City of Ashland

PARKS AND RECREATION COMMISSION

REGULAR MEETING

MINUTES

December 17, 2007

ATTENDANCE

Present:    Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige

Absent:     City Council Liaison Navickas

CALL TO ORDER         

Eggers called the regular meeting to order at 7:00 p.m. at the Parks Office, 340 S. Pioneer Street.

APPROVAL OF MINUTES

Study Session – November 14, 2007

Under “Fees and Charges Review,” in the section entitled Facilities, Eggers asked the record to reflect that she said “grandfathered facilities users should pay the cost of utilities and perhaps maintenance.” Under “Ashland Creek Park Construction Documents Discussion,” Eggers said the sentence referring to the proposed classroom at the Ashland Creek Park should have read: “She questioned the need for an enclosed shelter….”

MOTION Lewis moved to approve the minutes as amended. Rosenthal seconded the motion.

The vote was: 4 yes – 0 no (Gardiner abstained)

Regular Meeting – November 19, 2007

Under “Upcoming Meeting Date(s) and Proposed Agenda Items,” Noraas pointed out that the regular meeting was set for December 17, not December 19.

MOTION Gardiner moved to approve the minutes as amended. Lewis seconded the motion.

The vote was: 5 yes – 0 no

PUBLIC PARTICIPATION

Open Forum

Chris Cripel, 329 Beach Street, voiced concern about the impact on the Hunter Park Senior Center caused by the City of Ashland ordinance prohibiting dogs in parks. He asked the commission to consider allowing tethered dogs at the center and outlined a number of options for their consideration.

Jim Gault, 149 N. Wightman Street, said he transports his dog to the center in a baby stroller and other seniors enjoy visiting with his pet.

Joan Hartzell, 881 E. Main Street, asked the commission to disregard the original letter of complaint about dogs at the center due to the lack of credibility of the complaining senior.

ADDITIONS OR DELETIONS TO THE AGENDA

None

PRESENTATION OF COMPREHENSIVE ANNUAL FINANCIAL REPORT

Lee Tuneberg, City of Ashland Finance and Administrative Services Director, presented the 2006 CAFR and said the commission was responsible for its contents. He reviewed the report and guided the commission through key points contained within the document. He said the auditor’s report indicated that the commission received a “pass” on all sections of the document. Tuneberg emphasized the need to look more closely at internal controls and create a written policy for the department’s cash handling procedures, which would require adoption by the Parks Commission.

MOTION Noraas moved to approve the CAFR as presented. Rosenthal seconded the motion.

The vote was: 5 yes – 0 no

UNFINISHED BUSINESS

CONSTRUCTION DOCUMENTS PRESENTATION

Laurie Sager of KenCairn Sager Landscape Architects presented an updated version of the construction documents for Ashland Creek Park. She reviewed changes incorporated since the last commission discussion, including shifting the two kiosks to the other side of the main walkway and pushing the basketball court fifteen feet further from the creek. Sager asked the commission for feedback before preparing the final construction documents. Commissioners expressed favor with the revisions and asked for periodic updates on the project.

NEW BUSINESS

2008 MEETING CALENDAR

Robertson presented proposed Parks Commission study session and regular meeting dates for 2008. He pointed out alternate dates chosen for meetings that would normally be conducted on or near holidays and asked the commission for their input.

Discussion Among Commissioners

Commissioners agreed to the proposed meeting dates as presented.

JANUARY MEETING LOCATION

Robertson reported that Council Chambers was undergoing renovations and the work would not be completed until the latter part of January. He said the regular meeting scheduled for January 28 might need to be relocated to The Grove or the Parks office if the construction remained unfinished. Rosenthal talked about the importance of taping and broadcasting Parks Commission meetings, as televised meetings provide public visibility to commission issues, and expressed frustration about the need to relocate meetings due to scheduling conflicts. He suggested requesting a refund from SOU for unrecorded meetings.

Robertson agreed to update the commission on the status of Council Chambers renovations prior to the January 28 meeting.

SUBCOMMITTEE and STAFF REPORTS

Eggers said that she and Gardiner planned to meet with staff to review the Signs, Plaques, and Memorials policy.

ITEMS FROM COMMISSIONERS

Gardiner requested that staff discontinue adding the monthly Senior Center newsletter to commission packets, and commissioners discussed its online availability.

Eggers expressed excitement about the impending 100-year anniversary of Lithia Park in 2008. She asked interested commissioners to think about suggestions for honoring the milestone. Robertson indicated that 2008 would also mark the 100-year anniversary of the founding of the Ashland Parks and Recreation Commission. He reported that a large records review project was underway in the basement of the Parks Department building and said he hoped staff could find valuable historical documents to assist with the centennial celebrations.

UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS

§         Study session on January 14 at the Parks Office, 340 S. Pioneer Street—7:00 p.m.

§         Regular meeting on January 28—Location TBD—7:00 p.m.

ADJOURNMENT – By consensus, with no further business, Eggers adjourned the regular meeting at 8:58 p.m.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation Department