City of Ashland
PARKS AND RECREATION COMMISSION
December 14, 2015
Absent: Commissioner Lewis; City Council Liaison Mayor Stromberg
Present: Commissioners Gardiner, Landt, Miller, Shaw; Director Black; Superintendents Dickens and Dials; Administrative Supervisor Dyssegard and Assistant Manuel
CALL TO ORDER
Chair Gardiner called the meeting to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street
APPROVAL OF MINUTES
Motion: Shaw moved to approve the Minutes for November 16, 2015, as presented. Landt seconded.
Study Session – November 16, 2015
The vote was all yes.
Regular Meeting - November 23, 2015
Motion: Landt moved to approve the Minutes for November 23, 2015 as presented. Miller seconded.
The vote was all yes.
There was none.
ADDITIONS OR DELETIONS TO THE AGENDA
There were none.
There was none.
Dials introduced Lee Tuneberg, Administrative Services/Finance Director for the City of Ashland. She reported that the City of Ashland Budget Committee approved the Comprehensive Annual Financial Report (CAFR) for the period ending June 30, 2015.
- Presentation and Approval of CAFR Ending June 30, 2015 (Action)
Tuneberg noted that the report under discussion was exemplary and received national recognition for excellence in public financial reporting through the Government Finance Officers’ Association (GFOA). This marked the twenty-sixth GFOA award bestowed upon the Ashland Parks and Recreation Commission (APRC) for excellence in financial reporting. Tuneberg explained that the APRC’s Component Unit Financial Report (CUFR) was included as part of the larger report completed by the City of Ashland. He stated that the audit, compiled by the accounting firm of Pauly Rogers and Co., included their unqualified opinion, as noted on page 19, indicating that there were no financial concerns worthy of note in the report.
In response to a question by Shaw regarding the financial reporting relationship between City of Ashland and the APRC, Tuneberg replied that the reports were blended. He highlighted audit notes within the City’s CAFR referring to the City and APRC individually, a local condition that was fully disclosed by the auditors. It was noted that auditing standards for City and APRC reports complied with national accounting standards.
Black commented that the City Budget Committee reviewed each portion of the City CAFR and found the APRC report to be excellent. There followed a brief discussion about the importance of GFOA awards.
Motion: Landt moved to approve the contents of the CAFR as presented. Miller seconded.
The vote was all yes.
Dyssegard noted that APRC meetings were typically held on the third and fourth Mondays of every month. Exceptions for 2016 included Study Sessions in January and February, as each fell on City-recognized Federal holidays. She suggested scheduling January and February Study Sessions on the second Mondays: January 11 and February 8. An additional suggestion was made with regard to December. Due to busy holiday schedules, the Regular Meeting could be held on December 12, with the Study Session eliminated and all Commission business conducted on December 12.
- Approval of the 2016 Meeting Calendar (Action)
After a brief discussion, it was agreed by consensus that the date for the one meeting in December, the Regular Meeting, would be determined based on availability of Council Chambers.
Motion: Landt moved to approve the calendar as proposed, with the December meeting determined based on availability of Council Chambers. Shaw seconded.
The vote was all yes.
Gardiner suggested initiating a joint meeting with Council for February or March. He solicited agenda ideas from the Commission toward starting a dialogue with Council.
SUBCOMMITTEE AND STAFF REPORTS
Black said the goals review and work plan update discussion would aid the Commission in continuing its goal setting process and reviewing accomplishments to date. He introduced the strategic work plan, highlighting the organizational structure. He explained the process for developing each of the six sections, beginning with stated goals and objectives. Action items were described, assigned and quantified. Resources were identified, timeframes projected and quarterly progress recorded. Black emphasized the value of the plan in terms of focusing on daily workloads and using it as a management tool.
- Goals Review and Work Plan Update
In response to a question by Landt, Black noted that the report was specific to the goals and objectives set by the Commission. Day-to-day activities could include projects not listed in the work plan, such as work initiated or completed from the Unfunded Projects list. Other progress reports not listed in the strategic plan were often reflected in subcommittee updates.
