Minutes
Oregon Parks and Recreation Commission Meeting
December 8, 2005
Oregon State Fairgrounds, Cascade Hall
Salem, Oregon

Commissioners Present:  John Blackwell, Chair; Bill Gregory, Vice Chair; Sharon Rudi; Nik Blosser; Jim Brown

Commissioner Absent:  Sue Musser

Staff Present:  Tim Wood, Director; Kyleen Stone, Assistant Director, Administration; Dave Wright, Assistant Director, Operations; James Hamrick, Assistant Director, Heritage Conservation; Dave Koellermeier, Oregon State Fair Manager; Ken Goforth, Financial Services Manager; Cliff Houck, Resource Management and Planning Division Manager; Kathy Schutt, Resource Management and Planning manager; Brady Callahan, Geographic Information Systems Coordinator; Jean Castillo, HUB Project Manager; Jan Dean, Transition Manager for the Oregon State Fair; Steve Shipsey, Assistant Attorney General; Susan Jordan, Legislative Fiscal Officer; Lisa Pearson, Department of Administrative Services Budget and Management Analyst; Wayne Rawlins, Grants and Procurements Manager; Shirlene Gonzalez, Accounting Manager; Bill Dahl, Database Administrator; Paul Lucas, Facility Planning and Maintenance Coordinator; Colleen Rogers, Executive Support for Operations; Pamela Berger, Commission Assistant.
Visitors Present:  Gary Combs, Chair County Opportunity Grant Review Committee; Brenna Bell and Hope Medford, Tryon Life Community Farm; Jim Parr, Oregon State Parks Trust; Peggy Lynch, Citizen.

The meeting began at 9:00 AM

1. Approval of Agenda
A motion was made to approve the agenda and seconded.  The motion passed unanimously.

2.  Public Comment
•	Jim Parr, Oregon State Parks Trust, presented an update on the Trust.  He discussed the possibility of relocating the Trust offices to Portland from Bend and updated the Commission on the Kam Wah Chung campaign.  He discussed two new campaigns – a membership drive and Champoeg State Heritage Area interpretive exhibits.  

•	Brenna Bell and Hope Medford, Tryon Life Community (TLC) Farm, testified on the conservation easement at TLC Farm, distributing handouts to commissioners.  TLC has an option to purchase the property where the farm is located.  She stated that Metro and the City of Portland are each contributing $100,000 toward a conservation easement on a portion of the property. TLC requested the Commission’s support for joining Portland and Metro in contributing $100,000 toward purchase of the easement.
In Commission discussion, Ms. Bell discussed the payment of the loan noting that they have a three-year contingency plan.  She talked about having a possible extension of their purchase option.  She also responded that the Friends of Tryon Creek, while expressing support for the purchase, have not contributed funds.  Also, the neighborhood association supports the purchase.

In response to Bill Gregory, Ms. Bell discussed that if someone wanted to develop the property, it would be expensive.  It is her strong belief that if the land is not protected, it will eventually be developed.

Tim Wood stated that OPRD would continue to work with Metro on this project to determine if there is a role for the department.  He also explained that the property would be purchased by the Oregon Sustainable Agricultural Trust who would then lease the land back to Tryon Life Farm.
No Commission action was requested.

3.  Approval of Minutes from the October 27, 2005 Commission Meeting
A motion was made to approve the minutes and seconded.  The motion passed unanimously.

