Commissioners Elizabeth Bretko, Joan Spear, Guy Nutter, Carol Lee Rogers, Keri Green, John Baxter, and David Chapman, and Council Liaison Cate Hartzell were present.

Green called the meeting to order at 5:00 p.m.

Dan Shaw expressed his concern with the pedestrian crossing of North Main Street near the Grove Teen Center. He stated that there is a similar situation in Kennebunkport, Maine and the solution there was to place a concrete pillar in the travel lane to slow drivers and make them aware of potential fines. Shaw noted that the Ashland Police Department has echoed his concerns with this intersection.

Chapman noted that the Traffic Safety Commission (TSC) might be the more appropriate commission to deal with this concern. Bretko noted that the Grove has frequently requested that something be done here, and stated that the Grove is still working with the city on this issue. Chapman explained that the TSC has discussed placement of temporary signs in some areas, but he noted that there have been some difficulties as the areas of concern are often on state highway. Chapman referred this item to the TSC. Rogers noted that this was not the first time the item has come up during her time on the Commission.

Shaw also noted that the improvements to Walker were appreciated.

Rogers introduced Scott Bricker, the Bicycle Transportation Alliance (BTA) Bicycle Safety Education Program Coordinator. Bricker explained that the BTA is Oregon's bicycle advocacy organization, and stated that they are based in Portland but also do a lot of work in Salem. Bricker also pointed out that the BTA is testing bicycle education programs in schools in Ashland and fourteen other cities. Bricker emphasized that the program in Ashland has been a success, and that it has expanded to Talent and Medford. He stated that the BTA is trying to serve the whole state with its programs and advocacy efforts.

Bricker informed the commissioners that the BTA is working on planning a safe routes program similar to what the commission is proposing for local schools, and he noted that the BTA is looking for test pilot cities. He explained that the BTA envisioned a program similar to the existing Bike Safety Education program, coupled with monthly car free events, and he stated that the BTA would like to work with the city and other partners to identify the best transportation routes. He suggested that this would involve community-organizing efforts in addition to planning. Bricker noted that he has spoken to with Maria Harris and Carol Lee Rogers, and he stated that he feels the BTA's ideas would mesh well with the planning that the commission has done so far. He pointed out that to succeed, a certain amount of ongoing organization and administration will be necessary, and he emphasized that BTA was interested in working with the commission to help provide this administration. He also stated that BTA could provide curriculum assistance and professionally prepared brochures, booklets, posters, and other similar resources to enhance the program.

Bricker stated that BTA's hope is to develop a strong partnership if the commission is willing, but he noted that the commission would need to provide some funding assistance to make this work. He also pointed out that Rogers could be BTA's contractor to provide instruction in the schools. Bricker concluded that the monthly event is an important contribution to the community, but he emphasized that it will require regular communications with students and parents to distribute information. He stated that BTA can help provide much needed oversight while helping to develop the program and provide course materials, but he reiterated that some funding assistance would be needed. He noted that BTA is a non-profit that must do fundraising to support its programs, and suggested that $2000 seemed like an appropriate figure to get this effort started.

Green suggested updating the full commission on the recommendations from the last meeting of the monthly event subcommittee. She noted that the minutes were in the packet, and explained that the subcommittee was recommending that the commission's focus be narrowed to working in only one school (Lincoln) as a pilot school for the program. She also stated that Lincoln's principal and students are committed, and that Superintendent Juli Di Chiro approves. Green also emphasized that the subcommittee felt it was apparent that if this program were to succeed, it would need to follow models that have been successful elsewhere, which suggest that a clear, strong organizing body with good organizational linkages is essential. Green cited some of the difficulties that had been encountered to date, such as scheduling meetings with the student council and not being informed that there was no school due to an in-service day. Green concluded that the BTA would be a valuable organizational link to take the event to the next level.

Baxter questioned how the commission would go about requesting funds. Rogers pointed out that a significant portion of the funds in this year's budget were for the monthly events. Spear clarified that a large amount of the funding was intended for the purchase of signs that would not be needed if the focus of the event shifted to one school. Harris confirmed that the commission can move to redirect funds, but she noted that the commission cannot appropriate more funds than budgeted. She clarified that the correct process would be to suggest a change through the Director of Community Development based on a formal, majority vote of the commission.

