Minutes  - adopted
Oregon Parks and Recreation Commission Meeting
April 13, 2006
Prineville City Hall
Prineville, OR

Commissioners Present: Bill Gregory, Chair; Nik Blosser, Vice-Chair; Sharon Rudi; Sue Musser; Jim Brown; and Jim Parr
Staff Present: Tim Wood, Director; Kyleen Stone, Assistant Director, Recreation Programs and Planning; Dave Wright, Assistant Director, Operations; Jan Dean, Assistant Director, Administration; Cliff Houck, Manager, Resource Management and Planning; Kate Schutt, Recreation Planning Manager Ken Goforth, Financial Services Manager; Roger Roper, Assistant Director, Heritage Programs; Dave Koellemier, State Fair Manager; Chris Havel, Communications Coordinator; Wayne Rawlins, Grants Manager; Michele Scalise, Grants Program Coordinator; Rocky Huston, Recreation Trails Coordinator; Steve Shipsey, Assistant Attorney General; Jim Myron, Legislative Coordinator; and Pamela Berger, Commission Assistant
Visitors Present:  John Edmondson, Oregon State Parks Trust; Maureen Crawford, Crook County Parks & Recreation District; Jack Remington, former Recreation Trails Coordinator; Ernie Drapela, Chair, Oregon Recreation Trails Advisory Council (ORTAC); Bruce Ronning, Bend Metro Parks & Recreation District; Lisa Pearson, Department of Administrative Services; Jim Dow, Director; Douglas County Parks Department; Lara Parr; Tygh Parr; Todd Winters, Director; Lane County Parks Department; and Larry Runk, Assistant Chair, ATV Committee

The meeting began at 9:00 AM

1. Approval of Agenda 
Sharon Rudi moved to approve the agenda.  Jim Brown seconded.  The motion passed unanimously.

2. Public Comment
John Edmondson, Oregon State Parks Trust (OSPT), briefed the commission on the recent transition activities including relocating the OSPT office from Bend to Portland and hiring Dave Eshbaugh as the new executive director.  Recently appointed trustees are David Evans, Lee Jimmerson, and Mary Jane Guyer.

3. Approval of minutes from March 2, 2006 Commission Meeting
Nik Blosser moved to approve the minutes.  Jim Brown seconded.  The motion passed unanimously. 

4.  Director’s Update (Tim Wood)
•	Detroit Land Exchange:  OPRD is currently required to obtain a permit from the U.S. Forest Service to operate Detroit State Park.  We have an opportunity to trade OPRD owned land that is adjacent to the Mt. Hood Wilderness area for the Detroit Lake State Park property.  Acquiring the parkland would eliminate the permit process as well as paying a percentage of the gross revenues to the Forest Service.  Jim Myron, OPRD Legislative Coordinator, has been collaborating with Representatives Earl Blumenhauer and Greg Walden’s congressional offices on including language in the Mt. Hood Wilderness to enable this trade. .
•	Bicycle Summit:  The Governor’s Tourism Conference Bicycle Summit was held on April 1, 2006 in Eugene, which was attended and supported by a wide-range of interest groups. 
•	Bicycle Coordinator LD Position:  At the March 2, 2006 commission meeting staff requested to go before the Emergency Board for approval to fund one limited duration bicycle coordinator position.  OPRD will present this proposal as an informational item before the House and Senate Interim Agricultural Resources Committees. A presentation on the Bicycle Recreation Consortium was given before the senate committee on April 7, 2006.  The committee wanted to assure that the program would   address safety aspects of bicycle trails. We will be making a request for this position at the June Emergency Board meeting.
•	Emergency Planning: On April 17, 2006 OPRD will make a presentation before the Interim Subcommittee on Disaster and Emergency Management to explain our preparedness and planning for emergencies on coastal parks, primarily tsunamis.
•	Marr Ranch:  OPRD has been asked to facilitate the potential acquisition of the Marr Ranch property near Wallowa Lake with the ultimate goal of transferring the privately owned property to the National Park Service.
•	Oregon State Food Drive:  OPRD ranked second in the food drive for our agency size.  We also came in first place for the highest percentage increase of donations, an increase of 324%
•	Garrison Lake:  OPRD staff will be meeting with officials from the Port Orford area to discuss funding sources to implement engineering solutions and to manage the water level at Garrison Lake. 
•	Rouge River Valley Development Plan:  A well received and attended planning meeting was held on April 7, 2006 that focused on creating an approach for recreation development in Rouge River Valley in the areas of Grants Pass, Gold Hill, Rouge River, and Medford. 
•	Vista House:  The dedication of Vista House is scheduled for May 5, 2006.  Commissioners are encouraged to attend.
No Commission action was requested.

