Parks Commission Minutes - November 2007
(11-15-2007)

CITY OF ROSEBURG

PARKS AND RECREATION COMMISSION

NOVEMBER 14, 2007

MINUTES

CALL TO ORDER: Chair Stacey Crowe called the meeting of the City of Roseburg Parks and Recreation Commission to order at 8:02 a.m. on Wednesday, November 14, 2007, in the City Hall Third Floor Conference Room.

ROLL CALL: Present: Chair Stacey Crowe, Commissioners Steve Kaser, Dick Swartzlender, Leila Heislein, Larry Oatney, Jeff Bright, Ron Beach and Kyle Bailey

Absent: Scott Gilley

Attending Staff: Interim City Manager Sheila Cox, Finance Director Cheryl Guyett, Acting Public Works Director/Civil Engineer Nikki Messenger, Parks and Recreation Program Manager Barbara Taylor, Parks and Recreation Program Coordinator Lisa Lanza, Parks Superintendent Ron Edwards, and Department Technician Chanelle Rogers

Others Present: Men’s Golf Representative Jim Forney and Jay Palmer, Women’s Golf Representative Dar Sconce, Men’s Senior Golf Organization Representative Chuck Dana, and Umpqua Community College Athletic Director Cheryl Yoder

APPROVAL OF MINUTES: Swartzlender moved to approve the minutes of the October 10, 2007 Parks and Recreation Commission meeting. The motion was seconded by Heislein and carried unanimously.

DISCUSSION ITEMS:

UCC Softball: Taylor introduced Umpqua Community College (UCC) Athletic Director Cheryl Yoder and informed she was here to discuss the potential use of Sunshine Park as their home field for softball. Yoder informed that UCC no longer has a softball facility adequate for competition. UCC would like to get the support of the Roseburg Parks Commission to approve them to use the Sunshine Park fields. Yoder said that Douglas County is recognized around the state for having a strong training program and college recruiters come here to sign players. By offering these athletes an opportunity to stay in Douglas County to compete, we are giving these women the option to stay at home for an affordable education with a quality athletic program. In order for the program to be self-sustaining, Sunshine Park would need to allow UCC to: charge admission, sell reserved seats, run concessions, sell programs, souvenirs, fence banners for advertisement, and run camps/clinics in the off-season for revenue enhancement. In exchange for the support of using Sunshine Park facilities, UCC would be willing to: provide resources to help with field maintenance, fund raise for a field tarp to cover the field UCC would be using, and provide staffing to help with field maintenance. Swartzlender asked if the softball program has been approved by the UCC board yet. Yoder replied that no the board has not approved it yet, but they want to have everything in place before asking the board. It was brought up that the commission was with the understanding that you couldn’t advertise on the fences. Crowe agreed that signs were not allowed to be on fences on city property. Swartzlender feels that the maintenance agreement needs to be very clearly defined as far as who does what. Oatney asked if there would be an issue with charging at Sunshine Park. Crowe informed that there is not an issue when the event is a sports tournament. Beach wanted to know if UCC gets one of the fields will that interfere with the organized teams that all ready use those fields. Taylor informed the only conflict that she saw was possibly if the teams made it into the playoffs. Kaser asked if anyone has talked to the current organized user groups to let them know that UCC is looking at using Sunshine Park. Yoder said that she would be happy to talk with any of the organized groups and let them know what they are proposing. Edwards asked what the plans were for storing the equipment at the fields. Yoder replied that most likely they would keep their stuff at the campus and just transport it back and forth, except for the tarp and bases. Kaser asked what UCC’s long term plan was. Yoder informed that they would ultimately like to build a field of their own on the campus. Beach asked if UCC would only provide concessions during their games. Yoder informed yes it would only be during games that UCC was putting on. Bailey inquired if they wanted the use of the field starting next year. Yoder said yes they are hoping for 2008-09 school year.

MOTION: Swartzlender moved to recommend approving a 5 year program contingent on clarifying the signage issue, maintenance agreement, and discussion with the current users groups. Motion was seconded by Bright. Motion carried with Kaser voting no.

