ATTENDANCE
Present: Commissioners Gardiner, Landt, Lewis, Seffinger, Shaw; Director Robertson; Superintendents Dials and Dickens
Absent: None
CALL TO ORDER
Seffinger called the meeting to order at 7:00 p.m. at Council Chambers, 1175 E. Main Street.
APPROVAL OF MINUTES
Study Session – January 14, 2013
MOTION Lewis moved to approve the minutes as presented. Shaw seconded the motion.
The vote was: All yes
Study Session – January 28, 2013
MOTION Lewis moved to approve the minutes as presented. Shaw seconded the motion.
The vote was: All yes
Regular Meeting – January 28, 2013
MOTION Landt moved to approve the minutes as presented. Lewis seconded the motion.
The vote was: All yes
PUBLIC PARTICIPATION
City Attorney David Lohman said audience members might want to speak to the Garfield Park playground structure procurement process. He said the procurement met all City of Ashland legal and administrative requirements and a process reversal could subject the City to legal consequences.
Margaret Miller, 346 N. Sawyer Avenue in Cave Junction, a current employee of Krauss Craft / Playcraft and a council / planning commission / contract review board member for her community, said she was familiar with the commissioners’ positions. She reiterated the allegations outlined in the two Ashland Daily Tidings display ads purchased by Playcraft and said the playground equipment procurement was not a good process. She said Playcraft’s “back and forth” refinement of their bid after the Parks procurement of a structure from Landscape Structures was a common practice in the industry. Playcraft was the west coast local provider and if the commission considered all elements involved with their procurement, side-by-side with their competitor, they would have chosen a Playcraft product. She understood it was not desirable by the City to change course after procurement. She asked, with future purchases, that the commission consider all elements of procurement and make wise decisions.
ADDITIONS OR DELETIONS TO THE AGENDA
None
UNFINISHED BUSINESS
None
NEW BUSINESS
ANNUAL INTEGRATED PEST MANAGEMENT POLICY / VOLUNTEER COORDINATOR UPDATE
Robertson said the annual IPM policy review was due. The commission eliminated pesticides in parks three years prior with the exception of an infield at North Mountain Park and the Oak Knoll Golf Course.
Dickens said pesticide-free parks were the right thing for the environment, especially around riparian zones. Parks staff adhered closely to the IPM policy over the past year and tried several organic products and other non-chemical techniques. Worry Free organic product showed little effect and two burner systems (propane and infrared) used in the downtown area and at Scenic Park were time-consuming and ineffective. Three glyphosate applications occurred at the infield of North Mountain Park per commission policy allowance. Volunteers and community service workers pulled weeds in Lithia Park and the outer parks but the weeds grew back. No non-glyphosate herbicides worked well. He suggested hiring more temporary employees to stay on top of weeds in parks on a rotating basis.
Dickens said staff did not have any major difficulties throughout the year and were requesting just one exemption to the policy:
Robertson said the policy exemption request was specifically directed toward two potential restroom landscape restorations: Sherwood Park and Hunter Park.
Landt said the proposal, if approved, would modify the Parks IPM policy. He asked if the public was made aware of the possible renewal of selective non-organic herbicide usage in parks as defined in the exemption request. He suggested postponing the request pending adequate public notification about a potential policy change. He said Ashland Fire and Rescue earlier indicated that propane and infrared burners were not allowed in City limits. He asked staff what new information they received that allowed them to use those devices.
Robertson said staff worked with the Fire Marshal and received verbal approval for the use of infrared burners in limited situations (colder, damp weather on hard, non-flammable surfaces only).
Shaw asked for clarification of Landt’s point: Was staff required to notice policy exemption requests or other policy changes on agendas? Staff was directed to notice any future policy change requests on posted agendas.
Landt said staff was trying to balance good environmental practices with sound fiscal responsibility. He asked them to request the exemption in a more generalized way: for any new park built or any newly restored park area, allow limited non-organic herbicide use. This would allow the commission to make one policy change and give staff discretion to make decisions within those parameters.
Staff agreed to postpone the exemption request until a future regular meeting and to notice the proposed policy change on the posted agenda.