5. Approval of Delegated Authority Reports
a: Contracts (Ken Goforth)
Ken Goforth, Financial Services Manager, asked the commission to approve the “Report of Delegated Authority for Contract Instruments for April 2006” signed by the Director per authority delegated by the Commission.
Nik Blosser moved to approve the contracts.  Jim Brown seconded.  The motion passed unanimously.

b. Natural Resources (Cliff Houck)
Cliff Houck, Manager, Resource Management and Planning, presented actions taken under the delegated authority for natural resources management from February 8, 2006 through March 17, 2006 for Scenic Waterways Notifications and Ocean Shore Alteration Decisions.
Jim Brown moved to accept the delegated authority report.  Sharon Rudi seconded.  The motion passed unanimously.
Tim Wood noted that OPRD has not comprehensively studied climate change affects on coastal properties. OPAC and OSU may be reviewing this issue in depth.  Cliff Houck explained that some of the emergency permits issued to repair riprap were because of damage received in the January and February storms.  

6. Financial Update (Ken Goforth)
The 2005-07 biennium is projected to be close to budgeted amounts with a few exceptions.  In the March 2006 Lottery forecast, the Oregon Office of Economic Analysis projects that OPRD’s revenues will exceed the legislatively approved budgeted amount by $4.9 million for the current biennium.  Those funds will be allocated for costs such as State Fair operations and reserved for possible costs associated with the defeasance of the 1998 bond debt.  Park user fee projections have increased slightly since the last report.  Recreational Vehicle registration fees are projected to drop by nearly $650,000.  There are no changes in expenditure projections from the previous report. 
No commission action was requested.

7.  2007-09 Budget Option Package (Jan Dean)
Jan Dean, Assistant Director, Administration, noted that a proposal of Policy Option Packages (POPs) for the 2007-09 budget was presented at the January and March commission meetings.  Staff requests commission approval of the revised POPs to include the 2007-09 Agency Request Budget for the department.
Tim Wood said that the proposal has been revised as a result of discussions at the March meeting and updated financial projections.
Jim Brown moved to adopt the revised POPs.  Sharon Rudi seconded.  The motion passed unanimously.

8.  June Emergency Board Requests (Jan Dean)
Jan Dean, Assistant Director, Administration, asked for commission approval to submit the following items to the June 22, 2006 Emergency Board meeting:
State Fair Reinvention, Acquisition Strategy, and Bicycle Recreation Program.
Nik Blosser recommended, and members agreed, to defer the approval of the Emergency Board requests until after the adoption of the investment strategy report.
After the adoption of the Investment Strategy (item #9) Nik Blosser moved the approval of items to go before the Emergency Board.  Sue Musser seconded.  The motion passed unanimously.