4.  Director’s Update (Tim Wood)
Director Tim Wood highlighted recent OPRD activities and park-related news:
•	He thanked Jim Parr for his work on the Oregon State Parks Trust and announced that Ted Herzog will be the new chair.  He announced the upcoming meeting date to be December 10, 2005.
•	He announced that the next Commission meeting would be rescheduled to January 18, 2006 at Champoeg State Heritage Area.  The agenda:
10:00		Workshop
Noon – 1:00	Working Lunch
1:30		Business Meeting
3:30		Adjourn
•	He has been attending Ocean Policy Advisory Council (OPAC) meetings as an ex-officio member.  A second meeting was scheduled for December 9, 2005 in Coos Bay.  The council will develop a plan for workgroups and discuss designation of marine reserves.  The Governor has requested that OPAC provide recommendations on the designation of marine reserves.
•	On December 13, 2005, the Oregon Transportation Commission would be hearing a plan to promote the Governor’s agenda for bicycle tourism.  OPRD, ODOT, Office of Economic Development and Travel Oregon are in partnership with Cycle Oregon Bicycle Trust Alliance, and bicycle retailers and manufacturers, to promote cycling in Oregon. 
•	Current law authorizing recreational placer mining permits within scenic waterways sunsets on December 31, 2005.  Last legislative session, OPRD unsuccessfully proposed a legislative concept to the Governor that would have allowed recreational placer mining to continue on certain scenic waterways.  The Department of State Lands has recently updated rules to conform to the sunset provisions in the law that will eliminate recreational placer mining in scenic waterways.  
No Commission action was requested.

5.  Approval of Delegated Authority Reports
a)  Contracts (Ken Goforth)
Staff requested Commission approval of the Delegated Authority Report for contracts signed by the Director or his designee since the October 27, 2005 Commission meeting.  The contracts, each not to exceed $150,000, included:  Three Personal Service contracts; eight Architectural and Engineering contracts; five work orders under the Agreements to Agree for Architectural and Engineering Services; one Service Contract; eleven Public Improvement contracts; five Interagency Agreements; five Intergovernmental Agreements; one Challenge Cost-Share Agreement; one Cooperative Agreement; thirteen revenue generating State Fair Permits.
A motion was made to approve the report and seconded.  The motion passed unanimously.

b) Natural Resources (Cliff Houck)
Staff requested Commission approval of the Delegated Authority Report for Scenic Waterways Notifications and Ocean Shore Alteration Permits approved from October 6, 2005 through November 16, 2005.  The requests approved by the Director or his designee included one request to conduct a clear-cut timber harvest (Permit #3-362-05, North Fork Clackamas River); one request for a time extension for construction of a single family dwelling (Permit #2B-109-03, Upper Deschutes River); three requests to construct single family dwellings (Permits #2B-141-05, #2B-142-05, #2B-143-05, Upper Deschutes River); one request for approval of exterior structure and roof material colors (Permit #15-19-05, Metolius River); and one request to construct an addition to a residence and a garage (Permit #53-204-05, Sandy River.)
A motion was made to approve the report and seconded.  The motion passed unanimously.

6.  Financial Update (Ken Goforth)
Ken Goforth, Financial Services Division Manager, reported significant increases in Lottery revenues based on the November 23, 2005 forecast of state revenues issued by the Office of Economic Analysis.  Goforth reported a slight decrease in Park User Fees based on a 1% drop in attendance.  Goforth also reported that cash needs for the State Fair could be as high as $900,000 before the official transfer of the Fair occurs in January 2006.  Goforth reported that all expenditures in OPRD are projected to be within budgeted amounts with the exception of negotiated salary and benefit increases.  The Department of Administrative Services will seek limitation for these expenditures at a future meeting of the Legislative Emergency Board.  
Commission discussion covered a variety of topics.  Nik Blosser suggested that we might want to look into a legislative concept to require auto dealers to explain Salmon Plate options to new car buyers.  Tim Wood reminded commissioners that staff will bring forward a comprehensive list of legislative concepts and budget packages at the January 2006 Commission meeting.  Sharon Rudi asked, in light of reduced attendance last year, if we had considered expanding our marketing efforts, particularly in other states.  Goforth commented that we have targeted funds in our administrative budget for some more comprehensive marketing efforts.  Commissioners also discussed how park user fees are calculated.  Jim Brown suggested that we should be sure that fees are established so that they cover costs.  Mr. Wood reminded commissioners that there are stringent legislative rules that limit our capacity to make changes to our rate structures without legislative approval.  Nik Blosser reminded commissioners that we recently went through an internal review of our rates and made changes to improve equity in the rates we charge.
No Commission action was requested.

