City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
April 23, 2012

ATTENDANCE
Present: Commissioners Eggers, Lewis, Rosenthal, Seffinger; Director Robertson; Superintendent Dials and Dickens
Absent: Commissioner Landt; City Council Liaison Silbiger

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 – March 19, 2012
MOTION Rosenthal moved to approve the minutes as presented. Seffinger seconded the motion.

The vote was: Seffinger and Rosenthal – yes [Lewis and Eggers abstained]

Regular Meeting – March 26, 2012
MOTION Lewis moved to approve the minutes as presented. Rosenthal seconded the motion.

The vote was: All yes

ADDITIONS OR DELETIONS TO THE AGENDA
None

PUBLIC PARTICIPATION
OPEN FORUM
Allan Sandler, 1260 Prospect Street, said the commission allowed the new City Administrator to treat them like an appointed commission rather than an elected commission at the April 19 budget meeting. He said Parks commissioners were elected officials who needed to stand up for themselves. He said he backed them 100% and the commission did a good job of saving money but by saving money they lost money. He said city council wondered why the commission didn’t repair their infrastructure issues in the parks system. He asked the commission to repair their system and use up their money. He said he owned property on the Calle and would donate funds for the Calle resurfacing project, as would other property owners on the Calle, because improvements increased property values. He asked the commission to stand up for what they needed, use up their funds, and request additional funds from the City next year if necessary.

UNFINISHED BUSINESS
None

NEW BUSINESS
REQUEST FOR AMPLIFICATION AT SKATE PARK SPECIAL EVENT
Dials said Chris Bourne requested amplification for a skateboard contest scheduled at the Ashland Skate Park on June 9, 2012, from 10 a.m. to 2 p.m. She said the contest would include different age groups, two heats, and a judging panel. She said amplification would be used for announcements such as start times and winners of heats. She said, if approved, that Bourne would need a noise permit from the City and would have to provide a copy of his liability insurance prior to the event.

Chris Bourne, owner of The Pickled Planet, said he loved skateboarding and hoped the free contest would become an annual community event. He said three or four different age groups would be included [30 possible skaters participating], with additional people attending as spectators.

Commissioners asked several clarifying questions and Seffinger said it was a positive community event.

MOTION Rosenthal moved to approve the Ashland Skate Park amplification request for June 9 as proposed. Lewis seconded the motion.

The vote was: All yes

NEW BUSINESS
SPECIAL EVENT POLICY REVIEW
Dials said that at the September 26, 2011, regular meeting, commissioners provided feedback to staff regarding AMC 10.68.060 Penalty for Violation, the “selling in the park” ordinance. She said staff pursued discussions with the Planning Department about a zoning change or Conditional Use Permit for Pioneer Hall and the Community Center and on April 3, council adopted a special event policy. She said some of the City policy was incorporated into the proposed policy for Parks. She said the proposed policy applied to all persons: 1) requesting to hold a special event within a park area and sell goods and services and set up booths within a designated park area; and 2) requesting to hold a special event within a park area and set up informational booths. She said the suggested amendments to the policy would give staff the authority to approve exceptions if the request:

1) was part of an event (1-day events only);
2) had a 501(c)(3) non-profit status (per IRS definition) and could show proof at time of application submittal;
3) adhered to all Ashland Parks and Recreation Commission park rules and policies;
4) did not exceed the maximum number of selling events in the park area per month;
5) was approved on an annual basis only. Repeat events required to reapply.

Dials outlined the seven criteria staff would use in approving or denying an application. She reviewed the five types of events that might be considered and the five exceptions, including Fourth of July and the Feast of Will. She said applicants would be required to pay a $25 administrative fee at the time of submittal and approved event organizers would pay a $190 refundable security deposit, $220 fee for use of the bandshell, $25 per booth fee (limit of 10 booths), and $75 street closure fee (Nutley to upper duck pond). She said booth fees were required regardless of money exchanged (e.g., informational booth requestors also required to pay booth fees). She reviewed street closure rules and regulations and provided use rules for the Butler Bandshell along with application and deadline parameters.

Dials suggested allowing just two special events with selling per month through the busy season. Robertson suggested specifically stating in the policy whether band concerts were included in the number of events permitted per month. Dials clarified that they were discussing selling in the park and events with booths, not amplified events in the park. Rosenthal suggested “up to three per month” and other commissioners agreed. Dials reviewed the section, “Criteria for Approval / Denial of Application” and Seffinger asked for the sentences to be stated in a positive way. Under “Suggested Amendments to Policy,” Eggers asked for the header section to read: “If all of the following conditions are met” for the sake of clarity. Rosenthal asked how staff would determine which event to approve: first come, first served or longest running program. Dials said the City issued permits for the same weekend year over year, with established events given first priority for specific weekends. Eggers asked that the “Criteria” section include: “First priority for established events.”

Public Input
Siskiyou Challenge organizer Tracy Harding asked if staff was requiring all event permits to be in place before coming forward with a special event request. Staff clarified that permits would need to be in place two weeks prior to the event, not before requesting a special event permit from Parks.

Gina DuQuenne, 2180 Birchwood Lane, asked if she could receive more than two weeks’ notice about booth approval so she could provide adequate lead time to booth vendors. Dials reiterated that all event particulars would need to be in place at least two weeks before the event date.

Commissioners requested minor changes to the draft policy and asked staff not to approve any running events in the park, with the possible exception of a small number of cross country events per year. Robertson said there was just one event in Lithia Park during the year: The State of Jefferson Run.

MOTION Lewis moved to approve the special event policy as discussed and revised. Seffinger seconded the motion

The vote was: All yes

Dials said she would bring the topic back for an annual review in April 2013. Eggers asked staff to notify the commission about any issues of concern during the year.

SUBCOMMITTEE and STAFF REPORTS
Dickens provided a brief update on the status of the Bluebird Park stairway project, stating that they were moving ahead with footings and the foundation. He displayed a section of powder coated tread material.

ITEMS FROM COMMISSIONERS
Rosenthal requested, for the next study session, a debriefing on the Parks budget presentation. He said the discussion could include strategies for next year’s process.

Eggers reported visiting Clay Street Park with Parks horticulturist Anne Thayer. She said the new policy on dogs [allowing leashed dogs in most parks on paved surfaces or six feet adjacent] was responsible for the atrocious conditions at the park. She said pet owners allowed dogs to run off-leash and did not pick up after them. Seffinger reported visiting other parks and finding them looking better.

UPCOMING MEETING DATES

• Study session set for May 14 at 7:00 p.m., Ashland Community Center. Topics:

  • Review conditions of Enders Shelter, Perozzi Fountain, and Lithia Park bridge

  • Debriefing on Budget Committee presentation by Parks Commission

• Regular meeting set for May 21 at 7:00 p.m., Council Chambers, 1175 E. Main Street.

ADJOURNMENT– By consensus, with no further business, Eggers adjourned the regular meeting at 8:15 p.m.

Respectfully submitted,
Susan Dyssegard, Ashland Parks and Recreation