9. Investment Strategy Adoption (Kyleen Stone)
Kyleen Stone, Assistant Director, Recreation Programs and Planning, presented the Investment Strategy Report.  She noted that last year a commission subcommittee was formed to determine how to obtain the maximum benefits from increased lottery revenues.  This coincided with a legislative request to describe OPRD’s acquisition strategy.  The report is a culmination of work from the Subcommittee on Future Investment, the January 18, 2006 commission work session, and subsequent staff work.  The report identifies four major strategies for future investments including:
•	Reduce the backlog of maintenance and repair in State Parks to $0 by 2014
•	Target acquisition and development of new park properties based on need
•	Expand OPRD’s role in promoting outdoor recreation and heritage conservation through funding assistance
Staff explained that in order to receive federal land-water conservation funds, the Federal Parks Service requires OPRD to update our Statewide Comprehensive Outdoor Recreation Plan (SCORP) every five years; the next being due in 2007.  SCORP includes trends of park users, which will be made available to the commission as the information is attained.  The needs and priorities that are identified through the SCORP planning process are also incorporated back into our grant process to ensure that that all of our grants are warranted by a document of need.  

Jim Brown noted his concern with the current language in pages 19-28.  He would support adopting the Investment Strategy Report only if that language was considered draft and that there will be some form of public input process before it is considered final.
Nik Blosser noted his concern with Strategy 3 and its relevance to this document.  Tim Wood suggested incorporation the third, fourth, and fifth paragraphs (page 29) into the Facility Investment Strategy, deleting the remaining language in Strategy 3.   After discussion, it was agreed to delete the following sentence on page 11 from the document:  “This reduction has occurred to investment made since FIP was begun, reevaluation of what work actually comprises backlog, and continuous updating of facilities and project data.”
Jim Brown moved to approve the Investment Strategy Report, with language on pages 19-28 considered draft and subject to input, with language on pages 19-28 considered draft and subject to input, and the stated changes on pages 11 and 29.  Nik Blosser seconded.  The motion passed unanimously.

10. State Fair Strategic Planning (Dave Koellemier) 
Dave Koellemier, State Fair Manager, said the State Fair had contracted with the Metropolitan Group of Portland to help conduct a series of meetings from March 13 - 20 2006.  The purpose was to gather data and information to be used in revising the State Fair Strategy.  These meetings were held in Pendleton, Bend, Eugene, Portland, Newport, Wilsonville, Salem and Medford and were attended by invited community leaders.  With input from Oregon Business Council, we have determined techniques for conducting the “vision meetings”, identified sites to conduct the meetings and generated invitee lists.   A questionnaire was mailed to 400 current fair stakeholders.  The combination of these two sets of data, along with input from Parks and Fair staff will comprise the recommended strategic direction report for the Oregon State Fair. 

11. 2006 State Fair Status Report (Dave Koellemier)
Major Contracts:  Twenty-two major Oregon State Fair contracts have been reviewed by Fair and OPRD personnel including the elimination of exclusivity in the carnival contract and an agreement to end exclusivity with the food purveyor.
Marketing Program for the 2006 Oregon State Fair:  Our contract agency has suggested a media plan for the upcoming Fair, including for billboard, radio, newspaper inserts and television ads. Our website will reflect events and serve as a genuine guide to possible Fair attendees.  We will have published programs with maps, information, programming notes at the fair.  
2006 Oregon State Fair Theme Days:  Theme days are planned for this year’s Fair.
2006 Oregon State Fair Programming:  Plans include:
•	Expand the areas where alcohol will be allowed 
•	Have a free parking program 
•	Establish Veterans and active Armed Forces recognition days 
•	The Les Schwab Familyville will return 
•	The Pavilion and Amphitheater will be utilized for concerts.
An effort is underway to start a new program featuring Oregon commodities with Oregon chefs in either competition or demonstration.  Fair staff is being trained on management and recruitment of volunteers as well as customer service.  We are looking for sponsors that support professionalism.
Oregon State Fair Aesthetics for 2006:   
•	Repair major livestock buildings 
•	New entrances enhanced with landscaping
•	Additional signage
•	Additional shaded and seating areas
•	Broader parking accessibility 
•	Staff will guide fairgoers to park in areas near the venues they plan on attending  
Sponsorship at 2006 Fair.  All 2005 sponsors have returned with a current estimated value of $460,000 in contributions.
No Commission action was requested.

