City of Ashland
PARKS AND RECREATION COMMISSION
Present: Commissioners Amarotico, Eggers, Gardiner, Lewis, and Rosenthal; Director Robertson;Superintendent Gies; Superintendent Teige; City Council Liaison Hartzell
Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main.
Regular Meeting – October 25, 2004
MOTION Commissioner Rosenthal moved to approve the minutes. Commissioner Amarotico seconded the motion.
The vote was: 5 yes – 0 no
Joint Study Session with Ashland School Board – November 15, 2004
MOTION Vice Chair Eggers moved to approve the minutes. Commissioner Rosenthal seconded the motion.
The vote was: 5 yes – 0 no
Open Forum - None
BIKE PARK UPDATE
Park Superintendent Gies referenced the packet memo containing a map of the bike park, which was approved by the commission in 1998. He reported that neighbors of the park were informed about the plans and he introduced two citizens interested in assisting with the completion of the project.
Sean-David Salliotte, owner of Forged-Horse Cyclery, and Blake Baratta, reported that they presented a proposed plan for the park and gave it to the commission for review. They expressed a desire to help build the jumps at the park to ensure their navigability by riders of all ages and informed the commission that a team of citizen volunteers was prepared to assist with the work.
Discussion Among Commissioners
Commissioners asked clarifying questions and learned the following: the park comprises approximately one acre of rectangular land; dirt jumps will be moveable; spectators will be able to stand around the perimeter of the park to observe activities, particularly competitions; and the work at the park is scheduled to commence within a month. Commissioners asked that Park Patrol monitor activities at the park. When asked, staff indicated that Parks Department insurance would cover any accidents or injuries incurred at the park, and park patrons would be encouraged to park their cars in the Helman School lots. Parks staff agreed to post signs prohibiting individuals from redistributing dirt once the mounds were established, and additional signs could notify patrons of park hours and instruct riders to wear helmets at all times. Staff agreed to notify Ashland Greenhouses owner, Greg Williams [whose business property is located in the vicinity], of the activities at the park.
Director Robertson reminded the commission that, at the October regular meeting, staff agreed to write a public service announcement notifying the public about the goal-setting opportunity scheduled for the December 13 study session. He read the document aloud and requested feedback.
Commissioners suggested minor changes to the document and directed staff to send the revised version to the newspaper prior to the December 13 study session.
RFP FOR DESIGN SERVICES / GOLF OPERATIONS
Director Robertson introduced the topic of RFPs, or Request for Proposals, which he explained is a process by which a public agency hires for professional services. He explained that respondents answer a list of pre-set criteria and questions, and a group panel scores the responses, leading to a set of finalists who are interviewed by the panel.
He reported that staff is currently working on two separate RFPs: one for professional services in the operations of the Oak Knoll Golf Course, and the other for design services for two park sites within Ashland – the N. Main Street property and the property on Hersey Street [sometimes referred to as the “Vogel Property”]. Director Robertson indicated that a single landscape architect could be selected to work on both projects or two different firms could be selected. He requested direction on the composition of the selection committees.
In the case of the golf course, he recommended the selection committee be comprised of two Park Commissioners, a representative from the local golfing community, a representative from one of the local golf teams, and a representative from the local professional community of Parks and Recreation. In the case of the selection committee for the two park sites, he recommended the participation of two Park Commissioners, one resident from each of the park’s neighborhoods, and a representative from the local professional community of Parks and Recreation [not necessarily a staff member from the Ashland Parks and Recreation Department]. He notified the commission that the RFP would run in the local paper as well as in a trade journal.
Discussion Among Commissioners
Chair Gardiner proposed that the two Park Commissioners currently serving on the Golf Course Subcommittee [Rosenthal and Gardiner] be included on the panel for the golf course selection committee. The commission agreed to the proposal. He solicited volunteers to sit on the design services selection committee [for the two park sites]. Commissioners Amarotico, Eggers, and Lewis volunteered. They will serve, along with two citizen committee members.
SUB-COMMITTEE and STAFF REPORTS
Lee Tuneberg, Finance Director for the City of Ashland, reported on the annual audit, which was conducted by the independent firm of Pauly, Rogers and Associates. He stated that the audit was successful and the auditors rendered a clean opinion. Director Tuneberg expressed appreciation to the firm as well as to Finance Department staff members who worked on the project.
The commissioners thanked him for the report and for the work of the Finance Department staff involved in the project.
Recreation Division Report
Superintendent Teige reported on recent activities within the Recreation Division.
Trail Master Plan Committee Report
Commissioner Lewis reported on the October 11 public meeting of the Tolman, Clay, and Hamilton Creek Trail corridors, at which approximately 40 people attended. A follow-up meeting was held on October 14. The public meeting to discuss the Roca and Ashland Creek Trail corridors is set for Monday, December 6, at The Grove, 1195 East Main Street, at 6:30 PM. Prior to that meeting, a tour of the trail corridors is set for November 30.
Commissioners asked to be notified directly about future public meetings.
ITEMS FROM COMMISSIONERS
· Vice Chair Eggers led a review of and discussion about the Meadowbrook Park II Development, referencing a landscape architectural map. Staff agreed to draft a letter to the developer, Don Grove, outlining the commission’s design alterations, and to obtain commission approval before sending the letter.
· Commissioner Amarotico reported that ORPA advertised a program called “Shape Up Oregon” – a one-month fitness program offered throughout the state – and questioned whether the commission would be interested in launching it locally. Staff agreed to research the program and report back at the next regular meeting.
· City Council Liaison Hartzell gave an update on the Charter Review process and reported that the topic of an elected Parks Commission is on the agenda for review and consideration in the near future.
UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS
· Trail Master Plan Committee tour of the Roca and Ashland Creek Trail corridors set for November 30 at 1:00 PM. Group to meet at the Parks office, 340 S. Pioneer.
· Trail Master Plan Committee public meeting set for December 6 at 6:30 PM – The Grove, 1195 E. Main. Topic will be the Roca and Ashland Creek Trail corridors.
· Trail Master Plan Committee regular meeting set for December 9 at 1:00 PM – Parks Office, 340 S. Pioneer. Topic will be the December 6 public meeting regarding the Roca and Ashland Creek Trail corridors.
· Trail Master Plan Committee mapping meeting set for December 13 at 1:00 PM – Community Development Building, 51 Winburn Way.
· Special meeting set for December 13 at 7:00 PM – Parks office, 340 S. Pioneer. Topic will be “Proposed Memorandum of Understanding Concerning the Jackson County / Bear Creek Greenway Property Adjacent to the Billings Ranch.”
· Study session set for December 13 at 8:00 PM – Parks office, 340 S. Pioneer. Topics will be goal setting for the 2005-2006 fiscal year as well as dog issues.
· Regular meeting set for December 20 at 7:00 PM – Council Chambers, 1175 E. Main.
ADJOURNMENT – By consensus, with no further business, Chair Gardiner adjourned the meeting at 8:55 PM.
Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation