Parks & Recreation Commission

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7PM Wednesday, October 26, 2005

Regular Monthly Meeting Minutes Estacada City Hall, Estacada, Oregon

1. Call to Order: Meeting was called to order at 7:05

2. Roll Call: Dianna Turk, Chair, Steve Guilliams, Vice Chair, Tracie Lougheed, Lisa Homan, Mike Uhlig, Zoe Miller, commissioners & Phil Lingelbach, staff.

3. Approval of minutes: Mike moved and Lisa seconded motion that minutes of 9/28/05 be approved as written.

4. Citizens Comments: None present.

5. City Council Liaison Report: Liaison not present

6. Wade Creek Park Update: Phil reported that Randy had decided to go ahead with re-bidding the design services. Phil clarified that we had received proposals from Quatrefoil and Dreamworks, had reviewed and recommended their proposals but the Council had not approved a contract nor had the city negotiated one. Therefore we are free to look at additional proposals and decide whether to select another design firm. Quatrefoil has indicated that they are interested in submitting another proposal. Dreamland has not responded to Phil’s e-mails at this time. The RFQ has been sent out to a number of potential bidders and posted on the Oregon Recreation and Parks Assn. bulletin board. It will be published also in the Estacada News and the Oregonian. We have also requested that other park and recreation departments and neighboring cities circulate it to prospective bidders. The mandatory information meeting for potential bidders is 11/17 at 6PM with an optional 5PM tour of the site. Proposals are due 12/16.

Phil reported that we have about $4,500 in park fund system development charges and have raised about $2,000 through Park & Recreation fund raisers. SDC’s seem to be coming in a little slower than anticipated but the City is able to take advantage of some savings in other areas and make budget adjustments to make up the money needed for designing the park. The City expects to begin the design work in January.

7. Commission Business:

Party for the Park: By all accounts the event was very successful and has added to the park fund which now totals over $2,000. Dianna is planning on sending thank you notes to donors and including the Estacada Community Foundation tax ID # and the value of the item (if applicable) for tax purposes. Phil will send her the tax ID # and list of donors.

Other Fund Raisers: The Commission also discussed having a booth to sell t-shirts and a float in the Veteran’s Day activities. Dianna has a pick up that can be used. Phil will find out how much it would cost for two vinyl banners to go on the sides approximately 6’ by 2’.

Other ideas discussed were gift wrapping at the Festival of Lights on 12/2. Zoe will talk to Lisa Galluzzo about the possibility.

Cascadia Ridge Park tour: The tour of Cascadia Ridge Park is tentatively set for 2:30 PM on Sunday, 11/13/05. Meet at Zoe’s, 950 Hill Way.

Future Openings: Tracie’s term will be up the end of December. She is considering leaving the commission at the time. Lisa and Zoe’s terms will also be up but they are considering accepting a re-appointment since they have only been on the commission for a short time. The group talked about requesting high school student involvement.

Agenda for next meeting: In addition to the regular agenda items the Commission would like to have updates on the Veteran’s Day booth, the Festival of Lights planning and the Holiday Bazaar fund raising.

8. Adjournment: Meeting adjourned at 8:20PM. Next regular meeting 11/9 at 7PM, place to be determined. The December meeting will be at the regular time and place.