City of Ashland

PARKS AND RECREATION COMMISSION

REGULAR MEETING

MINUTES

ATTENDANCE

Present:    Commissioners Amarotico, Eggers, Gardiner, and Lewis; Director Robertson; Superintendent Gies; Superintendent Teige

Absent:     Commissioner Rosenthal; City Council Liaison Hartzell

CALL TO ORDER         

Chair Gardiner called the meeting to order at 7:00 PM at Council Chambers, 1175 E. Main.

APPROVAL OF MINUTES

Regular Meeting – November 22, 2004

MOTION Commissioner Amarotico moved to approve the minutes. Vice Chair Eggers seconded the motion.

The vote was: 4 yes – 0 no

Special Meeting – December 13, 2004

MOTION Vice Chair Eggers moved to approve the minutes. Commissioner Lewis seconded the motion.

The vote was: 4 yes – 0 no

Study Session – December 13, 2004

MOTION Commissioner Amarotico moved to approve the minutes. Commissioner Lewis seconded the motion.

The vote was: 4 yes – 0 no

PUBLIC PARTICIPATION

Open Forum - None

ADDITIONS OR DELETIONS TO THE AGENDA - None

UNFINISHED BUSINESS

ARTS COMMISSION PRESENTATION

Director Roberston reminded the commission about the presentation given by the Arts Commission in March of 2004. He introduced Mr. Bruce Bayard, chair of that organization, and invited him to speak to the commission.

Bruce Bayard, 621 A Street, reported that a subcommittee was formed to review potential art for the upper portion of the Calle Guanajuato Stairway project [otherwise know as Phase I]. The selection panel was comprised of seven members, including Paula Brown, Kerry KenCairn, Marcus Scott, Diane Amarotico, members of the public, and himself. The RFP went out on September 1 and proposals were due back by October 31, giving artists two months to create proposals and submit them to the Arts Commission. [Note: Numerous efforts were made to contact the cultural liaison in Guanajuato, Mexico, as the intention was to limit the artists for the initial phase of this sister city project to the areas of Jackson County, Oregon, and Guanajuato, Mexico. Despite all efforts, no proposals were submitted by or received from Guanajuato.]

The selection panel received five artwork proposals. Subsequently, the group walked through the area under discussion and spent several hours sorting through the proposals. Three pieces of art quickly rose to the top, and the selection panel voted unanimously for the piece proposed by artist Sue Springer. The theme for all submitted proposals was “The Theme of Water.”

Sue Springer, whose artwork was chosen for this phase of the project, talked about the specifics of her design.

Discussion Among Commissioners

Commissioners asked whether the Arts Commission solicited input from the public and were told that the commission placed two notices in the paper encouraging local input. They also mailed letters directly to organizations such as the Arts Council of Southern Oregon. Other clarifying questions were asked about specific aspects of the project, and appropriate answers were provided. In terms of financing for the project, the approximately $25,000 project will be financed through funds raised by the Arts Commission, with help from the Lithia Arts Guild and others. The estimated completion date for the art project is June 1, 2005, with the unveiling occurring near the high point of the Shakespeare season.

Commissioners asked that, for Phase II, the Arts Commission provide the Parks Commission with the top three designs for their review and consideration, to allow them to participate in the selection of the finalist. Chair Gardiner called for a motion.

MOTION Commissioner Amarotico moved to accept the artistic design for the first phase of the Calle Guanajuato Stairway project overlook as chosen by an independent selection panel. Vice Chair Eggers seconded the motion.

The vote was: 4 yes – 0 no

CORRESPONDENCE WITH JACKSON COUNTY BOARD OF COMMISSIONERS

Director Robertson reminded the commission that, at the December 13 study session, they discussed a proposal presented by a group of citizens and cooperative organizations with respect to the Bear Creek Greenway. At that time, they asked Vice Chair Eggers and staff to draft a letter to the Jackson County Board of Commissioners presenting their thoughts on the matter.

Vice Chair Eggers summarized the final letter for the commission. [Note: The letter concerned the use of the Bear Creek Greenway property as part of a golf operation by a private developer. The commission proposed applying the Greenway zoning to the property in question, citing the work of groups in the community – over the past 30 years – in establishing and maintaining the Greenway, developing the path, and the vision and work involved with that effort. The commission urged the Jackson County Commissioners to accept the proposal offered by the Greenway Stewardship Alliance, whose mission is to protect and restore this area, which acts as valuable bird and animal habitat.] Chair Gardiner called for a motion.

