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Parks commissioners review draft event‑evaluation matrix to guide future programming
Summary
Commissioners reviewed a draft event‑assessment matrix intended to standardize how parks and recreation evaluates proposed projects, focusing on community need, business competition, resources and staff capacity.
At the Feb. 12 Depoe Bay Parks Commission meeting, a draft event‑evaluation matrix intended to guide the commission’s review of proposed parks and recreation projects was presented and discussed.
The document outlines questions the commission would answer when evaluating activities: whether the city is providing an activity residents lack access to; whether a proposed event would compete with local businesses; whether the activity strengthens community connections; whether required materials and resources are available without creating a financial burden; the expected role of city staff in facilitating the project; and clarifications that the matrix is not meant to replace applicable laws or existing procedures.
The presenter said the matrix is intended as a practical assessment tool so the commission can “be sure that [projects] have the legs that we need to move forward.” He added, “That’s why it's important. I think it's true. To have this matrix.” Commissioners and staff generally responded positively to the draft but cautioned it should not be mandatory doctrine; instead, they suggested treating it as a reference that can be refined after use.
Kim (staff member) told the commission the city can offer limited promotional and logistical support but cautioned staff capacity is constrained: “We won't have the bandwidth to run it,” she said, describing the city’s role as promotional support and oversight rather than production. Commissioners emphasized the matrix should help clarify whether an event is primarily for community enrichment or intended to attract visitors and revenue; that distinction would affect budgeting and staff support.
Commissioners suggested several edits and next steps: refine language to clarify that private rentals and city‑sponsored events remain separate, specify budgeting expectations before approval, and pilot the matrix on upcoming proposals. The commission agreed to continue reviewing and revising the draft and to return it to a future agenda for further discussion.