Green questioned what the next step should be. Harris responded that if the commission were comfortable with the proposal from BTA, they could vote on providing the funding requested. Harris added that the commission could also request a more detailed scope of work to provide further information on what the BTA might be able to provide. Bricker suggested that a scope of work and proposal would not be a bad idea, and noted that the BTA could provide information in order to get closer to a "buy in" from the commission. Bricker emphasized this is a new program for the BTA, and he suggested that it could potentially develop in a number of different ways. He stated that he could provide information to give the commission a basis from which to proceed in determining whether to allocate funding and how to best develop the program.

Rogers suggested that this would be a good exercise for the commission to resolve some lingering issues of uncertainty in the planning of the school program. Bricker stated that the BTA is looking at similar issues, and that he could provide information and options. He explained that the BTA would ask the city for a GIS map to use for the program. He noted that the hope was that the city would eventually help to produce a safe routes map based on student efforts. Bricker reiterated that the BTA is at same level of planning as the commission is at this point.

Hartzell suggested that volunteers from Southern Oregon University and Ashland High School might be able to provide GIS assistance. Hartzell asked Bricker to provide information on pilot programs that the BTA has begun in Portland. Rogers noted that in Portland, students meet in a park and then bike to school in a bike train, and that they have a "bicycle challenge" to encourage daily riding.

Bricker noted that at this time, Portland only has a safety class and the "bike to school challenge," but he stated he could provide information on other programs in other cities that have established programs. He clarified that the BTA is currently at the development stage in building partnerships with Portland schools.

Harris suggested that a motion directing staff to move forward, and assigning a rough monetary amount being considered would allow staff to work further on this matter. There was discussion of the funds still available in this year's budget. Harris also suggested that coupling the spending of budget funds with the successful implementation of the school program would be the best justification for receiving similar funds in the future.

Hartzell questioned whether a formal "request for proposals" (RFP) process was necessary; Harris stated that she did not believe that this was needed, but she agreed to check into it. She also pointed out that since Rogers works as a staff person for the BTA, she would need to abstain from the decision.

Chapman stated that he was not comfortable with making a motion without seeing some sort of proposal on paper. He also suggested that he would like further discussion with BTA to formalize a working relationship prior to voting. Green asked what Chapman would like to see. Nutter concurred with Chapman that he would like to see a specific proposal before voting on a motion. Hartzell suggested that since the subcommittee has already met and developed a recommendation, they could meet to talk about a timeline, objectives and outputs for developing a proposal.

Green asked what information Bricker could provide. Bricker stated that he could provide a template based on the grant application used previously by the BTA. He explained that this details the suggestions made to teachers in Portland to get the program going there. He suggested that this could serve as a basis from which to begin developing the program.

Chapman questioned what relationship Bricker imagined between the BTA and the commission. Bricker noted that the BTA could provide teachers with assistance that they will need to organize the program in schools through a staff person who would develop relationships with SOU and the city, and who would speak to students to organize events. He stated that he envisioned the BTA's role as providing paid staff to institute the program in Ashland schools. He noted that in Portland, the city has a planning outreach staff and they have expressed interest in working on the program in Portland schools, and they also have engineers there who are willing to contribute to the engineering analyses. He stated that the BTA had helped to coordinate the development of these sorts of organizational relationships.

Green suggested a memorandum of understanding outlining what would be done by each party to formalize the relationship. Harris clarified that the BTA is not trying to take over the commission's program, but they are offering to provide resources and support to help the program to move forward. Harris noted that the BTA was able to successfully implement the bicycle education program, something that arose out of commission discussions, in a similar fashion a few years ago. Harris emphasized that this is an opportunity for the commission to take advantage of the BTA's statewide resources.

Chapman and Nutter clarified that they are in favor of this idea, but they would like to have a formal proposal outlining the relationship. Bricker noted that the money requested would pay for staff time (in the form of Rogers or another contractor) as well as the BTA's assistance with program administration.

Nutter questioned what would be done with this staff time. Harris explained that this would need to be decided as the program developed. Hartzell asked what overhead was involved; Bricker stated that normally, 20% of funds go to overhead with the remainder to the program, but he suggested that in this sort of test situation all of the funds might go to program. Bricker reiterated that he could provide information based on the previous grant application detailing what was suggested in Portland, and the commission can come up with program details. Bricker added that he could provide suggestions and guidance in developing the program.

Harris stated that she could rough out some information for the commission based on Bricker's grant application template in order to help craft a motion. Harris stated that some sort of direction to staff was needed to proceed. Harris also reiterated the need for Rogers to separate her roles and abstain from the decision in this matter, as she would potentially be receiving financial benefits as a BTA contractor.