7.  Capital Asset Statement (Ken Goforth)
Ken Goforth, Financial Services Division Manager, presented a Capital Asset Report for information.  The report was prepared in accordance with Governmental Accounting Standards Board (GASB) pronouncement 34 and ORPD Management Procedure ACC5.0-- Capital Asset Accounting.  This was OPRD’s first such report to the commission.  The report shows that the net book value of OPRD’s assets as of June 30, 2005 was nearly $123.5 million.  OPRD experienced nearly $8.3 million in depreciation last fiscal year and has accumulated depreciation on assets totaling nearly $146.8 million.  
A motion was made to accept the report and seconded.  The motion passed unanimously.

8.  Development of Vision for the Oregon State Fair (Tim Wood)
Tim Wood, OPRD Director, explained that the 2005 Legislature moved the State Fair into OPRD to stabilize funding for the Fair and to provide necessary management and leadership to effectively “reinvent” the Fair into a true showcase for Oregon’s products, natural resources and economy.  Wood proposed the following course of action:
•	Seek the Governor’s endorsement for a plan to bring Oregon business and community leaders together to generate reinvention ideas;
•	Solicit Oregon Business Council support in identifying key leaders;
•	Hire a well-known, respected firm to conduct meeting with identified key Oregon leaders;
•	Prepare recommendations and report to the Governor and Legislature no later than June 2006;
•	After the strategic direction is determined, appoint members to the State Fair Advisory Committee that represent the diverse interests of the expanded vision.
Sharon Rudi moved to accept OPRD’s strategy to improve the Fair.  The motion was seconded and passed unanimously.

9.  State Fair Integration – Proposed report to the January 2006 Legislative Emergency Board (Dave Koellermeier)
Dave Koellermeier, State Fair Manager, noted that this agenda item requests the Commission to approve information that we will report to the January 2006 Emergency Board regarding progress in merging the Oregon State Fair with OPRD.  Koellermeier indicated that the progress report would include the following information:
•	Organizational Structure:  creates the State Fair Program with the manager reporting to the OPRD Director; Business Development and Operations functions reporting to the State Fair Manager; and integration of traditional administrative and personnel functions of the State Fair into existing OPRD sections.
•	Capital Improvement Project List:  includes repairs to the FFA/4-H Barn, roof and carpet in the Jackman/Long building; seat backs for chairs in the Pavilion; LED reader boards for the Pavilion; expansion of the Pavilion parking lot.  
•	State Fair Revenue Shortfall:  report that OPRD has transferred $900,000 to the State Fair for operating expenses through December 2005.
•	Strategies for covering State Fair revenue shortfall during remainder of 2005-2007:  Using OPRD’s Financial Management System (FMS) for all future State Fair accounting and management reporting; sponsorships and business plans; tightening the belt with expenditures; extensive review of all contracts and agreements to ensure most competitive deals and assertive management of contract terms and conditions; review of staffing levels and classifications.
A motion was made to approve the State Fair Integration report and seconded.  The motion passed unanimously.

10.  Report to the January 2006 Emergency Board (Ken Goforth)
Ken Goforth, Financial Services Division manager, discussed the proposed report to the January 2006 Emergency Board which includes:
•	Limitation for Bond defeasance:  The Department of Administrative Services identified additional limitation requirements to complete the transactions associated with defeasing the 1998 Lottery-backed bonds.  
•	Safety Reorganization:  OPRD plans to transfer the Safety and Risk Management Program and the Beach Safety Program from Administration to Operations.  
•	Limited Duration Position:  request for Procurement and Contracts Coordinator.  A planned request for a bicycle coordinator was tabled and will be reintroduced during the 2007-2009-budget development process.
•	State Fair Transition report.
A motion was made to approve the submission of items to the January 2006 Emergency Board and seconded.  The motion passed unanimously.