MOTION Vice Chair Eggers moved to approve the letter as written and to send it to the Jackson County Board of Commissioners the following day. Commissioner Amarotico seconded the motion.

The vote was: 4 yes – 0 no

NEW BUSINESS

TRAIL MASTER PLAN PRESENTATION

Director Robertson provided background on the Trail Master Plan Committee, which was seated by the commission approximately one year ago for the purpose of developing a trail master plan for the City of Ashland [in conjunction with the work of the City’s Open Space Plan]. He invited the committee chair to speak to the commission.

Scott Kurtz, Chair of the Trail Master Plan Committee, gave an overview of the committee’s work and shared some highlights, including creation of subcommittees in the areas of:

§         Mapping: Created map of proposed trail master plan

§         Document: Solicited input from local experts on trails, including specialists in: flora and fauna; trail maintenance, specifications, and history; and other related topics

§         Public Process: Held four public meetings, all of which were generally positive

§         Vision: Collected and collated public process input for the purpose of creating goals and a roadmap for the implementation of trails throughout Ashland.

Mr. Kurtz reported that the committee does not possess the necessary volunteer resources to complete the plan document and he asked the commission to consider partnering with them to complete it, including partially funding a consulting position for the purpose of writing the document. He informed the commission that a writer was identified, and he listed the unique credentials of Mr. David Lewis, a landscape architect / writer from the Portland area.

Along with a scope of work for the project, Mr. Lewis provided committee members with an estimate for the cost of the document, which came in at $6,000. Mr. Kurtz spoke of a four-way partnership with: Planning Department (a commitment of $3,000 toward the project has been offered); Parks Commission (he asked the Parks Commission to match that amount); AWTA (has committed $1,000 toward the project); and NPS (the National Park Service employee [who has been involved with the project from its inception] has committed to providing staff support throughout the entire project). He predicted that such a document could be rewarded amply in the form of grant opportunities toward the implementation of a trails system in Ashland. Finally, he gave the timeline for the completion of the document, which, if funded, could commence in January and be finalized in April, to coincide with Earth Day.

Discussion Among Commissioners

Commissioners asked how the additional $1,000 [from the AWTA] would be used and were told that it would be targeted for publishing costs as well as any unforeseen expenses relating to the document’s creation and completion. Other questions included why a non-local writer was chosen [his unique skills were ideal for this project]; whether travel expenses were included in the $6,000 budget total [yes – the two trips to Ashland were included in the budget total]; and whether the final document would need to be adopted or approved by the commission [yes – the document will be done in cooperation with the City’s Comprehensive Plan and may become a chapter in the City’s Transportation Plan, so it will also require approval by the City Council].

Director Robertson reported that Parks Department funds could be made available for this type of unforeseen expense, and Chair Gardiner indicated that this document could become an integral part of the City’s Open Space Plan; therefore, staff was directed to provide partial funding, in the amount of $3,000, for the creation of the Trail Master Plan document.

2005 MEETINGS CALENDAR

The proposed 2005 meetings calendar, which recommended conducting all regular commission meetings on the fourth Monday of each month [with the exception of the meetings in November and December – to be held on the third Mondays due to holidays] was approved.

SUB-COMMITTEE and STAFF REPORTS

Recreation Division Report (Shape Up Oregon)

Superintendent Teige gave an update on the proposed program, stating that staff did not have sufficient time to implement it by March of 2005. She suggested conducting a similar program in conjunction with the Ashland YMCA or Southern Oregon University in late summer of early fall, and she agreed to bring an updated progress report to the commission in the future.

ITEMS FROM COMMISSIONERS - None

UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS

·     Study session set for January 18 at 7:00 PM – Parks office, 340 S. Pioneer. Topics to include 2005-2006 goals followed by an executive session in preparation for the Director’s evaluation.

·     Trail Master Plan Committee regular meeting set for January 20 at 1:00 PM – Parks Office, 340 S. Pioneer.

·     Regular meeting set for January 24 at 7:00 PM – Council Chambers, 1175 E. Main.

ADJOURNMENT – By consensus, with no further business, Chair Gardiner adjourned the meeting.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation