City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
December 17, 2012

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

CALL TO ORDER
Eggers called the meeting to order at 7:00 p.m. at Council Chambers, 1175 E. Main Street.

APPROVAL OF MINUTES
Study Session – November 19, 2012
MOTION Landt moved to approve the minutes as presented. Lewis seconded the motion.
The vote was: All yes

Regular Meeting – November 26, 2012
MOTION Landt moved to approve the minutes as presented. Seffinger seconded the motion.
The vote was: All yes

PUBLIC PARTICIPATION
None

ADDITIONS OR DELETIONS TO THE AGENDA
None

APPROVAL OF COMPREHENSIVE ANNUAL FINANCIAL REPORT
Robertson provided an overview of the CAFR for the year ending June 30, 2012, and spoke about the transmittal letter and independent auditors’ report. He said state law required all general-purpose governments to publish a complete set of financial statements presented in conformity with generally accepted accounting principles, with the statements audited in accordance with generally accepted auditing standards by a firm of licensed certified public accountants.

Commissioners asked several clarifying questions about their CAFR.

MOTION: Landt moved to accept the CAFR of the Ashland Parks and Recreation Commission for the year ending June 30, 2012. Rosenthal seconded the motion.
The vote was: All yes

UNFINISHED BUSINESS
PROCESS FOR APPOINTMENT OF COMMISSION MEMBER
At the December 10 study session, Robertson said City Recorder Barbara Christiansen presented the process for selecting a new Parks and Recreation Commission member. He said Rosenthal was elected to City Council in November, leaving a two-year vacancy in his term. Robertson reviewed the process recommended by Christiansen and said applicants would be asked to respond to several questions posted on the City website, with all applications received by a date in early January. He said the applications would be shared with council and the commission would be permitted to make the candidate selection. He said council would make final approval of the commission’s recommendation along with the appointment.
Commissioners provided feedback on the application process and suggested minor wording changes to several questions. They requested a January 7 application deadline.
 
APPROVAL OF NATURE CENTER ADDITION
Staff provided a brief history on the Nature Center addition bid process. They said the commission discussed the bids, which came in higher than anticipated, at the December 10 study session. The bids would remain subject to acceptance by City Council for 60 days, or until 12/22/12.

Project Manager Steve Ennis said a revised quote was received from Taylor Site Development, with a total reduction of $4,397, and the revised bid amount was $41,503.

MOTION: Rosenthal moved to approve the revised Nature Center addition bid of $41,503 provided by Taylor Site Development. Seffinger seconded the motion.
The vote was: All yes

NEW BUSINESS
2013 MEETING DATES
Robertson said the commission set meeting dates each December for the upcoming year. He reviewed the proposed 2013 meeting calendar and requested feedback from the commission.

Commissioners requested one change to the proposed 2013 meeting calendar.

MOTION: Seffinger moved to approve the 2013 meeting calendar with one amendment: February study session to occur on Tuesday, February 19. Lewis seconded the motion.
The vote was: All yes

SUBCOMMITTEE and STAFF REPORTS
None

ITEMS FROM COMMISSIONERS
Seffinger distributed commemorative plaques, bricks, and a photo of appreciation for Eggers and Rosenthal, who were attending their final meeting as members of the Ashland Parks and Recreation Commission.
Commissioners and staff expressed appreciation for their years of service.

UPCOMING MEETING DATES & PROPOSED AGENDA ITEMS

• Study session set for January 14 at 7:00 p.m., Parks office, 340 S. Pioneer Street. Topics:

  • Annual Fees and Charges Review and Discussion

  • Discussion of Parks Commission Applicants

• Regular meeting set for January 28 at 7:00 p.m., Council Chambers, 1175 E. Main Street.

ADJOURNMENT
By consensus, with no further business, Eggers adjourned the meeting at 7:53 p.m.

Respectfully submitted,

Susan Dyssegard
Ashland Parks and Recreation