Golf Course Financial Information: Taylor informed that included in the packet was Golf Fund Status Report and a Golf Fund Revenue and Expense chart, she also mentioned that she handed out the monthly golf receipts form showing the new formatting. Guyett pointed out that the report included in the packet was showing 3 yrs of data. She informed that the monthly report will not match the yearly information, due to a couple of different items including the Land Lease not being on the monthly. The monthly report is strictly cash receipts information that is received from the concessionaire. Guyett informed that the report appears to show a significant decline in the year before and after. In the fiscal year 2005-06 included was the cell tower lease and the fees increased June 1, 2006, so a lot of people bought passes in May of 2006 which increased the revenue about $20,000 over what it normally would be. On the yearly report the 2006-07 personal services shows a large decrease, that is during the time that the superintendent left and the maintenance II was moved up but the maintenance position was not filled until July 07. Oatney asked if that is why the budget for 2007-08 shows an increase. Guyett informed that yes that is the reason because now there are two full time employees. Oatney understood that the maintenance position was not going to be paid at the same rate if the City could do it for less. Messenger informed that the position is a union position. Taylor replied that the previous discussion was to decide if they should bring the replacement in as a Maintenance I or II, for budget purposes a Maintenance II did not create a lot of additional expense and they chose to promote someone to a Maintenance II. Oatney asked if the Golf fund was being watched to make sure that it is not going over budget. Guyett yes it is definitely being watched. Heislein asked why the total revenue at the end of 2005-06 was $68,901 but then the starting balance the next year is $68,902. Guyett informed that it is just a rounding issue. Bright inquired if the City didn’t have the tower lease are expenses greater then revenues. Guyett replied yes that is correct. Guyett informed that the passes and green fees are up over the prior year. Oatney asked about the money that went missing from the golf course, would that amount of money make up the difference in the overall loss. He also inquired what has been put in place to prevent this from happening again and are we going to get our money back. Guyett informed that there is a police investigation on going. Taylor informed that Huffer is liable for the loss; she also informed that the business is Huffer’s and he has made some changes in his staffing and how they are monitoring the reports. Guyett reported that his books are open for review, but unless we change the contract it is his business. Crowe informed that she and Taylor and Interim City Manager were meeting later to discuss making the concessionaire less of a “cash” business. Bright inquired how long the lease is for. Taylor replied 2 years. Does the city make sure that all the employees are OLCC and Food Handlers licensed. Taylor informed that Huffer is liable to make sure all his employees are licensed. Kaser asked about a letter that was received from Huffer mentioning he wanted to discuss his relationship with the City. Taylor informed that was regarding extending a portion of the agreement that required him to install some equipment by a certain date. Messenger informed that there is some remodeling scheduled for the golf course, so by the time we are ready to do a new agreement things will look a little different out there. Taylor has had some contact with other municipal golf courses to see how their concessionaire situations work. Messenger also informed that there has been some interest from people wanting to know when the concessionaire position opens. Bright feels that when we look for a new concessionaire we need to not focus so much on the PGA part, we don’t need a PGA person just someone who is a good manager. Crowe asked if it would be possible to show where Huffer is making his money. Guyett informed that it can be looked into.

Golf Course Wetlands Information: Crowe informed that in the packet was a written response from Terra Science, the wetland consultant, who was forwarded the information, provided to staff by a member of the Parks Commission. Taylor reported that it was brought to her attention that the report mentions that “the western part of the golf course is being considered as a possible wetland mitigation site for the City of Roseburg and / or Douglas County.” There are no plans to turn the golf course into a wetlands mitigation site, at the point in time when the swale was being discusses the city was looking into areas that could be used and that was only if the golf course were to move to the RUSA location. Oatney said that there is a map showing where the wetlands are at the golf course. Messenger informed that just putting them on paper does not make them a wetland, meeting the conditions of the study is what makes something a wetland. Oatney thought someone with-in the City was going to review the information that he submitted to City staff, not the consultant for the swale. Messenger informed that the only other option the City has is to hire another consulting firm to review it but that would incurr costs. Oatney asked if it was safe to say “that at this time point in time the wetlands mitigation is no longer.” Messenger replied that right now it is pretty stagnant. Oatney asked if in the future if something like this comes up the Commission would be informed. Crowe said that she will try to do a better job at getting this information to the commission, she also informed that the City website has all the commission minutes and agendas and that the other commission she would recommend following is the Public Works Commission.

Facility Update: Taylor informed staff is moving forward on implementation of facilities improvements with the assistance of city consultant Jim Johnson. These projects are being funded through the Building Facilities Fund. A brief update on the facilities improvements related to parks follows:

Gaddis Park: Architect is working on defining/designing needed improvements to the concession building, storage shed and scorer’s booths.