11. Heritage Conservation Division White Paper (James Hamrick)
Mr. Hamrick, Assistant Director, Heritage Conservation, discussed the Heritage Conservation Division's (HCD) White Paper, which was requested by the Director and is in response to Goal 4 of the 2014 Plan and compliments the Oregon Heritage Plan and Statewide Historic Preservation plans.

Director Wood had sent out a memo to OPRD managers as to his expectations and future direction for the agency. For the Heritage Conservation Division, he asked that a White Paper be completed that would provide a "strategy for fully integrating the expertise and capitalizing on the value HCD staff and resources can bring to preserving out state's heritage - both assets of others and those that are managed by our department."
 
Commissioner Brown suggested that the connection with interpretation could be strengthened. Chair Blackwell suggested using quantifiable success stories instead of benchmarks measures to signify the success of projects. 
No Commission action was requested.

12:  Heritage Conservation Update (James Hamrick)
Mr. Hamrick reviewed portions the Update with the Commission. He first outlined the direction the Oregon Sesquicentennial is headed. He stated that he and Mr. Wood met with the Governor's staff about the proposed course of action.  He also mentioned that the Special Assessment of Historic Property rules were being amended based on legislative changes made in the 2005 legislative session.

He also distributed and discussed worksheets showing the 05-07 Heritage Commission Grants and the 05-07 Preserving Oregon Development Grants.  He also discussed the SHPO/OHC joint project with Cultural Trust funds.  He described the project as providing technical services to historical societies, landmark commissions, and museums.   

Chair Blackwell was interested in Capital Asset Management (Item 7) as it related to "historical treasures". For instance, how would one value a petroglyph.  Mr. Hamrick explained that the staff had some difficulty with this category, since the DAS rules didn't really cover things like artifacts. Certain historic items, such as art, historical artifacts, paintings, furniture cannot be replaced at any cost, and so won't be depreciated.   Commissioner Brown asked for a further explanation of the term "historical treasures".
No Commission action was requested.

13.  County Opportunity Grants (Ken Goforth)
Gary Combs, Chair of the County Parks Advisory Committee, presented the list of recommended County Opportunity Grants.  The County Opportunity Grant Program is part of a larger program established in 1983 to provide revenue from RV registration fees to counties for park and recreation sites and programs.  A small amount is set aside for competitive development and acquisition grants.  For 2005, the funding available was $475,000.  Eleven applications were reviewed.  Grants are recommended for:  Holcomb Park RV dump station, Baker County; Morgan Park Phase 3, Lincoln County; Windy Cove Restroom/Shower Building, Douglas County; Barview Park RV Site Rehab and Development (2 grants), Tillamook County; Jefferson County RV Park Picnic Tables; Lobster Creek RV Park Planning, Curry County; Riley Ranch Campground; Coos County; and partial funding for John Day RV Park Restrooms, Grant County.
Jim Brown moved to approve grant awards.  The motion was seconded and passed unanimously.

14.  Real Estate (Cliff Houck)
a.  Fort Stevens Officer’s Inn 
Mr. Houck discussed the sale of Fort Stevens Officer’s Inn in the city of Warrenton.  The building’s construction is circa early 1900’s and contains approximately 6,104 square feet of living space.  OPRD acquired the building 1997 for $250,000.  In May 2005 it was appraised at $313,900.   After receiving public input, it was the consensus of the commission to offer the sale of property.  The department was to return to the Commission for approval of any final sales agreement. The Department conducted a sealed bid sale of the property, which included a covenant requiring the purchaser to maintain the historical integrity of the building exterior. OPRD received five (5) bids with Stephen and Kimberly Nurding from Astoria being the successful bidders at $351,000.
A motion was made to authorize OPRD to enter into a Sales Agreement with Stephen and Kimberly Nurding of the Ft. Stevens Officer’s Inn in the amount of $351,000, and seconded. The motion passed unanimously.