12. Oregon Recreation Trails Advisory Council Update (Ernie Drapela)
Ernie Drapela, Chair, Oregon Recreational Trails Advisory Council (ORTAC), explained that the seven-member council was legislatively created in 1971.  Members are appointed by the Parks and Recreation Commission and meets four times a year to advise OPRD and the commission on statewide trail matters. They also make recommendations to other trail managing agencies and non-governmental groups.  When created, the focus was on hiking, equestrian and bicycling trails. The focus has now expanded to include cross-country skiing and water trails.  ORTAC’s goals include implementation of the Statewide Trails Plan, selection of the Doug Newman award recipient, and designation of Oregon recreation trails.
No Commission action was requested.

13. Recreation Trails Program Grant Requests (Wayne Rawlins)
Bruce Ronning, Bend Metro Parks District, Member Oregon Recreation Trails Advisory Committee (ORTAC), explained that the Recreation Trails Grant Program is federally funded with guidelines requiring a minimum percentage of funding for motorized (30%), non-motorized (30%) and diverse use projects (40%).  Due to revisions to the annual apportionment of funds by the Federal Highway Administration, OPRD is currently awaiting confirmation of the total amount of money available to award in grants.  We anticipate about $1,305,285 will be available.  Commission approved rankings will determine which applicants receive funding based upon the apportionment of funds and subject to the minimum requirements for motorized, non-motorized, and diverse use projects.  The final recommendation will be submitted to the U.S. Department of Transportation, Federal Highway Administration for review and authorization.  Staff requests that the Commission approve the ranking of the Recreation Trails Program Grants as given by the ORTAC and award of the funds as they are available.
Jim Brown moved to approve the ranking and award funds, as they are available. Sharon Rudi seconded.  The motion passed unanimously.

14. Historic Cemetery Grant Requests (Roger Roper)
Roger Roper, Assistant Director, Heritage Program, briefed members on 31 recommended projects for full or partial funding based on the following criteria: 
•	Clear need for the project
•	Ability of applicant to carry out the project
•	Appropriateness of budget
•	Evidence that project will advance historic preservation of the cemetery
•	Ability of grant to enable project with less than total funding
Recommended projects include historically appropriate fencing, skilled monument repair, vehicle access, education and training, technical assistance, informative signage, boundary surveys, and restoration of significant architectural elements.
Jim Brown moved to approve the cemetery grant requests.  Nik Blosser seconded.  The motion passed unanimously.

15. Deschutes River Boater Pass Program (Dave Wright)
Dave Wright, Assistant Director, Operations, explained that the Deschutes River Boater Pass Program was legislatively created in 1981, requiring anyone who floats on the Deschutes River to have a pass.  It also assigned the role of setting boater pass fees and appropriating the receipts to OPRD for use exclusively within the Lower Deschutes River Scenic Waterway for operation of a pass system, law enforcement, developing and maintaining river-oriented recreation facilities and other purposes deemed appropriate for maintenance and protection.

When the Lower Deschutes was designated as a federal wild and scenic river in 1988, the Bureau of Land Management (BLM) began charging Deschutes boaters a federal use authorization fee.  As a result, OPRD contracted with BLM to administer the state boater pass program to allow boaters to obtain only one pass.  The program is now a web-based system in which a pass must be obtained through a website administered by the BLM, a critical component to effectively implement the limited entry system that began in 2005.  BLM has had problems keeping the website operational due to court ordered and self- imposed security related shutdown.  BLM has asked OPRD to host and administer the boater pass website in order to avoid future shutdowns. BLM has provided a server to facilitate the transition to OPRD.  The new website will be operational  under OPRD management in April.
No commission action was requested.

