Minutes - Adopted
Oregon Parks and Recreation Commission Meeting
August 17, 2006 
Tillamook Forest Center  - 45500 Wilson River Highway
Tillamook, Oregon

Commissioners Present: Bill Gregory, Chair;  Sharon Rudi; Jim Brown; Sue Musser and Jim Parr

Staff Present: Tim Wood, Director; Jan Dean, Assistant Director, Administration; Kyleen Stone, Assistant Director, Recreation Programs and Planning; Dave Wright, Assistant Director, Operations; Cliff Houck, Manager, Resource Management and Planning; Roger Roper, Assistant Director, Heritage Programs; Dave Koellermeier, State Fair Manager; Chris Havel, Communications Coordinator; Wayne Rawlins, Grants Division Manager; Jim Myron, Legislative Coordinator; Michele Scalise, Grants Program Coordinator; Ron Price, ATV Grants Program Coordinator; Diane McClay, Oregon Outdoor Recreation Committee Chair, Steve Shipsey, Assistant Attorney General; Pamela Berger, Commission Assistant

Visitors Present:  Doug Decker, Oregon Department of Forestry; Roger Straus, Coquille River Lighthouse Keepers; Karma Krause, Oregon Travel Information Council; Randy Westrick, Local Government Grant Advisory Committee Chair; Diane McCleay, Oregon Outdoor Recreation Committee; Barrett Brown, Oregon Motorcycle Riders Association; Chris Knauf, BLM; Tom Harris, BRC/PNW4WDA; Pat Harris, ATV-AAC; Tim Custer, ATV-AAC; Scott Ryland, ATV-AAC; Tyrrell Hart, ATV-AAC; Larry Runk, ATV-AAC

The meeting began at 9:30 AM

Doug Decker, Oregon Department of Forestry, welcomed members and introduced Jim Quiring, Director, Tillamook Forest Center.  Mr. Decker noted that since the opening of the center in April 2006 there have been over 35,000 visitors. 

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

2.  Public Comment
Roger Straus, Coquille River Lighthouse Keepers Foundation in Bandon, told members that the Coquille River Lighthouse located in Bullards Beach State Park is the only visited lighthouse on the Oregon coast that has not undergone a major restoration.  The current condition is poor and needs extensive restoration.  The Coquille River Lighthouse Keepers Foundation has been and would like to continue to be a partner in the restoration project.  He provided letters of support from the City of Bandon, Port of Bandon, Bandon Lions Club, and Bandon-by-the Sea Chamber of Commerce for the completion of the restoration efforts by the Coquille River Lighthouse Keepers Foundation and OPRD.
Karma Krause, Oregon Travel Information Council, thanked the members for OPRD’s partnership on various projects including the Crissy Field welcome center.

3. Approval of minutes from the June 8, 2008, 2006 Commission Meeting
Jim Parr moved to approve the minutes.  Jim Brown seconded.  The motion passed unanimously. 

4.  Director’s Update (Tim Wood)
Fire Status:  Tim Wood, OPRD Director, noted that OPRD has adjusted their operating procedures in response to fire season needs. Early this summer one fire occurred in a State Park; this past Tuesday there was a grass fire on the Glass Bar Greenway site. 
Risk Assessment:  Mr. Wood shared OPRD’s Audit Committee’s discussions when they recently met with contractors to conduct an agency risk assessment and identified needs to develop a risk assessment, as required by the Department of Administrative Services (DAS).
Main Street Program: Roper Roper, Assistant Director, Heritage Programs, noted that this 25-year old program is managed through the National Trust.  It brings several elements together to encourage downtown restorations in which many agencies are involved, including OPRD’s State Historic Preservation Office.  OPRD could play various roles in the continued development of this program.  Jim Parr suggested that the commission tour some of these projects in the interim.
Commission Training:  Mr. Wood distributed information for Board and Commission Member Training that is taking place on September 12, 2006 at the Oregon State Capitol.
New Carrissa:  OPRD will issue permits for the removal of the remainder of the New Carrissa. 
Coquille River Lighthouse:  Dave Wright, Assistant Director, Operations, said there is a three-year plan for that restoration of the Coquille River Lighthouse including exterior, interior, electrical, and a possible alternative energy source.  This plan has been shared with Roger Straus, Coquille River Lighthouse Keepers Foundation.  
No Commission action was requested.

