Agendas and Minutes

Parks & Recreation Commission (View All)

Parks Commission Regular Meeting

Minutes
Monday, October 24, 2016

City of Ashland
PARKS AND RECREATION COMMISSION
Regular Meeting 
Minutes 
October 24, 2016
 
Present:  Commissioners Gardiner, Lewis, Miller, Shaw; Director Black; Superintendents Dickens and Dials; Executive Assistant Dyssegard; Assistant Manuel
 
Absent:  Commissioner Landt; City Council Liaison Mayor Stromberg
 
ADJOURNMENT INTO EXECUTIVE SESSION
By consensus, Chair Gardiner called the meeting into Executive Session pursuant to ORS 192.660 (2)(e) at 6:30 p.m.
 
ADJOURNMENT OUT OF EXECUTIVE SESSION                               
By consensus, Gardiner adjourned out of executive session at 7:16 p.m.
 
CALL TO ORDER
Gardiner called the meeting to order at 7:27 p.m. at Council Chambers, 1175 E. Main Street.
 
APPROVAL OF MINUTES 
Study Session – September 19, 2016
Motion: Lewis moved to approve the September 19 Study Session minutes as presented; Gardiner seconded.
The vote was Gardiner, Lewis, Miller – yes; Shaw abstained (not present)
 
Regular MeetingSeptember 26, 2016
Motion: Shaw moved to approve the September 26 regular meeting minutes as presented; Lewis seconded.
The vote was all yes

PUBLIC PARTICIPATION
Eli Mayo-Adams of 474 Park Ridge Place in Ashland was called forward.

Eli relayed a story about his experience at the YMCA parking lot. He stated that after soccer practice one recent day he waited in the YMCA parking lot for a ride from his mother. His mother told him they would be waiting for a policeman to arrive because their family vehicle had been damaged by scratches caused by an unattended dog. The policeman dispatched to the scene assured Eli and his mother that he would take care of the situation.    
 
Gardiner thanked Eli for presenting his story.  
 
ADDITIONS AND DELETIONS
There were none.
 
UNFINISHED BUSINESS 
a. Study Session Start Time Adjustment (Action)
Black announced that a proposal by Gardiner to adjust the Study Session start time to 5:30 p.m. rather than 7:00 p.m. was agreed upon by Commissioners during the last work session. The change would apply to Study Sessions only (normally held on the third week of each month unless they fall on holidays) and would take effect for a trial period of one year beginning January 2017. Black explained that the start time was considered an accommodation for staff attending the meetings at the end of their work days. 
 
Motion: Miller moved to approve a one-year trial to start Study Session meetings at 5:30 p.m. on the third Monday of each month beginning in January 2017. Shaw seconded.
The vote was all yes.

NEW BUSINESS
Trail Master Plan Committee Formation (Action)
Black stated that an update of the Trails and Open Space Master Plan was listed as a priority for the biennium. He noted that a small budget had been set aside for this purpose but the intent was to manage the process with help from volunteers. Black referred to a memo from Jeffrey McFarland detailing proposed participants for a Committee of seven members and five staff liaisons. McFarland explained that the purpose was to adjust the plan based on current best practices and to reflect the technology of the day. The plan had been tentatively scheduled for updates each decade. Subcommittee responsibilities were also outlined in the memo and it was anticipated that the Committee’s expiry date would be dependent upon approval and adoption by APRC.
 
Black relayed that the proposed membership was carefully chosen by areas of expertise. He invited suggestions and/or approval as outlined.   
 
Commissioner Discussion
Lewis noted that when the Master Plan was initially formulated, a series of meetings were held according to topic, with members specifically assigned. He asked about the process going forward.
 
Black recommended a discussion with the Committee as a whole. He stated that he had just received training on various types of charrettes and that depending upon the kind of action needed, it might become appropriate to select a charrette for the process.       
 
Motion: Shaw moved to confirm that the Parks and Trails Master Plan Updating Committee be created to assist the Ashland Parks and Recreation Commission in reviewing and updating the Parks and Trails Master Plan document and that the Chair be given permission to appoint the members of the committee as outlined in the document. Lewis seconded.
The vote was all yes.
 
Senior Center Subcommittee (Action)
Gardiner noted that he would like to appoint Commissioner Lewis and himself as members of a Senior Center Advisory Subcommittee.
 
Motion: Miller moved to appoint Commissioners Gardiner and Lewis to the Senior Program Subcommittee – a Subcommittee that would oversee the evaluation of the Senior Program, establish best practices, set goals and recommend the implementation of any changes to the program. Lewis seconded.
 
Commissioner Discussion
Shaw stated that formation of this Subcommittee would assist APRC in meeting Senior Center goals. He stated that the Commissioners would like to determine whether the Center could expand future programs to better meet the needs of Ashland’s seniors. He highlighted the intent to collaborate with Senior Center staff to identify best practices and enable forward-thinking future goals.
 
Black added that the Subcommittee would support APRC adopted goals and objectives. He noted that the recently completed Performance Audit also recommended the establishment of such a group to explore and develop programs based upon needs of seniors and the elderly as well as the development of strategies to address APRC goals.   
 
Motion: Miller moved to appoint Commissioners Gardiner and Lewis to the Senior Program Subcommittee in order to oversee the evaluation of the Senior Program and establish best practices, set goals and recommend the implementation of any changes to the program. Lewis seconded.
The vote was all yes.

Lithia Park Master Plan
Gardiner called for the establishment of a Lithia Park Master Plan Subcommittee with Commissioners Landt and Miller appointed as members.
 
Motion: Shaw moved that the Lithia Park Master Plan Subcommittee be formed to oversee the process of creating an RFP and scope of work for the Lithia Park Master Plan and to provide continuing oversight of the master planning process and that Commissioners Landt and Miller be appointed to this Subcommittee. Lewis seconded.
 
Discussion
Shaw commented that the development of a Master Plan for Lithia Park had been a goal for a number of years. The establishment of a Subcommittee would help to get the process started. 
 
Motion: Shaw moved that the Lithia Park Master Plan Subcommittee be formed to oversee the process of creating a RFP and scope of work for the Lithia Park Master Plan and to provide continuing oversight of the master plan process and that Commissioners Landt and Miller be appointed to this Subcommittee. Lewis seconded.
The vote was all yes.

SUBCOMMITTEE AND STAFF REPORTS
  • Ice Rink
Dials announced that the Ashland Rotary Centennial Ice Rink would open on November 16, 2016.  A Grand Opening celebration called “First Frost” would occur on Saturday, November 19, 2016, with hours from 6:00 to 10:00 p.m. The event would feature figure skating, a Three-on-Three Tournament, ice sculpting and music presented by a deejay. APRC Ice Rink mascot Chilly would also make an appearance. Dials extended an invitation to all in attendance.
  • Book Signing
Dickens noted a book signing by John Enders, author of the book entitled Lithia Park – The Heart and Soul of Ashland. He stated that the event would be held on Wednesday October 26, 2016, at 7:00 p.m. at Bloomsbury Books in downtown Ashland.
 
Black relayed that copies of the book would be available for purchase at the event or through Amazon. A limited number of copies were also available at the APRC Administration Office.
 
ITEMS FROM COMMISSIONERS
There were none.
 
UPCOMING MEETING DATES                                               
  • Study Session, November 21, 2016 @ The Grove 1195 E. Main Street—7:00 p.m.
  • Regular Meeting, November 28, 2016 @ Council Chambers 1175 E. Main Street—7:00 p.m.
ADJOURNMENT 
There being no further business, the meeting adjourned at 7:50 p.m. 
    
Respectfully submitted,
 
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 and Regular meetings are being digitally recorded and are available upon request. 

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