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PORTLAND PARKS BOARD MEETING MINUTES January 4, 2006 7:30 – 9:30 A.M

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PORTLAND PARKS BOARD MEETING MINUTES January 4, 2006 7:30 – 9:30 A.M PORTLAND PARKS BOARD MEETING MINUTES January 4, 2006 7:30 – 9:30 a.m. Lovejoy Room, City Hall Board members present: Mike Houck, Scott Montgomery, Chet Orloff, Keith Thomajan, Steffeni Mendoza Gray, Rich Brown, Bill Hawkins, Rev. T. Allen Bethel. Board members absent: Mary Ruble, Joey Pope, Thomas Bruner, Nichole Maher, Barbara Walker, Pam Brown. Staff present: Zari Santner, Lisa Turpel, Lydia Kowalski, Dave McAllister, Matt Grumm, Darlene Carlson, Robin Grimwade, Comm. Dan Saltzman. Guest present: Gail Snyder Call to order The meeting was called to order by Chair Chet Orloff at 7:40 a.m. Approval of the minutes There were several corrections to the minutes. Under the heading of Introductions, new Board members should be referred to “nominees” since their appointments have not yet been confirmed by the City Council. The spelling of Jonah Edelman’s name on page two was corrected. The first bullet on page three was changed to say “expires in two years.” A correction was also made on the last paragraph on page five clarifying that the December 3 public meeting on the budget had already occurred. Scott Montgomery moved that the minutes be approved as corrected. The motion was seconded and passed unanimously. Other Business Mike Houck reported that Stand for Children has stated that they will not be going after an SDC for schools; rather, they will be pursuing an “impact fee” for schools only. Mike also talked about Metro’s proposed bond measure and the discussions surrounding the amount of money available to local providers. He will draft and circulate a letter for the Board to send to Metro and the City Council that states the Board’s position on the amount available for opportunity grants. Community Engagement Steffeni Mendoza Gray, Chair of the Community Engagement Report Committee reported that the committee has determined some short and long term goals. They are: • Develop themes and messages for the community and public officials. • Develop a branding campaign with Parks staff. • Encourage all Board members to be a part of the budget effort. - 1 - • Plan to have two Board meetings per year out in the community, but develop a theme so meetings are focused. The committee will also be meeting with Robin Grimwade and Karen Bean. Chet brought up the Mayor’s visioning process currently underway and Steffeni said she will add “visioning” to the list of action bullets. Chet also commented that the Mayor’s visioning process will have $200,000 in grants available for community groups to craft their own plans as part of the process. Dogs in Natural Areas Dave McAllister reported on a new interim policy developed by the Bureau which prohibits dogs in natural areas. This policy will only apply to eight recently-acquired properties. These properties have no established trails or visitor services and do not yet have a management plan. The sites will be posted following the adoption of the policy. Rev. Bethel suggested that the policy also be reviewed by the Off Leash Advisory Committee before it is adopted. FY 2006-07 Budget Robin gave an update on the budget process to date: • The Parks internal process began about a month earlier than usual. • It’s been a very participatory process so far, with over 70 budget cuts submitted by managers. • The cut target is approximately $3M, which includes Council mandated cuts and other costs such as interagency increases, additional fleet and utility costs and the increased cost of health benefits. • The draft Parks budget will still allow PP&R to move forward with 2020, the Strategic Business Plan and core services and programs. • The draft budget will also allow PP&R to lay down some solid foundations for the future and complete the reorg process. • The budget will allow Parks to realign resources to priority areas. Parks will continue to operate all facilities, but there will be some reductions in standards. • Parks will also support and grow their volunteer base and continue to look for partnerships. Robin said the 70 cut packages are in four broad groupings: • Reduce the reliance on the general fund. • Create sustainable systems. • Realign staff resources to priority areas and fine tune the organizational structure. • Develop partnerships. Parks staff submitted their proposed capital improvement plan (CIP) on January 3. This plan will be discussed with the Mayor and Commissioner Saltzman on February 2 and brought to the full Council at the end of February. - 2 - The budget evaluation team will meet this afternoon to discuss various cut packages and make final determinations. Parks must submit a balanced budget to OFM by February 6. All Parks