Baxter clarified that the subcommittee has already recommended narrowing the focus of the school program by beginning in only one school, Lincoln Elementary, as a test program. He suggested that the commission already has this as a recommendation, and he suggested that a decision is needed on whether this is the direction the commission wishes to take. Baxter also stated that there needs to be a decision on whether the commission is interested in proceeding with the BTA partnership. He suggested that once these decisions were made, then the commission could look into what the contractor might be able to accomplish.

Baxter added that he personally feels that the BTA's offer of partnership could be a desperately needed spark that overcomes the difficulty the commission has been experiencing here. He stated his feeling that this proposal would create a paid liaison to get the program going.

Green clarified Baxter's request was for: 1) a decision on whether to accept the subcommittee recommendation of using Lincoln Elementary as the first monthly program pilot school; 2) a decision on whether to proceed with the BTA; and 3) a directive to reconvene the subcommittee to begin fleshing out the school program in order to develop a proposal.

Baxter suggested asking the subcommittee to come up with a proposal for the program; Green noted that Harris could put together something for the subcommittee prior to their meeting based on Bricker's grant application. Harris stated that she would look at the information from Bricker and the subcommittee binders to lay out a one-page document for the subcommittee.

There was discussion of Rogers' role in the process of developing the program, given her potential financial interest. Harris stated that she did not feel it was an issue at this point, as specific details have not been decided yet. She suggested that Rogers could continue to participate until it reaches the point of BTA's involvement. Spear concurred.

Green noted that there was consensus in the last meeting to add bicycles to whatever slogan was adopted. Green presented Rogers' suggestion, "Welcome to Ashland, Designed for Bikes and Pedestrians." Spear questioned whether this slogan was true. Bretko stated that she did not like this as a slogan because it is both too technical and false. Rogers suggested using the slogan as a first step to making it the truth.

Jason Burke stated that Rogers' slogan seems false to him as well, but he agreed that the idea would encourage visitors to walk or cycle.

Chapman suggested making drivers aware that there are bikes on the road. Green suggested "Welcome to Ashland - Bikes and Pedestrians Share the Roadway." Chapman suggested adding something relative to strict enforcement of traffic laws would also be helpful.

Green questioned whether the slogan could mix soft and hard, and address bikes as well. Hartzell suggested e-mailing the suggestion of the mixed concepts of strict enforcement and bikes and pedestrians sharing the road. There was discussion of mixing these concepts into one slogan. Fardelmann suggested that the enforcement aspect is important as the people who would respond to the softer slogan are already driving appropriate speeds. Rogers agreed with Green's suggestion of "Welcome to Ashland - Bikes and Pedestrians Share the Roadway." Green concurred with also encouraging the Traffic Safety Commission to consider a strong enforcement message. There was agreement to email these suggestions to the Traffic Safety Commission.

Bretko suggested a public tally board showing traffic citations issued.

Chapman stated that he assumed all present could agree that the event did not work. He noted that he has a list of issues, and stated that his primary concern was that the event did not succeed in involving new people in riding their bikes or in making the event itself publicly known. He suggested that the commission should do something to make more of an impact.

Spear noted that there was a banner downtown to publicize the event, but Chapman stated that there was so much distraction in the downtown area that he did not see the banner.

Green questioned whether the commission wanted to attempt the event again, and stated that for her part she agreed with Chapman about the need to make an impact.

Bretko stated that she thought this year's event was just done to maintain the annual event, with the understanding that a bigger event would be held next year. She suggested that a subcommittee should be formed, and planning for next year's event should begin tonight. Chapman agreed.

Rogers stated that the monthly event needs to be in place prior to the annual event, but Bretko stated that she did not see how this would dovetail when the monthly event would be piloted in only one school. She suggested however that these sorts of details could be worked out in the subcommittee.

Green stated that she would like to vote on commissioner interest in conducting this event in the future. She emphasized that planning the event would take a full year. Hartzell noted that she was intrigued with the idea of a larger event, with a road closure.

Baxter noted that he has been involved in the annual Car Free events since the 1980's and they have always been like this. He suggested that the European model would be more effective, as it provides the opportunity to experience the city without cars. Green noted the Mail Tribune photograph, which showed her trying to cross the street on her bike in a sea of cars. Baxter and Hartzell noted their interest in road closure as part of the annual event, and Baxter stated that anything less would be problematic. Green emphasized that if the event were to continue, planning would need to begin now.

Hartzell suggested encouraging people to monitor their automobile mileage for a month before the event to put them into a mindset of considering how much they drive.

Harris noted she feels that the magnitude of this year's event was more oriented toward encouraging regular cyclists than recruiting new commuters.