Golf Course Pro Shop and Cart Buildings: Architect is working on specifications for pro shop work. Smaller contracts will be awarded for roof, gutters and facia work; exterior painting; interior painting and floor coverings. Cart barn overhead doors will be repaired / replaced and electrical updates will be done throughout all structures. Restrooms at the 7th tee are currently under construction by in-house staff.

Umpqua Valley Art Center: Asbestos removal is scheduled for early February. Architect is preparing information on small roof repair.

Deconstruction: Heartwood Resources will deconstruct the restrooms near the Betty Unruh Theater and the old restrooms in Stewart Park. The Jaycees Building (original pro shop), will be vacated by year end and will be also be deconstructed.

Heislein asked if the Jaycees were going to be asking for a different location. Taylor replied that the Jaycees have been informed about the building being torn down and have not discussed another location. Beach questioned if the new bathrooms at the golf course at Hole #7 will be locked at night. Edwards informed that they could put the automatic locks on them, they are battery operated and can be set to lock and unlock at a certain time.

INFORMATIONAL:

Maintenance Report: Ron Edwards presented the parks and golf maintenance report for October 2007

GOLF

• Aerated, over-seed and fertilize greens

• Applied selective herbicide to greens for weed control

• Removed river pump for season

• Leaf removal now done on daily basis

PARKS

• Cleaned up Stewart Park following Harvest Festival

• Cleaned out gutters of all Fir Grove facilities

• Flail mowed meadows in Stewart Park natural area

• Chipped cottonwood limbs at Templin and Dog Park

• Removed blackberries and dead poplar trees near Butterfly Garden

• Removed large downed limb at Sunshine Park

• Pulled irrigation pumps

• Shut off meters to domestic irrigation systems

• Removed batteries from battery-powered irrigation control clocks

• Repaired foot bridge at Nature Trail; added bark mulch

• Planted shrubs at Winchester traffic island

AUDIENCE PARTICIPATION: Jay Palmer, Stewart Park Golf Association said he has been golfing since 1960 at Stewart Park and it is in the best shape it has been in. There is a glitch at 9:00 am on Monday mornings, so the first round is not till then, any other day they start at 6:00 am. Edwards said that the available time in the morning on Mondays does help the maintenance crew to get out on the course and get issues taken care of before the golfers start. Staff will discuss the issue to see if it is still needed for the maintenance crew.

Chuck Dana, Stewart Park Senior Golfers he doesn’t remember seeing any communication with any staff or the consultants regarding the Parks Master Plan

Dar Sconce, Stewart Park Women’s Golf Association informed she wanted to thank the commission for getting on the bathroom issue at the golf course. The men working on it are doing a great job.

GOOD OF THE ORDER: Crowe informed that the dog licks for the Hebe statue have been repaired and are waiting to be installed. She also mentioned that a citizen is donating bark for the Dog Park.

Oatney asked about when reviewing the Parks Master Plan it mentioned 10 sports organizations that were contacted about future needs; it doesn’t mention anything about Golf except for Disc Golf. He said that nobody involved with Stewart Park Golf were contacted regarding future needs of the Golf Course. Crowe informed that one of the things that came out of the whole study, golf unfortunately wasn’t a high priority when all the surveys and interviews came in for the general populace. Taylor reported that flyers were also sent to both the Men’s and Woman’s Golf Associations and she received the form back from the Woman’s Association with comments. Oatney informed that letters weren’t sent to all of the golf leagues. Crowe replied that they were sent to who ever was on file for each of the organizations. Kaser asked was the community survey randomly sent out and the questionnaire was available for anyone to fill out. Taylor informed that is correct. Oatney also felt that the statement in the report, it implies that people that play golf at Stewart Park could also play at the Roseburg Country Club and that is not a fair assumption because of the price difference. Crowe agreed and it will be brought up to the consultant.

Bailey asked about the mention of a swimming pool at Roseburg High School in the Master Plan report. Staff informed that they believe the consultants were getting the high school and UCC confused.

Taylor informed that if any of the Commission members had comments on the report from the Consultants for the Master Plan she needed them by the end of the day.

ADJOURNMENT: Meeting adjourned at 9:43 a.m.

Chanelle Rogers,

Parks and Public Works Department Technician

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