5. Approval of Delegated Authority Reports 
a: Contracts (Jan Dean) 
Jan Dean, Assistant Director, Administration, asked the commission to approve the “Report of Delegated Authority for Contracts”.  These contracts were signed by the Director per authority delegated by the Commission and were executed from April 8, 2006 – July 18, 2006.  The current report includes:
•	59 new agreements for a total of $1,697,079
•	33 amendments for a total of $310,469
•	1 sponsorship agreement with the fair for $18,300 revenue to OPRD
•	9 fairground event permits for a total of $134,666 revenue to OPRD
Jim Parr moved to approve the contracts.  Sharon Rudi seconded.  The motion passed unanimously.
b.  Natural Resources (Cliff Houck)
Cliff Houck, Resource Management and Planning Manager, presented actions taken under the delegated authority for natural resources management from May 8, 2006 through July 25, 2006 for Scenic Waterways Notifications and Ocean Shore Alteration Decisions.  Tim Wood noted that some of these locations would be visited during future commission tours. 
Sharon Rudi moved to accept the delegated authority report.  Jim Brown seconded.  The motion passed unanimously.

6.  Financial Update (Jan Dean)
Jan Dean, Assistant Director, Administration, said that because there are no changes from the June report she did not provide a copy of the 10-year plan.  She noted that the 2005-07 biennium is projected to be close to budgeted amounts with a few exceptions.  At the June Emergency Board meeting, limitation was awarded for the costs of negotiated salary and benefit increases.  The department received limitation increases of $682,125 Lottery Funds and $2,554,480 Other Funds for salary and benefit increases. OPRD has reserved funding for these costs and amounts are expected to be within available revenues.  The department continues to monitor the collection of Recreation Vehicle fees.  The current estimate is that we will receive $25.5 million, which is $400,000 less than the budgeted amount. 
No Commission action was requested.

7.  September Emergency Board Report (Jan Dean)
Jan Dean requested approval to increase Lottery and Other Fund limitation for the following items for submission to the September 2006 Emergency Board:
Recreational Trails – $506,000 Lottery Funds – Trails projects consistent with Oregon’s 2003-2007 Statewide Comprehensive Outdoor Recreation Plan.
Paving Projects – $1,000,000 Lottery Funds - To reduce the backlog of deferred paving projects for nine paving projects.
State Fair Aesthetics - $500,000 Lottery Funds - Improvements to the State Fairgrounds and buildings.
Acquisition Sinking Fund Limitation - $1,550,000 Other Funds - Requires proceeds from the sale of real property be deposited into the Parks Donation Trust Fund for use of parkland acquisition or development.  The department requests approval to seek an increase in Other Funds limitation to use these funds for projects, including match for Land and Water Conservation funds for Stub Stewart State Park development, the Garrison Lake Drainage Control project, and natural resource projects.
Marine Board Projects - $510,561 Other Funds - The Oregon State Marine Board contributes funding for a variety of projects within the department that relate to boating facilities.  They anticipate providing an additional $510,561 in funding for projects in the current biennium.
Sharon Rudi moved approval of the above listed Lottery and Other Funds.  Jim Parr seconded.  The motion passed unanimously.

8.  Grant Program Update (Wayne Rawlins)
Wayne Rawlins, Grants Division Manager, gave a PowerPoint presentation highlighting the processes used in the various grant programs.  The current recreation grant programs offer funding opportunities for the following:
•	Land and Water Conservation Grant Fund Program (Federal)
•	Local Government Grant Program (Lottery)
•	County Opportunity Grant Program (RV Registration fees)
•	Recreational Trails Program (Federal Highway)
No Commission action was requested.

9.  Local Government Grant Program  (Wayne Rawlins)
a.  Large Grant Approval
Wayne Rawlins, Grants Division Manager, introduced Randy Westrick, Local Government Grant Advisory Committee Chair.  Mr. Rawlins told commissioners that the Local Government Grant Program was created in 1998 with Lottery funds to assist local government agencies finance projects to acquire, develop, and rehabilitate their parks and recreation facilities.  It provides funding up to 50% of the costs for most projects.  The Local Government Advisory Committee met June 12 – 14, 2006 for their annual review of large grant requests ($50,000 - $500,000).  OPRD received 33 large grants requests for funding assistance.  OPRD is recommending 17 of those requests, totaling $2,605,577 as detailed on a provided spreadsheet.
Commissioners expressed concern about the appropriateness of financing a seemingly large number of skateboarding facilities in relation other outdoor recreation such as tennis courts or aquatics.  Mr. Westrick assured the commission that there are not skateboard advocates, per se, on the grant advisory committee.  He said that skateboarding is an activity of choice now for a wide cross section of young people.  There are a number of youth who wish to participate in outdoor play that is more independent.  Many youth seek healthy activities that are not necessarily organized, scheduled and coached by adults.  Teens and young people in local communities are actively voicing the need for skate parks and are fully participating in all aspects of development from advocacy to design.  