Chapman indicated that he would only be willing to repeat the event if it could be done right. Harris noted that a bigger event would require a scope of work with specific time requirements to get an idea of how to use staff time and how much would be required of commissioners. She pointed out that only five hours per month is allotted to the commission for staff support.

Nutter noted that the Chamber of Commerce is opposed to road closures. Spear pointed out that this is because shoppers will not come from Medford for a Car Free event. Chapman disagreed, and suggested that people would ride the bus from Medford if the event were better promoted.

Bretko questioned whether there was a subcommittee already formed. Chapman and Spear stated they would be interested if the commission voted to continue the event. Green suggested that compiling a scope of work, including the time commitment involved, would be a good starting point. She emphasized that there would need to be a decision to move ahead by January. Harris suggested arriving at a total amount of hours that would be involved. Green asked whether anyone was interested in working on this prior to the next regular meeting. Baxter, Spear, Bretko, Chapman and Rogers noted their interest. It was agreed that a subcommittee meeting date would be set via e-mail.

Traffic Safety Commissioner George Fardelmann noted sending an email relative to Car Free Day, and stated that if the goal of the event was to get drivers out of their cars it failed. He emphasized that reducing driving with more regular events would be a better use of the commission's energy.

Chapman noted that he will be attending a transportation and safety conference in Bend, and asked for a vote to reimburse his expense in the amount of $120. He stated that he would provide a report to the commission about the conference, and none present expressed any objections.

Fardelmann suggested that Chapman contact Thomas Heumann from the TSC about car pooling to this conference.

Green noted that the public nature and bureaucratic requirements of the commission's work create difficulty in accomplishing things in any sort of timely or satisfying manner. She explained that it is impossible to simply write a letter in response to citizen input, because of the need for correspondence to be commission approved. Green emphasized that there needs to be an effective way to deal with citizen input, and that she feels better handling of the commission's administrative details is needed.

Bretko suggested that the constant changes in membership create further difficulty, and she asked that commissioners solidify their commitment to membership and commit to serving their appointed terms and carrying out specific duties. Bretko also suggested that a regular morning time be set aside at least once a month where commissioners could meet for coffee if they wanted to get together.

Chapman suggested, and Green concurred, that a policy is needed for the handling of citizen input. Green asked that Chapman serve as letter writer for the commission to respond to citizen input.

Harris noted that a lot of items which come in from citizen input are more appropriately referred to the Traffic Safety Commission, and she explained that the Bicycle and Pedestrian Commission was originally formed as more of an advocacy group. She added that a gradual understanding has evolved on the part of the commission that a part of advocacy for bicycle and pedestrian issues has to do with infrastructure. She stated that there has been frustration on the part of commissioners over the difficulty in being able to effect change. Rogers suggested that it might be most appropriate if the commission tried to focus on advocacy, in light of its original mission. Harris recognized the validity of seeking needed infrastructure improvements, and stated that this is where much of the difficulty and frustration has arisen. Hartzell questioned whether it was time to change the charge of the commission.

Nutter distributed a draft of a letter he prepared relative to putting in zebra-striped crosswalks on North Main. He also suggested changing the meeting schedule to run until 7:00 p.m. to provide more time to work on issues.

Hartzell suggested a motion to request that the city research and pursue funding to conduct a traffic study of North Main from Wimer Street to the Plaza. Harris noted that the state is already working on getting zebra-striped crosswalks installed. Harris clarified that she thought the issue still to be addressed had to do with bikelanes and she noted that the state is recommending approval to allow for the use of zebra-striped crossings.

Hartzell stated that John Vial of the Oregon Department of Transportation is approving zebra striping for some areas of the central business district, but she will be going to the state engineer to discuss the issue beyond this district. Harris suggested urging the expanded use of zebra striping. Fardelmann and Hartzell suggested going beyond Wimer, all the way to Ashland Mine Road.

Nutter suggested that if his letter were not sent it would be a missed opportunity. He emphasized that he would like to finish it tomorrow and have it for Hartzell. Harris noted that the details need to be worked out, and the letter put onto letterhead for Green's signature. Hartzell stated that she would also like to urge the city council to look at designs to allow better bicycle and pedestrian passage.

Nutter questioned the speed limit issue that was previously discussed, and Hartzell suggested that this issue could wait until a later meeting. Harris noted that a speed limit change requires that application be made to the state by recommendation of the Traffic Safety Commission to pursue the process. She added that the state would then look at the issue and determine the feasibility of the requested change.

There being no further business, the meeting adjourned at 6:56 p.m.