staff will be invited to a budget presentation on January 9 and a second meeting for the public will be held on January 11, 6:30 – 8:30 p.m. at Benson High School. Robin said that the balancing of the budget will require cut packages totaling $1.1M. Staff will only partially address revenue true-ups this year, totaling about $175,000. The true-up balance (an additional $175,000) will need to be resolved by the end of next year. Other balancing ideas are: • Move some legitimate costs from the general fund to the levy. • Look at how Parks operates their fleet. Are they using every piece of equipment to its full advantage? • Consolidate some mailing and printing and encourage greater reliance on electronic media. • Consider vacancies when determining positions to cut. Chet said the Board needs to support the staff’s work on the budget and let the Council know that Parks is making cuts to align with the Council’s priorities and to uphold 2020. Zari thanked Scott, Mike, Joey and Chet for their work as part of the evaluation team. The evaluation team was also composed of two citizen members, five front line PP&R staff (not managers) and one union official. Zari said that Council has asked for cuts in 1% increments, which is about $330,000. Parks will ask Council for no more than a 3% cut, and then the Bureau will take care of the revenue true-ups internally. Chet and Zari will provide specific information to Board members when they speak in public about the budget. In response to a question about transition sites, Lisa Turpel said that all sites are moving forward with their plans. Keith asked what the reductions in service will include. Robin said these reductions will include the frequency of mowing, litter collection, and response time (service will still happen but will take a little longer). Restroom cleaning will not be reduced. Chet will be working with Comm. Saltzman and Matt to develop a workplan for Board members and other members of Council. Comm. Saltzman asked Parks to prepare a short briefing document on 2020 for the visioning team. Adjourn The meeting was adjourned at 9:40 a.m. - 3 - PORTLAND PARKS BOARD MEETING MINUTES February 1, 2006 7:30 – 9:30 a.m. Lovejoy Room, City Hall Board members present: Chet Orloff, Scott Montgomery, Barbara Walker, Steffeni Mendoza Gray, Bill Hawkins, Mike Houck, Thomas Bruner, Nichole Maher, Mary Ruble, Keith Thomajan, Rich Brown, Rev. T. Allen Bethel, Kerry Hampton (for Pam Brown). Board members absent: Joey Pope. Staff present: Zari Santner, Darlene Carlson, Dave McAllister, Lydia Kowalski, Karen Bean, Lisa Turpel, Robin Grimwade, Maria Thi Mai, Matt Grumm, Comm. Dan Saltzman. Guests present: Gail Snyder, Sumner Sharpe. Call to order The meeting was called to order by Chair Chet Orloff at 7:35 a.m. Approval of the minutes Scott Montgomery moved to accept the minutes of the January 18, 2006 minutes as written. The motion was seconded by Steffeni Mendoza Gray and passed unanimously. FY 2006-07 Budget Update: City Budgets are due to the budget office on Monday, February 6. Parks will be submitting a 3% cut, as requested by the Mayor, in 1% increments. Zari Santner said that Parks staff are comfortable with the first 1% cut, less so with the second 1%; the third 1% cut will be challenging for the Bureau. The third level of cuts will mean that maintenance work won’t be completed in a timely manner due to the elimination of certain positions. Robin Grimwade told the board that the total cut is now down to $2.7M, and staff will do their final balancing by the end of the day on Friday, February 3. Robin discussed the 1% increment cuts. He said that the first 1% cuts are ones that the Bureau feels are the easiest for the City Council to take. The second 1% cuts are where position cuts start to be seen. The third 1% cuts include turning off the lights in parks after midnight to save energy, however, safety may be compromised. Three key positions are also in this increment, including a filled senior planner position which will mean a reduction in PP&R’s ability to deal with land use issues and master plans. If this cut is taken, the master plan process would drop back to two-three per year, resulting in a large backlog. This position also responds to citizen initiated projects. The other position - 1 - cuts in this increment are a vacant training coordinator position (a new position that came about as part of the reorg) and a filled maintenance worker position. Parks is submitting several add packages, which include: • The costs associated with Pier Pool, which was cut this year; • Reimbursement for fire damage repairs at Hillside Community Center, which was borrowed from the levy; • Park maintenance facility repair; • Contribution from Columbia Sportswear for Sellwood Park; and • One-time money for IFCC and Linnton Community Center.
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