NOTICE OF PUBLIC MEETING CITY OF ALBANY

PARKS & RECREATION COMMISSION Calapooia Room, City Hall, 333 Broadalbin Street SW

Wednesday, March 4, 2015 6:00 p.m.

AGENDA

1. CALL TO ORDER

2. APPROVE MINUTES – February 4, 2015

3. BUSINESS FROM THE PUBLIC

4. ACTION ITEMS

a. Final review and endorsement of department policy related to the display of signs and banners by third parties in parks and recreation facilities

5. DISCUSSION ITEMS

a. Continue discussion of Parks and Recreation commissioner roles and responsibilities

b. Continue discussion of possible union of Tree Commission and Parks and Recreation Commission

6. REPORTS AND UPDATES

a. Capital Projects Update

b. Review of department performance measures and comparisons with peer agencies

c. Review list of future agenda items

7. ANNOUNCEMENTS

8. BUSINESS FROM THE COMMISSION

9. NEXT MEETING DATE

The next regularly scheduled meeting date is Wednesday, April 1, 2015.

10. ADJOURNMENT

City’s Web Site: www.cityofalbany.net

The location of the meeting/hearing is accessible to the disabled. If you have a disability that requires accommodation, advance notice is requested by calling 541-917-7506.

Approved: Draft

CITY OF ALBANY PARKS & RECREATION COMMISSION

Calapooia Room, City Hall Wednesday, February 4, 2015

6:00 p.m.

MINUTES Commission members present: Mike Graham, Sharon Edwards, Keith Underdahl, Russ Allen, Jill Van

Buren Commission members absent: None Staff present: Ed Hodney, Parks & Recreation Director; Katie Nooshazar,

Recreation Programs Manager; Rick Barnett, Park Operations Supervisor; Gary Carlson, Park Operations Supervisor; Rob Romancier, Recreation Program Manager; Debbie Little, Administrative Services Coordinator.

Guests Present: None 1. CALL TO ORDER

Mike Graham called the meeting to order at 6:00 p.m. 2. APPROVE THE MINUTES OF January 7, 2015.

MOTION: Sharon Edwards moved to approve the January 7, 2015 minutes as presented. Jill Van Buren seconded the motion, and it passed 5-0.

3. BUSINESS FROM THE PUBLIC: None 4. ACTION ITEMS:

None 5. DISCUSSION ITEMS:

a. Election of Chair and Vice-Chair

The offices open are Chair and Vice-Chair. Edwards nominated Graham for Chair, Van Buren seconded the nomination. Allen nominated Van Buren for Vice-Chair, Edwards seconded the nomination. Vote: 4-0 vote for Graham as Chair and Van Buren as Vice-Chair.

b. Establishment of a department policy related to the display of signs and banners by third parties in parks and recreation facilities

Hodney reviewed the draft policy, and noted it would be a document shared with entities that use the parks and/or facilities operated by Parks & Recreation. It would apply to temporary events or sustained usage. Allen inquired how the policy would apply to organizations such as AYSO that own a small structure in Timber Linn Park where they post sponsor acknowledgement. Hodney noted that duration of such signs would need to be outlined in third-party user agreements. Van Buren noted the policy does not address appropriate language or graphics on third party signs or banners. Hodney agreed, the

Albany Parks & Recreation Commission Page 2

policy should state that final approval of third-party signs and banners is at the discretion of the Parks & Recreation Director. Brief discussion followed. c. Department Overview

Hodney distributed the department organization chart, noting a few updates and highlighting the three divisions. He also distributed a few examples of the strategic plan and budget information used to implement activities and how those activities are reflected in the department performance measures. Underdahl asked if there was a performance measure that showed what Parks & Recreation spends per capita, and how it compares to other peer groups. Hodney said the ICMA report would show that data, and he would bring the information to the next meeting. Brief discussion followed. Nooshazar distributed an overview of youth activities and programs Parks & Recreation provides. The focus is to get kids up, out and active by introducing them to a variety of activities and program options. She noted a developing partnership with the OSU Extension Service to provide two programs, Familias Activas and Soccer Kids & Mom. The Recreation Division works to program activities and classes that do not compete with community partners. Brief discussion followed. d. General Scope, Principles, and Roles of Commission

Hodney reviewed the Municipal Code and duties of the Tree Commission to begin the process of defining what a combined commission and the work load would look like. He noted the commission does have some administrative functions regarding Heritage Tree designation and tree removal permit appeals. Graham reiterated the need to refine the Municipal Code for the Parks & Recreation Commission. Hodney responded that it will be completed during the process of combining and restructuring the commission.