b.  Baldwin Property at Sunset Beach Acquisition
Mr. Houck discussed the opportunity to acquire an in-holding within the recently acquired Sunset Beach property in Clatsop County. The Baldwin family owns one of three small in-holdings within Sunset Beach.  The property is a 50 ft. by 100 ft. lot, which has been appraised at $15,000. The family has agreed to donate $5,000 of the value of the property and sell the lot to OPRD for $10,000.
A motion was made and seconded to approve the acquisition of the Baldwin lot for $10,000.  The motion passed unanimously.

c.  Seventh Day Adventist School Easement Acquisition
Mr. Houck told members that the completion of the Fort to Sea Trail was an integral part of the Lewis & Clark Bicentennial Commemoration. The only remaining link to complete the trail is a connection across the Seventh Day Adventist Church School property.  An easement of 4.34 acres is needed with an appraised value of $40,000.  The church had signed a Permit of Entry for the trail easement so that the trail could be constructed for the Lewis & Clark Bicentennial Dedication Ceremony.  As part of the agreement, OPRD is providing fencing and vegetation for the trail.
A motion was made to approve the purchase of the 4.34-acre easement in the amount of $40,000.  The motion was seconded and passed unanimously.

d.  Yew Avenue Property Sale
Mr. Houck proposed the sale of OPRD’s Yew Avenue parcel to the City of Redmond.  The Yew Avenue parcel is 39.19 acres of land zoned light industrial within the City of Redmond and part of the Redmond-Bend Juniper Waysides. The land is rocky with a vegetation cover of sagebrush and junipers with minimal scenic or recreation value.  A cattle company and a heavy equipment business occupy the neighboring property.  The property was appraised in November 2004 for $1,980,000 then appraised again in October 2005 for approximately $3,180,000.  The City of Redmond has offered to purchase the land at the appraised value.
 In response to Commissioner Rudi, Houck stated the property has not had any activity on it and it has never been developed.  
Commissioner Blosser asked if we use this money to purchase more parkland.  
Houck said the money would go into the acquisition trust fund.  Mr. Wood responded that the funds could be used for acquisition or development.  
In response to Commissioner Rudi, Houck explained the sharp increase of value is due to a strong market in the area.
A motion was made to authorize the Department to accept the City of Redmond’s offer and enter into a Sales Agreement on the Yew Avenue parcel for $3,180,000.00.  The motion was seconded and passed unanimously.

15.  Luckiamute Master Plan Update (Kathryn Schutt)
Ms. Schutt described a master plan for the State Park Lands at the Luckiamute River Mouth.  She told members that OPRD owns 919 acres at the mouth of the Luckiamute River.  Two of the recent property purchases for that area were funded by grants for the purpose of protecting and restoring floodplain functions.  OPRD is working in partnership with the Oregon Department of Fish & Wildlife to develop a master planning process to address recreational and resource management opportunities.  She explained that a master plan was prompted in response to, among other things, floodplain restoration interests. Through planning, an appropriate balance between recreational uses and resource management needs to be determined.  The boat-in campsite is a key element of the Willamette Water Trail. Assessments of resource conditions at the park are nearly completed.  Issue-gathering meetings with an advisory committee and the public were held and written comments on planning issues are being accepted until December 14, 2005. We anticipate that a draft plan be ready for public review by spring 2006, at which time a second round of committee and public meetings will be scheduled to discuss the draft plan.  A draft plan will be presented to the Commission in early summer of 2006.  The process for adoption of the plan through rule-making and County approval will occur after the Commission concurs with the draft plan.  
Mr. Wright, in response to Commissioner Rudi, said that OPRD is exempt from paying deferred taxes when we purchase farm or other zoned properties.
No Commission action was requested.

