City of Ashland
PARKS AND RECREATION COMMISSION
December 19, 2011
Present: Commissioners Eggers, Landt, Lewis, Rosenthal, Seffinger; Director Robertson; Superintendent Dials
Absent: City Council Liaison Slattery; Superintendent Dickens
CALL TO ORDER
Eggers called the meeting to order at 7:02 p.m. at Council Chambers, 1175 E. Main Street.
APPROVAL OF MINUTES
Study Session – November 21, 2011
MOTION Rosenthal moved to approve the minutes as presented. Seffinger seconded the motion.
The vote was: All yes
Regular Meeting – November 28, 2011
MOTION Landt moved to approve the second version of the minutes as presented. Rosenthal seconded the motion.
The vote was: All yes [Eggers and Seffinger abstained]
William Barchet, 961 B Street, co-owner of Hana Sushi Restaurant, asked the commission to place on a future agenda the topic of Calle fees. He said the commission discussed the fees in November and Calle restaurant owners were not in attendance. He said he and other Calle restaurant owners wanted an opportunity to speak to the commission and state their point of view about Calle fees.
Eggers said the commission discussed Calle fees at both of their November meetings. Dials said meeting notifications were emailed to all restaurant owners for both meetings and she contacted three of the six restaurateurs and confirmed receipt of notifications. Rosenthal, Landt, and Lewis [commissioners who voted to increase the restaurant rate by $1 per-square-foot at the November 28 regular meeting] agreed to wait and discuss the topic during the November 2012 annual review of fees and charges.
ADDITIONS OR DELETIONS TO THE AGENDA
PRESENTATION OF COMPREHENSIVE ANNUAL FINANCIAL REPORT
City Finance Director Lee Tuneberg presented the CAFR to the commission for fiscal year ending June 30, 2011. He said state law required the commission to be audited each year by a certified team. He said the report incorporated all state and national requirements and was reviewed by a peer agency. He walked the commission through the report and asked them to accept it.
Commissioner Rosenthal said page fifteen referenced the commission’s responsibility for maintaining and operating several athletic fields, under contract, owned by Southern Oregon University. Robertson said those fields no longer were maintained by Parks and Tuneberg said he would correct the error. Landt asked what it meant to accept the report and Tuneberg said it meant the commission received it and found it to be in order. Landt said the report was not in complete order, as evidenced by the discrepancy on page fifteen. He asked the commission to wait and accept the report at a future meeting. He said he was not aware that the commission was expected to accept the report that evening. Tuneberg said if the commission wished to delay acceptance, he would notify the state.
MOTION Seffinger moved to accept the Comprehensive Annual Financial Report for the fiscal year ending June 30, 2011. Lewis seconded the motion.
The vote was: Eggers, Landt, Lewis, Rosenthal – yes
Landt - no
2012 MEETING CALENDAR
Robertson said the commission set their annual meeting calendar in December of each year. He said there were some conflicts with study sessions and regular Monday meetings in 2012 due to holidays and he suggested some shifts in meeting dates. Seffinger asked to have the February 13 study session one week later than the date proposed by staff.
MOTION Landt moved to approve the meeting schedule as presented. Lewis seconded the motion.
The vote was: All yes [Seffinger abstained]
SUBCOMMITTEE and STAFF REPORTS
Parks Division Project Updates
Robertson provided updates on five Parks Division projects:
· Bluebird Park stairs – project underway; expected completion period of late February or early March.
· Removal of skateboard area at Garfield Park – remove asphalt base structure and concrete ramps that are no longer useable due to deterioration of surfaces; replace with grass.
· Demolition of Hunter Park shed addition – remove addition and renovate Hunter Park shed by repairing and painting interior; continue to use as storage area for maintenance equipment.
· Firewise project at the Parks offices – continue clearing vegetation from within two feet around Parks offices; break up shrubbery to prevent potential spread of wildfire.
· Hunter Park tennis court lights – project underway; Qualite tennis lights to be installed during the week of December 19 or December 26.
ITEMS FROM COMMISSIONERS
UPCOMING MEETING DATES
ADJOURNMENT OUT OF REGULAR MEETING
Study session set for January 9 at 7:00 p.m., Parks Office, 340 S. Pioneer Street.
Regular meeting set for January 23 at 7:00 p.m., Council Chambers, 1175 E. Main Street.
By consensus, with no further business, Eggers adjourned the meeting at 8:13 p.m.
ADJOURNMENT INTO EXECUTIVE SESSION
By consensus, Eggers adjourned into executive session at 8:13 p.m.
· Executive Session: Employee Evaluation ORS 192.660 (1)(i)
· Executive Session: Real Property Acquisition ORS 192.660 (2)(e)
ADJOURNMENT OUT OF EXECUTIVE SESSION
By consensus, Eggers adjourned out of executive session at 9:45 p.m.
By consensus, Eggers adjourned the meeting at 9:45 p.m.
Ashland Parks and Recreation