Volunteer Coordinator Lori Ainsworth presented her 2012 Volunteer in Parks program annual report. Key points included:
Commissioners spoke favorably about the volunteer program and acknowledged its growing momentum. Landt said the number of volunteer hours was equivalent to two FTEs. He requested a method for determining efforts toward recruiting and training volunteers versus the amount of work generated. Robertson said the benefits of volunteerism in parks went beyond FTE numbers. Many volunteers in parks were not officially counted because they came on their own. Additional benefits were eyes on facilities, rules enforcement, and preventative maintenance. Seffinger said the volunteer program related to Parks goals in terms of community involvement and implementing the invasive species policy. She said the program needed to increase, not decrease, and Parks was doing better than the national average in their volunteer efforts. Landt suggested setting an annual goal of increasing volunteer numbers by 20-30% each year. He suggested setting similar goals in each section of the parks system.
CIP DISCUSSION
Robertson said the commission started its budget planning process every year in late fall. A CIP projects matrix was prepared annually (under Public Works) showing all potential projects with associated funding sources over a rolling six-year period. He said funding for CIP projects included Food and Beverage Tax receipts, systems development charges, grants, and bond sales. He reviewed the draft list of CIP projects:
Robertson said the commission could prioritize the CIP list at any time. In the short term, staff was expected to submit photos, descriptions, and estimated costs to Finance for inclusion in the City budget book. The City went out for an $18M revenue bond for projects, with $500,000 set aside for Parks (potentially used for Perozzi Fountain renovations). He said the Ashland Parks Foundation had an interest in fundraising for fountain repairs.
Robertson reviewed the draft deferred maintenance list for FY 13-14. An additional item was identified as the Parks office stairway which was not code compliant, too steep in pitch, and rotting.
Robertson reported that hiring a project manager, architect Steve Ennis, was a great help in accomplishing Parks deferred maintenance projects over the current fiscal year.
Robertson said the commission budgeted $250,000 in FY 11-12 for deferred maintenance but the amount was bumped up to $350,000 with the help of the City Administrator. All projects listed posed potential safety hazards. Staff is expected to present an “add package” to the Budget Committee in spring 2013 for $350,000 worth of deferred maintenance projects, with 2% added for growth.
Discussion Among Commissioners
Commissioners provided feedback:
GOALS DISCUSSION
Robertson said council prepared a goals document for presentation to the Budget Committee that would serve as a road map. Council invited the commission to participate in the development of a Parks Department goal along with objectives for the City budget book. The topic was discussed at the February 19 study session. Draft Parks and Recreation core goals, the Parks and Recreation goal, and Parks objectives were reviewed.
Robertson said the mayor suggested a joint council / commission study session with a proposed date of March 11. The topic would be Parks and Recreation goals and objectives. Core goals would not be discussed but would be included in the budget document. Council and the Budget Committee would use the adopted council / Parks Commission goals as a judgment tool in determining the outcome of add packages requested.
Commission input on the goals document included:
Robertson said staff was preparing tactics for each of the goals.
Shaw suggested a Parks Commission presence at every Budget Committee meeting to respond to any Parks-related question or concern. Additional benefits would include a greater understanding of the budget process and possibly enhanced funding for Ashland Parks and Recreation.
Commissioners talked about having each commissioner attend one of the five remaining Budget Committee meetings in spring 2013. During public input portions of meetings, they agreed to speak if appropriate.
SUBCOMMITTEE and STAFF REPORTS
Standing Subcommittee Appointments
Forest Lands Commission
Seffinger will continue serving in the Parks Commission position for 2013
Golf Course Subcommittee
Gardiner and Lewis will serve on the Golf Course Subcommittee in 2013
Signs and Plaques Subcommittee
Landt and Lewis will serve on the Signs and Plaques Subcommittee in 2013
Seffinger voiced interest in forming an ad hoc Dogs Subcommittee to explore purchasing land for extra dog parks and discuss enforcement of dog rules, trail cleanups, and other dog-related topics.
Dogs Subcommittee
Seffinger and Shaw will serve on the Dogs Subcommittee in 2013
ITEMS FROM COMMISSIONERS
None
UPCOMING MEETING DATES & PROPOSED AGENDA ITEM(S)
ADJOURNMENT
By consensus, with no further business, Seffinger adjourned the meeting at 9:20 p.m.
Respectfully submitted,
Susan Dyssegard
Ashland Parks and Recreation