City of Ashland

PARKS AND RECREATION COMMISSION

REGULAR MEETING MINUTES

July 26, 2010

ATTENDANCE

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

Absent:     City Council Liaison Jackson

CALL TO ORDER

Gardiner called the meeting to order at 7:00 p.m. at Council Chambers, 1175 E. Main Street.

APPROVAL OF MINUTES

Study Session – June 21, 2010

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

The vote was: All yes

Special Meeting– June 25, 2010

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

The vote was: All yes

Regular Meeting – June 28, 2010

In the section entitled “Open Forum,” Rosenthal pointed out that the request by John Williams for a waiver of the rule limiting amplification at the bandshell to 1.5-hours was not denied but, rather, was not placed on the agenda.

Under “New Business,” in the section entitled Potential Land Conversion at Corner of Nutley and Granite Streets, Eggers asked for the deletion of the third sentence in the first paragraph under “Discussion Among Commissioners,” as the commission did not consider the possibility of Mastain purchasing an equivalent lot elsewhere in the city.

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

The vote was: All yes

PUBLIC PARTICIPATION

OPEN FORUM

David Tourzan, 395 Granite Street, said Park Patrol told him he was not welcome to play or even wade in the creek except in limited areas and the enforcement was frustrating and confusing. He said the ordinance prohibiting entering the creek (except in designated areas) was overly restrictive. He said most people wanted to protect the creek but also wanted to explore it without fear of harassment or fines. He said the 1916 code was outdated, arbitrary, and inappropriate. He offered his services toward finding a solution, including conducting research and surveys, so the community could share in the blessings of the creek.

Commissioners asked Tourzan to forward his suggestions to staff for distribution to the commission. They discussed the possibility of placing the item on a future study session agenda.

ADDITIONS OR DELETIONS TO THE AGENDA

None

PRESENTATION OF GOVERNMENT FINANCE OFFICERS ASSOCIATION AWARD

Administrative Services and Finance Director Lee Tuneberg said the commission received their 21^st consecutive GFOA award for excellence in financial reporting, the highest award given for the Comprehensive Annual Financial Report. He said the award symbolized the commission’s willingness to go above minimum standards in financial reporting and the GFOA was not automatic but had to be rigorously pursued. He said the GFOA process included three peer reviews and a report card outlining methods for improving reports each year. He thanked his accounting staff, Parks staff, and the commission for their efforts.

UNFINISHED BUSINESS

LOWER CLAY STREEK PROPERTY PURCHASE

Robertson said the commission discussed the lower Clay Street property at the June 28 regular meeting. At that time, staff was asked to provide answers to questions relating to the potential property purchase:

§         City rights-of-way or easement requirements

§         City parking requirements

§         YMCA contract language

§         Future plans from the YMCA

He reported that staff met with Planning Director Bill Molnar and discussed both the easement and right-of-way issues. He said Molnar provided a map and identified two easements that would need to be constructed on the property—the first along the northern property boundary extending 20 feet into the park and the second at the southern boundary that would require an easement from the apartments to the new street (Villard). In terms of parking, Molnar indicated that Planning would rely on Parks’ master planning process to determine parking requirements as the City did not have parking standards for parks.

Robertson said he also met with YMCA Executive Director Lisa Molnar who expressed enthusiasm for the possible addition of park land adjacent to the YMCA Park. He said both parties agreed that any new land would be outside the current agreements between Parks and the Y that were associated with the current YMCA Park. He said Molnar did not express interest in enlarging the soccer fields for Y programs but did show concern about the potential draw adult-sized fields could create for the park. He referenced the agreements between the Y and the Parks Commission regarding use of the current YMCA Park.

Commissioners asked whether Parks would be required to build the easement to the apartment complex and Robertson said the expense could be shared between the City and Parks. He said the YMCA indicated they had no current plans to purchase property, build on Park property, or expand. In terms of the “annual scheduling” Parks and the Y were expected to review each year, Robertson said the scheduling had not occurred in years but Parks and the Y expressed interest in reinstating the practice.

Motion Lewis moved to proceed with the purchase of 3.75 acres of property located on lower Clay Street for the price of approximately $1.3 million, with further details worked out between City Council and the commission. Eggers seconded the motion.

The vote was: All yes

NEW BUSINESS

None

SUB-COMMITTEE and STAFF REPORTS

Lithia Park Playground Report

Gies reported that the popular new climbing structure in the Lithia Park playground called the “Webclimber” had suffered unusual wear and tear. He said staff notified the vendor who notified the manufacturer and the manufacturer offered to repair the structure free of charge if it could be shipped to the factory in Scotland. He said the structure would be disassembled in the near future and shipped to the factory, then replaced into its location within 4-8 weeks.

Announcement of FY 2010-2011 Study Session Calendar

Robertson said study session topics for the fiscal year were determined at the June study session, with topics linked to Parks Commission goals. He said the August study session agenda would include non-native vegetation control and Lithia Park master plan. He reviewed all other topics assigned for the fiscal year.

Oak Knoll Golf Course Cash Deposit Report

Robertson reviewed Oak Knoll Golf Course cash deposit reports for FY ’09 and ’10. Rosenthal thanked club house manager Tom Cronin and his assistant, Haley Jones, for their long hours at the club house and said he was pleased to see the numbers moving in a positive direction.

ITEMS FROM COMMISSIONERS

Eggers questioned the recent lower water level at the upper duck pond and the “de-mossing” of the TID water. Gies said TID workers walked along and pulled moss out using an excavator, which caused some murkiness, and the lower water level was being resolved with assistance from the City of Ashland Water Department.

Eggers asked about the new irrigation system in which Lithia Park was irrigated with upper duck pond water and Gies said the system was working very well.

Robertson reported that a pond turtle recently hatched at the upper pond and several goldfish were dropped off.

Eggers reported that the Lithia Park water quality testing committee, comprised of experts from several organizations along with volunteers, had gathered water samples throughout the summer each Wednesday morning and afternoon and Saturday morning and afternoon at seven locations along the creek, with the water tested for temperature, turbidity, conductivity, PH, and E. Coli. She said testing sites included above the swimming reservoir, at the bridge across from Water Street, above and below the storm drain at Nutley, and above and below the TID input area.

Gardiner reported that he and Robertson presented the Parks Commission’s integrated pest management policy to council the previous Tuesday. He said councilors commented on the policy and several did not want to accept it even though it was an information-only piece. He said the mayor chose to open the topic for public testimony. Robertson said a motion was made to add it to the evening’s agenda but the motion failed.

Gardiner reported that the mayor talked about creating a brown bag lunch series in which commissions and committees chose topics for discussion. Eggers said the mayor appointed members to most City of Ashland commissions and committees while Parks commissioners were voted in by the citizens of Ashland.

UPCOMING MEETING DATES

• Study session set for August 16 at 7:00 p.m., Parks Office, 340 S. Pioneer Street. Topics to include:
• Lithia Park Master Plan
• Non-Native Vegetation Control
• Regular meeting set for August 23 at 7:00 p.m., Council Chambers, 1175 E. Main Street.

ADJOURNMENT– By consensus, with no further business, Gardiner adjourned the meeting at 8:10 p.m.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation