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PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
December 18, 2006
Present: Commissioners D. Amarotico, Eggers, Gardiner, Lewis, Rosenthal; Director Robertson; Superintendent Gies; Superintendent Teige
Absent: City Council Liaison A. Amarotico
Rosenthal called the meeting to order at 7:00 PM at Council Chambers, 1175
Study Session – November 13, 2006 Eggers reminded the commission that she did not attend the November 13 meeting but reported that she listened to the audio recording of the minutes. In the section entitled Fees and Charges Discussion (Sports Fields), she questioned whether John Auzenne of RVSSA requested permission to use the baseball fields at North Mountain Park, as reflected in the minutes, rather than the softball fields. Gies clarified that Auzenne requested the use of the softball fields.
MOTION Lewis moved to approve the minutes as amended. D. Amarotico seconded the motion.
The vote was: D. Amarotico, Gardiner, Lewis, Rosenthal – yes
Eggers – abstain
Regular Meeting – November 20, 2006 In the “Subcommittee and Staff Reports” section entitled Golf Course Subcommittee Report, Rosenthal asked that the sentence relating to recent capital improvements resulting in a 15% increase in usage of the course be changed to more accurately reflect that “the parking lot paving project at the golf course resulted in a 15% increase in driving range usage.” D. Amarotico reported that she did not attend the meeting but that the minutes reflected her attendance. Eggers noted that all “5-0” votes recorded in the minutes were inaccurate due to D. Amarotico’s absence.
MOTION Eggers moved to approve the minutes as amended. Lewis seconded the motion.
The vote was: Eggers. Gardiner, Lewis, Rosenthal – yes
D. Amarotico – abstain
DONATION AND AWARD PRESENTATION
osf donation
Robertson welcomed Paul Nicholson, Executive Director of the Oregon Shakespeare Festival, and invited him to speak to the commission.
Paul Nicholson gave a brief history of OSF and its relationship with the Parks Department. He stated that, twelve years ago, the OSF board of directors initiated a program in which money was contributed to Parks at the conclusion of profitable years to honor the special relationship between the Festival and
RECOGNITION OF COMMISSIONER SERVICE
Robertson reported that D. Amarotico’s term of service was scheduled to terminate at the end of December and invited Rosenthal to take the floor.
Rosenthal expressed appreciation for D. Amarotico’s efforts and presented her with a plaque, on behalf of the entire Parks Commission, thanking her for four years of dedicated service to the community. Other commissioners thanked her and wished her well.
PUBLIC PARTICIPATION
Open Forum
None.
None
UNFINISHED BUSINESS
None
NEW BUSINESS
ANNUAL FINANCIAL REPORT PRESENTATION
Robertson reminded the commission that the State of Oregon requires an independent annual audit of all government agencies and welcomed Lee Tuneberg, Administrative Services and Finance Director for the City.
Lee Tuneberg outlined the process used for the 2005-2006 audit, which was conducted by Pauly, Rogers and Co., reporting that it ran smoothly and the auditors were impressed by the commission’s full disclosure of financial records. He guided the commission through the audit book, emphasizing various points of interest, and stated that the Parks Department’s fund balances are stable. He thanked the commission for their assistance with the successful audit and commended them on receiving the Government Finance Officers’ Association award for excellence in financial reporting for the 18th consecutive year.
Commissioners thanked Tuneberg and his staff for their assistance and gratefully accepted the financial report.
JOINT STUDY SESSION CALENDAR DISCUSSION
Robertson indicated that staff sent a survey to members of the Ashland City Council and the Ashland School Board requesting input on the 2007 meeting schedule. He reported that six responses were received by staff.
Discussion Among Commissioners
Commissioners spoke of the necessity of identifying goals of the joint group prior to scheduling a series of additional meetings and requested more City Council participation in the meetings. A commissioner suggested meeting on an as-needed basis to discuss specific issues rather than meeting without clear goals. Another commissioner noted that a Parks presence would be mandatory if Parks issues were to be discussed. Concern was expressed about making best use of staff time.
The commission directed staff to solicit feedback from the groups about a proposed meeting date of either February 15 of 22, and discussed the importance of establishing a well-defined mission and goals at that time.
2007 COMMISSION MEETING CALENDAR
Robertson presented the proposed 2007 commission meeting calendar, requesting that the November and December meetings move up by one week to accommodate the Thanksgiving and Christmas holidays. He also noted that the regular meeting date in May would fall on Memorial Day and suggested moving the meeting up by one week.
Discussion Among Commissioners
Commissioners agreed to the proposed 2007 commission meeting calendar as presented by staff.
SUBCOMMITTEE and STAFF REPORTS
Robertson reported that a plaster mould of
Staff was directed to change the sign at the base of the statue to reflect the delay in the project’s completion.
ITEMS FROM COMMISSIONERS
Eggers expressed interest in more clearly understanding the Parks budget and ending fund balances so as to effectively communicate with taxpayers about the use of Parks funds.
UPCOMING MEETING DATES and PROPOSED AGENDA ITEMS
§ Study session set for Thursday, January 11, at 7:00 PM—Parks office, 340 S. Pioneer. Topics to include:
§ Facility Policies and Fees Review
§ Regular meeting set for Monday, January 22, at 7:00 PM—Council Chambers, 1175
§
ADJOURNMENT
By consensus, with no further business, Rosenthal adjourned the meeting at 8:30 PM.
Respectfully submitted, Susan Dyssegard, Ashland Parks & Recreation Department