City of Ashland

PARKS AND RECREATION COMMISSION

STUDY SESSION
MINUTES

February 18, 2009

ATTENDANCE

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

Absent:       City Council Liaison Silbiger

CALL TO ORDER

Gardiner called the meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer.

THIRD EYE ADVENTURE RACE REQUEST

Robertson said Third Eye Adventure Racing submitted a request to conduct a fundraising 5K (3 mile) Lithia Park Mud Run on June 21, 2009. He said the run would begin at the park plaza and wind along the trail toward the reservoir, with obstacles placed on the race route: a mud pit, hay bale walls, wall climb, tunnel crawl, ropes course, and a tire run. He said event organizer Jon Epsteyn requested an opportunity to make a presentation to the commission at their February 23 regular meeting.

Discussion Among Commissioners

Commissioners spoke with concern about constructing obstacles on park pathways, which would block regular access to park trails, and said it felt out of character to agree to such a proposal. For a future study session, they discussed creating a list of criteria or guidelines for fundraising events held in city parks.

Dials was directed to notify Epsteyn of the commission’s decision to not include the item on the February 23 regular meeting agenda.

LIONS CLUB REQUEST TO SELL AT CITY BAND CONCERTS

Robertson said the Ashland Lions Club sold concessions at three 2008 City Band concerts at the Lithia Park bandshell, with the majority of proceeds benefiting the City Band and 25% used for the refurbishment of bandshell benches. He welcomed Mark Haneberg of the Lions Club and invited him to speak to the commission.

Mark Haneberg said the Lions Club hoped to sell concessions at all nine City Band concerts in 2009. He said the club also wished to operate an ice cream social at the Ashland Middle School band concert scheduled for May 21 at the bandshell, with proceeds from all concession sales benefiting the middle and high school band programs.

Discussion Among Commissioners

Commissioners agreed to place the item on the February 23 regular meeting agenda. They expressed that the City Band fundraiser was appropriate but voiced reservations about adding the school fundraiser onto the initial request. Haneberg agreed to provide additional details about the school band fundraiser at the February 23 regular meeting.

LITHIA ARTISANS MARKET CONTRACT

Robertson said the commission approved, five years prior, a contract for the operation of the Lithia Artisans Market along the Calle Guanajuato and the contract was set to expire. He said staff worked with the City Attorney to redraft the contract and incorporate proposed changes. He said the contract was to be presented to the commission at their February 23 regular meeting and he walked the commission through the contract, clarifying changes from the prior version:

§         Market to operate May 1 through October 31, 2009-2014 for both artisans (Sat / Sun) and restaurateurs

§         Vendors required to sign liability waiver

§         Vendors responsible for compliance with all city codes

§         City not responsible for making repairs, maintenance, or improvements on Calle or to provide security measure; however, city allowed to make repairs or improvements and perform other work around the area and to exercise police power and regulatory functions in the area, striving not to cause unreasonable interference with vendors’ use of the area.

§         Temporary structures must not obstruct pathways

§         8-foot pathway maintained for emergency vehicles

§         Smoking prohibited on the Calle

§         Banners on light poles permitted through City Administrator’s office

§         Parks Director authorized to issue vehicle access permits

§         Competition with retail businesses and restaurants prohibited

§         Marketplace vendors to pay annual registration fee at time of application

§         All vendor fees (business license, utilities, taxes) incorporated into one business license per season

§         Termination notice: 30 days for vendor; immediately for “cause” for Ashland Parks and Recreation

§         Steps outlined for dispute resolution

§         Comprehensive general liability insurance—general aggregate limit not less than $2M / $1M per occurrence

§         Workers Compensation insurance—subject employer to provide Oregon Workers Compensation coverage for all subject employees

Marcus Scott, market representative, said the correct name for the market was the Lithia Artisans Market of Ashland (LAMA). He outlined a number of minor issues with the document, including the proposed increased square footage cost of $3.60 (from $3.30), the need to clean and maintain restrooms, the desire to fill unused alcoves along the Calle, artisans’ wish to use the other side of the creek for the marketplace, and the request to operate the market on First Fridays.

Discussion Among Commissioners

Commissioners discussed the contract changes and made several comments, including their desire to not allow the subletting of spaces to occur along the Calle and possibly granting waivers to extend specific additional days and weekends for market operations.

Commissioners agreed to again review and discuss the LAMA contract at the March 16 study session, along with the restaurant contract.

HISTORIC FOUNTAIN REMOVAL UPDATE

Robertson said a private donor offered to sponsor a memorial drinking fountain in Lithia Park and staff recommended replacing the existing historic fountain at the entrance to the park (near the lower duck pond) with an ADA-accessible frost-free fountain. He said the historic fountain had not been operational for some time and the structure was crumbling. He reported contacting State Parks about the potential removal of the historic fountain and they indicated their support but directed staff to contact the city’s Historic Commission for further input. He said he met with the Historic Commission and they suggested capping the existing fountain—retaining it as a monument—and placing another fountain in the vicinity. He said they also commented that the Parks Department’s standard fountain was not compatible with the historic nature of the park and suggested that they find a new standard. He requested feedback from the commission.

Discussion Among Commissioners

Several commissioners expressed a desire to proceed with installing a functioning fountain at that location while others suggested capping the historic fountain and placing a working fountain nearby.

Staff was directed to place the item on the February 23 regular meeting agenda.

ADJOURNMENT OUT OF STUDY SESSION - By consensus, Gardiner adjourned the study session at 8:44 p.m.

ADJOURNMENT INTO EXECUTIVE SESSION - By consensus, Gardiner adjourned into executive session at 8:44 p.m.

·        Executive Session: Contract Negotiations ORS 192.660 (2)(f)

ADJOURNMENT OUT OF EXECUTIVE SESSION - By consensus, Gardiner adjourned out of executive session at 9:10 p.m.

ADJOURNMENT – By consensus, Gardiner adjourned the meeting at 9:10 p.m.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation