City of Ashland

PARKS AND RECREATION COMMISSION

REGULAR MEETING

MINUTES

April 27, 2010

ATTENDANCE

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

Absent:     Commissioners Noraas, Rosenthal; City Council Liaison Jackson; Superintendent Dials

CALL TO ORDER         

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

APPROVAL OF MINUTES

Special Meeting – March 3, 2010

MOTION Eggers moved to approve the minutes as written. Lewis seconded the motion.

The vote was: 2 yes – 0 no [Gardiner abstained]

Budget Session – March 3, 2010

In the section entitled “Budget Discussion,” at the end of the second paragraph, Eggers requested replacing the phrase “with the same pay grade” with “with the same pay grade as the Facilities Manager.”

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

The vote was: 2 yes – 0 no [Gardiner abstained]

Study Session – March 15, 2010

In the section entitled “FY 2010-2011 Proposed Budget,” regarding the donation from the Oregon Shakespeare Festival to the Ashland Parks Foundation, Eggers requested replacing the term “semi-annual” with “semi-regular” for the sake of clarity.

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

The vote was: 3 yes – 0 no

Regular Meeting – March 22, 2010

MOTION Lewis moved to approve the minutes as written. Eggers seconded the motion.

The vote was: 3 yes – 0 no

PUBLIC PARTICIPATION

None

ADDITIONS OR DELETIONS TO THE AGENDA

None

UNFINISHED BUSINESS

None

NEW BUSINESS

REQUEST FOR SOFTBALL SLEEPOVER AT NORTH MOUNTAIN PARK FIELD

Robertson said an ASA girls’ softball coach requested the use of North Mountain Park softball field #1 for a sleepover from 5:00 p.m. on June 5 through 12:00 noon on June 6. He said the event would require an exception to a City of Ashland ordinance prohibiting overnight sleeping in parks. He welcomed the coach and several players and invited them to speak to the commission.

Coach Malcus Williams said the event would involve fifteen 13-year-old girls and a minimum of six chaperones using the field to play softball and other games and sleeping in tents on the grassy outfield. He said the snack bar could be used for preparing meals and attendees would need to use the restrooms at that location. He asked for the field sprinkler to be turned off during the event.

Discussion Among Commissioners

Commissioners spoke favorably of allowing the ordinance exception.

MOTION Eggers moved to grant permission for the softball team and their coaches and chaperones to conduct the sleepover as proposed. Lewis seconded the motion.

The vote was: 3 yes – 0 no

EMPLOYEE HANDBOOK CHANGE

Robertson said the city payroll clerk noticed an inconsistency in the Parks employee handbook as compared to other city departments. He said the issue dealt with employees’ accruals of overtime or comp time. He said the clerk notified the Bureau of Labor and Industry for clarification and BOLI confirmed that comp time should not count to overtime since it is not time worked and using comp time could not create more comp time or overtime pay. He said overtime and comp time were based solely on hours worked, not use of leave banks. He presented the commission with two recommendations by the Assistant City Attorney to potentially bring Parks in line with other city departments.

Commissioners reviewed both recommendations and chose the second option for the employee handbook:

        “Section II – Definitions – Overtime:

§         Overtime – Authorized time worked in excess of forty hours in a regular scheduled work week.

§         Authorized holiday pay shall be considered as time worked.”

MOTION Eggers moved to adopt option #2 as outlined in the staff memo. Lewis seconded the motion.

The vote was: 3 yes – 0 no

SUB-COMMITTEE and STAFF REPORTS

Robertson said Dials could not attend the meeting but included within commission packets an Ashland Rotary Centennial Ice Rink report on revenues, expenditures, user groups, and recovery figures for winter 2009-2010.

Robertson said the Parks Commission’s presentation to the Citizens’ Budget Committee went well on Monday, April 26, 2010.

Robertson reported that another meeting occurred on Monday, April 26, to discuss the building adjacent to the parking lot on Winburn Way. He said a developer wished to build a restaurant and coffee house and possibly include amenities for the ice ink such as storage areas, an office, and restrooms. He said the project would require a zoning change (from residential to commercial) from the parking lot up to the Community Development Building along Winburn Way.

Gies said a sidewalk project was underway at the upper duck pond to provide a tree root right-of-way. He said a regular curb would be poured at the completion of the project.

Gies reported on the City Band request to upgrade their sound system at the Butler Bandshell. He said it would require Parks staff trenching across the middle of the lawn to bring the cables up to the curb. He said the two-year project could begin as early as May.

Robertson reported on a scheduling conflict between the annual Feast of Will celebration and the Ashland High School graduation, both scheduled for Friday, June 11 in the evening. He said the two events occurring simultaneously could create noise conflicts and parking issues. He said staff was working with the school district and the Lions Club to resolve concerns.

ITEMS FROM COMMISSIONERS

Eggers voiced appreciation for the Pesticide Subcommittee’s work on the Parks IPM policy draft.

Eggers updated the commission on the work of the Ashland Creek water quality committee. She said many organizations sent representatives to the initial meeting and the goal was to identify sources of E. Coli and other bacteria and develop a testing protocol to meet DEQ standards.

Eggers asked for details on the new irrigation system using upper duck pond water. Gies said the system was ready to go and the water would irrigate Lithia Park from the Rose Garden up to the top of the park.

Eggers asked about the new signs for the upper duck pond and the entrance to Lithia Park. Gies said they were ready for placement. Eggers asked staff to review all park signs outlining prohibitions of sleeping, bicycles, alcohol, and animals and ensure their consistency throughout the park system.

UPCOMING MEETING DATES

• Study session set for May 17 at 7:00 p.m., Parks office, 340 S. Pioneer Street. Topics to include:
• Upper Clay Street “Chitwood” Park bioswale
• CIP bonding
• North Mountain Park dog path
• 85 Winburn Way
• Regular meeting set for May 24 at 7:00 p.m., Ashland Civic Center, 1175 E. Main Street. Topics to include:
• Integrated Pest Management Policy

ADJOURNMENT– By consensus, with no further business, Gardiner adjourned the meeting at 8:05 p.m.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation Department