City of Ashland

PARKS AND RECREATION COMMISSION

REGULAR MEETING

MINUTES

March 24, 2008

ATTENDANCE

Present:    Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige

Absent:     City Council Liaison Navickas

CALL TO ORDER

Gardiner called the regular meeting to order at 7:00 p.m. at Council Chambers, 1175 E. Main Street.

APPROVAL OF MINUTES

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

ADDITIONS OR DELETIONS TO THE AGENDA

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 Oregon Parks and Recreation Department. He reviewed the five rink options presented at the March 17 study session and said options #2 and #3 were eligible for grant funding.

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 Oregon, $93,000 from the Parks Commission, $5,000 from the Parks Foundation, and $100,000 from in-kind services provided by the Parks Department.

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 Ashland budget document.

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 Lithia Park. He reported that the May 4 event had been changed into a gathering at the Lithia Park bandshell featuring food, music, and motivational speakers. He said the purpose of the event was to conduct a homeless census per federal funding requirements and indicated that Cuevas was asking the commission: 1) to allow dogs in the bandshell area during the event; and 2) to waive the bandshell fees of $150 (bandshell rental) and $50 (refundable security deposit).

Jackson Cuevas said he hoped to gain support from social service and governmental organizations in obtaining an accurate count of homeless people in Jackson County, which he believed to be around 2,000.

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 Dog Park during the event or keep them on leashes on the section of Winburn Way bordering the bandshell.

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, 340 S. Pioneer Street—12:00 p.m. Topic to include:

§         2008-2009 Fiscal Year Budget Discussion and Approval

§         Study session set for April 21 at the Parks Office, 340 S. Pioneer Street—7:00 p.m. Topic to include:

§            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, Ashland Parks and Recreation Department