Mr. Westrick further indicated, from his perspective as a former municipal park director that the demand for tennis courts has diminished.  Regarding aquatics, he observed that local communities often seek funding from other sources to build or renovate swimming pools because of the high costs involved.
Sue Musser moved the approval of the large grants.  Jim Parr seconded.  The motion passed unanimously.

b.  Small Grant Approval (Wayne Rawlins)
Wayne Rawlins, Grants Division Manager, told members that OPRD received 27 small grants requests for funding assistance.  OPRD is recommending 7 of those requests, totaling $289,532, for award as detailed on a provided spreadsheet.
Sue Musser moved approval of the small grants.  Sharon Rudi seconded.  The motion passed unanimously.
10. Land & Water Conservation Fund Grant Approval (Wayne Rawlins)
Wayne Rawlins, Grants Division Manager, told members that the Oregon Outdoor Recreation Committee met in May to rank a provided list of grants for commission approval. There were significantly fewer applicants for these funds than in years past.  Mr. Rawlins speculated that this could have been caused by two major factors.  First, federal funding was severely limited this year, so applications were not encouraged.  Second, since this is a federal program, there are restrictions to the funding and long-term commitments required by the grantees that were not appealing to potential applicants.  He introduced Diane McClay, OPRD and Oregon Outdoor Recreation Committee Chair, who followed up Mr. Westrick’s discussion with her own observations of the overwhelming presence of youth involvement in the process of requesting grants for skate parks. 
Jim Parr moved approval of the Land and Water Conservation Fund grants.  Jim Brown seconded.  The motion passed unanimously.

11. Historic Preservation/Certified Local Government Grant Requests (Roger Roper) 
Roger Roper, Assistant Director, Heritage Programs, explained that the Certified Local Government (CLG) program is a National Park Service program administered by the State Heritage Preservation Office (SHPO).  Through the CLG program, SHPO assists and provides grants to city and county governments to, among other things, establish local historic preservation programs.  Examples include:
•	Surveying and documenting historic buildings and archaeological sites
•	Listing properties in the National Register
•	Conducting condition assessments and feasibility studies
•	Public education activities (walking tour booklets, websites, school programs) 
•	Brick-and-mortar rehab work on historic buildings and structures
•	Training for preservation staff, landmark commission members, and the public
•	Preparation of local ordinances and design guidelines
Staff requests approval of grants as described in a provided spreadsheet.
Sharon Rudi moved approval of the Local Government Grants.  Jim Parr seconded.  The motion passed unanimously.

12. Fundraising Solicitation (Kyleen Stone) 
Kyleen Stone, Assistant Director, Recreation Programs and Planning, noted that an updated version of the brief has been provided.  She explained that the department benefits from non-profit organizations that raise funds to support and augment state park projects, thus increasing the department’s leverage in its use of lottery and other funds. Last biennium contributions from non-profits exceeded $1.1 million.  Those funds along with OPRD investments allowed for $5.7 million in improvements to the state park system.  

Staff requested approval to establish and test a pilot fund-raising program by soliciting proposals from interested non-profits wherein OPRD would reimburse them for a portion of their costs to raise the funds.  The proposal would be in accordance with the state approved procurement process and would raise $350,000 for the fabrication and installation of interpretive exhibits at Champoeg State Heritage Area.  The contract would expire in July 2008 to ensure installation of the interpretive displays in time for the National Association of Interpreters national meeting in Portland and in advance of the Oregon Sesquicentennial in 2009.    This proposal has been reviewed and approved by Steve Shipsey, AAG.

Sharon Rudi moved approval to proceed with a request for proposals.  Jim Parr seconded.  The motion passed unanimously.

