City of
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
March 24, 2008
Present: Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige
Absent: City Council Liaison Navickas
Gardiner called the regular meeting to order at 7:00 p.m. at Council Chambers,
Study Session – February 11, 2008
Under “Duck Race Discussion,” Eggers asked that the minutes reflect that the racing ducks are plastic toys.
MOTION Rosenthal moved to approve the minutes as amended. Lewis seconded the motion.
The vote was: 5 yes – 0 no
Regular Meeting – February 28, 2008
MOTION Noraas moved to approve the minutes as written. Rosenthal seconded the motion.
The vote was: 5 yes – 0 no
PUBLIC PARTICIPATION
Open Forum
None
None
UNFINISHED BUSINESS
ICE RINK GRANT RESOLUTION
Robertson said the commission packets included a grant resolution for the Darex Family Ice Rink Rehabilitation Project. He indicated that, with commission authorization, staff could apply for a local government matching grant of $200,000 from the
Michael McLaughlin, 737 N. Main, representing Ashland Ice, encouraged the commission to pursue the grant for ice rink improvements and spoke favorably of several proposed rink improvement options. He said Ashland Ice would be willing to provide the commission with expertise toward an improved rink.
Discussion Among Commissioners
Commissioners discussed various aspects of the project, including the proposed grant. They spoke in general agreement about setting the cooling coils into concrete within the parking lot, making only a modest size adjustment, and planning for a potential future expansion.
MOTION Eggers moved to approve option #2 as outlined, with the option of expanding it slightly within the parameters of the existing parking lot. Noraas seconded the motion.
AMENDMENT Lewis amended the motion, stating that the plan wouldn’t preclude future expansion or affect the overall budget.
Eggers withdrew the motion
Noraas withdrew the second
MOTION Eggers moved to approve option #2 as outlined, with the option of expanding it slightly within the parameters of the existing parking lot. Further, the plan wouldn’t preclude future rink expansion or affect the overall budget. Noraas seconded the motion.
The vote was: 5 yes – 0 no
Robertson read the resolution aloud, stating that the matching grant offered through the Oregon State Parks Department, if awarded, would be used for embedding the cooling coils into the concrete of the parking and constructing a skate rental building and restrooms.
MOTION Noraas moved to approve the grant resolution for the Darex Family Ice Rink Rehabilitation Project. Lewis seconded the motion.
Discussion Among Commissioners
Lewis asked what amount of funds would be granted in dollars and what provided through in-kind funding. Robertson stated that $200,000 would be from the State of
The vote was: 5 yes – 0 no
APPROVE BUDGET GOALS
Robertson said the commission set goals every year for the next fiscal year. He reported meeting with each individual commissioner to solicit their input and said staff developed proposed goals for FY 2008-2009 based on those meetings. He said the draft goals were discussed and refined at two previous commission meetings and were placed into categories titled “Projects” and “Practices.” He indicated that “Projects” were goals associated with the construction of a facility or amenity while “Practices” were goals involving developing, enhancing, or improving policies or policy-related issues of the Parks Commission. He read through the goals in both categories and said staff hoped to obtain commission approval and include the goals in the City of
Discussion Among Commissioners
Eggers requested that the second-to-last sentence of the “Practices” goal entitled “Energy/Greenhouse Gas/Environmental Audit” be rewritten to remove the phrase “…which will be weighted in a cost benefit analysis.” She spoke of the importance of looking at the topic from a long-term economic perspective for the benefit of the entire community. Commissioners expressed enthusiasm about the 2008-2009 projects and practices and Gardiner called for a motion.
MOTION Rosenthal moved to approve the 2008-2009 Ashland Parks and Recreation Commission goals list as amended. Eggers seconded the motion.
The vote was: 5 yes – 0 no
NEW BUSINESS
REQEUST FOR BANDSHELL RULE WAIVER
Robertson reminded the commission that Jackson Cuevas attended a commission study session in January to request permission to conduct a “Walk for the Homeless” starting in
Jackson Cuevas said he hoped to gain support from social service and governmental organizations in obtaining an accurate count of homeless people in
Discussion Among Commissioners
Eggers suggested that Cuevas request financial assistance from local social service organizations for fees associated with the bandshell rental; Gardiner suggested asking participants to help with fees; Noraas suggested waiving fees if other funding didn’t materialize; and Rosenthal voiced willingness to waive the rental fee but not the security deposit. Commissioners suggested that Cuevas encourage people to take their animals to the
MOTION Eggers moved that Cuevas ask social service agencies to pay the bandshell rental fee but, if denied, that the commission waive the fee, with Cuevas paying the refundable security deposit. Lewis seconded the motion.
The vote was: 5 yes – 0 no
MOTION Eggers moved that the commission not waive the dog rule for the May 4 event. Lewis seconded the motion.
The vote was: 5 yes – 0 no
CALLE GUANAJUATO SEATING CONTRACTS
Teige reported that five restaurants bordering the Calle Guanajuato applied for outdoor seating for the 2008 season, including Greenleaf, Grilla Bites, Louie’s, Munchies, and Pilaf. She said staff recommended approval of all five applicants in the allotted spaces pending payment in May 2008.
MOTION Noraas moved to accept the five restaurant contracts for the Calle Guanajuato for the 2008 season. Lewis seconded the motion.
The vote was: 5 yes – 0 no
SUBCOMMITTEE and STAFF REPORTS
Robertson and Gies reported on the water quality improvement test conducted in the upper duck pond with the assistance of Paul Kay, who provided the commission with a progress report.
Robertson reported that the commission set a special meeting for Wednesday, March 26, at the Parks office for further budget discussion and approval.
Gies reported on the Scenic Park Improvements RFP bid results, stating that five bids were received that were fairly close in price range.
ITEMS FROM COMMISSIONERS
None
UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS
§ Special meeting set for March 26 at the Parks Office,
§ 2008-2009 Fiscal Year Budget Discussion and Approval
§ Study session set for April 21 at the Parks Office,
§ Outcome of Budget Hearing
§ Regular meeting set for April 28 at 7:00 PM, Ashland Community Center, 59 Winburn Way—7:00 p.m.
ADJOURNMENT OUT OF REGULAR SESSION – By consensus, with no further business, Gardiner adjourned the meeting at 8:45 p.m.
ADJOURNMENT INTO EXECUTIVE SESSION – By consensus, Gardiner adjourned into executive session at 8:50 p.m.
§ Executive Session: Contract Negotiations ORS 192.660 (2)(a)
ADJOURNMENT OUT OF EXECUTIVE SESSION – By consensus, Gardiner adjourned out of executive session at 9:30 p.m.
ADJOURNMENT– By consensus, Gardiner adjourned the meeting at 9:30 p.m.
Respectfully submitted, Susan Dyssegard,