16. Projects and Facilities Management System (PFMS) (Dave Wright)
Dave Wright, Assistant Director, Operations, told the Commissioners that a primary goal of the agency is to develop a facility maintenance management system that is fully functional and tied to our Geographic Information System (GIS) and capital asset inventory.  Our goal is to have a centralized web based system that can be accessed from any location via the Internet.   The anticipated system named Hub will unite several independent databases into one location.  It will house an automated inventory of all department facilities along with a maintenance and repair log and schedule.  By tracking project management and maintenance needs through a centralized system, the agency will be able to avoid deferred maintenance issues.  Implementing this system will increase the accuracy and timeliness of our reporting to OPRD management, the Commission, and the Legislature; and will improve maintenance and management of facilities and infrastructure.
No Commission action was requested.

17.  Geographic Information System (GIS) (Kyleen Stone)
Kyleen Stone, Assistant Director, Administration, discussed the development of the GIS program, which was part of the agency’s 2003 - 2005 biennium budget. Its mission is to assist in the stewardship of Oregon’s natural, scenic, cultural, historic and recreational sites through the acquisition, analysis, distribution, and display of geographic information.  Thus far, the GIS program has focused on:
•	The capture and creation of a digital base map of common park elements
•	Reducing costs and data redundancy by becoming involved in projects with a mapping or spatial data component
•	Providing access to GIS tools or making GIS products available to everyone
The next phase will include:
•	Asset mapping, utility mapping, cultural and natural resource data information
•	Increase internal access through the Web
•	Some public Web access 
Brady Callahan and Jean Castillo gave a PowerPoint demonstration of the system’s current capabilities of the GIS system.     

Mr. Callahan demonstrated elements of OPRD’s GIS system that are in production or nearly in production.  He shared multiple maps and demonstrated the notion of a “data layer” in a GIS.  In response to Commissioner Blosser, Mr. Callahan stated that OPRD’s GIS is not yet widely available.  While we are not at liberty to share all OPRD GIS information with the public, we do plan to give public access to some of the information. He also stated, in response to Commissioner Gregory, that other federal, state and local agencies have for quite some time been using GIS systems and we can learn from them.  We have agreements with some of those other agencies to share data and we participate actively in statewide GIS initiatives with other state agencies.

 Ms. Castillo demonstrated a prototype for the “Hub” system described in item 16 above.   In it, she showed how OPRD staff that is distributed throughout the state would be able to access and update information centrally through an Internet application.   Information available will include facilities inventories with multiple pieces of identifying data, i.e., GPS coordinates for specific buildings, photographs, building dimensions; facility improvement projects; contract and bidding information that can be tied back to specific facilities and projects; project budget information; capital asset accounting information; GIS layers; and a maintenance management system.    

In response to Commissioner Rudi, portions of this program will be available next year; other portions are being submitted to OPRD staffed-based focus groups for review.  We anticipate going live with, at a minimum, the facilities maintenance, projects, and maintenance management modules in January 2007 using South Beach State Park as our initial site.  Once bugs are worked out of that initial deployment, we plan to bring other park management areas online over the course of the following year sweeping westward from Area 6 in eastern Oregon.

Mr. Wood introduced additional key staff and acknowledged the work they have done on the HUB system:  Bill Dahl, Systems Analyst/Developer and Paul Lucas, Facility Planning and Maintenance Coordinator.
No Commission action was requested.

18.  Commission Planning Calendar
Tim Wood reaffirmed that the next commission will be on January 18, 2006.  
Mr. Wood, in response to Commissioner Brown, stated that although it was missing from the Events Calendar, the Commission will meet on March 2, 2006 in the Dalles.

19:  Commission Discussion
There were no items discussed.

The meeting adjourned at 11:16 AM

Following the meeting, commission members and staff took a tour of the State Fairgrounds which included locations described on the Capital Improvement Project List (Item 9).

Respectfully submitted,

Pamela Berger
Commission Assistant