6. REPORTS AND UPDATES

a. Capital Project Update

Hodney noted there are no changes to the Capital Project Summary. 7. ANNOUNCEMENTS:

None 8. BUSINESS FROM THE COMMISSION:

Graham mentioned the interagency committee that used to meet several years ago was very informative and suggested resurrecting it. Nooshazar noted it was difficult to keep all the players involved for that committee, but Parks & Recreation tries to meet with its partners minimally once a year to review partnership agreements and activities.

9. NEXT MEETING

The next regularly scheduled meeting is Wednesday, March 4, 2015 at 6:00 p.m.

10. ADJOURNMENT The meeting was adjourned at approximately 7:30 p.m.

Respectfully submitted,

Debbie Little, Administrative Services Coordinator

Albany Parks & Recreation Operating Policy Title: Sign and Banner Policy Purpose: Provide renters and partners of Parks & Recreation facilities, pools, parks, and fields with

framework for signs and banners.

Scope: Guidance for display of all third party signs and banners on Parks & Recreation property. Policy:

1. Upon written request to and prior approval by the Parks and Recreation director, persons and organizations that have been granted use of the department’s parks and recreation facilities may be permitted to place signs, banners and other forms of event advertising and sponsor recognition at their activity venue.

2. The director may approve such requests in conjunction with a temporary park rental agreement, annual Youth Sports User Agreement, negotiated partnership agreement, or other approved agreement.

3. Signage must be consistent with Albany Parks & Recreation mission and goals and

must meet the department’s standards for content and graphics

4. Posting of signs and banners by an organization does not constitute City of Albany endorsement of the organization, its views, or objectives.

5. Signage must not interfere with primary Parks & Recreation uses for which the facility

or site was intended.

6. The organization must not cause or permit anything to be done to mar, deface or otherwise render the facility or partnered activity, except for ordinary wear and use.

7. Signage cannot be left on City of Albany property outside of the timeframes specified

in a rental or other agreement referenced in #2 above. Permanent signage of Parks & Recreation rentals or partners is not allowed on City of Albany property.

8. Any signage left on City property beyond the terms of the written agreement will be

retrieved by the department and stored no longer than five working days. Materials not retrieved by the rental or agreement party by then will be discarded.

9. Questions or concerns with specific signage concerns should be directed to the Parks

& Recreation Director. Review and Authorization

Effective date: Amended date:

Parks & Recreation Director:

Page 1 of 1

Capital Projects Report

02/27/2015 1

PROJECT STATUS

PROJECTED COMPLETION

DATE NOTES

East Albany Neighborhood Park Acquisition--Timber Ridge area

On hold. Exploring possible allocation of property acquired City from previous developer.

TBD Funding TBD

Park shelters @ Lexington, Takena, Gibson Hill parks

Shelters delivered, pending installation FY 2014-15 Park SDCs, P&R Operating

Timber Linn Park soccer field improvements

Phase One of project to begin in summer 2015-16 AYSO, City in-kind

Dog Parks Completed FY 2013-14 funded with Parks SDC, donations

East Thornton Lake Natural Area development Ph 1

Soliciting consultants for planning phase. FY 2014-15 SDCs, donations, State grant

Parks & Open Spaces Plan update Soliciting plan consultant FY 2014-15 Funding from Parks Fund, Parks SDCs

Sunrise Park site plan and playground replacement

Design consultant hired; draft site plan prepared; public meetings began in July; construction rescheduled for spring 2015

FY 2014-15 Funding from Parks Fund, CDBG funds, Rotary Club donation, grants.