13. Facility Investment Project – Contract Approval (Dave Wright)
a.  Stub Stewart State Park Restroom Construction
Dave Wright, Assistant Director, Operations, told members that the department is requesting approval to purchase and install four restroom/shower buildings, two restroom buildings and two vault toilets.  These are similar to those at Prineville Reservoir State Park.   They are durable and come in below budget.
Jim Parr moved to award the contract to CXT, Inc. in the amount of $828,499.  Jim Brown seconded.  The motion passed unanimously.

b.  Stub Stewart State Park Welcome Center
Dave Wright explained that the proposed contract is for the construction of a new registration and office building, related site work and utility work by the same contractor working on the maintenance shop.
Jim Brown moved to award the contract to Meng Hannan in the amount of $563,200.  Jim Parr seconded.  The motion passed unanimously.

c.  The Cove Palisades State Park Campground Renovation
Dave Wright said this project is to complete utility and paving improvements at Deschutes Campground, Loops A, B, and C.  Improvements include asphalt overlay, replacement of sewer, water, and electrical facilities.  We anticipate starting after Labor Day 2007.
Sue Musser moved to approve award the contract to Bill Booker Construction in the amount of $1,905,134.75.   Jim Brown seconded.  The motion passed unanimously.

d.  Viento State Park Water System Upgrade
Dave Wright explained this project is to complete long term storage improvements necessary to serve the projected potable and irrigation needs.  However, since there was only one bid, staff recommends rejecting the award of this contract, directing staff to re-bid the project next spring to encourage competition.
Jim Brown move to reject the award and for staff to re-bid.  Sharon Rudi seconded.  The motion passed unanimously.

14. Real Estate (Cliff Houck)
a.  Gregory Slide Repair 
Cliff Houck explained that a portion of Highway 101 slid off of a high bank about 1½ miles south of Port Orford during the winter of 2005-2006.  ODOT contacted OPRD for an emergency Ocean Shores permit and a permit of entry to complete the slide correction work.  ODOT has offered $2,100 for the transfer of the three-easement parcels where the slide work occurred.
Sue Musser moved to approve the transfer at the value set by ODOT of $2,100.  Sharon Rudi seconded.  The motion passed unanimously.

b.  Thompson’s Mills 
Cliff Houck told members that Thompson’s Mills is scheduled for a widening of the driveway, and establishment of a temporary parking lot, in anticipation of opening in 2007.  The 24’ driveway will require a paved apron connection to county road standards.   During the realignment, two small triangle shaped parcels were cut off from the neighbor’s parcels on the West side of Boston Mills road creating separate ownership between Thompson’s Mills and Boston Mills road.  The County is now requiring the new driveway connection be constructed on OPRD property.   An agreement has been reached with the owner of the .21-acre (triangle), where the new driveway connection will be made to the county road. to sell for the value estimate.
Jim Parr moved to approve the acquisition at the value estimate of $1,000.  Sue Musser seconded.  The motion passed unanimously.

c.  Minam Property Addition 
Cliff Houck explained that it was recently discovered that ODOT maintains ownership of a 0.58-acre parcel within the Minam State Recreation Area surrounded by OPRD property.  The property was acquired as a stockpile site for their operations when OPRD was still a part of ODOT. OPRD has used the property for a number of years for storage and maintenance. ODOT had never used the site and has agreed to sell the property to OPRD.  The parcel is an important part of OPRD’s operations and has significant importance for several agencies in the management of the Minam and Wallowa Rivers.  ODOT has appraised the property at $4,590.  
Jim Brown moved to approve the acquisition at the appraised $4,590 value.  Sharon Rudi seconded.  The motion passed unanimously.

d.  Humbug State Park Easement
Cliff Houck told members that several properties north of Humbug State Park have historically accessed off the Old Oregon Coast Highway, which passes through Humbug State Park.  In 1996 one of the owners, Mr. Taylor, contacted OPRD to purchase an easement for access over the park on the existing access road, which included a limit of one residence per property and restricted the easement to residential and utilities services only.  A request has been made by two other owners, Mr. Bussmann and Mr. Mock, for rights from OPRD to use the same access easement granted to Mr. Taylor in 1996, recently appraised at $1,100.  The same conditions would apply to the easement grant to Bussmann and Mock if so approved.  Because of maintenance problems, an additional restriction would require Mr. Bussmann and Mr. Mock to enter into a road maintenance agreement contract with Mr. Taylor prior to granting the easement.   Granting this easement will clearly identify Bussmann and Mock responsible for road maintenance, not OPRD.  However, widening or improvements will require OPRD approval. 
Jim Brown moved to approve the easement grant for $1,100, subject to the conditions and restrictions mentioned.  Jim Parr seconded.  The motion passed unanimously.
15. Fremont Powerhouse (Cliff Houck)
Cliff Houck told members that the Fremont Powerhouse was constructed in 1908 to provide electricity to the surrounding area including Sumpter Dredge.  The U. S. Forest Service (USFS) has asked OPRD about the possibility of transferring management of this historical resource to OPRD.  The property would complement the John Day and Sumpter visitors with an additional stop or point of interest.  The property is located 8 miles east of Granite, over Forest Road 10.

