. Powell recommended making contact with schools first to gauge their interest and get feedback.

Rewcastle suggested that having something concrete to present would be better, but stated that she still does not know how to proceed, whether it would be with just the "walking school bus" or the full four topics. Subcommittee members clarified their goal as wanting kids to walk or bike to school rather than being driven.

Hartzell suggested that the subcommittee go with its wish to gather information from the schools and return with feedback for the full commission.

Rewcastle discussed the potential budget for this kick-off event, and noted that aluminum, framed lawn signs cost $100 each while three-color, corrugated plastic signs in a quantity of 125 are $435. She pointed out that the plastic signs would not be very permanent. Hartzell suggested that realtors might donate frames from their signs. Rewcastle stated that in any case, there could cost $1000 in materials. After discussing the signs need, it was decided that 10 signs should be adequate for the schools. Rewcastle added that she had also checked on a replacement banner, and noted that the cost if ordered from Lightning would be $400 minus 10%.

Hartzell referred to the Traffic Safety Commission (TSC) agenda as an example, and suggested looking at projects planned for the next year to get a ballpark figure, so that an initial budget could be drafted as soon as possible.

Anticipated projects and budget items were discussed as:

1. For the remainder of the current fiscal year:

June Car Free Day event lawn signs and newspaper advertising $800

2. For the upcoming fiscal year:

Banner for Annual Car Free event $400

Trolley for Annual Car Free event $700

Printed Materials for Walk Your Child to School Day $200

Monthly Car Free events $1,000

Operational Budget $500

Print Materials $500

3. Other:

BTA Bike Safety Program in Schools $3,000

Relative to the issue of the trolley, Young suggested that the TSC; Transit Transportation and Parking (TTP) committee, or the Mayor and Council should be involved to help fund and coordinate the trolley, as they have noted the need for a city-sponsored trolley or shuttle. He emphasized that there is a need to collaborate with other city entities more.

Young also suggested that the annual event be followed closely by "Walk Your Child to School Day." Rewcastle stated that School Superintendent Juli Di Chiro will be more involved in these events this year. It was clarified that the "Walk Your Child To School Day" event would be in October, to coincide with the national event, in place of the regular, monthly event for October. It was also noted that the annual Car Free Day event would be on September 21^st. Morris stated that she would try to gather more information on the "Walk Your Child to School Day" event over the internet.

Rewcastle suggested saving the reflectors provided by RVTD and using them as a promotional item for this event. She also suggested that the commission buy more reflectors, and that it include printed material on bike and pedestrian safety in the packages. It was noted that the primary cost would be for printed materials, and that these would likely be around $200. Rewcastle pointed out that the district might provide some financial assistance here.

Hartzell suggested looking into partnering opportunities with the TSC; Young concurred. Hartzell stated that she would push for TSC cooperation, and noted that they are doing StreetSmart and Kids Alive 25 programs that would be good opportunities for collaboration. She also suggested helmet programs or general bicycle and pedestrian education.

Hartzell questioned whether the commission thought a project coordinated with TSC could be done to coincide with the monthly Car Free events. She provided the example of mapping kids' school routes as one possibility.

Young suggested that the partnership with TSC focus on educational efforts. Rewcastle questioned whether this could include bike ridership and safety programs. Hartzell stated that the TSC is looking at making a video right now.

Harris pointed out that the Bicycle Transportation Alliance (BTA) grant funding the school safety programs has ended, and questioned if the commission wanted to try to continue this program. There was general agreement that this should be continued.

Hartzell questioned whether incentive or promotional items were needed, such as stickers, buttons or reflectors. Morris suggested looking for sponsors to provide these types of items.

Harris stated that she would write up the items suggested to be included in the Planning Department's budget request. She also noted that the minutes would indicate that an additional $800 for signs, printed materials and advertising for the Car Free kick-off event is needed for this fiscal year.

Rogers noted that she would be making bicycle safety presentations at Washington Elementary School in West Medford on Fridays, with bikes to be stored at the school district offices. She noted that the first class would be February 16^th, to deal with helmet fit. She explained that the goal is to reach all fifth and sixth graders, and she asked for volunteers to assist with the class between the hours of 8:15 p.m. and 1:15 p.m.

"Where Skateboarders Ride" statement; subcommittee report; revisit goals; budget update (status of request for $800 for further activities this fiscal year); Siskiyou Boulevard project update; and Traffic Safety Commission update/discussion of possible partnering opportunities.

It was confirmed that this meeting was the fourth Thursday of each month at 7 p.m., and Morris stated that she would attend the next meeting on February 22^nd and report back to the commission.

Harris made note of the following items:

1. The next meeting is to be held March 15^th NOT March 22^nd as indicated.
2. Ashland Trails Coalition will meet February 19^th at the Parks Office at 7:00 p.m.
3. The commission will need to present a report to the City Council on Tuesday, August 21^st at the regular 7:00 p.m. meeting.

There being no further business, the meeting adjourned at 6:43 p.m.