Landt suggested maintaining projects that were not listed in the goals and objectives work plan on a separate list that could function as a reminder of additional work underway. Black replied that doing so would ensure that future projects were not forgotten. Discussion then turned to alternative ways to incorporate “parking lot” items into the work plan. Landt highlighted the importance of a written list that could eventually be integrated into the work plan.
Shaw asked about specific actions related to the lower Clay Street dog park goal. Black replied that the topic would be refined within the work plan, with specific action items incorporated into the document. Steps related to an alternative source of funding for Winburn Way sidewalks would also be described.
There followed a question and answer session regarding specific details of the work plan. Staff indicated that a GANT chart, the Performance Audit and other items related to APRC goals and objectives would be posted to the work plan when completed.
Landt noted his appreciation for the work plan and the accomplishments represented therein. Dials reported on the effectiveness of the document in attaining buy-in from supervisors and staff and the associated potential for staff development.
Dickens noted other accomplishments not listed on the work plan. Black explained that the plan stemmed from the goals and objectives defined by the Commission. He said other achievements were highlighted in other ways. For example, videos disseminated on Facebook frequently described and promoted the depth and breadth of APRC work.
- Budget Review, First Quarter (Information)
Black said Budget Reviews were presented to the Commission on a quarterly basis. They quantified APRC’s financial performance and compared projected budgets with actual budget figures.
Black explained that the First Quarter Report represented approximately 12.5% of APRC’s BN 15-17 budget. Collectively across all divisions, APRC met its spending target of 12.5%. Individually, the Golf Course came in slightly above the norm at 14.9%. Black emphasized that most golf-related expenditures took place during the summer months, i.e. during the first quarter of the biennium (July 1 – September 30, 2015). Activities at the Golf Course typically slowed in the winter and spring, reducing the need for operational funding. Black noted that expenses for other divisions were either within budget or under budget for the first quarter. He highlighted Parks’ Equipment Fund, stating that there were no equipment purchases during the first quarter. He indicated that the Capital Improvement Fund at .4% of budget was reflective of the projects currently underway.
In response to a question by Landt, Black noted that both the Parks and Recreation divisions met their first quarter projected targets. Tuneberg noted that staffing significantly impacted the budget and, if managed at or below budget, would reflect approximately 12% of the biennial budget.
There followed a brief discussion regarding the unassigned ending fund balance of $192,962. Tuneberg explained that this balance would fluctuate based on resource changes, such as excess revenue from the F & B category or because of changing project requirements. The funds, though unrestricted, could be considered as working capital and carried forward.
ITEMS FROM COMMISSIONERS
Shaw asked about the impact of winter weather on trees in the Parks system. Superintendent Dickens reported that three trees were down in Lithia Park. Superintendent Dials said the ice rink cover was holding up well.
Miller noted that the Ashland Forest Lands Commission [on which he held a voting seat] approved a draft of its 2016 Forest Plan. Copies of the plan would be distributed to stakeholders, with final approval scheduled for February.
Miller also stated that the Daniel Meyer Pool bathhouse was officially open for use and drawing positive attention. He thanked staff for issuing a news release related to the project.
UPCOMING MEETING DATES
Study Session: January 11, 2016 @ The Grove, 1195 E. Main Street, 7:00 p.m.
Regular Meeting: January 25, 2016 @ Council Chambers, 1175 E. Main Street, 7:00 p.m.
Gardiner noted that he would not be present for the January 11 Study Session. Landt said he would not be present for the January 25 Regular Meeting.
It was stated that the annual election of officers would be held at the January 25 Regular Meeting, among other topics.
There being no further business, the meeting was adjourned at 8:23 p.m.
Betsy Manuel, Assistant
The Minutes are not a verbatim record. The narrative has been condensed and paraphrased to reflect the discussions and decisions made. Ashland Parks and Recreation Commission Study Sessions, Special Meetings and Regular Meetings are digitally recorded and available upon request.