A long-time friend and caretaker of the Fremont Powerhouse complex, Joe Batty, passed away this winter leaving the site in USFS control but with no one on site and limited resources to manage the property.  The USFS has offered to enter into a long-term permit with OPRD; the cost to OPRD being upkeep and management of the property.

The department is currently evaluating the USFS offer to determine the feasibility of OPRD management.  The outcome of the evaluation will be discussed at a future Commission meeting.

Sue Musser suggested memorializing Mr. Batty by having a picture of him at the Powerhouse complex.  Roger Roper said that the town of Granite is not a historic district at this time.

No Commission action was requested.

16. Performance Measures Report (Jan Dean)
Jan Dean told members that as directed by the Legislature, OPRD is required to report to the Joint Legislative Audit Committee (JLAC) on new performance measures that came out of the 2005 Legislative Session.  Staff prepared a list of each performance measures that will be used throughout the year to gauge the effectiveness or efficiency of key programs.  When necessary, adjustments to the processes will be made.
Jim Brown noted the commission’s role for the agency, noting that opportunity to convey concerns about the performance measures with JLAC. 
Mr. Wood explained that if the commission approves the performance measures today, they could still be modified prior to the final budget hearing in May 2007.

Sharon Rudi moved approval to submit these measures to the September (subsequently changed to November) 2006 JLAC with the caveat to modify them as needed.  Jim Brown seconded.  The motion passed unanimously.

17. Request to go to Rulemaking – Contracts (Jan Dean)
Jan Dean stated that per ORS 279.050(6)(c), OPRD has authority to procure “all goods, services, public improvements and personal services relating to state parks.”  OPRD, in consultation the Department of Justice (DOJ) and the Department of Administrative Services’ Purchasing Division have drafted rules to carry out the procurement authority. 

The draft rules clarify the requirements not described in current statutes and administrative rules.  They will document the process for procurement and provide reminders of additional OPRD approvals.  The proposed rules do not change the Commission granted procurement level of delegated authority for the OPRD director in the amount of  $150,000.  As recommended by the legislature, staff proposes to appoint an advisory committee and hold a public hearing in order to refine the rules.  The rules as drafted through this process will be submitted to the Commission for adoption at the November 2006 meeting.  

Jim Brown moved for the department to go to rulemaking.  Jim Parr seconded.  The motion passed unanimously.

18. Executive Session - Matters related to the State Fair
Pursuant to ORS 192.660(2)(f) the Oregon Parks and Recreation Commission held an executive session for Item 18 to consider information or records that are exempt from disclosure by law under ORS 192.502(1).  As required by law, no decisions were made in the executive session.

19. Commission Planning Calendar (Tim Wood)
September 28. 2006 Commission Meeting:  Director Tim Wood stated the next meeting is scheduled for September 28, 2006 in John Day preceded by a tour on September 27th of Kam Wah Chung and possible other locations.  An invitation has been extended to First Lady Mary Oberst to join us. 

2007 Meeting Dates:  Mr. Wood proposed the following dates for 2007 commission meetings dates:

January 11 		Silver Falls
March 8 		Salem
May 10		Albany
July 12		Honeyman State Park
September 20	Bend
November 29	Champoeg State Heritage Area

Jim Brown would like to include a commission fieldtrip of scenic waterways in 2007.  He also suggested having a reception for legislators during the upcoming legislative session.

Sharon Rudi would like to tour skate parks as the commission meets in various locations. 

No commission action was requested.

20. Commission Discussion
There was no discussion.

The meeting was adjourned at 12:10 PM

Respectfully submitted by,

Pamela Berger
Commission Assistant