16. Strategic Communication Plan (Chris Havel)
Chris Havel, Communications Coordinator, explained that OPRD is roughly halfway through the 15 year funding commitment made by Oregon voters in 1998, dedicating 7.5% of the Oregon Lottery revenues to OPRD.  In that time, OPRD has invested in repairing and improving parks, assisting local communities with heritage and recreation grants, and preparing the park system for Oregon's future.  In 2014, Oregon voters will choose whether or not to continue this dedicated funding. Between now and then, the department will be active keeping Oregonians informed of the results of the department's actions funded by Lottery dollars. The Target 2014 Strategic Communications Plan sets this effort into motion. It covers overall communication goals, methods, and the kinds of information necessary to foster a well-informed citizenry.  Mr. Havel gave a PowerPoint presentation describing OPRD’s plan in preparation of the 2014 vote to extend or repeal the dedicated funding.

Members discussed the political environment that will be required to paint a picture for the public of what Oregon would look like with and without OPRD dedicated Lottery funds.  Jim Brown said that the Oregon Forest Resources Institute has been successful using 30-second ads in moving public attitude.  Also, the use of focus groups could be beneficial.  Sue Musser suggested having a series of short testimonial ads from Oregonians.  Sharon Rudi pointed out that reeducation is important to our credibility and would like to continue seeing positive advertising. 
No commission action was requested.

17. Umpqua Lighthouse Transfer Report on Progress (Dave Wright)
At the March 10, 2005 meeting, the commission approved an extension of a lease with Douglas County and the transfer of portions of Umpqua Lighthouse State Park provided that the County takes certain actions prior to the expiration of the lease.  The commission also requested that staff make periodic reports outlining the progress the County has made on the action items.  Mr. Wright presented a list of actions from the lease addendum and the progress to date:
•	Restroom installation at northern beach access parking lot. 
•	ATV staging and parking area-Phase 1. 
•	Development of speed regulated ATV access route connecting Discovery Point to open riding area.  
•	Design plan for campground in forested area of deflation plain.  
•	Installation of vault restrooms and paving of day use and staging area.  
•	Final design for Dunes Emergency Response facility. 
•	Installation of signage: to define open ATV riding area, and to define transition area between closure area and staging location.  
•	Posting for discontinuance of undesignated camping (unless authorized under special use permit. 
•	Closure of undesignated staging near Half Moon Bay.  
•	Closure of open dunes immediately below the Umpqua Lighthouse.  
He read an E-mail from Fran Recht asking members not to approve the Umpqua Land Transfer without reviewing the specific language of the deed.  Mr. Wright informed the commission that the restrictive language in the lease would be carried forward into the deed.
No Commission action was requested
18. Kam Wah Chung Master Plan Update (Kate Schutt)
Kate Schutt, Recreation Planning Manager, presented an update on the Kam Wah Chung Master Plan that included:
Master Plan Timeline Summary
•	August 2005:  Public issue scoping meetings and advisory committee meeting.
•	October 2005: - Announce the results of issue scoping and use of a design consultant.
•	April 2006: - Share draft consultant products with the Commission.
•	May 2006:  Draft master plan review at public meetings and with advisory committee.
•	Summer 2006 - Commission review and draft master plan comments and approve to go to city for plan approval and to state rule making.
•	Fall/winter 2006 - Local plan approval and state rule adoption of the plan.
Planning Issues:  
•	Restoration of the historic building and site
•	Collection, storage and research of artifacts 
•	Improved site visibility and access 
•	Improved visitor services and interpretation
•	Improved interpretive setting
•	Provision of local park needs
•	Improvements as opportunities arise
Preliminary Site Plans:  
Staff will present three site plans representing three main phases in plan implementation.  
Initial historic area restoration and parking improvement needs
Full parking solution and construction of an interpretive center building (with the swimming pool in place)
What the site would look like with the pool removed and the rest of the historic area and park restored (a new pool would be built in another location)

Preliminary Interpretive Building Design: Staff will present the preliminary interpretive building layout for accommodating needed visitor services and administrative functions, and the interpretive storyline for Kam Wah Chung in close vicinity with the historic area. 

Interpretive Themes and Storyline: Staff will present the major and minor interpretive themes for the site, and the order they would be portrayed in the interpretive center before taking visitors on a guided tour of the museum building itself.  
Ms. Schutt noted that site improvements would cost approximately $4 million. 
No commission action was requested.

19. Real Estate - Siuslaw River Dunes Acquisition (Cliff Houck) 
Cliff Houck, Manager, Property and Resource Management, asked that the commission approve the purchase of 84.47 acres from Lane County adjacent to OPRD’s Joaquin Miller Forest State Wayside site.  After public input the Lane County Commission directed the sale to OPRD with the following conditions.
•	That the sale be made at appraised value $817,000
•	That a life estate be provided to Mr. Warick (80 year old gentlemen living on the property)
•	That the property not be clear cut (a portion of the property is covered with Shore Pine and is a part of the Florence view shed) 
•	That no ATV use be allowed on the property 
•	That OPRD pay for a portion of this property in this biennium with an option to complete the purchase in the 2007-09 biennium.

This property has been identified in the department’s draft Strategic Acquisition Plan. 
Future possibilities for this property could include day use area, trail development, and limited camping.  Because of the current lease and the size of the property a Master Plan will be needed with public input to determine the kinds and size of development to stay in tune with a community that identifies with this property.

OPRD has received several letters supporting the purchase.  Two of the letters draw out issues that are related to issues of the property (those changes do not affect Mr. Warick and access and waterline matters).  Mr. Houck said there was no appraisal done to determine the value of the shore pine timber.  However, he noted, it was likely of little commercial value

Todd Winters, Lane County Parks and Recreation Department, discussed statutes the county must abide by when selling park land and noted that revenue from this sale would be used by the county to support its parks program.

20. Facility Investment Project – Contract Approval (Dave Wright)
a: Thompson’s Mills Construction Management/General Contractor
Dave Wright, Assistant Director, Operations, explained that the Construction Manager/General Contractor (CM/GC) is an alternative bidding process that has been approved for this project and the first time the department has used the process.  The intent of the process, a variant of the design/build process, is to have a CM/GC, an architect and a project manager working together to determine how best to accomplish the restoration work and provision of public access within the project budget.  OPRD believes this process is ideal for a project like Thompson’s Mills and should reduce change orders and cost increases. The contractor will act as the CMGC overseeing the sub-contractors and others during the restoration and work to provide public access to the facility.  
Jim Brown moved to approve award on the contract to “2G Construction” in the amount of  $17,500.  Nik Blosser seconded.  The motion passed unanimously.

b: South Beach State Park Paving Contract
Mr. Wright explained that the work to be completed under this contract is pavement overlay of parking lots, camp loop, hardstands and entrance road.  OPRD is able to use a price agreement negotiated through the Oregon Department of Transportation, eliminating the need for a competitive bid process for this specific project. 
Sharon Rudi moved to approve to award of the contract to “Road and Driveway” of Lincoln City under the Oregon Department of Transportation price agreement for the amount of $175,000.00.  Sue Musser seconded.  The motion passed unanimously.

21. Commission Planning Calendar 
Director Tim Wood noted:
•	The next meeting scheduled for June 8, 2006 in Banks.  The business meeting will be held in the morning then we will tour Stub Stewart State Park and the Tolke property (Banks-Vernonia Trail).  
•	A donor event recognizing the culmination of the fundraising campaign for the  Kam Wah Chung will be April 29, 2006. 
•	Members will be receiving an invitation to festivities on May 17, 2006 at Wolf Creek Inn recognizing the acquisition of the Golden Property
No commission action was requested.

22. Commission Discussion
Bill Gregory announced the following areas of interest that members will focus on:
Jim Parr:  	Heritage and preservation projects; audit meetings
Sue Musser	Outreach education and grants (cemeteries & other grants)
Nik Blosser:	Investment strategy
Jim Brown:	Acquisition policy
Sharon Rudi:	Grants and real estate

The meeting was adjourned at 12:15 PM

Respectfully submitted by,

Pamela Berger
Commission Assistant